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Sunningwell Parish Council
MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD AT 7.30PM ON WEDNESDAY, 16TH FEBRUARY 2005 AT THE VILLAGE HALL
Present: Cllrs. B. Nichol (in the chair), G. Birch, H. Lynam-Smith and D. Belcher
In Attendance: District Cllrs. T. Ward and C. Wise and Pat Romans (Clerk)
1. CHAIRMAN’S COMMENTS
Cllr. Nichol opened the meeting at 7.36pm with apologies for the late start which had
been caused by a misunderstanding and overlap of the use of the Hall with the
Boxing Club. In order to avoid this happening again the Clerk will inform the
Organiser direct of the dates when the Parish Council will be using the Hall. The
Chairman reminded members of the time, energy and commitment which had been
necessary on the part of the V.H.M.C. and residents in order to reach the high
standards which had been achieved in the refurbishment of the Village Hall. The
Clerk was asked to convey these sentiments to the Committee members.
2. QUESTIONS AND COMMENTS FROM MEMBERS OF THE PUBLIC
There were no members of the public present at the meeting. It was acknowledged
that as this was Half Term week it was likely that many residents will have had other
commitments and the Clerk was asked to keep this in mind when drawing up future
meeting dates.
3. APOLOGIES
Apologies were received from Cllrs. Macdonald, Rouse and Woodward.
4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL
INTERESTS
No declarations were made.
5. MINUTES OF MEETING HELD ON 19TH JANUARY 2005
It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Belcher that the
Minutes should be accepted as a true record of the meeting. This was agreed
unanimously and the Chairman signed accordingly.
6. UPDATE ON ACTION POINTS/ANY OTHER MATTERS ARISING
Page 82 Cllr. Nichol referred to a further response from Mr. Terry Stock, Chief
Executive, Vale D.C. regarding the Parish Council’s request to have the Area Forum
structure reinstated. Members voiced their frustration at Mr. Stock’s reply which
dealt in the main with the example provided (the SEERA issue) rather than the core
request (reinstatement of forum). Cllr. Ward said that the focus on Community
Strategy – a central government directive – had rather eclipsed the idea of Area
Forums. However Cllr. Nichol pointed out that S.O.D.C. continue to hold regular
Forum meetings.
Action: Clerk to write formally to District Cllrs. Ward and Wise requesting that the need for the NE Area Forum to be reinstated be properly addressed by the Vale DC.
Page 86(i) Quotes for the tree surgery work were referred to the Finance Sub-
Committee to make a recommendation to the next full Council. Cllr. Lynam-Smith
reported the concerns of members of the Poors Land Charity Committee regarding
the potential danger to children from overhead electricity cables if they climb the
trees at the pond. Cllr. Nichol reminded members that he had previously been in
touch with the electricity supplier about this issue (Minutes – 24th July 2004) resulting
in appropriate tree surgery relative to the concerns expressed.
Page 86(ii) The response from the Vale DC regarding the Brumcombe Lane Road
signing was referred to Cllr. Rouse for comment on whether the proposed action is
likely to solve the problem.
Page 87 The Commanding Officer, RAF Benson has been informed of the intention
to collect data on low flying helicopters in the village.
Page 88 It was agreed that Cllr. Nichol’s draft letter to neighbouring parishes
regarding possible joint action over SEERA proposals should be sent.
Page 90 It was agreed that having received examples of possible website designs, the
Clerk should ask Salim Benadel to proceed with his work to formally open the site. It was acknowledged
that any future alterations will be easily organized.
Page 91 The Clerk was asked to circulate copies of a footpaths map provided by
Cllr. Birch to assist members in identifying stiles in need of repair.
7. CORRESPONDENCE
The following correspondence has been received since the last meeting
7.1 OCC - Newsletter – February 2005 + news magazine Winter 2004
7.2 " Consultation draft Rights of Way Improvement Plan (Cllr. Birch)
7.3 " Transport Network Review (Cllr. Macdonald)
7.4 " SE Plan – Consultation arrangements (circulated)
7.5 " Halcrow AbITS – Village Consultation (circulated)
7.6 Vale DC Local Plan Second Deposit Draft – submission acknowledgement
7.7 " Meetings of Council & Committees
7.8 ORCC Newsletter Winter 2004/05 (Cllr. Macdonald)
7.9 " Best Kept Village Competition
7.10 SEERA Resource Pack (Cllr. Lynam-Smith)
7.11 ODPM Discussion Documents – Vibrant Local Leadership & Citizen
Engagement and Public Service (Cllr. Macdonald)
7.12 Drayton PC Boundary Committee – electoral review (*Clerk to respond)
7.13 Cllr. Ward Community Police Cover
7.14 Abingdon Earthcare – Swapshop and Collection Morning – 19th February
7.15 Oxfordshire Playbus - Appeal for funding (Finance Sub-Committee)
7.16 The Tree Council – Community Tree Fund (Clerk to circulate as appropriate)
7.17 Society of Local Council Clerks – Oxfordshire Branch
7.18 Garrick Outdoor Shelters – advertising
7.19 Glasdon - notice boards – advertising (Cllr. Birch)
7.20 Vale DC Local Plan Second Deposit Draft – Pre-Inquiry Changes
(no further action required)
7.21 SEERA The SE Plan – Draft for Public Consultation (summary circulated)
7.22 OCC Scrutiny Review of Energy from Waste – meeting 21st February
7.23 " Out of School Hours Childcare
7.24 Vale DC Supporting Town & Village Vitality (Cllr. Macdonald)
7.25 DEFRA Clean Neighbourhoods and Environment Bill (Cllr. Macdonald)
7.26 Friends of Sunningwell School – appeal for funding (Finance Sub-Committee)
* Clerk to convey members understanding of the concerns of Drayton Parish Council regarding the proposed boundary changes and also support for their efforts to remain a community. However with a General Election planned shortly they hold little hope of success for any attempt to have these decisions reviewed at this stage. It was also felt that this was a further example of where the Area Forum Structure could have provided a useful platform for Drayton members to air their views.
8. PLANNING
8.1 Decision Notices
Permission granted for
8.1.1. SUN/131661/1 9bSunningwell Road
Proposed rear conservatory
8.1.2. SUN/4268/15 White Horse Contractors Ltd., Lodge Hill
Construction of a water feature of 2,250m2 surface area
8.2 Negotiating Sub-Committee
Cllr. Birch reported that Mr. Bob Warne has been contacted by the developers who hope to convert 57, Sunningwell and the important thing is that they appear to be willing to enter into discussions as soon as they have prepared for this. In the meantime Cllr. Lynam-Smith pointed out the need for measurements to be made of the relevant land and buildings. District Cllr. Wise kindly offered to assist with this task.
8.3 SPADE Update
In the absence of a SPADE representative Cllr. Nichol reported that he understood the members are actively seeking the participation of like minded organizations and Parish Councils to hopefully form a concerted response to current SEERA activities.
Cllr. Nichol then outlined the consultation process which has been put together by SEERA to enable all concerned to respond and the resulting findings are to go to GOSE in the autumn. In addition a Mori Poll is to be taken via a series of structured interviews and these findings may prove to be more influential than the response data from the questionnaire. Cllr. Nichol will be attending various focus groups during February and March where all aspects of the impact of additional house building on the scale envisaged by the Government will be discussed. Cllr. Nichol pointed out that the biggest problem of all is likely to be the absence of an adequate infrastructure to support the additional population – eg reservoirs to provide an adequate supply of water. SEERA do not have the power to demand these services – they can only recommend their provision. Members were aware that the forthcoming General Election is likely to affect the progress of the SEERA opinion gathering process and the longer term intentions of the Government remain unclear. Councillors agreed that the geographical area covered by SEERA is not sensible and its members, who in many cases also represent County, District or Parish Councils, will be facing directly opposing demands and interests.
Action: Clerk to post notices of the joint meeting organized by the Parish Council and SPADE for the 9th March on the notice boards
8.4 Tree Preservation Order, Berkeley Road, Boars Hill
Cllr. Birch outlined the work which has been undertaken recently to find a solution to the problem currently existing at Boars Hill. The particular efforts of Cllr. Ward in this respect were acknowledged. The Tree Preservation Officer needs to spend about 2 hours on the property to decide which trees are to be retained. Permission for this is currently being withheld by the owner and if necessary the Planning Committee will be called to make a decision. However it would appear that matters are moving slowly towards a solution and, hopefully, it will be possible to avoid the full process of the law being implemented.
9. FINANCE
9.1 Grant Applications
The Finance Sub-Committee met recently and made the following recommendations –
a) that a grant of £500 be awarded to the Sunningwell Festival with a guarantee to underwrite a further £500 should this become necessary
b) to award a grant of £600 to the V.H.M.C. towards the costs of the recent refurbishment of the Village Hall and to indicate that any further application for funding in the next financial year, when major improvement work is planned, will be given sympathetic consideration.
It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Belcher that these recommendations be accepted. This was agreed unanimously.
9.2 Accounts for Payment
It was agreed unanimously that the following payments be accepted for payment
Cheque
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Payee
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Purpose
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Amount
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VAT
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968
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Public Works Loan Board
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Loan Repayment
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£1002.42p
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-
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969
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Cllr. Macdonald
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Expenses
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£2.46p
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-
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970
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Sunningwell Festival
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Grant
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£500.00p
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-
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971
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Village Hall Management Committee
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Grant
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£600.00p
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-
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10. PARISH PLAN MEETING
Cllr. Macdonald had previously sent a written report to members on the inaugural meeting of the Parish Plan Group and wished it to be flagged that she will need to ask for a small grant to cover the expenses of the group for consideration at the next Parish Council meeting. Cllr. Nichol said that he had attended this first meeting and was pleased that a mixture of residents and Councillors had wished to become involved with the project. He was optimistic about the chances of a successful outcome because the aim was to be one of gradual growth.
Action: Clerk to ask Cllr. Macdonald to complete a grant application in time for the next meeting of the Finance Sub-Committee on the 8th March
11. UPDATES FROM SUB-COMMITTEES/GROUPS
11.1 Flooding Sub-Committee
Cllr. Lynam-Smith reported that the Parish Council’s new contact at the Vale DC is Mr. Alastair Lee and she will be organizing another walk to identify problem areas in the Parish in the near future.
Cllr. Nichol reported on his site visit to the Quarry and of the suggestions put forward by residents to cope with potential flooding problems in the future (full report on file).
The Clerk reported feedback from Mr. Nigel Gifford, Vale DC regarding their request for a donation from the Parish Council towards the costs of implementing flood prevention measures in the Parish.
Action: (i) Clerk to write letter of thanks to residents for seeing Cllr.Nichol and stating that their proposals will be forwarded to Vale DC (ii) Cllr. Lynam-Smith to raise these suggestions with Alastair Lee (iii) Finance Sub-Committee to consider Vale DC’s request for help with funding
11.2 Children’s Play Area
Cllr. Belcher reported on the recent activities of the group formed to consider the possible refurbishment of the Children’s Play Area. They have been particularly concerned with the necessity to provide adequate access for disabled visitors and the problems of gaining the co-operation of the landowners involved. Cllr. Belcher also thought that original ideas of providing new equipment costing £35K should be trimmed down – perhaps starting with 3 items of equipment and looking to increase these at a later date. Cllr. Nichol pointed out that the idea of refurbishing the Play Area stemmed originally from the Risk Assessment Report which deemed this to be necessary. He urged therefore that the group produce a definite proposal for the Parish Council to consider as quickly as possible. Discussion took place on the need to press ahead with grant applications.
Action: (i) Children’s Play Area group to formulate a proposal to present to the Parish Council (ii) Clerk to make initial enquiries about a grant application to the Vale DC and other possible sources of funding.
12. ANY OTHER BUSINESS
12.1 Cllr. Wise drew members attention to concerns about the behaviour of youths gathering in the small shopping area near John Mason School in Abingdon. Under age drinking is said to be taking place and residents are worried about their properties and their own safety. Whilst this has not so far occurred in Sunningwell, it was agreed that a warning to be watchful is very useful.
12.2 Cllr. Lynam-Smith said that at the recent meeting of the Poors Land Charity Committee the paths across the land adjacent to Pond Cottage were again discussed. A letter is due to be sent to the Parish Council about this issue.
There being no further business the Chairman closed the meeting at 10.10pm
Signed…………………………………….Date……………………………….
Chairman
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