Minutes of the Parish Council meeting held on Parish Thursday 4th April 2019, 19.15 Council Small Village Hall, Bridge Street, Wye

87/19 Present: Cllr Reece (Vice Chairman), Cllr Bartley, Cllr Bouverie, Cllr Vousden. Community Warden R. Sinden, PCSO Aaron Newell, 3 members of the public. In attendance: D. Baines (Clerk/minutes), A. Dewhirst (Responsible Finance Officer (RFO)) Apologies: Cllr Ovenden, Cllr Dods, Cllr Shoults

88/19 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 made a voluntary declaration as member of the Wye Village Design Group, and Wye Heritage and had a written dispensation to speak but not vote under 94/19e iii (The Sawyers)

89/19 Public Open Session None of the members of the public present wished to speak.

90/19 To approve the minutes of the previous meeting held on 3rd March 2019 Minutes from the last meeting were agreed as an accurate record (proposed by Cllr Bartley and seconded by Cllr Vousden), and in addition confidential minutes were agreed (proposed by Cllr Vousden and seconded by Cllr Reece).

91/19 To receive an update regarding progress of actions and resolutions from the last meeting. All action items on the last agenda had been completed, with the exception of: 79/18 Level crossing risk assessment, an item under agenda item 96/19e

92/19 To receive any oral or written reports, and authorise any action PCSO Aaron Newell –there had been only one reported crime during March and no incidents of anti-social behaviour. It was noted however, that a recent incident of trespassing had been reported at Wye College. Members of the public were encouraged to report any incidents, the easiest way to do so by either calling 101 or 999 or alternatively logging details on the Police website. Action: the Clerk to circulate contact details to Councillors. Community Warden Richard Sinden – the Welcome Home from Hospital group continued to grow as new volunteers were trained and more referrals for assistance were received. A possible name change for the group may be considered in the future, to make it more evident that the service was not just available for hospital related requests. Neighbourhood Watch – the scheme was growing steadily, and now included nine streets in the village.

93/19 Finance & Governance a. To approve adoption of amended Standing Orders (as recommended by R&GP meeting of 21st March 2019 25/19Rc) It was agreed that these be adopted, subject to an early review in 3 months’ time (proposed by Cllr Reece and seconded by Cllr Vousden). b. To consider fee proposals from the Planning Consultant for drafting of Wye Neighbourhood Plan (WNP) Review project brief and related planning case work (bought forward from PC meeting 07/03/19, R&GP meeting of 21/02/19) As there was insufficient detail available to be able to draw up a schedule of WNP review tasks, it was agreed that this item would have to be postponed to a future meeting. It was noted that the Planning Consultant was expected to visit Wye on 8th April to undertake a site visit to consider ongoing planning applications and as preparation for the WNP review. c. To receive a cheque from the Wye Christmas Street Party for £2,730.50, for speed reduction signage to improve speed awareness and road safety in the village, and to authorise any action

It was agreed to write and thank the street party organisers for all their efforts. Any actions would need to be co-ordinated with the traffic improvement actions recently discussed with Kent County Council. This matter would be bought to a future meeting for further consideration. Action: to write to the street party organisers and table this item on a future agenda

d. To note any other income received. A small amount of allotment rental had been received, along with £750 in burial fees.

e. To approve the cheque list and authorise payments. review of the Financial Regulations had shown that the ability to make payments by internet banking was already documented in council policy. It was agreed that online payments would be made at the Parish Council office the next morning, and remaining cheques signed during the meeting. The payment list was approved and online payments were authorised and three payments by cheque were signed (all proposed by Cllr Reece, and seconded by Cllr Bartley). The payments list, including the means of payment is shown at the end of the minutes.

94/19 PLANNING

a. To receive notes from the Planning Working Group (PWG), to consider advice and recommendations and authorise any action The next meeting of the PWG was due to be scheduled shortly, and as such there were no notes or recommendations to report.

b. To consider planning applications (with deadline for comment where applicable) i 19/00195/AS Sidelands Farm, Little Olantigh Road, Wye. Demolition of existing buildings (use Class D1) and construction of flexible office space (Use Class B1), a coffee shop (Use Class A3) and two residential dwellings alongside associated access, parking and landscaping works (to note reply deadline extended to 19/04/19 as Sidelands Farm is a major site) This application would be considered at Resources & General Purposes meeting of 17th April. A further site visit was scheduled to take place on 8th April. ii 19/00348/AS Woodlanders, Waltham Road, , TN25 5JD (08/04/19) iii 19/00309/AS Pickersdane, Amage Rd, Wye, TN25 5PL. Erection of a garden greenhouse (06/04/19) iv 18/00043/CONA/AS 18 Church Street, Wye, TN25 5BJ. Discharge condition 2 & 3 It was agreed to make no comments on items ii, iii and iv. v 16/00444/CONA/AS Court Lodge Farm, Hinxhill Road, Wye. Discharge of conditions 2, 3 &; 5 It was agreed that any comments on this application would be made under Clerk’s action. vi 19/00029/CONA/AS Plot 1, Former Wye College Pig Unit, Amage Road, Wye. Discharge of conditions 5, 6, 7, 8, 11, 15 &; 16 It was agreed that any comments on this application would be made under Clerk’s action. vii To consider any applications received, but not listed above. 19/00013/OLE/AS Overhead Lines from Staple Farm to Cold Blow, Cow Lees, Hastingleigh Alterations to the HV and LV overhead lines at Cold Blow Farm. The works include the removal of the HV overhead line and the installation of an HV underground cable. It was agreed, to support this application as a landscape improvement within the AONB

c. To note decided applications i 19/00076/AS 30-32 High Street, Wye, TN25 5AL. Conversion of 26 - 32 High Street to residential use to provide 6 dwellings, including demolition of flat roofed link attached to No 32, demolition of single storey building and demolition of lecture theatre. Listed building consent granted ii 18/01502/AS Gallery House, 97-103 Bridge Street, Wye, TN25 5ED. Replacement of five box sash windows and two modern doors. Listed building consent granted iii 19/00123/AS 12 Chequers Park, Wye, TN25 5BA. Conversion of existing garage into habitable accommodation and alterations to the front drive; replacement weatherboarding. Permitted

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iv 16/01548/AM02/AS Wye School, Kempe Centre, Olantigh Road, Wye, TN25 5EJ. Amendment sought to wording: Condition 10 of 16/01548/AS (Highways Works). Amended Plans Approved v 12/01245/CONT/AS Conningbrook, Kennington. Discharge of condition 81. Permitted vi 16/01142/CONB/AS Wolfson House, Upper Bridge Street, TN25 5AN. Discharge con.9. Permitted vii 15/01472/AMND/AS 2 Silks Farm Cottage, Amage Road, Wye,TN25 5DE. Revision to the increase in length of extension by 200mm; increase in upper roof line length by 1.5m; fenestration changes; finish changes on planning permission 15/01472/AS for a single storey and one and a half storey side extension. Erection of single storey boiler barn outbuilding. Withdrawn by applicant[post meeting note: replacement application 19/0354/AS received] viii Wye Village Hall 19/00034/TC Cherry (T2) – Fell. 19/00035/TC Cherry (T1) Fell. Withdrawn by applicant The decisions of Planning Department were noted, as were the decisions to withdraw items vii and viii

d. Telereal Trillium (TT) sites i To receive an update, and approve any action, regarding the Draft WYE3 Masterplan and other TT sites and note the Parish Council meeting held with TT representatives on 29th March A comprehensive meeting which covered the whole of the WYE3 site, had taken place as planned on March 29th. The meeting, which was the first to be held in 15 months, took place outside of the WYE3 Steering Group process and was not therefore attended or chaired by Ashford Borough Council. A number of action points on both sides were agreed at the meeting, including a decision to meet again in three months’ time. The Council’s action points were ratified though the Notes from the meeting were still in draft form. The final version would be circulated in due course for approval. An update on the current status of Telereal Trillium planning applications was provided:

17/00567/AS & 17/00568/AS Wye College Buildings – a decision notice had not yet been issued by Ashford Borough Council (ABC) as there is no agreement between TT and ABC on s106 conditions. 16/01142/AS – Wolfson House – whilst preliminary works had begun, there was no activity on site at present. TT is waiting for the outcome of 19/00075/AS the High Street application and intends to use the same contractor to work on both sites at the same time and to park off site. [Post meeting note: ABC has approved parking for Wolfson House to the rear of the High Street under Condition 9 of 16/01142/CONB/AS the Construction and Management Method Statement]. 18/01009/AS ADAS – no decision had been made on this application by ABC. 16/00893/AS Squires – no work was expected to take place, until progress had been made regarding the College Buildings. TT is waiting for the outcome of 17/00567 before letting this job. 19/00075/AS – the High Street application (see iii below). The ABC case officer has approved the parallel listed building application for 32 High Street 19/00076/AS.

Action: to circulate finalised meeting notes (29th March) to Councillors and to Telereal Trillium.

ii 19/00001/EIA/AS Imperial College of Science and Medicine Wye Campus, Occupation Road, Wye, TN25 5EN and 19/00002/EIA/AS Former A D A S offices, Olantigh Road, Wye, Ashford TN25 5EL to note responses to these Environmental Impact screening applications and approve any action Given the sensitivity of the sites, and requirements clearly stated in the Wye Neighbourhood Plan, the Parish Council had submitted strong representation regarding both screening applications. These documents were now available to view on ABC planning portal. Pre-application consultations were now in progress for both sites, as draft plans had been made available by TT during the meeting of 29th March. A Planning Working Group meeting would be called to consider them both, and it was noted that no timetable had been given for a response. Councillors were pleased to have the opportunity to comment at this early stage.

iii 19/00075/AS 30-32 High Street, Wye, TN25 5AL – to note that Cllr Ovenden acting as the Wye Ward Member has ‘called-in’ this application on highway safety, heritage, residential amenity and other

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grounds to be considered by Ashford Borough Council Planning Committee (5th June 2019), and to approve any action The calling in to Planning Committee was noted, and that the application could not be considered by ABC until the June meeting as a result of the local elections taking place in May as it is contentious. This application would be brought to the Parish Council’s May agenda, to allow attendance at Planning Committee to be authorised and would in addition be considered by Planning Working Group and advice sought from the Planning Consultant. Action: to respond by (by 23rd April) the extended deadline agreed by the case officer and bring back to May council meeting, to allow a speaker at Planning Committee to be nominated.

e. Planning appeals and enforcements i To hear any updates regarding outstanding planning matters and consider any actions required There were no updates available on either the outstanding appeal (17-01646 Former Goods Yard) or ongoing enforcement issues. ii To receive a KALC report on Planning Enforcement Issues and a request for case studies and authorise any actions It was reported that Ashford Area KALC had made a call for case study material relating to enforcement issues, as they looked to build a picture of how these matters were considered by the borough council. It was agreed to compile a short case study of local material to forward for their consideration. Action: the Clerk to compile in consultation with Councillors. iii To consider a revised application for variation of license by The Sawyers (formerly The Barbers Arms, 169 Bridge Street, Wye, TN25 5DP and agree any action Correspondence received from the Licensing Office had provided some clarification as to details of the application for variation of license, and indicated that permission had been granted to allow outside drinking 7 days a week between the hours of 12.00 and 8pm, from April to September. In addition, opening hours would be extended until midnight on Christmas Eve and New Years’ Eve and late-night refreshment would be available during these times. It was not entirely evident that the consultation had been either clear or undertaken as thoroughly as the council would have wished, however as the decision had already been by taken the Licensing Office, it was agreed to keep the matter under review over the coming months. Cllr Bartley had a current dispensation for this item

f. Planning policy i To receive a report on recent correspondence and progress with ABC concerning the Wye Neighbourhood Plan review and the Built Confines processes and authorise any actions An initial response had now been received from the Head of Planning Policy regarding the start of the Wye Neighbourhood Plan review. Next steps were to consider the matter at Planning Working Group, in advance of consideration at the next Resources & General Purposes meeting. The Local Plan Evidence Base was expected to provide essential reading for the review. It was noted however, that a number of key documents were not available to view on the ABC website, copies of these had been requested and it was hoped to have full details available for the next R&GP meeting. The requested copies of the Local Plan had not been received.

It was resolved with all in favour, that the Wye Neighbourhood Plan geographical area for the purposes of the review, would remain as the parish boundary and therefore unchanged from the designated that agreed when the WNP Neighbourhood Area adopted in 2012.

ii To receive a report from KALC meeting 27th March, note the formation of a Joint Parishes Planning Committee and a Joint Parishes Traffic Committee and authorise attendance at these meetings The formation of two new committees was noted. Cllr Bartley was authorised to attend the Joint Parishes Planning Committee, in his capacity as KALC representative. iii To review the aims and effectiveness of the Wolfson Protocol to encourage pre-application discussions with developers, manage Parish Council resources, and to authorise any actions

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The Wolfson Protocol was proposed by ABC in 2011, in response to a planning application submitted for the site, unanimously refused by members of Planning Committee. It was agreed to circulate the Wolfson document and that Cllr Bartley would make a copy available to KALC for discussion at a future meeting. Action: to circulate the Wolfson Protocol to Councillors

95/19 Village matters & open spaces a. To note correspondence concerning footpaths AE110 and AE112, NCR18 signage and allotments Councillors heard of planned works to footpath AE112 expected to be undertaken by the Parochial Church Council (PCC) in the near future. It was noted that before making any changes to footpaths, specifications would need to be agreed by Kent County Council. Action: the Clerk was authorised to respond with contact details of officers at KCC and request that the PCC work directly with them. b. To form an Access Working Group to respond to footpath, cycle path and rights of way issues, and authorise any urgent actions As there was no immediate need to form the working group, it was agreed that this be brought to Annual Council meeting for consideration. c. To request nominations for prizes and awards (for agreement at a future Council meeting) It was agreed that details of the different awards and prizes would be circulated to Councillors, with a request that nominations be forwarded to the Clerk.

96/19 To hear any reports and agree any actions regarding ongoing tasks and projects a. Community Transport Working Group mini-bus project As the planned meeting between Ashford Borough Council, Rolvenden Rocket and Enterprise to discuss and review pricing schemes had been postponed, there was no new information to discuss at this time. b. Village Caretaker Scheme Working Group The Clerk reported that figures for the works were awaited from Ashford Borough Council. It was agreed to chase this up, in order to allow consideration at the next meeting. c. Local Needs Housing Working Group The meeting with Housing Development Needs Manager at Ashford Borough Council had been postponed due to illness, at the housing officer’s request, and would now take place on 7th May. d. Flood Working Group report Due to illness of the KCC officer, the next meeting would not now take place until April 23rd. e. Wye level crossing risk assessment As no response had been received from Network Rail stressing that any assessment must be scheduled to take place during term time to record accurately the number of school children at risk, it was agreed to request support of the local MP to pressurise for this to be done. It was agreed that the MP should ask for the assessment to be done once schools had resumed in September, and Wye School had expanded to include pupils in all seven year groups.

97/19 To receive correspondence, and authorise any action a. Ashford Borough Council Environmental Achievement Award It was agreed to forward any suitable nominations to the Clerk. b. Recycling and waste strategy consultations (ABC Briefing no. 84) The consultation was noted. c. Our Place Wye meeting notes (14/03/19) A grant to the group to purchase a template website was discussed, as it was noted that the original intended supplier was not found to be suitable for the groups’ needs. Instead OPW would develop their own site. The Clerk was authorised to transfer the domain name. d. To note any correspondence received, but not listed above Correspondence from an allotment holder was received and considered by Councillors. Issues raised included individuals who were not allotment gardeners, using the Beanfield site as a shortcut, and issues of dog fouling on allotments as dogs were being allowed off lead and let

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loose on site. With regards to the latter, it was acknowledged that the issue would be difficult to tackle without having any details of who the owners were. An allotment newsletter was due to be issued, and it was suggested that the issue of responsible dog control be included in that, as a starting point. With regards to the issue of access across the site it was acknowledged that a solution that was satisfactory to all was difficult, given that the WYE3 situation was an ongoing one and subject to negotiation. It was agreed that a site visit by councillors would be useful and that the Clerk would write in response on behalf of the Council

98/19 To hear & note items from Councillors for the next agenda or for information only An item for the next Resources & General Purposes agenda: works to the gate at the Lady Joanna footpath (AE115). It was noted that repairs to the Harry Henderson bench at the Recreation Ground had now been completed, and to a very high standard. 99/19 Date of next meeting Wednesday 17th April at 19.15 R&GP committee Thursday 25th April at 19.15 Extraordinary Parish Council meeting

100/19 Resolution

That under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press and broadcast media be excluded from the meeting during the consideration of the following items because of the confidential or commercially sensitive nature of the business. 101/19 To discuss any commercially or legally sensitive business relating to Telereal Trillium sites including WYE3 Masterplan and Wye College Buildings and authorise any actions. 102/19 To consider any commercially sensitive matters relating to staffing, ongoing tasks and projects

103/19 Close of meeting The meeting closed at 21:45

These minutes are signed as an accurate record.

Signature

Name

Date

ACTIONS

Agenda Person to Item Action required no. action

92/19 PCSO report To circulate contact details of the PCSO, to all Clerk Councillors 93/19c Speed awareness To write to the street party organisers and bring this Clerk signage item back to R&GP meeting of 17th April. 93/19e Online banking & To make payments online RFO payments

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94/19b Planning To respond to planning applications: Clerk applications 94/19d TT Meeting to circulate finalised notes to Councillors and to Telereal Clerk Trillium. 94/19a Planning Working To arrange a date for the next meeting Clerk Group 94/19d 19/00075/AS 30-32 To bring back to May council meeting, to allow a speak at Clerk High Street Planning Committee to be nominated 94/19e Planning To compile a short case study of local material for Cllr ii enforcements presentation to KALC Bartley 94/19e The Sawyers variation To monitor for possible nuisance to residents, and review Clerk/ iii of license application over the coming months. Cllrs 94/19f Wolfson Protocol It was agreed that this 1) be circulated to Councillors, and 2) Clerk,Cllr forwarded to KALC for consideration for review Bartley 95/19 Works to footpaths at To advise the PCC to work directly with Kent County Council Clerk AE112 95/19 Set up of footpath To add as an agenda item to Annual Council Clerk working group 95/19c Awards and trophies To circulate and request feedback for future meeting Clerk 96/19e Level crossing risk it was agreed to request support of the local MP to pressurise Clerk assessment for this to be done during term time. 97/19d Allotment For Councillors to undertake a site visit and the Clerk to write Clerk correspondence in response on behalf of the council 98/19 98/19 Item for the next agenda- works to the gate at Lady Joanna Clerk footpath.

PAYMENTS LIST

Payment payee name reason Method of payment total H.S. Jackson & Son Fencing Ltd Parts for Churchfield allotment Online 436.98 gate replacement J.Austen Repairs to bench, gates at Online 475.00 allotment, recreation and burial ground Lindsay Frost Consulting Ltd Planning Consultancy Online 266.40 J.Austen Repair of Husqvarna mower Online 20.00 Mickle Creative Solutions Ltd 4 x outdoor posters for the Online 96.00 MUGA Kent Office Supplies Stationary Online 9.06 R.Williams March cleaning public WCs Online 273.75 J.Burnham Second tranche honorarium Cheque 5251 500.00 2018

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Wye Newsagency Ltd Dog bags, stamps, kitchen towel Cheque 5252 82.83 J. Austen Grass-cutting & strim to rec Online 220.00 ground, Churchfield Green Staff salaries Pay period 12 Online 2,615.07 HMRC Employers NI/PAYE Pay Period Cheque 5253 599.80 12 Plusnet plc Broadband & office landline Direct debit 69.60

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