Town Council meeting May 15th 2013 – Minutes

PONTELAND TOWN COUNCIL

MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 15 MAY 2013

Present:  Councillor P Cowey (in the Chair)

Councillors Mrs C Caisley, R Dodd, Mrs C Greenwell, Mrs L Noble, R Punton, R G Ramsay, C Rawlings, A Shanley and Mrs E Thompson

1.         DECLARATION OF ACCEPTANCE OF OFFICE

The Clerk reported that all Councillors had signed the declaration of acceptance of office prior to the meeting.

2.         ELECTION OF MAYOR 2013-14

Nominations for the position of Mayor for 2013-14 were invited.

RESOLVED – That Councillor P Cowey be elected Mayor for 2013-14.

Councillor Cowey thanked his fellow colleagues for their support.

3.         ELECTION OF DEPUTY MAYOR 2013-14

Nominations for the position of Deputy Mayor for 2013-14 were invited.

RESOLVED – That Councillor C Rawlings be elected Deputy Mayor for 2013-14.

Councillor Rawlings also thanked his fellow Councillors for their support.

4.        APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors Mrs J Butcher and Mrs S Johnson.  Councillor Mrs C Greenwell had submitted an apology for lateness.

4a.       DECLARATIONS OF INTEREST

There were no declarations of interest.

5.         MINUTES OF THE COUNCIL MEETING HELD 11 APRIL 2013

The Minutes of the Council Meeting held on 11 April 2013 were confirmed

and signed by the Mayor.

6.         MATTERS ARISING

(i) Letters of thanks from Community Action Northumberland,

Dalton Village Hall and Darras Hall Estate Committee – Minute

212 (ii) refers

Letters of thanks had been received from the above organisations in respect of grants received.

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CHAIRMAN                                                                  DATE

7.         APPOINTMENT OF ACCOUNTS COMMITTEE

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 J Butcher, Mrs C Caisley, R Dodd, C Greenwell, S Johnson, R Punton, R G Ramsay, and Mrs E Thompson.  It was noted that a new mandate would have to be completed.

8.         APPOINTMENT OF REPRESENTATIVES ON LOCAL ORGANISATIONS

A list of the current appointees to local organisations had been circulated.

New appointments to the list were agreed.

Resolved – The list of appointments be approved and circulated to Councillors.

9.         TOWN COUNCIL COMMITTEES/WORKING PARTIES

A list of the current appointees to Town Council Committees and Working Parties had been circulated.  New appointments to the Committees and Working Parties was agreed

Resolved – The revised list of appointments be approved and circulated to Councillors.

10.       PLANNING

(i) Planning Committee

Minutes of meetings held on 9 and 23 April were circulated for information.

(ii) Report on recent planning decisions

There was nothing to report.

11. DATES OF TOWN COUNCIL MEETINGS 2013/14

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. PROJECTS REPORT

(i) West Road Easy Entrance

The planning application was currently out for consultation.

(ii) Memorial Hall

Planning approval had been received for the construction of offices at the Hall.

Meetings had been held with the Chartered Building Surveyor and the Hall’s Solicitor.

It had been agreed that the Surveyor would seek fixed quotes from the various building professionals to supply detailed costs.  It was envisaged that a report would be submitted to the June or July meeting on the various next steps to be taken.  Enquiries were also proceeding with regard to obtaining approval to borrow the money to finance the project.

(iii)   Bridge re-design

The finishing works had been carried out.

(iv) River Bank Repairs

A starting date was still awaited for this work.

(v) Street Information Signs

Some proofs for the back of the map had been received and businesses were being contacted with regard to advertising space.

(vi) Skate Park

Arrangements were in hand to have the noise survey carried out.

(vii)  Statue at Coates Green

No further progress had been made in relation to lighting at present although funds had been transferred from last year’s budget to progress the work.

(viii)  Park path lighting project

The County Council were in the process of producing drawings for this work.  Funds had been carried forward to the current financial year to progress the project.

(ix)  War Memorial

A report had been considered at the last meeting when it was agreed that the outline scheme be approved and that further enquiries would be made in order for the scheme to be achieved at a reasonable cost.

(x)  Land Survey

The Council’s Solicitor had been contacted with a view to completing this project.

RESOLVED – The report be accepted

13.       REPAIRS TO SECOND TIMBER FOOTBRIDGE

A report in relation to the above had been circulated.

Councillors were reminded that a sum of money had been included within this year’s budget for this work to be carried out.

Details of the quotes received were reported.

RESOLVED – The Council award the contract to the lowest tenderer in the sum of £12,571.44.

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CHAIRMAN                                                                  DATE

14.       REFURBISHMENT OF HISTORIC MILEAGE SIGN

A report in relation to the above had been circulated.

Repairs had already been carried out to the sign on the A696 at the bottom of Meadowfield Industrial Estate.

The Highways Working Party had raised the repair of the sign on Elm Road and discussions had been held with the NCC Conservation Department and the Society for the preservation of these signs and it was agreed that a cast replica of the sign would be the best option.

This was an area of specialised work and a quote was obtained from Signpost Restoration Limited to carry out this work.

RESOLVED –  The Council agree to award the contract for the supply and installation of a replica historic mileage sign to Signpost Restorations Limited in the sum of £1025.47 and to approve the suspension of the relevant financial regulation.

15.       NORTHUMBERLAND ASSOCIATION OF LOCAL COUNCILS

SUBSCRIPTION

The above subscription up to 31 March 2014 was due for payment in the sum of £1104.51 plus the Local Government Review publication subscription at £16.00, a total of £1120.51

.

RESOLVED – The subscription be renewed

16.  HIGHWAYS WORKING PARTY

Minutes of a meeting of the above Working Party held on 17 April 2013 had been circulated.

RESOLVED – Approve the following recommendations:

(i) Zebra Crossing at North Road

Agreed that the crossing should be located opposite 31 North Road and this was to be marked on a map and sent to NCC for action.

(ii)  Request for prevention of unauthorised parking – rear of Merton Way

Agreed that option 3 be supported, ‘No Waiting Monday to Saturday 8am-6pm’ and this be forwarded to John Bardgett & Sons for their consideration.

(iii)  Darras Road sign request

Members had already agreed to recommend the installation of these 10 signs and meet half of the cost (£750).  The locations were agreed and agreement from NCC to meet the remainder of the costs was awaited.

(iv)  Painting of the Power Cabinet for the Electric Vehicle Charging Point

Agreed to meet the cost of painting the cabinet at a cost of £300 and the remaining paint would be held by the Town Council for future maintenance.

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CHAIRMAN                                                                  DATE

17. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the above Working Party held on 15 April had been circulated.  There were no recommendations.

RESOLVED – The minutes of the meeting be agreed.

18. NORTHUMBERLAND COUNTY COUNCIL REPORT

Councillor Richard Dodd reported that the elections had taken place and all four CountyCouncillors for this area had been returned.

He reported that it was probably there would be a new administration at the County Council.

Councillor Dodd referred to the proposed creation of a parking area at the Merton Way shops which had run into difficulties due to the large costs involved with the underground utilities.

19.       MAYOR’S REPORT

(i)         Party in the Park

This event would be held on Sunday 9 June and Councillors would be asked to volunteer to man the Council’s display on a rota basis.

(ii)        PTC Bowls Match

It was reported that the annual Bowls match between the Town Council and the Ponteland Bowling Club on the evening of Friday 14 June and Councillors would be invited to attend with partners.

(iii)       Music in the Park

Councillors were informed that the Music in the Park event would be held on the afternoon of Sunday 30 June and they would be asked to come and assist with setting up etc.

20. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

There were no reports.

21. ACCOUNTS/ BANK RECONCILIATION/ BUDGET UPDATE/

The Accounts Committee approved payments totalling £36,373.19 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for April 2013 was also approved.

A monthly expenditure review report showing amounts expended against each main budget heading was accepted.

RESOLVED – The reports be accepted.

The Mayor took the opportunity to welcome new Councillors to their first Council meeting.

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CHAIRMAN

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DATE

DATE OF NEXT MEETING – WEDNESDAY 12 JUNE 2013 AT 6.45 P.M. AT TOWN COUNCIL OFFICES