Minutes of the Drayton Parish Council Meeting
held on 11th April 2023 at 7:00pm in the Village Hall
Present: Patricia Athawes (Chairperson), Graham Webb (Vice-Chairperson), Richard Wade (Vice-Chairperson), Pervin Shahin, Alistair Cumming, Adrian Cooke (arrived at 7:12), Susan Harris.
Not Present: All Councillors were present.
In attendance: Dianne Rickaby (Locum Clerk, joined the meeting remotely), Christopher Price (Deputy Clerk), Richard Webber (OCC), Jonathan Fowler (Programme Manager).
Public: 3 members of the public were present.
69/2023 Apologies for Absence. None.
70/2023 Reserved Business. It was agreed to exclusion of press and public for agenda item 20 and 21 due to the confidential nature of the business discussed, as per meeting (Public Bodies (Admission to Meetings) Act 1960 s.1).
71/2023 Councillor Vacancies. It was noted that there are currently 4 vacancies for Councillors on the parish council. Anyone interested should contact the Clerk by emailing clerk@draytonpc.org
72/2023 Declarations of Interest, Dispensations or Use of Delegated Powers. None.
73/2023 Public Participation.
Football Club. A parishioner asked who pays the water and electricity bills for the football club.
ACTION: Deputy Clerk to find out who pays for the water and electricity bills for the football club.
74/2023 Report from OCC Councillor Richard Webber.
a) Purdah. It was noted that the pre-election period, previously known as ‘purdah’, describes the period of time immediately before elections or referendums when specific restrictions on communications activity are in place.
b) HiF1 Didcot Relief Road. It was noted that this has been delayed yet again to June.
c) FP21 High Street to East Way. It was noted that the bridge handrail is broken and dangerous.
d) BW3 Drayton to Marcham. It was noted that this bridle way that links Drayton to Marcham via BW3 that had an emergency closure by notice on 22nd July 2013 due to the bridge at Marcham Mill, will be reopened in the next 2 or 3 months.
e) School Street Scheme. It was noted that it is unclear how this is funded.
ACTION: Jonathan Fowler to clarify how the School Street Scheme is funded.
f) Coronation of Charles III and Camilla 6th May 2023. It was noted that Richard Webber is invited to be the Master of Ceremonies at the Millennium Green on 6th May 2023.
Adrian Cooke arrived at 7:12pm.
75/2023 Report from VWHDC Councillor Adrian Cooke.
a) Voting. It was noted that everyone will need photo identification to vote on the 4th May 2023. It was also noted that it literally is a 2 horse race with just 2 candidates standing.
b) Oxford to Didcot Railway Line. It was noted that the Oxford to Didcot railway line is shut till June due to a sinking bridge.
c) 5 Year Land Supply. It was noted that the VWHDC have changed the way they calculate their 5 year land supply and this will effect planning application P23/V0519/O (see appendix C for details).
b) Walnut Meadow Sports Facility. It was noted that Miller Homes will put 150mm of top soil on once the land is regraded.
76/2023 Minutes of the last Parish Council Meeting. The minutes of the last meeting were approved.
Proposed: Graham Webb Seconded: Susan Harris Resolved: Unanimous
77/2023 Action Checklist. See Appendix A for this month’s action list. The following actions were updated:
| WWI Commemorative Trees. It was noted that the school would like a Cherry Blossom tree. It was agreed to plant one at the school. Action removed. |
| Village Green Litter Bins. It was noted that a new litter bin has appeared on the Village Green. Action removed. |
| Mile Stone. It was noted that the Deputy Clerk has reported the overgrown verge along the High Street, near the milestone on FixMyStreet.com. Action removed. |
| Entrance Gate Signs – White Gates. It was noted that the entrance gates have been painted. Action removed. |
| Hybrid Meetings. It was noted that the Deputy Clerk has ordered a Mi-Fi box and Meeting Owl. Action removed. |
| Mugs. It was noted that Pervin Shahin has ordered 36 mugs. Matter discussed under item 82/2023. Action removed. |
| Landscape Management Plan. It was noted that the Deputy Clerk recommends purchasing a suzuki carry pickup truck with water bowser to water plants around the village. Matter continued under item 83/2023. |
78/2023 Finance and Personnel Committee (Patricia Athawes). See Appendix B.
a) Payments.
i) The list of payments was received and approved.
ii) The payments to be made following the meeting were approved.
iii) The two Councillors authorised to make the on-line payments between this and the next Parish Council meeting were Graham Webb and Patricia Athawes.
b) Bank Statements and Reconciliation. The bank statements were received and noted except for the NS&I (Investment account).
c) Disposition of Council Funds. The disposition of council funds were received and noted.
d) Grant Applications.
i) FODSA. £600.00. It was resolved to approve this grant application.
Proposed: Richard Wade Seconded: Susan Harris Resolved: Unanimous
ii) Short Mat Bowls Club. £4,500.00. It was noted that the Parish Council needs to see the accounts.
iii) Clean Slate. £ donation. It was noted that the Parish Council needs to know the amount of money being requested before a grant application can be considered.
e) Grass Cutting. It was resolved to approve the following price increase: 5% to the Parish Council land, 5% to the Millennium Green, 10% to the Football Pitch.
Proposed: Richard Wade Seconded: Graham Webb Resolved: Unanimous
f) Internal Audit. It was noted this will be on 17th April 2023.
g) Burial Ground Regulations. It was agreed to approve the new Burial Ground Regulations.
h) Any Other Urgent Financial Matters Arising. None.
79/2023 Planning Committee. Graham Webb’s report was noted. See Appendix C.
80/2023 Neighbourhood Development Plan Working Group (Graham Webb).
a) Programme Managers Report. Jonathan Fowler’s report was noted: We have received 3 quotes from Architect consultancies for the design of the Pavilion at Walnut Meadow.
b) Manor Farm. It was noted that the Landscape Plan version J was used for the inspection but version F is the approved plan. It was also noted that there are three discrepancies between the versions: Missing additional path to Abbott Crescent, Two missing trees opposite 33 Prior Drive and Missing benches (although this may be due to the scale used for the plan). It was resolved to ask that the missing path be installed and if possible moved slightly so that it gives better access to FP25 (gravel lane).
Proposed: Richard Wade Seconded: Patricia Athawes Resolved: 6 for and 1 abstention
81/2023 Rights of Way & Conservation Working Group (Richard Wade).
Eastway BW1 Surface Improvement. It was noted that the work to refurbish the Bridleway at Eastway has been completed, however the surface does not appear to have been compacted and the Parish Council has received some complaints from residents. The Clerk has been in contact with the contractor and a response is awaited. The invoice has not been paid.
82/2023 Coronation of Charles III and Camilla 6th May 2023 (Pervin Shahin).
Mugs. It was noted that Pervin Shahin has ordered 36 mugs. It was resolved to reimburse Pervin Shahin £295.20 including VAT for the mugs.
Proposed: Pervin Shahin Seconded: Adrian Cooke Resolved: 5 for and 2 against
83/2023 Landscape Management Plan (Richard Wade). It was noted that the Village Caretaker does not have all the necessary tools and equipment to keep Parish Council land maintained properly.
ACTION: Richard Wade to write a specification.
84/2023 Defibrillator. It was noted that when the defibrillator was dispatched the 999 operator was unable to provide the code to unlock the cabinet. It was agreed to launch an investigation.
ACTION: Deputy Clerk to investigate why the 999 operator was unable to provide the code to unlock the cabinet.
85/2023 Correspondence. It was noted that the Government’s new Emergency Alerts System (also known as ‘Cell Broadcasting’) will be doing a test on 23rd April 2023.
86/2023 Items to be noted from Parish Councillors. None.
87/2023 Date of the next Meeting. 16th May 2023.
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).
88/2023 Burial Ground Covenant. It was noted that the Parish Council planted a new hedge in the burial ground but changed a small section at one end. It was resolved to sign an amendment to the covenant to address the change.
Proposed: Richard Wade Seconded: Graham Webb Resolved: Unanimous
The Deputy Clerk left the room.
89/2023 Replacement Clerk. It was noted that the job description and personal specification are to be reviewed and then the post re advertised.
End of Reserved Business.
The Chairperson declared the meeting closed at 9:20pm.
Signed: Date:
Name:
Appendix A
Actions Checklist
| Content Sharing Briefing Paper. Clerk to order TV when payment card active. |
| Football Club. Deputy Clerk to find out who pays for the water and electricity bills for the football club. |
| School Street Scheme. Jonathan Fowler to clarify how the School Street Scheme is funded. |
| Landscape Management Plan. Richard Wade to write a specification. |
| Defibrillator. Deputy Clerk to investigate why the 999 operator was unable to provide the code to unlock the cabinet. |
Appendix B
Finance & Personnel Committee
DISPOSITION OF COUNCIL FUNDS AS AT 31st MARCH 2023
ACCOUNT REF BALANCE INTEREST RATE ACCOUNT TYPE
Unity Bank 674 £243,570.79 0% Current Acct
NS&I 779 £20,489.69 0.01% Savings Acct**
Unable to gain access to this account still amount may need to be reinstated when access is gained
Unity Bank 554 £15,351.88 0.10% Projects Acct
Total £279412.36
INVOICES 3rd March to 31st March 2023
Appendix C
Planning Applications
| P21/V1924/FUL. Hybrid Planning application: Formation of sports pitches with associated ground works, drainage and landscaping (Full application) and sports pavilion with associated car parking and access (outline application with all matters reserved except access). Land West of Abingdon Road Drayton. PC: Objection: See September’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 1 – dated 18th August 2021. PC: Objection: See September’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 2 – dated 7th September 2021. PC: Objection: See October’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL. Amendment: No. 3 – dated 10th March 2022. PC: Noted. VWHDC: Pending. |
| P21/V1924/FUL Amendment: No. 4 – dated 17th June 2022. PC: Response: See August’s minutes for comment. VWHDC: Pending. |
| P21/V1924/FUL Amendment : No. 5 – dated 12th September 2022. PC: Support: See October’s Minutes for details. VWHDC: Pending. |
| P22/V1917/LDO. Milton Park Milton Abingdon Grid Ref : 449180191788 Re. LOCAL DEVELOPMENT ORDER – Draft for Public Consultation. PC: Support: See October’s Minutes for details. VWHDC: Pending. |
| P21/V1924/FUL Amendment : No. 6 – dated 4th November 2022. PC: Support: See December 2022 minutes for comment. VWHDC: Pending. |
| P22/V2546/S73 Amendment : No. 1 – dated 31st January 2023. Variation of conditions 2 (Approved Plans) and removal of condition 14 (Age Restriction) on planning application P17/V1225/RM. (As amended by plans and additional documentation received 16 December 2022, 10 January 2023, 19 January 2023, 27 January 2023 and 31 January 2023). (Erection of 22 dwellings together with replacement garage for 10 Halls Close). Land South of Halls Close Drayton. PC: See March Minutes for details. VWHDC: Planning Permission on 13th March 2023. |
| P23/V0280/LB. Proposed demolition of an existing modern rear bay and small wooden store and the construction of a new orangery at the rear of the property. Internal alterations associated with the relocation of the existing kitchen. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support. VWHDC: Pending. |
| P23/V0279/HH. Proposed demolition of an existing modern rear bay and small wooden store and the construction of a new orangery at the rear of the property. Internal alterations associated with the relocation of the existing kitchen. The Manor 68 High Street Drayton Abingdon OX14 4JR. PC: Support: It’s to the rear and an in keeping and bespoke timber conservatory. Good luck with the oranges. VWHDC: Pending. |
| P23/V0376/HH. Demolition of conservatory. Two storey rear extension. Resubmission of P22/V0872/HH. 1 High Street Drayton Abingdon OX14 4JL. PC: Noted. VWHDC: Pending. |
| P23/V0370/HH. Demolition of existing garage. Single storey rear extension and front porch extension. 246 Steventon Road Drayton Abingdon OX13 6RN. PC: Noted. VWHDC: Planning Permission on 29th March 2023. |
| P23/V0237/FUL. Create a new access to the field which is part of Gilbournes Farm. Gilbourns Farmhouse 155 Drayton Road Sutton Courtenay Abingdon OX14 4HA. PC: Noted. VWHDC: Pending. |
| P23/V0519/O. Outline application for the erection of up to 31 dwellings with associated means of access, car parking, public amenity space, landscaping and associated infrastructure (with all matters reserved except for access). Land West of Little Smiths Farm Drayton Abingdon. 29th mar. PC: Objection – See separate document for details VWHDC: Pending. |
| P23/V0635/HH. New single storey side and front elevation flat roof extensions.18 Hilliat Fields Drayton Abingdon OX14 4JQ. 15th Apr. PC: Pending. VWHDC: Pending. |