Minutes of the Meeting of the Ash Parish Council held in Ash Village Hall

on Monday 6 August, 2007 at 7.30pm.

418. Present: Mr Foat, Mr Cooper, Mr Darvell, Mr Gregory, Mr Lambie, Mr Potts, Mr Whitburn, Mr Bick, Mrs Bilham, Mrs Chandler, District Councillor, Mr Hall, Action with Communities in Rural Kent, Mr Priestly, Community Warden.

419. Apologies for absence - Mr Palmer, Mr Pratt, Prof Swingland, PC Wright, County Cllr Ridings.

420. Nominate a Publicity Officer Mr Potts volunteered to provide the Onlooker report. The letter from Mr Cave was read out to the meeting.
It was agreed to ask to continue with the previous format with the item headed Parish Council and signed Onlooker, being the personal observations of the writer on the matters covered at the meeting.

421. Declarations of Interest – Mr Foat and Mr Lambie declared a prejudicial interest on Planning Item 426 (v) and left the room when the item was due to be considered.

422. Minutes of the 2 July 2007 Meeting.
The minutes were proposed by Mr Whitburn, seconded by Mr Darvell, agreed and signed as a true record.

423. Matters Arising
Item 414 ii) The letter sent about the Post Office had been acknowledged. It was confirmed that the existing service would close on 4th Sept and re-open at 31 The Street on the 6th September.

It was agreed to take the Affordable Housing Needs Survey next on the agenda, the District Councillor’s Report after Planning and the Police Report when Mr Priestly arrived.

424. Affordable Housing Needs Survey
Richard Hall from AwCiRK, distributed information, explained the process of the survey, the results of the May 2004 Parish survey and that the need identified at that stage was to have been provided by units in the two new housing developments. For the proposed survey, the cost to the Parish Council would be the postage costs of any returns. A draft covering letter would be provided for final agreement by the Parish Council.

Mr Whitburn proposed, Mr Cooper seconded, and it was agreed that subject to the information required by Dover District Council, Mr Hall would go ahead with the second stage survey, to be distributed by the Parish Council at the same time as the Parish Directory.

The meeting was adjourned to allow Mrs Bilham to address the Council.

Mrs Bilham, Forge Cottage, 76 The Street, wished to volunteer to fill the remaining vacancy for a councillor and was invited to say why she was interested in being a councillor.
This item would be added to the agenda of the next Parish Council meeting.

425. Public Question Time
Flooding: Mr Bick of Nash Cottage raised the problems of flooding at Nash. A letter from Mr Chandler was read out. District Councillor, Mrs Chandler, suggested the flooding of the roads should be raised with Kent County Council Highways. There also had been problems at Weddington.

The meeting was reconvened.
Mr Whitburn proposed, seconded by Mr Lambie and it was agreed that the flooding of the roads at Nash and Durlock should be referred to the KCC Highways Department for action.

426. Police Community Support Officer
The contract with the Police Authority for the services of the PCSO had been signed and it was agreed that Mr Potts liaise with the PCSO on behalf of the Parish Council, with the Clerk handling the day to day queries.
It was agreed to accept the Ash Village Hall Management Committee’s response on the request for the PCSO to be able to have use of the Village Hall facilities. This included a £25 per quarter fee, with provision of space for a locker and a re-fundable charge of £10 for a set of keys. Confirmation that the PCSO would be CRB checked would be passed to the AVHMC.

427. Planning
a) Applications – comments categorised as no comment (ambivalent), positively supports, objects:
i) 433:Land Adjoining Nanteos, Saunders Lane, Ash.DOV/07/00784. Outline application for the erection of 3 bedroom dwelling and construction of a vehicular access. There were no objections.
ii) 435: Southlands Farm, Knell Lane, Ash. DOV/07/00783. Erection of two storey extension. The applicant is the internal auditor for the Parish Council and it is noted that the consideration of this application and any decision taken will be based only on the planning merits of the application. There were no objections.
iii) 436: The Hedges, East Street, Ash.DOV/07/000552. Erection of two storey side extension and detached garage (existing conservatory to be demolished). The Parish Council objects to this application as the proposed extension appears to be too large in relation to the original house. However it is noted that the new garage appears to improve the safe access to and exist from the site.
iv) 437: The Grange, Weddington, Ash. DOV/07/00895. Erection to two side extension, conservatory and greenhouse extensions. There were no objections.
v) 434: 1 Oast Cottages, Cop Street, Ash. DOV/07/00698. Erection of two storey and single storey side extensions. The applicant is an employee of the Parish Council and it is noted that the consideration of this application and any decision taken will be based only on the planning merits of the application. Mr Foat and Mr Lambie declared prejudicial interests and left the room. There were no objections

Withdrawn: None

Granted by DDC:
i) 424: Knell Cottage, Knell Lane, Ash. DOV/07/00508. Erection of first floor extension.
ii) 429: Holly Tree Cottage, Durlock Road, Ash. DOV/07/00497. Erection of rear conservatory extension and internal alterations.
iii) 430: 19 The Street, Ash. TC/07/00051TC. Fell one eucalyptus tree
iv) 432: 81 The Street, Ash. Paint side and back walls ‘sandstone’. DOV/07/00648

Refused by DDC:
426: Land at 99 Sandwich Road, Ash. DOV/07/00483. Erection of three detached dwellings, associated car parking and construction of vehicular access and erection of single story side extension to existing dwelling. Reasons: outside the village confines, and cramped and congested form of development.

Granted by KCC: None Refused by KCC: None

The meeting was adjourned so that Mr Priestly could give his report.
428. Police Report
Mr Priestly reported a number of incidents involving young people. This was in addition to the anti-social items that the Parish Council was reporting to the Dover Safety Unit. Mr Priestly had to leave the meeting as he was called to an incident involving young people at the Recreation Ground.

The meeting was reconvened.
The Clerk reported that as there had been three incidents of major damage in the last three months in the DDC Public Toilets on The Street, Mr Finch, the DDC Officer responsible for their operation wanted to close them for six weeks, until preventative action can be taken to reduce the level of vandalism.

It was agreed that the Parish Council reluctantly supports the proposed closure as long as it can be assured this is a temporary measure and positively supports the request for CCTV coverage in the Pound Corner / The Street area.

The meeting was adjourned.
429. District Councillor’s Report – Mrs Sue Chandler
• Mrs Chandler agreed to support the request for CCTV at the Pound Corner / The Street area. Following a meeting with the Dover Safety Unit, it was reported that there had been an increase in incidents in the village. A number of the young people involved were not local.
• There had been difficulties in Wingham with the processing of sewage sludge at the Downbridge Station which was due to the withdrawal of Southern Water’s licence to process the sludge at the Thanet Plant due to reconstruction work. No further processing of that type of sludge would be taking place at the Wingham plant.
• A meeting of the District Councillors with the DDC Enforcement Officers had taken place to cover ongoing issues. The regulations covering enforcement action were noted.
• A number of issues had been referred to the Highways Department and Mrs Chandler will follow up the drainage issue at Weddington.
• Information on Certificates of Lawfulness was given.

The meeting was reconvened.
430. Planning - continued
b) Application for Tourism Signing for Sandwich Lakes Fishery, A257 Sandwich Road between Sandwich and Ash.
It was agreed that a reply be sent suggesting there should be no more than one sign on the eastbound A257 in the Parish of Ash.

c) Flooding
- Durlock – Mr Potts circulated the report and photos
- Nash Road– the letter from Mr Chandler had been noted regarding the single roadside drain at Overland Lane and the flooding to the west of Creton Court.
It was agreed that a letter be sent to Mr Harrison-Nee of KCC Highways about the problems; noting that the work done by the Highways Department in June had had to be re-done; enquiring about where the Nash Road drains to and what information they had received from their engineering reports. This should be copied to DDC Planning Department.

d) 12 Chequer Lane – the removal of the hedge and the new fencing was noted.
It was agreed to write to DDC Planning for information.

e) 95 The Street – The Parish Council was contacted by John P. Williamson of JPW Construction Ltd, 6 Vane Hall Place, Pentrerhedyn St, Machynlleth, Powys, as they are preparing to apply for permission to build two dwellings on the garden of 95 The Street. After a full discussion, it was agreed to continue with the bus shelter in the original position.

f) Enforcement notices – the District Councillor’s report had been noted.

431. Parish Plan
The meeting to set up a working group for a Parish Plan will be addressed by Victoria Lawson at the Ash Village Hall Library Thurs 20 Sept, 7.30pm. District Councillors, local groups and individuals who have expressed an interest will be invited and all members of the public are welcome.

432. Recreation Ground
i) Memorandum of Understanding - clerk to follow up responses from the Rugby & Cricket Clubs and Pavilion Committee.
ii) The tree surgeon has been asked to inspect a number of trees in the Recreation Ground including the black poplar.
iii) There has been a delay in running the training course for the controlling of moles. If the problem gets worse remedial action is to be taken.
iv) Removal of waste – following a visit by DDC Officer, Mr Jaconnelli and a representative of SITA, new arrangements are in place for the twice weekly emptying of waste bins at Pound Corner, The Street Bus Shelter, and Queens Road Car Park. All bins on The Street and the two Parish Council bins on the Recreation Ground by the car park and play area will be emptied weekly. Dog bins are emptied as required. To date this has improved the situation.
v) Warner & Sons have not been able to complete quotes for the Teen Shelter and the Aerial Slide due to pressure of work. It was agreed to wait until early September for their quotes.
vi) Report from the Environment Assistant was noted including that the Annual Safety Check had taken place; that black sacks of rubbish had been left by the Pavilion on two occasions; painting of play equipment is nearly complete and work is starting on the benches. It was reported that damage had been done to the pitches by persons playing golf and the use of a mini-bike had been referred to PC Wright.

433. Parish Council Property & Environment
i) Bus Shelter – taken under Planning item
ii) Updating the Parish Directory – this work is ongoing. Mr Foat, Mr Potts and Mr Whitburn will update pages 7, 8,15,17,18 and 19 respectively. The decision on the quotes will be taken at the September meeting and the directory is to be ready for a late September distribution.
iii) Dog Bins – letters from residents at Goodban Square suggesting other sites were noted. It was agreed to ask DDC to empty the existing Parish Council bin beside the seat in Chiltern Place rather than putting in another bin. It was agreed to put on hold the installation by the steps at Mill Field until usage of the new bin at Cherry Garden Lane had been monitored.
It was agreed that the Clerk ask DDC about signs on cleaning up dog waste as they were only displayed in some areas.
iv) Report from Environmental Assistant noted the damage from the ongoing anti-social behaviour at Pound Corner and the Bus Stop Shelter.

434. Highways Report
i) Faulty lights had been reported (Ref 164140) on Queens Rd, QAH1, Molland Lane opposite Glebelands corner, 868373 and Burfords Alley on the side of 3 Havelock Place (which DDC say is unadopted). It was noted that responsibilities for repairs had been changed between KCC and DDC and Burfords Alley needed to be clarified as it had been repaired in the past.
ii) The light outside 41 New Street needed to be reported.
iii) Poor visibility on Cop Street Road had been raised by parishioners and reported to KCC (Ref: 164141) which inspected and the decision was taken not to act but to monitor.

435. Footpaths Report
i) To be reported that vegetation is overgrown on the footpath behind the Ash Surgery.
ii) Overgrown footpath EE111 had been passed to the Rights of Way Officer.
iii) Report from East Kent Public Rights of Way Parish Liaison Meeting 18 July was noted. Public campaigns focused on issues where non-compliance was a problem: Crops & Ploughing Campaign. There is also the Gap, Gates, Stiles Campaign to improve access. KCC are offering gates for a donation to landowners to replace stiles and encourage the leaving of gaps where stock is not involved. The Vegetation Maintenance Contract meant that some paths were now cut three times a year in May, July and Sept. It was agreed to ask for details of which paths in the parish are on the contract.
iv) Countryside Access Improvement Plan aims to rationalise the network, update furniture, improve safety, educate and encourage users, improve customer services and look at future growth. Suggestions have been mapped and KCC would like comments on the Plan. Closing date for consultation is 1 October 2007. The plan is available from website www.kent.gov.uk/countrysideaccess. Mr Lambie will look at the Plan for comment at the next meeting.
v) Copies of the footpaths’ maps were distributed and footpaths will be matched with volunteers for the next meeting.

436. Motions to adopt the new Code of Conduct:
Mr Whitburn explained about the changes in the new code. Mr Whitburn proposed, Mr Potts seconded and it was agreed that:
“This Council adopts the Revised Model Members Code of Conduct for Parish and Town Councils issued by the Standards Board for England in its entirety and without modification, including paragraph 12 (2) with effect from 1 August 2007.”
Mr Whitburn proposed, Mr Potts seconded and it was agreed that:
“This Council adopts the Preamble, The Ten General Principles of Public Life, issued by the Standards Board for England in its entirety and without modification, with effect from 1 August 2007.”

437. Motions to alter the Standing Orders:
To enable paragraph 12 (2) of the Revised Code of Conduct to take effect, under Admission of the Public and Press to Meetings, Mr Darvell proposed, Mr Whitburn seconded and it was agreed that:
“This Council agrees to add new item 36 with subsequent re-numbering of all following items as follows: Members of the public can attend meetings of the Council for the purpose of making representations, giving evidence or answering questions with the express approval of the Council.”
Mr Darvell proposed, Mr Whitburn seconded and it was agreed that:
“This Council agrees to update all references to the Code of Conduct in the Standing Orders to read as adopted by the Council with effect from 1st August 2007.”

438. Finance Report
Mr Potts proposed, Mr Cooper seconded and it was agreed that the Finance Report be accepted and the following payments approved:
Employment Expenses £1,560.00
Administration £169.00
Maintenance £1,274.00
Elections Charges by DDC £170.24
VAT £180.49

Current Account as at 20 August 2007 £2,380.60
Capital Reserve Account as at 20 August 2007 £72,763.00

It was noted that there had been no matters arising from the External Audit and the Annual Return and Certificate for 31 March 2007 would be displayed on the notice board and the Year End Accounts are available for inspection by appointment.

439. Correspondence
i) Shepway & Dover Mediation Service offers a free, confidential, independent mediation service.
ii) Kent Men of Trees are offering a selection of bar rooted ornamental trees for members at £20 per tree available from middle of October.
iii) DDC Performance Plan 2007-2008 available on www.dover.gov.uk.bv. PDF versions or CD available if required
iv) Improvements to Bus Stops on the Dover Diamond route 13 between Wingham Green and Sholden via Sandwich, starting 6 August for 14 weeks.
v) Sandwich 1457 Information on events to commemorate the 550th anniversary of the siege of Sandwich.
vi) Draft Terms of Reference for the Sandwich Neighbourhood Forum are to be discussed. £20,755 is available for small capital projects, and the maximum grant is £5,000. The decisions on the application are made jointly by the representatives from the County, District and Parish Councils with each tier having one vote. The next meeting of the SNF is on Thursday 6 September, 6pm for 6.30pm on Health Issues at the Ash Village Hall. All are welcome.

Circulated:
i) LCR Vol 59 No 2
ii) The Clerk July 2007
iii) Clerks & Councils Direct July 2007
iv) Expert Patient Programme Training Available
v) Arbor Summer 2007
vi) ERHA The Bulletin Summer 2007
vii) KAPC Minutes AGM 31 May 2007
viii) Green Gang – July to September 2007

440. Website Report
Following a request from Gary Francis of Ash Management Systems, a recently established local business, it was agreed to add a link from the Parish Council web-site to their site www.ash-management-systems.com

441. Parish Council Newsletter & Press Releases
The Parish Council Newsletter had been distributed via local shops and businesses.

442. Any Other Business
i) The Clerk would be on leave from 20 -24 August and 28 August, 6 days.
ii) Mrs Hand had raised the maintenance of the play area in Woods Ley. Mr Potts reported to the meeting that in 1981 this had been a communal play area that was maintained by the Woods Ley Residents’ Association. By 1983 the Association had ceased. It is not clear who can or should be responsible for this area.
iii) The site of the former Post Office had been suggested to a councillor as a possible Parish Archive. Following on from the Annual Parish Meeting, information was being gathered on what may be required for a possible parish based archive.

There being no further business, the meeting closed.