Present: Cllrs. R. Nichol (in the chair), H. Lynam-Smith, M. Woodward & E. Bennett

In Attendance: County Cllr. B. Johnston, District Cllrs. T. Ward & C. Wise, Pat Romans (Clerk) and 1 member of the public

1. CHAIR’S COMMENTS
Cllr. Nichol opened the meeting and informed members that he had received a letter from the Clerk announcing her intention to retire at the end of June. He has already arranged for a vacancy notice to appear in the next OALC newsletter and his letter in the next edition of the Sunningwell Scene will inform residents of the post becoming available. It was agreed that an advertisement in the local press might be necessary in order to reach a wider audience. Cllr. Nichol also reminded members that the current four year period of office for Councillors will end with the Local Elections in May and informed them that he will not be putting his name forward for election for a further term. His article in the Sunningwell Scene will include a call for residents to consider offering their services to the Council in May. He said that the intention would be to achieve as smooth a handover as possible to the newly appointed Council and Clerk.

2. QUESTIONS & COMMENTS FROM MEMBERS OF THE PUBLIC
a) It was reported that following a respite period – achieved in all probability because of the increased police patrols at the time – groups of youths have begun to gather at the cricket field again. On one occasion a youngster was seen on the roof of the pavilion using his mobile phone and this evening 3 or 4 youths were seen running around the field. Whilst no actual damage has been caused so far, it seems inevitable that sooner or later this will occur unless the gatherings are dispersed. Cllr. Nichol said that there is a need to engage with these youngsters if at all possible and often talking to them can achieve more than people might expect. He said he would be willing to attempt this if he is notified when the youngsters appear again. It was agreed that this new activity should be logged with the Police and Cllr. Ward pointed out that the Neighbourhood Action Group has given a priority to the problem of criminal damage.

Action: (i) Clerk to request an increase in patrols by the Community PC Paul Reece (ii) Cllr. Nichol to contact the Chairman of the Cricket Club regarding the proposed security lighting at the pavilion.

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b) A recent increase in the amount of helicopter activity over the village was reported – this having reached what might be considered an unacceptable level about 2 weeks ago and subsequently reduced more recently. Cllr. Nichol reminded members that previous approaches to RAF Benson had not been particularly helpful and many people have accepted the necessity of this training prior to service personnel taking part in real military operations. The Clerk pointed out that previous correspondence from RAF Benson indicated that attempts are made to ‘share out’ the disturbance caused by this training across the whole area.

It was also noted that army personnel on foot exercises are coming through the village early in the morning and making a great deal of unnecessary noise. Cllr. Woodward said that on one occasion recently he had been delayed whilst driving up Brumcombe Lane by the fact that army personnel had taken over the public highway for these exercises.

Action: Clerk to contact Col. McCormack to ask why these exercises are not being conducted on the considerable amount of land owned by the army in the area.

c) It was reported that the pot holes in the Parish are currently being repaired by OCC. Cllr. Lynam-Smith said that this is a result of a recent site meeting she has had with Chris Softley, OCC Highways, and she will continue to negotiate with him until the work is satisfactorily completed. Cllr. Woodward felt that the bus service through the village causes considerable damage to the road edges and a particularly heavy HGV had been seen using the lanes recently. Cllr. Nichol said that it was difficult to make an assessment as to whether the HGV warning signs are proving effective but the general feeling was that there has been a drop in the numbers of HGV drivers using the village roads.

d) Cllr. Ward informed members that two further ‘Slow’ signs are to be painted on the road at the Berkeley Road/Foxcombe Road junction where another accident occurred recently. It is hoped that this will make this dangerous site safer for motorists.

e) It was also requested that a specific slot be allocated to visiting Councillors at an early point in the agenda. This would enable them to raise items and then leave the meeting if they have other demands on their time.

3. APOLOGIES FOR ABSENCE
Apologies were received from Cllrs. R. Macdonald, D. Graham and D. Belcher.

4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL
INTERESTS
Cllr. Woodward declared an interest in agenda item 7(b), the application for a grant towards repairs at Bayworth Chapel Hall.

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5. MINUTES OF MEETING HELD ON 29^th NOVEMBER 2006
It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Bennett 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 219 Repairs to Pot Holes
Ongoing work already noted – Cllr. Lynam-Smith to continue to monitor the situation..

Page 220 Registration of Cricket Field
Cllr. Lynam-Smith is due to meet with Janet McNamara, solicitor, and completion of registration is expected shortly.

Page 220 Provision of bungalows at Bayworth
No response has been received from Vale DC to the Parish Council’s written request for further advice. Cllr. Johnston suggested to members that with the formation of the planning framework post 2011 likely to commence fairly soon, it would be helpful to request a site visit by the appropriate Officers before this process begins.

Action: Clerk to write to Vale DC asking where in the development of the planning framework for post 2011 should the Parish Council lodge the need for these dwellings.

Page 220 Village Hall/Pond Surrounds – interim access
This issue is still outstanding and Cllr. Nichol will seek an update from David Hodson, solicitor.

Page 220 Card/Flowers for retiring Councillor
Cllr. Lynam-Smith intends to organize this shortly.

7. FINANCE
a) Determination of Precept 2007 – 2008
The Clerk outlined the calculations discussed recently by the Finance Sub-Committee and based upon the Budget agreed at the last meeting. These details had been circulated to members prior to this meeting. It was proposed by Cllr. Lynam-Smith and seconded by Cllr. E. Bennett that a Precept of £15,078 be set for 2007 – 2008 and this was agreed unanimously.

b) Grant Application
Cllr. Nichol read the request from Cllr. Woodward for a grant of £1,000 towards the costs of the repairs to Bayworth Chapel Hall. The Clerk reported that the Finance Sub-Committee had discussed this request at a recent meeting and whilst in principle they would like to help, felt that they should seek more information on the financial details of

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the project. It was agreed that – as with the Cricket Club – this information should be sought before a decision is made.

Action: Cllr. Woodward to supply members with a copy of last year’s audited accounts and details of the costings of Phase 2 of the project together with details of how total funding is to be achieved.

c) Accounts for Payment
The following account was paid between meetings

Cheque No.	Payee	Purpose	Amount	VAT
071	Mr. B. Cross	Litter Warden’s Duties	£91.20p

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

Cheque No	Payee	Purpose	Amount	VAT
072	Commun	Sunningwell Festival Website	£640.00p
073	Pat Romans	Clerk’s Salary & Expenses	£1227.70p
074	VHMC	Hire of Village Hall	£64.40p
075	Mr. B. Cross	Litter Warden’s Duties	£112.34p
076	St. Helen Without PC	Photocopying	£13.02p
077	OPFA	Subscription	£30.00p
078	PWLB	Second Loan Repayment	£1002.42p

d) Renewal of Bank Mandate
The Clerk reported the urgent need to update the Bank Mandate to include members co-opted to the Council in recent months. It was agreed that the current arrangements with NatWest Bank and the requirement of 2 signatories to the account should be renewed. The necessary forms were completed by those present and the Clerk will arrange for the completion of the process at the next meeting.

8. PLANNING
a) Decision Notices
SUN/19821 Land adjoining 2, The Quarry, Sunningwell
Demolition of building. Erection of a dwelling Permission refused
SUN/11109/2 Sunningwell House, 81, Sunningwell Road
Replacement of existing staircase with elm box back staircase Permission granted
SUN/2554/6 Blakes Oak, 35, Lodge Hill, Abingdon
Erection of two storey side extension Permission granted

b) Applications dealt with between meetings
SUN11109/2 Sunningwell House, 81, Sunningwell Road
As above No objections
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SUN/7250/3 25, Long Furlong Road, Sunningwell
Erection of a rear extension and raising roof to form chalet bungalow. (Garage and store permitted development). (Re-submission)
Sunningwell Parish Council does not object to the revised plans for the above application but we would like to add the following comments –
Volume – we would like the Vale to confirm that the increase in volume proposed in
the application falls within the 40% rule for a home with a footprint between 80 and
140 square metres.

Roof height – the proposed plans show an increase in roof height over the existing
house of approx. 1 metre. It has been drawn to our attention that extensions to other
homes in Long Furlong Road (eg No 28) have been required to be similar in height
to the original house.

Front door – the plans still show the removal/blocking up of the front door. This will
change the style of the house and the look of the road where homes are all in a similar
vernacular. Could consideration be given to a false door being left in place‌

Traffic – there is currently a lot of traffic to and from number 25, Long Furlong Road
with delivery/shipping out of goods. Frequently the traffic is at unusual hours of the
night and early morning (2.30am and 4 to 6am), with security lights going on and off
etc. and with consequent disturbance for immediate neighbours. We would like to log
this fact with the Vale officers. The Parish Council has asked neighbours to keep us
informed should activities continue to seriously affect the neighbourhood.

Fence between 25 and 27 Long Furlong Road – Mrs R. Turner at number 27 Long
Furlong Road is concerned about traffic to the new garage.store and would like Mr.
& Mrs Muir to keep the boundary fence at a reasonable height so as to keep out
noise and disturbance to the rear of her property.

SUN/6450/1 Oakridge, Red Copse Lane, Boars Hill
Extension and alterations to existing dwelling including recladding two storey rear extension, loft conversion and demolition of existing garage and erection of a new double garage.
The Parish Council does not object to the application. However we would like to ask the Vale DC to check the height and volume of the garage (there appear to be no dimensions given on the plan). We understand there have been no objections from neighbours.

SUN/17525/4 57, Sunningwell
Demolition of existing house and garage. Erection of a 3 bedroomed house with detached double garage.

Sunningwell Parish Council objects to the double garage but approves the erection of the house as shown in the plans.
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We would like to make the following comments –

Garage – planning permission has been given previously for the erection of a single
garage on this site (as per the existing garage). We are concerned that a double garage (for which there is no specified height on the plan) will have a far greater impact on the outlook of immediate neighbours, particularly at Rowan Cottage and for those living to the rear of the Village Hall. We would like to ask if a large double garage is necessary for a relatively small home and represents an overdevelopment of the site‌

Work at the Site – the Parish Council would like to endorse all the concerns of the Village Hall Management Committee and those of immediate neighbours to do with the building work on site and the provision of utilities. We would like to ask the Vale to monitor the ongoing site development over time and to ensure appropriate work practices.

Asbestos – the Parish Council is particularly concerned that any asbestos to be cleared from the site is dealt with appropriately and legally.

Slab Height – we regard the initial slab height as critical to this development. The height of the ridge for the proposed house is the same as for the house in the previously approved plan. However the actual height as perceived by neighbours depends entirely on the initial height of the slab – which must not be built up in any way.

Right of Way – the Parish Council has negotiated an agreement via David Hodson, solicitor, regarding the exact width of the access route to the rear of the Village Hall and will require that this agreement is kept absolutely.

Permitted Development Rights – we would like to ask the Vale to ensure that permitted development rights are removed from this site once the building work is completed.

SUN/10250/8 The Oxford Beaumont, Bayworth Lane, Sunningwell
Internal alterations. Demolition of existing conservatory and erection of new
No objections

SUN/3046/2 Land adjoining Foxcombe Rise, Foxcombe Road, Boars Hill
Erection of a single dwelling.
The Parish Council objects to the above application as it would constitute a new dwelling in the Green Belt, (we have opposed similar applications in the parish in the past). However we understand from Mr. King that after speaking to a planning consultant, it was suggested that he should apply to relocate the planning consent for the new Beech Cottage in Lincombe Lane to the plot in Foxcombe Drive field. Under a Section 106

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agreement the existing Beech Cottage would be demolished first and any future development on that site prohibited. The plot in Lincombe Lane would then return to garden and therefore this proposal would not create any additional dwelling on Boars Hill.
It is impossible for the Parish Council to comment on this plan and we would leave the Vale to determine whether it is a valid proposal within the planning rules for the Green Belt.
Cllr. Ward reported that 6 objections to this application have been received by Vale DC and Officers hold considerable concerns regarding the details proposed.

c) Other Planning Issues
(i) Warnborough College Site - notification has been received by the Parish Council that Richmond Homes are intending to submit an application for outline planning permission to develop this site. Copies of an illustrated leaflet that had been sent out to residents were also included in the mailing. The Clerk reported that an offer has been made by a representative of Richmond Homes to come and talk to the Parish Council before they respond to this application. It was decided that this would not be necessary because members are being included in discussions organized by the Vale DC. Cllr. Ward pointed out that even this most recent, scaled down version of the proposals for the site is significantly larger than the original application that had received permission. She said that the current application will need to establish that special circumstances exist in order to gain a change of use from C3 to C2 thus enabling them to develop the site for residential use and the Parish Council will be asked to submit their formal response to this outline planning application. Cllr. Johnston said that he feels this anticipated proposal will be such that it is unlikely to be granted permission. However the issue to remember is whether it will be defendable on appeal because at this stage control by the local authority is lost.

(ii) SPADE – Cllr. Nichol reminded members that the interests of the Parish are currently being represented by SPADE via the OGBN at the ongoing EIP into the South East Plan.

(iii) Foxcombe Hill Farm – Cllr. Ward said that the Vale DC Enforcement Team are under considerable pressure but are dealing with the problems at this site. She will continue to apply pressure until the issue is satisfactorily resolved.

9. IVY/TREES – SUNNINGWELL & BAYWORTH
Cllr. Lynam-Smith reported that a number of trees in the parish have come down as a result of the recent high winds and a contributing factor may be the increase in ivy over the last couple of years. It was agreed that the proliferating ivy does give a greater volume for the wind to take effect but at the same time it must be providing a necessary habitat for wildlife in the area. It was felt that further guidance is required before the Parish Council can decide on a plan of action.

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Action: Cllrs. Macdonald & Lynam-Smith to contact Mr. Iain Corbyn and seek his expert guidance on what might best be done about this problem.

10. CONFIRMATION OF PARISH COUNCIL DATES FOR 2007
The following dates were agreed for the remainder of the year – all meetings to be held at the Village Hall commencing at 7.30pm unless stated otherwise. The Clerk will post details on the three notice boards.

21^st February
28^th March (at Bayworth Chapel Hall)
25^th April
16^th May (7pm Annual Parish Meeting 8pm Annual General Meeting)
27^th June
1^st August
26^th September
31^st October
28^th November

11. CORRESPONDENCE
The following correspondence has been received since the last meeting

11.1 OCC Community Safety Scrutiny Committee (Cllr. Belcher)
11.2 Reception for Parish Cllrs. 28^th February (Cllr. Bennett)
11.3 Possible bid to reorganize Oxfordshire’s Councils
11.4 Consultation on Future of Primary School Provision (Cllr. Nichol)
11.5 Home2School Newsletter – Spring 2007
11.6 School Travel Survey Results (Cllr. Bennett)
11.7 Vale DC Parish Precept 2007/2008 (Clerk)
11.8 OGBN Examination in Public (statement of support sent)
11.9 OPFA The Playing Field magazine (Cllr. Belcher)
11.10 Oxfordshire Primary Care Trust – update on developments (Cllr. Lynam-Smith)
11.11 Thames Valley Police – Parish Council PCSO briefings
11.12 Abingdon Air & Country Show – 6^th May (Cllr. Woodward)
11.13 Thames Water – Stage 2 Consultation documents (Cllr. Bennett)
11.14 OCC Newsletter – December 2006
11.15 Highway Management arrangements
11.16 Statement of Community Involvement
11.17 Vale DC Meetings of Council & Committees
11.18 Design Awards 2006
11.19 Statement of Community Involvement
11.20 ORCC Newsletter – Winter 2006
11.21 Oxfordshire Carers’ Forum - acknowledgement of donation
11.22 Sunningwell School of Art - acknowledgement of donation
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11.23 White Horse Harriers – Half-Marathon 1^st April
11.24 Clerks & Councils Direct – magazine
11.25 Vale DC Precept Reminder
11.26 Farming & Wildlife Advisory Group (Finance Sub-Committee)
11.27 Oxfordshire Junior Citizens Trust (Finance Sub-Committee)

12. FLOODING SUB-COMMITTEE
Cllr. Lynam-Smith reported that she continues to work closely with Mr. Peter Dela, Vale DC Water Engineer, and a further site meeting with him is due to take place on the 13^th February. She has photographs of the flooding which occurred following the recent heavy downpour and the eventual aim is to have the ditches, which run around the edge of the village, reinstated.

13. ANY OTHER BUSINESS
a) Cllr. Johnston gave a brief review of the recently set OCC Budget for 2007 – 2008 which will mean a rise in the Council Tax of 4%. However to achieve this relatively low increase there will need to be huge savings from cuts in Social Service provision and road maintenance funding faces a £31/2M shortfall. His advice is to press for any routine road repairs in the current financial year because there is unlikely to be any funding at all available at this level in 2007 – 2008.

b) Cllr. Ward reported on a recent spate of fly tipping in Old Boars Hill where tyres and a caravan have been dumped. Cllr. Bennett said that tyres continue to be dumped in Bayworth and on the latest reporting there has been some delay on the part of Vale DC in arranging a special collection. Members felt that following the recent prosecution of a tipper caught on CCTV cameras, it would solve the Parish Council’s problem if similar equipment could be used in Bayworth.

Action: Clerk to make enquiries about the provision of CCTV equipment by the Vale DC.

There being no further business the Chairman closed the meeting at 9.15pm.

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

Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD ON WEDNESDAY, 31st JANUARY 2007 AT SUNNINGWELL VILLAGE HALL

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD ON WEDNESDAY, 31^st JANUARY 2007 AT SUNNINGWELL VILLAGE HALL