Drayton Parish Council Minutes
of the Remote Meeting held on 3rd August 2020 at 7:30pm.
Drayton Parish Councillors Present:
- Tamsin Crane (Chairperson)
- Patricia Athawes (Vice Chairperson)
- Richard Wade
- Pervin Shahin
- Shane McAleavey
- Garin Schoonhoven
- Irma Schoonhoven
- Claire Woollard
- Susan Harris
- Graham Webb
Drayton Parish Councillors Not Present:
Councillor Matthew Lowy was not at the meeting because he had tendered his resignation to the Chairperson beforehand.
In attendance:
- Lorraine Watling (Clerk and RFO)
- Christopher Price (Deputy Clerk)
- Andrew Cooke (VWHDC) (left at 8:30pm)
- Richard Webber (OCC)
Public:
1 member of the public was present.
113/2020 Apologies for Absence.
None.
114/2020 Declarations of Interest, Dispensations or Use of Delegated Powers.
It was noted that the Clerk and Chairperson had authorised the Deputy Clerk to purchase a £15.00 monthly subscription Cisco Webex so that PC meetings can run for more than 50 minutes.
115/2020 Report from OCC Councillor and VWHDC Councillor.
Report from Cllr Webber, OCC:
- Apologies for Absence. Richard Webber (OCC) apologised for missing the last few meetings due to technical difficulties.
- Growth Deal and HIF Bid. the HIF bid for more than £200m for road improvements around Didcot is now signed off. This money together with another £200m+ from the Growth Deal, should deliver:
– Widening the A4130 into Didcot to dual carriageway with separate dedicated lanes for cycles and pedestrians.
– A new bridge road over the old Didcot A site, between Sutton Courtenay and Appleford and a new bridge over the Thames west of Clifton Hampden and Culham laboratories. Again, there will be separate dedicated pedestrian and cycle lanes. - COVID-19. The Vale has some of the worst figures in Oxfordshire but it is not entirely clear why. There has recently been a spike in Oxford related to a young people’s party.
- Schools. Schools have been asked to prepare for re-opening to all on 1st September. There are issues of social distancing on home to school transport to be resolved. Each school is planning its’ own solution based on its size and layout. The success of this will depend on there being no significant spikes in infection rates. The County is intending, to take a careful and gradual approach when implementing the Government’s threat to prosecute and fine parents for non-attendance.
- Walnut Meadow Road Adoption. It was noted that OCC officers have said that they are still waiting for Miller Homes to send information so that the access road to the Sports Pavilion can be adopted to allow unrestricted access for the public. Miller Homes have told the Parish Council that they have sent everything that was requested to OCC so Cllr Webber will follow this up with the relevant OCC officer.
- Abingdon Road / Manor Farm Raised Platform. It was noted that this has still not been built to the correct specification.
Actions: Richard Webber (OCC) will investigate and provide an update. - Abingdon Road / Walnut Meadow Anti Skid and Raised Platform. It was noted that this has still not been done.
Actions: Richard Webber (OCC) will investigate and get an update for us. - Henley’s Lane: It was noted that there is currently no through traffic down Henley’s Lane and that this situation was expected to continue until October. This is due to the problems arising from the main sewer being unable to cope with the additional pressures put on it by the Manor Farm development. Cllr Webber said that he wold be happy to participate in any meetings or on-line discussions about this matter.
The Chairman updated Cllrs Cooke and Webber about the recent informal strategy meeting which the Parish Council had held. The intention is that the PC will be liaising more closely with them going forward. Cllr Webber noted that all County Cllrs had problems attending parish meetings due to diary clashes and that the three of his parishes met on the first Monday of the month. It was noted that the Clerk or Deputy Clerk will send Cllrs Webber and Cooke a separate list of the actions that are their responsibility after Council meetings from now on.
Report from Cllr A Cooke, VWHDC:
- Unitary Council for Oxfordshire This now appears to be increasingly likely. It would result in the District Councils being merged with the County Council so that everything falls under a single level. Not everyone will be happy. Some people think that it will be too big. Various options are currently being considered including the possibility of two or three unitary councils.
- Free Car Parking The District Council may have to stop free car parking due to the effect of COVID on its finances.
- Walnut Meadow Sports Field. Andrew Cooke (VWHDC) is working to resolve issues with the unauthorised raised elevation of the sports field due to the buried waste material.
Cllr Shahin joined the meeting at this point.
116/2020 Public Participation.
The member of public at the meeting did not wish to address the Council, so there was none.
117/2020 Minutes of the Previous Parish Council Meeting.
The minutes of the Parish Council meeting was approved and signed by the Chairperson.
Proposed: Tamsin Crane Seconded: Shane McAleavey Resolved: Unanimous
118/2020 Action Checklist from the Previous Meeting
This was reviewed and updated.
119/2020 Finance and Personnel Committee – See Appendix B. (Patricia Athawes).
- Payments. The list of July payments for approval at the August meeting had been circulated before the meeting. The 2 councillors authorised by the Council to approve the online payments at the beginning of August were Patricia Athawes and Graham Webb.
- Bank Reconciliation had been circulated prior to the meeting and was noted.
- Disposition of Council Funds had been circulated prior to the meeting and was noted.
Item continued under 121/2020.
120/2020 Public Art Working Group (Pervin Shahin).
- Chronicle. It was noted that the Chronicle has published a section on the submissions from 3 artists and invites residents to vote of a preferred artist.
- Village Green Bollards. It was noted that an artist has submitted artwork for walnut shaped bollards to be placed on the Village Green to stop cars parking on it. Discussion followed about the materials to be used, the sizes and numbers, installation method and potential safety issues.Mostcouncillors confirmed there support in principle for the proposed walnuts on the green.
Actions:
Cllr Shahin will meet the artist on site for further discussions.
Cllr McAleavey will investigate the use of alternative metals and obtain some quotes.
Andrew Cooke (VWHDC) left at 8:30pm.
121/2020 Finance and Personnel Committee (continued).
2019-20 Annual Accounts and Annual Return for the External Auditor. The Internal Auditor has been seriously ill resulting in a delay in finalising the internal audit. This has now been completed and the Council was asked to agree the following:
- Internal Auditors Report was received and approved.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous - Annual Accounts 2019-20 was received and approved, including notes of the accounts.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous - Annual Governance Statement 2019/2020 (Section 1 of the Annual Return) was received and approved.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous - Accounting Statements 2019/2020 (Section 2 of the Annual Return) was received and approved.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous - Setting the Date for the exercise of Electors Rights. Due to the delays with the internal audit the original inspection period proposed in April has now lapsed. It must start before September 2020. It was resolved that the dates for the exercise of electors rights to be from 17th August 2020 to 28th September 2020 (inclusive) as there is a bank holiday on 31st August 2020. The poster and summary accounts will be displayed on the public notice board for this period, placed on the village website from 14th August 2020 and be available on this for the next year.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous
Actions:
- The Clerk will take the Annual Governance and Accountability Return 2019/20 to the Chairman for signing along with the Summary accounts.
- The Deputy Clerk will put the Notice of the Public Rights Poster on the Notice Boards and Web Site. The Summary Accounts will also be displayed after they have been signed.
- The Clerk will send the audit paperwork to the external auditor.
122/2020 Planning Committee – Appendix C.
- August Planning Meeting. It was noted that there was no August meeting due to a lack of planning matters to discuss and no Chairperson.
- Chairperson. It was noted that the Planning Committee needs a chairperson following the resignation of Matthew Lowy. It was agreed to appoint Graham Webb as an interim Chairperson to be ratified at the next Parish Council meeting.
123/2020 Projects Board Committee (Claire Woollard).
- Structure. It was noted that the current Projects Board Committee format and structure is no longer suited to support the delivery, implementation and benefits realisation of projects associated with Drayton 2020 / Drayton Neighbourhood Development Plan. A vast amount of work has been progressed with regards to NDP scope, project briefs, engagement with potential contractors and suppliers and involving the community in various meetings and surveys, to ensure the Parish Council progressed the right options to improve village life. The ’10 things’ leaflet was distributed to residents in 2017 after the outputs from these meetings and surveys were analysed. Claire Woollard presented a draft proposed revision of the Projects Board structure for comment and agreement. This was based on three tiers: a programme office consisting of a chairperson and project manager, five work streams and various projects which would sit under the work streams. Irma Schoonhoven agreed to lead the Travel work stream. It was agreed to remove the Retail work stream for the time being. It was resolved to disband the Projects Board Committee and continue its work through a new Neighbourhood Development Plan Working Group in the interim (see 104/2020 Projects Board Committee (b)).
Proposed: Tamsin Crane Seconded: Claire Woollard Resolved: Unanimous
- The new Neighbourhood Development Plan Working Group will review the job description for the new project manager role (employee or a contractor) and circulate this so it can be discussed by Council in September or October.
- The Deputy Clerk will put this item on the agenda for September or October (as instructed).
- Cllr Woollard will update the members of the Projects Board who are not parish councillors about the proposals, and agreed to chair the Neighbourhood Development Plan Working Group as an interim measure.
124/2020 Items to be noted from Parish Councillors.
- Grass Cutting. It was noted that some of the grass verge along the High Street needs cutting. It was also noted that this is the responsibility of OCC.
- Drayton Chronicle. Graham Webb offered to help produce items for the Drayton Chronicle.
125/2020 Date of the next Meeting.
7th September 2020.
The Chairperson declared the meeting closed at 9:30pm.
Signed:
Name:
Date:
Appendix B
Finance & Personnel Committee
Payments: £500 or more
Disposition of Council Funds as at 31st July 2020
Appendix C
Planning Committee Applications
P19/V2428/FUL.
Single dwelling house with detached double garage. 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: Support: No objection.
VWHDC: Pending.
P19/V2428/FUL Amendment: No. 1 – dated 29th November 2019.
Single dwelling house with detached double garage (as amended by plans and additional information received on 29 November 2019). 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: No comment.
VWHDC: Pending.
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: Pending.
P20/V0550/O.
Provision of a covered horse-riding arena on equestrian land. Stonehill Farm (Riding School) Stonehill Drayton Abingdon OX14 4AA.
PC: Objection: Drayton Parish Council would like to object to this planning application for the following reasons: 1. That the proposed building is going to be visually intrusive due to the ridge height, it will be visible from the main road between Abingdon and Drayton. 2. Is of an inappropriate size for the limited band of open country separating Abingdon and Drayton as the proposed area is around the size of two football fields” and is disproportionate for other buildings on the site.
VWHDC: Outline Planning Permission on 29th July 2020.
P20/V0654/FUL.
New workshop. Windy Ridge, Workshop Rear of 1 Milton Road Drayton Abingdon OX14 4EZ.
PC: Objection: See June 2020 Planning Minutes for details.
VWHDC: Planning Permission on 24th July 2020.
P20/V0550/O Amendment : No. 1 – dated 16th May 2020.
Provision of a covered horse-riding arena on equestrian land (Additional justification received from agent on 16 May 2020). Stonehill Farm (Riding School) Stonehill Drayton Abingdon OX14 4AA.
PC: Objection: Drayton Parish Council’s previous objections have not changed: 1. That the proposed building is going to be visually intrusive due to the ridge height, it will be visible from the main road between Abingdon and Drayton. 2. Is of an inappropriate size for the limited band of open country separating Abingdon and Drayton as the proposed area is around the size of two football fields” and is disproportionate for other buildings on the site.
VWHDC: Pending.
P20/V1213/HH.
Proposed two-storey side extension and single storey rear extension. 5 Marcham Road Drayton Abingdon OX14 4JH.
PC: Objection: Drayton PC wishes to object to the requested planning permission because in the PC’s opinion the application is for a development that is disproportionate to the site and is overshadowing the neighbouring property. Further, if the planning application is granted Drayton PC request that a condition be added to the permission such that the drive shall be made capable of safely taking the three vehicles and not add extra street parking. Drayton PC also wish to add comments that the planned development provides no pathway to the back garden except through the house.
VWHDC: Planning Permission on 24th July 2020.
P20/V1295/HH.
Remodelling and two storey extension. Woodside 157 Drayton Road Sutton Courtenay Abingdon OX14 4HA.
PC: Objection: Drayton PC would object to the development on the grounds that the property concerned is visible from the neighbouring public footpath and the planned extension would be more obtrusive from this footpath. It is also felt the planned development constitutes over development of the site. Drayton PC would also like to comment that it is hard from the supplied drawings to see how the existing and proposed structures relate to each other, that describing it as a development of an existing property is stretching the description of it as being a development rather than replacement.
VWHDC: Planning Permission on 29th July 2020.
P20/V1310/FUL.
Proposed replacement of two existing residential mobile homes with 2 dwelling houses. 5 & 6 Mill Lane Sutton Courtenay ABINGDON OX14 4BE.
PC: No Comment.
VWHDC: Pending.
P20/V0654/FUL Amendment: No. 1 – dated 24th June 2020.
New workshop (Amended plans received 23 June 2020- To include an MOT pit and amended certificate of ownership). Windy Ridge, Workshop Rear of 1 Milton Road Drayton Abingdon OX144EZ. 16th July 2020.
PC: Objection: The amendment relating to application number P20/V0654/FUL does not change the Parish Council’s previous comment.
VWHDC: Pending.
P20/V1493/HH.
Single storey link between house and detached games room. 45 Hilliat Fields Drayton Abingdon Oxfordshire OX14 4JF.
PC: Support.
VWHDC: Pending.