Projects Board Committee Minutes
held on Monday 21st November 2019 at 7:30pm in the Village Hall, OX14 4JG.
Present:
- Claire Woollard (Chairperson)
- Graham Webb (Vice Chairperson)
- Patricia Athawes
- Matthew Lowy
- Tamsin Crane
- Richard Williams
- Colin Arnold
- Janet Manning.
Not Present:
- Shane McAleavey
In attendance:
- Christopher Price (Deputy Clerk and Meeting Administrator)
Public:
- Richard Wade.
60/2019 Apologies for Absence.
- Shane McAleavey.
61/2019 Declarations of Interest, Dispensations and Use of Delegated Powers.
Tamsin Crane declared a general interest in the Manor Farm development as she lives there.
Claire Woollard declared a general interest in the Walnut Meadow development as she lives there.
62/2019 Public Participation.
None
63/2019 Minutes.
It was resolved to approve the minutes of the previous meeting.
- Proposed: Graham Webb
- Seconded: Patricia Athawes
- Resolved: Unanimously
64/2019 Action Checklist from the Previous Meeting. – Appendix A.
Footpaths, Cycle Paths, Bridleways.
Richard Wade noted that BW9 and BW29 are strategic routes for people to get in and around Drayton avoiding main roads. They are both currently unsuitable for pedestrians and cyclists to use as they are very muddy and and need upgrading. It was also noted that BW29 has been cleared of trees and bushes but is still very muddy in places due to clay. It was also noted that the Deputy Clerk has email Arthur McEwan-James (Officer (Public Rights of Way), OCC) for advice but has not received a response. It was also noted that the new pedestrian access from Manor Farm to Henleys Lane has steps that are non disabled friendly and the new pedestrian access from Manor Farm to Gravel Lane footpath is non existent and the new pedestrian access from Manor Farm to Gravel Lane near the saw mill need opening and the tape removing.
ACTION: Deputy Clerk email Richard Webber (OCC) and ask if he can find someone from OCC to help and advise us. Tamsin Crane to email Paul Bignell (Senior Planning Enforcement Officer, VWHDC) and report on pedestrian access to Manor Farm.
Responsible Financial Officer.
Tamsin Crane’s recommendations are: £0 to £750 we would approve in a Projects Committee meeting, and then ask Lorraine to sign off. £750-£5,000 we would approve in a Projects Committee meeting and ask the FPC to approve. If it’s urgent we would try to convene a special (ie not regular) FPC meeting. Over £5,000 would go to full PC meeting for approval. This will be considered at the next Finance and Personnel Committee meeting.
Glanville / Walnut Meadow Sports Field Level.
It was noted that at the meeting with Miller Homes, VWHDC and OCC on 11th November 2019. Miller Homes are required to submit a retrospective planning application for unauthorised raising of levels on the sports pitch.
Miller Homes Legal Advice.
Advice has been received and noted.
Village Hall Refurbishment.
It was noted that Tony Holmes (Village Hall, Booking Secretary) came to the last Parish Council meeting and reported that the boiler has broken in the Village Hall. It was also noted that we should have a Parish Councillor on the Village Hall Management Committee.
ACTION: Parish Councillor to join the Village Hall Management Committee.
65/2019 Terms of Reference.
Deferred to the next meeting.
66/2019 Projects Board Spending Limit / Responsible Financial Officer (RFO).
Item already discussed under item: 64/2019 Action Checklist from the Previous Meeting.
67/2019 Village Hall Heating.
Item already discussed under item: 64/2019 Action Checklist from the Previous Meeting. It was noted that S106 funds for the Village Hall refurbishment that includes monies for a new heating system can be drawn down. Claire Woollard will discuss matter with Tony Holmes (Village Hall, Booking Secretary).
68/2019 Walnut Meadow, Miller Homes, Pavilion and Sports Pitches.
Item already discussed under item: 64/2019 Action Checklist from the Previous Meeting.
- Sports Pitch Layout. It was agreed that the sports pitch should be laid out as per the approved plans.
ACTION: Claire Woollard to report agreed layout to Emma Turner (Development Management Team Leader (Enforcement), VWHDC) and ask her to inform Miller Homes.
- Sports Pavilion Access. It was noted that the road leading to the Sports Pavilion is to be adopted by OCC highways. We do not know if we can proceed with the Sports Pavilion or if we need to wait for the road to be adopted.
ACTION: Tamsin Crane to ask Irwin Mitchell (law firm) for a quotation for advice.
- Minutes from the meeting held on 11th November 2019 with Miller Homes. Appendix B.
69/2019 Manor Farm, Cala Homes.
Item already discussed under item: 64/2019 Action Checklist from the Previous Meeting.
Play Equipment. It was noted that ROSPA need to do an inspection before we adopt the equipment.
70/2019 The Dovecote, Bloor Homes.
It was noted that there has been some flooding and we need to do a risk assessment.
71/2019 Public Art.
It was noted that there is a meeting on Monday.
72/2019 Burial Ground.
It was noted that this is a matter for the main PC meeting.
73/2019 Projects Board Log.
- Allotments. Claire Woollard has met with Tim Atkins (Allotment Warden). Suggested improvements proposed – fencing, hedge cutting, fill in gap between churchyard and allotments area, gates to increase security and extra water trough(s).
ACTION: Deputy Clerk to consider leading this project and look at costings.
- Tree Planting. It was noted that the newly established ‘Drayton Wildlife Group’ are keen to plant trees.
74/2019 Date of the next Meeting.
The next meeting will be held in January 2020.
The Chairperson declared the meeting closed at 9:47pm.
Signed:
Name: Claire Woollard
Date:
Appendix A
Action Check List
Footpaths, cycle paths, bridleways.
Deputy Clerk email Richard Webber (OCC) and ask if he can find someone from OCC to help and advise us. Tamsin Crane to email Paul Bignell (Senior Planning Enforcement Officer, VWHDC) and report on pedestrian access to Manor Farm.
Terms of Reference.
Claire Woollard and Tamsin Crane to circulate draft Terms of Reference.
Next meeting with Miller Homes.
Claire Woollard to confirm date of the next meeting.
Village Hall Refurbishment.
Claire Woollard and Tamsin Crane to find out about processes and procedures i.e. how many quotations are required or weather the work need to go out for tender. Parish Councillor to join the Village Hall Management Committee.
Sports Pitch Layout.
Claire Woollard to report agreed layout to Emma Turner (Development Management Team Leader (Enforcement), VWHDC) and ask her to inform Miller Homes.
Sports Pavilion Access.
Tamsin Crane to ask Irwin Mitchell (law firm) for a quotation for advice.
Allotments.
Deputy Clerk to consider leading this project and look at costings.
Appendix B
Minutes of Meeting with Miller Homes
In attendance:
- Emma Turner- Development Management Team Leader (Enforcement), VOWHDC
- Madeleine Palmer – South Oxon and Vale Planning Enforcement Case Officer, VOWHDC
- Andy Hicks – Oxfordshire County Council Highways Senior Inspector, OCC
- Claire Woollard – Drayton Parish Council, Chair Projects Board, DPC
- Chris Price – Drayton Parish Council Deputy Clerk, DPC
- Tamsin Crane – Chair, Drayton Parish Council (via telephone), DPC
- Tracey Forbes-Taylor – Regional Managing Director, Miller Homes
- Russell Brewer – Technical Director, Miller Homes
- Peter Dunford – Technical Co-ordinator, Miller Homes
- Rob Collett – Associate Planning Director, Miller Homes
The next meeting will be held on 16th December 2019 @ 10.00 – 12.00
Vale of the White Horse Council Offices, Milton Park, Oxfordshire.
1) Sports Pitch Area:
- It was noted that the levels of this area had been raised since works commenced on the Walnut Meadows site.
- Elevation and topography plans were referred to.
- No changes to the elevation of this area were included in the planning application, therefore raising of the levels is unauthorised.
- Changes to the level of this area required planning authorisation.
- Drayton PC confirmed that the pitch plans as per proposal drawings were what was required (DPC referred to the original drawings showing three football pitches of different sizes and a cricket square).
- It was confirmed by Miller Homes that waste had been deposited within the sports pitch area.
- Due to the current state of the area, it was not possible to fit the pitches as per proposed requirements.
- It was discussed that Miller Homes may wish to conduct a test of the buried waste.
Action – Miller Homes to provide a proposal regarding potential removal of the waste deposited, to bring the area back to the original height, and to prepare for the planned sports pitches.
2) Section 73 Application
- Section 73 application had been received by VOWH, however it is deemed not fit for purpose upon review.
Action – VOWH to advise Miller Homes on what additional information is needed and what will be required for an application to be registered. Completed on 11 November – VOWH sent an email to Miller Homes.
3) Drainage
- The current drainage scheme is not fit for purpose for the site.
- The scheme implemented to the site is not in accordance with approved plans.
- There is not a drainage scheme plan for the sports pitch area.
Action – Miller Homes to review the drainage in light of the change in levels and incorporate this in any new s.73A application to ensure that drainage can work for the whole site (including sports pitch area).
4) Road Drainage
- Current drainage scheme hasn’t resolved the issues raised in December 2018.
- The roads will not be adopted by OCC in their current state.
Action – official response to be sent to Miller Homes by Jack Whelan/OCC.
- OCC recommended that the pipe should be upsized in Henleys Lane to cope with the drainage.
- A separate application would be required for overflow from swales.
5) Condition 13
- It was noted that there was a failure to discharge condition 13.
- Miller Homes provided Emma Turn with relevant paperwork??
Action: Miller Homes to incorporate condition 13 into any new application. VOWH informed Miller Homes of this in the email dated 11 November in response to item 2 above.
6) Condition 16
- Technical approval (278) – Miller Homes to submit details with any new application. VOWH informed Miller Homes of this in the email dated 11 November in response to item 2 above.
7) Archaeology
- It was noted that an ancient burial ground exists on the north side of the sports pitch area.
Action – Miller Homes to confirm that this area remains intact and has not been disturbed.