217 Present: Mr Whitburn (Chairman), Miss Bennetts, Mr Foat, Mr Gregory,
Mr King, Mrs Ovenden, Mr Potts, Mr Pratt, Mr Darvell and
Mrs Chandler

Also present – From Kent Police: Supt P Brandon, Insp P Ludwig, PC W Wright
From the Anti-Social Behaviour Unit at DDC: Ms C Waterman and
Mr C Allen
Mr G Smith (Youth Officer) and Mrs J Hands
District Cllr Paul Southgate

218 Apologies for absence Mr Swingland. It was noted that Cllr Darvell gave apologies last month but that, due to circumstances, these were not passed on.

219 Nominate a Publicity Officer Mr King agreed to write a report for the Parish Magazine.

220 Minutes of the meeting held on 4 October 2004
The minutes of the meeting were agreed and signed as a true record.

221 Declarations of interest
Cllrs were invited to declare items on the agenda in which they have a prejudicial personal interest, but none were declared.

The meeting was adjourned to allow discussion with the Police and DDC visitors.
The meeting was further adjourned to allow Dist Cllr Southgate to address the Council.

222 Matters arising from the minutes of the last meeting
Private party at the village hall – A letter from the Chairman of the Village Hall, in response to the Council’s complaint, was read out.

223 Planning Report
Considered by the Parish Council:
i) Molland House, Molland Lane – erection of detached garage/log store (repositioning of previously approved building under ref DOV/03/1549. (DOV/04/01199) – there were no objections to the proposals
ii) Little Hoaden Farm, Hoaden – erection of single storey side/rear extension (DOV/04/01194) – there were no objections to the proposals
iii) 120 New Street – erection of two dormer windows to front roof plane and rear roof extension and balcony (DOV/04/01175) – there were no objections to the proposals
iv) Pearl Cottage, 78 The Street – replacement front door (DOV/04/01219 LISTED) – the proposed change was supported by the council

Granted by DDC:
i) First and Last Cottages, Sandwich Road – internal and external alterations associated with proposed conversion of 3 bedroom cottage to 2 no. 2 bedroom cottages (DOV/04/01075 LISTED)
ii) 109 New Street – replacement of existing flat roof with pitched roof (DOV/04/01084)
iii) Loughboro Cottage, Ware – erection of replacement garden/utility room and extension (DOV/04/01014)
iv) 56 The Street – change of use to single dwelling house and alterations to replace shop front with two windows and block up existing doorway (DOV/04/00616)

Certificate of Lawfulness granted:
i) 3 Langdon Avenue – rear extension (DOV/04/01076)

Refused by DDC:
None notified

Notice of Appeal:
99 Sandwich Road – outline application for demolition of existing bungalow and erection of 5 detached dwellings (DOV/04/00973)

Pre-Application Consultation - Harlequin Ltd – proposals for installation of a new mobile radio base station at land between Moat Lane north of Lovekey Cottage and south of New Street – the Council agreed to suspend a decision pending receipt of the actual planning application, in view of the fact that no information about the actual apparatus was given and that the location plan was out of date (prior to the houses at Mill Field).

224 Recreation Ground Report

i) Pavilion Extension:
The lease is still awaited from Land Registry. It was noted that the legal costs would be the responsibility of the Pavilion Management Committee.
A request for a loan of £8,000 from the Pavilion Management Committee is to be considered at the Finance Committee meeting.

ii) Teen Shelter - Park Leisure were asked to confirm that the fixing bolts conform to current legislation and subsequently agreed to change the bolts. It was not known if this has been done yet. The part of the SRB grant for the concrete base has been claimed and banked.

iii) Play equipment - Wicksteed’s have sent a Guide to the Disability Discrimination Act, which has a Check List at the back to help providers assess their facilities for compliance. This is to be passed to the Environment Assistant for completion before the next meeting.

iv) Lighting – the Clerk reported that the date given for spending and reclaiming the remainder of the SRB grant is 31 Mar 05 at the latest. It was noted that the lighting installation must be progressed as soon as possible to avoid losing it.

v) Maintenance Contract – Saunders House Landscapes have been asked to provide an up to date quotation for the new financial year in time for the Finance Committee Meeting, as their current contract expires at the end of March. A letter from the Rugby Club requests that the grass is not cut and this has been passed on to SHL.

vi) Moles – it was reported that the sonic repellers were ineffective, but that the liquid treatment appears to be working.

vii) Report from Environment Assistant:
Mr Foat read out the report and items to be noted were:
· The toilet block is now closed for the winter and repairs to the downpipe have been carried out.
· The bollards have been reinstated and gaps where trees were removed have been filled with temporary posts.
· PC Wright has asked for discarded drug and substance abuse items to be passed to him .
· Youths are jumping on the teen shelter and a fire engine was called early in Oct when a fire was started in it. A number of fireworks have been found in the field.
· Aerial slide –the launching platform raises slightly from the ground during use. Park Leisure have been asked to advise.

225 Parish Council Property and Environment
i) The Village sign from the Street has been taken by Miss Bennetts for painting.

ii) The Lighting Walkabout was re-scheduled for 29.11.04 at 6.30pm from the Village Hall.

iii) Pond Warden – a letter was been sent to Dr Humphrey inviting him to attend December’s meeting, but he has not responded to date.

iv) Dog dirt on pavements – Environmental Health at DDC have confirmed that they have no policy regarding the disinfecting of pavements and therefore cannot comment on the Council’s enquiry.

v) A parishioner telephoned to complain about the condition of the bus shelter area in particular, but also Pound Corner and the village centre in general. The main complaint was that the litter bin by the bus shelter does not get emptied often enough. It was agreed that there have been problems with this bin of late because the lock has been vandalised, meaning that it cannot be emptied. DDC are to be notified and asked to remedy the situation as soon as possible, as well being informed that once a week is not sufficient.

vi) Report from Environment Assistant:
Mr Foat read out the report and items to be noted were:
· Maintenance work has been carried out to the seats and bins at Pound Corner and both bus shelters and bins at Burfords Alley and opposite the Church.
· Several reports of vandalism, broken glass etc.

226 Highway Report
i) Layby at New Street – DDC have confirmed that they are therefore unable to fund any improvements to the layby from HMU budget. It was agreed that the developers of the Puma site should be asked to move earth that has been piled up in two areas and to consider tarmacing the surface as a goodwill gesture. Legal advice is to be sought.

ii) It was agreed that the pavement running along Queen’s Road in front of St Nicholas House needs extending up into the car park to give elderly people a even surface to walk on to the Drs’ surgery. DDC are to be asked to look into it.

227 Police Report and anti-social behaviour strategy Report
i) PC Wright hopes to have more information about the mountain bike scheme for the next meeting.

ii) PC Wright suggested that he holds a ‘surgery’ one night per week to give local people a point of contact for reporting anti-social behaviour etc. He suggested Thursdays between 7 and 8pmand asked if the parish council would agree to providing a venue. This could possibly be extended to twice a week, with another session one afternoon, if it proves popular. The council agreed on a motion proposed by Cllr Bennetts, seconded by Cllr Pratt, to fund use of the Village Hall. It was agreed that it would need to be well-publicised.

iii) It was suggested that the hedging around the car park is providing cover for wrong-doers. Cllrs are to have a look before the next meeting to consider if cutting the hedge is appropriate.

iv) It was questioned at the last meeting whether KCC Have funding to employ more Rural Wardens:

The Clerk reported that on 18th October KCC Cabinet met to agree the current 38 bids for deployment, which were put to them by the Crime Reduction Partnership (when Ash applied previously and was turned down). This will bring the total number of wardens to 100. KCC do currently have a waiting list of approx ten communities and Ash can apply to go on the list. Christine Waterman has been asked to help complete it (as lots of statistical data is required) and forward it to KCC. However, even if Ash is accepted onto the waiting list, it is not known yet if there will be any further warden appointments made.

Another alternative that could be considered is a PCSO (Police Community Support Officer), who have to be part-funded by the community they serve. The Clerk is to research the actual costs involved prior to the Finance Committee Meeting. It was thought that a joint venture with another parish might be viable.

228 KAPC Report
Cllr Bennetts gave a report from the Dover Area Committee Meeting held on 28.10.04. Topics included the DEFRA Rural Strategy and how different parishes deal with planning applications.
It was agreed that the Clerk should send out meeting notes via email on the Friday before each council meeting, to enable cllrs to familiarise themselves with any planning application locations that are due to come before the council.
AGM – Sat 13th November at Ditton – copy of Annual Report and voting papers passed to reps.
Parish News 304 circulated to all cllrs.

229 Footpaths Report

230 Website Report
Details of the Anti-Social Behaviour Unit are to be added and photos of the kick-wall and teen shelter, once available. Also, STARR questionnaires are to be made available to download.

231 Finance Report and Payments to be approved
Financial Regulations document for consideration and approval; required in addition to Standing Orders. Copy of draft sent to all cllrs. It was agreed to defer this matter till the Finance Committee meeting, due to shortage of time.

The following payments were approved on a motion proposed by Cllr King, seconded by Cllr Chandler:
Employment costs 1,166.88
Administration 66.90
Maintenance 83.94 Dog Warden 28.92
VAT 19.19
Receipts
Pavilion Insurance 267.26
Interest on Capital Reserve 171.83
DDC – part of SRB grant towards teen shelter and lighting 900.00

Balances:
Current Account 11,446.03
Capital Reserve Account 40,386.76

232 Development Plan and STARR Initiative
Cllr Whitburn gave a report on progress. Three questionnaires have been produced, for households, businesses and young people. The household questionnaires will be available in the Post Office and shops and on the website, as there is insufficient time to allow delivery to every house. The business questionnaires are to be completed over the phone and the young people will be contacted via schools. The questionnaires cover issues such as Transport, Housing and Environment. Cllr Whitburn will run a Focus Group in Ash, following publication of the final report.

233 Correspondence
i) BTCV – thanks for the donation of £100 to the Pond Warden Scheme.
ii) Email from Ash Church re the Parish Magazine regarding expression of personal views. Mr Foat subsequently asked to be removed from the list of cllrs who write Onlooker reports.
iii) Parish Cllr Allowances –further information regarding member allowances in relation to co-opted members.
iv) Agenda for Towns and Parishes Meeting 4th November at DDC Offices. Cllrs Darvell and King hope to attend. Cllr Bennetts agreed to be nominee for the Planning Focus Group.
ii) The John Aspinall Foundation – appeal for a grant for Port Lympne and Howletts Wild Animal Parks – refused.
Circulated:
i) Green Gang leaflets.
ii) Revised advice from Standards Board re Registering of Interests and Freemasonry.
iii) NPFA Newsletter, includes more info on the Disability Discrimination Act.
iv) Clerks and Councils Direct Mag
v) 4 copies of ‘A Guide to becoming a Quality Council’
vi) ODPM – New Ethical Framework Regs – info re Monitoring officers/investigations

234 To appoint a Parish Council Trustee to Ash United Charities, following the resignation of Mr Chris Burnside and to ratify continuation of Mrs S Johnson
The Council agreed to Mrs Johnson continuing, but there were no volunteers to take Mr Burnside’s place as Trustee.

235 Press Release
Mr Whitburn has still to arrange the press release about the new equipment in the recreation ground.

236 Any other business
i) District Cllr Bartlett has notified that:
DDC are not keen to encourage use of garden waste bags by them being sold in the village, as they just go into landfill. They are hoping to have a collection service for garden waste, which will go to be composted, in the New Year, once the new Recycling Officer has been appointed.

ii) Consideration of a Parish Council newsletter is to be added to the next agenda.