Finance and General Purposes Committee Meeting Agenda – 5th June 2024

CHARTHAM PARISH COUNCIL
The Parish Office,
Chartham Village Hall,
Station Road,
Chartham,
Canterbury,
Kent, CT4 7HZ

Meeting: Finance and General Purposes Committee

Date: Wednesday 5th June 2024

Time: 19:00

Place: Chartham Hatch Village Hall, Bigbury Road, CT4 7NH

AGENDA

1. APPOINTMENT OF CHAIRMAN FOR THE FINANCE AND GENERAL PURPOSES COMMITTEE 2024-25

2. DECLARATION OF ACCEPTANCE OF OFFICE

3. APPOINTMENT OF VICE-CHAIRMAN FOR THE FINANCE AND GENERAL PURPOSES COMMITTEE 2024-25

4. DECLARATION OF ACCEPTANCE OF OFFICE

5. APOLOGIES FOR ABSENCE

6. 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.

7. MINUTES
To consider and approve as a correct record the draft minutes of the Committee meeting held on 4th April 2024 (attached).

8. SCHEDULE OF MEETING DATES
To note and adopt the Schedule of Meeting dates for the forthcoming year, which is attached at Appendix I.

9. REVIEW OF THE BANK MANDATE
REPORT: On 16th April 2024, minute 26 refers, the Parish Council resolved to add the Administrative Officer Mrs Lucy Wilkes to the Parish Council Bank Mandate at the Unity Bank and Lloyds Bank.

The current bank signatories are:
Unity Bank: Cllr Tim Clark, Cllr John Gilbert, Cllr Carol Manning and Cllr Faye Wiles
Lloyds Bank: Cllr Tim Clark, Cllr John Gilbert, Cllr Carol Manning and Cllr Faye Wiles.
The Council is asked to review the signatories and approve them for the forthcoming year.

RECOMMENDATION: To approve the current signatories for 2024/25:
Unity Bank: Cllr Tim Clark, Cllr John Gilbert, Cllr Carol Manning and Cllr Faye Wiles
Lloyds Bank: Cllr Tim Clark, Cllr John Gilbert, Cllr Carol Manning and Cllr Faye Wiles

10. REVIEW OF THE ASSET REGISTER
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 Municipal Year but is a working document over the following Municipal Year, during which Council Officers will update and amend details, as necessary.
A Fixed Asset Register: forms part of the ‘Annual Return’ (box 9)
• forms a basis for decisions on risk and insurance issues.
• provides information on the age and potential lifespan of certain items
• provides assurance of the continued existence of Council’s property.
The Council’s asset register includes all items, whether purchased, gifted or otherwise acquired:
• land and buildings held freehold or on long term lease in the name of the Council
• community assets
• open spaces equipment such as playgrounds
• vehicles, plant and machinery
• assets considered to be portable, attractive or of community significance
• other assets such as office equipment, street furniture.
The Council’s asset register (attached at Appendix II) has been reviewed by the Chairman and the Administrative Officer and is before the Council for review and adoption for 2024/25.

RECOMMENDATION: To receive and note the Asset Register for 2024/25.

11. 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.

RECOMMENDATION: To receive and note the Report.

12. REVIEW OF THE RISK ASSESSMENT
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 risk assessment attached at Appendix III sets out the risks associated with the Council’s work and is before the Council for adoption.

It should be noted there is currently a number of other risk assessments on the website which appear to relate to specific matters.

RECOMMENDATION: To receive and adopt the Risk Assessment set out above and to review this on an annual basis.

13. 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.

The Statement of Internal Control supports box 6 of the Annual Governance Statement made by the Council at Section 2 of the Annual Return to the Council’s External Auditor, Mazars LLP

14. REPORT OF THE INDEPENDENT INTERNAL 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.

15. ANNUAL RETURN FOR YEAR ENDED 31 MARCH 2024
REPORT PC/24/03 attaches the Annual Governance Statement and Accounting Statements for 2023/24.

16. BUDGET MONITORING AND SCHEDULE OF PAYMENTS
REPORT PC/23/04 (to follow) provides the latest budget monitoring information and schedule of payments.
Councillors are requested to contact the Clerk prior to the meeting if they have any questions regarding the payments listed.

17. 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 is asked to consider the information and make recommendations to the Council.
RECOMMENDATIONS: To receive and note the Report.
RESOLVE TO MAKE RECOMMENDATIONS TO THE COUNCIL: To consider the applications for financial assistance and make recommendations to the Council.

Source: chartham-pc.gov.uk