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

PLANNING NOVEMBER 2011

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 8th DECEMBER 2011 at 7pm

Present:    Councillors:    Kane [Vice-Chairman], Brotherston, Casson, Cooke, Hayward, Hicks,  Leader, Millar and Usher, District Cllr Irvine, Mr Porter [Parish Clerk] and seventeen members of the public.

1.  Apologies for Absence

     were received from Cllr Shepley-Cuthbert [absent on business].

2.  Chairman’s Announcements

 In the absence of Cllr Shepley-Cuthbert Cllr Kane took the chair and informed councillors with regret that Ray Jelf has decided to resign from the Parish Council with immediate effect.

 3.  Minutes of previous meeting, 10th November 2011, and matters arising

 It was proposed by Cllr Hicks and seconded by Cllr Usher that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously. Cllr Hayward informed members that he would be meeting with Mr Strother from BBOWT on Monday 12 December to discuss the land at Southrop left to the trust by the late Joyce Windeyer. A number of people have shown enthusiasm for taking this on. Cllr Cooke reported that he has made enquires about the church clock and has been told that there are minutes in existence which we will need to see. The matter is left in abeyance until the PC has further information/

 4.  Declarations of Interest

   There were no declarations on this occasion.

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

 Cllr Casson gave brief report on the five new applications listed on the planning schedule which would be discussed publicly at the end of the meeting.

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

    There were no comments from the members of the public attending on this occasion.

 7. 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 £2616.94 for the PC and £181 for the MH. Cllr Hayward moved acceptance of the payments detailed and this was seconded by Cllr Hicks and approved unanimously. The Clerk then reminded councillors that it would be necessary to submit our request for the Precept for the year ending 31 March 2013 in January. His budget for the period had been circulated amongst councillors prior to the meeting with the recommendation that we retain the Precept at £52000 for the third successive year. Cllr Cooke moved acceptance of the Clerk’s recommendation and this was seconded by Cllr Casson and approved unanimously.

8.  Local Authorities (members’ Allowances) – Parish Allowance Scheme

 The Clerk read the motion which was passed in February for the current parish year as follows “that councillors should again reject payment of the basic allowance and resolve to pay travelling and subsistence allowances in accordance with the recommendations contained within the report of the Parish Remuneration Panel”. Cllr Brotherston proposed that Hook Norton Parish Council should continue with this arrangement and this was seconded by Cllr Hayward and the motion was passed unanimously.

9.  Bus Stop at Church House

    Cllr Kane reported that County Cllr Jelf had made enquiries of OCC who do not express a view on the issue until formally asked to approve the move by either CDC or the bus company. Cllr Kane stated that the matter is well known to councillors and the issues have been discussed so she proposed that a vote be taken. The proposal to move the stop further towards the church was again defeated by five votes to three with one abstention.

10. Queen Elizabeth II Diamond Jubilee Celebration

    Cllr Millar reminded the meeting that the PC had purchased a beacon for the millennium which had been sited on top of the church tower and set alight at midnight. A similar ceremony could take place for the Jubilee. The Clerk reported that he has not had any response from parishioners to the note in the Newsletter and it was agreed to defer the matter until the next meeting.

11. Hook Norton Library

    Cllr Cooke informed the meeting that originally it had been intended to continue to run Hook Norton library on the same basis as currently. However following a public outcry about other closures within Oxfordshire all were reprieved on the basis that volunteers be asked to provide cover and in the case of Hook Norton this was to be run with library staff providing one-third of the hours and volunteers the remaining two-thirds. Cllr Cooke added that the appraisal carried out by OCC appears nonsense and the Oxfordshire Save Our Libraries group has submitted an excellent paper refuting many of the arguments. It was agreed that the Friends of Hook Norton Library have done an excellent job to protect its library and it was agreed that the PC will write to OCC expressing its support for the proposals set out in the paper.

 12. End of Year Matters

    The Clerk reported that Marie Stubbs had asked for this matter to be placed on the agenda at December meetings to remind the PC to make a small Christmas gift to its employees if appropriate. After a short discussion it was proposed by Cllr Hicks and seconded by Cllr Hayward that we continue this tradition and this was approved unanimously.

 13. Correspondence

 OALC/ORCC:

(i)  OALC Members Update November – circulated by email;

(ii) ORCC – News Bulletin – circulated by email;

(iii) ORCC – Review of Oxfordshire Community Transport Team – circulated by email;

(iv) OPFA – The Playing Field – being circulated;

Other:

(v) CPRE – Oxfordshire Bulletin Autumn 2011 – being circulated;

(vi) Volunteer Link-Up [West Oxfordshire] – Annual report, being circulated.

14. Questions and Comments from Members of the Public

    Before taking questions Cllr Cooke asked to speak and stated that it was his understanding that any councillor not attending three meetings in a row should be disqualified; he pointed out that the Chairman had not attended the previous three meetings and felt that, as a consequence, he should be asked to stand down. The Clerk was not certain of the ruling on this point and would examine the statutes. Cllr Brotherston asked whether, if we were to adopt this stance, we should not be certain that such absence had not occurred in the past. He also expressed the view that members of the PC need to be united and that it was disruptive to raise the issue at this time. Cllr Usher expressed the view that it would be speculative to vote when not certain of the ruling. Cllr Brotherston added that if this is to be about the Chairman personally then it amounted to a vote of no confidence. Cllr Hayward wondered if there was a difference between somebody missing three meetings without explanation and somebody who offered their apologies for valid reasons. The Clerk promised to clarify the position as far as is able. However Cllr Cooke then proposed that the PC enforced the rule as he understood it and that if a councillor missed three consecutive meetings he should be asked to stand down. This was seconded by Cllr Millar and defeated by five votes to three with one abstention.

There were no questions from members of the public on this occasion.

15. Date and Time of Next Meeting

     The next Parish Council meeting will be held on Thursday 9th February 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 7.25 pm

 Signed ……………………………………….

                                [Chairman Hook Norton Parish Council]

                                Dated        8th December 2011

 HOOK NORTON PARISH COUNCIL

Present:           Councillors:     Kane [Vice-Chairman], Brotherston, Casson, Cooke, Hayward, Hicks, Jelf, Leader, Millar and Usher,   District Cllr Irvine, Mr Porter [Parish Clerk] and eight members of the public.

1.  Apologies for Absence

Were received from Cllr Shepley-Cuthbert [absent on business].

2.  Chairman’s Announcements

In the absence of Cllr Shepley-Cuthbert Cllr Kane took the chair and informed councillors that the Remembrance Sunday Parade would assemble at the Green on 13^th November at 10am.

3.  Personal Statement from Cllr Millar

Cllr Millar expressed the hope that the unfortunate business of the August PC meeting could have been forgotten but the absent Chairman had ensured that this could not be. Mr Shepley-Cuthbert had lodged a formal complaint against Cllr Millar with the Standards Board in what he considered to be an underhand and cowardly manner without having the courtesy to inform him. Cllr Millar felt he had no option but to defend his position and to clarify the anti-democratic attitude exemplified by the Chairman’s actions at the August meeting by lodging a counter complaint for abuse of office and, in doing so, has received support from a gratifying number of people both within the PC and among fellow parishioners present on that evening. Standing up in defence of free speech is not something which any supposedly elected official should ever apologise for and certainly not something which any supposedly elected official should attempt to stifle. Cllr Millar stated that it was his personal feeling that it is unfortunate that this confrontational and bureaucratic direction had been taken which has not been the way of this PC over the 14 years during which he has been a member; however it was not his choice and he felt that he was left with no alternative, on a purely personal level, but to declare his complete lack of confidence and trust in Mr Shepley-Cuthbert as Chairman of HNPC.

4.  Minutes of previous meeting, 14 October 2011, and matters arising

Cllr Cooke objected to the minutes of the previous meeting on the basis that he had asked that the Chairman’s apology be minuted in full as not everyone is able to read it on the website. Cllr Jelf commented that minutes are never verbatim and Cllr Brotherston agreed and suggested that the matter could be resolved by adding the apology as an addendum. This was agreed and the minutes were duly approved.

5.  Declarations of Interest

Cllr Hayward declared an interest in a planning application to be discussed after the meeting as did Cllr Jelf on the Matthews application in the light of his membership of OCC’s planning committee. Cllr Usher declared an interest in Item 13 [land at Southrop] and Cllr Brotherston commented that the nature of his business inevitably meant that some planning applications are submitted by his customers and he will declare an interest whenever that occurs.

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

Pending the appointment of a new Planning Co-ordinator the Clerk reported that there had been five applications approved in the past month, none of which the PC had objected to.

(i)      Appointment of New Planning Co-ordinator Cllr Casson volunteered and Cllr Millar offered his support while he settles in to the role; this was approved unanimously.

(ii)    The Stanton Site The Clerk read out an email from David Green a planning advisor appointed by A C Lloyd (Builders) Ltd to advise on their interests in theStanton works site atStation Road. Two applications have been approved by CDC for a total of nine houses at the northern end of the site and they would now like to engage the local community to explore issues to allow for the further development of the site. As a preliminary they offered to meet with parish councillors to present their early thoughts. Cllr Hayward commented that, as a member of Low Carbon Hook Norton Ltd, this matter had been discussed recently and it was felt that any new houses should be built with a low carbon specification. There is a strong wish for low cost housing and there is interest in creating a community land trust which would allow ownership of the land to stay within the community and thus ensure the properties would remain affordable for the future. Cllr Usher commented that he had attended the Parish Liaison meeting the previous evening and the Localism Bill was discussed together with community land trusts and neighbourhood plans. He spoke with Bob Duxbury from the Planning team who has offered to come to a PC meeting to amplify these ideas. It was agreed to ask Mr Duxbury to attend the February meeting. The Clerk will respond to Mr Green to ask their representatives to attend the December PC meeting.

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

A parishioner commented that it was his understanding that, when the first application for five houses had been received for theStantonsite, the PC had not objected but on the basis that there should be no more. He therefore wondered why then had we not objected to the second? Cllr Brotherston explained that the applications had come separately and that opportunity to object was limited. Cllr Millar emphasised that interested neighbours should be informed of the offer from A C Lloyd so that they can attend the next PC meeting.

8.  Report of Working Groups

(a) Recreation & Open Spaces Group - Cllr Leader reported that the five-bar gate and replacement fencing will be erected early next week by Cherwell Fencing. Cllr Kane mentioned that fresh chippings will be required from Playdale for under the zipwire and Cllr Leader will order this.

(b) Cemetery & Allotments Group – in the absence of Cllr Shepley-Cuthbert there was nothing significant to report on this occasion but the Clerk commented that three or four allotment rents are still outstanding and he will be writing to those concerned shortly and charging a further £2.50 for the need to chase. Cllr Brotherston confirmed that the leaking tap at the cemetery has been replaced. Cllr Usher mentioned that Tim Burchell usually trims the cemetery hedge at this time of year and he was asked to contact Mr Burchell to ask him to proceed.

(c) Environment Group – CllrHayward reported that the kerb inNetting Street and adjacent manhole cover had again been crushed by a lorry having to mount the kerb but fortunately this had been repaired fairly quickly. However the railing is still in urgent need of repair and Cllr Jelf will report this to Highways. Cllr Millar commented that the bi-annual inspection of the drystone walls will be carried out shortly before winter sets in.

(d) Hook Norton War Memorial Hall – Cllr Kane apologised that she had again been unable to call a formal meeting as Brian Rider had been away for the whole of October but she hopes to be able to do so in the near future. The Clerk reported that CDC’s Environmental Health Officer had carried out an inspection of the premises on 3 November and the only item he reported as a contravention was absence of hot water in the wash hand basin in the kitchen. Cllr Brotherston had checked that the system was in working order and the Clerk had responded immediately to express our surprise as there is an instant electric heater which fires when the hot tap is turned on and this is working perfectly.

9.  Appointment of New members to Working Groups

After discussion it was proposed that the groups be constituted as follows:

i) Recreation & Open Spaces Working Group

Cllrs Leader, Brotherston and Kane

ii) Cemetery & Allotments Working Group

Cllrs Usher and Hicks

iii) Environment Working Group

Cllrs Millar,Haywardand Cooke

iv) Memorial Hall Working Group

Cllrs Kane, Jelf and Brotherston, together with Brian Rider

v) Finance Group – the Chairman together with the Chairs of each working group.

10. Report on District Council Matters

District Cllr Irvine reported that the senior management has now joined with South Northamptonshire District Council and that there are three new directors and ten heads of service together with a new Regional Co-ordinator,Kevin Lane, who is essentially a relationship manager

11.  Report on County Council Matters

Cllr Jelf reported that the long standing Chairman of OCC, Keith Mitchell, will be standing down at the AGM.

12. 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 £2616.94 for the PC and £181 for the MH. Cllr Kane moved acceptance of the payments detailed and this was seconded by Cllr Jelf and approved unanimously. The Clerk also reminded members that it was usual at this time of year to send a donation to the Royal British Legion, £75 having been sent in 2010. Cllr Jelf proposed that we do the same again and this was seconded by Cllr Hicks and approved unanimously. The Clerk also reminded heads of the working groups that he would be preparing the budget for 2012/13 to present to the PC next month and he asked if anyone knew of any capital requirements which should be considered to let him have details by the end of November.

13 Land at Southrop [BBOWT]

Cllr Kane referred to an email the Chairman had received from Giles Strother, the Acquisitions and Project Development Manager at Berks, Bucks and Oxon Wildlife Trust, about a parcel of land left to the Trust by the late Joyce Windeyer. Although it was Mrs Windeyer’s intention that the land be preserved for nature it is a small parcel which does not meet the Trust’s criteria despite being quite close to their existing reserve in the railway cutting. They are faced with two alternatives – either taking it on, which they are reluctant to do, or selling it. A third alternative would be to set up a local community group to manage the land, which would hopefully satisfy Mrs Windeyer’s intentions and they would like to discuss this initially with the PC. Cllr Hayward suggested that the PC should hear from Frank Lucas, who was among the public present, and Mr Lucas explained that the land in question is an old meadow which has not been grazed for some time. There is no public right of way or access from the viaduct and the only way to gain entrance is across the common land. It is of conservation interest being part of the green infrastructure and, although he had not seen a species list, it does appear to be botanically interesting but would need grazing by a small herd of livestock maintain the wildlife and biodiversity. Cllr Millar wondered if it would be possible for BBWOT to take on the land to be passed on later to whoever would be the eventual custodians. It was agreed to leave this matter with the Environment working group to make further enquiries. Cllr Usher asked that an attempt be made to identify what the ongoing costs would be likely to be.

14. Church Clock

Cllr Cooke declared an interest as Treasurer to St Peter’s. The Clerk reminded councillors of a letter he had received from Mrs Wood, the Parish Administrator, in which she informed us that the church clock face is in need of refurbishment and that this is a cost which falls to the PC. As agreed the Clerk had replied to Mrs Wood seeking further information and asking whether other estimates had been obtained in addition to that from Gillett and Johnston at £4968 + VAT. Cllr Cooke was able to clarify the matter by informing members that Gillett and Johnston carry out an annual inspection of the clock and noted earlier this year that the clock dials badly need repair which is, apparently, the responsibility of the PC. The quote from Gillett & Johnston is now out of date and the PC does not have funds to deal with this matter in the current financial year. It was also felt that we need to establish that the dials are really in need of refurbishment and obtain further quotes for the work. Cllr Brotherston reminded the meeting that any repairs would have to be funded from the precept which is a charge on every household in the village.

15. Queen Elizabeth II Diamond Jubilee Celebration

Following the November meeting Cllr Jelf wondered if councillors had come up with any ideas for commemorating the Jubilee? Cllr Casson commented that the Sports and Social Club is organising several events over the weekend. Cllr Millar reminded members that we still have the millennium beacon which could be re-activated. Cllr Hayward commented that such events are usually marked by a celebration but wondered what capital would be available. It was agreed to place a snippet in the next Newsletter seeking ideas from parishioners.

16. Bus Stop at Church House

Cllr Jelf apologised as he has not yet had an opportunity to clarify whether a bench could be sited on a public footpath with Highways as the cabinet member at OCC has just undergone a serious operation and locally changes within the department have made it difficult to make contact with somebody in charge. Mrs Lomas was present and wondered why a decision could not be made based upon the presumption that Highways would not object. Cllr Kane felt that the PC would need to know the full implications before deciding and Cllr Hayward expressed the view that to be pushed into a hurried decision might not assist her case. After discussion it was agreed that the matter would be placed on the agenda again at the December meeting although Mrs Lomas will not be able to attend.

17. Gritting Arrangements

Cllr Hayward expressed the view that he was still not entirely sure what was happening this winter but understood that the tonne of salt allocated to Hook Norton is to be stored with Nigel Matthews at Ferris Hill. He asked how many salt bins this would replenish and Mr Matthews, who was present, estimated only two or three. However he added that he does have a stock of salt which he can source more cheaply than the county council and he will fill the bins in the village. It was agreed that the Environment working group will talk with Mr Matthews about managing the issue but essentially the responsibility for keeping the bins replenished now rests with the parish and OCC Highways will only clear the main roads. Cllr Shepley-Cuthbert will be asked to organise a contract with Mr Matthews for the work on his return fromSouth Africa.

18. Correspondence

OALC/ORCC:

(i)  OALC Members Update September/October – circulated by email;

(ii) ORCC – Winter General Meeting – Stratfield Brake, 21 November;

Other:

(iii) CPRE – Annual General Meeting – 28 November St John’s RC Dupuis Centre

19. Questions and Comments from Members of the Public

Mr and Mrs Smith informed the PC that they have been subject to a series of incidents of anti-social behaviour in recent months with glass broken, tapping on windows, items thrown at windows etc. They have spoken with neighbours who have also been suffering from this kind of behaviour and the Police have been informed and are now taking action to try to catch the perpetrators. As it is a dark area of the village Mr Smith wondered if a deterrent might be to put up a light on a nearby telegraph pole [which they would be willing to pay for] but Highways has indicated that this would have to be requested by the PC. One of the councillors who has also suffered from such behaviour commented that her house is close to two street lights which does not appear to deter those responsible. Cllr Jelf will discuss the light with Highways and, in the meantime, PCSO Lana Smith will be contacting neighbours and placing a note in the forthcoming Newsletter.

20. Date and Time of Next Meeting

The next Parish Council meeting will be held on Thursday 8^th December 2011 in the Memorial Hall at 7.30pm.

There being no further business the Chairman thanked everyone for attending and closed the public meeting at 9.10 pm

Signed ……………………………………….

[Chairman Hook Norton Parish Council]

Dated               8^th December 2011

HOOK NORTON PARISH COUNCIL

MINUTES OF A MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 13th OCTOBER 2011 at 7.30pm
Present:Councillors:Kane [Vice-Chairman], Brotherston, Casson, Hayward, Jelf, Leader and Millar, Mr Porter [Parish Clerk] and eight members of the public.

In the absence of Cllr Shepley-Cuthbert Cllr Kane took the chair and welcomed Nick Casson, the newly elected parish councillor.
Co-option of new Parish Councillors

Following recent resignations there were still three vacancies on the PC and several parishioners had offered to stand. It was proposed by Cllr Kane and seconded by Cllr Jelf that Allison Hicks be co-opted and this was approved unanimously. It was then proposed by Cllr Hayward and seconded by Cllr Millar that Roger Cooke be co-opted and again this was approved unanimously. Finally it was proposed by Cllr Jelf and seconded by Cllr Brotherston that Graham Usher be co-opted and this was approved unanimously The new councillors all duly completed their Declarations of Acceptance of Office and took their places on the PC.

1. Apologies for Absence

were received from Cllr Shepley-Cuthbert [absent on business] and District Cllr Irvine.

2. Chairmans Announcements and Apologies

Cllr Kane reminded those present that, since the previous meeting, the PC had learned of the death of Mike Terry, who had served as councillor for a number of years and who was a personal friend of a several of those still serving. A minutes silence was held in his memory.

Cllr Kane then read a statement from the Chairman apologising for his absence particularly in view of the highly contentious meeting in August. He had been advised that the issue of the change of use of The Bell Inn should be dealt with under Standing Orders. This had been against his better judgement and for that he apologised to all members of the village wholeheartedly. The outcome of this application is now history but the Chairman felt that we should learn from this experience and items for discussion later on the agenda should ensure that planning issues are dealt with more transparently in future with added protection for the crown jewels. In the evolving world of planning extra vigilance will be required to ensure that the doctrine of presumption in favour of sustainable development is not forced upon the village and that Hook Norton can remain a village in which everyone wishes to live. Cllr Cooke commented that a large number of people in the village would like to know of the Chairmans apology and it was agreed to post it on the village website as it is in the public domain.

3. Minutes of previous meeting, 11 August 2011, and matters arising

Cllr Millar objected to the minutes of the previous meeting on the basis that it had been incorrectly terminated. Cllr Brotherston enquired whether they reflected an accurate report of what had happened up to that point? It was felt that only those in attendance as councillors at the previous meeting should vote and it was accepted that they were a true and accurate record by two votes to one.

4. Declarations of Interest

There were no declarations on this occasion.

(i) Discussion on Members Interests

Cllr Hayward commented that the model rules and publication scheme which had been adopted by the PC states that a Register of Members Interests will be maintained and these are available to the public on payment of a small fee for copying. However when somebody finally wished to look at the register the advice provided to the Clerk by CDC was that the enquirer could only see the Register at Bodicote House and could not take a copy as this would contravene data protection. Accordingly Cllr Hayward proposed that the Register of Hook Norton parish councillors should be updated and posted on the village website in the interests of open government.

Cllr Jelf commented that, as a county councillor, his interests are published against his profile.

Cllr Kane enquired whether a member may opt-out if he/she so wished? After discussion it was agreed that the motion should be that register should be posted on the web-site but if an individual councillor wished to opt-out he may do so.

This was seconded by Cllr Jelf and approved unanimously

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

Cllr Millar informed the meeting that decisions on the thirteen applications received since the August meeting had been all been granted, with the exception of that relating to The Bell Inn which had been withdrawn.

(i)Crown Jewels

Cllr Millar then proposed that, following the unfortunate way in which a decision had been reached in respect of the application relating to The Bell that in future the PC promises to call and publicise a public meeting on all and any planning developments which would significantly affect any of the following: the school; the playground; the village shop; the Post Office; The Pear Tree Inn; The Sun Inn; The Bell Inn; The Gate Hangs High; Hook Norton Brewery; St Peters Church; the Baptist Chapel and any proposed development of more than six houses.

Cllr Brotherston expressed some concern about how such a meeting could be arranged given the relatively short space of time the PC has to respond. After a wide ranging discussion it was felt that information could be disseminated through the website, by means of notices and inevitably by word of mouth. Cllr Hayward then seconded the proposal which was approved unanimously.

(ii)The Bell Inn

Separately from the Chairmans apology Cllr Millar proposed that this Parish Council apologised unreservedly to the people of Hook Norton for not taking into account the depth of feeling concerning the potential change of use of The Bell Inn and for the failure to listen in a proper forum to the views expressed by the large number of villagers who attended the last Parish Council meeting.

Cllr Hayward seconded the motion.

Cllr Brotherston commented that the application had been discussed in a planning meeting and councillors did what they had always done and, while the decision was unfortunately unpopular, he did not feel that it merited an apology. The motion was carried by five votes to nil with five members abstaining.

Cllr Kane then proposed a general apology to parishioners for the events of the last meeting and this was seconded by Cllr Brotherston and passed unanimously.

(iii)Planning Meetings organisation, time and location

Cllr Hayward expressed the view that the planning process which CDC has in place is undemocratic as neighbours are no longer informed of applications which may affect them, the CDC planning portal is so difficult to negotiate that parishioners find it almost impossible to register an objection and thus the public feel cut off from the planning process. Accordingly Hook Norton PC planning meetings should be held in a public place where interested parties can attend. Ideally these will be after the normal PC meeting but the 21 day response rule means that inevitably there will need to be occasional meetings during the month. These will be publicised via the website with parishioners able to comment beforehand. He also proposed that minor applications, such as tree works, could be dealt with between councillors by email in order to streamline the process.

Cllr Usher expressed concern about the reliance on the website to disseminate information and it was agreed that such meetings would also be advertised on the noticeboards.

The motion was seconded by Cllr Jelf and approved unanimously.

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

John Blackham noted that some members of the PC had met with representatives of Taylor Wimpey and wondered how its application would be treated.

Cllr Millar responded that, as this would certainly be for a development of far more than six houses the PC would call a public meeting.

Cllr Kane commented that the meeting had been a preliminary and Taylor Wimpey had not formulated any plans as yet.

Christopher Barry then commended Cllr Haywards motion about future planning meetings and wondered if site visits were still held? They are when deemed appropriate

7.Report of Working Groups

(a) Recreation & Open Spaces Group

Cllr Leader reported that the annual RoSPA inspection has been carried out in the Play Area and report makes excellent reading. There are one or two small matters which Mr Marshall is dealing with. In respect of the proposed gate at The Shearings entrance he has obtained two quotes to erect a five-bar gate with a small pedestrian gate adjacent and replacement of fencing the best being from Cherwell Fencing at 1500.78 inclusive of VAT and he proposed that this should be accepted.

This was seconded by Cllr Kane and approved unanimously.

A parishioner had been in touch to express concern about several trees to the rear of houses in Osney Close which shadow the gardens and overhang in places. Cllrs Leader and Hayward had examined these and while they do overhang in places they are mature trees which do not appear to merit any significant pruning. It was agreed that the Clerk should write to Mrs Koch and explain the councillors views and remains open to her to have any overhanging branches cut back by a qualified tree surgeon with PC approval.

(b) Cemetery & Allotments Group

In the absence of Cllr Shepley-Cuthbert there was nothing significant to report on this occasion but the Clerk commented that allotment rent letters were sent out at the end of September and more than half of the tenants have already paid. Those who have not already done so were urged to send their remittance as soon as possible as chasers will be charged at the rate of 2.50 per letter.

(c) Environment Group

Cllr Millar reported that the group had not met for some time but the issues requiring attention were the handrail at Netting Street which Cllr Jelf was asked to raise with OCC and also a request for a further grit bin along Swerford Road. Cllr Hayward had cycled along the road to investigate the problem and concluded that, as the additional bin would benefit only two properties, the expense could not be justified.

Cllr Brotherston expressed concern about the new recycling arrangements for terraced houses which had started this week and which basically involve leaving unopened sacks out overnight inviting scavengers. District Cllr Irvine will be asked to look into this matter on our behalf.

Cllr Jelf informed the meeting that a resident of Hollybush Road has offered to pay for an additional grit bin in that area if the PC will keep it filled. After discussion it was agreed to accept this offer by a majority of 9/1.

Cllr Hayward also reported an exchange of emails with Mr Cookson about a tree near the street light opposite the Old Post Office which he feels is impeding the light and casting a shadow over Mobbs Lane. The tree in question has a TPO and a recent application to prune was rejected by CDC so there is little that can be done at present other than to keep an eye on the situation.

(d) Hook Norton War Memorial Hall

Cllr Kane apologised that she had not yet managed to call a formal meeting but hopes to do so in the near future. However work on the garden has led to a significant improvement. The Clerk mentioned that we have two new regular users, a Tai Chi class on Wednesday mornings and a Yoga class starting on Tuesday mornings in November.

8. Report on District Council Matters

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

9. Report on County Council Matters

Cllr Jelf had nothing to report on this occasion.

10. 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 8087.25 for the PC, plus a further cheque for 129 to Tim Burchell for various maintenance work and 136 for the MH plus a cheque for 45 for window cleaning. Cllr Jelf moved acceptance of the payments detailed and this was seconded by Cllr Hayward and approved unanimously.

(i) To approve and accept the Audited Accounts 2010/2011

The Clerk reported that the accounts to 31 March 2011 have been formally signed off by the exteal auditors, BDO LLP. The only issue brought to the attention of the PC was that the assets, being the new play equipment, had been shown as per the asset register rather than the purchase price. This had been amended and Mr Porter therefore formally sought approval and acceptance of the Accounts.

This was proposed by Cllr Jelf and seconded by Cllr Leader and passed unanimously.

11. Declaration and rule changes re agendas and decisions

Cllr Hayward referred to rule 36 in the Standing Orders which precludes revisiting a decisions made within the previous six months. He felt that a de facto amendment to this rule had been established where circumstances had changed significantly and that had been how we had applied the rule. Cllr Hayward therefore proposed that this should be formalised and that it should also not preclude further discussion of any matter, when circumstances had not changed, just the reversal of the decision. He further proposed that members of the public should be allowed to speak on the issue as they may reveal a change of circumstances.

The motion was seconded by Cllr Millar and approved unanimously. Cllr Hayward also proposed that requests from the public for items to be discussed could be made via the Clerk or councillors and that there should be a presumption to accept any such request and that furthermore items on the published agenda cannot be removed before or at the meeting. Essentially this is formalising existing procedures and the motion was seconded by Cllr Brotherston and approved unanimously.

12. Standing Order Clarification Rule 36

Arising from the previous matter Cllr Kane noted that rule 36 specified that a decision could be reversed by special resolution the notice of which required the names of an indeterminate number of councillors and clearly this needed clarification. After discussion it was proposed that the number of councillors should be effectively one-third on the members, in this case four. This was approved unanimously.

13. The Village Website and the Parish Council

Cllr Hayward remarked the PC had agreed to fund the website which is hosted and organised very professionally by Cllr Kane and that the PC should pay the going rate for the facility. Cllr Kane then promptly declared an interest in this item. He also expressed the view that the PC should input as much information as possible to encourage parishioners to make more use of the facility and one of the team has offered to do this. There is now a Facebook page Facebook.com/hooknorton.

Cllr Jelf expressed some concern as councillors are allowed to defray costs but must not be seen to benefit from a service they provide and it was agreed that the Clerk should seek guidance from OALC on the issue. Cllr Brotherston felt that the PC needed to recognise all the work Cllr Kane has done and expressed gratitude for all her efforts.

14. Queen Elizabeth II Diamond Jubilee Celebration

Cllr Jelf commented that a number of parishes are considering ways to celebrate the Queens Diamond Jubilee and wondered if anyone had given thought to anything in Hook Norton? As this is something which requires consideration it was agreed to place it on the agenda again for the November meeting.

15. Bus Stop at Church House

Mrs Lomas was in attendance and asked that the PC reconsidered its decision of April 2011 and allow the bus stop to be moved some 15 feet in the direction of the church on the basis that she will be happy to provide a suitable bench at the site for those waiting to sit down. She has discussed the matter with the Rev. Acreman on a number of occasions and he has no objection. There was some concern about whether a bench could be sited on a public footpath and Cllr Jelf will discuss the matter with Highways to see what is possible and the matter will be discussed again at the November meeting.

16. Maintenance of Stream Banks

This was an issue raised with the Chairman some weeks ago after residents had cleared the stream and its banks in the Park Road area and Tim Burchell was asked to remove the debris. The residents are prepared to accept responsibility for clearing the stream and removing rubbish but seek the PCs help in removing the debris and this was agreed.

17. Correspondence

Cherwell District Council:
(i)Cherwell Parish Liaison Meeting Wednesday 9 November

OALC/ORCC:
(ii) OALC Members Update July/August circulated by email;
(iii) OPFA AGM 17 October at Tackley Village Hall;
(iv) ORCC Annual Review to circulate;

Other:
(v) Local Government Boundary commission publication of draft recommendations [74 county councillors to be reduced to 63] full details on website www.lgbce.org.uk and views can be emailed to reviews@lgbce.org.uk the new Hook Norton district will run through to include Cropredy and neighbouring villages;
(vi) Banburyshire Community Transport Association CDC withdrawing funding for the Dial-a-Ride service wef 31.3.2012 which may mean an end to services unless alternative funding can be found [although the latest information is that it will continue in a more structured and economic way];
(vii) Berks, Bucks & Oxon Farming & Wildlife Advisory Group provide advice on wildlife and conservation matters to farmers and as funding from county and district has dried up they are looking to PCs to help with donations -;
(viii) Royal British Legion seeking donations towards commemorative bell for use at all repatriations at Brize Norton;
(ix) WSE Ltd instructed to Western Power Distribution to uprate high voltage overhead line and need contact within PC to access allotments Cllr Usher volunteered to liaise;
(x) Oxfordshire Carers Association seeking donations it remains the PCs policy to donate only to local groups.

18. Questions and Comments from Members of the Public

There were no matters raised on this occasion.

19. Date and Time of Next Meeting

The next Parish Council meeting will be held on Thursday 10th November 2011 in the Memorial Hall at 7.30pm.
There being no further business the Chairman thanked everyone for attending and closed the public meeting at 9.32 pm

Signed .
[Chairman Hook Norton Parish Council]
Dated10th October 2011

HOOK NORTON PARISH COUNCIL

A meeting of the Hook Norton Parish Council will take place on Thursday 13^th October 2011 in the Memorial Hall, Hook Norton at 7.30pm.

Kenneth Porter

Clerk to the Parish Council

PARISH COUNCIL AGENDA

Co-option of new Parish councillors

Apologies for absence.

2.Chairmans Announcements and Apology

3.Minutes of Meeting held on 11^th August 2011 & matters arising

4.Declarations of Interest

[Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting [Please refer to notes at the end of this Agenda.]

(i) Discussion on Members Interests – JH

5.Report of Planning Co-ordinator on planning applications received – PM

(i)Crown jewels PM

(ii)The Bell Inn – PM

(ii)Planning meetings organisation, time and location

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

Report of Working Groups:

(a)Recreation – JL

(b)Cemetery & Allotments

(c)Environment – PM

(d)Hook Norton War Memorial Hall – EK

8.Report on District Council Matters VI

9. Report on County Council Matters RJ

10.Finance/Schedule of Receipts and Payments for authorisation KIP

11.Declaration and rule changes re agendas and decisions JH

12.Standing orders clarification Rule 36 EK

13.The Village website and the PC EK/JH

14.Queen Elizabeth ii Diamond Jubilee Celebration RJ

15.Bus Stop at Church House – KIP

16.Maintenance of stream banks – KIP

17.Correspondence – KIP

18.To invite Questions and Comments from Members of the Public

19.Date and Time of Next Meeting Thursday 10^th November 2011 at 7.30 pm

Notes on declaration of interest:

(i)any Member arriving after the start of the meeting is asked to declare personal Interests as soon as practicable after their arrival even if the item in question has been considered;

(ii)With the exception of the circumstances listed in paragraph 9(2) of the Local Code of Conduct for Members, a Member with a personal interest also has a prejudicial interest if it is one which a member of the public with a knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the Members judgement of the public interest. In such circumstances the Member must withdraw from the meeting room and should inform the Chairman accordingly;

(iii)It is not practicable to offer detailed advice during the meeting on whether or not a personal interest should be declared or whether a personal interest should also be regarded as prejudicial.