ARBORY PARISH COMMISSIONERS Monthly Board Meeting. Held at 7.15pm Wednesday 25th October 2017 at the Halley MacLaig.

Present: Mrs J Glover (Chair), Mr S Gawne, Mr A Cowin, Mr M Cringle Apologies: Ms B Greenhalgh In attendance: Interim Clerk. 7.15 Christmas Representatives of the Ballabeg WI attended to discuss Father Christmas’ forthcoming visit to Arbory Parish Hall. It was agreed to coordinate the efforts of the Commissioners and the WI as in previous years to make the visit a great success. 7.30 Jason Moorhouse MHK The Commissioners were pleased to welcome Jason Moorhouse to the meeting to discuss political issues affecting the Parish as well as broader national and international issues.

Specific topics discussed were the recently launched consultations on planning and changes to Local Government legislation, as well as traffic and roads related issues and in particular issues connected to Arbory School. The Commissioners expressed their disappointment that proposed improvements to the Friary Park junction had been shelved, as the Commissioners, while not happy with the original proposal, had expected a new more amenable design to be developed.

The Commissioners thanked Mr Moorhouse for his attendance and were pleased that he agreed to stay on to the end of the meeting. The Commissioners also agreed to invite Hon Graham Cregeen MHK to their next meeting.

The Chair left the meeting at 8.15. 1. MINUTES: The Minutes of the Meeting held Wednesday 27th September 2017 were approved by the Commissioners and signed by the Vice Chairman, after being proposed by Mr Cowin and seconded by Mr Cringle. 2. MATTERS ARISING - not covered by the agenda a) Garden Competition – Mr Cowin reported that the awards were successfully presented by the Chair to the competition winners at a small event held the previous weekend in the Parish Hall. b) Cronk Cullyn – in the absence of the Chair this item was held over to the next meeting. c) 1 Ballastrooan – it was agreed that this matter should be addressed by the new Clerk as soon as practicable after their appointment. d) Leaflet regarding seagulls – the Clerk reported that he had not had time to deliver the letters to residents. e) Smiley Sid – Mr Cowin reported that he had erected the Commissioners’ traffic speed warning device but it was clear that it needs new batteries as they were no longer holding charge for a significant period of time. Mr Cowin agreed to look into to purchasing new batteries and the Commissioners agreed to purchase same provided the price was not excessive. f) IT issues – the Clerk reported that he had arranged for the Commissioners’ external hard drive to be sent away so that its data could be extracted. The Clerk will chase up TechCentre to find out what the latest position was. The Clerk explained that it was clear from discussions he had had with a representative from the Public Records Office that the current situation where Commissioners used their home emails was unlikely to be an acceptable way of dealing with Commissioners’ business in the 1 future. The Clerk recommended that a new data storage and e-mail system should be acquired and after discussion the Commissioners agreed to establish a series of @arbory.gov.im email addresses and use Microsoft Office 365 to run the email system and store the Commissioners’ data. This was proposed by Mr Cowin and seconded by Mr Cringle. It was also agreed that the Clerk would ensure that the new system was compliant with the relevant legislation. g) DoI Public Transport 5yr Service Review – the Clerk reported that he had submitted the Commissioners comments as below, as agreed at the last meeting.

The Commissioners considered your letter and agreed that I should reply making the following points: 1. The Commissioners request that the provision of free school travel to Arbory school be considered to help alleviate the significant traffic problems associated with school drop off and pick up times. 2. The Commissioners strongly support the introduction of a responsive community transport system in the south. 3. The Commissioners fully support the illumination of bus shelters in the Parish and would provide what ever support they can in progressing this.

3, RISK MATTERS – The Clerk reported that there were no new matters brought to his attention.

4. HIGHWAYS, ROAD MAINTENANCE AND GRASS CUTTING a) The Clerk reported on the works undertaken during the previous month. b) Reply from the Director of Highway Services to letter from Chair – The Commissioners were disappointed to note that there had obviously been a misunderstanding about the Commissioners stance regarding Friary Park junction improvements. It was agreed that the Clerk would request that Highways member David Anderson MLC and a relevant officer be asked to attend the Commissioners’ November meeting to discuss the matter. c) Green in Ballabeg to be swept and cleaned – The Clerk reported that he had asked Mr Booth to undertake these works. d) The Commissioners noted that the drainage work on Ballagawne Road had failed during the big storm and there was considerable flooding and mud left on the road. The Clerk will report this to the Department of Infrastructure. e) DoI highways ‘to do list’ – the Clerk reported that a number of the items were now getting completed. 5. SOUTHERN CIVIC AMENITY SITE MC to report After discussion it was agreed that the Clerk would write thanking the Chair of the Board, offering the Commissioners’ support for the progress which had been made. The Commissioners also considered the annual report previously circulated and welcomed the positive information contained within it. 4. MUNICIPAL ASSOCIATION – Mr Cowin would attend the meeting to be held the following evening at which Infrastructure Minister Ray Harmer would be guest speaker. 5. SOUTHERN SWIMMING POOL AUTHORITY – Mr Cowin reported that the Board had agreed to introduce a new policy recognising the long service of certain staff. 6. MARASHEN CRESCENT – in the absence of the Chair there was nothing to report. 7. SOUTHERN HEALTHCARE COMMITTEE – in the absence of Ms Greenhalgh there was nothing to report. 8. RESPONSIBLE FINANCE OFFICER’S REPORT. 2 A] REVENUE (inc. VAT where appropriate): The Clerk reported the following income had been received since the last meeting: Searches 180.00 Tickle – Mini Musicians hall hire – paid online 204.00 It was agreed that the Clerk would transfer this to the Trust account. B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate) The following accounts for payment were agreed: Jones Services (September) Refuse collection 3,587.16 Jones Services – Road Sweeping 120.00 DoI Tipping Charge – September 5,622.68 Southern Civic Amenity Site Board 8,341.26 MUA – lighting power usage 1,668.22 S Booth - grass cutting – August 490.00 IoM Newspapers – Clerk advert 517.17 Manx Telecom (letter sent cancelling DD) 65.50 Quesmedia Invoice – investigate hard drive 40.00 Chris Littler Webdesign 45.00 Phil Gawne – interim clerk + expenses 748.99 Phil Gawne – expenses 13.65 Malcolm Smith – engraving for garden competition 130.72 Bank Charges *paid 16.95 Quine and Cubbon - October account 17.28 C] Other Finance Matters a) Letter from Lombard Manx Leasing Ltd – the firm announced they would be continuing with existing business but not taking on any new business. b) 3rd Supplemental List – this was noted by the Commissioners. c) Signed copies of financial statements – these were noted by the Commissioners. d) Former Clerk’s employer’s NI contributions were understated so the approval given at last month’s meeting was not acted upon. Instead an alternative payment of £801.40 was arranged representing £113.90 employers NI contribution and £687.50 ITIP. This was agreed by the Commissioners. e) Waste Disposal Charge increase for April 2018 The Department of Infrastructure announced the following: With effect from 1st April 2018 the Department will be increasing the waste gate fee charges at the Energy from waste plant and Wrights Pit North by 4.92%. This will result in domestic waste being charged at £86.95 per tonne and commercial waste charged at £173.12 per tonne both plus vat. Dedicated loads of wood will still attract the preferential tipping charge of £35 per tonne and Tyres £100 per tonne. The 4.92% increase is the annual indexation charge levied by SUEZ on the Department from 1st April 2017.

9. FINANCIAL SITUATION Balance on last statement – 1st October 2017 Current Account 145,836.86 add paid in 254.00 less withdrawn -601.79 New balance 145,489.07 HSBC Account 302.99 Paid out - auditor information £30.00 - charges £ 5.82

3 10. APPOINTMENT OF NEW CLERK – The interim Clerk clarified that he had an interest to declare and due to that interest he had not taken part in any of the appointment process except as an applicant. Mr Cowin reported that a short listing meeting had been undertaken. While there had been nine initial application of interest, only five people submitted applications, and three had been short listed for interview on 31st October. Unsuccessful applicants have been informed. 11. CORRESPONDENCE a) Changing Local Government Legislation consultation had been previously circulated. The consultation closes on 4th December and it was agreed that the Clerk would prepare a draft response for the Commissioners to consider at their next meeting. b) Invitation to Remembrance Service from Chief Minister – It was agreed that the Chair would attend, or Mr Cowin would do so if the Chair was unable to do so. It was agreed to get two wreaths from Brian Rae – one for the National Service and one for Arbory Parish’s service. c) Action plan to improve the planning system consultation had been previously circulated. The consultation closes on 15th December and it was agreed that the Clerk would prepare a draft response for the Commissioners to consider at their next meeting. d) Notification of changes to post box collection times. It was noted that there would be no early morning collection from the Parish of Arbory. Mr Moorhouse MHK agreed to question this decision by the Post Office e) Invitation for Chairman and guest to attend PSM Commissioners Celebration of Christmas – chair would be asked to consider attending. f) Notification of Castletown Housing Review – The Clerk summarized the review’s findings and this was noted by the Commissioners.

12. PLANNING MATTERS A] Planning Applications a) 17/01102/B - Glenfield House, Glenfield Road, Colby. Change of use of part of field to form part of residential curtilage for creation of patio, and installation of folding doors to rear of property. The Commissioners had no objection to the application. B] Planning Approvals - None C] Planning Refusals - None D] Completion Certificates a) 17/07225/DEX – 29, Cronk Cullyn, Colby. Replacement of rear annex roof with lightweight roof tiles. E] Planning appeals a) 17/00414/B Ballacubbon, Colby. DoI. A further submission regarding flooding & housing need had been made by the Department of Infrastructure. F] Other Planning Matters 13. ANY OTHER BUSINESS a) Key Policy for Hall and Halley – The Clerk reported that he had little knowledge of how many keys had been cut and indeed who had them. The Commissioners agreed that the new Clerk should get a better understanding about who the key holders are and that in time the Commissioners should consider a key holders policy. b) Lock for oil tank at the back of the Hall – it was agreed that this should be progressed by the new Clerk. c) Plaques commemorating former Commissioners and Clerks – it was agreed to discuss this matter at the next meeting.

4 d) Holiday cover for caretaker from 19th to 25th November – it was agreed that the Clerk should approach some trusted members of the community from Ballabeg to assist during the caretaker’s absence. e) Christmas – The Commissioners discussed Christmas preparations and agreed the following: the Clerk would write a letter of thanks to Colin Tinnion for preparing a sturdier base for the Christmas tree at the Parish Hall; the Clerk would ask for the trees to be delivered on 1st December; the Clerk would purchase 200 selection boxes; the Clerk will notify the police and ask it they will temporarily control traffic as in previous years; the Clerk will decorate the Hall in advance of the celebrations on 4th December. g) The Commissioners agreed that the 2018 Civic Service will be held at Ballabeg Methodist Church, on Sunday 11th February. It was agreed that Mr Cringle would inform the Methodists and the Clerk would notify the Anglicans. The Clerk will also send invitations at an appropriate time. h) Japanese Knotweed on Colby River. The Clerk notified the Commissioners of a piece of work he had undertaken with the Chair in researching how best to control this weed on the Colby river. The Commissioners agreed to consider undertaking an eradication programme starting next spring. The Clerk will identify the likely costs associated with this work. i) Mr Cringle expressed concern about the gap in the hedge by the Spar shop in Colby not being big enough to alleviate flooding. It was agreed to discuss this when Mr Anderson MLC visits. 14. DATE OF NEXT MEETING Wednesday 22nd November 2017.

TRUSTEES OF CLAGUE, COOIL, BRISCOE TRUSTS Meeting of Trustees held Wednesday 25th October 2017

Present: Mr S Gawne (Vice Chair), Mr A Cowin, Mr M Cringle Apologies: Mrs J Glover (Chair), Ms B Greenhalgh 5 In attendance: Interim Clerk. 1. MINUTES. The Minutes of the meeting held Wednesday 27th September 2017 were considered, agreed by the meeting and signed by the Vice Chair having been proposed by Mr Cringle and seconded by Mr Cowin.

2. MATTERS ARISING a) Chris Goldsmith – 5 year electrical condition report for Halley McLaig and Hall Cottages. The Clerk reported that Mr Goldsmith was awaiting the arrival of all the materials he needed before commencing the work.

3. RISK MATTERS

4. FINANCIAL MATTERS A] REVENUE (inc. VAT where appropriate): The Clerk reported the following income had been received since the last meeting: Deanwood Management 11.9.17 638.00 Hall hire – Anderson 216.00 Brand 157.50 17.50 Doyle 110.00 Williamson 135.00 Grainger 105.00 Coole 90.00 ioM Fencing 64.00 Netball 20.00 915.00 Hall hire – Richardson 52.50 Richardson 87.50 Reid 70.00 210.00

B] ACCOUNTS FOR PAYMENT (inc. Vat where appropriate) The following accounts for payment were agreed: Brenda Carter *standing order September salary 283.33 Lawn & Order – repair floor in hall 90.00 Salamander Services – radiator + pipework repairs 181.07 An invoice and receipt from MC Locksmith Sevices for £19.20 had been given to the Clerk and the Commissioners agreed to reimburse the relevant person. The Clerk will check with the Chair who the money needs to go to.

C] FINANCIAL SITUATION Balance on last statement – 1st October 2017 Current Account 76,385.15 add paid in 638.00 less withdrawn -568.33 76,454.82 5. ARBORY PARISH HALL AND HALLEY MCLAIG Nothing to report

6. HALL COTTAGES Nothing to report 6 7. CORRESPONDENCE - None

8. ANY OTHER BUSINESS a) Projector – Mr Cowin reported that news of the demise of the projector had been radically over stated and that in fact it was operating effectively. b) Mr Cowin reported that his brother would soon be selling his public address/sound system and identified that this could be a relatively cheap way to acquire a sound system for the Hall. The Commissioners agreed that Mr Cowin should find out how much his brother wanted for the sound system and if not too expensive the Commissioners would agree to purchase it. 9. DATE OF NEXT MEETING. Wednesday 22nd November 2017.

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