Northwood Parish Council

Posted by NPC Admin on 4 October 2013, 12:48 pm

NORTHWOOD PARISH COUNCIL

Minutes of the Meeting of Northwood Parish Council, held in Northwood Primary School, Wyatts Lane, Northwood, Isle of Wight on Tuesday, 3 September 2013

Present: Councillors John Pullen (Chairman), Chris Riddet (Vice Chairman), Paul Fuller, John Nicholson, Derek Smith & John Ward
also In attendance:
Barbara Herbert (Clerk and RFO)
PCSO Lisa Paul
There were two members of the public present

80/13-14 To receive and approve any apologies for absence
Apologies had been received from Cllr David Jaggar and IW Cllr Steve Stubbings.

81/13-14 Members’ interests
a. To receive any declarations of Members’ interests and written requests for Dispensations on items forming the agenda
There had been no written requests for Dispensation received.
Cllr Fuller declared a non-pecuniary interest in Minute 86/13-14 as he was a member of the IW Council’s Planning Committee
Cllr Nicholson declared a non-pecuniary interest in Minute 86/13-14 as a member of the IW Council’s Planning Committee

b. Councillors noted that the clerk had received the signed Register of Financial Interests from Cllr Ward

82/13-14 To receive a report by the Local Safety Neighbourhood Officer
PCSO Lisa Paul presented the report of the Local Safety Neighbourhood (LSN) team, on events that had taken place since the last meeting. Particular mention was made of the following:
• Reference was made to the nuisance of mini motos along the cycle track, which had been discussed at previous meetings. In July a Section 59 warning had been given to a young man who had been caught using a mini moto, near to Medham. This appeared to have the desired effect, as no further problems have since been reported
• A Speed Watch demonstration had been arranged to take place on 26 September at 5.00pm along Pallance Road. Fliers and posters would be distributed seeking willing local volunteers to take part. Once trained then participants could then take ownership of the scheme and undertake their own “Speed Watch”, reporting back to the police the registration numbers of those vehicles caught speeding.
• A couple of incidents of people trying to sell unsolicited services had been received. PCSO Paul stressed that it was important for as many details as possible about these persons to be obtained. In Gurnard, a local resident managed to obtain the registration number of a person’s car, which has led to the culprit being prosecuted.
Cllr Pullen reported that an ex-councillor living in Pallance Road had received a similar cold-call, which he subsequently reported to Trading Standards. A representative from Trading Standards paid a very prompt visit to the ex-councillor to obtain further details.
• One incident of fly tipping had been reported along Wyatts Lane, near to the junction with Pallance Lane
• PC Martin Egerton had recently been appointed in the Cowes area. It was hoped that he would attend a future meeting of the Parish Council
• A walk-in burglary had taken place in Gurnard, with a purse and credit cards being taken. PCSO Paul suggested that the local community should be advised to ensure their doors were always kept locked

Councillors highlighted several other matters, which had been reported to them.
• Youths, very annoyingly, jumping into hedges in Uplands Road causing untold damage by squashing and breaking the hedges
• A deputation of ladies living in Venner Avenue had voiced concerns over perceived speeding along the road. PCSO Paul suggested that this area could form one of the initial sites for a “Speed Watch”
• Two persons had been clipped by a speeding car when walking along Pallance Road.
• Distribution vehicles being parked inconsiderately on the corner of Wroxall Close, blocking access and vision for other motorists. It was agreed that this should form an agenda item for the October meeting
• The consultation meeting to discuss the intended move of Cowes Police Station to shared premises creating economy of provision. In Cowes this was to be to Cowes Enterprise College. Only three members of the public had attended the meeting, two of whom were Northwood Parish Councillors. It was suggested that little thought had been given to the timing of the meeting as it was held on the same day and time of the Cowes Carnival.

83/13-14 To welcome IW Cllr Steve Stubbings, to advise on his view of the role of parish councils in the eyes of the new Council and how Northwood might benefit under the Community Asset Transfer scheme and the Community Right to Buy scheme
Councillor Stubbings had tendered his sincere apologies for his absence. The clerk reported that he had agreed to attend the next meeting of the Parish Council to be held on 1 October.

84/13-14 To confirm and authorise the Chairman to sign the Minutes of the previous meeting of the Parish Council held on 2 July and the Extra Ordinary meeting held on 16 July 2013

RESOLVED :

THAT the Minutes of the meeting held on 2 July and the Extra Ordinary meeting held on 16 July 2013 be confirmed and the Chairman authorised to sign them on behalf of the Parish Council.

85/13-14 Matters arising on the Minutes
There were no matters arising raised.

86/13-14 Town and Country Planning
a. The Minutes of the Planning Meeting held on 16 July 2013 were approved

b. The following decisions taken by the Local Planning Authority since the last meeting of the Parish Council, were noted
i. TCP/09452/A 46 Pallance Road, Northwood – Conditional Planning Permission for the demolition of conservatory. Proposed detached dwelling with parking and associated landscaping
ii. TCP/31433 9 Uplands Road, Northwood – Conditional Planning Permission for a single storey extension on north elevation to provide self-contained annexed accommodation
iii. TCP/27154/B Northwood Women’s Institute – Conditional Planning Permission for replacement windows

87/13-14 To consider the written report setting out the consensus of opinion of the group undertaking the WW1 Centenary Project on how the group views the way forward
Councillors were referred to the report advising of the progress being made. Although the volunteers were giving their time and expertise freely, there would be a cost to producing the booklets and obtaining relevant certificates. To facilitate this funding from the National Lottery, small grants scheme was being sought

88/13-14 To consider the letter from Northwood Primary school with regard to the memorial seat on the Venner Avenue play park
Councillors noted the letter from Northwood Primary school in response to the inquiry by the clerk.

RESOLVED :

THAT the memorial seat on Venner Avenue Playpark be included in the list of assets held by the Parish Council and for the clerk to advise Northwood Primary school accordingly.

89/13-14 To consider the email received from East Cowes town council regarding a Medina Valley Area Action Plan get together and to decide if this parish council wishes to participate

RESOLVED :

THAT Cllr David Jaggar be appointed as Northwood Parish Council’s representative at the Medina Valley Area Action Plan get together

90/13-14 To consider and comment on the following consultations:
Cllr Fuller declared a non-pecuniary interest in the following items of business as he was a member of the IW Council’s Licensing Committee
a. The IW Council’s Statement of Licensing Policy

RESOLVED :

THAT this Parish Council raises no comments in respect of the consultation on the IW Council’s Statement of Licensing Policy

b. The IW Council’s Sex Establishment Policy

RESOLVED :

THAT this Parish Council raises no comments in respect of the consultation on the IW Council’s Sex Establishment Policy

c. Navitus Bay Development Phase four consultation for a proposed offshore wind farm located off the Dorset and Hampshire coast

RESOLVED :

THAT this Parish Council raises no comments in respect of the Navitus Bay Development Phase four consultation

91/13-14 To undertake an annual review and adoption of the Parish Council’s Policies
Prior to the meeting, Cllr Jaggar requested confirmation that individual councillors would be covered by insurance should they inadvertently fail to follow procedures as set out in the policies submitted for approval. The clerk quoted from page 127 of the Parish Council’s insurance policy with the Norwich Union, which confirmed councillors were insured for any actual or alleged: breach of duty including statutory duty, negligent act, error or omission, and defamation.

RESOLVED :

i. THAT the following policies be approved, subject to a few minor grammatical corrections;
a. Model Publication Scheme
b. Health and Safety Policy Equality and Diversity Policy
c. Disciplinary Procedure
d. Grievance Procedure
e. Staff Absence Policy
f. Complaints Procedure
g. Gifts and Hospitality Protocol

ii. THAT the appointment of a councillor as the designated Health and Safety representative be deferred until the next meeting in October.

92/13-14 To receive an update on the meeting with Island Roads on 8 July
Cllrs Pullen and Riddet had attended the meeting with Island Roads, on behalf of the Parish Council. They had both considered the meeting to be very worthwhile and informative, giving a useful insight as to how Island Roads operated. Richard Baker, the District Steward for Cowes and the wider area was present and seemed very efficient. The councillors were informed that only 12Kilometres of the highway network would not be covered in the schedule, due to these being narrow inaccessible lanes. The progress of planned works should now noticeably start to speed up, in all areas, over the forthcoming months.
Island Roads had indicated that they would welcome a visit from any member of the public interested to discover the planned way forward for the island. Those councillors who had not attended the meeting were urged to take up the offer.
The clerk queried whether the invitation to Marc Griffin, the IW Council’s Highways PFI Contract Manager and to a representative of Island Roads to attend the October meeting of the Parish Council, was still necessary.

RESOLVED :

THAT as a consequence of the meeting with Island Roads, the invitation to Marc Griffin, the IW Council’s Highways PFI Contract Manager and for a representative of Island Roads to attend the October meeting of the Parish Council be withdrawn.

93/13-14 To note the marks awarded in the Best Kept Village Awards
The comments and marks awarded to Northwood in the Best Kept Village awards were noted. The Chairman advised that although not a winner in the main competition, it had been announced that Northwood was to receive a small award for the lovely tubs and planters around the village. The Chairman and a member of the Community Partnership would attend the Awards ceremony on 26 September.

94/13-14 To receive the Notes of the meeting with representatives of councils within the PFI District 1 held on 19 July
The notes of the meeting held on 19 July were noted.

95/13-14 To receive progress reports from Working Party leads
a. Traffic and Transport Issues Working Party
Cllr Riddet made reference to the letter that the three local council’s involved in the Bus Route 32 had received from Matt Kitchen, the General Manager of Southern Vectis. The letter indicated that the well-used Route 32, Saturday service was not part of the Community Bus contract and at present was running without funding. As this was considered to be no longer tenable, Southern Vectis proposed to terminate the service from the 27 October. Cllr Riddet, after having discussed the matter with Cllr Ian Ward, the Secretary of the Community Bus Partnership, was pleased to report that sufficient finances were available to maintain the service for at least the next year. The Parish Council had retained over £3K received from donations, which could also be made available to the Partnership to ensure the service continued.
Councillors noted that the Government planned to change the way community routes were funded. This was to be discussed by Mr Kitchen and the leader of the IW Council on 9 September. Cllr Riddet would therefore request an urgent meeting of all parties involved after that date, reporting back the outcome at the October meeting of the Parish Council.
Councillors expressed their thanks and appreciation to Cllr Riddet for all his work.

b. Northwood in Bloom Working Party
Cllr J Pullen advised that during September he would make arrangements for the winter planting to be delivered in October. The costs would be contained within the allocated budget. Volunteers were requested to assist with the clearing of the tubs/planters and subsequent replanting.

c. Parish Plan Working Party
Cllr Fuller reported that no further action had been made. He would call for an urgent meeting of the Working Party to be arranged in order to expedite progress in undertaking a Housing Needs Survey (HNS) for Northwood.
At the Extra ordinary meeting of the Parish Council, in July, it had been suggested for a substantive article to be included in the next edition of the Northwood News to inform of the importance of undertaking the HNS and calling for volunteers. This had not happened as the deadline date for articles had been very early.
Discussion ensued on how constructive assistance could be offered with the publication of the Northwood News. Cllr Nicholson volunteered to contact Mr Peter Lambert.

RESOLVED :

i. THAT Cllr Fuller calls an urgent meeting of the Parish Plan Working Party in order to progress the undertaking of a Housing Needs Survey;

ii. THAT a substantive article be included in the next edition of the Northwood News to inform local residents of the importance of producing a Housing Needs Survey and calling for willing volunteers to assist.

96/13-14 To receive the report for information of Cllr J Nicholson, the IWC Ward Member for Cowes South and Northwood
.Cllr Nicholson tabled his report on matters with regard to his role as Ward Member. Particular mention was made to the following:
• Relationship difficulties between the IW Council and Pihl UK. The Cowes Enterprise College was due to open for the first intake of children on 9 September
• The sloppy workmanship undertaken by Island Roads in Woodside Close and Wroxall Close. Comments of local residents and photographs had been passed back to Marc Griffin, the Highways PFI Contract Manager and presented to the workforce, much to their shock and shame. This was a training and competence issue.
• The use of non-licensed SIA security personnel on the Parade during Cowes Week events. This was in contrast to the professional security used in the yacht haven Marina. The issue to be debated at the next meeting of Cowes Town Council
• Issue of over-grown trees on un-registered land at the rear of Cranleigh Gardens and Fieldway Crescent
• The excellent working relationships being built with neighbouring councillors, all for the better productively and to the greater good of the local communities

97/13-14 To receive a report on the Executive Committee meeting of Isle of Wight Association of Local Councils (IWALC) and the General Meeting both held on 18 July
Cllr Riddet reported that the Chairman and Vice Chairman of IWALC had been re-elected for the coming year. A presentation had been given by Alec Soars on the IOW Schools Playing Field Association. Cllr Harry Rees had also provided feedback on the meeting in Whitehall with ministers and the MP concerning the Islands case for Area Assisted Status. Island Roads would be attending the September meeting to make a presentation.

98/13-14 Clerks Report
a. Administration
i. Councillors noted that the Annual Audit, for the year ending 31 March 2013, has been approved by the External Auditor. BDO LLP had agreed that the information provided was in accordance with proper practices and no matters had given any cause for concern that relevant legislation and regulatory requirements had not been met. The clerk drew attention to the suggestion made by BDO LLP with regard to the recording of Fixed Assets.

RESOLVED :

THAT the clerk be thanked for her work in completing the Annual Audit and undertaking the sound financial management of the Parish Council’s accounts.

ii. To consider the purchase of NALC’s new publication ‘Local Councils EXPLAINED’ at a cost of £49.99 plus VAT
The clerk advised that although on paper the new publication looked to be very useful resource, no-one had yet had sight of the document or tested the information it provided.

RESOLVED :

THAT this item be deferred until after the publication of ‘Local Councils EXPLAINED’ , due to be in October

b. Finance
i. The interim budget statement to the end of August 2013 and the bank reconciliation with Statement No 61 were received and noted.

ii. To authorise payment of cheques

RESOLVED :

i. THAT the following cheques be approved for payment:
000326, £72.50, Mrs B Herbert, Clerks Expenses
000327, £21.25, Chale Parish Council, Photocopying
000328, £30.08, Post Office Ltd, recharge of Election Costs
000329, £63.00, SLCC Enterprises Ltd, 9th Edition of Arnold-Baker on Local Council Administration
000330, £120.00, BDO LLP, Annual External Audit

ii. THAT the Council’s subscription to Journal of Local Planning be cancelled

iii. Councillors noted that the clerk, under Financial Regulations 3.2, had authorised for additional watering of the planters/tubs to take place during the period of extreme dry weather in July. This was to prevent the plants from dying

RESOLVED :
THAT the action of the clerk to authorise for additional watering of the planters/tubs to take place during the period of extreme dry weather in July, up to a maximum cost of £100 be approved

iv. To consider the following applications for grant funding from
1. Northwood Women’s Institute
Prior to any discussion on the following item of business Cllr Fuller declared a pecuniary interest and left the meeting room.
Mrs Denise Hunter, the Secretary of the Women’s Institute was present and addressed the Parish Council.

RESOLVED :

THAT a grant of £50 be approved towards the cost of installing new double-glazed windows in the WI hall, with regret that the amount could not have been more significant

Cllr Fuller returned to the meeting room.

2. Isle of Wight Separated Families Centre

RESOLVED :

THAT the application for grant funding received from the Isle of Wight Separated Families Centre, be refused

3. Isle of Wight Music, Dance and Drama Festival

RESOLVED :

THAT the application for grant funding received from the Isle of Wight Music, Dance and Drama Festival, be refused

v. Councillors noted that the Local Government national pay award for 2013/14 had been agreed at 1%, backdated to 1 April 2013

vi. To consider the purchase of a holly wreath for Remembrance Day

RESOLVED :

THAT the purchase of a holly wreath be approved, up to a maximum sum of £25.00

99/13-14 Correspondence.
Correspondence received was listed in the report circulated with the agenda and updated further at the meeting.

100/13-14 Councillors’ reports
Cllr Fuller advised of the support for the rollout of Super Fast broadband across the Island, particularly in rural areas.

101/13-14 Future agenda items
October Meeting
To give consideration to undertaking an Emergency Plan for Northwood – Cllr Pullen
To consider providing a letter of support to Northwood Cemetery Trust in their efforts to obtain grant funding to restore the East Chapel to working order and also to provide a Woodland Burial Site – Cllr Pullen
Special responsibilities for councillors – Cllr Fuller

102/13-14 To undertake a brief review of the meeting
A “Cracking” meeting

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

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