Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD AT 7.30PM ON WEDNESDAY, 26^TH APRIL 2006 AT SUNNINGWELL VILLAGE HALL

Present: Cllrs. R. Nichol (in the chair), R. Macdonald, H. Lynam-Smith, M.Woodward and S. Payne.

In Attendance: County Cllr. B. Johnston, District Cllrs. T. Ward & C. Wise, Pat Romans (Clerk) and one member of the public

1. CHAIRMAN’S COMMENTS

Cllr. Nichol informed members that a copy of the South East Plan had arrived and he would comment further at a later stage in the meeting. He reminded colleagues that at this time next year their current term of office will have been completed and they will all be faced with a decision regarding whether or not to put their names forward for a further 4 years of service on the Parish Council. Cllr. Nichol said that with the current vacancy not having yet been filled and a Deputy Chair still to elect, he hoped that members will discuss the situation with others and that the whole community will become involved with this issue because it cannot be assumed that the current membership will continue into the longer term future.

2. QUESTIONS & COMMENTS FROM ATTENDING COUNCILLORS/

RESIDENTS

The Clerk had received a request for the Parish Council to consider nominating Mrs May Hall for an award in recognition of her long years of service to the community. Cllr. Johnston said that current criteria seemed to be both a record of past achievements and evidence of continued involvement and service. It was agreed that this would be an appropriate Parish Council initiative.

Action: Further information on necessary procedures to be sought by Cllr. Nichol and the Clerk.

3. APOLOGIES

Apologies were received from Cllr. D. Belcher

4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL

INTERESTS

No declarations were made.

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5. MINUTES OF MEETING HELD ON 29^TH MARCH 2006

It was proposed by Cllr. Payne and seconded by Cllr. Macdonald that with one amendment – page 174 to name Dr. Chris McMichael as nominee for the Volunteer of the Year Award - the Minutes be accepted as a correct record of the meeting. This was agreed unanimously and the Chairman signed accordingly.

6. UPDATE ON ACTION POINTS/ANY OTHER MATTERS ARISING

Page 172 Footpath Sign at The Stumps

OCC have confirmed that this will be replaced shortly.

Page 172 Traffic Control Measures

Cllr. Nichol has sent a letter to Cllr. Robertson, OCC Transport, based upon the original recommendations raised during the Halcrow consultation process.

Page 173 Repairs to Pot Holes

Cllr. Johnston has not yet been able to raise this issue with the Highways Department.

Action: Cllr. Lynam-Smith to ask Mr. Gordon Hunt OCC for advice on how best to approach this problem.

Page 173 Fly Tipping and Abandoned Car

A further waste collection from Green Lane had been arranged by Vale D.C. officers and the abandoned car had been removed from the field before the Police had been able to investigate.

Page 173 Helicopter Training Over Village

The Chairman read a further explanatory letter from RAF Benson giving general reasons for the continued training activities above the Parish but not addressing the specific turning exercises directly above Beaulieu Court. It was agreed that further progress on this issue was unlikely at this point.

Page 174 Lincombe Lodge Traffic Dangers

Cllr. Macdonald outlined the correspondence received on this issue which confirms that OCC Highways are satisfied that the entrance to this development falls within their safety requirements. Members remain concerned regarding the potential dangers at this site and are glad that this concern has been officially registered. Cllr. Johnston said that very few objections are received from OCC Highways officers.

Page 174 Storage Container at 31, Sunningwell

The Clerk reported that the owner of this property intends to have this container moved as soon as the work on the extension is completed. This he hopes will be achieved within the next 2-3 weeks.

Action: Cllr. Ward will make enquiries about whether permission should have been obtained before the container was put on the site.

Page 176 Flooding Maps

Cllr. Nichol had been in touch with the Environment Agency and hopes to arrange for a member of their staff to meet informally with the Parish Cllrs. in the near future.

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7. PLANNING

a. Applications dealt with between meetings

SUN/19502 Thessaly Cottage, Foxcombe Lane, Boars Hill

Single storey extension and replacement of existing outhouse

Parish Council response: No objections

SUN/16879/2 Beech Cottage, Lincombe Lane, Boars Hill

Erection of a garage

Parish Council response: The Parish Council objects to this application because we are concerned that to build the garage at Beech Cottage may require either the felling of the large beech tree in the garden of the cottage, or if it is not felled then that any building work/foundations for the garage may adversely affect the tree and surrounding vegetation. We would also like to comment that ‘squeezing in’ the detached garage to a very small plot is verging on over development and will definitely adversely affect the look/aesthetics of the site.

b) Decision Notices

SUN/12471/1 16, Long Furlong Road, Sunningwell

Proposed conservatory Permission granted

SUN/17821/9 Appletree House, Lincombe Lane, Boars Hill

Erection of summer house (retrospective) Permission granted

Members noted the conditions attached to this permission and the fact that nearby residents will be keeping an eye on the situation.

SUN/19257/1 31, Sunningwell

Proposed velux windows Permission granted

Cllr. Macdonald had noted that the permission conditions in this case have stipulated that ‘conservation type’ roof lights should be installed. She will make further enquiries about this and, if necessary, contact the Vale D.C. Monitoring Officer.

SUN/7557/5 Charlottes, Sunningwell

Demolition of existing dwelling. Erection of a replacement dwelling

Permission granted

Members noted that the original objections related to the roof pitch and the slab level and the former is not listed in the conditions attached to this permission. Cllr. Macdonald will raise this issue with the Vale D.C. Planning Officers, sending a copy of her submission to Cllr. Ward.

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c) Other Planning Issues

Warnborough – Cllr. Ward reported that the proposed developers of this site are hoping to arrange a 2 day public consultation in the Village Hall, Sunningwell sometime in June. She said that the Oxford Preservation Trust are anxious about the implications for the Green Belt if this development should go ahead and are hoping to work with the Boars Hill Association to undertake a public consultation of their own. Cllr. Ward has arranged to meet Mike Gilbert and Martin Deans, Vale D.C. Planning Officers, to discuss the developers proposals. Cllr. Nichol said that it is important to obtain a clear idea of what the majority of parishioners would wish for this site and that a meeting of the Parish Councillors with the relevant Planning Officers might be helpful before any public consultation takes place.

Action: Cllr. Macdonald will a) make preliminary enquiries about an informal meeting with Vale Officers and b) inform SPADE of the developers intentions for the site.

Foxcombe Hill Farm, Boars Hill – it was noted that no action has yet been taken to clear up this site. Cllr. Ward said that letters have been sent out and it will take a little more time before action can be expected.

Bayworth Chapel Hall – Cllr. Woodward reported that work on the Hall roof has been halted because of a very late objection by the Vale D.C. Officers about the material being used. It is said to look ‘too industrial.’ This late objection is being challenged but work cannot proceed until the issue is resolved.

d) SPADE

Cllr. Nichol attended a recent SPADE meeting when the South East Plan was discussed. Members had not had time to undertake an indepth study of the contents but from preliminary readings it appears to closely follow the recommendations of the OCC Structure Plan. The SPADE Committee are of the opinion that as many separate responses as possible should be submitted before the 23^rd June deadline strongly supporting the recommendations in the Plan and urging that these findings are upheld.

Members at the meeting recognized that this is only a first stage victory because this SEERA document is now at the ODPM with no guarantee that the recommendations will be upheld. It is therefore vital to continue to make the points that have been raised in the past and to maintain a constant pressure on those influential in the decision making process. Cllr. Nichol agreed to make contact with other Parish Councils suggesting that they adopt a similar attitude. SPADE members are keen to ensure representation at the next stage in the consultation process and will probably look to achieve this via the Oxford Green Belt Network.

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Cllr. Johnston felt that it might be helpful to look to the OALC as the Parish Councils umbrella group to co-ordinate some form of support network.

It was generally agreed that the South East Plan is good news and its recommendations reassuringly supportive of what the majority of Sunningwell residents want for their Parish.

Action: Cllr. Nichol to produce a précis of the main points in the Plan for the next issue of the Sunningwell Scene.

8. ADDITIONAL BURIAL GROUND SPACE

Cllr. Nichol reported on his recent meeting with Rev. McKellen. He said that they were both thinking along the same lines and agreed to work together to try and resolve the issue in the best way possible for the community as a whole. A further meeting will be held in due course. Cllr. Nichol had received a letter on the issue from Mr. Greening who lives in Cheltenham. This had not been very helpful and Cllr. Nichol had corrected a number of inaccuracies in the letter in his reply to Mr. Greening.

9. VACANCY ON PARISH COUNCIL

There had been no enquiries from residents regarding the current vacancy on the Council. Cllr. Ward said that she had approached one person who was thinking about it but she will continue to make enquiries amongst residents in Boars Hill.

10. FINANCE

a) Report from Finance Sub-Committee

* Members agreed unanimously that the quotation from JPS Property Services to refurbish the Children’s Play Area at a cost of £2,190 be accepted. Efforts had been made to obtain 3 quotes, as per the Council’s Standing Orders for a job of this size, but no further interest in the work had been forthcoming. Because of the safety issues involved and the desire to have this work completed before the next RoSPA inspection due in July, it was agreed to go ahead on the basis of the single quotation.

* It was agreed unanimously to give a donation of £60 to the Citizens Advice Bureau.

* It was noted that the Receipts & Payments record for 2005-2006 has been balanced and signed by the Chairman and Clerk in preparation for the next Audit of the Parish Council’s accounts. A Reserve of £17,510.75p has been carried forward to the beginning of this financial year.

* It was unanimously agreed to proceed with the appointment of someone to undertake 3 hours work on litter clearance in the Parish for a salary of £20 a week. It is hoped that a

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grant of £500 will be available from the Vale D.C. to cover half the annual cost. Careful consideration will have to be given to how the work will be organaised- given the size of the Parish – and how the person appointed will be supervised.

Action: The Chairman to submit an advertisement for the next edition of the Sunningwell Scene. The Clerk to a) apply for a Vale D.C. grant b) put notice of the vacancy on the notice boards c) seek advice from other Parish Councils who have made similar appointments

* It was agreed unanimously to pay £40 towards the cost of OCC replacing the current stile at the top of The Glebe with a kissing gate.

b) Payment of Accounts

It was proposed by Cllr. Macdonald and seconded by Cllr. Lynham-Smith that the following accounts be accepted for payment. This was agreed unanimously.

11. CORRESPONDENCE

The following correspondence has been received since the last meeting

11.1 OCC Review of Mobile Library Service

11.2 Chill Out Fund – Children & Young People’s Service – (Cllr. Wise)

11.3 Road Safety News

11.4 OALC County Circular - (Cllr. Nichol)

11.5 Defra The Clean Neighbourhoods & Environment Act 2005 – (Clerk to send

for information)

11.6 SEERA South East Plan (Cllr. Nichol)

11.7 OCC News Letter – April 2006

11.8 News Magazine – Spring 2006

11.9 Vale DC Council Meetings & Committees

11.10 ORCC Newsletter – Spring 2006

11.11 Vale House - acknowledgement of donation

11.12 Thames Valley Police – Community Policing Awards

11.13 Glasdon - advertising

11.14 Vale DC Work to Trees, Wrenwood, Foxcombe Road, Boars Hill (Clerk to

respond – no objections)

11.15 OPFA The Playing Field magazine (Cllr. Belcher)

11.16 Cancer Research - Abingdon Thames Walk (Cllr. Ward)

11.17 Vale DC Standards Committee – Minutes/Agenda – for information

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12. SUB-COMMITTEES/GROUPS

Flooding

Cllr. Lynam-Smith said that reminder letters about the need to clear streams of spring growth should be sent out and she will provide the Clerk with a list of those residents who need to be contacted.

She also reminded members that enquiries still need to be made about the appointment of a Hydrologist to survey the Parish and provide a list of recommendations on future action to prevent flooding. She will make enquiries about appropriate people to approach to undertake this work.

Pond

Cllr. Woodward said that the work to clear the pond of silt is about to be completed and an invoice is expected shortly.

13. ANY OTHER BUSINESS

Cllr. Lynam-Smith requested that a reminder letter be sent to Hodsons, Solicitors, regarding the registration of the land surrounding the Pond.

There being no further business the Chairman closed the meeting at 9.26pm

Signed…………………………………….Date……………………………….

Chairman