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Minutes of a meeting  of Hawkinge Parish Council 18 November 2009 held at Hawkinge Community Centre
 

Present: Councillor D Callahan (Chairman), Councillors J Heasman, N Hilditch, T Hutt, Mrs P Meloy, T Ollerenshaw and C D Tearle Apologies for Absence Ms J Brisley (unwell), G Hodgson, (work) Both were accepted.
Officer Present: Mrs Tina Wiles (Clerk)

OPEN MEETING
PUBLIC QUESTION AND ANSWER SESSION

There was one question from the public. This is detailed on the schedule to these minutes.

778. DECLARATIONS OF INTEREST
There were no declarations of interest.

779. MINUTES
Minutes of the meeting held on 14 October 2009 were submitted, approved as a correct record and signed by the Chairman.

780. 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 6; Against 0; Abstentions 1)

781. CHRISTMAS TREE LIGHTING AND CAROL CONCERT 5&6 DECEMBER

Councillors T Hutt and J Heasman gave an update on the final arrangements for the Christmas Tree Lighting on 5th December and the Carol Concert on 6th December.
Councillor Hutt said that the Christmas Tree Lighting would take place at 5.30 on Saturday 5th refreshments would be available to the public, and the Carol Concert would take place at 2.00pm on Sunday 6th. All Councillors were welcome.

Proposed by Councillor D Callahan
Seconded by Councillor C D Tearle and

RESOLVED:
1. To receive and note the update.

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

782. PROVISION OF COMMUNITY FACILITIES UPDATE NUMBER 9
Projects update number 9 was presented by the Clerk and a copy is attached to these minutes.

Proposed by Councillor N Hilditch

Seconded by Councillor J Heasman and

RESOLVED:
1. To receive and note Update number 9.

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

783. PLANNING MATTERS
The minutes of the meetings of the Planning and Development Committees of 19 October and 16 November, 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 T Hutt
Seconded by Councillor C D Tearle and

RESOLVED: To receive and adopt the minutes of the Planning and Development
Committees of 19 October and 16 November 2009.

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

784. CORRESPONDENCE
The following item of correspondence was reported at the meeting.
i. Letter of thanks dated 6 November from the Community Warden.
ii. Invitation to all Councillors from St Luke’s Church to celebrate the 50th Anniversary of the church’s Dedication on Sunday 6th December at 9.30am.
iii.Letter from Shepway District Council regarding future events in the Shepway District.
iv.Report of the Community Warden for November 2009.

785. 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 6; Against 0; Abstentions 1)

786.HAWKINGE SPORTS PAVILION

Projects update number 9 at minute 782 above, details the progress that has been made to provide the Sports Pavilion. As part of the bid for the final amount of funding of £250,000 to the Football Foundation it is necessary to demonstrate that a long term agreement exists between the Parish Council in its capacity as the Hawkinge Community Football and Sports Trust and the Hawkinge Youth Football Club.

Proposed by Councillor C D Tearle
Seconded by Councillor N Hilditch and

RESOLVED:
1. To adopt the Agreement as the formal arrangement with Hawkinge Youth Football Club for use of the grounds and the proposed pavilion.
2. To authorise the Chairman and Vice-Chairman in their capacity as Directors of the Hawkinge Community Football and Sports Trust to sign the Agreement.

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


787.APPOINTMENT OF ASSISTANT CLERK AND REVIEW OF PARISH CLERK’S DUTIES
SUMMARY: Following the decision of the Parish Council to set up a Parish Office, REPORT HPC/09/12 asks the Parish Council to consider the appointment of an assistant clerk to facilitate the consistent opening of the office for the benefit of the local community.

Proposed by Councillor T Hutt
Seconded by Councillor C D Tearle and

RESOLVED:
1. To receive and note report PC/01/12.
2. To receive and note the revised duties of the Parish Clerk
3. To agree in principle to the appointment of an assistant Clerk on the terms contained within the report by 1 April 2010.
4. To ask the Finance and General Purposes Committee to include this as a growth item in the 2010/11 budget.

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


APPENDIX 1

Schedule of payments for 18 November 2009

22 October 20091742
CRC Tasktron Ltd photocopier cart + reissue of 1728 172.50
18 November
20091743 HMRC 611.78
18 November
20091744 Salary and overtime 1,586.62
18 November
20091745 cancelled
18 November
20091746 KCC Pensions 412.80
18 November
20091747 Serendipity flowers for Tanya 25.00
18 November
20091748 John Shelley Sports Trust & V Hall Mtg&Report 1,445.50
18 November
20091749 BT home office 120.86
18 November
20091750 Clerks Expenses 32.05
18 November
20091751 Soc of Local Council Clerks return of portfolio 5.00
18 November
20091752 Cancelled see Chq 1758 below
18 November
20091753 Harmer Landscapes various 316.25
18 November
20091754 BT Community Office 81.58
01 November
2009DD SDC rates football Ground 26.00
18 November
20091755 Godden and Allen re allotment drawings (S106) 3,162.50
18 November
20091756
Soil Environment Services allotment soil tests (PC) 879.75
18 November
20091757 Hire of Community Centre 90.30
18 November
20091758 Four Jays hire of loo for October 106.26
18 November
20091759 Royal BL Poppy Appeal wreaths 125.00