Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL
HALL ON THURSDAY 7th AUGUST 2003 AT 7.30pm

Present: Councillors: Fry [Vice-Chairman], Clay, Jelf [County Councillor], Terry, Withey and Young together with District Councillor Gasson, Mr Porter [Parish Clerk] and ten members of the public.

1 Apologies For Absence

Were received from Cllrs Williams [Chairman], Cooke, Hayward, Housby, and Millar, the last three being on annual holiday.

2 Chairman’s Announcements

In the absence of Cllr Williams Cllr Fry assumed the Chair and welcomed the members of the public who attended the meeting. He apologised on behalf of Cllr Williams who has suffered the bereavement of a close friend. Cllr Fry reminded committees that they should try to hold their meetings in sufficient time to enable them to send their minutes to the clerk to be distributed with the agendas.

3 Minutes of previous meeting, 3rd July 2003, and matters arising

The minutes of the previous meeting were agreed as a true and accurate record, proposed by Cllr Jelf, seconded by Cllr Terry and passed unanimously. There were no matters arising that were not covered elsewhere on the agenda.

4. Declarations of Interest

Cllr Fry informed the meeting that he would absent himself during the discussion on Ironstone Hollow [item 14].

5 Report by Planning Co-ordinator on planning applications received

In the absence of Cllr Millar the Chairman briefly referred to applications currently outstanding [see attached schedule]. District Cllr Gasson informed the meeting that the planning officers have again recommended refusal of the Stanton application. Cllr Fry referred to a report which had appeared in last week’s Banbury Guardian in which it was stated that the PC objected to the development as it would create a “ghetto” at the edge of the village. It was felt that the article did not reflect accurately the nature of the application referring to a development of affordable houses when, in reality, only 5 of the 26 properties planned fall into that category. The PC is certainly not against the building of affordable housing and it was felt appropriate for the Chairman to send a letter to the Banbury Guardian correcting information that had appeared in the article.

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

There were no comments from the members of the public on the current applications.

7 Report of Committees

Finance Committee

Cllr Clay referred to his report, which accompanies the minutes, and stated that the most important item was the provision of funding to repair equipment and make safe the playground. He referred to the Project Fund, which exists for such expenditure, but from which approval has already been given for rebuilding of part of the cemetery wall at an estimate of £4200. This demonstrates the need to carry forward a reserve and he reminded the PC that a previous clerk had suggested that the reserve should be no greater than £3/4000. Had the PC accepted this advice it would have been bankrupted already in the current financial year by the cost of tree works. Cllr Clay reported that the money requested to be spent on the playground would restore it to its former condition. He recommended that the expenditure requested by the Recreation Committee be approved and proposed that the PC accept his report. This was seconded by Cllr Withey and passed unanimously.

Recreation Committee

In the absence of Cllr Cooke Cllr Young reported that the main item in their committee minutes was the provision of funds detailed above. Some matters in paragraph 3 of the report were to be dealt with in the confidential matter at the end of the meeting [item 20]. Cllr Withey referred to an amended job description for the Recreation Area Warden, which had been submitted for consideration. The minutes were duly approved. There was also some discussion about the entrance to the play area and, although the committee has placed on hold the suggestion of a gate from The Shearings, Cllr Fry referred to a letter which one of the residents has sent reminding the PC that the area of tarmac allowing access to the site is actually owned by residents. It was agreed that this letter should be referred to the Recreation Committee for further consideration. Cllr Clay stated that he would like to see a notice stating that the area is out of bounds after sunset and wondered if it would be possible to restrict times of access, if necessary by promoting a new by-law? The clerk will speak to Peter Rooke at CDC to seek guidance.

Environment and Open Spaces Committee

In the absence of Cllr Hayward the Chairman asked that discussion about the Ironstone Hollow Landscape Barrier, which formed part of the minutes of the E & OS committee minutes, be deferred to item 14. This was agreed. There was comment on the development at Sibford Road and particularly the unsightly steps that have been built over the grass area. The clerk reported that he had talked to the agent on site who was not able to confirm that the steps were on the original plans. Accordingly he had reported the matter to the planning officer concerned at CDC and she visited the site on 1st August and is to take up the matter with the developers. It was agreed that the clerk should formally write to the planning officer to express the concern felt by the PC at the unsightly nature of the steps, with a copy to go to OCC Highways, the owners of the land. The tree work in Ironstone Hollow has been completed and the dry-stone waller has offered a two-year warranty for the work that he is to carry out on the cemetery wall. The minutes were duly approved unanimously.

8 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments, including a supplementary list of payments. It was proposed by Cllr Jelf, seconded by Cllr Clay, that the payments be approved and this was passed unanimously.

9 Hook Norton War Memorial Hall

Cllr Fry reported that he had circulated the minutes of a meeting held on 16 July; the main item being recommended to the PC is the fitting of an infra-red detector to the external light. The committee has deferred action on internal painting and a new tree until a decision has been made on the future of the Hall. Cllr Fry moved acceptance of his report and this was seconded by Cllr Clay and passed unanimously.

10 Norman Matthews Community Hall

Cllr Jelf stated that he had nothing to report as few members were able to attend the last meeting and the library service had somehow misunderstood the intentions for the Hall.

11 Report on District Council Matters

Cllr Gasson reported that the Ballot of Tenants under the proposed Large Scale Voluntary Transfer of the District Council’s Housing Stock produced a 73.3% turnout with 59% in favour of the transfer. He apologised for inadvertently misleading the PC at the previous meeting when stating that it would be possible, under the new Recycling Scheme, to exchange a brown wheelie bin for a blue one. As previously reported DEFRA has provided almost £1m for the new scheme and they have vetoed such an exchange. Originally the blue bins were to cost £25 but this has been reduced to £20. Cllr Young stated that the decision not to allow an exchange was to the detriment of those in rural areas who made their own compost and for whom a blue wheelie bin would be far more practicable. Cllr Terry stated that what people really objected to was that their household rubbish would only be collected once a fortnight. Cllr Gasson acknowledged the concerns expressed but stated that parishioners would simply have to give the scheme a chance. He assured the Parish Council that, if the scheme is not a success, he will fight to have it changed.

12 Report on County Council Matters

Cllr Jelf had nothing to report this month.

13 Use of Memorial Hall for Musician’s Charity Event

In the absence of Cllr Hayward Cllr Fry referred to an exchange of e-mails they had had about the possibility of use of the Hall being donated for a musical event from which any profits would go to charity. Cllr Terry proposed that this matter be deferred until a formal proposal is received. This was seconded by Cllr Jelf and passed unanimously.

14 Ironstone Hollow Landscape Barrier

Cllr Fry declared an interest and absented himself from the room. Cllr Clay proposed that Cllr Terry take the Chair for this issue and this was seconded by Cllr Jelf and passed unanimously. Cllr Terry initially went through the minutes of the Environment & Open Spaces Committee that pertained to Ironstone Hollow. He explained that the Committee had been charged by the PC to consider its use, particularly if the proposed purchase by certain residents did not proceed. The gates in the fence will be opened to allow access to the land. Longer-term potential use might include the construction of a small development of affordable houses, creating a public access area with seating and paths with a possible nature trail. The existing fencing would have to be removed and a thorough inspection of the trees would be necessary to ensure they are safe. As several residents from Ironstone Hollow were among the public in attendance at the meeting Cllr Terry asked for their views. There was an enquiry as to the meaning of the expression “building envelope” within the context of the minutes and it was the view of residents that the building envelope actually ends at the bottom of their gardens. Mr Aitken reminded the PC that the land falls within Planning Policy Guidance 17 which would require that an assessment be carried out to show that the area is surplus to requirements if there were any plans for housing. Given the reasoning behind the introduction of the barrier, this seems unlikely to succeed. The clerk informed the meeting that Cllr Fry, in his personal capacity as a resident of Ironstone Hollow, had sought advice from Ian Grace, the planning officer responsible for the barrier. Cllr Terry concluded the debate by stating that it was desirable for councillors to consider the various options, together with Mr Grace’s comments, and have a proper debate when all the facts are available. The matter has been minuted for further discussion at the next meeting.
With regard to the possible purchase of part of the land by residents the clerk informed the meeting that he had only just received a letter from those concerned which he had not had time to consider and asked that this be deferred until the next meeting. Agreed. Cllr Fry resumed the Chair.

15 Appointment of Independent Auditor

Cllr Clay informed the meeting that papers had now been received from the auditors, HLB AV Audit, and before completion it is necessary that the financial records be scrutinised by an independent auditor appointed by the PC. In the previous year this had been carried out by Don Baker at a fee of £130 and Cllr Clay proposed that he be asked to do the work again with a limit set on the fee of £135. This was seconded by Cllr Jelf and passed unanimously.

16 New Recycling Scheme/Bottle Bank

The impact of the new scheme had been discussed when District Councillor Gasson had made his report but Cllr Young asked the PC to consider placing a litter bin at the bottle bank as some residents were finding themselves tidying up others’ litter whenever they visit the site. This was strongly supported by Cllr Withey and agreed in principle. Cllr Clay informed the meeting that quotes were being obtained for litter bins and this would be included.

17 Correspondence

(a) Letter from Sports & Recreation Project asking to hold an exhibition as part of the August monthly market. As the Hall is booked by those holding the market it would be necessary to seek permission from them. The Secretary also asked for an opportunity to attend a PC meeting in order to up date councillors on their plans. It was decided that continuing dialogue is desirable and representatives will be invited to address the PC before the September meeting to start at 7pm allowing the monthly meeting to commence at its usual time of 7.30pm
(b) Letter from BT informing PC that they intend to remove the payphone on Southrop Road as it losing money due to low usage. Cllr Jelf stated that he was totally opposed to the withdrawal of this service, some of the users are elderly and in a hilly village like Hook Norton it is unreasonable to ask such people to have to walk 600 metres or more to the next phone. He proposed that the clerk should write to BT expressing our wish that the phone be kept. This was seconded by Cllr Withey and passed unanimously.
(c) Correspondence from Deborah King of the Rural Housing Trust regarding the conduct of a Needs Survey to establish whether there is a need in Hook Norton for Affordable Housing. The clerk explained that the Trust is happy to carry out the survey and it has been suggested that this should wait until late September/early October when few people are away on holiday. It was proposed by Cllr Jelf, seconded by Cllr Withey, that we proceed with the survey and this was passed unanimously.

18 Questions and Comments from Members of the Public

Referring to Cllr Clay’s comment under the report of the Recreation Committee that a notice should be put up Mr Marshall stated that previous notices seemed to act as a challenge to the element in the village determined to cause trouble and they rarely lasted more than a day. He also pointed out that the area that seems to attract troublemakers is the old skateboard equipment and Cllr Fry asked members of the Recreation Committee to consider whether it is desirable to have this equipment removed. Mr Marshall also reminded the PC that notices in the play area stated that the nearest telephones are either at the Memorial Hall or by the Pear Tree, both some distance from the site, and he suggested, in response to the BT letter, that a new payphone might be more appropriate on The Bourne. Cllr Jelf commented that it is quite common in other villages to place an age restriction on recreation areas.

19 Date and Time of Next Meeting

Thursday 4th September 2003 at 7.30pm to follow the meeting with representatives of the Sports and Recreation Project. The previous intention was to hold the meeting in the Norman Matthews Community Hall, as there was a prior booking in the Memorial Hall. However this has now been re-arranged and the September meeting will accordingly take place in the Memorial Hall as usual.