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PONTELAND TOWN COUNCIL

MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 7 OCTOBER 2009

Present: Councillor R G Ramsay (in the Chair)

Councillors Mrs E Armstrong, P M Armstrong, D Butler, Mrs J Butcher, A S Cave,
and Mrs E E Thompson. Also in attendance was Councillor Richard Dodd (Northumberland County Council).

99. APOLOGIES FOR ABSENCE

Apologies for absence had been received by Councillors T A Chilton, R Hutchinson and C Rawlings.

100. DECLARATION OF INTEREST

Councillor R Ramsay declared an interest in item number 105. It was announced that Councillor D Butler would take the Chair for this item.

101. CO-OPTIONS TO TOWN COUNCIL

The Council had advertised for interested parties to apply to be co-opted onto the Council. Ballot papers showing the names of the four candidates who applied for the position had been issued with the Working Papers.
Councillors were requested to mark their papers to indicate which two candidates they wished to co-opt.
The Ballot papers were collected and counted by the Clerk who announced that the two candidates selected for co-option were Mr Peter Cowey and Mr Alan Mee.
All the candidates were thanked for their interest in the position.

It was suggested that the selected candidates be allocated to the Ward in which they lived.

RESOLVED - Agreed

102. MINUTES OF THE COUNCIL MEETING HELD 9 SEPTEMBER 2009

The Minutes of the Council Meeting held on 9 September 2009 were confirmed and signed by the Chairman.


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CHAIRMAN DATE
103. MATTERS ARISING

(i) Day Care Centre - Minute 83 (i)

Proposals to close Day Care Services Countywide were ongoing. A representative of NCC had confirmed that this affected only three residents in Ponteland and that it was likely that existing nursing homes and other organisations would be able to provide similar services to those affected.

(ii) CMBC Car Parking Order - Minute 83 (ii)

Northumberland County Council Solicitors confirmed that the Car Parking Order located at the back of Merton Way (north) and agreed prior to commencement of the Unitary Authority had not been properly enforced.

(iii) Highways Working Party – LTP submission - Minute 88 (iii)

Following submission of the LTP it was reported that NCC were looking at the Council’s request for a pedestrian crossing on North Road. Surveys were being carried out and if the criteria met placed on a list for future consideration. Councillors were notified that the County received 40 to 50 requests for pedestrian crossings each year.

(iv) Environment Working Party – Oxbow Lake - Minute 89

Specialist works identified earlier in the year at the above site, had been awarded to the Northumberland Wildlife Trust under delegated powers.

(iii) Transfer of Civic Regalia – Minute 95 (i)

Councillors were requested to supply any ideas how to best display or store the above items to the Clerk.

104. PLANNING

(i) Planning Committee

Minutes of meetings held on 1 and 16 September 2009 were circulated for information.

(ii) Report on recent planning decisions

A Development Management Committee was to be held on 8 October 2009 Therefore were no further decisions to report.


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CHAIRMAN DATE

105. GRANT APPLICATIONS

(i) Ponteland United Reformed Church

An application had been received from the above organisation towards purchase of a fridge and coffee machine to equip their community café.

RESOLVED - A grant of £250.00 be approved

106. PROGRAMME OF WORKS REPORT

The Chairman reported on the progress of projects for 2008/2009 and additional projects for 2009/10.

(i) Welcome signs
The applications had been re-submitted to Northumberland County Council.

(ii) Historical Signs
A suggested layout will be presented to the next meeting.

(iii) Skate Park
Land ownership issues had now been resolved and discussions were to commence re leasing of the land.
Grant funding sources were being examined and it was hoped to be able to submit a planning application soon.

(iv) Ponteland Park Tree Management Plan
The tenders had been received, opened and evaluated. The contract was awarded to Marshalls Tree Surgeons.

(v) Slope Protection Works
The Environment Agency was satisfied with the ecological report produced by the Council’s consultant. Minor issues regarding the hydrological assessment were ongoing. It was reported that the period for construction would be between July and October 2010.

(vi) CCTV
Works had commenced and were ongoing.

(vii) Play Area
The play area at Callerton Lane had been officially opened by Peter Beardsley on 30 September.
A letter of thanks had been sent to Peter however, the Council wished to formally record their appreciation for his attendance which had been a tremendous success.

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CHAIRMAN DATE

106. PROGRAMME OF WORKS REPORT (contd)

(viii) New Park Entrance – Callerton Lane
Works would commence shortly.

(ix) Purchase of new gritting machine
The equipment would be delivered on 13 October and onsite training would be provided for the contractors.

107. REGENERATION UPDATE

Further meetings had been held with officers at NCC and the developer and good progress was being made regarding proposals to progress the works. A project group was being established including officers from NCC, the Ponteland Community Partnership and the Town Council.

108. COMMUNITY FORUM

(i) Summary of issues from first meeting

A summary of issues from the first meeting was circulated to the Council. This would be circulated to all those who attended the first meeting.

(ii) Next Forum meeting - 12.11.09

Invites to the next Forum meeting to be held on 12 November 2009 at the Memorial Hall were to be sent out to all involved parties in the next few weeks.

109. BUDGET 2010/11 – WISH LISTS

(i) Revised wish list
Councillors were supplied a copy of the revised wish list for consideration at the forthcoming Budget Meetings.

(ii)Dates for meetings
It was suggested that meetings to consider the budget be evening meetings to be held on 4th and 25th November, in order to allow all Councillors the opportunity to attend.

RESOLVED – Agreed

(iii) Public Conveniences report
A report relating to various options for the provision of public conveniences was circulated ahead of a presentation to outline the same.
Councillors were informed that a document providing more detailed information was available in the Town Council office.

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CHAIRMAN DATE

109. BUDGET 2010/11 – WISH LISTS (contd)

(iv) NCC/NALC Joint Area Committee with Local Councils - West Area - 27.10.09
A meeting of the above committee was to be held on 27 October 2009 at Hexham. Councillor Ramsay and the Clerk would attend to represent the Council

RESOLVED - Agreed

110. AIRPORT NOISE ACTION PLAN CONSULTATION

A copy of the above document had been received for consultation purposes. Councillors were asked to submit any comments to the Clerk prior to the deadline date of 21 October.

111. BOUNDARY COMMITTEE FOR ENGLAND

Following proposals for the New Electoral arrangements for Northumberland County Council, a detailed report setting out various options for submission to the Boundary Committee was circulated to Councillors for discussion.

RESOLVED Agreed – To propose retention of the current existing boundaries as the preferred option, however failing that to propose a combination of the north and east wards and the south and west wards to create two 6 member wards which would maintain a balanced split of the Ponteland electorate.

112. STAFFING

i) To approve the appointment of the Mayor, Deputy Mayor and one other Councillor to the Staffing Committee for the purpose of reviewing salaries and hours of Council Staff.

RESOLVED - Approve the appointment of the Mayor, Deputy Mayor, Councillor Mrs E E Thompson to the Remuneration Panel.

112. POLICE

The Council was pleased to welcome Neighbourhood Beat Managers P C Paul Henery and P C Joanne Tennant to the meeting. P C Henery gave a brief statistical report of offences which had occurred in Ponteland since 18 September 2009. This included a number of cases of vandalism involving missiles procured from the glass recycling facilities at the rear of Merton Way. It was suggested that regular weekly collections of the glass before the weekend would eradicate this problem.

Councillor Richard Dodd agreed to follow this issue up with County NEAT Teams who were responsible for maintaining the recycling facilities.

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CHAIRMAN DATE
112. POLICE (contd)

It was reported that Northumbria Police had recently appointed Jill Ruddick as Community Support Officer for Ponteland; her role would be to provide a high visibility police presence in the village, to deter antisocial behaviour, and reassure the community.

i) Recent meeting.

Notes of a recent meeting with the Police Inspector were submitted to Councillors. These discussions outlined various short term and long term options proposed in an attempt to reduce anti social behaviour. Some short term measures had already been actioned and their effectiveness was being monitored.
Councillors were asked to consider the suggestion to display ‘CCTV in Operation’ and ‘No Ball Games’ signs

RESOLVED – Agreed to display ‘CCTV in Operation’ signs and defer decision on signs for ‘No Ball Games’.

(ii) Acquisition of cycle for Neighbourhood Beat Manager

The Council had received a request from Northumbria Police to purchase a 50% share in a cycle for use by the Neighbourhood Beat Officer in Ponteland. The cycle would be funded jointly with Darras Hall Estate Committee.

RESOLVED - A grant of £350.00 be approved

114. ENVIRONMENT WORKING PARTY

Minutes of the above working party held on 21 September 2009 were circulated for information. The main item of discussion related to future entries in Northumbria in Bloom by Ponteland Town Council following a recommendation made by the Working Party not to enter in 2010.

RESOLVED – Defer this decision pending examination of various ways of involving external assistance. Representatives of the Ponteland Parish Flower show committee and sixth form students at the High School had declared an interest in supporting the Council on this project.

A report showing comparisons of the three remaining bids for A Tree Management Survey of Ponteland Park was supplied. It was recommended that the Council accept the quotation from Marshalls Tree Surgeons.

RESOLVED – Agreed

The Working Party had agreed under delegated powers that identified works at Oxbow Lake be awarded to the Northumberland Wildlife Trust

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CHAIRMAN DATE
115. NORTHUMBERLAND COUNTY COUNCIL REPORT

(i) Fox Covert Lane Re-surfacing works

It was noted that an order had been made to close the road from 26 October to 6 November continually whilst works were carried out. The order would be in place from 23 October until 22 December in order to carry out any other works during that period.

The alternative route for northbound vehicular traffic will be northeast along the C348 Darras Road, turning left along the A696 West Road, then turning left again to rejoin the U9082 and Vice Versa.

Councillor Richard Dodd reported on the first phase of works at Thornhill Road which was now complete except for the yellow lines; works to add these would hopefully be carried out before Christmas. Indicators seemed to suggest that the new traffic calming measures were insufficient and this was being monitored to assess the need for an interactive speed sign.

It was reported that it was necessary for the County Council to make more cuts to their budget for 2010/11 although it was not yet known which areas would be affected.

116. MAYORS REPORT ON RECENT EVENTS

(i) One hundredth birthday celebration
The Mayor had been delighted to attend the 100th birthday celebration of Bessie Gray. He had presented Mrs Gray with a bouquet of flowers on behalf of the Town Council.

(ii) Ponteland Parish Flower Show
The Mayor had attended the above event and had presented the new Town Council trophy to the winner of the under 12 art show, Zoe Ling.

(iii) Battle of Britain Memorial Service
The Mayor had attended the above service held at Alnwick.

(iv) Ashington Town Council Civic Service
Councillor Ramsay had attended the inaugural service of the Mayor of Ashington Town Council.

(v) Official opening of Callerton Lane Play Area
See Minute 106 (vii)

(vi) Freedom of Information request
It was reported that a Freedom of Information request had been received in relation to a Highways Working Party matter. The information would be copied to Councillors.

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CHAIRMAN DATE
116. MAYORS REPORT ON RECENT EVENTS (contd)

(viii) Great North Run
The Mayor paid tribute to the Deputy Mayor, Councillor David Butler who had completed the Great North Run and had raised £250 for the Great North Air Ambulance.
Councillor Butler thanked all those who had sponsored him on what had been a great day.

(ix)Ponteland Civic Society – talk
Town Councillors and staff had been invited to a talk organised by the Civic Society on Monday 26 October at 7.30 p.m. at St Mary’s Church Hall. The talk would be given by County Councillor Roger Styring on the subject of ‘A Journey through Local Government Reorganisation’.

117. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

(i) Farmers Markets meeting
Councillor Mrs Armstrong had attended the above meeting where it had been agreed to maintain the Farmers Market in Ponteland until December. A leaflet drop campaign to promote use of the facility was progressing and attendance would be monitored and reviewed each month; Councillor Mrs Armstrong stated that it was necessary for people to use the market or it would cease trading.

(ii) LMAPS Meeting
Councillors Ramsay, Armstrong and Mrs Armstrong had attended the above meeting held in Ponteland on 6 October. The meeting proved to be extremely useful. Meetings were held in Ponteland on alternate months and the next meeting would be in Prudhoe. It was suggested that all Councillors should attend one of these meetings that were also preceded by a public question session.

118. ACCOUNTS /BANK RECONCILIATION

The Accounts Committee approved payments totalling £76501.10 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for September 2009 was also approved.

118A. ANNUAL AUDIT 2008/09 – ANNUAL RETURN AND AUDITORS REPORT

Councillors were supplied a copy of the Annual Return together with a report from the external auditors.
The report outlined two areas of action to be taken by the Council. This related to the level of fidelity guarantee insurance and a review of the effectiveness of the internal audit.

The Clerk would be submitting an action plan of proposals to deal with the above issues at the November meeting.

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118A. ANNUAL AUDIT 2008/09 – ANNUAL RETURN AND AUDITORS REPORT(contd)

RESOLVED – (i) The annual return and auditors report be accepted and in accordance with Regulations, a Notice of Conclusion of Audit be displayed for 14 days.

IT WAS RESOLVED THAT UNDER THE PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 THAT THE PRESS AND PUBLIC BE EXCLUDED FOR THE FOLLOWING ITEM ON THE GROUNDS OF THE CONFIDENTIAL NATURE OF THE BUSINESS TO BE TRANSACTED.

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CHAIRMAN

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DATE

DATE OF NEXT MEETING – WEDNESDAY 11 NOVEMBER 2009 AT 6.45PM AT THE TOWN COUNCIL OFFICE.


119. SALARY AWARD FOR LOCAL COUNCIL CLERKS AND STAFF

It was reported that a pay award of 1.00% was to be made backdated to 1st April 2009. This affected the Salaries of the Clerk, Deputy Clerk, Assistant Clerk and the Merton Hall Caretaker.

RESOLVED – The information be accepted.

120. PONTELAND MEMORIAL HALL

An Annual staff appraisal was scheduled for Wednesday 23 September at 10.00am to be conducted by Councillor D Butler and Councillor Mrs Elizabeth Thompson.