Ponteland Online Community Website

[staff]

PONTELAND TOWN COUNCIL

MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 9 DECEMBER 2009

Present: Councillor R G Ramsay (in the Chair)

Councillors Mrs E Armstrong, P M Armstrong, Mrs J Butcher, D Butler,A S Cave, T A Chilton, P Cowey, R Hutchinson, A Mee and C Rawlings. Also in attendance was Councillor Richard Dodd (Northumberland County Council).

Presentation by Margaret McCormick

Margaret McCormick from Extended Services at Northumberland County Council was in attendance to give a presentation to the council regarding a drama project she was running at the High School dealing with the theme of anti social behaviour.

Other organisations such as the Police and Victim Support were also involved with the project.
The young people were visiting older residents of the Manor care home and talking to them about their life and experience and then writing a play centered around what they had learned.

The group would then perform the play over the period of a week and Town Councillors would be informed of the date of performances if they wished to attend.

Mrs McCormick was thanked for her informative presentation and for attending the meeting.

140. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors R Hutchinson and Mrs E E Thompson.

141. DECLARATION OF INTEREST

Councillor Butler declared an interest in item 156 relating to the allotments.

142. MINUTES OF THE COUNCIL MEETING HELD 11 NOVEMBER 2009

The Minutes of the Council Meeting held on 11 November 2009 were confirmed as accurate and signed by the Chairman.

……………………………………………………………………………………………..
CHAIRMAN DATE

143. MATTERS ARISING

(i) Letter from Boundary Committee for England
An acknowledgement of the information submitted from the Town Council had been received.

(ii) Minute 135. (i) Declarations of Interest
An explanatory note relating to the above had been circulated with the agenda.

(iii) Minute 126. Grant Applications (ii) Dalton Hall
A letter of thanks was received from the above organisation in respect of a grant received from the Council towards annual maintenance and running of the hall.

144. PLANNING

(i) Planning Committee

Minutes of meetings held on 29 October and 10 November 2009 were circulated for information.

(ii) Report on recent planning decisions

Councillor Butler reported that following the meeting of the Area Planning Committee West on 5 November 2009 there had been no applications pertinent to Ponteland and consequently there was nothing to report.

145. GRANT APPLICATIONS

(i) Northumberland Wildlife Trust

An application had been received from the above organisation towards a conservation project at the High School.

RESOLVED - A grant of £250.00 be approved

(ii) Vitalise

An application had been received from the above organisation towards essential breaks for disabled people with carers

RESOLVED - A grant of £124.50 be approved


……………………………………………………………………………………………..
CHAIRMAN DATE

145. GRANT APPLICATIONS (contd)

(iii) 1st Ponteland Scout Group

An application had been received from the above organisation towards the cost of explorer scouts taking part in Tall Ships event in 2010

RESOLVED - A grant of £350.00 be approved

146. BUDGET 2010/11

The Council had been deliberating their budget for the next financial year over a number of weeks.
One of the major issues for the Council was the construction of the slope protection at Fox Covert. It was agreed to fund these works in the following year by means of a 10 year loan and in the meantime, other sources of funding would be examined.

Other works in the park included the refurbishment of the second footbridge and resurfacing of the other footbridge and some improvement work to footpaths over a two year programme.
Work on trees arising from the recent Tree Management Survey was also to be carried out.

The environmental works would continue and would be augmented by additional labour to assist during the summer season.

Provision was also made for a further speed display sign to be used on the West Road and Cheviot View.
It was agreed to place a sum to add to the capital reserve fund which was to be used for the replacement of the Council’s many assets when required.

In summary, the Council proposed to spend £98,000 on highways and the environment, £260,000 on the park and play areas (this includes the provision of a 10 year loan), £64,000 on grants and general assistance to the community, £20,000 on office provision, £36,000 on general administration and £15,000 to capital reserves.

This equated to a total budget of £493,000 which will be partially funded by income, transfer from reserves and the loan to give a net precept requirement of £333,000. This represented a Band D provision of approximately £61 over the year, just over £1 a week.


……………………………………………………………………………………………..
CHAIRMAN DATE

146. BUDGET 2010/11(contd)

Whilst it appeared that all the relevant budgetary information had been received from the County Council, the Town Council agreed to reserve the right to alter the budget if any further information from the County Council regarding provision of services at local level was received.

RESOLVED – The Town Council approved the budget as set out and levy a precept of £333,000 on Northumberland County Council. It was agreed that the Council reserve the right to amend the budget if further information from NCC regarding provision of services at local level relevant to 2010/11 was received.

147. RISK MANAGEMENT REPORT

The Council considered the annual risk management report prepared by the Clerk which covered any potential risks to the Council’s business, property, employees, Councillors and contractors.
The report also included a review of the Council’s internal controls and a review of the Internal audit process.

The systems in place were robust and the Council were satisfied that all appropriate actions were undertaken to safeguard the Council’s business and property.

RESOLVED – The reports be accepted and the Council agreed that all appropriate actions were being undertaken to safeguard the Council’s business and property.

148. PROGRAMME OF WORKS REPORT

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

(i) Welcome signs
Objections to the signs had been received from NCC Highways. The Clerk and the Mayor were to meet with a representative from Highways to discuss the matter.

(ii) Historical Signs
Details of the proposed layout for the signs had been produced and the completed signs had been installed on Coates Green and at the bottom of Merton Way.


……………………………………………………………………………………..
CHAIRMAN DATE



148. PROGRAMME OF WORKS REPORT (Continued)

(iii) Skate Park
A letter had been received from the County Council stating that some pre-planning consultation had to be carried out before the land transfer was agreed. The issue of freehold of the site was also to be considered.

(iv) Ponteland Park Tree Management Plan
The work had been completed and the document was under consideration.
The Environment Working Party had recommended that the urgent works be carried out as soon as possible.

(v) Slope Protection Works
No further information was available at present.

(vi) CCTV
The installation of three of the cameras was complete.
Discussions were ongoing with NCC regarding siting of the camera at Fratellis and the play area.

(vii) Play Area
This project was now complete and the cradle swings had been installed.
A site meeting had recently been held with the installer to discuss surfacing issues.

(viii) New Park Entrance – Callerton Lane
This project was complete.

149. SLOPE PROTECTION WORKS

A report had been received from the Consultants relating to the works required to take the project to contract award status.

This would involve expenditure in the sum of £11,106.
It was suggested that the consultants should be asked to produce a project plan.

RESOLVED – The consultants be instructed to proceed with the works in the sum of £11,106 and they be asked to prepare a project plan for the works.

150. REGENERATION UPDATE

The Mayor reported that a report was to have been submitted to the NCC Executive with regard to the way forward however, this had been withdrawn.
It was hoped that a report would be submitted to the Executive in January.

……………………………………………………………………………………..
CHAIRMAN DATE

151. COMMUNITY FORUM

A report of the meeting of the Forum held in November would appear in the January edition of Pont News and Views.

152. POLICE

The Police were unable to be present at the meeting.

153. MEMBERSHIP – PLANNING COMMITTEE/HIGHWAYS WORKING
PARTY AND ENVIRONMENT WORKING PARTY

RESOLVED - Councillors P Cowey and A Mee be appointed to sit on the Planning Committee.

Councillor Mee was also appointed to sit on the Highways and Environment Working Parties.

154. NORTHUMBERLAND STRATEGIC PARTNERSHIP (NSP) –
WEST AREA PARTNERSHIP

The Council had been asked to appoint a representative to sit on the above.
Each of the Town Councils in the West area had been asked to appoint a representative.

RESOLVED – Councillor R G Ramsay be appointed as the Council’s representative.

155. SOCIETY OF LOCAL COUNCIL CLERKS – SUBSCRIPTION

The above subscription in the sum of £190 for the year was due.

RESOLVED – The subscription be paid in the sum of £190.

156. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the above Working Party held on 7 December 2009 had been circulated.

In relation to the allotments concern was expressed that Ward Councillors were not being kept informed of developments.

……………………………………………………………………………………..
CHAIRMAN DATE


156. ENVIRONMENT WORKING PARTY(Continued)

Councillors were reminded that they received copies of the agenda and were able to attend meetings if they wished to speak on a particular item, although they could not vote. However, all decisions were submitted to Council for ratification.

RESOLVED –
Allotments
(i) In relation to item (iv) the price of £643.16 be approved for the works
to allotments 9, 10, 11 and 11a subject to funding being available.

(ii) In relation to items (vii) and (ix) above, letters be sent out to all allotment holders early in the New Year stating that a revised fee structure was being examined and asking if :
- they wished to retain their plots for 2010 or
- they wished to retain half a plot for 2010 or
- they wishes to relinquish their plot altogether.
The responses would be reported back to the Working Party and the fee structure would then be determined for approval by Council.
The letter should also include mention that the Council were examining the possibility of forming an allotment association and request their views on the proposal.
Woodland Management
(iii) That a price be obtained for the urgent works as outlined within the report and that other works be carried out when appropriate as recommended in the schedule and as funds became available. It was agreed that the Chairman of the Working Party and the Clerk have delegated authority to approve the works once prices had been obtained.
Park
(iv) Agreed that the possibility of some colourful planting in the park be examined at the January meeting.

157. NORTHUMBERLAND COUNTY COUNCIL REPORT

(i) Northumberland Charter for Local Councils
Information received from the County Council in relation to services being devolved to local councils in 2010/11 had been circulated.

This did not appear to affect the Town Council who already undertook these services although the possibility of obtaining the freehold of bus shelters would be examined.



……………………………………………………………………………………………..
CHAIRMAN DATE
157. NORTHUMBERLAND COUNTY COUNCIL REPORT (Continued)

Councillors Dodd and Armstrong reported on the budget situation at the County Council. It appeared that a reduction of £20 to £30million was required therefore some cuts in services would be necessary.
A series of budget consultation events would be held in the new year.

158. MAYORS REPORT ON RECENT EVENTS

(i) Christmas Closing – Town Council Offices

Councillors were informed that the Council offices would be closed from 12.30 p.m. on Wednesday 23 December 2009 and would re-open at 9.30 a.m. on Monday 4 January 2010. Notices had been displayed on notice boards.

(ii) Christmas get together – 17.12.09
Councillors were invited to attend the above event to be held at the Council offices at 11.30 a.m. on the 17 December.

(iii) Welcoming Home the 2nd Battalion the Royal Regiment of
Fusiliers – 8.12.09
The Mayor had been delighted to attend the above event which had been exceptionally well attended and was very memorable.

159. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

(i) LMAPS Meeting

Several Councillors had attended the above meeting held at the Memorial Hall on 1 December 2009.

Reference was made to the arson attack on the Waitrose bridge which had been discussed at the meeting. The Police had made it clear they would only be able to apprehend someone for this crime with a high degree of public assistance.

It was stated that a traffic survey would be carried out in Callerton Lane in the new year relating to the school traffic.

(ii) Perfect 10 Debate

Several Councillors had attended the above meeting held in Hexham on 1 December.

……………………………………………………………………………………………..
CHAIRMAN DATE




159. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS(Continued)

(iii) Newcastle Airport Consultative Committee

Councillor Mrs J Butcher submitted a report relating to her attendance at the above.

139. ACCOUNTS AND/BANK RECONCILIATION

The Accounts Committee approved payments totalling £26058.16 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for November 2009 was also approved.

…………………………………………
CHAIRMAN

………………………….
DATE

DATE OF NEXT MEETING – WEDNESDAY 13 JANUARY 2010 AT 6.45PM AT THE TOWN COUNCIL OFFICE.
_________________
www.pontelandtowncouncil.co.uk