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Minutes of a meeting of Hawkinge Parish Council

Held at: Hawkinge Community Centre

Date: 10 December 2008

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

Apology for Absence: Councillors J Heasman, Mrs P Meloy, (holiday)

Officer Present: Mrs Tina Wiles (Clerk)

OPEN MEETING

PUBLIC QUESTION AND ANSWER SESSION

One question was asked by a member of the public and this is detailed on the schedule attached to these minutes.

658. DECLARATIONS OF INTEREST

Councillors D Callahan and T Hutt declared a personal interest in minute 662 (Report PC/08/09 Determination of Priorities for provision of Community Facilities) where it referred to the Hawkinge Community Centre enhancement project as they were Trustees on the Board of Trustees of the Community Centre. However, since the Trust is a company limited by guarantee and there is no personal liability or gain, they remained in the meeting and took part in the discussions and voting on this item.

Councillor C D Tearle also declared a personal interest in minute 662 (Report PC/08/09 Determination of Priorities for provision of Community Facilities) where it referred to the Hawkinge Community Centre enhancement project as he is the Parish Council’s representative on the Board of Trustees and by virtue of this, is a Trustee in his own right whilst holding this position. As the company is limited by guarantee and there is no personal liability or gain, he remained in the meeting and took part in the discussions and voting on this item.

659. MINUTES

Minutes of the meeting held on 12 November 2008 were submitted, approved as a correct record and signed by the Chairman.

660. 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 T Hutt

Seconded by Councillor T Ollerenshaw and

RESOLVED:

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

(Voting: For 5; Against 0; Abstentions 2)

661. BUDGET AND PRECEPT 2009/10

REPORT PC/08/08 concludes the budget-making process for 2009/10 and makes recommendations to enable the Council to set its Precept for 2009/10 and to notify the tax collecting authority in accordance with statutory legislation.

Proposed by Councillor P Smith

Seconded by Councillor C D Tearle and

RESOLVED:

1. To receive and note Report PC/08/08.

2. To approve the Parish Council’s budget for 2009/10 as set out in the Appendix to Report PC/08/08.

3. To confirm the Precept for 2009/10 in the sum of £81,000 in accordance with the provisions in Sections 39, 41 and 50 of the Local Government Finance Act 1992.

4. To authorise the Chairman of the Parish Council to sign the Precept demand on the District Council.

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

662. DETERMINATION OF PRIORITIES FOR PROVISION OF COMMUNITY FACILITIES

REPORT PC/08/09 sets out an option for the use of Section 106 monies in Hawkinge, to provide a range of community facilities and transport related improvements.

An addendum was circulated at the meeting relating to priority 2 – Provision of changing rooms at the Football Ground off Cricketers Close and suggested rewording of actions at priority 1.

Proposed by Councillor P Smith

Seconded by Councillor C D Tearle and

RESOLVED:

1. To receive and note report HPC/08/09 as amended.

2. To agree the schedule of projects within the report as the basis for allocating the S106 available for community facilities and transport related improvements in Hawkinge.

3. To redirect the funding allocated to the Multi User Games Area, if necessary, depending on the outcome of the informal discussions being held about changing rooms at the football ground, which will be reported back to the Parish Council.

4. To agree the schedule of actions within the report and request regular updates at Parish Council meetings on the progress of each of the projects.

5. To submit the schedule of projects to key partners, including Shepway District Council and Kent County Council, for consideration.

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

663. FINANCE AND GENERAL PURPOSES COMMITTEE – 19 NOVEMBER 2008

To receive the minutes of the Finance and General Purposes Committee of 19 November 2008.

Proposed by Councillor C D Tearle

Seconded by Councillor P Smith and

RESOLVED:

1. To receive and note the minutes of the Finance and General Purposes Committee of 19 November 2008.

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

664. REPORT OF REPRESENTATIVE ON THE COMMUNITY CENTRE BOARD OF TRUSTEES.

Councillor Tearle gave an update as the Parish Council’s representative on the Community Centre Board of Trustees. He said that the Internal Auditor had been in and had undertaken a full audit of the internal processes and controls currently in place. The auditor’s report was currently being prepared and would be presented jointly to the Board of Trustees and the Parish Council. Following this the report would be presented to the Members of the Community Centre. He also said that bookings were increasing and that this was a positive step forward.

Proposed by Councillor C D Tearle

Seconded by Councillor D Callahan and

RESOLVED:

1. To receive and note report.

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

665. PLANNING MATTERS

1. Planning Applications

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.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED:

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

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

666. CORRESPONDENCE

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

There were no other items of correspondence circulated with the agenda.

Other correspondence is in the correspondence folder which is available to all councillors in the Hawkinge Community Office.

667. EXCLUSION OF THE PUBLIC

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED:

To exclude the public and press from the meeting by virtue of the Public Bodies (Admission to Meetings) Act 1960, by reason of the confidential nature of the business to be transacted.

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

668. CLERK’S SALARY

A confidential report had been circulated with the agenda.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED:

To note that the Clerk will be appointed to SCP28 from 1 April 2009.

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