Minutes of the Parish Council 5 October 2022 (draft)

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 5^TH OCTOBER 2022

THOSE ATTENDING:

Cllr H Allsopp

Cllr J Foster (arrived 19.20)

Cllr A Hart

Cllr G Huntley

Cllr A Iley

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 and Mr D Iley Admin/Finance Office

AGENDA PART 1

C034/22      1.         APOLOGIES FOR ABSENCE.

Apologies were received from Cllr K Grimes (leave) and Cllr J Foster (prior County Councillor commitment submitted for lateness).  The meeting accepted these as proper reasons for non-attendance.

C035/22      2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(s).

Cllr Foster identified that she may have to declare an interest if the planning minutes were discussed.

C036/22      3.         PUBLIC QUESTIONS.

The Parish Clerk reported no questions have been submitted.

C037/22      4.         PLANNING MATTERS FOR CONSIDERATION.

For information only the Parish Clerk reported that she had been advised of the resumption of the plans to build 32 houses behind Stakeford Crescent.  The planning application will be made in due course.

C038/22      5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 13 JULY 2022.

The meeting agreed the minutes represented a true record of the meeting and signed as such by the Chairman and placed in the public domain.

C039/22      6.         MATTERS ARISING.

The Parish Clerk advised that the photocopier contract had been completed.

C040/22      7.         TO RECEIVE AND NOTE THE MINUTES OF THE FINANCE COMMITTEE  HELD ON 20^TH JULY 2022

Members received and noted the minutes.

C041/22      8.       PARISH CLERKS REPORT.

1. Finance Report. Members received a report from the RFO on expenditure made and income received since the last meeting of the Parish Council. The Parish Clerk responded with additional information to Members questions.  The financial information will be placed on the Parish Council website.
2. Financial Performance to the end of the financial quarter. Members will be asked to refer this item to the Finance Committee for detailed consideration.
3. Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes. The Parish Clerk reported that:
   1. Officers had met with the Kompan play equipment representative and had ordered the small miscellaneous items that recur as missing parts on the inspection reports but are marked as no risk to users.
   2. Officers had overpainted graffiti two bus shelters, but still to remove from play equipment
   3. The remains of the bus shelter on the A196 which had been demolished by a vehicular accident were removed by the second working day by the Parish Council, but barriers are remaining as the ground is severely damaged. Residents are highly concerned about the safety of the road.  County Councillor Mary Murphy is taking the lead with NCC highways investigating the options for road safety measures.  The Parish Council will take the advice of highways professionals regarding the siting of a replacement bus shelter.

RESOLVED: The Parish Council thanked the Parish Clerk  for the report, agreeing all actions taken subject to delegated authority and financial regulations.

4.  Neighbourhood Plan.

Officers have identified a planning consultant to support the Parish Council during the Neighbourhood Planning process.  Jo-Anne Garrick has previous experience working with other Parish Councils in Northumberland and the Parish Clerk has spoken to the Clerk of one of these Councils and received a verbal recommendation.  Grants of £10,000 are available to cover the costs of a planning consultant during the process.

RESOLVED:  Members approved the appointment of Jo-Anne Garrick as our Neighbourhood planning consultant.  The first meeting of the working group will take place on the 17^th October 2022.

5. External Audit.

Members received the external auditor report from BDO for 2021/22 and noted that are no matters requiring attention.  The Parish Clerk confirmed that all actions required under Accounts and Regulations 2015 (S12015/234) have been completed.

RESOLVED:  Members acknowledged that no actions were required and thanked all staff for their contributions throughout the year.

Agenda – Part 2.  Members are asked to consider it there are matters 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.

CO42/22           2          Consideration of Grants

A grant was awarded of £585 to Mind Active towards a Christmas activity.

There being no further business the meeting closed at 19:55.

Chairman                                                                             Date

Item 5

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 13 JULY 2022.

THOSE ATTENDING:

Cllr H Allsopp

Cllr J Foster

Cllr G Huntley

Cllr A Iley

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 and Mr D Iley Admin/Finance Office

AGENDA PART 1

C024/22      1.         APOLOGIES FOR ABSENCE.

Apologies were received from Cllr K Grimes (family commitment) and Cllr A Hart (work commitment).  The meeting accepted these as proper reasons for non-attendance.

C025/22      2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND

OTHER REGISTERABLE INTEREST(s).

Cllr Foster identified that she may have to declare an interest if the planning minutes were discussed.

C026/22      3.         PUBLIC QUESTIONS.

The Parish Clerk reported no questions have been submitted.

C027/22      4.         PLANNING MATTERS FOR CONSIDERATION.

No planning matters

C028/22      5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH

COUNCIL MEETING HELD ON 25 MAY 2022.

The meeting agreed the minutes represented a true record of the meeting and signed as such by the Chairman and placed in the public domain.

C029/22      6.         MATTERS ARISING.

There were no matters arising

C030/22      7.         TO RECEIVE AND NOTE THE MINUTES OF THE PLANNING COMMITTEE

 HELD ON 22 JUNE 2022

Members received and noted the minutes.

C031/22      8.         TO RECEIVE THE REPORT FROM THE WORKING GROUP LOCAL

TRANSPORT PLAN 2023-24

Members received the report and agreed the recommendations for priorities for submission to the LTP

1. Road safety along Ashington Drive.
2. Cycleways to meet existing network – along to Ashington, along Morpeth Road and Red Row (to be discussed at the Local Area Committee).
3. Safety measures for pedestrians on the A196.

C032/22      9.         TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY

 DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 6 JULY 2022  

            Members received and noted the minutes.

C033/22      10.       PARISH CLERKS REPORT.

1. Finance Report. Members received 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. Financial Performance to the end of the financial quarter. Members will be asked to refer this item to the Finance Committee for detailed consideration.
3. Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes. The Parish Clerk reported on:

1. The results of the annual RoSPA report and actions taken.
2. The Covid signs on play equipment and decision to keep them as a reminder of good hygiene and safer playing

RESOLVED: The Parish Council thanked the Parish Clerk 

for the report, agreeing all actions be taken subject to delegated authority and financial regulations.

4. Neighbourhood Plan Working Group.

All members are to be invited to attend the Neighbourhood Plan working group meeting to be arranged for August.  This meeting would likely become the steering committee of the process and the Chair will be required to take a leading public role. Cllr Foster declared that this may be in conflict with her County Council role and excuse herself from the working group.

RESOLVED:  That actions to enable the development of the Neighbourhood plan is delegated to the Parish Clerk in consultation with the Chair and Vice Chair.  

5. Supply of Photocopier(s). The Parish Clerk advised that 3 suppliers had been considered and is awaiting like for like quotations.  They had not been received in time for the meeting and requested that this decision is delegated to the Finance Committee on the 20 July.

RESOLVED:  That consideration of quotations and purchase of photocopier(s) is delegated to the Finance Committee                    

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.

No matters required consideration in Agenda Part 2

There being no further business the meeting closed at 19:20.

Chairman                                                                             Date

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON MONDAY 25 MAY 2022.

THOSE ATTENDING:

Cllr H Allsopp

Cllr J Foster

Cllr K Grimes

Cllr G Huntley

Cllr A Hart

Cllr A Iley

Cllr J Rowell

Cllr Vaughan (Chair)

Cllr L Watson

IN ATTENDANCE:

Mrs A Brindley, Parish Clerk/Responsible Finance Officer and Mr D Iley Finance Officer.

AGENDA PART 1

C012/22         1.         APOLOGIES FOR ABSENCE

All members in attendance

C013/22         2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND

OTHER REGISTERABLE INTEREST(s)

No declarations were submitted.

C014/22         3.         PUBLIC QUESTIONS.

The Parish Clerk explained arrangements made for members of the public to submit questions or attend the meeting.  No questions had been received.

C015/22         4.         PLANNING MATTERS FOR CONSIDERATION.

The Parish Clerk advised that the Parish Council is required to submit priorities for the Local Transport Plan and will schedule a meeting of the Planning Committee for next month

C016/22        5.         TO RECEIVE AND NOTE THE MINUTES OF THE ANNUAL

MEETING OF THE PARISH COUNCIL HELD ON 11 MAY 2022.

The meeting agreed the minutes represented a true record of the meeting.

C017/22        6.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH

COUNCIL MEETING ON 13 APRIL 2022.

The meeting agreed the minutes represented a true record of the meeting and agreed they should be signed as such by the Chairman and placed in the public domain.

C018/22        7.         MATTERS ARISING.

There were no matters arising from the minutes.

C019/22         8.         TO RECEIVE AND NOTE THE MINUTES OF THE ALLOTMENT

COMMITTEE ON 25 APRIL 2022

Members received and noted the minutes

C020/22         9.         TO RECEIVE AND APPROVE THE ADDITIONS TO THE FIXED

 ASSETS REGISTER FOR 2021/22

                                    The Parish Clerk advised that:

1. A gateway sign had been replaced due to a collision by a car.
2. Two of the new containers will be replaced and upgraded in the near future

RESOLVED: Members received and approved the additions to the assets register

CO21/22        10        TO RECEIVE THE END OF YEAR REPORT FROM THE

INTERNAL AUDITOR.

Members received and considered the report from the internal auditor (appendix 2) and the Parish Clerk reported that the internal auditor had also completed the Annual Internal Auditor Report, indicating there were no matters to draw to the attention of the Parish Council.

RESOLVED: Members welcomed the report and noted that there were no matters requiring further consideration.

C022/22         11.       TO REAPPOINT THE INTERNAL AUDITOR.

Parish Clerk advised that Ms G Turner had indicated that 2022/23 would be her final year as our internal auditor.

RESOLVED: 

1. Members reappointed Ms G Turner as their internal auditor
2. The Parish Clerk was instructed to take steps to identify a replacement auditor with knowledge of the legal and financial environment in which the authority operates.

C023/22         12.       TO RECEIVE AND APPROVE THE YEAR END STATEMENTS

AND ACCOUNTS FOR PRESENTATION TO THE EXTERNAL AUDIT.

• The Parish Clerk/Responsible Finance Officer reported that as a smaller authority with a gross income exceeding £25,000 the Parish Council must complete part 3 of the Annual Governance and Accountability Return at the end of each financial year.

• The Annual Governance and Accountability Return (AGAR) comprises 4 sections.

1. Annual Governance Statement,
2. Accounting Statements,
3. Annual Internal Audit Report, and

4   External Auditor Report and Certificate.

The Parish Council completes 1 and 2 at this meeting.  Our internal auditor completes no.3 (see agenda item 10) and the external auditor no.4

12.3 The annual governance statement is a public report affirming that the Council is being conducted in accordance with the law, regulations and proper practices and that public money is safeguarded and properly accounted for. The Council responds to statements known as assertions.  Guidance is issued by the Joint Panel on Accountability and Governance (JPAG).  The Parish Clerk asked members to consider each assertion by turn.

Assertion 1 – Financial management and preparation of accounting statements

‘We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements.’

Members agreed that the Parish Council has taken all required steps to satisfy the assertion; a RFO has been appointed; financial procedures are in place to record financial transactions; bank reconciliations are completed on a monthly basis and reviewed by members; a budget has been prepared and approved; arrangements are in place to manage investments and earmarked reserves appropriately; and, annual accounts are prepared in an accurate and timely manner.

Assertion 2 – Internal Control

‘We maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.’

Members asserted the Parish Council has in place and follows Standing orders and Financial Regulations. These documents identify how the Council operates to safeguard public money, how the Council makes its financial transactions, how it manages risk, how it pays staff, and how fixed assets are maintained and secured.  Members review these procedures and undertake regular internal examination of finances.

Assertion 3 – Compliance with laws regulations and proper practices

‘We took all reasonable steps to assure ourselves that there are no matters of actual or potential noncompliance with laws, regulations, and proper practices that could have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances.’

Members asserted the Council has acted lawfully.  When making decisions members receive advice from the proper officer who confirms legal authority and power to act.

Assertion 4 – Exercise of Public Rights

‘We provided proper opportunity during the year for the exercise of electors rights in accordance with the requirements of the Accounts and Audit Regulations.’

Section 25-27 of Local Government Accountability Act 2014 contain provisions giving interested person rights of inspection of accounts and records.  In making this assertion members noted the Council makes its accounts accessible for 30 working days during which time there is a mandatory full 10-day period from beginning of July (although this has been extended for 2019/20 accounts), and throughout the year by arrangement.

The accounting statement is published on the website.

Assertion 5 – Risk Management

‘We carried out an assessment of the risks facing this smaller authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.’

Members asserted the Council has compiled and reviewed the assessment of risk, and maintains a risk register which records the identification of risk e.g. financial loss of money/damage to property, and management of risk e.g. through insurance, added security measures, internal controls (see attached Annual Statement of Risk, agenda item 17).

Assertion 6 – Internal Audit

‘We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems.’

In making this assertion members noted the appointment of an internal auditor who undertakes an effective audit.  The Responsible Finance Officer gives the internal auditor access to all documents and records, supplying any all required information and explanations.

Assertion 7 – Reports from Auditors

‘We took appropriate action on all matters raised in reports from internal and external audit.’

Members consider all reports from the internal and external auditors and resolve any actions that might be required.

Assertion 8 – significant events

‘We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this smaller authority and, where appropriate have included them in

the accounting statements.’

In setting the budget and when authorising year end statements, the council consider any events occurring during the financial year (or after the year-end), that have consequences, or potential consequences, on the authority’s finances.

Assertion 9 – Trust Funds

Not applicable

12.4    Members considered the accounting statement for the year ended 31 March 2021

RESOLVED:

1. Having noted the completion of the annual internal report from the internal Auditor, members considered the annual governance statement and accounts.
2. Members considered annual governance statement and determined that to the best of their knowledge and belief that they have satisfied their responsibilities in relation to assertions 1 to 8 inclusive.
3. Members noted that section 9 of the statement was not applicable as the council does not act as the sole managing trustee of any local trust or similar body.
4. Members received and approved the accounting statement and supporting documentation for the year ended 31 March 2022.
5. The Chairman of the meeting and the Parish Clerk/Responsible Finance Officer were authorised to sign the statements contained in the Parish Council’s annual return for the financial year ended 31 March 2022.

Agenda – Part 2.  There were no matters referred from part 1 of the agenda for consideration.

There being no further business the meeting concluded at 19.10.

Agenda Item 9     25/5/22                                                                         

Fixed Asset Register

Agenda item 10  25/2/22

Gillian Turner – Local Council Audit Services

28^th April, 2022

Angela Brindley

Parish Clerk

Choppington Parish Council

Dear Angela,

Choppington Parish Council –Internal Audit of 2021/22 & Final Accounts

I have completed the internal audit of the Council’s accounts for the 2021/22 financial year.

My audit consisted of a comprehensive examination of the Parish Council’s income and expenditure and financial statements to the end of March including:

• 100% check of all payments/invoices made and that VAT was correctly accounted for where appropriate. The cheque book was also examined and verified
• Risk Assessment – Minute C074 confirming members endorsement verified
• Budget process inspected and Minutes for the request of Precept received
• Income receipts and supporting vouchers were verified to the end of March
• Salaries and Wages are paid through Northumberland County Council Payroll system
• The Asset Register was inspected noting that it had been updated for those assets purchased/disposed of during 2021/22
• The Insurance Policy was also examined
• Bank statements to 31^st March, 2022 were examined and reconciled, noting regular monthly reconciliations throughout the year
• The bank reconciliation of both accounts was agreed as at the 31^st March and unpresented cheques and outstanding income verified
• The journals for year end debtors/creditors, prepayments/accruals were verified
• The AGAR and supporting statements were reviewed and verified
• The website was inspected (www.choppingtonparishcouncil.org) to ensure regular posting of minutes and accounts
• The website also confirmed the previous years AGAR and Public Rights were presented correctly

The audit included examination of evidence relevant to the amounts and disclosures in the summary accounts and notes, sufficient to give reasonable assurance that the summary accounts and notes are free from material misstatement.  In my opinion the accounts present fairly the income and expenditure of Choppington Parish Council for the year ended 31^st March, 2022.  The Annual Internal Audit Report (page 3) has been duly completed.

Minor queries arising from the audit have been answered to my satisfaction and where, considered necessary, adjustments have been made.  There are no matters to draw to the attention of the members of the Parish Council.

My thanks go to Angela and David for their assistance and helpfulness during my audit.

Please find attached my invoice for the internal audit and examination of accounts.

Yours sincerely,

Gillian Turner

Agenda Item 12   25/5/22                                                                                                                                                                                                                                                                                                 

1. Legal Implications

As a smaller authority with a gross income exceeding £25,000 the Parish Council must complete part 3 of the Annual Governance and Accountability Return at the end of each financial year.

1. Background

The Annual Governance and Accountability Return (AGAR) comprises 4 sections.

1. Annual Governance Statement,
2. Accounting Statements,
3. Annual Internal Audit Report, and

4          External Auditor Report and Certificate.

The Parish Council completes 1 and 2 at this meeting.  Our internal auditor completes no.3 and the external auditor no.4

1. Annual Governance Statement

This is a public report affirming that the Council is being conducted in accordance with the law, regulations and proper practices and that public money is safeguarded and properly accounted for. The Council responds to statements known as assertions.  Guidance is issued by the Joint Panel on Accountability and Governance (JPAG).

Assertion 1 – Financial management and preparation of accounting statements

‘We have put in place arrangements for effective financial management during

the year, and for the preparation of the accounting statements.’

Members need to assure themselves that the Council:  Has appointed an RFO; financial procedures are in place to record financial transactions; bank reconciliations are completed on a monthly basis and reviewed by members; the budget is prepared and approved; arrangements are in place to manage investments appropriately, to manage earmarked reserves, and that annual accounts are prepared in an accurate and timely manner.

Assertion 2 – Internal Control

‘We maintained an adequate system of internal control, including measures

designed to prevent and detect fraud and corruption and reviewed its

effectiveness.’

Members are asserting the Parish Council has in place and follows Standing orders and Financial Regulations. These documents identify how the Council operates to safeguard public money, how the Council makes its financial transactions, how it manages risk, how it pays staff, and how fixed assets are maintained and secured.  Members have the opportunity to review these procedures and undertake your own regular internal examination of finances.

Assertion 3 – Compliance with laws regulations and proper practices

‘We took all reasonable steps to assure ourselves that there are no matters of

actual or potential noncompliance with laws, regulations, and proper practices

that could have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances.’

Members are asserting that the Council has acted lawfully.  When making decisions, Members receive advice from the proper officer under which power the Council is to act.

Assertion 4 – Exercise of Public Rights

‘We provided proper opportunity during the year for the exercise of electors’

rights in accordance with the requirements of the Accounts and Audit Regulations.’

Section 25-27 of Local Government Accountability Act 2014 contain provisions giving interested person rights of inspection of accounts and records.  The Council must make its accounts accessible for 30 working days during which time there is a mandatory full 10-day period from beginning of July.

The accounting statement must be published on the website.

Our internal auditor also has to assert this on the AIAR (N).

Assertion 5 – Risk Management

‘We carried out an assessment of the risks facing this authority and took

appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.’

Members are asserting that the Council has compiled and reviewed the assessment of risk.  The Council has a risk register which records the identification of risk e.g. financial loss of money/damage to property, and management of risk e.g. through insurance, added security measures, internal controls (see attached Annual Statement of Risk, p19  Minutes of meeting Tuesday 20 April 2021).

Assertion 6 – Internal Audit

‘We maintained throughout the year an adequate and effective system of

internal audit of the accounting records and control systems.’

The council needs to have in place an internal auditor who has undertaken an effective audit, allowing access to all documents and records, and supplying any information and explanations required.

Assertion 7 – Reports from Auditors

‘We took appropriate action on all matters raised in reports from internal and external audit.’

Each year Members consider reports from the internal and external auditors and resolve any actions that might be required.

Assertion 8 – significant events

‘We considered whether any litigation, liabilities or commitments, events or

transactions, occurring either during or after the year-end, have a financial

impact on this smaller authority and, where appropriate have included them in

the accounting statements.’

The council needs to have considered if any events that occurred during the financial year (or after the year-end), have consequences, or potential consequences, on the authority’s finances. If any such events are identified, the authority then needs to determine whether the financial circumstances need to be reflected in the statement of accounts.

Assertion 9 – Trust Funds

Not applicable

4. Actions required.

Members are requested to consider this report and consider each ‘assertion’.

Agenda item 10  Annual Internal Audit Report 2021/22

Agenda item 12.1 Section 1 Annual Governance Statement 2021/22

Agenda item 12.2 Section 2 Accounting Statements 2021/22

MINUTES OF THE PLANNING COMMITTEE MEETING WEDNESDAY 22 JUNE 2022

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Grimes (Chair)

Cllr G Huntley

Cllr J Rowell

Cllr Vaughan

Cllr L Watson

IN ATTENDANCE:

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

AGENDA PART 1

PLC01/22      1.         APOLOGIES FOR ABSENCE

Apologies were received from Cllr J Foster – conflict with responsibilities as County Councillor and Cllr A Iley – family commitments

PLC02/22      2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND

OTHER REGISTERABLE INTEREST(s)

No declarations were submitted.

PLC03/22      3.         APPOINTMENT OF A CHAIRMAN FOR 2022/23

                                    Cllr Keith Grimes elected as Chairman

PLC04/22      4.         APPOINTMENT OF A VICE CHAIRMAN FOR 2022/23

Cllr Arthur Iley elected as Vice Chairman

PLC05/22     5.         PUBLIC QUESTIONS

The Clerk confirmed she had not received any questions from the public for this meeting.

PLC06/22      6.         MINUTES OF THE PREVIOUS MEETING

It was noted that the minutes of the previous meeting had been presented to the Parish Council in the same year.

PLC07/22      7.         REVIEW OF THE TERMS OF REFERENCE

Members approved the terms of reference

PLC08/22          8.     TO CONSIDER AND MAKE COMMENT ON SIGNIFICANT

 PLANNING APPLICATIONS.

Parish Councils do not have the power grant or refuse planning permission but may submit comments to the planning authority (Northumberland County Council)

In consideration of planning application 22/01798/FUL members made the following comments:

1          The restaurant is a valued asset for the area that strengthens the diversity of businesses at the Square.

2          The proposed extension projects into the public paved area narrowing the width of this area by 3 metres.   At the narrowest point between the extension and the first car park bay the pavement is reduced to only 2.5m. impeding the free movement of pedestrians, pushchairs and wheelchairs.

The paved area immediately in front of the proposed extension has a bin (the resiting of which is addressed in the application), a public seat and a space for a planted tree, uprooted during the storms and yet to be replaced.  Raffaello Italia also has outside seating in this paved space.  It is already a congested area for people to negotiate, so include the extension and it becomes very difficult indeed.

3          The Square has attracted anti-social behaviour and this extension gives another blind corner for anti-social behaviour to take place.

4          There are a number of car parking spaces in the vicinity of the restaurant, but it is a popular place for shopping and frequently parking is difficult, relying on the quick turnaround of drivers, to rotate available spaces.  When people are parked for meals, this slows the rotation.   Many times, staff and users of the restaurant resort to parking on the amenity grassed area alongside the restaurant, evidencing the inadequate parking in that area.  Members did not want indiscriminate parking to become a worsening issue.

5          The restaurant holds a prominent position at one of the corners of the Square which is visible from the main road linking Guide Post to Stakeford. Members were concerned that the conservatory type design is inadequate for this location.  The appearance of the Square, which is the main shopping location for Guide Post should not be weakened by poor design.  Members contended that any extension to this property should be of good quality rather than what appears to be a bolt on conservatory.

RESOLVED:            That the Parish Council submit an objection in respect of planning application 22/01798/FUL

There being no further matters requiring consideration the meeting concluded at 10:30

Notes of the Working group for Local Transport Plan submission 2023-4

Wednesday 29 June 2022

Attendance

Cllr H Allsopp

Cllr A Iley

Cllr G Huntley

Cllr J Rowell (Chair)

Cllr P Vaughan

In Attendance

A Brindley and D Iley

Apologies

Cllr L Watson

Cllr K Grimes

1. Consideration of the responses to our submission to LTP 2022-23 (see appendix 1)

• Members noted that verge hardening had been rejected as resident parking is not a consideration for the LTP
• Reduction of speed along part of the Morpeth Road from 50mph to 40mph is included in the LTP
• Extension of cycleway from Sheepwash bridge to Ashington is to be forwarded to Strategic Transport for consideration on the wider cycle and walking routes

2. Consideration of issues received by Choppington Parish Council from the public and Councillors (see appendix 2)

Members considered all the items listed on appendix 2.

It was noted the following schemes had merit

Reduction of speed to 20 mph in Pastures Estate

Double yellow lines outside Premier shop at Eastgate

Improvement of the crossing at NISA

However, discussion led to the accidents that have happened along the road from the Half Moon to across Stakeford Bridge.  Even at 40mph, traffic feels fast and close as it swoops past pedestrians.  The only rails are at the point where pedestrians walk up from the bridge below to join the path to walk towards the Half Moon roundabout.  The suggestion was to extend the safety rails and or add high containment kerbs to prevent vehicles leaving the road and to protect the path.

3. Recommendation for the Parish Council meeting 13 July 2022

1. Verge Hardening to be resubmitted as a road safety issue
2. Cycleways to meet existing network – along to Ashington, along Morpeth Road and Red Row (to be discussed at the Local Area Committee)
3. Safety measures for pedestrians on the A196

Angela Brindley

Parish Clerk

29 June 2022

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL COMMUNITY

DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 6 JULY 2022.

Members present:

Cllr H Allsopp

Cllr K Grimes

Cllr G Huntley (Chairman)

Cllr A Iley

Cllr J Rowell

Cllr P S Vaughan

Cllr L Watson

In attendance:

Ms A Brindley Parish Clerk/Responsible Finance Officer, Mr D L Nicholson Deputy Parish Clerk, David Iley Admin/Finance Officer, Inspector Wayne Daniels, and Sgt Rob Morton, and one member of the public.

CD&E 001/22           1.         APOLOGIES FOR ABSENCE.

Apologies were received for Cllr J Foster (illness)

CD&E 002/22           2.         MEMBERS’ DECLARATION OF DISCLOSABLE

PECUNIARY AND OTHER REGISTERABLE INTEREST(S).          

Cllr J Rowell and Cllr G Huntley declared a disclosable registerable interest in connection to a grant request.

CD&E 003/22           3.         TO APPOINT A CHAIRMAN TO SERVE FOR 2022/23.

There being only one nomination Cllr G Huntley was duly elected to serve as Chairman for the council year.

CD&E 004/22           4.         TO APPOINT A VICE-CHAIRMAN TO SERVE FOR 2022/23.

There being only one nomination Cllr L Watson was duly elected to serve as Vice-Chairman for the council year.

CD&E 005/22           5.         PUBLIC QUESTIONS.

A member of the public asked why there were no designated cycleways within the parish, arguing that the area was not receiving investment from NCC made in every other area within south-east Northumberland, and highlighting the hazard posed to residents by cyclists using pavements.

The Parish Clerk explained that whilst the issue raised cannot be responded to directly, it would be referred to the Parish Council and a written answer would follow.

CD&E 006/22           6.         TO RECEIVE AND AGREE AS A TRUE RECORD THE MINUTES OF THE MEETING HELD ON 9 FEBRUARY 2022.

The minutes were received and accepted as a true record. The Chairman was authorised to sign as such.

CD&E 007/22           7.         TO CONSIDER ANY MATTERS ARISING.

Cllr K Grimes informed members that the NCC review into Storm Arwen has been placed in the public domain. The Chairman of the Council thanked the Parish Clerk and staff for the work being done to provide activities for young people throughout the year.

CD&E 008/22           8.         TO AGREE TERMS OF REFERENCE FOR THE COMMITTEE.

The terms of refence were accepted as presented.

CD&E 009/22           9.         REPORT FROM NEIGHBOURHOOD POLICE.

Inspector Daniels introduced himself and Sgt Morton to the meeting, explaining their background within the police service and their responsibilities and individual knowledge of the area. It was explained that post-COVID there has been a 50% increase in demand resulting in investment in the control function and encouragement of on-line reporting. Technology to collate reports to give enhanced operational intelligence has been introduced.

Crime report:

1. 3 hotspots were referenced.
2. Domestic violence is causing concern and being monitored.

• Anti-social behaviour although low when compared to other areas does cause distress to residents when it occurs.

1. A serious incident where a dispute over a dog escalated and involving the use of a weapon was detailed.
2. Problems caused by off-road bikes on the former middle school site is proving difficult to control. The Police are appealing for community intelligence.
3. State of the art speed guns are now being deployed to combat speed offenders.

• A discussion highlighted the need for a multi-agency initiative to provide activities and opportunities for the 12 to 17 year age group.

Members thanked Inspector Daniels and Sgt Morton for their attendance.

CD&E 010/22           10.       UPDATE FROM THE PARISH CLERK ON CURRENT

ISSUES.

1. Public Seating. Members received details of phase 1 of the seat renewal programme. A memorial bench has been installed opposite the former Swan public house and a vintage seat outside Guide Post Club has been refurbished using storm Arwen fallen oak from Plessey Woods. During the coming weeks seats in Riverside Park will be repaired or renewed as required. Locations are being prepared for groups of bench seating in conjunction with the Choppington Disability Group.

Phase 2 is being prepared and will be reported to a future meeting.

2. Trees and green areas. The Deputy Parish Clerk reported on measures being taken to improve grass cutting and the need to increase watering capacity. Members supported the recommendation for the purchase of a trailer mounted reserve water bowser.
3. Youth activities during the summer school holidays. The Parish Clerk detailed multi-sport activities planned at the Welfare and Doorstep Green.
4. Play areas. The annual RoSPA inspection has taken place which has identified the bolts holding our Covid signs onto the railings are a little too long requires shortening. Members supported the recommendation to employ a specialist contractor to shear off the excess.  The MUGA at Liddells field has been suspended and other options such as improved goal posts are being investigated
5. Bus shelters. All shelters are now replaced with the exception of Guide Post Clinic which we are in discussions with about their external wall leaning onto the bus shelter. It had been necessary to remove a private fence to access one shelter and it was agreed that compensation of £100 be awarded to the householder.

CD&E 011/22           11.       PARISH NEWS.

The next edition of the parish news is being prepared and will include information of the Neighbourhood Plan and an update of work achieved to date.

CD&E 012/22           12.       PARISH ASSEMBLY.

At the Parish Assembly residents approved the recommendation for an annual Community Recognition Award scheme. Categories suggested at the Assembly were:

1. Good Neighbour
2. Young person
3. Volunteer
4. And sports achievement.

Members endorsed the recommendation and details asking for nominees will be publicised through social media and the Parish News.

Cllr Rowell left the meeting to attend work

CD&E 013/22           13.       REPORT FROM TRUSTEES.

Cllr Allsopp reported that West Sleekburn Trustees were planning a Summer Village fayre for 10^th September.  They were aiming for an old fashioned fun afternoon.  Under consideration were dog, fancy dress, ugly vegetable and cake decoration competition and side shows such as tin can alley.  Trustees would be grateful for any help from Councillors on the day.

Cllr Huntley reported that the CDG was restarting, it had held a highly successful coffee morning last Friday, where the guest speaker had provided slow cookers to all attendees.  The CDG is   taking their first outing since Covid on Friday 8^th July.

Agenda, Part 2.

Members resolved that in consideration of standing order 3 and because of

their special and confidential nature, the following items require discussion in

the absence of press and public.

CD&E 014/22           1.         Request for a grant of £500 from Bedlington and District Red Squirrel Group towards the monitoring, trapping and culling of grey squirrels.

Members declined to award a grant due

to it being outside the scope of the Parish Council.

Cllr G Huntley left the meeting

2. Request for a contribution of £375.00 towards a

defibrillator.

Members agreed the contribution and extended the

offer to all local primary schools.

There being no further matters requiring consideration the meeting concluded at 12:15

Item 10.1

Item 10.3

Health and Safety report to Parish Council meeting 13 July 2022

Health and Safety items covered in this report relate to:

1. Parish council as an employer

1. The following equipment/premises

1. Play areas
2. Bus shelters (not for the ground it stands on)

• Allotments (Site at Bomarsund)

1. Parish Office

1. 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

Covid update.  When working from the office staff are maintaining social distancing.  Moving around the public area staff are required to wear masks.

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 site

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.

Report Play Areas

This month we have received our annual RoSPA play safety report.

All fixings attaching signs were assessed as medium risk as they were projecting further than required.  We have instructed a contractor to shorten every bolt.

All swings were identified as medium risk indicating that covers should be removed and the fitting at the top of the chain and the shackle bolt should be checked for wear annually.

Officers are meeting later in July to discuss actions as a response to the findings.

Liddells Field

The refurbishment has been completed, with the exception of the HAG climbing frame.  We had specified that two ladders were to be replaced because of corrosion, however only one was on the order, therefore we are waiting for the second one to arrive from HAGS.  This was also identified on the ROSPA inspection as low risk 6.

Cambridge Road

The RoSPA report has identified as medium risk the ground cover which in parts exposes the matting.

Church Avenue

The RoSPA report identified at medium risk the ground cover at the gate

Morpeth Road

The RoSPA report identified at medium risk the ground cover around the Rocker see-saw and swings.  There is some chain wear on the swings which is assessed as low but requires monitoring.

Eastgreen

The gate’s self-closing mechanism has been repaired by Kompan as part of warranty.  The bin is not cemented to the ground, the repair is being arranged.  The RoSPA report found glass on the surface of the play area, however when we responded the glass had been removed, but there remained small beads of plastic which posed no danger.

Milburn Grange

Nothing higher than low risk except the general risk for wear of swings.

Allotment site

Issues to note

No change – Still awaiting plainings for pot holes to entrance of site, instead of waiting for NCC to supply them we have asked G&B engineering who are doing the compound to purchase additional for the allotments

Water boxes require repair, DPC has had a template prepared.

Parish Office – nothing to report

Stakeford and Bomarsund Welfare

Work on the secure compound has entailed fencing off the immediate area

West Sleekburn Hall – nothing to report

Actions to be considered

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

A Brindley

Parish Clerk

                                                                                                            08 June 2022

Item 7

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL FINANCE COMMITTEE HELD ON WEDNESDAY 20 JULY 2022 IN THE PARISH COUNCIL OFFICES

THOSE ATTENDING:

Cllr H Allsopp

Cllr A Iley

Cllr G Huntley

Cllr J Rowell (Chair)

Cllr P S Vaughan

Cllr L Watson

IN ATTENDANCE:

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

AGENDA PART 1

F001/22         1.         APOLOGIES FOR ABSENCE.

The following apologies were received:  Cllr K Grimes (family commitment), Cllr J Foster (prior appointment). The meeting agreed that these were proper reasons for absence.

F002/22         2.         MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND

OTHER REGISTERABLE INTEREST(S).

No declarations were made.

F003/22         3.        Public Questions.

                                    There were no questions from the public

F004/22         4.         ELECTION OF CHAIRMAN TO SERVE FOR THE COUNCIL YEAR

2021/22.

Cllr J Rowell was duly moved, seconded and elected to serve as Chairman of the Finance Committee for the ensuing year.

F005/22         5.         ELECTION OF VICE-CHAIRMAN TO SERVE FOR THE COUNCIL

YEAR 2021/22.

Cllr H Allsopp was duly moved, seconded and elected to serve as Vice-Chairman of the Finance Committee for the ensuing year.

F006/22         6.         MINUTES OF THE FINANCE MEETING OF 13 OCTOBER 2021

Members noted that the minutes had been reported directly to the Parish Council, and agreed them as a true record.

F007/22         7.         MATTERS ARISING

                                    There were no matters arising.

F008/22         8.         TERMS OF REFERENCE

Members agreed the terms of reference with the addition of the wording ‘subject to legislation’ to paragraph 4.

F009/22         9.         FINANCIAL PERFORMANCE TO THE END OF THE FINANCIAL

QUARTER.

The Parish Clerk reported on expenditure and income undertaken during the first financial quarter.  Officers were meeting with NCC to finalise the charges for local services.

RESOLVED:  Members thanked the officers for their report and resolved that no additional actions were required.

F010/22         10.       PHOTOCOPIER SUPPLIER.

In consideration of the special and confidential nature of the business, Members considered that this item should be considered in Agenda part 2.

AGENDA – PART 2. 

Members  considered under Standing Order 3, that in view of the special and confidential nature of the business to be transacted, it was advisable in the public interest that the press and public be excluded and asked to withdraw.

F011/22         11.       PHOTOCOPIER SUPPLIER

Members considered quotations submitted by photocopier suppliers. They agreed that companies provided an equally good level of service, and quality product, and therefore agreed to approve company B based on price.

There being no further business the meeting closed at 10.15am

Signed by the Chairman: …………………………………………….               Date:  …………………..

Item 8.1 Parish Clerk Report Financial transactions

Item 8.3

Health and Safety report to Parish Council meeting 5^th October 2022

Introduction

Health and Safety items covered in this report relate to:

1. Parish council as an employer

1. The following equipment/premises

1. Play areas
2. Bus shelters (not for the ground it stands on)

• Allotments (Site at Bomarsund)

1. Parish Office

1. Addition health and safety inspections for:

• 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.

1. West Sleekburn premises and grounds on behalf of the Trustees of West Sleekburn Hall.

Employees

Covid restrictions have been lifted, although hand sanitizer is available.

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 site

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.

Report

Report Play Areas

On 8 September officers met with Paul Taylor of Kompan which has installed most of the equipment in our play areas, and went through all equipment in the play areas

Liddells Field

We are still awaiting the replacement panel for the HAG climbing frame.  We had specified that two ladders were to be replaced because of corrosion, however only one was on the order, therefore we are waiting for the second one to arrive from HAGS.  This was also identified on the ROSPA inspection as low risk 6. Paul Taylor following it up

Cambridge Road

The RoSPA report has identified as medium risk the ground cover which in parts exposes the matting, we have ordered new mats from Kompan

Church Avenue

The RoSPA report identified at medium risk the ground cover at the gate. There is exposed hard ground before the gate but it is level and has not been flagged by NCC inspectors or our own inspection.  However we are discussing solutions with Neighbourhood Services.     One of the ropes on the netting is fraying, Kompan advises that there is a steel core to ropes which should be monitored for sharp edges.

Morpeth Road

The RoSPA report identified at medium risk the ground cover around the Rocker see-saw and swings.  This is probably due to use of weedkiller around the bases.  There is some chain wear on the swings which is assessed as low but requires monitoring.  Kompan has been asked to replace.  Spinner stand has chunks out of it, obtaining quote to replace.

Eastgreen

The gate’s self-closing mechanism has been repaired by Kompan as part of warranty.  The bin is not cemented to the ground and has now been removed.  CPC will arrange a repair.  There is a recurring problem at the point where chains are secured onto the swing.  There are 4 fastenings one for each corner of the swing but at one side the front chain is moving along a bracket to the back chain.  This is probably due to the twisting of the seat around and around.  The Parish Council has made a repair by tightening the bolt on the rear of the seat.  Kompan will look at the repair.

Milburn Grange

Soil required to fill under seats

Allotment site

Issues to note

No change – Still awaiting plainings for pot holes to entrance of site, instead of waiting for NCC to supply them we had asked G&B engineering who are doing the compound to purchase additional for the allotments,  however G&B unable to obtain also.

Water boxes require repair, DPC has had a template prepared.

Parish Office – nothing to report

Stakeford and Bomarsund Welfare

Work on the secure compound is almost completed.  Plainings cannot be obtained so surface has been levelled.  G&B to remove debris in the compound, and smooth off sharp parts around opening on surrounding fence

West Sleekburn Hall – nothing to report

Actions to be considered

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

A Brindley

Parish Clerk

                                                                                                            28 September 2022