Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 12th JUNE 2008 AT 7.30pm
Present: Councillors: Timms [Chairman], Barnes, Bartlett, Brotherston, Hayward, Jelf, Leader, Millar, Riley and Stubbs together with District Cllr Irvine, Mr Porter [Parish Clerk] and two members of the public.

1. Apologies For Absence

were received from Cllrs Bartlett and Walsham. Cllrs Brotherston and Jelf also gave their apologies as they had been delayed but both joined the meeting during Item 3.

2.Chairman’s Announcements

The Chairman reminded councillors that, as part of the re-structuring of the working groups, with no councillor dedicated to chair a Finance group, the chairs of each group now form the Finance and General Purpose Group. It had been hoped to have an inaugural meeting before the PC meeting but people had been away so this has been postponed for a month.

3. Minutes of previous meeting, 8th May 2008, and matters arising

It was proposed by Cllr Riley and seconded by Cllr Millar, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed by six votes with one abstention. The Clerk had been in touch with CPRE to establish the cost of membership, which is £28 per annum, and as it was felt that membership can be of benefit, particularly if we need assistance on development issues, it was proposed by Cllr Millar that we join, and this was seconded by Cllr Hayward and passed unanimously. There then followed some discussion on the remit of the working groups as set up at the previous meeting as there was felt to be some confusion over responsibility of areas of grass cutting. It was left that the Greens would remain the responsibility of the Recreation and Open Spaces Group, with other areas of grass being the responsibility of the Environment Group. However it was acknowledged that this might lead to some confusion and it was agreed to trial the system as set up but, if it did not work properly, we would re-consider.

4. Declarations of Interest

There were no declarations on this occasion.

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

In the absence of Cllr Walsham Cllr Jelf reported that we have received only six applications since the previous meeting, two of which were re-submissions, and there had been no objections to any of these.

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 – Cllr Leader reported that there have been several incidents of vandalism recently with the remaining basketball post having been pulled up, damage to the slides and damage to the wall in Watery Lane. Mr Marshall is aware and is working to keep the equipment in working order. However Cllr Leader has still to obtain a quote from Dennis Mill for the repair to the wall in Watery Lane and has not found anyone else willing to quote. The Chairman expressed concern about the wall and felt that we need to put up a fence behind it, even if only as a temporary measure, but the present situation is inherently dangerous. He also expressed concern that the equipment in the Play Area, some of which is looking tired, is spread out too much to allow for effective control. Cllr Hayward wondered if our appeal for residents to form a Friends of the Play Area had received any responses and the Clerk said he had not had anyone contact him. The Chairman commented that some PCs fence off their play equipment but ours is too spread out and we need to look at the area to decide whether we need to change the way it is set up. Cllr Stubbs commented that if only 50% of the equipment is working effectively this attracts trouble but if brought up to standard it will be better regarded. Cllr Stubbs also made the point that we do not wish to demonise young people in the village. The Clerk reported that he has invited Sgt Hibbert, the Rural Neighbourhood Officer, and his team to attend a forthcoming PC meeting.
(b)Cemetery & Allotments – Cllr Brotherston reported that there had been a complaint following a recent funeral when the gravedigger had used spare soil to build up neighbouring graves and one of the relatives had objected. We have spoken with the funeral directors to ensure this does not happen again. Also there had been a complaint that some of the new allotments had not been cultivated but this no longer seems to be the case, although one of the original plots is looking overgrown. Cllr Hayward wondered if there was a mechanism for identifying if plots were not being utilised but it was felt that the Allotment Association would notify us if there were any problems. Cllr Riley mentioned that he has received a quote from Tim Burchell for trimming the new hedge at the cemetery and weeding the ground at £50 and Cllr Brotherston approved this within his budget.
(c)Environment - Cllr Millar informed the meeting that the group had held an inaugural meeting which sought to clarify which areas of grass they would be responsible for and hopefully this has been resolved for the time being. He also mentioned that the bungalow near the viaduct had an alarm which emitted high-pitched sounds which could be irritating. It was not clear whether this is acceptable and he will discuss with the Environment Protection team at CDC.

8. Hook Norton War Memorial Hall

In the absence of Cllr Walsham the clerk reported that there had been a further leak in the kitchen and this will be looked into as soon as Cllr Walsham returns. He also reported that he had received the renewal quote from Aon last week in the sum of £1125.09. He immediately contacted Zurich for an alternative quote which came out at £745.95. Having informed Aon of this they announced they did not wish to lose such valued clients and were able to provide a revised quote of £735.50. Whilst disliking Aon’s tactics they are the cheapest and, as the insurance falls due tomorrow, Mr Porter recommended that we continue with the existing policy but ask Aon to ensure they get renewal papers to us in good time next year. Cllr Brotherston proposed accepting Mr Porter’s recommendation and this was seconded by Cllr Hayward and passed unanimously. Mr Porter also confirmed that there is to be a Working Group meeting on 25th June.

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 cheques totalling £2073.08 for the PC and £150.60 for the Memorial Hall, plus the insurance payment to Aon mentioned above. Cllr Jelf moved acceptance of the payments detailed and this was seconded by Cllr Hayward and passed unanimously. Mr Porter also reminded councillors that the Guides and Brownies had completed a litter pick in the village at the end of April and had again done an excellent job. Cllr Jelf proposed that a donation of £50 be made to each organisation for their efforts and this was seconded by Cllr Millar and passed unanimously.

10. Norman Matthews Community Hall

Cllr Jelf had nothing new to report on this occasion.

11. Report on District Council Matters

District Cllr Irvine reported that the issue of over-60s not being able to use bus passes in the Cherwell area until 9.30am has not been forgotten and the Scrutiny Committee is to meet in a couple of weeks time when the Portfolio Holder will be questioned on the issue.

12. Report on County Council Matters

Cllr Jelf had nothing new to report on this occasion.

13. Web Site

Cllr Hayward informed the meeting that the PC web site currently exists because somebody hosts it for us without recompense, which can create problems if something goes wrong. We could have our own domain name quite cheaply and there is sufficient expertise on the PC to run our own site. The costs will be minimal, possibly £8 p.a. for which we could set up something quite sophisticated. Accordingly he proposed that we should set up our own site and this was seconded by Cllr Riley and passed unanimously.

14. Chipping Norton School – transport for 6th Formers

Cllr Hayward reported that it had been brought to his attention that children in the village, over 16, have to pay for a concessionary bus pass to travel to school in Chipping Norton as a result of which some are grouping together to travel in by car, perceiving that to be cheaper. He had spoken with OCC who state that it has been policy for some time but may change if the statutory school leaving age is raised to 18. It is possible to obtain an Education Maintenance Allowance but most would be unlikely to qualify. Pupils living in Chipping Norton do not have to pay and this arrangement appears to be a disincentive for those living in rural areas. Cllr Jelf understood that it was government policy not to subsidise the over-16s but would make further enquiries. It was also pointed out that money is donated to Chipping Norton School by the Heath Allotment Trust for the benefit of HN children and it was felt appropriate to enquire to what purpose this money is being used.

15. Light Pollution

This item was withdrawn by Cllr Millar, who had asked for it to be placed on the agenda.

16. The Green, Southrop

There have been complaints about the state of the Green and the Clerk reported that he had looked at the area with the Chairman, Cllr Brotherston and Bob Bickley, our grass cutting contractor. Mr Bickley had expressed the view that the ruts in the grass need to be filled in to allow re-growth. As the resident had made a commitment to restore the land to its previous state when the work was being carried out to his property, it was agreed that the Clerk should write to him to ask that he honour his commitment. This matter will be reviewed again at the next PC meeting.

17. Correspondence

Cherwell District Council:
(i) Amendments to Code of Conduct Regime – wef 8 May initial assessment of complaints are referred to CDC Standards Board and not the national Board;
(ii) Local Election Results/Council Structure;
(iii) Parish Liaison Meeting – to be held on Wednesday 18 June;
Oxfordshire County Council:
(i)Local Council Liaison Event – to be held Exeter Hall, Kidlington 29 October;
(ii)Highways – Temporary Road Closures:
Burycroft Road/Crofts Lane – 20/23 June for resurfacing work;
Park Road, from Brick Hill to Rope Way – 23/25 June for resurfacing;
Tite Lane, from East End to Down End - 23/26 for resurfacing;
The Firs Crossroads to Claybank – 25 June/1 July for resurfacing;
(iii) Highways – Beer Festival - temporary “No Waiting” restrictions to be in place from 11am to midnight on 19 July;
(iv) Oxfordshire Minerals and Waste Plan – Newsletter;
Other:
(i) SEERA – Review of Sub-Regional Allocation of Primary Land-Won Aggregates – questionnaire inviting views on how much aggregates each area to provide;
(ii) South East Sustainable Futures Group – setting out their vision for a “Socially and economically strong, healthy and just South East”;
(iii) Thames Valley Police – Have Your Say – Liaison Event at Oxford Belfry Monday 21 July;
(iv) West Oxfordshire Citizens Advice Bureau – AGM – 16 July, Witney.

18. Questions and Comments from Members of the Public

Christopher Barry commented that the refuse team are again leaving bins [this time the brown ones] in a dangerous position blocking the pavement in East End. The Clerk will speak to CDC about this problem.

19. Date and Time of Next Meeting

Thursday 10th July 2008 at 7.30pm in the Memorial Hall.

Signed ………………………………………
[Chairman Hook Norton Parish Council]

Dated 10th July 2008