Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 8th MARCH 2007 AT 7.30pm

Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman], Brotherston, Clay, Hayward, Jelf, Leader, and Millar together with Mr Porter [Parish Clerk] and two members of the public. Cllr Riley had been delayed at work and arrived at 8.15pm.

1. Apologies For Absence

were received from Cllr Swainbank and District Cllr Gasson.

2.Co-option of new Parish Councillor

Mrs Pauline Walters was introduced as the prospective new member of the Parish Council. Having providing information about herself to councillors she was proposed by Cllr Jelf, seconded by Cllr Clay and elected unanimously. Mrs Walters then completed the Declaration of Acceptance of Office and joined the meeting.

3. Chairman’s Announcements

Cllr Timms noted that an updated book on “Our Common Land” has just been published and wondered, in view of the problems encountered in the past, whether the PC should acquire a copy? Cllr Hayward felt it would be beneficial to have some point of reference and proposed that we purchase a copy to be kept by the clerk. This was seconded by Cllr Timms and passed unanimously. Cllr Timms also reminded everyone that the Annual Parish Meeting will be held on 12th April, commencing at 7pm, to be immediately followed by the normal PC meeting, and he reminded those who have reports to make that these should be submitted to the clerk beforehand by email and he also felt that it would be beneficial if the chairmen of the working groups could provide an end of year report for the April meeting.

4. Minutes of previous meeting, 15th February 2007, and matters arising

It was proposed by Cllr Jelf, and seconded by Cllr Leader, that the minutes of the previous meeting be passed as a true and accurate record and this was approved unanimously. The clerk referred to a letter which Mr Helyer had submitted, as requested, affirming his intention of restoring the land to its former state on completion of the essential repair work [Item 3]. He had also circulated a letter from Adam Curtis confirming that he is still interested in purchasing part of the barrier land behind his property but affirming that he has no intention of annexing it. Cllr Jelf thanked the PC on behalf of the Junior Citizens Trust for its donation [Item 15 (iii)]. Cllr Walsham enquired whether the clerk had been able to attend the demonstration at Bodicote House on the Portable Speed Indicator device and, as he had not, asked if he could obtain information for the PC to consider at the next meeting. Cllr Walsham also confirmed that our response on the Better Ways to School proposal had been submitted by 23 February [Item 15 (xi)] and the Chairman confirmed that the headteacher had used our response as the basis of her own submission.

5. Declarations of Interest

Cllrs Jelf, Timms and Walters declared an interest in Item 15.

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

Cllr Walsham reported that there had been only three new applications for consideration since the previous meeting, all of which were relatively straightforward, and we had no objections. However a further nine applications have come to hand recently and he will be calling a further meeting early next week. Since the last meeting he has received the Regional Housing Strategy Review from the SouthEast Assembly and, as our response is required by 27 April, he will come up with proposals for discussion at the next meeting.
i) Local Development Framework
Cllr Walsham reported that he had attended the liaison meeting at Bodicote House on 6 March, which had been chaired by George Reynolds, who had been at pains to try to eliminate jargon from the consultation process and use “plain language”. Hugh Williams, the Principal Planning Policy Officer reported that the Site Allocation Development Plans for Banbury and North Cherwell, and Bicester and Central Oxfordshire, will be combined as one document, which will create a supplementary consultation process. The intention is to have the combined Site Allocation Supplemental Consultation in December 2007 with the Preferred Options paper to be submitted to Government by August 2008 and hopefully to be adopted by July 2009. Astrid Blackburn, the Community Engagement Officer, informed the meeting that all 205 representations relating to the Banbury and North Cherwell can be seen on the Cherwell website. It was acknowledged that concerns expressed about limitations relating to the delivery of utility supplies would be included in the options process. Cllr Walsham also noted that David Peckford, the Senior Planning Officer, had informed the meeting that there is a review ongoing to clarify village categorisation based upon questionnaires completed in summer 2006, with a further review attempting to gain understanding of the relationship between villages. Results are due in November 2007.

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

Dorcas Wedmore commented that Astrid Blackburn had previously indicated that CDC had received over 1000 responses to the Issues and Options Paper and evinced surprise at her stating that only 205 are on the website. The Chairman also reminded everyone that the Conservation Area Appraisal exhibition would be held in the Memorial Hall on Friday 9 March from 3.30pm, with the Open meeting at 7pm.

8. Report of Working Groups

(a)Recreation Group – Cllr Leader informed the meeting that the RoSPA inspection has taken place, the report being to hand, and we had only been charged £81 + VAT. He has arranged that the area will now be inspected every July, with other recreation areas in North Cherwell. The report comments that there has been a big improvement in the site since the previous inspection and, although one or two small matters require some attention, it is a gratifying report. Cllr Leader will be examining the chain-link fence with Cllr Riley and they will also keep an eye on the wall to ensure that it does not deteriorate further. Cllr Clay commented that, if a fence was to be erected, it would restrict visibility which might not be a good thing. Cllr Timms commented that the important issue at present is to consider the extension of the chain-link fence.
(b)Environment & Open Spaces – Cllr Riley apologised for being delayed and reported that the hedge and small trees have been planted above the cemetery wall and the seeding will take place by the end of the month. The clerk has been in touch with those people still on the allotment waiting list and has had positive responses from about half to date. The bus shelters have yet to be painted but the trees in Sibford Road have been attended to. A new litter bin is to be purchased for outside the Memorial Hall and four new liners will also be bought for some of the other bins in the village. Cllr Hayward reported that he had noticed a comment on the website about the hedge at the rear off The Shearings and, whilst this has been dealt with, he is conscious of the fact that the site is not being monitored regularly, although it is little used. Cllr Walsham voiced his concern that this is not the correct forum to bring matters to the notice of the PC, which should be addressed to the clerk. After some discussion it was agreed that this does not seem to be fulfilling a useful purpose and it was decided to dispense with this forum, but PC minutes will still be posted in the website, together with other useful information where appropriate. The Chairman also referred to a letter recently received from CDC encouraging local groups to participate in the annual Spring Clean which is taking place between 23 March and 30 April. The clerk will contact the Brownies and Guides leaders to see if they are contemplating participating.

9. Hook Norton War Memorial Hall

Cllr Jelf referred to the minutes of the working group meeting of 5 March and informed the PC that work on the extension has been delayed because Mr Rose has been quite ill. However he hopes to make a start in a couple of week’s time. In the meantime the working group have obtained quotes for the electrical work and now propose accepting the quote from Mr Upton for the electrical work and to proceed with the Greenwich units. Cllr Brotherston accepted that the work is desirable but enquired whether it is affordable? Cllr Clay responded that he has budgeted for the expense and Cllr Jelf also noted that the clerk will be making further grant applications although there is no guarantee that we will be successful on this occasion. Cllr Clay seconded the proposal that the quotes be accepted and this was passed unanimously. The Chairman thanked Cllr Jelf for his ongoing support in chairing this group despite the other pressures on his time.

1. Report of Finance Working Group

Cllr Clay provided councillors with up-dated schedules and commented that we would be rather better off than anticipated at the end of the financial year as the £8.5K budgeted for the kitchen work at the MH will not now be coming out of this year’s cashflow. The projection suggests that we will finish the year with a balance of £24K which only confirms the wisdom of proceeding with the loan application. The Chairman thanked Cllr Clay for his input.

11. 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 £1708.28 for the PC and £106.59 for the Memorial Hall. It was proposed by Cllr Jelf, seconded by Cllr Walsham, that the payments be made as per the schedules and this was approved unanimously.

12. Norman Matthews Community Hall

Cllr Walsham commented that again he had nothing of significance to report, the hall is basically ticking over with virtually no income. Cllr Jelf stated that it should be possible to obtain a copy of the original contract from OCC and he also reported that there is a veterans group in Headington which is likely to take over the building for a minimum of two years. Cllr Walters mentioned that Patsy de Freitas, of the Library Service, is expecting a meeting of the NMCH committee to take place and believes that there are people with an interest in keeping the hall open, including the Friends of the Library. Cllr Millar suggested that, if there is genuine interest in keeping the building operational, then a further period of grace should be allowed. Following on from this Cllr Brotherston then proposed that we give notice that we will close it down if no acceptable proposals have been submitted by 14 April and this was agreed.

13. Report on District Council Matters

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

14. Report on County Council Matters

Cllr Jelf reported that, as anticipated, the authority had been graded excellent in terms of its ability to deliver services and the new challenge will be to maintain this assessment.

15. Heath Allotment Trust

Cllrs Jelf, Timms and Walters declared an interest as trustees but Cllr Walters, as Chair of the Trust, explained to the PC that they are seeking guidance on the issue of whether the trustees should be parishioners. This has been the case in the past but one of their number has recently left the village and, while keen to remain a trustee, is prepared to abide by the views of the PC. In view of his status as a trustee Cllr Timms handed over the chair to Cllr Walsham to deal with this matter. Cllr Millar proposed that the trustees should be residents if the village and this was seconded by Cllr Hayward and passed by seven votes with the remaining three councillors precluded from voting. Cllr Walsham asked that this decision be recorded in the minutes of the next meeting of the Trust. He then asked if it would be necessary to appoint a new trustee but it was agreed that this is a matter which can wait until after the May elections. Cllr Timms also expressed the view that this should ideally be somebody who is not a member of the PC and it was agreed to advertise the vacancy through the Snippets in the next newsletter.

16. Correspondence

i)OCC – Unitary Council Proposal – letter from Keith Mitchell, the Leader of OCC, and Joanna Simons, the Chief Executive, setting out reasons why Oxford City’s bid for unitary status [and thereby creating two other unitary councils in Oxfordshire] is seriously flawed.
ii)OCC – Minerals & Waste Development Framework –Consultation Paper can be read oxfordshire.gov.uk/links/public/mineralsandwastepolicy with deadline for comments extended to 30 March 2007.
iii)OCC – Newsletter – February – confirmation that OCC now graded “Excellent”.
iv)CDC - Recreation Strategy for Cherwell – various workshops taking place in late March, two closest at Bodicote House on 26 and 27 March.

17. Questions and Comments from Members of the Public

Christopher Barry congratulated the PC for the splendid job on the cemetery wall which, with the hedge planted, has now been fully completed and has proved to be well worthwhile. Comment was then made that OCC need to complement the work by improving the road and Cllr Jelf confirmed that it has been submitted for a HAMP assessment.

1. Date and Time of Next Meeting

Thursday 12th April 2007in the Memorial Hall; the Annual Parish Meeting will commence at 7pm, with the normal PC meeting taking place immediately thereafter.

 

There being no further business the Chairman everyone for attending and declared the meeting closed at 8.45pm.