July 2021

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Meeting Agenda

CALDBECK PARISH COUNCIL

NOTICE of the Ordinary Meeting of the Parish Council at Caldbeck Parish Hall on:

MONDAY 26 July 2021 commencing at 7.30pm

Following the Government’s easing of COVID restrictions, there is no longer a limit on the numbers of members of the public who can attend the meeting. The Parish Council would ask those attending to continue taking appropriate measures for the benefit of all.

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 21 June 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.  Co-option of Parish Councillor

To decide on the co-option of a Parish Councillor following Alastair Macfadzean’s resignation.

5.  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.

6.  Coronavirus

Update on coronavirus pandemic from County Council and Allerdale Borough Council.

7.  Hesket Lonning Footpath

Update on progress since the last meeting.

8.  Caldbeck Public Toilets

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

9.  Street Lighting 

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

10.  Caldbeck Green

  1. Update on pilot project proposal for increasing biodiversity on Caldbeck Green.
  2. Consideration of Hesket Newmarket pond and management of Stadledykes and land at Howbeck, Hesket Newmarket.

11.  Lake District National Park land disposals

Confirmation of completion of purchase and report on issues arising.

12.  Hesket Newmarket Speeding Traffic

Update on progress since the last meeting.

13.  Car parking in Caldbeck

Update on progress since last meeting.

14.  Parish Maintenance

  1. Caldbeck Parish Highways priorities, including briefing sent to Mike Johnson emphasising the Parish Council’s role in helping identify priorities
  2. Midtown blocked gulley
  3. Historic sign post Hesket Bridge
  4. Warning signs at Faulds Brow and Wath Brow
  5. Snowhill damaged sign post
  6. Upton potholes/resurfacing
  7. Road from Snowhill towards Uldale – carriage way breaking up
  8. viii)Himalayan balsam reports and removal activity
  9. Boxes for storing flood hydrosacks Hesket Newmarket
  10. Bench repairs and cleaning
  11. Beehive bin repairs

To consider any other urgent matters regarding parish maintenance.

15.  Planning applications and decisions

Applications

  1. T/2021/0103  7 Riverside, Caldbeck, CA7 8DX Fell and remove 1 common ash
  2. 7/2021/2182 (Full Planning Application) and 7/2021/2183 (Listed Building Consent)  Howbeck House, Hesket Newmarket, Wigton, CA7 8JN  Conversion of part of an existing attached barn to provide additional living accommodation (retrospective)

Decisions notified

  1. 7/2021/2165  Old Map Shop, Caldbeck, CA7 8HF  Confirmation of compliance with condition attached to planning permission.  Accepted
  2. T/2021/0085  The Muddy Duck, The Old Smithy, Caldbeck, CA7 8EL Area A – fell 4 ash (1,2,3 & 8), 3 sycamore (4,5 & 6). Cut low and plug tree butts (7 & 9). Area B – fell 7 sycamore (1,7,9,10-12 & 15), 3 ash (2, 14, 16), 1 alder. Fell and plug 4 ash (17-20), 1 horse chestnut (21). Coppice 2 alder. Pollard 3 alder. Area C – fell 2 larch (1 & 2), 1 ash (3) and fell and plug 3 ash (4-6).  No Tree Preservation Order required
  3. T/2021/0081  Hillside House, Caldbeck, CA7 8EE Aspen (T1) – Remove tree. Larch (T2) – Remove tree. Conifers x 2 (T3) – Remove trees. Conifer (T4) – Remove tree.  No Tree Preservation Order required

17.  Community Led Affordable Housing

Update on progress since last meeting.

18. Fair World Shop

To consider report on lease renewal

19.  Parish Benches

Update on memorial bench provided by Paul Merone

20.  Arrangements for appointment of new Parish Clerk

To receive a report from the Clerk on the role of the clerk in light of additional activities taken on by the Parish Council and sharing responsibilities with Parish Councillors. 

20.  Monthly Accounts 2021-22

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

Receipts

  1. 8 July 2021 Interest £0.89

Payments

  1. 22 June 2021 Minihan McAlister Solicitors, deposit for National Park land purchase  £1,000.00
  2. 30 June 2021 Mark Binney purchase of timbers for Caldbeck Green walkway/bridges  £378.48 
  3. 5 July 2021 Mark Binney grass cutting  £1,128.00
  4. 7 July 2021 HMRC 1st quarter income tax  £212.80
  5. 7 July 2021 S Smith 1st quarter net salary and expenses  £915.93
  6. 8 July to 15 July Minihan McAlister Solicitors, balance for National Park land purchase £10,912.91 [Note seven payments made as the Parish Council has a daily limit of £2,000 and there was an additional £15.60 for a second pre completion search]

Bank Balances as at 15 July 2021

  1. Current Account £16,104.91
  2. Deposit account £108,560.87 including £98,627.80 for Hesket Lonning footpath

21.  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 June report

22.  Meeting Dates

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  20 July 2021

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

Tel 016973 71008  caldbeckparishclerk@gmail.com

Meeting Minutes

CALDBECK PARISH COUNCIL

Minutes of the Ordinary Meeting of the Parish Council held in the Parish Hall on Monday 26 July 2021 at 7:30pm.

Councillors Present: Tim Cartmell (Chairman), Norman Atkinson, Paul Doherty, Ian Shaw,  Alan Tyson, Alison Young Poole

Also Present: Mike Johnson, County Councillor and Leader Allerdale Borough Council, Tony Annison, Allerdale Borough Councillor, Wendy and Robin Oatridge, and Simon Smith (Clerk).

  1. Apologies

John Brown, Angela Glendinning, and Paul Graham sent their apologies.

2.  Minutes

The Chairman was authorised to sign the Minutes of the Ordinary Meeting of the Parish Council held on 21 June 2021.

3.  Declaration of Interest

Paul Doherty declared an interest in Item 4 as his son in law had put himself forward for co-option. It was agreed that discussions on Item 11, issues arising from the purchase of National Park land, did not require declarations from Alison Young Poole and the Chairman.

4.  Co-option of Parish Councillor

Following discussions it was agreed that the Parish Council would consider the one expression of interest in co-option received before the meeting albeit after the requested closing date. The Parish Council agreed unanimously to co-opt Mark Telford as Parish Councillor.

5.  Public Participation

Mike Johnson, County Councillor, and Tony Annison, Allerdale Borough Councillor, both agreed that they would contribute to discussions through the meeting rather than provide separate reports.

a) Midtown Camping Barn

The Chairman invited Robin and Wendy Oatridge to set out their concerns regarding Midtown Camping Barn and what they would like the Parish Council to do. Robin Oatridge explained that they were concerned by the behaviour of some guests staying at Midtown Camping Barn and that things were particularly bad when groups had booked. On the weekend of 16 July two groups had booked the accommodation and had caused significant trouble: trespassing on their field, racing to and fro across the field, littering the field with glass, food and general rubbish, and making noise well after the requested quiet time for all guests staying at the Camping Barn. The Oatridges had complained to the owners who had tried to get the groups to quieten down. This had been the worst experience to date but too often there were problems with noise, particularly at weekends. Tony Annison said that further disturbances should be reported to Allerdale’s Environmental Services. The Chairman referred to the Parish Council’s objections to the Camping Barn when considering the planning application. Norman Atkinson thought that the Parish Council should write to the National Park and report that the concerns expressed when commenting on the planning applications had all materialised and that the local community was left to deal with problems that had been foreseen. Following discussion it was agreed that the Parish Council would write to the National Park highlighting the need for Parish Council comments to be taken seriously when considering planning applications and to the owners of the Camping Barn letting them know of the complaints and asking for firmer action to be taken to prevent disturbances to neighbours.

b)  Have Your Say on Cumbria Buses

The Chairman reported that he had been notified of a survey on bus provision which Parish Councillors might wish to complete on a personal basis. The webpage invited additional comment to be sent and the Chairman thought the Parish Council should respond pointing out that a weekly bus service was inadequate for residents and visitors to the villages making car travel a necessity when parking is a significant problem. The Parish Council agreed and the Clerk was asked to submit a response.

6.  Coronavirus

The Parish Council noted the increases in the number of COVID cases in Cumbria and the successful vaccination programme rolled out for the Parish and surrounding area by the NHS team and volunteers based at Wigton Community Hospital. Sessions were coming to an end with vaccination rates well above 90%. 

7.  Hesket Lonning Footpath

The Clerk reported that Paul Graham and he had met the Hodgsons on 20 July and walked the Matthew Rudding alternative footpath with Angus Hodgson. During discussions it was recognised that further work was required before preparing a report. This included: consulting other landowners along the route; clarifying whether compensation payments would be paid where any new footpath were established; costing the construction of stiles, gates, and hard surface and updating the costs for the Hesket Lonning direct footpath; firming up the contributions to upgrade paths where landowners had offered to do so; and checking that if new paths were provided so that an improved route would run alongside existing boundaries rather than across fields, the existing footpaths would still be accessible via stiles. Parish Councillors thought the bullet point presentation of options circulated by the Clerk helpful, with advantages and disadvantages clearly set out. The Clerk would press ahead with the remaining work with Paul Graham and prepare a full report, ideally for 6 September.

8.  Caldbeck Public Toilets

The Chairman reported that Caldbeck public toilets were re-opened on 3 July thanks to the collaborative efforts of Allerdale, Orian Solutions Ltd, the Parish Council’s contract cleaners, and the Parish Council. He had recently received a proposal from Val Macfadzean to service the public toilets at a competitive price, well below that charged by Orian. The Clerk highlighted the Parish Council’s unfamiliarity with operations as the facilities had been re-opened for less than one month and the Parish Council had not as yet received a first invoice. He also pointed to the uncertainties where long term options were being examined, including up-grading of existing facilities or building new facilities at a different site. And that it was unclear what cover Val Macfadzean would be able to provide for holidays and sickness. Following discussion, the Parish Council resolved to accept Val Macfadzean’s proposal once cover arrangements had been clarified.

Turning to longer term options, the Parish Council discussed Allerdale’s upgrading proposals but considered they may be too limited as they did not incorporate disabled facilities and there was little scope for incorporating changes as Mike Johnson confirmed that Allerdale had set a limit of £9,000 for the upgrading. In light of local government reorganisation for Cumbria with the establishment of new unitary councils and the abolition of existing councils, it was recognised that Allerdale’s offer (to transfer the facilities and provide a £9,000 grant for upgrading or towards the costs of new facilities at a different site) could be withdrawn at short notice. The Parish Council resolved to accept Allerdale’s offer to transfer the facilities to the Parish Council and provide a £9,000 grant. The Parish Council would then have the opportunity to decide on the longer term option and determine what upgrading should be undertaken if the existing facilities were retained. 

The Parish Council agreed that it should develop proposals for upgrading the existing facilities and that Alan Tyson should contact John Wells. As part of any upgrade of existing facilities there would be need for an electricity supply and the Parish Council had received a quotation from Electricity North West Limited. The cost was £1,500 plus VAT and was contingent on the Parish Council undertaking a fair amount of preparatory work. 

As regards an alternative site, the Chairman highlighted the difficulties of obtaining Secretary of State consent for any use of common land such as Caldbeck car park without finding suitable land to exchange and designate as common land. Fees to apply for an exchange order were some £5,000 and the car park was also a heritage site which presented further problems. The Chairman was arranging to to visit the Record Office to look at documentation from 1975 so as to understand why proposals to locate public toilets at the car park had not been progressed when planning consent had been granted. The stone building opposite the car park on Friar Row was a listed building and was considered an unlikely option. Whilst the Parish Council could see merit in relocating the public toilets and building new facilities, finding an alternative site had so far proved unsuccessful and there was a need for fresh proposals for re-siting the facilities. The Parish Council would continue discussing options with interested parties before taking a longer term decision regarding the public toilets.

9.  Street Lighting 

The Chairman reported that Paul Graham and Richard Hellon were to meet to discuss the preparatory work required for Allerdale to install the replacement street light. That meeting may included Dave Bryden, Allerdale, as the Parish Council and Allerdale would have to reach final agreement on the work required. 

10.  Caldbeck Green

Alison Young Poole reported that the Caldbeck Green biodiversity pilot project was progressing. Photographs and records of plants were being maintained and Mark Binney had cut new paths. At Stadle Dykes, meadow sweet had been noted. Work at Howbeck will begin later when the area can be more readily accessed. 

Further work had been undertaken developing proposals for Hesket Newmarket pond or ‘scrape’ as the pond dries up in the summer. The intention was to enhance the pond’s semi-wetland habitat to support a variety of species whether full of water or in drier spells. The work included: tidying or removing some of the overgrown and overshadowing trees which block light from the pond and those which are interfering with the neighbouring wall and buildings; digging out the pond to regain depth by removing accumulated stone and silt and repairing the dam and outfall; and renewing the fence to preserve the pond from intensive livestock grazing and for the safety of residents and visitors. The Parish Council agreed the proposals to consult parishioners. Notices would be posted in both Hesket Newmarket and Caldbeck and the Clerk would add a news bulletin to the website and Caldbeck Being Sociable. Parishioners were encouraged to let Alison Young Poole or Paul Graham have their comments.

11.  Lake District National Park land disposals

The Chairman reported that the purchase had been completed on 14 July. There were a number of issues arising.

The Parish Council had hoped to be given the key for the Caldbeck car park contribution box but the key is not unique to Caldbeck and so a new lock will need to be fitted . Alan Tyson agreed to meet National Park on site so that arrangements could be made when the collection box was opened.

The Chairman had circulated details of new notices to be erected in the car park. The Parish Council resolved to accept the quote from Ross Macfadzean Image Signmakers and the work would be progressed once the design work had been checked. 

The Parish Council agreed that unobtrusive demarcation of parking bays (as used at The Lakes Distillery and Buttermere) would help make better use of the various car parks.

The Chairman reported on correspondence he had had with Jon Brown, Back Green, regarding a licence agreement for possible encroachment on the common. Jon Brown had asked to see Counsel’s opinion regarding the risk of challenge where activities had been operating for several decades. The Parish Council agreed that the Chairman should let Jon Brown have a copy of Counsel’s Opinion. Jon Brown had also asked about tree work and Paul Graham had visited. A report will be discussed at the September meeting..

The Chairman reported on Beech Cottage where the owners had moved a bench and it was thought this may may have been to facilitate temporary access over the common to their driveway. He said he would contact the owners and explain that they would require a licence for short term access or an easement if they were wanting long term access. 

The Chairman reported that discussion were taking place with the owners of the Old Map Shop about the provision of utilities/services for which permission had not been obtained and which constituted a trespass. The owners had been advised by their solicitor to seek an easement. The Parish Council  was taking advice from PFK, who advised on the land valuation, and Sam McAlister, Solicitor. The Parish Council was looking for an appropriate payment for granting the easement and also for professional fees to be met. PFK would be asked to negotiate the easement following further legal advice.

The Chairman considered that the various issues arising highlighted the need for the Parish Council to have clear policies on the use of Parish Council land and whether charges should apply. He suggested that where events were very clearly for the community such as The Old Crown race run at the weekend no charges would apply. But if an antiques fair or some other commercial venture requested holding an event, then charges should apply. He considered that a working group should be established to draw up policy for Parish Council consideration and deal with arrangements.

Alison Young Poole drew attention to the need for the Parish Council to undertake a tree survey, particularly in relation to the land it now owned. Paul Graham had said he would offer his professional advice. The Parish Council endorsed the need for a survey and Ian Shaw agreed to help. 

12.  Hesket Newmarket Speeding Traffic

Alison Young Poole reported that there remained considerable concern amongst Hesket Newmarket parishioners about traffic speeding through the village and that there was a need for action. Tony Annison said that parish councils had shown little interest in working together to share the costs of jointly purchasing vehicle activated speed indicator displays or through volunteers monitoring vehicle speeds. He considered that strategic parking of vehicles could make a difference in reducing vehicle speeds. Alison Young Poole agreed to look again at the Hesket Newmarket issues and discuss with parishioners. The Clerk said he would check whether the CRASH team might once again put up vehicle activated speed indicator displays as the last traffic monitoring data were collected in December 2019.

13.  Car parking in Caldbeck

The Chairman reported that Angus Hodgson was planning to have one field available for car parking in the summer holidays and would be putting in some hard core in the next few days. The Surgery had said no to weekend car parking. Rather than offering public car parking, Fellview School had offered 9 places to people working in Caldbeck thus freeing up car parking in the village. As the Cricket Club often hosted cricket matches at weekends it was thought that public car parking was unlikely. The Chairman had put together a list of local accommodation providers and the Clerk would contact them asking them to encourage guests to park considerately. The Parish Council agreed to prepare a local map highlighting car parking arrangements once finalised. 

14.  Parish Maintenance

  1. Caldbeck Parish Highways priorities, including briefing sent to Mike Johnson emphasising the Parish Council’s role in helping identify priorities. Mike Johnson reported that he was in discussions with Matt Bish and Highways staff and that the Parish Council would receive a response to the issues raised in its briefing.
  2. Midtown blocked gulley – awaiting update.
  3. Historic sign post Hesket Bridge
  4. Warning signs at Faulds Brow and Wath Brow
  5. Snowhill damaged sign post 

The Clerk reported he had been in touch with Ben Carter, Highways, who is the contact for street signs. Ben Carter is pursuing items 2 to 4).

  1. Upton potholes/resurfacing – Matt Bish has confirmed that Upton work remains set for 2 August.
  2. Road from Snowhill towards Uldale – carriage way breaking up. Matt Bish does not have a date for the works but expects patching to be carried out this year with surface dressing in Summer 2022.
  3. Himalayan balsam reports and removal activity. The Chairman reported on 19 July 8 volunteers had pulled Himayan balsam from Caldbeck. A second meet was being arranged for 2 August further upstream at Branthwaite to tackle the balsam at source.
  4. Boxes for storing flood hydrosacks Hesket Newmarket. The Chairman reported he had received an offer from Roger Gook of Vicargate to make wooden boxes to store the hydrosacks. The Parish Council would pay for the timber.
  5. Bench repairs and cleaning. The Chairman reported that four people had recently undertaken repairs and maintenance of a number of benches. Thanks were given to Gordon Archer who had cleaned and oiled two benches and was about to start on a third and to the daughters of Tommy and Olive Hadwin who had generously restored a bench.
  6. Beehive bin repairs – Alison Young Poole had repaired Hesket Newmarket beehive bins.

As an urgent matter regarding parish maintenance, Paul Doherty reported that the new Highways Information Management System was now live but did not give active reports and hence it was not possible to see what progress was being made. He thought the system lacked transparency. 

15.  Planning applications and decisions

Applications

  1. T/2021/0103  7 Riverside, Caldbeck, CA7 8DX Fell and remove 1 common ash  No objection
  2. 7/2021/2182 (Full Planning Application) and 7/2021/2183 (Listed Building Consent)  Howbeck House, Hesket Newmarket, Wigton, CA7 8JN  Conversion of part of an existing attached barn to provide additional living accommodation (retrospective)  

Following discussion, the Parish Council agreed there was no objection to the retrospective planning application but, if granting approval to the application, the National Park should include a condition to ensure that the Annex is tied to the main house and not used as a separate dwelling, either for sale, private rental, or holiday accommodation.

Decisions notified

  1. 7/2021/2165  Old Map Shop, Caldbeck, CA7 8HF  Confirmation of compliance with condition attached to planning permission.  Accepted
  2. T/2021/0085  The Muddy Duck, The Old Smithy, Caldbeck, CA7 8EL Area A – fell 4 ash (1,2,3 & 8), 3 sycamore (4,5 & 6). Cut low and plug tree butts (7 & 9). Area B – fell 7 sycamore (1,7,9,10-12 & 15), 3 ash (2, 14, 16), 1 alder. Fell and plug 4 ash (17-20), 1 horse chestnut (21). Coppice 2 alder. Pollard 3 alder. Area C – fell 2 larch (1 & 2), 1 ash (3) and fell and plug 3 ash (4-6).  No Tree Preservation Order required
  3. T/2021/0081  Hillside House, Caldbeck, CA7 8EE Aspen (T1) – Remove tree. Larch (T2) – Remove tree. Conifers x 2 (T3) – Remove trees. Conifer (T4) – Remove tree.  No Tree Preservation Order required

17.  Community Led Affordable Housing

The Clerk reported that a proposal for exploring affordable housing/Caldbeck housing need was expected which could potentially be funded utilising the balance of Allerdale grant but which would have to be returned to Allerdale if there were no second project.

18. Fair World Shop

The Chairman suggested that the item should be deferred to September as there was no urgency.

19.  Parish Benches

The Clerk reported that he had placed the order for Paul Merone’s memorial bench for his wife and delivery was expected in 6 weeks. The Parish Council would be invoiced for the bench and he would arrange reimbursement from Paul Merone.

20.  Arrangements for appointment of new Parish Clerk

The Clerk had circulated a note to inform the Parish Council’s discussions regarding increasing the new clerk’s hours and on sharing Parish Council responsibilities between Parish Councillors and the clerk. The Parish Council resolved to increase the contracted hours from 8 to 12 a week. For the second part of the year, that would be financed by recovering VAT in year, contingencies and savings on other budget lines. For next year the Parish Council would need to increase the precept. The Clerk would advertise the vacancy via CALC, the website, Caldbeck Being Sociable, and Northern Fells. The deadline for applications was 5pm 16 August and interviews were expected to be held in late August/early September.

 20.  Monthly Accounts 2021-22

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

Receipts

  1. 8 July 2021 Interest £0.89

Payments

  1. 22 June 2021 Minihan McAlister Solicitors, deposit for National Park land purchase  £1,000.00
  2. 30 June 2021 Mark Binney purchase of timbers for Caldbeck Green walkway/bridges  £378.48 
  3. 5 July 2021 Mark Binney grass cutting  £1,128.00
  4. 7 July 2021 HMRC 1st quarter income tax  £212.80
  5. 7 July 2021 S Smith 1st quarter net salary and expenses  £915.93
  6. 8 July to 15 July Minihan McAlister Solicitors, balance for National Park land purchase £10,912.91 [Note seven payments made as the Parish Council has a daily limit of £2,000 and there was an additional £15.60 for a second pre completion search]

Bank Balances as at 15 July 2021

  1. Current Account £16,104.91
  2. Deposit account £108,560.87 including £98,627.80 for Hesket Lonning footpath

The Clerk reported that he had had some discussions with external audit who would provide an audit opinion on last years return as receipts in 2020-21 were greater than £25,000. One of the audit team had asked for a form about the dates accounts and supporting papers were made available for public inspection. The Clerk had supplied the form and had published timely information on the website and in the Parish Magazine. But on reflection he thought it would have been better to publish the full announcement and public inspection rights and that the Parish Council should do this in future.

21.  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 June report

The meeting ended at 9:55.

22.  Date of Next Meeting – 6 September 2021

Attachment List

# Filename Description Link
1 File icon Co-option notice 28 June View / Download
2 File icon Co-option Procedure for 26 July View / Download
3 File icon Clerk Job Description Person Specification View / Download
4 File icon Receipts & Payments 2021-22 View / Download
5 File icon Budget Monitoring Report 2021-22 View / Download