HEXHAM TOWN COUNCIL
I HEREBY GIVE YOU NOTICE THAT a meeting of the Council will be held in the Council
Chamber, Prospect House, Hexham on Monday 5 November 2012 at 6.45 pm, when the following
items will be discussed:AGENDA
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Declarations of interest - planning applications only. [See memorandum enclosed].
To consider Planning Applications received [list enclosed].
[at 7.00 pm approximately] Apologies for absence.
Council will hear residents on any matters they may wish to raise in regard to Hexham.
To agree the minutes of the Town Council meeting held on 1 October 2012 enclosed.
Matters arising, if any.
Declarations of interest. [See memorandum enclosed]
Accounts for Payment [list enclosed].
Committee reports:a. To receive minutes of Finance and General Purposes Committee meetings held
on 25 June 2012; 10 September 2012 and 8 October 2012, enclosed.
b. To receive minutes of the Remembrance and Armed Forces Days Committee
meeting held on 8 October 2012, enclosed.
Correspondence.
Ms. Tina Drury of Isos Ltd., Executive Director Customers & Communities will speak on
Grass cutting standards. Minute 5575a refers.
Well Being Survey. Minute 5589 refers. Copy of Executive Summary enclosed.
Hon. Steward and Bailiff of Hexham 2012. Nominations are requested for the position of
Honorary Steward and Bailiff of Hexham 2012. [Please note nominees are not to be
approached by the nominator].
Hexham in Bloom – Cllr J V R Hare to report. Minute 5600 refers.
To approve audit report for 2012/13, See enclosed memorandum.
To comment on proposed removal of no waiting restrictions at Nent Grove; Maidens
Walk and Rede Avenue. See consultation detail enclosed.
Any urgent matters at the Chairman of the meetings discretion. [Matters to be raised
under this item should be written out [if possible] and handed to the Chairman of the
meeting or the Clerk of the Council before the meeting begins].
Derick Tiffin,
Clerk of the Council
29 October 2012
Hexham Town Council, Council Office, St Andrews Cemetery
West Road, Hexham NE46 3RR Tel: 01434609575
Email: hexham@hexhamtowncouncil.gov.uk
www.hexhamtowncouncil.gov.uk
Hagenda1112
1
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL MEETING HELD ON 1 OCTOBER 2012
5569. PRESENT. Councillor J V R Hare, the Town Mayor in the Chair together with Cllrs: T Robson, G C
Ferguson, M F C Donnelly, Mrs. J E Lloyd, Mrs. B E Smith, J B Jonas, D Kennedy, Mrs. I C Brook,
A Snowball, C Cessford and T Cessford.
5570. APOLOGIES FOR ABSENCE. Were received from Cllrs N J Holder and P Dixon.
5571. DECLARATIONS OF INTEREST. [Planning Applications]. Cllr T Robson made a personal
declaration of interest in application 12/02650LB as he was known to the applicant. Cllr Mrs. J E
Lloyd made a declaration of a personal and prejudicial interest in application 12/01854LB as she was
a resident who may be affected and left the Council Chamber during discussion and voting thereon.
5572. PLANNING APPLICATIONS. It was AGREED there were no objections to the planning
applications received in accordance with the list circulated and attached hereto apart from Application
12/02154. This application was not within the Council boundaries but as it was for development at the
Egger Ltd site it had been copied to the Council for any comments. It had also been submitted on a
CD rather than on paper and it was AGREED to defer it pending the Chairman viewing it and should
he consider it required full Council consideration then he would call a Planning meeting to consider it
in detail.
5573. PUBLIC PARTICIPATION. No matters were raised under this heading.
5574. MINUTES. It was AGREED the minutes of the Town Council meeting held on 3 September 2012,
having been circulated, be signed as a true record subject to Cllr. Mrs. J E Lloyd noting an item
relating to the Northumberland Draft Core Strategy and the workshop meeting with NCC being held
in Hexham on 15 October 2012 should have been minuted. It was AGREED to note her comments
and further that Cllrs J V R Hare, C Cessford and Mrs. J E Lloyd will be attending the meeting. Cllr
Cessford requested any Councillor wishing to make comment[s] contact him before the 15 October.
5575. MATTERS ARISING:a. GRASS CUTTING STANDARDS. Minute 5536b refers. The Clerk advised it was
hoped a representative of Isos Ltd. would be able to attend the November Council
meeting.
b. CRIME AND ANTI-SOCIAL BEHAVIOR REPORTS. Minute 5540 refers. It was
AGREED to request the reports give numerical as well as percentage figures.
c. PRIORY GATE HOUSE. Minute 5541 refers. In the absence of a reply from the
County Council to the original query, the Mayor had asked the Clerk to write to the
Chairman of Northumberland County Council. This had resulted in some action and
the Clerk reported NCC is now consulting on the methods it must use to clear the
structure of weeds and saplings and the methods to re-point it thereafter. It was
AGREED to note the report.
d. ACTION FOR MARKET TOWNS. Minute 5542 refers. After discussions by the
Mayor with Cllrs T Cessford and Mrs. J E Lloyd the Mayor had agreed Cllr Mrs. J E
Lloyd should be the correspondence member for any correspondence received from
this organisation rather than Cllr T Cessford. Cllr Mrs. J E Lloyd also advised
Council she is using Town Plan Working Group finance to enable her to attend the
Annual Conference of AMT in Kendal to be held shortly.
e. ABBEY PROJECT. Minute 5545 refers. This visit had taken place on 18 September
2012 but the Mayor was disappointed so few Councillors had attended. It had been a
very enjoyable and informative tour of the plans for the Carnaby Buildings project.
f. SELE FOOTBALL. Minute 5547 refers. On the Councils request changing facilities
be considered the NCC had responded that due to the conservation and historic status
of the area it was extremely unlikely planning approval would be given for any
changing facility premises. In addition the persons using the pitch are under 15 and
they usually arrive ready changed and go home afterwards for any showers needed.
g. A695 - WOODLANDS BUS SHELTER. Minute 5558 refers. Despite the Clerks
memorandum regarding this minute he now had to advise Council the situation was
2
still not clear and still under investigation. The witness that had come forward had not
seen the actual event, just the immediate aftermath which was insufficient proof for
the Police to take action. However the actual firm that had been carrying out the
works for BT Openreach had been traced. As this firm is based in County Durham the
Police there have been instructed to attend and to take statements from all workmen
on site on that date. Hopefully the seriousness of making false statements to the
Police will mean more detailed information will be forthcoming. Until these
statements have been taken no further action can be taken either by the Council or the
Council insurers. A further report will be made to Council as soon as it is possible.
h. NCC COMMUNITIES AND PLACE COMMITTEE. Minute 5567 refers. It was
noted Cllr Mrs. J E Lloyd will be attending this meeting on her own as Cllr J V R
Hare is unable to attend.
5576. DECLARATIONS OF INTEREST. No declarations of interest were made.
5577. ACCOUNTS FOR PAYMENT. It was AGREED to authorise payments in accordance with the list
circulated and attached hereto.
5578. COMMITTEE REPORTS.
a. REMEMBRANCE & ARMED FORCES DAYS COMMITTEE. It was AGREED to
receive the minutes of the Committee meeting held on 10 September 2012 presented
by the Chairman Cllr J V R Hare.
5579. TORCH CENTRE. Mr. Brian Massey, a Trustee of the Torch Centre, gave a presentation to the
Council detailing the present financial status of the Centre. The Centre had originally been built with
public subscription but over the last two years it has had experienced financial difficulties, primarily
the bar income had dropped and the reserves have been severely reduced. Actions have been taken to
reduce outgoings and increase income sources and he hoped in 2013 the Centre will be breaking even,
and in profit once more. However there is a short term financial problems as the reserves must be
increased to a prudent level and if this is not possible then the Centre may have to close down.
£10000.00 is the total required and as the Council grant aid policy and application process did not
seem to allow such an application he asked the Council to consider the subject and suggest any
possible methods to alleviate the current financial situation. After noting his presentation, it was
AGREED the Finance and General Purposes Committee consider the matter and report to the
November meeting its recommendations.
5580. HADRIAN’S WALL ANNUAL CONFERENCE. This conference will be held on 8 November 2012
at Carlisle. Cllr Mrs. J E Lloyd AGREED she would wish to attend and details will be forwarded to
her.
5581. TYNE RIVERS TRUST - DROP IN EVENT. This will be at the Hancock Museum, Newcastle on 4,
5 and 6 October 2012. Anyone interested may call in at the event being held during the daytime. It
was AGREED whilst no Councillor was able to attend; the Trust would be asked to support the
Hexham River Tyne Hydro Scheme.
5582. COMMUNITY ACTION NORTHUMBERLAND. It was noted the AGM will be held at Morpeth on
the 31 October 2012 however no Councillor present was able to attend.
5583. SPECIAL SCHOOLS AND UNITS CONSULTATION. The consultation on proposals to reduce
admission ages from 3 years to 2 years ends on 18 December 2012. Cllrs D Kennedy and T Cessford
AGREED they would wish to consider the proposals and will attend the consultation meetings at
Hexham on the 9 October 2012 and 25 October 2012. They will report to Council should they
consider any response should be made by the Council.
5584. CAUSEY HILL CARAVAN SITE. It was noted a tree preservation order had been made for the land
at this site on 28 September 2012.
5585. NOYON. It was noted the book ‘Noyon-past and future’ that the Deputy Mayor had been presented
with during his recent visit to Noyon has been lodged with the Queens Hall Library in the local
studies reference section.
5586. COUNCILLOR AND CHAIRMAN TRAINING. It was noted NALC will hold Councillor and
Chairman training events at Cramlington on 6 and 13 November 2012. Cllrs J V R Hare and T
Cessford AGREED they would wish to attend and the £10.00 fee will be paid by Council.
3
5587. SLEEP OUT EVENT. The local UK Youth Parliament representative had advised Council she is
investigating holding a Sleep out event in the Park in December 2012. It was AGREED to note the
information with interest.
5588. HEXHAM ARTS SYMPOSIUM. [The role of Arts in a Market Town]. It was reported the
symposium will be held between 11 and 13 October 2012 and a number of events are planned during
that period. Councillors are invited to participate if they wish. Cllr Mrs. J E Lloyd advised she will be
attending but as a member of the HCP.
5589. WELL BEING SURVEY 2011. The survey report, instigated by the former Central Tynedale
Community Forum, had been submitted to the Council for information and any comments. It was
AGREED a full copy will be sent to Councillors on request and it will be an agenda item for the
November meeting.
5590. COMPLAINT. A complaint about the method the Council used when considering a planning
application had been made by a Mr. R Taylor. Mr. Taylor had subsequently met with the Mayor and
the Clerk of the Council to explain his complaint. After consideration of all aspects the Mayor had
advised Mr. Taylor that:a. The Council dealt with the planning application fully in accordance with the law
relating to proceedings of the Council.
b. Mr. Taylor’s comments about the ways individual Councillors had voted were noted
but were not relevant as Councillors are entitled to make their opinions known or not
as they see fit.
Mr. Taylor had confirmed he was satisfied with the way his complaint had been dealt
with. It was AGREED to note receipt of the complaint and the report given in
concluding it.
5591. THE BIG SOCIETY. A talk by the Chief Executive of Gateshead Council on the ‘Big Society’ will
take place in Riding Mill on 24 October 2012 and Cllr T Robson offered to provide transport for any
Councillor wishing to attend.
5592. MOTOR BOATS BAN. A previous meeting had agreed NCC be requested to consider applying a ban
for motor boats on the Tyne River. After investigation NCC had since advised it did not have any
rights over the river, this was still registered to the Allendale Estates as riparian owners. Cllr J V R
Hare AGREED he would initially approach the canoe and rowing clubs for their views and to report
back to Council before making any enquiry of the Allendale Estates.
5593. CONTINENTAL MARKET. It was reported a continental market with many foreign traders will be
taking place in the Market Place on 5 & 6 October 2012.
5594. SUMMER UPDATE ON SERVICES. The Clerk reported receipt of an update on NCC services such
as Grass cutting; Floods; Transfers and NCC Staff restructuring. Copies were available on application
to the Clerk.
5595. REVIEW OF NCC FINANCIAL SUPPORT FOR BUS SERVICES. As part of an annual exercise a
number of bus services from various villages to Hexham were being reviewed when the passenger
subsidy is over or nearly over the passenger subsidy limit. It was AGREED to note the:a. Service from Blanchland to Hexham [Tuesdays] will cease Easter 2013 unless
passenger numbers increase.
b. Service from Birtley to Hexham [Fridays] will cease on 21 December 2012 as the
subsidy is being exceeded.
c. Service from Whittonstall to Hexham [Tuesdays] will continue provided passenger
numbers are maintained at current levels.
d. Service from Bellingham/Kielder to Hexham [Mondays to Saturdays] will continue
provided passenger numbers are maintained at current levels.
5596. DENE PARK ALLOTMENTS SITE. The Clerk reported the transfer of the freehold interest in the
land has now passed to the Council. He noted the transfer had first been requested from the NCC in
April 2009. It was AGREED to note the report.
5597. ‘REAL TIME’ TAX SYSTEM. The Clerk advised Council it will soon have to deal with PAYE and
NHI on the HMRC ‘Real Time’ system. If this requires any alteration in current Council working
practices or systems he will advise the Council.
5598. PUBLIC ACCESS PLANNING SYSTEM. The Clerk advised Council as from 2 January 2013 all
planning applications will be dealt with under the planning open access ‘on line’ system. This will
4
require alterations in the current method of handling consultations on planning applications. This will
require changes in the current Council working practices and he will advise the Council in due course
on the method the Council will need to adopt when dealing with planning consultations.
5599. CRIME AND ANTI-SOCIAL BEHAVIOR REPORTS. It was AGREED to receive and note the
latest monthly report received from Police Inspector K Oates.
5600. HEXHAM IN BLOOM. Cllr J V R Hare reported Hexham had received a number of awards in the
2012 Northumbria in Bloom competition. These were: Hexham Town – Gold; Tanners Row – Gold;
Hexham Parks – Gold; Wydon Water – Gold; Hexham Hospital – Silver Gilt; Hexham Railway
Station – Gold. He also asked if Councilors had any concerns about the town’s appearance that they
should deal with them before publicising such concerns in Council meetings. To do so often means
adverse publicity which the Mayor did not consider was always justified. He is continuing discussions
with the Hexham in Bloom Group and would make a further report to the November meeting. It was
AGREED a vote of thanks be recorded for the Mayor’s contribution to the town’s success in this
year’s competition.
5601. BANDSTAND. Cllr J V R Hare reported that despite the inordinate delay by Northumberland County
Council in dealing with this matter, Cllr Mrs. J E Lloyd had finally been able to arrange a site meeting
with NCC, HCP, himself and Cllr Mrs. J E Lloyd. The meeting had resulted in agreement that all the
organisations should work towards making an application to the Heritage Lottery Fund for a grant to
be able to repair the bandstand [and hopefully including the Victorian fountain on the Sele]. The NCC
survey report on the repairs needed to the Bandstand may be copied or viewed at the Council office
by any Councillor interested. Cllr D Kennedy confirmed he was willing to make a capital contribution
from his annual NCC Members Funding towards the cost. Cllr J V R Hare also confirmed he intended
to launch the ‘Hexham Bandstand Appeal Fund’ so the public could make their own contributions to
the funding of the repairs. Further reports will be made to Council as this matter proceeds.
5602. PLAY AREAS. The memorandum of the Clerk recommending a survey of the areas had been
circulated and it was AGREED Cllrs D Kennedy, J B Jonas, T Cessford and A Snowball should carry
out inspections of all the play areas and then recommend a programme of any repairs and
refurbishments. The recommendations will be priced so Council can then agree a programme of
implementation. Cllr D Kennedy agreed to ascertain the present position regarding the total s106
monies held by the NCC to part fund play area improvements.
5603. TOWN TWINNING. Visitors from Metzingen will be in Hexham from 12 October 2012 and on 13
October there will be a reception in the Beaumont Hotel at 10.30am. All Councilors were invited to
attend this welcoming event.
5604. PARKING Cllr M F C Donnelly noted a Parking Order had recently been advertised by NCC and he
noted the maximum hours in Loosing Hill car park were now three hours rather than all day. He felt
this was not necessarily what motorists needed however it was stated the reasons were to allow a
greater turnover of spaces and all day parking was still available in the Wentworth car park. Cllr T
Robson also advised he had requested a 20 minute parking limit and additional parking bays on the
north side of Priestpopple. It was AGREED this suggestion had the support of the Council and NCC
be advised accordingly. Cllr G C Ferguson had also noted some of the signs and time limits for the
Hencotes parking bays seemed to be incorrect, Cllr T Robson agreed he would request NCC check
and make any changes needed.
5605. FORMER SWIMMING POOL. It was noted developers McCarthy Stone had been consulting locally
on proposals to develop this site for apartments. In due course a formal planning application will
presumably come before the Council but meanwhile it was noted the public footpath from Haugh
Lane to Gilesgate will be incorporated into any development.
5606. NEXT MEETING. The next meeting of the Council meeting will be held on 5 November 2012
commencing at 6.45pm.
__________________________________ Chairman
5
HEXHAM TOWN COUNCIL
ACCOUNTS FOR PAYMENT 5 NOVEMBER 2012
Payments are authorised by LGA1972s14;s144;s145;s214;s215 or PCA1957
Payee
Detail
Amount
VAT
Net
Cheque
number
Ref.
Safe Secure 24
Alarm systems
monitoring
15.60
2.60
13.00
Ddb
7015
Orange
Telecommunications
Staff wages
NCC
Accounts
162.71
27.12
135.59
Ddb
5020
November
Pension contributions
November
PAYE 8
Transfer to VMS
Bird food/screen
wash
Repair parts to
bowser
Turf
Excavator hire [water
supply pipe leaks]
Find, excavate and
repair two separate
leaks on main water
supply to Cemetery
Dairyman
Gloves and fork
Poppy wreath inserts
Charges
Subscription
9058.93
2282.57
9058.93
2282.57
106137/43
106135
6000
6005
2454.27
1107.84
39.93
0.99
2454.27
1107.84
38.94
106136
Transfer
106144
6000
8400
7020
31.73
5.29
26.44
106133
7015
180.64
222.67
4.64
33.46
176.00
189.21
106145
106146
7610
8215
1588.14
264.69
1323.45
106147
8215
5.00
32.86
12.52
25.00
38.70
25.00
106148
106149
106150
Ddb
Ddb
7020
7020
7815
5015
5050
Internet security
renewal
Golf ball lamps [Tree]
Find, excavate and
repair burst on supply
to Wydon Park
allotment site
Auditor fee 2011/12
Repairs to PA system
R/Day programmes
Parts, repairs,
maintenance of 6
VMS units
Poppy wreaths etc.
39.99
5.22
34.77
Ddb
5040
799.20
186.66
133.20
31.11
666.00
156.55
106151
106147
7800
7200
1296.00
15.00
544.00
2409.42
216.00
1080.00
15.00
544.00
2007.85
106152
106153
106154
106155
5010
8020
7815
7215
250.00
106156
7815
Stationery various
Grant for creative and
arts activities 12/13
installment 2 of 2
Grant for recreational
activities 12/13
installment 2 of 2
148.16
3950.00
123.47
3950.00
106157
106158
5045
8000
3400.00
106158
8000
HMRC
Contingency
Costco Ltd
Rickerby ltd
J & B Farnaby
Easy Hire
J P Westall Ltd
Philip Sewell
David Dixon
Top Signs
HSBC
BT Consult
subscription
Kaspersky
Christmas Plus Ltd
J P Westall Ltd
BDO LLP
Taylor Made Sounds
Robson Print Ltd
Unipart Dorman
Royal British
Legion Poppy
Appeal
Viking Direct
Hexham
Community
Partnership
Hexham
Community
Partnership
32.86
15.02
30.00
38.70
30.00
2.50
5.00
401.57
250.00
3400.00
24.69
6
HEXHAM TOWN COUNCIL
ACCOUNTS FOR PAYMENT 5 NOVEMBER 2012
PAGE TWO
Payee
Detail
Amount
Hexham
Community
Partnership
Hexham Youth
Initiative
Grant aid 2012/13
installment 2 of 2
Northumbria in
Bloom
Burncliffe Electrical
Ltd
Best Western
Beaumont Hotel
HSBC
Arco Ltd
Purdy’s Skip Hire
Purdy’s Skip Hire
Jewson Ltd
C J L Fenwick
Armstrong’s
Dale Garage
Dale Garage
Dale Garage
Dale Garage
Tesco Ltd
Net
Cheque
number
Ref.
7650.00
7650.00
106158
8005
Grant for creative and
recreational activities
12/13 installment 2 of
2
Entry fee for 2013
11500.00
11500.00
106159
8000
200.00
200.00
106160
8070
Replacement of
security lights at
machinery store
117.46
97.88
106161
7010
Reception for Twinning
visit 13/10/12
Charges
Workwear
One lift QB Allotments
One lift DP Allotments
Materials for seat repairs
Six litter bin liners
Pen refills
Fuel
Fuel
Fuel
Fuel
Printer inks
125.00
125.00
106162
8035
38.07
411.65
140.00
140.00
64.82
474.00
6.58
116.47
97.18
113.85
103.87
29.35
Ddb
106163
106164
106164
106165
106166
106167
Ddb
Ddb
Ddb
Ddb
Ddb
5015
7000
7200
7200
7205
7213
5045
7005
7005
7005
7005
7005
38.07
493.98
168.00
168.00
77.79
568.80
7.90
139.77
116.61
136.61
124.65
35.23
VAT
19.58
82.33
28.00
28.00
12.97
94.80
1.32
23.20
19.43
22.76
20.78
5.88
7
Payee
Bin 21 Ltd
Hexham
Abbey PCC
Balance
MAYORS ALLOWANCE - ACCOUNTS FOR PAYMENT
Detail
Cheque
VAT
Net of
Cheque
amount
VAT
number
Case wine for Abbey
dinner auction
Wine table cost
60.05
10.01
60.00
Ref.
50.04
106170
5030
60.00
106171
5030
555.14
5030
INCOME – OCTOBER 2012
RECEIVED DETAIL
CREDITED
INVOICE
DATE
REF
Various
Various
Various
Various
Various
Various
Various
Transfer
David Dixon
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
Various
War Graves
Hexham in
Bloom
committee
965.00
695.00
442.00
750.00
130.00
750.00
130.00
1107.84
271.18
182.00
535.00
468.00
234.00
910.00
430.00
535.00
80.00
338.00
910.00
3375.00
805.00
522.00
156.00
208.00
312.00
430.00
168.00
2823.76
hd12/65
hd12/66
021012
021012
021012
031012
031012
031012
031012
011012
031012
041012
041012
081012
091012
111012
151012
161012
161012
171012
191012
241012
241012
241012
241012
251012
291012
301012
171012
161012
4010
4010
4000
4010
4000
4010
4000
7215
7015
4000
4010
4000
4000
4010
4010
4010
4010
4000
4010
4010
4010
4000
4000
4000
4000
4010
4010
8070
Cemetery fee
Cemetery fee
Allotment rents
Cemetery fee
Allotment rents
Cemetery fee
Allotment rents
To VMS budget
Cheque cancelled
Allotment rents
Cemetery fee
Allotment rents
Allotment rents
Cemetery fee
Cemetery fee
Cemetery fee
Cemetery fee
Allotment rents
Cemetery fee
Cemetery fee
Cemetery fee
Allotment rents
Allotment rents
Allotment rents
Allotment rents
Cemetery fee
Commission fee
Refund HTC costs
hdw12/67
Hdw12/68
Transfer
106124
Hd12/69
Hdw12/70
Hd12/71
Hd12/72
Hd12/71
Hdw12/74
Hdw12/75
Hd12/76
Hd12/81
8
HEXHAM TOWN COUNCIL
THE FOLLOWING PLANNING APPLICATIONS HAVE BEEN RECEIVED FROM
NORTHUMBERLAND COUNTY COUNCIL AT 5 NOVEMBER 2012
Reference
Description
Applicant
12/02562
Construct 24ftx12ft portable office at Unit
7A Haugh Lane Industrial Estate Hexham
New shop front and alterations to external
elevations at vacant unit SW of Tesco plc
Alemouth Road Hexham
Single storey rear extension porch, 2
storey side extension at The Hollies
Quarry Edge Fellside Hexham
Single storey side extension and glazed
link at Briarwood Allendale Road
Hexham
Single storey rear extension and two
storey extension form kitchen at 452
White Cross Hexham
New access road and 6 x 3 bedroom
dwellings on land to rear of 1-17
Radcliffe Road Hexham and alterations to
junction at Springfield Road/Maidens
Walk Radcliffe Road
Detached pitched roof double garage,
singles storey extension to rear and two
storey extension to side at 19 White Cross
Hexham
Advertisement for 8 fascia signs at car
wash at Alemouth Road, Hexham
M Kirkby
12/02878
12/02901
12/02875
12/03019
12/03181
12/02787
12/03079
Next Group plc
J Read
S Holtham
A Armstrong
Isos Ltd
M Davey
Tesco Stores Ltd
NOTE: Any objections made on applications must be ‘material planning reasons.’ There is no definitive list but
examples are:National planning policy.
Policies in adopted and emerging regional and local development plans.
Suitability of the site for the proposal.
Visual appearance of the proposal and relationship with the surrounding environment.
Landscaping issues:- lack of light; over shadowing; over development.
Building materials and height:- scale; design; layout in comparison with neighboring developments.
Impact on listed buildings; conservation areas or their settings.
Effect on residential amenity of neighbours.
Local needs of area such as employment, commercial or social facilities.
NB
All planning applications [and the decisions thereon] are now on line at
http://publicaccess.northumberland.gov.uk/online-applications.
If Hexham Town Council objects to an application listed above the objection is lodged on line. In the absence of
an objection recorded on line the comment ‘No objections’ can be assumed.
9
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL REMEMBRANCE & ARMED FORCES DAYS
COMMITTEE MEETING HELD ON 8 OCTOBER 2012
17. PRESENT. Cllr J V R Hare in the Chair and with Capt A I B Moffatt VLL; Cllrs Mrs. I C Brook,
T Robson, N J Holder and C Cessford; Messrs. T E Gillanders, D M Coates and P S Robson.
18. APOLOGIES. Apologies for absence were given on behalf of Cllr A. Snowball and Mr. P Clark.
19. MINUTES. It was AGREED to receive the minutes of the Committee meeting held on 10
September 2012. It was noted they had been presented to Council on 1 October 2012.
20. MATTERS ARISING. There were no matters arising other than items that are dealt with below.
21. REMEMBRANCE DAY 2012. The following items were considered and it is
RECOMMENDED:a. BATTLE OF BRITAIN. Cllr C Cessford advised Committee that membership of the RAFA is
reducing due to age and also to RAF Service cuts; he asked the Committee to consider taking over
responsibility for the Battle of Britain Remembrance ceremonies. The Committee AGREED it
would RECOMMEND this to Council however the RAFA will first write to formally request this.
As with the Remembrance Day Service and Parade when the Royal British Legion in Hexham
disbanded, the Council will be requested to formally agree to become responsible for the Battle of
Britain Remembrance ceremonies.
b. TREES. There appears to be only one tree that requires a little pruning and NCC has been asked
to attend to it.
c. MEETING – ABBEY. Capt A I B Moffatt, P Robson, Cllr J V R Hare and the Clerk had met with
Canon G B Usher to discuss arrangements within Abbey and during the Abbey Service for
standard bearer’s; VIP seating arrangements; 3Recce ceremony et al. These various matters seem
to have all been agreed to between the parties.
d. 39 REGT. The RSM will be asked to confirm the number and rank of any Officer and OR’s that
require front row seating in the Abbey Service. In this regard there will be seats for Capt A I B
Moffatt VLL, Lt Col R M Clements RA and Cllr J V R Hare. Peter Robson will arrange for their
wives to be seated directly behind them.
e. The usual advertisement should be placed in the Courant.
f. It was AGREED the poppy laying should be speeded up as much as possible to avoid delays in
the Abbey Service start time.
g. It was noted with great pleasure by the meeting that Long Service medals are to be presented to
Nick Short and Ken Dodd to acknowledge their long service to the Royal British Legion Poppy
Appeal.
22. DIARY DATES.
a. Parade Marshalls briefing – 10.30 am at the War Memorial on 6 November 2012.
b. War Graves Remembrance ceremony – 10.15 am at the Cemetery on 10 November 2012.
c. Laying of Poppy Wreath at the War Memorial plaques at Hexham Hospital Chapel - 11.45 am on
10 November 2012.
d. Remembrance Day is 11 November 2012.
23. NEXT MEETING. It was AGREED the next meeting will be held on 3 December 2012 at
2.15pm.
Chairman.........................................................
10
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL FINANCE AND GENERAL PURPOSES
COMMITTEE MEETING HELD ON 25 JUNE 2012
12. PRESENT. Councillor T Robson in the Chair and Cllrs J V R Hare, T Cessford, Mrs. J E Lloyd, A
Snowball and G C Ferguson.
13. APOLOGIES FOR ABSENCE were received on behalf of Cllrs N J Holder and Mrs. I C Brook.
14. MINUTES. It was AGREED to receive the minutes of the Finance and General Purposes Committee
meeting held on 11 June 2012.
15. MATTERS ARISING.
a. HEALTH AND SAFETY MATTERS ETC. Minute 7a refers. The Clerk reminded
Committee that in accordance with standing orders any and all matters relating to staff
are to be considered confidential and dealt with as such. Secondly any Health and
Safety matters need to be dealt with immediately but are always be reported to either
the Committee or if considered to require urgent action to the Council. It was therefore
not necessary to have Health and Safety listed on every agenda.
b. BOOKKEEPING FEE QUOTATIONS. Minute 7b refers. Cllr J V R Hare reported that
after considering the latest quotations received, one of which was still very unclear, he
RECOMMENDED no further action be taken. The subject could be considered further
in 2013 and this was AGREED. The quotes will be advised accordingly.
c. PROPERTY ASSETS. The Clerk reminded Committee that all matters relating to asset
transactions are confidential; any negotiations cannot be conducted in public. It was
very regrettable indeed to read a recent press report referring to this subject obviously
due to a leak of confidential information. Any further reports on property will be issued
on pink paper.
16. DECLARATIONS OF INTEREST. It is noted Cllrs T Robson and A Snowball declared personal
and prejudicial interests in matters arising Minute 15b and had left the meeting during discussion
and voting thereon.
17. GRANT AID APPLICATION FORM 2013/14. Subject to minor amendments it was AGREED
the revised application form as circulated be AGREED. It will now be available to download on
the web site.
18. TOWN PLAN. It was noted the balance of funding for the Town Plan Working group will be
transferred in due course as the Group now has an elected Committee and Officers.
19. COMMITTEE FUTURE PROGRAMME. It was AGREED the Committee should have a
programme that could be dealt with at future meetings. Cllr T Robson hoped that Hexham in
Bloom, the Town Plan, Public relations, Quality Council, Town Diary could be subjects the
Committee might consider in due course. The Clerk expressed concern that members of the
Committee and indeed the Council did not have very much knowledge of the work that is
actually carried out by the Council and its employees. An informal pre budget discussion meeting
in 2011 that he had suggested had not been a success as most Councillors did not attend and the
Clerk considered without full information, proper discussions about any proposals were not
possible. After considering various ways to add to member’s knowledge, the Clerk confirmed he
would be pleased to conduct ‘knowledge tours’ with one or two members at a time and hopefully
all Councillors will partake.
20. NEXT MEETING. It was hoped a meeting could have been held on 6 August 2012 however the
Clerk was on holiday and therefore the next meeting of the Committee would be held on a date to
be advised in September at 7.00pm at Prospect House, Hexham.
………………………………………………Chairman
11
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL FINANCE AND GENERAL PURPOSES
COMMITTEE MEETING HELD ON 10 SEPTEMBER 2012
21. PRESENT. Councillor T Robson in the Chair and Cllrs J V R Hare, N J Holder, T Cessford, Mrs.
J E Lloyd, Mrs. I C Brook, A Snowball and G C Ferguson.
22. APOLOGIES FOR ABSENCE. None to record.
23. MINUTES. It was AGREED to receive the minutes of the Finance and General Purposes
Committee meeting held on 25 June 2012.
24. MATTERS ARISING. There were no matters arising.
25. DECLARATIONS OF INTEREST. No declarations of interest were given.
26. STAFFING REVIEW. In view of the nature of the matters to be discussed under this heading it
was AGREED this matter is and will remain confidential. Accordingly the public were excluded
from the meeting. Details of the current staff employed by the Council had been circulated and
were noted. After long discussions about various scenarios for the employment of staff in the
short and the long term no recommendations were made. However the possibility of an
apprentice was also considered and it was AGREED further details should be obtained.
27. QUALITY TOWN COUNCIL. After noting the report made and circulated by Cllr. Mrs. J E
Lloyd recommending the Council adopt the Quality Council Scheme, it is RECOMMENDED the
Council should work towards becoming a ‘Quality Council’. The scheme is promoted by the
National Association of Local Councils [NALC] and requires the Council to be able to fulfill a
number of criteria initially and on an annual basis with renewal of the Scheme certification to be
applied for every three years. One of the criteria required is that the Clerk of the Council has a
qualification in local council administration as awarded by the University of Gloucestershire. The
Clerk confirmed if Council agreed to the recommendation he was willing to undertake the
required course work to ultimately achieve the required qualification. Apart from the costs
incurred in working towards this qualification there would be other costs to the Council in
achieving and renewing any Quality Council Scheme certification. It was AGREED the costs
should be ascertained. [Clerks note: Since this meeting ended and while checking qualification
requirements I find that the Quality Council Scheme has been suspended. It is expected a revised
scheme for Parish and Town Councils will be launched after consultations have taken place
between NALC, SLCC, LGA and Government during or after 2013].
28. BROADWAY PLAY AREA. The developers had offered to transfer the play area freehold with
its equipment and a sum of £15000.00 to cover future maintenance and replacements. The Clerk
reported the developers had considered the capital payment requested by the Council previously
but were not prepared to accept. After consideration of this offer it is RECOMMENDED it be
accepted and the play area transferred to Council ownership.
29. CEMETERY FEES REVIEW 2013/14. After considering the current fees it is
RECOMMENDED Cemetery charges be increased for 20013/14 by 4% overall rounded up or
down to the pound as required. A copy of the RECOMMENDED charges is attached.
30. ALLOTMENT RENTS REVIEW. It was AGREED this matter be deferred for comment to the
Finance and General Purposes Allotments Sub-Committee.
31. ALLOTMENTS WORKING GROUP. It was AGREED the previous Allotments Working Group
should continue under the title ‘Finance and General Purposes Allotments Sub-Committee’. It
was also AGREED the members would be Cllrs. J V R Hare, G C Ferguson and Cllrs. C Cessford
and J B Jonas [Co-opted] and with lay members representing Quatre Bras Tenants Association
[currently Mr. A Robinson], Dene Park Tenants Association [currently Mr. J R Outhwaite] and a
representative of non-tenant association members [currently Mr. P Oliver]. It was also noted a
meeting of the Sub Committee will be held on 9 October 2012.
32. NEXT MEETING. It was AGREED the next meeting of the Committee would be held on 8
October at 6.30pm at Prospect House, Hexham.
………………………………………………Chairman
12
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL FINANCE AND GENERAL PURPOSES
COMMITTEE MEETING HELD ON 8 OCTOBER 2012
34. PRESENT. Councillor T Robson in the Chair and Cllrs J V R Hare, N J Holder, T Cessford, Mrs.
J E Lloyd, Mrs. I C Brook and G C Ferguson.
35. APOLOGIES FOR ABSENCE were received from Cllr. A Snowball.
36. MINUTES. It was AGREED to receive the minutes of the Finance and General Purposes
Committee meeting held on 25 June 2012.
37. MATTERS ARISING.
a. QUALITY TOWN COUNCIL. Minute 28 refers. It was noted the Quality Council
Scheme has been suspended and will not be launched until 2013 or later and after
consultations have taken place on any replacement scheme between the National
Association of Local Councils, the Society of Local Council Clerks, the Local
Government Association and the Government. After noting this information it was
RECOMMENDED the Council should still proceed towards achieving the criteria
that were required in the suspended Quality Council scheme.
38. DECLARATIONS OF INTEREST. No declarations of interest were given.
39. APPRENTICESHIP SCHEMES. The report and recommendation by the Clerk on possible ways
an apprentice may be employed was noted. It is RECOMMENDED the Clerk prepares a further
report on the various schemes that exist and in particular the costs involved in using the differing
types of Apprentice Training Provider organisation. It was AGREED the Committee would hope
in due course to recommend to Council an apprentice be employed.
40. TORCH CENTRE. The Council [Council minute 5579 refers.] had requested the Committee to
consider any possible methods whereby the Council might support the Torch Centre in
overcoming its current poor financial position. The Torch Centre trustees had stated in the short
term the financial balances of the Centre were far too low to allow it to continue without an
immediate increase in the working balance. The amount of £10000.00 was required though the
Trustees had also stated £5000.00 was, hopefully, being sought from another source. After
consideration of possible methods it is RECOMMENDED the Trust is offered a short term loan
of up to £5000.00 at zero interest repayable before 1 April 2013 and provided adequate security
can be given to protect the Councils interest.
41. GRANT AID. After considering possible ways Grant Aid applications information could be
considered by the Committee it was AGREED extracts of Grant Aid applications will be copied
to Committee members who can then, if they wish to, inspect the Grant Aid applications in full
at the Council office, in advance of the Committee meeting at which the applications will be
decided. The Clerk will supply the extracts as far in advance of the meeting when applications
will be considered as is possible.
42. STAFF MATTERS. In view of the nature of the matters to be discussed under this heading it
was AGREED this matter is and will remain confidential and accordingly the public should be
excluded.
a. It was AGREED:b. Job descriptions for staff are prepared by the Clerk.
c. Staff contracts are provided for Committee member’s perusal.
d. Succession planning should be a future agenda item.
43. NEXT MEETING. It was AGREED the next meetings of the Committee would be held on 1
November 2012 [to consider grant applications] and on 10 December 2012 [to consider a
2013/14 budget] both commencing at 6.30pm in the Council Office, St Andrews Cemetery,
Hexham.
………………………………………………Chairman
13
HEXHAM TOWN COUNCIL
MEMORANDUM TO COUNCIL – ANNUAL AUDIT 2011/12
The Council external auditors; BDO LLP completed the annual audit of the Council accounts for the
year ended 31 March 2012 on the 23 September 2012.
The external auditor’s report states “on the basis of our review, in our opinion the information in the
annual return is in accordance with proper practices and no matters have come to our attention giving
cause for concern that relevant legislation and regulatory requirements have not been met”.
A notice to that effect has been posted in the Council notice board.
The Council is to receive and accept the report.
BDO LLP has also issued an issues arising report that the Council shall consider and state how the
issues arising therefrom will be addressed.
The issues arising are as follows and in each case the comments of the RFO follow in italics.
1. Change in asset values held due to adoption of new assets given to Council without charge
and/or existing assets being included which had not been previously recognized. The assets
have been given a proxy cost value in the absence of payment being made for these assets
during the year. Note:- The Council must include all the fixed assets in the fixed assets
register measured at cost value and is to be the property of economic value to the Council
held over a period longer than one financial year. Community assets such as war memorials
etc. are to be included at historical cost or given a £1 value. Where new assets are adopted or
values not known a proxy for cost value is to be given. The value of assets is not expected to
change unless an asset is disposed of or scrapped. [This comment refers to assets that had not
been included on the asset list. [estimated value approx. £6000]. To date the assets value has
been the same as the insurance value however it is now noted the asset register is not to be
based on the insurance value which can change each year with changes in insurance cover
value, but is to be the original cost value and which will not change year on year. The asset
schedules have been prepared accordingly].
2. Financial regulations and standing orders need updating as the current standing orders do not
refer to the Accounts and Audit Regulations 2011. [It has not been noted by the Auditor that
standing orders refer to legislation with the term ‘or as amended’. Consequently this issue is
not one I consider justified. Further as previously agreed by the Council, it agreed to
consider and adopt revised standing orders and financial regulations in 2013 after the
National Association of Local Councils has considered the effect of the abolishment of the
Audit Commission and the Localism Act 2011 and has issued a new edition of model standing
orders. I have raised this with the Auditor and if the issue is still of concern to the Auditor
then I will report this to Council so any action required can be taken before the end of the
current financial year].
3. The level of Fidelity Guarantee insurance cover appears insufficient in light of the bank
balance held at 31/3/11 and the precept received in April 2011. [The bank balances were at
31/3/11 £148,779, at 30/4/11 £151,995 and at 31/5/11 £71,849 and the cover was
£100000.00. The Finance and General Purposes Committee considered this subject on 12
May 2012 and agreed the cover should be £200000.00. In view of the auditor raising this
issue not only this year but in previous years I RECOMMEND the level of cover remains at
£200000.00, a large sum to allow for most eventualities].
4. Annual review of Risk Assessment. This must be considered by the full Council, it is not
sufficient for it to be considered by a Committee. [The risk assessment was considered by the
Finance and General Purposes Committee however I shall bring this subject to full Council
for its consideration before the end of the current financial year.]
Derick Tiffin, Clerk of the Council and RFO 23 October 2012.
14
HEXHAM TOWN COUNCIL
MEMORANDUM TO COUNCIL – ASSET TRANSFERS
At a meeting held with NCC on the 29 October 2012 NCC announced it intended to transfer the
responsibility for playing fields in Hexham to the Town Council. This action is in accordance with the
Local Northumberland Charter and the Local Service Delivery Framework policy recently adopted by
NCC and the Northumberland Association of Local Councils.
The two playing fields in Hexham that would be transferred are at Tyne Green [Opp. Bell Terrace]
and at Fellside [adjoining the Dukeshouse facility which is owned and run by a commercial firm
‘Kingswood’].
According to NCC the annual cost to manage these two assets is:Dukeshouse
£36914
Tyne Green
£20260
These amounts include provisional sums of £15000 and £10000 respectively to cover building
maintenance costs.
NCC was advised that as it had not yet been able to complete transfers of play areas to HTC after a
period of 3 years plus, HTC did not expect the transfers of playing fields would proceed any quicker
and consequently it was not intended to take any action unless and until NCC was in a position to
make transfers. As there was also some doubt about the legal title of both properties NCC will be
sending details of the current titles for perusal by HTC.
Meanwhile this report is placed before the Council for information only and it is NOT
RECOMMENDED any other action is taken at this date and also furthermore when considering the
budget for 2013/14 Council should make no provision for any maintenance or management of these
assets.
D Tiffin,
Clerk of the Council
30 October 2012
15