Sunningwell Parish Council

MINUTES OF THE MEETING OF SUNNINGWELL PARISH COUNCIL HELD ON WEDNESDAY, 25^th OCTOBER 2006 AT SUNNINGWELL VILLAGE HALL

Present: Cllrs. R. Nichol (in the chair), R. Macdonald, H. Lynam-Smith and E. Bennett

In Attendance: County Cllr. R. Johnston, District Cllr. C. Wise, Pat Romans (Clerk) and one member of the public

1. CHAIR’S COMMENTS

Cllr. Nichol opened the meeting and welcomed those present. He said that everybody in the Parish needs to pay special attention to clearing ditches and drains during this current period of heavy rainfall and throughout the winter months. He also wanted to have minuted the fact that following a request from Cllr. Lynam-Smith, he had negotiated with OCC to have HGV signs erected at the ends of the roads leading into the village. Cllr. Johnston reminded members that now these signs are in place, the Trading Standards Authority can be asked to organize a check and, if necessary, they can instigate legal action against firms who consistently break the rules. Cllr. Nichol said that he will make enquiries about the aluminium poles which have been erected on either side of the entrance to Beaulieu Court – presumably for signs to be attached to them.

2. QUESTIONS & COMMENTS FROM MEMBERS OF THE PUBLIC

(i) It was reported that the installation of the flood prevention measures at the cricket field had been successfully completed. It was noted that the work was carried out by a good team of men in adverse weather conditions and because of having to move heavy equipment along Cricket Lane, they had, as a gesture of goodwill, infilled some of the deeper pot holes in the lane. The positive results from the installation are already obvious with water from the ditches behind the pavilion draining very efficiently.

Action: Clerk to write to Vale D.C. and convey thanks of Councillors and residents for the way in which the flood prevention measures were installed and the fact that they are working properly.

(ii) The escalating vandalism at the Cricket Club is a matter of growing concern – particularly to those residents with properties situated near the field. Further damage has been inflicted to the balustrade around the pavilion verandah and paint sprayed on the club house wall. PC Nigel Broomfield has already been to the site and said that he will endeavour to step up patrols in the area around 8.30pm when the youngsters involved tend to congregate. Cllr. Nichol pointed out that this is a new problem for the village and it was agreed that the recently imposed Dispersal Orders in certain areas of Abingdon

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may well be having a ‘knock-on’ effect as these youngsters move on to surrounding villages. PC Broomfield has apparently said that similar problems are occurring in Wootton.

Cllr. Nichol informed members that he has arranged a meeting with Martin Waugh, Chairman of Sunningwell Cricket Club, and this will be one of a number of issues that they will be discussing. He will also include mention of the situation in his Chairman’s article for the next edition of the Sunningwell Scene where he will encourage residents to report any incidents they witness to the Police in order to obtain a URN number. These in turn help to determine the amount of Police resources given to any particular problem. Cllr. Nichol said that perhaps a Patrol Rota of residents might be considered appropriate in the future but in the meantime he urged those householders near the site to keep a log of incidents which the Clerk can forward to the Police.

Action: Clerk to write to PC Broomfield to formally request that he gives this problem priority by patrolling the site regularly as a deterrent to youngsters who are congregating there.

3. APOLOGIES FOR ABSENCE

Apologies were received from Cllrs. M. Woodward, D. Belcher and S. Northover and District Cllr. T. Ward.

It was noted that Cllr. Northover has now submitted her resignation from the Council in writing and the Clerk was asked to begin the necessary procedures which will enable someone to be appointed to fill the resulting vacancy.

Action: Cllr. Lynam-Smith to arrange for a card and flowers to be sent to Cllr. Northover thanking her for her services as a Councillor.

4. DECLARATIONS OF PERSONAL OR PERSONAL & PREJUDICIAL

INTERESTS

No declarations were made.

5. MINUTES OF MEETING HELD ON 27^th SEPTEMBER 2006

It was proposed by Cllr. Lynam-Smith and seconded by Cllr. Bennett that with

(i) ‘see Ref. 7a’ added to Registration of Land – page 208 and

(ii) Watermill Concert altered to ‘Watermill Theatre performance’ – page 209

the Minutes should be accepted as a correct record of the meeting. This was agreed unanimously and the Chairman signed accordingly.

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6. UPDATE ON ACTION POINTS/ANY OTHER MATTERS ARISING

Page 208 Repairs to pot holes

Maps indicating the position of the pot holes have been sent to Mr. Chris Softley, OCC Highways Engineer, and Cllr. Lynam-Smith will arrange a site meeting with him shortly.

Page 208 Play Area Insurance

An additional insurance quote is still outstanding and the Clerk was asked to make further enquiries.

Page 209 School of Art Parking

The Director of the School has agreed to negotiate with the VHMC regarding their request for additional parking at the Village Hall.

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Page 209 Cricket Club Grant Application

The Chairman of the Cricket Club has said that he will shortly be submitting a formal application for a grant. Cllr. Nichol said that in a recent telephone conversation with Martin Waugh he had explained that whilst the Council would not be able to consider granting as much as £500 to the Club on an annual basis, if there was a one-off specific cost to be met, an application would be considered.

Page 209 Registration of Cricket Field

The Clerk reported that the Land Registry will require an appropriate legal declaration drawn up by a solicitor because past correspondence held on file is insufficient on its own for them to be able to register the land in the name of the Parish Council.

Action: Cllr. Lynam-Smith to ask Janet McNamara, solicitor, to arrange this on behalf of the Parish Council.

Members were asked if they intended to include Cricket Lane in the land which they request to be registered. The Chairman said that at the moment the field itself is the main concern but at some later date, if appropriate, an application to include the lane could be made. It was agreed that ownership of the latter has always been a grey area and although property owners are responsible for its upkeep, the actual ownership remains in doubt. Cllr. Lynam-Smith said that the Field was of current concern because of the wish to ensure that future development for housing can never arise. Cllr. Johnston said that the site could not be developed under the adopted Local Plan.

Cllr. Nichol informed members that he has received a letter from Rev. Pam McKellen, in her capacity as President of the Cricket Club, asking for help in determining ownership of the Cricket Field because the Club are considering letting out the ground for football practice. Cllr. Nichol said that this idea raises many queries in his mind, including damage to the pitch, insurance implications and traffic congestion in the narrow roads through the village. Members felt that the original Covenant relating to the land will forbid it being used in this way. The likely opposition from residents living in the vicinity of the field, together with the fact that the cost of putting the ground right at the end of

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the football season, led members to hope that the Club can be persuaded that this is not a good idea.

Cllr. Nichol reflected that the whole situation has changed with regard to this key facility in the village. For many years the game of cricket has simply been played there. Now the problem of vandalism has occurred and the issue of hosting people from outside the village with different perceptions all have to be managed. With ownership of the land also comes this responsibility.

Page 209 Bank Mandate

The Clerk will request the necessary forms from the Bank for completion when the current vacancy on the Council has been filled.

7. FINANCE

a) Grant Application

It was proposed by Cllr,. Lynam-Smith and seconded by Cllr. Macdonald that £100 be given to the South & Vale Carers Centre who in the past year has supported 3 residents in the Parish. This was agreed unanimously.

b) Accounts for Payment

The following account was paid between meetings

It was agreed unanimously to accept the following accounts for payment

Cllr. Bennett reported that the work of the Litter Warden is going well and procedures for dealing with fly tipping are being followed. Cllr. Nichol reiterated that reporting the tipping of large loads of rubbish must go through Cllr. Bennett who will continue to monitor the Warden’s duties. It was agreed that the current arrangements will be reviewed in 12 months time.

It was noted that a large pile of builder’s rubbish has appeared on land to the rear of the Flowing Well pub and it is not known whether the necessary licence has been obtained for this.

Action: Clerk to write to the owner of the land asking him to clarify the situation which, if necessary, will be reported to the Environment Agency.

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c) Registration of Land – Village Hall & Pond Surrounds

Cllr. Nichol reported that two letters have been received from David Hodson since the last meeting. The issue of the land at the Village Hall has been resolved and it now remains for the solicitor to register the land in the name of the Parish Council. It was unanimously agreed that the Chairman and Clerk sign the Transfer of Title form as requested by the solicitor. The developer of No. 57, Sunningwell has paid the Parish Council £5,000 for right of access to the land and once the solicitor’s fees have been paid and VAT claimed, a balance of approximately £1,500 will remain. It was agreed that David Hodson should retain this money until his work to register the land around the pond is completed.

Action: a) Clerk to raise with David Hodson the issue of interest to be gained from the retained money and b) situation to the reviewed at the next meeting of the Finance Sub-Committee.

d) Donation towards costs of Watermill Theatre Production

Cllr. Nichol read a letter of thanks from Rev. Pam McKellen for the donation from the Parish Council. The proceeds from the performance are to go to the Church Restoration Fund.

8. PLANNING

a) Decision Notices Received

SUN/19726 Ridgeway, Lincombe Lane, Boars Hill

First floor alterations. Replacement of porch. Demolition and reconstruction of double garage Permission granted

SUN/14250/2 28, Sunningwell

Erection of a rear conservatory Permission refused

OCC Sunningwell Primary School

Erection of extensions and alterations to school entrance plus internal alterations

Permission granted

b) Application dealt with between meetings

SUN/2554/6 Blakes Oak, 35, Lodge Hill

Erection of a two storey side extension

The Parish Council objected to this application on the grounds of over development of the site – full details on file.

c) Other Planning issues

(i) Charlottes – notification received from Vale DC that Mr. David Weaver, the Monitoring Officer, will investigate whether the conditions of the planning permission are being met.

Action: Clerk to request an update in time for the next Council meeting.

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(ii) Richmond Villages – Warnborough Site - no further news of this proposed development has been received. The Chairman is to make clear in his article in the next edition of the Sunningwell Scene that the financing of the last edition by this developer has absolutely no connection with the Parish Council nor any response members may make to a formal planning application for this site if and when it is submitted.

(iii) Whitsun Meadows, Berkeley Road, Boars Hill – Cllr. Ward’s objection to this planning application was noted and the fact that it will be considered at the next meeting of the Development Control Committee.

9. CORRESPONDENCE

The following correspondence has been received since the last meeting

9.1 OCC Casualty Report/Road Safety Plan (Cllr. Nichol)

9.2 Mobile Library Service at Bayworth (Clerk to respond requesting re-

statement of service if need arises)

9.3 Vale DC Design Award Scheme 2006 (Cllr. Nichol)

9.4 Thames Water Proposed Reservoir Meeting - 1^st Nov (Cllr. Bennett)

9.5 OPFA AGM & Playing Field magazine (Cllrs. Belcher & Lynam-Smith)

9.6 BBOWT Parish Councils & Wildlife – a new legal duty (Cllr. Macdonald)

9.7 OGBN AGM 25^th October – Mr. R. Warne SPADE attending

9.8 Thames Valley Police – firework poster competition

9.9 Open Space Magazine (Cllr. Nichol)

9.10 OCC Newsletter – October 2006

9.11 Vale DC Meetings of Council & Committees

9.12 Confirmation of second Precept payment

9.13 Open Space meeting 25^th October

9.14 Thames Valley & Chiltern Air Ambulance Trust – donation acknowledged

9.15 Oxford Inspires newsletter

9.16 OCC Firework poster (Clerk)

9.17 Vale DC Consultation on Environmental Health & Enforcement Policies

(Cllr. Bennett)

9.18 CAG Newsletter – it was noted that the Vale DC contractors are currently not

providing a satisfactory service with regard to the recycling

process and residents will be disinclined to recycle if this

continues. Cllr. Johnston confirmed that the major issue of

future waste management is currently being discussed.

9.19 Playground Services - advertising

10. SUB-COMMITTEE/GROUPS UPDATE

a) Flooding – Cllr. Lynam-Smith said that she is due to meet with Mr. Peter Dela, Vale DC Land Drainage Engineer, next week and a progress report will follow

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b) SPADE/OGBN – Cllr. Macdonald reported that SPADE have not been invited to the South East Plan EIP as they had hoped but they will submit their views via the OGBN who will be attending the EIP. Bob Warne has attended the Network’s AGM this evening and Cllr. Macdonald will continue as a member of the Committee. Cllr. Nichol confirmed that the Parish Council has not been invited to the EIP either but he will submit a written report to OGBN as material for use at the hearing.

11. ANY OTHER BUSINESS

(i) Cllr. Lynam-Smith reported on her attendance at the recent Housing Strategy Forum where she had raised with Vale D.C. Officers the need for bungalows to meet mobility standards to be built on the current garages site at Bayworth. Cllr. Johnston said that because this was not included in the adopted Local Plan, a request should be submitted to make this an ‘exception site’.

Action: Clerk to submit request to Vale D.C. Assistant Director of Housing

(ii) The Clerk reminded members that at the next meeting of the Council on the 29^th November the Budget for 2007-2008 will need to be agreed and dates for meetings in 2007 will also have to be decided.

There being no further business the Chairman closed the meeting at 9.25pm.

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

Chairman