Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE NORMAN MATTHEWS COMMUNITY HALL ON THURSDAY 10th JUNE 2004 AT 7.30pm
Present: Councillors: Williams [Chairman], Clay, Jelf, Millar, Terry, Timms, and Young, Mr Porter [Parish Clerk] and two members of the public.

1 Apologies For Absence

Were received from Cllrs Peter Fry and Jem Hayward [both on holiday], Albert Walsham [prior commitment], Sara Withey and Ray Gasson [District Councillor] who was away on business. Cllr Millar also conveyed his apologies as he had to leave early.

2 Chairman’s Announcements

The Chairman had no announcements to make on this occasion.

3 Minutes of previous meeting, 6th May 2004, and matters arising

The minutes of the previous meeting were agreed as a true and accurate record, proposed by Cllr Timms, seconded by Cllr Young, and passed unanimously.

4 Declarations of Interest

The Chairman informed the meeting that he would absent himself during the discussion on the Meeting with the Queen Street residents [Item 17] and one item of correspondence [Item 19].

5 Report by Planning Co-ordinator on planning applications received

Cllr Millar informed the meeting that there was only one new application to consider, an amendment to an item already discussed being a barn conversion at Threshing Barn, Lea Farm. The original application had been approved and, with no significant changes, there was no objection to the amendment.

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

There were no comments from those members of the public present.

7 Report of Committees

Recreation Committee – Cllr Young referred to the minutes of the committee meeting held on 12th May, which had been circulated. The questionnaire has been formulated but was not circulated with the June edition of the Newsletter as there is some concern amongst committee members about whether it will achieve anything. As such it has been decided to refer it back to the committee to consider whether the cost can be justified. There is a recognised problem of trying to cater for all ages at the Play Area and it may be necessary to look at different methods of resolving this problem. One alternative may be to encourage the older children to use the Multi-Use Games Area at the Sports and Social Club. In addition one-third of the original pieces of equipment have now been decommissioned with others coming towards the end of their natural life. As such Cllr Young alerted the PC that it will be necessary shortly for major investment in new equipment to maintain the facility. Cllr Withey has been exploring the possibilities of raising grants but if these sources are not available to us the PC will have to look at other ways of raising the necessary money for the capital expenditure. After further discussion Cllr Jelf proposed that alternatives be considered by the Recreation Committee with a view to the issue being discussed in more detail by the PC in 2/3 months time. There had been a problem with some sewage seeping in the Play Area and thanks were expressed to Mr Marshall for dealing with this so promptly. Neither Thames Water nor OCC would accept responsibility and, as it is not clear who is responsible for the maintenance of the pipe, it was agreed to take some legal advice on the matter.

Environment and Open Spaces Committee – in the absence of Cllr Hayward there was no formal report. However concern was expressed over the grass-cutting this year. Amongst others there have been complaints from parishioners about the condition of the cemetery and also about the nettles along the footpath between the Play Area and the churchyard. The clerk pointed out that grass-cutting costs the PC in excess of £8000 p.a. and if more cuts are required this would be bound to increase the Precept. It was felt that certain areas must be cut regularly in the interests of safety and Cllr Jelf proposed that Cllrs Hayward and Clay, together with the Chairman, should meet to consider whether Mr Bickley should be asked to make additional cuts in these areas. This was passed unanimously.

8 Hook Norton War Memorial Hall

Cllr Fry had circulated minutes of a meeting held on 13th May at which he had been re-elected Chairman of the Memorial Hall Committee and Cllr Young was elected Vice-Chairman. Various matters emanating from the earlier meeting with the hall users had been discussed as a result of which the temperature of the water heaters has been reduced and plugs are to be purchased for the wash basins. Letters have been sent to the Hooky Players and the Film Society explaining that we are not in a position to increase the capacity of the Hall for their events at present. Various suggestions to improve the Hall are to be considered. Cllr Clay reported that, after taking further specialist advice, the piano is now in such a poor condition that the only option is to get rid of it.

9 Report of Finance Committee

Cllr Clay reported that it had not been necessary to hold a meeting during the month and, as yet, there have been no significant changes to the budget.

10 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments for authorisation. Cllr Timms proposed acceptance of the payments detailed. This was seconded by Cllr Jelf and passed unanimously.

11 Norman Matthews Community Hall

Cllr Jelf reported that the partition separating the reading room from the main body of the Hall has now been erected. He has asked OCC to sort out the entrance door and the external light. The Out of School Club will be invited to paint their side of the wall and the library the other side. It is intended to have a committee meeting shortly with the aim to start the appeal for funds to purchase equipment.

12 Report on District Council Matters

In the absence of Cllr Gasson there was nothing to report.

13 Report on County Council Matters

Cllr Jelf informed the meeting that the Whichford Road is to be closed at Oakley Hill for approximately eight weeks from 12th July while edge-strengthening work takes place.

14 Parish Insurance

Cllr Clay said that he had considered the insurance schedule and had been concerned that certain items such as litter-bins and salt-bins have fairly nominal cover while the policy has a £100 excess. The clerk expressed concern that we may lose third-party cover if these items are not insured but, after discussion, Cllr Young proposed that we no longer insure those items contained within Item 2 of the Schedule. Cllr Jelf seconded this proposal and it was approved unanimously. We had also sought alternative quotes for the Memorial Hall insurance but a number of companies approached would not quote and the best figure provided by the broker, from Royal & Sun Alliance, is significantly higher than our existing insurers. The clerk reported that he had raised the issue at the meeting chaired by ORCC on Village Hall matters at Mollington on 11th May and it was apparent that virtually all PCs use Allianz Cornhill and pay similar premiums. ORCC were asked if they could approach insurers to see if some form of package could be negotiated if a number of PCs were prepared to group together to offer their business. This is being considered but Mr Porter does not expect any quick response. On this basis it was agreed to continue with the existing insurance for a further year but the matter will be reviewed again in 2005.

15 SEERA – South East Plan

Cllr Jelf reported that he had attended a presentation on 6th May during which it became clear that PCs had only until 28th May to submit amendments or proposals to SEERA, despite the fact that the PC had received no direct contact and there are almost 200 pages to be read on the web-site and/or downloaded. The clerk contacted SEERA as a matter of urgency to seek an extension but in reply was simply told that they were not prepared to accept any submissions after the deadline. Despite initial promises this demonstrates a clear lack of consultation and casts further doubt on the integrity of the process.

16 Tree Survey

It is proving more difficult than originally envisaged to identify all PC land to give proper instruction to Stephen Bishop who is to carry out the audit. The clerk sought clarification from the councillors present and, although some new areas were identified, it was accepted that there are still some gaps. As such it was decided to ask the E & OS committee to consider the existing list and identify any other areas they know of.

17 Meeting with Queen Street Residents

An initial meeting took place on 21st May with four residents together with four representatives of the PC. Mr and Mrs Pickering were invited to attend but declined to do so. The meeting was quite productive and Cllr Jelf will discuss certain proposals with Colin Carritt, of OCC. A further meeting has been provisionally arranged for 17th June.

18 Letter from Brick Hill Residents

The residents are seeking the PC’s support for a 20mph speed limit. The clerk reported that he has asked for the Speed Indicator Device to be located in the area but OCC have already carried out a 24/7 survey in the past week which revealed that virtually no vehicles are exceeding the present speed limit. However as the residents feel this limit is too high this proves nothing. The clerk reported however that OCC have a moratorium on new limits at the moment. Cllr Jelf was able to add that he is a member of the Speed Management Task Force and, whilst their first priority is looking at reducing limits on certain main roads, areas such as Brick Hill will receive consideration. However it was agreed that this matter needs to be emphasised and the Chairman was asked to write to David Robertson, Executive Member for Transport at OCC.

19 Correspondence

(a) Letter from Thames Valley Police asking that we consider nominating an officer for the Community Police Officer of the Year Award. It was agreed that Rosemary Dilsaver does an excellent job in Hook Norton and it was proposed that we nominate her.
(b) ORCC – Rural Housing Enabler. Letter from James Alcock introducing himself as the new RHE for Oxfordshire. The Chairman proposed the results of the survey be sent to him and it was further agreed that he be asked to visit HN and make a presentation for half an hour before the August meeting.
(c) Reply from Kevin Twittey regarding the post and rail fence at HN Manor. It was felt by some councillors that this did not address the main concern which was that the fence had destroyed the rural feel to the footpath. As certain councillors had still not seen the fence it was agreed to defer a decision on whether to write to Mr Twittey again until the next meeting.
(d) Countryside Agency – map showing common land within the parish received and this will be retained by the clerk.
(e) Thames Water – notification of up-grade to the Sewage Treatment Works to improve the site. Work expected to last about 20 weeks.
(f) Oxfordshire Fire Control Staff – Regionalisation. The Chairman declared an interest in this matter and the clerk referred to a letter received from Control Room staff at Kidlington suggesting that Oxfordshire’s Emergency Fire Control Room is in danger of being closed down and relocated to a central site serving nine counties. Cllr Jelf expressed some caution about supporting the Control Room staff at this stage as it is by no means certain that such a move will be adopted.

20 Questions and Comments from Members of the Public

Mr Marshall enquired about the gates at the entrances to the village and thought that money had been set aside to erect signs saying that “Hook Norton Welcomes Careful Drivers”. Cllr Jelf confirmed that Mr Marshall’s recollection was correct and stated that he would take up the matter with OCC Highways. It was also felt that the Hook Norton sign on the Sibford Road, which is some 300 metres outside the village, should be moved to be adjacent to the gates.

21 Date and Time of Next Meeting [Annual General Meeting]

Thursday 8th July 2004 at 7.30pm.