TO: MEMBERS OF HAWKINGE PARISH COUNCIL YOU ARE HEREBY SUMMONED to attend a meeting of the PARISH COUNCIL to be held on WEDNESDAY 18 NOVEMBER 2009 at 7.30pm in Hawkinge Community Centre, Heron Forstal Avenue, Hawkinge. Tina Wiles Clerk to the Parish Council

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. APOLOGIES FOR ABSENCE

2. 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.

3. MINUTES

To approve and sign the minutes of the meeting held on 14 October 2009.

4. 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 1.

5. CHRISTMAS TREE LIGHTING AND CAROL CONCERT 5&6 DECEMBER

Councillors T Hutt and J Heasman will give an update on the final arrangements for the Christmas Tree Lighting on 5th December and the Carol Concert on 6th December.

6. PROJECT UPDATE

Update number 9 is attached.

7. PLANNING MATTERS

To receive the minutes of the meeting of the Planning and Development Committee of 16 November 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 16 November 2009.

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

8. CORRESPONDENCE

There is one item of correspondence attached to this agenda.

i. Letter of thanks dated 6 November 2009 from the Community Warden.

AGENDA ITEM 7 - HAWKINGE SPORTS PAVILION

Projects update number 9 details the progress that has been made to provide the Sports Pavilion. As part of the bid for the final amount of funding of £250,000 to the Football Foundation it is necessary to demonstrate that a long term agreement exists between the Parish Council in its capacity as the Hawkinge Community Football and Sports Trust and the Hawkinge Youth Football Club.

The Parish Council has been working closely with Hawkinge Youth Football Club and the Agreement formalises the arrangements which are currently in place with the Club for its use of the grounds. A copy of the Agreement is attached.

RECOMMENDATIONS:

1. To adopt the Agreement as the formal arrangement with Hawkinge Youth Football Club for use of the grounds and the proposed pavilion.

2. To authorise the Chairman to sign the Agreement.

AGENDA ITEM 9

EXCLUSION OF THE PUBLIC

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.

AGENDA ITEM 10

APPOINTMENT OF ASSISTANT CLERK AND REVIEW OF PARISH CLERK’S DUTIES

SUMMARY: Following the decision of the PC to set up a Parish Office, REPORT HPC/09/12 report asks the Parish Council to consider an appointment of an assistant clerk to facilitate the consistent opening of the office for the benefit of the local community.

Schedule of payments for 18 November 2009

22 October 2009 1742 CRC Tasktron Ltd photocopier cart + reissue of 1728 172.50
18 November 2009 1743 HMRC 611.78
18 November 2009 1744 Salary and overtime 1,586.62
18 November 2009 1745 cancelled
18 November 2009 1746 KCC Pensions 412.80
18 November 2009 1747 Serendipity flowers for Tanya 25.00
18 November 2009 1748 John Shelley Sports Trust & V Hall Mtg&Report 1,445.50
18 November 2009 1749 BT home office 120.86
18 November 2009 1750 Clerks Expenses 32.05
18 November 2009 1751 Soc of Local Council Clerks return of portfolio 5.00
18 November 2009 1752 Four Jays 111.32
18 November 2009 1753 Harmer Landscapes various 316.25
18 November 2009 1754 BT Community Office 81.58
01 November 2009 DD SDC rates football Ground 26.00