• Minutes of the 21 February 2018 Meeting

    April 6th, 2018 by Stan Pilling in General News ·Meeting Minutes

    Minutes of the Monthly Board Meeting
    Held 7pm Wednesday 21st February 2018 at Ballafesson Hall

    Present: Mr P Gunn (Chairman), Mr J Young, Mr D Radcliffe, Mr S Pilling
    Apologies: Mr P Vernon
    In attendance: The Clerk

    1. MINUTES: The Minutes of the Meeting held Wednesday 17th January 2018, were agreed by the Board, having been proposed by Mr Young and seconded by Mr Radcliffe.
    The Minutes of the Estimates Meeting held Wednesday 31st January, were agreed by the Board, having been proposed by Mr Pilling and seconded by Mr Radcliffe.

    2. MATTERS ARISING. JANUARY – due to the Clerk’s illness these matters arising had not been discussed at the January meeting.
    a) Street Lighting – LED maintenance costs – The Board agreed that the Clerk should request a price from the MUA to replace all 25 mercury lights still lighting parts of the parish. The Board agreed in principle, subject to an acceptable price, to replace all these lights with LED lights in the forthcoming financial year and to include special mobile signal controller. This motion was proposed by Mr Pilling and seconded by Mr Radcliffe.
    b) Dog Byelaws – the previously circulated press release, policy and bylaws were approved by the Board to be released to the media for public consultation.
    c) Risk Assessment, Health and Safety. The Clerk continues to investigate the appointment of a new consultant.
    d) Port Erin Commissioners – proposed boundary extension – the Clerk reported that he had had discussions with the Port Erin Clerk in which he had explained the Board’s desire to find a mutually acceptable way forward and the Board’s hope that a meeting could be held to discuss the way forward.
    e) Draft policy for data retention and freedom of information – the Clerk reported that he had circulated to the Board relevant forms and guidance in relation to Freedom of Information and that these have been made available on the Commissioners’ website.
    f) Shared phone line with Arbory – The Clerk continues to investigate the most appropriate way of doing this but for the meantime Arbory were sharing the costs with Rushen.
    g) Youth services – the Clerk and Mr Young reported on a meeting of Southern local authority representatives held to discuss improving recreational facilities in the South. It was agreed that Mr Young would continue to represent the Parish on this working group, and the Clerk would attend.
    h) 2018 Year of Our Island – the Commissioners discussed a range of ideas including the establishment of a group of volunteers to tidy up litter in the parish and generally ensure the Parish was well maintained. The Clerk would discuss this with the Year of Our Island secretariat, and Beach Buddies to see what if any help and support could be offered.
    i) Laptop – the Clerk reported that he now had access to a Dell laptop on which he can use the accountancy software.
    j) Smiley SID – the Commissioners reaffirmed their decision to half fund one of these units, provide that Arbory funded the other half. The Clerk reported that this was acceptable to Arbory and it was agreed that the Clerk would endeavour to place an order prior to the financial year end.
    k) Rent increase – the Clerk explained that he would be writing to the tenants informing them of the rent increase for next year.
    l) Housing reserve – the Clerk reported that he had investigated further how the reserve is calculated.
    m) Ballagawne Road complaint – the Clerk reported that the pavement concerned had now been cleared and looks much better as a result..
    n) Proposed Order for Off Street Parking Places – Mr Young agreed to write to DoI Housing to request a meeting.
    o) Southern Swimming Pool Location – in response to a request from the Department of Education the Clerk had provided the following reply:

    The Commissioners have considered your request for support and feedback and wish to provide the following comments.

    The Commissioners very much support the development of a new swimming pool in the south, ideally associated with other sports and youth focussed facilities. The ideal location would of course be at Castle Rushen High School.

    That said, the Commissioners are aware of other proposals for a facility located at King Williams College, and before the Commissioners gave their definitive support for the CRHS site they would wish to see plans and business cases for each proposal. If both schemes provided equal services at an equal cost, then the CRHS site would be strongly favoured by the Commissioners.

    In summary then, the Commissioners are concerned about committing to a proposal they haven’t yet seen, but in principle would prefer the CRHS site all other things being equal.

    p) Ballafesson flooding – it was agreed that the Clerk should write to MUA drainage and DoI highways drainage, requesting a site meeting. The Commissioners would respond to an email on the matter highlighting their issues and concerns.
    q) Action plan to improve the planning system – a copy of the final response had been circulated electronically and agreed by the Commissioners.
    r) Licencing Court – the licencing court was meeting in February to consider licences across the Island.
    s) Consultation on proposed changes to local government financial – the Clerk reported that the changes appeared to be reasonable and he had submitted views on behalf of the Commissioners.
    t) Consultation on a proposed Order for Off Street Parking Places – the Clerk had responded on behalf of the Commissioners welcoming the move.
    v) Ballakilley camping – the Clerk was still pursuing this matter.
    a) Port Erin Library – the Clerk reported that he had had preliminary discussions with Port Erin’s Clerk. Port Erin Library costs around £70,000 a year to operate so the Commissioners would need to substantially increase their contribution if they wished to see Rushen ratepayers receiving the same access to the service as Port Erin ratepayers. The Commissioners considered that the Mobile Library may offer a better solution for ratepayers. It was agreed that the Clerk would continue to investigate library provision so that the Commissioners could make a better informed decision in the future.
    b) Outstanding rates – the Clerk reported that this was an ongoing matter.
    c) Consultation on amendments to access and eligibility criteria for public sector housing – the Clerk reported that he had received no feedback on this matter so had not responded to the consultation.
    d) Consultation on proposed changes to the Building Regulations housing – the Clerk reported that he had received no feedback on this matter so had not responded to the consultation.
    e) Constituent’s complaint about water run-off from Bradda View Grove – the Clerk reported that the Commissioners had received further correspondence which explained that the matter had been amicably resolved.
    f) Damaged wall at Ballakilley – the Clerk reported that he has pursuing this matter on behalf of the Commissioners.

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling reported that the site is to introduce more rigorous procedures to ensure that commercial vehicles are charged commercial rates. He also discussed proposals for a new accommodation block
    4. MUNICIPAL ASSOCIATION – the Chairman reported that Dr Henrietta Ewart gave a presentation on healthy living which was both informative and well received. The Chair had attended Maughold Commissioner, Robert Moughtin’s funeral. The DoI Minister would be speaking at the next meeting.
    5. SOUTHERN SWIMMING POOL AUTHORITY – Mr Radcliffe reported that the pool continued to be well managed and operated.
    6. MARASHEN CRESCENT – Mr Radcliffe reported that the Clerk is currently on sick leave so his Deputy had taken over for the time being. Mr Radcliffe also reported that there was £50,000 left in the maintenance budget which the Board hoped to spend before the end of the financial year.
    7. SOUTHERN HEALTHCARE COMMITTEE – Mr Pilling had been unable to attend the last meeting.
    8. MANX NATIONAL HERITAGE – nothing to report
    9. ROAD MAINTENANCE AND GRASS CUTTING – the Clerk reported on a number of matter.
    a) Repair sign at Carrick Bay View – it was agreed that the Clerk should in the first instance investigate whether it would be possible to repair the sign rather that go to the expense of a brand new one.
    b) Around two thirds of highways sweeping and gulley cleaning work is still to be completed. This is in line with previous years’ schedules.
    The Clerk will ask whether Jones Services Ltd would pick rubbish out of the hedges when hedge trimming. If not, the Commissioners will look to organising community litter picks.

    A] REVENUE (inc. VAT where appropriate):
    The Clerk reported the income which had been received since the previous meeting.

    B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate)
    The monthly accounts for payment were agreed.
    a) Wayleave at Carrick Bay View – the Commissioners agreed that the Chairman be authorised to sign an agreement to provide a wayleave to the MUA so that a cable could be laid across the Commissioners land, provided that details of the route are clarified.
    b) EfW Waste Plant Gate Fees and Anti-Blockage Measure – the Clerk reported on correspondence received notifying the Board of modest fines which could be imposed on people delivering waste to the EfW where it was proven that wastes delivered were listed as not acceptable for the EfW.
    c) The Board noted the 1st Supplemental List 2018.


    The following balances were noted.
    Balance on last statements January/February 2018
    General ‘rates’ account 1,000.00 Liquidity Manager (rates) 107,969.14 Rent account 22,178.66
    Housing account 2,599.03
    Loan account – still owing 64,515.41

    a) The Clerk to the Select Committee of Tynwald on Library Provision had written to the Board asking for the Commissioners’ views on library provision in the Isle of Man. The committee specifically asked:
    Are the Commissioners content with the current arrangements, or do they have any proposals for reform?

    The Committee also had a few specific questions:
    · What support do you provide for local library provision?
    · Do you provide any financial support to the Mobile Library? If not, why not?
    · Are you aware of the extent to which local residents make use of the Mobile Library’s facilities?
    Following discussion by the Board, it was agreed that the Clerk would draft a reply to the Committee. It was also agreed that the Clerk would ask the mobile library what contributions the Board had made in the past, how often they visit the Parish and how many users there are in Rushen.
    b) Letter from Rev Heaton about War Memorial Plaque Service of Dedication. It was agreed that Mr Gunn and Mr Radcliffe would attend.
    c) Letter from Elizabeth Clucas Charitable Trust – the Clerk had provided clarification on the Board’s agreement with Nomads in response to a letter received from the Trust.
    d) Letter from Manx Harriers – the Clerk will reply to the letter thanking them for informing the Commissioners about the forthcoming Good Friday event.
    e) The RTLC’s Applications, Decisions and Notices document was noted.
    f) A letter from SC Consulting Services Ltd was noted.
    g) The Board supported a suggestion from the Braddan Parish Commissioner’s Clerk regarding the need for GDPR training and agreed to contribute towards the costs of such training.
    h) Public Rights of Way: Policy & Strategy 2018 – 2028 – letter and attachments from Bill Corlett – Commissioners considered the letter and document and somewhat reluctantly agreed to take on responsibility for trimming the footpaths this summer. It was agreed that the Clerk should draft a reply for the Commissioners to consider.
    i) Maintenance of Radcliffe Close – it was agreed that the Clerk should investigate whether this is an adopted highway, and report back to the next meeting.
    j) Email regarding flooding at Ballagale Avenue – the Commissioners considered the email and agreed to raise this with the MUA and DoI drainage officers at the site meeting.
    k) Cars parking in the Ballakilley Development – the Commissioners noted concerns raised about inappropriate and illegal parking in the area. The Board supported actions taken by the Clerk and agreed to continue to monitor the situation closely.
    l) Email from mobile library – the Commissioners considered this email in conjunction with item 12 a) and agreed the actions noted above.
    m) The Commissioners note a letter regarding Sleepwell Hotels Youth & Junior Tour Cycle Races 4th to 6th May 2018

    A] Planning Applications. The Commissioners were content to support the following applications with the exception of items c) and d) where the Commissioners had concern over the loss of parking.
    a) 18/00058/B Shore Hotel. Wentworth Enterprises. Conversion of barn to tourist accommodation.
    a1) 18/00058/B Shore Hotel. Wentworth Enterprises. Amended plans.
    b) 18/00060/B Maple Ridge, Viking Hill. Haven Homes. General renovation work.
    c) 18/00087/B 10, Fleshwick Close. Dandara Homes Ltd. Erection of dwelling in place of previously approved garage.
    d) 18/00114/B 1, Fleshwick Close. Dandara Homes Ltd. Erection of dwelling in place of previously approved garage.
    e) 18/00146/B 47, Garth Avenue. Darren Magrath. Single story extension to the rear.

    B] Planning Approvals – the following were noted.
    a) 17/00921/B Airedale, 31, Christeens Way. Mr Keith Wilkins. Decision – Head of Development Management. Issued 19th December 2017.
    b) 17/01186/B Field 411363, Glendown Farm, Truggan Road. Derek & Jane Cain. Decision – Planning Committee. Issued 22nd January, 2018.
    c) 17/01240/B
Ard-Ny-Shee, 3, Viking Close, Ballakillowey, Mr Henrik Buchleitner & Mrs Rachel Norton-Buchleitner. Decision – Senior Planning Officer. Issued 25th January, 2018.
    c) 17/01233/B Ard-Ny-Shee, 3, Viking Close, Ballakillowey, Mr Henrik Buchleitner & Mrs Rachel Norton-Buchleitner. Decision – Senior Planning Officer. Issued 25th January, 2018.

    C] Planning Refusals – None

    D] Completion Certificates – the following were noted.
    a) 16/07126/DEX Hill Crest, Ballagale Avenue. Issued 22nd January 2018.
    b) 01/07006/DEX Corvalley, Howe Road. Issued 29th January 2018.
    c) 01/07531/DEX Thie ny Chibbyr, Surby Road. Issued 30th January 2018.
    d) 01/07593/DEX Shore Hotel, Shore Road. Issued 30th January 2018.
    e) 17/07159/DOM Plot 159, Ballakilley. Issued 1st February 2018.
    f) 17/07160/DOM Plot 161, Ballakilley. Issued 5th February 2018.
    g) 00/07291/DEX Leander Cottage, Croit e Caley. Issued 5th February 2018.
    h) 00/07322/DEX 1, Viking Close, Ballakillowey. Issued 15th January 2018.
    i) 17/07158/DOM Plot 160, Ballakilley. Issued 30th January 2018.
    E] Planning appeals – None

    F] Other Planning Matters – None

    There were no additional items of business.

    15. DATE OF NEXT MEETING Wednesday 21st March 2018.