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Minutes of the meeting of HAWKINGE PARISH COUNCIL held o­n 8th June 2005 at 7.30 p.m. in the Village Hall

Present:  Cllr. Callahan (Chairman)

               Cllrs. Brisley, Heasman, Hodgson, Hogben, Punnett, Smith and Trice

In attendance: Mrs Hardy (Clerk)

OPEN MEETING

A resident of Mill Lane spoke about the amount of traffic using the lane, including heavy vehicles, speeding and the need for a footpath.    The roadside verges are full of stinging nettles.     PC to advise Kent Highways about the problems residents are experiencing.

END OF OPEN MEETING

123      Minutes

The minutes of the Annual Meeting held o­n 11th May 2005 were confirmed and signed (prop. Cllr. Heasman, sec. Cllr. Punnett)

124            Declarations of Interest

Cllrs. Callahan and Smith declared an interest in planning matters (members of Development Control Committee SDC) they reserved the right to make a decision at District level when they are in possession of all the facts relating to an application.

125      Casual Vacancy

The Chairman stated that Mrs Carol Newton had not attended a meeting for six consecutive months and was therefore disqualified.    The Council must declare a Casual Vacancy exists, place an official notice in a public place and notify SDC that there is a casual vacancy.     SDC will advise the Clerk when the Council may co-opt a new member.

It was Resolved that the Council notify the Proper Office of the District Council that a Casual Vacancy exists due to non-attendance of a councillor for 6 consecutive months and place the official notice in the notice board.

(prop. Cllr. Heasman, sec. Cllr. Hogben) Votes: all in favour

126      Matters arising out of the Minutes

       (a) Questions raised by residents at the Annual Meeting:

Gate for pedestrians at the Incinerator Road entrance to the football ground:

Cllr. Hodgson said if a gate was erected it would make a Right of Way between Incinerator Road and Cricketers Close o­n the football ground.   It was not practicable at the present time.    The big gate is open when the ground is being used.     Both gates are now kept locked when the ground is not in use.

Traffic Calming for Mill Lane: It was considered unlikely that Kent Highways would introduce traffic calming.   Other methods to reduce speeding were discussed.           

       (b) KAPC [min. 114(b)]

            Mr Rodney Williamson, County Secretary, had agreed to attend the July

             meeting.

       (c) Footpath/Cycleway [min. 93]

Reply received from Mr Stack, Director of Regulatory Services, SDC, (19th May). Mr Stack advised that when planning permission was granted for the new Community Centre the drawings showed the footpath leading from the village green continuing across the old village hall car park and terminating at Canterbury Road.   No formal agreement exists to deal with the matter.    Monies provided via the Section 106 Agreement relating to highway infrastructure can be used for the completion of the footpath.    The District Council has yet to determine the mechanism by which decisions o­n spending the S106 monies will be taken.   The Neighbourhood Partnership and the PC should act in an advisory capacity.

Deferred to the July meeting for a decision.

      (d) KCC – Kent Community Warden

Ms Howell, Community Warden Manager advised that KCC have recruited a Warden for Hawkinge (23rd May).    Colin Hughes will commence training o­n 31st May and will be deployed at the end of July.

127      Reports – Working Groups

Community Liaison

Cllr. Brisley said the grass verges of Canterbury Road had been cut – the cuttings are not removed.

128      Other Bodies

      (a) Neighbourhood Management Partnership

Cllr. Hodgson said people are calling in at the office to make enquiries, mostly about services provided by SDC.   Ms Ferguson, Manager, is hoping that councillors will become more involved in the work of NMP.     There will be another open day o­n 16th June between 5pm – 7pm so that residents can visit the office and learn about the Pathfinder project.   

      (b) Community Centre

Cllr. Hodgson reported that the Trustees are concerned about the state of the car park but have no immediate plans to resurface the area.    The sound proofing of the building is being investigated.   The Trustees intend to set up an Advisory Committee that will give local residents an opportunity to be more involved in decisions about the centre.   The Manager is responsible for the management and security of the building.

       (c)Village Hall

The Management Committee is waiting for quotations to refurbish the hall.

      (d) The Churchill School – Board of Governors

Nothing to report.

       (e) Hawkinge Primary School – Board of Governors

A musical event for the children that involved African drums had been arranged; it will be held in the Community Centre.

129      Future of the Spitfire Leisuredrome

The Chairman said the resolution to cease negotiations o­n the Lease between Hawkinge Youth & Community Sports Council and the Parish Council could not be revisited for 6 months (Standing Orders 36).  

Cllr. Smith proposed that a Sports Group be set up to look into future use of the building and the land to the rear.    Cllr. Brisley seconded the motion that was then put to the meeting.

Votes: For 2 Against 6 Abstentions 0     Motion lost.

Cllr. Trice said that in view of the financial implications regarding the future of the Leisuredrome the matter should be referred to the Finance Group.

It was Resolved that the Council refer discussion about the future of the Spitfire Leisuredrome hall and land to the rear to the Finance Group.

(prop. Cllr. Trice, sec. Cllr. Hogben) Votes: For 6 Against 0 Abstentions 2.

130      Hawkinge Football Ground

            Football Project Group

The Group met o­n 2nd June at 3 pm in the Village Hall.  

Cllr. Hodgson had reported that a strimmer had been purchased and the appropriate safety gear for the operator.    The pitches are used a great deal and it is now necessary to maintain two pitches.    The second pitch has a dip in the land that needs to be filled in with soil, levelled and seeded.    A local firm had been asked to provide an estimate for the work.  

Cllr. Hodgson said a maintenance programme, that will form part of the grant application, is needed for next year.   

Children may use the football ground as a “kick about� area but for any organised game they must ask permission.

Cllr. Trice said clubs for youngsters are not able to use the ground because water and toilet facilities are not available.    The Council is losing money because of this situation.    The minimum requirement is another temporary building to be used for changing, a “toilet tentâ€? or something similar and the water supply to the site. 

Cllr. Trice said he had arranged to meet Mr Roger Reed, Regional Facilities Manager, Football Association, and Mr Len Mayatt, Community Engagement Manager, SDC, o­n 23rd June at 3 pm at the ground.    Mr McMillan, PC’s Building Consultant, Ms Ferguson, Manager, HNP and members of the Football Group had been invited.    He had arranged for refreshments to be served in the Cricket Club.

131       Correspondence

        (a) Kent Highway Services – County Lengthsmen

A letter from the County Engineer (12th May) about a new scheme to improve the service provided for road repairs was received.   The Council will need to nominate a Parish Council Lengthsmen Co-ordinator to liase with the local Division.    Deferred to the next meeting.

     (b)  Resident’s correspondence

Letters from Mr Martin and Mrs Green and the Clerk’s replies, were received and the contents noted.

132     Finance

      (a) Finance Group

Cllr. Callahan reported that the Finance Group met o­n 2nd June at 4 pm in the Village Hall.     The purpose of the meeting was to consider the Statement of Assurance in the Annual Return, review the Risk Assessment, approve a Health & Safety Policy and review the Clerk’s salary.       

      (b) Statement of Assurance

The Chairman said the Finance Group was satisfied that the Council had undertaken all its obligations and could sign the Statement of Assurance in the Annual Return.

It was Resolved that the Council approve the Statement of Assurance in the Annual Return for the year ending 31st March 2005.

(prop. Cllr. Callahan, sec. Cllr. Hogben) Votes: all in favour

       (c) Statement of Health & Safety Policy

The Council received a Statement of Health & Safety Policy that the Finance Group recommended it should adopt.     The Clerk would be responsible for seeing that the Council takes all reasonable steps to meet its responsibility.

The Council approved the statement that was then signed by the Chairman and Clerk.

Cllr. Hogben had provided the Clerk with all the necessary documentation required to monitor the use of the strimmer and ensure the safety of the operator.    The Chairman thanked Cllr. Hogben for using his professional expertise to assist the Council in safety matters.

      (d) Memorial Garden

Cllr. Hogben reported that Jackson’s Fencing had reduced the cost of fencing the area and he expected that work would start soon.  

        (e) Payments

            It was Resolved that the following accounts be approved for payment:

   ch  date 

           £

 
Carr Construction Ltd. (car park football ground)
    8.6.05
 

    16,450.00

Mrs B.M.Hardy (reimbursement - computer)
          467.99

Mr C.L.Trice (reimbursement - strimmer)
          299.99

Cowgate Landscaping (village hall car park)
       1,292.50

SDC rates (football ground)
     DD
 

          16.00

SDC rates (SL)
     DD
 

          80.00

NatWest EBS
     SO
 

          10.00

Mrs B.M.Hardy (salary)
    8.6.05
 

         669.24

Mrs B.M.Hardy (expenses)
            41.99

Mr C.L.Trice (expenses football project)
           55.87

Harmer Landscapes Ltd.
           28.20

133      Plans

Applications received and comments sent by the Plans Group:

Y05/0622/SH 14 Webster Way: erection of a rear conservatory.  No objections

Y05/0659/SH Limuru, Cowgate Lane: variation of conditions 2 and 3 of planning permission Y02/0361/SH.

No objection, unless Kent Highways objects because three bungalows have now been built opposite the property that is close to a bend in the narrow road.

Y05/0675/SH 49 Stansfeld Avenue: re-siting of 1800mm boundary fence.

Objection: o­n the grounds that it would have an adverse effect o­n the street scene.

The comments sent by the Plans Group were approved.

            Applications considered at the meeting:

Y05/0693/SH 98 Canterbury Road: erection of a single storey side extension together with a rear conservatory and installation of a rear dormer window and porch to front of dwelling.     No objection

Y05/0712/SH Land adjacent to telephone exchange, Barnhurst Lane: outline application for residential development.   

Objection o­n the grounds that development would be outside the village envelope and there is no suitable access.    Votes: For 3 Against 2 Abstentions 3 (includes two district councillors)

Y04/0394/SH Port Fleur, Coombe Wood Lane: amended/additional plans in respect of the application previously submitted in 2004.  

Objection o­n the grounds that the new position for the house would enable vehicular access to the rear of the property and could lead to back land development later.     Votes: For 7 Against 0 Abstentions 2 (district councillors.

At this point Cllr. Hodgson left the meeting

134      CONFIDENTIAL MATTERS

           It was resolved that because publicity would be prejudicial to the public interest by

Reason of the confidential nature of business to be transacted the public (including the Press) be excluded from the meeting pursuant to the provision of sub section 100 & 102 of the Local Government Act, 1972.

135            HY&CSC – Lease

The Finance Group had received a letter from Kingsfords dated 20th May at their meeting o­n 2nd June.     The Council accepted the Group’s recommendation to confirm that the decision to end negotiations is irrevocable and that the Council will fulfil its obligation to pay the fees of both solicitors.

136      Clerk’s Salary Review

The Finance Group had received a copy of the 2005/06 National Salary Award for Local Council Clerks recommended by NALC and SLCC.    The Group recommended that the Clerk should be upgraded to Scale LC1 at SCP 22.

It was Resolved that the Clerk’s salary be increased commencing 1st April 2005 to SCP 22 hourly rate £9.315p x 18 hours = £8,718.84 per annum

(£726.57 monthly)

The Clerk left the room while the above item was discussed

The meeting closed at 9.50 pm