TO: MEMBERS OF HAWKINGE PARISH COUNCIL. YOU ARE HEREBY SUMMONED to attend a meeting of the PARISH COUNCIL to be held on WEDNESDAY 14 JULY 2010 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 9 June 2010.

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

5. CONCLUSION OF AUDIT OF ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2010

The Parish Council has now received the certified Annual Return for the financial year ended 31 March 2010 and the Notice of Conclusion of the Audit and Right to Inspect the Annual Return has been posted.

RECOMMENDATION: To note the Conclusion of the Audit of Accounts for the year ended 31 March 2010 and the posting of the notice.

6. APPLICATION FOR FINANCIAL ASSISTANCE

REPORT: An application for financial assistance has been received from Steve Walker of HEdGe and the White Cliffs Countryside Project, who are continuing to work closely with the Parish Council in the undertaking the of Management Plan at Frank and Betty?s Field on behalf of the Parish Council.

The proposal is to hold an event called ? Hawkinge hay Day and Bar-B-Q at Frank and Betty?s Field on 24 October 2010. This will provide an opportunity for local residents to see how Frank and Betty?s Field is developing and how the Parish Council is progressing its Parish Plan. Games would be arranged and local residents would be invited to participate in hay cutting.

The request is for the Parish Council to make a donation of £200 towards this event. The Council has set aside an allocation in the budget to support this project and if the Council is minded to approve the donation the funds are available for it to do so.

A copy of the request which gives further details is attached.

RECOMMENDATION: To determine the application for financial assistance.

7. HAWKINGE VILLAGE HALL MANAGEMENT COMMITTEE

REPORT: On 29 June 2010, the Clerk notified the Councillors of a letter that had been received from Hawkinge Under 5?s requesting use of accommodation at the Village Hall. The Chairman of the Council has had meetings with Hawkinge Under 5?s and the Village Hall Management Committee. An update will be given at the meeting.

8. HAWKINGE COMMUNITY FOOTBALL AND SPORTS TRUST

On 15th July 2009, minute 737 the Council considered Report HPC/09/08 which provided details of a proposed football pavilion on the Sports Ground, off Cricketers Close and resolved to appoint the Chairman, Vice Chairman and one other Councillor to serve as the Council representatives on the Trust.

The Council is requested to make a nomination to the Trust.

9. PROJECT UPDATE

Update number 17 will be circulated at the meeting.

10. HAWKINGE FUN DAY

The Fun day will be held on 11 September 2010. The Council will take part and use its gazebo. The main themes for this year will be to promote the new sports pavilion, Frank and Betty?s Field and inform members of the public about the work of the Parish Council.

Volunteers are requested to man the tent on the day.

RECOMMENDATION: To draw up a team of Councillors who are available to assist on the day.

11. PLANNING MATTERS

To receive the minutes of the meeting of the Planning and Development Committee of 14 June attached and 5 July 2010, to be circulated at the meeting, 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 14 June and 5 July 2010.

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

12. CORRESPONDENCE

Letter from Charlie Elphicke MP dated 21 June 2010 congratulating the Parish Council on the securing of £248,000 funding from the Football Foundation, attached.

APPENDIX 1

Schedule of payments for 14 July 2010

Date Cheque number Payee Amount
21 June 2010 1861 Kingsford's solicitors lease cc legal fees 1,090.17
21 June 2010 1862 Hawkinge Local 384.00
30 June 2010 1863 Harmer Landscapes 129.25
30 June 2010 1864 Hawkinge Community Centre consent lease fee 245.00
30 June 2010 1865 Salary plus overtime Clerk 1,543.00
30 June 2010 1866 Salary Assistant Clerk 349.78
30 June 2010 1867 KCC Pensions 435.20
30 June 2010 1868 Assistant clerks expenses 48.94
30 June 2010 1869 S G Fencing re allotments 12,351.76
30 June 2010 1870 A Blythe re allotments 914.77
30 June 2010 1871 Hawkinge Community Centre Hire 262.80
02 July 2010 1872 Kingsford's Solicitors Lease cricketers close 500.00
05 July 2010 1873 John Shelley re HCF&STrust 500.00
05 July 2010 1874 Harmer Landscapes 65.80
05 July 2010 1875 HMRC PAYE and NIC 676.75
05 July 2010 1876 Shepway District Council allotment rent 750.00
05 July 2010 1877 Clerks expenses 31.95


Additional Payments received after publication of schedule to be paid at this meeting.
14 July 2010 1878 Lyreco Stationary 411.25
14 July 2010 1879 KempCarrBrown Accountants Payroll Services 88.13

© Hawkinge Gazette and Channel Coast News 2010