Ordinary Parish Meeting – 11th October 2018


There will be a meeting of Fulking Parish Council on Thursday 11th October 2018 at 7.30pm at The Village Hall, Fulking

AGENDA

1. Apologies.
2. Declaration of Members’ Interests.
3. Approvsl of previous minutes.
4. Reports from District and County Councillors.
5. Matters Arising – Operation Watershed
6. Planning Matters:

SDNP/18/04735/HOUS. Thatchly The Street Fulking Henfield West Sussex BN5 9LU.
Erection of a 2 storey rear extension.

7. Parking in Clappers Lane.
8. Dark Night Skies.
9. Elections 2019.
10. Market Garden.
11. Village Hall Lease.
12. Fulking Spring, Ram Pump System
13. Unoccupied cottages in Stammers Hill (nos: 2 & 4)
14. Reports from Outside Bodies. – Inter Parish Meeting – Cllr Healy
15. Information Items.
16. Correspondence.
17. Financial Matters:

Date of the next Ordinary Meeting: Thursday 10th January 2019 to be held at Fulking Village Hall at 7.30pm.

Trevor Parsons, Parish Clerk
17 Ockley Way, Hassocks, West Sussex BN6 8NE
07767 422733
parishclerk@fulking.net

Minutes of Planning Meeting Wednesday 3rd October 2018

Draft Minutes of the Fulking Parish Council Planning Meeting held in the Village Hall, Fulking on Wednesday 3rd October 2018 at 7pm.

Present: Chairman Councillor Firth, Cllrs Hind, Healy and Dyos. Clerk, Trevor Parsons

Apologies: Cllr Trist who attended as a resident.

One member of the public was present.

Declaration of interest: Cllr Trist took no part in the meeting in an official capacity but only as a resident.

Meeting opened at 7pm.

Prior to the meeting there was one request received from a member of the public to speak against the application.
The following matter was discussed. SDNP/18/04676/HOUS Elmside, Edburton Road, Fulking BN5 9LR. Glazed link and extension of outbuilding.

The meeting opened with a statement from the member of public objecting to the application.

It was noted that (in reference to the South Downs Plan):

The site has been subject to a number of developments and the current application which concerns connecting the existing extensions to the main house could be considered as adding to the floor area of the main accommodation. If this were the case this would add an estimated 45% to the floor area which would appear to contravene SD45E (replacement dwellings and extensions). While the character of the original farm workers cottage will be further compromised (SD45B).

There is concern that by linking these outhouses to the main building there is potential for change of use to accommodation in the future. This is likely to also conflict with SD45E.

The glazed link would be visible from the road and Downs and likely to result in increased light spill (SD9B and SD9C – Dark Night Skies). Furthermore, concern was raised about the possibility of bird strikes.

The neighbours object to this application and have stated that this will result in a further reduction of their amenities which appears to conflict with SD6 (design strategy).

The resulting vote on this application was unanimously AGAINST.

The meeting closed at 7.18pm.

Planning Meeting – 3rd October 2018

Fulking Parish Council will hold a planning meeting in The Village Hall on Wednesday 3rd October 2018 at 7pm to consider the following application:

Reference: SDNP/18/04676/HOUS

Elmside, Edburton Road Fulking BN5 9LR Proposal: Glazed Link and Extension of Out-Building

Members of the public and press are invited to attend. Members of the public are entitled to speak at the meeting for two minutes by prior appointment with the clerk. No more than two speakers are permitted in favour of the proposal, and two against.

Tel: 07767 422733   e-mail: parishclerk@fulking.net
Trevor Parsons
17 Ockley Way, Hassocks,
West Sussex,
BN6 8NE

Minutes of Ordinary Parish Council Meeting – 12th July 2018

Draft Minutes of Ordinary Parish Council Meeting
held at 7.30pm on Thursday 12th July 2018 at the Village Hall Fulking.

Present:

Chairman                                         Cllr Firth 

Fulking Parish Council (FPC)         Cllrs Hind, Dyos and Healy 

Mid Sussex District Council          Cllr Watts-Williams 

West Sussex County Council        Cllr Dennis 

Parish Clerk                                     Trevor Parsons 

Members of the Public                 There were 5 members of the public present. 

  1. Apologies for Absence
    Cllr Trist (FPC) and Cllr Wilkinson (MSDC)
  2. Declarations of Interest
    None for this meeting
  3. Approval the Minutes of the Annual Parish Meeting of 10th May 2018
    The minutes were approved and signed as a true record of the meeting
  4. Reports from District and County Councillors

    Report from Cllr Watts-Williams (MSDC)
  • The District Plan was adopted at the end of March 2018 with the number of new homes to be built as follows. Years 2014 – 2031 being 16,390. This is made up of 876 pa to 2023/24 and 1,090 pa from 2025 – 2031. A Call for Sites was issued in October 2017, which is published on the MSDC website and this has initially generated interest in a potential 31,000 homes, including the Mayfield proposals.
  • MSDC policy is to build houses in or around existing towns and villages, with towns taking the greater share.
  • The Government has purchased all land around the Northern Arc in Burgess Hill which will speed up the development there which will include duelling the existing A2300 and building the Science Park and Business Hub.
  • Most residents requiring temporary accommodation are currently housed in B&B in Brighton. MSDC are looking to acquire their own temporary accommodation building in mid Sussex.
  • The relationship between SDNPA and MSDC has been challenging especially with regards to planning. Cllr Watts-Williams has been elected to be the MSDC representative liaising between the two bodies.

Report from Cllr Dennis (WSCC)

  • Funding for the A2300 duelling of £17.m has now been approved and is expected to commence in January 2020, finishing in April 2021.
  • Cllr Dennis has spoken to Richard Speller regarding the TRO Parking application submitted by Cllr Hind. This application will be considered for approval in June 2019 for the financial year 2019/2020.
  • PNCC has consulted WSCC regarding bridleway repairs to the entrance of the club and Cllr Dennis suggested that grant funding could be possible to assist with the project.
  • Potholes. Cllr Dennis recommended the Love West Sussex App where the public can photograph a pothole and email the picture to the maintenance / patching teams.
  • WSCC are looking at more effective grass verge cutting solutions and is aware that some grass verges are getting too high especially at difficult road junctions.
  • Cllr Dennis visited the MBT (Waste Management) site in Warnham near Horsham and was impressed with the operation. With recycling static at 45%, more needs to be achieve to hit the target of 55% by 2022.
  • Mid Sussex is one of the worst areas for referring possible children’s mental health issues and Cllr Dennis attended an awareness event in Burgess Hill highlighting the issues. Better collaboration between local authorities, schools and parents is needed.
  1. Matters Arising & Outstanding Actions
    Winter Management Plan
    Cllr Hind has submitted the grit audit to MSDC and bins less than 50% full will be filled in due course.
    If authorised by Highways Department farmers will be used to clear snow from the roads in extreme cases and by paid for their services.Cllr Firth has chased up the new HGV signs however a change of contractor has delayed its installation.
    Operation Watershed
    The Parish Clerk has contacted Edburton Contractors and Land Build to request quotations to alleviate flooding opposite Lower Kents, it is expected that joint site visits will occur in the next couple of weeks.
    Cllrs Healy also suggested that further Watershed monies should be sought for Clapper Lane.
    Road condition PNCC
    PNCC have source quotations for the repairs which have come out far higher than expected. With reference to the note earlier Cllr Dennis suggested that WSCC grant funding should be explored.
  2. Planning Application
    SDNP/18/02349/HOUS – to demolish summer house and build a garden room at 2 South View Cottages, The Street, Fulking BN5 9LT
    It was noted that:
    There were no objections to the plans
    The existing site is very secluded.The Parish Council voted in unanimously in favour of this application
  3. Parking – Road Lines
    FPC are considering parking restrictions close to the Shepherd & Dog for which public opinion was sought with the options of
    a) double yellow lines
    b) single white line or
    c) no lines.
    43 responses were received with 71% in favour of yellow lines. As any highways decision will take to at least June 2019, Cllr Dennis suggested that the Parish Council pay for white lines first, after consultation with the residents who would be most affected, to see what impact the markings would have.
  4. Reports from Outside Bodies
    The Fulking Fair will be held on NTF on Sunday 29th July between noon and 5pm with a dog show, music, food, pony rides and stalls in the streets. This will be preceded by a Call My Bluff evening on Friday 27th July.
  5. Information Items
    FPC were represented at the inter parish meeting held on 10th July. Planning was discussed at length, where it appeared that MSDC were far better placed and more organised with their District Plan that the adjoining area covered by Horsham District Council. GDPR was also discussed and agreed it was still confusing. They are looking to invite SDNPA to the next meeting.Cllr Dyos and the Clerk attended a parish workshop run by SDNPA in Iford on 19th June, there were presentations on whole states, infrastructure, environment and Dark night Skies. The event was well attended and provided a good opportunity for networking.
  6. Correspondence
    Upper Beeding have recently completed a Neighbourhood Plan and the Clerk agreed to share the information with all councillors.SDNPA is looking to create a @Local Heritage List@ which will cover the entire park as one way to identify non-designated heritage assets. Cllr Firth and Parish Clerk agreed to undertake the exercise and respond.
  7. Items for Next Agenda
    •  Dark Night Skies
    • Elections 2019
    • Parking
    • Market Gardens
  8. Financial Matters

2018/2019 Cheques from Barclays current account (50052760 – BALANCE £7,548.66) issued from 23rd April to 12th July 2018.

Date                                 Description                                 Cheque No                          Amount 

23/4/2018                      E.on Direct Debit                                                                       £46.98 

30/4/2018                      Mark Stepney – Grass                 100731                              £360.00 

10/5/2018                      Came & Co Insurance                  100732                              £389.05 

10/5/2018                      MSDC – Dog Bin Mgt                   100733                              £330.84 

10/5/2018                      SLCC Subscription                        100734                                 £84.00 

10/5/2018                      Satswana – GDPR                         100735                              £180.00 

12/6/2018                      APM Refeshments                       100736                                 £41.98 

12/6/2018                      Information Commissioner        100737                                 £10.00 

12/6/2018                      Mark Stepney – Grass                 100738                               £360.00 

12/6/2018                      UK Host4u                                     100739                                 £61.80 

12/7/2018                      Playsafety Limited                        100740                              £100.80 

12/7/2018                      Councillor Training                       100741                                £51.43

Income – 30th April 2018 – Precept MSDC £4,348.00

Date of next Ordinary Meeting Thursday 11th October 2018 to be held at the Village Hall, Fulking.

Meeting closed at 21:25

Minutes of Planning Meeting 19th July 2018

Minutes of the Fulking Parish Council Planning Meeting held in the Village Hall, Fulking on Thursday 19th July 2018 at 7.30pm (Draft)

Present:
Chairman: Cllr Firth
Councillors: Cllrs Hind, Healey, Dyos and Trist
Clerk: Trevor Parsons

No apologies for absence as all councillors were present.

One member of the public was present

Declarations of interest: Cllr Firth took no part in the meeting as his views have been separately sought by SDNPA as a close neighbour, therefore Cllr Hind, as vice chairman, took the Chair.

Meeting opened at 7.30 pm

Prior to the meeting, there were no requests by members of the public to speak.

The following matters were discussed:

Barn Cottage, Poynings Road, Fulking BN5 9NB

SDNP/18/03314/HOUS: Extension and re-modelling of existing house

It was noted that:

The SDNPA website was down today so a set of documents were emailed to the Council so that councillors and public could view the application documents on the overhead projector.

There was no design statement.

Cllr asked if a heritage statement was available however councillors believed that no heritage statement was provided.

The calibrated online measurement of the existing elevation shows 5950mm not 6368mm therefore new roof height will be nearly 0.8m higher, not the 0.4m indicated in the plans, which was a serious concern.

The new northwest wing being proposed, as visible on the east / west elevation drawing, would dominate the appearance of the building and will be much more prominent from the Poynings (westerly) direction than the existing building

The resulting vote on this application was unanimously AGAINST

The meeting closed at 8:07pm

Planning meeting 19th July 2018

Drawing of Barn Cottage with red roof

A planning meeting of the Fulking Parish Council will be held at 7.30pm, on Thursday 19th July 2018 at the Village Hall, The Street, Fulking, to transact the following business:

Discussion of:
SDNP/18/03314/HOUS: Extension and re-modelling of existing house
Barn Cottage, Poynings Road, Fulking, BN5 9NB

Members of the Press & Public are welcome to attend.

By prior appointment with the Parish Clerk, a maximum of 2 people may speak for up to 5 minutes each in favour, and a maximum of 2 people may also speak for up to 5 minutes each against the application.

Trevor Parsons
Parish Clerk, Fulking
15th July, 2018

parishclerk@fulking.net
01273 846310
17 Ockley Way, Hassocks,
West Sussex,
BN6 8NE

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Both West Sussex and Mid Sussex are urging candidates to come forward. Just imagine what it would do for Fulking to have one of its residents as a district or county councillor.

If you are interested in serving your community, now’s the time to start thinking about it.

To find out more, or click the links below or the icons above:
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General Guidance

Ordinary Parish Council Meeting – 12th July 2018

FPC header

There will be a meeting of Fulking Parish Council on Thursday 12th July 2018 at 7.30pm, at The Village Hall, Fulking for the transaction of the following business.

AGENDA

Public Participation: There will be a period of 15 minutes set aside at the beginning of the meeting for the public to ask questions or make comments on items on the Agenda. Comments on items not appearing on the agenda can be made at the chairman’s discretion.

  1. Apologies for Absence.
  2. Declaration of Members’ Interests.
  3. Approve the Minutes of the Annual Parish Meeting of 10th May 2018.   The minutes, subject to any amendments, to be approved and signed as a true record of the meeting.
  4. Reports from District and County Councillors.
  5. Matters Arising & Outstanding Actions:  To clarify and report on actions brought forward from the last meeting.
    – Winter Management Plan
    – Operation Watershed
    – Road condition at PNCC
  6. Planning Matters:  To comment on planning applications received from South Downs National Park being SDNP/18/02349/HOUS Demolish summer house and build garden room.
    2 South View Cottages The Street Fulking BN5 9LT
  7. Parking – Road Lines: To discuss yellow lines and parking in the Parish.
  8. Reports from Outside Bodies.
    Report on Inter Parish Meeting – Cllrs Trist and Healy
  9. Information Items.  To receive information and items for the agenda at future meetings.
  10. Correspondence.  To discuss correspondence and respond to correspondence received.
  11. Financial Matters: To receive the report on the Council’s income and to approve future expenditure.

Date of the next Ordinary Meeting: Thursday 11th October 2018.

Trevor Parsons, Parish Clerk

parishclerk@fulking.net
17 Ockley Way, Hassocks, West Sussex, BN6 8NE
Tel: 01273 846310

Minutes of Annual Parish Meeting held 10th May 2018

FULKING PARISH COUNCIL

Minutes of Annual Meeting of Fulking Parish Council and Annual Parish Meeting
Meeting held in Fulking Village Hall on Thursday 10th May 2018 at 7.30pm

Present:
Chairman                                                  Cllr Firth
Fulking Parish Council (FPC)                       Cllr Hind, Cllr Dyos and Cllr Trist
Mid Sussex District Council (MSDC)             Cllr Trumble
West Sussex County Council (WSCC)          Cllr Dennis
Clerk                                                        Trevor Parsons
Members of the Public                                9 members of the public present

Apologies      Cllrs Watts-Williams and Wilkinson and Cllr Healy

Annual Meeting of Council

Meeting opened at 19:30

Chairman’s Welcome.
Nominations for Chairman and Vice Chairman were received.
Cllr Firth was nominated for election as Chairman, proposed by Cllr Hind and seconded by Cllr Dyos
Cllr Hind was nominated for election as Vice Chairman, proposed by Cllr Dyos and seconded by Cllr Trist
The Chairman and Vice Chairman signed the Declaration of Acceptances

Meeting closed at 19:35

Annual Parish Meeting
Meeting Opened at 19:36

Apologies for Absence  Cllrs Watts-Williams and Wilkinson and Cllr Healy

Minutes of Annual Meeting of Fulking Parish Council on 11th May 2017 having been previously circulated were agreed and signed. The Minutes of the Ordinary Meeting of Fulking Parish Council held on Thursday 12th April 2018 were signed by the Chairman, Cllr Firth.
Cllr Trist thanked the Chairman for all his extra work caused by the vacant Clerk position.
Cllr Dyos welcomed the former Chairman and resident Tony Brooks, to the meeting.

Chairman’s Report
Thank you all for attending and I’d like to extend a special welcome to our new clerk, Trevor Parsons. This is officially his first meeting where he’s steering us away from the rocks!
We’ve had a very eventful year, mainly behind the scenes…
Derek, our previous clerk left us in January, having done good work for us since 2015, and was strong on procedure and accounting. As they say, there always a silver lining to clouds and learning about how to recruit a clerk, meeting candidates, working with locum clerks, and filling in for Derek has been a useful and interesting experience. But clearly one which without SSALC’s help we probably wouldn’t have got through – Trevor Leggo seems to single-handedly keep Surrey and Sussex councils afloat.
It was not only Clerks that changed, as in October Kate left us having served as a councillor for at least 6 years and chair for 4 years – a huge loss particularly for relatively unexperienced chairmen, who relied on her experience. However, by December we were back to a full strength as Karen joined us. A big thanks to her for volunteering.
We seemed preoccupied by behind-the-scenes activity as we negotiated Data Protection regulations by reorganising our IT systems and now run our electronic communications like a large company. Luckily, we had John Hazard to guide us through the e-pitfalls of this. The main thing is that resident’s personal data is now much safer and accessible than it used to be.

Now, what about the real work of your council?
On the planning front:
We met to consider 13 applications last year – there were more applications where we didn’t meet. Probably the most significant issue was Market Gardens, which was called in by the South Downs planning committee. This was the first time where the mettle of the authority would be tested in our view…
We presented our case at the meeting and were supported by Colin Trumble from Mid-Sussex. Although the outcome (approval) was expected – the superficial manner of the consideration was a shock to us. Our subsequent appeal to the Secretary of State was rejected as no new principle was in dispute. We will continue to put the case for residents, but the unelected nature of the authority is a concern. I understand MSDC are looking at this for us.

Regarding finances
Our precept for 2018/19 has increased by 2% to £8,696 – lower than the average council increase but sufficient for us to support local demands and our increasing admin costs. Our internal audit of the annual accounts has just been completed – a big thank you to Nick Hughes for continuing to do this audit for us without charge – and we will be approving the accounts later in the meeting.

On our perennial headache; Parking, it feels as if we might be making some glacial progress – at least in clarifying what we want and can and cannot have.
Mark has worked hard on laying out options to residents in parking controls around the Shepherd and Dog area. Early indications are that most favour yellow lines of some type. Its clear that South Downs won’t support any off-road parking schemes, but we hope that WSCC will help us with this. Meanwhile we remain vulnerable to gridlock on those busy days at the Shepherd & Dog – despite their best efforts
Linda organised a residents meeting for Clappers Lane parking last July, which again clarified what options were available and which weren’t – this has some way to go.
Still on the Highways…
There was the curious case of the vanishing HGV sign – less said about that the better – a replacement is due shortly. We hope this will make inconsiderate lorry drivers think twice about this short cut. Potholes remain, please keep reporting them – as our roads are low on WSCC priorities. Diligent reporting is the only way to get us ahead in the list.
Flooding, particularly in Clappers Lane remains a big concern. We have improved the ditches with the last tranche of money from “Operation Watershed” and we aim to further improve this by working on the drainage from the ‘Lower Kents’ corner right down to the brook by the sewage plant in the next Watershed application. WSCC are supporting us in that. Furthermore, Preston Nomads have agreed to fix the area in front of their entrance – which is good news.

Of course, there’s the Village Hall, which we had been doing a fair bit of investigation and contingency planning for during the year… but it looks as if there’s a meeting of minds with the PCC which is great news – especially compared other nearby parishes have run huge problems in very similar circumstances
Finally, a few thank you’s – to all my fellow councillors Mark, Linda, Michael & Karen who continue to devote their time working on behalf of the community. Also, thanks to our regional councillors, Joy Dennis (WSCC), Colin Trumble, Anthony Watts Williams and John Wilkinson (MSDC) for their support and interest in our village. Thank you as well to John Hazard and Gerald Gazdar for their contribution to the ever improving and excellent website. Not to mention the Gerald and Nick for providing the Village Hall with the internet –which must be a good thing, right?
Thank you to all of you for attending this evening and being interested in our community.

Report by WSCC
Cllr Dennis provided the meeting with an update on the following matters:
The financial health of the County Council remains strong although maintaining services will be increasingly difficult due to an aging population in the County. A budget is in place to improve the homelessness situation.
Potholes – Over 8,500 potholes have been repaired this winter, the most severe potholes are repaired within 24 hours. In April, two gangs of pothole fixers were in place and this increased to four gangs in May.
Parking – Cllr Dennis has spoken to the SDNPA executive regarding the provision of car parks and agreed with the meeting that a compromise needs to be found with both District and SDNPA.
Rural Broadband – Cllr Dennis is well aware of the poor broadband provision in the rural communities and a Gigabite Broadband Voucher Scheme is being considered.
Northern Arc Steering Group – relating to the 5,000 new homes planned for northern Burgess Hill. Cllr Dennis assured the meeting that she would engage with the Group to minimise the impact of the scheme on rural communities.

Report By MSDC
Cllr Trumble provided the meeting with an update.
The District Plan is now in place which does not include the proposed Mayfield development. This means that all planning applications will be judged against the District Plan. FPC is under SDNPA Plan which was submitted in early May 2018. Cllr Trumble confirmed that consultations between MSDC and SDNPA should be sharpened up and a review will take place in June 2018. It was suggested that Rob Ainsley from SDNPA be invited to a future FPC meeting.
Fulking Parish Council rates increased by 2% in 2018
Cllr Trumble concerred that broadband was very poor in Fulking. MSDC is talking to Broadband for Rural North (B4RN) which is a not for profit organisation working to improve broadband services in rural communities.

The Clerk presented the Annual Governance and Accountability Return 2017/2018 which was approved and signed by the Chairman.
Guest Speak – Liz Leggo on Dementia Friends provided the meeting with an excellent inter-active presentation on dementia awareness and its effects on families and friends and invited the Council and members of the meeting to become Dementia Friends.
Date of next ordinary set for Thursday 12th July 2018.
Meeting closed at 20:52.

Everybody was invited to join the PC for refreshments

Document Retention Policy

Fulking Parish Council Document Retention Scheme

Introduction

  • The council recognises the need to retain documentation for audit purposes, staff management, tax liabilities and the eventuality of legal disputes and proceedings.
  • In agreeing a document retention scheme, the council has addressed these needs, and taken into account its obligations under the Local Government Act 1972, the Audit Commission Act 1998, the Public Records Act 1958, the Data Protection Act 1998, the Employers’ Liability (Compulsory Insurance) Regulations 1998, the Limitation Act 1980, the Employment Rights Act 1996, the Local Authorities Cemeteries Order 1977, the Local Government (Records) Act 1962, the Freedom of Information Act 2000 and the Lord Chancellor’s Code of Practice on the Management of Records Code 2002.

Retention of documents for legal purposes

  • Most legal proceedings are governed by the Limitation Act 1980. The 1980 Act provides that legal claims may not be commenced after a specified period. The specified period varies, depending on the type of claim in question. The table below sets out the limitation periods for the different categories of claim.

Category

Limitation Period

Negligence (and other torts)

6 years

Defamation

1 year

Contract

6 years

Leases

12 years

Sums recoverable by statute

6 years

Personal Injury

3 years

To recover land

12 years

Rent

6 years

Breach of trust

None

  • Some types of legal proceedings may fall into two or more categories. In these circumstances, the documentation should be kept for the longest of the differing limitation periods.
  • As there is no limitation period in respect of trusts, the council will never destroy trust deeds and schemes and other similar documentation.
  • Some limitation periods can be extended. Examples include:
    • where individuals first become aware of damage caused at a later date (e.g. in the case of personal injury);
    • where damage is latent (e.g. to a building);
    • where a person suffers from a mental incapacity;
    • where there has been a mistake or where one party has defrauded another or concealed relevant facts.
  • In such circumstances, the council will weigh up (i) the costs of storing relevant documents and (ii) the risks of:
    • claims being made;
    • the value of the claims; and
    • the inability to defend any claims made should relevant documents be destroyed.

Document retention schedule

  • The council has agreed a minimum document retention schedule, based on the obligations under the previously named acts, codes, orders and regulations.

Document

 

Min. Retention Period

Reason

Minute books

Indefinite

Archive

Scale of fees and charges

6 years

Management

Receipt and payments account(s)

Indefinite

Archive

Receipt books of all kinds, including ledgers

6 years

VAT

Bank statements, including savings/deposit accounts

Last completed audit year

Audit

Bank paying-in books

Last completed audit year

Audit

Cheque book stubs

Last completed audit year

Audit

Quotations and tenders

6 years after completion of contract

Limitation Act 1980

Paid invoices

6 years

VAT

Paid cheques

6 years

Limitation Act 1980

VAT records, P60s & P45s

6 years

VAT, Tax

Petty cash, postage and telephone books

6 years

Tax, VAT, Limitation Act 1980

Timesheets

Last completed audit year

Audit

Wages books

12 years

Superannuation

Insurance policies

While valid

Management

Certificates for insurance against liability for employees

40 years from date on which the insurance commenced or was renewed

Employers’ Liability (Compulsory Insurance) Regulations 1998, Management

Investments

Indefinite

Audit, Management

Title deeds, leases, agreements, contracts

Indefinite

Audit, Management

Members allowances register

6 years

Tax, Limitation Act 1980

Correspondence and emails

3 years

Limitation Act 1980

Annual accounts and asset registers

Indefinite

Archive

Pension contribution records

6 years

Pensions Act 2014

Personnel records, including SSP and maternity records

6 years

Limitations Act 1980

Previous versions of policies, standing orders, schemes of delegation

3 years

Data Protection Act 1998

For halls, recreation grounds

·        Application for hire

·        Lettings diaries

·        Copies of bills to hirers

·        Record of tickets issued

6 years

VAT

  • The need to retain any documents not included in the above schedule should be considered on an individual basis. As a guide, and in the absence of any prevailing act, code, order or regulation to the contrary, documents may be destroyed if they are no longer of use or relevant. If