Minutes of the Meeting of the Parton Parish Council.

Held on 20th February 2020 at Parton Village Hall Parton, CA28 6RJ

Starting at 7.30 pm

Welcome and introduction by the Chair. At 7.30pm the Chair welcomed everyone to the meeting and went through house keeping with regards to public participation and time restraints. Noticeboards & Access to minutes / agendas / website It was stated that the agenda and draft minutes of meetings would be placed up in the village notice boards at the bottom of Parton and the new notice board up at the bus shelter on Criffel Road. This had been a suggestion from a member of the public and has been successfully carried out this month. Recent Questions Raised Questions raised at previous meetings have been answered in the draft minutes and can be viewed there, They are also all on our website www.partonparishcouncil.com. The Chair welcomed any constructive recommendations and suggestions from parishioners moving forward. Expenditure £100+ & Financial Transparency The Chair showed the room the updated spreadsheet showing all items of expenditure over £100+ and all other expenditure 2019-20 so far. This information should have been on the website for ease in recent years. It is now and will be updated monthly. There is also a list on the website of all new Policy’s now in place at Parton Parish Council. Recording of the Meeting The Chair requested for it to be noted that recording of the meeting is permitted but anyone doing so should notify the Chair. In the event that any recording is to be publicly transmitted then it would be necessary for the recorder to obtain the approval of the persons present. Filming of the meeting was permissible but not filming of the Public Participation part of this evening as that is not part of the Council Meeting. Before the meeting formally commenced the public were invited to raise questions on matters on the Agenda. Public Participation. There was no questions raised by members of the public Meeting Proper Attendance : Attendance: Chairman Cllr R. Huck, and Cllrs Mr A. Barton, Mrs K.Barton, Mr. D.A. Garrett, Mrs J. Huck, Mrs S. Rogan, Mrs. J.E. Miller, Mr W. Morton, Mr S. Tumelty, Cllr M Rogan Borough Councillors Mr Banks and County Councillor Mr Barbour also present. Councillor Bowman was not present. All had been personally invited by email or hand delivered letter. Approximately 8 members of the public were present

1. To receive Apologies from Councillors – To receive any apologies for absence Apologies : Councillor Mr J Williamson 2i. To approve the Minutes of the meeting of the 8th January 2020 Recommended: that the Minutes be approved.

Proposed : Councillor J Miller Seconded : Councillor A Barton

Agreed 2ii. To approve the Minutes of the EGM held on the 16th January 2020 Recommended: that the Minutes be approved.

Proposed : Councillor D Garrett Seconded : Councillor A Barton

Agreed 3. Matters arising from the approved minutes not otherwise on the Agenda. No Matters Arising 4. Declarations of Interest - No declarations of Interest were made at this point. It was agreed that DOI’s or DPI’s, where necessary, would be made as / when they arose. 5. Reports from Working Groups or Councillors - Nothing to Report 6. Reports from Copeland Borough and Cumbria County Council Ward Councillors. Councillor D Banks - verbal report (a) Broken Lights

2 x Lights at the church path to the waterworks are now lit and fixed. There is a backlog of problems with the lights and hopefully should all be sorted within a couple of months.

Councillor Banks was thanked by the Chair for his verbal report. Councillor M Barbour - verbal report (a) Queenies Flooding (Culvert)

Following on from previous meeting questions Councillor Barbour had met with the highways Network Manager with regards to the flooding. He stated that Cumbria County Council had been very busy with the recent floods but that the culvert at Queenies is working effectively and is a low risk.

(b) Parkers Steps

Councillor Barbour stated that Cumbria County Council wouldn’t move forward with regards to the Parish proposals at the steps other than to have them repaired / blocked off. He stated that the Cumbria County Council put the steps in situe and if problems persist, they will either have to be blocked off completely or removed. The Chair also remarked that he had been in touch with CCC regarding the vegetation as it was over grown on this area. Councillor Banks remarked that if the Parish Council wished to build something they would also have to take on the responsibility for it. He stated that he was not actually sure who built the steps but if it is Cumbria County Council land and installation then they have two options, which was what Councillor Barbour stated. 1) Repair 2) Block Off. Councillor Banks stated that in times of austerity any council would go for the cheaper option and just block them off.

(c) Speed Awareness Cumbria County Council have been too busy with the flooding issues very much the same as CBC. Flooding puts progress on many things back and the recent weather takes priority. Councillor Barbour said he was at a Highways Working Group on Friday 21.02.20 (the following day) and would pursue matters around this issue. Councillor Barbour stated that the Parish Council needed to give officers time to get themselves re-aligned.

Councillor Barbour was thanked by the Chair for his verbal report.

7. Planning Applications To consider any planning applications referred to the Council for consultation.

None received 8. Finance Report Balance of reserves from the minutes of previous meeting as shown on bank statement on 08.01.20 is:-

£11,120.46

Cheques now cleared at the bank Mr JC Shaw Salary

Mr JC Shaw Expenses GNAA Grant Lowca Footbridge CBC Waste Collection Website /WordPress HMRC (Mr JC Shaw Income Tax)

£ 720.00 £ 54.61 £ 150.00 £ 148.00 £ 24.31 £ 84.00 £ 180.00

Now cleared this shows a balance of £9,759.54

Cheques signed & pending but outstanding for clearance Nil Invoices Received to be considered for our next meeting (all awaiting further clarification)

Payments For Approval Minute ref. Power ref. s.137 grant

s.137 LGA 1972

Planting of the War Memorial (J&R Bennett)

£318.60 10.07.19/13 War memorials (Local Authorities’ Powers) Act 1923 s 1 as extended by Local Government Act 1948 s 133

Donation to the group - World Cheer Leaders Competition in Las Vegas (Cheer Force Knights)

£150.00

11.09.19/19

LGA s.137

as Council considers that this benefits residents of the parish

CBC Grounds Maintenance Please refer to the grass cutting report

£ 206.57

09.10.19/13

Please refer to grass cutting report

Recommendation that the above items were approved for payment and that these payments be met from the reserves.

Proposed : Councillor J Huck Seconded : Councillor S Tumelty

Unanimous Councillors R Huck and J Huck declared a pecuniary interest in the following financial item and left the Council meeting room. Vice Chair Councillor Sharon Rogan assumed the role of Chair. The following item was discussed.

Notice Board – Criffel Road Bus Shelter As the Clerk took no action over this decision, the Chair stood in and just made the provision following a request from a member of the Public at a public participation session. Council authorised expenditure of net £175. The Chair is happy to pay the difference as total cost was £195.

£175

11.09.19/20

s. 111 Local Government act 1972

Recommendation that an amendment be honoured to reimburse the Cllr R Huck the full £195 cost of the notice board and that this payment be met from the reserves.

Proposed: Councillor A Barton Agreed: Councillor J Miller

Unanimous Councillors R & J Huck had no further Pecuniary interest and were invited back into the room. Councillor R Huck resumed the role of Chair and were updated as to what had just taken place so that the rest of the financial report could be presented.

Total payments for Approval £870.17 Increased £20 due to the previous resolution 11.09.19/20

Balance of reserves (Less current pending payments)

£9,759.54

Balance of reserves (Les Payments for approval)

£8,929.37

Decreased £20 due to the previous resolution 11.09.19/20

Balance £9,759.54 as of the bank statement 14.02.20 (available funds less orders for payment). The Balance of the overall reserves (less payments for approval) will be £8,929.37. 9. Reserves Policy Council considered a report on a proposed policy for the future management of its reserves

Proposed : Councillor D Garrett Seconded : Councillor A Barton

It was recommended that 1. The reason for / purpose of the reserve set out in the report will form the basis of the

Councils accounting protocols including for no use of reserves without Council authorisation 2. The Council strives to operate wholly within its approved budget and to attain savings if

possible 3. The reserves be reviewed annually as part of the annual budgeting process. 4. The Responsible Financial Officer be required to maintain a detailed schedule of all reserves

which will form part of the Council’s accounts package. 5. After the end of this next financial years General Reserves shall not be allowed to fall below

70% of the annual precept figure except with the express approval of the Council and at the next Budget approval a sum shall be included to move the General Reserve up to that 70% of the annual precept figure;

6. The sum allocated in the 2020/2021 Budget for election expenses be ring fenced as “earmarked reserves” to be used only for election purposes. This sum to be carried forward if unused into the following financial year and topped up by a similar sum each year from the precept

7. Councillors consider potential future projects for which earmarked reserves may be required. These to be considered in due course

8. The new Clerk be required, by November 2020, to have developed a three year forecast of revenue and capital receipts and payments as per Standing Orders and which should include an indication of possible sources of funding e.g grants for any future projects.

Unanimous

10. Meetings of the Parish Council and Parish Council considered its calendar of meetings for the forthcoming municipal year

It was Proposed : Councillor A Barton And Seconded : Councillor J Huck

It was recommended that

1. The following be the Council meeting dates for 2020/21 May 13th – Council Annual meeting July 8th September10th November 11th - Budget and annual Internal Auditor Report meeting January 13th – this must set the date for the Annual Parish meeting March 1Oth

2. That the parish meeting be held in the Village Hall on the 4th May 2020 commencing at 7.30. 3. Refreshments be not be provided

NOTE

Amendment : Councillor Morton proposed to move back to monthly meetings but the vote was lost. (Can Members please note the provisions of Standing Order 8)

The original motion to propose was carried 11. Grants Scheme Members considered the terms of a proposed grant scheme The recommendations were in the accompanying report.

Proposed : Councillor J Huck Seconded : Councillor A Barton

Agreed

12. VE Day Members considered a report on the proposed arrangements for any VE day celebrations. In view of the Council’s limited budget, it could not meet the costs for organising any event. It was recommended that

1. That anyone organising an event be advised that they may be able to secure a grant if they apply in accordance with our approved scheme but should do so without delay so that their application can be considered at the March Meeting. Applications should be submitted no later than 14 days before that meeting to assist in the preparation of the agenda . 2. If Council is minded to fund an event itself then it resolves to vire an agreed sum for that purpose from the grants budget to fund the event.

Proposed : Councillor J Huck

Seconded : Councillor A Barton That the report be agreed

Agreed 13. Appointment of Internal Auditor Members considered a report of the requirements for the appointment of an internal auditor and of the process to be used by Councillors in undertaking its own Internal Audit Review in accordance with its statutory obligations.

Proposed :Councillor J Huck Seconded : Councillor A Barton

That

1. That applications for the appointment of Internal Auditor be sought as soon as possible even if this means ringing around other Parish Council internal auditors and the Chair then report back to Council

2. The form of letter of engagement be approved 3. The appointed person be preferred to hold professional indemnity insurance but this is to be

reviewed once a suitable candidate has been identified 4. The form of internal review structure set out in Appendix B be agreed 5. The appointed person should provide evidence that he/she has an

Understanding basic bookkeeping and accounting processes;

Understanding the role of internal audit in reviewing systems rather than undertaking detailed checks that are more appropriately the responsibility of management;

Awareness of relevant risk management issues; and

Understanding accounting requirements within the legal framework and powers of Parish Councils

6. Applicants to provide references preferably from another Local Authority they undertake internal audits for

Agreed

14. Grass Cutting Contract A report on proposals to invite tenders for the 2020 grass cutting requirements was considered.

Proposed : Councillor J Miller Seconded : Councillor A Barton

That 1. The Tender documents in Appendix One be approved and that three tenders be invited if possible 2. Strimming work be considered if necessary later in the year 3. The balance of Copeland’s costs for cutting their own grass be paid in the sum of £206.57

Agreed Councillor Billy Morton told the Council that when Parton used to have a Football team they would pay rent. He believed that when the rent of this was ended the Parish Council then agreed to pay for the grass to be cut. Councillor Morton was thanked for his contribution. Note: There is no documentary evidence on this claim. 15. Street Lighting Members considered a proposal from CALC that Parish Councils do not, at this time, enter into discussion with the Borough Council over accepting a transfer of responsibility for the lighting presently managed and maintained by the Borough Council. The report included a range of issues that the Parish Council may wish to investigate closely if the Borough Council wishes to investigate this option The Chairman invited Councillor Banks to address the meeting. Councillor Banks stated that the Mayor Starkie has a ‘bee in his bonnet’ over this. Indeed CBC need to save money but that there was no statutory responsibility to put the lights on. Councillor Banks stated that the Mayor was ‘barking up a very sticky wicket and had been advised already by fellow councillors, advisors and CALC but regardless he is pushing ahead with this option of transferring this responsibility’. Councillor Banks stated that the same requests had been put out to Home Housing and they also face the same predicament as Parton Parish Council. It was recommended that this Council agree not to enter into discussion with the Borough at this stage as CALC suggests - other than, perhaps, to pass to it the report.

Proposed : Councillor J Miller Seconded : Councillor A Barton

That the Parish Council does nothing at this stage and holds a watching brief on developments.

Agreed

16. Mr Shaw’s Lap top The Parish had contributed to the cost of the lap top retained by the Clerk on his departure. The full cost of that had been split between Parton and Moresby Parish Councils.

Proposed : Councillor S Tumelty Seconded : Councillor K Barton

That no action be taken to recover a half share of the current value of the laptop

Carried 17. Appointment of Parish Clerk Members have received copies of the applications received and it was to be recommended that all applicants be invited for interview on the 26th February 2020. One applicant is out of the Country at that time and will not be returning until the 1st March. It was suggested that interviews are held at our 11th March Council meeting.

Proposed : Councillor A Barton Seconded : Councillor K Barton

That the date be agreed of the 11th March

Agreed 18. CRUG Consideration was given as to whether the Council wished to continue its membership of CRUG

Proposed : Councillor M Rogan

Seconded : Councillor D Garrett That membership be renewed

Agreed

19. Petition against Parton Parish Council: The petition requesting the dissolution of the Parish Council was considered by Copeland Borough Council.

A petition in support of our Council having 310 signatures, and more than the dissolution petition, was handed in to the Borough Council on the 10th. This included some signatures from individuals who commented that they were unaware of what they were signing on the dissolution petition and wanted to switch, when they were better informed.

Copeland Council decided to refer both petitions to the Council's Standards and Ethics Committee. It is presently unclear as to what is an expected outcome from that Committee. The petition calling for our Council to be dissolved did not attain sufficient signatures for any governance review.

Agreed that the position be noted

20. Councillor Matters – This is for Councillors to raise any matters of concern or interest to Parton they wish to share with Council. It is not for making decisions as three days’ notice has not been given. However matters may appear on the next agenda if that is members wish. If Councillors wish to have a decision on a matter at this meeting then a report with a proposed motion should be provided to the Clerk at least 7 clear days prior to the meeting (not including the date it is sent or date of the meeting or a Sunday SO 9a (b)so that it can be added to the Agenda.

Chair Robert Huck Signage for the Village Councillor R Huck had received updates from Mr K Cosgrove at Cumbria County Council (Highways Manager). News signs had been ordered. “Welcome to Parton, please drive slowly”, 30mph signs and also some signage that was white that should have been red to be replaced Criffel Road Substation Northern Gas Networks (Substation matter) had received some concerns regarding its appearance and maintenance. They have now confirmed that they are going to completely refurbish and place new doors and new roof on it. It will also be repainted. Councillor R Huck said that the Colourful North may express interest in commissioning artwork for this. Road Sweeping Councillor Huck acknowledged the road sweeper had been around the whole village that morning. Speeding & H&S Councillor Huck expressed concerns raised regarding the speed of the Stagecoach buses travelling down Foundry road and said that he would contact Stagecoach directly to see what could be done.

Councillor Stephen Tumelty Parton Beach Access Councillor Tumelty expressed concern over the far arch leading to the beach. He stated that the steps are difficult and dangerous and very high. He requested an agenda item regarding this. He stated that the far arch was the archway to the beach that was furthest away, nearer the Wagonroad. Church Brow Councillor Tumelty stated that this path was full of mud all the way up to the church. Not pleasant for parishnors wishing to use the path.

Councillor Janice Miller Traffic Calming Measures (St Bridgets School area) Councillor Miller highlighted this again from the last meeting and wanted to know when things could be done.

Councillor Julie Huck

Metal Benches near Parkers Steps Councillor J Huck wished to be made aware of who the owners were of these benches and could anything be done about the disrepair? They appeared to need rubbing down and painted. Planters at the bus stop Councillor J Huck suggested it would look good if 2 planters could be placed at the bus stop on Criffel Road pending relevant permissions. She stated that volunteers could look after them. Councillor Huck stated that she knew that Parton Re-united had 4 planters that could be used for the top of the village Councillor Billy Morton Nothing to report Councillor Sharon Rogan Nothing to report Councillor Maisie Rogan Nothing to report Councillor Andrew Barton Nothing to report Councillor Kirsty Barton Nothing to report Councillor David Garrett Nothing to report

21. Exclusion of the Press and Public - proposed - That, in accordance with the provisions of s1(2) of

the Public Bodies (Admission to Meetings) Act 1960, the press and public be excluded from this meeting at this point in view of the confidential nature of the business specified in items 4 and 5, it is advisable in the public interest that the press and public be temporarily excluded, and they are instructed to withdraw as the public interest at this time in maintaining the exemption in para 1 outweighs the public interest in disclosing the information.

Agreed

Members of the public were thanked by the Chair for their attendance 22. Confidential letters – Consideration was given to a confidential matter raised by external Solicitors After a discussion on recent events members considered the recommendation

Proposed : Councillor J Huck Seconded : Councillor A Barton

That 1. That standing orders be waived to permit any resolutions being proposed in addition to those

below 2. That the Chair be designated as an officer of the Parish Council solely for the purposes of making

decisions in this initial stage. 3. That delegated decision making power is to be exercised in consultation with Councillors 4. That this delegated decision making power be not exercised if there is time to call a Council

meeting to discuss any matter in the initial stage. 5. That the Council cannot agree to the request at 5 in the letter in Appendix 2. 6. That any final agreement (if any) be approved by Council

A recorded vote was requested For this conciliation process

Councillors Mr R Huck, Mrs K Barton, Mrs J Huck, Mr D Garrett, Mrs J Miller, Mr A Barton Against this conciliation process Councillors Mr W Morton, Mrs S Rogan, Mrs M Rogan, Mr S Tumelty

Carried Meeting closed 8:55