Parish Council Meeting Minutes
held on Monday 3rd September 2018 at 7:30pm in the Caudwell Day Centre, Gravel Lane, Drayton, OX14 4HF
Drayton Parish Councillors Present:
- Richard Williams (Chairman)
- Andrew Cooke (left at 9:38pm)
- Colin Arnold
- Patricia Athawes
- Matthew Lowy
- Pervin Shahin
- Graham Webb
Drayton Parish Councillors not present:
- Richard Wade (Vice Chairman)
- Tamsin Meredith
In attendance:
- Lorraine Watling (Parish Clerk and Responsible Financial Officer)
- Christopher Price (Deputy Clerk and Meeting Administrator)
- Richard Webber (OCC) (arrived at 8:06pm and left at 9:09pm)
Public:
- Richard Seamark (Football Club)
- Daniel Scharf
- John Broadbent (hon Vice Chairman, GARD)
156/2018 Apologies for Absence.
- Richard Wade (Vice Chairman)
- Tamsin Meredith
157/2018 Declarations of Interest, Dispensations and Use of Delegated Powers
None.
158/2018 News from OCC Councillor.
Richard Webber gave his report later in the meeting upon his arrival. See item 163/2018.
159/2018 News from VWHDC Councillor.
Stuart Davenport was not present.
160/2018 Public Participation.
- Group Against Reservoir Development. John Broadbent (hon Vice Chairman, GARD) updated the Council on the reservoir that in their view is not needed, not resilient against prolonged drought and would increase the risk of local flooding.
- Allotments. A parishioner reminded the Council that there were obligations and powers to provide more allotments. He said that there is expected to be a shortage due to additional residents moving to the village and suggested that the 3 new development sites all potentially have suitable areas of land that would avoid the need to spend money on land purchase. It was noted that the Parish Council will be receiving in the order of £30,000.00 from S106 monies to be spent on allotment provision. It was noted that the former Clerk had written to landowners asking if they would be wiling to allow for their land to be used as allotments. It was suggested that the Parish Council ask the VWHDC to write a letter to landowners advising them that the Parish Council is under a legal duty to secure land for that purpose. The Clerk will contact OALC/ NALC to confirm the compulsory purchase process and potential costs.
- Football Club. Richard Seamark submitted a covering letter requesting that the PC reimburse the football club for grass cutting invoices which the club have already paid.
161/2018 Minutes.
The minutes of the previous Parish Council Meeting were confirmed and Richard Williams (Chairman) signed them.
Proposed: Colin Arnold Seconded: Matthew Lowy Resolved: Unanimously
Richard Webber arrived at 8:06pm.
162/2018 Action Checklist from the Previous Meeting – Appendix A.
The action checklist was noted and specific issues are reported below:
Trees of Remembrance Project.
The Clerk has requested a tree. It was suggested to plant it at the entrance to the new Manor Farm development.
Public Work Loan Board.
Oxfordshire Association of Local Councils has indicated that Drayton PC meet the criteria for the loan for the new sports pavilion.
Allotments.
It was agreed that the Clerk will consult the National Association of Local Councils to find out whether a possible site that has been identified could be converted into allotments.
Allotments 2019-20 Rent Increase.
Richard Williams to arrange an Allotment Working Group meeting. It was agreed to add an item to the next agenda to rescind the previous decision to significantly increase the rent.
Closed Bridge Linking Drayton to Marcham via BW3.
Richard Webber (OCC) reported that there is currently a dispute and stalemate between OCC and the landowner.
163/2018 News from OCC Councillor (Richard Webber).
- Bridleway 1 Damage. Richard Webber reported that the damage to Bridleway 1 just passed the Milton Road is being investigated.
- Milton Traffic. A turn left only sign has been erected in Milton at the junction of the High Street and Park Drive to try and alleviate traffic congestion.
- New Chief Executive. Yvonne Rees has been appointed as the new chief executive of OCC.
- Church Lane. The ‘Dragon’ has patched this road. [Clerks’ note: The Dragon uses a combination of compressed air, heat, bitumen and chippings to repair holes.]
- Walnut Meadow / Miller Homes. Richard Webber suggested that the Council send a letter to VWHDC Planning enforcement, VWHDC Chief executive, OCC Chief executive and Edward Vaizey (Member of Parliament) requesting that pressure be applied on Miller Homes to encourage them to finish the Walnut Meadow development. [matter continued under 168/2018 Projects Board Committee (c) Walnut Meadow / Miller Homes.]
Richard Webber left at 9:09pm.
164/2018 Finance & Personnel Committee – Appendix B. (Patricia Athawes).
- Additional Payment for Deputy Clerk. Minutes from 4th July 2016 state:
78/2016-17 Rights of Way & Conservation Working Group (Graham Webb).
Overgrown Footpaths and Bridal Ways. It was resolved pro-tem hire Christopher Price (Deputy Clerk) as a Parish Council employee for up to 5 hours per week at £12.50 per hour to strim the vegetation from more overgrown footpaths around the village, given OCC’s refusal to properly maintain these rights of way and that the hot and wet weather is promoting profuse vegetation growth beyond the capacity of the Village Caretaker to cope with alone.
Proposed: Tamsin Meredith Seconded: Colin Arnold Resolved: UnanimouslyIt was noted that Christopher Price (Deputy Clerk) has submitted an additional payment for removing an unauthorised ‘For Sale’ sign. It was resolved that the Council will pay Christopher Price (Deputy Clerk) an additional payment (up to 5 hours per week at £12.50 per hour) for previously agreed tasks that do not form part of his role as Deputy Clerk.
Proposed: Colin Arnold Seconded: Matthew Lowy Resolved: Unanimous
- Payments. The list of payments totalling £3,261.85 (circulated prior to the meeting) were approved. The 2 councillors nominate to approve online payments were Patricia Athawes and Richard Williams. The payments for £500 or above are listed at appendix B.
- Bank Reconciliation. The Council noted the bank reconciliation circulated prior to the meeting at Appendix B.
- Disposition of Council Funds. The council noted the disposition of council funds that had been circulated prior to the meeting and also included at Appendix B.
165/2018 Cemetery.
- Burial Rules and Regulations. The Clerk had circulated the revised ‘Burial Ground Rules and Regulations’ prior to the meeting via email. The Council resolved that it approved the revised ‘Burial Ground Rules and Regulations’ as amended at the meeting, and reconfirms the Council policy that cremation plots will be marked with flat ground level cremation tablets.
Proposed: Colin Arnold Seconded: Pervin Shahin Resolved: Unanimous
ACTION: Clerk to action the agreed amendments and issue the revised ‘Burial Ground Rules and Regulations’.
- Additional Consecrated Land. The Clerk received correspondence on 24th August 2018 from the Registry Clerk, Province of Canterbury Diocese of Oxford explaining the process and costs associated with consecrating additional land within the existing burial ground. It was resolved that an additional area of the existing burial ground will be consecrated at an estimated cost of £450 plus VAT. The Clerk will complete and submit the paperwork required to enable the Bishop of Dorchester to consecrate the additional land.
ACTION: Clerk to liaise with the diocese office to arrange for the Bishop of Dorchester to consecrate additional land at the existing burial ground.
Andrew Cooke left at 9:38pm.
166/2018 Leisure & General Purposes Working Group (Richard Williams).
Village Caretaker report was noted.
167/2018 Rights of Way & Conservation Working Group (Graham Webb).
Footpath/Cycle path Improvements. Richard Wade and Graham Webb are compiling a list of footpaths/cycle paths/bridleways requiring improvement.
168/2018 Projects Board Committee (Richard Wade).
- Meetings. It was noted that there was a meeting on 10th August 2018. There were a number of items that were not possible to discuss due to key people being absent from the meeting.
- Project Manager. It was noted that a separate Project Manager with appropriate expertise will be needed for specialist projects such as the building of the new pavilion.
- Walnut Meadow / Miller Homes. More frequent meetings are being arranged between the Parish Council and Miller Homes to maintain the pressure on them to finish the Walnut Meadow development.
169/2018 Winter Salt.
It was resolved to request a new salt bin at the Walnut Meadow junction.
Proposed: Colin Arnold Seconded: Pervin Shahin Resolved: Unanimous
ACTION: Clerk to bring to the Finance and Personnel Committee for approval.
170/2018 Allotments.
It was noted that Parish Councils are obliged to try and provide more allotments if these are requested. It was suggested that a shortage may arise due to additional residents moving to the village.
171/2018 Correspondence.
Allotments 2019-20 Rent Increase. The Clerk received an email on 2nd September 2018 from a resident who is an allotment holder in which a number of observations were made, and questions posed, about a recent meeting of allotment holders. Cllr Richard Wade has already responded to some specific questioned addressed to him.
ACTION: Richard Williams will respond to the other matters raised within the email on behalf of the Parish Council.
172/2018 Items to be Noted from Parish Councillors.
None.
173/2018 Dates of the next Meetings.
- Finance and Personnel Committee. 17th September 2018. 7:00pm. Village Hall.
- Projects Board Committee. 17th September 2018. 7:30pm. Village Hall tbc.
- Planning Committee. 1st October 2018. 7:00pm. Caudwell Day Centre.
- Parish Council. 1st October 2018. 7:30pm. Caudwell Day Centre.
The Chairman declared the meeting closed at 10:16pm.
Signed:…………………………..
Name: Richard Williams
Date: 3rd September 2018
Appendix A
Action Check List
Conservation Area Report.
Clerk to peruse Conservation Area Report.
Burial Rules and Regulations.
Clerk to issue revised ‘Burial Ground Rules and Regulations’.
FP16 Barbed Wire.
To follow up meeting with OCC and ask if Highway road surface waste is available and suitable for our footpaths. Done – awaiting reply.
Allotments.
Clerk to consult the National Association of Local Councils about an area of land which might be suitable to convert into into allotments.
Halls Close.
Clerk to consult biodiversity with Revd. Meg Heywood (meeting being held on 4th Sept).
NDP Text Revisions.
Richard Williams to draft suggested revisions for the Drayton NDP for the Council to consider.
Allotments 2019-20 Rent Increase.
Richard Williams to arrange an Allotment Working Group meeting.
Manor Farm, Gravel Lane Footpath.
Stuart Davenport (VWHDC) to get an update from VWHDC Planning Enforcement on our complaint.
Closed Bridge Linking Drayton to Marcham via BW3.
Richard Webber (OCC) to look into the matter and see if anything can be done to get the bridge reopened.
Storage of Parish and Drayton History Society Records.
Tamsin Meredith to investigate the possibility of the Parish Council renting a cupboard in the Village Hall.
Dog Poo.
Richard Wade to write article for Chronicle.
Additional Consecrated Land.
Clerk to work with the Diocese office to process the application for the Bishop of Dorchester to consecrate additional land at the existing burial ground.
Winter Salt.
Clerk to bring to the Finance and Personnel Committee meeting.
Allotments 2019-20 Rent Increase.
Richard Williams to respond to the resident concerned.
Allotments 2019-20 Rent Increase.
Deputy Clerk to add an item to the next agenda to rescind the decision to significantly increase the allotment rents.
Appendix B
PAYMENTS OVER £500 AS AT 31 AUGUST 2018
Payments
Invoice Amount
Including VAT
DISPOSITION OF COUNCIL FUNDS AS AT 31 AUGUST 2018
ACCOUNT
REF
BALANCE
INTEREST RATE
ACCOUNT TYPE
Appendix C
Planning Committee Report
P18/V0794/FUL.
Conversion of existing barn to 1 residential unit and revision to associated parking forecourt. Removal of barn and erection of 1 residential dwelling with attached double garage and erection of 1 residential dwelling with detached double garage (variation to consents 10/02088/FUL and 10/02089/LBC). Land to the rear of 24 High Street Drayton ABINGDON OX14 4JL.
PC: Objection:
The Parish Council feels that the new residential dwellings are not sympathetic to the High Street or the existing Grade II Listed barn. The proposed dwellings are within the Drayton Conservation Area and should respect the nature of the Conservation Area as well as the setting of the Listed Building. We would also like the wall along the High Street to be reinstated so that it looks harmonious to the adjacent wall.
VWHDC: Planning Permission on 24th August 2018.
P18/V1547/FUL.
Single dwelling house with detached double garage. 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: Support.
VWHDC: Pending.
P18/V1453/HH.
New single storey, two car bays covered garage with adjoining workshop and car entrance reconfiguration. 71 High Street Drayton Abingdon OX14 4JW.
PC: Support.
VWHDC: Planning Permission on 10th August 2018.
P18/V1616/FUL.
Demolition of existing dwelling and development of two new dwellings. Close End House 19 East Way Drayton Abingdon OX14 4JZ.
PC: Objection:
Reiterate previous comment (see August planning minutes for details).
VWHDC: Planning Permission on 20th August 2018.
P18/V1791/HH and P18/V1792/LB.
New conservation roof light, two opening casements added to existing glazed screen and installation of wood-burning stove with flue. Manor Farm Barn The Green Drayton Abingdon OX14 4JA.
PC: Support.
VWHDC: Planning Permission on 5th September 2018.
P18/V1835/HH.
Summer house and garden shed. Retrospective application. 45 Steventon Road Drayton Abingdon Oxfordshire OX14 4LA.
PC: Support.
VWHDC: Planning Permission on 5th September 2018.
P18/V0795/LB Amendment: No. 1 – dated 31st July 2018 and P18/V0794/FUL Amendment: No. 2 – dated 31st July 2018.
Conversion of existing barn to 1 residential unit and revision to associated parking forecourt. Removal of barn and erection of 1 residential dwelling with attached double garage and erection of 1 residential dwelling with detached double garage (variation to consents 10/02088/FUL and 10/02089/LBC). (amended plans received 31/07/18 to amend design of plot 2 and the boundary treatment around plot 1). 24 land to the rear of 24 High Street Drayton ABINGDON OX14 4JL.
PC: Pending.
VWHDC: Listed Building Consent on 24th August 2018.
P18/V1644/FUL.
Single storey extension to existing unit. Address: 1-2 Bradfield Court Milton Road Drayton Abingdon OX14 4EF.
PC: Objection:
Drayton Parish Council feels that this is over development outside of the built up area of the village. We also disagree that this is a single story extension as the plans appear to show a mezzanine floor and second floor windows.
VWHDC: Pending.
P18/V1778/FUL.
Change use of existing cabin to office and showroom. Milton Garden Machinery Milton Road Drayton Abingdon OX14 4EZ.
PC: Objection:
Drayton Parish Council believes that the planning decision notice that granted planning application P14/V2531/FUL has been violated as the existing unauthorised residential building has not been demolished and the bridleway that adjoins the site has been damaged. Planning decision notice states: 5. Within 12 months of the date of this planning permission, or within one month of the completion of the development, whichever is the sooner (unless otherwise first agreed in writing by the local planning authority); the existing unauthorised residential building shall be demolished and the materials removed from the site. Reason: In the interest of visual amenity (Policy DC1 of the adopted Local Plan). NB: INFORMATIVE A bridleway adjoins the site. This planning permission does not authorise the stopping up, diversion or temporary obstruction of the footpath/bridleway, or any damage to it. Any damage to the bridleway shall be repaired at the applicant’s expense.
VWHDC: Pending.
P18/V1994/HH and P18/V1995/LB.
Replace existing pebble dash render with lime mortar render. 3 Church Lane Drayton Abingdon OX14 4JS.
PC: Support:
The Parish Council believes that a lime mortar render will be more in keeping with the age of the house.
VWHDC: Pending.
OCC ref: MW.0099/18.
Planning application by H Tuckwell & Sons Thrupp Lane Quarry, Thrupp Lane, Radley, Abingdon, Oxfordshire, OX14 3NG for planning permission: Planning Application under Section 73 of the Town and Country Planning Act 1990 (as amended) to continue the development permitted by permission no P13/V2763/CM (MW.0124/13) (to retain and operate the processing plant and ancillary operations) without complying with by varying conditions 11, 12, 16 & 18 and removing conditions 17, 19 and 20 of to allow the development to be accessed via a temporary haul road in place of the existing required vehicle access route at Land Adjoining Stone Hills Lane, Oday Hill, Sutton Wick, Abingdon, OX14 4AA.
PC: Pending.
VWHDC: Pending.
P18/V1778/FUL Amendment : No. 1 – dated 20th August 2018.
Change use of existing cabin to office and showroom. (Description amended on 23 August 2018 to include: Proposed ancillary retail use) (Amended Design & Access Statement & plans received 20 August 2018, location and block plan, amending the proposed car parking arrangements). Milton Garden Machinery Milton Road Drayton Abingdon OX14 4EZ.
PC: Objection:
The Parish Council would like clarification weather the track that runs to this business is a bridleway or a byway (open to all traffic).