Full Parish Council meeting

Date

July 15th 2025

Time

7:30 pm - 9:00 pm


Millbrook Parish Council Full Council meeting
15th July 2025 at 7:30pm 
Venue: The Balcony Room in Millbrook Village Hall  – Agenda 
1. Chair’s welcome and announcements
2. To receive apologies for absence.
3. 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.
4. 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.
5. Matters arising / updates from the last meeting.
5.1 Hedging (Minute 31.3, 17/06/2025)
To note the results of the soil testing, the acceptance of the grant funding, to agree the species of trees and to confirm acceptance of the grant agreement.
5.2 Litter picking (Minute 31.2, 17/06/2025)
Update on the litter picking initiative.
5.3 Barrier in Greenland car park (Minute 32.1, 17/06/2025 – deferred item)
To consider the quotation(s) to move a yellow barrier so that the angle provides better accessibility for those using mobility scooters.
5.4 Car park machine maintenance (Minute 32.2, 17/06/2025)
Flowbird have confirmed their engineer will give the casing of the car park machine a good clean when completing their next service.  (For information: A quotation of £1,035 has been received for replacement casing)
5.5 Meet Your Councillor event – 26th July 2025 (Minute 35, 17/06/2025)
5.6 Tennis court (Minute 40, 17/06/2025
HMS Raleigh trainees and the Parish Council caretaker have been working on weed clearance of the tennis courts.  Quotations have been sourced to cut trim back the hedging between the tennis courts and Southdown Road.  (see agenda item 8).
5.7 Actions outstanding from previous meeting (Minute 40)
To review the list as presented.
6. Approval of the minutes / meeting notes from previous committee and working group meetings.
6.1 Minutes of the previous full Parish Council meeting: To approve the minutes of the Full Parish Council meeting held on 17th June 2025.
6.2 Asset and Open Spaces Working Group: To receive the meeting notes / verbal update from the meeting held on 9th July 2025.
6.3 Christmas and Events Working Group: To receive the notes from the meeting held on 9th June 2025
7. Consultations / requests for support
7.1 Cornwall Council Street Trading policy: To review and consider a comment.
7.2 Sandway Campers Association: To receive the correspondence from Maker with Rame
Parish Council and the document from Sandway Committee regarding the lease and eviction, and to consider the request from the Sandway Committee for Parish Council support.
8. Finance
8.1. Council’s bank balance: To note the Council’s Unity Trust Bank current and savings accounts account balances.
8.2 Council’s savings account balance: To note the balance in the Nationwide Building Society Account at the end of June 2025.
8.3 CCLA Investment Management Fund: To receive the June 2025 statement detailing £50,000 in the Public Sector Deposit Fund and communication from CCLA.
8.4. Bank reconciliation: To note the bank reconciliation report for June 2025.
8.5 Finance report: To receive the Clerk’s finance report.
8.6 External audit: To receive an update from External Auditors, BDO LLP.
8.7 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.
9. Village maintenance / green space
Hedging behind the tennis courts: To consider the quotation(s) to trim back the growth behind the tennis courts.
10. Youth Provision
To consider the proposal(s) from Big Sis CIC
Pack of 3 workshops, Duration: 2 hours, Ideal for Holiday Provision Cost TOTAL  = £1029 Pack of 6 workshops Duration: 2 hours, Ideal for Holiday Provision Cost TOTAL   = £2058 Total programme charge = £17 per young person per session
11. Newsletter
To consider the production of a community newsletter, to agree a budget and whether to continue inclusion of business advertising.
12. Millbrook cemetery
12.1 Entry signage: To agree budget, the wording and specification of signage in the cemetery
12.2 Memorial wall: Subject to community consultation responses, does the Parish Council
wish to seek quotations for the construction of a memorial wall in the cemetery?
12.3 Cemetery Memorial box proposal: Subject to community consultation responses, does the
Parish Council support the proposal for a Cemetery Memorial Box (see ‘Letters to Heaven’ proposal from Saltash Town).
12.4 Grass cutting in the cemetery: (i) To receive recent correspondence regarding the grass cutting management in the cemetery and (i) to agree the grass cutting process for unattended grave plots (ii) To consider a modification to the cemetery grass cutting tender specification to include an annual flail.
13. Millbrook Skatepark
13.1 Solar Lighting: Update on the installation of the Solar Lighting in Millbrook Skatepark and to consider approval of the maintenance agreement, to commence from July 2026, at a cost of £150.00 per column (included in the accepted quotation – 3 year warranty, first year maintenance, dusk / dawn sensors, motion sensor with 10m radius and miro controller with  multiple lighting profile including dimmer).
13.2 Skatepark sealing: To receive the quotations and information regarding sealing the skatepark and to agree next steps (recommendation for 2026-27 budget £1,600)
14. Parish Council Assets 
Parish Council trailer: To approve the expenditure for having the trailer checked by Quay Garage and to agree the process for selling the trailer.
15. Policies and procedures
15.1 Asset and Open Spaces Task Group: To review and approve the terms of reference
15.2 Memorial bench and tree policy: To review , consider amendments and approve the policy.
15.3 Equal Opportunities policy: To review, consider amendments and approve the policy.
15.4 Lone worker policy: To review, consider amendments and approve the policy.
16. Unity Trust grant funding application
To approve the submission of a grant application of up to £5,000 and agree a project for funding.
17. Parish Council representatives: Updates
17.1 Cornwall Area Partnership: Update from Cllr Moorey
17.2 Rame Cluster Group: Update from attendee.
17.3 Village Enhancement Team: Update from Cllr Lewis.
19. Future items for agenda
To raise matters for future consideration in full council, committee or working group meetings.
20. Closed session
20.1 To resolve that pursuant to section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972 S100 (2) the public and press be excluded from the meeting because of the confidential nature of the business to be transacted.
20.2 Play Park equipment
To review the communication from the contractor and to agree next steps.
Download Agenda
Download Minutes