Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL
HELD IN THE MEMORIAL HALL ON THURSDAY 10th JULY 2008 AT 7.30pm

Present: Councillors: Timms [Chairman], Walsham [Vice Chairman], Bartlett, Brotherston, Hayward, Jelf, Riley and Stubbs, together with Mr Porter [Parish Clerk] and one member of the public.

1. Apologies For Absence

were received from Cllrs Barnes, Leader and Millar and District Cllr Irvine.

2.Chairman’s Announcements

The Chairman informed councillors that the August meeting will be attended by PC Gerry Doyle, hopefully with some of the PCSOs who patrol the village, and this will be advertised through the Newsletter. As the Clerk will be on holiday there will not be a meeting in September. The Chairman also mentioned that certain items of correspondence are not being seen by the majority of councillors and he proposed reinstating the circulating file to give everyone a chance to see items. The Clerk will be responsible for deciding what should be circulated.

3. Minutes of previous meeting, 12th June 2008, and matters arising

It was proposed by Cllr Hayward and seconded by Cllr Brotherston, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously. Cllr Hayward confirmed that Cllr Brotherston has obtained web space and we now have our own domain name, hnpc.org.uk [Item 13]. Cllrs Hayward and Stubbs have discussed how to improve the look of the site and are seeking volunteers to assist. Cllr Brotherston confirmed that with the domain name comes an option for councillors to have their own link for emails which will be set up, although it will be necessary to set up a code of use, and the Chairman will have access to all email addresses to ensure the system is being properly used. The Chairman thanked all those involved for their time and effort in setting up the site. Cllr Jelf confirmed that he had spoken with Cllr Hudspeth, the Cabinet Member dealing with Transport matters at OCC, and had been told that over 16s travelling to school [item 14] do not receive free transport due to a lack of government funding. They are looking at the situation to see if there is any way to surmount the problem. Cllr Jelf also reported that the annual bus fare amounts to £260 p.a. and with 30 travelling 6th Formers a subsidy is beyond the means of the Heath Allotment Trust. Money currently given to CN School by the Trust is used for the purpose of subsidising certain school outings for HN pupils.

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 we have received two new applications since the previous meeting which have been considered, with no objections to either, although we did raise some comments. On one we received a reply from CDC which referred to a listed building application which we have not received. There have been several new applications and a planning meeting will be called for next week. Cllr Walsham confirmed that he had attended the Parish Liaison Meeting at Bodicote House on 18th June but felt that it was not particularly productive, a great deal of time being spent discussing budget matters with no end result. With reference to the LDF the consultation on the Core Strategy Options should be concluded in September which will identify key sites, although the village sites will be announced later. The next LDF workshop will be in August/September. A new SE Plan, including details of ecotowns is expected in July. A draft Rural Strategy from CDC will be issued mid-July [letter from CDC 2/7/08 refers] to all PCs for response. The Chairman enquired whether we had received the decision about the Football Club lights as he understood that it had been decided in favour of the applicants two weeks ago. The Clerk confirmed that he has not received any Consent from CDC and he will make enquiries. Cllr Jelf told the meeting that a parishioner has asked if the PC would be prepared to refer this matter to the Ombudsman as planners at CDC appear to have paid no heed to parishioners’ objections. The Clerk will make appropriate enquiries. Cllr Jelf also expressed concern about the way personnel at CDC are starting to use the word “urban” to include the larger villages, which could impact upon future projects. Cllr Stubbs expressed concern that two recent planning meetings had been called at quite short notice for Sunday mornings and it was explained that both had been necessary due to time pressure to submit our responses but it was agreed not to meet on Sundays in future.

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 & Open Spaces Group – in the absence of Cllr Leader the Chairman referred to his report of a working group meeting held on 25th June at the Play Area. A new delivery of bark has been requested before the RoSPA inspection takes place. As previously recorded equipment is beginning to look tired but Mr Marshall is working to keep it in working order although damage to both basketball nets is not to be repaired as anyone wishing to use those facilities would be more likely to use the MUGA at the Sports & Social Club. Most of the items require expenditure and Cllr Jelf said that they will attempt to obtain costings for the next meeting. Cllr Stubbs commented that she had been in the area recently when there were 45 children playing with about 15 adults in attendance. As the area is clearly popular it behoves us to see what can be done to improve the area generally. Cllr Hayward suggested that, if money is to be spent, we need to consult with parents to ensure correct equipment is obtained and to encourage representation from them. The Chairman mentioned that he had recently seen a 4 x 4 being driven through the area and parked up and there were also people camping overnight the previous weekend. It was felt that this was possibly a one-off as it was the weekend of “Music at the Crossroads” but we must monitor to ensure it does not become a regular occurrence and it may be necessary to erect notices and, if appropriate, put up bollards to ensure vehicles cannot access the site. Cllr Walsham expressed concern about the possibility of erecting a fence 2m high along Watery Lane and felt that alternatives should be considered. The Chairman confirmed that he and Cllr Leader are to meet with the contractor on site the following day and they will discuss alternatives.
(b)Cemetery & Allotments – Cllr Brotherston reported that there has not been a meeting of the working group since the last PC meeting but he had spoken to members of the Allotment Association who are to talk to plot holders who do not seem to be using their full plots to ask if they will relinquish half for someone on the waiting list. The Chairman asked about the adjacent field and was told that this is still let at a rental of £290 p.a. and he wondered if this is too low? Cllr Brotherston will make enquiries.
(c)Environment – in the absence of Cllr Millar Cllr Hayward informed the meeting that, while the group had not met in the past month, he had spoken with Mr Summers, of 21 Ironstone Hollow, who has one of the Barrier trees overgrowing into his garden, and agreed that he may prune this back as appropriate. Concern was expressed about a number of hedges overhanging footpaths in the village and the Clerk will contact OCC about the problem on the path from the Play Group to Watery Lane while members will have an informal word with certain residents.

8. Hook Norton War Memorial Hall

Cllr Walsham reported that a meeting of the working group had taken place on 2nd July and minutes had been circulated. Peter Hibberd has been asked to provide quotes for repair to the roof and new guttering, Cllr Riley is to obtain quotes for repairing the floor, re-sealing it and repainting the white badminton lines. Cllr Walsham is also to obtain a quote from Paul Austin to extend the escape lighting from the Hall to Chapel Street. He will liaise with the Clerk about up-dating the Risk Assessment.

9. Finance/Schedule of Receipts and Payments for authorisation by the Council

Mr Porter presented the schedules of receipts and payments and sought approval to pay the cheques itemised totalling £3340.34 for the PC and £951.29 for the Memorial Hall, plus a further bill received from Paul Austin for electrical work at the MH amounting to £113.28 which will be paid from the PC account. Cllr Riley moved acceptance of the payments detailed and this was seconded by Cllr Jelf and passed unanimously. It was also agreed to pay Mr Marshall for extra work he had carried out in the Play Area once his hours had been confirmed by Cllr Leader. Mr Porter also informed councillors that Mr Marshall’s salary had been shown incorrectly on April – June schedules and he clarified the amount paid.

10. Norman Matthews Community Hall

Cllr Jelf had nothing new to report on this occasion.

11. Report on District Council Matters

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

12. Report on County Council Matters

Cllr Jelf informed the meeting that there is general concern within the UK of the threat of a flu pandemic and OCC is wanting villages to work together with somebody from Hook Norton liaising with the Barfords and South Newington PCs. He circulated details for councillors to read and consider.

13. The Green, Southrop

The Clerk reported that the resident had been in touch to confirm that he is obtaining topsoil to fill in the ruts. It was agreed to monitor and if nothing is done shortly the Clerk will chase again. Mrs Luxton has also been in touch to say that they are arranging to have the nettles in their field spot sprayed and she wondered if the PC might consider similar action with those on our side of the fence. After discussion it was felt that this is not necessary and Cllr Jelf proposed doing nothing. This was seconded by Cllr Walsham and passed unanimously.

14. Correspondence

Cherwell District Council:
(i) Parish Liaison Meeting – notes of meeting held on Wednesday 18 June;
(ii) Cherwell Link – magazine for Summer 2008
(iii) Atkins Ltd – Planning Obligations Supplementary Document – questionnaire as supplement to LDF to be completed by 14 July;
Oxfordshire County Council:
(i)Oxfordshire 2030 Consultation – draft strategy and delivery plan – comments required by 22 September;
(ii) Highways – Annual report;
(iii) Countryside Service – report on work carried out by the Department April 2007/March 2008;
(iv) Road Safety News;
Other:
(i) ORCC Review – Spring/Summer 2008;
(ii) Banburyshire Community Transport Association– AGM to be held on 23 July;
(iii) Oxfordshire Business Enterprises & Economic Development – independent “face-to-face” support service available free of charge to Oxfordshire residents who are in the early stages of starting a business. Information available on www.oxonbe.co.uk and details will be provided in Snippet.

15. Questions and Comments from Members of the Public

There were no questions on this occasion.

16. Date and Time of Next Meeting

Thursday 14th August 2008 in the Memorial Hall, starting at 7.00pm to enable the police representatives to make their presentation. The monthly PC meeting will follow immediately thereafter.

The Chairman then reminded councillors that there was a confidential matter to discuss and thanked the member of the public for attending before formally closing the meeting at 8.50 pm.