Drayton Parish Council Minutes
of the Remote Meeting held on 7th December 2020 at 7:30pm.
Drayton Parish Councillors Present: Tamsin Crane (Chairperson), Patricia Athawes (Vice Chairperson), Richard Wade, Pervin Shahin, Shane McAleavey, Garin Schoonhoven, Claire Woollard, Graham Webb, Natasha Brand, Susan Harris.
Drayton Parish Councillors Not Present: Irma Schoonhoven.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Andrew Cooke (VWHDC), Richard Webber (OCC).
Public: 3 members of the public were present.
192/2020 Apologies for Absence. Irma Schoonhoven.
193/2020 Declarations of Interest, Dispensations or Use of Delegated Powers.
Claire Woollard has an interest in the Walnut Meadow development by virtue of being a resident on this development. Tamsin Crane has an interest in the Manor Farm development by virtue of being a resident on this development. Richard Wade has interests in the Millennium Green by virtue of being a member of the Millennium Green Trust Committee and the Allotments through being an allotment holder. Susan Harris has an interest in the Manor Farm development by virtue of being a resident on this development. Garin Schoonhoven and Irma Schoonhoven both have interests in the Dovecote development, by virtue of being residents on this development and a member of the residents’ association, and in the Allotments by virtue of being allotment holders.
194/2020 Report from OCC Councillor Richard Webber.
- Abingdon Road / Anti Skid and raised Platform. It was noted that white lines are required to warn drivers of the ramp so that they slow down. He will ask OCC officers to check that the positioning of the Manor Farm raised platform is correct. Complaints have been received.
- Light Pollution. It was noted that complaints have been received about the brightness and light pollution associated with the street lights. The bulbs will therefore be replaced with warmer bulbs that produce less glare.
- Coronavirus / Covid-19. It was noted that a supply of the new Covid 19 vaccine is due. The Churchill Hospital in Oxford will run an invitation-only vaccination service when the vaccine is available. It may be late summer before everyone who needs a vaccination will have had one. Everyone therefore needs to remain vigilant until then and follow the rules.
- Speeding Traffic. It was noted that Tamsin Crane will be sending Richard Webber an official letter of complaint regarding speeding traffic through the village.
- Pedestrian Crossing. Cllr Webber noted that this was due to be done.
- Walnut Meadows Road Adoption. It was noted that Cllr Webber is still chasing up this matter.
- Councillor Priority Fund. It was noted that Richard Webber has allocated £3,000.00 of his Cllr Priority Fund to Drayton. It was noted that the Drayton Wildlife Group would like to work with the PC to submit a funding request for some of the available funds. Matter continued under item 195/2020 Public Participation a).
- Pavement Width. It was noted that some pavements are currently unacceptably overgrown by vegetation e.g. the path between Sutton Courtenay and Drayton. In some places the width of the pavement has been reduced by as much as 50% and in some places there is no footpath at all. Cllr Webber has asked the OCC pathways officer to review the problem footpaths.
- The Dove Cotes / East Way BW1 Access. It was noted that Richard Webber is investigating why the west end access point is not open. Cllr Webber was asked why a gap could not be cut through the hedge and a proper walkway made.
194/2020 Report from VWHDC Councillor Adrian Cooke.
a) Walnut Meadow Sports Field. It was noted that a meeting has been arranged Adrian Cooke, Claire Woollard, Miller Homes and VWHDC Planning Enforcement to try and resolve the issue with the level of the sports field being too high due to the waste material buried by Miller Homes.
b) Planning Formulas. The District Council passed a motion and officially complained about the proposed new planning system. The Government has said that it will look at the formulas again.
c) Thames Water Issues. It was noted that Adrian Cooke is trying to resolve the issue with the sewers overflowing. Complaints have been received.
d) Coronavirus / Covid-19. Adrian Cooke reported that there were concerns about the upward curve. Many of the people now in critical care are under 63 years of age.
195/2020 Public Participation.
a) Drayton Wildlife Group / Councillor Priority Fund. Juliet Savage and Tracy Jesson explained and answered questions regarding their application to use some of Cllr Webbers Councillor Priority Fund for Drayton on ‘Native tree, shrub and wild flower planting and aftercare’. It was noted that the Parish Council does not currently have the General Power of Competence and so is unable to give money to schools, but a school can apply to the fund in its own right. It was also noted that the Drayton Wildlife Group need to write a constitution for the group so that it can submit applications for funding going forwards.
ACTION: Parish Council to hold an extraordinary meeting on 14th December 2020 to further consider the Councillor Priority Fund application.
b) Speeding Traffic. A parishioner expressed concern over the speed of traffic through the north end of the village. Cllrs explained that the 30mph signs used to be nearer to Abingdon, but that OCC had moved them. The police had objected to attempts to moving them back a bit further towards Abingdon. It was noted that the speeding problem is caused by traffic driving both ways through Drayton.
196/2020 Minutes of the Previous Parish Council Meeting. The minutes of the previous Parish Council meeting were approved and signed by the Chairperson.
Proposed: Tamsin CraneSeconded: Patricia Athawes Resolved: 9 for and 1 abstention (by a Cllr who had not been present at that meeting).
197/2020 Action Checklist from the Previous Meeting was reviewed and updated, during which other suggestions for how some of the Cllr Priority Funding might be used were discussed.
198/2020 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments. The list of October payments for approval at the November meeting had been circulated prior to the meeting. The 2 councillors authorised by the Council to approve the online payments at the beginning of October were Patricia Athawes and Graham Webb and were also authorised to approve the payments that are required to be made at the start of January 2021. As some payments must be made at the start of each month e.g. HMRC Tax & NI, this will become a regular requirement when the Parish Council meetings move to be held on the second Tuesday of the month in 2021.
b) Bank Reconciliation had been circulated prior to the meeting and was noted.
c) Disposition of Council Funds had been circulated prior to the meeting and was noted.
d) Minutes. The draft minutes from the meeting of the Finance & Personnel Committee that was held on Monday 16th November 2020 were noted.
e) Budget Review. The updated budget review was noted.
f) Budget for 2021-22. The Council resolved to approve the budget for 2021-22.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
i) Precept for 2021-22. it was resolved to submit a precept demand of £97,813.00 for 2021-22 to the District Council. This is the same amount as was requested in 2020-21 but, because there has been an increase in the number of houses occupied in the parish, this should result in a slight reduction for households.
Proposed: Patricia Athawes Seconded: Richard Wade Resolved: Unanimous
ii) Fees and charges for Allotments and the Burial Ground. It was resolved to increase the allotment charges to £10.00, £15.00 and £20.00 (depending on the plot size). It was noted that 1 year’s notice is required to be given to existing plot holders.
Proposed: Patricia Athawes Seconded: Natasha Brand Resolved: 8 for and 2 abstentions (by Cllrs with a general interest)
It was agreed to consider and agree the burial ground fees at the extraordinary meeting on 14th December 2020.
f) External Audit. It was noted that the external audit had been completed and that there were no matters arising. The Conclusion of Audit Certificate has been posted on the Parish Council website and notice board.
g) Annual Review of the Asset Register. It was noted that the Annual Review of the Asset Register has been undertaken. Several matters requiring attention were noted including the need for defibrillator signage, and the village hall plant pots and bike racks needing some TLC.
ACTION: Deputy Clerk to ask Village Caretaker to repair broken post down Sutton Wick Lane and follow up replacement bin for the pond at the Millennium Green with the Millennium Green Trust.
h) Risk Assessment. It was resolved to approve the updated risk assessment for 2020, that includes the change of Internal Auditor and the addition of the Sutton Wick pond.
Proposed: Patricia Athawes Seconded: Tamsin CraneResolved: Unanimous
It was noted that the specific risk assessment sheet for the pond at Sutton Wick is still to be finalised.
i) Project Manager. It was resolved to approve the advert for the Project Manager Vacancy.
Proposed: Tamsin Crane Seconded: Richard WadeResolved: 9 For and 1 Abstention
ACTION: Deputy Clerk to upload advert to Facebook, Website, Noticeboard and Chronicle. The Clerk will refer a resident who has volunteered his services to help the Council deliver projects will be referred to the advert.
j) S137 Grant Application. It was resolved to approve a s137 grant application for £4,000 from DAMASCUS for 2020-21.
Proposed: Graham Webb Seconded: Richard WadeResolved: Unanimous
ACTION: The Clerk will pay this grant at the end of December 2020 when she sets up other payments with the bank.
k) Play Area Surface Repair Walnut Meadows. The rubber floor matting in the Walnut Meadow children’s play area has lifted in places. It was noted The Deputy Clerk has obtained a quotation from Kompan UK Ltd to repair part of the play surface at a cost of £713.33 ex VAT, but there does not appear to be any guarantee offered with the repair work.
ACTION: Deputy Clerk to find out from Kompan UK how much the pegs would cost to re-secure the matting to the ground as an alternative solution.
199/2020 Planning Committee (Graham Webb). See Appendix B.
200/2020 Neighbourhood Development Plan Working Group.
a) Footpath Improvement. A contractor spent 2 days clearing BW29 at a cost of £600.00 + VAT. They found the culvert and cleared the ditch, and it was noted that there is already a great improvement to the bridle way.
b) Manor Farm to Gravel Lane Footpath Link. The Council discussed a Cala Homes proposal to modify the Gravel Lane Footpath Access to Manor Farm to reduce the gradient and make it safe for pedestrians. It was agreed that the Council could not approve the current proposal.
ACTION: Richard Wade to liaise with Cala Homes and ask them to either: i) construct the footpath to the specification in the original approved plans, or preferably, ii) install a path that instead of featuring a switchback would include a curve that would finish at the same point as the path in the original drawing.
201/2020 Public Art Working Group (Pervin Shahin).
a) Entrance Gates. It was noted that the S106 application for funds for the entrance gates to the village has been approved. The Council is now awaiting drawings from the artist.
b) Walnut Shaped Bollards for the Village Green. It was noted that the S106 application for funds has been submitted to the VWHDC and approval is anticipated to be given soon. It was also suggested that a plan view is required to enable Cllrs to confirm that the proposed positioning of the walnuts would fulfil the objective of stopping people from parking on the grass. Cllr Shah said that the artist would be happy to do this but needs a drone picture or map to work off.
ACTION: The Deputy Clerk and Cllr Garin Schoonhoven will try to find something suitable that can be forwarded to the artist.
202/2020 Allotments.
a) Inspection. It was noted that the site inspection held on 3rd November 2020 had identified 4 allotment plots that showed no sign of activity, and a further 6 plots that showed little sign of activity. The Clerk has sent letters to these plot holders reminding them of the need to cultivate their plots if they wish to retain them.
b) Water Troughs. It was noted that volunteers have dug the trenches and laid the water pipes for the 4 new water troughs.
Reserved Business. Exclusion of the Public and Press. In view of the nature of the business to be transacted any members of the public and press were temporarily excluded from the meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
203/2020 Burial Ground. An updated was noted.
End of Reserved Business.
204/2020 Items to be noted from Parish Councillors. None.
205/2020 Date of the next Meetings. There will be an Extraordinary Parish Council meeting on Monday 14th December. The next scheduled monthly meeting will be on Tuesday 12th January 2021.
The Chairperson declared the meeting closed at 10:10.
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments: £500 or more
£
S137 Grant to the Caudwell Day Centre 6,000.00
McVeigh Parker & Co Ltd – allotment troughs 720.00
Salaries 1,400.08
M Hopkins JCB Hire – clear ditch BW29 720.00
Disposition of Council Funds as at December 2020
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £215,462.23 0% Current Acct
NS&I 779 £20,341.19 0.80% Savings Acct
Unity Bank 554 £15,185.52 0.10% Projects Acct
Total £250,988.94
Appendix B
Planning Committee Applications
| P20/V0494/FUL. Farm building with access and apron. Land to West of 7 Oday Hill Drayton Abingdon OX14 4AB. PC: Objection: See June 2020 Planning Minutes for details. VWHDC: Planning Permission on 16th November 2020. |
| P20/V1493/HH. Single storey link between house and detached games room. 45 Hilliat Fields Drayton Abingdon Oxfordshire OX14 4JF. PC: Support. VWHDC: Pending. |
| P20/V2047/FUL. Variation of condition 2 (approved plans – to allow minor elevational amendments and the inclusion of a raised patio) and discharge of conditions 3 – materials, 9 – landscaping details and 11 – boundary treatments on application ref. P19/V1992/FUL. Demolition of a pair of semi-detached cottages & outbuildings & construction of a new detached dwelling & detached garage. 3 Mill Lane Sutton Courtenay Abingdon OX14 4BE. PC: Noted. VWHDC: Planning Permission on 27th November 2020. |
| P20/V2277/HH. Proposed work is part single storey and part first floor extension. 2 Hilliat Fields Drayton Abingdon OX14 4JE. PC: Noted. VWHDC: Pending. |
| P20/V2347/HH. Proposed rear orangery. 71 Steventon Road Drayton Abingdon OX14 4LA. PC: Noted. VWHDC: Planning Permission on 5th November 2020. |
| P20/V2324/HH. Proposed two storey rear extension. 2A Hilliat Fields Drayton Abingdon OX14 4JE. PC: Noted. VWHDC: Pending. |
| P20/V2487/HH. Extension to form gable to match/mirror rear elevation. 5 Lammas Land Drayton Abingdon OX14 4GG. PC: Support. VWHDC: Planning Permission on 20th November 2020. |
| P20/V2741/HH. Front & Side Single Storey Extension. The Hollies Barrow Road Drayton Oxfordshire OX14 4SU. PC: Noted. VWHDC: Pending. |
| P20/V2751/FUL. Erection of a dog grooming pod in the rear garden for dog grooming business. 6 Plough Lane Drayton Abingdon OX14 4GJ. PC: Noted. VWHDC: Pending. |
| P20/V2853/HH. Single storey rear extension and alterations. 7 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P20/V2711/LB. Installation of soakaway and two additional downpipes. 15 The Green Drayton Abingdon OX14 4JJ. PC: Support. VWHDC: Pending. |
| P20/V2797/HH. Repositioning of garden fence. 2 Fallow Field Close Drayton Abingdon OX14 4GL. PC: Pending. VWHDC: Pending. ACTION: Deputy Clerk to check OCC Highways’ comment on sight lines. |
| P20/V3023/FUL. Mixed agricultural and equestrian use of land for grazing, erection of stables, stores and yard, together with associated earthworks, landscaping and boundary treatment. Dropshort Farm Drayton Road Sutton Courtenay ABINGDON OX14 4HA. PC: Support. VWHDC: Pending. |
| P20/V3106/HH. Rear ground floor extension to create new kitchen and dining area. New front door entrance with canopy. 18 Crabtree Lane Drayton OX14 4HS. PC: Support: It looks from the proposed plans that the porch over the front door overhangs the property boundary and overhangs the public footpath and may cause a risk to pedestrians? VWHDC: Pending. |