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CHARTHAM PARISH COUNCIL
The Parish Office,
Chartham Village Hall
Station Road
Chartham,
Canterbury,
Kent, CT4 7HZ
www. ( 01227 738110 / 07483 906001 ) chartham- computers. gov. kingdom
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 11th June 2024 at 7.30pm at Chartham Village Hall Station Road Chartham CT4 7HZ.
Members of the press and the general public are invited to the meeting, but they are unable to talk on their own accord.
All Council and members of the public may make an announcement at the start of the meeting in accordance with Appendix A of the Parish Council’s Standing Orders if they wish to document 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
Clerk of the Parish Council at the time of need
People Queries
The Chairman may request up to 5 queries for 3 minutes each before the conference begins.
AGENDA
1. CHAIRMAN OPENING REMARKS AND APOLOGIES FOR ABSENCE
2. Any disclosable financial interest or other significant attention should be disclosed by the committee’s members in any item ors 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.
3. Proceedings to take into account and review the draft minutes of the Council Meeting that took place on May 14, 2024 as a right record.
4. Township COUNCILLORS ‘ Document
The City and County Councillors have been given an opportunity to provide their information. To get and observe the information from:
• Cllr Bland and Cllr Brady, City Councillors
• Cllrs Sole and Thomas, both state council
5. ANALYSIS OF THE Organizing Commission
To be notified of any updates regarding protection issues brought up by the Planning Committee’s moments of the 3rd June 2024 meeting.
RECOMMENDATIONS:
1. to get and take note of the planning committee’s days from June 3rd, 2024.
2. To observe any police changes arising from the meeting of the Planning Committee.
6. FINANCE Commission MEMBRES
To receive and note the minutes of the Finance Committee of 5th June 2024 ( to follow ).
Advice: To take note of the Finance and General Purposes Committee days from June 5, 2024.
7. REVIEW OF THE Property File
REPORT: Local councils are required to maintain an asset register to ensure its fixed assets are appropriately safeguarded. Once recorded on the asset register, the value of assets must not change from year to year until disposal. Concepts of depreciation and impairment adjustments are not appropriate for local councils.
The Register is adopted by the Council at the end of each Provincial Year but is a working document over the following Municipal Year, during which Council Officers did revise and update details, as needed.
A fixed asset register is included in the” Annual Return” ( box 9 ) of the returns.
• serves as the foundation for decisions on security and danger.
• provides details on the time and possible lifespan of certain items
• gives guarantee of the continued use of Council’s house.
The Council’s property record includes all goods, whether they were purchased, brilliant, or otherwise acquired:
• land and buildings held free or on longer term contract in the name of the Council
• assets of the group
• tools for open spaces like playgrounds
• automobiles, plant and machinery
• things deemed to be convenient, appealing, or have a positive impact on the community.
• additional resources like office equipment and city equipment.
The Council’s property register (attached at Appendix II ) has been reviewed by the Chairman and the Administrative Officer and is before the Council for review and implementation for 2024/25.
The Finance and General Purposes Committee may take the above record into consideration on June 5th, 2024. Appendix II/A ( to follow ) will contain the committee’s recommendations.
8. REVIEW OF PARISH COUNCIL INSURANCE
REPORT: The Parish Council Insurance is with Zurich Insurance and has a renew date of 22 July 2024. There is a long-term agreement active until July 2027 therefore the Insurance policy will commence year two of a four-year term in July 2024.
The Finance and General Purposes Committee may take the above record into consideration on June 5th, 2024. The committee’s recommendations will be summarized in the report PC/24/05/A ( to follow ).
9. A READ-AWAY OF THE Chance Evaluation
REPORT: Box 5 of Section 1 of the Annual Governance Statement asks the Council to confirm that it has assessed the risks facing it as a local authority and is has taken steps to manage those risks; including the internal controls in place.
The Council is required to adopt the risk evaluation that is included in Appendix III, which lists the risks posed by the Council’s activities.
There are now a number of other risk evaluations on the website that appear to be relevant to particular issues.
The Finance and General Purposes Committee will take the over record into consideration on June 5th, 2024. Appendix II I/A ( to follow ) will contain the committee’s recommendations.
10. REPORT ON INTERNAL CONTROL FOR THE YEAR ENDED 31 MARCH 2024
REPORT PC/24/01 sets out the Parish Council’s Statement of Internal Control for the year ending 31 March 2024 to support the Annual Governance Statement required as part of the Annual Return for the year ended 31 March 2024.
Box 6 of the Annual Governance Statement, which was submitted by the Government at Part 2 of the Annual Return to Mazars LLP, is supported by the Statement of Internal Control.
The Finance and General Purposes Committee may take the above record into consideration on June 5th, 2024. The committee’s recommendations will be summarized in the report PC/24/01/A ( to follow ) ( to follow ).
11. Statement OF THE Indie Inner AUDITOR
REPORT PC/24/02 encloses the report of the Independent Internal Auditor at Section 4 of the Annual Return to the Audit Commission signed by the Independent Internal Auditor.
The Finance and General Purposes Committee will take the above record into consideration on June 5th, 2024. The recommendations of the committee will be outlined in report PC/24/02/A ( to follow ).
12. ANNUAL RETURN FOR Time ENDED 31 MARCH 2024
REPORT PC/24/03 attaches the Annual Governance Statement and Accounting Statements for 2023/24.
The Finance and General Purposes Committee may take the above record into consideration on June 5th, 2024. The committee’s recommendations will be included in the report PC/24/03/A ( to follow ).
13. BUDGETAGING AND PAYMENT CALENDAR
REPORT PC/23/04 (to follow) provides the latest budget monitoring information and schedule of payments.
Ministers are requested to contact the Clerk prior to the conference if they have any concerns regarding the payment listed.
Advice: To authorize the June 2024 deadline of payments as provided in Appendix I and to grant consent to two Councillors making payments on behalf of the Council.
14. GRANT APPLICATIONS
REPORT: In response to the Council’s advertisement of its latest grant funding round, grant applications have been received from Chartham Parish Archives Group and Canterbury District Early Years Project. These applications have been attached at Appendix IV.
The Finance and General Purposes Committee will take the above record into consideration on June 5th, 2024. Appendix IV/A ( to follow ) will contain the committee’s recommendations.
15. IT REVIEW
REPORT: The Stackmail account for the Clerk has nearly reached capacity and will soon no longer be able to receive any more emails. Report CPC/06/2024 (first considered at the Parish Council meeting in March 2024) discussed options for moving from Stackmail to Outlook.
Advice: To recognize opportunity two as outlined in Report CPC/06/2024 and the costs associated with this.
16. Calls FOR THE IRE OF MEMORIAL FIELD
Chartham Village Fete- 1st September 2024
REPORT: An application has been received to hold the Village Hall on the Memorial Field on 1st September 2024. Our gardening contractors have provided assurances that the ground will be suitable for holding the event on this date.
RECOMMENDATIONS:
1. to approve the request to keep the Village Fete on September 1, 2024.
2. To beg the employers to pay the cost of any restoration in the event of wet conditions.
St. Mary’s Church, July 17, 2024
REPORT: An application has been received from St Marys Church to use the Memorial Field for parking on the evening of Wednesday 17th July 2024, to accommodate visitors to an event at the Church. This also includes a request to reserve a car parking space in the Village Hall car park for the Bishop of Dover.
RECOMMENDATIONS:
1. To permit cars to park on the fringes of Memorial Field on July 17 to allow people to travel to St. Mary’s Church for the occasion.
2. to consent to the Bishop of Dover’s request to supply a car park area in the town hall parking lot on July 17th.
3. To ask St Marys Church to pay the cost of any restoration in the event of wet conditions.
17. REQUEST FOR Driving ON THE CHARTHAM HATCH RECREATION GROUND
REPORT: A request has been received to authorise parking on the Chartham Hatch recreation ground on 2nd October 2024. This is due to a charity event which is being held at Chartham Hatch Village Hall and the parking at Chartham Hatch being insufficient to accommodate a large number of visitors.
RECOMMENDATIONS:
1. To approve the request for driving on the Chartham Hatch entertainment floor on 2nd October 2024.
2. To beg the employers to pay the cost of any restoration in the event of wet conditions.
18. Memorial TREES AND MORTAL Plaque
REPORT: A former resident has requested a commemorative memorial tree plaque for his parents who were long-standing residents of the village. The plaque would measure 15cm x 20cm and would be made of dark grey granite. It is proposed that the plaque would be cemented into the ground next to a tree in the Memorial Field. This would be used as a location to scatter ashes.
Place on the Memorial Field over Chartham Cemetery is preferred because it is closer to where his home lived and worked throughout their lives in Chartham and is in the village’s spirit.
Advice: To take into account the demand to have the memorial plaque positioned on the Memorial Field.
19. RIVERFEST 2024 PARTICIPATION
REPORT: Riverfest will be taking place from 14th – 30th September 2024. As a river parish, Chartham Parish Council have been asked whether it would be interested in participating in or promoting the event, and for a proposal of activities or events that it could host as part of the festival.
RECOMMENDATIONS:
1. to take note of the 2024 Riverfest function dates.
2. to consent to host a cinema event in accordance with Riverfest 2024.
20. WATER TESTING IN THE GREAT STOUR RIVER
REPORT: There is ongoing concern that the Stour River water is contaminated or polluted. It is believed that the Environment Agency have not carried out appropriate recent testing of the water despite requests to do so. It has been suggested that the Parish Council could carry out private water testing.
RECOMMENDATION: To authorize the Administrative Officer to get three quotes for personal waters testing in Riverside and Chartham Paper Mill downstream.
21. ESTABLISHING A WORKING GROUP TO CONSIDER THE MANAGEMENT OF WOODLAND WITHIN THE Church
REPORT: Bakers Wood and other woodland areas in the Parish would benefit from an updated management plan. There are several trees in Bakers Wood which could be replanted to replace those trees which have recently been lost. There has also been a suggestion regarding the building of bird boxes to increase biodiversity.
Suggestion: Establish a working team to develop a management plan for the parish’s woodlands, which might include planting new trees, replacing them, and installing wildlife boxes.
22. REPORT FROM THE NEIGHBOURHOOD PLAN STEERING GROUP
REPORT CPC/07/24 outlines the recent activities of the Neighbourhood Plan Steering Group and presents minutes from recent Steering Group meetings.
Advice: To get and take note of document CPC/07/24 from the Neighbourhood Plan Steering Group.
NEXT MEETING OF CHARTHAM PARISH COUNCIL IS SCHEDULED TO TAKE PLACE ON TUESDAY 9th JULY IN CHARTHAM VILLAGE HALL AT 7.30 PM.
Source: chartham-pc.gov.uk
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