Minutes

1. 1
South Marston Parish Council
Minutes of the meeting held on 19th August 2014
Present: Mr S Young Mr A Leathart
Mrs S Brown Mr B Thunder
Mr C McEwen
Mr K Millard
Mrs A Burchell (Clerk)
128/14 APOLOGIES
Stephanie Blair, Anne Featherstone
129/14 OPEN 10 MINUTES
Members of the public present: Mr Brian McGlone, Mrs Vanna Leathart
Mrs Leathart requested that agenda Item 10 regarding the Parish Council Archive be brought forward for
discussion.
SY agreed (see Item 10 for details)
130/14 DECLARATIONS OF INTEREST
- Members are asked to have their register of interests completed, signed and returned to the Clerk before
the meeting, and to identify at the start of the meeting any current issues in Parish Council business where
they feel they may have to declare an interest.
- Members are reminded that, at future meeting, any such interest should be declared at the start of the
meeting or item or, if not previously foreseeable, during any discussion of the matter concerned.
SB declared an interest in Community First and an interest in one aspect of the response to SBC regarding the new
development: specifically the existence of the new road and the proximity of SB’s property. However, it was agreed
that, because the route of the road affects everybody in terms of traffic flow, it is a common interest.
BT declared an interest in the allotments.
Declarations for all other Councillors are as stated in the June and July 2014 minutes.
131/14 TO APPROVE AND SIGN THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON TUESDAY, 15th July 2014 AND
FORMALLY CLOSE ACTION POINTS
SB proposed to approve the minutes of the July 2014 meeting and close the completed action points.
BT seconded
Agreed: All
132/14 CLERK’S REPORT – AUGUST 2014
1. Hedges
The work carried out on the hedge at the junction of OVL and Chapel Lane was felt to be acceptable by
StreetSmart. A meeting is being arranged with StreetSmart’s Ryan Dowling for week commencing 1st
September to review this.
PCSO Juliet Evans has had a conversation with Mark Pritchard, the locality lead regarding the OVL / Chapel
Lane hedge. They are awaiting the outcome of the meeting between the Parish Council and StreetSmart.

2. 2
Juliet is not aware of any incidents at this location, but has been told by a local resident that they had a
near miss as they exited the junction. She was concerned that with the recent diversions, there had been
an increase in traffic on this road.
2. Dog Bins within other Parishes
A number of other neighbouring Parishes currently use the services of Stratton St Margaret Parish Council
to dispose of their dog waste.
Two other Parish Councils use their current open spaces contractor to empty the bins, however they will
need to review this in the near future as the contractors dispose of the waste at the Swindon landfill site,
which is closing at the end of August. The costs of taking the waste to the Calne landfill site would be
significantly higher, and was not thought to be cost effective.
Highworth Town Council have 48 dog bins and use a specialist contractor. They are very happy with the
service he provides as he not only empties the dog bins, but maintains them and fits new bins (bought by
Highworth TC) as and when required. They are passing our details onto him.
SB proposed that the Council agree to the principle of a full dog waste and maintenance service as the way
forward.
CM seconded
Agreed: All
3. External Audit
Grant Thornton UK have confirmed that the annual return is in accordance with proper practices. They
have, however, stated the following as an additional note:
Other matters not affecting our opinion which we wish to draw to the attention of South Marston Parish
Council for the year ended 31 March 2014
High Level of Reserves
We note that the council holds a high level of general reserves, approximately 3.5 times the annual precept
for 2013/14. We understand that the council has earmarked funds to be spent on redevelopment of the
village, however, the council specific spending plans have yet to be decided.
We would remind the council that there are restrictions on the expenditure of capital income and any
planned spending must be within the council’s powers.
The council should consider the level of general reserves required and consider taking steps to reduce the
level of reserves in future years if it considers it necessary.

3. 3
MATTERS OUTSTANDING REGISTER August 2014
Issue Comments STATUS
Super-fast
Broadband for the
village
SB confirmed at an update was given at the most recent Swindon Area
Committee. The main issue is whether SBC would be willing to find match
funding for the product. A further update is due in June 2014.
No further progress at this time – BT (British Telecom) failed to attend the
last meeting with SBC and the parishes.
Review
August
2014
Review
October
2014
Neighbourhood Area To discuss the possibility of registering South Marston as a Neighbourhood
Area. .
Agenda
Item
October
2014
Footpath
Redirection
Ref: Mrs Tina Ingram, owner of land behind 9&10 Yew Tree Gardens – to
request footpath is redirected when village centre is planned. Confirmed this
would be up to her to initiate, not the PC
Review
October
2014
Outstanding works
at first solar farm
Actions required by Hazel Developments to be agreed (BT) Review
October
2014
SBC Local Flood Risk
Strategy
Regarding the reference made to a separate plan specifically for South
Marston. SBC had agreed to write to SMPC to clarify the wording.
Remove from MOR – now within the remit of the Environment Working
Party. EWP to make contact with Environment Agency and Local Flood Risk
Groups.
Remove
from
MOR
Sevor Farm Solar
Farm
Check February 2015 (or sooner if thought necessary) to ensure planning
conditions regarding planting have been complied with (from May 2014
meeting).
Review
February
2015
Digital Archive To start an online archive on Google Drive of important documents held by
the Parish Council.
Review
October
2014
Risk Assessment To implement the actions required by the amended risk assessment
document.
Review
October
2014
Tree Preservation
Orders
Assess TPOs when list received from SBC.
Clerk called and emailed George Reade (TPO Officer) on 20.08.14 for progress
report. Awaiting response.
Review
October
2014
133/14 Correspondence received to 14th August 2014
Summary (not in date order)
No. From: Reference
1 Community First Annual General Meeting & Annual General Meeting
Awards 2014
2 IDI Gazeley Proposals for G: Park, Swindon & illustrations
*A3 colour illustrations will be available at the meeting
3 Swindon Railway Cottage Museum Community Asset Transfer: Invitation for Expressions of
Interest
*Copies displayed on village noticeboards
4 Rachel Case Request for play area for Greenfields
5 Swindon Borough Council Polling Services Review
6 Swindon Borough Council Neighbour Consultation Protocol

4. 4
7 Swindon Borough Council The Openness of Local Government Bodies Regulations
2014
*The two documents attached to this correspondence are
very large and have therefore been added to Google Drive
for viewing (Parish Council > Internal > Parish Council
Meetings 2014 > 08 August 2014)
8 Swindon Borough Council Swindon Community Governance Order
9 Wilts & Berks Canal Trust Annual General Meeting
*Dragonfly magazine and raffle tickets will be available at
the meeting
10 F & E Harris Memorial Trust Copy letter to SMRA ref SMRA play equipment
maintenance
11 F & E Harris Memorial Trust Letter to Parish Council ref SMRA play equipment
maintenance
12 Nick Duckworth, Hallam Land
Management
South Marston Village – Distributed by SB
1. SB declared an interest in Community First. The Parish Council will not be attending the AGM, and had no
nominations for the awards.
2. CM requested clarification of the lagoon layout and configuration, together with information on where it feeds
off to.
Action: Clerk to email IDI Gazeley.
3. Noted.
4. The Parish Council believed this to be an interesting idea, but would need some further information; clarification
would need to be sought regarding what type of play area would be required, ie for what age group; ownership
aspects and safety as the brook may be of concern.
Action: Clerk to request a sketch plan from Rachel Case and further information on the age of children and what
facilities she had in mind.
5. The Parish Council are happy with the current Polling facilities.
6. Action: Clerk to email Andy Brown of SBC stating that, as a Parish Council, it is very important that we see all
revisions to plans which the Parish Council view as significant and are made aware of these revisions in advance in
accordance with the Parish Charter, Planning Annex.
7. Noted.
8. Action: Clerk to apply for new Parish Council boundary map.
9. Noted.
10. Noted.
11. Noted.
12. See Village Expansion Report – SB at 135/14
134/14 South Marston Parish Council Planning Sub Committee
Plans received to the 14th August 2014:
1. S/OUT/14/0253 (Revised Documents – Online at SBC Website)

5. 5
Proposal: Outline application for employment development including B1b (research and development/light
industrial),
B1c (light industrial), B2 (general industrial) and B8 (warehouse and distribution), new landscaping and
junction to A420
(means of access not reserved)
Location: Eastern Villages South, Land at and to the south of A420 (Great Stall Middle), Swindon, Wilts
Comments required by: 25th August 2014
No further comments.
Grant of Planning Permission received to 14th August 2014
1. Planning Application Number: S/LDO/14/0981/EDSN
Proposal: Extension of existing compound area
Location: Unit A2, Marston Gate, Stirling Road, Swindon SN3 4DE
Parish Council comments: None
135/14 Reports from Working Parties:
Environment Working Group - BT
• Oak Tree Corner
The site is heavily overgrown and has reached the point where a new direction has to be taken. The
remaining members of the volunteer group (3) are due to meet to discuss options over the next two
weeks. One recommendation is to cut back all the current growth and cover the soil in order to reduce the
soil fertility. Then to turf the majority on the site for easier long term maintenance, perhaps as part of the
village grass cutting contract. More on this at the September meeting with costings for the long term use
of the site.
BT stated that the Parish Council has a 50 year lease on the Oak Tree Corner site at a cost of £30 per
annum, however no invoices have been received to date regarding this.
There is no maintenance budget for Oak Tree Corner, but a decision needs to be made regarding its long
term future, together with that of all other conservation areas in the village.
Action: BT to arrange a special meeting of the Environment Working Party to plan a way forward for the
conservation areas in the village, and to include any other parties who may be interested in the sites.
• St Julian’s Community Woodland
We have a meeting with WWT on the 27th August to discuss the long term ownership of the site. As the
Council will recall from previous meetings, it has been the intention of WWT to pass ownership of the
woodlands to a local village organisation or the Parish Council within 5 years of opening the site. We are
now entering the 4th year of the woodland. There is a capital sum of approx. £14,000 (TBC) to go toward
the long term maintenance of the woodland. Councillors are also reminded that the adjoining land on the
Yew Tree development is to be handed to the PC at a future date. There is approximately £5,000 from S106
monies to accompany this transfer for long term maintenance. The group will report back on these
discussions at the September meeting.
Action: BT to confirm to WWT that the Parish Council are unsure of the legal form ownership would take at
the moment and will revert back to them following a review of all conservation areas in the village, to be
undertaken by the Environment Working Party.

6. 6
• Allotments
Car Park - a delivery of 20 tons of stone was completed on August 13th and work is due to take place to
improve the surface and size of the car park area.
Tree Growth - tenders are to be invited to trim the trees inside the allotment area that run alongside the
Highworth Road. The large willow tree in the corner of the allotment area by the pond is also to be heavily
cut back, as it now poses a real danger to allotment uses from falling branches.
Councillors are requested to approve a one off allowance of up to £650 in order to allow this work to
take place in early October 2014 before the winter gales cause any further damage to the tree branches
and allotment tenants. See attached photos.
The Parish Council agreed that the work was a health and safety issue and needed to be completed as a
matter of urgency. SB proposed that the Parish Council agree to the £650 allowance, on the basis the
Environment Working Party should attempt to recover the monies from Honda, the allotment site
landlords.
Seconded: TL
Agreed: All
Action: BT to contact Honda to inform them of the health and safety issue and request the funding for the
tree work to be carried out.
Action: BT and Clerk to carry out the tender process as soon as possible and complete the work, reclaiming
the costs back from Honda if possible.
Dog Faeces - there is a growing number of complaints about dog faeces on the allotment plots and paths.
Two signs have been purchased (£34.95) for the main gates into the site. We continue to try and locate the
owners of the dogs causing these deposits.
• Bodleian Book Store
The planting on the bund will continue in the autumn. Plans are in hand to involve the school with bulb
planting and a tour of the facility. Oxford University have been asked to provide details of the second
phase of landscaping dealing with the rear and side area behind the bund alongside Thornhill Road.
• Sevor Solar Farm at Nightingale Lane
The formal opening is now planned for September 3rd 2014. Invitations to residents and the school are
going out via a village leaflet and in liaison with the school.
Meetings with Eneco and Goldbeck are on-going during the final build phase and we are taking careful
note that ALL planning conditions for land drainage and road repairs are fully complied with. Landscaping
for hedges and the new permissive path are included in our discussions with Eneco.
• Community Benefits Fund-Eneco
1. Anti-flooding measures with ditches and hedge clearance are progressing toward work commencing in
September/October.
2. Permissive footpath - it is hoped to open the permissive foot path to coincide with the opening of Sevor
Farm Solar on September 3rd.
• Nightingale Woods- Forestry Commission (FC)
This project is on the back burner until September
• Oxleaze Woods

7. 7
The group are to look in more detail at this site in order to determine what problems exist and how best to
deal with them. This is not a PC managed site and we have no contact details for those responsible for the
maintenance of it. Councillors who may have knowledge of these matters please contact us.
Envrionment Working Group – AF
To be read in conjunction with BT’s report:
• Bodleian Book Store
I have been in contact with Margaret Ounsley. Margaret is keen to meet with village representatives to
discuss ideas for community involvement. The University has been involved in a number of initiatives. In
order to explore our ideas she will bring to the table the appropriate key people, funding sources, etc. To
advance the idea of links with the school and bulb planting in particular, a representative from the school
would need to attend. Suggested dates to meet are October 13th and 16th. Please let me know if you
would like to be involved.
Margaret thinks visits to the book facility would be relatively simple to orchestrate. I wonder if it might be
possible to involve them in some of our environmental issues as it appears they have been similarly
involved elsewhere, plus as reading partners in schools, etc. Please let me have any ideas. Stephanie -
could you please liaise with the school? I could suggest a pm meeting, say 3.30 ish, so as to enable a
member of school staff to come along.
Village Expansion - SB
Letter from HHL re design of the village centre
Following the discussion at the last PC meeting, a draft response was circulated for comment and then sent to
HHL (attached as an appendix to this report). We have received an acknowledgement but no further
correspondence from HHL and no response on progress with their proposed actions from the April 2014 joint
developers meeting.
Archaeological investigation
As part of the preparation of the planning application for the expansion of the school site, a geophysical
exploration of the site was required. As a result, the meeting with the PC regarding the Local Education
Authority’s plans in September was cancelled. SBC contacted us to ask if, at the same time, it would be useful
for the non-invasive survey to include the Recreation Ground, since the results would be useful to inform any
proposed development of car parks, community facilities and potential access routes. It may also impact on
any future thoughts on using the expanded public open space for a ground source heat pump energy initiative.
HHL had agreed to include the Recreation Ground in their commissioned survey.
Following consultation with other parish councillors, it was agreed that the PC should give permission for this
exercise which was subsequently scheduled to be done in early August. One of the conditions was that SMPC
be given a copy of the survey report as soon as it is available.
The Hub proposal south of the A420
Additional reports have been submitted for the developer’s application as covered under the agenda item on
planning. These cover the impact on middle distance views from the north and west. There are no substantive
changes to the application as submitted. Following an SMPC planning working party meeting in mid-June, a
response was submitted, acknowledging the improvements to connectivity within the site, but reinforcing the
original comments on the traffic impact on the A420 and lack of walkable footpaths/cycleways between the
site entrance and Gablecross on the south side of the A420. We also queried the updated Environment Agency
flood map, which anticipates that work done in 2013 on clearing culverts would significantly reduce the flood
risk area below the extent of the July 2007 flood impact. We maintained that the flooding in December 2013 at
Longleaze showed that this anticipated improvement was unrealistic.

8. 8
Mercure Hotel development
Trevor Sutters of SPARCH no longer acts as the consultant for Paul Cripps, owner of the Mercure Hotel, on
potential housing development of the back land behind the car park. We have been assured by Paul that his
plans for development have not changed, and that he will be contacting us when he returns to the country in
late September to resume discussions on the plans for this site.
Appendix I
SMPC Response sent to HHL re Section 106 proposal 23.7.2014
Nick Duckworth
Director
Hallam Land Management
Dear Nick
Your letter was discussed at the Parish Council meeting last week.
The Parish Council is happy with using a negotiated Section 106 to provide the funds for the Parish Council to
undertake construction of the community facilities in the centre of the village. However, you should note that:
• We maintain our objection to the lack of permeability across the new development, which is in conflict
with the draft Local Plan requirement for an integrated village expansion
• We cannot, at this stage, agree that access to the community facilities will be only from Old Vicarage Lane,
which is only one of the potential options for design of the village centre
• We maintain our objection to the proposed southern street/bypass which is in conflict with the draft Local
Plan
• We are concerned that none of the substantive commitments arising from the joint developer meeting
held in April 2014 has been adhered to by HHL.
In respect of the last point, four members of the HHL consortium attended the meeting and the notes were
circulated without eliciting any proposed amendment by HHL. Commitments made at the meeting are as
follows:
1. All 4 parties will now proceed on the basis of shared information and mutual discussions where needed to
produce an integrated plan. This should encompass opportunities for cooperation over flooding, road
accesses, footpaths and cycleways, traffic calming and utilities infrastructure including broadband (no
known progress).
2. Hartwells and Hotel will ensure that NF and AB have sight of their draft plans forthwith (completed).
3. AB will design and circulate a draft Movement Plan for the expanded village by 31st May (no action).
4. AB will consider prioritising the archaeological work from the centre of the village outwards to enable early
warning of any issues with the design of the village centre (not prioritised).
5. NF will work with the PC’s Expansion Group to develop a draft village centre plan by 31st May (no action).
6. NC will seek a further meeting with RH by 31st May (meeting set up but offer withdrawn by HHL when it
was indicated Ray Harley wished for a SMPC representative to attend).
7. CM will send the latest 20mph zone plans to Walsingham and liaise with them (completed).

9. 9
Please let us know when and if HHL will comply with the outstanding commitments in the above list so we can
move engagement with HHL forward in a more positive way.
SB stated that a further letter had been received from HHL just prior to the Parish Council meeting which she
distributed to Councillors separately (see Correspondence Item 12).
A general discussion took place regarding this.
Action: SB to draft a response to HHL’s most recent letter and distribute to Parish Councillors for comment
prior to sending.
136/14 Item 9 : 20mph Speed Limit Initiative – Update from Colin McEwen
See 20mph Report – August 2014 (CM)
CM expressed frustration and disappointment at the lack of progress from Swindon Borough Council regarding this
project. He will continue to chase SBC to move the project forward.
137/14 Item 10: Parish Council Archive
Tony Leathart declared an interest in this matter
Vanna Leathart has now completed her excellent work on the Document Retention Policy and Schedule (attached).
I would ask the Parish Council to note the following:
1. It is proposed that the Parish Council adopt the Document Retention Policy (to be reviewed every 10
years), and that the archive contents are reviewed annually by the Clerk and the Schedule updated.
SB proposed that the Parish Council adopt the new Document Retention Policy
Seconded: TL
Agreed: All
2. An additional 6 or so Parish Council archive boxes have been identified in the loft at the village hall. It is
proposed that the Clerk and VL examine the contents for retention or destruction, approximately a further
one day’s work, plus updating the Schedule.
Estimate for the destruction of remaining documents: Maximum of £60 (at 60p per kilogram)
SB proposed that the Parish Council authorise up to £60 for the safe destruction of any out of date
documents identified in the lot at the village hall.
Seconded: BT
Agreed: All
3. Vanna has committed a lot of time and effort to this project and has done an outstanding job. I think it
only right and proper that this effort be recognised and recompensed in some way. The Parish Council
would have needed to commit a significant amount of money to have this work completed by an outside
commercial organisation. We are fortunate that someone of Vanna’s expertise was available and willing to
give up so much of her time to structure and implement this policy on our behalf.
SB proposed that a discussion take place after the Parish Council meeting via email to agree suitable
recompense.
Seconded: BT
Agreed: All

10. 10
138/14 Item 11: To discuss and agree the Clerk Job Description and interview process
CM had amended the model Job Description and Contract of Employment for the new Clerk, which was distributed
to Councillors at the meeting.
Action: Councillors to review the Job Description and Contract of Employment and forward any comments to CM as
soon as possible.
Action: SB to submit a Skills Grid to Councillors for comment by the end of the week.
Interview panel of 3 or 4 willing Councillors, possibly from a list of : SY, SB, BT, TL and AF
Action: Panel to review the CVs received and select a shortlist of 6 candidates for interview.
Action: BT to book an interview room at the Mercure Hotel from 4.30pm to 9.30pm on the evenings of the 10th and
11th September 2014.
SY proposed a budget of £250 be allocated for the interview process.
Seconded: TL
Agreed: All
139/14 FINANCE Statement and Cheques for Approval and Signature – 19.08.2014
Bank Account Statements Received
Julian Hodge Bank at 31st July 2014 109,404.34
Unity Trust Bank at 8th August 2014 27,806.92
Total: 137,211.26
Expenditure: Cheques for Approval and Signature
Cheque
Number
Payment VAT Amount
300084 A Burchell – Salary Payment 758.46
300085 A Burchell - Expenses 48.22 302.05
300086 Parish Online - Annual Fee 5.60 33.60
300087 WALC – Good Councillors Guides & Memory Stick 2.30 19.80
300088 Grant Thornton UK – External Audit 20.00 120.00
300089 Stratton Garden Contractors – June & July Invoices 697.08
300090 South Marston Youth Club – Insurance & Affiliation Fees 271.48
300091 B Thunder – Allotment Dog Signs 6.99 41.94
300092 Rachel Messenger – Refund of Allotment Rent 16.00
300093 Stratton St Margaret Parish Council – Dog Waste Service 20.40 122.40
BACS 05.08.14: Rachel Waters – Refund for payment made in error 50.00
TOTAL 103.51 2,432.81
*Revised figures 97.91 2399.21
*It was agreed that the Parish Council do not renew the Parish Online service as it had not been used in the
past year. Finance statement to be amended to reflect this.
Income: Invoices Raised to
Invoice To Amount
14-053 William Hiscocks – Allotment Rental 13B 16.00

11. 11
TOTAL 16.00
Income: Other
Remittance From Amount
23.07.14 HMRC – VAT Repayment for 2013/14 827.80
01.08.14 Bank Receipt – Rachel Waters (payment made in error) 50.00
08.08.14 Cheque – Harris Trust (ref SMRA Play Equipment maintenance) 11,000.00
TOTAL 11,877.80
140/14 Miscellaneous Reports & Representatives from Outside Bodies
Community Emergency Plan Report August 2014 – AF
It was noted this was a very good report – all agreed that the sub-committee should continue with its work.
Community Liaison Report August 2014 – AF
SMRA Report August 2014 – SB
141/14 Item 17: Matters brought forward by or with consent of the Chairman
Action: Clerk to add Village Communication Strategy as an agenda item for September Parish Council meeting.
Meeting closed at 9.40pm

12. 12
Environment Working Group
AUGUST 2014
Barry Thunder (with A Featherstone & S Blair)
Oak Tree Corner
The site is heavily overgrown and has reached the point where a new direction has to be taken. The remaining
members of the volunteer group (3) are due to meet to discuss options over the next two weeks. One recommendation
is to cut back all the current growth and cover the soil in order to reduce the soil fertility. Then to turf the majority on
the site for easier long term maintenance, perhaps as part of the village grass cutting contract. More on this at the
September meeting with costings for the long term use of the site.
St Julian’s Community Woodland
We have a meeting with WWT on the 27th August to discuss the long term ownership of the site. As the Council will
recall from previous meetings, it has been the intention of WWT to pass ownership of the woodlands to a local village
organisation or the Parish Council within 5 years of opening the site. We are now entering the 4th year of the woodland.
There is a capital sum of approx. £14,000 (TBC) to go toward the long term maintenance of the woodland. Councillors
are also reminded that the adjoining land on the Yew Tree development is to be handed to the PC at a future date.
There is approximately £5,000 from S106 monies to accompany this transfer for long term maintenance. The group
will report back on these discussions at the September meeting.
Allotments
Car Park - a delivery of 20 tons of stone was completed on August 13th and work is due to take place to improve the
surface and size of the car park area.
Tree Growth - tenders are to be invited to trim the trees inside the allotment area that run alongside the Highworth
Road. The large willow tree in the corner of the allotment area by the pond is also to be heavily cut back, as it now
poses a real danger to allotment uses from falling branches.
Councillors are requested to approve a one off allowance of up to £650 in order to allow this work to take place in
early October 2014 before the winter gales cause any further damage to the tree branches and allotment tenants.
See attached photos.
Dog Faeces - there is a growing number of complaints about dog faeces on the allotment plots and paths. Two signs
have been purchased (£34.95) for the main gates into the site. We continue to try and locate the owners of the dogs
causing these deposits.
Bodleian Book Store
The planting on the bund will continue in the autumn. Plans are in hand to involve the school with bulb planting and
a tour of the facility. Oxford University have been asked to provide details of the second phase of landscaping
dealing with the rear and side area behind the bund alongside Thornhill Road.
Sevor Solar Farm at Nightingale Lane
The formal opening is now planned for September 3rd 2014. Invitations to residents and the school are going out via
a village leaflet and in liaison with the school.
Meetings with Eneco and Goldbeck are on-going during the final build phase and we are taking careful note that ALL
planning conditions for land drainage and road repairs are fully complied with. Landscaping for hedges and the new
permissive path are included in our discussions with Eneco.
Community Benefits Fund-Eneco

13. 1. Anti-flooding measures with ditches and hedge clearance are progressing toward work commencing in
13
September/October.
2. Permissive footpath - it is hoped to open the permissive foot path to coincide with the opening of Sevor Farm
Solar on September 3rd.
Nightingale Woods- Forestry Commission (FC)
This project is on the back burner until September
Oxleaze Woods
The group are to look in more detail at this site in order to determine what problems exist and how best to deal with
them. This is not a PC managed site and we have no contact details for those responsible for the maintenance of it.
Councillors who may have knowledge of these matters please contact us.

14. 14
Environment Working Party (Addendum)
AUGUST 2014
Anne Featherstone
To be read in conjunction with BT’s report:
Bodleian Book Store
I have been in contact with Margaret Ounsley. Margaret is keen to meet with village representatives to discuss ideas for
community involvement. The University has been involved in a number of initiatives. In order to explore our ideas she will bring
to the table the appropriate key people, funding sources, etc. To advance the idea of links with the school and bulb planting in
particular, a representative from the school would need to attend. Suggested dates to meet are October 13th and 16th. Please let
me know if you would like to be involved.
Margaret thinks visits to the book facility would be relatively simple to orchestrate. I wonder if it might be possible to involve
them in some of our environmental issues as it appears they have been similarly involved elsewhere, plus as reading partners in
schools, etc. Please let me have any ideas. Stephanie - could you please liaise with the school? I could suggest a pm meeting, say
3.30 ish, so as to enable a member of school staff to come along.
Anne

15. 15
Village Expansion
SMPCEWG PROGRESS REPORT 14 AUGUST 2014
Sylvia Brown
Letter from HHL re design of the village centre
Following the discussion at the last PC meeting, a draft response was circulated for comment and then sent to HHL
(attached as an appendix to this report). We have received an acknowledgement but no further correspondence
from HHL and no response on progress with their proposed actions from the April 2014 joint developers meeting.
Archaeological investigation
As part of the preparation of the planning application for the expansion of the school site, a geophysical exploration
of the site was required. As a result, the meeting with the PC regarding the Local Education Authority’s plans in
September was cancelled. SBC contacted us to ask if, at the same time, it would be useful for the non-invasive
survey to include the Recreation Ground, since the results would be useful to inform any proposed development of
car parks, community facilities and potential access routes. It may also impact on any future thoughts on using the
expanded public open space for a ground source heat pump energy initiative. HHL had agreed to include the
Recreation Ground in their commissioned survey.
Following consultation with other parish councillors, it was agreed that the PC should give permission for this
exercise which was subsequently scheduled to be done in early August. One of the conditions was that SMPC be
given a copy of the survey report as soon as it is available.
The Hub proposal south of the A420
Additional reports have been submitted for the developer’s application as covered under the agenda item on
planning. These cover the impact on middle distance views from the north and west. There are no substantive
changes to the application as submitted. Following an SMPC planning working party meeting in mid-June, a
response was submitted, acknowledging the improvements to connectivity within the site, but reinforcing the
original comments on the traffic impact on the A420 and lack of walkable footpaths/cycleways between the site
entrance and Gablecross on the south side of the A420. We also queried the updated Environment Agency flood
map, which anticipates that work done in 2013 on clearing culverts would significantly reduce the flood risk area
below the extent of the July 2007 flood impact. We maintained that the flooding in December 2013 at Longleaze
showed that this anticipated improvement was unrealistic.
Mercure Hotel development
Trevor Sutters of SPARCH no longer acts as the consultant for Paul Cripps, owner of the Mercure Hotel, on potential
housing development of the back land behind the car park. We have been assured by Paul that his plans for
development have not changed, and that he will be contacting us when he returns to the country in late September
to resume discussions on the plans for this site.

16. 16
Appendix I
SMPC Response sent to HHL re Section 106 proposal 23.7.2014
Nick Duckworth
Director
Hallam Land Management
Dear Nick
Your letter was discussed at the Parish Council meeting last week.
The Parish Council is happy with using a negotiated Section 106 to provide the funds for the Parish Council to undertake
construction of the community facilities in the centre of the village. However, you should note that:
• We maintain our objection to the lack of permeability across the new development, which is in conflict with
the draft Local Plan requirement for an integrated village expansion
• We cannot, at this stage, agree that access to the community facilities will be only from Old Vicarage Lane,
which is only one of the potential options for design of the village centre
• We maintain our objection to the proposed southern street/bypass which is in conflict with the draft Local
Plan
• We are concerned that none of the substantive commitments arising from the joint developer meeting held
in April 2014 has been adhered to by HHL.
In respect of the last point, four members of the HHL consortium attended the meeting and the notes were circulated
without eliciting any proposed amendment by HHL. Commitments made at the meeting are as follows:
1. All 4 parties will now proceed on the basis of shared information and mutual discussions where needed to produce
an integrated plan. This should encompass opportunities for cooperation over flooding, road accesses, footpaths
and cycleways, traffic calming and utilities infrastructure including broadband (no known progress).
2. Hartwells and Hotel will ensure that NF and AB have sight of their draft plans forthwith (completed).
3. AB will design and circulate a draft Movement Plan for the expanded village by 31st May (no action).
4. AB will consider prioritising the archaeological work from the centre of the village outwards to enable early
warning of any issues with the design of the village centre (not prioritised).
5. NF will work with the PC’s Expansion Group to develop a draft village centre plan by 31st May (no action).
6. NC will seek a further meeting with RH by 31st May (meeting set up but offer withdrawn by HHL when it was
indicated Ray Harley wished for a SMPC representative to attend).
7. CM will send the latest 20mph zone plans to Walsingham and liaise with them (completed).
Please let us know when and if HHL will comply with the outstanding commitments in the above list so we can move
engagement with HHL forward in a more positive way.