Minutes Town Council Meeting 11th April 2018

PONTELAND TOWN COUNCIL

MINUTES OF A MEETING OF THE COUNCIL HELD MERTON HALL, PONTELAND ON 11 APRIL 2018

Present: Councillor A Varley (in the Chair)

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

190. APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors L Darwin and T Edwards-Clay.

191. DECLARATIONS OF INTEREST
There were no declarations of interest.

192. MINUTES OF THE COUNCIL MEETING HELD 14 MARCH 2018

The Minutes of the Council Meeting held on 14 March 2018 were confirmed
and signed by the Mayor.
RESOLVED – The minutes be approved

193. MATTERS ARISING

(i) Letter of Thanks from the PCP
A letter of thanks had been received from the PCP in respect of the grant awarded to them at the last meeting.
(ii) Commemoration of end of the First World War
The Clerk reported that she and Councillor Mrs Overbury had met with the Vicar of St Mary’s Church on 4 April to discuss the various ideas in respect of the above. A report would be submitted to the May meeting.

194. PLANNING

(i) Planning Committee
Minutes of meetings held on 6 and 20 March 2018 were circulated for information.

(ii) Report on recent planning decisions
The Chairman of the Planning Committee reported that Councillor Mrs Woodrow had attended a Planning meeting at County Hall on 9 April to speak against application 17/03367/OUT for two further properties on the Avenue at Medburn. The application had been refused.

195. GRANTS

(i) Holy Saviour Church, Milbourne
A grant application had been received from the Holy Saviour Church, Milbourne for funds towards grounds maintenance works.

195. GRANTS (Continued)

A grant of £350 had been awarded to the Holy Saviour Church last year and a sum had been included in the budget for 2018-19

RESOLVED – A grant of £350 be approved.

(ii) Grant towards production of book on Coates School from Richards Coates PTA
A grant application had been received from the Richard Coates PTA for funds towards the production of a book on the history of the School which was being written by Muriel Sobo.

It was suggested that Mrs Sobo and the PTA should contact the Richard Coates Educational Foundation in the first instance as they may be eligible for a grant from that body.

The Clerk was asked to contact Mrs Sobo and ask her to contact the organisation and if they were unable to help, the Town Council would reconsider the application.

RESOLVED – The Clerk be requested to contact Mrs Sobo and ask her to
contact the Richard Coates Foundation for a grant towards the cost of
producing the book. If this was unsuccessful, the Council would
reconsider the application.

196. PROJECTS REPORT

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

RESOLVED – The report be accepted.

197. GENERAL DATA PROTECTION REGULATIONS (GDPR)
An update report relating to the General Data Protection Regulations had been circulated.
The report dealt with a number of issues relating to the introduction of these Regulations. Details of action taken to date and ongoing tasks was reported including disposal of old paper records with a security shredding company.
Some policies and a consent had been produced and required approval.
Councillors were informed that guidance was still awaited in respect of the appointment of a Data Protection Officer (DPO). The Clerk and other staff and Councillors would be attending a training session on 19th April and it was hoped that additional information would be provided at that event.
The Clerk reported that the use of the Cloud for holding and producing documents should simplify the process as the provider became a joint data processor.
It was stated that discussions were currently being held with Cian PR who provided the Town Council’s website regarding additional space to display various policies that were required.

197. GENERAL DATA PROTECTION REGULATIONS (GDPR)
(continued)

RESOLVED –
(i) Note the content of the report and the ongoing issues regarding staff workload.
(ii) Agree the policies and consent forms as circulated for publication on the PTC website as soon as possible and note some slight amendment may be required once the training course had taken place or further advice was received.
(iii) Agree that the consent forms and general privacy notice can be sent out in the next few weeks to relevant individuals.
(iv) Agree to proceed with the secure shredding service and delegate the expenditure to the Clerk who will report back to the next meeting.
(v) Note the information relating to the Council’s website and agree to delegate any additional expenditure that may be necessary to the Clerk in consultation with the Mayor subject to a report back to the next Town Council meeting.
(vi) Note that a further report on progress, including other required policies will be submitted to the May meeting.

198. INVESTMENT POLICY – PTC
A report had been circulated to Councillors regarding the publication of new statutory guidance on local government investments which had been issued under Section 15(1) of the Local Government Act 2003 and effective from this financial year.
The guidance applies to town and parish councils and charter trustees, providing their total investments exceed or are expected to exceed £100,000 at any time during the financial year.
The key principles of the guidance were set out within the report. It was expected that councils who had investments over £100,000 should prepare at least one investment policy that should be approved by the Council. The policy should be available on the Council’s website and should include information relating to contributions; use of indicators; liquidity and yield; security; loans; non-specified investments and non-financial investments.
A draft policy had been produced for consideration. The Clerk reported that additional work may be required on this document may be required in view of the content of the information required.

RESOLVED –
(i) The report be agreed and the policy be approved for publication on the
the Town Council’s website.
(ii) The Council note that additional work may be required on this policy with external input if required.

199. CHANGE OF DATE FOR MAY MEETING FROM 9TH TO 16TH MAY

Councillors were asked to agree a change of date for the May meeting from the 9th to the 16th May.

RESOLVED – The change in date be agreed.

200. HIGHWAYS WORKING PARTY

Minutes of a meeting of the Highways Working Party held on 15 March 2018 had been circulated. There were no recommendations.

RESOLVED – The minutes be approved:

201. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the Environment Working Party held on 19 March
2018 had been circulated for consideration.
.
RESOLVED – The minutes and the following recommendation be approved:
(i) Sensory Garden
Agree to the cost of producing designs for panel in the sensory garden at a cost of £600 to be met from the project development fund for 2017-18 and this would be carried forward from the 2017-18 budget heading.

202. NORTHUMBERLAND COUNTY COUNCIL REPORT
Councillor Dodd reported that the County Council was still awaiting the final approval from the National Planning Casework Unit in respect of the school and leisure complex.
The ongoing problems with parking on Meadowfield Industrial Estate had been highlighted. Councillor Dodd reported that articulated lorries were parking on the estate pavements overnight and destroying the surfaces.
Councillor Dodd also made reference to the recent planning application at Medburn that had been refused.

203. MAYOR’S REPORT

(i) Mayor’s Diary
The Mayor submitted details of his diary engagements for March and April and for future commitments in May.

204. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

(i) Ponteland Community Partnership Minutes
Copies of the minutes of a meeting of the above held on 21 February 2018 had been circulated.

189. ACCOUNTS/ BANK RECONCILIATION/ BUDGET REPORT

The Accounts Committee approved payments totalling £41,344.87. A copy of the monthly budget report was also circulated, as well as the Bank reconciliation for March 2018. The Clerk reported that information would be provided to the May meeting in respect of carry forwards from the 2017-18 budget and transfer to reserves.

RESOLVED – The reports be approved.

DATE OF NEXT MEETING – WEDNESDAY 16 MAY 2018 AT 6.45 P.M. AT THE TOWN COUNCIL OFFICES – PLEASE NOTE REVISED DATE