News

Minutes of a meeting of Hawkinge Parish Council

Held at: Hawkinge Village Hall

Date: 11 February 2009

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

Apologies for Absence: Councillors Ms J Brisley (unwell) and T Hutt, (holiday)

Officer Present: Mrs Tina Wiles (Clerk)

OPEN MEETING

PUBLIC QUESTION AND ANSWER SESSION

There were no questions.

680. DECLARATIONS OF INTEREST

Councillors D Callahan, J Heasman, T Hutt and C D Tearle declared a personal interest in minute 682 (Hawkinge Community Centre, - Internal Auditor’s Report). However since the item was an update only and 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 Mrs P Meloy declared a prejudicial interest in minute 682 (Hawkinge Community Centre, - Internal Auditor’s Report), and was absent from the meeting during the presentation and discussion on this item.

681. MINUTES

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

682. HAWKINGE COMMUNITY CENTRE – PRESENTATION OF INTERNAL AUDIT REPORT

On 12 November 2008, minute 654, the Parish Council resolved to make a donation to towards the cost of the Internal Auditor’s Report at the Hawkinge Community Centre because it was considering the investment of Section 106 monies to enhance the Sports Hall.

REPORT HPC/08/11 which enclosed a copy of the Internal Auditor’s report was presented by Councillor Tearle as the Parish Council’s Representative on the Community Centre Board.

Proposed by Councillor G Hodgson

Seconded by Councillor C D Tearle and

RESOLVED: To receive and note Report HPC/08/11.

(Voting: For 4; Against 0; Abstentions 1)

683. FINANCIAL MATTERS

1. SCHEDULE OF PAYMENTS

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 G Hodgson

Seconded by Councillor C D Tearle and

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

(Voting: For 5; Against 0; Abstentions 1)

2. AUDIT OF ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2008

The Parish Council has now received the certified Annual Return for the financial year ended 31 March 2008 and the Notice of Conclusion of the Audit and Right to Inspect the Annual Return has been posted.

The Audit Commission has advised that the reason for the delay in sending the Notice of the Conclusion of the Audit is because of an ongoing complaint which started in January 2008 made by Mr P Hogben. A copy the Audit Commissioners response was considered at the meeting.

It was noted that the Audit Commission will not be taking any further action in relation to this complaint and the audit of the 2007/08 accounts has now been concluded.

Proposed by Councillor C D Tearle

Seconded by Councillor Mrs P Meloy and

RESOLVED: To receive and note the certified annual return for the year ended 31 March 2008.

(Voting: For 5; Against 0; Abstentions 1)

684. PROVISION OF COMMUNITY FACILITIES UPDATE NUMBER 2

The Clerk presented Update Number 2 which was circulated at the meeting.

Proposed by Councillor D Callahan

Seconded by Councillor C D Tearle and

RESOLVED: To receive and note the update.

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

685. FINANCE AND GENERAL PURPOSES COMMITTEE – 28 JANUARY 2009

The Council considered minute 99 of the Finance and General Purposes Committee held on 28 January 2009, which related to the Village Hall Management Committee.

The Committee considered the request for the payment of funds from Treasury Stock to the Village Hall Management Committee. Supporting documentation of a confidential nature was circulated at the meeting which identified the need for investigation to be made into some issues to enable the Parish Council to be clear about the repayment and future opportunities for partnership working.

The Committee RESOLVED TO RECOMMEND TO THE PARISH COUNCIL; To obtain a professional opinion in relation to the Treasury Stock Investment and detailing the terms and arrangements that are in place for the Village Hall Management Committee to run the Village Hall on behalf of the Parish Council.

Proposed by Councillor C D Tearle

Seconded by Councillor G Hodgson and

RESOLVED:

1. To receive and note the minutes of the Finance and General Purposes Committee of 28 January 2009..

2. To obtain a legal opinion in respect of the Treasury Stock Investment and the arrangements that are in place for the Village Hall Management Committee to run the Village Hall on behalf of the Parish Council.

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

686. PLANNING MATTERS

1. Planning Applicationss

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 C D Tearle

Seconded by Councillor J Heasman and

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

(Voting: For 5; Against 0; Abstentions 1)

687. CORRESPONDENCE

One item had been circulated with the agenda.

i. Letter from Hawkinge Health Centre dated 23 January for information.

ii. The Report of the Community Warden for February 2009 was circulated at the meeting.

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