Mallerstang Parish Meeting Minutes: 2003

Mallerstang Parish Meeting

Minutes for 2003

Minutes of the 2003 Annual General Meeting
Held on Thursday 20th March 2003 at 7.30 p.m., at the Black Bull Hotel, Kirkby Stephen

18 residents were in attendance, also Councillors Trevor Ladhams and Tim Stoddard, and Mr John Robinson, Highway Engineer, Cumbria County Council

1 Apologies: Keith Beven, Bridget Trafford, and Graham Carver

2 Highways:

The Chairman introduced John Robinson, explaining that he was standing in at short notice for Jim Smith the Engineer responsible for Mallerstang, who had suffered a bereavement.
Mr Robinson outlined the structure of the Highways Department and the role of Capita, the Department’s major contractor. Other matters addressed were the Council’s environment friendly verge cutting policy and the Countryside and Rights of Way Act. Questions were invited.
Mr Hutton expressed concern about the deteriorating condition of the B6259 and the increased volume of heavy traffic.
The Parish Clerk advised the meeting that he had received a notice to the effect that the B6259 would be closed for up to three weeks from 14 April in the vicinity of Cooper Hill for repairs to be carried out. A number of members expressed concern about the hardship and inconvenience this would cause. Mr Alderson suggested that the road could remain open at night.
Attention was drawn to the poor condition of the A685 over Ash Fell. Mr Robinson said that there are plans to resurface the road in May 2003.
Mr Alderson expressed concern that the Council’s verge cutting policy allowed roadside vegetation to grow to a dangerous height and also encouraged the proliferation of noxious weeds such as ragwort.
A further matter raised by the meeting was the frequent flooding of sections of the road.
Mr Robinson undertook to take back to his Department all the issues which had been raised.

3 Minutes of the meeting of 7 November 2002:

The minutes were approved as a correct record. The Chairman announced that the Millennium Stone is now in situ at Boggle Green. Mr and Mrs Bousfield were thanked for donating the stone, and Mr Gibney and the Bousfields for setting it up. A collection of coins for the year 2000 was buried next to the stone.

4 Matters Arising:

The Clerk outlined the response received to the letters that had been written regarding the problems at Watergate Bottom: essentially, the replies outlined the various reasons why nothing could be done to alter the present situation. Mr O’Connor reported that he had written in a personal capacity to both English Nature and the Secretary of the Kirkby and District Angling Association and had received a similar response.

5 Election of Officers for 2003/2004:

Chairman: John Hamilton was proposed by Ros Bousfield and seconded by Gordon Hutton.
Parish Clerk: Richard O’Connor was proposed by David Wareing and seconded by Margaret Carver.
Vice Chairman: Steven Alderson was proposed by John Hamilton and seconded by John Hill.
Second Vice Chairman: Paul Watson was proposed by John Hamilton and seconded by Wyn Hamilton.
Internal Auditor: John Hill was proposed by John Hamilton and seconded by Paul Watson.
Member of the Consolidated Charities Committee: Steven Alderson was proposed by John Hamilton and seconded by Graham Hutton.
All the above were elected unopposed.

The Chairman proposed a vote of thanks to the outgoing Parish Clerk for seven years of devoted service. This was agreed. A card expressing our thanks was signed by all those present, and given to Paul Watson.

6 Freedom of Information Act:
The Clerk reported that the Parish Meeting’s policy document had been submitted to the appropriate authority and had been approved.

7 Village Green:
A discussion took place regarding the introduction of a boon day to tidy up the Village Green. As there was no consensus it was agreed to raise the matter again at the June meeting.

8 Any Other Business:

a) The Chairman reported that he had written to Land Registry regarding a piece of land at Castlethwaite and circulated a map showing the area which is registered Common Land

b) The Chairman announced that Keith Beven is inviting all residents to his 5th Annual musical evening, on the site of the Travers Institute, Outhgill. The date is still to be finalised – possibly 17th May. Watch out for further details.

c) Anne Hamilton-Gibney offered to seek information about funding for red squirrel signs, to be placed at all three entrances to the valley. This was agreed.

d) The Chairman apologized for not introducing County Councillor Tim Stoddard at the beginning of the meeting.

e) Steven Alderson drew attention to the erosion of the river bank at the south end of Watergate Bottom, dangerously close to the road.

f) It was agreed that a representative of the Community Health Council be invited to attend the June meeting.

9: Dates of the Next Meetings:

It was agreed that the next meeting would take place on Thursday 19 June 2003.
The following meeting will be on Thursday 6 November 2003, both at the Black Bull.

The meeting closed at 9.00 p.m.

Minutes for Meeting held on Thursday 19th June 2003

7.30 p.m. at The Black Bull Hotel, Kirkby Stephen

17 residents were in attendance, also Councillors Trevor Ladhams and Tim Stoddard

1 Apologies: Sue and Rob Bradley, Graham Carver and David and Doreen Wareing

2 Minutes of the meeting of 19 March 2003

The Chairman apologised to Stephen Alderson for the incorrect spelling of his Christian name and to Gordon Hutton for the reference to him as ‘Graham’ Hutton. The minutes were then approved as a correct record.

3 Matters Arising

The Chairman thanked Keith Beven on behalf of the valley for hosting the fifth, and so far the best musical evening and garden party on 8 June.

Gordon Hutton referred to the visit by an officer from the Highways Department to the March meeting and expressed concern that very little appeared to have been done regarding the problems being experienced on the B6259 through the valley, since that date. It was agreed that the Clerk should write again to the Highways Department drawing attention to the three issues of most concern to local residents, namely flooding, the deteriorating state of the road generally due to increased use by freight traffic, and the hazards at certain points in the road due to poor visibility occasioned by the Local Authority’s verge cutting policy.

Councillor Stoddard added that the problems being experienced with the road surface on the A685 over Ash Fell, are due to be addressed in August.

4 Correspondence

The Clerk reported that he had received a letter from the Community Health Council withdrawing

The offer to send a representative to a meeting of the Parish Meeting, owing to the impending abolition of the Community Health Council.

The Clerk reported that he had received the following circulars and consultation documents:

a) A minibus sharing scheme poster from North Cumbria Community Transport (see Parish notice board);

b) A report by Friends of the Lake District on reducing the impact of overhead wires;

c) Guidance from the Countryside Agency on the production of Parish Plans;

d) The Cumbria and Lake District Joint Structure Plan 2001-2016 Deposit Plan, May 2003.

The Clerk added that all the above are available for loan.

5 Accounts for Year Ending 31 March 2003

The Clerk presented the accounts. The Chairman invited questions from the meeting. Gordon Hutton asked why there was such a large difference between the opening and closing balance. The Chairman explained that a sum of money belonging to the Travers Institute had been held in the account since the previous year and had been paid out of the account during the year in question when a dedicated account had been set up for the Travers Institute. Paul Watson proposed that the accounts be accepted, seconded by Anne Hamilton-Gibney. The accounts were approved nem con.

The Chairman explained that in order to meet the Audit Commission June deadline, it would be necessary to move the 2004 annual general meeting from March to late April. This was agreed.

6 Charities Reports

a) Mallerstang Consolidated Charities: A summary of the report presented to the Parish Meeting on 20 June 2002 had been circulated with the notice for the current meeting. The Chairman of the Trustees, Gordon Hutton, tabled a balance sheet showing the position at 31 March 2003.

b) Other Charities: The Chairman reported that Linda Alderson’s term as representative of the valley on the Kirkby Stephen United Charities had come to an end and that it was the turn of Nateby to send a representative.

7 Boon Day for the Village Green

The Chairman reminded the meeting that this had been suggested at the previous meeting. After discussion, John Hill proposed that there should be a boon day to tidy up the Village Green and that, weather permitting, it should take place on the first weekend in October. The proposal, which was seconded by Wyn Hamilton, was agreed.

8 Red Squirrel Report

Red Squirrels: Anne Hamilton-Gibney reported that, following the remit she had been given at the previous meeting, she had met with the Chairman of Red Alert North West, who had advised that, given the status of Mallerstang as a designated refuge area for red squirrels, funding is likely to be made available for conservation measures. After discussion it was agreed that application should be made for the erection of signs at each entrance to the valley plus another two at each side of Outhgill and also for a rope bridge to be installed in Outhgill to enable the animals to cross the road in safety. It was also agreed that a committee be set up with the purpose of protecting the red squirrel population of Mallerstang, that the committee should be open to any Mallerstang residents who wish to take part, that Mrs Hamilton-Gibney be the committee’s first Chair and that a bank account be set up (subsequently named the Mallerstang Squirrel Fund).

9 Any Other Business

a) Raven Frankland Memorial Oak Tree: Margaret Carver outlined the case (previously submitted to the Clerk and Chairman) for the relocation of the tree from its present location to a new position on the Green. An opinion had been obtained from a tree conservationist to the effect that problems could be caused to traffic and damage result to the road in future years as a result of root growth. Mr and Mrs Carver were also concerned about eventual light restriction affecting their property. The tree is small enough to be transplanted. The Carvers undertook to pay for the transplanting operation and in the unlikely event that the tree failed, pay for a replacement. The meeting agreed to the proposal, on condition that the views of Raven Frankland's widow be sought.

b) Rubbish on Birkett Common: Valerie Vamplew drew the attention of the meeting to recent fly tipping incidents on the Common. As it appeared that rubbish disposal was a matter for the commoners, the meeting concluded that there was no further action it could take.

c) Suckler Herds and Dogs: Following an incident in the valley involving injury to a person walking a dog in a field containing cows and calves, Mrs Ros Bousfield issued a warning of the dangers involved and asked people to be very careful where they walked their dogs.

10 Dates of Future Meetings

It was agreed that the date of the next meeting would be 6 November 2003,

that the annual general meeting would take place on 22 April 2004

and the ordinary meeting after that on 24 June 2004, all at the Black Bull Kirkby Stephen.

MINUTES OF THE PARISH MEETING HELD ON THURSDAY 6TH NOVEMBER 2003

AT 7.30 P.M. AT THE BLACK BULL HOTEL, KIRKBY STEPHEN

18 residents were in attendance, also Councillors Trevor Ladhams and Mark Saunders

1 Apologies: Wyn Hamilton, Greta Naysmith, Giles Thompson, Graham Carver and Mr and Mrs Langley

2 Minutes of the meeting of 19 June 2003

The Chairman pointed out that the reference to "Shaw" Fell in item three of the minutes should in fact have referred to Ash Fell. The minutes were then proposed, to be accepted as a correct record, by John Hamilton and seconded by John Hill. This was agreed.

3 Matters Arising

The Chairman thanked John Hill and other helpers on behalf of the meeting for tidying up the green at Outhgill during a "boon day"at the beginning of October.

The Chairman reported on the meeting which had taken place on 31 October to determine the new site for the Raven Frankland memorial oak tree. An alternative site had been chosen near to the Outhgill Beck which both respected the wishes of local residents for uninterrupted views and met tree conservation requirements.

4 Correspondence

The Clerk reported that he had received a number of items, of which the principal ones were:

a) A letter from the Cumbria Association of Local Councils (CALC) offering to speak to the Parish Meeting to point out the benefits of joining. Councillor Ladhams expressed the view that CALC is a very worthwhile organisation. It was agreed that the Clerk should write to the secretary inviting him to the next meeting, or if the date proved to be inconvenient, to the one after.
b) Promotional material from North Cumbria Community Transport (see notice board).
c) Promotional Material from the British Trust for Conservation Volunteers.
d) Cumbrian Nature, the local magazine produced by English Nature, the current issue of which is devoted to peatland conservation.
e) Promotional material from The Local Channel, a network of community websites, pointing out the Parish Meeting's future obligations under Government guidelines to post information on the internet. The Chairman reported that he had produced a draft for a Parish Meeting website which can be accessed at www.mallerstang.com/parishmeeting.htm and invited comments.
f) The Annual Progress Report from Cumbria County Council on the Local Transport Plan 2001-2006.

The Clerk also reported that he had received a reply from the county highways department to his letter of 9 July, which he had displayed on the parish notice board. In summary, the letter set out the inspection and maintenance programme for the B6259, and declared a commitment to the "environmentally friendly" verge cutting policy while declaring safety to be an overriding consideration. The Clerk added that, following representations from residents, he had contacted the council's contractor, Capita, regarding the verges, which were finally cut in early September.

5 Parish Precept 2004/05

The Clerk proposed a precept of £300, based on the following anticipated expenditure: insurance £160, printing £60, postage £60, audit fee £60. With a balance in hand at the beginning of 2002/03 of £87, a precept of £300 would therefore be cushioned by a modest contingency. The proposal was seconded by Gordon Hutton and carried.

6 Return of the Accounts for 2002/2003 to the Audit Commission

The Chairman reported that following the approval of the accounts at the June meeting, the requisite notice inviting inspection of the accounts had been displayed on the notice board for the prescribed period and he therefore proposed that the return required by the Audit Commission should now be submitted. The proposal was seconded by the Clerk and carried.

7 Red Squirrel Report

Annie Hamilton-Gibney reported that three grey squirrels had been seen in the valley in recent weeks, which had all been disposed of. She also reported that Red Alert, the red squirrel conservation organisation had declared Garsdale and Mallerstang the only non coniferous conservation area for the species in the north of England. Mrs Hamilton-Gibney added that she had been unable to come up with costings for the red squirrel warning signs at the three road entrances to the valley because cost is determined by location. She invited anyone interested in helping to determine the location of the signs to a meeting at the Coach House on 18 November at 7.30.

8 Any Other Business

Hugh Eadon raised two flooding issues. He had written to the Rector regarding the apparent lack of progress with work to prevent the flooding of the churchyard but had not received a reply. Paul Watson said that some work had been carried out during October and there was possibly still some work to do. Mr Eadon also expressed concern about periodic flooding to the road between Angerholme and Hanging Lund that had apparently been caused by the construction of a pond on the west side of the road. Stephen Alderson said that there had always been a certain amount of flooding at that point and that the construction of the pond was coincidental. Mr Alderson pointed out that more serious flooding frequently occurred in the dip near to the first barn to the south of St Mary's Church on the west side of the road and propsed that the Clerk should write to the highways department concerning the matter. This was agreed.

Gordon Hutton expressed concern that the number of parked cars outside Kirkby Stephen Primary School throughout the day is creating a traffic hazard. Coucillor Ladhams said that the Town Council is aware of the problem and is looking into the matter.

9 Meeting Dates for 2004

The Chairman explained that 22 April 2004 had already been agreed as the date for the A.G.M. and proposed that the following two meetings should be on 24 June and 4 November 2004. These dates were agreed.

The Parish Clerk agreed to suggest, for approval at the next meeting, an earlier date for the 2005 A.G.M. which would meet the new requirements of the Audit Commission's deadline but, as far as possible, avoid the busiest period of lambing time.