Wye

with Hinxhill Parish Council

Minutes of the extraordinary meeting of the Parish Council held on Thursday, 20th September 2018 19.15 Wesley Room, Methodist Hall, Bridge Street, Wye

237/18 Present: Cllr Reece (Vice Chairman), Cllr Bartley, Cllr Bouverie, 2 members of the public. In attendance - D.Baines (Clerk, minutes), A.Dewhirst (RFO) Apologies were heard and accepted from: Cllr Coxon, Cllr Dods, Cllr Ovenden, Cllr Shoults, Cllr Vousden, Cllr West

238/18 To receive declarations of the existence and nature of any Disclosable Pecuniary Interest (DPI) and any Other Significant Interest (OSI) from members concerning items on the agenda Cllr Bartley declared a voluntary OSI as member of the Village Design Group and Wye Historical Society. Cllr Reece declared an OSI in relation to item 229/18 c iv (Little Pottery Farm).

239/18 Public Open Session Councillors heard a report from Ms. Rachel Carley regarding recent cycling meetings held in the village and plans for future actions. Councillors were keen to support the group in their efforts to improve cycling routes between Wye and Ashford and thanked Ms. Carley for her report. It was noted that the Parish Council was able to provide maps, when needed. Cllrs went on to request that a detailed proposal be presented to a future meeting to allow any request for funds for the next financial year to be considered.

240/18 To approve the Minutes of the previous meeting The minutes of the Parish Council meeting held on 6th September 2018 were agreed as an accurate record. Proposed by Cllr Bouverie and seconded by Cllr Bartley.

241/18 Finance a. To consider renewal of membership – Campaign to Protect Rural It was agreed to renew the annual membership of CPRE at a cost of £36 (proposed by Cllr Reece and seconded by Cllr Bouverie). b. Wye Village Hall & Recreation Ground Stage 2 works. To receive a verbal report and to authorise any action Councillors heard an update regarding works to the Village Hall, which were progressing well. Due to the late arrival of certain materials on order the works would be completed slightly later than planned (October, as opposed to September). The patience of those hall users who had been affected whilst work was continuing was much welcomed. The Public Works Loans Board administration charge of £35.00 was noted. It was agreed that this cost would be met by the Parish Council (proposed by Cllr Bartley and seconded by Cllr Bouverie). c. To note receipt of Section 106 funds in relation to planning application 17/0626/AS Oxenturn Road Councillors were pleased to note receipt of the first ever sum of S106 funds received by the council, which amounted to £6,213. It was noted that the offer to

Minutes 2018-0920 Extraordinary DRAFT 1 make this contribution had been made entirely voluntarily by the developer as a contribution to the Village Hall Stage 2 project, without any input from . Action: the Clerk to write a letter of thanks to the developer and hold the funds ready for the Village Hall to draw upon when needed. d. To note any other income received Income received (excluding S106 funds) amounted to £217, in respect of allotment income and one headstone fee. e. To approve invoices for payment and sign cheques With a considerable number of cheques requiring signature, it was agreed that going forward whilst the decision to approve payments as shown on the cheque list would be made during the council meeting, the actual signing of cheques by two councillors would take place at the council office the following day. This change of procedure (which would take immediate effect), would help save valuable meeting time.

The resolution to approve cheques was proposed by Cllr Bouverie and seconded by Cllr Bartley, with both councillors authorised to sign cheques at Council office the following day. An exception was made for invoice 10 (Breem Construction) which due to its’ size and urgency was signed during the meeting.

Action: Financial Regulations to be updated to include this change of procedure and a draft presented to the next meeting for approval.

242/18 PLANNING a. Ashford Borough Council Local Plan to 2030 To note consultation period for Main Modifications to the Local Plan (ends 26th October) and authorise any action Councillors noted the consultation process and deadline for response. It was agreed to seek professional advice from the Planning Consultant in this matter using the consultancy budget previously agreed (179/18b iv). Action: The Clerk was authorised to respond in consultation with Councillors.

b. Decided applications i 18/00763/AS 65 Oxenturn Road, Wye, Ashford, , TN25 5AY Single storey side extension and part-conversion of garage. Permitted ii 18/00772/AS 3 Oxenturn Road, Wye, Ashford, Kent, TN25 5BH Erection of rear/side conservatory. Permitted The decisions of Ashford Borough Council Planning Department were noted.

c. New planning applications with deadline for comment (where applicable) i 18/01272/AS Land to the south east of 8 Brickfield Cottage, Harville Road Proposed construction of 2no. four bedroom detached dwellings with associated parking, bin & bike storage (revision to planning permission 18/00627/AS). ii 18/01303/AS Former Pig Research Unit, Amage Road, Wye The demolition of four buildings and slurry lagoon, the erection of one single dwelling and the conversion of one building to a single dwelling with associated access, parking and landscaping works on land at the former Pig Research Unit. Comments by 29th September iii 18/01320/AS 1 Chequers Park, TN25 5BA Proposed removal of existing and building of new single storey rear extension.

Minutes 2018-0920 Extraordinary DRAFT 2 Replacement of rear elevation windows and glass doors to grey powder coated aluminium windows and proposed flue for woodburning stove. Comments by 6th October iv 12/01245/CONP/AS Conningbrook, Road, Kennington Discharge of conditions 35 (hard landscaping), 36 (soft landscaping) and 38 (landscape management plan). v 18/01294/AS 2 Raymond Court Cottages, Naccolt, Brook, TN25 5NZ . Erection of single storey conservatory at rear of property. Comments by 28th September 242/18c It was agreed that the Clerk respond to these applications in consultation with councillors. Copies of response letter would be circulated to councillors prior to sending to Ashford Borough Council.

Councillors discussed the best means of making planning applications more accessible to the public. It was noted that legacy software issues with the ABC Planning Portal meant that the council could not make use of the facility provided by the website provider to publish a live map of applications on the Parish Council website. It was agreed that this should be taken up with the borough council

Action: 1) the Clerk to respond to ABC in consultation to planning applications listed under items i-v) and 2) to write to ABC regarding issues raised with regard to the planning portal/feed to the Parish Council website. vi To consider any other applications received, but not listed above. No additional applications were discussed.

d. Outstanding planning applications with deadline for comment 18/01249/AS Little Pottery Farm, Naccolt, Brook, TN25 5NX. Erection of detached single dwelling. Comments by 22nd September With the declaration of an OSI, leading to only two members of the council able to participate in the discussion, it was not possible to discuss this item.

e. Telereal Trillium sites To receive an update, and approve any action, regarding WYE3 Masterplan and other Telereal Trillium sites It was noted that 3 months to the day since the decision of Ashford Borough Council in relation to the Wye College buildings, no further information had been received as to community use of the Latin School and what form this would take.

Councillors noted the adoption (subject to conditions) of the WYE3 Masterplan, as discussed at Ashford Borough Council Cabinet meeting of 13th September. The minute of the ABC Cabinet meeting of 13th September regarding the WYE3 Masterplan is as follows:

“Resolved:

That, subject to: -

(a) a satisfactory response with no impediment to the Masterplan being received from KCC Highways on the MLM traffic assessment, and

(b) Officers checking that all written points made to the Council as part of the formal consultation on the draft Masterplan have been considered, the draft Masterplan for WYE3 be adopted as informal guidance for development management purposes, subject Minutes 2018-0920 Extraordinary DRAFT 3 to the following amendments: -

(i) Change wording to the appropriate Planning and Design Principles section to include further general principles sections on drainage/SUDs and grey water measures in accordance with the items set out in Paragraphs 57 and 63 of the report.

(ii) Confirm that the area known as the ‘Strawberry Field’ should be retained free from built development and all references to future development should be omitted.

(iii) Any other minor amendments considered necessary by the Head of Planning and Development in consultation with the Portfolio Holder for Planning and Development.” f. Planning appeals To note decisions of the Planning Inspectorate. 16/01140/AS 26 - 32 High Street, Wye, TN25 5AL Change of use of 26 - 32 High Street to residential use to provide 6 dwellings, including demolition of flat roofed link attached to No 32 and demolition of lecture theatre, and provision of landscaping and parking. (Dismissed) 16/01142/AS Wolfson House, Upper Bridge Street, Wye, TN25 5AN Demolition of Wolfson House and residential redevelopment to provide six cottages (together with gardens, garage, parking spaces and turning facilities and access from Vicarage Gardens) plus provision of an additional seven parking spaces accessed on land to the west accessed from Upper Bridge Street. (Allowed) Councillors noted the decisions of the Planning Inspector in relation to these two planning applications, along with the failure of the borough council to secure any section 106 contributions for the Wolfson House site, which could have provided some £90,000 for community facilities.

243/18 Village matters a. To note date of Wye Christmas Street party, agree a Parish Council representative and decide on any actions The 2018 street party was scheduled to take place on the 7th December. Cllr Reece agreed to act as Parish Council representative for the event. A note of insurance cover had already been provided to the organising group, by the Clerk. b. To receive a report regarding the Big Conversation and community minibus scheme ( Rocket Project) A Bus Summit was scheduled for some time in October, which would provide feedback on the KCC consultation process and consider options going forward. Councillors felt strongly about the effect of changes recently made to the bus service and its impact on residents and were keen that the council send representatives to this event. It was agreed with all in favour, to pay travel costs for up to two people attending on behalf of the council, and in addition to delegate nomination of delegates to the Clerk.

The “Rolvenden Rocket” community mini bus pilot scheme set up by Ashford Borough Council was considered; councillors agreed to register an interest for the scheme.

Action: the Clerk to take forward nomination of delegates for the KCC Bus Summit meeting and 2) to register interest with ABC for the community mini bus scheme c. To note Commemorative Community Concert at Wye Church arranged for Friday 9th November (organised by Spring Grove School) The date of the concert was noted by councillors.

Minutes 2018-0920 Extraordinary DRAFT 4

244/18 To receive Correspondence, and authorise any action a. Ashford is Changing –conference invitation (02/10/18) b. Ashford Remembers – a poppy tribute c. Campaign to Protect Rural England -newsletter (08/09/18) d. KALC News – September e. KCC Household Waste Recycling Centre – consultation (ends 1st November) f. & Crime Officer – August newsletter g. Mason Mile Challenge h. NALC Chief Executive Bulletin – 24/08/18 & 31/08/18

245/18 To hear & note items from Councillors for the next agenda or for information only The call for candidates for election to the vacant Borough Councillor seat at Kennington (Ashford Ward) was noted, as this ward abuts the parish boundary.

246/18 Date of next meeting o Thursday 4th October at 19.15 R&GP Parish Council in the Small Village Hall o Thursday 18th October at 19.15 R&GP committee in the Wesley Room

247/18 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 item of business because of the commercially sensitive nature of the business. 248/18 To discuss any commercially sensitive business relating to Telereal Trillium sites including WYE3 Masterplan and Wye College Buildings.

249/18 Close of meeting The meeting closed at 21:50 The

These minutes are signed as an accurate record.

Signature

Name

Date

Minutes 2018-0920 Extraordinary DRAFT 5 Cheque list Extraordinary Parish Council meeting 20/09/2018

cheque inv date payee name reason chq no. total 1 6/09/18 Stafford Rent demand 29Sept18 to 5095 1,300.00 Perkins 24Dec18 2 14/09/18 LASER electricity for public WCs 5096 95.08 (Npower) 010618 to 310818 3 12/09/18 Dr T P refund Wireless Nano USB for 5097 5.99 Dewhirst desktop PC 4 31/08/18 Methodist hall hire x 2 5098 24.50 Church 5 29/08/18 KALC Event registration - annual 5103 72.00 finance conference 6 29/08/18 KALC Event registration - annual 5103 72.00 clerks conference 7 19/09/18 D Baines reimburse petrol for mowers 5099 41.35 8 11/01/18 Ashford Rates for Briar Close 5100 42.00 Borough Council 9 11/01/18 Ashford Rates for Public Conveniences 5101 56.00 Borough Council 10 17/09/18 Breem Works at Wye Village hall, inv. 5102 40,314.68 Construction 17-469 11 20/09/18 C N Gasson Crown Garden Services 5104 310.50 #CGS130 12 20/09/18 J.Austen Lawncare Services #04 5105 220.00 13 09/09/18 Castle Water Water charges for WCs 5106 167.92 #1381719 14 11/09/18 Castle Water Water charges for Churchfield 5107 56.86 allotment #1375097 15 09/09/18 Castle Water Water charges for Beanfield 5108 76.40 allotment #1376925

Direct Debits 1 12/09/18 Plusnet Landline & Broadband Briars DD 69.60 Close 2 10/09/18 EDF Electricity 2B Briar Close DD 31.00

Minutes 2018-0920 Extraordinary DRAFT 6 Action Points Extraordinary Parish Council meeting 20/09/2018

Agenda no. Item Action required Person to action

241/18c S106 contribution received To write a letter of thanks to the Clerk developer.

241/18e Approval of invoices for Financial Regulations to be updated Clerk payment and signing of to include this change of procedure cheques and presented to the next meeting

242/18a Consultation period for Main The Clerk to respond in Clerk Modifications to the Local Plan consultation with Councillors (ends 26th October) 242/18c New planning applications To respond to ABC in consultation Clerk to planning applications listed (under items i-v)

242/18c New planning applications To write to ABC regarding issues Clerk raised with regard to the planning portal/feed to the Parish Council website.

243/18b Big Conversation To take forward nomination of Clerk delegates for the KCC Bus Summit meeting

243/18b Community minibus scheme To register interest with ABC for Clerk (Rolvenden Rocket Project) the community mini bus scheme

Minutes 2018-0920 Extraordinary DRAFT 7