• Minutes of the AGM and Meeting held 16 May 2018

    June 25th, 2018 by Stan Pilling in General News ·Meeting Minutes

    RUSHEN PARISH COMMISSIONERS
    Minutes of the Annual General Meeting and monthly Board Meeting
    Held 7pm Wednesday 16th May 2018 at Ballafesson Hall

    Present: Mr P Gunn (Chairman), Mr S Pilling, Mr J Young, Mr P Vernon and Mr D Radcliffe.
    In attendance: The ClerkSpeaker Watterson SHK and Minister Skelly MHK attended the start of the meeting and a wide-ranging discussion was held on progress with Ballakilley, flooding in Ballafesson and Surby, the Port Erin Boundary Extension proposal, and policy and legislative developments in relation to local government. The honourable gentlemen left the meeting at 8pm.

    AGM
    1. CHAIRMAN’S REPORT ON HIS YEAR IN OFFICE
    “The saying is that a week is a long time in politics especially in the fevered atmosphere generated by Brexit. Looking back over a year for Rushen Parish Commissioners there has been some progress and some achievements although certain issues remain outstanding.

    We now have a not so new Clerk who is endeavouring to look up to the high standards set by his predecessor. Sometimes we cannot be quite sure whether he was wearing a Rushen hat or that of Arbory. A major publicity coup was to mark our cooperation with Braddan Parish Commissioners over the vexed issue of dog waste and its collection. Some friends perhaps unkindly mentioned making it on to page 3 although the Courier does not in fact as yet have quite the circulation of the Sun.

    The proposed extension of the boundary by Port Erin Commissioners also generated much interest following a public statement and an interview on Manx Radio. We await the outcome of further dialogue with Port Erin in due course and always jaw jaw is better than war war. We also appear to be making progress in our negotiations with Nomads although the legal position remains to be clarified pending the introduction of legislation.

    In addition to expressing my appreciation to the Clerk, I would also like to thank the remaining members of the Board for their support and involvement throughout the year. Generally even if we do not agree on everything, we are at least able to debate with civility and this has always been a feature of my many years as a Board member and I hope this will continue to be the case.

    We have a lengthy agenda to debate and I have only been used to speaking uninterrupted for three minutes before the planning committee on planning matters so again thank you for your collective efforts on behalf of the Parishioners.”

     

    2. ELECTION OF CHAIRMAN AND VICE-CHAIRMAN FOR THE FORTHCOMING YEAR
    Mr Radcliffe was elected Chairman having been proposed by Mr Vernon and seconded by Mr Pilling. Mr Young was elected Vice-Chairman having been proposed by Mr Vernon and seconded by Mr Gunn.

    3. ELECTION TO VARIOUS BOARDS/COMMITTEES
    The following positions were approved by the Commissioners:
    a) Southern Civic Amenity Site (3 year) Remains as Mr S Pilling
    b) Swimming Pool Board (3 year) Remains as Mr D Radcliffe
    c) Marashen Crescent Elderly Persons Housing Board (3 year) Remains as Mr D Radcliffe
    d) Municipal Association (annual) Peter Gunn
    e) Southern Healthcare Committee (annual) Stan Pilling
    f) Rushen Ambulance Committee (annual) Stan Pilling
    g) Allotments Committee (annual) Justin Young

    1. MINUTES: The Minutes of the meeting held on Wednesday 19th April 2017 were approved having been proposed by Mr Vernon and seconded by Mr Pilling.

    2. MATTERS ARISING
    a) Street Lighting – LED maintenance costs – the Clerk is still awaiting a proposal from the MUA in relation to replacement of the Parish’s mercury lights. The Clerk will chase this matter with the MUA.
    b) Dog Byelaws – the Clerk had circulated feedback which had been received in response to the Commissioners’ consultation on its policy and Byelaws the Commissioners agreed that the feedback had be overwhelmingly supportive and agreed that the Byelaws should be implemented at the earliest possible opportunity.
    c) Risk Assessment, Health and Safety. The Clerk reported that he had received a very competitive quote for the appointment of a new consultant. The payment would be a one-off payment, and deliver the following:
    • A site visit by one of their in-house qualified & experienced Health & Safety Consultants
    • A meeting with the Commissioners, and any other key stakeholders, to discuss our needs, find out more about our business and answer any questions we may have.
    • A visit to all the Commissioners property, taking pictures and performing hazard spots.
    • A review of the Commissioners existing H&S documents and procedures.
    • Following the visit, the Commissioners will receive an action plan which will clearly define steps needed to be taken to comply with H&S law, listed in order of urgency from ‘urgent’, to ‘required’ to ‘recommended’.
    • The Commissioners will also receive the audit report, which will delve into more detail on all the aspects of H&S that the business is exposed to and how it is performing, good or bad.
    • The contractor will also produce or update relevant Health & Safety policies (including slips, trips & falls risk assessments and employee Manuel handling)
    The Commissioners agreed to accept the quote and appoint the NFU Mutual Risk Management Service.

    d) Port Erin Commissioners – proposed boundary extension, library and meeting – the Clerk reported that he had received feedback from the Clerk to Port Erin’s Commissioners regarding Port Erin’s George Herdman Library. The Clerk agreed to complete the exercise of collating all the information the Commissioners had received in relation to library provision. There had been no further developments regarding this item.
    e) New email addresses – it was agreed that the remaining two Commissioners who hadn’t migrated to the new rushen.gov.im email addresses must activate their new addresses as soon as possible. Mr Young asked why the emails not encrypted and the Clerk agreed to find out.
    f) 2018 Year of Our Island, litter and Beach Buddies – The new Chairman, Mr Radcliffe, and the Clerk had met to discuss this matter, as previously agreed. They recommended that a litter pick be arranged for the Parish in mid-July, with a barbeque to be included once the picking was complete. It was further agreed that the Clerk would research the most effective anti-litter signage.
    g) Ballafesson flooding and email regarding flooding at Ballagale Avenue – it was agreed that the Clerk would copy to the Rushen MHKs details of works needing doing. Mr Vernon would assist the Clerk by providing the detail regarding these works.
    h) Outstanding rates – the Clerk reported that he would be discussing the matter of outstanding rates with Treasury but had not yet had the opportunity to do so.
    i) GDPR – the Clerk had a meeting with Alexander Elliot and this was followed up by an email from Doug Elliot
    GDPR is extremely new and it is very difficult, at this stage, to anticipate how much work will be involved in carrying out the role.

    I would recommend that your DPOs for these organisations be employed on contract and the first of these be on a very short-term basis, say six months to a year. During that period you will be able to assess the real requirements of the Boards and retain the ability to renew with that supplier or make alternative arrangements.

    We wish to endeavour to be employed to carry out the role on terms you can hopefully afford. In the circumstances, we can offer our services as Data Protection Officer to the Board, for an initial 12-month period. Should you wish to take my advice, and only enter into a six-month contract, then that would be perfectly acceptable to us, on a pro-rata rate.
    The Board agreed to accept Alexander Elliot’s quote which had been proposed by Mr Young and seconded by Mr Pilling. The Board also agreed to adopt the privacy policy annexed to these minutes after it was formally proposed by Mr Pilling and seconded by Mr Vernon.
    j) Public Rights of Way: Policy & Strategy 2018 – 2028 – it was agreed that the Clerk would ask our current contractors whether they had capacity to ensure our footpaths are maintained this summer. If they can’t then the Clerk would advertise the work.
    k) Maintenance of Radcliffe Close – The Commissioners agreed to seek to remove the overgrown tree at entrance to Radcliffe Close and the Chairman agreed to discuss the job with a local contractor.
    l) Library provision and email from Librarian of Henry Bloom Noble library previously circulated – the Board agreed to pay the annual subscription to the Henry Bloom Noble library as it appeared to represent good value for the people of Rushen. This was proposed by Mr Vernon and seconded by Mr Pilling.
    m) Play area on the green space within the Ballakilley estate – it was agreed that the Clerk would ask Dandara to build playground similar to Cronk Cullyn.
    n) Blocked ditches from Cregneash to Cronk y Watch – the Clerk had received further correspondence on the matter. The Commissioners agreed that the Clerk should contact DoI to ensure the ditching work was completed by the autumn.
    o) Southern Community Partnership – both the Chairman and the Clerk had been unable to attend.
    p) Newsletter – the Commissioners agreed that the Chairman would edit and produce the newsletter with assistance from the Clerk. It was agreed that the Newsletter would be produced in late June/early July and all the Commissioners agreed to contribute an article.
    q) Cones and tote bags on road at the Level – the Clerk reported that these items had now been removed.

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling reported that the Board had agreed to send staff out to regularly tidy up litter that had blown out from the site. The Chairman asked whether the litter which had blown from the site on to the side of the nearby railway track could be addressed as part of this initiative. Plans have also been developed for the welfare accommodation block to be refurbished. The AGM was to be held the following evening.
    4. MUNICIPAL ASSOCIATION – Mr Gunn reported that the CEO of Wildlife trust had spoken at the last meeting. The AGM would be held the following week.
    5. SOUTHERN SWIMMING POOL AUTHORITY – the Chairman reported that the next meeting would take place the following evening and Prof Barr and Paul Bridson from DESC would attend.
    6. MARASHEN CRESCENT – the Chairman reported there had been a meeting the previous Tuesday. The Board had received a request from Castletown and Malew Elderly Persons Housing Board (C&MEPHB) to open discussions regarding joint management and closer working.
    7. SOUTHERN HEALTHCARE COMMITTEE – Mr Pilling reported that applications from C&MEPHB, Southern Befrienders and Southlands had been supported.
    8. MANX NATIONAL HERITAGE – nothing to report.
    9. ROAD MAINTENANCE AND GRASS CUTTING – the Clerk to reported that Mr Booth continued this season’s grass cutting, but Jones Services was not particularly active at the moment.
    In relation to waste collection it was agreed that the Clerk should investigate the prices and effectiveness of getting stickers on bins reminding residents what they should and shouldn’t be placing in their bins.
    10. RESPONSIBLE FINANCE OFFICER’S REPORT.
    A] REVENUE (inc. VAT where appropriate):
    The Clerk reported on the income which had been received since the last meeting:

    B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate)
    The accounts for payment were agreed:

    C] OTHER MATTERS
    a) SMP letter of engagement – the Clerk reported that SMP had been providing invaluable assistance in preparing the accounts for the auditors.

    11. FINANCIAL SITUATION
    Balance on last statements April/May 2018
    General ‘rates’ account 1,189.00 Liquidity Manager (rates) 76,826.88 Rent account 24,109.44
    Housing account 2,599.46

    12. CORRESPONDENCE
    a) A letter from Public Records in relation to the EU General Data Protection Regulations including a Local authority records generic retention schedule and a template privacy notice information was noted. The Commissioners confirmed that their support for the Local Authority records generic retention schedule and that this would be adopted for use by the Board.
    b) An email from Southern Community Initiative regarding the H2H fund raiser on 20th May was noted.
    c) A letter from Corlett Bolton regarding Rates on recently purchased property was noted.
    d) Invitation to Onchan Civic Service – this was noted.
    f) Invitation to Tynwald Day – this was noted.
    g) Letter from TaxaGenomics regarding dog fouling – this was noted.
    h) RTLC applications, decisions and notices – this was noted.
    i) Invitation to Douglas Civic Service – this was noted.
    j) A letter from the British Legion was noted and it was agreed that the Chairman would attend the event.
    k) An email requesting a pedlar’s licence for selling ice cream and ice lolly’s in the parish was considered. It was agreed that the Clerk should prepare a letter supporting this venture at the same charge as levied for the previous applicant.

    13. PLANNING MATTERS
    A] Planning Applications
    The Commissioners supported the following application.
    a) 18/00445/B Woodlands, Ballagawne Road. Mr Hartmann and Mrs Hartmann-Struik. Erection of double garage in front garden.
    a) 18/00419/B 10 Fleshwick Close, Ballakilley. Mr and Mrs Gresswell-Wilkins. Install flue in conjunction with multi-fuel fire.

    B] Planning Approvals
    a) 18/00171/B Woodville, Castletown Road. Mr John Hill. Decision – Director of Planning. Approved. Issued 27th April 2018.
    b) 18/00219/B Scholaby Mill Ballakilpheric Road. Mr & Mrs Steve McGillicudy.
    Decision – Planning Committee. Issued 11th May 2018.

    C] Planning Refusals – None

    D] Completion Certificates – the following certificates were noted.
    a) 17/07422/DOM Plot 133, Ballakilley. Issued 19th April 2018.
    b) 17/07015/DOM Plot 166, Ballakilley. Issued 23rd April 2018.
    c) 17/07291/DEX Oakfield, Croit e Caley. Issued 23rd April 2018.
    d) 17/07464/DOM Plot 103, Ballakilley. Issued 2nd May 2018.
    e) 17/07467/DOM Plot 106, Ballakilley. Issued 2nd May 2018.
    f) 17/07465/DOM Plot 104, Ballakilley. Issued 4th May 2018.
    g) 16/07114/DOM Land opposite Maynrys, Glen Chiass Road. Issued 4th May 2018.
    h) 16/07078/DEX 3, Strawberry Meadows, Croit e Caley. Issued 4th May 2018.

    E] Planning appeals – None

    F] Other Planning Matters – None

    14. ANY OTHER BUSINESS
    a) The Commissioners considered correspondence from a local camp site owner and DEFA with regard to appropriately registering the site. The Commissioners agreed to adopt the Model Standards for operating camp sites in Rushen which DEFA had provided. This was formally proposed by Mr Young, seconded by Mr Gunn and supported by the Board.
    b) The Commissioners agreed that the Clerk should write a letter to Mrs Gunn formally thanking her for the essential and rather excellent cake she continues to supply to the monthly meetings.

    15. DATE OF NEXT MEETING Wednesday 20th June 2018

     

     

     

     

     

    Annex – Rushen Parish Commissioners’ Privacy Policy

    The Clerk to Rushen Parish Commissioners is the data controller for any personal data you provide. The information you provide will only be used to respond to your query or deal with your complaint and will be retained in accordance with our retention policy.

    Personal information
    In order to use many of our services or ask for our assistance, you will be required to submit some personal information, such as your name, your address, your postcode, email address or phone number.

    We have a legal duty to ensure that our processes are fair and that we keep your personal data safe and secure, in accordance with the Data Protection Act 2002. We do not share your personal information with anybody else without your knowledge unless we are required by law to do so.

    We will hold your personal information on our systems for as long as it is needed for the service you have requested and remove it in the event that the purpose has been met.

    Disclosure of personal information
    In many circumstances we will not disclose personal data without consent. However, when we undertake certain work to improve the Parish, for example, we may need to share personal information with our contractors and with other relevant public authorities.

    Access to personal information
    The Rushen Parish Commissioners try to be as open as possible in giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act. If we do hold information about you, we will:

    • give you a description of it;
    • tell you why we are holding it;
    • tell you who it could be disclosed to; and
    • let you have a copy of the information in an intelligible form.

    To make a request you need to put the request in writing to the Clerk, Rushen Parish Commissioners, Lamode, Ballakillowey Road, Rushen IM9 4BP.

    If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us.

    Complaints or queries
    Rushen Parish Commissioners aim to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

    This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the Commissioners’ collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the Clerk, Rushen Parish Commissioners, Lamode, Ballakillowey Road, Rushen IM9 4BP.

     

    Links to other websites
    This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

     

    Isle of Man Public Record Office
    Your personal data may be permanently retained for research use at the Isle of Man Public Record Office if the records containing your personal data are selected for permanent preservation under the Public Records Act 1999. The Isle of Man Public Record Office preserves records of Isle of Man public authorities that are of long-term historic and cultural value.

    Access to and use of records at the Isle of Man Public Record Office is governed by legislation, in particular the Public Records Act 1999, the Public Records Order 2015 and the Freedom of Information Act 2015.

    Some records are made available to the public for research use, whilst others are covered by access restrictions to ensure sensitive information that should be confidential for a period of time is protected. Where your personal data is included in records transferred to the Record Office, an assessment will be made of whether the records should be covered by an access restriction based on this legislation. Access restrictions will be applied to records as appropriate under this legislation to prevent unlawful access to your personal data. Your personal data will not be used by the Isle of Man Public Record Office for any automated decision making.

    The Isle of Man Public Record Office is part of the Department for Enterprise and can be contacted at: [email protected], or Unit 40A Spring Valley Industrial Estate, Braddan, Isle of Man, IM2 2QS. The Department for Enterprise Data Protection Officer can be contacted by e-mail at: DPO- [email protected]

    Changes to this privacy notice
    We keep our privacy notice under regular review. This privacy notice was last updated on 16th May 2018.