Page 072 2018/2019

CHARTHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD AT 7.30 P.M. ON TUESDAY 12th MARCH 2019 AT THE VILLAGE HALL, STATION ROAD, , NR , , CT4 7JA.

Present:

Cllr. C. Manning – Chairman Cllr. S. Hatcher – Vice Chairman Cllr. S. Dungay Cllr. A. Frost Cllr. D. Butcher Cllr. G. Hoare (left at 9.30pm) Cllr. P. Coles Cllr. L. Root Cllr. T. Clark Cllr. R. Thomas CCC/KCC Cllr. R. Doyle CCC (left at 9.43pm) Miss C. Sparkes (Clerk)

3 Members of the Public

(1) Chairman’s Opening Remarks and Apologises for Absence: The Chairman welcomed everyone to the meeting and asked for apologies for absence. These were recorded as Cllr. A. Hopkins (Illness) and Cllr. R. Mallet (Work Commitments).

(2) Confirmation of previous Minutes of the last meeting held 12th February 2019: Cllr Hatcher proposed and Cllr Butcher seconded, and all councillors voted in favour, that the Minutes of the parish council meeting held on 12th February 2019 (previously circulated) be accepted as a true record of the meeting and the Chairman duly signed them.

(3) Council: a) Declaration of any councillor’s interest in agenda items. None

Declaration of Disclosable Pecuniary Interests and Other Significant Interests and Voluntary Announcements of Other Interests, and a reminder to think of any changes to the DPI Register held at CCC, such as a change of job or home. No change to any councillors DPI Register details.

(4) Matters Arising from the Minutes: Cllr Manning reported that Robin Baker, who has been instructed to paint the changing rooms, has not provided a copy of his insurance and the dates previously set to undertake the works were cancelled as other jobs Mr Baker had been instructed on took priority. No other dates have been forthcoming since then. It was agreed that if Mr Baker has not provided alternative dates by the next meeting and a copy of his insurance that a new contractor be appointed.

(5) To Receive and Consider ‘CORRESPONDENCE’: Cllr Manning reported that nomination papers for the upcoming Parish Council election have been received from Canterbury City Council. Cllr Frost and Cllr Butcher both indicated that they would be standing down at the election and Cllr Manning thanked them for their service on behalf of the Parish Council. Cllr Doyle is also stepping down at the election as City Councillor and Cllr Manning thanked her for her assistance and advice on behalf of the Parish Council.

Any resident wishing to stand needs to complete the nomination and consent forms, which can be obtained from the Clerk, and hand deliver them to the Returning Officer at Canterbury City Council by Wednesday 03 April 2019.

CPC Parish Council Minutes – March 2019 1 Page 073 2018/2019 (6) Financial Matters, including ‘Authorisation of Accounts’: Schedule of Payments - A resolution that orders for payment as shown in attached schedule was agreed unanimously. The cheques were signed by Cllr Manning, Cllr Clark and Cllr Hoare.

(7) Planning Applications and Tree Works: The Clerk reported that there were ‘4’ new Planning Applications since the previous meeting:

CA//19/00203/LUE - Location: Wyevale Garden Centre, Stour Valley Business Park, Ashford Road, Chartham, CT4 7HF - Proposal: Application for lawful development certificate for existing use as "open A1 (retail) including for the sale of food". P.C. Comments: No Objections.

CA//19/00332/RUS - Location: Rose Garden, Ashford Road, Chartham, CT4 7HH - Proposal: Application for the approval of appearance of buildings and landscaping for two-storey building for car sales, car servicing, repairs and MOT testing including access, layout and scale pursuant to outline planning permission CA/18/01293/OUT. P.C. Comments: The Clerk reported that the design of the buildings and landscape has previously been presented to the Parish Council and Canterbury City Council as part of the outline application. The Parish Council has No Objections.

The Clerk reported that the Applicant has provided an update for the Parish Council with regards to discharging the ecology conditions of the outline approval and confirmed that the hedgerow and trees have recently been removed along with part of the derelict building. The boundaries were also plotted last week and the ‘Exclusion Fencing’ for the reptile mitigation has commenced, which should be complete by the end of April 2019. The Applicant confirmed that they would provide the Parish Council with a development timetable once in place.

CA//19/00322/FUL - Location: Upper Horton Farm, New House Lane, Chartham, CT4 7BN - Proposal: Proposed installation of a 35m high lattice mast on a concrete base accommodating 2 x 1.2m transmission dish and an equipment cabinet within a 8m x 10m compound surrounded by a 2m high mesh fence. P.C. Comments: The Parish Council requested that the Clerk contact the Case Officer to enquire whether it is possible for the proposed connection to be made part of the recently approved mast nearby at Iffin Meadows Farm under application CA/18/00770/FUL.

CA//19/00243/FUL - Location: Orchard End, Bolts Hill, Chartham CT4 7JY - Proposal: Proposed dormers to front and rear elevations, window to side elevation to provide accommodation in roofspace. P.C. Comments: The Parish Council agreed to defer comments until a site visit has been made.

Planning Decisions The following ‘Granted’ Planning Applications were noted:

CA//18/02108/FUL – Location: 3 Hillside Place, Cockering Road, Chartham, CT4 7LH – Proposal: Proposed single-storey block of 3 no. garages.

CA//18/02452/FUL – Location: 1 New Town Street, Chartham, CT4 7LT – Proposal: Proposed dormer to rear elevation and hip to gable roof extension to side elevation to allow additional living accommodation in the roof space.

CA//19/00118/FUL – Location: The Old Rectory Studio, Ashford Road, Chartham, CT4 7HS – Proposal: Proposed two-storey extension to existing office building.

CPC Parish Council Minutes – March 2019 2 Page 074 2018/2019 The following ‘Refused’ Planning Applications were noted:

CA//18/02492/FUL – Location Howfield Lodge, Howfield Lane, Chartham, CT4 7NA – Proposal: Proposed first floor side extension, single-storey side extension, roof extensions to side and rear, dormer to side and balcony to rear to create additional living accommodation in the roof space.

(8) Neighbourhood Plan and Potential Financial Support: A member of the public wished to address the Parish Council on the benefits of producing a Neighbourhood Plan and to offer a sum of money, up to a limit of £15,000, to assist with starting the process. Cllr Thomas confirmed that Canterbury City Council would be able to assist the Parish Council with producing a Neighbourhood Plan, as any plan would have to be in accordance with the Local Plan and National Planning Policy Framework (NPPF). Cllr Thomas agreed to enquire whether a representative would meet with the Parish Council to discuss the pros and cons of producing a Neighbourhood Plan.

Councillor opinions were mixed on whether to proceed with producing a Neighbourhood Plan, with some believing it would be a good opportunity to establish the village boundaries and maintaining a green gap between the parish and Canterbury, and others concerned that developers will use the Plan against the Parish Council to push through inappropriate developments on land outlined in the Plan as suitable.

Cllr Root suggested that a decision on whether to proceed with the Neighbourhood Plan be deferred until after the Parish Council election and this was unanimously agreed. The Clerk also agreed to look into the legalities of accepting a donation of this kind and amount before the Parish Council decide whether to accept the offer. Cllr Coles suggested looking into whether Awards For All lottery funding would be able to provide funding to consult with residents to ascertain views on whether they wish the Parish Council to produce a Neighbourhood Plan.

(9) CCC Community Infrastructure Levy (CIL) Consultation: CIL is a mechanism introduced through the Planning Act (2008) and the CIL Regulations (2010) to enable local authorities to raise funds to deliver infrastructure to support the development of their area. Once adopted, the CIL Charging Schedule will set out a standard rate (£ per sq. m), based on Gross Internal Area and existing buildings, that will be payable by landowners or developers for specific types of developments within agreed geographical locations.

The Parish of Chartham has been identified as being in Charging Zone A, which will equate to a levy of £187 per square meter, and will become payable in full within 60 days of a development commencing. Canterbury City Council is not proposing to apply CIL to any developments outlined in the CDLP or any planning applications already granted prior to the CIL policy being formally adopted. Cllr Coles suggested that the Parish Council request a Neighbourhood Plan implementation period so councils which have commenced a Neighbourhood Plan before the CIL Charging Schedule comes into force can gain the 25% contributions as opposed to 15% contributions for councils without a Neighbourhood Plan.

(10) Fencing along Shalmsford Street Playing Field: The Clerk reported that she has met with three contractors to obtain quotations for replacing the fencing boarding Shalmsford Street play area by the fishing lakes, in a similar style to the previou fencing which could not be reused, and two contractors have responded as follows:  Contractor A - £1,168.80 including VAT  Contractor B - £914.16 including VAT

A further quotation was received from both contractors for repairs to the fencing bordering Thruxted Lane as follows:

CPC Parish Council Minutes – March 2019 3 Page 075 2018/2019  Contractor A - £1,646.40 including VAT  Contractor B - £194.94 including VAT

The Clerk reported that both companies were professional and knowledgeable. The Clerk recommended that Contractor A be instructed for both elements as the level of repair to the fence bordering Thruxted Lane will be more effective and they have previously undertaken work in the parish which has been of a high quality. The Parish Council unanimously agreed with the Clerk’s recommendation and the Clerk was asked to instruct Glew Fencing to proceed with both elements of the work.

(11) Metro Bank: Cllr Manning reported that she and Clerk visited the Metro Bank to investigate the possibility of two signatory online banking. The Clerk reported that for the same services that Lloyds provide currently there are no charges, however the Clerk would be able to be put on the mandate as a non-signatory allowing her to discuss financial matters with the Bank which Lloyds cannot accommodate. For online banking, there will be a monthly charge of £20.00. Lloyds cannot provide online banking as they do not have a two signatory service which is required under the Financial Regulations.

It was unanimously agreed to defer a decision to whether to change banks until after the Parish Council election. In the interim, Cllr Coles suggested that the Clerk enquire whether a special dispensation on charges for online banking could be made due to the nature of parish councils, similar to accounts opened with clubs, societies and charities. Cllr Root also suggested that the Clerk enquire whether it is recommended that parish council accounts are spread over more than one banking provider allowing protection by the Financial Services Compensation Scheme (FSCS).

(12) Cemetery Matters: Cllr Manning reported that a Cemeteries Sub-Committee meeting was held on Thursday 07 March 2019 where a number of items were discussed.

Cllr Hoare proposed the erection of a curved remembrance wall by the Memorial Garden in memory of Paul Hornibrook, the previous Clerk, to allow families to place plaques commemorating their loved ones, similar to those located at Barham Crematorium and other cemeteries. The Parish Council unanimously agreed to the erection of a curved remembrance wall and it was further agreed that the plaques should be of one size only and purchased from one supplier to be handed out upon request to families to get engraved and installed. Cllr Manning agreed to look into the legalities of scattering issues in the Memorial Garden further.

Cllr Manning reported that the red runner in the Chapel is fading, possibly due to the amount of light entering the Chapel. The Clerk agreed to approach carpet companies to arrange a site visit to get some advice on the type of carpet to use and whether another colour would be more suitable in this location. The Clerk also agreed to contact companies to inspect the bell in the Chapel with a view to getting it ringing correctly again.

Cllr Manning also reported that the toilet metal storage container is peeling and requires painting inside and out. The Clerk agreed to get quotations for consideration.

Cllr Manning reported that the Cemeteries Sub-Committee reviewed the Rules and Regulations booklet, which requires updating to amend contact details in the front cover. Cllr Manning proposed that a clause be put into the booklet to provide advice on the suitability of photos chosen to be incorporated into memorial stones. The art of “shadow punching” or dot punched ornamentation has become increasingly popular and a recent memorial application submitted to the Parish Council for approval highlighted the need for guidance.

CPC Parish Council Minutes – March 2019 4 Page 076 2018/2019 The application in question was for a photo of the deceased with another loved one on a memorial stone but the deceased was semi-naked from the waist up. This was not considered appropriate for the cemetery and the application was declined. This was later re-submitted and approved with the agreement that a t-shirt would be super-imposed on the photo. The Parish Council unanimously agreed to add a clause in the Rules and Regulations prohibiting photos of a semi-nude nature.

Cllr Hoare reported that chains were passed to Allan Groombridge to secure the bins at the cemetery in an attempt to deter flytipping and Mr Groombridge will be purchasing padlocks.

(13) Countryside Issues: Cllr Dungay reported that a number of trees are overhanging gardens from Retain Court Farm. Cllr Dungay agreed to contact the owner to request that maintenance be carried out.

Cllr Coles reported that there are a number of overhanging trees by Bretts, opposite Milton Manor Church. Cllr Manning agreed to investigate who owns the land the trees are located on and contact the owner as appropriate.

(14) Amenities: Cllr Manning reported that the bin on the Memorial Field is being emptied but the lock has not yet been repaired. Cllr Dungay reported that bin located on the opposite side of the Memorial Field is not shutting properly and Cllr Manning agreed to contact Allan Groombridge to inspect. The Clerk also reported that she has reported the missing bin on the A28 by the bus stop by the turning for Chartham Hatch to Serco.

Cllr Dungay reported that the Early Years Project has approached her to enquire whether the Parish Council would consider paying for the hire of the small hall once a month for the nurses to use, or allow the nurses to use free of charge. Previously the nurses used the IT room free of charge but now feel the room is too small for their requirements. Currently the nurses have set up a corner of the large hall but would prefer to have a segregated area away from the rest of the Early Years Project to offer more privacy.

It was unanimously agreed to defer the suggestion to the Village Hall Committee for consideration before the Parish Council make any comment. Cllr Coles suggested finding out where the funding for the district nurses comes from before making a decision and Cllr Dungay agreed to investigate this further.

Cllr Hoare reported that St Mary’s Church has a funeral arranged for Tuesday 19 March 2019 which is expected to be a large turnout and requested permission to open the Memorial Field should it be dry enough to allow for overspill parking. The Parish Council unanimously agreed and Cllr Manning reported that the Shop on the Green has a spare key. Cllr Hoare enquired why a key is located in the shop and Cllr Manning clarified for Health and Safety reasons to allow ambulances or emergency personnel onto the field should there be any injuries.

(15) Adjournment of the meeting for parishioners’ questions and comments. A member of the public wished to thank the Parish Council for requesting that the double yellow lines along Station Road not be extended under Canterbury City Council’s Annual Parking Review. The recommendation to the Joint Transport Board is to make no changes.

The member of the public also reported that the offer of a meeting with the developer for the nearby development to look into the feasibility of funding a community amenity is still open and enquired whether the Parish Council wish to arrange a meeting. Cllr Manning reported that there has been some difficulties with regards to arranging date but confirmed that the Parish Council definitely wants to proceed with the meeting.

CPC Parish Council Minutes – March 2019 5 Page 077 2018/2019 (16) City and/or County Councillors’ Reports: Cllr Doyle reported that a planning application was put forward to the Planning Committee for Village Hall which proposed 9no two storey dwellings to the rear of the village hall to finance a single storey extension to the village hall itself, formation of a village green and car park and access road. The Planning Officer recommended refusal of the application as it is located on agricultural land but a number of councillors on the Committee felt that the community benefit outweighed the loss of agricultural land. Should the Parish Council decide to develop a Neighbourhood Plan, Cllr Doyle suggested considering areas which could be developed to enhance existing community assets.

Cllr Doyle also reported that the Policy and Resources Committee meets tomorrow (Wednesday 13 March 2019) to discuss the future of waste collection and street cleaning services after the current contract with Serco ends in January 2021. The recommendation put forward to the Committee is to develop a Local Authority Trading Company (LATCo) to manage both services, which would be entirely controlled by the City Council. This option, as opposed to contracting out at present, would offer greater flexibility, allowing changes to be more easily implemented than under a private sector operator where negotiations would be required.

Financially, there is little difference setting up a LATCo and retendering for a new contract so both options are financially viable. Should the Committee decide against a LATCo, two options for seeking a new private contractor have been put forward – either tender alone or go in with a joint tender with Dover District Council and Folkestone and Hythe District Council.

Cllr Thomas reported that the City Council’s RISE community funding has opened for applications and the deadline for Innovation Grants is 19 April 2019. RISE is designed to support not-for-profit organisations making positive improvements in local communities and details on eligibility and other criteria can be read on the City Council’s website.

Cllr Thomas also reported that the City Council and Swale Borough Council have been in discussions to explore the potential of jointly providing a lorry park at Brenley Corner. Lorry parking in inappropriate locations, including laybys, causes problems such a noise pollution, anti- social behaviour and littering, road safety issues and damage to verges and kerbs. It is currently very difficult to enforce lorries move from laybys as there is no designated area for them to stop. Once a designated lorry park has been built, both Council’s will be looking to obtain enforcement powers to direct badly parked lorries to move on or face being clamped.

Should Canterbury City Council’s Policy and Resources Committee agree to undertake more investigation tomorrow, the next stage will be looking at developing a business case, addressing planning concerns, understanding legal implications and land issues and ensuring appropriate enforcement arrangements are developed. The enforcement work would look at the experience of Ashford Borough Council, which is currently experimenting with an overnight lorry parking ban in a designated exclusion area. Swale Borough Council will consider the issue at its next Cabinet meeting on Wednesday 20 March 2019.

Cllr Thomas reported that the rollout of automatic number plate recognition barriers at car parks is continuing. Blue badge holders can park free of charge for up to three hours in most car park spaces except permit bays, Castle Street, Pound Lane, William Street and Middle Wall car parks and the three Park and Ride sites.

Blue badge holders will need to register their badge online to receive the discount and can register up to two vehicles against the badge. Badges must still be clearly visible on the dashboard of the vehicle. Car parks will also have motorcycle access accordingly and free parking. Cllr Thomas also reported that construction works on the multi-storey car park at Station Road West began last week.

CPC Parish Council Minutes – March 2019 6 Page 078 2018/2019 Cllr Thomas reported that he has now registered as a Speedwatch volunteer and attended his first session this morning in . 13 cars were caught going above 35mph in this one session and expressed an interest to volunteer at any local Speedwatch groups should they be set up. Cllr Butcher reported that previous rules meant that any roads above 40mph could not be managed by Speedwatch groups for safety reasons, ruling out any sessions on the A28. Cllr Thomas agreed to confirm the rules with regards to Speedwatch. Cllr Clark suggested that a mobile speed camera be scheduled for the A28 instead. Cllr Coles also suggested that joint Speedwatch sessions be carried out with Chilham on areas which border both parishes should a group be set up.

Cllr Manning reported that John Simmonds, previous Kent County Councillor, agreed to fund flashing speed signs on the exit of Chartham Downs but nothing materialised as unfortunately he fell ill. Cllr Thomas agreed to look into this further.

Cllr Thomas reported that Kent County Council are generally supportive of 20mph zones and have many across the county. Following the publication of the Atkin’s report into 20mph zones, Kent County Council will be feeding in findings from the report into their policy in May 2019.

Cllr Thomas also reported that he attended the Kent Flood Risk Management Committee on Monday 11 March 2019 which was insightful. Cllr Thomas reported that he has requested a follow up meeting to understand what measures and communication he can be involved with across the Canterbury North division.

Cllr Thomas reported that he has joined the University of Kent’s Canterbury Community Scholarship’s Board to help students with projects. The board has a small amount of money to support these initiatives.

At the Rural Forum meeting on Monday 11 March 2019, which Cllr Doyle, Cllr Thomas and the Clerk attended, part funding was agreed to distribute Community Safety Unit home safety kits to residents vulnerable to rogue traders and other scams. Parish councils and city councillors are encouraged to identify any residents who they feel would benefit from a home kit and Cllr Thomas reported that he would be happy to provide additional funding should there not be enough kits available to meet demand.

Cllr Thomas reported that KALC (Kent Association of Local Councils) is hosting a workshop for anybody considering becoming a parish councillor at The Guildhall on 26 March 2019 at 6.30pm.

(17) No Man's Orchard Management Committee: Cllr Manning reported that at the last committee meeting held on 26 February 2019, two members from and indicated their wish to stand down at the election, including the current chairman. Currently the Committee is made up of two councillors from Chartham and two councillors from Harbledown and Rough Common and two members of the public from each parish. Cllr Root attended the meeting and expressed a wish to join and the Parish Council unanimously agreed to appoint her as a representative.

Cllr Manning also reported that a new bank account will be opened as the current cheque book is in the name of a deceased member of the Committee. As the member died some time ago and a death certificate is required to change the details, the Committee felt it would be insensitive to request a copy of the death certificate from the family at this time and made the decision to start a new account.

Cllr Clark reported that he received a message from a film maker who is currently in the process of creating a short film on the North Downs Way and would like to set up an interview to be included as part of the commemorations of the centenary of the end of WWI held on 22 July 2018 in the orchard and Chartham Hatch Village Hall. Cllr Clark reported that he will be responding and will request a copy of the film.

CPC Parish Council Minutes – March 2019 7 Page 079 2018/2019 (18) Sports Pavilions – (Village & St. Augustine’s): Cllr Manning reported that Cobbes Meadow Riding School for the Disabled has requested use of St Augustine’s playing field for two events later this year, the first event being to request permission to use the edge of the playing fields to access the byway to Larkey Valley Woods as part of their Primrose Ride 2019 on Sunday 28 April.

The second event the Riding School would like to hold is a vintage tea on Sunday 07 July 2019 from 11am to 3pm to celebrate their 50th anniversary and 35th anniversary in Chartham. The Riding School is currently in negotiations with Mark Mowbray directly, who rents the playing fields, for permission on both dates. Cllr Manning confirmed that details of the vintage tea will be provided in due course and she will be meeting with the event organiser in the run up to the event.

(19) Play Areas (Village, St. Augustine’s & Chartham Hatch): The Clerk reported that the installation date for the replacement play equipment at St Augustine’s has been changed to week commencing 22 April 2019 to avoid half term as requested at the last meeting.

(20) Village Hall: Cllr Dungay enquired whether the old sleepers and other items from the village hall currently stored in the bin area can be removed. Cllr Manning agreed to investigate what items are currently being stored and assess what can be removed.

Cllr Manning reported that at the AGM (Annual General Meeting) held on 18 February 2019 a number of new committee members were elected on.

Cllr Hatcher reported that the inspection of the roof to ascertain the source of the staining in the porch and below the parish office front window cannot take place until the weather has improved but agreed to make the necessary arrangements.

Cllr Manning reported that the annual PAT testing (Portable Appliance Testing) has been carried out on all electrical items in the village hall.

Cllr Manning also reported that the new joint website for the Parish Council and the village hall is now up and running and the Clerk was asked to shut down the old sites.

(21) Highway Matters / Transport Issues: Cllr Clark reported that since the end of Shalmsford Street has been resurfaced near the A28, flooding in the general area has worsened. The Clerk commented that the resurfacing has most likely altered the camber of the road which is causing the build-up of water in a new area.

Cllr Coles reported that the amount of signage surrounding the road closure of Rattington Street is very poor. At the last meeting it was reported that lack of signage at the top of Rattington Street on Cockering Road has meant a number of vehicles are unaware of the road closure and large vehicles as a result have had to use the green on the corner of Bakers Lane to turn around, churning up the grass. Cllr Coles suggested that road signage should have been in put in place advising “for resident access only” to make it clear to all road users that the road is still closed.

Cllr Hatcher also reported that a suspected damaged water pipe during the works has resulted in water running under the foundations of The Post House on Rattington Street, which has potentially made the property unsafe to live in.

(22) Reports from KCC Community Warden & Police Community Support Officer (PCSO): Cllr Manning reported that the KCC Community Warden has currently been relocated to another area due to an ongoing investigation. No date has been confirmed for her return.

CPC Parish Council Minutes – March 2019 8 Page 080 2018/2019 Cllr Manning also reported that the local PCSOs have been in the office to inspect the village hall’s CCTV following the theft of two motorcycles which were dumped in the Great Stour river running alongside the footpath next to the village hall.

In general locally, there has been an increase in sheds being broken into, tools stolen, wing mirrors on vehicles being smashed and people being reported looking into gardens and private property. The PCSOs are patrolling the area in an effort to deter any further criminal damage.

Cllr Manning also reported that the public toilets on the Memorial Field had to be closed for a few days recently due to them being used for drugs and left in an un-fit state for use. This has been reported to the PCSOs who have agreed to check in as often as possible.

Cllr Manning wished to thank the litter pickers on behalf of the Parish Council for all their efforts in keeping the parish tidy.

(23) The next meeting of the Parish Council was confirmed as Tuesday 09th April 2019 at 7.30 pm at the Village Hall, Station Road, Chartham, Nr Canterbury, Kent CT4 7JA. Agendas for the next meeting will be issued nearer the meeting, as they will include any new Planning Applications that are due for review.

(24) Closure: There being no further business, the meeting closed at 10pm.

Chairman…………………………………………………Date…………………….

CPC Parish Council Minutes – March 2019 9