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

Monday 17 May 2010 at 7.00pm in the Village Hall

PRESENT: Cllrs P Smith (in the Chair), P Argyle, N Bettinson, G Gilmour, F Kennedy, B Mayow, D Millington, S Moules, C Robson, D Sim, V Turpin and the Clerk

IN ATTENDANCE: PCSO P Bradley, PCSO R Watt, Mr J Wood, Headteacher of the Village School

Also present: 3 members of the public

70/10 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 2010/11.

Cllr Smith then signed the declaration of acceptance of office.

71/10 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs I Hill and A King

72/10 CHAIRMAN’S OPENING REMARKS

The Chairman welcomed Cllr Sean Moules who was attending his first meeting of the council.

73/10 DECLARATIONS OF INTEREST

Cllr Kennedy declared an interest in agenda item 12 Donations as a governor of the Village School.

74/10 PUBLIC PARTICIPATION

Members of the public present raised concerns that further work had taken place at St Bees Common without consultation with the owners of the nearby land..

The Chairman explained that the only work that had taken place had been the remedial work agreed at a site meeting with the owner of the adjacent field some weeks ago to prevent flooding in times of heavy rain. Although there had been no specific consultation with landowners at the time, the intention to do the work had been discussed at the annual parish meeting.

75/10 MINUTES OF THE MEETING HELD ON 19 APRIL 2010

It was RESOLVED that the minutes of the meeting held on 19 April be accepted as a true record and signed by the Chairman.

76/10 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 2010/11.

Cllr Sim then signed the declaration of acceptance of office.

77/10 REPORT FROM COMMUNITY POLICE OFFICER

It was RESOLVED to bring forward this item on the agenda.

PCSO Watt explained that PCSO Bradley would be taking over responsibility for the St Bees area and would be acting as liaison with the parish council. PCSO Bradley gave a report on incidents reported during April. It was also noted that there had recently been problems with vandalism around the village school and play area and some parents had reported that children were reluctant to use the area because they felt intimidated by groups of teenagers gathering there. PCSO Bradley said that the police were aware of the problem and he would be increasing patrols in the area.

78/10 DONATIONS

The Chairman welcomed Mr Wood to the meeting and invited him to explain the background to the new foundation stage project and the request for a donation.

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Mr Wood explained that the impetus for the new project had come from the Pre-school Group who were in unsuitable premises and had asked that the pre-school group should become part of the village school. CCC had agreed to this but there was insufficient classroom space in the school to make this possible. After negotiation, CCC had agreed that a new extension could be built to house the pre-school group (who would continue as an independent charitable organisation) and the school reception class. This would create a ‘foundation stage’ with shared facilities in line with current educational thinking. The capital cost was to be split between the school and Pre-school Group. The Pre-school element was being fully funded from Sure Start but the school had to find its own contribution and had done so by using its accumulated funds and drawing on its capital allocation. Funds were now needed to equip and fit out the new building.

The Chairman pointed out that the Pre-school Group had also written to the council seeking a donation towards new equipment.

It was RESOLVED to ask the Village School and the Pre-school Group to provide details of the total costs of fitting out the extension with an indication of how much had been raised to date so that the council could consider the position further at the next meeting.

79/10 ELECTION OF COMMITTEES AND ADVISORY GROUPS

It was RESOLVED that the membership of committees and advisory groups for 2010/11 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 – Cllr Argyle + community representatives

Traffic Calming Committee – Cllrs Millington, Sim and Moules + community representatives and representatives from St Bees School, PCC and Village School Governors.

80/10 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

81/10 REVIEW OF INTERNAL AUDIT ARRANGEMENTS

Mr Chandler had indicated that he was willing to act as Internal Auditor for 2010/11 but would wish to resign after this year.

It was RESOLVED that Mr J G Chandler FCA be appointed as Internal Auditor for 2010/11 and that a letter be sent to Mr Chandler thanking him for the contribution he had made to helping the council improve its procedures.

82/10 REVIEW OF ASSET REGISTER

The Asset Register was reviewed and found to be an accurate statement of the Council’s assets at 31 March 2010. It was noted that the value of assets was to be reviewed during the coming year.

83/10 MATTERS ARISING FROM THE MINUTES

(a) Beach Advisory Group – Cllr Argyle reported on the first meeting of the new group. A volunteer beach clean was being organised on 20 May and it was hoped to do a further clean at Fleswick Bay at a later date. The application by CBC for a Quality Coast Award had been successful and it was likely that a publicity event would be organised to mark the award. Cllr Robson and the Clerk had met CBC officers on 7 May to discuss the siting of the anchor at the Wainwright wall. CBC had agreed to the plan providing that the fixing of the anchor met their health & safety requirements. A stainless steel plaque was to be mounted nearby giving brief details and signposting people to the history exhibition in the Priory. The cost of the plaque and fixing of the anchor would be met from the grant received from CBC.

It was RESOLVED to proceed with the purchase of the plaque and to obtain estimates for installing the anchor.

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(b) Bega Statue repairs – Cllr Robson reported on discussions with Colin Telfer. He had undertaken to carry out the repairs before the winter.

(c) Beck Edge fence repairs – Cllr Bettinson had met the contractor on site to agree the repairs required. The contractor had provided three estimates – for reusing existing chain link wire, for using new chain link wire and for replacing the wire with ranch style fencing. The Village in Bloom Committee favoured ranch style fencing.

It was RESOLVED to seek a revised estimate for installing ranch style fencing along the entire length using pressure treated timber.

(d) Other items from the action list :

  • Information Boards – the information boards were now in place at the station. The positioning was not as suggested initially by Northern Rail but they can be easily seen by visitors arriving by train.
  • Donation of seat – the seat had been put into place near the look out point.
  • Parking restrictions, Main St – Highways had agreed to look at the request to exempt residents of Main Street from the time-limited parking restriction when the Copeland Traffic Regulation Order was reviewed this autumn.
  • Groyne repairs – CBC had confirmed that an order had been placed for the refixing of 20 of the groyne planks and a price was awaited for further work. Work to repair gabions and remove redundant gabions at Seamill would be starting imminently.

84/10 FAIRLADIES CAR PARK & FOOTPATH

A complaint had been received from a nearby resident that the car park was being used as a football pitch by local children, causing unacceptable noise for neighbours and discouraging car owners from parking there. There had also been a recent incident when a child had climbed on the fence to gain access to the roof of an adjacent garage.

It was RESOLVED that:

  • a ‘no ball games’ sign be obtained for display at the car park and that an item be put into the parish magazine asking parents to stop children playing there and
  • alterations be made to the fence, in consultation with the adjoining property owner, at a maximum cost of £250

85/10 COMMONS IMPROVEMENT PROJECT

A draft reply had been prepared to the concerns raised by a number of residents at the recent Annual Parish Meeting.

CBC had decided that a retrospective planning application was required for the area of hard standing. Their letter indicated that if other works requiring planning consent were planned this could be dealt with in the same application. The remedial work to address the flooding issue had now been completed and advice had been sought from the contractor on the appropriate equipment for the task. A large amount of rubbish had been found on the site and it was hoped that a working party of volunteers could be organised to remove some of the rubbish.

It was RESOLVED that:

  • a retrospective planning application be submitted for an area of hard standing and that clarification be sought from CBC that no other works required planning consent
  • the draft response to residents be approved.

86/10 REGISTRATION OF VILLAGE GREENS

Cllr Hill had drawn attention to the possibility of registering land in the centre of the village as a village green.

It was RESOLVED to support an application if sufficient evidence was available to support the case.

87/10 COUNTY COUNCILLOR’S CAPITAL GRANT

Cllrs Mayow, Bettinson, Turpin and Sim declared an interest in this item as trustees/management committee members of the village hall.

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A letter was received outlining repairs and improvement work required on the village hall which could be funded in part by the county councillor’s capital grant. No other schemes were put forward for consideration.

It was RESOLVED that the improvements to the village hall be recommended to Cllr Southward for funding from his capital grant.

88/10 MINUTES OF THE TRAFFIC CALMING COMMITTEE

The minutes of the meeting of the Traffic Calming Committee held on 22 April were received. The next meeting would take place on 25 May and it was hoped to bring a recommendation to the council meeting in July.

89/10 REVIEW OF ANNUAL PARISH MEETING

The draft minutes of the Annual Parish Meeting were received. Cllr Millington had visited High Walton to meet the resident concerned about traffic issues and the Clerk had written to Cumbria Highways to seek information on what measures were planned.

90/10 REPORT FOR CBC

There were no items to report.

91/10 REPORT FOR CCC

It was reported that there was a possible obstruction on the Pitmans Trod footpath and the footpath sign was missing at Loughrigg. Cllr Mayow agreed to investigate before a report was made to CCC.

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92/10 PLANNING

(a)New Applications

No new applications had been received for comment.

(b) Proposed Abbey road development

The NECT response to the consultation was received for information. It was expected that the application would be considered at the meeting of CBC Planning Panel on 24 June.

(c) Applications approved/refused

  • Attic conversion and dining room extension - Ebb Tide, 11 Solway Rise, St Bees – APPROVED

93/10 FINANCE

(a) Statement of Accounts

The Statement of Accounts for 2009/10 was received and considered.

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

(b) Review of banking arrangements

The Finance & Risk Advisory Group would be considering options for investment of funds which were not required to be immediately available and would report back to a future meeting.

It was RESOLVED that cheque signatories for the coming year be Cllrs Smith, Sim, Millington, Mayow, Kennedy and the Clerk.

(c) Risk Management – Insurance

The policy renewal would be due on 1 June. The premium for the existing level of cover would be £1080.11. The Colourful Coast sign would need to be added to the policy.

It was RESOLVED to seek a revised quotation to include the new sign in the policy and to renew the policy on that basis.

(d) Poop scoop bags

The existing stock of bags was almost exhausted. Cllr Argyle offered to store the boxes and distribute supplies to the post office and beach café as required.

It was RESOLVED to purchase 5 boxes of bags at a cost of £40 per box + VAT + delivery.

(e)Payments

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

  • Cheque no 001511 Glasdon Manufacturing Ltd – seat fixing kit £28.89 + VAT Total £33.94
  • Cheque no 001512 Assured Cumbria Pest Control – installation of seat £170.00

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  • Cheque no 001513 BTCV Enterprises – trees and tree stakes £168.38 + VAT Total £188.43
  • Cheque no 001514 Excavator hire, supply & haulage of stone £682.00 + VAT Total £801.35
  • Cheque no 001515 J Donaldson – Salary May 2010 £501.33 + postage £3.84 Total £505.17
  • Cheque no 001516 Petty Cash – top-up to £150 - £76.15
  • Cheque no 001517 Aon Ltd – renewal of insurance £1080.11

94/10 CORRESPONDENCE

(a) Correspondence was received from ACT (Voluntary Action Cumbria) inviting the council to become a member. It was RESOLVED not to take up the offer of membership.

(b) A letter was received from K Richardson about the state of repair of the lane by the Oddfellows. It was RESOLVED that no action be taken until the ownership of the lane was clarified.

(c) A letter was received from the organisers of the Cumbria Charity Bike Ride asking for tolerance of the potential inconvenience as the convoy passes through our area on 6 June. Noted.

(d)A copy was received of the submitted Minerals & Waste Development Framework Site Allocations Policy & Proposals Map. Public hearings would be held by the Planning Inspectorate over the summer. Noted.

(e) Notification was received of dates of Neighbourhood Forums – 8 June, 14 September, 9 November, 25 January 2011. Noted.

(f) A letter was received from the Open Spaces Society seeking donations to help their campaign to have obstructions to public footpaths removed. It was RESOLVED not to make a donation on this occasion.

(g) An e-mail was received from Margaret Prior complimenting the council on the improved situation with dog fouling at the beach. The Clerk would forward a copy to CBC.

(h) A letter was received from CALC about free training sessions on preparing a management plan for green open spaces. It was RESOLVED to take up the offer.

(i) Information was received from Cumbria Rural Housing Trust about a household survey of rural housing needs to be undertaken in June. Noted.

(j) A communication had been received from a local resident about the problem of litter around the post office. It was RESOLVED to write to the owner of the post office asking for his co-operation in dealing with the problem and repeating the council’s offer to provide a wall-mounted bin.

(k) A letter was received from CBC seeking comments on the Local Development Framework – Preferred Options Report. Cllr Sim agreed to review the document.

INFORMATION ONLY

CALC Newsletter May 2010

Natural World (Wildlife Trust magazine)

Friends of the Lake District 2009

Countryside Voice Spring 2010

Temporary Road Closures – various minor roads for surface repairs beginning 1 May

95/10 ANY OTHER BUSINESS

(a) Cllr Robson reported that a photograph of the statue of St Bega was being used on merchandise, although the copyright of the image was owned by the parish council. He agreed to provide information on the companies concerned so that a letter could be sent.

(b) The History Exhibition at the Priory was almost finished and a formal opening was planned on 24 June. The History Group was organising regular talks at the Seacote Hotel for walkers and visitors.

(c) Cllr Kennedy reported that it was hoped that Cllr Turpin and Mark Hewetson would again act as

judges of the allotment competition.

96/10 MEETING CALENDAR 2010/11

The calendar of meetings for the coming year was noted.

It was RESOLVED that the next meeting take place on Monday 21 June 2010 at 7.30pm in the Village Hall.