Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 16th FEBRUARY 2006 AT 7.30pm
Present: Councillors: Timms [Chairman], Fry [Vice-Chairman], Clay, Hayward, Jelf, Riley, Swainbank, Walsham and Young, together with District Cllr Gasson, Mr Porter [Parish Clerk] and one member of the public.

1. Apologies For Absence

Were received from Cllrs Brotherston [business] and Millar [work commitments].

2.Chairman’s Announcements

The Chairman informed the meeting that he was saddened to hear of the recent death of a former councillor, Mike Whittaker, and there was a minute’s silence in his memory. The Chairman then informed the meeting that he and another representative of the PC had been invited by the Chairman of Oxfordshire County Council, Catherine Fulljames, to attend a reception at County Hall on Tuesday 14th March to thank PCs for their contribution to their communities and to the county. Unfortunately he would be on holiday at the time and after some discussion Cllr Young agreed to represent Hook Norton PC at the event.

3. Minutes of previous meeting, 12th January 2006, and matters arising

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

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 eight new planning applications since the January meeting, seven of which had been approved but comment had been passed about the proposed felling of the Lawson cypress at Anvil House, which was held to be a visual amenity within the village. In the event this has been approved by CDC. During the month two applications on which the PC had no objections [a two-storey side extension at Brookside, Bell Hill, and an extension at Grafton, Brewery Lane] have been turned down by CDC, while the felling of another tree, also at Brookside, to which we objected, was approved. Councillors again voiced some disquiet about the way planners treated their observations but Cllr Gasson pointed out that CDC does have a reputation for accuracy in its interpretation of planning guidelines, as witnessed by the very small proportion of appeals which succeed. Within the PC, however, it is felt that some decisions on tree works are irrational.

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 – Cllr Young reported that there had been a meeting on 26th January at which time it was agreed to utilise the £1465 of the current budget still not spent, together with the allowance for new equipment in next year’s budget of £1000, to replace some of the smaller items in the Play Area. The Chairman commented that, as these items would be within the designated budget, there would be no need to vote on the issue. Cllr Young mentioned that there are still two or three minor items outstanding on the RoSPA report and he will deal with these shortly. Fresh bark for the area arrived earlier in the week. On a point of order Cllr Jelf commented that the Working Group is purely for Recreation purposes and not Sport & Recreation as shown on the minutes. Cllr Young felt that sport was an essential part of their role and, after some discussion on this point, the Chairman decided that this is an issue to clarify outside the PC meeting.
(b)Environment & Open Spaces – Cllr Riley reported that both allotment fees and burial charges had been reviewed by the working group but, as both had been increased only two years ago and seem to be in line with other PCs, they did not intend recommending any increases this year. He has spoken with John Harris who seems willing to give up a small piece the land he rents to enable us to increase the number of allotments. Cllr Hayward expressed some reservations on this point, as he is concerned that rental income might fall, particularly if the desire to cultivate allotments becomes unfashionable again. After discussion it was agreed that the matter should be explored further. There has been an enquiry about installing water at the site but as Thames Water have now submitted a revised quote of £4149+VAT it was decided to leave the situation as it is. At the cemetery matters are in abeyance until we hear whether our grant applications have been successful. The possibility of reinstating the footpath across the cemetery was also discussed but it was decided that this could also wait until the grant situation has been clarified. The contractors have now started on the approved tree works although it has become clear that it will be necessary to grub out the hedge growing out of the cemetery wall in Tite Lane and a quote will be obtained from Ben Acreman. The group had also discussed upgrading the footpath across Ironstone Hollow, which now forms part of the D’Arcy Dalton Way. In view of this it is felt that OCC should bear responsibility for the path and Cllr Jelf has been asked, in his capacity as county councillor, to make the necessary enquiries. Cllr Fry enquired about the hedge in the Memorial Hall garden, which is overhanging Bells Lane, and Cllr Riley will look into this. The Chairman enquired about to the ownership of the triangle of land outside the Pear Tree. Cllr Hayward confirmed that this is owned by county, although we take responsibility for mowing it. Cllr Timms commented that lorries and other vehicles are now regularly crossing over this and making a mess of the area and Cllr Jelf added that a similar problem was evident at the bottom of Down End opposite the cemetery. Initially the clerk will put an item in the next Newsletter to see if this will resolve the problem.

8. Hook Norton War Memorial Hall

Cllr Jelf informed the PC that several local builders had been approached to see if they were interested in tendering for the kitchen extension. Of these three had responded by the deadline and Homeforce had also asked for consideration. Letters have been sent to those interested asking for their quotes to be in by 24 February.

9. Report of Finance Working Group

Cllr Clay commented that there have been no significant changes in the budget since his comprehensive report at the December meeting and he is still basically waiting for the major expenditure to take place. With no meeting planned for March the chairmen of the working groups were asked to keep Cllr Clay informed of any expenditure to be incurred.

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

Mr Porter presented the schedules of receipts and payments and sought approval to pay cheques totalling £1682.96 for the PC and £156.43 for the Memorial Hall. Cllr Fry pointed out that a further cheque needed to be issued on the MH account to recompense Peter Hibberd for some minor works carried out, in the sum of £65. Cllr Jelf moved acceptance of the payments detailed and this was seconded by Cllr Walsham and passed unanimously. The clerk added that income at the Memorial Hall is showing a welcome improvement but in part this is negated by the fact that the oil tank has had to be filled again after only four weeks. He suggested that the Memorial Hall working group might wish to review the situation. As there is no meeting during March approval was given for the clerk to pay essential cheques prior to the next meeting.

11. Norman Matthews Community Hall

Cllr Walsham informed the PC that, at the meeting of the committee on 7 February, they had received formal notice from the Out of School Club terminating their use of the hall with immediate effect. No reason was given but it is understood that the school now offers a range of activities after lessons have finished and, as a consequence, numbers at the Out of School Club have dropped to an uneconomic level. Consideration is being given to alternative uses of the Hall with the possibility that the library may take up more of the space. OCC will repair the wall behind the building, adjacent to the Baptist churchyard, in April.

12. Report on District Council Matters

District Cllr Gasson confirmed that the Chief Executive, Grahame Handley, is to retire in early March and will be missed. It is understood that his replacement has no local authority experience. Cllr Gasson confirmed that he has also written to the Planning Department about the apparent reluctance to develop the site behind The Bourne for affordable housing. In his response Robert Brown has reiterated that that visibility splay coming out onto The Bourne is so poor that both the County Highways Engineer and the District Engineer would oppose the development. They also appear to be balking at the cost of developing the site and are back to considering the land adjacent to the school and that beside the doctors’ surgery. Having defended the planners on previous occasions Cllr Gasson added that he totally disagreed with this reasoning and he would follow the matter up. Cllr Jelf expressed the view that political intrigue was overriding the wishes of the community, which wants a small development. Cllr Hayward wondered whether there was merit in inviting those parties concerned about the visibility splay to meet with us on-site? This was felt to be sensible but Cllr Jelf felt that further support would be welcome and he moved that the PC write to our local MP, Tony Baldry, seeking his support whilst also arranging for an on-site meeting initially with the County Highways Engineer. This was seconded by Cllr Young and passed unanimously.

13. Report on County Council Matters

Cllr Jelf reported that, as predicted at the January meeting, the rise in council tax has now been set at 4.375%, with the aim of reducing by .125% per annum to 4% by the end of the term of the county council.

14.Memorial Hall – grant and licence applications

Cllr Fry informed the meeting that applications for grants for the new kitchen extension have to be submitted by mid-March if money is to be made available in the new financial year. To this end he asked the PC to authorise the clerk to apply for grants from CDC and OCC and for the clerk and Cllr Jelf, as Chairman of the Hall working group, to apply for a grant from Awards for All. In addition, as it is also necessary to apply for a new Entertainment Licence for the Hall if there are to be structural alterations to the building, to authorise the clerk to deal with this. The clerk then informed the meeting that he had been discussing the way forward with Jan Gosset, of OALC, from which he had discovered that councillors have a prejudicial interest when dealing with any funding provided by the PC for the Hall. It is acknowledged that councillors are only trustees by virtue of being councillors and there is some question over their liability if the actual trustee is the Parish Council, a corporate body. The clerk will seek to clarify and, if necessary, ask the Standards Committee to provide the necessary dispensation. On this basis Cllr Fry moved that grant applications be submitted as outlined above and this was seconded by Cllr Jelf and passed unanimously.

15.Tennis Club Lights

Cllr Hayward informed the meeting that he has received several complaints from parishioners about the new lights at the tennis club, which are very bright and something of a hazard to motorists when coming down the Sibford Road. After discussion he proposed that the clerk writes to the secretary of the tennis club passing on these comments and asking if it would be possible to re-align the lights to resolve the problem. This was seconded by Cllr Fry and passed by eight votes with one abstention.

16.Local Authorities (Members Allowances) - Parish Allowance Scheme

This matter had previously been discussed by the PC in December 2003 and January 2005 at which times councillors rejected the payment of basic allowances and resolved to pay travelling and subsistence allowances in accordance with the recommendations contained in the report by the Parish Remuneration Panel. The Chairman proposed that the PC reaffirms this decision for the coming financial year and this was seconded by Cllr Hayward and passed unanimously.

17. Correspondence

(i) Email from Tony Baldry with copy of speech made in House of Commons on Anti-Social Behaviour – the clerk has a copy for anybody wishing to read;
(ii) OCC – Wildlife & Countryside Act – Annual Modification Order
(iii) Oxfordshire Association for the Blind – request for donation, declined as it is policy to only provide support for local organisations;
(iv) OCC – February Circular;
(v) OCC – Questionnaire – re the monthly circular. Cllr Jelf expressed the view that it is pointless and as this was generally echoed the clerk will pass on this view;
(vi) OCC – Oxfordshire Structure Plan 2016 – 124 page brochure, available from the clerk;
(vii) CDC – New Recycling Initiative for PCs – letter from CDC announcing a new initiative whereby PCs try to persuade parishioners to buy blue wheelie bins through them; the PC will then receive commission of £5 per bin. There were some reservations but it was felt worthy of support and a note will be placed in the next Newsletter.

18. Questions and Comments from Members of the Public

There were no questions raised on this occasion.

19. Date and Time of Next Meeting

The next meeting, which is the Annual Parish Meeting, will take place on Thursday 13th April 2006 at 7.30pm, in the Memorial Hall.

There being no further business the Chairman everyone for attending and declared the public meeting closed at 8.40pm and the council then proceeded to consider a confidential matter.