February 2013

Councillor Shepley- Cuthbert expressed concern at the number of emails being circulated during January and the content of some of them.  He reminded Councillors that Parish Council emails are in the public domain.  Views of the Parish Council and personal views of Councillors must be separated.  This does not preclude healthy discussions between Councillors but emotions must be tempered and professionalism maintained at all times.  It is not always possible for busy Councillors and the part-time Parish Clerk to reply to incoming emails by return.

It was proposed by Cllr Hicks and seconded by Cllr Watkins that the minutes of the previous meeting on 10 January 2013 be accepted as a true and accurate record and this was passed unanimously.

13/22/1

13/22/2

The Parish Council had received five planning/TCA applications, including two which the Parish Council objected to:

• 3/00030/TCA Fell Oak, Walnut House, East End.
• 13/00100/F & 13/00101/LB External and internal alterations to The Bell Inn.

Cherwell District Council granted six applications in January:

• 12/00321/TCA Cornerways, Down End – tree works
• 12/01621/F Pennyfarthing, Bells Lane – construction of annex, skylights
• 12/01714/F Clay Bank Farmhouse – retrospective planning permission
• 12/01714/F 1 Swiss Cottage – conservatory to rear
• 12/01676/F 4 Heath Court – retrospective planning permission (Parish Council objections were ignored by Cherwell District Council, 13/05/3 refers)
• 13/00014/TCA 5 Bell Hill, tree works

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

• Cllr Leader reported that the play area is still being well used, despite the weather.
• Cllr Shepley-Cuthbert had received a quotation from Pete Hibberd for laying a slab path in the play area in the sum of £1,750.  This was cheaper than Oxford City Council’s quotation of £2,999 and that from a contractor in Chipping Norton of £2,250.  Cllr Shepley- Cuthbert proposed that Pete Hibberd’s quotation be accepted.  This was seconded by Cllr Kane and unanimously agreed.  The Parish Clerk was asked to action the work.  When the path is laid the gate will be locked, with only authorised users having access to the combination of the lock.

• Cllr Usher reported that sheds were being erected on the allotments without authorisation first being obtained from the Parish Council in accordance with tenancy agreements.  The HNAA had provided a schedule of plots which currently have sheds on them; Councillors retrospectively authorised these structures but in future tenants must seek permission from the Parish Council via the Parish Clerk before they erect any structure on a plot. The HNAA will be asked to remind tenants of this requirement.
• The Clerk had received a request from the tenant of Plot 25 to erect a walk-in polytunnel or greenhouse on his allotment.  Councillors unanimously agreed that on request, tenants would only be allowed to erect one structure per plot or half plot, i.e. a) one small shed or b) one walk-in polytunnel no larger than 8 foot by 6 foot or c) one greenhouse no larger than 8 foot x 6 foot.   Again, HNAA will be asked to make sure that tenants are aware of this requirement.
  Since Plot 25 has no structure on it at the moment, the Parish Clerk will write to the tenant agreeing to an 8’ x 6’ walk-in polytunnel or greenhouse of similar dimensions being erected.
• Councillors retrospectively approved the erection of a greenhouse already on one plot.

• Cllr Hayward asked the Clerk to obtain 3 quotations for repair to its walls at ‘Birch Lea’ in The Shearings and the wall along the path at the playgroup side of the playground.
• R C Baker had responded to the Parish Clerk’s letter by denying that their vehicles leave a trail of mud along The Bourne. They state that if they do leave any mud, they immediately erect warnings signs and use a mechanical brush to clear the road of any mud or debris left behind.  Councillors will monitor the situation.

• Cllr Brotherston is monitoring the use of oil in the hall.
• The Parish Council had been made aware of some movement in the building and had instructed a structural engineer to provide a report to enable the Parish Council to gain costings for the remedial work.  Cllr Brotherston reported that the survey had identified a problem with the roof pushing the side walls out.  The building is currently safe to use but Councillors agreed that an annual safety certificate must be obtained from the Engineer for insurance purposes.  Cllr Brotherston will speak to the Engineer to obtain this certification.
  The report has resulted in three repair options:
  1) Use of trans-rods to stop the walls leaning out any further – £14.000.  The life expectancy of this solution unknown.  It will preclude use of the hall for badminton or by the Film Society
  2) Take off roof, shore-up and re-roof – £70,000
  3) Take off roof- shore-up, re-roof and lower ceiling – £150,000.  This would preclude use of the hall for badminton but make the hall cheaper to heat.  The cost does not include modernisation of the hall to encourage wider use.
  These substantial costs, which would have to come from the Parish Precept, raised the question of the purpose and current use of the Memorial Hall.  Councillor Hicks was asked to include a question in the Neighbourhood Plan survey form asking residents what they want from the Memorial Hall.  Hirers will also be asked their views.  Cllr Kane will write an article for the Newsletter to ensure that all villagers are aware of the problems facing the Parish Council.

• Cllr Hicks reported that the steering group met 14 January.  Survey forms are being sent out with the Newsletter and by email.  Returns are needed by the end of February.  Collection boxes are in the school, library and village shop.  The steering group meets again on 18 February.
• Cllr Watkins reported that a Neighbourhood Plan table at the village Market in the Memorial Hall on 9 February had raised a good deal of interest.

13/27/1

The Clerk presented the schedules of receipts and payments and sought approval to pay the cheques itemised on the schedules totalling £2,482.77 for the Parish Council and £182.00 for the Memorial Hall.  Cllr Hicks moved acceptance of the payments detailed, this was seconded by Cllr Brotherston and approved unanimously.

13/28/1

13/28/2

13/28/3

Cllr Shepley- Cuthbert had contacted the Trust to ascertain what insurance cover the two farmers have who rent the land.  The Trust was waiting for a reply from their tenants.

The Trustees are due to meet on 19 February.

The Parish Clerk reminded Councillors that the Trustees must be elected/re-elected at the March meeting.

Cllr Shepley- Cuthbert reported that Cllr Cooke had been in contact with Fiona Brown at Cherwell District Council and they are now trying to finalise a traffic survey using Oxfordshire County Council Highways.  This will be done in term time and will take three weeks.

Cllr Shepley-Cuthbert reminded Councillors that people with affordable housing needs should register with Cherwell District Council without delay.  It takes a number of weeks for applications to be processed; perhaps too late for Hook Norton residents to be eligible for any local properties which may become available.  The Parish Clerk will put a note in the Newsletter.

13/31/1

13/31/2

The owners of The Bell Inn have submitted new planning applications to Cherwell District Council (13/00100/F & 13/00101/LB).  The Parish Council will respond to these applications in due course.

The Parish Council is holding an open meeting at The Sun on Tuesday 19 February a 7.30pm to discuss the applications and the proposed change of business use from public house to Estate Agents (Oliver James of Oxford).  The owners of The Bell Inn, their agent and Sarah Allington from Olive James Estate Agents have been invited to attend.

Cllr Shepley- Cuthbert reported that Sir Tony Baldry made the points about a Five Year Land Supply as promised in the Adjournment Debate in the House of Commons on 18 January.  His speech can be seen online.  The decision has been formally called in by the Secretary of State but there is no indication as to when his decision will be made.

Requests for grit bins had been received from residents in Park Road, Park Hill, Rope Way and Osney Close.  Councillors agreed that the Environment Working Group should look at these areas.  The Parish Clerk advised Councillors that OCC Highways Department has to agree he suitability of a site before purchase and supply, normally after a site visit.

Cllr Kane reported that she had received an email from Mr J Smith regarding inconsiderate, dangerous and illegal parking in Sibford Road and adjacent roads at school time.  Mr Smith fears that such parking is going to cause a serious accident, probably involving a child.  The school had issued requests in its newsletters and on the web asking parents to be more considerate when parking.  The local PCSO has done a walk-by and will be reporting back to Governors soon.  The school’s Health & Safety Governor has also done a walk-by.
Councillors agreed that parking in this area is of great concern but acknowledged that there was little the Parish Council could do to make parents behave more responsibly.  The Clerk will put a note in the Newsletter asking parents to park sensibly, legally and with due consideration for residents.  Governors continue to monitor the situation.

• The Register of Interests of Members of Hook Norton Parish Council can be accessed online at Cherwell District Council (ROI Forms for Hook Norton)
• Playdale – quarterly inspection of play equipment.  Report passed to EK
• OPFA – Winter Newsletter.  Report passed to EK

There were none.

The next Parish Council meeting will be held on Thursday, 14 March 2013 in the Memorial Hall at 7.30pm.