Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE NORMAN MATTHEWS COMMUNITY HALL ON THURSDAY 14th DECEMBER 2006 AT 7.30pm
Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman], Clay, Hayward, Jelf, Leader, Millar, Riley and Swainbank together with Mr Porter [Parish Clerk] and Linda Rand of CDC who left after Item 5.

1. Apologies For Absence

were received from Cllr Brotherston, who was away on business.

2.Chairman’s Announcements

Cllr Timms referred to a letter he had received from Betty White congratulating the PC for having the courage to re-build the cemetery wall and expressing thanks to the builder for the excellent job he has done. The clerk reported that he has had no response to the notices advertising the vacancy on the PC caused by the resignation of Cllr Young.

3. Minutes of previous meeting, 15th November 2006, and matters arising

It was proposed by Cllr Hayward, and seconded by Cllr Riley, that the minutes of the previous meeting be passed as a true and accurate record and this was approved unanimously. There were no matters arising not covered elsewhere on the agenda.

4. Declarations of Interest

There were no declarations on this occasion, although Cllr Jelf later declared an interest re Item 16.

5.Hook Norton Conservation Area Appraisal

Originally the presentation was to have been made by Ruth Watkinson but, due to illness, she was not able to attend and her place was taken by Linda Rand of CDC. She informed the PC that Hook Norton had been declared a Conservation Area in 1988 and it is a requirement that CDC produce a Conservation Area Appraisal. The initial draft has been produced on CD and councillors have had a brief opportunity to consider this. Ms Rand expressed the view that it quite a spectacular village. The initial draft of the appraisal will be refined and re-drafted and then presented to parishioners at a public consultation and exhibition, which can be under the auspices of the PC if so desired. After the public consultation the Appraisal will be formally adopted by CDC. Thereafter it will have a bearing on the future of the village and could impact on various issues, most significantly those relating to planning. Legislation also affords some protection to the setting of the conservation area. The aim will be to have the Appraisal formally adopted by 8 January 2007 and thereafter available for public consultation. There followed some discussion on the best time to hold a public meeting and the clerk suggested that mid-February would be most appropriate as the Memorial Hall would then be available after the pantomime. Ruth Watkinson will liaise with the clerk to agree an appropriate date.

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

As Cllr Walsham had just returned from holiday the Chairman reported that there have only been three new applications in the past four weeks, all of which were relatively straightforward. Mike Buxton has replied to our query relating to work carried out at Doolittle Cottage to confirm that no planning approval has been sought for the removal of the 17th century wall and alteration to the inglenook and he will be making appropriate enquiries. We have also received a response from the Arboricultural Officer at CDC relating to the approval to fell the cherry trees east of Hollybush Road. Whilst it was felt that the response was not particularly satisfactory the applicants have agreed to replace them with some more suitable trees and it was felt that we had pursued the matter as far as we could.
(i)CDC – Draft Guide to Extensions & Home Alterations CDC have produced a draft brochure to assist householders submitting planning applications for such improvements and seek comment by 22 December. The guide is available for viewing on website www.cherwell-dc.gov.uk/planning/HomeExtDesignGuide.cfm. Cllr Walsham will review the draft booklet and respond on behalf of HNPC. Cllr Jelf expressed concern that the letter had been sent on 4 December inviting those interested to attend a consultation event on 13 December at Banbury Museum, a further example of CDC providing very short notice for such an event. The clerk was asked to write to Mike Buxton expressing this view.

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

In the absence of members of the public attending the meeting there were no comments on this occasion.

8. Report of Working Groups

(a)Recreation Group – Cllr Leader informed the meeting that he was the new Chairman of the working group and Cllr Young had passed over his files to him before leaving the village. He is still getting to grips with the role but will hold a working group meeting prior to the next PC meeting in January. The Chairman thanked him for taking on the task so soon after joining the PC.

(b)Environment & Open Spaces – Cllr Riley reported that work on the cemetery wall has been completed and Tite Lane has been re-opened. Although there is some re-seeding and planting to do in the early Spring the work was completed within the budget. The old Tite Lane street sign went missing while the work was being carried out and a new one was ordered and is now in place. Cllr Riley has applied to Central Networks for a grant for tree planting in the area. To date there has been no interest in the paddock and it was decided to leave this in abeyance for a couple of months to see if anybody does come forward, failing which we could consider creating some further allotments as there is still a waiting list.

9. Hook Norton War Memorial Hall

Cllr Jelf confirmed that the kitchen extension has been deferred until after the pantomime and it is scheduled to start in mid-February.

10. Report of Finance Working Group

Cllr Clay referred to up-dated figures he had sent to councillors and stressed that the important consideration is the estimate of expenditure for the remainder of this financial year. The figures show a slight improvement as he had allowed for some slippage in the cost of rebuilding the cemetery wall and it is pleasing to report that this did come in on budget. He remains concerned that the PC will be carrying over only a small reserve to the next financial year and believes that we should apply for a precept which will help re-build reserves to be able to deal with any emergency which may arise in future. As it has been established that the figure does not have to be submitted to CDC until 28 January there will be a meeting of the Finance working group on 2 January with a view to submitting its recommendations to the PC for approval at its January meeting.

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

Mr Porter presented the schedules of receipts and payments and informed the meeting that these included the final stage payment to Mr Mill for the cemetery wall and other smaller items relating to the project. As a result he has now submitted a further VAT return to obtain a refund as quickly as possible to aid cashflow. It was proposed by Cllr Millar, seconded by Cllr Jelf, that the payments be made as per the schedules and this was approved unanimously.

12. Norman Matthews Community Hall

Cllr Jelf commented that, as yet, he has had no word from OCC about the possibility of taking back the hall but this is to be expected as county is currently undertaking its budget review and nobody is willing to commit just yet. Cllr Walsham reported that TVF have attempted to gain access to service the fire extinguishers and sought approval to have the work carried out. It was generally agreed that the hall cannot be used if the extinguishers have not undergone their annual service and Cllr Walsham was authorised to liaise with TVF to have the work completed.

13. Report on District Council Matters

In the absence of District Cllr Gasson there was nothing to report on this occasion.

14. Report on County Council Matters

Cllr Jelf reported that he has provided a list of essential patching work to the Highways engineer and the work will be monitored. Cllr Clay mentioned that a number of residents have complained to him about the condition of D’Oily Close which has become a hazard due to moss covering both pavements and the road. Cllr Jelf will take this up with Highways.

15. Increase in Heavy Traffic through the Village

Cllr Hayward had submitted this matter for consideration as he was aware of at least two occasions recently when large articulated vehicles had become stuck in the village. It was agreed that there has been a noticeable rise in the number of heavy vehicles passing through the village, apparently as directed by their satellite navigation systems. After discussion it was suggested that it might be possible to impose a weight limit, except for those vehicles requiring access, and Cllr Jelf will discuss this matter with Highways.

16. Conversion of “Cherwell Villager” minibus service to Dial-a-Ride

Cllr Jelf declared an interest as his wife is a user of the service. The clerk referred to a letter received from CDC informing PCs that numbers using the Cherwell Villager are low and consequently the service is proving a financial burden. It is therefore their intention to replace the service with a pre-booked dial-a-ride service for those with disabilities or mobility impairments. Responses are required by 22 January and the clerk asked councillors to let him have any feedback at the January meeting to enable him to reply as appropriate.

17. Correspondence

(i) Thames Valley Police – Police Community Support Officers – letter from Assistant Chief Constable inviting PCs to attend briefing meeting on this issue at Hopcroft Holt Hotel on 24 January. The Chairman and Cllr Jelf will attend
(ii) OCC – Burycroft Road – letter informing us that contractors have sought a further road closure for essential power supply work from Monday 8 January for approximately three weeks
(iii) OALC – change of address – now SODC, Benson Lane, Crowmarsh Gifford, Wallingford OX10 8HQ
(i)CDC – Seniors Forum – details of meeting 7 November
(ii)ORCC – Affordable Housing – copies of minutes and presentation of seminar held in October
(iii)Oxfordshire Fire Authority’s Integrated Risk Management Consultation Action Plan 2007-2008 – can be viewed on oxfordshire.gov.uk/irmp
(iv)CDC – Monitoring the Ethical Framework – Standards Committee propose changes to identify needs of parishes in terms of future training, councillors provided with questionnaire which clerk will co-ordinate and respond to
(viii) OCC Newsletter – November – details proposals for tackling road and rail congestion.

18. Questions and Comments from Members of the Public

In the absence of parishioners attending the meeting there were no questions on this occasion.

19. Date and Time of Next Meeting

Thursday 18th January 2007 in the Norman Matthews Community Hall at 7.30pm.

There being no further business the Chairman wished everyone a Happy Christmas and peaceful New Year and declared the meeting closed at 8.40pm.