2014/03/03

3rd March 2014
10596 Un-confirmed Minutes of the Ordinary Meeting of the Silverdale Parish Council held in the Silverdale Institute on Monday, 3rd March 2014.
10597 Present: Chairman – T.G. (Terry) Bond, Councillors H.M.E. (Harriet) Bradfield, A.J. (Tony) Houghton, S.L. (Shirley) Mason, K. (Keith) Palmer, N. (Nigel) Ribbons, P.N. (Paul) Williams and A. (Angela) Woods, the Clerk – L.D. (Denise) Challenor, the Deputy Clerk – S.D. (Sue) Hayward, City Councillor K. (Kath) Graham and 3 members of the public.
10598 Apologies for Absence: None.
10599 Receipt of Declarations of Members’ Interests Relating to any Items Appearing on the Agenda
Councillor Williams expressed an interest in agenda item 13 in that he is employed (as a member of the public) to clean the toilets and has submitted a tender for the cleaning of the toilets for the next 12 months.
10600 Minutes of the Previous Meeting
The Minutes of the Ordinary Meeting held on Monday, 3rd February were approved then signed by the Chairman.
10601 Receipt of Information about Matters Arising from the Minutes of Previous Meetings, not Covered by the Agenda
Members referred to item 10469, regarding County Councillor Alycia James, and RESOLVED to write to the Chief Executive of Lancashire County Council (Lancs. CC) asking about the lack of County Council representation at parish council meetings.
Councillor Ribbons referred to item 10579, regarding B4YS, and reported that the group has received some funding from the AONB for banners and notices; a public meeting will be held on Saturday, 22nd March at 2pm in the Gaskell Hall to discuss the project. It was noted that BT has brought forward the date for rolling-out superfast broadband to Silverdale.
The Clerk referred to: (1) item 10587, regarding the proposed plaques for the War Memorial Gardens – she has researched suppliers but is unable to get a quotation until the wording has been decided upon. RESOLVED to discuss this at the next meeting; (2) item 10590, regarding train safety, and advised that Mr Simon Shippard (Level Crossing Manager, Network Rail) has been in touch and would like to give a presentation to Members on his role within Network Rail and what they are trying to achieve. Councillor Houghton reported that he has also spoken with Mr Shippard about various safety issues; (3) item 10592, regarding village Christmas decorations, and said that she is awaiting a response from Ashtrees surgery.
10602 Matters Raised by Members of the Public for Future Consideration
1. A resident asked if the Council has a location in mind for the proposed temporary skate park.
2. Another resident asked if there was any news reading the speed limits.
10603 Update from the Community Police Officer
PC Barr was not present at the meeting and his report was not available. It was noted that a representative from the police will attend the Annual Parish Meeting on 13th March.
10604 Report from County Councillor Alycia James
Councillor James was not present at the meeting and her report was not available.
10605 Report from City Councillor Kath Graham
Councillor Graham had nothing to report.
10606 Reports on any Meetings Attended by Members or the Clerk
1. The Royal Hotel
The Chairman reported on a meeting with Mr Michael Holgate, the owner of The Royal. Mr Holgate is looking to use the front part of the building (and possibly adding a conservatory) as a small public house with some garden attached and Manager’s accommodation above, with a commitment to run the pub for about 3 years; he would like to develop the pub and the houses at the same time and intends to submit revised plans to Lancaster City Council (Lancaster CC).
It was noted that Members support the re-opening of The Royal as a pub business; Members would like to see the revised plans and to find out Lancaster CC’s thinking on the plans for The Royal.
10607 Correspondence
Receipt of the following items of correspondence was noted and any action determined as indicated:
a) Lancs. CC write about their current position regarding subsidized bus services and state that they will not remove the subsidies but will review each route when individual contracts are considered for renewal;
b) Smith of Derby offer a price freeze on 2013 prices for the annual clock maintenance in exchange for a commitment to have the clock serviced by them for 3 years (to 2016), the invoice will be sent after the service. RESOLVED to accept the offer given that payment is made after the work has been carried out.
c) Mr John Harron offers his services to deal with the council’s quarterly payroll for a fee of £16 per quarter for up to 3 employees. RESOLVED that the Clerk continue to deal with the payroll for the present but to keep Mr Harron’s details on file (although it was noted that should this service ever be out-sourced then the work should go out to tender);
d) Mr Richard Dockray supplies a copy of a letter regarding the devastation caused by Lancaster CC on the lane leading to Jenny Brown’s cottage;
e) Lancaster CC write about charges for looking after the septic tank for the public toilets which will be applied in May;
f) a joint coordinator of the Art & Craft Trail applies for financial assistance towards transport provision for visitors to the event; the maximum cost for transport would be £880. Arnside Parish Council have also been approached. RESOLVED that Councillors Bradfield and Williams meet with Ms Clare Martin regarding the plans for a ‘park and ride’ scheme before Members make a decision on this;
g) a resident writes about the perceived requirements if the village were to form a Neighbourhood Plan;
h) Mr Tim Mackintosh writes to seek the advice of the Council regarding the signing of the “Memorandum of Agreement and Indemnity” with respect to the ITC sessions to be held in Silverdale School. It was noted that the agreement appears to be a standard document and that this is a matter for Mr Mackintosh to decide upon.
10608 Planning
(1) It was noted that the following planning application had been dealt with under the provisions of Standing Order 25a:
14/0023/TPO 8 Stoneleigh Court, one Sycamore tree. NO PLANNING OBJECTIONS.
(2) The following planning applications were considered and comments made as indicated:
14/00146/FUL Hazelwood Lodge, Hollins Lane. Erection of a first floor extension to the side. NO PLANNING OBJECTIONS;
14/00218/FUL High Ridge, 26 Wallings Lane. Erection of an extension to existing garage, to form a granny annex. PLANNING OBJECTIONS on the grounds that there are concerns that the site would be over-developed;
14/00201/FUL 10 Lindeth Road. Erection of a replacement 2-storey garage and a single-storey side extension. NO PLANNING OBJECTIONS.
(3) It was noted that no decisions had been notified by Lancaster CC.
10609 Urgent Action Taken in Accordance with Standing Order 25 (other than Planning)
25 (a) Parish Council Property and Functions
It was noted that Mr Stefan Laws had been authorized extra time to clear the gutters to the public toilet block at £12.50 per hour.
25b) Non-Parish Council Property and Functions
It was noted that Mr Laws had been authorized extra time to re-erect the notice board on The Green.
10610 Tenders for the Cleaning of the Public Toilets
Councillor Williams left the room whilst agenda item 13 was discussed.
It was noted that one tender had been submitted for the cleaning of the public toilets (from 1st April 2014) by Mr Williams – £2,280 for cleaning the toilets etc plus £280 for refilling the dog waste bag dispensers. RESOLVED to accept Mr Williams’ tender.
10611 Finance
(a) Councillor Woods conducted the monthly check of all money received by the Council and found the records to be satisfactory.
(b) RESOLVED to authorise payment and sign cheques for the following accounts:
Mr Paul Williams (toilet cleaning £220, sundries£26.99) £246.99 (915)
United Utilities (water for toilets) £53.98 (916)
Mr Stefan Laws (parish contractor work £166.25, clearing gutters £37.25, notice board £66.50) £270.00 (917)
AONB Lancaster CC (s137 donation) £700.00 (918)
Lancashire Playing Fields Association ((LPFA) membership) £15.00 (919)
RESOLVED to send a letter to LPFA asking for information on the eligibility criteria for grants.
(c) Audit Matters:
1. It was noted that Mrs Jean Colwell has agreed to carry out the internal audit for 2013/14 for the sum of £100;
2. Members reviewed the risk assessment document and it was noted that no changes were necessary;

3. Members reviewed the effectiveness of the internal audit (its scope, independence, competence of the Internal Auditor, relationship of the Auditor with this Council and internal audit planning/ reporting) and noted that it was in order.
10612 Website Maintenance – Tender
RESOLVED to keep the same wording on the invitation to tender for the Silverdale Parish Council website as was used for the last invitation. It was noted that tenders are invited by 22nd May and a copy of the tender will be displayed on the [playing field] notice board.
10613 Temporary Skatepark
It was noted that Mr Scott Wilcock, Sport and Physical Activity Officer (Lancaster CC), has advised that a mobile skate park has been loaned to community groups in the past and that there are a number of issues to be considered including: the provision of secure storage for the trailer; insurance of the equipment; a risk assessment of the venue and supervision of the users. It was noted that Silverdale School might be able to provide secure storage; RESOLVED that the Chairman discuss the use the school playground as a possible site for a temporary skatepark with the Headteacher before looking into costings and supervision etc.
Further RESOLVED to look into hiring equipment (from a commercial outlet) for one day as a part of the Field Day event.
10614 Items for Information
1. Councillor Houghton advised that the teak bench on the southern most part of the shore is oiled every year by the daughters of the person who the bench is in memory of, and that the daughters are keen for the bench to be maintained this way rather than by being painted or varnished.
2. Councillor Bradfield noted that the shuttle bus timetable seems to be out of kilter with the trains arriving at the station at the end of the school day.
3. Councillor Ribbons reported that the AONB notice board (in the playing field) already looks weathered.
4. The Clerk reported that she has received a letter from the Silverdale Petition Group about Gibraltar farm and this will be circulated to Members in the correspondence file.
10615 Suggestions for Future Agenda Items
1. The wording of the plaques in the War Memorial Gardens. (All)
2. Temporary skate park. (All)
10616 Date of the Next Meeting
It was noted that the date of the next meeting is Monday, 7th April 2014. Items for the agenda and copies of reports to reach the Clerk before 31st March.
Sue D. Hayward
Deputy Clerk to the Council