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Minutes of the Annual Meeting of the Parish Council held on Wednesday 20 May 2015 at 7pm in Hayton Reading Room
Before the meeting started one minute’s silence was held in remembrance of Ken Hind, former Clerk to the Council, who died on Tuesday 5 May 2015.
01APOLOGIES – Councillor R Watson
02ELECTION OF CHAIRMAN
Proposed by Councillor H Cain and seconded by Councillor C Bowman
Resolved – unanimously, that Councillor R Tinnion was re-elected to the post of Chairman
03DECLARATION OF ACCEPTANCE OF OFFICE
Resolved – Councillor Tinnion signed his Declaration
04APPOINTMENT OF VICE CHAIRMAN
Proposed by Councillor H Cain and seconded by Councillor J Clarke
Resolved –unanimously that Councillor G Clubbs be re-elected as Vice Chairman
05WELCOME TO NEW COUNCILLOR
Cllr. Smith was welcomed to his first council meeting and introductions were made
06DECLARATIONS OF INTEREST
Councillor W Graham signed a general declaration for the municipal year which declared that he is a member of Cumbria County Council and Carlisle City Council and a committee member of Down a Gate. He agreed to sign a separate declaration if there is a specific agenda item in which he has an interest.
Councillor Bowman declared a non-pecuniary interest in all planning matters as he is a member of the Carlisle City Council Planning Committee.
07MINUTES OF THE COUNCIL MEETING held 18 March 2015
Proposed by Cllr. Tinnion and seconded by Cllr. Billington
Resolved - The Chairman was authorised to sign, as a correct record, the minutes of the Annual and March meetings.
08CO-OPTION OF COUNCILLOR
Resolved – to re-agenda the item for the next meeting
09APPOINTMENT OF COUNCILLORS TO COUNCIL COMMITTEES
Resolved – to appoint the following:
- Planning Committee (6) – Cllrs. Tinnion, Clubbs, Graham, Longstaff, Jackson and Cain
- Internal Audit (Finance) (1) – Cllr. Clubbs
- Hayton Reading Room Management Committee (4) – Cain, Tinnion, Billington and Watson
10APPOINTMENT OF REPRESENTATIVES ON OTHER BODIES
Resolved – to appoint the following:
- Hayton Playing Field Project – Cllrs. Tinnion. Cllrs. Billington and Watson are also on the committee and represent the community
- Down-a-Gate – Cllrs. Smith
11COUNCIL MEETING DATES FOR THE YEAR 2015/2016
Resolved – to agree the dates as the third Wednesday of the month with the exceptions of April, August and December.
The calendar to be posted on the website.
12REVIEW OF COUNCIL PROCEDURES
A Briefing Note was issued to members and it was
Resolved – to post the new Data Protectionregistration on the website when received. To implement the changes as indicated on the briefing note and to work towards creating some new procedures.
13INTERNAL AUDITORS REPORT
Resolved – to approve the paperwork sent out with the agenda.
To agree to appoint Kate Beaty as Internal Auditor for the new municipal year.
14ANNUAL RETURN
The Annual Return was sent with the agenda for information and it was
Resolved – that the Chairman and Clerk/RFO sign the Statement of Accounts for the year ending 31 March 2015 and the Annual Governance Statement. The Audit Return to be sent to the External Auditor’s following approval and signing.
15MATTERS ARISING FROM THE PREVIOUS MINUTES
- Bus Service for Heads Nook – Cllr. Nigel Holmes of Wetheral Parish Council has been in talks with Reay’s regarding provision of a limited bus service for residents along the old ’95 route’. The proposal, which is looking as though it will begin towards the end of July 2015 will run two days per week picking up at around 10am and returning around 1.30pm. Cllr. Clubbs to update members at the June meeting regarding timescales
Cllr. Graham has been involved is a car share scheme in a bid to assist residents who are presently without a bus service. Cllr. Clubbs will also apply to be in the scheme if the bus service is not re-instated.
- Relocated Bus Stop A69 – Letter sent to the Highways Agency 7 April 2015. No response
Resolved – to write again to the Highways Agency as the council needs a response to their queries to move the matter forward.
- Allotments – further correspondence sent to the Land Agent. No response. More correspondence has been received from the Allotment Assc. regarding their concerns for its future
Resolved – the Clerk has been authorised to secure a meeting with the Land Agent at their offices in Carlisle
- Parking at Corby Hill Crossroads – request sent to Traffic Wardens. A complaint has been received from a resident regarding parking on the double yellow lines.
Resolved – to contact the Traffic Wardens again
- AED’s and External Cabinets – received, now need to be erected. The installation requires the services of an electrician.
Resolved – Cllr. Jackson to obtain a quote from a local electrician.
Heartstart training dates to be discussed at the next meeting
A post to be purchased to erect the Hayton AED
- Hayton PCC – have withdrawn their application for funding for digitising the burial records due to little community support for the project.
The meeting was suspended at 7.43pm for:
16PUBLIC PARTICIPATION
Mr M Page attended the meeting to speak about Down a Gate. Mr Page has been elected as the new Treasurer. He went on to say that Carlisle City Council and Hayton Parish Council has not grant funded Down a Gate for the past two years and without funding the committee will be forced to close the premises. The Committee has written a Business Plan and has had a meeting with Carlisle City Council. The City Council has agreed to give the Committee a grant of £7,000 for 2015/16. They have also been awarded £5,000 for a capital project. The parish council was informed that Down a Gate needs to make urgent repairs to their boiler and they also need to repair and replace play equipment on the site. The football club cuts the grass with no cost to the Down a Gate committee. Mr Page asked if the parish council would consider making a grant donation towards the urgent repairs immediately and consider grant assisting the committee for work needed in next financial year. The council was informed that 75% of the Down a Gate users actually lived in Hayton Parish in the Corby Hill and Little Corby areas. The parish council responded explaining the history between the two bodies but agreed to discuss the matter later in the meeting and resolve how to proceed.
The meeting resumed at 8.07pm
17HAYTON READING ROOM
It was proposed that the parish council should pay for the use of the Reading Room for its meetings to assist with the payment of the electricity bills. There was much discussion about whether the Reading Room was a village hall or a parish hall and based on that whether the parish council should pay or not as they are Trustees of the building. The council is also Trustee of Talkin Village Hall and Cllr. Jackson stated that the parish council only met once per year in Talkin and that the Trustees did not wish to charge for the use.
Resolved – to request that the matter is put on the Hayton Reading RoomManagement Committee agenda and the outcome reported back to the parish council
During the Audit this year it was brought to the RFO’s attention that as Trustees of Hayton Reading Room and Talkin Village Hall the council should receive a copy of the Annual Meeting minutes and audited accounts.
Resolved – Cllrs. Jackson and Cain to ensure the council receives the paperwork when completed.
18HAYTON COMMUNITY PROJECT
A request from the above Committee has been received to use the Walnut Field for a Scarecrow event from 24 – 31 May 2015. All the relevant paperwork has been received.
Resolved – to approve the use of the field.
19DOWN A GATE
Resolved – to send out the Grant Application forms and agree to discuss the matter of a grant for this year when in receipt of the documentation.
To offer to assist the committee by listing contact details of various funders.
To offer assistance in completing applications if they are unable to do so alone.
To explain the restrictions placed on this council by the building not being located in the parish.
20POLICE MATTERS AND REPORTS
The Brampton newsletter for March and April has been received and emailed to all members on 30 March 2015 and 4 May 2015
21PLANNING APPLICATIONS - You may view the details on the parish council website or by going online via the Carlisle City Council website (where parishioners can submit their own observations directly)
15/0200 – Skellion Farm, How Mill Brampton CA8 9JL. Extension to previously approved barn conversion (14/0004) to provide 2 additional bedrooms and erection of communal pool hall. No comment – 24.3.15
15/0215 – Ash House, Fenton Lane End, How Mill Brampton CA8 9LE. Conversion of redundant stables to 1 bungalow and erection of detached garage
15/0239 – Garages between Corner House and former Hare and Hounds, Talkin Brampton. Demolition of garage and erection of 2 bedroom dormer house (Revision to Application 10/0325). No comment – 7.4.15
15/0280 – Land to the north of Gelt Mill, Castle Carrock Cumbria. Change of use of land to allow 3 bell tents, toilet block and car park. No comment 5 May 2015
Today an email was received stating there was some amended plans. Details of the amendments were on the website. Members were informed that the City Council was in receipt of some letters of objection. No comment.
15/0361 – The Nook, Hayton Brampton CA8 9JA. Erection of a porch. No comment 12 May 2015
15/0424 – 3 Rosebank Close, Little Corby Carlisle CA4 8QZ. Single storey rear extension to provide enlarged bedroom with en-suite, enlarged kitchen and utility room; erection of replacement conservatory.No comment
22PLANNING DECISIONS
14/0006 COU – Change of use of agricultural buildings to 2 dwellings including associated building operations. APPEAL DISMISSED
15/0100 – String of Horses Inn, Faugh Heads Nook Brampton CA8 9EG. Erection of 1 dwelling (Outline). GRANT PERMISSION with conditions
15/0121 – 23 Eden Grange, Little Corby. Erection of two storey side extension to provide extended kitchen with utility room and WC on ground floor with 1 bedroom above. GRANT PERMISSION with conditions.
15/0127 - Land adjacent Lea Croft, Fenton Lane End, How Mill. Erection of 1 dwelling (Outline) (Revised Application). REFUSED PERMISSION
15/0131 – Carlisle Lake District Airport, Carlisle CA6 4NW.Variation of condition 2 (approved documents) of previously approved permission 10/1116 to enable the carrying out of the development in two phases including minor changes to the internal layout, elevations, circulation areas and landscaping. GRANT PERMISSION with conditions
15/0140 – 9 Hurley Road, Little Corby Carlisle CA4 8QY. Erection of two storey side extension to provide extended kitchen, utility and garage on ground floor with 2 bedrooms above together with new car parking to front and raised patio area to rear. GRANT PERMISSION with conditions.
15/0177 – Holly Bank, Faugh Heads Nook CA8 9EA. Siting of LPG tank and erection of boundary fence. GRANT PERMISSION
15/0178 – Western Ridge, Hayton Brampton CA8 9HL. Demolition of existing dwelling and erection of 1 dwelling with detached pool building and stables. GRANT PERMISSION with conditions.
15/0233 – 6 Hurley Road, Little Corby Carlisle CA4 8QF. Erection of first floor rear extension to provide 1 additional bedroom and extension of existing bedroom. GRANT PERMISSION
15/0235 – Highbank, Faugh Heads Nook Brampton CA8 9EG. Removal of Condition 3 (Restrictive Occupancy) of previously approved application 11/0759. GRANT PERMISSION
23CUMBRIA MINERALS AND WASTE LOCAL PLAN
Consultation documents were emailed to members on 30 March 2015. Consultation closed on 11 May 2015. No comments were submitted.
24PENSION ENROLMENT
To discuss and approve the way forward for compliance with the Pension Enrolment requirements. Briefing note attached to agenda.
Resolved – To create a Pension account in compliance with the regulations and dates agreed by the Pensions Regulator (April 2017).
25FINANCE REPORT
- Income – Allotment Assc. Re-imbursement of Water charges £16.00
HM Revenues & Customs – VAT repayment - £1255.13
Carlisle City Council – Precept & CTRS Grant - £15,874.00
- Schedule of Payments
Resolved – to pay the following:
VN / PAYEE / CHQ. NO. / BUDGET HEADING / AMOUNT £001 / G Kartach / 101441 / Administration (Salaries) / 545.35
002 / HM Revenue & Customs / 101442 / Administration (Tax, NI &PAYE) / 57.20
003 / Terry Nixon / 101443 / Repairs & Maintenance / 380.00
004 / Countrywide Grounds Maintenance x 2 (Apr/May) / 101444 / Grass Contract / 753.98
005 / CALC / 101445 / Subscriptions / 282.00
006 / Cumbria Payroll Services / 101446 / Administration / 144.00
007 / J Kelly / 101447 / Administration (Website fees) / 65.26
008 / CALC / 101448 / Training / 5.00
009 / Kate Beaty / 101449 / Administration (Audit) / 75.00
010 / G Kartach / 101450 / Administration (Postage) / 15.66
011 / G Kartach / 101450 / Miscellaneous / 16.50
012 / Staples / 101451 / Stationary / 106.01
013 / Information Commissioner / 101452 / Subscriptions / 35.00
- Monthly Reconciliation
Resolved – the Chairman to sign paperwork following approval by the council
26CORRESPONDENCE RECEIVED BY THE CLERK
Resolved – to receive and note the following:
a)CALC – Friday Round-up (list of courses until June 2015) – emailed 23 March 2015
b)CALC – Carlisle City Council Grass Cutting – possible devolved services – emailed 24 March 2015. Areas submitted on advice of Chairman.
c)Northern Gas Networks newsletter – available from the Clerk
d)NALC – weekly newsletters – available from the Clerk
e)Road Link – Annual Report – this is hard copy and will be available at the meeting
f)Open Spaces Society – donation request – not to make a donation
g)Carlisle Tripartite Meeting Minutes – available from the Clerk.
h)Carlisle City Council – Second round grant application papers
i)Gelt Woods DMMO – an email has been received from a resident stating the paperwork has been submitted to the county council but as a result of some correspondence the named submitter has withdrawn from any further work.
j)Clerks & Councils Direct magazine – available from the Clerk
k)Carlisle Educational Charity – to post on the website
27HIGHWAYS AND FOOTPATHS ISSUES
a)Urgent Road Closure – U1200, Hayton Townhead – emailed 30 March 2015. The Clerk and the county councillor should be getting advance notice but are not. Cllr. Graham agreed to look into the matter
b)Haywain Hill – Safety Audit – each councillor received a hard copy at the meeting.
Resolved – not to pursue the matter
c)Hardbank Lonning – State of the road surface (Photographs have been sent but the file is too large to forward electronically). Remedial work has now been completed.
d)Hurley Road/Eden Grange – road surfacing – Cllr. Graham has been issued with a list of dates for highways work to be carried out in the parish and the road surfacing will begin on 26 May 2015
e)Hayton Village – proposed double yellow lines – consultation emailed 12 May 2015.
The council is also in receipt of an email indicating that the flashing school signs will be replaced and relocated
Resolved – to request a meeting with county highways before any work is carried out to ask whether the double yellow lines can be extended.The proposed relocation of one of the signs is not suitable as lorries turning will undoubtedly knock it down.
Standing Orders were suspended to complete the agenda and it was agreed to continue until 21.15pm
28MEETINGS AND NOTICES
- Tyne Valley Community Railway – Meeting either afternoon or evening Thursday 4 June 2015 – emailed 12 May – Cllr. Graham to attend
- Carlisle Tripartite Meeting – 18 June 2015 at Longtown Community Centre at 7pm. Cllrs. Tinnion and Graham to attend
- Nu Gen – Consultation meeting for the Moorside Project – Tuesday 30 June 2015 at the Hallmark Hotel, Carlisle
29DATE OF NEXT MEETING – Wednesday 17 June 2015 at 7pm in Talkin Village Hall.
The open meeting was completed at 21.06pm
Exclusion of Press and Public
To consider whether, in accordance with Section 100A(4) to the Local Government Act 1972, members of the public (including the press) should be excluded from the meeting during discussion of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1 and 2 of Part 1 to Schedule 12A of the Act
30Clerk’s Probationary Term
The Clerk’s six month probationary term ended on 31 March 2015.
Resolved - To agree Clerk’s permanent contract
31Clerk’s Salary
NALC and the SLCC agreed an increase in Clerk’s salaries of 2.2%. This would increase the Clerk’s salary from £7230.60 pa to £7389.67 pa (see attached paperwork)
Resolved -To agree the pay award from 1 April 2015; or
32Standing Order for Payment of Monthly Salary
Resolved -To approve the Clerk’s salary be paid the last Friday of the month by Standing Order from June 2015 to March 2016. Chairman and Vice Chairman signed the bank authority
The meeting finished at 21.16pm