• Minutes of the 21 October meeting

    December 20th, 2020 by Stan Pilling in General News ·Meeting Minutes

    Minutes – Monthly Board Meeting

    At the Methodist Hall, Ballafesson. 7.15pm Wednesday 21st October 2020

    Present: Mrs Glover (Chair), Mr Pilling, Mr Gunn, Mr Cringle, Mr Gawne and Mr Radcliffe.

    Apologies: Mr Clucas, Mr Cowin and Mr Vernon

    In Attendance: The Clerk

    1. MINUTES:

    The Minutes of the Arbory and Rushen Parish Commissioners meeting held 16th September 2020 were approved having been proposed by Mr Radcliffe and seconded by Mr Pilling.

    1. MATTERS ARISING – not covered by the agenda
    2. a) 1 Ballastrooan – nothing further to report.
    3. b) Risk Assessment, Health and Safety – nothing to report.
    4. c) Ballakilley boundary extension – PE have written asking for dates and items you would like included on the agenda. 11th and 25th November
    5. d) Ballakilley Park – the planning application has nowbeen submitted and processed by the planners and dog bins have been erected. Sign frames are being prepared at a cost of £1100 for three. Sign & Sense are producing boards, initial rough estimate £25 each but may be subject to change depending on final thickness and finish. Three other firms wouldn’t quote. The Board also considered and approved the previously circulated minutes of the subcommittee.

    It was agreed that the outstanding matter now is to get full costings so that applications can be made to various funding bodies for support. It was agreed that the Deputy Clerk should lead on this. The Clerk will get an updated quote from Chris Sheard for repairing the stone walls.

    1. e) Recycling points – DoI proposes to abandon the Croit e Caley site and instead focus on developing the site opposite the Colby Glen Hotel.
    2. f) Youth Council – Chair’s report: New council has been elected at Arbory School.  Chair and Murray will be meeting them on 12th November. GRIN and Arbory School are working together to spend their final grants from the Donny Collister Fund.  4 new raised ‘toddler’ beds. raised beds by the Victorian planter and creation of a fruit cage will be done over winter by Roots to Shoots.
    3. g) Dog Bylaws – no further progress.
    4. h) COVID 19 response – volunteer training – Chair’s report: Volunteer training is well underway and is progressing well.  Participants are eager to put learning in to practice and we should capitalise upon this. The Clerk has written to Quing thanking them for their generous support, and the Clerk has written to the volunteers asking if a) they would be able to help again should a 2nd wave occur and b) would they be able to be part of a permanent Connect scheme should it be implemented.
    5. i) Streamlined websites – Clerk is still obtaining quotes from website providers.
    6. j) Highway, Viking Hill – nothing further to report.
    7. m) Tom Dipper’s forest and other tree planting – DEFA doesn’t have any trees for us this year, but might have a few left over that we could buy. DEFA will be providing free of charge the stakes and tubes, and will also give £1,000 to the Woodland Trust to help buy more trees. The Woodland Trust will be planting the remainder of Tom Dipper’s forest over the remaining Sunday’s in October – volunteer planters most welcome. ROCK Sunday Club attended event on 18th October.  Good publicity for all involved.
    8. k) Arbory vacancy – to consider advertising the vacancy. Not all the Commissioners had had a chance to consider the new information provided by DoI so the matter was deferred.
    9. l) Ballakilley and Croit e Caley residents committee Christmas events – it was agreed that Christmas trees would be purchased for each location and if possible Father Christmas will visit the Ballakilley launch event.
    10. m) Covid creative competition – Chair’s report: due to other commissioners, works priorities and personal circumstances Chair has not been able to organise this event and requests approval to postpone to 29th This was agreed.
    11. n) Chief Minister’s Community and Public Engagement Committee – update from Chair: Chair attended the meeting on 12th October.  Attendees included Lawrie Hooper, Ralph Peake, Jason Moorhouse, Martyn Perkins and Marlene Maska.  The other Commissioners present were Ramsey and Douglas.  We were congratulated and thanked for our work during Covid lock down.  They were also very interested in our current training programme and our vision to have a permanent Connect scheme.  Minutes are not prepared yet but will be circulated when received.
    12. o) South East Enterprise meeting – Chair’s report: The Enterprise Meeting took place on 29th September at Malew Comms and was well attended.  Chair, Mr Clucas and Deputy Clerk represented us.  Discussions covered Economy, Infrastructure, Community and General Topics.  Notes and Action Points Below:- The core discussion points: 
    13. Economy
    • Possible need for marketing initiatives / support
    • Change is taking place naturally like opening hours / Impact of staycations /Signs of a ‘fight back’
    • Incentive for other banks/ other financial companies
    • Still a role for the Post Office
    • The issues of rents being too high
    • Need to encourage continued change and actively support it, rather than simply focusing on new initiatives
    • The significance of the south region needs to be pushed- The government is too Douglas centric.
    1. Infrastructure – Road safety:
    • Enforcement remains an issue – need for speed cameras
    • Role of education and need to recognise shared spaces
    • Competitive issues – Drivers respond to things like traffic lights changing and pedestrian moves.
    • People’s perceptions of the situations vary – residents, drivers.
    • A need to review speed limits across the constituency
    • The differentiation of rural routes and commuter routes

                                 – Broadband:

    • Treasury Minister support for faster fibre – Fibre will allow access without line rental
    • There are 10 telecoms companies on the Island, but the Big Two get most attention.
    1. Community –
    • Residents need to see change, such as making the walk to Arbory School attractive
    • Community need to be involved –break the expectations of it being done for you.
    • Skate park a positive development, but it needs to be seen in a wider context.
    • The need for a new ‘Keep Britain Tidy’ type campaign
    • The possibility of private sector finance.
    • Allotments?  Successes of gardening at Arbory School now a whole community link.
    • Simple solutions needed – Outdoor Shelter with WIFI.
    • Concerns that police have lost a vital link with the community in the South
    • Community projects which don’t segment people by age etc should be encouraged.
    • Arbory and Rushen Commissioners being proactive in a community building project, empowering people
    • Be ready for the possible benefits of the Infrastructure levy.
    • Not using Youth Clubs (core issues like internet restrictions) – Isle of Play is now more relevant.
    • Giving groups the ‘ownership of space’ to see what could happen.
    • Play streets, road closures at weekend to open up new opportunitiies

    Ten Action Points:

    • Outdoor community shelters with internet access.
    • Possible testing of an indoor space for young people
    • Expansion of Grin at Arbory Schools into gardening projects / allotments.
    • Contact Chair of the Post Office for a statement on their future roles within the local community.
    • Contact Minister Skelly at the Dof E, seeking an update on  Marketing Initiatives for local businesses.
    • Would Treasury provide support to encourage and support banking provision within local communities?
    • Possible Community project funding using private funding?
    • An update on Arbory and Rushen’s Community building project.
    • Ask the DoI to create a clearer differentiation between rural roads and rural commuter routes.
    • Identify and develop community which don’t segment people by age etc.

    Next meeting will be in the new year.

    1. p) Registration with Information Commissioner’s Office – Mr Gunn has completed and returned his form.
    2. q) UNESCO Biosphere – the Commissioners discussed the ‘Pros and Cons’ of the matter but it was agreed to park the matter for the time being.
    3. r) Xmas events and planning – the Commissioners discussed the annual Christmas event which is due to take place on Monday 7th Ballabeg WI have been in touch and agreed to assist with the Santa visit and concert at Arbory Parish Hall in the usual way on 7th December. The Commissioners agreed to proceed but acknowledged that it may be necessary to cancel at short notice if new Covid related restictions are introduced. It was agreed that the Clerk would contact the police and the media to let them know the event was taking place. It was further agreed that Father Christmas would attend the Ballakilley Christmas event on the 5th December if possible. The Clerk would find out about times and let Father Christmas know.
    4. s) Ballafesson Playing Fields fence needs attention – it was agreed that the Clerk would ask Steve Booth to attend to the matter.
    5. t) Youth misbehaviour in PE was raised – the Deputy Clerk has contacted Inspector Barker, had an acknowledgement with a suggestion they meet again soon. The Deputy Clerk is awaiting a specific time for the meeting.
    6. u) Late Prof Maddrell – it was agreed that the Clerk would write to Mrs Maddrell offering some memorial tree planting at a site of her preference.
    7. v) Mary Cringle Coffee Morning – Chair and Murray visited this very well attended event.


    1. RISK MATTERS – nothing to report
    3. a) Road Traffic Notice – Orestal, Colby Reserve No 11 Proposed Order & Plan – to note.
    4. b) Mr Gawne reported lots of potholes on the Poyll Vaaish road in particular at its Balladoole entrance. He was concerned that the road is regularly used by cyclists and the potholes are large enough to cause accidents and injuries if not avoided.
    1. SOUTHERN CIVIC AMENITY SITE – Mr Pilling provided the following report.

    Due to movement for holidays this report covers two meetings of the board. Southern Civic Amenity Site Board Report for Thursday 24 September 2020. This was convened at Port Erin Commissioners Offices at 7.00pm. Members were in attendance, apologies were received from Malew.

    The site continues to operate in this new normal, the lane system has been retained and is working well. All 46 skip collections took place prior to 10am without incident. August was a busy period with over 345T of waste deposited and a recorded 9713 visits to the site. Over 61% was calculated as recycled.

    The accounting software and associated systems are in the process of being finalised after some minor amendments should be available by the next meeting.

    There is still no further progress from the insurers regarding the site slippage though the cctv has been resolved and is in their hands. The board instructed the clerk to seek quotations for the demolishment of the existing west and north walls and the existing reuse area. Also, to seek quotes for a replacement 3meter fence for those elevations.

    The board had suggested the removal of restrictions on the wood area to make this material available to take if required. The clerk reported that he had been contacted by H&S directorate to inform that the removing of items from site not from within a dedicated reuse area would result in an immediate prohibition notice being served. This was noted. We shall need to review this situation to make it safe, perhaps as part of the new reuse area. Quotes were still to be obtained for a steel building for use in the new reuse area.

    Outline plans are being drawn up for consideration with a view to update site layout and future development. It was also decided to formally contact Port St Mary Commissioners outlining the advantages for all parties in the purchase of the site.

    An Internal Audit Review of the Southern Recycling Centre 2019/20 by Alexander Elliott was presented for consideration. Section 2 was informative, ‘Role of the LA board member and associated risks’ I have forwarded this to our clerk.

    The next meeting is planned for the evening of 15th October.

    SCAS Board report for Thursday 15 October 2020

    This took place at PE commissioners office, all members were in attendance.

    Very little to report, all 47 skips collected prior to 10am without incident. 10835 visits to the site depositing 421T of which 65% is recorded as recycled.

    The staff continue to clear the area around the perimeter for ongoing maintenance. The new accounting and associated systems are now live. Jason can now assemble reams of figures to confuse us. One area of concern was the depositing in the waste stream of live shotgun cartridges. Ammunition is NOT recyclable and needs to be disposed of safely and responsibly- For advice and to arrange safe collection call 631212.

    There were no H&S issues to report and new site plans have not yet arrived. There were no traffic issues to report, no fly tipping or any site exclusions this month. It was suggested to purchase a set of scales to weigh accurately the stripped copper.

    The draft accounts were made available from Lauren Cooper to see. Next meeting 19 November 2020.

    1. MUNICIPAL ASSOCIATION – Mr Gunn attended the last meeting which was attended by Minister Baker and DoI highways officers and there was much discussion about the Promenade scheme. The annual meal is to take place on 26th November and it was agreed that the Board will pay for attendees. Those wishing to attend will notify the Clerk by the 1st November so he can pass on details of the Arbory and Rushen attendees.
    2. SOUTHERN SWIMMING POOL AUTHORITY – Mr Cowin provided the following report: Mostly business as normal apart from a few HR issues and pool maintenance niggles due to difficulties of getting technicians available from UK as they have Covid related backlog. We’re looking into getting the pool car park layout redesigned following several difficulties / slightly scuffed vehicles etc.
    3. SOUTHERN SHELTERED HOUSING JOINT BOARD – Mr Radcliffe reported that the Board is awating advice on boilers at Millhope and Sandfield. Also the administration is keeping on top of approviate anti-Covid measures. It has been agreed to keep the community room at Sandfield closed to external meetings.
    4. SOUTHERN HEALTHCARE COMMITTEE – the Chair reported there is still no date for the next meeting.

    A] REVENUE (inc. VAT where appropriate):

    The revenue received for the month was reported.


    B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate)

    The accounts for payment for the month were reported and approved for payment.


    C] Other Finance Matters

    1. a) Internal Audit – the Clerk and Deputy Clerk have met with Evolution Accounting to discuss Internal Audit and are due to hold a futher meeting in November.
    2. b) 3rd Supplemental List – this was noted.
    3. c) Quesmedia – the Clerk had received an invoice for website hosting for the year for £91.00. It was agreed that the Clerk should negotiate with Quesmedia to see if a half year hosting is possible.
    4. d) Poppy wreathes – it was agreed that donations of £100.00 from each parish would be made.


    1. FINANCIAL SITUATION – the following position was noted.

    Arbory and Rushen (formerly Arbory) Balance on last statement – 1st October 2020

    Current Account                                 251,680.58

    less withdrawn                          22,701.53

    add paid in                                  2,648.30

    New balance               231,627.35

    HSBC Account                                          130.45


    Arbory and Rushen (formerly Rushen) Balance on last statement – 1st October 2020

    Business Reserve Account                   10,604.87                  (Ballakilley Fund)

    Current Account                                   24,319.53

    less withdrawn                            5,346.22

    add paid in                                  4,866.15

    New balance                 23,839.46

    Loans of £22,945.89 at 30.07.20 and £18,971.83 at 03.08.20


    2. a) Ballakilley resident request to re-plant trees – this was agreed subject to the Clerk checking the planning requirements of the planting.
    3. b) A request from Southlands to replace the bins was considered and it was agreed that the Commissioners would pay for these.
    4. c) Invitations to attend CRHS Awards night – these were noted.
    5. d) Tree felling licence – copy from DEFA – this was noted.
    6. e) A letter from IoM Veteran Athlete’s Club about half marathon on 22nd November was noted.
    7. f) Emails from British Legion Chairman Chairman and Secretary were considered by the Commissioners and it was agreed to support all the requests..

    A] Planning Applications – the following planning applications were considered and supported by the Commissioners.

    1. a) 20/00999/B 11 Greyfriars Close Ballabeg. Erection of an extension to rear elevation and removal of a chimney stack.
    2. b) 20/01115/B Mizpah Ballafesson Road. Erection of replacement three bedroom dwelling (amendment to PA 20/00642/B).
    3. c) 20/01012/B 10 Ballachrink Colby. Widening of existing vehicle access and creation of hardstanding.
    4. d) 20/01026/B Rockaway Costain Close Colby. Erection of home exercise studio.
    5. e) 20/00996/C Pound Lane Depot Castletown Road. Change of use of land from storage area to area of open space.

    The following applications were supported provided the materials used allow water to soak through rather than run off onto the roads

    1. f) 20/01051/B 111 Ballanorris Crescent Ballabeg. Creation of off road parking with associated vehicular access.
    2. g) 20/01005/B 30 Ballacriy Park Colby. Erection of an extension and relocation of front porch doorway.
    3. h) 20/01116/B Fern Villa & Part Fields 410213 & 410216 Ballakillowey Road. Erection of a replacement detached dwelling with associated access, increase of residential curtilage within adjacent field to provide a parking area and erection of a barn.

    The Commissioners were content with the new traffic management plan added to the following application.

    1. i) 20/00403/B Barn at Ballachrink Farm. Amended plans.

    B] Planning Decisions – these were noted.

    1. a) 19/00638/B Ballakillowey Farm, Ballakillowey Road. Approved by a Principle Planner – 8th October 2020.
      b) 20/00152/B Ballakillowey Farm, Ballakillowey Road. Approved by a Principle Planner – 8th October 2020.
      c) 20/00638/B Agricultural Buildings Adjacent To Field 414319, Ballakillowey Road. Approved by a Principle Planner – 25th September 2020.
      d) 20/00943/B 88 Ballacriy Park Colby. Approved by a Principle Planner – 13th October 2020.
      e) 20/00960/B Hillside Main Road, Colby. Approved by Principle Planner – 9th October 2020.
      f) 20/00603/B Ballacree Farm, Ronague. Approved by a Principle Planner – 6th October 2020.
      g) 20/00829/B 116 Ballanorris Crescent Ballabeg. Approved by a Head of Development Management – 14th September 2020.

    C] Completion Certificates – none

    D] Other Planning Matters – these were noted.

    1. a) Regularisation Certificate 20/07403/REG 88 Ballacriy Park Colby.
    2. b) Regularisation Certificate 20/07478/REG 62 Friary Park.
    3. c) Regularisation Certificate 20/07209/REG 1 Ballachrink, Glen Road.
    2. a) A report of Japanese Knotweed at Bellabbey on the Ballakilpheric Road will be investigated.
    3. b) The Chair reported on progress with the Colby River project.
    4. c) It was agreed that the Christmas meal would be held at the Colby Glen on Saturday 19th December at 7.30pm.
    5. d) Mr Radcliffe will contact the Clerk with regatrd to a follow up to the Commissioners’ letter on litter sent to DEFA.
    1. DATE OF NEXT MEETING: Wednesday 18th November 2020 at Ballabeg.