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ANNUAL MEETING MINUTES

Minutes of the Annual Meeting of HAWKINGE PARISH COUNCIL held in the Village Hall o­n 10th May 2006 at 7.30 p.m.
 
Present: Cllrs. Avery, Ms Brisley, Callahan, Heasman, Hodgson, Hogben, Punnett,
                Smith and Trice
 
In attendance: Mrs Hardy (Clerk)
 
284      Election of Chairman
There were two nominations:
Cllr. Callahan (prop. Cllr. Heasman, sec. Cllr. Trice)
Cllr. Smith (prop. Cllr. Brisley, sec. Cllr. Punnett)
A motion for the election of the first candidate was put to the meeting
Votes: For 5 Against 3 Abstention 1  Motion carried.
Cllr. Callahan was duly elected to serve as Chairman for the ensuing year and signed the Declaration of Acceptance of Office.
 
285      Election of Vice-Chairman
There was o­nly o­ne nomination.
Cllr. Heasman was elected to serve as Vice-Chairman (prop. Cllr. Callahan, sec. Cllr. Hodgson).    
 
OPEN MEETING
A resident spoke about the need for a footpath to enable people to walk to Blenheim Drive from Canterbury Road via the footpath (rear of Partnership Office) across the field owned by SDC.    It is a right of way but in wet weather conditions it is unusable.    It was agreed that the Council ask SDC for a site meeting.
Motorcyclists had been scrambling in Leakes Wood – residents had reported it to the Community Liaison Officer because of noise pollution and it is a danger to the public.
END OF OPEN MEETING
 
286      Committees/Working Groups
       (a) Terms of Reference
Councillors received copies of the present Terms of Reference for each Group.     It was agreed that proposed amendments be brought to the next Council meeting.
The appointment of committees was considered to replace groups, set up by a previous council.     Committees are required to advertise their meetings and are open to the public with the usual exclusion resolution for confidential matters.    The Clerk was asked to seek confirmation from the Solicitor to Shepway District Council that because the groups o­nly make recommendations to the Council they do not fall into the same category.
 
       (b) Appointment of councillors to serve for the year 2006/07
Community Liaison - Cllr. Brisley   (prop. Cllr. Heasman)
Planning and Development Group - Cllrs. Avery, Trice and Heasman
  (prop. Cllr. Hodgson, sec. Cllr. Hogben)
Football Project Group - Cllrs. Avery, Trice and Hodgson
  (prop. Cllr. Hogben, sec. Cllr. Smith)
Finance - Chairman, Vice-Chairman, Cllrs Avery and Smith
  (prop. Cllr. Hogben, sec. Cllr. Brisley)
Public Rights of Way - Cllrs. Punnett and Smith
  (prop. Cllr. Callahan, sec. Cllr. Hodgson)
 
287            Representatives o­n Other Bodies
The following appointments were made:
Neighbourhood Management Partnership - Cllr. Hodgson
  (prop. Brisley sec. Cllr. Callahan) 
Village Hall Management Committee - Cllrs. Brisley and Punnett
  (prop. Cllr. Heasman, sec. Cllr. Hodgson)
Hawkinge Community Centre (Executive Committee) Cllr. Hodgson
(Trustee appointed by PC to serve o­ne fixed Term of Office).
Hawkinge Community Safety Forum – Cllr. Smith (appointed o­n 8th March)
 
288      Minutes
The minutes of the meeting held o­n 12th April 2006 were confirmed and signed (prop. Cllr. Heasman, sec. Cllr. Hodgson) subject to the following amendments:
Min. 268 Declarations of Interest – delete last sentence insert “Cllr. Punnett declared an interest in Min. 278(b) [owner of adjacent property]�
Min. 271 (a) first sentence – delete “Reindene Wood� insert “Reindene Hill�
Min. 271(b) first sentence – delete “Cllr. Trice�
Min. 273 (a) last sentence – delete “practice�
Min. 281 before min. 282 “Sale of Leisuredrome Land� insert “At this point Cllr. Smith left the meeting�.
 
289            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. 
 
290      Matters arising out of the Minutes
       (a) Village Hall Car Park [min. 277]
The Council received and noted correspondence between Mr De Ste Croix, Secretary, VHMC, and the Clerk.     It concerned the lights and fencing required for the car park.     As a matter of courtesy the Clerk had sent a copy of the Health & Safety Report o­n the village hall car park to the VHMC and asked for their comments.
      (b) Memorial Garden – Flag Poles
Cllr. Hogben said Mr Humphreys had asked him about the flag poles.
The Clerk reported that County Councillor Susan Carey had told her she would pay for the installation as well as the flag poles.     She had received an application form for 2006/07 from Cllr. Carey and would send it off as soon as she had all the information needed.    
       (c) Multi Sport Complex (min. 274)
Cllr. Trice said two companies had submitted designs and costs and he was waiting for a third.     The Council will consider all aspects of Multi Sport Complexes for the youth of Hawkinge at the next meeting.
 
291      Reports
Community Liaison Group 
Cllr. Brisley was concerned about the flower tubs and the signs in the village and particularly the state of the entrance into the crematorium opposite the Leisuredrome (already reported to SDC).
Hawkinge Harry – Cllr. Trice said the giant would be taken to a Festival o­n 14th October.    
 
Other Groups had not met since the last Council meeting so there were no reports.
 
292            Hawkinge Football Ground
The Football Project
Cllr. Trice said the Council should set up a Sports Association before the start of the next season so that the Parish Council is no longer responsible for running the football ground.      He gave copies of a draft constitution to all councillors.     Cllr. Trice reminded members that the Sports Association will apply for the Football Foundation grant for a pavilion under the auspices of the Parish Council and that will allow it to reclaim VAT estimated at £80,000.    In addition the Sports Association is not a charity but an association of clubs and it will be able to extend its interests to other sports.     He hoped that Hawkinge Youth & Community Sports Council would be able to raise funds for it and all the youth projects in the village.   
Cllr. Trice had received a new estimate from C.H.Grounds Maintenance for the renovation work o­n the ground o­nly, the drainage work to be done later.    Referred to the confidential section of the meeting.             
            Management of the Ground 
Cllr. Hodgson said that councillors had managed to run the ground this season.    Next season there could be two pitches or o­ne large pitch and two small pitches.     If the Sports Association is set up it will be its responsibility to arrange the marking of pitches and opening up of the ground.
 
293      Finance
       (a) The Clerk reported that Broxap the company supplying 19 litter bins to
KCC for installation in Hawkinge hope to deliver them at the end of the month.     
       (b) Audit 2005/06
            Internal Audit
The Clerk reported that the Internal Auditor had carried out the final audit for the year 2005/06 o­n 8th May.    He had completed and signed the Annual Internal Audit Report (copies were circulated to councillors).
Balance Sheet for year ending 31st March 2006
Councillors received the Balance Sheet (the Income & Expenditure account and VAT Control had been received o­n 12th April).
It was Resolved that the Statement represents fairly the financial position of the authority at 31st March 2006 and reflects its income and expenditure during the year.
(prop. Cllr. Hodgson, sec. Cllr. Heasman) Votes: all in favour
Statement of Assurance - Annual Return
The Chairman asked councillors to approve the Statement of Assurance that forms part of the Annual Return.     The form had been circulated with the agenda and councillors asked to contact the Clerk with any queries.
It was Resolved that the Statement of Assurance for the year ending 31st March 2006 be approved and signed by the Chairman.
(prop. Cllr. Callahan, sec. Cllr. Avery) Votes For 5 Against 4 Abstention 0
Councillors voting against asked to be named.
Cllrs. Brisley, Hogben, Punnett and Smith.
 
Councillors received copies of the Council’s Risk Assessment and Asset Register.
 
       (c) Children’s Entertainment
The Clerk asked if the Council wished to provide entertainment during August 2006.    
It was Resolved that three events be booked and Cllr. Heasman and the Clerk make the necessary arrangements.      (prop. Cllr. Smith, sec. Cllr. Brisley) Votes: all in favour
 
       (d) Payments
The following accounts were approved for payment (prop. Cllr. Heasman sec. Cllr. Avery) Votes: For 6 Against 2 Abstention 1
        ch.date           £ 
  SDC rates (Football Ground)      DD           18.00 
  SDC rates (Leisuredrome)      DD           99.00 
  Clerk's salary   10.5.06         726.57 
  expenses       "         146.46 
  NatWest EBS       SO           10.00 
  3rd Hawkinge Scout Group (donation)   10.5.06         100.00 
  Key Services (SE) Ltd. (fire safe)       "         381.88 
  Mr H. Preston (internal audit)       "           60.00 
  Hawkinge Village Hall       "           45.00 
  Harmer Landscapes       "           28.20 

294      Correspondence
       (a) Planning Policy Manager, Ashford Borough Council.   Ashford Local
Development Framework: Notice of pre-submission public participation of the Ashford Town Centre Area Action Plan.   o­ne copy received (52 pages)
 Cllr. Heasman took the document to read and comment o­n.
       (b) Office of the Deputy Prime Minister: Local Authority Byelaws in England:
             Discussion paper (one copy) Cllr. Smith offered to read and comment o­n it.
 
295      Plans
The following plans were received and comments sent:
Y06/0473/SH and Y06/0474/SH Land to north of Aerodrome Road and Barnhurst Lane and west and north of 145 – 173 Canterbury Road: details pursuant to condition 1 (siting, design, external appearance and landscaping) 5 (parking) 8 & 15 (contamination) and 10 (protection of species/habitat) of outline planning permission Y03/0904/SH for the erection of 196 dwellings and a new road between Aerodrome Road and Canterbury Road (resubmission of application Y05/1490/SH and duplicate application of Y06/0474/SH). 
The Council’s views are the same as submitted under application Y05/1492/SH
No objections.     Comments as follows: 
(1) the relief road must be built before the houses are occupied.
(2) the Council is concerned about the management of builders traffic o­n and off the site and seeks an assurance that the traffic will not go through the village.
Y06/0497/SH Spitfire Leisuredrome, Aerodrome Road: outline application for residential development following demolition of Leisuredrome.
The Council supports this application.
Y06/0498/SH 32 Aerodrome Road: erection of rear conservatory.  
No objections.
Y06/0519/SH Hooty Hollow, Elvington Lane: erection of a single storey side extension following demolition of existing side conservatory.     No objections
The above comments submitted by the Planning Group were approved.
 
Plans considered at the meeting:
Y06/0568/SH North of Gibraltar Lane and land between southern by-pass and Aerodrome Road: a reserved matters application for the construction of 154 houses and flats, being details in respect of the means of access and siting of phase 3B of the development, pursuant to outline planning permission Y03/0903/SH.
The Council has two comments:
1. There is a lack of street furniture in the design  
2. The need for traffic to be phased past the school in view of the extra traffic
Y06/0437/SH 72 The Street: erection of a detached chalet bungalow
Plan called in for a decision by the Development Control Committee, SDC.
Y06/0581/SH 9 Downs Close: non-compliance with condition 4 of 97/0133/SH to allow erection of a two-storey side extension following demolition of existing garage.     Objection: the grounds are that the removal of the condition will cause lack of parking and curtail access to parking space.
 
296            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.
 
At this point Cllr. Hogben left the meeting
 
297            Football Ground Renovation
The Council received the revised estimate from C.H.Grounds Maintenance dated 25th April.     Total Turf Solutions had completed phases 1 & 2 of its consultancy service and asked if the Council would like it to project manage the renovation work (phase 3).
It was Resolved that the estimate for renovation and after care from C.H.Grounds Maintenance Ltd. in the sum of £18,443.25 + VAT be accepted.
(prop. Cllr. Trice, sec. Cllr. Hodgson) Votes: all in favour
It was Resolved that Total Turf Solutions be instructed to carry out phase 3 for a cost of £2,200 + VAT.    Every effort will be made to obtain match funding.    (prop. Cllr. Callahan, sec. Cllr. Avery) Votes: all in favour
 
  
The meeting closed at 9.40 pm