2021 9 Minutes – DraytonVillage.co.uk

Drayton Parish Council Minutes

of the meeting held on 14^th September 2021 at 7:30pm in the Caudwell Day Centre

Councillors Present: Tamsin Crane (Chairperson), Patricia Athawes (Vice Chairperson), Richard Wade (Vice Chairperson), Pervin Shahin, Susan Harris, Shane McAleavey, Graham Webb.

Councillors Not Present: All Councillors were present.

In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Andrew Cooke (VWHDC), Richard Webber (OCC). Jon Fowler (Programme Manager)

Public: 1 member of the public was present.

The Chairman welcomed Jon Fowler to the meeting. Jon had recently been appointed as the Parish Councils’ Programme Manager.

134/2021 Apologies for Absence. District Cllr Cooke had previously advised that he would be late.

135/2021 Declarations of Interest, Dispensations or Use of Delegated Powers. Susan Harris has a general interest in the Manor Farm development as she lives on this development. Tamsin Crane has a general interest in the Manor Farm development as she lives on this development. 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. Graham Webb declared a general interest in the allotment site as he lives near the allotments.

136/2021 Cllr Vacancies. It was noted that there are still 4 vacancies. 1 to be filled by co-option and 3 to be filled by election. A new election will be held within 35 working days of Thursday 30 September 2021 on a date to be decided by the Returning Officer.

137/2021 Report from OCC Councillor Richard Webber.

a) Road to Sutton Courtenay B4016. It was noted that increased traffic numbers were using this road, and that there were safety issues regarding speeding cars along this road. The new relief road should help reduce the traffic volumes for the next 10 years but could provide a green light to further developments. When the new development is built at the Sutton Courtney end of the B4016 a mini chicane will be installed to try and reduce the current number of accidents. Cllr Webber is pushing for a reduced speed limit from 40mph – to 30mph along this stretch of road.

b) Walnut Meadows Road adoption. Cllr Webber agreed with the Parish Council that this had been going on for too long and offered to set up a meeting between the PC and the most appropriate officers from OCC and the District Council.The PC will also set up a formal meeting with Miller Homes.

c) High Street Pedestrian Crossing. It was noted that OCC Highways are taking a long time and Cllrs expressed concerns about the safety of residents. A meeting will be set up within a month between Drayton Parish Council, VWHDC and OCC Highways.

d) Enforcing Parking Restrictions. It was noted that OCC was waiting for some legalities to be completed to transfer the enforcement powers. OCC will then centrally enforce breaches of parking restrictions e.g. parking on pavements. This will be an out-sourced service but will be cost neutral.

e) Henleys Lane Road Block. It was noted that blocking Henleys Lane to through traffic would require the overwhelming support of local residents. Cllr Webber suggested that consensus would be difficult to reach.

f) Manor Farm Raised Pedestrian Crossing. It was noted that this raised crossing needed to be clearly marked.

g) 20mph Speed Limit. It was noted that every town and village wanted reduced speeds. Although this is planned it will take time and additional money from central government. There will be a steady roll out.

f) School Street Scheme. This would involve closing roads outside schools at drop off and pick-up times. Traffic would need to be diverted. In Drayton the Hilliat Fields circle would need to be closed.

ACTION: It was agreed that Cllr Athawes would ask the School if they would welcome this initiative

g) Wobbly Sign at the Entrance of the Village. Cllr Shahin asked when this would be sorted out.

138/2021 Public Participation. None.

139/2021 Minutes of the Previous Parish Council Meeting. The minutes of the previous Parish Council meetings were approved and signed by the Chairperson.

Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: Unanimous

140/2021 Action Checklist from the Previous Meeting was reviewed and updated.

141/2021 Finance and Personnel Committee (Patricia Athawes). See Appendix A.

a) Payments.

The list of payments had been circulated prior to the meeting and was noted.
The payments to be made following the meeting were approved.
The two councillors authorised by the Council to approve the online payments this month were Patricia Athawes and Graham Webb. They were also authorised to approve the payments that are required to be made before the next meeting.
It was noted that the Wildflower Group would like to purchase some wildflower seed. It was agreed that they would be invited to the next meeting to update the Council about their activities.

ACTION: Deputy Clerk to invite the Wildflower Group

b) Bank Statement and Reconciliation. These had been circulated prior to the meeting and were noted.

c) Disposition of Council Funds. This had been circulated prior to the meeting and was noted.

d) Burial Ground Hedge. It was noted that this hedge needs cutting back. A quote had been requested from the Landscape Group Oxford as they had done a good job on the Allotments hedging.

e) Manor Farm Landscape Expert. The contracting of a landscaping consultant was discussed. The recommended contractor had designed the Millennium Green and was familiar with the landscaping work on the new CALA development, and so could advise the Parish Council about whether this had been delivered to an appropriate standard. The Council approved contracting Adams Habermehl Landscape Architects and approved a maximum budget of £1,680.00 excluding VAT for this work. This consultant was appointed on a one quote basis because of their particular knowledge of Drayton and the specific landscaping work that was required to be delivered by the developer. The Clerk noted that it might be worth exploring whether the costs of this work could be recovered from the developer if they were found to be in breach.

Proposed: Tamsin Crane Seconded: Richard Wade Resolved: 6 for and 1 abstention

142/2021 Planning Committee (Graham Webb). See Appendix B.

It was noted that the Parish Council had objected to planning application 21/V1924/FUL: Hybrid Planning application: Formation of sports pitches with associated ground works, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). Land West of Abingdon Road Drayton, and also to the amendment. Discussions about this matter continued under minute 147/2021.

143/2021 RoSPA Reports. The reports from the 2021 Annual RoSPA Inspections were noted. There were a few recommendations for minor remedial actions. These had been completed.

144/2021 Neighbourhood Development Plan Working Group (Graham Webb).

a) Programme Manager. Jon Fowler had recently been appointed as the PC’s Programme Manager and he briefly introduced himself to everybody at the meeting.

b) Project Scoping Documents. It was noted that Jonathan Fowler has produced 12 scoping documents for the various Drayton2020 projects. Each scoping document will define the work, identify the risks, detail the stakeholders and confirm the budget. They will evolve over time. They were allocated to the following people for feedback: Footpaths – Richard Wade, Sustainability – Susan Harris, Village Hall – Pervin Shahin, Cycle Paths – Richard Wade, Sports Pitches – Graham Webb, Sports Pavilion – Graham Webb, Tree Planting – the Clerk, Traffic Calming – Shane McAleavey, Public Art – Pervin Shahin, Allotments – Tamsin Crane, MUGA – Graham Webb.

145/2021 Report from VWHDC Councillor Adrian Cooke.

Garden Waste Collection. It was noted that garden waste collections will resume mid-October. The collections will initially be on a 4-weekly collection basis due to a shortage of drivers. Payment requests will be refunded and the next payment period will cover 14 months. It was noted that the VWHDC communications had not been good.

ACTION: The Clerk will ask OALC for advice about mass communications to residents e.g. electronic newsletters and possible GDPR implications. The Clerk noted that some Towns such as Thame had newsletters that people registered to receive, but could unsubscribe from at any time.

146/2021 Power Cuts. It was noted that there has been a lot of power cuts recently.

147/2021 Report from VWHDC Councillor Adrian Cooke continued from 142/2021.

Walnut Meadow Sports Field Unauthorised Raising of Levels by Miller Homes. P21/V1924/FUL. Hybrid Planning application:

It was noted that the VWHDC Planning Enforcement had extended the decision date by another month. It was agreed to arrange a meeting with VWHDC Planning Enforcement and Adrian Cooke (VWHDC).

ACTION: The Programme Manager will arrange a meeting with VWHDC Planning Enforcement.

148/2021 Public Art (Pervin Shahin).

a) Walnuts Shaped Bollards on the Village Green. It was noted that prior to the meeting Pervin Shahin had circulated images of scaled clay models of the walnuts produced from the moulds, some were half walnuts, others complete walnuts. It was resolved to approve the models of the walnuts.

Proposed: Tamsin Crane Seconded: Pervin Shahin Resolved: 6 for and 1 abstention

b) Entrance Gate Signs. It was noted that the issues raised by the police and the wobbly post were still to be resolved.

ACTION: The Programme Manager will follow up these matters with the police.

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).

149/2021 Burial Ground.

i) Covenant. An update about the covenant was noted.

ii) Funeral Director Debt. It was noted that despite the PC sending letters, the debt was still outstanding. Interest would now be added to the debt.

End of Reserved Business.

150/2021 Items to be noted from Parish Councillors.

(a) OCC Grass Cutting. It was noted that OCC have not cut the grass this year.

(b) S106 Footpath Improvements. It was noted that Drayton Construction has provided a quotation for improving BW9.

(c) Permissive Footpath from FP12 to Milton. It was noted that the owner of the track has been contacted and it is hoped that this footpath will be made accessible again.

151/2021 Date of the next Meetings. 12^th October 2021.

The Chairperson declared the meeting closed at 10:28pm

Signed: Date:

Name:

Appendix A

Finance & Personnel Committee

Payments of £500 or more since the last meeting

Staff Salaries 1,470.00

C Wilmott Brown – village caretaking and training 728.10

The Landscape Group Oxford – 2 months’ grass cutting 1,674.00

Surrey Hills Legal Services – professional services 630.00

__________________________________________________________________________________

Disposition of Council Funds as at 01^st September 2021

ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE

Unity Bank 674 £251,645.27 0% Current Acct

NS&I 779 £20,487.64 0.01% Savings Acct

Unity Bank 554 £15,185.52 0.10% Projects Acct

Total £287,318.43

Appendix B

Planning Committee Applications

P20/V2741/HH. Front & Side Single Storey Extension. The Hollies Barrow Road Drayton Oxfordshire OX14 4SU. PC: Noted. VWHDC: Planning Permission on 8th September 2021.

P21/V0643/HH. Erect single storey rear extension, single storey front extension and apply external cladding and render. 50 Hilliat Fields Drayton Abingdon OX14 4JF. PC: Objection. The proposed cladding is out of character with the rest of the estate of some 60 houses, all of with are rendered and painted, none of them have cladding. The design and appearance would clearly be out of character with the Hilliat Fields area. VWHDC: Planning Permission on 20/08/2021.

P21/V1240/FUL. Retrospective application for 1-bedroom dwelling used in conjunction with existing garden machinery business. Retrospective consent for existing open fronted garden machinery (building C) and workshop/office/showroom (building B and reduced workshop (building D). Remove structure E 9open store) and canopy to building D. Retrospective consent for existing decking – amenity area for building A. Apply new timber (tapered boarding) cladding to existing structures. 1A Milton Road Drayton Abingdon OX14 4EZ. PC: Response: See August 2021 minutes for comment. VWHDC: Planning Permission on 1st September 2021.

P21/V1727/HH. Single storey rear extension. 240 Steventon Road Drayton Abingdon Oxfordshire OX13 6RN. PC: Support. VWHDC: Planning Permission on 12th August 2021.

P21/V1785/HH. Construction of rear conservatory. 109 Abingdon Road Drayton Abingdon OX14 4HL. PC: Noted. VWHDC: Planning Permission on 26th August 2021.

P21/V1900/HH. Two storey rear extension, single storey side extension and erection of new detached garage with annexe above. October House 64 High Street Drayton Abingdon OX14 4JR. PC: Noted. VWHDC: Pending.

P21/V1924/FUL. Hybrid Planning application: Formation of sports pitches with associated ground works, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). Land West of Abingdon Road Drayton. PC: Objection: Drayton Parish Council wishes to register its objection to the Hybrid Application. The Ground Levels indicated appear to reflect those recently obtained by the PC in a level survey of the pitch, carried out by independent consulting civil engineers. They are the existing levels. These levels do not comply with the original design levels or with those referred to in the 2016 Application for Discharge of Conditions P16/V0089/DIS, where the pitches were shown level with the roads. The design levels were intended to provide a playable sports pitch, and those existing do not. Thus it will be difficult for the Parish Council to deliver the promised facility. In addition the raised levels at the SW corner of Chestnut Drive have created a bank over a metre high. The houses here were sold with a prospect of an open aspect across the pitch which is now obscured by the bank. VWHDC: Pending.

P21/V1680/HH. Single storey extension at rear of the house. White flat roof and two roof windows. 22 Hilliat Fields Drayton Abingdon OX14 4JQ. PC: Noted. VWHDC: Pending.

P21/V2122/HH. Extend our existing dropped curb to enter our drive way. 10 Crabtree Lane Drayton Abingdon OX14 4HS. PC: Noted. VWHDC: Pending.

P21/V2176/FUL. Development of a brownfield site in Drayton to provide 9 purpose built houses to modern space and environmental standards. Land at Kiln Lane Drayton OX14 4FE. PC: Objection: The Parish Council objects to this application for the following reasons: 1. Allocation of development plots in Drayton already exceeds the SCHMA. 2. The clearing of the site and its development is not in accordance with the NDP agreed policy on Biodiversity P-S1. 3. A comprehensive contamination assessment and remedial plan would be expected. This site has a history of industrial use: 150 years as a brick works and then around 50 years as a garage and petrol forecourt. 4. The density appears more urban than rural, and there is a significant possibility of overlooking, especially of the existing houses adjoining the site. 5. The development would generate a significant increase in traffic at the junction of Kiln Lane and Steventon Road. This is at a complex of bends and a roundabout, and increasing traffic volumes will make it a dangerous junction/could increase the risk of danger. 6. The NDP called for a mix of housing types to provide more smaller and affordable homes. 7. The proposed development does not respect that. VWHDC: Pending.

P21/V2203/HH. Erection of new timber frame double garage to front of 122 Abingdon Rd. 122 Abingdon Road Drayton Abingdon OX14 4HT. PC: Noted. VWHDC: Pending.

P21/V2219/HH. Two storey and single storey extensions and alterations to the house and garage, replacement greenhouse and new loggia in the garden. The Old Vicarage 11 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending.

P21/V1924/FUL Amendment : No. 1 – dated 18th August 2021. Hybrid Planning application: Formation of sports pitches with associated groundworks, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). (Retrospective). Land West of Abingdon Road Drayton. PC: Objection: The amendment has not changed the Drayton Parish Council’s previous objections… Drayton Parish Council wishes to register its objection to this Hybrid Application. The Ground Levels indicated appear to reflect those recently obtained by the PC in a level survey of the pitch, carried out by independent consulting civil engineers. They are the existing levels. These levels do not comply with the original design levels or with those referred to in the 2016 Application for Discharge of Conditions P16/V0089/DIS, where the pitches were shown level with the roads. The design levels were intended to provide a playable sports pitch, and those existing do not. Thus it will be difficult for the Parish Council to deliver the promised facility. Furthermore, the requirement was to deliver land ready to accept a playing surface, as this would imply sufficient depth of top soil and drained to avoid waterlogging. In addition, the raised levels at the SW corner of Chestnut Drive have created a bank over a metre high. The houses here were sold with a prospect of an open aspect across the pitch which is now obscured by the bank. VWHDC: Pending.

P21/V2502/LB. Proposed replacement windows. Old Lodge 31 Henleys Lane Drayton Abingdon OX14 4HU. PC: Pending. VWHDC: Pending.