• Minutes of the 17 April 2019 Meeting

    June 2nd, 2019 by Stan Pilling in General News ·Meeting Minutes

    Minutes of the Monthly Board Meeting
    Held 7pm Wednesday 17th April 2019 at Ballafesson Methodist Hall

    Present: Mr D Radcliffe (Chairman), Mr S Pilling and Mr P Gunn.
    Apologies: Mr Vernon
    In attendance: The Clerk.

    1. MINUTES: The Minutes of the Meeting held Wednesday 20th March 2019 were agreed having been proposed by Mr Pilling and seconded by Mr Radcliffe.

    a) Street Lighting – the Chairman had signed the MUA quote letter in relation to the LED lighting upgrade in the Ballakillowey estate. Twelve lights will be replaced with LED fittings and several columns will be replaced at a total cost of £10,604 (excluding VAT). A further email had been received in relation to the Commissioners’ previously expressed concerns relating to the proposed increase in lighting maintenance costs. In summary, the costs for this year will be as follows:

    Inspection. = £2,994.80
    Repair. = £2,124.40 (Based on average of 20 repair faults)
    Total. = £5,119.20 ( £566.4 increase compared to 2018/19)

    The cost for the repairs of the older lights will increase over the next couple of years to reflect true costs to source components and labour as discussed but due to changes in how the MUA record this data this cost will be reviewed over the coming months.
    Due to the changes in the new contracts, if Rushen Parish Commissioners decide to migrate to full LED, the cost for repairs would be expected to decrease most likely to zero and the Commissioners should only incur the inspection cost of £2,994.80 so helping realize a quicker return on investments in LED. Essentially the purpose of the contract change is to reflect the reduced maintenance cost of LED lighting whilst correctly proportioning repair costs of older style lights. It was agreed that the Clerk would seek provisional prices for converting the whole parish to LED lights.
    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 shared the documents with the Board now, but further work is still required to assess the documents.
    d) Port Erin proposed boundary extension – no further updates at this stage.
    e) Ballafesson flooding – a letter had been sent to the Surby resident thanking him for his work.
    f) Outstanding rates – the Clerk had shared the latest list of defaulters with the Commissioners. One ratepayer owed 72% of the outstanding debt. The Clerk would now discuss enforcement with the Coroner.
    g) Play area on the green space within the Ballakilley estate – an email had been received from Dandara and the Clerk would endeavour to arrange a meeting.
    h) Multiuse recreational space – nothing further to report.
    i) Tree planting in the Parish – it had been agreed with DEFA that the planting would now be delayed to the autumn. The Commissioners and DEFA would enter into an agreement in relation to the ongoing maintenance of the planted land rather than having a lease. The Commissioners agreed to fund the man hours required to fence the site and DEFA agreed to fund the fencing materials.
    j) Dog mess on Beaton’s Lane – the Chairman agreed to get the signs erected prior to the next meeting. The Commissioners also agreed to acquire a further dog bag dispenser to be placed in the area.
    k) Surby resident’s concerns regarding high hedges and property owners request – it was agreed that the Clerk should now withdraw the Remedial Notice.
    l) Cabinet Office consultation regarding modernising rates – that the workshop had been a very useful opportunity to discuss the matter. The Commissioners completed the online rates consultation during the course of the meeting.
    m) Clarification on interested party status change – the Clerk read out the response from the Director of Planning and Building Control. The Commissioners remain concerned that the ability for members of the public to make representations to planning is now being diminished but felt that there was little to gain from continuing correspondence with the planning department.
    n) Parking problems at Fairy Hill – double yellow lines have now been placed in front of the recycling bins.
    o) Joint working with Arbory – the Clerk reported that the working party had now met and it was envisaged that a full options paper would be presented to the next meeting.
    p) Libraries workshop – the Clerk reported that this had been a great success.

    3. SOUTHERN CIVIC AMENITY SITE – Mr Pilling reported that there continued to be lively debate among the local authority members on the Board and that Malew had written to the DoI expressing concern over the ongoing viability of the site. A letter from the SCAS Board regarding the condition of the site was noted and it was agreed that the Commissioners support the ongoing use of the current site. It was noted that the Commissioners need to reappoint a member to represent them on the SCAS Board at their forthcoming AGM.
    4. MUNICIPAL ASSOCIATION – Mr Gunn had been unable to attend the previous meeting but hoped to attend the next meeting. It was noted that the Municipal Association AGM and dinner would take place on Thursday 23 May 2019 at Café Bar 26, Derbyhaven at 7.00pm for 7.30pm prompt. Mr Gunn would be attending and both Mr Radcliffe and the Clerk may also attend.
    5. SOUTHERN SWIMMING POOL AUTHORITY – the Chairman reported that no meeting was held this month as insufficient members were able to attend.
    6. MARASHEN CRESCENT – the Chairman reported that they were still struggling to fill all the empty properties. It was noted that the Commissioners need to reappoint a member to represent them on the Committee at their forthcoming AGM.
    7. SOUTHERN HEALTHCARE COMMITTEE – no further meetings had been held.
    8. MANX NATIONAL HERITAGE – nothing to report
    The Clerk explained the works which have been undertaken during the past month.
    a) The TT Road Closures notification was noted.
    b) The Commissioners requested that the Clerk should contact the DoI in relation to the surface breaking up on the road at Viking Hill Ballakillowey.

    A] REVENUE (inc. VAT where appropriate):
    The Clerk reported the income which had been received since the last meeting.
    The Commissioners agreed to increase search fees to £60 from the beginning of this financial year, 2019/20.

    B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate)
    The accounts for payment were agreed having been proposed by Mr Gunn and seconded by Mr Pilling.

    a) Simplification of Bank accounts – the Commissioners completed the necessary paperwork to simplify the bank accounts and move to online banking.
    b) The 1st Supplemental List was noted.

    11. FINANCIAL SITUATION – the following position was noted.
    Balance on last statements March/April 2019
    General ‘rates’ account 1,000.00 Liquidity Manager (rates) 90,555.68 Rent account 32,845.88
    Housing account 2,602.55

    a) Letters from Tynwald regarding garden party and Tynwald Day – the Vice-Chairman agreed to attend these events.
    b) A letter from Senior Forester regarding Forest Planning and Accreditation was noted.
    c) Letters regarding 2nd bin charge were noted.
    d) Manx Nature magazine – the Chairman took the copy.
    e) Email regarding access to the Curries, Croit-e-Caley – correspondence in relation to this matter was noted.
    f) An email regarding Ballafesson Playing Field Fencing was considered by the Commissioners and it was agreed that not further action would be taken at this stage.
    h) An email from the Climate Change Coalition was noted.
    i) Email regarding seagull feeding at Ballakillowey estate – the Commissioners agreed that the Clerk should send a letter to the Ballakillowey estate residents asking them to cease feeding the seagulls.
    f) A letter from Southern Civic regarding recommencement of commercial operations and health and safety was noted.
    g) A request from PE Commissioners to make a copy of the map which the former Clerk acquired of the south west was considered. It was agreed that as the map belonged to the former Clerk, that Port Erin be directed to approach Mrs Kelly.
    h) The following invitation and thanks from the Family Library was received and noted.
    I would like to invite you to a special open evening at the Family Library, Westmoreland Road on Wednesday 8 May 2019 between 5.30 and 6.30pm.
    We will be showcasing our range of services at this event.
    As you will know, the Family Library provides 3 specialist services in 1 all operating from our Douglas site.
    Family Library – We have 31,000 + items to borrow and activities for babies, children and parents – early learning, science, maths, animation, creativity, bespoke Summer Reading Scheme and board games.
    Schools Service – delivers free of charge to the majority of Island primary schools. We bring books, objects, Story Sacks and a large range of resources to supplement their own collections and enhance the learning experience for their pupils.
    Mobile Library – Bringing a library to those isolated through location or mobility. We offer Bibliotherapy sessions for groups helping to combat loneliness and promoting mental well-being. Our Home Library Service makes over 130 one-to-one visits a month to individuals who are unable to leave their homes.
    Our newest and very popular initiative is our Bibliotherapy service. This uses our extensive book and artefact collection to work with groups of older residents, encouraging conversations and discussions which can help to keep minds active and is a valuable social activity. We are always looking for new borrowers for our home library service and have an extensive collection of large print and audio books for those with declining eyesight.
    i) RTLC Applications Decisions and Notices – this was noted.

    A] Planning Applications – the Commissioners consider the following applications and agreed that they have no objections to them.
    a) 19/00072/B 4 Grenea Cottages. Mr & Mrs Anglin. Amended plans.
    b) 19/00320/B Land Adjacent to Longmead, Ballakillowey Road. Ms Skelly and Miss Renard. Erection of new dwelling.
    c) 19/00288/B Iona Viking Hill, Ballakillowey. Mr Chadwick. Alterations to windows and external appearance.


    B] Planning Approvals – these were noted.
    a) 19/00050/B Mine Cottage Ballakilpheric Road. Nicola Mcdowell. Decision – Principle Planner. Approved. Issued 4th April 2019.
    b) 19/00105/B Seahaven Mount Gawne Road. Mr David Bushe. Decision – Head of Development Management. Approved. Issued 4th April 2019.
    c) 19/00166/B Brook Cottage Castletown Road. Mr Christopher Barlow. Decision – Principle Planner. Approved. Issued 5th April 2019.

    C] Planning Refusals – None

    D] Completion Certificates – these were noted.
    a) 15/07166/OR Glen View, Glen Chass. Issued 25th March 2019.
    b) 15/07110/DGA Barrule Apartments, Shore Road. Issued 9th April 2019.

    E] Planning appeals – None

    F] Other Planning Matters – None

    a) Risk assessment training – it was noted that the Clerk had attended such training which had been organised by Port St Mary Commissioners. It was agreed to share the cost jointly with Arbory.
    b) Howe SR access Gate – the MUA requested that a gateway be made at their expense. The Commissioners agreed to this in principle but they wished to see what size gate would be fitted prior to giving the matter their full agreement.
    c) Email requesting that the street light by the Shore Hotel be shifted from its current location. This was agreed in principle provided it wasn’t going to be too expensive. It was agreed that the Clerk would request a price for moving the light from the MUA.

    15. DATE OF NEXT MEETING Wednesday 15th May 2019