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AGE 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 14 April 2010.
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 1.
9. STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2009
REPORT: On 4 May 2010, the Finance and General Purposes Committee
considered REPORT FC/10/01 which attaches the Statement of Accounts for
2009/10 and the Annual Governance Statement, 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 2010.
2. To approve and endorse the Annual Governance Statement at Section 2
of the Annual Return for the year ended 31 march 2010.
3. To authorise the Chairman of the Parish Council to sign the Accounts
contained within the Annual Return for 2009/2010 and the Annual
Governance Statement.
10. REPORT OF THE INDEPENDENT INTERNAL AUDITOR
REPORT: On 4 May 2010 the Finance and General Purposes Committee
considered REPORT FC/10/02 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 THE PARISH COUNCIL:
1. To receive and endorse the Report of the Independent Internal Auditor
at Section 4 of the Annual Return contained in Report FC/10/02.
11. OFFICE PHONES
REPORT: On 4 May 2010 the Finance and General Purposes Committee
considered obtaining two mobile phones. Since the Clerk has been using
accommodation in the Community Centre, following the closure of the
Hawkinge Partnership Office, the need for a mobile phone for Parish
Council use has been identified. This would enable the Clerk to make
calls whilst working in the Community Centre, where no phone is
currently available. It would also mean that when away from the landline
the Parish Clerk would be able to be contacted.
The Committee was also asked to purchase an additional phone for the use
of the Chairman when carrying out Parish Council business. The
Committee;
RESOLVED TO RECOMMEND THE COUNCIL
1. To obtain two office phones on a suitable and competitive contract.
2. To delegate authority to the Finance and General Purposes Committee
to
progress with the contacts.
12. APPOINTMENTS TO COMMITTEES
REPORT HPC/10/01 details the existing membership of the
Committees and Working Groups of the Parish Council and seeks membership
for 2010/11.
RECOMMENDATION: To make appointments to the Committees and
Working Groups of the Parish Council for 2010/11.
13. APPOINTMENTS TO OUTSIDE BODIES 2010/11
REPORT HPC/10/02 details the existing Parish Council
representatives serving on outside bodies and recommends the appointment
of representatives to serve for the following municipal year 2010/11.
RECOMMENDATION: To appoint representatives to serve on outside
bodies for 2010/11.
14. FINANCE AND GENERAL PURPOSES COMMITTEE ? 4 MAY 2010
To receive the minutes of the Finance and General Purposes Committee of
4 May 2010.
RECOMMENDATION: To receive and adopt the minutes of the Finance
and General Purposes Committee of 4 May 2010.
15. PLANNING MATTERS
To receive the minutes of the meeting of the Planning and Development
Committee of 26 April 2010, 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 26 April 2010.
Please contact the Clerk if you would like to view the plans before the
meeting.
16. CORRESPONDENCE
There are no items of correspondence attached.
Schedule of payments for 12 May 2010
28 April 2010 1830 A S Blythe Allotment items - reimbursement 468.33
28 April 2010 1831 Mark Hobbs - Allotment contractor for entrance 890.00
12 May 2010 1832 Four jays 108.57
12 May 2010 1833 Reimbursement C D Tearle Diary for FG bookings 2.25
12 May 2010 1834 HMRC PAYE and NIC 884.65
12 May 2010 1835 Salary plus overtime 1,924.24
12 May 2010 1836 KCC Pensions 435.20
12 May 2010 1837 BT Home Office 139.55
12 May 2010 1838 KempCarrBrown Accountants Payroll Services 123.38
12 May 2010 1839 Clerks Expenses 45.78
12 May 2010 1840 Harmer Landscapes FG maintenance and Memorial 289.06
12 May 2010 1841 Hire of Community Centre 298.87
12 May 2010 1842 Harmer Landscapes Parish Maintenance 254.98 | 
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