Parish Council Meeting Minutes
held on 2nd March 2020 at 7:30pm in the Caudwell Day Centre, Gravel Lane, Drayton, OX14 4HF.
Drayton Parish Councillors Present:
- Tamsin Crane (Chairperson)
- Matthew Lowy (Vice Chairperson)
- Patricia Athawes (Vice Chairperson)
- Richard Wade
- Pervin Shahin (arrived at 7:45pm)
- Shane McAleavey
- Garin Schoonhoven
- Irma Schoonhoven
- Claire Woollard
- Graham Webb
- Susan Harris
Drayton Parish Councillors not present:
All Councillors were present.
In attendance:
- Lorraine Watling (Clerk and RFO)
- Christopher Price (Deputy Clerk)
- Richard Webber (OCC) (arrived at 8:57pm and left at 9.27pm)
- Andrew Cooke (VWHDC) (left at 7:45pm)
Public:
4 members of the public were present.
Clerk’s note: Irma Vastakaite has changed her name to her married name – Irma Schoonhoven.
39/2020 Election.
The uncontested election of Susan Lesley Harris was noted, and she signed the Acceptance of Office.
40/2020 Apologies for Absence.
None.
41/2020 Declarations of Interest, Dispensations or Use of Delegated Powers.
The following Councillors declared general interests.
42/2020 News from OCC Councillor.
Richard Webber gave his report later in the meeting upon his arrival. See item 51/2020 News from OCC Councillor.
43/2020 News from VWHDC Councillor (Andrew Cooke).
- Budget. It was noted that the VWHDC budget was completed last month and that the VWHDC has managed to plug the hole arising from the loss of the New Homes Bonus.
- Walnut Meadow / Miller Homes Unlicensed Landfill. It was noted that the Environment Agency have been informed of the condition of the sports field. VWHDC await a response from the Environment Agency, about what could be considered to be an unlicensed landfill. and reserve the right to take all necessary action against Miller Homes.
- Manor Farm / Cala Homes, Gravel Lane. It was noted that action had not yet been taken by VWHDC against Cala Homes for removing the ancient hedge row along the Grave Lane footpath. Tamsin Crane noted that this was still a serious concern to the Parish and urged Andrew Cooke to raise this as an issue with the VWHDC Planning Enforcement team.
ACTION: Tamsin Crane to write an email to Andrew Cooke / VWHDC Planning Enforcement reporting on the badly damaged public trust in in the VWHDC planning system.
Pervin Shahin arrived and Adrian Cooke (VWHDC) left at 7:45pm.
44/2020 Public Participation.
- Abingdon Road / Narrow Sloping Footpaths. A parishioner complained about the narrow sloping footpaths along the Abingdon Road that are less than 1 meter wide. Matter continued under item 51/2020 News from OCC Councillor (a).
- Consecration. Meg Heywood (Priest in charge, St Peter’s Church) thanked the Parish Council for consecrating an additional part of the burial ground.
[Clerks’s note: The consecration will be on 6th March 2020] - Football Club. A parishioner asked if a grant application needs to be submitted for cutting the grass. It was noted that the football pitch will be cut twice a month by the Parish Council’s grass cutting contractor.
45/2020 Minutes of the Previous Parish Council Meeting.
The minutes of the previous Parish Council meeting were approved and signed by the Chairperson.
Proposed: Tamsin Crane Seconded: Patricia Athawes Resolved: 10 for and 1 Abstention
46/2020 Action Checklists from Previous Meeting – Appendix A.
Dog Faeces.
It was noted that the Deputy Clerk has requested more bins and has informed the VWHDC of the latest number of people on the electoral roll.
ACTION: Tamsin Crane to write about dog faeces in her Chronicle report and remind people that dog poo can be put in any litter bin or in their black bin when they get home.
Sutton Wick Lane, Pond Letters.
It was noted that we are still waiting for Thames Water and OCC Highways to respond to Tamsin Crane’s letters.
Parking on Grass Verges.
Garin Schoonhoven has been in conversation with OCC regarding the installation of posts to stop car parking on the Village Green.
Footpath Improvements.
It was noted that the Deputy Clerk has found out who the land owner is.
It was also noted that the Clerk has not received a response from OCC about footpath improvements.
Retail Working Group.
It was noted that the Deputy Clerk added the item to Project Board agenda.
Drayton Wildlife Group.
It was noted that Richard Wade purchased the trees, on behalf of the Parish Council, that were planted around the football pitch.
Projector for PC Meetings.
It was noted that the Caudwell Day Centre does not have a projector or any safe storage space.
ACTION: All Councillors to think about options for storing a projector.
P19/V3205/FUL.
It was noted that OCC did not respond to the Deputy Clerk’s email requesting information on the discrepancy between the newly submitted deed plan and the Parish Council being the registered owner of common land 77. t was also noted that the VWHDC do not consider land disputes to be a material planning consideration. It was also noted that the planning application has been withdrawn.
47/2020 Finance & Personnel Committee – Appendix B. (Patricia Athawes)
- Payments. The list of payments circulated prior to the meeting was approved. The 2 councillors nominated to approve online payments were Patricia Athawes and Matthew Lowy.
- Bank Reconciliation had been circulated prior to the meeting and was noted.
- Disposition of Council Funds had been circulated prior to the meeting and was noted.
- Internal Auditors Report was received and considered. The auditor is satisfied with the current management of the Council’s finances and made no recommendations.
- Millennium Green Grass Cutting. It was resolved to approve the newly appointed grass cutting contractor’s quotation for cutting the Millennium Green grass.
Proposed: Tamsin Crane Seconded: Graham Webb Resolved: Unanimous
ACTION: Clerk to find out if the grass needs collecting.
48/2020 Public Art Working Group (Pervin Shahin).
3 artists have been shortlisted to design and fabricate the village entrance signs / gates. It was agreed to consult the public.
ACTION: Pervin Shahin to circulate pictures and information on the artists. Deputy Clerk to procure sticky dots so people can vote at the Annual Parish Meeting, and set up a Facebook poll.
49/2020 Rights of Way & Conservation Working Group (Richard Wade).
Footpath Improvements. It was noted that due to the adverse weather conditions, the majority of paths are too muddy at the moment to undertake a thorough review, so this would be done once the weather had improved.
50/2020 Projects Board Committee (Claire Woollard).
- Manor Farm site meeting with Cala Homes held on 5th February 2020. It was noted that there are a number of outstanding issues which are under active review by various members of the Committee and the aim was for these to be resolved before Easter, weather permitting.
- Walnut Meadow meeting with Miller Homes held on 7th February 2020.It was noted that Miller Homes would like to regrade the sports pitch. It was also noted that they need to submit a planning application to do this.
- Projects Board Meeting held on 13th February 2020.It was noted that a meeting was held.
- Walnut Meadow meeting with Nigel Porter (Ex Implementation Director, Drayton 2020) held on 18th February 2020. It was noted that this was a really helpful meeting.
- Walnut Meadow meeting with David Perrow (Ex Clerk, Drayton Parish Council) held on 19th February 2020. It was noted that this was a really helpful meeting.
- Walnut Meadow meeting with Richard Webber (OCC) and Andrew Cooke (VWHDC) held on 21st February 2020. It was noted that the Environment Agency have been informed of the condition of the sports field, and a range of responses were under consideration, including criminal charges which could be served on those responsible for using it as an unlicensed land fill.
- Sports Field meeting with VWHDC held on 28th February 2020. It was noted that the Football Association have been trying to contact the Football Club. It was also noted that a meeting is needed with the Playing Field Association.
- Cala Homes / Manor Farm. It was agreed that Tamsin Crane would check if the correct species of trees have been planted and if they have been planted in the right place. It was also noted that Tamsin Crane would notify VWHDC Planning Enforcement regarding the issue of drainage on the Manor Farm green.
ACTION: Tamsin Crane to check if the correct species of trees have been planted and if they have been planted in the right place; also to contact VWHDC Planning regarding the waterlogged public open space.
Richard Webber (OCC) arrived at 8:56pm
51/2020 News from OCC Councillor (Richard Webber).
- Traffic Calming Including White Lines. It was noted that OCC highways will be doing a final walk around on 5th March 2020.
- Pedestrian Crossing on the Abingdon Road (B4017) at Manor Farm / Hilliat Fields. It was noted that Cala Homes have submitted revised plans, and they just need approving by OCC.
- Proposed Pedestrian Crossing for the High Street (B4016). It was noted that Bloor Homes need to finish the junction to the Dovecote development before the pedestrian crossing can be installed.
- BW3 Closed Bridge. It was noted that this bridge is within the Marcham Parish boundary. Cllr Webber explained his plans to try and resolve this matter and that this be taken off future agendas.
- Councillors Priority Fund. From April 2020 Cllr Webber will have £2-3k to use in Drayton from his priority fund. The Chairman suggested that this might be used on the pond at Sutton Wick.
- Parking on Grass Verges. It was noted that Garin Schoonhoven has been in conversation with OCC regarding the installation of posts to stop car parking on the Village Green, but that OCC would not be funding this.
- Width of the Bloor Dovecote Site Entrance for Adoption by OCC. Cllrs asked Cllr Webber to check that they are in receipt of the latest plans – there was concern expressed that OCC Highways might not adopt the road.
- Abingdon Road / Narrow Sloping Footpaths. It was noted that OCC are going to ask homeowners to cut back their hedges.
- Walnut Meadow / Miller Homes Unlicensed Landfill. It was noted that the OCC legal department have been notified.
- Oxford to Cambridge Express Way. It was noted that only part of the express way will be built.
52/2020 Planning Committee – Appendix C. (Matthew Lowy).
Neighbourhood Development Plan Figure 4 – Current Built Up Area for Drayton Village (Outlined in Red). It was noted that this map may need updating to clarify the position of the red line and include the 3 new housing developments.
53/2020 Public Transport Liaison Representative (Irma Schoonhoven).
- Bus Contract. It was noted that there is no contract between Thames Travel and OCC. Irma will contact Richard Webber for next steps.
- Potholes. It was noted that it is possible to become an OCC superuser for Fix My Street in order to improve the speed of fixing the roads. Irma will contact OCC to arrange a presentation.
- Cycling. It was noted that the Cycling Champion from the VWHC will raise a motion in May to include Drayton in the Science Vale Cycling Network.
- Bus shelter Cleaning. It was noted that a specialist contractor will need to be engaged to do this rather than the Village Caretaker. Irma Schoonhoven will contact several bus shelters cleaning companies to get quotes.
- Car sharing/Cycling. It was noted that awareness is to be raised in Drayton via Facebook about car sharing and cycling.
Richard Webber (OCC) left at 9:29pm.
54/2020 Caudwell Day Centre Toilet Refurbishment (Richard Wade).
It was noted that at present it is not possible for wheel chairs to access the toilets at the Caudwell Day Centre. The Day Centre would benefit from improved toilet and other upgrades and so may approach the PC for a grant.It was noted that there was no provision for s106 money to be used, but that they could apply for a s137 grant from the PC.
ACTION: Richard Wade to liaise with the management of the Day Centre, including to find out how many users there currently are (so that this information can be included on the PC’s grant application form), and to report back at the April meeting.
55/2020 Allotment.
Timothy Atkins (Allotment Warden) reported that the perimeter of the allotments is 420 meters. He went to look at the Eynsham allotments where they use 1.9m high deer fencing. It is attached to black metal posts and has rabbit proof fencing attached at the bottom. He was uncertain about how robust the posts would be and so undertook research and identified a ClipX fencing system that is similar but appears to be more sturdy. It has a 30 year guarantee if installed by the suppier. He has calculated the approximate cost for the fence and 2 gates and recommended that the installation be undertaken by the supplier. The supplier is busy until the end of June but will come and do a site visit and then provide a price for supply and installation.
ACTION: Deputy Clerk to investigate ultrasonic water pipe finders so that we can trace the water pipes that run through the cemetery and avoid hitting these when any fencing is installed.
56/2020 Correspondence.
No correspondence was noted.
57/2020 Items to be noted from Parish Councillors.
Barbed Wire FP13. It was noted that there is barbed wire along FP13 that is potentially dangerous to users of the Millennium Green.
ACTION: Deputy Clerk to investigate to determine whose land borders this footpath. The Chairman will then ask approach the landowner about removing the lowest strands of barbed wire.
Web Site. Cllr Garin Schoonhoven and the Deputy Clerk have met with the web site administrator to go through the modifications required to the PC web pages to make them compliant with the new regulations that will come into force in September. The Deputy Clerk will attend a training course about the new requirements and then this group will meet again.
58/2020 Dates of the next Meetings.
- Projects Board Committee. 12th March 2020. 7:30pm Village Hall.
- Planning Committee. 6th April 2020. 7:00pm Cauldwell Day Centre.
- Parish Council. 6th April 2020. 7:30pm Cauldwell Day Centre.
- Finance and Personnel Committee. 20th April 2020. 7:00pm Cauldwell Day Centre.
- The Annual Parish Meeting (Meeting of the Parish) will take place on 16th March 2020 at 7:00pm in the Cauldwell Day Centre.
EXCLUSION OF THE PUBLIC AND PRESS. In view of the nature of the business to be transacted any members of the public and press would have been temporarily excluded from the meeting (Public Bodies (Admission to Meetings) Act 1960 s.1). As there were none in attendance this exclusion was not required.
59/2020 Burial Ground.
The Council received an update about the burial ground.
The Council then went back into public session.
The Chairman declared the meeting closed at 10.10pm.
Signed:
Name:
Date:
Appendix A
Action Check List
Conifer Trees that are on the boundary with 85A Barrow Road.
To be removed when the land is transferred from Millers to the Parish Council. Ongoing.
Dog Faeces.
Tamsin Crane to write about dog faeces in her Chronicle report, and remind people that dog poo can be put in any litter bin or in their black bin at home.
Sutton Wick Lane, Pond Letters.
Waiting for Thames Water and OCC Highways to respond to Tamsin Crane’s letters.
Parking on Grass Verges.
Garin Schoonhoven to continue with his investigations of possibilities of installing measures to deal with this.
Footpath Improvements.
It was noted that the Deputy Clerk has found out who the land owner is. It was also noted that the Clerk has not received a response from OCC about footpath improvements.
Plastic in the Bins at the Churchyard.
Tamsin Crane to write a letter in the Drayton Chronicle urging people not to leave plastic in the burial ground.
Councillors Priority Fund.
The PC needs to apply to Cllr Webber for a project to be funded from his 2020 Councillor Priority Fund when the money becomes available in April 2020.
Manor Farm / Abingdon Road Over Grown Hedge.
To be dealt with once the land has been transferred by the developer Cala to the Parish Council.
Width of the Bloor Dovecote Site Entrance for Adoption by OCC.
Richard Webber to clarify if drawing (DRA-012) detailing the width is the latest drawing.
Projector for PC Meetings.
All Councillors to think about options for storing a projector.
Abingdon Road Footpath Width.
Tamsin Crane to ask people to cut back their hedges in her Chronicle report.
Manor Farm / Cala Homes, Gravel Lane.
Tamsin Crane to write an email to Andrew Cooke / VWHDC Planning Enforcement reporting on the lack of public confidence in the planning system.
Millennium Green Grass Cutting.
Clerk to find out if the grass needs collecting.
Public Art Working Group.
Pervin Shahin to circulate pictures and information on the artists. Deputy Clerk to procure sticky dotes so people can vote at the Annual Parish Meeting and set up a Facebook poll.
Cala Homes / Manor Farm.
Tamsin Crane to check if the correct species of trees have been planted and if they have been planted in the right place; also to contact VWHDC Planning regarding the waterlogged public open space.
Caudwell Day Centre Toilet and Other Possible Refurbishments.
Richard Wade to liaise with the management of the Day Centre, including to find out how many users there are, and to report back at the April meeting.
Allotment.
Deputy Clerk to investigate ultrasonic water pipe finders so that we can trace the water pipes that run from the cemetery to avoid hitting these when any fencing is installed.
Barbed Wire FP13.
Deputy Clerk to investigate to determine whose land borders this footpath. The Chairperson will then approach them about the barbed wire that borders the Millennium Green.
Appendix B
Finance & Personnel Committee
PAYMENTS: £500 or more
Disposition of Council Funds as at 28th February 2020
Appendix C
Planning Committee Report
P19/V2428/FUL.
Single dwelling house with detached double garage. 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: Support:
No objection.
VWHDC: Pending.
P19/V2486/O.
Outline planning application for the erection of 3 detached dwellings with parking under timber frame car ports on land to the rear of and part of the garden of Norrington House, demolition of the existing garage to facilitate provision of access along existing driveway, landscaping reserved for later determination. Norrington House 22 High Street Drayton Abingdon OX14 4JL.
PC: Objection:
The original (withdrawn) planning application for this site was for 10 houses and we understand was withdrawn because of the Vale of White Horse confirming that the retail space at the road ward edge of the plot was required to be retained. In the PC opinion, this application for three houses clearly is under using the site and is very likely to be followed by subsequent applications for further development at the rear of the site. The PC consider this appears to be a way of avoiding the requirements to provide social housing by developing the site piecemeal and may also be an attempt to bypass the requirement to retain the retail frontage on the site.
VWHDC: Pending.
P19/V2428/FUL Amendment: No. 1 – dated 29th November 2019.
Single dwelling house with detached double garage (as amended by plans and additional information received on 29 November 2019). 208 Steventon Road Drayton Abingdon OX13 6RN.
PC: No comment.
VWHDC: Pending.
P19/V3186/FUL.
Proposed new 3-bedroom dwelling with integrated garage and creation of new dropped kerb and vehicular access by demolishing a section of the boundary wall. 3 Church Lane Drayton Abingdon OX14 4JS.
PC: Objection:
The development will add extra vehicle movements on a road that is already seriously congested and will have an adverse effect on street parking by reducing the on-street parking on a road that is already seriously overused for residential parking.
VWHDC: Planning Permission on 11th February 2020.
P19/V3187/LB.
Proposed new 3-bedroom dwelling with integrated garage and creation of new dropped kerb and vehicular access by demolishing a section of the boundary wall. 3 Church Lane Drayton Abingdon OX14 4JS.
PC: Objection:
The development will involve demolition of a very old boundary wall in a conservation area.
VWHDC: Listed Building Consent on 11th February 2020.
P19/V3205/FUL.
Proposed single storey detached building to provide 2 x 1 bedroom dwellings. 18 Sutton Wick Lane Drayton Abingdon OX14 4HJ.
PC: Objection:
Drayton Parish Council objects for the following reasons: The proposed repositioned driveway is over common land 77 that is registered to Drayton Parish Council. There is a grade 2 listed building next door and the proposed new house is not in keeping with the local area and will decrement the character. There is not enough space for vehicles to manoeuvre into the parking bays. The development will increase traffic. This development is within the proposed conservation area extension.
VWHDC: Withdrawn prior to determination on 18th February 2020.
P19/V3245/FUL.
Variation of Condition 2 of P18/V2356/FUL (as amended by application P19/V1162/FUL) for proposed changes to the approved layout. Further information to satisfy conditions 4 – landscaping, 6 – archaeology and 8 – lighting. Installation of a synchronous gas powered standby generation facility, plus ancillary infrastructure and equipment. Land at Steventon Road Drayton Abingdon OX13 6RN.
PC: Objection:
A major change like this should have a new planning application submitted.
VWHDC: Planning Permission on 28th January 2020.
P19/V3186/FUL Amendment : No. 1 – dated 20th January 2020.
Proposed new 3 bedroom dwelling with integrated garage and creation of new dropped kerb and vehicular access by demolishing a section of the boundary wall (as amended by plans received on the 20th of January 2020). 3 Church Lane Drayton Abingdon OX14 4JS.
PC: Response:
The Parish Council notes that the garage has moved to the other side of the house away from the drive access. This would appear less convenient to manoeuvre a car in and out of the garage.
VWHDC: Planning Permission on 11th February 2020.
P19/V3187/LB (Listed Building Consent) Amendment : No. 1 – dated 20th January 2020.
Proposed new 3 bedroom dwelling with integrated garage and creation of new dropped kerb and vehicular access by demolishing a section of the boundary wall (as amended by plans received on the 20th of January 2020). 3 Church Lane Drayton Abingdon OX14 4JS.
PC: No comment.
VWHDC: Listed Building Consent on 11th February 2020.
P19/V3205/FUL Amendment : No. 1 – dated 17th January 2020.
Proposed single storey detached building to provide 2 x 1 bedroom dwellings (amendment to show land ownership and parking details). 18 Sutton Wick Lane Drayton Abingdon OX14 4HJ. It was noted that there is a land dispute.
PC: No comment.
VWHDC: Withdrawn prior to determination on 18th February 2020.
P19/V3208/LB Amendment : No. 1 – dated 17th January 2020.
Proposed single storey detached building to provide 2 x 1 bedroom dwellings (amendment to show land ownership and parking details). 18 Sutton Wick Lane Drayton Abingdon OX14 4HJ.
PC: No comment.
VWHDC: Withdrawn prior to determination on 18th February 2020.
P20/V0284/HH.
To convert existing, integral, combined utility and garage into separate utility room and separate hobby room – all necessary work to be undertaken within existing building envelope. High Ridge Abingdon Road Drayton Abingdon OX14 4HL.
PC: No objection.
VWHDC: Pending.
P20/V0494/FUL.
Farm building with access and apron. Land to West of 7 Oday Hill Drayton Abingdon OX14 4AB.
PC: Pending.
VWHDC: Pending.