Full Council meeting

Date

June 20th 2023

Time

7:30 pm - 9:00 pm


Millbrook Parish Council Full Council meeting
Tuesday 20th June 2023 at 7:30pm
Venue: The main hall in Millbrook Village Hall

1. Apologies for absence
2. Declarations of gifts and declaration of interest on any agenda item
3. Dispensation – To consider any requests for dispensations relating to agenda items.
4. Public forum and County Councillor report / update
5. Chair’s Announcements
6. Clerk’s report / update
7. Approval of the minutes from previous meeting:
a. Minutes of the last full Parish Council meeting: To approve the minutes of the Annual Parish Council meeting held on Tuesday 16th May 2023.
b. Minutes of the last Staffing Committee meeting : To approve the minutes of the Staffing Committee meeting held on Tuesday 30th May 2023.
c. Minutes of the last Finance Committee meeting: To approve the minutes of the Finance Committee meeting held on Tuesday 30th May 2023.

8. Assets and Open Spaces
a. Fun in French Group / Use of Millbrook Tanyard: To consider the request to use the Tanyard on Sunday 24th September 2023 for a Fete Style community event with stalls, food, drinks, music and games.
b. Millbrook Lake Moorings Association (MLMA) and  Duchy Lease: Does the Council agree, that at the expiry of the lease, the Parish Council would not seek a new lease but support the MLMA in taking the new 25-year lease to commence in March 2025.  (Note: During the meeting held on 15th February 2022, it was agreed the Clerk would contact the Duchy to find out (a) the options for extending the lease (b) whether it is possible for the MLMA to be leaseholders.  An email was sent on 17th March 2022 and further communication followed).
c. Torpoint Scouts / Use of Millbrook Lake:  To consider the request from the section leader for use of Millbrook Lake for kayaking activities on Thursday 29th June or Thursday 6th July 2023.
d. Red Planet Productions / Use of Council car park(s): To consider the requested use of the Council owned car park for the “Beyond Paradise” filming crew and to agree terms and fees.
e. Cemetery regulations:  To note the Cemetery Regulations agreed under delegated authority
(Minute 166.2, 21/03/2023), to agree a date for review and to approve from 1st May 2023: (a) Grave plots can be purchased for a period of 75 years, (b)  Exclusive Right of Burials (ERBs) can be issued for plots where the burial has occurred prior to 1st May 2023 but for  families  / the next of kin where the burials have taken place prior to 1st May 2023 there will not be charged, otherwise the current fee ERB of  £137.50 (which is in addition to the burial  fees) will be charged, (c) Memorials, which must comply with regulations, will not be  permitted to be erected on any plot until one year after the date of interment.
https://millbrook-pc.gov.uk/wp-content/uploads/2023/05/MPC-Cemetery-Regulations-May-2023.pdf

9. Town Crier vacancy
To review the job specification and application form for a new Town Crier and to agree a budget for this position.

10. Finance
a. Council’s bank balance: To note the Council’s Unity Trust bank balance (to be updated in the Council meeting).
b. Council’s savings account balance: To note the balance in the Nationwide Building Society Account.
c. CCLA Investment Management Fund: To note the May 2023 statement detailing £50,000 in the Public Sector Deposit Fund.  (Interest has been transferred to the Unity Trust account).
d. Bank reconciliation: To note the bank reconciliation reports for April and May 2023.
e. Bank signatory: To review and appoint new Parish Councillor bank signatories.
f. Finance report: To receive the Clerk’s monthly financial transaction report.
g. 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.https://millbrook-pc.gov.uk/wp-content/uploads/2023/06/AI10g-payments.pdf

11. Climate and Environment: To receive the notes from the Climate & Environment Action Working Group (WG) Meeting 24th May 2023.

12. Christmas and Events Task Group
a. Christmas and Events Task Group held on 6th June 2023: To receive the meeting notes.
b. Christmas lights and Christmas tree options: To receive the report from the Admin Support Officer, to consider options and to approve expenditure.
13. Traffic & Transport
a. Traffic & Transport meeting on 7th March 2023: To receive the meeting notes from the meeting held on 7th March 2023 and to agree the recommendations.
b. Traffic & Transport meeting on 23rd May 2023 (Hounster Hill Feasibility Study): to receive the meeting notes from the meeting held on 23rd May 2023, (i) update on communication received from Antony Parish Council and St John Parish Council, (ii) feedback from Cormac Highways Manager (via Kate Ewert) and (iii) to agree next steps.
St John Parish Council:
Email from St John Parish Council 11th June 2023: “ My members discussed the feasibility study and obviously they would prefer a new road to be built but realise this is financially  impossible given the current  economic climate. 

My members would support the Wig wag warning lights and restricting HGV into Millbrook so they do not use Hounster hill but this proposal needs to include  the roads through St John and Military road too.

St John is not suitable for  any HGV traffic and we understand  Highways have already stated that the condition of Military road  is so poor it  should not accommodate HGV and there is a danger that the road itself would become unusable within 10 years if there was increased  HGV traffic along this route.”

 Email from Antony Parish Clerk 13th June 2023: “Like St John PC my members unanimously agreed to support the Wig wag warning lights proposal and restricting HGV into Millbrook. However, members stated that this proposal would need to be amended to include protection for the roads in St John and Military road too.

St John is not suitable for any HGV traffic and we understand Cornwall council highways department have already stated that the condition of Military road is so poor it should not accommodate HGV and there is a danger that the road itself would become unusable within 10 years if there was increased  HGV traffic along this route.”

c. No parking / disabled access signage: To approve the installation of the poster designed by Fourlanesend promoting no parking / disabled access required at Millmoor House, West Street (update from Cllr E Woffenden).

14. Policies and procedures
a. Staffing Committee members:To approve the appointment of Cllr Renshaw to join the  Staffing Committee
b. Finance Committee Terms of Reference: To agree that the recommendations from the Finance Committee that the Finance Committees Terms of Reference are approved with no changes.
c. Staffing Committee Terms of Reference: To approve the Staffing Committee Terms of Reference as per recommendations put forward from the meeting held on 30th May 2023.
15. Cornwall Council’s Consultation regarding the renewal of the existing PSPO’s for dogs (excluding beaches) from the Public Protection team: To consider the Parish Council’s response.

16. Does the Council wish to produce another newsletter?  If yes, Council to agree budget, timescales, content, format, and delivery options.(see summary report from the Clerk).

17. Updates / reports from Councillors / Council Officers 
a. Millbrook Village Hall Management Committee: See minutes from meeting / update from Cllr Lewis
b. Millbrook Meet up: See The Peninsula Trust’s Community Hub minutes from the meeting held on 13th June 2023 / Update from Cllr Reilly / Cllr McBain
c. Millbrook Skatepark Project:  Update from the Clerk.  To note £21,250 grant funding received from the UK Government through the UK Shared Prosperity Fund to cover the costs of Preliminary Surveys (Topographical Survey, Cat Scan, Utilities Search, Soil Analysis): £2,500.00 Project Planning professional fees (including H&S, CDM Compliance): £2,750.00 Detailed Design Engineering Drawings: £16,000.00.
d. Tanyard pergola covering: Consultation feedback received to date.  Report from the Clerk.
18. Staffing Committee
To agree the recommendations from the Staffing Committee meeting held on 30th May 2023.
a. Chair of the Committee: Cllr Lewis is elected as Chair of the Staffing Committee
b. Staffing Committee Terms of Reference: To approve the Committees’ Terms of Reference as recommended.
c. Recruitment of Maintenance staff: To approve the appointment of an Assistant Caretaker for 12 hours per week.

d. Training / Routine Play Park inspection course: To approve the appointment of staff attendance of a one-day RoSPA Play inspection course in Exeter at a cost of £530.00.

  • Cornwall Council Streetworks: Closure Order – B3247 Between West Street And Hat Lane, Millbrook – 5th June 2023 to 9th June 2023
  • Cornwall Council: Planning News for Local Councils and Agents Spring 2023
  • Cornwall Council: Changes to rubbish and recycling collection times
  • Cornwall Council: PSPO consultation dogs
  • Cornwall Council: A free Landmark Tree for your town or parish!
  • Cornwall Council / Tamar Crossings:The Plym refit
  • Cornwall Council: Inaugural meeting of the Liskeard & Looe and Cornwall Gateway Community Area Partnership – 6 June 2023
  • Cornwall Council: Affordable Housing Newsletter (May 2023) – Parish/ Town Council
  • Rame Peninsula Public Transport Users Group: Increase in government bus funding.
  • The Rural Services Network: The Rural Bulletins
  • Rame Peninsula Public Transport Users Group: Bus Service Improvement Plan (“BSIP”) – DFT Letter to Local Transport Authorities
  • Cornwall Association of Local Councils: Training bulletin – June, July, August
  • Cornwall Council, Communities Support Assistant – Localism: Local Council Planning Training 2023 – Planning induction refresher: 11 July 15:00-17:30
  • Cornwall Council: Liskeard, Looe and Cornwall Gateway Community Area Partnership meeting notes
  • Friends of Millbrook Chapel of Rest: Transfer of the Chapel to Rame Conservation Trust. The building is now covered under their insurance.
  • Parishioners: Caravan by West Street / The works, Complaints about grass cutting, Street sign at Southdown Road / St Johns Close, Litter by seat in field.
20. Future items for agenda: To raise matters for future consideration in full council, committee or working group meetings.
Download Agenda
Download Minutes