Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 11th AUGUST 2005 AT 7.30pm
Present: Councillors: Timms [Chairman], Fry [Vice-Chairman], Clay, Jelf, Swainbank, Walsham and Williams, District Councillor Gasson, Mr Porter [Parish Clerk] and 7 members of the public. Cllr Millar was unavoidably delayed but arrived during discussion on Item 12.

1. Apologies For Absence

Were received from Cllrs Hayward and Young.

2.Co-option of New Parish Councillor

Melvyn Riley, having been co-opted at the previous meeting, signed the Declaration of Acceptance of Office and immediately joined the meeting.

3.Chairman’s Announcements

The Chairman informed the meeting that he had received a letter of resignation from Cllr Williams who is finding pressure of work, combined with his various local activities, taking too much of his time at present to enable him to give full attention to PC matters. The Chairman thanked Cllr Williams for his significant contribution in recent years, particularly when in the chair, and stated that he would be sorely missed. Cllr Williams explained that there has been a significant increase in work pressures in recent months, initially leading to his decision to stand down as Chairman, but these are only increasing and he felt that it would not be fair to the electors to continue if he could not give 100%. He thanked his fellow councillors for all their support, particularly during his years as Chairman.

4. Minutes of previous meeting, 7th July 2005, and matters arising

It was proposed by Cllr Fry, and seconded by Cllr Williams, that the minutes of the previous meeting be passed as a true and accurate record and this was agreed unanimously. The Chairman then referred to minutes of the meeting held at the School under the Better Ways to School Programme, on which Cllr Williams had reported at the July meeting [item 15], and which had only just come to hand. It was pointed out that the Road Safety Officer had recommended that the 30 mph sign be moved to its present position only 3/4 years ago and now it is proposed to move it back to its old site beyond the village. After discussion it was felt that councillors needed more time to consider the implications of these minutes and the Chairman proposed that it be placed on the agenda for the next meeting. This was agreed.

5. Declarations of Interest

Cllr Fry said that he would absent himself during Item 16 [Ironstone Hollow] but the clerk informed him that this would not be necessary. Cllr Williams stated that he would leave during the discussion on Affordable Housing [Item 15].

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

Cllr Walsham reported that there had been two planning meetings during the month on 7 and 29 July. The details are as set out on the attached schedule. The PC had objected to the application by Mr and Mrs Townsend relating to the extension to Orchard Barn, High Street, as it was felt to be out of keeping with the local environment and that removal of trees on the site was unnecessary. However this has been approved by CDC and Mike Buxton has written to the clerk explaining their reasons. One application approved, that relating to the conservatory to the rear of 20 Orchard Road, had not been discussed by the PC as we have never been sent the plans. However, from information subsequently supplied by CDC, they would have been unlikely to have met with an objection. As yet we have had no comment from CDC relating to the felling of the oak tree on the land adjacent to the Old Engine House.
(a)to consider the appointment of a Deputy Planning Co-ordinator

The Chairman wondered if it would be sensible to appoint a deputy to deal with matters in Cllr Walsham’s absence. However Cllr Jelf suggested that perhaps the Chairman himself could stand in whenever necessary. Cllr Timms indicated that he would be happy to do so.

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

There were no comments from the public present on this occasion.

8. Report of Working Groups

(a)Recreation Group – in the absence of Cllr Young Cllr Walsham reported that the group had met on 28 July and re-considered the Recreation Warden’s job description, but had decided this remains satisfactory. It had come to the attention of the group that South Newington had recently managed to obtain grants of 100% for replacement of play equipment and it is felt that a re-evaluation of our equipment should take place as it has been on site for many years and a plan of replacement is to be drawn up. Cllr Jelf clarified for the meeting that the grants obtained by South Newington had come from several sources. The working group is also looking at providing areas for young teenagers, possibly to play five-a-side football, or provision of a fitness area, and three potential sites are being considered. Quotes are being obtained for the aerial runway and for painting the basketball hoops. A quote is also to be obtained to repair the broken fencing. Fresh bark will be ordered later in the season. There followed a discussion on whether the PC should complete the Open Spaces & Sports Recreation Needs Assessment & Audit, which is a fairly lengthy document. The clerk mentioned that he had been told that non-completion might lead to a belief that there is no need within the parish and possibly create problems with grant applications in future. As such Cllr Walsham proposed that the audit be completed and this was seconded by Cllr Williams and passed by seven votes with one against.
(b)Environment & Open Spaces – Cllr Williams reported that there has not been a formal meeting during the month but he has contacted CDC to inform them of the trees we need to deal with during the present financial year and he is waiting for their response on which of these will need planning permission. Regarding the cemetery wall the survey is expected shortly. He has been contacted by residents of Jubilee Cottages about the path between Rope Way and Brick Hill. We have now established that it is not in the ownership of OCC and that responsibility has reverted to the PC. Cllr Williams had enquired whether OCC would be prepared to re-lay it when doing the works in Mobbs Lane, with the PC making a contribution, but this has been rejected, although OCC will provide some planings. However to lay these alone would be inadequate. Cllr Riley enquired about the standard necessary and, after further discussion, Cllr Williams proposed that a spec be obtained and then that the PC should obtain three quotes to complete the work. This was seconded by Cllr Riley and passed unanimously. Cllr Clay did caution the PC that this work had not been budgeted for when applying for this year’s precept. The Chairman thanked Cllr Williams for his report and asked Cllr Riley if he would be prepared to replace him on the E & OS working group. Agreed, with a new chairman to be elected at the group’s next meeting. The clerk drew to the attention of members that there is a dead cherry tree in need of attention in the cemetery.

9. Hook Norton War Memorial Hall

Cllr Jelf informed the PC that there has not been a meeting during the month but the decorator has started work on the interior of the Hall

10. Report of Finance Working Group

Cllr Clay reported that there has not been a meeting during the past month and he has had no requests from the chairmen of the working groups for funding during the period. As such the financial position is still in line with the budget.

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

Mr Porter presented the attached schedules of receipts and payments for authorisation and informed the PC that he had received two further bills for payment from Cllr Jelf, for cleaning materials for the Hall £43.57, and Cllr Williams for new keys for the Hall £36. As such he sought approval to pay cheques totalling £2393.81 for the PC and £320.98 for the Memorial Hall. Cllr Fry moved acceptance of the payments detailed and this was seconded by Cllr Walsham and passed unanimously.

12. Norman Matthews Community Hall

Cllr Walsham reported that the committee had met on 9 August when it was learned that the library extension is not being used as originally envisaged because of noise problems. There are a couple of Health & Safety matters outstanding, the installation of smoke detectors, which Cllr Williams has in hand, and the purchase of a fire blanket. It was agreed that a representative of the Friends of the Library, Bob Calderan, can join the committee, as an observer. It has also been agreed that some PC records can be stored in a couple of filing cabinets within the NMCH. The toilet for the disabled is still under consideration. It had also been discovered that the only keyholders were two of the ladies from the Out of School Club and Cllr Williams. Two new sets are to be cut to be held by Cllr Walsham and Cllr Jelf. There is still the need for a sign for the Hall, and the Library is also looking for one more in tune with the building, as they have at Deddington. The costs of similar signs will be explored.

13. Report on District Council Matters

District Cllr Gasson informed the PC that he did not have much to report on this occasion but those involved are just starting to look at next year’s budget and already potential income has been reduced as a result of last week’s interest rate cut.

14. Report on County Council Matters

Cllr Jelf had nothing to report from a village perspective but the sites of the new Regional Control Centres have been announced with the exception, as expected, of the south-east. This is having a significant effect on morale with a third of staff having left this year. The closure of the A361 at South Newington is likely to last for a further three weeks.

15. Affordable Housing

Cllr Williams left the meeting. Cllr Jelf had met the Rural Housing Enabler, James Alcock, recently and had been sent details of all village projects in Cherwell District. However he is concerned at the emphasis placed upon the two possible sites in Hook Norton with pressure being exerted to approve the scheme north of the school. The clerk informed the PC that he had also spoken with James and he is looking for a working group to be formed from the PC to meet with the various interested parties. Cllr Jelf suggested that the Chairman’s committee be used for this purpose and after discussion this was agreed. District Cllr Gasson reported that the comments on the restrictions on the site at The Bourne are misleading as the District Council has the power to agree that this should be for the sole benefit of local people. As a number of people are on holiday in coming weeks the clerk will respond to Mr Alcock suggesting that he proposes some dates in September.

16. Sale of other land at Ironstone Hollow

The clerk reported that, following a telephone conversation with Amanda Everitt, he made enquiries of Bower & Bailey as to the reason for the continued delay. Subsequently contracts have been sent to the purchasers, signed and returned to solicitors. Accordingly we anticipate being asked to sign on behalf of the PC shortly after which is hoped completion will take place in the very near future. Mr Porter has heard nothing further from Mr Summerell regarding the possible sale of land behind numbers 18–20 and will drop him a line to ascertain the position.

18. Correspondence

(i) The Countryside Agency – Map of Common Land – conclusive map of registered common land in the parish received and parishioners can obtain more information on the website www.openaccess.gov.uk;
(ii) OCC – Chief Executive’s Office – Scrutiny Work Programme – seeking suggestions/ideas for next year;
(iii) OCC – Environment & Economy – Temporary Road Closure - notification that Mobbs Lane is to be closed from 19 September for approximately two weeks to facilitate kerbway and footpath reconstruction. Cllr Jelf informed the meeting that he had spoken to Highways about the possibility of making Mobbs Lane one-way in view of the risks created by parked vehicles. Following discussion it was agreed that this should be placed on the agenda for the next meeting as residents should have a right to express their views if such action is projected.
(iv) OCC – Emergency Planning Unit – plan provided together with emergency 24-hour number;
(v) OCC Newsletter - more information about Emergency Plans and Oxfordshire Fire Service rated “good”.

18. Questions and Comments from Members of the Public

The residents of Jubilee Cottages commented that they had first brought the problems of the path to the attention of the PC five months ago and hoped it would not be a further five months before remedial works commenced. The Chairman explained that it had taken some time to establish who is responsible for the path but, having discovered it to be the PC, action is now underway to progress the work. Christopher Barry expressed the view that OCC should use the granite sets in Mobbs Lane rather than new concrete ones. Cllr Jelf felt that a decision to use new sets has already been taken. Mr Barry also asked about the potential for further housing development in the village and District Councillor Gasson responded that the developments outlined in the Local Plan do not include Hook Norton. Barbara Hicks reported on the present position regarding the village museum and wondered if the PC might be prepared to make a donation? The Chairman suggested that she formulate an application and place it before the PC.

20. Date and Time of Next Meeting

There was some discussion about the date of the next meeting as the clerk is to go on holiday on 9th September. However, on the basis that a reduced agenda would be discussed, it was agreed that it will take place on Thursday 8th September 2005 at 7.30pm.