MInutes Annual Parish Meeting May 2017

Incoming clerk to the Council –
Mrs Jodie Ellis, Trannnack Farm, St Erth, Hayle TR27 6ET: Tel 07855 774 357

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MINUTES OF ANNUAL PARISH COUNCIL MEETING
MADRON PARISH COUNCIL
HELD AT MADRON COMMUNITY ROOMS
MONDAY 15th MAY 2017 AT 7.30pm
Draft to be approved on 1st June 2017
Present:
Cllr Mrs C. Roberts (chairman) Cllr V. Peake (vice chairman)
Cllr Mrs A. Jenkin Cllr Mrs G. Burlton
Cllr Mrs L. Phillips Cllr. M. Scoble
Cllr H. Eddy Cllr S. Bates
Cllr R. Mann Cllr A. Burrows
Cllr I Phillips

Cornwall Cllrs S. Elliott and Mrs H. Hawkins

Clerks, Mrs J.L. Ellis and Mr W.E. Wilkins, no members of the public

1. To receive acceptance of office and Notification of Financial and Other Interests from councillors
All Madron Parish Councillors presented their completed Notification and Other Interest Forms to the clerk. They signed their Acceptance of Office Forms and these were countersigned by the clerk.
2. Election of Chairman
It was proposed by Cllr Roberts, seconded by Cllr Jenkin and unanimously agreed that Cllr Peake be elected to the office of chairman for the forthcoming parish year
3. To receive the Acceptance of Office from the Chairman
Cllr Peake signed his Acceptance of Office form and this was countersigned by the clerk
4. Election of Vice – Chairman
Cllr Peake informed the meeting that he had planned to have Cllr Tanner as his vice-chairman but in view of him not being re-elected he asked for a temporary vice chairman until the question of co-option for the one remaining seat has been discussed and agreed. This was approved.
Cllr Peake proposed that Cllr Roberts be his vice-chairman on a temporary basis and this was seconded by Cllr Scoble and unanimously agreed.
5.Apologies
None

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6. Declarations of interest on items on this agenda
Cllr Burlton – item 25, assistance to Playing Field Committee as a committee member.
Cllr Burlton – item 20 Planning – PA17/03867 at Landithy Farmhouse as an immediate neighbour.
Cllr Eddy – item 20, Slight Hill as a neighbour
7. Dispensations
None
8. Introduction of new councillors
Cllrs Lynda Phillips and Cllr Alan Burrows introduced themselves as new councillors and Cllr Roy Mann as a previous parish and Cornwall Councillor.
9. Introduction of new clerk
Chairman and councillors welcomed Mrs Jodie Ellis to this post taking over from Mr Wib Wilkins who has been clerk for the last 15 years but was retiring on medical advice.
10. Appointment of councillors with specific responsibilities for: –
a footpaths and public rights of way Cllr Burlton
b. police liaison Cllr Burrows
c. parish council website Cllr Scoble and clerk
d. health and hospitals Cllrs Jenkin and Eddy
e. transport No longer required
f.waste disposal and recycling No longer required
g. planning councillors Chairman, vice-chairman, Cllrs Scoble and Jenkin – all councillors are entitled to attend.
h. two auditing councillors to include Cllr Scoble and Cllr Roberts on a
risk assessments temporary basis
i liaison with playing field committee Cllrs Burlton and Bates
j. trustee to Daniel School Foundation Trust Cllrs Jenkin and Scoble
k. trustee to Tripconi Trust Cllrs Peake and I. Phillips
l. affordable housing To be decided when needed
m. routine maintenance throughout the parish Cllr Bates
n. Older Peoples Forum Cllr Mrs Phillips
o. Town and Parish Forum Chairman, clerk, Cllrs Scoble and Mann
p. Press liaison Chairman and clerk
Cllr Roberts informed the meeting that she was resigning as a governor of Trythall CP School and there may be a request for a representative of this council to be appointed as a governor.
11. Review the terms and conditions of the clerks
(Mrs Ellis left the meeting at this point)
Mr Wilkins is leaving and so this refers now only to Mrs Ellis. She has agreed to accept her salary as scale 20 on the NALC scales for an average of 60 hours per month with an allowance of £30 per month for her office and 45 pence per mile travelled as offered by the interviewing panel. There will be a review after 6 months in post. This agreement was approved by the full council.
(Mrs Ellis returned to the meeting at this point)
12. Confirmation of Standing Orders
Clerk reported that he had circulated the model NALC standing orders which he recommended be adopted by this council. There was one error and this related to recording or photographing meetings and he had amended this as it is now permissible.
Cllr Jenkin pointed out that the Standards Board is recommending that all councillors should attend a Code of Conduct Course within 6 months of submitting their Financial and Other Interest forms. She felt that in time this council may include this in Standing Orders. At the present it was not viable as she was unable to get to the Penzance session but as a member of Standards Board she is going to a course at Truro.

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Cllr Scoble informed the meeting that he had applied for Code of Conduct Training at Penzance and Camborne but courses were fully booked. He requested that the clerk write to the appropriate people at Cornwall Council insisting that more courses should held in the west of the county. All councillors supported this and clerk was instructed to do this.
It was proposed by Cllr Roberts, seconded by Cllr Burlton that the standing orders were unanimously approved and they were signed (with amendment) by the Chairman.
13. Confirmation of Financial Regulations
Clerk has emailed NALC financial regulations to councillors and recommends that these be approved by Madron Parish Council. It was proposed by Cllr Eddy, seconded by Cllr Bates and unanimously agreed that the regulations be accepted and they were signed by the chairman.
14. Confirmation of 3 signatories to Barclays Bank.
Clerk reported that in view of the resignations of Cllrs Pritchard and Bone who were signatories he had taken action at the end of the last financial year for Cllrs Roberts and Burlton to take over the vacant roles and Cllr Jenkin to remain as the third signatory. It was proposed by Cllr Burrows, seconded by Cllr Eddy and agreed that this action be approved.
15. Acceptance of minutes
The minutes of the Ordinary Meeting held at Trythall CP School on 6th April 2017 were unanimously approved.
16. Public Participation
None
17. Chairman’s Comments
Cllr Peake welcomed new councillors, clerk and also the new Cornwall Councillors.
18. Councillors’ Questions and Comments
Cllr Jenkin reminded members that the last council had considered making a donation to Gulval Parish Church towards the erection of new toilets when work commenced. Work is now in progress and Cllr Jenkin asked that this be made an item on the next agenda to consider this and if accepted to agree the sum of the donation. This was agreed.
Cllr Scoble proposed that a letter of thanks be forwarded to ex Cornwall Councillor Bill Maddern for all the work he had done for this parish over the years. This was seconded by Cllr Roberts, unanimously agreed and the clerk was instructed to send a letter.
Cllr Eddy reported that a local action group has been formed due to concerns of proposed 750 houses being built between Heamoor and Gulval and a petition of objection has been started. The organiser has approached Cllr Eddy who has advised them to write to this council and attend the June meeting to speak in public participation. It was agreed to await the letter and attendance at the next meeting.
Cllr Roberts was concerned that the Cornwall Council website was not operating on the day after the election in relation to results and councillors and ex-councillors were finding out results from other people and she hoped matters will be remedied before the next election. Cornwall Cllr Elliott endorsed this concern describing the count and follow up as shambolic and Cornwall Cllr Mann shared the same view. Cornwall Cllr Elliott agreed to take this up with the relevant officials.
Cllr Roberts has received an email from the owners of Kenegie Lodge inviting councillors to visit their premises where they plan to erect a form of holiday accommodation. They are awaiting a pre-planning report from Cornwall Council and would welcome any feedback from this council. It was agreed that this should be an agenda item in June.
19. Comments from Cornwall Councillors
Cornwall Cllr Hawkins informed members that she represented the whole of St. Buryan Ward but would have a particular interest in Madron Parish as this is where she lived.
Cornwall Cllr Elliott informed the meeting that he was a teacher at Mounts Bay School but was reducing his hours in order to give full attention to his new role and assured the meeting he would provide a strong service.

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20. Planning
Applications
PA17/02948 – construction of a single storey kitchen extension at 1 Bellair Road, Madron – supported
PA17/03261 and 03262 (listed building) – construction of compost stores, associated hard standing area and drainage at main drive to Trengwainton Gardens, Madron – supported
PA17/01055/PREAPP – pre-application advice for the conversion of barns into residential units at Lower Trembath, Buryas Bridge – noted
PA17/03867 – construction of games room and sauna at Landithy Farmhouse, Bellair Road, Madron (Cllr Burlton declared an interest and left the room) – supported
Results
PA17/00845 – retention of an existing building 1A to be used as a separate dwelling, creation of a 1st floor side extension forming garage and associated works at 1A Vingoes Lane, Madron – approved.
Other Planning Matters
April Planning Newsletter has been circulated to councillors by email – noted
Clerk and Cllr Scoble reported that there had been complaints made to the effect that building appears to have started at the land at Slight Hill Heamoor where the temporary permission has been given for retention of a static caravan for agricultural purposes. (Cllr Eddy declared an interest as a neighbour and took no part in this item) This has been subject of previous applications since 2014 and permission was made temporary to see how viable the business was. Permission has never been given for building. Clerk has passed this to Sally Brown at Planning Enforcement for enquiry asking for priority attention and results are awaited. Cllr Scoble was concerned at the lack of attention by Planning Enforcement and Cornwall Cllr Elliott agreed to take this concern up with the Panning Department.
Cornwall Council has issued a Special Planning Newsletter concerning pre-application advice. This has been circulated to councillors but more information will be given on the circulated planning training to which councillors are invited. Noted
Clerk has circulated to new councillors the way to view planning applications on Cornwall Council website prior to meetings.
21. Public Rights of Way
Clerk has circulated the cutting schedules to thee contractors with the cuts to gold paths to take place in June and September and silver paths in early July
22. Clerk’s Report and Correspondence
Clerk has completed instructions from last meeting. He has contacted Cornwall Air Ambulance and councillors are invited to visit their base for a talk and look around as a group between 9am and 5pm in the working week any time after 1st July. Cllrs Jenkin, Roberts, Burlton Scoble and Peake all wished to attend and asked for the visit to take place during the week commencing 24th July. Clerk to liaise with the Air Ambulance staff.
Cornwall Council – Church Road, Madron will be closed from 17th to 24th May from 0730 until 1800. Noted
Police and Crime Commissioner’s report for April has been circulated to councillors by email. Noted
Channel 4 is inviting all villages to apply for inclusion in a series for the ‘Village of the Year’. This has been circulated to councillors. Noted
Cllr Potter from Helston has emailed an update on his hopes for the Tour of Britain Cycle Race to include Cornwall and this has been circulated to councillors. Noted
After the recent elections there is one seat available in the Madron Ward for a parish councillor. Clerk recommends that notices be posted on notice boards as soon as possible inviting applications for co-option as the vacancy has to be advertised for 14 days. He has prepared the notice and if these are attached to notice boards councillors can elect their preferred candidate at the next meeting of this council on 1st June. It was proposed by Cllr Roberts, seconded by Cllr Eddy and unanimously agreed that this action be taken.
At the request of Cllr Roberts, clerk has found the sources to obtain pads for the defibrillators and these have been circulated to Cllrs Peake, Roberts and Scoble as defibrillator checkers.
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Clerk reminded all councillors involved in the election to submit their expense forms even if it is a nil return as failure to do so is a criminal offence.
23. Status of Kennel Lane
Ex Cllr Tanner has researched this as a result of problems with motor cyclists using the lane which were reported to the last meeting. He has emailed the clerk as follows: ‘Kennel Lane is shown on the definitive maps as a gold standard bridleway. Normally this means that the public are barred from using vehicles along it but landowners may have the rights to use vehicles alongside a path. Only an inspection of the title deeds would tell us that.
Cllr Tanner recommends that letting this matter lie quiet until/unless any further instances of vehicle use occur.’ This recommendation was unanimously accepted.
24. Application 2937 to de-register 0.932 hectares of land as common land at New Mill
Ex Cllr Tanner, now as a parishioner, has been researching this issue. He reports that the legal arguments for and against would seem to be based on what was or was not waste land of the manor, or unenclosed land at the time of registration which may have been in 1965.
The documents supporting the owner’s appeal are all lodged at Truro and Mr Tanner has not seen them. However he is aware that in similar cases the facts are often not clear cut and there are lengthy examples to be found on what is proof or not proof one way or another. As a parishioner he requests that this council puts forward the following comment to the relevant authority. ‘In the event of arguments on each side being inconclusive, this parish would prefer that the status quo is maintained and that the Parish continues to enjoy the benefit of the land as right to roam as it has done now for many years and that the land continues to be a wild life haven and a local amenity’.
Cllr Roberts has been in contact with Martin Wright who is the officer at Cornwall Council dealing with common land matters. He has forward more detail to her as a result of which Cllr Roberts agrees with Mr Tanner’s views. Cllr Eddy has had dealings with common land for this parish. He understands that the landowners purchased this land only 3 years ago and he endorses the views of Mr Tanner and Cllr Roberts. It was proposed by Cllr Roberts, seconded by Cllr Eddy and unanimously agreed that the clerk reply accordingly before 20th June.
25. To consider financial assistance to Madron Playing Field Committee
This item has been brought to the meeting due to damage and anti-social behaviour at the playing field. Cllr Burlton, as a member of the Playing Field Committee, has reported to the clerk that the available Playing Field funds amount to £1,900 but £188 will be paid out this month for insurance. The cost of CCTV will be between £1000 and £1500 depending on which system is purchased and also there will be £150 required for repair to a damaged window and the cost of putting up a new gate to prevent cars going up to the pavilion when it is not in use. (having supplied this information Cllr Burlton declared her interest and left the room)
After discussion it was proposed by Cllr Burrows, seconded by Cllr Bates and unanimously agreed that the Playing Field Committee provide three quotes for councillors to study before taking this any further. (at this point Cllr Burlton returned to the meeting) Cllr Burlton was informed of this requirement
The previous council had approved the Playing Field Committee purchase extra playing facilities and these have been obtained from South West Play at a cost of £2462.40 This includes £410.40 VAT which will be reclaimed at the end of this financial year. This is in the finance section of this meeting
26. To note the receipt of Council Tax Support Grant
Grant Thornton acting for the Audit Commission insists that this receipt should be minuted prior to the acceptance of the accounts for 2016-17. Details are on the Receipts and Payments Accounts circulated to councillors. It was proposed by Cllr Jenkin, seconded by Cllr Bates and unanimously agreed that this grant is shown in the accounts as received by this council.

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27. To approve Parish Accounts for the financial year 2016-2017
The accounts prepared by the clerk as Responsible Financial Officer for the financial year 2016-2017 have been completed and have been circulated to councillors by email and hard copies are available at the meeting. They have been audited by Cllrs Scoble and Tanner throughout the year and the Independent Internal Audit completed by Mr Gallie. All have approved the accounts and have signed to that effect. It was proposed by Cllr Burlton seconded by Cllr Jenkin and unanimously agreed that this council approves the accounts. Clerk will now forward all details to Grant Thornton for final approval.
28. General Finance
It was proposed by Cllr Eddy, seconded by Cllr Bates and unanimously agreed that the following accounts be paid: –
W.E. Wilkins, clerk – salary £703.68, office allowance £30.00, mileage £24.30, petty cash (which includes £70 for Moneysoft payrole £78) £118.75: HMRC – Nat.Ins and PAYE £203.33; Mr D. Gallie – Internal Audit £120.00; Trythall CP School – rent for meetings £60.00; Cornwall Association of Local Councils – annual subscription £470.81; South West Play – equipment for Madron Playing Field £2462.40; Aon Insurance – annual parish insurance £273.39. Clerk advised new members that all VAT paid will be claimed back.
He also reported that he had submitted a claim to HMRC for repayments of £320.15 due from last financial year and he has just received notification that this has been approved..
29. Time and date of next meeting
7.30pm on Thursday 1st June 2017 at Trythall CP School

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