Minutes of the Drayton Parish Council Meeting
held on 13th June 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, Susan Harris, Adrian Cooke (Co-opted item 118/2023 and left at 7:39pm)
Not Present: All Councillors were present.
In attendance: Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Adrian Cooke (VWHDC).
Public: 2 members of the public were present.
117/2023 Apologies for Absence. None.
118/2023 Co-option. It was resolved to co-opt Adrian Cooke onto the Parish Council.
Proposed: Susan Harris Seconded: Patricia Athawes Resolved: Unanimous
[Drayton is entitled to 11 Parish Councillors so there is currently 4 vacancies]
119/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. Richard Wade reminded everyone that he is a trustee on the Millennium Green Trust.
120/2023 Public Participation.
a) Grant Application – Short Mat Bowls Club – £4,500.00. A member of the Short Mat Bowls Club expressed an interest in the grant application from the Short Mat Bowls Club to the sum of £4,500.00. It was noted that the Short Mat Bowls Club has monies in it’s reserves due to the COVID pandemic. It was agreed to arrange a meeting between the Parish Council and the Short Mat Bowls Club to discuss the grant application.
ACTION: Deputy Clerk to arrange a meeting between the Parish Council and Short Mat Bowls Club.
b) S106 Public Art Monies. A parishioner asked how much S106 Public Art money has been spent and how much is left.
ACTION: Jonathan Fowler to circulate S106 Public Art money information.
121/2023 Report from OCC Councillor. Richard Webber was not present.
122/2023 Report from VWHDC Councillor Adrian Cooke.
a) Waste Services Survey. It was noted that the VWHDC are asking people to share their views and experiences of waste services across the districts, including household waste, recycling and food waste collections, bulky waste collections, street cleaning services, customer services and the councils’ waste and recycling information.
b) Reservoir. It was noted that Thames Water has put in a planning application to dig a 12.5 hector pit to do clay compaction trials for the new reservoir.
c) P23/V1247/O. It was noted that there is an outline planning application for up to 80 residential dwellings at the Drayton end of Steventon.
123/2023 Minutes of the last Parish Council Meetings.
a) Minuted of the last Meeting. It was resolved to approved the minutes of the last meeting.
Proposed: Elaine Wade Seconded: Graham Webb Resolved: Unanimous
b) Minutes of the last Finance Meeting. It was noted that the draft minutes of the last finance meeting had not been circulated to full council so were not approved.
124/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Content Sharing Briefing Paper. It was noted that it might be a while before we find a new Clerk so it was therfore agreed to push this action forward. ACTION: Jonathan Fowler to order TV and claim money back on expenses. |
| School Street Scheme. It was noted that Jonathan Fowler has informed Richard Webber that we do not want the School Street Scheme in Drayton. Action completed and removed. |
| Landscape Management Plan. It was noted that there is an item on the agenda to set up a Landscape Management Plan working group and which will write a specification. Action removed. |
| Defibrillator. It was noted that the Deputy Clerk sent an email to try and obtain more details as to why the 999 operator was unable to provide the code to unlock the cabinet. ACTION: Richard Wade to send an email to try and obtain more details as to why the 999 operator was unable to provide the code to unlock the cabinet. |
125/2023 Finance and Personnel Committee (Patricia Athawes).
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. Matter discussed earlier in the meeting under item 120/2023 a).
ii) Millennium Green Trust. £276.00. Richard Wade declared he has a conflict of interest as he is a trustee for the Millennium Green Trust and abstained from the following vote. It was resolved to approve this grant application.
Proposed: Adrian Cooke Seconded: Patricia Athawes Resolved: 6 for and 1 abstention
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 also noted that the Deputy Clerk has been unable to obtain another quotation. It was resolved to approve the quotation from Tactical Facility’s Management Ltd to the sum of £842.40.
Proposed: Graham Webb Seconded: Elaine Wade Resolved: Unanimous
Adrian Cooke left at 7:39pm.
f) Annual Accounts & Governance Statement:
i) The report on Internal Control from Internal Auditor was noted.
ii) The Annual Return (AGAR) for 2022/23 was approved.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
iii) The Annual Governance Statement for 2022/23 was approved.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
iv) The Chairman was authorised to sign the Annual Governance Statement and Annual Accounting Statement for 2022/23 on behalf of the Council.
g) Accounts for Payment & Bank Reconciliation:
i) The schedule of payments recommended from F & P Committee 7th June 2023 were approved.
Proposed: Susan Harris Seconded: Graham Webb Resolved: Unanimous
ii) The schedule of receipts recommended from F & P Committee 7th June 2023 were approved.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
iii) The Bank reconciliation as of 31st May 2023 & Bank balances were approved.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
f) Any Other Urgent Financial Matters Arising. None.
126/2023 Setting the Date for the Exercise of Electors Rights. It was noted that the dates for the exercise of electors rights must include the first 10 days of July 2022. It was resolved to approve the date for the exercise of electors rights to be from Friday 23th June 2023 to Monday 7th August 2023(inclusive). The accounts etc. will be displayed on the public notice board for this period and placed on the village website.
Proposed: Richard Wade Seconded: Graham Webb Resolved: Unanimous
127/2023 Planning Committee. Graham Webb’s report was noted. See Appendix C.
Chairperson. It was agreed that Graham Webb should remain as Chairperson for the Planning Committee.
128/2023 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted.
b) Walnut Meadow Sports Facility. Following approval of the Hybrid planning application, it transpires the Parish Council are required to fund a Strip, Map and Sample archaeological excavation in the area where the MUGA is proposed to be constructed. A ballpark estimate of £30K has been provided to undertake this exercise. Miller Homes needs to regrade the land before we can progress the sports facility project. The Neighbourhood Development Plan Working Group is looking at arranging an initial meeting with the architects selected for the design of the Pavilion (SWA Architects).
129/2023 Rights of Way & Conservation Working Group (Richard Wade).
Eastway BW1 Surface Improvement. It was noted that following the recent period of dry weather the surface is satisfactory. It was agreed to pay the remaining 10% that we withheld.
130/2023 Landscape Management Plan. It was agreed to appoint Richard Wade, Pervin Shahin, Elaine Wade and Christopher Price onto a landscape management plan working group.
ACTION: Deputy Clerk to arrange a meeting.
131/2023 Queens Platinum Jubilee Celebrations Mugs. It was noted that there was a conflict of interest for the following item and the appropriate voting procedure was not followed:
| 73/2022 Queens Platinum Jubilee Celebrations. c) Budget. It was resolved to approve a maximum budget of £800.00 to cover the cost of a marquee, Jubilee mugs, entertainment at the event, and an events licence. Proposed: Pervin Shahin Seconded: Graham Webb Resolved: 5 for and 1 against |
The matter to reimburse Pervin Shahin £276.00 for 75 Jubilee Mugs was therefore reconsidered. Pervin Shahin declared a conflict of interest and did not participate in the following vote. It was resolved to reimburse Pervin Shahin £276.00 for 75 Jubilee Mugs.
Proposed: Richard Wade Seconded: Elaine Wade Resolved: 4 for and 2 abstentions
132/2023 Items to be noted from Parish Councillors.
King’s Coronation Mugs. It was noted that Pervin Shahin raised £312.00 for the DEMASCUS Youth Project by selling the King’s Coronation Mugs.
133/2023 Date of the next Meeting. 11th July 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).
134/2023 Caretaker Contract. It was noted that the caretaker contract is due for review now and Christopher Wilmott (Village Caretaker) is on a monthly rolling contract. The Contract will be reviewed when we have a Landscape Management Plan.
135/2023 Football Club. It was noted that 4 quotes have been received to survey the Football Clubhouse. It was resolved to approve ‘Selas’ to undertake the survey at a cost of £400 + VAT
Proposed: Richard Wade Seconded: Graham Webb Resolved: Unanimous
End of Reserved Business.
The Chairperson declared the meeting closed at 8:33pm.
Signed: Date:
Name:
Appendix A
Actions Checklist
| Content Sharing Briefing Paper. Jonathan Fowler to order TV and claim money back on expenses. |
| Defibrillator. Richard Wade to send an email 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. |
| Caretaker Contract. Everyone to review the contract. |
| Grant Application – Short Mat Bowls Club – £4,500.00. Deputy Clerk to arrange a meeting between the Parish Council and Short Mat Bowls Club. |
| S106 Public Art Monies. Jonathan Fowler to circulate S106 Public Art money information. |
| Landscape Management Plan. Deputy Clerk to arrange a meeting. |
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’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: 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/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: Refusal of Planning Permission on 22nd May 2023. |
| 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: Withdrawn prior to determination on 22nd May 2023. |
| P23/V0959/HH. Proposed first floor extension. 11 Corneville Road Drayton Abingdon Oxfordshire OX14 4HN. PC: Noted. VWHDC: Pending. |
| P23/V1247/O. Outline planning application for up to 80 residential dwellings (including up to 35% affordable housing), and 0.27 hectares for C2 use as a residential care home. The introduction of structural planting and landscaping, public open space and children’s play area, sustainable urban drainage system, and associated ancillary works. All matters to be reserved with the exception of the main site access. Land off Abingdon Road Steventon OX13 6FX. PC: Pending. VWHDC: Pending. |
| P23/V1222/HH. Garden annex ancillary to main house. 35 Sutton Wick Lane Drayton Abingdon Oxfordshire OX14 4HH. PC: Pending. VWHDC: Pending. |