Minutes of the Meeting held on Monday 3rd November 2008

Present: Councillors Pete Barrass, John Davison, Steve Gleadhill, Diane Hinchcliffe, Melna Martin, Dave Porter, Katharine Russell, Julia Sayce. Mrs M Williams, Clerk

Also present: District Councillor Colin Argent, County/District Councillor Mrs Anne Dale, Mrs G Brown (Hexham Courant), Mrs Daphne Gilbert, Mrs J Paddon, Mr G Penman

Apologies: Councillor Pete Duncan, Ian Hall, Norman Hooks, District Councillor Mrs Eileen Drew.

In Mr Hall's absence, Mrs Martin was in the Chair and opened the meeting by welcoming Mrs Katharine Russell as a new Parish Councillor.

08/58 Declarations of Interest –
Steve Gleadhill declared in interest in discussions on the planning application for Burnside.

08/59 Minutes
Acceptance of the Minutes of the meeting held on 6th October was proposed by Pete Barrass and seconded by Steve Gleadhill. The Minutes were agreed with the change of Mrs Martin's name to Mrs Sayce under 08/51 Tynedale New Allocations Policy.

08/60 Matters Arising - None

08/61 Public Participation
Grass Cutting – It was suggested that the grass at Hall Farm Close, The Pastures, and Guessburn was cut too often and that it might be left to go "wild". It was agreed that this might be looked into but pointed out that "wild" is not necessarily less work – wild flower meadows take a lot of planning and care so as not just to become nettlebeds - also it was asked if the residents would be happy with this suggestion and that at Hall Farm Close at least children play on the grass. Mrs Dale added that Milecastle Housing had a contract with Tynedale to ensure that some of these grass areas were cut.

Double yellow lines - Mrs Dale advised that she had asked the County to provide double yellow lines around the corners of Painshawfield Road/New Ridley Road and suggested that in addition a length should be painted opposite the top of Painshawfield Road to protect the junction. Mrs Dale offered to pay for the double yellow lines from her County Councillors members' allowance. Mrs Sayce proposed and Mrs Russell seconded and it was agreed that this offer be accepted.

NCC Charter for Local Councils – Mrs Dale urged that this document be looked at very carefully. It was agreed that Ian Hall, Julia Sayce and Steve Gleadhill would study this document and make recommendations to the Council.

NHS North of Tyne Strategic Plan – A letter had been received late from the NHS North of Tyne regarding consultation on their Strategic Plan. Mr Gleadhill suggested that this should be considered by the Patients' Forum. He also said that because of the timings of the meeting he was no longer able to act as the Parish Council's representative on this Forum. Mrs Russell offered to represent the Parish Council on this Forum.

Burnside – changes to Planning Application
Mrs Dale and Mr Argent left the meeting temporarily having declared an interest in this development.
A change to the existing planning application with a an additional 3 houses being proposed had been received. A wide-ranging discussion ensued with the following main points stressed:

• Problems with flooding – highlighted by the flooding of the site on 6th September. It was felt that any bund would aggravate flooding problems higher up the burn. The flood assessment had been carried out prior to 6th September.
• It was pointed out that the bund was not shown on the plans although was discussed in the text. It was felt that any such bund should be 20 metres from the burn.
• The plans themselves contradict themselves in particular in regard to flood protection. One of the proposed houses is next to the burn.
• Additional properties will create a lot more traffic and despite the widening of the junction with the A695, this is still a dangerous exit and means that vehicles might come into contact with pedestrians using the pavement. There site lines to the west are poor because of the bend in the road.
• Trees – the plans suggest that the trees adjacent to the A695 are insignificant and dangerous. It was pointed out that the utility company ensures that the cables are kept clear and that the trees deaden the traffic noise.

Concern was also expressed at the delays to the development already approved. Although the junction had been widened and the roadway laid out, no further work had been done and residents found access to their properties difficult.

Existing empty properties on the site are deteriorating. It was suggested that Environmental Health might be contacted on this issue, particularly in relation to the former joiner's shop.

Concern was expressed that the current application might delay still further the development of the site.

A response to the planning authorities had been tabled and it was agreed that it should be sent after taking into account the comments made by those at the meeting.

Flooding – Mrs Dale advised that Tynedale had a report on the recent flooding but that this had yet to be discussed by councillors.

It was noted that sandbags are available but it was suggested that these can deteriorate over time.

It was suggested that although the site at Burnside had not flooded previously, it was now more vulnerable because developments higher up the burn mean that there are fewer places for floodwater to go. It was also suggested that the burn is shallower than previously, partly because it has silted up with rubbish put on the banks by residents higher up.

08/51 Correspondence
The correspondence received had been listed on the Agenda and was noted.

08/52 Finance
The accounts for October were accepted following the explanation of minor queries.

Additional Cheques –
It was agreed to pay
BDP Stoy Hayward – Auditor - £1351.25
Eljay Research – Parish Plan - £2350.00

Correspondence had been received from the auditors. This had been handled by the Clerk and was available for inspection.

A letter had been received from County regarding the 09/10 precept.

Banking
In the light of the current financial crisis, the Finance & General Purposes Group had considered the parish Council's banking arrangements and recommended that

"After some discussion it was agreed that a recommendation to the Council should be for it to continue using the Bank of Ireland".

Councillors accepted the Finance & General Purposes recommendation.

08/53 2009/10 Precept.
The draft precept had been circulated and was discussed. It was agreed that the provision of Christmas Trees would be discussed in 2009/10 but that in the meantime the proposed expenditure be accepted.

Changes were made to the draft and will be incorporated into a further draft for discussion in December.

08/54 Brief Reports from Advisory Groups and Council Representatives
a) Youth Service - Service Agreement – discussion to be deferred until December

b) Planning
The Planning Report for September had been circulated and was accepted.

Sale of Branch End Toilets
Following this site being offered for sale, the Finance & General Purposes Group had discussed this issue and it was and agreed that an expression of interest should be made to Tynedale District Council regarding the Parish Council acquiring this building as a community asset. Suggested uses for the building included a walk in rest room with coffee/tea facility a meeting place for our teenagers, an office for the Clerk and a storage area to accommodate the village handyman's equipment. It was agreed that the costs associated with any of these developments would need to be drawn up with some urgency if TDC offer the building to the Council.

It was reported that TDC had not kept to their original agreement regarding advising our Council of when the disposal process would begin and it was felt that an extension of time should be requested, because of this, to allow our Council to discuss the proposals and respond to TDC.

The Clerk reported that following a discussion with Ian Hall, it was agreed to send an expression of interest and state that we would bid £25,000 for the site. This offer had to be submitted by 31st October and can be withdrawn.

The Council is asked to make a decision in principle one way or the other.

Although a letter from Ian Douglas this year suggested that we would be advised on any decision on these toilets, in December 2005 we advised that we were not interested in the site.

Mrs Dale advised that the site could be transferred to the Parish Council as a Community Asset but that there would then be restrictions on its use (i.e. it would have to remain a public toilet, and that the Parish Council would have to pay insurance and rates on it.

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

c) Communication
NE43 News – it was agreed that the next issue would be published in early December and that it would be with Mrs Williams/Mrs Sayce by 10th December.

It was agreed that the question of advertising in future editions and increasing the number of issues would be discussed in February.

d) Sports Facility Group
Sportsfield Management – Mrs Sayce advised that the Football Club had raised concerns that they had too many members to allow them to train on MUGA and that if they trained on the Football pitches there were concerns about over use of the pitches. The Football Club had suggested that the pitch at the lower end of the Sportsfield, nearest the railway, might be lit by floodlights which were sited on the Cricket field. However, they were now considering training at Mickley and until this option had been fully considered the lighting issue would be deferred. In the longer term, the Sportsfield Management is to consider approaching SITA for additional land to the east of the existing field.

Request to sell a small part of the Cricket Field - this option had been considered by the Sportsfield Management Group and their recommendation was that this strip should not be sold. Mr Davison proposed, Mr Porter seconded and it was agreed that the strip of land should not be sold and the solicitors advised accordingly. It was agreed to ask the Handyman to keep this piece of land strimmed and tidy.

Mrs Sayce agreed to ask Peter Askew's advice on the advisability of removing the surrounds from around the oak trees at the edge of the cricket field.

e) Transport & Highways
Ayton Close – it was agreed to ask the Handyman to mend the fence alongside the footpath next to Ayton Close.

Fence below North View Terrace – it was agreed to ask SITA to repair this fence.

Railway Masts – no action to date.

Tyne Bridges Study - Councillors were requested to refer to the report from the Eastern Parishes Forum meeting.

Gullies – a response to our letter to the County on this issue had been circulated.

f) Finance and General Purposes Group
The report on the meeting of the Finance & General Purposes Group had been circulated and was accepted.

Requests for funding from Tynedale Community Hospice and the CAB are to be considered by the Group.

Re-dedication of the War Memorial – arrangements had been finalised.

Calor Village of the Year – the cheque for £400 had been received and expenditure would be split between the Parish Council and SICA. The entry for the national competition was being drawn up. Mr Hooks and Mrs Williams were thanked for their efforts. They and Mrs Sayce will attend the CAN AGM to accept the award.

g) Play Facilities
The Play Facilities Group had submitted the Outcomes Report on BEPA for the Big Lottery to Tynedale.

The RoSPA Inspection Report will be discussed in December.

h) Sensory Garden - ideas will be put to residents at an open morning on 8th November..

i) Policy Group –.nothing to report

k) Council Representatives
Reports from:
Eastern Parishes Forum
SCA Forum
Tyne Valley Community Rail Partnership AGM
Tynedale Planning Forum
had been circulated and were accepted.

l) Footpaths, Gardens & the Environment.
Nothing to report

m) Parish plan
Steve Gleadhill advised that the household survey was now complete and that he and Pete Duncan were to discuss this and bring it to the December meeting. A note is to be included in NE43 News thanking residents for taking part in the survey and for their contributions. He said that the current plan was to have a limited number of hard copies of the plan, but that it would also be available as a CD/DVD and on the website.

n) Local Government Re-organisation
NSP Partnership update - Mrs Sayce offered to look at this.

08/55 Other business -
Clerk's Salary – The Clerk had requested a salary increase in line with the National Salary Award for Local Council Clerks and effective from 1st April 2008. It was agreed that the Clerk's salary backdated to 1st April 2008 would be £7633.34 p.a.

08/56 Date of Next Meeting - 1st December

The meeting closed at 10.15 p.m.