March 2021

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Meeting Agenda

NOTICE of the Ordinary Meeting of the Parish Council to be held on line via Zoom Meeting ID 885 0419 1146 (Passcode: 112218) on Monday 22 March 2021 which takes place at 7:30pm.

AGENDA

  1. Apologies

To receive apologies for absence.

2.  Minutes

To authorise the Chairman to sign the minutes of the Ordinary Meeting of the Parish Council held on 15 February 2021 as a true record.

3.  Declaration of Interest

  1. Request for Dispensations: the Clerk to report any requests received since the previous meeting for dispensations to speak and/or vote on any matter where a member has a disclosable pecuniary interest.
  2. To receive any other declarations by members of interests in respect of items on this agenda.

4.  Public Participation

At the Chairman’s discretion, to allow members of the public an opportunity to ask questions and raise matters of interest. 

  1. Report from Mike Johnson, County Councillor; 
  2. Report from Tony Annison, Allerdale Borough Councillor; and
  3. Questions or matters of interest raised by residents.

5.  Hesket Lonning Footpath

Update on progress since the last meeting.

6.  Caldbeck Public Toilets

Update on transfer of public toilets from Allerdale Borough Council and ongoing arrangements. 

7.  Street Lighting 

Update on progress since last meeting – reinstallation of light near Calva/Parish Hall

8.  Parish Maintenance

Past issues for noting

  1. Caldbeck Parish Highways priorities, including Hesket Bridge/Banks work underway
  2. Barriers obstructing pavement at Riverside, Caldbeck, opposite the Oddfellows
  3. Midtown blocked gulley
  4. White lines for Riverside block pavement and by cricket club
  5. Overhanging branches at Ratten Row House
  6. Knocker Lonning access
  7. Hesket Newmarket surface water/flood mitigation including work around the Green and development site
  8. Hesket Newmarket proposals for safeguarding the Green
  9. Woodhall Lane/The Street drainage problems
  10. Hesket Bridge land slippage
  11. Historic sign post Hesket Bridge
  12. Road south from Calebreck
  1. Warning signs at Faulds Brow and Wath Brow – issues raised with County Council
  2. Faulds Brow – off road damage to common
  3. Additional grit supplies for Parish winter maintenance

Other issues

  1. John Peel Shelter
  2. Hesket Newmarket allotments – Tree/hedge work on Isel Estate boundary

To consider any other urgent matters regarding parish maintenance.

9.  Planning applications and decisions

Applications

  1. 7/2021/2057  Linewath Farm, Hesket Newmarket, CA7 8JT Proposed installation of 3 glamping pods
  2. 7/2021/2061  Old Crown, Hesket Newmarket, CA7 8JG Erection of an outside shelter at rear of the pub
  3. T/2021/0041  Elm Cottage, Caldbeck, CA7 8EA Ash (T1) – fell; Elder (T2) – fell

Decisions notified

  1. T/2021/0015  The Old Rectory, Caldbeck, CA7 8DP Proposed work on three trees in Conservation Area 1. Silver birch – remove dead wood, lower crown height and shorten extended branches; 2. Wild Pear – remove; 3. Norwegian Maple – remove. No objection
  2. 7/2021/2009  Sharpe House, Caldbeck, CA7 8EX Kitchen extension  Approved with conditions
  3. 7/2021/2032  The Wath, The Street, Caldbeck, CA7 8EY Erection of a crop and machinery store Prior approval not required

10.  Coronavirus

Update on coronavirus pandemic from Cumbria Constabulary, County Council and Allerdale Borough Council and consideration of Notices.

11.  Caldbeck Green

Update on pilot project proposal for increasing biodiversity on Caldbeck Green. Consideration of Hesket Newmarket pond and management of Stadledykes and land at Howbeck, Hesket Newmarket by local conservationists or Cumbria Buzz on a trial basis.

12.  Lake District National Park land disposals and car parking on common land

  1. Update on legal and financial progress since last meeting, including Counsel’s opinion on Commons car parking;
  1. Proposals to install collection boxes at car parking sites;
  2. Report on installation of electric charging points;
  3. Insurance arrangements.

13.  Hesket Newmarket Speeding Traffic

Update on progress since the last meeting.

14.  Community Led Affordable Housing

Update on progress since last meeting.

15.  Caldbeck Parish party

Report on Parish party proposals post pandemic.

16.  Parish Council Internal Controls

To approve the assessment of internal controls for 2020-21 and related documentation

17.  Monthly Accounts 2020-21

To approve the receipts and payments since the last meeting, note bank balances, and review budget monitoring report 

Receipts

  1. 5 March to 12 March 2021 Allotment and parking receipts to 25 January 2021 £87.70
  2. 8 March 2021 Interest £0.83

Payments

  1. 21 February 2021 Mark Binney Lengthsman’s contract work £368.00 
  2. 24 February 2021 Edwin Thompson Isle Estate £90.00 
  3. 10 March 2021 Mark Binney Lengthsman’s contract work £432.00
  4. 12 March 2021 Andrew Ward website redesign and refresh £360.00

Bank Balances as at 16 March 2021

  1. Current Account £25,309.49
  2. Deposit account £108,557.25 including £98,627.80 for Hesket Lonning footpath

18.  Correspondence

To note items of correspondence received since the last meeting:

  1. Cumbria Constabulary, County Council: various coronavirus updates
  2. CALC: newsletters, updates 
  3. Lake District National Park: Geoff Davies March report

19.  Meeting Dates

10 May 2021 (possibly bring forward as 6 May currently is latest date for virtual meetings)

14 June 2021

26 July 2021

6 September 2021

18 October 2021

6 December 2021

10 January 2022

The intention is for the meeting to end by 9:30pm

 Signed

Simon Smith – Clerk   Dated  16 March 2021

Simon Smith, Sandale Barn, Sandale, Boltongate, Wigton CA7 1DE

Tel 016973 71008  caldbeckparishclerk@gmail.com

Meeting Minutes

CALDBECK PARISH COUNCIL

Draft Minutes of the Ordinary Meeting of the Parish Council held via Zoom on Monday 22 March 2021 at 7:35pm.

Cllrs Attending: Tim Cartmell (Chairman), Norman Atkinson, Paul Doherty, Angela Glendinning, Paul Graham, Alastair Macfadzean, Ian Shaw, Alan Tyson, Alison Young Poole.

Also attending: Mike Johnson, County Councillor & Leader Allerdale Borough Council (for items 5 to 8), Simon Smith (Clerk), and one member of the public.

1.  Apologies

Apologies were received from John Brown, Tony Annison, Allerdale Borough Councillor.

2.  Minutes

The Chairman was authorised to sign the Minutes of the Ordinary Meeting of the Parish Council held via Zoom on 15 February 2021 as a true record, pp’d by the Clerk.

3.  Declaration of Interest

The Chairman and Alison Young Poole declared interests regarding Item 12, purchase of National Park land. Alison Young Poole has a claim to the frontage and the Chairman has advised her.

4.  Public Participation

There were no questions from the public.

5.  Hesket Lonning Footpath

The Chairman reported that on 1 April the Footpath Working Group is meeting Mike Johnson to look at the Matthew Rudding option. The Parish Council had asked for documents from Allerdale (internal report, instructions to Counsel, and Counsel’s Opinion) so as to understand Allerdale’s position as fully as possible. Mike Johnson had explained that Allerdale would not release the documents as they constituted legal advice but that he would brief the Working Group when visiting Caldbeck.

6.  Caldbeck Public Toilets

The Chairman reported that Allerdale is prepared to transfer the public toilets to the Parish Council either ‘as is’ (with a grant of £6,500 to £8,000 to support upgrading or relocation/alternative arrangements in partnership with businesses/churches/Parish Hall) or to carry out the upgrading prior to transfer. It was agreed that relocation/alternative arrangements were unlikely and that using the existing site was the most practical option. The Parish Council agreed it should hold a site meeting with Dave Bryden, Allerdale, to discuss what Allerdale would be able to provide by way of an upgrade, including checking windows and the roof, and making the facilities as disabled friendly as possible although it was recognised that wheelchair access may not be possible. Norman Atkinson, Alastair Macfadzean, Alan Tyson and the Clerk offered to attend the site meeting. Ian Shaw reported that St Kentigern’s provided wheelchair accessible facilities which were available to the public when the Church was open. The Clerk agreed to make enquiries regarding the Chapel and whether the disabled facilities would continue to be provided if the Parish Council were to end its support. The Clerk would also contact Mrs Benson and discuss the position with her. The Parish Council agreed a further payment for the year would be appropriate in light of Mrs Benson’s continued support during the COVID restrictions.

7.  Street Lighting – Reinstallation of light near Calva/Parish Hall

The Clerk reported that he had had a brief phone call from Tim Marsters asking about the reference to possible legal action separate from planning enforcement. The Clerk took the opportunity to press for the reinstatement of the offer which provided the basis for an agreement. He also gave an update on the work looking at other lower cost options: either using a different electrical contractor and utilising the Parish Hall electricity supply, with the Parish Council doing much of the preparatory spade work; or a solar/wind option (Allerdale is testing such a light in Plumbland). He has followed up the phone call with an email, copied to the Marsters, but has not received a reply. The Chairman reported that he had had some informal discussions with parishioners who wanted to see a resolution to the street light issue.

8.  Parish Maintenance

Past issues for noting

  1. Caldbeck Parish Highways priorities

Work on Hesket Lonning and The Street is progressing but Upton work has been postponed. Matt Bish, Highways, has said it will be in the new financial year and will provide a start date as soon as possible. 

The Parish Council was concerned that work was underway between Bridge and the Banks when there is so much other higher priority work in the Parish not scheduled or postponed. Whilst Highways East is responsible for the Hesket Bridge/Banks work, the vast majority of the Parish comes under Highways West and the Parish Council considered that Caldbeck priorities needed to be addressed, irrespective of internal organisational boundaries. The Upton work had been postponed; the lane around Caldbeck Pond has been outstanding since 2015; and Pasture Lane to Calebreck and towards Mungrisdale also require considerable attention, albeit some patching work has been carried out on Pasture Lane. It was agreed that the Clerk would brief Mike Johnson who is now on the Allerdale Local Committee Highways Working Group and that he would lobby for Caldbeck priorities to be recognised and addressed. Norman Atkinson offered to provide information on outstanding Caldbeck priorities and by comparison upgraded neighbouring Highways improvements which seemed lower priority given vehicle usage.

  1. Barriers obstructing pavement at Riverside, Caldbeck, opposite the Oddfellows
  2. Midtown blocked gulley

Items 2 and 3 are linked. Parishioners had highlighted local drainage problems. The Clerk was expecting further information from Matt Bish.

  1. White lines for Riverside pavement and by cricket club

Matt Bish was looking at this when he visited Caldbeck.

  1. Overhanging branches at Ratten Row House

Paul Graham reported that the overhanging branches had been dealt with and no further action needed.

  1. Knocker Road access

The Clerk reported that a parishioner had been in touch, concerned about the access lane. Matt Bish has confirmed that it is a Highways responsibility. The Parish Council recognised that Knocker Road south from Knocker House is unlikely to be high on Highways’ priorities but would report the problems.

  1. Hesket Newmarket surface water/flood mitigation including work around the Green and development site

Matt Bish is expecting Hesket Newmarket drainage work to be carried out from 6 April for 4 weeks and that Highways would examine the sinkhole and undertake the manhole work before then.

  1. Hesket Newmarket proposals for safeguarding the Green

Paul Graham reported that Hesket Newmarket Parish Councillors were looking at what might be done to safeguard the Green once the National Park land purchase is completed and would bring proposals to the next meeting. Short white fence posts might help identify the edge of the Green and discourage parking/prevent damage.

  1. Woodhall Lane/The Street drainage problems

Ian Shaw had asked for the item to be included following conversations with parishioners. Paul Graham agreed to take a further look at the drainage problems following the significant work undertaken by Highways last year.

  1. Hesket Bridge land slippage

Alison Young Poole reported that Highways had put up safety fences. There did not appear to be further slippage and monitoring continues. Paul Graham reported that some tree work is to be undertaken.

  1. Historic sign post Hesket Bridge

There has been no news of repair/reinstatement of the signpost.

  1. Road south from Calebreck

This has been reported again. Cath Johnson, National Park, has been investigating drainage concerns raised by a parishioner and some ditching work is to be carried out.

  1. Warning signs at Faulds Brow and Wath Brow – issues raised with County Council

The warning signs were expected before the end of December. The Clerk is expecting to hear when the signs are to be erected. The County Council has supplied additional grit bins and gulley cleaning has reduced the amount of water pooling at the bottom of Wath Brow.

  1. Faulds Brow – off road damage to common

The Chairman reported that he has been in touch with Cath Johnson, National Park. Police, the National Park and some Commoners are all monitoring incidents.

  1. Additional grit supplies for Parish winter maintenance

The Clerk reported that the County Council no longer supplies grit but would be prepared to make a delivery if the Parish Council paid for the grit. Mike Bell has asked to delay ordering any grit until the Autumn as he is awaiting storage space.

Other issues

  1. John Peel Shelter

Norman Atkinson reported that the further work agreed to at the February meeting has been carried out and that an invoice is expected shortly.

  1. Hesket Newmarket allotments – Tree/hedge work on Isel Estate boundary

The Clerk reported that Rosie Porter, Chair of the Allotment Association, had been in touch asking if work would be undertaken to deal with a large hawthorn and sort out the hedging. The Parish Council is responsible for maintaining Isel Estate boundaries (unless adjoining neighbours have responsibility for the border). Paul Graham has visited the allotment to assess the work which he expects will cost £180 to £240 plus VAT. The Parish Council agreed that the work should be undertaken as soon as possible.

To consider any other urgent matters regarding parish maintenance.

Paul Doherty had reported Friar Road/entrance to Caldbeck car park defects to Highways via HIMS from last meeting. The Clerk had also raised these with Matt Bish.

The Chairman reported on blocked gulleys between Blue Gate and Knocker Lane and an abandoned tyre.

Norman Atkinson reported on a number of potholes between Haltcliffe and Stone Ends and at Fellside.

The Stadle Dykes pothole still required filling.

Angela Glendinning has reported the fly tipping of white goods near Fellside to Allerdale.

9.  Planning applications and decisions

Applications

  1. 7/2021/2057  Linewath Farm, Hesket Newmarket, CA7 8JT Proposed installation of 3 glamping pods  No objection
  2. 7/2021/2061  Old Crown, Hesket Newmarket, CA7 8JG Erection of an outside shelter at rear of the pub. Support the application given the Old Crown’s importance to the local community and beyond and the need to support local businesses in their determination to provide a COVID safe environment for customers.
  3. T/2021/0041  Elm Cottage, Caldbeck, CA7 8EA Ash (T1) – fell; Elder (T2) – fell  No objection

Decisions notified

  1. T/2021/0015  The Old Rectory, Caldbeck, CA7 8DP Proposed work on three trees in Conservation Area 1. Silver birch – remove dead wood, lower crown height and shorten extended branches; 2. Wild Pear – remove; 3. Norwegian Maple – remove. No objection
  2. 7/2021/2009  Sharpe House, Caldbeck, CA7 8EX Kitchen extension  Approved with conditions
  3. 7/2021/2032  The Wath, The Street, Caldbeck, CA7 8EY Erection of a crop and machinery store Prior approval not required

10.  Coronavirus

The Parish Council noted the weekly updates on the coronavirus pandemic from Cumbria Constabulary, the County Council and Allerdale Borough Council.

11.  Caldbeck Green

Alison Young Poole provided an update of the work she has been undertaking in preparation for a first meeting of the Biodiversity Working Group. The Group will visit Caldbeck Green and identify discrete areas where biodiversity might best be encouraged and formulate proposals to be put to the Parish Council. The Working Group would later consider management of Stadle Dykes and land at Howbeck. A separate Working Group would consider Hesket Newmarket pond where Alison Young Poole and Paul Graham have begun drawing up options. The Parish Council agreed the formation of the Biodiversity Working Group comprising: Caroline Knox, Caldbeck Green Resident; Elspeth MacKenzie, Caldbeck Gardening Club; Liz Mounsey, Grazier on Caldbeck Common; Ian Shaw, Caldbeck Parish Council; Simon Smith, Clerk to Caldbeck Parish Council; Alison Young Poole (Chair), Caldbeck Parish Council.

12.  Lake District National Park land disposals and car parking on common land

The Chairman explained that the land purchase was moving forwards. The arrangements had evolved as the National Park now asked that the Parish Council purchase the entirety of the National Park’s surplus land and would be responsible for finding solutions where there were adverse possession claims. Jo Edwards, PKF Land Agent, had provided final advice, summarised the issues highlighted by Counsel when advising on car parking, and has drawn attention to well known points of discussion: title/registration of land being sold, maintenance, and insurance. She advised that the purchase could go ahead. Sam McAlister has been undertaking the legal work. Final plans of the land being purchased were expected shortly. The Parish Council agreed the purchase should proceed and that further consideration would be given to collecting parking contributions, including asking for a quotation from Andrew Fell for collecting boxes/column fabrications, and the Parish Council would examine the scope for electrical charging points for vehicles following completion. 

13.  Hesket Newmarket Speeding Traffic

The Clerk reported on the results of the traffic monitoring undertake by the CRASH team. He had asked for further information and clarification of some of the data but the County Council has been unable to provide further explanation. A total of 2,084 vehicles (37.9%) exceeded the speed limit. The average speed of those vehicles exceeding the speed limit was 37.2 mph, with one vehicle recorded driving at 60 mph.There were two options for taking action. The Parish Council could look to purchase a Vehicle Activated Speed Indicator Device which could be used in Hesket Newmarket and other parts of the Parish. Alternatively Hesket Newmarket parishioners might consider undertaking speed monitoring (as has happened in other parishes including Embleton). The CRASH team trains volunteers to check speeds and can support monitoring with Police joining volunteers on occasions. Police would have powers of enforcement. Volunteers would not have such powers. The Parish Council agreed to look further at the options and discuss possibilities with other parishes and organisations.

14.  Community Led Affordable Housing

The Clerk reported he had a discussion with Fran Richardson, Community Housing Officer for ACT, Action with Communities in Cumbria. She covers Cumbria and Lancashire and has significant experience of supporting Community Led Groups in delivering affordable housing. She believes that there is some flexibility on land prices per affordable housing unit. While the National Park and others refer to the £10,000 to £15,000 range, that is not stipulated in regulations. However, increasing land prices will have an impact on the financial model and could make the project unviable. She fully appreciated that land valuations need to be based on 100% affordable housing and not simply local occupancy. Alan Tyson reported that the landowners were seeking significant increases in land prices for them to be comfortable. The Clerk would report the position to the Parish Council’s advisers and see if they were able to offer further advice.

15.  Caldbeck Parish party

The Chairman reported on informal discussion he had had with a parishioner asking about a Parish party once COVID restrictions were sufficiently eased. Suggestions included a Parish Hall Big Breakfast, games/walk in the afternoon, and a Parish party in the evening. The Parish Council had some concerns about the appropriateness of a party given the numbers of people who had been bereaved or been badly affected and it was thought premature to be considering any plans for a party at this stage. Alison Young Poole suggested planting bulbs would be a fitting way of remembering the casualties of the pandemic.

16.  Parish Council Internal Controls

The Clerk reported that the suite of internal control documents for 2020-21 had met with approval. There were some minor edits to Standing Orders and a simpler presentation was being considered for the asset register. The Chairman had suggested including a contracts register so that the Parish Council would have opportunity to review ongoing contracts, both for services purchased and where services were supplied. He would circulate final drafts of these additions after the meeting. The Parish Council agreed the internal control documents which were not subject to minor amendments including the assessment of internal control, the key document for audit.

17.  Monthly Accounts 2020-21

The Parish Council noted the receipts and payments since the last meeting, bank balances, and budget monitoring report:

Receipts

  1. 5 March to 12 March 2021 Allotment and parking receipts to 25 January 2021 £87.70
  2. 8 March 2021 Interest £0.83

Payments

  1. 21 February 2021 Mark Binney Lengthsman’s contract work £368.00 
  2. 24 February 2021 Edwin Thompson Isel Estate £90.00 
  3. 10 March 2021 Mark Binney Lengthsman’s contract work £432.00
  4. 12 March 2021 Andrew Ward website redesign and refresh £360.00

Bank Balances as at 16 March 2021

  1. Current Account £25,309.49
  2. Deposit account £108,557.25 including £98,627.80 for Hesket Lonning footpath

18.  Correspondence

The Parish Council noted items of correspondence received since the last meeting:

  1. Cumbria Constabulary, County Council: various coronavirus updates
  2. CALC: newsletters, updates 
  3. Lake District National Park: Geoff Davies February report

19.  Meeting Dates

10 May 2021 (3 May bank holiday) 

Possibly bring forward to 6 May, last date where councils have authority to hold virtual meetings

The meeting ended at 9:30pm.

Attachment List

# Filename Description Link
1 File icon 16a Audit - Internal Controls March 2021 View / Download
2 File icon 16b Audit - Risk Management March 2021 View / Download
3 File icon 16c Standing Orders 2020-21 View / Download
4 File icon 16d Code of Conduct March 2021 View / Download
5 File icon 16e Complaints Procedures March 2021 View / Download
6 File icon 16f GDPR policy March 2021 View / Download
7 File icon 17a Receipts & Payments 2020-21 View / Download
8 File icon 17b Budget & Forecast Outturn 2020-21 & Budget 2021-22 View / Download