Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 9th JUNE 2005 AT 7.30pm
Present: Councillors: Timms [Chairman], Fry [Vice-Chairman], Clay, Hayward, Jelf, Millar, Swainbank, Terry, Walsham, Williams and Young, Mr Porter [Parish Clerk] and 3 members of the public.

1.Apologies For Absence

There were no apologies for absence on this occasion.

2.Chairman’s Announcements

The Chairman reported that, following the decision taken at the last meeting of the North Area Planning Committee approving the application by HNFC for the erection of floodlights on the old pitch, he emailed the Chief Executive, Grahame Handley, to make him aware of the strong opposition within the village and suggesting that a site visit was appropriate. At this stage Cllr Williams deemed it appropriate to declare an interest and left the meeting. Cllr Timms reported that he has received a reply from Mr Handley stating that no further planning issues have been raised and unless something pertinent is received before the close of business today [the end of the consultation period] then their decision will stand. There followed a lengthy discussion on what further action the PC could take particularly having mind to the terms expressed in the Appeal Decision when a similar application was rejected in 2003. It is accepted that this is a different application but criteria expressed in making that decision still appear pertinent. As such it was proposed by Cllr Millar that an email should be sent to Mr Handley before midnight expressing concern that the PC’s recommendations on behalf of parishioners have been ignored, and seeking a deferment, and also asking in what way the current application is not contrary to the policies specified in the Appeal decision. If no satisfactory response is received by close of business on 10th June the PC will seek to bring this issue to wider public attention. This was seconded by Cllr Terry and passed by nine votes with one abstention.
At this point Cllr Williams returned to the meeting. The Chairman also reported that Cllr Terry had informed him that he intends to stand down as a parish councillor in the near future. Cllr Terry expressed the view that he now finds the increasing amount of paperwork overpowering. The Chairman thanked him for his past service and expressed the view that his contribution had been incalculable and often he had managed to encapsulate lengthy discussion in a few pithy comments enabling decisions to be reached.

3. Minutes of previous meeting, 12th May 2005, and matters arising

It was proposed by Cllr Williams, and seconded by Cllr Walsham, 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 not covered elsewhere in these minutes.

4. Declarations of Interest

Cllr Fry said that he would absent himself during Item 15 but the clerk informed him that this would not be necessary. Cllr Williams stated that he would leave during discussion on correspondence relating to Affordable Housing [Item 16(vi)].

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

Cllr Walsham reported that there had been only one planning meeting since the May PC meeting which had been chaired by Cllr Timms during his absence on holiday. The applications discussed were the last six on Section 2 of the Planning Schedule and of these the only objection had been to the request to fell an oak tree on the land adjacent to the Old Engine House, the reasons being that it is healthy tree, there is some doubt as to whom it belongs and it has been in place longer that the extension to the property. It was suggested that the Tree Officer should inspect and comment. As both Cllr Walsham and the clerk had been on holiday there were three new applications which needed to be dealt with and Cllr Walsham sought the Chairman’s approval to discuss them at the meeting on this occasion. These related to a single storey rear extension at 13 Hollybush Road, a two-storey rear extension with porch at 16 Ironstone Hollow and a two-storey rear extension at 15 Ironstone Hollow. There were no objections to these applications.

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

Roger Hughes asked for further details of the application to fell the oak tree but there were no further comments on current planning matters.

7. Report of Working Groups

1.Recreation Group – Cllr Young reported that there had not been a meeting during the past month but one issue had been brought to his attention by Mr Marshall which is that somebody is again depositing dirty nappies in the park. Signs will be put up asking people to refrain from this unsanitary habit. There also appears to be a problem with part of the stone wall coming down, probably due to vandalism, and the group members will be looking into this.
2.Environment & Open Spaces – Cllr Hayward also reported that there had not been a meeting during the month but he asked the clerk to contact the grass-cutter to request that he now start mowing the triangle near the dentists. Cllr Williams reported that we have received two quotes for repair work to the cemetery wall and at least one other is awaited. He is examining whether planning permission will be required and also for planned tree works to take place later in the year. Cllr Jelf reported that Steve Bowden, of OCC Highways, has informed him that it may be necessary to close off Tite Lane to vehicular traffic in view of the danger presented by the wall.

8. Hook Norton War Memorial Hall

Cllr Fry informed the PC that the Hall working group had held a meeting with representatives of the regular users on 17 May following which there was a group meeting on 5 June at which he stood down as Chairman and Cllr Jelf was voted into that position. The plans for the kitchen extension have ground to a halt and to make progress it has been decided that a half-width extension will be adequate and to put forward the scheme proposed by Homeforce for planning approval, following which further quotes can be obtained. Only one firm has been found willing to remove, clean and re-hang the curtains, Toggs in Banbury whose quote was £595.95 to include fireproofing. Three quotes have been obtained for redecorating the inside of the hall, including the ceiling and lobby, and these vary from £1450 to £5550. As such Cllr Fry proposed that the cheapest quote be accepted, together with the cleaning of the curtains, the work to be carried out during the summer holidays. In seconding the proposal Cllr Clay stated that the PC had decided to stick with the Hall and in so doing we must try to make it viable. The only way to do this was to improve it initially by redecorating. Cllr Millar queried the colour to be used and it was agreed to defer the choice to the Hall working group. The proposal was passed unanimously.

8.Report of Finance Working Group

Cllr Clay informed the PC that no meeting has taken place as yet largely because he is waiting for the other groups to elect chairmen who will then be the members of the Finance group. However there have been no unexpected expenses at this stage of the financial year.

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

Mr Porter presented the attached schedules of receipts and payments for authorisation and commented that the reason he is only paying the rates for the cemetery on a monthly basis is because he has applied for a rate rebate and he will settle the outstanding amount once he knows the outcome. He is also conscious that renewal papers have not been received for either of the insurance policies. Having contacted Allianz Cornhill it was established that documents relating to the Hall are in the post but the PC’s renewal papers seem to have gone astray. Duplicates will be sent but as the PC’s premium is now due and he sought approval to pay the items on the attached schedule totalling £2469.27, together with the insurance premium of £372.90, and a payment of £219.96 for the Memorial Hall. Cllr Jelf moved acceptance of the payments detailed and this was seconded by Cllr Fry and passed unanimously.

11. Norman Matthews Community Hall

Cllr Jelf reported that Cllr Walsham has been elected as the new Chairman. There is nothing of significance to report apart from the fact that somebody from OCC has looked at the question of access to the disabled toilet. OCC will not pay for any works but may provide a grant. However it is a listed building and this will cause problems. There are also some questions remaining from the safety report which will be addressed. Cllr Young asked about the costs of the repairs to the boiler and was informed that the original installer has gone out of business but somebody is taking up the matter with the manufacturer.

12.Report on District Council Matters

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

12.Report on County Council Matters

Cllr Jelf commented that he had nothing to report as the newly elected Council is just bedding in. Cllr Clay congratulated Cllr Jelf on his appointment as the Cabinet Member for Community Safety.

12.Funding of Community Websites and their Administration

Cllr Hayward commented that he had nothing new to report since this matter was last discussed in March. However he expressed the view that the PC should be aware of the costs implications of running the site and, if it becomes necessary, should be prepared to make a modest grant. Steve Jackson, who is running the Hook Norton site, was present and was asked about the funding. He stated that he is currently bearing the operational costs but hopes to recoup some of these from advertising. He does not believe that the PC should fund the site, as it should retain its independence, but it could pay for its own portal which will probably amount to no more than £5/10 per month. It was unanimously agreed that further information be obtained to enable a formal proposal to be put before the Finance group.

12.Sale of other land at Ironstone Hollow

The clerk reported that he had written to Mr Summerell as agreed at the May meeting but has not received a response as yet.

16. Correspondence

(i) OCC Environment & Economy – Roadside Timetable Displays – Cllr Fry is dealing with this matter. A display is needed at the stop opposite Austin’s Way and he will ask Stagecoach to provide one, but if not successful he will contact OCC;
(ii) OCC Environment & Economy – Oxfordshire Minerals and Waste Development Framework – the County is preparing a Statement of Community Involvement and any comments to be submitted to clerk before Friday 1 July;
(iii) Thames Valley Police – agreed to nominate Rosemary Dilsaver for Community Officer of the Year Award;
(iv) CDC – Cherwell Local Development Framework – seminar for Parish Councils to be held at Bodicote House on 22 June, Cllrs Walsham and Timms to attend on behalf of HNPC;
(v) CDC – Hook Norton Beer Festival – notice that various stretches of road around Brewery Lane/Scotland End will be closed off to vehicles during the Festival;
(vi) James Alcock – Affordable Housing –[Cllr Williams left the meeting during this discussion] letter bringing us up to date with latest development which is significant as CDC have stated that the site at The Bourne is suitable to develop but it is not an Exception site. This means that local people would have priority for only two houses built there. They are still keen to use the site adjacent to the school, which would be an Exception site. Decided that Cllr Walsham should try to clarify what qualifies as Exception site at the seminar on 22 June following which the PC will decided how to proceed.
OCC Newsletter – comment on the election results and details of a Residents’ survey.
Oxfordshire Area Consortium for Patient & Public Involvement in Health – details of a public meeting in Banbury on Monday 13 June.

17. Questions and Comments from Members of the Public

Roger Hughes expressed approval that the PC was taking note of parishioners concerns and challenging CDC about the floodlights. There was no further comment on this occasion.

18.Date and Time of Next Meeting

Thursday 14th July 2005 at 7.30pm.
There being no further business the Chairman thanked everyone for attending and declared the public meeting closed at 9.10pm.