Minutes of the Extraordinary Meeting of Drayton Parish Council
held on 1st June 2021 at 7:00pm in the Caudwell Day Centre.
Councillors Present: Tamsin Crane (Chairperson), Patricia Athawes (Vice Chairperson), Richard Wade (Vice Chairperson), Pervin Shahin, Shane McAleavey, Graham Webb.
Councillors Not Present: Susan Harris, Garin Schoonhoven, Claire Woollard, Irma Schoonhoven.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk).
Public: None.
90/2021 Apologies for Absence. Susan Harris, Garin Schoonhoven, Irma Schoonhoven.
91/2021 Declarations of Interest, Dispensations or Use of Delegated Powers. Cllrs Tamsin Crane and Susan Harris each have a general interest in the Manor Farm development as they both live on this development. Cllr Richard Wade has a general interest in the Millennium Green because he is a member of the Millennium Green Trust Committee, and in the Allotments site as his wife rents an allotment. Cllr Graham Webb declared a general interest in the allotment site as he lives near the allotments.
92/2021 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments. The list of payments had been circulated prior to the meeting. The two councillors authorised by the Council to approve the online payments this month were Patricia Athawes and Shane McAleavey. They were also authorised to approve the payments that are required to be made before the next meeting.
b) Bank Statement and Reconciliation. This will be circulated tomorrow.
c) Disposition of Council Funds had been circulated prior to the meeting and was noted.
d) 2020-21 Approval of the Annual Accounts and Annual Governance and Accountability Return (AGAR).
● Internal Auditors Report. The Internal Auditors report was received, considered and noted. There were no significant issues identified. It was noted that the internal audit had been more time consuming this year due to the Corona virus, and because this was the first year that the Council had worked with this internal auditing company.
● Annual Accounts. It was resolved to approve the Annual Accounts 2020-21, including the notes of the accounts.
Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous
● Annual Governance Statement. It was resolved to approve the Section 1 of the Annual Return – the Annual Governance Statement 2020/21.
Proposed: Tamsin Crane Seconded: Graham Webb Resolved: Unanimous
● Accounting Statements. It was resolved approve Section 2 of the Annual Return – the Accounting Statements 2020/21.
Proposed: Tamsin Crane Seconded: Pervin Shahin Resolved: Unanimous
● Setting the Date for the exercise of Electors Rights. It was resolved to approve the dates for the exercise of electors rights to be from Thursday 3rd June 2021 to Wednesday 14th July (inclusive). The notice and summary accounts will be displayed on the public notice board for this period and also posted on the village website.
Proposed: Tamsin Crane Seconded: Richard Wade Resolved: Unanimous
93/2021 S106 Art Projects (Cllr Shahin)
- Walnuts Project
- An update from Cllr Shahin was noted.
- The contract to be sent to the artist who will be providing the 17 walnuts at a cost of £14,000.00, was reviewed and considered. It was resolved to approve the contract and pay the first of the four payment instalments after the contract is signed and an invoice received.
Proposed: Pervin Shahin Seconded: Richard Wade Resolved: Unanimous
- It was noted that there had not been any contact from the approved landscape gardener recently.
ACTION: Cllr Shahin and the Deputy Clerk will contact the contractor and update them on progress.
- Gates
- It was noted that the artists had expressed an intention to withdrawn from the project. Drayton is classified as an area of special interest and the police had raised potentially burdensome and unforeseen requirements. The artists had now agreed not to withdraw, whilst the Parish Council tries to resolve the situation.
- It was agreed to liaise with OCC to confirm what the concerns of the police are and how they can be addressed.
ACTIONS: Pervin Shahin will advise the artists that the Parish Council is contacting OCC to progress matters. The Clerk will email OCC to confirm what actions need to be taken.
94/2021 S106 Cycle Ways and Footpaths Projects (Richard Wade).
A report prepared and circulated by Richard Wade before the meeting was received and considered. This detailed proposed work that could be taken on Bridleways 29,9 and 7 and the potential costs of this work. It was suggested that a lot of work could be done within a budget of £43-45k and quotes are currently being sought. A public consultation has been launched via the Drayton Chronicle The landowner who owns bridleways BW29 and BW9 has already been approached and has agreed to the proposed work.
It was resolved to apply to VWHDC to draw down £18,636.00 of the s106 funds to improve the surface of BW9 and BW29 to make them more accessible to a variety if users.
Proposed: Tamsin Crane Seconded: Richard Wade Resolved: Unanimous
ACTION: The Clerk will complete an application to draw down £18,636.00 of the available S106 funds.
95/2021 Date of the next Meetings. TBC.
The Chairperson declared the meeting closed at 9:16pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments of £500 or more since the last meeting
£
Staff salaries 1,583.44
C Wilmott-Brown – Caretaking 661.50
The Landscape Group Oxford – Grass Cutting 558.00
Disposition of Council Funds as at 1st June 2021
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £270,972.83 0% Current Acct
NS&I 779 £20,487.64 0.01% Savings Acct
Unity Bank 554 £15,185.52 0.10% Projects Acct
Total £306,645.99