Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL
ON THURSDAY 10th APRIL 2008 AT 7.30pm

Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman], Bartlett, Brotherston, Clay, Hayward, Jelf, Leader, Millar and Riley together with Mr Porter [Parish Clerk] and six members of the public.

1. Apologies For Absence

were received from District Cllr Victoria Irvine.

2.Chairmans Announcements

The Chairman announced that he would be holding a Chairmans meeting on 21 April and asked those attending to consider how the working groups are presently structured and whether some changes are appropriate.

3. Minutes of previous meeting, 13th March 2008, and matters arising

It was proposed by Cllr Jelf, and seconded by Cllr Hayward, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed 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 we have received only four applications since the previous meeting and there had been no objections to any of these. Cllr Riley enquired whether we had heard anything further about the application by the Football Club, to allow the floodlights to be switched on 45 minutes before kick-off, and the clerk confirmed that a decision is still awaited. Cllr Walsham also reported that Noralle Ltd is still seeking to build a house within the curtilage of The Retreat, despite its previous application having been turned down by CDC, and a notice was posted in last weeks Banbury Guardian asking anyone with an interest to the right of way over the existing access to contact CDC within 21 days. We had objected to the previous application and will monitor developments. It was also noted that a tree had been heavily pruned there, possibly to facilitate access, and Cllr Jelf expressed the view that this had been done by OCC Highways, but he will make enquiries. Cllr Millar mentioned that a number of trees have been felled without authority in Bells Lane, almost opposite his house, and OCC has written to the person responsible insisting that replacements be planted.

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 Leader has yet to meet with Dennis Mill regarding the repair to the wall in Watery Lane. However Cllr Walsham was able to inform the PC that he had met with another ground worker who is to look at the damage in the Recreation Area and he will also examine the problem in Watery Lane and look at the wall further down the lane which is bulging due to tree roots. Otherwise Mr Marshall is keeping on top of any small repairs. The Chairman commented that the manhole in the park had overflowed again last week and while the Clerk was able to get somebody out to clear the pipe this does remain a problem and it is also of concern that the surround seems to be breaking up and may require attention.
(b)Environment & Open Spaces Cllr Brotherston reported that he looked at the litter-bins in the village after the last collection and all seemed to have emptied as required. The bin at Beanacre has been removed from its post but it has been recovered and Mr Marshall will relocate it. The Clerk had reported some branches and twigs down in the cemetery and Cllr Brotherston had been able to co-opt some willing helpers to tidy up. Unfortunately he has not yet had an opportunity to look at the strip of land which Mr Irvine had offered for allotments but he will do so as soon as possible. The Clerk informed the meeting that he has had an approach from Adam Curtis about the possibility of acquiring land for more allotments and, after discussion, it was agreed that this should be considered. The Chairman then referred to an incident which had occurred earlier in the day at the cemetery when one of Mr Bickleys employees had damaged a memorial. It seems that a smaller mower is being used and they are trying to cut between graves and causing some damage as a consequence. Mr Kimberely, who attended the meeting, had contacted the clerk earlier in the day about the incident and, from the floor, stated that he considered the mower being used wholly inappropriate. Cllr Riley will contact Mr Bickley and arrange for a meeting in the cemetery to remind him of the arrangements and ensure that we have no repeat of the incident. Concern was also expressed about the bottle banks which have been full for several days causing people to leave boxes of bottles on site, despite the notices asking them not to do so. In the past CDC have had contractors on site to empty the bottle banks within 24 hours of being told they were full but there now appears to be several days slippage in reaction time and the Clerk will write formally to CDC to express our concern and also ask Victoria Irvine to take up this matter on our behalf. Another area for concern is the number of vehicles being parked in Mobbs Lane which look like an accident waiting to happen. The Clerk will report the problem to PC Morris and ask him to attend the next PC meeting to hear our concerns about careless and illegal parking.

8. Hook Norton War Memorial Hall

Cllr Walsham referred to the leakage of water in the kitchen and confirmed that a quote for remedial work has been obtained and the Clerk has written to Mr Rose asking that he action the necessary repair, failing which we will instruct our own contractor and invoice him for the cost. He has been given until 18 April to respond. The Fire Protection Officer has visited and while he commented on 2/3 items none are mandatory, although they will be considered for action at the next meeting of the working group. He has also agreed with the Brownies that they are to have two plots within the grounds, one in the front to grow flowers, and another to the rear for vegetables, to be cultivated for their gardening proficiency badges.

9. Report of Finance Working Group

Cllr Clay presented his final report to the PC by presenting the Accounts for the year ended 31 March 2008 and commented that we have coped over the past year despite the need for the loan for the cemetery wall taken out in the previous financial year, and we were about on budget. This years Precept should help restore our reserves. Cllr Clay informed the meeting that he had thoroughly enjoyed his time on the PC and was sorry to leave and as his final contribution he proposed acceptance of the annual accounts. This was seconded by Cllr Riley 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 1614.51 for the PC and 218.70 for the Memorial Hall. Cllr Clay moved acceptance of the payments detailed and this was seconded by Cllr Riley and passed unanimously.

11. Norman Matthews Community Hall

Cllr Jelf informed the meeting that finally progress has been made with a draft new fifteen-year lease having been sent to our solicitors by OCC earlier in the week. This will be considered and discussed at the Chairmans meeting.

12. Report on District Council Matters

In the absence of District Cllr Irvine there was no formal report on this occasion although she had provided a full report for the Annual Parish Meeting held earlier in the evening.

13. Report on County Council Matters

Cllr Jelf had nothing further to add to his comments at the Annual Parish Meeting.

14. Dates of Future Meetings

The Clerk told the meeting that he has received a request from Hooky Players to use the Hall on Thursday evenings and, as we try to accommodate the Players in order to maximise revenue for the hall, this does create problems with PC meetings also held on Thursdays. There was therefore a discussion on whether the PC should change the days of meetings or change the venue. Cllr Jelf expressed the view that the PC should meet in the Memorial Hall and this was the general consensus. To move the days of meetings would also be difficult with councillors having other commitments and the hall being used on other evenings in the week. It was agreed that the matter should be discussed with Brian Rider, of the Players, at the next Memorial Hall meeting and the Clerk will report back to the May PC meeting.

15. Correspondence

Cherwell District Council:
(i) Calendar of meetings 2008/9 including two Parish Liaison meetings to be held on 18 June and 12 November;
(ii) Recycling at Events CDC has invested in Events recycling bins which can be hired free of charge;
(iii) Legal Services reminder that CDCs Legal Service Unit can assist PCs;
(iv) Standards Committee Meeting 2 April;
Oxfordshire County Council:
(i) Flu Pandemic Volunteering and Good Neighbourliness seminar to be held at Stratfield Brake on 30th April;
Other:
(i) OALC/ORCC Standing Orders and Chairmanship current guidelines being updated;
(ii) Leader of OCC PO closures; changes in Planning Law; Primary School review; school attainment;
(iii) West Oxfordshire County Council Core Strategy Issues and Options and Site Allocations Issues and Options on website and in Chipping Norton library;
(iv) SE Regional Housing Board Strategy 2008-11 booklet;
(v) Warwickshire County Council closure of Traitors Ford Road for approximately five days sometime between 21 April and 31 May for resurfacing;
(vi) Sacha Barnes Associates landscape consultants and arboriculturalists.

16. Questions and Comments from Members of the Public

Christopher Barry commented on the proposal that North and South Area Planning Committees may merge into a single committee to cover the whole Cherwell District [16(i) above] and felt this should be discouraged as he could not see that it would in any way help the decision making process. Cllr Jelf concurred and proposed that the Clerk should write to CDC expressing this view. This was seconded by Cllr Walsham and passed unanimously. Dorcas Wedmore commented that facilities to recycle tetra paks seems to have disappeared from the tip at Alkerton and the Clerk confirmed that he had noticed this and will make enquiries.

17. Date and Time of Next Meeting

Thursday 8th May 2008 [the Annual General Meeting] at 7.30pm in the Norman Matthews Community Hall.

The Chairman reminded councillors that the next meeting is the AGM and asked that any nominations for offices be submitted to the clerk at the same time as any agenda items. He also reminded councillors that there was a brief confidential matter to discuss and thanked members of the public for attending before formally closing the meeting at 8.30pm.