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Dent Parish Council Car Park Committee

Minutes of Meeting held on Wednesday 18^th February 2009

in the Reading Room

Present: David Hartley (Chair), Jock Cairns, Ken McClurg

Apologies: John Hyde, Hilary Firth.

Minutes of last Meeting

The minutes of the meeting of 15^th December 2008 were approved as a true record.

Campervans and Motor homes

The meeting reviewed the parish council’s decision to ban campervans and motor homes from parking overnight in the car park in the light of the verbal and written comments received from Sophie Chaplin, Bob and Rita Dobson and Brenda Chambers.  These were summarised as follows:

1.      Small campervans take up no more space than private cars (Sophie)

2.      YDNPA used to allow campervan parking and storage in the car park (Sophie)

3.      Given the lack of suitable parking spaces in the village, the Council should allow  residents to leave small campervans in the car park (Sophie)

4.      Ours is the smallest one in the car park, and is smaller than a car or 4x4 (Bob and Rita)

5.      If we have to remove it at night, we would park our car in the same space (Bob and Rita)

6.      Of those who have parked campervans in the car park up to now, we are the only people who live beside the car park (Bob and Rita)

7.      The council has acted inconsiderately without first consulting personally those involved (Bob and Rita)

The committee considered each of these points, and concluded that while the council should continue to try to cater for residents’ individual needs by adopting a flexible approach to running the car park, on this occasion it should not change its new policy for the following reasons:

1. although not all of those personally involved had been consulted before the original decision was taken, the committee had taken steps to sample public feeling beforehand by discussing the issue with at least four local campervan owners
2. one of the original reasons for taking the decision was that additional applications had been received to use the car park for campervan storage, and campervans were becoming increasingly popular amongst Dentdale residents.  Consequently, the previous policy of allowing a few vans to be stored on the car park was no longer possible to administer fairly
3. the policy which had been adopted was transparent, fair and easy to understand and operate.  Making exceptions for those who live adjacent to the car park could result in more than one van being stored on it, which would compromise this.
4. having any vans on the car park overnight would make it much harder to prevent people using the car park for overnight camping
5. having different arrangements for different sized vans would be difficult to administer and could lead to disputes

The committee therefore recommended to the Parish Council that no change be made to the policy regarding campervans and motor homes

Permits for B&Bs and Holiday Cottages/Second Homes

It was agreed to recommend to the Parish Council that if B&B, holiday cottage and second home owners pay an annual fee, they should be able to have multiple permits if they wish.

Maintenance

The following points were noted:

1. Burton Turf Care has been awarded the contract for grass cutting; JH will ask the Clerk for a copy of the specification
2. The hot water supply in the ladies’ toilet was now working again
3. JH intends to repaint the inside of the bus shelter with more robust paint
4. The car park signage should be in place in the next four weeks

Dent Parish Council Car Park Committee

Minutes of Meeting held on Wednesday 17 September 2008

in the Reading Room

Present: David Hartley (Chair), Jock Cairns, Ken McClurg

Apologies: John Hyde, Hilary Firth.

1.             Signage

YDNPA Planning Department had agreed to a ‘P’ sign on the bus shelter.  Whilst they had also agreed to lettering on the car park entrance, the size they would allow was smaller than that usually done by Highways.  They had also advised that they would oppose a sign on the garden wall of the Old Post Office.  JH was continuing to try and resolve this with the Park.

Action: JH

2.             Maintenance items

a)             Wallgate washbasins.  One of the washbasins was not working properly, and Wallgate, who supplied them and last serviced them in September 2007 had quoted £484 + VAT to carry out repairs and a service on both basins.  After discussion of alternatives, including replacing one or both basins, it was agreed to recommend to the Parish Council that Wallgate should be asked to carry out the service and repair at the quoted price, and that JH should investigate possible alternative arrangements and their costs, including hand basin, hot water supply, soap and hand drying.

Action: JH

b)             Grass cutting.  It was agreed that JC would check with CALC regarding the correct procedure when the present grass cutting contract comes to an end, and that the Committee would take the appropriate action next January.

Action: JC

c)             Electrical safety test.  JH was organising this.

Action: JH

3.             Permits

a)             Residents’ permits.  It was agreed JH would take over the issuing of residents’ permits once the Post Office closed.

Action: JH

b)             Laminated permits.  It was agreed that JH should be asked to research and buy a laminator and, subject to approval of cost by DH.

Action; JH

4.             Charging Policy

a)             Discussion took place about whether to introduce an intermediate 3 or 4 hour tariff, but it was felt that as some people currently stretched their 2 hour stay slightly to avoid paying the full day rate, it was likely that they would do so for an intermediate tariff as well, and this might further reduce the overall revenue.  It was agreed to recommend to the Parish Council that the tariff should remain unchanged for 2008-09.

b)             It was agreed that the policy of not allowing free parking for special events should continue, and that this would apply to the stallholders for the Christmas market.  JC was asked to obtain more information about where the market would be held when relaying this to the organisers.

Action: JC

5.             Campervans

It was felt that more information about the demand for campervan permits was needed before a decision was reached on whether or not to continue with them.  JH was asked to check with existing permit holders whether they wanted a permit for 2009, and it was agreed to discuss the matter further after that had been done.

Action: JH

Dent Parish Council Car Park Committee

Minutes of Meeting held on Thursday 24^th January 2008

in the Reading Room

Present: David Hartley (Chair), Jock Cairns, Ann Wilson, John Hyde, Hilary Firth.

1.  Expenditure

It was agreed that the Car Park Administrators should be authorised to spend up to £200 on repairs and maintenance items, provided these were reported to the Committee Chair.  Items over £200, or any expenditure that involved a regular commitment such as a contact, need to be approved by the Car Park Committee in advance.

2.  Maintenance items

It was agreed to:

•        replace the toilet roll holders.    Action: JH/HF
   

•        produce laminated signs for the WC’s    Action: AW, JH/HF
   

•        put up no smoking signs in order to comply with the new legislation, and explain reason for this in Lookaround.    Action: JC, JH/HF
   

•        show charges on the ticket machine    Action: JH/HF
   

•        summarise and display bylaws, to include no overnight occupation of vehicles.  JH to produce draft for DH; DH to circulate for approval.   Action: DH,JH/HF
   

•        remove the radar key sign from the disabled toilet door, and recover the key from Stone Close  Action: JC, JH/HF
   

• take no action regarding a salt box.

3.  Administrative matters

•        JH to ask Parish Clerk for copy of lease from YDNPA   Action: JH/HF
   

•        JH to discuss with Parish Clerk whether Dent PC should be insuring toilet block    Action: JH/HF
   

•        JH to discuss with Parish Clerk insurance requirements regarding handling of money  Action: JH/HF
   

•         JC to provide details of arrangements for permits.
   

•         It was agreed that liaising with YDNPA, SLDC and other bodies was included in the role of the Car Park Administrators.
   

•        Holiday cover: it was agreed that JH/HF would make arrangements for any holiday cover that was needed, and that payment would be made on production of an invoice.  The amount would be equivalent to ½ hour per day at the same rate as the permanent post.  Action: JH/HF
   

•        It was agreed to raise the issue of visitors’ permits with Stone Close.  Action: JC

4.   Grass cutting

It was agreed that before deciding whether or not to invite tenders for this year’s contract, JC would provide JH/HF with the specification used when the last contract was awarded, and discuss the options with the Parish Clerk. Action: JC

5. Electrician

As Roy Holmes was retiring, it was agreed that JC would ask the Parish Clerk to devise a specification for the maintenance work on the toilet block, and include it when seeking an electrician to carry out other work for the PC.  Action: JC

6. Anit-social behaviour

It was agreed that JC would contract PC members for their assessment of the current situation, and that JH/HF would monitor the situation and report back to the next meeting.  Action: JC, JH/HF

7. Budget Monitoring

The attached document was considered.  DH to investigate with Parish Clerk any items where annual expenditure was likely to exceed the budget.   Action: DH

8. Pattern of future meetings

It was agreed that the Committee should continue, in order to discharge the Parish Council’s responsibilities in running the car park.  Meetings should take place quarterly to monitor the budget, and other meetings should be arranged as needed.

9. Next meeting

It was agreed that DH would arrange a meeting in mid-February to consider the grass cutting arrangements.  Action: DH

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Minutes of Meeting held on Tuesday 18^th September 2007

In the Reading Room

Present: David Hartley (Chair), Jock Cairns, Ann Wilson.

1.             Apologies None

2.             Minutes of meeting held on 15 August 2007

The minutes were approved.

3.             Administrator’s report

1. Keys: DH has had duplicate keys cut for the cleaning cupboard
2. Ticket Machine: the car park meter was out of action on August Bank Holiday Monday, but is now working again
3. External Lights: These are now responding to the sensor again, though a new sensor may soon be needed and internal light fittings may need replacing.
4. Notice Board: Agreed that present notice board may be redundant.  DH to summarise key bye laws for display on the ticket machine.    DH
5. Plumbing repairs: The top outside tap is now blanked off, the cracked Ladies’ toilet pan has been replaced and two leaks have been repaired. The washbasins have been serviced by Wallgate, who expressed the view that the basins should last at least another 7 years.
6. Water meter:  DH to investigate feasibility of a water meter with United Utilities.                                                                                        DH
7. Hot Water: DH to investigate cost of sink for cleaning with hot water supply, in new cupboard near entrance to Gents.                          DH
8. Bins: DH to investigate cost of replacing bins in Ladies and Gents, and cost of providing bins for sanitary waste in Ladies                                   DH
9. Toilet roll dispensers: DH to consult with Dent Stores re. installing larger toilet roll dispensers, and to investigate cost.                         DH

4.             Finance

The following payments were authorised:

               Spare Keys                                 £15.00

               Light Bulbs                                  £20.73

               Servicing washbasins                    £438.67

5.             YDNPA Assistance

1. Concrete under Skips: awaiting response from Paul Drake
2. Dog waste: Bin removed by DH and held for Paul Wilkinson to collect.  Situation to be kept under review
3. Wooden signs at edge of picnic area: Awaiting action by Paul Wilkinson
4. Signs on Toilet Block: DH to deal with problems raised by YDNPA re. refurbishment.                                                                                DH

6.             Street Parking in Dent

The 36 responses received to the 120 letters sent to residents were considered (see Appendix A).  The following points were noted:

1.   Whilst a large number of people disapproved of parking on the cobbles, there was support for an approach based on persuasion rather than coercion.

2.  Opinion on what to do with the pieces of land opposite The Sun and Dent Stores was evenly divided, with twelve people wanting this land freely available for any parking, and eleven people wanting parking on it restricted to adjacent householders.

3.   Ten people identified a parking problem on the roads around The Green.

4.   Parking by the playing field was not perceived to be a problem.

5    A number of options for action were considered (see Appendix B) and the Committee made the recommendations to the Parish Council contained in Appendix B.

7.             Employees

It was agreed to recommend the following to the Parish Council:

1.   The Parish Council should appoint a new Car Park Administrator to carry out the duties described in the Job Description (see Appendix C)

2. The post should be advertised within Dentdale and in Lookaround

Appendix A: Street Parking Survey
 

Appendix B: Street Parking Survey – Options and Recommendations

Options considered

Parking on the Cobbles

1. Ask Cumbria Highways to impose parking restrictions
2. Put up (unofficial?) notices on approaches to village
3. Put up unofficial notices on houses along cobbles
4. Write to householders asking them not to park on the cobbles
5. Allow multiple holiday cottage car park permits
6. Allow holiday cottage owners free car park permits
7. Take no action

The Green

1. Take no action
2. Repaint the bays
3. Ask Cumbria Highways to impose parking restrictions, including yellow lines
4. Relocate and enlarge “Residents’ Parking” signs
5. Issue permits and restrict parking to vehicles displaying a permit
6. Allocate parking spaces to residents
7. Ask householders around The Green to challenge any obstructive parking

Road near Playing Field

            Take no action

Land opposite Sun and Stores

1. Take no action
2. Acquire control of land, in order to sell/rent parking spaces to residents/all householders
3. Mark out parking spaces
4. Limit parking on this land to 30 minutes
5. Ask for volunteers from householders to enforce any arrangements

Recommendations to the Parish Council:

1.      The Parish Council should write to residents and businesses close to the cobbles to explain the views expressed by residents and to enlist their help in keeping the cobbles clear of parked vehicles.

2.      The Parish Council should pay for the signs already discussed with Cumbria Highways to direct visitors to the car park, subject to planning agreement.

3.      The Parish Council should acquire control over the pieces of land owned by CCC opposite The Sun and Dent Stores, and allocate some parking spaces on them for use by holders of resident’s car parking permits.

4.      Holiday cottage owners should be allowed to buy as many parking permits as they wished.

5.      The residents’ parking bays around The Green should be repainted so that they do not block entrances.

6.      Residents around The Green should be encouraged to challenge any obstructive parking.

7.      The “Residents’ Parking” signs around The Green should be enlarged, and in some cases relocated.

8.      No further action should be taken at present to control parking opposite the playing field, but the situation should be kept under review.

9.      Before proceeding further, Cumbria Highways should be consulted about the feasibility of the above proposals, and any further ideas they might have.

Appendix C: Proposed Job Description

1. Job Title

Car Park Administrator – Part time

2.       Aims of the post

1. To ensure the Car Park, picnic area, toilet block and bus shelter are maintained to a high standard
2. To ensure a continuous flow of income from the ticket machine and from permits
3. To keep the Parish Council informed of all relevant issues

3.       Duties

a.       Money collection and banking

To empty the ticket machine, count and bank the cash at least once a week from November to March and at least twice a week from April to October.

b.       Management of staff

To manage the work of the toilet cleaner

c.       Ticketing

1.       To carry out routine maintenance of the ticket machine in accordance with Supervisor’s manual

2.       To liaise with Cale Briparc regarding technical service assistance as and when needed

3.       To meet regularly with the volunteers in order to co-ordinate their work including any ticketing carried out by them

d.       Permits

1.       To organise the printing and distribution of residents’ permits.

2.       To maintain a list of commercial and other large vehicles that use the car park and organise the issuing of permits and the collection of payments.

3.       To maintain a list of holiday cottage owners who apply for permits, and organise the issuing of permits and the collection of payments.

e.       Maintenance

1.       To ensure the toilets and bus shelter are maintained to a high standard, and that any necessary maintenance and repairs are carried out promptly

2.       To ensure the boundary walls are in good repair

3.       To ensure the grass is cut when needed

f.         Contractors

1.       To obtain quotations for work to be carried out by contractors, in accordance with the Parish Council’s financial policy

2.       To check that work or services supplied by contractors has been carried out satisfactorily

g.       Liaison with Parish Council

1.       To attend meetings of the Car Park Committee to report on current issues

2.       To refer any urgent matters to a member of the Car Park Committee as soon as possible

h.       Health and Safety

1.       To be aware of health and safety issues and report any areas of risk to the Car Park Committee

2.       To carry out and record regular risk assessments.

i.         Other duties

To undertake any other duties that may be required from time to time by the Car Park Committee or the Parish Council

Minutes of Meeting held on Wednesday 15^th August 2007

In the Reading Room

Present: David Hartley (Chair), Jock Cairns, Ann Wilson, Tony Playfoot.

1.             Apologies None

2.             Minutes of meetings held on 8^th June 2007

The minutes were approved.

3.             Administrator’s report and handover.

1. Keys

David has the keys for the meter, notice board, cleaning cupboard.

2. Tony ran through things which are on-going and needing attention – light sensor, water on floor of ladies’, outside tap. David to follow up.                DH

4.             Cleaning. David with help from JH doing this in Sarah’s absence. Re deep clean, no estimate from S Winder, one from S Hawley but not for the job as intended – more to do with outside clean. David to explain this to SH and we will seek out information about power washing or similar.                                                                         DH

5.             Notice Boards/Maps. No reply from Paul Wilkinson re a) permission to tidy up boards b) remove dog waste bin c) approval for concrete base, d) picnic area signs. David to follow up.                                                                                                       DH

Map is almost ready. Costs £383.86 art work and £200 to fix (quote from S Hawley). £250 towards it from Business Forum.  Agreed that this is acceptable so JC to go ahead and authorise.                                                                   JC

Administrator’s details need to change temporarily on our notice.                  DH

6.             Bus Shelter. Discussion re options to keep it presentable. Would prefer a maintenance rather than a locking solution so agreed to try again; perhaps a different paint which will clean.

Bins – agreed to remove all bins from shelter and toilets and see what happens.

7.             YDNP assistance. David to raise the subjects of dogs, wooden signs and footpath access with Paul Wilkinson.                                                                          DH

8.              Street parking. Jock reported that the responses are coming in. This matter will be looked at again in September.

The committee thanked Tony for his work and wished him well. He left before the next item on the agenda.

9.       Administrator’s job.  After discussion about the way forward, it was agreed that Jock would discuss with Sarah the implications of Tony’s resignation. In the interim David is emptying the meter and banking the take.

10.  Next meeting Tuesday 11^th September at 10.30 am in the Reading Room.

David has since contacted Bomber who washes the bins and he would do a deep clean of toilets for less than £100.

Minutes of Meeting held on Wednesday 20 June 2007

In the Reading Room

Present: David Hartley (Chair), Jock Cairns, Tony Playfoot.

1.             Apologies

Ann Wilson

2.             Minutes of meetings held on 29 March 2007

The minutes were approved.

3.             Administrator’s report

1. Litter

Tony reported he had arranged for the bin men to remove rubbish around the recycling bins on two occasions recently, as well as removing an empty gas cylinder himself.  The dumping of litter, possibly by visitors or campers, was noted and Tony was asked to monitor the situation and report back at the next meeting. (Action: Tony)

2. Recycling

      Tony had also had to ask the recycling contractors to empty their bins on two occasions when they had been overflowing.  He was asked to check them each week, and ring the recycling firms before they were completely full in future.  (Action: Tony)

      Broken glass continued to be a problem. Tony agreed to ask the   YDNPA Area Ranger if he objected to us providing a concrete base for the bottle banks to facilitate clearing broken glass.

3. Toilet light bulbs

      These are difficult to source, but are on order

4. Hand washer in Gents

      Tony had checked it and it was in working order.

4.             Map of local businesses

The quote from Cypher for mounting the map was approved.  It was agreed that Jock would ask the Clerk to:

a)       do a final check on the information to be printed on the map

b)       show the draft map to the Business Forum for their approval

c)       negotiate the contribution from the Business Forum

d)       order the map from Cypher

Jock was also authorised to arrange for Steve Hawley to fix the map, provided the total bill did not exceed £500.  Jock to obtain a quote from Steve Hawley before work began.  (Action: Jock)

5.             Permit policy

It was noted that the Parish Council had approved the following policy: “Camper vans that occupy more than one space and that use the car park as their normal parking place over the summer period must buy an annual permit, the rate to be fixed annually.”

6.             Redecoration of Toilet Block

Tony was monitoring this, and had explained the requirements of the new arrangement of signs to Steve Hawley.  He undertook to ask Paul Wilkinson if the YDNPA signs and frames could be renovated as part of this process, and organise the renovation with Steve Hawley if agreed. (Action: Tony)

7.             Perimeter walls

A gap in the perimeter wall had been repaired, and David undertook to find out who had done it and ask them to repair the new gaps as well.  When the repairs had been done, David also agreed to ask Ian Middleton to erect posts and wire at the top of the walls to prevent people and animals from climbing over them.  (Action: David)

8.             Dog fouling

Following SDLC’s new policy on dog waste, Tony was asked to contact Paul Wilkinson and ask him to remove the dog waste bin.  (Action: Tony)

9.             Toilet Cleaning

a)   Tony was asked to obtain quotes for a deep clean of the toilet block from Simon Winder and from Steve Hawley.

b)   Tony was also asked to check with Sarah that the filters in the Gents were being changed regularly.

10.         Frequency of meetings and administrative procedures

It was agreed that

1. It was important for the committee to meet regularly as the responsibility of monitoring the car park’s income and expenditure was devolved to the committee by the parish council.  
2. Committee meetings should normally take place every two months.  (Action: David)
3. Tony should pass the paying-in slips and the printouts from the ticket machine to the Clerk as he acquired them, and not wait until the end of the year.  (Action: Tony)

11.         Finance

The committee approved the income and expenditure statement and the budget monitoring sheet (see below).

12.         Street Parking

It was agreed to recommend to the Parish Council the following actions to address the problem of street parking in the village:

a)   To encourage people using the changing rooms at Rhumes barn to park in the car park and not on the road below Beech Hill, David should investigate why access from the bottom of the car park is restricted, and discuss with Paul Wilkinson why the action listed in the YDNPA Area Action Plan to open up this footpath has not happened.  (Action: David)

b)  By using the land opposite the Sun Inn and the land opposite Dent Stores, it might be possible to provide some parking for the houses in the centre of the village.  The committee proposed that the Clerk be asked to investigate the ownership of this land, and report on the previous correspondence that had taken place about transferring the two pieces to the Parish Council.  (Action: John)

c)   In order to enlist the help of residents and businesses in finding a solution to the problem, it was proposed that Jock should ask the Clerk to contact all those affected and ask for their suggestions.  (Action: Jock, John)

d)  The Car Park Committee would then consider the information gained in this way at its next meeting.

13.         Date and time of next meeting

The next meeting will be at 10.30am on Wednesday 15 August 2007 in the Reading Room.

Meeting of 29^th  March 2007 : Reading Room

1. Apologies – John Ioannou.
    

2. Minutes of January meeting - approved and signed.
    

3. Administrator’s monthly report.

-          New chip inserted at a cost of £60, so new tariffs in operation. Machine has been electrically tested and serviced by Caly- Briparc.

-          New tariffs to be displayed on a coloured paper – action Tony.

-          Waiting for Gary Sedgwick to attend to the outside tap.

-          Toilet cleaning satisfactory.

-          Door to disabled has been attended to. Although it does not lock from the inside it was thought that this was for a reason, in the event of someone having to access in an emergency.

      4.   Maintenance issues

-          Another branch to be lopped off a tree, as it is overhanging the toilet block – action David.

-          Signage – Jock and John have this in hand. Members to look at the signing generally on the walls, to find a suitable location.

-          Decoration of toilet block to be done by Steve Hawley. Some discussion re colour for outside but it was thought that there may be restrictions on that. (YDNPA). Suggested that the bus shelter inside could have some sort of finish which could clean.

-          Disabled spaces now marked.

5. Finance.
   1. Income and Expenditure –

income for January £1227.80, expenditure £1178.21

income for February £1001.00, expenditure £644.25

Jock reported that we have been given ‘small business rate relief’ for the last 2 years so this will reduce next years bill significantly.

2. Authorisation of payments - £49.35 to Dent Stores for consumables.
    

6. AOB    

Dog fouling. AW had telephoned the relevant dept to request additional bins but was told that SLDC would not supply them as it meant a special collection. When she pointed out that the current bin is unsightly and should be replaced, the comment was that we should not have it and that it is illegal. As further discussion met with unreasonable, non helpful comments, she terminated the conversation.

How to follow up? As we recalled that there had once been a letter from SLDC asking if fouling on the Green was a problem, it was agreed that David would seek info from Graham.

        7. Next Meeting – Wed 9^th May.

DENT PARISH COUNCIL CAR PARK COMMITTEE MINUTES OF

Meeting of Friday 26th January 2007 : Reading Room

1. Apologies – John Ioannou, Jock Cairns

2. Minutes of October meeting - approved and signed.

3. Administrator’s monthly report.
- Grounds maintenance – tree down, lopping and thinning started.
- Toilet Block – awaiting tap, brush replaced, gutters cleaned, door off ladies’ entrance. Plastic bin now in Gents’ toilet.
- Bus Shelter – Tony has not yet managed to contact Sarah. Re-iterated that the cleaning of the shelter is one of Sarah’s duties.
- Safety Issues – Tony reported that there are none at present.
- Signage – no action as not known whereabouts of key. Probably with John.

4. Finance.
- Authorisation of payments –
 •tree down and removal of wood etc £ 350………….
 • coppicing and removal of agreed trees £ 300………….
 • scraping and cleaning of setts £ 55………….
All above accepted and authorised.

As the estimate for the grass maintenance is not within the committee’s allowed limit, it was agreed to put this to full council meeting.
Also another estimate is expected for painting the toilet block exterior and in addition it seems there is now a window to replace so it was agreed to raise this again at full council meeting.

- Income and Expenditure –
income for January £687.85 from the meter.
income from transferable permits is £480 or £540 Details needed from John.
no expenditure noted by Tony. These figures now come from Jock.

5. Matters Arising. * parking policy amendments implemented
*charging policy was agreed at council November meeting
*map of local businesses deferred till next meeting.
Noted request from Business Forum to include all businesses.
Need to follow up removal of any out of date signs on the walls and look again at space available.

6. Date for next meeting. Agreed to set next meeting for mid March. Date to be agreed.