Minutes of the Drayton Parish Council Meeting
held on 11th July 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, Adrian Cooke (left at 8:49pm).
Not Present: Susan Harris.
In attendance: Dianne Rickaby (Locum Clerk, joined the meeting remotely), Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Richard Webber (OCC).
Public: 4 members of the public were present.
136/2023 Apologies for Absence. Susan Harris.
137/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. None.
138/2023 Public Participation.
a) S106 Public Art Monies. A parishioner asked a number of questions regarding S106 Public Art monies. It was noted that questions should be submitted to the Council in plenty of time prior to the meeting so that Councillors can answer them.
| Clerk’s note: The latest S106 Public Art Funding figures are as follows: Planning Application Development Received Spent/Allocated Balance P14/V2504/FUL Walnut Meadows £22,407.53 £22,407.53 £0 P15/V2447/FUL Dovecote £47,798.14 £0.00 £47,798.14 P16/V1705/FUL Manor Farm £19,214.45 £19,214.45 £0 Art Installation Development Amount Mosaic at Village Hall Manor Farm £3,814.45 Mosaic at Village Hall Walnut Meadows £2,507.53 Total for Mosaic £6,321.98 Entrance Signs Walnut Meadows £19,900.00 Total for Entrance Signs £19,900.00 Walnuts on Village Green Manor Farm £15,400.00 Total for Walnuts £15,400.00 |
b) Grant Application – Short Mat Bowls Club – £4,500.00. Two members 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 a meeting was held between the Parish Council and the Short Mat Bowls Club to discuss the grant application. Matter continued under item 143/2023 d).
c) Football Club Roof. A parishioner expressed an interest in the request for funding to replace the football club roof. Matter continued under item 150/2023 Football Club Roof.
139/2023 Report from OCC Councillor. Item discussed upon Richard Webber’s arrival. See item 144/2023.
140/2023 Report from VWHDC Councillor Adrian Cooke.
a) CCTV. It was noted that Wantage and Abingdon have new digital CCTV cameras.
b) Sewage Flooding Residents. It was noted that Adrian Cooke is raising this issue as there have been far to many incidents of overflowing sewerage from sewage works.
141/2023 Minutes of the last Parish Council Meetings.
a) Minuted of the last Meeting. It was resolved to approved the minutes of the last meeting held on 13th June 2023.
Proposed: Graham Webb Seconded: Patricia Athawes Resolved: Unanimous
b) Minutes of the last Finance Meeting. It was resolved to approved the minutes of the last Finance and Personnel Committee meeting held on 7th June 2023.
Proposed: Graham Webb Seconded: Richard Wade Resolved: Unanimous
142/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Content Sharing Briefing Paper. It was noted that a TV has been purchased and installed in the Caudwell Day Center. Action completed and removed. |
| Grant Application – Short Mat Bowls Club – £4,500.00. It was noted that a meeting has been held between the Parish Council and Short Mat Bowls Club. Action completed and removed. |
| S106 Public Art Monies. It was noted that S106 Public Art money information has been circulated. Action completed and removed. |
| Landscape Management Plan. It was noted that a meeting was held. Action completed and removed. |
143/2023 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.
Proposed: Elaine Wade Seconded: Graham Webb Resolved: Unanimous
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 Application. Short Mat Bowls Club. £4,500.00. It was resolved to grant the Short Mat Bowles Club £3,000.00 to cover the cost of 2 mats and some other equipment.
Proposed: Richard Wade Seconded: Elaine Wade Resolved: 6 for and 1 abstention
e) Twenty is Plenty Bin Stickers. Item deferred until it is know if or when the speed limit in Drayton will be reduced to 20mph.
f) Any Other Urgent Financial Matters Arising. It was noted that there have been some issues with the grass cutting contractor and his last 2 invoices are on hold.
144/2023 Report from OCC Councillor Richard Webber.
a) 20mph Speed Limit. It was noted that the consultation has finished and the reduced speed limit of 20mph for Drayton is in process.
b) Bridle Way 3 to Marcham. It was noted that the bridge that links Drayton to Marcham via BW3 that had an emergency closure by notice on 22nd July 2013 will be reopened by the end of this summer.
c) Dangerous Road Junctions. It was noted that there have been 4 complaints from parishioners regarding dangerous road junctions due to long grass. It was also noted that OCC are responsible for cutting the grass on OCC Highways land and dangerous road junctions should be reported on ‘fix my street .com’. However due to the safety concerns, the Village Caretaker strimmed the sight lines at the dangerous road junctions.
145/2023 Planning Committee. Graham Webb’s report was noted. See Appendix C.
146/2023 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted.
b) Walnut Meadow Sports Facility. It was noted the we have been advised by Miller Homes that they plan to start work removing the buried waste and re-grading the site on Monday 17th July 2023 and there will be a meeting with them and their project manager on 12th July 2023.
c) VAT. It was noted that a meeting has been arranged with a VAT consultant on 11th July 2023. Grant funding for the sports facilities has been investigated and a possible source of funding, with a limit of £25K, identified. Further details in terms of application are awaited.
d) Manor Farm. It was noted that an inspection of the Manor Farm public open space was undertaken in conjunction with Cala Homes and their landscape contractor. There is still Hemlock present on a large proportion of the site with spraying being undertaken and heras fencing has been erected around the sprayed area. It is unlikely the fencing will be removed until summer 2024.
e) P23V0958 S106 Funding Request from VWHDC. It was noted that at the NDP meeting last Wednesday, it was recommended to let the VWHDC know that DPC stand by our decision to allocate S106 funds to our Walnut Meadows project.
147/2023 Rights of Way & Conservation Working Group (Richard Wade).
Eastway BW1 Surface Improvement. It was noted that following a further inspection of the bridleway the retained 10% of the invoice has been paid.
148/2023 Landscape Management Plan Working Group.
Terms of Reference. It was resolved to approve the Terms of Reference for the Working Group.
Proposed: Graham Webb Seconded: Patricia Athawes Resolved: Unanimous
149/2023Public Art Working Group (Pervin Shahin).
Mosaic. It was noted that the mosaic is almost finished. There is just 1 more session with the DAMASCUS Youth Project and the Small Hall in the Village Hall needs painting. It was resolved to give the Chairperson and Clerk delegated authority to sponsor an unveiling.
Proposed: Adrian Cooke Seconded: Graham Webb Resolved: Unanimous
150/2023 Football Club Roof.
a) Survey Report. It was noted that a building survey of the Football Clubhouse was undertaken with the critical issue being the roof which allows water to ingress. It was resolved to accept the building survey report for the Football Clubhouse at Lockway.
Proposed: Graham Webb Seconded: Adrian Cooke Resolved: Unanimous
b) Funding. It was noted that Drayton Parish Council owns the football club building and our CIL funds need to be spent by October. It was resolved in principle to replace the Football Clubhouse roof subject to costing and utilising CIL funds.
Proposed: Adrian Cooke Seconded: Graham Webb Resolved: Unanimous
ACTION: Clerk to draft a caveat for the football club house building. Jonathan Fowler to get quotations to replace the roof, circulate survey report and set up a meeting with the football club.
Adrian Cooke left at 8:49pm.
151/2023 Items to be noted from Parish Councillors. None.
152/2023 Date of the next Meeting. 8th August 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).
153/2023 Staffing Matters. It was noted that Drayton Parish Council still needs a Clerk and the cost of a Locum Clerk is more that a normal Clerk. It was agreed that the Finance and Personnel Committee should discuss this matter at their next meeting.
End of Reserved Business.
The Chairperson declared the meeting closed at 8:55pm.
Signed: Date:
Name:
Appendix A
Actions Checklist
| 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. |
| Football Club Roof. Clerk to draft a caveat for the football club house building. Jonathan Fowler to get quotations to replace the roof, circulate survey report and set up a meeting with the football club. |
Appendix B
Finance & Personnel Committee
INVOICES 1st June – 30th June 2023
| Payments made by Standing Order or Direct Debit since the last meeting | TOTAL |
| Salaries for staff paid 30.6.23 | 1731.75 |
| Expenses for April (paid separately) | 130.48 |
| Subtotal of the above | 1862.23 |
| Payments made by BACS in June 2023 | |
| 13th June – OCC Pension Fund | 498.44 |
| 13th June – Auditing solutions | 288.00 |
| 13th June – C Wilmott-Smith (Caretaking April) | 655.00 |
| 13th June -C Willmott-Smith (Caretaking May) | 716.38 |
| 13th June – P Shahin (Expenses Mugs) | 276.00 |
| Payments still to be made | |
| Microshade (Quarter invoice April – June) | 590.18 |
| Cauldwell Day Centre – Room Hire | 231.00 |
| Caretaker (June) | 655.00 |
| Total payments this month | 5772.23 |
| Date | Payee | Amount |
| 7th June | AB Stone (Headstone) | £70.00 |
| 19th June | Tonks (burial fee) | £310.00 |
| 27th June | AB Stone (Headstone) | £70.00 |
Total £450.00
Disposition of Accounts as at 30 June 2023:
Current Account = £274,777.51
Project Account = £15,438.33
NS & I Savings Account = £20,508.76
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/V0959/HH. Proposed first floor extension. 11 Corneville Road Drayton Abingdon Oxfordshire OX14 4HN. PC: Noted. VWHDC: Planning Permission on 26th May 2023. |
| 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: Objection: See June minutes for details. VWHDC: Pending. |
| P23/V1222/HH. Garden annex ancillary to main house. 35 Sutton Wick Lane Drayton Abingdon Oxfordshire OX14 4HH. PC: Pending. VWHDC: Pending. |
| P23/V1247/O Amendment : No. 1 – dated 16th June 2023. 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: Noted. VWHDC: Pending. |
| P23/V1549/HH. Proposed first floor extension to extend existing bedroom with new ensuite changing area. The Old Post House 2 The Green Drayton Abingdon OX14 4JA. PC: Pending. VWHDC: Pending. |