Minutes of the Drayton Parish Council Meeting
held on 8th November 2022 at 7:00pm in the Caudwell Day Centre
Councillors Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Richard Wade (Vice-Chairperson), Pervin Shahin, Susan Harris.
Councillors Not Present: Adrian Cooke, Alistair Cumming.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Richard Webber (OCC) from 7.26pm, Jonathan Fowler (Programme Manager).
Public: 1 member of the public was present.
210/2022 Apologies for Absence. Alistair Cumming.
211/2022 Councillor 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
212/2022 Declarations of Interest, Dispensations or Use of Delegated Powers. None.
213/2022 Signing of the New Code of Conduct Forms. It was noted that all councillors need to update their register of interests.
214/2022 Public Participation.
a) Traffic Calming. A parishioner expressed an interest in traffic calming. It was noted that the S106 monies have been transferred from the VWHDC to OCC. Matter continued under item 220/2022 a).
b) Village Green Litter Bins. A parishioner expressed concern over the state of the litter bins on the Village Green. 2 are missing and the remaining litter bin is overflowing. It was noted that these litter bins belong to the VWHDC and the 2 missing litter bins have been reported on ‘Fix My Street’.
ACTION: Deputy Clerk to send an email to Vale Waste asking that the replacement of the missing litter bins is expedited.
215/2022 Report from OCC Councillor. Richard Webber’s report was noted later in the meeting upon his arrival. See item 220/2022.
216/2022 Report from VWHDC Councillor. Adrian Cooke was not present.
217/2022 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Graham Webb Seconded: Pervin Shahin Resolved: Unanimously by all who had attended it.
218/2022 Action Checklist. The following actions were updated. See Appendix B for this month’s action list.
| Village Green Services. Richard Webber to provide the Parish Council with a map showing all the services running under the Village Green. Action completed. |
| Walnut Meadows Fencing. Richard Wade and Deputy Clerk to take a look and report back – ongoing. |
| Hybrid Meetings. Programme Manager to confirm what equipment is required to enable hybrid meetings – this may influence whether the TV is the best purchase. Action completed. |
| Village Green Trees. Deputy Clerk to get professional advice and quotations for any necessary work – ongoing. |
| WWI Commemorative Trees. Patricia Athawes to ask the school what type of tree they would like. Waiting for a response from the school – ongoing. |
| Damaged Walnut. Richard Wade to take a look and advise if it can be re-seated upright again. It was noted that this is not a trivial task and machinery is required to lift and re-seated the walnut upright again. Action completed. |
| S106 Application for Eastway. Programme Manager to draft S106 application and send to the Clerk. Action completed. |
| Signing the forms adopting the new Code of Conduct. Clerk to bring the forms to the next meeting. Action completed – forms circulated. |
| Allotments. Clerk to ask Allotment Warden for detailed proposals about the suggested locking of gates. Action completed. |
219/2022 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Grant Application. St Peter’s Church had submitted the grant application for the annual churchyard maintenance grant of £2,250.00 received and approved in accordance with minute 156/2022 (July 2022). Power used: Open Spaces Act 1906, sections 9 & 10.
b) Payments.
i) The list of payments was received and noted.
ii) The payments to be made following the meeting were approved.
Proposed: Richard Wade Seconded: Susan Harris 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.
c) Bank Statements and Reconciliation. The bank reconciliation and bank statements for last month were noted.
d) Disposition of Council Funds. The disposition of council funds was noted.
e) Finance & Personnel Meeting 25th October. The draft minutes were noted.
f) Payment Card. Item deferred to when the new Clerk is appointed.
g) Hybrid Meetings. Item deferred to the next meeting.
h) Any Other Financial Matters Arising. None.
County Cllr Webber arrived at 7.26pm
220/2022 Report from OCC Councillor (Richard Webber).
a) Traffic Calming. It was noted that Richard Webber has received a lot of emails from parishioners expressing their frustration at the time it is taking to implement the traffic calming measures specified in the Drayton Neighbourhood Plan. It was noted that a meeting will be held between a senior
highways officer, the Cabinet member for Highways and the Parish Council. It was resolved that Richard Wade and the Programme Manager will represent the Parish Council in the meeting.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
b) Village Green Services. It was noted that Richard Webber had provided the Parish Council with a map showing all the services running under the Village Green.
c) Planning Application in Sutton Courtenay. Richard Webber’s report on a planning application in Sutton Courtenay on Land off Hobbyhorse Lane was noted.
d) Milton Park (MEPC). Richard Webber’s report on bus passes for Milton Park was noted.
County Cllr Webber left the meeting at this point.
221/2022 Planning Committee Graham Webb’s report was noted. See Appendix C.
222/2022 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. It was noted that legal advice has been obtained about the 2015 Agreement between Drayton Parish Council and Miller Homes to determine who is responsible for implementing the landscape scheme. The 2015 Agreement commits Miller Homes to implement the landscape scheme as per the original S106 agreement. This was also the view of the Planning Officer.
b) S106 Application to fund Improvements to Drayton Eastway (BW1). It was noted that three quotes had been obtained for levelling and a new surface for the Eastway bridleway. A s106 funds application was submitted to the VWHDC on 1st November for the funding to pay for this project. The VWHDC are due to meet on 23rd November to discuss the latest S106 applications that they have received. It was resolved that the Clerk is authorised to formally accept the S106 money for this project from the VWHDC if/when an offer letter is received.
Proposed: Richard Wade Seconded: Patricia Athawes Resolved: Unanimous
223/2022 Public Art (Pervin Shahin).
a) Entrance Gate Signs. It was noted that new poles for the entrance signs have been installed by OCC. The artists have completed laser cutting of the signs and are about to commence painting. Installation is currently scheduled for 21st November 2022.
b) Walnut Information Plaque. It was noted that the rock to mount the plaque on is on order.
c) The Dove Cotes Labyrinth. There was nothing to note at this meeting.
d) Village Hall Mosaic. There was nothing to note at this meeting.
e) Damaged Walnut. It was noted that it would not be a trivial task to reseat the walnut that had been moved from its original position – machinery would be required to lift it. It had been assessed separately by the Clerk and Cllr Wade and was not considered to be a risk.
224/2022 Rights of Way & Conservation Working Group (Richard Wade).
S106 Application for Eastway. Item discussed under item 222/2022 b).
225/2022 Tree Planting. It was noted that the parish council is waiting for the school to suggest what type of WWI Commemorative tree they might like. The possibility of planting additional trees on the Village Green was discussed. It was suggested that Cllr Shahin submit a motion to the next meeting to enable the Council to formally decide whether it wants any additional trees on the Village Green, and if so, what it would like.
226/2022 Storage of the Marquee purchased for the Queens Platinum Jubilee Celebrations. It was noted that the marquee may be needed if there is an event held to celebrate the King’s Coronation next year. Until then Cllr Shahin agreed to temporarily store it.
227/2022 Items to be noted from Parish Councillors. None.
228/2022 Date of the next Meeting. 13th December 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).
229/2022 Burial Ground Covenant. It was resolved to sign the deed of release.
Proposed: Susan Harris Seconded: Pervin Shahin Resolved: Unanimous
Cllrs Patricia Athawes and Graham Webb then signed the deed of release in the presence of the Clerk. It was noted that the pile of surplus soil in the burial ground needs removing.
ACTION: Deputy Clerk to obtain quotations to remove the pile of soil from the burial ground.
230/2022 Miller Homes. Item discussed earlier in the meeting.
The Deputy Clerk and Programme Manager left the meeting.
231/2022 Staffing Matters. The Clerk had recently handed in her notice and will leave the Parish Council in December. The recruitment process and the possible need for interim support was discussed. The Parish Council noted progress on the benchmarking of the Deputy Clerks job, and the scheduling of the Programme Managers annual appraisal.
End of Reserved Business.
The Chairperson declared the meeting closed at 9:15pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments of £500 or more since the last meeting
£
Staff Salaries 2,610.31
LGPS staff pension contributions 783.89
Surrey Hills Solicitors Professional Fees 10,289.07
St Peter’s Churchyard Maintenance Grant 2,250.00
Drayton Chronicle s137 Grant for 2022 2,500.00
Planet Art – 2nd stage payment 5,000.00
Disposition of Council Funds as at 01st November 2022
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £286,578.62 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,230.81 0.10% Projects Acct
Total £322,299.12
Appendix B
Actions Checklist
| Annual Appraisals. Patricia Athawes to arrange outstanding staff appraisals. |
| Walnut Meadows Fencing. Richard Wade and Deputy Clerk 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. |
| Village Green Trees. Deputy 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. Waiting for a response from the school. |
| Projects funding. Clerk and Programme Manager to add s106 figures. |
| Village Green Litter Bins. Deputy Clerk to send an email to Vale Waste asking that the replacement of the missing litter bins is expedited. |
| Burial Ground Covenant. Deputy Clerk to get quotations to remove the pile of soil in the burial. |
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. |
| P21/V1924/FUL Amendment: No. 4 – dated 17th June 2022. PC: Response: See August’s minutes for comment. VWHDC: Pending. |
| P22/V1526/HH. Two storey side extension. 3 Whitehorns Way Drayton OX14 4LL. PC: Noted. VWHDC: Pending. |
| P21/V1924/FUL Amendment : No. 5 – dated 12th September 2022. PC: Support: See October’s Minutes for details. 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: See October’s Minutes for details. 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: Noted. VWHDC: Pending. |
| P22/V1526/HH Amendment : No. 1 – dated 31st October 2022. Two storey side extension. (as amended by plan received 31 October 2022). 3 Whitehorns Way Drayton OX14 4LL. PC: Response: The Parish Council thinks that the upper storey will still take light from No.5. VWHDC: Pending. |
| P22/V2546/S73. Variation of conditions 2 (Approved Plans) and removal of condition 14 (Age Restriction) on planning application P17/V1225/RM Erection of 22 dwellings together with replacement garage for 10 Halls Close. Land South of Halls Close Drayton. PC: Objection: This planning application is outside the built up area of the village as specified in the Neighbourhood Development Plan – PLANNING POLICY P-LF2: BOUNDED DEVELOPMENT. VWHDC: Pending. |
| P22/V2493/S73. s73 application to vary conditions 2(approved plans) & 3(materials) on application P21/V2176/FUL – to increase the size of the approved units and additional carports (Demolition of single dwelling and associated outbuildings and structures, and erection of 1x2bed, 2x3bed, 4x4bed and 1x5bed detached dwellings with associated parking and landscaping). Kiln Lane Drayton OX14 4FE. PC: Objection: The houses are too tightly packed. VWHDC: Pending. |
| P21/V1924/FUL Amendment : No. 6 – dated 4th November 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 and amended and amplified by additional plans and information received 04 November 2022). Land West of Abingdon Road Drayton. PC: Pending. VWHDC: Pending. |