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 OCTOBER 2007 AT 7.30pm
Present: Councillors: Timms [Chairman], Walsham [Vice-Chairman] Bartlett, Brotherston, Clay, Hayward, Leader and Riley together with Mr Porter [Parish Clerk] and two members of the public.

1. Apologies For Absence

were received from Cllrs Bullard, Jelf and Millar who had other appointments and District Cllr Irvine who had a School Governors’ meeting to attend.

2.Chairman’s Announcements

The Chairman informed members that, in order to accommodate Hooky Players’ rehearsals, there will be a change of venue for the November, December and January meetings to the Norman Matthews Community Hall and these will be held on the third Thursday of those months.

3. Minutes of previous meeting, 9th August 2007, and matters arising

It was proposed by Cllr Walsham, and seconded by Cllr Clay, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously. Cllr Hayward mentioned that he has received several comments that parking in Sibford Road at school-run times appears to have improved since the new bay was put in although it would be further improved if yellow lines were laid down as well. Cllr Bartlett commented that he had spoken with the patrol lady who feels that there should be railings on both sides of the road as some drivers are still parking opposite. The Chairman felt this information should be passed to the Head Teacher. He also felt that the original plans do not represent what has actually been implemented and Cllr Walsham will check on this. The Chairman also mentioned that Community Police Officer, PC Morris, had attended one morning and had spoken with parents and even issued some Warning Notices. He is presently on jury duty but will be attending again in the near future,

4. Declarations of Interest

There were no declarations on this occasion.

5. Report by Planning Co-ordinator on planning applications received

Cllr Walsham reported that there had been one meeting since the August PC meeting at which a total of five applications had been considered, there being no objections to four of these but councillors had objected to the felling of an ash tree in Bells Lane. Of the decisions received during the month despite opposition from the PC to the erection of a conservatory at Orchard House, on the grounds that it would result in further on-street parking, this was approved by CDC, as were the extensions at 37 The Bourne, which we had objected to on the grounds of over-development of the site. On each occasion we had referred to the Structure Plan but our objections were over-ridden. Cllr Hayward wondered if there are guidance notes in this respect, and whether we are interpreting too rigorously, but Cllr Walsham stated that the Plan does not define more specifically.

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

There were no comments on this occasion.

7. Report of Working Groups

(a)Recreation Group – Cllr Leader informed the meeting that the annual RoSPA report has been received and it makes for fairly good reading although there are a few things which require some remedial work, with certain equipment, which is now quite old, looking a little tired. There has been some minor vandalism of late, and the area was left in a terrible mess last weekend. A couple of swings and the slide suffered minor damage but it has been possible to effect repairs. Concern was expressed about effluent overflowing the manhole in the Area and a careful watch will be kept on this to ensure it does not recur. Mrs Bloomfield has been in touch with Cllr Leader about trees in the Play Area overhanging her garden in Osney Close and he will visit to look into the problem. We are still waiting for a further delivery of bark and this will be chased.
(b)Environment & Open Spaces – Cllr Riley reported that the new allotments have been ploughed to create ten further plots which has meant that we have been able to offer one to fifteen people on the waiting list on the basis of five full plots and ten half-plots. Mr Bickley has completed the contracted fourteen cuts for the year but feels that a further one might be necessary as the grass is still growing. The Chairman asked if he will be doing Clay Bank and Cllr Riley confirmed that this will be dealt with as one of his final jobs. It was agreed that he should be given permission for a further cut when he judged the time to be appropriate. Cllr Riley also reminded the PC that Mr Bickley’s contract ends this year but that there is an option to extend it for a further two years. On the basis that he has been doing the work now for seven years, does a good job and is amenable to extra work if required he proposed that we extend for two years. This was seconded by Cllr Hayward and passed unanimously. The siting of a new seat, for which we asked residents’ opinions in the last Newsletter, has elicited only one response and that was to place one in the Play Area. However there was some concern about this as it could well become a meeting point. The original site suggested is also felt to be unsuitable, particularly as the fish & chip van is now stopping there, and it was agreed to defer this matter to a later date. The last work identified in the tree survey will be carried out shortly at a cost of £2320 + VAT and a further £125 will be spent cutting back the trees alongside the path at the Memorial Hall. This is within budget.

8. Hook Norton War Memorial Hall

Cllr Walsham referred to the minutes of a working group meeting held the previous evening and members were aware that the kitchen extension has now been completed and the final payment made to the contractor. There had been a meeting with representatives of the regular user groups and this has identified further work which needs to be carried out and members of the working group are to list and prioritise these items with a view to seeking further assistance from the PC for essentials. In answer to a query from Cllr Bartlett Cllr Walsham identified the need for new heaters in the kitchen, new plugs and possibly a replacement light fitting in the main hall as matters needing fairly urgent attention. The clerk has formally written to Mr Marshall asking him to start his new duties with effect from 15th October and these include keeping the area tidy and free from rubbish and ensuring that the bins are put out for collection on a regular basis. He will also keep an eye on the litter-bin at the gate to keep it from overflowing but we will also monitor and if this continues to be a problem we may remove it. It was recognised that one job requiring urgent attention is the re-sealing of the floor and we are very grateful to Chris Tobin who has offered to carry out the work, with other volunteers, which means we will only have to cover the cost of the varnish. To fit in with the Hall diary this work will be carried out during the Easter holiday period. The Badminton group will also arrange to renew their white lines before the varnish is applied. The Chairman formally thanked those who had been actively involved with the extension, Cllrs Brotherston, Walsham, Riley and Jelf and it was agreed that we had learnt lessons from the project and particularly the need to appoint a formal project manager at the outset of any similar schemes. Cllr Walsham also mentioned that the cleaner is experiencing some problems in purchasing essential items for the Hall and he proposed that we ask the shop to open an account to enable her to purchase cleaning supplies to a limit of £50 and send the invoice to the clerk. This was agreed. He also reminded the PC that the Film Society had agreed to pay for an additional tall cupboard in the kitchen and he asked the clerk to send an invoice.

9. Report of Finance Working Group

Cllr Clay informed the meeting that he had up-dated the budget and cash-flow but these show little change and we presently appear to be within £750 of breaking-even for the year.
(i)To approve and accept the Audited Accounts for 2006/7 Cllr Clay reported that the accounts to 31 March 2007 have now been formally signed off by the external auditors, BDO Stoy Hayward, and the only comment is a recommendation that we consider having the assets re-valued. As these are generally included at a nominal value there is considered to be no benefit in expending funds for this purpose. Cllr Clay formally sought approval and acceptance of the Accounts and this was seconded by the Chairman and passed unanimously. The Chairman thanked Cllr Clay for all his hard work.

10. Schedule of Receipts and Payments for authorisation by the Council

Mr Porter presented the schedules of receipts and payments and sought approval to pay cheques totalling £18570.90 for the PC and £4918.37 for the Memorial Hall. Cllr Riley 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 the clerk informed the meeting that the cost to soundproof the library area could jeopardise the assignment of the lease. The Chairman expressed the view that, if this is the case, we might have to seriously consider closing down the hall.

12. Report on District Council Matters

In the absence of District Cllr Irvine there was nothing to report on this occasion.

13. Report on County Council Matters

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

14. Correspondence

Cherwell District Council:
(i) Annual Parish Liaison Meeting – 7 November at Bodicote House – the clerk will attend;
(ii) Recreation Strategy of Cherwell 2007/2012 – booklet available;
(iii) Licensing Act 2003 – draft Statement of Policy;
(i)Neighbourhood Management – information re new police initiative & NAGs;
(v) Flooding in Cherwell - information;
(vi) Consultation on Draft Planning Enforcement Policy – comments by 9 November;
(viii) Standards Board Newsletter
Oxfordshire County Council
(i)Casualty Report & Road Safety Strategy & Plan
(ii) Road Signs – being stolen, report known thefts to Thames Valley Police;
(iii) Home2School Newsletter
(iv) Oxfordshire Minerals and Waste Development Framework – up-date
(v) Newsletter – Inspectors’ report on Draft SE Plan, tetra pak recycling;
ORCC:
(i) Affordable Housing – Nicola Ball new Rural Housing Enabler;
(ii) Freedom of Information Act – seminar at Stratfield Brake 13 November
(iii) Risk Assessments for Local Councils – seminar at Stratfield Brake 13 November
(iv) Parish Plans – it was agreed to put a Snippet in the next Newsletter to see if there are any residents who would be interested in formulating a Plan for the village;
Other:
(i) Government Office for South East – Regional Spatial Strategy Report;
(ii) Defra – Ways to Tackle Climate Change;
(iii) Victoria Irvine – Great Tew Primary School
(iv) Gwen Whitehead – hedge in the Avenue – clerk to write to Charter Community Housing
It was agreed that the list of correspondence grows every month and the Chairman proposed that the clerk simply provides a list of letters received, together with copies of any that he considers to be important, and councillors can then ask to see anything which they consider to be of interest. This was seconded by Cllr Clay and passed unanimously.

15. Questions and Comments from Members of the Public

Dorcas Wedmore asked what was happening with about Affordable Housing and the Chairman informed her that there had been a meeting between the various interested bodies and a visit was being arranged to a completed site so that the prospective vendors of the land could see the type of houses being built. We will try to discover how matters stand for the next meeting. There was also comment that the pillar box on the corner of Orchard Road is being surrounded by brambles and these will be dealt with. There was also a complaint about certain hedges in the village which are overgrown and need to be cut back as they impede pedestrians, sometimes dangerously. A further Snippet will be included in the next Newsletter to remind residents of their duty to ensure hedges are not obstructing either pedestrians or motorists.

16. Date and Time of Next Meeting

The next meeting will take place on Thursday 15th November 2007 at 7.30pm, in the Norman Matthews Community Hall.

The Confidential Item was not required and there being no further business the Chairman thanked everyone for attending and declared the public meeting closed at 8.53pm.