Drayton Parish Council Minutes
of a meeting held on Monday 9th December 2019 at 7:30pm in the Caudwell Day Centre, Gravel Lane, Drayton, OX14 4HF
Drayton Parish Councillors Present:
- Tamsin Crane (Chairperson)
- Matthew Lowy (Vice Chairperson)
- Patricia Athawes (Vice Chairperson)
- Richard Wade
- Pervin Shahin (arrived at 7:42pm)
- Shane McAleavey
- Colin Arnold
- Garin Schoonhoven
- Irma Vastakaite
- Claire Woollard
Drayton Parish Councillors not present
- Graham Webb
In Attendance:
- Lorraine Watling (Clerk and RFO) (left at 9:50pm)
- Christopher Price (Deputy Clerk)
- Adrian Cooke (VWHDC) (left at 8:05pm)
- Richard Webber (OCC) (left at 8:05pm)
Public:
3 members of the public were present.
238/2019 Apologies for Absence.
- Graham Webb.
238/2019 Declarations of Interest, Dispensations or Use of Delegated Powers.
Richard Wade is a trustee of the Millennium Green Trust.
239/2019 News from OCC Councillor (Richard Webber).
- By-election. It was noted that the recent Wallingford by-election was won by the Green party candidate
- Councillors Priority Fund. It was noted that Richard Webber has until the end of January to allocate his fund. He would like to spend it on planting trees. Cllr Webber suggested that one possible location for consideration might be the far side of the green on the Cala site, noting that this site might benefit from a more open frontage to the main road to make the open space more inclusive to all Drayton residents. The money must be spent by the end of March so the trees will need to be planted in February 2020. (Matter continued under 243/2019 Action Checklist from the Previous Meeting. Councillors Priority Fund.)
ACTION: Richard Webber will suggest suitable types of trees, confirm the cost of these and also confirm the amount of money that he has allocated to Drayton. All Councillors to think about where to plant trees. The Drayton wildlife group will be kept updated.
Pervin Shahin arrived at 7:42pm.
240/2019 News from VWHDC Councillor (Adrian Cooke).
- Cala Homes and Miller Homes. Cllr Cooke noted that the VWHDC is supporting the PC.
- Oxford City Unmet Housing Needs. The District Councils (DC’s) are currently expected to meet Oxford City’s unmet housing needs. It was noted that the DC’s have suggested flipping this so that new businesses are located in the districts. This would free up business space in the city and provide Oxford City with sites on which it can then build the additional houses needed within Oxford.
- VWHDC Climate Change Emergency. It was noted that VWHDC proposes to reduce carbon emissions by 75% by 2030 and to be carbon neutral by 2045.
241/2019 Public Participation.
- The Abingdon Damascus Youth Project. Roxy Elford (Youth Worker) updated the council on the work Damascus has done recently in Drayton.
- Pond in Sutton Wick. A parishioner asked for an update on the pond in Sutton Wick that has silted up. It was noted that Tamsin Crane will be writing to Thames Water and OCC Highways about use of pond as run off.
- Willow Trees Around the Pond in Sutton Wick. A parishioner asked for an update on the trees around the pond in Sutton Wick which may need pollarding. It was noted that the Parish Council is in the process of getting quotations.
- Village Hall Grant Application. Tony Holmes (Village Hall, Booking Secretary) reported that a new boiler has been installed.
242/2019 Minutes of the Previous Parish Council Meeting.
The minutes of the previous Parish Council meeting were approved and signed by the Chairperson with 1 amendment: 228/2019 Finance & Personnel Committee (j) Grant Applications. It was noted that these were granted under the S137 power.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous
Richard Webber and Adrian Cooke left at 8:05pm.
243/2019 Action Checklist from the Previous Meeting – Appendix A.
The action checklist was noted and specific issues reported below:
Conifer Trees that are on the boundary with 85A Barrow Road and Burial Ground / Allotment Hedge.
It was noted that the Burial Ground / Allotment Hedge has been cut.
Glanville / Walnut Meadow Sports Field Level.
It was noted that the Projects Board authorised spending limit has been increased to £750.00.
Manor Farm Labyrinth.
It was noted that the grass cutting contractor has commented on cutting the grass within the labyrinth.
Abandoned Car.
It was noted that the letter to the owner of the abandoned vehicle was sent and that a response has been received.
Parking on Grass Verges.
It was noted that the Village Green needs protection from car parking on it. ACTION: Garin Schoonhoven to look into barriers to stop people parking on the Village Green.
Councillors Priority Fund.
It was noted that Richard Webber would like trees planted and has a budget of approximately £2k – £3k to allocate to Drayton for this purpose.
East Way BW1.
It was noted that the Deputy Clerk has reported the pot holes to VWHDC planning enforcement.
ACTION: Deputy Clerk to chase up response from VWHDC panning enforcement.
Revised Grant Forms and Guidance.
It was noted that the Deputy Clerk has uploaded the documents to the website.
BW8 and BW29 Clearance.
It was noted that OCC must have cleared the bridle ways.
Shelter Insurance.
It was noted that the Parish Council will need to pay for any new bus shelters and we may want to paint the ones we have got.
The 75th Anniversary of VE day which will be on 8-10th May 2020.
It was noted that the Deputy Clerk forwarded the email onto the Chronicle editor.
Drayton W.I. is Celebrating its 100th Birthday During 2020.
It was noted that the Clerk responded to the WI.
S106 Monies.
It was noted that the Clerk has notified the VWHDC that Drayton PC rejects the proposal to use s106 for tennis outside the parish.
Wall Along the B4017 Opposite the Red Lion Public House.
It was noted that the Deputy Clerk reported the wall on www.FixMyStreet.com
244/2019 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 Shane McAleavey.
- 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.
- Income and Expenditure to 30 November 2019. The Council noted the income and expenditure to 30 November 2019.
- Minutes from the Finance and Personnel Committee 25th November 2019. Were noted.
- Approval of the Precept for 2020-21. VWHDC has confirmed the tax base for 2020-21 as being 1093. It was resolved to approve a precept figure of £97,813.00 for 2020-21.
Proposed: Tamsin Crane Seconded: Claire Woollard Resolved: 9 For and 1 Abstention
Action: The Clerk will submit the precept request of £97,813.00 to VWHDC. - Approval of the 2020-21 Budget. It was resolved to approve the budget for 2020-21 now amended to reflect the 201-21 tax base information received from VWHDC.
Proposed: Tamsin Crane Seconded: Richard Wade Resolved: Unanimous - Cemetery Fees. It was resolved not to change the cemetery fees on 1st April 2020.
Proposed: Claire Woollard Seconded: Tamsin Crane Resolved: Unanimous - S137 Grant Applications. The Councillors noted the report about the s137 funding for 2019-20 that had been circulated by the Clerk before the meeting.
1. Drayton Village Hall. It was resolved to grant a s137 grant of £3,000.00 to Drayton Village Hall.
Proposed: Tamsin Crane Seconded: Colin Arnold Resolved: 8 For and 2 Abstention
2. Abingdon DAMASCUS Youth Project. It was resolved to grant £3,500.00.
Proposed: Colin Arnold Seconded: Patricia Athawes Resolved: Unanimous - To appoint a Cllr to join the Village Hall Committee as the PC is a custodian trustee. Item deferred to the next meeting.
- Asset Check. It was noted that the annual check of the Council’s assets has been completed.
- Insurance. It was noted that further to the annual check of the Council’s assets additional items have been added to the insurance schedule, and that there was no increase to the insurance premium.
- Risk Assessment. It was resolved to approve the revised risk assessment document previously circulated by the Clerk.
Proposed: Tamsin Crane Seconded: Claire Woollard Resolved: Unanimous - Financial Regulations. It was resolved approve the use of the revised Financial Regulations which reflect the 2019 model issued by the National Association of Local Councils (NALC).
Proposed: Tamsin Crane Seconded: Richard Wade Resolved: Unanimous - Internal Controls. It was noted that the internal auditors report has not yet been received so this item will be brought forward to the Finance and Personnel Committee after receipt.
- Grass Cutting Contract. The specification for the grass cutting contract was discussed. It was noted that in future substantial additional areas might need to be added. It was resolved to approve the current specification and let the contract for a 2-year period, and that the contract will include a 1-year review break point to enable any additional areas to be added if required.
Proposed: Claire Woollard Seconded: Shane McAleavey Resolved: Unanimous
ACTION: Richard Wade to find out how often the Millennium Green grass is cut. Tamsin Crane to send final specification etc. as a pdf to Garin Schoonhoven for advertising on Facebook and to the Clerk for forwarding to the current contractor and others who have already emailed enquiries about this work. - Caretaker Contract. The specification for the caretaking contract was discussed and the Council agreed to increase the caretaker’s contracted hours from an average of 30 to 40 hours a month and to advertise the job. It was resolved to let the contract for a period of three years.
Proposed: Claire Woollard Seconded: Shane McAleavey Resolved: Unanimous
ACTION: Tamsin Crane to send final specification etc. as a pdf to Garin Schoonhoven for advertising on Facebook and to the Clerk for forwarding to the current contractor and others who have already emailed enquiries about this work.
The Council agreed to take agenda item 17 next.
EXCLUSION OF THE PUBLIC AND PRESS. In view of the nature of the business to be transacted any members of the public and press would have been temporarily excluded from the meeting (Public Bodies (Admission to Meetings) Act 1960 s.1). As there were none in attendance this exclusion was not required.
245/2019 Burial Ground.
The Council received an update about the burial ground.
The Council then went back into public session.
Lorraine Watling left at 9:50pm
246/2019 Public Art Working Group (Pervin Shahin).
It was noted that Tamsin Crane has joined the working group.
247/2019 Rights of Way & Conservation Working Group (Richard Wade).
A report was noted
248/2019 Planning Committee – Appendix C. (Matthew Lowy).
The minutes of the planning committee meeting from November 2019 were noted.
249/2019 Pond at Sutton Wick.
This had been discussed earlier in the meeting under item 241/2019 Public Participation (b).
250/2019 Projects Board Committee (Claire Woollard).
- Meeting with Miller Homes held on 11th November 2019. It was noted that Miller Homes have to submit a retrospective planning application for the unauthorised raising of levels on the sports pitch. It was also noted that the next meeting with Miller Homes will be on 16th December 2019, the VWHDC will not be present due to enforcement action.
- Updating of the NDP. It was noted that the NDP needs updating.
ACTION: Tamsin Crane to discuss NDP with Richard Williams. - Manor Farm / Abingdon Road Over Grown Hedge. It was agreed to have a working party early in the new year to determine if the over grown hedge between Abingdon Road, Henleys Lane and the new POS on the Manor Farm site, is something we could tackle or if we would need to engage a contractor.
ACTION: Tamsin Crane to ask for volunteers in the Chronicle and on Facebook.
251/2019 Correspondence.
There was no correspondence to note that had not been previously circulated to Councillors.
252/2019 Items to be noted from Parish Councillors.
None.
253/2019 Dates of the next Meetings.
- Planning Committee. 6th January 2020. 7:00pm Cauldwell Day Centre.
- Parish Council. 6th January 2020. 7:30pm Cauldwell Day Centre.
- Finance and Personnel Committee. 20th January 2020. 7:00pm Cauldwell Day Centre.
- Projects Board Committee. tbc – January 2020. 7:30pm Village Hall.
- Meeting dates for 2020. The meeting dates for 2020 were confirmed.
The Chairperson declared the meeting closed at 10:26pm.
Signed:
Name:
Date: 6th January 2020
Appendix A
Action Check List
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.
Conifer Trees that are on the boundary with 85A Barrow Road.
To be removed when the land is transferred.
Dog Faeces.
Clerk had been ready to order 3 new bins but project stalled due to VWHDC refusal to empty bins at the proposed sites as they do not agree that they are required. Chairperson to monitor the situation to determine if further communication required to VWHDC needed about this. Adrian Cook to follow up with Biffa / Vale. Deputy Clerk to report dog poo bags at the end of FP15 to VWHDC and suggest a dog poo bin is installed.
Pond on Sutton Wick Lane.
Clerk to procure warning signs. Tamsin Crane will write to Thames Water about use of pond as run off, and OCC Highways.
Bins for the Churchyard.
Tamsin Crane to write a letter urging people not to leave plastic in the burial ground.
Bees and Trees.
All Councillors to think about potential locations for bee friendly plants and for free tree planting. Tamsin Crane to circulate details of the Woodland Trust scheme for consideration.
Parking on Grass Verges.
Richard Webber to discuss the matter with OCC to try and find a solution. Garin Schoonhoven to look into barriers to stop people parking on the Village Green.
Councillors Priority Fund.
Richard Webber to advise on the type of trees. All Councillors to think about where to plant trees.
East Way BW1.
Deputy Clerk to chase up response from VWHDC panning enforcement.
Bus Shelter Insurance.
Irma Vastakaite investigated whether the PC should insure the bus shelters.
Village Hall Heating.
The Clerk, the Chairperson of the Projects Board and Cllrs Arnold and Athawes reviewed the s106 list with the VWHDC and discussed the village hall heating and other renovations.
Pond at Sutton Wick Lane – Willow trees next to the pond.
This will be an agenda item on the next Finance and Personnel Committee meeting agenda.
Grass Cutting Contract.
Richard Wade to find out how often the Millennium Green grass is cut. Contract to be advertised on Facebook and Clerk to notify current contractor and other interested parties about the opportunity.
Caretaker Contract.
Contract to be advertised on Facebook and Clerk to notify current contractor and other interested parties about the opportunity.
Updating of the NDP.
Tamsin Crane to discuss NDP with Richard Williams.
Manor Farm / Abingdon Road Over Grown Hedge.
Tamsin Crane to ask for volunteers in the Chronicle and on Facebook.
Appendix B
Finance & Personnel Committee
PAYMENTS: £500 or more
Disposition of Council Funds
Appendix C
Planning Committee Report
P19/V1251/HH.
Proposed first floor extension over existing garage and internal alterations 3 Whitehorns Way Drayton Abingdon OX14 4LL.
PC: Response:
No Objection.
VWHDC: Withdrawn prior to determination on 9th December 2019.
P19/V1992/FUL.
Demolition of a pair of semi detached cottages and outbuildings and construction of a new detached dwelling and detached garage. 3 Mill Lane Sutton Courtenay Abingdon OX14 4BE.
PC: No comment.
VWHDC: Planning Permission on 2nd December 2019.
P19/V1251/HH Amendment: No. 1 – dated 19th August 2019.
Proposed first floor extension over existing garage and internal alterations as amended. 3 Whitehorns Way Drayton Abingdon OX14 4LL.
PC: No comment.
VWHDC: Withdrawn prior to determination on 9th December 2019.
P19/V1775/FUL.
Adjustment of garden levels. Plot 48 Edward Park Drayton.
PC: Objection:
See September Minutes for details.
VWHDC: Pending.
P19/V2215/HH.
Demolition of existing detached garage. Norrington House 22 High Street Drayton Abingdon OX14 4JL.
PC: Response:
No objection.
VWHDC: Planning Permission on 26th November 2019.
P19/V2310/FUL.
Retrospective application for demolition of existing dwelling and development of two new dwellings. Close End House 19 East Way Drayton Abingdon OX14 4JZ.
PC: Objection:
Drayton Parish Council OBJECTS to this planning application as it is considered that splitting development on this site into two parts, thereby avoiding S106 payments on a development that would have increased the number of houses on the site by a number that would have meant S106 would have been payable on the original development, is part of an attempt to avoid the developer contribution that would have been liable on the full site were it developed through a single planning application.
VWHDC: Planning Permission on 7th November 2019.
P19/V2439/HH.
Proposed garage extension and loft conversion. Highfield House Barrow Road Drayton Abingdon OX14 4SU.
PC: Response:
It provides a first floor level viewing platform over the neighbouring house and suggesting that it needs screening from that view.
VWHDC: Pending.
P19/V2428/FUL.
Single dwelling house with detached double garage. 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: Support:
No objection.
VWHDC: Pending.
P19/V2486/O.
Outline planning application for the erection of 3 detached dwellings with parking under timber frame car ports on land to the rear of and part of the garden of Norrington House, demolition of the existing garage to facilitate provision of access along existing driveway, landscaping reserved for later determination. Norrington House 22 High Street Drayton Abingdon OX14 4JL.
PC: Objection:
The original (withdrawn) planning application for this site was for 10 houses and we understand was withdrawn because of the Vale of White Horse confirming that the retail space at the road ward edge of the plot was required to be retained. In the PC opinion, this application for three houses clearly is under using the site and is very likely to be followed by subsequent applications for further development at the rear of the site. The PC consider this appears to be a way of avoiding the requirements to provide social housing by developing the site piecemeal and may also be an attempt to bypass the requirement to retain the retail frontage on the site.
VWHDC: Pending.
P19/V2534/HH.
Single storey conservatory to the right side of the property. 1 Monk Close Drayton Oxfordshire OX14 4GW.
PC: Objection:
This is in a conservation area.
VWHDC:
Planning Permission on 10th December 2019.
P19/V1992/FUL Amendment: No. 2 – dated 25th October 2019.
Demolition of a pair of semi detached cottages and outbuildings and construction of a new detached dwelling and detached garage. (As amended by additional information received on 6 September 2019. Amended plans and documentation received 25 October 2019). 3 Mill Lane Sutton Courtenay Abingdon OX14 4BE.
PC: Response:
This is not within the Drayton Parish Council’s boundary.
VWHDC: Planning Permission on 2nd December 2019.
P19/V2559/FUL.
Proposed new 3-bedroom dwelling with associated surface parking and creation of new dropped kerb and vehicular access by demolishing a section of the boundary wall (Re-submission of application P16/V2954/FUL). Land adjacent to 3 Church Lane Drayton Abingdon OX14 4JS.
Graham Web declared an interest in this application and did not express an opinion.
PC: Objection:
The development will add extra vehicle movements on a road that is already seriously congested and will have an adverse effect on street parking by reducing the on-street parking on a road that is already seriously overused for residential parking.
VWHDC: Planning Permission on 9th December 2019.
P19/V2615/LB (Listed Building Consent).
Proposed new 3-bedroom dwelling with associated surface parking and creation of new dropped kerb and vehicular access by demolishing a section of the boundary wall (Re-submission of application P16/V2954/FUL). Land adjacent to 3 Church Lane Drayton Abingdon OX14 4JS.
PC: Objection:
The development will involve demolition of a very old boundary wall in a conservation area.
VWHDC: Listed Building Consent on 9th December 2019.
P19/V1251/HH Amendment: No. 2 – dated 11th November 2019.
Proposed first floor extension over existing garage and internal alterations as amended 11 November 2019. 3 Whitehorns Way Drayton Abingdon OX14 4LL.
PC: No comment.
VWHDC: Withdrawn prior to determination on 9th December 2019.
19V12 Tree Preservation Order.
Norrington House, 22 High Street.
P19/V2428/FUL Amendment: No. 1 – dated 29th November 2019.
Single dwelling house with detached double garage (as amended by plans and additional information received on 29 November 2019). 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: No comment.
VWHDC: Pending.
TOWN AND COUNTRY PLANNING ACT 1990 APPEAL UNDER SECTION 78.
East Paddocks Milton Road Drayton Abingdon OX14 4EF. Erection of detached dwelling and garage following demolition of existing garage (FRA received 23 April 2019). (as amended by plans received from agent 8 May 2019 amending site area). Application reference: P19/V0753/FUL. Appellants name: Mr J Wenman. Appeal reference: APP/V3120/W/19/3238068. Appeal start date: 26th November 2019.