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 10th MAY 2007 AT 7.30pm

Present: Councillors: Brotherston, Clay, Hayward, Jelf, Riley, Timms and Walsham, together with Mr Porter [Parish Clerk] and Victoria Irvine [District Councillor].

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

Cllr Jelf proposed that Cllr Timms be re-elected Chairman and this was seconded by Cllr Walsham. Cllr Timms agreed to stand for a further term. As there was no other nomination Cllr Timms was duly elected Chairman unanimously. In opening the meeting he introduced Victoria Irvine, the newly elected District Councillor. Mrs Irvine told councillors that she is looking forward to fulfilling her new role and encouraged parishioners to contact her if they require any assistance at district level. Cllr Timms also informed the meeting that he had been notified by Pauline Walters that, due to family circumstances, she is reluctantly having to stand down as a parish councillor. The clerk will notify CDC on Monday that there are two vacancies on the PC and the appropriate notices will be put up early next week.

2. Apologies for Absence

Cllrs Leader and Millar sent their apologies.

3.Minutes of the Meeting of 12th April 2007 and Matters Arising therefrom

The minutes were agreed as a true and accurate record of the meeting, proposed by Cllr Jelf, seconded by Cllr Hayward, and passed by six votes with one abstention. The clerk referred to the minute [14(iii)] which stated that all parish councils would be required to adopt the Revised Code of Conduct at their May meetings. There has subsequently been further correspondence on this issue and we have now been informed that CDC will be formally adopting the Revised Code with effect from 1 June 2007 and that parishes are asked to do so before 1 July. Accordingly this matter will be discussed at the June meeting. Cllr Jelf pointed out that we do not have to adopt the Code immediately, CDC have simply asked that we do so. The clerk also referred to an issue raised at the Annual Parish Meeting when it had been reported that residents had found the pavement in front of the Memorial Hall particularly slippy, due to leaf fall, during the late autumn. This matter was reported to CDC who inform us that they do try to keep busy paths clear at that time but that residents can report particular problems on 01295 221940.

4. Declarations of Interest

There were no declarations on this occasion.

5. Election of Vice-Chairman

Cllr Timms nominated Cllr Walsham and this was seconded by Cllr Riley. Cllr Walsham confirmed that he would be prepared to stand and he was duly elected unanimously.

6. Appointment of Working Groups

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 it was proposed that the groups remain as currently constituted and this was agreed. The members are:
1.Environment and Open Spaces Working Group
bCllrs Brotherston, Hayward, Millar and Riley
cRecreation Working Group
dCllrs Jelf, Leader and Walsham
5.Memorial Hall Working Group
fCllrs Brotherston, Clay and Jelf.
Cllr Jelf reminded the PC that Brian Rider also sits on the MH working group as a non-PC member and Cllr Walsham indicated that, with matters pertaining to the Norman Matthews Hall close to a satisfactory resolution [see Item 18 below] he would be happy to sit on this group. This was agreed. The Chairman suggested that all Working Groups should meet before the next PC meeting.

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 Walsham and passed unanimously.

8. Appointment of Planning Co-ordinator

Cllr Timms proposed that Cllr Walsham continues in this role and this was seconded by Cllr Brotherston and passed unanimously.

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

This matter was deferred pending further discussions [see Item 18].

10.Election of Trustees to the Heath Allotment Trust

It was pointed out that the existing trustees had been re-appointed in 2006 but there is still a vacancy following the departure from the village of Bill Young. It is not necessary that all trustees be members of the PC and it was agreed that the clerk should advertise the vacancies again in the Newsletter.

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

The signatories are currently Cllrs Clay, Jelf, Timms and Walsham who were duly re-appointed unanimously.

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

Cllr Walsham referred to the schedule of matters outstanding and reported that there had been one meeting since the last PC meeting at which a total of 6 applications had been considered. All received no objections with exception of Applegate, East End, where it was felt that the proposed felling was excessive, and that submitted by Noralle Ltd to build a new detached house, with detached garage, on land adjacent to Ruabon and Byeways at East End. It was recognised that the application submitted by Noralle dealt with objections raised when this was first proposed in 2000 but councillors still felt that the potential impact on the environment was out of keeping. Cllr Walsham also reported that we have received amended plans for the school crossing as agreed with the school and the PC.

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

As there were no public present there were no comments on this occasion.

14.Report of Working Groups

Recreation Group – in the absence of Cllr Leader the clerk reported that action is required to the wall on to Watery Lane to prevent further damage. Cllr Leader has asked Mr Marshall to look into the cost of blocking up the wall as a short-term measure and this will be further discussed at a meeting of the new Recreation Working Group which he hopes to hold within the next week.
Environment & Open Spaces – Cllr Riley reported that OCC has felled the lime tree at Down End and they will also remove a broken limb from a London plane also in Down End by the cemetery. The working group met in the previous week and had looked at the verge outside Scotland bungalow in Round Close Road and approved the request made for wooden bollards to be erected to protect the area. The clerk has confirmed this with OCC. They also looked at the grassed area opposite the school where a set of stones had appeared. However these were removed the following day, apparently by Highways. There had been some doubt as to the ownership of this land, one view being that it was common land. However Cllr Jelf was able to confirm that he had discussed the matter with Ralph Grant, of OCC Highways, who confirmed that it is their responsibility. He has asked Highways if they can provide us with a plan showing what areas of land within the village are theirs and he will discuss this matter further with Ralph Grant. Cllr Brotherston pointed out that the stones had at least prevented vehicles from parking on the area and this is a problem which we may discuss further once the amended plans mentioned in Item 12 have been implemented. Cllr Riley also mentioned that he had looked into the question of responsibility for the wall adjacent to the Memorial Hall without success. The clerk will write to OCC informing them that it is in urgent need of attention and we will see if this produces a satisfactory response. Cllr Riley also reported that the Allotment Association is keen to see the number of units extended and they also want the PC to approve the erection of a further fence on the other side of the path together with gates in both fences to allow for the passage of vehicles to the plots. The members will erect the fencing but want the PC to pay for this. After a detailed discussion Cllr Riley proposed that we support this request as the whole area now looks very tidy and we should aim to keep it that way. Before voting Cllr Jelf tabled an amendment to the effect that we would approve the erection of the fence but would only agree a contribution towards the cost. Cllr Hayward felt that the amount of the contribution should be specified at this stage and Cllr Jelf agreed that a ceiling of £150 should be placed on the contribution. This amendment was then put to the vote and passed by four votes to three. The clerk then pointed out that the Brownies and Guides had completed a litter pick in the village and done an excellent job, although this had been spoilt somewhat as CDC had not taken away the sacks of litter the following day as agreed and animals had made something of a mess. However this was cleared up and the sacks have been removed. On the last occasion that the Brownies and Guides tidied the village a letter of thanks was sent together with a donation of £50 to each pack and the clerk wondered if the PC wished to make a similar gesture on this occasion. The Chairman proposed that £50 should be donated to each and this was seconded by Cllr Hayward and passed by six votes to one.

15. Hook Norton War Memorial Hall

Cllr Jelf reported that Mr Rose has been given a clean bill of health and preliminary work on the extension has now started. Cllr Brotherston has agreed to manage the project and liaise with Mr Rose. Cllr Brotherston reported that it has been necessary to close off the ladies toilet in the short term and the disabled one will be used by the ladies in the interim. He will obtain a projected completion date from Mr Rose and report this to councillors.

16.Report of Finance Committee

Cllr Clay reported that the precept had been received together with the grant from CDC towards the hedging in the cemetery of £327. He also referred to criticism in previous auditors’ reports about the true value of “consuls” shown in the Accounts at £78.15. We do not know what these represent and believe that the true value is negligible, particularly when offset against any selling costs. On this basis he sought approval to write off this sum and this was seconded by the Chairman and approved 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 Riley proposed acceptance of the items of expenditure detailed, totalling £3116.59 for the PC and £131.56 for the MH. This was seconded by Cllr Clay and unanimously approved.

18. Norman Matthews Community Hall

Cllr Walsham reported that he had held a further meeting with representatives of St Peter’s Church who have indicated their desire to take over the lease of the whole building, although the library reading room will be left as it is with Library Services making a contribution to costs. They have already taken over on a temporary basis as from 1 May and asked that we order some oil and have the heating restarted, the clerk to bill the church and library for these costs on the agreed 82/18% basis. Once the lease is surrendered the Church will take over the back room and the PC’s filing cabinets will be moved to the Memorial Hall. Cllr Walsham had two proposals to submit; the first that the Church replaces the Out-of-School Club on a temporary basis and this was seconded by Cllr Clay and approved unanimously. The second proposal is that we write to OCC to state that we wish to surrender the lease, informing them that St Peter’s wish to take it over in our place. This was also seconded by Cllr Clay and approved unanimously.

19. Correspondence

(i) CDC – Planning Inspection by Audit Commission – Tuesday 15 May at 6pm at Bodicote House, the clerk and Cllr Walsham to attend on behalf of HNPC;
(ii) CDC – Consultation Evening on LDF – also at Bodicote House on 15 May but at 7pm, response to be sent informing them that we cannot attend due to earlier meeting;
(iii) OALC – AGM 11 June – Cllr Jelf will be in attendance;
(iv) CDC – Cherwell’s Homeless Strategy – copy document received;
(v) OCC – Minerals and Waste Development Framework – consultation paper received, on website oxfordshire.gov.uk/links/public/mineralsandwastepolicy;
(vi) OCC – Newsletter April;
(vii) CDC – Village Traffic Calming – Portable Speed Indicator Signage – CDC to acquire four portable Speed Indicator Signs for use around the District. Villages wanting to make use of the service will have to fund the installation of a ground fixing point at an estimated cost of £3/400. It was agreed that we need more information about the amount of time the units are likely to be available before committing to this project.
(viii) OCC – conversion of Cherwell Villager minibus service to dial-a-ride/

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

There were no questions on this occasion.

21.Date and Time of Next Meeting

Thursday 14 June 2007 at 7.30pm in the memorial Hall

There being no further business the Chairman thanked everyone for attending and closed the meeting at 9.23pm