Town Council meeting 13 August 2014 – Minutes

PONTELAND TOWN COUNCIL

MINUTES OF A MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 13 AUGUST 2014

Present: Councillor Mrs J Butcher (in the Chair)

Councillors, Mrs C Caisley, R Dodd, Mrs C Greenwell, Mrs S Johnson, Mrs L Noble, R G Ramsay, A Shanley, A Varley and Mrs E Thompson.

61. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors P Cowey and C Rawlings.

62. MINUTES OF THE COUNCIL MEETING HELD 9 JULY 2014

The Minutes of the Council Meeting held on 9 July 2014 were confirmed
and signed by the Deputy Mayor.

63. DECLARATIONS OF INTEREST

There were no declarations of interest.

64. MATTERS ARISING

(i) Minute 51 – Regeneration, Merton Way
It was reported that a letter had been sent to NCC and that a reply had been received from Arch, the Development Company for NCC. This had been circulated to all Councillors. A meeting had been held with Arch, NCC, the PCP, the Ponteland Neighbourhood Plan Steering Group and the Ponteland Community Trust on 6 August which would be reported on later in the meeting.
A further letter was expected from Arch regarding a meeting with PTC/PCP.

(ii) Minute 60(i) – Projects Report
The Clerk stated that she would report on this matter in closed session.

65. PLANNING
(i) Planning Committee
Minutes of meetings held on 1, 15 and 29 July had been circulated for information.

(ii) Report on recent planning decisions
Councillor Mrs Noble had attended the West Area Planning Meeting with regard to
14/01473/FUL: Keepers Cottage, High Callerton, Newcastle upon Tyne NE20 9TT – Proposed garage and study in place of existing outbuildings – This was granted by NCC.

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66. GRANTS
(i) Holy Saviour Church, Milbourne
A grant application in respect of a contribution towards grounds maintenance works at the above Church had been received. This was an annual grant and the sum of £300 had been included within the budget for this purpose.

RESOLVED – A grant of £300 be approved.

67. PROJECTS REPORT

A report relating to progress on projects was submitted.

RESOLVED – The report be accepted.

67(i) REPORT RE LAND SURVEY

A report relating to the above had been circulated.
It was reported that the Council had set aside funds for this purpose some time ago however little progress had been made.

The Clerk had produced a list of land known to be owned or leased by the Town Council and this was set out within the report.

It was suggested that there was a need to ensure all land owned by the Council was registered with the Land Registry and therefore the list should be passed to the Council’s Solicitor to enable him to carry out this task.

The report also referred to the examination of purchasing some sort of mapping service (Parish on-line mapping costs £208 per annum) for use by the Council particularly in cases of land ownership queries.

RESOLVED –

(i) Agree to submit the list of land as set out within the report to the Council’s Solicitor in order to check the land is registered and if not,
ensure the registration process is carried out. The costs would be met
from the land survey budget heading.

(ii) The Clerk examine the suggestion of subscribing to a mapping service
such as that outlined above.

68. WISH LIST 2015-16

Councillors were given a further reminder relating to submission of items for inclusion within the wish list for 2015-16.

RESOLVED – The information be noted.

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69. ACTION FOR MARKET TOWNS BENCHMARKING

A report relating to the above had been circulated.
Councillors were reminded that the Town Council had received a grant of £2,500 last year to have an Action for Market Towns Benchmarking activity report carried out.

The Council agreed to accept the grant in October 2013 on the proviso that they were not obliged to carry out the annual updating in the second year (Minute 64 refers).

The initial report was circulated to Councillors in February 2014 and information relating to all market towns in the County was now available online.

The Council had been asked if they wished to purchase the system for 2014 to carry out a further exercise in Ponteland. This involved purchasing a licence at a cost of £350 or if AMTi carried out the work this would cost £1500.

The Ponteland Neighbourhood Plan Steering Group had expressed an interest in the data collected and representatives had attended a dissemination event in April 2014.

Various options were included within the report for consideration.

RESOLVED – It was agreed that the Ponteland Neighbourhood Plan Steering Group be asked if they wished to proceed with the purchase of the licence.

70. DATE FOR SWOT ANALYSIS MEETING

A meeting to discuss the above had still to be arranged.
Two dates were suggested; Wednesday 27th or Thursday 28th of August and Councillors were asked to indicate which day was their preferred choice.

RESOLVED – Councillors reply to the Clerk regarding their preferred date.

71. WAR REMEMBRANCE WORKING PARTY

Minutes of a meeting of the above Working Party held on 11 July had been circulated. The next meeting was scheduled to be held on Thursday 21 August and members of the Working Party were urged to attend if at all possible.

(i) Request for addition of names to the War Memorial at the
Memorial Hall

A report was presented to the Council which related to a request received from a local resident relating to the addition of three names to the War Memorial at the Memorial Hall.
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71. WAR REMEMBRANCE WORKING PARTY (Continued)

(i) Request for addition of names to the War Memorial at the
Memorial Hall (continued)
Research had been carried out into the three names and two of the gentlemen had been found to be commemorated on both local and national memorials.
At this stage it had not been possible to find details of the third soldier recorded anywhere.

A document from the North East War Memorial Project relating to reasons for names being missed from war memorials had been circulated.

It was pointed out to the Council that the War Memorial was owned by the Memorial Hall Trustees although the Town Council had assumed responsibility for it in order to maintain and preserve it. The Trustees had been approached and had given their agreement in principle subject to the three individuals not being commemorated elsewhere in the region.

Details of the costs involved were included within the report. A cost of £100 had been quoted by Strettles for cleaning the War Memorial prior to Remembrance Day and this expenditure was agreed.

RESOLVED –

(i) The Council agree to place an article in PNV in relation to the one individual who apparently was not commemorated on any memorials and report back to the next meeting on any information received. The Clerk would in the meantime contact the Memorial Hall Trustees to see if they would be willing to agree to the one addition.

(ii) Approve the cost of cleaning the War Memorial prior to Remembrance
Day as outlined above.

72. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the above Working Party held on 14 July had been circulated. There were no recommendations for approval.

RESOLVED – The minutes of the meeting be accepted.

73. HIGHWAYS WORKING PARTY

Minutes of a meeting of the above Working Party held on 16 July 2014 had been circulated.

Mention had been made in the Minutes of investigations being made into a monthly rotational programme for the VAS signs with a report being submitted to Council. It appeared that there may be a more cost effective method of arranging the rotations and this was being examined and a report would be circulated when possible.

RESOLVED – The minutes of the meeting be accepted.
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73. HIGHWAYS WORKING PARTY(Continued)

(i) Report re VAS Sign location

A report by the Chairman of the Highways Working Party in relation to the above had been circulated.

Councillors were reminded that suggestions had been requested for opposite locations with which to rotate the new VAS sign being purchased for Cheviot View.

The suggestions received were:
– Middle Drive (near Western Way)
– Callerton Lane
– Thornhill Road on the approach to the School.

The Chairman of the Highways Working Party had indicated her intention to include a further VAS sign on the wish list for 2015-16 to cover the two unsuccessful locations.

Councillors were asked for their preference in relation to the locations above.
It was suggested that further information should be gathered from speed surveys at these locations and this was proposed and carried as an amendment.

RESOLVED – Consideration of this matter be deferred pending additional information being sought regarding speed survey information for these locations.

74. NORTHUMBERLAND COUNTY COUNCIL REPORT

Councillor Dodd reported that the West Area Committee scheduled for October would host a meeting for parish and town councils in the West of the County.
He reported that he was continuing to work with County Officers to deal with the parking issues at the back of Merton Way.

75. MAYOR’S REPORT

(i) Judging competition – Ponteland High School – 11 July 2014
The Deputy Mayor reported that she had attended the above event with Councillor Mrs Greenwell together with David Greenwell and Chris Brummitt and this had proved to be an enjoyable afternoon.
(ii) NALC meeting
The Mayor had attended the above meeting held on 12 July 2014.
(ii) Opening of Tynedale Hospice at Home shop in Merton Way
The Mayor and Councillors Mrs Caisley and Mrs Greenwell had attended the opening of the above shop on Friday 1 August.
(iii) Service at St Mary’s Church to mark the outbreak of World War 1
The Mayor and several other Councillors had attended the above service held on Sunday 3 August.

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75. MAYOR’S REPORT (Continued)
(iv) Service of Commemoration at Hexham Abbey – 3 August 2014
The Mayor and Deputy Mayor had been pleased to attend the above service on the afternoon of Sunday 3 August.

(v) Laying of tribute at War Memorial
The Mayor and Deputy Mayor together with other Councillors and some members of the public had laid a floral tribute at the War Memorial on Monday 4 August to mark the 100th Anniversary of the outbreak of World War 1.

76. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS

(i) Ponteland Neighbourhood Plan Steering Group
Minutes of a meeting held on 1 July 2014 had been circulated for information.

(ii) Briefing note on meeting held at NCC with Arch, PNPSG and
PTC/PCP – 6.8.14
Councillor Ramsay presented a report regarding his attendance at the above meeting.

(iii) Ponteland Community Partnership meeting
The Mayor had attended the above meeting held on 16 July 2014. Councillors Mrs Greenwell and Ramsay had also attended as members of the PCP.

(iv) Ponteland Memorial Hall Committee
Councillor Shanley had attended a meeting of the above held on 24 July 2014.
He reported that Commander Eric Marshall would soon be stepping down as Chairman and he hoped that the Town Council would write a letter to thanks to Commander Marshall for his hard work and commitment to the Hall during his years as Chairman.
It was agreed that a letter would be sent at the appropriate time.

(v) Merton Hall AGM
Councillor Mrs Greenwell had attended the above meeting on 7 August 2014.
A report was presented regarding the proceedings of the meeting

77. ACCOUNTS/ BANK RECONCILIATION/ BUDGET UPDATE/

The Accounts Committee approved payments totalling £40,744.10 and the transfer of this sum from the Council’s Deposit Account. The Bank reconciliation for July 2014 was also approved. A monthly income and expenditure review report showing amounts received and expended against each main budget heading was accepted.

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CHAIRMAN

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DATE

DATE OF NEXT MEETING – WEDNESDAY 10 SEPTEMBER 2014 AT 6.45 P.M. AT TOWN COUNCIL OFFICES