Neasham Parish Council

22/051- WELCOME

K Sandick welcomed Councillors to the meeting in particular Eric Miller on his return to the meetings following recent serious surgery. Apologies for absence were accepted from B Crossen and P Dunn (Both Holiday).

22/052 – DECLARATIONS OF INTEREST

There were no Declarations of Interest.

22/053 MINUTES OF THE LAST MEETING

The minutes of the Ordinary Meeting held on 5 July 2022 were confirmed as a correct record.

22/054 – MATTERS ARISING FROM PREVIOUS MEETING

1. G Crute reported that he had inspected the notice boards at Low Dinsdale and Dinsdale Park and they were in need of repair or replacement. It was resolved that the Chair obtain prices for new units.  A proposal by G Crute to purchase 10 weatherproof leaflet boxes (including some spares) costing £91.00 was accepted. It was also resolved that the cost of the boards and boxes be set against the C Chou grant.
2. Various solutions for improving the appearance of the approach embankment/verge to the village adjacent Kent Bridge of approximately 60 x 2yards were debated. It was resolved that Neasham PC should pay to have the area “strimmed” three times a year. The Chair was requested to obtain 3 quotes for this.
3. G Crute reported that a seat installed in 1911 to celebrate the coronation of King George V required an extensive refurbishment and he was preparing a package to obtain quotations from three specialist Companies. This proposal was accepted and a fourth company, suggested by the Chair, was also included.
4. G Crute reported that the bench at Low Dinsdale was in poor condition. Neasham PC are not responsible for it’s maintenance. It had been installed by the now non-existent Rural District Council and taken over by the borough council and was therefore their responsibility. A proposal by G Crute that this should be referred to Luke Swinhoe (Borough Solicitor’s Dept) was accepted.

22/055– PACT MEETING

The police had proposed that a combined meeting with Hurworth, Neasham and Middleton SG parishes to be held monthly. J Weighell reported that he had not been able to attend the meeting on 1 September, but it had been agreed the location would be rotated each month. However as Neasham may not have premises available, it had been agreed that there would be two meetings at Middleton and one at Hurworth each quarter. J Weighell agreed to continue as Neasham’s representative.

22/056– ROADS AND FOOTPATHS

There had been progress on repairing the New Lane bridleway bridge and should be completed shortly. E Miller reported that the builders had often been called away to other work which may have delayed progress. J Weighell reported that steel balustrading had been used rather than brickwork which was a good solution.

22/057– ENVIRONMENT AGENCY MATTERS

The broken slab and fence from the fallen tree were still awaiting repair. G Crute stated that the agency had accept responsibility for the condition of pavings, but the repair near the Fox and Hounds was unsatisfactory. It was agreed to reopen the defect. Also J Weighell agreed to raise the Kent Bridge trip hazard with the agency.

22/058 – VILLAGE GREEN

1. The Chair reported that the trial wild flower bed on the embankment was not a success and there was no merit in considering an alternative location. The members agreed to the cancellation of the project.
2. A proposal by G Crute for additional works to complete the Memorial Garden was debated. These additional works consisted of an explanatory plaque, poppy seeding for drift around lectern area, spring and summer bulbs and screening to the front of the lectern, all of which could be financed from unspent monies in the original shrubbery budget.  It was resolved to carry out these works except for the screening which was deemed as unnecessary. It was further resolved that a sum of money be included within the 2023/24 Budget for maintaining this area together with regular cleaning of the seats.
3. Following approval by the members the diseased tree (T21 has been removed. A budget of £120 for a replacement tree and that it should be an apple tree was approved by the members.

22/059– PLANNING     

1. Applications received since last meeting:- None.
2. Decisions received since last meeting:- None.
3. Notice from Darlington BC that the Greater Faverdale Design Plan (SCP) was adopted on 14th July 2022. G Crute stated that this would have no immediate affect on Neasham but could have an effect on future decision making.

22/060– RISK MANAGEMENT

No scheduled inspections due in July/August. 1No defect was recorded and one closed, 2No remain open.

22/061 – FINANCE

1. Previously approved payments made in July/August:- P Dunn £150 (ceremony canapes), Hurworth Grange £190 (ceremony refreshments), Nattrass £70 (ceremony flowers), B&Q £29.02 (additional topsoil), Wel Medical £204 (defib new battery), AC Media £9.60 (website hosting), Miss Trees £180 (removal of tree),  Neasham Reading Rooms £110 (room Hire). WelMedical and Miss Trees invoices were approved by ballot.
2. Three companies had been invited to tender for the renewal insurance cover for 2022/23 and all three submitted bids. A J Gallagher at £563.40 (including IPT and fees) was the lowest. It was resolved to take up this option for one year. Internet and emails now excluded and replaced by a “cyber attacks” cover and it was agreed to carry out a risk assessment on the exposure to financial loss by such attacks.
3. The Smaller Authorities Audit Appointments body advises that parish councils can opt out of the external auditor appointment for the next cycle.  As Neasham PC is exempt, there is no advantage in opting out.
4. Because of additional proposed publications that would incur extra printing costs, it was agreed that any significant printing costs incurred by the members should be reimbursable. G Crute and the clerk to agree fair and reasonable rates based on published examples.

22/062 – UPDATED POLICIES AND PROCEDURES DOCUMENTS

1. G Crute reported that he is updating or amending various policies and procedures as follows:-
   • Policies for approval. Risk Management Policy (insert Public Safety Risk Assessments into list of processes), Disciplinary and Grievance Policy (extend range of those entitled to assist at meetings). Approved.
   • Procedures for noting. Inspection procedures (Public Safety Risk Assessment to be added), Terms and Conditions of Employment (paragraphs 41-47 deleted and new clause to add), Disciplinary and Grievance Procedures (additional wording to add to first paragraph), Appointment of Clerk (Existing process to be discontinued). All noted. (NB. Consolidated appointments process to be produced).
2. It was resolved not to display the personal contact details of members on the notice boards and website.
3. It was agreed not to change the approved Respect and Anti-bullying statement awaiting posting on the website.

22/063 – CLIMATE CHANGE ISSUES

1. It was agreed to defer, until next month, the appointment of a volunteer to liaise with Darlington BC and other organisations to obtain information on climate change and research other issues for publication as a means of improving communications.
2. G Crute has received notification from Margaret Enstone that she has amended her climate change power point which may be of interest to the Darlington APC. She also is reminding colleagues in other departments that all information should be disseminated to the parishes. G Crute agreed to speak informally to Luke Swinhoe to establish the best approach on the issue.

22/064 – WARD COUNCILLOR MATTERS

None

22/065– CORRESPONDENCE

1. Various emails from NALC regarding Newsletter (27/07, 03/08, 10/08, 17/08, 24/08, 07/09). Civility and Respect Newsletter (09/08). Chief Executive’s bulletins (08/07, 18/07, 25/07, 02/08, 10/08, 17/08, 30/08, 05/09, 12/09). Legal Update LTN40 (18/08). No matters arising were raised by members.
2. NALC emails (20/07, 09/08, 28/08) online events. NALC email 18/08 Civility and Respect Webinar.
3. Appointment of representative to the Hardwick in Partnership AGM was deferred until next meeting.

22/066– OTHER VILLAGE MATTERS

1. G Crute reported that it had agreed that the Remembrance Ceremony would be held on Sunday 13 November commencing at 12.50pm. Invitations had been sent to the same dignitaries as last year and he hoped to have a finalised programme for approval at the October meeting.
2. It had been queried if the number of councillors for Neasham could be increased, we were advised that a “community governance review” would be required which is a fairly involved process.
3. Missing dog bin on embankment still not replaced despite reminders to Darlington BC.
4. The defibrillator was stood down for two weeks due to a recall for a program update and a new battery was required. It was agreed that it should be an item on the next agenda.
5. It was reported that the representative at the Airport Management Committee meetings was there to represent Darlington APC and Neasham PC could only forward a name to them for consideration.

22/067 – DATE OF NEXT MEETING

Date of next ordinary parish meeting is Tuesday 4 October 2022.  The meeting concluded at 7.48pm.

John Walker

Clerk to Neasham Parish Council