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Hawkinge Parish Council

Minutes of a meeting of Hawkinge Parish Council

Held at: The Village Hall, Hawkinge

Date: 12 September 2007 at 7.30pm

Present: Councillor D Callahan (in the chair), Councillor K Avery, J Heasman, G Hodgson, T Hutt, Mrs J James, J Punnett and P Smith.

Officer Present: Mrs Tina Wiles (Clerk)

Apologies for absence Councillor Ms J Brisley


OPEN MEETING

PUBLIC QUESTION AND ANSWER SESSION

A question was asked about what could be done about flooding which was occurring at the mini roundabout at end of Pritchard Drive. Local residents were concerned that fire brigade had been called out recently to remove the manhole cover in order that the water could drain away.

The hand rail down the side of the village hall had become loose and was causing a risk to users.

A question was asked about the possibility of using some of the land at Siskin Close, for the provision of allotment land.

A further question was asked about the provision of traffic control methods in Mill Land and The Street, Hawkinge.


497. DECLARATIONS OF INTEREST

Councillors J Heasman and G Hodgson declared a personal and pecuniary interest in minute 501 (Hawkinge Community Centre Update) but as the item was a general update only they both remained in the meeting and took part in discussion and voting on this item.

Councillor D Callahan declared a personal interest in minute 509 as he knows the correspondent. He remained in the meeting and took part in the discussion and voting on this item.


498. MINUTES

Minutes of the meetings held on 27 June, 12 and 24 July 2007 were submitted and subject to the following amendments to the minutes of 24 July 2007:

Minute 494 (section 106 monies) delete the word “sports facilities” in paragraph 2, line 2 and insert “community facilities” and Minute 495 (Webster Way Bollards) resolution 2, add that the road safety audit be undertaken for the whole of the village, were approved as a correct record and signed by the Chairman.


499. FINANCIAL MATTERS

Proposed by Councillor T Hutt

Seconded by Councillor P Smith and

RESOLVED: To consider this item under the confidential section of the meeting.


500. HAWKINGE FUN DAY ARRANGEMENTS AND PARISH COUNCIL PARTICIPATION

.1 SPORTS AND ACTIVITIES WORKSHOP DAY 8 SEPTEMBER 2007 IN CONJUNCTION WITH THE FUN DAY

On 8 September 2007 the Parish Council undertook two Sports and Activities workshops in conjunction with the Hawkinge Fun Day. The purpose was to give local people an opportunity to participate in how the section 106 money should be spent. A consultant is working with the Parish Council and will be collating the information gained at the event. It was reported that the workshops had been a success and had identified various key areas for consideration. These details would be included in the consultants’ report which would be available in mid September.

.2 PARISH COUNCIL REPRESENTATION

It was reported that the Parish Council marquee had been successful with a steady stream of people visiting it throughout the day. A list of residents offering to help with the Community Litter Pick had been drawn up and this had been handed to Tanya Clark to follow-up. Recycling issues were raised and particularly queries about the provision of brown bins. This was also being followed up.

The Parish Plan preliminary consultation had received a very strong response on the day and Victoria Lawson from Action with Communities in Rural Kent was currently assessing the comments and would let the Parish Council have a report of the outcome.

Proposed by Councillor D Callahan

Seconded by Councillor K Avery and

RESOLVED: To receive and note the report.

(Voting: For 8; Against 0; Abstentions 0)


501. HAWKINGE COMMUNITY CENTRE UPDATE

Case Kent has been working with the Trustees of the Community Centre and the stakeholder group to progress the incorporation of the Centre. The Community Centre has now been registered as a charity and progress is being made on the transfer of assets. A meeting was held recently to discuss progress with the membership launch and to plan the trustee recruitment drive. This is excellent work and further updates will be provided.

In response to a question regarding what the benefits were of becoming a member it was reported that the final details were still being addressed. It was hoped that the membership drive would provide an opportunity for people to express an interest in becoming a Trustee.

Proposed by Councillor D Callahan

Seconded by Councillor J Heasman and

RESOLVED: To receive and note the report.

(Voting: For 8; Against 0; Abstentions 0)


502. SECTION 106 MONEY – PROGRESS UPDATE

On 25 July 2007 the Parish Council met with District Councillor David Godfrey, the other district councillors and Jeff Stack, Corporate Director, Planning and Environment of Shepway District Council. REPORT HPC/07/06 attaches a Draft Wish List and the correspondence sent to the District Council asking for detailed information.

A response from Jeff Stack dated 12 September 2007 was circulated to Councillors prior to the meeting where email was available. Councillors were disappointed that the District Council were not supporting the Parish Council more strongly, particularly in respect of certain elements which were considered part of the infrastructure and safety issues the costs of which should met by the developer.

Proposed by Councillor D Callahan

Seconded by Councillor J Heasman and

RESOLVED:

1. To receive and note the report.

2. To respond to the District Council expressing concern and disappointment regarding the likely costs that the Parish Council will have to pay out of the Section 106 monies for items which should be paid for from other sources.

(Voting: For 8; Against 0; Abstentions 0)


503. LAND AT SISKIN CLOSE – OLD OFFICERS MESS SITE

The Parish Council have noted that Shepway District Council have received a windfall payment from the lifting of the covenant on the above land.

The Parish Council would like to formally request the District Council to allocate a proportion of the £465.5k for use by the Parish Council for additional community facilities needed in Hawkinge which include allotment land, Community Centre enhancements and recreation facilities.

Proposed by Councillor P Smith

Seconded by Councillor T Hutt and


RESOLVED:

To formally ask the District Council to allocate the whole of the windfall payment of £465.5k, for use in Hawkinge.

(Voting: For 8; Against 0; Abstentions 0)


504. FINANCE AND GENERAL PURPOSES COMMITTEE – 1 AUGUST 2007

The Finance and General Purposes Committee met on 1 August 2007, minutes attached, and considered the electoral registration arrangements for Hawkinge. The full report is detailed in the minutes of the F&GP Committee.

Proposed by Councillor T Hutt

Seconded by Councillor J Heasman and

RESOLVED:

1. To receive the minutes of the Finance and General Purposes Committee held of 1 August 2007.

2. To formally request the District Council to carry out a review to increase the number of Councillors for Hawkinge Parish.

3. To register the possibility of the Parish Council keeping the premises at 111 Canterbury Road, Hawkinge in the future and that this be referred to the Finance and General Purposes Committee for further consideration.

4. To consider a corporate logo for the Parish Council and to ask the Community Services Advisory Committee to make recommendations to the Parish Council at a future meeting.

(Voting: For 8; Against 0; Abstentions 0)


505. COMMUNITY SERVICES ADVISORY COMMITTEE

To receive the minutes of the Community Services Advisory Committee of 30 July 2007.

Proposed by Councillor P Smith

Seconded by Councillor D Callahan and

RESOLVED:

1. To receive minutes of the Community Services Advisory Committee held on 30 July 2007.

2. To appoint Councillor Tony Hutt to the Community Services Advisory Committee.

(Voting: For 8; Against 0; Abstentions 0)


506. BRITISH TREE CONSERVATION VOLUNTEERS

In September 2006 the Parish Council resolved to make a contribution of £100 to the British Tree Conservation Volunteer Organisation which is a registered charity.

The Tree warden assigned to Hawkinge is Mr Allan Rogers. Mr Rogers has become involved with Hawkinge Environmental Group, HEdGe, guided by Steve Walker of the White Cliffs Countryside Project.

In the event of the Parish Council needing to seek advice in any matter relating to trees, it would first contact Shepway District Council. This would be particularly relevant as part of the planning process.

The BTCV is a registered charity who would provide additional advice via a designated warden if the Parish Council requests this. Mr Rogers is suggesting that the Parish Council no longer support the BTCV and instead support HEdGe who will work on local projects.

Proposed by Councillor P Smith

Seconded by Councillor J Punnett and

RESOLVED:

1. To receive and note the report.

2. To ask a representative from Hedge to attend a meeting of the Community Services Advisory Committee to give further details about how it is funded and how the work it undertakes would benefit the local community.

(Voting: For 8; Against 0; Abstentions 0)


507. PLANNING MATTERS

1. The list of planning applications received since the last meeting was circulated and is attached as Appendix 2.

2. Councillors reviewed the current method of circulating planning applications around the Planning and Development Group. It was suggested that the plans be viewed at the Hawkinge Partnership Office instead of being circulated.

3. An update on development at 72 The Street, 105 Canterbury Road and the removal of trees by the developer from the site adjoing a bungalow in Aerodrome Road, referred to the Planning Investigation Team at a previous meeting was circulated with the agenda.

It was reported that in respect of application reference Y07/0793/SH 34, The Street, Hawkinge, the views of the Parish Council had not been placed before the Development Control Committee.

Proposed by Councillor P Smith

Seconded by Councillor J Heasman and

RESOLVED:

1. To receive and note the responses of the Planning and Development Group detailed in the Report.

2. To note the report from the Planning Investigation Officer.

3. To write to the Planning Department asking why the Parish Council’s views were not placed before the Development Control Committee in respect of application Y07/0793/SH.

(Voting: For 7; Against 0; Abstentions 1)


508. CANTERBURY ROAD PROJECT – PROGRESS UPDATE

The Chairman introduced the item and because he was aware that the representative of the Canterbury Road Shopkeepers group wished to put forward its views to the Parish Council and had not been asked to do so by Kent Highway Services or the Hawkinge Partnership it was:

Proposed by Councillor D Callahan

Seconded by Councillor K Avery and

RESOLVED:

1. To adjourn the meeting to allow the representative of the Canterbury Road Shopkeepers to speak.

Voting: For 8; Against 0; Abstentions 0)

The representative addressed the Parish Council.

The Meeting then resumed.

This project is being pursued by Kent Highway Services and a formal public consultation was held about this at the Fun Day on 8 September 2007 promoted by the Parish Council and the Hawkinge Partnership. The Parish Council also raised this issue at the meeting with District Councillor David Godfrey on 25 July 2007 as this project is included in the suggested uses for Section 106 money by the District Council. Following the public consultation on 8 September 2007, the Parish Council were invited to attend a presentation of the scheme by Gary Peak. The session incorporated a question and answer session. This was held on Monday 10 September. The details of the information discussed at the meeting were circulated to Councillors as an addendum and that is attached to these minutes as Appendix 3.

The Hawkinge Partnership are promoting complementary project for the shop front area of Canterbury Road and are likely to have £15,000 of funding available for this.

Councillor Keven Avery as the Parish Council’s representative on the Hawkinge Partnership Board and in this capacity is the Parish Council’s representative on the Connecting Hawkinge, Canterbury Road Project gave an update at the meeting on the progress being made. A copy of his report is attached as Appendix 4.

Proposed by Councillor P Smith

Seconded by Councillor J Heasman and

RESOLVED:

1. To receive and note the reports.

2. To support in principle the whole Canterbury Road scheme presented for public consultation.

3. To ask Gary Peak to provide details of the elements of phase ll of the Canterbury Road Project for consideration by the Parish Council to enable it to recommend the allocation of funds as required up to £65k from Section 106 monies for the whole of the Canterbury Road Project.

4. To ask Gary Peak to take into consideration the views of the shopkeepers in the village.

5. To allocate £3,000 from this years’ budget towards the Canterbury Road Shop Front Proposal to support and enhance the project.

6. To lead on the Canterbury Road Shop Front Project throughout the three year project with support from the Connecting Hawkinge Group, and other community groups including the Gardeners’ Society, local schools and the Hawkinge Partnership(HP) and to administer the budget which will include the £15K grant from the HP in the first year with the possibility of funding from  other sources in the following years.

(Voting: For 8; Against 0; Abstentions 0)


509. VILLAGE CORRESPONDENT

The village correspondent is employed by South Kent Regional Newspapers to provide information about news items going on within the village. It has become apparent that negative information is being reported, and that important positive information is not being reported. The matter requires some investigation and a policy and communication strategy put in place between the Parish Council and the correspondent to ensure that the positive information is reported.

RESOLVED:

1. To appoint Councillor Tony Hutt to liaise with the Village Correspondent and keep him updated on events in the village.

2. To write to the Editor of the Folkestone Herald explaining the Parish Council’s disappointment about the negative comments being published and informing that the Parish Council would be liaising with the Village Correspondent and copying in the Folkestone Herald.

(Voting: For 8; Against 0; Abstentions 0)


510. FOOTBALL GROUND – PROBLEM WITH DOGS

A letter has been received identifying issues to be looked into at the football ground relating to access and people dog walking. This is a matter of information for the Parish Council and it is suggested that this be referred to the Community Services Advisory Committee working with the Sports and Recreation Sub-Committee to advise the Parish Council on appropriate action that may be taken.

Proposed by Councillor P Smith

Seconded by Councillor J Heasman and

RESOLVED:

To refer this matter to the Community Services Advisory Committee to work with the Sports and Activities Sub-Committee to consider putting up signs requesting that all dogs be kept on a lead whilst on the footpath.

(Voting: For 8; Against 0; Abstentions 0)


511. CORRESPONDENCE

Items of correspondence circulated with the agenda are:

1. Letter dated 22 August from the Hawkinge Partnership is offering free training to councillors on Saturday 27 October 2007. Please inform the clerk if you would like to reserve a place.

2. Update Report from Tanya Clark, Community Warden.

An additional item of correspondence was reported at the meeting as follows:

Letter from Art At Hawkinge dated 9 September 2007 asking for financial assistance towards an Arts and Crafts Festival to be held on 27 October 2007 in the Community Centre. The letter gave a detailed breakdown of expenditure and outlined the benefits to local residents.

Proposed by Councillor P Smith

Seconded by Councillor G Hodgson and

RESOLVED:

1. To make a donation of £100 towards the Arts and Crafts Festival to be held on 27 October 2007.

(Voting: For 8; Against 0; Abstentions 0)


512. CONFIDENTIAL MATTERS

Proposed by Councillor T Hutt

Seconded by Councillor K Avery and

RESOLVED: To exclude the public from the meeting for the following item of business pursuant to the provision of sub section 100 & 102 of the Local Government Act, 1972 because publicity would be prejudicial to the public interest by reason of the confidential nature of business to be transacted.

(Voting: For; 6 Against; 0 Abstentions; 1)

513. The Clerk circulated the schedule of payments to be made following the meeting. A copy of the schedule is attached as Appendix 1.

Parish Council considered a revised section 1 of the Audit of Accounts return and wase asked to approve the amendments.

Proposed by Councillor T Hutt

Seconded by Councillor K Avery

RESOLVED:

1. To receive and adopt the schedule payments attached at Appendix 1.

2. To approve the amendments for submission to the audit commission.

(Voting: For 7; Against 0; Abstentions 0)