Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 12th APRIL 2007 AT 7.20pm, FOLLOWING THE ANNUAL PARISH MEETING
Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman], Clay, Hayward, Jelf, Millar, Riley, Swainbank and Walters,
together with Mr Porter [Parish Clerk] and six members of the public.

1.Apologies For Absence

were received from Cllrs Brotherston and Leader.

2. Chairman’s Announcements

Cllr Timms informed the meeting that Cllr Swainbank had decided not to seek re-election in May and he thanked her for her commitment during her time on the PC.

3. Minutes of previous meeting, 8th March 2007, and matters arising

It was proposed by Cllr Hayward, and seconded by Cllr Millar, that the minutes of the previous meeting be passed as a true and accurate record and this was approved unanimously.

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 thirteen new applications had been considered since the previous meeting, eleven of which had been relatively straightforward, and we had no objections. However objections were submitted in response to the retrospective application relating to Doolittle Cottage and that at 40 The Bourne which appears to be over-development of the site. There has been no further action relating to the LDF although a Development Plan has been settled for the Heyford base.

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

There were no comments on this occasion.

7. Report of Working Groups

Recreation Group – in the absence of Cllr Leader the clerk informed the meeting that he is optimistic that a 50% grant will be available for the fencing. He is also to arrange a meeting of the working group at the Play Area next week. The Chairman expressed concern that the condition of the wall is worsening and becoming dangerous and remedial action should be set in place as soon as possible after the meeting of the working group.
Environment & Open Spaces – Cllr Riley reported that, as agreed, a new litter-bin has been put up outside the Memorial Hall and liners have been installed in some of the other receptacles in the village. The bus shelters have been painted and he has held an informal meeting with John Blackham and Adam Curtis, of the Allotment Association, to discuss the possibility of further extending the number of plots. This will be discussed further and reported on at the May meeting. The grant for the planting at the cemetery has been approved and payment should be made direct to our bank account through the BACS system. Cllr Jelf commented that a resident had asked him if the PC could consider putting up two further dog bins in the village. He has asked for suggestions on where these should be sited and the matter will be further reviewed when we have this information, although emptying the bins already costs the PC over £1K per annum and there was a query as to whether further costs would be justified. The clerk also reported that he had received a note from OCC informing us that a resident has sought approval to erect bollards outside Scotland House, Round Close Road. Cllr Hayward was able to provide some background information to the request as the verge is being eroded by vehicles running over it. It was agreed that the working group will look at the problem. It was noted that stones are being removed from the Memorial Hall wall in Bells Lane. Nobody could recall which authority had built this but Cllr Riley was able to inform the meeting that it had been built by Dennis Mill and he will make enquiries of him. Cllr Jelf also commented that the granite sets around the triangle at the bottom of Bells Lane, agreed at the meeting in July 2006, have been placed wrongly with the result that several vehicles have suffered blown tyres. The clerk will contact Highways about this matter. Cllr Swainbank mentioned that the issue of heavy goods vehicles using unsuitable roads as rat runs is highlighted in the latest edition of the OCC magazine and PCs and parishioners are invited to call a dedicated telephone number to report problems. The clerk commented that he has already reported this matter to the appropriate authorities at OCC but he will also put the phone number in the next Parish newsletter and encourage people to use it.

8. Hook Norton War Memorial Hall

Cllr Jelf confirmed that Rodney Rose has now fully recovered and should be in a position to make a start on the extension in a couple of week’s time. There has been a further delay as CDC decided that the plans we had supplied were not sufficiently detailed but we were fortunate in being able to produce those used at the time of the toilet extension, which are being adapted. Cllr Brotherston has volunteered to project manage the extension.

9. Report of Finance Working Group

Cllr Clay provided councillors with up-dated schedules to 31 March, the end of the financial year, and commented that these show an excess of expenditure over income of £60757, largely due to the cost of the cemetery wall, and whilst the Bank showed a year end balance of £24K this is largely due to the loan of £20K. The PC had been prudent in recent years and had succeeded in building up reserves which have been seriously depleted this year and it is essential that a similar course be implemented to ensure that we can again create an acceptable level of reserves.

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 £5691.72 [[plus £30 for the book “Our Common Land” agreed at the previous meeting] for the PC and £221.09 for the Memorial Hall. It was proposed by Cllr Millar, seconded by Cllr Jelf, that the payments be made as per the schedules and this was approved unanimously.

11. Norman Matthews Community Hall

Cllr Walsham commented that the situation has not greatly changed with the hall not being used and the boiler having been switched off. However there has been some activity on potential re-letting although we have heard nothing more from the veterans group, which appeared a potential tenant. However we have received a letter from Patsy de Freitas, the Principal Librarian, offering £200 to be provided by the Friends of HN Library to defray running costs while further avenues are explored. However a more hopeful approach has come from St Peter’s Church, which does not have a hall. Representatives have looked at the NMCH and their response is encouraging and meetings are to take place shortly with the District Church Council and the PCC but they are optimistic they will obtain approval. They are aware of the interest of the library and may even be prepared to allow the partition to be moved in order to provide more space in the reading room. Cllr Walsham felt that the offer from the library was not acceptable although Cllr Walters confirmed that this was simply intended to try to buy some further time while other proposals were sought. It was agreed that we should respond to this to inform the Library of the negotiations with the church.

12. Report on District Council Matters

In the absence of District Cllr Gasson there was nothing to report on this occasion.

13. Report on County Council Matters

Cllr Jelf had nothing to report other than that Oxford City’s bid for Unitary status, which would have meant the demise of the county council, has been turned down by the government.

14. Correspondence

ORCC – Training Courses – details of courses on Introduction for Councillors and Clerks; Getting to Grips with Finance and How Local Councils Fit Into the Planning Scheme
CDC – Cherwell Countryside & Environment Forum – Batsford Estate, near Moreton in Marsh, 10 May.
CDC – Standards Committee – details of revised Code of Conduct which PCs should adopt at their May meetings.
DCA – Memorial Safety – warning against acting precipitously by dealing with memorials in an insensitive manner.
Postwatch – Post Office Closures – pressure group anxious that closures should be appropriate and managed properly.
OCC – Newsletter – March – OCC’s website now contains local pages via a clickable map or by entering the name of the village. Any suggestions for local links or photos for inclusion to robin.potter@oxfordshire.gov.uk. Details of teams dedicated to improving safety throughout the county and dealing with crime - the Cherwell number is 01295 252535.
CDC – Result of Uncontested Election – notification that only ten nominations have been received for the eleven vacancies and that Cllrs Brotherston, Clay, Hayward, Jelf, Leader, Millar, Riley, Timms, Walsham and Walters have been elected without opposition. There is a vacancy and this will be advertised after 3 May. Cllr Hayward expressed the view that very little time had been given for the public to be aware that an election was to take place and submit an application. It was pointed out that details had appeared in the April Newsletter but it was felt that perhaps we should aim to give more notice on the next occasion.

15. Questions and Comments from Members of the Public

Barbara Hicks commented that a banner requesting people to become blood donors has been on display near the Pear Tree for a considerable period and it was agreed that Mr Marshall will be asked to take this down. Christopher Barry expressed concern at the state of the wall by the Baptist Church and was assured that this is the responsibility of the church which is aware of the problem. He also commented on how well the village had looked after the recent litter pick but that the area at the front of the Hall has become a mess again. The guides and brownies were thanked for their efforts in tidying the village and the clerk informed the meeting that he has obtained a litter-picker for the cleaner and attempts will be made to keep on top of this problem. It was also noted that the grass is already looking untidy in the cemetery and the clerk will contact Bob Bickley to find out when he hopes to start work for the year. Comment was made that the footpath in front of the hall can be extremely treacherous in the autumn as a result of fallen leaves and the clerk will contact CDC to inform them of the problem. It was also noted that the warning reflectors on the bend in Bourne Lane have disappeared and Cllr Jelf will contact Highways about this.

Date and Time of Next Meeting

Thursday 10th May 2007in the Memorial Hall being the Annual General Meeting.

There being no further business and this being his last as Chairman Cllr Timms thanked everyone for attending and for their support and declared the meeting closed at 8.10pm.