Minutes of the Annual General Meeting of the Ash Parish Council held in

Ash Village Hall on Monday 14 May, 2007 at 7.30pm

337 Present: Mr Cooper, Mr Foat, Mr Lambie, Mr Gregory, Mr Pratt, Mr Whitburn, Mr Potts and Mr Palmer.

338 Apologies for absence: Mr Bartlett, Mrs Chandler, Mr Smee, Mr Ridings, Prof Swingland, PC Wright.

339 Election of Chairman
Mr Foat was proposed by Mr Whitburn, seconded by Mr Cooper. There were no other nominations and Mr Foat was elected as Chairman and signed his Declaration of Acceptance.

340 To Fill Any Vacancies Left Unfilled at the Election by Reason of Insufficient Nominations:
There were four vacancies. There have been three applications.
It was proposed by Mr Whitburn, seconded by Mr Cooper and agreed that the Council would fill the vacancies by co-option and accepted the applications from Robin Darvell, Richard Palmer and Neville Potts.
The Council agreed to advertise the remaining vacancy and all applications are to be sent to the Clerk by Monday 4 June.

341 Declarations of Acceptance of Office and Written Undertakings to Observe the Code of Conduct Were Completed.

342 Election of Vice-Chairman
Mr Potts was nominated by Mr Whitburn and seconded by Mr Cooper. There were no other nominations and Mr Potts was elected as Vice-Chairman.

343 Appointment of Standing Committees
Footpaths – Mr Foat, Mr Lambie, Mr Gregory, Mr Palmer, Prof Swingland
Recreation Ground - all councillors except Mr Lambie, plus Mr Paul Dunn
Finance – all councillors
Planning – all councillors

344 Appointment of Representatives on Independent Committees
Ash Village Hall - Mr Darvell
Westmarsh Village Hall – Mr Pratt
Ash Sports Pavilion – Mr Cooper

345 Appointment of Representatives to the Kent Association of Parish Councils
Mr Whitburn and Mr Potts

346 Representation on Other Bodies
It was agreed to put this item on the next agenda and to check the terms of office for the charity trustees.
Cartwright and Kelsey Charity Trustee – Mrs Ovenden had resigned
Cartwright and Kelsey School Governor – Prof Swingland
Ash United Charities – Mr Darvell and Mrs Johnson

347 Forthcoming Meeting dates
The following dates were agreed for council and committee meetings
Monday June 4 – including Recreation Ground
Monday July 2 – including Footpaths (subsequent dates to be decided by the Committee)
Monday August 6
Monday September 3
Monday October 1 – including Recreation Ground
Monday November 5
Monday November 12 – Finance Committee at 7.30pm
Monday December 3
2008 - Monday January 7
Monday February 4 – including Recreation Ground
Monday March 3 - (Easter is 23 March)
Monday April 7
Monday April 21 – Annual Parish Meeting
Monday May 12 – including Annual Parish Council Meeting

348 Supervision of Environmental Assistant
It was proposed by Mr Potts, seconded by Mr Whitburn and agreed that Mr Foat will continue to supervise the Environment Assistant.

349 Nominate a Publicity Officer
The following councillors volunteered to provide the Onlooker report: Mr Potts, Mr Pratt, Mr Darvell and Mr Palmer.

350 Declarations of Interest: Councillors were invited to declare items on the agenda in which they have a personal or prejudicial interest. No such interests were declared.

351 Minutes of the meeting held 2 April 2007
Mr Whitburn proposed an amendment to Item 331 altering ‘KAPC to Action with Communities in Rural Kent’. This was agreed. The amended minutes were proposed by Mr Potts, seconded, agreed and signed as a true record.

352 Matters Arising from the minutes of the last meeting
i) Mr Whitburn had met with Mr Lown re the Sandwich Town Action for Rural Revival on 27 April in the parish. Mr Lown will be able to help local groups to develop funding applications for projects and Mr Whitburn will continue to stay in contact.
ii) The repairs to the windows at Ash Village Hall are due to be carried out in late August.

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

354 Policing
PC Wright was on leave and had sent his apologies and a report. There had been no further incidents at the Ash Village Hall Car Park since the CCTV had been installed. There had been 6 visitors to the Mobile Unit on Tuesday May 8th and the next date would be Monday 18 June at 6pm. Parishioners were reminded to secure garden tools and sheds as this type of theft tended to increase during the Summer.

The meeting was adjourned so that the Community Warden could give his report updating the Parish Council on the CCTVs and the mobile youth bus. The Parish Council thanked Mr Priestly and agreed to contact Youth & Community Services. There had been some damage to the Pavilion which had been reported and the visits on the Sandwich School Buses continued. Following on from the Annual Parish Meeting, Mr Priestly and PC Wright had spoken to the Headmaster and parents at St Faith’s School about safe driving.

Mr Cooper raised a question about the safe storage of gas cylinders in a residential area. The Clerk would follow this up with PC Wright and the company in question, the Ringway Group.

The meeting was reconvened.
Mrs Ovenden and the Clerk were not able to attend the launch of the Dover District Neighbourhood Policing Team on Friday 27 April.

356 Police Community Support Officer
It was proposed by Mr Gregory, seconded by Mr Potts and agreed that the Parish Council would part fund a dedicated Police Community Support Office for the Parish.
It was agreed to arrange to meet Sgt Thompson to discuss the contract details as soon as possible.

357 District & County Councillors’ Report
The written report from County Councillor Ridings was tabled. It was noted that the District Councillors returned for the local ward were Mr Trevor Bartlett, Mrs Sue Chandler and Mr Steve Smee. They would be invited to give their first report to the June meeting.

358 Planning
Applications – comments are categorised as no comment (ambivalent), positively supports, or objects:
i) 362 – Former Brown and Mason Yard, Ramsgate Road, Sandwich, Kent (PAG/DO/03/477/R) Further revisions to the approved method statement in relation to the approved Ecological Management Plan. In Sept 2006, the Parish Council had no objections as long as English Nature confirmed their acceptance of the proposals. The current revisions are a consequence of comments made on the September application. There were no objections.
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. There were no objections
iii) 421 and 421a: Guilton Rectory, Guilton, Ash. DOV/07/00381 and DOV/07/00382. Listed Building. Erection of a single story side extension to existing building. There were no objections.
iv) 422: Bellami, Poulton Lane, Ash. DOV/07/00408. Erection of front and rear dormer roof extension. There were no objections.
v) 423: 2 Chapel Cottages, Cooper St, Ash. DOV/07/00413. Erection of rear dormer roof extension. There were no objections.
vi) 424: Knell Cottage, Knell Lane, Ash. DOV/07/00508. Erection of first floor rear extension. There were no objections.
vii) 425: The Chequers PH, Chequer Lane, Ash. DOV/07/00303. Listed Building – Reduction of chimney stack. There were no objections.
viii) 426: Land at Sandwich Road (No 99), Ash. Erection of 3 detached dwellings, associated car parking and construction of vehicular access and erection of single story side extension to existing dwelling. In November 2006, the Parish Council objected to a similar proposal on grounds of too high a density, the layout and design of Plot 3 and that the development was outside the village confines. The Council agreed that the current application had not resolved the original objections and that they stand.
ix) 427: 4 Shipyard Cottages, Ship Yard, Ash. TC/07/00042/TC. Works to three trees. There were no objections.
x) 428: Chequer Lodge, 2 Chequer Lane, Ash. TC/07/00045/TC. Works to one holly tree. There were no objections.

Granted by DDC:
i) 420: Glyndale, Durlock Road, Ash. DOV/07.00310. Erection of rear conservatory extension.
ii) 418: Land r/o, 28 The Street, Ash. DOV/07/00218. Erection of garage block to incorporate 2 double garages.
iii) 419: The Chequers, Chequer Lane, Ash. DOV/07/00301. Retrospective planning consent for the erection of a roof between corridor and store.
iv) OHED Line at Moat Lane, Ash. DOV/07/00279. Low voltage reconductoring. For information only.

Refused by DDC:
i) 398: 2 Hoaden Row, Hoaden, Ash DOV/06001427. Erection of rear first floor extension and conservatory extension. Although there had been no objection from the Parish Council, it had been refused by reason of scale, form, height and proximity would create unacceptable level of overshadowing to No 3 and overbearing form of development.
ii) 417: Old Rectory Residential Home, 45 Sandwich Road, Ash. DOV/07/00088. Erection of a two storey rear extension to provide four independent living units. The Parish Council had objected and the DDC had refused for reasons of depth, height and proximity, it would result in an overbearing sense of enclosure.

Refused by KCC: None

b) Land near Guilton - There was a meeting attended by Mr P Mansfield, his Planning Consultant, the NFU and DDC Planning Officers. This confirmed that planning permission is required. DDC are still awaiting the application. Mansfield’s is required to apply for land covered by Canterbury City Council. Both Planning Departments are aware that this is a matter of great interest to both the local residents and other similar farming operations and that the decisions are being watched by other councils.

c) 26 New Street – referred to Housing Regeneration Officer, John Day.

d) Local Development Scheme (the timetable for the Local Development Framework) is available and to view a copy of the LDS please click on the following hyperlink www.dover.gov.uk/localplanreview/home.asp and click on "Local Development Scheme". Please note the Preferred Options Report (Core Strategy and Site Allocations Document) will now be published for public consultation in March 2008.

e) Kent Minerals Development Framework: Site Allocation Representations Consultation. Closing Date 7 June 2007. Local site Limestone Mine, Richborough is being proposed for deletion from site allocation. The proposals then go to Public Examination.

359 Parish Plan
The background was explained and it was agreed that a public meeting should be arranged with invitations sent to the AwCiRK Advisor and representatives of local groups to identify the skills needed to proceed with the development of a Parish Plan. Publicity could be put in the September Newsletter which would be distributed at the same time as the revised Local Directory. Available dates for the Ash Village Hall should be checked for the next meeting.

360 Annual Parish Meeting
The draft minutes were circulated for information and would go on the notice board and web-site.

361 Recreation Ground
i) Roundabout – safety surfacing. Two quotes had been received from Wicksteed and SSP. Proposed by Mr Potts, seconded by Mr Cooper it was agreed to accept the Wicksteed quote for the safety surfacing at £1,928 + VAT.
ii) Teen shelter seats quote – the Clerk is still seeking alternative quotes.
iii) Draft memorandum of understanding – to be sent to the Sports & Pavilion Committee for agreement at the next meeting of the Recreation Committee on Monday 4 June. The following issues will be looked at when the councillors meeting on 21 May to look at the Recreation Ground and Parish Council property:
- clarify suitable parking areas on the Recreation Ground
- site for the Bye-laws. A quote had been received from Ray Signs.
- sites for any new trees
- site for BBQ slabs if agreement is reached to go ahead
- what action to be taken on the corner area of the car park
iv) Annual Playground Inspection has been booked with Nick Adams. It was proposed by Mr Pratt, seconded Mr Gregory and agreed to pay the additional £25 fee for the Environmental Assistant to meet Mr Adams during the inspection.
v) Environmental Assistant’s Report noted that the rear legs on the Aerial slide needed repairing and that it was necessary to consider the safe storage of waste over the Summer. It was agreed that the Clerk contact Wingham Clerk to see how they deal with this matter. The report on the Safety Surfacing would be considered when the Recreation Ground inspection was done and then taken along with the Annual Playground Inspection Report in July unless there were items that were urgent.

362 Parish Council Property and Environment
i) Bus Shelters
- bus shelter on The Street – the work is still in progress and am seeking groundwork quote.
- bus shelter for Sandwich Road needs reconsideration
- following on from a request from Mr Eaton, KCC about looking at stops on the eastern end of New Street (towards Orchard View). It was agreed to look at suitable sites and to include this area in the November budget discussions for a possible further bus shelter.
- Bus Stop bays were marked out in the area. It was noted that residents were parking on bus stop areas.
ii) Dog Bins – the Clerk to needs to follow up the installation with DDC after changes in the charging structure and the letters should go to residents of Goodban Square this month.
iii) Youth Facilities – Mr Whitburn reported that he had visited the Phoenix Youth Club in Sandwich and had some discussions on the possibility of using some of their facilities for young people from Ash. Mr Whitburn would come back to the Parish Council with the details, as it was available.
iv) Request for No Ball Games Sign on The Street Car Park Toilets should be made to Dover District Council.
v) The 2003 Parish Directory was distributed to all councillors for them update the information for a re-print ready for September distribution. Updates would be taken at the June meeting.
vi) It was agreed to place the Affordable Housing Needs Survey on the agenda as a regular item. Action with Communities in Rural Kent is able to provide assistance with the survey so that the need can be assessed. Mr Whitburn would investigate a possible schedule. It was noted that although the new developments had included ‘affordable’ housing it had not been restricted to local people. One development was linked to essential service workers and the other to allocations by the DDC Housing Department. The information on take up was not available to the Parish Council.
vii) The verge by Goss Hall and the wild orchids need to be followed up with KCC for October, as the area was mown in March.
viii) Report from Environmental Assistant noted that the Sandwich Bus Shelter needs repair. This would be looked at when the inspection was carried out on 21 May. The planters had been put up and an additional site was required as the Miners’ Way Trail Sign had taken one of the sites used in the past.

363 Highways Report
i) White lines at Knell Lane have still not been painted. Ms Wadham, KCC Road Engineer had e-mailed on the 17 April that the matter was being addressed.
ii) Street cleaning of Woods Ley (Ref: 4505) – it was reported that a weekly manual sweep took place with a mechanical sweep as required. Mr Jacomelli, DDC Officer, agreed to inspect and said telephone (01304 872 396) him if the problem continues.
iii) Matters Arising from the Annual Parish Meeting:
• The request for the cutting back of elderberry tree and brambles between 30mph sign and bus shelter on Sandwich Road had now been cut
• Parking Issues in Ash – Cllr Bartlett sent the following reply from Mrs Hopper, DDC Parking Services Manager:
“I can confirm that to date this year, we have issued one PCN in Moat Lane, Ash and eight PCN's in The Street, Ash. We do not keep statistics on the number of times a street/ village is actually patrolled as this would involve a huge amount of data, which we would rarely use.
We are once again appointing new rural Parking Attendants, as every time a vacancy for a "normal" Attendant comes up, they rurals/night time Attendants switch to these posts. We have 2 excellent candidates just waiting to start, but in the meantime, I have asked Allen Finn, our Operations Manager, to step up patrols in these areas. I hope this helps- please do not hesitate to contact me if the problem continues.”
- Parking at Guilton – send request to the KCC Highways Department to request the owner to cut back the hedge.
• Speeding on New Street – a follow up to Mr Ball at KCC Transport on the status of gateways and a request to the police to carry out a speed check. The Speedwatch Scheme referred to at the APM had not been able to be implemented and the inter-active signs were not suitable for this site.
iv) Sandwich Neighbourhood Forum on Wed 23 May, 7pm at Wingham Village Hall will be on the Highways & Transport. Mr Whitburn and the Clerk to attend. The next meeting on Thursday 6 Sept will be in Ash Village Hall.

364 Footpaths Report
i) The need to have footpaths cut back was raised both by local parishioners and at the APM.
ii) EE90A (Molland Lane into Chequer Land path) to be referred to the Rights of Way Officer.
iii) The problem on the Chequer Lane path to be referred to the Environmental Health Officer
iv) The next meeting of the Footpaths Committee would be on July 2.

365 Consideration of a Parish Archive
This was raised at the Annual Parish Meeting by Mr Cave who provided the Council with a list of all the documents he was storing. It was agreed to take this at the June meeting.

366 Finance Report
i) Mr Whitburn proposed, Mr Gregory seconded and it was agreed that the status quo remains for Councillors’ Allowances.
ii) Payments for approval:
Mr Pratt proposed, Mr Palmer seconded, it was agreed that the Financial Report be accepted and the following payments approved:

Employment Expenses £1,556.00
Maintenance £727.00
VAT £98.00
Current Account as at 24 May 2007 £507.00
Capital Reserve Account as at 15 May 2007 £84,763.00

367 Report on the Year End Accounts
The VAT, Pensions Return and PAYE Returns (on-line) had been completed. The internal audit would be completed in time to bring the annual accounts to the June meeting. The accounts were distributed for information.

368 Correspondence
i) Waste Forum 21 May 1pm DDC Offices Whitfield, Minutes and Agenda
ii) DDC Tenants In Bloom Competition – can be placed on the Parish Notice board
iii) KAPC Councillors’ Information Day Sat 16 June @£64.62 per person at Harrietsham Village Hall or Wed 11 July at Lenham CC.
iv) Letter from DDC Monitoring Office explaining that DDC will not be providing informal advice to Town and Parish Councils on governance. The office will continue to carry out their responsibilities with regard to District Council member conduct.
v) New Code of Conduct 3 May 2007, with possible requirement to change Standing Orders will enable council members to speak on matters on which they have a prejudicial interest. The updates can be taken at the next meeting.

Circulated:
i) The Clerk May 2007
ii) LCR – NALC May 2007
iii) Clerks & Councils Direct May 2007
iv) Close to Home April 2007
v) The Relay – April 2007
vi) Parish News Issue 324 April 2007
vii) Oast to Coast Spring 2007
viii) Action with Communities in Rural Kent No 81 March - April 07
ix) South East Planning Aid

369 Website, Press Releases, Parish Council Newsletter
There were no updates or releases and the September issue of the newsletter had been taken under Item 359 Parish Plan.

370 Any Other Business
i) Request for information on visiting the underground bunkers at Woodnesborough should be referred to their Clerk.
ii) A parishioner reported on low flying 747’s from Manston, over Westmarsh on Saturday afternoons. Manston Airport had been contacted and explained that they were training flights for taking off and landing. The Clerk was to pass the information on to Thanet District Council Planning Department, as it was understood flight times and paths had been agreed when the licence was issued.
iii) It was noted that the sign at Lagaan’s was loose. It was confirmed that the restaurant was meeting all requirements when the matter was last looked at by District Councillors.
iv) It was noted that there had been additional caravans and facilities installed at Clampits Farm.
v) There had been a recurrence of the car repair problems at Westmarsh although the site had been visited by the Environmental Health Officer. The Clerk was to follow up.

There being no other business the meeting closed at 10.35pm.