Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE NORMAN MATTHEWS COMMUNITY HALL ON THURSDAY 8th MAY 2008 AT 7.30pm

Present: Councillors: Bartlett, Brotherston, Jelf, Leader, Millar, Riley and Walsham, together with Victoria Irvine [District Councillor], Mr Porter [Parish Clerk] and three 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. Before proceeding he informed everyone that the Notice of Vacancies on the Parish Council had not produced a call for an election but two volunteers for the vacant positions had come forward, Sharron Barnes and Marie Stubbs, who were in attendance. Cllr Jelf proposed that Marie Stubbs be co-opted as a member of the Parish Council and this was seconded by Cllr Riley and passed unanimously. Cllr Jelf then proposed that Sharron Barnes be similarly co-opted and was seconded by Cllr Walsham and also passed unanimously. Both new councillors then signed the Declaration of Acceptance of Office and took their place on the PC.

1. Election of Chairman

The Clerk informed the meeting that Cllr Timms was unable to attend the meeting as he is still recovering from a recent operation. However he has indicated his willingness to stand again as Chairman if there are no other nominees. Cllr Jelf proposed that Cllr Timms be re-elected Chairman and this was seconded by Cllr Walsham and passed unanimously. As Cllr Timms was not in attendance the Clerk then moved to Item 5.

5. Election of Vice-Chairman

Cllr Walsham confirmed that he would be prepared to stand for a further year and Cllr Jelf accordingly nominated him as Vice-Chairman and this was seconded by Cllr Riley and approved unanimously. Cllr Walsham then took the Chair for the meeting.

2. Apologies for Absence

were received from Cllr Timms.

3. Minutes of the Meeting of 10th April 2008 and Matters Arising therefrom

The minutes were agreed as a true and accurate record of the meeting, proposed by Cllr Riley, seconded by Cllr Leader, and passed unanimously. The Clerk informed the meeting that he and Cllr Walsham had discussed the use of the Memorial Hall on Thursday evenings with Brian Rider at the last Memorial Hall meeting and Mr Rider agreed that the PC should meet in the Hall. The Players will therefore discuss at their next committee meeting with a view to finding an alternative venue for the second Thursday of those months when they hold rehearsals.

4. Declarations of Interest

There were no declarations on this occasion.

6 Appointment of Working Groups

Cllr Walsham informed the meeting that a Chairman’s Meeting had been convened earlier in the week as Cllr Timms was concerned that the present structure of the working groups was a little unwieldy. After consideration he proposed that the Chairman’s Committee should be re-designated the Finance & General Purposes Working Group, to be composed the chairmen of each working group, plus those of the Memorial Hall committee and the Norman Matthews Community Hall. He then suggested that the Recreation Group should be expanded to include other open spaces in the village, essentially the Greens, and that Environment should be split into a group looking after the cemetery and allotments and another to look after all other environmental issues such as trees, grass-cutting, litter, street cleaning, bus shelters etc. Each group is to have a maximum of three councillors [although non-councillors may be co-opted if appropriate, but no more than one per group] and councillors should not sit on more than two working groups. Each group is to meet at least once a quarter and notes should be produced for circulation. Cllr Walsham proposed that these amendments should be accepted and this was seconded by Cllr Jelf. Cllr Millar questioned the need to increase the number of working groups but, after further discussion, the matter was put to the vote with nine in favour and one abstention. 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 new groups be formed as follows:

a Recreation & Open Spaces Working Group

Cllrs Leader [Chairman], Barnes and Jelf

b Cemetery & Allotments Working Group

Cllrs Brotherston [Chairman], Bartlett and Riley

c Environment Working Group

Cllrs Millar [Chairman], Barnes and Hayward

d Memorial Hall Working Group

Cllrs Walsham [Chairman], Brotherston, Riley and Stubbs, together with Brian Rider.

7. Appointment of Chairman of Finance

With the formation of the Finance & General Purposes Group, which is to meet every month prior to the formal PC meeting, it was agreed that a Chairman of Finance is no longer appropriate as the Chair of the PC will effectively take this role.

8.Appointment of Planning Co-ordinator

Cllr Jelf proposed that Cllr Walsham continues in this role and this was seconded by Cllr Brotherston and passed unanimously. Cllr Riley commented that councillors should perhaps consider more site visits and Cllr Walsham agreed with this suggestion.

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

In view of on-going progress it was agreed that Cllr Jelf should continue to act as co-ordinator there being no necessity for a formal Management Committee as this task would be dealt with by the Finance & General Purpose Group [see Item 16].

10. Election of Trustees to the Heath Allotment Trust

After discussion it was noted that the existing trustees had been re-appointed in 2006 and Nigel Shields has been co-opted to replace Bill Young.

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 Jelf, Timms and Walsham but a replacement is need for Brian Clay and Cllr Brotherston was nominated and all were duly 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 only one meeting since the last PC meeting at which a total of 3 applications had been considered and there were no objections to any of these. He also reported that he had met with a Planning Officer that morning to tour the village to establish the boundary for the purposes of the Local Development Framework. Cllr Walsham had taken the opportunity to highlight particular problem areas. This provisional boundary will be shown in the Core Strategy Development Plan due in September. District Cllr Irvine reported that, despite our objection, the North and South Area Planning Committees had merged but she provided councillors with details of the changes and the reasons behind the move and expressed the view that the new Committee should be more efficient with the process more effectively streamlined.

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

There were no comments from the public on this occasion.

14.Report of Working Groups

Recreation Group – Cllr Leader reported that the wall remains a problem but Dennis Mill can do the repair, although he is busy at present. In the meantime the fence has been put back in place. One or two other potential contractors were mentioned but Cllr Riley reminded everyone that the person employed must have the necessary insurance cover. This matter will be discussed by the working group before the end of May when hopefully there will be some costings available. The RoSPA inspection is to take place in July but the equipment seems to be in satisfactory working order with Mr Marshall carrying out general maintenance work.
Environment & Open Spaces – Cllr Brotherston reported that he and Cllr Riley had visited the possible site for allotments offered by Mr Irvine but, although this was in some ways ideal, there was no water available and it is some distance from the main site in Burycroft Road. Somewhat reluctantly therefore he felt that we should not take this on particularly as there may be an opportunity to take back a bit more land at Burycroft Lane. The Clerk reported that the Chairman of the Allotment Association, John Blackham, has reported that one or two of the new sites have not been cultivated at all and that he is proposing writing to all allotment holders to remind them of a need to make use of the plots or we would require them back for those on the waiting lists. It was agreed to monitor the situation for a few months to see whether there is any need for further plots. He had also met with the grass-cutter, Bob Bickley, at the cemetery to discuss one or two issues; Mr Bickley was most upset that damage had been caused to a memorial and visited the family concerned to apologise. He has asked that he be allowed to increase his charges for this year by 4.5%, which is .5% greater than the agreed RPI, to offset the damaging effect of recent fuel rises. After discussion this was agreed but only due to the exceptional circumstances. Mr Bickley has also stated that he is unable to cut the Green at Southrop, which is still in an unacceptable condition. The Clerk will write to Mr Helyer to remind him of his commitment to restore the area to its previous condition.

15. Hook Norton War Memorial Hall

Cllr Walsham referred to the minutes of the meeting held on 30th April and reported that the repairs to the roof of the kitchen extension have been carried out and a copy of the invoice, which we have paid, has been sent to Mr Rose for reimbursement. The light tubes have been replaced together with an exit sign and the Fire Safety Officer has carried out an inspection; the one urgent item identified has been dealt with and the other recommendations are being considered.

16. Norman Matthews Community Hall

Cllr Jelf reported that he has now received a new draft Lease for a fifteen-year term with a Deed of Surrender of the existing Lease. He sought approval to agree to this on the basis that discussions would take place through the Finance & General Purpose Group to put the subletting to the Church and the Library on a proper basis. If no such agreement can be structured we will not enter into the new Lease. On this basis Cllr Walsham seconded the proposal and it was passed unanimously.

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

The Clerk presented the attached schedules of receipts and payments for approval and Cllr Jelf proposed acceptance of the items of expenditure detailed, totalling £3682.61 for the PC and £832.93 for the MH. This was seconded by Cllr Brotherston and approved unanimously.
The Clerk then informed the meeting that the Internal Auditor, Mr Borland, has completed his review of the Accounts for 2007/8 and is satisfied all is in order. The Accounts have been prepared for submission to the external auditors, BDO Stoy Hayward, and the Clerk sought approval for them. Cllr Jelf proposed acceptance and this was seconded by Cllr Riley and passed unanimously. Cllr Millar enquired about rates of interest earned on money held on deposit account and the clerk will make enquiries once he has had the opportunity to take over the accounts from Brian Clay.

18. Web Site

In the absence of Cllr Hayward, who raised the issue, this matter was deferred to the June meeting.

19.Chipping Norton School – Transport for 6th Formers

Again, in the absence of Cllr Hayward, this matter was deferred until the June meeting.

20. Correspondence

Cherwell District Council:
(i) Local Development Framework – offer of site visit to discuss local need and issues and potential settlement boundaries [see Planning above];
(ii) Calendar of Meetings 2008/9 – revised calendar following merger of North and South Area Planning Committees;
(iii) Agenda Standards Committee Meeting 2 April 2008;
OCC:
(iv) Consultation on Bus Strategy – proposed revision of Bus Subsidy Policy – comments required by Friday 6 June, our Transport Representative, Mrs Pickering, will attend a meeting on 20 May at Speedwell House;
ORCC:
(v) Village Halls Newsletter;
(vi) Calor Oxfordshire Village of the Year Competition – closing date 30 May;
Other:
(vii) Banbury Cross Players – reminder of existence of Players who perform four plays each year and who have revamped their Season Ticket scheme;
(viii) CPRE – invitation to join, it was felt there might be merit in so doing but the clerk was asked to establish the cost.

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

There were no questions on this occasion.

22. Date and Time of Next Meeting

Thursday 12 June 2008 at 7.30pm in the Memorial Hall

There being no further business the Chairman thanked everyone for attending and closed the meeting at 8.53pm