CHAILEY PARISH COUNCIL
Contact details for the Chailey Parish Council office are as follows:
Mrs Vera Grainger
Clerk to Chailey Parish Council
Stone Quarry Road
Tel no. 01825 740409
See below for:
• Members of the Council
• Members' Posts of Responsibility
• Meeting Dates
• Introduction to the Parish Council
• Grants and Donations
• Freedom of Information
• Data Protection
• Council Complaints Policy
MEMBERS OF THE COUNCIL
Cllr Don Cranfield (Chairman)
Tel. 01825 722651
3 Delbury Cottages
East Grinstead Road
Cllr. Ron Trussell (Vice Chairman)
Tel. 01273 891448
9 The Martletts
Cllr. John Millam(Chairman of Planning & Environs Committee)
4 Wrenbury Cottages
Cllr. Loraine Waller (Vice Chairman of Planning & Environs Committee)
Tel. 01825 722880
Other Members in alphabetical order:
Cllr. Pascal Atkins Tel 01825 722496
41 New Heritage Way
Warrs Hill Road
Cllr. David Cowan Tel. 07718512864
Cllr. Jean-Pierre Ellis Tel.07973830754
15 Downs View
Cllr. Mark Evans Tel.01825 722554
Cllr. Susannah Griffin Tel. 01825 724335
Cllr. Peter Olbrich tel. 01825 723438
Cllr. James Tillard Tel. 07801789226
MEETING DATES 2013
CHAILEY PARISH COUNCIL
Parish Council Meetings Timetable 2013:
Venue - Chailey Reading Room, Chailey Green
Meetings commence at 7.30pm
Members of the public may attend and will be given an opportunity to make representations if they so wish.
For a listing of meeting dates click on the Parish Council section headed Agendas, minutes and other documents or check the events listing on the home page (right hand navigation bar)
INTRODUCTION TO CHAILEY PARISH COUNCIL
Chailey Parish Council is comprised of eleven Members. The Council usually meets in the Reading Room, Chailey Green on the first and third Tuesday evenings of the month. Members may also opt to represent the Council at meetings of other local bodies and committees. The Council is funded by the 'Precept' which is included in householders' council tax and which is set at £48,000 in the current financial year. Members follow priorities established in the Parish Plan. Members are regulated by the Code of Conduct and the accounts are subject to inspection by the external auditors appointed by the Audit Commission.
All planning applications arising in the parish are reviewed by the Parish Council and comments are passed to Planning Services at Lewes District Council. The Parish Council is a major landowner within Chailey Common and is represented on the Chailey Common Management Committee. The Parish Council has direct responsibility for the running of the Reading Room, parish allotments and grazing fields and maintains various areas of common land and village green. The council owns the leasehold of Chailey Windmill which is managed in conjunction with 'The Friends of Chailey Windmill'. The Council leases North Chailey Recreation Ground to Chailey Sports Club.
Councillors are consulted on a wide range of issues by various public sector, charitable and voluntary organisations. The Parish Council is in regular contact with ESCC Highways about speed management and road maintenance matters. The Parish Council supports local clubs and societies by way of grants and donations and contributes towards capital projects and running costs in community buildings.
GRANTS AND DONATIONS
Chailey Parish Council policy on Grants and Donations
1. The aim of the Parish Council is that grants and donations are allocated primarily for the benefit of the Chailey electorate, however organisations serving both Chailey and neighbouring areas are eligible to apply. The Council follows guidance issued by the National Association of Local Councils on spending under section 137 of the Local Government Act 1972.
2. The regulations governing allocations of grants and donations include the following condition:
'A local authority shall not incur any expenditure unless the benefit accruing to their area or any part of it or to all or some of the inhabitants of their area will be commensurate with the expenditure to be incurred'.
The use of 'some' in relation to the inhabitants means that the council cannot use the power to benefit a single individual. The use of 'commensurate' with regard to spending means that the council must not spend a disproportionately large amount on a very limited object or purpose.
3. Requests for grants and donations are considered once a year. The aim of having an annual review of requests is to ensure that all such requests are appraised on a consistent basis and that the outcome of applications is not affected by the stage in the financial year that an application is received and hence the level of funds remaining in the grants and donations budget. Only projects relating to a specific 'one off' local event are considered outside the annual review round.
4. The maximum amount which a council may spend under section 137 in any one year (i.e. from 1 April to the following 31 March) is restricted by the number of people on the parish electoral roll.
5. HOW TO APPLY The current round has a deadline of 30th June 2012 and requests received by the parish council office by this date will be considered at the meeting of Full Council on 17th July 2012. Grants are usually in the range of £100-£500 and applications from groups and organisations are assessed on their merits. Typically grants are awarded to help with recurring items of expenditure such as stationery, postage, printing, insurance, hire charges, kit and small items of equipment which enable a group to function.
Local clubs, societies and organisations are required to complete a Grant Application Form which is available on request to the parish office or which can be downloaded from this website. Click on Parish and Local Councils>Agendas, Minutes and Parish Documents
Registered charities which provide services to, or which are of benefit to, the local community should apply in writing to the parish office and additional information may be requested. It is helpful if charities provide an indication of the number of Chailey parishioners who derive benefit from a charity's services (details of named individuals are not sought but rather an estimate of the total number assisted in any one year and a brief explanation of the nature of that assistance). Note that contributions may be made to charities and bodies providing a public service on a non-profit making basis, but only in furtherance of their work in the United Kingdom. It is unlawful for a council to contribute to a charity or a public service body operating overseas, or to a fund established to help persons outside the UK.
The parish council operates 20 allotment plots at a site next to Chailey Heritage School, Haywards Heath Road, N. Chailey. Residents of the parish may apply to join the waiting list (as at 31.8.11 there were 9 names on the list). The annual allotment fee is £30 in 2011/12 pa per plot. Contact the Clerk if you would like to have your name added to the waiting list.
FREEDOM OF INFORMATION
FREEDOM OF INFORMATION ACT
Chailey Parish Council has adopted the model publication scheme in accordance with section 20 of the Freedom of Information Act 2000. Members of the public are entitled to view Parish Council documents under the Freedom of Information Act 2000. Copies of documents are available for 50p a copy (unless indicated otherwise).
CLASSES OF INFORMATION WITHIN CHAILEY PARISH
COUNCIL'S PUBLICATION SCHEME
1) COUNCIL INTERNAL PRACTICE AND PROCEDURE
Minutes of council, committee and sub-committee meetings – limited to the last 2 years.
Procedural Standing Orders (£3)
Councils Annual Report to Parish Meeting
2) CODE OF CONDUCT
Members Declaration of Acceptance of Office
Members Register of Interests
Register of Members Interests Book
3) PERIODIC ELECTORAL REVIEW
This is information concerning changes to the electoral arrangements for parish, town and community councils. It includes recommendations for the creation of new wards, the amendment of existing wards, proposals for the names of new wards and alterations to the number of councillors to be elected to the council.
Information relating to the last Periodic Electoral Review of the council area (£3)
Information relating to the latest boundary review of the council area (£3)
4) EMPLOYMENT PRACTICE AND PROCEDURE
Terms & conditions of employment
Exclusions – ‘personal records’ i.e. appraisals, employee specific salary details, disciplinary records, sickness records and the like by virtue of being personal data under the Data Protection Act 1998
The information that the Council holds about living individuals has to be managed within the limits of the Data Protection Act. Broadly that requires us to only hold the personal information that we need, to keep it secure, not divulge it to third parties and allow individuals to see the information we hold about them.
Because of these requirements we will often have to ask you to produce some form of proof of your identity before releasing personal information. The level of proof needed will depend on the information being sought and often it will need little more than asking to quote a relevant reference number. However, on occasions we may need more and this will be explained at the time.
If you wish to see personal information then you will need to make a Subject Access Request. This is a formal request to determine the information about you that we hold. We have to comply within 40 days. However, in order to satisfy ourselves that you are entitled to see the information i.e. you are who you say you are, there are more rigid identity checks and there is a small fee of £10 to pay because of the work involved.
A Subject Access Request firm and guidance notes are available upon request from the Clerk. Please read the guidance on Subject Access Requests and complete and return the Subject Access Form with the relevant documents and fee if you want to make a request. You are not entitled to a make a Subject Access Request for anyone else’s personal information – only your own.
Further information on the Data Protection Act and your rights is available from the Information Commissioner's website www.ico.gov.uk/
The Parish Council aims to conduct its business in an open and transparent manner. The names of Councillors and contact details are made publicly available on the Parish Noticeboards, and on its website, www.chailey.org
Please note that there will be changes to the folllowing procedure from July 2012:
From 8 May 2008 the responsibility for considering complaints that a councillor may have breached the Code of Conduct is moving to the standards committees of local authorities.
After 8 May 2008 if you want to complain about the conduct of a councillor of Lewes District Council or a councillor of one of the parish or town councils, you must submit your complaint to:
Chair of the assessment sub-committee
The Standards Committee
Lewes District Council
32 High Street
East Sussex BN7 2LX
Complaints about an employee of the Council, such as the Clerk, should be addressed to the Chairman of the Council and will be investigated internally.
If you are unhappy with an issue of administration or procedure, you can ask for it to be addressed by the Council's Complaints Procedure. For a copy of this procedure, please contact the Clerk:
Chailey Parish Council
Stone Quarry Road
Tel: 01825 740409