March 2013

13/38

Apologies for Absence – Councillor Cooke, Councillor Millar, County Councillor Jelf, District Councillor Irvine

13/39

Chairman’s Announcements – Councillors welcomed the reduction in emails.

13/40

Minutes of Previous Meeting held on 13 February 2013 and Matters Arising

It was proposed by Cllr Usher and seconded by Cllr Hicks that the minutes of the previous meeting on 13 February 2013 be accepted as a true and accurate record and this was passed unanimously.

13/41

Declarations of Interest – Councillor Usher declared an interest in the Bourne Lane Development. Councillor Hayward declared an interest in Library Funding. The Chairman asked latecomers to declare any interests as they arrived and there were none.

13/42

13/42/1

 13/42/2

Report of the Planning Co-Ordinator on Planning Applications Received

No new planning applications or TCA applications had been received.

 Cherwell District Council had granted three applications, including:

• The felling of an oak tree at Walnut House, East End, which the PC had objected to.
• A C Lloyd at Stanton Engineering and S106 – demolition of industrial buildings and erection of 31 houses.

13/43

To Invite Members of the Public to Comment on Planning Applications – There were no comments from the members of the public attending.

13/44

Reports or Working Groups

13/44/01

Recreation – Cllr Leader reported:

• Empty aerosol cans have been found at the play area and near the doctors’ surgery. The Police are aware.
• Pete Hibberd had started laying a slab path in the play area. When the work is complete the gate will be locked with only authorised users having access to the lock combination.
• Replacement bark has been delivered and the play equipment repaired.
• Replacement signage is needed.
• Some small fires have been lit in the park.

13/44/2

Cemetery and Allotments – CllrUsher reported:

• A major limb on a mature conifer in the lower part of the cemetery had broken off. Cllr Hayward has asked Ben Acreman to carry out a safety check on the remainder of the tree. Cllr Usher to chase.
• The PC is waiting for a safety report of headstones from Pete Hibberd. Cllr Shepley- Cuthbert to chase.

13/44/3

Environment – Cllr Hayward reported:

• The Clerk has written to three companies asking for quotations for repairs to walls at ‘Birch Lea’ in The Shearings and the wall along the path at the playgroup side of the playground. One company had been in contact; repairs to the park wall are probably more urgent than first thought. A second contractor has contacted the Clerk. Cllr Usher has details of another contractor and he will pass them to the Clerk.

• Geoff East has kindly trimmed back hedges in Orchard Road/Hollybush Road.
• The Clerk was asked to put a note in the Snippets asking for volunteers to trim back hedges/brambles in a) the Hollybush Rd end of Ironstone Hollow by the post box and b) at the left hand entrance to Ironstone Hollow itself (overgrowing path). The hedge on the main road by the bus stop is most likely the responsibility of OCC Highways. The Clerk will contact them but as the hedge is not growing over the path it is unlikely that they will attend to it.
• No decision had been made regarding the request for more salt bins.

13/44/4

Hook Norton War Memorial Hall – Cllr Brotherston reported:

• He had received an email report from the structural engineer confirming that the Memorial Hall should be re-inspected every six months to ensure that there is worsening of the movement in the walls. The Clerk will notify the Insurers.
• The oil had run out again this month and as a result of this, engineers had to be called to bleed the system before the boiler could be used again. A further supply of oil had been ordered and delivered. Councillors expressed concerned about the amount of oil being used per month, the cost of which is met by the PC. The Clerk was asked to provide Councillors with details of PC spend on the Memorial Hall over the last two years and details of hire fees received by the Memorial Hall for the same period.
• Cllr Brotherston proposed that the windows of the Memorial Hall be cleaned once each Spring, rather than four times a year. This was seconded by Cllr Usher and unanimously agreed.
• A User Group Meeting is to be arranged soon.

13/44/5

Neighbourhood Plan Sub-Committee – Cllr Hicks reported:

• 30 Neighbourhood Plan survey forms have been returned by residents and details are being collated. A template of questions is being put together for Steering Group members who will soon be visiting local groups (doctors, shops, playgroup, the school, pubs). The next Steering Group meeting is on 18 March.

13/45

Report on District Council Matters – District Cllr Irvine had not submitted a report.

13/46

Report on County Council Matters – County Cllr Jelf had not submitted a report.

13/47

13/47/1

13/47/2

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 £6,414.65 for the Parish Council and £244.11 for the Memorial Hall.

Cllr Brotherston moved acceptance of the payments detailed, this was seconded by Cllr Usher and approved unanimously.

The Clerk had prepared end of year figures showing spend/budget. Councillors were pleased to note that spending was within budget, with a small surplus being rolled over to 2013/2014.

13/48

Appointment of Internal Auditor

A new internal auditor is needed to audit the PC and Memorial Hall accounts. The Clerk put forward the name of Mr David Ralls AAT; part ACCA, Springfield Avenue, Banbury. The fee will be £200. The Chairman proposed that Mr Ralls be appointed as internal auditor, seconded by Cllr Casson and unanimously agreed.

13/49

13/49/1

13/49/2

Heath Allotment Trust – Appointment of Trustees 2013 – 2014

Councillors unanimously agreed that a member of the Parish Council should be nominated as a Trustee of the Heath Allotment Trust to ensure better liaison between the PC and the Trustees. Having offered to stand, Cllr Shepley- Cuthbert proposed that Cllr Brotherston be elected as a Trustee for 2013 – 2014. This was seconded by Cllr Hayward and unanimously agreed.

 Councillor Shepley- Cuthbert reported that Pauline Walters, Ray Jelf, Ray Gasson, Nigel Shields and Clive Timms had agreed to stand again as Trustees for 2013 – 2014. Cllr Usher proposed that the PC gratefully accept their offers to stand again and appoint them as Trustees for 2013 – 2014. This was seconded by Cllr Hicks and unanimously agreed.

13/50

Hook Norton Library Staffing Budget – Request for Subsidy–

Prior to the meeting, Pauline Walters from FOHNCL had submitted an action plan showing a summary of the shortfall of £9K for staffing the library from April 2015, together with a business plan. Councillors discussed FOHNCL’s request for funds from the PC at length, noting that any financial assistance would have to be made through the Parish Precept. Councillors were supportive of the initiative and Cllr Brotherston proposed that the PC agreed to fund the library by up to £4K per annum, wef 1 April 2015. This was seconded by Cllr Kane and unanimously agreed. The Clerk will start making provision for this in the budget/precept for 2014-2015.

13/51

13/51/1

 13/51/2

Grass Cutting Contract 2013 and 2014

The Clerk reported that the grass cutting contract with Aston Woodland Care comes to an end on 15 March 2013. There is an option for the PC to extend it for a further two years if they so wish. The Clerk had obtained a quotation from the Contractor for 2013 and 2014. Year 2013 would remain the same at £1,328 per month during the 8 month cutting season. This would rise by 2% in 2014 to £1,354.55 per month. Cllr Hayward proposed that the PC accept the quotations. This was seconded by Cllr Hicks and unanimously agreed. The Grass Cutting Contract will go out to Tender for the 2015 season.

Mr Bickley has supplied the Clerk with evidence of Employers’ Liability and Public and Products Liability Insurance with NFU for the period 17 July 2012 – 17 July 2013.

13/52

Affordable Housing – Cllr Shepley- Cuthbert reported that the traffic survey is complete and a report is awaited.

13/53

13/53/1

13/53/2

The Bell Inn

Cllr Shepley- Cuthbert reported that Cllr Cooke had received correspondence from Planning Officer Simon Dean at CDC stating that a meeting will take place shortly between the Development Manager, Conservation Department, Legal Services and the Enforcement Team to consider issues on the site. A copy of a letter from the Development Manager was also enclosed and the Clerk was asked to rebut paragraph 5 of that letter.

The Clerk was asked to write to CDC requesting that The Bell be dealt with under an Article 4 Direction. Councillors unanimously agreed that the Clerk register The Bell with CDC under the Community Right to Buy Scheme.

13/54

Appeal on the Proposed Bourne Lane Development – The Clerk had received a letter from the Planning Inspectorate which stated that following the closure of the inquiry, the Inspector is now preparing his report and recommendation for submission to the Secretary of State for his consideration. The Secretary of State will issue his decision on or before 4 July 2013.

13/55

Correspondence – The Parish Clerk had passed emailed correspondence to Councillors during the month.

• Cherwell District Council Spring Clean 22 March – 29 April. The Clerk had passed the details to Girl Guides’ Leader, Julie Wood who will be organising it again this year. The Brownies will also assist. It was unanimously agreed that both groups should receive £75 towards their funds in recognition of their efforts.
• Mr C Tobin, who runs the Hook Norton Market, had given the Memorial Hall £200 towards running costs. Councillors expressed their thanks for this generous donation.
• CDC has placed a Tree Preservation Order on all trees comprising of mixed woodland at the Stanton Site, Station Road.

13/56

To Invite Questions and Comments from Members of the Public – There were none.

13/57

Date and Time of Next MeetingThe Annual Parish Meeting will be held on Thursday 11 April 2013 in the Memorial Hall at 7.00pm. The Parish Council meeting will follow at 7.30pm