6009 Minutes: of a Special Meeting of the Arnside Parish Council held in the Parish Council Office, Church Hill, Arnside, on Monday 14th July 2003.

6010 Present: Chairman - Councillor D.M. (David) Willacy, Councillors J.G. (Jack) Baker, J.M. (Jean) Colwell, K. (Ken) Hargreaves, T.(Terry) Keefe, P.A. (Peter) McSweeney, C.J. (Chris) Murphy, M.P. (Pat) Pierce, the Clerk - P.G.(Peter) Challenor, the Treasurer - A.(Tony) Cookson and one member of the public.

6011 Apologies for Absence: Councillors P.E.(Ted) Casey, J.P. (John) Gallagher and R.J. (Ros) Hunt.

6012 Dangerous trees - Beachwood Nature Reserve

(a) A report was noted about the advice received from SLDC to the effect that (1) there is a need to remove the broken branch from one of the Corsican Pine trees at Beachwood Nature Reserve, and (2) there is a need to remove the dead wood from all of the Pines flanking the footpath through the Reserve. It was also to noted that a Tree Preservation Order Consent Notice has now been received for the foregoing work.

(b) Three quotations had been received for carrying-out the work, amounting to £700, £600 and £285, all exclusive of VAT. It was noted that the lowest price quotation was received from an SLDC Approved Contractor, who had also supplied full details of his qualifications and insurance cover. There being no apparent reason to doubt their suitability, it was unanimously RESOLVED that the quotation of £285 + vat, from Aspen Tree Management, be accepted. Members also recognised that none of the three companies had been asked to check the large horizontal branches of all the trees, as this was only advised when the Consent form was received from SLDC. Whilst it is hoped that the contractor will be able to accommodate this item within his quoted work, it was recognised that there could be additional price considerations. In the interests of expediency, the Clerk was authorised to agree to any such additional cost, subject to the constraints specified in Standing Order 13(i).

(c) Members were grateful for the emergency action undertaken by Westmorland Tree Services (acting as agents for SLDC), in cordoning-off the dangerous area. Unanimously RESOLVED that their charge of £44 + vat, be approved for payment.

6013 Revision of Web Site

Members were advised that the 12-month period, during which the web site is used primarily as a Parish Plan site, is coming to an end. They were reminded that it had been agreed that the Parish Council would take over the site, and maintain it in such a way as to satisfy many of the requirements for “Quality Parish” Council status, and also to meet our registered Publication Scheme for the purposes of the Freedom of Information Act 2000. The cost of conversion has been quoted at £100 + vat, and it was unanimously RESOLVED that payment of this sum to Xenocom eService be approved.

6014 Renewal of Noticeboards

Three quotations had been invited for renewal of the noticeboards on The Promenade, but only two quotations have been received, amounting to £1,100 and £1,607, both exclusive of VAT. Councillor Keefe advised that the Parish Plan, to be presented shortly, will include recommendations regarding the styling of noticeboards, and he therefore suggested that this item be deferred until Members have had a chance to consider the recommendations. It was agreed that members of the relevant Parish Plan Action Group be requested to look at the noticeboards and prepare detailed specifications for consideration. It was also noted that there is likely to be a recommendation for sponsorship of theboards. Whilst this would not be acceptable for the primary Parish Council noticeboard, it was recognised that this might be in order for the remaining boards around the village. Members of the Action Group will be invited to explore such possibilities. Consideration of the quotations is deferred until the Ordinary Meeting in October. In the meantime, the Clerk will contact SLDC Planning Department, to establish the guidelines determining the need for Planning Permission. The Treasurer also pointed out that the costs of new noticeboards had not been included in the budget for the current year, and would therefore need to be included in the forthcoming draft budget.

6015 Parking on the Foreshore Slipway

Information has been received, indicating that Parking Control Officers have considered it appropriate to ‘book’ the owners of any vehicles found to be parked on the slipway next to the drinking fountain. This has been discussed with SLDC, who suggested that we might consider issuing permits to persons who are authorised to use the slipway. This was not thought to be satisfactory, and the Chairman suggested that ‘No Parking, other than for Emergency Services’ signs be installed. As the Chairman is able to arrange for this to be done, at no cost to the Council, it was unanimously RESOLVED that suitable signs be provided.

6016 United Utilities - Arnside Waste Water Transfer Scheme

Following publicity in the Westmorland Gazette, and also the efforts of Tim Collins MP, representatives of United Utilities eventually agreed to meet Members of this Council, informally, on Thursday 7th August. The Clerk provided all Members with a copy of the Report, which he had prepared and then read through the contents for the benefit of all persons present. Those Members who had been present at the informal meeting, endorsed the contents of the Report, indicating that they believed them to be a true and accurate record, except that one further paragraph was added. In view of the serious implications of the Report, it was agreed that the full contents be incorporated in the Minutes, as follows:

Report of an informal meeting between Parish Councillors and representatives of United Utilities, held in the Parish Office on Thursday 7th August 2003.

Present:

Parish Councillors: David Willacy, Pat Pierce, Terry Keefe, Ted Casey, Ken Hargreaves,

Ros Hunt.

Parish Council Officers: Peter Challenor, Tony Cookson

County & District Councillor: Ian Stewart

United Utilities: Robert Tidswell - Area Project Manager

Adrian Taggart - Arnside Project Manager

David Malkin - Consultant to United Utilities

The Chairman explained the concerns of the community over the delays in determining exactly what was intended, under the proposed Waste Water Transfer Project, particularly as the uncertainty is putting the possible sale of Ashmeadow, to Abbeyfield Society, in jeopardy.

Mr Tidswell responded by explaining that the original scheme was intended simply to transfer sewage to the enlarged treatment works at Milnthorpe, but it had been realised that there may be a need to return in a few years time and undertake similar engineering work, in order to deal with two Unacceptable Intermittent Discharges (UIDs). Recognising the inevitable disruption to the village, which will be caused by the works, it had been decided to seek a means by which both aspects of the improvements to the sewage disposal system could be done at the same time. Consent had been obtained from OFWAT and from the Environment Agency to adopting this approach and to deferring the completion date accordingly.

Mr Taggart then proceeded to explain the technicalities of the problems which they need to address. The main cause for the present delay is the need to monitor flow measurements at the points of the two UIDs, for both a summer and a winter period. It will not therefore be possible to determine the design of the combined system before March 2004. If the weather during this coming winter is unusually dry, it may be necessary to take a further set of reading during the following winter season, This could conceivably set the decision date back by a further 12 months.

In discussions, it became apparent that there would need to be a detention tank somewhere in the grounds of Ashmeadow, even if it becomes possible to locate another tank at a different location (which seems unlikely). The tank at Ashmeadow will probably have to be of sufficient size to accommodate all the sewage and storm water flows which might be expected, in order to ensure that the occasional discharges into the estuary are within the limits prescribed for this area. Whilst it is currently impossible to give a good estimate of the size of the tank required, it was confirmed that it might be in the order of 20m deep by 20m diameter. The necessary excavation work could take around 12 months.

The possibility of Ashmeadow House being renovated, and occupied, by the Abbeyfield Society, prior to commencement of the excavations, was discussed. Representatives of United Utilities recognised that the engineering works would make it unbearable for residents of the House, and they therefore acknowledged that U.U. would have to pay compensation, and also pay for alternative accommodation for the residents, during the period of working.

Other concerns were also addressed, particularly for traffic and trade. Members took the opportunity to explain several options which could alleviate the situation. Members were amazed that the current Project Team had not been made aware of these suggestions, by their predecessors, but were encouraged by their apparent willingness to look into the possibilities.

Additionally, it was noted that the representatives from United Utilities had not been in consultation with the Highways Authorities, regarding the possibilities of design faults, or illegal sewage connections. The representatives seemed reluctant to get involved in discussions about possible sewage problems in highway drainage systems, but Members of the Council felt that this was very unwise, as it could lead to further major works having to be done at a future date. The Council will attempt to get all relevant parties to join in a discussion, and assessment of the possible problems.

In concluding the meeting, Members emphasised that they had been appalled by the lack of liaison between U.U. project team members and the Parish Council, despite repeated enquiries from the Clerk. The U.U. representatives indicated that they would ensure that there will be good liaison, on a regular basis. If this occurs it is felt that the Parish Council may be able to assist in representations to other statutory bodies.

(Peter G. Challenor - Clerk to the Council - 8 August 2003)

6017 Deferred Parking Survey and Station Car Parking proposals

The Chairman reminded Members that Cumbria County Council had allocated £60,000 in 2002 for traffic surveys in Grange and Arnside. In late 2002, enquiries revealed that the traffic survey for Arnside had been deferred and would be replaced with a parking survey, to be conducted in 2003. It had recently become known that this latter survey will not be conducted, because of lack of funding. This information had been advised to the Council by Mr Nick Raymond, Area Engineer for Cumbria County Council. In a separate communication about Station Road, Mr Raymond had mentioned that the proposal for a car park to be established via the old Station Yard, would be unlikely to proceed. Both of these pieces of information had caused Members to express anger that such matters should be summarily dismissed, when there is such a desperate need for parking problems to be resolved. County Councillor Ian Stewart had been contacted and he too expressed anger that officers of the County Council should see fit to overrule decisions made by elected Members. Cllr Stewart has promised to take up the matter at ‘the highest level’, as a matter of urgency.

The Chairman also reminded Members that Mr Raymond had written to this Council on 10th July, promising to arrange a meeting about the problems of parking on Station Road, with various interested parties, including representatives of Network Rail, within “the next three to four weeks”. As the maximum of four weeks has now passed, the Clerk had contacted Mr Raymond by e-mail, only to be advised that “I am currently on leave but hope to arrange a meeting for the week commencing 25th August”. Councillor Keefe added that he has been at some pains to assure members of the Parish Plan Steering Committee that the County Council is committed to addressing the problems of providing a car park to serve the south-bound platform of the Station, and to addressing the general traffic and parking problems. He mentioned that the Committee had been keen to recommend that the Parish Council should commission a RoSPA traffic survey, but that this suggestion had been set aside, on the basis of the understanding that the County Council survey would be conducted this year. On learning of the announcements by Mr Raymond, he felt not only let down, but very angry that he and the members of the Committee, should have been deceived over such a pressing matter. Members expressed their disgust with Mr Raymond’s handling of these matters and directed that a strongly-worded letter of complaint be sent to the Leader of the County Council.

6018 Amendment to proposed amendment to Standing Order 34

A proposal was received that the Proposal recorded at Minute 6000(c) be amended as follows:

(a) The words “dealt with” shall be changed to “considered”.

(b) Between the word “and” and “three” there shall be inserted the words “at least”

(c) Following the words “(one of which shall, if possible, be the Vice-Chairman).” there shall be inserted the words “and recommendations made to the Proper Officer of the Council. The Proper Officer shall have regard to these recommendations and make the appropriate decision(s), on the basis of authority which is hereby delegated in accordance with Section 101 of the Local Government Act 1972.”

(d) The words “details of which shall be reported to the next ordinary meeting of the Council.” shall be replaced by the words “The Proper Officer shall report details of the decision(s) made to the next Ordinary Meeting of the Council.”

(e) There shall be added to the end of this Order, the words “In the case of an emergency, where it is not practical to comply with the foregoing procedure, the Proper Officer may make a decision on behalf of the Council, in accordance with powers similarly delegated, but will seek to obtain retrospective approval as soon as is reasonably possible.”

It was noted that, if these amendments are accepted and the amended proposal is adopted, the wording of the Standing Order will be:

Urgent matters arising between ordinary meetings of the Council shall be considered by the Chairman and at least three other members (one of which shall, if possible, be the Vice-Chairman), and recommendations made to the Proper Officer of the Council. The Proper Officer shall have regard to these recommendations and make the appropriate decision(s), on the basis of authority which is hereby delegated in accordance with Section 101 of the Local Government Act 1972. The Proper Officer shall report details of the decision(s) made to the next Ordinary Meeting of the Council. In the case of an emergency, where it is not practical, or appropriate, to comply with the foregoing procedure, the Proper Officer may make a decision on behalf of the Council, in accordance with powers similarly delegated, but will seek to obtain retrospective approval as soon as is reasonably possible.

This amendment proposal to stand adjourned until the Ordinary Meeting to be held on 8th September 2003.

6019 Items raised for Information

(a) The Chairman gave details of the proposed SLDC ‘road show’, concerning the new rubbish recycling scheme, which is scheduled to visit Arnside on 13th August.

(b) The Chairman reported that the standard of refuse scavenging and emptying of bins during weekdays is very good, but is somewhat inferior at weekends (with two litter bins being regularly missed). The Clerk will write to SLDC to draw this matter to their attention.

(c) It had been noted that the Public Toilets had been closed for painting during the last few days. It was agreed that such action should have been taken outside of the peak holiday season.

(d) Councillor Keefe reminded Members that there is to an Open Day at the Cemetery Chapel on Saturday August 16th, from 2.00 to 4.00pm. There will be cello-playing and a display of photographs, to give some ideas of the manner in which the Chapel can be used (in addition to its primary use).

(e) Members attending the informal meeting with United Utilities had been concerned to note that Councillor Stewart had made comments about how certain alternative possibilities for the pipeline route might receive support from Sustrans. As the concept of cycle paths has not been discussed by this Council, it was felt that these comments should be taken as personal views, rather than being necessarily endorsed by this Council.

(f) The Treasurer has been mystified by a demand from TXU Energy, addressed to an unknown Mr Ashcroft, at the Chairman’s home address, for payment of £177-19, in respect of Street Lighting. Despite numerous enquiries he had not been able to establish the basis for this demand. Members were similarly mystified, and could only suggest that it should properly be referred to SLDC.

The meeting closed at 8.45pm.

Peter G. Challenor

Clerk to the Council