HOOK NORTON PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY, 9 MAY 2013 at 7.30pm
Present: Councillors: Kane, Usher, Hicks, Hayward, Brotherston, Millar, Watkins, Cooke, Casson, Mrs Watts (Parish Clerk) and 2 members of the public (part)
The Parish Clerk welcomed those attending and advised Councillors that she had received a letter of resignation from David Shepley- Cuthbert that afternoon. She asked for nominations for Chairman. Cllr Millar proposed that Cllr Kane be elected as Chairman and she indicated that she was willing to stand. Cllr Casson seconded the proposal and this was passed unanimously. Cllr Kane took the Chair.
Apologies for Absence – Cllr Leader
Minutes of Previous Meeting held on 11 April 2013 and Matters Arising
It was proposed by Cllr Hicks and seconded by Cllr Brotherston that the minutes of the previous meeting on 11 April 2013 be accepted as a true and accurate record and passed unanimously. Cllr Kane signed her Acceptance of Office.
Declarations of Interest – Cllr Usher declared an interest in the Bourne Lane Development. Cllr Hayward declared an interest in HNLC.
Election of Vice-Chairman
Cllr Hicks proposed that Cllr Millar be elected as Vice-Chairman. Cllr Millar indicated that he was willing to stand. Cllr Watkins seconded the proposal and passed unanimously. Cllr Millar signed his Acceptance of Office.
Election of Responsible Financial Officer
Cllr Kane proposed that Mrs Watts (Parish Clerk) be re-elected as Responsible Financial Officer for 2013 – 2014. This was seconded by Cllr Hicks and passed unanimously.
Appointment of Working Groups
The maximum for each working group is five. Each group will elect a Chairman at its first meeting. The Chairman and Vice-Chairman of the PC to be non-voting ex-officio members of all groups. After discussion it was proposed that the groups for 2013-2014 be formed as follows:
Recreation & Open Spaces Working Group
Cllrs Leader, Brotherston and Kane
Cemetery & Allotments Working Group
Cllrs Usher and Hicks
Environment Working Group
Cllrs Cooke, Hayward and Millar
HN Memorial Hall Working Group
Cllr Brotherston, together with Ray Jelf and Brian Rider
Neighbourhood Plan Sub-Committee
Cllr Hicks and Cllr Watkins
Finance Group – finance is dealt with on a monthly basis at each Parish Council meeting. Councillors saw no reason for a Finance Group to meet at other times. Cllr Kane proposed that this group, which did not meet last year, be disbanded. This was seconded by Cllr Brotherston and passed unanimously.
Election of Planning Co-ordinator
Cllr Kane proposed that Cllr Hicks be re-elected as Planning Co-ordinator. This was seconded by Cllr Brotherston and passed unanimously.
Report of the Planning Co-Ordinator on Planning Applications Received
Four applications had been received during the month and there were no objections.
To Invite Members of the Public to Comment on Planning Applications
13/00523/F Croft House, Burycroft Road, Hook Norton. Mr Yeomans addressed the meeting and explained why he and his wife needed to add a single storey extension to their property. Councillors considered the plans and confirmed that they had no objections to the planning application. Mr & Mrs Yeomans left the meeting.
Parish Council Risk Assessment 2013-2014 and Annual Governance Statement
The Parish Clerk had circulated these details before the meeting. Cllrs noted and approved the document.
Attendance List 2012 – 2013
The Parish Clerk had circulated these details before the meeting. Cllr Millar asked that it be noted that he and Cllr Casson attended the first 5 minutes of the meeting on 10 May 2012.
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 £2,768.18 for the Parish Council and £126.50 for the Memorial Hall. Cllr Hicks moved acceptance of the payments detailed, this was seconded by Cllr Brotherston and approved unanimously.
With the resignation of David Shepley- Cuthbert, the Clerk advised Councillors that a new signatory to Parish Council accounts is required. It was unanimously agreed that Cllr Hicks be appointed. The Parish Clerk will obtain the necessary application forms.
The Parish Clerk had liaised with Zurich Municipal over the 2013 – 2014 insurance renewals. She had increased the Fidelity Guarantee Indemnity to £100K at no additional cost to the Parish Council. She had obtained a quotation for a 3 Year LTA, with a saving of just under £300 per annum. Cllrs unanimously agreed that the 3 Year LTA should be accepted.
End of Year Accounts 2012 – 2013 and Internal & External Audit
The Parish Clerk had circulated audited accounts for year ended 31 March 2013 before the meeting and sought formal approval. Cllr Usher moved acceptance of the accounts, this was seconded by Cllr Hayward and approved unanimously. The accounts will now be sent to External Auditors BDO for verification.
The Clerk had also supplied Cllrs with audited Memorial Hall accounts for the year ended
Cllr Cooke had spoken to Fiona Brown at Cherwell District Council. She was still waiting for a response from OCC Highways to the traffic survey. She had advised Cllr Cooke that Cherwell Community Land Trust will only proceed if there is general community backing for the scheme.
Assets of Community Value
Cllr Cooke had completed the application form in respect of The Bell Inn and the Parish Clerk will send this to Cherwell District Council for consideration. Other properties will be considered when this first application has been dealt with.
Cllr Hayward had received the tree survey from Sacha Barnes. The news was encouraging with very little needing urgent attention. He had not had time to do a full analysisbut the most urgent area for attention is the “hedgerow” between Ironstones Hollow recreation area and Station Road.There are a small number of trees that need felling.Watery Lane has several weak specimens and there is one Oak at the rear of Ironstones Hollow that is dead.All tree work will be delayed by the nesting season. The work will then be dealt with area by area and by matter of urgency.
The survey reports that the trees which the owner of 25 Ironstone Hollow wants to fell or reduce are all viable. As the tree the owner wants to fell is an Ash (inherently in danger and another from the village will be lost as a result of the survey) – permission for that is refused. Permission for that tree and two Oak trees to be cut back to reduce property overhang will be considered. The resident will be asked to engage a tree surgeon and forward full details of the proposed works to the Parish Council.
Request from HNLC for Use of Memorial Hall
After discussion, a request from HNLC to use the Memorial Hall for Swap Shops free of charge was refused.
Correspondence – The Parish Clerk had emailed correspondence to Councillors during the month.
To Invite Questions and Comments from Members of the Public – There were none.
The next Parish Council Meeting will be held on Thursday 13 June 2013 in the Memorial Hall at 7.30pm
There being no further business Councillor Kane thanked everyone for attending and closed the public meeting at 8.55pm.