Minutes of the Drayton Parish Council Meeting
held on 14th March 2023 at 7:00pm in the Village Hall
Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Richard Wade (Vice-Chairperson), Pervin Shahin (arrived at 7:05pm), Alistair Cumming, Adrian Cooke (left at 8:39pm), Susan Harris.
Not Present: All Councillors were present.
In attendance: Dianne Rickaby (Locum Clerk, joined the meeting remotely), Christopher Price (Deputy Clerk), Richard Webber (OCC), Jonathan Fowler (Programme Manager).
Public: 2 members of the public were present.
46/2023 Apologies for Absence. None.
47/2023 Reserved Business. It was agreed to exclusion of press and public for agenda item 22 due to the confidential nature of the business discussed, as per meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
48/2023 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
49/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. Alistair Cumming declared that he is a member of the resident association for Manor Farm.
Pervin Shahin arrived at 7:05pm
50/2023 Public Participation.
Group Against Reservoir Development (GARD). Derek Stork (Hon Chair, GARD) reminded the Parish Council about the Thames Water Consultation.
51/2023 Report from OCC Councillor. Richard Webber gave his report later in the meeting upon his arrival. See item 55/2023.
52/2023 Report from VWHDC Councillor Adrian Cooke.
a) 5 Year Land Supply. It was noted that the VWHDC have changed the way they calculate their 5 year land supply.
b) Reservoir. It was noted that the VWHDC have made a statement on water grids and water transfer.
c) Voting. It was noted that everyone will need photo identification to vote.
53/2023 Minutes of the last Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Graham Webb Seconded: Alistair Cumming Resolved: Unanimous
It was noted that it would be useful if the draft minutes were circulated as soon as possible for comment after the meeting and to record meetings. Dianne Rickaby advised the Council not to circulate draft minutes for comment as this is not the correct procedure.
54/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| 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. Action completed and removed. |
| Village Green Litter Bins. It was noted that the litter bin next to the south bound bus stop has been replaced. But the VWHDC will not replace the missing litter bin on the Village Green as it is Parish Council land. It was agreed not to install and empty a litter bin at this location ourselves. ACTION: Deputy Clerk to ask the VWHDC if they will remove the concrete base that has been left behind and make good the Village Green. |
| Manor Farm Landscape Report. Deputy Clerk to email Manor Farm Landscape Report to parishioner. Action completed and removed. |
| Mile Stone. Richard Wade and Deputy Clerk to take a look. It was noted that it appears that a local homeowner has been fly tipping and throwing branches over his garden fence next to the mile stone which has been reported. It was also noted that the footpath is very narrow and pedestrians are forced to walk very close to the busy Abingdon Road due to the trees growing along the verge. It was agreed to ask OCC Highways to clear the verge. ACTION: Deputy Clerk to ask OCC highways to clear the verge near the mile stone. |
| Monthly Meeting Date. Richard Webber to tell the Parish Council which day of the month is best for him to meet. Action completed and removed. See item 55/2023 c). |
| Missing path from the public open space to Abbott Crescent. Richard Wade / Jonathan Fowler to circulate a map. Action completed and removed. |
| Grass verge along Prior Drive. Richard Wade / Jonathan Fowler to circulate a map. Action completed and removed. |
| Entrance Gate Signs – From Sutton Courtenay. Pervin Shahin to ask OCC Highways if the new sign can be raised up. It was noted that Mark Francis (OCC) wrote: This was always planned to be at that height with the vegetation also to be cut back to ensure that the maximum vision possible for pedestrians waiting to cross the road at that point, road safety is always my paramount consideration so I wouldn’t want to raise that one. Action completed and removed. |
| Entrance Gate Signs – Twinned with Lesparre Medoc. Pervin Shahin to ask OCC Highways if the ‘Twinned with Lesparre Medoc’ signs can be removed. It was noted that Mark Francis (OCC) wrote: I’m afraid all of my budgets are fully exhausted for this financial year so I have added to the removal of the twinning signs to the list of works to be ordered in the 2023/24 financial year, it is currently job 30 so likely to be completed a few weeks into the new financial year. Action completed and removed. |
| Entrance Gate Signs – White Gates. Village Caretaker to paint white gates white. Deputy Clerk to follow up. |
| 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. Action completed and removed. |
55/2023 Report from OCC Councillor Richard Webber.
a) Vehicle Activated Sign (VAS). It was noted that the faulty VAS sign will be repaired in April.
b) School Street Campaign. It was noted that Drayton School would benefit from this campaign where parking restrictions will be enforced to make it safer for children to walk to school.
c) Monthly Meeting Date. It was noted Richard Webber has a very busy schedule and has not got a regular free evening for our Parish Council Meetings.
56/2023 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. Dianne Rickaby’s report was noted.
c) Disposition of Council Funds. The disposition of council funds was circulated at Finance meeting.
d) Hybrid Meetings. It was resolved to purchase the following to allow people to join Parish Council meetings remotely:
i) A Mi-Fi box to create a Wi-Fi network in the Cauldwell Centre. A 5GB capped data plan from O2 costs £8 per month + £7 for the device.
ii) A ‘Meeting Owl from Owl Labs’ at a cost of £1,049.00.
Proposed: Alistair Cumming Seconded: Richard Wade Resolved: Unanimous
ACTION: Deputy Clerk to order a Mi-Fi box and Meeting Owl.
e) Defibrillator. It was noted that the defibrillator was dispatched and replacement pads have been ordered at a cost of £42.00 + £4 postage + VAT. It was also noted the 999 operator was unable to provide the code to unlock the cabinet.
ACTION: Deputy Clerk to add Defibrillator Cabinet Code to next months agenda.
f) Burial Ground Soil and Compost Removal. It was noted that due to the amount of contaminants in the soil and compost Tactical Facilities Management Ltd invoice us £795.00 +Vat even though they had only quoted us £450.00 + Vat. It was agreed to pay the invoice.
g) Internal Control and Proper Practices. It was resolved to review the effectiveness of internal control and proper practices. For approval at the AGM.
Proposed: Susan Harris Seconded: Alistair Cumming Resolved: Unanimous
h) Financial Regulations. It was noted that the Financial Regulations need updating.
i) Any Other Urgent Financial Matters Arising. None.
57/2023 Planning Committee (Graham Webb). See Appendix C.
P23/V0519/O. Outline application for the erection of up to 31 dwellings with associated means of access, car parking, public amenity space, landscaping and associated infrastructure (with all matters reserved except for access). Land West of Little Smiths Farm Drayton Abingdon. It was noted that this planning application was discussed in the proceeding Planning Meeting and the Parish Council will be Objecting to it.
Adrian Cooke left at 8:39pm
58/2023 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted:
i) Walnut Meadows. An updated Pavilion Specification was issued to 4 architect firms in order to obtain quotes for producing designs and obtaining planning permission. Three of the firms have confirmed they will submit quotes by the deadline date of 15th March.
ii) Traffic Calming. A follow up Teams meeting to that held with OCC Highways on 18th January, occurred on 8th March. There is still no timescale available from OCC as to when our traffic calming measures will be progressed as OCC do not have any engineer resource to design and cost the works. The OCC Cabinet member for Transport has agreed to raise the matter with the new OCC Chief Exec.
iii) Football Club. The Football Club are seeking to use the S106 funding for the Pavilion at Walnut Meadows for repairs to the Football Clubhouse at Lockway. Jon has emailed the VWHDC S106 officer to advise we cannot afford to relinquish funds from the Pavilion S016 allocation.
b) Manor Farm.
i) Missing path from the public open space to Abbott Crescent. It was noted that it is unclear which version of drawing is the current version.
ii) The cutting of the grass verge along Prior Drive that is half owned by the PC and OCC. It was agreed to add this to the Parish Councils Grass cutting schedule when the need arises.
59/2023 Public Art. (Pervin Shahin). It was noted that there is nothing to note.
60/2023 Rights of Way & Conservation Working Group (Richard Wade).
Eastway BW1 Surface Improvement. It was noted that there was a slight delay, but work has started.
61/2023 Coronation of Charles III and Camilla 6th May 2023 (Pervin Shahin).
Mugs. It was noted that it would be nice if every child could have a coronation mug.
ACTION: Clerk to read up on the financial regulations. Patricia Athawes to find out how many children attend Drayton School.
62/2023 Landscape Management Plan (Richard Wade). It was agreed that we need a Landscape Management Plan before any more money is spent on plants.
ACTION: Deputy Clerk to investigate plant watering equipment.
63/2023 Village Green Litter Bins. Item discussed under item 54/2023 Action Checklist.
64/2023 Annual Parish Meeting 21st March 2023. It was noted that this will be held in the village Hall.
65/2023 Burial Ground Covenant. It was noted that the Parish Council needs to Plant a new hedge in the burial ground and 150 Beech Green Bare Root Hedging plants are due to be delivered tomorrow.
66/2023 Items to be noted from Parish Councillors.
Planters on the Village Green. Pervin Shahin asked if the Parish Council could spend £20.00 on a plant for one of the planters on the Village Green. Richard Wade kindly sponsored the plant.
67/2023 Date of the next Meeting. 11th April 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). The Deputy Clerk left the room.
68/2023 Replacement Clerk. It was noted that interviews have been delayed and are yet to take place.
End of Reserved Business.
The Chairperson declared the meeting closed at 9:38pm.
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. |
| Village Green Litter Bins. Deputy Clerk to ask the VWHDC if they will remove the concrete base that has been left behind and make good the Village Green. |
| Mile Stone. Deputy Clerk to ask OCC highways to clear the verge near the mile stone. |
| Entrance Gate Signs – White Gates. Village Caretaker to paint white gates white. Deputy Clerk to follow up. |
| Hybrid Meetings. Deputy Clerk to order a Mi-Fi box and Meeting Owl. |
| Defibrillator. Deputy Clerk to add Defibrillator Cabinet Code to next months agenda. |
| Mugs. Clerk to read up on the financial regulations. Patricia Athawes to find out how many children attend Drayton School. |
| Landscape Management Plan. Deputy Clerk to investigate plant watering equipment. |
Appendix B
Finance & Personnel Committee
INVOICES 9th February to 2nd March 2023
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/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: Planning Permission on 13th March 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. PC: Support: See December 2022 minutes for comment. VWHDC: Pending. |
| 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: Drayton Parish Council has spent the past 5 years or more trying to raise the profile of Traffic Calming in the High Street, and to get action on provision of a pedestrian crossing for residents of the Bloor “Dovecote” development and for the future residents of the enlarged Halls Close. The Planning Consent ignored this. Our original objection expressed concern for pedestrian safety on the roads within Halls Close and at its junction with High Street. These are items 3 & 4 in the comments on the Planning Portal. In spite of submitting a prioritised list on Traffic Calming to OCC we have had to wait until now for any indication of commitment on their part. A pedestrian crossing is, I fear, some way off, and so for the sake of pedestrian and road safety cannot see that it would be responsible for us to remove those objections. The developer’s Traffic Plan contains an unreasonable projection of only 7 peak period vehicle movements for 22 houses, an underestimate surely? In addition, the volume and speed of traffic on High Street has increased considerably since the original consideration of the original Application, and promises to increase further. This is now a very dangerous junction. We would not now object to the removal of Condition 14 since VWHDC’s refusal of the application was overturned by the Secretary of State and we recognised that cannot be changed. 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: Support. 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. PC: Support: It’s to the rear and an in keeping and bespoke timber conservatory. Good luck with the oranges. VWHDC: Pending. |
| P23/V0376/HH. Demolition of conservatory. Two storey rear extension. Resubmission of P22/V0872/HH. 1 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P23/V0370/HH. Demolition of existing garage. Single storey rear extension and front porch extension. 246 Steventon Road Drayton Abingdon OX13 6RN. PC: Noted. VWHDC: Pending. |
| P23/V0237/FUL. Create a new access to the field which is part of Gilbournes Farm. Gilbourns Farmhouse 155 Drayton Road Sutton Courtenay Abingdon OX14 4HA. PC: Noted. VWHDC: Pending. |
| P23/V0519/O. Outline application for the erection of up to 31 dwellings with associated means of access, car parking, public amenity space, landscaping and associated infrastructure (with all matters reserved except for access). Land West of Little Smiths Farm Drayton Abingdon. 29th mar. PC: Pending. VWHDC: Pending. |