Projects Board Committee Minutes
Projects Board Committee Minutes held on Monday 24th October 2019 at 7:30pm in the Village Hall, OX14 4JG.
Present:
- Claire Woollard (Chairperson)
- Graham Webb (Vice Chairperson)
- Pat Athawes
- Matthew Lowy
- Shane McAleavey
- Tamsin Crane
- Richard Williams
- Colin Arnold
- Janet Manning.
Not Present:
All Councillors were present.
In attendance:
- Christopher Price (Deputy Clerk and Meeting Administrator)
Public:
3 Members of the public were present.
44/2019 Apologies for Absence.
None
45/2019 Declarations of Interest, Dispensations and Use of Delegated Powers.
Tamsin Crane declared a general interest in the Manor Farm development as she lives there.
Claire Woollard declared a general interest in the Walnut Meadow development as she lives there.
46/2019 Public Participation.
None
47/2019 Minutes.
The minutes of the previous meeting were rejected and not signed. Amended minutes to be signed at the next Parish Council meeting.
48/2019 Village Hall Refurbishment.
Tony Holmes reported on proposed improvements to the Village Hall. Questions were raised over processes and procedures i.e. how many quotations are required or weather the work need to go out for tender. It was noted that it might be worth getting a project management company to oversee the work. It was also noted that Claire Woollard and Tamsin Crane have a meeting with the VWHDC regarding S106 monies on 7th November 2019.
ACTION: Claire Woollard and Tamsin Crane to find out about processes and procedures i.e. how many quotations are required or weather the work need to go out for tender.
49/2019 Action Checklist from the Previous Meeting. Appendix A.
Footpaths, cycle paths, bridleways.
Arthur McEwan-James (Officer (Public Rights of Way), OCC) has not responded to the Deputy Clerks email.
ACTION: Deputy Clerks ask OCC again for advice.
Village Hall Refurbishment.
Tony Holmes has attended this meeting.
Glanville / Walnut Meadow Sports Field Level.
Graham Webb has printed 3 copies of Glanville’s sports field elevation plan.
Miller Homes Legal Advice.
Tamsin Crane received an email on 24th October 2019 from Nicola Gooch (Partner, Irwin Mitchell LLP) responding to the questions asked.
ACTION: Tamsin Crane to clarify a few things with Nicola Gooch.
Next meeting with Miller Homes.
The next meeting will be held on 25th November 2019 TBC.
ACTION: Claire Woollard to confirm date of the next meeting.
50/2019 Terms of Reference.
Deferred to the next meeting.
51/2019 Projects Board Spending Limit.
Deferred to the next meeting.
52/2019 Responsible Financial Officer.
Deferred to the next meeting.
53/2019 Walnut Meadow, Miller Homes, Pavilion and Sports Pitches.
Minutes from the meeting held on 18th October 2019 with Miller Homes. Appendix B.
54/2019 Manor Farm, Cala Homes.
- Access. It was noted that steps have been put in linking the Manor Farm development to Henleys Lane and the access to Gravel Lane still needs doing.
- Girders along Gravel lane. It was also noted that the tops of the girders along Gravel lane have been cut off, but the off cuts have been dumped in the ditch and need removing from site.
- Forest Garden. The Clerk received an email on 29th September 2019 from a parishioner reminding us of Neighbourhood Planning Policy PLF1:
PLANNING POLICY PLF1: CREATION OF VILLAGE GREEN ON THE MANOR FARM SITE The proposed development of the Manor Farm site, allocated in policy P -H2 should include the creation of a new green open space on the site. The space should have an open aspect on its western side to create a visible connection between the east and west of the village, with an avenue of trees leading up to the green from Hilliat Fields. It should reflect the rural and agricultural nature of the Conservation Area, in which it is located.
It was noted that this represents an opportunity to establish a forest garden.
55/2019 The Dovecote, Bloor Homes.
Shane McAleavey reported on this development.
56/2019 Public Art.
Shane McAleavey reported on this project.
57/2019 Burial Ground.
Glanville will survey the burial ground.
58/2019 Projects Board Log.
- Tree Planting. It was noted that phase 2 needs to be done.
- Burial Ground Compost Bins. Deputy Clerk to lead project.
59/2019 Date of the next Meeting.
The next meeting will be held on 21st November 2019 in the Village Hall.
The Chairperson declared the meeting closed at 10:00pm.
Signed:
Name: Claire Woollard
Date: 21st November 2019
Appendix A
Action Check List
Footpaths, cycle paths, bridleways.
Richard Wade, Shane McAleavey and Graham Webb to compile a list of footpaths, cycle paths, bridleways requiring improvement. Deputy Clerk to ask Arthur McEwan-James (Officer (Public Rights of Way), OCC) for advice in improving BW29. Graham Webb to contact Jenks Group (Arboricultural Contractors), review to be completed by mid-December.
Responsible Financial Officer.
Claire Woollard, Tamsin Crane to investigate permissions and procedures.
Terms of Reference.
Claire Woollard and Tamsin Crane to circulate draft Terms of Reference.
Glanville / Walnut Meadow sports Field Level.
Graham Webb to get a quotation to regrade sports field to the correct level.
Miller Homes Legal Advice.
Tamsin Crane to clarify a few things with Nicola Gooch.
Next meeting with Miller Homes.
Claire Woollard to confirm date of the next meeting.
Village Hall Refurbishment.
Claire Woollard and Tamsin Crane to find out about processes and procedures i.e. how many quotations are required or weather the work need to go out for tender.
Appendix B
Minutes of Meeting with Miller Homes
WALNUT MEADOWS / MILLER HOMES DEVELOPMENT
Minutes of Meeting between Miller Homes and representatives of Drayton Parish Council and the Vale of White Horse District Council held on Friday 18th October 2019 at 2.30 pm at the Village Hall, Drayton
Purpose of Meeting:
Miller Homes (MH) to update Oxfordshire County Council (OCC), Vale of the White Horse District Council (VOWH) and Drayton Parish Council (DPC) representatives on the progress at Walnut Meadows on each agenda point below since last meeting held on 28 August 2019.
Attendees:
Representing MH:
- Peter Dunford (Technical Coordinator)
- Richard Culpan (Customer Care Director)
- Tracey Forbes-Taylor (Regional Managing Director)
- Russell Brewer (Technical Director)
Representing DPC:
- Cllr. Claire Woollard (Projects Board Chair)
- Cllr. Colin Arnold (Projects Board member)
- Cllr. Tamsin Crane (DPC Chair)
- Richard Williams (Projects Board member)
- Chris Price (Deputy Clerk, DPC)
Representing VOWH:
- Cllr. Andy Cooke
Apologies:
- Cllr. Richard Webber, OCC
- Emma Turner (Enforcements Officer VOWH)
Claire Woollard opened and led the meeting.
1. OBJECTIVES OF THE MEETING / COMMUNICATIONS
The objective of the meeting was for MH to provide an update on progress since the last meeting approximately 8 weeks ago.
DPC flagged that communications from Millers still needed to improve; both vis-à-vis the DPC and residents of Walnut Meadows. Good communications were fundamental for DPC to understand timing, steps and any actions it needs to take; and to reassure concerned residents that issues are being progressed towards completion. It was suggested that MH could set up a generic email address for queries from residents which could be accessed by all MH personnel and facilitate a quicker response.
DPC queried if it was still the plan for MH to have completed all works and be offsite by the end of 2019. This was discussed, and it was noted that significant progress had been made, the main remaining items were the playing fields and Road 2 (as discussed in detail below).
2. SITE ENTRANCE / ROAD 2
Site entrance: it was noted that works at the site entrance had been largely completed; the remaining tasks would take 2-3 days and were as follows:
- application of the anti-skid surface, which required section 278 access and temperature above 6C, and so was weather dependent;
- installation of new street lights and removal of old ones; this was planned for the last week of October; and
- white lining which was also weather dependent but due to take place before the end of October.
Road 2: MH noted that in July they had provided to Jack Wheelan at the OCC Highways Department the information required to begin the road adoption process. Richard Webber had indicated at the August meeting that this submission did not address all points, but MH had followed up with OCC and were confident that the submission was complete and therefore the action was on OCC to respond.
It was also noted that OCC had asked for an explanation of the drainage on the road leading to the proposed pavilion site, which was supposed to be permeable with a tank underneath. MH noted that there had been a failure of the contractors who had dug down too deep through the gravel layer so filtration was too slow. The solution had been to add a link to the swales and an overflow into the Thames Water sewer in Abingdon Road (with Thames Water’s agreement). MH had submitted calculations to Jack Wheelan at OCC.
Action item 1: DPC to ask Richard Webber to chase Jack Wheelan to check status of the MH submissions.
DPC noted that some of the block paved roads on the development which were not due to be adopted, but handed over to the management company, had not been laid properly.
Action item 2: MH to inspect and fix any defective the private roads by the end of November.
The parties discussed Condition 13 – the requirement to submit a fully detailed sustainable drainage scheme for off-site foul and surface water of the development, developed in accordance with the Flood Risk Assessment 14/0626/5014 rev A dated 03/02/15 and the Foul water impact study X4503-611 SMG1449 v2.0 July 2014. MH noted that Thames Water had written to VOWH to seek discharge of this condition.
3. UTILITIES CONNECTION
DPC noted that this action item from the last meeting was outstanding, and MH agreed to ask JLES to complete this by the end of October.
Action item 3: MH to commission contractors to check where the utilities terminate and to provide appropriate drawings with grid references to DPC and VOWH.
4. SPORTS PITCH AREA & DRAINAGE PLAN
Elevation: There was a discussion around the elevation level of the public open space where the sports pitches are to be located. MH and DPC took different positions on this issue.
MH noted that JLES had completed elevation levels survey earlier in 2019 and that levels had not changed since then. MH noted that they do not consider there to be any breach as regards the elevation levels; also that it is for DPC to fulfil condition 12 of the planning permission – drainage plan for the sports pitch area.
DPC noted that it had commissioned Glanville, an independent party, to complete a formal survey of the elevations of the public open space, and that Glanville’s report had been shared with MH and VOWH. This indicated that the elevations were higher than the elevations marked in the Approved Plans. DPC had never seen the JLES survey, but in any case, it was appropriate to compare the elevation to the plans approved by VOWH. If MH had intended to raise the elevations, this should have been detailed in the planning application.
Action item 4: DPC to discuss elevations with VOWH.
Contamination: DPC noted that it was concerned that the public open space had been contaminated by concrete and other building materials, which was apparent from the very large rubble lying on the surface, and it also had video evidence indicating this was the case. MH did not comment on this point; DPC pointed out that samples could be taken, and areas dug out to determine if this is indeed the case.
Action item 5: MH to install footpath at back of sports pitch at appropriate time.
5. THE FOOTPATH LINK TO CORNVILLE ROAD AND THE SCHOOL
MH noted that the staggered barriers and signage had been installed satisfactorily, and pathway from Barrow Road into the estate finished.
DPC pointed out that several clean up points still remained:
- the large hole in the hedge on the Walnut Meadows/Barrow Road boundary, which had been removed for allow the installation of a culvert, needed to be replanted;
- a further large hole in the hedge both sides of the Walnut Meadows/Barrow Road boundary next to the foot/cycle path needed to be closed as a matter of urgency, because vehicles are using this as an access route into the estate; ;
- a number of dead trees and other rubbish had been dumped near this gap in the hedge which needed to be removed;;
- the sandbags need to be removed or dealt with.
Action item 6: MH to replant hedges, remove dead trees, and install post and rail fence to close large gaps used by vehicles.
6. BARROW ROAD
No update on this available currently.
7. SWALE ‘KNEE RAILS’ – COMPLETED
This item had been completed.
8. LANDSCAPE/PLANTS
MH noted that their audit of all landscape and planting matters had been completed; this had identified some omissions and some substitutions to be rectified.
Action item 7: MH – grassing would be completed mid-November; tree planting would continue.
Action item 8: joint letter from DPC and MH to be sent to house which had been extended, asking them to fix the wall that had been partially demolished to allow access by digger.
9. AOB
MH suggested that input should be sought from VOWH on the issues before the next group meeting; in particular feedback about what MH still needed to do, and on the elevations/sports pitch issue.
10. DATE OF NEXT MEETING
This was proposed for mid-November; to be agreed on email.
Action point 9: parties to agree date of next meeting.