Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD AT 7.30PM ON WEDNESDAY, 16^th NOVEMBER 2005 AT SUNNINGWELL VILLAGE HALL

Present: Cllrs. R. Nichol (in the chair), R. Macdonald, H. Lynam-Smith, D. Belcher and S. Payne

In Attendance: Rev. P.McKellen, Dr. G.Gancz, Pat Romans (Clerk) and one member of the public

1. CHAIRMAN’S COMMENTS

Cllr. Nichol opened the meeting and outlined how he would like to deal with the planning matters on the agenda in order to best accommodate those in attendance at the meeting. This was agreed.

He informed colleagues that he had today attended the South East Regional Assembly held in Reading and intended reporting briefly on this later in the evening

2. QUESTIONS & COMMENTS FROM MEMBERS OF THE PUBLIC

The Chairman welcomed Rev. McKellen to the meeting and invited her to outline her current concerns. She said she had previously met with Cllr. Lynam-Smith to discuss the issue of flood prevention measures as they relate to Church land and said she would continue to help wherever she can with this. Cllr. Macdonald expressed concern about the amount of high thistles now growing on The Glebe which would make it very difficult to use for any village activity. Rev. McKellen pointed out that this was not the direct responsibility of the Vicar as the land is leased out and under the terms of the lease the tenant is responsible for the upkeep of the land. She advised that the Parish Council approach Mr. Roger Harwood at the Diocesan Office for help with this issue.

The main reason for her attendance at the meeting was to outline the growing problem of lack of adequate burial space in the village – a situation exacerbated in her view by the House of Lords ruling on The Glebe which prevents the Church from extending the current graveyard by using some of this land. Rev. McKellen reminded members of the strong family connections which exist amongst many residents of the Parish and which in turn leads to perhaps a higher than average demand for burial in the village churchyard. At the present time she would estimate that a crisis situation will occur within 5 years unless steps are taken now to resolve the issue and because her hands are tied she is requesting the help of the Parish Council to find a solution.

The Chairman pointed out that enquiries would need to be undertaken regarding how far the responsibilities of the Council extend in this particular situation but in any case members would want to help in whatever way they can. In the meantime Cllr. Payne suggested that Rev. McKellen contact Rev. John Cooper, the Vicar at Wootton, who has recently been dealing with similar problems.

Action: Clerk to obtain legal guidelines from OALC and include the matter on the agenda for the January meeting.

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3. APOLOGIES

Apologies were received from Cllrs.G. Birch and M. Woodward, County Cllr. R. Johnston and District Cllrs. Ward and Wise.

4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL

INTERESTS

No declarations were made.

5. MINUTES OF MEETING HELD ON 19^th OCTOBER 2005

It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Macdonald that the Minutes be accepted as a correct record of the meeting and the Chairman signed accordingly.

6. UPDATE ON ACTION POINTS/ANY OTHER MATTERS ARISING

Page 148 Parish Boundary Review – an objection to the Vale District Council’s proposals to alter the South Hinksey Parish Boundary to include several properties currently in Sunningwell Parish has been submitted. As no acknoweldgement has been received the Clerk was asked to send the objection again.

Page 148 Use of Footpath in Dark Lane – a letter has been received from the owner of the land providing full details of the legal position as he understands it. It was agreed that current use of this path across private land by pedestrians walking to and from the school is not an issue that the Parish Council can become involved with but hopefully will be resolved by the parties involved.

Action: Clerk to write to parties involved to clarify that the Parish Council will have no further direct involvement but would support efforts to increase safety along the main road and inform the Head Teacher of the school of the current situation.

7. PLANNING

a) New applications

SUN/13547/2 2 Yatscombe, Foxcombe Road, Boars Hill

Retrospective application for a first floor extension

Cllr. Nichol reminded members that although most of this proposed extension has already been built, it must be considered as a new application in the normal way. He then read the report that he and Cllr. Macdonald had written following their site visit. There were two planning issues to consider – a) Volume – it was not felt that the planned extension constitutes an increase in volume of over 30% b) Privacy & Light – there are no windows directly overlooking the neighbours property and it was felt there could be no reasonable objection regarding exclusion of light. (full report on file).

Dr. Gancz informed the Council that prior to work commencing on the extension he had received written confirmation from the Vale D.C. that planning permission would not be

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required for the building he had in mind and on that basis he had arranged for the work to proceed. Cllr. Nichol confirmed the contents of this letter and then adjourned the meeting to enable Dr. Gancz to discuss the submitted plans with members.

It was unanimously agreed that the report raising no objections with regard to volume and privacy/light should be submitted together with a letter outlining the Parish Council’s concern at the way this situation has been handled. A review of procedures would be recommended in order to avoid a recurrence of circumstances causing stress to both applicant and neighbours.

SUN/7557/5 Charlottes, Sunningwell

Demolition of existing dwelling. Erection of a replacement dwelling.

The Chairman adjourned the meeting to enable members to look at these recently arrived plans and responsibility to submit a response within the consultation period was delegated to the Planning Sub-Committee once detailed investigations have been undertaken.

b) Application dealt with between meetings

SUN/2165/2 Overdale Lodge, Lincombe Lane, Boars Hill

Renewal of application SUN/2165/1 for the erection of a two storey extension and four bay garage. (Part demolition of house and demolition of existing garage).

No objections

c) Decision Notices

SUN/19198/1 10, Sunningwell

Proposed two storey side extension and alterations Permission granted.

SUN/19312 21, Brumcombe Lane, Bayworth

Erection of a single storey rear extension Permission granted

d) Other Planning Matters

Land Registration – it was agreed that action should be taken to formally register the Sunningwell Pond and surrounding land in the Parish Council’s name. A ceiling of £500 was set for the legal work involved.

The issue of registering the Cricket Field remains unresolved and it was agreed to look into the feasibility of going ahead with this in the next financial year.

Action: Clerk to write to Mr. David Hodson wih instructions to proceed with registering the Pond and surrounding land in the name of the Parish Council.

Appletree House, Boars Hill – a report had been received from Cllr. Ward stating that the Vale D.C. Development Control Committee have decided to proceed with appropriate enforcement action to ensure the removal of the summer house built in the grounds of this property.

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Lincombe Lodge Planning Application – Cllr. Macdonald confirmed that this application is currently with the Vale D.C. Solicitors and has not yet reached the Development Control Committee.

e) SPADE

Cllr. Macdonald attended a meeting held earlier this week and had 4 points to report –

(i) a meeting between SPADE Committee members and Dr. Evan Harris MP will take place shortly when the following issues will be raised -

* SEERA being unelected and undemocratic

* Wide ranging powers with little or no accountability

* Its recent shambles at an attempt to consult with the public through its Your Shout document

* What is the Lib Dems position regarding SEERA and its future and what are they doing about it?

* Advice as to how SEERA might be tackled to make their life at least very uncomfortable and at best to get them removed.

Dr. Harris attended the inaugural meeting of SPADE but has had no contact since then and it is felt the time is right to update him and to hear his current views.

(ii) It is hoped to be able to undertake a more detailed analysis of the 3,000 received responses to the SEERA ‘Your Shout’ consultation exercise. This had produced an overwhelming support for development close to Oxford but further analysis of the 450 responses supporting development elsewhere might provide some useful data.

(iii) The SPADE AGM is to be held at the Thomas house on 28^th November beginning at 8pm.

(iv) The SPADE Committee members are keen to establish what, if any, connections there might be between Worcester College and land around Sunningwell.

f) South East Regional Assembly Session

Cllr. Nichol reported on his attendance at the morning session of the S.E. Regional Assembly held in Reading today. He had joined a group looking at Social and Environmental issues arising from the agenda currently being dealt with by the Assembly and found the whole exercise very worthwhile. Cllr. Nichol had been impressed by delegates’ attitudes towards their task and their knowledge of the issues that will need to be resolved. He reminded members that the Assembly is having to look at the region as a whole and exact locations for new housing will be decided at a more local level. Cllr. Nichol was reassured by the emphasis delegates were giving to the need for infrastructure to be in place before any new building is undertaken and running throughout the discussion was an acknowledgement that insufficient Government funding will inhibit putting any plans or advice from the Assembly into operation. Funding decisions are due to be taken in January and the task of prioritizing financial resources is currently underway. Members agreed that this feedback was much more positive than they had anticipated.

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8. FLOODING MAPS

Responses from the Environment Agency and the Vale D.C. regarding the posting of flooding maps on the internet had already been circulated. These maps indicate Long Furlong Road as an area at risk of flooding and repercussions for property values and insurance cover are a matter of concern to a number of residents.

It was agreed that the most effective way of dealing with this would be for an action group to be formed from concerned residents in Long Furlong Road who might consider obtaining evidence to challenge the details on the Environment Agency website and if this proves to be an accurate risk assessment then putting pressure on the Vale D.C. to put adequate prevention measures in place. Funds would need to be raised in order to employ a hydrologist to undertake a professional assessment and the Parish Council would consider contributing towards these funds. Members agreed that a joint Parish Council/Flooding Action Group meeting might be necessary to launch this initiative.

Action: Cllr. Belcher to discuss the situation with Mr. R. Warne and other residents in Long Furlong Road and report back his findings at the next Parish Council meeting.

9. CORRESPONDENCE

The following correspondence has been received since the last meeting

9.1 OCC Road Accident Statistics – copies circulated

9.2 Structure Plan – Notice of Adoption of Proposals

9.3 Emergency Plan – corrected email address

9.4 Newsletter – November 2005

9.5 Local Transport Plan Consultation – Cllr. Nichol to respond

9.6 CAG Project newsletter – Cllr. Payne

9.7 Vale DC Funding & Community Grants

9.8 Parish Review – Boundary Changes – objection submitted

9.9 Meetings of Council & Committees

9.10 Local Recycling of Composting Collections – Cllr. Payne

9.11 Standards Committee – Agenda & Minutes

9.12 OALC Winter General Meeting – 21^st November

9.13 Mrs E. Cross - acknowledgement of grant

9.14 South & Vale Carers Centre – acknowledgement of grant

9.15 Berinsfield Community Business – advertising

9.16 Clerks & Councils Direct – magazine

9.17 OCC Children & Young People’s Plan Consultation – Clerk to obtain copy

10. FINANCE

a) Draft Budget 2006 – 2007

It was agreed unanimously to accept the Draft Budget for 2006 – 2007 – details attached.

The Clerk’s salary to be at Point 22 on the NJC Scale giving an annual salary of £3873.

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b) Payment of Accounts

The following accounts had been paid between meetings

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

11. SUB-COMMITTEE/GROUPS UPDATES

11.1 Pond

Cllr. Woodward had reported the need to have the excess mud and silt properly removed from the bottom of the pond and quotations for this work are currently being sought. Members agreed to support this recommendation.

11.2 Flooding

Cllr. Lynam-Smith tabled a report of a recent meeting she had had with Mr. Peter Dela, Vale D.C. Land Drainage Engineer, at his request – copy on file. Cllr. Lynam-Smith agreed to raise again with Mr. Dela the request for a sluice gate at the Quarry which would enable the owner to control the flow of any excess water.

11.3 Poor Laws Charity

Cllr. Lynam-Smith said that funds are available to residents under 25 years for help towards books, tools etc. and this funding is going to be advertised.

11.4 Children’s Play Area

Cllr. Belcher said that he is investigating the possibility of obtaining help to undertake the recommended repairs to the play equipment himself. He will report further in due course.

12. DATES OF MEETINGS IN 2006

It was decided to move the meetings to the third Thursday in the month during 2006. This was not ideal for all members but seemed the best solution given the limited availability of the Village Hall.

Action: Clerk to make the necessary bookings.

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13. ANY OTHER BUSINESS

Cllr. Macdonald reported that the security light at the new house built on the land adjacent to The Stumps is being triggered by passing motorists and must be very annoying for residents living in the nearby properties.

Action: Clerk to write to developer requesting that the light is adjusted.

There being no further business the Chairman closed the meeting at 10.15pm

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

Chairman