Drayton Parish Council Minutes
held on Monday 1st April 2019 at 7:30pm in the Caudwell Day Centre, Gravel Lane, Drayton, OX14 4HF
Drayton Parish Councillors Present:
- Richard Williams (Chairman)
- Adrian Cooke (Vice Chairman)
- Colin Arnold
- Patricia Athawes
- Pervin Shahin
- Graham Webb
- Tamsin Crane
- Matthew Lowy
- Shane McAleavey
Drayton Parish Councillors not Present:
- Councillor Richard Wade.
In Attendance:
- Lorraine Watling (Parish Clerk and Responsible Financial Officer)
- Richard Webber (OCC)
Public:
2 members of the public were present.
64/2019 Apologies for Absence.
- Cllr Richard Wade
- Christopher Price (Deputy Clerk and Meeting Administrator)
65/2019 Declarations of Interest, Dispensations and Use of Delegated Powers.
None.
66/2019 News from OCC Councillor.
Richard Webber gave his report. He noted that there would be two significant matters discussed at County Hall the next day:
- The proposed express way between Oxford and Cambridge. Although the Oxford Growth Board will support the initiative he will vote against it.
- Climate Change. Councils are increasingly recognising that we face a climate change emergency and that no one is doing enough. The City Council and WODC are already signed up to try and take some action and it is possible that OCC will also do so. Cllr Webber would like OCC to publically set targets and then measure progress against them in a manner which the public can see e.g. a giant barometer. The idea is to get everyone involved.
67/2019 News from VWHDC Councillor.
Stuart Davenport was not present and no report had been received.
68/2019 Public Participation.
Meeting with Miller Homes. A resident enquired about the meeting that was scheduled to take place with Miller Homes the following day. It was explained that the purpose of the meeting was to meet with JLS, Miller Homes contractor, in order to try and establish some realistic dates for when the outstanding issues should be completed.
69/2019 Minutes.
The minutes of the previous Parish Council Meeting were approved and signed by the Chairman.
Proposed: Matthew Lowy Seconded: Patricia Athawes Resolved: Unanimous
70/2019 Action Checklist from the Previous Meeting – Appendix A.
The action checklist was noted and updates added to the appendix.
71/2019 Finance & Personnel Committee – Appendix B (Patricia Athawes).
- Payments. The list of payments circulated prior to the meeting was approved. The 2 councillors nominated to approve online payments were Patricia Athawes and Graham Webb.
- Bank Reconciliation. The Council noted the bank reconciliation that had been circulated prior to the meeting.
- Disposition of Council Funds. The council noted the disposition of council funds that had been circulated prior to the meeting.
- Grant Application. Drayton Football Club had requested £1120.00 to fund 2 cuts a month at £70 per cut between May and up to and including December 2019. The Council approved this application.
Proposed: Adrian Cooke Seconded: Patricia Athawes Resolved: Unanimous
ACTION: This grant will be paid at the beginning of May on the next payments list. It was also agreed that the Grant Application process would be an item on the next agenda for the Finance and Personnel Committee.
ACTION: The Parish Clerk will add this item to the agenda for that committee meeting.
- Updated Financial Regulations. The updated Financial Regulations were received and approved.
Proposed: Patricia Athawes Seconded: Tamsin Crane Resolved: Unanimous
- End of Year Trial Balance 2018/19. The 2018/19 End of Year Trial Balance was received and noted.
- Drayton Parish Council Ear Marked Reserves. A report from the Clerk had previously been circulated which detailed a projected £40k surplus at the end of the year. The Council approved this money being transferred into the Ear Marked Reserve that has already been established for the new pavilion. Building this ear marked reserve will reduce the amount of money that the PC will need to borrow as a Public Works Board Loan when the pavilion project commences.
Proposed: Colin Arnold Seconded: Adrian Cooke Resolved: Unanimous
ACTION: The Clerk will arrange for £40k to be moved from the general reserve into the pavilion ear marked reserve.
(h) April Payments. After the Council elections in May 2019 there was a possibility that there may be insufficient bank signatories left on the Council to approve the payments whilst a new mandate is set up. The Council therefore gave approval for the April payments list to be received and considered by the Finance and Personnel Committee when it meets on 23rd April 2019 and for two Cllrs from that committee who are on the current bank mandate to authorise the list of payments to be made on 1st May 2019.Proposed: Colin Arnold Seconded: Matthew Lowy Resolved: Unanimous
ACTION: The Clerk will present the payments list and invoices for April to the Finance and Personnel Committee when it meets on 23rd April 2019.
72/2019 Public Art Working Group (Pervin Shahin).
An updated was received and noted.
73/2019 Leisure & General Purposes Working Group (Richard Williams).
Village Caretaker report received and copied to all Councillors before the meeting.
74/2019 Rights of Way & Conservation Working Group (Graham Webb).
There were no reports or updates received at this meeting.
75/2019 Allotment Working Group (Richard Williams).
Allotment Tenancy Agreement. The Clerk and Cllr Crane had produced a draft revision of the current allotments contracts and this had been circulated to all Cllrs. Suggestions for a few minor amendments had subsequently been received. The Council approved the revised allotment contract subject to any minor amendments being made by Cllr Crane and the Clerk.
Proposed: Pervin Shahin Seconded: Patricia Athawes Resolved: Unanimous
ACTION: Any minor amendments will be actioned by Cllr Crane and then the revised contract will be finalised.
76/2019 Projects Board Committee
- Conifer Trees that are on the boundary with 85A Barrow Road the Clerk has fully occupied with the end of year and elections and so this mater is still ongoing.
- Barbed Wire. No report or comments received at the meeting.
- Walnut Meadows Playground. The Clerk has obtained a quote from the grass cutting contractor for adding this area to the grass cutting schedule. It was noted that other new areas may need to be added to the current grass cutting schedule later this year as a result of the new developments. The Council approved the extension of the current grass cutting contract by 1 year and an amendment to this contract so that the new play area at Walnut Meadows is cut twice a month during the grass cutting season at a cost of £60 per month.
Proposed: Colin Arnold Seconded: Richard Williams Resolved: Unanimous
ACTIONS:
1. The Clerk will extend the current grass cutting contract by one year and amend it to include two cuts a month of the new play area at Walnut Meadows during the grass cutting season.
2. The Clerk will ask the Village Caretaker to add Walnut Meadows play area to his regular schedule of play area checks once a week and to empty the bins whilst on site. - Walnut Meadows Football Pitches. The Council discussed the need for a professional land survey but no decision was taken at this meeting.
77/2019 Planning Committee – Appendix C (Richard Williams).
78/2019 Litter Pick.
It was noted that the Deputy Clerk is organising an informal litter pick.
79/2019 Correspondence.
All correspondence had been circulated prior to the meeting via email.
80/2019 Items to be noted from Parish Councillors.
None.
81/2019 Dates of the next Meetings.
- Annual Parish Council Meeting followed by the regular monthly PC Meeting 13th May 2019. 7:00pm Cauldwell Day Centre
- Planning Committee. 13th May after the PC meetings so approximately 9.00pm Cauldwell Day Centre.
- Projects Board Committee. 20th May 2019. 7:30pm Cauldwell Day Centre.
- Finance and Personnel Committee. 28th May 2019. 7:00pm Cauldwell Day Centre.
The Chairman declared the meeting closed at 8.45pm.
Signed:
Name:(Chairman).
Date: 13th May 2019
Appendix A
Action Check List
Manor Farm, Gravel Lane Footpath.
Stuart Davenport (VWHDC) to get an update from VWHDC Planning Enforcement about the PC’s complaint. – No update received from Cllr Davenport
Dog Faeces.
All Councillors to consider where another dog poo bin might be required. Adrian Cooke suggested putting one at the junction of Kiln Lane and Lockway and another at the end of Marcham Road, along BW27.
Additional Consecrated Land.
Clerk working with the Diocese office to process the application for the Bishop of Dorchester to consecrate additional land at the existing burial ground. Ongoing.
Tile on Lych Gate.
Graham Webb to ask a suitably qualified local professional to confirm that the broken tile on the roof of the lych gate is stable and does not pose a potential hazard. Ongoing.
Allotment Tenancy Agreement.
All Councillors to consider the amended Allotment Tenancy Agreement. Action completed.
Police.
Matthew Lowy to draft a letter to be sent from the Parish Council to the Police. Ongoing
Conifer Trees that are on the boundary with 85A Barrow Road.
Clerk to get quotes for the removal of the trees. Ongoing.
Walnut Meadow Playground.
Clerk to ask Lee Collins for a grass cutting quotation. Action completed.
Deed of Variation. Planning Application: P14/V2504/FUL. District Reference: 6597.
Tamsin Crane to discuss concerns with Zara Khalil. Action completed – action now on the District Council to send clearer plans.
Litter Pick.
Deputy Clerk to set up a Doodle Poll and procure 4 more litter picking sticks. Action completed.
New Pedestrian Crossing the B4017 at Manor Farm / Hilliat Fields.
Deputy Clerk to respond to Ryan Moore. Action completed.
Appendix B
Finance & Personnel Committee
PAYMENTS: £500 OR MORE FOR MARCH 2019
DISPOSITION OF COUNCIL FUNDS AS AT 29 MARCH 2019
Appendix C
Planning Committee Report
P18/V2563/FUL.
Proposed change of use from agricultural to retail business and repair of garden machinery and accessories. Milton Garden Machinery Milton Road Drayton Abingdon OX14 4EZ.
PC: Objection:
The Parish Council would like clarification about whether the track that runs to this business is a bridleway or a byway (open to all traffic).
VWHDC: Pending.
P18/V2563/FUL Amendment: No. 1 – dated 23rd October 2018.
Retrospective application for the proposed retention and change of use of an existing building currently used as a dwelling to a lawnmower retail showroom to be used ancillary to the existing authorised lawnmower repair business use. Change of use of agricultural land to business use with additional car parking. Erection of an assembly workshop for mowers and an open framed storage area for mowers. (Description amended 23.10.2018). Milton Garden Machinery Milton Road Drayton Abingdon OX14 4EZ.
PC: Objection:
The Parish Council would like clarification about whether the track that runs to this business is a bridleway or a byway (open to all traffic).
VWHDC: Pending.
P18/V2931/FUL.
Removal of condition 14 (age restricted units) – on application ref. P15/V2077/O.
PC: Objection:
See February’s Planning Minutes for details.
VWHDC: Refusal of Planning Permission on 2nd May 2019.
P19/V0001/O.
Outline planning application for the demolition of existing buildings, erection of a new office/retail use building and up to 10 new dwellings with provision of associated access, parking and public open space. All matters are reserved for later consideration. Norrington House 22 High Street Drayton Abingdon OX14 4JL.
PC: Support:
See March’s Planning Minutes for details.
VWHDC: Pending.
P19/V0110/HH.
Single storey extension of the kitchen to the front elevation of the property, with flat roof with glass roof light. Single storey front porch extension. Deconstruct existing conservatory and replace with single storey Orangery with glass roof light. Single storey workshop and carport to side elevation connected to the proposed Orangery. 26 Corneville Road Drayton Abingdon OX14 4HN.
PC: Support:
Drayton Parish can not see any good planning reason to object to this application, although it could be verging on over development of the site.
VWHDC: Planning Permission on 20th March 2019.
P19/V0270/HH.
Revision to approved scheme REF P18/V1453/HH. New single storey, two car bays covered garage with adjoining workshop. 71 High Street Drayton Abingdon OX14 4JW.
PC: Support:
VWHDC: Planning Permission on 12th March 2019.
P19/V0298/HH.
New front Porch comprising cloakroom and toilet. 22 Hilliat Fields Drayton Abingdon OX14 4JQ.
PC: Support:
VWHDC: Withdrawn prior to determination on 25th March 2019.
P19/V0328/HH.
Internal and external amendments to the rear of the main house. Conversion, single storey rear extension and internal and external amendments to existing annexe. Conifer House High Street Drayton Abingdon OX14 4SX.
PC: Support:
VWHDC: Planning Permission on 9th April 2019.
P19/V0527/HH.
Single storey rear extension. 3 Close End, Drayton, Abingdon, Oxon.
PC: Pending.
VWHDC: Pending.
P19/V0555/HH.
Conversion of roof space existing bungalow into an additional bedroom with shower room, with new dormer window to rear elevation. 8 Whitehorns Way, Drayton, Abingdon, Oxon.
PC: Support:
VWHDC: Pending.
P19/V0587/HH.
Proposed new front porch incorporating a new ground floor WC. 3 Lockway, Drayton, Abingdon, Oxon.
PC: Support:
VWHDC: Pending.
P19/V0604/HH & P19/V0605/LB.
Demolition of existing garage, proposed new rear extension and new double garage. 3 Church Lane, Drayton, Abingdon, Oxon.
PC: Support:
VWHDC: Pending.
P19/V0639/FUL.
Extensions to retail store and 3 new dwellings. 40 Abingdon Road, Drayton, Oxon.
PC: Objection:
See April’s Planning Minutes for details.