A history of Constable Ings can be found here

This page describes the Constable Ings administration procedures and rules

The process for letting and disbursement Constable Ings income was reviewed in 2018. Ongoing arrangements for letting have still to be clarified with the current tenants but project nominations and disbursements will be starting in 2019.

Fund Name :

Waddingham Constable Ings Environment Fund (WCIEF)

Purpose of the WCIEF:

  1. The WCIEF will be used to promote and support environmental projects within the Waddingham and Brandy Wharf parish.
  2. Any resident in the Parish of Waddingham can submit a proposal for a project
  3. The WCIEF will incorporate any future activity associated with the Grass and Herbage letting business in the future.

 

Financial Administration Rules

  1. The RFO of Waddingham Parish Council (corporate entity) is responsible for the maintenance of accounting records, auditing the WCIEF accounts, and publishing them once a year
  2. The Constable Ings land is held in “trust” by the Waddingham Parish Council and must therefore be included in the Asset Register of the Parish Council (requirements of The Transparency Code for Smaller Authorities  2015) .(NB Asset value to be recorded as £0)
  1. The WCIEF should not be used to fund projects and maintenance  that the Waddingham Parish Council is expected or currently  duty bound to provide for out of it’s annual precept funding.
  1. The WCIEF accounts must be maintained and reported completely independently of the Waddingham Parish Council Accounts. The WCIEF accounts will not be required to be  externally audited .
  2. The WCIEF fund must be held in it’s own bank account and will require a minimum of three signatories. One of which will be the RFO of the Waddingham Parish Council, the other will be the Chairman of the Waddingham Parish Council and one other

Constable Ings Letting Rules

  1. The Waddingham Parish Council members will be responsible for the management of the letting activities.
  2. Waddingham Parish Council will be responsible for ensuring  that the publication of public notices associated with the letting of  the land for WCIEF are made available through the channels  agreed by the parish council members .
  3. The Constable Ings land will be subject to a regular valuation every three years in order to ensure that the letting realises “ value for money”
  4. The letting of the Constable Ings land will be offered on a yearly basis (May – May) with an option for a successful bidder to take the land for three years.
  5. Any resident of Waddingham and Brandy Wharf parish may bid.
  6. The successful bidder will be responsible for maintaining the land , any costs associated with the use of the land, and comply with any legislative requirements in using the land.
  7. A  successful bidder will be required to sign a rental agreement. (1 or 3 years)
  8. Interested bidders will be required to submit a tender to the Waddingham Parish Council as their best and final offer.
  9. Notice of the bidding process will include a guide price for bidders.
  10. The bidding process will be for the following year of the auction.
  11. Rental Payments will be made every half year in advance.

 Fund Disbursements (Project Nominations)

  1. The Waddingham Parish Council members will be responsible for the management of the fund disbursements.
  2. Nominations for projects can be submitted by any resident of Waddingham and Brandy Wharf  Parish or by the Parish Council.
  3. Nominated projects must be for environmental purposes as stipulated in the WCIEF objects.
  4. A guide for persons wanting to nominate projects  will be available .  The guide will include the criteria for nominating projects and how they will be assessed so  for example:
  • Projects should include a plan for implementation.
  • Projects must be properly costed  to include materials and other resources,
  • Projects should not incur an expectation of ongoing funding from WCIEF or the Waddingham Parish Council.
  • Projects should be capable of being completed within one year.
  • An open day will be provided for all projects to be presented to the Waddingham and Brandy Wharf community for feedback and questions .
  • Projects will be assessed by the Waddingham  Parish Council members  taking into account the feedback and comments from the Open Day.
  • The decision of the Waddingham  Parish Council for the successful project will be final.
  • Waddingham Parish Council will ensure that there is a widespread notification and awareness of the award process through various public notices and other channels.

Timetable of Events

The letting and project awards are not directly linked. This will allow flexibility in events and reduce the burden on the RO/RFO of Waddingham Parish Council especially around the May meeting.

The other intention is to set up the events such that routine matters  such as notices, valuations etc are effectively delegated to the RO/RFO so that they can go ahead without reference to the Parish Council.

Proposed Letting Timetable.

 

Month TASK Responsible Comments
January  (council Meeting) Agree successful letting bidder Waddingham Parish Council members
February Prepare  rental agreement for successful bidder to sign. RO Waddingham Parish Council There will be a  proforma agreement .  TBD
March (council meeting) Review and resolve any rental agreement issues Waddingham Parish Council members There should not be a
March Obtain signed agreement RO Waddingham Parish Council
June Obtain land rental valuation RO Waddingham Parish Council Depends on year cycle
June Follow up queries with successful bidder RO Waddingham Parish Council
July (council meeting) Review and agree land valuation.

Review terms and conditions for next rental cycle

Waddingham Parish Council members
August Prepare and Issue notices for next  bidding cycle RO Waddingham Parish Council Depends on current agreement
October Receive tenders  and circulate to Parish Council members RO Waddingham Parish Council
November (council meeting) Review tenders Waddingham Parish Council members

 

 Proposed Project Disbursment Timetable

This table describes the events associated with the disbursement of the WCIEF funds.

Month TASK Responsible Comments
September (Council Meeting) Review project assessment criteria Waddingham Parish Council members Start of the project award cycle
January Publish Requests for new projects RO Waddingham Parish Council This will typically give a six month deadline for nominations. There will probably need to be an ongoing exercise to answer queries etc. Note that the open day should be set out here as well
February Prepare WCIEF Accounts and circulate to members RO Waddingham Parish Council
March (council meeting) Review and resolve Project expenditures Waddingham Parish Council members
July Receive project nominations RO Waddingham Parish Council
August Circulate nominations to council members RO Waddingham Parish Council
September (Council Meeting) Review project assessment criteria Waddingham Parish Council members Start of the project award cycle
September Open Day for Project nominations Waddingham Parish Council members
November(council meeting) Review and resolve successful projects RO Waddingham Parish Council Depends on year cycle
November Publish successful projects RO Waddingham Parish Council