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Minutes for May 2009

Draft Minutes of the Annual Meeting of St Bees Parish Council held on

Monday 18 April 2009 at 7.00pm in the Village Hall

PRESENT: Cllrs P Smith (in the Chair), P Argyle, N Bettinson, G Gilmour, J Haile, I Hill,

F Kennedy, A King, B Mayow, D Millington, D Sim, V Turpin and the Clerk

Also present: 1 member of the public

69/09 ELECTION OF CHAIRMAN

Nominations were sought for the office of Chairman for the coming year. Cllr Smith was proposed and seconded.

It was RESOLVED that Cllr G P Smith be elected Chairman for 2009/10.

Cllr Smith then signed the declaration of acceptance of office.

70/09 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr J Rowlands

71/09 DECLARATIONS OF INTEREST

No declarations of interest were received.

72/09 PUBLIC PARTICIPATION

There were no items raised.

73/09 MINUTES OF THE MEETING HELD ON 20 APRIL 2009

It was RESOLVED that the minutes of the meeting held on 20 April be accepted as a true record and signed by the Chairman.

74/09 ELECTION OF VICE-CHAIRMAN

Nominations were sought for the office of Vice-Chairman for the coming year. Cllr D Sim was proposed and seconded.

It was RESOLVED that Cllr Sim be elected Vice-Chairman for 2009/10.

Cllr Sim then signed the declaration of acceptance of office.

75/09 ELECTION OF COMMITTEES AND ADVISORY GROUPS

It was RESOLVED that the membership of committees and advisory groups for 2009/10 be as follows:-

Planning Advisory Group – Cllrs Gilmour, Mayow, Kennedy

Allotments Advisory Group – Cllr Kennedy + interested allotment holders

Finance & Risk Management Advisory Group – Cllrs Smith, Hill, King and Kennedy

Village in Bloom Committee – Cllrs Rowlands and Argyle + community representatives

76/09 APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES

It was noted that Cllr Kennedy was prepared to continue as a governor of the village school.

It was RESOLVED that the following be appointed as representatives to outside bodies:-

  • Adams Recreation Ground Committee – Cllrs Turpin & Kennedy
  • Friends of St Bees Priory – Cllr Turpin
  • Shephards and Whitehead Charity – Cllrs Bettinson & Turpin

77/09 REVIEW OF INTERNAL AUDIT ARRANGEMENTS

The Finance and Risk Management Group had reviewed the effectiveness of internal audit and had presented their report at the last meeting.

It was RESOLVED that Mr J G Chandler FCA be appointed as Internal Auditor for 2009/10.

78/09 REVIEW OF INVESTMENTS AND BANKING ARRANGEMENTS

The Finance and Risk Management Group was currently reviewing investment policy and would report their recommendations at a future meeting.

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It was RESOLVED that the cheque signatories for 2009/10 be Cllrs Smith, Sim, Mayow, Millington, Kennedy and the Clerk.

79/09 REVIEW OF ASSET REGISTER

The Asset Register was reviewed and found to be an accurate statement of the Council’s assets.

80/09 RISK MANAGEMENT – INSURANCE

The renewal of the current policy is due on 1 June. The cover provided by the policy was reviewed.

It was RESOLVED that the policy be renewed at a cost of £1001.82.

81/09 ACCOUNTS AND AUDIT 2008/9

(a) Internal Audit Report 2008/9

The report of the Internal Auditor was received.

It was RESOLVED that the report be accepted and that the Finance and Risk Management Group consider the recommendations and report back at a future meeting.

(b) Statement of Accounts and Annual Return to the Audit Commission

The Statement of Accounts and Annual Return for 2008/9 were received and considered.

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

It was further RESOLVED that the Statement of Governance on the Annual Return be agreed and signed by the Chairman.

Cllr Smith left the meeting at this point and Cllr Sim took the Chair

82/09 MATTERS ARISING FROM THE MINUTES

(a) Boundary Changes

CBC Legal Officer had contacted central government to check the position on the additional seat recommended for St Bees Ward which was not contained in the recent Order. Central government had indicated that this was not a matter which they could deal with and the decision should be made by CBC. The matter had now been referred to the Parish Review Committee.

(b) Beach car park

CBC had reported that there had been problems in finding a replacement for the damaged lighting column but this would be put in place shortly and other lighting repairs would be done at the same time.

The issue of disabled parking spaces had also been raised with CBC after a complaint from a local resident. The spaces are of the same width as ordinary car park spaces and CBC had agreed that this was not acceptable. Prices were being obtained for remarking the car park before the summer season and CBC hope to make wider spaces for designated disabled parking at the same time.

(c) Change to speed limit

Cllr Southward had raised the issue again at Local Committee following the new government advice. Highways would look at the possibility of re-introducing the 20mph limit on Main St, Station Road and Abbey Road as separate lengths rather than as one zone. Local Committee also discussed a proposal by St Bees School to create a one-way system around Abbey Road/Station Road. This was to be referred to the Parish Council for comment and a feasibility study would be carried out by Capita.

(d) Seats

A quotation had been received for a new seat for High House Rd. The refurbishment work on the other seats had now been completed.

It was RESOLVED that a new seat be purchased at a cost of £349 + VAT and the estimate of £70 for removal of the old seat and fixing of the new seat be accepted.

(e) Allotment Competition

The competition would be judged by Neil Todd of the Garden Society at the end of June. The prizes would be presented at the Annual Flower Show. Cllr Turpin agreed to accompany Mr Todd for the judging.

(f) Other items from the action list

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  • Quality Parish Status – the portfolio has gone to CALC for final checking and was likely to be considered by the Accreditation Panel in June. The fee (£57.50) will need to be paid at that stage.
  • Beach Clean – a group of volunteers organised by Joyce Jennings carried out a beach clean up at the end on April.
  • Proposed new nuclear power stations – A request had been made to RWE for representation on any liaison committee which may be formed. It was agreed to liaise with Cllr Clarkson to ensure the Council is involved in future consultation.
  • Closer to Home – Cllr Hill had reviewed the information provided by the PCT. It was RESOLVED to invite a representative of the PCT to attend a future meeting to discuss the issues raised by the Council.
  • Play Area litter bin – it had been agreed some time ago to replace and resite the litter bin but it had not been possible to identify a suitable covered bin. It was agreed to proceed with the purchase of a standard bin.

83/09 REVIEW OF ANNUAL PARISH MEETING

The draft minutes of the meeting held on 20 April 2009 were reviewed. It was noted that the CCC Ranger had now dealt with the problem of metal posts causing a tripping hazard on the footpath to the Head.

84/09 FAIRLADIES CAR PARK & FOOTPATH

Work on the footpath and car park is nearing completion and solicitors are progressing the conveyance. There are a number of restrictive covenants affecting the site. Details of the construction of the car park and footpath have not yet been provided but Story Homes have stated they will be built as close to adoptable standards as possible.

It was RESOLVED that:

  • A site meeting be arranged with Story Homes to discuss detailed issues
  • The restrictive covenants be discussed with the Council’s solicitor
  • The commitment to build to adoptable standards be checked

85/09 COMMONS IMPROVEMENT PROJECT

Cllr Sim reported that the newly planted trees appear to be doing well at St Bees Common and the sign was to be put up shortly.

There had been a report of tipping of manure on the common at Rottington but investigation had shown that the land was not part of the registered common. Whilst investigating this report it had been noted that a new path had been constructed across the common with interpretation boards. This was apparently part of a project by CCC to create a permissive footpath to open the access to the Head.

Regarding permissive footpaths elsewhere in the parish, it had been suggested by CCC that it would be a useful project to negotiate with other land owners to create permissive paths linking the areas of common land with the existing public footpaths.

It was noted that the areas of registered common land in the parish appear to have no legal owner. It was suggested that the Council’s legal position might be strengthened by registering ownership.

It was RESOLVED that:

  • CCC be asked to keep the Council informed of work taking place in the parish
  • The Clerk investigate the advantages of registering ownership of the commons
  • An application be made for a grant from the Parish Paths Initiative to produce a leaflet linking the commons with the existing footpath network.

86/09 MINUTES OF THE VILLAGE IN BLOOM COMMITTEE

The minutes of the meeting on 23 April 2009 were received and noted.

It was RESOLVED that arrangements be made to lay more gravel on the paths at Stonehouse Garden at a cost not exceeding £200.

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87/09 REPORT FROM COMMUNITY POLICE OFFICER

No report had been received.

88/09 REPORT FOR CBC

There were no items to report.

89/09 REPORT FOR CCC

There were no items to report.

90/09 PLANNING

(a)New Applications

The following new applications had been received for comment:

  • Ref 4/09/2168/TPO Fell 1 elm, remove 1 holly and 1 fir, reduce sycamore by 30%

1 High House Road, St Bees

It was noted that this application had now been approved by CBC as the work was considered to be urgent on safety grounds.

  • Ref 4/09/2173/0F1 & Reinstatement of cottage and extension into adjoining barn

Ref 4/09/2174/0L1 Moorleys, Egremont

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

  • Ref 4/09/2188/0F1 Erection of dwelling house

Plot 1, Fleatham House

It was RESOLVED that an objection be lodged to this application on the grounds that it would further damage the trees which are a valued feature of the landscape within the conservation area, the building would be visible from Finkle Street and would be out of keeping with the traditional buildings, the access from Finkle St is poor, the drainage system is inadequate to deal with further development and the new development could overlook properties on The Crofts.

  • Ref 4/09/2195/0F1 Two storey extension to side of house

55 Seacroft Drive,St Bees

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

  • Ref 4/09/2203/0F1 Change of use from dwelling house to residential institution

8 Lonsdale Terrace, St Bees

It was RESOLVED that there was no objection to the change of use.

(b) Applications approved/refused

  • Reinstatement of cottage, Ghyll Farm, Egremont – APPROVED
  • Smoking shelter, Banna Court Westlakes Science Park - APPROVED

(c) Delegation Scheme

Details were received of the new .delegation scheme adopted by CBC. It was noted that more planning decisions would be delegated to officers. Parish Council comments will be taken into account provided they are substantive.

91/09 FINANCE

Payments

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

  • Cheque no 001408 St Bees Enterprises Ltd – photocopying £2.80 + VAT Total £3.22
  • Cheque no 001409 Assured Cumbria Pest Control – installation of noticeboard £174.00
  • Cheque no 001410 St Bees Priory Church – costs of printing annual report in St Bees News £54.00
  • Cheque no 001411 St Bees Priory Church - donation to cover cost of felling of chestnut tree £152.75
  • Cheque no 001412 Assured Cumbria Pest Control – refurbishment of 7 seats £331.00
  • Cheque no 001413 Assured Cumbria Pest Control – refurbishment of 2 additional seats £87.00
  • Cheque no 001414 J Donaldson – Salary May 2009 £429.36 + postage £13.38 Total £442.74
  • Cheque no 001415 Allianz Insurance plc – renewal of insurance £1001.82

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  • Cheque no 001416 F Kennedy – reimbursement for plants/compost for play area £45.54 + VAT Total £52.37
  • Cheque no 001417 F Kennedy – reimbursement for allotment competition prize £15.00

Cheques signed since last meeting to report:

  • · Cheque no 001406 Open Spaces Society – donation £25.00 (agreed at last meeting)
  • · Cheque no 001407 Motif Sign & Display – commons sign £ 29.84 + VAT

Total £34.32 (expenditure previously approved Nov 2008)

92/09 CORRESPONDENCE

(a) Letter received from Mr B Atherton about the need for a later bus service from Whitehaven to St Bees following the newspaper report of a similar service being introduced in Seascale. Letter also received from CCC about changes to the service to St Bees which will include a later service during college holidays on a trial basis.

(b) Letter received from Mrs M Prior of Lincolnshire who recently visited the main beach area and was dismayed by the dog excrement on paths. A reply had been sent explaining the parish council’s concerns about the problem of dog fouling and the action it is taking. Mrs Prior had offered to write to the local press in support of the parish council’s request for better enforcement. It was agreed that the Clerk investigate the purchase of signs warning of CCTV coverage of the area as a deterrent to those failing to clean up after their dogs.

(c) Letter received from Cumbria Playing Fields Association requesting renewal of subscription for 2009/10. It was RESOLVED to renew the subscription at a cost of £21.00.

(d) Letter from RWE with an update on their proposals for development of new nuclear power stations.

INFORMATION ONLY

FLAG Annual Report & notice of AGM

CALC Circular May 2009

Dates of forthcoming Neighbourhood Forum meetings - 7 July, 22 September, 1 December 2009, 23 February 2010

Minutes of the Police Community Liaison Forum meeting on 17 March 2009.

93/09 ANY OTHER BUSINESS

(a) A resident has reported potholes developing at the Seamill car park. The Chairman had inspected the site and the Clerk was obtaining some estimates for repairs which would be brought to a future meeting for approval.

(b) Cllr Mayow reported that work to improve the drainage of the grassy area to the south side of Gutterfoot could not be funded through the Parish Paths Initiative as it was not part of a public footpath. The redundant stile was to be removed by CCC.

(c) Cllr Kennedy reported that a group of governors of the village school had expressed an interest in a project to provide more equipment in the play area. He would discuss the idea further with the school governors and report back to a future meeting.

(d) It was noted that Cumbria Wildlife Trust had visited Priory Paddock. Cllr Bettinson was investigating the possibility of providing an interpretation board.

(e) It was reported that the Priory Church was experiencing a shortfall in the income required for the long term maintenance of the building. The Priory was an important tourist attraction and would be housing the history exhibition to be funded by the Heritage Lottery grant. It was noted that the Council may at some stage be asked to help with on-going support for specific projects.

94/09 MEETING CALENDAR 2009/10

The calendar of meetings for the coming year was noted.

It was RESOLVED that the next meeting take place on Monday 15 June 2009 at 7.30pm in the Village Hall.