Draft Minutes of the Meeting of the Ash Parish Council held in Ash Village Hall
Monday 3 December 2007 at 7.30pm

527. Present
Mr Foat (Chairman), Mrs Bilham, Mr Darvell, Mr Gregory, Mr Lambie, Mr Palmer, Mr Pratt, Mr Whitburn, PCSO Mrs White, PC Wright, District Cllr Bartlett

528. Apologies
Prof Swingland, Mr King, Mr Cooper, District Cllr Chandler

529. Nominate a Publicity Officer
Mr Darvell. The Clerk is to check the e-mail address to be used, as Mr Palmer had sent the previous Onlooker via maged@s8nicholas.org.uk but it had not been received.

530. Declarations of Interest
Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest. Mr Darvell declared a prejudicial interest in Item 536 ii)

531. Minutes of the 5 November 2007 Meeting
There was an amendment to Item 507 to read; ‘land adjacent to St Nicholas House’ and the minutes were proposed by Mr Whitburn, seconded by Mr Palmer, agreed as an accurate record and signed.

532. Matters Arising from the minutes of the last meeting not listed on the agenda
i) Item 518 and 512 v) – Directory and Survey Distributed
ii) Item 512 ii) DDC Toilets re-opening Wed 5 December 2007.

533. Public Question Time
There were no members of the public present.

The meeting was adjourned.
534. Police Report and PCSO Report
i) PC Wright reported that there had been additional patrols in the evenings and at weekends. There would be a camera installed in the centre of Ash and the Dover Community Safety Unit would monitor recordings for evidential purposes. There had been an increase in incidents which appeared to be linked to the early finishing at Sandwich Technology College and this and other related matters would be discussed with the Head Teacher. The Safer Winter Campaign had been launched urging residents to secure their property against opportunist theft.
New Street had been monitored for speeding infringements by PC Wright and he had spoken to local residents. He urged residents to report any incidents to the police where they believed a vehicle was being driven ‘in a manner considered to be careless and inconsiderate or in a fashion not considered to be reasonable on a public highway.’ The details needed were make, model and colour of vehicle, registration number if possible, where, what time and brief description of the driver. This could mean that the police may be able to issue a Section 59 warning. Contact the police on 01304 24 00 55 to report any such incidents.

It was reported to PC Wright that there had been no police assistance on Remembrance Sunday at the War Memorial to officially stop the traffic. The Council will formally request assistance for 2008.

PCSO White reported that she will be meeting Rev Fetherington of the United Reform Church to look at ways of working with the young people. The next surgery will be before the next Parish Council Meeting on Mon 7 Jan from 6-7pm in the Ash Village Hall Library.

Cllr Gregory addressed PC Wright about his suggestion for a permanent base or unit in the Parish on the land adjacent to St Nicholas House. PC Wright explained that this was not practical because of the resources and costs it would entail. The mobile unit that is available is used across the whole area.

The meeting was reconvened.

ii) Charlton Athletic had written to ask to meet with the Parish Council to see how the ward could benefit from their programme of sports training in conjunction with local youth workers and wardens. It was agreed to invite them to the January meeting along with the representatives of the junior rugby and football teams.

ii) Cllr Bilham agreed to attend the Dover District Youth Strategy Consultation workshop Wed 12 December at The Ark Dover.

iii) The letter from Neighbourhood Inspector Ludwig was noted, updating Councils on action taken further to the last Liaison Meeting. This covered asking for PCSO attendance at Parish Council meetings on a regular basis (where this was not already happening) and trialing a system for Partners & Community Together meetings. The meeting in the New Year will be on the traffic issues.
iv) Cllr Whitburn will look at the Questionnaire from Kent Police Authority on options for increases in police precept to be taken at the next Council meeting. Response by 23 Jan 08.

The meeting was adjourned

535. District Councillor Bartlett’s Report
Following on from the report on the damage to the DDC Toilets at The Street, he would ask about installing metal gates as a security measure. He then reported on:
• Local Development Framework – covers the District’s future growth plans for infrastructure, facilities, jobs and housing and public consultation would be taking place in early 2008
• The government is introducing a new planning portal for on-line planning applications. These are longer and require additional information but may tie in with the reduction on types of buildings that will need planning permission in the future
• The Sandwich Neighbourhood Forum's next meeting is on Tuesday 11 Dec and is about improving facilities for young people in the area
• Dover District Council’s quarterly newsletter had been distributed and Cllr Bartlett asked if there had been any recent complaints about the stopping of the bulk waste collection. None had been made to any parish councillors. Interviews were being held for a Senior Enforcement Officer in the Planning Department.
• News from other local parishes included – Stourmouth is improving their recreation facilities, Staple is putting in new village gates, Goodnestone & Chillingdon’s survey on affording housing needs has had a mixed re-action, Preston had won the newcomers section of Village of the Year, there were enforcement issues at Preston & Staple and the Princess Royal would be opening the new affordable housing development in Wingham in December.
Cllr Bartlett was asked for updates on the issues at Westmarsh and to follow up a letter of 23 October to the DDC Chief Executive written by Mr Whitburn, in his capacity as KAPC Chairman.

The meeting was reconvened.

536. Planning
a) Applications – comments categorized as no comment (ambivalent), positively supports, objects:

i) 460: DOV/07/01372. 1-2 Goodban Square, Ash. Erection of two storey rear extension. No objections.

ii) 457: DOV/07001374. 41 New Street, Ash. Erection of detached dwelling and formation of vehicle access and provision of parking. Cllr Darvell declared a prejudicial interest and left the room.
The Council is still concerned about safe highway access on to this part of New Street due to the lack of site lines and the narrowness of the street. While it does not object to the application in principle, it strongly recommends that the Planning Officers and Highway Services inspect on the ground rather than relying on an assessment off the plans, due to the particular narrowness and shape of this specific part of New Street.

iii) 454: DOV/07/01323 76 New Street, Ash. Erection of single storey rear extension. No objections.

iv) 458: DOV/07/01267. 92 New Street, Ash. Erection of roof extensions including hip gable replacement roof and front and rear dormer roof extensions. No objections.

v) 455: DOV/07/01268. 10 White Post Gardens, Ash. Erection of rear dormer roof extension and raising of roof height to create first floor living accommodation. No comment.

vi) 459: DOV/07/01337. 3 Nash Cottages, Nash. Erection of two storey side extension. No objections.

vii) 453: DOV/07/01175. Barn Cottage, Weddington, Ash. Erection of single storey and two storey rear extensions. No objections.

viii) 452: DOV/07/01263. The Cottage, Weddington, Ash. Erection of side garage extension and rear conservatory extension. No objections but noted that the boundary is very close to side marked B of the garage.
ix) 456: DOV/07/01366. Little Nash Farm, Nash. Replacement front door. No objections.

x) 450: TC/07/00117/TC. 2 Guilton Cottages, Durlock Road, Ash. Works to one poplar tree. No objections.

xi) 451: DOV/07/01106. Site Opposite 112-114 The Street, Ash. Erection of bus shelter. This application is on behalf of the Parish Council. No objections.

Appeal: None

Withdrawn: 431DOV/07/00697 Certificate of lawfulness for continued use of land for the siting of 13 caravans and accommodation for seasonal workers. Location: Wight Salads Ltd, Europa Nurseries, Hill Court Road, Ash. Clarification is to be sought from the Planning Officer on the reason for the withdrawal.

Granted by DDC:
443: DOV/07/00969 Alliance Pharmacy, 22 The Street, Ash. Internal alterations.
444: DOV/07/01051 Christmas Cottage, 1 Queens Rd, Ash. Erection of single storey rear extension. Conditions include matching external surfaces to existing building and no openings on south elevation.
442: DOV/07/01057 99 Sandwich Road, Ash. Erection of an attached garage and provision of 2 bay windows with French doors.

Refused by DDC: None
Granted by KCC: None Refused by KCC: None

b) Reply from Mr Button on behalf of Kent County Cllr Keith Ferrin on the sale of land on the A257 By-pass – ‘it was agreed this could be made (ie the sale of the drainage lagoon) if we (KCC) were able to maintain access to the pond.’

c) Three yearly review of DDC Licensing Policy was going to the Scrutiny Committee on Dec 12. There were no comments on the existing policy and how it is working.

d) The draft response was agreed to the letter of complaint to the Parish Council from Dr Salt on Mansfield’s application for polytunnels.

537. Recreation Ground
i) Recreation Ground Ctte Meeting report was given by Mr Foat. The Sports Clubs were asked not to practice in front of the Pavilion due to the excessive wear on this area; the Pavilion Ctte were aware of the damage to the storeroom and other issues including the disposal of rubbish and were looking at solutions; the cricket nets are due to go up in Spring and encouraging dog owners to clear up their dog waste was supported by all present. The work on various trees on the Ground had been ordered and there will be a spring clear-out of the Lock-up.

ii) The proposed changes to the Tennis Club Lease had been accepted and the new lease would be sent out for signature.

iii) It was agreed that the play area should be mown and tidied up before Christmas.

iv) Environment Assistant’s Report for November covered anti-social behaviour, reports on completed repairs for the Aerial Slide, the testing of rubber safety surfacing at the entrance to the play area, repairs to fencing and a request to obtain costs for making a replacement seat.

538. Parish Council Property & Environment
i) Repairs to Sandwich Road Bus Shelter had resulting in the seat not being re-fitted. Damage had been done and the Environmental Assistant had to clear away the seat and all loose bricks. A quote for £180 for re-bricking and re-fixing seat had been received from Warner & Sons. Mr Darvell proposed, Mr Pratt seconded and it was agreed to accept the quote.

ii) Parish Council Notice Board had been damaged and it had been reported to the police 55662-1002 and the PCSO. A repair had been carried out by Environmental Assistant.

iii) Mr Lambie reported back that many parts of the multi-use unit could be refurbished and re-used, in particular the slide. It would only need a safety check on the work as it was carried out. The main posts could be replaced as needed and this would be the most cost effective way of keeping the unit upto standard, rather than replacing it with a new piece of equipment.

iv) Report from Environmental Assistant covered the removal of both litter bins at Pound Corner due to vandalism. The planters had been taken down for winter. Signs had not been replaced yet for the school crossing in Chequer Lane and the car park and toilet signs from Pound Corner were still being stored by the Council. The security light at the DDC Toilets was permanently on. Mr Darvell proposed, Mr Pratt seconded and it was agreed to purchase a workbench for use by the Environmental Assistant, costing approx £60.

539. Highways Report
i) Items from last meeting had been reported - repainting of white lines in Ash village ref 191832 – are on the programme of works; double yellow lines along side Alldays needed repainting - 195119. The request for double yellow lines leading to the junction of Cherry Garden Lane and Sandwich Road to be followed up – e-mail sent. A large pothole near Castle Farm on the Richborough Road going towards Richborough -195121. This had still not been repaired and it was to be reported again. The No Through Road Sign at the Down Field Farm crossroads to Ware Court is missing ref 193333.

ii) It was clarified that the hedges at Warehorn Cottages to Corner Dove needed cutting back for road visibility safety and they would be reported. Hedges at Knell Lane around Warehorn Cottages had been reported ref: 195138.

iii) A parishioner had rang about the need for repairs to the surface of an access road to his property at Ware. Kent Count Council Highways confirmed that they will not surface this access road as in their opinion there is insufficient use.

iv) Mr Darvell will attend a meeting on 10 Jan at Maidstone to explain how requests for new traffic schemes are assessed.

v) The report on the dangerous T-junction at Wingham was to be followed up.

540. Footpaths Report
i) Items reported - The hedge along the pavement between Chilton Square and Goodban Square was overgrow and the new footpath between Crackstake and EE465 overgrown and obstructed by a tractor tyre – reported on 7 Nov. There had been no action and it was to be reported again.

ii) EE95 the Goss Hall Farm footpath entrance had been blocked as the gate had been locked and also north of the by-pass this path was obstructed by vegetation.

iii) The safety gates had been damaged at EE123.

iv) The next meeting of the Footpaths’ Committee would be on Monday 7 January at 7pm.

541. Parish Archive
The Parish Council had agreed in principle to offer general support and a donation to the group who were investigating the setting up of a Parish Archive. It was agreed that further information would help the Parish Council better understand what support was needed and representatives of the group should be invited to make a presentation to the next meeting of the Parish Council in January.

It was then agreed to invite the Charlton Athletic speaker to the February meeting to co-incide with the next meeting of the Recreation Ground Committee.

542. Agree the Budget & Set the Precept
The draft budget was circulated and after agreeing to reduce the contingency to £8,000, the budget was accepted. It was agreed to increase the precept by 5%, with the main expenditure items being salaries £23,000, the PCSO £13,300, Admin £8,000, Grants £4,000, Maintenance £10,500, Bus Shelter £5,000 and £5,000 to be set aside towards future requirements to replace the safety surfacing in the play area.
Mr Whitburn proposed, Mr Darvell seconded and the following motion was agreed:
‘That the Ash Parish Council sets the precept for 2008 – 2009 at £58,800.’

543. Finance Report
The Finance Report was proposed by Mr Palmer, seconded by Mr Gregory and agreed
Employment Expenses 1,698.00
Administration 626.00
Maintenance 312.00
VAT 21.00
Total 2,657.00
Current Account as at 16 December 2007 4,522.00
Capital reserve Account as at 16 December 2007 54,654.00

The clerk reported the NALC mileage rates had increased from 1 April 2008 to 55.8p per mile for causal users. The Inland Revenue confirmed 40p per mile is not taxed and that for employees whose salary is below a certain level, there is no additional tax levied on the balance. There was a back-dated payment made to the Environmental Assistant for the increase on the mileage rates.

544. Parish Action Plan Update
Mr Whitburn reported on the Tuesday Nov 27 meeting which had agreed on an Open Day Event on March 15 in the Ash Village Hall, and at Westmarsh Village Hall on March 29. The target date to complete the Parish Action Plan was the Annual Parish Meeting in April 2009. The grant application for £2,400 towards the projected costs of £5,000 had been made to DEFRA and the budget had included the hire of rooms to be paid by the Parish Council. Consultations would include a photo competition, a door to door questionnaire in the summer, with a separate questionnaire focused on businesses. The primary school would be involved and information is to be available on the internet. It was agreed that a new page would be added to the Parish Council web-site to promote what was happening and to keep residents informed.

545. PPIF Health Survey Mr Darvell to report to the next meeting

546. Twinning - Mrs Bilham to report to the next meeting

547. Reports
KAPC AGM – Mr Foat and Mr Whitburn reported that it was an excellent and informative meeting with presentations on rural shops and Kent Highway Services, as well as information from other councils on their experiences. KAPC had been changed to Kent Association of Local Councils.

Annual Liaison Town & Parish Councils Meeting Nov 15 – the Clerk’s report covered the presentation on the plans for the regeneration of Dover; the Code of Conduct CD using a planning application as an example; the Local Development Framework will be available for public consultation in March 2008 and is looking at 14,000 new homes for the District; the Waste Contract Tendering will be joint with Shepway Council and is for weekly refuse and recycling collections including plastic and cardboard for implementation late 2008.

548. Correspondence
i) KAPC 25 Oct minutes to Mr Foat and Mr Whitburn
ii) Letter from SE Coast Ambulance Service asking for volunteers to attend 999 calls ahead of an ambulance resource was passed to Onlooker.
iii) It was agreed not to offer support for the campaign for a fully equipped hospital in Dover as asked for in the letter from the Eythorne Parish Council.
iv) The invitation was declined from the Rural Housing Trust on Tues 18 Dec in Wingham Village Hall to the opening of Miller Close a new housing development.
v) There were no comments on the District Strategies for Sport & Recreation & Parks & Open Spaces Second Stage Consultation – www.dover.gov.uknby.
vi) The invitation was declined to the DDC Waste Forum meeting on 6 December.

Circulated:
i) KAPC 25 Oct Minutes
ii) KAPC Parish News 5 Nov 07 Issue 328
iii) DDC Standards Board Ctte on Wed 5 December – papers cover Local Filter Pilot Complaint Handling and Revised Corporate Government Local Code
iv) Southern Water Nov 2007 Update
v) Policing Kent – Plans for 2007/10
vi) The Clerk Nov 2007
vii) Clerks & Councils Direct Nov 2007
viii) LCR Vol 59, No 4 Nov 07

549. Website Report (see above, Item 544)

550. Parish Council Newsletter & Press Releases
Neighbourhood Inspector Ludwig had confirmed agreement to the press release on the PCSO and sent thanks for the positive publicity which he is trying to encourage.

Parish Council Newsletter – Mr Whitburn had completed the latest newsletter and had distributed it via local shops, the surgery and the Library.

551. Any Other Business
To the next agenda – display boards and distribution ideas for the Parish Council Newsletter.

There being no further business the meeting closed at 10.30pm.