2023 Meetings - Minutes

NOCTON PARISH COUNCIL

Minutes of the Meeting of the meeting of Nocton Parish Council held at 7.00 p.m. on Tuesday, 21st March, 2023 in The Nocton Hub.

PRESENT: Councillor Ian Goldsworthy

Councillors Mike Kaye, Andy Hone, Richard Marshall and MaryAnn Williams

Also present: Michaela Hall (Hub Manager)

12 Members of the public were also present

PUBLIC QUESTIONS UNDER STANDING ORDERS, ETC

No questions had been submitted in advance and none were raised at the meeting

The Chair reported that County Councillor Ian Carrington had advised the Clerk that he may not be able to attend the meeting because of a prior commitment but had submitted his written report which would be published on the Parish Council website.

1. APOLOGIES FOR ABSENCE

Councillor George McDonnell had submitted an apology for absence, the reason for which was accepted.

It was also noted that Laura Allen, the Parish Clerk, was unable to attend as she was still experiencing the after-effects of having caught COVID.

2. DECLARATIONS OF INTEREST

There were no declarations of interest.

3. MINUTES

MOVED by Councillor Mike Kaye; SECONDED by Councillor Andy Hone and RESOLVED that the minutes of the meeting held on 21 February, 2023 be approved.

The minutes were then signed by the Chair.

4. NOCTON HUB

The Hub Manager ‘s report was noted. See attachement.

5. PARISH CLERK’S REPORT

The Parish Clerk’s Report was noted and will be provided as an attachment to the minutes.

The Chair reported that the solicitor acting on behalf of the Parish Council in connection with negotiations to remove the restrictive covenants on The Hub, had recently been asked by AG Property Associates Ltd if the Parish Council wished to accept ownership of the footpath behind the garages next to The Hub.

It was agreed that the Parish Council confirm its previous decision not to accept the offer given the costs associated with the future repair and maintenance of the footpath for which there was no budget provision. The Clerk was asked to inform the Parish Council’s solicitor accordingly.

6. REQUEST TO REPLACE THE SIGN POST ON THE CORNER OF THE BRIDLE WAY AND MAIN STREET

The Parish Council considered a resident’s request to replace the signpost at the junction of Main Street with The Bridle Way with one which was more in keeping with that previously erected by the Parish Council on the junction opposite with School Lane/The Green. Whilst sympathetic to the request, given the likely costs involved (not only for the purchase of a new post but also those associated with removing the old post which was on the public footpath and would, therefore, require the approval of NKDC or LCC) it was not something that the Parish Council felt able to pursue.

Arising from the discussion of this particular matter, the Chair said that he wished to clarify a misunderstanding which had arisen over a statement regarding the status of The Bridle Way (a Restricted Byway) which had appeared in the minutes of the Parish Council meeting held on 11 October 2022. The Chair said that at the request of a resident, the Parish Council had approached Dyson Farming (on whose land The Bridle Way was situated) to draw attention to the problems of motor vehicles driving along that road and to ask for clarification of the position. Dyson Farming had responded by stating categorically that they did not give permission for vehicles to drive down this “bridleway” and that access to the cricket pitch and dog walking field should be via the road down past Top Lodge. The Chair accepted, as subsequently it appears had Dyson Farming, that this was an incorrect interpretation of the situation and that certain authorised vehicles were, in fact, permitted to drive along the road. The Chair said that the contact with Dyson Farming was merely to pass on the concerns of residents about the dangers caused to pedestrians and dog walkers, etc by motor vehicles being driven inappropriately for the conditions in an attempt to ascertain what night be done to mitigate the problem. It had made no specific request for any signs to be erected.

It was noted that although the Cricket Club and Croquet Club had advised its members to access the cricket pitch via Top Lodge, the main “offenders” appeared to be drivers wanting to access the Dog Walking Field. It was accepted that in these circumstances and the lack of enforcement, any action to deal with the situation was likely to be extremely problematic.

In conclusion, it was suggested that the residents who had recently been in communication with the Parish Council should liaise with Dyson Farming to agree the precise wording and location of any notices to be erected on The Bridle Way and, indeed, to consider whether any such notices might actually exacerbate an already difficult situation.

7. CITIZEN’S ADVICE BUREAU – REQUEST FOR FUNDING

It was MOVED by Councillor MaryAnn Williams; SECONDED by Councillor Andy Hone and RESOLVED that no grant be awarded to the CAB on the grounds that the organisation had not provided any information as to the number of Nocton residents who might have benefited from its services and that, in any event, there was no longer a budget from which to make such grants.

8. REPLACEMENT BENCH – VILLAGE GREEN

It was MOVED by Councillor Andy Hone; SECONDED by Councillor Richard Marshall and RESOLVED that the Parish Council purchase a replacement bench for the Village Green from Marmax Recycled Products at a total cost of £447.00 (excl. VAT) to commemorate the forthcoming Coronation of HRH King Charles III. The proposed wording of the commemorative plaque to be attached to the bench was also approved.

9. PLANNING APPLICATIONS

The application to discharge a condition relating to materials in connection with the work to rebuild the garden wall at Coachman’s Cottage, Nocton Hall was noted.

10. PARISH COUNCIL’S SMALL LOTTERY REGISTRATION

It was MOVED by Councillor Mike Kaye; SECONDED by Councillor MaryAnn Williams and RESOLVED that the Parish Council discontinue with its registration under the Small Lottery Scheme on the ground that it did not organise events which required such registration. It was noted that any group meeting in The Hub wishing to run events covered by the scheme would need to arrange for its own registration with the Licensing Authority (NKDC).

11. ASSET REGISTER

It was agreed to defer consideration of this item to the next meeting so that a more detailed review of the various items could be carried out.

12. RISK REGISTER

It was MOVED by Councillor Mike Kaye; SECONDED by Councillor Andy Hone and RESOLVED that the Risk Register as submitted be approved.

It was also agreed that as consequence of the risks associated with poor external lighting around The Hub, four solar-powered LED lights be purchased at a total cost of £20.00. It was noted that Councillor George McDonnell had offered to install them at appropriate positions around the outside of the building.

Risk Register is attached seperately to the minutes. 

13. AUDIT OF THE 2022/23 ACCOUNTS

It was noted that the Clerk was making arrangements for the annual internal audit 2022/23 to be carried out by the end of May once the end-of-year accounts had been completed. Following comments made by last year’s auditor, it was noted that an Asset Register and Risk Assessment had now been put in place. Rachel Popplewell had again been appointed by LALC to carry out the audit.

14. RENEWAL OF PARISH COUNCIL INSURANCE

It was noted that the Clerk was currently in the process of obtaining renewal quotations for the Parish Council’s insurance for 2023/24. To assist in this process, it was MOVED by Councillor MaryAnn Williams; SECONDED by Councillor Richard Marshall and RESOLVED that the following insurance values be agreed:

The Hub – Full demolition and rebuilding costs to be increased to £650,000 (figure to be confirmed by insurer)

Street Furniture – Maintain current value of £23,538 (on the assumption that this sum is mainly for street lighting)

Lawnmower – Include replacement provision of £450

Office Equipment – Include replacement provision of £623

General Content – Maintain current value of £7,152

15. PARISH COUNCIL PAYROLL SERVICE

It was noted that the provider of the current external Payroll Service had recently given notice that it would no longer be providing such a service to Parish Councils with effect from 31 March 2023. This gave the Parish Council an opportunity to review future arrangements.

Following consideration of proposals put forward by the Clerk, it was MOVED by Councillor Mike Kaye; SECONDED by Councillor MaryAnn Williams and RESOLVED that the service be brought back in-house using SAGE software at a total monthly cost of £7.00 (excl. VAT) plus one hour’s additional hour of the Clerk’s time. This represented a saving of approximately £60 over the coming year.

16. EASY FUNDRAISING

It was MOVED by Councillor Mike Kaye; SECONDED by Councillor MaryAnn Williams and RESOLVED that the Parish Council withdraw from the Easy Fundraising scheme on the grounds that it did not warrant the time spent by the Clerk in accounting, etc for the very small sums which had been raised.

17. UNITY TRUST BANK – REVIEW OF MANDATE

It was noted with some concern that following a review of the current banking arrangements by the Clerk, five former councillors were still shown as being on the mandate although the Chair was anxious to point out that none of them was able to access the banking system either to make or to approve payments.

It was MOVED by Councillor Andy Hone; SECONDED by Councillor MaryAnn Williams and RESOLVED that action be taken to remove those persons from the mandate. together with Ruth Keillar whose temporary appointment was due to end shortly.

It was noted that the only persons currently authorised to be on the banking mandate were the Clerk and Councillors Ian Goldsworthy, Mike Kaye and George McDonnell although arrangements were in hand to add Councillor Andy Hone.

18. PROVISION OF BROWN BIN – NKDC GARDEN WASTE COLLECTION SERVICE

It was MOVED by Councillor Andy Hone; SECONDED by Councillor MaryAnn Williams and RESOLVED that a Direct Debit be set up to meet the annual cost of collecting the new “Brown Bin” at The Hub for use by the Village Keeper (in addition to a one-off cost of £35).

19. PAYMENTS AND RECEIPTS

It was MOVED by Councillor Mike Kaye; SECONDED by Councillor Andy Hone and RESOLVED that the payments made in February 2023 and as detailed on the following schedule be ratified and that the receipts recorded thereon be noted:

A separate sheet has been attached to the minutes.

20. BANK RECONCILIATION STATEMENT

It was MOVED by Councillor Mike Kaye; SECONDED by Councillor Andy Hone and RESOLVED that the following Bank Reconciliation statement for February 2023 be approved:

A separate sheet has been attached to the minutes.

21. DATE OF NEXT MEETING

It was noted that the next meeting would be held on Tuesday, 18 April, 2023 in The Hub, commencing at 7.00 p.m.

Public Questions and Comments

A resident asked if the availability of the Nocton Village Archive, associated index and arrangements for inspecting it could be included on the Parish Council website. The Chair said he saw no reason for not so doing and would discuss this with the Clerk. He would also arrange for the matter to be included on the agenda for the next meeting as it was likely that the arrangements, etc would need to be updated following its transfer back to the village some time ago from its previous storage at The Hive (Dyson Farming).

22. EXCLUSION OF THE PRESS AND PUBLIC

Moved by Councillor MaryAnn Williams, SECONDED by Councillor Mike Kaye and RESOLVED that the press and members of the public be excluded from the meeting during the consideration of the following items because of the confidential nature of the business to be transacted.

23. REVIEW OF VILLAGE KEEPER’S CONTRACT OF EMPLOYMENT

24. REVIEW OF HUB MANAGER’S CONTRACT OF EMPLOYMENT

25. STAFF PAY CHANGES – 1 APRIL 2023

26. TEMPORARY RESPONSIBLE FINANCIAL OFFICER

It was noted that the last day of service for Ruth Keillar, the temporary RFO, would be 31 March 2023. The Chair again paid tribute to the service she had provided during what had been a particularly challenging and difficult time for the Parish Council.

The meeting concluded at 8.15 p.m.