Minutes of the Drayton Parish Council Meeting
held on 10th January 2023 at 7:00pm in the Caudwell Day Centre
Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Pervin Shahin, Alistair Cumming.
Not Present: Richard Wade (Vice-Chairperson), Adrian Cooke, Susan Harris.
In attendance: Christopher Price (Deputy Clerk), Richard Webber (OCC), Jonathan Fowler (Programme Manager).
Public: 16 members of the public were present.
1/2023 Apologies for Absence. Adrian Cooke, Richard Wade, Susan Harris.
2/2023 Reserved Business. It was agreed to exclusion of press and public for agenda item 20, due to the confidential nature of the business discussed, as per meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
3/2023 Councillor Vacancies. It was noted that there are currently 4 vacancies for Councillors on the parish council. Anyone interested should contact the Clerk by emailing clerk@draytonpc.org
4/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. None.
5/2023 Public Participation.
a) Village Green Tree Planting. A number of parishioners express disappointment at the Council’s decision not to plant any new trees on the Village Green. See December Minutes item 245/2022.
Deputy Clerk’s note: Standing order 7 a) states:
| A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least 3 councillors to be given to the Proper Officer in accordance with standing order 9, or by a motion moved in pursuance of the recommendation of a committee or a sub-committee. |
b) Village Green Grass Cuttings. A parishioner reported that the grass cutter is not removing the grass cuttings. It was noted that the grass cutting contract requires grass cuttings to be removed. The parishioner will report to the Clerk if it happens again.
c) Group Against Reservoir Development (GARD). A GARD representative reported on the Water Resources South East Draft Regional Plan consultation by Water Resources South East (WRSE) and the the draft Water Resources Management Plan 2024 consultation by Thames Water.
d) New Road Name. A parishioner suggested a new road name for the new development south of Halls Close. ‘Bisby Close’ would be a well deserved acknowledgement of Harry Bisby’s initiative and dedication in January 1978 when he started writing the Drayton Chronicle.
e) Football Club. 2 representatives from the football club reported on issues with the football club roof and boiler. It was noted that it is their intention to apply for S106 funding. It was also noted that whilst the Parish Council owns the land, it is unclear who owns the football club building that was built in 1956. It was agreed that the Football Club should apply for S106 funding earmarked for the Village Hall.
6/2023 Report from OCC Councillor Richard Webber.
a) Entrance Signs. It was noted that Richard Webber has revived a number of emails from parishioners with their approval of the newly installed entrance signs.
b) Budget. It was noted that OCC’s budget is looking better.
c) Councillor Priority Fund. It was noted that Richard Webber would like ideas on what to spend it on. The fund supports councillor priorities in their local areas. Drayton is allocated up to £5,000.00.
ACTION: All Councillors to think about ideas on how to spend Richard Webber’s Councillor Priority Fund.
d) Traffic Calming. It was noted that a meeting between 2 or 3 senior highways officer, the Cabinet member for Highways and the Parish Council has been arranged for 11th January 2023.
7/2023 Report from VWHDC Councillor. Adrian Cooke was not present.
8/2023 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Alistair Cumming Seconded: Graham Webb Resolved: Unanimous
9/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Annual Appraisals. Action completed and removed. |
| Projects Funding. Clerk and Jonathan Fowler to add the s106 figures in the form of an appendix to show the total potential budgets that are currently available. Deputy Clerk to look for original spreadsheet document. |
| Village Green Litter Bins. Deputy Clerk to send an email to Vale Waste asking that the replacement of the missing litter bins is expedited. Deputy Clerk to chase Vale Waste. |
| Football Club Roof. Action completed and removed. |
| Village Green Tree Maintenance. Action completed and removed. |
| Memorial Bench. Action completed and removed. |
| Burial Ground Waste Material. Action completed and removed. |
10/2023 Finance and Personnel Committee (Patricia Athawes). See Appendix B.
a) Payments.
(i) The list of payments was received and noted.
(ii) The payments to be made following the meeting were approved.
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 statements and bank reconciliation for last month were noted.
c) Disposition of Council Funds. The disposition of council funds was noted.
d) Hybrid Meetings. It was noted that the Caudwell Day Centre requires internet.
ACTION: Jonathan Fowler to investigate internet dongles.
e) Football Club Roof. Matter discussed under item 5/2023 e).
f) Internal Audit. It was notedthat the interim audit has been completed and the report circulated to Councillors.
j) Any Other Urgent Financial Matters Arising.
Drayton PC Post – PO Box 457 Postal Address. It was agreed not to pay £216.00 for 3 months to have the PC post redirected to the Deputy Clerks home address. The new postal address for the Parish Council will be: 144A Whitehorns Way, Abingdon, OXON, OX144LH.
11/2023 Planning Committee Graham Webb’s report was noted. See Appendix C.
12/2023 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted.
b) Neighbourhood Development Plan (NDP). It was agreed to instruct the Programme Manager to take preliminary steps in formulating a new NDP.
13/2023 Public Art. (Pervin Shahin).
Entrance Gate Signs. It was noted that the Entrance Gate Signs have been installed. It was also noted that the new entrance gate sign from Steventon is obscured behind the Drayton Village entrance sign with 30mph speed limit.
14/2023 Rights of Way & Conservation Working Group. Richard Wade was not present.
S106 Application for Eastway BW1. It was resolved that the names of the signatory on The Vale’s Acceptance of Conditions form for the S106 funding of Drayton Eastway Bridleway 1 refurbishment would be Patricia Athawes and Dianne Rickaby (Locum Clerk).
Proposed: Alistair Cumming Seconded: Graham Webb Resolved: Unanimous
15/2023 Village Green Tree Maintenance. It was noted that the Deputy Clerk contacted 4 companies asking for an arborist to inspect the trees on the Village Green and advise on any work required along with a quotation. It was also noted that the Deputy Clerk has only received 1 quotation. It was resolved to withhold financial regulation 11.1 h) that when entering into a contract between £3,000.00 and £25,000.00 in value, 3 quotations are required. And the quotation from Top Leaf Tree Services to sum of £2,815.00+VAT was approved.
Proposed: Alistair Cumming Seconded: Graham Webb Resolved: Unanimously
16/2023 Burial Ground Waste Material. It was resolved to approve a quotation from ‘Tactical Facilities Management LTD to the sum of £450.00+VAT for the removal of soil and compost waste material from the Burial Ground.
Proposed: Graham Webb Seconded: Alistair Cumming Resolved: Unanimously
17/2023 Allotment Gates – Locks. It was resolved not to purchase 2 x gate locks from Borg Locks (UK) Ltd to the sum of £423.96 inc VAT. Some Councillors feel it would be a shame to lock up public land, are sceptical that it will stop thefts, and would like a more cost effective solution.
Proposed: Graham Webb Seconded: Alistair Cumming Resolved: Unanimously
18/2023 Items to be noted from Parish Councillors.
a) Coronation of Charles III and Camilla 6th May 2023. It was agreed to add this as an item on the next agenda.
b) Public. It was noted that is was nice to see so many members of the public attending the meeting.
19/2023 Date of the next Meeting. 14th February 2023.
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).
20/2022 Staffing Matters.
a) Locum Clerk’s Hours. It was resolved to increase the Locum Clerk’s hours from 7 to 15 hours per week.
Proposed: Pervin Shahin Seconded: Graham Webb Resolved: Unanimously
b) Advert for Replacement Clerk. It was agreed to change the advert to 18.5 hours per week, flexible (as arranged with Council). It was also agreed change the deadline for receipt of applications to 10th February 2023.
c) Clerk’s Computer and Finance Files. It was agreed that if Dianne Rickaby (Locum Clerk) agrees to drive and collect the Clerk’s computer and finance files, the PC will pay the costs for the visit.
End of Reserved Business.
The Chairperson declared the meeting closed at 9:14pm
Signed: Date:
Name:
Appendix A
Actions Checklist
| 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. |
| 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 Jonathan Fowler to add the s106 figures in the form of an appendix to show the total potential budgets that are currently available. Deputy Clerk to look for original spreadsheet document. |
| Village Green Litter Bins. Deputy Clerk to send an email to Vale Waste asking that the replacement of the missing litter bins is expedited. Deputy Clerk to chase Vale Waste. |
| Councillor Priority Fund. All Councillors to think about ideas on how to spend Richard Webber’s Councillor Priority Fund. |
| Hybrid Meetings. Jonathan Fowler to investigate internet dongles. |
Appendix B
Finance & Personnel Committee
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. |
| 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: Planning Permission on 6th January 2023. |
| 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: Planning Permission on 14th December 2022. |
| 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: See November Minutes for details. 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: 1. Too dense/gardens too small. 2. Visitor parking? 3. We still think that making Kiln Lane a busier junction on the Steventon Road will cause problems with the increased traffic in the village. 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. 22nd Nov. PC: Support: See December 2022 minutes for comment. VWHDC: Pending. |
| P22/V2633/HH. Proposed single-storey rear extension. 3 Henleys Lane Drayton Abingdon OX14 4HU. PC: Noted. VWHDC: Planning Permission on 13th January 2023. |
| P22/V2608/HH. First floor side/rear extension over existing ground floor extension. 25 Whitehorns Way Drayton Abingdon Oxfordshire OX14 4LJ. PC: Noted. VWHDC: Pending. |
| P22/V2799/RM. Reserved Matters application for the details of landscaping, drainage and materials following Outline Approval P20/V0550/O Provision of a covered horse-riding arena on equestrian land. Stonehill Farm (Riding School) Stonehill Drayton OX14 4AA. PC: Support. VWHDC: Pending. |
| P22/V2919/FUL. New dwellinghouse. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Pending. VWHDC: Pending. |
| P22/V2099/HH Amendment : No. 1 – dated 15th December 2022. Proposed ground and first floor rear extension (amended plans and additional information received 15 December 2022 demonstrating access, parking, finished floor levels and tree protection). 14 The Green Drayton OX14 4HZ. PC: Pending. VWHDC: Pending. |
| P22/V2941/HH. Single storey rear extension. 12 Halls Close Drayton Abingdon OX14 4LU. PC: Pending. VWHDC: Pending. |
| P22/V2493/S73 Amendment : No. 1 – dated 21st December 2022. 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: Noted. VWHDC: Pending. |