Neasham Parish Council

1. Chair’s welcome and apologies for absence.
2. Declarations of interest in items on the agenda.
3. Approval of the minutes of the ordinary meeting held on 7 March 2023, as previously circulated.
4. Matters arising from the previous meeting.
5. PACT Meeting.
6. Roads and footpaths.
   • Swarco had finally apologised for their failure to our requests to attend site to repair the defective VAS unit as per their quotation.  Despite clear instructions to contact J Weighell, they attended site 23/03/23 without making any contact. They were on site for precisely one minute and emailed to say that a report would be sent to us within 24 hours, not received as at 26/03/23.
   • Update on the request to Darlington BC to make good the sunk trench surface causing damage to 38 Teesway and other potholes in Teesway.
7. Environment Agency Matters.
   Update on progress of remedial works being carried out by the Environment Agency.
8. Village Green.
   • Report on progress of outstanding “weather dependant” works to the memorial garden.
   • Refurbishment of Millennium Garden and future maintenance.
   • Replacement of diseased tree previously removed with 2No apple trees.
   • Replacement of 2No notice boards and other works included in the grant from Darlington BC.
9. Planning.
   • Applications received since last meeting:-
     Application 23/00211/FUL – Extension of porch, internal alterations and loft conversion – 61 Teesway, Neasham, Darlington, DL2 1QT. (Not sent electronically as requested).
     Application 23/00278/FUL - Installation of 109kW ground mounted photovoltaic array Manor Farm, Low Dinsdale, Neasham, Darlington, DL2 11PN (Not sent electronically as requested).
   • Decisions received since last meeting: -
     None.
   • Request by a parishioner to address the meeting regarding the amended planning application for various works at the Dinsdale Golf (including a retrospective application in respect of some works).
10. Risk Management.
    • Scheduled inspections due in March (or deferred to April due weather conditions) Village Green, Millennium Garden and Trees.
    • Defect Notice 22/07 relating to damage to 38 Teesway has been referred to Darlington BC with no further action by Neasham PC.
    • Copy of Risk Management Report 4Q 2022/3 has been circulated.
    • Preparation of Annual All Risks Checklist for review and approval at Annual Meeting in May.
    • Rotation of councillors carrying out the scheduled inspections.
11. Finance.
    • Previously approved payments made in March:- ICO £35.00 (Data Protection Fee), Noticeboard Co £953.95 (Notice board), Cestrian £224.39 (Notice board), Almond Engravers £22.00 (Memorial plaque), Pretty Gardens £90.00 (Work to Memorial Garden), Clerk £495.64 (Salary), HMRC £123.80 (PAYE) , Green Frog Nurseries £91.50 (Replacement Trees), Green Frog Nurseries £91.00 (Plant for Memorial Garden).
    • A quotation of £30.53 (including VAT) was received from Harrison Flagpoles for a coronation flag.
    • An additional order in the provisional sum of £350 (exc VAT) for paving to the Jubilee seat has been placed with Brindle Construction to be carried out concurrently with previously ordered paving.
    • Members agreement required to the proposal to ring fence the £990 in respect of IT matters, not spent this year, for expenditure in the future. Also to utilise the £500 allowance for climate change matters in the current year to mitigate the overspend on contingency items in the current year.
    • The Finance Report 4Q 2022/23 has been circulated.
    • The 2022/23 Annual Governance and Accountability Return has been received from the external auditor. As Neasham PC are classed as smaller authority, we can declare ourselves exempt from an external audit.
12. Elections 2023.
    Eight seats are available on Neasham PC and the closing date for nominations is 4 April 2023. The Chair collected and hand delivered the nomination forms on 24th March and a meeting arranged to sign the nomination forms at 6.30pm on 28 March. Members will be required to renew their Register of Members Interests and Acceptance of Office forms following the election on 4 May.
13. Reaching Out and Communications.
    • Agreement of the arrangements and programme of the Annual Parish Assembly.
    • Agreement on the preparation of Annual Report and arrangements for distribution.
    • Community Fund “Awards for All” provides grants up to £10k for projects for generating community cohesion and also climate change matters. It is proposed to form a team of volunteers to put a project together to make an application.
14. Ward Councillor Matters.
15. Correspondence (all as circulated in March).
    Various emails from NALC regarding Newsletter (08/03, 15/03, 22/03). Civility and Respect March Newsletter (08/03). NALC Events Climate Change 09/03, Housing Crisis (14/03). For information only, unless any matters raised by members.
16. Other village matters.
    • Any necessary Neasham PC involvement in arrangements for street parties and other celebrations for King’s coronation being organised by Reading Rooms.  
    • Discussions between the Chair and a parishioner regarding the information being held by the late M Townsend.
17. Date of the Annual Meeting has been set as Tuesday 9 May 2023 to be followed immediately by the next ordinary parish meeting.

John Walker

Clerk to Neasham Parish Council