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Hawkinge Parish Council minutes of monthly meeting held at Hawkinge Village Hall  - 15 July 2009

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

Apologies for Absence: Ms J Brisley

Officer Present: Mrs Tina Wiles (Clerk)

OPEN MEETING

PUBLIC QUESTION AND ANSWER SESSION

There were no questions from the public.

734. DECLARATIONS OF INTEREST

Councillors D Callahan, T Hutt, J Heasman, Mrs P Meloy and C D Tearle declared a personal interest in minute 741 (Report of the Representative of the Community Centre Board). Their interest arose because they were Directors on the Community Centre Board, and Mrs Meloy was an employee.

735. MINUTES

Minutes of the meeting held on 10 June 2009 were submitted, approved as a correct record and signed by the Chairman.

736. HAWKINGE FOOTBALL PAVILION – PRESENTATION

A presentation on the proposed football pavilion was given by Guy Hollaway from CTM Architects. Also in attendance was Chris Lewis, Head of Planning for Shepway District Council.

737. HAWKINGE FOOTBALL PAVILION

REPORT PC/09/08 sets out the detailed proposals for a football pavilion at Cricketers Close, Hawkinge and seeks the Council’s authority to progress the scheme.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED:

1. To receive and note report HPC/09/08.

2. To approve and adopt scheme and the Management Plan.

3. To approve and adopt the draft Articles and Memorandum of the Company Limited by Guarantee and to proceed with the incorporation in the name of the “Hawkinge Community Football and Sports Trust”.

4. To approve and adopt the appointment of the Chairman and Vice-Chairman of the Parish Council to hold Office as directors of the Company plus one other Councillor to be appointed at the meeting.

5. To authorise the Clerk to apply to the Charity Commission for the registration of the Company.

6. To approve the appointment of CTM Architects and to authorise them to

Administer the project and file the necessary planning consents and to ask them to make regular progress reports to the Parish Council.

7. To authorise the Clerk to instruct solicitors to prepare the draft lease as described in the Management Plan.

8. To authorise the Clerk to submit the finalised application for grant funding to the Kent County Football Association and the De Haan Charitable Trust.

9. To note that the provision of a community building will require some up keep and that as a consequence a figure will be included within the next year’s budget to reflect this.

10. To ask the Clerk to prepare the Terms of Reference for the Management Committee, who will run the building for approval by the Parish Council.
(Voting: For 7; Against 0; Abstentions 0)

At this point the Chairman adjourned the meeting to allow the architect to leave and Councillor Mrs P Meloy also left the meeting.

738. FINANCIAL MATTERS

1. The Clerk circulated the schedule of payments to be made following the meeting. A copy of the schedule is attached as Appendix 1.
An invitation for the Parish Council to sponsor Canine Caper’s Event being held on 19th September by Tanya Clark, the Community Warden was considered.
An application for financial assistance from Hawkinge Children’s Centre was also considered. The contribution was requested towards a camping break to be held in Kearsney for local children which would include a trip to Dover Castle.
2. Conclusion of Audit of Accounts for the Year Ended 31 March 2009

The Parish Council noted the certified Annual Return, a copy was circulated with the agenda, for the financial year ended 31 March 2009 and that the Notice of Conclusion of the Audit and Right to Inspect the Annual Return had been posted.

Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and

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

RESOLVED:

1. To approve the schedule of payments attached at Appendix A.

2. To sponsor the Veterans Class for £20 at Canine Caper’s on 19th September 2009.

3. To contribute £150 towards the Camping Trip being organised by Hawkinge Childrens Centre.

Proposed by Councillor D Callahan

Seconded by Councillor T Hutt and

RESOLVED:

4. To note the Conclusion of the Audit of Accounts for the year ended 31 March 2009 and the posting of the notice.

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

739. ANNUAL REPORT

The Annual Report of the Chairman had been circulated with the agenda. The Council noted that it is best practice for the Annual Report to be received by the Council and for it to be made available in public places locally and circulated to all residents. Copies will be placed in the Hawkinge Community Office, Hawkinge Community Centre and it has been posted on the Parish Council Website.

The Councillors considered that given the winding up of the Hawkinge Partnership Board it was very important that the Annual Report be circulated to all house holds within the Parish. They also took into consideration the large number of houses to be delivered to, the spread of them and their overall age.
Proposed by Councillor T Hutt

Seconded by Councillor D Callahan and

RESOLVED:

1. To receive and note the Annual Report.

2. To ask the Clerk to make arrangements for the delivery of the Annual

Report to all households within the Parish and that provision for the expenditure be allocated to budget item G28 – Quality Parish Council Bid.
(Voting: For 5; Against 0; Abstentions 1)

740. PROVISION OF COMMUNITY FACILITIES UPDATE NUMBER 6

Update Number 6 was presented at the meeting. A copy of which is attached.
Proposed by Councillor T Hutt

Seconded by Councillor C D Tearle and

RESOLVED: To receive and note Update number 6.

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

741. REPORT OF THE REPRESENTATIVE ON THE COMMUNITY CENTRE BOARD

Councillor Tearle, the Council’s representative on the Community Centre Board said that the enhancement works to the main hall were scheduled to start at the end of July and conclude at the end of August. During the works the main hall would be closed.

He also said that the Nepalese Embassy would be holding a major event at the Community Centre on 5th September.

Proposed by Councillor C D Tearle

Seconded by Councillor T Hutt and

RESOLVED: To receive and note the report.

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

742. PLANNING MATTERS

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 T Hutt

Seconded by Councillor D Callahan and

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

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

743. CORRESPONDENCE

One item was reported at the meeting.

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