Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL HALL ON THURSDAY 11th NOVEMBER 2004 AT 7.30pm
Present: Councillors: Williams [Chairman], Fry [Vice-Chairman], Clay, Hayward, Millar, Terry, Walsham and Young, District Councillor Gasson, Mr Porter [Parish Clerk] and five members of the public.

1 Apologies For Absence

Were received from Cllrs Jelf [attending meeting in Oxford] and Timms [recuperating].

2 Chairman’s Announcements

The Chairman commented on the sad deaths of David Clarke and Sheila Terry and expressed condolences to the families of both, much missed members of the community. He also sent best wishes to Cllr Clive Timms who is recuperating after a spell in hospital. The Chairman also introduced Anne Swainbank who is to join the parish council as a co-opted member at the next meeting.

3 Minutes of previous meeting, 14th October 2004, and matters arising

It was proposed by Cllr Millar and seconded by Cllr Fry that the minutes of the previous meeting be passed as a true and accurate record. Agreed unanimously. Arising from Item 14 in the minutes the Chairman reported that Cllr Jelf had been discussing the footpath in Mobbs Lane with Steve Bowden of OCC Highways. The County would be repairing the path within the next week or so but are concerned that the works being carried out at the site at Holly House may result in renewed damage, which would ultimately result in the PC having to carry out further repairs at our expense. There would also be additional congestion with OCC’s contractors on site. As such it was the recommendation of Cllr Jelf that the repairs be deferred until the work is completed at Holly House. It was acknowledged that the repair work to the path is essential but members agreed that it was sensible to defer the work a little longer. The meeting of the Community Safety Committee, mentioned by Cllr Jelf at the previous meeting, did not take place as the representative of ODPM did not feel it appropriate to attend. A reconvened meeting is taking place in Oxford this evening attended by somebody from the office of the Deputy Prime Minister. Cllr Fry also reported that 74 people had submitted responses on the Transport Survey and these have been forwarded to ORCC for analysis and feedback.

4 Declarations of Interest

Cllr Williams informed the meeting that he would absent himself during the discussion on Affordable Housing [Item 14] and possibly item 18 but, in the event, it was not necessary for him to leave during this last item.

5 Report by Planning Co-ordinator on planning applications received

Cllr Millar referred to the planning schedule, which accompanied the agenda, and reported that there was nothing of significance outstanding. A few applications had been received since the last planning meeting and, as these were relatively straightforward, they were dealt with at the meeting with no objections being raised. These were the applications to alter dormer windows at Grounds Farm; demolish an existing conservatory and erect a larger one at Damson Cottage, Park Road; extend the straw building at Fodge Farm; renew permissions for the demolition of bungalow and erection of two new buildings with garages at Dolce Vita, Rope Way; and an application relating to a proposed extension at 11 Beanacre. Concern was again expressed about the removal of the drystone wall and hedge at Holly House, Mobbs Lane and the response from CDC was felt to be unsatisfactory with doubts raised as to whether the wall would be properly replaced on a like for like basis. Cllr Millar commented that the PC had originally objected on the basis of the perceived access problems, but it had been understood that the new house would be built on the footprint of the old, without mention of the demolition of the wall and removal of the trees. Concern was also expressed about the proposed development at The Orchard in Queen Street and Cllr Gasson reported that amended plans are now acceptable to CDC. The clerk responded that he had not received the amended application and it was felt we should still ask for this matter to be dealt with in committee.
(i) Proposal to arrange meeting with representative of CDC – arising from the above Cllr Hayward felt that it would be beneficial to invite somebody from the Planning Department to express our concerns regarding certain developments and to learn more of their approach when dealing with such applications. After discussion it was agreed to invite Mike Buxton and Shona King to attend the January meeting.

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

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

7 Report of Committees

Recreation Committee – Cllr Young informed the meeting that the committee had met on site to review the RoSPA report and is looking to see if the tyre on a chain can be repaired, failing which a replacement will be acquired at a cost in the region of £450. He is also obtaining quotes for painting the multi-play unit but otherwise he was pleased to report that the Play Area is tidy and generally well-maintained.

Environment and Open Spaces Committee – Cllr Hayward reported that OCC have been asked to take back responsibility for cutting the grass on its land in the village and we are awaiting a plan from them following which we will proceed with the tendering process. The path in the cemetery is becoming overgrown and the meeting was asked whether this should simply be restored or whether it should be properly remade through the upper and lower parts. There was a general feeling that it now needed to be remade and a local builder will be asked to provide a provisional estimate. The Finance Committee is to recommend expenditure on a new seat in the upper cemetery and it was agreed that this should be dedicated to the memory of David Clarke. Nicholson’s Nurseries are to plant a mixed blackthorn/hawthorn hedge to replace the broken fence on the amenity area at Ironstone Hollow and have also quoted £150/200 to replace the trees in the cemetery with 3 or 4 indigenous blossoming varieties. This was agreed and it was left to the E & OS committee to decide upon appropriate new trees.

8 Hook Norton War Memorial Hall

Cllr Fry referred to the minutes of a meeting held on 15 October and reported that professional advice has since been taken from a local civil engineer who expressed the view that the proposed extension could be managed for about £50/60,000. However there are logistical problems as grant applications have to be submitted within a fairly tight time-frame and, whilst CDC and OCC can offer a maximum of £10K each, the Big Lottery Fund is only offering a maximum £5K which would leave a significant shortfall. This poses two questions: can we afford to proceed given the limited grant funding that we are aware of? and, if we do go ahead, do we expend funds on producing a scheme before knowing whether we will qualify for grant aid? Cllr Young expressed concern at being committed to find at least £25K of our own money for such a project and Cllr Hayward wondered whether a more modest extension might not be feasible? After discussion it was agreed to defer any application until next year but to progress by costing a practical extension, and producing a plan in the interim, so that we are in a position to proceed quickly when funding next becomes available. Cllr Fry also reported that a false acacia, which has grown from the stump of the fallen tree, is becoming a nuisance and recommended that it should be removed. After discussion this was agreed by 6 votes to 2.

9 Report of Finance Committee

Cllr Clay submitted his report having asked committee chairmen for their anticipated expenditure for the remainder of the financial year. At present we are within budget and with little in the way of “projects” to date there is currently a surplus. Cllr Clay is also looking to produce a budget for the next financial year which will identify the precept required. Cllr Clay proposed that the recommendations contained within his report be accepted and this was seconded by Cllr Williams and passed unanimously.

10 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments for authorisation and reported that that there had been no unexpected expenditure during the month. Cllr Williams moved acceptance of the payments detailed and this was seconded by Cllr Hayward and passed unanimously.

11 Norman Matthews Community Hall

In the absence of Cllr Jelf there was nothing new to report.

12 Report on District Council Matters

Cllr Gasson informed the meeting that the main item under consideration at present is the preparation of the budget leading to the setting of next year’s council tax.

13 Report on County Council Matters

In the absence of Cllr Jelf there was nothing new to report.

14Affordable Housing

Cllr Williams left the meeting and Cllr Fry took over the chair. He reminded everyone that the recent survey had showed a need for a development of eight such properties and the main task at present is to find a suitable site. Consideration had been given to using an area within the Play Area and Cllr Jelf has discussed this with OCC [who would be entitled to benefit from the sale of any of the land] but it is recognised that this is opposed by residents. Another site has been offered on the far side of the school and, following reservations expressed by some councillors about this site, further advice has been obtained from Mike Buxton, of CDC, to the effect that this would be regarded as an exception site and would not lead to further development or create a precedent. However there is a further possible site, the area of land owned by CDC between Bourne Lane and The Bourne. Cllr Gasson commented that this had been an area considered for transfer to Charter Community Housing with the other council assets, but he has asked that it be retained for such an eventuality. The clerk then read out a proposal from Cllr Jelf that this council enters into negotiations with CDC for the provision of much needed affordable housing on that parcel of land owned by the District Council situated off Bourne Lane. Only after these negotiations have been concluded should further potential sites be considered. In the absence of Cllr Jelf Cllr Fry put forward this proposal and it was seconded by Cllr Young and approved unanimously.

15Litter Bins

Cllr Fry reported that the bin at The Green is being misused by somebody using it instead of the designated dog bins. An item will be placed in the next Newsletter reminding residents that they must use the properly designated dog waste bins.

16 Committees

In the absence of Cllr Timms this matter was deferred.

17 Sports & Social Club/Youth Club

Cllr Young reported that the Sports & Social Club is keen to promote a youth club in the village and Chris Rothwell has offered to attend the next meeting to up-date the PC with developments. It was agreed that he should be asked to attend the December meeting.

18 Football Club

Cllr Clay told the meeting that, because of the lack of facilities, there is now a real concern that the village will not be able to field a football team at any level in the near future. After discussion it was proposed by Cllr Clay, seconded by Cllr Terry, that a small committee should be formed to meet with representatives of the club and this was passed by six votes with two abstentions. The group representing the PC will be Cllrs Clay, Walsham, Williams and Young.

19 Parish Council participation in HN internet portal

Cllr Hayward informed the meeting that a new village website has been established which is forum based, allowing local people to contribute. An area has been offered to the PC if we wish to participate. After some discussion Cllr Hayward proposed that a PC portal be opened and this was seconded by Cllr Millar and agreed by seven votes to one.

20 Operation of Web Site

In the absence of Cllr Timms this matter was deferred.

21 Sycamore Tree in Bells Lane

Cllr Fry reported that a sapling has taken firm root at the top of Bells Lane and is now partially obscuring the signpost. It was agreed that this should be removed.

22 Footpath from Manor House

Cllr Young wondered whether Cllr Jelf had discussed this matter further with the Footpaths Officer as agreed at the August meeting. In the absence of Cllr Jelf the clerk confirmed that he would contact him to discover the position.

23 Sale of land to rear of 14-17 Ironstone Hollow

The PC has been awaiting guidance from NALC to ensure that legal requirements have been properly adhered to. The response from NALC was disappointing, essentially leaving the matter in our hands. Cllr Terry expressed the view that this matter has been discussed within the PC and a decision arrived at to sell the land, which is acceptable, and in the absence of further guidance we should proceed. Cllr Williams formally proposed that we now put matters in train to sell the land and this was seconded by Cllr Young and passed by five votes to two with one abstention.

20 Correspondence

(a)CDC – Code of Conduct – councillors reminded that they should register an interest if freemasons;
(b)Office of Deputy Prime Minister – New Ethical Framework Regulations;
(c)OCC – Waste Minimisation Lifestyle Magazine – copies available from clerk;
(d)OCC – Consultation booklet re Local Transport Plan – copies available from clerk;
(e)OALC – Winter General Meeting, 22 November;
(f)Carers Centre – request for donation, our policy is only to give locally;
(g)OCC – November Newsletter with items on Asylum Centre and Transport Consultation;
(h)Notice of Public Meeting to save services at Horton Hospital, Banbury;
(i)CDC – Confirmation of Byelaws – Regulation of Cosmetic Piercing and Semi-Permanent Skin Colouring Businesses – new byelaws which come into effect from 1 December, copies held by clerk and available for public inspection at reasonable hours.

21 Questions and Comments from Members of the Public

Geoff James, the Secretary of the Football Club, thanked Cllr Clay for raising item 18 and felt that the proposal was eminently sensible and said they would be delighted to co-operate with the committee formed. Cllr Clay informed the meeting that the Day Care Centre is ten years old and a party to celebrate is to be held on the second Monday in December.

22 Date and Time of Next Meeting

Thursday 9th December 2004 at 7.30pm.

There being no further business the Chairman everyone for attending and declared the public meeting closed at 9.18pm.