BY ORDER OF Elaine Brown- Town Clerk  17/02/2012

A  G E N D A

Declaration of Interest by Members and Officers

Members and officers are reminded that if they have an interest in any item on the Agenda it should be declared as soon as possible after the commencement of the Meeting (Sections 94 to 98 and 105 of the Local Government Act, 1972, Section 106 of the Local Government Finance Act 1992, and the National Code of Local Government Conduct).

1. PRESENT:

2. APOLOGIES FOR ABSENCE: Members are reminded that if they fail throughout six consecutive months to attend a meeting of the authority, they shall, unless the reason for absence was approved by the authority before the expiry of that period, cease to be a member of the authority (Section 85 of the Local Government Act 1972). Apologies for absence should be given to the Clerk by the Member who intends on being absent prior to the meeting

3. ACCEPTANCE OF DECLARATIONS OF INTEREST:

4. PUBLIC QUESTION TIME: (maximum 15 minutes)

Under Section 100A (4) of the Local Government Act 1972, the press and public will be excluded from the Meeting during consideration of the following items on the Agenda due to sensitive nature.

PRIVATE

Review of Council Services

1.    Specifics:

a)    Accountancy including Salaries/ Gratuity-Pension

b)    Commercial Waste Collections

c)    Assets and their Risk Management

d)    Grave digging

e)    Groundworks and Planting

f)     Maintenance Tasks

g)    Clock

h)   Lightning Conductor

i)     Shutters

j)      Trees

k)    Conservation- stone, marble, gates etc.

l)     Insurance

m)  Health and Safety/ Risk Assessment

n)   Personnel/ Training

o)    Suppliers- e.g. Fuel; Equipment; Servicing; Personal Protective Clothing; Grass/ Soil/Pesticides etc.; Cleaning Materials; Admin. Items; Photocopier; Utilities

2.    Review of Employees and Salaries

3.    Other Items

6. Date and time of next meeting

                                                                                                BY ORDER OF Elaine Brown

                                                                                                                         Town Clerk

                                                                                                                           16th February 2012

A G E N D A

Declaration of Interest by Members and Officers

Members and officers are reminded that if they have an interest in any item on the Agenda it should be declared as soon as possible after the commencement of the Meeting. (Sections 94 to 98 and 105 of the Local Government Act, 1972, Section 106 of the Local Government Finance Act 1992, and the National Code of Local Government Conduct).

1. PRESENT:

2. APOLOGIES:

3. ACCEPTANCE OF DECLARATIONS OF INTEREST:

4. RFO’s REPORT:

4.1: Email to St Cuthbert’s First School PTA stating grant request deferred to February meeting to allow time to submit grant application form and supporting documents.

4.2: Letter of thanks received from Amble Development Trust and informing that fencing has now been ordered and will commence as soon as practical.

4.3: Telephone call from Santander confirming processing of bank transfers.

4.4: Email to internal auditor querying available dates for audit in April

4.5: VAT reclaim submitted for period 01/09/11 to 31/01/12

5. COMMUNICATIONS: None.

6.ACCOUNTS PAYABLE & RECEIPTS:

6.1: The following cheques were signed in advance of this meeting having received approval at the December meeting.

6.2: The following cheques were signed out of meeting and required retrospective approval

6.3: The following payments have been made/ received using petty cash.

6.4: The accounts for the month will be presented for approval and the necessary cheques signed:

TOWN COUNCIL

CEMETERIES MANAGEMENT COMMITTEE

6.5: The following amounts have been paid by standing order/direct debit showing on bank statements                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 at 31^st January 2012.

6.6: Government Procurement card purchases

The approval of cheque number  for the purchases made using the Government Procurement card

                                                                                                                                           Total £75.90

6.7: The following amounts have been received since the last Meeting and will be presented for information:

                                                                                                                       Total £1156.00

8: Acceptance of SPENd/Budget Figures- YTD:

The figures for the month of January 2012 will be presented; copies are available on application to the Clerk. 

A bank reconciliation do date will also be available

7.  REQUESTS FOR GRANT AID:

7.1: St. Cuthbert’s RC First School PTA – improvements to outdoor play area (Local Government (Miscellaneous Provisions) Act 1976, section 19)

7.2: Vitalise (essential breaks for disabled people and carers) Local Government Act 1972, section 137)

7.3: Hospice Care North Northumberland – (Local Government Act 1972, section 137)                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       

7.4: Age UK Northumberland – (Local Government Act 1972, section 137)

7.5: Community Action Northumberland – (Local Government Act 1972, section 137)

7.6: Amble Sea Angling Club – Open Shore Sea Angling Competition – (Local Government Act 1972, section 144)

7.7: Marine Conservations Society – (Local Government Act 1972, section 111)

8.  AGENDA ITEMS: None.

9. DATE & TIME OF NEXT MEETING: The next Meeting was scheduled to be held on Thursday, 23^rd February 2012 at 6.30pm in The Council Offices, Warkworth Harbour Commissioner’s Building, The Quayside, Amble

1. PRESENT: Councillors Mrs Lewis (Chairman), Arckless, Bilboe and Hinson together with the Clerk- Miss E Brown.

2. APOLOGIES: Cllr Weir – Holidays; this was proposed for acceptance by Cllr Bilboe, seconded by Cllr Hinson and agreed.

3. ACCEPTANCE OF DECLARATIONS OF INTEREST: Cllr Arckless declared a personal interest in item 7.4, being a board member of the Development Trust

4. RFO’s REPORT:

4.1: Letter sent to Santander re: transferring monies as agreed in December.

5. COMMUNICATIONS: None.

6.ACCOUNTS PAYABLE & RECEIPTS:

6.1: The following cheques were signed in advance of this meeting having received approval at the December meeting.

6.2: No cheques were signed out of meeting due to a matter of urgency.

6.3: The following payments have been made/ received using petty cash.

6.4: The accounts for the month were presented for approval and the necessary cheques signed on the proposal of Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

TOWN COUNCIL

CEMETERIES MANAGEMENT COMMITTEE

6.5: The following amounts have been paid by standing order/direct debit showing on bank statements                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 at 31^st December 2011.

6.6: Government Procurement card purchases

The approval of cheque number 102538 for the purchases made using the Government Procurement card

                                                                                                                                           Total £55.90

The approval of cheque number 102558 for the purchases made using the Government Procurement card

                                                                                                                                           Total £26.04

These payments were approved on the proposal of Cllr Mrs Lewis, seconded by Cllr Bilboe and agreed.

Cllr Mrs Lewis suggested the Clerk enquire with the auditor whether a credit balance of at least £50.00 could be left on the Government Procurement card in the future so charges were not incurred.

6.7: The following amounts have been received since the last Meeting and will be presented for information:

                                                                                                                       Total £1989.51

6.8: Acceptance of SPENd/Budget Figures- YTD:

The figures for the month of January 2012 were presented; copies are available on application to the Clerk.

A bank reconciliation do date will also be available

7.  REQUESTS FOR GRANT AID:

7.1: The PTA of St. Cuthbert’s RC First School – improvements to outdoor play area (Local Government (Miscellaneous Provisions) Act 1976, section 19) – grant application form sent 05/1/12.

Cllr Hinson proposed deferring to February pending the receipt of a completed grant application form.  This was seconded by Cllr Bilboe and agreed.

7.2: Children & Families First – Trip to the theatre – (Local Government Act 1972 Section 145)

Cllr Arckless commented that he was reluctant to provide the requested £750 of funding with so little information i.e. how many of the families involved were residents of Amble.  £100 was proposed by Cllr Arckless due to lack of information and the short timescale, this was seconded by Cllr Bilboe and agreed.

7.3: Great North Air Ambulance – General funding request – pursuant to Local Government Act 1972 Section 137 Cllr Bilboe proposed granting a donation of £100, this was seconded by Cllr Arckless and agreed.

Cllr Arckless left the room having a personal interest in the following grant request as a member of the Development Trust Board.

7.4: Amble Development Trust – Pavilion Fence Project – Cllr Hinson proposed £500 pursuant to Local Government (Miscellaneous Provisions) Act 1976, section 19. Cllr Mrs Lewis suggested an amendment, increasing the grant to £1000, provided the fence goes up or monies be returned if it does not, this was accepted by Cllr Hinson, , seconded by Cllr Bilboe and agreed.

Cllr Arckless re-entered the meeting.

8.  AGENDA ITEMS: None.

9. DATE & TIME OF NEXT MEETING: The next Meeting is scheduled to be held on Thursday, 23^rd February 2012 at 6.30pm in The Council Offices, Warkworth Harbour Commissioner’s Building, The Quayside, Amble

The meeting closed at 7.02pm

1. PRESENT: Cllrs Mrs Lewis (Chairman), Morrison, Rev. Nicholson and Bilboe.  Mr Duquemin (Secretary) from the Allotment Holders Society and the Clerical Assistant (Mrs A Burn) were also in attendance.

2. APOLOGIES:

3. ACCEPTANCE OF DECLARATIONS OF INTERESTS:

None.

4. CLERK’S REPORT:

4.1: Letter sent to CMDA, no reply has been received.

4.2: Email sent to Bill Pringle re: graffiti, mound of Tarmac and fence.

4.3: Email from Bill Pringle to confirm removal of Graffiti and Mound of Tarmac.

4.3: Letter sent to Mr Macdonald re: The Building and items on his land.

4.4: Email sent to NCC re: Fly Tipping at the West Allotments.

4.5: Cemetery Operatives removed over hanging branches above hole in the wall at West Allotments.

4.6: Cemetery Operatives removed smaller stones to create a larger access area behind the Wall at West Allotments.

4.7: Local builder repaired the Wall at the West Cemetery.

4.8: A telephone call was received from an allotment holder re: quotes for repairing allotment fence behind the repaired wall.

Cllr Mrs Lewis requested the Clerical Assistant expand on item 4.8 from the Clerk’s Report.  

The secretary from A.A.H.S informed the members of the materials from which the fence was constructed.

Cllr Mrs Lewis proposed The Clerk write to the Allotment holder stating that any quotations would have to be like for like, it was unlikely that it could be included with the Council claim as individual boundaries were the allotment holder’s responsibility and it was not yet clear whether the firm who owned the vehicle would accept responsibility for any claim at all.  However if she/he still wished to go ahead then the Clerk would contact Amble Town Council’s Insurance Company and clarify if a claim could be made for the replacement fence on behalf of the allotment holder.  This was seconded by Cllr Bilboe and agreed.

Cllr Mrs Lewis proposed accepting the Clerk’s Report.  This was seconded by Cllr Bilboe and agreed.

5. SIMPLY HORTICULTURE

5.1: Cllr Mrs Lewis proposed the Clerical Assistant send another letter to CMDA, as no reply was received from the previous letter, stating that as there had been no response A.A.H.S would take over administration of the area and ownership of all items on the site thereafter all ties with CMDA would be severed.  This was seconded by Cllr Rev. Nicholson and agreed.

6. ALLOTMENT HOLDERS SOCIETY REPORT:

6.1: Report from Allotment Holders Society: the Secretary informed the members of the numerous responses which had been received from the adverts for the raised beds in the CMDA area.  As a result there will be 2 raised beds given, the remaining raised beds will be offered to the waiting list. 

At present 17 people have been given letters to tidy their allotment, if this is not carried out then there is a possibility of allotments transferring. 

There has been rubbish dumped again at the West Allotments.  

Letters have been sent to Allotment holders at the East Allotments due to the amount of complaints regarding fires and the items being burnt.

Concerns have been raised at the East Allotment due to the amount of sheds which have been erected; sometimes as a result of an allotment change, the new tenant erects another shed.  The Allotment Holders Society has requested some sheds are to be removed if there are multiple on one site.  A few of the sheds may have asbestos inside them so this could cause a problem. Cllr Mrs Lewis enquired if the A.A.H.S had contacted NCC as they will come and take the Asbestos away, if it has been dismantled.  The secretary confirmed NCC had removed Asbestos in the past.

Cllr Mrs Lewis asked the Secretary if the Society had considered introducing a Bond which would encourage the holders to dismantle the sheds. The Secretary would forward the information to the Society.  The Secretary confirmed the Society had hired 3 skips in the past to strip allotments before new tenants could take over.

Cllr Mrs Lewis thanked the Secretary for his report and enquired if there were any further items he would like to discuss.

The Secretary sought permission to gather further quotations for the roadways at the East Allotments, as the quotations he had gathered in the past were not detailed and did not indicate where the work would commence and finish.  The members agreed for the quotations to be gathered and report back to ATC as soon as the information was available.  Cllr Mrs Lewis reminded members it had been agreed in principle that the amount for the work would be equally shared between A.T.C & A.A.H.S.

7. AGENDA ITEMS:

7.1: Limb of a Tree had fallen onto an Allotment.

Cllr Mrs Lewis expressed concern regarding the aftermath of a tree Limb which had landed in an Allotment at the West Allotments.  The Tenant had advertised it for free on the internet for members of the public with a chainsaw to cut it and carry it away. This could raise liability issues and the Council wished to be assured the Society was aware of this.

The Secretary had no prior knowledge of the Tree limb having fallen onto the allotment.  He sought clarification of which allotment was involved and would contact the tenant.  He was also concerned regarding members of the public gaining access to the Allotment to dispose of the wood.

Cllr Mrs Lewis requested a copy of A.A.H.S Insurance Documents be made available for the Clerk to scrutinise.

The next meeting was agreed to be held on 21^st April 2012, at 10.00am in the Town Council Offices following a Site Visit commencing at the Wynd entrance to the West Allotments at 09.00am.

The Secretary left the meeting at 10.30a.m.

8. TOWN COUNCIL PLAYGROUND REPORT:

The Clerical Assistant gave a summary of the Playground Report which had been carried out by the Playground Inspector.  The Inspector had to remove sweets which had been melted onto the slide on 19/11/2011.  There were a lot of beer cans found in the Playground on 04/01/2012.

Cllr Mrs Lewis proposed contacting the Police regarding the beer cans in the playground.  This was seconded by Cllr Nicholson and agreed.

Cllr Morrison enquired if there had been any progress on the Paddlers area. Cllr Mrs Lewis explained the progress on the Paddlers area was already on the Town Council agenda.  The Town Council meeting would be held on Thursday 12^th January 2012.  The Clerk had sent a letter to NCC which required clarification on a few items.

Cllr Morrison expressed concern regarding the pool linings having been removed however there had been no replacement lining. Cllr Mrs Lewis proposed pictures be taken of the Paddling Pools and enclose the pictures with a letter to NCC, Asset Management Team.  The letter will request the Paddling Pools to be cleaned with a hard broom and all broken glass be removed; then a smooth over coat and colour be applied as had been suggested previously.  After this is complete the School Children may then be able to design murals to be placed in the pools.  A reply to the letter would be requested within 14 days.  This was seconded by Cllr Bilboe and agreed.

9. COMMUNICATIONS

None.

10. INFORMATION

None.

11. DATE & TIME OF NEXT MEETING: Saturday 21^st April 2012 at 10.00a.m.in the Town Council Offices, following a Site Visit at 09.00a.m.

The meeting closed at 10.38am.

1.  PRESENT: Councillors Bilboe (Chairman), Hinson and Mrs Lewis and Dargue

2.  APOLOGIES FOR ABSENCE:

Councillor Weir- Holiday:

acceptance proposed by Councillor Mrs Lewis, seconded by Councillor Bilboe and agreed.

The Clerk- Illness:

Councillor Mrs Lewis was appointed to the position of unpaid Clerk for the meeting on the proposal of Councillor Bilboe, seconded by Councillor Hinson and agreed.

3.    DECLARATIONS OF INTERESTS: None

4.    CLERKS REPORT:

4.1: Pallet of random stones and sandstone slabs returned to MKM

4.2: Wheelbarrow returned to Cemetery

4.3: Quote from builder requested for completion of memorial wall

Accepted on the proposal of Councillor Mrs Lewis, seconded by Councillor Hinson and agreed.

5.  VISITOR’S BOOK AND TIMESHEETS:

5.1: The Superintendent’s Futures Report were presented for inspection by the Members.

5.2: The time sheets were available for inspection

5.3: The Visitor’s Book was available for inspection at the office from Thursday afternoon.

6 Member’s Comments on the Future Report, Visitor’s Book, Timesheets and the condition of the Cemetery:

The use of timesheets and the proposed new system to be tested was explained to new Member Councillor Mrs Dargue.

7.  COMMUNICATIONS:

7.1: Further letter of complaint regarding ‘trench like depressions’ in West Cemetery

The Clerk had reported that this had been responded to and dealt with.

7.2: Further correspondence from HSE regarding ‘trench like depressions’ in West Cemetery

The Clerk had reported that this had been responded to and dealt with.

Councillors requested that the Clerk check that the notice regarding members of the public entering the cemetery at their own risk was still prominently displayed on the noticeboard.

7.3: Fusilier website administrator re: Private Sydney Crackett and possible copying and publishing of East Cemetery Burial registers

The correspondence was read out.

Councillor Hinson reiterated the idea mentioned in the past that part of the records would be displayed on the Council’s own website; this would encourage visitors to come to Amble and visit the town and the cemetery and perhaps investigate the records for further information. There would still be a search charge and thus income for the Council. He proposed that the request be declined thanking the administrator for the interest shown and pointing out that the Council still hoped to display information on its own website in the future. This was seconded by Councillor Mrs Dargue and agreed.

8. AGENDA ITEMS:

8.1: HSE requirements for manual workers – The Superintendent via the Clerk

The information supplied by the Superintendent was read out. Councillor Mrs Dargue was given background information regarding the Council’s policy on training. The Clerk had asked N.C.C. officer Bill Pringle about the policy for its grounds staff in similar positions. They were deemed sufficiently trained in the use of new machinery when it had been demonstrated to them, they had the manufacturer’s information and had used the machine competently. Seasonal operatives were shown how to use the machinery by permanent staff and signed that they had been shown how to operate that item. However at least one operative had to receive Pesticides Certification before this work could be carried out.

The Clerk frequently investigated training requirements and courses but would be asked to again contact NCC officers e.g. Health and Safety/ Personnel- as it was felt that that organisation had the expertise to know and understand the minimum requirements necessary and advise if there might be places on any relevant courses they were running and the costs involved; also NALC to ascertain what regulations they felt would be the requirements appropriate to the workforce in Amble. The Council strongly feel that ongoing training is a valuable element of any employee’s role and even though most courses do not enhance salaries, unless legally required, attendance must be tempered by operational and financial constraints.

After further discussion, it was proposed by Councillor Mrs Lewis, seconded by Councillor Hinson, that the Clerk would write to the Superintendent and Groundsman clarifying that the Council took their responsibility of training seriously and were constantly looking for suitable courses relevant to their work. They would be reminded that the manufacturers had demonstrated new larger equipment to them, they had tried these before purchase and again on delivery and had experience with all the equipment the Council owned and also in the procedures within their positions.

Unfortunately- regarding the 3 specific areas mentioned- the available courses regarding Manual Handling were more office based, the LANTRA and Grave digging courses were not run frequently. The Clerk would again investigate Manual Handling and if this was a requirement they would be placed on a course as soon as practicable. It would be verified that LANTRA training was not a requirement but this Council was prepared to allow its workforce to undertake this when the minimum number of 4 people were available to make the cost more reasonable. The local LANTRA trainer would be contacted again to see if the number had been reached; if not, other councils with employees using tractor grass cutting machinery would be contacted to see if they wished their operatives to attend such a course in order that it could go ahead as soon as possible.

The college which had previously run the Grave digging course had been contacted last year but were not planning to run it at present; they would be contacted again and reminded that this Council could be interested should it operate. There would be an update at the next meeting and the operatives informed of any further information received. This was agreed.

Training would also be a topic discussed under the future Review of Services.

8.2: DVLA requirements for pulling a trailer – The Superintendent via the Clerk.

DVLA rules apply to public highways.

The ordinary driving licence was class B which qualified a driver as follows:

The trailer, when on the highway, was normally travelling between the two cemeteries and carried a brushcutter and occasionally a hand cutter. It was sometimes used for other work within the town when the load might vary.  Unladen weight is 330kg, fully laden capability is 1.5tons.

The Clerk would contact the supplier to ascertain the grass cutting tractor’s weight and determine if it was within the above boundaries. DVLA would then be contacted to verify this. If it was not within these boundaries then the additional test required would be investigated for the current operatives and the person specifications for the roles updated for the future.

8.3: Consideration of defining a set time for operative rest break – The Clerk

After discussion, it was proposed by Councillor Mrs Lewis, seconded by Councillor Mrs Dargue, that this maximum 15 minute break should not be taken before 9a.m. or after 10a.m.- the flexibility to allow for operational requirements. This was agreed.

8.4: Update on Hedley Memorial:

Councillor Weir had submitted a report which was read out and further updated from information left by the Clerk. The brickwork would commence next week and it was hoped the structure would be completed in 2 weeks with the rear ‘landscaping’ to follow.

Councillor Bilboe endorsed his comments in thanking those involved in bringing this to fruition and additionally proposed that Councillor Weir be warmly thanked for all his strenuous efforts in the design, implementation and overseeing of the work despite the many problems encountered. This was seconded by Councillor Mrs Lewis and agreed.

Councillor Arckless and Mrs Lewis had been consulted about the lettering font and size for the dedication plaque; they felt the engraver would be the most experienced person to judge this with the proviso that it be easily read from a short distance. They had requested the Clerk to ask him to supply some ‘mock-up paper designs’ for choice. It was also felt prudent by Members to request the same for the individual smaller plaques so that there was the minimum of delay to this part of the project.

At the next meeting, the Chairman would suggest a date in early March when the family of Mr Hedley and the Funeral Directors would be invited to view the Natural Burial site and the Memorial Wall would be dedicated. The Clerk was reminded that the Burial Charges would be reviewed at the next meeting and Fees for April 2012- March 2013 would be set.

9. INFORMATION ITEMS:

9.1: None

10. DATE & TIME OF NEXT MEETING:  The next Meeting is scheduled to be held on Thursday 16^th February 2012 at 6.30 p.m. in the Council Office, The Quayside

The meeting closed at 7.40p.m.

1. PRESENT: Councillors Bilboe, Arckless, Hinson, Palin, Rev’d Nicholson, Mrs Lewis and Mrs Morrison and Mrs Dargue together with the Clerk, Miss Brown.

2. APOLOGIES FOR ABSENCE: Cllr Weir – Holiday proposed for acceptance by Cllr Mrs Lewis, seconded by Cllr Bilboe and agreed

3. ACCEPTANCE OF DECLARATIONS OF INTEREST: None.

4. PUBLIC QUESTION TIME: (maximum 15 minutes) None.

5. Letter to Tesco:  Cllr Mrs Lewis had prepared a letter to Tesco at the Chairman’s request, copy attached.  The letter was proposed by Cllr Hinson with the amendment of greater dialogue with the Council and requesting a response within 28 days, this was seconded by Cllr Bilboe and agreed.

6. Review of Council Aims

After discussion, Cllr Hinson proposed taking as presented and moving the suggested amendments, this was seconded by Cllr Bilboe and agreed.  Amended copy attached/available to view on the website.

Under Section 100A (4) of the Local Government Act 1972, the press and public will be excluded from the Meeting during consideration of the following items on the Agenda due to sensitive nature.  This was proposed by Cllr Bilboe, seconded by Cllr Hinson and agreed.

For the benefit of newer members Cllr Hinson explained that by going into private, even though no public were present, the minutes would still be protected.

PUBLIC. VERSION OF PRIVATE

7. Review of Council Services

It was agreed that all the listed items would be reviewed with the addition of a review of Grants criteria

7.1: Review of Job Descriptions to ensure all aspects of present work are covered:

Cemetery Superintendent – After discussion on the job description it was proposed by Cllr Arckless to remove ‘Cemetery’ and replace with ‘Cemeteries’ except on occasions relating to Interments.  This was seconded by Cllr Mrs Morrison and agreed.  Cllr Mrs Lewis explained the need for 2 members of staff e.g. Health & Safety Legislation.  Cllr Arckless queried how other local Cemeteries operate. 

Following recent correspondence from the Superintendent, Operatives would be reminded that aspects they had raised, for example hand digging and work in the town itself were covered in the job description and contract which they had agreed.  Cllr Palin suggested a further clarification clause under ‘Main Purpose’ to include ‘general jobs around the town’

Grounds man – As above

Minor changes would be made to the Job descriptions and the Clerk would seek advice regarding any possible further changes and types of contracts.

The Chairman called the meeting to a close with further business to be discussed at the next meeting which would take place on Thursday 16^th February 2012 at the rising of the Cemeteries Management Committee

Playarea Employee

Town Clerk

Clerical Assistant

7.2: Proposed Review Items for future Agendas:

1.    Specifics:

a)    Accountancy including Salaries/ Gratuity-Pension

b)    Assets and their Risk Management

c)    Grave digging

d)    Groundworks and Planting

e)    Maintenance Tasks

f)     Clock

g)    Lightning Conductor

h)   Shutters

i)     Trees

j)      Conservatio,n- stone, marble, gates etc.

k)    Insurance

l)     Health and Safety/ Risk Assessment

m)  Personnel/ Training

n)   Suppliers- e.g. Fuel; Equipment; Servicing; Personal Protective Clothing; Grass/ Soil/Pesticides etc.; Cleaning Materials; Admin. Items; Photocopier; Utilities

o)    Grant Awarding Policy

2.    Review of Employees and Salaries

3.    Other Items

8. Date and time of next meeting – Thursday 16^th February 2012 at the rising of the Cemeteries Management Committee.  Approx. 7.15pm

The meeting closed at 8.20pm

1. PRESENT: Councillors Bilboe, Arckless, Hinson, Palin, Weir, Rev’d Nicholson, Mrs Lewis and Mrs Morrison and Mrs Dargue together with the Clerk, Miss Brown.

Journalist James Willoughby.

County Councillor Jeff Watson

2. APOLOGIES FOR ABSENCE: No apologies had been received.

3. ACCEPTANCE OF DECLARATIONS OF INTEREST: None.

4. PUBLIC QUESTION TIME: (maximum 15 minutes) None.

5. MINUTES: TOWN COUNCIL:

5.1: Minutes of Town Council Meeting held Thursday 8th December were proposed for acceptance by Cllr Bilboe, seconded by Cllr Hinson and agreed.

6. CLERK’S REPORT:

6.1: Christmas food hamper raffled at Mayor’s Christmas Reception raising a total of £126.

6.2: Response to NCC Local Councils Charter consultation submitted.

6.3: East Cemetery Info uploaded onto website; photos required for various pages.

6.4: NALC – Annual Royal Garden Party Nomination Form 2012; Cllr Bilboe nominated.

6.5: Repairs to bus shelters queried.  Email confirming repairs not yet done but we will be kept informed.

6.6: Further email to NCC enquiring about the legal status of the land surrounding the Paddlers Play area

6.7: Precept request sent to NCC; final budget for 2012-13 forward to all Members for reference.

6.8: Amble Action Group notes of meeting circulated to all members

The Clerk’s report was proposed for acceptance by Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

7. AGENDA ITEMS FROM CLERK’S REPORT:

7.1: Update on Amble Action Group – Jubilee event

Cllr Weir informed the event would take place on 4^th June and gave details of a timeline for the event.  Cllr Weir enquired about the £3000 the Council had budgeted for in the precept for Jubilee/Olympic Torch celebrations and how much of this sum could be made available for the Jubilee event.  Cllr Mrs Lewis proposed up to £2000 be made available to fund a firework display on the evening of the jubilee event.  This was seconded by Cllr Bilboe and agreed.

8. BUSINESS EXPRESSLY REQUIRED BY STATUTE:

8.1: Candidate elected for vacancy of Amble Central Ward; no contest.

The Chairman introduced officially welcomed Jane Dargue to the Council and introduced all Members.

9. CHAIRMAN’S COMMUNICATIONS and REPORT:

9.1: The Chairman gave his report; copy attached.

10.  REPORTS FROM COUNTY COUNCILLORS:

10.1 County Councillor Arckless gave his report; copy attached.  Cllr Weir withdrew agenda items 12.3 and 12.4 as they were covered in the report.  Cllr Arckless stated he would enquire about the sign as he was aware that it was intended to be temporary.

10.2 County Councillor Watson: stated there had been a further accident at the Wynd, discussions were taking place at a LMAPs meeting regarding a permanent speed camera.  Cllr Bilboe proposed the Town Council write a letter supporting the placement of a permanent speed camera at the bottom of the Wynd, this was seconded by Cllr Arckless and agreed on a vote of 5 for, 3 against with 1 abstention,

Cllr Watson informed that the Rotary Club plan to enhance floral displays on Rotary Way and have requested the fence which mainly belongs to Northumberland Estates be repaired.  There are also plans for a further lectern in the layby nearest Amble showing details of the estuary.  They hope to work with the Town Council on this.

11. REPORTS FROM REPRESENTATIVES  ON OUTSIDE BODIES & REPORTS OF MEETINGS ATTENDED BY MEMBERS AS PRIVATE INDIVIDUALS:

Cllr Weir had attended a meeting of Amble Business Club; the Town Council were agreeable to being an associate member (a membership fee would not be required).  An invoice would be raised in the near future for £5.00 for the inclusion of the Town Council details on the recently published Town Guide- proposal by Cllr Bilboe, seconded by Cllr Weir and agreed.

12.  AGENDA ITEMS:

12.1: News page for Ambler – was proposed for acceptance by Cllr Mrs Lewis, seconded by Cllr Weir and agreed. A photo of new member Ms Dargue would be included.

12.2: Consideration of Review of Council Services – deferred from December meeting.  The Clerk would circulate Town Council Aims and staff contracts/ job descriptions which would be discussed at a Town Council meeting to be held on the rising of the Finance Committee on the evening of 26^th January on the proposal of Cllr Bilboe, seconded by Cllr Mrs Lewis and agreed.  Cllr Mrs Lewis stressed to Members that staff contracts were private and confidential.

12.3: Concern of Homes for Northumberland sign at entrance to Glendale – Cllr Weir- withdrawn

12.4: Concern of consultation of Border Lairds Factory – Cllr Weir- withdrawn

13.  REPORT FROM THE CEMETERIES MANAGEMENT COMMITTEE:

13.1: The Minutes of the Meeting held Thursday 15^th December 2011 were adopted on the proposal of Cllr Bilboe, seconded by Cllr Mrs Lewis and agreed.

14. REPORT FROM THE FINANCE COMMITTEE:

14.1: The Minutes of the Meeting held Thursday 15^th December 2011 were adopted on the proposal of Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

15.  REPORT FROM THE ALLOTMENT AND PLAYGROUNDS COMMITTEE:

The meeting had taken place on Saturday 7^th January 2012 at 10.00am. Minutes would be available for approval at the next Town meeting.

16.  REPORT FROM THE PLANNING COMMITTEE:

16.1: The planning report for the month on December 2011 – No correspondence received.

16.2: Planning Training Events March 2012 – The Clerk informed of training dates and recommended all Members attend. Details would be circulated for application.

17.  COMMUNICATIONS:

17.1: Consideration of response to NCC Local Development Framework Core Strategy Sustainability Appeal Scoping Report – Cllr Mrs Lewis proposed that the Chair of the Planning Committee be delegated with the Clerk to submit a reply, this was seconded by Cllr Weir and agreed.

17.2: Consideration of Response to NCC Public Transport Strategy 2011-16; Cllr Mrs Lewis informed of her comments on this consultation which were adopted by the Council on the proposal of Cllr Weir, seconded by Cllr Bilboe. (Attached)

17.3: Consultation to improve Equality in Northumberland: Working with you to set our Equality Objectives for 2012-16 (online questionnaire closes 10^th February) – the link was available for Members to respond individually.

17.4: Joint NCC/Parish meetings March 2012 – the Clerk would circulate the dates of meetings.

17.5: NALC – Pension and Gratuities – For information

17.6: Rio Tinto Alcan Response Group Elected Members Briefing – For information

17.7: NCC – Dog bin at Links Farm End damaged by firework and one damaged at Welfare; Chairman agreed to requesting repair. – For information

17.8: Housing Needs Assessment Postal Survey- for information. Individuals were urged to respond.

18.  INFORMATION ITEMS AND ITEMS FOR CIRCULATION:

18.1: Northumbria Police Authority Stakeholder Briefing Issue 1 – Police Reform and Social Responsibility Act 2011

18.2: NCC North Area Committee

18.3: NCC Regeneration Funding Bulletin 47,48, 49 and 50

18.4: CAN Winter News 2011

18.5: Clerks and Councils Direct January 2012

18.6: NCC Bus News

18.7: NCC – Composite Traffic Regulation Orders – Amendments 2012

18.8: NCC – North Area Briefing December/January

(All items will be placed on information table for interested Members)

Information items are not to be taken away from the Meeting but photocopies can be made, if required.

19.  DATE & TIME OF NEXT MEETING:

19:1 The date & time of the next Meeting will be on Thursday 9^th February 2012 at 6.30pm. in the Town Council Meeting Room, The Quayside, Amble

Under Section 100A (4) of the Local Government Act 1972, the press and public will be excluded from the Meeting during consideration of the following items on the Agenda due to sensitive nature.

This was proposed by Cllr Bilboe, seconded by Cllr Mrs Lewis and agreed.

PUBLIC/PRIVATE

P01. Report from Town Council

Minutes of Town Council Meeting held Thursday 8^th December 2011 were adopted on the proposal of Cllr Bilboe, seconded by Cllr Weir and agreed.

P02. Report from Cemeteries Management Committee

Minutes of the meeting held Thursday 15^th December 2011 were adopted on the proposal of Cllr Bilboe, seconded by Cllr Mrs Lewis and agreed.

P03. Land Adjacent to 62 High Street

A plan showing the measurements, and materials intended for the wall were provided as per request.  Cllr Mrs Lewis requested the Clerk clarify that the height of the wall nearest the road would not exceed 900mm, sending a copy of the plan highlighting this area.  Overall the Council were happy with the design and materials but the Clerk would agree upon clarification of the above and subject to any required planning permissions for a conservation area.  This was proposed by Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

The meeting closed at 8.07pm

A simple example of this is that we are taking over replacement of Litter bins from NCC in April; they anticipate a charge to us of £400 to replace and install one. We need to investigate whether the ones we already have are in the best place- maybe some could be relocated; what is the cost of purchasing an approved type; how much would someone else charge to install. This may seem a minor cost but with over 40 in the town, the cost over a few years could mount up considerably.

There are some things which are specialist jobs, such as servicing the Town Clock and the Lightening conductors, again we will investigate costs but unfortunately there are very few firms who do this type of work. There are many other jobs which need to be done on a daily/ weekly basis or just ‘as necessary’ but we will still look at how this work is best done.

We want to ensure good value in everything and still be able to afford to offer support to local events and groups to encourage an active community for all ages.

We have also set aside a sum to help towards the Jubilee celebrations in the town and the Olympic Torch visit as we feel these are very historic and momentous occasions.

A committee is being organised to determine the programme of events which will take place mainly during the long weekend dedicated to the Queen’s Jubilee- June 1^st to 4^th – with hopefully everything culminating in a large public event on the 4^th Many organisations in the town and surrounding area are being asked to join together to make this a once in a lifetime celebration. This will end with the lighting of the Beacon on the Braid at the ‘royally’ appointed time as we have registered to be part of the round Britain coastal ‘light up’.

We are very privileged to have the Olympic torch coming through our small town; many of us may never see this happen ever again. Even though it is early morning, we hope you will all turn out to line the route; watch out also for news of the events which schools and others are planning around this time to celebrate the torch passing by and also the Olympic Games themselves.