Date
May 20th 2025
Time
7:30 pm - 9:00 pm
Millbrook Parish Council Full Council meeting
20th May 2025 at 7:30pm
Venue: The Balcony Room, Millbrook Village Hall
Download the agenda here or scroll down the page to view the meeting documents.
Section 1
In accordance with Standing Order 5, the business of the Annual Parish Council meeting shall include:
1. Chair of the Parish Council
1.1. To elect a Chair of the Parish Council for 2024-25
1.2 To receive the Chair’s Declaration of Acceptance of Office
2. Vice Chair of the Parish Council
2.1 To elect a Vice Chair of the Parish Council for 2024-25
2.2 To receive the Vice Chair’s Declaration of Acceptance of Office
3. Chair’s welcome and announcements
4. Governance
4.1 Declaration of Acceptance of Office and Register of Interests forms(as required by s29(1) of the Localism Act 2011).
To confirm completion of the above documents.
4.2 Code of Conduct: To confirm receipt of Cornwall Council’s Model Code of Conduct and receipt of the Parish Councillors’ signed Statement of Assurance confirming they have ‘read the Council’s Code of Conduct including the principles of public life and understand their obligations and behaviour expected of them whenever acting as a Councillor.’
https://millbrook-pc.gov.uk/wp-content/uploads/2025/05/AI4.2-The-Code-of-Conduct-Guide-May-2021-1.pdf
https://millbrook-pc.gov.uk/wp-content/uploads/2025/05/AI4.2-The-Code-of-Conduct-Guide-May-2021-1.pdf
4.3 Civility and Respect: To note that in on 27th September 2022 the Council passed a motion to sign up to the Civility and Respect pledge. (Minute 69b) to re-affirm by signing the Civility and Respect Pledge, our council demonstrates its commitment to treating Councillors, Clerks, employees, members of the public, representatives of partner organisations, and volunteers with civility and respect in their roles.
4.4 Designed Councillor email addresses: To note all Councillors have been issued with an official Parish Council email address (see page 14, 1.47 ‘Digital and Data Compliance of Practitioners’ Guide 2025′)
4.5 Parish Councillor induction information: To note receipt of the CALC induction pack and Parish Councillor information guidance produced by the Admin Support Officer.
5. To receive apologies for absence.
6. To receive declarations of members gifts, declarations of interest relating to matters on the agenda, in accordance with the Council’s Code of Conduct, and to consider any requests for dispensations.
a. Declarations of interests
b. To consider members’ requests for dispensation
c. Declaration of gifts or hospitality with a value of over £50.00.
7. Public forum and Cornwall Councillor report/update.
As per the Standing Orders: Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda. The period of time designated for public participation at a meeting in accordance shall not exceed 30 minutes unless directed by the Chair of the meeting. A member of the public shall not speak for more than 3 minutes.
8. Approval of the minutes from previous meeting
8.1 Minutes of the previous full Parish Council meeting: To approve the minutes of the Full Parish Council meeting held on 15th April 2025.
8.2 Minutes of the previous Planning Committee meeting: To approve the minutes of the Full Parish Council meeting held on 18th March 2025.
8.3 Annual Parish meeting: To receive the minutes of the Annual Parish meeting held on 13th March 2025 (to be formally approved at the Annual Parish meeting in 2026).
9. Policies, procedures and terms of reference
9.1 Current policies and procedures and Terms of Reference for committees and working groups: To receive the Parish Clerk’s document detailing the Council’s current policies. The Parish Council has implemented a rolling programme to review its policies.
9.2 Committees and Working Groups Terms of Reference: To note the Terms of Reference should be reviewed by each committee and working group and brought to the next Full Council for approval.
9.3 MPC Anti-Fraud and Corruption Policy: To review and consider any amendments.
9.4 MPC Climate and Environment: To review and consider any amendments.
9.5 MPC Expenses policy: To review and consider any amendments.
9.6 MPC Press and Media Policy: To review and consider any amendments.
10. Members of committees and Working groups
To appoint members of the following existing committees and working groups as detailed:
10.1 Staffing Committee
10.2 Planning Committee
10.3 Finance Committee
10.4 Asset and Open Spaces Task Group
10.5 Traffic & Transport Advisory Task Group
10.6 Christmas & Events Working Group
10.7 Climate and Environment Working Group
10.8 Community Engagement Working Group
10.9 New committees and working groups (if applicable)
11. Parish Council core documents
11.1 Standing Orders: To review NALC Model Standing Orders, consider modifications and approve.
11.2 Financial Regulations: To review NALC Model Financial Regulations, consider modifications and approve.
12. Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and business
12.1 Millbrook Football Club
To note the arrangements. Millbrook Parish Council own the playing fields, which includes the club house and grandstand (Title number CL203396). The Parish Council has a lease agreement with the Football Club.
To note the arrangements. Millbrook Parish Council own the playing fields, which includes the club house and grandstand (Title number CL203396). The Parish Council has a lease agreement with the Football Club.
12.2 Millbrook Village Hall Management Committee: To appoint a Parish Councillor
representative on the Millbrook Village Hall Management Committee. Millbrook Parish Council are custodian trustees of Millbrook Village Hall. The constitution states the Village Hall Management Committee should have a Parish Council representative on the committee.
12.3 Millbrook Lake Moorings Association: Update on current agreements. The Duchy of Cornwall own the land known as ‘Foreshore at Foss and Ancarva’. A twenty-five-year lease agreement between the Duchy of Cornwall and Millbrook Parish Council expired on 31st March 2025. Millbrook Lake Moorings Associations have management this area on behalf of Millbrook Parish Council. During the meeting held on 20th June 2023, Minute 34.2, it was agreed would not seek a new lease and supports the MLMA in taking the new 25-year lease to commence in March 2025.
12.4 Cornwall Area Partnership (CAP): To appoint a representative. The next CAP Meeting and AGM will be held on Monday 23 June 2025 (venue to be confirmed). The partnership involves Cornwall Councillors and town and parish councils in the area. It also involves other organisations that serve our communities. (These include the Police, health services and voluntary and community sector).
13. General Power of Competence
To reaffirm the resolution passed on 16th November 2021, that Millbrook Parish Council continues to meet the criteria for General Power of Competence.
Parish Clerk’s Certificate in Local Council Administration (CiLCA) qualfication
14. Inventory of land and other assets including buildings and office equipment
https://millbrook-pc.gov.uk/wp-content/uploads/2025/05/AI14-Asset-register-March-2025.pdf
15. Insurance Confirmation of arrangements for insurance cover in respect of all insurable risks
To receive and consider approval of the Council’s insurance proposals.
16. Subscriptions
To note the list of the Council’s and/or staff subscriptions to other bodies.
17. Future meetings
To determine the time and place or ordinary meetings of the Council up to and including the next annual meeting of the Council.
Section 2: Business of the Ordinary Parish Council meeting
18. Millbrook Skatepark
18.1. Skatepark scooter event: To consider the request from Hyphic to host a scooter competition at Millbrook Skatepark. (dates to be confirmed)
18.1 Solar Lighting: To receive an update on the planning application and communication from Solar Vision Lighting Technologies (SVLT)
18.3 Skatepark accounts: To receive the report from the Parish Clerk / RFO
https://millbrook-pc.gov.uk/wp-content/uploads/2025/05/AI18.3-Skatepark-accounts-.pdf
https://millbrook-pc.gov.uk/wp-content/uploads/2025/05/AI18.3-Skatepark-accounts-.pdf
19. Finance
19.1. Council’s bank balance: To note the Council’s Unity Trust bank balances in the current accounts and savings accounts.
19.2 Council’s savings account balance: To note the balance in the Nationwide Building Society Account at the end of April 2025.
19.3 CCLA Investment Management Fund: To note the April 2024 statement detailing £50,000 in the Public Sector Deposit Fund.
19.4. Bank reconciliation: To note the bank reconciliation report for April 2025.
19.5. Bank signatories: To confirm the bank signatories and appoint additional bank signatories.
19.6. Monthly finance report: To receive the Parish Clerk’s budget monitoring report and yearly comparison figures with expenditure increase narratives.
19.7 Submission of Annual Governance & Accountability Return (AGAR) – 2024/25
a. External Auditors: To confirm the appointment of BDO LLP and to pass a resolution confirming there are no conflicts of interests with BDO LLP.
b. Internal Auditor: To receive the Internal Auditor’s professional report and Annual Internal Audit report for 2024/25 (Page 3 of the Annual Governance and Accountability Return 2023/24 Form 3)
c. Annual Governance Statement 2024/25: To review and approve the Annual Governance Statement (Page 4 of the Annual Governance and Accountability Return Form 3).
The document should be signed by the Chair of the meeting and Clerk.
d. Accounting Statements for 2024/25: To review and approve the Accounting Statements for 2024/25 (Page 5 of the Annual Governance and Accountability Return / AGAR From 3)
The document should be signed by the Chair of the meeting and Responsible Finance Officer.
e. Explanation of variance: To receive the explanation of variance report.
f. One of events: To receive the document and note the supporting information relating to capital build project over £100k in the year to be submitted to the External Auditors.
g. Exercise of Public Rights: To agree the arrangements for the exercise of public rights.
Clerk/RFO’s recommended dates. The dates have to be 30 working days and include the first ten working days in July, with the notice date being at least the day before commencement. Recommendation, subject to approval of the AGAR, 2nd June 2025 to 14th July 2025.
19.8 Monthly payments
To note payments made since the last meeting and to approve the payments as presented by the Clerk, included in the list below, and any additional payments presented in the meeting, which can be submitted for approval at the discretion of the Chair.
20. Correspondence and matters to note (for information only)
21. Future items for agenda
To raise matters for future consideration in full council, committee or working group meetings.