Minutes of the Annual Meeting of the Council held on 7th May 2014

01-05-1  Present  Cllrs MW Gibson (Chairman), J Annan and MD Newson (contributed to part of the meeting)

Also Present:   Clerk, R Macfarlane

01-05-2  Apologies  Cllr D Walker.

01-05-3  Election of Chairman  Cllr J Annan proposed Cllr MW Gibson seconded by MD Newson and all agreed.  At this point in the Meeting MW Gibson took the Chair.

01-05-4 Declaration of Office  Cllr MW Gibson signed the declaration of acceptance of office (LGA 1972 s83).

01-05-5 Election of Vice-Chairman  To be considered the next Council meeting.

01-05-6  Declaration of Interest  Cllr MD Newson –  Newbrough CofE First School

01-05-7 Minutes 

The Minutes of the Meeting of Newbrough PC which was held on 5th March 2014 were approved by the Council then signed by the Chairman.

01-05-8 Matters Arising

Pavingstone Work  The contract for work around the Whitebeam trees has been awarded to DJ Forster Building Services and work is expected to start soon.

01-05-9 Public First Focus

No members of the public were present.

01-05-10 Communications

The following correspondence was related to all councillors:

Area Committee Meeting

  • Thank you letters Letters of thanks for grant aid were received from CAN, Tynedale Hospice and toma fund
  • Isos Play Area at Sidgate  The Clerk was asked to enquire why Isos have removed a swing seat from the play equipment and whether it will be replaced.
  • Trees on Sidgate Lane  Clerk to write to Isos to see if there has been any progress to the issues raised by residents considering possible dangers and the obstructions caused by the trees.
  • Parking issues at Whitehouses  Clerk to contact Isos and enquire if they are considering  parking issues when they replace the paving stones that are cracked.

CAB Update and Northumberland Adviceline, AgeUK Advice Service, Road Link (A69) Limited Annual Report 2013-14, CPRE, Garden Waste Collection,  BDO Audit pack, Tynedale Hospice NewLink

Grant Applications – Tyndale Womens’ Training Group and SAY Youth Group.  It was RESOLVED to consider these applications at the next meeting in July.

01-05-11 Roads        

Sidgate Pothole

A huge pothole in the middle of the estate is very dangerous and growing by the day.  The Clerk was asked to inform NCC Highways. (Case reference number 101002548762)

01-05-12 Footpaths   

There was still some concern about the uneven footpaths along the Sidgate.  It has been observed that there have been markings sprayed on the pavement which would indicate work might be imminent.


01-05-13 Planning      

Northumberland National Park Authority : Development Management Variation of 12NP0099 in respect of 12NP0114 Carrow Farm, No objections -awaiting decision

NCC Application:  14/00905/PRUTPO  Tree Preservation Order Provide a safrety clearance of 1.5m to live overhead conductors by pruning 1 no. Beech tree (T4)  at 9 Home Farm Newbrough NE47 5HF by Northern Powergrid. Granted 7th May 2014

01-05-14 Reports

Northumberland County Council  No report

Sportsfield Association  No report

Newbrough CofE First School  No report

01-05-15 Review of Documents.

Financial Regulations Documentation & Risk Management

It was RESOLVED to continue insurance cover with Zurich Municipal.

The Assets Register was amended to include the litter bin at Crow Wood, two planters at the War Memorial and half share of Marque Tent brining the value of assets to £5,580.

01-05-16  Audit

Internal Audit

The Internal Audit has taken place and there were no matters arising.  The Clerk was asked to thank the Internal Auditor.  The Internal Auditor has requested that her fee (£60) should be paid to “The Sick Children’s Trust.”  This was agreed.

Annual Statement of Accounts

The Annual Financial Return was accepted and this was signed by the Chairman.  It was

RESOLVED that the Council approve the Accounting Statement, Annual Governance Statement and the Annual Internal Audit Report.

01-05-17 External Audit to 31st March 2014

Audit Annual

This will be to BDO requirements and in line with Accounts and Audit (England) Regulations 2011 (Regulations 12-16) and the Audit Commission Act of 1998.

Exercise of Electors’ Rights  – Timetable

The notice of appointment of date for the exercise of electors’ rights must be displayed for 14 days.  NPC has displayed the Audit Notice in Parish Notice Board from 1st to 14th April

The accounts and other documents have been available for 20 working days.

NPC will make records available to the general public 15th April to 15th May

It is the duty of NPC to submit the annual return and supporting documentation to BDO LLP by the audit date of 16th May.  Approval of Accounts should be no later than 30th June and Publication of Audited Accounts no later than 30th September 2014

01-05-18 Finances

Bank Accounts 1st April  2014   BMM £1480.07          Community £17202.57

Reconciliation  Outstanding cheque to PCC for £850 not cashed

Income    £4250 half precept and vat £59.65

Payments by S/O Clerk’s Salary and  Meeting Room Rent are now paid by S/O

Payments to be Approved Council Expenses £53.54 (vat £5.75), Council Insurance  Zurich Municipal £243.80

Payments in Special Category (LGA 1972 s137)

The Department for Communities and Local Government (DCLG) has advised that the appropriate sum for the purpose of section 137(4)(a) of the Local Government Act 1972 (the 1972 Act) for parish and town councils in England for 2013-14 is £6.98 for each elector.

NPC Number of Electors at 1st April 2013 is 455 s137 allowance is £3175.90

The Precept requested for 2013-2014 is £8500 (same for last five years)

Spending of s137 at 31st March 2014 is £350 (remaining allowance £2825.90)

01-05-19  Date and Time of Next Meeting  – 7.00 pm, 2nd July 2014

The Meeting was closed at 9.05pm.