Minutes of the Meeting of the Ash Parish Council held in Ash Village Hall
on Monday 1st October, 2007 at 7.30pm.

470. Present: Mr Foat (Chairman), Mrs Bilham, Mr Cooper, Mr Gregory, Mr Lambie, Mr Palmer, Mr Pratt, Prof Swingland, Mr Whitburn, PCSO Mrs White, District Cllr Bartlett, and six representatives from Mansfields ( Mr Hall, Mr Mansfield, Mr Rook, Mr Bilky, Ms Cat and Mr Vince).

471. Apologies for absence - Dis Cllr Chandler, Mr Darvell

472. Nominate a Publicity Officer - Mr Pratt

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

474. Minutes of the 3 Sept 2007 Meeting
There were two spelling corrections to the minutes – Mr Harrison-Mee and Mrs Margot Bilham, and the corrected minutes were proposed by Mr Gregory, seconded Mr Cooper, agreed and signed as a true record.

475. Matters Arising from the minutes of the last meeting not listed on the agenda - none

476. Public Question Time - none

477. Co-option of Councillor
Following the publication of the notice of a vacancy, no election had been called by parishioners. It was proposed by Mr Whitburn, seconded by Prof Swingland that Mr Kenneth King be co-opted to the Parish Council. This was agreed.

The meeting was adjourned

478. Police Report and PCSO Report
PCSO White gave her report and that the Mobile Police Unit was booked for Ash on Thursday 25 October at 10-12 noon at The Street Car Park. She would be taking local young people go-carting on the 26 October. There were ‘Please do not trick or treat’ leaflets available and PCSO White had been visiting the local schools. Once the mobile phone contact details were available there a press release would be issued.

A councillor passed details of a vehicle speeding thorough Ash and PCSO White explained that random checks were planned. If parking on yellow lines and access for emergency vehicles to Pudding Lane continued to be a problem then extra visits by the DDC Parking Wardens would be requested.

479. District Councillor’s Report
Cllr Bartlett reported that the Open Golf Tournament will be held in Sandwich in 2011; that residents can log in and register on the Dover District Council web-site to receive information by e-mail; that DEFRA had given local councils funds to promote recycling; that there were eight companies tendering for the waste contract for next year including SITA. Cllr Bartlett would ask for regular information from the Dover Community Safety Unit and suggested that this may be used to look at the effectiveness of different initiatives, such as the PCSO’s. There is a web based site for Kent Police statistics and he would also look at accessing this information. A councillor asked about the maintenance of road roundabouts and it was suggested that this should be referred to Kent Highway Services.

The meeting was reconvened.
480. Planning
Applications considered by the Council:
i) DOV/07/00931 Retrospective application for the erection of polytunnels over 26.7 hectares. Land at Guilton Farm, off A257, Sandilane Road and Nash Road, Ash.
Following on from the public meeting held prior to the Parish Council meeting where information from the applicant’s representatives and the views of those parishioners that were present had been discussed, the councillors noted problems of flooding, site lines, and the conflict between re-instating hedgerows and possible accidents. Other aspects such as benefits to the community and environment and that wind breaks may have been used for a variety of agricultural production were noted. The discussion raised whether Kent Highway Services could restrict the size of vehicles using the lanes for all companies and that when Nash Road is used as a diversion for the A257 safety problems could arise. Two letters opposing the application were read out to the meeting covering flooding, site lines, nitrate levels, over development and noise. The degree of increased flooding and the views of the Kent Highway Services, in the letter from Mr Harrison-Mee regarding flooding at Durlock Rd and Nash were noted. The turning into the junction at Nash Road should be monitored for safety.

Mr Whitburn proposed, Mr Pratt seconded the proposal that the council did not object if the following additional conditions were included in the conditions attached to the application:
- the proposals for drainage work should be completed before the start of the spring planting
- the maintenance of the drainage in particular the removal of silt at Nash Rd and Durlock Rd should be included as a condition of the application
- that the road areas from all access points to the sites should be kept clear from debris, mud etc
- that the hardstanding areas are as shown on the application
- that following the re-introduction of native hedgerows which is supported on grounds of bio-diversity, an assessment is made by KCC Highways on road safety arising from the resultant change to the site lines along the lanes in conjunction with existing road use and the potential increase in vehicle movements.

A vote taken and the proposal was passed, 5 votes for, none against, with 3 abstentions.

ii) DOV/07/01057 Erection of an attached garage and provision of 2 no bay windows with French doors. 99 Sandwich Road, Ash. There were no objections.
iii) DOV/07/00969 Internal alterations to remove staircase, masonry and conversion of stock area to staff room. Alliance Pharmacy, 22 The Street, Ash. There were no objections.
iv) DOV/07/01051 Erection of single storey rear extension. Christmas Cottage, 1 Queens Road, Ash. There were no objections.
v) DOV/07/01035 Conversion of store to bathroom and insertion of windows. Hills Downe, Saunders Lane, Ash. There were no objections.

Withdrawn: None
Granted by DDC:
i) DOV/07/00698 1 Oast Cottages, Cop Street, Ash.
ii) DOV07/00783 Southlands Farm, Knell Lane, Ash.
iii) DOV/07/00895 The Grange Weddington, Ash

Refused by DDC:
DOV/07/00552 The Hedges, East Street, Ash

Granted by KCC: None Refused by KCC: None

a) Notice of Intended Sale of Land at Sandwich Road, and Land at A257 Ash By-Pass by Kent County Council. Kent Highway Services confirmed that this includes the drainage lagoon for that part of the by-pass.
It was agreed to write to Kent County Council expressing the Council’s dis-agreement with the sale of this land as there are protected wild orchids on one of the sites, that the drainage and site lines of the highway, and the rights of way adjacent to one of the sites could be compromised by the sale. In addition, local authorities have a duty to conserve bio-diversity in their areas and that this should also be taken into consideration.

b) 12 Chequer Lane – the DDC Enforcement Officer had visited and was awaiting further information from the Highways Department.

481. Parish Plan
The meeting on Thursday 20 September on a Parish Plan had resulted in 6 parishioners volunteering to join the Steering Group. It was agreed to arrange the next meeting to elect a chairperson and plan what actions needed to be taken. Cllr Whitburn agreed to chair this meeting at the Ash Village Hall Library, 7.30pm, the date was to be confirmed by the Clerk.

482. Recreation Ground
i) The tree surgeon had agreed to carry out the specified works and will begin with the work on the black poplar first.
ii) Allotments: It was agreed that an allotment holder had permission to erect a fruit cage on their plot and it was appreciated that they had asked the Council before carrying out the work.
It was agreed that it would not be fair to those on the allotment waiting list to issue two tenancy agreements on a new holding and that the second applicant would be encouraged to add their name to the waiting list.
It was disappointing that the offer of surplus produce for others to use had been mis-used and it had been scattered across the Recreation Ground. It would be more practical to offer the produce through one of the local groups to those who could make good use of it.
iii) Environment Assistant’s Report was noted with the on-going maintenance on equipment. The access for vehicles and the toilets would be closed from 28 October.
iv) Sports Clubs: It was explained that the gaps in the fence had been left for the nets and a solution had not been agreed. The Memorandum of Understanding had not been signed by the Football, Rugby or Cricket Clubs and this was disappointing. The Clerk is to send reminders.

483. Parish Council Property & Environment
i) Bus Shelters – DDC Planning Department needed a scale drawing. Mr Cooper offered to assist.
ii) Updating the Parish Directory continued. Mrs Foat had updated the map for the cover.
iii) Report from Environmental Assistant covered the increase in anti-social behaviour including the damage to the signs for The Street Carpark and the telephone box in Queens Road. The school crossing sign on Chequer Lane had not been replaced and the one near Chiltern Fields was obscured.

484. Highways Report
i) Lights still not working at Havelock Place and the work on installing the new light at Pound Corner had started.
ii) The Clerk was to check with Kent Highway Services if they were responsible for maintenance of road roundabout.
iii) The road speed signs would be cleaned by Kent Highway Services and Mr Cooper undertook to compile a list of the ones in Ash Village.
iv) The 30mph sign from Woodnesborough into New Street was blocked by a hedge.
v) The hedge along the side of Recreation Ground in Queen Street needed to be cut
vi) There were pot holes along Warehorn to Corner Drove to be reported.
vii) The dog bin at Chequer Lane needed emptying.
viii) The access from Chiltern Fields through to Goodban Square was private and the residents should investigate whether or not they could restrict access if this was becoming an issue.

485. Footpaths Report
i) Follow ups: Mr Foat reported on the footpath at Weddington.
ii) The main points on the Kent’s Countryside Access Improvement Plan submission prepared by the Footpaths Committee were read out to the meeting and a request to meet with the Footpath Officer regarding local plans had been made.
iii) The next Footpaths’ Committee meeting will be held on Monday December 3, at 7pm and the volunteers will be invited to attend.

486. Finance Report including Monthly Accounts / Payments for Approval
The report was proposed by Prof Swingland, seconded by Mr Whitburn and agreed:
Employment Expenses £2,212.00
Maintenance £532.00
VAT £83.00
Total £2,827.00

Deposits – books 76.00
Current Account as at 16 October 2007 £2058.00
Capital Reserve Account as at 16 October 2007 £62,185.00

Bank Charges - There are likely to be charges on the current account, as money had not been transferred in the previous month. It was proposed by Prof Swingland, seconded by Mr Lambie that the Council would meet these charges if they were levied.

487. Traffic Calming - It was agreed to take this item at the next meeting after Planning.

488. Affordable Housing Needs Survey Update
The survey was awaiting confirmation from Dover District Council on the information that they would require for their assessments.

489. Applications for the Waiting List for Mill Field, New Street, Ash
There were two applications and the Council agreed there were local connections in both cases.

490. Representatives to:
i) Police Parish Forum Meeting Thursday 18 October, 7pm DDC Offices. The agenda to include: Parking Services, yellow lines, DDC Planning and a Speedwatch update. Mr Cooper to attend.
ii) Annual Liaison Meeting with Town and Parish Councils Thursday 15 November at 6pm at DDC Offices. It was agreed that Mr Foat, Mr Whitburn and Mr Lambie attend.

491. Sandwich Neighbourhood Forum – Grant Allocation Process
Mr Whitburn reported on the suggestion that all parish councils would assess the applications and that he would be attending the next meeting on 19 October to agree the final process.

492. Correspondence
i) KAPC minutes 26 July. Next meeting 25 October. Mr Foat to attend.
ii) Action with Communities in Rural Kent Annual Conf, 22 Oct. Mr Whitburn to attend.
iii) Request for Tree & Pond Warden Donation will be taken at the November budget meeting.

Circulated:
i) Parish News No 327 17 Sept 2007
ii) Ash Magazine Oct 2007
iii) Town & Parish Standard Sept 2007
iv) Local Gov Ombudsman Letter re DDC
v) The Clerk Sept 2007
vi) Clerks & Councils Direct Sept 2007
vii) Oast to Coast Autumn 2007
viii) LCR Sept 2007

493. Request to attend the SLCC Conference from the Clerk
It was proposed by Prof Swingland, seconded by Mr Palmer, and agreed that the £40 fee for attending the SLCC Conference and travel expenses would be paid by the Council.

494. Website Report – no updates

495. Parish Council Newsletter & Press Releases
It was agreed that the Clerk draft two press releases on the Parish Plan and the Polytunnel meeting respectively and pass to Mr Whitburn. Mr Whitburn would also prepare the November newsletter and include information on what duties the Council carries out.

496. Any Other Business
i) A Youth Club and the Phoenix Centre should be on the agenda of the next meeting.
ii) The Motorbike Club had been re-started and was meeting at the United Reform Church.
iii) The KAPC AGM will be held on Sat 10 Nov. It was agreed that Mr Foat and Mr Whitburn attend.

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