Minutes of the Drayton Annual Parish Council Meeting
held on 10th May 2022 at 7:00pm in the Caudwell Day Centre
Councillors Present: Tamsin Crane (Chairperson), Patricia Athawes (Vice Chairperson), Susan Harris, Pervin Shahin, Caroline Green.
Councillors Not Present: Robert Taylor, Richard Wade, Graham Webb.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Adrian Cooke (VWHDC).
Public: 2 members of the public were present.
83/2022 Apologies for Absence. Robert Taylor, Richard Wade, Graham Webb.
84/2022 Election of Chairperson and signing of declaration of acceptance of office. In the absence of any other Cllr putting themselves forward, Tamsin Crane agreed to continue as the Chairperson of the Parish Council, but only for a very limited period of time until a replacement Chairperson is appointed. The Parish Council resolved to appoint Tamsin Crane as chairperson.
Proposed: Susan Harris Seconded: Patricia Athawes Resolved: Unanimous
85/2022 Election of Vice-Chairpersons. It was agreed that one Vice Chairman would be appointed at this meeting and a second would be appointed in June. It was resolved to appoint Patricia Athawes as vice-chairperson at this meeting.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
86/2022 Standing Orders, Financial Regulations, and the Councils Code of Conduct. It was resolved to confirm the use of Standing Orders, Financial Regulations, and the Councils Code of Conduct.
Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous
87/2022 Meeting Start Time. It was resolved to change the start time of Council meetings to 7:00pm. If a Planning Committee meeting is needed it can always be called for and held a week earlier or later.
Proposed: Susan Harris Seconded: Patricia Athawes Resolved: Unanimous
88/2022 Committees and Working Groups. It was resolved to confirm the Terms of Reference and Membership of the following Committees and Working Groups. The Parish Council Chairperson and Vice Chairperson(s) are ex-officio members of all committees and working groups:
Committees.
Finance & Personnel (also the Emergency Committee of the Parish Council): Patricia Athawes (Chairperson), Graham Webb (Chairperson of the Planning Committee and the Neighbourhood Plan working Group), Richard Wade (the Chairperson of the Rights of Way and Conversation Working Group) and Tamsin Crane (the Chairperson of the Parish Council). Susan Harris agreed to become an additional bank signatory.
Planning: Graham Webb (Chairman), Patricia Athawes, Richard Wade.
Working Groups
Rights of Way & Conservation: Richard Wade (Chairperson), Graham Webb, Christine West
Public Art: Pervin Shahin (Chairperson), Richard Wade, Patricia Athawes, Caroline Green.
Community Support: Disbanded as not currently needed.
Website: Disbanded as not currently needed.
Neighbourhood Development Plan: Graham Webb (Chairperson), Patricia Athawes, Richard Wade, Tamsin Crane, Colin Arnold.
Traffic Calming: This group was disbanded and became part of the NDP working group.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
89/2022 Parish Councillors leading on the following areas. The Parish Council approved the following appointments:
Cemetery Susan Harris
Reservoir Pervin Shahin
Public Transport and Cycle paths Vacant tbc
Communications including the Drayton Chronicle Contributions Caroline Green
Allotments Susan Harris
Proposed: Patricia Athawes. Seconded: Tamsin Crane Resolved: Unanimous
90/2022 Parish Council representatives on the following groups. The Parish Council approved the following appointments:
Public Transport Liaison Vacant tbc
Drayton Village Hall & Recreation Ground (nominated trustee) Pervin Shahin
Community Trust (nominated trustee) Tamsin Crane
Millennium Green Trust Liaison Tamsin Crane
DAMASCUS Project Pervin Shahin
Neighbourhood Action Group (NAG) Vacant tbc
Footpath Warden Christine West
Speed Watch Volunteers N/A as not currently active
Drayton Community Primary School (School Governor) Patricia Athawes
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
91/2022 Professional Services for 2022-23:The Parish Council approved the following appointments:
a) Bank – Unity Trust Bank.
b) Savings Account – NS&I.
c) Internal Auditors – IAC (the Council entered into a 3 year deal on 09/11/2021)
d) External Auditor – Moore (appointed by the Government)
Proposed: Patricia Athawes. Seconded: Tamsin Crane Resolved: Unanimous
e) Insurers – Zurich. It was resolved to enter into a 5-year agreement.
Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous
92/2022 Subscriptions. It was resolved to approve the continuation of the current council subscriptions.
Proposed: Susan Harris Seconded: Patricia Athawes Resolved: Unanimous
93/2022 Declarations of Interest, Dispensations or Use of Delegated Powers.
Request for a Dispensation. It was noted that as previously agreed by the Council, the Clerk and Chairperson of the Finance & Personnel Committee used delegated authority to approve the appointment of the agronomist recommended by the Projects Working Group.
94/2022 Public Participation. None.
95/2022 Report from OCC Councillor. Richard Webber was not present and no report had been received.
96/2022 Report from VWHDC Councillor (Andy Cooke).
a) New Technology Park. It was noted that there was a consultation open until mid-May to enable residents and businesses to give their views on how greener commercial buildings can be built at a Didcot technology park at Hill Farm, in Appleford and near to Didcot.
b) Housing Infrastructure Fund / Didcot Thames Link Road. It was noted that the new road may
induce traffic for the following reasons: time shifting, route alterations, modal shift, and new journeys.
c) No Mow May. It was noted that wildflowers could bloom in more public areas next month after South Oxfordshire and the Vale of White Horse District Councils pledged their support for No Mow May.
d) Park and Charge Scheme. It was notedthat due to technical difficulties, there is a temporary delay to the launch of the Park and Charge scheme. There will be 124 EV chargers installed across South and Vale. The chargers have already been installed in 10 car parks, but there are a further seven yet to be done.
e) Energy Bill Rebate. It was noted thatSouth Oxfordshire and Vale of White Horse District Councils have paid out more than £8 million in energy bill rebates. All households living in properties which are in council tax bands A-D are entitled to a £150 payment. The government is providing this money, also known as the ‘council tax rebate’, to help people with the rising costs of energy bills with the payments being made by local councils. Over 54,000 households across South and Vale who pay their council tax by direct debit have now received the rebate payment from their district council. They will also receive a letter confirming the payment.
f) Abbey Meadow outdoor pool. It was noted that the future of the Abbey Meadow outdoor pool and splashpad in Abingdon has been secured, despite spiralling energy costs that have closed other pools around the country. The district council agreed a financial package with GLL, the company the council employs to run the pool. The agreement sets out the summer holiday opening schedule, which will run until 2026. This year, the pool is scheduled to open on 25 July and will remain open for six weeks throughout the holidays.
g) Kingston Bagpuize Sports Pavilion. It was noted that the new building being built will be opening in the summer.
h) Homes for Ukraine. It was noted that the government has launched a sponsorship scheme for residents wanting to offer accommodation to Ukrainian refugees.
i) P21/V2176/FUL. Development of a brownfield site in Drayton to provide 9 purpose built houses to modern space and environmental standards. Land at Kiln Lane Drayton OX14 4FE. It was noted that this was discussed at the Planning Committee, where the VWHDC officer recommended that it be approved because the proposed development is considered to comply with the relevant policies within the Development Plan, the Drayton Neighbourhood Plan and the NPPF. The Planning Committee deferred a decision to give the developer an opportunity to discuss/review the number of homes and resolve some biodiversity and environmental matters.
97/2022 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous
It was agreed to add the following action.
ACTION: Richard Webber was asked to obtain a progress update from Harry Etchells (Highways officer, OCC) dealing with the traffic calming proposals that Drayton submitted last November and to which we’ve had no response.
98/2022 Action Checklist. See Appendix B.
a) Street lighting. An OCC Electrical Officer – Traffic & Road Safety, responded to a report that the PC had made about issues with the street lighting. He confirmed that the lights automatically dim from 10pm through to 5am, but that if a light is causing an issue OCC can look into it and see if there is anything they can do to alleviate the issue.
b) Fly Tipping in the Burial Ground.
ACTION: Clerk to ask Cllr Cooke about the possibility of borrowing some mobile cameras in order to try to catch the perpetrators if they return.
c) Excess Soil from Excavations. The Clerk has written to the funeral directors who regularly use the burial ground, to advise them that from now on all surplus soil etc. must be removed from the burial ground by the grave digger. The Clerk has also updated the Cemetery Regulations.
d) New Benches. It was resolved to replace the rotten bench in the Burial ground with one of the new recycled benches if the Millennium Green Trust do not want the new bench.
Proposed: Susan Harris Seconded: Tamsin Crane Resolved: Unanimous
e) Resignations. It was noted that Shane McAleavey did not want to rejoin the Traffic Calming Working Group.
f) P21/V2176/FUL (Kiln Lane). It was noted that Richard Wade spoke at the Vale’s Planning Committee on 20th April 2022.
g) Entrance Gate Signs. It was noted that the design contract has been sent to the artists and OCC had been asked about the possibility of having new Drayton signs at the three entrances that omitted the word ‘village’. OCC had agreed to this.
h) Care of the Planters on the Village Green. It was noted that A.L. Vickery & Son had offered to sponsor the planters. The Council thanked them for offering to do this.
i) Trees.
ACTION: Clerk to ask Richard Webber to ask OCC Highways if there is any issues with planting trees on the Village Green.
99/2022 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments.
i) The list of payments had been circulated prior to the meeting and was noted.
ii) The payments to be made following the meeting were approved.
iii) The two councillors authorised by the Council to approve the online payments this month were Patricia Athawes and Graham Webb. They were also authorised to approve any payments that are required to be made before the next meeting.
b) Bank Statement and Reconciliation. These had been circulated prior to the meeting and were noted.
c) Disposition of Council Funds. This had been circulated prior to the meeting and were noted.
d) Meeting of the Finance and Personnel Committee held on 19th April:
i) The draft minutes from the meeting were noted.
ii) It was resolved to approve the recommendations from the F&P Committee:
- The AGAR will be taken at the June meeting after the report from the Internal Auditor has been received.
- The council maintains £85k in the general reserve.
- £20k is moved into a new EMR for Drayton 2020 projects professional services to pay for things such as agronomists, legal, other specialist support that we cannot get s106 funding for.
- £4k is transferred into the existing Drayton 2020 pitches EMR.
- £15k is transferred into the existing pavilion EMR.
Proposed: Susan Harris Seconded: Caroline Green Resolved: Unanimous
e) End of Year Update. The end of year reports for 2021-22 were received and noted.
f) Audits. An update from the Clerk was received and noted. The Chairperson thanked the Clerk/RFO for her work on this.
100/2022 Updated Burial Ground Regulations.
a) Soil. It was noted that it is now a requirement that all excess soil must be taken away and disposed of responsibly by the grave digger (as agreed by Council in April).
b) Out of Hours Charge. It was resolved to increase in the out of hours charge to £50.00 in line with all of the other fees which were increased by 5% on 1/4/2022.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
101/2022 Planning Committee (Graham Webb). See Appendix C.
Graham Webb’s report was noted.
102/2022 Drayton Conservation Area Appraisal. It was noted that the parish council had received an email from the South and Vale District Council dated 4th May 2022. Matter deferred until the next meeting.
ACTION: Clerk to send a holding reply the VWHDC.
103/2022 Neighbourhood Development Plan Working Group (Graham Webb).
- Programme Managers Report. The monthly report from the Programme Manager was received and noted.
- Walnut Meadow Sports Facility. It was noted that the agronomist selected to undertake the Feasibility Report for Walnut Meadow is due to commence work w/c 23rd May. It was also noted that Miller Homes require a RAM statement before they will allow the agronomist on site.
It was also noted that:
- the NDPWG had started looking at build specs for the new pavilion.
- the Programme Manager has spoken to the DAMASCUS Youth Group to find out what they suggested might be useful for young people.
ACTION: Cllr Green will take some photographs of the MUGA at Wood Farm as the DAMASCUS Youth Worker had suggested that this was a good facility.
104/2022 Public Art (Pervin Shahin).
a) Entrance Gate Signs. It was resolved approve the draft entrance sign design.
Proposed: Pervin Shahin Seconded: Tamsin Crane Resolved: Unanimous
b) Walnut Information Plaque. Cllr Shahin had obtained one quote for a rock that might be suitable fo rteh information plaque to be noted upon. It was noted that 3 quotations are required for the rock to mount the plaque on and funds need to be found.
ACTION: Clerk to obtain 2 more quotations for a rock to mount the plaque on.
c) Art Installations Further Action. It was noted that there will be a public meeting on 23rd May 2022 to discuss the art installations.
ACTION: Caroline Green to publicise the public meeting on 23rd May 2022 to discuss the art installations.
d) Manor Farm Labyrinth. It was agreed to discuss this at the meeting on 23rd May 2022.
105/2022 News Sharing Strategy. Cllrs noted an explanation about the initial ideas about the news sharing strategy. This built upon the communications agenda item that had been discussed by council last month. Cllrs and staff were invited to provide feedback to aid development.
106/2022 Email Provider. The Programme Manager had investigated migrating the PC’s emails to an alternative service provider and a paper and recommendation were noted. The council resolved to migrate the email accounts from the current Email provider to Microsoft Exchange at an annual cost of £82.57 per annum.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
ACTIONS:
- The Clerk will raise the order with Microshade who will manage the migration of the emails accounts to the new provider. They will then continue to manage the email accounts going forward.
- The Programme Manager will ask Microshade to migrate the emails week beginning 22nd May 2022.
107/2022 Queens Platinum Jubilee Celebrations (Pervin Shahin). It was noted that a risk assessment was required.
ACTIONS:
- Cllr Crane will produce the risk assessment for this event.
- The Clerk will ask Zurich to add the new marquee to the Councils insurance policy.
108/2022 WWI Commemorative Trees. It was noted the PC has two plum trees that commemorate the centenary of WWI to plant. It was agreed to plant one at the School, and to plant the other in the burial ground and to attach the plaque to it to explain its significance.
109/2022 Tree Planting (Pervin Shahin). Matter deferred to the next meeting.
ACTION: The Clerk will ask VWHDC if it would be possible to use some of the s106 money allocated to tree planting, to fund the planting of two or possibly three trees on the Village Green
110/2022 Village Green Plants (Pervin Shahin). It was noted that A.L. Vickery & Son would like to sponsor the planters on the Village Green. The Parish Council gratefully accepted this offer and thanked this local business for their sponsorship. It was noted that the Village Caretaker needed to add watering the plants to his job list.
ACTION. The Clerk will confirm with the village caretaker whether he is able to spend 2-3 hours weekly watering the plants during dry weather. If so, he will be asked to charge the additional hours on his monthly job sheet.
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).
111/2022 Burial Ground Covenant. An update about the covenant was noted.
112/2022 Miller Homes. Item discussed earlier in the meeting.
End of Reserved Business.
113/2022 Items to be noted from Parish Councillors.
a) Whitehorns Way Grass Cutting. It was noted that the Clerk has received a complaint about a patch of grass in Whitehorns Way that needs grass cutting. It was also notedthat the patch of grass belongs to OCC Highways and they will undertake grass cutting on all roadside verges in both rural and urban areas on an annual basis and a full cut back in Areas of Outstanding Natural Beauty (AONB) on a cyclic basis, in line with their Grass Cutting Procedure. It was agreedto enquire if this patch of grass could be adopted but the Parish Council.
ACTION: Clerk to find out if the Parish Council can adopt the patch of grass.
b) Village Green Grass Cutting. It was noted that the grass cutting contractor is not collecting the grass cuttings and disposing of them.
ACTION: Clerk to check the grass cutting contract and, if necessary remind the grass cutter to collect and remove grass cuttings when mowing the village green.
114/2022 Date of the next Meetings. Tuesday 14th June 2022.
The Chairperson declared the meeting closed at 9:36pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments of £500 or more since the last meeting
£
Staff Salaries 2,524.45
OCC LGPS Pension scheme 774.01
Caretaker payment for April 655.00
UK Tents – marquee purchase 570.00
Grass Cutting April 2022 1,450.32
Drayton Construction – 2 footpath renovations 28,413.00
Disposition of Council Funds as at 30th April 2022
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £316,746.20 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,194.70 0.10% Projects Acct
Total £352,430.59
Appendix B
Actions Checklist
Fly Tipping in the Burial Ground. Clerk to ask Cllr Cooke to contact the Clerk about the possibility of borrowing some mobile cameras in order to try to catch the perpetrators if they return.
New Benches. Richard Wade to offer the bench to the Millennium Green Trust.
Payment of a Salary Increments. Patricia Athawes to arrange staff appraisals for the employees of the council.
Content Sharing Briefing Paper. Programme Manager to ask the Caudwell Day Center if there are any issues with having a TV at the Center, and impact on building insurance.
Trees. Clerk to ask Richard Webber to ask OCC Highways if there is any issue planting tress on the Village Green.
Walnut Meadows Fencing. Richard Wade to take a look and report back.
Traffic Calming. Richard Webber to obtain a progress update from Harry Etchells (Highways officer, OCC) dealing with the traffic calming proposals that Drayton submitted last November and to which we’ve had no response.
Drayton Conservation Area Appraisal. Clerk to send a holding reply the VWHDC.
Walnut Information Plaque. Clerk to obtain 2 more quotations for a rock to mount the plaque on.
Art Installations Further Action. Caroline Green to publicise public meeting on 23rd May 2022 to discuss the art installations.
Email Provider. Programme Manager to ask Microshade to migrate emails week beginning 22nd May 2022.
Whitehorns Way Grass Cutting. Clerk to find out if the Parish Council can adopt the patch of grass.
Village Green Grass Cutting. Clerk to check grass cutting contract and if required, remind the grass cutter to collect and remove grass cuttings.
Appendix C
Planning Committee 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/V2176/FUL. Development of a brownfield site in Drayton to provide 9 purpose built houses to modern space and environmental standards. Land at Kiln Lane Drayton OX14 4FE. PC: Objection: See September’s minutes for comment. VWHDC: Pending. |
| P21/V2203/HH. Erection of new timber frame double garage to front of 122 Abingdon Rd. 122 Abingdon Road Drayton Abingdon OX14 4HT. PC: Noted. 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/V2622/O. Outline planning application for up to 80 residential dwellings (including up to 35% affordable housing), and 0.46 hectares for a C2 extra care facility (up to 30 units). The introduction of structural planting and landscaping, public open space and children’s play area, sustainable urban drainage system, and associated ancillary works. All matters to be reserved with the exception of the main site access. Land off Abingdon Road Steventon. PC: Objection: See October’s minutes for comment. VWHDC: Pending. |
| P21/V2176/FUL Amendment: No. 1 – dated 14th September 2021. PC: Response: Drayton Parish Council’s previous objections have not been addressed and is disappointed that there are no smaller affordable houses in the planning application. VWHDC: Pending. |
| P22/V0305/HH. Demolition of the existing garage, proposed new rear extension and new double garage. 3 Church Lane Drayton Abingdon OX14 4JS. PC: Support: Drayton Parish Council hopes that the modification respects the layout of the existing roof timbers. VWHDC: Planning Permission on 11th May 2022. |
| P22/V0307/LB. Demolition of the existing garage, proposed new rear extension and new double garage. 3 Church Lane Drayton Abingdon OX14 4JS. PC: Support: Drayton Parish Council hopes that the modification respects the layout of the existing roof timbers. VWHDC: Listed Building Consent on 11th May 2022. |
| P22/V0165/FUL. Part garage conversion, to create a salon space in order for me to work from home. 6 Friars Mews Drayton Abingdon OX14 4GS. PC: Noted. VWHDC: Pending. |
| P22/V0547/HH. Orangery to side elevation of property. 18 Plough Lane Drayton OX14 4GJ. PC: Noted. VWHDC: Planning Permission on 27th April 2022. |
| P21/V1924/FUL. Amendment: No. 3 – dated 10th March 2022. PC: Pending. VWHDC: Pending. |
| P22/V0545/HH. proposed two storey side extension. 3 Holly Lane Drayton OX14 4FW. PC: Support. VWHDC: Planning Permission on 4th May 2022. |
| P22/V0275/HH. Small rear extension, front porch canopy, conversion of roof space to create 2 bedrooms and internal alterations. 208 Steventon Road Drayton Abingdon OX13 6RN. PC: Noted. VWHDC: Planning Permission on 25th April 2022. |
| P22/V0872/HH. Demolition of conservatory and erection of two storey rear extension. 1 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P22/V0936/HH. Erection of single storey rear and side extension. 29 Lockway Drayton Abingdon OX14 4LF. PC: Pending. VWHDC: Pending. |