Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL
HALL ON THURSDAY 5th JUNE 2003 AT 7.30pm

Present: Councillors: Williams [Chairman], Fry [Vice-Chairman], Cooke, Hayward, Housby, Jelf [County Councillor], Millar, Withey and Young together with District Councillor Gasson, Mr Porter [Parish Clerk] and fourteen members of the public.

1 Apologies For Absence

Cllrs Clay and Terry sent their apologies.

 

2 Chairman’s Announcements

Cllr Williams welcomed those members of the public who attended the meeting.

3 Minutes of previous meeting, 8th May 2003, and matters arising

The minutes were agreed as a true and accurate record of the last meeting, passed unanimously. There were no matters arising that were not covered elsewhere on the Agenda.

4. Declarations of Interest

Cllr Williams informed the meeting that he would absent himself during the discussion on the disposal of District Council assets [item 14] and Affordable Housing [Item 15].

 

5 Report by Planning Co-ordinator on planning applications received

Cllr Millar briefly reported on applications currently outstanding [see attached schedule] and commented that Planning officers had given consent to the felling of the trees in Beanacre which the Parish Council had felt should be crowned. Cllr Millar also gave details of three applications received but not yet discussed and the council agreed with his proposals that no objections should be recorded against those at Claybank Farmhouse and 14 Hollybush Road. In respect of the part conversion and extension to the barn at Crooked Thatch, which is a listed building, this was discussed and it was agreed not to raise any objection. Cllr Millar also reported that there has been an appeal in respect of the refusal by CDC to grant planning permission for the house, grooms cottages and livery stable development just off Swerford Road. As the original comments objecting to this development came from the old Council he asked if there were any different views. Cllr Gasson commented that the proposed development contravened virtually all guidelines. Cllr Millar proposed that the Parish Council repeated its objections, this was seconded by Cllr Jelf, and passed unanimously.

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

There were no comments from the members of the public on the applications.

7 Report of Committees

Finance Committee

In the absence of Cllr Clay Mr Porter referred to his report and specifically asked the Council to consider the recommendation that funding be granted to allow the construction of a partition at the Norman Matthews Community Hall. Cllr Jelf added that this would be in the nature of a loan to be repaid from fund raising. Cllr Young felt that there should be a timescale in which the loan would be repaid and although Cllr Jelf hoped that this would be before the end of the year he suggested Spring of 2004 to allow for any difficulties. There was also discussion on Cllr Clay’s view that the water tank at the allotments should remain the property of the PC and this was agreed. Mr Porter mentioned that he had found no quotes, either for the original estimate, or the tank now installed, and stated that it would not be possible to apply for a grant without them. Cllr Fry sought approval from the Council to accept the estimate from Derek Street for painting the exterior of the Memorial Hall. He said that he was expecting a quote for the provision of a letterbox at the Hall and sought approval for this work at a cost in the region of £60. This was seconded by Cllr Jelf and passed unanimously. Cllr Jelf then proposed acceptance of Cllr Clay’s report to include the funding of the work on the Norman Matthews Community Hall; this was seconded by Cllr Young, and passed unanimously.

Recreation Committee

Cllr Cooke reported that there had been no meeting during the month but there would be one within the next fortnight.

Environment and Open Spaces Committee
Cllr Hayward had previously circulated the minutes of a committee meeting held on 18th May and commented on salient matters.
Cemetery – Cllr Hayward had asked the clerk to establish whether there is insurance cover for damage to gravestones and Mr Porter reported that he had been in touch with the insurers and was told that this is an item not covered. Cllr Jelf stated that he believed responsibility for headstones remains with the dependants no matter what the cause of the damage. The clerk was asked to speak to the Rector, and a letter will be sent to a resident who had enquired about remedial work. Cllr Williams reported that a further tree had fallen in the cemetery and while he did not feel that this had caused any damage to graves he had given instructions for it to be cleared as a matter of urgency.

Trees to the rear of 19, 20 & 21 Ironstone Hollow - Cllr Hayward reported that he had looked at two trees one of which was particularly causing concern. He was under the impression that David Randall had been instructed in this matter. It was pointed out that three quotes should be obtained for any major work and it agreed to proceed on this basis.

Trees at The Shearings – it was agreed that the quote of £130 + VAT from David Randall to do the necessary work to the trees at the approach to the Recreation Area should be accepted.

Grass Cutting – Cllr Hayward asked permission from the PC to discuss frequency of mowing with the contractor as there have been complaints that some areas are being cut too often. He felt it appropriate to garner the opinions of those who overlook the salient areas. Cllr Williams said that he was happy to leave this with the E & OS committee to produce recommendations in due course.

Well Bank Lighting – Cllr Hayward reported that the committee feel a large street lamp to be inappropriate and suggested waiting for further comment from residents. Cllr Jelf informed the meeting that this matter had been raised by young couples with children who are concerned at the lack of adequate lighting in the area Cllr Hayward said they would speak with residents.

Gullies – this will be taken up with OCC.

Tite Lane wall – the clerk reported that, despite two letters and a telephone call Impressive Paving had not carried out the repair work and he had, therefore written to C Hobbs of Chipping Norton seeking a quote for the work he felt was necessary.
Cllr Hayward proposed that the minutes be accepted, this was seconded by Cllr Withey and agreed unanimously

8 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments to be made and added that he had just received a bill from Jeffs Coaches for £80 which should be added to the PC payments. The payments schedule was unanimously approved by the Council.

9 Hook Norton War Memorial Hall

Cllr Fry had previously circulated the minutes of a meeting of the Memorial Hall Committee held on 22nd May and reported that only two quotations had been received from those approached for the external paintwork and he recommended that the lowest quote from D C Street be accepted. The committee is also considering internal paintwork up to the roof line and also improved lighting internally by the use of dimmer switches [one quote has been obtained for around £1000] and improving the external lighting by means of an infra-red scanner. A quote of £132 has been received for this latter work but the matter has not yet been discussed by the Memorial Hall committee. Cllr Fry also sought the views of the PC on the main replacement tree at the front corner of the garden and the consensus was a chestnut [but not a horse chestnut].
Cllr Jelf informed the PC that three entertainments have been booked for the Winter season, the Booster Cushion Company, a children’s event, for the afternoon of 18th October, Proteus Theatre for 10th January and Soul Commotion for 31st January.
Cllr Fry moved that his report be accepted and this was seconded by Cllr Withey and passed unanimously.
Cllr Young then asked the Council to consider the future of the Memorial Hall. He stated that he does not like the building, which he feels to be old and antiquated, but is conscious that it is a War Memorial. He is of the opinion that the PC should approach parishioners to seek their opinions on what should be done with it. Cllr Fry suggested that this recommendation should be referred to the Memorial Hall Committee and this was agreed.

10 Norman Matthews Community Hall

Cllr Jelf reported that there had been a meeting of the Management Committee on 12th May and there is a need to raise approximately £10,000 to carry out necessary improvements. It is hoped to launch an Appeal in July but it is felt that the partition should be erected first so that parishioners can see what is happening.

11 Report on District Council Matters

Cllr Gasson reported that the main issue before the District Council at present is the draft Cherwell Local Plan 2011 where the main areas of discussion centre around housing needs in Bicester and Banbury. The other key issues are the new scheme for refuse collection [which means that wheelie bins are only emptied every second week] and recycling, and there is a Seminar on this matter at Bodicote House on 25th June, and also the question of a large scale transfer of housing stock to Charter Community Housing if the tenants vote accordingly. As part of the process other pieces of land are under consideration and there are two areas in Hook Norton which fall into this category. The Wellbank Car Park will be transferred if the scheme goes ahead but the District Council will retain the land at The Bourne.

12 Report on County Council Matters

Cllr Jelf reported that he has been told that Bells Lane will be resurfaced at the end of June and that the traffic calming measures should be underway either in the last week in June or the beginning of July.

13 Ironstone Hollow Landscape Barrier

The clerk reported that, as agreed at the previous meeting, he had contacted Drew & Greenhill for Mr Staff to provide a valuation but had been told that he is not a valuer. On the recommendation of Mr Greenhill, and with approval from Cllrs Williams and Fry, he had then approached Ankers in Banbury who have quoted £200 plus VAT. Mrs Everitt, on behalf of the residents, has suggested that Ankers be asked to carry out the provisional survey to establish a likely price and, if this is then acceptable, the District Valuer can supply the second valuation. Mr Porter recommended this course of action and Cllr Young proposed the motion, with Cllr Withey seconding, and it was carried unanimously.

14 Disposal of District Council Assets

Cllr Williams, having declared a possible interest in this item and Affordable Housing, absented himself from the discussion and Cllr Fry took the chair and read out the relevant minute from the April meeting in which it had been recommended that the incoming PC should open negotiations with CDC about acquiring the land at The Bourne. Cllr Jelf stated that he had initially raised this matter as he felt it was important to ensure that the Parish does not lose the use of the land. It had been widely, though incorrectly, reported in the village that the Parish Council was in favour of moving the Play Area to The Bourne and selling off the present playground for Affordable Housing. The Play Area has incurred significant costs in the past in repairing damaged equipment and there had been those in the previous PC in favour of closing it down. Cllr Cooke wondered why it should be preferable to build on the Play Area rather than at The Bourne and, although conscious of the need for affordable housing, would not wish to see it at the expense of the present Play Area. Cllr Withey felt that a number of older residents would be against building on the Play Area site in view of its associations with the old school. Cllr Gasson questioned the terms under which the Council held the site and this would need to be looked into if there was any decision for development. Cllr Fry stated that discussion on the Play Area was not pertinent in deciding whether to approach the District Council to acquire the use of The Bourne site. Cllr Millar proposed that we approach CDC to see if we can secure the site, either by lease or purchase, and this was seconded by Cllr Withey and passed by six votes with two abstentions.

15 Affordable Housing

Cllr Fry reminded the meeting of the presentation at the January meeting by Deborah King of the Rural Housing Trust and stated that she was seeking reaction from the PC. If it was decided to go ahead it would be necessary to have a housing needs survey. Cllr Jelf informed the meeting that there had been a successful development at Steeple Aston and the houses built there are all filled by indigenous residents. Cllr Millar was in agreement that affordable housing is needed but felt that the presentation by Deborah King had been site driven. Discussion followed on whether it is necessary to have a housing needs survey and at what cost. Cllr Jelf was of the opinion that the Rural Housing Trust would complete a survey free of cost and that it is not necessary to have a site allocated. Cllr Millar proposed that, among any sites for consideration for affordable housing, the Play Area should not be included. This was seconded by Cllr Withey and passed by six votes, with two abstentions. Cllr Gasson stated that it was unfortunate that the issues of affordable housing and the Play Area had become intertwined and Cllr Housby added that people were not opposed to the principle of affordable housing but parishioners view the present Play Area as an important site for the village. Cllr Withey presented a petition from 100 parishioners who do not want the Play Area to be moved from its present site. The clerk will reply to the Rural Housing Trust informing them that we would like a housing needs survey but the original site mentioned would be opposed by the Parish Council.

16 Proliferation of Advertising Signs

Cllr Hayward reported that a number of people had complained about the various signs advertising the brewery and the pottery. Cllr Williams said that he had discussed the matter with James Clarke at the brewery who has in turn spoken with OCC and it seems that some signs have been wrongly sited. Cllr Williams asked the council to allow him to continue to liaise with Mr Clarke on this matter. Cllr Jelf added that OCC are awaiting some new signs, which will help alleviate the problem of HGVs routing through the village.

17 Parking on Pavements

Cllr Hayward stated that this was seen to be a problem in various areas of the village. It was suggested that we approach the community policewoman but the only way of policing the problem would be the laying down of double yellow lines which is not acceptable. It was suggested that the clerk should include this issue in the next Snippets for the Newsletter asking that parishioners behave responsibly.

18 Litter

Cllr Hayward enquired whether the PC should approach one of the local groups, such as cubs or brownies, to ask them to participate in a litter pick around the village. It was also felt appropriate to ask the school to remind children of the need not to drop litter and this will be done at the start of the new term.

19 Village Twinning

Cllr Millar asked that this item be deferred as he had not had any time to pursue it.

20 Minor Repairs/Quotes

Cllr Hayward asked for guidance as to whether there was an agreed figure over which it was necessary to obtain three quotations for work to be carried out. Cllr Jelf, seconded by Cllr Young felt that it was appropriate to refer this issue to the Finance Committee.

21 Correspondence

(a) Letter from Horsey Lightly Fynn regarding The Green seeking confirmation that all owners of house surrounding The Green have legal access to and from their properties. Councillors were worried that this wording is open to a wide interpretation and Cllr Fry suggested that the clerk should reply stating that the PC has no objections to established access routes on The Green. This was seconded by Cllr Jelf and passed unanimously.
(b) Letter from OALC inviting attendance at the AGM on 7 July 2003. Cllr Jelf will attend and be nominated for election to the County Association’s Executive Committee.

21 Questions and Comments from Members of the Public

One parishioner commented on the lack of a general kick-about area for older children and felt that the provision of such might help alleviate vandalism problems at the Play Area. Cllr Jelf stated that the PC had paid the Sports & Social Club £1000 to fence an area for just that purpose but it is not able to be used.
Another parishioner voiced a concern that the issue of Affordable Housing and The Play Area had apparently come out of the blue and felt that such issues should be aired at a public meeting. Cllr Williams commented that the PC was committed to improving communication and it now had a web site with minutes also being displayed on the PC noticeboard at the Memorial Hall and in the library.
Further to Item 18 a parishioner informed the PC that the 2nd Hook Norton Brownies would be voluntarily doing a litter pick on 17th June.

22 Date and Time of Next Meeting

Thursday 3rd July 2003 at 7.30pm

There being no further business the Chairman thanked everyone for attending and closed the meeting at 9.53pm