Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD AT 7.30PM ON WEDNESDAY, 19^TH OCTOBER 2005 AT SUNNINGWELL VILLAGE HALL

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

D. Belcher and S. Payne

In Attendance: Mr. A. Baker (VHMC Treasurer) and Pat Romans (Clerk)

1. CHAIRMAN’S COMMENTS

Cllr. Nichol said that all members were probably aware of Cllr. Birch’s hospitalization and hopes were expressed for a speedy recovery and return to Parish Council service in the New Year.

Cllr. Nichol said that he was aware that Wednesday is probably not the best night for the Council to meet in view of the fact that the County & District Cllrs are often unable to attend because of their other commitments. He asked members to give some thought to this so that a decision can be reached in the New Year.

Cllr. Nichol suggested that a social gathering for members and their partners should be arranged for Wednesday, 21^st December in order to mark the festive season. It was agreed to meet at 8.15pm at The Flowing Well.

2. QUESTIONS & COMMENTS FROM MEMBERS OF THE PUBLIC

There were no members of the public present at the meeting.

3. APOLOGIES

Apologies were received from Cllr G. Birch, 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 21^st SEPTEMBER 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 136 Reinstatement of Footpath Sign – the OCC Footpath Officer had established that the developer of the land adjacent to the Stumps will reinstate this sign. The Chairman said he had been informed by a resident that the fire hydrant sign had disappeared from the same site. He had informed the Fire Service who have agreed to erect a new sign.

Page 136 A letter of thanks to the VHMC for the improvements achieved at the Village Hall had been sent.

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Page 137 Guidance on Height Regulations – this information from the Vale D.C.

Planning Dept. had been circulated to members of the Planning Sub-Committee. The Clerk was asked to send copies to the rest of the Council.

Page 138 A letter of thanks for their continued efforts on behalf of Parish residents had been sent to SPADE.

Page 142 Suspension of Parish Plan – an article outlining the reasons for this decision had been submitted by Cllr. Macdonald and appeared in the latest edition of the Sunningwell Scene.

Page 143 Flowers had been sent to Mrs Vera Greening and a letter of appreciation was read.

7. FINANCE (1)

Village Hall Management Committee – amendments to grant application

The Chairman proposed that this agenda item be brought forward to enable Mr. A. Baker to leave the meeting as early as possible. This was agreed. Cllr. Nichol reminded members that they had received details of the VHMC request for extra funding as part of the Finance Sub-Committee’s report. This would result in a grant of £3,000 (£1,000 budgeted and £2,000 from reserves) as originally agreed at the 15^th June 2005 meeting (Minute 9.2). A further request had been submitted for the Parish Council to commission additional work on the porch – the total cost (approx. £1,800) to be met by the VHMC. Mr. Baker was able to confirm that the new porch will utilize the same space as the existing arch. This will improve security and help to retain heat in the winter. It was unanimously agreed to uphold the 15^th June 2005 decision and to commission the additional work on the porch. The Chairman thanked Mr. Baker for attending the meeting.

8. PLANNING

a) Application dealt with between meetings

SUN/7291/4 Lincombe Lodge, Fox Lane, Boars Hill

Demolition of existing building and erection of replacement building containing 8 flats

Following a) a site meeting to consider the building line, the dangerous highway and the effect on neighbouring properties and b) calculations identifying a huge volume increase if this proposal went ahead, the Parish Council has lodged an objection to this application. Despite the aesthetically pleasing design submitted, the Planning Sub-Committee members felt that permission might set a precedent for other residents wishing to develop their properties beyond current regulations and that this would compromise the Green Belt. (Full report on file).

The Chairman congratulated the Sub-Committee on their work on this application and their submission of a model response to the Vale D.C.

b) New applications

SUN/19198/1 10, Sunningwell

Proposed two storey side extension and alterations (amended application)

Response: No objections – on condition that the inclusion of the garage in the volume of the house (taking the increase in volume over 50% by 33 cu metres) is in lieu of

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permitted development rights ie. The garage must not be converted into a living space in future and at no point should there be permission to build a separate garage.

SUN/10312 21, Brumcombe Lane, Bayworth

Erection of a single storey rear extension

Response: No objections

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).

Cllr. Macdonald had established that permission for the original application was granted back in 2000 and has now lapsed. This will therefore have to be treated as a new application and time would be required to consider it fully. It was agreed that Cllrs. Nichol and Macdonald will undertake the usual enquiries and respond to the Vale D.C. on behalf of the full Council within the stated time period.

c) Decision Notices

SUN/19241 3, Beaulieu Court, Sunnignwell

Erection of a rear conservatory. Permission granted.

SUN/19257 31, Sunningwell

Two storey side extension Permission granted

The Chairman outlined the conditions attached to this permission – full details on file.

d) 57, Sunningwell – land registration

Cllr. Nichol said that he was aware that this situation is taking a considerable time to resolve and is costing the Parish Council money. He understands from Mr. David Hodson that meetings have taken place between the solicitors, the owner and the prospective developer and some progress has been made. Cllr. Nichol will be having a site meeting with David Hodson and Mr. R. Warne, VHMC Chairman, later this week when hopefully the situation can be further clarified. He suggested to members that it might be necessary to put a limit on the amount of money that is committed to this issue but there was general agreement that the Council should continue as far as possible with this process of registering land believed to belong to the Parish.

Cllr. Lynam-Smith informed the Council that she has also consulted Mr. David Hodson regarding the registering of the land surrounding the pond – tabled details on file – and this will be considered in more detail at the next meeting of the Finance Sub-Committee.

e) Wall in front of new development – land adj. to The Stumps

f) Yatscombe Lodge extension

Cllr. Ward has been investigating both these issues and hopefully will have further information in due course.

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g) SPADE

Cllr. Macdonald said that SPADE members are currently considering the booklet and questionnaire recently sent out by OCC which is due to be returned by 28^th October.

Cllr. Nichol reminded members that this consultation concerns the period 2016-2026 and the issue is where an extra 22,000 houses are to be built. He gathered from the recent meeting he attended that 19,500 have already been allocated to various sites and therefore it is a debate about where the remaining 2,500 dwellings should be built.

It was agreed that Cllr. Nichol will complete the questionnaire on behalf of the Parish Council and give Didcot as the preferred option because they will be able to accommodate the extra numbers involved. Cllr. Payne pointed out that much of the current anxiety over this issue could be resolved by the Government putting money into those regions where unemployment is currently high. This would help generate the need for extra houses in areas that would welcome rather than resist them being built. The Chairman said he would add a note to this effect when returning the questionnaire.

9. HEIGHT OF FENCES AND GATES IN PARISH

It was agreed that nothing further can be done about this issue other than members ensuring that the subject is covered when responding to planning applications where there is a likelihood of such development occurring at the site.

10. PARKING PERMISSION AT THE VILLAGE HALL

Cllr. Nichol outlined details of a recent altercation that had occurred between residents over parking at the Village Hall by students attending the Art School. The fact that the Hall is coming into increasing use and student numbers at the Art School are high has brought an increasing demand for parking places. Cllr. Woodward said that the VHMC has written to the Art School principal requesting that students use the left hand side of the Village Hall car park nearest the road (as per an informal agreement that has existed for a number of years). He is sure that the Art School staff, who wish to keep good relations with the village, will ensure that this happens in future. It was agreed that the Parish Council support the action taken by the VHMC and trust that all concerned will work together over this issue.

11. CORRESPONDENCE

The following correspondence has been received since the last meeting

11.1 OCC Proposed Village Gateway Measures

11.2 Village Gateways - revised drawings (proposed modifications noted)

11.3 Structure Plan – notice of intention to adopt

11.4 Transport Co-ordinator

11.5 Children’s Centres – consultation meetings

11.6 Newsletter – October 2005

11.7 Minerals & Waste Development – Statement of Community

Involvement

11.8 Vale DC Meetings of Council & Committees

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11.9 Parish Boundary Review – (Clerk to send objection to proposals)

11.10 Future of the Vale – Statement of Community Involvement

11.11 Vale Housing Association – Parish Action Plans

11.12 OGBN Notice of AGM (Cllr. Macdonald)

11.13 OPFA Notice of AGM (Cllr. Belcher)

11.14 Thames Valley Police – poster for display

independent custody visitors

11.15 Open Spaces Society

11.16 OCC Highways Management Arrangements (Clerk)

11.17 Review of Supported Bus Services – consultation process timetable

11.18 ORCC John Hardwicke’s Retirement

11.19 Footpath in Dark Lane (Clerk)

11.20 Marcham PC Village Mitigation Measures

11.21 OGBN Newsletter – October 2005

11.22 OVID Mapping Voluntary & Community Sector Information

11.23 Friends of South Hinksey – Invitation to AGM

11.24 OPFA The Playing Field magazine (Cllr. Belcher)

11.25 Timberline Advertising

12. FINANCE

a) Finance Sub-Committee Report (full report on file)

* The Half-Yearly Budget Review – had been circulated

* The 2004-2005 Audit had been satisfactorily completed

* Interest from the War Stock held by the Parish Council to continue to be paid into VHMC account

* Grant of £60 to The South & Vale Carers Centre and £100 to Sunningwell & Bayworth Luncheon Club agreed

* Quotes for necessary work on the Children’s Play Area outlined in the recent RoSPA inspection to be obtained for consideration at the next meeting

* Clarification regarding the ownership of and responsibility for the upkeep of the Glebe as a Village Green has been obtained.

Action: (i) Cllr. Belcher to obtain quotes for repairs to Children’s Play Area

(ii) Clerk to provide details of Waitrose scheme for donating park benches

(iii) Cllr. Lynam-Smith to invite Rev. McKellen to next meeting to discuss the need for additional burial ground space

b) Payment of Accounts

The following account had been paid between meetings

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It was agreed unanimously to accept the following accounts for payment

13. SUB-COMMITTEE/GROUPS UPDATES

10.1 Parish Plan

a) Flooding

Cllr. Lynam-Smith is in touch with Cllr. Ward regarding establishing a contact at the Vale D.C. with whom she can negotiate over flooding issues. In future the District Council will charge the Parish Council if an officer is called out for a site visit. She will draft a report for the Sunningwell Scene in order to update residents on the work of the Flooding Sub-Committee.

b) Pond

Cllr. Woodward has organized the annual autumn pond clearance for the 5^th November. The recently installed mat will need further bedding down at the same time so that the disintegrating process can continue. He had recently observed someone attempting to leave 3 white ducks on the pond and had insisted that they be taken away again.

c) Children’s Play Area

Cllr. Belcher reported that funding of c£20K for a new Play Area would be relatively easy to obtain as long as a substantial financial commitment from the Parish Council is forthcoming. The Chairman said that it had been agreed to budget £1,000 per annum over the next 4 years towards play equipment and the Clerk was asked to supply Cllr. Belcher with these details. There is still some doubt about residents’ support for Parish funds to be spent on a new Play Area, despite the fact that it has been acknowledged by Roger Davies OPFA and others as the ideal site for such an undertaking.Cllr. Nichol will ask residents via his next Chairman’s article in the Sunningwell Scene to indicate their support so that a properly informed decision can be reached by the Parish Council in the near future.

14. ANY OTHER BUSINESS

a) Firework Guidelines – Cllr. Belcher confirmed that the guidelines had been printed in the latest edition of the Sunningwell Scene. He had checked that the points that he had made conform to the overall guidelines issued by the Government.

b) Flooding Maps – it had been noted that Long Furlong Road has been included on the flooding maps now available on the Environment Agency website. There had been no consultation and no information received regarding the criteria used to construct the maps.

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Action: Clerk to make enquiries at The Environment Agency and Vale D.C.

c) Servicing of Pond Litter Bin – the Clerk had informed the Vale D.C. Waste Management Officer that litter from the bin at the pond had been overflowing on to the grass. This had now been emptied and weekly servicing on Mondays should take place.

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

Date of next meeting – 16^th November 2005

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

Chairman