Minutes of meeting held 8th September 2010
in the Supper Room Gosforth Public Hall - 7.00pm
Present : Messrs. Ancell, Bailey, Gray, McKinley (Chairman), Norman, Wright; Mrs Balmer, Mrs Gallery-Strong.
1. Apologies: Dr Hutson ( Holiday); Mr Davies, Mr Jacob (Both business).
2. Declarations of interest . None
3. Chairman's opening remarks. The Chairman said that with the meeting’s approval he would like to alter the format of the agenda for this and all subsequent meetings, and take ‘Representatives’ Reports’ immediately after ‘Main Business’. His reasoning was that this would reflect the importance of those reports in relation to the council’s business. This was agreed.
4. Minutes of the previous meeting held on 11th August 2010. These were approved (Proposed Mr Gray, secomded Mr McKinley). Also approved was the note for the record of the meeting on 24 th August between the Chairman & The Clerk and Seascale Parish Council representatives regarding the Burial Ground.
5. Actions arising from the minutes.
1. Generate Risk Assessment procedure. Action – Mr McKinley, The Clerk Action ongoing.
2. Negotiate with solicitors ref Playing Field Trust. Action – The Clerk Action ongoing – Acceptance from the Charities Commission was awaited.
3. Progress estimates for carpark floodlighting. Action – The Clerk. Action ongoing.
4. Discuss draft Business Plan for transfer of carpark with Copeland BC. Action – The Clerk, Mr McKinley. Action ongoing – Awaiting acceptance of business plan from Copeland BC. See also Item 7b below.
5. Send copy of first rental payment on Gravel Pit to the Land Registry. Action ongoing. Action – The Clerk.
6. Arrange a demonstration of the CCTV system and provide a detailed cost estimate. Action – Mr Jacob. Action ongoing.
7. Draw up draft Memorandum of Understanding ref Gosforth – Ponsonby PC working. Action – The Clerk. Action ongoing.
8. Review Toilet Cleaning contract. Action – Mr Norman, The Clerk. Action ongoing.
9. Arrange an assessment of Toilet electrics & plumbing. Action ongoing. Action – Mr Norman.
10. Generate draft letter of reply to CORWM. Action – Mr McKinley, The Clerk. Action put on hold until the results of the BGS survey are known.
11. Respond to CCC Transport Strategy. Action – All councillors. Action completed by the Chairman and The Clerk.
12. Apply for Play Equipment funding from Neighbourhood Forum. Action ongoing. Action – Mrs Gallery-Strong.
13. Assess NDA documents and DVD. Action – Mr McKinley. Action ongoing.
14. Ask Mrs Pritt to advise the council on funding for rural signs. Action ongoing. Action – Mr Norman.
15. Contact BT ref Telephone Box. Action – The Clerk. Action complete – No reply to date.
16. Discuss editing of Newsletter with Mr Ancell. Action – Mr McKinley. Action complete – See Item 7b below.
17. Contact CCC to replace streetlight in Wasdale Road. Action – The Clerk. Action complete – CCC replied that replacement was difficult due to the availability of a supply and would be costly. They would inform the council when a costing was completed.
18. Respond to closure of magistrates’ courts proposal. Action complete – Council strongly objected. Action – The Clerk.
19. Assess CBC Licensing Policy. Action – Mr Davies. Action complete – Mr Davies considered that the policy required no comment from the council.
20. Respond to proposals to review of Emergency Services. Action complete – Council highlighted problems caused in rural areas by centralisation of Control Stations. Action – The Clerk.
21. Contact United Utilities ref condition of Sub-station area. Action – The Clerk. Action complete – Company is now known as Electricity Northwest.
22. Inform LDNPA of Bolton Head Park planning decision. Action complete. Action – The Clerk.
6. Financial Matters.
a) Monthly Financial Statement.
b) Resolution ref Cycleway.“ That the council sets aside £500 as a potential source of funding for as yet unspecified requirements for the Cycleway”. (Proposed Mr Gray, seconded Mrs Balmer). This was agreed.
c) Annual Return. The Clerk reported that the Annual Return of council accounts had been approved by the District Auditor and there were no adverse comments or follow-up required.
d) Resolution ref. Improved Play Area fund management. “That the council opens a new account with HSBC Gosforth Branch for the purpose of administering funding for the Improved Play Area project.” (Proposed Mrs Gallery-Strong, seconded Mr Gray). This was agreed unanimously.
Note: This accounting procedure has become necessary to satisfy the requirements
of some of the project funders.
The Clerk said that in discussions with HSBC they had advised that with 2 signatories required for any cheques made on this account, a mandate for 4 signatories would suffice. It was agreed that Mrs Gallery-Strong, Mr McKinley, Mr Wright and Mr Norman would be the 4 members concerned. The Clerk would make the necessary arrangements.
7. Main Business
a) Public Hall Lease. The Clerk reported on the advice from the solicitor that due to the terms and conditions of the original conveyance, any move to lease any part of the land had to initially be approved by a majority of residents present at a public meeting. It was agreed to hold a public meeting (Proposed Mrs Gallery-Strong, seconded by Mr Bailey) prior to the council meeting of 13 th October. The Clerk was asked to make the necessary arrangements.
b) Parish Newsletter update. Mr Ancell said that he had attempted a first draft and felt that the content was too wordy and needed breaking up into smaller ‘bites’. His fear was that it would end up by not being read. Mr McKinley said that he understood the problem but was concerned that what the council actually did and achieved needed to be given some prominence. Mr Ancell agreed to have another attempt at a draft and consult members accordingly.
8. Representatives Reports.
Mr Norman – Reported from the Playing Fields Committee that Copeland BC were refusing to collect domestic waste in a standard black bin and treating them like a business with payments required for each collection via an industrial type mini-skip. It was agreed that this matter would be taken up with Copeland BC.
He also reported that the committee were somewhat nervous over the potential costs to them as a result of the Improved Play Area project – insurance, inspection/maintenance and grass-cutting were the 3 main issues. The Clerk said that it was the Parish Council which presently paid for the insurance of the Play equipment and any subsequent increases would fall on the council, and this had already been highlighted during Finance Committee discussions. Regarding the inspection/maintenance there was no reason why this could not be formalised in a contract let by the Parish Council instead of the present system of the Playing Fields Committee being responsible for yearly arrangements. Similarly if the grass-cutting of the increased play area was a problem it could be included within the current Parish Council contract with Copeland BC. However it would be best to wait until the project was complete to enable a proper assessment to be made. It was agreed that Mr Norman should report back to the Playing Fields committee and seek its response.
9. Planning Matters. a) Soil Storage Shed – Hallsenna. No objection.
b) Hardstanding Area – Fleming Hall. No objection.
The Clerk reported that approval had been given to recent applications for extensions to the Ramblers Café and 69 Meadowfield.
CALC – Circular. Sent to all councillors.
CCC – Response ref Lighting Wasdale Road. Noted, and awaiting details on costs. See also Item 5.17 above.
Clerks & Councils Direct. Circulated.
LDNPA – World Heritage Update. Noted.
SLCC – Newsletter. Noted.
FLAG Magazine. Circulated.
CWMET – Grant registration acceptance forms. Passed to Mrs Gallery-Strong.
Police Authority – 5 th October, Thornhill. Noted. The Clerk would attend.
CBC – Small Business rate relief. Noted.
No Need for Nuclear pamphlet. Noted.
Bleasdales – Gravel Pit. Noted that the lease was now complete.
Bleasdales – Public Hall. See Item 7a above.
NW Ambulance – Ref letter to Cumbria Police. Noted.
CBC – Note ref QE2 Playing Fields. Passed to Mrs Gallery-Strong.
CBC – Questionnaire re- Public Hall use for recreation. To be dealt with by The Clerk.
11 Public Participation. There were no members of the public present at this point.
12 Questions Councillors wish to raise.
Mrs Gallery-Strong – Said that she had received several complaints regarding parking of vehicles outside the Bakery and the Bank, the net effect of which was to force pedestrians into the middle of the road. It was agreed that this was a continual problem which, apart from delivery vehicles which had no alternative, was caused by inconsiderate drivers, who could well use the (FREE) carpark. It was agreed to contact Copeland BC Enforcement Team.
Mrs Balmer – Described a recent event when drunken youths had removed a seat from a garden at the rear of the Bank. She felt that if a gate to the associated footpath was provided it would be less likely that people would use the footpath inadvertently. It was agreed that the matter should be discussed with Home Housing.
Mr Bailey – Said that he wished to have the Burial Ground placed on the next agenda as he had information which he wished to place before the council. The Chairman said that he should give the information to the Burial Ground Committee who were now managing the project, and if it was relevant to the council, its own representatives on that committee (Dr Hutson and Mr Jacob) could report back to the council.
He also reported that there was an Open Day at Row Head Farm on October 6 th. Toilet facilities and Carparking at the head of the valley would be for discussion.
Mr Gray – Said that there was another meeting of the Parish Plan group scheduled for 14 th September.
Mr McKinley – Reminded members of the forthcoming Parish Tours.
13 In Camera. None.
There being no other business the meeting was closed at 9.07 pm.