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Minutes of a meeting of Hawkinge Parish Council

Held at: The Village Hall, Hawkinge

Date: 10 September 2008

Present: Councillor D Callahan (Chairman), Councillors Ms J Brisley, G Hodgson, T Hutt, T Ollerenshaw and C D Tearle

Apologies for Absence: Councillors J Heasman, Mrs P Meloy (holiday) and P Smith (unwell)

Officer Present: Mrs Tina Wiles (Clerk)



OPEN MEETING

PUBLIC QUESTION AND ANSWER SESSION

Two questions were asked and responses given, which are detailed on the attached schedule attached to these minutes.


623. DECLARATIONS OF INTEREST

Councillors D Callahan, J Heasman, T Hutt and C D Tearle declared personal interests in minute 635 (Hawkinge Community Centre). Their interests arose because they are Trustees of the Community Centre. As the item was an update only, they remained in the meeting and took part in the discussion and voting on this item.

Councillor T Hutt also declared a personal interest minute 626 (financial matters). His interest arose because he had arranged the works undertaken at the Sports Ground, he remained in the meeting and took part in the voting on this item. He also declared a personal interest in minute 637 (Planning Matters – Letter for information re Maypole Farm). His interest arose as his daughter lived in Mill Lane which backed onto the land. As this item was information only, he remained in the meeting and took part in the discussion and voting on this item.


624. CO-OPTION OF PARISH COUNCILLOR

Following a recent resignation notices have been posted in the village stating that the vacancy will be filled by way of co-option. Persons interested were asked to apply in writing to the Clerk by 4th September 2008. Three expressions of interest were received. For various reasons only one applicant was able to be considered.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and


RESOLVED:

1. To appoint Timothy Ollerenshaw to fill the vacancy on the Parish Council.


(Voting: For 5; Against 0; Abstentions 0)


Note: Councillor Ollerenshaw completed the Declaration of Acceptance of Office and joined the meeting.


625. MINUTES

Minutes of the meeting held on 9 July 2008 were submitted, approved as a correct record and signed by the Chairman.


626. FINANCIAL MATTERS

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


Proposed by Councillor C D Tearle

Seconded by Councillor Ms J Brisley and


RESOLVED:

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


(Voting: For 5; Against 0; Abstentions 1)


627. HAWKINGE FUN DAY – DONATION

On 9th July 2008, the Parish Council resolved to participate in the Hawkinge Community Fun Day to be held on 13 September 2008. A team of Councillors are currently preparing the Parish Council’s display. Last year the Parish Council made a donation of £100 to the event and a further request has been received this year.


Proposed by Councillor T Hutt

Seconded by Councillor Ms J Brisley and


RESOLVED:

1. To make a donation of £200 to the Hawkinge Fund Day Event.


(Voting: For 4; Against 1; Abstentions 1)


628. APPOINTMENT TO VILLAGE HALL MANAGEMENT COMMITTEE

Following the resignation of John Punnett a vacancy exists for a Councillor nomination to the Village Hall Management Committee. The Parish Council has two nominations and Councillor Ms Joan Brisley is the other representative.


Proposed by Councillor T Hutt

Seconded by Councillor Ms J Brisley and



RECOMMENDATION: To appoint Councillor Tim Ollerenshaw to the Village Hall Management Committee for 2008/09.


(Voting: For 5; Against 0; Abstentions 1)


629. APPOINTMENT OF REPRESENTATIVE ON THE YOUTH WORKING GROUP OF THE HAWKINGE PARTNERSHIP BOARD

At the Annual Parish Council meeting, Councillor Ms J Brisley was appointed as the Parish Council’s representative on the Youth Working Group. Councillor Brisley has written to the Parish Council saying that because of her poor health she is unable to continue as the Parish Council’s representative. Councillor Mrs P Meloy has been attending these meetings in Councillor Ms Brisley absence, as deputy.


Proposed by Councillor Ms J Brisley

Seconded by Councillor D Callahan and


RESOLVED:

1. To thank Councillor Ms Joan Brisley for the work and commitment she has given this group.

2. To appoint Councillor Mrs Meloy as the Parish Council’s representative on the Working Group, with Councillor P Smith as Deputy.


(Voting: For 5; Against 0; Abstentions 1)


630. COUNCILLORS REGISTER OF INTERESTS

Following the appointment of some Parish Councillors to the Board of Trustees of the Community Centre it was necessary for them to amend their register of interests. This identified that not all Parish Councillors had completed the copy they had received from the District Council. All Councillors were circulated with a further copy with Councillor Update 21 in which they were asked to return the completed forms to the Clerk at the meeting.


Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and


RESOLVED: To ask the Clerk to copy and send the completed Register of Interest Forms to Shepway District Council.


(Voting: For 5; Against 0; Abstentions 1)


631. VILLAGE HALL CAR PARK

REPORT PC/08/03 outlines options for enhancements to the village hall car park from within Section 106 monies.


Proposed by Councillor T Hutt

Seconded by Councillor Ms J Brisley and


RESOLVED:

1. To receive and note the report.

2. To approve option 1 as the preferred scheme for provision from within Section 106 monies.

3. To proceed with a computer assisted design of option 1 to progress the scheme.


(Voting: For 4; Against 0; Abstentions 2)


632. GIFT TO THE PARISH COUNCIL – THREE ACRE FIELD NEAR COOMBE WOOD

Councillor Update 22 issued on 27 August gave details of a proposed gift to the Parish Council of a three acre field near Coombe Wood, Hawkinge. A trust is being set up by the person making the gift and this will commence in August 2009. The initial request is that the Parish Council consider the continued use of the field as an informal nature reserve for the benefit of the residents of Hawkinge. A further report giving the details will be given to the Parish Council.


Proposed by Councillor T Hutt

Seconded by Councillor C D Tearle and


RESOLVED:

1. To receive and note the report.

2. To accept the gift and to agree to the continued use as informal nature reserve.

3. To write expressing the thanks of the Parish Council for this gift.

4. To ask the Finance and General Purposes Committee to progress the terms of the Trust as required and to report back to the Parish Council.

5. To ask the Finance and General Purposes Committee to include consideration of the future maintenance of this asset within the Parish Council’s budget.


(Voting: For 5; Against 0; Abstentions 1)


633. SPITFIRE LEISUREDROME

Following the grant of Planning Application on 22 April 2008, the Parish Council was asked to comply with a condition which required the submission of a detailed estimate in connection with improvements to light and wall surfaces at the Community Centre. This information was prepared by the Parish Council Agent, Kent Planning and has been submitted to the District Council. The Parish Council has been advised that planning permission will be despatched shortly. Councillors have been kept fully up to date on progress by way of Councillors Updates and this report is for information only.


Proposed by Councillor T Hutt

Seconded by Councillor C D Tearle and


RESOLVED: To receive and note the report.


(Voting: For 5; Against 0; Abstentions 1)



634. FINANCE AND GENERAL PURPOSES COMMITTEE – 23 JULY 2008

To receive the minutes of the Finance and General Purposes Committee of 23 July 2008, circulated with the agenda, with the exception of minute 76, Provision of Changing Facilities at the Football Ground, which makes recommendations to the Parish Council.


The Committee considered the provision of changing facilities at the football ground and drew upon the experience it had gained following the visits to Staplehurst Parish Council and Ashford Mini Soccer Centre. Full details of the visits are included on appendix 1 to the Minutes of the Finance and General Purposes Committee of 23 July 2008. The Committee;


RESOLVED TO MAKE THE FOLLOWING RECOMMENDATIONS TO THE PARISH COUNCIL:

1. To pursue in-house, the provision of changing facilities using the funds available from the Parish Council..

2. To write to SEEDA for match funding for the provision of a sectional type building like that of the Ashford Mini Soccer Centre

3. To visit one other changing room facility.


Councillor Tearle, Chairman of the Finance and General Purposes Committee said that there had been an increased level of bookings of the two pitches by senior teams. Hawkinge Youth Football Club had not been using the ground, although all clubs had been contacted.


Councillor Hutt thanked Councillor Tearle for preparing the ground and putting up the nets.


Proposed by Councillor T Hutt

Seconded by Councillor C D Tearle and


RESOLVED:

1. To receive and note the report..

2. To approve recommendations 1, 2 and 3 of the Finance and General Purposes Committee of 23 July 2008.

3. To conclude the Football Project Review Group and to re-establish the Group to with the task of providing changing facilities In-House.


(Voting: For 4; Against 1; Abstentions 1)


635. COMMUNITY CENTRE – UPDATE

At its meeting on 9th July 2008 the Parish Council was advised that new trustees of the Community Centre had been appointed. Councillor Colin Tearle, the Parish Council’s appointed Trustee gave a progress update.


The update focused on the work that the new Trustee have undertaken to date including, a review of personnel, the establishment of internal controls, opening hours, procedures for bookings, meetings of the Board and occupancy averages. Councillor Tearle said that the Board had a clear vision of how to progress.


He also said the toilet facilities in the Community Centre were being used by the public. The Parish Council had in the past operated a public toilet situated in the village hall car park and since the removal of this facility the Community Centre had provided this service although it was not always open.


Proposed by Councillor G Hodgson

Seconded by Councillor T Hutt and


RESOLVED: To receive and note the update.


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


636. HAWKINGE PARISH ALLOTMENT

At its meeting on 9th July 2008, Councillor T Hutt, Lead Councillor for Allotments announced that the Parish Council had obtained land for an allotment in Stombers Lane, Hawkinge. Written confirmation of the details of the proposed 30 years lease is still awaited from Shepway District Council, who own the land. The delay is being caused because planning permission is being sought from Dover District Council. The Parish Council is anticipating full details shortly and in the meantime has held preliminary discussion with Hawkinge Allotment Society who it is intended will run the allotment in Partnership with the Parish Council. It was suggested that a working group be set up to progress the allotment.


Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and


RESOLVED:

1. To welcome the allotment within Hawkinge Parish and to agree in principle to enter into a lease subject to the satisfaction of the Parish Council..

2. To ask the Finance and General Purposes Committee to look at the detail of the lease and make recommendations to the Parish Council where necessary.

3. To appoint The Chairman and Vice-Chairman to lead the working group and to work in Partnership with Hawkinge Allotment Society to progress the allotment.

4. To receive regular reports from the working group.


(Voting: For 5; Against 0; Abstentions 1)


637. PLANNING MATTERS

The list of planning applications received since the last meeting was reported giving details of the responses sent to the District Council by the Planning and Development Group for endorsement.


The Council also received and noted a letter from Kent Planning raising potential issues at Maypole Farm.


Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and

RESOLVED:

1. To receive and endorse the responses of the Planning and Development Group detailed appendix 2..

2. To receive and note the letter from Kent Planning about potential planning issues at Maypole Farm, The Street, Hawkinge.


(Voting: For 5; Against 0; Abstentions 1)


638. CORRESPONDENCE


The Report of the Community Warden for September 2008 was circulated at the meeting.


Two items of correspondence were attached to the agenda.


1. Letter from Royal Airforce Association dated 4 August 2008.

The letter gives details of the Battle of Britain Commemorations 2008.


A wreath has been ordered at it is hoped that as many Councillors as possible will attend the Hawkinge Memorial Service on Monday 15 September at 6.30pm.


2. Communication from East Kent Road Car Heritage Trust asking the Parish Council if is able to assist with one acre of land for the building of a bus restoration depot.


3. A letter from Tanya Clark asking the Parish Council to support a Dog Awareness Day scheduled for 27 September was noted.


4. The Parish Council notd an invitation to attend the MacMillan Coffee morning at the Hawkinge Community Centre which was circulated.


The general correspondence folder will available at the meeting from the Clerk or can been viewed in the Hawkinge Partnership Office.


Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and


RESOLVED:

1. To receive and note the correspondencee

2. To receive and note the details of the RAFA Commemorations 2008.

3. To consider the request from East Kent Road Car Heritage Trust should a piece of land become available.

4. To suggest that the East Kent Road Car Heritage Trust write to KCC and enquire about the land at the Incinerator site.

5. To ask the Finance and General Purposes Committee to determine a donation to sponsor a competition class at the Dag Awareness Day on Saturday 27 September 2008.


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