HOOK NORTON PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY, 12 MAY 2016 at 7.30pm
Present: Councillors: Kane, Watkins, Hicks, Griggs, Henderson, Brotherston, McCall-McCowan, Duggan, Mrs Watts (Parish Clerk) and four members of the public
Apologies for Absence – Cllr Wright, Matthews, County Councillor Reynolds and District Cllr Brown
Election of Chairman: The Parish Clerk asked for nominations for Chairman. Cllr Hicks proposed that Cllr Kane, who indicated her willingness to stand, be asked to be Chairman for the coming year. This was seconded by Cllr Griggs. There were no other nominations and the proposal was passed unanimously. Cllr Kane signed her Declaration of Acceptance of Office and took the Chair.
Election of Vice-Chairman: Cllr Kane proposed that Cllr Watkins, who indicated her willingness to stand, be elected as Vice-Chairman. This was seconded by Cllr Brotherston. There were no other nominations and the proposal was passed unanimously. Cllr Watkins signed her Declaration of Acceptance of Office.
Declarations of Interest: Cllr Hicks declared an interest in item 8b, allotments. Cllr McCall-McCowan declared an interest in the stream by her property
Appointment of Responsible Financial Officer: Cllr Kane proposed that the Parish Clerk be appointed as Responsible Financial Officer for the coming year. This was seconded by Cllr McCall-McCowan and passed unanimously.
Appointment 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.
Appointment of Councillor to Heath Allotment Trust: Cllr Kane proposed that Cllr Brotherston be appointed to the Heath Allotment Trust to represent the Parish Council. This was seconded by Cllr Hicks and passed unanimously.
Minutes of Previous Meeting held on 14 April 2016 and Matters Arising
Cllr Hicks proposed that the minutes of the meeting on 14 April 2016 be resolved as a true and accurate record of the meeting. This was seconded by Cllr Griggs and passed unanimously.
Report of the Planning Co-Ordinator on Planning Applications – Annex 1
Three planning/TCA applications had been received since the last meeting. There were no objections.
Cherwell District Council had granted four applications.
Cherwell District Council has determined that 16/00613/AGD, OS Parcel 7300 West Chipping Norton Road does not require Prior Approval.
Cherwell District Council has refused 16/00462/F, installation of external wall insulation at The Co-op, High St.
Oxfordshire County Council has approved MW.0040/16, MW.0042/16 and MW.0043/16 at Ferris Hill Farm.
Application 16/00203/F, Berryfield Farm has been withdrawn by the applicant.
To Invite Members of the Public to Comment on Planning Applications: following the recent election, a resident asked which District Councillor would deal with planning disputes and other complaints. The Parish Clerk explained that with effect 5 May, three Councillors now cover the Deddington Ward; Cllrs Brown, Williams and Kerford-Byrnes. Cllr Hugo Brown will generally cover Hook Norton, Milcombe, South Newington and Wigginton (email@example.com) although the other two Councillors will deal with complaints if Cllr Brown is not available.
Reports of Working Groups
a) It was reported today that a manhole surround and cover in the play area is unsafe. It will be cordoned off and Thames Water will be alerted.
Cemetery and Allotments
a) All allotment rents for 2016-2017 have been paid.
b) Councillors approved a request for a small shed (6’ x 4’) to be erected on Plot 28A.
c) Correspondence received regarding the tenancy of Plot 23 was discussed briefly. The Chairman of the Allotment Association will deal with the complaint in the first instance.
d) Councillors approved a request from the Allotment Association to erect a noticeboard on site.
e) Dogs are being allowed to foul the allotments, cemetery and play area and owners are not picking up after them. This is a health hazard and gets in the mowers.
f) A complaint has been received about the grass cutting contractor mowing too close to a headstone in the top cemetery.
g) A wall has collapsed in the cemetery. Cllr Griggs will ask David Smith to deal with this as a matter of urgency.
h) Cllr Griggs will arrange for Japanese Knotweed in the cemetery to be treated.
i) Review of charges for memorials: there is currently no specified charge for a 6’ x 3’ kerbstone being put on graves. Cllr Hicks proposed that in future a charge of £150 be made. This was seconded by Cllr Brotherston and passed unanimously. The Parish Clerk will advise undertakers and stonemasons.
a) The stile off Burycroft Road needs repair. Cllr Griggs has spoken to Dan Weeks, the OCC footpath warden.
b) The stream seems to be flowing better now that vegetation in the stream has been cleared near Brymbo Cottages.
c) Additional dog bins: Cllr Kane proposed that four more dog bins be purchased at a cost of £1,338.40. This was seconded by Cllr Hicks and passed unanimously. The Parish Clerk will place the order.
d) Cllr Wright has been tidying paths in the village.
e) The verge by The Grange has been re-instated by A C Lloyd.
f) Noticeboards advertising The Grange are still in place because there are houses on the development still for sale.
Hook Norton War Memorial Hall
a) Hire of hall: the Film Society had asked for a reduction in hire fees per hour. Councillors unanimously refused the request.
b) Councillors thanked Wendy Gordon for tidying up the outside of the Memorial Hall.
c) The old dog bin on the Memorial Hall gate will be replaced.
d) Cllr Watkins will obtain a quotation for updating the front porch light and for putting lights outside other external doors.
Hook Norton Neighbourhood Plan: Cllr Hicks had nothing to report.
Changes to Bus Timetables: County Cllr Reynolds has reported that new bus timetables for the Hook Norton/Banbury route have not yet been decided due to the allocation of S106 monies being delayed.
Queen’s 90th Birthday Celebrations and re-launch of the War Memorial Hall: this will take place in the Memorial Hall and gardens on 18 June from 2.00 – 6.00pm. Cherwell District Council has approved a £500 grant towards the cost of the event. FOHNS will provide food. Hook Norton Brewery will brew a special beer from a 90 year-old recipe and this will be available to buy on site. There is a competition for residents to name the brew. A Temporary Events Licence has been applied for, as has a road closure order between Sibford Road and Mobbs Lane.
Attendance List 2015 – 2016: The Parish Clerk had circulated Councillors’ Attendance List for 2015 – 2016 before the meeting (Annex 2).
a) Cllr Kane proposed that the Parish Council pay £435.37 for a defibrillator for the Primary School. This was seconded by Cllr Hicks and passed unanimously.
b) Cllr Kane proposed that Rainbows, Hook Norton Brownies, 1st Hook Norton Guides and Hook Norton Senior Guides be given grants of £75 per organisation for litter picking the village in April. This was seconded by Cllr McCall-McCowan and passed unanimously.
Finance/Schedule of Receipts and Payments for Authorisation by the Council:
The Parish Clerk presented the schedules of receipts and payments and sought approval to pay the cheques itemised on the schedules for May totalling £6,901.01 for the Parish Council (Annex 3) and £314.51 for the Memorial Hall (Annex 4). Cllr Kane moved acceptance of the payments detailed. This was seconded by Cllr Griggs and agreed unanimously.
To Approve End of Year Accounts for 2015-2016:
The Parish Clerk confirmed that an internal audit of both the Parish Council accounts and the Memorial Hall accounts for 2015 – 2016 has been conducted by Mr David Ralls (MAAT), Banbury with no matters arising. The Parish Council accounts will now be sent to external auditors BDO for verification. The Parish Clerk and Responsible Financial Officer had circulated the Parish Council year-end figures and balances before the meeting. These were unanimously accepted as a true and accurate record and signed-off by the Chairman and Responsible Financial Officer (Annex 5).
The Parish Clerk had forwarded all correspondence to Councillors during the month. There were no matters outstanding.
Complaints have been received about large stones being put on the highway at the base of a newly grassed area outside a house at the end of Chapel Street. OCC Highways has been contacted.
The Parish Council will object to the Oxfordshire Strategic Economic Plan which is out for consultation from 21 April to 21 May because the overall growth targets are not up for debate.
To Invite Questions and Comments from Members of the Public:
A resident asked whether the Parish Council will pay to cut the verges by The Pear Tree public house and 1 Brookside. Cllr Kane will obtain an estimate from the Contractor for this additional work but it is envisaged that this will be possible.
a) There were no matters arising.
The next Parish Council Meeting will be held on 9 June 2016 at 7.30pm in the Memorial Hall.
There being no further business Councillor Kane thanked everyone for attending and closed the public meeting at 8.50pm.