• Minutes of the 20 February 2019 Meeting

    April 3rd, 2019 by Stan Pilling in General News ·Meeting Minutes

    Minutes of the Monthly Board Meeting
    Held 7pm Wednesday 20th February 2019 at Ballafesson Methodist Hall

    Present: Mr D Radcliffe (Chairman), Mr S Pilling, Mr P Gunn and Mr P Vernon.
    In attendance: The Clerk, Ewan Gawne, Local Democracy Reporter (Left after item 12).

    1. MINUTES: The Minutes of the Meeting held Wednesday 16th January 2019 were agreed having been proposed by Mr Vernon and seconded by Mr Pilling.

    a) Street Lighting – LED maintenance costs – the Clerk had been unable to progress on this matter since the last meeting.
    b) Dog Byelaws – the Clerk had been unable to progress on this matter since the last meeting.
    c) Risk Assessment, Health and Safety – the Clerk had been unable to progress on this matter since the last meeting.
    d) Port Erin proposed boundary extension – the Commissioners discussed the matter briefly and agreed to hold a special meeting to plan their approach to the inquiry on Tuesday 26th at 7pm.
    e) Ballafesson flooding – the Clerk had not yet sent the agreed letter.
    f) Outstanding rates – the Clerk had been unable to progress on this matter since the last meeting.
    g) Play area on the green space within the Ballakilley estate – the Clerk had heard nothing further from Dandara but would try again to make contact.
    h) Multiuse recreational space – this matter is deferred until the PE boundary extension inquiry is completed.
    i) Tree planting in the Parish – the Commissioners had received an email from DEFA’s senior forester as at item 12. j) below. In effect the Commissioners can now proceed as previously discussed. The Chairman will arrange to meet his contact from the Woodland Trust on site and arrange the most suitable site and time to begin planting.
    j) Dog mess on Beaton’s Lane – the Chairman agreed to look out the no dog fouling signs.
    k) Resignation of Mr Young – the Clerk had received various emails from Mr Young concerning his resignation from the Board. As it was not wholly clear from this communication what date Mr Young wished to resign from, the Commissioners agreed to accept Mr Young’s resignation effective from 20th February. Mr Young gave his reason for leaving as follows “my reason for leaving is I don’t have the time I would like to commit.”
    It was further agreed that the Clerk would contact DoI’s local government team for advice on how to proceed with replacing Mr Young.

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling reported that the Board is waiting for structural reports on the reuse area. The Board was due to meet the following evening.
    4. MUNICIPAL ASSOCIATION – Mr Gunn report that Minister Harmer and Highways Director, Jeff Robinson had attended the last meeting and discussed the new Promenade scheme, pavements and various other highways matters. The next meeting would take place later in February but there would be no guest speaker at that meeting.
    5. SOUTHERN SWIMMING POOL AUTHORITY – the Chairman reported that the Board was due to meet the following evening. There had been a problem with the pool roof, and it appears that a UK contractor may be called in to fix it.
    6. MARASHEN CRESCENT – the Chairman reported that the merger between the two southern sheltered housing Boards is progressing well and local authorities would be consulted formally on this in next few months.
    7. SOUTHERN HEALTHCARE COMMITTEE – Mr Pilling reported that the Committee last met in the newly decorated community room in Southlands. The Committee had donated some money for the redecoration.
    8. MANX NATIONAL HERITAGE – nothing to report.
    9. ROAD MAINTENANCE AND GRASS CUTTING – the Clerk reported on the various maintenance work undertaken by Jones Services.
    The Board agreed that the Clerk should write to the Department of Infrastructure to thank them for their swift work in resurfacing the Ballagawne Road.
    It was agreed that the Clerk would contact the Department of Infrastructure to see whether there was any further update on what would replace the Traffic Management Liaison Group.

    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.

    a) Simplification of Bank accounts – the Clerk had not been able to complete this action.
    b) Update from IoM Bank – a letter from the bank updating the Commissioners on various changes being made by the bank was noted.
    c) 1st Supplemental List – the list was noted. It was noted that there were in fact 75 properties in the new Ballakilley estate on this list, and at least one other property not on the list. So a further ten properties over and above the sixty six originally planned had in fact been built.

    11. FINANCIAL SITUATION – the following position was noted.
    Balance on last statements January/February 2019
    General ‘rates’ account 1,000.00 Liquidity Manager (rates) 104,888.55 Rent account 29,052.05
    Housing account 2,601.30

    a) A letter from Rushen Parochial Church Council thanking the Commissioners for erecting the Christmas tree was noted.
    b) RTLC Applications, Decisions and Notices – these were noted.
    c) Authorisation to RootstoShoots to act as our agent – this was noted.
    d) Letter from Manx Harriers regarding Easter Festival of Running – this was noted.
    e) DHSC Cannabis consultation – this was noted and some of the Commissioners agreed to fill in the questionaires.
    f) Email from parishioner regarding tree planting – the Commissioners agreed that the Trust’s objectives are very worth-while and it was agreed that the Clerk would write to the trust acknowledging the very worthy aims of the Trust. The Clerk would point out that the matter does not directly concern the Commissioners objectives except that were the public to have access to the planned site, then there would need careful consideration of parking constraints.
    We are in the process of considering setting up a Manx Trust named ‘Grenea Billey Garey’, meaning ‘The Sunshine Tree Garden’ to develop the tree planting initiative in Grenea.
    We are still considering the objectives of the Trust, and are open to negotiation,
    Some of the objectives:
    To further beautify the Island of Man with Manx Native Trees and woodlands.
    To plant trees in memory of loved ones.
    To allow friends who respect the thoughts in Grenea Billey Garey to be welcomed and to enter freely.
    To act as a resource for the development of tree planting on the Isle of Man.
    Please advise any objectives that you think are appropriate,
    g) An email from a Surby resident concerning high hedges was noted and the Commissioners were pleased to note that the hedge was now being trimmed to a satisfactory standard.
    h) Introduction of a periodic rental policy to replace the existing annual rental setting process – consultation by DoI. The Clerk’s response previously circulated by email, was noted.
    h) Letter from Cabinet Office regarding modernising rates – the Commissioners agreed to take part in the consultation.
    i) Letter from Rev Heaton requesting donation for the Flower Festival – the Commissioners confirmed their decision taken by email to provide a £50 donation to the church for this year’s flower festival.
    j) Email from Senior Forester – this was noted and discussed in 2. i) above.
    I have now had feedback from colleagues on your proposal to establish a new woodland area on DEFA owned land currently leased to Paul Costain; as per the attached map provided by yourself.
    I am pleased to inform you that there are no major objections to the proposal although there will be some conditions we need to consider:
    1. It will be required to keep the woodland planting below 0.5ha (1.2 acres) as anything above this will require planning approval under Class 7 of Schedule 3 of The Town and Country Planning (Permitted Development) Order 2012. This approximately equates, depending on planting density, to 500-600 trees (based on 3m spacing) and 1,250 (based on 2m spacing). For your information the area you have indicated is measures approximately 1ha (2.47 acres).
    2. The current tenants lease will require amending.
    3. The species to be considered are as follows:
    · Mountain Ash/Rowan (Sorbus aucuparia) – flower and berry bearing
    · Sessile Oak (Quercus petraea) – tolerant of upland/acidic conditions
    · Hawthorn (Crataegus monogyna) – flower and berry bearing
    · Birch (Betula pendula) – good for redpoll
    · Scots Pine (Pinus sylvestris) – mature pines are used by herons and other large birds for nesting
    · Holly (Ilex aquifolium) – berry bearing, also required by the holly blue butterfly for egg laying and caterpillars; holly blues have a very restricted distribution on the Isle of Man and so extending the habitat available to them is beneficial
    · Wych Elm (Ulmus glabra) – mature elms are full of holes and cracks that provide nesting places for birds and roost sites for bats
    · Crab apple (Malus sylvestris) – flower and fruit bearing
    · Ash (Fraxinus excelsior) – (although I would be careful using this due to the presence of “Chalara Ash Dieback disease”) Mature ash are full of holes and cracks that provide nesting places for birds and roost sites for bats
    ¨ I recommend that the new trees are 40/60cm saplings
    ¨ Trees to be established using 0.75cm tree shelters with suitable tree stakes. (I can provide FOC)
    ¨ You will need to consider an annual maintenance program to monitor and control unwanted and detrimental weed growth
    ¨ Replacements should be considered for tree failures for at least 2 years post planting.
    ¨ If required; fencing will need to be factored in to prevent livestock incursion / damage
    4. I would like to propose that the area being considered be leased to the commissioners to allow you the freedom to develop, manage and promote the new woodland creation. This can be done at the same time as we amend the current tenant’s lease and can be done at a peppercorn rate.
    Providing all parties have no objections I wouldn’t foresee any issue with allowing the planting to commence this planting season (up to April) whilst the leases are amended/created.
    Please do not hesitate to contact me to discuss further.
    Jason Bolt BSc(Hons)
    Senior Forestry and Amenity Manager
    k) Construction Federation consultation on contractors scheme – the Commissioners agreed to take part in the consultation.
    l) Brexit Update – this was noted.

    A] Planning Applications – the following applications were deemed acceptable by the Commissioners
    a) 19/0042/B Ballagawne Nurseries. Mrs Whitchell. Replacement of greenhouse with staff accommodation unit and partial demolition of brick shed.
    b) 19/0054/B Shore Hotel. Wentworth Enterprises. Amendment to previously approved plans for tourist accommodation.
    c) 19/0050/B Mines Cottage, Ballakilpheric. Nicola McDowell. Erect timber, covered round pen 60 feet in diameter.
    d) 19/0072/B 4 Grenea Cottages, Shore Road. Mr & Mrs Anglin. Demolition of existing garage and workshop and replacement with living accommodation.
    e) 19/0105/B Seahaven, Mount Gawne Road. Mr Bushe. Various changes including alterations to dormer windows and staircase.

    B] Planning Approvals – this was noted.
    a) 18/01274/B Heather Rise Surby Road Ballafesson. Mr Dzingai Ndengeya & Ms Pratiksha Jaiswal. Decision – Principle Planner. Approved. Issued 24th January 2019.

    C] Planning Refusals – None

    D] Completion Certificates – these were noted.
    a) 17/07114/ DOM plot 137, Ballakilley. Issued 17th January 2019.
    b) 17/07330/ DEX Mines Cottage, Scholaby. Issued 25th January 2019.

    E] Planning appeals – None

    F] Other Planning Matters – None

    a) Mr Gunn – wished to register his apologies for next meeting.
    b) It was agreed that the Clerk would seek clarification as to why interested party status has been changed by IoM Government.

    15. DATE OF NEXT MEETING Wednesday 20th March 2019