Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE NORMAN MATTHEWS MEMORIAL HALL ON THURSDAY 20th DECEMBER 2007 AT 7.30pm
Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman], Brotherston, Clay, Hayward, Jelf and Riley together with District Cllr Victoria Irvine, Mr Porter [Parish Clerk] and one member of the public.

1. Apologies For Absence

were received from Cllrs Bartlett, Leader and Millar.

2.Chairman’s Announcements

The Chairman informed members that there has been no response to the notices regarding the vacancy on the PC and accordingly we must fill by co-option. He reported receipt of a Christmas card from the Junior Citizens Trust thanking us for our recent donation and added that Cllr Jelf has recently been appointed Vice-Chairman of that organisation.

3. Minutes of previous meeting, 15th November 2007, and matters arising

It was proposed by Cllr Jelf, and seconded by Cllr Hayward, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously.

4. Declarations of Interest

There were no declarations on this occasion.

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

Cllr Walsham reported that there had been one meeting since the November PC meeting at which a total of five applications had been considered, there being no objections to three of these. Whilst we did not object to the application to fell the Norway spruce adjacent to Beanacre Cottage the view was expressed that a replacement should be planted. The fifth was an application to fell a silver birch at Mulberry Cottage to which we objected as it was felt that a specialist report should be obtained to see if such a course was necessary and, if so, a replacement should be planted. We also received a letter from Mike Buxton explaining why it had been decided to grant the resubmission to erect a new dwelling with detached garage at 9 The Glebe. Cllr Walsham also reported that CDC has informed us that there will be changes to the submission of planning applications with effect from 6 April 2008, with new documentation introduced on a national basis, which will be in either electronic or paper format. This supersedes all previous systems and applicants will be required to strictly comply with the new format to receive consideration. Cllr Walsham also informed the meeting that he had spoken with CDC regarding the progress of the LDF and, due to government requirements, the Core Strategy Plan is not now scheduled for consultation until autumn of next year. Cllrs Walsham, Brotherston and Leader had attended the opening of the Football Club’s new lights and were impressed. The Chairman questioned whether the light spillage had been contained and Cllr Walsham felt that it was now a lot less intrusive and not as bad as had been feared.

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

There were no comments on this occasion.

7. Report of Working Groups

(a)Recreation Group – In the absence of Cllr Leader the clerk informed the meeting on his behalf that there are no outstanding issues although Mr Marshall has a couple of small jobs to complete which have been discussed.
(b)Environment & Open Spaces – Cllr Riley informed the meeting that the maintenance work on the trees is almost complete. He also commented that Angus Irvine has offered the PC a small plot for further allotments if required. The Chairman will speak with Mr Irvine about his kind offer. Cllr Riley had announced his intention to step down as Chairman of this working group at the end of 2007 and Cllr Brotherston is to succeed him. The Chairman formally thanked Cllr Riley for his work over the past two and a half years, during which time a great deal has been achieved, and the PC was very grateful for his considerable efforts on its behalf. The clerk mentioned that he has received a request from a lady who bought a plot in the cemetery over thirty years ago who now wishes to transfer this to a relation. After discussion it was proposed by the Chairman that the PC would agree to rescind the agreement and repay her the reservation fee but it would not transfer the plot. Her relation is welcome to apply separately for the plot in question. This was agreed unanimously. The clerk also reported that one allotment holder has still not paid his rent and, as he is now in breach of the Allotment Agreement, the clerk will write stating the plot will be taken back unless payment is made within seven days.

8. Hook Norton War Memorial Hall

Cllr Walsham told the meeting that the working group had met on 29th November and the minutes are attached to this report. The kitchen extension is now complete at a total cost to the PC of £7.5K, rent from users is slowly increasing and an action list identified at the User meeting is being worked through. The new water boiler has been installed, new runners fitted to one curtain which was coming off its rail, a new toilet seat fitted in the ladies’ and a new lock fitted to the old toilet which will be used as a storage facility. A water leak has been identified in the kitchen through the new velux window and Mr Rose has been asked to attend to look into this. A further meeting will be held on 16th January.

1. Report of Finance Working Group

Cllr Clay informed the meeting that the Finance group had met on 12th December for a preliminary discussion on the budget preparatory to deciding upon next year’s precept. However further information is required on certain matters and this is being obtained with the aim of holding a further meeting prior to the January PC meeting when the recommended precept will be put before the PC for approval.

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

Mr Porter presented the schedules of receipts and payments and informed councillors that one further cheque has to be issued in favour of HN Allotment Association for £150 as our contribution to the new fencing, as agreed at the May meeting. Accordingly he sought approval to pay cheques totalling £4017.78 for the PC and £136.60 for the Memorial Hall. Cllr Jelf moved acceptance of the payments detailed and this was seconded by Cllr Walsham and passed unanimously.

11. Norman Matthews Community Hall

Cllr Jelf informed the meeting that Adrian Reeve, of Haysham Ltd, electrical contractors based in Witney, will carry out an inspection of the wiring in the hall in early January at an estimated cost of £250/300. Cllr Jelf is currently discussing options with representatives of OCC with a view to negotiating a new long-term lease which would then allow us to on-let to the church, which seems to be the best way to progress matters.

12. Report on District Council Matters

District Cllr Irvine had nothing of significance to report on this occasion.

13. Report on County Council Matters

Cllr Jelf also had nothing of significance to report.

14. Beanacre Cottage

The clerk referred to a letter from Mr Luxton seeking permission to dig a trench across a corner of the land to accommodate an oil pipe which would connect to a tank in his outbuildings. The clerk reported that he had written to OALC to seek guidance on whether the PC has the power to grant this request and their advice is awaited.

15. Correspondence

Cherwell District Council:
(i) Parish Liaison Meeting, 7 November – notes of the meeting;
(ii) Parish Liaison – Kevin Larner appointed as a Parish Liaison Officer and we are asked for suggestions for changes in format of future meetings;
(iii) Local Development Framework – dates for meetings in the first half of 2008 and further letter encouraging more parishes to participate;
Oxfordshire County Council
(i) Review of External Transport Posts – funding arrangements for the three posts comes to an end on 31 March 2008 and OCC has agreed to pay 50% of the cost of maintaining the posts for a further four years if the district councils and Oxford City will agree to meet the remainder;
(ii) Highways – temporary road closure – Colony Road from Temple Mill to Sibford Gower for 3/5 days from 14 January;
OALC/ORCC:
(i) OALC – County Circular – national salary awards for clerks, increase in Statutory Holiday Allowance, public participation in meetings, audit regulations, burial reform;
Other:
(i) Oxford Citizens Housing Association – Affordable Housing Scheme at Bletchingdon – invitation to attend formal opening on 18 January;
(ii) Oxfordshire Community Land Trusts – offer to talk about Affordable Housing;
(iii) Oxfordshire Primary Care Trust – annual report;
(iv) Royal British Legion, Bloxham & District - letter of thanks for donation.

15. Questions and Comments from Members of the Public

There were no questions on this occasion.

16. Date and Time of Next Meeting

The next meeting will take place on Thursday 17th January 2008 at 7.30pm, in the Norman Matthews Community Hall.

There being no further business the Chairman thanked councillors for their efforts over the past twelve months and thanked everyone for attending and conveyed his best wishes to all present for Christmas and the New Year. He then formally declared the meeting closed at 8.07pm.

 

Memorial Hall Minutes:

War Memorial Hall Working Group

Note of meeting held on Thursday 29 November 2007 at 7pm at
Pendula, Old School End

Present: Albert Walsham [Chairman] Derek Brotherston, Brian Clay, Brian Rider and Clive Timms and Ken Porter (both ex officio).

1. Apologies were received from Ray Jelf.

2. Kitchen extension: Albert Walsham confirmed to members that the work has now been completed, snagging has been concluded and the final payment made to Rodney Rose. The total cost of the project to the PC was £7.5K.

3. Finance: the Chairman confirmed with Brian Clay the terms of the commitment the PC made to support the hall and mentioned that there are still several small items to work through [see below]. This financial year to date the PC has met bills totalling £538 and anticipates a further £960 on essentials such as heating oil, electricity, boiler maintenance.

4. Fire Safety: it was believed that the Fire Safety Officer was to visit tomorrow [30 November] to inspect the hall but, in the event, it was Chubb to inspect safety equipment. It is known that the husband of one of the Guides’ helpers works for the fire brigade and he has offered to inspect the hall on our behalf. We will accept this offer and it was agreed to defer further discussion on this matter until we have his comments.

5 Maintenance: the Chairman presented members with a list of issues to work through [see attached, which were either raised by ourselves or by the user groups, and he went through these in some detail. Some items have already been dealt with, others are scheduled for action, and on some it has been decided to leave in abeyance for a period and review later.

6. Issues raised by User Groups: included in list above. It was pointed out that the tables have been removed from the rack in the kitchen and placed back on the stage. Mr Walsham informed the meeting that he and Derek Brotherston had wondered whether the rack was as successful as originally envisaged and he had costed a trolley on which the tables can be stacked at £240 + VAT. There was a general feeling that the tables are only used on a couple of occasions each month and that such expenditure cannot be justified at present. As such it was agreed to retain the rack and Mr Marshall will be asked to remove them from the stage. Mr Marshall has also placed his own padlock on the outside toilet which is to be used for additional storage and he will be asked to remove it. Mr Walsham has an alternative lock with three keys, one for DM, one he will retain and the other will be placed on the key rack in the kitchen. Mr Porter was asked to write to certain users to remind them that they must not carry out any maintenance or electrical work in the hall and that all contractors employed must have public liability insurance of £5m. Any requests for such maintenance to be passed through the Chairman.

8. Date of next meeting: Wednesday 16th January 2008 in the Memorial Hall at 8pm

The Chairman then closed the meeting at 8.37 pm

KIP 29/11/2007