Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 13th JULY 2006 AT 7.30pm
Present: Councillors: Walsham [Vice-Chairman] Brotherston, Clay, Hayward, Riley and Young, together with District Cllr Gasson [who was delayed but arrived during item 7(a)], Mr Porter [Parish Clerk] and seven members of the public.

1. Apologies For Absence

were received from Cllrs Timms, Jelf, Millar, and Swainbank. Since the June meeting Cllr Fry’s house move had progressed rather quicker than anticipated and he has tendered his resignation from the Parish Council. CDC has been notified and the usual Notice has been put up in the village. As yet we have not received any applications. Cllr Young informed the meeting that his own house move has fallen through and he will be remaining on the PC for a while longer. In the absence of Cllr Timms Cllr Walsham took the chair.

2.Chairman’s Announcements

Cllr Walsham welcomed such a strong representation of parishioners on this occasion. There were no announcements to make.

3. Minutes of previous meeting, 8th June 2006, and matters arising

Cllr Young informed the meeting that he was unable to approve the minutes as a comment he had made relating to removal of the litter-bin at the bottle banks had not been included. It was proposed by Cllr Clay, and seconded by Cllr Riley, that the minutes of the previous meeting be passed as a true and accurate record and this was agreed by five votes to one, Cllr Young opposing. The Chairman reported that the PC has now received formal notification from CDC that the concessionary fares scheme for over-60s [item 12] is to be extended from 1st August to include South and West Oxfordshire, South Northamptonshire, Stratford and Aylesbury Vale. From the floor Christopher Barry expressed thanks to Cllr Fry for pursuing this matter. We have also had a response from the DTI following our representations regarding the Post Office Account card [item 18(ii)] informing us that the scheme does not expire until 2010 and that the Government is in consultation with the Post Office and is awaiting its report on rural services.

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 planning meeting since the June PC meeting when ten applications had been considered, the only objections being in respect of an amendment to the plans for Haytimisa, the proposed re-positioning of a garage at Long Thatch, The Green, and the installation of solar panels to the roof of the garage at Post Office Cottage. Of decisions received during the month approval has been given to the first floor rear extension to The Cottage in Netting Street, to which the PC objected. The PC has received a letter from Adderbury Parish Council expressing its concern at the way in which planners at CDC disregard comments made in response to applications. They have suggested that representatives of the Category 1 villages, of which Hook Norton is one, should meet to discuss the issue with a possible view to making a joint approach to CDC. Cllr Walsham proposed that HNPC responded to agree to such a meeting and this was seconded by Cllr Brotherston and passed unanimously. Cllr Walsham then referred to the Cherwell Local Development Framework [LDF] which has replaced the Cherwell Local Plan, and a Site Allocations document received by the PC last weekend. This sets out possible sites for development in the village either for housing, or commercial use. During preliminary discussions at the June meeting, when it was known that the document was on its way, it was suggested that an Open Meeting be held to allow parishioners to learn more of the proposals and inform councillors of their views. Responses to CDC are required by 18 August. Cllr Walsham proposed that an open meeting be held as suggested. In seconding this proposal Cllr Hayward commented that he was mindful of the dates and proposed that the August PC meeting be put back to 17th and that the Open meeting take place on 10th. Both proposals were agreed unanimously.

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

Christopher Barry asked if the LDF document would be placed in the library so that parishioners could see it before the meeting and this was agreed.

7. Report of Working Groups

(a)Recreation Group – Cllr Young informed the meeting that Trevor Stewart has completed the necessary work on the slide and the aerial runway and felt that the area is looking the best he has seen since joining the PC. However he expressed a view that too many trees had been taken down as a result of the tree survey and is concerned that the replacements are dying of the same virus. It was agreed that David Randall should be asked to look at the new trees and provide advice.
(b)Environment & Open Spaces – Cllr Riley reported that the E & OS group had met with the Allotment Association on 12 June and agreed to obtain costings for providing the additional plots. These have now arrived and as they amount to only £340 he proposed that they be accepted. Cllr Clay commented that this had been discussed at a recent Finance committee meeting and carries their approval. Cllr Young, in seconding the proposal, stated that the remaining piece of land should also be fenced off and let as a small paddock. The proposal was carried unanimously. It was agreed that the clerk would write to people on the waiting list when the number of new allotments has been established. The group also looked at the path across the grass area at Ironstone Hollow, part of which has sunk, and Cllr Brotherston will submit an application for funding from OCC to improve this. It was noted that the residents of 18-20 IH appear to be making use of the barrier land behind their homes, which is owned by the PC. Cllr Timms will discuss with those concerned, in part to learn whether they are still interested in trying to acquire that part of the barrier immediately adjacent. Cllr Riley reported that bottle banks were tidy when they visited and after discussion it was felt that the litter-bin is not required. They had also looked at the wall in Watery Lane which is suffering damage, in part because of the removal of trees. However there is no money available to do anything with this in the short term but the working group will continue to monitor. The Garden Club have been in touch and offered to sponsor a tree for which gratitude was expressed. Work on the cemetery wall has now started and as there was some initial concern for graves in that area the builders have been reminded that it is a cemetery and care must be taken to ensure there is no damage to memorials.

8. Hook Norton War Memorial Hall

In the absence of Cllr Jelf there was nothing of significance to report but the clerk told the meeting that we have been awarded a further grant of £2500 from OCC which takes total funding to £12000. On this basis the contractor has been asked to start work as soon as possible and is likely to be on-site in mid-September.

9. Report of Finance Working Group

Cllr Clay informed the meeting that the Finance group had convened the previous evening the main issue being the funding of the cemetery wall in the absence of any grant support. With everything taken in the project will cost £70800 of which £3000 was spent in the last financial year. Of the remaining £67800 £40K is in this year’s budget and, having carefully considered the spending for the remainder of the year, we can find a significant proportion of the balance. However the Finance group are in agreement that a reserve of at least £10K must be maintained in order to cope with any emergencies which might arise. With this in mind it was decided to seek PC approval to apply for a loan of up to £20K. However we would wish this to be flexible as to amount and period of repayment so that, if our fortunes change in any way, a lesser sum can be borrowed or we can elect not to go ahead at all. Cllr Jelf is making enquiries of other PCs who have borrowed recently but a bridging loan would be available if we need to go ahead before term funding has been finalised. Cllr Hayward seconded Cllr Clay’s proposal and this was passed unanimously. Cllr Hayward also asked if there was any merit in approaching the village for donations and it was agreed that the Finance group should consider the best way to approach such a request.
(i) To approve the Annual Accounts for the year ended 31 March 2006 Cllr Clay informed the meeting that the accounts have been examined by the internal auditor who was perfectly satisfied with them. Accordingly the annual accounts have been prepared for submission to BDO Stoy Hayward and Cllr Clay proposed that these be approved by the PC. This was seconded by Cllr Young and passed unanimously.

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 £4002.17 for the PC and necessary items for the Memorial Hall once he has received Gill Boyce’s hourly record for June. Cllr Clay moved acceptance of the payments detailed and this was seconded by Cllr Young and passed unanimously.

11. Norman Matthews Community Hall

Cllr Walsham informed the PC that he is still awaiting information from OCC as to whether the library might take up some of the space and also whether they might want the area for Carry on Learning. In the meantime Gill Boyce is keeping the place clean. The clerk reported that we have not received any response to our letter to Helen Koch of HN Pre-School Playgroup in response to our request for payment of £168.08, having taken over the assets of the Out-of-School Club. Cllr Clay will take up this matter with Julia Ingham.

12. Report on District Council Matters

District Cllr Gasson reported on an application by the Sports & Social Club for various amendments to its licence. He had discussed the application with the licensing authorities at CDC who informed him that the application to convert the old Justices’ licence to a Premises licence in 2005 had not been completed particularly well and the new application is basically to correct matters. If granted there will be some conditions imposed. Concern was expressed within the meeting at the variety of events applied for and whether the SSC was seeking to take over events traditionally held in the Memorial Hall. Cllr Gasson confirmed that he had been satisfied that the SSC have complied with the regulations and that residents can submit comments to the licensing authority if they wish, the closing date being 20 July. Cllr Walsham asked the meeting whether the PC wished to make any representations but there was no proposal to do

13. Report on County Council Matters

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

14.Request to Erect Bollards outside Gravels End, Rope Way

The clerk reported that he had been approached by Mr and Mrs Page who have been ordered to remove two stones from the verge outside their property by Highways. Apparently there are a number of houses with stones set into the verges in the area and an ambulance had recently hit one of these, which had triggered a complaint to OCC. Mr & Mrs Page had expressed concern as the stones protect their gable end, the house not having conventional foundations. OCC have offered to put up bollards in their place, which have light reflectors, but these would require approval by the PC. Cllr Riley proposed that the application be approved and this was seconded by Cllr Clay and passed unanimously. The clerk asked Mr and Mrs Page, who were in attendance, to inform OCC and he will then liaise with the inspector dealing with the matter.

15.Shopper’ Bus

The clerk had raised this issue as nobody has come forward to replace Peter Fry to collect fares, although Mr Marshall has done so on the past two trips, and also because user numbers continue to fall. He referred to a report submitted by Mr Fry in the June Newsletter stating that the continuation of the service would be discussed at the August PC meeting. Cllr Walsham intervened at this point to report that, with confirmation of the extension of the concessionary fares system, this matter had been discussed at the Finance meeting and, as a result, he proposed that the service be cancelled with effect from 1 October. This was seconded by Cllr Young and passed unanimously. Cllr Brotherston commented that if parishioners suddenly support the service to such an extent as to make it viable the PC should re-consider its position.

16. Correspondence

(i) OCC Environment & Economy – Oxfordshire Minerals & Waste Development Framework – consultation paper available on website, in council offices and libraries. Questionnaire will be considered by Cllr Hayward who will submit our response.
(ii) CDC – Landscape Conservation grants – reminder that grants available for small schemes, details on CDC website;
(iii) OCC – HN Festival of Fine Ales – details of parking restrictions on the day;
(iv)OCC – HN Festival of Fine Ales – details of road closures on the day;
(v) Thames Valley Police – letter from Sgt David Hillman the new officer in charge of Neighbourhood policing in the North Oxfordshire villages. Our request last month to Rosemary Dilsaver to attend this meeting had been passed over to Sgt Hillman who had agreed to attend the August one. However with a change of date for the August meeting the clerk will write to re-arrange his visit.
(vi) OCC – Meetings with Towns and Parishes – Exeter Hall, Kidlington 26 July;
(vii) OCC Newsletter – June
(viii) OCC – Notice of closure of Burycroft Road – 7 August, likely duration two weeks for essential power supply works;
(ix) OCC – Our Choice, Their Future – report on survey on travel to schools.

17. Questions and Comments from Members of the Public

Mrs Briggs informed the meeting that she and her husband have been attempting to maintain the triangle at the bottom of Bells Lane for the past 25 years. It suffers from being over-run by various vehicles and is increasingly eroding, not helped by a constant flow of water from springs rising in the bank opposite. After various discussions with Ralph Grant, of OCC Highways, it has been suggested that granite sets be set in to define the northern point of the triangle, probably for 3/4 feet in either direction. However OCC will not pay for this work and it needs PC approval. Mr and Mrs Briggs have agreed to pay as it should save them from maintaining the area. This was duly approved and Cllr Walsham thanked Mrs Briggs for her detailed presentation. The clerk will liaise with Highways. Christopher Barry took the opportunity to remind the PC that the triangle outside the Memorial Hall, which used to be maintained by the Women’s Institute, is now in a very untidy state. The clerk will ask OCC Highways to look into this but it was suggested that an initial approach would be to place a notice in the Newsletter asking other local organisations to volunteer their services. Comment was also made about an area of grass outside numbers 63-73 Rectory Road that looks very untidy, especially when compared to the green in the centre, which is maintained by the PC. The clerk explained that this is the responsibility of OCC, who should cut it at least five times a year, but the situation will be reviewed.

18. Date and Time of Next Meeting

The next meeting will take place on Thursday 17th August 2006 in the Memorial Hall at 7.30pm.

There being no further business the Chairman everyone for attending and declared the public meeting closed at 9.14pm.