• Minutes of the 18 April Meeting

    May 23rd, 2018 by Stan Pilling in General News ·Meeting Minutes

    Minutes of the Monthly Board Meeting
    Held 7pm Wednesday 18th April 2018 at Ballafesson Hall

    Present: Mr P Gunn (Chairman), Mr S Pilling, Mr P Vernon and Mr D Radcliffe.
    Apology: Mr J Young
    In attendance: The Clerk and Sally Hardman from Mobile Library.

    A. Sally Hardman, the Librarian in Charge from Mobile Library attended the first half hour of the meeting. Ms Hardman explained to the Commissioners the work of the Mobile Library and Family Library. She explained that it was a bit like “meals on wheels for the mind not the stomach” in that it provides a social service as well as library service. The home delivery service for people who are house bound is particularly important, with 12,700 books delivered each year and around 130 home visits each month. Staffing at the Mobile Library includes 1 full time and 3 part time offices, and at the Family Library 1 full time and 4 part time staff. Rushen Primary School is an active user of the service. The service is provided free of charge to schools, but a £20/year charge is made for adult users and £5/year for children. There’s no charge for people on benefits, or sometimes a more ‘flexible’ charge.

    The Commissioners considered the matter of library provision after Mrs Hardman let. It was agreed that the Clerk would collate the information received from various library providers and report back to the next meeting so the Commissioners could make a better informed decision.


    1. MINUTES: The Minutes of the Meeting held Wednesday 21st March 2018, were agreed by the Board, having been proposed by Mr Radcliffe and seconded by Mr Vernon.

    a) Street Lighting – the Clerk reported that an MUA engineer was working up a proposal to replace the Parish’s mercury lights in the next financial year. Mr Pilling expressed concern at an apparent proliferation of yellow light from the Parish’s street lights – the Clerk will contact the MUA to check whether this is as a result of replacement bulbs producing a more yellow colour.
    b) Dog Byelaws – the Clerk reported that there had been half a dozen responses to the Commissioners’ consultation on the proposed policy and byelaws but none of the responses required any changes to be made to the Byelaws. The Clerk will provide a summary of responses in advance of the next meeting and it was agreed that the Clerk should forward the byelaws to the Department of Infrastructure for final approval.
    c) Risk Assessment, Health and Safety. Appoint new consultant – the Clerk reported that he was getting a quote from a possible provider.
    d) Port Erin Commissioners – proposed boundary extension, library and meeting – the Commissioners discussed the meeting and agreed the notes of the meeting taken by the Clerk were a true record of what was said subject to one small change requested by Mr Pilling. The following actions had been agreed during the meeting:
    i) Port Erin’s Clerk would provide more information about how the George Herdman Library operates and any relevant statistics relating to Rushen residents’ usage of the library.
    ii) Port Erin’s Clerk would provide a price schedule in relation to the works which Rushen Parish Commissioners may wish to use in the future, particularly in relation to housing.
    iii) It was also agreed that regardless of how the Boundary Extension application progresses both authorities had plenty of areas of mutual interest on which it could be beneficial to work together. It was further agreed that a small working party would be established including Commissioners and Clerks from both authorities which would meet as and when required.

    The Commissioners agreed that Mr Radcliffe, Mr Vernon and Clerk would form the Rushen Parish Commissioners membership of the working party and it was agreed that the Clerk would contact Port Erin Commissioners to agree a date for the first meeting and an agenda to include playing fields and recreational facilities in the south west.
    e) Data Protection, Storage and e-mail – the Clerk reported that the new email system was up and running but Commissioners needed to speak to our IT contractor to activate their Commissioner’s email address no later than the end of April.
    f) 2018 Year of Our Island, litter and Beach Buddies – the Clerk reported that Jones Services has been able to empty the bin at Kentraugh. A joint press release with Arbory and Beach Buddies will be drafted by the Clerk for release in the next few weeks.
    g) Rent increase – the Clerk had written to the Commissioners tenants informing them of the annual rental increase.
    h) Ballafesson flooding and email regarding flooding at Ballagale Avenue – the Clerk reported that he had heard nothing further from either DoI Highways or the MUA following last month’s meeting. Mr Vernon had met with the Commissioners’ contractor on site but they had agreed that the necessary works were more significant than would be reasonable for the Commissioners to undertake. Mr Vernon will provide details to the Clerk of the problems he’s identified on the Surby Road and the Clerk will then notify DoI Highways of works required.
    i) Outstanding rates – the Clerk reported that he would be discussing the matter of outstanding rates with Treasury in advance of the next meeting.
    j) Damaged wall at Ballakilley – the Clerk reported that the wall had been repaired and an invoice has been received. This will be passed on to the insurance company shortly.
    k) Repair sign at Carrick Bay View – the Clerk reported that the sign had been repaired now.
    l) Wayleave at Carrick Bay View – the Clerk reported that this had been completed.
    m) Braddan GDPR training – the Clerk reported that he had undertaken the training. The Clerk explained that it is necessary under the new legislation for the Commissioners to have a data protection officer and the Clerk can fulfil this role. The Commissioners agreed that the Clerk should take on this role for Rushen. The Clerk also explained that the Commissioners and Clerk needed to make sure that all files they keep on their computers are password protected, and the Commissioners must now only use their rushen.gov.im email addresses for Commissioners business, to keep personal and Commissioners’ business separate.
    n) Select Committee of Tynwald on Library Provision and the Mobile Library – the Clerk reported that the report failed to address the Commissioners concern about a lack of central guidance regarding library provision and didn’t make any suggestions as to the percentage of rates local authorities should be spending in support of such provision.
    o) Public Rights of Way: Policy & Strategy 2018 – 2028 – an email had been received from DoI. It was noted that no changes had been made to the previously circulated document.
    p) Maintenance of Radcliffe Close – the Clerk had instructed the Commissioners’ contractor to undertake this work.
    q) Blocked footpath at Ballakillowey and undergrowth in Garth Avenue – the blocked footpath had been cleared by the Commissioners’ contractor and the Clerk had written to the property owner at Garth Avenue about their unruly shrubs and trees.
    r) Henry Bloom Noble library – the Clerk had circulated the letter and this would form part of the Commissioners’ consideration of library provision at the next meeting.
    s) Play area on the green space within the Ballakilley estate – the Clerk had written to Dandara but had not yet received a reply.
    t) Blocked ditches from Cregneash to Cronk y Watch – the Clerk had requested DoI Highways to clear the ditches.

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling reported that the next meeting would take place in the following week so there was nothing new to report.
    4. MUNICIPAL ASSOCIATION – the Chairman reported that Daphne Caine spoke to the last meeting about Year of Our Island 2018. There’s lots of promotional material available on the website and the Commissioners agreed that this is a very worthwhile government initiative. The future of the Richmond Hill Consultative Committee was also discussed. The Municipal Association AGM will take place on 24th May and the Chairman intends to attend.
    5. SOUTHERN SWIMMING POOL AUTHORITY – Mr Radcliffe reported that there are ongoing problems with holes in the swimming pool roof. Other than that, the Authority continues to run smoothly. Professor Barr and Paul Bridson from DESC will be attending the next meeting.
    6. MARASHEN CRESCENT – Mr Radcliffe reported that despite the continued absence of the Clerk, the Deputy Clerk is managing admirably well.
    7. SOUTHERN HEALTHCARE COMMITTEE – Mr Pilling reported the next meeting would take place the following evening.
    8. MANX NATIONAL HERITAGE – nothing to report.
    9. ROAD MAINTENANCE AND GRASS CUTTING – the Clerk reported that the grass cutting contractor had begun this year’s grass cutting, and last year’s road sweeping and gulley emptying had now been completed. One gulley next to Ballakillowey roundabout had proved to be difficult to clear and this had been reported to the DoI to see if the drain under the highway was the cause of the blockage.

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

    B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate)
    The Commissioners agreed the month’s accounts for payment.

    a) 1st Supplemental List 2018 – this was noted.
    b) SMP letter of engagement – the terms of the letter of engagement for assistance with preparation of this year’s accounts were noted.
    c) The Mobile Library acknowledgement of library contribution was noted.
    d) Office Copy of Title for Land Near Ballagawne Road had been received updating the Title to include the new wayleave.

    The following balances were noted.
    Balance on last statements March/April 2018
    General ‘rates’ account 1,000.00 Liquidity Manager (rates) 94,086.37 Rent account 26,846.22
    Housing account 2,599.25

    a) The Clerk reported on an email received from Dougie Elliot regarding GDPR. It was agreed that the Clerk should meet with Mr Elliot to find out what he could offer to the Board.
    b) Invitation to the Chair to an Exhibition of Methodist Modern Art Collection – this was noted and the Chairman would endeavour to attend.
    c) An invitation from the Southern Community Initiative to attend a meeting about establishing a Southern Community Partnership on Wednesday 2nd May was discussed. It was agreed that the Commissioners should attend if possible, and Mr Radcliffe agreed to attend the evening session.
    d) A letter of thanks regarding works at Fleshwick was noted.
    e) A letter and emails regarding the Commissioners’ dogs policy consultation were noted. It was agreed that the Clerk will collate the correspondence for consideration at the next meeting.
    f) A letter regarding the extension to Woodville was noted.
    g) An email regarding “Port Erin’s underhanded intention of extending its boundary” was considered by the Commissioners. It was agreed that the Commissioners would issue an information sheet once it became clearer what process would be followed in determining Port Erin’s request.
    h) An invitation for the Chairman and guest to attend the Tynwald Garden Party was noted. It was agreed that Mr Radcliffe would attend.
    i) A signed copy of the MUA Wayleave Agreement at Carrick Bay View had been received.

    A] Planning Applications
    The Commissioners supported the following application.
    a) 18/00320/B The Lhag. Mr and Mrs Noble. Re-roof existing conservatory.

    B] Planning Approvals – the following approvals were noted.
    a) 18/00181/B 7 Carrick Bay View. Mr Richard & Mrs Maryann Dunn. Decision – Senior Planning Officer. Issued 3rd April 2018.
    b) 18/00179/B Briarwood Glen Chass Road. Mrs Frances Johnson. Decision – Senior Planning Officer. Issued 3rd April 2018.
    c) 18/00146/B Fairwinds 47 Garth Avenue. Mr Darren Magrath. Decision – Senior Planning Officer. Issued 3rd April 2018.
    d) 18/00195/B 1 Fairy Hill Close Ballafesson. Department of Infrastructure. Decision – Senior Planning Officer. Issued 6th April 2018.


    C] Planning Refusals – None

    D] Completion Certificates – the following certificates were noted.
    a) 17/07152/DEX Thie Grianagh, Honna Road. Issued 22nd March 2018.
    b) 16/07533/DOM Plot 3, Bradda Grove. Issued 22nd March 2018.
    c) 17/07399/DEX 1 Ballagill, Croit e Caley. Issued 22nd March 2018.
    d) 17/07237/DOM Plot 143, Ballakilley. Issued 26th March 2018.
    e) 17/07237/DOM Plot 135, Ballakilley. Issued 26th March 2018.
    f) 17/07340/DEX Cronk Beg, Howe Road. Issued 28th March 2018.
    g) 17/07406/DOM Plot 130, Ballakilley. Issued 29th March 2018.
    h) 15/07474/DOM Motorlands, Shore Road. Issued 4th April 2018.

    E] Planning appeals – None

    F] Other Planning Matters – None

    a) Mr Vernon suggested a Commissioners’ newsletter should be produced. It was agreed that the Commissioners should all endeavour to contribute a section to the newsletter.
    b) Mr Pilling raised the subject of tote bags and cones left apparently abandoned on the road near the level. It was agreed that the Clerk should request that these be removed.

    15. DATE OF NEXT MEETING & AGM Wednesday 16th May 2018