Draft Minutes, Yet to be Confirmed, of the Meeting of the Ash Parish Council held in Ash Village Hall on Monday 2 April, 2007 at 7.30pm

313 Present: Mr Foat (Chairman), Miss Bennetts, Mr Gregory, Mr King, Mrs Ovenden, Mr Potts, Mr Pratt, Mr Whitburn, Mr Bartlett (District Councillor), three parishioners for part of the meeting.

314 Apologies for absence: Mrs Chandler, Mr Darvell, Prof Swingland, PC Wright, Mr Priestly.

315 Resignation
The Chairman accepted Mr King’s resignation.

316 Nominate a Publicity Officer: Mr Pratt agreed to write the report for the Parish Magazine.

317 Declarations of Interest: Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest.

318 Minutes of the meeting held 5 March 2007
The minutes were proposed by Mr Potts, seconded Mr Pratt, agreed and signed as a true record.

319 Matters Arising from the minutes of the last meeting
There were no matters arising.

320 Public Question Time
It was agreed to take Mr King and the three parishioners’ contributions under the item: Planning.

321 Policing
i) It was agreed to write to the Chief Constable about the lack of cover for officers when on leave. In March, the police mobile unit had not been present as there had been no cover for PC Wright while he had been on leave. A number of parishioners had turned up to visit the unit. The Clerk was waiting confirmation on whether the unit would be at the Street Car Park on 7 May which was a public holiday.
ii) It was agreed that Mrs Ovenden and the Clerk would attend the launch of the Dover District Neighbourhood Policing Team on Friday 27 April.
iii) Police Community Support Officer – Trevor Pankhurst had informed the Clerk that Ash Parish Council is one of a number of prospective partners that have been put forward for match funding to be provided by the Force to provide a PCSO. He is hoping that the decision to proceed or not will be made very soon.

The meeting was adjourned.

322 Report from Dover District Councillor, Mr Trevor Bartlett
Mr Bartlett covered a number of items including:
• Black box collections will be taking place in Durlock Road and that the omission was an oversight. Lower Goldstone will be added when the new smaller lorries are introduced. Apologies were extended from the DDC Waste Department for any inconvenience.
• Dover District Council’s web-site was in the top 10 Council sites for the country
• New information on housing benefits has been published, funded by central government, and available on-line at www.benefits-leaflets.org.
• North Deal Gas Works will be part of the regeneration project which has received funding through SEEDA & Coalfields Regeneration Trust.
• Lighting improvements on Queens Road were discussed and the application for the new street light will be followed up.

323 Planning
Applications – comments are categorised as no comment (ambivalent), positively supports, or objects:
i) 417: Old Rectory Residential Home, 45 Sandwich Road, Ash. DOV/07/00088. Erection of a two storey rear extension to provide four independent living units. There was a previous application in December 2005 which was rejected. These are amended plans have lowered the height of the building which is positioned in the same place. There has been a request for this to go to full planning.
The three parishioners were invited to speak on this application.
The meeting was reconvened.
It was agreed that the objections of the neighbours should be supported on the grounds that the proposed extension would:-
- constitute overdevelopment of the site
- unacceptable increase in density
- loss of daylight and sunlight to No 2 Gardner Close
- impact on the neighbours in terms of overshadowing due to the height of the new roof line
- impact on the surrounding drainage die to the lowering of the ground level requiring a two meter retaining wall
- would create the possibility of subsidence to neighbouring properties due to the lowering of the ground level

ii) 418: Land r/o, 28 The Street, Ash. DOV/07/00218. Erection of garage block to incorporate 2 double garages. There were no objections to the application.
iii) 419: The Chequers, Chequer Lane, Ash. DOV/07/00301. Retrospective planning consent for the erection of a roof between corridor and store. There were no objections to the application.
iv) 420: Glyndale, Durlock Road, Ash. DOV/07.00310. Erection of rear conservatory extension. There were no objections to the application.

Granted by DDC:
i) 401: 87 New Street, Ash. DOV/06/01460. Erection of single storey rear extension and construction of vehicular access.
ii) 404 & 404a: Sedges, Cooper Street, Ash. DOV/06/01188. Erection of garage (existing garage to be demolished).
iii) 407: R/o The Street, Ship Yard, Ash. TC/07/00003TC. Removal of one sycamore tree.
iv) 408: Guilton Farm, Guilton, Ash. DOV/06/01479. Erection of two storey rear extensions (existing extension to be demolished).
v) 414: Great Ware Farmhouse, Ware, Ash. DOV/07/00141. Erection of front dormer roof extension.
vi) 406: Guilton Forge Garage, Guilton, Ash. DOV/06/01504. Erection of extension to existing MOT testing area.
vii) 412: 96 New Street, Ash. DOV/07/00077. Crown reduction and crown thinning to one eucalyptus tree.
viii) 416: 90 New Street, Ash. DOV/07/00198. Construction of hardstanding and alterations to existing vehicular access.
ix) 410: Southmede, Hoaden, Ash. DOV/07/00054. Erection of replacement detached dwelling and construction of vehicular access (existing dwelling to be demolished).
x) 413: Rose, Cottage, Cop Street, Ash. DOV/07/00108. Erection of two story side extension incorporating integral garage (existing garage to be demolished).

Withdrawn:
409 – Site at Guilton Farm, Guilton, Ash. DOV/06/01370. Erection of building to be used for storage of agricultural vehicles and equipment and as workshop and formation of access and hard standing.
411 – Land at Guilton Farm (north of A257/Guilton junction) Guilton, Ash. DOV/06/01369. Erection of an agricultural building to be used for storage and packing of fresh produce.

Refused by DDC: None

Refused by KCC: None

b) Land near Guilton – letter from DDC Planning Officer, Mr Gale, as Mr P Mansfield has been invited to apply for retrospective planning permission for the site and the erection of polytunnels.
The meeting was adjourned.
Mr King was invited to speak. He explained that the land was near his property and that the bases had been installed, the polytunnels would be up from at least June to October and that he felt that it was wrong that only now did the owner have to apply for planning permission and that it would be retrospective. He felt that DDC Planning Department had behaved inappropriately.
The meeting was reconvened.
It was agreed that the Clerk would ask for clarification on the letter and an update on any applications received, as it was a matter of interest to the parish and it was likely that there would be objections from parishioners.

c) River Stour Catchment Flood Management Plan – letter from Sandwich Town Council as they had not been notified of the consultation. The information on the Plan had been noted at the October Parish Council meeting. The Plan was to be sent to Mr Pratt.

d) 26 New Street
The response from Brian Gibson of DDC Environment Department to Mr Bartlett was noted. The property had been inspected by Mr Gibson, accompanied by the owner. There was no evidence of rodents. Some flooding in the basement had been referred to Southern Water. Building Control Officer, Dave Lee, had also inspected and windows facing The Street had been boarded up. It is believed that the owner is in discussion with the Planning Department concerning re-development, although there is no current planning application in progress.

It was agreed that the Clerk would contact the Planning Department for an update on the position.

324 Parish Plan – there were no updates

325 Sandwich Town Action for Rural Revival
Request from Andrew Lown to meet the Parish Council to assess what action could be taken on the above plan. It was agreed that Mr Whitburn would arrange a meeting.

326 Consideration of Support for the Campaign for the Sustainable Communities Bill
The Parish Council on 3 Oct 2005, on a majority vote approved a resolution supporting this cross party Private Members’ Bill. Further to the recent request for further support, it was agreed to write to the Constituency MP asking him to sign the Early Day Motion.

327 Recreation Ground
i) The Roundabout order had been placed and delivery is expected in May.
ii) Aerial seat parts now fitted.
iii) Teen shelter quote for seats is £800 plus VAT with fire proof seats a little more expensive. Alternative quotes are being sought.
iv) Draft memorandum of understanding still had not been circulated. Letters have been sent to Saunders about the re-seeding and the notification of work. It was urgent that letters be sent to the Football and Rugby Clubs about the re-seeding taking place after the end of their last games. The Cricket Club’s first match will be on 24 April.
v) JID Services had withdrawn the interest charges and continued to dispute the amount. The £325 plus VAT had been sent. The NACL advice to the Council, noting that the Clerk should not accept verbal agreements, is that it is unlikely that JID would be successful as they do not appear to be clear that the Council accepted their terms. Mr Whitburn proposed, Mrs Ovenden seconded, and it was resolved to send the draft letter to JID Services informing them of this advice.
vi) The Recreation Ground will be re-opened on the 3rd April 2007.
vii) It was agreed to replace the tree that was blown down during the winter but in a different site. The matter would be assessed at the next Recreation Ground inspection and whether or not to plant additional trees in November could be decided then. What to do about the previous site of the tree at the corner of the Ground’s Car Park should be taken at the next meeting.
viii) Report from Environmental Assistant was noted. It was agreed that the Environmental Assistant purchase top-soil to fill in the subsidence from the old mole-hills and re-seed. It was also agreed that the toilets be re-opened after the Easter holidays.

328 Parish Council Property and Environment
i) Bus Shelters
- bus shelter at 99 Sandwich Road. The original site suggested should be re-considered with reference to KCC and the bus company.
- bus shelter on The Street - quotes are being sought for ground works. It was agreed that the planning application should be submitted
ii) Dog Bins - proceeding; the request has gone to Dover District Council for two bins.
iii) Report from Environmental Assistant
It was resolved that the Parish Council fences, seats and swings should be repainted in their existing colours.
An on-going programme of painting and general maintenance should be agreed.
The Environment Assistant will do a report on safety surfacing for next meeting as some of the surfacing had lifted over the winter.

329 Highways Report
i) The broken light had been replaced but there was a problem in sourcing a replacement glass cover at Ship House (Ref: 128494 reported 31 Jan)
ii) The white lines north of Knell Lane (Ref: 130008) which had also been referred to Kent Highways by Mrs Chandler had still not been done. They are to be reported again.
iii) Following a request from KCC Highways for clarification on planting on East Street, the original application had not been found. It was suggested the DDC Planning Department may be able to assist.
iv) The request to DDC for information on the street cleaning of Woods Ley (Ref: 4505) was awaiting reply. If not resolved, it was to be referred to the District Councillors.
v) A parishioner had complained about litter on the Ash bypass. It had been confirmed by DDC that it should be cleared by SITA, the cleaning contractor. Mrs Chandler would chase this up.
vi) Road signs that had been knocked down at Cherry Garden Lane had been reported. Road signs at Guilton had also been knocked down and need to be reported.
vii) Miss Bennetts informed the Council that she would not be standing for re-election but that she is prepared to continue to maintain the Village Sign ‘Polo-top’ on the Tri-angle at Brook Street. Miss Bennetts was thanked for her work and her kind offer accepted.

330 Footpaths Report
i) A parishioner had reported that the public right of way from the bottom of Pedding Lane across to Staple Church has been made very awkward by an electric fence at the end of the pear orchard - should some form of stile for safe crossover be provided? It was resolved that this would be referred to the Rights of Way Officer and cc to the Clerk at Staple for information.
ii) It was noted that the footpath form Overland to Ware was overgrown and that footpath at the rear of 1 New Street that joins Coombe Lane had an electric fence that was very close to the trees. These would also be referred to the Rights of Way Officer.
iii) Mrs Ovenden reported on the successful official opening of the Miners’ Way Trail.

331 Arrangements for Annual Parish Meeting on Tuesday 24 April
Apologies had been received from Mr Ridings and Mr Pratt. The delivery rounds for the newsletter were agreed.
It was proposed by Mr Pratt, seconded by Mrs Ovenden and it was agreed to pay KAPC £280 for printing the newsletter in colour.

332 Website Report
It was agreed topout on the web-site details of the four councillors who would be standing down.

333 Finance Report
i) Proposed Mr Potts, seconded Mr Pratt and agreed that: £1,000 should be paid to Ash Village Hall towards the repair and repainting of the wooden windows of the main hall.
ii) It was agreed to pay the subscription of £35.00 for membership of Action with Communities in Rural Kent and that no additional copies of Oast to Coast were required.
iii) Proposed by Mr Potts, seconded by Mr Pratt and agreed that: KAPC subscription of £739.66 plus present order for publications ie 3 x Local Council Review = £40.;50 and 8 extra Parish News = £20, totalling £800.16 be paid.
iv) It was noted that the last instalment of the Pavilion loan repayment of £2000 and the £496.46 for Pavilion Insurance had been received.
v) It was agreed to ask Mrs Hume if she would act as the internal auditor for the year end accounts 31 March 2007.
Mr Potts proposed, Mr Whitburn seconded, it was agreed that the Financial Report be accepted and the following payments approved:

Employment Expenses £1,535.00
Administration £793.00
Maintenance £313.00
VAT £149.00
Deposits in Current Account £58,522.00
Transfer to Reserve Account on 9 April 2007 £53,000.00
Current Account as at 24 April 2007 £1,978.00
Capital Reserve Account as at 15 April 2007 £84,576.00

334 Correspondence
i) Kent Men of Trees AGM 21 April 2.30pm at Egerton Speaker Prof BH Green on plant remains preserved in peat indicate past forest composition and climate.
ii) A256/A257 Ash roundabout Carriageway Widening Community Satisfaction Card
iii) It was agreed to put information on the Dover District Volunteering Centre on the notice board.
iv) KAPC Minutes 25 Jan 2007 were passed to Mr Potts and Mr Whitburn.
v) Request for financial assistance from the Kenward Trust, based in Yalding and is Christian Charity helping people suffering from substance abuse was turned down.
vi) KCC Highways Reporting Cards for problems were to be left in the library.
vii) For information: Letter re Neighbourhood Forums from Dover District Council suggesting that they should not meet until after the election.
viii) Request from a young parishioner at Sir Roger Manwoods School who wants to meet or speak to any parishioners who could tell him about what it was like in Ash in World War 11 for a school project was to be referred to the British Legion.

Circulated:
i) Arbor Spring 2007
ii) Neighbourhood Watch Pack
iii) NALC – All About Parish and Town Councils
iv) The Relay – March 2007
v) Countryside Events Spring / Summer 2007 & Green Gang Easter 2007
vi) Parish News Issue 323 March 2007
vii) CASE Kent Spring 2007 Information
viii) Le Tour de France in Kent
ix) Action with Communities in Rural Kent No 80 Jan - Feb 07
x) Leaflet on Planned Roadworks on SE Roads

335 Press Releases
The details of the APM were to be passed to the Village Correspondent, Mrs Bumpsteed. It was agreed that the Clerk would summarise the monthly meeting and submit to Mrs Bumpsteed for inclusion in her column.

336 Any Other Business
i) Mr Gregory asked for Youth Activities to be added to the agenda of the next meeting.
ii) The updating of the Parish Directory should be added to agenda of the next meeting.

There being no other business the meeting closed at 9.50pm.