To Parish Councillors, members of the public and press.                                              22^nd February 2010                                                                                                                              

Members are hereby summonsed and notice is given that the Meeting of the Parish Council is to be held at Monday 1^st March 2010 at Weavering Village Hall, Weavering Street commencing at 7.30 p.m. when it is proposed to transact the following business:  

1.        Apologies and absences.                                                                                                   (7.30)

       To receive and accept apologies for absence.   

2.      Declaration of Interests or Lobbying.                                                                                (7.32)

       Members are required to declare any interests or lobbying on items in this agenda.  

3.      Minutes of the Parish Council Meeting on 25^th January 2009 .                                      (7.34)

To consider the minutes of the meeting and if in order to sign as a true record (p 3 - 4).

4.       Matters Arising From Minutes.                                                                                                      (7.35)

4.1       Minute 2027/4.1 Round Wood. An additional document has been supplied to KCC/DHA to liaise with MBC. After this the public consultation will take place.  

To adjourn to enable members of the public to address the meeting.                                         (7.40)        

5.          Draft Minutes of Meetings since Previous Parish Council Meetings.                          (7.50)

        For the parish council to receive the minutes members are allowed to ask questions of the Committee Chairmen.

5.1. Environment meeting 25^th January 2010 (already circulated)

5.2  Environment Committee 1^st February 2010 (already circulated)

5.3  Estates Committee 2^nd February 2010 (page 5-7)  

6.       Report from the PCSO and Police Issues.                                                                        (7.56)

Statistic attached (page 12) the report will be supplied to the meeting.

Minute 2008/4.2 Police issue. Response from Police enclosed within member’s folders also see report (page 12).  

7.          Finance.                                                                                                              `                 (8.06)

7.1 To note receipts for the period 15.01.10 – 06.02.10 (page 8)

7.2 To note payments made out of meeting 15.01.10 - 06.02.10 (page 9-11).

7.3  Account balances as at 06.02.10 (page 11).

7.4 To authorise payments of accounts (list supplied at meeting).

7.5 Cheque signing rota submitted see report (page 12)

7.6 Councillor audit. To identify a councillor to undertake the audit.  

8.          Matters for Decision.                                                                                                          (8.14)

8.1       KALC Training Planning Information Day 13^th March 2010 at Lenham Community Centre.

8.2       Police. Parish East Forum meeting Tues 23^rd March 7.00 pm at Headcorn Village Hall.  

9.          Reports from Borough and County Councillors .                                                           (8.19)

       To allow the councillors to report and discuss matters affecting the parish see report (page 12).

10.   Policies and Procedures Review                                                                                       (8.25)

10.1   Review of standing orders deferred to April Parish Council meeting.

10.2   Terms of Reference of Committees, see report (page 12-16).

10.3   Equal Opportunities Statement see report (page 16-17).

10.4   Replacement Procedure policy (for projects not managed by the parish office) see report (page 17-18).  

11.   Reports from councillors.                                                                                                   (8.40)

The representatives who attended any meeting as representatives of the parish council are invited to give a brief summary.

11.1   Annual Meeting of the Parish update see report (page 18).

11.2   KPG report from Cllr Vic Davies see report (page 18).

11.3   Parish publicity and gifts see report (page 19).  

12.      Budget 2010/11                                                                                                                    (8.49)

12.1   To agree the priority rating, as requested by the Finance Committee see report (page 19)

12.2   To receive a briefing on the projects timetable and to agree timeline see report (page 19 -20)  

13.      Matters for Information.                                                                                                     (8.53)

13.1   Thank you letter from St John’s School for donation towards play equipment.

13.2   Amended meeting dates for Parish Council meetings see report (page 20).

13.3   Bash the Trash day will be on Saturday 27^th March starting at Tunbury Hall.  Further details will be supplied as they are received.

13.4   KALC Parish News issue 345.

13.5   Mid Kent Downs Countryside Partnership February 2010 newsletter.

13.6   ACRE Rural News issue 94.  

14.      Next Meeting.                                                                                                                      (8.56)

       Monday 12^th April 2010 at Tyland Barn, Tyland Lane , Sandling at 7:30 p.m.    

Clerk to the Council.  

For information – items to be returned/placed to agenda on further developments – Power to promote well being review April 2010 (Quality PC folder); Minute 1912/14 GG Action Plan review document and success April 2010; Minute 1935/18.1 Minute 1997/16 Complaints to MBC Standards Committee review May 2010. Minute 2008/4.3 Cobtree Country Park budget return to agenda June 2010.  

Item 6 Police letter.

Lessons learnt from this exercise are that the Parish Council should only pursue such cases if there is a direct request from the resident, with supporting evidence, which can then be passed on to the Police for investigation.  Member’s support for this policy would be required.

Police Report.

Boxley Crime figures. 15 Jan 2010 to 20 Feb 2010

 Item 7.5 Cheque signing rota.

 Purpose of item. To agree a system

The Parish Council has two cheque signing sessions each month, one at Parish Council and one at either the Estates or Finance Committee meetings. The Finance Committee recognised that the way of undertaking the sessions often resulted in a ‘rush job’ which was felt to be unfair on the councillors signing and also could be improved by not having cheques signed after a meeting (often at 10.00 at night) when councillors were tired and wanting to go home.  The parish office was requested to design a cheque signing rota for distribution to councillors who would be asked to attend by 7.15 p.m. to ensure time could be given to getting the cheques signed before the meeting commenced.  The rota is enclosed in member’s folders.  

Item 9 Report from Borough Councillor.

Cllr Hinder reports that the 2^nd tree has been felled in Beechmore Drive . I had thought that it would be possible to replace one tree but it has been impossible for the contractor to remove the roots.  To plant another tree or shrub there needs to be a metre gap from the location of the felled trees and as this is only a very small area this is not possible and so it appears that the area will just be grassed.  

Item 10.2 Terms of Reference.

 Purpose of item. To decide whether to agree to the suggested amendments or refer to committees for comments prior to a decision.

The Terms of Reference for committees are annually reviewed and have remained unchanged since the Clerk was employed. The current Terms of Reference are very short and although they covered the duties much has to be guessed or inferred which is not an open and accountable way

of working. This year the Clerk has undertaken an indepth review to refresh/revitalise the terms of

reference to more accurately reflect the way the Council and Committees work.

Three substantial changes are being recommended;

·         The Estates Committee should take on the recruitment of the Caretaker and Relief Caretaker as this would be more effective and efficient.

·         The Estates Committee should completely manage the grounds maintenance contract for council property. It is currently split between the Finance Committee and the Estates Committee.

·         In view of the increased role and responsibility of the Finance Committee it is suggested that at the Annual Meeting of the Parish Council that it is renamed The Finance and Audit Committee.  

Changes to the current Terms of Reference are shown by strikethrough for deletions and underlining for new or replacement items/words.

Estates Committee.

Role

The role of the Estates Committee is the effective management of council owned property* and on the instruction of the Council the acquisition and development of additional facilities.

*Property is defined as all structures, land and equipment that is owned by the Parish Council or which it has legal responsibility for.  

Responsibilities

1.         Parks, Playgrounds, Open Spaces, Sports Facilities and Burial Grounds.

1.1       The assessment, provision, maintenance, improvements and management of Parish Council owned parks, playgrounds, open spaces, outdoor and indoor sports facilities. and burial grounds.

1.2       To manage the grounds maintenance for parish areas that the Council is responsible for.

1.3       To provide and manage the Council’s Burial Ground.  

2.       Entertainment and Cultural Facilities

2.1    To undertake or arrange for the provision of facilities for entertainment and

2.2    To provide parish notice boards and interpretation boards.  

3.         Public Buildings and structures

3.1 To oversee all aspects of the management, marketing, security and the day to day running of manage, maintain and control Beechen Hall and any other future public buildings under the direct control of the Council including the determination of hire fees and terms and conditions of use.

3.2  To undertake the recruitment and appointment to the Caretaker and Relief Caretaker positions.

3.3 To be the point of contact for the Parish Council and take on responsible for advising village/community halls on CCTV and all other hall related issues.

3.4  To maintain and preserve the War Memorial, Boxley Village and the Lych Gate and wall of St Mary and All Saints Closed Churchyard.

3.5  Manage existing bus shelters, seats, village signs etc. that are provided by the Council and where necessary add to these.

3.6  Take over and manage any additional seats etc. provided by the Council.  

4.       Allotments

4.1   To make recommendations for the purchase, sale of or appropriation of land required or held for allotment purposes, and

4.2   To discharge all statutory functions in relation thereto under the Allotments Acts and to make recommendations as to the rent chargeable for allotment holdings.  

5.       Amenity Areas. To determine and undertake the maintenance of amenity areas dedicated to the Council.  

6.        Sporting Organisations. To liaise with sporting organisations with regard to the provision of sporting and recreation facilities within the parish.

7.        Submission of Planning Applications.   To deal with matters relating to the submission of  Parish Council planning applications in respect of schemes previously approved by the Parish Council.  

8.      Deal with requests for grants from Village Halls.  

9.      Undertake an annual risk analysis for all property.

10.  Development of policies and procedures for any council owned property.  

Budget

1.     To draft the budget and decide priority ratings for the committee and to submit budget requirements and recommendations to the Finance Committee.

2.     To manage the budget and vire, where necessary, between budgets held and managed by the committee.

3.     To manage, according to Financial Regulations, the contracts and tenders for any projects within the budget of the committee.  

Membership

1.      The Committee shall consist of up to eight councillors, including as per standing orders the Parish Council’s Chair and Vice Chair.

2.      The committee may appoint working parties to undertake any specific project work as necessary  

Other.

The Parish Council has the right to identify issues that will be dealt with at the full meeting of the Parish Council.  

Environment Committee

Role

The role of the Environment Committee is to represent the Parish Council on planning and highway issues and to make recommendations or take relevant action on other community issues.  

Responsibilities

The Planning Committee shall:

1.      Consider and make representations as to land use.

2.      Consider and make representations on planning and other related applications.

3.      To make representations on appeals notified and to attend public inquiries if considered necessary.

4.      Represent the Council upon all matters relating to development plans as well as district, structure and local plans and planning policy proposals.

5.      Determine all matters relating to street naming.

6.      Represent the Council on matters relating to highways, street furniture, roadside waste bins and bus passenger shelters.

7.      Deal with all car and cycle parking matters.

8.      Deal with all matters relating to public transport, postal and public utility facilities.

9.      Deal with all matters relating to street and footway lighting.

10.  Deal with all matters relating to the public rights of way

11.  Deal with all matters relating to the preservation of trees, historic buildings and conservation areas.

12.  Consider and make representations on land drainage and water transport.

13.  Consider and make representations to the Borough and County Council on the ground maintenance services and schedules for the parish.

14.  Consider youth issues within the parish and to make recommendations/suggestions to the relevant bodies or agencies.

15.  Make requests for Section 106 payments that would benefit the Council and community.

16.  Development of policies and procedures in order to undertake this work.

17.  Undertake, where relevant, public consultations.  

18.  Deal with requests for grants from Walderslade Woods Group and other relevant organisations.  

Budget

1  To draft the budget and decide priority ratings for the committee and to submit budget requirements and recommendations to the Finance Committee.

2    To manage the budget and vire, where necessary, between budgets held and managed by the committee.

3.     To manage, according to Financial Regulations, the contracts and tenders for any projects within the budget of the committee.  

Membership

1.    The Committee shall consist of up to ten councillors, including as per standing orders the Parish Council’s Chair and Vice Chair.

2.    The committee may appoint working parties to undertake any specific project work as necessary  

Other.

The Parish Council has the right to identify issues that will be dealt with at the full meeting of the Parish Council.  

Finance Committee

Role

The role of the Finance Committee is to oversee/manage all aspects of the financial administration of the Parish Council including arrangements for the preparation and audit of the Council’s systems and accounts. Deal with the employment of office staff and personnel issues relating to all staff.  

Responsibilities

The Finance Committee shall:  

1.      Advise the council generally as to its financial and economic policies to deal with the allocation and control of financial resources.  (Annual estimates of programme committees). Develop and, where necessary, recommend to the Parish Council policies and procedures for the financial management of the Council. Advise the Parish Council and committees as necessary.  

2.      Oversee the investment strategies of the Parish Council and advise accordingly.  

2.Consider the recommendations of other committees as far as they would materially affect resources not already approved in the annual budget.

3.      Receive and consider annual draft budgets prepared by each Committee or budget holders.  

4.      Recommend an annual budget and precept for the Council  

5.      Maintain an overall view of manpower requirements and the allocation of manpower resources and to deal with matters pertaining to staff, subject to all new posts on the council establishment being approved by the council.  

6.      To be concerned in  Deal with the appointment of office staff.  

7.      Deal with personnel matters generally and in particular

6.1 Establishment of new positions

6.2 Recruitment and appointment procedures for office staff and, where necessary, to guide/advise the Estates Committee on such procedures for the recruitment and appointment of the Caretaker and Relief Caretaker.

6.3 All Training.

6.4 All Staff Welfare.

6.5 Terms and Conditions of Service for office staff and where necessary, to

6.6 All staff disciplinary and grievance issues.

6.7 Matters arising under legislation relating to contracts of employment and industrial relations.

6.8 Matters relating to staff under Health and Safety Legislation.  

8.      Monitor reserves to ensure that surpluses are not built up other than for working capital or for earmarked projects and known liabilities, ensuring that sufficient reserves are retained for future maintenance, replacement or upgrading of items for which the Council is responsible.  

9.      Monitor income and expenditure against budget and take/recommend appropriate action to the Council or committees.  

10.  Consider requests to vire, where necessary, the Contingency Budget to other budget headings.  

11.  Undertake a financial risk analysis annually and review the Council’s insurance arrangements to ensure that the Council is adequately insured.  

12.  Advise and support the Audit Sub Committee. Receive and review Audit Reports and ensure the implementation of any recommendations.  

13.  Deal with requests for grants and Section 137 donations.  

14.  Make recommendation to the Council on the implications of undertaking loans. If approved to manage the council’s loan debt.  

Committee Budget

1.    To draft the budget and decide priority ratings for the Finance Committee (for consideration with the recommendations from other committees).

2.    To manage the budget and vire, where necessary, between budgets held and managed by the committee.

3.     To manage, according to Financial Regulations, the contracts and tenders for any projects within the budget of the committee.  

Membership

1.  The Committee shall consist of up to eight councillors, including as per standing orders, the Chairs and Vice Chairs of the Parish Council and committees.

2.  The committee may appoint working parties to undertake any specific project work as necessary  

Other.

The Parish Council has the right to identify issues that will be dealt with at the full meeting of the Parish Council.

Item 10.3 Equal Opportunities Statement.

Purpose of item. To make a decision on whether any changes are required to the policy.

Boxley Parish Council

Equal Opportunities Statement  

The parish council values diversity and believes that it strengthens our community.  The aim in producing this statement is to ensure that the parish council eliminates discrimination in its own areas of responsibility and promotes anti-discriminatory practices in the wider community.  The parish council wishes to create an environment where all forms of discriminatory or oppressive behaviour are unacceptable and every member of the council’s workforce and the community are able to develop their full potential.  It is recognised that the way in which we treat one another is a

critical element in ensuring that we create the right environment in which people can grow, develop and maximise their contribution.   

The council therefore undertakes that:  

“No service user, employee or job applicant will be discriminated against or receive less favourable treatment on grounds of gender, race, colour, ethnic or national origin, disability, marital status, family commitments, sexual orientation, age, chronic medical condition, religious or political beliefs, social class or trade union activity.”  

Item 10.4 Project Replacement Procedure.

Purpose of item. To make a decision on whether any changes are required to the policy.

When a project is not managed by the parish office then an agreement is drawn up with the Councillor undertaking the project.

Where necessary this agreement will be placed before the Council/committee for approval.  If however the project leader is identified at the budget stage and the project is approved then the agreement will not be submitted unless there are problems.

The agreement follows the template previously agreed by the Parish Council and the following is an example of a recent agreement (renamed Project Management)

Project Management – Annual Meeting of the Parish.  

Details of what the aims and objectives are or an identified outcome.

To organise and run the Annual Meeting of the Parish set for 22^nd April 2010 .  

A named person who will manage/lead the project (project manager).

The AM of the P will be organised by a working group made up of

Cllr Martin Pepper, Cllr Kaz Macklin, Cllr Ann Spain, Cllr Pat Brookes and Cllr Maureen Waller.  

The exact responsibilities of that person and whether they report back to the parish council or a committee.

To oversee the project, make suggestions and advise on the event.

To liaise with the parish office concerning the legal side.

To liaise with press.

Possibly to make the decision on the winners.

Reports to Parish Council.  

If the parish office is to be partly involved then the exact duties that are required of it.

It is likely to be administrative support e.g. letter writing, arranging posters and advertising.  

Deadlines/requirements for reports back to the parish council/committee, for the project to end and/or a review date to decide whether to continue with the project. **

To be agreed.

22^nd April 2010 – event booked at Grove Green Community Hall.  

What records will be kept and submitted to the parish council/office.

As parish office will be generating the ‘paper’ this is probably not an issue for the project leader.  

What, if any constraints, there are.

Budget.  

Budget allowances or implications.

Budget is £1,000.

Budget ref – Finance Budget ref 4.12.  

Any administrative, standing orders or legal requirements that the ‘project manager’ is required to know and which will be supplied by the parish office.

Various legislation.

The agenda and notices for the meeting must be displayed on the notice boards for 10 full 24 hour days (less public holidays etc) before the event.

Where possible reports should be included on the PC agenda and not given verbally.  

Item 11.1 Update on Annual Meeting of the Parish Project.

Dr Jazz was not available for the 22^nd April but another similar band has been recommended and it is hoped (after there has been an opportunity to view their performance) to book this group.  Invitation letters and letters asking for donations have been sent.  

Item 11.2 KPG report

Report from Vic Davies on JPG meeting – 27^th January 2010  

The main item for discussion was the letter from Bearsted Parish Council which no doubt everybody is now aware of.  There was just a short discussion and question session before the Chairman outlined a response from Kent Association of Local Councils from whom he had sort advice.  It was decided that the following letter should be sent to Bearsted :  

“ 29th January 2010  

Dear Mrs Rimmer  

In providing the following response we have obtained advice from the Kent Association of Local Councils.

The Joint Parish Group is a consortium of 14 local parish councils that came together to oppose the planning application for the Kent International Gateway.

It has authority to act only as directed by its member representatives and with the agreement of their respective parish councils.

Thurnham Parish Council acts as the Treasurer for the group; it holds and deals with the finances within its own accounts. Financial statements are issued to each parish council at regular intervals.

Each JPG meeting is minuted and these are circulated to each member of the JPG and their Parish Clerks.

It is the responsibility of each member representative of the group to ensure that they report back to their parish council in order to obtain the authority to act and agree decisions taken by the JPG.

The questions raised by Mr Vidler deal with appointment and financial decisions of the JPG. These are questions that each representative of the JPG can answer, the decisions taken at the meetings were supported and agreed by the member parish councils and Bearsted has been fully represented at each meeting. Therefore Bearsted Parish Council are in a position to respond to the queries raised by its electorate by means of its own records and the knowledge of its

member representatives.

The questions raised by Mr Spooner refer to the way in which the Joint Parish Group conducted itself at the Public Inquiry.

These queries relate to interpretation and opinion rather than facts and therefore we are unable to respond.

The Joint Parish Group gave its full support the volunteers who gave their time and commitment to represent the JPG at the Public Inquiry.

As a group we were satisfied with the way in which our case was presented. We relied on our representatives and we fully appreciate and support each and every member in their efforts.

We are unable to make any further comment as we await the decision by the Secretary of State for Local Government and the Communities.  

Yours sincerely Mrs Sherrie Babington Clerk to the Joint Parish Group”  

It was also decided that the minutes of the meetings of the JPG no longer need to be confidential and should now be made available for publication.

Item 11.3 Parish publicity and gifts.

I have now had responses from members which were positive. The majority view is that the project be progressed as I suggested (purchase of 2 x gazebo, banner, A board, posters to go on A board, small gifts, activity packs). The object of this to promote the parish council and the work it does in and for the community.  I will therefore progress the project and anticipate that it will be kept within the budget already agreed by members. One additional item is being suggested (a collapsible table) which I am hoping to purchase within the set budget however if this is not possible it will not be much over the budget.

Cllr Wendy Hinder.  

Item 12. Budget 2010/11

12.1 At the request of the Finance Committee each project has to have a priority rating. The following were the ratings suggested by the Clerk when the budget was submitted and the committee should decide whether they are accurate.  It is suggested that the priority system be changed to a 1- 5 point system with 1 being the lowest priority.

Chairman’s Civic Allowance.                          Low/medium               2 points

PC PR equipment.                                          Low                             1 point

QE Anniversary.                                             High                             5 points

PCSO.                                                            Medium/high               4 points           

Fixed crossing point.                                       Medium/high               4 points

Cobtree Country Park .                                   Low                             1 point

The following explanation from the Clerk was also submitted with the budget documents.

Chairman’s Civic Allowance. Not a necessary expenditure.

PC PR equipment.  This is cosmetic and purchase could be delayed.

QE Anniversary.  This is time sensitive.

PCSO.  This could be a cut and would save 7 months expenditure; notice would have to be given.

Fixed crossing point. Due to the involvement of school children and that there might be a grant this has given med/high.

Cobtree Country Park .  This is budget bought over to pay towards changes there.

12.2. Project timetable.

Project Diary 2010/2011.  

Item 13.3 Amended meeting dates. Members are asked to amend their diaries and meeting dates list.

Due to a ‘missed’ bank holiday the dates have been amended as follows.

January 2011

Monday 10th               Environment                                                               Beechen Hall

Tuesday 11th              Finance                                                                       Beechen Hall  

Estates Committee has been amended to 15^th February 2011 due none availability of committee members.

  Top of page  

Councillors present – Mr V Davies (Chairman), Mrs P Brooks, Mr M Pepper, Mr G Smith, Mr P Sullivan and Mr W Stead and together with the Clerk.  

1.             Declaration of Interest or Lobbying.

None.  

2.             Apologies and absence.

Cllr Hinder (MBC meeting) and Cllr Waller (absent).  

3.             Minutes of Previous Meeting 20^th October 2009 .

The minutes of the meeting were signed as a true and correct record.  

4.             Matters Arising From Previous Minutes.

4.1  Minute 1993/4.1 Urinal flushing system. Noted Cllr Vic Davies had investigated the system and it does switch off overnight.  Now the system for timing is understood some tweaking to the times will be made to ensure that the timings more accurately reflect the week day usage of the hall.

4.2  Minute 1993/4.3 Litter bin A229. Noted installed on 5^th November 2009 .

4.3  Minute 1993/4.4 Graveyard wall capping stones.  Noted waiting work to be completed at a cost of £863.

4.4  Minute 1994/8.1 Boxley Green tree/vegetation work. Noted responses from the residents who will be directly affected by the work had now been received. Agreed the ivy on the south wall would be reduced by 50%.   Planning permission had been received for the work to the tree covered by a TPO and the tenders will be sent out.

4.5  Minute 1994/8.2 Boxley Green Interpretation Board.  Noted the production of the artwork for the board will be produced and designs for boards submitted to members.

4.6  Minute 1995/10.1 Tree work Impton Lane OS.  Noted the work will be included in the tender for Boxley Green work.

4.7  Minute 1995/11 North Wall Boxley Green. Noted waiting response from MBC.  

As no member of the public was present the meeting was not adjourned.  

5.             Review of Policies and Procedures

5.1 Policy for giving grants to village halls was discussed and the policy was agreed unanimously. It was also agreed that this should be annually reviewed.

Estates Committee

Village/Community Hall Grants Procedure/Policy  

In order to work prudently, obtain ‘best value’ and to be a responsible grant provider Boxley Parish Council’s Estates Committee is setting a standard for considering and awarding grants to Village/Community Halls.  Whilst the Parish Council wishes to continue to actively support the Village/Community Halls within the Parish it feels that it is essential to require applicants to meet a minimum standard covering project planning and supply of information.  By undertaking this work the Parish Council can plan with Village/Community Halls adequate funding in advance of the project being committed too.  

Policy

A grant is any payment or gift made by the Council to an organisation for a specific purpose.  The law requires that Section 137 grants must be “in the interests of or will directly benefit the area or its inhabitants, or of part of it, or of some of it” and “the direct benefit should be commensurate with expenditure.” Similar considerations will apply when considering applications for other grants.  

Boxley Parish Council policy is that

·      Grants for maintenance will only be considered in exceptional circumstances as it considers that the day to day maintenance of the hall should be covered by the hire fees or fund raising.

·      Village/Community Hall Management Committees will be required to show, for large scale projects costing over £3,000 that it is applying for funding from other sources; has undertaken fund raising events or has been ‘saving towards the project. The Parish Council will be happy to assist the Committee to identify other funding sources.

·      The Parish Council will only award up to 80% of the cost for essential repairs or renewals (e.g. windows, fire doors etc).

·      For projects costing over £3,000 the Parish Council would require the Management Committee to obtain 3 tenders, for projects over £6,000 5 tenders. The Parish Council reserves the right to request proof of the tender process.  

·      VH Management Committees will be required to liaise closely with the Parish Office so where possible the Parish Council can order the work and gift it to the Village Hall which will enable VAT to be reclaimed. This will increase the value of the grant given to the hall by the rate of VAT.

·      Unless a schedule of payments has been agreed in advance by the Parish Council funds will only be released on completion of the work

·      Capital projects to expand the business by major capital work will not normally be considered by the Parish Council.  

The Parish Council recognises that most halls are run by volunteers and will be happy to assist/advise VHMCs on how to meet these standards.  

At The Estates Committee meeting in October or December the Committee will consider individual grant requests from Village/Community Hall Management Committees for specific projects in the following financial year so that provision can be made in the budget recommendation to the Parish Council.  

An additional budget will also be identified from which other grant requests will be allocated in the current financial year. A maximum award of £500 for such unplanned applications will only be considered. Once the additional budget is exhausted only emergency requests for assistance, and generally only from organisations that the Parish Council has Custodial Trustee status, will be considered.  

All organisations requesting assistance will be required to complete an application form which will include notification of the Parish Council’s Equal Opportunities Policy.  Village/Community Hall Management Committees will have to sign that it agrees with the policy or submit details of their own policy. Management Committees should also agree to representatives of the Council being given the right to inspect the work on completion.  

Application Procedure

Organisations requesting financial assistance will be requested to submit:

·      A completed application form.

·      Copies of their last year end accounts.

·      Copy of current hire fees with an explanation of any unusual agreements where a group pays less than normal.

·      Details of any restrictions placed on who can hire the hall.  

A grant request, once received in writing, will be considered at the next meeting of the Estates Committee and the Estates Committee reserve the right to inspect the required work before a grant is agreed.

Each application will be assessed on its own merits.  However, to ensure as fair a distribution as possible of available funds, the Council will take into account the amount and frequency of any previous awards.  Due account may also be taken of the extent to which funding has been sought or secured from other sources or fund raising activities.  

Successful Applications

Organisations receiving grants are required to advise their users/members that the grant or equipment had been received from Boxley Parish Council.  

Where equipment is gifted to an organisation, the parish council requires that it be insured and maintained at the expense of the user.  

Boxley Parish Council Village Hall Grant Application Form  

Please complete or attach the relevant information and send Boxley Parish Council, Beechen Hall, Wildfell Close, Chatham , Kent ME5 9RU . Tel 01634 861237 e-mail Bowdery@boxleyparishcouncil.co.uk  

Application from

Please state or attach an explanation on the amount of grant requested, why you are applying for a grant and the potential benefits for the residents of the parish. If possible include the number or percentage of members that belong to the organisation and live within Boxley Parish.  

Have you attached details of the grant requests to other external sources or fund raising activities undertaken?                                                                                                                           YES/NO

Are you aware whether you have been successful?                                        YES/NO

Have you included a copy of the last year end accounts?                               YES/NO

Have you supplied a copy of your hire fees?                                                   YES/NO

Are there any restrictions placed on who can use/access the services.          YES/NO

Please supply details of any restrictions.  

This application will not be accepted unless the organisations Equal Opportunities Policy of the organisation is attached or the following (which is the Parish Council’s equal opportunities statement) is signed as an acceptance of the principles.  

“No service user, employee or job applicant will be discriminated against or receive less favourable treatment on grounds of gender, race, colour, ethnic or national origin, disability, marital status, family commitments, sexual orientation, age, chronic medical condition, religious or political beliefs, social class or trade union activity.”  

Signed……………………………………………………………….. date…………………………………………………………………..  

Statement of understanding.

I have read and understood the Boxley Parish Council Grants Policy and Procedure information. and if a grant is awarded the organisation agrees to abide by the conditions outlined.  

Signed…………………………………………………………………date……………………

Position in organisation………………………………………………………………………………..

5.2 Business Continuity Planning.  Member’s considered and agreed the Emergency Planning drafted by Cllr Pepper to take the place of the present Disaster Plan. The Clerk to check the current insurance to see whether it covers paying for alternative premises.  

5.3  Lost Property and disposal of lost property. Agreed and adopted.

The Parish Council will endeavour to return property left at the hall by contacting the hirer.  However should this not be successful the procedure, adopted by the Council, will be as follows.  

All property will be placed in the parish office with a note attached identifying at what function it was found.  

Property of financial value.  If the property is from a regular hire then it existence will be notified to the organiser so that he/she can make enquiries at the next scheduled ‘meeting’. If not claimed it will be reported to the Police and registered as found. A notice will be displayed in the foyer of the hall for 3 weeks. Property will be retained for 6 months and after agreement with the Police it will be disposed of by donation to a charity.  

Property not of any financial value. If the property is from a regular hire then it will be returned to the organiser to display at the next scheduled ‘meeting’. If not claimed it will be retained for 6 months after which it will be disposed of by either donation to a charity or thrown.  

6.             Draft Budget 2010/11.                                                                        

Estates Hall

6.1  General budget. Agreed.

Estates General.

6.2     General budget. Agreed.

6.3     Grove Green Community Hall grant was considered. After discussion it was proposed and agreed that “the 2010/11 budget would include a sum for members to consider paying up to 80% of the costs for the project (£4,800) and this would come from earmarked reserves. Grove Green Community Hall would be required to submit another application to the committee which should meet the conditions in the new adopted policy.”

          Members considered the project to be of medium priority.

6.4     Sandling Village Hall.  Noted information had been received that County Councillor Paul Carter would agree to pay for the project from his devolved budget and would submit the grant to the Parish Council on the understanding that it would manage the project and then gift the work to the hall.  The Clerk was asked to ensure that all the paperwork and 3 quotes were suitably marked to show a clear audit trail.  

7.             Clerk’s Report.

7.1  Noted hire fees were received for Oct/Nov.

    Casual                                   £2,317.39                    (£2,090.95)

     Regular                                 £2,879.92                    (£2,987.02)

     Total                                      £5,197.31                    (£5,079.97)             

     Cumulative figures for             2009                             2008

     Casual                                     £  8,531.05               £  7,227.47

Regular                                   £  8,679.10                £  9,385.76

Total                                         £17,210.15               £16,613.23

     Members asked that the Assistant Clerk be congratulated on her work at the hall which was obviously keeping the income from hires high.                  

7.2  Noted the update on regular and casual hire income (graphs) were not available at the meeting.  

8.             Beechen Hall Business strategy.

The information supplied by the Assistant Clerk was received and it discussed.  It was recognised that the hall was being well used and no further action was required at the moment.  Members agreed that there should be a review should the situation change in such as a regular hirer cancelling their bookings.  

9.             Burial Ground.

The notes of the meeting with Rev. Hollis were received.

9.1   Burial Ground Regulations. Members agreed the minor amendments to the Burial Ground Regulations suggested at the meeting.

9.2   Listed Tombs. Agreed the parish office would attempt to find funding for preservation, the issue to be returned to the agenda with a briefing report on the possibilities.

9.3   Non conforming graves. The suggestions had been noted and the item would be returned to the agenda at a relevant stage.

9.4   Car Parking.  Noted the request that the parish council should write another letter to the ESO about whether they would sell land. Agreed Cllr Davies, Cllr Pepper and Cllr Stead will consider what other tactics might be available. Action – Cllr Davies, Cllr Pepper and Cllr Stead.

9.5   Speed humps. After discussion it was agreed that as KHS had stopped funding for any traffic calming the suggested humps would not be actioned. The church to be contacted to ask if they could supply information on the frequency so that a letter could be sent to the ESO notifying them of the actual problem.

9.6   Paved path from the Lych gate to the church. Members discussed the issue and agreed that they would not be willing to fund any work. It was noted that the Parish Council was not required to undertake improvement works. Whilst understanding the issue there was concern that any work around the existing cobbles could undermine their stability.  

10.         Matters for Information.

Noted the Government letter concerning War Memorials, the recent vandalism and need to be proactive in protecting them.  The Clerk confirmed that the Parish Council had already taken relevant action and had a maintenance schedule for the memorial.  

11.         Date of Next Meeting.

Tuesday 2^nd February 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.  

Meeting closed at 9.06 p.m.

Councillors present – Mr I Davies (Chairman), Mrs P Brooks,  Mr M Pepper, Mr K Perry, Mr A Springate, Mr W Stead and Mrs Waller together with the Clerk.  

1.        Declaration of Interest or Lobbying.                                                                       

Cllr Ivor Davies reminded members that he was a Governor at Tunbury School .  

2.        Apologies and absences                                                                                 

Cllr Hinder (holiday) and Cllr Spain (absent).   

3.        Minutes of the Meeting of 2^nd and 9^th November 2009 .                                  

The minutes were signed as a true and correct record.  

4.        Matters Arising From Minutes.

4.1  Minute 4.12001/6.3 Speed Review Walderslade Wood Road . Noted waiting results from the KHS Area 2 review.

4.2  Minute 2003/10.6 Verge Encroachment Chatham Road .  Noted KHS was currently writing to the residents that had taken public land. Clerk requested to check that the letters had been sent.

4.3  Minute 2003/10.7 Walderslade Woods Road Speed Reduction Petition. Noted a traffic/speed survey was currently being undertaken and a report would then go to the Maidstone Joint Transportation Committee at its January 2010 meeting.  

As no members of the public were present the meeting was not adjourned.  

5.      Planning Applications and Appeals for Consideration                                       

MA/09/2061 Relocation and replacement of garden enclosure by the erection of a 1.8m high fence and gates at 10 Spindle Glade, Vinters Park                           Do not wish to object.  

MA/09/1970 Conversion of one garage to dining room and erection of side conservatory at 77 Bargrove Road , Vinters Park .                                                                  Do not wish to object.              

MA/09/2058 Erection of a dormer extension and ground floor external plant equipment compound at Alexandra Hospital , Impton Lane , Walderslade                               

Do not wish to object, it is however regretted that there is an apparent loss of 1 car parking space as there is already severe parking problems in Impton Lane . There is some concern about a possible noise issue and the planning officer is asked to investigate whether this will be an issue.  

MA/09/2079 Erection of single storey front extension to include additional garage bay and storage area and erection of single storey rear extension and conservatory at Glencroft, Grove Green Lane .                                                                   Do not wish to object.              

MA/09/2106 Erection of a 2 storey side/rear extension at 11 Horseshoe Close, Grove Green.                                                                                                            Do not wish to object.  

MA/09/2145 Single storey side/rear garage extension at Ty Saith, Weavering Street . 

Do not wish to object.  

MA/09/2178 Installation of a combined cooling heating and power (C/CHP) unit to provide a sustainable method of powering the store at Tesco, Grove Green.