Parish Council Minutes 16th May 2023

PRESENT:
Councillor Jon Aldington (JA)
Councillor Paul Allen (PA)
Councillor Sue Baker (SB)
Councillor Lidia Long (LL)
Councillor Karen Stanford (KS)

4 Members of the Public

Acting Parish Clerk – Councillor Karen Stanford (KS)

APOLOGIES

Councillor Trevor Bartlett (TB)
Councillor Martin Porter (MP)

MINUTES OF THE MEETING 26^TH MARCH 2023

Minutes for this meeting were approved and duly signed by the newly voted Chairman Jon Aldington following governance item.

GOVERNANCE CONSIDERATIONS

Election of New Chair of Parish Council

• 2 councillors put themselves forward
  • Karen Stanford – not seconded
  • Jon Aldington – Seconded by Paul Allen – Vote held 4 for, 1 against.

Election of Vice-Chair of Parish Council

• 1 councillor put themselves forward
  • Karen Stanford – Seconded by Jon Aldington – Vote held 5 for, 0 against.

Discussion on how to proceed with Parish Clerk

• Discussion on whether the current model was appropriate, the significant costs associated with having a paid Parish Clerk as a % of the overall precept and that even if we wanted to change finding and securing a candidate would be challenging.
• Proposal made to investigate the possibility of finding an experienced Parish Clerk – Vote held, 4 for, 1 against – ACTION for Councillor Jon Aldington
• Councillor Karen Stanford to continue acting as clerk in the meantime.

Role	Name	Proposed	Seconded
RFO	Councillor Karen Stanford	Councillor Karen Stanford	Councillor Jon Aldington
Highways	Councillor Sue Baker	Councillor Jon Aldington	Councillor Lidia Long
Planning	Councillor Paul Allen	Councillor Sue Baker	Councillor Jon Aldington
Footpaths	Councillor Lidia Long	Councillor Karen Stanford	Councillor Jon Aldington
Financial Review	Councillor Lidia Long	Councillor Jon Aldington	Councillor Sue Baker

Other

Discussion on whether we should have someone in charge of improved communications. This could cover WhatsApp groups, mailing lists, Messenger input, social media etc.  Agreed further workshop is required to scope out the vision and present back to the formal meeting for decision. ACTION for Councillor Lidia Long to arrange.

DISTRICT COUNCILLOR UPDATE

No report received.

POLICIES AND PROCEDURES

Adoption of Standing Orders

Adoption of Financial Regulations

Adoption of Code of Conduct

Vote held to adopt all policies and procedures – 5 for, 0 against.

NEW COUNCILLORS

Completion of Acceptance of Office Forms

Forms completed post the meeting to be scanned and circulated to the councillors.

Completion of Declaration of Disclosable Pecuniary Interests Form

Each councillor to complete and return to DDC.

ACTIONS

Action	Action	Owner	Status	Update
005	Summer Fayre Organising Committee	KS/CP	In progress	Significant progress being made, funding request from PC will come to next meeting, and Christine will be invited to give an update
014	Internet banking application	KS	On Hold	Agreement to continue with this now as new councillors have been determined

FOOTPATHS

Councillor Lidia Long updated that work will continue clearing the remaining items on the KCC and reporting back on the vegetation issue to the appropriate teams as this is the time of significant growth.

HIGHWAY MATTERS

Significant potholes across the village which have previously been reported.  Agreement to encourage the villagers to report themselves as well as directing through the PC.

COMMUNITY INITIATIVES

Broadband – ACTION for Councillor Jon Aldington arranging meeting with KCC to discuss options

Dog Poo Bins – ACTION for Councillor Lidia Long to find out costs from DDC

Village Fete including options for Parish Council contributions – Fete committee to put proposal to Parish council at next meeting

FINANCE

Purchase of Books

• Copies of ‘The Good Councillor’s Guide’ (£4.99 per copy, one for each councillor, 4 copies required)
  • Proposed by Councillor Jon Aldington, Seconded by Karen Stanford – Vote 5 for, 0 against
• Copy of ‘Arnold-Baker on Local Council Administration’ (approx. £150)
  • Due to the level of expense Councillor Karen Stanford is taking action to look for second hand copy.  ACTION for Councillor Karen Stanford

Introductory Councillor’s Training

• Introductory training – online @£50+VAT or in person @£60+VAT
• Proposal that the Parish Council Set a budget of £300 for training
• Proposed by Councillor Jon Aldington, Seconded by Councillor Karen Stanford – Vote 5 for, 0 against
• ACTION Councillor Karen Stanford to circulate training so we can decide who attends what so we have greater coverage of different courses

Invoices for Approval

Business	Service	Invoice	Amount	Proposed	Seconded
Roger Austin	Mowing	2251	£168.00	Councillor Karen Stanford	Councillor Jon Aldington
Roger Austin	Mowing	2255	£168.00	Councillor Karen Stanford	Councillor Jon Aldington
Kenny Ingram	Clips for Speed Camera	Expense	£13.08	Councillor Sue Baker	Councillor Paul Allen
KALC	Association for Parish Councils		£237.58	Councillor Jon Aldington	Councillor Lidia Long
DCC	Printing for Messenger – Feb 2023	1010358	£25.00	Councillor Jon Aldington	Councillor Karen Stanford
Roger Austin	Mowing & Rolling	2261	£240.00	Councillor Karen Stanford	Councillor Jon Aldington

PLANNING

Nothing to report

WRITTEN CORRESPONDENCE

Parishioner has written to the clerk about the lack of bus and feel the parish council response has been inadequate. ACTION for Councillor Karen Stanford to get a formal response from DDC as to whether we can get the new pay on demand bus to extend its reach to Goodnestone (note it currently covers Chillenden)

COUNCILLORS REPORT ON OTHER PARISH MATTERS

Nothing to report

FUTURE MEETINGS

The following meeting agenda has been set out, if necessary an exceptional parish council meeting can be held.

21^st June 2023 – Chillenden Village Hall
26^th July 2023 – Goodnestone Village Hall
27^th September 2023 – Chillenden Village Hall
29^th November 2023 – Goodnestone Village Hall
31^st January 2024 – Chillenden Village Hall
27^th March 2024 – Goodnestone Village Hall

AOB

Discussion on public involvement within the Parish Council as we would like to encourage wider involvement in the meetings.  Agreement to hold public contribution time at both the beginning of the meeting and at the end so view can be shared pre and post parish council discussion.  It was also confirmed by the Chairman that the Councillors can actually ask for contribution from the public during the council meeting if necessary so where public views would be beneficial these can be requested.

PUBLIC CONTRIBUTION TIME:

A short session set aside for parishioners to raise matters. Members of the public may participate with Chair’s consent. Individual contributions should be kept to less than 5 minutes.

• Footpaths in Lower Rowling/towards Knowlton have not yet been cut in – Action for Councillor Lidia Long to follow up
• Request to re-instate reports from the school – Action for Councillor Lidia Long and Councillor Karen Stanford to follow up in their capacity as School Governors
• Would it be a good opportunity to increase relationships with Goodnestone Park and invite a report from them – Action for Councillor Karen Stanford to speak to Ronnie
• Police meeting on 23rd May – ACTION for Councillor Karen Stanford to circulate details to see if anyone can attend

SUMMARY OF NEW ACTIONS

Action	Action	Owner	Status	Update
22/23 – 005	Summer Fayre Organising Committee	KS/CP	In progress	Significant progress being made, funding request from PC will come to next meeting, and Christine will be invited to give an update
22/23 – 014	Internet banking application	KS	On Hold	Agreement to continue with this now new councillors have been determined
23/24 – 001	Investigate Parish Clerk	JA	Not started
23/24 – 002	Communications workshop	LA	Not started
23/24 – 003	Broadband meeting with KCC	JA	In Progress
23/24 – 004	Dog Poo Bin Costing	LL	Not started
23/24 – 005	Purchase Good Councillors Guide	JA	Not started
23/24 – 006	Arnold Baker Book	KS	Complete	Copy secured for £3.40
23/24 – 007	Circulate training material to councillors	KS	Not started
23/24 – 008	DDC on Demand Bus Request for extension to Goodnestone	KS	Not started
23/24 – 009	Footpaths Lower Rowling/Knowlton	LL	Not started
23/24 – 010	School report	LL/KS	Not started
23/24 – 011	Goodnestone Park Report	KS	Not started
23/24 – 012	Police meeting	KS	Not started