Hawkinge Parish Council minutes meeting 12 March 2003

Contributed by editor on Aug 29, 2006 - 04:30 PM

Minutes of a meeting of Hawkinge Parish Council held on 12th March 2003 at 7.30 p.m. in the Village Hall

Present: Cllr. Heasman (Chairman)
Cllrs. Brisley, Callahan, Chantry, Hodgson, Johns, Robertson, Smith, and Trice

In attendance: Mrs Hardy (Clerk)


Matters raised by members of the public included blocked drains in Canterbury Road; a request for brown wheelie bins; action to avoid a recurrence of icy pavements (two salt bins have been placed in the village) and Council minutes (Clerk to bring copies for the public at meetings).

755 Minutes
The minutes of the meeting held on 12th February 2003 were approved and signed subject to the following (prop. Cllr. Hodgson, sec. Cllr. Johns) Votes: all in favour
Min. 743 Project Management Group: Charity Commission: second paragraph to commence “Cllr. Smith had received and circulated a letter from a resident…”
Min. 746 Y03/0062/SH Hope Farm: Votes: For 7 Against 1 Abstention 1.
P.5 second para. to read “The Chairman told councillors that Cllr. Johns had spoken to him during the adjournment and he would return and complete his tenure of office as councillor if invited by the Parish Council as a whole”.
749 Web Site last para add “and the cost of terminating the contract.” 
End of minute 749 prior to minute 750 insert: At this point Cllr. Trice left the meeting
The minutes of the Extraordinary meeting held on 1st March 2003 were confirmed and signed subject to the following: (prop. Cllr. Trice, sec. Cllr. Brisley)Votes: For 8 Against 1 Abstention 0.
Min. 754 second para. 4th sentence to read: “The Church will pay for the upper room to be built as well as contributing approximately 15% of the operating costs of the centre…..”
Min. 754 last sentence “Cllr Smith asked to see a copy of the revised Lease before it is signed”. 
Cllr. Smith asked for written questions handed in by the public to be circulated with the next agenda. Cllr. Johns said that he had spent half an hour talking with members of the public after the meeting and had answered all the questions they asked about the new Community Centre.

756 Declarations of Interest
Cllr. Smith declared a non-pecuniary interest in planning matters (member of Development Control Committee, SDC) and Churchill School (School Governor). Cllr. Hodgson declared a non-pecuniary interest in the Churchill School (School Governor, Hawkinge Primary School) Cllr. Johns declared a non-pecuniary interest in the web site (related to webmaster).

757 Matters arising out of the Minutes
(a) Extraordinary meeting
Cllr. Robertson stated that he thought the meeting would take the format of a forum; there had been no suggestion that there would be any changes or redefining of the parameters already decided for the Lease. Cllr. Callahan said he had asked the Clerk to place an item on the agenda for the February meeting “to discuss all aspects of the new community centre”. The item had been deferred to an extraordinary meeting and was the only item on the agenda.
(b) Community Centre (min.753)
Cllr. Johns replied to questions from Cllrs. Smith and Trice. He confirmed that once the Community Centre has registered as a charity it and the Hawkinge Village Hall will be able to merge together to form one charity at a later date. He also confirmed that the decision about the future of the old village hall rests entirely with the Village Hall Management Committee and that the Council’s obligation to provide sufficient car parking spaces was not dependent on their decision.
(c) Trustees for Community Centre
Cllr. Robertson had been appointed the representative of the PC to serve as a Trustee because he had been appointed the representative on the Village Hall Management Committee. It was agreed that his appointment as a Trustee on the Executive Committee of the Community Centre should have formal ratification by the Council.
It was Resolved that Cllr. Robertson be appointed to act as the representative for the Parish Council on the Executive Committee of the Community Centre
(prop. Cllr. Hodgson, sec. Cllr. Trice) Votes: all in favour. 
Cllr. Johns confirmed that the Trust will be independent and he did not think there was a conflict of interests if the Chairman and Vice-Chairman signed documents on behalf of the Parish Council. The Council’s solicitor had been asked for his advice and the Clerk was asked consult KAPC as well. 
(d) Public Rights of Way
Cllrs. Trice and Callahan had attended the East Kent Public Rights of Way/PC Liaison meeting on 27th February. Cllr. Trice said that the officer for Shepway is Mr Edward Denne situated in Dover (tel: 01304 216307). The Countryside and Rights of Way Act 2000 is gradually being introduced mostly through local access forums (one has been created already) that will include representatives of landowners, recreational groups such as walkers and horse riders. He reported that it is hoped to reduce the processing period for diversions to 4 months; under the Town and Country Planning Act for Development there is greater freedom to remove footpaths; if work is carried out on Rights of Way using power tools the FPO needs to know as they have a blanket insurance that covers such work; cycle tracks should ideally run parallel with footpaths and not on them, if they run on them there is a risk of the footpath being removed from the definitive map; permissive cycle tracks can run over footpaths but this right can be removed by the owner of the land if they are overused, more permanent cycle tracks are introduced and preferred; highways include the verges right up to the boundary of the property, this information came from a question about planting on grassed areas alongside properties.
Cllr. Trice said he would like the Council to form a special group to cover Public Rights of Way issues, and requested an item on the next agenda to discuss the proposal.
758 Reports
(a) Project Management Group 
Cllr. Johns reported that the latest version of the Lease changing the Term to 75 years had not been received yet but he believed the Baptist Church had accepted it. The solicitors were proposing that a document that is a binding intention to the Lease be exchanged. This would enable the project to move forward and the builders to start work at this critical juncture so that cash flow meets the final payments. He had met the Quantity Surveyor and Architect to discuss progress but he could not place any orders for fitting out or furnishings until the Agreement to Lease had been signed. The Council needed to move these things forward because as soon as the building is handed over it will be liable for rates and VAT. 
In answer to a question he confirmed that the Agreement to Lease would cover any work done in good faith prior to the signing of the actual Lease and he would give more details of the financial situation in the confidential section. 

Cllr. Johns said that as soon as the Trustees Executive Committee had registered the charity, the Parish Council would ask the solicitor to prepare a Land Register Transfer. He proposed that the Council agree to the transfer in principle at the meeting and ratify the document at the next meeting.
It was Resolved that Hawkinge Parish Council transfer the community centre building to Hawkinge Community Centre Trust whilst remaining Custodian Trustee as it is for the Hawkinge Village Hall 
(prop. Cllr. Johns, sec. Cllr. Robertson) Votes: all in favour

Cllr. Robertson asked if the Trustees intended to appoint a professional manager for the centre. Cllr. Johns said finances were very tight and they must rely on volunteers to get it operational initially. Maintenance and servicing costs for the first year had all been covered. 

It was agreed that arrangements for the opening of the centre be discussed at the next meeting. Cllr. Trice suggested that it could be a two-day event to tie in with the Annual Parish meeting (provisional date 23rd April). The public could be asked to suggest names for the two halls inside the building (web site and notice-board). Councillors were invited to visit the Centre on Saturday morning 15th March.

(b) Community Liaison 
Cllr. Brisley said rubbish deposited in Canterbury Road (north of Canterbury Road/The Street junction) is still not being picked up. She had ordered wild flower seeds for the verges of White Horse Hill; Mr Graham Greene had offered to plant them for the Council. 

(c) Maintenance and Facilities 
Cllr. Smith reported that the Probation Service (C.P.A.) had started work at the Leisuredrome. They had uncovered steps that Sir Winston Churchill must have walked up when he visited Hawkinge Airfield in 1940. He had contacted the plumber and asked him to start work on the kitchen and toilet areas as soon as possible. The Council’s planning application for change of use from agricultural to recreational for land off The Street had been submitted. He had met Mr McCreedy (Parks & Recreation Manager, SDC) on site and discussed SDC’s sports strategy, the proposed plans for the area and the positioning of the football pitches. He had given him the plans prepared by Roger Joyce for the pavilion.

(d) Sports and Grounds Maintenance 
Cllr. Hodgson reported that KCC Footpath HE198 (part) Diversion Order had been granted, subject to the Council confirming that the grass along the new route was not too long and that there are no obstructions. He had asked the Clerk to write to the Transfer Station to ask if they had any objection to the existing entrance gate into the field being moved further along incinerator road so that access will be near the proposed car parking area.

759 Correspondence
(a) Public Consultation Document - Proposed Enlargement of The Churchill School
It was proposed to enlarge the school to enable operation as a 2FE school able to admit 60 pupils each year, bringing it eventually up to a capacity of 420. This would require building an eight-classroom extension to form the junior accommodation at the school. Cllr. Hodgson said the selection criteria should be in favour of Hawkinge children. Cllr. Smith stated that the selection process is changing from September 2003. 
It was Resolved that the Council support the proposal for the proposed enlargement of The Churchill School, Hawkinge (prop. Cllr. Callahan, sec. Cllr. Brisley) Votes: For 7 Against 0 Abstentions 2 (Cllrs. Hodgson and Smith declared an interest) 

At this point Cllr. Hodgson gave his apologies and left the meeting due to work commitments

(b) Draft Local Cultural Strategy for Shepway
Councillors were surprised to find that there was no mention of Hawkinge in the document. It was noted that Mr Jarvis, Head of Leisure, Tourism & Media Services stated that it was a first stage. It was agreed that the Council reply stating that it is hoped the next document will have more clarity and be progressive (copy to the Chairman of Shepway District Council). 
(c) KCC, Waste Management Unit, Private Access Road to Transfer Station 
The Manager advised that the Planning Authority will consult the PC about the operation of the Civic Amenity facility this year and whether the gates at the Canterbury Road end of the private access road should be kept locked. Noted.
(d) Shepway Performance Plan Update 2002/2003 (1 copy) Received.

760 “Youth Facilities in Hawkinge Project” Leisuredrome Plan
It was intended to review the proposal to form a charitable trust led by a Board of Independent Trustees selected from members of the community and concerned bodies to take over the running of the Leisuredrome complex and to approve the projected costs and income of the project. Cllr. Smith said the Clerk had now produced the end of year figures for the Leisuredrome and, having spoken to the Head of Financial Services, SDC, she was able to report that the concurrent services grant based on the actual figures for 2001/02 amounted to £9,409. As this information had only just been sent to councillors, the review was deferred to the next meeting.
Cllr. Johns said he endorsed fully the proposal but he thought that if the Parish Council intended to pay the costs for the first year’s operation, there would have to be a ceiling put on the amount.

761 Finance
(a) Annual Audit 2001/02
The Clerk reported completion of the Annual Audit 2001/02. Notice of 
Conclusion of Audit and Right to Inspect the Annual Return had been displayed in accordance with The Accounts and Audit Regulations 1996 (SI 1996/590)
The District Auditor had telephoned her to say that in view of the fact that the Council’s very large expenditure 2002/03 was due to one project, the accounts could be classified as Intermediate for audit again in 2003. 

(b) Risk Assessment for the year ending 31st March 2003
Cllr. Johns had prepared the Risk Assessment for formal adoption by the Council. 
He went through the document in detail, identified each risk and explained the appropriate measures taken by the Council (a copy of the risk assessment is attached to these minutes in the Minute Book).
It was Resolved that the Risk Assessment be formally adopted by the Council 
(prop. Cllr. Chantry, sec. Cllr. Callahan) For 8 Against 0 Abstention 1 (Cllr. Johns abstained)
Councillors thanked Cllr. Johns for producing a Risk Assessment for the Council.

(c) Insurance Claim: The Hawkinge Bowls Club had asked the Council to send in an 
insurance claim in respect of malicious damage to one of their mats (replacement 
cost approx. £700). The Clerk had forwarded the claim to Zurich Municipal.
(d) Accounts for Payment
It was Resolved that the following accounts be approved for payment.
(prop. Cllr. Callahan, sec. Cllr. Robertson) Votes: all in favour

dated £ 
Folkestone Cleaning Services 12.3.03 153.30 
Village Hall (invest. interest) 36.32 
SEEBOARD 238.18 
Zurich Municipal 1,681.83 
KCC (KCS) 18.58 
Clerk's salary 646.85 
Clerk's expenses 23.57 
Short Mat Bowls Club (reimbursement) 17.25 
Nat.West. EBS DD 10.00 
Web site SO 235.00 
Chairman's expenses 53.86 
SDC (planning applic. half fee) 110.00 
Southern Water 5.98 

(e) Southern Water
Cllr. Smith reported that Southern Water had dug a hole in the Leisuredrome car parking area and the Council had not given permission.
It was Resolved that the Clerk write to Southern Water to ask what work had been done and who had given permission.

762 Plans
(a) The Clerk reported the following decisions by SDC:
Y03/1320/SH Land at Cowgate Lane: Approved
Y03/0012/SH 105 Canterbury Road: Approved
Y03/0046/SH Building, 61 Aerodrome Road (hot food takeaway) Refused
Y03/0062/SH Hope Farm, Crete Road East (green waste) No objection
Y03/0116/SH KCC Waste Transfer Station: No objection
(b) Planning application received since the last meeting:
Y03/0214/SH Wintondale, White Horse Hill, Canterbury Road: erection of a replacement double garage and store: No objection

Cllr. Johns declared an interest and withdrew from the meeting for the following item.

763 Web Site 
Cllr. Trice stated that despite the proposal to transfer the web site to the community centre so that the Council only had to contribute £50 a month in order to retain control of it, he still did not think the site was good value for money.
Cllr. Robertson thought that the Council should accept responsibility for that because it had not contributed material for publication or kept the Webmaster informed of events. He proposed that the Council ask the Trustees of the Community Centre to take on most of the costs because they intend to use the web site to set up an on-line booking system for the efficient use of the halls in the centre and other facilities as well in the future.
It was Resolved that the Parish Council retain 25% stake in the web site (maximum payment £50 per month) in order to keep control of it, and offer 75% to the community centre and other bodies. 
(prop. Cllr. Chantry, sec. Cllr. Callahan) For 8 Against 0 Abstention 1.

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.

765 Letter of complaint
Councillors received a letter of complaint from a resident.
It was Resolved that a reply be sent stating that councillors have read the letter and taken cognisance; the account of what happened at the meeting after he left was not correct. Cllr. Johns has the full confidence of the Parish Council
(prop. Cllr. Callahan, sec. Cllr. Robertson) Votes: For 7 Against 0 Abstentions 2

766 KACF – Leisuredrome facility
The Council received an official complaint about the shared bookings at the Leisuredrome by the Army Cadets and the Bowls Club.
It was Resolved that a letter be sent advising Lt. Col. Troy that after April 2003 the Bowls Club will be moving to the new Community Centre and the KACF will have exclusive use of the hall on Monday and Thursday evenings. A letter would be sent to the Bowls Club regarding other matters for complaint.

767 Community Centre
Cllr. Johns gave a financial statement and outlined the work he would like completed before the building is handed over to the Parish Council. This work concerned primarily the security of the building but could not be ordered unless the Lease with the Baptist Church was guaranteed.
It was Resolved that the Agreement for Lease between the Baptist Union Corporation Limited and Hawkinge Parish Council be signed as soon as it is received from Kingsfords, Solicitors.
(prop. Cllr. Robertson, sec. Cllr. Chantry) Votes: For 5 Against 0 Abstentions 4.

The meeting closed at 11.10 p.m.

Hawkinge Parish Council minutes meeting 12 February 2003

Contributed by editor on Aug 29, 2006 - 04:25 PM

Minutes of a meeting of HAWKINGE PARISH COUNCIL held on 12th February 2003 at 7.30 p.m. in the Village Hall

Present: Cllr. Heasman (Chairman)
Cllrs. Brisley, Callahan, Chantry, Hodgson, Johns, Robertson, Smith, Trice.


There were 4 residents present and two questions were asked:
(1) The path from Haven Drive to Canterbury Road by the community centre ends at the village hall site – when will it be completed? The Chairman stated that the Village Hall Management Committee was not empowered to do anything about it; the path is being constructed by SDC. 
(2) The community centre will include a place of worship; does that affect its legal position to get funding? There was an item on the agenda to provide an answer to the question. 

740 Minutes
The minutes of the meeting held on 8th January 2003 were confirmed and signed.
(prop. Cllr. Hodgson, sec. Cllr. Robertson) Votes: For 7 Against 0 Abstentions 2 (Cllrs. Trice and Smith were not present at the meeting).

741 Declarations of Interest
Cllr. Smith declared a non-pecuniary interest in planning matters (member of Development Control Committee, SDC). Cllr. Johns declared a non-pecuniary interest in the web site. 

742 Matters arising out of the Minutes
(a) Un-adopted Roads/Dog Fouling: replies were received from Pentland Homes and 
Matthew Homes. Pentland Homes stated that if the Highway Authority wish to make a firm proposal, provided it does not delay the adoption procedure nor involve the company in any liabilities, the proposal would be given serious consideration. Matthew Homes advised that in their experience the attachment of Dog Notices to street light columns is prohibited and an obstacle for developers in seeking adoption of the highways. For this reason alone they reluctantly advised that they would not accept the PC’s proposals.
Cllr. Smith had been advised that Haven Drive would be adopted by October this year. 
It was Resolved that the Council reply to developers stating that adoption is long overdue because the roads are not up to standard, and ask them as a gesture of goodwill to the community to put waste bins in place and (2) write to Shepway District Council to ask where to put the bins that will need emptying, and stating that the request is made for all roads whether or not they have been adopted.
(prop. Cllr. Smith, sec. Cllr. Robertson) Votes: all in favour 

(b) Signs and nameplates: reply from Kent Highways (7th January). Mr Burt 
advised that the Spitfire Way and Heron Forstal Road roundabout still belongs to the developer and SDC and KCC do not have any responsibility for the road or the roadside furniture. The sign at Barnhurst Lane is a low priority because there is a sign on the opposite side of the lane. The lack of nameplate at Swan Way is the responsibility of the developer and they have been advised that there should be a nameplate. Noted.
(c) Safety Camera A260: Inspector Samways, Kent County Constabulary stated that
the camera is still working and regularly contains a live camera. All camera enforcement issues are now dealt with through Kent & Medway Safety Camera Partnership. This has allowed an increase in the resources put into camera enforcement to the extent that extra support officers, vehicles and mobile cameras are available to target locations where speed related crashes occur. 
Cllr. Hodgson told members that at a recent KAPC meeting the Dymchurch representative had spoken about their own scheme to provide mobile speed cameras. Cllr. Trice said if details of their scheme could be obtained the M & F Group could study it as part of their community safety remit.

743 Reports
(a) Project Management Group
Cllr. Johns reported that two legal matters were progressing in parallel the Lease for the Baptist Church (min. 738) and the application by the Trustees to the Charity Commission to register the community centre as a charity (min.726).
Baptist Church Lease
The Council had been approached by the Baptist Church who had for a long time been looking for premises to use as a chapel. It was felt to be highly beneficial to both parties if the Baptist Church paid for the upper room to be built together with separate entrance and a lift, and they would have the use of the rest of the building on the same basis as other users. Councillors had agreed in principle and the Council’s solicitor had recommended a 125 year Lease as the appropriate vehicle and negotiations between solicitors were taking place (full copy of the Lease available to councillors on request from the Clerk).
Charity Commission
Cllr. Johns said the Council had been advised that it had to establish its own charitable status before it could “merge” with the Village Hall Charity. The Parish Council is Custodian Trustee for the Village Hall. He had established a Trust Deed with an initial core of Trustees under the charity in order to be able to transfer from the PC to that Trust the right to operate and manage the building. The initial 5 Trustees who had signed the Deed were as follows: Mr Johns (Project Manager) Mr Reynolds (Baptist Church representative) Mr Robertson (PC representative) Mr. Heasman, Mr De Ste Croix (Village Hall representatives). The meeting of Trustees to formally adopt the constitution had been held prior to the PC meeting that evening. The Parish Council will own the building that he hoped would be ready to open in the first week in April. 

Cllr. Smith had received and circulated a letter from a resident and on the basis of that letter he had spoken to a solicitor that afternoon. He questioned the legality of the proposed Lease to the Baptist Church on the grounds that the property was undervalued in which case permission must be obtained from the Secretary of State. 

At this point Cllr. Johns left the meeting and told the Chairman to expect a letter of resignation in the morning.
The Chairman adjourned the meeting for 10 minutes.

Cllr. Callahan proposed that a special meeting be held to discuss all aspects of the new community centre. Residents asked him questions that he could not answer. Cllr. Robertson stated that all of the questions either have been answered or there are no current answers. 

It was Resolved that an extraordinary meeting of the Council be held to discuss all aspects of the new community centre within 7 days if it can be arranged, otherwise as soon as possible. (prop. Cllr. Callahan, sec. Cllr. Chantry)
Votes: For 5 Against 1 Abstentions 2 

(b) Community Liaison
Cllr. Brisley reported that when road repairs were carried out to White Horse Hill debris and earth were thrown on the banks each side of the road destroying the daffodil bulbs. SDC will be advised and asked to make good the area.
Cllr. Chantry had publicised the fact that the Council would like to enter the South in Bloom competition this year and made an appeal for help via the web site and notices. There had been no response. She would not waste £40 on the entry fee when only two people were prepared to take an interest. 

(c ) Maintenance and Facilities 
Cllr. Smith distributed copies of a Business Plan for the Leisuredrome entitled “Youth Facilities in Hawkinge Project”. It was proposed that this be an item on the next agenda. Cllr. Smith said they needed to move quicker; he would like to assume that if he did not hear from councillors within 7 days the plan was acceptable.
It was Resolved that councillors advise Cllr. Smith if they have any objections to the Business Plan within the next 7 days, and that whether or not there are any objections, the Plan be reviewed at the next Council meeting.
(prop.Cllr. Robertson, sec. Cllr. Callhan) Votes: For 7 Against 0 Abstention 1

Cllr. Smith reported that KPA (Kent Probation Area) had offered to undertake the roof repair and interior decoration of the Leisuredrome hall for the cost of the materials only (insurance cover is provided). 
It was Resolved that the Parish Council accept the offer made by KPA. 
(prop. Cllr. Chantry, sec. Cllr. Callahan) Votes: all in favour
Cllr. Smith said the heaters in the hall were not working. The Judo Club had not met for the past 2 weeks because it was too cold to use it.

(d) Sports and Grounds Maintenance
Cllr. Hodgson was waiting for a report on the condition of the pitch from Mr McCreedy, SDC. 

(e) Planning Group 
Cllr. Heasman said Cllr. Callahan has stated that he would like to serve on the Planning Group
It was Resolved that Cllr. Callahan be appointed to serve on the Planning Group
(prop. Cllr. Hodgson, sec. Cllr. Robertson) Votes: All in favour

744 District Councillor
Cllr. Smith – nothing to report

745 Correspondence
The following were received and contents noted.
(a) Information Commissioner – Freedom of Information Act 2000 – Publication 
Schemes (letter dated 23rd January)
(b) KAPC Draft Regulations – Local Authorities (Members’ Allowances) England 
Regulations 2002 enc. (KAPC had responded on behalf of members) 
(c) SEEDA – Regional Economic Strategy for S.E.England (83 pages) letter and 
excerpt on Community Participation and Local Leadership was circulated. and Draft Action Plans (67 pages) excerpt of Plan for Kent and Medway.
(d) SEEDA – Draft Regional Transport Strategy for the South East 
“From Crisis to Cutting Edge” one copy of each book received. 
(e) SDC Election of Town and Parish Councillors; Presentation Evening Wed. 5th 
March at 7 p.m. at the Civic Centre, Folkestone 
(f) KCC Public Rights of Way/Parish Council Liaison meeting Thurs. 27th Feb. at
Elham Village Hall, at 7 p.m. Cllrs. Callahan and Trice to attend and report back on Public Rights of Way at the next meeting.

746 Plans
(a) Planning applications received since the last meeting
Y03/0012/SH 105 Canterbury Road: erection of a first floor rear extension.
No objections
Y03/0028/SH 11 Haven Drive: erection of a two-storey side extension.
No objections.
Y03/0033/SH 30 The Street: non-compliance with condition 1.6 of planning permission 78/1223/SH to allow garage to be used as living accommodation.
No objections.
Y03/0076/SH 24 Petrel Way: erection of a conservatory to the north east elevation. No objections.
It was Resolved that the actions of the Planning Group be approved.
(prop. Cllr. Chantry, sec. Cllr. Brisley) Votes: all in favour
Referred to full Council for a decision
Y03/0046/SH Building 61 Aerodrome Road: change of use from builders yard to hot food takeaway, including the erection of side and rear extensions.
(Copy of a letter from Roger Joyce Associates sent to Planning Control, SDC, on behalf of the applicant had been circulated)
Objection on the grounds that this is an inappropriate location for a hot food takeaway and vehicles parking in the area will put pedestrians at risk. There are problems regarding sewers in the area that frequently backup and overflow at the Leisuredrome. Votes For 4 Against 3 Abst. 1
KCC SH/03/TEMP/0001 Hope Farm, Crete Road East: to receive green waste primarily from KCC, to shred it, to compost it in windrows, to spread it on the agricultural fields of Hope Farm and 
Y03/0062/SH Hope Farm, Crete Road East (as above) 
No objections to the above two plans: For 7 Against 1 Abstention 1
KCC Waste Management Unit, Fernfield Lane: variation of condition (1) planning reference DO/94/1172/R1 to permit the continued use of the extended manoeuvring area up to 31 October 2022 (correspondence circulated.) 
No objection. Votes: For 8 Against 0 Abstention 1

At this point Cllr. Hodgson gave his apologies and left the meeting due to work commitments.

The meeting adjourned for refreshments in accordance with Standing Orders.

The Chairman told councillors that Cllr. Johns had spoken to him during the adjournment and he would return and complete his tenure of office as councillor if invited by the Parish Council as a whole.
It was Resolved that Cllr. Johns be invited to rejoin the meeting. (prop. Cllr. Heasman, sec. Cllr. Chantry) Votes: all in favour
Cllr. Robertson asked for it to be recorded in the minutes that the Council is grateful to Cllr. Johns for everything he has done for the Council, particularly for managing the community centre project.
Cllr. Johns stated that he was interested in making things happen, although he understood that the amount of red tape and hurdles in the way caused concern to some councillors. He apologised for his display of temper. 

747 Finance
(a) The Clerk reported that Mr H. Preston the Council’s Internal Auditor had carried 
out an interim audit that had taken him 4 hours to complete. His report to the Council dated 7th February 2003 was as follows:
(1) The items requested by the external auditor for the year ending 31st March 2002 were completed in order that the clerk could submit the relevant documents.
(2) An audit was completed on the accounts (April 2002 – February 2003). All the internal controls were tested and were found to have been met, except for the one which asks “Do the minutes record the council carrying out an annual risk assessment?”
(3) With the council’s current financial commitments to the new Community Centre, Spitfire Leisuredrome and the Football Field Project, I suggest that this is possibly the best time to carry out this risk assessment.
The Clerk said she and Mr Preston had discussed the risks and he had very kindly prepared a table identifying the risks and a spreadsheet for the risk assessment that she had passed to the Finance Group.
Cllr. Johns agreed to look at the risk assessment and present it to the Council for its approval at the next meeting.

(b) It was Resolved that the following accounts be approved for payment (prop. Cllr. 
Robertson sec. Cllr. Brisley) Votes: all in favour £ 
GSE Design & Build 18.01.03 82,815.57 
Folkestone Cleaning Services 12.02.03 193.64 
Tyler's (stationers) 53.74 
Mr H.Preston, Internal Auditor 80.00 
KAPC (Planning Info.Day) 47.00 
Hawkinge Village Hall 60.00 
Clerk's salary 646.85 
Clerk's expenses 13.98 
Web site SO 235.00 
Nat.West. EBS DD 10.00 

748 Annual Parish Meeting 2003
The Chairman had not decided on the date of the meeting that must be held between 1st March and 1st June 2003. It was suggested that a representative of Dymchurch Parish Council be invited to speak about the Dymchurch scheme to provide safety cameras. The County and District Councillors will be invited to speak. 

Cllr. Johns declared an interest in the next item and withdrew from the meeting because discussion would concern his brother-in-law the web master.

749 Web Site 
Cllr. Trice stated that he did not think the Parish Council’s web site was good value for money and the Council should cancel the contract. He proposed that 
KAPC’s legal department be asked to look at the contract with a view to reducing the PC’s legal obligations. Areas to be looked at included (a) whether it was set up fairly in the first place (b) whether the contract delivered what it was set out to do (c) if the terms of termination are unfair and should be re-negotiated.
Cllr. Robertson said he served on the Community Liaison Group when the web site was established to improve communications with the community. At that time no one had the expertise to set up a site and it was decided to ask someone else to launch the first web site in Hawkinge. He thought it was important to have an official web site. It was always intended it would provide an on-line booking service for the community centre and costs would be shared. He was not opposed to reviewing the contract and agreed the Council was not getting value for money at the present time, but that was because the Council was not using the site and providing the web master with material to put on it. Costs are involved if the Council terminates the contract and personally as he had signed the contract he would stand by it. 
There was a long discussion after which Cllr. Trice put an amended motion to the Council:
He proposed that KAPC’s legal department be asked to look at the contract and define the Council’s legal obligations with a view to terminating the contract and the cost of terminating the contract.
(prop. Cllr. Trice, sec. Cllr. Smith) Votes: For 3 Against 4 Motion defeated.

Cllr. Robertson asked for the web site to be placed on the agenda for the next meeting so that councillors could review the effectiveness of the site and consider the latest running costs.

At this point Cllr. Trice gave his apologies and left the meeting.

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.

751 Land off Aerodrome Road
The Council had received a letter from Mrs Tankaria (17th January 2003) in which she requested consent to dig up part of the access road to her land off Aerodrome Road (adjacent to Leisuredrome) to lay services to the site. It would involve digging down to 1m in depth and all services would be laid within the same trench; which would be made good immediately the services were installed.
The Council had sought advice from its solicitor. Cllr. Smith reported that there is a problem with drains/sewers in the area that are already overloaded. 
It was Resolved that Mrs Tankaria be advised that Wimpey who built the adjoining estate to the property laid the service supplies in a channel at the other end of her property. The Council believe it may be more cost effective to contact Wimpey. If the drains problem can be sorted out and there is still an outstanding problem regarding other services, the Council would consider entering into a separate Deed of Easement to enable her to lay services to her site.
(prop. Cllr. Smith, sec. Cllr. Callahan) Votes: all in favour 

752 Community Centre 
Cllr. Johns told councillors about his plans to establish an on-line booking system.

Young woman sexually assaulted

Contributed by editor on Aug 29, 2006 - 12:05 AM


Two men have been arrested after a 21-year-old woman was sexually assaulted  in Dover.

Police said the men were helping officers with inquiries after an attack early on Sunday in an access road off Malvern Road, near Folkestone Road, in the town. 

Officers said they wanted to hear from anyone who heard a woman in distress in the area at the time.

Where did the money go?

Contributed by editor on Aug 28, 2006 - 08:53 PM


Dear Ed,

Some 5 years ago every new house built in Hawkinge had to pay a levy of £3000 per property.

I was informed by my builder that this money was to be used to provide new amenities for Hawkinge and the increasing population, ie: sports facilities, various activities for all ages, swimming pool etc.

I would like to know, to what body this money was given and what happened to it.

Was it spent and by whom on the community centre?, a ridiculous building, lacking in kitchen and catering facilities bar and stage, depriving the community of somewhere suitable for plays and panto, wedding receptions, dances etc.

Was it spent on salaries for the quango that calls itself Hawkinge Partnership?

I understand the only people who did not pay this levy were Pentland Homes. Why was this? 

Somebody, somewhere, must know a little more about all this, if so, please enlighten me.


Mayor's patience "wearing thin" as two new fast ferries are announced

Contributed by editor on Aug 28, 2006 - 08:32 PM


Euroferries Ltd., the buyer of the high-speed ferry the Spirit of Ontario which was due to come into cross channel service this year has announced it is purchasing a second catamaran and plans to have shipbuilder Austal Ltd. build it a third "sister ship." 

The company has yet to secure financing to close the $29.8 million purchase of the Spirit of Ontario from the city of Rochester NY, in the United States. Rochester Mayor Robert Duffy is reported as saying this week his patience was wearing thin, and he talked about a deadline for the deal, announced May 3. 

City spokesman Gary Walker was quoted saying the city was aware of Euroferries' plans, adding "the scope of their operation and their wherewithal" was partly what persuaded city officials to deal with the company. 

"The purchase of those two other ships is not what's holding our deal up," Walker said. "They're looking for funding for something much larger."

Officials have said that Euroferries' troubles with the Rochester deal were with the long-term operating capital, not the money to actually buy the ferry. 

"We have a clear and well thought out strategy for this project ... and one that we are not at this stage prepared to share," Euroferries' Adrian Gillan wrote in a statement distributed Friday."

Hawkinge Parish Council Extraordinary meeting 30 August 2006

Contributed by editor on Aug 27, 2006 - 12:30 AM


Cllr. Callahan, Chairman, has called an Extraordinary Meeting of the Parish  Council that will be held on Wed. 30th August 2006 at 7.30 pm in the Village Hall 

The purpose of the meeting is to receive a report entitled “The Future of the Hawkinge Community Centre at the Heart of the Community” written by Colin Franks, who is a Neighbourhood Renewal Advisor with the Department of Communities and Local Government, working on behalf of the Hawkinge Partnership.


1 Apologies 

2 Declarations of Interest 

3 Report on the Community Centre [min.323(b)]

To receive the report and note it’s content (enclosed).

4 Recommendations in the Report

The Council to decide it’s policy and what immediate and future action to take in response to the proposals in the document.  


To resolve 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.

6 Any matters referred to the confidential section during the meeting. 

Community Centre facing closure

Contributed by editor on Aug 26, 2006 - 09:36 PM


A report into the future of the Hawkinge Community Centre published this week says funding must be found or it will have to close its doors.

Commissioned by the Hawkinge Partnership, the report recommends that Hawkinge Parish Council agrees an immediate short-term grant to create the breathing space needed to consider future funding options.

Copies of the report which was prepared by Colin Franks, a Neighbourhood Renewal Advisor with the Department for Communities and Local Government, have been sent to Hawkinge Parish Council, the Community Centre Trustees, Shepway District Council and the Hawkinge Partnership.

It was produced at the request of a group of organisations in Hawkinge following growing concerns about the viability of the centre. It operates at a loss of £20,000 a year and has debts of £45,000.

The community centre, which opened in 2003, cost around £1.80 million to build. Once building was complete, its operation was transferred from the parish council to the Community Centre Trust which has run it ever since.

As well as recommending that the parish council considers a short-term grant, the report recommends investigating setting up a limited liability charity to run and operate the centre, moving the liabilities of the centre to the new limited-by-guarantee management trust and moving the freehold to the parish council as custodian trustees.

It also calls on all parties to look at alternative funding that might be available to support the community centre in the longer term.

Hawkinge Parish Council Chairman David Callahan has called an extraordinary meeting of the council on Wednesday 30 August 2006.

Cycling treat as 2006 tour races through Shepway

Contributed by editor on Aug 25, 2006 - 12:20 AM


People from Hawkinge are in for a treat when the penultimate stage of the cycling "Tour of Britain" races through Shepway and passes  close to the village o­n Saturday 2 September.

The Rochester to Canterbury stage heads via Tenterden to Hythe, then via Newington and Peene to Crete Road en route to Dover and Canterbury.

There will be some road closures along the route for around 20 minutes to allow the Tour to pass.

Top riders from sixteen teams will battle it out over six days of gruelling riding in this years race.

The 2006 Tour of Britain consists of six stages starting o­n Tuesday 29 August in Glasgow. It then takes in new routes in the Northwest, Yorkshire and the West Midlands, before a brand new fifth stage in the South-east ending in Canterbury, where next year's second stage of the 2007 Tour de France is scheduled to finish.

The winner will be crowned in The Mall, London o­n Sunday 3 September. As well as the overall winner, riders will also be competing to win the individual stages, the overall points competition and to become the race's top sprinter and King of the Mountains.

An elusive plot

Contributed by editor on Aug 25, 2006 - 12:20 AM


The Hawkinge Allotment Society have asked Swingfield Parish Council
if they can help find a suitable plot of land for their 20 members to use as

Eileen Blythe from the society contacted the Chairman of Swingfield Parish
Council Cllr Colin Tearle explaining that they had tried to find a site with the
help of Hawkinge Parish Council for the passed 19 months but had been
unsuccessful. She hoped that the Parish Council at Swingfield may be able to help the society in their

Cllr Tearle said: ' Swingfield Council will look at the request when it meets in September.

Editor's note

Can you help? Have you, or do you know of a plot of land in the
village which could be utilised? Please let us know if you can help and we will
forward your Email.

Centre of the Hawkinge Universe

Contributed by editor on Aug 24, 2006 - 09:56 AM


Dear Ed, Ralph,

Re: Tit Bits ... Centre of the (Hawkinge) Universe

Whilst agreeing with expressions of the need for a centre for the village, I feel sure that the resolution of the Vlliage Hall/Community Centre will not do it all in isolation.

The problem is, and has always been, the lack of "community" brought o­n by the large influx of housing and therefore population over what is a very small timescale.

Quoting poll results is no answer either since there is no support that this poll was statistically significant.

Yours as ever,