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Minutes of the Annual Meeting of Hawkinge Parish Council held in the Village Hall on 14th May 2003 at 7.30 p.m.

Present: Cllrs. Brisley, Heasman, Hodgson, Hogben, Newton, Punnett and Trice

In attendance: Mrs Hardy (Clerk)

784 Election of Chairman
Cllr. Heasman opened the meeting and stated that he had decided not to stand for re-election this year.
Cllr. Trice was elected Chairman (prop. Cllr. Brisley, sec. Cllr. Newton)
Votes: For 4 Against 2 Abstention 1
Cllr. Trice accepted the Chairmanship. He asked for a vote of thanks for Cllr. Heasman who had been in the Chair for 12 years, as well as serving 27 years as a councillor. Members of the public joined in the spontaneous applause.

785 Election of Vice-Chairman
Cllr. Newton was elected to serve as Vice-Chairman for the ensuing year (prop. Cllr. Trice, sec. Cllr Brisley) Votes: For 5 Against 2 Abstention 0. 

786 Parish Council Working Groups
Councillors had received a list of the working groups appointed by previous Councils and the Terms of Reference for each group. 
The Chairman proposed that because some councillors were absent, councillors should state their preference and the appointments be ratified at the next meeting.
The initial appointments are as follows:
Community Liaison Group: Cllrs. Brisley and Newton
Planning and Development Group: Cllrs. Trice and Heasman
Maintenance and Facilities (Spitfire Leisuredrome) Cllrs. Smith, Newton and Brisley
Sports Ground Development (Football pitch project) Cllrs. Hodgson, Smith and Punnett
Finance: Chairman, Vice-Chairman and Cllr. Heasman
Public Rights of Way: Cllrs. Callahan and Punnett

787 Other Bodies
The following appointments were made for the year 2003/04
Village Hall Management Committee (two representatives) Cllrs. Brisley and Punnett
Shepway Area Committee, Kent Association of Parish Councils (two representatives) Cllrs. Heasman and Hodgson
Hawkinge Community Centre Trust (one nominee) Cllr. Hodgson 
(prop. Cllr. Heasman, sec. Cllr. Newton) Votes: all in favour 

788 School Governors
The appointment of Cllr. Hodgson for Hawkinge County Primary School (tenure of office ends 2005) was confirmed and Cllr. Smith was re-appointed to serve on the Governing Body of The Churchill School (prop. Cllr. Hodgson, sec. Cllr. Brisley) Votes: all in favour

789 Apologies for absence were received from District Councillors Callahan and 
Smith (attending the Annual Meeting of Shepway District Council)

790 Minutes
The minutes of the meeting held on 9th April 2003 were confirmed and signed.
(prop. Cllr. Hodgson, sec. Cllr. Heasman) 

791 Declarations of Interest
There were no declarations made at the meeting.

792 Matters arising out of the Minutes
(a) Post Boxes [min. 771(b)]
Councillors had been asked to identify areas where extra post boxes are needed. Cllr. Brisley suggested Canterbury Road/Coombewood Lane junction as a suitable location for people living on the east side of the village. Clerk to write Royal Mail with the request and also inquire if there is a plan of where post boxes are located available for PC use.

(b) Standing Orders 
Cllr. Brisley had suggested that the Council revert to its original format regarding the coffee break and have it after the completion of the main business and before the confidential section (if there are any confidential matters to discuss).
Cllr. Hodgson said the coffee break after 2 hours enabled councillors to focus their minds on the remaining business and he proposed that the Standing Order remain.
It was Resolved that Standing Order 675 (Appendix 1) remain unchanged.
Votes: For 4 Against 1 Abstentions 2.

793 Reports
Community Liaison 
Cllr. Brisley had received complaints from residents who have their wheelie bins collected from their gardens because they have no pavement. The bins are left in the road after they have been emptied which is dangerous for road-users.

Sports and Ground Maintenance
Cllr. Hodgson reported that the new gate had been delivered. He had received confirmation that Footpath (HE 198 (part) Hawkinge) had been diverted. KCC had advised that there is a fee of £1,746.50 to cover administration and advertisement of the Notice. 


Hawkinge Community Centre
Cllr. Heasman said the centre would open for general use in September rather than June, as previously stated, for security reasons.

794 Correspondence
(a) Solicitor to Council, Shepway District Council. Part III Local Government 
Act 2000 – The Standards Committee. Nominations were invited for two Parish 
Council representatives to serve on the District Council’s Standards Committee. 
There were no nominees proposed by the Council.
(b) S.E.England Regional Assembly: Proposed alterations to Regional Planning
Guidance, South East - Tourism and Related Sport and Recreation (1 copy)
Energy Efficiency and Renewable Energy (1 copy) Received
Kent Downs Area of Outstanding Natural Beauty Management Plan – consultation draft (1 copy) Received 

795 Plans
(a) Centac Limited: Advice prior to a submission of full planning permission re an 
Orange mast sharing proposal in Reinden Wood, Densole: Received and noted. 
(b) Planning applications received since the last meeting and comments sent:
Y02/0966/SH Woodside, Coombewood Lane: erection of a conservatory to the rear elevation, a single storey extension to Link Existing garage/store with main dwelling and alterations to the roof of the garage/store (main alterations increase in ridge height of link between bungalow and garage). 
Comments: The Council objected to the original plans. The change moves away from the concept of a covered walk way and is going towards enlarging the main dwelling. The whole of the plan is being carried out on an ad hoc basis and its visual impact on the neighbours is causing concern. It is noticed that the changes are in the process of being carried out. The Council feels that planning agreements that are given in retrospect should be looked on unfavourably and should not be given without good justification.
Y03/0333/SH 155 Canterbury Road: demolition of bungalow and erection of two dwellings: 
The Council does not support this application because the outline planning application was for two 4-bedroom houses and this application if for two 5-bedroom houses that alters the original concept for the development.
Y03/0344/SH 8 Teal Close: erection of a conservatory: No objections
Y03/0413/SH Kismet, Stombers Lane: erection of a conservatory on the rear elevation. No objections. 
Y03/0442/SH 161 Canterbury Road: erection of a single storey side and rear extension and a front porch following demolition of existing side extensions and rear conservatory: No objections
Y03/0435/SH 10 Ingram Close: erection of a rear conservatory: No objections

The Council approved the action of the Planning Group regarding the above applications. (prop. Cllr. Hodgson) Votes: all in favour

SH/03/TEMP/0010 Kent County Council
The Churchill School, Haven Drive: Eight classroom extension with library and ancillary accommodation, plus 13 no. car parking spaces.
The Council supports this application.
Comments: 
(1) Before the extension to the school takes place the car parking outside on the road by parents should be curtailed because it is dangerous to other road users. (2) There is concern that the enlarged school (depending on its Admission policy) might have a detrimental effect on the other Primary School in the village.

The above application was discussed at the meeting. It was agreed that if councillors had any further comments to make, they should contact the Clerk or the Chairman. The Chairman approved the above comments before the Clerk sent them to KCC.

796 “Youth Facilities in Hawkinge Project” Leisuredrome Plan
The Council is to review the proposal to form a charitable trust and to approve the projected costs and income of the project. Cllr. Smith was not at the meeting to present his Business Plan so this item was deferred to the next meeting. 

797 Football Pitches
The Chairman suggested that in order to get the pitches up and running more quickly, the preparation of the land should be considered as a separate item and the Council should ask three contractors for quotations to do the work. 
Cllr. Hodgson stated that the intention is for the Parish Council, Hawkinge Cricket Club and Shepway District Council (owners of recreational land adjacent to the cricket ground) to combine their efforts in order to apply for an overall grant to cover the three pieces of land and a pavilion. He said the Sports Development Officer, SDC, had stated that this was the right way to go about it and he was waiting to hear from Chris Metherall, Facilities Development Officer, KCC, regarding the next meeting of the Project Group.
It was Resolved that Cllr. Hodgson continue with the negotiations for the project and report back to the Council at the next meeting (prop. Cllr. Newton, sec. Cllr. Hogben) Votes: all in favour

798 Finance 
(a) The Clerk had received the Annual Return for the year ended 31st March 2003 
from the External Auditor in Plymouth. The appointed date for the audit is 16th June and in accordance with the Accounts and Audit Regulations 2003 (SI 2003/533) Notice of appointment of date for the exercise of electors’ rights commencing 16th May to 12th June had been posted on 2nd May. The Clerk stated that she would bring the balance sheet and Annual Return statement to the Council on 11th June for its approval and signature by the Chairman, after the Internal Auditor had examined the books and given his report.

(b) Bank Mandate: NatWest require a new mandate whenever there is a change in
membership. New councillors were given ID forms to take to any NatWest Branch and return to the Clerk because the mandate is lodged at Hythe Branch.
It was Resolved that National Westminster Bank Plc be requested to continue to act as the bankers for Hawkinge Parish Council.
(prop. Cllr. Heasman, sec. Cllr. Hodgson) Votes: all in favour
(c) Children’s Entertainment: 
Councillors were told that attendance at the entertainments provided during August 2002 in the Village Hall was very good so it was agreed that the Clerk should book the entertainers and the hall for this year.
It was Resolved that entertainment be provided for the young children in the village, the cost not to exceed £400 (including the hire of the hall). 
(d) KAPC annual subscription 
It was agreed that the Council remain in membership.
(e) Accounts for Payment
It was Resolved that the following accounts be approved for payment (prop. Cllr. Hodgson, sec. Cllr. Heasman) Votes: all in favour
dated £ 
GSE Design & Build Ltd. 12.4.03 60,197.34 
Roger Joyce Associates 23.4.03 9,452.37 
Hawkinge Community Centre 28.4.03 20,000.00 
GSE Design & Build Ltd. 8.5.03 54,166.03 
Folkestone Cleaning Services 14.5.03 157.91 
Harmer Landscapes 51.70 
British Gas 126.88 
Society Local Council Clerks 11.99 
Staples, Ashford 90.43 
Hawkinge Bowls Club (gas cylinder) 18.08 
Clerk's salary 669.24 
Clerk's expenses 27.61 
Webmaster SO 235.00 
Nat.West EBS DD 10.00 
KAPC annual sub. + newsletters etc. 734.83 
KRCC annual sub. 30.00 
CPRE annual sub. 20.00 

799 Annual Parish Meeting
The Chairman stated that the meeting must be held before 1st June 2003. He would find out when the Village Hall was available and the Clerk would advise councillors and advertise the meeting straight away. 
[NB the meeting was held on Wed. 28th May at 7.30 pm]

The meeting closed at 9.20 p.m.