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PONTELAND TOWN COUNCIL

MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 9 JUNE 2010

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, A Mee, Carl Rawlings and Mrs E E Thompson,

Presentation by Northumberland Carers
Ms Kelly Railton from Northumberland Carers was in attendance to give a presentation about the work of her organisation.

The work involved assisting carers who often felt lonely and isolated whilst caring for a relative or friend.
.
This involved the organisation of trips, relaxation days and leisure activities.
There was a group in Ponteland that met on the 1st Friday of every month at the Ponteland Memorial Hall from 10.30 to 12.30. Anyone interested in becoming involved should contact Carers Northumberland on 0844 800 7354.

It was queried whether any grant awarded to the organisation would be spent entirely in Ponteland and an assurance was given that this would be the case.

Ms Railton was thanked for her attendance.

PUBLIC QUESTION TIME
There had been no written questions submitted.
The Mayor gave the one member of the public present the opportunity to ask a question of the Town Council.
The resident did not have any questions.

24. APOLOGIES FOR ABSENCE

An apology for absence was received from Councillor R Hutchinson

25. DECLARATIONS OF INTEREST

There were no declarations of interest.

26. MINUTES OF THE COUNCIL MEETING HELD 12 MAY 2010

The Minutes of the Council Meeting held on 12 May 2010 were confirmed
and signed by the Chairman.


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CHAIRMAN DATE

27. MATTERS ARISING

(i) Farmers Market – This was the first market held in Merton Way
Shopping Centre and it was thought to be successful. A further market
was scheduled for Saturday 26 June 2010.

(ii) Accounts Committee – The mandate was now complete and with the
bank.

(iii) Contracts of Employment – The contracts had been amended after taking
advice from the North East Regional Employers Organisation and were ready
to be signed. Councillors could view the contracts on request.

(iv) O2 Protest Group – Request for grant – Advice had been taken on
this matter however, further advice would be sought from the Council’s
Solicitor.

(v) Boundary Committee – The Mayor would be writing to the new MP
for this area in relation to this matter.

(vi) PNV contract – The two parties solicitors were still in discussions about
one item on the contract however, this would be agreed in the near future.

(vii) Winter treatment of footpaths in main settlements – Information had
been sent to the County Council and copied to Councillors on this issue.

28. PLANNING
(i) Planning Committee

Minutes of meeting held on 27 April and 11 and 25 May 2010 were circulated for information.

(ii) Report on recent planning decisions
There were no reports on recent decisions.

29. GRANT APPLICATIONS

(i) Carers Northumberland

A grant application had been received from the above organisation for assistance towards their work in supporting carers.

RESOLVED – A grant of £250 be agreed with the proviso that the funds be spent solely on assisting carers in Ponteland.

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29. GRANT APPLICATIONS (Continued)

(ii) Holy Saviour Church, Milbourne

A grant application had been received from the above Church for assistance towards their ground maintenance costs.

RESOLVED - A grant of £300 be approved.

30. ANNUAL AUDIT OF ACCOUNTS 2009/10

A copy of the Annual Audit return for 2009/10 had been circulated to Councillors together with the Income and Expenditure Account for the year ended 31 March 2010.

Councillors were asked to review Section 1 – the statement of accounts to confirm their approval of the entries in each box. The Council were also asked to approve Section 2 – the Statement of Assurance to confirm their approval of the measures in place. The Council’s Internal Auditor had carried out his audit and completed his section of the Annual Return. A copy of his report which included two suggestions relating to the re-claim of VAT and monthly reporting of income was also submitted.

RESOLVED –

(i) Section 1 of the Annual Return be approved.

(ii) Section 2 of the Annual Return had been discussed and completed and
was approved.

(iii) The report of the Internal Auditor be approved and the suggestions outlined
within the report relating to reporting receipt of income on a monthly basis
and regular VAT re-claims be implemented.


31. STANDING ORDERS AND FINANCIAL REGULATIONS

Further to Minute 5(vi), a review of the above had been carried out and a copy of the revised documents had been circulated to Councillors.

RESOLVED – The Standing Orders and Financial Regulations be approved.


32. PROGRAMME OF WORKS REPORT

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


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32. PROGRAMME OF WORKS REPORT(Continued)

(i) Welcome signs
Councillor Armstrong had spoken to NCC Highways Officers who expressed a wish to attend a meeting of the Highways Working Party to discuss this issue in more detail. The Clerk was asked to submit dates of future meetings to these officers.

(ii) Skate Park
Information on the transfer of land had not yet been received from NCC. This was being chased up.

(iii) Ponteland Park Tree Management Plan
The urgent works were complete.
The requests for quotes for the high priority work had been received and were in the process of being assessed.

(v) Slope protection works
The Employers Acceptance had been signed following on from the decision at the last Town Council meeting. The Council’s Consultants, Scott Doherty Associates had submitted the application to the Environment Agency and it appeared that approval would be granted very soon. It was likely that the works could commence on 1 July as expected.

(vi) CCTV
A full report would be submitted to the next Town Council meeting.

(vii) Play area
The project was complete.
The artwork for the sign had been completed and an order had been placed

2010 project(s)
(viii) Timber footbridge re-furbishment
The contractor, G & B Engineering were to carry out the works as per their quotation. There were still some outstanding items that they needed to submit to the Environment Agency and hopefully the works could be carried out after the Music in the Park event at the beginning of July.


33. BUDGET 2011/12 – WISH LIST

Councillors were reminded of the need to submit any items they would wish to see included within the budget for 2011/12 to the Clerk by August. These items would then be costed prior to consideration of a draft budget in November/December 2010.


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34. COMMUNITY INVOLVEMENT – DEVELOPMENTS INVOLVING
MAJOR PUBLIC CONSULTATION

The Chairman of the Planning Committee had submitted a report relating to concerns at the lack of public consultation involved with the planning application for the former Care Village.

It was suggested that a letter should be sent to the West Area Planning Manager highlighting these concerns and requesting that the application is not considered by the West Area Planning Committee until a proper consultation process with this Council and local residents had been carried out, to ensure that all concerns could be raised.

RESOLVED – That a letter be sent to the West Area Planning Manager setting out the comments mentioned above and copies be sent to the Chairman of the West Area Planning Committee and the Ponteland County Councillors.

35. REGENERATION

It was reported that the meeting of the Regeneration Group scheduled for this month had been cancelled and re-arranged for early July. A further report would be given at the next meeting.

36. COMMUNITY FORUM

The above Forum had been held on 20 May and had been well attended. The various points raised at the meeting would be collated and distributed to attendees. A further meeting of the Forum would be held in September.

37. 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 from 1.30 p.m. to 5.00 p.m. and to give their names to the Clerk.

38. MUSIC IN THE PARK

Members were reminded that the above event was to be held on Saturday 3 July 2010 from 6.00 to 9.00 p.m.

Volunteers were needed to assist with setting up in the afternoon and carrying out steward duties in the evening.

Councillors were asked to give their names to the Clerk if they were able to assist.


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39. NORTHUMBERLAND CHARTER

Information in relation to this matter had been previously circulated to Councillors.
Members were reminded that the questionnaire that had been sent out should be returned to the Clerk as soon as possible.

RESOLVED – The return of the questionnaire be delegated to the Mayor and to the Clerk following receipt of responses from Councillors.

40. APPOINTMENT OF APPRAISAL PANEL

It was necessary to appoint the above Panel to carry out the appraisal of staff in the near future.

RESOLVED – Councillors D Butler and Mrs E Thompson be appointed to carry out the staff appraisals.

41. HIGHWAYS WORKING PARTY

Notes of a meeting of the above Working Party held on 19 May 2010 had been circulated.

The Working Party had discussed several issues including the LTP submission and the siting of speed indicator signs on the West Road and Bell Villas.

Councillor Mel Armstrong reported that he would be attending a meeting of the NCC Winter Services Review Group on the 16 June.

RESOLVED – The Minutes be received.

42. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the above Working Party held on 24 May 2010 had been circulated.

RESOLVED –

(i) Twizell Place Play Area Fencing
That the goal posts be removed and stored when practicable and that repairs to the fence be carried out, after which the goal posts be re-positioned. Every effort be made to discuss this matter with the Police Inspector.

(ii) Allotment number 2 request to take on full allotment
That the request be refused and the remainder of the vacant plots be let as soon as possible.

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42. ENVIRONMENT WORKING PARTY (Continued)

(iii) Allotment number 10 – possible halving of site
That the tenant be informed that he should keep the whole plot as funds were not available to carry out these works.

(iv) Paving – Coates Green
That quotations be obtained for the permanent solution as set out in the report and if funds permit, consider carrying out the remedial work in October.

(v) Pele Tower Sign
The sign remain in situ.

(vi) NIB Summer Judging/Litter pick
As the date of the summer judging had been changed to 14 July, a litter pick be held on Saturday 10 July.

43. NORTHUMBERLAND COUNTY COUNCIL REPORT

(i) New Dog Laws for Northumberland – Consultation document
previously circulated
A copy of the above document had been circulated to Councillors. Some responses had been received however, Members were asked to submit any comments to the Clerk as soon as possible who would ensure a response was forwarded to NCC by the due date of 30 June.

Councillors Armstrong and Dodd reported on their attempts to raise the profile of Ponteland within the County Council.

They also reported on further potential budget cuts of £10million which would have an impact on services.

44. MAYOR’S REPORT ON RECENT EVENTS

(i) New seat at Callerton Lane Play area donated by Extended Services
Department at Ponteland Community High School

The Mayor urged those Councillors who had not yet seen the seat to go and look at it. He expressed appreciation to the Extended Services Department at the High School for this donation.

(ii) Town Council/Bowling Club Bowls evening – Friday 18 June
Councillors were reminded of the above event. The Clerk would find out the times and e mail details to Members.

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CHAIRMAN DATE


45. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

Councillor Alan Mee had produced a report of his attendance at the LMAPS meeting held on 18 May 2010.

Councillor Mrs Joyce Butcher had submitted a report relating to her attendance at the Airport Consultative Committee on 1 June 2010.

46. ACCOUNTS AND BANK RECONCILIATION/BUDGET UPDATE

The Accounts Committee approved payments totalling £20850.29 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for May 2010 was also approved.

An update on the current budget situation was also circulated.

RESOLVED – The reports be approved.

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.


47. STAFFING ISSUES

A report by the Clerk to the Council in relation to staffing issues had been circulated.

RESOLVED – it is recommended that the Clerk be authorised to employ additional resources as necessary and make an additional payment as set out within the report to the Assistant Clerk from 1 June 2010 and report to the Council on a monthly basis on costs incurred.






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CHAIRMAN

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DATE

DATE OF NEXT MEETING – WEDNESDAY 14 JULY 2010 AT 6.45PM AT THE TOWN COUNCIL OFFICE.
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