Minutes of the “virtual” meeting of the Westbere Parish Council held on TUESDAY 16 February 2021 at 6pm.

Background to this “virtual” meeting: Regulations enabling town and parish councils to lawfully conduct virtual meetings by video and telephone conferencing until May 2021 have been published. The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) ( and Wales) Regulations 2020 came into force on 4 April 2021 and allows for virtual meetings up to May 2021. This meeting was held using Zoom as a virtual hosting platform. Agendas were posted on the village noticeboards as usual and also to the parish council’s website. This clearly explained that members of the public are still able “attend” a parish council meeting either online or by telephone and anyone wishing to do so should contact the Clerk for the details of the meeting link or phone number and the PIN code for access to enter.

Present: Parish Councillors: Ian McLean (Chairman), Sylvia Harlow, Maria Morcom, Kathy Wilson and Karen Williams. County Councillor Alan Marsh (for part of the meeting) City Councillor Georgina Glover Canterbury City Councillor Louise Harvey-Quirke Clerk to the Council, Amanda Sparkes. No residents.

1. Chairman’s welcome and Apologies for absence Cllr McLean welcomed everyone to the meeting. There were no apologies for absence. Cllr Wilson asked if the meeting could have a two-hour time limit applied.

2. Resignation of Stephen Laws Stephen Laws resigned as a parish councillor on 15 February 2021 as he and his wife are moving out of the village. The Clerk confirmed that due process is being followed with a notice to be posted on 18 February 2021 on the village noticeboards, and if a by-election is not requested by 10 or more electors then the parish council will be given the authority to co-opt to the vacancy on 10 March 2021.

3. Vacancy on the council No-one has expressed an interest in the village yet for the previous vacancy. Cllr Morcom confirmed she posted a letter to a prospective candidate however the suggestion was declined at this time.

4. Declarations of Disclosable Pecuniary Interests None.

5. Minutes of the last meeting Cllr Morcom asked for additional point to be included under Minute No. 6, Cllr reports, of the 19 January 2021 meeting: The Minutes recorded “Cllr Morcom – Cllr Morcom advised that the WVPS newsletter explains that John and Alison Grubb had replaced the Christmas lights on the village green tree with difficulty as the power box was tampered with.” Cllr Morcom asked to add “the parish council extends thanks to John and Alison for their hard work in ensuring the village green continues to be lit up attractively through the winter evenings.”

The Minutes were then agreed as a true record of the meeting and will be sent to the Chairman for signing in the post after the meeting.

6. Chairman’s Report and Councillors’ Reports

Cllr McLean - Cllr McLean explained he had been involved in a few items on the agenda and would report to them accordingly. Elsewhere he had taken a complaint from a resident about increased dog mess in the village, and he had spoken to Cllr Glover, and researched online reporting and enforcement. He will ask the complainant to report, but does not want a confrontation policy if anyone witnesses a person not picking up after their dog. There are signs already in the village but Cllr Glover has asked CCC if more signs may be considered. The Clerk will also run an article in the next newsletter. Extending virtual meetings past 07 May 2021 will involve primary legislation and KALC is encouraging parish councils to write to their MP to request this. The Clerk had drafted a letter to Roger Gale MP and Cllr McLean explained he had written an introduction paragraph. He urged councillors to endorse it by the end of the week for the Clerk to send it.

Cllr McLean drew attention to the illegal stile on CB91 the official public right of way off Westbere Lane, and which is still in place since initially reported by The Two Fields Action Group to the KCC PROW team in February 2020. It is near to the entrance to footpath CB91 from Westbere Lane – at the point where the footpath opens out from between the two Westbere Lane properties’ fence boundaries. The stile causes accessibility issues – a kissing gate would be preferable. The entrance used to have a kissing gate which had been broken for some time. Cllr Glover spoke back then to the KCC PROW team who agreed to issue a summons to the landowner for its removal. Cllr McLean asked Cllr Glover to chase this.

Cllr McLean then brought up the overgrown bank at the bottom of Walnut Tree Lane and explained he had talked to Cllr Glover about it. He felt that a precedence has been set with residents maintaining it historically, despite the issues with establishing ownership which have been explored by the parish council before. Cllr McLean suggested that post-COVID-19 that the parish council could organise improvements with a village working party approach. Cllr Wilson commented that there have been previous issues with dumping here and if the parish council took this on that would allay similar issues. She also commented that a lot of people pass the bank to walk to the lakes and she supported improvements. Cllr Harlow commented that it would be nice to do planting to take it through the seasons. KCC Cllr Marsh suggested that the Chairman undertakes a Land Registry search, and that if no ownership is registered the parish council can adopt the bank from an environmental perspective. If an owner exists, they may be prepared to deed it to Westbere Parish Council for a peppercorn rent.

Cllr Morcom – Cllr Morcom advised she had completed actions assigned to her from the last meeting. She had looked at a possible EV charging station/cut out for the village green; researched picnic tables; and spoken to the postman who gave a reassurance that important mail gets delivered. Cllr Morcom explained that there are no WVPS meetings in person at present but they have arranged an online newsletter and a Zoom talk next week. Cllr Morcom confirmed she will bring up the idea of the Walnut Tree Lane bank to WVPS in due course. Cllr Morcom confirmed no updates to report re the Twinning Association.

Cllr Harlow - Cllr Harlow advised she had nothing to report.

Cllr Wilson - Cllr Wilson explained that if the village hall changes from gas to electric heating then this would also involve the need for a new cooker. The hall committee is also looking into solar panels on the roof. There is a need for further research and a search for grants. Cllr McLean commented that when the hall was being used for Yoga that there had been problems with the heating. He agreed the committee’s ideas were exploratory and need to be costed, and confirmed he was happy to support the hall committee as a member of the public. Cllr Marsh explained that he may be prepared to offer some funding from his Member grant pot. Cllr Wilson explained that she has not been visiting the Police Station in her role for neighbourhood watch but continues to send alerts.

Cllr Williams – Cllr Williams advised that with the recent ice and snow she had checked all the village salt bins. Some have been used and although none are empty some need topping up. Cllr Williams will order more salt and fill these up.

7. Reports from County and City Councillors

CCC Cllr Georgina Glover Cllr Glover advised that CCC is busy setting budgets and determining parking charges and balancing the books. She has given Cllr McLean a copy of the local budgets.

CCC Cllr Louise Harvey-Quirke Cllr Harvey-Quirke explained she is to write a letter of support for the Two Fields Village Green application. The change of waste collection services from Serco to Canenco has happened with some services disrupted through the district. For week commencing 22 February waste collections will be ‘doubled up’ to catch up.

KCC Cllr Alan Marsh report KCC Cllr Marsh explained he has spoken to Cabinet Member Mike Whiting about the faster broadband project. KCC held a budget meeting last week and increases of 1.99% and the maximum additional 3% for adult social care are to be applied. This will give a £1.65bn revenue budget, but of which 60% of that is earmarked for adult social care and those with disabilities. The Highways budget will be £100m. Cllr Marsh explained that whilst there will be no new community wardens all the existing have been retained. He commented that while the CCC Planning committee granted the and Broad Oak new developments last week the community fallout is hitting. The Sturry 20mph zone should start to be implemented from 19 February 2021, weather permitting. Cllr Marsh explained that he sits on the KCC Regulation Committee which will hear the Two Fields Village Green application, however although he can attend and comment, he cannot vote. He confirmed he met Cllr McLean at the Yew Tree Pub and delivered facemasks and sanitiser to them. He commented that the road haulage arrangements in Kent post Brexit are going well. Drivers testing positive for COVID are isolated in hotels while they recover and their lorries parked at Manston. He concluded his report that he is hearing that virtual meeting legislation is not going to be extended although this view could change. Cllr Marsh left the meeting at this point.

8. Adjournment of the meeting As there were no residents ‘present’ there was no adjournment of the meeting.

9. Planning The Clerk’s Writeup of CCC Parish Council “Planning Briefing” engagement meeting held 01 February 2021 which gave an update on the Canterbury District Local Plan to 2040, introduction of the Community Infrastructure Levy (CIL), and community led planning is attached to these Minutes as an information appendix.

Student housing and the 5-year housing land supply/housing numbers requirement CCC Cllr Louise Harvey-Quirke has followed up the question regarding student housing and how that affects the CCC housing allocation/allowance: The government has changed how student accommodation is factored into housing requirements and supply fairly recently. When CCC prepared the current Local Plan, student accommodation was specifically excluded from the housing requirements, so any student accommodation delivered would be in addition to the 16,000 homes CCC planned for. But the recent change mean that CCC can now count student accommodation towards the housing requirements - at a ratio of around 3/1 (i.e. typically 3 student beds = 1 house). Helpfully, this means CCC can now include them in its 5 year supply calculations, thus strengthening its position in recent years, particularly as the strategic sites have come forward slower than expected. For the new Local Plan, student accommodation needs will be included within the overall housing target from the outset.

Update on the SSSI and water quality issues The CCC Head of Planning has confirmed that this is a big issue for CCC. The water quality at the lakes Stodmarsh Nature Reserve was found to be less than favourable, and there is a potential source of pollution linked to the outflow from the Wastewater Treatment Works reaching the nature reserve. EU Case Law means Natural England are taking a precautionary approach and Natural England has advised that until a clear understanding of the link is established no new planning permission is to be granted. The Head of Planning at CCC is currently having meetings with the Government, Planning Advisory Service, MCLG, Ofwat, the Environment Agency and other relevant statutory bodies to find a solution. He hopes to be able to provide a further update in a couple of months. The long-term solution is a need to upgrade the Wastewater Treatment Works (may take 4 years) but the short-term solution is to enable CCC to grant planning permissions, with for example, the larger development sites having their own waste water treatment works on site to achieve neutrality of water – although this is not an option for small sites. Other parts of England are also facing similar issues.

New applications:

CA/20/02826 – Land at Sturry/Broad Oak, Sturry Outline application (with all matters reserved) for the development of up to 630 houses and associated community infrastructure comprising primary school, community building, public car park and associated amenity space, access, parking and landscaping; and detailed/full application for the construction of part of the Sturry Link Road and a local road from the Sturry The above application and the associated one for the adjacent linked Broad Oak site were both granted permission at the CCC Planning Committee on 09 February 2021.

Notifications:

CA/20/02649 – 12 Westbere Lane, Westbere CT2 0HH Single-storey rear extension and replacement window and door to front. GRANTED by CCC

Appeal Notification: NOTED a letter was received on 27 January 2021 of the following Appeal: 12 Westbere Lane Westbere Canterbury Kent CT2 0HH Ground floor and lower ground floor rear extension. Application ref: CA/20/01621 Appellents name: J Croucher Appeal ref: 3263294 Appeal start date: 25 January 2021 TOWN AND COUNTRY PLANNING ACT 1990 APPEAL UNDER S78 AGAINST REFUSAL OF A HOUSEHOLDER APPLICATION An appeal has been made to the Planning Inspectorate against the decision of Canterbury City Council to refuse planning permission. The appeal will be determined on the basis written representations. As this appeal is proceeding under the Householder Appeals Service, there is no opportunity for the parish council to submit comments. However, CCC has forwarded copies of all the representations made on the application to the Planning Inspectorate and the appellant. These will be considered by the Inspector when determining the appeal.

Village Green status application to KCC for the Two Fields site The Sturry and Westbere Two Fields Action Group submitted an application for the Two Fields to be designated a Village Green to KCC at County Hall on 08 November 2019. Over 70 residents of Westbere and Sturry submitted Evidence Questionnaires along with their memories of using the fields and photographs. The application will now be heard at a virtual meeting of the KCC Regulation Committee Member Panel on Wednesday 24 February 2021 at 10am. In response to COVID-19, the Government has legislated to permit remote attendance by Elected Members at formal meetings. As a consequence, the normal public speaking arrangements have had to be revised and Representations from interested parties (apart from the applicant and landowner) will only be accepted in writing. The transcript of representations that would normally be made in person will be read out by the Clerk of the meeting at the appropriate point in the meeting. The applicant and landowner will be provided with an opportunity to make oral representations to the Panel. Sir Stephen Laws will make an oral presentation to the Panel to present the Two Fields Action Group’s legal arguments.

The members of the Panel have been sent a report which summarises the details of the application and the landowners’ objections. The key objection seems to be a technicality - that the identification of the land as a Green Gap in CCC’s Local Plan designates the land as having potential for development which constitutes a “trigger action” which prohibits a Village Green application. The Two Fields Action Group has already submitted our response to this disagreeing with KCC’s legal advice to reject their application.

Therefore, the key issue for the Panel will be to decide whether to accept the legal advice & refuse the application. If they fail to do this, the recommendation is that the application go to a Public Inquiry as “there is no knock out blow to cause the application to fail conclusively at this stage”.

Cllr McLean commented that the principle of a refusal would apply not just to the Westbere application but all village green applications nationwide.

PROWS application made to KCC by the parish council for The Two Fields site at Staines Hill owned by Bellway Homes There is no update.

Correspondence from Sturry Parish Council re Bretts Land Robert Brett & Sons Ltd have ceased operations at their Westbere Depot and the land is to be disposed of. In the past Bretts have been very supportive of the local villages and have allowed free access to the green space beside the access road to the depot. They have also leased land in this area to Sturry football club and Sturry Model Engineering Association. Sturry Football Club have been offered a further ten-year lease of their pitch, and as yet, there has been no formal assurance that the model railway will be allowed to continue or, and if so, for how long.

Sturry Parish with three sports clubs, two football clubs and one cricket club, is facing something of a crisis over outdoor sports and amenity provision. The pitch leased from Bretts is the only pitch for the three parishes of Sturry, and Westbere and the land around it is used by literally hundreds of residents. The loss of this land as a public amenity would be a major blow for residents.

There is very little public amenity space of any kind in Sturry, Broad Oak, Fordwich and Westbere. The three sports clubs in Sturry are very well subscribed, but two are entirely dependent on travelling to pitches outside the parish. The lack of public amenity space in Sturry and Fordwich is compensated to a degree by informal use of the land owned by Bretts.

All of this land is potentially developable if issues with the high water table and poor access can be resolved. Sturry Parish Council has suggested that ideally the area of protected land would form a continuous green area connecting to Bakery Green in the west and leading to a new public right of way in the East so that this land connects to the riverside public right of way CB90. The route of this proposed new right of way is already a track which is very well used by residents and has been for many years. This track is also owned by Bretts. The closure of this access would be a loss to residents of Sturry and Fordwich. It provides Sturry’s only convenient route to the riverside walk connecting Fordwich with Westbere. Sturry Parish Council will apply to KCC for the new footpath creation and although this is likely to be a lengthy and costly process it is fairly straightforward.

Sturry Parish Council asked if representatives from Westbere PC, Sturry PC and Fordwich TC could get together and see if they can agree on a way forward that are all happy to support. Cllr McLean and the Clerk attended a joint informal meeting on 16 February 2021. Another informal meeting is to be held in roughly 3 weeks’ time. A Sturry parish councillor is to make contact with a Bretts contact and ask about Bretts plans for the future of the land.

10. Use of Section 101 since the last meeting - None.

11. Financial matters When meetings are able to be resumed in person - TO RECEIVE the bank statements and bank reconciliation for September, October, November, December 2020, January and February 2021, and TO RESOLVE the signature of a councillor other than the Chairman thereon; NOTED that following the resolution at the 19 January 2021 parish council meeting, the Clerk appointed a contractor on 20 January 2021 to undertake repairs to the brick wall at Shrubbery Corner damaged by a vehicle. This should be completed before 31 March 2021, financial year-end. The Appendix 3 Finance Schedule and schedule of payments totalling £1,153.22 will be signed by the Chairman of the meeting and returned to the Clerk by post. NOTED that the new Snow Goose Cherry tree will be planted during February on the village green (as per the CCC capital grant given)

Climbing inspection for feature tree in the Churchyard The climbing inspection for this feature tree has now been undertaken by the contractor during January 2021. The contractor found decay, fairly extensive in the top 50% of a limb and removed a lot of dead wood. His recommendation is to remove this limb entirely or at least half way to some healthy wood, limiting any risk of failure. He gave quotes for full and half removal but explained these could be lowered if access at the residential property near the tree at the rear of the graveyard could be utilised as the work could then be completed much quicker. Cllr McLean and Cllr Morcom have visited the resident who is happy to allow access. The Clerk will ask for two revised prices for the two options and also question the longevity of Option 2 and whether Option 1 although more expensive would be more prudent in the long term. The decision on which option will be determined at the next parish council meeting on 16 March 2021 although the Clerk was asked to ask the contractor to book in a date now to undertake the work as soon as possible after that meeting.

New Capital grant for 2021-2022 CCC has allocated £29k for parish councils’ capital grant programme for 2021-2022. The application process will be the same as in previous years and closes on 26 April 2021 with a report going to CCC committee in mid-June. Cllrs resolved at their 19 January 2021 meeting to apply for a picnic table or two picnic tables for the village green, as suggested by residents in 2020. £811 has been included in the precept budget for 2021-2022 for this project. All councillors agreed that longer tables rather than round tables should be provided, and with an open end to be accessible for wheelchairs and buggies. And that whilst wood as the material is attractive it is not preferred from a maintenance point of view. The colour should be brown to blend with the existing seat furniture. Cllr Morcom suggested that they be placed parallel to the hedges either side of the village sign. The Clerk will seek installation quotes and draft an application to be ratified at the next meeting.

Future Concurrent Function funding There is no update.

12. Next newsletter Items for the next newsletter will include: an article to encourage people to pick up after their dog; - advising people new to the village to sign up to the neighbourhood watch alerts; and the broadband project latest update.

13. Website The new website is now live at https://westbereparishcouncil.gov.uk/ KCC has now said they will host the old website until 31 March 2021.

14. Parish Cllr generic email addresses The Clerk had drafted a Policy around the use of councillor “’.gov.uk” emails, such that they are only to be used for official parish council business. Cllr McLean suggested some amendments and will redraft it with a view to this being an agenda item for adoption at the next meeting.

15. Coronavirus risk assessments The Clerk has completed further Risk Assessments around Coronavirus risks for February 2021.

16. Clerk Report Most items are incorporated elsewhere in these Minutes.

Dip/possible subsidence in Westbere Lane There is a stretch of Westbere Lane towards the convent that is dipping badly and is possibly subsiding – this was logged with Kent Highways and the Clerk asked that an inspection/road survey be considered. (Reported 29 July 2020 reference number 516690) The status of this report on 01 February 2021 states “Risk assessed. No action required.”

17. Leader of CCC to attend the April 2021 parish council meeting Cllrs considered discussion items for the CCC Leader of the Council, Cllr Ben Fitter-Harding, when he attends the April parish council meeting. Items include the possible provision of Communal EV charging points through the village and the Call for Sites Strategic Housing Land Availability Assessment (SHLAAs). Cllr Harvey-Quirke advised CCC have held 7 of 14 briefings so far on the sites. There is concern on Westbere Parish Council about the suitability of sites selected/put forward especially with flooding and water run off concerns – some listed Westbere houses have no foundations so this is an important factor.

18. BT Community Fibre Partnerships Westbere/Sturry Case Reference 47904 BT can upgrade households to superfast broadband Fibre To The Premises (FTTP) – and the installation is customer demand led and can be paid for by residents/businesses applying for Department of Culture, Media and Sport (DCMS) ‘vouchers’. Vouchers are £1,500 per residence and £3,500 for businesses and may fully fund a Community Fibre Partnership scheme. Certain postcodes in Kent, including some in Westbere are eligible for a KCC top up which takes each household voucher from £1,500 to £7,000. Cllr McLean has delivered flyers to the Sturry properties since the last meeting. There have been 51 Westbere and 2 Sturry households signed up (at 05 February 2021). If the KCC top up vouchers are still available when the landing page is open then the scheme may be fully funded.

The Clerk sent an update to the 53 households signed up on 02 February 2021. The Clerk has also kept the Sturry Parish Council Clerk and ward councillors Cllr Glover and Cllr Louise Harvey-Quirke updated. BT’s final quote to upgrade is £192,541. Cllr McLean explained that with KCC top-ups this target is met and fully funded but the KCC monies may already have been used up elsewhere. Cllr McLean and the Clerk are in dialogue and pushing for an update. The Government will be shortly launching a new voucher scheme to succeed the Rural Gigabit Voucher and Kent Top Up Voucher Schemes. It is understood that their intention is for community projects who have not been able to benefit from the existing schemes to be transferred into this new scheme. Details are awaited so the progression of this project may be delayed with completion possibly now in quarter 2 of 2022.

19. Westbere Charities Trustee Alison Grubb’s term of office as a Westbere Charity Trustee expires on 31st March 2021. She is willing to stand for another 4-year term if Westbere Parish Council wish to re-elect her. Cllr Morcom proposed Alison, Cllr Harlow seconded and all councillors agreed this. The Clerk will send two letters to the Chairman to sign and send one to re-elect Mrs Grubb and also send one as confirmation to the charities’ Clerk.

20. EV communal charging points for the village Cllr McLean has raised whether the parish council should research details and costs for EV car charging points for electric cars and in particular the possibility of one or two public facility ones, especially as some households without off-road parking may not be able to have a charging point attached to their homes. Possible locations suggested include opposite No. 24 Westbere Lane where the road is widest; at the bottom of Walnut Tree Lane (where Cllr McLean has now spoken to a resident and confirmed that these garages do not have electricity so a location here could benefit 5 households); the Yew Tree pub car park; the village green if a cut out of part of one of the banks could be achieved; or in Pennington Close. Cllr Wilson commented that locations for a communal charging point are very limited. Cllr McLean agreed to revisit the information for a report to the next meeting.

NOTED an email was received on 25 January 2021 from the KCC lead officer who explains that KCC is currently progressing with the installation of chargers at locations that were approved in phase 1 of the project. KCC has a reserve list for parishes who wish to be considered in the future and Westbere Parish Council has been added to this list. The fact that a number of residents of Westbere do not have access to off-road/private parking will definitely assist in fulfilling some of the criteria for the project. Cllr Ian McLean has formally registered the parish council’s interest. KCC hopes to be able to update parishes on the waiting list in the next couple of months if and when applications for phase 2 of the project can be submitted. More information at https://parish.kentsmartertravel.co.uk/x.jsp?ano=1 and more information from phase 1 at https://parish.kentsmartertravel.co.uk/x.jsp?ano=86&category=parishGrant

(For information: The Transport Secretary, Rt Hon Grant Shapps MP, announced on 02 February 2021 that funding for the On-Street Residential Chargepoint Scheme (ORCS) will continue into 2021/22. Local authorities are being urged to take advantage of a £20 million cash injection to boost the number of on- street electric vehicle chargepoints in towns and cities across the UK. In a letter to councils across Britain, Transport Secretary Grant Shapps has today (2 February 2021) announced that funding for the On-Street Residential Chargepoint Scheme (ORCS) will continue into 2021/22, allowing residents without private parking to reliably charge their vehicle. Since its inception in 2017, more than 140 local authority projects have benefitted from the scheme, which has supported applications for nearly 4,000 chargepoints across the UK. This funding boost could double that, adding nearly 4000 more chargepoints in towns and cities, tackling poor air quality and supporting economic growth. More information at: Government powers up electric vehicle revolution with £20 million chargepoints boost - GOV.UK (www.gov.uk) )

21. Ecology and Environment NOTED the £50 earmarked reserve and further £50 allocated in the 2021-22 budget for more new trees for the parish.

Possible wildflower planting on, or a section of, the grass verge at the entrance to Pennington Close Cllr McLean has spoken to Cllr Glover since the last meeting. Cllr Glover explained that she had spoken to the Clerk. The land is currently maintained by Serco but the grounds maintenance contract is about to be brought back in-house by CCC. Cllr Glover explained that CCC will have to identify this site for the contract and this may offer a possibility to establish land ownership as this is unclear. She explained the Clerk agreed with her that therefore this idea should be deferred. Cllr McLean queried this as he considered that CCC are currently paying Serco to cut it. The Clerk explained that a change to the mowing regime would be required if the land is wildflowered and felt deferring while the in-house contract beds in would be better to avoid the flowers being cut down inadvertently.

The two benches along the north bank of the River Stour Cllr McLean advised there is no financial support from Fordwich Town Council and no response from Sturry Parish Council so the replacement of the benches will not be progressed by Westbere Parish Council. KSCP may wish to do something themselves.

C/fwd: Correspondence from The Kentish Stour Countryside Partnership re a Stour Valley Regional Park An email was received and circulated on 21 December 2020 from The Kentish Stour Countryside Partnership who are keen to explore the possibility of establishing a Stour Valley Regional Park to include land in Westbere. This was reported in full at the January 2021 parish council meeting with all of their ideas and proposals. The parish council is invited to take part in an initial consultation process; to determine what level of support there is for the proposal, and to give suggestions and feedback on the central ideas, projects and opportunities. At the January meeting Cllr McLean offered to be the point of contact. He has not yet heard anything from KSCP.

22. Action list from the last meeting Cllr McLean confirmed that the Yew Tree Pub are agreeable to having a sign around drive safely etc to be provided by the parish council in due course.

23. Highways Improvement Plan Cllr McLean advised he has now familiarised himself with the latest version of the HIP. The Clerk explained that the Highways Steward has just asked parish councils to book a telephone call to revisit their HIP. She suggested Cllr McLean may want to conduct that and he agreed that was a good idea.

Cllr McLean advised that he has logged several potholes. Some have been done.

24. Date and time for the next full Parish Council meeting/virtual meeting The next virtual meeting was set for Tuesday 16 March 2021 at 6pm.

25. Annual Electors’ Meeting for 2021 Last year’s Annual Electors’ Meeting was cancelled due to the coronavirus pandemic. The Chairman at that time prepared an annual report in the form of a letter to all residents. Cllr McLean proposed holding the 2021 meeting as a virtual meeting and asked for councillors’ views. Cllr Harlow felt that the older population won’t use Zoom, and Cllr Wilson agreed with this, commenting that they can’t be visited to be given assistance with the technology. Cllr Morcom commented that the more people there are on a virtual platform the harder it is to manage and it is also very much more tiring, and she favoured a letter/report as last year. Cllr Williams commented that the electors meeting when held in person is like a social group setting with refreshments offered and feels like an event. The Clerk explained that by law the meeting should be held between 1 March and 1 June and it is highly unlikely it will be safe to hold a face to face meeting by 1 June. Everyone agreed an update report/letter should be prepared and sent with the usual Westbere Charities annual report and accounts. Hopefully some sort of event may be held later in the year.

The meeting closed at 8.05pm.

………………………………………………………………… Signed: Cllr Ian McLean, Chairman

Date: ………………………………………………………….

Please note these Minutes remain as draft Minutes until they are approved by the parish council at their next parish council meeting

Meeting dates for 2021: Third Tuesday of each month: 16 February, 16 March, 20 April, 18 May, 15 June, 20 July, No meeting in August, 21 September, 19 October, 16 November, No meeting in December.

Planning Appendix:

CCC Parish Council “Planning Briefing” engagement meeting 01 February 2021 Lead Rural Councillor and meeting chair: Councillor Barbara Flack Councillor Barbara Flack welcomed everyone to the meeting and introduced Simon Thomas, Head of Planning, Karen Britton, Planning Manager (Planning Policy & Heritage) and Kate Balzan, Senior Community Infrastructure Officer. They were attending to give presentations and answer any questions on the District Local Plan, Neighbourhood Plans and Village / Parish Design Statements and the Community Infrastructure Levy (CIL).

1. Update on work towards a new District Local Plan Karen Britton presented an update on the Local Plan review currently underway. The new Plan will set out the community vision for the district to 2040 and will allocate sites for development and land to be protected (for example for wildlife or landscape reasons). Karen reminded everyone about the important work Parish Councils have already contributed towards the new Local Plan. A parish council workshop on the Local Plan and CIL had been held in November 2019 to start discussions around parish priorities for, and involvement with, the new Local Plan and CIL. This was followed by a meeting with each parish council between January- June 2020. A public consultation on the Issues took place June-September 2020. 9,000 comments were received from 445 individuals and organisations. Workshops were then held July-October 2020 to discuss the Issues. CCC had an excellent response to the Local Plan Issues Consultation in 2020 and responses can be found at https://www.canterbury.gov.uk/info/20014/planning_and_building/313/new_local_plan_2040

Some key messages from the Issues consultation: - Build enough good quality homes including affordable housing - Support economic growth and creation of jobs - Facilitate movement within the district and beyond and increase on-car travel - Tackle climate change - Make the most of the heritage assets, the countryside and coast - Support and encourage growth at the Universities - Get the infrastructure to support the growth - Manage sustainable change in the town centres

The landscape character assessment and biodiversity appraisal, along with the local facilities audit and playing pitch strategy and indoor built facilities audit, are nearing completion and will be published on the website early in the new year.

A report on the Local Plan Options will be taken to Committee in May and, if approved, a consultation on Options and strategy for growth will take place in late Spring 2021.

Karen finished by saying the site assessments have begun on the sites sent in to them in the “Call for Sites” and it was expected this and the SHLAAs (Strategic Housing Land Availability Assessment) would be published late Spring 2021.

A question and answer session then took place as follows -

Q: When do parishes get to pass comments on the “Call for Sites”? A: We are in the process of analysing all of these sites now and once that has been completed and we know what our growth strategy will be (following the Options consultation) we will then begin looking at the sites against that and we’ll contact you.

Q: Can you confirm it won’t be a done deal? A: There will be an assessment made of each site first (which is what we are doing now), then once we know the district’s preferred growth strategy (which will be following the Options consultation) we’ll approach parish councils for their comments on sites. The “Call for Sites” analysis will be published in late May for information (they do not form part of the Options consultation). Parish councils will then have the opportunity to raise other sites - it will be a step by step process.

Q: Do you have any idea of how the Government continually changing plans will impact the Local Plan? A: We are continuing to progress our work on the new Local Plan and are not expecting the proposed Planning White Paper changes to impact our work at this stage, but we are starting to pre-empt what may happen, for example looking more at how we can include Design Codes and Master Plans. The White Paper will take a year or so to become an Act.

Q: How can CCC ensure sites included in the Local Plan will get developed and not just be left for years? A: We have to evidence that sites we put in our new Local Plan are available and deliverable and we have to also ensure we have a 5 year supply of housing in our Local Plan (on a rolling basis). We have a requirement to review adopted plans within a 5 year period from their adoption now, so this has helped, and we can consider removal of sites from our Local Plan at that stage if they are not delivering.

2. Community Planning (which includes Neighbourhood Plans and Village/Parish Design Statements etc)

Karen Britton gave a presentation on Neighbourhood Plans and Village Design Statements. Community planning is to try and influence changes within a parish.

The aim of a Village Design Statement is to encourage developers and householders to design new developments to be in keeping with (or enhance) local character. This can help inform parish councils comments on planning applications and in their discussions with developers.

The aim of a Neighbourhood Plan is to enable development and where and what type of development should happen in the local area, it is to complement not undermine national or local planning policies. A Neighbourhood Plan has the same legal status as a Local Plan.

Overview of the differences: Village Design Statement Neighbourhood Plan Aims Encourage developers and To enable development. Where and householders to design new what type of development, eg new development to be keeping with (or homes should happen in the local enhance) local character area. Strategy for growth must complement not undermine national and/or local planning policies Scope Design of new development Use of land and new development as well as design of new development A typical VDS might be set out as: Assessed by an Independent - Introduction Inspector appointed jointly by CCC - Village Context, eg location and the PC. map, how the settlement has Have to record all processes and evolved evidence changes from V1 to the final - Landscape character, eg version. describes landscape, protected A Referendum has to be held with habitats, important views electors – 50% of those voting have to - Built Environment Character, say Yes to the plan. eg describes building types and layout, materials, features - Guidance for new development

Status It can help inform PC comments on The same status as a Local Plan planning applications and PC discussions with developers. A VDS can be given to CCC as a material planning consideration and help CCC officers make their planning decisions.

The Government has allocated £30m between 2018-2022 to support the development of Neighbourhood Plans. If applied for parish councils may get up to £10,000 of grant funding or technical support which could help with identifying sites for development or assist in preparing some design codes/guidance. CCC will pay for the formal consultation and CCC pay for the Independent Inspector and also pay for the referendum.

A question and answer session then took place as follows -

Q: Some parish councils are put off from doing a Neighbourhood Plan, how is it easier now and how can they be financed? A: Look at what other parish councils have done or are doing as many places have already done them across the country. , Bridge and are preparing a Neighbourhood Plan. Plenty of evidence can be used that has been prepared for the existing Local Plan and will become available for the emerging new Local Plan, which would save money. It very much depends on the content of what you want to do, for example when allocating sites a working group can use the CCC Call for Sites Assessments as evidence; the Environment Agency and KCC Highways can also provide evidence to help with Neighbourhood Plans. Parish councils are also encouraged to speak to planning for more advice.

Q: Is a Neighbourhood Plan worth doing for small and large parishes? A: Yes, as it’s a way they can influence change within their parish. Parishes can also join up to work together with a neighbouring parish or even a cluster to prepare a Neighbourhood Plan – this can help with resourcing and expertise.

Q: With a Village Design Statement just the parish council are involved, with a Neighbourhood Plan all of the parish is involved? A: Both are generally led by the parish council but with involvement from the community. The parish council have to be involved in both but it’s advisable to create a working group and ensure the community is involved in this.

Q: The Neighbourhood Plan has to be broadly in line with the Local Plan, do we work to the existing Plan or the new Plan? A: We advise that you look at the new Local Plan content – by early Autumn 2021 after the Options consultation the CCC strategy will be known - but it really depends on what you want to put in it and when. Conversations need to be had between us to ensure we can discuss these issues to get the best for your Neighbourhood Plan.

Q: This would be difficult as we’d have to pre-guess what the district wants? A: It is unlikely to conflict with the Local Plan but again I would encourage you to speak to planning.

More information about Neighbourhood Plans: https://locality.org.uk/services-tools/neighbourhood- planning/

3. Community Infrastructure Levy (CIL) Information on the Council’s Community Infrastructure Levy: https://www.canterbury.gov.uk/info/20014/planning_and_building/308/cil_and_planning_obligations

Kate Balzan gave a presentation on guidance for parish councils on the Community Infrastructure Levy.

What is CIL? CIL is a charge levied on developments that create a new dwelling or create an extension of 100 square metres or more. The purpose of a CIL is to raise funds for local infrastructure. It is expected there will be less S106s over time but they won’t be phased out entirely as S106s can be useful for specific onsite mitigation and still be relevant to make a development acceptable in planning terms.

However, the amount of CIL CCC receive can be affected by exemptions (self-build and residential extensions are the most common), existing buildings on site can often be offset from the charge and also types of development charged. • Charged per square metre based on fixed rates set out in CCC’s CIL Charging Schedule. • A new, typical 2-3 bed house could be charged £16,830.00 (90m2 at £187 per square metre for most of the district).

But in reality, the amount of CIL CCC receive is affected by exemptions. Exemptions are not automatic. An exemption has to be granted by CCC – the developer submits an exemption form: - Self-build exemptions – A self-builder or anyone commissioning someone to build them a principle place of residence that they will live in for a minimum of 3 years from the date of completion. There are evidence checks, eg utility bill, and if they were to sell within these 3 years, it would be picked up on Local Land Charge Register when searches are done. - Residential extension exemptions - Existing buildings on site can often be offset from the charge - Viability of development - Types of development CCC charges.

Canterbury City Council charges and collects CIL and splits the levy receipts into 3 pots:

80% 15% 5%

STRATEGIC ALLOCATION ‘NEIGHBOURHOOD ADMINISTRATIVE COSTS 5% Towards strategic infrastructure PORTION’ The money that is of levy receipts will be spent on projects, including transport, passed onto parish councils to administrative expenses e.g. to schools, hospitals and social spend – see below cover officer time in care facilities. Governance administering the process arrangements are being established to provide an appropriate decision-making framework for allocation of this money

The Neighbourhood Portion: 15% of CIL levy receipts must be spent in the area where development is taking place. This is referred to as the ‘Neighbourhood Portion’. (This proportion increases to 25% for areas that have a Neighbourhood Development Plan in place.) Parish councils will receive 15% for every development in their parish that is charged CIL, so the amount received is largely proportionate to the amount of growth in your area.

How do parish councils receive the neighbourhood portion: The amount of CIL to pay is confirmed after the planning application is approved but only becomes payable on commencement of development (so it may be a number of years until significant CIL payments are received). CCC is intending to transfer the ‘neighbourhood portion’ to parish councils twice yearly and will confirm these arrangements shortly.

How can parish councils spend CIL? The ‘neighbourhood portion’ can be spent on a wider range of things than the rest of the levy. CIL Regulations 59C says it can be spent on: (a) the provision, improvement, replacement, operation or maintenance of infrastructure; or (b) anything else that is concerned with addressing the demands that development places on an area. (This includes affordable housing).

Examples are: - Community facilities and community hall - Schools and other educational facilities - Open spaces, parks and play areas - Cultural and sport facilities - Transport, eg cycle lanes or bus shelters - Health and social care facilities - Flood defences

A parish council should spend any CIL received within 5 years or CCC can ask for it back to put to their own infrastructure requirements – although this can be up for negotiation if the parish council has long-term plans.

How should parishes report CIL? The CIL Regulations also state that parish councils must provide a report detailing CIL receipts and expenditure for the previous financial year, by 31st December following the financial year. Canterbury Council will provide a template and can assist if required. This must be published on the parish website. If a parish council has not received any CIL, they do not need to publish a report.

A question and answer session then took place as follows –

If a building on land is used for 6mths but then converted by permitted development would they have to pay CIL? Permission under general consent such as permitted development can be liable for CIL if it creates a new dwelling or 100 square metres or more new build floorspace. If it has been in lawful use for a continuous period of 6 months in the last 3 years, then the existing floorspace can be offset (as with planning permissions liable to pay CIL).

What happens to the 80%? This is the Strategic Allocation. CCC is currently looking at how this will be prioritised but CCC priorities will be shared later on in the process. CCC is in talks with other infrastructure bodies such as KCC at present. It will be spent on strategic infrastructure that is set out in the Infrastructure Delivery Plan (produced and developed alongside the CDLP): https://drive.google.com/file/d/1Wp-cfgMSPbS5GMU1Ms6v59oeWNMQ_aCc/view

Can you clarify when CIL is due? CIL only becomes due on commencement of development. If the amount comes to over £50k it can be paid in instalments; if it’s a smaller amount it needs to be paid within 60 days. The rate is set at the date of when planning permission is granted (not at the rate of commencement) and will not then change.

Will parishes be kept in touch of when money is due? We are working on how the Neighbourhood Portion will be transferred and how parish councils can be notified of how much Canterbury Council is holding for them. In terms of money in the pipeline which may come in, it can be made complex, for example, due to exemptions, which can be applied for any time before commencement. A word of caution s that if development never commences then no CIL is paid – and exemptions can come in up to the point of commencement.

Can parish councils talk to CCC about having over 5 years to spend the money? If you have a valid reason it shouldn’t be a problem, spending the money within 5yrs is a recommendation set out in CIL Regulations.