Minutes of Choppington Parish Council 12 March 2025

PARISH COUNCIL MEETING

6.00PM WEDNESDAY 12 MARCH 2025 AT

STAKEFORD AND BOMARSUND SPORTS AND SOCIAL WELFARE CENTRE NE625UD

Agenda – Part 1

1. To accept apologies for absence and to remind members that any Member not attending a meeting of the Council for six consecutive months will be deemed to be no longer a member of the Parish Council.
2. Members will identify any declarations of disclosable pecuniary and other registerable interest(s).
3. Public Questions
4. Any planning matters for consideration.
5. To receive and adopt the minutes of the Parish Council held on 20 November 2024
6. Any matters arising.
7. To receive and adopt the minutes of the Parish Council (Budget) held on 22 January
8. Any matters arising.
9. To receive and note the minutes of the Community Development and Environment Committee held on 19 February 2025
10. To receive and note the minutes of the Staffing and Policy Committee held on 19 February 2025
11. NALC Report. Members will receive an annual report from attendees at the Northumberland Association of Local Council
12. Partnership Agreement. Annual Review.  Members will review the Memorandum of Understanding with Stakeford and Bomarsund Welfare Centre and consider an application for a drawdown from the Secretary.
13. Parish Clerk’s Report
14. Finance Report. Members will receive a report from the RFO on expenditure made and income received since the last meeting of the Parish Council. This information will be placed on the Parish Council website.

2. Bank Reconciliations. The Finance Officer will present bank reconciliations since the previous meeting for  approval.
3. Financial Performance to the end of the financial quarter. Members will receive an interim financial report and consider any matters requiring attention by the Finance Committee. Members are reminded that all unspent budgets are transferred to earmarked balances at the end of financial year.
4. Health and Safety Report. Members will receive the quarterly report for consideration and advise if further action is required.
5. Current issues. For information only, Members will receive notice of correspondence, meetings and events in relation to and including:

Ringway School new build.  Allotments, Cycleway, Guide Post field, HAF funding, Local elections, Parish News, Verge hardening Ashington Drive, Cleaswell Park, Bollards at Osier court, Wansbeck Estuary

1.  Proposal for names of streets behind Stakeford Crescent.  Members are requested to consider the suitability of the proposed names for streets for the new development.

Agenda – Part 2.  Members will be asked to consider if there are matters that in consideration of Standing Order 3d and because of their special and confidential nature, require the exclusion of press and public.

1. Consideration of any matters referred from Agenda Part 1.
2. Members will consider requests for grants from community groups.

Notes to be read in connection with Agenda Items 2 and 3 are in noticeboard

  Angela Brindley

  Parish Clerk

6 March 2025

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 12 MARCH 2025.

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Burn

Cllr G Huntley

Cllr J Rowell

Cllr Vaughan (Chair)

Cllr L Watson

IN ATTENDANCE:

Mrs A Brindley, Parish Clerk/Responsible Finance Officer, Mr D L Nicholson, Deputy Parish Clerk,

AGENDA PART 1

CO75/24        1.         APOLOGIES FOR ABSENCE.

Cllr A Iley (illness) Cllr J Foster (NCC commitment) The meeting accepted these as proper reasons for non-attendance.

CO76/24        2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND  OTHER REGISTERABLE INTEREST(s).

Cllrs G Huntley, H Allsopp and P Vaughan declared non pecuniary interests in agenda item 12

CO77/24        3.         PUBLIC QUESTIONS.

No Public questions

C078/24         4.         PLANNING MATTERS FOR CONSIDERATION.

A related planning matter is on the agenda item 13.5

C079/24         5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCILMEETING HELD ON 20 NOVEMBER 2024.

Agreed as a true record.

C080/24         6.         MATTERS ARISING.

No matters arising

C081/24         7.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL (BUDGET) COMMITTEE HELD ON 22 JANUARY 2025.

Agreed as a true record

C082/24         8.         MATTERS ARISING

No matters arising

C083/24         9.         TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE OF 19 FEBRUARY 2025

 Received and noted

 C084/24         10.       TO RECEIVE AND NOTE THE MINTUTES OF THE STAFFING AND POLICY COMMITTEE HELD ON THE 19 FEBRUARY 2025

Received and noted.  For information the Parish Clerk advised the new member of staff to have been agreed a starting date of 1 April 2025, initially on part-time hours.

CO85/24        11.       NALC ANNUAL REPORT FROM THE DELEGATE

The Chairman of the Council, who represents the Council on the Northumberland Association of Local Councils (NALC), reported that NALC has continued to advocate on key issues of shared concern with Northumberland County Council (NCC). Recently, concerns regarding poor enforcement by planning at Stakeford Crescent and issues surrounding construction management plans have been raised directly with  NCC’s Director of Planning and Housing.  During the year NALC has reviewed its fees, with the principle that charges to Town, Parish, and Community Councils should be calculated proportionately based on the number of households in a given area.

CO86/24        12.       PARTNERSHIP AGREEMENT

In accordance with the Memorandum of Understanding, Members received a report from the Secretary of the Welfare regarding activities during the year.  The community that uses this building is predominately elderly and activities have been slow to recover since Covid.  Overhead costs have increased due to rising energy prices, and the budling’s heating and plumbing systems have incurred significant maintenance expenses.  Despite this being a very good year for attracting numbers of users, the Welfare is facing financial challenges.  The secretary advised he was undertaking a full audit of activities, and other expenses to identify where the expenditure is greatest or where the potential to maximise income lies. Members were supportive of the aims of the Welfare, recognizing it as a vital hub for community activities.

Cllrs Allsopp, Huntley and Vaughan declared an interest and left the meeting.

Cllr Rowell took the Chair

Members agreed to consider the application for a drawdown from the Community Infrastructure Fund.   Members concurred with the Secretary’s view that an audit of activities and costs was necessary, and, that Councillors needed to be satisfied that the Welfare provided value for money, and that the activities were relevant for the community of today.

RESOLVED:  In line with the Internal Control policy the Secretary is to be invited to attend a finance working group to discuss the findings of the audit  and the actions that the Welfare will put in place.  Drawdown of £15,000 from the Community Fund was agreed.  The revision of the financial addendum in red was deemed unnecessary as the internal controls previously agreed upon by the Finance Committee were already in place.  Parish Clerk to include the internal control policy with the addendum

Cllrs Allsopp, Huntley and Vaughan returned to the meeting.

Cllr Vaughan resumed the Chair

CO87/24      13.        PARISH CLERKS REPORT.

1. Finance Report. Members received a report from the Responsible Finance Officer on expenditure made and income received since the last meeting of the Parish Council. Members examined the report and noted the items brought to their attention by the   This information will be placed on the Parish Council website.
2. Bank Reconciliations. Members examined the bank reconciliations for November, December, January and February and authorised the Chairman to sign them.
3. Financial Performance to the end of the financial quarter. Members received the budget report and noted the items brought to their attention by the RFO.  The report was referred to the Finance Committee. This information will be placed on the Parish Council website
4. Health and Safety report. Members received the quarterly report for consideration.          Noting the actions to repair those no/low risk faults in play areas as general maintenance during the year:

• • • • • Local services will re-grass exposed matting in spring
        • Swings on to be rotated, matting exposed under flat seats so we will swap cradle and flat seats to allow regrowth under flat seats.
        • Annual contract to be obtained to inspect all gates and repair on rotation
        • Monitoring list to be compiled
        • All swings to have cable ties overhead to stop birds landing on frame

The DPC provided an update on the cracked paving issue in the East Green play area. The repair process had proven challenging due to the non-standard depth of the paving slabs, which had made finding suitable replacements more expensive. Additionally, the repair would require removing the existing sub-base, necessitating the use of a skip and the installation of safety fencing around the area. Officers were currently exploring alternative solutions, including tarmac and concrete options. Regardless of the method chosen, the overall cost was expected to be significantly higher than initially anticipated.

The bus shelter on Stakeford Lane, near the Half Moon roundabout, had its glass vandalised and was reported for repair. When the damaged pane was removed, it was discovered that it is a non-standard size, requiring a special order. This has caused a delay in the repair.

A dangerous branch had been removed from a tree adjacent to West Sleekburn Village Hall by Northumberland County Council (NCC) however it required that CPC’s festive lighting was removed and replaced incurring a charge of £350.00

RESOLVED Members approved the actions to make safe play equipment, including that under general maintenance; approved the actions for East Green play area; the charge for the replacement of festive lights as a consequence of a dangerous overhanging branch; the glass replacement of the bus shelter at Stakeford Lane

5. 5. Current Issues

Ringway School new build – Members were advised of Parish Council correspondence to Rob Murfin NCC Chief Planning Officer in which based on the experiences of Stakeford Crescent, the Parish Council had suggested improvements to current practice:

• • • • Clear communication with residents regarding the construction timeline with regular updates.

• • • • Residents should have direct access information for key contacts should they need to report any issues or concerns.
      • A robust, enforceable construction management plan as part of the planning conditions for this development, addressing the issues of noise, waste, vehicle access, parking, etc and any other potential disturbances.
      • A schedule for road cleaning

Allotments – the Parish Council and  Northumberland County Council (NCC) are meeting in the near future to discuss the transfer of Choppington Allotments.

Cycleway – Members were advised that the Parish Council had received confirmation from NCC that although rural guidance had not been received from central government, the Choppington schemes will be included in the Local Cycling Walking Improvement Plans priority list.

Ex Guide Post Field – Members were informed that the Parish Council has been in ongoing discussions with NCC regarding the maintenance of the site. Junior football matches are held there, and the Parish Council works closely with volunteers and the local team to maintain the grass. Additionally, the Parish Council is responsible for maintaining the hedges along the perimeter. However, the road and path that run through the field are not maintained by the Parish Council. Updating this area will require substantial funding, and NCC is currently exploring the best approach to ensure its ongoing maintenance

 HAF Funding – The Parish Council had in past years enhanced youth holiday activities using HAF funding.  The PC attended a meeting regarding applications for this year.  To receive HAF funding, sessions have to be 4 hours or over, however activities over 2 hours in length entail registering premises with Ofsted.  This undoubtedly reduces the number of providers able to apply for HAF and reduces the number of places available for students able to attend.

Local Elections – The Parish Clerk advised that nomination papers are available at the Parish Council or through NCC elections office.

Parish News – Due to the constraints during the election period members were advised that the Parish News would be published and delivered after the election.

Information that will be contained in the Parish News is:

Cleaswell Park

Playzone

Verge Hardening

Play activities

Interactive signage

Parish Assembly

Nominations for Choppington Awards

Play areas

Tidying of waste ground at Sheepwash Avenue

Riverside Park enhancements

Tree planting

Verge Hardening – Members are advised that the verge hardening programme is scheduled to start on 24^th March running into April.  The Parish Clerk is contacting the NCC officer involved to confirm the date of this and the relaying of tarmac outside the Bomarsund allotments (due to start w/c 17^th March).  Residents need to be advised to remove vehicles from the verges and reassurances are being sought to ensure that residents receive these notices.

Cleaswell Park – Work has started this week at Cleaswell Park to replace the play area.  This should continue until the end of May, when it is anticipated work on the PlayZone begins.

Osier Court – The Parish Council has had erected bollards on the grass verges on both sides of the entrance to Osier Court.  This is to prevent vehicles parking on the verges and obscuring the sightlines out of the estate.

Wansbeck Estuary – The next stage of investment to improve the river environment of the Wansbeck Estuary is currently being considered with particular attention to the riverbanks downstream from Stakeford Road bridge.

CO88/24        14.       Proposal for names of streets behind Stakeford Crescent.  Members were invited to comment on the proposed street names for the Bernicia estate behind Stakeford Crescent.   Members noted that the proposal was for all but one of the houses to be called one name and for only one house on another street to be called another name.  Members had memories of that area being colloquially referred to as the heather field

 RESOLVED: To submit the same name for both streets either being  ‘The Heatherfields’ or Heatherfield.

Agenda – Part 2.  Members can resolve that in consideration of Standing Order 3 and

 because of their special and confidential nature, items may require

 consideration after the exclusion of press and public.

CO89/24        Grants – members agreed to allocate £360.00 grant to the Ashtones Male Voice Choir for purchases of backing music

Meeting closed at 21.10

Chairman                                                                             Date

Agenda item 12

Memorandum of Understanding  – Finance addendum

 Introduction

Since 2020 the Council has budgeted an annual sum to maintain community infrastructure.  This budget was set initially to support partner community organisations to emerge from enforced closedowns during the pandemic and has continued as a fund to support these organisations in developing community activities and maintain sustainability.

Funding to each organisation is based on community benefit and the needs of the organisation.  Support is not given in the form of a grant automatically allocated to our community partners, rather it is directed towards activities that add value to our community.

The purpose of this report is to inform members of the financial addendum to the Memorandum of Understanding between Choppington Parish Council and Stakeford and Bomarsund Sports and Social Welfare Centre and to consider the financial principles underpinning access to the community infrastructure budget.

Background

The Memorandum of Understanding of 2021 described the bilateral agreement between Choppington Parish Council and Stakeford and Bomarsund Sport and Social Welfare Centre detailing the various responsibilities of both parties in relation to the occupation, usage, hiring and management of the external sports surfaces and the Welfare building.

It included the provision of a financial framework to the document and this addendum is in preparation.

Prior to the MoU, CPC and the Welfare shared the running costs of the building splitting bills by estimating % of usage and responsibility.  This was a complicated process which has been revised and strengthened.

The financial arrangement is a simpler one.  The Parish Council pays an annual rent to the Welfare and for that receives the shared use of the parish offices, meeting rooms and community rooms in the Welfare.  All building costs, internal and external repairs, heating and lighting, the security system and cleaning costs are made by the Welfare.  Two exceptions are paid by the Parish Council, the maintenance of the lift which is solely used by the Parish Council and the new communications contract which enables internet coverage throughout the building.

In exchange the Welfare can access funding from the Community Infrastructure budget.

Principles for drawdown

 To guide members when considering appropriate access to the fund, the following principles are presented for consideration.

Principles

1          Community Partners are organisations whose purpose, ambitions and ethos match the strategic objectives of the Parish Council.  The partnership is governed through a Memorandum of Understanding

2          Support will be directed towards projects which will improve accessible community facilities.

3          In the current environment it is recognised that community organisations face particular financial pressures.  The Parish Council considers that best value is achieved through investment to make community buildings and organisations more efficient and sustainable.

4          The Parish Council recognises the need to protect cashflow, but this can only be applied where it is evidenced that the financial disciplines conform to sound financial standards, meeting the requirements of the appropriate regulator.

Approved  Parish council 24 May 2024 CO27/23

Revised 12 March 2025 CO81/24

Agenda Item 13.1       Finance Report     

Item 13.3 Financial Performance

Income and Expenditure by Budget April-February 2025

Item 13.4 Parish Clerks Report

Health and Safety report to Parish Council meeting 12 March 2025

BACKGROUND
Health and Safety items covered in this report relate to:

Parish council as an employer

 The following equipment/premises

•  Play areas
• Bus shelters (not for the ground it stands on)

• Allotments (Site at Bomarsund)
• Parish Office

Addition health and safety inspections for:

1. Stakeford and Bomarsund Welfare Centre – the Council shares areas of the building has access to the car park and uses surrounding areas for sporting activities.
2. West Sleekburn premises and grounds on behalf of the Trustees of West Sleekburn Hall.

EMPLOYEES

Parish council has duty of care to employees, to maintain safe working environment

 PLAY AREAS

 The Parish Council maintains the following play areas

            West Sleekburn

            Milburn Grange

            Eastgreen

            Cambridge Road

            Liddells Field

            Welbeck Road

Weekly reports are received from inspections by Northumberland County Council which are reviewed by DLN and DI.  The reports are colour coded to alert the seriousness of any damage or defects. 

Anything marked as a serious alert (red) may be dealt with by the NCC inspector, but this will trigger a visit by a Parish officer and a course of action agreed. 

ALLOTMENT SITES

 DI undertakes monthly inspections of allotments noting the general condition of site, gates, locks, water taps and tracks and any general obstacles.

 PARISH OFFICE

All members of staff have responsibility for health and safety on a daily basis

 STAKEFORD AND BOMARSUND WELFARE

DI undertakes monthly inspections of the external area noting the general condition of site, paths, and surfaces.  These are reported to the Welfare Secretary for action.

 WEST SLEEKBURN HALL

DI performs monthly hard surface inspections. 

 DI performs monthly hard surface inspections and bus shelter conditions

 UPDATED REPORT

Play Areas

Outstanding issues and actions arising from NCC inspections, CPC inspections and ROSPA

Liddells Field –

The ladybird rocker is missing a decorative bolt on the tail which has left a whole. Although not a health and safety issue we are still on lookout for larger set of goals that can be modified with a batten on back to stop ball going through completely.  The goalposts still require painting and perhaps require moving along to better grassed surface as the goal mouth is on well-worn grass.  We are buying spray paint and have a contractor looking at this.

A gap has occurred between the treads and the covered handrail which we have filled with tape.  A better solution is being sought from contractors.

Cambridge Road

Caps missing that cover bolts on seesaw but no risk, rope on activity fraying but it is something to keep a watch on.   One of the 5 swings has been removed due to vandalism and requires a new shackle we are awaiting a bigger order with Kompan as there is a disproportionately large delivery charge.

Roundabout, and see saw have matting exposed see end of report for general maintenance.

Church Avenue

ROSPA made the comment that we should speak to Kompan regarding carousel which has a ground clearance of less than 400mm minimum clearance.  Kompan have inspected and we are awaiting confirmation that this work has been completed.  There is a cut in the rope which will be monitored.

There is a slight lip in the edge between concrete and ground at the gate, which does require some work to even out.  Contractor to be advised to do additional paving.

Morpeth Road

The gate gets caught on the ground if it is opened wider than 90 degrees, however it closes correctly if this does not happen.  We have a contractor looking at this (see general maintenance).  Matting is exposed under swing which will require replacing or reseeding (see general maintenance below).

Eastgreen

There is a slight cut in the soft pore which needs monitoring.  Gate is not closing completely which requires oiling.  Pavement is cracked, whole paving surface may require relaying we are in discussions with contractor regarding repair.  The seat is damaged and requires replacing, we are researching smaller seats for this area to move away from perimeter fence.

Milburn Grange

Soft pore under swing and around roundabout is wearing but no risk.  Bird fouling over swing requires cable ties on apex.  The rocker bird has rusty spring which we will overpaint with hammerite.

GENERAL MAINTENANCE

Local services will re-grass under exposed matting in spring

Swings on to be rotated matting exposed under flat seats so we will swap cradle and flat seats to allow regrowth under flat seats.

Annual contract to be obtained to inspect all gates and repair on rotation

Monitoring list to be compiled

All swings to have cable ties overhead to stop birds landing on frame

Allotment site

Issues to note

Overlay work to start week commencing 17/3/2025.  PC has emailed asking for exact day to advise allotment holders

Water boxes have been repaired

Parish Office – No change

 Stakeford and Bomarsund Welfare – the spectator barrier along the perimeter of the field is no longer used but it has concrete uprights strengthened with metal spikes.  As the uprights crumble the metal is exposed and it requires us to cut them down so that it is not a hazard.

West Sleekburn Hall – There is evidence of slight damage to the left had side of the external entrance.

Bus Shelters

Stakeford lane bus shelter has had its broken window removed however window non-standard, so we have ordered the correct size of pane of glass for it.

Fire Regulations:  Both West Sleekburn Village Hall and Welfare have had fire extinguisher checks and have purchased new extinguishers this year.

Actions to be considered 

To consider the report and direct the Parish Clerk on any issue raised that require further action.

Angela Brindley

Parish Clerk

5 March 2025

Item 14.Proposal for names of streets behind Stakeford Crescent