Minutes of the Drayton Parish Council Meeting
held on 13th December 2022 at 7:00pm in the Caudwell Day Centre
Councillors Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Adrian Cooke (left at 8:29pm), Alistair Cumming.
Councillors Not Present: Richard Wade (Vice-Chairperson), Pervin Shahin, Susan Harris.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Richard Webber (OCC), Jonathan Fowler (Programme Manager).
Public: 2 members of the public were present.
232/2022 Apologies for Absence. Richard Wade, Pervin Shahin, Susan Harris.
233/2022 Councillor Vacancies. It was noted that there are currently 4 vacancies for Councillors on the parish council. Anyone interested should contact the Clerk by emailing clerk@draytonpc.org
234/2022 Declarations of Interest, Dispensations or Use of Delegated Powers. None.
235/2022 Public Participation.
Traffic Calming. A parishioner expressed an interest in traffic calming. It was noted that Steventon has just completed a 20mph speed limit consultation. It was also noted that the meeting between a senior highways officer, the Cabinet member for Highways and the Parish Council was cancelled at last minute. Matter continued under item 237/2022 b).
236/2022 Finance and Personnel Committee (Patricia Athawes) Item expedited. See Appendix A.
a) S137 Grant Application. Oxfordshire South & Vale Citizens Advice. £1,800.00. Approved.
Proposed: Graham Webb Seconded: Alistair Cumming Resolved: Unanimous
b) Payments.
(i) The list of payments was received and noted, including the payment of the 2022-23 national pay award, agreed for the sector by NALC and SLCC, and the back pay paid this month.
(ii) The payments to be made following the meeting were approved.
Proposed: Patricia Athawes Seconded: Adrian Cooke Resolved: Unanimous
iii) The two Councillors authorised to make the on-line payments between this and the next Parish Council meeting were Graham Webb and Pat Athawes.
c) Bank Statements and Reconciliation. The bank statements and bank reconciliation for last month were noted.
d) Disposition of Council Funds. The disposition of council funds was noted.
e) Finance & Personnel Committee Meetings. The following was received and considered:
(i) The minutes from the Finance & Personnel Committee Meeting held on 16th November 2022. It was resolved to ratify the following recommendations: Benchmarking of the Deputy Clerk’s job.
* The Deputy Clerks pay scale should be revised to become SPC 18-23.
* The Deputy Clerks job be regraded to SPC 18 with immediate effect.
* The pay difference to the hourly rate should be backdated to 1st April 2022.
Proposed: Patricia Athawes Seconded: Graham Webb Resolved: Unanimous
(ii) The draft minutes from the Finance & Personnel Committee Meeting held on 8th December 2022 were noted.
f) Budget and Precept Request for 2023-24: The following was approved (see December 2022 Finance Minutes for details).
(i) The Drayton Parish Council Budget for 2023-24.
(ii) The Precept Request for 2023-24
Proposed: Graham Webb Seconded: Alistair Cumming Resolved: Unanimous
g) Internal Audit. It was notedthat work on this has now started and the paperwork will be submitted before Christmas.
h) Hybrid Meetings. Item deferred to the next meeting.
i) Football Club Roof. It was noted that the Clerk received an email from Drayton Wasps Football Club seeking written permission from the Parish Council to replace the old roof that contains asbestos using S106 funding.
ACTION: Deputy Clerk to invite Drayton Wasps Football Club to the next meeting.
j) Any Other Urgent Financial Matters Arising. None.
The Clerk left the the meeting. It was noted that Lorraine Watling will be leaving the council at the end of the month. The Council thanked her for her service. Dianne Rickaby will be the locum Clerk until a replacement is found.
237/2022 Report from OCC Councillor Richard Webber.
a) BW3 Marcham Mill. It was noted that an agreement has been reached with the landowner and progress is being made to reopen this bridle way.
[Deputy Clerk’s note: The bridge at Marcham Mill had an emergency closure by notice on 22nd July 2013.]
b) Traffic Calming. It was noted that the meeting between 2 or 3 senior highways officer, the Cabinet member for Highways and the Parish Council was cancelled at last minute due to a bereavement. Richard Webber will rearrange another meeting ASAP.
238/2022 Report from VWHDC Councillor Adrian Cooke.
a) Water Summit. Adrian Cook’s report on the recent water summit was noted.
b) Planning Applications. Adrian Cook’s report on some recent planning applications was noted.
239/2022 Minutes of the Previous Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Graham Webb Seconded: Adrian Cooke Resolved: Unanimously by all who had attended it.
240/2022 Action Checklist. The action checklist was updated. See Appendix B for this month’s action list.
241/2022 Planning Committee Graham Webb’s report was noted. See Appendix C.
242/2022 Neighbourhood Development Plan Working Group (Graham Webb).
Programme Managers Report (Jonathan Fowler). Walnut Meadow: The VWHDC Landscape Officer has raised further concerns about the gradient of the mound proposed by Miller Homes where the former Barrow was located. It is likely Miller’s will be required to submit a further amended layout scheme which will therefore push approval of the application beyond the current 1st December 2022 determination date and into the new year. The Neighbourhood Development Plan Working Group have reviewed the Pavilion Specification in an attempt to reduce costs (the Coffee Shop and solar reflective glass have been removed) as the estimated build cost was circa £1.2 million. Jonathan Fowler met with the Tables Tennis club to gauge whether they could manage with a building sized for 3 tables in use simultaneously (the current specification assumes 4 tables). Should the tables tennis club utilise the Pavilion (Table Tennis scored highly in the facilities questionnaire undertaken last year) they would require an area able to cater for 4 tables. A ball-park estimate for the MUGA is still awaited.
243/2022 Public Art. Pervin Shahin was not present but had submitted the following report:
a) Entrance Gate Signs. It was noted that the signs have been delayed due to a bereavement and will probably not go up this year, as OCC Highways need to be involved. The signs will be delivered next week, for instalment probably in January.
b) Walnut Information Plaque. It was noted that that the plaque has been mounted on a rock and has been installed on the Village Green.
c) Damaged Walnut. It was noted that the damaged walnut has been remounted upright again.
244/2022 Rights of Way & Conservation Working Group. Richard Wade was not present.
S106 Application for Eastway. It was noted that despite a request to release S106 funds being submitted to the VWHDC on 1st November 2022, our request did not make their meeting agenda for 23rd November and therefore funding has not been released. They have advised our request is likely to be considered in January which will almost certainly require us to obtain updates to the quotes obtained in early October.
245/2022 Village Green Tree Planting. It was resolved not to plant any new trees on the Village Green but other areas around the Village may be considered.
Proposed: Adrian Cooke Seconded: Graham Webb Resolved: Unanimously
246/2022 Village Green Tree Maintenance. It was noted that the Deputy Clerk has contacted 4 companies asking for an arborist to inspect the trees on the Village Green and advise on any work required along with a quotation for any necessary work. It was resolved to ask Top Leaf Tree Services to do this and pay them £50.00 for their time.
Proposed: Alistair Cumming Seconded: Graham Webb Resolved: Unanimously
ACTION: Deputy Clerk to ask Top Leaf Tree Services to inspect the trees on the Village Green and advise on any work required along with a quotation for any necessary work.
247/2022 Burial Ground Waste Material.
a) Soils and Compost Removal. It was noted that the Deputy Clerk has contacted 8 companies asking them if they are able to help remove the pile of soil and compost bins from the burial ground. It was agreed to ask Tactical Facilities Management LTD to send us a formal quotation.
ACTION: Deputy Clerk to ask Tactical Facilities Management LTD to send us a formal quotation to remove the pile of soil and compost bins from the burial ground.
b) Waste Policy. It was noted that access to the burial ground is very restrictive and muddy making it very difficult to remove and dispose of waste material, and people are leaving their rubbish on the floor next to the bins when they are full. Matter deferred to the next meeting.
248/2022 Memorial Bench. It was resolved to support the request from a parishioner to install a bench next to the football pitch in memory of their son.
Proposed: Alistair Cumming Seconded: Adrian Cooke Resolved: Unanimously
ACTION: Deputy Clerk to respond to the parishioner supporting their request to install a bench next to the football pitch.
249/2022 Meeting Dates for 2023. The meeting dated for 2023 were approved.
Adrian Cooke left at 8:29pm.
[Deputy Clerk’s note: The meeting continued but no decisions were made as it was no longer quorate.]
250/2022 Items to be noted from Parish Councillors. None.
251/2022 Date of the next Meeting. 10th January 2023.
252/2022 Neighbourhood Development Plan Working Group continued.
Neighbourhood Development Plan. It was noted that the Drayton Neighbourhood Development Plan expires in 2031 and it may be prudent for Jonathan Fowler (Programme Manager) to start updating it. Item deferred to the next meeting.
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).
253/2022 Burial Ground Covenant. It was noted that both parties have signed the ‘Deed of Release of the Restrictive Covenant’ and signed the ‘Settlement Agreement’.
254/2022 Miller Homes. Item discussed earlier in the meeting.
255/2022 Staffing Matters. It was noted that we need a replacement Clerk.
End of Reserved Business.
The Chairperson declared the meeting closed at 8:45pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
DISPOSITION OF COUNCIL FUNDS AS AT 04th DECEMBER 2022
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £268,075.71 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct
Unity Bank 554 £15,230.81 0.10% Projects Acct
Total £303,796.21
Appendix B
Actions Checklist
| Annual Appraisals. Patricia Athawes to arrange outstanding staff appraisals. |
| Walnut Meadows Fencing. Richard Wade and Deputy Clerk to take a look and report back. |
| Content Sharing Briefing Paper. Clerk to order TV when payment card active, subject to outcome of action below. |
| WWI Commemorative Trees. Patricia Athawes to ask the school what type of tree they would like. Waiting for a response from the school. |
| Projects funding. Clerk and Jonathan Fowler to add the s106 figures in the form of an appendix to show the total potential budgets that are currently available. |
| Village Green Litter Bins. Deputy Clerk to send an email to Vale Waste asking that the replacement of the missing litter bins is expedited. |
| Football Club Roof. Deputy Clerk to respond to invite Drayton Wasps Football Club to the next meeting. |
| Village Green Tree Maintenance. Deputy Clerk to ask Top Leaf Tree Services to inspect the trees on the Village Green and advise on any work required along with a quotation for any necessary work. |
| Memorial Bench. Deputy Clerk to respond to the parishioner supporting their request to install a bench next to the football pitch. |
| Burial Ground Waste Material. Deputy Clerk to ask Tactical Facilities Management LTD to send us a formal quotation to remove the pile of soil and compost bins from the burial ground. |
Appendix C
Planning Applications
| 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: See September’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 1 – dated 18th August 2021. PC: Objection: See September’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 2 – dated 7th September 2021. PC: Objection: See October’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL. Amendment: No. 3 – dated 10th March 2022. PC: Noted. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 4 – dated 17th June 2022. PC: Response: See August’s minutes for comment. VWHDC: Pending. |
| P22/V1526/HH. Two storey side extension. 3 Whitehorns Way Drayton OX14 4LL. PC: Noted. VWHDC: Planning Permission on 17th November 2022. |
| P21/V1924/FUL Amendment : No. 5 – dated 12th September 2022. PC: Support: See October’s Minutes for details. VWHDC: Pending. |
| P22/V2099/HH. Proposed ground and first floor rear extension. 14 The Green Drayton OX14 4HZ. PC: Noted. VWHDC: Pending. |
| P22/V1917/LDO. Milton Park Milton Abingdon Grid Ref : 449180191788 Re. LOCAL DEVELOPMENT ORDER – Draft for Public Consultation. PC: See October’s Minutes for details. VWHDC: Pending. |
| P22/V2218/HH. Single storey rear extension, entrance porch extension, hip-to-gable loft conversion with front and rear dormer windows. 28 High Street Drayton Abingdon OX14 4JL. PC: Response: Not in keeping with the surrounding houses. VWHDC: Pending. |
| P22/V2193/HH. Outbuilding remodel and link extension. Woodside 157 Drayton Road Sutton Courtenay Abingdon OX14 4HA. PC: Noted. VWHDC: Planning Permission on 15th November 2022. |
| P22/V2152/LB. Proposed conversion of stable building to residential annex within the curtilage of the Main House. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support. VWHDC: Listed Building Consent on 6th December 2022. |
| P22/V2151/FUL. Proposed conversion of stable building to residential annex within the curtilage of the Main House. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support. VWHDC: Planning Permission on 6th December 2022. |
| P22/V2291/HH. Single storey rear extension. Single store oak porch extension. New pitch roof over main dwelling. Insertion of 3 flat roof dormers. Render existing dwelling with white through render. Insert 2 new flat rooflight over garage. New flat roof over garage. Raise height of existing garage. Mostyn Milton Road Drayton Abingdon OX14 4EZ. PC: Noted. VWHDC: Pending. |
| P22/V1526/HH Amendment : No. 1 – dated 31st October 2022. Two storey side extension. (as amended by plan received 31 October 2022). 3 Whitehorns Way Drayton OX14 4LL. PC: Response: See November Minutes for details. VWHDC: Planning Permission on 17th November 2022. |
| P22/V2546/S73. Variation of conditions 2 (Approved Plans) and removal of condition 14 (Age Restriction) on planning application P17/V1225/RM Erection of 22 dwellings together with replacement garage for 10 Halls Close. Land South of Halls Close Drayton. PC: Objection: See November Minutes for details. VWHDC: Pending. |
| P22/V2493/S73. s73 application to vary conditions 2(approved plans) & 3(materials) on application P21/V2176/FUL – to increase the size of the approved units and additional carports (Demolition of single dwelling and associated outbuildings and structures, and erection of 1x2bed, 2x3bed, 4x4bed and 1x5bed detached dwellings with associated parking and landscaping). Kiln Lane Drayton OX14 4FE. PC: Objection: 1. Too dense/gardens too small. 2. Visitor parking? 3. We still think that making Kiln Lane a busier junction on the Steventon Road will cause problems with the increased traffic in the village. VWHDC: Pending. |
| P21/V1924/FUL Amendment : No. 6 – dated 4th November 2022. 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). (as amended by plan received 10 March 2022, as amplified by archaeology report received 17 June 2022 and additional information received 12 September 2022 and amended and amplified by additional plans and information received 04 November 2022). Land West of Abingdon Road Drayton. 22nd Nov. PC: Support: 1. We do not require the tree and circular bench on the piece of land between the MUGA and Pavilion as this is earmarked for the outside gym. 2. The path from the perimeter track connecting to Holly Lane is in the wrong location. It would be better for it to connect to the footpath that runs past 2 and 4 Holly Lane rather than next to the wetland wildflower meadow (it was shown on the previous version of the plan as connecting opposite 2 and 4 Holly Lane but has been moved for some reason). 3. The new hedge adjacent to the wetland wildflower meadow (swale) needs to be planted at the top of the bank. 4. Reduction of the bank opposite Plot 71 (not shown on Section C-C of new drawing: Revision P6) should be closer to a level of 64.7 as shown on Drawing 903/P3. Its present height and gradient presents privacy and mowing safety problems. VWHDC: Pending. |
| P22/V2633/HH. Proposed single-storey rear extension. 3 Henleys Lane Drayton Abingdon OX14 4HU. PC: Noted. VWHDC: Pending. |
| P22/V2608/HH. First floor side/rear extension over existing ground floor extension. 25 Whitehorns Way Drayton Abingdon Oxfordshire OX14 4LJ. PC: Noted. VWHDC: Pending. |
| P22/V2799/RM. Reserved Matters application for the details of landscaping, drainage and materials following Outline Approval P20/V0550/O Provision of a covered horse-riding arena on equestrian land. Stonehill Farm (Riding School) Stonehill Drayton OX14 4AA. PC: Pending. VWHDC: Pending. |
| P22/V2919/FUL. New dwellinghouse. Magpie Cottage 30 High Street Drayton Abingdon OX14 4JW. PC: Pending. VWHDC: Pending. |
| P22/V2099/HH Amendment : No. 1 – dated 15th December 2022. Proposed ground and first floor rear extension (amended plans and additional information received 15 December 2022 demonstrating access, parking, finished floor levels and tree protection). 14 The Green Drayton OX14 4HZ. PC: Pending. VWHDC: Pending. |