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Present:
Councillor D Callahan (Chairman), Councillors J Heasman, N Hilditch, G
Hodgson, T Hutt, Mrs P Meloy, T Ollerenshaw and C D Tearle
Apology for Absence: Councillor Ms J Brisley (unwell)
Officer Present: Mrs Tina Wiles (Clerk)
Note: The Chairman welcomed Peter Setterfield, the Assistant to the
Clerk to the meeting and introduced him to the Councillors.
846. DECLARATIONS OF INTEREST
There were no declarations of interest.
847. MINUTES
Minutes of the meeting held on 9 June 2010 were submitted, approved as a
correct record and signed by the Chairman.
848. FINANCIAL MATTERS
The Clerk circulated the schedule of payments to be made following the
meeting. A copy of the schedule is attached as Appendix 1.
Proposed by Councillor T Hutt
Seconded by Councillor J Heasman and
RESOLVED:
1. To receive and adopt the schedule of payments attached at Appendix 1.
(Voting: For 8 Against 0; Abstentions 0)
849. CONCLUSION OF AUDIT OF ACCOUNTS FOR THE YEAR ENDED 31 MARCH
2010
The Parish Council noted the certified Annual Return for the financial
year ended 31 March 2010 and that the Notice of Conclusion of the Audit
and Right to Inspect the Annual Return has been posted.
Proposed by Councillor T Hutt
Seconded by Councillor N Hilditch and
RESOLVED: To note the Conclusion of the Audit of Accounts for the
year ended 31 March 2010 and the posting of the notice.
(Voting: For 8; Against 0; Abstentions 0)
850. APPLICATIONS FOR FINANCIAL ASSISTANCE
1. HAWKINGE ENVIRNMENTAL GROUP
REPORT: An application for financial assistance had 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 of
the 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.
2. SURE START – HAWKINGE CHILDREN’S CENTRE
REPORT: An application for financial assistance has been received from
Hawkinge Children’s Centre to support a three night camping trip to
Kearsney Abbey on 12-14 August 2010. The majority of those taking part
were from Hawkinge. The Parish Council supported the event in 2009 with
a donation of £150.
Proposed by Councillor T Hutt
Seconded by Councillor G Hodgson and
RESOLVED:
1. To donate £200 to the Hawkinge Environmental Group towards the
Bar-B-Q to be held on 24 October 2010.
(Voting: For 8; Against 0; Abstentions 0)
Proposed by Councillor J Heasman
Seconded by Councillor T Hutt and
2. To donate £150 to Hawkinge Children’s Centre to assist the Camping
Trip to Kearsney Abbey.
(Voting: For 8; Against 0; Abstentions 0)
851. 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.
The Chairman said that this application had been considered by the
Village Hall Management Committee who had been unable to accommodate the
requirements. Following discussions with the Reverend Rob Grinsell it
became apparent that he was unaware of these plans and was very
concerned about the potential impact on St Luke’s Church Hall as a
result of the loss of rent. The Chairman concluded by advising the
Parish Council that discussions between Hawkinge Under 5’s and St Luke’s
Church were being held to ensure the future of Group.
Councillor Mrs P Meloy, gave her report as the Parish Council’s
representative on the Village Hall Management Committee, a copy of which
is attached to these minutes.
The Council raised a concern that since the Village Hall was owned by
the Council and managed by a Management Committee, the insurance policy
fully covered the building in the event of a claim. If it was found to
require amendment this was to be delegated to the Finance and General
Purposes Committee.
Proposed by Councillor T Hutt
Seconded by Councillor J Heasman and
RESOLVED:
1. To receive and note the report relating to the application from
Hawkinge Under 5’s and to take no further action.
(Voting: For 8; Against 0; Abstentions 0)
Proposed by Councillor C D Tearle
Seconded by Councillor G Hodgson and
RESOLVED:
2. To ask the Village Hall Management Committee to provide a copy of the
insurance policy for 2010 to ensure that the Hall was fully covered in
the circumstances that it was owned by the Parish Council and managed by
the Management Committee.
3. To delegate the Finance and General Purposes Committee authority to
implement any amendments required.
(Voting: For 7; Against 0; Abstentions 1)
852. 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.
Proposed by Councillor T Hutt
Seconded by Councillor Mrs P Meloy and
RESOLVED: To appoint the holder of the Chairmanship of the
Finance and General Purposes Committee as the Councils third
representative on the Board of Trustees of the Hawkinge Community
Football and Sports Trust.
(Voting: For 6; Against 0; Abstentions 2)
853. PROJECTS UPDATE 17
Projects update number 17 was presented by the Clerk, a copy is
attached. The report gave a series of updates on the Parish Council’s
projects and the following resolutions were made.
HAWKINGE FOOTBALL AND SPORTS TRUST
Update attached gives details of the progress made to the next stage.
Proposed by Councillor T Hutt
Seconded by Councillor N Hilditch and
RESOLVED:
1. To formally agree to the imposition of a Restriction on the Playing
Fields in Favour of the Football Foundation as detailed in the
conditions of the grant.
2. To note that no further invoices will be paid until the Lease is in
place.
3. To ask the Trust to formalise the appointment of Trustee/Directors of
the Hawkinge Community Football and Sports Trust.
4. To authorise the Clerk to negotiate any arrangements necessary for
the laying on of utility services to the building.
(Voting: For 6; Against 1; Abstentions 1)
Proposed by Councillor C D Tearle
Seconded by Councillor D Callahan and
RESOLVED:
5. To authorise Councillors G Hodgson and Mrs P Meloy, who are not
Trustees of the Hawkinge Community Football and Sports Trust to sign the
Lease.
(Voting: For 8; Against 0; Abstentions 0)
STOMBERS LANE ALLOTMENT
The update attached gives details of the need for the purchase of an
exit mirror.
Proposed by Councillor C D Tearle
Seconded by Councillor T Ollerenshaw and
RESOLVED: To make a grant of up to £200 from the Highways Section
106 pot for the purchase of an exit mirror on condition that advice for
the erection and positioning is sought from KCC Highways.
854. PLANNING MATTERS
1. The minutes of the meetings of the Planning and Development
Committees of 14 June and 5 July 2010 listing the planning applications
received since the last meeting of the Council were presented at the
meeting, giving details of the responses for endorsement, sent to the
District Council by the Planning and Development Committee.
Proposed by Councillor C D Tearle
Seconded by Councillor T Hutt and
RESOLVED: To receive and adopt the minutes of the Planning and
Development Committees of 14 June and 5 July 2010.
(Voting: For 8; Against 0; Abstentions 0)
855. CORRESPONDENCE
Correspondence was reported as follows:
i. Letter from Churchill School outlining changes to school drop off
arrangements.
ii. Report of the Community Warden July 2010.
iii. Invitation to The Cube on 31 July 2010.
The correspondence folder is available to all councillors in the
Hawkinge Community Office.
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
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