Minutes of the Drayton Annual Parish Council Meeting
held on 16th May 2023 at 7:00pm in the Candwell Day Centre
Present: Richard Wade (Chairperson), Graham Webb (Vice-Chairperson), Patricia Athawes (Vice-Chairperson), Pervin Shahin, Elaine Wade.
Not Present: Susan Harris.
In attendance: Dianne Rickaby (Locum Clerk, joined the meeting remotely), Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Adrian Cooke (VWHDC).
Public: 2 members of the public were present.
Patricia Athawes assumed the chair.
90/2023 Apologies for Absence. Susan Harris.
Dianne Rickaby assumed the chair.
91/2023 Election of Chairperson and signing of declaration of acceptance of office.
Elaine Wade nominated Richard Wade and Graham Webb nominated Patricia Athawes.
Richard Wade was duly elected Chairperson with 3 votes to 2.
Richard Wade assumed the chair.
92/2023 Election of Vice-Chairperson.
Pervin Shahin nominated Patricia Athawes, Patricia Athawes nominated Graham Webb and Elaine Wade nominated Pervin Shahin but Pervin Shahin declined the nomination.
Patricia Athawes and Graham Webb were both duly elected Vice Chairpersons with unanimous votes each.
93/2023 To confirm the use of Standing Orders, Financial Regulations, and the Councils Code of Conduct. The Standing Orders, Financial Regulations, and the Councils Code of Conduct were approved.
94/2023 Committees and Working Groups. The Terms of Reference and Membership of the following Committees and Working Groups were confirmed:
a) Finance & Personnel: Patricia Athawes, Graham Webb, Richard Wade, Susan Harris.
b) Planning: Graham Webb (Chairperson), Patricia Athawes, Richard Wade, Elaine Wade.
c) Rights of Way & Conservation: Richard Wade (Chairperson), Graham Webb, Elaine Wade, Christine West.
d) Public Art: Pervin Shahin (Chairperson), Patricia Athawes, Elaine Wade, Caroline Green.
e) Neighbourhood Development Plan: Graham Webb (Chairperson), Patricia Athawes, Richard Wade, Colin Arnold.
95/2023 To confirm the Parish Councillors leading on the following areas:
a) Cemetery: Susan Harris.
b) Reservoir: Vacant.
c) Public Transport and Cycle paths: Vacant.
d) Drayton Chronicle contributor: Elaine Wade.
96/2023 To confirm the Parish Council representatives on the following groups:
a) Public Transport Liaison: Irma Schoonhoven.
[Clerks’s note: After the meeting Irma Schoonhoven declined the position thus it is still vacant.]
b) Drayton Village Hall & Recreation Ground (nominated trustee): Pervin Shahin.
c) Community Trust (nominated trustee): Tamsin Crane.
[Clerks’s note: Tamsin Crane is yet to confirm acceptance of the position.]
d) Millennium Green Trust Liaison: Tamsin Crane.
[Clerks’s note: Tamsin Crane is yet to confirm acceptance of the position.]
e) DAMASCUS Project: Pervin Shahin.
f) Neighbourhood Action Group (NAG): Vacant.
g) Footpath Warden: Christine West.
h) Drayton Community Primary School: Patricia Athawes.
97/2023 The following were approved:
- Bank – Unity Trust Bank
- Savings Account – NS&I
- Insurers – Zurich (premium update)
- Internal Auditors – IAC
- External Auditor – Moore (appointed by Government)
Proposed: Graham Webb Seconded: Patricia Athawes Resolved: Unanimous
98/2023 Subscriptions. The continuation of our current council subscriptions were approved.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
99/2023 Reserved Business. It was agreed to exclusion of press and public for agenda item 25, 26 and 27 due to the confidential nature of the business discussed, as per meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
100/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. It was agreed to do declarations of interests under reserved business. There were no dispensations or use of delegated powers.
101/2023 Public Participation.
a) S106 Public Art Mosaic. A parishioner asked some questions about the mosaic that will be displayed in the Village Hall. It was noted that the artist is working with The Abingdon DAMASCUS Youth Project on the design.
b) Football Club. A parishioner asked for an update on the request for funding to replace the Football Club roof etc. It was noted that the Parish Council is in the process of getting a building surveyor to inspect the building and make a report. Another parishioner then asked who pays the water and electricity bills for the football club. It was noted that the football club pay their own water and electricity bills.
102/2023 Report from OCC Councillor. Richard Webber was not present.
Vehicle Activated Signs (VAS). It was noted that one of the VAS in Drayton is not working.
ACTION: Richard Wade to ask Richard Webber if the faulty VAS can be repaired.
103/2023 Report from VWHDC Councillor Adrian Cooke.
a) Election. It was noted that Adrian Cooke was re-elected in the recent election and the Green Party is the new opposition.
b) Pre Election Period (PEP). It was noted that PEP has replaced ‘purdah’ and describes the period of time immediately before elections or referendums when specific restrictions on communications activity are in place.
c) Electric Car Club. It was noted that there is a new electric car sharing scheme in Abingdon.
d) Co-option. It was noted that Adrian Cooke would be willing to be co-opted on to the Parish Council.
104/2023 Minutes of the last Parish Council Meetings.
a) Minuted of the last Meeting held on 11th April 2023. The minutes of the last meeting were approved with 1 amendment: Item 75/2023 b) Walnut Meadow Sports Facility. Was corrected to: d) Walnut Meadow Sports Facility. It was also noted that Miller Homes will only be putting down 100mm of top soil once the land is regraded and not 150mm as reported by Adrian Cooke.
Proposed: Graham Webb Seconded: Patricia Athawes Resolved: Unanimous
It was also noted that there was a conflict of interest for item 82/2023 Coronation of Charles III and Camilla 6th May 2023 and the appropriate voting procedure was not followed. It was therefore agreed to reconsider the matter and Pervin Shahin abstained from the following vote.
Coronation of Charles III and Camilla 6th May 2023.
Mugs. It was noted that Pervin Shahin has ordered 36 mugs. It was resolved to reimburse Pervin Shahin £295.20 including VAT for the mugs.
Proposed: Elaine Wade Seconded: Graham Webb Resolved: 3 for and 2 abstentions
b) Minutes of the last Finance Meeting held on 25th April 2023. The minutes of the last finance meeting were approved.
Proposed: Graham Webb Seconded: Richard Wade Resolved: Unanimous
105/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Football Club. It was noted that the football club pay their own water and electricity bills. Item completed and removed. |
| School Street Scheme. It was noted that the School Street Scheme is funded by our S106 monies. ACTION: Jonathan Fowler to inform Richard Webber that we do not want the School Street Scheme in Drayton. |
| Defibrillator. It was noted that the South Central Ambulance Service NHS Foundation Trust control room have confirmed that they are aware of the AED, and have the access code if required. They even created a ‘dummy’ job to double check that everything was working – and it all looks okay. It is suspected that the issue was the Ambulance Medical Priority Dispatch System (AMPDS) process, and the call not being a Cat 1 (Immediately life threatening call eg Cardiac Arrest or Anaphylaxis). It was agreed to try and obtain more details. |
106/2023 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 statements and reconciliation were received and noted.
c) Disposition of Council Funds. The disposition of council funds were received and noted.
d) Grant Applications.
i) Short Mat Bowls Club. £4,500.00. It was noted that the Short Mat Bowls Club has monies in its reserves.
ACTION: Clerk to ask what the reserve monies is for.
ii) Clean Slate. £100.00. It was resolved to approve this grant application.
Proposed: Graham Webb Seconded: Patricia Athawes Resolved: Unanimous
e) Burial Ground Hedge. It was noted Tactical Facility’s Management Ltd quoted to clear the undergrowth along the southern boundary and track. It was agreed to obtain another quotation.
f) Any Other Urgent Financial Matters Arising. It was noted that we need to have a finance meeting.
107/2023 Planning Committee. Graham Webb’s report was noted. See Appendix C.
Walnut Meadows. It was noted that the VWHDC approved the Hybrid planning application submitted by Miller Homes for the sports pitch area. Miller Homes now have 3 months from the date of the planning approval being granted to commence work to remove the buried waste material, implement the landscape plan nearest the houses and re-grade the area. They must complete the work within a further 3 months.
108/2023 Neighbourhood Development Plan Working Group (Graham Webb).
Programme Managers Report. Jonathan Fowler’s report was noted.
109/2023 Rights of Way & Conservation Working Group (Richard Wade).
Eastway BW1 Surface Improvement. It was noted that the contractor engaged to resurface the Eastway bridleway has now returned on two separate occasions to rectify issues with the path, however, there are still areas where the surface is soft/soggy and inclined to leave boot/hoof impressions. The contractor claims this is due to the very wet weather when the work was being undertaken and the Parish Council not specifying a correct depth of base layer. They are not willing to undertake any further work on the path. The NDP Working Group are recommending we pay them the invoice amount minus 10% and review the path again after a period of dry weather.
110/2023 Landscape Management Plan (Richard Wade). It was noted that Richard Wade is writing a Landscape Management Plan that will include disposal of waste and watering of plants.
111/2023 Items to be noted from Parish Councillors. None.
112/2023 Date of the next Meeting. 13th June 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).
113/2023 Replacement Clerk. It was noted that there has been no new applications. Matter to be discussed at the next Finance and Personnel meeting.
114/2023 Pay Day. It was agreed to change pay date for staff from first day of the month to the last day of the month.
115/2023 Caretaker Contract. It was noted that the caretaker contract is due for review now. It was agreed that everyone will review the contract. It was also agreed to put Christopher Wilmott (Village Caretaker) on a monthly rolling contract.
ACTION: Everyone to review the contract.
116/2023 Walnut Meadows. It was noted that the NDP Working Group have reviewed the 3 quotes received from Architect consultancies for the design of the Pavilion and chosen a preferred supplier and it has now become apparent that the area for the Pavilion, MUGA and car-park will need to be
considered as a single planning application. It was resolved to use SWA.
Proposed: Graham Webb Seconded: Patricia Athawes Resolved: Unanimous
End of Reserved Business.
The Chairperson declared the meeting closed at 9:15pm.
Signed: Date:
Name:
Appendix A
Actions Checklist
| Content Sharing Briefing Paper. Clerk to order TV when payment card active. |
| School Street Scheme. Jonathan Fowler to inform Richard Webber that we do not want the School Street Scheme in Drayton. |
| Landscape Management Plan. Richard Wade to write a specification. |
| Defibrillator. Deputy Clerk to try and obtain more details as to why the 999 operator was unable to provide the code to unlock the cabinet. |
| Vehicle Activated Signs (VAS). Richard Wade to ask Richard Webber if the faulty VAS can be repaired. |
| Grant Applications. i) Short Mat Bowls Club. £4,500.00. Clerk to ask what the reserve monies is for. |
| Caretaker Contract. Everyone to review the contract. |
Appendix B
Finance & Personnel Committee
DISPOSITION OF COUNCIL FUNDS AS AT 9 th May 2023
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £298,267.98 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,351.88 0.10% Projects Acct
Total £334109.55
INVOICES 1st April – 9th May 2023
| Payments made by Standing Order or Direct Debit since the last meeting | TOTAL | VAT included |
| Salaries for staff paid 3.4.23 | 1660.87 | |
| Salaries for staff paid 4.5.23 | 1961.95 | |
| Subtotal of the above | 3622.82 | |
| Payments made by BACS since the last meeting | ||
| The Landscape Group – grass cutting | 120.00 | 20.00 |
| Surrey Hill Solicitors – Deed for land (Cemetery) | 663.00 | 100.00 |
| C. Willmott-Smith – Caretaking duties | 393.00 | |
| OCC Pension Fund (contributions for March) | 457.06 | |
| HMRC – PAYE & NI (March) | 35.96 | |
| LGRC – Locum Services | 4125.65 | 825.13 |
| FODSA – Grant | 600.00 | |
| Payments to be paid | ||
| Rialtas – Alpha software Annual support | 184.20 | 30.70 |
| Zurich Insurance – Annual premium | 1498.91 | 160.60 |
| Mansbridge – Eastway Pathway (S106 Project) Payment less 10% retainer | 15536.70 | 3107.34 |
| Payments for review and approval at Annual Council Meeting 16 May 2023 | ||
| Total payments this month | 26637.30 |
Income Received April 2023
| Date | Payee | Amount |
| 6 April 2023 | VWHDC – Half Precept payment | 59814.00 |
| 11 April 2023 | M Oliver – Allotment rent | 10.00 |
| 11 April 2023 | M & J Didcock – Funeral | 63.00 |
| 25 April 2023 | AT & RA Wright – Allotment rent | 10.00 |
| 28 April 2023 | VWHDC – CIL payment | 4687.68 |
| 04 May 2023 | Tonks Ltd – Interment Fee | 100.00 |
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: Planning Permission on 20th April 2023. |
| P21/V1924/FUL Amendment: No. 1 – dated 18th August 2021. PC: Objection: See September’s minutes for comment. VWHDC: Planning Permission on 20th April 2023. |
| P21/V1924/FUL Amendment: No. 2 – dated 7th September 2021. PC: Objection: See October’s minutes for comment. VWHDC: Planning Permission on 20th April 2023. |
| P21/V1924/FUL. Amendment: No. 3 – dated 10th March 2022. PC: Noted. VWHDC: Planning Permission on 20th April 2023. |
| P21/V1924/FUL Amendment: No. 4 – dated 17th June 2022. PC: Response: See August’s minutes for comment. VWHDC: Planning Permission on 20th April 2023. |
| P21/V1924/FUL Amendment : No. 5 – dated 12th September 2022. PC: Support: See October’s Minutes for details. VWHDC: Planning Permission on 20th April 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. |
| P21/V1924/FUL Amendment : No. 6 – dated 4th November 2022. PC: Support: See December 2022 minutes for comment. VWHDC: Planning Permission on 20th April 2023. |
| 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: Refusal of Planning Permission on 3rd May 2023. |
| 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: Objection – See separate document for details VWHDC: Pending. |
| P23/V0635/HH. New single storey side and front elevation flat roof extensions.18 Hilliat Fields Drayton Abingdon OX14 4JQ. 15th Apr. PC: Noted. VWHDC: Planning Permission on 18th May 2023. |
| P23/V0959/HH. Proposed first floor extension. 11 Corneville Road Drayton Abingdon Oxfordshire OX14 4HN. PC: Noted. VWHDC: Pending. |