Hook Norton Parish Council

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD AT THE MEMORIAL
HALL ON THURSDAY 2nd OCTOBER 2003 AT 7.30pm

Present: Councillors: Williams [Chairman], Clay, Cooke, Fry, Hayward, Housby, Jelf [County Councillor], Millar, Terry and Withey, Mr Porter [Parish Clerk] and three members of the public.

1 Apologies For Absence

Were received from Cllr Young, who had another meeting, and who was able to attend later, and District Councillor Gasson.

2 Chairman’s Announcements

Cllr Williams made a personal statement to the effect that feelings had been running high at recent meetings as a result of which they had lost shape and control. Dignity is necessary for clear thought and there is no dignity unless everybody respects the chair. Cllr Millar informed the meeting that he hoped to have an initial draft of the new standing orders available for the next meeting and this will be an agenda item.

3 Minutes of previous meeting, 4th September 2003, and matters arising

Cllr Clay referred to item 15 in the minutes and enquired whether the new houses at Sibford Road were still to be called The Maltings as it had been agreed that it should be known as The New Horsefair. The clerk will write to the developers. The minutes of the previous meeting were then agreed as a true and accurate record, proposed by Cllr Cooke, seconded by Cllr Clay, and passed unanimously.

4. Declarations of Interest

Cllr Fry informed the meeting that he would absent himself during the discussion on Ironstone Hollow [Item 13].

5 Report by Planning Co-ordinator on planning applications received

Cllr Millar referred to new applications received since the last meeting: the erection of a new house on land adjoining 24 The Glebe; demolition of lean-to and erection of single storey extension at Dove House; demolition of part of existing extension and erection of 2 two-storey extensions at Grounds Farm. All of these met with no objections, but an application to construct a track from Grounds Farm to Swerford Road was felt to be unnecessary and unsuitable. Cllr Millar also referred to a new application which seems to have been held up in the postal strike relating to tree works at The Thatch and these will be looked at and dealt with as appropriate. Cllr Fry mentioned a new matter reported in today’s Banbury Guardian, for the erection of a satellite dish at Stone Wheel Cottage, and the clerk confirmed that he had not yet received the papers for this application. Cllr Millar also informed the meeting that the appeal by Ms Booker relating to her application to build livery stables, house and grooms cottages on a site at Swerford Road has been turned down by the Planning Inspectorate. There is to be a further appeal relating to the Stanton application. Finally Cllr Millar had obtained a copy of the new Code of Practice on Affordable Housing from CDC’s website. This showed a district need of 5.3%, similar to elsewhere in the Region but lower than the countrywide average of 9%. In developments of six or more houses CDC will be looking for 30% of units as affordable in the future. The clerk confirmed that he had a hard copy of the Code if other councillors wished to read it.

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

There were no comments from the members of the public on the applications.

7 Report of Committees

Finance Committee – Cllr Clay apologised for the delay in submitting his report caused by problems in arranging a meeting. He was pleased to announce that there have been no calls for extra money from any of the spending committees. Cllr Clay informed the meeting that the salary shown in the draft advert for a new Play Area Caretaker was to be reduced. Cllr Cooke stated that the figure shown had been based upon information supplied to the Recreation Committee. Cllr Clay explained that the figure used had been purely for cost centre allocation. There followed a discussion on whether an hourly rate should be used to assess the salary but this was deemed impracticable due in part to the seasonal and varying nature of the work and also the difficulty in monitoring time spent. After further discussion Cllr Clay proposed that the salary in the advert should be £2520 and this was seconded by Cllr Jelf and carried by six votes to three, with one abstention.

Recreation Committee – Cllr Cooke referred to the minutes of the Committee meeting and reported that she had been in touch with CDC about wheelie bins for the Play Area and had been informed that one brown and one green would be allocated. Further discussions ensued during which it became apparent that extra bins are needed at both the Memorial Hall and the cemetery and the clerk will write to CDC seeking four green bins and one brown. Cllr Cooke then reported that Trevor Stewart is not carrying out repair works in the Play Area as speedily as had been hoped and this has been discussed with Roger Davis, of OPFA, who will chase. The committee has also considered the John Hicks report and discussed this with Roger Davis after which it was felt that we should revert to using RoSPA in the future, even if they are not part of the CDC bulk purchase scheme. Cllr Cooke also reported that a meeting had been held with a number of parents who have expressed an interest in helping with the upkeep of the Area and a day of painting/woodstaining has been arranged for 18 October. Cllr Cooke had spoken to Health & Safety to confirm that this is acceptable. Cllr Jelf mentioned that other PCs co-opt parents on to the Recreation committee and suggested this course for the future. It was agreed that the advert for a new Play Area Caretaker can now be displayed and there was discussion about how the area should be kept tidy in the interim. Ultimately the councillors volunteered to form a rota until a new Caretaker is appointed.

Environment and Open Spaces Committee
Cllr Hayward reported that the work to re-build part of the cemetery wall will not now start until February. There has been a report of ragwort on one of the farms in the parish and Cllr Jelf will speak to the owner of the land. Various matters have been reported and will need to be looked into including the sign at the bottom of Sibford Road which is very rusty and appears precarious, the pedestrian path at Mobbs Lane which is very uneven and some hedging in Bourne Lane which needs to be cut back. Cllr Clay commented that the grant of £1560 for grass cutting has not been received yet and the clerk will contact OCC.

8 Schedule of Receipts and Payments for Authorisation by the Council

Mr Porter presented the attached schedules of receipts and payments and referred to a letter from CDC to explain the payment of £529.32 for VAT on the dog bin emptying service. This will be reclaimed when the next VAT return is submitted. One further bill had been received since drafting the schedule being the annual membership fee to OPFA and it was agreed that a donation of £25 would be included, as recognition of the advice provided during the year on the Play Area, and a total figure of £60 was agreed. It was proposed by Cllr Jelf, seconded by Cllr Fry, that the schedules be accepted and this was passed unanimously.

9 Hook Norton War Memorial Hall

Cllr Fry presented the minutes of a meeting held on 23 September and reported that advice from a solicitor suggested that the hall site cannot be used for any other purpose although it was suggested that Counsel’s opinion should be sought. Before committing to such cost it is felt appropriate to survey village opinion and Cllr Fry hopes to provide a draft survey for consideration at the next PC meeting.

10 Norman Matthews Community Hall

Cllr Jelf reported that it has been necessary to delay the launch of the appeal for funds to buy equipment until Saturday 22nd November.

11 Report on District Council Matters

In the absence of Cllr Gasson there was no report but the clerk referred to a letter from CDC assuring the PC that, contrary to a report that had been received, recyclable and compostible waste is not being landfilled and the amount of rubbish being recycled has already reached 28%. Cllr Millar commented that the reply was gratifying.

12 Report on County Council Matters

Cllr Jelf stated that there was nothing of significance to report this month other than that the proposed boundary changes [which do not affect Hook Norton] have been put back a further three months.

13 Ironstone Hollow Landscape Barrier

Cllr Fry absented himself. The clerk then reported that he had not had any further contact from the residents although he had received a call from Anker & Partners asking if they could discuss the basis of their report with Mr Wallis and he had confirmed that this was perfectly in order. The Chairman reported that he had met with Mr Thompson to look at the area but had confirmed that no further progress can be made without another report. A copy of a letter from CDC, which Cllr Fry had received in his personal capacity as a resident of Ironstone Hollow, had been circulated which suggests that it will be difficult to make use of the land other than as a barrier. Cllr Hayward then felt that the PC should again write to residents whose gardens abut the barrier to reiterate that they should not encroach on the area, and giving one month in which to comply. It was agreed that the clerk should do so asking that any personal items be removed by the time of the next PC meeting.

14 Correspondence

(a) Letter from CDC inviting representation at the Annual Liaison Meeting on 6 November. This date clashes with the next PC meeting and the clerk explained that the ALM is of benefit to him in up-dating him on new initiatives and as the PC should be represented he wondered if it would be possible to put the next meeting back a week. This was agreed.
(b) Letter from ORCC informing the PC that OCC are conducting a survey on the way in which school premises are utilised for non-school use. Cllr Williams said that he would deal with this.
(c) Letter from ORCC inviting councillors to attend their AGM on 30 October.

15 Questions and Comments from Members of the Public

Barbara Hicks mentioned that the exposed pipe near The Pear Tree has still not been dealt with and Cllr Jelf stated that he had raised the matter again with OCC. Another resident questioned why it is necessary to pay for a caretaker for the Play Area. It was explained that safety considerations mean that proper weekly checks must be carried out on equipment and that councillors cannot be indemnified within the insurance cover whilst employees can. There had also been a report in the press that council tax might have to rise to cover a shortfall in CDC’s pension fund. It was agreed that the clerk should write to Cllr Gasson to express our dismay at this news and urging him to oppose increases for this purpose.

18 Date and Time of Next Meeting

Thursday 13th November 2003 at 7.30pm.

There being no further business the Chairman thanked the members of the public for attending and closed the meeting at 9.15pm, whereupon the Council considered a Confidential item in closed session.