Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL
ON THURSDAY 13th APRIL 2006 AT 7.18pm, FOLLOWING THE ANNUAL PARISH MEETING
Present: Councillors: Timms [Chairman], Brotherston, Clay, Hayward, Jelf, Riley, Swainbank, Walsham and Young, together with Mr Porter [Parish Clerk] and one member of the public, Elizabeth MacLeod.

1. Apologies For Absence

Were received from Cllr Fry [holiday] and Cllr Millar who had been delayed but arrived during item 5.

2.Chairman’s Announcements

The Chairman had no announcements to make on this occasion.

3. Minutes of previous meeting, 16th February 2006, and matters arising

It was proposed by Cllr Swainbank, and seconded by Cllr Jelf, that the minutes of the previous meeting be passed as a true and accurate record and this was agreed unanimously. The Chairman referred to the response received from Hook Norton Tennis Club following the letter sent by the clerk [item 15] informing the PC that the matter will be taken up with their constructors, with whom they were to have a site meeting. Nothing further has been heard and the matter will be followed up if necessary. The clerk also reported that he had written to CDC to ask that the Standards Committee provide a suitable dispensation to enable councillors to continue to deal with Memorial Hall matters [item 14]. Unfortunately there were no parish council representatives at the Standards Committee meeting on 23 March and, therefore, the matter has had to be held over until the next meeting on 24 April.

4. Declarations of Interest

There were no declarations on this occasion.

5. Report by Planning Co-ordinator on planning applications received

Cllr Walsham reported that there had been twelve new planning applications since the February meeting and there had been no objections to any of these. Cllr Walsham also reported that two residents, whose applications have been refused by CDC, have elected to appeal. Mr & Mrs Rudd are appealing against the refusal to allow a two-storey dwelling to be erected at 26 The Bourne. While the PC had some reservations about this development we had no objection and the inspector’s comments are awaited with interest. Similarly Mr & Mrs Patrick are appealing against the decision to refuse their application for a two-storey side extension at Brookside, Bell Hill, and again we had no objections and await the inspector’s comments. Cllr Clay informed the meeting that the pastor had informed him that the application by the Baptist Church to create a dropping-off point, turning space and car parking at the church has been turned down. There was some consternation at the implications of this decision and Cllr Young expressed the view that the PC should write to CDC expressing concern, as the facility is much needed. It was decided, however, that we need to see and consider the decision before taking the matter further. The clerk commented that he has received only three decisions over the past eight weeks and Cllr Jelf informed the meeting that several staff have left the department and there are delays at present.

6. To invite members of the public to comment on planning applications

There were no comments on this occasion.

7. Report of Working Groups

(a)Recreation Group – Cllr Young confirmed that two smaller pieces of equipment have been ordered, an elephant and a bike, at the agreed cost of £1465 + VAT. Fresh bark for the area arrived during February, unfortunately at the wettest part of the winter, and he had to provide Mr Marshall with a tarpaulin to haul it on to the site and pay overtime for the extra work involved. In the near future it will be necessary to raise the height of the aerial runway but the initial quote of £235 is considered to be too high and a second one is being obtained. He will also arrange for the jagged edge on the small slide to be repaired before this year’s RoSPA report is due.
(b)Environment & Open Spaces – Cllr Riley reported that he has spoken with John Harris who is willing to give up a small piece the land he rents to enable us to increase the number of allotments. The acreage involved is approximately 1.33 out of a total of 7.8 and, as Mr Harris currently pays rent of £350, this should equate to a loss of about £60, but this should be more than recouped from rental income from the new allotments. There was some discussion about what should be done with the ground when it is handed over but Cllr Hayward suggested that we simply inform the Allotment Holders Association, who are keen to have the additional land, and await their response. Cllr Riley also commented on the recent imposition of a hosepipe ban by Thames Water and wondered how it would affect the supply of water to the allotments. The Chairman informed the meeting that he had been in touch with Joe Williams, as the Fire Service normally top-up the tank each week, and Joe is to make enquiries to see if this service is allowed to continue. Unfortunately both grant applications relating to the cemetery wall have been turned down but SITA have invited us to apply for a smaller grant of £25000, but we will not have a decision until June. Cllr Riley expressed the view that we cannot wait forever to start the work and it is his recommendation that we ask the contractor to start in July, by which time the outcome of the grant application should be known. Unfortunately Chris Smith, who submitted the cheapest quote, has so much work on that he would be unable to start until the end of the year. On this basis Cllr Riley was asked to explore other alternatives. He also reported that Thames Valley has identified a water leak in the cemetery and this will be dealt with in the next week. He also sought approval from the PC for a memorial stone for Lee Stratford, which incorporates the logo of HN Football Club, and this was agreed by nine votes with one abstention. Finally the first phase of the tree work has been completed, although this has been rather more severe than anticipated in the Play Area where it proved necessary to remove 15 beech trees all suffering from beech bark disease. 12 new trees have been planted. There are also trees to be planted in Watery Lane although it will be autumn now before this work is completed. Cllr Clay informed the meeting that he had been approached by a parishioner concerned about some trees removed in the wall at the cemetery and she has offered to sponsor a replacement. Cllr Clay expressed the view that it might be beneficial to seek other such sponsorship and the clerk will place a note in the next Newsletter asking parishioners prepared to do so to contact him. Comment was made about the lime tree on the Green opposite the dentist’s, which is the responsibility of OCC. They have been informed about its condition but do not seem minded to do anything about it. The clerk therefore suggested that he write to Highways stating that, if they do not take remedial action, we will and bill them for it. It was also reported that Bob Bickley had complained to the clerk about the state of the churchyard as a result of dog fouling. A note will be placed in the next Newsletter and, if necessary, the dog warden will be asked to investigate.

8. Hook Norton War Memorial Hall

Cllr Jelf informed the PC that he had nothing further to add to the report that accompanies these minutes.

9. Report of Finance Working Group

Cllr Clay sought acceptance of the accounts to 31.3.2006, which had been distributed. After a brief discussion Cllr Jelf moved acceptance of the accounts and this was seconded by Cllr Walsham and passed unanimously. The Chairman thanked Cllr Clay for his continued hard work, which produced detailed but understandable accounts so soon after the year-end. The recommendation in Cllr Clay’s report that three tenders must be obtained for all work costing £1000+, and that all invoices should be authorised by the relative working group chairman before cheques are drawn, with effect from 1 May 2006, was seconded by Cllr Jelf and passed unanimously.

10. Schedule of Receipts and Payments for authorisation by the Council

Mr Porter presented the schedules of receipts and payments and sought approval to pay cheques totalling £14605.88 for the PC and £388.58 for the Memorial Hall. Cllr Young moved acceptance of the payments detailed and this was seconded by Cllr Riley and passed unanimously.

11. Norman Matthews Community Hall

Cllr Walsham informed the PC that there had not been another meeting since 7 February, but consideration is being given to alternative uses of the Hall with Cllr Jelf exploring the possibility that the library may take up more of the space. Cllr Walsham informed the meeting that the library has a History Day planned for 12th May but the hall needs to be cleaned out and the light tubes replaced before that date. Cllr Young expressed concern at the cost to the PC of maintaining this building and asked how much it had cost in the past year. The clerk was able to inform members that all bills to the end of 2005 had been paid but unfortunately the oil tank had been filled only a day or so before we were notified that the Out of School Club was vacating the building. Subsequently a bill for servicing the fire extinguishers in November has been presented and he will seek recompense from both users. At this stage, therefore, the cost to the PC is £558 but hopefully a sizeable proportion of this figure will still be recovered. Cllr Walsham confirmed that the hall must be cleaned out if new users are to be attracted and proposed that he be allowed to expend up to £350 on necessary works including the replacement of light tubes. Cllr Hayward seconded the motion and it was passed unanimously.

12. Report on District Council Matters

In the absence of District Cllr Gasson Mrs MacLeod, who is a member for Calthorpe ward, informed the meeting that a new Chief Executive, Mary Hartley, has been appointed. She also informed the meeting that North Area Planning has just agreed two new developments in Bloxham, which are contrary to residents’ wishes. Hook Norton might expect something similar to happen in due course. Mrs MacLeod was also able to confirm that new staff have been appointed to the planning department and hopefully the backlog will start to ease shortly. As a result of the information about the Bloxham developments Cllr Millar proposed that a note be placed in the next Newsletter and this was agreed.

13. Report on County Council Matters

Cllr Jelf reported that there will be two by-elections in May as a result of long-term illness. Cllr Young expressed concern at the state of some of the roads around the village and Cllr Jelf explained that there is a £150m backlog in the county and there simply aren’t the funds to deal with all essential works. Cllr Young proposed that Cllr Jelf should bring his concerns to the attention of Highways and this was seconded by Cllr Hayward and passed unanimously.

14.Parking in the Village

The Chairman commented that, although this matter had been discussed in the past, he was moved to raise it again as the situation appears to be getting worse, with cars left indiscriminately leaving almost no room for vehicles to drive through in places. The matter will be highlighted in the next edition of the Newsletter.

15.Affordable Housing

The Chairman referred to the letter received from Clive Baynes, of CDC, via Tony Baldry MP after the clerk had written to express our concern at the way this matter is being handled. Cllr Jelf added that, as promised, he had arranged for Ralph Grant, the Area Engineer, to look at the particular exit on to The Bourne, which is the basis of CDC’s refusal to allow a development on the site we selected. He seemed sympathetic but his formal response is still awaited. It is acknowledged that visibility is impaired by the hedge on the corner and the clerk will write to the householder asking that it be cut back to the line of the wall. During discussion there was strong feeling that the wishes of the village are being ignored and that CDC is trying to railroad us into accepting their preferred sites. Cllr Jelf proposed that a letter should be sent to the Deputy Prime Minister with copies to the Banbury Guardian and District Cllr Ray Gasson, and this was seconded by Cllr Riley and passed unanimously. Cllr Millar proposed that an additional comment be added to the item on housing to be included in the next Newsletter and this was also agreed.

16.Cherwell Concessionary Fare Scheme

In the absence of Cllr Fry, who had raised this matter, the clerk read out a note from him informing the PC that the new scheme introduced by CDC only allows over-60s to travel free within the District. Other authorities in Oxfordshire have interpreted the guidelines more widely and people living in West Oxfordshire are able to travel anywhere within the county free. This has created an anomaly whereby those living in Chipping Norton can travel to HN for free while parishioners have to pay the full fare to go to CN. Cllr Jelf reported that he is personally taking up the matter with CDC and he is aware that Cllr Gasson is also on the case. Cllr Jelf expressed concern, however, that the introduction of free bus fares to Banbury would impact upon the viability of the fortnightly Shoppers’ bus and Cllr Fry will be asked to keep an eye on the numbers using the service and report back to the next meeting.

17. Correspondence

(i) OALC – March circular
(ii) South East Regional Assembly – South East Plan – this will be circulated to those wishing to read, any comments have to be submitted by 23 June
(iii) CDC – Cherwell Site Allocations – two letters on this issue together with one from –
(iv) Banbury Civic Society urging parishes not to ignore the implications of the correspondence. As the Civic Society have written to CDC with a number of suggested amendments it was agreed that this PC should write a letter supporting their response. Cllr Millar also proposed that we should write to CDC asking for their permission, as landowner, to include the site at The Bourne in the Site Plan. This was also agreed.
(v) Post Office – letter informing the PC that present post box is to be decommissioned with a new one being put in place outside the Post Office. Concern was expressed about the precise siting of the new box and the clerk will write seeking clarification.
(vi) Thames Valley Police – letter informing PC that Rosemary Dilsaver has been awarded a Certificate of Achievement for her high level of commitment and professionalism. Cllr Jelf proposed that the Chairman should write a personal letter on behalf of the PC congratulating her on the award and this was agreed.
(vii) CDC – Calendar of Meetings 2006/7
(viii) OCC –note informing the PC that there are some problems about public liability insurance and that existing arrangements will be rolled forward for one year.
(ix) Defra – Clean Neighbourhoods & Environment Act 2005 – reminder that new Act came into force on 6 April which allows PCs to issue fixed penalty notices for offences such as graffiti, littering and controlling dogs. It was agreed that HNPC does not wish to go down this route.
(x) OCC – March & April Circulars

18. Questions and Comments from Members of the Public

Mrs MacLeod wondered if the PC had been consulted or was responsible for the bus stop affixed to her wall and was assured that this had nothing to do with us. She was also assured that Mr Marshall still sweeps out the bus shelters on a regular basis.

19. Date and Time of Next Meeting

The next meeting, which is the Annual General Meeting, will take place on Thursday 11th May 2006 at 7.30pm, in the Memorial Hall.

There being no further business the Chairman everyone for attending and declared the public meeting closed at 9.08pm.