Minutes of the New Hutton Parish Council meeting held on Wednesday 1st July, 2009
090701-1 Present: Pat Bell (Chair), Tony Porter, Henry Robinson
090701-2 Apologies: Tony Ellis
090701-3 Minutes of the previous meetings:
It was resolved that the minutes of the annual parish meeting and the minutes of the parish council meeting held on 02-06-09 be signed by the Chairman as a true record.
090701-4 Chairman’s announcements:
(a) Miles Tarn Community Action Group has been granted and has received the title deeds of the Old School and the field (with fishing rights) at Sedgwick. The field was originally bought to let in order to pay the teacher’s salary.
(b) It was noted that a recent storm has caused flood damage to walls and gutters along Fairthorns Lane approximately 50 to 100 yards from the Old Scotch Road. The chairman will report the matter to the highways steward.
090701-5 Declarations of interest: None
090701-6 Adjournment of meeting: No comments were made by parishioners
090701-7 Planning applications:
The council noted the letter from SLDC confirming the granting of permission for an extension and alterations plus a new garden storage building at Big Park House.
090701-8 Payment of accounts:
The payment of £35.00 to Gf associates was authorised for internally auditing the 2008-9 accounts.
090701-9 Financial report:
Being early in the financial year, the current financial position was noted.
090701-10 Correspondence:
The following items of correspondence were noted:
(a) CALC – request for contact details – these were collected
(b) SLDC – Standards Committee meeting 23-06-09 – The main items on the agenda were noted:
- to comment on the draft partnership toolkit
- to consider new provisions for dispensations from exclusion from meetings caused by prejudicial interest
(c) Letter from CCC Monitoring Officer listing the timescale for action to rectify concerns at L&W Wilson’s Roan Edge landfill site. The timescale was noted. The clerk was asked to write to the officer about the following issues at L&W Wilson’s site:
- The absence of any site meetings involving the parish council which were stipulated in the planning agreement in xxxxxxxx
- The reason for the large quarry-shaped hole in the site
- The nature of the red material in one of the large piles
And at the quarry:
- To ask whether the large bank on the Kendal side is to be landscaped
(d) Letter from BDO reporting failure to certificate the external audit of the 2008-9 accounts due to the omission of the evidence of the minute confirming the annual governance statement. The clerk has rectified this omission.
090701-11 Communication:
It was agreed that communication between the council and parishioners will be improved in the following ways:
(a) New notice boards: The clerk will enquire about the minimum size needed and the maximum size allowed before planning permission is needed. An informal quote from a local joiner was noted as was the desirability of grant aid. Further discussion of design, cost, location and timetable for implementation will be discussed at the next meeting.
(b) E-mail: It was resolved that agendas, minutes and other communications should be sent directly to parishioners who wish to receive them. Various methods of asking parishioners to send their e-mail addresses to the clerk were identified. Those who do not have a computer can be asked to team up with those who do have one or to contact a councillor.
(c) Website: It was resolved that a website should be created to serve the parish using the Communigate portal. The terms and conditions for use were agreed to be acceptable. It will be free of charge and will aid communication within the parish and externally. The content of the several parts of the site will be discussed in consultation with parishioners. Mrs Jean Robinson was thanked for her offer to create and maintain a website.
(d) External hard drive: Mrs Jean Robinson was thanked for her gift of an external hard drive to the council to support its development of electronic communication systems.
090701-12 Parish directory:
(a) It was reported that the directory has been printed and will be distributed to all homes within the parish by the councillors and clerk within a fortnight.
(b) It was resolved that the directory will be placed on the parish website and will be updated each year.
090701-13 New Hutton parish plan:
It was resolved that a parish plan should be created. This will focus more clearly the council’s efforts on the issues which parishioners deem to be important. It will also provide a tool to aid applications for grant aid.
Cllr Porter will consult CALC and other parishes about their experiences and will liase with Cllr Bell.
The parish council has still to decide exactly how to involve parishioners in the wide consultation which will be needed.
However, the first draft of a questionnaire to be distributed to all homes in the parish was discussed. It will be considered again at the next meeting.
090701-14 Local Area Partnership:
Cllr Bell reported that CALC is organising a meeting for all parishes in Whinfell ward and interested ones outside it to be held during the first week in August. The meeting will discuss local partnership initiatives such as taking responsibility for some services.
090701-15 Co-option of a new parish councillor:
Several nominations were made. The chairman will approach the parishioners to ascertain whether they are willing to serve.
090701-16 Councillors’ financial and/or other interests:
Councillors filled in the appropriate forms to declare their interests.
090701-17 The Wind Farm Community Fund:
Cllr Porter and Cllr Robinson agreed to be the parish council representatives on the Wind Farm Community Fund Committee.
090701-18 Policy for giving grants:
It was resolved that the council should have a policy to guide decisions about whether to award grants to individuals and groups.
CALC has no model policies. The clerk will explore whether there are any on parish websites.
The current draft of the policy will be discussed again at the next meeting.
090701-19 Parish Field:
(a) It was noted that the current tenancy agreement expired on 31-03-09.
It was resolved that Cllr Bell will arrange for a professional valuation of the rent before the next tenancy agreement is made.
(b) Progress in locating the title deeds: A letter dated 22-11-1976 has been found from Rhodes and Gillman, solicitors, stating that a title deed is in their store room. It is for the part of the field given in exchange for land taken to re-align the Kendal-Sedbergh road as part of the M6 construction. Confirmation is awaited from Stuart Barton at Thomson-Wilson-Pattinson that the deeds have been transferred to their storeroom. It is hoped that the deeds for the rest of the field are also there. The Records Office has New Hutton receipt books dating from 1881. A detailed catalogue of Underley records has not been compiled but they can be manually searched.
090701-20 Spring flowers in New Hutton:
Following a suggestion by a parishioner, it was resolved that the parish council should approach the Wind Farm Community fund for a grant to purchase snow drop and daffodil bulbs. It was resolved that they must be wild varieties. Interested parishioners will be invited to plant them on the verges of their favourite stretches of road. The clerk will investigate costs and report to the next meeting. An application for a grant will be submitted by 15th August.
090701-21 Dates of next and future meetings:
Depending on the date of the Local Area Partnership meeting [minute 090701-14], the next parish council meeting will be on the 4th, 5th or 6th of August.
Provisional dates for meetings following financial quarters were agreed:
- Wednesday 01-07-09
- Thursday 08-10-09
- Monday 04-01-10
- Thursday 08-04-10
090701-1 Present: Pat Bell (Chair), Tony Porter, Henry Robinson
090701-2 Apologies: Tony Ellis
090701-3 Minutes of the previous meetings:
It was resolved that the minutes of the annual parish meeting and the minutes of the parish council meeting held on 02-06-09 be signed by the Chairman as a true record.
090701-4 Chairman’s announcements:
(a) Miles Tarn Community Action Group has been granted and has received the title deeds of the Old School and the field (with fishing rights) at Sedgwick. The field was originally bought to let in order to pay the teacher’s salary.
(b) It was noted that a recent storm has caused flood damage to walls and gutters along Fairthorns Lane approximately 50 to 100 yards from the Old Scotch Road. The chairman will report the matter to the highways steward.
090701-5 Declarations of interest: None
090701-6 Adjournment of meeting: No comments were made by parishioners
090701-7 Planning applications:
The council noted the letter from SLDC confirming the granting of permission for an extension and alterations plus a new garden storage building at Big Park House.
090701-8 Payment of accounts:
The payment of £35.00 to Gf associates was authorised for internally auditing the 2008-9 accounts.
090701-9 Financial report:
Being early in the financial year, the current financial position was noted.
090701-10 Correspondence:
The following items of correspondence were noted:
(a) CALC – request for contact details – these were collected
(b) SLDC – Standards Committee meeting 23-06-09 – The main items on the agenda were noted:
- to comment on the draft partnership toolkit
- to consider new provisions for dispensations from exclusion from meetings caused by prejudicial interest
(c) Letter from CCC Monitoring Officer listing the timescale for action to rectify concerns at L&W Wilson’s Roan Edge landfill site. The timescale was noted. The clerk was asked to write to the officer about the following issues at L&W Wilson’s site:
- The absence of any site meetings involving the parish council which were stipulated in the planning agreement in xxxxxxxx
- The reason for the large quarry-shaped hole in the site
- The nature of the red material in one of the large piles
And at the quarry:
- To ask whether the large bank on the Kendal side is to be landscaped
(d) Letter from BDO reporting failure to certificate the external audit of the 2008-9 accounts due to the omission of the evidence of the minute confirming the annual governance statement. The clerk has rectified this omission.
090701-11 Communication:
It was agreed that communication between the council and parishioners will be improved in the following ways:
(a) New notice boards: The clerk will enquire about the minimum size needed and the maximum size allowed before planning permission is needed. An informal quote from a local joiner was noted as was the desirability of grant aid. Further discussion of design, cost, location and timetable for implementation will be discussed at the next meeting.
(b) E-mail: It was resolved that agendas, minutes and other communications should be sent directly to parishioners who wish to receive them. Various methods of asking parishioners to send their e-mail addresses to the clerk were identified. Those who do not have a computer can be asked to team up with those who do have one or to contact a councillor.
(c) Website: It was resolved that a website should be created to serve the parish using the Communigate portal. The terms and conditions for use were agreed to be acceptable. It will be free of charge and will aid communication within the parish and externally. The content of the several parts of the site will be discussed in consultation with parishioners. Mrs Jean Robinson was thanked for her offer to create and maintain a website.
(d) External hard drive: Mrs Jean Robinson was thanked for her gift of an external hard drive to the council to support its development of electronic communication systems.
090701-12 Parish directory:
(a) It was reported that the directory has been printed and will be distributed to all homes within the parish by the councillors and clerk within a fortnight.
(b) It was resolved that the directory will be placed on the parish website and will be updated each year.
090701-13 New Hutton parish plan:
It was resolved that a parish plan should be created. This will focus more clearly the council’s efforts on the issues which parishioners deem to be important. It will also provide a tool to aid applications for grant aid.
Cllr Porter will consult CALC and other parishes about their experiences and will liase with Cllr Bell.
The parish council has still to decide exactly how to involve parishioners in the wide consultation which will be needed.
However, the first draft of a questionnaire to be distributed to all homes in the parish was discussed. It will be considered again at the next meeting.
090701-14 Local Area Partnership:
Cllr Bell reported that CALC is organising a meeting for all parishes in Whinfell ward and interested ones outside it to be held during the first week in August. The meeting will discuss local partnership initiatives such as taking responsibility for some services.
090701-15 Co-option of a new parish councillor:
Several nominations were made. The chairman will approach the parishioners to ascertain whether they are willing to serve.
090701-16 Councillors’ financial and/or other interests:
Councillors filled in the appropriate forms to declare their interests.
090701-17 The Wind Farm Community Fund:
Cllr Porter and Cllr Robinson agreed to be the parish council representatives on the Wind Farm Community Fund Committee.
090701-18 Policy for giving grants:
It was resolved that the council should have a policy to guide decisions about whether to award grants to individuals and groups.
CALC has no model policies. The clerk will explore whether there are any on parish websites.
The current draft of the policy will be discussed again at the next meeting.
090701-19 Parish Field:
(a) It was noted that the current tenancy agreement expired on 31-03-09.
It was resolved that Cllr Bell will arrange for a professional valuation of the rent before the next tenancy agreement is made.
(b) Progress in locating the title deeds: A letter dated 22-11-1976 has been found from Rhodes and Gillman, solicitors, stating that a title deed is in their store room. It is for the part of the field given in exchange for land taken to re-align the Kendal-Sedbergh road as part of the M6 construction. Confirmation is awaited from Stuart Barton at Thomson-Wilson-Pattinson that the deeds have been transferred to their storeroom. It is hoped that the deeds for the rest of the field are also there. The Records Office has New Hutton receipt books dating from 1881. A detailed catalogue of Underley records has not been compiled but they can be manually searched.
090701-20 Spring flowers in New Hutton:
Following a suggestion by a parishioner, it was resolved that the parish council should approach the Wind Farm Community fund for a grant to purchase snow drop and daffodil bulbs. It was resolved that they must be wild varieties. Interested parishioners will be invited to plant them on the verges of their favourite stretches of road. The clerk will investigate costs and report to the next meeting. An application for a grant will be submitted by 15th August.
090701-21 Dates of next and future meetings:
Depending on the date of the Local Area Partnership meeting [minute 090701-14], the next parish council meeting will be on the 4th, 5th or 6th of August.
Provisional dates for meetings following financial quarters were agreed:
- Wednesday 01-07-09
- Thursday 08-10-09
- Monday 04-01-10
- Thursday 08-04-10