Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD AT 7.30PM ON WEDNESDAY, 20TH JULY 2005 AT SUNNINGWELL VILLAGE HALL

Present: Cllrs. G. Birch (in the chair), M. Woodward, R. Macdonald and D. Belcher

In Attendance: Mr. A. Baker (Treasurer -VHMC), Pat Romans (Clerk) and one member of the public

1. CHAIRMAN’S COMMENTS

Cllt. Birch opened the meeting and explained that she was chairing the proceedings in

Cllr. Nichol’s absence. She said that the Sunningwell Festival, which ended on

Saturday, had been a really good experience for those who had been able to attend

and she wanted to propose that the Parish Council formally congratulate the Festival

Committee for their wonderful work. This was seconded by Cllr. Macdonald and

agreed unanimously.

Action : Clerk to write to Sunningwell Festival Committee

2. QUESTIONS & COMMENTS FROM MEMBERS OF THE PUBLIC

No points were raised at this stage of the meeting.

3. APOLOGIES

Apologies were received from Cllrs. B. Nichol, H. Lynam-Smith and S. Payne,

County Cllr. B. Johnston, District Cllrs. T. Ward and C. Wise.

4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL

INTERESTS

Cllr. Belcher declared a personal interest in the current planning application on

33, Long Furlong Road and said he would take no part in the discussion of this

agenda item.

5. MINUTES OF MEETING HELD ON 15^th JUNE 2005

It was proposed by Cllr. Birch and seconded by Cllr. Belcher that the Minutes

should be accepted as a true record of the meeting and the Chair signed accordingly.

6. UPDATE ON ACTION POINTS/ANY OTHER MATTERS ARISING

Page 121 Highway Repairs & Traffic Issues – a site map of the pot holes needing

to be repaired has been sent to OCC and this has been acknowledged.

Joanne Clegg, OCC Transport Planner, has sent a holding letter regarding weight

restrictions and promised a full report shortly.

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Page 121 Disruption from Abingdon Air Show – a response from the Air Display

organizers and the Civil Aviation Authority were summarized by the Chair. Both

give assurances of the tight controls exercised at this type of event. Cllr. Birch is still

concerned about the situation at Boars Hill because of the differences in ground level

and the short distance from the airfield. She will raise this matter again when

notification of the next Air Show is received.

Page 121 Local Plan Inquiry – clarification from Vale D.C. has been received,

together with an assurance that the points already submitted by the Parish Council

are being considered.

Page 122 Design Trends in the Parish – a response from Vale D.C. has been

received which sets out the circumstances where planning permission is required.

Page 123 Fencing & Gates at Bellapais Manor, Bayworth – the Clerk reported on

the feedback from Mr. Paul Yaxley, Vale D.C. that there doesn’t appear to have been

any breaking of regulations at this property. Members welcomed the fact that Martin

Deans, Planning Officer, will also be looking at the site because the construction

totally undermines the openness of the Green Belt.

Page 124 Terms & Conditions – OCC Records Office – the Clerk has clarified that

no item from the Glebe papers will be removed unless permission is obtained from

the Parish Council who also retain the copyright.

Page 127 Trimming of Overhanging Hedges – the Clerk was asked to negotiate

with Cllr. Lynam-Smith over the draft letter to residents and also the list of intended

recipients. It was suggested that at least one other member of the Parish Council

should be consulted about the letter and recipients.

Matters Arising

The matter of the Parish Council having a stall at the forthcoming Summer Fete was

discussed. It was agreed that the Council should have a presence at the Fete in

company with SPADE. Cllrs. Nichol and Belcher will be available to staff it and Cllr.

Woodward will also be there, although involved with another stall. Cllr. Lynam-Smith

has offered to produce a list of likely queries and suggested answers if this was felt to

be useful. Cllr. Belcher agreed to negotiate details of a possible display with Cllr.

Nichol and the Clerk was asked to inform Cllr. Payne of the arrangements made.

7. VILLAGE HALL REPAIRS

The Chair suggested this item be dealt with at this point to enable Mr. A. Baker

to leave the meeting promptly. Cllr. Birch outlined the discussion that had taken

place at the Finance Sub Committee and the recommendation that the Parish Council

proceed as outlined by the VHMC. Mr. Baker tabled details of the anticipated cash

flow between now and the end of September when it is expected that the work will

have been completed. This will result in the Parish Council contributing £1600, after

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recovery of VAT, to the total cost of this round of repairs. Cllr. Woodward want

clarification that the costings included work to improve the front porch and Cllr.

Belcher was assured that no additional (slippage) costs are anticipated. It was

proposed by Cllr. Belcher and seconded by Cllr. Macdonald that the cheque for

£1918.25p – as a deposit for the replacement windows – be released and that the

Finance Sub-Committee be authorized to release any necessary further cheques

between meetings of the full Council. This was agreed unanimously.

8. PLANNING

8.1 New Applications

SUN/19198 10, Sunningwell

Proposed two storey side extension, single storey rear extension and alterations.

It is intended to speak to the applicant, who is currently away on holiday, before the

response below is submitted –

The above planning application for No. 10, Sunningwell, a semi-detached house, is

for an integral garage with 3^rd bedroom above, plus a large room to the rear of the

garage (approx. 9 metres long by 4.5 metres wide). This large room is to be accessed

from the garage and garden. The proposed extensions appear to represent an

increase in volume to the house of more than 50%. (As the house currently stands it

is small enough to be allowed up to 50% increase in volume). Furthermore it is felt

that the increase in width to the façade of the house would seriously unbalance the

current semi-detached building and detract from the street scene.

The Parish Council objects to the above application as it currently stands.

SUN/19079/1 33, Long Furlong Road, Sunningwell

Proposed rear extension and new roof construction to accommodate 3 bedrooms and

bathroom.

No objections but wish the following to be taken into consideration – there are

concerns amongst some neighbours that the intended rear window will overlook

their gardens.

8.2 Decision Notices

SUN/17133/1 Dairy Cottage, 3, Church Farm, Sunningwell

Proposed rear extension, new porch and internal alterations Permission granted

SUN/19149 29, Brumcombe Lane, Bayworth

Demolition of existing single storey extension. Proposed extension and alterations.

Application withdrawn

8.3 No. 57, Sunningwell

Cllr. Birch outlined the developments that have taken place since the last Parish Council meeting – the most important one being that the deeds and documents relating to this land have, following further investigations by Cllr. Nichol, been traced and are now held by David Hodson, solicitor. The process of registering the

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land with the Land Registry should now be relatively straightforward and any negotiations regarding access over the land will be left until the registration has

been finalized. Members agreed that these were very positive developments and the

importance of having control over the land before heavy lorries carrying building

equipment arrive on site was acknowledged.

8.4 SPADE

Cllr. Macdonald said that the SPADE Committee will not be meeting over the summer (unless an emergency arises) but, like the Parish Council, they are keen to know the outcome of the debate between SEERA, who have recommended fewer houses for Oxfordshire than are in the Local Plan, and the Government, who have challenged the SEERA figures. SPADE will convene again as soon as there is some movement on this issue.

8.5 Warnborough College Site

Cllr. Birch had previously circulated the news that a development company has purchased the Warnborough College site and it is understood they intend to apply to the Vale D.C. to develop a ‘Care Village’ incorporating the existing Westminster Beaumont Nursing Home. There have been mixed reactions to this news amongst residents but Cllr. Birch has promised the Boars Hill Residents Association that the Parish Council will call a special meeting if these proposals are actually submitted. Cllr. Birch reminded members that if this development proceeds, then the Council should look for some planning gain to finance things that are needed in the Parish.

8.6 No.31, Sunningwell

Concerns have been expressed to members about the extensive excavations that are currently underway at this property – considered by many to be one of the prettiest in the village. This is not a listed building and having no information on what is intended by the current occupant (a nephew of the owner) makes it difficult to know whether or not planning permission might be required in this case. Cllr. Belcher said he would make some enquiries and members agreed that continued close monitoring of the situation is required.

9. CORRESPONDENCE

The following correspondence has been received since the last meeting

9.1 OCC Emergency Plan for Local Councils (Cllr. Birch)

9.2 News magazine – Summer 2005

9.3 Health Scrutiny News

9.4 AbITS Newsletter – Summer 2005 (Cllr. Belcher)

9.5 Parish Council Contact Details

9.6 Vale D.C. Amenity Tree Planting (Cllrs. Macdonald & Belcher)

9.7 Meetings of Council & Committees

9.8 Standards Committee Action Plan

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9.9 OALC Annual Report & Accounts 2004/05

9.10 ORCC Newsletter – Summer 2005 (Cllr. Macdonald)

9.11 Vale Housing Association – Flood Prevention Measures (Cllr. Lynam-Smith)

9.12 CAB Acknowledgement of grant

9.13 SEERA Bulletin No.61 June 2005

9.14 Oxford Inspires – Guide to Events

9.15 DEFRA Clean Neighbourhoods & Environment Act 2005

9.16 Clerks & Councils Direct Magazine

9.17 OCC Highway Maintenance Works: Fox Lane/Foxcombe Road (Clerk)

9.18 Vale D.C. Parish Plan Boost (Cllr. Macdonald)

9.19 “ Licensing Act 2003

9.20 Oxford City Primary Care Trust – Agenda & Minutes (Cllr. Birch)

10. FINANCE

10.1 Report from Finance Sub-Committee

Points from the Finance Sub-Committee Report (previously circulated) were agreed

as follows –

• A financial review for the first quarter 1^st April – 30^th June 2005 was accepted
• The Audit Return 2004/2005 was approved
• A cheque for £296.08p – the balance on the £550 budgeted for the Sunningwell Scene – was approved
• It was noted that grant applications from local organizations are down from last year and Cllr. Nichol will remind residents of this fund in his next letter to the Sunningwell Scene
• It was noted that the Finance Sub-Committee are continuing to clarify the Parish Council assets and to this end will ask David Hodson to proceed with the first registration of the pond and its adjacent land.

10.2 Accounts for Payment

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

11. SUB-COMMITTEE/GROUPS UPDATES

11.1 Flooding

A brief general report and a report on a meeting with Rev. Pam McKellen were tabled for Cllr. Lynam-Smith in her absence. (copies on file). A full report on the work of the

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Sub-Committee is promised for the September meeting. Members were concerned about the proposed clearing of watercress from the stream on Church land and felt that Iain Corbyn should be consulted about this.

11.2 The Pond

Cllr. Woodward said that a meeting of the Sub-Committee needs to be arranged as soon as possible to deal with the problem of silt which has gathered in considerable quantities at the bottom of the pond. It is tending to clog up the drainage and is encouraging the growth of weeds. Cllr. Woodward felt that advice will have to be taken on how best to deal with the problem and it was acknowledged that there is still money ring fenced for pond maintenance should any suggested remedy prove to be beyond the skills of volunteers.

11.3 Parish Plan

Cllr. Macdonald had previously circulated the minutes of the last meeting and the Committee is due to meet again on the 26^th July when Anton Nath, ORCC, will attend to help with the grant application process. She is still waiting for feedback from the environment group but hopes that the draft questionnaire will be finalized shortly.

11.4 Children’s Play Area

Cllr. Belcher reported that he now has the designs for the refurbishment of the play area with costings of approximately £20K. He feels that this amount should be reduced further to around £15K. He will circulate details of the suggested design and intended equipment in order to obtain the views of the full Council. He is still concerned about the lack of enthusiasm for the refurbishment but feels that the Council should proceed with grant applications anyway in order to be in a position to take the work further if sufficient support from the residents is forthcoming.

12. ANY OTHER BUSINESS

12.1 Cllr. Macdonald said that she had personally been disturbed by the fireworks that had been set off on the night of 9^th July and she was sure that other residents had been similarly affected. There was a series of loud bangs between 2.15am and 2.30am which was a particularly unneighbourly thing to do. Cllr. Woodward said he had been approached by a considerable number of residents who were absolutely incensed by what had taken place. He considered it to be particularly insensitive, given the explosions that had occurred in London just a few days before. Cllr. Birch said the fireworks had been part of a wedding celebration held at a property in Lincombe Lane and having talked to neighbours, she was given to understand that the disturbance was caused by a group of youngsters attending the wedding party. It was agreed that this display – which was illegal because it occurred after 11pm – caused serious disturbance in the village and residents were further aggrieved by finding a large number of spent firework casings in the field the next day which had not been collected by those responsible for the display.

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Action: a) Clerk to write to the resident concerned indicating clearly the strong feelings of the Parish Council about this incident b) Cllr. Belcher to write another article for the autumn edition of the Sunningwell Scene reminding residents of the correct procedures when holding firework displays.

12.2 Cllr. Belcher said that distress is being caused by the pollution from bonfires which are being lit regularly in the garden of a property in Long Furlong Road. It was acknowledged that the problem of dealing with garden waste and at the same time not causing a nuisance to neighbours, can be very difficult. It was felt that the best way would be to approach the Vale D.C. Environmental Services direct if the nuisance is sufficiently consistent.

Action: Cllr. Belcher to write an article about this problem for the next edition of the Sunningwell Scene

12.3 The Clerk had been approached by the Vale Housing Association regarding the provision of disabled parking in the Parish. It was agreed that just one designated space is available – immediately outside the entrance to the Village Hall.

There being no further business the Chairman closed the meeting at 9.40pm

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

Chairman