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Annual Meeting of St Bees Parish Council 2012

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

Monday 28 May 2012 at 7.35pm in the Village Hall

PRESENT: Cllrs S Moules (in the Chair), P Argyle, G Gilmour, J Haile, B Hewetson, I Hill,

K James, T Kelly, F Kennedy, D Millington, C Robson, D Sim and the Clerk

Also present: Mr A Oldham (Internal Auditor), PCSO S Watson

87/12 ELECTION OF CHAIRMAN

Nominations were sought for the office of Chairman for the coming year. Cllr Sim was nominated by Cllr Millington and seconded by Cllr Hill. There were no other nominations.

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

Cllr Sim then signed the declaration of acceptance of office and took the chair for the remainder of the meeting. On behalf of the council he thanked Cllr Moules for his work as Chairman last year.

88/12 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs N Bettinson and H Strong. Both had indicated that they would have been available on the date originally scheduled for the meeting but were unable to attend when the meeting was postponed.

89/12 DECLARATIONS OF INTEREST

No declarations were made.

90/12 PUBLIC PARTICIPATION

A query was raised about the traffic calming work planned outside the entrance to the Fairladies estate. It was agreed that this would be covered during the discussion of agenda item 9(c).

91/12 MINUTES OF THE MEETING HELD ON 16 APRIL 2012

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

92/12 ELECTION OF VICE CHAIRMAN

Nominations were sought for the office of Vice Chairman for the coming year. Cllr Moules was nominated by Cllr Gilmour and seconded by Cllr James. There were no other nominations.

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

93/12 REPORT FROM COMMUNITY POLICE OFFICER

It was RESOLVED that this item be brought forward on the agenda.

Councillors welcomed PCSO Watson to her first meeting of the council. PCSO Watson explained that traffic speeds remained a priority for local officers and a number of drivers had recently been sent on speed awareness courses. The recent accident in the Main Street was still under investigation. It was pointed out that there are also problems with the speed of large agricultural vehicles. There had been two recent reports of anti-social behaviour in the area of Stonehouse garden and some problems over the weekend in the beach area. Councillors thanked PCSO Watson for her report and asked that police continue to be seen patrolling in the village.

94/12 APPOINTMENT OF COMMITTEES AND REPRESENTATIVES TO OUTSIDE BODIES

(a) It was RESOLVED that committee membership and lead responsibilities for the coming year be as follows:

  • Traffic Calming Committee – Cllrs Millington, Moules, Kennedy together with representatives of St Bees School, PCC and local community

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  • Beach Regeneration Committee – Cllrs Sim, Strong, Hill, Moules, Kennedy, Kelly, Argyle and community representatives
  • Village in Bloom Committee – Cllr Hewetson and community members
  • Finance and Risk Advisory Group – Cllrs Strong, Sim, James and Kennedy
  • Planning Advisory Group – Cllrs Gilmour, Kelly, Kennedy, Argyle and Moules
  • Events Group – Cllrs Moules, Kelly, Gilmour, James, Argyle, Kennedy
  • Allotments Working Group (to review tenancy agreement and management arrangements) – Cllrs Gilmour, Moules, Sim, Strong, James and Kennedy

Lead Responsibilities:

  • Nuclear Issues – Cllr Gilmour
  • Priory Paddock – Cllr Bettinson (Cllr Sim to assist with admin)
  • Footpaths – Cllr Robson
  • Web-site – Cllr Sim
  • Commons – Cllr Sim
  • Broadband – to be agreed

(b) It was RESOLVED that the following appointments be made to outside bodies:

  • Shephards & Whitehead Charity – Cllrs Bettinson and Hewetson
  • Friends of the Priory – Cllr Bettinson
  • Adams Recreation Ground – Cllr Kennedy
  • West Copeland Partnership – Cllr Hill

95/12 FINANCE ITEMS

Cllrs James and Kennedy declared their interest as allotment holders

(a) Financial report & revised budget 2012/13

The report of the FRAG meeting on 23 April was received together with copies of the new spreadsheet which would be used by the Clerk for maintaining the accounts and which would provide monitoring information for FRAG. It was noted that several items of expenditure originally planned for 2012/13 had been brought forward to 2011/12 and the income in 2012/13 would be higher than anticipated because of a larger VAT refund and continuance of the concurrent services scheme. These changes would mean that £3775 would be needed from reserves to balance the budget rather than £6555 as forecast in the original budget. A revised budget had been prepared and, if approved, this would be used for budget monitoring during the year.

Councillors expressed their thanks to Cllr Strong for his work in creating the new accounts spreadsheet.

The allotment rents needed to be set for the coming year. It was proposed that the water charge should be incorporated in the rents rather than be billed separately.

It was RESOLVED that:-

  • The revised budget (a copy of which is attached to the minutes) be approved
  • The allotment rents be set at £27 for a full plot (£13.50 for smaller plots) for the coming year with the cost of water usage to be included in the rent.

(b) Asset Register

The asset register at 31 March 2012 was received and noted.

(c) Insurance

The insurance was due for renewal on 1 June. In light of the postponement of this meeting the Clerk had renewed the policy on the existing schedule to ensure that there was no risk of cover lapsing before payment was received. The schedule of property covered would be reviewed by FRAG in light of the list provided by the Village in Bloom Committee and a recommendation would be brought to the council for approval.

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It was RESOLVED to ratify the decision to renew the policy on the existing terms.

(d) Internal Audit report

Mr Oldham presented his report to the council. He explained the scope of the audit and his main findings and recommendations.

It was agreed that FRAG consider the report at their next meeting and make recommendations to the council for any action required.

(e) Appointment of Internal Auditor for 2012/13

It was RESOLVED that Mr Andrew Oldham be appointed as internal auditor for 2012/13.

(f) Accounts 2011/12 and Annual Return

The summary of accounts for 2011/12 was received together with a breakdown of funds carried over to 2012/13. The Annual Return was also received and the Statement of Governance was considered and completed.

It was RESOLVED that

  • The accounts for 2011/12 be approved and signed by the Chairman
  • The Annual Return and Statement of Governance be signed by the Chairman

(g) Bank Mandate

It was RESOLVED that the cheque signatories remain unchanged (Cllrs Sim, Moules, Millington,Kennedy, Strong and the Clerk)

(h) Payments to be approved

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

  • Cheque no 001723 CBC – playground inspection May £39.91+£7.98 VAT Total £47.89
  • Cheque no 001724 J Donaldson – salary May £504.30 + £5.40 postage + £45.00 travel Total £554.70
  • Cheque no 001725 I McAndrew – hosting web-site £60.00 & weather station £60.00 Total £120
  • Cheque no 001726 St Bees Village School – reimbursement for Jubilee kites £249.29
  • Cheque no 001727 Cumbria Playing Fields Association – annual subscription - £25.00
  • Cheque no 001728 J Donaldson – reimbursement for drain spade (Priory paddock) £16.66 + VAT Total £19.99

Cheques signed since last meeting to report:

  • Cheque no 001718 D Cockbain – reimbursement for Jubilee bunting £74.97 (approved at last meeting)
  • Cheque no 001719 D Sim – reimbursement for frames £21.79 + VAT Total £26.15 (approved by Beach Regeneration Committee)
  • Cheque no 001720 CBC – planning application fee £85.00 (approved at last meeting)
  • Cheque no 001721 R McAndrew – funding for catering supplies Jubilee tea party £100.00 (approved by Clerk – delegated power from last meeting)
  • Cheque no 001722 Aon Ltd – insurance renewal £1249.59

96/12 PROJECTS

(a)Beach Regeneration Project

The draft minutes of the meeting of the Beach Regeneration Committee on 25 April were received and noted. Cllr Sim then reported on the meeting held on 23 May.

Discussions had taken place with officers from CBC about possible models for partnership working on the play area project and the committee’s recommendation was that the parish council enter into a Service Level Agreement with CBC to provide a financial contribution to maintenance costs but with the land and equipment continuing to be in CBC ownership. There were two funders who would not be prepared to accept applications based on this model but it appeared that the major funders would accept this type of arrangement. It was proposed that the play area be contained within the existing dog control area (marked as area A on the plans). A functional specification had been agreed by the committee following the discussions with CBC

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and copies were tabled together with a project timetable. A two stage process was envisaged with suppliers being asked to provide outline plans and indicative costs by the end of June with formal tenders being invited by the autumn. The proposed partnership scheme would need to be approved by CBC Executive and the work would require planning approval. CBC would manage the project and be the contract holder with any project management costs being included in the funding package.

In answer to questions Cllr Sim explained that it was hoped that there would be one supplier contracted for the scheme. The parish council had allocated £5000 in its budget for a contribution to the scheme but this would not be committed until the remainder of the funding package was in place. Once indicative costings were received, members of the committee would be meeting to begin the process of drafting funding applications for the council’s approval.

It was RESOLVED that:

  • following the recommendation from the beach meeting on 25th April we should formally proceed with option 3. This is to proceed with the larger scheme using the £40K from Copeland Council, and obtain matched funding from external sources (minute ref 28/12)
  • we do not proceed further with a lease of ground from Copeland Council, as sufficient external funding should be available without this action.
  • the preferred area for any expansion of the play area would be on the site of the existing adventure feature, and in the area to the north and leading down to the lifeboat station.
  • the functional spec as agreed at this meeting of the full council and with any delegated powers to vary, and subject to any changes required by Copeland Council agreed collectively by the representatives of the beach committee, shall be used to obtain quotations for the work. The fundingapplication shall be a joint application from SBPC and CBC, but CBC shall manage the tendering process, the letting of contracts, and the supervision of the work.

(b)Diamond Jubilee

Cllr Kelly reported on progress with the various events. A number of requests had been received for funding for the various events but the total was well within the budget allocated. Any surplus funds would be given back to the parish council and could be used for a suitable project.The Proms on the Crease had been a successful opening event and publicity leaflets and posters had been widely distributed. Children at the village school and pre-school had been given a Jubilee kite to make and it was hoped they would attend the beach event on Sunday afternoon for a mass kite flying event. Volunteers had been working hard to prepare for the events and Cllr Kelly particularly thanked Nancy Lawton and Rosalie McAndrew for their contribution.

It was noted that the Village in Bloom team would be decorating the station and the VSA were putting up bunting in the Main Street.

A number of residents had commented favourably on the calendar of events and it was suggested that a similar leaflet could be done next year to publicise the various community events.

(c) Traffic Calming

The minutes of the meeting of the Traffic Calming committee on 1 May were received. It was noted that a complaint had been received by Highways about noise nuisance from the rumble strips at the northern approach to the village, although the complainant’s property was beyond the distance where consultation was required. Highways were seeking the view of the parish council before responding to the complainant.

It was RESOLVED that the council’s view was that the rumble strips were effective and should remain in situ.

Cllr Millington explained the improvements to be carried out on Outrigg and the scheme being designed for Egremont Road. The costings for the work had been finalised, although Highways would need to consult formally with residents before a decision could be made on rumble strips as part of the gateway features on Outrigg and Egremont Road. A meeting would take place on 14 June with Rachel Graham at CBC to discuss possible sources of funding for the physical

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work and the purchase of a speed gun and a report would be made to the next meeting. A draft letter had been prepared to seek financial support from Sellafield Ltd.

It was RESOLVED that the letter to Sellafield Ltd be approved.

(d) Tree Planting

Cllr Sim explained that there would be no progress until trees were ordered for planting in the autumn.

(e) Walks Booklets

There was no progress to report.

97/12 REVIEW OF CLERK’S OBJECTIVES

The Clerk’s objectives for 2011/12 had been circulated together with draft objectives for 2012/13.

Cllr Moules explained that a review of the objectives for 2011/12 had been carried out and it was

felt that almost all the objectives had been met. The revaluation of assets was continuing but the need for the work to be completed within the year had been rendered unnecessary by the change to the guidance for valuation of assets.

Draft objectives for 2012/13 had been agreed with the Clerk for the council’s approval.

It was suggested that a review of the hours and salary scale should be done in light of the increased workload of the council.

It was RESOLVED that the objectives for 2012/13 be approved and that the Chairman and Vice-Chairman meet the Clerk to discuss a review of workload.

98/12PLANNING

(a)New applications

The following applications had been received for comment:-

  • Ref 4/12/2217/0F1 Change of use of part of school building to hair & beauty salon

Lower Ground Floor, Grindal House,Main Street St Bees

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

  • Ref 4/12/2218/0L1 Listed building consent for above application

Grindal House, Main Street, St Bees

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

  • Ref 4/12/2244/0F1 Demolition of existing garage and erection of double storey and

single storey extensions

9 Abbotts Way, St Bees

It was RESOLVED that there was no objection to this application

  • Ref 4/12/2245/0F1 Installation of solar PV systems on roof

Khandallah House, High House Rd, St Bees

It was RESOLVED to object on the grounds that solar panels were not appropriate within

the conservation area

  • Ref 4/12/2249/0O1 Outline application for new bungalow for use as a holiday home

Klontarth, Coulderton Beach, Egremont

It was RESOLVED that there were no objections to this application.

(b) Applications approved/refused

No decisions by CBC had been received. It was noted that the applicant had lodged an appeal against the refusal of permission for an agricultural dwelling and agricultural building at Linethwaite.

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99/12 VILLAGE IN BLOOM COMMITTEE

The minutes of the meeting on 23 May were received. The asset list would be discussed by FRAG. Changes would be made to the asset register as required and recommendations would be made for any changes required to the insurance schedule.

100/12 ANNUAL PARISH MEETING

Draft minutes of the Annual Parish Meeting were received and noted.

101/12 REPORT FOR CBC

There were no items to report.

102/12 REPORT FOR CCC

There were no items to report.

103/12 CORRESPONDENCE

  • A letter had been received from CBC about consultation on the Draft Supplementary Planning Document on Whitehaven Town Centre and Harbourside. Noted.
  • Details were received of the first stage of consultation on the development of the grid network to connect new energy projects in the north-west. Cllr Gimour agreed to produce a short briefing paper for councillors.
  • A letter had been received from CBC on progress with the standards regime. Discussions were continuing with CALC to try to agree a code which could be adopted across the county. It was noted that it is a requirement of the new system that parish councils must publish its register of disclosable pecuniary interests on its web-site.
  • A letter had been received from Cumbria Constabulary consulting on their review of counter services. It was agreed that centralisation of services in Whitehaven would not seriously disadvantage residents, although it was suggested that police attendance at parish council meetings could provide an opportunity for local surgeries.
  • A letter had been received from the Open Spaces Society seeking donations to their appeal for funds to challenge government plans in the National Planning Policy Framework. It was RESOLVED not to make a donation on this occasion.
  • A letter Had been received from CBC confirming that the Planning Panel had approved the name ‘Outrigg Close’ for the private estate off Outrigg. Noted.
  • A letter had been received from the Audit Commission confirming that they propose to re-appoint BDO as external auditors for the next 5 years. Noted.
  • Details had been received of the design workshop being organised by CBC on Thursday 31 May at Egremont Market Hall. Noted.
  • Details had been received of a Funding Fair on Wed 4 July at Energus, Lillyhall. Noted.
  • An email had been received from Carillion Construction Ltd offering help with community projects. It was agreed that the plans being developed by the Beach Regeneration Committee for a path and landscaping by the caravan park fence would be the most suitable project and this possibility should be put to Carillion.
  • Details had been received of CALC’s position on the MRWS process which had concluded that it was not credible or viable. Noted.
  • Details had been received of the public consultation on draft proposals for coastal access between Allonby and Whitehaven.Noted.

ITEMS FOR INFORMATION

CALC Circular May 2012

Cumbria Wildlife Trust newsletter

Fieldwork Spring 2012

Additional train service - Sat 2 June

Press release confirming award of Quality Coast Award.

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Young Cumbria News April 2012

CCC Newsletter Summer 2012

104/12 CALENDAR OF MEETINGS 2012/13

The draft calendar of meetings for the coming year was received.

It was RESOLVED that meetings continue to take place on the 3 rd Monday of each month and that the calendar be published on the web-site. The next meeting would take place on Monday 18 June at 7.35pm.