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Minutes for May (Annual Meeting) 2007

Minutes of the Annual Meeting of St Bees Parish Council held on Monday 14 May 2007

in the Village Hall, Finkle Street.

PRESENT: Cllr P Smith (Chairman), N Bettinson, M Clarkson, J Haile, I Hill, F Kennedy, D Millington, J Rowlands, D Sim, V Turpin, H Wilson and the Clerk.

The Chairman welcomed Gus Kennedy who was attending his first meeting as a Councillor.

69/07 ELECTION OF CHAIRMAN

Nominations were sought for the office of Chairman for the coming year. One nomination was received.

It was RESOLVED that Cllr Smith be elected as Chairman for the coming year.

The Chairman signed the Declaration of Acceptance of Office.

70/07 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs B Mayow, C Robson

71/07 DECLARATIONS OF INTEREST

There were no declarations of interest in items on the agenda.

72/07 MINUTES OF THE MEETING HELD ON 16 APRIL 2007

It was RESOLVED that the minutes of the meeting held on 16 April 2007 be accepted as a true record and signed by the Chairman.

73/07 ELECTION OF VICE CHAIRMAN

Nominations were sought for the office of Vice Chairman for the coming year. One nomination was received.

It was RESOLVED that Cllr Sim be elected as Vice Chairman for the coming year.

74/07 ELECTION OF COMMITTEES

It was RESOLVED that Committee membership for 2007/8 be as follows:-

Finance Committee – Cllrs Smith and Kennedy + 1 vacancy

Planning Advisory Committee – Cllrs Haile, Clarkson and Mayow (subject to confirmation).

Village in Bloom Committee – Cllr Rowlands + community members

Allotments Committee – Cllr Kennedy

75/07 APPOINTMENT OF REPRESENTATIVES TO EXTERNAL BODIES

It was RESOLVED that the following representatives be nominated to external bodies:-

Adams Recreation Ground Committee – Cllrs Clarkson and Turpin

Friends of St Bees Priory – Cllr Turpin

Shepards Charity – Cllrs Bettinson and Turpin

76/07 INTERNAL AUDIT

(a) Internal Auditor’s Report for 2006/7

The report of the Internal Auditor for 2006/7 was received. It was noted that the Auditor had no matters of significance to report but had recommended some minor improvements to internal systems.

It was RESOLVED that the report be accepted and that the recommendations be implemented.

(b) Internal Audit Arrangements for 2007/8

It was RESOLVED that Mr J G Chandler FCA be re-appointed as Internal Auditor for 2007/8 and that the audit cover all areas on which the Council is required to give a Statement of Assurance.

(c) Review of the System of Internal Audit

New regulations had recently been introduced requiring local councils to review the effectiveness of their system of internal audit on an annual basis. Checklists had been provided to assist councils in assessing whether their system meets the standards. Current practice was assessed against these criteria.

It was RESOLVED that:-

     

  • The Council considers that the current system of internal audit is effective

416

     

  • Although the present system is substantially in line with the standards, the Standing Orders/Financial Regulations be reviewed during the year to ensure that they cover all requirements.

77/07 REVIEW OF BANKING ARRANGEMENTS/INVESTMENTS

(a) Cheque signatories

It was RESOLVED that the cheque signatories for 2007/8 be Cllrs Smith, Sim, Millington, Mayow and the Clerk.

(b) Investment Policy

The Clerk reported on a review of accounts and interest rates available.

It was RESOLVED to continue the present arrangements with NatWest for the coming year and to review the position next year.

78/07 REVIEW OF ASSET REGISTER

The asset register at 31 March 2007 was reviewed. No alterations were found to be necessary.

79/07 RISK MANAGEMENT

(a) Review of Implementation of Risk Management Policy

The Chairman reported on progress with actions to implement the policy. All items had been completed with the exception of the adoption of a health and safety policy and clarification of the risk assessment position for the grasscutting contractor. Both outstanding items would be completed as soon as possible.

(b) Insurance

The scope of the policy with Allianz Cornhill was reviewed.

It was RESOLVED that the existing cover be renewed at a cost of £720.68

80/07 ACCOUNTS AND AUDIT 2006/7

(a) Statement of Accounts

The Statement of Accounts for 2006/7 was considered. The Chairman presented a report comparing income and expenditure with the budget forecast.

It was RESOLVED that the Statement of Accounts be approved and signed by the Chairman.

(b) Annual Return to the Audit Commission

The Annual Return was considered and the Statement of Assurance completed and signed by the Chairman.

It was RESOLVED that the Annual Return be submitted to the Audit Commission.

81/07 MATTERS ARISING FROM THE MINUTES

(a) Moorclose Easement

The Clerk reported on progress. The Council’s solicitor proposed that the agreement take the form of a licence with a covenant binding on future owners.

It was RESOLVED to instruct the solicitor to proceed on that basis.

(b) Green Lonning – Right of Way

An objection has been received to the modifications proposed by the Planning Inspector. Further details are being sought.

(c) Donation of Seat

The Clerk had contacted the RSPB about permission to place the seat on the Head. A sketch plan or photograph of the proposed site was required. Cllr Smith agreed to liaise with Cllr Haile to progress this.

(d) Seacote Hotel – Licence Review

The Licensing Panel would be meeting on 24 May to carry out the review. The Council has been invited to send a representative to the hearing.

It was RESOLVED that the Council would not be represented but would ask the Panel to consider the written comments submitted after the last meeting.

82/07 REVIEW OF ANNUAL PARISH MEETING

The draft minutes of the Annual Parish Meeting held on 16 April were reviewed.

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It was RESOLVED that a letter be sent to Inspector Clark asking whether a Community Support Officer has been appointed in Egremont and whether time can be allocated to speed monitoring, particularly at Sellafield shift times.

83/07 PARISH PLAN IMPLEMENTATION

As David Warbrick and Mark Richards had not sought re-election, new lead Councillors were required for certain areas of the Plan. Cllr Kennedy agreed to take the lead on youth issues. Rev Lars Nowen had also approached the Council seeking a meeting to discuss youth activities. Cllr Kennedy would contact Rev Nowen to begin discussions.

Cllr Millington reported on a meeting he had attended with Cumbria Highways to discuss possible improvements to traffic calming measures. Cumbria Highways had agreed to cost three of the bigger schemes which had been suggested and had undertaken to carry out minor works eg repainting of road markings etc in the vicinity of the village school. Cllr Millington would be contacting the police traffic officer to arrange for a speed indication device to be placed in the village on a temporary basis.

84/07 CO-OPTION OF NEW COUNCILLOR

There had been no nominations for the seat representing Rottington Ward at the recent election.

It was RESOLVED that a notice be placed on the noticeboards and web-site seeking expressions of interest from anyone seeking to be co-opted.

85/07 REPORT TO COPELAND BOROUGH COUNCIL

The following items were noted for report to CBC:-

     

  • The outlet from the drain at Gutterfoot has not yet been repaired
  • There is a heap of rubbish on the prom
  • The bridge at Gutterfoot remains in a dangerous condition
  • The dog bins in the main beach area are in poor condition
  • There are 3 lights with tops missing and another not lit at the beach car park
  • The missing lamps on Coach Rd (Station Rd) have not yet been replaced

It was RESOLVED that if these repairs have not been completed by the next meeting a letter be sent to CBC Chief Executive.

86/07 REPORT TO CUMBRIA COUNTY COUNCIL

The following items were noted for report to CCC:-

       

    • The sign to the caravan park has still not been replaced
    • The Rottington sign has not yet been replaced
    • The hedge on Abbey Rd has still not been trimmed despite earlier assurances

87/07 PLANNING

(a)New Applications

  • Ref 4/07/2243/TPO Crown reduce 2 sycamores, 118 Main Street

It was RESOLVED that there was no objection providing that Richard Mellor was satisfied

with the proposed work.

     

  • Ref 4/07/2246/0T1 Installation of microwave antenna and pole, Whin Bank Rottington

It was RESOLVED that there was no objection to this application.

     

  • Ref 4/07/2277/TPO Pruning of sycamore at rear of property , 45 The Crofts

It was RESOLVED that there was no objection providing that Richard Mellor was satisfied with the proposed work, although it was believed that the property lies outside the conservation area.

     

  • Ref 4/07/2299/0F1 Maize Maze, Fields 7851 and 7976(part), Byersteads Rd, Sandwith

It was RESOLVED that there was no objection to this proposal.

(b) Planning Panel Site Visit

It was noted that CBC Planning Panel would be carrying out a site visit to Fairladies on 16 May and a representative from SBPC was invited to attend.

It was RESOLVED that Cllrs Smith and Hill attend on behalf of the Council.

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(c) Approvals

The following applications had been approved by CBC:-

     

  • 4/07/2170/0F1 Two storey extension, Lingmell, Abbey Rd
  • 4/07/2148/0F1 Two storey extension, 1 Firth Drive
  • 4/07/2149/0F1 Demolition of extension & construction of new extension, Beulah Nook

88/07 FINANCE

(a) Payments

It was RESOLVED that the following accounts be approved for payment:-

     

  • Cheque no 001243 Copeland Borough Council – Use of Station Car Park £2000.00
  • Cheque no 001244 St Bees School – Use of tools and equipment £160.00

     

  • Cheque no 001245 J Donaldson – Clerk’s salary May 2007 £269.73 and postage £6.72 Total £276.45
  • Cheque no.001246 Allianz Cornhill– renewal of insurance for 2007/8 £720.68

The following payment had been made since the last meeting (approved by the Village in Bloom Committee)

     

  • Cheque no. 001242 Amberol Ltd – self watering units £740.25

(b) Compensation from United Utilities

A letter had been received from Mitchells Auction Co, acting on behalf of the Council, recommending acceptance of the offer of £400 from United Utilities for statutory compensation in respect of disturbance to Seamill car park during sewer works.

It was RESOLVED that the offer of £400 be accepted.

(c) Grasscutting Hourly Charge

It was RESOLVED the rate paid for grasscutting for 2007/8 be increased to £6.85 per hour.

89/07 CORRESPONDENCE

(a) A copy of ‘Better Government for Cumbria’, the district councils’ proposals for the future structure of local government, had been received. The deadline for the submission of comments to central government on the County Council’s bid for a unitary authority and the alternative proposals from the districts is 22 June. CBC had offered to supply a speaker to attend a parish council meeting to discuss the proposals.

It was RESOLVED that the next meeting be brought forward to 4 June to enable comments to be submitted and that CBC be asked to provide a speaker.

(b) Letter received from CALC enclosing a paper ‘Community Governance in Cumbria’ in response to the County Council and District Council proposals. Comments are invited.

(c) Letter received from CBC inviting bids for concurrent services grants. St Bees has provisionally been allocated £541 in 2007/8. The Clerk would submit a bid.

(d) Letter received from the Department for Communities and Local Government enclosing the New Model Code of Conduct. Correspondence also received from the Standards Board outlining the arrangements for the adoption of the new Code. The deadline for adoption is 1 October 2007 and further guidance is awaited from CALC.

(e) Letter received from Peter Wadsworth on behalf of the Youth Committee informing the Council that they are no longer able to continue to run the regular discos. New volunteers are being sought to take over. In the meantime the Youth Committee has returned the £1000 given by the Council in donations.

(f) Details received of a workshop for Green Space Managers. A copy would be sent to Ian Shuttleworth, Volunteer Tree Warden.

(g) Correspondence received from Ian McAndrew about possible tourism links with Hadrians Wall Heritage Ltd. The Chairman would attend the forthcoming meeting.

INFORMATION ONLY

CALC Newsletter May 2007

Friends of the Lake District – Financial Review

Cumbria Playing Fields Association Annual Report

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90/07 MINUTES OF THE VILLAGE IN BLOOM COMMITTEE

The minutes of the meeting held on 24 April 2007 were received and noted.

91/07ANY OTHER BUSINESS

(a) The telephone box at the main beach has been damaged by vandalism. The Clerk will report the matter to BT and request an urgent repair as it is essential for emergency calls and mobile reception is poor in that area.

(b) British Nuclear Group had informed the Clerk that the proposed beach monitoring trials would begin on 21 May and last for one week.

(c) It was reported that the Probation Service had organised a team of young offenders to move rubble from Priory Paddock. The work had been completed very efficiently. It was agreed that a letter of thanks be sent to the Probation Service.

(d) The Pre-School Group was seeking permission to improve the grassy area inside the Pinfold. They were also seeking permission to erect a shed to store equipment. It was agreed that there was no objection in principle to these proposals, although clarification may be required on whether planning permission would be necessary for a shed.

(e) There were problems again with motorbikes on the beach. The Chairman reported that CBC had agreed to arrange new signage but there had been no progress to date.

92/07 DATE AND TIME OF NEXT MEETING

It was RESOLVED that the next meeting take place on Monday 4 June 2007 at 7.00pm.