2022 Minutes of Meetings

A Schedule of Payments made during February was approved. 

The Chair reported that as at 1 March 2022, the Parish Council had a combined total of £26,965 across each of its three bank accounts.  There were, however, a number of significant payments to be made shortly, including the year’s final instalment of the PWLB repayment (£8,393.63), which would reduce this total. 

 

The Chair stated that he would shortly be contacting the VAT Office to discuss the position regarding the Parish Council’s VAT Claim for the current year in the absence of any documentary records handed over by the former Clerk 

The Chair gave a brief update on the current position regarding the return of the Parish Council’s equipment, records and data.  Of particular concern was the former Clerk’s failure to return the Parish Council’s electronic financial data and records which was having a significant effect on its ability to prepare for the end of year Audit.  Appropriate action to secure the return of these items was, therefore, now being taken. 

It was agreed to place on record its appreciation of Mr Darren Wilson’s (a local resident) assistance in helping to maintain and update the Parish Council’s website in the absence of a Parish Clerk.  It was, however, further agreed that to reduce the calls on his time, Councillor Graham Kempster would also assist.  The Chair asked that all requests from Parish Councillors and others for information to be posted on/deleted from the website be directed to him (as Acting Parish Clerk) in the first instance so that he could arrange for the necessary action to be taken. 

 

Finally, it was agreed that all of the existing statements, etc posted by the former Parish Clerk during his period of employment be deleted from the website. 

It was hoped that interviews for the post of Parish Clerk would be held during the beginning of the week commencing 14 March. 

The Chair reported that he had managed to negotiate a one-year contract with Opus Energy for the supply of electricity to the street lamp posts and a two-year fixed price contract with EON Next for the supply of electricity to The Hub, both on reasonably advantageous terms give the difficult conditions prevailing in the energy markets. 

A Freedom of Information Request regarding the costs incurred by the Parish 

Council in respect of the investigation into the former Parish Clerk (Ms Ruth Keillar) had been received and would be responded to by the Chair within the prescribed timetable. 

The Chair gave a brief update on the work being undertaken by Mr Geoff 

Hall and Councillors Ian Goldsworthy and Mike Kaye to construct a set of Parish Council accounts for 2021/22 in the absence of any meaningful information handed over by the former Clerk on his resignation.  This was proving to be a particularly challenging task and the Chair thanked Geoff Hall for all his hard work, advice and support to the Parish Council. 

At the invitation of Councillor George McDonnell, the recently appointed Events Co-ordinator, Nicola Clarke, gave a presentation to the meeting on the work she was currently doing on behalf of the HMG to increase the profile of the village and The Hub and, in so doing, helping to engender a sense of community spirit.  She made it clear, however, that her role would not involve fund-raising. 

 

Councillor George McDonnell also invited the Hub Manager to report on a number of issues to have arisen at the meeting on 3 January and, more recently, at the meeting held on 28 February, 2022.  Details of these and other items relating to The Hub are set out below: 

Provision of non-slip paint to the access ramp 

 

It was noted that in accordance with Building Regulations, a number of coats of non-slip paint had been provided at the time of the ramp’s construction.  As such, it would be necessary to ascertain from the Contractor (Maher Millard) whether the surface had failed or whether normal maintenance required it to be re-coated over time. 

 

It was noted that the Ripon Arms had asked if the Parish Council would fund the provision of an anti-fungal coating to its Cellar room as it said had been promised as part of the original building specification.  It was agreed that this would need to be checked with the Contractor (Maher Millard) and whether it had been raised as part of the “snagging” checks carried out before the building was handed over. 

It was noted that the absence of tiled splashbacks was causing a cleaning and odour issue.  As such, the HMG had asked the Parish Council to consider meeting the necessary costs of the materials involved to provide a more appropriate covering.  The Parish Council reserved its position until it had been provided with details of the costs involved.  It might also wish to obtain advice from the original Contractor. 

It was noted that current use of the building required an additional two hours cleaning per week (07.30 – 09.30 on Saturdays) which could not be met by the existing staff.  The necessary cleaning was currently being carried out by volunteers but this arrangement could not continue indefinitely.  In the circumstances, it was agreed to authorise the Hub Manager to place the necessary advert. 

The Hub Manager reported that whilst open to suggestions as to how the room might be brought back into use for the purpose originally intended, current demands on storage from both the Hub itself and hirers made this extremely problematic.  She would, however, arrange a meeting with parish councillors at The Hub to consider what, if anything, could be done. 

It was agreed that the Ripon Arms’ request to allow dogs to be admitted to the Lounge Area for all of the sessions on which it was open be approved.  In so doing, however, it was made clear that all dogs would be kept on a lead and under close control.  It was noted that the RA had Third Party Liability Insurance (as did the Parish Council) should any incident involving a dog occur. 

Following a detailed discussion, it was agreed to defer implementing the HMG’s proposed increases in Hire Charges until 1 July 2022 by which time further information relating to the Hub’s overheads and their impact on its overall financial situation would be available through the work currently in hand on the Parish Council’s accounts.  In that way, any increases could take into full account of the financial situation and would ensure that they would be appropriate and not detrimental to existing users and thus risk losing their custom. 

It was noted that the blockage in the drain had now been cleared and that the Hub Manager was taking appropriate action to prevent the problem from recurring. 

It was agreed not to engage a Pest Control Service to deal with the sightings of rats in the close vicinity of The Hub as this was unlikely to prove a longterm solution.  Rather, the incidence of such sightings, etc would be kept under review by the Hub Manager. 

Councillor Ian Goldsworthy reported that his attention had been drawn by a resident to an email exchange between the former Clerk and Andrea Freeman, who had hired The Hub for use in connection with her Yoga Classes.  The tone and content of the emails sent by the former Clerk was entirely inappropriate and unprofessional and had led directly to the hirer taking her custom to a neighbouring Village Hall.  It was agreed, therefore, that the Chair, on behalf of the Parish Council would offer an unreserved apology to Ms Freeman.  In the meantime, the Hub Manager was asked to make contact with her and to see if she would be willing to return to the Hub.  As a token of the Parish Council’s regret at the way she had been treated, it was agreed that she be offered free hire of the Hub for a period to be determined by the Hub Manager. 

Councillor Mike Kaye drew attention to the potential planning and other implications arising from a proposal by the HMG to instal fairy lights in the Lime Trees fronting The Hub which were subject to Tree Preservation Orders.  The Events Co-ordinator made clear that this was only a suggestion and that in view of the advice, it would not be pursued further. 

In accordance with the provisions of the existing Terms of Reference of the 

HMG, it was MOVED by Councillor Ian Goldsworthy; SECONDED by Councillor Mike Kaye and RESOLVED that Nicola Clarke, Bob Webster and Councillor MaryAnn Williams be appointed formally to the Group. 

Arising from discussion of the various issues associated with the Hub 

Management Group, it became apparent that the provisions of its existing Constitution and Terms of Reference were not fully understood by either members of the Group itself or the Parish Council.  The document was unnecessarily complicated and did not properly clarify the nature of the relationship between the Parish Council and members of the Group nor its responsibilities.  It was agreed, therefore, to draft a more concise and purposeful document better suited to the needs of both parties. 

Councillor MaryAnn Williams gave a brief outline of her proposals for this weekend which would provide an opportunity for all residents to visit the Hub and to see, at first hand, its facilities and the sort of activities which currently take place.  She explained that she was being assisted in the arrangements by a small group of residents who would work closely with members of the HMG as details were finalised.  She hoped that councillors would be able to attend the event which would take place between 10.00 – 12.00 noon on the Saturday, and 14.00 – 16.00 on the Sunday. 

 

MOVED by Councillor Mike Kaye and SECONDED by Councillor Graham Kempster and RESOLVED that a budget of up to £100 be established (from the Reserve) to meet the costs of advertising the event. 

The Chair reminded residents of the benefits of signing up to 

Easyfundraising, the proceeds of which could help the Hub, Church, Ripon Arms or other local organisations.  Mark Cunningham of the RA offered to provide advice to any resident who was unclear as to how to sign up. 

It was noted that the next Ordinary Meeting of the Parish Council would be held on Tuesday, 12 April 2022 at 7.00 p.m.