Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL
HALL ON THURSDAY 5th FEBRUARY 2004 AT 7.30pm

Present: Councillors: Williams [Chairman], Clay, Fry, Hayward, Millar, Terry, Timms, Walsham, Withey and Young, District Councillor Gasson, Mr Porter [Parish Clerk] and seven members of the public.

1 Apologies For Absence

Were received from Councillor Jelf [County Councillor], who was at another meeting and who was able to attend later in the evening.

2 Chairman’s Announcements

The Chairman had delayed the start of the meeting for several minutes to enable councillors and those members of the public attending to look at the plans relating to the reserved matters application by Hook Norton Sports & Social Club for the erection of a new pavilion with car parking and landscaping. The Chairman then announced that, as the members of the public present were interested in this item, they would be allowed to contribute to the debate under Item 5.

3 Minutes of previous meeting, 8th January 2004, and matters arising

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

4 Declarations of Interest

Cllr Williams informed the meeting that he had a prejudicial interest on the planning issue relating to the Sports and Social Club and would absent himself for Items 5 and 6. He also declared a possible interest on Housing Needs [Item 15], as did Cllr Fry on one item of correspondence. In the event it was not necessary for either to leave for these matters.

5 Report by Planning Co-ordinator on planning applications received

Cllr Williams vacated the chair and Cllr Fry took over and invited Cllr Millar to speak about the new application by the Sports & Social Club. Cllr Millar stated that there had been rumours in the village about the access road moving but this seems to remain as shown on the original plans, but the new pavilion is now a single-storey structure. Cllr Gasson informed the meeting that he had spoken with the Planning Officer who confirmed that the matter is now reserved, which in essence means that approval has been given to the siting of the clubhouse. The PC could ask for it to go to committee but Cllr Millar stated that he did not think that would be necessary and Cllrs Timms and Young agreed. A view was expressed from one of the public that the front of the building now faces the village and when events are held in the summer the doors will be open and this will lead to considerable noise for neighbours to bear. Cllr Hayward asked if there were any conditions imposed to minimise noise pollution and was told that such noise should not be heard beyond the highway boundary. It was pointed out that if local residents do experience problems they can report it. After further discussion Cllr Young proposed that the Parish Council raise no objections to the application and this was seconded by Cllr Withey and passed unanimously. One member of the public expressed the view that villagers look to the Parish Council as their protector and hopes this function will continue. Cllr Millar welcomed the comment. Other new applications were then briefly discussed; Mr Twittey’s application to convert a barn at Hook Norton Manor into a gymnasium with accommodation over and Mr Stewart’s to demolish Scotland End Cottage and re-build met with no objections. Mr and Mrs Rogers application to demolish the existing farmhouse at Berryfield Farm was felt to be inappropriate and a letter of objection has been submitted. Cllr Gasson confirmed that he had asked for this matter to be passed to committee.

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

There were no other comments from those members of the public present.

7 Report of Committees

Recreation Committee – Cllr Young confirmed that the new committee had met on 13th January and that he had been elected Chairman. The only outstanding matter is that the Job Description for the Recreation Warden has still not been accepted. Environment and Open Spaces Committee - Cllr Hayward stated that there had not been a formal meeting during the month although he had submitted a report to councillors by e-mail. Cllr Timms expressed the view that he would like to see this before the meeting. Cllr Hayward explained that the clerk is chasing Trinders about the repair work to some memorials in the cemetery. He also commented on the state of the path through the amenity area at Ironstone Hollow. Certain funds are “ring-fenced” for maintenance in IH and it was felt that these should be used to either repair the path or re-lay in a more durable form. Cllr Clay wondered whether the path is actually the responsibility of the PC and the clerk will make enquiries. Cllr Hayward then passed to the problems that had occurred during the work on the cemetery wall. The drystone-waller had made good progress only to see a major part of the wall fall again as a result of the battering taken during the weekend’s storms. As the clerk had been in discussion with the contractor during the week this was the cause of the lateness of the report. A particular problem has been identified with two large conifers, which act as levers in high winds pushing the wall out. Certain saplings, which have grown in the wall, are also causing problems and these will be removed by the contractor. After some discussion about the ongoing costs of maintaining the wall Cllr Terry proposed that the PC should address the problem of the large conifers and, subject to planning approval, these should be felled and the PC should reconcile itself to the fact that the wall will continue to be a drain on resources. Cllr Jelf seconded the motion which was passed unanimously. The clerk will contact the Tree Officer at CDC to discuss the problem.

8 Hook Norton War Memorial Hall

Cllr Fry reported that the committee had not met since the last PC meeting but recorded their grateful thanks to the Gardening Club who had presented the Hall with about thirty sets of cups and saucers. Soul Commotion has been booked to appear in the Hall on 21st February and come with an excellent reputation. The committee will meet on 2nd March in time to report to the next PC meeting.

9 Report of Finance Committee

Cllr Clay reported that the committee had met and the subject of salary reviews would be considered in the Confidential Item at the end of the meeting. Cllr Timms asked about the grass-cutting contract and Cllr Hayward informed him that it had been extended by a further year but the terms of the contract have been altered in places to prevent over-cutting.
(i) Annual Return – the Accounts for the year ended 31st March 2003 have been returned with a minor comment relating to the restatement of comparative figures. It was moved that the Accounts should now be accepted and approved by the PC and this was passed unanimously.

10 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments and stated that he had an addition to the payments to be made by the PC as he had just received a bill for £259.87 from Watson Petroleum for heating oil for the Norman Matthews Community Hall. This item was added to the schedule and Cllr Fry proposed acceptance of the payments detailed. This was seconded by Cllr Jelf and passed unanimously.

11 Norman Matthews Community Hall

Cllr Jelf reported that the doorway between the library and the hall has been opened but the corridor will need to be widened to allow for wheelchair access. OCC will have to give approval but this should be a formality. The Out-of-School Club has booked the Hall for a three-hour event in the near future.

12 Report on District Council Matters

Cllr Gasson confirmed that he had spoken with CDC about commercial glass recycling and whilst they are currently not responsible this is something they are looking into. As previously reported the large-scale voluntary transfer of council housing to Charter Community Housing is progressing and should be completed by 9th March 2004. The District Council is currently finalising budgets for the next financial year and whilst still projecting a 6% rise there is now the prospect that they might be “capped”.

13 Report on County Council Matters

Cllr Jelf stated that he had nothing of significance to report this month, other than that County will be meeting next week to set its budget for the next financial year.

14 Ironstone Hollow Landscape Barrier

Mr Porter stated that the sub-committee had met and it had been decided to hold a meeting with the residents of numbers 14 - 17. Mr Porter has written to Jonathan Thompson suggesting this and is awaiting a response.

15 Housing Needs Survey

The Chairman referred to the letter from Robert Brown, the Housing Enabling Officer at CDC, who will be happy to attend a meeting if required. It was decided to retain this option until new proposals are forthcoming for the development of the Station Road site.

16 Standing Orders

Cllr Millar stated that he had not had time to give this matter further consideration and it was agreed to defer to a later meeting. Cllr Timms asked if there was a time limit to introduce the Orders and the clerk responded that currently the PC was acting on the model Standing Orders and could do so until ready to introduce amended ones.

17 Appointment of Promoter for CDC events in Hook Norton

Cllr Jelf said that he had had the pleasure and privilege of doing this job for a number of years but, with other commitments, he believes it is time for a new face. None of the councillors was immediately willing to take on the role and, as it is not essential that the promoter is a member of the PC, the matter will be advertised in the next Newsletter.

18 Inclusion of Synopsis of PC Meetings in Banbury Guardian

Cllr Timms said that he had raised this issue as such reports had been sent to the Guardian in the past. It was pointed out that the minutes now appear on the website with hard copies on the noticeboards and in the library and snippets are also included in the Newsletter. The clerk informed the meeting that he had been approached by Dave Wilcock of the Banbury Guardian who would like to attend PC meetings. He had telephoned to apologise for not being present at this meeting but will contact the clerk to ask about topics covered. It was agreed that Mr Wilcock should be made welcome at meetings and it was felt this would provide the coverage suggested by Cllr Timms.

19 Car Parking in the Village

Cllr Timms expressed concern at the poor and inconsiderate parking evident in the village. It was agreed that the roads were never built to deal with the present levels of traffic, and Cllr Millar suggested that the PC should have some notices printed to be placed on the windscreens of cars which are particularly bad offenders. Cllr Millar was asked to draft a Notice and Cllr Williams reminded the meeting that Thames Valley Police are holding an open forum prior to the next meeting and this is an item which can addressed on that occasion.

20 Community Broadband Project, update

Cllr Hayward reported that the Community Broadband Project is rolling forward and there are now 76 households registered, which means the project should be viable. Finance is still the main problem and although £9500 has been pledged a further £10000 is required.

21 Correspondence

(a) Letter from ORCC – Towards a Compact for Oxfordshire. Details of the Oxfordshire Compact, which is the framework for a relationship between the Statutory and Voluntary Sectors. Consultation event at Seacourt Hall in Botley on 24 February, Cllr Jelf will endeavour to attend on behalf of Hook Norton.
(b) Oxfordshire Association for the Blind – letter seeking donation. After some discussion Cllr Terry stated that it is very hard to turn down such a request but there are other similar charities and the PC cannot give to all and he did not believe it is part of its remit to do so. Cllr Terry’s views were put to the vote and it was decided not to send a donation by 10 votes with one abstention.
(c) Details of the Calor Village of the Year Competition – there was no inclination to enter.
(d) OCC – Periodic Electoral Review. Responses to the draft recommendations required by 8 March. Cllr Jelf reported that, under the proposals Deddington ward will lose the parishes of Milcombe and Heyford but will gain Fritwell and the Astons.
(e) Letter from Tony Baldry enclosing transcript of his speech in the House of Commons about the Code of Conduct.

22 Questions and Comments from Members of the Public

Mr Cookson attended the meeting to draw to the attention of the PC his ongoing concerns about the condition of Swerford Road, particularly during the winter months. He has been in correspondence with Colin Carritt, of OCC, and asked for salt heaps to be provided on the road but the County Council are unwilling to do this. Instead they have stated that, if the PC will provide salt bins, they will undertake to keep them filled. Mr Cookson expressed the view that the road can be dangerous and the cost of three bins is trivial by comparison to some other expenditure. He also expressed concern about the railway bridge where the carriageway has effectively been reduced in width by a build up of mud at the sides. Cllr Jelf was able to inform the meeting that he had personally taken Steve Bowden, of OCC, along to the bridge and he has promised to deal with the problem. The provision of salt bins was referred back to the E & OS Committee. Mrs Terry asked whether the viaduct falls within the Conservation Area and Cllr Millar stated that as far as is known it does not.

23 Date and Time of Next Meeting

Thursday 4th March 2004 at 8pm after the Thames Valley Police Forum at 7pm.

There being no further business the Chairman closed the meeting at 9.50pm.