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HARWELL PARISH COUNCIL

Minutes of the Parish Council meeting on Tuesday 11th October 2011at 7.30pm in the Recreation Ground Pavilion

Present: Mr D Marsh (Chairman) Mrs K Beswick OBE (Vice-Chair) Mrs S GasparMs D Greenfield Mrs D Boughton-Waite Mr G BuxtonMs K Hawthorn Mr M Fox-Davies Mrs D TurnerMr M Ricketts Mrs S Taylor (Parish Clerk)

Apologies: Mr S Lilly (Cty Cllr) Mr R Waite & Mrs M Turner (Dist Cllrs) – all lateMr S Davison – ill

Open Forum, including a) Reports from County & District Councillors & Police

Deferred until County & District Councillors arrived. No representative of the police was present.

b) Representations from members of the public

No members of the public were in attendance.

1. Approve Minutes of the previous meeting PC/2011/09/13

The minutes of the September meeting were signed as a true record.

2. Declarations of Interest – none.

3. Matters Arising from previous Minutes

a) Actions & status reports, including External Liaison (note meetings attended by councillors)

The Clerk had contacted HVFC re fixtures, and prepared a rec usage document, which will befinalised and circulated shortly. ACTION: ClkMr Marsh, Ms Greenfield & Mr Fox-Davies attended a meeting with Didcot Town Council, todiscuss facilities management within Great Western Park. Mr Marsh also attended a meeting with theLeader of Didcot TC & a representative of VWHDC to discuss the same.Mr Marsh attended the ORCC AGM.Ms Hawthorn attended a parish planning training session, which gave an overview of the planningprocess.Ms Greenfield attended an OCC Emergency Response event (see Item 6d).Several councillors attended the opening of the new Little Pippins Pre-School building. The Councilwished to convey congratulations to Little Pippins on the completion of the building.Mr Buxton discovered the date of the next school governors’ meeting. He also spoke to theheadmaster of the school about storage of salt from OCC (discussed later in the evening).

b) Any other Matters Arising - none.

Mr Lilly arrived at this point, and was invited to speak.

He reported that the MBT plant application was refused recently. An application for an anaerobicdigester plant is to be submitted to VWHDC soon. Trading Standards has reported a rise in doorstepcrime. Big Society Funding is still available for local groups. An announcement on the library

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consultation is due on 12 December. Mr Lilly has applied for funding from the Area StewardshipFund for an illuminated traffic sign for Reading Road. New bus shelters are to go ahead forRowstock and Tyrells Close.

Following thanks from the Council, Mr Lilly left at 7.50 pm.

4. Planning Matters – deferred until District Councillors arrived.

5. Financial Matters-

a) Approve Receipts & Payments cashbook for September 2011

Deferred as Southern Electric has withdrawn the September bill until the account has beenupdated following meter readings provided by the Clerk.

b) Accept & approve Annual Return & Issues Arising report from External Auditors; approvepayment of fee

All councillors had been sent a copy of the Issues Arising report and relevant pages of theAnnual Return. The Council noted the comments in the Issues Arising report (attached to theseMinutes); the Fidelity Guarantee premium will be reviewed along with insurance cover, and theClerk suggested purchasing reference books to help ensure correct spending powers are used infuture.The Council unanimously approved and accepted the Annual Return & Report, and payment ofthe £425 fee.

c) Approve Donations policy

Mr Davison had circulated an amended draft of the document. Ms Greenfield suggested furtherminor amendments (final document attached to these Minutes). Mrs Boughton-Waite proposedthat the document be approved, subject to amendments, seconded by Mrs Beswick, carried.Thanks were extended to Mr Davison.

d) Update on requests for funding discussed at September meeting

Mr Davison had reported that the BBOW Farming Advisory Group was not a time-specificproject, nor could it guarantee that farmers in Harwell would receive help. It therefore fell foulof paragraph 3.4 of the Donations Policy.St John Ambulance had sent details of a visit to a nursery carried out free of charge during thepast year, but the nursery was not in fact in Harwell parish. The Council decided not to donate orgrant funds to St John Ambulance at this time.Home-Start Southern Oxfordshire had confirmed that it helps one family in Harwell & thatseveral of its volunteers live in the parish. Ms Greenfield proposed a £50 donation; seconded byMrs Beswick, carried.

e) Discuss any new requests for funding – none.

f) Note review date of RBL rent of 10/6/2012 & discuss action required before new rent is set

The Council can suggest a new rent rate to the RBL Club, or leave the rent unchanged, but if noagreement is reached, an independent surveyor must assess the rent, with the cost of the surveyto be shared by the Council and the RBL Club. This should be done no later than 3 months

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before the review date of 10/6/2012. The rent has remained unchanged for some time. Deferredfor further discussion at the budget meeting.

g) Approve schedule of payments

New payments which did not appear on the agenda were as follows;

SDK – dog bin emptying £267.84Chilton Waste – cem bin emptying £33.60VWHDC – election expenses £115.00Playsafety Ltd – playground inspection £93.60Salaries for October total £2400.79BDO – audit £510.00

All payments were approved.

h) Review & approve Bowls Club rent 2011

The Council agreed to leave the rent amount unchanged at £220 per annum. Mr Marsh hadcontacted the Club with a draft of the new Agreement, but had not heard anything since. Clerk tofollow up. ACTION: Clk

i) Note Budget review to end September 2011

Deferred until Southern Electric bill is re-issued. Mr Marsh had asked that the new ledgersummary page to the end of August be circulated; the ledger is being used and will eventuallyreplace the cashbook.

j) Set revised date of Finance Working Party as Tue 29 Nov, and agree that the Tues Dec 13meeting shall be a full council meeting to set the 2011/2012 budget and precept

Approved nem. con.

District Councillors arrived at this point, and were invited to speak.Mr Waite had provided notes (attached to these Minutes). Ms Hawthorn asked whether anythingmore had been decided regarding the planning application for the collapsed cottage on ReadingRoad. Mr Waite reported that the matter was ongoing, and that 15 conditions had so far been putforward, including one condition relating to the formerly-adjoining properties.

Item 4 was discussed at this point;

Planning Matters

a) Status of local developments & plans (VWHDC/SODC Core Strategy, GWP, Chilton Fields,etc).Agree that Chairman shall write to VWHDC about the Vale CS and the NPPF, based oncirculated draft.

Nothing has been heard re: VWHDC Core Strategy or the Chilton Fields development. SODCCore Strategy hearings are due to take place in November. Mr Marsh reported that the Councilmay not submit anything, but will agree with Keep Harwell Rural’s statement. Mr Marsh willattend the hearings as necessary. Mr Marsh reported that many planning experts are objecting to

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the new National Planning Policy Framework, and he had drafted a letter to VWHDC voicingconcerns. The Council agreed that the letter should be sent.

b) Review report of meetings with Didcot Town Council & VWHDC concerning ownership andmanagement of community assets, andApprove the following resolutions:

1. Harwell Parish Council broadly supports the Didcot Town Council resolution (11 April 2011,item 515 a) that: “[Didcot] Council, in principle and subject to satisfactory fundingarrangements, agrees to take ownership of land, buildings and other community assets thatlie wholly or mainly within Didcot Parish boundaries for the benefit of Didcot residents”.

2. Harwell Parish Council agrees that Didcot Town Council should take on ownership andmanagement of all the sports facilities which lie across the Didcot/Harwell boundary.

3. Harwell Parish Council notes that Didcot Town Council can only legally act for the benefit ofDidcot residents, but nonetheless expects that there will be equal access to all the facilitiesfor residents of Didcot and Harwell alike.

4. Because the Parish will not have sufficient precept income, it does not wish to take on theownership and management of the Public Open Spaces and the Community Centre planed forGWP within Harwell Parish

5. Recognising that there will still be many problems to resolve as GWP develops, and that theVale core strategy is likely to call for more houses in Harwell, such that the Parish growsfrom approximately 1000 houses to 4500 houses over 20 years, an advisory committee shallbe established (under SO 18) called the Harwell Future Advisory Committee.

6. The terms of reference for the Harwell Future Advisory Committee area) that it shall advise the Parish Council on the appropriate strategy for that part of Great

Western Park that falls within Harwell Parish (Harwell East)b) that it shall prepare recommendations for the Parish Council’s approach to and

strategy for handling the growth of Harwell over the next twenty years.c) membership of the advisory committee shall be at least four councillors, names to be

agreed at the PC meeting.d) non-councillors maybe invited by the committee to join the committee either as

permanent members, or by attending one of more of its meetings.

Ms Greenfield reported that it was evident at the meeting with Didcot TC that that council had well-formed ideas about management of the facilities within Great Western Park which straddle theHarwell-Didcot boundary. It was logical that only 1 council should manage the facilities. Based onbasic assessments of land management costs against likely increased income from council taxprecept, it became clear that costs would greatly outweigh income for Harwell, and that the best wayforward would be to let Didcot TC take control of facilities straddling the boundary, which wouldinvolve transfer of some land. A formal agreement would be required at a later stage. Mr Marshproposed amendments to the resolutions 4 b 2, 4 & 5as follows;

That the words “in principle” be inserted into 4 b 2 so that it read “Harwell Parish Council agrees inprinciple that Didcot Town Council should take on ownership and management of all the sportsfacilities which lie across the Didcot/Harwell boundary”;

That 4 b 4 be amended to read “Harwell Parish Council does not wish to take on the ownership andmanagement of the Public Open Spaces and the Community Centre planned for GWP within HarwellParish”

Seconded by Mr Fox-Davies; carried.

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Mr Marsh proposed that the resolutions 4 b 1,2,3 & 4 , as amended where shown, be approved by theCouncil; seconded by Ms Greenfield, carried unanimously.

Mr Marsh proposed that 4 b 5 & 4 b 6 be merged as 4 b 5, to read as follows;

“An advisory committee shall be established (under SO 18) called the Harwell Future AdvisoryCommittee, whose terms of reference are

a) that it shall advise the Parish Council on the appropriate strategy for that part of GreatWestern Park that falls within Harwell Parish (Harwell East)

b) that it shall prepare recommendations for the Parish Council’s approach to andstrategy for handling the growth of Harwell over the next twenty years.

c) membership of the advisory committee shall be at least four councillors, names to beagreed at the PC meeting.

d) non-councillors maybe invited by the committee to join the committee either aspermanent members, or by attending one of more of its meetings.”

Seconded by Ms Hawthorn, carried. Mr Marsh proposed that 4 b 5 as amended be accepted by theCouncil; seconded by Ms Hawthorn, carried unanimously.

Mr Marsh, Mr Fox-Davies, Ms Hawthorn, Ms Greenfield and Mr Buxton were appointed to theCommittee.

The District Councillors left at 9.20 pm.

c) Note Permissions11/01544/FULErection of new external roof access stairs to existing building at Start Electron, Fermi Avenue,for Harwell Science & Innovation Campus

Noted, as were Permissions received for 11/ Cleave Cottage & 11/ 5 The Cleave.

d) Consider Applications11/01939/FUL & 11/01922/LBCDemolish single storey outbuilding attached to main house & erect a single storey garden roomwith new garden wall enclosure. Construct new canopy over front door at Wellshead House,Wellshead Lane, for Mrs Allan

Planning Committee members had asked that neighbours’ comments be borne in mind byPlanners.

11/01908/RENWALExtend time limit of Planning Permission 08/00651/FUL for demolition of 2 houses, squash court& tennis courts, erection of hotel & leisure club, spa & bar at Land North & South of CurieAvenue for Harwell Science & Innovation Campus Joint Venture Partnership

Planning Committee members had no objections to this application.

11/01678/LBCRemove timber window & infill with new stud wall. Change metal IG windows to timbercasements. Line existing stud wall with insulation. Construct inner lining to external walls &insulate same at Close Cottage, Townsend, for Mr Pyke.

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Planning Committee members had previously asked that neighbours’ comments be taken intoconsideration by Planners, but Mr Ricketts suggested that the Council should support theapplication, on the grounds that energy is likely to be conserved once the work is completed, andthat replacement of 2 windows and removal of a third will restore a more original layout. Clerk tosubmit additional comments to VWHDC. ACTION: Clk

11/02094/FULTalbots Way Grove Road Harwell Didcot Oxfordshire OX11 0EGProposed first floor extension. (Re-submission of withdrawn application 11/01223/FUL)

The Council had no objections, but asked that neighbours’ comments are given consideration byPlanners.

Notice of a Refusal has been received, in respect of 11/01549/FUL, erection of 4-bed chaletbungalow with parking & vehicle access from B4493 at Rose Dene, Didcot Road. Full commentsto be kept on file.

The application 11/01581/FUL, erection of outbuilding at Meadow House, Reading Road, hasbeen withdrawn.

6. Matters relating to Council-Owned Lands

a) Cemetery – update

Mr Ricketts to remove rubbish bags as soon as possible. He reported that new grass is growingunder the trees along the old extension fence line, although growth is slow.

b) Play area – update; note receipt of RoSPA report

Mrs Beswick has retained the RoSPA report for assistance with grant applications. The report isnot very good this year, which underlines the need for improvements. Plans showing possibleimprovements were displayed recently in the village hall. (The Clerk asked that any newequipment does not interfere with access and exit points for the tractor.) £1000 has been grantedby the Mid Counties Co-operative Community Fund, and the WREN application is ongoing.The Our Street Corner youth project, which is supportive of the play area refurbishment project,has been shortlisted for the Business and Community Awards in Didcot.

c) Sports Development Project/Village Hall Project – status update

Mr Marsh reported that the Village Hall Trustees are to make a decision as to the future of thehall shortly. The Sports Development Project is on hold until after a decision on the village hall,especially since the resignation of the SDP Chairman, Dr Delfosse.

d) Note status of updates to Emergency Plan – discussed after Item 6h.

e) Approve Clerk’s Contract of Employment

The Clerk explained that the contract was not signed following changes to working hours in2009. Mr Marsh took the contract to read through.

f) Discuss request from HHYFC for serving hatch in the pavilion – deferred to the Lands

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Committee. ACTION: LC

g) Note closure of High Street for Remembrance Sunday and make arrangements for volunteers toassist with the closure.

Mrs Beswick & Mrs Turner volunteered to assist with road closures this year. ACT: KB,DT

h) Report on footpaths walkMrs Boughton-Waite had circulated notes following the walk. Clerk to check actions requiredand contact OCC as necessary. The Council thanked Mrs Boughton-Waite for organising thewalk, and all volunteers who took part. ACTION: Clk

Item 6d was discussed at this point;

Note status of updates to Emergency Plan

Ms Greenfield attended the OCC Emergency Response & Winter Preparedness event. OCC hasproduced a booklet which is available to all households and suggested it may be distributed withthe next Harwell News. Following discussion, it was decided that Ms Greenfield should order 50copies of the booklet, to be left at the shops. Ms Greenfield reported that OCC is encouragingthe purchase and use of a hand-operated grit spreader in each parish, and that salt should be keptin each parish for spreading as necessary. The Council agreed up to a point, but felt thatspreading may need to be done by volunteers if the Council grounds staff, two of whom do notlive in the parish in extreme snow, are not available to reach the village to spread salt. OCCrequires full details of all such volunteers. As Mr Cansell has agreed that the free tonne of saltmay be stored at the school, it was agreed to order this, with the Clerk to continue assessingother possible storage locations.Ms Greenfield also reported that future drainage issues regarding the maintenance of SustainableUrban Drainage Systems (SUDS) will have implications for parish councils.

7. Correspondence & circulars received by the Clerk

Mason’s Fair has again applied to hold a fair on the recreation ground in April/May 2012, with theproviso that an inspection will take place beforehand, jointly between the company and the Council.Following discussion, it was decided to turn down the company for 2012, but ascertain publicopinion for later years.

VWHDC’s parking consultation closes in about 1 week; proposals include 2 hours’ free parking forresidents.

An allotment holder has asked for a reduction in his bill as he does not use water at the site. Deferredto the Lands Committee. ACTION: LC

CPRE has written to warn of possible problems resulting from the NPPF.

Didcot Community Forum is on 8th November, but this clashed with the next council meeting.

Advice on lighting a beacon for the Queen’s Jubilee next year has been received. The Councilrecognised that there may be demand in the parish for an event to commemorate the jubilee.

8. Any Other Business

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Mr Ricketts has drawn up a Land Use plan for Harwell, which has been circulated to all councillors.

With no further business, the meeting closed at 10.15 pm.

ACTIONS FROM MEETING:

KB: Assist with road closure Remembrance SundayDT: “LC: Discuss HHYFC request

Discuss water usage letterClk: Finalise rec usage doc

Contact Bowls Club re rent/agreementSubmit further planning commentsContact OCC re footpaths

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Harwell Parish CouncilDonations & Grants Policy

1. Introduction

1.1 Harwell Parish Council will set a budget each year for donations and grants to organisations thatundertake work or provide services of benefit to the Parish and its residents.

1.2 Donations are defined as contributions towards the cost of specific projects or other one-off costs.

1.3 Grants are defined as recurring annual payments towards the general running costs of an eligibleorganisation.

1.4 All requests for donations and grants will be considered and assessed against the criteria outlined inthis policy.

1.5 There will not be a formal application process, nor a specified application timescale – organisationsmay approach the Council at any time with a request in writing.

1.6 Applications will be especially welcome from organisations that complement services delivered by localauthorities.

2. Criteria for eligibility

2.1 Donations will only be made to charitable, voluntary and other non-profit-making organisations.

2.2 Commercial companies will not be eligible for donations or grants in any circumstances.

2.3 Requests for donations in association with national appeals will in general be rejected, unless a specificconnection with the parish can be demonstrated.

2.4 Applicants should be able to demonstrate that their work is of benefit to the parish and its residents.

3. General Conditions

3.1 The Council may require confirmation that donations and grants have been spent for the purpose andon the project/activity for which they were given.

3.2 The Council may require appropriate recognition for any donation or grant awarded.

3.3 Donations will not normally be made for work already undertaken, or services already delivered.

3.4 Grants towards running costs will not be made if the request is in response to cuts in grants previouslymade by other local authorities.

3.5 In response to a single application for a grant towards running costs the Council may agree to make agrant each year for a period not exceeding four years. An eligible organisation may make a newapplication for a grant to start from the end of an existing agreement.

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3.6 The Council will not normally consider more than one request for a donation from an organisation inany one financial year.

3.7 The award of a donation in one year will not set a precedent for the Council’s response to any furtherrequests for donations in future years.

3.8 An organisation may make applications for both a donation and a grant, even within the same financialyear, subject to the criteria and conditions above.

4. Policy Review

4.1 The Council will agree a budget for Donations and Grants as part of the general budget-setting processeach year.

4.2 This Donations and Grants Policy will be subject to a formal review by the Parish Council at least everyfour years.

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Harwell Parish CouncilNotes for Councillors on Tuesday, 11th October 2011

from Cllr Reg Waite & Cllr Mrs Margaret Turner

Rural businesses encouraged to attend and find out about funding:

Small rural businesses and farms in South Oxfordshire and the Vale of White Horse are being invited to attend the event beingheld on Thursday 20th October between 4.15pm and 6.30pm at Denman College, Marcham, and find out about thesupport available to help them grow and support their local economy. Rural community groups are also able to attend theevent and apply for funding. Businesses or groups wishing to attend should email economic.development@southandvale.gov.ukby 15 October.

Recyclable Waste:

Latest figures for 6 months to end of September tell us the Vale’s average percentage of all waste is 72.03% against SouthOxfordshire’s 70.96%.

Reminder to Register:

Residents across South Oxfordshire and Vale of White Horse are being urged to complete their voter registration forms.

Fantastic first year for Vale’s recycling revolution:

Residents in the Vale of White Horse are helping to set the standard in recycling after a fantastic first full year of the district’snew waste and recycling collection service. The Vale now has one of the best recycling rates in the country, having seen asubstantial rise in the amount of rubbish diverted from landfill over the last year, from 36.16 per cent before the new schemestarted to an average of 69.85 per cent for the period October 2010 to the end of September 2011.

Between October 2010 and the end of August, a total of 12,349 tonnes of dry recycling, 5,006 tonnes of food waste, and 5,758tonnes of garden waste was collected by Biffa. Total waste going to landfill was just 10,091 tonnes for the year, compared with25,898 for the previous 12 months.

The new service, which is being run jointly with South Oxfordshire District Council, has also helped to save more than £400,000per year compared to the previous service in reduced costs and recycling income.

Greengrantsmachine:

Welcome to the green grants machine -where businesses can obtain information on all the latest funding schemes to enable them to become more environmentallyfriendly. A FREE website to help them find the funding on offer to boost their business’s bottom line by improving itsenvironmental performance.Businesses can register for FREE now to find out what money is on offer to boost their bottom line by visitinghttp://www.greengrantsmachine.co.uk

Car parking off street parking order 2011:

The council is seeking comments on new regulations in its car parks (the car park order). This order sets out the council’s plan tointroduce two hours free parking, related changes and charges for 2011/12 at council owned car parks in the Vale of WhiteHorse.

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The proposed changes include:

the introduction of a 'no charge' period of two hours

the need to display a ticket to park for free

no return to the car park for another free period

charge period – the time when a ticket must be displayed - changing from 8-4pm to 8-6pm

charges for parking periods of more than two hours to rise by 30p

an increase in permit charges

You can make comments on the proposals, which can be viewed in full on the Vale’s website, until 4.30pm on Friday 21 October2011

Issues Arising report:

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