Drayton Parish Council Minutes
of the Remote Meeting held on 9th March 2021 at 7:30pm.
Councillors Present: Tamsin Crane (Chairperson), Patricia Athawes (Vice Chairperson), Richard Wade, Pervin Shahin, Shane McAleavey, Graham Webb, Natasha Brand (arrived at 7:35pm), Susan Harris.
Councillors Not Present: Garin Schoonhoven, Claire Woollard, Irma Schoonhoven.
In attendance: Lorraine Watling (Clerk and RFO), Christopher Price (Deputy Clerk), Richard Webber (OCC), Abi Brown (VWHDC), Andrew McKeown (Artist).
Public: 4 members of the public were present.
34/2021 Apologies for Absence. Garin Schoonhoven, Claire Woollard, Irma Schoonhoven.
35/2021 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.
Cllr Natasha Brand arrived at 7:35pm.
36/2021 Public Art Working Group.
a) Walnut Shaped Bollards for the Village Green. Andrew McKeown (Artist) presented to the Council his artist impressions of Walnuts on the Village Green and the details for the materials etc. He also offered ideas of how he could engage with the Community noting that his costs would need to be borne by the project. Discussion followed about the proposed siting of the walnuts and the objectives of their positioning. The artist suggested that they should be no less than 1 metre back from the edge of the kerb. It is hoped that the VWHDC will approve the release of funds for this art work on 23rd March 2021. The artist’s lead time is 4-5 months.
ACTION: The Art Working Group will visit the site, discuss the options and come up with a final plan for the proposed siting of the bollards. The Chairperson thanked the artist and he then left the meeting.
b) Entrance Gates. It was noted that there was an article in the March 2021 (Volume: 44 Issue: 2) Drayton Chronicle asking for residents to email ideas and suggestions for the entrance gates, 6 people responded. Nobody was against removing the ‘twinning’ signs. Discussion followed, during which it became clear that there were still things to consider, and decide, with regard to the number, positioning, fixings and size of the signs. At the initial site meeting with OCC it was envisaged that there would be one sign on the left hand side of the road at each of the three entrances to the village. Some Cllrs suggested that two per entrance might be better. It was noted that there could be significant additional costs to install more signs. It was agreed that Cllrs should visit each of the proposed sites to see how the road layouts differed, as this would help during future discussions. It was suggested that it might be better to do fewer larger art installations, than more small ones. County Cllrs Webber was at the meeting and advised that the PC consult with OCC about any proposed changes to the plans as road signage is covered by some legal requirements.
ACTION: Deputy Clerk to set up a Public Art Working Group remote meeting on 16th March 2021, explore the options of one or two signs, and report back the recommendation at the April meeting, with full costings for the same.
37/2021 Report from OCC Councillor (Richard Webber).
County Cllr congratulated the Parish Council and the people who had worked on the Neighbourhood Plan for developing the green spaces and aesthetics of Drayton over recent years, noting that somebody had recently commented on it being a ‘pretty place’.
- Highways Matters/Walnut Meadows. Cllr Webber recognised that the highways work was behind schedule and that the Walnut Meadows Sports pitches were taking time to sort out. He asked everyone to remain patient as we would get there in the end.
- Football Club. Cllr Webber asked for an update from the PC about the proposed football pitches at Walnut Meadows. He has been in discussions with the Drayton Football Club and would find it useful to have a better understanding of the rough time estimate for when pitches might be available, and the Parish Councils views/plans for football. The Chairperson noted that it was good the that Football Club wanted to engage with the PC and that this should be encouraged. It was noted that any Football Club operating from the new facilities would need to engage with all ages and both sexes.
ACTION: Richard Webber and Richard Wade to discuss further.
c) Coronavirus / Covid-19. It was noted that the government has created a handy four step roadmap graphic to make it easier to digest the ‘cautious easing’ of lock down restrictions.
Cllr Webber noted that the pre-election purdah period starts in Oxfordshire on 29th March 2021 so he will be working by email after that date until the local election.
38/2021 Report from VWHDC Councillor. Adrian Cooke was not present and no report was received.
39/2021 Public Participation.
a) Tommy Silhouette. A parishioner asked the Parish Council to consider purchasing a metal ‘Tommy’ silhouette from the s106 Art contributions for display on the Village Green in November, as a token of remembrance. The Chair said that the Council would be happy to discuss this suggestion, but had not done so yet.
ACTION: The proposal for a ‘Tommy’ to be discussed at a future meeting.
b) Manor Farm to Gravel Lane Footpath Link. A parishioner addressed the Council about the new footpath link that has not been constructed to the approved plans. He noted the recent Parish Council minutes, and commented about the services that are located in this area. The Chair thanked him for his participation and said that his points had been noted. Item continued under item 44/2021 Neighbourhood Development Plan Working Group a).
40/2021 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: Natasha Brand Resolved: 7 for and 1 Abstention.
41/2021 Action Checklist from the Previous Meeting was reviewed and updated, and the additional point was noted.
Play Area Surface Repair Walnut Meadows. It was noted that Miller Homes have responded and provided details of the guarantee.
ACTION: Deputy Clerk to ask Kompan to repair the play area surface under guarantee.
42/2021 Finance and Personnel Committee (Patricia Athawes). See Appendix A.
a) Payments. The list of payments had been circulated prior to the meeting. The 2 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 Reconciliation had been circulated prior to the meeting and was noted.
c) Disposition of Council Funds had been circulated prior to the meeting and was noted.
d) Play Area Surface Repair Walnut Meadows. Item discussed under 41/2021 Action Checklist from the Previous Meeting.
e) Annual Statement of Internal Control. The Annual Statement of Internal Control had been circulated prior to the meeting for Cllrs to review. It was resolvedto approve the Annual Statement of Internal Control.
Proposed: Pat Athawes Seconded: Shane McAleavey Resolved: Unanimous
f) Minutes from the Finance & Personnel Committee Meeting held on Tuesday 2nd March. The draft minutes from the meeting of the Finance & Personnel Committee that was held on Tuesday 2nd March were received and noted.
g) Income and Expenditure to the end of February. The income and expenditure as at 28th February 2021 was noted.
h) Annual Audits. The Clerk updated the Council about the internal and external audit. It was noted that the time frame for this year’s audit was yet to be confirmed, but was thought likely to be similar to that of pre-pandemic years.
i) Pond Risk Assessment. A draft risk assessment for the pond had been prepared and circulated by Cllr Wade. Cllrs were asked to read it so that it could be discussed and agreed at the next meeting.
ACTION: The pond risk assessment to be included on the April agenda for approval by Council.
43/2021 Planning Committee (Graham Webb). See Appendix B.
Development Opportunities. A strategic discussion about development opportunities was noted.
ACTION: Graham Webb to respond to the correspondence regarding development opportunities, noting that our current Neighbourhood Development Plan does not expire until 2030.
44/2021 Neighbourhood Development Plan Working Group.
a) Manor Farm to Gravel Lane Footpath Link. It was noted that Parish Council does not have the power or authority to approve any revised footpath plans from Cala Homes. It was also noted that Cala Homes needed to submit a planning application to the VWHDC if they wished to deviate from the approved plans. That being said, the Council did not consider the proposed new plan for the footpath to be objectionable. It was resolved in principle to support the revised plan if a new planning application is submitted.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: Unanimous.
ACTION: Clerk and Richard Wade to draft a letter to be sent to Cala Homes.
b) Walnut Meadow Sports Pitch. It was noted that the VWHDC Planning Enforcement are still assessing the revised plan from Miller Homes.
45/2021 Allotments.
Cllrs Wade and Webb declared a general interest in the allotments.
a) Gates. The question of whether or not to lock the new gate at the allotments was discussed. It was noted that this was Parish Council land and so should, in principle, be available to the whole community. The primary reason for the installation of the gates was to keep the deer out of the allotment site and it did not matter if the gates were locked or not as long as they were kept closed. There was little actual evidence of there being a theft problem, only anecdotal. The previous exit onto the site from the graveyard had now been blocked off, so anyone entering the site would have to make a conscious effort to open the gate in order to do so. The practicalities of people locking and unlocking the gate whenever the entered or left the site was discussed and it was noted that neighbouring residents needed access to maintain their boundary. The Allotment Warden had asked allotment holders for their views and had a limited response. Two allotment holders were against the gates being locked and nine allotment holders were favour of them being locked. The Council agreed a policy whereby the gates should be left unlocked for now. The situation will be reviewed in one year. The Clerk suggested that a sign be installed on the gate reminding people to keep it closed.
ACTION: Deputy Clerk to fabricate some ‘Please Shut the Gate’ signs. The Chair to notify the Allotment Warden of the Councils decision that the gates are to be left unlocked for now.
b) Car Parking. It was noted that the Parish Council had received a complaint about inconsiderate car parking near the allotments.
ACTION: The Chair to ask the Allotment Warden to remind allotment holders about the anti-social clause in the allotment agreement, that covers bonfires, inconsiderate parking etc.
46/2021 Annual Parish Meeting (Meeting of the Parish). It was agreed to hold this meeting on 6th April 2021.
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).
47/2021 Burial Ground.
- Covenant. An update was received and noted.
- Non-Standard Request. A non-standard request relating to the use of the burial ground was received and considered. The request was approved by Council, subject to the Clerk being sent a copy of some paperwork and a process being followed.
ACTION: The Clerk will notify the enquirer of the Council’s decision, and suggest that they might like to make a donation toward the burial ground upkeep.
48/2021 Project Manager. An update was noted.
49/2021 Council Procedure. It was resolved to adopt a sensitive Council procedure, and to review it again in two years.
Proposed: Tamsin Crane Seconded: Susan Harris Resolved: 7 for and 1 Abstention.
End of Reserved Business.
50/2021 Items to be noted from Parish Councillors.
51/2021 Date of the next Meeting. 13th April 2021.
The Chairperson declared the meeting closed at 10:38pm
Signed: Date:
Name:
Appendix A
Finance & Personnel Committee
Payments: £500 or more
£
Salaries 1,458.34
IJ Agricultural & Equestrian Fencing (s106 project) 10,756.20
Disposition of Council Funds as at 1st Mar 2021
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £237,510.52 0% Current Acct
NS&I 779 £20,487.64 0.01% Savings Acct
Unity Bank 554 £15,185.52 0.1% Projects Acct
Total £267,183.68
Appendix B
Planning Committee Applications
| P20/V2277/HH. Proposed work is part single storey and part first floor extension. 2 Hilliat Fields Drayton Abingdon OX14 4JE. PC: Noted. VWHDC: Planning Permission on 26th February 2021. |
| P20/V2324/HH. Proposed two storey rear extension. 2A Hilliat Fields Drayton Abingdon OX14 4JE. PC: Noted. VWHDC: Planning Permission on 26th February 2021. |
| P20/V2741/HH. Front & Side Single Storey Extension. The Hollies Barrow Road Drayton Oxfordshire OX14 4SU. PC: Noted. VWHDC: Pending. |
| P20/V2853/HH. Single storey rear extension and alterations. 7 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P20/V3023/FUL. Mixed agricultural and equestrian use of land for grazing, erection of stables, stores and yard, together with associated earthworks, landscaping and boundary treatment. Dropshort Farm Drayton Road Sutton Courtenay ABINGDON OX14 4HA. PC: Support. VWHDC: Planning Permission on 22nd February 2021. |
| P20/V3161/FUL. Proposed conversion of single dwelling into two dwellings. 7 Abingdon Road Drayton Abingdon OX14 4JB. PC: Support. VWHDC: Planning Permission on 10th February 2021. |
| P20/V3237/FUL. Demolition of existing commercial building. Construction of two semi-detached houses. Norrington House 22 High Street Drayton Abingdon OX14 4JL. PC: Response: The Parish Council regrets the loss of the retail outlet but acknowledges that the commercial building has been vacant for a number of years and there may not be a demand for it. It is also worth noting that there may be a new pedestrian crossing along the High Street near this location that needs to be considered along with this planning application. VWHDC: Pending. |
| P20/V3357/HH. Two storey side extension. 226 Steventon Road Drayton Abingdon OX13 6RN. PC: Objection: The Parish Council is concerned about the size of the extension and the loss of light to the neighbouring house. VWHDC: Pending. |
| P21/V0064/LB. Redesign of previous application no. P18/V0794/FUL & P18/V0795/LB. Demolition and replacement of cart shed walls. Barn to the rear of 24 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P20/V3299/FUL. Redesign of previous application no. P18/V0794/FUL & P18/V0795/LB. Demolition and replacement of cart shed walls. Barn to the rear of 24 High Street Drayton High Street Abingdon OX144JL. PC: Noted. VWHDC: Pending. |
| P21/V0077/FUL. Variation of condition 2 (approved plans – elevational amendment to increase ridge height from 8.734m to 9.006m) on application P20/V2047/FUL. Variation of condition 2 (approved plans – to allow minor elevational amendments and the inclusion of a raised patio) and conditions 3 – materials, 9 – landscaping details and 11 – boundary treatments on application ref. P19/V1992/FUL. (As amended by plans and documentation received 13 October 2020, 9 November 2020 and 26 November 2020). Demolition of a pair of semi-detached cottages & outbuildings & construction of a new detached dwelling & detached garage. 3 Mill Lane Sutton Courtenay Abingdon OX14 4BE. PC: Noted. VWHDC: Planning Permission on 25th February 2021. |
| P21/V0253/HH. Construction of single storey rear extension, following the demolition of existing conservatory and formation of a front porch. 33 Hilliat Fields Drayton Abingdon OX14 4JQ. PC: Noted. VWHDC: Pending. |
| P21/V0365/HH. 17 Binning Close – Single storey rear extension and linked first floor rear extension 18 Binning Close – linked first floor extension. 17 & 18 Binning Close Drayton Abingdon OX14 4LN. PC: Noted. VWHDC: Pending. |
| P21/V0357/FUL. The addition of a 2 space car port and home office over. Barn to the rear of 24 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |