9th May 2011

9631 Un-confirmed Minutes of the Annual Meeting of the Silverdale Parish Council held in the Silverdale Institute on Monday, 9th May 2011.

9632 Present:  Chairman  –  Councillor T.G. (Terry) Bond, Councillors H. (Harriet) Bradfield, A.J. (Tony) Houghton, S.L. (Shirley) Mason, K. (Keith) Palmer, N. (Nigel) Ribbons and A. (Angela) Woods, the Clerk  –  L.D. (Denise) Challenor, the Deputy Clerk  –  S.D. (Sue) Hayward, County Councillor S.M. (Sarah) Fishwick and one member of the public.

9633 Election of Chairman
 RESOLVED that Councillor Bond be re-elected as Chairman. Councillor Bond signed his Declaration of Acceptance of Office and took the Chair.

9634 Election of Vice-Chairman
 RESOLVED that Councillor Houghton be re-elected as Vice-Chairman.

9635 Apologies for Absence:  Councillor P.N. (Paul) Williams, City Councillor K. (Kath) Graham and PC 2866 Tony Marsh.

9636 Parish Councillor Vacancies
 It was noted that 5 Councillors had been elected unopposed on 5th May leaving 3 vacancies but that 3 people had since expressed an interest in becoming a Parish Councillor.  RESOLVED that Ms Bradfield, Mr Ribbons and Ms Woods be co-opted as Parish Councillors.

9637 Declarations of Acceptance of Office
 Councillors Houghton and Mason signed their Declaration of Acceptance of Office as did Ms Bradfield, Mr Ribbons and Ms Woods. The signing was witnessed by the Clerk and all became entitled to undertake any duties as Silverdale Parish Councillors.

9638 Receipt of Declarations of Members’ Interests Relating to any Items Appearing on the Agenda
9639 Minutes of the Previous Meetings
 It was noted that the Minutes of the Ordinary Meeting held on Monday, 4th April item 9618 (1) should read “…some provision has been made for the possible future installation of a footpath during the existing works on Arnside viaduct.” The Minutes were duly amended, approved then signed by the Chairman.

9640 Receipt of Information about Matters Arising from the Minutes of Previous Meetings, not Covered by the Agenda
 The Clerk referred to items 9622 and 9626, regarding the Parish Contractor and playground  maintenance, and advised that she had not had a response from Mr Paul Holgate.

 Councillor Houghton referred to item 9624, regarding Bay Search and Rescue, and reported that the team had visited the shore at Silverdale recently in order to familiarise themselves with the area.
9641 Election of Representatives etc
 RESOLVED that the following appointments be made for the year 2011 to 2012:
 (a)  Representatives to outside organisations:
 Social Services User Groups           Unappointed
 Morecambe Bay Partnership           Unappointed
 Lancaster and District Sustainable Transport Forum        Unappointed.                  RESOLVED to              consider                    representation at             another meeting of          this Council.
 Silverdale United Charities           Councillors Mason          and Woods
 Mansergh’s Charity            Councillor Williams
 AONB Executive Committee           Councillor Palmer
 Lancashire Association of Local Councils, Lancaster Area Committee. Chairman
 Lune Valley Rural Housing Association         Unappointed
 Playground Management Committee          Councillors Ribbons       and Williams
 Archbishop Hutton Trust (Warton)          Chairman
 (b)  Internal Audit Committee.
 It was noted that the Clerk had been advised (at a LALC finance workshop) that all Members should receive quarterly financial statements (including budget comparisons) and these should be considered at the ordinary meetings; this means there is no longer a need for an Internal Audit Committee.  RESOLVED that the Clerk present the completed accounts for the Internal Auditor and Council in May with updates for the Council in August, November and February.

 It was further noted that the risk assessment, insurance cover and competence of the Internal Auditor should be reviewed annually by the Council.

9642 Matters Raised by Members of the Public for Future Consideration
 A member of the public explained that the matters she raised at the April meeting, regarding the dangers posed by dogs during the lambing season, had not been recorded accurately in the minutes (item 9615); she had urged the Council to do whatever possible to discourage irresponsible dog ownership and support farmers and highlighted toxicosis, sheep worrying and dogs and their owners not keeping to footpaths as major concerns.

9643 Update from the Community Police Officer
 A written update from PC Marsh was read by the Chairman: (1)  6 crimes had been reported in the village since April – 3 thefts of bikes, a burglary at the Co-operative store, damage to a car on Emesgate Lane and the unauthorised taking of a quad bike. Suspects have been identified and traced for the burglary, damage and unauthorised taking. Enquiries are ongoing in relation to the stolen bikes, (2)  the PACT priorities have be addressed over the period by regular patrols of the village.

 It was noted that a summary of crimes reported in 2010/2011 had been presented to the Annual Parish Meeting in March.

 Members noted that not all crimes known to be reported were included in PC Marsh’s update; they expressed concern about the lack of attendance by the police at Council (PACT) meetings and about the apparent increase in criminal activity in the village, notably incidents involving the safety of young people from Ridgway Park School.  RESOLVED that the Chairman and Councillor Houghton draft a letter from this Council to Chief Superintendent Richard Bayly regarding the above concerns and to copy the letter to Mr David Morris MP.

 It was noted that Councillor Fishwick is to attend a meeting at Lancashire County Council (Lancs. CC) shortly regarding ‘looked after children’ in Lancashire;  RESOLVED that Councillor Fishwick ascertain which authority or organization has responsibility for Ridgway Park School and further RESOLVED that the Clerk contact the appropriate authority regarding the safety of the young people there following the number of incidents involving rescues from the sands.

9644 Report from County Councillor Sarah Fishwick
 Councillor Fishwick reported that: (1)  a resident had complained that the bus service to Kendal has been discontinued and that Councillor Fishwick had explained that this decision had been taken by Cumbria County Council (not by Lancs. CC), (2)  she will ask Lancs. CC if the graffiti which has recently appeared in the village can be removed, (3)  Highways are in the process of dealing with the various pot-holes in the village, (4)  the application for lottery funding towards the building of a new Parish Hall in the grounds of St. John’s Church has been rejected ‘on postcode grounds’.


9645 Reports on any Meetings Attended by Members, or the Clerk
 1.  Silverdale Library
 Councillor Mason reported that she had attended a meeting (along with Councillor Fishwick) regarding the future of Silverdale library at which Lancs. CC had given assurances that the library would remain open.
 2.  Camping on the shore
 The Chairman reported on a meeting he had attended with representatives of the National Trust and RSPB.

9646 Parish and Town Council Charter
 RESOLVED that the Chairman complete the questionnaire which has been issued by Lancs. CC as a part of their review of the Charter.

9647 Standing Orders and Financial Regulations
 Members reviewed the Standing Orders and Financial Regulations and RESOLVED that no changes are necessary.

9648 Public Toilets
 (a)  RESOLVED to accept the quotation from Direct Hygiene for the monthly emptying of the feminine hygiene units (£150 for one year). It was noted that the contract will take effect from October and that 3 months notice will be given to the current contractor (PHS Group).
 (b)  Members considered the expenditure on the public toilets since this Council took over the management in April 2010. It was noted that £5,912.57 had been received from Lancaster City Council (Lancaster CC) during the year (£4,450 towards the running costs, £1,111.60 to cover the cost of electrical works and £350.97 refund towards the rates) and that the total expenditure was £6,777.56.
 (c)  It was noted that the Clerk had referred to the Health and Safety Executive’s leaflet: “Legionnaires’ Disease: A Guide for Employers” and Mr Julian Greave, Environmental Health Officer, for advice as to the risk of Legionella from the water in the toilets – the advice given is that the risk is extremely low and can be controlled by heating hot water above 60 degrees; Mr Paul Williams had checked the water temperature on 6th May when it was found to be 65 degrees.  RESOLVED that Mr Williams check the water temperature from time to time and to take no further measures.

9649 Correspondence
 Receipt of the following items of correspondence was noted and any action determined as indicated:
 a)  Mr Michael Turner, Holgate’s General Manager, writes about the Holgate’s website address being publicised in the children’s playground and queries whether it should remain; in addition he offers funding assistance.
 b)  Lancashire & Merseyside Training is offered for new Councillors – 16/7/11 and 23/7/11 9.15-12.15pm in Preston (£30 per session). It was noted that the Clerk is awaiting information from CALC about their training sessions.
 c)  Carnforth Connect timetables and a letter to say the 550 bus service has been discontinued.
 d)  North West Air Ambulance write to thank the Council for the £100 donation.
9650 Planning
 (1)  It was noted that the following planning applications had been dealt with under the provisions of Standing Order 25a and comments made as indicated:
 11/00273/FUL  4 Castle Bank.  Revised application to amend approved application 11/00002/FUL for erection of a first floor extension, decking to the rear and a replacement detached garage.  NO PLANNING OBJECTIONS.
 11/00249/FUL  45A Stankelt Road.  Erection of a two storey side extension. NO PLANNING OBJECTIONS.
 (b)  )  The following planning applications were considered and comments made as indicated:
 1100342/FUL  4 Lindeth Road.  Erection of a single storey extension to front.  NO PLANNING OBJECTIONS.
 11/00354/FUL  9 Stankelt Road.  Erection of a replacement sun room to the re NO PLANNING OBJECTIONS. 
 (c) It was noted that no decisions had been advised by Lancaster CC.

9651 Urgent Action Taken in Accordance with Standing Order 25 (other than Planning)
 25(a)  Parish Council Property and Functions
 It was noted that Councillor Houghton had made safe the broken seat on the shore. It was further noted that Mr Michael Knight had relocated one of the seats (and litter bin) in the playground (the cost of which was funded by a resident) and that Councillors Ribbons and Williams would liaise with Mr Paul Holgate regarding the position and fitting of the new bench to be provided by Mrs Ann Turnbull.
 25(b)  Non-Parish Council Property and Functions

9652 Election Process
 Members noted the following problems for potential candidates:
 1.  Ascertaining the electoral number and address of the proposer and seconder for the candidates. Previously applicants had been issued with their own copy of the Electoral Register, however, this time applicants had to request a copy of the Register in writing or contact the Clerk for the information.
 2.  Attending Lancaster Town Hall in person to submit the application during limited hours without an appointment system which was considered particularly difficult for those applicants working. The time spent queuing whilst waiting to be seen by an Elections Officer was up to 2 hours in some cases, although once seen the process was efficient and straightforward.
 3.  Lancaster CC had provided very little publicity about the parish and town council elections.
 RESOLVED that the Clerk contact Mr Mark Cullinan (Returning Officer) regarding the above concerns.

9653 Parish Contractor
 Members noted that some seats are in a state of disrepair having, apparently, been poorly maintained and that no strimming or weeding has taken place around the seats recently.  RESOLVED that the Clerk ask Mr Paul Holgate to carry out a survey of the seats immediately and to ask Mr Michael Knight if he too would carry out a survey (when he starts work as Parish Contractor on 17th May) and report to the Clerk in order that the scale of the works necessary to repair/replace all seats is ascertained as soon as possible.
9654 Camping
 Members discussed the issue of camping on land along and adjacent to the shoreline, however, the details of the discussion were properly regarded as private to the meeting and, as such, no minutes were taken.
9655 Staff Appraisals
 It was noted that the Clerk and Deputy have had their annual appraisals and that both were satisfactory.
9656 Finance
 (a)  Councillor Mason conducted the monthly check of all money received by the Council and found the records to be satisfactory. It was noted that there had been the following receipts:  1. £19,899.00 – BACS payment from Lancaster CC (precept), 2. £577.64 – BACS payment from HMRC (VAT refund).
 (b)  RESOLVED to authorise payments and sign cheques for the following accounts:
 Mr Wayne Bolton (bicentenary printing)      £40.00  (600501)
 Lancaster CC (toilet rates)      £119.81  (600502)
 Mrs Jean Colwell (Internal Auditor)     £100.00  (600504)
 Hosting Systems (website)        £65.96  (600505)
 Mr Paul Williams (toilet cleaning)     £175.00  (600506)
 RESOLVED to defer the authorisation of the following payments:
 1.  to Mr Paul Holgate, for replacement trees to the War Memorial Gardens (£2,160), and to Mr Arthur Holgate and Son Ltd, for Parish Contractor work for the period 18/5/10-28/2/11 (£3,373.20) and repairs to the bus shelter (£120) pending further information from Mr Paul Holgate as listed under item 9626,
 2.  to British Gas Business, for clock electricity (estimated bill of £130.96), pending a revised bill. It was noted that Councillor Palmer would try and gain access to read the meter.
 3.  to Phs Group for sanitary disposal from the public toilets (£242.90) pending a revised bill for the period up to October when a contract will be entered into with Direct Hygiene.
 4.  to Aon Limited, for the insurance premium (£1,889.56).  It was noted that the Clerk had obtained a lower quotation from Came and Company Parish Council Insurance (excess – £250).  RESOLVED that the Chairman contact Aon regarding insurance cover for the forthcoming ‘Beating the Bounds’ event and that the Clerk make further enquires of Came and Company regarding the possibility of reducing the excess and whether or not there is an age limit for Councillors.  RESOLVED that the Chairman decide which of the 2 insurance companies the Council should use when the current policy expires.
 (c)  RESOLVED to approve and receive the accounts for 2010/11.  It was noted that the internal audit has been carried out and that the Internal Auditor is aware that the change of title for the Parish Council’s bank account is being processed; she is able to offer help with the PAYE regulations and had advised on the recording of an unpresented cheque for £15.  RESOLVED to sign sections 1 and 2 of the Audit Commission’s Annual Return.

9657 Items for Information
 1.  Councillor Woods advised that she is willing to represent the Council at meetings between Ridgway Park School and the police should the Council be formally invited to attend.
 2.  The Clerk suggested that the Council write and thank all Members who stood down before the recent election.
 3.  The Chairman advised that a number of properties have hedges overhanging the road.
 4.  Councillor Houghton advised that it would be useful if the contact details for all Members are circulated.

9657 Suggestions for Future Agenda Items
 1.  Irresponsible dog ownership.  (All)
  2.  The co-option of new Members from time to time to take part in discussions.  (Suggested at the October 2010 meeting.)
 3.  Green grants. (Suggested at the August 2010 meeting.)
 4.  War Memorial improvement works.  (Suggested at the August 2010 meeting.) 

9658 Date of the Next Meeting
 It was noted that the date of the next meeting is Monday, 6th June 2011. Items for the agenda and copies of reports to reach the Clerk before Friday, 27th May.

Sue D. Hayward, Deputy Clerk to the Council