Letters

29/07/08 Email sent to Parish Clerk from HYFC Chairman 

Re: Pitch Charges - click here

 
22/06/08 Email sent to Parish Clerk from S Lamb, Regional Facilities Manager, Football Association

Re: Football Project - click here

 
02/05/08 Letter sent to Parish Clerk from HYFC Chairman

Re: Proposed Lease - click here

 
17/04/08 Letter to Parish Clerk from P Dolan, Kent County Football Association

Re: Football Project - click here

 
14/04/08 Letter to Parish Clerk from HYFC Chairman

Re: Hawkinge Sports Ground / Proposed Pavilion / Football Project - click here

 
   
   
 
29/07/08
Email sent to Parish Clerk:

Dear Tina,

 
I write further to your letter dated 25th June '08 in which you clarified that the charge for a mini soccer pitch on the Parish Council Grounds this coming season (2008/09) had been set at £28.
 
In light of our recent meetings at the Ashford Mini Soccer Centre and with Staplehurst Parish Council, I would like to ask that the Parish Council reconsider this hire charge.
 
When making a comparison between the two aforementioned locations, Ashford Mini Soccer Centre charge £18 (With changing facilities) for a game and Staplehurst £10 (without changing facilities). You will also find that mini soccer pitches in and around Folkestone can generally be hired for £10 -12 per game.
 
It is also worthwhile pointing out that it is common practice that local teams are charged a more favourable rate given that usage is generally by those who already contribute to the upkeep of the land through their taxes.
 
It is obviously HYFC's intention to continue playing its games in the village, as one of its key aims is to make the game of football as accessible as possible to the youth within the local community.
 
However, with the hire rate set at £28, HYFC believe it would be unreasonable to charge parents what could amount to £4 per child for a 40 minute game of mini soccer. The parents (who the Parish Council are elected to represent) are also of this view. 
 
With this in mind, it is clear to see why we are asking that you reconsider your hire fees!
 
I would also like to take this opportunity to thank you once again for inviting HYFC to the recent fact finding meetings, which I feel provided clear evidence of what can be achieved with a positive attitude and a willingness to work in partnership.
 
I would like to suggest that in order to maintain the momentum we have built, that representatives from Hawkinge Parish Council and HYFC attend the next available FA facilities workshop on 27th August '08, to progress plans for the pavilion the village deserves and will undoubtedly receive substantial funding toward from the Football Foundation. Time slots currently available are 10am, 11.30am and 1.30 pm. Could you please let me know if representatives from the Parish Council are willing to attend with HYFC.
 
I look forward to your responses on both these matters at your earliest convenience.
 
Kind Regards,
 
 
Rob Lawford
Chairman
Hawkinge Youth FC
 
c.c. Cllr D Callahan, Cllr C Tearle, Mrs J Davis & C Trice
 
22/06/08

To Parish Clerk - from S Lamb - Regional Facilities Manager, The Football Association

Dear Mrs Wiles

Thank you for the recent letter.

As outlined in my letter to Hawkinge Parish Council, The Football Association and appropriate County Football Association work to support projects we feel have an excellent chance of attracting Football Foundation funding. Hawkinge FC has not submitted a bid to the Football Foundation yet, as the lease issue means they are unable to apply unless they have a 25 year lease on the site. If the club cannot get a 25 year lease for the site, the only other option is for the Parish Council to be the main applicant in partnership with the Football Club.

I will address each of your relevant 'schedule of topics for discussion one-by-one. I'm not responding to them all however, such as 'describe the whole issue of liability' and The FA's view on best value in Hawkinge. It's not for me to justify why a Parish Council should work in partnership with a local sports club to receive funding. The FA and Kent County FA are doing all we can to drive this project forward. However, there are currently just under 200 projects at this stage in the Region and there are no shortage of Parish Council's who would quite happily be encouraged to submit an application.

1) No decision has been made, as the bid has not been submitted yet. Approximately £300k is the current shortfall for the project, i.e. the amount the bid to Football Foundation would be if the project was submitted now. In our experience, this level of funding request isn't unreasonable and based on the club's outstanding Football Development Plan. If and when the lease issue is resolved, either the Parish Council or Hawkinge FC could be expected to get a grant in this region.

2) Application form, Business Plan, Technical information and a Football Development Plan. I've attached a Project Management sheet that outlines what needs to be submitted in any bid to Football Foundation. Applicants are advised to wait for myself and Paul Dolan (Kent CFA County Development Manager) to sign-off this checklist prior to submission to Football Foundation. This results in projects being submitted that are ready for assessment and have a very strong chance of receiving funding. The main outstanding issue with this project is the lease.

3) I have a hard copy of a Business Plan drafted by the club that follows the recommended headings. I suggest you contact the Football Club to get a copy of this.

4) In terms of local competition, if the application was for an artificial grass pitch that requires a set amount of usage per week to generate sufficient income to make the project sustainable, then other local similar facilities are taken into account. However, in our experience this is a fairly straightforward club/Parish Council project. The excellent Development Plan that has been produced by the club means that football and indeed opportunities for children to participate in sport is in safe hands with Hawkinge FC.

5) We make an assessment or what is attainable based on the club's Development Plan, efforts to raise other funding and financial need.

6) Kent CFA has scrutinised the club's Development Plan throughout the process. Indeed, the growth in the club over the last couple of years is admirable.

7) The Development Plan demonstrates partnership working within the local community.

8) The awarding body would be the Football Foundation and they would not waive the claw back clause. Football Foundation has awarded grants nationally over the last 8 years with overall total project costs over £450m and they have not instigated a claw back procedure for any project. 

10) The most recent example of a great partnership project between a club and a Parish Council in Kent is Staplehurst Parish Council / Staplehurst Monarchs FC. This is a very similar project to Hawkinge. I've enclosed a weblink that the positive outcome of a sound partnership approach between and club and a Parish Council.

http://www.thefa.com/GrassrootsNew/News/Postings/2008/06/cash_heads_for_kent.htm

http://www.kentfa.com/News/2008/05/StaplehurstGainFundingAward.htm

I strongly urge you to contact Staplehurst Parish Council to discuss their project.

11) The changing room designs are compliant and are the recommended layout to fit in with the club's Development Plan. Please see official guidance on changing rooms from the Football Foundation.

12) The Football Foundation would award a sum and not based on a percentage of project costs.

I have enclosed some Football Foundation grass roots projects general grant terms and conditions, as well as a skeleton award letter. This will enable the Parish Council to look at the conditions that come with any award made by Football Foundation.

I believe the most constructive way forward for this project is for someone from the Parish Council and the Football Club to attend a facility workshop meeting. Please contact Paul Dolan for further details.

As stated earlier, I would recommend you speak to Staplehurst Parish Council to see how they approach a bid to Football Foundation in partnership with their local village Football Club.

Regards

Stuart

 
02/05/08
Email to Parish Clerk, Mrs T Wiles

2nd May 2008

Dear Mrs Wiles,

 Proposed Lease – Hawkinge Parish Council Football Grounds

I write further to my letter dated 14th April 2008 in relation to the above proposed lease.  I can now confirm that HYFC Committee members have met to discuss the terms as outlined in my email of 18th March ’08.

After careful consideration, the Committee have decided that the Club cannot accept a two year lease without any suitable facilities, as we will be unable to achieve best value for our members.

Further, after considering the points raised at our joint meeting with the Kent County Football Association (KCFA) on the 2nd April 2008, the Club would like to discuss terms for a 25 year lease (the minimum duration required by the Football Foundation to enable the funding application to proceed).

The Club Committee feel that these negotiations must run in tandem with the progression of the proposed pavilion, the plans for which have already been produced by your consultant & fully approved by the Football Foundation.  We would therefore like to propose that full planning permission is sought for this building at the earliest opportunity.

The letter of support (attached) from the KCFA gives a strong indication that an application for funding would be successful under the present funding criteria, and the Club believe it is likely a grant of between £300,000 - £350,000 toward this project would be approved by the Football Foundation.

We cannot over emphasise this amount of outside investment into the infrastructure of Hawkinge Village, for the benefit of young & old of the immediate community, as well as many visitors from across East Kent, is an incredible opportunity and would undoubtedly enrich the lives of many for years to come.

Finally, after an extremely successful second season, the Club would like to thank the Parish Council for the provision of the Parish Council Sports ground. We would like to take this opportunity to give prior notice that an additional 5 youth teams will be created over the summer (bringing the total number of teams to 12), all of which we intend to have play home games on the site.  We will of course give you notice of these fixtures as soon as we are advised by the League. 

We invite the Parish Council to join HYFC at the next available FA facilities workshop, which will enable us all to have a thorough understanding of the ways in which the project can progress.

Can you please confirm that you are willing to attend one of these workshops as HYFC’s partner.

We would appreciate a prompt response to all the points made in this letter and your views on the most appropriate way forward.

Yours sincerely,

Rob Lawford, Chairman - Hawkinge Youth Football Club

c.c.       Rt Hon Michael Howard MP, Susan Carey (Kent County Councillor), David Godfrey (District Councillor), Paul Dolan (Kent County FA Development Mgr), Stuart Lamb (FA Regional Facilities Mgr), Wilbert Greaves (Shepway Council Sports Development Officer), Chris Metherell (Kent Sports Facilities Development Mgr), David Callahan (Parish Councillor) & Colin Tearle (Parish Councillor)
17/04/08

To Parish Clerk - from P Dolan - Kent County Football Association

17th April 2008

Dear Mrs Wiles,


I am writing to confirm that the Kent County Football Association are providing advice to Hawkinge Youth Football Club in support of an application to the Football Foundation for the development of sports facilities on site.

It is our role to work with organisations wishing to submit applications to the Football Foundation and to recommend that bids are submitted for assessment. We host monthly meetings to support projects that have the potential of successfully applying to the Football Foundation.

Representatives of Hawkinge Youth Football Club and Hawkinge Parish Council have been attending these meetings on a regular basis and have been working tirelessly to achieve a realistic and deliverable project. Advice has been provided on the Football Development Plan, Business Plan and technical aspects of the project.  

The development of new facilities at the Hawkinge Sports Ground will make an enormous contribution to the local community and surrounding areas in terms of increasing participation in sport and physical activity, particularly for young people.

Hawkinge Youth Football Club is committed to providing a quality safe environment for their players and volunteers and has recently achieved the FA Charter Standard award. This is a kite mark award given to clubs by the Football Association that can demonstrate they are raising standards through child protection, qualified coaches and administration.

The Kent County Football Association hope that the current issues can be resolved as there is a real opportunity to gain a significant amount of funding from the Football Foundation which will benefit the community.

I am happy to assist in any way I can in this project.

Yours sincerely

Paul Dolan

County Development Manager
14/04/08
To Parish Clerk, Mrs T Wiles

Dear Mrs Wiles, 

Hawkinge Sports Grounds / Proposed Pavilion

Thank you for your letter dated 11th April 2008 regarding the above mentioned proposal.

I can confirm that the meeting held between Councillor Tearle, Mark Button & I on the 18th March 2008 to discuss the terms of the proposed lease between Hawkinge Parish Council & HYFC was extremely positive & productive.  It was made clear at this meeting that the terms proposed would be put before HYFC’s Committee for further consideration, after which I would respond formally to Councillor Tearle as to our position.  My email of the 18th March 2008 sets out the amendments made at our meeting that day. (copy attached)

HYFC’s Committee has yet to meet to formally discuss the proposed terms; however we expect to do so by the end of this month.  We will therefore be in a position to respond to Councillor Tearle formally by Friday 2nd May ‘08, & respectfully ask that the Parish Council extend its deadline to meet this date.  Can you please confirm you are willing to do this?  To be clear, at present HYFC has every intention of entering into a lease agreement for the Sports Grounds.

Following the extremely productive meeting between representatives from the Kent FA, HYFC, Shepway District Council & the Parish Council on the 2nd April 2008, further ‘new’ information was brought to the attention of Councillor Tearle regarding the grant application for the proposed pavilion on the Parish Council Sports Grounds.  It was agreed at this meeting that Councillor Tearle would present this ‘new’ information to the Parish Council members & a further meeting would be convened as arranged by Wilbert Greaves (SDC) to discuss all issues further.

I understand that Wilbert has arranged this meeting for the 28th April 2008, at 18.00 hrs to be held at the Shepway District Council Civic Centre, Folkestone. This will be an ideal opportunity to address any outstanding concerns the Parish Council has, and help progress the outlined terms of the lease.

HYFC are appreciative of the Parish Councils renewed efforts to progress this project & look forward to working together to make this fantastic opportunity come to fruition, for the benefit of the young people of Hawkinge.                                                                                                                                  

Yours sincerely,

Robert Lawford -Chairman, HYFC

 c.c.       Rt Hon Michael Howard MP, Susan Carey (Kent County Councillor), David Godfrey (District Councillor), Paul Dolan (Kent County FA Development Mgr), Stuart Lamb (FA Regional Facilities Mgr), Wilbert Greaves (Shepway Council Sports Development Officer), Chris Metherell (Kent Sports Facilities Development Mgr), David Callahan (Parish Councillor) & Colin Tearle (Parish Councillor)

 
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
 

 

For more information about the Hawkinge Youth Football Club please email:hawkingeyouthfc@aol.com