Meeting June Agenda

OUGHTERSIDE AND ALLERBY PARISH COUNCIL

THE NEXT MEETING WILL BE HELD ON

TUESDAY 14th JUNE 2022 AT 7.00 PM IN

PROSPECT VILLAGE HALL

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 10th May 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 equipment refurbishment, update on funding position and timescale to installation, Cllr R S & clerk.

9.    Consider and approve payment of 50% of Prospect Village Hall insurance renewal. £631.36p. Hall Accounts circulated.

10. Consider and approve a request for purchase of new defibrillator pads for equipment located at Grow West building Allerby. £59 ex VAT.

11. Parish council vacancies for 2 councillors.

12. Reaffirm Parish Council’s Finance Code. (circulated beforehand)

13. Reaffirm Parish Council’s Standing Orders. (circulated beforehand)

14. Reaffirm Parish Council’s Code of Conduct. (circulated beforehand)

15. Material and content for INSIDE magazine July summer edition.

16. Progress report, clerk

17. Oughterside councillors’ reports

18. Correspondence

19. Payments for approval

20. Date and time of the next meeting Tuesday 12th July 2022 7.00pm at Prospect Village Hall.

Signed

Mike Milner

Mike Milner, Clerk and RFO to Oughterside & Allerby Parish Council 8th June 2022

oughtersideparishclerk@gmail.com

Documents

OUGHTERSIDE AND ALLERBY PARISH COUNCIL

The minutes of Oughterside and Allerby Parish Council meeting

held on Tuesday 14th June 2022 commencing at 7.00pm.

 

Chairman declared the meeting open at 7.00pm

Present: Cllrs. L Preston-Miller(chair), R Salmon, J Bell, A Warwick, Mrs P Lukeman.

Allerdale Borough and Cumbria County Councillors: Cllr T Markley joined the meeting later.

Clerk: Mike Milner, 7 members of the public present.

963.00 Apologises for absence: A Morris, M Harris (Cumberland Councillor)

964.00 Declaration of interests: None.

965.00 To read and approve the minutes of the last meeting held on Tuesday 10th May 2022.

965.01 Resolved to approve the minutes as a true and accurate record by those who were present at that meeting.

966.00 Public Participation Session. 15 minutes allowed.

966.01 clerk started with reference to the gateway by Osborne Place at the start of the May minutes. He had followed the issue up and circulated the responses to Cllrs. He asked what they wanted to do. Concern about tractor access over manhole and no dropped kerbs. Clerk to pursue dropped kerb with Highways.

966.02 He mentioned the bench, 948.03, and just expressed his thoughts about long-term maintenance and eventual replacement. OK if someone was responsible, but not a parish council problem.

966.03 clerk received 2 phone calls in last month about the gate issue and its location, plus had the traffic survey data been released yet?

966.04 All members of the public present indicated that the traffic survey was one of the reasons they were present. Clerk advised he had asked for the data, but so far not forth coming. He would make one last email contact with the representative responsible, and if no response within a fortnight he would move his request up the management structure at Highways.

966.05 member of the public was tackling Allerdale Environmental department about the “pong” from farmers muck spreading. Not a parish council issue.

966.06 Members of the public are concerned about an Osborne Place resident, their actions and police being involved. Clerk to contact both Maryport police and Home Group the housing association for the properties.

966.07 A question was raised about the parking on the pavement on Seaview Terrace on A596. Clerk knew police had been and visited properties but he would chase up and see what the consensus was for a solution.

967.00 Police matters.

967.01 clerk had circulated the police e-newsletter.

968.00 Matters concerning District and County Councillors. 

968.01 Cllr A M (ABC) advised on latest actions at Allerdale and at County Council level, nothing directly relating to O&A. Clerk would continue to invite the shadow council councillor. Cllr A M declined an offer to stay and left the meeting.

Page 232 (1 of 4) chairman…………………………………………………………….12th July 2022

969.00 Applications for development. None for consideration.

 

970.00 Pond Green play area equipment refurbishment, update on funding position and timescale to installation.

970.01 Cllr R S had circulated a “wish list” spreadsheet created from the school, the original play group fund raisers and also from conversations with younger children’s parents. The clerk had also started the creation of a tender document to circulate to potential suppliers when a final available funding total was known. Cllr R S advised that he had been advised that he had confirmation of a further £5k which took the total in excess of £33,500.00 and if all the outstanding applications proved successful there would be an additional £13k for the fund. The original fund-raising group had 2 outstanding events running, but by the end of July the full funding would be known.

970.02 at the July meeting the timetable for issuing the tender document could be decided and the original fund-raising group acknowledged that when the parish council was in a position to place the order, the funds they had raised would have to be transferred to the parish council bank account. At the July meeting the final playground equipment suppliers to be invited to tender would be agreed.

971.00 Consider and approve payment of 50% of Prospect Village Hall insurance renewal. £631.36p. Hall accounts circulated.

971.01 clerk advised the Cllrs that historically the parish council had provided an annual contribution of 50% of the Prospect Hall premium. Cllrs had asked for a sight of the hall accounts for 2021/22 which had been provided. The clerk confirmed that he had audited the accounts and could confirm that they truly reflected the financial status of the hall and that although the hall committee had applied for various Covid government grants, they had spent those funds on major refurbishment during the Covid closure.

971.02 Chair Cllr L P-M proposed that the parish council paid the requested insurance contribution, and that was seconded by Cllr A W and it was unanimously resolved to make the payment.

972.00 Consider and approve a request for purchase of new defibrillator pads for equipment located at Grow West building Allerby. £59.00 ex Vat.

972.01 clerk had received the request for the defibrillator pads from a member of the Allerby resident’s association. They had supplied details of the replacement equipment required and clerk had circulated to the Cllrs prior to the meeting.

972.02 Cllr R S proposed the purchase and Cllr l P-M seconded and unanimously resolved.

973.00 Parish council vacancies for 2 councillors.

973.01 The next edition of the INSIDE magazine was to advertise the two vacancies.

974.00 there were three consecutive agenda items, numbered 12, 13 and 14 and all respectively to reaffirm the parish council’s Finance Code, its Standing Orders and finally the Code of Conduct. All councillors agreed that as they would be reaffirming all documents as they currently stood, no changes, that it would be appropriate to vote on block to propose acceptance of all three documents. Unanimously resolved that all three documents noted were reaffirmed.

 

Page 233 (2 of 4) chairman…………………………………………………………….12th July 2022

975.00 Material and content for INSIDE Magazine July summer edition.

975.01 The deadline date for the copy was set at 12th July. Cllr R S would produce an item to cover the Pond Green play ground new equipment. If Highways provided the traffic survey data, then that would be the front page. Pictures of trees planted in Fleet Meadow and confirm that it is there as an area to be used for picnics. Request for those living near the planters of flowers at the village entrances to be watered by locals if possible. Picture of the 1967 embroidered tablecloth, now hanging in the Prospect village hall and the story behind hit.

975.02 The council vacancies and some Queen’s Platinum Jubilee pics.  Distribution by 22nd July.

976.00 Progress reports, clerk

976.01 clerk had submitted the relevant 2021/22 accounts documents to government auditor PKF and they had been acknowledged. All the accounts package demanded by legislation was on the website and appropriate document in the three parish noticeboards.

976.02 clerk had established which files covered the picnic field, Fleets Meadow, at the Cumbria Council record facility, but after a discussion it was decided by Cllrs that he need not make that trip, but explain the actual use of the area in the July INSIDE.

976.03 had again asked for the A596 road traffic survey, but not received, see 966.04.

976.04 a VAT reclaim had been submitted on 7th June 2022 and acknowledged by HMRC.

976.05 clerk asked Cllr R S if he had received any reply to his personal email the Cumbria Police and Crime Commissioner, minute 958.03 May refers. No, was the answer.

977.00 Councillors Reports.

977.01 Cllr R S was concerned about the tending and watering of the tubs of flowers dotted around the village. A member of the public advised that they were watering the tubs, but a comment in the INSIDE asking people to adopt a tub if they were close to it, for watering, would be appreciated.

978.00 Correspondence.

978.01 Invoice received from Tivoli for June grass contract, £485.53 inc Vat.

978.02 clerk had received an email from Cumbria County Council advising that they had awarded £5k towards the Pond Green play area fund. Money had been transferred to O&A.

978.03 clerk had received a letter via snail mail from Mark Jenkinson M.P about the reoccurrence of the leak at Meadow Bank, Oughterside. Clerk would continue to monitor the actions by Highways Department.

978.04 email received from the Information Commissioners Office about the annual renewal of the parish council’s Data Protection status. Clerk had paid the £40 renewal fee and was reclaiming it in his expenses. Cover extended to July 2023 and certificate printed off.

979.00 Payments for approval.

IntPay 201A,B  M Milner, Total £509.80, Salary£360.36. Exp £149.44

IntPay 202 HMRC PAYE, £60.00

IntPay 203 Tivoli, £485.53, June grass cutting contract.

IntPay 204, Prospect Village Hall, £631.36, 50% of annual village hall council insurance.

May HSBC standing monthly bank account charge £5.00

All Payments approved.

Page 234 (3 of 4) chairman…………………………………………………………….12th July 2022

Meeting closed 8.02pm.

980.00 Date and time of next meeting Tuesday 12th July 2022 at 7.00pm at Prospect village hall.

Page 235 (4 of 4) chairman…………………………………………………………….12th July 2022