Contents:

Burial Ground Policy

Data protection policy

Financial Regulations

Green Spaces Management

Handling of Planning Applications

Interment Costs

IT Equipment Policy

Procedural Standing Orders

Reserves Policy

Small Grants Scheme

Policies & Guidance

Parish Council Burial Ground - General Policy

Council Guidelines re: Hathern Public Cemetery, The Stints, Hathern.

At a meeting of Hathern Parish Council on November 4th 2002, the following guidelines were approved:

With effect from January 1st, 2003 it is the policy of Hathern Parish Council that:

Circulation: Parish Councillors, Funeral Directors, Cemetery Maintenance Contractor, Charnwood Borough Council, Local Stonemasons, Loughborough Echo.

FINANCIAL REGULATIONS

1. General

1.1 These financial regulations shall govern the conduct of the financial transactions of the Council and shall only be amended by resolution of the Council.1.2 The Responsible Financial Officer (RFO) under the policy direction of the Council shall be responsible for the proper administration of the Council’s financial affairs. The appointment of an RFO does not mean that Council members then have no responsibility for the financial health of the Council – they remain accountable for ensuring the financial viability of the Council.1.3 The RFO shall be responsible for the production of financial management information.

2. Annual Estimates

2.1 An annual budget recommendation shall be prepared by the Finance and General Purposes Working Group and submitted to the Parish Council. A final budget will be agreed by the Council not later than the end of December in each year.2.2 At the latest by January of each year the Council shall agree a precept to be levied for the ensuing year.2.3 The budget shall form the basis of the financial control for the ensuing year.

3. Budgetary Control

3.1 The Council will determine revenue expenditure giving due regard to the annual budget.3.2 The RFO shall provide the Council with a statement of income and expenditure at each Council meeting and as requested at other times.3.3 The Clerk may incur expenditure on behalf of the Council which is necessary to carry out any repair replacement or other work which is of such urgency that, in the opinion of the Clerk, it must be done at once, whether or not there is budgetary provision, subject to a financial limit totalling no more that £200 in the period between meetings. The Clerk shall report the action taken to the Council as soon as practicable thereafter.3.4 No expenditure shall be incurred in relation to any capital project and no contracts entered into or tender accepted involving expenditure on capital account unless the Council is satisfied that the necessary funds are available, or the requisite borrowing approval can be obtained.

4. Accounting and Audit

4.1 All accounting procedures and financial records of the Council shall be determined by the RFO as required by the Accounts and Audit Regulations 2003 or other Statutory Instrument which may supersede those Regulations.4.2 The RFO shall be responsible for completing the annual accounts of the Council as soon as practicable after the end of the financial year and in any case by the statutory date of 30 June and submit such accounts and report thereon to the Council.4.3 The RFO shall be responsible for maintaining an adequate and effective system of internal and external audit of the Council’s accounting, financial and other operations in accordance with regulation 6 of the Accounts and Audit Regulations 2003.

5. Banking Arrangements

5.1 The Council’s banking arrangements shall be made by the RFO and approved by the Council.5.2 Relevant invoices shall be presented to the Council and if in order shall be authorised for payment by the Council.5.3.1 The Council will authorise three Councillors to sign cheques on its behalf. Cheques drawn on the Council ’s bank accounts shall be signed by two of the three authorised Councillors. 5.3.2 The RFO will reconcile the Council’s bank statement monthly against receipts and expenditure as recorded in the cash book and financial spreadsheet. The most recent bank account statement together with an updated financial spreadsheet will be provided to Councillors by the RFO at each Council meeting.

6. Payment of Accounts

6.1 All payments shall be effected by cheque or by direct debit drawn on the Council’s bankers.6.2 All invoices for payment shall be examined verified and certified by the RFO as evidenced by the presentation to Council for payment. Before such certification the RFO shall be satisfied that the works, goods or services to which the invoice relates have been received, carried out, examined and approved.

7. Payment of Salaries and Wages

7.1 It shall be the responsibility of the RFO to calculate payment of salaries and wages in accordance with the rates in force, to deduct NI and Income Tax where appropriate, and arrange for such payment to be made in accordance with Section 6 above.

8. Loans and Investments

8.1 All loans and investments shall be negotiated by the RFO in the name of the Council and then put to the Council for endorsement and shall be for a set period of time in accordance with Council policy. 8.2 All investments of money under the control of the Council shall be in the name of the Council.8.3 All borrowings shall be in the name of the Council.8.4 All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.

9. Income

9.1 The collection of all sums due to the Council shall be the responsibility of and under the supervision of the RFO.9.2 Any bad debts shall be reported to the Council.9.3 All sums received on behalf of the Council shall be banked with such frequency as the RFO considers necessary.

10. Contracts

10.1 An invitation to tender shall detail the intended work or service to be provided and subsequent tenders shall be required to be delivered in sealed envelopes. All tenders for the same work shall be opened at the same time by a minimum of two persons as the Council may direct.10.2 The Council shall decide from time to time a financial limit for work to be carried out or service provided above which tenders shall be sought.10.3 The Council shall not be obliged to accept the lowest or any tender.

11. Insurance

11.1 The RFO shall be responsible for affecting all insurance and negotiating all claims against the Council’s insurers.11.2 The RFO shall give prompt notification to the Council of all new risks and of any amendments affecting existing cover.11.3 All appropriate employees of the Council shall be included in suitable fidelity guarantee cover.

12. Revision of Financial Regulations

12.1 It shall be the duty of the Council to review these financial regulations annually.

Revised 10th March 2008

Management of Public Green Spaces in the Village of Hathern 

Statement of Purpose

This document will give the Hathern Parish Council and residents of Hathern a clear picture of the work required to maintain and improve the green spaces in the village over the next few years.

Overall Vision and Aims

The character of Hathern as a Leicestershire village is, in many ways, defined by its rural setting and the natural environment of its green spaces. Through the proper stewardship of these green spaces Hathern Parish Council aims to enhance their amenity value to the community whilst nurturing the diversity of plant and wildlife species that co-habit these spaces and preserving the essentially rural nature of the landscape for future generations to enjoy.

Hathern Parish Council’s Green Spaces

Green spaces are a vital part of the village environment. The green spaces under the responsibility of the Parish Council provide a range of amenities with a significant impact on village life. The quality of these amenities affects everyone in the community. The purpose of this document is to identify the relevant areas and their uses; set out a development plan for improvement where necessary and to put in place a comprehensive maintenance plan. The maintenance plan must take account of the need to keep the areas fit for purpose; to maintain an attractive appearance and to achieve best value. Furthermore much of this green space is an integral part of the open countryside around it and so it is important that the management plan ensures that the rural landscape is conserved and that the diversity of wildlife habitats is maintained.

Each of the main areas will be described in turn, summarising its use, current state and desired improvements. Maintenance will be dealt with in a separate section, as many treatments (such as hedge cutting) are common to several sites.

Main Sites

Hathern Park ( Pasture Lane)

The recreation ground is almost certainly the most important green space in Hathern for people of all ages. It provides an area for leisure and exercise, and contributes to people’s health and well-being. Safety has to be a high priority in the management of the site. Other criteria are:

• Keeping the area tidy and attractive
• Promoting beneficial uses.
• Discouraging undesirable activities
• Being sensitive to the flood plain landscape
• Encouraging wildlife
• Controlling maintenance costs

• Young children’s play area
• Cricket pitch
• Youth and Sunday league football pitches
• Youth meeting area
• Family picnic site
• General recreation area
• Wildlife copse

• Dog exercising & fouling
• Substance abuse
• Littering
• Vandalism

The area is already covered by a comprehensive grounds maintenance plan, primarily focused on mowing and weed control. However the hedgerows, trees and ditches that form the boundary are currently only subject to “reactive” and not planned maintenance. A phased programme of improvement to the recreation ground and its boundary is already underway.

Remedial Work

• Remove elder from hedgerow along Pasture Lane. Treat stumps with roundup. Winter job.
• Clear hops from hedge. Could be done during growing season with ‘weed wipes’ (systemic weedkiller applied directly to leaves) to eradicate completely or manually removed on an annual basis to control.
• Remove some limbs from ash trees along Pasture Lane to improve shapes and allow more light to field maples.
• Raise crown of field maples to a height of 2-2.5m, to improve shape, and allow light to hedgerow underneath.
• Pollard the old willow on the river end boundary of the Park.
• Tidy shape of ornamental bird cherry (near to Pavilion).

Improvement Work

Application for grant aid could be made for the following suggested improvement projects, on environmental, education or community grounds. Any tree planting projects using bare rooted trees should be carried out between November and early March when trees are dormant.

• Complete in-fill planting of hedgerow along Pasture Lane with hedgerow mix (70% hawthorn) with 6 plants/m in a double staggered row. Replace trees taken out during recent construction work. Consider replacing damaged and missing post and rail fencing
• Add specimen trees in far RH corner near Pasture Lane to create a woodland belt. These should be stock of local provenance, and could form part of a labelled native tree collection. Several existing trees could be incorporated. (Education opportunity)..
• Thin out and open up the wildlife area. The blackthorn has taken over, and should be largely but not completely removed (cut down and treat stumps).Blackthorn is an important shrub for early pollination, autumn fruit and dense nesting habitat. Additional species could be planted to improve the wildlife and amenity value of the site eg holly, crab apple. Wild flowers could be encouraged. (Snowdrops, wood anemones). Maintain the existing path round the back, and add other walkways. Nest boxes could be installed. (Wildlife opportunity)
• Install picnic tables at village end of ground. Add a few specimen trees. (Community amenity/health opportunity)
• Provide planting scheme close to gable end of Pavilion to reduce impact of this building.

Sports Ground ( Pasture Lane)

The sports ground is mainly used for organised team games. It houses the Hathern Band building and the Hathern Football Club pavilion and associated football pitch. It does not have open public access, although it has Pasture Lane on one side, and a public footpath along another. It is enclosed by hedgerows on all four sides with ditches to three of them.

The ground is covered by an existing Council maintenance schedule (mowing and weed control) and the pitch is well tended by Hathern Football Club. The boundary hedgerows, trees and ditches are, like Hathern Park, subject only to reactive maintenance.

Changes have been proposed to car parking – any alteration needs to take environmental implications into account.

3.2.1 Remedial and Improvement Work

The hedge boundary between the school and the sports ground is in a poor state. Essential work needed in the near future (winter) is:

• Clear litter
• Remove elder
• Lay hedge
• Prune ash to make standard hedge tree.
• Surgery required on willows at far end.
• Dispose of brash by burning on site, or hiring a chipper.
  

Suggested improvement work

• Create wildflower area between school fence and hedge.
  
• Plant with ‘naturescape hedgerow seed mix’

Cemetery (The Stints)

The cemetery ground is a most sensitive area incorporating burial grounds and memorial garden for cremations. It also includes the Hathern War Memorial and two bench seats, and is crossed by gravelled access ways. The cemetery is has two distinct parts. The area closest to the village and backing onto housing incorporates the older graves and headstones, the War memorial and incorporates many mature trees several of which are subject to Tree Preservation Orders. The area to the left of this is open ground, includes most of the more recent burials and has no trees. The site is enclosed by mature hedgerows on all sides, including its frontage to the well used Stints footpath.

The area is used for part of the Remembrance Service every November and villagers do visit regularly to tend the graves of friends and family. It should be a quiet and attractive area for reflection and memories.

The cemetery is subject to the Council’s maintenance schedule, including mowing, strimming, weed control and hedge trimming. Major improvements to the access ways and facilities are proposed as part of the Council’s Priority Plan. Any plans should also consider the wider environment of the grounds

Remedial and Improvement Work

The following are suggested :

• Infill planting of hedgerow to fill gaps (some are large)
  
• Tree planting scheme close to boundary of LHS to provide better balance of features. These should be of varieties native and common to the area eg Field Maple, Standard Hawthorn etc. Hollies could be planted between these trees to provide infill and variety
  
• Identify and cultivate hedgerow trees (eg Hawthorn or Ash)
  
  

The Leys (off A6 Loughborough Rd )

The Leys is a small, primarily grassed, area lying between the Baptist Chapel and the A6. It incorporates 3 mature whatsits around its boundary. A footpath runs along one side. Once used as a children’s play area (with equipment) it is no longer considered suitable for this purpose as it is not sufficiently overlooked by neighbouring property and has, in the past, attracted anti-social behaviour (including drug taking)

Improvement Work.

Any improvement planting must leave open spaces and not create “hidden” areas that may attract anti-social behaviour. It is suggested therefore that a small tree planting scheme, including smaller tree varieties such as prunus avium or malus sylvestris (flowing cherry, crabapple) would break up the large expanse of grass and provide attractive colours and variety in spring.

Round Bank ( Wide Street)

The Round Bank green wedge is visually important for the village as it fronts the A6 and sits alongside one of the main routes ( Wide Street) into the heart of Hathern. It is home to the Village Sign and new Jubilee Tree. The grassed bank also includes several other fine trees and (unfortunately) the obtrusive electricity sub-station. Its relatively small scale and proximity to the main road means that it is impractical as a recreational area. Its value is as an attractive landmark to passers through and residents alike.

The Round Bank is owned by LCC but HPC manages the mowing contract. All trees are maintained by LCC and worked on annually. The area has been subject to much improvement by HPC recently

• Small planting scheme around new Jubilee Tree
  
• Hedge planting around substation to reduce visual impact (also suggested by CBC’s Conservation Area Character Statement)
  
  

Other Areas

There are other areas – smaller or less significant – that should not be overlooked. Collectively they can work to provide attractive “green spots” in the street scene. The following areas should be considered for attention :

• All of LCC’s grass verges – These are already covered by a mowing schedule but it is important that the quality of workmanship is kept up, otherwise these areas can quickly look unkempt and messy. Vehicles should be encouraged not to park on verges and preventive measures put in place if necessary and appropriate (as on Round Bank). Areas should be seeded in spring when necessary

• Outside Library (GreenHill) – An opportunity here to provide formalised flower beds in front of the library entrance. Ownership and approval for planting needs to be established.
  
• Verge (top of Wide Lane/A6) – A roadside triangular area that could be improved and possibly incorporate a small tree. Permission from LCC is required

• Large verge (bottom of Wide St) – Potentially an opportunity to incorporate a planting scheme – flowering cherry or crab apple trees would provide focal point and colour with low maintenance requirements. A Permission to Cultivate would be required from LCC.
  
• Nell’s View (The Stints) - This is now a successful semi-formalised and established planting scheme. It is currently covered by the Council’s grounds maintenance schedule and should continue to be so.
  
• Area to RHS of Hathern School entrance ( Pasture Lane) – Although LCC land an HPC planting scheme is planned. Will need to be included in maintenance schedule.
  
• Verge (RHS Green Hill Rise) – Another opportunity to incorporate a planting scheme – flowering cherry or crab apple trees would provide focal point and colour with low maintenance requirements. A Permission to Cultivate would be required from LCC.
  

Maintenance Plan

Hedgerows

Annual cutting looks tidy, but less frequent cutting increases the wildlife value. Consider a 3 yearly cut on less formal hedgerows. Control unwanted species in the hedgerow. Look for candidates for hedgerow trees where appropriate.

Grass

Trees and shrubs

There are 11 mature trees within the Cemetery that are subject to Tree Preservation orders and any maintenance work will require planning permission from CBC. It is important that these trees are visually inspected by a tree surgeon annually in Sept or Oct and that required work be determined on grounds of safety of neighbours and visitors to the Cemetery, the health of the tree itself, and to preservation of the amenity value of the specimen. Work should be carried out during the winter period.

Site Specifics

• Pasture Lane Verges – strim a metre down each side for tidiness
  
• Wildflower areas –strim once a year at the end of the flowering period, and rake off.
  
• Walkways through the wildlife area will need regular strimming.

Acknowledgements

This document has been put together with help and advice from the following :

• Wendy English – Hathern Tree Warden
  
• Chris Buckingham – Conservation & Landscape Team Charnwood Borough Council
  
• Francoise Scire – Charnwood Wildlife
  
• Dan Bennini – Roma Landscapes Ltd
  
• Andy Hayes – Community Services Dept, Leicestershire County Council
  
• Chris Conway – Parks Dept, Leicestershire County Council

Hathern Parish Council policy on arrangements for responding to planning applications

Role of the Parish Council

Hathern Parish Council is invited by the planning authority (Charnwood Borough Council) to comment on all planning applications that have an impact on the village. Comments are passed to the planning authority and are considered in exactly the same way as are comments by local residents; this is to say the Parish Council must restrict its comments to material planning considerations and has no additional power to influence planning decisions.

The Parish Council takes the view that it should focus its comments on material planning considerations related to the village as a whole; these include the following:

• Adequacy of parking/loading/turning
  
• Highway safety
  
• Traffic generation
  
• visual amenity
  
• Noise and disturbance resulting from use
  
• Hazardous materials
  
• Smells
  
• Loss of trees
  
• Effect on listed building and conservation area
  
• Design, appearance and materials
  
• Road access
  
• Local strategic, regional and planning policies
  
• Nature conservation

The Parish Council will not comment on issues concerning overlooking/loss of privacy or loss of light or overshadowing. These and other issues relating to the immediate vicinity are more properly dealt with by residents directly affected.

An open process

As a public authority Hathern Parish Council is required to conduct its business openly and fairly. For this reason our arrangements for commenting on planning applications are open to public scrutiny and this document sets out how the process is conducted.

The process

• Details of the Parish Councils policy on commenting on planning applications will be posted on the Hathern Parish Council website: http://www.hathernparishcouncil.org.uk/
  Printed copies will be made available upon request to the Clerk to the Parish Council.
  
• A copy of the planning application is circulated to all Parish Councillors for them to make their individual comments.
  
• Residents who wish to make their observations or comments known to Councillors may do so through the Clerk to the Parish Council.
  
• The Chairman (or Vice Chairman) of the Parish Council and the Clerk will jointly interpret the Councillors comments and this interpretation will form the basis for the Clerk’s formal response to Charnwood Borough Council.
  
• Copies of the formal response will be circulated to all Councillors and posted on the Hathern Parish Council website. Printed copies will be made available upon request to the Clerk to the Parish Council.
  
• The process will be kept under constant review and all Councillors may call for an immediate review of any individual response or of the policy as a whole.

Further information  

Mrs M.A. Spencer

Clerk to the Parish Council

10 St Peters Avenue
Hathern
Loughborough
LE12 5JL

m.spencer43@ntlworld.com

http://www.hathernparishcouncil.org.uk/

http://www.charnwood.gov.uk/environment/881794.html

Adopted by Hathern Parish Council at its meeting held on 17 th December 2007

Cost of Hathern Cemetery Interments as from April 1st, 2008

PROCEDURAL STANDING ORDERS

1. Powers and Duties of the Chairman

The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the conduct of the meeting.

2. Proper Officer

The Proper Officer of the Council is the Clerk. The Responsible Financial Officer of the Council is the Clerk.

Notwithstanding those duties and responsibilities, it shall be the duty of the Clerk to advise Members on the content and interpretation of these Standing Orders.

3. Quorum

Three Members shall constitute a quorum. If a quorum is not present when the Council meets or if during a meeting the number of Members, for whatever reason, falls below the quorum, the business not transacted at that meeting shall be transacted at the next meeting or on such other day as the Chairman may decide.

4. Frequency of Meetings

The Council shall meet not less than 8 times per year. Where possible the meetings should be equally spaced through the year whilst allowing for holiday periods.

5. Declarations of interest

In these matters the Council and the Councillors will adhere to the Code of Practice as adopted by the Council on 24th September 2007.

6. Voting

Members shall vote by show of hands unless the meeting decides otherwise.

If the meeting so requires, the Clerk shall record the names of the Members who voted on any question and how they voted.

The Chairman may give an original vote on any matter put to the vote and, in the case of equality of votes, may give a casting vote, whether or not an original vote was given.

7. Order of Business

The order of business shall be stated on an agenda paper which shall be delivered to each Member at least three clear days prior to the date of the meeting along with the summons convening the meeting.

8. Resolutions Moved on Notice

Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been included on the Agenda.

Members may put an item or notice of resolution on the Agenda by giving the Clerk written notice of the item or resolution at least seven clear days prior to the meeting to which that agenda relates.

Every resolution, amendment or recommendation shall be relevant to some subject over which the Council has the power or which affects its area.

At the Chairman’s discretion, and with the majority agreement of Councillors present, any agenda item may be deferred to the next meeting

9 Resolutions Moved Without Notice

Resolutions on procedural matters may be moved without notice including those to vary the order of business on grounds of urgency or procedural efficiency. Such resolutions shall be put to the vote without discussion.

10 Rules of Debate

All remarks shall be addressed to the Chairman.

No discussion shall take place on the minutes of previous meetings except upon their accuracy. Corrections to the minutes shall be made by resolution and must be initialled by the Chairman.

The ruling of the Chairman on a point of order or on the admissibility of an item shall not be discussed.

A representative of the local Constabulary, and Borough, District or County Councillors shall be allowed to speak at Council meetings at the discretion of the Chairman. The Chairman can also permit individual members of the public gallery to contribute where the Chairman believes such a contribution will be helpful to the matter under discussion by the Council.  

11. Purchase Order Procedures

Any contract anticipated to be at or above £20,000 in value will be subject to a competitive tendering process whereby 2 or more tenders are sought against a specification approved by the Council.

Where expenditure items or contracts are anticipated to be at or above £1,000 but below £20,000 competitive quotations/prices will be sought.

Summary of Expenditure limits and associated purchase order process

The Council has the discretion to disregard this process where it is clear that such a process is unlikely to improve value for money or deliver competing bids

The Council will approve all expenditure except that deemed urgent by the Clerk (and therefore subject to section 3.3 of the Council’s Financial Regulations )

12. Rental Income

Annually in March the Council shall review its rental fees for all facilities rented to tenants. This will include ground rental fees for cricket and football pitches, allotments and garage bases.  

13. Closure

A motion of closure of a debate may be moved at any time but must be proposed and seconded without comment. The Chairman may refuse such motion if he feels that the question before the Council has not been sufficiently debated.

14. Rescission of Previous Resolutions

A decision of the Council (whether affirmative or negative) shall not be reversed within six months except by a special resolution, the written notice of which bears the names of at least three Members of the Council. When such a resolution has been disposed of, no similar resolution may be moved within a further six months.

15. Confidential Business

No Member of the Council shall disclose to any person, not being a Member of the Council, any business declared to be confidential by the Council.

16. Length of Meetings

Except at the discretion of the Chairman, all meetings of the Council shall finish not later than two-and-a-half-hours after commencement. Any business not transacted shall be carried over to the next meeting or such other date as the Chairman may decide.

17. Suspension of Standing Orders

These Standing Orders may be suspended at any time and for any period of time by resolution.

18. Establishing an employment disciplinary and appeals panels

In the event that a disciplinary or appeals panel should be needed then the panel will be set up jointly by the Chairman and Vice Chairman and will comprise no fewer than 3 people.

19. Advice and guidance to the Clerk

The Clerk will be guided in his or her work by the Chair or Vice-Chair of the Council or if agreed by them by another nominated Councillor.  

20. Management of important information or documents during the clerk's planned absences

The Clerk will ensure that appropriate and adequate measures are taken to forward important or urgent information and documents to the Chair, Vice-Chair or nominated councillor during planned absences.

21. Smoking

Smoking shall not be permitted during meetings.

22. Standing Orders to be given to Members

A copy of these Standing Orders shall be given to all Members.

23. Interpretation

In these Standing Orders words importing one gender shall include all genders and the singular includes the plural and vice versa.

******************** 

 Revised 28th April 2008

Hathern Parish Council Reserves Policy

  Reserves have been set aside to provide the Council with financial stability, as follows:

Exceptional Expenditure Fund – to meet the costs of exceptional expenditure that enable the Council to meet its legal, statutory and proper duties or responsibilities. This includes:

• undertaking essential repairs or maintenance work. undertaking unexpected administrative duties or to challenging or deflect future threats to the village, its people and its environment. making provision for redundancy obligations and any exceptional future costs of investigations and disciplinary hearings.
• providing for short term cash flow difficulties.

Currently this figure is £7,000.

In addition funds have been designated as a means of enabling the Council to develop its principle activities – in particular:

Development Fund – to meet the costs of future expenditure associated with the Council’s Strategic Plan 2007 – 2011. Currently this figure is £9,200

The Council will review its current level of reserves and designated funds at least twice a year

29 th January 2007

Hathern Parish Council – Small Grant Scheme

Purpose of scheme

Each year Hathern Parish Council allocates a small sum of money to assist local groups to undertake projects or activities of benefit to the community of Hathern. The grant can be used for a number of purposes including community activities, environmental work, provision of community facilities and recreational events or activities.

Who can apply?

Local groups and organisations are eligible to apply providing the money is to be used for the benefit of the village and its inhabitants. Established groups will be required to provide details of their bank account, a recent bank statement and a copy of their most recent accounts. New groups or those without a bank account are invited to apply but funding will be issued only upon satisfactory completion of the work or activity for which the grant has been offered.

Those not eligible for a grant

The following are not eligible for a grant:

• Profit making organisations.

• Individuals requesting funding for personal benefit (this includes sponsorship for charitable purposes, travel grants and educational purposes).

• Church groups requesting funding for activities of benefit to members only or to promote religious activities (applications for church repairs are eligible).

• Schools.

• For purposes that are the responsibility of statutory agencies.

Grant limits

Under normal circumstances the group or organisation will be expected to raise at least 25% of the total cost from other sources. Because the grant available is extremely limited a maximum of £250 per application will normally apply. If the Council considers that there are exceptional circumstances then it can decide to exceed these limits.Only one grant will be given to any group or organisation, or for any particular purpose, in any financial year (1st April to 31st March)

How to apply

Application forms can be obtained from:

The Clerk to Hathern Parish Council
10 St. Peter's Avenue
Hathern
Loughborough
LE12 5JL.

Completed forms together with required documentation, including quotations where appropriate, should be returned by the 1st May or the 1st November. The Council may request additional information in order to consider applications and will, if requested, provide details of alternative sources of funding or funding advice.

Alternatively, please click here to view the application form for printing out a hard copy.

Expectation of the applicant

The successful applicant will be required to agree to the following conditions:

• To keep the Council informed of progress with the work or activity and to notify it if there are any problems achieving agreed objectives.

• To complete the work or activity for which a grant has been given within six months, unless agreed with the Council that an extension will be allowed.

• To confirm that the money has been spent in accordance with the grant application.

• To repay any unspent grant within eight months of the grant being made.

• To acknowledge the Councils assistance in publicity produced by the group in relation to the work or activity receiving funding.

• To agree to the Council publicising details of the grant.

Hathern Parish Council - Data Protection Policy

 Data Protection Policy

Hathern Parish Council recognises its responsibility to comply with the Data Protection Act 1998. The act regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address.

The Data Protection Act

The Data Protection Act 1998 sets out high standards for the handling of personal information and protecting individuals' rights for privacy. It also regulates how personal information can be collected, handled and used. The Data Protection Act applies to anyone holding personal information about people electronically or on paper.

As a local authority Hathern Parish Council has a number of procedures in place to ensure that it complies with The Data Protection Act 1998 when holding personal information. The Parish Council has also notified the Information Commissioner that it holds personal data about individuals. When dealing with personal data, Hathern Parish Council staff and Councillors must ensure that:

Data is processed fairly and lawfully

This means that personal information should only be collected from individuals if staff and Councillors have been open and honest about why they want the personal information.

Data is processed for specified purposes only

 Data is relevant to what it is needed for

Data will be monitored so that too much or too little is not kept; only data that is needed should be held.

Data is accurate and kept up to date

Personal data should be accurate, if it is not it should be corrected.

Data is not kept longer than it is needed

 Data is processed in accordance with the rights of individuals

This means that individuals must be informed, upon request, of all the personal information held about them.

Data is kept securely

This means that only staff and Councillors can access the data. It should be stored securely so it cannot be accessed by members of the public.

Storing and accessing data

Hathern Parish Council recognises its responsibility to be open with people when taking personal details from them. This means that councillors and staff must be honest about why they want a particular piece of personal information. If, for example, a member of the public gives their phone number to staff or a member of Hathern Parish Council, this will only be used for the purpose it has been given and will not be disclosed to anyone else.

Hathern Parish Council may hold personal information about individuals such as their addresses and telephone numbers. These will be kept in a secure location at the office of the Parish Clerk and are not available for public access. All data stored on the Parish computer is password protected. Once data is not needed anymore, if it is out of date or has served its use, it will be shredded or deleted from the computer.

The Parish Council is aware that people have the right to access any personal information that is held about them. If a person requests to see any data that is being held about them

• They must be sent all of the personal information that is being held about them

• There must be explanation for why it has been stored

• There must be a list of who has seen it

• It must be sent within 40 days

A fee to cover photocopying and postage charges will be charged to the person requesting the personal information. This fee will be agreed by the Council and amended in line with inflation from time to time. Currently this fee must not exceed £10.

Disclosure of personal information

If an elected member of the council, for example a Councillor needs to access personal information to help carry out their duties, this is acceptable. They are only able to access as much personal information as necessary and it should only be used for that specific purpose. If, for instance, someone has made a complaint about over hanging bushes in a garden, a Councillor may access an address and telephone number of the person who has made the complaint so they can help with the enquiry. They can only do this providing they represent the area that the subject lives in. However, before they access any sensitive personal information about a person, they would need consent to do this from the Parish Clerk. Data should never be used for political reasons unless the data subjects have consented.

Confidentiality

Hathern Parish Council councillors and staff must be aware that when complaints or queries are made, they must remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.

HPC

28 th April 2008

Hathern Parish Council – policy on use of IT equipment

Purpose

Hathern Parish Council's internet facility is provided to support the organisations legitimate business requirements, limited use of the email facility to send email messages for personal purposes is regarded as acceptable provided that the conditions as specified in this policy have been fulfilled .

Equipment

The IT equipment, associated hardware and software are the property of Hathern Parish Council. As the authorised user you are responsible for its safe keeping and appropriate use. You must not attempt to modify or alter the hardware without the permission of the Chairman of Hathern Parish Council or his designated representative. Similarly y ou must not attempt to modify, delete or alter the set up of the windows environment or any software loaded on our workstations. You should not install any software at all, without permission.

Do not make illegal copies of our software for use by yourself of third parties, or in any way violate our software licence agreements.

Faults

In the event of any hardware or software fault please seek advice from the Chairman or his authorised representative.

Acceptable Use of the Internet

Intentional use of RCVS internet resources to access, transmit or retrieve any material or communications that are obscene, pornographic, or sexually explicit; of a discriminatory or harassing nature or which are derogatory to any individual or group; or are threatening in nature is prohibited.

You should not download files, including application and games that are not connected with your work for Hathern Parish Council. Any sites which require registration or payment for services must not be accessed without due authority.

Use of Email

The use of email to exchange correspondence requires the same professional standards as other forms of communication. You should not send or forward mail which is defamatory or offensive for whatever reason.

In order to protect us from viruses, email attachments which might contain macros (word processor and spreadsheet files) or applications, should not be opened if they are from a sender whom you do not recognise, simply delete.

Data protection

You must not include in the text of emails to be sent, or in files attached to them, sensitive personal data without appropriate protection in order to comply with the Data Protection Act 1998.

Email addresses should be treated as confidential and care taken that private email addresses are not wrongly circulated. Email to multiple addresses outside of Councillors and the Clerk should be sent as blind copy, (bcc).  

Non-compliance

Indications of non-compliance with the provisions of this Policy will be investigated, as appropriate.

Subject to the findings of any such investigation, non-compliance with the provisions of this Policy will lead to appropriate disciplinary action, which could include dismissal on the grounds of gross misconduct. Furthermore, publication of some materials may not only amount to a disciplinary offence, but also a criminal offence, in which case the issue will be reported to the police for them to take appropriate action.    

HPC

28 th April 2008