Meeting February 2021 Agenda

OUGHTERSIDE AND ALLERBY PARISH COUNCIL

The next Oughterside and Allerby Parish Council meeting

will be held via video conference on Tuesday 9th February 2021

commencing at 7.30pm

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 December 2020, 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.    Parish council lengthsman, should council have regularly employed person?

9.    Parish council annual maintenance contract for 2021 season

10. Update on traffic report submitted to CRASH and Highways.

11. Progress report, clerk.

12. Oughterside & Allerby councillors reports

13. Correspondence.

14. Payments for approval.

Date and time of the next meeting Tuesday 9th March 2021 7.30pm.

Signed

Mike Milner

Mike Milner, Clerk and RFO to Oughterside & Allerby Parish Council 3rd Feb’ 2021

oughtersideparishclerk@gmail.com

PUBLIC PARTICIPATION. Current government legislation permits parish council meetings to be held by video conferencing until appropriate public gatherings are once again allowed. If a member of the public wishes to view and participate at this meeting, then please CONTACT THE CLERK BY EMAIL AT LEAST 4 HOURS PRIOR TO THE MEETING TIME FOR DETAILS OF PROCEDURE AND MEETING LINK AND PASSWORD. Thank you for your understanding under current circumstances.

Documents

OUGHTERSIDE AND ALLERBY PARISH COUNCIL

The minutes of Oughterside and Allerby Parish Council Meeting

held by video conference call, Zoom platform, on Tuesday 9th February 2021

commencing at 7.30pm.

 

Video link Meeting opened: – The chairman declared the meeting open at 7.30pm

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

Allerdale Borough and Cumbria County Councillors: Cllr Tony Markley (ABC)

Clerk: Mike Milner

Members of the public: None

720.00 Apologies for absence:  A Morris (O&APC), Mrs P Lukeman (O&APC)

721.00 Declaration of interests: None.

722.00 To read and approve the minutes of the last meeting held on Tuesday 8th December 2020.

722.01. Resolved to approve the minutes as a true and accurate record. Clerk to sign as virtual meeting.

723.00 Public Participation Session. 15 minutes allowed.

723.01 Clerk advised that the major topic from December meeting at this agenda item was employment of a lengthsman which is covered by a specific agenda item on the evening’s agenda. No members of the public present so no other input.

724.00 Police Matters.

724.01 No police report.

725.00 Matters concerning District and County Councillors. 

725.01 None present.

726.00 Applications for Development. No application received.

Cllr Tony Markley (ABC) had joined the meeting and clerk asked chair if meeting could consider Matters concerning District and County Councillors, again, agreed.

727.00 Matters concerning District and County Councillors. 

727.01, Cllr T M apologised for late arrival Zoom connection problem. He advised that the local government elections were scheduled to proceed on 6th May, however there were various unitary options being considered by government and if agreed, the county elections scheduled for that date would be cancelled.

727.02 He updated the meeting on the sea defence work on Allonby to Silloth road and the cycle track.

727.03 Cllr R S asked how the parish council could proceed after receiving an unfavourable CRASH report to local speed limit changes and additional safety measures. Cllr T M advised that it was a case of continue to request changes. He left the meeting at 8.04pm declining the offer to remain.

Page 175 (1 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

728.00 Parish Council lengthsman, should council have regularly employed person?

728.01 Cllrs L P-M and R S had circulated their views on a lengthsman via email in December. Clerk advised how they had employed the last lengthsman and the odd jobs that he had completed, that he was a retired individual in receipt of UK pension so no financial commitment by the parish other than register him as an employee and collect the appropriate tax from monies paid for his service. He also had a Zero hours contract which meant parish council were not liable to regular financial commitment. Parish council had not purchased any tools or equipment as lengthsman has his own comprehensive tool kit.

728.02 Cllr L P-M advised councillors of the problems that had occurred by the employment of last regular lengthsman prior to the parish council being declared inquorate.

728.03 There then was a lengthy discussion about how could a lengthsman be employed, what tasks could he undertake and which tasks should be considered an Allerdale or Cumbria Highways. Clerk highlighted the parish council’s liability to when a pension liability could be triggered. Clerk questioned as to how last lengthsman was chosen, he advised that he had created a job specification and then there had been a face-to-face interview, as pre-Covid times.

728.04 The clerk advised that was a possible retired gentleman who would consider the job. It was decided that clerk to provide the councillors with the job specification and other documents created when the former lengthsman was employed on an ad hoc basis in March 2018.

729.00 Parish Council annual maintenance contract for 2021 season.

729.01 Councillors had discussed renewal with Tivoli when resolving the tree pruning in the large play area. Clerk advised that he had received a price adjustment effective from April 2021 for the new season, which included a 3% price increase from £2186.38 per 6-month season to £2251.99 for the 6-month season excluding VAT, or £375.33 ex Vat per month.

729.02 Councillors resolved unanimously to accept the new contract and price.

730.00 Update on traffic report submitted to CRASH and Highways.

730.01 Cllr R S had circulated his response from CRASH following his comprehensive report about the traffic conditions and speed limits in Oughterside and Prospect. It basically rejected all of the proposals for moving speed limit areas, signage in Oughterside and likewise considered no change to the speed limit and traffic restrictions on the A596. The report even mentioned the recent parish council’s request for full-time SID speed indicator device, also rejected.

730.02 The matter had been talked about with Cllr T M, he recommended that the parish keep making the case and requesting the changes.

731.00 Progress reports, clerk

731.01 INSIDE a brief discussion about content for the March newsletter including the full text of the CRASH road safety report and also issues to be raised by councillors in their reports.

731.02 Clerk would, after the meeting help decide on content.

Page 176 (2 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

731.03 The defibrillator has been fitted to the Prospect village hall, and was operational. Clerk to photograph and include in the INSIDE.

731.04 Cllr R S confirmed to clerk’s question about potholes down by Gilcrux bridge, these were still not repaired. Cllr T M (ABC) had advised that the major pothole repair machine was booked by Highways, due shortly.

731.05 Clerk reported that a footpath covered with mud by farm vehicles had been cleaned.

731.06 Clerk reported that from his inspection whatever works undertaken at the entrance to Meadow Bank had been ineffectual. Water still on carriageway. Clerk to contact Mark Jenkinson MP who had been instrumental in getting the recent hole and supposed repair carried out, to establish what he had been advised.

731.07 Clerk confirmed that he had made the parish council’s precept request.

732.00 Councillors Reports.

732.01 Cllr D V had raised concerns about a car being badly parked in Osborne Place causing larger vehicles to drive over a grass verge and it was becoming rutted. Cllr R S said he knew the vehicle owner and the circumstances and would approach the vehicle owner about it.

732.02 Cllr J C had attended the last Allerdale Calc 3 Tier meeting and circulated a report.

732.03 Cllr J C was keen to see an environmental meadow and also small group of trees planted. The large playing field seemed appropriate. Clerk advised that he, at one of his other parishes, had a Cllr who was part of the Cumbria Wildlife Trust management team and he would contact her to see if she would attend the March meeting by Zoom to advise the council on the work needed to be undertaken.

732.04 Cllr R S advised that the 3 grit bins around Pitt Lonning area and Beech Hill were empty and despite frequent request they have not been refilled. Cllr L P-M advised same problem in Allerby. Clerk to contact Highways.

732.05 Cllr R S also reported blocked drains on the way to Arkleby, he wondered if Highways could not devise a maintenance system where the problem drains received more frequent visits than the less problematic drains. Clerk to raise the issue with Highways.

732.06 Cllr R S was keen to see a Community Plan in place. Cllrs L P-M and J C pointed out that in the past there had been a serious attempt to create a community plan, every household had received a document on the proposals and a public meeting held in Prospect village hall, with hardly any public response.

732.07 Cllr R S was keen to see the bus shelter by the Miners Arms repainted, clerk had provided photographic evidence prior to the meeting and Cllrs all agreed that Cllr R S approach a local painter to quote for the job.

732.08 Cllr R S was also concerned about the state of the 3 village noticeboards and also the village hall noticeboard. Again, clerk had provided photographic evidence prior to the meeting and Cllrs agreed that the clerk should ask the contractor who had repaired the timber seat on A596 be invited to inspect and quote for their refurbishment.

732.09 Cllr R S has spoken to the Pond Green play area refurbishment team and he has the plans and quotations, he confirmed that there was still £3k in parish funds for a contribution and he would look at a part refurbishment project.

732.10 Cllr R S also keen to pursue Oughterside and Allerby obtaining a Quality Council award, but he would investigate the requirements and report back.

Page 177 (3 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

732.11 Cllr R S also keen to see name plates for roads and village boundary entry points clearly marked. Cllr J C has some precious experience on that topic and he would circulate to all.

732.12 Cllr L P-M advised that a blocked drain in Allerby towards Allonby had mysteriously been dug out and cleared. Local resident M Tanner were concerned that the gritting vehicle had not been in their area.

733.00 Correspondence.

733.01 Clerk advised that current government legislation covering virtual meetings expired on 7th May so perhaps face-to-face parish meetings could recommence. However, clerk was not certain that would be the case.

733.02 Over Christmas Calc had checked all Cumbria parish councils’ website material, Oughterside had all the relevant material correctly displayed.

733.03 Clerk had received 2 invoices, both for £20 from Calc to cover Cllr R S’s recent Effective Councillor Training Courses.

733.04 Clerk had received a phone call about Oughterside light No3 on White House being out and he had reported it.

734.00 Payments for approval.

IntPay 133 M Milner, Total £308.18, Salary£278.12(2 months). Exp £30.06

IntPay 134 HMRC PAYE, £69.40

IntPay 135 Calc 2 x £20 =£40, councillors training module.

OUGHTERSIDE AND ALLERBY PARISH COUNCIL

The minutes of Oughterside and Allerby Parish Council Meeting

held by video conference call, Zoom platform, on Tuesday 9th February 2021

commencing at 7.30pm.

 

Video link Meeting opened: – The chairman declared the meeting open at 7.30pm

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

Allerdale Borough and Cumbria County Councillors: Cllr Tony Markley (ABC)

Clerk: Mike Milner

Members of the public: None

720.00 Apologies for absence:  A Morris (O&APC), Mrs P Lukeman (O&APC)

721.00 Declaration of interests: None.

722.00 To read and approve the minutes of the last meeting held on Tuesday 8th December 2020.

722.01. Resolved to approve the minutes as a true and accurate record. Clerk to sign as virtual meeting.

723.00 Public Participation Session. 15 minutes allowed.

723.01 Clerk advised that the major topic from December meeting at this agenda item was employment of a lengthsman which is covered by a specific agenda item on the evening’s agenda. No members of the public present so no other input.

724.00 Police Matters.

724.01 No police report.

725.00 Matters concerning District and County Councillors. 

725.01 None present.

726.00 Applications for Development. No application received.

Cllr Tony Markley (ABC) had joined the meeting and clerk asked chair if meeting could consider Matters concerning District and County Councillors, again, agreed.

727.00 Matters concerning District and County Councillors. 

727.01, Cllr T M apologised for late arrival Zoom connection problem. He advised that the local government elections were scheduled to proceed on 6th May, however there were various unitary options being considered by government and if agreed, the county elections scheduled for that date would be cancelled.

727.02 He updated the meeting on the sea defence work on Allonby to Silloth road and the cycle track.

727.03 Cllr R S asked how the parish council could proceed after receiving an unfavourable CRASH report to local speed limit changes and additional safety measures. Cllr T M advised that it was a case of continue to request changes. He left the meeting at 8.04pm declining the offer to remain.

Page 175 (1 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

728.00 Parish Council lengthsman, should council have regularly employed person?

728.01 Cllrs L P-M and R S had circulated their views on a lengthsman via email in December. Clerk advised how they had employed the last lengthsman and the odd jobs that he had completed, that he was a retired individual in receipt of UK pension so no financial commitment by the parish other than register him as an employee and collect the appropriate tax from monies paid for his service. He also had a Zero hours contract which meant parish council were not liable to regular financial commitment. Parish council had not purchased any tools or equipment as lengthsman has his own comprehensive tool kit.

728.02 Cllr L P-M advised councillors of the problems that had occurred by the employment of last regular lengthsman prior to the parish council being declared inquorate.

728.03 There then was a lengthy discussion about how could a lengthsman be employed, what tasks could he undertake and which tasks should be considered an Allerdale or Cumbria Highways. Clerk highlighted the parish council’s liability to when a pension liability could be triggered. Clerk questioned as to how last lengthsman was chosen, he advised that he had created a job specification and then there had been a face-to-face interview, as pre-Covid times.

728.04 The clerk advised that was a possible retired gentleman who would consider the job. It was decided that clerk to provide the councillors with the job specification and other documents created when the former lengthsman was employed on an ad hoc basis in March 2018.

729.00 Parish Council annual maintenance contract for 2021 season.

729.01 Councillors had discussed renewal with Tivoli when resolving the tree pruning in the large play area. Clerk advised that he had received a price adjustment effective from April 2021 for the new season, which included a 3% price increase from £2186.38 per 6-month season to £2251.99 for the 6-month season excluding VAT, or £375.33 ex Vat per month.

729.02 Councillors resolved unanimously to accept the new contract and price.

730.00 Update on traffic report submitted to CRASH and Highways.

730.01 Cllr R S had circulated his response from CRASH following his comprehensive report about the traffic conditions and speed limits in Oughterside and Prospect. It basically rejected all of the proposals for moving speed limit areas, signage in Oughterside and likewise considered no change to the speed limit and traffic restrictions on the A596. The report even mentioned the recent parish council’s request for full-time SID speed indicator device, also rejected.

730.02 The matter had been talked about with Cllr T M, he recommended that the parish keep making the case and requesting the changes.

731.00 Progress reports, clerk

731.01 INSIDE a brief discussion about content for the March newsletter including the full text of the CRASH road safety report and also issues to be raised by councillors in their reports.

731.02 Clerk would, after the meeting help decide on content.

Page 176 (2 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

731.03 The defibrillator has been fitted to the Prospect village hall, and was operational. Clerk to photograph and include in the INSIDE.

731.04 Cllr R S confirmed to clerk’s question about potholes down by Gilcrux bridge, these were still not repaired. Cllr T M (ABC) had advised that the major pothole repair machine was booked by Highways, due shortly.

731.05 Clerk reported that a footpath covered with mud by farm vehicles had been cleaned.

731.06 Clerk reported that from his inspection whatever works undertaken at the entrance to Meadow Bank had been ineffectual. Water still on carriageway. Clerk to contact Mark Jenkinson MP who had been instrumental in getting the recent hole and supposed repair carried out, to establish what he had been advised.

731.07 Clerk confirmed that he had made the parish council’s precept request.

732.00 Councillors Reports.

732.01 Cllr D V had raised concerns about a car being badly parked in Osborne Place causing larger vehicles to drive over a grass verge and it was becoming rutted. Cllr R S said he knew the vehicle owner and the circumstances and would approach the vehicle owner about it.

732.02 Cllr J C had attended the last Allerdale Calc 3 Tier meeting and circulated a report.

732.03 Cllr J C was keen to see an environmental meadow and also small group of trees planted. The large playing field seemed appropriate. Clerk advised that he, at one of his other parishes, had a Cllr who was part of the Cumbria Wildlife Trust management team and he would contact her to see if she would attend the March meeting by Zoom to advise the council on the work needed to be undertaken.

732.04 Cllr R S advised that the 3 grit bins around Pitt Lonning area and Beech Hill were empty and despite frequent request they have not been refilled. Cllr L P-M advised same problem in Allerby. Clerk to contact Highways.

732.05 Cllr R S also reported blocked drains on the way to Arkleby, he wondered if Highways could not devise a maintenance system where the problem drains received more frequent visits than the less problematic drains. Clerk to raise the issue with Highways.

732.06 Cllr R S was keen to see a Community Plan in place. Cllrs L P-M and J C pointed out that in the past there had been a serious attempt to create a community plan, every household had received a document on the proposals and a public meeting held in Prospect village hall, with hardly any public response.

732.07 Cllr R S was keen to see the bus shelter by the Miners Arms repainted, clerk had provided photographic evidence prior to the meeting and Cllrs all agreed that Cllr R S approach a local painter to quote for the job.

732.08 Cllr R S was also concerned about the state of the 3 village noticeboards and also the village hall noticeboard. Again, clerk had provided photographic evidence prior to the meeting and Cllrs agreed that the clerk should ask the contractor who had repaired the timber seat on A596 be invited to inspect and quote for their refurbishment.

732.09 Cllr R S has spoken to the Pond Green play area refurbishment team and he has the plans and quotations, he confirmed that there was still £3k in parish funds for a contribution and he would look at a part refurbishment project.

732.10 Cllr R S also keen to pursue Oughterside and Allerby obtaining a Quality Council award, but he would investigate the requirements and report back.

Page 177 (3 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

732.11 Cllr R S also keen to see name plates for roads and village boundary entry points clearly marked. Cllr J C has some precious experience on that topic and he would circulate to all.

732.12 Cllr L P-M advised that a blocked drain in Allerby towards Allonby had mysteriously been dug out and cleared. Local resident M Tanner were concerned that the gritting vehicle had not been in their area.

733.00 Correspondence.

733.01 Clerk advised that current government legislation covering virtual meetings expired on 7th May so perhaps face-to-face parish meetings could recommence. However, clerk was not certain that would be the case.

733.02 Over Christmas Calc had checked all Cumbria parish councils’ website material, Oughterside had all the relevant material correctly displayed.

733.03 Clerk had received 2 invoices, both for £20 from Calc to cover Cllr R S’s recent Effective Councillor Training Courses.

733.04 Clerk had received a phone call about Oughterside light No3 on White House being out and he had reported it.

734.00 Payments for approval.

IntPay 133 M Milner, Total £308.18, Salary£278.12(2 months). Exp £30.06

IntPay 134 HMRC PAYE, £69.40

IntPay 135 Calc 2 x £20 =£40, councillors training module.

All Payments approved

Meeting closed 9.28pm.

735.00 Date and time of next meeting Tuesday 9th March 2021 at 7.30pm.

Page 178 (4 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021

Meeting closed 9.28pm.

735.00 Date and time of next meeting Tuesday 9th March 2021 at 7.30pm.

Page 178 (4 of 4) Clerk signed pp chairman…………………………………………… 9th Mar’ 2021