21 Present: Mr Whitburn (Chairman), Mr Gregory, Mr Potts, Mr Darvell,
Mrs Chandler, Mr Pratt, Miss Bennetts, Mr Foat, Prof Swingland and Mrs Ovenden

District Cllr Paul Southgate and three members of the public attended for part of the meeting.

22 Apologies for absence Mr King and Kent County Cllr Mr L Ridings

23 Nominate a Publicity Officer Mr Potts agreed to write a report for the Parish Magazine.

24 Minutes of the meeting held on 10 January 2005
The minutes of the meeting were agreed and signed as a true record.

25 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 6 iii) (Considered) and left the room whilst it was discussed.

26 Matters arising from the minutes of the last meeting
None that were not covered by the agenda.

At this point the meeting was adjourned to allow the visitors to address the Council.

27 Planning Report
Considered by the Parish Council:
i) Springtime, 71 New Street – erection of front dormer window extension and rear dormer window extension and balcony (DOV/05/00038) – there were no objections to the proposals
ii) Barn at Saunders House, Saunders lane – conversion of barn for holiday accommodation (DOV/05/00053) – there were no objections to the proposals, it is positively welcomed.
iii) 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 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 (amended plans) (DOV/04/01350 - previous plans were considered in December by the PC and it was thought the proposals may create excessive traffic, but that, should they be approved, any felled trees should be replaced. It was agreed that the objections should stand and, in addition, the sight lines at the exit were considered to be inadequate.
iv) Land between Oak Lodge and Hope Cottages, Poulton Lane – erection of a detached dwelling with double garage (DOV/05/00057) – there were no objections to the proposals

v) Cooks Farmhouse, Westmarsh – replacement of concrete tiles on main roof with thatch, together with side roof extension and replacement of concrete tiles with Kent peg tiles (DOV/05/00063) – there were no objections to the proposals
vi) KCC - Former Brown and Mason Yard, Ramsgate Road, Sandwich – details of landscape proposals pursuant to condition (20) and proposed conservation scheme submitted under para 4.3 of the Section 106 Agreement relating to the Richborough site (PAG/MC/DO/03/477) – there were no objections to the proposals
vii) Spindle Farm, Westmarsh – erection of 3 dormer windows to West facing roof plane (DOV/05/00070) – there were no objections to the proposals

Granted by DDC:
i) 1 Langdon Avenue – erection of a rear conservatory extension (DOV/04/01498)
ii) 6 Lion Walk, The Street – erection of single storey detached garage (DOV/04/01332)
iii) Oast View, Moat Lane – erection of double garage/hobby room (DOV/04/01187)
iv) The Cottage, Cop Street– erection of a replacement detached dwelling, construction of a vehicular access and formation of parking/turning area (DOV/04/01421)

Refused by DDC:
i) Overland Cottage, Overland – erection of two storey extension (DOV/04/01457)

Withdrawn:
i) Pembroke House, Westmarsh – erection of single storey front, side and rear extension (DOV/04/01496)

Ward Homes - They have supplied a copy of their landscaping drawing indicating the works they are carrying out to the bank on the side of their development at New Street. It was noted that this is at odds with the proposals for the layby and also appears to be outside of their site. These two points are to be queried.

KCC – Community Involvement in the Kent Minerals and Waste Development Framework – consultation on draft document setting out the stages for developing a new Minerals and Waste Development Framework (MWDF). Mr Whitburn gave an explanation and agreed to respond on the council’s behalf.

DDC – Consultation on the Dover Local Development Framework Sustainability Appraisal Scoping Report - a report has been prepared which can be viewed at www.dover.gov.uk .

Moat Lane - it was been reported that building works are taking place near Holly House in Moat Lane and the council was not aware of a planning application for the site having been submitted. This is to be reported to the Enforcement Officer.

Wimpey site – it was noted that building work continues and the Clerk is to ascertain from DDC Planners at which point the first stage of the development will be complete.

28 Recreation Ground Report
Mr Foat gave a report from the Recreation Ground Committee Meeting:
i) Pavilion Extension – the PMC have refunded the amount paid on their behalf on the last invoice. It was noted that works have nearly finished and a Grand Opening is planned.
ii) Lighting – the lighting column has now been installed.
iii) Allotments – rents are currently being collected. A letter from the holder of no. 8 (half plot) asks if something can be done about the hedge of self-seeded bushes and small trees on the boundary with Burford’s Alley as nothing can be grown there due to overshadowing. It was agreed to ask the Environment Assistant to do what is necessary.
iv) Mr Foat asked for volunteers to meet with him in the Recreation Ground on 20th February at 10am to consider any tree works that may be necessary before the summer.
iv) Russell Timpson advised the council about a planned event on 18-19-20th March and asked for help and support. A marquee will need to be erected in front of the pavilion. It was agreed that a vehicle for the marquee erecting and taking down can only be allowed onto the ground if conditions on the day are suitable. No parking will be allowed on the ground for the event itself.
v) Discussion took place about the full-size football posts and if it is possible to either reinstate them or purchase new ones. The item is to be added to next month’s agenda.
vi) Report from Environment Assistant:
• The new Byelaws sign has been erected and the old notice board removed.
• Dogs have been digging holes in the field – a sign was approved and it was agreed that a sign about clearing up after your dog is needed at the Burford’s Alley entrance.
• Lost property found in the Recreation Ground is to be stored in the lock-up for a month before being disposed of.
• Youths on motorcycles were asked to leave the ground on one occasion.
• A tree guard is needed for the Oak tree near the aerial slide.
• Moles continue to be a problem, especially on the eastern boundary and in front of the toilet block.
• The bearings on the roundabout are rubbing – it was agreed just to monitor till the safety inspection by Wicksteeds scheduled for March.
• The safety sheets have been amended, as necessary, to remove the bike spring and include the see-saw and new pieces of equipment.

29 Parish Council Property and Environment
i) Ash War Memorial – a quote to add William Godrey’s name has been obtained and confirmation about how the rank and regiment need to be abbreviated are being obtained before placing the order for the work to be carried out.

ii) To consider installing a litter bin on the pathway adj to the lock-up garages near the surgery – it was agreed that one of the surplus bins will be used. The Environment Assistant is to attach it to the wall.

iii) Footpath lighting column at the end of Chilton Square – Mr Whitburn is awaiting responses from residents.

iv) Seat at the corner of New Street with Mill Field – it was agreed that instead of moving the seat, which would set a precedent, the Pampas Grass should be removed, to make the area more open.

v) Southern Water main sewer – a letter was sent to SW asking if improvements are scheduled – no reponse to date.

vi) Report from Environment Assistant:
• Following work carried out by BT in Cop Street, several bollards have not been replaced, with the result that vehicles have been running across newly dug ground forming a rut – to be reported to Highways.
• The footpath alongside the Village Hall is getting overgrown, behind the doctors’ surgery.
• The litter bin opposite the Church is missing – the Environment Assistant will replace it with one of the spares.

30 Highway Report
i) Layby at New Street – the Clerk reported that Wards still have to make a decision and that legal advice from KAPC is still awaited.
ii) Reported to DDC 31.1.05
a) Footpath from The Street – Chilton Sq – lighting trench sunken by 1” and presenting a trip hazard
b) Beckett close –metal street sign dumped.
DDC subsequently confirmed that they will effect repairs as soon as possible and collect the dumped sign.
iii) It was reported that the bypass verges have been cut, which has revealed a considerable amount of litter, and the cuttings have been left. The Clerk is to refer back to last year’s correspondence regarding the scheduling of the cuts and will ask for the litter to be cleared.
iv) Bollards are missing from the top of Chequer Lane and Cop Street Road. Hedges on the road to Westmarsh, by Highland Court, are very overgrown. All are to be reported to Highways.

31 Police Report and anti-social behaviour strategy Report
i) PC Wright was due to hold a surgery on 20th January, but it was not known if this went ahead. It was agreed that the surgeries do not seem to be very regular and it is not possible to advertise them sufficiently. It was thought that a better system would be for a Special Constable, who will not get called away at the last minute, to visit several villages on a regular basis
ii) Kent Police, in partnership with the Kent County NHW Association, is holding an Anti-Social Behaviour Seminar on Saturday 26th February 2005 in Maidstone.
iii) The Police Parish Forum meeting will take place on 14th April 7pm at Dover Police Station – Prof Swingland hopes to attend.
iv) A resident of Havelock Place reported problems with boys on motorbikes using Burfords Alley. The Clerk gave her P.C. Wright’s phone number and suggested she ring him.

32 KAPC Report
i) Miss Bennetts gave a report from the Dover Area Committee meeting held on
27 January.
ii) Parish News 306 circulated to all cllrs
iii) Forthcoming Training Days:
New Legislation – Harrietsham VH Weds 23rd Feb 10-4
Planning for the Future – Hawkinge VH Sat 19th March 10-4
iv) The Clerk explained that NALC and the SLCC have negotiated the terms of a new National Agreement on terms and conditions of employment for clerks and other officers of town, parish and community councils. She will supply each cllr with a copy of a report prior to the next meeting, where it will be an agenda item.
v) Miss Bennetts asked for a volunteer to take over from her as KAPC representative. Mr Potts volunteered and Prof Swingland also said he would attend meetings when possible.

33 Footpaths Report
i) Chequer Lane up to the School (EE90A) - the existing handrail on the right has now been extended, as requested
ii) The Footpaths Officer informed the council that the tree shedding leaves at Burford’s Alley was not causing an obstruction, therefore he was unable to request that the owners cut it back. He did however arranged for the leaves to be cleared, which has now been completed.
iii) The footpath adjacent to the Wimpey site has now re-opened and it was noted that it is much improved/
The Footpaths Officer is to be thanked for arranging all of the above.

34 Website Report
Mr Whitburn is to supply a PDF of the Newsletter for it to go online.

35 Finance Report and Payments to be approved
Following a request by the Innovations group, it was agreed that a grant due to them from DDC for new equipment can be administered via the council’s bank account, as they do not yet have an account.

The following payments were approved:
Employment expenses 1,064.58
Dog warden 28.92
Maintenance 22.70
Administration 16.16
Installation of light at Rec 1,596.00
VAT 288.33

Receipts:
Allotment rents 105.00
PMC 3,107.88

Balances :
Current account 6,659.46
Capital Reserve account 12,581.35

36 Development Plan and STARR Initiative
Starr – Action and Delivery Plans circulated to all cllrs prior to the meeting. Mr Whitburn explained that it was not a final document, just a first draft. Comments in response to the document from Mr King, were noted. The Plan is to be discussed more fully at the next meeting.

37 Correspondence
i) Email from a resident of Woods Ley – concerned about land at Woods Ley where works have been carried out to remove trees and shrubs. Also a new fence has been erected on the perimeter for the house facing the Rec in Queens Road. The Clerk had forwarded it to Mr Potts who looked into it further. Following discussion, it was agreed that the council could not get involved as this was a dispute between the Woods Ley land owners and the person responsible for erecting the fence. They are to be advised to contact that person.
ii) The Dover Local Board – meeting being held on 24th Feb 6pm at DDC offices (Scrutiny Committee) to raise awareness of KCC Local Boards.
iii) KCC Local Board Meeting – being held at Deal Town Hall Thursday 10th Feb 6pm (Public Meeting)
iv) St Nicholas Church – letter asking if the parish council can request a light near the ramp and about usual annul grant. It was noted that the previous grant for earth moving was substantially higher than had been agreed beforehand and that no further grant would be paid. It was agreed that a light cannot be requested for installation on private ground and cllrs queried the need for one in any case.
v) Kent Village of the Year – Mr Whitburn agreed to supply a copy of the entry form for the next meeting. It was thought that one or two categories may be worth entering.
vi) SEERA – consultation document on The South East Plan, a CD ROM (circulating) and leaflets.
vii) Action with Communities in Rural Kent Community Opinion Survey 2005

Circulated:
i) ODPM – Freedom of Information Act 2000 – Authorisation of the Qualified Person and amendments to Schedule 12A of the Local Gov Act 1972
ii) Early Years Development News
iii) Town and Parish Standard: 02 – more info on declaring interests
iv) DDC – Licencing Act 2003 – clarification about ‘relevant representations’
v) NALC – Guide to Good Employment Practice in Local Councils
vi) Action with Communities in Rural Kent newsletter 64 and encs

38 Parish Council Newsletter
The first issue is currently circulating. Copies have been deposited in the Post Office, Library and shops. Mr Pratt is to put some in Westmarsh Village Hall. The next edition will be early April.

39 Press Release
None

40 Any other business
i) The Clerk explained that the Certificate in Local Council Administration is to be monitored by a new body from April 2005 and that she has chosen to extend the time for completing the course to March 2006.
ii) It was reported that there are a large number of the Ash books still held in stock and agreed that they should be advertised in the next Newsletter.
iii) Mrs Ovenden reported that a neighbour of hers is interested to forming a Neighbourhood Watch for the New Street area and she was advised who to contact.
iv) Prof Swingland gave apologies in advance for next month’s meeting.