Meeting March Agenda

Annual Parish Meeting of the Oughterside and Allerby Parish will be held on Tuesday 8th March 2022

at Prospect Village Hall at 7pm.

Immediately followed by



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, club/society reports if any


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 February 2022, as a true record.

4.    Co-option of Janet Bell, Thorndyke, Prospect, Wigton, CA7 2LX

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

6.  Police Matters

7.  Matters concerning District and County Councillors.

8.  Applications for Development.

9.  Pond Green play area refurbishment.

10.                Pond Green play area successful National Lottery grant, future actions with regard play area equipment and crowd funding options.

11. Proposal of picnic table/bench by River Ellen on old pit road, a fence and waste bin.

12. Wild Flowering report and actions.

13. Easter edition, the content of INSIDE Mag.

14.   Progress report, clerk.

15.   Oughterside councillors’ reports.

16.   Correspondence.

17.   Payments for approval.

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


Mike Milner

Mike Milner, Clerk and RFO to Oughterside & Allerby Parish Council 2nd March 2022  



The minutes of the annual parish meeting of Oughterside and Allerby Parish held on Tuesday 8th 2022 at 7pm followed by March Parish Council Meeting

held in Prospect Village Hall.


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

Present: Cllrs J Cowan (meeting chair), Mrs D Volkaerts, R Salmon.

Apologies. Mrs L Preston-Miller (chair), A Morris, Andrea Warwick, Mrs P Lukeman.  


Chairman’s report, the parish council chair was unable to attend due to Covid positive test, so Cllr John Cowan chaired the meeting, however at such short notice he had not prepared a report and Cllr L P-M had not sent her report to be read out.

At the public participation section, no member of the public present offered a report.

Meeting closed. 7.03pm

Parish Council meeting opened at 7.04pm by Cllr J.C parish council vice chair and acting as chair for the meeting.

Present: Cllrs J Cowan (acting chair), Mrs D Volkaerts, R Salmon.

Apologies. Mrs L Preston-Miller (chair), A Morris, Andrea Warwick, Mrs P Lukeman, J Bell. Cllr A Markley (ABC).

909.00 Apologises for absence as noted above.

910.00 Declaration of interests: None.

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

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

912.00 Co-option of Janet Bell, Thorndyke, Prospect, Wigton. CA7 2LX.

912.01 Clerk had made the appropriate enquiries confirming the co-optee was suitably qualified and had attended the February meeting and confirmed her enthusiasm to join the parish council.

912.02 Cllr D.V proposed her co-option and seconded by Cllr J.C, Janet Bell duly approved for co-option to the parish council.

913.00 Public Participation Session. 15 minutes allowed.

913.01 The clerk reported that following the last meeting he had contacted the Cumbria Wildlife Trust personnel he knew, minute 895.04, who had responded and that advice had been forwarded to the appropriate residents, but he didn’t know what further action had been undertaken.

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913.02 Councillors and clerk were advised that there were 2 trees an Oak and a Sorbus tree purchased for the Oughterside parish playing field and 5 for the parish picnic field in the enclosed fenced area, Oaks, Beech a Green and Copper and also a Whitebeam.

913.03 The practise of the parents/guardians who left their car engines running outside the school as they waited for the children was raised. Clerk advised that was not something that directly concerned the parish council, but Cllrs agreed that it should be mentioned in the April INSIDE and he would point out to the school the perceived problem and pollution issues for the young children.

913.04 Parking on the pavement on the main road, A596, through Prospect in the vicinity of the road down to Arkleby at the north of the village, was raised. Again, the clerk pointed out that this was a perennial problem, a police matter not a parish council responsibility.

914.00 Police Matters.

914.01 Clerk had as normal circulated the police e-newsletter.

915.00 Matters concerning District and County Councillors.

915.01 None present to report.

916.00 Applications for development. None for consideration.

917.00 Pond Green play area refurbishment.

917.01 Cllr R E had circulated pictures of the repaired areas. Clerk had organised the supply of the approved wood chip the previous Thursday and had engaged a contractor who had undertaken the removal of the old material and timber edging and replaced with new material. Cllr A W had emailed to say the school children were appreciative of the finish.

918.00 Pond Green Play area successful National Lottery grant, future actions with regard play area equipment and crowd funding options.

918.01 Cllr R S was pleased to announce that the parish council had successfully obtained a £10k National Lottery fund grant. He explained that there was now £17k in the kitty for the refurbishment and he would like another £5k from a Cumbria Community grant application plus additional funds raised by the fund raising group and wanted to have contributions by a crowd funding source to be paid directly into the parish bank account.

918.02 Cllr R S explained that by raising the additional monies the logistics of having only one visit by installers meant the installation of more equipment and an obvious cost saving. He asked if the parish council would donate another £1k from its reserves to make the council contribution up to £4k.

918.03 Clerk advised Cllr R S that request could not be authorised at this meeting as it was not an agenda item. He would create an agenda item for the April meeting, it would a resolution by the Cllr requesting Cllrs to approve the additional funding. Clerk was also not keen on the parish bank account being used as a recipient for funds from an outside crowd funding organisation. He had checked the issue with Calc who were happy for proven and known deposits from official grant organisation but concerned in these days of money laundering and banking Safeguard procedures and how the clerk, any clerk, could record and account for random deposits. A member of the public advised that the play group had had a crowd funding arrangement. Cllr R S to investigate that prior arrangement.

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918.04 Cllr R S to discuss with the chair and clerk after the meeting about getting forms signed for the additional £5k funding.

918.05 Acting chair Cllr J C congratulated Cllr R S on his successful National Lottery bid and was certain that the local children would take a pride in their new equipment when it was installed.

919.00 Proposal of a picnic table/bench by River Ellen on old pit road, a fence around it and waste bin.

919.01 Clerk had added this on the agenda having received an email on the topic. Clerk pointed out that for the 5 seats that they had installed prior to Covid had all gone on a concrete base to enable secure fixing points for security. A picnic bench would cost approx. £750, then approx. £75 for the fixing kits, plus a concrete base, a basic stock fence, the installation and delivery, ball park cost figure of £1k. As for the waste bin, if users could take material to the bench, then surely, they could take rubbish home?

919.02 Cllr R S was of the opinion that the river fencing required repairing in the immediate vicinity. He was advised that getting such repairs undertaken were a time and budgetary issue and that the fallen fence was likely due to erosion. This would have to be discussed with County and the Environment Agency, clerk would start that process. Cllr J C pointed out that the installation of a seat or bench close to the river was potentially raising a safety issue, especially with children.

919.03 After a detailed assessment of the project, its problems and getting the river bank stabilised and a new river side fence installed its was deemed that installing a seat or bench in that area was not appropriate.

920.00 Wild flowering update

920.01 Clerk was talking to the Cumbria Wildlife Trust about the issue, but he would bring up an issue in correspondence about the grounds contract and that could reflect on the project. It was an issue he was hoping to resolve the following morning.

921.00 Easter edition, the content of INSIDE mag

921.01 Kieron Sutton advised that he could probably put together a draft edition in the next few days. There was a quick run through of the material currently available and it was hoped to get it printed and distributed so that it could carry appropriate promotions for Prospect village hall events over Easter.

922.00 Progress reports, clerk

922.01 Clerk advised that all his ongoing issues had been dealt with or been an agenda topic, the only outstanding issue was as per minute 904.01 the results of the traffic survey which had recently been undertaken on the A596.

923.00 Councillors Reports.

923.01 Cllr R S advised that he had been approached about the state of the pavement edge along the length of the school lay-by. Clerk advised it had been reported, but as he was in Oughterside in the morning he would rephotograph and raise the issue again.

923.02 Cllr R S had received an assurance that the blocked gulley issues by Ellen Bridge would be resolved by the installation of a proper kerb, to stop vehicles breaking down the road grassed verge with resulting dislodged material blocking the gulleys.

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923.03 Cllr R S pointed out that the website list of councillors was incomplete. Clerk advised that it was on his list of jobs to attend to.

924.00 Correspondence.

924.01 Clerk had received an email on Monday about the grass cutting contract, Tivoli had advised that they would like a site visit as their system was saying a 100% increase was appropriate. There was a site visit organised across the parish commencing at 9.30am the next morning.

924.02 Email received from St James Church, Hayton thanking the parish council for £500 graveyard maintenance contribution.

924.03 Email received requesting a councillor’s personal contact details. Clerk does not divulge Cllrs contact details, it turned out to be a matter concerning the underground nuclear waste storage in Cumbria, which clerk responded to.

924.04 Request to buy litter pickers, matter dealt with by email as not feasible because who would act a point of contact and store them.

925.05 Clerk had received a list of community events for village hall and Miners Arms which would be promoted in the INSIDE.

925.06 Request from the Prospect Village Hall for a 50% contribution towards the annual hall insurance. Clerk will make it an agenda item  for April, but will request an up to date set of current accounts and the a/c’s for the previous couple of years to aid the council’s consideration of the request.

925.07 Received an email on Monday about a broken street light just below Osborne Place, a blocked gulley towards the school and a fly tipped toilet suite. All reported and acknowledged and toilet had already been collected.

925.08 A letter received that morning from local MP about the Meadow Bank leak, which advised work undertaken. Cllrs to monitor the repair.

925.09 All other relevant emails circulated where appropriate, but not the numerous Platinum Jubilee Celebration must have “Special Offers.”

926.00 Payments for approval.

IntPay 187a,b,c,d CPA Horticulture Ltd totalling £1594.08, Pond Green Play Grade chippings, this payment 24th Feb and 3 subsequent days.

IntPay 188 M Milner, Total £269.62, Salary£233.32. Exp £36.30

IntPay 189 HMRC PAYE, £58.20

IntPay 190 Cluaran Landscape Services £816.00, contractor to repair Pond Green play area

All Payments approved

Meeting closed 8.10pm.

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

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