Minutes Town Council Meeting 14th March 2018

PONTELAND TOWN COUNCIL

MINUTES OF A MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 14 MARCH 2018  

 

Present:  Councillor A Varley (in the Chair)

Councillors S Ahmed, Mrs C Caisley, L Darwin, R Dodd, Mrs C Greenwell, A Hall, Mrs S Johnson, Mrs K Overbury, A Shanley and Mrs K Woodrow.

 

 APOLOGIES FOR ABSENCE

An apology for absence was received from Councillor T Edwards-Clay

 

  1. DECLARATIONS OF INTEREST

There were no declarations of interest.

 

  1. MINUTES OF THE COUNCIL MEETING HELD 14 MARCH 2018

The Minutes of the Council Meeting held on 14 February 2018 were confirmed

and signed by the Mayor.

RESOLVED – The minutes be approved

 

  1. MATTERS ARISING

(i)         Minute 160(ii) – Youth Service grant

The Clerk reported that an update report would be prepared for the April meeting.

(ii)        Minute 162 – ABCT Plaque

The Clerk reported that NCC had agreed in principle to the plaque being sited at the front of Merton Hall on the grassed area.  A licence would be drawn up by NCC.

(iii)       General Data Protection Regulations (GDPR)

The Clerk reported that an update report would be submitted to the April meeting.

 

  1. PLANNING

 (i) Planning Committee 

Minutes of meetings held on 6 and 20 February 2018 were circulated for information.

(ii) Report on recent planning decisions

There was nothing to report

 

179. GRANTS

 Ponteland Community Partnership (PCP)

A grant application had been received from the PCP for funds towards support for running costs such as insurance, audit fees, training and website costs.  The Clerk reported that there was currently £1850 remaining in the small grants budget.

RESOLVED – A grant of £500 be approved.

 

  1. PROJECTS REPORT

 The projects report had been circulated for the information of Councillors.

The Council agreed to delete items 2, 5 and 11 from the list as they related to the skate park and this was not being replaced.

It was reported that the site visit with Northern Powergrid had been held on 12 March in relation to the power supply for the Pele Tower lighting.  A report would be submitted to a future meeting to progress this project.  The cost of the work was favourable and some investigation of whether any permissions were required was to be carried out.

 

RESOLVED – The report be accepted.

 

  1. STANDING ORDERS/FINANCIAL REGULATIONS

A report relating to the review of Standing Orders and Financial Regulations had been circulated.

The review had been carried out by email due to staff sickness.  Various comments and amendments to both documents had been proposed and the various amended pages had been circulated to Councillors.

A further amendment was made to page 26 of the Standing Orders to delete the word ‘of’ after the word ‘comprising’.

Councillors also considered paragraph 6.20 on page 12 and suggested that a credit limit of £1000 should be included when a card was acquired.

A revised copy of both documents would be issued to Councillors.

RESOLVED – The Council approve the amendments to Standing Orders and Financial Regulations as set out in the report as well as the amendments to page 26 of Standing Orders and paragraph 6.20 of Financial Regulations as set out above.

 

  1. REPORT RE COMMEMORATION OF THE END OF WORLD WAR ONE

A report relating to ideas in respect of the above was submitted for consideration.

Members were reminded that a budget of £2000 had been agreed for the organisations of activities etc in respect of the commemoration this year.

Councillor Mrs Overbury and the Clerk had met to have initial discussions about what activities the Town Council could be involved with.

The Council had already agreed to the lighting the Beacon on the evening of Sunday 11th November at 7.00 p.m. and various other activities that could take place that evening included a short church service to remember the fallen; having a bugler, having the church open in case of inclement weather and the possibility of having a light projection display onto the Church.  This all required discussion with the vicar of St Mary’s Church.

 

Suggestions for earlier in the year included involving the schools by inviting the Primary schools to plant a poppy themed planter which could be displayed in the village; holding a poster competition with results being displayed on Remembrance Sunday at the Memorial Hall; having a poetry competition; have some poppy themed planting in Merton Way as well as on Coates Green; liaison with faith leaders in Ponteland about other services and events.

In the weeks leading up to Remembrance, the idea of displaying giant poppies on lampposts was suggested and welcomed by Members.

The Clerk reported on two campaigns that were taking place during this year.  The Silent Soldier campaign was being run by the Royal British Legion who were providing life size outlines of soldiers for display in various locations.  The minimum donation was £250 per solider.

There was also the ‘there but not there’ campaign which was also promoting life-size silhouettes of soldiers in aluminium at a cost of £750.  Other items being promoted were large glass silhouettes of soldiers which could be seated in churches etc and glass engraved blocks which could be engraved with the names of the fallen in the area.

A request had been received from the Ponteland Memorial Hall for the Council to acquire one or two of the silent soldiers for display at the War Memorial.  They would then try and obtain partnership to purchase more.

There was some discussion on the silent soldiers and the ‘there but not there’ outlines and it was generally agreed that the Council should display one or more.  The Clerk reported that the Royal British Legion was promoting the display of the Silent Soldiers any time from now until the end of December 2018.  There was nothing to say they could not be displayed in future years.

Members liked the suggestions included in the report and they agreed to delegate the project to the Clerk and Councillor Mrs Overbury who would report back to the Council on a monthly basis.

RESOLVED –

(i)        The report be accepted and the task of dealing with the project be delegated to the Clerk and Councillor Mrs Overbury who would report back to the Council on a monthly basis.

(ii)        Agree to acquire one Silent Soldier on behalf of the Ponteland Memorial Hall.

 

  1. GETABOUT ACCESS SCHEME

Information had been received from Northumberland County Council’s Community Transport section regarding the above-mentioned scheme.

Posters and other promotional materials had been received and displayed on notice boards.

The Clerk had been asked to find out about insurance implications for any drivers but had not yet received a response.

 

It was suggested that the information could be placed on the Town Council’s website.  The Clerk was asked to obtain a response re insurance implications for anyone volunteering for the scheme.

RESOLVED –

(i)         The report be noted and the information be displayed on the PTC website.

(ii)        The Clerk be asked to obtain information regarding implications for volunteers motor insurance.

 

  1. HIGHWAYS WORKING PARTY

Minutes of a meeting of the Highways Working Party held on 16 February 2018 had been circulated.

(i)         Reports re consultation re proposal to rename the housing estate located off Thornhill Road

The above item had been deferred at the February meeting pending information being presented regarding the costs of public consultation via PNV.

Supplementary information had also been circulated relating to a survey that was carried out by two North Ward Councillors seeking views of residents.  Out of 40 residents, 33 were in favour of the proposal, 4 were against, one was not interested and one was satisfied with the current situation.

The costs of the public consultation via PNV was set out in the report.  The costs were £35 to include an insert in PNV and an additional £250 to write copy, design and print the insert.

There were three options included within the report.

Councillors asked what would constitute a majority if the consultation was carried out.  It was stated that the results would be evaluated and reported back to Council.

Thanks were expressed to the two Ward Councillors who had carried out the initial survey.

RESOLVED –

(i)         The minutes be accepted.

(ii)        The Council agree to a consultation via PNV at a cost of £35 and on the PTC website with the insert being produced in house.  The results would be reported back to Council once they had been evaluated.

 

  1. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the Environment Working Party held on 19 February

2018 had been circulated for consideration.

. RESOLVED – The minutes and the following recommendations be approved:

(i)         Adult Fitness proposal

 The Council agree in principle to the installation of some small items of rehabilitation exercise equipment in the village area pending further information relating to:

  1. a) A decision being made as to location.
  2. b) Confirmation of any necessary permissions (which will depend on the location)
  3. c) Confirmation of grant funding for the project.

(ii)        Fencing contract

The Council approve the quote received from RHD in the sum of £3975.95 and that this expenditure be met from the asset replacement fund.      

 

  1. NORTHUMBERLAND COUNTY COUNCIL REPORT

Councillor Dodd reported that the final approval for the school and leisure complex was expected at any time.

He reported that a meeting of the County Council’s full Council meeting would be held on 19th March at 6.00 p.m. and all were welcome to attend.  The meeting would be discussing the North of Tyne Devolution process.

It was reported that the County Council had allocated additional monies to highways to improve road surfacing.

Both Councillors Mrs Armstrong and Dodd congratulated the workforce of NCC, the Town Council and local farmers who had worked hard during the recent spell of bad weather to keep main roads open and pavements in shopping areas etc clear.  They also commended the community spirit of residents who had made offers of assistance to those unable to leave their properties.

 

  1. MAYOR’S REPORT

 (i)         Mayor’s Diary

The Mayor submitted details of his diary engagements for March & April 2018

 

  1. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

(i)         Coates Educational Foundation

Copies of the minutes of a meeting of the above Foundation held on 1 February 2018 had been circulated.  Councillor Mrs Greenwell had been in attendance as the Council’s rep

Copies of the above minutes had been circulated for information.

(ii)       Newcastle International Airport Consultative Committee

Councillor Mrs Caisley had attended a meeting of the above Committee on 6 March and provided a comprehensive report.

 

 ACCOUNTS/ BANK RECONCILIATION/ BUDGET UPDATE

 The Accounts Committee approved payments totalling £41,519.61. A copy of the monthly budget report was also circulated, as well as the Bank reconciliation for February 2018.

RESOLVED – The reports be approved.

 

 

 

DATE OF NEXT MEETING – WEDNESDAY 11 APRIL 2018 AT 7.00 P.M. FOR THE ANNUAL TOWN MEETING FOLLOWED BY A MEETING OF THE TOWN COUNCIL AT APPROXIMATELY 8.00 P.M. TO BE HELD AT MERTON HALL.

 

 

 

 
 

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