Westbere Parish Council s1

WESTBERE PARISH COUNCIL PARISH COUNCIL MEETING HELD TUESDAY 18 SEPTEMBER 2012

Present: Parish Councillors Jeanette Dawson (Chairman), Kathy Wilson, Sylvia Harlow, Mike Prince, Sylvia Harlow and Elizabeth Wingfield Clerk to the Council, Amanda Sparkes KCC Cllr Alan Marsh PCSO Jo White, Canterbury Police Station There were no members of the Public 59. Chairman’s Opening remarks and Apologies for absence Cllr Dawson welcomed everyone to the meeting. Apologies for absence were received and accepted from Cllr Maria Morcom (unwell), and Georgina Glover (recuperating).

60. Declarations of Cllrs’ Interest and amendments to the Register of Interest Cllr Wingfield declared an interest in the Agenda item about parking around the village hall due to proximity of her home.

61. Minutes of the Parish Council Meeting dated 17 July 2012 Cllr Harlow proposed and Cllr Wilson seconded and Cllrs agreed that the Minutes were a true record of the meeting and the Chairman duly signed them.

62. Cllrs reports Cllr Dawson report Cllr Dawson attended a WVPS meeting on 15 August. The bistro meal was very successful; the Remembrance ceremony is to be repeated on 11 November 2012 in the same style as last year with readings, poppies and wartime refreshments - As it is a Sunday the Clerk was asked to ask Cllr Glover to notify the vicar of the event and invite the Church to join in. The Carols on the Green will be held on Saturday 22 December. The churchyards clearance by villagers will go ahead on 20 October, and there will also be a planting plan for the churchyard. Plans for improvements to the land and fencing behind the hall remain ongoing. Cllr Dawson asked if the WVPS welcome pack for new villagers could include practical information like telephone numbers and bus routes. Cllr Harlow has gathered the information. The welcome pack will contain a copy of the parish plan, the heritage trail, a WVPS membership application and parish council information sheet. Cllr Dawson to finalise the information sheet, and the WVPS welcome sheet will incorporate this.

Cllr Wingfield report Cllr Wingfield explained she had worked on a brief to improve the entrances to the village – this design brief/scope could go out to villagers. She explained various residents have ideas. She had also contacted Hadlow College and they had advised that a student could be involved but would need a specification first. Cllrs commented on how lovely the planters in Fordwich and the wild flowers at Herne and Broomfield initiated by the relevant parish councils look.

Cllr Dawson advised that resident Mr Norman Rainey deserved a special mention for clearing overgrown vegetation by hand along Westbere Lane towards the convent. She commented that keeping the village neat is not the same as dressing it.

Westbere parish councillors agreed that they would like a planting trough around the Westbere village sign. This could be adopted by interested villagers who could maintain the planting in the future. KCC Cllr Marsh agreed to help with funding for the project.

20 Cllr Harlow report Cllr Harlow explained she has been investigating the city council’s strategic housing land availability assessments (SHLAAs) – those that affect Westbere are SHLAA 187, SHLAA 041 and SHLAA200 – these are being considered by the city council for inclusion in the next Local Plan.

SHLAA041 Former Colliery Land, South of A28, Island Road, Hersden – proposal for a mixed residential and employment usage – this was at first not being taken forward due to sustainability issues but has now been brought forward again. The Clerk received the master plan prepared by Rummey Design for the agent MHP partnership and circulated it to all Cllrs prior to the meeting.

SHLAA187 at Hopland Farm is being put forward by developer George Wilson with a proposal for 140 dwellings.

SHLAA200 at Westbere Quarry has a proposal for 90 dwellings.

The Clerk contacted the city council’s strategic planning manager for more information prior to the meeting. She reported he had signposted to some information on the city council website, but explained other information is confidential, although they have allowed parish councils to view these on a confidential basis. No decision has been made on these sites, and Members will be considering the various sites shortly.

Cllr Harlow explained she had met urgently with the parish planning team to consider these. Their draft reply so far focuses mainly on SHLAA041 then SHLAA187. There are concerns around sustainability, traffic volumes, ecology, drainage from the new estates, the need for hosepipe bans, and primary school provision. The parish plan contradicts these proposals. Cllr Harlow agreed to finalise and circulate the full response in due course. Cllr Dawson asked Cllr Harlow to pass on thanks to the steering group for meeting at short notice and for their input.

KCC Cllr Marsh commented that although Canterbury City Council is the planning authority Kent County Council Highways Services would make representations to any application as they have the overview for highways.

Cllr Prince report Cllr Prince advised he had nothing to report.

Cllr Wilson report Cllr Wilson explained she had attended a recent Street Monitors meeting. The Serco contract is ending and Serco will hear on 22 September 2012 what the next step will be. KCC have the soft vegetation contract currently but Serco have been asked to tender. Problems with the recent wet weather had caused problems with weed control – it was too wet to spray so growth occurred.

Cllr Wilson explained the changes to waste and recycling collections – residents will have six bins, and will be written to shortly about these. The new scheme starts April 2013. Residents will have a bin for garden waste, a bin for glass, cans and plastic, a bin for landfill, a bin for food waste (to be held outside), a kitchen caddy (for inside) and a bin for paper and card. More information will transpire when the contractor is appointed.

Cllr Wilson was also pleased to advise she had now replaced the two missing neighbourhood watch signs in the village.

63. Kent County Councillor report KCC Cllr, Alan Marsh, advised that the county council agreed last week that the KCC part of the council tax from April 2013 will be a 0% increase (for the third year running).

21 For potholes, he has organised for a team to come to Hoath, Chislet and Westbere for a week to repair these. Cllr Prince was asked to provide Cllr Marsh with an updated list of works required.

The village hall management committee and preschool ideas for the outside space are on hold while dual purpose plans for all uses and revised prices are sought. Cllr Marsh advised to present a proposal to benefit as many people as possible to him after the County Council elections on 2 May 2013, for him to arrange funding.

Cllr Marsh confirmed Sturry library will not close, although other services may be incorporated into it.

He advised places are still available for the Pantomime on 18, 19 and 21 December, all at 2.30pm performances, plus some seats (up to a maximum of 10) on 23, 27 and 28 December.

Cllr Marsh advised that if a salt bin is damaged and not fit for purpose it will be replaced free of charge. Plus three refills per bin per year are free of charge.

64. Adjournment of the Meeting As there were no residents present there was no adjournment.

65. Newsletter Cllr Morcom had put together a draft, which just needed finishing. Cllrs discussed amendments and a few additions. The Clerk agreed to finish it and send to Cllr Morcom for sign off and then arrange printing and delivery to Cllrs for distribution.

66. Planning Matters Planning items are recorded on appendix two, previously circulated to Cllrs, and attached to these minutes. This also includes the detail about the felling of trees in the two fields during August. The Cllrs felt the Clerk should reply to the city council’s tree officer explaining that they wish to be kept up to speed and be advised what direction the action to be taken by the city council will take. The parish council want restitution – and should ask how much the fine is going to be and can the fine be passed back to the parish council for them to do replanting at no cost to the parish council. The Clerk was asked to copy the reply to Colin Carmichael the chief executive and Cllr Glover and KCC Cllr Marsh.

67. WATER LEAK AT STURRY LEVEL CROSSING Water has been leaking by the level crossing for several weeks. Sturry parish council is believed to have spoken to Network Rail. The Clerk was asked to make enquiries and report it to Network Rail and the water board and copy in KCC Cllr Marsh.

68. VILLAGE HALL LEASE The parish council had previously agreed to pay the surveyor fees. Cllr Dawson explained she had learned that the survey had been done and an invoice sent and payment requested. The Joint Church Council meets later in September and the survey will be available to the parish council after that time. Cllr Dawson explained the surveyor had recommended a 25 year lease at £300 per year. The JCC want to revisit the Surveyor and ask for a 10 year lease to enable rent reviews in line with inflation. The lease fee was previously £10 per year. The parish council understand it is not usual for a 25 year lease and feel £300 is reasonable for this renewal. Previously the village hall management committee had raised funds to pay for the £10 lease fee.

69. FINANCIAL MATTERS (a) RECEIVED the bank statements for July and August 2012, and RESOLVED the signature of the Chairman thereon; (b) NOTED that the Annual Return to the Audit Commission was returned to the Clerk on 2

22 August 2012, with no actions or recommendations being required. As legally required, the Clerk posted the “Notice of Conclusion of Audit and Right to inspect the annual return notice” on the noticeboard. (c) NOTED that the Clerk completed and returned the monitoring and evaluation form for KCC on 21 August for the grant of £231 for the Shrubbery Corner wall refurbishment (KCC reference SCCG/CAN11/36) – an underspend of £42 applies and may be sought back. (d) NOTED that the Clerk completed and returned the monitoring and evaluation form for KCC on 21 August for the grant of £600 for the Queen’s Diamond Jubilee celebrations (KCC reference LSG/CAN/11/18)

70. AUTHORISATION OF ACCOUNTS The expenditure list previously circulated to Cllrs as Appendix 3 totalling £2,512.33, together with a further cheque for £16.00 presented to the meeting, totalling £2,528.33 was authorised for payment. The direct debit schedule for the Clerk’s salary was presented and approved. Problems with the payroll provider were noted.

71. Parish Council’s marquee Cllr Dawson explained that The Yew Tree landlords had hired the parish council’s marquee for a wedding for £25 which had paid for the Morris dancers drinks at the jubilee event but when they took down the marquee in the wind some of the supports had been damaged. They had been given the supplier’s details and agreed to arrange a repair. However, a repair could not be effected and a replacement would have to be obtained. The Yew Tree landlords have asked the council to consider paying 50% of the costs. Cllrs considered this request but felt that the council had not helped take it down when the damage occurred and could not be held responsible. As the arrangement had been that the Yew Tree had hired the marquee from the parish council they should try to claim on their own insurance. The Clerk was asked to advise them of this.

72. ADVICE PARTNERSHIP FOR EAST KENT (APEK) The Clerk explained she had been sent an invitation to join the partners of APEK free of charge. APEK is a charity funded by the Lottery and aims to establish a partnership of over 200 organisations across East Kent that work with people who need advice, or have an interest in advice provision. Groups such as citizen advice bureaus, volunteering groups, debt advice centres, Age Uk, Counselling and support groups have all signed up already. By establishing a broad partnership they can raise advice provision and work towards a range of services that meet the needs of the people of East Kent. All councillors agreed to membership and the Clerk will complete the application form.

73. CLERK’S REPORT AND CORRESPONDENCE (a) Southern Water summer newsletter and update (b) Details of the changes to residents using household waste and recycling centres – details at www.kent.gov.uk/hwrc such as maximum trailer sizes, and limits on the amount of soil, tyres etc. The Clerk will put details in the Newsletter.

KCC Waste and Minerals sites consultation The Clerk would like to record thanks to Cllr Harlow for all her efforts to compose a suitable response. The Clerk submitted this on 21 July regarding: Site 72 Unit 14 Canterbury Industrial Park, Hersden, KCC reference: 364, and received an acknowledgement of the submission on 25 July 2012. Furthermore, as City Cllr, Cllr Glover’s response was also forwarded to KCC by the Clerk on Friday 27 July 2012. Both of these comments were confirmed as processed, and may be viewed here: http://consult.kent.gov.uk/portal/min-dpd/min_pref-options

23 Changes to mail processing for Canterbury Letter received from the Royal Mail – a major programme of modernisation is underway, and a new Mail Centre in Knight Road, Rochester now serves postcode areas within Kent. Its autom ated machinery sorts mail more efficiently and much faster, and has latest energy saving mea sures also. Since March 2012 all posted mail from our area has been processed at this new sit e. From Monday 13 August all inbound mail (mail posted in other parts of the country for Kent) will be transferred to this centre. Final delivery will still be by staff at our delivery office.

PROW DMS Consultation The current Definitive Map and Statement (DMS) of public rights of way records dates from 1979 and earlier. This was previously the most up to date information available. Considerable development and change in land use has occurred since 1979. The DMS fails to reflect this and is increasingly out of date, plus mapping technology has advanced since then. The Countryside Access project is bringing the DMS up to date. All modification orders have been incorporated. They are keen to hear from anyone who thinks the routes of any rights of way are not shown correctly on the maps at http://www/kent.gov..uk/prowconsultations . Cllr Prince advised he had checked and Westbere’s were all correct.

Payments by parish and community councils and charter trustees: Consultation This consultation proposes the removal of the statutory rule requiring cheques and other orders for the payment of money by parish councils (in England) and community councils (in Wales) to be signed by two councillors, under a legislative reform order. A document is found at: http://www.communities.gov.uk/publications/localgovernment/parishcouncilspayments . The Clerk replied on behalf of the parish council on 16 August to NALC, that Cllrs are wholly supportive in principle, subject to streamlining of processes to ensure there is not an increased work burden, and ensuring adequate safeguards.

Changes for Council Tax and Council Tax Benefit Basically, council tax benefit is, from 1 April 2013, not going to be paid in full by central government but paid locally. Central Government have said they will cut back the amount given to local authorities by 10-15%. Canterbury City Council needs therefore to save the difference. Central Government has said pensioners receiving council tax reductions must be protected, but CCC can change other benefits. CCC is proposing: o To stop the 10% discount given on second homes o To stop the 100% discount on empty homes o To make those working people who receive benefit currently now make a (larger) contribution to their council tax bill – they will receive 5-6% less benefit – in the examples provided for people with a family and a single person on average this will mean they would need to find an extra 50p - £1 per week.

The Clerk completed the online survey on 16 August 2012 - annotated comments were as follows: Councillors are supportive of the central government assurance that pensioners receiving council tax reductions must be protected. Councillors are also supportive of Canterbury City Council's proposals to stop the 10% discount given on second homes (subject to a further comment below), and to stop the 100% discount on empty homes. However there is concern about those people already struggling on low incomes - councillors would not want to see a further reduction in benefit support next year or future years, and if a further saving needs to be made in future then they would rather that the city council's other services should be considered in the round. People who are able to get a home before selling their existing home via bridging loans etc will now have the added burden of 2 lots of Council tax & this will slow the housing market by eliminating this type of purchase.

24 NEGLECTED PROPERTIES IN THE VILLAGE Several residents at the annual parish meeting raised concerns about neglected properties in the village. The parish council is keeping a watching brief on this. The Clerk agreed to research the regulations around vegetation on private properties encroaching on the public highways and footpaths and detail this in the parish Newsletter for residents’ information. If residents do not keep their overgrown vegetation clear Kent Highways can write to them to request that they do so.

NETWORK RAIL CROSSING The new path and crossing were finished and opened. Network Rail have had to apply to KCC for the footpath to be diverted along this new safer route, and the Rights of Way Officer has suggested that such a lengthy diversion would not be acceptable as a permanent change, and that in the long term a footbridge would need to be built on the line of, or very close to the current footpath route. In the meantime Network Rail will apply to KCC every six months for the crossing to remain open. Cllrs Harlow and Dawson attended a useful meeting at the railway crossing on 1 August 2012 with three members of Network Rail and several village people. The whistle boards will be removed as they are not necessary now because of the distance to the new crossing. The crossing gates had been put on the wrong way meaning that they opened onto the crossing as opposed to inwards but this had now been rectified. There will be more warning and direction signage at the site. The fences nearest the old crossing will be increased in height to stop people climbing over.

Cllrs and residents have drawn attention to the need to acquire and position another dog waste bin to be placed at the beginning of the pathway alongside the railway - opposite Railway Cottage. The Clerk contacted the streetscene department in Canterbury City Council –they advised they have no budget to pay for a bin, but if the parish council buy one and install it then they will be happy to add it to the schedule for emptying and collection. The Chairman advised a dog bin that clips on railings would be best. The Clerk will send her and Cllr Prince the catalogue again for a bin style to be confirmed and then ordered.

74. PARKING BY HALL USERS AROUND THE VILLAGE HALL This item was deferred to the next meeting to receive an update from Cllr Glover.

75. PUBLIC PATH FROM PENNINGTON CLOSE TO THE VILLAGE At the July 2012 parish council meeting Cllr Wilson prior to the meeting had had a resident contact her to discuss the possibility of reopening a footpath between Pennington Close and the village. Cllr Glover agreed to research old maps to determine if and when this existed and what path it took if so. This item was deferred in Cllr Glover’s absence. Cllr Harlow advised there is some text in the parish plan for an idea for an additional footpath/link from Pennington Close to the centre of the village. This item is not currently actively being discussed.

76. STREET LIGHT AT VILLAGE GREEN Cllr Dawson advised that the village green streetlight has been repaired, with a new top.

77. COMMEMORATIVE SALT BIN The Clerk had researched styles and prices. Cllrs Dawson and Prince have checked the current locations and sizes of bins. It was resolved to swap the green bin outside Stable Court, Westbere Lane with the yellow one near the convent at the entrance to the village. The Clerk will then order a 370 litre salt bin with a diamond jubilee logo and Westbere parish council logo at extra cost to be sited outside Stable Court.

The meeting closed at 10.00pm Dates of next meetings - 16 October, 20 November 2012 (No meeting December)

25 Signed: ...... Date: ...... Chairman WESTBERE PARISH COUNCIL PLANNING REPORT, 18 SEPTEMBER 2012 APPENDIX 2 New Applications CA/12/01130/FUL Unit 4a, Sparrow Way The parish council has no objections. Change of use from general industry (Use Class B2) to MOT testing station (Sui Generis).

CA//12/01376/FUL 24A Westbere Lane, Westbere, CT2 The parish council has no 0HH objections.

Demolition of existing double garage and the erection of a two bay garage and gymnasium for domestic use.

Notifications CA/12/00809/FUL The Lodge, Golden Hills Farm, Granted by CCC Bushy Hill Road

Single storey extensions to side and front

Trees i) 2 Church Lane Remove 2 sycamores - One at the bottom of garden on southern boundary behind the tennis court, and the second Sycamore behind the garage closest to north side of tennis court.

Cllr Prince as tree warden visited and looked at the tree work proposed. His recommendation is no objection as there is no detriment to the village & trees will be replaced. ii) Westbere Village Green Remove a large branch to help alleviate tree heave and dead wood The works here have been requested by the parish council itself, for the Village Green cherry tree, to make tree safe and hopefully prolong its useful life so this is better for the village. iii) Two field tree works without permission Between Sturry (Fairview Gardens) and Westbere (Westbere Lane) are two fields. One nearest to Westbere has a footpath and reported rare orchids to the far west of the field. On 16 August it was reported to Canterbury City Council that there was a gang of woodcutters felling some of the substantial trees growing in the field. It is unknown whether they have the permission of the owners. They reported to dog walkers that they are going to plow the field. Part of one field falls within the conservation area and so do need permission from Canterbury City Council to undertake tree works. The city council sent a tree officer to the location straight away and he visited the field that forms part of the Conservation Area and couldn't see any signs of tree removal. An extensive amount of bramble and grass had been cut but this was all he could see that had been carried out. He advised that he didn't cover the entire field but did leave the main pathway (starting in

26 Westbere) and had a good look around. In places they'd managed to cut very close to young saplings and leave them undisturbed. Cllr Prince visited the area the next day, Friday 17 August, and could see that trees are being cut down in large numbers and the fresh logs being stacked in piles throughout the fields. He approached the contractors who go under the name of T.Barton and informed them that they were cutting down trees that were subject to a Tree Preservation order and as such they could be facing a substantial fine for each tree they had cut down and that they should stop what they were doing and apply for permission to CCC before any more work was carried out.

Jon Lambourne actually attended the site on Saturday 18 August and saw the piles of logs as reported. There was no evidence of the contractors on site. A colleague visited the site again on Monday 20 August to check the current situation. Jon Lambourne actually attended the site on Saturday 18 August and saw the piles of logs as reported. There was no evidence of the contractors on site. A colleague visited the site again on Monday 20 August to check the current situation. Jon Lambourne updated the Clerk on 14 September, explaining that he had met the owner and the tree surgeon that carried out the works, and also discussed the issues with the city council’s solicitors and senior planners. However, he had yet to respond formally to the owner / tree surgeon, and felt it inappropriate to update the Parish Council before informing them of the city council’s views on the work or embarking on further action. He hoped to write to them week commencing 17 September and agreed to inform the Clerk of progress once that has had a chance to arrive.

BMX bikes at land rear of 7 Bushy Hill Road - ENF/12/00057

Several recent complaints to the Parish Council about motocross bike noise coming from 7 Bushy Hill Road, Veronica House were passed to the city coluncil’s enforcement team. They concluded that the resident is allowed up to 28 occasions of use in any calendar year without needing to apply for a planning permission for change of use. Further to that residents were also urged to speak to environmental health officers and obtain diary sheet forms to log the noise disturbances. The Clerk has contact details of the relevant officer who has diary sheets for use by affected residents. The officer was also going to register the complaint and write a letter to the owners at 7 Bushy Hill Road.

C/FWD: Cllr Glover agreed to make enquiries about the number of occasions and durations allowed by law and report back. To report to the meeting.