• Minutes of the 21 November Meeting

    January 7th, 2019 by Stan Pilling in General News ·Meeting Minutes

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

    Present: Mr D Radcliffe (Chairman), Mr S Pilling, Mr P Gunn, Mr P Vernon and Mr Young (Vice-Chair)
    In attendance: The Clerk


    Public Sector Housing: Mrs Julie Edge MHK attended the start of the meeting to discuss public sector housing in the Parish and in particular the Fairy Hill estate. Commissioners expressed eagerness for all southern public sector houses to be managed by a southern housing authority. A range of local issues relating to housing were discussed including the Commissioners concerns about parking in the estate.

    1. MINUTES: The Minutes of the Meeting held Tuesday 23rd October 2018 were agreed having been proposed by Mr Vernon and seconded by Mr Pilling.

    a) Street Lighting – LED maintenance costs – the Clerk had received an email and various reports earlier on the day of the meeting but had not been able to review everything in the documentation. The Clerk read out the following summary of what was proposed:
    Stage 1, Option1 (lighting report attached “Odin’s Way, Ampera Existing”)
    Within the estate there is a high mix mercury fittings (post top 360 degree lights) which have control gear in the bases of the columns and no longer meet current BS7671 wiring regulations. Along with the mercury fittings there are also older ZX/ philips SGS fittings with SON and CDM lamps and a small number LED fittings (Ampera and the previous generation AXIA).
    The first proposal is to replace all fitting excluding RN092 & RN104 (all ready ampera fittings) with new ampere fittings. RN105 and RN016 which currently have 24W LED AXIA fittings to be redeployed (below option, Ballkeyll). From my survey I found that four columns will need to be replacing due to age. Pictures attached. The budgetary cost for undertaking this work is £11,826+VAT.

    Stage 1, Option 2 (lighting report attached “Ballakillowey, Existing and proposed”)
    Due to the discussed directional light output from LED fittings compared to the older 360 degree post tops and SON lighting, simply replacing the existing fittings to LED would/may make the darker areas more noticeable. As a result I would recommend installing some additional columns to compensate and help meet British Standards. This is always difficult to undertake in existing estates due to spacing of houses, drive ways and the location of existing infrastructure. Ballakillowey Estate is no exception. I have chosen three locations that would maximise the average lux levels, Although this would still not conform to P4 British Standard. These locations with their respective budgetary costs (if taken as part of the wider scheme option 1);
    1. The Chase, Budgetary £2,224+VAT
    2. Junction of Hill top Road , Budgetary £2,224+VAT
    3. junction of Viking road/close. Budgetary £3,988+VAT due to road crossing as no electricity cables in the vicinity.
    Option two, budgetary Subtotal = £8,436+VAT

    Current estimate for option 1 and 2 = £20,262+VAT

    The Commissioners agreed in principle to proceed with option 1 and 2 as above but would review the documentation and comment by email if having absorbed the detail concerns with the proposal were identified. This was proposed by Mr Pilling, seconded by Mr Vernon and agreed by the board.
    b) Dog Byelaws – the Clerk had now contacted the Government mapping service and was progressing with the byelaws.
    c) Risk Assessment, Health and Safety – the Clerk will circulate by email the detailed findings of the consultant.
    d) Port Erin Commissioners – proposed boundary extension and working group meeting – the Commissioners discussed the previously circulated notes of the meeting of the working group and the pre-inquiry meeting. It was agreed that the Clerk would prepare for the Commissioners a full submission to the inquiry which he would circulate to this to the Commissioners the weekend before a meeting to be held at 7pm on 10th December at the Chairman’s house which was agreed to discuss the submission. It was agreed that the former Clerk would be invited to assist with the submission.
    e) Ballafesson flooding – Mr Jones had agreed to contact Mr Vernon to ensure the gulley was properly cleaned.
    f) Outstanding rates – the Clerk had arranged a meeting with the Coroner to take place at 6pm on Thursday 29th November at the Coroner’s office.
    g) Play area on the green space within the Ballakilley estate – the Clerk had received an email from Dandara which indicated that plans were being developed and further details would be forthcoming in the following week.
    h) Multiuse recreational space – the Clerk had not had a chance to progress this matter.
    i) Complaint about high hedges – the Commissioners were concerned with some of the language used by the offending hedge owner, but they were pleased to note that he had agreed to tackle the hedge.
    j) Letter from residents of Ballakeyll regarding Leylandi – the Clerk reported that the contractor would be undertaking the work in July.
    k) Derelict car on Qualtrough’s lane – the Clerk had heard nothing further.
    l) Southern recreation events group – the Commissioners noted the following email from Minister Cregeen:
    Further to the meeting on the 31st October which unfortunately there was a bit of confusion over the following points were agreed to progress.
    1) That each Authority could compile a list of recreational facilities and regular events in their area
    2) If Possible a list of Whats on
    3) A list of any proposed upgrades to facilities or new facilities
    4) That Graham Cregeen MHK will check to see if we can get a STEP student to sort out a recreation and events website which will link to all southern Authorities website
    5) That at a future meeting invite guests for example youth services, MSR, age concern or southern community partnership.
    Mr Gunn attended had attended the previous meeting and the next meeting was due to take place in February.
    m) Enquiries regarding rates on house at the Level – the Clerk had not yet received the information he had sought.
    n) Litter pick – the Commissioners agreed to leave the litter pick until after Christmas.

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling reported that many budgetary scenarios had been discussed at the last meeting but in the end it was agreed that a 5.7% increase in costs would be imposed for next financial year. Various plans for the redevelopment of the site are under discussion.
    4. MUNICIPAL ASSOCIATION – Mr Gunn was unable to attend the last meeting at which Dr Alex Allinson MHK talked about the MUA.
    5. SOUTHERN SWIMMING POOL AUTHORITY – the Chairman had little to report other than plans for a new pool at KWC continue to be considered.
    6. MARASHEN CRESCENT – the Chairman had little to report.
    7. SOUTHERN HEALTHCARE COMMITTEE – Mr Pilling reported that there had been no recent meeting.
    8. MANX NATIONAL HERITAGE – there was nothing to report
    a) The Proposed Order and Plans for Ballafesson Road were noted.
    b) The Chairman had discovered an extra gulley at the bottom corner of the road by Ballafesson playing field. The Clerk agreed to notify Jones Services Ltd and he would also ask for the road to be swept by the playing field.


    A] REVENUE (inc. VAT where appropriate):
    The Clerk reported the income 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 Vernon and seconded by Mr Pilling.

    a) Annual Accounts for the Year ended 31.3.18 – the signed accounts were noted.
    b) The Commissioners considered whether or not to increase the second bin annual charge. Taking account that the charge had not increased since it was originally imposed but waste disposal cost had increased substantially since then, the Commissioners agreed to increase the charge by £10 to a total annual charge of £40.

    11. FINANCIAL SITUATION – the following position was noted.
    Balance on last statements October/November 2018
    General ‘rates’ account 1,000.00 Liquidity Manager (rates) 123,386.25 Rent account 27,039.22
    Housing account 2,599.99

    a) Letter and emails from DoI regarding waste – collection of yellow bagged waste, EFW scheduled maintenance, minor fire in turbine house – the Commissioners noted this correspondence and agreed that the Clerk would pass on to Jones Services Ltd any relevant information.
    b) Email, letter and phone call from DoI regarding Port Erin Boundary Extension Inquiry – the Commissioners noted this.
    c) Invitation to Chairman and guest to PSM celebration of Christmas – the Chairman agreed to attend.
    d) A Letter from a Garff Commissioner was noted.
    e) Childhood Healthy Weight document from Director of Public Health – this was noted.
    The following have been circulated by email:
    f) Email from Surby resident concerned about business being conducted from site in Ballagale Avenue – the Commissioners considered the email and supported the Clerk’s response pointing the complainant in the direction of the relevant authorities.
    g) Emails concerning hedge trimming – the Commissioners noted the emails and felt that their approach of minimising cutting during the nesting season was appropriate.
    h) Email from DoI housing concerning retirement and appointment of project manager – this was noted.
    i) Operational Policy on Planning Enforcement – an email from DEFA planning team was noted.
    j) Email concerning Rushen Band event at Fleshwick – Commissioners to consider
    Sorry to bother you. I wondered if I could ask your advice about a possible rushen band event we’re looking at for our 70th anniversary next year?
    In the 1940s the band used to go down to Fleshwick on Good Friday and hold a short service. We were wondering about doing something similar this year with a short service at the back of the beach in the early afternoon and then a bbq. We are concerned, however, about the obvious lack of parking at the beach (the band and any congregation used to March down from Surby, but this is impractical these days).
    I wondered if you had any experience of any other similar events at Fleshwick, and whether there is a field that could be used for parking if we speak kindly to the landowner. I know beach buddies sometimes arrange a beach clean and wondered if you knew of any similar parking arrangements they might make?
    Any thoughts or suggestions would be very helpful.
    It was agreed that the Clerk would contact the Band assuring them of the Commissioners’ support and pointing them in the direction of Mr Gunn, the friendly local land owner.
    k) Email requesting plastics recycling at Croit e Caley – this was noted but the Commissioners did not feel that there was sufficient space at Croit e Caley for such a service.
    l) Non Police Convictions held on Police Systems – a message from the police was noted.



    A] Planning Applications
    The following applications were supported by the Commissioners:
    a) 18/01136/B Kincroft, Surby Road. Mr & Mrs Vernon. Roof over parking area. Mr Vernon left the meeting while this item was considered.
    b) 18/01048/B Glenlea Lodge, Truggan Road. Mrs Batchelor. Various alterations and extension to provide additional living accommodation and attached garage.
    c) 18/01154/B Wayside Cottage, Castletown Road. Nick Gough. Removing wall to improve vehicular access.

    B] Planning Approvals – the following approvals were noted.
    a) 18/00903/B Brook Cottage Castletown Road. Christopher George Charles Barlow.
    Decision – Principal Planner. Approved. Issued 25th October 2018.
    b) 18/00919/B 4 Grenea Cottages Land Opposite Shore Road. Mr & Mrs Tim Anglin.
    Decision – Planning Committee. Approved. Issued 13th November 2018.
    c) 18/00955/B Shenvalley House Ballnahowe. Cheeseden Investments Limited.
    Decision – Planning Committee. Approved. Issued 16th November 2018.
    d) 18/01055/B Greenmount 15 Ballagale Avenue. Mr Edward Mulgrew. Decision – Head of Development Management. Approved. Issued 21st November 2018.

    C] Planning Refusals – None

    D] Completion Certificates – these were noted.
    a) 17/07559/ DOM plot 108, Ballakilley. Issued 22nd October 2018.
    b) 17/07557/ DOM plot 110, Ballakilley. Issued 25th October 2018.
    c) 17/07290/ TOU Surby Mount, Surby Road. Issued 2nd November 2018.
    d) 17/07504/ DOM plot 116, Ballakilley. Issued 5th November 2018.
    d) 17/07558/ DOM plot 109, Ballakilley. Issued 7th November 2018.

    E] Planning appeals – None

    F] Other Planning Matters

    a) The Clerk was asked to arrange a site visit to the energy from waste plant for Mr Vernon and Mr Pilling.
    b) Ballafesson Methodists’ Christmas Service is to be held at Ballafesson Chapel on Sunday 23rd December at 3pm.
    c) The Chairman attended both Remembrance Services.
    d) The Chairman raised the matter of tree planting in the Parish as a simple measure to mitigate against climate change. A local farmer had agreed to find some land for a Rushen community woodland project.
    e) Mr Pilling suggested that as the gold leaf was so striking on the Thousla Cross, perhaps something similar could be done to the millennium stone.

    15. DATE OF NEXT MEETING Wednesday 19th December 2018