Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 12th JULY 2007 AT 7.30pm
Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman] Clay, Leader, Millar and Riley together with Mr Porter [Parish Clerk] and two members of the public.

1. Apologies For Absence

were received from Cllr Jelf, who had a meeting to attend at County Hall, Cllrs Brotherston and Hayward, who had prior appointments, and Cllr Bartlett and District Cllr Irvine both of whom are on holiday.

2.Co-option of New Parish Councillors

Archie Bullard was introduced as a prospective new member of the Parish Council. Being known to several councillors from his previous time on the PC Mr Bullard was proposed by Cllr Millar, seconded by Cllr Riley, and elected unanimously. Mr Bullard then completed the Declaration of Acceptance of Office and joined the meeting.

3.Chairmans Announcements

The Chairman reminded members of the thank you lunch for Ray Gasson at the Sun Inn on Sunday 15 July.

4. Minutes of previous meeting, 14th June 2007, and matters arising

It was proposed by Cllr Walsham, 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 with two members who had not attended the previous meeting abstaining.

5. Declarations of Interest

There were no declarations on this occasion.

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

Cllr Walsham reported that there had been only two applications to consider since the June PC meeting: the proposal for the demolition of the garages at the Orchard in Queen Street and the erection of two houses on the site, to which we objected; and an amendment to the application to build an extension at 12 Orchard Road which was still considered to be unacceptable. Cllr Walsham informed the meeting that it is his understanding that CDC have subsequently suggested that this application be withdrawn and replaced with one for an extension to the rear of the property. He also commented on the decision to grant the application for an extension at the Old Cider Mill, particularly as CDC wrote to explain their decision which was based on further drawings. He was asked to respond to CDC expressing surprise that the new information had not been the subject of an amended application. Cllr Millar referred to the retrospective decision to grant approval for the removal of the partition wall in Doolittle Cottage and felt this set a bad example suggesting that owners of older property can make alterations and then obtain the necessary permission retrospectively. It was agreed that the clerk should write to CDC expressing this view, particularly as the wall in question was known to be at least two hundred years old, and possibly as old as the property.

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

There were no comments on this occasion.

8. Report of Working Groups

(a)Recreation Group Cllr Leader reported that the annual RoSPA inspection will take place some time this month and Mr Marshall has carried out necessary work including restoring some of the signs which had been taken down. He is still awaiting a delivery of fresh bark as it has been too wet of late to arrange this. Cllr Leader will also contact Dennis Mill to look at the wall by the footpath and provide an estimate for remedial work. The Play Group wish to put up a bouncy castle and it was agreed that this would be permitted providing they have proper insurance. There was a brief discussion as to whether the PC should seek a fee for this but it was agreed that this would be inappropriate on this occasion. Cllr Bullard joined the Recreation Working Group.
(b)Environment & Open Spaces Cllr Riley asked the clerk to contact Mr Bickley to arrange for the newly grassed area in the cemetery to be included in the cut in future. He also reported that a softwood bench in the cemetery is now beyond repair and it was agreed to look at the cost of replacing this. Also he had noticed that several trees have low level branches which are now impeding funerals and he has therefore obtained a quote to remove these from Ben Acreman at 150 and will instruct him to proceed with the work. The Allotment Association has indicated that the new plots should be ready for new tenants by September and it is hoped that ten units will be provided. With several people on the waiting list having indicated a willingness to take half a plot it may be possible to make a significant reduction to the list. Some sheds were broken into recently and a rotorvator was stolen. Rob Bartlett is obtaining quotes for the tree work which needs to be carried out in the autumn to complete the three-year programme identified in the tree survey. There has been a complaint from a resident of DOily Close about overhanging trees in the Recreation Area and this will be looked into. We have also received a donation from the Garden Club of 100 towards the tree planting programme and it was suggested that this be allocated towards the new trees in the cemetery which have cost to the order of 700. The clerk will write to thank them. Cllr Walsham expressed concern at the response from the Baptist Church about the state of their wall, particularly as they seem to be able to spend a lot of money on repairs to Well House. It was agreed to leave this matter for a short while to see if necessary repair work is carried out.

9. Hook Norton War Memorial Hall

In the absence of Cllr Brotherston the clerk read out his report on the progress of the kitchen extension. The shell is now completed and it is anticipated that the plastering will be finished within the next week. There is a problem with the old floor, which has rotted away under the sink, and the necessary remedial work will add to the cost. Cllr Brotherston is to hold a further site meeting with Mr Rose on 13 July and anticipates that he will be asked to release further funds at this stage.
The clerk reminded councillors that it had been necessary to obtain a dispensation for them to discuss Memorial Hall matters as they technically have a prejudicial interest. This expired with the term of the previous PC and it is necessary to obtain a further such dispensation for the life of the present council. Councillors were asked to sign the necessary request which will be submitted to the Standards Committee.

10. Report of Finance Working Group

Cllr Clay informed the PC that the internal auditor has now completed his review of the accounts for 2006/7 and is satisfied that all is in order. Accordingly the Accounts have been prepared for submission to BDO Stoy Hayward, the external auditors, and Cllr Clay proposed that these be approved by the PC. This was seconded by Cllr Riley and passed unanimously. Cllr Clay confirmed that the Finance group had met but he still needs further information on various items to complete a meaningful cash flow.

11. 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 3657.91 for the PC and 196.84 for the Memorial Hall. Cllr Riley moved acceptance of the payments detailed and this was seconded by Cllr Leader and passed unanimously.

12. Norman Matthews Community Hall

The clerk informed the meeting that Cllr Jelf has met with Mr Monaghan, Head of OCC Property Services, regarding the transfer of the lease to St Peters and he does not foresee any problems with this, although it is likely to take some time to complete the formalities.

13. Report on District Council Matters

As District Cllr Irvine is away on holiday she had submitted a written report which is appended to these minutes.

14. Report on County Council Matters

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

15.Parking in Sibford Road

In the absence of Cllrs Hayward and Bartlett, who had raised this issue, it was decided that a further note be placed in the October Newsletter urging parents to park more responsibly. The Chairman informed the meeting that OCC has proposed changes to the road layout but he is not convinced this will make any difference. It was also felt that a letter from the PC to parents might be of benefit and this matter will be discussed again at the August meeting. There was also consensus on asking the local Police Liaison Officer to visit the village at key times and caution parents who park illegally.

16. New Parish Seat

Cllr Walsham reported that he has been approached by a resident, on behalf of several elderly parishioners, to ask that the PC supplies a seat on The Bourne by the entrance in to the Sports and Social Club to provide somewhere to rest to/from the surgery. It was agreed to price a suitable seat and consider this matter again in the light of projected cost.

17. Correspondence

(i) OCC Review of External Transport Posts OCC funds/partly funds three transport related posts whose role is liaison with PCs and other interested groups to seek solutions to public transport difficulties. Funding comes to an end on 31 March 2008 and PCs are asked for their views on the justification for continuance;
(ii) OCC and CDC Hook Norton Festival of Fine Ales details of temporary road closures and No Waiting restrictions to be in place on Saturday 21 July;
(iii) Alan Waterhouse Mole Trapper the PC has no use for his services at present;
(i)Thames Valley Police Family Open Day details of events on Saturday 11 August;
(ii)CDC Cherwell Rural Strategy Workshop consultation evening to be held at Bodicote House on 19 July, Cllr Jelf to attend on behalf of HNPC;
(vi) CDC Notice of Polling District Review review of venues used as polling stations;
(vii) CDC Blue Recycling Wheeled Bins reminder of initiative whereby PCs can obtain commission if blue bins are ordered through ourselves. Note to go in Newsletter;
(viii) Provision of caravan sites for Gypsies and Travellers in Oxfordshire SEERA seeking guidance on the provision of sites in the South East and we are asked for comment on a number of questions. Councillors will consider and send their views to the clerk who will collate and respond on our behalf;
(ix) ORCC Migrant workers in Rural Communities Role of PCs Julie Smith has been appointed Community Development Worker with responsibility for promoting inclusion of all village life and is seeking information on any different ethnic groups which may be in the locality;
(x) Oxfordshire Association for the Blind request for donation which was declined as funds are limited and decision taken previously to only consider requests from local organisations.

18. Questions and Comments from Members of the Public

There were no questions on this occasion.

19. Date and Time of Next Meeting

The next meeting will take place on Thursday 9th August 2007 at 7.30pm, in the Memorial Hall.

There being no further business the Chairman thanked everyone for attending and declared the public meeting closed at 8.45pm.