PARISH COUNCIL

Minutes of the meeting of Chollerton Parish Council held on Wednesday 29th March 2017 at 7.30 pm in Village Hall

Present: Cllr Edward Heslop; (Chairman); Cllr Jennifer Dover (Vice Chairman); Cllr Lee Buckingham; Cllr Steven Campbell (Item 6 onwards); Cllr Alan Gibson; Cllr Maud Jupp; Miss Linda Pinkham (Clerk) Cllr Rupert Gibson ( County Council)

2017-03/1 Welcome and Apologies for Absence Cllr Fiona Browell and Cllr Fiona Charlton were unable to attend the meeting because of lambing.

2017-03/2 Opportunity for Members of the Public present at the meeting to Raise Matters Miss E Atkinson and Mrs M Tarbit attended the meeting. Concerns were raised about the speed of traffic through the villages, particularly because of the proximity of the play areas, village shop and school buses in Barrasford. Elderly residents and the headmistress of Chollerton First School had also expressed concerns.

The Parish Councillors confirmed support for Mrs Tarbit’s campaign and the proposal to take a petition to Northumberland County Council (NCC). County Cllr R Gibson suggested that the matter be raised with NCC’s Area Committee West but noted that the only available sources for funding were from the County Council or the County Councillor. County Cllr Gibson had commissioned a speed survey for Colwell and other villages. The traffic calming measures recently installed at Acomb for £25,000 had been funded by the retiring County Councillor. The Parish Council recommended the need for both education and enforcement as the approach and agreed to contact a) Les Gilbert, Safety Officer at NCC to request a traffic survey to obtain evidence of speeding vehicles; b) Sgt. Hewitson at Police; c) the Break Road Safety group to source best practice; and d) Chollerton First School to offer a safety presentation from Cllr Buckingham.

2017-03/3 Declarations of Interest from Members Cllr Buckingham declared an interest in any relevant matters as an employee of Northumberland County Council.

2017-03/4a. Minutes of the Previous Meeting The minutes of the meeting of Chollerton Parish Council held on 25th January 2017 were agreed and signed by the Chairman as an accurate record.

2017-03/4b. Matters Arising from the above minutes i) The roads in Colwell had been swept but the attending vehicle was too heavy for the pavement so the debris had not yet been removed. A path sweeper was now expected to attend. ii) Japanese Knotweed: NCC had agreed to send a field officer to inspect the Dalla Bank outbreak to ascertain whose responsibility it was but no response had yet been received. No action had been reported by Chipchase Estate at Tip Corner. Both situations needed to be monitored. iii) Highways site visit at Colwell. This was no longer required as County Cllr Gibson had clarified the situation. iv) Barrasford Playing Field grant payment: The Parish Council had written to NCC suggesting that the protocol for grant payments/reimbursement should be reviewed. However the response received back had not addressed the points about the problems caused for small groups. The Chairman had subsequently spoken to Sam Talbot, Green Spaces Officer, NCC who would follow this up further. Sam Talbot’s interpretation was that money would be handed over by NCC on receipt of an official Minutes of meeting held on 29th March 2017 Page 1 of 5 These minutes were ratified at the meeting of Chollerton Parish Council held on 17th May 2017

CHOLLERTON PARISH COUNCIL

request for the money. County Cllr Gibson would also continue to make enquiries. The Parish Clerk also agreed to contact other Parish Clerks, via NALC, to raise awareness and enquire if others had been in a similar position. v) Gunnerton Play Area: Further contact had not yet been made with Joshua Bird and Cllr Dover agreed to contact James Feely to suggest that he get in touch. vi) The Chairman reported that the residents concerned were already aware of the dog fouling problem and had had a visit from the Dog Warden. However Cllr Dover reported that the dogs were still in Gunnerton playing field and were now also chasing traffic. Cllr Heslop agreed to follow this up again. vii) The Chairman expressed disappointment that the situation re Chishillways Play Area was not further forward. In response to the views expressed in the residents’ survey, Cllr Heslop proposed asking NCC to remove the play equipment and put the whole site to grass. No planning consent would be needed for change of use and, as NCC were reluctant to keep the site, the Parish Council would offer to take it over. It was agreed that the fence should be retained for childrens’ safety and to keep cars off the area. This fence was currently in need of repair. viii) The four new noticeboards had now been installed at Barrasford, Barrasford Park, Gunnerton and Colwell and had already received compliments. The need for additional closing mechanisms would be kept under review. ix) The forthcoming Ray Wind Farm Fund Open Day was noted. The fund was now being run by the Community Foundation who also oversee the Green Rigg fund. x) The Chairman and Parish Clerk would complete the amendments/updates required to the Risk Assessment.

2017-03/5 County Councillor Report An update from County Councillor Gibson was received. The following points were highlighted: i) Joint RoSPA safety inspections would now be arranged as there had been interest expressed from enough parishes for costs to be shared. The Parish Clerk to pass details of who to contact regarding Barrasford and Gunnerton to County Cllr Gibson. ii) The planned disruptive closure of Bridge for repairs would now not be for the full 6 weeks originally anticipated. iii) At the recent Area Committee West County Cllr Gibson had criticised the new procedure for the Local Transport Plan as information about items of lower priority on the list was no longer available. However Cllr Heslop pointed out the local situation was not as bad as some areas as some activity had taken place in the parish.

During discussion the decision by NCC to stop publishing Public Notices relating to the area in the Courant but to publish in the Northumberland Gazette instead was highlighted. Cllr Heslop proposed that the Parish Council should put it supports behind the campaign to bring the Public Notices back into the Hexham Courant which was the local newspaper for the area. Temporary Traffic Restriction Order (TTROs) notifications are emailed to the Parish Clerk, although there were some concerns that not all relevant notices had been received. Details of relevant local closures would be reported on the Parish Council web-site.

With the forthcoming county council elections in May, the Chairman thanked County Cllr Gibson for the support and work which he had carried out over the past four years, under ever more difficult circumstances.

Cllr Campbell joined the meeting.

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2017-03/6 Discussion Items a. Playing Fields (also see minute 2017-03/12 below). The fortnightly condition reports for Barrasford Playing Field and for Gunnerton Playing Field were not available and would need to be inspected at the next Parish Council meeting. The Parish Clerk was asked to contact the relevant representatives and remind the groups that reports needed to be submitted regularly to the Parish Council for insurance purposes. This was not currently happening automatically. An annual inspection was believed to have been carried out at Gunnerton since the last meeting but no official report had yet been received. As part of the joint initiative another inspection would need paying for this summer. The Parish Clerk to inform the Gunnerton Playing Field Group of this and also to include a reminder about repairing the damaged wall around the Gunnerton Playing Field as this had not yet been done. b. Transport Parish Councillors were reminded that the Adapt bus service through Barrasford Park, Gunnerton and Barrasford runs on Tuesday and Friday with stops at Colwell available on request. c. Highways No items for discussion. d. Maintenance No items for discussion. e. Website The new parish council website needed to be publicised. Options included the noticeboards, the church magazine, the NALC portal, Barrasford Village Hall facebook and a one-off item for Chollerton in the Hexham Courant village notes section. Cllr Buckingham agreed to follow up the last two items.

2017-03/7 Correspondence The list of items received since the last meeting was tabled and noted. 1) The request from NCC for the parish council to apply for a Section 50 licence regarding Vehicle Activated Signs (VAS) used within the parish and identify current locations was discussed. Attention was drawn to the clause in the Section 50 application requiring the parish council to be responsible for any future repairs and maintenance to equipment. The Chairman was very concerned at the way this was being handled and stated that he was not prepared to sign the application without further clarification. The Parish Councillors noted that it was not currently known who owned the VAS in Barrasford, which had been put up ‘temporarily’ many years ago, possibly pre 1998. 2) A note of thanks had been received from Barrasford Bowls Club expressing appreciation for the contribution towards the mat roller storage.

2017-03/8 Financial Matters a. Requests for Assistance i) Chollerton Churchyard maintenance – a contribution of £1,000 was agreed. It was felt that the churchyard set the tone for the entrance to the village so should be well maintained (cq 615). It was noted that Reverend Michael Slade would be retiring on May 21st 2017. ii) Barrasford Scout Group - it was agreed to contribute £100 towards Vango tents for cub camp. Parish Councillors were very positive about Barrasford Scout Group which is one of the most successful groups in Northumberland. It was suggested Parish Councillors could also provide direct support if appropriate (cq 617). b. The following accounts were authorised for payment: Parish Clerk salary Q4 - £382.50 cq 608 Parish Clerk expenses - £53.70 cq 609 Stuart Feeley & Son: Noticeboards - £1,100 cq 610 Northumberland Estates: Village Green, Barrasford rent - £25 cq 611 Hexham Courant: Tenders Grasscutting - £51.12 cq 612 Cumbrian Newspapers Ltd: Situations Vacant Parish Clerk Advert - £89.42 cq 613

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Jonathan Elkington Property: Gunnerton Green Playing Field rent - £125 cq 614 Barrasford Village Hall room hire - £52 cq 616 c. Bank balance: £6,610.24 as at 28th February 2017 (statement 293) d. A VAT refund of £565 had been received from HMRC following submission of a claim for the period 1st April 2014 to 31st March 2016. e. Annual Review of Accounts for year ending 31st March 2017 The external auditors, BDO LLP, had notified the Parish Council that the annual return was due for submission no later than 24th July 2017.

2017-03/9 Planning  Applications for consideration: No discussion to report.  Decisions issued on applications were noted: - 16/04106/CCM Retention of use of flagshed site for outdoor storage of quarry-derived imported materials and unprocessed road planings. Barrasford Quarry, Barrasford, NE48 4AP. Permission GRANTED - 16/04280/VARCCM Variation of condition 12 (advance woodland planting) pursuant to planning permission 14/03637/MRVEIA order to vary the date for planting until March 2019. Barrasford Quarry, Barrasford, NE48 8AP. Permission GRANTED - 16/03942/COU Proposed change of use from public house to residential, Tone Inn, Tone Lane, Birtley, NE48 3JQ. Permission GRANTED  Lead Member for Planning for April/May 2017: Cllr Maud Jupp

2017-03/10 Information Items Noted

2017-03/11 Appointment of Parish Clerk – it was agreed to move discussion on this item to Part II.

2017-03/12 Any Other Business i) The possibility of Parish Councillors becoming more involved in Play Area inspections was raised by Cllr Campbell. The Chairman noted the suggestion but felt that the users should taken responsibility. Inspections took place regularly at Gunnerton and Barrasford; it was the reporting back to the Parish Council which was missing. It was agreed that the Parish Clerk should stress in a letter that the Parish Council pays for the public liability insurance. It was proposed that the Chairman and Deputy Chairman contact the Gunnerton Playing Field Committee Treasurer, Carol Orrick and also that Cllr Campbell visit the group. ii) NCC had begun installing the new LED lighting in Barrasford. The Parish Clerk to contact Gavin Barlow, NCC as no response yet received about reinstating Pole No. 8, East Acres, Barrasford.

2017-03/13 Date and Venue for Next Meeting The Annual Parish Meeting would be held at Barrasford Village Hall on Wednesday 17th may and be followed immediately by the Annual Meeting of Chollerton Parish Council.

Provisional dates for the remainder of 2017: 17th May Annual Meeting (Barrasford Village Hall); 26th July (Colwell Village Hall); 27th September (Barrasford Village Hall); 29th November (Gunnerton Church)

PART II Parish Councillors resolved, under section 100A (4) of the Local Government Act 1972, to exclude the press and public from the following items as they involved the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the 1972 Act.

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CHOLLERTON PARISH COUNCIL

2017-03/14 Grass-cutting Exempt under Paragraph 3 relating to the financial or business affairs of any particular person.

Following the invitation to tender for grass-cutting 2017-2020, four quotes had been received ranging from £1,896 per year to £11,200. Parish Councillors discussed the four quotes and agreed to accept the highly competitive quote from James Dickinson for the next three years. Parish Councillors highlighted that the schedule of work requires the removal of the cut grass. The Parish Clerk to confirm the award of the contract, which would be reviewed after 12 months.

2017-03/11 Appointment of Parish Clerk Exempt under Paragraph 4 relating to any consultation or negotiations in connection with any labour relations matter.

The current Parish Clerk was stepping down at the end of March 2017 and the vacancy had been advertised. The Chairman thanked Linda Pinkham for her carrying out the duties as Parish Clerk over the past four and a half years.

Two applications had been received so interviews would be scheduled as soon as possible. The Chairman, Deputy Chairman and Cllr Buckingham agreed to form an interview panel. A job description and interview questions would be needed and references would be followed up after the interviews.

Meeting Closed 9.25pm

Minutes agreed as an accurate record and signed by the Chairman at the meeting of Chollerton Parish Council held on 17th May 2017

Minutes of meeting held on 29th March 2017 Page 5 of 5 These minutes were ratified at the meeting of Chollerton Parish Council held on 17th May 2017