"TO: MEMBERS OF HAWKINGE PARISH COUNCIL
You are requested to attend a meeting of the PARISH COUNCIL to be held on WEDNESDAY 13 May 2009 at 7.30pm in the Village Hall, Canterbury Road, 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. APPOINTMENT OF CHAIRMAN

2. DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN

3. APPOINTMENT OF VICE-CHAIRMAN

4. DECLARATION OF ACCEPTANCE OF OFFICE OF VICE-CHAIRMAN

5. APOLOGIES FOR ABSENCE

6. 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.

7. MINUTES

To approve and sign the minutes of the meeting held on 8 April 2009.

8. 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: To approve the schedule of payments attached at Appendix A.

9. 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, copy attached. The Committee;

RESOLVED TO RECOMMEND TO THE PARISH COUNCIL:

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.

10. 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, copy attached. The Committee;

RESOLVED TO RECOMMEND TO THE PARISH COUNCIL:

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.

11. 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, copy attached. The Committee;

RESOLVED TO RECOMMEND TO THE PARISH COUNCIL:

1. To receive and endorse the report.

12. 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 2007/08, copy attached. The Committee;

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.

13. APPOINTMENTS TO COMMITTEES

REPORT HPC/09/05 details the existing membership of the Committees of the Parish Council and seeks membership for 2009/10.

RECOMMENDATION: To make appointments to the Committees of the Parish Council for 2009/10.

14. 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.

RECOMMENDATION: To appoint representatives to serve on outside bodies for 2009/10.

15. 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 item 19.

16. PLANNING MATTERS

1. The list of planning applications received since the last meeting is attached, giving details of the responses sent to the District Council by the Planning and Development Group for endorsement.

RECOMMENDATIONS:

1. To receive and note the responses of the Planning and Development Group detailed in the report.

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

17. CORRESPONDENCE

There are no one item of correspondence attached to this agenda.

The general correspondence folder will available at the meeting from the Clerk or can been viewed in the Hawkinge Partnership Office.

18. 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.

19. 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, has been circulated to all Councillors. Please bring your copy of the report to the meeting.

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

REPORT HPC/09/07 details a proposed scheme.

APPENDIX 1

Schedule of payments for 13 May 2009

23 April 2009

J E McMillan Surveyors
460.00

13 May 2009

HMRC
611.75

13 May 2009

KCC Pensions
425.14

13 May 2009

Salary and Overtime payment for April 2009
1613.38

13 May 2009

Zurich Insurance additional tax element.
111.23

13 May 2009

Clerks Expenses including stationary reimb
125.62

13 May 2009

cancelled

13 May 2009

BT Community Office
63.92

13 May 2009

Four Jays for March 09
111.32

13 May 2009

KCC Pensions reissue of cheque
414.37

13 May 2009

BT Home Office
83.91

13 May 2009

Hire of Com Centre
80.60

13 May 2009

Harmer Landscapes maintenance
257.60