Minutes of the Drayton Parish Council Meeting
held on 12th July 2022 at 7:00pm in the Caudwell Day Centre
Councillors Present: Patricia Athawes (Vice Chairperson), Tamsin Crane (arrived at 7:03pm), Pervin Shahin, Alistair Cumming, Susan Harris, Caroline Green.
Councillors Not Present: Robert Taylor, Graham Webb, Richard Wade.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Adrian Cooke (VWHDC).
Public: 4 members of the public were present.
Patricia Athawes assumed the chair.
137/2022 Apologies for Absence. Received from Robert Taylor, Graham Webb and Richard Wade.
138/2022 Chairperson Position. It was noted that Tamsin Crane had resigned as Chairperson. Election of new Chairperson to be put on the agenda for the next meeting.
139/2022 Election of a second Vice-Chairperson. Item deferred to the next meeting.
140/2022 Cllr Vacancies. It was noted that there are still opportunities for residents to join the parish council and serve the community.
Tamsin Crane (arrived at 7:03pm).
141/2022 Declarations of Interest, Dispensations or Use of Delegated Powers. There was nothing new to note.
142/2022 Public Participation.
a) Manor Farm. A parishioner queried why the new development was being referred to as Edward Park, rather than Manor Farm. During discussions it was noted that the Parish Council had always called this housing estate Manor Farm. It was also noted and that the PC and many residents had wanted Manor Farm to be the name for the new estate, as this was the historic name for this area and reflected its heritage. It was Cala Homes that had branded the new housing estate as Edward Park, despite the views of the PC and local residents.
ACTION: Adrian Cooke to find out who from the VWHDC we need to speak to, to get the name re established as Manor Farm.
b) S106. A parishioner was of the opinion that any s106 money arising from the Dovecote housing development should be spent to benefit the whole the village, and not just in the Dovecote housing estate. [Clerk’s note: A Section 106 is a legal agreement between an applicant seeking planning permission and the local planning authority, which is used to mitigate the impact of your new home on the local community and infrastructure. Each s106 agreement specifies how and where the money can be spent].
c) Village Hall. Fred Stevens introduced himself and explained that he had taken over from Ann Webb as the Chairperson of the Village Hall. The Parish Council welcomed him to his new role, and thanked Ann Webb for her many years of service as Chairperson of the Village Hall.
143/2022 Report from OCC Councillor. Richard Webber was not present.
144/2022 Report from VWHDC Councillor (Adrian Cooke).
a) Refuse Collections. It was noted that due to the hot weather there is some disruption to bin collection.
b) Support for Ukraine. It was noted that the VWHDC was deeply concerned about the conflict and humanitarian emergency in Ukraine. The DC was standing with the people of Ukraine and, alongside its partner organisations, would help in any way it could, including resettling refugees locally.
c) Voucher Scheme. It was noted that the VWHDC was running a voucher scheme to help people with the cost of living crisis.
d) Agronomist Report. It was noted that the ‘Walnut Meadow Sports Pitch Feasibility Study Report’ had found large amounts of buried waste that would cause issues with draining the sports pitch. This matter was continued under item 151/2022 Neighbourhood Development Plan Working Group a) i).
e) 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 planning application has been approved.
f) Walnut Meadow Sports Facility. It was noted that the County Archaeologist considered the ancient barrow at Walnut Meadows to be significantly important, and had therefore objected and proposed a “no development zone” across a significant proportion of the western end of the site. This could impact upon the current proposals to build a MUGA, large sports pitch, and pavilion.
145/2022 Thames Water Request for a Meeting. It was resolved to invite Thames Water to address the council on 9th August 2022 at 6:30pm. If agreed, the Parish Council meeting will then start at 7:30pm.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
District Cllr Cooke left the meeting at this point.
146/2022 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Alistair Cumming. Seconded: Patricia Athawes. Resolved: Unanimous by those present.
147/2022 Action Checklist. The following actions were updated. See Appendix B for this month’s action list.
| Trees on the Village Green. It was noted that a survey is needed to check for underground utility. |
| Traffic Calming. It was noted that OCC Highways do not have the resources to look at the Drayton PC traffic calming plan at the moment. |
| Walnut Information Plaque. It was noted that we are waiting for 2 more quotations. It was resolved to approve a budget of up to £395.00 plus VAT for a rock-mounted plaque. Proposed: Patricia Athawes Seconded: Tamsin Crane Resolved: Unanimous |
| Art Installations Further Action. None – action completed. |
| Content Sharing Briefing Paper. It was agreed to wait for a Parish Council payment card to be processed before purchasing a TV. |
148/2022 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments.
i) The list of payments was received and noted.
ii) It was resolved to approve the payments to be made following the meeting.
Proposed: Tamsin Crane 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.
b) Bank Statements and Reconciliation. The bank reconciliation and bank statements for last month was noted.
c) Disposition of Council Funds. The disposition of council funds was noted.
d) Finance &Personal Committee Membership. It was resolved to appointment Susan Harris onto the Finance & Personnel Committee.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous
e) Audit. It was noted that the Annual Governance and Accountability Return for the year ended 31st March 2022 had been submitted to the external auditors and the PC was now awaiting their response.
f) Project Funding. Item deferred.
149/2022 Planning Committee. Graham Webb was not present. See Appendix C.
150/2022 Drayton Conservation Area Appraisal. It was noted that the planning committee should discuss this matter and make recommendations at the next Parish Council meeting.
151/2022 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. The monthly report from the Programme Manager was received. The following points were noted:
i) Agronomist Report. It was noted that the ‘Walnut Meadow Sports Pitch Feasibility Study Report’ had found large amounts of buried waste that will cause issues with draining the sports pitch.
ii) Walnut Meadow Road Adoption. It was noted that the meeting held on 8th July 2022 with OCC Highways regarding S278 and S38 works required from Miller Homes was productive.
iii) Public Art, Entrance Gates. It was noted that the Artists needed to re-examine their costings and technical design for the Entrance Signs as the costings didn’t add up. Their specification has been submitted to OCC.
b) VAT Advice. The Clerk had previously distributed information received from OALC. Cllrs also noted her recent VAT discussions with the RFO of another council. After seeking professional advice, that council had decided not to charge for room hire as the resulting income would not have offset the VAT that they would then be unable to reclaim, for many years. Instead, users donate to a local community fund that distributes the money annually to local community groups [Clerks note: that council only had rooms available for community use – it had no sports pitches]
c) Walnut Meadows Pavilion Briefing Document. It was resolved to approve the Walnut Meadows Pavilion Briefing document.
Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous
d) Transfer of Ownership. It was resolved to accept the transfer of ownership from Miller Homes of the following areas of land at Walnut Meadows:
i) The play area at the end of Holly Lane.
Proposed: Susan Harris Seconded: Pervin Shahin Resolved: Unanimous
ii) The public open space at the end of Walnut Way. It was agreed to include a clause within the land transfer legal agreement, that Miller Homes will undertake the required remedial work within 12 months of the transfer.
Proposed: Patricia Athawes Seconded: Alistair Cumming Resolved: Unanimous
ACTION: Fees quotations have been sought from a named solicitor.
152/2022 Public Art (Pervin Shahin).
a) Entrance Gate Signs. Matter discussed under item: 151/2022 Neighbourhood Development Plan Working Group a) iii).
b) Walnut Information Plaque. Matter discussed under item: 147/2022 Action Checklist.
c) Manor Farm Labyrinth. It was noted that Millennium Green Trust and the Manor Farm residents do not want a labyrinth. It was also noted that Dovecote residents might like a labyrinth on that estate.
d) Public Meeting. It was noted that about 15 people had attended the public meeting that was held on 23rd June 2022.
e) S106 for Art. It was noted that there is an amount of s106 thathas been allocated to be spent on the Dovecote development. The Programme Manager and Arts Officer from VWHDC had spoken to the Dovecote Residents Association. There is s106 funding for art that has been specifically allocated for use at that site. The RA had identified things it would like, but agreed that any money left over could be spent elsewhere in the village. The RA’s list included a trail which Cllrs suggested should be developed to make it an inclusive feature within the village, and perhaps split into subject areas. The Dovecote RA had agreed to present its list of art projects to the PC. The PC agreed that it would like to be more involved.
ACTION: Caroline Green to send an email to the Dovecote Residents’ Association thanking them for attending the recent meeting and for sharing their interesting ideas.
153/2022 News Sharing Strategy. Item deferred to the next meeting.
154/2022 Tree Planting (Pervin Shahin).
a) Trees on the Village Green. Item discussed under 147/2022 Action Checklist. It was noted that we are waiting for a response from David Cookson (Infrastructure Implementation Officer, VWHDC) if S106 monies allocated for tree planting along Hilliat Fields can be used in other parts of the Village.
b) WWI Commemorative Trees. At Minute 108/2022 (10th May 2022) the PC had discussed the two commemorative plum trees and resolved 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. Since then it had been discovered that the trees were Blackthorn or ‘Sloe plum’ that have inch long thorns on the branches. Susan Harris, Caroline Green and Patricia Athawes emailed the Clerk and asked that the decision made in the May meeting be rescinded. It was agreed that it would be inappropriate to give them to the school and that the Clerk should investigating the cost of the Parish Council purchasing a suitable species of plum tree that does not need others in the vicinity in order to fruit e.g. a Victoria plum. The idea is to pass this plum tree to the school for planting after the school holidays.
ACTION: Clerk to investigate the cost of purchasing a plum tree for the school. [Clerk’s note: it was subsequently suggested that the school might be asked what type of British tree it might prefer, before the final decision is made.]
155/2022 Landscaping and Ground Maintenance Strategy. Item deferred to the next meeting.
156/2022 Churchyard Matters.
a) Donation. It was resolved to make an annual donation of £2,250.00 be paid towards the routine costs of churchyard maintenance, to be paid upon receipt of a formal annual request and accompanying quote from the church. This payment would be included in the annual budget going forwards.
Proposed: Susan Harris Seconded: Tamsin Crane Resolved: Unanimous
b) Rules. It was resolved to approve an amendment to page 4 of the Rules for the Burial Ground so that the word ‘usually’ be inserted in the relevant section under Part 2 – Monuments. The amended sentence will then read ‘Only one memorial (headstone or cremation tablet/stone) is usually allowed on a grave or cremation plot’.
Proposed: Susan Harris Seconded: Patricia Athawes Resolved: Unanimous
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).
157/2022 Burial Ground Covenant. It was resolved to continue the legal action, and approve an additional budget of up to £10,000.00.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous
158/2022 Miller Homes. Item discussed earlier in the meeting.
End of Reserved Business.
159/2022 Items to be noted from Parish Councillors.
Plants on the Village Green. It was noted that the plants on the Village Green need watering.
160/2022 Date of the next Meetings. Tuesday 9th August 2022.
The Chairperson declared the meeting closed at 9:26pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments of £500 or more since the last meeting
£
Staff Salaries 2,373.50
Caretaker 759.80
OCC LGPS Pension scheme 708.55
The Landscape Group – grass cutting 796.44
Surrey Hills – professional services 714.00
Disposition of Council Funds as at 01st Jul 2022
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £272,174.78 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,207.81 0.10% Projects Acct
Total £307,872.28
Appendix B
Actions Checklist
| Payment of a Salary Increments. Patricia Athawes to arrange staff appraisals for the employees of the council. |
| Trees. Clerk to ask Richard Webber to ask OCC Highways if there is any issue planting tress on the Village Green. Survey required. |
| 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. |
| Walnut Information Plaque. Clerk to seek 2 more quotations for a rock to mount the plaque on. |
| Whitehorns Way Grass Cutting. Clerk to ask OCC if the Parish Council can adopt the patch of grass. |
| Drayton Conservation Area Appraisal. Deputy Clerk to arrange Planning Committee Meeting. |
| 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. |
| Manor Farm. Adrian Cooke to find out who from the VWHDC we need to speak to, to get the name re established as Manor Farm. |
| Transfer of Ownership. Programme Manager to request quotation for solicitors’ fees. |
| Public Meeting. Caroline Green to send an email to the Dovecote Residents’ Association about art projects. |
| WWI Commemorative Trees. Clerk to investigate the cost of purchasing a plum tree for the school. |
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/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: Planning Permission on 8th July 2022. |
| 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/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: Planning Permission on 8th July 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: Planning Permission on 20th June 2022. |
| P21/V1924/FUL. Amendment: No. 3 – dated 10th March 2022. PC: Pending. VWHDC: Pending. |
| P22/V0872/HH. Demolition of conservatory and erection of two storey rear extension. 1 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Planning Permission on 4th July 2022. |
| P22/V1055/FUL. New dwelling house. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Noted. VWHDC: Pending. |
| P22/V0936/HH. Erection of single storey rear and side extension. 29 Lockway Drayton Abingdon OX14 4LF. PC: Noted. VWHDC: Planning Permission on 7th June 2022. |
| P22/V0872/HH Amendment: No. 1 – dated 21st June 2022. PC: Support. VWHDC: Planning Permission on 4th July 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: The revised layout is rendered unworkable by the NEW archaeological exclusion zone which affects the pitch area and removes the MUGA. The project, as agreed and signed off in the NDP is now unviable. VWHDC: Pending. |
| P22/V1526/HH. Two storey side extension. 3 Whitehorns Way Drayton OX14 4LL. PC: Pending. VWHDC: Pending. |
| P22/V1055/FUL. New dwelling house. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Objection: The PC objects on the basis that the application appears mis-described as it is clearly a new dwelling, and “back land” development. VWHDC: Pending. |