3 Minutes of previous meeting, 5th June 2003, and matters arising

The minutes were agreed as a true and accurate record of the last meeting, passed unanimously. However Cllr Clay felt that the funding for the Norman Matthews Community Hall, mentioned under Item 7 [Finance Committee], should refer to a pre-payment rather than a loan and that repayment should be achieved by 31st March 2004, rather than Spring, to come within the Council’s financial year. This amendment was proposed by Cllr Jelf, seconded by Cllr Millar and passed unanimously.

4. Declarations of Interest

Cllr Fry informed the meeting that he would absent himself during the discussion on Ironstone Hollow [item 13] if it seemed appropriate.

5 Report by Planning Co-ordinator on planning applications received

Cllr Millar briefly referred to applications currently outstanding [see attached schedule] and then commented on new applications. It was agreed that the applications for single storey extension amendments to Planning Permission to raise the height of the roof at Great Western Cottage, for a variation of Planning Permission re Chapel House to allow the extension to be built in Northcott brick and for the removal of secondary branches of a Eucalyptus tree at 4 Beanacre should receive no objections. The application to erect a one and a half storey four-bedroom house to the rear of Haytimisa will be considered at a planning meeting. Cllr Fry mentioned that he had just received notification from CDC that there is a new application to erect houses on the Stanton Engineering site. The clerk notified the meeting that he had not yet received the papers and this will also be considered at a planning meeting. Cllr Millar also mentioned that an application to replace windows at Claybank Farmhouse, which the PC had not objected to, has been refused. Cllr Millar also referred to a letter he had received from Dr Flatt about a planning application by the Baptist Church in June 2002 which, despite being the immediate neighbour, he knew nothing about until January of this year.

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

Christopher Barry, who had previously been on the Parish Council, and had been planning co-ordinator, stated that he was distressed to learn that Dr Flatt had not received due notification from CDC who are usually quite punctilious. Dr Flatt, who was also in attendance, commented that, as any Notice coincided with a period overseas, he had not been aware of the proposed extension to the Baptist Church until January of this year when he learned almost by accident. Dr Flatt is concerned that CDC had granted approval without taking his views into consideration and had sanctioned a building 28feet long, which effectively blocks off 400 square feet of light. He was also concerned that the PC had commented upon the application without the benefit of a site visit and also the implications of increased traffic and particularly parking during the projected nine months that the work is scheduled to take. During that period all contractors’ vehicles will have to park on the road potentially creating major problems in the village. In the past proposals for that area of Netting Street have always failed because of the traffic problems but, on this occasion, the County Highways Authority are apparently satisfied with the scheme. Cllr Gasson commented that CDC will not over-rule Highways but he will make enquiries about the general policy for notifying immediate neighbours of planning applications.

7 Report of Committees

Finance Committee – Cllr Clay referred to his report, which accompanies the minutes and outlined the basis of the Project Fund which is specifically to meet unexpected maintenance problems and capital expenditure. It is the Committee’s recommendation that the major project for this financial year be the rebuilding of part of the cemetery wall. The estimate for the work is £4200 but, given ongoing expenditure, it is expected that this will preclude further problems for a number of years. Cllr Housby asked if we had obtained more than one estimate and Cllr Clay explained that it had proved very difficult to find one person capable and prepared to carry out the work. There was some discussion about quality of workmanship and Cllr Jelf proposed that the report be accepted with the proviso that the Environment & Open Spaces committee satisfy themselves as to the ability of the contractor to carry out the job satisfactorily. This was seconded by Cllr Young and passed unanimously.

Recreation Committee – Cllr Cooke reported that the committee had held a meeting on 11th June and subsequently she has obtained a plan of the Play Area from the clerk with a view to considering the security aspect and had also obtained information regarding the extent of insurance cover pertaining to the equipment. She had also attended the OPFA roadshow on 14th June at Long Hanborough and has subsequently obtained a written report on Play Area from Roger Davis, the Community Development Officer, and has established that substantial grants are available [up to 85%] for renewal of equipment.

Environment and Open Spaces Committee
Cllr Hayward had previously circulated the minutes of a committee meeting held on 30th June and sought approval to instruct David Randall to proceed with the tree work at Ironstone Hollow at a cost of £820 + Vat. The committee is considering recommending a small increase in allotment rents to £15 p.a. from 2004 to help cover the cost of the water tank. The Cubs, Guides and Brownies have agreed to hold annual litter picking events and the committee recommended a grant of £50 to each organisation to cover costs and in thanks. A notice is to be erected in the cemetery reminding grave owners that, while the PC is responsible for the general maintenance of the area, grave owners must look after the individual plots. He recommended the minutes to the council and was seconded by Cllr Housby and they were accepted 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. Cllr Hayward queried the payment to Ankers for the Ironstone Hollow valuation and Mr Porter stated that he had instructed the valuers and believed the PC should make the payment and he will seek reimbursement from the prospective purchasers. It was proposed by Cllr Millar, seconded by Cllr Hayward, that the payments be approved and this was passed unanimously. The clerk also sought approval to have the photocopier serviced and this was also agreed unanimously.

9 Hook Norton War Memorial Hall

Cllr Fry reported that the committee had not met in the past month but he had made enquiries about a letterbox for the Hall and, as the first quote is for £155, he will be making further enquiries. It proved difficult to book the entertainments as mentioned in the June minutes and the Proteus Theatre event has had to be cancelled completely as it was not possible to find an alternative date. Soul Commotion will now be appearing on 21st February but the children’s event, the Booster Cushion Company, will still be on the afternoon of 18th October.

10 Norman Matthews Community Hall

Cllr Jelf referred to the minutes of a meeting held on 9th June and had nothing further to add at this stage.

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 is now under way with the closing date for receipt of papers noon on 18th July. The other main issue is the new Recycling Scheme, which will come into force shortly and parishioners will just have to give it a chance [see below].

12 Report on County Council Matters

Cllr Jelf reported that there was a long meeting on 17th June at which the Oxfordshire Structure Plan was discussed, the major issue being housing. Bicester want no further developments and its allocation has been switched to South Oxford while the Office of the Deputy Prime Minister has reduced the planned housing at Upper Heyford from 5000 to 1000. Cllr Jelf also expressed thanks to David Randall for so promptly clearing trees in Bells Lane prior to the recent roadworks.

13 Ironstone Hollow Landscape Barrier

The Chairman reported that the clerk has received the valuation by Anker and Partners and although he has informed Mrs Everitt of the amount he has not sent her a copy until it had been seen by councillors. There was discussion on how to proceed if the residents ultimately decided they were not prepared to buy the land but it was felt appropriate to await their response following which the matter can be referred to the E & OS committee.

14 Parish Council Snippets

Cllr Hayward enquired about the present system of producing “snippets” from the minutes for inclusion in the Newsletter as those relating to the Disposal of CDC Assets in the last issue had been widely misinterpreted. In the past the deadline for including matters in the Newsletter had been close to PC meetings but, with a change to the first Thursday in each month, there will be more time to consider the content. It was agreed that draft Snippets should be circulated for consideration by all councillors before being submitted to the editor.

15 Village Twinning

Cllr Millar stated that he had still not had time to pursue this matter and requested that it be removed from the agenda.

16 Standing Orders

Cllr Williams reported that the previous council had agreed to prepare Standing Orders for the conduct of the PC based on the model provided by NALC but in an amended form. Cllr Millar felt that it was important to address the issue and produce our own working document and Cllr Fry informed the meeting that he has been working on a draft. He will copy this to Cllr Millar and this matter will be further discussed once a working draft is complete.

17 New Recycling Scheme

The clerk advised the meeting that he had attended a seminar on the new scheme and he informed the PC of how it was intended to work. Leaflets and guides will be distributed to all households a fortnight before the new collection arrangements come into operation and there will also be roadshows in the area to explain the scheme and a recycling hotline and website for the public to use if they have questions/problems.

18 Correspondence

(a) Letter from CPRE inviting the PC to join. The CPRE is a pressure group commenting on rural issues and whilst there were councillors who agreed with their stance on many matters Cllr Terry felt that the PC should not join. This was agreed.
(b) Letter from CDC informing PC that the organisers of the HN Beer festival have applied for a one-off Public Entertainment Licence and asking for any comments as to whether the Licence should be granted. There were no objections.
(c) Letter from CDC inviting attendance at Cherwell Countryside Forum on 15 July. As the matters under discussion were covered in recent meetings with Roger Davis, of OPFA, it was decided that there is no need to send a representative on this occasion.