Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 8th JUNE 2006 AT 7.30pm
Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman] Brotherston, Clay, Fry, Hayward, Jelf, Millar, Riley, Swainbank and Young, together with District Cllr Gasson, Mr Porter [Parish Clerk] and three members of the public.

1. Apologies For Absence

There were no apologies on this occasion.

2.Chairman’s Announcements

The Chairman mentioned that both Cllrs Fry and Young are to move away from the village and he wondered when they would be tendering their resignations from the PC. Both indicated that they would probably do so after the July meeting.

3. Minutes of previous meeting, 11th May 2006, and matters arising

It was proposed by Cllr Hayward, and seconded by Cllr Young, that the minutes of the previous meeting be passed as a true and accurate record and this was agreed unanimously. Cllr Jelf reported that he has arranged that the person at OCC Highways responsible for road repairs in the locality will inform him when the road gang are next in the area and he will liaise with other councillors to ensure that the known potholes and road problems are brought to their attention. This matter is also covered at Item 17. The Chairman also referred to the formal response received from Hook Norton Tennis Club to the letter sent by the clerk in February informing the PC that they have liaised with their constructors, who report that the light spillage is well within specification and according to approved plans. It was felt that this did not properly deal with the issue raised, which was whether anything could be done to reduce glare, but it was accepted that the lights do conform to specification. The Chairman also referred to a letter from the Government Office for the South East, in response to his letter to the Deputy Prime Minister on the subject of Affordable Housing. Essentially the reply tells us nothing we did not already know. There was also a reply from OCC Highways to our letter expressing concern that priority funding will go to urban areas [Item 19(i)] which basically confirms that fact.

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 May PC meeting when eight applications had been considered, the only objections being in respect of an amendment to the plans for Haytimisa and, following an amendment received relating to The Cottage, Netting Street, we have now objected to this development. He also reported that Mr and Mrs Rudd’s appeal against CDC’s refusal to grant planning permission for a two-storey dwelling on land adjacent has been dismissed on the basis of the reasons originally given, which includes concern over safety, as the development would increase the use of what they consider to be a sub-standard junction. As this is the same access which would be used if affordable homes are to be built on the vacant site it was accepted that this would make it impossible to pursue that development as presently envisaged. Cllr Millar pointed out that one of the reasons for refusal of the development is that the proposed new property would “unacceptably harm the spacious feel that characterises the immediate locality” and perhaps this may set a precedent when responding to other similar planning applications. The clerk will provide all councillors with a copy of the appeal decision.

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 Group – Cllr Young referred to the minutes of a meeting held on 22 May and confirmed that David Randall is to remove the branch of fir tree that had been damaged. Trevor Stewart’s quote to re-tension the aerial runway was accepted and he will be chased to complete the work and also remove a piece of protruding concrete from the earth slide. Cllr Young went on to comment that there have been problems with local youths who have forced their way through a small gap where the fence ends into gardens to the rear of D’Oily Close. He has asked Mr Marshall to block this off. There was some discussion about responsibility for the area and enquiries will be made. Cllr Gasson mentioned that he had been approached by a parishioner complaining about youths gathering in the Area and making a great deal of noise and leaving untold quantities of rubbish. It was noted that Mr Marshall had four black sacks of rubbish to dispose of on Monday. After some discussion it was noted that there appears to be under age drinking taking place as well and Cllr Jelf proposed that the clerk writes to the Police informing them about the problem and asking them to investigate and report back for the July meeting. This was seconded by Cllr Riley and passed unanimously. Cllr Jelf then suggested that it might also be sensible to ask the police to attend that meeting to provide us with a briefing on Neighbourhood Policing. This was also agreed.
(b)Environment & Open Spaces – Cllr Riley reported that work will start on the cemetery wall in the week commencing 3 July. He is hopeful that we will hear whether our application to SITA for a smaller grant of £25000 will be successful within the next week or so. OCC have asked that we write to the immediate neighbours to inform them of the work and the clerk will attend to this. The E & OS working group will meet next week at the allotments to talk to the Allotment Association about the issues connected with extending the site. They will also look at the Bottle Banks. Cllr Young commented that Mr Marshall had removed the litter-bin he placed there and this issue will also be considered. Concern has been expressed that stones are coming out of the wall in Watery Lane. In part this is probably due to the removal of the trees, which now allows children to climb on the wall, disturbing the stones. This will be reviewed. Cllr Riley also referred to correspondence from OCC indicating that funding is available for small-scale schemes to improve Rights of Way and, at Cllr Fry’s suggestion, they will look into this with a view to improving the path across the grass area at Ironstone Hollow, part of which has sunk. The clerk mentioned that he has received a first sponsorship payment for trees from Mr and Mrs Briggs of Cornerways, Down End.

8. Hook Norton War Memorial Hall

Cllr Jelf informed the PC that the kitchen project has been awarded grants of £4500 from Awards for All and £5000 from CDC. A decision on a further application to OCC is expected later in the month. Peter Hibberd has completed sealing the edges of the skirting and Cllr Fry will go back to the firm who are clean and re-seal the floor to arrange for them to carry out the work. Mr Hibberd has submitted a quotation to lay some concrete by the path at the front of the Hall and also lay a path round to the back and paint the lobby floor in the sum of £505. As this is within the budget allocated to the MH the work will be put in hand.

9. Report of Finance Working Group

Cllr Clay informed the PC that it had not been possible to hold a meeting as the make-up of the finance group is not yet finalised. Following the detailed discussion on financing the cemetery wall at the last PC meeting he had sent an email to all councillors setting out his reasons why the project should not go ahead in its entirety until we are sure of grant assistance and this was warmly welcomed by members. He also confirmed that the auditor has been in touch to advise that he is completely satisfied with the accounts for 2005/6.

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 £2238.88 for the PC and £1174.87 for the Memorial Hall. He informed the meeting that a cheque issued in April to OALC had turned out to be duplicated and was returned. The new subscription is shown in the June schedule. Cllr Jelf 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 a decision from OCC as to whether the library might take up some of the space and Cllr Jelf added that there is now a possibility that the county council will take back the whole building, partly for the use of the library and partly to provide space for adult learning classes. He hopes to know whether this will happen within the next 3/4 weeks. In the meantime Sue Sinclair from the library has advertised the availability of the hall in the Newsletter and she is now keeping the diary. Cllr Walsham also reported that we have received a letter from Helen Koch of HN Pre-School Playgroup in response to our request to the Out of School Club for £168.08 as their due contribution for servicing the fire extinguishers. Ms Koch seeks to argue that they are not liable to cover the cost of the servicing of the extinguishers but offers £50 as notice to vacate the premises had not been received in November. She points out that the Playgroup is a registered charity, a vital service to the community and that this is all they can afford. Cllr Hayward enquired whether it would be possible to see the final accounts for the Out-of School Club to ascertain whether they were solvent when they ceased trading? If so they should have settled their commitments, including the service charge for the fire extinguishers. After discussion it was felt that £50 is not acceptable as the balance effectively has to be found by parishioners. Cllr Jelf proposed that the clerk writes to Ms Koch seeking full payment and this was seconded by Cllr Hayward and passed unanimously. Cllr Walsham went on to inform the meeting that Gill Boyce was asked to clean out the NMCH in preparation for the Local History Day and she did an excellent job. The PC had previously set aside £350 for cleaning and it was proposed to pay £60 for the work she has done and this was seconded by Cllr Hayward and passed unanimously. It was also agreed that Miss Boyce be asked to clean the hall regularly as a contingency and this was also agreed.

12. Report on District Council Matters

District Cllr Gasson informed the meeting that the district council is just starting the budget process for 2007/8 and that there will be more consultation this year to identify those services people most want. The new Chief Executive, Mary Hartley, visited the ward last week and she is particularly anxious to see some affordable housing in the area, as is the Portfolio Holder, George Reynolds. Following comments made at the April meeting by ex-Cllr Elizabeth MacLeod, and reported in the Newsletter, Cllr Gasson stated that Mrs Macleod was in favour of residential housing development in HN and that she had been in contact with an owner and a development company that had an option on a site put forward for consideration in the draft Local Plan. The Local Plan has been replaced by a Local Development Framework which will cover the period to 2026. Papers will be circulated with a consultation period and category 1 villages [of which HN is one] will have to find room for 223 houses in the period to 2016 and a further 559 in 2017–2026. This will be spread over a number of villages but there will be real pressure for some development in HN and decisions must be made on where this is to take place or, if not wanted, excellent reasons must be put forward to explain why there should be no large scale development. Cllr Millar stated that Cllr Gasson should be given authority to oppose any major development and that a further snippet should be placed in the next Newsletter informing parishioners of the danger and that a public meeting will be held to discuss the issue when further information is available. This was agreed and the matter will be discussed again next month by which time it is hoped that the draft consultation paper will have been received. Having examined the detail of the information provided by District Cllr Gasson Cllr Jelf made the point that if we are to build affordable homes on the preferred site off The Bourne then it may be necessary to agree to a small scale development to the north of the site. Cllr Fry then asked Cllr Gasson for an up-date on the concessionary fares and was advised that the district council had agreed to extend the scheme to include journeys to places such as Chipping Norton; this is being publicised.

13. Report on County Council Matters

Cllr Jelf had nothing to report on this occasion.

14.Code of Conduct

The Chairman referred to a letter received from Tony Baldry MP on this issue. After a brief discussion it was agreed that the clerk should respond to highlight recent difficulties we have experienced regarding the dispensation which had to be obtained for councillors to discuss MH business and the fact that Cllr Fry, as a regular bus user, was precluded from providing the PC with useful information.

15.Oxford Radcliffe NHS Trust

The Chairman referred to another letter from Tony Baldry about the funding of the Trust. After discussion it was agreed that the PC should not join in the petition but councillors may do so on an individual basis.

16.Affordable Housing

The Chairman referred to an email from Robert Brown of CDC [received shortly after his letter had appeared in the Banbury Guardian] offering to visit the PC again to discuss this matter. In the light of the appeal decision relating to 26 The Bourne it is felt that our chance of developing the land behind The Bourne is now remote and in view of District Cllr Gasson’s comments on the Local Development Framework it was decided that this issue should be put on hold until we have more information relating to plans for the village.

17.The State of local roads

Cllr Young expressed the view that, with the exception of the road to Milcombe, all roads leading from the village are in a deplorable state and he asked Cllr Jelf to express our concern to Highways. Cllr Jelf suggested that it might be a good idea to invite the Area Engineer, Ralph Grant, to attend a PC meeting, and it was agreed that he should be invited to the August meeting.

18. Correspondence

(i) Charter 88 – Campaign to empower citizens and communities;
(ii) OCC – Post Office Account Card – Government to withdraw the card after 2010 with consequent impact upon local post offices and detrimental effect on elderly and vulnerable. Clerk to write to express our concern.
(iii) OCC – Fire Authority’s Integrated Risk Action Plan – copy of plan available;
(iv)OCC – Environment & Economy – Bus Strategy – copy document available;
(v)CDC – Free Energy Saving Lightbulbs – two free lightbulbs available to public during week of 10 – 14 July at Banbury Town Centre. We will explore whether supply can be collected on behalf of village.
(vi) OCC Newsletter – May
(vii) OALC – Notice of AGM 27 June – proposal to move offices to West Oxfordshire CC.

18. Questions and Comments from Members of the Public

Geoff James, the Secretary of HNFC and the Sports & Social Club took the opportunity to up-date the PC on the progress of the development. On behalf of the football club he thanked Cllr Timms for his supportive comments in his Chairman’s report, published in the Newsletter. Planning permission has been given for the floodlights and pavilion/clubhouse/dug outs but funding is taking time to organise and it will some time before progress is made. Central Networks have agreed to remove overhead cables and carry the supply underground which will remove a potential hazard. The merger with the junior section is now well established and the club is close to achieving Charter status within the FA. The club remains conscious of a need to work with the local community and is endeavouring to be a good and responsible neighbour, particularly to nearby residents. The Chairman thanked Mr James for his concise report. There were no further questions on this issue. Another resident expressed concern that the street cleaning service appears to be very hit and miss and seems to have missed Park Hill altogether. Cllr Gasson will take this up with CDC. She also expressed concern about a large pothole by Bridge House in Park Hill, which is particularly dangerous to children on bikes. Cllr Jelf promised to follow this up. Another resident highlighted an area of grass opposite numbers 63-73 Rectory Road, which has not been cut for some time. The clerk informed the meeting that he had been in touch with Highways earlier in the day and their grass cutting team should be in the village in the next week or so.

19. Date and Time of Next Meeting

The next meeting will take place on Thursday 13th July 2006 at 7.30pm, in the Memorial Hall.

There being no further business the Chairman everyone for attending and declared the public meeting closed at 9.27pm.