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Minutes 2018-1206 Council

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Minutes 2018-1206 Council Wye with Hinxhill Parish Council Minutes of the Parish Council meeting held on Thursday, 6th December 2018, 19.15 Small Village Hall, Bridge Street, Wye 283/18 Present: Cllr Reece (Vice Chairman), Cllr Bartley, Cllr Bouverie, Cllr Vousden, Richard Sinden (Community Warden), D. Baines (minutes) Apologies: Cllr Dod, Cllr Ovenden, Cllr Shoults, Cllr West 284/18 To receive declarations of the existence and nature of any Disclosable Pecuniary Interest (DPI) and any Other Significant Interest (OSI) from members concerning items on the agenda Cllr Bartley declared a voluntary OSI as member of the Village Design Group and Wye Historical Society. Cllr Bouverie declared an OSI in relation to item 289/18 (grant application from Our Place Wye) 285/18 Public Open Session There were no members of the public present. 286/18 To approve the Minutes of the previous meeting The Minutes of the Parish Council meeting held on 1st November 2018 were approved as an accurate record, proposed by Cllr Bartley and seconded by Cllr Vousden. 287/18 To receive an update regarding progress of actions and resolutions from the last meeting. Councillors noted updates regarding action points from 1st November which included IT provision at the PC Office (items purchased and installed), real time travel diary form (completed) and planning applications (responded to as agreed). 288/18 To receive any oral or written reports, and authorise any action A written report had been received from PCSO Aaron Newell, which was read out to those present. The main items to note included a small number of reported crimes and the recent setting-up of three Neighbourhood Watch groups in the village. The Community Warden also reported on crime in the village with 11 incidents noted as having taken place during the last month. He went on to emphasise the importance of reporting criminal activity to the police and outlined steps being taken to promote effective crime prevention and safety measures, to include articles in future parish council newsletters as well as Facebook posts. A small number of free shed alarms were still available, which could be obtained by contacting the Community Warden. Further details were provided of the Neighbourhood Watch scheme recently started in the village and which had to date been taken up by residents of Ramsfield and Havillands (with both locations supporting a 98% take up rate), and more recently in Oxenturn Road. The Our Place Wye group community lunches continued to run successfully with 25 regular attenders, a Christmas lunch planned for 19th December, followed by a break with the first session of 2019 taking place on 9th January. 289/18 Finance a. To receive any updates from Ashford Borough Council regarding the Village Caretaker Scheme and authorise any action As no further update had been received from the borough council on this issue, it was not possible to discuss this item. The Clerk was requested to chase this up with the ABC Officer. b. To receive any grant applications and authorise any action (Cllr Bouverie left the room for the duration of the discussion) Councillors considered an application from the Our Place Wye group (OPW) for a grant to enable purchase of the Mendip Connections website template, a tool used to map local support available and log volunteers. It was agreed to support the grant application for £500 (proposed by Cllr Bartley and seconded by Cllr Vousden). OPW would be asked to clarify who the invoice for these works would be made out to and whether VAT was included in the £500 quotation. It was noted that an Our Place Wye website domain name was available for the group to take on when they wished to do so. c. To note submission of V.A.T. reclaim forms to HMRC It was noted that the Responsible Finance Officer had submitted VAT reclaim forms for the financial years 2014/2015, 2015/2016 and 2016/2017. A claim for 2017/2018 could be submitted once the accounting software was fully up to date with expenditure for the year to date. d. To authorise tree works at the Recreation Ground (removal of dead willow tree) It was agreed to proceed with these works (with all in favour) and that the funds be drawn from the Henderson Environment Fund. £450 had been quoted for removal of the tree. Councillors asked whether some of the wood be left at the scene to rot down and whether this would reduce the cost of the works. The clerk was authorised to proceed, and enquire as to removal of part, only of the diseased tree. e. To agree a budget and authorise the Clerk to order wood chips for the Jungle and nearby footpath. The cost of wood chips purchased in 2017 for the play areas amounted to £1,155, the cost this year had been quoted as £1,221. The Clerk was authorised to proceed on this basis (proposed by Cllr Vousden, and seconded by Cllr Reece). It was agreed in addition, to move a portion of the existing woodchip on to the Jungle footpath. f. Wye Village Hall & Recreation Ground Stage 2 works i. To receive a verbal report and to authorise any action ii. To consider any outstanding items regarding the LEADER funding profile and payment procedures and authorise any actions Councillors heard that a small number of items were awaiting completion, including painting of car park lines, with a pedestrian path and disabled bay. A spell of dry weather was needed before this work could be started. g. To note any income received Receipts amounted to £2,329.75 which included a small amount of allotment income, a donation towards the purchase and planting of a liquidambar tree at Churchfield Way. In addition, the Churchfield mowing contract income had been received for the period up to December 2018, amounting to £2,044. h. To approve the cheque list and authorise payments The decision to approve the cheques and authorise payments was proposed by Cllr Bouverie, and seconded by Cllr Reece. Cheques would be signed at Parish Council office on the next day. A list of payments is included at the end of the minutes. It was noted that a cheque had been issued to Crown Garden Services, outside of meeting time (cheque no. 5162), signed and authorised by Cllrs Bartley and Reece. Details were included in the cheque list for this meeting. 290/18 PLANNING a. Ashford Borough Council correspondence requesting a meeting to consider findings of the recent Housing Needs Survey. To note the request and authorise any action Councillors heard a request from Mark James, Development Partnership Manager at Ashford Borough Council to meet and discuss outcomes of the survey. It was agreed to arrange a meeting for the New Year, with as many Councillors to attend as were available. 2 b. To consider planning applications i 12/01245/AM03/AS Conningbrook, Willesborough Road, Kennington. Revision to the approved site plan ii 12/01245/AM04/AS Conningbrook, Willesborough Road, Kennington. Re-wording of Condition 27 iii 12/01245/AM05/AS 1 Conningbrook Avenue, Ashford. Re-allocation of 10 spaces across the site iv To consider any applications received, but not listed above It was agreed to make no comment on these applications. c. To note decided applications i 18/00314/CONB/AS Wye School, Discharge of Condition 5 (Biodiversity) - permitted ii 18/01031/AS The Barn, Cuckolds Coombe Farm, Brabourne Rd, TN25 5PP. Rear extension- permitted iii 18/01422/AS Plot 2 Former Wye College Pig Unit, Amage Road. Variation of conditions 3 & 17 of planning permission 18/00660/AS to amend plans relating to parking and accesses - permitted iv 17/01178/CONB/AS Wye Village Hall, Bridge Street, Wye. Discharge of condition 3 - permitted The decisions of Ashford Borough Council Planning Department were noted. d. To consider any tree applications i Decided application - Oxenturn House, Upper Bridge Street, Wye. Permitted T1 crown lift to 6m over road and weight reduce lower laterals over the road. T2 ash - fell. T3 ash – crown reduce. T4 (group of Leyland Cypress) – crown lift. T5 Ash – crown lift. The decision of Ashford Borough Council Planning Department was noted. ii New application - 18/00235/TC 6 Cherry Garden Lane. Silver Birch (T1) 16.5m high - Fell to hedge height 1.75m Plum tree (T2) - 13m high, Reduce crown to 8.5 m. Conifer (T3) - 18m high - Fell to ground. Yew (T4) - 14m high, fell to hedge. It was agreed to make no comment on this application e. Telereal Trillium (TT) sites To receive an update, and approve any action, regarding WYE3 Masterplan and other TT sites No matters were discussed under this item. f. Planning appeals and enforcements To hear any updates regarding outstanding planning matters and consider any actions required With the 10th December deadline for the Goods Yard (17/01646/AS) response to the Planning Inspector approaching, a draft letter would be sent to Councillors for review over the next few days. 291/18 Village matters a. To receive any notes from the Flood Working Group meeting (04/12/18), to consider any recommendations and authorise any action Councillors heard a report of a very positive meeting of the group, attended by Annie Thurgaland, Watercourse Officer at the Kentish Stour Countryside Partnership, covering modern techniques of flood prevention. It was agreed (with all in favour) to affiliate to the National Flood Forum. b. To review the provision of public transport to and from Wye village and consider any actions to overcome weaknesses Options to improve bus services available to Wye residents were considered, and included making an approach to Chalkwell bus company currently providing transport to Wye Free School pupils, to see whether their vehicles could be used to provide a service to Canterbury during school hours.
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