HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 12 APRIL 2018 at 7.45pm

Present: Councillors: Watkins, Hicks, Duggan, Matthews (left 8.27pm), Porter, Wilson, Henderson, Mrs Watts (Parish Clerk), County Cllr Reynolds and three members of the public

Apologies for Absence – Cllr Brotherston and District Cllr Brown

Vice-Chairman’s Announcements:
Cllr Watkins said that she would be standing for election as Chairman of the PC next month.
A notice advertising vacancies on the Parish Council had been posted.
Councillors and the Parish Clerk have been given new email addresses to ensure that the Parish Council complies with new General Data Protection Regulations. Cllr Matthews is unfortunately not able to access his new account. This is being looked into.
Councillors are asked to respond to emails in a timely fashion.

Declarations of Interest: Cllrs Hicks declared an interest in planning application 18/00425/F.

Minutes of the Parish Council meeting held on 8 March 2018 and Matters Arising
Cllr Hicks proposed that the minutes of the Parish Council Meeting held on 8 March 2018 be resolved as a true and accurate record of the meeting. This was seconded by Cllr Duggan and passed unanimously.
Local Airspace Development Consultation Notice; Cllr Watkins had received confirmation that there would be no holding pattern for aircraft over Hook Norton and therefore the Parish Council had no objection to the proposals.

Report of the Planning Co-Ordinator on Planning Applications – (Annex 1)
Six planning/TCA applications had been received since the last meeting. There were no objections.
Cherwell District Council (CDC) had granted eight applications, including 18/00213/F at The Nook, Netting Street, which the Parish Council had objected to.
18/00074/F, Gilden Farm, Burycroft Rd has been withdrawn by the applicant.
To Invite Members of the Public to Comment on Planning Applications: there were no matters arising.

Reports of Working Groups

Recreation
• Work to install new play equipment in the play area is scheduled to start on 24 April.
• Tarmac in the play area has been professionally cleaned in readiness for artwork to be painted on it (hopscotch, snakes & ladders etc.).

Cemetery and Allotments
• Invoices were sent to allotment holders at the end of February for rental due for the coming year, the deadline for payment being 1 April. Three rents are outstanding. Reminders have been sent which incur a £10 administration charge.
• Cllr Duggan reported that it would cost £180 plus VAT to remove an Ash tree and a smaller tree to allow the re-building of the stone wall beside the steps in the cemetery. He proposed that this quotation be accepted. This was seconded by Cllr Hicks and agreed unanimously.
• The damaged cemetery wall has been taken down. Work to rebuild it will commence work once the Ash tree(s) have been felled and the stumps ground out.
• A bench has been moved from a shady area in the cemetery next to the new hedge. Councillors thanked Melvyn Riley for doing this.
• Cllr Matthews has removed the old concrete rubbish bin and the Councillors thanked him for doing this.

Environment
• The bottle banks outside the primary school have been moved to the Sports and Social Club (SSC) car park.
• Cllr Matthews will provide a quotation for addressing the muddy area by the bottle banks in the SSC car park.
• Recycling signage outside the Primary School needs to be removed as the facility has been moved. The Parish Clerk will contact CDC.
• The used battery bin outside the primary School needs to be removed or re-sited. The Parish Clerk will contact CDC.
• The rubbish bins outside the school are to be moved to the SSC site, next to the bottle banks.
• A dog bin has been purchased for SSC grounds.
• Acreman Arboriculture has completed urgent work on trees in Ironstone Hollow.
• Inconsiderate parking in Sibford Road: a lengthy discussion took place about inconsiderate parking by drivers in Sibford Road near the Primary School. Councillors discussed the erosion of the verge due to parking and would look at having kerbs installed, plus a method of stopping cars then driving over the kerb (e.g. posts or trees). The Parish Clerk will arrange for OCC Highways to meet Cllr Porter on site to discuss possible ways of combatting this nuisance.

Hook Norton War Memorial Hall
• A broken fence panel behind the oil tank has been replaced.
• The remote heating control system has been causing some unexplained problems.
• A User Group Meeting was held in the hall on 9 April 2018 – (Annex 2)
• The garden needs a complete overhaul to make it more useable. It was agreed that measures would be taken to encourage volunteers to work on the garden over the next few months to mark the 100th anniversary of the end of WW1. The event would also be marked by a village event in the Memorial Hall on 10 November.
• Although the Terms and Conditions of Hire state that no naked flames may be used in the hall, red candle wax has been spilt on to one of the new chairs and damaged it. The Parish Clerk has written to all hirers to remind them that the use of naked flames is not permitted in the hall, as this negates the building and contents insurance.

Updating Website: as Cllr Brotherston was not at the meeting, this item was adjourned to the next meeting.

Finance/Schedule of Receipts and Payments for Authorisation by the Council:
The Parish Clerk presented the schedules of receipts and payments for April 2018 totalling £2,957.71 for the Parish Council (Annex 3) and £1,012.63 for the Memorial Hall (Annex 4). Cllr Duggan moved acceptance of the payments detailed. This was seconded by Cllr Hicks and agreed unanimously. Difficulties with the new payroll system mean that the Parish Clerk cannot access payment figures to HMRC.

Report on District Council Matters. District Cllr Hugo Brown’s report had been read out at the Annual Parish Meeting.

Report on County Council Matters. County Cllr George Reynolds’ report had been read out at the Annual Parish Meeting. He added that although £1M had been allocated for road works, little seemed to being done at the moment about the state of the roads in Oxfordshire.

Correspondence:
The Parish Clerk had forwarded all correspondence to Councillors during the month.
The Sports and Social Club Committee had asked who they could approach to have gates installed at the access to the club grounds, as there have been some individuals joy-riding across the pitches at night and this is churning the ground up. The Parish Clerk had contacted CDC who confirmed that the site does not fall within their ownership, rather, having checked with the Land Registry, the site is registered under two separate Titles, one being Oxfordshire County Council.

To Invite Questions and Comments from Members of the Public:
The village used to have a team of Environmental Champions looking after areas of the village. Geoff East asked if the team still existed and if so, whether it would be possible to have a group meeting to encourage others to sign up to the scheme. Cllr Porter will contact other Environmental Champions and arrange a meeting as soon as possible.

As an Environmental Champion, Mr East asked for permission to cut back a fallen branch in Ironstone Hollow. Cllr Watkins proposed that permission should be granted. This was seconded by Cllr Duggan and agreed unanimously.

AOB:
Two vehicles were stolen from The Bourne overnight on 10/11 April. Cllr Watkins asked that Neighbourhood Watch Schemes be put on the agenda next month.
The dog bin in Chapel Street was recently moved by BT and it is now difficult for residents to reach.

The Annual Parish Council Meeting will be held on 10 May 2018 at 7.30pm in the Memorial Hall.

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

HOOK NORTON PARISH COUNCIL

Minutes of the Annual Parish Meeting held on
Thursday 12 April 2018 in the Memorial Hall, Hook Norton at 7.30pm

Present: Councillors: Watkins, Hicks, Matthews, Duggan, Porter, Wilson, Henderson, Mrs Watts (Parish Clerk), County Cllr Reynolds (arrived 7.40pm) and three members of the public

Apologies for Absence – Cllr Brotherston District Cllr Brown and Ray Jelf

1. Vice- Chairman’s Announcements – Councillor Watkins welcomed everyone to the meeting.

2.  Minutes of Previous Meeting held on 11 May 2017
Cllr Watkins proposed that the minutes of the meeting on 11 May April 2017 be accepted as a true and accurate record. This was seconded by Cllr Hicks, unanimously RESOLVED as a true record of the meeting and signed by the Vice-Chairman.

2. Report by the Vice Chairman of the Parish Council – Cllr Watkins

Cllr Watkins presented her report – Annex 1

3. Report by the Vice Chairman of the Memorial Hall Trust – Cllr Watkins

Cllr Watkins presented her report – Annex 2.   Un-audited annual accounts for 2017-2018 were presented – Annex 3

4. Report from the Heath Allotment Trust (HAT) – Ray Jelf

Ray Jelf had submitted a report – Annex 4.    Unaudited annual accounts for 2017-2018 had also been submitted – Annex 5.

5. Report by the County Council Representative – County Cllr Reynolds

County Councillor Reynolds had submitted a report – Annex 6.

6. Report by the District Council Representative – District Cllr Brown

District Cllr Brown had submitted a report – Annex 7.

7. Questions from the Public – there were none.

8. Annual Parish Meeting 2018 – next year’s Annual Parish Meeting will take place on 11 April 2019 at 7.30pm.

There being no further business the Vice-Chairman thanked everyone for attending and closed the public meeting at 7.45pm

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 8 FEBRUARY 2018 at 7.30pm

Present: Councillors: Kane, Watkins, Hicks, Duggan, Henderson, Porter, Wilson, Brotherston, Mrs Watts (Parish Clerk), County Cllr Reynolds and six members of the public

Apologies for Absence – Cllr Matthews, District Cllr Brown

Chairman’s Announcements:
Cllr Kane reported the very sad death of Councillor Brian Griggs in January. The condolences of the Parish Council go to his wife Elaine and family. Councillors stood and observed one minute’s silence in memory of a loyal, hardworking Councillor. He will be missed.
Cllr Kane advised the meeting that she will be resigning from the Parish Council at the end of this meeting. Councillors thanked her for all her hard work over the years, especially in her role as Chairman.

Declarations of Interest: Cllr Kane declared an interest in the company providing video assistance to HNLC Community Housing project.

Minutes of the Parish Council meeting held on 11 January 2018 and Matters Arising
Cllr Hicks proposed that the minutes of the Parish Council Meeting held on 11 January 2018 be resolved as a true and accurate record of the meeting. This was seconded by Cllr Duggan and passed unanimously.

Appointment of Co-opted Councillor to Working Groups: this item was deferred to the March meeting.

Local Community Housing Project in Hook Norton: Catherine Ryan, Project Manager for the Local Community Housing Project in Hook Norton addressed the meeting. She gave a brief overview of what was being planned. Two open Community Housing Meetings will take place in February. 20th at 7.30pm in Hook Norton Brewery and 24th at 2.00pm in the Sports and Social Club. Villagers are encouraged to attend one of these meetings to give their views on the proposals. An independent survey of all households will be carried out in March, which will lead to a feasibility study.

Report of the Planning Co-Ordinator on Planning Applications – (Annex 1)
Six planning/TCA applications had been received since the last meeting. There were no objections.
Cherwell District Council (CDC) had granted three applications, to which there had been no objections.
Cherwell District Council had refused two applications:
• 7/02292/F erection of new house at Byeways, East End – the Parish Council had objected to this application
• 17/02146/F agricultural hay and straw building – the Parish Council had not objected to this application
An application for a new property on Gilden Farm was discussed at length with the applicants at the end of the meeting. There were no objections to the application.
Cllr Duggan attended an OALC training course on planning on 7 February at West Oxfordshire District Council ­– “How local councils fit into the planning system: Effective responses to planning applications”. He had provided Councillors with brief course notes before the meeting (Annex 2).

To Invite Members of the Public to Comment on Planning Applications: there were no matters arising.

Reports of Working Groups
Recreation
• Branches on some trees in the play area were damaged by the recent snow. Acreman Arboriculture Ltd has removed the branches.
• Cllr Kane had obtained three quotations for additional equipment for the play area. Wickstead = £11,267.30, Proludic = £12,909 and Playdale = £12,305. Following a short discussion, Cllr Kane proposed that the quotation from Playdale be accepted, it being mid-price. Further, the apparatus already in situ came from Playdale and an inspection/repair contract is in place with them. The new equipment can be added to that inspection contract. Cllr Hicks seconded the proposal and it was passed unanimously. Cllr Kane also proposed that a quotation of £3,000 from Playdale for tarmac lining (hopscotch, snakes & ladders etc.) be accepted. Cllr Duggan seconded the proposal and it was passed unanimously.

Cemetery and Allotments
• New tenancy agreements for allotment holders were sent out on 1 November 2017. Reminders were sent to those tenants who had not responded on 31 January. They have until 28 February 2018 to return their agreements to the Parish Clerk. If the signed documents are not returned by the due date, the Parish Council will, with 12 month’s written notice, terminate those tenancies.
• Chipping Norton Green Gym will plant the new stock-proof thicket hedge to stabilise the bank in the cemetery in the next four weeks.
• A seat at the bottom of the cemetery is to be moved to a more suitable and sunny location.
• A complaint has been received about dog owners allowing their animals to foul the cemetery and in particular, graves. Dog owners are reminded to pick up after their animals.
• A request from a resident to be allowed cut back brambles overhanging his property from St Peter’s churchyard was approved.
• A section of wall in St Peter’s churchyard needs repair. Quotations are to be obtained.

Environment
• The bottle banks outside the primary school are to be removed as soon as possible. It has been agreed that they can be moved to the Sports and Social Club car park. The matter has been referred to Cherwell District Council and they are liaising with the Sports and Social Club Committee.
• Councillors agreed to purchase a dog bin for the Sports and Social Club grounds.
• The owners of Gilden Farm are considering changing the stiles on the public footpath to gates. Cllr Kane advised them that this was not a Parish Council matter; rather they should speak to Sarah Aldous at Oxfordshire County Council.
• Cherwell District Council has finally installed a ‘Station Road’ road sign.
• A salt/grit bin has been ordered from Oxfordshire County Council for the corner of The Grange/The Sidings. OCC will inspect the area before agreeing to the purchase.
• Cllr Kane has put in another Freedom of Information (FOI) request to OCC asking why an OCC document she has discovered stating that school buses should have set belts was not disclosed in her previous FOI request, neither has it been acted on.

Hook Norton War Memorial Hall
• Cllr Watkins is obtaining a quotation for or repairing or replacing the broken blind mechanisms.
• A plumber has been asked to look at a problem in the men’s toilet.
• A fence panel behind the oil tank is leaning into the neighbouring property. Cllr Watkins will arrange for the fence post to be repaired or replaced.
• A User Group Meeting is going to be arranged.

Finance/Schedule of Receipts and Payments for Authorisation by the Council:
The Parish Clerk presented the schedules of receipts and payments for February 2018 totalling £6,296.34 for the Parish Council (Annex 3) and £964.93 for the Memorial Hall (Annex 4). Cllr Brotherston moved acceptance of the payments detailed. This was seconded by Cllr Hicks and agreed unanimously.

Report on District Council Matters. District Cllr Hugo Brown had submitted a written report which the Chairman read out:
There is a Full Council Meeting on 26 February at which Councillors will be invited to support the Oxfordshire Housing and Growth Deal. Links to this and an outline agreement document can be found on CDC’s website:
www.cherwell.gov.uk/news/article/381/growth-board-recommends-housing-and-growth-deal
Five district Councils, including Oxford City, the County and OxLEP (Oxfordshire Local Enterprise Partnership) are proposing to work with Central Government to produce a Joint Statutory Spatial Plan to be adopted by 2021. This will support the delivery of 100,000 new homes in the County between 2011 and 2031 in exchange for £215M of Government funding for infrastructure. I have made my views on this Deal clear to Cherwell’s leadership and intend to vote “against”. My reasoning is:
• 100,000 new homes (some of which have already been built as the time-frame runs from 2011 to 2031) together with associated new employment sites to support the new population will transform Oxon from an essentially rural county to an essentially suburban one. Para 25 of the Outline Agreement documents admits that the 100,000 is “significantly in excess of local Housing Need figures set out in the Government consultation paper ‘Planning for the right homes in the right places”, which figures are closer to 68,000. So why propose to build 30,000+ “wrong homes in the wrong places”?
• £150M from Government for infrastructure improvements is inadequate just for the existing population, let alone the new population.
• I have no confidence that this Deal is not a pre-cursor for Planning decisions being taken out of local hands and handed to Central Government and/or the Oxon Growth Board.

Report on County Council Matters. County Cllr George Reynolds reported:
Corrillion have divested themselves of all contact with many cleaning staff etc. who are now County employees.
Growth Board: The Growth Board (all six Council Leaders plus OxLEP) are about to go to their respective Councils to endorse an agreement with Central Government promising growth in exchange for infrastructure money. Cllr Reynolds states that he does not think this will affect his division. Neither will the new East West rail link nor the proposed Expressway between Oxford and Cambridge.
Budget: Residents can expect a 5.99% increase this year, with a 2.99% increase next year. 1.9% plus reserves will be used for natural growth in costs (such as a 2% rise in staff salaries). 3% will go to Adult Social Care and of the extra 1%, two-thirds will go towards Children’s Social Care and one third may go to fund Councillors’ budgets (where all councillors will get £15,000 for the next two years to spend in their division on local highways scheme and community projects, hopefully with some Parish Council financial input.
Capital Schemes: Station Road surface dressing and Fanthill Farm to Swerford re-texturing. There is also money for footpath repairs.
Section 106 money: there is to be a bus stop on Sibford Road.
General Highways: In January 2017, 2,000 reports were made to Fix My Street. This January, 7,000 were made. b) OCC was granted extra money from government for highways issues. This will be spent on extra staff, weekend working and overtime. Skanski will try and get more gangs on the road. In theory this will mean more inspectors checking potholes (at present there is one for all the local villages and Banbury), more gangs working, larger patching (i.e. whole areas rather than just one pothole) and an extra Dragon Patcher.

Correspondence:
The Parish Clerk had forwarded all correspondence to Councillors during the month.
To Invite Questions and Comments from Members of the Public: there were none.

AOB:
Cllr Brotherston asked that General Data Protection Regulations (GDPR) be put on the agenda next month. A Data Protection Officer must be appointed; this is likely to be the Parish Clerk.

The next Parish Council Meeting will be held on 8 March 2018 at 7.30pm in the Memorial Hall.

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