News

Minutes of an Extraordinary Meeting of HAWKINGE PARISH COUNCIL held on 30th August 2006 at 7.30 pm in the Village Hall

Present: Cllr. Callahan (Chairman) Cllrs. Avery, Brisley, Hogben and Smith

In attendance: Mrs Hardy (Clerk)

Apologies: Cllrs. Punnett and Trice (on holiday) Cllrs. Heasman and Hodgson (Trustees of Hawkinge Community Centre)

The purpose of the meeting was to receive a report entitled “The Future of the Hawkinge Community Centre at the Heart of the Community” written by Colin Franks, Neighbourhood Renewal Advisor with the Department of Communities and Local Government, working on behalf of the Hawkinge Partnership

329 Declarations of Interest

There were no Declarations of Interest.

330 Report on the Community Centre [min.323(b)]

Cllr. Callahan said he had called the Extraordinary Meeting in view of the urgency of the situation. He asked councillors to comment on the report before deciding what action the Council should take. A copy of the report is attached to these minutes in the Minute Book.
Cllr. Smith asked why the Council had not been kept informed by the councillors who represent the Parish Council on the Executive Committee about the situation developing at the Community Centre, and warned that the report was coming. At the time of the handover to the Community Centre Trust the Trustees stated that the Parish Council would be appointed Custodian Trustee of the Charity. This had not been done. As Custodians the Council would have a duty to notify the Charity Commission in writing about the present situation and it could decide to send a copy of the report. He had spoken to the Charity Commission on the telephone and a Case Officer had been appointed. 
Cllr. Avery said the Council should have the freehold transferred into its name. He thought the Council must take into account the Baptist Church and the Post Office who lease part of the building.
The Chairman said the Council gave everything it could to the Project Group when the Community Centre was built but it did not provide core funding that is needed to make it viable in the long term.
It was Resolved that a Report entitled “The Future of the Hawkinge Community Centre at the Heart of the Community” written by Colin Franks, Neighbourhood Renewal Advisor with the Department of Communities and Local Government for the Neighbourhood Partnership be received and it’s content noted.
(prop. Cllr. Smith, sec. Cllr. Avery) Votes: all in favour 

331 Recommendations in the Report

The Chairman asked councillors to decide Council policy and what immediate and future action to take in response to the proposals in the document. 
He made the following proposal from the Chair:
That the Council makes available by way of a grant the sum of £5,000 to the Community Centre Trust to enable it to continue to operate for a 3 month period, subject to the following conditions:
1. The Parish Council is recognised as Custodian Trustee of the Community Centre
2. That a group is formed consisting of at least three parish councillors and persons co-opted by the group that will make reports and recommendations on the future financing of the community centre, the final report to be produced by mid-November.
Cllr. Hogben pointed out that there is a debt of £5,000 to be repaid in September. Cllr. Callahan stated that the Trust has a regular income that can cover the repayment. The grant could be ring fenced to ensure that it is only used to cover running expenses.
Cllr. Smith repeated that the Charity Commission must be informed and the situation is uncertain until a Case Officer has been directed to the charity. There is a possibility the Centre could close and a new Trust be set up. 
The Chairman said if a Group is formed it could insist on the Community Centre producing a set of appropriate accounts and setting up a proper administrative body.
It was Resolved that the Council makes available by way of a grant the sum of £5,000 to the Community Centre Trust to enable it to continue to operate for a 3 month period, subject to the following conditions:
1. The Parish Council is recognised as Custodian Trustee of the Community Centre
2. That a group is formed consisting of at least three parish councillors and persons co-opted by the group. It will make recommendations on the future financing of the community centre and its administration, a final report to be produced by mid-November. 
(prop. Cllr. Callahan, sec. Cllr. Hogben) Votes: all in favour

Cllr. Heasman, Chairman of the Executive Committee, Community Centre Trust, would be advised straightaway about the above resolution and the Trustees asked to accept the conditions in writing within seven days from receipt of the letter. 
Cllrs. Callahan, Avery and Smith offered to serve on the group that will meet as soon as possible with the Trustees. 
All councillors will be consulted before the final report is published. 

332 Future Action

Councillors considered the Council’s future policy. It was concerned about loans taken out by individual Trustees. 
At this point the meeting was opened up to the public to receive their comments
(5 parishioners were present)
It was Resolved that the Parish Council will use its best endeavours to keep the Community Centre open. 
(prop. Cllr. Avery, sec. Cllr. Brisley) Votes: all in favour

The meeting closed at 8.45 pm