Minutes of the Meeting of the Ash Parish Council held in Ash Village Hall
Monday 4th February 2008 at 7.30pm

575. Present
Mr Foat (Chairman), Mrs Bilham, Mr Cooper, Mr Darvell, Mr Gregory, Mr King, Mr Lambie, Mr Palmer, Mr Pratt, Prof Swingland, Mr Whitburn, seven parishioners, Mr Edwards (Europa Nursery) PCSO White, PC Wright, District Cllrs Bartlett, Chandler and Rook, Mr Dennington (Charlton Athletic Community Scheme Solutions), a member of the Press.

576. There were no apologies

577. The meeting was adjourned to take the presentation on Charlton Athletic Community Scheme Solutions by Mr A Dennington.
Mr Dennington explained how CACSS worked by engaging with young people. He spoke about the wide range of activities used which have expanded from their football sessions ranging from dance workshops through to work experience and help back into education. Their high profile means they can work with a variety of youngsters and the scheme aims to work alongside existing local sporting provision. The scheme is supported by different agencies and the Dover District Community Safety Unit.

The meeting was reconvened.
After a wide ranging debate, involving councillors, parishioners and police representatives, the Parish Council decided to have further discussions with Mr Dennington and other agencies to assess if there is the need and the resources to bring the scheme to Ash.

578. Nominate a Publicity Officer
Mr C Pratt

579. Declarations of Interest
Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest. Mr Lambie and Prof Swingland declared personal interests in Item 585 a) iii). Mr M Cooper declared a prejudicial interest in Item 585 e).

580. Minutes of the 7 January 2008 Meeting
The minutes were proposed by Prof Swingland, seconded Mr Whitburn, agreed and signed as an accurate record of the meeting.

The meeting was adjourned.
581. Police Report & PCSO Report
PC Wright reported on the different policing strategies that had been taken to deal with the recent incidents that had led to the re-routing of one of the Stagecoach evening bus services. The articles in the Dover Express and East Kent Mercury were noted. Stagecoach, PC Wright and the Neighbourhood Police Support Team with PCSO White were working together and the service had been re-instated on Monday 4 February.

The discussion covered a range of concerns including the behaviour of large groups of young people and the recent spate of graffiti. Officers confirmed that all local shop owners fully supported the policy of not supplying alcohol. It is essential that residents report all incidents that concern them to the police on 01304 24 00 55 and all incidents of anti-social behaviour to the Community Safety Unit on 01304 87 22 20. If parishioners are unsure about what to report, they should speak to PCSO White on 0777 222 6204.

The meeting was reconvened.
The Parish Council agreed to ask Stagecoach for prior information on any concerns or plans to alter service provision and expressed its appreciation for the work being done by all parties and urged Dover District Council to continue to support this work.

582. District Councillor’s Report – it was agreed to hold over until the March meeting.

583. Public Question Time – no additional questions

584. Matters Arising from the minutes of the last meeting not listed on the agenda
i) Item 571 iv): Letter from Dover District Council to the Parochial Church Council cc to the Parish Council of 23 January 2008 was noted on the procedure for providing for the maintenance of a closed burial ground. The Parish Council must make application to DDC within three months of receiving the written notice. DDC asked for at least eighteen months notice to enable them to make the appropriate budget provisions.
ii) KALC meeting 31 January Report by Mr Whitburn:
– there is ongoing discussion around whether or not training on the Code of Conduct should be compulsory
- the consultation on the Local Development Framework will be taking place between 27 March and 8 May and that it is essential to respond
- recent Waste Strategy meetings had been poorly attended and that they will vary the times and venues to try to improve attendance.
iii) English Heritage confirmed the Parish Council can duplicate the existing passes for free entry to Richborough Castle for local residents.

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

i) 464: DOV/07/01508. Europa Nursery, Weddington, Ash. (Wight Salads). Erection of 8.7 ha of replacement glasshouse and associated ancillary works, re-siting of mobile homes, construction of reservoir, infilling and extension of existing reservoirs and construction of service road. General Manager, Mr Brian Edwards addressed the Council on this application. Discussion covered environmental issues, traffic movements, provision of employment, visual impact, drainage and accommodation. It was noted that a flood risk assessment had been requested and that letters had been sent to all immediate neighbours.
It was proposed by Prof Swingland, seconded by Mr Palmer and agreed on a majority vote to support the application.
It was proposed by Mrs Bilham, seconded by Mr Lambie and lost on a majority vote that the proposed re-siting of the mobile homes is seen separately until the Certificate of Lawfulness had been dealt with.
The conditions to accompany the comment to support the application were:
- the provision for rain run off from the greenhouses is re-examined, as it would appear that the infilling of the reservoir is not sufficiently compensated for within the existing application.
- the re-siting of the caravans incorporates sufficient provision for waste disposal and drainage associated with the numbers to be accommodated.
ii) 440 Amended: DOV/07/00978A. Great Knell Farm Cottage, Knell Lane, Ash. Erection of two storey and single storey side extensions (existing single storey side store to be demolished) (amended details to increase width of two storey extension by 0.5m). The Council objects to the overdevelopment of the site, no comment on increasing the width of two storey extension by 0.5m.
iii) 463: PAG/DO/08/TEMP/003. Cartwright & Kelsey Primary School, School Road, Ash. Erection of new timber shed, including ancillary works on access paving and landscaping. Cllrs Lambie and Swingland declared personal but not prejudicial interests. Supported.
iv) 465: DOV/07/01424. Willow Tree Cottage, Ware. Erection of two storey front and single storey rear extension. No Objections.
v) 466:DOV/08/00072 33 Sandwich Road, Ash. Erection of single storey rear extension. No Objections.
vi) 467: DOV/08/00082. Pipeline from Richborough to Ebbsfleet, Richborough Road, Sandwich. EIA Screening Opinion for water supply pipeline (replacement for section of Flemings Water Supply pipeline). This application is outside the parish.

Appeal: 433: DOV/07/00784. APP/X2220/A/08/2063297/WF. Land adjoining Nanteos, Saunders Lane, Ash. Outline application for the erection of a 3 bedroom dwelling and construction of a vehicular access. The Parish Council did not object to this application.

Applications Withdrawn: None

Applications Granted by DDC:
i) 447: DOV/07/01139. 12 Chequer Lane. Outline application for the erection of a detached bungalow.
ii) 453: DOV/07/01175. Barn Cottage, Weddington, Ash. Erection of single storey and two storey rear extensions.
iii) 454: DOV/07/01323 76 New Street, Ash. Erection of single storey rear extension.
iv) 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.
v) 456: DOV/07/01366. Little Nash Farm, Nash. Replacement front door.
vi) 459: DOV/07/01337. 3 Nash Cottages, Nash. Erection of two storey side extension.
vii) 460 / 461: DOV/07/01372 & DOV/07/1351. 1-2 Goodban Square, Ash. Erection of two storey rear extension.

Applications Refused by DDC:
i) 458: DOV/07/01267. 92 New Street, Ash. Erection of roof extensions including hip gable replacement roof and front and rear dormer roof extensions.
ii)462: DOV/07/01404. 95 The Street, Ash. Erection of a pair of semi-detached dwellings and construction of vehicular access.

Applications Granted by KCC: None Applications Refused by KCC: None

b) Letter from Mrs Cox re application The Hedges, East Street. 436 DOV/07/000552 was read out to the meeting. The Parish Council agreed to support an appeal on the basis of the additional information that they had been given.
c) Planning update on the Bus Shelter on The Street – referred to District Councillor Chandler after amended block plan submitted to the Planning Officer. If new application required it was agreed to fill in the foundations until installation.
d) Possible removal of hedge and hawthorn tree at Goodban Square – District Cllr Chandler will arrange a site meeting with Mr Cooper, the DDC Officers and residents from Goodban Square to clarify the position.
e) Designated Travellers’ Site at Lawson Park, Moat Lane. Mr Cooper declared a prejudicial interest and left the room for this item. An e-mail had been sent to Mr Gale, DDC Planning Officer about the site being agreed without reference to the Parish Council. Mr Gale has inspected and the case has been referred to Mr Francis.
f) Mobile Homes on Land at A257 recently sold by KCC – e-mail had been sent to Mr Gale, DDC Senior Planning Officer, cc to County Cllr Ridings, Mr Ferrin, District Cllr Chandler. This had expressing the Parish Council’s concern that the assurances received from KCC about the covenants attached to the land when it was sold, prohibiting any change to the use, size and layout of the drainage lagoon have not been implemented. Mr Gale would be inspecting the site. Environmental Health issues to be checked.
g) The Validation of Planning Applications – alongside the introduction of electronic application forms, there is also introducing new information requirements for the validation of applications. Draft check lists may be viewed at www.dover.gov.uk./planning/validationofapplications.asp. Comments due by 8 March.
h) KCC Draft Permit Scheme – so that the road network can be effectively managed this scheme would be administered by KCC with all work to be undertaken on roads / pavements / etc requiring a permit. Mr Whitburn would see if any comment was needed.
i) KALC Planning Training Day Sat 15 March at Lenham – it was agreed that Mr Lambie attend if he was available.
j) 26 New Street – the Clerk had spoken to DDC Officer, Mr Day who had spoken to the owner about the state of the site. The Parish Council could contact the owner about the state of the site. DDC had asked the Community Safety Unit to deal with the graffiti on the property.

586. Presentation on the Parish Archives to be on the agenda for the March meeting

587. The Street DDC Toilets – Alternative Uses
District Councillor Chandler explained the background to the discussion on the future of the Dover District Council Toilets at The Street Car Park and the proposal from DDC to find an alternative use, while retaining one toilet was discussed. It was agreed that more information was needed as to what exactly was on offer and Mr Foat, Prof Swingland and District Cllr Chandler would meet DDC Officers.

588. Report on the Affordable Housing Needs Survey
Mr Whitburn reported that recommendation was ‘the information provided in the survey shows the maximum number of households requiring affordable housing is 22. Of those approximately half stated a preference for shared ownership, and of those all but two could afford a share in a 1 bed, 2 bed or 3 bed property. So it is recommended that just below 50% of the number of units built should be available for shared ownership.
It was agreed that the report, the options and a decision would be taken at the next meeting in March.

589. Parish Council Property & Environment
i) DDC had been approached about providing a bin at Pound Corner and this was to be followed up. Other quotes were to be sought for a range of bins.
ii) The installation of the Bus Shelter on The Street was on hold pending a decision by the Planning Officer on the submitted amendment. It was agreed that if a new application was required the footings would be filling in until the decision was known.
iii) Replacement plaque for Mr Clayson, Mr Gregory would ask for more information as this has not been on the Pound Corner seats for some considerable time.
iv) Noticeboard – there had been a request from a parishioner to put up a notice advertising her local business. It was confirmed that the noticeboard could not be used for this unless it was taking place in a local public venue eg the Village Hall or United Reform Church Hall.
v) Environment Assistant’s Report was noted. It was agreed that he should replace the wooden post in front of the milestone at the corner of Molland Lane and Guilton. DDC had met Mr Wilkinson over the road and kerb repairs on The Street and had agreed to arrange the collection of the road signs.

590. Recreation Ground
i) Report from Recreation Committee noted that Mr Wilkinson had completed the updated report on all the trees on the Recreation Ground.
- It was recommended to re-employ the Dog Warden to deal with the increased problem of dog waste on the Recreation Ground. It was agreed to arrange with Dover District Council, two visits a week, on varying days and times specifically to patrol the village of Ash. The cost to the parish would be approximately £15 a week depending on the days patrolled. The effectiveness would be reviewed in three months.
- the next meeting of the Recreation Committee would be Monday 16 June, 7.30pm at the Recreation Ground to carry out the annual inspection, followed by the meeting.
ii) It was agreed to carry out the repair on the Aerial Slide.
iii) Allotments – the request for a shed on half plot 13 was agreed; arrangements for plot 15 and plot 9 were agreed.
iv) Environment Assistant’s Report was noted and it was agreed that the bin near the Tennis Courts should be repaired.

591. Footpaths
i) Mr Lambie reported on the updating of the monitoring of the footpaths and the 11 volunteers who had confirmed they were able to continue monitoring the paths. Mrs Lambie was the latest recruit to the volunteers. Mr Lambie suggested that maps be distributed to the volunteers; that volunteers be sent monitoring forms and asked to complete them on a regular basis enclosing a sae to the council; that there should be at least one annual meeting to which all volunteers be invited and that he would look at how best to allocate the remainder of the unmonitored footpaths.
ii) Mr Foat would lead walks on Sat 12 April and Sunday 11 May, leaving from Ash Village Hall Carpark at 2pm. Children over 10 accompanied by an adult were welcome. It was not possible to include dogs. The insurance position is to be confirmed.
iii) It was agreed that Mr Foat would meet the Rights of Way Officer to resolve the outstanding queries. The update on the last footpaths queries:
EE53 runs down the side of Lower Farm, on the Weddington side, and there is a fence down which is blocking the footpath. EE53 has now been cleared.
EE465 runs from the bottom of Weddington Lane and into EE107. There is a tractor tyre on this path and it is very overgrown. To be inspected with cllr.
EE95 runs from the bottom of Lower Farm, into EE94, underneath footpath EE105. Here the Footpath sign is missing and the gate at the start of the footpath is often locked.
This footpath was diverted in 2003 and the fingerpost needs to be removed and placed further along the road to mark the diverted route.
EE105 runs from the bottom of Lower Farm above footpath EE95. Here the style is unsafe and the gate at the start of the footpath is often locked. RofW Officer to write to the landowner.
EE94 joins on from EE95 and there is barbed wire on top of the style. To be cleared.
EE102A joins EE102 after Knell Farm. It runs through a field that was planted in the Autumn and the Farmer has not reinstated the footpath. To be inspected with cllr.
EE89A runs south, off of Nash Road, and finishes by a Public House. Here there is water pumping equipment blocking the footpath. To be inspected with cllr.
iv) Date of Next Footpaths Committee meeting will be agreed after the Parish Action Plan Days of 15 and 29 March as more volunteers may be recruited.

592. Highways
i) E-mail on poor repairs to Ware had been inadvertently deleted; the complaint will be reported.
ii) Potholes to be reported:
- at the junction of Cooper Street and Richborough Road, 100 meters east / 50 meters west
- by Sandhills Farm going towards Upper Goldstone
iii) A parishioner had requested the extension of the pavement along New Street towards Coombe Valley Lane to be passed to Kent Highways for comment.
iv) The request for a street light request at the bottom of Queen’s Road going towards The Street was to be followed up.
v) Street light request opposite 72 The Street by the fence adjacent to the War Memorial
vi) Light beside the new bus shelter on The Street not working.

593. Finance Report
i) The Finance Report was proposed by Mr Whitburn, seconded by Mr Palmer and agreed:
Salaries & Pensions 1,575.00
Administration 51.00
Interim Payment for Groundwork for Bus Shelter 361.00
Maintenance 69.00
VAT 69.00
Total £2,125.00
Deposits:
- Allotment Rents 107.75
- 1st Installment of Grant for the Parish Action Plan 1,125.00
Current Account as at 18 February 2008 10,635.00
Capital reserve Account as at 18 February 2008 37,043.00

ii) It was agreed not to make a donation to the Kent Air Ambulance.
iii) It was agreed to ask Mrs Hume to act as Internal Auditor for Year End 31 March 2008
iv) The External Auditor, Mr A Williams, had been appointed by the Audit Commission for 5 years and the annual cost has been confirmed at £400.
v) Mr Cooper reported that a full mandate signed by all signatories was required to add new signatories. This would be taken at the next meeting.

594. Parish Action Plan Update
Preparation for the open days on March 15 and 29 was going well and many local groups had accepted invitations to attend; the Library Service had agreed to open the library on the Saturday from 10am – 4pm. Work was progressing on the questionnaire and the photographic competition ‘Views on the Parish’ publicity had been distributed.

595. Arrangements for the Annual Parish Meeting on Monday 21 April
It was agreed to invite representatives from the Parish Charities, Village Halls, Parish Action Plan, etc to give brief reports. County & District Cllrs and the PCSO / Police would be asked to respond to parishioners’ questions. The Finance and Chairman’s report would be required for the draft newsletter in March.

596. Correspondence
i) Community Safety Unit at Dover District Council is running a campaign to raise awareness of the dangers of underage drinking, starts on 4th Feb. To parish magazine.
ii) DDC Sandwich Area Tenants’ Group Meeting to go on PC notice board.
iii) AwCiRK application pack for Kent Village of Year 2008 and Rural Community Retailer of 2008 noted.
iv) Paynes Solicitors offering free seminar on Lasting Powers of Attorney noted.
v) DDC Consultation on Budget – comments by 27 Feb 2008 on the Council’s website. www.dover.gov.uk/finance.
vi) Consultation on Orders and Regulation Relating to the Conduct of Local Authority Members in England comments by February 15 Feb noted.
vii) As reported earlier, DDC is asking for views on whether training on the Code of Conduct should be compulsory for councillors. It was agreed that this was not practicable.
viii) Road Improvements in Dover A20

Circulated:
i) Bus time tables
ii) Kent Air Ambulance Trust Strategic Review
iii) Ash Village Hall Hire conditions
iv) Standards Ctte 6 Feb at 9.30am Papers
v) Southern Water Reports
vi) Oast to Coast Winter 2007
vii) Kent Karrier Service
viii) Predisposition, Predetermination or Bias and the Code of Conduct

597. Website - Suggestions for updating the site to be on the agenda for the March meeting

598. Parish Council Newsletter & Press Releases
i) Mr Whitburn would distribute the A4 plastic holders to display the newsletters.
ii) It was agreed the Council did not need to put out a press release on the Stagecoach bus service, as a member of the press had attended for that part of the meeting.

599. Any Other Business
i) Mr Whitburn reported on the findings from the Councillors Commission published 10 Dec 2007, which recognises the central role of local councillors in increasing the involvement of people in local politics. It challenges councils to improve the support they offer councillors in their role as local community leaders. The Government is considering the report and will comment in spring. Web-sites that are of interest are: www.idea.gov.uk which has a booklet of 12 pages which summaries the report. The www.communities.gov.uk also has information.
ii) Mr Foat asked the Clerk to request the report from the Kent Men of the Trees following the inspection in 2007.

There being no further business the meeting closed at 10.10pm.