Projects Board Committee Minutes
held on Monday 18th February 2019 at 7:30pm in the Caudwell Day Centre, Gravel Lane, Drayton, OX14 4HF
Present:
- Colin Arnold (Chairman)
- Richard Williams
- Janet Manning
- Pat Athawes
- Andrew Bax (left at 9:13pm)
- Graham Webb
- Matthew Lowy
Not Present:
All members were present.
In attendance:
- Christopher Price (Deputy Clerk and Meeting Administrator)
- Lorraine Watling (Parish Clerk and Responsible Financial Officer) (left at 9:38pm)
Public:
- Richard Webber (OCC)
- Tony Holmes (Bookings Secretary, Village Hall).
1/2019 Nigel Porter (Director (Technical)) (Non Voting Member).
It was noted that Nigel Porter has withdraw his involvement from the Projects Board Committee.
2/2019 Apologies for Absence.
None.
3/2019 Declarations of Interest, Dispensations and Use of Delegated Powers.
None.
4/2019 Public Participation.
None.
5/2019 Minutes.
The minutes of the previous Projects Board Committee Meeting were confirmed and Richard Williams (Chairman) signed them.
- Proposed: Graham Webb
- Seconded: Pat Athawes
- Resolved: Unanimously
6/2019 Action Checklist from the Previous Meeting – Appendix A.
Sign at the entrance to the Golf Club.
It was noted that the sign has not been moved.
ACTION: Deputy Clerk recirculate email correspondence.
OCC Councillor Priority Fund.
It was noted that Richard Webber is going to get a barrier installed at the end of FP14 where it meets Henleys Lane / Church Lane.
Sports Pitch Drainage.
It was noted that Peter Dunford (Technical Coordinator, Miller Homes Southern) sent an email on 14th February 2019 with a drawing attached showing the reconfigured sports pitch.
ACTION: Clerk to ask Peter Dunford to confirm the sizes of the football pitches and ask that the footpath runs the far side of the children’s play area.
[Clerk’s note: The pitches will need to be, for us to apply for grants from Sport England:
- Adult 116 x 76 yards
- Youth 96 x 61 yards
- Junior 66 x 46 yards.
Expected timetable for transfer of land.
ACTION: Clerk to forward OCC’s response to our complaint regarding adoption of the roads to Richard Webber (OCC).
New Cycle Path to Corneville Road, Trees.
It was noted that the Clerk is getting quotations for the removal of the trees.
7/2019 OCC Report from Richard Webber.
The Projects Board Committee agreed that we would like two more raised crossings like the one at the new Manor Farm development. The new crossings would be for Walnut Meadow and the Dovecote developments. Richard Webber is looking into white lining parallel to the carriageway to create visual narrowing.
ACTION: Richard Webber to procure costings for two more raised crossings like the one at the new Manor Farm development.
8/2019 Hilliat Fields Trees.
It was noted that OCC have approved the tree planting scheme, but we are still awaiting issue of their Planting Licence and that this is the time to plant trees.
ACTION: Richard Webber to try and find our Planting Licence.
9/2019 Village Hall.
Tony Holmes (Village Hall committee member) reported on the Village Hall improvement plans plans. Phase one would be an extension to the toilets, and a simple storage room extension at the back. Other improvements are heating, wall insulation, floor, sound and a cycle rack. It was noted that we need a formal phasing plan with time scales.
ACTION: Colin Arnold to draft a phasing plan with S106 dates. Clerk to get VAT advice.
Andrew Bax and Richard Wade left at 9:13pm.
10/2019 Nursery Building (previously called Pre-school).
Laura Billingdon was unable to attend the meeting so Janet Manning read out the following report on her behalf: After Sarah presented the Portakabin drawings and all the work you had carried out to the governors we were advised by an OCC representative that we needed to follow official OCC procurement processes. I have now been working closely with OCC who have been guiding me in the best way to take this forward. The first thing to do was start an official tender process. I needed to enter the school in an ‘ESPO agreement’ which put me in touch with all approved / vetted suppliers of modular buildings (of which Portakabin is one). I have now contacted each of these suppliers through the ESPO agreement and details are in the attached document. We also need to gain official approval from OCC to do the building work. For this I have completed and sent to them a ‘self-financed approval form’ and am waiting for approval. We need to apply for planning ASAP (Sarah, I need to speak to you further about Mr O’Leary doing this for us). I was waiting to engage with a supplier so they could do this for us, but I think that will put us way behind schedule, (and cost lots more) so I’m hoping Mr O’Leary can submit using current floor plans and create standard portakabin style elevations.
11/2019 Projects Reserve.
It was agreed to rename the ear marked “Projects Reserve” to “Drayton Projects Board Ear Marked Reserve”.
12/2019 Walnut Meadow, Pavilion and Sports Pitches.
- Communication with Millers and arrangements for next meeting. It was noted that we are waiting for Millers to get back to us on a date for the next meeting.
- Street Lighting. It was noted that some of the new street lights on the the Walnut Meadow development will be owned by the Parish Council.
Lorraine Watling left at 9:38pm.
13/2019 Public Art.
It was noted that an article has been written for the Chronicle.
14/2019 Date of the next Meeting.
20th May 2019 at 7:30pm in the Caudwell Day Centre.
The Chairman declared the meeting closed at 10:00pm.
Signed:
Name: Colin Arnold
Date: 20th May 2019
Appendix A
Action Check List
Sign at the entrance to the Golf Club.
Deputy Clerk recirculate email correspondence.
Footpaths / cycle paths / bridleways.
Richard Wade and Graham Webb to compile a list of footpaths / cycle paths / bridleways requiring improvement.
Sports Pitch Drainage.
Clerk to ask Peter Dunford to confirm the sizes of the football pitches and ask that the footpath runs the far side of the children’s play area.
Expected timetable for transfer of land.
Clerk / Deputy Clerk to write to Caudwell and Sons Limited and remind them that their easement for access to the next field is at risk if Millers Homes do not build the roads to an adoptable standard. Clerk to forward OCC’s response to our complaint regarding adoption of the roads to Richard Webber (OCC).
New Cycle Path to Corneville Road, Trees.
Clerk / Deputy Clerk to write a legal document to be signed by the homeowner making it clear that they will be responsible for any future cutting back, trimming etc.
Project Manager.
Richard Williams to ask the possible candidate recommended by Jeremy Sacha if they are willing to be our Project Manager.
Crossings.
Richard Webber to procure costings for two more raised crossings like the one at the new Manor Farm development.
Hilliat Fields Trees.
Richard Webber to try and find our Planting Licence.
Village Hall.
Colin Arnold to draft a phasing plan with S106 dates. Clerk to get VAT advice.