Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 12th MAY 2005 AT 7.20pm

Present: Councillors: Clay, Fry, Millar, Swainbank, Terry, Timms, Walsham, Williams and Young, together with District Councillor Gasson, Mr Porter [Parish Clerk] and two members of the public.

The Parish Clerk welcomed those attending and opened the meeting as the first item on the Agenda was the election of Chairman.

1. Election of Chairman

It was known that Cllr Williams was standing down and Cllr Young therefore proposed that Cllr Timms be elected Chairman and this was seconded by Cllr Terry. Cllr Timms agreed to stand in the absence of anybody else. As there was no other nomination Cllr Timms was duly elected Chairman by seven votes with one abstention. Cllr Timms thanked the PC and asked to record his thanks to the outgoing Chairman who had done an excellent job over the past two years. Cllr Fry seconded this stating that Cllr Williams had dealt with some difficult situations with aplomb.

2. Apologies for Absence

Cllrs Jelf and Hayward sent their apologies.

3.Minutes of the Meeting of 14th April 2005 and Matters Arising therefrom

The minutes were agreed as a true and accurate record of the meeting, proposed by Cllr Fry, seconded by Cllr Williams, passed unanimously.
There were no matters arising not covered elsewhere in the minutes.

4. Declarations of Interest

Cllr Williams stated that he might leave if there were discussions on the Football Club’s planning application for new floodlights and also possibly during discussion on one of the items of correspondence. In the event it was not necessary for him to leave on either occasion. Cllr Fry stated that he would absent himself during the discussion on the possible sale of land to the rear of 18 and 19 Ironstone Hollow [Item 20].

5 Election of Vice-Chairman

Cllr Timms informed the meeting that Cllr Fry is prepared to stand for a further term and proposed that he be re-elected as Vice-Chairman. Cllr Williams seconded this and, with no other nominations, Cllr Fry was elected by seven votes with two abstentions.

6 Appointment of Committees

Each committee has a maximum number of five members and will appoint a Chairman from within at the first meeting. The Chairman and Vice-Chairman of the Parish Council are non-voting Ex-Officio members of all the committees. After discussion the members are:
Environment and Open Spaces Committee
cCllrs Hayward [provisionally], Millar Terry and Williams
dRecreation Committee
eCllrs Young, Jelf, Swainbank and Walsham
Memorial Hall Committee
fCllrs Fry, Clay, Jelf and Young.
Rules allow for non-members of the PC to be co-opted onto any committee and Cllr Millar proposed that a note be placed in the Newsletter asking that if anybody wishes to serve on any of the committees to advise the clerk and also let him know if they wished to be notified of the dates and times of meetings. This was seconded by Cllr Terry and passed by eight votes with one abstention.

7 Appointment of Chairman of Finance

Cllr Timms thanked Cllr Clay for continuing in this role and proposed that he be re-appointed. This was seconded by Cllr Terry and passed unanimously.

8 Appointment of Planning Co-ordinator

Cllr Young proposed that Cllr Walsham take over this role and this was seconded by Cllr Williams and passed unanimously.

9 Appointment of 4 representatives to the Management Committee of the Norman Matthews Community Hall

Cllr Timms proposed that the existing representatives be re-appointed and this was seconded by Cllr Terry. Cllrs Clay, Jelf, Timms and Walsham were duly elected. As this matter did not feature elsewhere on the Agenda Cllr Clay reported that Cllr Jelf stood down as Chairman at the meeting on 10th May and his place has been taken by Cllr Walsham

10.Election of Trustees to the Heath Allotment Trust

Cllr Clay informed the meeting that Cllr Jelf has completed his term of office but has indicated that he will be prepared to serve for a further term. It was proposed by Cllr Williams, seconded by Cllr Terry, that Cllr Jelf be re-elected and this was passed unanimously.

11.Appointment of 4 Councillors to be empowered to sign cheques on behalf of the Parish Council and Memorial Hall Trust

Cllrs Clay, Fry, Jelf and Timms were re-appointed to sign cheques.

12.Report of Planning Co-ordinator on planning applications received

As outgoing Planning Co-ordinator Cllr Timms referred to the schedule of matters outstanding and informed the meeting that three applications had received consent since the last meeting. Subsequent to the issue of the planning schedule there had been a further planning meeting and no objections had been raised to the applications relating to Fair Acres, Bourne Lane [conservatory to rear], Doolittle Cottage [replacement windows] and Heydon House, East End [tree pruning]. An objection had been submitted regarding the proposed extension at Norton Halt, East End on the basis of the proposed dormer windows, which are out of keeping, and the loss of car parking space.

13.To invite members of the Public to comment on Planning Applications

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

14.Report of Working Groups

Recreation Group – Cllr Young reported that the area continues to be of a high standard although the Group is still worried about some of the equipment which is now 11 years old and starting to show its age. There is also concern about the lack of facilities for young teenagers and they will bid for money raised from asset sales to improve these. The grass cutting in the Play Area is generally of a high standard. There are some low value maintenance repairs which must be dealt with in the near future.
Environment & Open Spaces – Cllr Hayward had circulated his report prior to the meeting. While there has been no progress regarding the path through the cemetery and we are awaiting a response from James Clarke on the memorial plaque to go on the seat, we have received quotations from David Randall and Ben Acreman for the essential tree work. The new grass-cutting regime seems to be working reasonably well. There is obviously concern about the cemetery wall and, as the previous contractor has not returned to complete his work, the clerk has identified three other specialists in the area and has written to ask for their advice and quotations. He is aware that two at least have looked at the wall but their formal reports are still awaited. Mr Marshall has cleaned the gates at the entrance to the village but the effect only lasted for a short time. There have been comments from residents about the unadopted path between Rope Way and Brick Hill but it does not seem to be deteriorating. This is a matter which may be considered further by the new Working Group.

15.Hook Norton War Memorial Hall

Cllr Fry reported that there is to be a meeting with representatives of the regular user groups on 17th May. He has received one quote for painting the Hall, which is in excess of £2000, and he is still awaiting two others. He has also received a quote to take down and clean the curtains and re-hang at a convenient time, which comes out at over £300 or £500+ if fireproofed. The Hall was measured this afternoon to enable a full plan to be drawn up to comply with the new licensing regulations.

16.Report of Finance Committee

Cllr Clay presented the accounts to 31st March 2005 to the meeting and sought formal approval. Cllr Williams seconded the motion and this was passed unanimously. Cllr Clay also asked for formal approval to again use the services of Don Baker as internal auditor and this was seconded by Cllr Terry and passed unanimously.

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

The clerk presented the attached schedules of receipts and payments for approval and Cllr Williams proposed acceptance of the items of expenditure detailed and this was seconded by Cllr Clay and unanimously approved. Cllr Clay added that he had looked into the repairs to the boiler at the Norman Matthews Community Hall [NMCH], approved last month, but it transpires that the person who installed it has gone out of business. They are trying to contact the manufacturer but it is felt that it will be out of warranty.

18. Venue for Future Parish Council Meetings

Cllr Young observed that, despite the comment at the February meeting, by paying for the repairs to the boiler at the NMCH the PC is still subsidising this building and, as such, he believes that the PC should make use of it. He was minded to suggest that future meetings, apart from ones where significant numbers of parishioners might be expected, be held at the NMCH. Cllr Millar expressed the view that it is traditional that meetings be held in the Memorial Hall and Cllr Terry reinforced this by adding that the MH is where parishioners expect the PC to meet. As such Cllr Young proposed that, based on reasoned argument, that the PC holds the June and July meetings in the NMCH to assess the response. However there was no seconder for this motion.

19. Car Parking on Pavements in the Village

The Chairman expressed concern at the continuing practice whereby certain residents park their vehicles on pavements often making them impassable for pedestrians and particularly anybody with a push-chair. Cllr Williams pointed out that the terms of the Fire and Rescue Services Act 2003 place a duty on the emergency services to ensure roads are kept clear for emergency vehicles and this does account for some of the apparently careless parking. However it was felt that something should be done about this problem and thoughtless parking generally. As such the Chairman will speak to Christopher Barry who had obtained some stickers for such use some years ago. Cllr Williams reminded the clerk that the work in Mobbs Lane has now been finished and OCC should be asked to return to complete the resurfacing work on the footpath. The clerk will discuss with Cllr Jelf.

20.Sale of Land to rear of 18 and 19 Ironstone Hollow

Cllr Fry absented himself. Cllr Young reminded the PC that we had originally been approached by the residents to ask if we would be prepared to sell part of the land to the rear of these houses, but this had been deferred pending the outcome of negotiations with the residents of 14-17. However as a sale has now been agreed here the clerk had contacted Mr Summerell to ask if they were still interested and an initial response has been received. Cllr Williams proposed that we agree in principle to a sale at the same price as agreed with the residents of 14-17 but that a strip a metre wide must be retained for access purposes and subject to the residents obtaining the requisite planning permission. This was seconded by Cllr Millar and passed unanimously.

21.Correspondence

(i) CDC – David Marriott – Affordable Housing –boundary dispute has been settled and matters are being discussed with the Rural Housing Enabler;
(ii) CDC – Local Government (Miscellaneous Provisions) Act 1976– notice that Christopher Moulton of 21 Orchard Close has made an application for renewal of Private Hire Vehicle Operator’s Licence with one vehicle – no objection;
(iii) CDC – Local Government (Miscellaneous Provisions) Act 1976 – application re Open Air Music Concert at Ferris Hill Farm on Saturday 9 July – no objection;
(iv) CDC – Local Government (Miscellaneous Provisions) Act 1976 – application re Open Air Charity Ball to be held at HN C of E Primary School on Friday 17 June from 7pm to 1am – no objections;
(v) OCC – Review of Subsidised Bus Services and Changes to Bus Services in Banbury Area – providing details of improved service, Cllr Fry to insert notice in Newsletter:
(vi) CDC – Advice of Changes in Admin. Services following retirement of Peter Rooke;
(vii) CDC – Landscape Conservation Grants 2005/6 – grants are available for a number of different projects including tree surgery, hedgerow maintenance and planting of trees and hedges and this will be looked at by the E & OS Working Group;
(ix) OCC – Oxfordshire Structure Plan 2016 – proposed modifications to Draft Plan
Cllr Williams proposed that matters raised by CDC under the Local Government (Miscellaneous Provisions) Act 1976 should be referred to planning meetings in future. This was seconded by Cllr Young and passed unanimously.

22.To invite Questions and Comments from members of the Public

Barbara Hicks asked whether the PC had considered sponsoring or organising anything to celebrate VJ Day? Cllr Millar expressed reservations about celebrating an event which also commemorated the dropping of the second nuclear bomb. After discussion he then proposed that an item be inserted in the Newsletter stating that the PC has been approached regarding possible VJ Day Celebrations. If anybody has any proposals to make for something of this nature please approach us. This was passed unanimously.

23.Date and Time of Next Meeting

Thursday 9 June 2005 at 7.30pm

There being no further business the Chairman thanked everyone for attending and closed the public meeting at 9.06pm