HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 12th MARCH 2009 AT 7.30pm

Present: Councillors: Brotherston, Hayward, Jelf, Leader and Stubbs, together with District Cllr Irvine, Mr Porter [Parish Clerk] and one member of the public.

The Clerk welcomed everyone to the meeting and informed members that Clive Timms had submitted his resignation both as Chairman and as a Parish Councillor. As Cllr Walsham is on holiday it would be necessary to elect a Chairman from those members present. Cllr Brotherston proposed that Cllr Jelf take the Chair and this was seconded by Cllr Hayward and passed unanimously. The Clerk also informed everyone that the Notice of a Vacancy to fill the place of Rob Bartlett had not produced a call for an election but Meg Richardson, who was in attendance, had offered her services as a Parish Councillor. Cllr Jelf proposed that Mrs Richardson be co-opted as a member of the Parish Council and this was seconded by Cllr Brotherston and passed unanimously. Mrs Richardson signed the Declaration of Office and took her place on the PC.

1.  Apologies for Absence

    were received from Cllrs Barnes, Millar, Riley and Walsham.

 2.  Chairman’s Announcements

   The Acting Chairman expressed thanks on behalf of the PC for the hard work carried out on behalf of the village by Clive Timms, particularly during his term of office, and hoped he would find it possible to rejoin again in the near future.

3.  Minutes of previous meeting, 12 February 2009, and matters arising

    It was proposed by Cllr Stubbs, and seconded by Cllr Hayward, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously by those who were at that meeting. There were no matters arising not covered elsewhere on the agenda.

4.  Declarations of Interest

There were no declarations on this occasion.

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

    In the absence of Cllr Walsham the Clerk reported that only three decisions had been received since the previous meeting, of these two, relating to the Firs Garage and Cornerstones, had been withdrawn and the retrospective application for a pergola and decking at Uplands has been approved. The Clerk also reported that there have been several comments about work being carried out on the property on the corner of Down End and Bells Lane, apparently without planning consent, and this has been referred to Mike Buxton at CDC.

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

   There were no comments on this occasion.

7.  Report of Working Groups

(a)Recreation & Open Spaces Group – Cllr Leader reported that two builders have looked at the wall, both submitting similar quotes. Having looked into the problem further he has become more convinced that planting a hedge is only a short-term solution and the wall needs to be addressed. Cllr Jelf mentioned the possibility of moving the steps from their present position to where the children have damaged the wall accessing the area and this will be considered by the working group. Cllr Leader added that there is also a need to strip back vegetation, particularly ivy, to prevent further damage. In the meantime Mr Marshall continues to carry out routine maintenance.

(b)Cemetery & Allotments – Cllr Brotherston had nothing to report on this occasion.

(c)Environment – In the absence of Cllr Millar Cllr Hayward commented that the stone steps at Scotland End, which were damaged by a vehicle, are being repaired by Highways. Having just had a reflector fitted to prevent this kind of damage there was a question as to whether this was effective but Cllr Jelf felt that it was working perfectly well. Cllr Hayward reported that the gap in the rail at Ironstone Hollow will be replaced by some mature bushes and the Clerk has asked Nicholson Nurseries to look at the hedge on either side and quote for some established bushes to blend in. The recent bad weather has caused part of the churchyard wall to collapse into the garden of Talbot House. Included within the soil there have been some old bones exposed and Rev. Acreman will collect these and re-inter with a blessing. Cllr Hayward has asked several builders to quote to repair the wall and Rev. Acreman has also suggested somebody who he feels will carry out the work sympathetically. Finally we have received a letter from OCC Highways seeking our views on pollution caused by street lighting and whether it would be acceptable to switch the lights off between, say, 12.30 and 5.30 am? Cllr Hayward had researched the issue and contacted Jane Taylor, the Crime Prevention Officer with Thames Valley Police, as the key issues seem to be Prevention of Crime, Road Safety and the Perception of Crime. She pointed out that there are a number of villages in Cherwell which do not have street lighting and their crime rate is the same as in the lit villages, essentially because most crime against the property is actually in the form of break-ins during daylight hours. There is also no road safety case for keeping lights on all night. Cllr Hayward had canvassed the Low Carbon Hook Norton Group which is in favour of a switch-off but there remains the perception of crime, particularly among older residents. Cllr Stubbs stressed the concerns of the elderly and that any change would need to be dealt with in a thoughtful and democratic manner. After further discussion it was agreed to insert a flyer in the next Newsletter to canvass the feelings of parishioners. Cllr Stubbs also enquired whether it might be possible to invite somebody knowledgeable on these issues to address a future meeting of the PC and while this will be considered there was a feeling that any such person would have their own agenda.

(d)Hook Norton War Memorial Hall – In the absence of Cllr Walsham Cllr Jelf referred to the Note of a meeting of the Working Group held on 4 March. Cllr Stubbs expressed the view that the Hall is now always clean and welcoming and thanked the new cleaner on behalf of the Group for her efforts.

(e)Norman Matthews Community Hall – Cllr Jelf commented that at long last OCC has acknowledged that there is essential maintenance to be done before we can renew the lease and it is anticipated that this will be put in train early in the new financial year.

8.  Report on District Council Matters

    District Cllr Irvine reported that there is to be a recycling campaign throughout the region during March to encourage residents to hand in small electrical goods which otherwise tend to be simply thrown away. A mobile collection point will be in the car park at the Sports Centre on 21 March and there will also be a facility to collect old clothing for a modest fee. The Clerk confirmed that he has arranged for a note of these facilities to be placed in the Banbury Guardian.

9.  Report on County Council Matters

    Cllr Jelf had nothing to report on this occasion although he did remind those present that this is an election year.

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

    Mr Porter presented the schedules of receipts and payments and sought approval to pay the cheques itemised totalling £2827.59 for the PC and £592.21 for the MH.  Cllr Stubbs moved acceptance of the payments detailed and this was seconded by Cllr Leader and approved unanimously.

(i) Risk Assessment/review of Fidelity Insurance – the Clerk reported that, although most items are looked at regularly, it is necessary to review the Risk Assessment annually and note this in the minutes. The report had circulated amongst councillors and the Clerk also referred to the level of fidelity insurance which, at £25000, was also considered and held to be adequate. Cllr Brotherston moved that we continue at the current level and this was seconded by Cllr Hayward and approved unanimously.

11. Local Authorities (Members Allowances) – Parish Allowances Scheme

This matter is discussed annually and previously councillors rejected the payment of basic allowances and resolved to pay travelling and subsistence allowances if appropriate. Cllr Jelf proposed 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 seconded and the motion was passed unanimously.

12. The Beam Scheme

    Cllr Stubbs referred to her comments on this issue at the previous meeting and told members that Burbage, a village in Wiltshire, had initiated a scheme to bulk buy oil from one supplier which in turn provides a significant discount and also sets aside a further 0.25p per litre bought to be used by the residents to support local good causes. She had attended a meeting of the Low Carbon Hook Norton group who expressed interest in the scheme and wondered if this was something the PC should be involved with. From the chair Cllr Jelf expressed the view that this is a commercial venture and while we could lend it our moral support it is not something the PC should be actively involved with. Cllr Hayward pointed out that, if a scheme was to be set up in HN any funds received could be submitted to the Hook Norton Charitable Association for distribution.

13. Correspondence

The Clerk reported that, unusually, there was only one item of correspondence to consider this month, a request from Oxfordshire Advice Centre for a donation. It has been the policy of HNPC to only donate to village organisations and it was agreed that this was not something we would support.

14. Questions and Comments from Members of the Public

      There were no questions on this occasion.

16. Date and Time of Next Meeting

    Thursday 9th April 2009 [Annual Parish Meeting] in the Memorial Hall commencing at 7pm

There being no further business Cllr Jelf closed the meeting at 8.25pm

Signed ……………………………………….

[Chairman Hook Norton Parish Council]

Dated 9th April 2009

HOOK NORTON PARISH COUNCIL

MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 12th FEBRUARY 2009 AT 7.40pm FOLLOWING A PRESENTATION TO COUNCILLORS BY JON BREWIN, ARBORICULTURAL OFFICER AT CDC

Present: Councillors: Timms [Chairman], Walsham [Vice Chairman], Barnes, Brotherston, Hayward, Jelf, Leader, Millar, Riley and Stubbs, together with Mr Porter [Parish Clerk] and one member of the public present.

1.  Apologies for Absence

    were received from District Cllr Irvine.

2.  Chairman’s Announcements

    The Chairman wished those present that he had not seen in recent weeks a Happy New Year and informed the meeting that, due to other commitments, he would have to leave at 8.30 pm and he hoped that most items could be dealt with in the that time.

3.  Minutes of previous meeting, 11 December 2008, and matters arising

    It was proposed by Cllr Hayward, and seconded by Cllr Brotherston, that the minutes of the previous meeting be accepted as a true and accurate record and this was passed unanimously by those who were at that meeting. There were no matters arising not covered elsewhere on the agenda.

4.  Declarations of Interest

Cllr Hayward declared an interest in a planning application [Item 5].

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

    Cllr Walsham reported that only four applications had been received for consideration since the last meeting and the only objection related to the proposed conservatory at Cornerstones which was considered to be over-development of the site. After the Planning Meeting he had received comments from Mr Trussler about the application relating to Hare Cottage and these were passed on to the Planning Officer. At the previous meeting it was suggested that a Planning Officer should attend to explain the changes in the permitted development area but the Clerk had subsequently learned that it is planned to hold a series of meeting across the District to bring all PCs up to speed and he is in correspondence with Bob Duxbury, from CDC, about such a meeting which it is hoped will be in the Memorial Hall with representatives of neighbouring parishes also attending. Cllr Walsham also informed the meeting that Mr and Mrs Porter’s Appeal against CDC’s decision to refuse their application to develop the land adjacent to Ruabon was dismissed and one application we had not objected to, the extension at 8 Well Bank, has been refused by CDC.

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

   There were no comments on this occasion.

7.  Report of Working Groups

(a)Recreation & Open Spaces Group – Cllr Leader informed the meeting that he has spoken with the Trust for Oxfordshire’s Environment about a possible grant for the proposed planting of bushes by the wall in Watery Lane and he has obtained application forms which have to be submitted by 9 April. There are no major problems in the park with Mr Marshall continuing to carry out routine maintenance although there will be a need to look at the requirement for bark once the weather improves. The Clerk wondered whether a more permanent solution would be better and will obtain information on wet pour. However it was agreed that the ideal would be to replace equipment, possibly making the site more compact, which would aid maintenance, and members of the working group will look at Steeple Aston Play Area later in the Spring.

(b)Cemetery & Allotments – Cllr Brotherston commented that we had received a further complaint from a parishioner who had thought a grave had been vandalised when it had actually had soil laid on it by the gravedigger using surplus from a freshly dug grave to help level out the ground. The uneven nature of the ground is a problem and although we appreciate concerns of residents it was generally agreed that levelling in this way is beneficial and we would not wish to deter the practice. Cllr Brotherston has agreed to make a quarterly inspection of the Allotments with a member of the Allotment Association to ensure that all plots are being properly utilised. The Chairman wondered if the Allotment Association would now be prepared to take over the annual collection of rents and certain ideas will be discussed with their Chairman.

(c)Environment – Cllr Millar commented that a rail in the fence across the recreation area at Ironstone Hollow has disappeared. After discussion it was felt that it would be more appropriate to replace the fence with some established bushes to meld with those we put in several years ago.

(d)Hook Norton War Memorial Hall – Before Cllr Walsham began his report the Chairman thanked everyone who attended the hall one Saturday to help clean the tables chairs which now look much improved. Cllr Walsham reported that the shrubs and saplings in the garden have been cleared by Tim Burchell, the stage has been altered by Cllr Brotherston to store Hooky Players staging and the front door sensor replaced, an external tap has been fitted and the old clock has been replaced. Cllrs Brotherston and Riley have effected temporary repairs to the fire door. Bicester Roofing is coming next week to attend to the roof. Bookings remain steady and thanks were expressed to Mr Tobin for the kind donation to funds from the Market.

(e)Norman Matthews Community Hall – Cllr Jelf commented that nothing significant has happened and OCC are waiting for the new financial year before they will carry out the essential maintenance. He has informed the Church of the position.

8.  Report on District Council Matters

    In the absence of District Cllr Irvine there was nothing to report but the Chairman expressed concern that, due to the adverse weather, the green bins had not been emptied the previous week and, despite a notice on CDC’s website indicating that those missed would be serviced by Monday of this week, the collection had not taken place until today. It was agreed that this delay was unacceptable and the Clerk was asked to write to CDC to express our concern and send a copy to Cllr Irvine.

9.  Report on County Council Matters

    Cllr Jelf acknowledged the major problems experienced by residents over the past ten days of winter weather and stated that OCC had become complacent following a series of mild winters and, in common with most other counties, they had allowed salt stocks to become too low. Regulations state that bus routes and access to schools and the fire station must be kept clear but other roads were not cleared and remain treacherous. The Chairman thanked Cllr Jelf for his prompt action in ensuring that Bourne Lane would be gritted in future following an accident on that road which is much used by through traffic. He went on to add that the recent problems caused by the weather, culminating in the village being cut off on Friday of last week, make a mockery of CDC’s contention that Hook Norton is a category I village for new housing. Concern was also expressed about the general state of the roads and the number of potholes and Cllr Stubbs asked whether Highways would survey all roads for frost damage once the snow disappears as the damage caused is likely to be severe. Cllr Walsham reported that he had already had a meeting with Highways about the surface of Queen Street and they are going to carry out an assessment. After further discussion it was agreed that members of the Environment Working Group would compile a list of areas of significant damage and this will be reported to Cllr Jelf who will take the matter up directly with Highways. The Clerk was also asked to write to the Leader of OC to express our concern about the lack of attention given to the major roads serving such a large village. Finally Cllr Jelf reported that in accordance with stated aims OCC is to further reduce the rate of increase in council tax to 3.75% for the next financial year.

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

    Mr Porter presented the schedules of receipts and payments and sought approval to pay the cheques itemised totalling £3594.50 for the PC and £608.64 for the MH, plus a further anticipated invoice from the PC’s account for a delivery of heating oil to the Memorial Hall. He also mentioned that a cheque itemised, to Chubb Fire, is unlikely to be paid as there is now doubt that the equipment has been serviced as claimed.  Cllr Jelf moved acceptance of the payments detailed and this was seconded by Cllr Riley and approved unanimously. Cllr Jelf then enquired whether the PC would be prepared to pay to have a further grit bin installed at the junction of Bell Lane and Down End at a cost of £150 + VAT. It was proposed by Cllr Barnes that the bin be bought and this was seconded by Cllr Stubbs but the motion was defeated by five votes to three with one abstention.

11. Bus Stop Outside Church House

    The Chairman reminded councillors that this matter had been discussed in August when a request that the bus stop be moved closer to the church was rejected. Following representations by Mr and Mrs Lomas, who live at Church House, we agreed to reconsider our position at this meeting. As the issues were well known to councillors, who had had plenty of time to revisit the location and reconsider their views, he proposed that a vote be taken, Cllr Stubbs expressed the view that, as she was not at the August meeting, she would like to have the issues explained more fully She wanted the Clerk to formally record her concern about proceeding to a vote without reconsideration of the issues. At this point the Chairman left the meeting and Cllr Walsham took over the chair. Cllr Millar then suggested that everyone should comment if they had anything to add to the debate and Cllr Stubbs expressed the wish for a clearer understanding of the issues and Cllr Barnes commented that she could not see a reason for objecting to the move. Cllr Walsham asked councillors to vote on whether the bus stop should be moved and the consensus was that it should remain where it is by seven votes to two.

12. The Beam Scheme

    Cllr Stubbs referred to a report in The Times about rural communities which have to rely on oil or bottled gas being exploited and having to pay up to one-third more for their heating. Some communities are benefiting by forming oil co-operatives to arrange for bulk buying from one supplier and the BEAM Scheme is one such arrangement which has resulted in a saving in fuel costs plus a payment from the supplier to the community, which can be used to benefit local projects. Cllr Riley reported that there are already two similar schemes in existence within the village and he will supply Cllr Stubbs with details to enable her to make further enquiries with a view to this issue possibly being reconsidered at a future meeting.

13. Middle Hill

    Following a representation by John Morris to the Clerk Cllr Jelf has asked Highways to repair the damaged post at the top of Middle Hill and he has also enquired whether it would be possible to put in a hand rail which would be beneficial to older residents, particularly in icy conditions. OCC would only erect such a rail if the PC paid for it and we have asked for the likely cost so that this may be considered.

14. Correspondence

     Cherwell District Council:

(i) Spring Clean 2009 – details of this year’s campaign. In the past we have asked the Guides and Brownies to carry out the work and the Clerk had been in touch with Julie Wood who has confirmed that they will be happy to do it again this year and the date has been provisionally set for Monday 20 April. Cllr Jelf proposed that a donation of £50 be made to each pack and this was seconded by Cllr Walsham and passed unanimously.

(ii) Recreation Strategy – Review of Action Plan – to circulate

(iii) Cherwell Rural Strategy – Final Proposal Draft – to be circulated

      Other:

(i) West Oxfordshire Citizens Advice Bureau – request for donation – the Clerk reminded councillors that it has been the policy of HNPC to only donate to village organisations. Cllr Stubbs wondered if, with CAB claiming to have 15 new referrals from the village, it would be beneficial to make a small donation. After discussion it was felt we should not change our policy.

15. Questions and Comments from Members of the Public

      Mr Tobin commented that he was pleased that the PC had decided to leave the bus stop in its present      position as moving it would only increase congestion where the road narrows. Comment was also made that hedges in Swerford Road need to be cut back and the ditches should be cleared. Cllr Jelf offered to look into this matter.

16. Date and Time of Next Meeting

    Thursday 12th March 2009 in the Memorial Hall at 7.30pm

There being no further business Cllr Walsham closed the meeting at 9.05pm

Signed ……………………………………….

[Chairman Hook Norton Parish Council]

Dated 12th March 2009