Projects Board Committee Minutes
held on Monday 19th September 2019 at 7:30pm in the Village Hall, OX14 4JG.
Present:
- Claire Woollard (Chairperson)
- Graham Webb (Vice Chairperson)
- Pat Athawes
- Matthew Lowy
- Shane McAleavey
- Tamsin Crane
- Richard Williams
Not Present:
- Colin Arnold
- Janet Manning.
In attendance:
- Christopher Price (Deputy Clerk and Meeting Administrator)
Public:
None
30/2019 Apologies for Absence
- Colin Arnold
- Janet Manning
31/2019 Declarations of Interest, Dispensations and Use of Delegated Powers.
None
32/2019 Public Participation.
None
33/2019 Minutes.
It was resolved to approve the minutes of the previous meeting.
- Proposed: Claire Woollard
- Seconded: Shane McAleavey
- Resolved: Unanimously
34/2019 Action Checklist from the Previous Meeting. – Appendix A.
Footpaths, Cycle Paths, Bridleways.
Shane McAleavey agreed to helping with this project. It was agreed to look at BW29 first as it links Drayton to Abingdon.
ACTION: Deputy Clerk to ask Arthur McEwan-James (Officer (Public Rights of Way), OCC) for advice in improving BW29. Graham Webb to contact Jenks Group (Arboricultural Contractors), review to be completed by mid-December.
Village Hall Refurbishment.
Claire Woollard has discussed the Village Hall refurbishment project with Tony Holmes.
ACTION: Deputy Clerk to invite Tony Holmes to the next meeting.
Manor Farm, Cala Homes, Gravel Lane.
Cala Homes said that they will replant the trees they cut down.
Allotment Improvements.
Claire Woollard and Tim Atkins are going to have a meeting.
Responsible Financial Officer.
Tamsin Crane still needs to clarify a few things on permissions and procedures.
Terms of Reference.
Deferred to the next meeting.
35/2019 Terms of Reference.
Deferred to the next meeting.
36/2019 Projects Board Spending Limit.
Deferred to the next meeting.
37/2019 Responsible Financial Officer.
Deferred to the next meeting.
38/2019 Manor Farm, Cala Homes. Appendix B.
Tamsin Crane’s report from the meeting with Cala Homes held on 17th September 2019.
39/2019 The Dovecote, Bloor Homes.
Shane McAleavey agreed to monitoring this development and report at future meetings.
40/2019 Public Art.
It was noted that Tamsin Crane attended a meeting with Abigail Brown (Arts Development Officer, VWHDC) on 5th September 2019. It was also noted that Shane McAleavey visited the maze at Whitchurch-on-Thames.
41/2019 Projects Board Log
was noted.
42/2019 Walnut Meadow, Miller Homes, Pavilion and Sports Pitches.
- Minutes from the meeting held on 30th August 2019 with Miller Homes. Appendix C. It was noted that Miller Homes were late in responding to our questions in the agreed 7 working days. And nearly all agreed work is also late or not been done.
- Glanville / Walnut Meadow sports Field Level. It was noted that the elevation report on the Walnut Meadow sports field shows it is far higher than it should be.
ACTION: Graham Webb to get a quotation to regrade sports field to the correct level.
- Miller Homes Legal Advice. It was agreed to seek legal advice.
ACTION: Tamsin Crane to seek legal advice.
- Next meeting with Miller Homes.
ACTION: Deputy Clerk to rearrange the next meeting with Millers from 27th September 2019 to 18th October 2019.
43/2019 Date of the next Meeting.
The next meeting will be held on 24th October 2019 in the Village Hall.
The Chairperson declared the meeting closed at 9:30pm.
Signed:
Name: Claire Woollard
Date:
Appendix A
Action Check List
Footpaths, cycle paths, bridleways.
Richard Wade, Shane McAleavey and Graham Webb to compile a list of footpaths, cycle paths, bridleways requiring improvement. Deputy Clerk to ask Arthur McEwan-James (Officer (Public Rights of Way), OCC) for advice in improving BW29. Graham Webb to contact Jenks Group (Arboricultural Contractors), review to be completed by mid-December.
Village Hall Refurbishment.
Deputy Clerk to invite Tony Holmes to the next meeting. Responsible Financial Officer. Claire Woollard, Tamsin Crane to investigate permissions and procedures.
Terms of Reference.
Claire Woollard and Tamsin Crane to circulate draft Terms of Reference.
Glanville / Walnut Meadow sports Field Level.
Graham Webb to get a quotation to regrade sports field to the correct level.
Miller Homes Legal Advice.
Tamsin Crane to seek legal advice.
Next meeting with Miller Homes.
Deputy Clerk to rearrange the next meeting with Millers from 27th September 2019 to 18th October 2019.
Appendix B
Tamsin Crane’s report from the meeting with Cala Homes held on 17th September 2019
- Strip of Public Open Space behind Heras fencing at Henley’s Lane side – Cala to work on this within next 3 weeks – barbed wire fencing to be removed, building rubble and all other rubbish to be removed, weeds and undergrowth to be cleared, so that we can clearly see the state of the ground and assess whether it is safe – free from risks and pits etc. and to allow it to be seeded. Trees to be retained but undergrowth/weeds to be removed to allow clear view of POS from Abingdon Road, as envisaged by the landscape framework plan. Once cleared, VOWH to assess area with tree officer to determine if any further action required.
- Dropped Kerbs by entrance – Cala to ensure that dropped kerb matches agreed plans (DPC preference to have this removed by entrance to site or at least shortened)
- Damaged kerb/path edging – Cala to replace any kerb/path damaged by POC machinery during recent works on Hilliat Fields road surfacing.
- Footpath access to Henleys Lane – Cala to install as per approved plans.
- Footpath access to Gravel Lane – Cala to install as per approved plans.
- State of Gravel Lane
– Cala to plant trees/hedgerow as per approved plans.
– Cala to ensure that drainage gully on development side of Gravel Lane is cleared (full of builder debris and branches from cut down trees at present).
– Cala to remove tyres. - Fencing at plot 57 – VOWHDC to consider if this is compliant or too high.
- Metal girders at plot 48 – regardless of the outcome on the raised land levels retrospective planning approval application, Cala will ensure this is cut down to a lower height to improve appearance.
Appendix C
Minutes of Meeting with Miller Homes
Minutes of Meeting between Miller Homes and representatives of Drayton Parish Council, Oxford County Council and the Vale of White Horse District Council held on Friday 28th August 2019 at 2.30 pm at the Village Hall, Drayton
Purpose of Meeting:
Miller Homes (MH) to update Oxfordshire County Council (OCC), Vale of the White Horse District Council (VOWH) and Drayton Parish Council (DPC) representatives on the progress at Walnut Meadows on each agenda point below.
Attendees:
Representing MH:
- Peter Dunford (Technical Manager)
- Richard Culpan.
- Sarah Reid of JLES (SR)
Representing DPC:
- Cllr. Claire Woollard (Projects Board Chair)
- Cllr. Colin Arnold (Projects Board member)
- Cllr. Tamsin Crane (DPC Chair)
- Richard Williams (Projects Board member)
- Chris Price (Deputy Clerk, DPC)
Representing OCC:
- Cllr. Richard Webber
Representing VOWH:
- Cllr. Andy Cooke
- Emma Turner (Enforcements Officer)
Apologies:
N/A
Claire Woollard opened and lead the meeting. She noted that she would be the primary contact person for DPC.
1. SITE ENTRANCE / ROAD 2
DPC noted that in spring 2019, it was agreed at a meeting with PC and Millers that the site entrance would be completed to the standard required by OCC Highways and in accordance with the approved plans, during the current school summer holidays. This work has not been completed and as of the beginning of August, OCC had not received a request for a Temporary Traffic Regulation Order (TTRO), which the DPC understands is necessary in order to undertake the required work, and takes a minimum of twelve weeks to be processed. DPC asked MH to outline the plan for completing this work.
MH noted that it had been its intention to undertake the section 278 works in the 2019 summer holiday, however certain logistics had delayed this. The first required step was to move the stays on the telegraph pole at the site entrance. MH confirmed that no TTRO was required to undertake this work, however MH had submitted an application for road space to OCC; if this is granted then the work will be started on Wednesday 4 September and will take a few days. Once this is completed, MH will arrange for the outstanding major work on the site entrance including surface water drainage connection, surfacing and street lighting to be completed, signage to be installed and the anti-skid topping on the road to be completed. This could take up to 12 weeks.
VOWH emphasised that this work was long outstanding and had to be completed as soon as possible to the correct standard. VOWH asked for MH to provide a firm commitment to the timing and actions required.
Action item 1: MH to respond in writing within 7 working days with the plan and timeline to complete the site entrance works.
Road 2 was discussed. DPC asked if this had been built to adoptable standards according to a section 38 agreement? The parties discussed the section 38 agreement. MH indicated that the maintenance period would typically be 1 year; the road could be adopted by OCC at the start of this maintenance period.
VOWH noted that it had previously been agreed in November 2018 that MH would resubmit technical drawings to the OCC’s planning department, and make the necessary submissions to the VOWH for the purpose of a section 73 application (to amend the original planning permission). OCC noted that its representative Jack Wheelan had confirmed that he had not received any such resubmissions, and VOWH confirmed that no section 73 application had been made to date. VOWH noted that it had up to 8 weeks to consider whether to approve a section 73 submission.
Action item 2: MH to submit technical drawings to OCC and finalise section 38 agreement and make any necessary section 73 application to VOWH. VOWH and OCC to liaise with MH on these items, and agree a completion date.
2. UTILITIES CONNECTION
It was noted that the DPC requires the utility services (water, gas, electricity, foul water drainage) to be provided to at least to the edge of the area of the site designated to be transferred to the DPC, before any road is adopted (i.e. to avoid digging up a newly adopted road). MH had previously assured the DPC that these would be taken to the edge of the DPC’s pavilion site, however this does not appear to have happened. DPC further noted that MH had previously agreed that the foul water draining would utilised the site’s newly installed pumping system; MH agreed that the pumping station had been designed with this in mind and had sufficient capacity to accommodate the new sports pavilion (it serves only 14 houses).
Action item 3: MH to commission contractors to check where the utilities terminate and to provide appropriate drawings with grid references to DPC and VOWH.
3. SPORTS PITCH AREA
Elevation: It was noted that the DPC believes that the sports pitch area has a higher elevation than shown on the approved plans, by more than 1 metre in some areas. In addition, at the end of 2018, MH had agreed that the sports pitches would not fit on to the area as planned with the area in its current form. MH had suggested that they would do some “re profiling” to alleviate this problem. An officer from VOWHDC who was present when this was discussed told MH that they would need to provide detailed revised plans for this work. The plans had not been resubmitted, and no reprofiling work had been undertaken. It was noted that if the current level is too high this could be part of the reason for the pitches not fitting as planned. The DPC noted that it had commissioned an independent survey to establish whether the levels of the sports pitch area are correct. This was expected to be undertaken in the next week or so, with the report to follow.
Action item 4: DPC to share the independent engineer’s elevation findings report with all parties.
The DPC and VOWH noted that if the levels were indeed found to be too high, MH would need to rectify this as soon as possible. The DPC suggested that one possible solution (or partial solution) would be to use some of the excess surface soil to create a gentle mound or hill at the rear of the development, which could be grassed and used as a future spectator area for sports matches. VOWH noted that if this involved re-profiling of the area (i.e. deviating from the approved plans), then planning permission would be required.
Condition: The DPC noted that the VOWH’s planning decision documentation set out firm guidelines regarding the size of any debris that is permitted with in the sub soil and top soil layers, along with the depths of top soil required (minimum of 150mm of top soil across the whole area). Investigation has shown that the open space contains rocks well in excess of the guidelines. The DPC referred to photographic evidence. This was discussed in detail, and it was pointed out that if any reprofiling were to occur then this would need to take into account the need for the 150mm of top soil across the site, that was fundamental to allow the turf seed to grow properly.
Flood Risk/Surface Water Drainage The DPC noted that the elevation and any remedial work were significant as regards the site’s Flood Risk Assessment and surface water drainage plans and calculations that were provided as part of the planning process.
It was further noted that if the elevation is lowered, this would obliterate the drainage channels cleared previously by MH. So these would need to be reinstated.
VOWH referred to Condition 12 of the planning decision, as set out below:
“Prior to the commencement of development of the sports pitches and pavilion a fully detailed sustainable drainage scheme for foul and surface water for these facilities shall be submitted and approved in writing by the local planning authority. The approved scheme shall be developed in accordance with the Flood Risk Assessment 14/0626/5014 rev A dated 03/02/15 and the Foul water impact study X4503-611 SMG1449 v2.0 July 2014
Reason: To ensure the effective and sustainable drainage of the site in the interests of public health and the avoidance of flooding (Policies DC9 and DC14 of the adopted Local Plan).”
VOWH noted that this condition had not yet been fulfilled, and MH needed to submit this drainage scheme as soon as possible. It was further noted that any change to this condition would need to be submitted as a formal amendment request to VOWH; such request would be open to public scrutiny. It was further noted that VOWH has an in-house specialise draining and leisure team who would be able to assist MH if needed.
Action item 5: MH to submit drainage plan to VOWH as required by Condition 12 of the planning permission.
Footpath: The DPC noted that the footpath encompassing the North and West of the sports pitch area had not been installed by MH. MH agreed that they had not yet installed this path, but had considered this could not be done until the sports pitches had been first installed, as the construction work on those pitches might damage the path; MH had considered offering the DPC funds instead to install the path at a later date. It was agreed that this would only be completed once the elevation had been rectified.
Action item 6: MH to install footpath at back of sports pitch, after completion of elevation rectification works.
4. THE FOOTPATH LINK TO CORNEVILLE ROAD AND THE SCHOOL
The DPC noted that the planning decision specified the deadline for completion of this footpath installation as being prior to the occupation of the 50th dwelling (Condition 20). While the footpath itself had been constructed, MH had not yet installed safety signs or adequate safety barriers. The DPC noted that many families that walk or cycle along this path to the primary school. The DPC emphasised that health and safety of villagers was a top concern, and the DPC was particularly worried about risks at the intersection where the footpath traverses Barrow Road. The DPC had informed the farmer using Barrow Road to ensure he and his employees and contractors drive at a slow speed and very carefully, however the safety signs and barriers were critical. It was the DPC’s understanding that a staggered-type cycle path barrier would be installed on the development side of Barrow Road, and that there would be bollards at either end of the new pathway/cycleway (Barrow Road and Corneville Road ends).
The DPC also pointed out:
- the large unsightly hole in the hedge on the Walnut Meadows boundary, which had been removed for allow the installation of a culvert, needed to be replanted;
- a number of dead trees had been dumped on the estate side of the hedge by the public open space, and
- the gardens of one or two shared ownership homes adjoining Barrow Road (ie. behind the hedge) were missing fencing. This fencing is part of the approved landscape plans, and this was posing a security concern for the residents (the hedge could easily be pushed through).
Action item 7: MH to install staggered barriers at the Walnut Meadows development side of the cycle/footpath in the week of 2 September, put markings on road surface (which is a visual safety aid), and erect double-sided safety signs at each end of the pathway. The pathway itself on the Walnut Meadows side will be edged and topped. The hedge opposite Walnut Cottage will be replanted. Dead trees will be removed. MH to speak with fencing contractor re missing fence panels at shared ownership home (plot 42).
5. BARROW ROAD
It was noted that the DPC is fully aware of the difficulties regarding the reinstatement of Barrow Road.
Action point 8: OCC/Miller Homes would liaise to determine whether Barrow Road work would be undertaken or not. OCC to confirm if TTRO is still in place. OCC to investigate whether it would have any legal liability if someone is injured while using this Restricted Byway.
6. SWALE ‘KNEE RAILS’
The DPC noted that it had been agreed at a previous meeting that due to health and safety concerns MH would install “knee rails” wherever a footway bordered a swale; this has not yet been completed.
Action point 9: MH to install knee rails bordering any swale in the next 7-10 days.
7. LANDSCAPE/PLANTS
The DPC noted that that is not clear whether all landscaping/planting has been completed as per the agreed landscape plans. There are a number of dead trees and plants around the site.
MH noted that it was intending to carry out planting in the next few weeks, and a continual watering regime was planned.
Action point 10: MH to commission a contractor to undertake an independent review of all landscape and planting matters to be completed to ensure that MH have fully complied with the planning conditions covering these elements of the approved plan. MH to replant any dead trees.
8. ENFORCEMENT INVESTIGATION / AUDIT OF BREACHES
Emma Turner noted that the enforcement team were closely monitoring the status of the development and what conditions had been fulfilled, remained to be fulfilled or had been breached, and while VOWH reserved its right to take enforcement actions, it would be beneficial for all parties to resolve the issues without having to escalate in such a manner.
Action point 11: VOWH requested that MH comply with Condition 13 – submit a fully detailed sustainable drainage scheme for off-site foul and surface water of the development, developed in accordance with the Flood Risk Assessment 14/0626/5014 rev A dated 03/02/15 and the Foul water impact study X4503-611 SMG1449 v2.0 July 2014.
9. AOB
The timing for handing over the development to the management company was discussed. It was agreed that this would not happen until the site works as outlined in this meeting had been completed.
MH agreed to respond within 7 working days to the action points outlined in the meeting; either to confirm that they were being actioned (and their status) or to set out the plan for doing so.
Communications: It was agreed that it was critical to maintain better communications between the parties at the meeting. It was agreed that there should be monthly in person meetings, to be scheduled in advance now, and there should be fortnightly email updates.
The parties discussed the best way to update Walnut Meadow residents.
Action point 12: MH to send out an update to residents; DPC to report to residents in the 2 September DPC public meeting and in the village Chronicle.
10. DATE OF NEXT MEETING
This was proposed for 27 September; to be agreed on email.
Action point 13: parties to agree monthly meetings for Sept-Oct-Nov-Dec.