2018 Meetings - Minutes

Minutes of the Extra-Ordinary Meeting of Nocton Parish Council held in the Village Hall, 
Main Street, Nocton on Monday 3 December 2018 at 7.00 pm

PRESENT: Cllr Ian Goldsworthy (Chair), Cllr N. Faulkner, Cllr Graham Jones, Cllr Jane Kania, Cllr M. Kaye, 
Also present: Ruth Keillar (Clerk).
No members of the Public.

277 APOLOGIES AND REASON FOR ABSENCE
Apologies had been received from Cllr E. Murray and Cllr M. Williams, reasons accepted. 

278 DECLARATIONS OF INTEREST ON ANY ITEM ON THE AGENDA
None received.

279 TO RESOLVE WHETHER TO EXCLUDE THE PUBLIC AND PRESS FOR CONSIDERATION OF THE FOLLOWING CONFIDENTIAL MATTERS. 
It was proposed by Cllr M. Kaye, seconded by Cllr J. Kania and it was RESOLVED to exclude the public and press for consideration of the following confidential matter.
The public and press were requested to leave the meeting at this stage.

No members of the public and press were present.

280 NOCTON VILLAGE HALL – PROPOSED REDEVELOPMENT
a) It was noted that the Parish Council had held a meeting with Simons Group  and Maher Millard, on Friday 30 November, 2018.  Cllr I. Goldsworthy reported that the meeting had been positive and that Simons/Maher Millard are committed to the build and confirmed that they were aware that the final cost cannot exceed the Parish Council’s notional budget of £500,000.  To that end, an email from Simons had subsequently been received which confirmed a guaranteed maximum project cost of £499,688.00 plus VAT.

b) It was proposed by Cllr N. Faulkner, seconded by Cllr J. Kania and it was RESOLVED that the revised Maximum Guaranteed Final Cost in the sum of £499,688 plus VAT be agreed in principle but subject to a response from Simons/MM on the following three points:
i. The cost plan of March 2018 stated a Final Cost of £494,688 plus VAT, whilst the latest revised cost states a figure of £499,688 plus VAT.  An explanation as to the reasons for the apparent increase of £5,000 is, therefore, required.
ii. Confirmation that the sum of £7,000, paid to Simons in February 2017 for “Planning and Design Fees”, is included in the Final Cost figure,
iii. Confirmation of the extent to which the recently paid design/survey fees of £5,994 is included in the costs.

c) Further Action:
i. It was agreed to forward the Asbestos Survey Report, completed in September 2014, to Simons/MM,
ii. It was agreed that the Parish Council will appoint a “Client Representative” to liaise with Maher Millard during the rebuilding and to act as point of contact to deal with any construction, etc issues which may arise. It was agreed that an article be included in the next issue of Nocton News asking whether anyone in the village with appropriate skills in building and/or construction might be interested in taking on this role before other options are explored.
iii. It was proposed by Cllr G. Jones, seconded by Cllr J. Kania and it was RESOLVED that the grant application to WREN, for £41,411 to meet the cost of providing the toilets, kitchen, floor coverings and second-fix electrical work, etc, be submitted by the deadline 12 December. To complete the application a letter confirming previously pledged funds from the NVHMC has been requested.  The letter will also confirm that the VHMC will act as the “Third Party Contributor” in accordance with the WREN funding requirements.

d) It was agreed that a letter be sent to the PC Solicitors requesting a progression of the outstanding issues regarding correspondence from the Solicitor acting on behalf of the owner of the Village Hall Car Park.

e) It was noted that there are currently nine people who have expressed an interest in the Village Hall Management Trust Working Group. It was agreed that an informal meeting be arranged in the New Year to give all those interested an opportunity to find out what is involved. 

There being no further business the Acting Chair closed the meeting at 7:11pm

Chair……..I. GOLDSWORTHY

Date……….11 DECEMBER 2018