-
Minutes of October 2011 Meeting
RUSHEN PARISH COMMISSIONERS
Meeting held 7pm Wed. 19th Oct. 2011 at Ballafesson Hall.
MINUTES
Present:- Mr D Cain (Chairman), Mr P Vernon (Vice-Chairman), Mr P Gunn, Mr A Tinkler, Mr D Radcliffe.
The Clerk, Mrs G Kelly, was in attendance.
1. MINUTES
The Minutes of the Meeting held Wednesday 21st September 2011, having previously been circulated, were taken as read. Mr Gunn asked for a correction to 2 l) Municipal Association which should have read ‘there would be no meeting in September’ not October. This was corrected and the Minutes were then approved for signing.
2. MATTERS ARISING:
a) Southern Area Plan
Mr Radcliffe and the Clerk had attended and spoken at the Inquiry on Wed. 5th Oct at 9 30am and also on Tuesday 11th October at 10.25am (after Port Erin Commissioners). Mr Gunn and the Clerk spoke for the Ballakilley Working Party at 11.40am on the same day The venue was Morton Hall, Castletown.
A BKWP meeting had been held the week before the Inquiry.
The Chairman requested that it should be Minuted that the Board thanked Mr Radcliffe, Mr Gunn and Mrs Kelly for all their work both before and during the Inquiry.
The Clerk had received flowers from the Board, in appreciation for the work done, and she thanked them for those.
Unfortunately, the Inquiry had not finished when it should as there were some disputes between other parties who were to speak later in the week. These were now to appear later in November and it was not, therefore, known when the Inquiry would end.
b) DoI/Local Authority Issues
Local Authority Handbook. Nothing further. This was still only available on the DoI web site.
Local Elections Legislation LA Election Thursday 26th April 2012.
Mr Tinkler asked the Clerk if she would clarify when the newly elected members would actually be board members.
Financial Training – The Clerk had attended the financial training afternoon on 26th Sept. She reported that some of it was interesting, some not relevant to a smaller authority such as RPC.
Michael Crowe from PKF had said that the ways things were going with SORP it would be more on an international basis and be even more complicated. It was going to be brought in but they didn’t know when.
One of the things everyone was concerned about was the way Treasury – Rates section – writes off debts without consulting with the LA Boards. He did not think that this was correct. There seemed to be a discrepancy in that Boards should approve the writing-off of such debts. (For this year’s Audit, because the Junior who was dealing with RPC’s audit only brought this up as late as the previous week - after speaking with the Chairman and as RFO she had to say that RPC would agree to it this year – but they wouldn’t in future. If this hadn’t been done it would have caused even more delays to the Audit).
This should be something all Local Authorities should be approaching Treasury to sort out.
With regard to fixed assets – the way each authority treated public lighting was inconsistent but MC said it was not a particular issue. All LAs must keep a Fixed Asset Register. This would contain details of housing and operational assets. Housing needed to be revalued every 5 years. RPC’s houses were due to be revalued for the 2011/12 accounts
The Local Gov. Unit Manager had written to ask for feedback from the course – training, content, location or organisation. They wanted to review the cost of this type of training event – the Department needed to make sure that the training courses they provide were achieving full value for money and the feedback would help to inform future provision.
Email (copied to Members 19/10) from Local Government Unit – they had received some queries from LAs about public/private meetings and the rights of the Dept. to ask for copies. Sec. 34 of Local Government Act states that the Department may by notice in writing to a local authority to supply to the Department copies of the minutes of any proceedings specified. i.e. the local authority, any committee or sub-committee of the authority or any joint committee established by the authority. Also pointing out that there is no distinction in legal terms between a private meeting and a public meeting…. and are subject to inspection. LAs may wish to discuss ‘sensitive’ matters in private session and they suggested that such matters included contracts, housing allocation, staffing matters and land transactions or whenever it was likely that if members of the public were present during that item confidential information would be disclosed to them in breach of obligation of confidence.
Ratepayers of the district are allowed to inspect the minutes and make a copy of or an extract from those minutes. Also DoI can ask for copies. However, for minutes of decisions taken in private session which contain ‘exempt’ information i.e. staffing, legal or contractual matters or housing allocation eg then only a narrative summary need to be publicly available. Local Authorities should not use private sessions other than to discuss sensitive matters as described above.
c) Waste Management and Refuse Collection
The ‘second bin charge’ letters had been sent out on 6th October.
Bins – Patrick Commissioners had contacted the Clerk to say that they were making an order for 50 bins and asking if anyone else wanted to order some to bring the price down. They had been quoted £25 – £30 each plus delivery – a bit more expensive than last time. The Clerk had asked them to order 10 for RPC.
d) Lighting/MEA
Ballagawne Road project. Ian Gilbertson had replied that he was unable to offer the option of using new wooden poles instead of columns but would continue pursuing this for the future. However, where existing poles were in a sufficiently good state of repair they may be retained for street light purposes to minimise costs.
The Clerk had asked him to get the work done as soon as possible as it the time of the year when it was getting dark early. She was also to ask if he could make sure that the trees were cut back so that they wouldn’t obstruct the lighting.
Light by Greystones, Ballakillowey. Report from MEA that the fitting was broken and on the ground due to being badly corroded and was beyond repair. Estimated cost for new one was £457 plus vat. It was agreed that instructions for this to be replaced were to be given.
e) High Hedges – reported in private session.
f) Traffic matters –
Ballafesson Road – speed roundels. Still to be done
Ballachurry Corner – standing water. Still to be done.
Plantation Hill. – Danger to pedestrians, etc on hill. Nothing would be done.
Speeding on Howe Road – This had been monitored.
Civic Amenity Site lines and signs. 40mph sign ‘should be replaced shortly’.
The Level/Croit-e-Caley. The speed of traffic had been on the Traffic Meeting agenda.
Glen Chass – sharp corner & turning circle. Cul de Sac sign. Mr Cain reported that this had not been done yet.
Shore Road – speed. This wasn’t mentioned at the Traffic Meeting.
Glen Chass Road – narrow corner. Nothing further.
Kerbstones at Ballnahowe – Road closed for repairs
Ballakillowey Roundabout. Nothing further.
Cregneash – safety of pedestrians coming to and from the car park to look at the Village. The arrangements for a site meeting had been delayed slightly until Mr Vernon returned from holiday. The Clerk would now liaise with DoI Highways and MNH to arrange a suitable date for the meeting.
Members were concerned that so little had been done with regard to some of the above items despite them being discussed at Traffic Meetings over the past few years. A general letter regarding these but with specific reference to Ballafesson Road, Ballachurry Corner and Plantation Hill was to be sent to the new Minister, Mr David Cretney.
The three newly elected MHKs for Rushen – Mr Juan Watterson, Mr Philip Gawne and Mr Laurence Skelly were to be invited to attend a meeting in the next few months. In the meantime a letter was to be sent to them expressing RPC’s concerns about Ballafesson Road, Ballachurry Corner and Plantation Hill, especially asking for their support with regard to trying to make that road safer for pedestrians.
g) Police
The Clerk had attended the Police Meeting on 27th September and reported that there had been 4 crimes in Rushen – a theft in Radcliffe Close, the plant pots at the seat at the Chasms, BGH in Fairy Hill and a Section 2 offence in Fairy Hill involving an altercation where two garden gnomes were wielded.
The van in Castletown Road, parked long term near to the level crossing had now been removed. The Police had been able to do this, even though the vehicle was taxed, as it was just being used for storage and therefore unfit for the road.
Castletown Road, by the Amenity Site – the 40-mph traffic sign would be replaced (from the Traffic Meeting).
With regard to the seat at the Chasms Mr Cain said that he had not spoken to the people involved yet but he would do so. He had, however, spoken to PC Higson.
The next Police meeting would be held on Wed. 2nd Nov. at Port St Mary Commissioners’ board room and Mr Vernon indicated that he would attend.
h) Litter, beach cleans, dog fouling, etc
Dog bin on the traffic sign on the Ballachurry side of the new roundabout. Mr Radcliffe had not had a chance to put this up yet.
Signs – The Clerk had contacted DEFA and they indicated that they could make any sign RPC wanted but they would need to discuss wording and materials. It was agreed that these should be made of wood with the wording routed in. Wording to be the same as the one at the top of Colby glen. It had not been agreed where to put these signs but one area could be on the banks on the road through Glen Chass. The Clerk was to ask if it was permissible to put signs on telegraph poles.
Beach Cleans – Michelle Heywood from PSM had contacted the Clerk to say that the Scoill Phurt le Moirrey’s Parents Group were interested in doing regular beach cleans. They were raising money for the new Wild Life Garden at the school. The Clerk had said that the Thousla Trust often give donations to the school but she indicated that they were willing to work for the money rather than just ask for donations.
It was to be suggested that they could clean Fleshwick. RPC could provide bags and the rubbish could be left at the top of the beach for RPC to collect. It was to be made clear that they would have to be carrying out this work under their own or the School’s insurance.
i) Ballafesson Playing Field, Car Park at The Howe, Signs
The Clerk had received a call to say the boy was in the field with his dog again and trying the door of the shed. However, when she got there he was gone.
A price had been received from Colas for a sign (copied to Members) They had not designed it the way she asked – i.e. saying NO DOGS rather than the symbol they had put. The price for this with the correct wording would be- £37.50. It was agreed that this be ordered.
The shed. Nothing to be done at present.
Swing –The Clerk had now found the information about the safety matting and she was to go ahead and order this.
j) Web Site.
Mr Vernon would now update the site with several months of Minutes.
Invoice received for annual renewals
Renewal of rushen-commissioners.com 5/11/2011 – 4/11/2012 – £15
Website Hosting (rushen-commissioners.com) 5/11/2011 – 4/11/2012 – £60
Total – £75. This had been approved for payment.
k) Southern Civic Amenity Site
Mr Cain said that he had not been able to attend the last meeting as the date had been changed due to the Election.
Their Clerk had asked all the southern LAs if they could let her know if they were going to ask their residents to recycle more so that she could be sure that there were enough recycling bins. This would be mentioned in RPC’s Newsletter.
l) Municipal Association Mr Gunn would be attending the October Meeting.
l) Southern Swimming Pool Mr Radcliffe said the next meeting would be the following evening.
m) Allotments
The first Committee Meeting was held on Wed. 12th. Mr Radcliffe had attended and gave a report. They had mostly discussed sheds. They were not planning on applying for sheds in the near future. They were looking at tree planting at the top of the field. With regard to the Appeal Inspector’s recommendation that five plots be taken out of use at this end of the field the Members of the Committee felt that they couldn’t ask people to move as some of them had spent a lot of time on their plots. They would be having the Committee Meetings every three months.
n) Southern Healthcare Committee
Mr Tinkler said that there was a meeting on the Thursday evening. Mr Vernon, as RPC’s representative, was to attend. It would be held at 7 30pm at Southlands Day Centre.
p) Rushen Ambulance Mr Tinkler said that there was nothing to report as there had been no meetings. He would contact the Secretary or one of the members of the Committee.
q) MNH nothing further
r) Risk Assessment
Mr Edwin had not been in touch with the Clerk. She was to contact him now that Mr Vernon was back.
s) Land in front of Hillcrest, Cregneash
Mr Cain reported that this had been cut.
t) Golden Jubilee Trust Mr Radcliffe said that there was nothing further on this.
u) Unsightly buildings and land
There had been no further communication from the resident at The Level.
With regard to unsightly properties and zero rating. There had been two in Rushen zero rated and there was therefore no rate income for the local authority – these could still cause problems for the local authority to deal with. This subject was to be discussed with the three MHKs for Rushen.
v) Sloc Sites & Seat, etc.
Chasms path – seat and plaque.
The broken planters had been mentioned at the Police meeting and the Clerk had said that there were other issues connected with that which RPC’s Chairman was hoping to sort out. Mr Cain had indicated earlier in the evening that he would get the problem sorted.
Memorial to wartime plane crash.
Mr Tinkler had not yet spoken to the people at the Air Museum but would do so.
w) Croit-e-Caley Green – bench and tree.
Mr Cain had obtained a quote from Pooilvaaish Ltd with the wording on a piece of slate which he had provided. The cost of silver lettering of the agreed wording would be £150 plus vat or in gold leaf it would be an additional £1 per letter which would make it £225 plus vat.
It was agreed that it should be in gold leaf and that the slate should not be set flat in the ground but be angled so that the rain and mud would not affect the lettering.
x) Agricultural Rating
The Clerk said that she should now have more time to go through this.
y) Grass Cutting
The Clerk had asked Mr Booth to pull out the weeds from the stream at the Horse Watering Place.
Tender document – the various inclusions to be taken into account were discussed. Besides the various grass cutting as previously undertaken some ‘handyman’ work would be required and these would be putting up road signs, litter and dog bins, possibly fixing walls. The handyman work would be paid for per hour. Proof of adequate insurance cover would also be required.
z) Newsletter
Mr Radcliffe hoped to have this ready between Christmas and New Year.
ab) Rushen & Arbory – possible sharing of services.
Mr Cain said he spoke briefly with Mr Adrian Cowin, Chairman of Arbory Commissioners about the possibility of sharing a Clerk and an office, etc.
The Clerk said that the Refuse Contract with Jones Services would expire next April. The possibility of negotiating a joint contract with Arbory Commissioners was discussed but it was thought there may be too many problems in a joint contract and it was agreed to stay as at present.
Ac) Disaster Recovery Plan
A discussion took place regarding the backing up of computer records to an outside entity. It was known that some businesses do this. Mr Cain said that the Amenity Site Clerk does this and he would find out exactly what company was used by them, although he thought it was quite expensive. Also Government Offices must back their computer records up somewhere and the Clerk was to contact their IT division to see that they do.
With regard to all other manual files and records, the Clerk said she had started sorting through papers and had some boxes of planning applications and associated paperwork almost ready to be taken to Doxbond, as agreed previously. Mr Cain said that surely there was no need to keep these but the Clerk argued that these were RPC’s records and should be kept, as should other paperwork and files as they were a record of the business carried out by RPC. Mr Gunn was asked his opinion and he said that it is a local authority’s responsibility to look after their records. Mr Cain requested that the Clerk ask DoI – local government unit.
Ad Children’s Sports/Hop tu Naa
There would be nothing organised by RPC for this.
Ae) Ballagawne Road – bus shelter.
The Clerk was to write to Mr Longworth, Director of Isle of Man Transport, with regard to the possibility of sharing the costs of putting up bus shelters in Rushen, in particular one on Ballagawne Road near the roundabout.
Af) Winter Concert/talk
Mr Cain had spoken to Michael Kneale to ask if he would be willing to give a talk, along with Dessie Robinson and he was keen to do so. The Clerk was to ask if the Hall would be available for a Friday evening either late in January or in February. Mr Radcliffe would speak to Muriel Corrin to ask if they could organise the refreshments. Mr Cain and Mr Radcliffe suggested that the money from the Talk could be split between the Rushen Endowment Fund and Ballafesson Chapel. They had both been asked to join the Endowment Fund Committee and knew that help towards funding would be appreciated.
Ag) Hedge at Garthcote.
The hedge had not been cut. The Clerk had not yet looked at the hedges on Ballakillowey Road which were coming out over the pavement.
RESPONSIBLE FINANCE OFFICER’S REPORT.
The financial items are available in the Minute Book which is kept at the Office.
8. CORRESPONDENCE
a) consultation – Draft Planning Policy Statement – Replacement and extension of Dwellings in the Countryside. A Document and questionnaire were available on the gov.im web site for comments to be made to the Department. A copy had been enclosed with the agendas. Views by 11th Nov.
This was left until later in the meeting to see if there was enough time to deal with it. It was dealt with at the end of the meeting and the questionnaire completed ready for the Clerk to return it online.
b) Castletown Commissoners – sharing services.
Email received from them – ‘Following a meeting on 3rd October the Board has instructed me to contact all the Southern Area Authorities to suggest a meeting. The purpose of the meeting would be to explore possible ways of streamlining/sharing our services. Now that the election is over it is highly likely that the subject of local authority reform will re-emerge and the Board now believe that we should embrace the possibility of change, be proactive, and take the initiative rather than have change thrust upon us. The suggestion is that the Chairman of each authority plus 1 other Board member meet, simply as a forum for any thoughts/ideas etc. I should be grateful therefore is you would kindly place this matter before your Board.’ The Clerk had suggested that it may be a good idea to include the Clerks who would have information at hand to help discussions.
It was agreed that there should be representation from RPC and Mr Vernon was nominated to attend along with the Clerk. The Clerk said that other local authorities could be sending 2 Members plus Clerk. Mr Tinkler was nominated as a possibility to attend also should it transpire that there should be two Members.
c) Port Erin Commissioners.
They had emailed to ask if ‘your Board (and Arbory) had generously agreed to a contribution to the library expenses this year.’ The Clerk had replied that it would be considered at the October Meeting but that allowance had been made in the Estimates for the year.
The previous year RPC had contributed £650 to the Library and £250 to the 5th Nov. fireworks. It was agreed to increase this to £700 for the Library and £300 for the Fireworks.
d) 3rd Supplemental List 2011.
The Clerk had noticed that here were 2 properties zero rated and had queried these. The Bungalow, Ballagawne Road, which had been empty for years and was in very poor condition and Surby Mount, Surby. She had asked Mr O’Hanlon, the Valuer, what the criteria for zero rating was and he had explained that it was whether or not the property is in a condition fit to be rented. Surby Mount had been empty for 6 years, was very damp and beyond refurbishment.
Members were of the opinion that when such properties were left empty and neglected they became a problem to the local authority which had to deal with it under the unsightly land and properties legislation and if there was no rate income then they were a burden on the other ratepayers. This was to be brought up with the Rushen MHKs when they came to a meeting.
e) Highways Monthly Newsletter. Received by email and forwarded to Members 13/10.
f) House of Keys election e-newsletter. Available on-line from the office of the Chief Minister.
g) Civic Sundays.
Lezayre Parish Commissioners. Invitation received for Members to join them in a ‘Festivity of worship, song, music and refreshments ‘ at their Civic Sunday on 30th October at 2pm at Sulby Community Hall, Clenagh Road. A short service lead by Rev. Brian Evans-Smith followed by live music by the Manx Jazz Kats together with refreshments. RSVP. No Members indicated that they would be attending.
h) New Youth Committee.
Received – email from Laurence Skelly MHK – forwarded 13/10. The 3 MHKs wanted to.. ‘create a new committee to help the youth of our constituency to have a unified voice and help progress projects and initiatives for our young people. Dave Hattersley, youth worker for Rushen, will sit on the committee and appoint 1 or 2 young people and we shall find a couple of pro-active parents to balance the committee. As its going to be constituency based we would like to invite each of the commissioners to send along a representative. Date of meeting 7pm 1st November at Rushen Youth Club, Shoprite Car Park.’
Mr Radcliffe was nominated to be RPC’s representative on this. Mr Vernon indicated that he would also be interested.
i) IOM Model Engineering Society. They were looking for somewhere to lease to put up a raised track. RPC did not have anywhere for this.
j) Christmas Tree.
Order form and prices received from DEFA. The Church were getting one from Mr John Bregazzi. The trees and delivery were thought somewhat expensive but it was agreed that a 15ft tree should be ordered and delivered the same date as the previous year.
k) Road Transport Licensing Committee. Applications, decisions and notices. Noted.
PLANNING MATTERS
9. PLANNING APPLICATIONS There were none this month.
10. PLANNING APPROVALS
a) 11/1132. Friary Croft, Ballakillowey Road. Mr A Preston. Installation of replacement dormers, windows, front door and installation of roof panel on adjacent barn.
Decision – Development Control Manager. Issued 23rd September.
b) 11/913. Bird Observatory, Calf of Man. MNH. Alterations including installation of solar panels and water butt, replacing outbuilding roofs, provision of visitor toilet and erection of wind turbine. Conditions include – 3. A method statement detailing measures to protect bats must be submitted to and approved in writing to the Planning Authority prior to the commencement of any work. For the avoidance of doubt, no works affecting the bat roost or roosting bats must be undertaken within the 1st September – 15th May period inclusive. Decision – Director of Planning and Building control. Issued 27th September 2011.
c) 11.1120. Moorhouse Farm, Mount Gawne Road. Moorhouse Farm Ltd. Conversion of existing outbuilding to ancillary living accommodation. Conditions include – 3. The proposed living accommodation may be used only in association with the main dwelling house ‘Moorhouse Farm’ and for purposes incidental to the use of main dwelling house ‘Moorhouse Farm’ as a single dwelling and for no commercial purposes.
Decision – Director of Planning. Issued 28th September.
d) 11/1237. 19a Odins Way, Ballakillowey Estate. Mr D Ward. Replace existing garage with extension to dwelling and widen driveway.
11. PLANNING REFUSALS
12. PLANNING APPEALS
a) 11/0709. Woodville, Castletown Road. Mr J Hill. Appeal against refusal for alterations, erection of extension and installation of replacement windows to dwelling. Appeal to be held at 9 30am on 3rd November. (RPC did not object to these plans).
13. COMPLETION CERTIFICATES none.
14. OTHER PLANNING MATTERS
a) Planning application submissions – plans and supporting information.
Clerks had been invited to attend a briefing covering the above subject. Thursday 3rd Nov. in Murray House. The Clerk had confirmed that she would attend and had asked if Members could also go but was informed that there was not enough room.
15. ANY OTHER BUSINESS
a) Rushen MHKs.
Mr Tinkler suggested that a letter be sent to Mr Laurence Skelly the new MHK for Rushen and an invitation sent to all 3 Rushen MHKs to a meeting in a few months’ time.
16. DATE OF NEXT MEETING Wed 16th November 2011. Mr Tinkler indicated that he would not be able to attend.