• Minutes of the October 23rd 2018 Meeting

    November 24th, 2018 by Stan Pilling in General News ·Meeting Minutes

    Minutes of the Monthly Board Meeting
    Held 7pm Tuesday 23rd October 2018 at Halley MacLaig, Ballabeg

    Present: Mr D Radcliffe (Chairman), Mr S Pilling, Mr P Gunn, Mr P Vernon and Mr Young (Vice-Chair)
    In attendance: The Clerk
    Lee Smith Network Services Field Operations Engineer, MUA attended the first part of the meeting – discussed replacement programme

    1. MINUTES: The Minutes of the Meeting held Thursday 27th September were agreed having been proposed by Mr Young and seconded by Mr Pilling.

    a) Street Lighting – Mr Smith explained the situation regarding the replacement of Rushen’s twenty-five mercury lights. Issues relating to disposal of the lights are no longer as pressing as they were, as a disposal route has been identified. While it would be possible to replace the mercury lights for around £25,000 it would be better to do a more general upgrade of lighting on an area by area basis so the Commissioners agreed that Mr Smith should draw up some more detailed proposals for their November meeting. Mr Smith then left the meeting.
    b) Dog Byelaws – the Clerk will endeavour to complete this task as soon as practicable.
    c) Risk Assessment, Health and Safety – the Clerk reported that he had now received the relevant documentation from NFU Mutual and would circulate it in time for consideration at the next meeting.
    d) Port Erin Commissioners – proposed boundary extension and working group meeting – Commissioners agreed to Port Erin’s proposed meeting date of Tuesday 13th Nov at 6pm and agreed the following agenda.
    1. Recreation and play facilities – we’ve got three areas to be developed over the next few years and would like them to compliment rather than compete with PE/PSM facilities;
    2. Further support from Rushen towards PE events, library, etc .. and how Rushen could be engaged in the decision-making process to ensure best use of our rate payers’ money;
    3. Possibility of PE managing Rushen’s 4 public sector houses through a SLA;
    4. Expand group to include PSM; and
    5. Ballakilley boundary dispute (provisional discussion of how we move forward after the inquiry, regardless of outcome).
    6. Green play area in the Ballakilley estate – joint approach to lobbying Dandara.
    e) Ballafesson flooding – Mr Vernon reported that the hedge has now been cut but not in the place necessary. He had cut the hedge round the drain himself exposing the blocked drain. It was agreed that the Clerk would ask Jones Services to clear out the road drain as far as he can, but if it’s still blocked then the Clerk will contact DoI.
    f) Outstanding rates – the Clerk reported that he had not had time to arrange a meeting for himself and the Chairman with Rushen’s Coroner but would do so prior to the next meeting.
    g) Play area on the green space within the Ballakilley estate – the Clerk had heard nothing further but would try and find out more from Dandara.
    h) Newsletter – the Commissioners had received many glowing reports about the newsletter and it was agreed that a further newsletter should be considered next year.
    i) Multiuse recreational space – the Clerk reported that he had not heard any more from Chris Greggory who had agreed through his charity to develop ideas and plans for the Church Field. The Clerk would again try to contact Mr Greggory.
    j) Benches on the Howe – the Chairman reported that both benches had now been repaired. Former Commissioner, Derek Cain, had repaired the one above the Chapel and ythe Chair and Vice-Chair had repaired the one lower down.
    k) Complaint about high hedges – the Chairman reported that the offending property owner had an illness in the family so the Commissioners agreed to leave the matter until next month’s meeting.
    l) Letter from residents of Ballakeyll regarding Leylandi – the Clerk had received a quote for just under £1,500 to remove the five Leylandii – the Commissioners agreed that the quote be accepted.
    m) Derelict car on Qualtrough’s lane – the Clerk would try again to make contact with the owner to have the car removed.
    n) Southern recreation events group – email from Minister Cregeen –
    I am pleased to advise that everyone has replied positively and would like to suggest 31st October at 7pm Arbory commissioner’s office for the first meeting; could you please advise if this is suitable for you? Mr Young is unable to attend but Mr Gunn and the Clerk are available.
    o) Letter from the SCAS Board’s Clerk regarding the forthcoming tender process for administration of the site – the Commissioners had no particular comment to make other than to ensure that the process is fair and transparent.
    p) Consultation on Planning Amendment Bill – the Clerk reported that the following matters were to be addressed by the Bill and there were no matters of concern in the Bill.
    The amendments outlined in the action plan are:
    • New powers for the subsequent introduction of National Policy Directives which, with Tynwald approval, could override the Development Plan to better meet our needs.
    • A new Community Infrastructure Levy taking effect in early 2020.
    • The powers to introduce a method for faster minor amendments to existing planning approvals by the end of 2019.
    • Introduce a definition of ‘General Importance to the Island’’ as set out in Section 11(1)(a) of the Act.
    • Discretionary powers for the Cabinet Office to appoint a planning advisory body under Section 40 of the Act.
    • Explicitly define the statutory basis for Planning Committee(s) and their decisions

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling shared a copy of the financial statements for the year ended 31st March 2018, but had nothing further to report.
    4. MUNICIPAL ASSOCIATION – Mr Gunn had been unable to attend the previous meeting as it clashed with the Rushen meeting but would attend the meeting taking place the following Thursday.
    5. SOUTHERN SWIMMING POOL AUTHORITY – the Chairman reported that the possible KWC pool was being reconsidered in addition to the southern boards’ pool.
    6. MARASHEN CRESCENT – the Chairman had nothing further to report
    7. SOUTHERN HEALTHCARE COMMITTEE – Mr Pilling reported that there had been no meeting recently.
    8. MANX NATIONAL HERITAGE – nothing to report
    9. ROAD MAINTENANCE AND GRASS CUTTING – the Clerk reported that most of the summer grass cutting, the weed spraying and the hedge trimming was complete. Leaves would be swept once the last of them had blown off the trees.
    a) PokerStars Rally Signed Authorisation – this was noted.


    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 accounts for payment were agreed for payment having been proposed by Mr Pilling and seconded by Mr Vernon.

    a) The Financial Statements for the Year ended 31st March, 2018 were considered by the Commissioners, approved and signed by the Chairman and Responsible Finance Officer. The Letter of Representation was also approved and signed by the Chairman and Responsible Finance Officer.
    b) The Assurance Review Completion Letter from Grant Thornton was noted by the Commissioners.
    c) The 3rd Supplemental List was considered by the Commissioners and its contents noted. The Clerk was asked to ensure that Levelinn House is being properly charged for rates as it had been on a reduced rate for some time.

    11. FINANCIAL SITUATION – the following position was noted.
    Balance on last statements September/October 2018
    General ‘rates’ account 1,000.00 Liquidity Manager (rates) 138,049.65 Rent account 29,994.66
    Housing account 2,599.99

    a) Bus stop at top of Beaton’s lane – email from Speaker Watterson
    Please see below about hedge trimming. Can I also ask you to gain the views of your commissioners (Arbory and Rushen) about some of the potential solutions below, and which might be supported?
    Kind regards
    Dear Mr. Speaker,
    Reference your emails to Mr. Longworth regarding the bus stops at The Level in Colby which have been passed to myself for reply.
    The southbound stop was moved some years ago to the current location from the junction with Beeton’s Lane. This was because of road safety concerns as the Beeton’s Lane junction is on a left hand bend when travelling south so that when a bus is stopped cars overtake ‘blind’.
    I understand that the foliage encroaching onto the highway is the responsibility of the local authority to control, being one of the functions transferred from central government.
    A section of hard standing as provided by the local authority at Ballakillowey would assist both with the foliage issue and the safety of persons boarding or alighting from a bus. This would need to be done within the latest guidelines (kerb height and accessibility).
    For the northbound stop and the obstructing car parking the easy answer is for the stop to have a ‘bus box’ painted on the road. However, this would remove up to 30m of car parking in this area.
    Another solution is to have a ‘build out’ as has been done at Ballafesson Road in Port Erin and in Willaston. The parking lost is then only between 4m & 5m while providing bus passengers with a kerb on which to board or alight.
    Depending on the length of the ‘build out’ there may be the possibility of installing a bus shelter while maintaining the required pavement width for normal pedestrian traffic.
    Of course, all the above options are outside the control of the Transport Services Division and are within the remits of either the Highway Services Division or the Local Authority.
    Trusting this assists.
    Traffic Planning Manager
    bus vannin and IOM Railways
    The Commissioners considered the email and were concerned about the potential loss of parking for an intervention which didn’t appear to be strictly necessary. The Commissioners agreed to closely monitor the situation but were unwilling at this stage to invest ratepayers money in the matter.
    b) Our journey to integrate health and care – the Commissioners noted a previously circulated email from DHSC CEO.
    c) Consultation – Amendment to the GDPR and LED Implementing Regulations 2018 and Data Protection (Application of GDPR) Order 2018 – this was noted.
    d) National Service of Remembrance and Re-Dedication on Sunday 11 November 2018 – letter from Chief Minister. It was agreed that the Chairman would attend the National Service and that two wreaths would be purchased from the Royal British Legion at a cost of £37.
    e) Email from Douglas Borough Council regarding Henry Bloom Noble Library – it was noted that services for parishioners would now be free of charge with no contribution required from the Commissioners.
    f) Email from DEFA regarding Christmas Trees – the Commissioners agreed to purchase an 18 foot tree and the Chairman agreed to check the lights were working prior to the tree being erected.
    g) A letter from DoI acknowledging Rushen Parish Commissioners’ submission, regarding Port Erin’s Boundary Extension request was noted. The Commissioners were concerned about the possible negative perception of using a venue in Port Erin for the inquiry but agreed not to challenge the Department’s decision to locate the inquiry in the Erin Arts Centre.
    h) An invitation to the Chairman from MNH to attend the opening of the new exhibition commemorating the ending of the First World War was noted. The Chairman agreed to attend.

    A] Planning Applications – the Commissioners considered and supported the following applications:
    a) 18/01074/B Rear of Orestal Estate. DoI. Replacement of garages with hardstanding.
    b) 18/01055/B Greenmount, 15 Ballagale Avenue. Mr Mulgrew. Various alterations including dormer extension and detatched garage.
    c) 18/01030/B Maple Ridge, 4 Viking Hill. Haven Homes. Alterations to property including timber deck terrace.
    d) 18/01006/B 25, Ballagale Avenue. Mr and Mrs Bunyan. Alterations and erection of extension.

    B] Planning Approvals – the following approvals were noted.
    a) 18/00872/B 9 Bradda View Ballakillowey. Mr Warren & Mrs Emma Rainey. Decision – Head of Development Management. Approved. Issued 24th September 2018.
    b) 18/00946/B Broomfield Cottage, Qualtrough’s Lane. Mr and Mrs Young. Decision – Head of Development Management. Approved. Issued 10th October 2018.
    It was noted that the following approval (18/00824/B ) was registered as being in Arbory whereas it should have been Rushen.
    c) 18/00824/B Lamode Ballakillowey Road. Mr Philip Gawne. Approved by the Head of Development Management on 12th October, 2018.

    C] Planning Refusals – None

    D] Completion Certificates – these were noted.
    a) 16/07758/DOM plot 8, Bradda Grove. Issued 26th September 2018.
    b) 17/07552/ DOM plot 126, Ballakilley. Issued 9th October 2018.
    c) 17/07552/ DOM plot 112, Ballakilley. Issued 9th October 2018.
    d) 17/07552/ DOM plot 114, Ballakilley. Issued 9th October 2018.

    E] Planning appeals – None

    F] Other Planning Matters
    a) A notice of intention to demolish garages at rear of Orestal Estate was noted.

    a) Mr Vernon asked what progress had been made in relation to the semi derelict property on Truggan Road. The Clerk confirmed that while the matter was not forgotten, it had not been the highest priority this summer. The Clerk agreed to pursue the matter as and when time allows.
    b) The Commissioners agreed to rearrange the aborted Litter Pick for Saturday 17th November meeting at Croit e Caley green.
    c) The Chairman asked Commissioners to consider what more could be done to help address Climate Change and suggested the book and website ‘Draw Down’ as a good reference point. The Commissioners agreed to consider what could be done and discuss at the next meeting.

    15. DATE OF NEXT MEETING Wednesday 21st November 2018