Date
May 19th 2026
Time
7:30 pm - 9:00 pm
Millbrook Parish Council Full Council meeting
19th May 2026 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 2026-27
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 2026-27
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. Councillors to confirm all documents are up to date
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 re-affirm the Civility and Respect Pledge agreed in September 2022 (Minute 69b) confirming that the Council to 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 continue to use the designated official Parish Council email address.
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 21st April 2026.
8.2 Minutes of previous Planning Committee meeting: To approve the minutes of the Planning Committee meeting held on 21st April 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 Expenses policy: To review and consider any amendments.
9.5 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: To receive an update on MLMA’s current position regarding lease agreements with The Duchy of Cornwall. 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. Historically, MLMA have management this area on behalf of Millbrook Parish Council. During the meeting held on 20th June 2023 (Minute 34.2), it was agreed MPC would not seek a new lease with the Duchy of Cornwall.
12.4 Cornwall Area Partnership (CAP): To appoint a representative.
13. Insurance Confirmation of arrangements for insurance cover in respect of all insurable risks
To approve the costs of the Parish Council’s insurance renewal with Clear Insurance (MPC has a long-term agreement with Clear Insurance until 2028).
14. Subscriptions
To note the list of the Council’s and/or staff subscriptions to other bodies.
15. 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
16. 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
17. Updates / actions arising from the previous meetings.
17.1 Pedestrian safety access from the footpath near the public toilets / purchase of foldable barrier (Minute 155.2)
Having cat scanned the area by the public toilets, the proposed site is unsuitable for the installation of the foldable barrier. The Parish Council is asked to consider next steps.
17.2 Defibrillator installation
Update on communication relating to electric supply for potential defibrillator at Mill View Gardens.
17.3 Car park machine installation (Minute 174.4)
To receive an update.
17.4 Cornwall Council Public Realm and Weed Control (Minute 185)
To note receipt of the letter from the Cabinet of Cornwall Council relating to its engagement with the town and parish council sector following recent issues concerning public realm weed treatment and the use of glyphosate and the communication from Cornwall Association of Local Councils committing to represent the sector’s interests.
17.5 Yellow lines, remarking of ‘no entry’ signs and EV Charge Point markings (Minute 156.4)
Update on works in West Street Car Park.
17.6 MPC Asset Register (Minute 188.5)
To note the recommendations from the Internal Auditor regarding the purchase of a fireproof container and to agree a review of the Asset Register once the External Audit for 2025-26 is complete (note Cycle Lockers, hoops and bars to be added to the asset register).
17.7 Tractor and Trailer slide ground preparation (Minute 189.2)
To receive an update on pre-installation ground preparation works.
17.8 MPC Risk Management Scheme (Minute 191.1)
To approve the updated Risk Management Scheme amended to include reference to fireproof storage (as recommended by the Internal Auditor)
18. Climate and Environment
18.1 South West Water – A Vote of No Confidence in South West Water
To receive the communication from Dowr Glan, a cross-party campaign set up by Cornish local councillors who think that South West Water has failed for 36 years to demonstrate that they could manage competently the Cornish sewage network, and to consider that;
• This Council notes with grave concern the systemic failure of South West Water to manage the sewage system in Cornwall. Despite record bills and government intervention, raw sewage continues to impact our environment and public health. Therefore, this Council resolves:
a) To formally declare a Vote of No Confidence in South West Water.
b) To sign the collective letter to the Secretary of State demanding the removal of South West Water’s management through a Special Administration Order.
Councillors to refer to the Discharge Date from Millbrook Sewage Works (Southdown) into the Tidal Creek – May 2025 to May 2026, provided by Cllr A Lewis.
18.2 National Emergency Briefing – film screening proposal
In November 2025, the National Emergency Briefing brought together leading experts to present the latest evidence on the climate and nature crisis to politicians and other influential people in Westminster. The Parish Council has been asked to consider hosting the screening of the People’s Emergency Briefing.
19. Finance
19.1. Council’s cash, bank and savings account balances: To receive an update of the Parish Clerk the Parish Council funds.
19.2. Bank reconciliation: To note the bank reconciliation report for April 2026.
19.3. Bank signatories: To confirm the bank signatories and appoint additional bank signatories.
19.4. Monthly finance report: To receive the Parish Clerk’s budget monitoring report and yearly comparison figures with expenditure increase narratives.
19.5 Submission of Annual Governance & Accountability Return (AGAR) – 2025/26
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. Professional Internal Auditor review: To receive the Internal Auditor’s professional report and note the recommended actions.
c. Annual Internal Audit Report 2025/26: To receive the Internal Audit Report (Page 3 of the Annual Governance and Accountability Return)
e. Annual Governance Statement 2025/26: 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.
f. Accounting Statements for 2025/26: To review and approve the Accounting Statements for 2025/26 (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.
g. Explanation of variance: To receive the explanation of variance report.
h. 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.
i. 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, the date of inspection period will commence on 16th June 2026 and end on 27th July 2026.
19.6 Cemetery fees
To review the fees for burials, purchase of burial plots and permit fees for headstones and to consider any increase in fees (last reviewed 17th January 2023 – Minute 119i).
19.7 Monthly payments: To note payments made since the last meeting and to approve the payments as presented by the Clerk.
20 Sport / play and recreation amenities
20.1 Annual inspection report – to receive the report and agree next steps.
20.2 Removal of agility play equipment – to receive an update.
20.3 Replacement swing frames – to review the quotations and consider the options for repair / replacement timber frames or replacement frames using composite material.
20.4 Replacement of flat swing seats and fixing – to review and consider approval of quotations.
20.5 Junior Football Field: To receive an update on the maintenance and potential future use of the Junior Football Field and to agree next steps.
21 Parish bin collection
To receive the communication from Cornwall Council regarding a change in the administration for the parish bin collection and to approve the Service Level Agreement for Parish Council owned bins and the quotation.
22 Correspondence / matters to note / reports and updates.
22.1 Correspondence: To receive a list of correspondence.
22.2 Reporting: To receive a list of issues reported to Cornwall Council / outside bodies
22.3 Village Hall Committee: To receive an update.
22.4 Future meetings: To put forward items for consideration at future meetings.
23. Future items for agenda
To raise matters for future consideration in full council, committee or working group meetings.