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

on Monday 2 July, 2007 at 7.30pm.

395. Present: Mr Foat, Mr Cooper, Mr Darvell, Mr Gregory, Mr Lambie, Mr Palmer, Mr Pratt, Prof Swingland, Mr Whitburn and Mr Barrett, District Councillor.

396. Apologies for absence - Mr Potts, Mr Priestly, PC Wright, County Cllr Ridings.

397. Nominate a Publicity Officer. The following councillor volunteered to provide the Onlooker report: Mr Palmer.

398. Declarations of Interest – Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest. Mr Cooper declared a personal interest in Item 406 ii).

399. Minutes of the 4 June 2007 Meeting.
The minutes were proposed by Mr Whitburn, seconded by Mr Gregory, agreed and signed as a true record.

400. Matters Arising from the minutes of the last meeting
Item 381: the letter requesting use of the Ash Village Hall facilities for the Police Community Support Officer had not been sent as the appointment of the PCSO had been put on hold. Mr Darvell asked for it to be sent as a possible future request as soon as possible.

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

It was agreed to take the District Councillor’s Report as the next item on the agenda and the meeting was adjourned.

402. District Councillor’s Report – Mr Bartlett
The presentation pack on the World Class Vision for Dover was available after a press launch in June. A modern tower structure would be built off the York Street roundabout and a landbridge over Townwall Street was planned to link the port and the town.

Concerns over recycling had been taken up with the Manager of the DDC Waste Services Department, Clair Pitts. Plans for the 2008 contract included plastics to be included in the black box collections.

Mr Bartlett had met Mr Francis, the DDC Enforcement Officer at the Planning Department who reported that there were sixteen ongoing cases.

Sports Grants to individuals representing the County were available. Ring 01304 872 449 for details.
It was noted that the flooding in Durlock Road would mean that the repairs carried out by Kent County Council would need to be re-done and Mr Bartlett would follow this up.

Mr Bartlett was asked if Dover District Council reported damage to the police. A weekly report was passed to the Dover Safety Unit and the police on damage to Council property. Clarification was needed from the Waste Services Department on the emptying of rubbish bins in the parish following from the report from the Environmental Assistant. The inexperience of the newer officers of the Planning Department was also noted.

The meeting was reconvened.

403. Police Report
PC Wright had sent a verbal report that April crime figures were down but that there had been a recent increase in anti-social behaviour in the Recreation Ground and at Pound Corner. The CCTV at the Ash Village Hall Car Park had helped with the decrease of incidents at that site. There had been an incident of cruelty to a cat which had been recorded and appropriate action will be taken. There had also been an incident of fire works at the tennis courts which the police had responded to. It was agreed that a weekly log of incidents would be sent to the Dover Safety Unit and copied to PC Wright and Mr Priestly.

A report from Mr Wilkinson, the Environmental Assistant, was tabled regarding an incident that took place on 10 June which the Parish Council had referred to PC Wright and Mr Priestly. The individual concerned had written a letter of apology to Mr Wilkinson.

The Parish Council agreed that a letter should be sent to all employees and officers of the Council providing them with the written authority to record as necessary incidents of criminal damage. Before distribution, the draft letter would be sent Superintendent Doe to ensure that it was in line with police advice.

It was agreed that Mr Wilkinson would be kept informed of any developments and that a request to the Dover Safety Unit be made for CCTV support. It was agreed to refer the question of a mobile camera for the Parish to the November budget meeting.

404. Police Community Support Contract
There had been a delay in recruitment and there was no start date for the PCSO. It was agreed to speak to Mr Potts about acting as the contact person for the Parish Council. If needed, Mr Lambie also offered to help.

405. Appointment of Trustees:
i) Mr Whitburn proposed, Prof Swingland seconded and it was agreed Mr Darvell as trustee for Ash United Charities Benevolent Fund, Resthaven and Frank Kingsland’s Trust.

ii) Mr Pratt proposed, Mr Gregory seconded and it was agreed Prof Swingland as trustee for the Cartwright & Kelsey Charity. The next meeting is on 29th October.

406. Planning
a) Applications – comments categorised as no comment (ambivalent), positively supports, objects:
i) 429a: Holly Tree Cottage, Durlock Road, Ash. DOV/07/00496. Erection of rear conservatory extension, alteration to front garage door to bay window and internal alterations. There were no objections.
ii) 430: 19 The Street, Ash. TC/07/00051/TC. Fell one eucalyptus tree. Mr Cooper declared a personal interest. There were no objections.
iii) 431: Wight Salads Ltd, Europa Nurseries, Hill Court Road, Ash. DOV/07/00697. Certificate of lawfulness for continued use of land for the siting of 13 caravans and accommodation for seasonal workers. It was agreed that further information was required before a recommendation could be made. How long would the certificate be in place, what would happen if it was not granted and what arrangements had been made for drainage and waste.
iv) 432: 81 The Street, Ash. DOV/06/00648. Paint side and back walls ‘sandstone’. There were no objections.

Withdrawn:
425: The Chequers PH, Chequer Lane, Ash. DOV/07/00303. Listed Building – Reduction of chimney stack.

Granted by DDC:
i) 373: Guston Court, Guston, Ash. DOV/06/00675. Change of use and conversion of barn to 3 bedroom holiday let.
ii) 419a: The Chequers, Chequer Lane, Ash. DOV/07/00302. Listed Building - Retrospective planning consent for the erection of a roof between corridor and store.
iii) 422: Bellami, Poulton Lane, Ash. DOV/07/00408. Erection of front and rear dormer roof extension. 423: 2 Chapel Cottages, Cooper St, Ash. DOV/07/00413. Erection of rear dormer roof extension.
iv) 427: 4 Shipyard Cottages, Ship Yard, Ash. TC/07/00042/TC. Works to three trees.
v) 428: Chequer Lodge, 2 Chequer Lane, Ash. TC/07/00045/TC. Works to one holly tree.

Refused by DDC:
400: Clampits Farm, Westmarsh, Ash. DOV/06/01439. Erection of two storey side extension.

Granted by KCC: None Refused by KCC: None

b) A257 / Junction Chequer Lane – the work now completed has not interfered with site lines.

407. Parish Plan
It was agreed to arrange the meeting on Thursday 20 September at 7.30pm in Ash Village Hall. Victoria Lawson had been invited and it was agreed to complete the invitation list at the August meeting. Information about the meeting would be on the noticeboards and web-site. Samples of different parish plans were distributed, including the example from Dudloe sent by Mrs Hume.

408. Recreation Ground
i) Memorandum of Understanding has been sent to all Sports Clubs and the Pavilion Committee. The Clerk should follow up those that had not been returned.
ii) Notice of the renewal of the lease on the tennis courts had been sent to the Tennis Club.
iii) The letter sent to the Tennis Club regarding keys cut for the toilet was noted.
iv) The letters sent to the Sports Clubs regarding parking on football pitch during cricket matches was noted.
v) The roundabout was due to be installed in August and quotes were still being sought for the tarmac at the pedestrian entrance to the Grounds. These would be taken at the November budget meeting.
vi) Report from the Environment Assistant was noted. It was agreed to ask the tree surgeon to look at the Ash Tree next to the Toilet Block. Painting of the equipment continued.
vii) It was proposed by Mr Darvell, seconded by Mr Whitburn and agreed to go ahead with the mole training course on site. The overall cost had been quoted at £592 plus VAT and there were a possible three other people interested in doing the course.
viii) It was agreed that No Smoking Signs would be put up at the container and the Toilet Block.
ix) The issue of dog waste in rubbish bins was a problem and it was agreed to raise it with the DDC Waste Services Department. An additional dog bin was agreed for New Street, down from Mill Field by the steps to the footpath.

409. Parish Council Property & Environment
i) Bus Shelters – the quote for groundworks from Saunders had been received. Four other companies had been approached but were either unable to quote for the work or were still to reply. It was agreed to accept the Saunders’ quote. A parishioner had raised the matter of moving the shelter to the other side of the proposed site. After a full discussion it was agreed to stay with the original plan as it was on the bus stop, it would be protected by the trees planted on the Jack Foat Trust land and it would not be visible to the adjacent resident as there was a tall hedge between the end of their garden and the shelter.
ii) A parishioner had complained about the site of the new dog bin in Chequer Lane. After a full discussion it was agreed that the Clerk should write explaining that it was the most practical site as it was on the approach to the footpath on which there had been considerable concern over dog fouling. It could not be placed on the triangle on the path, as bins needed to be close to a road for access for the contractor’s vehicle. The Parish Council would assess the situation again after a period of use.
iii) Suggestions from residents that the proposed dog bin be sited at Chilton Field rather than at Goodban Square would be investigated.
iv) Updating the Parish Directory – work continued and three quotes for 18 A5 pages pages with a cover would be sought. The map of the parish would be updated and used over the front and back cover.
v) Affordable Housing Needs Survey would be actioned with Richard Hall from Action with Communities in Rural Kent attending the August meeting. The draft letter and survey would be available for this meeting.
vi) Allotments – it was agreed to write to holders to remind them that no waste should be placed on other plots and nothing should be touched on plots without the express permission of the holder. All plots should be maintained and that the Recreation Grounds may be closed to vehicles due to weather or maintenance requirements at the discretion of the Parish Council.

410. Highways Report
i) White lines at Knell Lane had been painted on Tuesday 5 June.
ii) The white lines at the junction of New Street and Sandwich Road needed painting.
iii) There were a number of pot holes along The Street to be reported.
iv) New double yellow lines were suggested on Cherry Garden Lane leading to the junction with Sandwich Road.
v) The clerk should write to Wingham Parish Council and also raise with Kent Highways the dangers of the T Junction of Nash Road and Preston Hill Road.
vi) The drains into Pudding Lane were not being regularly cleared and were to be reported.

411. Footpaths Report
i) The Footpaths Committee had agreed that Mr Foat be the Chairman of the Committee and discussed the following:
- local shops would be asked if they would be prepared to display the Walk Cards on a sale or return basis
- action was needed to ensure that footpaths were kept accessible.
- Parish footpath maps needed to be distributed and the Clerk should have a full scale map copied
- all volunteers should be contacted and the gaps in paths being monitored should be noted
- the village footpaths would be walked on Monday 9 July leaving from the Ash Village Hall Car park at 7pm.
- the next meeting of the Footpaths Committee would be December 3.
The report was accepted by the meeting.
ii) Inspections and action had been taken by the Rights of Way Officer as noted on:
EE89C and EE185A to be inspected re electric fencing, EE186 and EE187 are now cleared.
EE95 overgrown vegetation reported and the contractor cleared this area. The fingerposts are still to be completed as clearing overgrown vegetation is a priority at this time of year.
EE53 fallen fence to be inspected.
EE90A and EE110 the adjacent landowners contacted about cutting back hedges.
EE107 and EE113 are both on the clearance contract, they should have been cut about 4/5 weeks ago and they are due to be cut again in mid July.

412. Guidance for Parish Council Employees on Recording of Incidents
Taken under Item 403.

413. Finance Report including Monthly Accounts / Payments for Approval
Mr Gregory proposed, Prof Swingland seconded and it was agreed that the Finance Report be accepted and the following payments approved:
Employment Expenses £1,580.00
PAYE & NI £665.80
Maintenance £288.00
Grants £4,000.00
VAT £36.77

Current Account as at 20 July 2007 £2,525.52
Capital Reserve Account as at 17 July 2007 £76,184.62

The Clerk would take further advice on the mileage allowance.

414. Correspondence
i) New Code of Conduct – distributed for information and will be taken at the August meeting.
ii) Post Office is moving to 31 The Street Ash. The current branch will cease at 13.00 on 4 September. It was agreed to write supporting the retention of the Post Office at the proposed site as the service was very important to the parishioners, the location was central and had parking nearby. All comments to be sent by 1st August.
iii) It was agreed not to make a donation to the Snowdon & Kent Coalfield Heritage Group.
iv) It was agreed not to make a donation to Vitalise that supports breaks for disabled people and carers in Kent.
v) It was agreed that Mr Darvell represent the Parish Council at the Patient & Public Involvement Forum in Kent which meets monthly.
vi) Accounts of the Resthaven Almshouses and the Benevolent Fund had been received.
vii) Action with Communities in Rural Kent meeting Mon 9 July , 6-8pm Elham Village Hall with presentation from three local communities on their plans for the future. Mr Whitburn would be attending.
viii) Letter from Stalco Engineering in Great Mongeham introducing their business noted.
ix) Grants are available for Voluntary Groups if within 10km of local quarry.
x) Road Closures Sat 8 July Tour de France noted.

Circulated:
i) Around Kent
ii) Go Cycle Kent 2007 leaflet
iii) Action with Communities in Rural Kent News No 83 June 07
iv) Oast to Coast Summer 2007
v) Parish News No 325 June 2007

415. Website Report
It was agreed that it was appropriate for the Parish Council web-site to have links for local businesses in the Parish. Any local businesses that wanted to have a link to their site should contact the Clerk.

416. Parish Council Newsletter & Press Releases
Mr Whitburn had written and laid out the draft newsletter which was circulated. Information on the new dog bins would be added.

417. Any Other Business
i) The Clerk was asked to send the letter to the Ash Society on proposals for the parish archive.
ii) It was noted that the dog warden had spoken to a parishioner about removing dog waste from public areas.
iii) The recent damage to the Parish Council toilets at the Recreation Ground and the DDC ones at The Street was discussed. While there was no statutory requirement to provide toilet facilities, and closure had been discussed in the past, it was felt that they should be maintained. The situation would be kept under review.

There being no further business the meeting closed.