Minutes of the Annual Parish meeting 11 May 2005

Contributed by editor on Jun 15, 2005 - 05:43 PM


Minutes of the Annual Meeting of Hawkinge Parish Council held in the Village Hall o­n 11th May 2005 at 7.30 p.m.



Present:   Cllrs. Ms Brisley, Callahan, Heasman, Hodgson, Hogben, Punnett, Smith and Trice


In attendance: Mrs Hardy (Clerk)


101      Election of Chairman

Cllr. Callahan was re-elected to serve as Chairman (prop. Cllr. Smith, sec. Cllr. Brisley) Votes: all in favour

Cllr. Callahan thanked councillors and signed the Declaration of Acceptance of Office.



Cllr. Callahan opened the meeting to the public to receive questions that could be placed o­n the next agenda.       There were two questions (1) provision of a gate for pedestrians at the Incinerator Road entrance to the football ground (2) traffic calming for Mill Lane.



102      Election of Vice-Chairman

Cllr. Heasman was elected to serve as Vice-Chairman (prop. Cllr. Hodgson, sec. Cllr. Brisley) Votes: all in favour


103      Parish Council Working Groups

The following appointments were made:

Community Liaison - Cllr. Brisley

Planning and Development - Cllrs. Trice and Heasman

Football Project Group - Cllrs. Trice, Hodgson and Punnett

Finance - Chairman, Vice-Chairman, Cllrs. Hogben and Trice

Public Rights of Way - Cllrs. Callahan, Punnett and Smith


Cllr. Trice requested that the Chairman attend Football Project Group meetings.

Public Rights of Way includes footpaths and cycleways.


104      Other Bodies

            Representatives were appointed to serve for the ensuing year.

Neighbourhood Management Partnership - Cllr. Hodgson

Village Hall Management Committee - Cllrs. Brisley and Punnett

Shepway Area Committee, Kent Association of Parish Councils

Cllrs. Heasman and Smith


105      School Governors

New regulations published by the Department of Education in 2003, rule that there is no longer a requirement to appoint a minor authority representative.   

Cllr. Hodgson is serving as a Community Governor o­n the Board of Governors, Hawkinge Primary School.    Cllr. Smith is serving o­n the Board of Governors for Churchill School.


106      Hawkinge Community Centre

Cllr. Hodgson was appointed by the PC in 2003 to serve as a Trustee o­n the Executive Committee for a 4 year Term of Office.


107            Apologies

The Chairman stated that Cllr. Mrs Newton had not attended a meeting since December 2004.     She had moved away from the village without leaving a forwarding address or contact numbers.   He intended to ask the Council to declare a casual vacancy at the June meeting due to non-attendance for six consecutive months.


108      Minutes

The minutes of the meeting held o­n 13th April 2005 were confirmed and signed subject to o­ne amendment.    (prop. Cllr. Brisley sec. Cllr. Smith)

Min. 88(d) substitute Cllr. Hodgson for Cllr. Smith.


109            Declarations of Interest

Cllrs. Callahan and Smith declared an interest in planning matters (members of Development Control Committee SDC) they reserved the right to make a decision at District level when they are in possession of all the facts relating to an application.

Cllr. Callahan declared a prejudicial interest in an item about the removal of bollards, Webster Way (member of the Residents’ Association for Webster Way).

Cllr. Smith declared a prejudicial interest in items concerning the Lease between HY&CSC and PC - Leisuredrome hall and land to rear (Trustee of HY&CSC).

Cllrs. Hodgson and Trice declared a personal interest in the football ground (members of the Hawkinge Football Club).


110      Matters arising out of the Minutes

       (a) Allotments [min. 86(b)]

Cllr. Callahan reported that he and the Clerk had met Mrs Eileen Blythe and three other members of the Allotment Group o­n Monday afternoon 18th April in the Community Centre.   It was an informal meeting to discuss possible sites for allotments.    He was following up a suggestion that the PC lease some land from SDC that the Group had identified as a suitable location.

       (b) Village Hall Car Park [min. 99]

Cllr. Punnett said that the earth moved during the renovation of the car park has created a natural boundary so that posts will no longer be needed to prevent cars driving o­n the land to the rear.

       (c) Giant “Awakening Dayâ€? [min. 88(d)]

Cllr. Smith said 600 school children were present in the main hall at the Community Centre for the ceremony that was a very happy occasion.   The Chairman congratulated the three schools for their part in the proceedings, firstly making the three smaller giants and secondly the excellent behaviour of the children o­n the day.

      (d) Community Centre Car Park

The Chairman told members that SDC had advised the Clerk that the PC had accepted responsibility to maintain and repair the car park when the car parking rights o­n the land to the rear of the shops were agreed.    However, when the community centre was handed over to the Community Centre Trust, the car parking rights were also passed to them.   All future complaints about the state of the car park will be passed to the Community Centre Trust.


111      Reports

      (a) Community Liaison Group

Cllr. Brisley had not received any complaints from residents.

      (b) Finance

The Chairman said there would be a meeting prior to the June meeting to approve the Annual Return to the Audit Commission and review the Risk Assessment.

      (c) Public Rights of Way

Cllr. Punnett advised that the work to the footpath in front of the shops had not been carried out yet (min. 86(d) refers).

      (d) Community Centre

Cllr. Heasman announced that the Annual Meeting of the Executive Committee will take place o­n 19th May at 7.30 pm.     All residents are members of the charity and are invited to attend.


112            Hawkinge Football Ground

      (a) The Football Project

Cllr. Trice said the car park had been constructed.   It is a sub base - the top surface will be done later.    Mr McMillan has been asked to look at the provision of the utilities to the ground, gas, water and electricity and the costs involved.  Water is the priority.    He had arranged a meeting with Mr Roger Reed, Regional Facilities Manager for the Football Association, in June and invited the Sports Development Officer, SDC, Hawkinge Partnership Neighbourhood Manager and the PC’s Building Consultant to attend. 

Cllr. Trice said another temporary building that can be used as a changing room is urgently needed, otherwise the PC will be losing revenue while the Cricket Club is refurbishing its pavilion and players cannot hire their changing rooms.    He asked the Council to give him permission to purchase another temporary building.

It was Resolved that Cllr. Trice purchase a temporary building for the football ground for approximately £600 (prop. Cllr. Callahan, sec. Cllr. Heasman) Votes: all in favour.

      (b) Management of the Ground

Cllr. Hodgson reported that KCC have cut the grass but they leave an area around the edges that needs a strimmer to cut it.     He said if the PC would purchase a strimmer and the necessary protective clothing, he would cut the grass around the edges and the footpath.   The question of Health & Safety regulations was discussed and the need for a Risk Assessment to be done.

It was Resolved that the Council purchase a strimmer and protective clothing for use o­n the football ground and that Cllr. Trice purchase paint up to the value of £30 and materials to improve the present temporary building.

(prop. Cllr. Callahan, sec. Cllr. Punnett) Votes: For 7 Against 0 Abstention 1


The Chairman thanked Cllrs. Hodgson and Trice for the amount of work and effort they have put into the Football Ground Project.  


113            Leisuredrome – HY&CSC Lease

            Deferred to the confidential section.


114      Finance

       (a) Audit 2004/05

The Clerk reported that the Internal Auditor had carried out the final audit for the year 2004/05 o­n 9th May.    He had completed and signed the Annual Internal Audit Report (copies were circulated to councillors).

Councillors received the Income & Expenditure, VAT Control and Balance Sheet prepared by the Clerk. 

It was Resolved that the accounts for 2004/05 be approved and the Chairman sign the Statement of Accounts in the Annual Return.    (prop. Cllr. Hogben, sec. Cllr. Hodgson) Votes: all in favour.  

The Council received a copy of the Risk Assessment that will be reviewed by the Finance Group at their next meeting. 

The Clerk said the Council would be asked to sign the Statement of Assurance that forms part of the Audit Return at the next meeting o­n 8th June.    The External Audit takes place o­n 13th June.

The Chairman thanked the Clerk for preparing the accounts.


       (b) KAPC – renewal of membership for 2005/06

Councillors received copies of KAPC accounts for 2003/04 and 2004/05.  

Cllr. Hogben said he was still not satisfied that KAPC gave “value for moneyâ€? and he proposed that the Council accept KAPC’s offer to visit Councils to discuss any concerns.   This was agreed.


      (c) Children’s Entertainment

The Clerk asked if the Council wished to provide Entertainments for children during August o­n similar lines to previous years.     It was agreed that the events had been successful and Cllr. Heasman was asked to make the necessary arrangements.


      (d) The Bumble Bee Alliance

            A request to all Parish Councils in Kent to consider giving a grant to the Bumble

            Bee Programme was received.     Noted.  


       (e) Payments

            It was Resolved that the following accounts be paid (prop. Cllr. Punnett, sec. Cllr.

            Trice) Votes: For 7 Against 0 Abstention 1


   ch  date



Staples (stationery supplies)



SDC rates (Football Ground)     DD


 SDC rates (Leisuredrome)     DD



Clerk's salary


 expenses ( a/c & fax handset) 


NatWest EBS      SO 


Internal Auditor



Action with Communities in Rural Kent originally KRCC renewal subscription



The Clerk was asked to arrange a meeting between Cllrs. Callahan and Smith and Mr Bentley, Bentley & Reina, at the Leisuredrome to discuss his account for work already done.


115      Correspondence

      (a) The Council received the following documents:

SDC Crime and Disorder Strategy 2005 – 2008 (5 copies)

SDC Planning Policy Survey – Local Development Framework

            Kent Police – Special Recruitment Campaign

            Kent County Council – Minerals and Waste Discussion Pack

      (b) The Chairman received a note from Mr & Mrs Blanks, 2 Pritchard Drive at the

meeting.    They complained about noise levels when the Community Centre is hired out for musical events.    Cllr. Heasman said the Executive Committee are aware that there is a problem and are dealing with it.


116      Plans

Planning applications received and comments sent by Planning Group:

Y05/0468/SH 8 Canterbury Road: increase in roof height to provide additional living accommodation.    No objections

Y05/0509/SH 19 Honner Close: erection of a rear conservatory.     No objections

The comments sent by the Planning Group were approved.


The following plans were considered at the meeting:

Y05/0546/SH North of Gibraltar Lane and land between southern by-pass and Aerodrome Road: erection of 79 houses and flats being details pursuant to outline planning permission Y03/0903/SH.

No objection provided the following comments are taken into consideration:

1. The layout of the houses is over intensive and lacks open space.

2. Footpaths and cycleways where provided should exit o­n to Gibraltar Lane in a safe manner.

3. The pillboxes should be protected for historical interest.

Votes:  For 4 Against 2 Abstentions 2 (District Councillors)

Y05/0591/SH 11 Millfield: erection of a detached bungalow

Objection o­n the following grounds:

1. This is back land development.

2. There is no provision for car parking space.

Votes: For 4 Against 0 Abstentions 4 (inc. two District Councillors)


117            Webster Way Bollards

Cllr. Hogben reported that drivers are removing the bollards and driving through No Entry signs in order to join the A260 at the traffic lights junction.   Cllr. Smith said the road had been adopted and KCC could remove the No Entry signs. 

It was agreed that County Councillor Susan Carey, who was present at the meeting, be asked to take the matter up with KCC.  

Cllr. Callahan withdrew from the meeting while the above item was discussed.


At this point Cllr. Hodgson left the meeting (work commitment)



           It was Resolved that because publicity would be prejudicial to the public interest

by Reason of the confidential nature of business to be transacted the public (including the Press) be excluded from the meeting pursuant to the provision of sub section 100 & 102 of the Local Government Act, 1972.


119            HY&CSC Lease

The Council received a letter from Kingsfords dated 26th April enclosing a letter from Rootes & Alliott (25th April) that showed that enquiries were still being made regarding the Lease.     The Chairman stated that negotiations regarding the Lease had been going o­n for over a year and he was still unable to produce a Lease for the Council to sign.    He could no longer deal with the Charity and recommended that the Council cease negotiations.

It was Resolved that as it had proved to be impossible to come to agreement whereby the Lease could be signed by both parties involved, the Parish Council forthwith withdraw the offer of a Lease o­n the premises to the Hawkinge Youth & Community Sports Council.

(prop. Cllr. Hogben, sec. Cllr. Punnett) Votes: all in favour

The Chairman stated that he would put an item o­n the next agenda to discuss the future of the Spitfire Leisuredrome.

Cllr. Smith withdrew from the meeting while the above item was discussed.


120            Memorial Garden

Councillors received a written report from Cllr. Hogben about his meeting with a representative of Jacksons Fencing, a quotation from Jacksons together with their proposed plan for the site and a picture of the metal fencing.  

It was Resolved that the proposed plan be adopted and Jacksons’ quotation for materials and installation £3,900.81 + VAT be accepted.  Cllr. Hogben was delegated to oversee the project o­n behalf of the Parish Council. 

(prop. Cllr. Callahan, sec. Cllr. Heasman) Votes: all in favour


121            Hawkinge Football Ground

Cllr. Trice reported that there had been an encroachment of Parish Council land that is part of the football ground by the owner of an adjoining property in Cricketers Close.    The Clerk was asked to inform Kingsfords and instruct them to send an appropriate letter to the owner of the property.

122      Village Hall – Site for Substation

The Council received a letter from EDF Energy (27th April) asking if the Parish Council would be prepared to consider another site o­n the village hall car park for a new ground mounted substation so that the quality of supply at the Primary School could be improved.    It was decided that as the Council is at the present time reviewing the layout of the village hall car park and the surrounding area that includes negotiations with the District Council, it could not commit itself to any arrangement that may rule out possible options in the overall plan.

The meeting closed at 10.40 pm