Draft Minutes of the Drayton Parish Council Meeting
held on 13th August 2024 at 7:00pm in the Caudwell Day Centre
Present: Richard Wade (Chairperson), Graham Webb (Vice-Chairperson), Patricia Athawes (Vice-Chairperson), Elaine Wade, Pervin Shahin, Susan Harris, Adrian Cooke (left at 8:58pm).
Not Present: All Councillors were present.
In attendance: Christopher Price (Deputy Clerk), Jonathan Fowler (Programme Manager), Peter Stevens (OCC).
Public: 4 members of the public were present.
148/2024 Apologies for Absence. None.
149/2024 Declarations of Interest, Dispensations or Use of Delegated Powers. Elaine Wade declared an interest in the allotments as she is an allotment plot holder and was granted dispensation to speak about the allotments. Richard Wade declared an interest in the allotments as he is the spouse of an allotment plot holder and was also granted dispensation to speak about the allotments.
150/2024 Public Participation.
a) Traffic Calming. A parishioner raised a number of points and questions regarding the traffic calming plan. Matter continued under item 151/2024 d).
b) Reservoir. Derek Stork (Hon Chair, GARD) reported on the Thames Water SESRO pre-DCO consultation and asked if the Parish Council would allow some banners to be put up on Parish Council land. Matter continued under item 153/2024 a).
c) Village Hall. Fred Stevens (Village Hall, Chairperson) reported on the possible S106 improvements list and it was noted that with applications over £20k, both the Village Hall Management Committee and the Parish Council need to enter into a funding agreement to draw down the S106 monies from the VWHDC. It was also noted that the Village Hall Management Committee is struggling with membership and funding.
ACTION: Deputy Clerk to arrange an urgent meeting between the Parish Council and the Village Hall Management Committee.
151/2024 Chairperson’s Report (Richard Wade).
a) Post Office. It was noted that the Post Office is still closed.
b) Sale of Land at 28 Church Lane. It was noted that considerable effort has been put into the matter and is still ongoing. Matter continued under item 165/2024.
c) S106 Monies. It was noted that a meeting was held with David Cookson (Infrastructure Implementation Officer, VWHDC).
d) Traffic Calming. It was noted that there will be a meeting with Milestone (Highway Engineers) tomorrow. Matter continued under item 158/2024 d).
e) Allotment Inspection. It was noted that an allotments inspection has been conducted. Matter continued under item 162/2024.
f) Allotment Rent. It was noted that allotment rent will be increased inline with inflation.
152/2024 Report from OCC Councillor Peter Stevens.
a) High Street Vehicle Activated Signs (VAS). It was noted that the VAS along the High Street is still broken.
b) County Councillor Priority Fund. It was noted that the Parish Council requested funding for a new defibrillator.
153/2024 Report from VWHDC Councillor Adrian Cooke.
a) Reservoir. It was noted that the VWHDC has responded to the Thames Water SESRO pre-DCO consultation. Matter continued under item 157/2024.
b) Housing Targets. It was noted that the VWHDC has increased their housing targets.
c) Unity Council. It was noted that the VWHDC and OCC are too big to become one council.
d) Village Green. It was noted that a hole has appeared in the Village Green.
ACTION: Deputy Clerk to photograph the hole in the Village Green.
e) Social Housing. It was noted that the VWHDC is going to become a social housing provider.
154/2024 Minutes of the Previous Parish Council Meetings.
a) Extraordinary meeting held on 30th July 2024. It was resolved to approve the minutes.
Proposed: Patricia Athawes Seconded: Pervin Shahin Resolved: Unanimous
b) Council meeting held on 9th July 2024. It was resolved to approve the minutes.
Proposed: Pervin Shahin Seconded: Elaine Wade Resolved: Unanimous
155/2024 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| Burial Ground Hedge Clearance. It was noted that the Village Caretaker has strimmed along the southern boundary. Action completed and removed. |
| County Councillor Priority Fund. It was noted that Peter Stevens (OCC) has been asked if funding is available for a defibrillator. Action completed and removed. |
| Entrance Signs. It was noted that Elaine Wade has painted the word ‘Drayton’ on 2 of the entrance signs but it needs doing again. |
| Sutton Wick Lane Willow Trees. It was noted that the Deputy Clerk has done background checks and received approval from the VWHDC. Action completed and removed. |
| OCC Councillor and our MP. It was noted that the Clerk invited our new OCC Councillor and our MP to a future meeting. Action completed and removed. |
156/2024 Finance and Personnel Committee (See Appendix B).
a) Payments.
i) The list of payments was received and approved.
ii) The payments to be made following the meeting were approved.
iii) The two Councillors authorised to make the on-line payments between this and the next Parish Council meeting were Graham Webb and Patricia Athawes.
b) Bank Statements and Reconciliation. The bank statements and reconciliation for the quarter to 31st July 2024 were approved and signed.
c) Disposition of Council Funds. The disposition of council funds was received and noted.
d) Next Finance Meeting. It was noted that we need a Finance meeting before the next full council meeting.
ACTION: Clerk to confirm the date of the next finance meeting.
157/2024 Planning Committee. See Appendix C. Graham Webb’s report was noted.
Reservoir. It was notedthat the Planning Committee needs to have a meeting to discuss the reservoir and agree our response to the Thames Water SESRO pre-DCO consultation.
158/2024 Neighbourhood Development Plan Working Group. Graham Webb’s report was noted.
a) Programme Managers Report. See Appendix D.
b) Walnut Meadow Sports Pitch Consultant. It was resolved to fund the sports pitch consultant for a further 3 days, including 2 site visits, during the sports pitch implementation at a cost of £1,988.00 ex VAT.
Proposed: Graham Webb Seconded: Pervin Shahin Resolved: Unanimous
c) Walnut Meadow MUGA. It was resolved to approve the contract to ‘ETC Sports Surfaces Limited’ to the sum of £172,480.00 + VAT for the construction of the MUGA.
Proposed: Pervin Shahin Seconded: Susan Harris Resolved: Unanimous
d) Traffic Calming. The Programme Manager presented designs and ideas for a raised table and pedestrian crossing at the Walnut Meadow junction and a pedestrian crossing along the High Street.
Adrian Cooke left at 8:58pm.
159/2024 Rights of Way & Conservation Working Group (Richard Wade).
a) BW9. It was noted that a tree has fallen across this bridle way. It was agreed to write to the homeowner asking them to remove their fallen tree.
ACTION: Deputy Clerk to write to the homeowner asking them to remove their fallen tree.
b) FP19. It was noted that a tree has fallen across this footpath. It was agreed to write to the land owner asking them to remove their fallen tree.
ACTION: Deputy Clerk to write to the landowner asking them to remove their fallen tree.
c) Sutton Wick Lane Pond. It was noted that we will need to get 3 quotations to dredge the pond.
d) Sutton Wick Lane Willow Trees. It was noted that the Deputy Clerk has received planning permission to pollard the trees and they are due to be pollarded on 23rd August 2024.
160/2024 Landscape Management Plan Working Group. It was noted that this working group needs to have another meeting.
ACTION: Clerk to arrange a Landscape Management Plan Meeting.
161/2024Public Art Working Group. (Pervin Shahin).
Village Trail / Footpaths. It was noted that Abigail Brown (Arts Development Officer, VWHDC) is about to place adverts for artists for the Public Art Wayfaring Walking Route proposal.
162/2024 Allotments. It was noted that an allotment inspection has been conducted and there are 7 plots that show non or very little sign of work being done on them. As there are 16 people on the waiting list it was agreed to write to the 7 plot holders.
ACTION: Clerk to write letters to the 7 plot holders that are not working their plots.
163/2024 Items to be noted from Parish Councillors. None.
164/2024 Date of the next Meeting. 10th September 2024.
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 excluded from the meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
165/2024 28 Church Lane. It was noted that the land outside 28 Church Lane may not be a ransom strip and therefore the value (£75,000.00) that the independent valuer put on the strip of land may be incorrect and far too high. It was also noted that to sell the land for less than its value is illegal.
ACTION: Clerk to advise what the consequences are if the land is sold for less than its value.
The Chairperson declared the meeting closed at 9:44pm.
Signed: Date:
Name:
Appendix A
Actions Checklist
| Village Hall. Deputy Clerk to arrange an urgent meeting between the Parish Council and the Village Hall Management Committee. |
| Village Green. Deputy Clerk to photograph the hole on the Village Green. |
| Next Finance Meeting. Clerk to confirm the date of the next finance meeting. |
| BW9. Deputy Clerk to write to the homeowner asking them to remove their fallen tree. |
| FP19. Deputy Clerk to write to the landowner asking them to remove their fallen tree. |
| Landscape Management Plan Working Group. Clerk to arrange a Landscape Management Plan Meeting. |
| Allotments. Clerk to write letters to the 7 plot holders that are not working their plots. |
| Church Lane. Clerk to advise what the consequences are if the land is sold for less than its value. |
| Village Trail / Footpaths. Pervin Shahin to circulate Public Art Wayfaring Walking Route proposal. |
| Entrance Signs. Elaine Wade to paint the word ‘Drayton’ on the entrance signs. |
| St Peter’s Church Graveyard. Susan Harris to investigate why the grass is not being cut. |
| Reservoir. Deputy Clerk to arrange a planning meeting. |
| Parish Online. Clerk to clarify some of the details of the Parish Online IT and communication interface. |
| Village Caretaker Contract. Clerk to update contract. |
Appendix B
Finance
| Total | 7,368.61 |
Payments and Receipts since last Council Meeting (12-31 July 2024)
| Drayton Parish Council Funds as of 31/07/2024 | |||||
| £ | |||||
| Unity Current Account | 228,642.64 | ||||
| NS&I (last statement Dec 2022) | 20,508.82 | ||||
| Unity Project Account | 15,866.27 | ||||
| Total | 265,017.73 | ||||
Appendix C
Planning Applications
| P24/V0802/HH. Proposed outbuilding for ancillary use. 212 Steventon Road Drayton Abingdon OX13 6RN. PC: Noted. VWHDC: Pending. |
| P23/V2847/S73. Variation of condition 8 (Drainage Details (Foul Water) (Full) in application P23/V1805/S73 Erection of 22 dwellings together with replacement garage for 10 Halls Close. As amended by plans and information received 19 July 2017; as amended by plans received 8 February 2018. 10 Halls Close Drayton Abingdon OX14 4LU. PC: Noted. VWHDC: Planning Permission on 25th July 2024. |
| P24/V1430/LB. Demolition of existing storage buildings, link extension and conservatory. Erection of single storey rear extension, loft conversion with 3 new dormer windows to rear, and internal reconfigurations to main dwelling. Like for like replacement of single glazed timber windows with double glazed timber windows to main dwelling. New detached two bay garage with ancillary accommodation above. 58 High Street Drayton Abingdon OX14 4JW. PC: Noted. VWHDC: Pending. |
| P24/V1427/HH. Demolition of existing storage buildings, link extension and conservatory. Erection of single storey rear extension, loft conversion with 3 new dormer windows to rear, and internal reconfigurations to main dwelling. Like for like replacement of single glazed timber windows with double glazed timber windows to main dwelling. New detached two bay garage with ancillary accommodation above. 58 High Street Drayton Abingdon OX14 4JW. PC: Noted. VWHDC: Pending. |
| P24/V1517/HH. Front extension with bay window Hip roof over with roofing tiles to match existing New entrance door Bedroom extension Disabled ensuite shower room. 111 Abingdon Road Drayton Abingdon OX14 4HL. PC: Noted. VWHDC: Pending. |
| P24/V1603/HH. Extension to first floor of dwelling house and general refurbishment (renewal of permission granted under P21/V2945/HH). 2 Corneville Road Drayton Abingdon OX14 4HN. PC: Pending. VWHDC: Pending. |
| P24/V1658/FUL. Extension to existing dwelling and one additional dwelling. 39A Steventon Road Drayton Abingdon OX14 4JX. PC: Pending. VWHDC: Pending. |
Appendix D
Programme Managers Report
Walnut Meadow: The planning application I submitted to discharge the conditions associated with the Hybrid planning application, was approved on 17th July. It covered the drainage strategy for the sports pitches and the sign-off of the archaeological excavation of the MUGA area.
At the extraordinary Full Council meeting on 31st July, AgriPower were appointed to implement the sports pitches and drainage. We are in the process of putting a contract in place and agreeing a start date for the work but in the meantime they have been on site to flail the weeds on the pitch area.
I have submitted a grant application to Football Foundation for £25K towards the cost of implementing the sports pitches. I plan to submit a larger grant request next year towards the cost of building the Pavilion.
I have submitted a request to the Vale to drawdown S106 funding for the sports pitch implementation. However, during a call with Dave Cookson at the Vale, he made us aware of the lengthy process for obtaining the funding:
- Approval at S106 funding committee (next meeting 16th Sept)
- Approval at Vale Cabinet
- Approval at a Vale Full Council meeting
- Funding agreement put in place (1 month)
It therefore seems likely we will not received S106 funds until November at the earliest. Since we wish to start the sports pitch implementation this year and the contractor is able to commence work, I have been liaising with the Clerk to look at funding the sports pitches from our Earmarked Reserves which will then be replenished when the S016 funding is approved. An agenda item will be on the September Full Council agenda to discuss this.
The architect appointed by the Parish Council is in the process of submitting a Reserved Matters planning application for the MUGA, Pavilion and Car Park. However, the Vale have a target of 3 months to determine a planning application by which time the weather may have taken a turn for the worse. There is a risk the MUGA construction may not be able to proceed this year if the weather is wet or particularly cold once planning approval is granted.
Traffic Calming: The NDP Group reviewed the current traffic calming measures and costs prior to a further Teams call with Milestone next week. We recommend removing one of the current items and replacing it with a different option. This will be discussed in more detail at the Full Council meeting.
Manor Farm: We are awaiting an update on the enforcement case raised against Cala from the Vale.