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

Monday 18 February 2013 at 7.00pm in the Village Hall

PRESENT: Cllrs D Sim (in the Chair), P Argyle, N Bettinson, G Gilmour, J Haile,

B Hewetson, I Hill, K James, T Kelly, F Kennedy, D Millington, S Moules, C Robson,

H Strong and the Clerk

In attendance: Mrs H Sharpe and Dr M Greene, St Bees Scout Group. PCSO S Kane

Also present: 3 members of the public.

 

21/13 APOLOGIES FOR ABSENCE

No apologies for absence were received.

 

22/13 DISPENSATIONS & DECLARATIONS OF INTEREST

Cllr Argyle had requested a dispensation to allow her to continue as a member of the Allotment Committee now that she was becoming an allotment tenant.

It was RESOLVED that a dispensation be granted to Cllr Argyle to allow her to participate in discussions and decisions on allotment matters (other than the setting of rents) in order that the council can continue to benefit from her knowledge and experience.

 

23/13 PUBLIC PARTICIPATION

Cllrs Sim and Argyle declared an interest in this matter as vehicle owners living close to Seacroft Drive.

Members of the public present raised the issue of dangerous parking, particularly around the Seacroft Drive area. Vehicles regularly park right up to the junction with Main Street and also on Main Street to the south side of the junction. This narrows the junction and limits visibility for those turning in or out of Seacroft Drive, particularly as there is a blind bend on Seacroft Drive. It was pointed out that the law prohibits parking within 10m of a junction. It was also pointed out that there are no road markings around the junction further along Seacroft Drive.

 

Cllr Millington explained that these concerns, and similar problems around the Main Street/Nethertown Rd junction, had been considered in detail at the Traffic Calming Committee on 14 February and a number of possible measures had been identified to ease the problems. These included double yellow lines for 10m from the junction, requesting enforcement action by the police where vehicles were causing an obstruction and publicity in the parish magazine asking drivers to park with more consideration. Cllr Kennedy agreed to ask the Village School to remind parents about the dangers of parking in these areas.

It was RESOLVED that:

  • Cumbria County Council be asked to provide double yellow lines for 10m around the junctions at Seacroft Drive/Main Street and Nethertown Rd/Main Street
  • An article be placed in the parish magazine
  • The police to be asked to take enforcement action where vehicles cause an obstruction.
  • Cumbria County Council be asked to provide road markings at the junction within Seacroft Drive.

 

24/13 MINUTES OF THE MEETING HELD ON 21 JANUARY 2013

It was RESOLVED that the minutes of the meeting on 21 January 2013 be approved as a true record and signed by the Chairman.

 

25/13 REPLACEMENT OF THE SCOUT HUT

The Chairman welcomed Helen Sharpe and Mike Greene and invited them to explain the project to replace the existing scout hut.

Mrs Sharpe explained that the plans to replace the hut were still at an early stage. The number of children involved in the beavers, cubs and scout groups was increasing and was currently around 50-60, the majority of whom live within the village. The existing prefabricated structure was

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donated some years ago by local industry and erected by volunteers. It was now in poor condition and repairs were becoming increasingly expensive. If the building was in better condition it could be used by other local groups and also for overnight stays by visiting groups/walkers. Costings were being sought for a brick structure and also for a portacabin. The costs of both options were likely to be substantial and a funding package would need to be put together over the coming months. The St Bees Scout Association was hoping that the parish council would support the project and possibly make a financial contribution.

In answer to questions, Mrs Sharpe explained that the group was considering other options, including sharing existing village facilities, before coming to a final decision on how to proceed.

Councillors expressed general support for the project and asked that the group come back to the council once the feasibility study was complete and all options had been explored.

 

26/13 FINANCE

(a)Account summary at 31 January 2013

The summary of accounts at 31 January was received (copy attached to the minutes). It was noted that Network Rail had paid the whole sum due for the use of parish council land during the bridge replacement work. The budget allocations for the traffic calming work, beach play area and walks booklets would be carried over to the next financial year and it was hoped that expenditure would fall early in the financial year.

(b) Asset review

The Clerk explained that the annual inspection of assets was now due and it was suggested that the list be divided between councillors. It was recommended that the old Acer lap-top be formally written off as all data had now been saved.

It was RESOLVED that the Acer lap-top be written off and that a list of assets to be inspected be provided to each councillor.

(c)Payroll Arrangements

It was noted that Robinson & Co had provided payroll services for the council free of charge for 8 years. With real-time reporting to HMRC being required from April, payroll arrangements would need to be reviewed. It would be possible for the payroll to be managed by the council itself or quotes could be sought from payroll agents.

It was RESOLVED that the payroll be managed by the Clerk and that the Finance & Risk Advisory Group be asked to consider appropriate internal controls.

It was further RESOLVED that a letter be sent to Robinson & Co to thank them for their services.

(d)Payments

It was RESOLVED that the following payments be approved:

·         Cheque no 1793 H F T Gough & Co – legal costs Seamill car park access £211+£40.00 VAT Total £251.00

·         Cheque no 1794 CPRE– annual subscription  Total £29.00

·         Cheque no 1795 CBC – play area inspections Feb 2013 £39.91 + £7.98 VAT Total £47.89

·         Cheque no 1796 YNH Ltd – domain name renewal £34.00 + £6.80 VAT Total £40.80

·         Cheque no 1797 J Donaldson – clerk salary Jan £504.30 + postage £7.20 Total £511.50

·         Cheque no 1798 S Heslop – refund of allotment association subs Total £2.00

·         Cheque no 1799 H Strong - allotment association subs Total £2.00

·         Cheque no 1800 K James – refund of allotment association subs Total £2.00

·         Cheque no 1801 P Graham–refund of allotment association subs Total £2.00

·         Cheque no 1802  D Robinson – reimbursement for plants (VIB)  Total £180.33

·         Cheque no 1803 J Donaldson – reimbursement for paving slabs, Wainwright wall £50.61 + £10.12 VAT  Total £60.73

 

 

 

 

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27/13 PROJECTS

(a)Beach Regeneration & Play Area Projects

The Chairman reported that the funding application for the play area had been submitted to Copeland Community Fund. If this was successful and the Community Fund agreed to provide third party funding, applications would be submitted to CWMET and WREN. CBC had postponed a decision on the proposal that they should act as ‘accountable body’ until their March meeting.

 

The Wainwright Society had provided draft designs for the information board to replace the existing board on the Wainwright wall. A similar board was to be provided at Robin Hoods Bay to mark the end of the walk. It was hoped that the new board would be in place by April.  

CBC Tourism Office had offered the parish council a licence to take over the noticeboard on the side of the toilet block at the main beach.  CBC was offering a sum of £250 towards on-going maintenance if the licence was accepted before 1 March. The proposed licence would be for one year initially and then would be terminable by one month’s notice by either party. If the parish council agreed to take over the toilet block at a future date the licence would end and the noticeboard would form part of the lease of the toilet block.

It was RESOLVED that the parish council accept the licence on the noticeboard on the terms offered by CBC.

(b) Traffic Calming

Cllr Millington reported that the application for funding for a speed gun would be considered by the Neighbourhood Forum on 28 February. Cllr Moules would attend the forum to present the application.

A meeting of the Traffic Calming Committee had taken place on 14 February. The next phase of work – the island and gateway features at the southern entrance to the village and gateway features on Outrigg – had been discussed and the committee’s recommendation was that the parish council should proceed with the work within the budget of £16200.

The committee had considered parking issues and had also discussed the implications of changes to Sellafield travel arrangements. Members had recognised the concerns about the way that changed traffic flows might affect the village and it had been agreed that suggestions for

measures to mitigate the effects should be passed to the Clerk.

It was RESOLVED that CCC be asked to proceed with the next phase of traffic calming measures as soon as possible within the agreed budget of £16200.

(c) Tree planting

The project would now be delayed until 2013/14.

(d) Walks Booklets

There was no progress to report.

 

28/13 LEAD RESPONSIBILITIES

It was agreed that discussion of this matter be postponed until the next meeting. It was suggested that the business plan projects list be reviewed to identify the tasks already completed.

 

29/13 MRWS

The decisions taken by the three decision making bodies were noted. Representatives of Allerdale and Copeland Borough Councils had met Baroness Verma who had confirmed that the current process was now concluded. However, the problem of long-term storage remained and a solution would need to be found at some stage in the future.

The Chairman reported on correspondence from a local resident who had asked questions about the parish council’s stance on the issue. The Chairman had replied and explained the parish council’s position on proceeding to stage 4 of the process. It was agreed that the Chairman

would circulate his summary of the council’s discussions on the MRWS issue to all councillors as an aide-memoire.

 

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It was suggested that the council should reflect on how best to represent the views of local residents if the issue was raised again in the future.

 

30/13 ALLOTMENT COMMITTEE

The draft minutes of the inaugural meeting of the Allotment Committee were received together with proposed terms of reference. Cllr Kennedy explained that the committee had drawn up a draft new tenancy agreement to replace the existing agreement. Minor amendments were suggested to the wording of sections 3.8.1 and 3.9.1 covering the welfare of livestock and the requirement for dogs to be kept under proper control. If accepted by the council, the draft agreement would be used as the basis for consultation with existing tenants before a final decision was taken to introduce the new agreement.

It was noted that all meetings would be publicised on the noticeboards in the usual way but it was suggested that residents living adjacent to the allotments should be informed of allotment committee meetings and be invited to attend.

It was RESOLVED that:

·      The terms of reference be approved

·      The tenancy agreement be approved as a draft for consultation with allotment holders

·      Adjacent property owners be invited to attend committee meetings

 

31/13 VILLAGE IN BLOOM COMMITTEE

The minutes of the meeting of the VIB committee on 4 February were received together with draft terms of reference.

It was suggested that the terms of reference should be amended to include a requirement for the committee to submit its budget to the parish council in the autumn of each year so that it could be approved as part of the annual budgeting process, with the VIB committee having delegated authority to incur expenditure within the agreed budget.

 

32/13 SELLAFIELD TRAVEL ISSUES

The Chairman explained that there was no further progress to report.

A letter had been received from CBC indicating that internal consultation was underway on the proposal to grant the parish council a lease on land adjacent to the station car park and on the possibility of CBC terminating its lease on the car park itself.

It was RESOLVED to write to CBC and CCC to ask what discussions were taking place with Sellafield Ltd on changes which would affect traffic patterns.

 

33/13 ROTTINGTON BECK BRIDGE REPLACEMENT

The Chairman reported that the design for the bridge had now been decided. It would be a 14m single span wooden structure. It was now anticipated that the bridge would be in place by the end of March.

 

34/13 WEB-SITE

A report was received from Ian McAndrew on the recent changes made to the parish web-site. The web-site was receiving a high number of ‘hits’ but it was noted that there was scope for local businesses to put more information on the site. It was agreed that councillors would forward any comments direct to Ian McAndrew.

 

35/13 PLANNING

(a)New Applications

·      Ref 4/13/2019/0F1    Two storey rear extension with raised deck & single storey

                                           garage to front

                                           Miramare, Egremont Rd, St Bees

It was RESOLVED that there were no objections to this application providing that neighbouring property owners had no objections.

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·      Ref 4/13/2026/0F1   Installation of 500KW wind turbine with ancillary development

                                         including temporary access tracks and crane pads

                                         Land to south-west of  Fairladies Farm, Outrigg Rd St Bees

It was RESOLVED to raise strong objections to this application on the grounds that a turbine of this size was totally inappropriate in an agricultural setting in a landscape of county importance. The turbine would be clearly visible from a long distance, including from St Bees Head, and set against the two smaller existing turbines it would have an unacceptable visual impact.

 

·      Ref 4/13/2047/0F1 Installation of a 15m high anemometer mast for 6 months –     

                            Land near Highfield Farm, Egremont

It was RESOLVED that there was no objection to this application which was intended to collect data as a precursor to a full application for a wind turbine. The council would consider the suitability of the size and location of a turbine if/when a further application was made.

 

(b) Council Policy on wind turbines

The issue of how the council should respond to wind turbine applications was discussed. It was felt that a general policy was now required to assist in the consideration of applications.  It was agreed that the Chairman would circulate a document to all councillors for consideration at a future meeting.

 

(c) Applications approved/refused

The following decisions by CBC were noted:

·         Erection of decking at rear of dwelling, 5 Fairladies – APPROVED with conditions requiring additional screen planting

·         Replacement of extant permission to extend time limit for implementation (removal of non-traditional building and convert traditional buildings to 2 residential units), Town Head Farm, Main Street – APPROVED

·         Replacement of conservation area consent for above – APPROVED

 

36/13 OUTSTANDING ITEMS FROM THE ACTION LIST

The Clerk reported on progress with the following outstanding matters:

  • Highways defects –A letter was sent to Highways following the last meeting. A response had been received from the Better Highways Team leader stating that they were unable to give a timescale for responding to the request for a progress report due to the volume of work. Councillors expressed disappointment that, having completed the survey of the parish at the request of Highways, the council could see little evidence of repairs being done and could not even obtain a progress report. It was RESOLVED to write to the Area Engineer to express the council’s concern.
  • Fairladies road subsidence – Highways had asked United Utilities to check that there was no leak from their pipes or tank which might have caused the subsidence but this had now been ruled out. The problem was thought to be due to settlement and Highways were planning to excavate and fill the hole as part of their planned work programme (probably by the end of February).
  • Wainwright wall -Additional paving would be put around the Wainwright Wall very shortly. The slabs would be provided by the parish council and laid by volunteers from the lifeboat when they installed their new collection box.
  • Main noticeboard repairs- The joiner had recommended replacement of the board rather than repairs as its condition had deteriorated in recent months. The cost would be £600.
  • Grasscutting 2013/14 – Clerk had met the contractor to look at the additional areas which might need to be cut if the CBC cuts were implemented. He would provide a quote for the extra work together with details of the price increase he is seeking on his existing contract for consideration at the next meeting.

 

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37/13 REPORT FROM COMMUNITY POLICE OFFICER

PCSO Kane had provided a written report. Officers were continuing to monitor the speed of vehicles in the village and a number of drivers had been offered, and accepted, speed awareness courses as an alternative to penalty points. A number of those stopped were from the village.

Two of the recent traffic accidents at Outrigg had involved drivers who were found to be over the prescribed limit for alcohol.

The police would be paying attention to parking around junctions in light of recent concerns and parking enforcement officers would be visiting at school times and, where possible, in the evenings to tackle illegal parking. The police would also be speaking to children at the village school about traffic safety.

The Neighbourhood Watch and Farm Watch Schemes in the village were working well. The police would be happy to speak to anyone interested in setting up a scheme in their area.

 

38/13 REPORT FOR CBC

There were no items to report.

 

39/13 REPORT FOR CCC

It was reported that there was concern among local residents about the state of roads in the parish. The road surface was breaking up in a number of locations and large pot-holes were appearing. It was suggested that local residents should be encouraged to report defects to Highways and that details of how to report defects should be publicised in the parish magazine.

Once defects had been reported the council could follow the matter up with Cumbria Highways if repairs were not carried out.

 

40/13 CORRESPONDENCE

(a)A letter had been received from Enterprisemouchel seeking feedback on the works recently undertaken on the A595 at Moor Row. Noted.

(b) Walney Extension Offshore Wind Farm Project -A mini consultation report had been received on the consultations which took place last autumn. An invitation had been received to an Onshore Project Design event on 25 February in Morecambe. As it was unlikely that anyone would be able to attend the Clerk had asked if they would forward copies of presentations/handouts.

(c) A letter had been received from Natural England about forthcoming consultation with owners and occupiers of land as part of the programme to provide public access along the coast from Whitehaven to Silecroft.  An event was to be held on 20 March 12 noon to 8pm at the Seacote Hotel for owners/occupiers of land which might be affected.

(d) Details had been received of Cumbria Community Tourism Conference to take place on 22 March in Kendal. It was RESOLVED that Cllr Argyle attend on behalf of the council.

FOR INFORMATION  

Conserving Lakeland magazine (Friends of the Lake District)

CALC Circular Feb 2013

GoLakes Travel Bulletin

 

41/13 ITEMS FOR INFORMATION

(a)Cllr Hill reported that CBC would be taking a final decision on the proposed budget cuts later in the week.

 

42/13 DATE & TIME OF NEXT MEETING

It was RESOLVED that the next meeting take place on Monday 18 March 2013 at 7.00pm in the Village Hall.