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Minutes of a meeting of HAWKINGE PARISH COUNCIL held on 9th April 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
There was only one question about a planning application that had not been received by the Council to date. 
END OF OPEN MEETING

768 Minutes
The minutes of the meeting held on 12th March 2003 were confirmed and signed subject to the following (prop. Cllr. Hodgson, sec. Cllr. Robertson) Votes: all in favour.
Min. 757(a) 3rd line “Cllr. Callahan said he had asked the Clerk to place a proposal on the agenda for the February meeting……”

769 Declarations of Interest
Cllr. Smith declared a non-pecuniary interest in planning matters (member of Development Control Committee, SDC)

770 Matters arising out of the Minutes
(a) KAPC Planning Information Day 15th March
Cllr. Trice gave a report on the Information Day. A representative of the Planning Applications Unit, KCC spoke about the Kent Structure Plan 4th Review and the Planning Services Manager of Swale DC talked about the new Planning and Compulsory Purchase Bill and changes to the Local Planning System. Mr Rodney Williams, KAPC gave advice about how Parish Councils can influence the planning system. Cllr. Trice said Regional Spatial Strategies will replace Structure Plans; Local Development Documents will replace Local Plans; and Statement of Development Principles will replace Outline Planning Permissions. Councillors were told that comments made on plans should be the Parish Councils, not the views of some members. Cllr. Robertson stated that the Council’s Planning Group was delegated to take decisions on minor applications such as extensions and report their decisions to the Council; and to bring other planning applications to full Council for a decision.
(b) Annual Parish Meeting
The Council had decided to hold the Parish Meeting during April in the new community centre. The centre would not be ready to open until mid-May. Cllr. Trice proposed that the Parish Meeting be held before 1st June in the new community centre to coincide with an open day. It was agreed that arrangements for an open day be discussed later.
(c) Trustees for Community Centre
KAPC had been consulted about a possible conflict of interests if the Chairman and Vice-Chairman signed documents on behalf of Hawkinge Parish Council and on behalf of the Hawkinge Community Centre Trust. KAPC advised that there was no conflict of interest because the Chairman and Vice-Chairman are signing in their capacity as representing the entire Council as a corporate body.
(d) Brown Wheelie Bins
The Clerk had made enquiries in response to a question from a resident at the last meeting. Brown wheelie bins for garden refuse are only being supplied by SDC to some areas (Seabrook, Cheriton, some parts of Hythe) not Hawkinge.

771 Reports
(a) Project Management Group 
Cllr. Johns reported that he had received a letter from the Property Services 
Manager, SDC, dated 18th March that raised issues about the land rear of the 
Community Centre. The Parish Council was granted certain rights to use the area for car parking, subject to certain conditions. In view of the urgency of the situation, a meeting was arranged between Cllr. Johns and officers of SDC namely, Stuart Byrne, Corporate Policy Services Manager, Jo Gabell, Solicitor, Steve Holley, Property Services Manager, Chris McCreedy, Parks and Recreation Manager, Jeff Stack, Head of Planning and Building Control Services and Keith Plowman, Head of Financial Services. Also present were District Councillor Colin Tearle, District Secretary without Portfolio, Roger Joyce, Architect, and the Clerk. There was a long discussion about the retained land. The PC had used its Best Endeavours to obtain the required number of parking spaces elsewhere. It must present a management plan showing overspill car parking spaces before holding a major event in the Community Centre.
The other matter on the agenda was the release of 106 monies. Cllr. Johns had asked for the release of £55,593 originally invested in purchasing the football pitch land and for an extension of time against continuance of the PC’s remaining obligation to build just a basic changing facility. This matter was subsequently referred to the Development Control Committee for a decision and the transfer of the money and extension of time was granted. 
Cllr. Johns said it was agreed by everyone that it was a very constructive meeting.
The Lease to the Baptist Church of the upper room in the Community Centre had been agreed with the addition of a Break Clause that would give the Baptist Union the right to break the lease at any time after the tenth anniversary of the commencement date by giving the Council 6 month prior notice. No monies would be refunded. Cllr. Johns deferred other matters and a financial report to the confidential section.

(b) Community Liaison 
Cllr. Brisley had received the wild flower seeds that she had ordered for planting on the verges of White Horse Hill. 
Cllr. Callahan said that more post boxes are needed in the village. It was agreed that councillors suggest where they should be located and ask Royal Mail to provide them. Deferred to the next meeting.

(c) Maintenance and Facilities 
Cllr. Smith reported that C.P.A. were still working inside the building and paint and some wood would have to be paid for by the Parish Council. 
Churchill School: the nursery had arrived and phase I would be finished by the end of May. The next phases II, III and IV are now being considered.

(d) Sports and Grounds Maintenance 
Cllr. Hodgson reported that there had been a meeting with the Cricket Club and he confirmed that there would be a joint project for the pavilion/changing facilities. Cllr. Johns said that the value of Cricket Club assets could be added to Parish Council assets when applying for grants that need match funding.
Cllr. Hodgson reported that the gate at the Cricketer’s Close entrance had been stolen. It was agreed that a different type of hinge was needed to prevent it happening again.
It was Resolved that the PC go back to Jackson’s Fencing and purchase a replacement gate with secure hinges so that it cannot be removed. 
(prop. Cllr. Callahan, sec. Cllr. Chantry) Votes: all in favour

772 Public Rights of Way 
Cllr. Trice proposed that a Group be formed to make sure all existing rights of way in Hawkinge are maintained. He had prepared draft Terms of Reference.
It was Resolved that the proposal to form a Public Rights of Way Group be accepted and enacted by the next Council after 1st May.
(prop. Cllr. Hodgson, sec. Cllr. Callahan) Votes: all in favour

773 Correspondence
(a) Lt.Col Troy, KACF reply to PC’s letter. KACF were delighted the Bowls Club 
would be using another venue and the Cadets will have exclusive use of the hall 
on their allocated evenings for their activities.
(b) S.E.England Regional Assembly “No Time to Waste”consultation draft. Received
(c) Kent County Council/Kent Police Rural Partnership. The Rural Partnership 
Manager advised that Hawkinge has been allocated a Warden. The Warden will 
receive a seven week comprehensive training course and be deployed at the 
beginning of June.

774 “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 he was waiting to hear from a possible sponsor and asked for consideration of the plan to be deferred to the next meeting.
Cllr. Johns said he hoped the Trust could be set up and the next Council would enact its responsibilities regarding the sports ground within the 2-year period granted by SDC. 

775 Finance
(a) The Clerk reported that the financial year ended on 31st March and she would 
prepare the accounts for the Internal Auditor within the next few weeks.
(b) Accounts for payment:
It was Resolved that the following accounts be approved for payment (prop. 
Cllr. Robertson, sec. Cllr. Johns) Votes: all in favour
dated £ 
Cyril Orchard Group (Q.S.) 19.3.03 4,061.59 
GSE Design & Build Ltd. " 113,388.64 
GSE Design & Build Ltd (balance) 8.3.03 18,000.00 
KAPC (Clerk's Info. Day) " 47.00 
Folkestone Cleaning Services 9.3.03 153.30 
Tyler's (Stationers) 15.22 
C.D.Tearle (106 monies) 1,132.28 
Audit Commission 763.75 
Clerk's expenses (inc. tel.a/c) 88.82 
Clerk's salary 669.24 
Webmaster SO 235.00 
NatWest Bankline DD 10.00 
Cllr. M.J.Brisley (reimbursement) 25.25 

776 Plans 
(a) M.J.Carter Associates Environmental Impact Assessment of the proposed 
development by Pentland Homes. Copies of the document had been circulated. 
Cllr. Robertson said he agreed with the principle that the relief road should be completed as long as it did not become an access road for houses rather than a proper through road. Cllr. Trice asked what was the outcome of the housing survey (min.732). It was decided that councillors send their comments to the Clerk who would also send the comments submitted to a previous Environmental Impact Assessment in 2001.
(b) KCC DO/92/1099/R3: Householders Waste and Recycling Centre, Fernfield 
Lane. Variation of Condition 3 being extension of hours of opening. Noted.
(c) Planning applications received and comments sent:
Y03/0259/SH 104 The Street: erection of an attached garage and porch and construction of a new vehicular access: No objection
Y03/0263/SH The Barn, Terlingham Manor, Gibraltar Lane: provision of first floor for residential/office including erection of an external staircase (non-compliance with condition 3 of planning permission Y00/0354/SH) No objection
Y03/0279/SH 5 Cricketers Close: erection of a single storey rear extension. 
No objection.
Y03/0285/SH Land off The Street: change of use of land from agricultural to recreational. (Parish Council’s p. application) Full support
Y03/0301/SH Cowgate Farm, Cowgate Lane: change of use of cow shed to farm shop. No objections provided Kent Highways do not see a problem with extra traffic using the lane. Strongly support the sale of fresh food.
Y03/0325/SH 2 Maple Drive: extension to garage: No objection
It was Resolved that the comments of the Planning Group sent to SDC on behalf of the Parish Council be approved. (prop. Cllr. Hodgson, sec. Cllr. Robertson) Votes: For 8 Against 0 Abstention 1

777 Community Centre
Cllr. Callahan said he and other councillors had attended the Annual Meeting of the Village Hall. He was concerned that there was a conflict of interest for a councillor who was acting as Trustee to the Village Hall and the Community Centre. The PC’s Business Plan needs councillors to encourage the use of the Community Centre. The charges for the Community Centre were not known and he could not see how the two charities were going to be run. 
Cllr. Robertson explained that the original intention was for the Trustees of the Village Hall to take on the running of the new Community Centre, but the Trustees had not wanted to be involved. As a Trustee of the Community Centre and the representative for the PC on the Village Hall Management Committee he thought his duty was to safeguard the use of the Village Hall in case there was a demand for it in the future. The top priority is to get the Community Centre working to its full capacity.
Cllr. Johns said the base line prices are £8 per hour for the small hall and £12.50 per hour for the big hall. The Community Centre Trust was launched as quickly as it could be with only 5 Trustees (maximum 9). 
Cllr. Johns stated that the Business Plan for the Community Centre over a 5-year period is in the document entitled “Proposals for the Phased Development of Community Facilities within Hawkinge Village and the Associated Financing”. The Charity Commission require a Business Plan and Terms of Reference in their registration application form. The Leisuredrome will have to produce a similar plan. 
The Council received the Land Register Transfer document from Kingsfords [min.758(a)]
It was Resolved that the Land Register Transfer document, agreed in principle at the meeting held on 12th March 2003, be ratified.
(prop. Cllr. Robertson, sec. Cllr. Hodgson) Votes: In favour 8 Against 0 Abstention 1. 

778 Opening Ceremony for Community Centre
Councillors agreed that the PC should be responsible for the formal opening of the centre when the Hawkinge Community Centre Trust is ready.
It was Resolved that the Parish Council wait until it is informed by the Hawkinge Community Centre Trust when the hall is ready for a formal ceremony so that the Parish Council can fix the date and make the necessary arrangements.
(prop. Cllr. Callahan, sec. Cllr. Robertson) Votes: all in favour

779 Council Elections 1st May 2003
The Chairman said there would be no elections in Hawkinge because nine persons were nominated to stand for election. Three councillors were leaving the council. 
He thanked Cllr. Johns for all the work he had done as Project Manager for the Community Centre, and Cllrs. Robertson and Chantry for their work for the Council and community.

780 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.


781 Review of Clerk’s salary
Councillors received notice from KAPC of the 2003 national salary award for local council clerks. The Chairman said that in 2002 the Council increased the hours paid in order to take into account the increased workload created by the community centre project. It was agreed that the number of hours per week should remain the same until 1st April 2004. 
It was Resolved that in accordance with National Joint Council rates the Clerk be paid as follows commencing 1st April 2003. 
SCP 21 £8.58 per hour x 18 hours weekly = £8,030.88 per annum (£669.24 monthly) (prop. Cllr. Robertson, sec. Cllr. Hodgson) Votes: all in favour

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

782 Community Centre
Councillors received two letters from Kingsfords dated 8th April regarding Proposed Lease to Hawkinge Free Church and Proposed Transfer of the Freehold to the Community Centre from Hawkinge Parish Council to Hawkinge Community Centre Trust; and Hawkinge Parish Council - proposed Lease to the Baptist Union Corporation Limited – important points in relation to the lease.
Councillors asked the Clerk to provide written evidence that in the event of the Hawkinge Community Centre failing the freehold title remains with the PC (Custodian Trustee) before the TR1 document was enacted. The Model Constitution for a Charitable Unincorporated Association GD3 sections M Property and V Dissolution were sent the following day.

783 Loan
Cllr. Johns explained to councillors that there would be a cash flow problem unless the monies were received from the Baptists Union before the next account from GSE was due. He had obtained the necessary documents from KAPC to request a short-term loan from Public Works Loans Board.
It was Resolved that the document be signed and a loan raised if necessary and to a value to cover the Council’s exposure on cash flow. (prop. Cllr. Robertson, sec. Cllr. Chantry) Votes: all in favour
{NB in the event the loan was not needed)


The meeting closed at 10.30 p.m.