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 AUGUST 2004 AT 7.40pm

(FOLLOWING PRESENTATION BY JAMES ALCOCK OF ORCC AND ROBERT BROWN OF CDC ON AFFORDABLE HOUSING)

Present: Councillors: Williams [Chairman], Clay, Fry, Jelf, Terry, Timms, Walsham and Young, Mr Porter [Parish Clerk] and four members of the public.

1 Apologies For Absence

Were received from Cllrs Jem Hayward and Peter Millar [holiday].

2 Chairman’s Announcements

The Chairman reminded councillors that the clerk will be on holiday from 4 – 28 September and planning matters will be sent to him in Mr Porter’s absence. He will also be the contact point for funeral directors during that period. Best wishes were sent to former councillor Christopher Barry who has not been well recently. Despite articles appearing in the Banbury Guardian and the Hook Norton Newsletter nobody has yet volunteered for the vacancy on the Parish Council.

3 Minutes of previous meeting, 8th July 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. The Chairman referred to correspondence received from both Mr Twittey and Sarah Aldous, the Footpaths Officer, regarding the post and rail fence erected at HN Manor. Whilst it was felt that there was nothing more that the PC could do about the fence Cllr Jelf expressed disappointment that it had not been referred to the council by the Footpaths Officer when proposals were first mooted and it was agreed that he should take up this matter with OCC.

4 Declarations of Interest

Cllr Walsham informed the meeting that he would absent himself during the discussion on Queen Street [Item 14] and Cllr Fry similarly announced that he would leave during the discussion on Ironstone Hollow [Item 18].

5 Report by Planning Co-ordinator on planning applications received

In the absence of Cllr Millar Cllr Timms briefly referred to the planning schedule which accompanied the agenda and reported that two meetings had been held during the month. There had been no objections raised although comment had been made about the height of the shed sought in application 04/01364/F. The second meeting had been called at short notice, as one of applications had been an amendment [04/00620/F], and only four councillors had been able to attend. As such Cllr Timms sought formal approval from the meeting on the decisions reached to make no objections and this was proposed by Cllr Williams, seconded by Cllr Fry, and passed unanimously. Cllr Timms also referred to a new application received that morning for retrospective approval for a new fish stock pond at Swerbrook Farm, Wigginton. It was noted that this does not obstruct the right of way and, as such, there were no objections. The Chairman mentioned three issues on which there has been further correspondence, the first relating to an application to fell two trees at Lincoln’s Inn, East End. When responding to the application we had stated that a tree surgeon’s report would have been welcome, reporting on the state of the trees. The Area Planning Officer (North) had responded that this was a delegated matter and it had been felt that the contribution and appearance of these particular trees is limited within the Conservation Area. CDC have refused a Lawful Development Certificate for an application for a loft conversion at Cedar House, The Old Wood Yard [04/01369/CLUP] and Shona King has responded regarding to the new detached dwelling to be built south of Birch Tree House, Mobbs Lane, to advise that Highways have approved the new access.
(i) Planning Consent for BT advert on telephone kiosk The clerk informed the meeting that Christopher Barry had queried whether the BT advert on the kiosk outside the Memorial Hall required planning permission. Mr Porter had raised the matter with CDC who had sent an officer to look at the advert and reported back that planning permission is needed. CDC has contacted BT informing them but at this stage it is not known whether consent will be given.
(ii) Planning Meetings Cllr Timms referred to the second planning meeting held during the past month and asked that, where a meeting had to be called at short notice, provided there was a quorum [minimum of four councillors] a decision reached by those attending should be binding on the PC. Mr Porter explained that when amended applications are received there are only ten days from the date of the letter to submit any objections and if the letter is delayed over a weekend, for example, this can leave the PC with only 6/7 days in which to act. Concern was expressed about the short period allowed and District Cllr Gasson explained that the planners do have to work on tight turnaround and would be criticised if a more lengthy period was allowed. It was agreed that the motion should be amended to read that a minimum of seven days notice has to be given to call normal planning meetings but where there is an urgent matter, such as an amendment, this can be reduced to three, and the decision reached by those attending [minimum four] will be binding. This was proposed by Cllr Timms, seconded by Cllr Jelf and passed unanimously.

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

Mr Marshall pointed out that the BT advert had been placed on the kiosk on the same day that BT saw fit to remove the public telephone in Southrop Road.

7 Report of Committees

Recreation Committee – Cllr Young reported that, as is to be expected, the Area is being extensively used during the summer holidays but it remains essentially in good condition. He informed the meeting that the RoSPA inspection had taken place earlier in the day and it is understood that the report will be quite favourable. The bark is still to be delivered, as it was too wet earlier in the month. The clerk had made enquiries regarding a possible grant to the Sports and Social Club if it would agree to the over 12s having use of the Multi-Use Games Area when teams are not training there. The response was favourable and the SSC is delighted with the offer, but needs to check insurance to ensure that non-members can make use of the facility. Cllr Timms pointed out that we were told that the facility would be generally available at the public meeting over a year ago. Following the earlier presentation on Affordable Housing Cllr Jelf is to discuss with the County solicitor the proposal agreed at the last meeting to utilise the unused area running alongside Watery Lane for this purpose.
Environment and Open Spaces Committee – In the absence of Cllr Hayward there was nothing to report,

8 Hook Norton War Memorial Hall

Cllr Fry reported that the piano had been disposed of in accordance with the article in the Newsletter. The August edition of the Village Halls Newsletter has just arrived from ORCC from which it appears that the Licensing Act will not come into effect until November 2005, although Halls will have to submit applications for new Premises Licences, if appropriate, during the six months from February 2005. This may have an impact as the Film Club serves wine with their meals. New lights have been fitted in the Hall in the past month. Cllr Fry also had to report that the noticeboard had been vandalised at some time on the previous Saturday evening. Remedial action has been taken to protect the noticeboard and new hinges will be fitted and the acrylic replaced shortly by Mr Marshall.

9 Report of Finance Committee

Cllr Clay reported that it had not been necessary to hold a meeting during the month and, at this stage, there are still no unexpected problems with cash flow. Cllr Clay also referred to ongoing correspondence with the Inland Revenue who, at one point, had threatened to sue us for an underpayment of tax. Having written a detailed letter in October 2003 nothing further had been heard until early July when the Revenue resurrected the matter. The clerk had written a strong reply and we have now received confirmation from IR that they will not be taking the matter any further. It was generally felt that an apology would have been appropriate. The internal audit has now been completed and the clerk was asked to read out the Statement of Assurance which was approved unanimously.

10 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments for authorisation and reported that he had one other item for approval being the annual subscription of £60 to OPFA, which had not been included as payment does not fall due until October. Cllr Jelf enquired whether membership was worthwhile and both Cllrs Williams and Timms pointed out the benefits received from membership. On this basis Cllr Williams proposed acceptance of the payments detailed and this was seconded by Cllr Timms and passed unanimously.

11 Norman Matthews Community Hall

Cllr Clay reported that a meeting had been held on 27 July with representatives of the PC, the Friends of the Library, the Out of School Club and OCC. Previously he and Cllr Jelf had assessed the area utilised by each of the users and the times of use and it was agreed that these would be the basis of apportioning costs. There is an annual rent payable to OCC of £100 it was agreed that the PC would meet this on the basis that the Hall would be available to it when needed. Casual bookings will be made through the PC [Cllrs Williams or Jelf], which will also pay invoices initially. Copies will then be supplied to the users, who will refund proportionately. Unfortunately the users are currently only the Library and the Out of School Club as the future of the Youth Club is not known at present.

12 Report on District Council Matters

Cllr Gasson had nothing new to report on this occasion.

13 Report on County Council Matters

Cllr Jelf also had nothing new to report on this occasion.

14 Queen Street

Cllr Walsham left the meeting, having declared an interest and Cllr Fry took the chair for this matter, as he had been the PC’s representative at meetings with the residents. Cllr Fry referred to his notes of a meeting with residents on 12 July and a subsequent letter from Mrs Wisniewski containing proposals for dealing with the problems. Cllr Young stated that progress might be difficult as the residents themselves now appeared divided on the issue. At this point Cllr Fry obtained approval from the PC to allow Mr Wisniewski to comment on this. Mr Wisniewski stated that, although four people are opposed to the proposals, the other ten residents are firmly of the belief that there is a safety issue, which needs to be addressed. Cllr Clay expressed the view that, if there was a proposal to close Queen Street, this is a matter which should be decided by the whole village and not just the residents. Cllr Jelf stated that Colin Carritt, the Area Engineer, had visited but unfortunately his report is still awaited. After some discussion the proposal to close Queen Street was unanimously rejected but it was felt that a positive weight restriction should be placed on vehicles using the road and a 15mph speed limit should also be sought. Cllr Timms proposed that a site meeting should be arranged with Colin Carritt when the PC would put forward proposals for a weight restriction and lower speed limit. This was approved. On the issue of the junction of Mobbs Lane, Bourne Lane and Queen Street the residents proposed the introduction of a mini roundabout but it was felt that there is insufficient space. Cllr Jelf proposed that the right of way be changed to allow traffic to operate from Queen Street into Mobbs Lane with a stop sign at the end of Bourne Lane. This was seconded by Cllr Young but defeated by 4 votes to 2 with one abstention. Cllr Clay made a counter proposal that the right of way be Bourne Lane into Queen Street, with a stop sign at the top of Mobbs Lane. This was seconded by Cllr Fry but again defeated by 4 votes to 2 with one abstention. Given the division on the issue it was felt appropriate to await Mr Carritt’s recommendations and push for an early site meeting with him to have new safety measures implemented as soon as possible.

15 Hedges and Trees encroaching on footpaths

Cllr Timms stated that this year there appears to be a high incidence of hedges and bushes overgrowing pavements and causing inconvenience to pedestrians. The clerk informed the meeting that problems on public footpaths should be reported to OCC Footpaths Officer but trees and bushes spreading from gardens are the responsibility of the householder and they should be asked to prune back wherever appropriate. Cllr Timms proposed that the matter should be referred to the E & OS committee to provide details of properties where action is required. This was approved. The clerk stated that a personal approach to the householder is the preferred approach where possible.

16 Safety of Memorials in Cemeteries

The clerk referred to correspondence from CDC about the potential dangers of damaged memorial stones. It is understood that the graveyard remains the responsibility of the church authorities but the PC is accountable for the cemetery, although grave owners, where known, still have individual responsibility. Cllr Jelf proposed that this matter be referred to the E & OS committee and this was approved unanimously.

17 Thames Valley Police – Proposal to change beat area

Cllr Williams reported that it is proposed to change the beat area from Chipping Norton to Deddington. Having received good service from the Chipping Norton station he is totally opposed to this change although it is understood that the decision has been made but is unlikely to be implemented until October/November. There was general concern that the PC had not been consulted about this change and Cllr Jelf proposed that the chairman should write to the Chief Constable expressing this view. Parishioners should also be encouraged to write to express their concern.

18 Sale of land to rear of 14-17 Ironstone Hollow

Cllr Fry left the meeting having declared an interest. The Chairman referred to a letter from Jonathan Thompson re-submitting their earlier offer of £25,000 to purchase the land. Cllr Young voiced concern at selling at this price, which was less than one of the valuations. Cllr Walsham stated that he had made a point of looking at the land and he believed that if it was not sold it would provide significant maintenance costs for the PC in the future. The clerk also added that the land is only worth what somebody will pay for it and the only potential purchasers are the residents. Cllr Jelf then proposed that the offer be accepted with the proviso that the PC can be assured that the legal requirements have been properly complied with and on the basis that the residents pay the PC’s legal costs and for new fencing and gate. This proposal was seconded by Cllr Timms and passed by 6 votes with one abstention.

At this point, knowing that Cllr Gasson had to leave shortly, Cllr Jelf proposed that Item 19, correspondence, be deferred to the next meeting. This was agreed.

20 Questions and Comments from Members of the Public

Comment had been passed during the meeting on the overgrown hedge at the corner of Mobbs Lane/Bourne Lane and it was pointed out that a lot of the vegetation is in the road. This will be taken up with Highways. On the issue of the Bourne Lane/Mobbs Lane/Queen Street junction Mr Wisniewski pointed out that there is a mini roundabout in Burford at what appears to be a smaller site. This will be discussed with Mr Carritt at the site meeting. Cllr Clay also reported that he had been asked to point out that it is no longer possible to access the new Post Office by invalid carriage as a new kerb has been built in. Referring to Mobbs Lane Cllr Jelf reported that Mr Carritt has promised to have the footpath re-laid within the next eight weeks.

21 Date and Time of Next Meeting

Thursday 14th October 2004 at 7.30pm.

There being no further business the Chairman everyone for attending and declared the public meeting closed at 9.34pm and the council then proceeded to consider confidential matters.