Boxley Parish Council Leaflets
(Also available in hard copy from the parish office)
Boxley Parish Council Equal Opportunity Statement
How can I ask a question at Parish & Committee meetings?
Boxley Parish Council's Burial Ground
May 2008 Parish Councillor Election
"Any person interested in standing who may live in the Walderslade/Lordswood area, and thus find it difficult to collect nomination papers from Maidstone can contact the parish office which has some spare copies."
It isn’t too difficult to stand as a candidate!
Boxley Parish Council as a Quality Parish Council is inviting all of its residents to consider whether they wish to stand for election in May 2008. Information on the legal aspects of this, deadlines and requirements are given below and information on this website will give you an understanding of the vast range of work and projects that the parish council gets involved in.
It is up to individual councillors to decide how much time to commit to the parish council and some councillors are able to give more time than others. With 15 members the views are always varied and sometimes members do not agree on what should be done but by being a parish councillor they help to make a difference to the parish and lives of the residents.
The parish council is an effective way to get involved in community life but most of its work goes unnoticed by the general public. It is generally only when large scale local issues like the KIG planning application or the opportunity being afforded at Round Wood occurs that the public residents becomes more involved. At all other times the parish council carries on with its day to day commitments of supporting the community, community groups, responding to government consultation, etc. Much of the work is done at committee level and parish councillors can not only influence the work but also some of the projects that the parish council considers.
Councillors have three main areas of work;
DECISION MAKING: through attending meetings and committees with other elected members, councillors decide which activities to support, where money should be spent, what services should be delivered and what policies should be implemented.
MONITORING: councillors make sure that their decisions lead to efficient and effective services by keeping an eye on how well things are working.
GETTING INVOLVED LOCALLY: as local representatives, councillors have responsibilities towards their constituents and local organizations. This often depends on what the councillor wants to achieve and how much time is available.
The day-to-day work of a councillor may include:
going to meetings of local organizations such as Vinters Valley Park Trust and Walderslade Woods Volunteer Trust.
going to meetings of bodies that effect the wider community, such as the police, the Highways Authority, schools and colleges
taking up issues on behalf of members of the public, such as making representations to the borough council
running a surgery for residents to bring up issues
Meeting with individual residents as required.
Visiting the Council is the best way to find out what happens. Give us a call or look on our notice boards to find out when the next public meeting is to be held and come along as a spectator.
To help with the expense of working as a parish councillor Boxley Parish Council pays an allowance, for elected members who wish to claim it, of £414 per annum. It also supports training for councillors and this and in-house training will be made available.
There are over 3,000 parish councils in England and most of the parish councillors would have initially become involved due a local issue that was of concern to them. None of them would have had previous experience but all of them would have wanted to contribute to and improve their community. A sense of humour, a wish to help and common sense are probably the main attributes of a parish councillor.
If having considered the parish council elections you choose not to stand but are still interested in helping the community many other groups and schools are also looking for volunteers.
The Clerk and the Assistant Clerk will be more than happy to supply you with more information and will attempt to answer any questions or queries you might have.
May 2008 Parish Councillor Election Checklist.
Legislation governs the way that Parish Councillors are elected and initially this can seem very daunting. Once elected a councillor stands for 4 years and then has to stand again for election. On Thursday 1st May 2008 elections are being held for Boxley Parish Councillors as well as Borough Councillors. Boxley Parish has 4 Wards with a total of 15 parish councillors.
Boxley North – 6 parish councillors.
Boxley South - 7 parish councillors.
Boxley South East Parish - 1 parish councillor
Boxley Woodlands Parish – 1 parish councillor.
An election is held if more candidates stand for election in a ward than there is seats. If the number of candidates standing equals the number of seats then it is termed an ‘uncontested election’ and the candidates are appointed. If less stand then the nominated candidates are elected via an ‘uncontested election’ and the remaining vacancy/ies are subject to co-option by the parish council at its next meeting.
To stand for election a candidate must be 18 years or over on the day of election and not be a bankrupt, not (within 5 years before the day of election) been convicted with a jail sentence (suspended or not).
You must fulfil one of the following qualifications;
You must be on the register of electors.
Live within 3 miles of the Parish boundary
work within the Parish boundary
own land or other premises within the Parish boundary.
People wishing to stand need to have their nominations papers signed by
2 electors and submitted to Maidstone Borough Council before the relevant deadline. If you are seeking election then it is suggested that you arrange to deliver the completed nomination papers yourself and allow a member of the MBC Registrations Office to check them. This allows for any mistakes to be rectified. Incomplete or wrongly completed nomination papers, at the deadline, result in your papers being disqualified.The successful candidates will be required to sign a Declaration of Acceptance of Office and make a declaration in the Register of Members’ Personal Interests. Unless they resign or cease to be eligible to serve they will serve for 4 years.
Any person interested in or considering standing can obtain information from various sources including Maidstone Borough Council (for details on the requirements and rules), Boxley Parish Council (on what a parish council does etc.) The parish council website contains information on what the parish council has been up to, how it manages its’ finances etc. Other information that might be of help to you is
Boxley Parish Council recognises that there is some expense in standing for public office and elected Parish Councillors are able to claim, if they wish, a Parish Councillor Allowance, of £414 per annum. Subsistence allowances are paid in certain circumstances for members attending other meetings on behalf of the parish council.
With 15 parish councillors there is a variety of experiences, interests and opinions. Boxley Parish Council is, at present, non political.
Boxley Parish Council has been awarded Quality Status.
Boxley Parish Council supports training for councillors and this and in-house training will be made available. The parish council has a comprehensive list of policies and procedures and an information folder is supplied to every new councillor. All of this helps new parish councillors settle in very quickly and arrangements are made, for the first couple of meetings, for them to sit by an experienced parish councillor who can offer guidance if needed.
The parish office will be happy to clarify any information or answer any questions you may have.
IMPORTANT DEADLINE DATES/REMINDERS.
Nominations period commences 28th March 2008.
2 people must support your nomination and must be on the Register of Electors.
Nomination papers must be received by the Registration Officer at Maidstone Borough Council by 12.00 noon on the 4th April 2008. The address for this office is London House, 5-11 London Road, Maidstone, ME16 8HG. Opening hours are 8.30 to 5 Mon – Thurs and 8.30 -4.30 Fri.
Take the nomination papers in yourself to give you time to sort out any mistakes.
Elections are on Thursday 1st May 2008.
A parish council is a small local authority. Its councillors are elected for four years. It is community based and the most accessible tier of local government.
Boxley
parish stretches from Walderslade in the North to Grove Green in the South,
covering 5,464 acres. It has 15 members who try to ensure
that the views of the various communities are expressed and taken into account
by the various authorities, agencies and organisations that make the legislation
and take the decision on services and issues effecting the community.
What does a parish council do?
Parish councils have a number of formal powers and using these Boxley Parish Council is responsible for 4 bus shelters, Beechen Hall, open spaces, various seats and bins, War memorial, 4 village signs, a burial ground and 10 noticeboards.
It is also consulted on planning applications and welcomes local opinions.
What else does it do?
The parish council supports the Vinters Valley Park Nature Reserve, Walderslade Woods Volunteer Group, and village halls in the parish. It also supports local organisations.
The parish council responds to and comments on planning applications, structure plans, government discussion documents. It is also involved in crime prevention measures and any initiatives that will improve the quality of life of its residents.
How much do parish councils cost?
Parish councils are generally the most unbureaucratic and cheapest kind of local authority. They get no
general government grant so raise the majority of the income from a precept, a tax that the electors pay. Boxley Parish Council has 7,201electors and each pays a little towards the cost. Further details are contained within the Boxley Parish Council Financial Information Leaflet.)What else is important?
District and County Councils have become very large and remote. Boxley Parish Council keeps the residents informed by the monthly newsletter, its website and meetings. It’s councillors live within the communities and they and the parish office is easily contacted.
How can I find out more?
By various means- Contact the parish office, look at the website or attend the meetings which are open to the public and have a timeslot for the public to address the members (ask for the How to ask a question at Council and Committee meetings leaflet)
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."
Providing a service?
Boxley Parish Council is committed to providing a quality service to its residents.
In trying to reach its residents throughout the parish it uses many venues for meetings and also other mediums in order that residents can access information and take an active role in the work of the parish council.
Residents who have difficulty attending meetings or using any of the venues are welcome to contact the parish office or parish councillors to discuss what alternative ways there are to address the meetings or parish councillors and to have access to information.
The parish council recognises that disability affects many people in many different ways and the parish council is always willing to consider and explore alternative methods of service delivery to ensure that all residents have access to their parish council.
Planning and the
parish council.
Parish Councils are consulted by the Local Planning Authority (LPA) in this case Maidstone Borough Council. All planning applications are submitted to the parish council for its views. The parish council has delegated the power to make decisions to its Environment Committee. This committee has ten members representing all the areas in the parish. Whilst they all try to visit the properties being considered it is sometimes not possible. If you are considering a planning application members always find it helpful to have a couple of pictures – quite easy if you have access to a digital camera.
Under legislation the parish council is entitled to submit remarks and views but the LPA does not have to endorse these remarks.
The parish council has 21 days, in some cases only 14 days, to respond. In order to meet such a strict deadline the Environment Committee meets twice a month, once after the parish council meeting and also the following week. Meeting dates and all leaflets are available from the website, the parish office or Beechen Hall.
Committee members are all volunteers and whilst they have a wealth of life experience and have often undertaken some training they are not qualified planning officers. Therefore advice on planning issues cannot be sought from the parish council.
Can I address the committee?
Each parish council meeting has an open session where members of the public can address members, for up to three minutes, see "How to ask a question at Council and Committee meetings" leaflet. Generally there are two reasons why somebody would wish to address members 1) in support of or 2) to object to a planning application. Members will consider both arguments.
Can I see planning applications?
Planning applications are public and can be seen at the Planning Office, 13 Tonbridge Road, Maidstone and at the parish office. If you wish to see the plans at the parish office at Beechen Hall please telephone first to check availability. Evening appointments can be requested.
How else can the parish council help?
It has a copy of the Local Plan and other Borough Council information.
It receives copies of the agenda and reports for the Borough Council’s Development and Control Committee.
It has copies of the "Welcome to the Planning Committee" leaflet that explains the procedures of the Development and Control meeting.
Where does the money come from?
The income of a
parish council is derived from the parish precept, a tax paid by the
householders of the parish and collected on its behalf by the District Council,
and any grants received. Boxley Parish Council also receives income from the
hire of Beechen hall and its burial ground but these are often balanced by the
expenditure needed for these two community facilities.
How is the precept set?
The parish council decides annually what the precept should be. It does this by setting a budget that forecasts the expected expenditure, income and the reserves. Members then decide what precept needs to be set.
Accountability.
The parish council is held accountable and monitored in many ways.
Internal audit. Councillors undertake two internal audits per year to check that the systems and finances are run correctly. They also check invoices and sign the cheques.
Independent Internal Audit. Legislation requires that there is an independent internal check on the systems and finances of the parish council.
Annual Audit. Legislation requires that the parish council be audited annually by the Audit Commission. Part of this audit is a period where electors have access to the accounts and can raise questions with the auditor. After the audit the response is notified to the council and also to the parish. Electors have free access, via the website and parish office to the annual return from the Audit Commission. Further details can be requested from the parish office.
How do the electors know what is going on?
Unless tenders or items that are confidential are being discussed members of the public are welcome at all the council and committee meetings. Even when it is planned to discuss confidential items this is shown on the agenda and a reason why the public will be excluded is given. Boxley Parish Council endeavours to be accountable and open in its financial matters and its budget and accounts are placed on the parish council website.
Can I request that money is spent in the parish?
Yes. Contact the parish office or your local councillor to request that a project is considered. You can even make the request in person by attending a councillor committee meeting.
Can the parish council support local groups?
Yes and in some cases it already does. Details of the grant scheme can be obtained from the website or parish office.
Who can be a Parish Councillor?
Roughly speaking if you are over 21 years of age (18 as from 2/5/07), an elector of the parish or live within 3 miles of the parish boundary then you can stand to become a parish councillor. There are certain other additional qualifications that allow the public to stand e.g. ownership of land in the parish and there are some that disqualify a person from serving e.g. bankruptcy.
Where can I get more information on qualification or disqualification?
From the parish office 01634 861237.
How long do I serve for?
Elections are held every 4 years but you can of course resign at any point.
Do I have to belong to a political party?
No it is not a requirement. Boxley Parish Council is, at present, non political.
I want more information before I consider this?
Information can be gained in a number of ways.
Attend some meetings. These are advertised on the parish noticeboards and a list of dates and locations can be obtained from the parish office.
Have a look at the parish council’s website which includes copies of recent minutes of meetings.
Ask the parish office for an information pack, which gives details on the powers awarded to a parish council and it’s role in the community.
Talk to your local parish councillors.
Read the parish council newsletter.
What type of people serve on a parish council?
Parish councils exist throughout the country and their councillors are as diverse as the communities that they represent. Some councillors initially stand for election because they are concerned about a local issue, they have got angry at poor service or because they just wish to put something back into the community. Most continue to stand because they realise that they can actually make a difference to their community.
Parish councillors come from all walks of life and their individual experiences, skills and views make the parish council vibrant and diverse.
How do I get elected?
There are two ways
Elections every 4 years. Elections were last held on 10th June 2004. To stand for any election you would have to complete a nomination paper and return this to Maidstone Borough Council. The parish office can again give you more information on this.
Co-option of a parish councillor.
If a vacancy occurs between elections then you can apply to join the council. Notification of a casual vacancy is via advertisement on the parish noticeboards and web site or by telling the parish office of your interest.
What would be required of me?
Over half of the Boxley Parish Councillors work and councillors individually decide what they can commit to. Some councillors do more than others because of personal interest and free time. You are asked to regularly attend the monthly parish council meetings (generally the first Monday of a month, second Monday if it is a Bank Holiday).
An interest in the community and a willingness to read documents (agenda/reports) and to consider the community’s needs and represent these at the meetings is also expected.
If you are an elected member an annual allowance of £414 can also be claimed to meet personal expenses.
Boxley Parish Council prides itself on being pro-active and has been described as ‘vibrant’. It welcomes new ideas and interested people to serve the many diverse communities in the parish.
MeetingsCan
I attend a meeting?
Yes.
Go to the Meeting dates page for dates, times and venues
How to ask a question at Council and Committee meetings.
How
can I address the parish council?
It is quite simple all parish council meetings and committee meetings have a period of time set aside for the public to address the meeting.
The meeting will be adjourned to allow you to speak. Once reconvened you will not be allowed to join in the general discussions of the meeting.
How long do I have?
Three minutes are allowed per person.
Will I get an answer at the meeting?
Not necessarily as the issue may need investigation or referral to a parish council committee or outside agency.
It would help if advance notice of your question or query could be supplied.
If you leave your details with the clerk the parish council will get back to you.
Other things you should know.
Your query may not necessarily be recorded in the official minutes of the meeting. A separate note will be kept of your question/query and the action that needs to be taken.
The minutes will not include your personal details.
If you are disabled, the issue is very personal, have a speech or hearing impediment or just find it difficult to talk to a public gathering please discuss this with the Clerk who will make alternative arrangements for your issue to be notified to members.
The press and other members of the public may be present. You should not slander or make offensive comments about anyone.
Details of meeting dates and locations can be obtained from the parish office or on the website.
Boxley Parish Council welcomes questions from the public at its Council and committee meetings
Tips for helping you present your views.
Stand whilst you talk, acoustics can be a problem in some halls.
Open your talk by explaining the location of any problem, try to be as specific as possible e.g. the piece of land at the junction of…. and ….
Have a list of the relevant points you wish to make.
Try to be concise and not go off the point.
If you know what you want please ensure that you clearly inform the council.
The parish council may wish to send you information or keep you in touch with any developments, don’t forget to supply your name and address to the Clerk who always has spare paper and pens.
Parish Office at Beechen Hall. Can be contacted in writing, by telephone, e-mail and fax. Office core opening times are generally open 9.00 a.m. to 2.30 p.m. Monday to Fridays.
Parish Councillors. Parish councillors live throughout the parish and can be contacted via the parish office.
Your parish councillors are:
North Ward (Walderslade and Lordswood)
Mrs. Wendy Hinder.
Mr. Ivor Davies
Mrs. Kaz Macklin.
Mr. Martin Pepper.
Mr. Alan Springate.
Mr. Geoff Smith.
South Ward (Boxley, Sandling, Grove Green, Weavering)
Mr. Pat Sullivan
Mrs. Pat Brooks.
Mr. Vic Davies.
Mr. Tony Harwood.
Mr. Stuart Jeffery.
Mr. Kevin Perry.
Mrs. Ann Spain.
Mr. Bill Stead.
Mrs. Maureen Waller.
Borough Councillors.
Mr. Derek Butler.
11 Celestine Close, Walderslade, Chatham, Kent ME5 9NG
01634 684854
Mr. Malcolm Greer, Hazelwood, Boxley Rd, Walderslade, Chatham, Kent ME5 9JD.
01634 862876
Mrs. Wendy Hinder
8 The Spinney, Walderslade
Chatham, Kent
ME5 9JP
01634 861579
County Councillor.
Mr. Paul Carter.
C/o Debbie Houghton,
Room 254 Sessions House,
County Hall, Maidstone, Kent ME14 1XQ.
01622 694996
Community Support Officer Contact via the parish office 01634 861237 or Community Safety Unit 01622 608136
Useful telephone numbers.
Maidstone Borough Council
Switchboard – 01622 602000
Outside normal hours - 01622 602243.
Abandoned vehicles, bulky items, freighter service, domestic refuse collection, flytipping, street sweeping, vehicle surrender scheme, 01622 602162.
Complaints Noise, smell, bonfires, food complaints, health and safety 01622 602202
Council Tax 01622 602300
Electoral registration/elections
01622 602007
MBC Customer Care and complaints 01622 602509
Maidstone Planning Depart.
Duty officer 01622 602736
Pest control 01622 602114
Potholes, broken street lights* and other highway problems – 08458 247800 * please take a note of the column number.
Untaxed Cars (DVLA)
08000 325202
Boxley Parish Council Burial Ground.
This burial ground is owned and maintained by Boxley Parish Council and is for the use of parishioners for their burial.
It is available for
the interment of the residents of the ecclesiastical and civil parishes of
Boxley; regular worshippers at Boxley Church (including the Weavering Ecumenical
Group); still births arising from the above mentioned groups and such other
persons as the Clerk of the Parish Council may deem fit after consultation with
the incumbent of Boxley Church.
A copy of the rules and regulations of this burial ground are displayed at the burial ground and are also available from the parish office
The burial ground has a consecrated area and a non-consecrated area. Inquiries for burial in the burial ground should be made as follows;
Consecrated area.
Rev. Ron Gamble,
The Vicarage,
Boxley, Maidstone,
ME14 3DX.
Telephone 01622 758606.
Non consecrated area.
Mrs. Pauline Bowdery,
Boxley Parish Council, Beechen Hall,
Wildfell Close,
Walderslade,
Chatham, Kent ME5 9RU.
Tel & Fax 01634 861237.
Misconduct by Parish Councillors.
All councillors have to conform to the Code of Conduct, which covers misconduct as detailed in the Adopted Model Code of Conduct (copy available from the parish office). Any member of the public, parish councillor or council personnel can make a complaint to the Standard Board. The Standards Board is an independent body and details of how to complain are available from the parish office or the Standards Board (0800 107 2001 or www.standardsboard.co.uk). The leaflet to request is "Councillors behaving badly? An information leaflet."
Behaviour of Councillors.
At its meeting on 7th April 2003 the parish council adopted a positive statement about the behaviour that it expects from parish councillors.
"A parish councillor should act respectfully, accept the rules and regulations of debate, never act offensively or conduct themselves in a way that could be considered offensive or unacceptable by a ‘right thinking person’. A parish councillor should respect the rights of fellow councillors and other people to have their own opinion and be willing to consider all arguments before making a decision.
If a parish councillor holds an office of the council they must never abuse the position they hold. They are responsible for ensuring that decisions are reached after balanced argument and that no parish councillor is denied their basic right to express an opinion."
Misconduct by Council personnel.
Any complaints should be made in writing to the Chairman of the parish council, the address is available from the parish office or if a letter is received at the parish office it will be passed onto the Chairman. The matter will come under the adopted Disciplinary Procedure of the Parish Council
Grounds for complaints.
A complaint should not be made just because you do not agree with a decision of the parish council. You will need to show that the parish council did not follow correct procedure or policy and this has resulted in unfair treatment. The parish council has numerous policies and procedures and its minutes and some records are open for public scrutiny. This policy is in accordance with the Freedom of Information Act 2000 – Publication Scheme, a copy of which is available from the parish office and can be viewed on the parish councils website boxleyparishcouncil.co.uk
Complaints against the Parish Councils Procedures.
It is in the particular interest of a parish council to settle a complaint because, even if it is unjustified, it will in the absence of a settlement be raised again. This is bad for the council since it wastes time and affects its reputation.
If a complaint about procedures or administration is notified orally to a councillor or clerk and they cannot satisfy the complainant forthwith the complainant shall be asked to put the complaint in writing to the clerk.
If the complainant prefers not to put the complaint to the clerk he/she shall be advised to put it to the chairman.
(a) On receipt of a written complaint the clerk or chairman, as the case may be, shall try to settle the complaint directly with the complainant but shall not do so in respect of a complaint about the behaviour of the clerk or of a councillor without first notifying that person and giving them an opportunity for comment on the manner in which it is intended to attempt to settle the complaint. The parish council shall not get involved with complainants about the misconduct of a councillor but will instead refer the complainant to the Standards Board.
(b) Where the chairman receives a written complaint about his or her own actions then he or she shall forthwith refer the complaint to the council.
(c) Where the clerk receives a written complaint about his or her own actions then he or she shall forthwith refer the complaint to the chairman.
The chairman or the clerk shall report to the next meeting of the parish council any written complaint disposed of by direct action with the complainant.
The chairman or clerk shall bring any written complaint that has not been settled to the next meeting of the parish council. The clerk shall notify the complainant of the date on which the complaint will be considered, and the complainant shall be offered an opportunity to explain the complaint orally.
If the complainant is submitting documentation or evidence to which they will be referring to at the meeting then they should, 7 clear working days prior to the meeting, provide copies to the council. Similarly the parish council should supply the complainant with copies of any parish council documents, that are requested and available under the Freedom of Information Act - Publication Scheme.
The parish council shall consider whether the circumstances attending any complaint warrants the matter being discussed in the absence of the press and public but any decision on a complaint shall be announced at the parish council meeting in public. In the interest of openness and accountability there must be clear relevant reasons or a request from the complainant for the matter to be held without the presence of the press or public.
At the meeting the Chairman should
Introduce everyone
Explain the procedure
Ask the complainant to outline the grounds of the complaint.
Allow members to ask questions.
Allow the Clerk or other proper officer to explain the council’s position.
Allow members to question the Clerk or proper officer.
Members to decide whether or not the grounds for the complaint have been made.
Within 7 working days of the meeting the decision and the nature of any action to be taken shall be communicated in writing to the complainant.
The parish council shall defer dealing with any written complaint only if it is of the opinion that issues of law or practice arise on which advice is necessary. The complaint shall be dealt with at the next meeting after the advice has been received.