Parish Council Minutes 22nd May 2024

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING OF GOODNESTONE PARISH COUNCIL HELD ON WEDNESDAY 22nd MAY 2024 AT 7.30PM AT GOODNESTONE VILLAGE HALL
PRESENT:
Councillors: Jon Aldington (JA), Paul Allen (PA), Sue Baker (SB), 1 Member of the Public, Parish Clerk – Joanna Jones

ELECTION OF CHAIRMAN

RESOLVED that Councillor Aldington becomes Chairman. Proposed by Councillor Allen and seconded by Councillor Baker. Councillor Aldington signed the Declaration of Acceptance of Office.

ELECTION OF VICE CHAIRMAN

To be moved to the next agenda

Action Clerk

APOLOGIES

Councillors Stanford and Plumptre and District Councillors Bartlett and Porter

PUBLIC CONTRIBUTION TIME

One member of the public expressed concern that the Millenium field fence line on The Street was very overgrown, the overhanging laburnum by the Village Hall was causing a hazard for road users and the area around the bins opposite the pub needed strimming, Clerk to report all to KCC Highways.

Action Clerk

The meeting re-opened at 7.41pm.

DECLARATIONS OF INTEREST

No declarations of interest.

MINUTES OF LAST MEETING

RESOLVED the minutes of the Ordinary Meeting of the Parish Council held on 27th March 2024 be duly signed by the Chairman as a true and correct record of the meeting.

RESOLVED the minutes of the Annual Parish Assembly held on 24th April 2024 be duly signed by the Chairman as a true and correct record of the meeting.

RESOLVED the minutes of the Extraordinary Meeting of the Parish Council held on 1st May 2024 be duly signed by the Chairman as a true and correct record of the meeting.

REPORTS

  1. County Councillor – No report
  2. District Councillors –  Bartlett & Porter – May report emailed
  3. Parish Councillors – no reports
  4. Community PC – PC Jon Bowler – report emailed

ACTIONS

Action Owner Status Update
Communications workshop KS, Clerk Discharged Community & Clerk consulted, the Village Hall will take over Community Communications, next email edition of Messenger being finalised.
Footpaths Lower Rowling/Knowlton JA On-going Lower Rowling footpaths look to be ok, to inspect Knowlton footpaths and report on the KCC Public Rights of Way Reporting Tool, if needed.
Local Government Pension Scheme Clerk Discharged Added to agenda
Fixed Asset Register Parish Councillors On-going Parish Councillors to send photos of Fixed Assets to Clerk and provide details of volunteers to check the defibrillators.
Highway Improvement Plan KS Discharged The importance of reporting all road accidents to the Police – included in next Messenger.
Street light Out KS Discharged How to report Highways faults, including potholes, on Kent County Council’s Highways Reporting Tool – included in next Messenger.
Neighbourhood Watch – Stickers KS Discharged Details of stickers included in the next Messenger
Draft Grant Application Form JA On-going JA to put grant form on website
Annual Parish Assembly KS Discharged Event took place
National Grid Pylons KCC (SC) On-going Cty Cllr SC will follow up with KCC for an update
Speed Indicator Device SB On-going SB met with Staple PC, battery has been changed there is an intermittent fault, SB to get an estimate for repair costs from Westcotec. RESOLVED up to £500 worth of repairs agreed.
Noticeboards PA / Clerk Discharged Chillenden board moved , Goodnestone noticeboard ordered.
New litterbin Clerk Discharged Ordered
Millenium Field – sheep grazing KS / Clerk Discharged School and Gabriel Richards Trust ok with sheep grazing and grazing started.
Environmental Fund KS Discharged Ideas requested in Messenger
Mowing Contract Clerk Discharged Contractors thanked for quotes
Defibrillators Clerk On-going Pads and batteries ordered, once installed can register with The Circuit
Unity Trust Bank Clerk Discharged Natwest funds transferred.
Dover & District Bee Keepers Association Grant Clerk Discharged Grant paid
AGAR Clerk / KS Discharged Accounts work, Parish Councillor check of accounts and internal audit all complete
Church path/handrails Clerk Discharged Letter of support provided
Annual Parish Assembly Clerk Discharged Agenda amended and emailed out for noticeboards

RISK ASSESSMENT & FIXED ASSET REGISTER

To review the Council risk assessment document and Fixed Asset Register.
  1. Risk Assessment
    RESOLVED to adopt the 2024/25 Risk Assessment.
  2. Fixed Asset Register
    RESOLVED to adopt the Fixed Asset Register

NOMINATION OF ROLES

RESOLVED the following Councillors would undertake the roles as below:
  1. Highways – Cllr Baker
  2. Planning – Cllr Allen
  3. Footpaths – Councillor Aldington
  4. Councillor Responsible for Finance – Councillor Stanford
  5. Communications – Councillor Stanford

REVIEW OF COUNCIL PROCEDURES

  1. Standing Orders
  2. Financial Regulations
  3. Code of Conduct
  4. GDPR Statement
    RESOLVED the above should be adopted for the coming year.

FOOTPATH OFFICER REPORT

  1. Report – nothing further to report
  2. KCC – (Byway Open to All Traffic EE496 and Restricted Byway EE497 at Wingham and Goodnestone) Definitive Map Modification Order 2022 – Inspector’s Interim decision issued
    Discussions were held, Clerk to look into why the document won’t open and JA, PA and SB to review the document and update the Clerk with views, Clerk to then report.

    Action Clerk, JA, PA, SB

  3. PROW response to electric fence query
    Noted by members.

HIGHWAY OFFICER REPORT

  1. New position for SID pole – Agreed by Kent County Council, cost £1,080.01
    Noted by members.
  2. Parishioner Email – Bus service
    Nothing more to add to Clerk’s response.
  3. Speedwatch initiative
    Discussions were held, agreed to put in the Messenger to request volunteers, Clerk to check if it can be in a 20mph zone.

    Action KS and Clerk

COMMUNITY INITIATIVES

  1. Parish Noticeboard for Goodnestone
    Discussions were held, agreed that PA will organise installation and Clerk to forward photographs of location agreed with DDC.

    Action PA and Clerk

  2. New litterbin for Goodnestone
    To be installed by DDC at the end of June.
  3. Millenium Field – How to maximise usage and add value to the village
    Nothing further to discuss
  4. Environmental Fund – Options for spending budget held over from previous year
    To be added to the next agenda

    Action Clerk

  5. Mowing Contract
    Nothing further to discuss
  6. Defibrillators
    Discussions were held, parts have been ordered, PA and SB to confirm defibrillator checker contact details with the Clerk in order that defibrillators can be registered with The Circuit.

    Action PA and SB

FINANCE

  1. Precept received £7,951.61
    Noted by members.
  2. KALC renewal – £196.27 plus VAT
    RESOLVED to renew the KALC subscription for £235.52.
  3. Natwest bank accounts closed
    Noted by members.
  4. 2023/24 year end accounts
    RESOLVED the year end accounts were adopted by the Council.
  5. 2024/25 Budget
    Discussions were held, it was agreed to update the budget to take account of the VAT refund which has been claimed for several years, RESOLVED the amended 2024/25 Budget to be adopted by the Council.

    Action Clerk

  6. Restatement of AGAR – Section 2 – Accounting Statements to 31 March 2023 – Boxes 8 & 9
    RESOLVED to restate boxes 8 & 9 figures on section 2 of the AGAR to correct historical errors, JA to put on website.

    Action JA

  7. Annual Governance and Accountability Return Section 1
    1. Consider the findings of the review by the members meeting as a whole
    2. Approve the Annual Governance Statement by resolution in advance of approving the Accounting Statements
      RESOLVED the Annual Governance Statement was approved by the Council.
  8. Annual Governance and Accountability Return Section 2
    1. Consider the Accounting Statements by the members meeting as a whole;
    2. Approve the Accounting Statements by resolution
      RESOLVED the Accounting Statements were approved by the Council.
    3. Ensure the Accounting Statements are signed and dated by the person presiding at the meeting at which that approval is given.
    The Chairman signed the Annual Return.
  9. Certificate of Exemption – AGAR 2023/24 Part 2
    RESOLVED the Council met the exemption criteria, there is no need for a limited assurance review or to submit an Annual Governance and Accountable Return to the external auditor.
    Clerk to submit Certificate of Exemption to Auditor & all relevant documents to go on the website.

    Action Clerk & JA

  10. Clerk – Local Government Pension Scheme & Hours
    Discussions were held, it was agreed that the Clerk will forward the pension start-up costs email to JA and he will follow up with KCC. It was acknowledged that the Clerk is owed many hours and this will be reviewed at the September meeting.

    Action Clerk & JA

  11. VAT refund received £1,662.54
    Noted by members.

PAYMENTS

  1. Payments to be approved
    RESOLVED the following payments should be made.
    Payee Service Invoice Amount
    Joanna Jones Clerk’s Net Salary April
    		£156.60
    HMRC PAYE – April
    		£39.00
    Unity Trust Deposit Account Transfer of deposit account funds from Unity Trust Current to Unity Trust Deposit account
    		£14,980
    Joanna Jones Clerk’s Expenses – Printer paper & dividers
    		£5.85
    KALC Annual Subscription 2024/25 9031 £235.52
    Roger Austin Mowing of Playing & Millenium Fields – 4/4/24 2377 £178.50
    Joanna Jones Clerk’s Net Salary May
    		£156.40
    HMRC PAYE – May
    		£39.20
    Defib Store Defibrillator batteries & pads 36560 £392.40

PLANNING

  1. Planning Applications
    1. DOV/24/00353 & Dov/24/00354
      Proposal: Change of use to residential dwelling with the erection of a single-storey rear extension, minor external alterations, extensive repair and renovation works and associated parking.
      Location: The Forge, Goodnestone Road, Chillenden Kent
      Discussions were held, RESOLVED to fully support this application as it is of benefit to the village and in-keeping.
    2. DOV/24/00337
      Proposal: Erection of a garage car port
      Location: Pear Tree House, Orchard Court, Chillenden, CT3 1YA
      Discussions were held, RESOLVED to support the planning application.
  2. Planning Decisions
    To note any planning applications received prior to the meeting
    None received.
  3. Planning Correspondence
    To discuss any correspondence related to planning
    1. Dover District Council – Local Plan – Main Modifications Consultation – ends 24th May
      Noted by members.
  4. Report
    Concerns had been raised by parishioners about a tree being felled in the Conservation Area without planning permission, this had been raised with DDC who had agreed that no Planning Permission had been sought, however they would not pursue an enforcement notice. The members were concerned that a tree could be cut down in a Conservation Area with no enforcement action likely to be taken by Dover District Council.

CORRESPONDENCE

  1. KALC (Kent Association Local Councils) & NALC (National Association Local Councils) – all updates emailed
  2. KALC – Parish Charter feedback

Both of the above noted by members.

CHILLENDEN WINDMILL

  1. Proposed KCC Consultation to Divest
    Councillor Baker reported that she had met the Kent County Council windmill representative on site, he recognised that it was a valuable Community Asset, Councillor Allen reported that over 2,000 responses are being considered for the consultation.

COMMUNICATION

  1. Gov.uk – website & emails – £100 grant available
    Councillor Aldington will research into .gov email addresses.

    Action JA

EVENTS

  1. Training – KALC & Local Meeting 24th April – Minutes emailed.
    Noted by members.

PUBLIC CONTRIBUTION TIME: A short session set aside for parishioners to raise matters. Individual contributions should be kept to less than 5 minutes.

It was reported that DDC permission for the Street Party is still outstanding.

DATE OF NEXT MEETING    

31st July – 7.30pm – Goodnestone Village Hall
25th September
20th November
22nd January
26th March
14th May

Meeting was formally closed at 21:19