Date
October 15th 2024
Time
7:30 pm - 9:00 pm
Millbrook Parish Council Full Council meeting
Tuesday 15th October 2024 at 7:30pm
Venue: The main hall in Millbrook Village Hall
1. Chair’s welcome and announcements
1.1 Welcome, housekeeping and overview of meeting procedures
1.2 Chair’s announcements.
2. Apologies for absence.
3. To receive declarations of 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. (please refer to the notes at the end of agenda).
a. Declarations of interests
b. To consider members’ requests for dispensation
c. Declaration of gifts or hospitality with a value of over £50.00. Declarations of gifts and declarations of interest on any agenda item.
4. Public forum and County Councillor report/update.
4.1 Public forum
Standing Order 3e: 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.
Standing Order 3f: The period of time designated for public participation at a meeting in accordance with standing order 3(e) shall not exceed 30 minutes unless directed by the chair of the meeting.
Standing Order 3g: Subject to standing order 3(f), a member of the public shall not speak for more than 3 minutes.
4.2 Cornwall Councillor report / update
5. Approval of the minutes from previous meeting
5.1 Minutes of the September Full Council meeting: To approve the minutes of the Full Council meeting held on 17th September 2024
6. Matters arising / actions from the last Parish Council meeting
6.1 Replacement of Cornish flag in the Tanyard (Minute 75.2, Chair’s announcements)
To approve a budget for the replacement of the Cornish flag.
6.2 Millbrook Christmas Light Switch On: To approve the date of 6th December 2024 for Millbrook’s Christmas Light Switch on in the Tanyard.
7. Finance
7.1 Parish Council Unity Trust bank accounts: To note the balances on the accounts
7.2 Parish Council Nationwide Savings Account: To note the balance on the account.
7.3 CCLA Investment Management Fund: To receive the latest statement
7.4 Bank reconciliation report: To receive the September 2024 bank reconciliation reports.
7.5 Internal control check: To note the control checks completed by Cllr Lewis & Cllr McBain.
7.6 Monthly report: To receive the Parish Clerk’s finance report.
7.7 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. (Where applicable, amounts include V.A.T) – see separate list
8. Policies and procedures
8.1 Vexatious Communications policy: To review and consider adopting a Parish Council vexatious communications policy.
8.2 Grant application process: To review and consider any amendments for the terms and conditions of the grant application procedure.
8.3 Financial Regulations: To consider formal adoption of the updated NALC Financial Regulation (amendments approved during the Parish Council meeting held on 17th September 2024, Minute 84.2).
9. Assets & Open Spaces
9.1 ‘Feed the bees’ signation on the verges / open space: To promote allowing Millbrook’s green spaces to grow and thrive with wildlife, to consider the purchase of ‘Pardon me we are feeding the bees’ or other appropriate signage, as recommended by the Climate and Environment Working Group and if agreed to approve a budget.
9.2 Trees trimming around overhead powerlines: To note the communication from Birch Utility Services regarding tree trimming along Southdown Road area.
10. Millbrook Cemetery
10.1 Millbrook Cemetery – monuments and gravestones: To receive an update on the Topple Testing in Millbrook Cemetery.
10.2 Monuments: To consider an amendment to the Cemetery Regulations requiring future larger scale monuments have their plot numbers inscribed on the back of the monuments.
10.3 Burials / interment of cremated remains: To consider the request from one of Millbrook Parish Council’s contractors to cover the costs of digging a plot for their deceased family members’ ashes and to only pay for the Exclusive Right of Burial fee.
11. Grant funding / community support
11.1 Guard Up Boxing funding request: Following the Parish Council decision made during the
meeting held on 21st May 2024 (Minute 20) to receive the updated correspondence regarding Torpoint Town Council’s funding support and to consider a donation of £377 (50% of the original funding request.
11.2 Youth Provision support: To consider Parish Council financial support towards youth provision costs in Millbrook.
11.3 Rame Repair Café: To consider a budget of £500 to cover the costs of room hire, batteries, parts, refreshments and consumables.
12. Millbrook Football Club
Access to the football club from the lakeside path: To consider the request to add an additional single access gate entrance from the lakeside walkers’ path that allows access into the club outside seating area and children’s play area (Lakeside bar side).
13. Millbrook Model Mariners / Picnic bench near the lakeside
To receive the correspondence regarding vandalism of the picnic bench and to consider whether to fund a replacement.
14. Legal agreements
Cornwall Council CIL Neighbourhood payments: To receive the letter regarding the Funding Agreement to Residential Neighbourhood payments to Zone 5 Parishes (from the Community Infrastructure Levy) and to approve signing the agreement.
15. Reports / updates from Parish Council working groups and Parish Councillor representatives from partnership organisations
15.1 Parish Council Community newsletter meeting: To receive the notes from the meeting held on 23rd September 2024
15.2 Christmas and Events meeting: To receive the notes from the meeting held on 23rd September 2024.
15.3 Climate and Environment Action Working Group: To receive (i) the notes from the meeting held on 17th July 2024 (ii) the notes from the meeting held on 24th September 2024
15.4 Millbrook Village Hall Management Committee – update from Cllr Lewis
16. Correspondence and matters to note (for information only)
To receive a list for information purposes.
https://millbrook-pc.gov.uk/wp-content/uploads/2024/10/AI16-Correspondence-and-matters-to-note-for-Oct-meetinguly-2024.pdf
17 Future items for the agenda
To raise matters for future consideration at full council, committee or working group meetings.