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Hawkinge Parish Council minutes of monthly meeting held at Hawkinge Village Hall - 9 September 2009

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

Officer Present: Mrs Tina Wiles (Clerk)

OPEN MEETING

PUBLIC QUESTION AND ANSWER SESSION

There were no questions from the public. There was one question from a Councillor and this is detailed on the schedule to these minutes.

745. DECLARATIONS OF INTEREST

Mrs P Meloy and C D Tearle declared a prejudicial interest in minute 756 (Report HPC/09/10 – Parish Council Premises) and were absent from the meeting during discussion and voting on this item.

Councillor J Heasman declared a prejudicial interest in minute 751, (Hawkinge Village Hall) and was absent from the meeting during discussion and voting on this item.

746. MINUTES

Minutes of the meeting held on 15 July 2009 were submitted, approved as a correct record and signed by the Chairman.

747. PRESENTATION OF CERTIFICATE OF QUALITY COUNCIL STATUS

On 4th August 2009, the Chairman wrote to all Councillors notifying them that that County Accreditation Panel had approved the Council’s bid for Quality Status. Rodney Williamson, Country Secretary for the Kent Association of Local Council’s attended and presented the Certificate of Quality Status to the Council.
748. GRANT OF ANNUAL DISPENSATIONS FOR HAWKINGE PARISH COUNCILLORS

The Council noted that on 30 July 2009, the District Council’s Standards Committee granted Annual Dispensations in respect of Councillors T Hutt, D Callahan and J Heasman, to enable them to consider all issues relating to Hawkinge Community Centre. A copy of the minutes of the Standards Board was circulated with the agenda.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED: To note the Dispensations granted to Councillors, T Hutt, D Callahan and J Heasman.

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

749. 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 G Hodgson and

RESOLVED: To approve the schedule of payments attached at Appendix A.
(voting: For 8; Against 0; Abstentions 0)

750. APPLICATION FOR FUTURE FINANCIAL ASSISTANCE FOR HAWKINGE FUN DAY

The Parish Council had received a letter which was circulated with the agenda, from the Chairman of Hawkinge Community Events Group asking the Parish Council to increase its support for the event in 2010 and in future years. This is because the funding from Hawkinge Partnership is no longer available.
The Fun Day is a significant local event that could continue to thrive provided local sponsorship is obtained. The Council is asked to note the importance of the event and ask the Finance and General Purposes Committee to include an item within the Parish Council’s budget to support this event in future years and also to look at other ways to work with the Events Group to ensure the event flourishes.

Proposed by Councillor D Callahan

Seconded by Councillor G Hodgson and

RESOLVED:

1. To receive and note the letter from the Chairman of the Events Group.

2. To support continuation of the Fun Day in future years and to ask the Finance and General Purposes Committee to include an item up to £2000 within next year’s budget to sponsor this event in 2010 and future years.

3. To invite the Events Group to become a Committee of the Parish Council.
(voting: For 8; Against 0; Abstentions 0)

751. HAWKINGE VILLAGE HALL – ESSENTIAL REPAIRS TO THE ASBESTOS

On 13 May 2009, minute 724, the Council resolved to delegate authority to the Finance and General Purposes Committee to accept a quotation to carry out essential repairs to the asbestos at the Village Hall. The Council extended the deadline for the receipt of quotations at the request of the Village Hall Management Committee to allow it time to submit a quotation from a contractor known to it.
The Finance and General Purposes Committee considered the tenders and subsequently appointed a contractor at the same time as notifying the VHMC of who the contractor was. The Council arranged for the works to be carried out and for the invoice to be submitted to the VHMC.

The Council noted that the Village Hall Management Committee has written to the contractor refusing to pay the invoice, in respect of the essential repairs to the damaged asbestos at the village hall and asking that the invoice be sent instead to the Parish Council. This invoice has now been paid and the Council is asked to note the arrangements made.

Proposed by Councillor D Callahan

Seconded by Councillor G Hodgson and

RESOLVED:

1. To note that the sum of £2,134.40 has been taken from the Parish Council reserve account to pay the invoice in respect of the repairs works.

2. To ask the Village Hall Management Committee to reimburse the Parish Council in the sum of £1,856.00 which is the cost of the repair excluding VAT and to pursue the reclamation of this sum.

3. To ask the Chairman and the Clerk to meet with the VHMC to ask it to pay for the repairs and discuss how the hall would be maintained in the future.
(voting: For 5; Against 0; Abstentions 2)

752. HAWKINGE FOOTBALL AND SPORTS PAVILION – UPDATE

On 15 July 2009, the Council received a presentation on the proposed football and sports pavilion and resolved to progress the scheme. To date the Parish Council has procured a company entitled the “Hawkinge Community Football and Sports Trust” and is pursuing charitable status in respect of this to enable the building to be zero rated for VAT purposes.
In the meantime, an application for planning permission has been submitted to Shepway District Council and the formal bid for £316,000 of funding has been submitted to the DeHaan Charitable Trust for consideration in September. The bid for £250,000 funding from the Football Foundation is almost prepared and a meeting has been arranged with the Football Foundation for 23 September as a final run through before the bid is submitted.
Proposed by Councillor D Callahan

Seconded by Councillor J Heasman and

RESOLVED: To receive and note the progress made to date.
(voting: For 8; Against 0; Abstentions 0)

753. HAWKINGE PARISH PLAN

The Hawkinge Parish Plan Steering Committee has completed the Parish Plan and a copy was circulated with the agenda.

The Parish Plan has been delivered to all households in Hawkinge and an opportunity will be given for residents to comment at the Fun Day. The Plan is available on the Parish Council’s Website with the full plan being collated and made available on the Website by January 2010.
Proposed by Councillor T Hutt

Seconded by Councillor Mrs P Meloy and

RESOLVED:

1. To receive and adopt the Parish Plan.

2. To receive a further report on the implementation of the Parish Plan.

3. To thank the Parish Plan Steering Committee for its hard work in the preparation of the Plan.

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

754. PROVISION OF COMMUNITY FACILITIES UPDATE NUMBER 7

Projects update number 7 was presented at the meeting and a copy is attached to these minutes. The updated detailed with Village Hall Car Park enhancement scheme and it was noted that detailed designs have now been prepared and a number of issues are being clarified with Kent Highway Services who need to approve the final design of the combined footway/cyclepath.
The update also detailed activities underway at Frank and Betty’s Field. It was noted that week control was scheduled to be undertaken in October.
Proposed by Councillor C D Tearle

Seconded by Councillor T Hutt and

RESOLVED:

1. To receive and note Update number 7.

2. To enter into a section 37 Agreement with Kent Highway Services to facilitate the adoption of the footway/cyclepath at the Village Hall Car Park.

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

Proposed by Councillor C D Tearle

Seconded by Councillor J Heasman and

RESOLVED:

3. To ask HEdGe not to undertaken any weed management will the Management Plan has been submitted to the Council.

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

755. ARRANGEMENTS FOR CHRISTMAS EVENTS 2009

The Council noted that these events are being co-ordinated by Councillor T Hutt, and include:

1. Christmas Tree Lighting

This will take place on Saturday 5th December 2009 at 5.30pm outside the village hall. Music and carols have been arranged and refreshments will be provided.

2. Christmas Carol Concert

This will take place on Sunday 6th December 2009 at 2.30pm. It will include a family concert with music being provided, local schools have been invited to participate and refreshments have been arranged.

756. PARISH COUNCIL PREMISES

REPORT HPC/09/10 details the progress made to date of the Parish Council Office in the Community Centre.

Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and

RESOLVED:

1. To waive Council Financial Standing Orders to allow consideration of Report HPC/09/10.

2. To receive and note report HPC/09/10

3. To approve the expenditure on the building costs of £16,918.98 contained in the Report .

4. To agree in principle to an annual lease to the satisfaction of the Parish Council and to receive details of the at the next meeting.
(Voting: For 5; Against 0; Abstentions 1)

757. REPRESENTATIVE ON THE COMMUNITY CENTRE BOARD OF TRUSTEES.

The Council noted that Councillor Tearle has resigned as the Parish Council’s representative on the Community Centre Board of Trustees. This is because he has accepted the position of Chief Executive of the Community Centre.
RECOMMENDATION: To note the resignation of Councillor Tearle as the Council’s representative on the Board of the Community Centre.
Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and
RESOLVED:

1. To receive and note the report.

2. To defer consideration of an alternative appointment representative on the Board of the Community Centre until after the vacancy on the Council has been filled.
(Voting: For 7; Against 0; Abstentions 1)

758. PLANNING MATTERS

The minutes of the meetings of the Planning and Development Committees of 20 July and 17 August, listing the planning applications received since the last meeting of the Council were circulated with the agenda, giving details of the responses for endorsement, sent to the District Council by the Planning and Development Committee.

Proposed by Councillor C D Tearle

Seconded by Councillor T Hutt and

RESOLVED: To receive and adopt the minutes of the Planning and Development Committees of 20 July and 17 August 2009.

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

759. ARRANGEMENTS FOR HAWKINGE FUN DAY 12 SEPTEMBER 2009

The Parish Council has arranged to take part in the Fun Day. The Parish Council gazebo will be pitched and a number of Council Projects will be promoted on the day. The Chairman invited to Councillors to attend and said that the main topics would be the Parish Plan and the proposed sports pavilion.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED: To receive and note the arrangements for Hawkinge Fun Day 2009.

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

760. CORRESPONDENCE

The following items of correspondence were reported at the meeting.

i. Letter from Councillor Bliss, Leader of Shepway District Council, congratulating the Parish Council on achieving Quality Status.

ii. Letter from Wendy Head , Corporate Director of Shepway District Council concerning closure arrangements of the Hawkinge Community Office and thanking the Parish Council for its support of the Hawkinge Partnership Pathfinder Programme.

iii. A letter from KCC to a local residents outlining extended hours at the Hawkinge household waste recycling centre.

vi. Letter from Community warden regarding work in Hawkinge.

vii. Letter from RAFA detailing arrangements for commemoration services in 2009.
viii. The Report of the Community Warden for September 2009 was also circulated.

761. 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 8; Against 0; Abstentions 0)

762. CO-OPTION OF PARISH COUNCILLOR

Three applications had been received for the vacancy on the Parish Council, from Mrs G Tarleton, Mr M Stevenson and Mr N Hilditch. A copy of each application was circulated with the agenda.
Each candidate attended and presented their application to the Councillors during a five minute session.

RESOLVED: To appoint Mr N Hilditch as Parish Councillor.
(Voting: There were 4 votes in favour and the Chairman used his casting vote)