Minutes of the Meeting of the Parish Council held in Ash Village Hall on
Monday 5 February 2007 at 7.30pm

267 Present: Mr Foat (Chairman), Miss Bennetts, Mrs Chandler (Parish and District Councillor), Mr Darvell, Mr Gregory, Mr King, Mrs Ovenden, Mr Potts, Mr Pratt, Mr Whitburn, Ms Ayres (Tree Warden).

268 Apologies for absence: Prof Swingland, Mr Ridings (County Cllr), PC Wright, Mr Priestly, Community Warden.

269 Nominate a Publicity Officer: Mrs Chandler agreed to write the report for the Parish Magazine.

270 Minutes of the meeting held 8 January 2007
The minutes were proposed by Mr Potts, duly seconded, agreed and signed as a true record.

271 Declarations of Interest – Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest; Miss Bennetts - Planning a) 96 New Street, a personal interest; Mr King – Planning a) Guilton Farm, a personal interest.

272 Public Question Time
There were no members of the public present

273 Matters Arising from the minutes of the last meeting
Item 251: Parking on New Street. Cllr Chandler confirmed the matter had been referred to the appropriate agencies. The Clerk confirmed that there would be no decision on gateways for Ash until after the Kent County Council budget had been agreed in March.

274 Policing
i) PC Wright sent his apologies due to operational requirements and a report. There had been 11 reported crimes in the past month and residents were increasingly reporting incidents which was very helpful. The Chequer Inn has introduced a change to their admission’s policy and the school bus run continues. The Parish Council agreed to ask Dover District Council if the mobile police unit could be set up in the car park at Pound Corner from April. Two projects were suggested for The Keep Kent Clean Campaign: tidying around the pond on the Jack Foat Trust land and landscaping the area at the lay-by on New Street. Details would be passed to PC Wright.

The recent incident on February 4/ 5 with the re-cycling bins at the Ash Village Hall car park had been reported to the community warden and to the police.

ii) Mr Whitburn reported that the first meeting of the Sandwich Neighbourhood Forum meeting on Tuesday 13 February would be focusing on Crime and Community Safety.

iii) Sally Coleman, the Neighbourhood Watch Liaison Officer had agreed to attend the March Parish Council meeting.
iv) Community Police Support Officer – Trevor Pankhurst, Project Manager, Partnership & Crime Reduction, may be able to advise the Parish Council in March on the best way forward on the part funding and allocation of PCSO posts.

The meeting was adjourned.

275 Report from the Tree Warden, Ms Adrienne Ayres
Ms Ayres explained her role and explained that the parish could ask if more tree planting and re-hedging was needed and if so, how to encourage this. It was agreed to find a way to record the important specimens and to make sure they were well maintained. It was agreed that the warden would attend the Annual Parish Meeting to encourage other volunteers. They could be organised in a similar way to the Footpath Volunteers and the parish could be divided into zones and the trees recorded in each area. Ms Ayres would contact BTCV (formerly British Trust for Conservation Volunteers) to request a display and presentation of 15 minutes on the subject.

276 Report from Dover District Councillor, Mrs Sue Chandler
• A Designated Public Places Order, which will control the consumption of alcohol in public places in Ash and other specified areas, has been introduced by Dover District Council, effective from 1st February 2007. The Order is commonly, but incorrectly, referred to as an alcohol exclusion zone. Signs have been put in place to indicate the areas.
• The Neighbourhood Forums for the District have started to meet on a quarterly basis and will discuss subjects raised by Parish, District and County Councils. Kent County Council member grants will also be decided at these forums.
• The Kent Waste Partnership has been accepted by Dover District Council. Re-cycling in the District has doubled in the last two years to 20% of waste collected, although the volume of waste per household going into landfill is very low. The Black Box Re-cycling Programme is being extended throughout the District, restricted only where there is narrow access for the lorries.

The meeting was re-convened.

277 Planning
New Applications – comments are categorised as no comment (ambivalent), positively supports, or objects:

i) 405 – 1 Guston Farm Cottages, Guston, Ash. DOV/06/01498. Erection of a domestic wind turbine. The principle of renewable energy was welcomed; however it was not possible to comment on this specific application as there was no indication of the noise level that may be generated. It would be helpful for future applications if this information was supplied.
ii) 406 – Guilton Forge Garage, Ash. DOV/06/01504. Erection of extension to existing MOT testing area. The application was positively supported.
iii) 407 – Rear off 57 The Street, Ship Yard, Ash. TC/07/00003/TC. Removal of one sycamore tree. There were no objections to the proposal.
iv) 408 – Guilton Farm, Guilton, Ash. DOV/06/01479. Erection of two storey rear extension (existing extension to be demolished). There were no objections to the proposal. It was a variation on a previous application to which there were no objections.
v) 410 – Southmede, Hoaden, Ash. DOV/07/00054. Erection of replacement dwelling and construction of vehicular access (existing dwelling to be demolished). The application was positively supported.
vi) 412 – 96 New Street, Ash. DOV/07/00077. Crown reduction and crown thinning to one Eucalyptus tree. There were no objections to the proposal.
vii) 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.

The Parish Council considered these two applications together as the buildings would be adjacent to each other and shared parking and access arrangements.
The following objections to the proposals were made:
a) the projected vehicle movements appear to be understated as they do not co-relate to the size of the operation
b) the size of the buildings will impact on the landscape
c) the siting of the buildings will impact on the landscape
d) the increased traffic turning right onto the by-pass may create a hazard.

Granted by DDC:
i) 384 – Hills Court, Hills Court Road, Ash. (DOV/06/01123). Erection of two storey side extension.
ii) 386 – Fleet Farm Cottages, Guston, Ash (DOV/06/01166). Erection of single storey rear extension (existing conservatory to be demolished).
iii) 390 – 42 Sandwich Road, Ash. (DOV/06/01240) Erection of side dormer roof extension.
iv) 391: Junction of A257 Sandwich Road & Chequer Lane, Ash. Erection of 11.7m telecommunications monopole installation incorporating 3 antennas and siting of associated equipment. DOV/06/01423. Parish Council’s objections noted. Kent Count Council Highways confirmed that there would be no problem with highway site lines.
v) 393: Brickfield Cottage, Richborough, Ash DOV/06/01326. Erection of single story rear extensions and rear dormer window.
vi) 394: St Nicholas’s Church, The Street, Ash DOV/06/01357. Raising of height of retaining wall in garden of remembrance within the Church grounds.
vii) 395: 13 Guilton, Ash. DOV/06/01371. Formation of new access and hard surface.
viii) 396: Cartwright & Kelsey Primary School, School Road, Ash. PAG/DO/06/TEMP/0048. Retrospective permission for the relocation of earth mound and slide, to include ancillary works on landscaping and fencing at adjacent boundary.(This application now goes forward to Kent County Council Planning Department).
ix) 397: 94 The Street, Ash TC/06/00077/TC. Remove on plum and one laburnum tree.
x) 399: Housemartins, Westmarsh, Ash DOV/06/01445. Erection of front and rear dormer roof extensions.
xi) 402: 54 The Street, Ash TC/06/00079/TC. Thinning and shaping one sycamore.

Refused by DDC:
i) 385 – Site of 99 Sandwich Road, Ash. (DOV/06/01186) Erection of three detached dwellings & associated car parking & erection of single storey side extension to existing dwelling.
ii) 392: Port House, 57 The Street, Ash DOV/06/01296. Erection of single story rear extension.

Granted / Refused by KCC: None

b) It was agreed to reserve comments on the proposal for installation of telecommunications equipment at St Nicholas Church until the full planning application was received, as there was insufficient information supplied.
c) Agricultural Prior Determination – it was reported that Mr Gale was in discussion with Mansfields over the proposed poly tunnels.
d) Overland Farm – Mr Gale visited on 19 Jan 2007 and all vehicles had been removed.
e) Athelstan Green – it was reported that Mr Bending confirmed that Wimpey are responsible for the estate. They have employed a company to empty the waste bins fortnightly; the playgrounds have a full operations inspection monthly and a visual inspection fortnightly; there are still five street lights waiting to be connected by EDF; the landscaping is being carried out currently and the handover to Meadfleet is expected in April / May.
f) The condition of 26 New Street and the adjacent verge had been raised by a parishioner. It was confirmed that there does appear to be a danger to the public and Dover District Council Building Control and Environmental Health should be asked to carry out inspections. The DDC Conservation Department had said that they have no power to enforce the maintenance of properties.
The ownership of the adjacent verge is being investigated by Kent County Council and in the meantime it was agreed to ask if the Keep Kent Clean Campaign could help with the area.
g) KCC Countryside Access Improvement Plan – Mr Gregory had considered the booklet and had no comments to make on the Plan.

278 Parish Plan – there were no updates

279 Recreation Ground
i) Roundabout it was agreed to go ahead and order the replacement.
It was proposed by Mr Whitburn and seconded by Mr Potts that the Wicksteed roundabout with the speed restrictor, costing £3,484 be purchased. This was agreed.
ii) The Recreation Ground Committee meeting proposals were put to the meeting. It was agreed that the following points be sent to the respective Sports Clubs for discussion:
• All ground work, other than marking of pitches, to be arranged via the Clerk
• The Parish Council will remove the bushes and vegetation on the east side of the tennis courts
• Grass cuttings to be removed from the Ground annually
• Fence situation behind the Pavilion to be agreed
• The goalmouths to be repaired at the end of each season
• Circulate a memorandum of understanding on the respective responsibilities of all parties
This was agreed.
The next meeting of the Recreation Ground Committee would be held on 4 June with at pre-meeting at the Pavilion at 6.30pm.
iii) It was agreed that the Chairman meet Saunders Landscapes to inspect the Ground and decide on what work may be needed.
iv) The Clerk reported that there was a difference over the invoice from JID Group Services over the amount being charged for the work they had carried out. It was agreed to pay the sum that had been quoted.
More mole hills had been reported by the Environmental Assistant and it was agreed to find out the costs of running an in-house training course which other groups could attend.
v) The aerial seat replacement parts had been ordered from Park Leisure.
vi) The quote had been received from Warners for the seating to go in the Teen Shelter. The other quote from Park Leisure had been requested.
vii) The Clerk is to get quotes to tarmac the area by the entrance to the Recreation Ground.
viii) Report from Environmental Assistant was noted. It was agreed to open the toilets on the weekend when there were sports fixtures at the Ground.

280 Parish Council Property and Environment
i) Bus Shelters – it was confirmed that the bus shelters would require planning permission. Mr Whitburn had looked at a range of shelters. He suggested a traditional wooden style shelter for The Street, as it was in a conservation area. The shelter was guaranteed for five years against fire or damage.
It was proposed by Mrs Chandler and seconded by Mr Darvell that a Littlethorpe shelter, style Countesthorpe at £6,150 be installed subject to planning permission. This was agreed.
The clearance space on the pavement needed to be checked. Letters had been sent to residents of The Street, directly opposite the proposed site at 110, 110a and 112.
The letters had been sent to parishioners at 99 and 97 about the shelter suggested for Sandwich Road / Collar Makers Green.
ii) Dog Waste Bins – the letters had been sent to parishioners at 7,9,11 and 13 Chequer Lane. One parishioner had responded and while supporting the principle was concerned that the bin will be a source of more rubbish that could be thrown into adjacent gardens. It was agreed to leave the decision on this site until the next meeting.
The request had been made to Kent County Council for permission to put up a bin at the lay-by at New Street. Letters will be sent to residents at Goodban Square in February regarding the proposed site.
iii) Dover District Council Pound Corner toilets had been repaired and re-opened.
iv) The letter from Sandwich Town Council over action to prevent boats illegally mooring on the Stour River was noted. It was agreed to send a letter of support for Sandwich Town Council to Dover District Council requesting enforcement of the planning requirements for the mooring of boats.
v) Sanctuary Housing had asked if the Parish Council could assist with the clearing of rubbish to the rear of a property in Mill Field. More information was required as it was understood that these properties are privately owned.
vi) The report from the Environmental Assistant was noted. It was agreed that costings for appropriate types of bushes for Pound Corner be obtained.
vii) A letter from a parishioner requesting a litter bin at New Street and Cherry Garden Lane corner was noted for the next meeting.

281 Trees
Two quotes for tree work were considered. It was agreed to accept the quote from Mark Jones and to ask for a comparative quote for the other work that had been suggested.

282 Highways Report
i) The broken light and cover on Ship House, the Street, had been reported. (Ref: 128484).
ii) Grit boxes – there was a request from a parishioner for a new site for a grit (salt) box. Grit boxes are located at New Street / Cherry Garden Lane, Chequer Lane / Holness Rd, Cop Street, Glebelands and Queens Road outside the Ash Village Hall. It was agreed that it was not practical to site boxes throughout the parish.
iii) Dog mess on the pavements around the school. An e-mail had been received expressing concern about the health implications of children walking in dog mess on the way to school. District Cllr Chandler previously had raised the need for more cleaning of the pavements by SITA and the Parish Council were looking at providing more dog waste bins.
iv) The light on Queens Road, QAH 002 was not working.
v) Mr Pratt reported that the white lines north of Knell Lane had still not been repainted although white lines had been painted across a number of access farm roads. This problem had been first reported early in 2006.

283 Footpaths Report
i) EE90A - a reminder had been sent to the Rights of Way Officer to ask Dover District Council to clear leaves at the Chequer Lane end of this footpath, as it was regularly used to walk children to school and was steep.
ii) It was agreed that the insurance position on led walks is to be clarified with the Parish Council insurers. Risk assessments would be required for future walks.
iii) Mrs Chandler reported she has inspected the Saunders Lane footpath with the Rights of Way Officer for the reported mis-use. At the time, there was no evidence of mis-use across the field and the path was not impassable. It would be possible to put in barrier should it be required.
The footpath at the back of Hills Court needed clearing and a gate had been wired shut. A footpath sign had been removed and a path obstructed near Weddington Farm.

284 Arrangements for Annual Parish Meeting on Tuesday 24 April
It was agreed to change the format for this year’s annual parish meeting.
• A guest speaker from BTCV would be invited to give a short presentation.
• Brief reports would be presented by the Parish Council Chairman, the Clerk, the Cartwright & Kelsey School, the Village Halls’ representatives, the District and County Councillors.
• Written reports would be requested from the Parish Charities and the Police, and their representatives would be invited to be available to take questions.
• The reports would be placed on display boards at the meeting, along with the minutes and accounts of the Parish Council.
• The meeting would start at 7.30pm, the Hall would be open from 6.45pm.
• The Parish Council Chairman’s report, financial report and the agenda would be printed in the Newsletter and the delivery rounds to all residents would be the same as last year. Copy to Mr Whitburn as soon as possible.

285 Website Report
The News Page contacts for the reporting incidents and crimes had been updated. The Clerk agreed to check with Mr Potts about football team updates on the site.

286 Finance Report
i) Mr Potts proposed, Mr Whitburn seconded, and it was agreed that the Financial Report be accepted and the following payments approved:
Employment Expenses 1,535.15
Administration & Training 250.28
Maintenance 531.06
Supply Panels for the Teen Shelter 463.60
VAT 164.60

Deposits – Allotment Income 93.75
Transfer to Current Account on 20 Feb 2007 4,000.00
Current Account as at 28 Feb 2007 1,115.78
Capital Reserve Account as at 28 Jan 2007 39,852.26

ii) It was agreed to support in principle the request from Ash Village Hall for assistance on the maintenance of the windows and to agree an amount upto £1,000 once the two quotes had been received.
iii) The quote for the annual insurance renewal was £2,554 compared to last year at £2,413. The increase in the amounts of cover was to be checked before a final decision is taken.

287 Employee Leave
The request for two days leave for the Clerk was agreed. The Chairman agreed to cover the Environmental Assistant’s leave.

288 Correspondence
i) Thank you letter from PTFA of Ash Cartwright & Kelsey for permission to sell raffle tickets at Pound Corner. £1,594 was raised at the Christmas Fair.
ii) Sandwich Neighbourhood Forum Meeting Tues 13 Feb at Sandwich Guild Hall, the Jury Room from 5.30pm. Mr Whitburn and the Clerk to attend
iii) Consultation on Amendments to the Model Code of Conduct – comments on the document by 5 March 2007 by members of the Standards Committee passed to Mr Whitburn.
iv) KAPC Meeting 25 Jan 2007 Agenda had been passed to Mr Whitburn and Mr Potts.
v) DDC Information on Elections 3 May 2007 is to be placed on the notice board.
vi) Invitation to the Launch of the Miner’s Way Trail, Sun 1 April 10am Aylesham. Mrs Ovenden to attend.
vii) Invitation to the AwCiRK Community Halls Conference 14 April 2007 and invitation to enter Kent Village of the year Competition 2007 were declined.
Circulated:
i) Parish News No 322 Jan 07
ii) The Bulletin Winter 2006 English Rural Housing Association
iii) The Green Gang Activities for Feb & March 2007
iv) Close to Home DDC Tenants’ Newsletter Jan 2007
v) CASE Newsletter
vi) The Clerk Jan 2007
vii) Walks in Kent Pack

289 Parish Council Newsletter and Press Releases
There were no new matters.

290 Any Other Business
i) It was agreed to write to the Old Rectory, Sandwich Road, explaining that some parishioners had expressed concerns about a resident who recently had been assisted back to the premises.
ii) It was noted that the Fire Brigade called out to Moat Lane on 1 Feb for a fire on land next to Holly House.
iii) Sanctuary Housing had notified the Parish Council that the waiting list for houses in Mill Field could be opened again to people who lived in the Parish or had a local connection. It was agreed to advertise this on the Parish Council notice board and web-site, to ask the Ash Village Hall if a notice could be placed on their notice board and to submit a short request to the Parish magazine. If there was insufficient interest an approach could be made to the Rural Housing Trust to extend the list to the people on the Ash side of Wingham.
iv) It was agreed to ask Dover District Council to carry out inspections of local camp and caravan sites to ensure that the facilities were up to standard before the arrival of this year’s seasonal workers.

There being no further business, the meeting closed at 10.20pm.