Minutes of the Parish Council meeting held on Wye Tuesday 6 April 2021, 18:45 with By video/audioconference Hinxhill Parish Council

67/21 To note those present and to receive any apologies Present: Cllr Reece (Chairman), Cllr Ovenden, Cllr Farmer. In attendance: K. Stephens, M. Lacey Apologies: Cllr West (work commitments), Cllr Bartley (health reasons), Cllr Haynes (personal reasons) Standing Apology: Cllr Dod (family reasons)

Cllr Reece proposed to approve these apologies, seconded by Cllr Ovenden.

To receive declarations of the existence and nature of any Disclosable Pecuniary Interest 68/21 (DPI) and any Other Significant Interest (OSI) from members, concerning items on the agenda Cllr Ovenden declared that he was a Ward member for Wye and a member of the ABC Planning Committee. Cllr Ovenden as a member of Planning Committee gave a declaration under Standing Order 12h (planning matters).

Public Open Session (this item will last no longer than 15 minutes unless agreed by the Chairman. If a 69/21 member of the public has submitted a statement, this will be read out. Statements shall not require a response at the meeting, but the Chairman may direct that a written or oral response be given.

There were 0 members of the public present. No items had been submitted prior to the meeting.

70/21 To approve the Minutes of the Extraordinary General Meeting held on 9 March 2021 The minutes of the previous meeting were circulated to Cllr Reece and other Councillors prior to the meeting. Cllr Reece confirmed that the open and confidential minutes were a true record of the meeting. Cllr Reece proposed to accept both sets of minutes, Cllr Farmer seconded the proposal and all were in favour.

71/21 To receive an update regarding progress of actions and resolutions from the last meeting Papers were circulated to Councillors prior to the meeting. a. Cllr Reece confirmed that all outstanding actions are being addressed.

72/21 To receive any oral or written reports, and authorise any action To receive a report from Police Papers were circulated to Councillors prior to the meeting. a. 3 crimes in Wye were reported. have had more frequent attendance at the MUGA due to reports of anti social activity and at the request of the Parish Council.

73/21 Finance and Governance To note any income received a. £522.50 income had been received: £500 ABC Members Grant and allotment income of £22.50.

1 Councillors noted the income received. To review the expenditure list and authorise payments Papers were circulated to Councillors prior to the meeting. Cllr Reece had reviewed the expenditure list prior to the meeting, Cllr Reece proposed to b. approve the payment list which had been recorded accurately and included VAT where appropriate. The payments authorised at the meeting of 23 March 2021 were also executed accurately. Cllr Ovenden seconded this proposal, and all were in favour. ACTION: Clerk to make the payments (Clerk) To approve Statement of Internal Control 2020-2021 Papers were circulated to Councillors prior to the meeting. The document is a requirement of internal audit and forms a key part of the Parish Council’s financial governance processes. Exceptional events will need to be reported this year as part of the audit process – these will include the response to the COVID-19 pandemic and the PINs c. Inquiry. Cllr Reece proposed to approve the Statement of Internal Control and this was seconded by Cllr Farmer.

Statement of Internal Control was approved.

ACTION: Cllr Reece and Clerk to sign the Statement of Internal Control (Cllr Reece/Clerk) To consider circulation of the Draft Strategic Plan 2021-2025 and Business Plan 2021-2022 to invite comments from residents Papers were circulated to Councillors prior to the meeting. It was proposed to invite residents to comment on the draft Strategic Plan 2021-2025 and Business Plan 2021-2022. The Strategic Plan was approved by Councillors in October 2020 but was put on hold due to resources. The proposal is to announce via social media that there is a draft Strategic Plan and to invite comments from residents. A deadline will be given of 14 May 2021. Comments received will be considered and a final version of the Strategic Plan will be presented to the Parish Council in June 2021.

Cllr Ovenden suggested that a leaflet drop take place to advise residents along with the social media posts. It was acknowledged that this would take time to organise. Volunteers could be d. asked to carry out the leaflet drop. Cllr Farmer offered to undertake the leaflet drop at Little Chequers. Cllr Reece thanked her for the offer.

The draft text for the PC website, Facebook page and Parish Magazine article was considered and this will be used for the leaflet to ensure a consistent message. A questionnaire has been prepared for residents to complete.

Cllr Reece proposed to approve the circulation of the Draft Strategic Plan 2021-2025 and Business Plan 2021-2022 to invite comments from residents, seconded by Cllr Farmer. ACTION: Clerk to post text on PC website and Facebook page and use in Parish Magazine article (Clerk) ACTION: Clerk/Deputy Clerk to organise leaflet drop (Clerk/Deputy Clerk) To authorise Cllr Bartley to attend KALC training course Papers have been circulated to Councillors prior to the meeting. Cllr Reece proposed to authorise attendance, seconded by Cllr Farmer. e. It was suggested that in future, such requests for Councillor training could be authorised under the Clerk’s delegated authority. Cllr Reece proposed to allow the Clerk to authorise future requests and where necessary, the Chairman would be consulted. The Clerk would need to look at the budget to check funds were available. Cllr Ovenden raised the issue of budget and

2 it was agreed to look at the Financial Regulations to ascertain if the process can be streamlined. ACTION: Clerk to look at Financial Regulations to ascertain if process can be streamlined (Clerk) To consider options for Financial Support Package for COVID-19 expenditure and authorise any action A letter requesting financial support for COVID-19 expenditure was sent to Cllr Clarkson, Leader of ABC on 6 April 2021, as a follow up to previous correspondence in March 2020. The f. Welcome Back Fund was referred to in the letter. In response to the letter, an email from the Chairman of KALC was received. The Ashford branch of KALC also wrote to Cllr Clarkson regarding COVID-19 expenditure and the impact of removing Parish Council grants in 2021- 2022. KALC were supportive of the correspondence sent by the Parish Council. To approve reviewed Asset Register It was agreed to defer this item until the next meeting. The Finance Working Group have reviewed the Asset Register when also reviewing the insurance renewal paperwork. The g. reviewed Asset Register will be presented at the EGM on 20 April 2021 when the insurance renewal is considered. Cllr Reece proposed to defer the item to the EGM on 20 April and all were in favour. ACTION: Clerk to add to 2020-04-20 EGM agenda (Clerk) To consider correspondence regarding Wye Almshouse Trustees h. Papers were circulated to Councillors prior to the meeting. Cllr Reece proposed to move the item to the closed session and all were in favour. To authorise nomination of Councillor Reece as representative for Village Hall Management Committee i. Papers were circulated to Councillors prior to the meeting. Cllr Reece is happy to be the Parish Council representative on the Village Hall Management Committee. Cllr Reece proposed to authorise the nomination, seconded by Cllr Farmer.

74/21 PLANNING

a. To consider planning applications (deadlines for comment shown, where applicable) 21/00496/AS Sidelands Farm, Little Road, Wye Demolition of four buildings (Use Class F1), the conversion of six remaining buildings to flexible office space, studio, workshop and cafe (Use Class E) and the erection of a covered parking area, along with access, parking, landscaping and other associated works (Deadline: 16 April 2021) An extension has been granted by ABC until 22 April 2021. New application. Cllr Reece proposed that a PWG meeting be convened to consider the planning application and recommendations be presented at the EGM on 20 April for Councillors to consider. All were in favour of the proposal. i ACTION: Clerk to convene a PWG meeting on 13 April 2021 (Clerk) ACTION: Clerk to add as agenda item at EGM 2021-04-20 (Clerk)

21/00443/AS Plot 1, Former Wye College Pig Unit, Amage Road, Wye New entrance gate, wall and associated landscaping (Deadline: no date given)

Cllr Reece gave a verbal overview. The proposed gate is not in the style of the general buildings but there is no ABC guidance regarding the aesthetics. The gates are set back 5.5m from the road and do not present a highways safety problem. Cllr Reece proposed that ‘No comment’ be submitted as a response, seconded by Cllr Ovenden. Cllr Farmer was in favour.

3 ACTION: Clerk to submit no comment as a response (Clerk) ii To consider any applications received, but not listed above. None received b. To note decisions of Ashford Borough Council Planning Department 21/00275/AS 33 Orchard Drive, Wye, Ashford, Kent, TN25 5AT Lawful development certificate - proposed - extension to existing crossover Decision: Proposed Use/Development would be lawful

21/00406/AS 21 Scotton Street, Wye, Ashford, Kent, TN25 5BU Lawful development certificate - proposed - replacement roof tiles on main roof, porch and front gable Decision: Proposed Use/Development would be lawful

i 21/00084/AS Great Bromley Farm, Blackwall Road, Wye, Ashford, Kent, TN25 5PA Proposed rebuilding and repointing of external walls. Repairing of internal walls, windows and skirtings for ground and first floor rooms. Decision: Grant Consent

21/00125/AS Handley Cross, Withersdane, Wye, Ashford, TN25 5DL Construction of swimming pool and pump house Decision: Permit

Councillors noted the decisions of Ashford Borough Council Planning Department.

c. To consider any tree applications i None received

Telereal Trillium (TT) sites (i) To receive an update, and approve any action, regarding Draft WYE3 Masterplan and other TT sites.

Appeals by Telereal Trillium Ltd against non-determination of planning applications references: Appeal A - 17/00567/AS, Former Wye College buildings, High Street, Wye TN25 4AH (APP/E2205/W/20/3259450) Appeal B -19/01327/AS, Land north of Occupation Road, Wye (APP/E2205/W/20/3259462) Appeal C - 19/01330/AS, Former ADAS Offices, Olantigh Road, Wye d. (APP/E2205/W/20/3259465)

PINS Appeal Decision paperwork had been received from Ashford Borough Council today.

Appeal A – Allowed Appeal B – Dismissed Appeal C – Dismissed

Cllr Reece confirmed that the hedge by Churchfield allotments has been cut back. The Parish Council will consider how access can be improved to the allotments.

4 Mr Moloney (TT) has been in contact with Cllr Reece today regarding 10 youths trying to break into ADAS. PCSO contact details have been passed to TT and the email address for the Community Warden. TT have asked the PCSO if they can give assistance with this matter.

(ii) To hear any updates or agree any actions regarding undecided planning applications:

Planning appeals and enforcements e. To hear any updates regarding outstanding planning matters and consider any actions required

To note the failure of trees planted to screen WYE1 in breach of landscape condition 9 of 14/00362/AS Cllr Bartley has not reported back regarding this breach of landscape condition 9. Cllr Reece f. offered to investigate this week and report back to Parish Councillors. ACTION: Cllr Reece to look and report back for action as necessary (Cllr Reece)

75/21 To hear any reports and agree any actions regarding ongoing tasks and projects To receive reviewed Site Visit Policy Cllr Reece proposed to defer this item to the Annual Parish Council meeting on 4 May, a. seconded by Cllr Ovenden. ACTION: Clerk to add as agenda item at APM 2021-05-04 (Clerk) To receive a progress report regarding the s106 review Cllr Reece and Cllr Bartley met with ABC on 23 February 2021, but have received no response to follow up emails. Cllr Ovenden gave a verbal update regarding an ABC task group that is focusing on S106. Cllr b. Reece will be invited to speak about the experience of Wye with Hinxhill Parish Council at the task group meeting. Cllr Reece confirmed that he would be happy to attend. Cllr Ovenden will liaise with Cllr Reece regarding details of the meeting. ACTION: Cllr Ovenden to liaise with Cllr Reece regarding details of the task group meeting (Cllr Ovenden) To receive a progress report regarding allotment fencing, secure storage and ground works Cllr Reece proposed to defer discussions regarding secure storage and ground works to the EGM on 20 April and all were in favour. ACTION: Clerk to add ‘to receive a progress report regarding secure storage and ground works’ as agenda item at EGM 2021-04-20 (Clerk)

c. Allotment fencing – Cllr Reece confirmed that the Parish Council’s contractor has been asked to clear the Parish Council’s fencing by the sub station and the quote has previously been approved. The fence at the top of Beanfield is TT’s responsibility. TT have been asked to carry out a site visit to ascertain if a new fence is required. TT have agreed to undertake a site visit and will report back to Cllr Reece.

76/21 To receive correspondence, and authorise any action To receive correspondence from Our Place Wye Social Group regarding telephone box on Golden Square a. Papers were circulated to Councillors prior to the meeting. Our Place Wye passed on a proposal to use the telephone box for a mini library. Cllr Reece confirmed that the Parish Council are in the process of acquiring the telephone box. The site is

5 considered too dangerous for a mini library facility and this has been fed back to Our Place Wye. Once acquired, the Parish Council will discuss how the adopted telephone box could be used. Two residents of Golden Square have kindly offered to keep the adopted telephone box clean and tidy once the Parish Council have acquired it. Councillors discussed the adopted telephone box outside the Methodist Church – it is used as an information centre. Cllr Farmer offered to look at the telephone box to ascertain what information is provided at the location. Cllr Reece noted that the Parish Council has funds for a noticeboard by the Co-op which is also intended to provide information. To receive correspondence regarding Wye Parish Council noticeboard outside Hinxhill Churchyard and authorise any action b. Papers were circulated to Councillors prior to the meeting. Cllr Reece proposed to defer this item to the EGM on 20 April 2021 and all were in favour. ACTION: Clerk to add as agenda item at EGM 2021-04-20 (Clerk) To receive correspondence from Ms Cobb regarding litter collection and disposal in the village Papers were circulated to Councillors prior to the meeting. The Deputy Clerk gave a verbal update. ABC have confirmed that rubbish collected by volunteers informally, can be put in waste bins around the village. This is not deemed to be fly tipping. The most appropriate thing to do is to put it in village bins or in domestic waste. c. The ABC guide encourages people to put litter in their own bins if they can. BIFFA have specific places where they can collect waste collected by volunteers. Cllr Ovenden proposed that the leaflet being used to invite comments from residents regarding the Strategic Plan could also be used to precise the information provided by ABC with regards to litter collection and disposal by volunteers. Cllr Reece seconded the proposal. ACTION: Deputy Clerk to draft a summary note for the leaflet (Deputy Clerk) To receive correspondence from Mr Lepper Papers were circulated to Councillors prior to the meeting. The Deputy Clerk gave a verbal update. The correspondence related to Churchfield allotments and the Allotment Warden had been consulted regarding the issues raised. The main footpath is in a bad state due to increased footfall as it is being used as cut through. The connecting gate between the allotments and the parish burial ground has been kept open to enable people access. However, TT contractors have now cut back the hedge so the public footpath is accessible. There is no longer any reason to cut through the allotments. Cllr Reece proposed that the gate will now be locked. Cllr Ovenden asked if this would inconvenience many people. The Deputy Clerk confirmed that dog walkers have been walking through the allotments with loose dogs and this has been a major issue. Cllr Reece confirmed that no inconvenience would be caused as there is no difference in distance. All Councillors were in favour that the gate will be locked. d. ACTION: Cllr Reece to arrange for the gate to be locked (Cllr Reece) Mowing the footpaths – the Village Caretaker will be asked to mow no more than once a week using the highest blade setting on the mower to avoid overmowing. ACTION: Deputy Clerk to speak to Village Caretaker regarding mowing (Deputy Clerk) The Allotment Warden made suggestions in response to the idea of a wildflower area. It was suggested that the small strip of ground close to the churchyard hedge which forms the boundary between the allotments and the burial ground, could be used as an annual meadow and bee forage area. This could be maintained once a year. Access would be maintained for hedge cutting and bee bombs are still available. Councillors agreed in principle with the suggestion, but checks need to be made to ensure the hedge can still be cut and to ascertain if the proposed area needs to be raked first. ACTION: Deputy Clerk to speak to Village Caretaker regarding proposed area (Deputy Clerk) ACTION: Clerk to draft a response to Mr Lepper (Clerk) e. To consider outstanding correspondence regarding NCIUL

6 Papers were circulated to Councillors prior to the meeting. Cllr Reece gave a verbal update. Cllr Reece and Cllr Bartley met with the NCIUL administrator and her husband, who was supporting her. It was a friendly and productive meeting. NCIUL gave an overview of the numerous issues they have encountered on the site including asbestos, dry rot, flooding, rotten cellars, rotten food Ieft in fridges and copper stolen from roofs. There is a considerable job to be completed on the site and NCIUL confirmed that there will be no students on site before 2022 as the buildings need to be repaired and fitted out before students can attend. Cllr Reece raised the issue of the fence at the meeting and NCIUL assured the Parish Council that it was similar to the fencing at the back of Wye school. Cllr Ovenden advised that there is currently an enforcement case regarding the fencing. The enforcement case number is in the public domain. Cllr Reece advised that no date has been set for a future meeting with NCIUL. To receive correspondence from KALC – Remote Meetings Update 2021-03-26 Papers were circulated to Councillors prior to the meeting. f. The Reece Pavilion has tentatively been booked for future meetings from May 2021. Parish Councillors are awaiting further updates.

77/21 To hear & note items from Councillors for the next agenda or for information only Note - no decisions can be taken on any item raised under this heading.

78/21 Dates of next meetings, to be held by video/audioconference o Tuesday 20th April at 18.45 Extraordinary General Meeting of the Parish Council

o Tuesday 4th May at 18.45 Annual Parish Council Meeting

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 79/21 consideration of the following item of business because of the commercially, legally or otherwise sensitive nature of the business. Cllr Reece proposed to close the public open session, Cllr Ovenden seconded the proposal and

all were in favour.

To discuss any commercially or legally sensitive business relating to Telereal Trillium sites including Draft WYE3 Masterplan and Wye College Buildings, any other land or buildings and 80/21 authorise any actions.

Parish Councillors discussed the Appeal decisions that were published on 6 April 2021. To receive updates from Our Place Wye a. Papers were circulated to Councillors prior to the meeting. Parish Councillors thanked Our Place Wye for sharing updates. To receive correspondence between TT and Mr Chapman b. Papers have been circulated to Councillors prior to the meeting. Parish Councillors considered recent correspondence between TT and Mr Chapman.

Staffing Cllr Reece confirmed that the late Cllr Vousden’s funeral will take place on 16 April. 81/21 Wye Almshouse Trust correspondence Parish Councillors considered correspondence from the Wye Almshouse Trust.

7 82/21 Close of meeting The meeting closed at 19:40

These minutes are signed as an accurate record.

Name Noel Ovenden Signature Date 10/05/2021

ACTIONS

Agenda Item Action required Person to no. action

73.21 b To review the expenditure Clerk to make the payments Clerk list and authorise payments

73.21 c To approve Statement of Cllr Reece and Clerk to sign the Statement Cllr Reece/ Internal Control 2020-2021 of Internal Control Clerk

73.21 d To consider circulation of the Clerk to post text on PC website and Clerk Draft Strategic Plan 2021- Facebook page and use in Parish 2025 and Business Plan 2021- Magazine article 2022 to invite comments from residents

73.21 d To consider circulation of the Clerk/Deputy Clerk to organise leaflet Clerk/ Draft Strategic Plan 2021- drop Deputy 2025 and Business Plan 2021- Clerk 2022 to invite comments from residents

73.21 e To authorise Cllr Bartley to Clerk to look at Financial Regulations to Clerk attend KALC training course ascertain if process can be streamlined

73.21 g To approve reviewed Asset Clerk to add to 2020-04-20 EGM agenda Clerk Register

74.21 a 21/00496/AS Sidelands Farm, Clerk to convene a PWG meeting on 13 Clerk Little Olantigh Road, Wye April 2021

74.21 a 21/00496/AS Sidelands Farm, Clerk to add as agenda item at EGM 2021- Clerk Little Olantigh Road, Wye 04-20

74.21 a 21/00443/AS Plot 1, Former Clerk to submit no comment as a Clerk Wye College Pig response Unit, Amage Road, Wye

8 74.21 f To note the failure of trees Cllr Reece to look and report back at EGM Cllr Reece planted to screen WYE1 in 2021-04-20 breach of landscape condition 9 of 14/00362/AS

74.21 f To note the failure of trees Clerk to add as agenda item at EGM 2021- Clerk planted to screen WYE1 in 04-20 breach of landscape condition 9 of 14/00362/AS

75.21 a To receive reviewed Site Visit Clerk to add as agenda item at APM 2021- Clerk Policy 05-04

75.21 b To receive a progress report Cllr Ovenden to liaise with Cllr Reece Cllr regarding the s106 review regarding details of the task group Ovenden meeting 75.21 c To receive a progress report Clerk to add ‘to receive a progress report Clerk regarding allotment fencing, regarding secure storage and ground secure storage and ground works’ as agenda item at EGM 2021-04- works 20

76.21 b To receive correspondence Clerk to add as agenda item at EGM 2021- Clerk regarding Wye Parish Council 04-20 noticeboard outside Hinxhill Churchyard and authorise any action

76.21 c To receive correspondence Deputy Clerk to draft a summary note for Deputy from Ms Cobb regarding the leaflet Clerk litter collection and disposal in the village

76.21 d To receive correspondence Cllr Reece to arrange for the gate to be Cllr Reece from Mr Lepper locked

76.21 d To receive correspondence Deputy Clerk to speak to Village Deputy from Mr Lepper Caretaker regarding mowing Clerk

76.21 d To receive correspondence Deputy Clerk to speak to Village Deputy from Mr Lepper Caretaker regarding proposed area Clerk

76.21 d To receive correspondence Clerk to draft a response to Mr Lepper Clerk from Mr Lepper

PAYMENTS

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Invoice date Payee Reason Gross

06/04/2021 Credit Card Various £319.67

26/03/2021 Staff Salaries Pay Period 12 £3,064.39

26/03/2021 HMRC Pay Period 12 £329.25

26/03/2021 NEST Pay Period 12 £169.25

16/03/2021 Victory Cleaning Professional cleaning of public WCs #5013 £572.99

25/03/2021 Groundwork UK Repayment of unspent Groundwork UK Grant £3,150.00 ref NPG-11946

25/03/2021 Castle Water Beanfield Allotment Site #0005279805 £679.52

25/03/2021 Ashford Security 50% invoice on completion #8647 £1,530.00

27/03/2021 Wye Ground Force Annual Grant Application approved EGM £300.00 2021-03-23 55.21R m

28/03/2021 Our Place Wye Grant for Communicator role #004 £350.00

29/03/2021 R Williams Hand dispenser maintenance #29 £300.00

01/04/2021 Octopus Energy Office electricity #KI-5DFC983A-0008 £1.31

03/04/2021 Plusnet Office telephone #00001757605-036 £69.60

Total £10,835.98

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