PC/2011-09-13 Page 1 of 9 HARWELL PARISH COUNCIL Minutes of the Parish Council meeting on Tuesday 13 th September 2011 at 7.00pm in the Recreation Ground Pavilion Present: Mr D Marsh (Chairman) Mrs K Beswick OBE (Vice-Chairman) Mrs D Boughton-Waite Mr G Buxton Mr M Fox-Davies Mr S Davison Mrs D Turner Ms K Hawthorne Ms D Greenfield Mrs S Gaspar Mr M Ricketts Mrs S Taylor (Clerk) Mr S Lilly (County Cllr) Mrs M Turner (Dist Cllr) Mr R Waite (Dist Cllr) Mr N Laister (RPS) Mr R Phelps (Taylor Wimpey) Mr S Cooper (Simon Cooper Architects) 2 members of the public (arrived c. 7.30) Open Forum, including a) Presentation on Great Western Park The Chairman welcomed Mr Laister, Mr Phelps and Mr Cooper. Mr Laister explained that the presentation concerned Phase 2a of the Great Western Park development, which is for 250 homes, shops and possible offices, making up the Northern Neighbourhood Centre and surrounding buildings, as well as a small area of open land which is the proposed site for a northern community centre (northern community reserve land); the site lies wholly within South Oxfordshire District Council area. Mr Cooper explained that most of the buildings are to be 2-storey, but some will be 3-storey or 2-storey with rooms in the roof space. 30% of the homes will be social housing these homes will be spread throughout the development. Drawings were provided, showing external finishes of the buildings, street views, parking allocations, etc. The community reserve land is set aside for the District Council to allocate a use to; there are discussions ongoing about the site, and at present the proposal is that a temporary community centre will be built there, with a permanent community centre to replace it at a future stage. It is hoped that building on Phase 2a will begin in the second quarter of 2012. Mr Phelps reported that the GWP website should be working again soon. The planning application for Phase 2a has been submitted to the District Council, and is currently being considered. Following thanks for the presentation, Mr Laister, Mr Phelps and Mr Cooper left at 7.35 pm. b) Reports from County & District Councillors & Police Mr Waite had provided notes (attached to these Minutes). He had attended a show on waste; VWHDC is the second highest recycling authority, with SODC being the first. Mr Waite is to attend a workshop on Building a Low Carbon Britain. Mrs Turner has been helping the Clerk to try to obtain more blue bags for litter. Mr Waite suggested that volunteers could provide email addresses so that early advice could be received of any waste collection problems, such as those experienced last winter during the snow. Mr Ricketts to put an article on this subject in the December issue of Harwell News. MR Regarding the planning application for the collapsed Thatched Cottage, Reading Road, Mrs Beswick asked whether anything is being done to ensure the former partition walls are protected, and to limit the time in the event that permission is granted.. Mr Waite is to meet Mr Gilbert (Planning Officer) shortly. Mr Lilly reported that many parishes had taken up the offer of salt from OCC (see Item 3b). There is a Snow Day at Drayton shortly, to provide more information. Harwell is in the middle of the new Enterprise Zone, and should benefit from Government investment on infrastructure (eg some of the budget may go towards Harwell Relief Road). An Area Stewardship Fund is to provide extra funding for Highways/infrastructure improvements of up to 15,000 per annum; 8 county councillors (Mr Lilly included) have responsibility for deciding on what projects this money will be spent. The latest bus route contracts have been released; OCC is aiming to ensure that tickets can be used on any operator within the county. There were no police present.
PC/2011-09-13 Page 2 of 9 c) Representations from members of the public Mr Paul Lilley and Mr James Bradley were in attendance as representatives of Harwell & Hendred Youth FC. They explained the need for new goals, which the club is to purchase, and for secure storage. Because of the size of the goals, a large storage container will be required. It was pointed out that a large container may need planning permission. This will mean that the Club may not be able to proceed as quickly as it had hoped in purchasing the goals. Mr Lilley asked whether the Under 15s & Under 13s teams could use the full size pitch which Harwell Village FC uses. The Clerk said it would not be a problem in the short term, but that any longer-term use would cause damage to the surface. She will liaise with HVFC, but pointed out that no fixture lists had been received as yet; Mr Bradley promised to send HHYFC s fixtures the next day. ACTION:Clk Mr P Lilley & Mr Bradley left at 8.25 pm. 1. Approve Minutes of the previous meeting PC/2011-07-12 & Extraordinary meeting PC/2011-08-09 Mr Ricketts suggested 2 amendments to the Minutes PC/2011-07-12, which were approved and made. Both sets of Minutes were signed as a true record. 2. Declarations of Interest Mr Ricketts declared a possible interest as an allotment holder (Item 6a), Mrs Beswick, Ms Greenfield & Mr Marsh declared a Personal interest in a planning application 11/01808/FUL, as being known to the applicant, and Mr Marsh declared a Personal interest in item 6h as being related to the proposer. 3. Matters Arising from previous Minutes a) Actions & status reports, including External Liaison (note meetings attended by councillors) Mr Marsh reported that delivery of the bin stickers had not yet been arranged. Mr Ricketts had not yet prepared an article for Harwell News on the cemetery. Mrs Boughton-Waite had attended a Local Stakeholder meeting at Harwell campus (report provided under Any Other Business); Ms Hawthorne had visited the exhibition on the Chilton Fields development; Mr Marsh had attended a Keep Harwell Rural meeting, met village hall committee representatives to arrange a valuation and survey of the village hall, attended a Didcot Community facility meeting (all in July), attended a meeting with OCC, police, transport companies etc. to discuss buses and bus stops, held an informal meeting with the Leader of Didcot Town Council (both in August), attended a Goodman s Campus meeting and went to the induction of the new rector in St Matthew s (both in September). b) Any other Matters Arising The Council discussed OCC s offer of 1 tonne of salt, and agreed that although it would be useful to have it, it was proving difficult to know where it might be stored and who would spread it. The Clerk was given authorization to make further inquiries as to storage, and to request or decline the salt accordingly. Clk Mr Ricketts recorded that he had taken the old Minute books to Berkshire Record Office. 4. Planning Matters, including a) To note the draft National Planning Policy Framework & agree the Chairman will prepare & submit a response on behalf of the Council Mr Marsh reported that it was difficult to comment on the Framework, but that he had put information on the council s website, and would respond following consultation with other councillors, if necessary. DM b) To agree that the Council will make representations at the SODC Core Strategy Inspection, & agree that
PC/2011-09-13 Page 3 of 9 the Chairman will prepare & submit a response on behalf of the Council A written submission for the hearing must be sent by October, with the hearings to take place in November. Mr Marsh agreed to draft a response and circulate it for comment before submission. DM c) To note that Didcot Town Council has recently passed a resolution concerning GWP (see Reports), & to discuss & agree an appropriate way forward Mr Marsh reported that he had informally discussed facilities in Boundary Park (GWP) with Margaret Davies, Leader of Didcot TC. Another informal meeting has been set up to discuss the issues relating to Boundary Park, with a view to finding a solution for management of the facilities. Mr Marsh, Ms Greenfield and Mr Fox-Davies will represent the council at this meeting, set for 27 September. A meeting with VWHDC representatives to discuss the facilities has been arranged for 28 September. DM,DG,MFD d) Status of local developments & plans (VWHDC Core Strategy, GWP, Chilton Fields, etc) Nothing further has been heard about VWHDC Core Strategy. GWP was discussed earlier in the meeting, but Mr Marsh reported that topsoil being scraped away in the fields along the B4493 is part of an archaeological survey. Ms Hawthorne reported that showhomes in the Chilton Fields development are to be ready by March. e) Permissions 11/01322/FUL Proposed new 53 space car parking area at Ridgeway House, RAL, for Harwell Science & Innovation Campus HAR/10675/7-LB Create new single width doorway opening to gable end wall of main house at Fairlawn, Church Lane HAR/21598 Erection of single storey side extension at 14 North Drive HAR/10675/6-LB Proposed orangery conservatory between dwelling house and attached garage at Fairlawn, Church Lane 11/01084/FUL Demolition of existing outbuildings & garage, erection of single storey rear extensions at first floor level at The Crispin, Burr Street 11/01226/FUL Erection of 3 storage sheds for sports equipment at Land to Northern End of sports field, First Street Noted. f) Applications P11/W0667/DIS Amendments to District Neighbourhood Framework Plan & Northern Parks Local Area Brief re Mixed Use urban extension at Great Western Park No comments sent. 11/01409/FUL & 11/01410/LBC Various ground & first floor extensions at Leigh House, High Street, for Mr Waters This application has now been withdrawn. 11/01549/FUL Erection of 4-bedroomed detached chalet bungalow with parking & vehicle access from B4493 at Rose Dene, Didcot Road, for Mr & Mrs Taylor 11/01581/FUL Erection of outbuilding at Meadow House, Reading Road, for Mr Froud 11/01630/FUL Demolish existing garage and replace with new double garage including playroom & store at Cleave Cottage, The Cleave, for Mr Sosnowy 11/01664/FUL Amendment to previously approved Permission 11/00256/FUL for erection of single storey rear extension conversion of existing kitchen to study & conversion of existing garage to bedroom at 5 The Cleave, for Ms Jones Planning Committee members asked that neighbours comments are borne in mind by Planners when the above applications are considered.
PC/2011-09-13 Page 4 of 9 11/01517/FUL Proposed dropped kerb to serve proposed new dwelling at land adjacent to Droke, Wantage Road, for Mr Beer 11/01522/FUL Erection of detached dwelling with oak framed garage (amendment to planning permission 10/01852/FUL) at land adjacent to Droke, Wantage Road, for Mr Beer Planning Committee members asked that neighbours comments and Highways concerns are borne in mind by Planners when the above 2 applications are considered. 11/01455/ADV & 11101456/LBC Removal of signage, erection of new signs & name boards at The White Hart, High Street, for Greene King plc Planning Committee members asked that neighbours concerns are borne in mind by Planners, and noted that the signage indicates that a change in licensed hours is to take place. 11/01544/FUL Erection of new external roof access stairs to existing building at Start Electron, Fermi Avenue, for Harwell Science & Innovation Campus There were no objections to this application. 11/01903/FUL & 11/01904/LBC Demolish remainder of partially collapsed Listed building & store in front garden. Reconstruct as detailed on drawings. Erect 2 storey extensions at rear at Thatched Cottage, Reading Road, for Mr Dawson The Council asked that neighbours comments are given careful consideration by Planners, and that particular care is taken that former partition walls are made safe. If possible, a time limit should be imposed so that any Permission given does not provide an excuse for inactivity. 11/01808/FUL Proposed solar panels on south facing roof of existing outbuilding with extension to roof to accommodate proposed solar panels at Walnut Tree Cottage, Barrow Lane, for Mr Doughty The Council asked that neighbours comments are borne in mind by Planners. Mr Marsh, Mrs Beswick and Ms Greenfield took no part in the discussion. g) Notice of Appeal Yewsley, Didcot Road, for Mr & Mrs Marriott Noted. County & District Councillors left at this point. 5. Financial Mattersa) Approve Receipts & Payments cashbook for June, July & August 2011 The cashbooks were approved and signed. b) Discuss External Audit queries & approve restated Asset values The Clerk explained that the Auditors had requested extra information regarding the precept, Fidelity Guarantee, and staff hours, and had insisted that all assets show a cost price or proxy cost. The Annual Return had been sent back to the Council to be altered, so that it showed a restated value of 2009/10 assets and a new value for 2010/11 assets. A time limit had been imposed for provision of this extra information, and it had taken the Clerk several hours to collate everything which was requested. The Council will be charged an extra 25 for the audit. The restated and amended values were approved.
PC/2011-09-13 Page 5 of 9 The Chairman proposed that Item 6g be discussed at this point. Agree a Donations policy based on draft drawn up Mr Davison had drawn up and circulated a draft policy, which took into account past donations made by the Council, in particular recurring donations. There were several comments. Mr Davison to redraft the policy as necessary, for approval at the October meeting. SD c) Discuss Requests for funding i) Oxfordshire Carers Forum ii) Home-Start Southern Oxfordshire iii) BBOFWAG iv) Challow & Childrey Cricket Club v) St John Ambulance All regretfully declined, but Oxfordshire Carer s Forum, Home Start Southern Oxfordshire & St John Ambulance to be asked to provide evidence that thay have been of use to Harwell residents. Mr Davison took the letter from BBOFWAG, to check against the criteria on the draft donations policy. Clk, SD d) Note review date of RBL rent of 10/6/2012 & discuss action required before new rent is set Deferred until October meeting. e) Schedule of payments for approval Approved. f) Note bank signatories updated Noted. Signatories are now Mrs Beswick, Mr Fox-Davies & Mr Ricketts. The Clerk wished to record thanks to former councillors who continued to sign cheques for several months so that bills etc could be paid. 6. Matters relating to Council-Owned Lands a) Recommendations from Lands Committee - i. That the tenant of plot 26 of the allotments be allowed to keep the plot, provided that rent is paid in full immediately ii. That Mrs Beswick will contact the Tenants Committee to investigate the possible water leak identified by the Committee iii. That grounds staff trim overhanging trees and remove dead branches on the recreation ground where necessary, and remove 1 dying/dead silver birch, the silver birch to be replaced if necessary after further consideration by the Council iv. That the Council adopts a pitch management plan based on OPFA suggestions, with funds from pitch fees to be used to pay for pitch maintenance, including equipment hire, on the understanding that costs shall not outweigh income, and that the plan and costs involved are reviewed at the December budget meeting v. That RH Fencing be asked to create a larger gate for the gangmowers in the play area fence, on the basis that the firm has full insurance cover (see quotes, below) vi. That further estimates be sought for alterations to the stile in the west field vii. That HHYFC be granted a request to install a storage shed for new goals on the recreation ground, as long as the shed is located in the east field, either adjacent to the tractor shed or close to the pavilion viii.that the Play Area Committee may employ a project manager to oversee any work authorized on the play area by the Committee, and that any Council donation made to the Play Area project may be used in part to pay the Project Manager s fees ix. That quotes continue to be obtained for extending or relocating the tractor shed away from the play area x. That the grounds staff repair the rotten wood in the war memorial garden before Remembrance Sunday xi. That a new oak post be sourced and quotes be obtained for its installation in the cemetery extension
PC/2011-09-13 Page 6 of 9 Mr Marsh proposed an amendment to the wording of Item 6a xi; that the word gate be inserted before the word post, and that the word extension be deleted, ie so that the resolution be worded That a new oak gate post be sourced and quotes be obtained for its installation in the cemetery ; seconded by Mrs Boughton-Waite. The amendment was approved unanimously. Mrs Beswick proposed that the Council approve the resolutions 6a i to 6a xi with the exception of resolutions 6a vii & 6a viii; seconded by Mrs Boughton-Waite, carried nem. con.. Following discussion, Mr Davison proposed that the wording of 6a vii be amended to read as follows; That HHYFC be granted a request to install a storage facility, at its own cost, for new goals on the recreation ground, as long as the facility is located in the east field, either adjacent to the tractor shed or close to the pavilion, subject to agreement about size, suitability and exact location of the facility Mr Ricketts seconded the proposal; the amendments were approved unanimously. Mr Davison proposed that the new resolution be approved by the Council; seconded by Mr Ricketts; carried by 10 votes in favour with 1 abstention. Mrs Turner left the meeting at this point. Item 6a viii was deferred until Item 6c was discussed. b) Cemetery update; discuss request from Rev Mobey that the Council continues cutting grass at the rectory The Council considered Rev Mobey s request but felt that it was inappropriate for Council staff to cut grass for a private individual, and respectfully declined. c) Play area update; approve that the Council will operate a maintenance agreement for any new equipment installed in the play area; note signatories for any grant applications submitted by the play area committee (agree that the Chairman & the Clerk may sign on behalf of the Council); note grants applied for so far; agree that the Council will make a grant to the Play Area project of 5,000, to cover the Third Party Funding requirement, if needed, or as a direct grant to the project Mr Marsh reported that the Committee has now applied for 3 grants, plus a further application to VWHDC for Third Party Funding. The Committee had applied to the Council to provide funding for a Project Manager. Mrs Beswick proposed that the resolutions approve that the Council will operate a maintenance agreement for any new equipment installed in the play area; note signatories for any grant applications submitted by the play area committee (agree that the Chairman & the Clerk may sign on behalf of the Council) be approved by the Council; seconded by Ms Greenfield; carried nem. con. Mrs Beswick proposed that the resolution Agree that the Council will make a grant to the Play Area project of 5,000, to cover the Third Party Funding requirement, if needed, or as a direct grant to the project, on the understanding that the WREN grant is received and that VWHDC pays the Third Party Funding. Seconded by Ms Greenfield, carried unanimously. c) Sports Development Project/Village Hall Project update; approve that Harwell RUFC may reimburse the Council for the Club s 20% share of the amount invoiced by SSGB Ltd so far in quarterly instalments No further progress has been made re: Sports Development Project. Mr Marsh reported that the Village Hall Management Committee is to obtain a full structural survey of the existing village hall, and a valuation for the land. The Clerk reported that the offer of payment by Harwell RUFC is the only one so far received from members of the Sports Development Project consortium members. Mrs Beswick proposed that the offer of payment be accepted as set out in the resolution, seconded by Mrs Boughton-Waite, carried unanimously.
PC/2011-09-13 Page 7 of 9 e) Review of Emergency Plan Deferred until the October meeting. Ms Greenfield is to attend an Emergency Response event in October. g) Note Harwell enclosure map donated to Berkshire Records Office The Clerk reported that the map had been donated to the BRO by Mr Woollen, former Parish Clerk, but that the Council had been advised by the BRO. h) Agree a Donations policy based on draft drawn up (see Reports) Discussed earlier. h) Approve request from Harwell WI to plant spring bulbs in a corner of the recreation ground to celebrate its 90 th birthday (see Reports) The request was approved, subject to confirmation of the location. j) Report re: bus shelters/bus stops; note recent discussions with OCC about a bus stop at the end of Tyrells Close, & other enhancements to the bus route, & agree that in the event that OCC installs & funds 2 new bus shelters at Rowstock, the Council will enter into a maintenance agreement with OCC for the subsequent care and maintenance of the new bus stops (see Reports), subject to approval from the Council s solicitor that the draft agreement provided by OCC is a suitable document for the Council to sign; note OCC bus service review 2012 & agree response as necessary Mr Marsh had circulated notes since his meeting about buses etc in August. Nothing further has been heard from OCC, but it has been asked to consider a hardstanding on Didcot Road as well as its own proposal of new shelters at Rowstock, installation of a Real Time Information system, and a new bus stop at the end of Tyrells Close. The Council s solicitor had sent some comments regarding the Agreement; Clerk to contact OCC with these comments. Ms Hawthorne proposed that the Council accepts the resolution agree that in the event that OCC installs & funds 2 new bus shelters at Rowstock, the Council will enter into a maintenance agreement with OCC for the subsequent care and maintenance of the new bus stops (see Reports), subject to approval from the Council s solicitor that the draft agreement provided by OCC is a suitable document for the Council to sign ; seconded by Mr Davison, carried unanimously. The OCC bus service review 2012 was deferred for discussion at the October meeting. 7. Correspondence & circulars received by the Clerk Mr Marsh may attend a networking event being organised by ORCC. DM. OCC correspondence: Minerals & Waste consultation comments due by 31 October. Review of Octabus service comments due by 30 September. Snow day at Drayton is on 29 October Armed Forces Covenant no response as yet. Wantage & Faringdon area buses review some changes to schedules VWHDC correspondence: A Town & Parish Council Forum is being held in November Mr Ricketts & Mr Buxton to attend. MR,GB A Planning Department review event is being held on 3 October. Advice of changes to the timetable for application of precept has been received, which will alter the Council s Meetings schedule, as all applications must now be received by 6 January. The Council agreed that a budget meeting will now be held on 29 th November, with the original budget meeting set for 13 December now becoming a full Council meeting.
PC/2011-09-13 Page 8 of 9 The Our Street Corner group has asked for permission to clean the war memorial; granted. The group has suffered recently from vandalism to its equipment, and has asked for more storage. The Clerk reported that lockable storage for the large equipment was unavailable in the pavilion at present. The Local Government Boundary Commission s recommendations are available to view online. 8. Any Other Business Mrs Boughton-Waite commented that the NDA is due to remove 4000 drums of medium grade waste from the UKAEA site over 6 years. The meeting ended at 10.35 pm. ACTIONS FROM MEETING: DM: Consultation responses; attend mtgs DTC, VWHDC/SODC; attend ORCC event Clk: Contact HVFC re rec usage; salt storage; write re funding requests MR: H News articles waste collection, cemetery; attend VWHDC Forum DG: Attend DTC meeting SD: Donations policy; check BBOFWAG criteria MFD: Attend DTC meeting GB: Attend VWHDC Forum ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ Harwell Parish Council Notes for Councillors on Wednesday, 13 th September 2011 from Cllr Reg Waite & Cllr Mrs Margaret Turner Trees and bushes alongside Reading Road affecting pedestrians: The cutting back of trees and bushes along Reading Road from Wantage Road T-junction to the houses approaching Rowstock roundabout was carried out last month. - o o o - Advice and Information at Wantage Information Fair: This fair has been organised by the Vale of White Horse and South Oxfordshire District Councils and Capita. Do you know people who need advice about benefits or help within their homes? Are any local residents looking for advice on what they could get for themselves and their families? Is anyone interested in learning more about services for older people? Then they should attend the Wantage Information Fair on Tuesday, 27 th September between 10 am and 1 pm at Wantage Civic Hall. Companies attending include Housing and Council Benefit Tax; Community safety fire and rescue; Tax help for older people; Go Active; Age UK; Wiltshire Farm Foods; True Mobility Ltd; Affordable Warmth project; Sovereign Vale Housing Association; Mears Home Improvements Ltd; South & Vale Carers; Citizens Advice Bureau; and Oxfordshire falls prevention service. - o o o - Visits to Enfield Waste Recycling Centre: Anyone wishing to attend this Recycling Centre on forthcoming dates should advise Reg who is compiling a list of interested people. - o o o - Voting registration: Voter registration forms have been sent out, and residents are being urged to return theirs as soon as
PC/2011-09-13 Page 9 of 9 possible. This prompt action will save the Council the cost of posting out reminders. Registration can be made on-line with confirmation provided. If anyone has not received their form then contact should be made with the Vale on 01235 540310 or alternatively print one off at www.aboutmyvote.co.uk -o o o Are we likely to experience inclement weather during the forthcoming winter?: We do not wish to encounter problems regarding the collection of waste as we did last winter during the periods of snow and ice! The Vale and Biffa team wish to improve its communication systems with local residents to ensure they are all fully aware of last minute decisions. Parish Councils are requested to join Reg Waite and local District Councillors in preparing proposals for such eventualities. Your ideas and suggestions will be most welcome to help create first class teamwork throughout the Vale. - o o o - Building a Low Carbon Britain: As part of his role with the Vale, Reg Waite represents the authority on the Oxfordshire Waste Partnership Board which also incorporates Environment and Climate Change. On Thursday, 6th October he will be attending an all-day 'Building a Low Carbon Britain Workshop'. The workshop is being organised by ADEPT (Association of Directors of Environmental Economy Planning and Transport). This is a good opportunity to build Oxfordshire's experience to help develop a model for the low carbon delivery that could also be replicated elsewhere. A copy of a sheet outlining the Background to the Workshop is enclosed and Reg would be delighted to receive any comments, ideas and recommendations you and the Parish Council might have, and which he can raise at the workshop. - o o o