OPEN MEETING

The Chairman will take questions from parishioners. The number of speakers will be limited to five (time limit 3 minutes).
A G E N D A

1. WELCOME TO COUNCILLOR HILDITCH

2. APOLOGIES FOR ABSENCE

3. DECLARATIONS OF INTEREST

Members of the Council should disclose personal or prejudicial interest/s in any item/s on this agenda. You have a personal interest if the issue being discussed in the meeting affects the well-being or finances of you, your family or your close associates more than most other people who live in the area affected by the issue. Personal interests are also matters that relate to an interest you must register.

Prejudicial interests are personal interests that affect you, your family, or your close associates in the following ways: their finances, or regulatory functions such as licensing or planning which affect them and which a reasonable member of the public with knowledge of the facts would believe likely to harm or impair your ability to judge the public interest.

If you have a personal interest you must normally declare it at the meeting. If the personal interest arises because of your membership of another public body, you only need to declare it if you intend to speak. If you have both a personal and prejudicial interest you must declare it and leave the room although you do have the same right as a member of the public to make representations, give evidence and answer questions about the matter.

Whenever possible, and if in doubt, advice should be sought from the Clerk prior to the meeting.

4. MINUTES

To approve and sign the minutes of the meeting held on 9 September 2009.

5. FINANCIAL MATTERS

The Clerk will report on the schedule of payments to be made following the meeting. A copy of the schedule is attached.
Please contact the Clerk before the meeting if you have any queries on the items listed.

RECOMMENDATION:

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

6. NOVEMBER PARISH COUNCIL MEETING

Several Councillors have sent their apologies for the meeting on 11 November 2009. In view of this and to ensure there is a quorum the Chairman has decided to hold the meeting on 18 November 2009.

RECOMMENDATION: To hold the next Parish Council meeting on 18 November 2009.

7. HAWKINGE VILLAGE HALL – REPORT OF LEGAL ADVISER

On 9 September, minute 751, the Parish Council noted that the Village Hall Management Committee (VHMC) had refused to pay the invoice in respect of repair works to the external asbestos and that £1,856 had been paid out of reserves to cover this repair. The Council resolved to ask the Chairman and the Clerk to meet with the VHMC to ask it to pay for the repairs and how the hall would be maintained in the future.

The Chairman and Clerk met with the Secretary and Treasurer of the VHMC on 16th September 2009 and the VHMC offered to pay 50% of the invoice and gave reasons for this decision. In order to progress how the VHMC intended to maintain the hall in view of the repairs highlighted in the recent structural survey and the concern over the available resources of the VHMC, the Parish Council sought the assistance of a legal adviser. A meeting was held on 30th September 2009, chaired by John Shelley. The Parish Council put forward its concerns in the morning and the VHMC attended in the afternoon and put forward its views. John Shelley’s report of the findings of the meeting is attached and sets out conclusions and options.

RECOMMENDATIONS:

1. To receive and note the report.

2. To determine the next step.

8. HAWKINGE FOOTBALL AND SPORTS PAVILION – UPDATE

On 9 September 2009, minute 752, the Council noted that preparations for the new Sports Pavilion were progressing well. Confirmation has been received from the De Haan Trust that the funding requested has been approved.

The application for the remaining £250,000 from the Football Foundation is being progressed and it is anticipated that this will be determined by the Committee in December 2009. The planning application lodged with Shepway District Council has been called in by District Councillor Stuart Peall and this will now be determined by the District Council’s Development Control Committee. The Parish Council has asked its agent, Guy Holloway from CTM Architects to speak on its behalf at the meeting, and District Councillor David Godfrey has confirmed that he will also speak in support of the application.

In the meantime, the “Hawkinge Community Football and Sports Trust” continues to pursue charitable status in respect of this to enable the building to be zero rated for VAT purposes.

RECOMMENDATIONS:

1. To receive and note the progress made to date.

2. To confirm the Parish Council’s commitment of £197,000 to the scheme for the proposed sports pavilion.

9. PARISH PREMISES UPDATE

On 9 September 2009, minute 756, the Council approved the release of funds for the building works for the office accommodation in the Community Centre following the ending of the Hawkinge Partnership and the change of use of the Community Office to a Children’s Centre. An update on the progress of the project will be given at the meeting.

10. CHRISTMAS CAROL CONCERT 6 DECEMBER 2009

On 9 September 2009, minute 755, the Council noted arrangements that were in place for the above Christmas Carol Concert. Councillor Heasman has expressed a wish to continue to be involved with this event and that he and Cllr Hutt will be working together on this event which will include a family concert with music being provided, local schools have been invited to participate and refreshments have been arranged.

RECOMMENDATION: To support the work of Councillors Hutt and Heasman

11. PROJECT UPDATE

An update on current projects will be circulated at the meeting.

12. REPRESENTATIVE ON THE COMMUNITY CENTRE BOARD OF TRUSTEES.

On 9 September 2009, minute 757, the Council noted that Councillor Tearle had resigned as the Parish Council’s representative on the Community Centre Board of Trustees. The Parish Council deferred consideration of a replacement representative until after the vacancy on the Council has been filled.

RECOMMENDATION: To appoint a Councillor to be the Council’s representative on the Board of the Community Centre.

13. PLANNING MATTERS

The minutes of the meetings of the Planning and Development Committee of 28 September 2009, listing the planning applications received since the last meeting of the Council are attached, giving details of the responses sent to the District Council by the Planning and Development Committee for endorsement.

RECOMMENDATION: To receive and adopt the minutes of the Planning and Development Committees of 28 September 2009.

Please contact the Clerk if you would like to view the plans before the meeting.

14. CORRESPONDENCE

There are no items of correspondence attached to this agenda.


Schedule of payments for 14 October 2009

01 October 2009 DD SDC rates football Ground 26.00
14 October 2009 1729 Salary 1,537.30
14 October 2009 1730 Cancelled
14 October 2009 1731 HMRC 586.19
14 October 2009 1732 KCC Pensions 412.80
14 October 2009 1733 Harmer Landscapes 447.35
14 October 2009 1734 Four Jays 116.38
14 October 2009 1735 Clerks expenses 88.49
14 October 2009 1736 Reimbur Cllr N Hilditch Fun Day stationary 7.93
14 October 2009 1737 R B Print for Parish Plan 1,490.00
14 October 2009 1738 Veolia Water standpipe Cricketers Close 55.92
14 October 2009 1739 Hawkinge Community Centre - hire of accomm Including all day 30/9, PC and VHMC 301.24