Minutes of the Drayton Parish Council Meeting
held on 15th November 2023 at 7:00pm in the Caudwell Day Centre
Present: Richard Wade (Chairperson), Graham Webb (Vice-Chairperson), Patricia Athawes (Vice-Chairperson), Pervin Shahin (arrived at 7:01pm), Elaine Wade, Susan Harris.
Not Present: Adrian Cooke.
In attendance: Dianne Rickaby (Locum Clerk, joined the meeting remotely), Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Richard Webber (OCC).
Public: None.
215/2023 Apologies for Absence. None.
216/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. Graham Webb declared an interest in the agenda item ‘Rental of Access Area off Allotment Land Church Lane.’
Pervin Shahin arrived at 7:01pm.
217/2023 Public Participation. There were no members of the public present.
218/2023 Chairperson’s Report (Richard Wade).
a) Abingdon DAMASCUS Youth Project. It was noted that Richard Wade had a telephone call with Rita Atkinson (Trustee Line Manager). It was agreed that Richard Wade, Pervin Shahin and Elaine Wade should meet with Rita Atkinson to discuss her grant application.
b) Village Green Shop Refurbishment. It was noted that Richard Wade cut the ribbon at the grand opening of the newly refurbished shop.
c) New street name required for development of 22 houses off Hall Close. It was noted that Richard Wade has consulted local residents. Matter continued under item 231/2023.
d) Rental of Access Area off Allotment Land Church Lane. It was noted that Richard Wade has consulted the owners of 28 and 30 Church Lane. Matter continued under item 236/2024.
219/2023 Report from OCC Councillor Richard Webber.
a) High Street Vehicle Activated Signs (VAS). It was noted that the non-functioning High Street VAS is owned by GE Electric. Richard Webber will pay for a new sign from his Cllr Priority fund.
b) 20mph Speed Limit. It was noted that the 20mph speed limit will not cover the whole of Drayton due to objections from the Bus Company.
c) BW3 to Marcham. It was noted that the bridge is now open again.
d) Reservoir. It was noted that the proposed size of the reservoir has doubled.
e) Walnut Meadow Sports Facility. It was noted that the adoption of Chestnut Drive is now holding up the transfer of the land from Miller Homes to the Parish Council. Richard Webber will assist in getting the road adopted. Matter continued under item 225/2023 b).
220/2023 Report from VWHDC Councillor. Adrian Cooke was not present.
221/2023 Minutes of the Last Parish Council Meeting.
Minuted of the Last Meeting. It was resolved to approved the minutes of the last meeting.
Proposed: Graham Webb Seconded: Susan Harris Resolved: Unanimous
222/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Burial Ground Hedge Clearance. It was noted that Tactical Facilities Management Ltd have finally finished the work. It was agreed to pay their invoice. ACTION: Village Caretaker to try and remove the stumps from the ground. |
| Football Club Insurance. It was noted that the Deputy Clerk was unable to find any record of the Parish Council agreeing to pay for the Football Club’s insurance back in 2015-16. ACTION: Deputy Clerk to carry on looking in the minutes for the Parish Council agreeing to pay for the Football Club’s insurance. |
| BW4 Dog Poo Bin. It was noted that the Village Caretaker strimmed the undergrowth. Action completed and removed. |
| Grass Cutting and Village Caretaker Contracts. ACTION: Richard Wade to discuss contracts with the Clerk. |
| Burial Ground Notice Board. It was noted that the notice board has been delivered and will be erected in the spring. Action completed and removed. |
| Burial Ground Rules and Regulations. It was noted that the draft new rules and regulations have been circulated. Matter continued under item 229/2023. Action completed and removed. |
| Burial Ground New Hedge. It was noted that 75 beach hedge plants are on order and will be delivered when the temperature drops and the plants become dormant. |
| Defibrillator. It was noted that the Wheatsheaf pub, Vickery’s Shop and Red Lion pub all support the idea of hosting a defibrillator. Matter continued under item 230/2023. Action completed and removed. |
| Clerk Replacement. It was noted that advert was placed. Matter continued under item 234/2023. Action completed and removed. |
223/2023 Finance and Personnel Committee (Patricia Athawes). See Appendix B.
a) Payments.
i) The list of payments was received and approved.
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 Patricia Athawes.
b) Bank Statements and Reconciliation. The bank reconciliation was signed and the bank statements for last month was noted.
c) Disposition of Council Funds. The disposition of council funds were received and noted.
d) Budget Working Group update. The Clerk’s brief update on progress was noted.
e) To approve the pay award 2023/24. It was agreed to approve the 2023/24 pay award of an increase of £1,925.00 on all NJC pay points (pro rata’d for part time staff), which will be backdated to 1 April 2023.
f) Any Other Urgent Financial Matters Arising. It was agreed to pay the grass cutter’s October invoice.
224/2023 Planning Committee. (Graham Webb). See Appendix C.
Graham Webb’s report was noted.
225/2023 Neighbourhood Development Plan Working Group. (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted.
b) Walnut Meadow Sports Facility. The transfer of the land from Miller Homes to the Parish Council has been delayed due to queries surrounding the covenants placed on the Parish Council. The road adoption appears to have stalled as OCC Highways have no staff to progress the matter with no officer currently assigned to the project. The last update received (July 2023) stated Miller Homes had not built the road to the required standard but OCC are not able to provide any further update due to a lack of resource.
c) Business Plan. Jonathan Fowler is in the process of revising the Walnut Meadow Sports Facility business plan.
b) Archaeological Strip, Map and Sample excavation at Walnut Meadow. It was noted that at the last meeting it was resolved to approve Allen Archaeology to undertake the MUGA Strip, Map and Sample excavation as they were the cheapest of the 6 tenders received. Shortly after the meeting Allen Archaeology contacted Jonathan Fowler to advise they had made an error in their tender response and the cost would increase by £1,200.00. Following a discussion with the Clerk and the NDP Working Group, a delegated decision was taken to de-select Allen Archaeology and award the tender to the next cheapest provider – Dig Ventures to the sum of £12,992.00. Dig Ventures are able to undertake the excavation work from 20th November. However, despite repeated requests, Miller Homes have not provided permission for us to access the site to undertake the excavation. Due to the requirement to provide 10 days’ notice to the County Archaeologist to commence the work, it will now not be possible for Dig Ventures to commence the work in November. They are now planning to undertake the work in January which will delay the issue of a tender for the MUGA and submission of a planning application.
226/2023 Rights of Way & Conservation Working Group (Richard Wade).
S106 Footpath Improvements. It was noted that the footpath improvement work has made a big improvement.
227/2023 Landscape Management Plan Working Group (Richard Wade).
Grass Cutting and Village Caretaker Contracts. It was noted that the Grass Cutting and Village Caretaker contracts need updating.
228/2023Public Art Working Group (Pervin Shahin).
Pervin Shahin’s report was noted.
229/2023 Burial Ground Rules and Regulations. It was noted that the draft new rules and regulations had been circulated prior to the meeting. It was agreed to make the following changes:
1. Kerbstones/border stones around a burial plot – enclosing an entire footprint not exceeding 200cm x 80cm (6’7” x 2’7”).
2. TRIBUTES AND PLANTING – The Council does not permit the use of plastic (including flowers) or glass tributes due to environmental and safety concerns.
230/2023 Defibrillator. It was noted that the Wheatsheaf pub, Vickery’s Shop and Red Lion pub all support the idea of hosting a defibrillator. It was agreed that the best location for a defibrillator would be at the Red Lion pub.
ACTION: Deputy Clerk to obtain a quotation for a defibrillator and cabinet.
231/2023 New street name for the development of 22 new dwellings south of Hall Close. It was agreed to suggest a continuation of Hall Close and Bisby Close. Harry Bisby started writing the Drayton Chronicle in January 1978.
ACTION: Richard Wade to respond to the VWHDC.
232/2023 Items to be noted from Parish Councillors.
Antiques Fair. It was noted that someone put super glue in the Village Hall lock the night before the antiques fair.
233/2023 Date of the next Meeting. 12th December 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).
234/2023 Clerk Replacement. It was noted that 4 people expressed an interest in the job but there were no applications. Matter to be reviewed at the next Finance meeting.
ACTION: Clerk to ask for feedback from the interested people.
235/2023 Walnut Meadow Land Transfer. It was noted that the Parish Council is not in a position to transfer of the Walnut Meadow sports pitch land, play area land, additional Parish Council land and Footpath land from Miller Homes. See item 225/2023 b).
Graham Webb declared an interest in the following item and did not participate in the following discussion.
236/2024 Rental of Access Area off Allotment Land Church Lane. It was noted that the owner of 28 Church Lane who rents a piece of land from the Parish Council asked the Clerk if they could purchase the land. It was noted that the Parish Council sold some land to the owner of 30 Church Lane back in 2016. Minutes from 5th September 2016 state:
It was agreed that the Parish Council wishes to retain vehicle access to the Allotment.
It was also agreed to offer to sell some land for purchase (shown on the drawing below in grey) subject to surveying and valuation at the house-owner expense. Land registry fees would also be at the house-owners expense.
Not to scale. For illustrative purposes only.
It was also agreed to change the deeds to allow transfer of deeds to new home owners.
It was also agreed to change the deeds to guarantee vehicle access to properties.
It was also agreed to offer the same above deed changes to the owner of 30 Church Lane.
ACTION: Clerk and Richard Wade to write to 28 and 30 Church Lane.
End of Reserved Business.
The Chairperson declared the meeting closed at 8:56pm.
Signed: Date: 12th December 2023
Name: Richard Wade
Appendix A
Actions Checklist
| Burial Ground Hedge Clearance. Village Caretaker to try and remove the stumps from the ground. |
| Football Club Insurance. Deputy Clerk to carry on looking in the minutes for the Parish Council agreeing to pay for the Football Club’s insurance. |
| Grass Cutting and Village Caretaker Contracts. Richard Wade to discuss contracts with the Clerk. |
| Burial Ground New Hedge. Waiting for the 75 beech hedge plants to be delivered. |
| Defibrillator. Deputy Clerk to obtain a quotation for a defibrillator and cabinet. |
| New street name for the development of 22 new dwellings south of Hall Close. Richard Wade to respond to VWHDC. |
| Clerk Replacement. Clerk to ask for feedback from the interested people. |
| Rental of Access Area off Allotment Land Church Lane. Clerk and Richard Wade to write to 28 and 30 Church Lane. |
Appendix B
Finance
Appendix C
Planning Applications
| P22/V1917/LDO. Milton Park Milton Abingdon Grid Ref : 449180191788 Re. LOCAL DEVELOPMENT ORDER – Draft for Public Consultation. PC: Support: See October 2022’s Minutes for details. VWHDC: Pending. |
| P23/V0280/LB. Proposed demolition of an existing modern rear bay and small wooden store and the construction of a new orangery at the rear of the property. Internal alterations associated with the relocation of the existing kitchen. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Noted. VWHDC: Listed Building Consent on 13th October 2023. |
| P23/V0279/HH. Proposed demolition of an existing modern rear bay and small wooden store and the construction of a new orangery at the rear of the property. Internal alterations associated with the relocation of the existing kitchen. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support: It’s to the rear and an in keeping and bespoke timber conservatory. Good luck with the oranges. VWHDC: Planning Permission on 13th October 2023. |
| P23/V1805/S73. Variation of condition 1 (Approved plans) in application P22/V2546/S73 to change the layout and the house types proposed. Variation of conditions 2 (Approved Plans) on planning application P17/V1225/RM and removal of condition 14 (Age Restriction) on planning application P15/V2077/O. Land South of Halls Close Drayton. PC: Noted. VWHDC: Planning Permission on 7th November 2023. |
| P23/V1919/HH. Front and rear extension and roof- redesign with accommodation in the loft. 65 Steventon Road Drayton Abingdon OX14 4LA. PC: Noted. VWHDC: Planning Permission on 18th October 2023. |
| P23/V0279/HH Amendment : No. 2 – dated 15th September 2023. Proposed demolition of an existing modern rear bay and small wooden store. Construction of new rear orangery. Internal alterations associated with the relocation of the existing kitchen (as amended by plans submitted on the 02 May 2023 and 15 September 2023). The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Noted. VWHDC: Planning Permission on 13th October 2023. |
| P23/V0280/LB Amendment : No. 2 – dated 15th September 2023. Proposed demolition of an existing modern rear bay and small wooden store. Construction of new rear orangery. Internal alterations associated with the relocation of the existing kitchen (as amended by plans submitted on the 02 May 2023 and 15 September 2023). The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Noted. VWHDC: Listed Building Consent on 13th October 2023. |
| P23/V2251/LB. Alterations to a chimney pot. The Old Pound 3 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P23/V2338/FUL. New dwelling house to rear of site. 11 Crabtree Lane Drayton Abingdon OX14 4HS. PC: Objection: This is “backland” development with the following result: 1. Insufficient parking/delivery space in a narrow road. 2. Overlooks gardens of adjoining houses. 3. Increased density behind Meads Close and Crabtree. VWHDC: Pending. |
| P23/V2380/S73. Variation of conditions 2 (Approved plans), 3 (Drainage Details (Surface Water)), 4 (Drainage Details (Foul Water)), 5 (Contaminated Land), 8 (Materials) on application P22/V2919/FUL (New dwellinghouse). Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Pending. VWHDC: Pending. |