Minutes of the Drayton Parish Council Meeting
held on 11th October 2022 at 7:00pm in the Caudwell Day Centre
Councillors Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Richard Wade (Vice-Chairperson), Pervin Shahin, Adrian Cooke (left at 9:00pm), Alistair Cumming.
Councillors Not Present: Susan Harris.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Richard Webber (OCC), David Cookson (VWHDC).
Public: 2 members of the public were present.
It was noted with sadness that Her Majesty Queen Elizabeth II had died recently.
There had therefore been no September meeting.
185/2022 Apologies for Absence. Susan Harris.
186/2022 Resignation. It was noted that Robert Taylor and Caroline Green had resigned from the parish council.
187/2022 Cllr Vacancies. It was noted that there are currently 4 vacancies for Cllrs on the parish council. Anyone interested should contact the Clerk by emailing clerk@draytonpc.org
188/2022 Declarations of Interest, Dispensations or Use of Delegated Powers. It was noted that the Clerk and Delegated Emergency Panel (SO 3y) had used its delegated authority to authorise an urgent payment that was required to progress the burial ground covenant.
189/2022 Public Participation.
a) Traffic Calming. A parishioner expressed concern over the speed of traffic through the village and asked why none of the traffic calming measures had yet been implemented. The Programme Manager’s report about his efforts to progress this matter was noted. His initial communications with OCC Highways had resulted in an unsatisfactory response. The matter was escalated to the OCC Cabinet member for Travel by our County Councillor on 27th July. A further update was received on 27th Sept but provided no optimism for progress in the short to medium term. There was confirmation that there is approximately £800K budget set aside for the works although this expires in August 2026.:
Matter continued upon Richard Webber’s (OCC) arrival later in the meeting, see item 191/2022 d).
b) Land to the South of Halls Close. A parishioner expressed an interest in the recent correspondence from a representative of ‘Origin3’. They had approached the parish council on behalf of Eagle One Homes regarding its proposals for up to 40 new homes on land to the south of Halls Close in Drayton, located to the east of the Bloor Homes development and to the south of the current Halls Close development. It was noted that the site under discussion is not identified in the Drayton Neighbourhood Development Plan and the VWHDC has a 5-year land supply. Matter continued under item 197/2022.
c) Reserved Business. A parishioner suggested that the position of Reserved Business should be moved to the very end of the agenda so that it appears between the date & time of the next meeting and before the formal closure of the meeting. This would allow members of the public to hear ‘Any items to be noted from Parish Councillors’ and remove the need for them to leave the meeting and wait outside, whatever the weather, before returning to the meeting.
d) Correspondence. A parishioner suggested that for the sake of transparency, there might be a facility in the agenda where correspondence could be highlighted and, where of immediate interest to the public, discussed openly. He suggested that the following item on this meetings agenda was an example of when this might be useful: 13 b) – [Approach from a Developer. To note the Committees response to an email received on 7th September 2022.], see item 197/2022 for details.
e) Village Green. A parishioner expressed concern over the amount of ‘clutter’ on the Village Green. He estimated there were already between 50 and 60 material things on this important green area. He noted the chestnuts and other mature trees that enhance the village green, and suggested that these be professionally checked and cared for on a regular basis. He was concerned that these trees might be disturbed by excavations or other activities e.g. if more trees were to be planted, and noted that additional trees would reduce the amount of water and nutrients necessary to preserve the current mature trees. He asked the PC to carefully consider this and select more appropriate locations around the village for any future tree-planting project, and not to introduce any future objects on the village green.
190/2022 S106 Monies. David Cookson (VWHDC) explained his role and discussed with Cllrs various matters relating to S106 monies. It was noted that a S106 agreement is a legal agreement between a developer and the local planning authority and any changes require the agreement of the developer. He explained who can apply for s106 funds and what types of items this money might be spent on, noting that it is usually a physical thing such a building, lawn mower for a sports club etc. He explained that there appeared to be a current misconception about £47k allocated for public art. Mr Cookson said that the piece of art would usually have to go on a piece of land specified by the developer. Any changes would therefore need their agreement. With regards to the Dovecotes development, Mr Cookson offered to discuss any outline ideas from the PC with developer if they were sent to him. A full s106 application was not required at this stage. It was noted that any s106 applications from the Parish Council should be submitted via the Clerk. It was noted that 3 dead trees along Hilliat Fields can be replaced from S106 monies from the Manor Farm development. David Cookson will ask the Manor Farm developer if all the remaining S106 monies can be spent on trees elsewhere in the parish. The timescales of spending s106 on some specific projects are raising concerns and so the parish council asked whether it might be possible to stop the clock. It was suggested that as the deadline for the spend drew nearer it may be possible to do something. It was noted that for small projects, s106 recipients usually had 1 year in which to spend the funds, whereas for larger projects this might be up to two years. The Chairperson of the PC thanked Mr Cookson for attending the meeting.
191/2022 Report from OCC Councillor (Richard Webber)
a) Budget. It was noted that OCC faced a significant budget deficit due to inflation and other factors.
b) HiF1 Didcot Relief Road. It was noted that this has might be delivered at the end of November. It was noted that the costs had increased significantly.
c) Milton Heights Pedestrian/Cycle Bridge. It was noted that 400 new houses could result in a s106 contribution being available for a new pedestrian bridge over the A34, but this matter had been delayed.
d) Traffic Calming and Highways Issues. Cllr Webber noted that OCC Highways are snowed under at the moment due to a lack of man-power, and that the traffic had always been bad running through Drayton. County Cllr Webber was updated about a recent meeting with the VWHDC and Miller Homes regarding the junction at Walnut Meadow, and advised that things were moving forward.
e) Village Green Services. It was noted that Richard Webber will provide the Parish Council with a map showing all the services running under the Village Green.
ACTION: Richard Webber to provide the Parish Council with a map showing all the services running under the Village Green.
Cllr Webber left the meeting at this point.
192/2022 Report from VWHDC Councillor (Adrian Cooke).
P21/V1924/FUL Amendment: No. 5 – dated 12th September 2022 (see appendix C for details). Cllr Cooke was encouraged by the latest planning application amendment from Miller Homes for the sports facility at Walnut Meadow. The Programme Manager’s report noted that a meeting had been held with Miller Homes at their Basingstoke office on 22nd September to discuss the latest iteration of their planning application for the sports pitches. The key points from the meeting were:
a) Miller Homes have agreed to screen and remove waste material to a depth of 700mm. This should allow the required drainage to be installed.
b) Millers have agreed a legal document with the Vale stating that, should the planning application be granted approval, they will undertake the works required within 9 months.
c) In Miller Homes view, the responsibility for the drainage, landscaping and perimeter track sits with Drayton Parish Council. This is due to the 2015 agreement that Drayton PC signed with Miller Homes.
d) The S278 works are complete and just awaiting approval from OCC Highways.
e) Miller’s have undertaken a drainage survey for the S38 road adoption and are due to dig trial holes in Chestnut Drive shortly.
193/2022 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Graham Webb Seconded: Richard Wade Resolved: Unanimous
194/2022 Action Checklist. The following actions were updated. See Appendix B for this month’s action list.
| Trees. Richard Webber to provide the Parish Council with a map showing all the services running under the Village Green. |
| Traffic Calming. OCC Highways are snowed under at them moment. Action removed but will be monitored. |
| Grass Cutting. The Clerk has asked the grass cutter not to cut the grass until it rains. Action removed. |
| Entrance Gate Signs. The contract for fabrication has been sent to the artist. Action removed. |
| Walnut Information Sign. The rock-mounted plaque is on order. Action removed. |
| Drayton Conservation Area Appraisal. The Parish Council has responded. Action removed. |
| Bench in the Burial Ground. The bench is on order. Action removed. |
195/2022 Adoption of the new Oxfordshire Code of Conduct. It was resolved to adopt the new code of conduct.
Proposed: Alistair Cummings Seconded: Richard Wade Resolved: Unanimous
Action: The Clerks will bring the forms to the next meeting for Cllrs to sign.
196/2022 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments.
i) The list of payments was received and noted.
ii) The payments to be made following the meeting were approved.
Proposed: Adrian Cooke Seconded: Richard Wade Resolved: Unanimous
iii) The two Councillors authorised to make the on-line payments between this and the next Parish Council meeting were Graham Webb and Pat Athawes.
b) Bank Statements and Reconciliation. The bank reconciliation and bank statements for last month were noted.
c) Disposition of Council Funds. The disposition of council funds was noted, and also the 6month budget update.
d) Finance & Personnel Committee Meeting. The draft minutes of the F&P Committee meeting that was held on 6th September 2022 was noted, and the following three recommendations were approved:
- Review of the Effectiveness of the Internal Review (audit) for 2021-22.
- Updated Risk Analysis document.
- Terms of Reference for the Burial Ground Covenant Working Group.
Proposed: Richard Wade Seconded: Graham Webb Resolved: Unanimous
e) Internal Auditor.
- It was noted that IAC can no longer provide internal audits to the council due to staff shortages.
- It was resolved to appoint Auditing Solutions to be the internal auditor for 2022-23.
Proposed: Richard Wade Seconded: Alistair Cummings Resolved: Unanimous
f) Payment Card. Item deferred to the next meeting.
g) Additional Cllr to join the F&P Committee. It was agreed to appoint Alistair Cumming onto the Finance and Personnel Committee.
h) Hybrid Meetings. Item deferred to the next meeting.
197/2022 Planning Committee. Graham Webb’s report was noted. See Appendix C.
Approach from a developer. It was noted that the Planning Committee responded to an email received on 7th September 2022. Planning minute 19/2022 from the Planning Committee Meeting held on 4th October 2022, recorded the approach about the land to the South of Halls Close mentioned at minute 189/2022 b) above, on behalf of Eagle One Homes. They propose to build up to 40 new homes on land to the south of Halls Close in Drayton, located to the east of the Bloor Homes development and to the south of the current Halls Close development. After the Planning Committee meeting the PC wrote to Origin3, thanking them for sending the PC the location plan but declining their request for a meeting with members of the Council. The site under discussion is not identified in the Drayton Neighbourhood Development Plan, which is not due to be replaced until 2032. In addition, the Vale of White Horse Council has a 5-year land supply statement in place and so we are not looking to identify new sites for housing in the village at this time.
198/2022 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. The monthly report from the Programme Manager was noted.
b) Walnut Meadow – Legal Advice. The PC resolved to approve a budget of up to £3,000.00 (ex VAT) for legal advice relating to Walnut Meadows.
Proposed: Graham Webb Seconded: Richard Wade Resolved: Unanimous
199/2022 Public Art (Pervin Shahin).
a) Entrance Gate Signs.
i) It was noted that the fabrication contract has been signed and the initial instalment paid to the artists. It was also noted the signs have been made.
ii) It was noted the proposed installation date is on 21st November 2022.
b) Walnut Information Plaque. It was noted that the rock to mount the plaque on has been ordered.
c) The Dove Cotes Labyrinth. There was nothing to note at this meeting.
d) Village Hall Mosaic. It was agreed to support the Village Hall’s S106 application for a mosaic.
e) Damaged Walnut. It was noted that one of the walnuts on the Village Green has been moved.
Action: Richard Wade agreed to go and assess the situation.
Adrian Cooke left at 9:00pm.
200/2022 Rights of Way & Conservation Working Group (Richard Wade).
S106 Application for Eastway. It was noted that 3 quotations have been received to resurface Eastway bridleway BW1. It was resolved to authorise the Clerk to apply for release of funds for £17,263.00 based on quotations received from contractors, subject to further investigation.
Proposed: Richard Wade Seconded: Graham Webb Resolved: Unanimous
Action: Programme Manager to draft S106 application and send to the Clerk.
201/2022 Tree Planting. A Cllr has suggested that 3 additional trees (two walnut and one cherry / almond) be planted on the Village Green. Other Cllrs were concerned that planting too many trees and shrubs might make the Village Green look like a copse. It was noted that the shrubs that had been bought and planted earlier in the year had all died, and that aftercare might therefore be an issue. It was also noted that there were too many road signs in this area. It was suggested that a holistic, long term vision for the Village Green area needed to be developed. OCC Cllr Richard Webber will provide the Parish Council with a map showing all the services running under the Village Green. It was agreed that the trees at the Village Green need to be checked by professionals to assess whether any maintenance is required. This matter will be discussed further next month.
202/2022 Landscaping and Ground Maintenance Strategy. Item to be removed from agenda.
203/2022 RoSPA Play Safety Inspection Reports. It was noted that the annual RoSPA Inspections had been undertaken, and that no significant risks were identified. The Deputy Clerk and Village Caretaker had gone through the reports and actioned the items that were brought to the PC’s attention. There are several items that will be monitored by the Village Caretaker as advised by RoSPA.
204/2022 Allotments. The allotment warden had reported an increased number of thefts of produce from the allotments in the past few weeks. An informal poll of allotment holders was being undertaken to assess whether they might like the site to be locked. Cllrs were concerned about emergency access. The Parish Council asked for a proposal to be submitted that includes costs and shows the proposed lock mechanisms etc.
Action: The Clerk will ask the Allotment Warden to submit a more detailed proposal.
205/2022 Storage of the Marquee. Item deferred to the next meeting.
206/2022 Items to be noted from Parish Councillors (item expedited).
a) Email Accounts. The Chairperson reminded Councillors not to use their personal email accounts for Parish Council business. They have each been issued with a Parish Council email address that should be used for this purpose.
b) Guard Against Reservoir Development (GARD). GARD are holding a meeting on 29th Oct and asked about installing a banner to advertise the event on the Village Green opposite The Wheatsheaf pub. Concerns were raised that the sight lines of drivers might be blocked. It was suggested that installing the sign on the green area at the Sutton Wick Lane entrance might be a better location.
207/2022 Date of the next Meetings (item expedited). 8th November 2022.
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).
208/2022 Burial Ground Covenant. An update was received and noted. The council resolved to authorise Cllrs Richard Wade and Susan Harris and the Clerk to represent the Council at mediation and to try to resolve the restricted covenant issue, subject to Councils ratification.
Proposed: Alistair Cummings Seconded: Pat Athawes Resolved: Unanimous
209/2022 Miller Homes. Item discussed earlier in the meeting.
End of Reserved Business.
The Chairperson declared the meeting closed at 10:04pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments of £500 or more since the last meeting
£
Staff Salaries 2,516.81
OCC Pension contributions 751.71
Planet Art – fabrication contract 1st instalment 2,400.00
Caretaker 655.00
The Landscape Group grass cutting 1,256.88
Disposition of Council Funds as at 30th September 2022
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £300,563.08 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,230.81 0.10% Projects Acct
Total £336,283.58
Appendix B
Actions Checklist
| Payment of a Salary Increments. Patricia Athawes to arrange staff appraisals for the employees of the council. |
| Village Green Services. Richard Webber to provide the Parish Council with a map showing all the services running under the Village Green. |
| Walnut Meadows Fencing. Richard Wade to take a look and report back. |
| Content Sharing Briefing Paper. Clerk to order TV when payment card active, subject to outcome of action below. |
| Hybrid Meetings. Programme Manager to confirm what equipment is required to enable hybrid meetings – this may influence whether the TV is the best purchase. |
| Village Green Trees. Clerk to get professional advice and quotations for any necessary work. |
| WWI Commemorative Trees. Patricia Athawes to ask the school what type of tree they would like. |
| Projects funding. Clerk and Programme Manager to add s106 figures. |
| Damaged Walnut. Richard Wade to take a look and advise if it can be re-seated upright again. |
| S106 Application for Eastway. Programme Manager to draft S106 application and send to the Clerk. |
| Signing the forms adopting the new Code of Conduct. Clerk to bring the forms to the next meeting. |
| Allotments. Clerk to ask for detailed proposals about the suggested locking of gates. |
Appendix C
Planning Applications
| P21/V1924/FUL. Hybrid Planning application: Formation of sports pitches with associated ground works, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). Land West of Abingdon Road Drayton. PC: Objection: See September’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL. Amendment: No. 1 – dated 18th August 2021. PC: Objection: See September’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 2 – dated 7th September 2021. PC: Objection: See October’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL. Amendment: No. 3 – dated 10th March 2022. PC: Noted. VWHDC: Pending. |
| P22/V1055/FUL. New dwelling house. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Noted. VWHDC: Planning Permission on 7th October 2022. |
| P21/V1924/FUL Amendment: No. 4 – dated 17th June 2022. Hybrid Planning application: Formation of sports pitches with associated groundworks, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). (Retrospective). (as amended by plan received 10 March 2022 and as amplified by archaeology report received 17 June 2022). Land West of Abingdon Road Drayton. PC: Response: See August’s minutes for comment. VWHDC: Pending. |
| P22/V1055/FUL. New dwelling house. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Objection: See August’s minutes for comment. VWHDC: Planning Permission on 7th October 2022. |
| P22/V1526/HH. Two storey side extension. 3 Whitehorns Way Drayton OX14 4LL. PC: Noted. VWHDC: Pending. |
| P21/V2203/HH Amendment: No. 2 – dated 2nd August 2022. Erection of new timber frame double garage to front of 122 Abingdon Rd. (Amended plans received 7 March 2022 and Ownership certificate C received 1 August 2022). 122 Abingdon Road Drayton Abingdon OX14 4HT. PC: Support: Its s set well back from the road, and using sensitive materials. VWHDC: Planning Permission on 23rd September 2022. |
| P22/V1055/FUL. Amendment: No. 1 – dated 7th September 2022. New dwelling house. (As amended by plan received 7 September 2022). Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Noted. VWHDC: Planning Permission on 7th October 2022. |
| P21/V1924/FUL. Amendment: No. 5 – dated 12th September 2022. Hybrid Planning application: Formation of sports pitches with associated groundworks, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). (Retrospective). (as amended by plan received 10 March 2022, as amplified by archaeology report received 17 June 2022 and additional information received 12 September 2022). Land West of Abingdon Road Drayton. PC: Support: Drayton Parish Council supports this planning application with the following conditions included: 1 All debris/waste material to a depth of 700mm is removed in order that a trenching machine can be used to install the drainage. 2 The site is regraded with a cross fall of 1% (1:100) in the line of play. 3 The existing vegetation on the site will be removed. 4 Following the screening / re-grading, topsoil is replaced to replicate original levels (150mm). 5 The provision of a flat and camber/cross fall free area for the perimeter track. VWHDC: Pending. |
| P22/V2099/HH. Proposed ground and first floor rear extension. 14 The Green Drayton OX14 4HZ. PC: Noted. VWHDC: Pending. |
| P22/V1917/LDO. Milton Park Milton Abingdon Grid Ref: 449180191788 Re. LOCAL DEVELOPMENT ORDER – Draft for Public Consultation. PC: Support: Drayton Parish Council would like to see the permissive footpath linking Drayton footpath 192/12/20 to Steventon bridleway 299/5/60 re-established and if possible turned in to an adopted public right of way as this will allow people to walk from Drayton to Milton Park avoiding B roads, as per our Neighbourhood Development Plan (page 64). VWHDC: Pending. |
| P22/V2218/HH. Single storey rear extension, entrance porch extension, hip-to-gable loft conversion with front and rear dormer windows. 28 High Street Drayton Abingdon OX14 4JL. PC: Response: Not in keeping with the surrounding houses. VWHDC: Pending. |
| P22/V2193/HH. Outbuilding remodel and link extension. Woodside 157 Drayton Road Sutton Courtenay Abingdon OX14 4HA. PC: Noted. VWHDC: Pending. |
| P22/V2152/LB. Proposed conversion of stable building to residential annex within the curtilage of the Main House. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support. VWHDC: Pending. |
| P22/V2151/FUL. Proposed conversion of stable building to residential annex within the curtilage of the Main House. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support. VWHDC: Pending. |
| P22/V2291/HH. Single storey rear extension. Single store oak porch extension. New pitch roof over main dwelling. Insertion of 3 flat roof dormers. Render existing dwelling with white through render. Insert 2 new flat rooflight over garage. New flat roof over garage. Raise height of existing garage. Mostyn Milton Road Drayton Abingdon OX14 4EZ. PC: Pending 25th Oct. VWHDC: Pending. |