Northwood Parish Council

Posted by NPC Admin on 29 May 2016, 6:30 pm

NORTHWOOD PARISH COUNCIL

Minutes of the Annual Meeting of Northwood Parish Council, held in Northwood Primary School, Wyatts Lane, Northwood, Isle of Wight on Tuesday, 3 May 2016

Present: Councillors Chris Riddet (Chairman), David Jaggar (Vice Chairman), Paul Fuller, John Nicholson, Malcolm Nicholson, Derek Smith and John Ward
Also in attendance:
Barbara Herbert (Clerk and RFO)

There were no members of the public and only one member of the press in attendance.

Councillors expressed their condolences to the clerk on the death of her mother.

01/16-17 To receive and approve any apologies for absence
Apologies had been received from Cllr John Pullen.

02/16-17 To elect a Chairman of the Parish Council for the ensuing year

RESOLVED :

THAT Cllr Riddet be elected as Chairman for the ensuing year.

03/16-17 To receive and sign the Chairman’s Declaration of Acceptance of Office

RESOLVED :

THAT the signed Declaration of Acceptance of Office of the Chairman, Cllr Riddet be received and duly signed by the clerk.

04/16-17 To elect a Vice Chairman of the Council for the ensuing year

RESOLVED :

THAT Cllr Jaggar be elected as Vice Chairman for the ensuing year.

05/16-17 To receive and sign the Vice Chairman’s declaration of acceptance of office

RESOLVED :

THAT the signed Declaration of Acceptance of Office of the Vice Chairman, Cllr Jaggar be received and duly signed by the clerk.

06/16-17 Members’ interests
There had been no written requests received for Dispensation on items forming the agenda.

07/16-17 To confirm and authorise the Chairman to sign the Minutes of the previous meeting of the Parish Council held on 5 April 2016

RESOLVED :

THAT the Minutes of the meeting held on 5 April 2016 be confirmed and the Chairman authorised to sign them on behalf of the Parish Council.

Cllrs Fuller and J Nicholson entered the meeting room.

08/16-17 To receive any matters arising on the Minutes, not requiring a resolution
a. Minute 207/15-16 Northwood WI – A meeting had been arranged between representatives of Northwood WI and the Parish Council for Thursday, 19 May, commencing at 10.30 am, in the WI Hall
b. Minute 222/15-16 Local Safety Neighbourhood (LSN) team – The clerk reported on the reply she had received from the Hampshire Police with regard to discontinuation of the Crime reports web page. A copy of the email had been circulated to all councillors and to PCSO Derek Howard. The Office of the Police and Crime Commissioner had been advised by the Partnership Board that the site did not represent value for money from the public purse and that the information on police.uk was adequate in its ability to deliver similar information for no cost. Sgt Lyth had also advised that councillors should make use of this site. However, it was noted that the information provided was at least two months out of date and therefore of little value
c. Minute 227/15-16 Hedge along the fence line of BAE Systems – BAE Systems had kindly agreed to trim the hedge as a one-off, but did not wish to assume any future responsibility for it. However, Island Roads had subsequently acknowledged that the hedging fell under their responsibility. They would cut the hedge back and also include it within their annual hedge cutting regime.

09/16-17 To receive a report on any local safety neighbourhood issues occurring since the last meeting held of the Parish Council
In the absence of any representative from the Local Neighbourhood Police team, the clerk circulated the report she had received. Particular mention was made of the following:
• that five crimes had been committed during the month of April, which was the same as committed during the same period, the previous year;
• three speedwatch activities had taken place in Pallance Road:
20 April – 301 vehicles had passed through and five recorded in breach of the limit
25 April – 201 vehicles had passed through with no recorded breaches
28 April – 165 vehicles had passed through and four recorded in breach of the limit;
• The community priorities would remain the same until mid-April.
During discussion, the clerk was requested to ascertain the time of day that the speedwatch events had taken place.

10/16-17 Town and Country Planning
a. To consider the following planning applications received and make comments in accordance with the guidance for material planning considerations listed at
http://www.iwight.com/council/departments/planning/appsdip/MakingCommentsInfo.aspx
TCP/30771/E BAE Systems (Defence Systems) Ltd, Newport Road, Northwood – Removal of existing portakabin and platform, resiting of portakabin; proposed cabin/container.

Cllr J Nicholson agreed to ascertain whether hard copies of all planning applications were available upon request to the local ward member.

RESOLVED :

THAT the Parish Council raises no material planning objections.

b. To note the decision taken by the Local Planning Authority since the last meeting of the Parish Council
TCP/05982/M Hillisgate Riding Stables, Hillis Gate Road, Northwood – Conditional Planning Permission for outline planning for 3 self-contained holiday units with 2 ancillary buildings providing office/store/workshop and an educational facility; formation of vehicular access and parking areas; landscaping (revised access plan) (additional information).

11/16-17 To appoint councillors to Outside Bodies

RESOLVED :

THAT the following appointments to Outside Bodies be approved:
Isle of Wight Association of Local Councils – Cllr Ward, with Cllr Fuller as his deputy
Northwood Community Partnership – Cllrs J Nicholson and Smith
Councillor to the IW Council’s Steering Committee for Wight in Bloom – Cllr Pullen
A communications councillor – Cllr Riddet
Community Waste Forum – Cllr Smith
Medina Valley Area Action Plan Group – Cllr Jaggar

12/16-17 To appoint members and the lead councillor or Chairman to serve on Committees/Working Parties for the ensuing year:

RESOLVED :

THAT the following appointments to Committees/Working Parties be approved:
Planning Committee – All councillors of the Parish Council, Cllr Jaggar to be appointed as Chairman for the ensuing year.
Traffic and Transport Issues Working Party – Cllr Riddet (lead councillor), with Cllr J Nicholson.
Northwood in Bloom Working Party – Cllr Pullen (lead councillor), with Cllrs Smith and M Nicholson.
Parish Plan Update Working Party – Cllr Pullen (lead councillor), with Cllrs Jaggar, J Nicholson and Ward.
Green Space Project Working Party – Cllr Ward (lead councillor), with J Nicholson.
Northwood WI Hall Working Party – Cllr Pullen (lead councillor), with Cllrs Fuller, M Nicholson, Riddet and Ward.
Precept Working Party – Cllr Riddet (lead councillor), with Cllrs J Nicholson and Ward.

13/16-17 To appoint councillors with areas of Special Responsibility, for the ensuing year

RESOLVED :

THAT it be agreed for councillors to be allocated the following areas of Special Responsibility:
Cllr Jaggar – Economy, Personnel Matters.
Cllr J Nicholson – Community and Social Wellbeing.
Cllr Pullen – Crime Prevention.
Cllr Riddet – Transport, Recreation, Personnel Matters.
Cllr M Nicholson – Health and Safety.
Cllr Fuller – Local Environment and Rights of Way.
Cllr Ward – Economy and Funding.

14/16-17 To confirm that all councillors’ Register of Interests forms are in order and correct

RESOLVED :

THAT Cllrs Jaggar, J Nicholson, M Nicholson and Riddet confirmed that their Register of Interests forms were in order and correct.

15/16-17 NALC model Standing Orders
a. To re-confirm the adoption of Standing Orders

RESOLVED :

THAT the NALC model Standing Orders be re-confirmed.

b. Frequency of meetings
In the absence of Cllr Pullen, the clerk read out the email she had received from him stating his preference for retaining the status quo on the frequency of meetings.
Some councillors expressed the view that they felt disconnected from parishioners, suggesting that their time would be better spent in having a dialogue directly with local residents, by taking an area in turn, so to seek any unmet needs and suggestions.

RESOLVED :

i. THAT in accordance with Standing Order 5xix, it was agreed for a trial to be undertaken with ordinary meetings of the Parish Council taking place on the 1st Tuesday of alternative months, ie July, September and November, commencing at 6.30pm, in Northwood Primary school unless a matter of an urgent nature required a decision by councillors;

ii. THAT a review of the success or consequences of the change in timing of meetings be undertaken in November;

iii. THAT meetings of the Planning Committee be scheduled for the third Tuesday of the month, commencing at 6.30pm, in Northwood Primary school, if required.

16/16-17 To re-confirm the adoption of the NALC model Financial Regulations

RESOLVED :

THAT the NALC model Financial Regulations be re-confirmed.

17/16-17 To approve the Risk Assessment Schedule and authorise the Chairman and the clerk to sign that the information provided is a correct record
The clerk reminded that an inspection of the Parish Council’s assets required undertaking and any subsequent remedial work could then be carried out where appropriate.

RESOLVED :

i. THAT the Risk Management Schedule be re-affirmed and the Chairman and clerk authorised to sign it as being a correct record:
ii. THAT the annual inspection of Council’s assets be undertaken by Cllr Ward and reported back to the next meeting of the Parish Council.

18/16-17 To approve the finalised updated Parish map
A revised copy of the updated Parish map was circulated to councillors prior to the meeting.

RESOLVED :

THAT subject to a few very minor typo amendments and additions, the updated Parish map be approved.

19/16-17 Consultations
a. Local Flood Risk Management Strategy (LFRMS)

RESOLVED :

THAT Northwood Parish Council expresses its support for the aims and objectives of the Local Flood Risk Management Strategy.

b. The draft West Wight Coastal Flood and Erosion Risk Management Strategy

RESOLVED :

THAT Northwood Parish Council expresses its support for the aims and objectives of the proposed West Wight Coastal Flood and Erosion Risk Management Strategy.

c. To consider any matter for IWALC to raise when they have the opportunity to put concerns to the Secretary of State for Communities and Local Government, the Rt Hon Greg Clark MP.
Councillors noted that no firm date had been set for the meeting with the Rt Hon Greg Clark MP.

RESOLVED :

THAT councillors forward to the clerk details of any matters of concern for IWALC to raise with the Secretary of State for Communities and Local Government, the Rt Hon Greg Clark MP.

d. To consider the latest draft planning enforcement service support proposal and also the draft costings
The clerk advised that the suggested contribution of £669 towards providing additional resources for planning enforcement related functions had been included within the Precept for 2016/17.

RESOLVED :

THAT Northwood Parish Council agrees to take part and contribute the sum of £669 in support of the local Planning Enforcement proposals.

20/16-17 To consider further the purchase of a picnic table
Councillors were referred to the extract from the Minutes of the meeting held on 3 November. This reminded that HMP Isle of Wight had been unable to produce a picnic table at that time due to the demand from the internal prison market.
The clerk also reminded that the IW Council had accepted the proposal, subject to the Parish Council meeting the costs of installation and all maintenance costs in perpetuity, for however long the bench lasted.

RESOLVED :

i. THAT a further order be submitted to HMP Isle of Wight for a large picnic table;
ii THAT a total budget of £1,500 be agreed to cover all costs relating to the picnic table and required base.

21/16-17 To receive progress reports for information from Working Party leads
a. Traffic and Transport Issues Working Party
Councillor Riddet advised that at this present time he had no transport matters to report. Cllr J Nicholson referred to the damage being incurred to newly resurfaced roads by utility companies. Particular mention was made of the recent works in Nodes Road, by Southern Electric. These had been postponed while the recent water pipe replacement works had taken place. However, councillors complained of the lack of urgency and shambolic manner in which they had been completed. The clerk was requested to submit a letter of criticism of the manner in which the Nodes Road work were undertaken to Island Roads.
b. Northwood in Bloom Working Party
In the absence of Cllr Pullen there were no matters to report
c. Parish Plan Working Party
In the absence of Cllr Pullen there were no matters to report. A meeting was now required to review the information for its relevancy, prior to uploading the information onto the website.
d. Green Space Project Working Party
Cllr Ward had no progress to report.
e. Northwood WI Hall Working Party
A meeting was being arranged between all interested parties, to take place on 19 May.

22/16-17 To receive the report for information of Cllr J Nicholson, the IWC Ward Member for Cowes South and Northwood
Cllr J Nicholson referred to his report, which had been circulated prior to the meeting. This covered his work as the Ward Councillor and his responsibilities at the IW Council. Particular mention was made of the following:
• The water main works had been finished two weeks early;
• The damage to newly resurfaced roads by the utility companies. Few roads had then been re-instated to an appropriate standard. Island Roads did test some repairs, but not all. Emergency works were able to be undertaken. However, it was suggested that these could have been caused by the neglect shown by utility companies in the past;
• The change in management at the Travellers public house;
• Beer & Buses weekend – a vintage buses and real ale weekend, on 15-16 October. The numbers were anticipated to almost double the 5,000 record attendance of last year.
• IW Military and Heritage Museum an impressive interesting facility, offering a unique venue for functions and celebrations.

23/16-17 To receive a report for Information on Community Wellbeing
A copy of the report setting out the importance of Community Wellbeing was tabled for councillors’ information. This set out the role the local authority and parish council could play in highlighting the various needs of the local community and bringing together the many organisations that could assist in addressing those issues identified.

24/16-17 Clerk’s Report
a. Finance
i. The interim budget statement to the end of April 2016 and the bank reconciliation with Statement No 93 were received and duly noted.

ii. Payment of cheque No 000455

RESOLVED :

THAT the respective payment made with regard to 000455, Community Action IW, £765.92, for the clerk’s salary, on 14 April, be duly approved.

iii. To authorise payment of cheques:

RESOLVED :

THAT the following cheques be approved for payment:
000456, £41.70, Mrs B Herbert, Clerks Expenses
000457, £15,000.00, Scottish Widows, Transfer of funds
000458, £118.00, The Society of Local Council Clerks, Annual Subscription

iv. End of 2015/16 Year Accounts
The clerk circulated a copy of the Bank Reconciliation statement for submission to the External Auditor.

RESOLVED :

i. THAT the Annual Governance Statement for 2015/16 be approved and the Chairman and clerk be authorised to sign the Statement on behalf of the Parish Council;
ii. THAT the Accounting Statements for 2015/16 be approved and. the Chairman and clerk be authorised to sign the Statements on behalf of the Parish Council

v. The Internal Control Tests to be used by the internal auditor were confirmed without any amendment

vi. To approve the purchase of Summer Bedding Plants
The clerk advised that confirmation had still not been received on the issue of a grant towards the cost of summer bedding plants. Last year the grant had been for £200, One quotation of approximately £250 had been obtained to cover the cost of the planting required. If a credit was not forthcoming then two further quotations would be obtained, to ensure best value, in line with Financial Regulations.

RESOLVED :

THAT it be approved for a maximum £260 to be spent on the purchase of summer bedding plants

b. Administration
To agree a representative of the Parish Council to attend the Armed Forces Day on Saturday, 18 June

RESOLVED :

THAT Cllr Pullen be approached to ascertain his interest in attending the Armed Forces Day on Saturday, 18 June.

25/16-17 Correspondence
Correspondence received was listed in the report circulated with the agenda and updated further at the meeting.

26/16-17 Councillors’ reports
Cllr Smith advised that at the latest meeting of the Community Waste Forum mention had been made of their interest in taking part in any clean up events organised
Cllr Fuller questioned whether the local Community Bus could include a service to Newport. Cllr Riddet explained that the route had been specifically established so as to not run in competition with a Southern Vectis service.

27/16-17 Future Agenda Items
No additional items were requested

THERE BEING NO FURTHER BUSINESS THE CHAIRMAN CLOSED THE MEETING AT 8.15pm

Signed ……………………………………………. Dated ……………………………..