Meeting Agenda March 2021

Annual Parish Meeting of the Oughterside and Allerby Parish will be held on Tuesday 9th March 2021

via video conference link commencing at 7.30pm

 Immediately followed by


via the same video conference link.

Dear Parish Councillor,

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



Chairman’s report

Public participation


  1. Apologies
  2. Declaration of interest.
  3. To approve and accept the minutes of the last Oughterside & Allerby parish council meeting held on Tuesday 9th February 2021, 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. Environmental Meadow and Tree planting, advice from Tanya St Pierre, Project Manager, Cumbria Wildlife Trust.
  9. Pond Green Play Area, current position, funding and proposed equipment.
  10. Lengthsman, update
  11. Bus shelter and noticeboards, refurbishment.
  12. INSIDE magazine.
  13. Progress report, clerk.
  14. Oughterside & Allerby councillors reports
  15. Correspondence.
  16. Payments for approval.

Date and time of the next meeting Tuesday 13th April 2021 7.30pm.


Mike Milner

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

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.



The minutes of Oughterside and Allerby Parish Council Meeting

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

commencing at 7.54pm, immediately following the annual parish meeting and a talk on hay meadows and verge wildling by guest speaker.


Video link Meeting opened: – The chairman declared the parish 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)

Guest Speaker, Tanya St Pierre, (Get Cumbria Buzzing Project Manager) Lorton Parish Cllr

Clerk: Mike Milner

Members of the public: two.

736.00 Environmental Meadow and Tree planting.

736.01 Chair welcomed Tanya to the meeting and invited her to take centre stage and provide councillors and member of the public present with an outline of what Oughterside and Allerby could do to encourage wilding of verges and creating biodiversity in the parish.

Tanya, for 20 minutes, explained how to run a project, the need to get community involvement, audit of sites and that she would provide details of methods of tackling the projects. She was interested to discover that the parish had a costal boundary because that would open up other opportunities for funding and volunteer help. At the end there was a short Q&A session. At 7.50pm chair thanked Tanya for her very informative contribution.

Chair then at 7.51 opened the Oughterside and Allerby Annual Parish Meeting.

737.00 Apologies, Cllr P Lukeman (O&APC) Cllr J Lister (CCC)

738.00 Chairman’s report.

738.01 Chair gave her brief report which contained what few activities had been undertaken in the last year, greatly curtailed by the Covid 19 pandemic. She noted the efforts put in by the owners of the Miners Arms, who had changed their profile from being a public house to a village shop and central point for many services for the community, a much-appreciated effort by local residents.

739.00 No other groups or societies present to make any reports meeting closed 7.54pm

Video link Council Meeting opened: – The chairman declared the meeting open at 7.54pm

740.00 Apologies, as per 737.00

741.00 Declaration of interests: None.

742.00 To read and approve the minutes of the last meeting held on Tuesday 9th February 2021.

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

Page 179 (1 of 4) Clerk signed pp chairman……………………………………………13th Apr’ 2021

743.00 Public Participation Session. 15 minutes allowed.

743.01 Clerk reported nothing outstanding and invited members of the public for their questions. Member of the public advised that as there had been no financial contribution requested for the fitting of the defibrillator at the Prospect Village Hall, the now closed Opara bank account had just over £1000 in it and it would be appropriate to hand this to a community project and therefore it was offered towards the cost of a permanent Speed Indication Display sign at the entrance to Prospect on the A596. Clerk pointed out that he had in writing from Highway’s their objection to a permanent SID in Prospect, which had been reinforced as not possible in their recent correspondence in response to Cllr R S’s detailed road safety proposals for the parish. The point was made that there was a SID in Aspatria on A596 and another one in Maryport. Cllr T M commented that he thought they were governed by different criteria, perhaps the parish should consider the installation of a temporary SID, but leave it in position 24/7. It could be solar powered; clerk did point out that Prospect was not bathed in constant sunshine. Clerk did advise that he would again contact Highways and had noted some of the detail Cllr R S had made from his recent exchange with Highways and CRASH team.

743.02 Another member of the public asked if a precis of parish council actions and planning applications could be put in the quarterly newsletter. Clerk advised that he put the minutes in 3 noticeboards and on the parish website as he is required to by government transparency legislation. It was said that not every resident would look at the noticeboards or look on the parish website. Clerk said if there was available space, he would consider the possibility, but observed that things like the community wilding project, the refurbishment of the bus shelter and attention to noticeboards and dog waste bins were ideal topics for the newsletter, material not already out in the public domain.

743.03 Cllr R S asked whether the OPARA funds could be utilised for the proposed Pond Green playground upgrade project. It was explained that the money should only be utilised on something that would benefit the whole of the community, rather than a segment of it.

744.00 Police Matters.

744.01 No police report. No crime map on website.

745.00 Matters concerning District and County Councillors. 

745.01 Cllr T M advised he would provide a local and county report. For the Allerdale report he advised on recent council budget and that the Allerdale and County were now acting together on the Barrow to Silloth sea defences. At County there was a 3.98% council tax increase, that £10m was transferred into the reserves fund.

746.00 Applications for Development. No application received.

747.00 Pond Green Play Area, current position, funding and proposed equipment.

Cllr R S has been in contact with D N from Miners Arms who is leading the play area group. He confirmed the group had £3.5k in the bank, plus £3k pledged by O&A PC. Quotes had been submitted by two companies for total replacement of existing equipment, a significant expansion of facilities and the laying of rubberised surfaces, costing in the region of £70k. Research has been carried out on possible sources of grant funding, and it was believed that alternative, less expensive, options would need to be considered, as raising £70k would likely take too long. A meeting would be required to agree on a revised plan but until Covid restrictions were lifted on public meetings, no further action was possible.

Page 180 (2 of 4) Clerk signed pp chairman……………………………………………13th Apr’ 2021

748.00 Lengthsman, update.

748.01 clerk advised that he had been made aware of an individual who could be suitable to fulfil the lengthsman post. Again, though under current Covid restrictions about meeting people meant an interview was not possible as clerk plus a councillor and then the possible lengthsman was currently an illegal gathering. Clerk also asked for a clear definition of the tasks to be covered as the bus shelter was to be refurbished, as were the noticeboards and tasks like the pavements were a Highways responsibility. Cllrs agreed to hold this item in abeyance.

749.00 Bus shelter and noticeboards, refurbishment.

749.01 Cllr R S had obtained a quotation from a local painter to refurbish the bus shelter outside the Miners Arm, materials and labour totalling £480, the quote and specification had been circulated to councillors prior to the meeting. The councillors resolved unanimously to accept the quotation and confirmed that they would allow the final colour selection to       Cllr R S from the 4 options he had provided from the painter’s colour swash.

749.02 Clerk had discussed the refurbishment with the joiner who had repaired the bench seat on the A596 at Prospect, last summer. The contractor would sand back the 4 noticeboards, which included the Prospect village hall board then recoat with 2 coats of Ronseal stain. Obviously, this could not be undertaken until warmer, sunnier and drier weather. Price £80 per noticeboard so total £320. Councillors resolved unanimously to accept that quotation.

750.00 Inside magazine.

750.01 Clerk advised that he could include an update on the bus shelter refurbishment and also the noticeboards getting a refurbishment. The newsletter would also report on the CRASH team response to Cllr R S’s traffic report in the roads in Oughterside and Prospect.

750.02 Cllr R S has been looking at the lack of name plates for roads and streets in Oughterside and Prospect. Clerk had provided details of his investigations back in November 2018, the financial implications per property affected by providing a street name. Clerk asked if this should be a newsletter item to gauge residents’ views? Councillor decided not to be pursued at this moment in time, so not newsletter item.

750.03 following the talk about verge wilding Cllr J C to write an article for INSIDE and clerk advised all submissions by 19th March.

751.00 Progress reports, clerk

751.01 as per minute 731.03 clerk had called at Prospect village hall and photographed the newly installed defibrillator in it external porchway.

751.02 further to minute 731.06 clerk had contacted the local MP Mark Jenkinson because the leak at the entrance to Meadow Bank was still visible despite MP’s intervention and further investigation work and fresh hole being dug. The MP had responded to the clerk which he had circulated to all parish councillors. The MP is still in correspondence with the CCC and he would keep O&A PC informed of further actions.

751.03 clerk had advised Tivoli that they had retained the grass cutting contract for the coming season.

751.04 as minute 732.11 clerk had circulated all the name plate correspondence from 2018, plus a copy of the electoral road address list, no names, for councillors to refresh on their past investigations into naming local roads.

 Page 181 (3 of 4) Clerk signed pp chairman……………………………………………13th Apr’ 2021

751.05 clerk like thousands across the country was awaiting the government’s decision on future parish council meetings being all returned to physical meeting or could parish councils have a hybrid of physical and virtual. Cllr A M confirmed that village hall was ready to accept return to a physical routine in May.

751.06 further to minute 732.01 had the motor vehicle issue been resolved and councillors confirmed yes.

751.07 minute 732.10, Cllr R S confirmed no further action on Quality Council status at this current time.

752.00 Councillors Reports.

752.01 Cllr A M advised that the village hall insurance premium was due and the renewal was £1002.74. The parish normally paid 50% of the premium, but as the hall had received no income for 12 months could the parish council see its way to paying the full premium this year. It was resolved that for this year the parish council would pay the full premium and Cllr A M to send clerk copy of the invoice and clerk would arrange to transfer the funds to Prospect village hall bank account.

752.02 Cllr R S had received the CRASH team report, and advised the councillors that he had written back querying some of the statistics and logic in their response. He was awaiting the response.

752.03 Cllr R S had requested 3 grit bins were refilled, 2 had but the one at Pit Lonning still empty.

752.04 Cllr R S had contacted the local MP Mark Jenkinson about the blocked drains outside the parish, but stopping traffic due to flooding on the back road Cockermouth routes. The MP had confirmed that he had written had written to the CCC CEO, about their scheduled maintenance routine of drains, suggesting that those which are often blocked be cleared more frequently, with less problematic drains scheduled less often.

753.00 Correspondence.

753.01 Clerk read out an email he had received the previous evening about a parish councillor receiving visitors and overnight stop overs against covid legislation. Clerk had investigated the accusations and responded today to the author of the email pointing out what was allowed under government legislations about carers and family bubbles. He had also pointed out not a parish council matter whether a councillor or ordinary resident.

754.02 all other relevant documents including latest local government reorganisation link.

755.00 Payments for approval.

IntPay 136 M Milner, Total £308.18, Salary£259.84. Exp £26.28

IntPay 137 HMRC PAYE, £58.20

IntPay 138 Prospect Village Hall, £954.17 village hall ins premium 100% 2021/22

All Payments approved

Meeting closed 9.00pm.

756.00 Date and time of next meeting Tuesday 13th April 2021 at 7.30pm.

Page 182 (4 of 4) Clerk signed pp chairman……………………………………………13th Apr’ 2021