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Minutes of a meeting of Hawkinge Parish Council
Held at: Hawkinge Community Centre
Date: 14 October 2009

Present: Councillor D Callahan (Chairman), Councillors Ms J Brisley, J Heasman, N Hilditch, 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 six questions from the public. These are detailed on the schedule to these minutes.

763. WELCOME TO COUNCILLOR HILDITCH

The Chairman welcomed Councillor Hilditch to the Parish Council.

764. DECLARATIONS OF INTEREST

Councillors Mrs P Meloy and C D Tearle declared a prejudicial interest in minute 773 (Representative on the Board of Trustees of the Community Centre), and minute 777

(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 768, (Hawkinge Village Hall) and was absent from the meeting during discussion and voting on this item.

765. MINUTES

Minutes of the meeting held on 9 September 2009 were submitted, approved as a correct record and signed by the Chairman.

766. 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 Mrs P Meloy and

RESOLVED: To approve the schedule of payments attached at Appendix A.
(voting: For 9; Against 0; Abstentions 0)

767. NOVEMBER PARISH COUNCIL MEETING

Several Councillors have sent their apologies for the meeting on 11 November 2009. In view of this and to ensure there is a quorum the Chairman asked the Council to note his decision to hold the meeting on 18 November 2009.
Proposed by Councillor C D Tearle

Seconded by Councillor J Heasman and

RESOLVED: To hold the next Parish Council meeting on 18 November 2009.
(voting: For 9; Against 0; Abstentions 0)

768. HAWKINGE VILLAGE HALL – REPORT OF LEGAL ADVISER

On 9 September, minute 751, the Parish Council noted that the Village Hall Management Committee (VHMC) had refused to pay the invoice in respect of repair works to the external asbestos and that £1,856 had been paid out of reserves to cover this repair. The Council resolved to ask the Chairman and the Clerk to meet with the VHMC to ask it to pay for the repairs and how the hall would be maintained in the future.

The Chairman and Clerk met with the Secretary and Treasurer of the VHMC on 16th September 2009 and the VHMC offered to pay 50% of the invoice and gave reasons for this decision. In order to progress how the VHMC intended to maintain the hall in view of the repairs highlighted in the recent structural survey and the concern over the available resources of the VHMC, the Parish Council sought the assistance of a legal adviser. A meeting was held on 30th September 2009, chaired by John Shelley. The Parish Council put forward its concerns in the morning and the VHMC attended in the afternoon and put forward its views. John Shelley’s report of the findings of the meeting had been circulated with the agenda which sets out conclusions and options.

The Chairman reported that the Village Hall Management Committee had changed its key officers and had set up a range of new committees to deal with Fund raising and maintenance issues. The Chairman said that he was greatly encouraged by this information.

Proposed by Councillor D Callahan

Seconded by Councillor G Hodgson and

RESOLVED:

1. To accept the offer of the Village Hall Management Committee to pay 50% of the invoice for the essential repairs.
(voting: For 8; Against 0; Abstentions 0)

Proposed by Councillor D Callahan

Seconded by Councillor C D Tearle and

RESOLVED:

2. To ask the Village Hall Management Committee to given a progress report to the Parish Council in six months time.

3. To ask the Chairman and the Clerk to continue to meet with the Chairman and Treasurer of the VHMC in the meantime if appropriate.
(voting: For 8; Against 0; Abstentions 0)

769. HAWKINGE FOOTBALL AND SPORTS PAVILION – UPDATE

On 9 September 2009, minute 752, the Council noted that preparations for the new Sports Pavilion were progressing well. Confirmation has been received from the De Haan Trust that the funding requested has been approved.

The application for the remaining £250,000 from the Football Foundation is being progressed and it is anticipated that this will be determined by the Committee in December 2009. The planning application lodged with Shepway District Council has been called in by District Councillor Stuart Peall and this will now be determined by the District Council’s Development Control Committee. The Parish Council has asked its agent, Guy Holloway from CTM Architects to speak on its behalf at the meeting, and District Councillor David Godfrey has confirmed that he will also speak in support of the application.

The Council was advised that “Hawkinge Community Football and Sports Trust” continues to pursue charitable status in respect of this to enable the building to be zero rated for VAT purposes.

Proposed by Councillor G Hodgson

Seconded by Councillor T Hutt and

RESOLVED:

1. To receive and note the progress made to date and the commitment from the De Haan Charitable Trust.

2. To confirm the Parish Council’s commitment of £197,000 to the scheme for the proposed sports pavilion.
(voting: For 9; Against 0; Abstentions 0)

770. CHRISTMAS CAROL CONCERT 6 DECEMBER 2009

On 9 September 2009, minute 755, the Council noted arrangements that were in place for the above Christmas Carol Concert. Councillor Heasman had expressed a wish to continue to be involved with this event and that he and Cllr Hutt will be working together on this event which will include a family concert with music being provided, local schools have been invited to participate and refreshments have been arranged.

Proposed by Councillor N Hilditch

Seconded by Councillor Ms J Brisley and

RESOLVED: To support the work of Councillors Hutt and Heasman.
(voting: For 9; Against 0; Abstentions 0)

771. PARISH PREMISES UPDATE

Since the publication of the agenda financial information relating to the proposed lease had been received by the Parish Council.

Proposed by Councillor T Hutt

Seconded by Councillor D Callahan and

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

(voting: For 9; Against 0; Abstentions 0)

772. PROVISION OF COMMUNITY FACILITIES UPDATE NUMBER 8

Projects update number 8 was presented at the meeting and a copy is attached to these minutes.
Proposed by Councillor D Callahan

Seconded by Councillor N Hilditch and

RESOLVED:

1. To receive and note Update number 8.

2. To note the progress with the Allotment at Stombers Lane and to thank District Councillor D Godfrey and Kent County Councillor Susan Carey for their support.

(Voting: For 9; Against 0; Abstentions 0)

773. REPRESENTATIVE ON THE COMMUNITY CENTRE BOARD OF TRUSTEES.

On 9 September 2009, minute 757, the Council noted that Councillor Tearle had resigned as the Parish Council’s representative on the Community Centre Board of Trustees. The Parish Council deferred consideration of a replacement representative until after the vacancy on the Council has been filled.

RESOLVED: To appoint a Councillor N Hilditch to serve as the Council’s Representative on the Board of Trustees of the Community Centre for the remainder of the municipal year.

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


774. PLANNING MATTERS

The minutes of the meetings of the Planning and Development Committees of 28 September 2009, 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 28 September 2009.

(Voting: For 9; Against 0; Abstentions 0)

775. CORRESPONDENCE

The following item of correspondence was reported at the meeting.

i. Letter from Community warden regarding an absence from work in Hawkinge.
Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED: To send best wishes and flowers to the Community Warden

(Voting: For 9; Against 0; Abstentions 0)

776. 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 9; Against 0; Abstentions 0)

777. PARISH PREMISES UPDATE

On 9 September 2009, minute 756, the Council approved the release of funds for the building works for the office accommodation in the Community Centre following the ending of the Hawkinge Partnership and the change of use of the Community Office to a Children’s Centre. The terms of the lease were under negotiation.
Since publication of the agenda, the Trustees of the Community Centre have met and the proposed lease has now been offered. An addendum to the report containing the heads of terms of the lease was considered at the meeting.

Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and

RESOLVED:

1. To receive and note the report.

2. To approve the lease on the terms set out in the addendum.

3. To ask the Clerk to arrange for the lease to be prepared.

4. To authorise the Chairman to sign the lease.

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