News

Minutes of a meeting of Hawkinge Parish Council
Held at: Hawkinge Community Centre

Date: 14 July 2010

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

Apology for Absence: Councillor Ms J Brisley (unwell)

Officer Present: Mrs Tina Wiles (Clerk)

Note: The Chairman welcomed Peter Setterfield, the Assistant to the Clerk to the meeting and introduced him to the Councillors.

846. DECLARATIONS OF INTEREST

There were no declarations of interest.

847. MINUTES

Minutes of the meeting held on 9 June 2010 were submitted, approved as a correct record and signed by the Chairman.

848. 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 J Heasman and

RESOLVED:

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

(Voting: For 8 Against 0; Abstentions 0)

849. CONCLUSION OF AUDIT OF ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2010

The Parish Council noted the certified Annual Return for the financial year ended 31 March 2010 and that the Notice of Conclusion of the Audit and Right to Inspect the Annual Return has been posted.

Proposed by Councillor T Hutt

Seconded by Councillor N Hilditch and

RESOLVED: To note the Conclusion of the Audit of Accounts for the year ended 31 March 2010 and the posting of the notice.

(Voting: For 8; Against 0; Abstentions 0)

850. APPLICATIONS FOR FINANCIAL ASSISTANCE

1. HAWKINGE ENVIRNMENTAL GROUP

REPORT: An application for financial assistance had been received from Steve Walker of HEdGe and the White Cliffs Countryside Project, who are continuing to work closely with the Parish Council in the undertaking of the Management Plan at Frank and Betty’s Field on behalf of the Parish Council.

The proposal is to hold an event called “ Hawkinge hay Day and Bar-B-Q at Frank and Betty’s Field on 24 October 2010. This will provide an opportunity for local residents to see how Frank and Betty’s Field is developing and how the Parish Council is progressing its Parish Plan. Games would be arranged and local residents would be invited to participate in hay cutting.

The request is for the Parish Council to make a donation of £200 towards this event. The Council has set aside an allocation in the budget to support this project.

2. SURE START – HAWKINGE CHILDREN’S CENTRE

REPORT: An application for financial assistance has been received from Hawkinge Children’s Centre to support a three night camping trip to Kearsney Abbey on 12-14 August 2010. The majority of those taking part were from Hawkinge. The Parish Council supported the event in 2009 with a donation of £150.

Proposed by Councillor T Hutt

Seconded by Councillor G Hodgson and

RESOLVED:

1. To donate £200 to the Hawkinge Environmental Group towards the Bar-B-Q to be held on 24 October 2010.

(Voting: For 8; Against 0; Abstentions 0)

Proposed by Councillor J Heasman

Seconded by Councillor T Hutt and

2. To donate £150 to Hawkinge Children’s Centre to assist the Camping Trip to Kearsney Abbey.

(Voting: For 8; Against 0; Abstentions 0)

851. HAWKINGE VILLAGE HALL MANAGEMENT COMMITTEE

REPORT: On 29 June 2010, the Clerk notified the Councillors of a letter that had been received from Hawkinge Under 5’s requesting use of accommodation at the Village Hall. The Chairman of the Council has had meetings with Hawkinge Under 5’s and the Village Hall Management Committee.

The Chairman said that this application had been considered by the Village Hall Management Committee who had been unable to accommodate the requirements. Following discussions with the Reverend Rob Grinsell it became apparent that he was unaware of these plans and was very concerned about the potential impact on St Luke’s Church Hall as a result of the loss of rent. The Chairman concluded by advising the Parish Council that discussions between Hawkinge Under 5’s and St Luke’s Church were being held to ensure the future of Group.

Councillor Mrs P Meloy, gave her report as the Parish Council’s representative on the Village Hall Management Committee, a copy of which is attached to these minutes.

The Council raised a concern that since the Village Hall was owned by the Council and managed by a Management Committee, the insurance policy fully covered the building in the event of a claim. If it was found to require amendment this was to be delegated to the Finance and General Purposes Committee.

Proposed by Councillor T Hutt

Seconded by Councillor J Heasman and

RESOLVED:

1. To receive and note the report relating to the application from Hawkinge Under 5’s and to take no further action.

(Voting: For 8; Against 0; Abstentions 0)

Proposed by Councillor C D Tearle

Seconded by Councillor G Hodgson and

RESOLVED:

2. To ask the Village Hall Management Committee to provide a copy of the insurance policy for 2010 to ensure that the Hall was fully covered in the circumstances that it was owned by the Parish Council and managed by the Management Committee.

3. To delegate the Finance and General Purposes Committee authority to implement any amendments required.

(Voting: For 7; Against 0; Abstentions 1)

852. HAWKINGE COMMUNITY FOOTBALL AND SPORTS TRUST

On 15th July 2009, minute 737 the Council considered Report HPC/09/08 which provided details of a proposed football pavilion on the Sports Ground, off Cricketers Close and resolved to appoint the Chairman, Vice Chairman and one other Councillor to serve as the Council representatives on the Trust.

Proposed by Councillor T Hutt

Seconded by Councillor Mrs P Meloy and

RESOLVED: To appoint the holder of the Chairmanship of the Finance and General Purposes Committee as the Councils third representative on the Board of Trustees of the Hawkinge Community Football and Sports Trust.

(Voting: For 6; Against 0; Abstentions 2)

853. PROJECTS UPDATE 17

Projects update number 17 was presented by the Clerk, a copy is attached. The report gave a series of updates on the Parish Council’s projects and the following resolutions were made.

HAWKINGE FOOTBALL AND SPORTS TRUST

Update attached gives details of the progress made to the next stage.

Proposed by Councillor T Hutt

Seconded by Councillor N Hilditch and

RESOLVED:

1. To formally agree to the imposition of a Restriction on the Playing Fields in Favour of the Football Foundation as detailed in the conditions of the grant.

2. To note that no further invoices will be paid until the Lease is in place.

3. To ask the Trust to formalise the appointment of Trustee/Directors of the Hawkinge Community Football and Sports Trust.

4. To authorise the Clerk to negotiate any arrangements necessary for the laying on of utility services to the building.

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

Proposed by Councillor C D Tearle

Seconded by Councillor D Callahan and

RESOLVED:

5. To authorise Councillors G Hodgson and Mrs P Meloy, who are not Trustees of the Hawkinge Community Football and Sports Trust to sign the Lease.

(Voting: For 8; Against 0; Abstentions 0)

STOMBERS LANE ALLOTMENT

The update attached gives details of the need for the purchase of an exit mirror.

Proposed by Councillor C D Tearle

Seconded by Councillor T Ollerenshaw and

RESOLVED: To make a grant of up to £200 from the Highways Section 106 pot for the purchase of an exit mirror on condition that advice for the erection and positioning is sought from KCC Highways.

854. PLANNING MATTERS

1. The minutes of the meetings of the Planning and Development Committees of 14 June and 5 July 2010 listing the planning applications received since the last meeting of the Council were presented at the meeting, 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 14 June and 5 July 2010.

(Voting: For 8; Against 0; Abstentions 0)

855. CORRESPONDENCE

Correspondence was reported as follows:

i. Letter from Churchill School outlining changes to school drop off arrangements.

ii. Report of the Community Warden July 2010.

iii. Invitation to The Cube on 31 July 2010.

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


Schedule of payments for 14 July 2010

Date Cheque number Payee Amount
21 June 2010 1861 Kingsford's solicitors lease cc legal fees 1,090.17
21 June 2010 1862 Hawkinge Local 384.00
30 June 2010 1863 Harmer Landscapes 129.25
30 June 2010 1864 Hawkinge Community Centre consent lease fee 245.00
30 June 2010 1865 Salary plus overtime Clerk 1,543.00
30 June 2010 1866 Salary Assistant Clerk 349.78
30 June 2010 1867 KCC Pensions 435.20
30 June 2010 1868 Assistant clerks expenses 48.94
30 June 2010 1869 S G Fencing re allotments 12,351.76
30 June 2010 1870 A Blythe re allotments 914.77
30 June 2010 1871 Hawkinge Community Centre Hire 262.80
02 July 2010 1872 Kingsford's Solicitors Lease cricketers close 500.00
05 July 2010 1873 John Shelley re HCF&STrust 500.00
05 July 2010 1874 Harmer Landscapes 65.80
05 July 2010 1875 HMRC PAYE and NIC 676.75
05 July 2010 1876 Shepway District Council allotment rent 750.00
05 July 2010 1877 Clerks expenses 31.95