Mallerstang Parish Meeting Minutes: 2004

Mallerstang Parish Meeting

Minutes for 2004

Click here for other 2004 Minutes: June - November

Minutes of the Mallerstang Annual General Meeting
Held on Thursday, 22 April 2004 at the Black Bull Inn Nateby

18 residents were in attendance, also Councillors Trevor Ladhams and Tim Stoddard;
and Mr Guy Richardson, Chief Officer of the Cumbria Association of Local Councils

Before the beginning of the meeting, the Chairman invited those present to stand for a few moments in memory of deceased Mallerstang residents. We remembered especially Jimmy Elwood (Castlethwaite) and Patricia Mapplebeck, (previously of Ing Heads), who died during the past year.

1 Apologies: Councillor Mark Saunders, Val Vamplew, Keith Beven, Sue and Rob Bradley

2 Cumbria Association of Local Councils
The Chairman introduced Guy Richardson, who gave a talk on the work of his Association, with the emphasis on the support CALC is able to give to small parishes such as Mallerstang. This support includes advice, including legal advice, but not advocacy, and a monthly newsletter. CALC "pre digests" Government circulars and provides a voice for parishes through its membership of various bodies across the county. Membership fees are on a sliding scale according to size, the fee for Mallerstang would be Ł20.
The Chairman thanked Mr Richardson for his talk and following the speaker's departure, Nigel McWhirter proposed that the Mallerstang Parish Meeting join the Association. The proposal was seconded by Paul Watson and carried unanimously.

3 Minutes of the meeting of 6 November 2003
The minutes were agreed as a correct record, and were signed.

4 Matters Arising
Date of A.G.M. The Clerk reported that due to concerns that had been expressed at the moving of the AGM from late March to late April, he had made inquires at the Audit Commission regarding the submission of accounts. He had been advised that the approval of the annual accounts at an ordinary meeting rather than at the AGM, is acceptable, thus allowing the accounts to be approved at the June meeting. This means that from 2005, the AGM can take place at the traditional date. The Audit Commission has also agreed to extend its deadline so that the June meeting can also take place at the usual date.
Website The Chairman reported that he had recently posted on the Parish website the minutes of meetings for the past ten years and some selected highlights from previous years, including the incident in 1947 when the Chairman had to hide behind his chair to avoid being hit by the Vicar, and also the very first minutes of which there is a record, dating from 1895.

5 Correspondence
The Chairman commented that all residents should have received an invitation from Keith Beven to the sixth Mallerstang Midsummer Music Festival on 22 May and urged those present to attend. The Chairman reported that he had received the resignation of John Hill, Internal Auditor, which had necessitated the co-option of James Kidd so that the 2003/04 accounts could be audited. The meeting agreed to ratify the co-option.
The Clerk reported that he had received a consultation document from the Boundary Commission, a circular inviting parishes to send representatives to the County Council's community consultative forums, a number of circulars from voluntary organisations, and some application forms for the Council's concessionary travel scheme. The Clerk said that members were welcome to borrow any items of correspondence. Additionally, where relevant and feasible, documents or references would be posted on the Parish notice board and/or the Parish Meeting website.

6 Accounts for 2003/2004
The Clerk presented the accounts for the year ending 31 March 2004. Wyn Hamilton proposed that the accounts be accepted, seconded by Paul Watson. The accounts were approved unanimously.

7 Reports by the Chairman and Parish Clerk
The Chairman said that he wished to record his thanks for work undertaken during the year, to Richard O'Connor the Parish Clerk, Gordon Hutton and members of the Mallerstang Consolidated Charities Committee, Annie Hamilton-Gibney and members of the Mallerstang Red Squirrel Group, Councillors for their attendance and also the residents of Mallerstang. The Chairman also thanked James Kidd for standing in as Internal Auditor at short notice.

Having explained the background, the Chairman asked the meeting to instruct The Chairman and Clerk, in consultation with the Vice-Chairman and the Internal Auditor, to draft a constitution and financial regulations for the Parish Meeting and to bring the drafts to a future meeting for discussion and amendment before being submitted to the 2005 A.G.M. This was agreed.

The Clerk gave a brief summary of the meetings that had taken place during the year, commenting that attendance had been remarkably consistent at about 17 or 18 residents per meeting. The Clerk also reported on correspondence between himself and the local authority and various other bodies regarding matters of concern to the valley.

8 Election of Officers for 2004/2005

Chairman: John Hamilton, proposed by Nigel McWhirter, seconded by Ros Bousfield.
Vice-Chairman: Stephen Alderson, proposed by Paul Watson and seconded by Hugh Eadon.
Parish Clerk: Richard O'Connor, proposed by Gordon Hutton and seconded by Nigel McWhirter.
Internal Auditor: James Kidd, proposed by John Hamilton and seconded by Nigel McWhirter.
There were no other nominations for any of the above posts, and all were re-elected.

9 Mallerstang Red Squirrel Protection Group (Report was circulated with the meeting notice)
Annie Hamilton-Gibney went over the main features of her report, including the Group's success with fund raising: the account currently standing at Ł691.02; the extensive correspondence with public authorities over red squirrel warning signs and the imminent installation of a rope bridge to enable the animals to cross the valley road in safety. A financial report was tabled. The Chairman proposed that the report be accepted, seconded by Margaret Carver.

10 Venue for Future Meetings
The Chairman invited Hugh Eadon to speak to this item. Mr Eadon said that while he had no axe to grind for any particular venue, he regretted that meetings took place outside the Parish. A discussion took place during which it emerged that the only realistic alternative within the Parish is St. Mary's Church. The Warden, Graham Carver, said that the Parish Meeting was very welcome to use the church. The Chairman put the matter to the vote. Eight votes were cast in favour of continuing to meet at the Black Bull Inn, Nateby (subject to availability), with seven in favour of meeting at the church.

11 Any Other Business
Refuse Collection: introduction of the blue bags: Councillor Ladhams agreed to answer questions on the scheme. Residents felt that there should have been a changeover period from the black bag scheme and also that, where groups of households had their rubbish picked up collectively, blue bags were inclined to go missing. Councillor Ladhams suggested that any residents who had concerns should write to Andrew Yates, Director of Environment. It was agreed that the Clerk would write to Mr Yates.
The Old Highway: concern was expressed at the amount of damage the Highway is sustaining since the resurfacing as a result of its use by motor powered vehicles. It was agreed that the Clerk would invite the Project Manager to the June meeting.
Churchyard Flooding: St Mary's Church Hon. Secretary, Margaret Carver, provided some photographs which showed how the road adjacent to the church as well as the churchyard, flooded after heavy rain. This was thought to be due to the inadequacy of the culvert that takes water from the east to the west side of the road at this point. It was agreed that the Clerk would write to the Highways Department. It was also agreed to include in the same letter reference to a continuing problem with surface water near Cocklake on Tommy Road, in spite of the recent drainage works.
Travers Institute Site: The Chairman invited comments on a proposal from Keith Beven to improve the appearance of the site at his own expense. The proposal included the erection of a plaque, the replacement of the decaying cement retaining wall with stone and the installation of a seat. The proposal met with a favourable response. Mrs Annie Hamilton-Gibney proposed that the site could be further enhanced by the planting of trees known to be favoured by red squirrels, funding being provided by Red Squirrel Group funds. Wyn Hamilton seconded the proposal. 15 votes were cast in favour of the proposal with three abstentions.

12 Dates of Future Meetings
The Chairman pointed out that Thursday 24 June and Thursday 4 November 2004 had been agreed at previous meetings and proposed 24 March 2005 for the next annual general meeting. This was agreed.

Minutes of the Mallerstang Parish Meeting
Held on Thursday, 24 June 2004 at the Black Bull Inn Nateby

14 residents attended the meeting, together with Councillors Trevor Ladhams and Tim Stoddard.

At the beginning of the meeting, the Chairman invited those present to join with him in congratulating Nigel and Ivana McWhirter on the birth of their baby daughter, Jana.

1 Apologies: Councillor Mark Saunders, Mr and Mrs Langley, Mr and Mrs McWhirter, Paul Watson, Annie Gregory and Simon Etheridge

2 Tony Jackson, National Trails Coordinator, Capita
The Chairman introduced Mr Jackson, explaining that he had been invited following concerns expressed by residents at the increased volume of trail bikes and four by four vehicles on the Highway and the consequent damage to the track's surface, following the upgrading work undertaken by Capita as part of the Pennine Bridleway scheme. Mr Jackson described his role in relation to the project and explained that his yardstick for the upgrading of the Highway had been that it had to be good enough to meet the needs of agriculture. While this has meant that the track has become more accessible to vehicles, it has the same legal status as a road and therefore such use was within the law. However a temporary traffic order had been applied for which would be effective for up to 18 months (from which farmers would be exempt). This would enable further work to be carried out. Mr Jackson said that he was not optimistic about the ban becoming permanent. He said that he is however, in touch with the organisations that represent off road enthusiasts, with a view to encouraging responsible use of the Highway. Mr Jackson concluded by inviting residents to contact him with any specific concerns (telephone 01228 673000).

3 P C Roly Earl, Cumbria Constabulary
The Chairman invited P C Earl to introduce himself and explain his role. P C Earl explained that he is a local resident and had worked for the police force locally since 1990. Due to an increase in the size of the force, he had recently been designated Community Constable for the Kirkby Stephen ward, which includes Mallertang. P C Earl said that he is eager to work with as many local groups as possible. He then invited questions from the meeting. The main issues raised, concerned camping by travellers and others at Water Yat and other places in the valley and the excessive speeds at which bikers are prone to drive on the B6259 as it passed through the valley. P C Earl said that with regard to problems arising out of camping on common land, his approach was one of mediation between the residents affected and the offending parties. Regarding problems with regard to motorcyclists, P C Earl said that he would contact his colleagues in the traffic department. P.C Earl said that he would be happy to attend the Parish meetings on a regular basis and that between meetings he could be contacted on 01768 864355 or mobile 07980 747396.

6b Mrs Lumley, Kirkby Stephen Charities
As a courtesy to the third visitor of the evening, the Chairman brought this item forward and invited Mrs Glenys Lumley, Nateby and Mallerstang representative on the Kirkby Stephen United Charities, to give her report to the meeting. Mrs Lumley said that about Ł800 was available annually and cited some examples of recent disbursements: small grants to students for books, travelling expenses and other course costs, up to a maximum of Ł200, also two litter picks for volunteer use. A grant had also been awarded to help a young people's group to get established. Mrs Lumley concluded by saying that all Mallerstang residents are eligible to apply for assistance.

4 Minutes of the Annual General Meeting held on 22 April 2004
The minutes were proposed by Gordon Hutton as a correct record, seconded by Greta Naysmith and signed by the Chairman. There were no matters arising.

5 Correspondence
The Clerk reported that he had received a letter from Eden District Council concerning the introduction of blue refuse sacks and a reply to his letter to Cumbria Highways stating that inspectors would be assigned to investigate maters raised. The letter invited checks on progress via telephone 0845 609 6609 quoting reference number 19654. A letter and site plan had been received from Capita showing a proposed danger reduction scheme for Outhgill which aims to increase motorists awareness that they are entering a village. Unsolicited mail included the annual report from Eden Council for Voluntary Service and the Final Recommendations of the Boundary Committee on changes to local government in Cumbria. Finally, the Clerk reported that a meeting had been arranged with the Woodland Officer from the Eden Countryside Project to review the development of the millennium wood at Boggle Green. The meeting is scheduled to take place on Tuesday 13 July at 10.00 am, assembling at The Thrang. The Clerk said that anyone who is interested would be welcome to attend.

6 Charities Reports
6a Mallerstang Consolidated Charities: Gordon Hutton the Chairman, gave his report. Apart from the Chairman, the current trustees are Stephen Alderson, Ian Wade and Richard O'Connor (appointed by the Parish Meeting); the co-opted trustees are James Kidd ( Secretary and Treasurer) and Greta Naysmith. The current balance stands at Ł15,463, which will yield approximately Ł300 available for grants in the current year. In the previous year grants totalling Ł392 were awarded. Mr Hutton said that the trustees would consider an urgent situation that is brought to their attention, outside of the annual cycle.
6b Kirkby Stephen Charities: See above.
6c Travers Institute: The Chairman of the Parish Meeting Dr John Hamilton, reminded those present that he is also the trustee of the Travers Institute. Dr Hamilton offered his thanks to Professor Keith Beven for his hospitality in hosting a musical evening for Mallerstang residents in May, on the site of the former Travers Institute. The current balance in the Travers Institute account is Ł269.19.

7 Red Squirrel Protection Group
Mrs Annie Hamilton-Gibney reported that she had recently been presented with a cheque for Ł200 from the Conservation Foundation by the Bishop of Carlisle. The squirrel rope bridge was now in place and juvenile red squirrels had been seen in both Outhgill and Shoregill. She wished to acknowledge a gift of stone flags from Mallerstang Flag for use in landscaping work at the Travers Institute site, where it is also intended to carry out some "red squirrel friendly" tree planting. Group funds currently stand at Ł607, although work in prospect and largely already reported to the Parish Meeting, would account for most of this sum.

8 Return of the 2003/2004 Accounts to the Audit Commission
The Chairman reported that following the approval of the accounts at the Annual General Meeting in April, the 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 Keith Beven and carried.

9 Draft Financial Regulations
The Chairman distributed draft financial regulations for the Parish Meeting, for formal consideration at the next AGM. Dr Hamilton said that a draft constitution would be tabled at the November meeting, also for consideration at the AGM. Gordon Hutton suggested that all Mallerstang residents should have an opportunity to see such important documents and it was agreed that both drafts should be sent out with the notice for the November meeting.

10 Any Other Business
Stephen Alderson, Annie Hamilton-Gibney and Gordon Hutton raised a number of issues with regard to road maintenance (including verges). It was agreed that the Clerk would write to Cumbria Highways.
Stephen Alderson inquired about the condition of the memorial oak tree which that had been relocated at Outhgill. Graham Carver said that the tree was still alive and that the grass had been cut to provide access.

11 Dates of Future Meetings
The Chairman reminded those present of dates already agreed: next meeting, 4 November 2004; AGM, 24 March 2005.