HOOK NORTON PARISH COUNCIL
MINUTES OF THE MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 8 MARCH 2018 at 7.30pm
Present: Councillors: Watkins, Hicks, Duggan, Henderson, Porter, Wilson, Brotherston, Mrs Watts (Parish Clerk), District Cllr Brown and one member of the public
Apologies for Absence – Cllr Matthews and County Cllr Reynolds
Cllr Watkins thanked Emma Kane for her years of dedicated service to the Parish Council, especially during her terms as Chairman.
Cherwell District Council has confirmed that no by-election has been demanded by residents and that all three vacancies on the Parish Council can be filled by co-option. An advertisement for the vacancies will go out in due course.
Declarations of Interest: Cllr Watkins declared an interest in planning application 18/00141/F. Cllr Matthews had declared an interest in planning applications 18/00179/F and 18/00210/CLUE. Cllr Wilson declared an interest in the Local Community Housing Project, as the land in question backs on to her garden. Cllr Brotherston declared an interest in work carried out for the Parish Council – his company has set up new email addresses for Councillors and staff which will comply with GDPR and it will be dealing with the Xero Cloud licence for payroll on a monthly basis for the same reason.
Minutes of the Parish Council meeting held on 8 February 2018 and Matters Arising
Cllr Hicks proposed that the minutes of the Parish Council Meeting held on 8 February 2018 be resolved as a true and accurate record of the meeting. This was seconded by Cllr Porter and passed unanimously.
General Data Protection Regulations (GDPR)
Cllr Brotherston explained the difficulties smaller organisations like Parish Councils are having with the new regulations which come into force in May 2018. The sensitivity of payroll records had been addressed by purchasing a Xero Cloud licence. New email addresses for Councillors and staff have been set up and full details were passed on to Councillors and the Parish Clerk after the open meeting had closed. These are to be used as from Monday 12 March.
A policy detailing GDPR procedures will be put in place as soon as it has been approved by Councillors.
Local Airspace Development Consultation Notice:
Cllr Watkins wrote to London Oxford Airport and Osprey last week regarding the proposed change of uncontrolled airspace to controlled airspace. She had asked for details of holding points for large aircraft to establish whether or not Hook Norton would be affected by an increase in noise and air pollution. Neither had replied. Cllr Watkins will send a further email but if no response is received by 19 March, the Parish Council will send a letter of objection to the GAA which is carrying out the Public Consultation.
Appointment of Councillors to Working Groups: It was agreed that Councillors will cover the following groups;
Recreation: Cllrs Wilson and Henderson
Cemetery & Allotments: Cllrs Hicks and Duggan
Environment: Cllrs Matthews and Porter
Memorial Hall: Cllrs Watkins and Brotherston
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 to five applications but there was an objection to 18/00213/F, erection of workshop at The Nook, Netting Street.
Cherwell District Council (CDC) had granted four applications, to which there had been no objections.
To Invite Members of the Public to Comment on Planning Applications: there were no matters arising.
Reports of Working Groups
• The Parish Clerk has ordered new play equipment for the play area from Playdale. The work is currently scheduled to start on 24 April.
Cemetery and Allotments
• New tenancy agreements for allotment holders were sent out on 1 November 2017, with a deadline for return of 28 February 2018. All agreements were returned within the timescale.
• Invoices have been sent to allotment holders for rental for the coming year. The deadline for payment is 1 April. Reminders will incur a £10 administration charge.
• Chipping Norton Green Gym was unable to plant the new stock-proof thicket hedge to stabilise the bank in the cemetery and so Friends of the Cemetery had planted the hedge themselves. The Parish Council thanked them for doing this and also Sean McHugh for supplying the whips.
• Cllr Hicks is chasing the contractor engaged to repair the cemetery wall.
• The rubbish bins outside the school have been mis-used by residents and CDC will not empty them. Cllr Watkins will ask the Parish Warden to remove them from site.
• The bottle banks outside the primary school are to be removed next week. It has been agreed that they can be moved to the Sports and Social Club car park. CDC is liaising with the Sports and Social Club Committee regarding location.
• A dog bin has been ordered for the Sports and Social Club grounds.
• OCC Highways and Transport has managed to free the flag from the old bus stop pole. It will be attached to a new aluminium pole (to be painted black in keeping with the surrounding area) and installed it in its original location at The Green.
• OCC has agreed to fill the salt/grit bin rescued by residents from the depths of undergrowth in Burycroft Road.
• CDC has installed the ‘Station Road’ road sign.
Hook Norton War Memorial Hall
• The broken blind mechanisms have been repaired.
• A plumber has dealt with a problem in the men’s toilet.
• A fence panel behind the oil tank is leaning into the neighbouring property. Cllr Watkins has arranged for this to be dealt with.
• A leak in the roof has damaged the emulsion paintwork inside
• 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 was asked to write 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.
• More oil has been ordered and delivered.
• It was agreed that the Garden Club should be given a refund because there was no heating for their meeting in February.
• A User Group Meeting will be held in the hall on Monday, 9 April 2018 at 7.00pm.
Finance/Schedule of Receipts and Payments for Authorisation by the Council:
The Parish Clerk presented the schedules of receipts and payments for March 2018 totalling £12,248.74 for the Parish Council (Annex 2) and £658.05 for the Memorial Hall (Annex 3). Cllr Duggan moved acceptance of the payments detailed. This was seconded by Cllr Hicks and agreed unanimously.
Lloyds Bank and Santander have both confirmed that the Mandate Variations for new signatories have been approved.
Report on District Council Matters. District Cllr Hugo Brown reported:
I attended the Open Community Housing Meeting on 24 February and was very impressed by the presentations and audience participation. It was clear that there was a large degree of consensus on what should be taken into account when planning this development, including a mix of ages and facilities for them
Partial Review of Local Plan Part 1: this deals with Oxford’s so-called Un-met Housing Need and whereabouts, in Cherwell, to accommodate the 4,400 houses “required”. This was debated at Full Council on 26 February and attracted a very large audience of protesters, both inside and outside the chamber, principally from the Kidlington area where it is proposed that the houses should be located. This agenda item lasted for more than three hours as those against were given the floor – no one spoke in favour of the proposal. Despite all the arguments, CDC voted by a majority to approve submitting the Partial Review to formal Inspection. A number of Councillors voted against, including all the Kidlington Councillors and me.
Oxfordshire Housing & Growth Deal: this deals with the proposal announced by the Chancellor of the Exchequer in his Budget last November to provide “Oxfordshire” with £215M of funding in exchange for “Oxfordshire” facilitating the building of 100,000 new houses between 2011 and 2031, some of which have obviously been built. This was also debated at Full Council on 26 February with a recommendation from the Oxfordshire Growth Board to approve it. Despite this being a whipped vote, I did vote against and was supported by one other Conservative Councillor, with a number (principally Kidlington Councillors) abstaining. Given the vote to approve the Partial Review it was inevitable that this vote would also be lost.
Council Tax: at the Full Council on 26 February it was resolved that CDC’s share of the Council Tax would remain unchanged for a 9th consecutive year at £123.50 for a Band-D house.
Member’s Allowance: at the Full Council on 26 February it was resolved that Member’s Allowances be increased by 2% (£7 a month) in line with the recommendation of the Independent Remuneration Panel. I voted in favour of the increase but will, as in previous years, decline to accept it.
Report on County Council Matters. County Cllr George Reynolds had not submitted a report.
The Parish Clerk had forwarded all correspondence to Councillors during the month.
Cllr Hicks had been sent a copy of the questionnaire that will be sent by HNLC to residents asking for comments on the Local Community Housing Project.
To Invite Questions and Comments from Members of the Public: there were none.
AOB: there was none.
The Annual Parish Meeting will take place on 12 April 2018 at 7.30pm in the Memorial Hall.
The next Parish Council Meeting will be held on 12 April 2018 at 7.45pm in the Memorial Hall.
There being no further business Councillor Watkins thanked everyone for attending and closed the public meeting at 8.45pm.