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Minutes of a meeting of Hawkinge Parish Council - 13 May 2009

Held at: Hawkinge Village Hall

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

Apology for Absence: Councillor Ms J Brisley

Officer Present: Mrs Tina Wiles (Clerk)

707. APPOINTMENT OF CHAIRMAN

Proposed by Councillor T Hutt

Seconded by Councillor C D Tearle and there being no other nominations

RESOLVED: To appoint Councillor D Callahan as Chairman for 2009/10.

708. DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN

Councillor Callahan signed the declaration of acceptance of office.

709. APPOINTMENT OF VICE-CHAIRMAN

Proposed by Councillor D Callahan

Seconded by Councillor T Ollerenshaw and there being no other nominations

RESOLVED: To appoint Councillor T Hutt as Vice-Chairman for 2009/10.

710. DECLARATION OF ACCEPTANCE OF OFFICE OF VICE-CHAIRMAN

Councillor Hutt signed the declaration of acceptance of office.

711. DECLARATIONS OF INTEREST

Councillor J Heasman declared a prejudicial interest in minute 725 (HawkingeVillage Hall) and was absent from the meeting during discussion and voting on this item. He did not return to consider minute 726.

712. MINUTES

Minutes of the meeting held on 8 April 2009 were submitted, approved as a correct record and signed by the Chairman.

713. 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 J Heasman

Seconded by Councillor C D Tearle and

RESOLVED:

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

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

714. STATEMENT ON INTERNAL CONTROL FOR THE YEAR ENDED 31 MARCH 2009 – ANNUAL GOVERNANCE STATEMENT

REPORT: On 6 May 2009, the Finance and General Purposes Committee considered REPORT FC/09/01 which report details the Statement on Internal Control to support the Annual Governance Statement required as part of the Annual Return for the year ended 31 March 2009.

Proposed by Councillor T Huttt

Seconded by Councillor C D Tearle and

RESOLVED:

1. To approve and endorse the Statement on Internal Control for the year ended 31 March 2009..

2. To authorise the Chairman of the Parish Council to sign the Statement of Internal Control for the Year Ended 31 March 2009.

3. To respond Yes in boxes 1 to 8 of the Annual Governance Statement at Section 2 of the Annual Return subject to the adoption of Report FC/08/02 which relates specifically to Box 6.

4. To authorise the Chairman of the Parish Council to sign the Annual Governance Statement.

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

715. THE NEED FOR THE PARISH COUNCIL TO ANNUALLY REVIEW THE EFFECTIVENESS OF THE INTERNAL AUDIT

REPORT: On 6 May the Finance and General Purposes Committee considered REPORT FC/09/02 which gives details about the purpose of the internal audit and the areas that the internal audit work covers. The report supports the requirement in the Annual Governance Statement for the Council to have in place an effective system of internal audit of the Council’s accounting records and control systems and to have carried out a review of its effectiveness.

Proposed by Councillor C D Tearlee

Seconded by Councillor T Hutt and

RESOLVED::

1. To approve and endorse the report of the internal auditor detailing the need for the Parish Council to annually review the effectiveness of the Internal Audit.

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

716. REPORT OF THE INDEPENDENT INTERNAL AUDITOR

REPORT: On 6 May 2009 the Finance and General Purposes Committee considered REPORT FC/09/03 which encloses the report of the Independent Internal Auditor who has been asked to complete Section 4 of the Annual Return to the Audit Commission.

Proposed by Councillor C D Tearle

Seconded by Councillor T Hutt and

RESOLVED:

1. To receive and endorse the report.

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

717. STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2009

REPORT: On 6 May 2009, the Finance and General Purposes Committee considered REPORT FC/09/04 which attaches the Statement of Accounts for 2008/09.

Proposed by Councillor C D Tearle

Seconded by Councillor T Hutt and

RESOLVED TO RECOMMEND TO THE PARISH COUNCIL:

1. To approve and endorse the Statement of Accounts at Section 1 of the Annual Return for the year ended 31 March 2009..

2. To authorise the Chairman of the Parish Council to sign the Accounts contained within the Annual Return for 2008/09.

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

718. APPOINTMENTS TO COMMITTEES

REPORT HPC/09/05 details the existing membership of the Committees of the Parish Council and seeks membership for 2009/10. The attached appendix 2 shows the membership.

Proposed by Councillor T Hutt

Seconded by Councillor D Callahan and

1) FINANCE AND GENERAL PURPOSES COMMITTEE

RESOLVED: To appoint Councillors D Callahan, T Hutt, Mrs P Meloy and C Tearle to the Finance and General Purposes Committee for 2009/10.

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

2) PLANNING AND DEVELOPMENT COMMITTEE

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED: To appoint Councillors D Callahan, J Heasman, T Hutt, T Ollerenshaw and C Tearle to the Planning and Development Group for 2009/10.

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

2) COMMUNITY SERVICES ADVISORY COMMITTEE

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED: To delete the Community Services Advisory Committee.

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

719. APPOINTMENTS TO OUTSIDE BODIES 2009/10

REPORT HPC/09/06 details the existing Parish Council representatives serving on outside bodies and recommends the appointment of representatives to serve for the following municipal year.

Proposed by Councillor D Callahan

Seconded by Councillor J Heasman and

RESOLVED: To appoint the representatives to the outside bodies and working groups of the Hawkinge Partnership Board as detailed in Appendix 3, attached.

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

720. FINANCE AND GENERAL PURPOSES COMMITTEE – 23 APRIL 2009

To receive the minutes of the Finance and General Purposes Committee of 20 May 2008 with the exception of minute 114, Village Hall management Committee which is detailed at minute 725.

Proposed by Councillor C D Tearlee

Seconded by Councillor T Hutt and

RESOLVED: To receive and note the minutes of the Finance and General Purposes Committee held on 23 April 2009.

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

721. PLANNING MATTERS

1. 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 J Heasman

Seconded by Councillor G Hodgson and

RESOLVED:

1. To receive and endorse the responses of the Planning and Development Group detailed appendix 4.

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

722. CORRESPONDENCE

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

NOTE: The meeting was adjourned for 5 minutes at this point.

The meeting was then reconvened by the Chairman.

723. 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)

724. HAWKINGE VILLAGE HALL – STRUCTURAL REPORT

REPORT: The structural report and the action plan considered by the Finance and General Purposes Committee on 23 April 2009, had been circulated to all Councillors.

The Chairman gave an update following a meeting with representatives of the Village Hall Management Committee on 5 May 2009 and reported the receipt of a quotation for the repairs works to the damaged asbestos.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED:

1. To receive and note the Structural Survey Report..

2. To adopt the Action plan and Wish List contained in this Report as the basis for the sustainability of the Village Hall.

3. To appoint a working group consisting of the Chairman of the Parish Council, the Clerk to work with Tony de ste Croix and Linda Barnes representing the Village Hall Management Committee to explore the progress of the action plan and the working arrangements between the two parties.

4. To receive and note the asbestos survey and to ask the VHMC to hold this on file.

5. To delegate authority to the Finance and General Purposes Committee to liaise with the VHMC and accept a quotation to carry out the works to the damaged asbestos.

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

725. PROVISION OF CHANGING ROOMS AT THE FOOTBALL GROUND OFF CRICKETERS CLOSE.

REPORT HPC/09/07 detailing a proposed scheme was considered by the Council.

Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and

RESOLVED::

1. To receive and note report HPC/09/07

2. To note the progress of the scheme.

3. To receive a further report detailing the outcomes of the investigations into the VAT liabilities, the running costs and future maintenance costs before adopting this is the Council’s preferred scheme.

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