Drayton Parish Council Minutes
of the Remote Meeting held on 9th February 2021 at 7:30pm.
Councillors Present: Tamsin Crane (Chairperson), Patricia Athawes (Vice Chairperson), Richard Wade, Pervin Shahin (arrived at 7:36pm), Shane McAleavey, Garin Schoonhoven, Claire Woollard, Graham Webb, Natasha Brand, Susan Harris, Irma Schoonhoven.
Councillors Not Present: All Councillors were present.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Andrew Cooke (VWHDC), Richard Webber (OCC), Abi Brown (VWHDC), and 2 invited artists from Planet Art.
Public: 3 members of the public were present.
18/2021 Apologies for Absence. None.
19/2021 Declarations of Interest, Dispensations or Use of Delegated Powers. Cllr Claire Woollard has a general interest in the Walnut Meadow development as she lives on this development. Cllrs Tamsin Crane and Susan Harris each have a general interest in the Manor Farm development as they both live on this development. Cllr Richard Wade has a general interest in the Millennium Green because he is a member of the Millennium Green Trust Committee, and in the Allotments site as his wife rents an allotment. Cllrs Garin Schoonhoven and Irma Schoonhoven both have interests in the Dovecote development, as they live on this development and are members of the residents’ association, and in the Allotments because they rent an allotment. Cllr Graham Webb declared a general interest in the allotment site as he lives near the allotments.
20/2021 Minutes of the Previous Parish Council Meeting. The minutes of the previous Parish Council meetings were approved and signed by the Chairperson.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous by the Cllrs present
21/2021 Report from VWHDC Councillor Adrian Cooke.
a) Coronavirus / Covid-19. Adrian Cooke reported that Covid rates are dropping. The vaccination centre at the Kassam stadium is operating effectively. Local pubs which receive most of their income from drinks sales can apply for a support grant from their district council. The deadline has been extended until 25th February 2021. There is also support available for Village Halls.
b) The Dove Cote / East way Litter bins. It was noted that the VWHDC are unable to install litter or dog bins on new developments that are unadopted by OCC. Once these roads and footpaths are adopted, the installation of bins could be considered where there is a need. Until then, any requests for bins on the new developments would need to be made to the relevant landowner or managing agent, and they would need to arrange the installation and emptying as the VWHDC cannot do this on their behalf. The Environment Enforcement Officer from VWHDC is putting up warning notices about littering and dog fouling in an attempt to address the current problem. It was noted that some of the signs have already fallen down and so need replacing and fixing more effectively.
Cllr Shahin joined the meeting at this point.
c) Abingdon Road to Lyford Close Footpath, Empty Vodka Bottles. The Parish Council has received a number of complaints about empty Vodka bottles being left along the footpath that leads from the Abingdon Road to Lyford Close. Signage has been put up reminding people to dispose of their waste in the bins provided around the parish, or to take it home with them. Glass is a potential hazard, and is also causing additional work for the village caretaker, so if anyone sees anything that they wish to report, they can do so by emailing the details to envirocrime@southandvale.gov.uk
d) Kiln Lane Garden. A resident has been burning large amounts of waste in their garden which has been causing a nuisance to neighbours. This has been reported to VWHDC.
e) VWHDC Litter Pick. It was noted that the PC will be responding to the VWHDC litter pick offer and hoped that it could be linked in with the work of OCC Highways.
It was noted that the sole reason for the PC changing its meeting day from a Monday to a Tuesday was in order to make it easier for the District and County Cllrs to participate in the meetings. It was also noted that until recently the District Cllr had also been a Parish Cllr which had ensured very good communications. Before that the County Cllr had also been a Parish Cllr. The PC would like to ensure the same levels of attendance and interaction by the District and County Cllrs as there had been previously. Cllr Cooke explained his other commitments and suggested that if the PC could use Zoom or Teams for meeting that might help.
County Cllr Webber joined the meeting at 7.48. The Parish Council had invited the two artists from Planet Art and an officer from VWHDC to the meeting, and agreed to take the agenda item about Public Art next.
22/2021 Public Art Working Group (Pervin Shahin).
- Entrance Gates. The artists presented their options for this project. The signs aim to celebrate the history of Drayton. When producing their designs that had wanted to avoid the need for road closures. They explained the difficulties associated with the sites due to the proximity to the road and the ways that they had addressed these. The idea is to mount the new artistic features underneath the 30mph signs using the existing poles. OCC has been fully consulted throughout the design process to ensure that there are no highways concerns about the proposals. The signs will be laser cuts that you can see through. The artists answered questions from Cllrs about the proposed materials and its durability. They asked the PC to provide them with the ‘top ten’ things that represent Drayton’s history so they can try and include these in the designs. They spoke about the method of fixing and said that if any road closures would be required, it would just be for one of the signs. The signage for Drayton twinning was discussed, and the PC will speak to residents who were involved in this initiative to confirm the current status. The public art working group will discuss the proposals further and then make a recommendation to Council at the March meeting. After the Council has confirmed what it would like, the artists will do more detailed designs and undertake community engagement with residents. It was noted that if they are over 2 metres high the Planning Department at VWHDC should be consulted. The artists advised that due to Covid, Brexit etc. there have been delays but they should be finished by October if the artists receive the PC’s preferences by April.
Actions:
- Deputy Clerk to include a decision about the designs as an item on the March meeting agenda.
- The Clerk will circulate the Planet Art presentation to Cllrs.
The artists and Cllr Cooke left the meeting at 8.25pm
b) Walnut Shaped Bollards for the Village Green. Cllr Shahin provided an update to the Cllr. It was noted that the Public Art Working Group needed additional members in order that Cllr Shahin had support progressing the art projects whilst meeting the procedural and other requirements of a Parish Council. The Chairman noted that the PC needed to take things steadily and also take the community with it. The Chairman asked Cllrs to let her know if they wished to join the working group, noting that from now on they will hold regular meetings and make recommendations to Council.
The officer from VWHDC was thanked for attending the meeting and left at 8.23pm.
23/2021 Report from OCC Councillor Richard Webber.
County Cllr Webber noted that he used to part of the twinning group, but that due to various considerations, including Brexit and Covid, it had not been active for six or seven years.
- OCC/VWHDC/Miller Homes. It was now his top priority to get an update about the adoption of the roads. He was aware that there was some upset amongst residents about white road markings that had recently appeared on some roads. OCC use these to signify cycle networks that are connected.
- Manor Farm raised platform. OCC officers have confirmed that this platform has been constructed to specification, however it is recognised that better signage is needed. Although some residents have made further complaints about the platform there is nothing further that he can do.
- Highways Programme. It was noted that Shane McAleavey had compiled a list of highways issues within Drayton. Some of these might be included in the VWHDC Deep Cleanse in March so will be submitted to the VWHDC waste team. Cllr Webber thanked Councillor McAleavey for compiling the list, noting that there were also issues in other villages including Sutton Courtenay and Marcham. Cllr Webber had therefore wanted to hold a roundtable meeting but this had not been possible. He would therefore like a list of highways issues within the various parishes so that he can try and get these progressed by OCC, noting that Covid is slowing things down. It was noted that Cllr McAleavey is co-ordinating a meeting with Harry Etchells (Transport Planner, OCC).
ACTION: Cllr McAleavey to keep Cllr Webber updated about the meeting. He will attend if he can.
Cllr Webber noted that OCC had recently purchased some new project management software, and that he had been impressed with a recent demonstration that he had attended. He hoped that it would help the OCC teams manage projects more effectively in future.
d) East Way Drainage Issues. Cllr Webber had received a lot of emails about this issue. It was noted that residents on the new Dovecote development were having problems accessing the Steventon Road bus stops via East Way due to the mud. Unfortunately, VWHDC staff were having problems identifying the riparian landowner of the land where the bridleway is. The landowner was responsible for clearing the ditches. Cllr Webber suggested that, unless the landowner could be confirmed, Drayton residents might consider organising a volunteer working party to clear the problem ditches. It was noted that OCC was responsible for maintaining public footpaths and cycle ways to a standard whereby they remained useable, and should therefore take responsibility for the required action if they could not identify the landowner. It was noted that the PC had already funded the clearance of one stretched of blocked ditch.
e) Councillor Priority Fund.
ACTION: Richard Webber to confirm the date by which the money needed to be spent.
24/2021 Declarations of Interest, Dispensations or Use of Delegated Powers. Noted at minute 19/2021.
25/2021 Public Participation.
The Abingdon DAMASCUS Youth Project. Roxy Elford (Youth Worker) reported that the Monday night support group was helping with mental health. The group was doing a lot of street work. She would like to get some of the young people involved in the Art projects. The Youth Project is helping with a community project in Sutton Courtenay, and could help clear footpaths in Drayton. The PC was thanked for it’s support to the Youth Project, and the Chair of the Parish Council thanked the Youth Worker for her work.
The Council agreed to take agenda item 12 next as the Allotment Warden was at the meeting.
26/2021 Allotments. The Council thanked Timothy Atkins (Allotment Warden) for his time and effort in managing the new water trough and fence installation. He had led this work, assisted by the Allotments Working Group and allotment holders. The main work was now finished and the Parish Council thanked everyone for their efforts. There were a few tasks to finish off. Footpath FP11 that borders the allotments needs levelling, the footpath marker post needs moving to be outside the fence line and the notice board needs putting back up. He suggested that the PC consider purchasing combination locks for the gates because if these were left open and a deer got in, it would be tricky to coax it out again. He also noted that some of the rabbit proof netting still needed digging in to make it slightly more robust. Mr and Mrs Caudwell were thanked for allowing contractors to park on their drive during the installation, and for offering to have free manure delivered to their drive and left on a plastic sheet for collection by allotment holders. The Warden now knows where the water supply enters the site, and will undertake a minor repair that is required. There are now 11 people on the waiting list but three or four people are expected to give up their allotments which will reduce the list a little. The Allotment Warden confirmed that he was happy with the standard of the work. Cllr Graham Webb noted that he considered the new gates to be ugly and inappropriate. He asked that issues arising from the exposed post and rail fence be addressed.
27/2021 Action Checklist from the Previous Meeting was reviewed and updated, and the additional points were noted.
a) Litter Bins. It was agreed that the Parish Council will compile a list of locations where litter bins are required.
ACTION: Tamsin Crane to list bin locations for Manor Farm, Garin Schoonhoven and Irma Schoonhoven for The Dovecote, and Claire Woollard for Walnut Meadows.
b) Community Support Working Group, Coronavirus / Covid-19. It was noted that adverts were placed in the Chronicle and on Facebook offering support to those that are self isolating and need help.
28/2021 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments. The list of payments had been circulated prior to the meeting. The 2 councillors authorised by the Council to approve the online payments this month were Patricia Athawes and Graham Webb and were also authorised to approve the payments that are required to be made at the start of March.
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 from the Finance and Personnel Committee meeting held on 26th January 2021 were noted.
e) Project Manager Vacancy. It was noted that a number of interviews have been held. The candidates have now been asked to submit details of their proposed fees/charges. The interviewing panel will then make a recommendation to Full Council
f) Play Area Surface Repair Walnut Meadows (Claire Woollard). It was noted that we are waiting for Miller Homes to respond with details of the guarantee.
ACTION: Claire Woollard to chase Miller Homes for a response.
g) Cemetery Fees for 2021/22. The Clerk had researched cemetery fees for surrounding councils. It was resolved to increase the cemetery fees for residents and non-residents as recommended by Cllrs Athawes and Harris. The current fee for the ERB on a grave for a resident will increase by £45 to become £180. The current fee for the ERB on a grave for a non-resident will increase by £135 to become £540. The other fees for residents that are currently £60 will increase to become £85, and those for non-residents will increase from £180 to become £255. There will be no increase in memorial fees at this time. The new fees will take effect from 01st April 2021.
Proposed: Richard Wade Seconded: Graham Webb Resolved: 10 for and 1 abstention
29/2021 Planning Committee (Graham Webb). See Appendix B.
30/2021 Neighbourhood Development Plan Working Group.
a) Manor Farm to Gravel Lane Footpath Link. It was noted that Cala Homes had submitted revised plans for the footpath link.
ACTION: Richard Wade to notify Cala Homes that the Parish Council has had discussions with the neighbours, and would like the footpath link constructed as per the original agreed and approved plans.
b) Walnut Meadow Sports Pitch. It was noted that the VWHDC Planning Enforcement are still assessing the revised plan from Miller Homes.
c) Walnut Meadow Management Company. It was noted that the handover to the management company is in progress.
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).
31/2021 Burial Ground. An update was noted. The PC had, that day, received two letters from the solicitors representing the other party and so will consider and respond to these.
End of Reserved Business.
32/2021 Items to be noted from Parish Councillors. The locations of the various war memorials in Drayton were noted.
33/2021 Date of the next Meeting. 9th March 2021.
The Chairperson declared the meeting closed at 9:57pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments: £500 or more
£
CAB s137 Grant 1,100.00
Staff salaries 1,312.05
The Landscape Group – hedge cutting 1,116.00
Disposition of Council Funds as at 01st Feb 2021
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £237,659.43 0% Current Acct
NS&I 779 £20,487.64 0.01% Savings Acct
Unity Bank 554 £15,185.52 0.10% Projects Acct
Total £273,332.59
Appendix B
Planning Committee Applications
| 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/V2324/HH. Proposed two storey rear extension. 2A Hilliat Fields Drayton Abingdon OX14 4JE. PC: Noted. VWHDC: Pending. |
| P20/V2741/HH. Front & Side Single Storey Extension. The Hollies Barrow Road Drayton Oxfordshire OX14 4SU. 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/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/V2751/FUL Amendment: No. 1 – dated 14th December 2020. Erection of a dog grooming pod in the rear garden for dog grooming business. (Additional sound proofing information received 14 December 2020). 6 Plough Lane Drayton Abingdon OX14 4GJ. PC: Noted. VWHDC: Planning Permission on 18th January 2021. |
| P20/V3161/FUL. Proposed conversion of single dwelling into two dwellings. 7 Abingdon Road Drayton Abingdon OX14 4JB. PC: Support. VWHDC: Pending. |
| P20/V3237/FUL. Demolition of existing commercial building. Construction of two semi-detached houses. Norrington House 22 High Street Drayton Abingdon OX14 4JL. PC: Response: The Parish Council regrets the loss of the retail outlet but acknowledges that the commercial building has been vacant for a number of years and there may not be a demand for it. It is also worth noting that there may be a new pedestrian crossing along the High Street near this location that needs to be considered along with this planning application. VWHDC: Pending. |
| P20/V3357/HH. Two storey side extension. 226 Steventon Road Drayton Abingdon OX13 6RN. PC: Objection: The Parish Council is concerned about the size of the extension and the loss of light to the neighbouring house. VWHDC: Pending. |
| P21/V0064/LB. Redesign of previous application no. P18/V0794/FUL & P18/V0795/LB. Demolition and replacement of cart shed walls. Barn to the rear of 24 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P20/V3299/FUL. Redesign of previous application no. P18/V0794/FUL & P18/V0795/LB. Demolition and replacement of cart shed walls. Barn to the rear of 24 High Street Drayton High Street Abingdon OX144JL. PC: Noted. VWHDC: Pending. |
| P21/V0077/FUL. Variation of condition 2 (approved plans – elevational amendment to increase ridge height from 8.734m to 9.006m) on application P20/V2047/FUL. Variation of condition 2 (approved plans – to allow minor elevational amendments and the inclusion of a raised patio) and conditions 3 – materials, 9 – landscaping details and 11 – boundary treatments on application ref. P19/V1992/FUL. (As amended by plans and documentation received 13 October 2020, 9 November 2020 and 26 November 2020). 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: Pending. |