Minutes of the Drayton Parish Council Meeting
held on 14th February 2023 at 7:00pm in the Village Hall
Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Richard Wade (Vice-Chairperson), Pervin Shahin (left at 9:26pm), Alistair Cumming.
Not Present: Adrian Cooke, Susan Harris.
In attendance: Christopher Price (Deputy Clerk), Richard Webber (OCC).
Public: 8 members of the public were present.
21/2023 Apologies for Absence. Adrian Cooke, Susan Harris.
22/2023 Reserved Business. It was agreed to exclusion of press and public for agenda item 23, 24 and 25 due to the confidential nature of the business discussed, as per meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
23/2023 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
24/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. None.
25/2023 Public Participation.
a) Traffic Calming. A parishioner requested an update on traffic calming. Matter continued under item 26/2023 a).
b) Manor Farm Landscape Report. A parishioner requested to see this report.
ACTION: Deputy Clerk to email Manor Farm Landscape Report to parishioner.
c) P22/V2546/S73 Land South of Halls Close Drayton. Two representatives from Hill (Housebuilder) spoke about our objections to this planning application (See November Minutes for details). It wasnoted that the Parish Council received a letter dated 6th February 2023 from Hill responding to our objections and another letter dated 13th February 2023 from Hill with the ‘Transport Planning Associates’ report stating there will be 11 vehicle moments in the AM peak and 10 vehicle movements in the PM peak.
d) Mile Stone. A parishioner reported that the mile stone along the Abingdon Road is obscured by bushes and asked if it could be made visible again.
ACTION: Richard Wade and Deputy Clerk to take a look.
26/2023 Report from OCC Councillor Richard Webber.
a) Traffic Calming. It was noted that a meeting between 2 or 3 senior highways officer, the Cabinet member for Highways and the Parish Council was held on 18th January 2023. It was noted that there is lots to be done in Drayton but OCC Highways are very busy. It was also noted that 2 new vehicle activated signs will be installed soon.
b) Monthly Meeting Date. It was noted that the second Tuesday of the month is a busy day for Richard Webber and we may want to consider moving our meeting to a different day of the month.
Deputy Clerk’s note: The monthly meeting used to be held on the first Monday of the month and was changed to the second Tuesday of the month to accommodate Richard Webber.
August 2020 minutes state:
| 115/2020 Report from OCC Councillor and VWHDC Councillor. Cllr Webber noted that all County Cllrs had problems attending parish meetings due to diary clashes and that the three of his parishes met on the first Monday of the month. |
ACTION: Richard Webber to tell the Parish Council which day of the month is best for him to meet.
27/2023 Report from VWHDC Councillor. Adrian Cooke was not present.
28/2023 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Graham Webb Seconded: Alistair Cumming Resolved: 4 for and 1 abstention
29/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Walnut Meadows Fencing. The Deputy Clerk has taken a look. It was agreed not to take any further action. Action complete and removed. |
| Projects funding. It was noted that the Deputy Clerk can only find the PDF in the Clerk’s files. |
| Village Green Litter Bins. It was noted that the Deputy Clerk is not getting a response from Vale Waste asking for replacement litter bins. It was agreed to pass this action onto Adrian Cooke (VWHDC). |
| Councillor Priority Fund. It was agreed to suggest fixing the vehicle activated sign on the Abingdon Road and funding for the Drayton 2020 project. Action complete and removed. |
| Hybrid Meetings. It was noted that Jonathan Fowler has investigated internet dongles. Action complete and removed. |
30/2023 Finance and Personnel Committee (Patricia Athawes). See Appendix B.
a) Grant Applications. It was noted that Dianne Rickaby (Locum Clerk and RFO) is still getting to grips with the finance and therefore the following grant applications were deferred to the next meeting.
i) Abingdon DAMASCUS Youth Project. £4,000.00.
ii) Abingdon Carousel Family Centre. £150.00.
iii) Village Hall and Recreation Ground. £1,985.17.
b) 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.
c) Bank Statements and Reconciliation. It was noted that Dianne Rickaby (Locum Clerk and RFO) is still trying to gain access to our bank accounts.
d) Disposition of Council Funds. The disposition of council funds was noted.
e) Hybrid Meetings. It was agreed to defer this item topurchasing a Mi-Fi box to create a Wi-Fi network in the Cauldwell Centre and Two ‘Meeting Owls from Owl Labs’.
f) Any Other Urgent Financial Matters Arising. It was noted that we need a finance meeting soon as the one on 31st January 2023 was cancelled.
31/2023 Planning Committee Graham Webb’s report was noted. See Appendix C.
32/2023 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted:
Walnut Meadows. It transpires the previous Vale planning officer, who was dealing with the Walnut Meadows planning application, left at the end of December. Jonathan Fowler has had a Teams call with her replacement (Robert Cramp) who advised:
Enforcement action is still an option.
A deed of variation to the original S106 is being negotiated which will require Miller Homes to commence re-grading the land within 3 months of the deed being signed and complete the work within 6 months.
Miller Homes will be required to implement the landscape scheme around the perimeter of the site.
Robert was unable to provide a timeline of when the planning application might be approved (the original determination date was 1st December 2022). Our Solicitors have made progress on the legal documents for the transfer of the play area and public open space land (not sports pitches) at Walnut Meadows from Miller Homes to the Parish Council. The NDP Working Group have made further revisions to the Pavilion spec in an attempt to reduce the build costs. It is proposed to use a single firm of architects to produce iterative plans but this will require going out for quotes again.
b) Manor Farm. Alistair Cumming declared an interest in this item as he live in Manor Farm and did not partake in the following vote. It was noted that Richard Wade and Jonathan Fowler undertook an inspection of the public open space at Manor Farm against the ‘snagging list’ complied by the Vale’s landscape architect in 2021. Cala believe they have resolved all the issues and are seeking to transfer the land to the Parish Council but the Vale will need to sign-off the resolution of issues:
i) ‘Edward Park’ entrance stone. It was noted that the ‘Edward Park’ entrance stone is inappropriate as the site has historically and always will be called Manor Farm. It was resolved to ask Cala Homes to remove the stone.
Proposed: Richard Wade Seconded: Graham Webb Resolved: 4 for and 1 abstention
ii) Missing path from the public open space to Abbott Crescent. Item deferred to the next meeting.
ACTION: Richard Wade / Jonathan Fowler to circulate a map.
iii) Grass verge along Prior Drive. It was noted that grass verge along Prior Drive is partly the responsibility of the Parish Council and partly OCC Highways as the highway boundary runs through the centre of the verge. It was also noted that it would make more sense for one party to be wholly responsible. Item deferred to the next meeting.
ACTION: Richard Wade / Jonathan Fowler to circulate a map.
33/2023 Rights of Way & Conservation Working Group (Richard Wade).
Eastway BW1 Surface Improvement. It was noted that ‘Mansbridge’ have been contracted to do the work.
Deputy Clerk’s note: Work to refurbish the bridleway at Eastway will commence on 27th February and is anticipated to take approximately 1 week.
34/2023 Public Art. (Pervin Shahin).
a) Entrance Gate Signs – From Sutton Courtenay. It was agreed to ask OCC Highways if the new sign can be raised up as it is getting dirty being so low to the ground.
ACTION: Pervin Shahin to ask OCC Highways if the new sign can be raised up.
b) Entrance Gate Signs – Twinned with Lesparre Medoc. It was resolved to remove the ‘Twinned with Lesparre Medoc’ signs.
Proposed: Richard Wade Seconded: Graham Webb Resolved: unanimous
ACTION: Pervin Shahin to ask OCC Highways if the ‘Twinned with Lesparre Medoc’ signs can be removed.
c) Entrance Gate Signs – White Gates. It was agreed to paint the white gates.
ACTION: Village Caretaker to paint the white gates white.
35/2023 Football Club. It was noted that the Parish Council is the Custodian Trustee for the Drayton Village Hall and Recreation Ground Charity and is legal owner of the land and buildings. The management of the land and buildings rests with the Village Hall Management Committee. The PC does not have any responsibility for the upkeep or maintenance of the land / buildings.
36/2023 Drayton Conservation Area Appraisal Consultation. It was noted that the Drayton Conservation Area Appraisal Consultation started on 18th January 2023 and will end on 15th February 2023.
37/2023 Coronation of Charles III and Camilla 6th May 2023 (Pervin Shahin).
Richard Wade declared an interest in this item as he is a trustee on the Millennium Green Trust.
a) Event. It was noted that the Millennium Green Trust is holding an event to mark the coronation. It was agreed to see if we can do a combined event. It was also noted that the Millennium Green Trust may ask the Parish Council if we can pay for the hire of some Portaloos.
ACTION: Pervin Shahin to liaise with the Millennium Green Trust to see if we can do a combined event.
b) Mugs. This item whether or not to order 36 mugs at a cost of £295.20 including VAT and postage to raise money for the The Abingdon DAMASCUS Youth Project was deferred.
38/2023 Village Green Plants (Pervin Shahin). It was noted that we need a ‘Landscape Management Plan’ before any more money is spent on plants. Item to be added to next months agenda.
39/2023 Parish Elections Timetable. The Parish Elections Timetable was noted.
40/2023 EV Points Project. The correspondence regarding EV charging points was noted.
41/2023 Items to be noted from Parish Councillors.
Damaged Walnut on the Village Green. It was noted that a Walnut on the Village Green has been hit by a vehicle again and needs putting back in the ground again.
42/2023 Date of the next Meeting. 14th March 2023.
Pervin Shahin left at 9:26pm.
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).
43/2023 Deputy Clerk’s New Contract. It was resolved to amended the contract date to start from April.
Proposed: Richard Wade Seconded: Patricia Athawes Resolved: Unanimous
44/2023 Replacement Clerk. It was noted that interviews are due to take place on 20th February 2023.
45/2023 Grass Cutting Contract. It was noted that renewal is due on 31st March 2023. It was agreed to roll the current contract over a year if possible.
End of Reserved Business.
The Chairperson declared the meeting closed at 9:34pm.
Signed: Date:
Name:
Appendix A
Actions Checklist
| 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. |
| Village Green Litter Bins. Adrian Cooke to send an email to Vale Waste asking that the replacement of the missing litter bins is expedited. |
| Manor Farm Landscape Report. Deputy Clerk to email Manor Farm Landscape Report to parishioner. |
| Mile Stone. Richard Wade and Deputy Clerk to take a look. |
| Monthly Meeting Date. Richard Webber to tell the Parish Council which day of the month is best for him to meet. |
| Missing path from the public open space to Abbott Crescent. Richard Wade / Jonathan Fowler to circulate a map. |
| Grass verge along Prior Drive. Richard Wade / Jonathan Fowler to circulate a map. |
| Entrance Gate Signs – From Sutton Courtenay. Pervin Shahin to ask OCC Highways if the new sign can be raised up. |
| Entrance Gate Signs – Twinned with Lesparre Medoc. Pervin Shahin to ask OCC Highways if the ‘Twinned with Lesparre Medoc’ signs can be removed. |
| Entrance Gate Signs – White Gates. Village Caretaker to paint white gates white. |
| Coronation of Charles III and Camilla 6th May 2023. Pervin Shahin to liaise with the Millennium Green Trust to see if we can do a combined event. |
Appendix B
Finance & Personnel Committee
DISPOSITION OF COUNCIL FUNDS AS AT 08th FEBRUARY 2023
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £268,05 4.15 0% Current Acct
NSI 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,280.17 0.10% Projects Acct
Total £303,824.01
INVOICES 11th JANUARY – 8TH FEBRUARY
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: Planning Permission on 18th January 2023. |
| P22/V1917/LDO. Milton Park Milton Abingdon Grid Ref : 449180191788 Re. LOCAL DEVELOPMENT ORDER – Draft for Public Consultation. PC: Support: See October’s Minutes for details. 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: 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: See December’s Minutes for details. VWHDC: Refusal of Planning Permission on 20th January 2023. |
| 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/V2608/HH. First floor side/rear extension over existing ground floor extension. 25 Whitehorns Way Drayton Abingdon Oxfordshire OX14 4LJ. PC: Noted. VWHDC: Planning Permission on 19th January 2023. |
| 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: Reserved Matters – Approval on 9th February 2023. |
| P22/V2919/FUL. New dwellinghouse. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Noted. VWHDC: Planning Permission on 17th February 2023. |
| 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: Noted. VWHDC: Planning Permission on 18th January 2023. |
| P22/V2941/HH. Single storey rear extension. 12 Halls Close Drayton Abingdon OX14 4LU. PC: Noted. VWHDC: Planning Permission on 7th February 2023. |
| 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: Refusal of Planning Permission on 20th January 2023. |
| P22/V2546/S73 Amendment : No. 1 – dated 31st January 2023. Variation of conditions 2 (Approved Plans) and removal of condition 14 (Age Restriction) on planning application P17/V1225/RM. (As amended by plans and additional documentation received 16 December 2022, 10 January 2023, 19 January 2023, 27 January 2023 and 31 January 2023). (Erection of 22 dwellings together with replacement garage for 10 Halls Close). Land South of Halls Close Drayton. PC: Pending. 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. 2nd Mar. PC: Pending. VWHDC: Pending. |
| 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. 2nd Mar. PC: Pending. VWHDC: Pending. |
| P23/V0376/HH. Demolition of conservatory. Two storey rear extension. Resubmission of P22/V0872/HH. 1 High Street Drayton Abingdon OX14 4JL. 15th Mar. PC: Pending. VWHDC: Pending. |
| P23/V0370/HH. Demolition of existing garage. Single storey rear extension and front porch extension. 246 Steventon Road Drayton Abingdon OX13 6RN. 13th Mar PC: Pending. VWHDC: Pending. |