Minutes of the Meeting of the Ash Parish Council held in Ash Village Hall
Monday 7th January 2008 at 7.30pm

552. Present
Mr Foat (Chairman), Mrs Bilham, Mr Cooper, Mr Darvell, Mr Gregory, Mr King, Mr Lambie, Mr Palmer, Mr Whitburn, PCSO White, District Cllr Chandler, District Cllr Butcher (Chairman of Dover District Council and member of Sandwich Town Council who was attending meetings of all the Parish Councils in the area to listen to their issues).

553. Apologies for absence
Mr Pratt, Prof Swingland, District Cllr Bartlett and PC Wright.

554. Nominate a Publicity Officer
Mr Palmer. The Parish magazine editor had sent a thank you for the Onlooker contributions.

555. Declarations of Interest
Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest. There were none.

556. Minutes of the 3 December 2007 Meeting
The following amendments were agreed: Item 534 i) Rev Fetherington to Rev Felton. Item 551 – add – Cllr Lambie asked the Clerk to follow up on the English Heritage admission process to Richborough Castle.
The amended minutes were proposed by Mr Whitburn, seconded Mr Palmer, agreed and signed as an accurate record of the meeting.

The meeting was adjourned.

557. Ash Library Provision
Ms Heather Hilton, District Manager and Ms Sue Sparks, Strategic Manager for Kent CC Libraries introduced themselves and explained that they had an on-going programme of keeping in touch with communities to find out how best they can meet their current and future needs. Issues covered were accessibility, rotation of stock, prompt ordering service, target audiences, provision of internet facilities, linking up with family literacy and learning programmes, detailed tracking of usage and personal assistance from the on-site librarian, Mrs Sally Willins. It was agreed that a feedback meeting in 6-9 months on the ideas and issues raised would be helpful.

558. Dover District Councillor Chandler’s Report
• District Council had agreed the Local Development Framework Consultation Documents
• The medium term financial plans had been passed including the major projects for St James Street Development, Deal Pier and Connaught Barracks.

• Youth Provision: - The Sandwich Neighbourhood Forum meeting had raised the use of the United Reform Church Hall for young people and that Preston Parish Council has contributed £2,500 for the costs of Youth Worker for one evening a week for a year. The DDC Youth Development Worker, Yvonne Holder, would work with groups to assess needs and develop volunteer groups. The DDC Scrutiny Ctte for Youth was looking at an area wide strategy for youth provision.
• The Street Toilets – Cllr Chandler explained the background to the exploratory discussions about alternative and additional uses for the DDC toilet building and that it may be possible to retain toilet provision as well as provide a community office / space. Once the building had been refurbished it could then be transferred to the Parish Council for community use. In the meantime, the toilets would remain in use. The Parish Council agreed that this item should be on the next agenda for detailed discussion.

559. PCSO White’s Report
Incidents over the Christmas period and the damage to Ash Village Hall re the e-mail from Mrs Ryan were reported. Witness statements had been taken. PC Wright and the Neighbourhood Task Team had been carrying out additional patrols in the village. PCSO White does work a rota system of 5 out of 7 days, with varied morning, afternoon and evening starting times. More police patrols were requested. It is important that residents experiencing problems or witnessing problems should report the matter to the police on 01304 24 00 55.

PCSO White reported that she had met Rev Felton who supported the use of the United Reform Church Hall for a youth group. Talks with Phil Scott of the Phoenix Centre had taken place about their experience in setting up youth facilities. It was noted that the Sandwich Forum meeting and Dover District Council wanted to help voluntary groups to work with young people.

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

The meeting was reconvened.

561. Matters Arising from the Minutes of the Last Meeting
i) Item 534 ii) Charlton Athletic Community Scheme had been invited to the February meeting and iii) Mrs Bilham had been unable to attend the Dover District Youth Strategy Consultation workshop due to work commitments.

ii) Item 535 – Cllr Bartlett had passed on the request for metal grilles on The Street Toilets – and DDC Officer, Mr R Walton had replied that they would not be appropriate at this stage.

iii) Item 541 – Parish Archive – the invitation had been extended to attend the January meeting. The group will be able to make a presentation to the February meeting.

iv) Item 551 – the Clerk reported that English Heritage had said that the existing passes could be copied and on return from holiday, the relevant person would contact the Clerk to clarify the situation.

562. Police Issues
Mr Whitburn reported on the Questionnaire from Kent Police Authority on options for increases in police precept and identifying priorities. It was agreed to respond as follows:
- a 5% increase in the police precept which would provide no additional money but would not require any further savings beyond the current 3% target
- from the priority areas offered, the following were chosen: six new neighbourhood task teams to tackle anti-social behaviour; increase the number of police staff to support and help witnesses through the criminal justice system, increase the number of police staff to keep victims of crime informed of progress made on their case
- from the community issues offered, the following priorities for action were chosen: drunk and rowdy behaviour, traffic and parking issues, young people hanging around
- from the crime issues offered, the following were chosen: speeding motorists, vandalism or deliberate damage, anti-social behaviour.

The letter to Dover District Council from the Parochial Church Council on the need to improve the condition of and lighting around the church path area that fronts The Street was read out and passed to District Cllr Chandler.

563. Planning
a) Applications:
i) 461: DOV/07/01351. 1-2 Goodban Square, Ash. Erection of two storey rear extension, replacement windows and alterations to patio area. No objections.
ii) 462: DOV/07/01404. 95 The Street, Ash. Erection of a pair of semi-detached dwellings and construction of vehicular access. The objections were: query on the visibility line for the eastern boundary property due to the new bus shelter and the traffic safety issue of having the access drive adjacent to a bus stop.
iii) 463: DOV/07/01162. Clampits Farm, Westmarsh, Ash. Retrospective application for the conversion of existing building to one holiday let. No comment.

Appeal: None; Withdrawn: None

Granted by DDC:
i) 459: DOV/07/01337. 3 Nash Cottages, Nash. Erection of two storey side extension.
ii) 452: DOV/07/01263. The Cottage, Weddington, Ash. Erection of side garage extension and rear conservatory extension.
iii) 451: DOV/07/01106. Site Opposite 112-114 The Street, Ash. Erection of bus shelter. This application is on behalf of the Parish Council.
iv) 450: TC/07/00117/TC. 2 Guilton Cottages, Durlock Road, Ash. Works to one poplar tree.
v) 448: TC/07/00108/TC: Reduce crown by no more than 20% to one silver birch. Public car park, The Street, Ash. It was noted that this application was on behalf of the Parish Council.
vi) 449: DOV/07/01004: 1 Guilton cottages, Durlock Road, Guilton. Replacement front door.
vii) 446: DOV/07/01125 Little Knell Farm Cottage, Knell Lane, Ash. Erection of rear conservatory extension.

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

b) Wight Salads – the Dover District Council Senior Planner had noted that this application which was for a Certificate of Lawful Use, was withdrawn as insufficient information was provided by the applicants to show continuous use over a period of 10 years.
c) DDC Parking Plans for Dover, Deal and Sandwich were noted.
d) DDC Affordable Housing Supplementary Planning Document – available for information. Mr Whitburn reported that the report on the results of the local survey on affordable housing needs will be available for the February meeting.
e) A20 Resurfacing Public Exhibitions in Dover in January and the request from the Dover A20 Action Group asking for support were noted.

564. Recreation Ground
i) Report from Environmental Assistant was noted and the decisions on the replacements bins would be taken at the February meeting.
ii) The Dog Warden had visited the Recreation Ground following reports on dog fouling and would be returning for further inspections.

565. Parish Council Property & Environment
i) Report from Environmental Assistant was noted with the Clerk to follow up the missing school crossing sign, the DDC Toilet and Car Park signs and road / kerb repairs on The Street.
ii) The Bus Shelter was due to be installed Tuesday 15 January. Kent Highway Services had been informed.

566. Highway Report
The hedges at Warehorn Cottages were reported, ref: 19138 and the road repair at Castle Farm had been done.

567. Footpath Report
i) Problems with the following footpaths had been reported EE95, EE123, EE465.
ii) The Footpaths’ Committee meeting had recommended that the volunteers be contacted to update the monitoring scheme and that information be included in the next Parish Council newsletter. Mr Lambie had agreed to look at the replies and list the main paths that needed to be covered.
The following paths were to be reported: Goodban Square to Chilton Square – overgrown, EE465 – tractor tyre, EE94 – barbed wire, EE102A Cop Street, planted and not cleared, EE53 Cooper Street – fence down, EE89A between Nash Road and By-pass – pumping equipment blocking path.
It was agreed that for the next meeting the insurance position was to be checked for leading walks and to put on the agenda possible led walks on Sunday afternoons in the summer. The next meeting of the Footpaths’ Committee would be set at the February meeting.

568. Finance Report
i) The Finance Report was proposed by Mr Whitburn, seconded by Mr Cooper and agreed:
Administration £2,613.00
PCSO Costs £5,944.00
Maintenance £940.00
VAT £148.00
Total £9,645.00
Current Account as at 31 December 2007 £2,457.00
Capital reserve Account as at 16 December 2007 £48,043.00

ii) The 2008 – 2009 Final Budget was distributed.
iii) Mr Whitburn passed to the Clerk the cheque for the grant towards the Parish Action Plan.
iv) It was agreed to update the NatWest Bank Mandate by removing ex-councillors and adding the following to the signatories – Mrs Bilham, Mr Cooper and Mr Palmer. Mr Darvell and Mr Gregory wished to continue as signatories and the Clerk was to check the position. Mrs Bilham and Mr Cooper were given the forms to complete the formalities.

569. PPIF Health Survey
Mr Darvell had considered the health survey information but as the PPIF was due to be replaced by a new structure, Links, it was no longer necessary to respond. However a request for information on people’s positive or negative experience of the out of hours provision was required. A number of councillors had had very positive experiences of this service.

570. Twinning
Mrs Bilham asked the Council to consider twinning Ash with a like village on the continent. Many other villages and towns are twinned. District Cllr Chandler will check with Cartwright & Kelsey School on their arrangements and it was agreed to find out if there is community support for the idea at the Parish Action Plan events in March.

571. Correspondence
i) Volunteer Centre Free Workshops on Criminal Records Bureau – 5 Feb Dover; 27 Feb – Aylesham; 3 March – Sandwich; 6 March Deal. Tel: 01304 367 898.
ii) Groundwork is a charity which can help in developing projects with advice on landscape, architecture, building, design, conservation. Tel 01634 855 166
iii) The invitation to the Lord Lieutenant of Kent Civic Service was declined.
iv) The letter to Dover District Council from the St Nicolas Parochial Church Council on the closing of Ash Churchyard for burial in approximately five years was noted and that this was a district wide issue.
v) Request from Kent Air Ambulance Trust for a donation was to be added to the next agenda.
vi) The letter from the Parish Action Plan on whether the Parish Council would be having an information stand was noted. The Parish Council display stands would be available for use.

Circulated:
i) KAPC Parish News 7 Dec 07 Issue 329
ii) Southern Water Winter 2007 Update
iii) Policing Kent – Plans for 2007/10
iv) The Clerk Jan 2008
v) Clerks & Councils Direct Jan 2008
vi) Clerks & Councils Direct Yearbook and Guide 2008
vii) LCR Vol 59, No 5 Jan 08
viii) Spotlight (Town & Country Housing) Winter 2007
ix) The Bulleting – ERHA Newsletter Winter 2007

572. Website Report
i) Mr Whitburn had distributed the press release and completed the information and news page for the Parish Action Plan on the Parish Council web-site.
ii) It was agreed to place the updating of the Parish Council web-site design on a future agenda.

573. Parish Council Newsletter
Mr Whitburn reported that distributing the 250 copies of the quarterly Parish Council newsletter needed consideration. It goes to local businesses, and the school. It was agreed to provide some perspex display holders for local distribution points to see if this would be helpful.

574. Any Other Business
i) The Clerk reported on a local housing matter.
ii) The Clerk had taken 4 days holiday on Dec 24, 27, 28 and 31.
iii) Mr Gregory reported that the rememberance plaque on a seat at Pound Corner for Mr Percy Clayson needed to be replaced and it was agreed that the Clerk should get more information.
iv) Mr Darvell asked that Dover District Council follow up on 26 New Street as six months had passed from receipt of their letter on the subject.
v) Mr Palmer asked for the PCSO’s report to be placed as early as possible on the agenda.

There being no further business, the meeting closed at 10pm.