Annual Town Council meeting May 14 2014 – Minutes

PONTELAND TOWN COUNCIL

MINUTES OF THE ANNUAL MEETING OF THE COUNCIL HELD IN THE TOWN COUNCIL OFFICES, PONTELAND ON 14 MAY 2014

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 G Ramsay, C Rawlings, A Shanley, Mrs E Thompson and A Varley

1. ELECTION OF MAYOR 2014-15

Nominations for the position of Mayor for 2014-15 were invited.
RESOLVED – That Councillor C Rawlings be elected Mayor for 2014-15.

In his handover speech Councillor Cowey thanked his fellow colleagues and staff for their support during his three years of office as Mayor.

Councillor Rawlings presented the outgoing Mayor with a gift from Councillors and staff and also presented him with flowers for his wife, Sheila who had been a great support and help during his time as Mayor.
Councillor Rawlings thanked his colleagues for their support.
Councillor C Rawlings took the chair.

2. ELECTION OF DEPUTY MAYOR 201415
Nominations for the position of Deputy Mayor for 2014-15 were invited.
RESOLVED – That Councillor Mrs J Butcher be elected Deputy Mayor for 2014-15.

Councillor Mrs Butcher also thanked her fellow Councillors for their support.

3. APOLOGIES FOR ABSENCE
There were no apologies for absence.

4. DECLARATIONS OF INTEREST

Councillors P Cowey and R Ramsay declared an interest in item 23 relating to the Ponteland Community Trust.

5. MINUTES OF THE COUNCIL MEETING HELD 9 APRIL 2014

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

6. MATTERS ARISING

(i) Letters of thanks from Great North Air Ambulance – Minute 24(i)
A Letter of thanks had been received from the above organisation in respect of the grant 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 C Caisley, P Cowey, R Dodd, C Greenwell, S Johnson, R G Ramsay, Mrs E Thompson and A Varley. 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.
A schedule of suggested new appointments had been circulated

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. A schedule of new appointments to the Committees and Working Parties had been circulated

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

10. PLANNING

(i) Planning Committee
Minutes of meetings held on 8 and 22 April were circulated for information.

(ii) Report on recent planning decisions
There was nothing to report.

11. GRANTS
(i) Community Action Northumberland
A letter had been received from the above organisation in respect of a donation towards the cost of providing this service.

RESOLVED – A grant of £100 be approved.

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CHAIRMAN DATE

12. DATES OF TOWN COUNCIL MEETINGS 2014/15

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.

13. PROJECTS REPORT

(i) Street Information Signs
It was reported that the initial proof for the back of the paper map had been received and circulated to Councillors for comments.

(ii) Land Survey
Additional information had been forwarded to the Council’s Solicitor and he had stated that he would register the various pieces of land in the Council’s ownership.

RESOLVED – The report be accepted.

14. PATHWAY LIGHTING TO PARK

A report relating to the above project had been circulated.

This project had been agreed as part of the budget for 2012-13 and had been intended to provide lighting to the footpath between the Main Street and Callerton Lane. An initial sum of £7,500 had been allocated.

The proposed scheme had been developed with assistance from the County Council.

Quotations had been sought from suitable suppliers and these were included within the report.

The option of using solar power had also been examined and the various costs involved were also part of the report.

Mention was also made of the ‘Glow in the dark’ surfacing that had recently been suggested by the Rotary Club and whilst the Council were interested in this idea it was felt that a watching brief should be maintained in relation to this new technology.

It was generally agreed that the actual cost of this projectwas prohibitive at this time.

RESOLVED – The project be shelved for the time being and that a watching brief be maintained in relation to the Glow in the dark technology.

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CHAIRMAN DATE

15. REPLACEMENT OF EQUIPMENT

A report by the Clerk had been circulated.
Councillors had been informed at the February meeting that funds would be available this year for the replacement of the CCTV system and various items of office equipment.

A quote had been received from Status Security to replace the cameras, using the existing ducting and wiring at a cost of £9980. There was also a need to repair one of the terminals at a cost of £1791. There was £30,000 available for this replacement and it was suggested that the remaining sum could be left in the account which would reduce the amounts to be transferred into the fund in future years.

A quote had been received to upgrade the operating system on two of the Council’s PCs and laptops, replace one PC and obtain an additional 1Gb Ram for the server at a total cost of £1145.
The issue of cloud storage and remote access was also discussed.
The Council camera required replacement and the Clerk had been asked to look into improvements in technology before replacing the projector.
It had been suggested that two large screens/monitors could be installed which would allow reports etc to be shown on the screens direct from the laptop.
Councillors had a mixed response to the suggestion and the Clerk was asked to look into this further.

The Clerk also asked if the Council would agree to purchasing a second hand water bowser to assist the Contractors with the watering process. The cost of approximately £1000 would be met from the replacement of equipment sum.

RESOLVED –
(i) Approve the replacement of the CCTV system at a cost of £9899.00 + VAT and also the necessary repairs to the terminal at a cost of £1791 which was also subject to VAT. It was agreed that the remaining sum
would be left in the capital asset account to offset future increases.

(ii) Approve the replacement and upgrade of the Council’s computer
equipment as set out above and delegate the issue of storage and
remote access to the Clerk.

(iii) Approve the replacement of the camera and other small items
of miscellaneous equipment and delegate this to the Clerk.

(iv) Approve the purchase of a second water bowser at an
approximate cost of £1000. This would be met from the sum
allocated to replacement of equipment.

(v) Request the Clerk to examine the suggestion for two monitors
in the meeting room and report back when possible.

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CHAIRMAN DATE

16. ENVIRONMENT WORKING PARTY

Minutes of a meeting of the above Working Party held on 14 April had been circulated. There were no recommendations.
RESOLVED – The minutes of the meeting be agreed.

17. HIGHWAYS WORKING PARTY

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

RESOLVED – Approve the following recommendation:

(i) Parking Enforcement/Lay-by works at Thornhill Road/Parking on
the Pavement outside One Stop shop

Request the County Council to consider the extension of the flex tarmac to cover the paved area. Councillor Richard Dodd agreed to look into this.

18. WAR REMEMBRANCE WORKING PARTY

Minutes of a meeting of the above Working Party held on 7 May 2014 had been circulated.

This was the first meeting of the Working Party and various suggestions had been made in relation to the exhibition to be held from 3 – 8 November.

The meeting had been chaired by Councillor Cowey and he reported that he was in the process of writing to the schools to ask if pupils would be interested in visiting the exhibition.
It was suggested that they may wish to be involved in exhibitions etc and this would be referred to in the letter.
It was also suggested that there should be a link with the Ponteland Rep production of ‘Oh what a lovely war’.

RESOLVED – Approve the minutes and agree a sum of £1500 in respect of the costs of setting up this exhibition and delegate this expenditure to the Clerk in consultation with the Working Party. This would hopefully cover the cost of display boards, hall hire and insurance.

19. NORTHUMBERLAND COUNTY COUNCIL REPORT

Councillor Richard Dodd reported that work was continuing regarding the parking situation and consultation would be carried out.
He reminded Councillors that the West Area meeting would be held in Ponteland on the second Tuesday in June and any agenda items should be sent to him as Chairman.

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CHAIRMAN DATE

20. MAYOR’S REPORT

(i) SWOT Analysis
The Mayor had produced the above mentioned document which had been circulated to all Councillors.
It was agreed that this would be examined in more detail by a Working Party to be established. The analysis would form the basis of the agenda.

(ii) PTC Bowls Match
It was reported that the annual Bowls match between the Town Council and the Ponteland Bowling Club would be held on the evening of Friday 13 June and Councillors were invited to attend with their partners.

21. REPORTS BY TOWN COUNCIL REPRESENTATIVES ON LOCAL ORGANISATIONS
(i) Step Into Spring
Councillor Mrs Greenwell reported on the above event which had been held on Saturday 10 May. It had been very well attended.

22. ACCOUNTS/ BANK RECONCILIATION/ BUDGET UPDATE/

The Accounts Committee approved payments totalling £39093.43 and the transfer of this sum from the Councils Deposit Account. The Bank reconciliation for April 2014 was also approved.
A report relating to year end budget revisions and also details of the Council’s reserves had also been circulated.

RESOLVED – The reports be accepted.

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CHAIRMAN

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DATE

DATE OF NEXT MEETING – WEDNESDAY 11 JUNE 2014 AT 6.45 P.M. AT TOWN COUNCIL OFFICES