HOOK NORTON PARISH COUNCIL

MINUTES OF A MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 10 May 2012 at 8.09pm

Present: Councillors: Shepley-Cuthbert, Kane, Cooke, Hicks, Usher, Brotherston, Leader, Casson (part 8.09 – 8.13), Miller (part 8.09 – 8.13), Mrs Watts (Parish Clerk) and one member 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. Cllr Miller proposed that Cllr Kane be elected as Chairman but Cllr Kane indicated that she was not willing to stand. Cllr Casson proposed that Cllr Cooke be elected as Chairman but Cllr Cooke indicated that he was not willing to stand. Cllr Brotherston proposed that Cllr Shepley-Cuthbert be elected as Chairman. Cllr Shepley-Cuthbert indicated that he was willing to stand for a further term of office. Cllr Usher seconded the proposal and this was passed by the majority. Cllrs Miller and Casson left the meeting unannounced. Cllr Shepley-Cuthbert took the Chair.

Apologies for Absence:  Cllr Hayward, County Cllr Jelf and District Cllr Irvine

Minutes of Previous Meeting held on 12 April 2012 and Matters Arising

It was proposed by Cllr Usher and seconded by Cllr Hicks that the minutes of the previous meeting on 12 April 2012 be accepted as a true and accurate record and this was passed unanimously.

Declarations of Interest

Cllr Usher declared that he had been made a Director of Chipping Norton Golf Club. As a result, he could not vote on any major planning issues.
Cllr Shepley- Cuthbert declared an interest in the Stanton Engineering site planning application as he lived nearby. As a result he could not vote on the Parish Council’s decision to object/not object to the application.

Election of Vice-Chairman

Cllr Shepley- Cuthbert proposed that Cllr Kane be elected as Vice-Chairman. Cllr Kane indicated that she was willing to stand for a further term of office. Cllr Hicks seconded the proposal and this was passed unanimously.

Appointment of Working Groups

The maximum for each working group is five. Each group will elect a Chairman at its first meeting. The Chairman and Vice-Chairman of the PC to be non-voting ex-officio members of all groups. After discussion it was proposed that the groups for 2012-2013 be formed as follows:

• Recreation & Open Spaces Working Group:   Cllrs Leader, Brotherston and Kane
• Cemetery & Allotments Working Group:   Cllrs Usher and Hicks
• Environment Working Group:   Cllrs Cooke, Hayward and Millar
• Memorial Hall Working Group:   Cllrs Kane and Brotherston, together with Cllr Jelf and Brian Rider
• Finance Group – the Chairman together with the Chairmen of each working group.

Election of Planning Co-ordinator

Cllr Hicks indicated a willingness to stand if nobody else wished to take on the role and she was elected unanimously.

Election of Trustees to Heath Allotment Trust

The Trust administers land which is let to local farmers and distributes the income for the benefit of the parish. The role of Clerk/Treasurer within the Trust is carried out by Nigel Shields. Following the meeting, Clive Timms and Ray Gasson, whose four year term of office expired on 10 May, both agreed in writing to stand again for another term.

Report by the Planning Co-ordinator on Planning Applications Received

Cllr Hicks reported that Cherwell District Council had granted six applications, one of which the Council had objected to (HN Sports and Social Club – variation on hours of use and lighting). There were six new applications. Following the open planning meeting earlier that evening Councillors agreed to object to the Stanton Engineering site application on the following grounds: number of houses (a smaller number of properties might be acceptable); covenant needed on Plot 5 to prevent any future upward build from bungalow to house; Plot 31 to be built as single storey property or not built at all; capacity of school; additional traffic; sustainability; lack of play area.

To invite members of the public to comment on planning applications

There were no comments from the member of the public attending.

Queen Elizabeth II Jubilee Bench

Cllr Shepley- Cuthbert had received a letter from Mrs Jelf suggesting that the PC buy a bench for the village in celebration of Queen Elizabeth II’s Jubilee. This was unanimously agreed in principle, providing a suitable location can be found for it. Cllrs were asked to consider the latter and come back to the June meeting with suggestions. A sum of £500 plus fixtures, fitting and a suitable plaque was unanimously approved.

Cllr Usher suggested that the PC donate a sum of money to HN Sports and Social Club to assist with the village events they are organising for the Jubilee. A sum of £100 was suggested and this was unanimously approved.

The PC had intended to light the Beacon used for the Millennium on the Queen’s Jubilee. However, Cllrs have yet to find out where it has been stored.

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

The Clerk presented the schedules of receipts and payments and sought approval to pay the cheques itemised on the schedules totalling £5,572.67 for the PC and £215 for the Memorial Hall.  Cllr Kane moved acceptance of the payments detailed, this was seconded by Cllr Brotherston and approved unanimously.

End of Year Accounts 2011-2012 and Internal/External Audit

The Clerk presented the audited Accounts for the year ended 31 March 2012 and sought formal approval. Cllr Shepley-Cuthbert moved acceptance of the accounts, this was seconded by Cllr Usher and approved unanimously. The Clerk also supplied Cllrs with the Memorial Hall accounts for the year ended 31 March 2012.

Housing Needs Survey / Affordable Housing

Cllr Cooke reported that Engage Planning had asked the Clerk for a copy of the recent Housing Needs Survey. Their request had been refused. He also reported that he will attend a meeting at Bodicote House on 6 June to discuss 1) the results of the survey and 2) how the PC can address those needs. Those attending the meeting will be Tom McCulloch (ORCC), Bob Duxbury, Kate Winstanley and Helen Tow (CDC). Cllrs unanimously agreed that they would prefer the PC to be allowed to address HN housing needs within the village rather than be dictated to by CDC.

Neighbourhood Plan

Cllr Cooke reported that he and Cllr Shepley-Cuthbert had attended a presentation by CDC at Bodicote House on 16 April. CDC had emphasised that any neighbourhood plan must be led by the PC. It became clear that plans are a massive undertaking, are very expensive to put together and can take up to 2 years to collate information. The PC would not be able to specify the number of houses on any potential site but may have an influence on the design and possible locations. A referendum must take place when the plan is complete and the plan could fall at this point. The plan is only valid for 5 years.

Cllr Cook said that a Neighbourhood Plan would only be valid if CDC’s own Local Plan is in place (not currently the case). CDC has until March 2013 to issue its Local Plan – failure will result in central government taking over.

Correspondence

• OCC – Temporary road traffic order Sibford Ferris Main Street, Mannings Hill/Gate Hangs High
• ORCC – Community Halls Newsletter April 12
• ORCC – The Playing Field Spring Edition
• Global Retreat Centre, Oxford – ‘peace in the park’ 23 & 24 June, 1-6pm
• Clerks Councils Direct – May issue
• Thames Valley Police – Banbury Neighbourhood Monthly Update May

To Invite Questions and Comments from Members of the Public

A member of the public asked whether or not the Memorial Hall purchases its oil through the HN Syndicate. Cllr Brotherston confirmed that this was the case.

Date and Time of Next Meeting

The next Parish Council meeting will be held on Thursday, 14 June 2012 in the Memorial Hall at 7.30pm.

There being no further business the Chairman thanked everyone for attending and closed the public meeting at 8.57pm

PLANNING – MAY MEETING 2012

1.     APPLICATIONS RECEIVED BUT NOT YET CONSIDERED BY THE PARISH COUNCIL

2.     APPLICATIONS CONSIDERED BY THE PARISH COUNCIL 

3.     DECISIONS RECEIVED FROM CHERWELL DISTRICT COUNCIL 

PLANNING – APRIL MEETING 2012

APPLICATIONS RECEIVED BUT NOT YET CONSIDERED BY THE PARISH COUNCIL 

APPLICATIONS CONSIDERED BY THE PARISH COUNCIL 

DECISIONS RECEIVED FROM CHERWELL DISTRICT COUNCIL 

HOOK NORTON PARISH COUNCIL

 MINUTES OF A MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 12 April 2012 at 7.20pm

Present: Councillors: Shepley- Cuthbert (Chairman), Cooke, Hayward, Hicks, Usher, County Cllr Jelf, District Cllr Irvine, Mrs Watts (Parish Clerk) and three members of the public

Apologies for Absence

Cllrs Kane (Vice-Chairman), Casson, Leader, Millar and Brotherston

Chairman’s Announcements

The Chairman welcomed members of the public to the Parish Council meeting.

Minutes of Previous Meeting held on 8 March 2012 and Matters Arising

It was proposed by Cllr Cooke and seconded by Cllr Hayward that the minutes of the previous meeting on 8 March 2012 be accepted as a true and accurate record and this was passed unanimously.

Declarations of Interest

There were none

Report by Planning Co-ordinator on Planning Applications Received

In the absence of Cllr Casson there was nothing to report. The Clerk said that the current system of dealing with planning applications has resulted in the 21 day deadline for feedback to Cherwell District Council being missed is some cases. Cllr Hicks offered to distribute future planning applications to Councillors to ensure that deadlines are met.

To invite members of the public to comment on planning applications

There were no comments from the members of the public attending.

Reports of the Working Groups

Recreation and Open Spaces Group

In the absence of Cllr Leader there was nothing to report. The Clerk was asked to remind Cllr Leader that a quotation is needed for laying a path at the side gate entrance into the play area.

Cemetery and Allotments Group

Cllr Usher reported that the Allotments Group recently held their AGM. Three working parties will meet over the next three week-ends to put up rabbit fencing. Tenants are being encouraged to put up sheds on their plots with water butts attached to conserve water now that a hose-pipe ban is in force. A new 1,000 litre communal water tank has been installed in the lower field; it is gravity fed from the upper field.

Environment Group

Cllr Hayward said that there had been a query over two missing/damaged dog bins during the month and the matter was under consideration. The quarterly inspection of dry stone walls will take place in the next couple of weeks. Children from Hook Norton Primary School have been asked to design a new village map to go inside the noticeboard by The Sun; the key is missing and must be located or replaced. The Clerk reported that the cork backing in the noticeboard by the shop has failed and it is now almost impossible to pin notices to it. The Clerk will ask Mr Marshall to repair it.

Hook Norton War Memorial Hall

In the absence of Cllr Kane there was nothing to report. The front door had been repaired. Cracks in the walls were being investigated.

Cllr Hayward reported that a hirer had had difficulty getting hold of a key for the Memorial Hall for a children’s party in March. The Clerk confirmed that the standard acceptance letter advises hirers to contact the keyholder a few days before an event to ensure that a mutually convenient time can be arranged to collect the key.

Report on District Council Matters

District Cllr Irvine had nothing to report.

Report on County Council Matters

County Cllr Jelf reported that three nominations had been received so far for the position of Leader of Oxfordshire County Council. This follows the resignation of County Cllr Keith Mitchell as Leader. The election will take place on 25 April.

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

The Clerk presented the schedules of receipts and payments and sought approval to pay the cheques itemised on the schedules totalling £3,351.22 for the Parish Council and £178.50 for the Memorial Hall. Cllr Hayward moved acceptance of the payments detailed, this was seconded by Cllr Usher and approved unanimously.

The Clerk reported that a cheque for £30 issued by Mrs JJ Matthews for a children’s party in the Memorial Hall on 10 March in the name of Ms A Davidson (Wright) had ‘bounced’. Despite letters and telephone calls, neither party had sent payment to the Clerk. Cllr Cooke will speak to Mrs Matthews.

Cllr Hayward mentioned the Parish Council’s plans in 2011 to move away from Npower. The contract with them had been automatically renewed for one year in January 2012. The Clerk suggested that the matter should be discussed again at the October meeting to ensure that she could end the contract with Npower before January 2013 if so decided.

Signatories

Cllr Shepley- Cuthbert reported that the Clerk had been unable to obtain a new cheque book from TSB because she is not an authorised signatory. It was unanimously agreed that the Clerk had authority to deal with such matters. If necessary Cllr Shepley- Cuthbert will write to TSB confirming that she has the Parish Council’s authorisation to deal with such matters.

Proposed Bourne Lane Development

Cllr Cooke reported that it appears that the Bourne Lane planning application will be discussed by the Cherwell District Council Planning Committee on 23 May 2012 at the earliest. The Clerk reported that Engage Planning had emailed her to say that although they were unable to attend the March meeting, they would like to attend the May meeting. It was unanimously agreed that the Clerk should offer them a 10 minute slot at 8.00pm.

Housing Needs Survey / Affordable Housing

Cllr Cooke reported that the Housing Needs Survey was complete and copies had been circulated to Councillors. 284 households had responded (28%) and 25 households had been identified as having a need for affordable housing. Of these, 17 are not on Cherwell District Council’s housing register, which currently shows 21 households having affordable housing needs (i.e. a total of 38 households). The Post Office development should offer accommodation to 3 of these families.

Cllr Hayward reported that the HN Low Carbon Group had been unsuccessful in their bid for a £20K grant to set up a Community Land Trust (CLT), 12/34 refers. Cllr Cooke said that he had looked into CLTs further and they appear to be very complicated and expensive to operate.

Neighbourhood Plan

Cllr Cooke attended an OALC meeting, “Supporting Communities with Planning” on 12 March at Exeter Hall, Kidlington. There were presentations from 3-4 Parish Councils. The consensus was that plans are expensive and time consuming to create and give Parish Councils little say over planning matters other than say, design of houses (e.g. Thame spent £80K on their plan). Cllr Jelf said that Deddington PC had a Neighbourhood Plan and he would obtain details.

Cllr Cooke said that he, Cllr Shepley- Cuthbert and Cllr Usher will attend a Neighbourhood Planning Meeting at Cherwell District Council on Monday 16 April at Bodicote House.

It was unanimously agreed that a public meeting will be called when plans for the Stanton site have been received by the Clerk from Cherwell District Council.

Correspondence

•  Temporary Road Traffic Order – Sibfords / Burdrop @ Mannings Hill, 26 April 2012 for approximately 7 days. Update, now starting 8 May 2012.
• Tony Baldry – National Planning Policy Framework
• Thames Valley Police – Monthly update
• Cherwell District Council
• Diary dates for Parishes
• Jubilee Celebration Fund Update
• Community Governance & Polling District Review Update
• Press Releases March 2012
• ORCC / OALC
• ORCC News Bulletin April 2012
• Chipping Norton & Charlbury Area Review of Subsidised Bus Services
• OALC News Update April 2012
• Playdale Playgrounds Ltd
• Quarterly Inspection Report 27/02/12
• Quotation for repairs as a result of inspection
• Fields in Trust – Queen Elizabeth II Fields Challenge, Fields in Trust

To Invite Questions and Comments from Members of the Public

A member of the public asked about Parish Council plans for dealing with wild garlic in some areas of the churchyard. Cllr Usher reported that he had already sprayed the garlic with Roundup but it continued to grow. Tim Birchall has been asked to treat the area again. Mr John Coppage from Louth in Lincolnshire has offered to contribute towards the cost of spraying as his family grave is affected. Cllr Usher will contact him.

The Parish Council noted that the Matthews family have provided in excess of 102 years service between them to the Volunteer Fire Service in Hook Norton. It was unanimously agreed that their dedication and hard work to both the Fire Service and the wider community should be formally recognised by the Parish Council. The Clerk was asked to write a letter of thanks to the family via Mr Windsor Matthews.

Date and Time of Next Meeting

The next Parish Council meeting (the Parish Council Annual General Meeting) will be held on Thursday, 10 May 2012 in the Memorial Hall at 7.30pm.

There being no further business the Chairman thanked everyone for attending and closed the public meeting at 8.12pm

HOOK NORTON PARISH COUNCIL

MINUTES OF A MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 8 MARCH 2012 at 7.30pm

Present: Councillors: Shepley- Cuthbert (Chairman), Kane (Vice-Chairman), Brotherston, Cooke, Hayward, Hicks, Leader and Millar, Mrs Watts (Parish Clerk) and eleven members of the public.

Apologies for Absence

Cllr G Usher, Cllr N Casson, County Cllr R Jelf and District Cllr V Irvine.

Chairman’s Announcements

Cllr Shepley- Cuthbert reported that Engage Planning had emailed the Clerk that afternoon to say that they would not be able to attend the meeting (item 11 on the Agenda). They would like to attend the April meeting but Cllrs unanimously agreed that the May meeting would be more appropriate.

Minutes of Previous Meeting held on 9 February 2012 and Matters Arising

It was proposed by Cllr Hicks and seconded by Cllr Kane that the minutes of the previous meeting on 9 February 2012 be accepted as a true and accurate record and this was passed unanimously.

Declarations of Interest

There were none

Report by Planning Co-ordinator on Planning Applications Received

Cllr Hayward reported that he had received a letter purporting to be from Oxfordshire County Council regarding the planning application received from N L Matthews (Banbury Plant Hire) MW00032/12, MW0034/12. The letter had a ‘cut and paste’ appearance.   He had no idea who had written it or if it had been posted to other households.   Cllrs unanimously agreed that the letter was suspect, that it had not originated from the Parish Council and that the Clerk should contact Oxfordshire County Council to report the Parish Council’s concerns.

To invite members of the public to comment on planning applications

There were no comments from the members of the public attending.

Reports of the Working Groups

Recreation and Open Spaces Group

Cllr Leader reported that he had nothing further to report on obtaining a quote for laying a path at the side gate entrance into the play area, signage in the play area stating that the area must not be used after dark or replacement bark. He would report back to the next meeting.

Cemetery and Allotments Group

Cllr Usher being absent, there was nothing to report.

Environment Group

Cllr Millar reported that he and Cllr Hayward met the Field Officer from Oxfordshire County Council on 12 February to discuss replacing stiles with kissing-gates. OCC will contact landowners to discuss. The work will be grant aided and there will be no cost to the Parish Council. The quarterly inspection of walls is due.

Hook Norton War Memorial Hall

Cllr Kane reported that she had arranged a User Group meeting for 22 March 2012 at 7.00pm. She had asked Shaun Daley (structural engineer) to look at cracks in the hall brickwork. The Committee had purchased a new fire blanket and one new fire extinguisher. A new first aid kit is needed. Cllr Brotherston reported that Julie Sachno (badminton) had complained about the hall floor being slippery. The wooden floor cannot be washed as this may warp it. To be discussed further at the User Group meeting

Report on District Council Matters

District Cllr Irvine being absent, there were no matters to report.

Report on County Council Matters

The Clerk reported that County Cllr Jelf had nothing to report on street lighting for Clay Bank path.

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

The Clerk presented the schedules of receipts and payments and sought approval to pay the cheques itemised on the schedules totalling £2,043.33 for the Parish Council and £178.50 for the Memorial Hall. Cllr Brotherston moved acceptance of the payments detailed, this was seconded by Cllr Cooke and approved unanimously.

Signatories

Cllr Shepley- Cuthbert reported that approved signatories are now Cllrs Shepley- Cuthbert, Kane, Brotherson and Leader.

Presentation A C Lloyd Ltd

• Cllr Shepley– Cuthbert welcomed Des Wynne and David Green from A C Lloyd Ltd to the meeting. Mr Wynne and Mr Green produced preliminary site plans and artist’s impressions of the Stanton site for Cllrs and members of the public to look at. They will hold an open meeting on 22 March in the Memorial Hall from 4.00 – 8.00pm and villagers are encouraged to call in to look at the site plans and discuss any issues they may have with A C Lloyd Ltd representatives.
• A C Lloyd Ltd had contacted OCC to agree the road formation and informal footpaths. There will be no access from Austins Way.
• The site will be a mix of 2, 3 and 4 bedrooms houses, with 9 affordable houses.
• Properties at the entrance to the site will a ‘barn’ type built in stone and slate, whilst properties further in to the site will be constructed of brick and slate.
• A C Lloyd Ltd had spoken to residents neighbouring the site. Concerns raised were mainly about the row of trees between their properties and the site; they would like them felled. An aboricultural survey shows that some trees need felling whilst others need managing. Landscaping will be undertaken where trees are felled. Cllrs raised concerns about the long-term ownership of the trees and the new landscaping.
• Cllrs also raised the question of schooling, the primary school currently being over-subscribed. A C Lloyd Ltd said that OCC had estimated that the site will eventually produce 11 primary school children per yearA C Lloyd Ltd will submit a full planning application to Cherwell District Council at the end of March. If successful, they intend to start building in 2013.
• Cllr Shepley- Cuthbert invited members of the public to ask questions of Mr Wynne and Mr Green.

Land at Southrop (BBOWT)

There was nothing to report.

Proposed Bourne Lane Development

Cllr Cooke reported that he and Cllr Kane had attended a meeting on 13 February at Cherwell District Council between ‘Engage Planning Consultants’, CDC’s Portfolio Holder for Housing & Planning, the Chairman of the Planning Committee and the Planning Officer. Cllr Irvine has also been invited to attend but unfortunately had a prior engagement. Engage Planning are investing a lot of time and resources into the project. They are engaging specialists to overcome objections (e.g. objections from Highways or Education etc). Cllr Cooke had asked CDC for a copy of the minutes of the meeting but he had not received any to date.
Noted that an updated copy of Cherwell District Council’s planning policy is now available on their website.
Cllr Hayward said that some younger members of the village have interpreted the term ‘affordable housing’ as meaning houses they could afford to buy, which may not actually be the case.

Housing Needs Survey / Affordable Housing

Cllr Cook reported that the Housing Needs Survey had gone out and residents have 3 weeks to respond. Cllr Cooke will be able to quantify housing needs at the April meeting.

There are currently 22 families on CDC’s Housing Register but the District Council had refused to give Cllr Cooke any information about the connections that these 22 families have with the village. (The Stanton site will provide 9 new properties, which will reduce this waiting list)

In the meantime, the PC needs to be proactive in addressing the housing needs problem, irrespective of the District Council’s plans. Villagers owning land which they might be willing to give or sell for affordable housing are asked to contact any member of the Parish Council.

Cllr Hayward reported that the HN Low Carbon Group had applied for a £20K grant to set up a Community Land Trust (CLT). The principle of the trust would be to obtain land by purchasing it or by donation (e.g. from wealthy landowners). CLT would build ecologically sound housing on the land and then let them. Properties would be built by non-mainstream builders (e.g. volunteers, apprentices etc) and in return for this work they would earn ‘points’ towards being able to rent one of the properties when built.

Neighbourhood Plan

Cllr Cooke will be attending an OALC meeting, “Supporting Communities with Planning” on 12 March from 6.30 – 9.30pm at Exeter Hall, Kidlington.

Correspondence

• Charity Commission Winter Newsletter
• Clerks & Councils Direct – March 2012 issue
• NHS Thames Valley Primary Care Agency – determination of rurality of Chipping Norton and surrounding villages, circulated by email
• BDO Audit Briefing – Winter Edition
• TDH Group – Jubilee & Olympic Torch Preparations – circulated by email
• Oxfordshire County Council – Changes to the Blue Badge Scheme, circulated by email
• Thames Valley Police – circulated by email
• Monthly Update
• Computer Scam Warning
• Vehicle Sightings
• Theft from Vehicles
• Performing Rights Society – Licence documentation Memorial Hall 2012
• Sacha Barnes Ltd, Banbury – Landscape Architects, Arboriculture, Carbon Offset
• Bartlett Tree Experts, Beaconsfield – Arboriculture
• Cherwell District Council – Oxford Canal, Draft Conservation Area Appraisal – circulated by email
• Cherwell District Council – Press Release February 2012 – circulated by email
• Tony Baldry – The Localism Act – circulated by email

To Invite Questions and Comments from Members of the Public

Members of the public asked general questions about affordable housing, the Community Land Trust and Engage Planning.

Date and Time of Next Meeting

The next Parish Council meeting will be held on Thursday, 12 April 2012 in the Memorial Hall at 7.30pm.

There being no further business the Chairman thanked everyone for attending and closed the public meeting at 8.58pm

Signed ……………………………………..
Chairman Hook Norton Parish Council
Dated 12 April 2012

FONHS presents something for the dads – a night of “Beer and Skittles”.

Plus, table football, darts, roll a pound, Wii racing and more.
A fun night for a good cause!

Friday 16th March
8pm at
Hook Norton Primary School
Bar with a wide selection of real ales, wine and lager.
£5 per head, including nibbles. Tickets in advance from the school office.

PLANNING FEBRUARY 2012

1. DECISIONS RECEIVED FROM CHERWELL DISTRICT COUNCIL

2. APPLICATIONS CONSIDERED BY PARISH COUNCIL

3. APPLICATIONS RECEIVED NOT YET REPORTED ON

HOOK NORTON PARISH COUNCIL

MINUTES OF A MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 9 FEBRUARY 2012 at 7.30pm

Present: Councillors: Shepley- Cuthbert (Chairman), Kane (Vice-Chairman), Brotherston, Casson, Cooke, Hayward, Hicks, Leader, Millar and Usher, District Cllr Irvine, County Cllr Jelf (part), Mrs Watts (Parish Clerk) and two members of the public.

Apologies for Absence

There were none.

Chairman’s Announcements

Cllr Shepley- Cuthbert welcomed Mrs Rosemary Watts to the meeting. He invited Councillors to appoint Mrs Watts as Clerk to Hook Norton Parish Council. This was proposed by Cllr Kane, seconded by Cllr Hicks and unanimously agreed. Cllr Shepley- Cuthbert added that the new appointment gave Councillors an opportunity to review current working methods to ensure that the Parish Council achieved its outcomes efficiently and effectively.

Minutes of Previous Meeting held on 8 December 2011 and Matters Arising

It was proposed by Cllr Kane and seconded by Cllr Hicks that the minutes of the previous meeting on 8 December 2011 be accepted as a true and accurate record and this was passed unanimously.
Cllr Shepley- Cuthbert referred to item 10, Queen Elizabeth II Diamond Jubilee Celebration. The village beacon had recently been put into storage in the Memorial Hall. However, Cllrs Cooke and Usher would look at the logistics of re-assembling the beacon on the church tower. The Vicar would need to be approached; a new gas cylinder will be required.
Cllr Hayward reminded Cllrs that they needed to register their interests on the village website; details already lodged with Cherwell District Council should be passed to Cllr Kane.
Cllr Hayward proposed and it was unanimously agreed that a nominal fee should be allowed in the budget for upkeep of the website. Cllr Kane said that she would estimate the cost of this service but indicated that she would waive these fees whilst she was managing the website.

Declarations of Interest

There were none

Report by Planning Co-ordinator on Planning Applications Received

Cllr Casson reported that there were no objections to a planning application for 32 The Bourne (CDC ref: 12/00039/F). A planning application for Heath Court, Queen St (CDC ref: 11/01574/F) was approved by Cherwell District Council on 26 January 2012. Two new applications listed on the planning schedule would be discussed publicly at the end of the meeting.

To invite members of the public to comment on planning applications

There were no comments from the members of the public attending.

Reports of the Working Groups

Recreation and Open Spaces Group

Cllr Leader reported that a blocked drain in the play area had been dealt with by Bourton Drains. New bark was needed in some areas of the play area. The side gate entrance into the play area was very muddy and Nigel Matthews had been asked to quote for laying a path. The main gate needs to be locked to prevent vehicles entering. Cllr Hayward said that he had been asked why there were no signs in the play area stating that the area must not be used after dark. Cllr Leader agreed to look into the possibility of changing signage to include this.

Cemetery and Allotments Group

Cllr Usher reported that he had been approached by a villager asking if they could replace a tree(s) in the cemetery. Cllr Usher had asked the villager to put their request in writing to the Parish Council for consideration. Cllr Shepley- Cuthbert reminded Cllr Usher that one small child’s grave in the cemetery needed to be treated with weed killer annually to prevent wild garlic choking it.

Environment Group

Cllr Hayward reported that the beech hedge that runs from The Bourne through to outside 13 The Shearings needs cutting back. Ben Acreman had been asked for a quotation. Cllrs would be meeting the Field Officer from Oxfordshire County Council on 12 February to discuss replacing stiles with kissing-gates. The quarterly inspection of walls is due.

Hook Norton War Memorial Hall

Cllr Kane reported that the Film Society had generously offered to pay to have the front door of the hall repaired after it was damaged by vandals. Work commences 16 March. A grid had fallen off one of the wall heaters; this had been replaced. Cllr Shepley- Cuthbert reminded Cllrs that the hall would be 100 years old in a couple of year’s time. Suggestions on how to commemorate this event would be welcome. Cllr Brotherson said that there were some worrying cracks in the hall brickwork. Cllr Kane will arrange for these to be inspected.

Report on District Council Matters

District Cllr Irvine had no matters to report.

Report on County Council Matters

County Cllr Jelf reported that the OCC budget would be set on 10 February. Council Tax will not increase.

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

The Clerk presented the schedules of receipts and payments and sought approval to pay the cheques itemised on the schedules totalling £2,928.86 for the Parish Council and £402 for the Memorial Hall. Cllr Casson moved acceptance of the payments detailed, this was seconded by Cllr Usher and approved unanimously. Cllr Cooke asked why the current account was overdrawn – Cllr Shepley- Cuthbert will discuss this matter with Mr Porter, ex-Clerk. Cllr Shepley- Cuthbert reported that there seemed to be a misunderstanding at Lloyds Bank over approved signatories. It was unanimously agreed that Cllrs Shepley- Cuthbert, Kane, Brotherson and Leader should sign new mandates. This will ensure that two signatories are always available to sign cheques.

Grass Cutting Contract

The Clerk had received a request from Bob Bickley to divide his annual invoice of £1,328 equally between the months he cuts (April – October). This will stop any confusion over monthly fluctuations due to weather and ease his cash flow. Cllr Shepley- Cuthbert moved acceptance of this arrangement, this was seconded by Cllr Kane and approved unanimously.

Land at Southrop (BBOWT)

Cllr Usher declared an interest in this matter. Cllr Hayward reported that Charlie Luxton had expressed an interest in taking over a piece of this land if it transferred to the Parish Council. Mr Luxton would be responsible for any legal costs and this might be cost prohibitive. Before the land transfers to the Parish Council new fencing will have to be installed (it is hoped that BBOWT will bear this cost). Cllr Hayward felt that the land would need minimal management after that, allowing wildlife and flora to flourish. BBOWT are still considering the complexities of the transfer.

Proposed Bourne Lane Development / Affordable Housing

Cllr Kane has asked CDC Planning Officer, Simon Dean, for a copy of his report to Planning Committee on 23 March. Cllr Cooke said that the report would be published on CDC website one week before the Planning Committee meeting if her request was not met. District Cllr Irvine will speak for five minutes at this meeting. She advised Cllrs that two people from the village can also speak for five minutes each. It was unanimously agreed that Cllr Kane and a villager to be appointed would make representation. District Cllr Irvine said that ‘Engage Planning Consultants’ have a meeting with CDC’s Portfolio Holder for Housing & Planning, the Chairman of the Planning Committee and the Planning Officer on 13 February. Cllr Irvine has also been invited to attend but unfortunately has a prior engagement. She will ask whether a Parish Cllr can attend in her place. Cllr Hayward said that some younger members of the village were in favour of the proposed development. Cllr Usher thanked Cllr Cooke for keeping the village up to date with proceedings.

Housing Needs Survey

Cllr Cooke reported that Cherwell District Council have 22 people on their Housing Register with connections to Hook Norton. A general discussion ensued around the need for a Housing Need Survey at this time. However, it was unanimously agreed that the Parish Council should go ahead with a Survey as a priority. This will enable the Parish Council properly to assess the needs for affordable housing. Cllr Cooke will contact Tom McCulloch at ORCC to start off the process.

Neighbourhood Plan

A general discussion took place around this matter and it was agreed that a revised plan was needed as the current plan was out of date. Cllr Hayward suggested that a survey could be sent out with the village newsletter. To be discussed further.

Hook Norton Library

Cllr Shepley- Cuthbert reported that Pauline Walters had emailed the Parish Council advising that some Parish Councils had agreed to support their local libraries to level of the full amount of cuts by Oxfordshire County Council (i.e. £5,000 pa). It was unanimously agreed that the Parish Council needed to know the long-term commitment to library funds before it can make a decision. Hook Norton residents would then have to decide whether or not they wanted to contribute towards the running costs of the library as it would affect the precept levied.

Correspondence

• Cherwell District Council Spring Clean – 30 March to 14 May. Clerk to deal.
• OCC Draft Equality Policy 2012-2017. Circulated by email. Responses to ask@oxfordshire.gov.uk
• OALC/ORCC – December and January newsletter. Circulated by email.
• ORCC – Oxford Brookes energy survey of community buildings. Circulated by email.
• OPFA – The Playing Field. One copy only will be received in future. Copy circulated.
• Oxford Inspired – February Newsletter. Copy circulated.
• Local Government Boundary Commission – final recommendation.
• Friends of Hook Norton library – brief update. Circulated by email.
• Western Power Distribution – public consultation. Copy circulated.
• Leiston-cum-Sizewell PC – Planning Applications. Circulated by email.
• Ryder-Cheshire Volunteers – request for donation. It remains the policy of HNPC to only donate to worthwhile local groups.
• Village noticeboard near The Sun – maintenance is required. Environment Group to deal.
• TVP – census email scam. Circulated by email.
• TVP – man arrested for church thefts. Circulated by email.
• TVP – theft of domestic oil. Circulated by email.
• Mr & Mrs Smith – lighting along Clay Bank path. Clerk to contact County Cllr Jelf.
• Cllr Hayward said that he had been contacted by Smart Hooky Project – certain areas of the village had been identified as being suitable for monitoring electricity usage and more volunteer households are required. Volunteers are asked to contact www.hn-lc.org.uk

To Invite Questions and Comments from Members of the Public

A member of the public offered her professional help and advice on the proposed Bourne Lane Development. She added that it was not unusual for developers or their representatives to ask to meet planners in advance of the Planning Meeting. Cllr Shepley- Cuthbert thanked her for her offer of support.

Date and Time of Next Meeting

The next Parish Council meeting will be held on Thursday, 8 March 2012 in the Memorial Hall at 7.30pm.

There being no further business the Chairman thanked everyone for attending and closed the public meeting at 9.00pm