Sunningwell Parish Council
MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD ON WEDNESDAY, 25th APRIL 2007 AT SUNNINGWELL VILLAGE HALL
Present: Cllrs. R. Nichol
(in the chair), R.Macdonald, H. Lynam-Smith
(part), E. Bennett & D.
Graham
In Attendance: District Cllr. T. Ward, Mr. M. Waugh and Pat Romans (Clerk)
1. CHAIR’S COMMENTS
Cllr. Nichol opened the meeting and said that as this would be the last
meeting of the current Council it was appropriate for him to acknowledge the
hard work and dedication of his colleagues, especially as several would not be
part of the future Council. He wished to particularly thank Cllr.
Macdonald for the thorough and fair way in which she has handled the many
planning applications that have come before the Council in the past four years
– some of which had raised difficult issues requiring tact and skill in order
to ensure that all involved had felt heard;
Cllr. Belcher for his work to achieve the
refurbishment of the long neglected Play Area which was undertaken with
efficiency and the minimum of fuss much to the relief of other members of the
Council; Cllr.
Woodward – a Parish Councillor of long standing but
who felt unable to continue for a further term owing to his many other commitments
– not least the forthcoming Sunningwell Festival. Cllr.
Nichol expressed his gratitude to Cllr. Woodward for
his work on maintaining the Village Pond to a high standard, for his liaison
role on the Village Hall Management Committee and, generally, for his
successful efforts to create a vibrant cultural element in the life of the
Parish.
Cllr. Nichol said the support of these retiring colleagues, and those
who have been able to serve for a further term, has made his task as Chairman
of the Parish Council a lot easier than it might have been. He felt that by
excellent team work much has been achieved during the past four years. The
problem of flooding in the Parish has involved a huge workload undertaken
willingly by Cllr. Lynam-Smith
and as there is still much to do, it is particularly pleasing that she will be
part of the new Council and thus able to provide continuity over this issue.
Her very effective liaison work with officers at District and County level has
meant that significant steps are being taken to alleviate the problem of
flooding in the Parish. The finances of the Council are in good order and
details of the annual Budget and Precept set each year are readily available.
Communication generally between the Council and residents has been enhanced by
the setting up of a website and by regular contributions from the Chairman to
the Sunningwell Scene, in addition to updated information being posted on the
notice boards. Members have helped to create an
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ethos whereby parishioners know that their Councillors
can be easily contacted by telephone. The day to day dealings of the Parish
Council have been handled methodically and well and Cllr.
Nichol acknowledged the role of the Clerk, who will also be retiring soon, in
facilitating the Councillors in their work. The
upkeep of the environment in all aspects has remained at the forefront of the
Council’s business – individual trees, hedges and ditches have received
attention and a Litter Warden appointed. On a broader scale, the Council
continues to liaise with SPADE and the Oxford Green Belt Network to help ensure
that large scale housing development does not threaten to overwhelm the Parish.
Cllr. Nichol said that whilst much had been achieved, a lot of work
remains to be done. For example the clarification of assets held by the Parish
Council is still ongoing and will need to be completed. The production of a
Parish Plan had been inaugurated but had been put on hold for the time being. Cllr. Nichol was confident that the newly formed Council will
look at these issues, along with all the other business that arises, and
continue to make progress. He wished them all well with the work ahead.
Members agreed unanimously that the
achievements of the past four years had been in no small part due to Cllr. Nichol’s leadership skills and for this they thanked
him most warmly. It was acknowledged that the new Council will be formed by
only four members and that the co-option of a further three Councillors
must be a matter of urgency.
2. QUESTIONS & COMMENTS FROM MEMBERS OF THE
PUBLIC
The
Chairman of the Cricket Club had attended to raise the following points –
a) the planting of new
hedgerows at the cricket field – members were in favour
of this in principle but would like to be consulted over the details. Cllr. Nichol said that Iain Corbyn
from the Hedgerow Group will be making contact with them in due course.
b) the registration of
the cricket field – members are concerned about this initiative on the part of
the Parish Council and wonder what guarantee there might be for their future
security and their continued independence as a Club. Cllr.
Nichol said that their anxieties were understandable and stressed that this
whole issue is in the very early stages of discussion as a possible course of
action and may not progress beyond that. It was agreed that there are covenants
on the land that it is to be used only as a Cricket Ground and negotiations
with the Church Commissioners would be a necessary early step. The need to keep
all interested parties informed was acknowledged.
c) Summer Fete – members of the Cricket Club are
willing to be responsible for running the Fete this year. This offer was
gratefully accepted by the Council and Cllr. Nichol
pointed out that a grant is usually made to help cover expenses.
A
complaint from a Boars Hill resident had been received regarding the
difficulties created for pedestrians by the protruding hedge at Cherry Tree
Cottage in Foxcombe Road. A letter had previously been
sent to the owners of the property and it had been presumed that the necessary
work had been carried out.
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Action: Clerk
to contact OCC Highways to request a site visit to determine the extent of the
problem.
Cllr.
Ward said that she wished to echo the sentiments expressed earlier by the Chairman
regarding the achievements of the Council over the past four years. She wished
to particularly thank Cllrs. Nichol and Macdonald for
their work on planning and for their support over the protection of the Green
Belt. She felt that communications with the Parish Council were outstanding and
she has always found it a pleasure to attend Council meetings.
Cllr.
Nichol thanked Cllr. Ward for her support as a
District Councillor and wished her well in her new
life as she prepares to return to New Zealand. This was heartily endorsed by
all members of the Council.
3.
APOLOGIES FOR ABSENCE
Apologies
were received from Cllr. Woodward, County Cllr. B. Johnston and District Cllr.
C. Wise.
4.
DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL
INTERESTS
Cllr.
Graham declared a personal interest in Agenda Item 9.
5.
MINUTES OF MEETING HELD ON 28th MARCH 2007
It was proposed by Cllr.
Macdonald and seconded by Cllr. Graham that the Minutes should 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 242 Provision of Bungalows at Bayworth
Cllr.
Nichol reported on his discussion with Anna Kennedy, ORCC Rural Housing
Enabler, who had confirmed that as these proposed bungalows had not previously
appeared in the Local Plan, a full survey of the whole Parish would be
necessary to establish need. This was so despite the fact that a site had
already been found and a need at this particular end of the Parish identified. Cllr. Nichol pointed out to members that not only would
they be responsible for the distribution and collection of the questionnaires,
but these are centrally compiled and include the question ‘where in your Parish
would you suggest land should be used for affordable housing’ In view of the
sensitivities surrounding Sunningwell over this particular issue and the
possible use of land for large scale housing development, the resulting
reactions and feedback could cause difficulties for the new Council. These
issues had led Cllr. Nichol to feel that the idea
should be dropped – at least for the time being. Cllr.
Ward pointed out that building would only be allowed if an exceptional site is
identified which prevents any real commercial interests becoming involved. Cllr. Graham felt it was a pity that the contents of the
questionnaire should be dictated to the Council and whilst it would be good if
the Parish had a small
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number
of affordable homes, it was essential to ensure that if the idea is progressed
it should in no way endanger the Green Belt. It was agreed that further thought
needs to be given to this issue and that the Council should review it again at
a later date.
Page 242 Village Hall/Pond Surrounds
Cllr.
Nichol has arranged a meeting with David Hodson
tomorrow and will submit a report on the outcome of their discussions.
Page 243 Sunningwell & Bayworth
Hedgerow Group
A request
for a grant from the Parish Council towards the costs of new trees has yet to
be submitted. Cllr. Nichol has discussed the state of
The Glebe with Rev. Pam McKellen. She has agreed to
ask the agent from Carter Jonas to arrange to have the land tidied as suggested
by Mr. Iain Corbyn of the Hedgerow Group.
Page 243 Fly Tipping – Whitecross
Metals
Cllr.
Nichol has met with Mr. Williams of Whitecross Metals
who is aware of the problem of tyres being dumped in
the area. He has an arrangement with a company in Sheffield who are able to legally dispose
of tyres and his customers pay £1 per tyre for this service. Unfortunately some people are not
prepared to pay and he suggests that many of these tyres
finish up in ditches around
the area but he can do nothing to prevent this.
Page 246 Speed Limits – Boars Hill
A
response from OCC to the Council’s request for a 30mph limit over Boars Hill
was read. A further review will be undertaken in the near future but because
this stretch of road does not have a high accident record, it seems unlikely
that the current 40mph limit will be reduced further. Cllr.
Ward said that the Police are endeavouring to
persuade residents not to park their cars partially on the footpath outside
their properties because of the difficulties this is causing for pedestrians.
It is recognized that parked cars are also impeding the progress of passing
traffic but at the same time it does deter speeding motorists.
Page 247 Yatsden House -
Hedge Trimming
A request
has been sent to the owner of this property to have the hedge cut back from the
footpath.
Action: Clerk
to request a site inspection by OCC Highways.
Page 247 Ground Clearance – Bayworth
Garages
A
representative of the Vale Housing Association has agreed to have the site
cleared. The possibility of developing the site was also mentioned and members
felt that this might be the best way of solving the problem created by these
unwanted garages whilst at the same time providing additional affordable
accommodation in Bayworth.
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Action: Clerk
to request further information in time for the next meeting.
7.
FINANCE
a)
Approval of Audit Return
The Clerk
reported that the Internal Auditor had examined the Council’s finances for the
year 2006/2007 and had signed them as being in a correct order. It was
unanimously agreed to approve the Statement of Accounts and the Annual
Governance Statement and the Chairman and Clerk, as the responsible financial
officer, signed the necessary papers to this effect.
b)
Accounts for Payment
Accounts
paid between meetings –
Cheque
No.
|
Payee
|
Purpose
|
Amount
|
VAT
|
086
|
OALC
|
Training Days Fees
|
£211.50p
|
£31.50p
|
087
|
Nuffield Press
|
Printing Sunningwell Scene
|
£310.00p
|
|
088
|
Allissa Robinson
|
Design – Sunningwell Festival
|
£160.85p
|
|
It was
unanimously agreed to accept the following accounts for payment –
Cheque
No.
|
Payee
|
Purpose
|
Amount
|
VAT
|
089
|
Mr. B. Cross
|
Litter Warden’s Duties
|
£92.84p
|
|
090
|
Storm Internet
|
Council Website
|
£209.98p
|
|
091
|
OALC
|
Subscription
|
£166.24p
|
£24.76p
|
092
|
CAB
|
Donation
|
£60.00p
|
|
093
|
ORCC
|
Subscription
|
£20.00p
|
|
094
|
RJS(IA)Ltd
|
Internal Audit
|
£225.00p
|
|
9.
PLANNING
a)
Development Control Committee
SUN/19936 71, Sunningwell
Demolition of existing workshop building. Erection of a dwelling. Permission
granted
SUN/2963/12 Warnborough College, Foxcombe Road, Boars Hill
Outline
application for redevelopment of former college site to create a retirement
community with new access, landscaping and ancilliary
development (C2 use)
Application withdrawn
b)
Foxcombe Hill Farm, Lincombe Lane,
Boars Hill
A
Planning Contravention Notice was served on the owner of this property on the 3rd
April and from the 24th April it will be possible to serve an
Enforcement Notice for the site to be cleared if negotiations with the owner
have proved to be unsuccessful in the meantime. Members will continue to
monitor the situation until the issue has been completely resolved.
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c)
New Application
SUN/1603/1 7, Brumcombe Lane, Bayworth
To erect side and rear two storey extension to existing two storey house.
This
application has only just arrived and will be investigated by the Planning
Sub-Committee within the next few days.
9.
REGISTRATION OF CRICKET FIELD
The
Chairman reviewed briefly the points for and against the Parish Council proceeding
with the possible registration of this land in the Council’s name. Members were
aware of the fact that any decision made by them at this point would
necessarily become the responsibility of the newly formed Council. As there are
a number of complex
issues to be resolved which would need to be clarified and
legally documented from the outset, it was decided that further debate and a
decision should be left to the new Council once full membership has been
achieved.
10.
APPOINTMENT OF CLERK
One application
has been received for the post of Clerk and interview arrangements have been
made.
11.
CORRESPONDENCE
The
following correspondence has been received since the last meeting
11.1 Vale DC
Uncontested Elections (Clerk)
11.2 Revised Model Code of Conduct for Members (Clerk)
11.3 Core Strategy
Sustainability Appraisal Scoping Report/
Consultation (Cllr. Duncan)
11.4 NHS Trust
Mental Health Foundation Trust (Clerk)
11.5 Open Spaces Society - saving commons from clutter (Cllr. Bennett)
11.6 OPFA The Playing Field magazine
11.7 CAG Newsletter (Cllr.
Bennett)
11.8 Oxfordshire
Chinese Community & Advice Centre (Finance Sub-Committee)
11.9 Vale DC Council News
11.10 Statement of Persons
Nominated – Local Elections(Clerk)
11.11 Carers Forum Newsletter
11.12 TVEC Posters for display (Clerk)
11.13 Sunningwell School of Art – acknowledgement
of donation
11.14 BDO Audit Briefing (Clerk)
11.15 Vale DC Licensing Policy for Hacknew
Carriages/Private Hire Vehicles
11.16 Copies of correspondence
re Thames Water Proposed Reservoir
11.17 Victim Support - appeal for donation (Finance
Sub-Committee)
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12.
SUB-COMMITTEES/GROUPS
Flooding – Cllr. Lynam-Smith has recently met with Mr. Peter Dela, Vale DC Water Engineer and Mrs
Bowditch’s Land Agent, to review what steps might be
possible to further alleviate the danger of flooding. It was decided to
investigate the possibility of widening the old canal and basin between
Sunningwell and Bayworth. Cllr.
Lynam-Smith will produce a detailed report on this in
due course.
13.
ANY OTHER BUSINESS
Cllr. Lynam-Smith hopes to arrange a Drinks Party for retiring Councillors and will shortly be circulating possible dates
for this gathering.
There
being no further business the Chairman closed the meeting at 9.30pm.
Signed……………………………………….Date…………………………………
Chairman
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