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Sunningwell Parish Council
MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD 7.30PM ON WEDNESDAY, 16TH MARCH 2005 AT THE VILLAGE HALL
Present: Cllrs. B. Nichol (in the chair), G. Birch, H. Lynam-Smith, M. Woodward, R. Macdonald and D. Belcher (part)
In Attendance: County Cllr. R. Johnston (part), District Cllr. T. Ward (part), Pat Romans (Clerk) and one member of the public
1. CHAIRMAN'S COMMENTS
Cllr. Nichol opened the meeting at 7.34pm and said that two adjustments to the
agenda were necessary (i) as part of the agenda item on Planning (9f SPADE
Update), members would need to consider the Council’s response to the S.E. Plan
which has to be submitted by the 15th April; (ii) Cllr. Belcher was unable to attend
for the whole meeting and therefore his report on his attendance at an OPFA meeting
and an update on the Children’s Play Area (11c) would be dealt with immediately
after the opening items.
2. QUESTIONS AND COMMENTS FROM MEMBERS OF THE PUBLIC
2.1 Concern was expressed regarding the complaints being voiced about disruption
from helicopter training exercises held over the village. It was suggested that this was
not seen as a nuisance by all residents and many accept the need for the armed forces
to be properly prepared before they are sent to real incidents. Cllr. Nichol explained
the position of the Council members who, having been asked for help over this
matter, had called for those residents affected to keep a record of specific exercises
over a 3 month period which the Clerk will then collate and forward to the military
authorities for comment. Cllr. Nichol pointed out that this was not an issue instigated
by the Council, but a response to the need felt by some residents. What he did
acknowledge was that any incidents where helicopters were flying low and hovering
over the village and Primary School – possibly using one building as a marker –
could be disturbing for some people. The evidence for this will be available in any
data that is submitted.
2.2 The Chairman reported a call he had received from a resident who had queried
where the extra money from an 8.3% increase in the community charge was being spent. Cllr. Nichol had said that the actual rise was 7.5% and had outlined the additional likely expenditure that needed to be included in the budget to cover issues like land registration fees and the ongoing campaign on future housing and planning proposals. Members agreed that they were satisfied that the budgeting for the coming financial year had been both practical and prudent. It was felt however that the next Chairman’s letter for the Sunningwell Scene could usefully explain to residents how and why the actual figures had been approved.
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2.3 The caller had further queried if anyone, apart from him, was bothering to clear out their ditches. The Chairman was able to re-assure him on this point and outlined the extensive work that has already been achieved on the problem of flooding in the Parish.
3. APOLOGIES
No apologies were received.
4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL
INTERESTS
No declarations were made.
5. MINUTES OF MEETING HELD ON 16TH FEBRUARY 2005
It was proposed by Cllr. Birch and seconded by Cllr. Lynam-Smith 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 94 Re-instatement of N.E. Area Forum – the Clerk said that she had sent copies
of correspondence to the District Cllrs. and Cllr. Wise had forwarded this to Cllr.
Jerry Patterson with a request that the situation be reviewed. A response from Vale
D.C. is still awaited.
7. OPFA/CHILDREN’S PLAY AREA
Cllr. Belcher reported on a Spring Association Meeting of OPFA which he had
attended earlier in the day and which he had found to be very useful. He had been
able to see the extensive new facilities provided at Steeple Aston playing fields
where a budget of £350K had been available, made possible by a series of well timed
grant applications. Cllr. Belcher felt that it would be helpful to take up membership
of the OPFA in view of the proposed work – albeit on a much smaller scale – on our
own Children’s Play Area. This was agreed unanimously and the Clerk was asked to
make the necessary arrangements. Cllr. Belcher reminded members that preliminary
ideas for refurbishment had been costed at between £30 - £40K but he would suggest
that this is tailored down to two or three pieces of equipment in the first instance
which could be added to in phases as funding became available. Cllr. Nichol said that
the Finance Sub-Committee had hoped to budget £1,000 per year over the next four
years and it was agreed that grant applications for specific pieces of equipment
might be more successful if a phased approach was adopted. Cllr. Woodward said
that traffic in the area around the school already caused parking problems during
term time and this could become an all year round issue if play facilities meant an
increased number of visitors to the site. He also wondered if some market research
on need might be useful first and Cllr. Macdonald said that these questions will form
part of the Parish Plan Questionnaire. Members felt that if they were to hazard a
guess, there would be considerable support for refurbishment but they were aware
that the site is not conveniently placed for the use of Bayworth residents and also
that decisions will need to be made on what, if any, facilities should be made for
teenagers in any long term plan.
Cllr. Nichol said that he was aware that Cllr. Belcher had been left with a
considerable task on his hands and wanted to give him the opportunity to say if he
had concerns about this. Cllr. Belcher said that he was happy to go back to the
working group to try and produce some specific proposals after which it might be
helpful to review the whole situation. This was agreed.
8. RESIGNATION FROM PARISH COUNCIL
The Chairman read Cllr. Rouse’s resignation letter which was received with regret
by members. It was agreed that he had made a very significant contribution to the
Council during the period he had served as a Councillor and members wanted their
gratitude for his efforts minuted. The Clerk then outlined the procedure which must
be followed in order to find and appoint someone to fill the vacancy on the Council
that now exists.
Action: Clerk to (i) write a letter of thanks to Cllr. Rouse (ii) post a notice of the vacancy on all 3 notice boards (iii) inform the Vale D.C. Returning Officer of the date that this notice was posted.
9. CORRESPONDENCE
The following correspondence has been received since the last meeting
9.1 OCC - newsletter – March 2005
9.2 “ Youth Service in South Oxon & Vale of White Horse
9.3 “ Youth Offending Team (Cllr. Woodward-Sunningwell Scene)
9.4 Vale D. C. Meetings of Council & Committees
9.5 “ Proposed Road Closure – Sunningwell Road
9.6 “ Local Plan Inquiry
9.7 “ Burial Ground Survey (Clerk)
9.8 “ Easter Collections of Refuse & Recycling arrangements
9.9 OALC County Circular + accompanying papers (Cllr. Nichol)
9.10 OPFA Spring Association Meeting
9.11 “ Membership invitation (Clerk)
9.12 OGBN Newsletter – February 2005
9.13 VHMC Acknowledgement of grant
9.14 Open Space Magazine – Spring 2005 (Cllr. Birch)
9.15 Child Line Appeal for funding (Finance Sub-Committee)
9.16 Oxford Inspires – Special Year 2007
9.17 Childton VHMC Offer of free tables and chairs
9.18 CAB - Appeal for Volunteers (Cllr. Woodward-Sunningwell Scene)
9.19 Friends of S. Hinksey - Launch of Parish Plan
9.20 Standards Board – Review of Code of Conduct (all Cllrs)
9.21 Aspire Community Enterprise Ltd. – advertising
9.22 Clerks & Councils Direct – magazine
9.23 Vale D.C. - Cleansing Grant application form
9.24 Royal British Legion – new initiative for Remembrance Services
9.25 Sutcliffe Play - advertising (Cllr. Belcher)
At this point Cllr. Belcher left the meeting
10. PLANNING
10.1 Applications & Decision Notices
None received since last meeting
10.2 Negotiating Sub-Committee
Cllr. Birch reported that the owner of 57, Sunningwell has applied for land registration of the strip of driveway which recent measuring – assisted by District Cllr. Wise – had established is part of Village Hall land. Meanwhile 57, Sunningwell has been placed on the market for £250K – offers by the end of March – and it is therefore important for the Parish Council to have the land registration clarified before that date.
The Chairman tabled draft copies of two letters – (i) to the Land Registry challenging the registration as it stands at the moment and (ii) to the owner of the property informing him of the action that the Parish Council is taking. It was agreed that any amendments to this correspondence should be sent to the Chairman early tomorrow so that the letters can be sent without further delay.
10.3 Development of Land adjacent to The Stumps
Details of complaints received from residents about the work currently underway at this site had been previously circulated to members. The Chairman outlined the concerns of residents to District Cllr. Ward who agreed to work with the Enforcement Officer to closely monitor the work. County Cllr. Johnston said that a request to have the development halted until the current foundation level is established could be considered. It was acknowledged that this particular situation is likely to be an ongoing problem, the development of this site having caused so much controversy from the outset.
10.4 Appletree House, Boars Hill – Update
Cllr. Birch reminded members that the owner has now placed this property on the market for £2 million and in current advertisements the ‘double garage’ is described as a ‘house’ with bathroom, kitchen and one bedroom. This blatant disregard of the planning permission has been reported to Martin Deanes, Vale D.C. Planning Officer but so far no feedback has been received from him. District Cllr. Ward agreed to follow this up on behalf of the Parish Council and County Cllr.Johnston offered his support if this proves necessary.
10.5 Tree Preservation Order, Boars Hill – Update
District Cllr. Ward said that it has not been possible to make any practical progress over this issue and unless the owner is prepared to enter into negotiations and to make some compromises, she will have to go through the whole legal process and a site meeting will be enforced.
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10.6 SPADE Update/PARISH COUNCIL response to S.E. Plan
The Chairman said that the joint public meeting organized by SPADE and the Parish Council had been successful with between 55 & 60 people attending. Unfortunately the SPADE letter to the Oxford Times had not been published.
Cllr. Nichol tabled a draft Parish Council response to SEERA and it was agreed that members will circulate any amendments they wish to be made before the final version is sent, A discussion followed on the difficulties involved in deciding on the Parish Council’s response to the ‘number of houses’ question. Cllrs. Nichol, Macdonald and Lynam-Smith felt this should be 25,500 whilst Cllrs. Birch and Woodward opted for 32,000. It was felt that the only reason for choosing the increased number of properties would be to ensure a decent infrastructure is provided. The issue of decoupling housing development and the provision of affordable housing was also debated and the problems associated with both sides of this argument were acknowledged.
10.7 Warnborough College Site
Cllr. Birch reported that this site now appears to have been sold.
10.8 Lincombe Lodge, Boars Hill
Cllr. Birch said that this property has recently been sold to a developer and she has received (unsubstantiated) reports that the same developer is also talking to the owners of the Foxcombe Lodge Hotel. If this should be correct and details finalized then a very big planning application is likely to be submitted for this site.
11. FINANCE
11.1 Finance Sub-Committee Recommendations
A report of the recent meeting of the Sub-Committee had previously been circulated to members and agreement was reached on the recommendations made as follows –
(i) Risk Assessment Review – it was proposed by Cllr. Macdonald and seconded by Cllr,. Birch that the amendments made be approved. This was agreed unanimously.
(ii) Tree Surgery – it was unanimously agreed to accept the quotation from Ringrose Tree Surgery. The Clerk was asked to make clear in writing that the seat around the tree must be retained and to establish when the work will be undertaken so that a member of the Council can attend to monitor what is being done.
(iii) Grant Application from Parish Plan Steering Group
It was unanimously agreed that a grant of £200 be approved and that this money be ring fenced and administered by the Clerk until the Steering Group have appointed a Treasurer and organized a bank account.
(iv) New Filing Cabinet – it was proposed by Cllr. Birch and seconded by Cllr. Macdonald that a new, four drawer cabinet, available at a special offer price of £99 be purchased. This was approved unanimously. The VHMC have agreed that this new cabinet can be kept insude the Village Hall – near the rear entrance – which will ensure the safe keeping of Parish Council records currently stored in the garage.
11.2 Accounts for Payment
It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Birch that the following accounts be accepted for payment. This was agreed unanimously.
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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972
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Pat Romans
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Clerk’s salary & expenses (3 mths)
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£1169.66p
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-
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973
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St. Helen Without P.C.
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Photocopying
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£26.85p
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-
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974
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OPFA
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Membership Fee
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£25.00p
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-
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12. SUB-COMMITTEE UPDATES
12.1 Parish Plan Steering Group
Cllr. Macdonald reported that a Constitution had been agreed and a copy of this, together with Minutes of the last meeting, had been circulated to members. A good start has been made by the different working groups who are dealing with their particular aspects of the questionnaire. Committee numbers are small and there is an urgent need to appoint a Treasurer. Cllr. Macdonald asked for help in finding a suitable volunteer for this task which should be completed within 18 months. Cllr. Birch said that she will compile a list of Boars Hill residents who could be approached. Further meetings are planned for 5th April and 3rd May and a page for the Parish Council website has been submitted. Cllr. Macdonald reminded members that it had been suggested that two Parish Councillors should be on the Steering Group.
12.2 Flooding Sub-Committee
Cllr. Lynam-Smith reported that she had recently had a very useful meeting with Alistair Lee (Derek Hasler’s successor at Vale D.C.) and he had shown considerable commitment to solving the flooding problems in Sunningwell. He requested a full report on the background and work already achieved in the Parish. Cllr. Lynam-Smith is happy to draft this and Cllrs. Nichol and Birch agreed to check details before it is submitted. Cllrs. Lynam-Smith and Birch are planning to walk a further section of the Parish in the near future.
Cllr. Birch reported that a good job had been carried out by Isis Accord on the gullies in Foxcombe Road which had solved the problem of surface water at least for the time being.
Action: Clerk to write to Brian Short, OCC Area Engineer, acknowledging the standard of work carried out at this site.
13. FURTHER ITEMS RAISED BY MEMBERS
13.1 Re-instatement of NE Area Forum - Cllr. Ward said that discussions are underway at the Vale D.C. and she will continue to monitor this. She will report any progress by email.
13.2 Vale D.C. Area Committee Grants – Cllr. Ward reported that at a meeting earlier this evening, the Committee had awarded the full £5,875 applied for by Bayworth Chapel
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towards the cost of the new hall; and £1,500 to the Sunningwell Festival Committee who had asked for £2,000.
13.3 Hedge Cutting – Cllr. Birch reported that the hedge along the lane from Bayworth to Boars Hill had been chopped recently. Debris from the work was drifting in the road and a lot must be in the ditches. Cllr. Ward agreed to investigate the site.
13.4 Accident on old A34 – Cllr. Lynam-Smith reminded members of the recent bad accident that occurred on this notorious stretch of road near Bagley Wood. The visibility is very poor and a drop in the road adds considerably to the danger. There is a need for a crash barrier to help prevent cars from veering off the road and it was agreed that the Parish Council should do what it can to achieve this.
Action: Clerk to write to Kennington Parish Council requesting their help in having work carried out to improve road safety along this route.
There being no further business the Chairman closed the meeting at 10.02pm
Date of next meeting – Wednesday 20th April 2005
Signed…………………………………….Date……………………………….
Chairman
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