Cllr. Macdonald opened the meeting and said that she would be chairing proceedings due to the fact that Cllr. Nichol was unwell and unable to attend. Members sent their best wishes to him and hopes for an early recovery to full health.

2. QUESTIONS & COMMENTS FROM MEMBERS OF THE PUBLIC

Cllr. Macdonald invited PC Broomfield to present his report to enable him to leave the meeting early. He said that he had investigated the parking problems at No. 31, Sunningwell following a referral from the Parish Council and a complaint from a resident who was experiencing difficulties manoeuvring her car in and out of her drive. PC Broomfield felt that the situation has now improved in that the unlicensed vehicle previously parked in the road has been moved and the owner has been persuaded to move his other vehicles further down the road. Cllr. Woodward pointed out that this tends to exacerbate the problem for residents trying to drive out from the lane to the Cricket Field where limited visibility already makes this quite dangerous. He does however recognize that parking is a constant problem in this part of the village because of the lack of space available. It was agreed that parking on the pavement must be discouraged at all times and PC Broomfield intends to monitor the situation on a weekly basis.

He had brought along details of recorded crime during the period April – June 2006 which indicated only 2 crimes having been reported in Sunningwell. PC Broomfield said that under the recently adopted Neighbourhood Policing Scheme it is hoped that communities will work with the Police in order to tackle problems that arise. He said that the headings to the crime figures that he had tabled indicated police priorities but it is essential to learn what residents see as being their major areas of concern. These can then be referred on to Neighbourhood Action Groups for consideration. PC Broomfield said it is hoped that these Action Groups, which are already established in South Abingdon and due to meet quarterly, will be made up of a cross section of interested residents rather than being merely an offshoot of existing Parish Councils.

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Cllr. Belcher pointed out that there is under reporting of low level incidents – eg. minor vandalism at the Recreation Ground – because people tend to deal with these matters themselves. PC Broomfield said that the Police want all incidents to be reported and current consultation indicates that most public anxiety is concerned with criminal damage, speeding and youth disorder. It was agreed that incidents should be reported and a unique reference number obtained at all times. A number of reports will result in an increased police presence in the area and a greater feeling of security achieved.

Cllr. Belcher wondered if the Police had a strategy in place for dealing with the wider effects of dispersal orders recently imposed in South Abingdon which may lead to groups of youngsters congregating in nearby villages like Sunningwell. PC Broomfield said that a special police evening shift has been arranged to monitor surrounding areas to prevent this happening. Cllr. Lynam-Smith felt that in places like Bayworth there is not a lot for youngsters to do but it was generally agreed that recreational areas are available within a reasonable distance and youngsters should be encouraged to use them.

Clllr. Belcher said that another concern for residents is the likelihood of travellers arriving to occupy land near their homes and he wondered whether there is any way in which communities could be alerted by the Police that such groups were in the area. It would appear that such a mechanism does not currently exist but PC Broomfield said that landowners can help by ensuring that entrances to possible sites on their land are well secured. Cllr. Johnston said that in relation to travellers there is a danger of anticipating law breaking before it has taken place and if they do occupy sites unlawfully then a well established procedure exists to deal with such incidents. Cllr. Belcher felt that it is preferable to deter any likely land occupation rather than having to deal with the consequences once it has happened.

Cllr. Macdonald thanked PC Broomfield for attending the meeting and for the information he had provided.

3. APOLOGIES FOR ABSENCE

Apologies were received from Cllr. R. Nichol

4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL

INTERESTS

The following declarations of personal interest were made –

Cllr. Lynam-Smith in relation to the Church Farm development

Cllr. Northover - “ - Planning Application SUN/6085/1

Cllr. Bennett - “ - SUN/8265/1

Cllr. Belcher - “ - SUN/7250/2

Cllr. Woodward - “ - Sunningwell School of Art parking issues

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5. MINUTES OF MEETING HELD ON 28^th JUNE 2006

It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Bennett that with 2 minor alterations (at 10b ‘there was another company’ and ‘developers have approached Vale DC Officers’) the Minutes should be accepted as a correct record of the meeting. This was agreed unanimously and Cllr. Macdonald signed accordingly.

6. UPDATE ON ACTION POINTS/ANY OTHER MATTERS ARISING

Page 192 Repairs to pot holes

The response from OCC Highways indicated that some repairs had been arranged for when the road to Bayworth was closed for repair work on the paths. However the more minor holes were not considered to be a priority. Cllr. Lynam-Smith reported that some previously repaired holes have sunk due perhaps to the very hot weather and it was agreed that despite limited funding being available, a request for repairs should be submitted. Cllr. Belcher wondered if residents could be organized to do this work themselves but Cllr. Johnston advised strongly against any attempt to deal with what is clearly a County Council responsibility.

Action: Cllr. Lynam-Smith to provide site and dimension details to the Clerk for forwarding on to OCC Highways.

Page 194 Play Area

Inspection forms have been circulated but the insurance quotes to cover the Play Area equipment are still outstanding.

Action: Cllr. Belcher to provide Clerk with details of the value of the refurbished Play Area equipment so that insurance quotes can be obtained.

Page 196 Road Signs to deter HGVs

Cllr. Nichol has submitted a detailed case for the provision of signs to Mr. Peter Ronald, OCC Area Traffic Engineer, who has promised to assess the situation in the Parish and report back. Cllr. Johnston warned that there is no funding available to cover the purchase of signs and considered Cllr. Lynam-Smith’s suggestion that the Parish Council buy them using money from Reserves to be ill-advised because of ‘the densely complicated legal process involved.’

Page 196 Registration of Land

Cllr. Nichol had sent a further request for an update to Mr. David Hodson but has not received a reply. It was agreed that any further delay is not acceptable and other options need to be considered. A personal visit to Mr. Hodson was suggested or possibly a change of solicitor. It was agreed that the Finance Sub-Committee should consider the best way forward.

Action: Clerk to add this issue to the agenda for the next meeting of the Finance Sub-Committee

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Page 198 Light Pollution

Cllr. Ward reported that she had discussed this problem with the Operations Manager of South Oxford Leisure who are responsible for Tilsley Park which is considered a main source of light pollution in the area. She is hopeful that he will come back with answers to the problem once he has been able to carry out his investigations. The relevant Officers at Vale DC have also been informed.

7. FINANCE

a) Appointment of Litter Picker

Cllr. Macdonald reported on a recent meeting that she, together with Cllrs. Bennett and Woodward, had held with Mr. Brian Cross regarding the role of litter picker in the Parish. Their recommendation was that he should be appointed as from the 1^st August 2006 and this was agreed unanimously. It was confirmed that –

a grant of £495 had been awarded by Vale DC towards salary costs
Cllr. Bennett will act as the liaison between Mr. Cross and the Parish Council
The Clerk will deliver equipment loaned from Vale DC to Mr. Cross
The Council’s insurance schedule has been amended to include this appointment
The Finance Sub-Committee will amend the Risk Assessment Schedule and finalise the contract of employment

Action: Clerk to send letters a) confirming appointment to Mr. Cross and b) acknowledging the interest shown by another applicant

b) Account for Payment

BDO Stoy Hayward (external audit) £293. 75p

Payment agreed after Finance Sub-Committee have looked at the completion of audit details.

c) Grant Applications

Sunningwell Cricket Club – costs of ground maintenance

Members felt that as the request is for £500 and this is likely to be an annual application, the Club’s accounts should be examined before a decision is made. It was decided to refer this to the Finance Sub-Committee for a recommendation to the next full meeting of the Parish Council.

Sunningwell Scene - £100 requested towards the costs of a performance by the Watermill Touring Theatre in aid of St. Leonards Church restoration appeal. Members felt that the Finance Sub-Committee should consider this request favourably.

d) VHMC Replacement Chairs & Tables

The Clerk reported that the VHMC following extensive enquiries are now ready to place orders for 100 Chairs + 3 Trolleys costing £2810. 61p and tables costing approximately

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£700. It was agreed that the orders will be placed by the Parish Council and the VHMC will fund the full cost of this equipment.

9. PLANNING

a) Decision Notice

SUN/17527/1 1, Beaulieu Court, Sunningwell

Erection of a hardwood conservatory Permission granted

b) Applications dealt with between meetings

SUN/8265/1 Larkfield, Foxcombe Road, Boars Hill

Erection of a single storey extension to form a garden room. Insertion of new window to front elevation. No objections

OCC/V.06/06 Sunningwell CE Primary School

Erection of an extension and canopy to provide enlarged Foundation Stage and Year 1 teaching space. Erection of an extension to provide additional IT teaching space. Alterations to the school entrance plus internal alterations.

No objections but the following comments were submitted:

The developments appear to be an increase in volume which is no more than 30% of the existing building. The expansion of the accommodation of the school will enhance teaching facilities but there will not be an increase in the numbers of pupils so that no increase of traffic in the village will be generated in the long term. The development will not overlook neighbouring properties.

However we are concerned as a Parish Council that the building works (depending on when they are carried out) may impact on the running of the school and the safety of the children as well as the traffic/parking in the Dark Lane area and on the road leading into the village (Dark Lane leads on to a sharp bend in the main village thoroughfare). The work at the school will have to be managed with care for staff and pupils and for the villagers in the immediate vicinity of the school.

SUN/6085/1 32, Brumcombe Lane Bayworth

Demolition of single storey extensions to the North West and South East of property. Erection of replacement single storey extensions to form family room, kitchen area and hallway. Extension of pitched roof over flat roof. Erection of a double garage.

No objections

c) New application

SUN/7250/2 25, Long Furlong Road, Sunningwell

Erection of a rear extension. Raise roof to form a chalet bungalow. Erection of a garage/store.

Arrangements are in hand for members of the Planning Sub-Committee to visit this site within the next few days.

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d) Warnborough Site – Richmond Villages

Cllr. Ward reported that a pre-application meeting has been arranged between the developers and Martin Deans, Vale DC Planning Officer and this will take place shortly.

On the 10^th September the developers plan to open the site to interested residents to enable them to see more clearly what the intended development would involve. Cllr. Ward reminded members that the other issue to consider is how the community might best be served from Planning Gain and so far she has heard mention of a tennis court at the site which would be open to residents in the parish and the construction of a walkway through the wooded area along the bottom perimeter of the site. Cllr. Ward also wondered whether members might consider help towards the Wootton to Abingdon Cycle Path to be appropriate. Cllr. Macdonald pointed out that these ideas are all dependent upon the success of any planning application submitted and Cllr. Ward said that the developers will have to prove that special circumstances exist for any hope of planning permission being granted. She also understands that the original plans might be reduced in scale before being submitted to the Vale D.C. Cllr. Macdonald thanked Cllr. Ward for her detailed report on the application to develop a similar site at Letcombe Regis.

9. PARKING AT VILLAGE HALL – SUNNINGWELL SCHOOL OF ART

Members felt unable to progress this issue because of the delay in finalizing the registration of land owned by the Parish Council. It was agreed to ask the Finance Sub-Committee to deal with the matter in conjunction with their attempts to establish land ownership generally.

Action: Clerk to send further holding letter to the School of Art Director and Cllr. Woodward will discuss the situation when next at the School.

10. CORRESPONDENCE

The following correspondence has been received since the last meeting

10.1 OCC Survey of pupils’ journeys to school

10.2 Recruitment Advertising Campaign

10.3 Newsletter & Magazine

10.4 Parish Council Contact Details

10.5 Vale DC Meetings of Council & Committees

10.6 Negotiations re meeting dates for NE Area Forum

10.7 OGBN Acknowledgement of subscription

10.8 The Oxford Preservation Trust – Annual Report 2005

10.9 Thames Valley Police – Open Day at Police Museum 12^th August

10.10 Society of Local Council Clerks AGM 18^th July

10.11 RWE npower - information leaflet on Radley Lake E

10.12 Department for Work & Pensions – response re Post Office Card Account

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10.13 Uffington White Horse Show 27^th/28^th August

10.14 Clerks & Councils Direct magazine

10.15 OCC Definitive Map & Statement of Public Rights of Way

10.16 Meeting with Towns & Parishes (Cllrs. Macdonald & Lynam-Smith)

10.17 Vale DC Housing Strategy Forum (Cllrs. Nichol & Lynam-Smith)

10.18 Vale DC Parish Cleansing Grant - £495 awarded (Clerk)

10.19 OPFA Playing Field Magazine (Cllrs. Belcher & Macdonald)

10.20 Wicksteed Advertising

11. SUBCOMMITTEES/GROUPS

a) Poors Land Charity – Cllr. Lynam-Smith reported that 8 bibles have been recently handed out to school leavers. The Committee are also anxious to advertise the fact that money is available to residents, aged between 16 – 25 years and undertaking further education, to help purchase books or tools required for their courses. It was agreed that she will send the terms of these awards by email to members who will do what they can to help circulate the information as widely as possible.

b) SPADE - Cllr. Macdonald said that she had spoken to Committee members about the recent media coverage of a report recommending 75,000 extra houses for the South East. It had been decided not to respond to this and Cllr. Johnson said this was the correct decision because the author of the report was probably unaware that it would need new legislation before these recommendations could be implemented.

c) Flooding - Cllr. Lynam-Smith said that the recent flash flooding was a reminder of the need to keep ditches in the Parish clear and functioning efficiently. She will undertake further investigations and supply the Clerk with details of those residents who should receive reminder letters to clear their ditches.

d) Children’s Play Area - Cllr. Belcher said that there had been a delay over the completion of the refurbishment of the Play Area because the surfaces around the swings need to be of a certain depth in order to meet safety regulations. Roger Davis, OPFA, has advised the contractor and it is hoped the work will be finished in time for the Summer Fete on the 5^th August.

12. ANY OTHER BUSINESS

1) Cllr. Bennett reported on the meeting she had attended recently at Lady Margaret Hall organised by the Oxfordshire branch of CPRE. She had been made more aware of how various aspects of our environment are interlinked and of the problems posed by the future management of waste. The meeting had been very well attended and the programme interesting and worthwhile.

2) Cllr. Belcher said that he hopes to have an article giving advice on bonfires ready in time to meet the deadline for the next edition of the Sunningwell Scene.

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3) Cllr. Northover has received a written report on her recent participation in the Vale D.C. budget consultation exercise and will circulate it to anyone who might be interested.

4) Cllr. Woodward told members that plans are in hand to hold a bigger and better Sunningwell Festival in 2007 linked to the Oxford Inspires celebration plans for Oxford. The Festival Committee wish to make an application to Awards for All for help with fund raising and this would have a better chance of succeeding if the Parish Council is the applicant. It was decided to refer the details provided by Cllr. Woodward to the next meeting of the Finance Sub-Committee in order that a recommendation can be considered at the next meeting of the Parish Council.

There being no further business the Chairman closed the meeting at 9.24pm.

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

Chairman

Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD ON WEDNESDAY, 26TH JULY 2006 AT SUNNINGWELL VILLAGE HALL

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