Town Council meeting October 10th 2013 – Minutes

PONTELAND TOWN COUNCIL

MINUTES OF THE MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 10 OCTOBER 2013

Present:  Councillor P Cowey (in the Chair)

Councillors Mrs J Butcher, Mrs C Caisley, R Dodd, Mrs C Greenwell,

Mrs S Johnson, Mrs L Noble, R Punton, R G Ramsay, C Rawlings, A Shanley

and Mrs E Thompson.

106.        APOLOGIES FOR ABSENCE

There were no apologies for absence.

107.    DECLARATIONS OF INTEREST

Councillor Mrs Greenwell declared an interest in item 125 and left the room prior to the discussion

108.    MINUTES OF THE COUNCIL MEETING HELD 11 SEPTEMBER 2013

The Minutes of the Council Meeting held on 11 September 2013 were confirmed and signed by the Mayor.

109.    MATTERS ARISING

(i)         Minute 91(i) Letter of thanks and response from West Northumberland            CAB

A letter of thanks had been received from the above organisation.  They had also offered dates for the suggested meeting with the Town Council.

The Clerk was asked to arrange this meeting involving, the Mayor and Councillors Mrs Greenwell and Ramsay.

(ii)        Minute 98  – Letter of thanks from the Diamond Inn

A letter of thanks had been received from the Proprietor of the Diamond Inn in respect of the donation towards the cost of the firework display agreed at the last meeting.

110.    PLANNING

(i) Planning Committee

Minutes of meetings held on 10 and 24 September 2013 were circulated for information.

(ii) Report on recent planning decisions

There was nothing to report.

Note – Councillor R Dodd took no part in any discussion or voting in respect of Minute 110 above.

…………………………………………………………………………

CHAIRMAN                                                                  DATE

111.    GRANT APPLICATION

(i) Ponteland Community Middle School – Request for grant towards cost of Multi Use Games Area (MUGA).

A request for a grant from the Town Council was made by the Head teacher of PontelandMiddle School, Dr Caroline Pryer.  The grant was for funding towards the cost of providing a Multi Use Games Area (MUGA) at the school premises for use by the schools, organisations and the community.

Funding was committed from various sources including the Football Foundation and the four County Councillors for Ponteland.

Dr Pryer provided information that supplemented the written presentation that had been circulated to all Councillors.

Various questions were raised regarding club/casual use and it was explained that any bookings would have to be paid for at the set rate and bookings would be managed by the Caretaker.  Dr Pryer also hoped to be working closely with the Youth work leader for Ponteland, Ashley Brown re youth involvement.

RESOLVED – The Town Council approve a grant of £10,000 in principle subject to budget considerations in 2014-15 making this achievable.

112.    PROJECTS REPORT

A report relating to various ongoing projects was presented.

West   Road Easy Access

Negotiations were still continuing with NCC Highways to find a resolution to this issue.  The planning application had been withdrawn whilst these discussions were ongoing.

Street Information Signs

Work relating to the back of the maps was ongoing.

Skate Park

The order for the works at the proposed skate park had been placed and it was anticipated that work would start on the installation on 21 October.  This would mean that it would be necessary to close the Callerton Lane Play Area whilst works were ongoing.

Public Toilets

Councillors were informed of progress to date in relation to the public toilets at Thornhill Road.

A meeting had been held with the County Council and this had resulted in additional time being spent on cleaning the facilities.  The toilets had been pressure washed which had improved the standard of cleanliness.

Discussions had also taken place with the County Council with regard to the disabled facility and the Council had been advised that with one or two minor adjustments the toilet could be opened again.

RESOLVED – The report be accepted.

…………………………………………………………………………

CHAIRMAN                                                                  DATE

113.    WEBSITE

Councillors were reminded that a report had been presented to the last meeting pending a meeting being held with one of the companies who had quoted for the website.

Those Councillors who had attended the meeting had been impressed with the company involved.

RESOLVED – The quote submitted by Cian PR be accepted.

114.    NEIGHBOURHOOD PLAN GROUP

(i) Revised Terms of Reference and approval of Steering Group Members

A report was submitted relating to proposed revisions to the Terms of Reference for the Neighbourhood Plan Group.

The major change related to the change of the name and function from a Committee of the Council to a Steering Group.  The number of members of the Group would be fixed at 16.

In order to simplify administration, meetings are now not open to the public but the minutes would be available on the Neighbourhood Plan site.

Details of the membership of the Group were also circulated to the Council.

RESOLVED – The reports be agreed

(ii) Release of funds set aside for Character Appraisal to the Neighbourhood Plan Group

A further report was submitted which suggested allocating the sum of £3000 which the Council had earmarked for the Conservation Area  Character Appraisal to the Neighbourhood Plan group who were carrying out this work with the proviso that the funds must be utilised for this purpose.

RESOLVED – The allocation as set out be approved subject to the funds being utilised for this purpose as set out above.

115.    BUDGET 2014/15 WISH LIST

Councillors were requested to submit their ideas by the end of this month for projects they would wish to see included in the budget for 2014-15 or for subsequent years.  A copy of the various items submitted to date had been circulated.

116.    ENVIRONMENT WORKING PARTY

Minutes of a meeting of the above Working Party held on 16 September 2013 had been circulated.

RESOLVED – The following recommendations be approved:-

(i)         Swing base contract – Callerton Lane Play Area

The Council approve the works and accept the lowest quotation from RHD Construction and Environmental Contractors Limited.

…………………………………………………………………………

CHAIRMAN                                                                  DATE

116.    ENVIRONMENT WORKING PARTY (Continued)

(ii)        Sub station at top of Darras Road, Ponteland

The background to this issue was reported.  It had not been possible to identify the owner of the land in question.

It was suggested that improvement works be carried out as set out within the minutes at an estimated cost of £300.

This was agreed.

117.    HIGHWAYS WORKING PARTY

Minutes of a meeting held on 18 September 2013 had been circulated.

RESOLVED – The following recommendations be approved:-

(i)         2.23/51 Parking Enforcement/Lay-by Works at Thornhill   Road –

The Committee agreed to recommend to ‘Remove the existing No Waiting’ restriction within the layby on Thornhill Road and replace with Limited Waiting area allowing parking for up to 20 minutes.

(ii)        2.42 Composite   Signage Thornhill Road –

The Town Council pay for half the cost of the new composite sign in order to expedite the installation.

(iii)       2.59 Marking up of Electricity Parking Bays –

Agree to the suggested layout proposal provided by NCC, circulated to all Councillors.

(iv)      2.70 Enforcement of misuse of Disabled Bays – County Officer Mr Mckenna had advised that in order to apply a Traffic Regulation Order to the disabled bays at Broadway to make them the correct size, two standard bays would be lost. Members felt that there was insufficient parking as it was and agreed to recommend no further action.  This was agreed.

118.    AIRPORT WORKING PARTY

Minutes of a meeting of the above Working Party held on 18 September 2013 had been circulated

Councillors were reminded that this Working Party had been set up to look at the Airport Masterplan which was currently out for consultation.   The Working Party had made various comments in relation to the Masterplan which were incorporated within the minutes

.

RESOLVED – The Council agree to incorporate the comments of the Working Party into their response to the Airport by the deadline date of 30 October 2013.

119.    CEMETERY COMMITTEE

Minutes of a meeting of the above Working Party held on 23 September 2013 had been circulated.

In relation to item 8(i)

…………………………………………………………………………

CHAIRMAN                                                                  DATE

119.    CEMETERY COMMITTEE (Continued)

RESOLVED – The following recommendations be approved:

(i)         Replacement and refurbishment of seats

The Council agreed that only those seats in a dangerous condition be replaced at the present time and this decision be delegated to the Clerk.  A copy of the report on seats was to be sent to all Councillors.

(ii)        Contract for fencing, scrubland clearance and hedge removal

It was agreed to accept the quotation from Northumbrian Turf and Landscaping in respect of the above works.

120. NORTHUMBERLAND COUNTY COUNCIL REPORT

(i) Joint Area Committee and Parish/Town Councils – West Area 15.10.13 at Hexham Auction Mart 6.00pm

Information relating to the above meeting had been circulated.

(ii)        Northumberland Local Plan Core Strategy – Housing, Employment

and Green Belt Preferred Options – Proposed Consultation

Information relating to the above had been circulated to all Councillors.

121.    MAYOR’S REPORT

(i)         Ponteland Parish Flower Show – 14 September 2013

The Mayor had attended the above event which had been most enjoyable.

(ii)        CAN AGM – 5 November 2013

The Mayor would be attending the above meeting.  He informed the Council that he had resigned as a Director of Community Action Northumberland.

122. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

(i)         Ponteland Neighbourhood Plan Group

Minutes of meetings of the above held on 27August and 12 September had been circulated.

(ii)        Ponteland Memorial Hall Executive Committee

Minutes of the above meeting had been circulated.  Councillor Mrs Butcher was the Council’s representative on this organisation but had been unable to attend.

…………………………………………………………………………

CHAIRMAN                                                                  DATE

123. ACCOUNTS/ BANK RECONCILIATION/ BUDGET REPORT

The Accounts Committee approved payments totalling £81268.70 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for September 2013 was also approved.  A monthly income and expenditure review report showing amounts received and expended against each main budget heading was accepted.

RESOLVED – The reports as presented be accepted.

………………………………………….

CHAIRMAN

………………………….

DATE

DATE OF NEXT MEETING – WEDNESDAY 13 NOVEMBER 2013 AT 6.45 P.M. AT TOWN COUNCIL OFFICES