Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 10th MARCH 2005 AT 7.30pm
Present: Councillors: Williams [Chairman], Fry [Vice-Chairman], Clay, Hayward, Jelf, Millar, Swainbank, Terry, Timms, Walsham and Young, Mr Porter [Parish Clerk] and 6 members of the public.

1. Apologies For Absence

District Cllr Gasson submitted his apologies.

2.Chairman’s Announcements

The Chairman announced that he will not be seeking re-election to the chair for the next year for personal reasons, although he will remain a member of the PC.

3. Minutes of previous meeting, 10th February 2005, and matters arising

It was proposed by Cllr Williams, and seconded by Cllr Timms, that the minutes of the previous meeting be passed as a true and accurate record and this was agreed unanimously. There were no matters arising not covered elsewhere on the agenda.

4. Declarations of Interest

Cllr Fry declared an interest in Item 20, sale of other land at Ironstone Hollow, and informed the meeting that he would absent himself during the discussion.

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

Cllr Timms referred to the planning schedule, which accompanied the agenda, and reported that there had been two planning meetings during the month. The decisions of the first meeting are contained on the attached schedule and, at the second meeting held on 7th February, the applications relating to 13 The Shearings; Little Bowden, The Bourne; and Vine Cottage had been discussed and there had been no objections, although the PC had expressed some concern in the last application about increased traffic density in the narrow lane and the loss of yet another garage. The application relating to Woodlands, Brick Hill, was an amendment and the PC restated its objections. There had also been a further amendment to the application relating to The Orchard, Queen Street, but the objections remain although, if the applicants reduce the height of the building from 3-storey to two this might prove more acceptable. Cllr Young expressed some concern at the way the earlier meeting had been called and asked whether the application relating to Haytimisa had been referred to committee. The Chairman reported that we had asked for this but the Chairman of North Area Planning Committee had not considered it appropriate. There followed a discussion on the number of members required to be present at a meeting to constitute a quorum and the clerk read out the relevant note in the August 2004 minutes which stated that a minimum of four councillors was necessary. Cllr Millar expressed concern at this and proposed that the PC revert to a situation whereby planning decisions should not go forward unless supported a majority of the PC. This was seconded by Cllr Young but was defeated by 3 votes to 6 with 2 abstentions. Cllr Young then proposed that the quorum should be increased from 4 to 6 and this was seconded by Cllr Millar and passed by 7votes to 2 with 2 abstentions.
To regularise matters Cllr Williams proposed that Cllr Timms be confirmed in the position of planning co-ordinator and this was seconded by Cllr Young and passed unanimously.
The Chairman then referred to a letter received from CDC referring to changes in the planning system and asking for a response from PCs on the way they wish to be involved in planning for the future of Cherwell. The proposed response was read out and approved.

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

There were no comments from the public on this occasion.

7. Report of Committees

Recreation Committee –Cllr Young referred to a meeting held on 3rd March when it was agreed that the park was generally in good condition although some items need routine maintenance. Referring to the RoSPA report the main recommendations have been addressed but some low risk items remain outstanding. Cllr Walsham will look at any outstanding issues and also investigate possible grants available for a play area at the eastern end of the village. It was also agreed that further dialogue should take place with the S&SC regarding use of the MUGA for older boys wishing to play football. Derek Street is to paint the multi play unit and bill the PC before the end of the current financial year.
Environment and Open Spaces Committee – Cllr Hayward informed the meeting that it had not been possible to convene an E & OS meeting until immediately prior to the PC meeting this evening, hence a lack of minutes. On grass-cutting four tenders had been sought for the new contract but we have received only two replies. The figures were very similar at £6425 and £6589 but the committee had decided to recommend acceptance of the higher as it came from Aston Woodland Care, who have had the contract for the past three years and generally done the work well and proved flexible. Cllr Young reminded the meeting that there had been problems during 2004 but Cllr Hayward expressed the view that these had been caused by the unusually wet Spring and were not due to the contractor. He proposed acceptance of the tender from Aston Woodland Care and this was seconded by Cllr Williams and passed unanimously. Cllr Hayward also reported that the committee had reviewed burial charges and decided to recommend no changes for the coming year. This was seconded by Cllr Swainbank and passed unanimously. The tree survey has now come to hand and is generally considered to be an excellent document. Surprisingly it does not reveal as many major problems as had been feared but it is accepted that we need to deal with high priority items as a matter of some urgency and the E & OS committee propose to hold a meeting with local tree surgeons to discuss the way forward. The bench for the cemetery has been decided upon but we need to approve the wording for the plaque and the Chairman will be discussing this with the Clarke family. It is acknowledged that the cemetery wall is a major problem and it is proposed that we seek quotations for the further repairs necessary and also take advice on other methods of dealing with this perennial problem. The committee will research further and revert to the PC with their proposals in due course. Also Thames Water have been in touch to advise us of a leak on the supply that feeds the standpipe in the cemetery. The clerk has asked them to provide a list of approved plumbers who can deal with this problem but this is still awaited. It was agreed that a further piece would be placed in the Newsletter about dog owners misusing the open litter bins. Cllr Hayward also reported that he had received correspondence from CDC about the annual Litter Pick but, in view of the lack of interest demonstrated last year, he did not propose to take any further action.

8.Hook Norton War Memorial Hall

Cllr Fry reported that the committee had met twice during the month but as yet there is no progress on the proposed kitchen extension, although he hopes to have a further quote shortly. The Licence is to be renewed until the provisions of the Licensing Act come into force, probably in November, at which point we will have the option to add other provisions. The committee has decided to add film performances but will not seek to provide alcohol, other than on an occasional basis, as there are simply too many drawbacks. The oak tree from Mr Freeman’s garden is to be moved within the next ten days. The committee is also to obtain quotes for redecoration of the Hall and for the cleaning of the curtains.

9. Report of Finance Committee

Cllr Clay referred first to the accounts of the Memorial Hall. There are some outstanding amounts owed from regular hirers but the position revealed in the latest figures should not materially alter. These show an excess of expenditure over income of almost £3500 and as a consequence the committee felt obliged to recommend to the PC that the guarantee provided by the PC should be increased to £3500 as a contingency. Cllr Young expressed concern that the parishioners should be asked to subsidise the Hall to this extent, which amounts to almost £2.50 per voter. He felt that a structured business plan should be produced to recommend ways of marketing the Hall and making it more viable. After discussion Cllr Clay’s proposal was seconded by Cllr Jelf on the clear understanding that the guarantee is a contingency and this was passed unanimously. Turning to the accounts of the PC Cllr Clay reported that there is presently an excess of income over expenditure of £9300 largely because a number of projects, including the repair of the cemetery wall and tree surgery, have not come to fruition in quite the timescale anticipated. A contingency will be provided in the accounts to allow for these works to take place during the next financial year. Cllr Young thanked Cllr Clay for the excellent way in which the accounts were presented.

10. Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments for authorisation and added that there were three amendments to the PC expenditure schedule, the transfer to the Memorial Hall being £750, not £250 as originally shown, a cheque payable to himself in respect of expenses for £152.25 and payment of a late invoice from S D Wyatt for repairs to the boiler at the Norman Matthews Hall £40, bringing the total to £3203.81. Cllr Williams moved acceptance of the payments detailed and this was seconded by Cllr Timms and passed unanimously.

11. Norman Matthews Community Hall

Cllr Jelf reported that it had not been possible to arrange a meeting in the past four weeks and accordingly he had nothing new to report.

12.Report on District Council Matters

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

13. Report on County Council Matters

Cllr Jelf confirmed that Station Road is to be closed between 4 – 8 April for resurfacing from Ironstone Hollow to Meadow Farm. This will be brought to the attention of parishioners in both the Newsletter and Banbury Guardian.

14. Standing Orders

Cllr Williams informed the meeting that the Chairman’s committee had met on 8 March to propose various necessary amendments to the Standing Orders. He circulated a copy of the proposed changes and moved acceptance of the amendments as outlined. This was seconded by Cllr Hayward and passed unanimously.

15.Funding of Community Website and its Administration

Cllr Hayward reminded the PC that there has been a village website for a number of years, basically funded by the individuals running it. However this has recently been extended into an interactive website and some 30,000 pages have been viewed since October with 72 members registered. However it has no income as such, although it is a community voice, and he asked whether it is appropriate for it to come within the auspices of the PC as it cannot be sustained on its present basis? Cllr Jelf enquired whether it would be registered as a PC website and this is possible. Cllr Timms expressed some concern about the dangers of the Data Protection Act but Cllr Millar was able to confirm that this would not apply in this instance. After further discussion it was agreed that Cllr Hayward should obtain more information for further consideration at a future meeting.

16.Footway leading from Brick Hill to Rope Walk

Cllr Jelf informed the meeting that he has received a number of complaints about the condition of the path and, having checked the status with OCC, it transpires that it is not adopted. Cllr Clay stated that he had also received a complaint and after discussion it was agreed that the E & OS committee should consider this matter and report back.

17.Home Office Questionnaire re Burial Grounds

The clerk reported that he had raised this issue having received a lengthy questionnaire from the Home Office which they assert will need only 30 minutes to complete, but which will require significant investigations beforehand. Cllr Jelf reported that this matter had been raised by a number of PCs who have agreed that it is an imposition with no real goal. As such he suggested that a reply should be sent to the effect that we can find no valid reason for completing the form. This was seconded by Cllr Clay and passed unanimously.

18.Football Club Floodlights

Cllr Jelf stated that he has received a number of phone calls from residents expressing concern about the proposed application and seeking a public meeting. There was a general discussion about the best way to deal with this request, particularly as the PC did not know when the plans were likely to be submitted. Cllr Young then proposed that Geoff James, the Secretary of the Football Club, who was among the parishioners present at the meeting, should bring the PC up to date with the present status of the application. This was agreed. Mr James then addressed the meeting by referring to the history of the original application which related to the “new” pitch and which had been turned down by both the planners and on appeal as it was considered to be environmentally obtrusive. About 12 months ago new FA regulations were introduced, to be implemented by the beginning of the 2006/7 season, which requires clubs to provide floodlighting and a ground capacity of at least 200 [100 seating]. If not provided the club could be demoted further. Therefore discussions took place with CDC from which it was discovered that an application for facilities on the “old” pitch might succeed. If new floodlights are installed their use will be strictly regulated, only being permitted for a maximum 12 mid-week games, when they would have to extinguished by 10pm at the latest, and Saturday afternoons, when they would have to be out by 5pm. Mr James added that it was hoped to submit the plans during the next week. After further discussion on the practicalities Cllr Millar proposed that the matter be discussed at the next PC meeting, within the framework of normal planning matters, but that the public would be invited to speak first, and that this be advertised in the village. This was seconded by Cllr Young. Cllr Jelf proposed an amendment that the agenda for the meeting be reduced as far as possible and the matter was put to the vote being passed by 9 votes to 2.

19.Arrangements for Annual Parish Meeting

Cllr Fry reminded the PC that the APM was usually held before the May PC meeting starting at 7pm. There is also the opportunity to invite a speaker. Cllr Jelf suggested that Chief Superintendent McWhirter be invited to explain Thames Valley Police’s future plans for the area. This was agreed.

20.Sale of other land at Ironstone Hollow

Cllr Fry left the meeting. Cllr Young reminded the meeting that the residents of 18 – 20 IH had also expressed a wish to purchase some of the barrier land behind their properties. As such he felt that negotiations should be opened to allow those people to approach the planners to ascertain whether this would be acceptable. This was agreed unanimously.

21.Correspondence

Given the time the Chairman deferred this item.

22. Questions and Comments from Members of the Public

Christopher Barry reminded the PC that the land at IH is meant to be a barrier and that the planners may not agree to any further sale. He asked if the tree survey would be available for the public to read and was informed that a summary would be placed on the website with a hard copy in the library. Mr Marshall informed the PC that, in the past the Guides and Brownies have organised a litter pick and he suggested that the offer from CDC to provide sacks and gloves be accepted. He would liaise with the organisations concerned and arrange with CDC to dispose of the litter collected. The Chairman accepted Mr Marshall’s offer.

23. Date and Time of Next Meeting

Thursday 14th April 2005 at 7.30pm.