Date

April 26th 2022

Time

7:30 pm - 9:00 pm

Agenda

1.   Apologies for absence

2.   Declarations of interest on any agenda item

3.   Declaration of gifts

4.   Dispensation

To  consider any requests for dispensations relating to agenda items.

5.   Public forum and County Councillor report / update 

6.   Chair’s announcements

7.   To note the Clerk’s report     

8.   Approval of minutes from previous meetings

a.   To approve the minutes of the full Parish Council meeting held on 15th March 2022

b.   To approve the minutes of the Finance Committee meeting held on 29th March 2022

c.   To approve the minutes of the Planning Committee meeting held on 5th  April 2022

9.   Membership subscriptions,  annual contract renewals and ervice agreements

a.    Cornwall ALC: To note the communication from Cornwall Association of Local Councils and to approve the continuation of the subscription @ £749.18 (ex V.A.T.)

b.    Institute of Cemetery & Crematorium Management (ICCM): To consider approval of the annual subscription at £95.00

c.    Scribe accounting package: To approve the continuation of the Annual Software Licence @ £468.00 ex V.A.T. for unlimited users.

d.    Cornwall Council parking SLA: To consider approval the Service Level Agreement, from April 2022 to March 2023, with Cornwall Council Civil Parking Enforcement Services and to agree a budget.

e.    West Street Car Park machine: To approve the maintenance renewal fee of £650.94 ex V.A.T. from Flowbird

f      Hand wash dryers in the public toilets: To note the communication from the Wallgate regarding the servicing of the washer / dryer Wallgate machine in the public toilets.

10. Finance

a.   Council’s bank balance: To note the Council’s bank balance

b.   Finance report: To notes the Clerk’s finance report

c.   Bank reconciliation report: To note the completion of the bank reconciliation report for March 2022 and internal control checks completed by Cllr Roberts and Cllr Lewis on Friday 1st April 2022.

d.  Finance committee recommendations:

(i) West Street car park fees: To approve the recommendation of the Finance Committee to complete a statutory consultation to review the car park fees.
(ii) Investment of funds: To consider the recommendation from the Finance Committee to invest £50,000 with CCLA.
(iii) Asset register: To approve the Council’s asset register as at 31st March 2022.
(iv) Financial Risk Management Scheme: To approve the Financial Risk Management Scheme, as prepared by Parish Clerk / RFO and reviewed during the Finance Committee meeting held on 29th March 2022.

e.  Monthly payments

11. Grants, donations, and community support

a.   Support for Ukraine:
Update on local support for Ukraine

b.  Cornwall Air Ambulance donation request:

To consider the funding request for a donation to the Cornwall Air Ambulance Service.

c.  Millbrook Preschool funding request:

To consider the funding request from Millbrook Preschool to fund a Queens Platinum Jubilee ‘Tea in the Tanyard’ celebration.

d.  Queens Platinum Jubilee memorabilia:To consider the purchase of Jubilee mugs or alternative memorabilia for the children of the parish. (See document from the Parish Clerk).

12. Traffic & Transport

Recommendations from the Traffic & Transport Advisory Task Group meeting held on 5th April 2022:

a.  Bike hoops: To review the presentation from Mr Jim Woffenden and to agree the recommendations regarding the purchase of bike hoops.

b. Bike lockers: To review to quotation from Bikeaway and to consider purchasing two x bike lockers for West Street car park.

c.  Prioritised Traffic & Transport issues in the parish: to request a proposal from Aecom.

13. Climate change and environment

a     Rame Centre Window Display: Update

b.   EV Charging Points in West Street Car park:
(i) General progress update from Cllr Mattholie
(ii) Selection of preferred EV charge point supplier
(iii) To consider formally accepting the EV charge point supplier quotation prior to lease agreement amendments being finalised.

14. Policies and procedures

a.    Expenses policy
To consider approval of the NALC Model expenses

b.   Finance committee terms of reference:

To approve the Finance Committee Terms of Reference as recommended during the meeting held on 29th March 2022.

c.   Kernow Lounge Licence agreement:

To consider amendments for the licence agreement for use of the Tanyard by Kernow Lounge.

d.   GDPR / Use of personal emails: Update from Clerk

15. Annual Parish meeting

a. Update on arrangements for the Annual Parish meeting: 14th May 2022
b. Annual Parish meeting event costs: To agree a budget for refreshments and event costs.
c. Enhanscapes Community Engagement project: To consider approval of the quotation from Enhanscapes for a ‘walk and talk’ around Millbrook Lake.

16. Website

To consider the proposal from Seadog.IT for the installation and set up a website calendar at a cost of £120.00.

17.  Office costs, staff training & Development and general maintenance

a. Tanyard lighting: To agree a budget for replacement lighting in the Tanyard.
b. Council Office window: To review the quotation(s) from 1st Glass Windows for a replacement office window and to approve a budget.
c. Office equipment: To agree a budget for the purchase of a monitor screen for the Admin Support Officer.
d. Website training: To agree the quotation from Seadog.IT for website training at a cost of £95.00.

18. Correspondence and matters to note