Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 13th MARCH 2008 AT 7.30pm

Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman], Bartlett, Brotherston, Clay, Hayward, Jelf, Leader and Riley together with District Cllr Victoria Irvine, Mr Porter [Parish Clerk] and one member of the public.

1.Apologies For Absence

were received from Cllr Millar.

2. Chairman’s Announcements

The Chairman commented that there is still a vacancy on the Parish Council and, with Cllr Clay leaving the village in the near future, there will shortly be two. He asked the clerk to place a notice in the next newsletter to encourage anybody who might be interested in joining to put their names forward.

3. Minutes of previous meeting, 14th February 2008, and matters arising

It was proposed by Cllr Riley, and seconded by Cllr Hayward, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously. The clerk reported that he had contacted Charter Housing regarding the hedge between Osney Close and the Baptist cemetery and had been told that it was considered thin and straggly and had been cut it back hard, with new saplings planted in the gaps, to encourage the whole hedge to grow in much better condition.

4. Declarations of Interest

There were no declarations on this occasion.

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

As Cllr Walsham had been away Cllr Jelf reported that there had been one planning meeting since the February PC meeting at which a total of seven applications had been considered and there had been no objections to any of these. He also reported that he has asked for the application by the Football Club, to allow the floodlights to be switched on 45 minutes before kick-off, to go to committee. District Cllr Irvine confirmed that the request had been made and she reported that representatives from the Planning Department intend to visit the ground early next week.

Local Development Framework – Cllr Walsham reported that a revised timetable has been approved by the Government with publication of the Core Strategy Development Plan Preferred Option scheduled for September/October of this year with submission by May 2009 and Adoption July 2010. The delivery of the Development Plan Document is scheduled for submission in June 2010 with adoption in September 2011. We have also recently received a Supplemental Consultation on Site Issues and Options Paper identifying potential new sites. The only one identified in Hook Norton is the Stanton Engineering site, where application has been made for residential and commercial use. This was not submitted by CDC and, as the site has been turned down by CDC and on appeal in the past, it was decided on balance that it was not necessary to make a further submission at this stage.

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

There were no comments on this occasion.

7. Report of Working Groups

1.Recreation Group – Cllr Leader is still awaiting feedback from Dennis Mill regarding the repair to the wall in Watery Lane and he will chase for information. There was some discussion on the merits of rebuilding, possibly erecting a fence inside to support the wall with wiring, or even taking the wall down completely as it appears to serve no useful purpose. There was some concern about removing a dry-stone wall but, as it is constantly vandalised, there may be a case for doing so on safety grounds. Cllr Leader also reported that one of the basketball posts has been broken and commented that, if it is to be repaired, it will also be necessary to renovate the other one. As the facility does not seem to be much used now he questioned whether we can justify the expense. Cllr Jelf wondered if this would deprive the village of a facility and it was decided to ask for comments on its future through the newsletter. Cllr Leader also mentioned an email received from Mr Cooper of The Shearings, expressing concern about damage being caused to the area by vehicles dropping children off at the Play Group. Cllr Leader will ask the Play Group to put a note in their newsletter asking parents to drive responsibly but, if this does not have an effect, we will consider a more tangible solution.

2.Environment & Open Spaces – Cllr Brotherston reported that he had still not had an opportunity to look at the strip of land which Mr Irvine had offered for allotments but he will do so before the next meeting. Peter Barnett-Hunt, of the carbon reduction team, has approached him to ask if we could store and administer the distribution of free energy saving light bulbs within the village. While prepared to support such an initiative there was doubt that we had anywhere suitable for storage but it was agreed to seek further information and reconsider the matter. Cllr Brotherston also reported that it is four years since the burial fees were last reviewed. The clerk had submitted a list of the present fees, together with his suggestions for certain increases, and it was proposed by Cllr Riley, and seconded by Cllr Jelf, that the clerk’s proposals be adopted, and this was passed unanimously. The clerk will write to the local funeral directors supplying an amended list reflecting the changes. The Chairman expressed some concern about litter-bins which often seem to be overflowing. The clerk has reported the problem to CDC but we will keep an eye on the bins to ensure that they are emptied regularly.

8. Hook Norton War Memorial Hall

Cllr Walsham referred to the minutes of a working group meeting held the previous evening and commented that the matters of concern remain the leakage of water in the kitchen, and it has been agreed to cost repair work, the condition that the kitchen and toilets are being left in by one or more of the users, and a letter is being sent to all to remind them of the terms of hire, and the necessity for a fire inspection. In respect of this last issue Cllr Jelf has now arranged for the Station Manager at Hook Norton to visit on 3 April. Regarding the leak in the kitchen the Chairman asked if a letter had been sent to Mr Rose setting a date by which time we expected the remedial work to be carried out. We wait to see if Mr Rose examines the problem this coming weekend, if not a letter will be sent. Cllr Walsham reported that income from lettings should produce a surplus of c£600 for the current financial year and that the working group is now looking to cost the redecoration of the Hall, including new curtains. They will be exploring grant assistance for this project which they would hope to carry out during 2009. Cllr Walsham will also be discussing with the Brownie leader a request to designate a small area of garden for cultivation by girls doing their gardening badges.

9.Report of Finance Working Group

Cllr Clay presented figures for the year to date which should reflect the year end as all bills are paid. This shows that, after loan repayments of £4000, there should be surplus of around £2800.It will be necessary to arrange for another cheque signatory for the MH account and it was agreed that Cllr Walsham should be appointed and that we should also approach Alliance & Leicester with a view to reducing the number of signatures required from three to two. As this may be Cllr Clay’s last meeting the Chairman recorded that he had been a very valued member, not only of the Parish Council, but numerous other local organisations in his time in the village, and he formally thanked him for all his hard work; he will be sorely missed.

(i) Risk Assessment/review of Fidelity Insurance - the clerk reported that, although most items are looked at regularly, it is necessary to review the Risk Assessment annually and note this in the minutes. The report had circulated amongst councillors and, after some questions on certain items, Cllr Jelf moved adoption of the assessment and this was seconded by Cllr Clay and passed unanimously. The clerk also referred to the level of fidelity insurance which, at £25000, was also considered and held to be adequate.

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 £4365.83 for the PC and £142.36 for the Memorial Hall. Cllr Hayward moved acceptance of the payments detailed and this was seconded by Cllr Bartlett and passed unanimously.

11. Norman Matthews Community Hall

Cllr Jelf informed the meeting that no progress has been made and he undertook to provide a full written report from county at the next meeting. The clerk reported that he has submitted invoices for the expenses of running the hall to the church and library with a request for early payment.

12. Report on District Council Matters

District Cllr Irvine reported that council tax bills have just been issued and CDC has managed to keep its costs contained with its rise being only 1.7%, the cost to a Band D householder working out at just £2.31 per week. The Chairman asked Cllr Irvine about the new Concessionary Bus Pass Scheme as it would seem that this will mean that beneficiaries in Cherwell cannot use their passes before 9.30am which means that people boarding the 9am bus in Chipping Norton will not be charged, as the scheme starts at 9am in West Oxfordshire, but parishioners alighting at Hook Norton at 9.23 potentially will be charged. Cllr Irvine will make further enquiries about this anomaly.

13. Report on County Council Matters

Cllr Jelf informed members that comments in the press about a scheme in Essex to keep open some profitable local post offices, threatened with closure, is speculative.

14. Correspondence

Cherwell District Council:

(i) Concessionary Bus Pass Scheme – poster received informing residents of scheme and explaining how to apply placed on notice board by bus stop;

(ii) Youth Spotlight Newsletter;

Oxfordshire County Council:

(i) Draft Report of Childcare Market Assessment – summary of report which identifies various gaps in childcare provision – a copy of the full report is available on www.oxfordshire.gov.uk/childcaresufficiencyassessment;

Other:

(i) OALC/ORCC – Information Points for Community and Voluntary Groups – a project which aims to provide newly formed groups with access to information on setting up, funding, working with volunteers, legal issues etc. There are venues in both Chipping Norton and Banbury and details will be supplied in the next Newsletter.

15. Questions and Comments from Members of the Public

Dorcas Wedmore expressed some concern about the litter-bin on the footpath between Sibford Road and The Bourne which is of the open style and which fills quickly with litter being blown out again in windy conditions. The E & OS working group will look at the problem and discuss with Mr Marshall.

16. Date and Time of Next Meeting

Thursday 10th April 2008 in the Memorial Hall; the Annual Parish Meeting will commence at 7pm, with the normal PC meeting taking place immediately thereafter.

The Chairman reminded councillors that there were confidential matters to discuss and thanked members of the public for attending before formally closing the meeting at 8.45pm.