Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL
HALL ON THURSDAY 1st APRIL 2004 AT 7.33pm FOLLOWING THE ANNUAL PARISH MEETING

Present: Councillors: Williams [Chairman], Clay, Fry, Hayward, Terry, Timms, Walsham, Withey and Young, District Councillor Gasson, Mr Porter [Parish Clerk] and seventeen members of the public.

1 Apologies For Absence

Were received from Ray Jelf [County Councillor], who had another meeting to attend in Oxford and Peter Millar who was away on business.

2 Chairman’s Announcements

The Chairman welcomed the number of parishioners who attended

3 Minutes of previous meeting, 4th March 2004, and matters arising

The minutes of the previous meeting were agreed as a true and accurate record, proposed by Cllr Fry, seconded by Cllr Timms, and passed unanimously. Cllr Fry referred to item 16(e) in the Minutes and reported that it appears that nobody from Hook Norton makes use of the early bus into Banbury. A decision will be made on the future of the service on 15th April. There were no other matters arising not covered elsewhere on the Agenda.

4 Declarations of Interest

Cllr Fry had informed the meeting that he would absent himself during the discussion on the Ironstone Hollow land sale [Item 14] and Cllrs Williams and Walsham declared an interest in the new Post Office development in Queen Street [Item 15].

5 Report by Planning Co-ordinator on planning applications received

In the absence of Cllr Millar the Chairman reported that there were only four new applications to consider, those shown on the Planning Schedule and a new one for the Baptist Church. The clerk reported that he had received only one decision, that of Mr Stewart at Scotland End Cottage, during the past four weeks. Cllr Gasson informed the meeting that the Berryfield Farm application had been dealt with at the last meeting of CDC Planning Committee and had been passed on a majority vote. The Chairman reported that the application by Mr Matthews to erect a Waste Transfer building at Ferris Hill Farm will be heard by the Planning Committee at OCC on 5th April.

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

There were no comments from those members of the public present.

7 Report of Committees

Recreation Committee – Cllr Young referred to the minutes of the committee meeting held on 23rd March, which had been circulated. Key points are the concern about parking of Play Group parents on the grass, restricting the turning circle; additional bark to be ordered in the new financial year; Cllr Withey is researching grant availability for total/partial replacement of equipment or creation of a new site; we will revert to using RoSPA for the safety inspection in the summer. Concerns have been expressed about footballs going in to one garden. A difficulty is that we are attempting to cater for children of all ages and there is no area really suitable for the older children to play football. Cllr Young has discussed with the Sports & Social Club and hopefully the Multi-Use Games Area will be available to all children when not booked. Cllr Young also referred to a letter received from the Year 6 School Councillors at the Primary School, which commented on the condition of the Play Area. Cllr Young made it clear that the committee is very satisfied with the work of the Recreation Warden. The Chairman reported that he will be taking up the matter with the Headteacher. The letter referred to a presentation by Mr Buchanan and as he was among the parishioners present the Chairman enquired whether he could be allowed to comment at this juncture. This was put to the PC and on a majority vote Mr Buchanan was allowed to explain that he had been asked to make a presentation at assembly and then talked to the Year 6 children. His intention was to encourage the children to be responsible citizens and his focus was on the litter in the verges outside the village. Knowing Mr Marshall he is satisfied that, while there had been a problem in the Play Area for a brief period, it is now well maintained. The children are to be encouraged to participate in the annual Litter Pick on Sunday 18th April and the School Secretary will publicise the event in the weekly Newsletter. The report was accepted unanimously.
Environment and Open Spaces Committee - Cllr Hayward reported that there had not been a committee meeting during the month but it had been established that the path at Ironstone Hollow is the responsibility of the PC and quotes are being obtained. The plank missing from the bridge at Bridge Hill has now been replaced. Enquiries had been made of CDC to see if their Tree Officer could help with an audit of the trees in the Parish. He has been unable to assist but the clerk had recently established the name of a firm in Banbury who should be able to provide the service. Cllr Clay commented that trees have long been a problem for the PC and such an initiative is to be welcomed. Cllr Hayward also reported that a letter had been received from the Allotment Association reminding the PC of the number of people on the waiting list and also expressing concern at the recent notification of a rent increase in October. Cllr Hayward had researched this and discovered that rents in Hook Norton are significantly lower than the national average and the rent in part reflected the installation of a water tank last year. There is a facility in some parishes to reduce rents for people on benefit and Cllr Timms suggested that this should be referred to the next committee meeting. The possibility of extending the allotment area to provide extra plots will be investigated. A notice will be placed on the noticeboards to advertise the date and time of the Litter Pick. The report was accepted unanimously.

8 Hook Norton War Memorial Hall

Cllr Fry reported that the committee had not convened since the previous PC meeting but he had met with the clerk and the caretaker to prepare a Risk Assessment and draw up new Fire Notices. These matters will be discussed with the regular Hall users who have been invited to a meeting on 28th April and Cllr Fry extended this invitation to include all members of the PC. The issue of the new licensing laws had been raised at the previous meeting and Cllr Fry reported that we have still not received further guidance from CDC. However ORCC are to run a meeting at Mollington on 11th May which both he and the clerk, and hopefully Cllr Jelf, will attend, when the issue of the licensing laws will be covered together with guidance on preparing a Risk Assessment. Cllr Young enquired about the electric meter and Cllr Fry reported that this had been opened and £27 banked. A new lock has been installed and the clerk has the keys. We have no knowledge of when it was last emptied.

9 Report of Finance Committee

Cllr Clay reported that it had not been necessary to hold a meeting during the month but the figures have been finalised as far as possible although interest to the end of the quarter will not been known until he receives the bank statements and can also carry out a reconciliation. The excess of income over expenditure amounts to £5468 but, whilst a stage payment has been made, there is still a further £3500 to pay for the repairs to the cemetery wall and an estimated £1500 to fell the trees in the burial ground. As reported at the previous meeting after allowance is made for these the excess of income over expenditure will be nearer £1000.

10 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments and stated that some items had been paid prior to the meeting in order to include them in the previous financial year. Cllr Timms proposed acceptance of the payments detailed. This was seconded by Cllr Walsham and passed unanimously.

11 Norman Matthews Community Hall

In the absence of Cllr Jelf Cllr Clay reported that it had been hoped that work would have commenced on the partition but it is now on hold as the joiner is recovering from a back operation.
12 Report on District Council Matters

Cllr Gasson had nothing to add to the report given at the Annual Parish Meeting.

13 Report on County Council Matters

In the absence of Cllr Jelf there was nothing to add to the report he had provided for the APM.

14 Ironstone Hollow Landscape Barrier

Cllr Fry withdrew from the meeting. Mr Porter reported that he had written to the residents as instructed at the previous meeting and referred to a letter in reply dated 25th March from Mr Everitt rejecting the offer and proposing that they instead acquire a smaller area for £25,000. Cllr Hayward felt that the point had been made to the residents that the PC was not prepared to sell a smaller area. Cllr Timms questioned what the PC would do if the land was retained and, in particular, how much would it cost to maintain? After discussion during which Cllr Hayward reminded the PC that work had been carried out on some of the trees last year and that there is no immediate need for further maintenance, it was proposed that we inform the residents that our last offer was final. Cllr Timms expressed concern that the land would not be sold and asked for a cost analysis for ongoing maintenance at the next parish council meeting. The clerk felt this would be a little difficult to achieve but this would be included in the tree audit to be completed as soon as possible. The clerk will reply to Mr Everitt.

15 New Post Office development, Queen Street

The Chairman and Cllr Walsham declared an interest and left the meeting, Cllr Fry taking over the chair. He informed parishioners no councillor was allowed to participate in a debate in which he could be said to have a personal interest. Cllr Fry stated that he was aware that this item was the one in which most of the parishioners present had an interest and, while it is usual to take comments at the end, he proposed taking item 17 first to allow them to express their concerns on this issue only. He then read a letter which had just been received from Tom and Isita Pickering regretting the inconvenience caused to residents by the development and stating that they had always tried to deal with complaints and hoping that their worst fear will not be realised once the work is completed. Mr Wisniewski, as spokesman for the residents, stated that they do not believe the problem will go away with the contractors, as the number of vehicles parked near the site will continue to be high causing a real hazard. The residents had come to the meeting not expecting the PC to be able to deal with their concerns but to obtain guidance on dealing with their concerns. It was felt that answers from OCC were inaccurate or inconsistent and that the safety of parishioners should be paramount. Cllr Gasson stated that CDC had approved the development but traffic matters were on approval from OCC Highways Department. Enforcement of the planning guidelines is for CDC initially and he will pass on any concerns mentioned. After discussion it was agreed that the residents will write to CDC expressing their concerns and the PC will also write to add their support. Once the development has been completed residents will monitor both traffic and parking levels and the clerk will arrange for the Speed Indicator Device to visit to monitor speeding traffic. It was agreed that Mr and Mrs Pickering will be invited to join a Working Party of residents and Parish Councillors to be set up as necessary to discuss ongoing problems and safety issues.

16 Correspondence

(a) Letter from Brian Kimberley expressing concern about a helicopter over-flying the village. Whilst most councillors were unaware of the problem it was agreed that any helicopters should avoid flying over residential homes as far as possible and the clerk will write.
(b) OCC – Audit of Day and Community Services for Older People. Information on appropriate groups to be provided to the clerk who will collate and submit a return.
(c) Environment Agency – Additions to Main River Network. To include Hook Norton Brook.
(d) Government Office for South East – glossy brochures produced re Proposed Changes to the Draft Regional Transport Strategy. Brochure can be obtained from clerk
(e) CDC – calendar of meetings for next 20 months.
(f) CDC – Cherwell Environment Forum on Renewable Energy to be held on 28th April at 7pm at Bodicote House. Parishioners welcome to attend, further details on noticeboards.
(g) Oxfordshire Community Partnership – invitation to attend Forum to be held at Kassam Stadium in Oxford on Thursday 13th May.
(h) CDC – District Wide Housing Needs Survey. Being conducted by Fordham Research and residents may be approached to assist.
17 Questions and Comments from Members of the Public

Mr Barry expressed delight that the PC had elected not to sell the land at Ironstone Hollow other than on the terms set out in the March minutes. Another parishioner stated that most of the litterbins were not being emptied by the refuse collectors who disagreed over whose responsibility it is. The clerk will write to CDC asking them to ensure that bins are emptied. Cllr Walsham expressed the view that the bins are inadequate to hold a fortnight’s rubbish. It was agreed that they would be monitored and if this proves to be the case consideration will have to be given to acquiring some larger bins. The clerk was also asked to report to CDC that the refuse lorries are going the wrong way down Queen Street.

18 Date and Time of Next Meeting [Annual General Meeting]

Thursday 6th May 2004 at 7.30pm.

There being no further business the Chairman all the parishioners for attending and declared the meeting closed at 9.14pm.