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PONTELAND TOWN COUNCIL

MINUTES OF THE ANNUAL MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 12 MAY 2010

Present: Councillor R G Ramsay (in the Chair)

Councillors Mrs E Armstrong, P M Armstrong, D Butler, A S Cave, T A Chilton,
P Cowey, R Hutchinson, A Mee, Carl Rawlings and Mrs E E Thompson,

Presentation of Second Mile Award
The Mayor was delighted to present a cheque to the recipient of the Second Mile Award, David Metcalfe, a student at Ponteland Community High School.

David was an outstanding student and was very active in the school as a prefect, senior librarian, to mention a few roles.

He had also recently helped the Town Council with some ideas for planting for Northumbria in Bloom and he and some fellow students had actually helped with the re-planting of the rockery on Main Street.

David was delighted to accept the award and said that he would use the funds to help him in his studies.

1. ELECTION OF MAYOR

It was proposed that Councillor R G Ramsay be elected Mayor for the Town Council for 2010/11.
RESOLVED - there being no further nominations Councillor Ramsay be elected Mayor of the Town Council.

2. ELECTION OF DEPUTY MAYOR
It was proposed that Councillor D Butler be elected as Deputy Mayor of the Town Council.
RESOLVED – There being no further nominations, Councillor D Butler be elected as Deputy Mayor for the ensuing year.

3. APOLOGIES FOR ABSENCE

An apology for absence was received from Councillor Mrs J Butcher



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CHAIRMAN DATE



DECLARATIONS OF INTEREST

There were no declarations of interest.

4. MINUTES OF THE COUNCIL MEETING HELD 14 APRIL 2010

The Minutes of the Council Meeting held on 14 April 2010 were confirmed
and signed by the Chairman subject to the following amendments:
(i) Minute 229 – NCC Report – the telephone number be amended to
0845 600 6400.
(ii) Minute 231 (iii) – change reference to ‘Central Library Consultative Committee’ to ‘Rural West Library Committee’.

5. MATTERS ARISING

(i) Letters of thanks – Darras Hall Estate Committee, Community Actio
Northumberland, Age Concern Northumberland, Great North Air
Ambulance
Letters of thanks had been received from the above organisations in respect of grants received.

(ii) Farmers Market – The Farmers Market would be held in the Merton Way
shopping centre on Saturday 22 May.

(iii) Accounts Committee – The mandate had been signed, some identification
documentation was still awaited.

(iv) Contracts of Employment – Comments had been received from NEREO and a meeting would be held with the panel reviewing the contracts prior to their submission to Council.

(v) Music in the Park – was progressing.

(vi) Standing Orders/Financial Regulations – Amendments would be reported to the June Council meeting.

(vii) O2 Protest Group – Request for Grant – Some information had been received from the Monitoring Officer in relation to this matter however, further advice would be sought prior to discussion at the next meeting.

(viii) Boundary Committee – This was to be raised with the MP for this area.

(ix) Litter Pick – This had been poorly attended although those who had been involved had worked hard and carried out excellent work.

(x) PNV contract – This was under discussion with both parties’ solicitors.

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CHAIRMAN DATE
6. APPOINTMENT OF ACCOUNTS COMMITTEE

(i) To approve the appointment of the Mayor, Deputy Mayor and eight Councillors to the Accounts Committee for the purpose of authorising all payments made by the Councils Deposit Account.

RESOLVED - Approve the appointment of the Mayor, Deputy Mayor, Councillors Mrs E Armstrong, M Armstrong, Mrs J Butcher, A S Cave, T A Chilton, P Cowey, A Mee and Mrs E Thompson.

7. APPOINTMENT OF REPRESENTATIVES

A list of the current appointees to local organisations had been circulated and some additions were made.
RESOLVED – The revised list of appointments with the additions be approved and circulated to Councillors

8. PONTELAND TOWN COUNCIL COMMITTEES/WORKING PARTIES

A list of the current appointees to Town Council Committees and Working Parties had been circulated. Some revisions were made
RESOLVED – The revised list of appointments be approved and circulated to Councillors.

9. PLANNING
(i) Planning Committee

Minutes of meeting held on 30 March and 13 April 2010 were circulated for information.

(ii) Report on recent planning decisions

There was nothing to report

10. NORTHUMBERLAND ASSOCIATION OF LOCAL COUNCILS SUBSCRIPTION

The above subscription up to 31 March 2010 was due for payment in the sum of £730.63 plus Local Government Review publication at £13.50, a total of £744.13.
RESOLVED – The subscription be renewed

11. DATES OF TOWN COUNCIL MEETINGS 2010/11

A list of proposed dates for Town Council Meetings for the forthcoming year had been circulated. The schedule of pre-agenda meeting dates was also shown and if Councillors had items for the agenda they should aim to get them to the Clerk at least two or three days prior to this date.

RESOLVED – The dates be approved.
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CHAIRMAN DATE
12. PROGRAMME OF WORKS REPORT

The Chairman reported on the progress of the outstanding projects for 2009/2010.

(i) Welcome signs
No further progress had been made at this time.

(ii) Skate Park
The results of the pre-application had been reported to NCC and they were now dealing with the transfer of the land to the Council.

(iii) Ponteland Park Tree Management Plan
The urgent works were complete.
The requests for quotes for the high priority work had been sent out.

(v) Slope protection works
A separate report was to be considered.

(vi) CCTV
A meeting was to be held with the supplier on 18 May. The progress on the installation of the new pole at Bell Villas was being pursued.

(vii) Play area
The project was complete.
The artwork for the sign had been completed and an order would be placed for the Town Council sign as soon as possible.

2010 project(s)
(viii) Timber footbridge re-furbishment
The Council was reminded that delegated approval had been granted to the Mayor and the Clerk to award the contract to the lowest tenderer.
This had been awarded and discussions held with the company, G & B Engineering. The application had been lodged with the Environment Agency and work would commence as soon as permission had been received.

Progress on other projects would be listed when work was commenced.

13. SLOPE INVESTIGATION WORKS

A report relating to the award of the contract for the above had been circulated.
Councillors had agreed in principle at the last meeting to award the contract to the lowest tenderer subject to a review of financing arrangements.

A breakdown of the costs involved was set out within the report and details of how this could be accommodated from within the current budget was explained.

RESOLVED – The Council approve the method of financing the works and formally approve the signing of the contract with Metcalfes.
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CHAIRMAN DATE
14. COMMUNITY FORUM

Members were reminded that this event was to take place on Thursday 20 May at 7.30 p.m. Copies of the draft action plan were available for Councillors.

15. REGENERATION

A progress report on the above was given to Councillors.

16. PARTY IN THE PARK

Councillors were reminded that the above event was to take place on Sunday 13 June from 2.00 to 5.00 p.m.
Councillors were asked to volunteer to man the Council stand.

17. WINTER TREATMENT OF FOOTPATHS IN MAIN SETTLEMENTS

Information had been received from the County Council relating to a revision of footpath gritting areas being carried out. This was with a view to publishing maps identifying areas that would be treated to ensure public awareness.

Councillors were asked to review this information and highlight those areas within their wards they felt were high priority with a view to submitting comments to NCC by Friday 21 May.

RESOLVED – Councillors submit this information to the Clerk as soon as possible to enable this deadline to be met.

18. NORTHUMBERLAND CHARTER
Information had not yet been received from the County Council on this matter.

19. NORTH EAST REGIONAL EMPLOYERS ORGANISATION – PAYMENT
OF SUBSCRIPTION

Councillors were asked to authorise payment of the above at a cost of £273 plus VAT (£320.78).

RESOLVED – The subscription be renewed.

20. NORTHUMBERLAND COUNTY COUNCIL REPORT

(i) Proposed upgrading of Zebra Crossing at Callerton Lane to
Puffin Crossing
Information had been received from NCC re the above proposal. Comments were to be sent to NCC by 17 June 2010.
The Clerk agreed to send this information to all Councillors for comments.

There were no other reports from County Councillors.
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CHAIRMAN DATE
21. MAYOR’S REPORT ON RECENT EVENTS

(i) Civic Service
The event had been a great success and the Mayor wished to express his appreciation to the staff for the organisation which had gone very smoothly.

(ii) NALC Larger Councils Forum – 29 April 2010
The Mayor reported that the Clerk and himself had attended the above meeting which had also been chaired by Councillor Peter Cowey as Vice Chairman of NALC. It appeared that some of the new Councils in South East Northumberland had concerns about undertaking services previously performed by the County Council. Ponteland Town Council had already provided these services for some time.

(iii) Town Council/Bowling Club Match – 18 June 2010
Councillors were informed of the above event which had been well attended last year and was a good evening for all involved.

22. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

Councillor Alan Mee produced a report of his attendance at the LMAPS meeting held on 20 April 2010. The next meeting would be held on 18 May.

Councillor Mrs Joyce Butcher had submitted a report relating to her attendance at a Ponteland Memorial Hall meeting on 22 April 2010.

23. ACCOUNTS AND BANK RECONCILIATION/BUDGET REVISION/
CAPITAL ALLOCATIONS REPORT

The Accounts Committee approved payments totalling £23660.26 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for April 2010 was also approved.

Reports showing proposed changes to the budget for 2010/11 and details of the capital allocations were also submitted.

RESOLVED – The reports be approved.



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CHAIRMAN

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DATE

DATE OF NEXT MEETING – WEDNESDAY 9 JUNE 2010 AT 6.45PM AT THE TOWN COUNCIL OFFICE.
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