2019-05-13 - Drayton Annual Parish Council Minutes

Drayton Annual Parish Council Minutes

held on Monday 13th May 2019 at 7:00pm in the Caudwell Day Centre, Gravel Lane, Drayton, OX14 4HF

Drayton Parish Councillors Present:

Tamsin Crane (elected Chairperson by the Council at 7:30pm)
Matthew Lowy (elected Vice Chairperson by the Council)
Patricia Athawes (elected Vice Chairperson by the Council)
Pervin Shahin (arrived at 7:25pm)
Graham Webb
Shane McAleavey

Drayton Parish Councillors not Present:

Colin Arnold (who had signed his accepted of office prior to the meeting)
Robin Butler who had notified the Clerk that he no longer intended to take his seat on the Council for personal reasons

In Attendance:

Lorraine Watling (Parish Clerk, Responsible Financial Officer and Proper Officer)
Christopher Price (Deputy Clerk)
Richard Williams (Chairperson until 7:30pm)
Adrian Cooke (VWHDC) (arrived at 7:30pm and left at 8:25pm)

Public:

2 members of the public were present.

The meeting started at 7:14pm. Richard Williams the outgoing Chairman was in the Chair.

82/2019 Signing of the Acceptance of Office by all Councillors.

All Councillors signed the acceptance of office book in the presence of the Proper Officer, and the Clerk was given Colin Arnold’s signed the Acceptance of Office which had been signed in front of another Councillor

7:25pm Pervin Shahin arrived.

83/2019 Election of Chairperson and signing of declaration of acceptance of office.

Tamsin Crane was elected Chairperson and signed the acceptance of office in front of the Proper Officer.

Proposed: Patricia Athawes Seconded: Matthew Lowy Resolved: Unanimous

7:30pm Tamsin Crane assumed the Chair and Richard Williams retired to the public gallery.

Adrian Cooke (VWHDC) arrived.

84/2019 Election of Vice-Chairperson(s).

The Parish Council decided to appoint two vice Chairpersons. Matthew Lowy was elected Vice-Chairperson.

Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous

Patricia Athawes was also elected Vice-Chairperson.

Proposed: Matthew Lowy Seconded: Pervin Shahin Resolved: Unanimous

85/2019 Forms Required by VWHDC.

It was noted that all Councillors have submitted their election expenses and Register of Interest forms to the VWHDC.

86/2019 Co-option of four additional Cllrs.

It was noted that the Clerk will issue a vacancy notice.

87/2019 To confirm the use of Standing Orders, Financial Regulations and the Councils Code of Conduct.

It was resolved to confirm the use of these documents.

Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous

88/2019 To adopt the General Power of Competence for 2019/20.

The Parish Council is not currently eligible to hold Power of Competence at it does not have the requisite 8 elected Councillors. The current vacancies must be filled by co-option as they have arisen from an election. This matter will therefore be re-visited when the Council becomes eligible again. The Clerk will circulate to the Councillors a list of the powers that can be used by a Council that does not have the general power of competence.

89/2019 To appoint Zurich as the Councils insurer for a period of 3 years.

It was resolved to appoint Zurich.

Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous

90/2019 Terms of Reference, Appointment to Committees and Working Groups, and appointment of representatives on outside bodies for 2019/20

(item continued under 101/2019).

Terms of Reference for Committees and Working Groups
(i) The Finance and Personnel Committee Terms of Reference. It was resolved to approve the following two amendments to the Finance and Personnel Committee which were recommended by the Finance and Personnel Committee when it met on 23rd April 2019:
1) The inclusion of delegated powers for routine budgeted expenditure up to £4999 as permitted under section 4.1 of the Councils approved Financial Regulations.
2) To authorise the Finance and Personnel Committee to approve miscellaneous grants which may arise during the year up to a maximum of £2.5k after circulating them to the full council first for comment.
Proposed: Tamsin Crane Seconded: Matthew Lowy Resolved: Unanimous
(ii) The Terms of Reference for all other Committees and Working Groups. It was resolved to adopt the Terms of Reference for the current Committees and Working Groups. Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous
Public Transport Liaison Representative. It was resolved to re-appoint Daniel Scharf to be the Parish Council public transport liaison representative. Proposed: Tamsin Crane Seconded: Matthew Lowy Resolved: Unanimous
Appointment to Committees and Working Groups:
Finance & Personnel Committee. It was resolved to appoint: Patricia Athawes (Chairperson), Matthew Lowy (Vice Chairperson), Graham Webb, Tamsin Crane, Shane McAleavey.
Proposed: Matthew Lowy Seconded: Patricia Athawes Resolved: Unanimous
Projects Board Committee. It was resolved to appoint: Colin Arnold (Chairperson), Patricia Athawes, Graham Webb and Matthew Lowy. In addition, Richard Williams was co-opted to the committee as a non-Cllr.
Proposed: Tamsin Crane Seconded: Shane McAleavey Resolved: Unanimous
Planning Committee. It was resolved to appoint: Matthew Lowy (Chairperson), Patricia Athawes, Graham Webb, Colin Arnold. Proposed: Tamsin Crane Seconded: Pervin Shahin Resolved: Unanimous
Representatives. The following appointments were agreed:

Tamsin Crane & Matthew Lowy

Drayton Chronicle Contributors

Tamsin Crane

Drayton Chronicle (Council nominated trustee)

Graham Webb

Millennium Green Trust (nominated trustee)

Matthew Lowy

DAMASCUS Project

Richard Williams

Neighbourhood Action Group (NAG)

Patricia Athawes

Drayton Community Primary School (existing School Governor)

MONTHLY PARISH COUNCIL MEETING

91/2019 Apologies for Absence.

Colin Arnold.

92/2019 Declarations of Interest, dispensations or Use of Delegated Powers.

None.

93/2019 News from OCC Councillor.

Richard Webber was not present.

94/2019 News from VWHDC Councillor.

Adrian Cooke was elected VWHDC Councillor for Drayton in the recent District Council elections. His first council meeting will be on Wednesday when there will be significant numbers of new District Cllrs. He asked to be sent planning application P19/V0555/HH as he would like to better understand the reasons for the planning decision.

P19/V0555/HH Planning Decision Notice. It was noted that this planning application to convert a roof space into an additional bedroom was refused planning permission by VOWH as the proposed development has the potential to generate new peak time vehicular trips through a sensitive part of the highway network.
Neighbourhood Plans. Adrian reported upon a recent meeting about Neighbourhood Plans held in Charlgrove which he had attended with Richard Webber and Richard Williams. The meeting participants shared experiences and agreed that they wanted neighbourhood plans to have more teeth as most had managed to get some developments stopped initially and then these decisions had been over-ridden. They recognised the need for a more co-ordinated neighbourhood plan representation. They want more transparency from the Growth Board.

Adrian Cooke left at 8:25pm.

95/2019 Public Participation.

Sutton Wick Lane Grass Area. A Parishioner requested that the Council change a small area of common land from ‘wildflower area’ to ‘grass area’, so that it is regularly cut by our grass cutting contractor. It was resolved to make this change.
Proposed: Tamsin Crane Seconded: Graham Webb Resolved: Unanimous

It was also noted that there may be an abandoned vehicle in the vicinity.

ACTION: Clerk to add area to the grass cutting map. Clerk to ask the District Council to investigate whether the vehicle which may have been abandoned is on privately owned land.
Drayton Diners. A parishioner noted that the next Drayton Diners will be on 23rd May 2019.
Climate Change. A parishioner noted that Parliament, Oxfordshire County Council and the District Council had declared a climate emergency. He suggested that it would be good if Drayton PC would also do so.
ACTION: Deputy Clerk to add item to next months’ agenda. The parishioner will send the Council a paper to consider.

96/2019 Minutes of the Previous Parish Council Meeting.

The minutes of the previous Parish Council Meeting were approved and signed by the Chairman.

Proposed: Tamsin Crane Seconded: Pervin Shahin Resolved: Unanimous

97/2019 Action Checklist from the Previous Meeting – Appendix A.

The action checklist was noted and specific issues reported below:

Dog Faeces.

All Councillors to consider where another dog poo bin might be required. Adrian Cooke suggested putting one at the junction of Kiln Lane and Lockway and another at the end of Marcham Road, along BW27.

ACTION: Deputy Clerk to add item to next months agenda.

Walnut Meadow Playground.

ACTION: Clerk to add play equipment to the caretakers check list.

Allotment Tenancy Agreement.

ACTION: The Chair will draft a covering letter to accompany the new tenancy agreement. In this plot holders will be reassured that nothing will be changed retrospectively.

98/2019 Finance & Personnel Committee – Appendix B (Patricia Athawes).

Budget 2019/20. It was resolved to approve and adopt the budget for 2019/20 as presented in December 2018, amended and then agreed in January 2019.
Proposed: Tamsin Crane Seconded: Matthew Lowy Resolved: Unanimous
Finance and Personnel Committee Meeting. The draft minutes from the meeting of the Finance and Personnel Committee meeting held on 23rd April 2019 were received and considered. The actions arising from them such as the Terms of Reference amendments were approved under other agenda items.
The April payments that had already been approved by the Committee were reported and noted. The outgoing Chairman will write to the National Savings Bank asking that all future correspondence be sent to the Clerk.
The Council will seek to recruit and appoint a Projects Manager to help deliver the s106 and other Neighbourhood Plan Projects.
ACTIONS:
1. Graham Webb will discuss Projects Manager job description with Richard Williams.

2. The Clerk will investigate the costs of advertising the position through OALC and the local press.

3. The Clerk will speak to the Clerk of Radley to discuss their recent experience of recruiting for a similar position.
Payments. The list of payments circulated prior to the meeting was approved. The 2 councillors nominated to approve online payments were Tamsin Crane and Graham Webb.
Bank Reconciliation. The Council noted the bank reconciliation that had been circulated prior to the meeting.
Disposition of Council Funds. The council noted the disposition of council funds that had been circulated prior to the meeting.
Grant Application. It was resolved to approve the Drayton Millennium Green Trust grant application for £1,000.00 towards grass cutting for 2019/20.
Proposed: Graham Webb Seconded: Tamsin Crane Resolved: Unanimous
Bank Mandates. The five signatories to be included on the new bank mandates were confirmed as being: Tamsin Crane, Patricia Athawes, Matthew Lowy, Graham Webb and Shane McAleavey.

99/2019 2018/19 Annual Accounts and Annual Return for the External Auditor.

Internal Auditors Report. The internal auditors report 2018/19 was received and noted.
Annual Accounts. The Council received and resolved to approve the Annual Accounts 2018-19.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
Annual Governance Statement. The Council received and resolved to approve Section 1 of the Annual Return – the Annual Governance Statement 2018/19.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
Accounting Statements. The Council received and resolved to approve Section 2 of the Annual Return – the Accounting Statements 2018/19.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
Setting the Date for the exercise of Electors Rights. The inspection period runs for a continuous period of thirty days from the set date but must include the period 1st July – 10th July. It was resolved that the dates when the accounts will be available would be from 5th June 2019 to 16th July 2019 (inclusive). The accounts etc. will be displayed on the public notice board for this period and placed on the village website from 5th June and be available on this site for the next year.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous

100/2019 Public Art Working Group.

Pervin Shahin’s report was noted. Approximately 20 people came to a recent meeting and there is good community involvement in this initiative. There are four areas which the group is focusing on:

a sculpture trail marking the footpaths which is involving local children and a professional artist and will include 3 maps
a brick work labyrinth at ground level, possibly located on the Manor Farm village green
metal signage at the three entrances to the village
a mosaic by the children in the Village Hall to replace the existing picture – a professional has volunteered their time and will lead this project.

101/2019 Terms of Reference of and appointment to Committees and Working Groups, and appointment of representatives on outside bodies for 2019/20

(continued).

Leisure & General Purposes Working Groups. It was agreed to dissolve this working group.
Rights of Way & Conservation: Graham Webb (Chairperson), Matthew Lowy.
Public Art Working Group: Pervin Shahin (Chairperson), Shane Mcaleavey.
Rights of Way & Conservation Working Group: Graham Webb (Chairperson), Matthew Lowy.
Allotment Working Group. It was agreed to dissolve this working group.

102/2019 Leisure & General Purposes Working Group.

This working group is now dissolved.

The Village Caretakers’ report had been circulated to all Councillors before the meeting.

103/2019 Rights of Way & Conservation Working Group.

Graham Webb’s report was noted.

104/2019 Allotment Working Group.

This working group is now dissolved.

105/2019 Projects Board Committee.

[Clerk’s note: The Projects Board Meeting for 20th May 2019 has been postponed.]

Meeting with Millers Homes and JLES. Will be held on 31st May 2019 at 2:30pm.

ACTION: Deputy Clerk to book venue.

106/2019 Planning Committee – Appendix C (Richard Williams).

[Clerk’s note: The Planning Meeting due to follow this meeting was cancelled as the Committee was not quorate.]

P18/V1547/FUL.

Single dwelling house with detached double garage. 208 Steventon Road Drayton Abingdon OX13 6RN. It was noted that Richard Williams received a letter dated 1st April 2019 from Holly Bates (Team Leader (Applications), VWHDC) stating: officers are of the opinion that the site lies outside the built-up area of Drayton and is therefore considered to be within the open countryside.

107/2019 Correspondence.

All correspondence had been circulated prior to the meeting via email.

108/2019 Items to be noted from Parish Councillors.

Seating at Bus Stops. It was noted that some of the bus stops do not have seating.
ACTION: Deputy Clerk to add item to Projects Board agenda.
Manor Farm Car Park. It was noted that it might be a good idea to ask Cala Homes to leave the temporary car park they built at the entrance to Manor Farm when they leave.

109/2019 Dates of the next Meetings.

Finance and Personnel Committee. 28th May 2019. 7:00pm.
Planning Committee. 3rd June 2019. 7:00pm Cauldwell Day Centre.
Parish Council. 3rd June 2019. 7:30pm Cauldwell Day Centre.

The Chairman declared the meeting closed at 10:06pm.

Signed:

Name:

Date: 3rd June 2019

Appendix A

Action Check List

Manor Farm, Gravel Lane Footpath.

Adrian Cooke (VWHDC) to get an update from VWHDC Planning Enforcement about the PC’s complaint.

Additional Consecrated Land.

Clerk working with the Diocese office to process the application for the Bishop of Dorchester to consecrate additional land at the existing burial ground. Ongoing.

Tile on Lych Gate.

Graham Webb to ask a suitably qualified local professional to confirm that the broken tile on the roof of the lych gate is stable and does not pose a potential hazard. Ongoing.

Police.

Matthew Lowy to draft a letter to be sent from the Parish Council to the Police. Ongoing

Conifer Trees that are on the boundary with 85A Barrow Road.

Clerk to get quotes for the removal of the trees. Ongoing.

Deed of Variation.

Planning Application: P14/V2504/FUL. District Reference: 6597. Tamsin Crane to discuss concerns with Zara Khalil. Action completed – action now on the District Council to send clearer plans.

New Pedestrian Crossing the B4017 at Manor Farm / Hilliat Fields.

Deputy Clerk to respond to Ryan Moore. Action completed. Waiting for Cala Homes to redo crossing.

Climate Change.

Deputy Clerk to add item to next months agenda.

Seating at Bus Stops.

Deputy Clerk to add item to Projects Board agenda.

Finance and Personnel Committee.

Graham Webb to discuss Projects Manager job description with Richard Williams.

Meeting with Millers Homes and JLES.

Deputy Clerk to book Venue.

Dog Faeces.

Walnut Meadow Playground.

Clerk to add play equipment to the check list.

Appendix B

Finance & Personnel Committee

PAYMENTS: £500 OR MORE APPROVED 01 AND 13 MAY 2019

Caretaker

500

Staff Salaries

1,260.42

Drayton FC grass cutting grant

1,120.00

Zurich Municipal

1,200.33

OCC Tree Planting at Hilliat Fields

2,471.60

DISPOSITION OF COUNCIL FUNDS AS AT 30 APRIL 2019

ACCOUNT

REF

BALANCE

INTEREST RATE

ACCOUNT TYPE

Unity Bank

674

£146,736.29

Current Account

NS&I

779

£20,179.75

0.70%

Savings Account

Unity Bank

554

£15,109.70

0.40%

Projects Account

Total

£182,025.74

Appendix C

Planning Committee Report

P18/V2563/FUL.

Proposed change of use from agricultural to retail business and repair of garden machinery and accessories. Milton Garden Machinery Milton Road Drayton Abingdon OX14 4EZ.

PC: Objection:

The Parish Council would like clarification about whether the track that runs to this business is a bridleway or a byway (open to all traffic).

VWHDC: Pending.

P18/V2563/FUL Amendment: No. 1 – dated 23rd October 2018.

Retrospective application for the proposed retention and change of use of an existing building currently used as a dwelling to a lawnmower retail showroom to be used ancillary to the existing authorised lawnmower repair business use. Change of use of agricultural land to business use with additional car parking. Erection of an assembly workshop for mowers and an open framed storage area for mowers. (Description amended 23.10.2018). Milton Garden Machinery Milton Road Drayton Abingdon OX14 4EZ.

PC: Objection:

The Parish Council would like clarification about whether the track that runs to this business is a bridleway or a byway (open to all traffic).

VWHDC: Pending.

P19/V0001/O.

Outline planning application for the demolition of existing buildings, erection of a new office/retail use building and up to 10 new dwellings with provision of associated access, parking and public open space. All matters are reserved for later consideration. Norrington House 22 High Street Drayton Abingdon OX14 4JL.

PC: Support:

See March’s Planning Minutes for details.

VWHDC: Pending.

P19/V0527/HH.

Single storey rear extension. 3 Close End, Drayton, Abingdon, Oxon.

PC: Pending.

VWHDC: Pending.

P19/V0555/HH.

Conversion of roof space existing bungalow into an additional bedroom with shower room, with new dormer window to rear elevation. 8 Whitehorns Way, Drayton, Abingdon, Oxon.

PC: Support.

VWHDC: Refusal of Planning Permission on 8th May 2019.

P19/V0587/HH.

Proposed new front porch incorporating a new ground floor WC. 3 Lockway, Drayton, Abingdon, Oxon.

PC: Support.

VWHDC: Planning Permission on 24th April 2019.

P19/V0604/HH & P19/V0605/LB.

Demolition of existing garage, proposed new rear extension and new double garage. 3 Church Lane, Drayton, Abingdon, Oxon.

PC: Support.

VWHDC: Planning Permission on 23rd April 2019.

P19/V0639/FUL.

Extensions to retail store and 3 new dwellings. 40 Abingdon Road, Drayton, Oxon.

PC: Objection:

See April’s Planning Minutes for details. VWHDC: Withdrawn prior to determination on 13th May 2019.

P19/V0737/HH.

Proposed loft conversion to add additional living for a family home. 77 Steventon Road Drayton Abingdon OX14 4LA.

PC: Support.

VWHDC: Pending.

P19/V0754/HH.

Replacement of existing roof plus rear extension to form new first floor accommodation. 97 Abingdon Road Drayton Abingdon OX14 4HL.

PC: Response:

Drayton Parish Council thinks that this development is out of proportion with the neighbouring properties and will also shade the neighbours garden to the north.

VWHDC: Pending.

P19/V0773/HH.

Demolition of existing porch and erection of new porch. Erection of two-storey extension to rear – encompassing existing single-storey extension and roof terrace. Addition of flat roof area and sun tunnels to main roof. Alterations to fenestration of West flank. Relocation of screen wall to West flank. Forge Cottage 55 High Street Drayton Abingdon OX14 4JW.

PC: Pending.

VWHDC: Pending.

P19/V0753/FUL.

Erection of detached dwelling and garage following demolition of existing garage. East Paddocks Milton Road Drayton Abingdon OX14 4EF.

PC: None.

VWHDC: Pending.

P19/V0527/HH.

Single storey rear extension. 3 Close End Drayton Abingdon.

PC: Pending.

VWHDC: Pending.

P19/V0651/FUL.

Proposed extensions for the upgrade to the toilet facilities, bar area, additional storage space and addition of service kitchen to second hall. Drayton Village Hall Lockway Drayton Abingdon OX14 4LF.

PC: Support.

VWHDC: Pending.

P19/V0859/HH.

Demolish existing single storey side extension. Erect two storey side extension. 73 Abingdon Road Drayton Abingdon OX14 4HW.

PC: Pending.

VWHDC: Pending.

P19/V0961/FUL.

Replacement Modular Building and Associated Minor External Works. Drayton Pre-School Hilliat Fields Drayton Abingdon OX14 4JF.

PC: Support.

VWHDC: Pending.

P19/V0753/FUL Amendment: No. 1 – dated 8th May 2019.

Erection of detached dwelling and garage following demolition of existing garage (FRA received 23 April 2019). (as amended by plans received from agent 8 May 2019 â¿¿ amending site area). East Paddocks Milton Road Drayton Abingdon OX14 4EF.