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

Monday 19 May 2014 at 7.00pm in the Village Hall

PRESENT: Cllrs D Sim (in the Chair), P Argyle, G Gilmour, B Hewetson, J Haile, I Hill, K James, F Kennedy, D Millington, M Riley, C Robson, H Strong and the Clerk

In attendance : Cllr H Wormstrup, County Councillor for St Bees/ Egremont North

Mr J Dixey & Ms L Singleton, CCC Connecting Cumbria Project

Dr I McAndrew, Parish Broadband Champion

Mr A Oldham, Internal Auditor (Finance item only)

 

82/14 ELECTION OF CHAIRMAN & VICE CHAIRMAN

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

It was RESOLVED that Cllr Sim be elected as Chairman (proposed by Cllr Kennedy, seconded by Cllr Strong) and that Cllr Millington be elected as Vice Chairman (proposed by Cllr Argyle, seconded by Cllr Kennedy).

Cllrs Sim and Millington then signed the Acceptance of Office.

 

83/14 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr N Bettinson.

 

84/14 DISPENSATIONS & DECLARATIONS OF INTEREST

There were no declarations of interest.

 

85/14 PUBLIC PARTICIPATION

No issues were raised.

 

86/14 MINUTES OF THE MEETING HELD ON 28 APRIL 2014

It was RESOLVED that the minutes of the meeting on 28 April 2014 be approved as a true record and signed by the Chairman.

 

87/14 APPOINTMENT OF COMMITTEES/ADVISORY GROUPS & REPRESENTATIVES TO OUTSIDE BODIES

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

It was RESOLVED that:

  • the existing membership of committees/advisory groups remain unchanged apart from the addition of Cllr Robson to the Beach Regeneration 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.

 

88/14 LEAD RESPONSIBILITIES

It was RESOLVED that the lead responsibilities for 2014/15 be as follows:

Nuclear Issues

G Gilmour

Commons

D Sim

Footpaths

C Robson

Web-site

D Sim

Priory Paddock

N Bettinson

Media relations

C Robson

Speedwatch

S Moules

Boat Park

G Gilmour

Station car park

D Millington

Drainage & Flooding

N Bettinson

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89/14 BROADBAND

The Chairman welcomed Mr Dixey and Ms Singleton, Project Managers for the Connecting Cumbria Project. They explained that the three BT cabinets which serve the parish were being upgraded and superfast broadband would be available from late August/early September. 80% of properties in the parish would be able to receive speeds of 24 mbs with the remaining 20% able to receive speeds of between 2 and 24 mbs. In order to receive superfast broadband householders would need to enter into a contract with a service provider and there would always be at least two companies offering a service. Even when the initial roll-out was complete there would be further work to improve the level of coverage across the parish.

The Chairman thanked Mr Dixey and Ms Singleton for their report. Mr Dixey and Ms Singleton then left the meeting.

 

90/14 CCC ISSUES

Cllr Wormstrup reported that he had made further enquiries following the last meeting and the replacement illuminated school sign had now been ordered and would be installed as soon as possible.

Cllr Wormstrup also reported that he had nominated Dr D Rhodes to serve as a Local Authority governor for St Bees Village School.

It was noted that Highways had now stated that residents parking permits could not be issued for Main Street without a change to the Traffic Regulation Order. This differed from the advice given to the Traffic Calming Committee by CCC officers in 2012.

It was RESOVED to ask CCC to make the necessary changes to enable permits to be issued to householders who had no off-street parking in order to exempt them from the time restriction.

 

91/14 CBC ISSUES

Cllrs Hill and Wormstrup had received a number of complaints from residents about the travellers encampment at the beach car park and they reported that CBC Legal Dept were taking the appropriate legal steps to deal with the issue.

There had been some damage to the ladies toilets and it was agreed that the Cllrs Robson, James, Hewetson and Bettinson would meet to review the situation and recommend any further action required. It was noted that staff at Thomas Milburn Property Ltd had been very helpful in keeping the toilets open and in a reasonable condition over this difficult period.

It was RESOLVED to write to Mr Milburn to thank him for the excellent service.

It was noted that the referendum on whether Copeland should have an elected mayor would take place on 22 May.

Cllr Wormstrup then left the meeting.

 

92/14 FINANCE

(a) Internal Audit Report

Mr Oldham presented his internal report for 2013/14. In summary, the council’s finances were in good order and well controlled. He noted that some of the recommendations from last year were still to be implemented and looked forward to seeing the policy reviews completed in the coming year. It was agreed that the Finance & Risk Group would work to complete the recommendations as quickly as possible. On behalf of the council the Chairman thanked Mr Oldham for his work.

(b) Asset Register

The asset register at 31 March 2014 was received and noted.

 

(c) Accounts and Annual Return

A summary of the accounts for 2014/15 to date would be available for the next meeting but it was noted that much of the anticipated income had been received, as the precept, council tax support and concurrent services grants had all been paid into the council’s account in April.

 

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The statement of accounts for 2013/14 was then received. It was noted that the expenditure for the year included a number of projects for which funding had been carried over from the previous year.

The Annual Governance Statement was then considered.

 

It was RESOLVED that the annual accounts for 2013/14 be approved and that the statement of governance be agreed and signed by the Chairman.

 

(d) Insurance

It was noted that a quotation had been received from AON for the renewal of the policy for the coming year at a cost of £ £2684.74, including cover for the new play equipment. The cover for the new items had increased the cost by approx. £1000. The Clerk had obtained a quotation from Zurich for the same level of cover at a cost of £1527 for a 1`year agreement and £1390 for a 3 year agreement. It was noted that there would be penalty charges if the current policy was terminated within the three year term of the agreement.

It was RESOLVED to accept the lower quotation from Zurich and enter into a three year agreement with them.

 

(e) Appointment of Internal Auditor for 2014/15

It was RESOLVED that Mr A Oldham be appointed as Internal Auditor for 2014/15.

 

(f) Bank Mandate

It was RESOLVED that the mandate remain unchanged.

 

(d)Payments

It was RESOLVED that the following payments be approved:-

  • Cheque no 001948 – play area inspections Outrigg Apr- June £126.99 + £25.40 Total £152.39
  • Cheque no 001949 I McAndrew – hosting of web-site 2014/15 £60.00 & weather station £70.00 Total £130.00
  • Cheque no 001950 Harrisons Packaging – poop scoop bags £156.99 + £31.40 VAT Total £188.39
  • Cheque no 001951 Viking – new printer £149.95 + £29.99 VAT Total £179.94
  • Cheque no 001952 CBC – NNDR Beach Toilets 3 rd monthly payment Total £150.00
  • Cheque no 001953 J Donaldson – reimbursement for postage Total £8.84
  • Cheque no001954 J Donaldson – Clerk salary May nett Total £450.71
  • Thomas Milburn Property Ltd – toilet service £583.33 + £116.67 VAT Total £700.00

 

Payments since last meeting to report:

Cheque no 001946 Network Rail – VAT due on station car park licence £80.00

Cheque no 001947 St Bees & District Garden Society – donation £156.00 (agreed at last meeting)

 

93/14 PROJECTS

(a)Beach Regeneration

(i) Play Area

The installation of the play equipment had begun on 12 May and was expected to be completed in four weeks. There would then be some minor work required to reinstate the ground following the drainage work but it was anticipated that the play area would be open before the school summer holidays. Discussions were taking place with the village school about an opening ceremony.

Cllrs Strong and Argyle reported on the play area inspection course they had attended. They intended to meet the contractor to discuss arrangements for routine maintenance. The play area would need to be inspected weekly and it was agreed that this would be done initially by Cllrs Strong and Argyle. More detailed monthly/quarterly and annual inspections would be done by CBC and ROSPA.

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Long term maintenance issues would need to be assessed and appropriate financial provision made. It was suggested that an annual fundraising could be organised.

It was RESOLVED to set up a sinking fund to cover the costs of long term replacement of play equipment.

 

(ii) Rottington Beck

The planned work on the flume at Rottington Beck was in progress. It was agreed that CBC should be asked to leave in place the gravel laid to create an access road, as it was likely to be some time before a landscaping project could be funded.

 

(iii) Information Board

Cllrs Robson and Argyle had painted the shelter and it was now ready for the new information board to be fitted. The side walls would carry a panel from the Priory history display and details of the village history exhibition at the Priory. The Clerk would ask the lengthsman to install the board.

It was RESOLVED to purchase a metal sign acknowledging the sponsorship.

It was also noted that CBC officers would be visiting the beach area shortly as part of the project to provide information boards at the main beaches in the borough.

(iv) Beached Art Event

The Chairman reported on the recent event organised by the Wildlife Trust.

 

(b) Traffic Calming

Cllr Moules reported that he was still seeking a volunteer to organise the Speedwatch rota. It was agreed that he would produce a spreadsheet with a preliminary rota and that volunteers would be asked to arrange substitutes if they were unavailable. The aim would be to have the scheme in operation before the June meeting.

 

(c) Community Events

Cllr Argyle reported that the Guides and Brownies were keen to have a stall at the Beach Bash in August. Cllr Kennedy was liaising with Mark Wear about the main event.

Cllr Kennedy reported that he had received an offer of help from a local resident with the WW1 exhibition of artefacts which would be displayed in August. The performance of the play to mark the outbreak of WW1 was likely to take place in the autumn.

 

(e) Office Improvements

The Chairman reported that no further work had taken place since the last meeting.

 

(f) Tree Planting

It was noted that the additional tree supports would be ordered shortly and that Cllr Bettinson was in discussion with the PCC about the suggestion that trees could be planted in memory of village residents who were killed during WW1.

 

94/14 GEOLOGICAL DISPOSAL OF NUCLEAR WASTE

Cllr Gilmour had attended the public meeting of the Committee on Radioactive Waste Management on 30 April and his report had been circulated. The event had been well attended and it was clear that lack of trust in DECC was a significant issue for local people.

 

95/14 CLERK’S REPORT ON ONGOING MATTERS

The Clerk’s report on ongoing matters was received and the following points were noted:-

  • Brown Tourist signs – The refusal of the application for brown tourist signs on the main roads was discussed. It was RESOLVED to write to CCC to challenge the refusal of the application.

 

 

853

  • Printer – the parish council printer had stopped working and a replacement had been ordered as an urgent item after consultation with the Chairman. It was RESOLVED that the old printer be written off.
  • Algae, Pow Beck –the problem had been reported to the Environment Agency who had agreed to investigate and report back.
  • Repainting of Yellow Lines – Cumbria Highways had confirmed that work on line painting/signs was to take place shortly. Clarification was being sought on the type of village entry signs to be installed.
  • Sale of Land to United Utilities - Brockbanks had been asked to act on the parish council’s behalf. The purchase price negotiated by the parish council’s land agent was £450 with £300 compensation for disturbance to the land.
  • Accident on lifeboat ramp –the Clerk had been contacted about an accident at the lifeboat ramp in which a visitor had fallen and broken her leg. As the ramp is a CBC responsibility the details had been passed on to CBC. The husband of the casualty had also telephoned for help in contacting those who came to their assistance and the Clerk had been able to facilitate contact with those involved.
  • Legionella testing – discussions had taken place with CBC on arrangements for legionella testing in this financial year. The work would continue to be done by the same contractor but he would submit invoices direct to the parish council.

 

96/14 PLANNING

(a)New Applications

No new planning applications had been received since the last meeting.

 

(b) Applications approved/refused

No decisions had been notified by CBC. A decision had not yet been made on the application for the storage of scaffolding at Dovecote Barn, High Walton.

 

(c)Other planning matters

It was noted that the Copeland Strategic Housing Land Availability Assessment was now available in final draft form. The Chairman would pass on the details to the Planning Advisory Group.

The Clerk was asked to confirm with the Planning Dept whether temporary wooden structures require planning approval.

 

97/14 REPORT FROM COMMUNITY POLICE OFFICER

No report had been received. As it was some time since a police representative had attended a meeting it was agreed that a representative be asked to attend the next meeting.

 

98/14 CORRESPONDENCE

(a) Correspondence had been received from Mr M Hurst whose late parents lived in the village for many years, offering to provide a seat in their memory. It was RESOLVED that the offer be accepted and that the Clerk liaise with the donor about a suitable model.

(b) Information had been received from Cumbria CVS on free training courses for local groups. Subjects would include Roles & Responsibilities of Charity Trustees, Business Planning and Funding Strategy. The training was free but there would be refundable deposit. The training was open to all local voluntary groups.

(c)Correspondence had been received from Alan Cleaver, explaining a project to survey and renovate holy wells in Cumbria. The project was being organised by the Orthodox Church and it was thought that St Bega’s well in St Bees might be included. It was noted that the well stands on private land and discussions were taking place with the landowner. It was RESOLVED to offer support in principle to the project.

 

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(d)Details had been received of the PDSA visit to St Bees on Thursday 21 August at the beach car park.

(e) A letter had been received from the Open Spaces Society seeking donations to help fund their campaign to save village greens threatened by recent changes in legislation. It was RESOLVED to make no donation on this occasion.

(f) Details had been received of a community training course organised under the auspices of the lengthsman project. The course was titled ‘Make Your Own Planter’ and would take place on 21 June at Cleator Moor. Details would be publicised in the parish magazine and noticeboards.

 

ITEMS FOR INFORMATION

CALC Circular May 2014

Coastal Access Update May 2014

Healthwatch Cumbria Newsletter

Cumbria Wildlife Trust Newsletter May 2014

 

99/14 ITEMS FOR INFORMATION/NEXT AGENDA

(a)The Chairman reported thatthe route of the public footpath at Seamill had been changed and new fencing installed. A new kissing gate was to be installed. Enquiries had been made and it appears that for many years the footpath has not been following the route on the Definitive Map. Although the line of the footpath is now correct, people are climbing the fence at the point where the old stile used to be. It was suggested that it would be useful to have a new stile in the old location in addition to the kissing gate.

 

100/14 DATE & TIME OF NEXT MEETING

It was RESOLVED that the Annual Parish Meeting take place at 6.30pm on Monday 16 June 2014 followed immediately by the monthly meeting of the Parish Council