Minutes of the Meeting of the Ash Parish Council held in Ash Village Hall
Monday 3rd March 2008 at 7.30pm

600. Present
Mr Foat (Chairman), Mrs Bilham, Mr Cooper, Mr Gregory, Mr King, Mr Lambie, Mr Palmer, Mr Pratt, Mr Whitburn, ten parishioners and District Cllr Chandler.

601. Apologies for absence
Mr Darvell, Prof Swingland, PCSO White

602. Nominate a Publicity Officer
Mr Palmer

603. Declarations of Interest
Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest. Mr Foat declared a personal interest in item 606 and Mr Cooper a prejudicial interest for items 610 a) iii) and vii).

604. Minutes of the 4 February 2008 Meeting
Item 585 a) i) was amended to read ‘It was proposed by Mrs Bilham, seconded by Mr Lambie ...’ and the amended minutes were proposed by Mr Whitburn, seconded Mr Lambie, agreed and signed as an accurate record of the meeting.

605. Police Report & PCSO Report
PCSO White submitted a report on the Teen Fusion Trip where she had accompanied the young people on the bus for their safety, to and from the Teen Fusion disco in Deal for under 16’s. There were over 500 young people attending. Everyone had an excellent time and all went very well.
The update on policing initiatives was noted.
Further to a request from Sgt Steele to formalise the PACT process, it was agreed that the PCSO and Police Report would continue on a monthly basis and three PACT priorities would be agreed each month and be recorded in the minutes.

The meeting was adjourned.

606. Presentation on the Parish Archives
Mrs Foat introduced the Ash Heritage Committee. Information was circulated and the Committee was asking for support from the Parish Council and the local community for funding, contributions of ideas and material so that a local, accessible, archive centre could be established for the benefit of all residents. The support of the Parish Council on a long term basis could help ensure the sustainability of the project. Historical documents from farm accounts, local club minutes, photos, personal recollections to the daily work book of a young school boy at the turn of the last century were exhibited and five presentations were made on various aspects of the project.

The meeting was reconvened.

The Council agreed to give their support in principle and will have further discussions with the Committee to look at more detailed proposals for possible sites and on-going costs.

The meeting was adjourned

607. Public Question Time
Residents at Collarmakers Green spoke about the use of CCTV by another resident. After a full discussion, Cllr Chandler agreed to seek clarification from the police, Dover District Council and the Community Safety Unit. The residents could also approach their MP.

The meeting was reconvened.

The Parish Council agreed to support the residents to see if a resolution could be reached and would also contact the appropriate agencies.

The meeting was adjourned.

608. District Councillor Chandler’s Report
The success of the Teen Fusion trip was discussed and the event would be repeated on the last Friday of each month. Other Parish Councils would be approached to share the transport costs.

From April, local post offices will be to take payments (council tax, rents etc) for the District Council.

The meeting on the proposed alternative uses for the DDC Toilet Block at The Street Car Park took place with the portfolio holder, Roger Walton, District Cllr Chandler and the Parish Council Chairman, Mr Foat and Cllr Swingland. DDC is willing to discuss details if a community purpose can be found and the Parish Council requires more information on the costs it would need to cover. The Parish Council now needs to list what it would require, raising all the questions it needs to have answered on costs and timescales.

609. Matters Arising from the minutes of the last meeting not listed on the agenda
Item 595 – invites for Annual Meeting will be sent in the next fortnight.

610. Planning
a) New Applications – comments categorised as no comment (ambivalent), positively supports, objects:

i) 468: DOV/08/00113: 78 New Street, Ash. Conversion of garage to habitable room (including external alterations). No objections.
ii) 469: DOV/08/00096: 98 New Street, Ash. Erection of side dormer roof extension. No objections
iii) 470 & 470A DOV/08/00148 and 00149: Post Office, 79 The Street, Ash. Internal & external alterations to facilitate conversion to dwelling together with erection of single storey rear extensions (existing store and extension to be demolished). Change of use & conversion to dwelling together with external alterations & erection of single storey rear extensions. Mr Cooper declared a prejudicial interest and left the room. No objections and noted that the external fascia of the postbox had been retained in the plans.
iv) 471: DOV/08/00121: 5 Queens Road, Ash. Erection of single storey rear extension. No objections
v) 472: DOV/08/00106 36 Glebelands, Ash. Erection of single storey side extension. No objections.
vi) 473: DOV/08/184 47 New Street, Ash. Erection of detached dwelling and garage and construction of vehicle access (existing dwelling and out buildings to be demolished). Positively supports.
vii) 474: DOV/08/00160 63 New Street, Ash. Erection of two storey side and single storey rear extensions. Mr Cooper declared a prejudicial interest and left the room. No objections.
viii) 475: Site adjoining Durlock House, Durlock Road, Ash. Erection of storage building. For information. No objections – recommended screening hedging along Durlock Road and noted access is alongside EE118.
ix) 476: DOV/07/01508. Amendment – re-siting of boiler house plus changes to size of Glass house 2 and associated works. Europa Nursery, Weddington, Ash. (Wight Salads). The letter of objection to DDC, copied to the Parish Council, over increased noise arising from the increase in vehicle movements was noted. No objections.

Appeal: None
Withdrawn: None

Granted by DDC:
DOV/07/01106A: Site opp 112-114 The Street, Ash – Amendment to approved scheme DOV/07/01106 Bus Shelter

Refused by DDC: None

Granted by KCC: None Refused by KCC: None

b) Other Planning Issues
i) The amendment on the Bus Shelter on The Street had been passed. Installation arrangements had restarted. Concerns were raised about the sandbags and this would be checked.
ii) Removal of hedge and hawthorn tree at Goodban Square had been stopped and the area made safe awaiting a report from the DDC Conservation Department.
iii) Designated Travellers’ Site at Lawson Park, Moat Lane – a request had been made for clarification on when a designated travellers’ site had been agreed by DDC Planning Department.
iv) Static Homes on Land at A257 recently sold by KCC – request for information sent to County Councillors Ridings & Ferrin. Mr Ridings has been away and his secretary will follow up. There had been no response from Mr Ferrin. There also had been no response from DDC.
v) Volunteer House application for extended licence. The licencing process was explained and only individuals who are likely to be directly affected are able to make representations. It is the aim of the District Council to bring together all parties so that any concerns can be resolved and only refer applications to Committee once this process has been completed.
vi) The request by DDC to stop sending out planning decision notices and to use their web-site was declined by the Council.
vii) KCC Draft Permit Scheme – Mr Whitburn reported that the new system seemed practicable and is likely to improve the timing and amount of works carried out in any one period.
viii) Mr Lambie will attend the KALC Planning Training Day Sat 15 March at Lenham.
ix) Mr Whitburn to attend the Thanet Local Development Framework on Tues 18 March.
x) Mr Foat and Mr Whitburn will assess the Local Development Framework Consultation documents that will be available from the end of March for views by May for the next meeting.
xi) A Notice to Quit had been issued by KCC on the food van that was operating illegally on the Ash By-pass.

611. Youth Activities
The grant application for £300 for three sessions in March starting Wed 12 March 5-6.30pm. with Charlton Athletic Community Solutions had been successful. Volunteers are needed to help with the register; the posters and leaflets are available for distribution.

It was agreed to approach the Ash Educational Charities for support for the funding needed to bridge the April provision until an application could be submitted for further funding for youth provisions. It was necessary to submit an expression of interest by March 14. The Clerk would do this.

It was also agreed to approach the Ash Educational Charities for assistance with some of the costs for the transport provision for Teen Fusion.

It was proposed by Mr Pratt that the £85 contribution towards the bus provision to and from Deal for Teen Fusion on Feb 29, be paid to Dover District Council.

612. Decision on the Affordable Housing Needs Survey
Mr Whitburn reported on the options identified in the survey. While Sanctuary Housing is no longer on the DDC preferred providers list, it may still be possible to reach an agreement to continue to work with them as they already manage the Mill Field site. Mr Whitburn will discuss potential sites with Mr Richard Hall and come back to the Parish Council with more information.

613. The Street DDC Toilets
Report back on meeting between Graham Foat, Ian Swingland, Sue Chandler and DDC Officers (taken under Item 608).

614. Parish Council Property & Environment
i) Quotes on replacement bins at Pound Corner still to be obtained
ii) Mr Gregory to find out more information about the plaque for Mr Clayson.
iii) Environment Assistant’s Report covered reported graffiti, most of which had now been cleaned up; the removal of the damaged DDC litter bin in the Queen’s Road Carpark; the tidying of the flower beds at Pound Corner and whether or not the flower displays should be replanted this year.

615. Recreation Ground
i) Repairs to Aerial Slide will be carried when the replacement parts can be sourced.
ii) Dog Warden Patrols started 3 March and the Council agreed to review their effectiveness in three months time.
iii) It was agreed that a beech tree in memory of Mr Farbrace should be planted on the Recreation Ground. Arrangements would be made by Mr Chapman.
iv) The annual inspection of play ground equipment with Mr N Adams was agreed.
v) Environment Assistant’s Report covered the increase in mole activity; damage to the seats of swings and see-saw; the maintenance of the picnic tables is nearly completed and whether or not more litter bins should be installed. It was agreed to assess this at the annual inspection of the ground.
It was agreed that the cricket club grass clippings should be used as mulch around the trees, that the toilets and ground should be opened from March 4 and that action as needed should be taken to prevent the spread of the mole hills.
vi) The request from the Football Club for a key to the bollards was declined.

616. Footpaths Reports
i) Decisions on suggestions on arrangements with footpath volunteers would be made after the Parish Action Plan open days.
ii) Led walks – the insurers confirmed that there would be public liability cover, as long as children under 14 were accompanied by a responsible adult and a risk assessment of each route is carried out prior to the walks. Mr Foat will carry out the risk assessments as required.
iii) Mr Foat had met the Rights of Way Officer:
In particular:
EE102A. The farmer had agreed to re-instate this path
EE89A was inspected; EE72 was noted that the path had been marked incorrectly.
The footpath barriers at Knell Rd and Nash Rd needed to be replaced.
EE465 which runs parallel to Queens Road is to be cleared.

617. Highways Report
i) The hedges at Westmarsh had been cut and the white lines in most of the Ash village had been re-painted.
ii) The raised kerbs in the centre of Ash tripped some pedestrians. The raised kerb opposite the Volunteer was unusable as a bollard had been installed there.
iii) PC Wright was now able to check speeding infringements and stopped three residents for speeding in Ash.

618. Finance Report
i) The Finance Report was proposed by Mrs Bilham, seconded by Mr Palmer and agreed.

Salaries & Pensions 1,885.00
Administration 103.00
Insurance 2,651.00
Tree works 1,950.00
Maintenance 259.00
VAT 388.00
Total £7,236.00
Deposits:
- 2nd Installment of Grant for the Parish Action Plan 1,125.00
Current Account as at 20 March 2008 3,408.00
Capital reserve Account as at 20 March 2008 37,043.00

ii) New Mandate Forms were required before any councillors can be added to the signatory list.
iii) KCC Local Government Pension Fund actuarial valuation had been completed to determine employer contribution rates for next 3 years. It was proposed by Mr King and agreed to make pension contributions at the rate of 14.8%.
iv) Mrs P Hume has agreed to act as internal auditor

619. Parish Action Plan Update
Arrangements were in hand for the Information Days on 15 March and 29 March and the leaflet had been completed by Mr Whitburn.

620. Sandwich Neighbourhood Forum
The dates for meetings in 2008: - 22 May, 24 July, 9 Oct and 5 Feb 2009. Suggestions for subjects to be discussed are required and will be taken at the next meeting.

621. Correspondence
i) Sandwich Centre for the Retired run a bus into Ash daily. They have a six monthly meeting to report on work and seek comments and advice. Next meeting 20 March 7pm.
ii) AwCiRK - Discover Youth Forums Thurs 13 March, Hamstreet Village Hall 4-6pm or 6-8pm.
iii) DDC questionnaire about Annual Liaison Meetings and communications between DDC and Parish Councils.

Circulated:
i) Parish News KALC Issue no 330 28 Jan 2008
ii) Dover District Guide
iii) LCR Vol 59 No 6 March 2008
iv) Standards Ctte 12 March at 9.30am Papers
v) The Shingle Issue No 7 and Leaflet on Dungeness National Nature Reserve
vi) AwCiRK – Rural News No 86 Feb 08
vii) Stour View issue 39 Spring 2008
viii) Enjoy England Brochure
ix) Trustee Voices March 2008
x) The Clerk Vol 40 No 2 March 2008

622. Website Report
Suggestions for updating the site to be on the agenda of the next meeting.

623. Parish Council Newsletter & Press Releases
Mr Whitburn is drafting the newsletter with the information on the Annual Parish Meeting on 21 April. The agenda and finance report is required.

624. Any Other Business
i) Mr Whitburn reported that the Minster Operations Committee had been considering constructing a bridge over the Stour for pedestrians and cyclists.
ii) Mrs Bilham reported that some parishioners were seeking support for a charity run for Sports Relief with a sponsorship form at Alldays.
iii) A parishioner had raised the nuisance of low flights from Manston. While there is a web-site to report any problems with flights at Manston, the training operations were within the planning requirements.
iv) Planting more bulbs at entrances to the villages to go on the agenda of the next meeting.

There being no further business the meeting closed at 10.15pm.