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

Monday 20 May 2013 at 7.00pm in the Village Hall

PRESENT: Cllrs D Sim (in the Chair), P Argyle, 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 : Mr A Oldham, Internal Auditor

 

81/13 ELECTION OF CHAIRMAN & VICE CHAIRMAN

Nominations were sought forthe office of Chairman and Vice Chairman for the coming year.

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

 

82/13 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr N Bettinson

 

83/13 DISPENSATIONS & DECLARATIONS OF INTEREST

Cllrs Argyle, James and Kennedy had previously been given dispensations to allow them to participate in discussions of allotment matters. Cllr Hewetson declared a non-pecuniary interest in item 87/13h (donation request from St Bees Garden Society) as her spouse is a committee member and treasurer of the Society.

 

84/13 PUBLIC PARTICIPATION

No issues were raised.

 

85/13 MINUTES OF THE MEETING HELD ON 15 APRIL 2013

It was RESOLVED that the minutes of the meeting on 15 April 2013 be approved as a true record and signed by the Chairman.

 

86/13 APPOINTMENT OF COMMITTEES/ADVISORY GROUPS & REPRESENTATIVES

TO OUTSIDE BODIES

The existing membership of committees and advisory bodies was considered together with representation on the Adams Recreation Ground Committee and Shepards and Whitehead Charity.

Cllr Moules announced his intention to stand down from the Allotment Committee.

It was RESOLVED that:

  • the existing membership of committees/advisory groups remain unchanged apart from the resignation of Cllr Moules from the Allotment Committee
  • Cllr Kennedy continue as representative on the Adams Recreation Ground Committee and Cllrs Bettinson and Hewetson continue as representatives to the Shepards and Whitehead Charity.

 

87/13 FINANCE

(a)Finance report

Cllr Strong gave a report of the Finance & Risk Advisory Group meeting on 15 May. The year end figures had been reviewed and were in line with recent predictions. The income received in 2012/13 was higher than budget due to unexpected income in grants and payment from Network Rail. Expenditure was lower than budget as several large projects had over-run and it was expected that these projects would now complete in 2013/14. Much of the sum carried over into the current financial year was earmarked for specific projects with the general reserve for cash flow and contingencies standing at £9964.

The group had looked at updated information on costs for the coming year which gave no cause for concern.

 

(b) Asset Register

The asset register at 31 March 2013 was received and noted.

The repair to the wall of the Pinfold had been completed and the minor repair items noted during the inspection of assets had been passed to the lengthsman. The possible replacement of the information boards at Sea Mill would be considered as a possible project for inclusion in next year’s budget.

 

(c)Insurance

The renewal premium for the period 1 June 2013 – 31 May 2014 (including cover for the new Wainwright board and Coast to Coast banner) was £1089.61, a reduction on the current premium. This included a 5% discount for Quality Parish status and 5% for a 3 year agreement. The public liability cover would be increased to £10 million and the cover for fidelity insurance to £250,000.

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It was RESOLVED to renew the policy through AON UK Ltd at a cost of £1089.61

 

(d) Internal Audit Report 2012/13

The Chairman invited Mr Oldham to present his report for 2012/13.

Mr Oldham said that he was satisfied that the council had maintained a satisfactory level of internal control throughout the year and noted that the new accounts spreadsheet had improved the monitoring of income/expenditure against the budget. His report detailed some minor changes to the spreadsheet which he felt would be beneficial and contained recommendations for improving the risk management policy. One of his colleagues had offered to assist the council in rewriting the risk management policy if the council wished to take up the offer. He also noted that the review of Standing Orders had begun but had not yet been completed and suggested that the council consider reaffirming the existing standing orders for a period until the review could be completed.

Councillors thanked Mr Oldham for his work over the last year.

It was RESOLVED that:

  • The internal audit report be accepted and that the Finance & Risk Advisory Group consider the detailed recommendations
  • The offer of assistance in rewriting the risk management policy be accepted
  • The existing Standing Orders be retained for a period of 6 months until the review could be completed

 

(e)Appointment of Internal Auditor for 2013/14

Mr Oldham indicated that he was prepared to continue as Internal Auditor for the coming year.

It was RESOLVED that Mr A Oldham be appointed as Internal Auditor for 2013/14.

 

(f) Accounts for 2012/13 and Annual Return

The summary of accounts for 2012/2013 was received together with a breakdown of funds carried over. The Annual Return was reviewed and the eight statements in the Annual Governance Statement were considered.

It was RESOLVED that the accounts for 2012/2013 be approved and signed by the Chairman and that the Annual Governance Statement be confirmed and signed by the Chairman.

 

(g) Bank Mandate

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

 

(h) Donations

Three requests for donations were considered. It was noted that the donations budget for the year was £500 and that it was the council’s policy to retain some funds to be distributed in the autumn.

It was RESOLVED that a donation of £156.00 be made to St Bees & District Garden Society towards the costs of the Annual Show but that no donation be made on this occasion to the Great North Air Ambulance or to pupils of West Lakes Academy seeking financial support for an expedition to Morocco.

(i) Payments

It was RESOLVED that the following payments be approved:

  • Cheque no 001817 Aon UK Ltd –annual insurance premium £1089.61
  • Cheque no 001818 CBC – playground inspection May £39.91+£7.98 VAT Total £47.89
  • Cheque no 001819 I McAndrew – hosting web-site £60.00 & weather station £70.00 Total £130.00
  • Cheque no 001820 Cumbria Playing Fields Association – annual subscription - £25.00
  • Cheque no 001821 J Donaldson – reimbursement for printer cartridge £24.99 + £5.00 VAT & postage £6.95 Total £36.94
  • Cheque no 001822 P Argyle – travel expenses for Tourism Conference 127 miles @0.45p £57.15
  • Cheque no 001823 A Armstrong – new noticeboard Total £600.00
  • Cheque no 001824 St Bees Priory PCC – room hire £39.00
  • Cheque no 001825 B Nesbitt- reimbursement for planters (VIB) £48.33 + £9.67 VAT Total £58.00
  • Cheque no 001826 Egremont Town Council – contribution to lengthsman scheme 2013/14 £450.00
  • Cheque no 001827 St Bees Priory PCC – grant from Centenary Book Fund (agreed at last meeting) £950.00
  • Cheque no 001828 Viking –stationery £47.85 + £9.57 VAT Total £57.42

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  • Cheque no 001829 G S & B Barwise – repairs to Pinfold wall £250 + £50 VAT Total £300.00
  • Cheque no 001830 J Donaldson – Clerk salary May 2013 nett £415.10

 

88/13 PROJECTS

(a)Beach Regeneration & Play Area Projects

The draft minutes of the Beach Regeneration Committee on 30 April were received and noted.

The Chairman reported that Copeland Community Fund had confirmed the grant of £30,250 subject to details of the chosen supplier being submitted once the tender process was complete. Additional information had been supplied to support the application to WREN with a decision expected in August. The next step was for CBC to seek tenders from possible suppliers and Cllr Moules agreed to update the equipment specification for discussion with CBC officers.

 

An advertisement was being prepared inviting tenders for opening/closing/cleaning the beach toilets from October when CBC would cease to provide a service.

The new information boards for the Wainwright wall and the Coast to Coast banner were expected to be delivered this week and arrangements had been made for them to be fitted by the lengthsman. The official unveiling of the Wainwright interpretation board would be performed by Eric Robson on 26 May at 10.00am. Cllr Argyle agreed to prepare posters for the noticeboards and Cllr Robson would contact the local press.

It was RESOLVED that refreshments be provided at the Seacote Hotel for guests.

 

The new bridge was in place and the area was generally tidier, although the final landscaping of the area would not be completed until CBC had finished work on the area around the beck.

It was RESOLVED to contact CBC to seek a report on progress and plans for remediation.

 

Plans were going ahead for the beach event on 25 August. A number of groups had expressed an interest in having stalls, organising activities etc and it was hoped to have a kite flying display. The costs to the parish council would be relatively low and would be met from the beach budget. Cllr Argyle would act as co-ordinator for the event and would prepare an estimate of costs for the next meeting.

 

(b) Traffic Calming

Cllr Millington reported that a meeting had taken place with the Traffic Engineer on 10 May. The design for the island by Fairladies had been finalised and it was expected that CCC would issue an invoice shortly for the contributions from the parish council and St Bees School. The work was expected to be carried out in August/September. Any funds remaining in the budget once the island was completed would be used as first priority to provide gateway features on Egremont Rd with additional gateway features on Outrigg as second priority.

Cllr Moules reported that he had contacted Lowca Parish Council about the possible purchase of their speed gun. A grant of £560 had been awarded by the Neighbourhood Forum and it would be necessary to find further funds to meet the asking price. Cllr Moules explained that twenty volunteers had come forward to operate the Speedwatch Scheme and he proposed that a maximum sum of £640 be used from reserves to purchase a speed gun.

It was RESOLVED that a maximum sum of £640 be allocated from reserves and that discussions take place with Lowca PC to purchase their speed gun.

 

(c) Walks Booklets

The booklet recently published by the PCC on 100 years of Village Life contained details of walks around the village and it was suggested that it might be appropriate for the parish council to consider other ways of providing walks information rather than the traditional booklet format. Postcard-sized maps of routes could be considered with information on the web-site which could be downloaded. Cllrs Sim and Robson would investigate the options and report back to the council.

 

It was noted that the tourist leaflet prepared by CBC was available in other places but there were few copies available locally. Cllr Robson agreed to obtain more copies for local outlets and to investigate the possibility of putting a large map in the shelter at the main beach.

 

 

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89/13 ALLOTMENTS

The draft minutes of the meeting of the Allotment Committee on 8 May were received and noted.

Cllr Kennedy explained that the committee had considered the comments received on the proposed tenancy agreement and had made some amendments to the draft agreement. The committee’s recommendation was

that the new agreement should be introduced from 1 January 2014. In future rent would be due annually on 1 January so it was proposed to issue bills for the six month period from 1 July to 31 December. The current state of the plots had also been reviewed and a letter was to be sent to one plot holder.

A local resident had asked that the parish council prevent allotment holders from parking on Sea View. However, as this is a public highway, anyone was permitted to park there providing no obstruction was caused. The Clerk would be writing to local residents to explain the position.

It was RESOLVED that the new tenancy agreement be adopted subject to minor amendment to sec 3.3.1.(d) and that allotment holders be offered the opportunity to pay in advance for the year commencing 2014 at current rates.

 

90/13 MRWS

The government was now seeking views on the site selection process for a geological storage facility which culminated in January 2013 in a ‘yes’ response from CBC and ABC and a ‘no’ from CCC. A lengthy discussion took place and a range of different views were expressed by councillors.

It was RESOLVED that a response be made on behalf of the parish council emphasising the following points as key issues: the lack of trust in the process, the lack of an effective and acceptable decision- making body and process, the lack of a clear and unambiguous right to withdraw, and the lack of clarity in the community benefits package.

It was further RESOLVED that councillors should also make individual responses to reflect the range of views.

 

91/13 MEETING WITH ST BEES SCHOOL

The Chairman gave a brief report on the recent meeting with the Headmaster and Bursar of St Bees School. It had been a useful meeting and it was proposed to hold a further meeting in the autumn. It was agreed that the Chairman would circulate a summary of the meeting to all councillors.

 

92/13 RECENT GAS MAIN REPAIRS, MAIN STREET

The recent problems with gas main repairs were discussed. The road closure had led to a significant loss of trade for local businesses and the ambiguous signage of diversion routes had caused problems for drivers. The apparent lack of urgency to complete the work had led to considerable frustration. Cllr Argyle offered to provide a diary of events which could be discussed with Cllr Wormstrup, the new CCC ward councillor.

 

93/13 SEA MILL CAR PARK

A letter had been received from a local resident about the deterioration in the surface of the car park at Sea Mill since the recent work on the railway bridge.

It was RESOLVED to contact Network Rail to ask that they reinstate the surface to its previous condition.

 

94/13 FOOTWAY LIGHTING

Details had been received of CBC’s new policy on footway lighting. Electricity North-West had decided that it would no longer allow footway lighting to be fixed to electricity poles and would require the removal of these lights in the coming months. There were estimated to be some 200 such lights across Copeland, including a number in Rottington. CBC had decided that it would not replace these lights unless a parish council or other group undertook to meet the installation and on-going costs. In addition CBC had also decided that it would not replace other footway lights when they reached the reached the end of their life.

The policy document was noted and it was agreed that the new policy be publicised in the parish magazine.

 

95/13 REPORT ON ON-GOING MATTERS

The Clerk reported on progress with the following matters:-

  • Sellafield travel issues – a reply had been received from CBC stating that provision of car parking was a condition of planning approval for the Albion Square development and the developer had secured approx. 300 reserved places in the multi-storey car park. A Transport Assessment was done as part of the planning application and the approval required implementation of a Travel Plan and controls to ensure that it would be reviewed on an annual basis.

 

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  • Cycle route consultation –a draft report had been prepared by EnterpriseMouchel and was now with Highways Agency for review. It would then be circulated to consultees for comment.
  • The Koebner memorial seat due to be put back in position on Tomlin on 31 May.

 

96/13 PLANNING

(a)Parish Council Policy on Wind Turbine Applications

A revised draft policy had been circulated, incorporating the amendments agreed at the last meeting.

It was RESOLVED that the revised policy be adopted.

It was noted that the application for a 500KW turbine at Fairladies Farm was to be considered by the Planning Panel on 22 May. The parish council had requested the right to speak at the meeting and Cllr Argyle had volunteered to represent the council.

 

(b) New Applications

The Planning Advisory Group reported on the following recent applications received for comment:

  • Ref 4/13/2126/0F1 Change of use from former residential care home to provide dwelling

4 Seacroft Drive, St Bees

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

  • Ref 4/13/2151/0F1 Construction of front porch

1 Ellerbeck Barns, Egremont

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

  • Ref 4/13/2154/0F1 Demolition of detached flat roof garage & proposed integrated garage/utility to ground floor and bedrooms to first floor

27 The Crofts, St Bees

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

  • Installation of single 250KW wind turbine & associated infrastructure

Land at Highfield Farm, Egremont

It was RESOLVED that the council object to this application on the grounds that it would have a detrimental effect on the landscape in view of its size and position on elevated ground.

(c) Applications approved/refused

The following decisions by CBC were noted:

  • Installation of anemometer mast for 6 months, Highfield Farm, Egremont- APPROVED.
  • Remove part roof & erect second storey over part of dwelling, remove flat roof & fix new pitched roof, Fleatrigg, High House Rd – APPROVED
  • Two storey rear extension with raised deck & single storey garage to front, Miramare, Egremont Rd - APPROVED

 

(d) Neighbourhood Plan

A meeting of the steering group had taken place on 22 April. The first public consultation event would be the annual parish meeting on 10 June. Cllrs Kelly and Moules would be making a presentation explaining what a Neighbourhood Plan was and how local residents could be involved. Cllr Argyle had prepared publicity posters for the noticeboards and the parish magazine. Funding was available for groups preparing a Neighbourhood Plan and the likely costs were being investigated.

It was RESOLVED that the steering group be authorised to draft an application for grant funding and that the Clerk be authorised to purchase refreshments for the annual parish meeting.

 

97/13 REPORT FROMCOMMUNITY POLICE OFFICER

PCSO Kane had provided a brief written report. There had been several minor traffic collisions on the outskirts of St Bees but no serious incidents. There had been no reports of crime or anti-social behaviour.

 

98/13 REPORT FOR CBC

Cllr Hill gave a brief report on developments at West Cumberland Hospital, including the difficulties in securing sufficient numbers of junior doctors.

 

99/13 REPORT FOR CCC

It was RESOLVED to invite Cllr Wormstrup, the new County Councillor for the Egremont north division, to attend a parish council meeting to discuss issues of concern in St Bees and to write to Cllr Southward to express the council’s thanks for his help and support during the time he had represented the St Bees area.

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100/13 CORRESPONDENCE

  • A letter had been received from CBC about proposed modifications to the Copeland Local Plan (Core Strategy and Development Management Policies) following the public examination. It was noted that the deadline for comments was 7 June.
  • A letter had been received from CBC confirming that it had formally adopted the South Whitehaven Plan Supplementary Planning Document. Noted.
  • A letter had been received from Open Spaces Society about work to clarify the new Local Green Space designation and seeking donations to fund the lobbying of government. It was RESOLVED that no donation be made.
  • A copy of correspondence had been received between a local resident and Cllr Southward about the reintroduction of a 20mph limit in the village. Noted.
  • Details had been received of an event at Rheged on 14 June ‘Housing Options for rural communities in Cumbria’. Noted.
  • Details had been received of a symposium being held at Westlakes on 4/5 June ‘Living on the edge: Coastal Tourism and Sustainable Consumption’ . Noted.
  • Details had been received of a CVS Funding Fair at Lillyhall on 10 July. Noted.

ITEMS FOR INFORMATION

CALC Circular May 2013

Cumbria Coastal Access monthly Update May 2013

Fieldwork (CPRE) Spring 2013

Countryside Voice (CPRE) Spring 2013

Cumbrian Wildlife May 2013

Conserving Lakeland (Friends of the Lake District)

 

101/13 DATE & TIME OF NEXT MEETING

The calendar of meetings for the coming year was received.

It was RESOLVED that the next monthly meeting take place on Monday 17 June 2013 at 7.00pm in the Village Hall with the Annual Parish Meeting taking place on Monday 10 June at 7.00pm in the Village Hall.

 

 

 

 

 

Signed…… ……………………….. Date……………………..