Full Parish Council meeting

4.1 Public forum: 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 (Standing Order 3f).  A member of the public shall not speak for more than 3 minutes (Standing Order 3g).

4.2 Cornwall Council report / update: To receive the January 2026 reports and any further verbal updates from CC Kate Ewert.

5.1 Black Prince Flowerboat Festival grant application (Minute 135.1, 20/01/2026)

To receive an update on queries relating to the organisations’ accounts and to consider a donation of £1,000 to cover the costs of insurance and public liability (traffic management and each fete).  Note: Maker with Rame Parish Council have committed to award a grant on the proviso that Millbrook Parish Council make a similar grant.

5.2 Rame Better Birth: To receive an update on the funding commitment a) should the room hire costs be lower than envisaged then the organisation will refund the difference b) the funding will be awarded after April 2026 (therefore from of the 2026-27 budget).

6. Approval of the minutes from previous meeting and receive meeting notes from Parish Council working group

To approve the minutes of the Full Parish Council meeting held on 20th January 2026

6.2 Climate and Environment Working Group

To receive the notes from the meeting held on 9th December 2025.

6.3 Christmas and Events Working group

To receive the notes from the meeting held on 27th January 2026.

6.4 Asset and Open Spaces Task Group

To receive the notes from the meeting held on 3rd February 2026

6.5 Traffic & Transport Working Group

To receive the notes from the meeting held on 4th February 2026

7.1. Bank balances and savings / investment account balances

To note the balances in the Unity Trust bank accounts, petty cash tin, Nationwide Building Society and Public Sector deposit funds.

7.2 Bank reconciliation reports: To receive the bank reconciliation report for January 2026.

8.1 Millbrook Parish Council Grants and donations: To receive an updated report from the Parish Clerk relating to Millbrook Parish Council grants and donations.

8.2 Pigshill Woods: To consider the request for a donation of £600 to part fund a Forestry First Aid course and replace out of date first aid items.

9.1 Community Highways Improvement Programme: (i) To consider the recommendations of the Traffic and Transport Working Group to submit an application for funding to extend footways on both sides of the crossing point between Blindwell Hill and Fore Street to improve visibility and provide greater useable footway width (as per drawing produced in March 2023 by Cormac). (ii) If 9.1(i) is approved to agree a Parish Council budget towards the scheme.  Note: Deadline for Expressions of Interest is 26th February 2026.

9.2 Pedestrian safety access from the footpath near the public toilets: To consider the recommendations of the Asset and Open Spaces Task Group to install a folding bollard by the public toilets and to agree associated budget costs.

9.3 Pedestrian access from West Street Car Park to the play park / green space: To consider the recommendations of the Asset and Open Spaces Task Group to install hi-vis wheel stops.

9.4 Vehicle Activation sign in Dodbrook: To receive an update.

10.1 Electric Vehicle Charge Point Tariffs: To receive an update on legal advice relating to the reduced rate for locals, to receive the report from the Parish Clerk and to consider a revision in the EV Charging Tariffs.

10.2 Charging variances for motor homes / larger vehicles in West Street car park

(i) To receive a copy of the West Street Car Park lease agreement with Cornwall Council, to review the current Parking Order (ii) To revisit the decision made in the Parish Council meeting held on 20th January 2026 (Minute 138.2) and following the communication from Cornwall Council to agree measures and associated costs to restrict vehicles over 3 Tonnes using West Street Car Park or if applicable to agree a variance in charging.

10.3 Car Park permits: To consider restricting a limit of no more than one resident car park permit per household for vehicles in West Street car park.

10.4 Yellow Lines and remarking of ‘no entry’ sign: To consider the quotation(s) as supplied for the maintenance in West Street Car Park.

11.1 Cornwall Council – Local Maintenance Partnership: To review the documents and consider the approval of the agreement (recommendation from the Asset & Open Spaces Task Group is not to sign up to the agreement and to continue reporting overgrown footpaths to Cornwall Council).

11.2 Tree fallen in Millbrook Lake: To note the feedback from Environment Agency regarding the tree which has fallen in Millbrook Lake.

11.3 Water safety equipment: To consider relocating the water safety equipment on the bank of the lake, opposite New Road and near the habitat area and to approve associated costs.

11.4 Storage container for sandbags: To approve a budget for the replacement sand bag storage container in the Tanyard and removal of the old container.

To receive an update on communication with businesses at Gallows Park and Millbrook  Business Park and to approve priorities for additional defibrillators in the parish.

13 Policies and procedures – To review and approve the policies listed below

13.1 MPC Climate and Environment Working Group Terms of Reference

13.2 MPC Retention policy
https://millbrook-pc.gov.uk/wp-content/uploads/2025/03/MPC-Document-Retention-and-Disposal-Policy-July-2025.pdf
https://millbrook-pc.gov.uk/wp-content/uploads/2022/04/MPC-Retention-of-Documents-Appendix-A-List-of-Documents-for-Retention-or-Disposal-.pdf

13.3 MPC Information Technology policy: ‘Assertion 10 – Digital and data compliance’ will be added to the Annual Governance and Accountability Return (AGAR) for 2025-26.  1.54 states ‘All smaller authorities (excluding parish meetings) must also have an IT policy. This explains how everyone – clerks, members and other staff – should conduct authority business in a secure and legal way when using IT equipment and software. This relates to the use of authority-owned and personal equipment.

14.1 Military Road: Update from Cllr S Lewis on Cluster Group meeting with CC Ewert

14.2 Millbrook Village Hall Management Committee: Update from Cllr S Lewis

14.3 Cornwall Area Partnership: Update from Cllr Moorey

14.4 Climate and Environment Group: Update from Cllr S Woffenden

15.1 Correspondence: To receive a list of correspondence.

15.2 Reporting: To receive a list of issues reported to Cornwall Council / outside bodies

15.3 Future meetings: To put forward items for consideration at future meetings.

16.1 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.

16.2 ‘Tractor’ in the play park: To receive an update on communication and to agree next steps.