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 10 June 2009.

4. HAWKINGE FOOTBALL PAVILION – PRESENTATION

A presentation on the proposed football pavilion will be given by Guy Hollaway from CTM Architects.

5. 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.

6. FINANCIAL MATTERS

1. Schedule of Payments.

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.

2. Conclusion of Audit of Accounts for the Year Ended 31 March 2009

The Parish Council has now received the certified Annual Return, copy attached, for the financial year ended 31 March 2009 and the Notice of Conclusion of the Audit and Right to Inspect the Annual Return has been posted.

RECOMMENDATION:

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

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

7. ANNUAL REPORT

The Annual Report of the Chairman is attached. 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. It is recommended that it be delivered to all households within the Parish.

RECOMMENDATIONS

1. To receive and note the Annual Report.

2. To consider circulation to all local residents.

8. PROJECT UPDATE

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

9. REPORT OF REPRESENTATIVE ON THE COMMUNITY CENTRE BOARD OF TRUSTEES.

Councillor Tearle will give an update as the Parish Council’s representative on the Community Centre Board of Trustees.

10. PLANNING MATTERS

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:

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.

11. CORRESPONDENCE

There are no items 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.


Schedule of payments for 15 July 2009

26 June 2009 1674 Kent Association of Local Council Quality Status registration fee 117.50

15 July 2009 1675 Graeme and Company for Company Registration for Football Pavilion 275.00

15 July 2009 1676 Salary for July 2009 1483.54

15 July 2009 1677 HMRC 557.14

15 July 2009 1678 KCC Pensions 412.80

15 July 2009 1679 John Shelley VAT advice 1047.00

15 July 2009 1680 Veoila Stand pipe Cricketers Close 10.17

15 July 2009 1681 Hawkinge Village Hall Management Committee invoice dated 4 July hire of hall 66.00

15 July 2009 1682 Kevin Funnell Internal Audit Fee in respect of Community Centre work 743.75

15 July 2009 1683 Kevin Funnell Internal Audit Fee for HPC y/e 31 March 2009 160.00

15 July 2009 1684 Hawkinge Community Centre Hire of hall Inv Number 1416 47.80

15 July 2009 1685 Harmer Landscapes Parish Maintenance, Flower beds inv 10548, Football Pitch, inv 10547, Memorial 10546, Football Field 10453 700.70

15 July 2009 1686 Four Jays Hire of toilet 31/5/09 96.14

15 July 2009 1687 Reimburse Councillor C D Tearle for expenses for sports ground and mileage plus Supply of fertilizer and application to sports ground 23.93 326.25 (386.18)

15 July 2009 1688 Clerks Expenses 34.97