237 Present: Mr Whitburn (Chairman), Miss Bennetts, Mr Foat, Mr Gregory,
Mr Potts, Mr Darvell, Mrs Chandler and Prof Swingland (for the first part of the meeting)
District Cllr Mrs Willshaw and three members of the public were also in attendance for part of the meeting.

238 Apologies for absence Mrs Ovenden, Mr Pratt, Mr King,

239 Nominate a Publicity Officer Mr Darvell agreed to write a report for the Parish Magazine.

240 Minutes of the meeting held on 1 November 2004
The minutes of the meeting were agreed and signed as a true record.

241 Declarations of interest
Cllrs were invited to declare items on the agenda in which they have a prejudicial personal interest. Mr Foat declared an interest in item (Considered by the Parish Council) vii) and Mrs Chandler in item vi) and both left the room whilst the relevant application was discussed.

Lobby Groups, dual-hatted members and the Code of Conduct – a copy of the latest guidance notes from the Standards Board was passed to all cllrs.

242 Matters arising from the minutes of the last meeting
Mr Darvell volunteered to take Mr Chris Burnside’s place as Parish Council nominated Trustee to Ash United Charities and this was agreed.

The meeting was adjourned for a short while to allow Dr Mike Humphrey to address the Council in his capacity as Pond Warden. He was invited to attend the Annual Parish Meeting to give information to parishioners.

243 Planning Report
Considered by the Parish Council:
i) Brickfield Cottage, Richborough – erection of a single storey side extension (existing conservatory to be demolished) (DOV/04/01336) – there were no objections to the proposals.
ii) Diamond Cottage, 80 The Street – replacement of existing windows with sash windows, erection of front dormer and internal alterations (LISTED DOV/04/01281) – there were no objections to the proposals.
iii) 6 Lion Walk, The Street – erection of single storey detached garage (DOV/04/01332) – there were no objections to the proposals.
iv) Oast View, Moat Lane – erection of double garage/hobby room (DOV/04/01187)
The Parish Council objects to the proposals on the following grounds:
• There is already a large garage on this property, which was refused a certificate of lawful use as a single family dwelling (DOV/03/01292).
• The need for an additional dwelling is therefore queried.
• This property is in a very narrow lane and the possibility of an increase in traffic should be discouraged.
v) Former Brown and Mason Yard, Ramsgate Road, Sandwich – details pursuant to condition (6) – details of final levels of the finished site and condition (16) – proposed dust attenuation measures of planning permission DO/03/477 – there were no objections to the proposals.
vi) The Cottage, Cop Street – erection of a replacement detached dwelling and construction of vehicular access (DOV/04/01421) – there were no objections to the proposals, but note is to be made about the possible need for change of use from agricultural for the roadway/turning circle
vii) West View Farm, Cop Street Road, Upper Goldstone – change of use of land and buildings to a mixed light industrial (B1) and storage and distribution (B8) use, erection of light industrial unit (demolition of 3 no. existing buildings and refurbishment of existing Atcost building), formation of car parking and turning area and new access into site, change of use of land to domestic garden and erection of a double garage (DOV/04/01350) - Although the proposed buildings are considered of no less merit than the existing, and the council does not object in principle to those, it is considered that the scheme could create excessive traffic movements along this old country lane. In addition, the removal of trees is not considered to be desirable and should the proposals be granted permission, the council would wish there to be a condition stating that new trees are planted elsewhere on the site to replace them like for like.

Granted by DDC:
i) Pearl Cottage , 78 The Street – replacement of front door (DOV/04/01219)
ii) 53 Chequer Lane – erection of first floor extension to rear (DOV/04/01090)
iii) East Street Farm, East Street – change of use to provide 2 holiday let units (DOV/04/01165)
iv) Little Hoaden Farm, Hoaden – erection of a single storey side/rear extension (DOV/04/1194)
v) 120 New Street – erection of two dormer windows to front roof plane and rear roof extension and balcony (DOV/04/01175)
vi) Molland House, Molland Lane – erection of detached garage/log store (repositioning of previously approved building under ref DOV/03/15490 (DOV/04/01199)

Refused by DDC:
i) Great Knell farm Buildings, Molland Lane – conversion and refurbishment of existing buildings to provide workshop units, holiday accommodation and single dwelling (DOV/04/01001)
ii) Land rear of 85-99 Sandwich Road – variation of condition no. 5 to application DOV/00/0356 (permitted on appeal) to remove phasing restriction on unit nos. 35-63.

Notice of Appeal:
Toyland Paramour Street – erection of detached double garage with store over (DOV/04/00857)

Notice of Public Consultation Meeting:
Proposal to establish a new Nursery Unit at Cartwright and Kelsey CE Primary School – public meeting arranged for 9th December 7pm at the School. Mrs Chandler gave a report on the current situation.

Dover District Local Development Framework:
Request for details of Plans and Strategies that need to be taken into account during production of the LDF. Mr Whitburn agreed to draft a response.

Draft Statement of Community Involvement (SCI) – draft for consultation – form to be returned by 6th January. It was agreed that an extension to the response date should be requested, to give time for the document to be seen by all cllrs.

Focus Group for Planning – Miss Bennetts has been nominated.

244 Recreation Ground Report
Report from Recreation Ground Committee Meeting:

Pavilion
i) The registration of the lease is now completed.
ii) It was noted that the Finance Committee of the Council had approved the loan of £8,000 to the Pavilion Management Committee, repayable over two years with payments at six monthly intervals starting in June 2005.
iii) A progress report on the works was given.
iv) Mr Dunn thanked the Parish Council, on behalf of the Pavilion Management
Committee for the financial and other support.
v) It was reported that additional works to remodel the bar are to be organized by the Cricket Club, who hope to secure grant funding.

Play Equipment
i) It was reported that the area in front of the kick-wall is getting muddy. It was noted that the grant for the lighting must be claimed by 31 March 2005 at the latest, but as the trench has already been dug this should not be a problem.
ii) Disability Discrimination Act – a check-list supplied by Wicksteeds has been completed and it was thought that some adaptations may be possible to improve access, but that there would also be disadvantages. It was agreed to carry out research and review the situation at the Annual Inspection in June 2005.
iii) Work is in hand to re-anchor the aerial slide platform.
iv) Park Leisure are replacing the bolts on the teen shelter with shorter ones.

Courts and Pitches
i) Moles continue to be a problem, with them returning during the Environment Assistant’s time off. He has suggested using traps but it was agreed that, now he is back to work, the Renardine should be continued at present and the situation reviewed next meeting.
ii) Mr Humphreys presented proposals from the Cricket Club for a practice wall to be erected. A discussion about the most suitable place for it to be located took place and it was agreed that the wall would be best at the other end of the proposed new surfacing and painted white, as this would then act as a sight screen for Cricket, but that the Tennis Club should ask the opinion of other users of the field before going ahead.
iii) An extra mow is to take place mid December

Toilet Block - The toilets are now closed for the winter.

Trees - It was reported that the tree recently removed had suffered because the roots were damaged.

Environmental Assistant’s Report
i) Fireworks and drug paraphernalia have been found in the recreation ground during the past few weeks.
ii) Further black sacks of rubbish have been left outside the pavilion by one of the clubs.
iii) The door to the container was left open on one occasion overnight.
iv) The temporary posts were removed by persons unknown allowing vehicle access onto the field.
v) Safety Inspection – Wicksteeds have written to say that the Annual Inspection is due but, in view of the DDC one that was carried out in March, does it was agreed to defer it to March 05

Byelaws notice
It has been confirmed that it is not compulsory for the actual Byelaws to be on display, but it is good practice that at least reference to them and details of where a copy can be obtained is. A quote has been obtained for them to be printed onto an aluminium board, which could then be fixed to the pavilion. It was agreed that the committee should recommend to the Council that a board for fixing to the Pavilion is be obtained and the existing notice board removed.

It was agreed on a proposal by Miss Bennetts, seconded by Mr Potts, that a board, which will be fitted by the Environment Assistant, should be obtained from Ray Signs at a cost of £217.

To consider increasing allotment rents for January 2006 – it was agreed on a proposal by Mr Foat, that the rent should be increased to £8, with the water remaining at £3 p.a. from January 2006.

The meeting was adjourned for a short while to allow District Cllr Mrs Willshaw to address the Council.

245 Parish Council Property and Environment
i) Village sign at The Street – the repainted sign was presented to the Council by Miss Bennetts, who was congratulated on her good work. It was agreed that a plastic cap, as suggested by the Environment Assistant, would be a good idea, to keep the rain off the newly painted sign.

ii) Report from Lighting Walkabout – no lights were out in Ash at the time, but a light at Ware cross-roads (near Westmarsh VH) was reported as being out. It was proposed that the council should take on responsibility for cutting back the elders in the unadopted triangle part way along Chequer Lane and this was agreed.
It was reported that lights are now out at the layby in New Street and near the bypass at the Guilton end of the village. Requests for attention will be passed to DDC.

iii) DDC Toilet block – A further incident of a contractor locking up at 5pm was reported to DDC, who responded that disciplinary action would be taken.

iv) DDC have confirmed that they are aware of the broken litter bin and will replace it as soon as possible. A request for it to be emptied more regularly has also been passed on.

iv) A parishioner telephoned to complain about litter along Molland Lane. This was passed on to DDC who said they would come and clear it. The parishioner asked if the Environment Assistant could keep an eye on the area, but it was explained that his main priority has to be the village centre and that it is DDC’s responsibility to sweep other areas.

v) The Environment Assistant’s Report was read out, which included details of vandalism and anti-social behaviour incidents.

246 Highway Report
i) Layby at New Street – Wards have acknowledged the request for help with digging out and resurfacing and say that they will respond to the request as soon as possible.

ii) DDC Parking Services say they are not adverse to the proposal for extending the pavement running along Queen’s Road in front of St Nicholas House, depending on cost. They will investigate the feasibility of doing it in the new financial year.

iii) An emailed complaint about three bollards being out on the bypass was passed to DDC on 26 Nov.

iv) It was agreed to raise the issue of reducing the speed limit at the bypass end of Sandwich Road again with Highways.

247 Police Report and anti-social behaviour strategy Report
i) A letter from the Police, explaining the scheme for supply rural officers with mountain bikes was read out. It was agreed on a motion proposed by Mr Darvell, seconded by Mr Gregory that a donation of £200 be pledged to the scheme.

ii) It was noted that earlier problems with youths congregating near the phone box by the village hall seems to have resolved itself.

iii) The first ‘Surgery’ for P.C. Wright was scheduled for 18th November, but he had to cancel at the last minute due to sickness. The clerk is to contact him to establish when he wishes to re-start.

iv) Rural Wardens/Community Police Support Officers – the most recent data to enable the application has now been obtained and the application can be sent off with some supporting evidence.

v) A copy of the notes from last month’s discussions with the Police and others has been circulated to all cllrs.

248 KAPC Report
A Report of the AGM –held on 13th November was given.
Minutes from the October Dover Area meeting and the Parish News were circulated to all cllrs.

249 Footpaths Report – nothing to report.

250 Website Report - details of a KCC service were passed to the Clerk. It was agreed that a link to enable purchase of the Ash book be added onto the site.

251 Finance Report and Payments to be approved
Cllrs were provided with a report from the Finance Committee and a copy of the draft budget prior to the meeting. The draft budget for 2005-2006 was ratified on a motion proposed by Mr Foat, seconded by Mr Potts. The draft Financial Regulations were adopted on a motion proposed byM Foat, seconded by Mr Darvell.

The following payments were approved on a motion propped by Mrs Chandler, seconded by Mr Gregory:

Ash Village Hall – Annual grant 3,000.00
Westmarsh Village Hall – Annual Grant 500.00
Landscapes maintenance Oct and Nov 547.00
Employment Expenses 1,070.57
Administration 190.48
Southern Water 98.88
Maintenance 140.13
VAT 120.25

Receipts:
Pavilion Management Committee 3,509.72

Balances :
Current account 9.286.10 Capital Reserve account 40,386.76

252 Development Plan and STARR Initiative - Mr Whitburn reported on the draft document and progress to date.

253 Correspondence
i) DDC – Training in aspects of the Code of Conduct on Tuesday 14 Dec 6 for 6.30.
ii) A request for the name of William J Godfrey, who was killed in France in 1916 at the age of 19 whilst serving as a subaltern in the Black Watch Regiment, to be added to the Ash War Memorial –Mr Darvell agreed to carry out research into why the name was left off.
iii) White Cliffs Countryside Project – information about the Miners’ Way Trail with an offer to come and talk to the parish about it. Further information to be obtained.
iv) Boundary Commission for England – News release 24.11.04 – added to circulation envelope.
v) A letter from Mrs Hands, relating to youth matters, was read out.
vi) A letter queried whether the Environment Assistant should be required to sweep the footpath to Chequer Lane/Molland Lea. It was agreed that this is not his responsibility, but that of DDC.
Circulated:
i) Local Council Review – copy for all cllrs
ii) Standards Committee Minutes etc.
iii) Standards Board - Local Investigations, Guidance for Monitoring Officers and Standards Committees
iv) Lieutenancy of Kent info leaflets
v) Kent Police – Relay Newsletter
vi) Rural News no 61 and Annual Report
vii) Environment Agency – Flooding: A Guide for Older People

254 To Consider whether the Parish Council should produce a Newsletter
Following discussion, it was agreed that a Newsletter should be produced for distribution via local shops and the Post Office, probably four times per year, which is the minimum requirement for Quality Parish Councils. Mr Whitburn agreed to draft a document for consideration at the next meeting.

255 Press Release - None.

256 Any other business
i) Mr Foat asked for thanks from the Village Hall committee for the Annual Grant to be recorded. Mr Foat also gave apologies for the January meeting in advance.
iii) It was reported that the field at Mill Field in being cleared, following complaints of vermin.