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Minutes of a meeting of Hawkinge Parish Council held on 12th March 2003 at 7.30 p.m. in the Village Hall

Present: Cllr. Heasman (Chairman)
Cllrs. Brisley, Callahan, Chantry, Hodgson, Johns, Robertson, Smith, and Trice

In attendance: Mrs Hardy (Clerk)

OPEN MEETING

Matters raised by members of the public included blocked drains in Canterbury Road; a request for brown wheelie bins; action to avoid a recurrence of icy pavements (two salt bins have been placed in the village) and Council minutes (Clerk to bring copies for the public at meetings).
END OF OPEN MEETING

755 Minutes
The minutes of the meeting held on 12th February 2003 were approved and signed subject to the following (prop. Cllr. Hodgson, sec. Cllr. Johns) Votes: all in favour
Min. 743 Project Management Group: Charity Commission: second paragraph to commence “Cllr. Smith had received and circulated a letter from a resident…”
Min. 746 Y03/0062/SH Hope Farm: Votes: For 7 Against 1 Abstention 1.
P.5 second para. to read “The Chairman told councillors that Cllr. Johns had spoken to him during the adjournment and he would return and complete his tenure of office as councillor if invited by the Parish Council as a whole”.
749 Web Site last para add “and the cost of terminating the contract.” 
End of minute 749 prior to minute 750 insert: At this point Cllr. Trice left the meeting
The minutes of the Extraordinary meeting held on 1st March 2003 were confirmed and signed subject to the following: (prop. Cllr. Trice, sec. Cllr. Brisley)Votes: For 8 Against 1 Abstention 0.
Min. 754 second para. 4th sentence to read: “The Church will pay for the upper room to be built as well as contributing approximately 15% of the operating costs of the centre…..”
Min. 754 last sentence “Cllr Smith asked to see a copy of the revised Lease before it is signed”. 
Cllr. Smith asked for written questions handed in by the public to be circulated with the next agenda. Cllr. Johns said that he had spent half an hour talking with members of the public after the meeting and had answered all the questions they asked about the new Community Centre.

756 Declarations of Interest
Cllr. Smith declared a non-pecuniary interest in planning matters (member of Development Control Committee, SDC) and Churchill School (School Governor). Cllr. Hodgson declared a non-pecuniary interest in the Churchill School (School Governor, Hawkinge Primary School) Cllr. Johns declared a non-pecuniary interest in the web site (related to webmaster).

757 Matters arising out of the Minutes
(a) Extraordinary meeting
Cllr. Robertson stated that he thought the meeting would take the format of a forum; there had been no suggestion that there would be any changes or redefining of the parameters already decided for the Lease. Cllr. Callahan said he had asked the Clerk to place an item on the agenda for the February meeting “to discuss all aspects of the new community centre”. The item had been deferred to an extraordinary meeting and was the only item on the agenda.
(b) Community Centre (min.753)
Cllr. Johns replied to questions from Cllrs. Smith and Trice. He confirmed that once the Community Centre has registered as a charity it and the Hawkinge Village Hall will be able to merge together to form one charity at a later date. He also confirmed that the decision about the future of the old village hall rests entirely with the Village Hall Management Committee and that the Council’s obligation to provide sufficient car parking spaces was not dependent on their decision.
(c) Trustees for Community Centre
Cllr. Robertson had been appointed the representative of the PC to serve as a Trustee because he had been appointed the representative on the Village Hall Management Committee. It was agreed that his appointment as a Trustee on the Executive Committee of the Community Centre should have formal ratification by the Council.
It was Resolved that Cllr. Robertson be appointed to act as the representative for the Parish Council on the Executive Committee of the Community Centre
(prop. Cllr. Hodgson, sec. Cllr. Trice) Votes: all in favour. 
Cllr. Johns confirmed that the Trust will be independent and he did not think there was a conflict of interests if the Chairman and Vice-Chairman signed documents on behalf of the Parish Council. The Council’s solicitor had been asked for his advice and the Clerk was asked consult KAPC as well. 
(d) Public Rights of Way
Cllrs. Trice and Callahan had attended the East Kent Public Rights of Way/PC Liaison meeting on 27th February. Cllr. Trice said that the officer for Shepway is Mr Edward Denne situated in Dover (tel: 01304 216307). The Countryside and Rights of Way Act 2000 is gradually being introduced mostly through local access forums (one has been created already) that will include representatives of landowners, recreational groups such as walkers and horse riders. He reported that it is hoped to reduce the processing period for diversions to 4 months; under the Town and Country Planning Act for Development there is greater freedom to remove footpaths; if work is carried out on Rights of Way using power tools the FPO needs to know as they have a blanket insurance that covers such work; cycle tracks should ideally run parallel with footpaths and not on them, if they run on them there is a risk of the footpath being removed from the definitive map; permissive cycle tracks can run over footpaths but this right can be removed by the owner of the land if they are overused, more permanent cycle tracks are introduced and preferred; highways include the verges right up to the boundary of the property, this information came from a question about planting on grassed areas alongside properties.
Cllr. Trice said he would like the Council to form a special group to cover Public Rights of Way issues, and requested an item on the next agenda to discuss the proposal.
758 Reports
(a) Project Management Group 
Cllr. Johns reported that the latest version of the Lease changing the Term to 75 years had not been received yet but he believed the Baptist Church had accepted it. The solicitors were proposing that a document that is a binding intention to the Lease be exchanged. This would enable the project to move forward and the builders to start work at this critical juncture so that cash flow meets the final payments. He had met the Quantity Surveyor and Architect to discuss progress but he could not place any orders for fitting out or furnishings until the Agreement to Lease had been signed. The Council needed to move these things forward because as soon as the building is handed over it will be liable for rates and VAT. 
In answer to a question he confirmed that the Agreement to Lease would cover any work done in good faith prior to the signing of the actual Lease and he would give more details of the financial situation in the confidential section. 

Cllr. Johns said that as soon as the Trustees Executive Committee had registered the charity, the Parish Council would ask the solicitor to prepare a Land Register Transfer. He proposed that the Council agree to the transfer in principle at the meeting and ratify the document at the next meeting.
It was Resolved that Hawkinge Parish Council transfer the community centre building to Hawkinge Community Centre Trust whilst remaining Custodian Trustee as it is for the Hawkinge Village Hall 
(prop. Cllr. Johns, sec. Cllr. Robertson) Votes: all in favour

Cllr. Robertson asked if the Trustees intended to appoint a professional manager for the centre. Cllr. Johns said finances were very tight and they must rely on volunteers to get it operational initially. Maintenance and servicing costs for the first year had all been covered. 

It was agreed that arrangements for the opening of the centre be discussed at the next meeting. Cllr. Trice suggested that it could be a two-day event to tie in with the Annual Parish meeting (provisional date 23rd April). The public could be asked to suggest names for the two halls inside the building (web site and notice-board). Councillors were invited to visit the Centre on Saturday morning 15th March.

(b) Community Liaison 
Cllr. Brisley said rubbish deposited in Canterbury Road (north of Canterbury Road/The Street junction) is still not being picked up. She had ordered wild flower seeds for the verges of White Horse Hill; Mr Graham Greene had offered to plant them for the Council. 

(c) Maintenance and Facilities 
Cllr. Smith reported that the Probation Service (C.P.A.) had started work at the Leisuredrome. They had uncovered steps that Sir Winston Churchill must have walked up when he visited Hawkinge Airfield in 1940. He had contacted the plumber and asked him to start work on the kitchen and toilet areas as soon as possible. The Council’s planning application for change of use from agricultural to recreational for land off The Street had been submitted. He had met Mr McCreedy (Parks & Recreation Manager, SDC) on site and discussed SDC’s sports strategy, the proposed plans for the area and the positioning of the football pitches. He had given him the plans prepared by Roger Joyce for the pavilion.

(d) Sports and Grounds Maintenance 
Cllr. Hodgson reported that KCC Footpath HE198 (part) Diversion Order had been granted, subject to the Council confirming that the grass along the new route was not too long and that there are no obstructions. He had asked the Clerk to write to the Transfer Station to ask if they had any objection to the existing entrance gate into the field being moved further along incinerator road so that access will be near the proposed car parking area.

759 Correspondence
(a) Public Consultation Document - Proposed Enlargement of The Churchill School
It was proposed to enlarge the school to enable operation as a 2FE school able to admit 60 pupils each year, bringing it eventually up to a capacity of 420. This would require building an eight-classroom extension to form the junior accommodation at the school. Cllr. Hodgson said the selection criteria should be in favour of Hawkinge children. Cllr. Smith stated that the selection process is changing from September 2003. 
It was Resolved that the Council support the proposal for the proposed enlargement of The Churchill School, Hawkinge (prop. Cllr. Callahan, sec. Cllr. Brisley) Votes: For 7 Against 0 Abstentions 2 (Cllrs. Hodgson and Smith declared an interest) 

At this point Cllr. Hodgson gave his apologies and left the meeting due to work commitments

(b) Draft Local Cultural Strategy for Shepway
Councillors were surprised to find that there was no mention of Hawkinge in the document. It was noted that Mr Jarvis, Head of Leisure, Tourism & Media Services stated that it was a first stage. It was agreed that the Council reply stating that it is hoped the next document will have more clarity and be progressive (copy to the Chairman of Shepway District Council). 
(c) KCC, Waste Management Unit, Private Access Road to Transfer Station 
The Manager advised that the Planning Authority will consult the PC about the operation of the Civic Amenity facility this year and whether the gates at the Canterbury Road end of the private access road should be kept locked. Noted.
(d) Shepway Performance Plan Update 2002/2003 (1 copy) Received.

760 “Youth Facilities in Hawkinge Project” Leisuredrome Plan
It was intended to review the proposal to form a charitable trust led by a Board of Independent Trustees selected from members of the community and concerned bodies to take over the running of the Leisuredrome complex and to approve the projected costs and income of the project. Cllr. Smith said the Clerk had now produced the end of year figures for the Leisuredrome and, having spoken to the Head of Financial Services, SDC, she was able to report that the concurrent services grant based on the actual figures for 2001/02 amounted to £9,409. As this information had only just been sent to councillors, the review was deferred to the next meeting.
Cllr. Johns said he endorsed fully the proposal but he thought that if the Parish Council intended to pay the costs for the first year’s operation, there would have to be a ceiling put on the amount.

761 Finance
(a) Annual Audit 2001/02
The Clerk reported completion of the Annual Audit 2001/02. Notice of 
Conclusion of Audit and Right to Inspect the Annual Return had been displayed in accordance with The Accounts and Audit Regulations 1996 (SI 1996/590)
The District Auditor had telephoned her to say that in view of the fact that the Council’s very large expenditure 2002/03 was due to one project, the accounts could be classified as Intermediate for audit again in 2003. 

(b) Risk Assessment for the year ending 31st March 2003
Cllr. Johns had prepared the Risk Assessment for formal adoption by the Council. 
He went through the document in detail, identified each risk and explained the appropriate measures taken by the Council (a copy of the risk assessment is attached to these minutes in the Minute Book).
It was Resolved that the Risk Assessment be formally adopted by the Council 
(prop. Cllr. Chantry, sec. Cllr. Callahan) For 8 Against 0 Abstention 1 (Cllr. Johns abstained)
Councillors thanked Cllr. Johns for producing a Risk Assessment for the Council.

(c) Insurance Claim: The Hawkinge Bowls Club had asked the Council to send in an 
insurance claim in respect of malicious damage to one of their mats (replacement 
cost approx. £700). The Clerk had forwarded the claim to Zurich Municipal.
(d) Accounts for Payment
It was Resolved that the following accounts be approved for payment.
(prop. Cllr. Callahan, sec. Cllr. Robertson) Votes: all in favour

dated £ 
Folkestone Cleaning Services 12.3.03 153.30 
Village Hall (invest. interest) 36.32 
SEEBOARD 238.18 
Zurich Municipal 1,681.83 
KCC (KCS) 18.58 
Clerk's salary 646.85 
Clerk's expenses 23.57 
Short Mat Bowls Club (reimbursement) 17.25 
Nat.West. EBS DD 10.00 
Web site SO 235.00 
Chairman's expenses 53.86 
SDC (planning applic. half fee) 110.00 
Southern Water 5.98 

(e) Southern Water
Cllr. Smith reported that Southern Water had dug a hole in the Leisuredrome car parking area and the Council had not given permission.
It was Resolved that the Clerk write to Southern Water to ask what work had been done and who had given permission.

762 Plans
(a) The Clerk reported the following decisions by SDC:
Y03/1320/SH Land at Cowgate Lane: Approved
Y03/0012/SH 105 Canterbury Road: Approved
Y03/0046/SH Building, 61 Aerodrome Road (hot food takeaway) Refused
Y03/0062/SH Hope Farm, Crete Road East (green waste) No objection
Y03/0116/SH KCC Waste Transfer Station: No objection
(b) Planning application received since the last meeting:
Y03/0214/SH Wintondale, White Horse Hill, Canterbury Road: erection of a replacement double garage and store: No objection

Cllr. Johns declared an interest and withdrew from the meeting for the following item.

763 Web Site 
Cllr. Trice stated that despite the proposal to transfer the web site to the community centre so that the Council only had to contribute £50 a month in order to retain control of it, he still did not think the site was good value for money.
Cllr. Robertson thought that the Council should accept responsibility for that because it had not contributed material for publication or kept the Webmaster informed of events. He proposed that the Council ask the Trustees of the Community Centre to take on most of the costs because they intend to use the web site to set up an on-line booking system for the efficient use of the halls in the centre and other facilities as well in the future.
It was Resolved that the Parish Council retain 25% stake in the web site (maximum payment £50 per month) in order to keep control of it, and offer 75% to the community centre and other bodies. 
(prop. Cllr. Chantry, sec. Cllr. Callahan) For 8 Against 0 Abstention 1.

764 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.

765 Letter of complaint
Councillors received a letter of complaint from a resident.
It was Resolved that a reply be sent stating that councillors have read the letter and taken cognisance; the account of what happened at the meeting after he left was not correct. Cllr. Johns has the full confidence of the Parish Council
(prop. Cllr. Callahan, sec. Cllr. Robertson) Votes: For 7 Against 0 Abstentions 2

766 KACF – Leisuredrome facility
The Council received an official complaint about the shared bookings at the Leisuredrome by the Army Cadets and the Bowls Club.
It was Resolved that a letter be sent advising Lt. Col. Troy that after April 2003 the Bowls Club will be moving to the new Community Centre and the KACF will have exclusive use of the hall on Monday and Thursday evenings. A letter would be sent to the Bowls Club regarding other matters for complaint.

767 Community Centre
Cllr. Johns gave a financial statement and outlined the work he would like completed before the building is handed over to the Parish Council. This work concerned primarily the security of the building but could not be ordered unless the Lease with the Baptist Church was guaranteed.
It was Resolved that the Agreement for Lease between the Baptist Union Corporation Limited and Hawkinge Parish Council be signed as soon as it is received from Kingsfords, Solicitors.
(prop. Cllr. Robertson, sec. Cllr. Chantry) Votes: For 5 Against 0 Abstentions 4.


The meeting closed at 11.10 p.m.