Agenda for Parish Council Annual General Meeting 14th May 2024

CHARTHAM PARISH COUNCIL
The Parish Office,
Chartham Village Hall,
Station Road,
Chartham,
Canterbury,
Kent, CT4 7HZ
(01227 738110 / 07483 906001) www.chartham-pc.gov.uk
Chairman: Dr Tim Clark.

TO: MEMBERS OF CHARTHAM PARISH COUNCIL YOU ARE HEREBY SUMMONED to attend a meeting of Chartham Parish Council to be held on TUESDAY 14th May 2024 at 7.30 p.m. at Chartham Village Hall, Station Road, Chartham CT4 7HZ.
Members of the press and public are invited to attend the meeting but are unable to speak unless invited to do so.

Under Appendix A of the Parish Council’s Standing Orders all Councillors and members of public should announce at the start of the meeting if they wish to record the meeting. A copy of the Standing Orders and Appendix A are available to view on the Parish Council’s website or the Clerk (or an agreed nominee) can provide a copy on request.

Tina Wiles
Interim Clerk to the Parish Council

PUBLIC QUESTIONS

Prior to the meeting starting, the Chairman will invite questions from the Public, up to 5 questions for 3 minutes each.

AGENDA

1. ELECTION OF CHAIRMAN FOR COUNCIL YEAR 2024-25

2. DECLARATION OF ACCEPTANCE OF OFFICE

3. ELECTION OF VICE-CHAIRMAN FOR COUNCIL YEAR 2024-25

4. DECLARATION OF ACCEPTANCE OF OFFICE

5. CHAIRMAN OPENING REMARKS AND APOLOGIES FOR ABSENCE

6. ELECTION OF MEMBERS TO COMMITTEES FOR COUNCIL YEAR 2024-25

7. APPOINTMENT OF LEAD COUNCILLORS FOR COUNCIL YEAR 2024-25

8. DECLARATIONS OF INTEREST Members of the Committee should declare any disclosable pecuniary interest or any other significant interests in any items/s on this agenda. Disclosable Pecuniary Interests (DPIs) under the Localism Act 2011: the nature as well as the existence of any such interest must be declared.

9. MINUTES To consider and approve as a correct record the draft minutes of the Council Meeting held on 16th April 2024 (to follow).

10. REPORT OF THE DISTRICT & COUNTY COUNCILLORS
The City and County Councillors have been invited to present their reports. To receive and note the reports from:
• City Councillors – Cllr Bland and Cllr Brady
• County Councillors – Cllr Sole, Cllr Thomas

11. POLICY REVIEW
In line with NALC guidance, Council’s policies require re-adoption annually. No amendments have been made to these documents since they were last adopted.
RECOMMENDATIONS:
1. To adopt the Standing Orders (attached) for Council year 2024-25.
2. To adopt the Financial Regulations (attached) for Council year 2024-25.

12. FINANCIAL MATTERS: SCHEDULE OF PAYMENTS
The Chair will report on the schedule of payments to be made following the meeting. A copy of which is attached at Appendix I.
RECOMMENDATION: To authorise the schedule of payments for May 2024 attached at Appendix I and authorise two Councillors to make payments on behalf of the Council.

13. MINUTES OF THE PLANNING COMMITTEE – 7th MAY 2024
To receive and note the minutes of the Planning Committee of 7th May 2024 (to follow), with the exception of minute 6 which is on the agenda as a separate item.
RECOMMENDATION: To receive and note the minutes of the Planning Committee of 7th May 2024, with the exception of minute 6.

14. CANTERBURY CITY COUNCIL DRAFT LOCAL PLAN CONSULTATION
REPORT: On 7th May 2024, the Council’s Planning Committee considered a report regarding the Canterbury City Council Draft Local Plan Consultation, following the Canterbury City Council meeting on 29th April 2024.
The Committee RESOLVED:
1. To receive and note the report.
The Committee RESOLVED TO RECOMMEND THE PARISH COUNCIL:
2. To make a public comment from Chartham Parish Council to Canterbury City Council, highlighting their failure to circulate the slides from the meeting on 29th April 2024, and requesting a forum for those who were unable to attend due to limited capacity.
RECOMMENDATION: To draft and publish a public comment to Canterbury City Council from Chartham Parish Council, requesting circulation of the slides from the meeting on 29th April 2024, and to ask what their intentions are regarding providing a forum for those who were unable to attend.

15. PROVISION OF ACCESSIBLE TAP ON MEMORIAL FIELD
REPORT PC/24/03 sets out the request for provision of an accessible outside tap on the memorial field toilets, which may be necessary to water the trees planted on the field.
RECOMMENDATION: To authorise the Administrative Officer to request quotes for the installation of an accessible tap on the Memorial Field.

16. PLAY EQUIPMENT REMEDIAL WORKS
REPORT: Kompan Ltd have provided an updated quote of £180 for the remedial work needed on a sign at the play area on Beech Avenue (providing it is carried out simultaneously to the work at the Memorial Field gym area).
An amended quote has also been provided to include the replacement of a damaged bench in the Memorial Field play area, which amounts to an additional £1,164.78, bringing the total amount for work needed on the Memorial Field to £4,272.31. It has since been recognised that the Fifth Trust originally provided the benches in the Memorial Field Gym and Play Area, and that they may be able to provide replacement benches at a lower cost.
RECOMMENDATIONS:
1. To accept the quote and progress the repair of the sign at Beech Avenue play area, to be carried out alongside the work to the Memorial Field gym equipment.
2. To obtain a quote from the Fifth Trust for the replacement of the two damaged benches in the Memorial Field.

17. PARISH COUNCIL PROCEDURE ON INFORMING RESIDENTS ABOUT TREE FELLING WORKS
REPORT: Chartham Parish Council occasionally needs to authorise urgent tree felling and maintenance works, due to health and safety concerns caused by the potential of falling trees. However, the felling of some trees can cause distress to nearby residents who are unaware of the decision.
RECOMMENDATION: To draft a procedure document, which outlines how Chartham Parish Council will notify residents of tree felling works, and how we will inform residents about the timeline and reasoning behind these decisions.

NEXT MEETING OF CHARTHAM PARISH COUNCIL IS SCHEDULED TO TAKE PLACE ON TUESDAY 11th JUNE IN CHARTHAM VILLAGE HALL AT 7.30 PM.

Source: chartham-pc.gov.uk