News

TO: MEMBERS OF HAWKINGE PARISH COUNCIL

You are requested to attend a meeting of the PARISH COUNCIL to be held on WEDNESDAY 10 SEPTEMBER 2008 at 7.30pm in the Village Hall, Canterbury Road, Hawkinge.

Tina Wiles
Clerk to the Parish Council

OPEN MEETING

The Chairman will take questions from parishioners. The number of speakers will be limited to five (time limit 3 minutes).

A G E N D A

1. APOLOGIES FOR ABSENCE

2. DECLARATIONS OF INTEREST

Members of the Council should disclose personal or prejudicial interest/s in any item/s on this agenda. You have a personal interest if the issue being discussed in the meeting affects the well-being or finances of you, your family or your close associates more than most other people who live in the area affected by the issue. Personal interests are also matters that relate to an interest you must register.

Prejudicial interests are personal interests that affect you, your family, or your close associates in the following ways: their finances, or regulatory functions such as licensing or planning which affect them and which a reasonable member of the public with knowledge of the facts would believe likely to harm or impair your ability to judge the public interest.

If you have a personal interest you must normally declare it at the meeting. If the personal interest arises because of your membership of another public body, you only need to declare it if you intend to speak. If you have both a personal and prejudicial interest you must declare it and leave the room although you do have the same right as a member of the public to make representations, give evidence and answer questions about the matter.

Whenever possible, and if in doubt, advice should be sought from the Clerk prior to the meeting.

3. MINUTES

To approve and sign the minutes of the meeting held on 9 July 2008.

4. 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. One application has been received to date and a copy of the application is attached. Other applications received after publication of the agenda will be considered at the meeting.

RECOMMENDATION: To appoint a Councillor to fill the vacancy.

5. FINANCIAL MATTERS

The Clerk will report on the schedule of payments to be made following the meeting. A copy of the schedule is attached.

Please contact the Clerk before the meeting if you have any queries on the items listed.

RECOMMENDATION: To approve the schedule of payments attached at Appendix A.

6. HAWKINGE FUN DAY – DONATION

On 9th July 2008, the Parish Council resolved to participate in the Hawkinge Community Fun Day will 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.

RECOMMENDATION:
1. To determine a donation to the Hawkinge Fund Day Event.

7.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 Joan Brisley is the other representative.

RECOMMENDATION: To nominate a Parish Councillor to the Village Hall Management Committee.


8.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.

RECOMMENDATIONS:
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.

9. 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 to the Clerk at the meeting.

RECOMMENDATION: To hand completed Register of Interest forms to the Clerk.

10. VILLAGE HALL CAR PARK

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

11. 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 nr 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.

RECOMMENDATIONS:
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.

12. 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 update to date on progress by way of Councillors Updates and this report is for information only.

RECOMMENDATION: To receive and note the report.

13. FINANCE AND GENERAL PURPOSES COMMITTEE – 23 JULY 2008

To receive the minutes of the Finance and General Purposes Committee of 23 July 2008, attached, 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 which are attached to this agenda. 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 Committee will give an update on progress and bookings to date.

RECOMMENDATIONS:

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.


14. 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 will give a progress update.

The update will focus on the work that the new Trustee have undertaken to date including, review of personnel, internal controls, opening hours, procedure for bookings, meetings of the Board and occupancy averages.

RECOMMENDATION: To receive and note the update.

15. 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 is suggested that a working group be set up to progress the allotment.

RECOMMENDATIONS:

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.

16. PLANNING MATTERS

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

2. A letter from Kent Planning raising potential issues at Maypole Farm is also attached for information.

RECOMMENDATIONS:

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

2. To receive and note the letter from Kent Planning.

Please contact the Clerk if you would like to view the plans before the meeting.


17. CORRESPONDENCE

There is two items of correspondence attached to this agenda.

1. Letter from Royal Airforces 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.

RECOMMENDATION: To receive and note the details of the commemorations 2008.

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.

RECOMMENDATION: To consider this application should a piece of land become available.

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