Meeting April Agenda



TUESDAY 12th APRIL 2022 AT 7.00 PM IN


Dear Parish Councillor,

You are summoned to attend the next meeting of Oughterside and Allerby Parish Council, as detailed above.

1.    Apologies

2.    Declaration of interest.

3.    To approve and accept the minutes of the last Oughterside & Allerby parish council meeting held on Tuesday 8th March 2022, as a true record.

4.  Public participation/open session, 15 minutes allowed including clerks update.

5.  Police Matters

6.  Matters concerning District and County Councillors.

7.  Applications for Development.

8.   Pond Green Play Area funding source update, additional funding from   Iggesund obtained. Timeline for ordering/installation.

9.  Cllr R Salmon proposes a resolution that Oughterside and Allerby Parish Council increase their current £3k donation to the Pond Green new play equipment by a further £1k to make a total of £4k.

10.   INSIDE circulation and content feedback.

11.   Wild flowering progress.

12.   Progress reports, clerk

13.   Oughterside & Allerby councillors reports

14.   Correspondence.

15.   Payments for approval.

16.   Date and time of the next meeting Tuesday 10th May 2022 7.00pm at Prospect Village Hall.


Mike Milner

Mike Milner, Clerk and RFO to Oughterside & Allerby Parish Council 6th April 2022



The minutes of Oughterside and Allerby Parish Council Meeting

held in Prospect Village Hall on Tuesday 12th April 2022.


Meeting Opened: The chairman declared the meeting open at 7.00pm.

Present: Cllrs Mrs L Preston-Miller (chair), R E Salmon, Mrs D Volkaerts. Mrs J Bell,          John Cowan (vice chair).

Allerdale Borough and Cumbria County Councillors: None, see below.

Clerk: Mike Milner

Members of the public: 4. Including J Lister, who was standing in for Cllr A M (ABC) also Martin Harris, a prospective candidate for the May 2022 elections.

928.00 Apologises for absence: Mrs P Lukeman, A Morris, Andrea Warwick, (all O&A )            Cllr A Markley (ABC)

929.00 Declaration of interests: None.

930.00 To read and approve the minutes of the last meeting held on Tuesday 8th March 2022.

930.01.01. Resolved to approve the minutes as a true and accurate record.

931.00 Public Participation Session. 15 minutes allowed.

931.01 Clerk advised that as per minute 913.02 clerk had seen pictorial evidence of the trees being planted and the use of a mini digger. Also, further to minute 913.03 the practice of leaving car engines running while parents collected children had been highlighted in INSIDE also the school would distribute a letter to all parents of children pointing out the environmental issues and effects of fumes being breathed in by young children.

931.02 The representatives present at the meeting gave a breakdown of how the outstanding funds held by the former OPARA residents’ association had been disposed of. The figure was just under £1200 and the fund dispersal had included a donation of £120 each to the Pond Green paly equipment group and also to Prospect Village Hall. The account was now closed and the OPARA representatives present thanked 2 local farming residents for their assistance in moving and planting the trees and planter boxes.

931.03 Cllr R S proposed a vote of thanks to the OPARA team for their community spirited actions, seconded by Cllr J C and that was unanimously resolved.

931.04 A representative of the village hall committee present wished to record her displeasure at the last INSIDE magazine had not included any promotion for the Prospect Village Hall Spring Fayre as agreed. The clerk apologised unreservedly for the omission; however, he was away on holiday when the draft INSIDE had been presented for his consideration and he had not got any of his files to refer too. All appeared to be as agreed.

931.05 Clerk, as no other public input, pointed out that the individual sitting with the public was a prospective candidate for the forth coming elections who had requested attendance to hear what local issues were in the parish.

932.00 Police Matters.

932.01 Clerk had as normal circulated the police e-newsletter, but he advised Cllrs that he refrained from circulating emails about missing persons and road closure due to accidents.

Page 224 (1 of 4) chairman…………………………………………………………….10th May 2022

933.00 Matters concerning District and County Councillors.

933.01 None of elected Cllrs present, Cllr J Lister a local resident was present to advise on behalf of Cllr A Markley on County and Allerdale Council. He briefly advised that the unitary council was progressing in a favourable manner. He advised about the consistent high percentage of efficiency obtained by the bin collection teams across Allerdale.

933.02 He asked if there were any issues he could report back to Cllr A M, clerk advised nothing he was aware of. Cllr J C did raise an issue, although not in O&A Parish, about the state of road to Allonby from Hayton, particularly the muck on it from a farmers traffic. Cllr J L advised he and colleagues were aware of that issue and so were all relevant officials. Cllr J C also raised the issues of the potholes along Pit Lonning, which Cllr J L drove over everyday and could these not be repaired?

933.03 Chair thanked Cllr J L for his attendance and invited him to stay, however he declined and left the meeting.

934.00 Applications for development. None for consideration.

935.00 Pond Green play area funding source update, additional funding from Iggesund obtained. Timeline for ordering/installation.

935.01 Clerk requested that before Cllr R S made his presentation, clerk required councillors to approve the “Safeguarding Children, Young People and Vulnerable Adults Policy” that he and Cllr R S had had to create and submit with the latest grant application to Cumbria Foundation funding. The council had never had a necessity to need such a policy but the Foundations application form was insistent in its basic requirements that ALL applicants had such a policy. Clerk had circulated the document since the agenda had been issued and had received all Cllrs approval the policy. Cllr A W had pointed out that at school they had 2 specific named items for photographic record when appropriate. Clerk had noted the advice and included and circulated an amendment to cover that eventuality, but he did not foresee any such need to take photographs of individuals. Cllr R S proposed acceptance of the policy circulated and Cllr J C seconded the proposal, all councillors agreed to the proposal. Issue resolved.

935.02 Cllr R S advised that since the last meeting he had received notification from local Workington firm Iggesund who had written confirming approval of a donation of £5k to the Pond Green Play Park that the parish council was now responsible for. Cllr R S had supplied bank details for transfer of the funding, but clerk not able to confirm its receipt. Cllr R S advised that he had submitted two other claims both for £5k to various Cumbria County funding sources, one being the one requiring the Safeguarding policy. Potentially an additional £15k, including Iggesund approved application, more than anticipated since last meeting.

935.03 Cllr R S advised that a timeline was currently difficult to confirm, but he hoped that by the end of May he should know if grant applications had been successful, based on knowing the total extent of funding available at that point, negotiations could be undertaken with suppliers and he hoped new equipment could be in place for the school summer holidays.

936.00 Cllr R salmon proposes a resolution that Oughterside and Allerby Parish Council increase their current donation to the Pond Green new play area equipment by a further £1k to make a total of £4k.


Page 225 (2 of 4) chairman…………………………………………………………….10th May 2022

936.01 Cllr L P-M advised Cllr R S that when the Allerby Play Group had undertaken their play area equipment in 2014 and 2015 the parish council had approved a £3k contribution towards the final cost. The Allerby residents’ group had then made various grant applications and undertaken fund-raising activities.

936.02 Cllr L P-M then stated that in June 2018 when the Pond Green Park Committee had made their initial contact to the parish council, Cllrs had agreed to match that £3k figure which was acknowledged by the fund raisers as a generous start to the funding. Clerk advised Cllr R S that he had written a letter to the Pond Green Park Committee on 24th November 2019 reaffirming the funding as requested by the group. Cllr L P-M confirmed that she objected to any additional council funding, she could see no justification for the monies from council funding. Cllr R S argued that the density of population in Oughterside was greater than Allerby so a great parish council contribution should be made to the project funding. There followed a discussion of the merits of the relevance of population density between Cllrs R S and L P-M, which resulted in Cllr L P-M stating that if Pond Green were to receive an additional £1k then a similar figure should be allocated for Allerby.

Clerk then requested Cllr to confirm she wished to put forward a counter proposal about the allocation of funding. That received an affirmative response.

936.03 Cllr R S stated that there was a proposal which required a vote, the clerk said a councillor was seeking to amend that proposal. Cllr R S was adamant the Cllrs should vote on the agenda proposal and the question was then asked of Cllrs if they supported the agenda proposal, not as a collective but as singular individuals.

936.04 As the proposal had not been officially seconded by a councillor, prior to the voting action, a prerequisite of the parish council standing orders, all the subsequent actions for the rest of this agenda item were inappropriate and carried no enforceable authority.

937.00 INSIDE circulation and content feedback.

937.01 Clerk confirmed his earlier apology to Prospect Village Hall for the admission of the Spring Fayre. He was aware of social media comment about the Meadow Bank leak, Also, he was aware of the observation of the content in the INSIDE and the minutes for March meeting about the picnic table. As both written by different authors and the INSIDE was of minimal content, that author had used the final two-word comment, “were prominent” after a list of objections.

937.02 Cllr R S suggested that the Oughterside leaflet drop required an additional 5 copies 235 for the next edition.

938.00 Wild Flowering progress.

938.01 The clerk read an email that had been sent by the Cumbria Wildlife Trust team leader to Tivoli who would be doing the scarifying and cutting tasks about the costings. A project still being developed.

939.00 Progress reports, clerk

939.01 Clerk reminded Cllrs that in May they normally renewed the annual hire agreement of Fleets Meadow, the picnic field, with Michael Rooke. If they were happy for the agreement to continue, he would contact Michael Rooke. A member of the public advised that the gentleman had just suffered personal family loss and not to act immediately. Clerk noted the advice.

Page 225 (3 of 4) chairman…………………………………………………………….10th May 2022

939.02 Another member of the public present, with the chair’s approval, requested the clerk to confirm ownership of the field by the parish council and that its title as a picnic field was not inappropriate. Clarification in next INSIDE.

939.03 Clerk had met with Tivoli manager and team leader, 9th March, inspected all areas cut by the grass contract and agreed a cutting routine involving the large gang mower for the large parish field opposite the school. Established that the actual school playing field was not the parish council’s responsibility. 7.8% increase to £2427.64 total for grass contract.

939.04 Pavement by school lay-by had been totally re-laid and now wheelchair friendly.

939.05 Clerk tackling River Ellen erosion issue but it took 18 months last time.

939.06 ACTs had confirmed that Prospect Village Hall is not a village asset and clerk had removed it from the parish asset register as of 31st March 2022.

939.07 Clerk was aware of the water egress from the recent investigation at the end of Meadow Bank. He had been in touch with the appropriate Highways engineer, the area manager and the local MP about the reoccurrence of the issue.

939.08 The parish council laptop MacAfee anti-virus had been renewed, end of year accounts completed for audit and all relevant HMRC end of year procedures submitted.

939.09 Clerk still awaiting latest A596 traffic survey report.

940.00 Councillors Reports. None

941.00 Correspondence.

941.01 Clerk had received an email about ENW chopping down perfectly good bushes.

941.02 Clerk had exchanged emails with treasurer of Prospect Village about outstanding hire charges, £132 agreed and had paid on 30th March 2022.

941.03 Received confirmation from Allerdale £5286.50 precept first instalment paid.

941.04 renewal of insurance received from Zurich it will be agenda item at May meeting.

941.05 Invoice received from Printpoint £96.00

941.06 Tivoli April invoice received £404.61

941.07 letter of thanks for graveyard maintenance contribution from St James, Hayton.

941.08 New PAYE code received for employee from HMRC.

941.09 renewal letter received from Calc for renewal of annual subscription £187.21 for the coming 12 months, approved by councillors.

941.10 During his latest grant application Cllr R S had contacted the Cumbria Records Office and was advised that O&A Parish Council held inaugural meeting 1st January 1895.

942.00 Payments for approval.

IntPay 191.00 Prospect Village Hall Hire £132, made 30/3/2022

IntPay 192 M Milner, Total £410.91, Salary£354.12. Exp £56.79

IntPay 193 HMRC PAYE, £58.40

IntPay 194 Tivoli, £404.61, April grass cutting contract.

IntPay 195, Printpoint £96.00

IntPay 196, Calc, £187.21, annual subscription

All Payments approved

Meeting closed 7.58pm.

943.00 Date and time of next meeting Tuesday 10th May 2022 at 7.00pm at Prospect village hall.


Page 226 (4 of 4) chairman…………………………………………………………….10th May 2022