News

Minutes of the meeting of HAWKINGE PARISH COUNCIL held on 13th September 2006 at 7.30 p.m. in the Village Hall 

Present: Cllr. Callahan (Chairman)

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


In attendance: Mrs Hardy (Clerk) 


Apologies: Cllr. Ms Brisley (indisposed) Cllr. Smith for late arrival (attending District Council meeting) 


OPEN MEETING

There were approximately 30 parishioners present. The following matters were raised.

Stuart Hall, Chairman, Hawkinge Civic Society, thanked the Council for their support in opposing plan Y06/0863/SH proposed erection of Doctor’s Surgery and Retail Pharmacy in Mill Lane and Cllr. Trice for speaking at the Development Control Committee meeting. He said the Society were afraid that further applications would be submitted by a developer. He asked the Council to address two matters: firstly how to preserve the woodland for the future, and secondly the upkeep of the woodland until its future is decided.

The Chairman said an item would be placed on the next agenda to discuss the matter.

Mr Seabrook asked about the finances of the Community Centre and was given a copy of the report. The report is published on the Localrags web site.

Mr Chris Ashman, Chairman of Hawkinge Community Safety Forum, said meetings are not well attended and now that Hawkinge has a neighbourhood policing officer and a community warden he had decided to resign and disband the forum, leaving Cllr. Peter Smith to deal with safety issues raised by the public.

The Chairman thanked Mr Ashman for the work he had done for the village in the past.

Tanya Clark, Community Warden, gave a brief report on crimes reported recently and action taken.

END OF OPEN MEETING 


333 Declarations of Interest

Cllr. Callahan declared an interest in planning matters (member of Development Control Committee SDC) he reserved the right to make a decision at District level when he was in possession of all the facts relating to an application. Cllr. Heasman declared an interest in matters concerning the Community Centre and Village Hall (Chairman of the Executive Committee, Community Centre and Chairman of Village Hall Management Committee) Cllr. Hodgson declared an interest in the Community Centre (Trustee) and minute 347 (the owner of the firm given the contract is known to him). Cllr. Trice declared an interest in the Sports Association (Secretary). 


334 Minutes

The minutes of the meeting held on 12th July 2006 were confirmed and signed (prop. Cllr. Punnett, sec. Cllr. Heasman) 

The minutes of an Extraordinary Meeting held on 30th August 2006 were confirmed and signed (prop. Cllr. Avery, sec. Cllr. Callahan) 


335 Matters arising out of the Minutes

(a) Pathway outside the shops [320(b)] 

Cllr. Punnett asked for a meeting with the Operations Engineer, Kent Highways Services to be arranged.

(b) Hawkinge Community Centre Group [min. 331]

The Chairman said an informal meeting had taken place on Sat. 9th September between the Group and some of the Trustees. The Council’s offer subject to acceptance of conditions was discussed (PC letter dated 1st September 2006).

Cllr. Callahan had just received a letter from Cllr. Heasman, Chairman, Hawkinge Community Centre Trust (11th September). The Trust thanked the PC for its support and accepted the offer of a £5,000 grant to support continued operations during the 3 month transition period. The Trustees are fully supportive of the move for the PC to become the Custodian Trustee and will make their best endeavours to work with the PC representatives to this end as part of the restructuring proposed and the transition to a new limited liability company as outlined in the report written by Mr Colin Franks, Neighbourhood Renewal Adviser with the Department of Communities and Local Government. 

Cllrs. Callahan, Avery and Smith had met on 10th September and the verbal recommendations of the Group on future action were agreed.

It was Resolved that the Parish Council take the following action:

1. The PC writes to the Charities Commission for confirmation that HPC are the Custodian Trustees of Hawkinge Community Centre enclosing a copy of a letter dated 10th April written by the Clerk to councillors (the letter refers to a telephone conversation with the Charities Commission). 

2. The PC makes available to the CC over the next 3 months the £5,000 grant, subject to all invoices to be paid first being approved by the three PC members of the Group. On approval the amount required will be released and paid into the CC bank account.

3. Advise the CC that it must make available to the Group all financial documentation to substantiate the Community Centre’s Business Plan and Status Briefing document given to the Group on 9th September.

(prop. Cllr. Trice, sec. Cllr Hogben) Votes: For 5 Against 0 Abstentions 2 (Trustees of Community Centre)

The Chairman said the Group has only 3 months in which to find a method to core fund the community centre to ensure its continued operation. 

Staffing is a problem - anyone prepared to help on a voluntary basis could contact the Community Centre Manager. 


336 Reports

(a) Community Liaison – no report

(b) Planning and Development 

Cllr. Trice advised that planning application Y06/0568/SH erection of 154 houses and flats north of Gibraltar Lane and land between southern by-pass and Aerodrome Road had been refused because the highway layout does not comply with ‘Kent Design’ and is contrary to Shepway Local Plan Review policies.

(c) Public Rights of Way

Cllr. Punnett complained about litter left outside the shops, Canterbury Road, and rubbish collection. The litterbins purchased by the Council were due to be installed by KCC during September.

(d) Finance

Minutes of a meeting held on 3rd August were received (formally approved by members of the Group at the meeting). There were no recommendations for the Council to consider. It was noted that one quotation for lights in the village hall car park had been received and two more were needed. The specification for construction of a pathway and fence had been determined so that quotations can be sought from three contractors. 


337 Other Bodies

(a) Neighbourhood Management Partnership

Connecting Hawkinge Feasibility Study – Report by JMP Consulting 

One copy of the final report was received.

(b) Community Centre

Cllr. Hodgson had nothing to add to the report already given [min. 335 (b)]

(c) Village Hall 

Cllr. Heasman said the interior decoration and work to the kitchen was almost finished. 


338 Projects Group

Minutes of a meeting held on 3rd August were received (formally approved by members of the Group at the meeting). There were no recommendations for the Council to consider.

Multi Sport Complex

The Chairman said he and Cllr. Hodgson had displayed the illustrated proposals for a multi sport complex at an event organised by Neighbourhood Partnership on recreation land on the eastern side of the village. Youngsters were enthusiastic about the project but afterwards some residents of Cricketers Close expressed concern about any increase in traffic in the Close. Alternative access to the ground was discussed but because a footpath and lights are essential, it was agreed that there is no alternative to Cricketers Close. Cllr. Hodgson stressed the need to consult the Youth Forum before talking to SDC again. 


339 Sports Association

Cllr. Trice stated that the Sports Association held its Inaugural Meeting on 4th August and elected officers as follows: 

Chairman: Mr Robert Lawford, Hawkinge Youth Football Club 

Secretary: Mr Cyril Trice, Running Club 

Fund Raising Officer: Mr Ian Lamb, Hawkinge Cricket Club

Parish Council Representative: Cllr. George Hodgson

The Constitution approved by the Parish Council on 14th June 2006 [min. 304(b)] was agreed.

A bank account has been set up. 

Cllr. Trice said the Sports Association could now take over some of the jobs that have been done by councillors on a weekly basis on the football ground. The football club members will be encouraged to work voluntarily in order to survive. The PC and the Sports Association will need to get together to discuss the day to day running of the ground. 

Cllr. Hodgson raised the question of expenses incurred – referred to the confidential section. 


340 Spitfire Leisuredrome

Cllr. Smith had asked for the Spitfire Leisuredrome to be placed on the agenda but had not specified his reason for doing so.

Cllr. Hodgson said as it was 6 months since the decision to sell the Leisuredrome was last raised, he proposed that the Council reaffirm the decision made on 14th September 2005 (min. 178). Cllr. Hogben said in his opinion the proposal was unnecessary.

It was Resolved that the Parish Council would dispose of the Leisuredrome 

(prop. Cllr. Heasman, sec. Cllr. Trice) Votes: For 5 Against 2 Abstention 0



341 Finance

(a) Completion of the Annual Audit 2005/06

The Parish Audit Manager, Audit Commission (29th August) gave notice that the audit had been completed and the Annual Return certified. Notice of the completion and a copy of the Annual Return had been posted on the PC notice board. The Annual Return is available for inspection by electors.

(b) Capital Projects for 2007/08

Cllr. Avery asked councillors to bring their suggestions for capital projects that will need to be included in the budget for 2007/08 to the next meeting. An estimated precept has to be sent to SDC in December. 

(c ) BTCV (Tree Warden Scheme)

A letter requesting a donation from Parish Councils towards the running costs of the Tree Warden scheme for 2006/07 was received. 

It was Resolved that a donation of £100 be made to BTCV as a contribution towards the running costs of the Tree Warden scheme. (prop. Cllr. Heasman, sec. Cllr. Punnett) Votes: all in favour 

(d) Payments

The following accounts were approved for payment (prop. Cllr. Heasman, sec. Cllr. Punnett) Votes: all in favour

Ch. Date £ 
Broxap Limited (balance due) litter bins 19.7.06 8,495.26 
Kent County Council (KCS) 4.8.06 34.96 
KCC (Landscape Services) grass cutting football ground " 428.92 
C.H.Grounds Maintenance preparation of ground " 16,884.76 
PC monies held by SDC in Football Pitch fund were transferred to settle this account 
Southern Water (SL) 13.9.06 10.94 
Harmer Landscapes (memorial garden) 2 cuts " 56.40 
SDC rates (football ground) August & September DD 42.00 
SDC rates (SL) August & September DD 198.00 
NatWest EBS August & September DD 20.00 
Mrs B.M.Hardy (salary August and September) 13.9.06 1,495.88 
Mrs B.M.Hardy (2 months inc. part tel.a/c) " 95.32 
Funtime Entertainments " 360.00 
Hawkinge Village Hall " 60.00 
C.H.Grounds Maintenance (football ground car park) 13.9.06 564.00 
Staples " 110.03 
Hawkinge Village Hall (invest.interest) " 36.32 
Audit Commission " 411.25 



342 Correspondence

The following correspondence was received and contents noted: 

(a) SDC: Shepway Free Time: Pent Valley Leisure Centre 

Shepway Local Development Framework: Submission Statement of Community 

Involvement (SCI) one copy of document 

(b) Kent County Council:

KCC Annual Plan 2006/07 (one copy)

Kent Waste Development Framework: Spatial Options Consultation 

Youth Capital Fund and Youth Opportunities Fund 

Kent Highways Services: “Setting Local Speed Limits” 

(c) Shepway Primary Care Trust AGM 27th September 12 pm – 2.30 pm

(d) Kent Fire & Rescue Service 

(e) CASE newsletter – Funding Buddies a new project (one copy)

(f) S.E.England Regional Assembly – Partial Review of South East Plan 

Provision of Gypsy and Traveller Caravan Sites


343 Plans

The following plans had been received and comments sent:

Y06/0813/SH 33 Aerodrome Road: erection of a detached double garage with integral store and hobby room. No objections

Y06/0896/SH 39 Gray Close: erection of a rear conservatory (re-submission of Y06/0369/SH). No objections

Y06/0908/SH 3 Fern Close: installation of a dormer window to the rear. 

No objections

Y06/0923/SH 12 Petrel Way: erection of a rear conservatory. No objections

Y06/0929/SH Woodside, Coombewood Lane: retention of increased height to roof linking main dwelling and garage (amendment to planning permission Y02/0966/SH) Objection on the following grounds: 

(1) the Council has objected to all past planning applications for this property that show the two buildings being linked as shown in the plan

(2) the increased height to the roof linking the main dwelling and garage will have an adverse affect on the neighbours’ property 

(3) the Council is concerned that the applicant will apply at some stage for permission to use the garage as self contained living accommodation.

Y06/0991/SH 20 Petrel Way: erection of a rear conservatory. No objections

Y06/1003/SH 26 The Meade: erection of a two storey side extension incorporating garage and a single storey front extension following demolition of existing garage (re-submission of Y06/0626/SH). No objections

Y06/1027/SH 11 Fern Close: installation of dormer windows to front and rear roof slopes. No objections

Y06/1091/SH Shetlands, Crete Road West: non-compliance with condition 5 of planning permission 92/0860/SH to allow use of garage as living accommodation together with single storey front extension and increase in roof height with provision of dormer windows and balcony to first floor living accommodation and erection of a detached double garage with games room over and balcony/staircase over log store to side. Objection on the following grounds:

(1) The proposed garage at the rear appears to be over development and not in keeping with other properties in the area. 

(2) The proposed loft conversion to the main building is in keeping with other properties in the area and the PC has no objection to it. 


The Council approved the comments submitted by the Planning Group. 


344 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. 


345 Councillors’ Expenses 

It was Resolved that the Council will reimburse Cllr. Hodgson for expenses incurred in the day to day running of the football ground. (prop. Cllr. Heasman, sec. Cllr. Punnett) Votes: all in favour 


346 Disposal of the Leisuredrome

The Chairman advised that due to staff shortages in the Planning Department there was still no decision regarding the Council’s planning application.

A letter received offering to purchase the Leisuredrome without planning permission being granted had been passed to Andrew Beggs & Associates. 


347 Football Ground – Water Installation

Three estimates had been received.

It was Resolved that the estimate from Marsh Groundwork dated 23rd August to install the water supply to the football ground and install a standpipe outside the portacabin for £2,519.00 + VAT be accepted. (prop. Cllr. Trice, sec. Cllr. Hogben) Votes: For 6 Against 0 Abstention 1 


At this point Cllr. Smith joined the meeting 


348 Village Hall 

Cllrs. Trice and Avery had met Mr Marsh of Marsh Groundwork on site and a quotation had been received for a pathway and fence.

It was Resolved that two further quotations be obtained to comply with regulations using the same specification.

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



The meeting closed at 9.50 pm