Minutes of the Annual General Meeting of the Parish Council held on Monday 10th May 2010

Present: Councillors Pete Barrass, John Davison, Diane Hinchcliffe, Norman Hooks, Melna Martin, Helen Morris, Dave Porter Katherine Russell. Julia Sayce. County Councillor Mrs A Dale (arrived late). Mrs M Williams, Clerk

Apologies: Pete Duncan, Ian Hall

10/01 Nomination of Chairman
The Clerk, Mrs Williams, invited nominations for Chairman.
Norman Hooks proposed and Julia Sayce seconded Mr Ian Hall. Melna Martin advised that Mr Hall had intimated that he was happy to accept the nomination should no other councillor be proposed. It was agreed that custom and practice be suspended and that Mr Hall’s election as Chair for a third year be agreed. No other nominations being received, Mr Hall was duly elected to the Chair.
Mr Porter advised that because of work pressures he would not be standing as Chairman this year.

10/02 Election of Chairman of the meeting
As Mr Hall had submitted his apologies for this meeting, it was necessary to elect a Chairman. It was proposed and agreed that Mrs Martin should Chair the meeting.

10/03 Election of Vice Chair
Mr Hooks proposed and Mrs Sayce seconded and it was agreed that Mrs Martin be vice chair.
Mrs Martin took the Chair.

10/04 Declarations of Interest
Mrs Russell advised that she works at Tynedale Community Hospice.

10/05 Public Participation
Mr Barrass raised concerns about the fact that dogs were being taken onto Kate’s Plain Play Area. The signs forbidding dogs are to be checked to see if they are adequate and if necessary additional signs will be provided.
Mrs Russell raised concerns about horses being ridden on the pavements and the pavements becoming impassable because of horse droppings. A notice is to be put into NE43 News and a letter written to the owners of the race horses who it is alleged are the main culprits.
Rights of Way Group
Mr Hooks said that the Rights of Way Group functioned very well at present. However, there are difficulties should the Group wish to apply for funding from outside bodies for projects such as the new walks leaflets. It was agreed in principle that the Rights of Way Group should look into the possibility of becoming an autonomous organisation as is the Prudhoe Pathforce in Prudhoe.

10/06 Election of Advisory Groups and Representatives
The lists of nominations to the Advisory Groups had been circulated and were discussed and agreed. The new lists will be circulated at the June meeting.
East Tynedale Community Forum – it was felt that the role of Community Forums should be reviewed by the County Council.

10/07 Finance
Appointment of Responsible Financial Officer – The Clerk, Mrs Williams was confirmed as the Responsible Financial Officer.
Appointment of Internal Auditor – Peter Basnett was confirmed as Internal Auditor
Annual Return/Approval of Unaudited Accounts for 09/10 Sections 1 and 2 – Julia Sayce proposed and Norman Hooks seconded and it was agreed that the sections be completed and signed.
It was suggested that in future some kind of balance sheet be produced so that income could be related to expenditure.

10/08 Calendar for 2010/11
The Calendar for meeting dates for the coming year had been circulated and was agreed.

10/09 Management of land adjacent to 15 Branch End Terrace
During 2009/10 Broomley & Stocksfield Parish Council has continued to maintain this site, keeping the grass cut and the planting and shrubs cared for appropriately.

10/11 Minutes of the Meeting held on 12th April 2010
The Minutes of the Meeting held on 12th April 2010 were agreed with minor amendments.

10/12 Matters Arising
Estate Committee webpage – no response had been received to the letter sent to the resident who had raised concerns about the Estate Committee page on the Parish Council website.
Mirror opposite Burnside - A letter to the County requesting an in principle agreement to the Parish Council providing a mirror on the A695 to give some protection to those leaving Burnside Yard had yet to be sent. It was agreed that until a decision had been received on the most recent planning application on this site, no action would be taken on the provision of a mirror.
Pedestrian Access to the Station – Norman Hooks sought clarification on what the cost to the Parish Council would be. No answer could be given until County Councillor Mrs Dale arrived.

10/13 Vacancy for a Parish Councillor
A letter had been received from Steve Gleadhill resigning from the Parish Council. One resident had expressed an interest in being co-opted to the Council, but the Clerk advised that before a co-option could take place the vacancy had to be advertised. The Clerk is to contact the Electoral Services Officer at the County Council to ask advice on procedures.

10/14 Correspondence
Correspondence received since the April meeting had been listed on the Agenda and was noted.

10/15 Annual Parish Meeting
Although attendance by residents and Parish Councillors had not been numerous, it was felt that this had been an interesting meeting. The speakers from Northern Rail had been informative. It was noted that the old seats from Stocksfield Station had gone to Sunderland and the new seats had come from Sunderland.

[Suspension of Standing Orders –it was agreed that Standing Orders should be suspended and the meeting should continue until 10.00 p.m.]

10/16 Finance
The Accounts for April 2010 were approved. A query was raised about the grant to Hindley St Margaret’s Burial Board. It was stated that this was a small proportion of the Burial Board’s income and contributed to the maintenance of the graveyard at St Margaret’s Hindley. It was stated that the Parish Council had made a contribution to the Burial Board for very many years and also stressed that costs of maintaining a public cemetery are horrendous and the regulations very restrictive.
(Mrs Dale arrived)
The additional cheques listed on the agenda were approved:
Land Factor – Kates Plain Rent - £100
M Williams – expenses for Car Park Opening - £44.07
M A & M Cummings – Hanging Baskets - £118.92
Northumberland County Council – Station Car Park - £54000
Neat Ideas – Stationery - £556.]
SICA – Room Rent - £263

10/17 Brief Reports from Advisory Groups & Council Representatives
a) Planning
The Planning Report had been circulated.
The most recent planning application for Burnside Yard (2010 0287 - Construction of 4 no. dwellings along with associated garages, car parking, landscaping & new access road.) was debated. This application had only been received in the last few days and Mr Porter outlined its main points. The Planning Group had discussed this prior to the start of this evening’s meeting. Mr Hooks said that he would be surprised if the Environment Agency would agree to the proposals. It is necessary to ensure that any comments made about the application should contain dates and details of events, affect on the buildings on the Temperance site on west side of the burn and on Brumwell Court and Mount View Terrace on the south side of the A695. After discussion it was agreed to object to this latest planning application for this site.
b) Finance & General Purposes Group
Because the Chairman, Ian Hall, had been trapped in Spain due to the problems with the Icelandic volcanic ash cloud and was currently away again, the Group had been unable to meet. All matters listed are deferred until the group can meet. In the meantime, the Clerk is to look into the cost of insurance premiums with other insurance companies.
VATS machine insurance – the cost of insuring against third part damage is to be investigated.
Branch End Toilet site – to be deferred until June.
c) Communications
NE43 News - It was agreed that the next issue of NE43 News would be distributed early-mid June. Mrs Russell offered to help with distribution. Information for inclusion in this issue should be sent to the Clerk or Dave Porter at the earliest opportunity.
Web Domain Hosting – it was agreed to stay with the successor to Voice Systems, Design Art.
d) Play Facilities
Kates Plain – The Clerk had reported damage to seats, by e-mail, to Councillors As noted above, concerns had been raised about dogs being taken onto the play area.
Branch End – Community Garden – the Minutes of the recent meeting of the Community Garden Group had been circulated. Plans for the opening event on 19th June are well in hand.
e) Sports Facilities
Multi Use Games Area –an agreement between the Parish Council and the Multi Use Games Area Management Group was tabled and agreed. The Agreement was signed by Mrs Martin on behalf of the Parish Council. Once the Management Group had signed a copy, the Clerk will be given a copy signed by both parties for filing.
The usage and income for the MUGA to the end of December had been circulated and was noted.
f) Parish Plan Action Group
Action suggested for completion to date had been circulated – this matter was deferred to the July meeting.
g) Council Representatives
East Tynedale Community Forum – The role of the Forum was debated. It was noted that the Forums had been set up by NSP and were currently based on “Belonging Communities”. It was felt that the Forum had been of more relevance when it was initially set up prior to the involvement of the NSP/NCC i.e. as a collection of parish councils with common interests. It was asked if it was necessary to have a “layer” between the Parish Councils and the Area Committees of the County Council. There appears to be a duplication of services and some confusion between parishes and County. The County may review Community Forums. It was felt that County Officers should not be attending the Forums’ meetings.
The Clerk is to attend the Workshop/Conference organised by the Eastern Tynedale Community Forum on Youth Services.
The meeting promised by the West Area Committee to discuss Youth Services in Wylam Prudhoe and Stocksfield has still to be arranged.
A discussion paper is to be drawn up by Dave Porter on the role of the Eastern Parishes Forum.
h) Transport & Highways
Station Car Park – a response had been received from Northern Rail regarding the imposition of a Management Fee. At the request of County Officers no reply is to be sent to Northern Rail until after 20th May when they will be meeting.
Mrs Dale was not sure what was happening about paying for the entrance but thought it had been agreed that the Parish Council would pay one third, the LTP one third and Mrs Dale from her Members’ fund one third.
Drains & Gullies – no further action had been taken to date to repair the damaged drain outside the Quaker Meeting House at Branch End.
Fords – more road closure signs had been requested to replace those which had gone missing.
New Ridley Road Flooding - Mrs Dale said that this problem was in the hands of the Legal Department of the County Council. John Davison proposed and it was agreed that a letter be written to the County (Stephen Ricketts) asking for an up-date on the situation, listing the problems with the properties affected and asking what progress had been made to rectify the situation.
(Pete Barrass left the meeting)
VATS Machines – the Clerk had been advised that these would be erected on 17th May.
i) Footpaths Gardens & Environment
The Minutes of the most recent meeting of the Rights of Way Group had been tabled.
j) Development of a Village Trust
A further meeting is to be held next week.
k) Policy Group – nothing to report
l) Community Development – nothing to report

10/18 Any Other Business
It was noted that Councillor Pete Barrass wife was due to have a baby on 11th May.
A letter of thanks is to be written to Joan Hall thanking her for hosting meetings and providing refreshments.
It was noted that the Clerk will be on holiday from 8th-28th June.

10/19 Date of Next Meeting:
7th June 2010

The meeting closed at 10.25 p.m.