Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 14th JUNE 2007 AT 7.30pm

Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman] Brotherston, Clay, Hayward, Leader and Riley together with Mr Porter [Parish Clerk] and two members of the public.

1. Apologies For Absence

were received from Cllr Jelf, who had another meeting to attend and Cllr Millar, who is on holiday; also from District Cllr Irvine.

2.Co-option of New Parish Councillors

Rob Bartlett was introduced as a prospective new member of the Parish Council. Having provided information about himself to councillors Mr Bartlett was proposed by Cllr Riley, seconded by Cllr Brotherston and elected unanimously. Mr Bartlett then completed the Declaration of Acceptance of Office and joined the meeting. The Chairman also informed councillors that Archie Bullard is interested in re-joining the PC to fill the remaining vacancy but is on holiday at present.

3.Chairman’s Announcements

The Chairman had no announcements to make on this occasion.

4. Minutes of previous meeting, 10th May 2007, and matters arising

It was proposed by Cllr Hayward, and seconded by Cllr Walsham, that the minutes of the previous meeting be passed as a true and accurate record and this was agreed by six votes with two members who had not attended the previous meeting abstaining.

5. Revised Code of Conduct

Cllr Walsham sought some clarification from the clerk on Paragraph 12 of the Revised Code and it was explained that this is the provision which allows members to speak on an issue [though not vote], even if they have a prejudicial interest, if members of the public could speak about it. Cllr Riley expressed a strong opinion that the change was unnecessary and he objected to the impositions on councillors. The Chairman felt that there is a dichotomy in volunteer parish councillors being required to meet far more stringent rules on conduct than those imposed upon highly paid members of parliament. Cllr Hayward pointed out that the revised Code is actually an improvement on the existing one and, after some further discussion, he proposed, and Cllr Clay seconded, the motion that the mandatory provisions in the Model Code of Conduct set out in the Statutory Instrument 2007/1159 be adopted as the Hook Norton Parish Council Code of Conduct, to be effective from the 1 June 2007, subject to
(i)the inclusion of the “general principles” as an Annex of the Code, with a footnote to explain that it is not part of the Code but is included as an Annex because of the requirement in paragraph 1(2) of the Code for members to have regard to the principles; and
(ii)the addition of paragraph 12(2) of the Model Code, but excluding the words in brackets
each as recommended by the Standards Board for England and that the Clerk be requested to notify the Monitoring Officer of Cherwell District Council of the passing of the above resolution. This was passed by six votes with one abstention and one vote against.

6. Declarations of Interest

There were no declarations on this occasion.

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

Cllr Walsham reported that there had been one planning meeting since the June PC meeting when five applications had been considered, the only objections being in respect of the proposed new extension to the rear of the Old Cider Mill in Chapel Street, which was considered to be over-development in the conservation area; to the felling of ash trees at Windrush, Park Road; and to the proposed extension to the side and rear of 12 Orchard Road, which was again considered to be over-development of the site and grossly impinging upon the neighbouring property.
(i) e-consultation service for planning applications
Correspondence received from Cherwell District Council promoting electronic consultation on planning applications. Cllr Walsham expressed the view that it would be very difficult to read plans and consult by way of a computer and recommended that the PC selected the option by which applications are still submitted by post but we have the ability to review and make comments on-line. After discussion the clerk was asked to clarify that the data supplied with the postal applications would be the same as at present and, assuming this to be the case, the above option was proposed by Cllr Walsham, seconded by Cllr Clay, and passed unanimously.

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

There were no comments on this occasion.

9. Report of Working Groups

(a)Recreation Group – Cllr Leader reported that Mr Marshall has effected a temporary repair to the fence in Watery Lane but in the long term a proper repair will be needed. He is awaiting a delivery of fresh bark and some preparation work will be carried out in anticipation of the annual RoSPA inspection which will take place some time during July. He is concerned that some of the equipment is now looking tired. After some discussion on this issue Cllr Hayward suggested that, as the PC does not have spare funds at present, it might be sensible to encourage local volunteers to form a Friends of the Play Area group to raise money for new equipment, particularly as good grants are available. This will be floated in the Snippets in the August Newsletter.
(b)Environment & Open Spaces – Cllr Riley reported that the seeding above the cemetery wall has now been completed and members of the Allotment Association are proceeding with extending the allotment site. OCC has confirmed that it is not responsible for the wall in Bells Lane, adjacent to the Memorial Hall, and it was agreed to ask Dennis Mill to look at this and the wall in Watery Lane and provide quotes for repairing the damage. Concern was also expressed about the wall adjacent to the Baptist cemetery and as this is a matter for the Baptist church the clerk will make contact to see what plans they have for repairing it.

10. Hook Norton War Memorial Hall

The Chairman informed the meeting that Cllr Jelf was stepping down as Chairman of this group and his place would be taken by Cllr Walsham now that progress is being achieved in transferring the lease of the Norman Matthews Hall to St Peter’s church [see below]. Cllr Jelf will deal with the completion of these matters. In the meantime Cllr Brotherston was able to tell the meeting that Homeforce have now started the work to the kitchen extension and although there was a problem with the groundwork this has been overcome and a projected date for completion is mid-July, weather permitting. One of the exit signs is broken and Mr Marshall had offered to repair it for £60 but it was agreed that we must employ a qualified electrician to carry out the work. The cleaner had given her notice some weeks ago but the clerk was able to tell the meeting that she has amended her working schedule in her regular employment and can now continue. He was also able to confirm that we have been awarded a grant by CDC for 50% of the cost of the new kitchen units and wiring to a maximum of £3730.

11. Report of Finance Working Group

Cllr Clay informed the PC that he still has not held a meeting as the make-up of the finance group has just been finalised. A meeting will be held shortly to consider the allocations provided from the precept to ascertain whether these are realistic in the light of known expenditure in coming months. From this he will be able to produce a more meaningful cash flow.

12. 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 £6961.68 for the PC and £1219.58 for the Memorial Hall. Cllr Leader moved acceptance of the payments detailed and this was seconded by Cllr Riley and passed unanimously.

13. Norman Matthews Community Hall

Cllr Walsham informed the PC that Cllr Jelf has been in direct contact with OCC, who had told him to ignore an initial letter on this issue that had been sent to us on 22 May 2007 indicating some difficulty in agreeing the transfer the lease to St Peter’s. It has now been agreed in principle that the church will take over the lease although this may some time to finalise. In the meantime it has been agreed that they can move in immediately, taking over the 82% contribution previously paid by the Out-of-School Club. With matters now winding down the Chairman felt that there is no longer a need for a formal working group and Cllr Jelf will deal with the issue with support from Cllr Clay and the clerk.

14. Report on District Council Matters

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

15. Report on County Council Matters

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

16.Village Traffic Calming – Portable Speed Indicator Signage

This matter had been aired at the previous meeting following which CDC had sent a further letter on the scheme and the clerk had also clarified that the temporary signs would remain in the village for up to a week, although more likely 4/5 days dependent upon battery life. It was generally felt that it was not worth the investment if the signs are only going to be available on a random basis for no more than a week.

17. Correspondence

(i) CDC – Cherwell District Green Spaces & Playing Pitch Strategies – consultants have been appointed to produce strategies for the district and Cllr Leader was nominated to liaise with them if appropriate;
(ii) CDC – Hook Norton Conservation Area Appraisal – the appraisal document has now been produced and will be circulated amongst councillors. At least one copy will be available in the library for parishioners to read;
(iii) OCC – Home2School Newsletter;
(i)OCC – Local Primary School Review – stakeholders invited to attend meeting at Bodicote House on 29th June or make submissions in writing;
(ii)CDC – Youth Spotlight Newsletter:
(vi) OCC Newsletters – May and June – consultation to start on school admissions for four-year olds/plans to reduce County’s carbon footprint:
(vii) OCC – Minerals and Waste Development Framework – the Government Office for the South East has decreed that Core Strategy needs to be more specific and further consultation will be taking place;
(viii) OCC – Temporary Road Closure – Oatley Hill – notification that road from The Firs to the crossroads to the west will be closed temporarily for an estimated three weeks from Monday 9 July.

18. Questions and Comments from Members of the Public

Dorcas Wedmore enquired whether the District Councillor should attend all PC meetings and it was explained that this is not possible although we do encourage regular attendance. It was agreed to ask Cllr Irvine to let us have a written report if she was unable to attend future meetings. Ms Wedmore also referred to a previous enquiry about the area of grass opposite numbers 63-73 Rectory Road, and although this has been cut recently, she wondered if it could not be cut on a more regular basis as it is an area where children wander. The clerk repeated that this is Highways responsibility and that they only cut their areas of grass five times a year. Christopher Barry, who arrived after a meeting of Friends of the Library, sought clarification on their behalf of the arrangements relating to the Norman Matthews Hall and the situation as outlined above was explained to him.

19. Date and Time of Next Meeting

The next meeting will take place on Thursday 12th July 2007 at 7.30pm, in the Memorial Hall.

There being no further business the Chairman thanked everyone for attending and declared the public meeting closed at 9.10pm.