Full Parish Council meeting

Date

June 18th 2024

Time

7:30 pm - 9:00 pm


Millbrook Parish Council Full Council meeting
Tuesday 18th June 2024 at 7:30pm
Venue: The main hall in Millbrook Village Hall

SECTION 1

1. Chair’s welcome and announcements

1.1 Welcome, housekeeping and overview of meeting procedures
1.2 Chair’s announcements.
1.3 To receive the Vice Chair’s Declaration of Acceptance of Office.

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 Co-option of Parish Councillors: Millbrook Parish Council has positions available for two Parish Councillors. Applications have been received from five candidates. The candidates will have the opportunity to address the Council (see agenda item 19) prior to Councillors making their vote by a secret written ballot.
4.3 Cornwall Councillor report / update

5. Approval of the minutes from previous

Minutes of the previous full Parish Council meeting: To approve the minutes of the Full Parish Council meeting held on Tuesday 21st May 2024.

6. Matters arising / updates from last Full Council meeting

6.1 Community Engagement Working group: Cllr Reilly has arranged a meeting for Monday 1st July at 10.00am. (Minute 8gii, 21/05/2024)
6.3 Guard Up boxing – grant funding: It was resolved that providing evidence is produced that matched funding has been obtained from other sources that Council donates 50% of the amount requested (Minute 20, 21/05/2024) Email received thanking the Council and stating the organisation is in the process of trying to match your funding offer with Torpoint Town Council.
6.4 External audit: Annual Governance and Accountability Return (AGAR) for 2023-24 and supporting documents have been submitted to BDO LLP. (Minute 17.9, 21/05/2024). An email acknowledgement was received on 3rd June 2024.

7. The Care Hub – letter of support for potential funders

To consider the request from The Care Hub to produce an email / letter of support from the Parish Council highlighting the organisations value to the local community.(Raised during the Parish Council meeting held on 21/05/2024, Minute 4.6)
Email received 16/05/2024 from The Care Hub Support Worker: “We have applied for various funding for the Care Hub, and have been asked for letters/emails of support for the Care Hub and its value to the local community.
I was wondering if you would be so kind as to sending me an email to enable us to do this please?
The more we can show what an asset the Care Hub is to the Rame Peninsula, the more likely we are to be awarded funding to continue our valuable work.”

8. Traffic & Transport

8.1 Tamar Bridge and Torpoint Ferry: Does the Parish Council support South East Cornwall CAP being promoted as a strategic partner to the Tamar Bridge and Torpoint Ferry joint committee thus enabling the CAP to make strong representations to any consultation exercises and / or representing the views of town and parishes?
8.2 St Johns Road Highway Improvement Scheme – update:
In October / November 2023, 80% of respondents submitted objections to the consultation for Scheme reference Infra23-062. The proposals included a buildout on St John’s Road to improve footway and create visibility improvements, by restricting parking, for pedestrians and school children crossing the road on route to school was not carried forward. The Council is currently waiting for further updates on revised proposals. A parishioner has asked for this to be included on the agenda. I have been chasing feedback but not received a response. If there is update this will be provided in the meeting.

9. Policies, procedures, terms of reference and Core Documents

9.1 Asset & Open Spaces Task Group: To note Cllr Renshaw was voted as Chair of this group.
9.2 Asset & Open Spaces Group Terms of Reference: To review the ToRs and consider any amendments.
9.2 Finance Committee Terms of Reference: To review and consider any amendments.
9.3 Staffing Committee Terms of Reference: To review and consider any amendments.
9.4 Standing Orders: To adopt the Parish Council’s Standing Orders following amendments approved during the Parish Council meeting held on 21st May 2024 – Minute 10)
9.5 Financial Regulations: To review the New NALC Model Financial Regulations and to consider the amendments as detailed in the supporting documents.
9.6. Complaints policy: To review and consider and amendments.

10. Picnic bench by Millbrook Lake

To consider the request for donated memorial bench to be situated by the lakeside.

11. Subscriptions

To consider the approval of the cost of Parish Online subscription at price of £140.00 ex V.A.T.

12. Finance

12.1 Monthly report: To receive the Parish Clerk’s finance report 
Bank reconciliation for May 2024 completed but missed off the agenda – will be included next month.
12.2 Office for Zero Emission Vehicles (OZEV) funding: Update on communication received regarding Electric Vehicle ChargePoint grant.
Email received 03/06/2024: I just got the confirmation from senior management at OZEV that your additional payment (£1,061.40) has been written off so there is no outstanding payment left on your side.
12.3 CIL funding report: To receive the Clerk’s CIL Funding report for 2023-24
12.4 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)
Note: where Councillors have declared an interest and vacated the meeting these payments  should be approved separately.

13. Website maintenance

To review the communication from SeadogIT and to approve the increase in the monthly website hosting & maintenance fee (total increase of £60.00 per annum).

14. Bins

Update on additional cost for emptying the bins situated at the skatepark and to consider approval of quotations for emptying Parish Council bins to be situated outside the Lime Kiln

15. Disabled spaces in public car park

To agree installation costs and purchase of heavy-duty steel base post foots for disabled parking bays in the village hall car park.  Total budget £300 (During the meeting held on 16th April 2024 the cost for the purchase of signs was presented to the Council and approved)

16. Flags

To consider the purchase of a replacement union flag(s) to replace the torn flag in the Tanyard.

17. Children’s play park

Tractor play equipment: Update on safety issues of the tractor and trailer in the play park    and to consider replacement of the equipment.  (update to be provided in the meeting)

18. Management of green spaces / recreation facilities

18.1 Asset & Open Spaces Task Group meeting / walkabout around the green Spaces:
To receive the meeting notes from the group.
18.2 Management of Green Spaces on Cornwall Council owned land: Update on correspondence.
18.3 Grass cutting and Village maintenance consultation from 2023: Following detailed public consultation carried out last year does the Council wish to, again, revisit the grass cutting / village maintenance survey?
18.4 Wildlife / biodiversity signage: Does the Council support in principle additional signage around the lakeside / open spaces?
18.5 Hedgerow between the play park and playing field:
Does the Council wish to apply for funding for a hedgerow between the play park and the junior football field?  (see supporting information)

SECTION 2

19. Co-option of Parish Councillors (2 vacancies)
Candidates: D Moorey, M Knight, P Knight, M Stacey, C Turner.
The process for co-option will be as detailed in the supporting documents from the meeting held on 21st May 2024, agenda item 8K, Cornwall Association of Local Councils “Filling vacancies on the Council.”
Meeting to be reopened by the Chair to the public
19.1 Introductions: Applicants will have the opportunity to introduce themselves and explain briefly why they are interested in becoming a Parish Councillor.
19.2 Feedback from Parish Councillors: Responses from Parish Councillors to questions asked in the applications for co-option.
Public forum closed – Council business to recommence
19.3 Voting by ballot for position 1 (replacement of position held by M Beadnall): Councillors will be required to write their name down on a piece of paper and vote for their preferred candidate.  The votes will be counted by the Clerk, the outcome will be stated but the individual votes will not be announced.  To be co‐opted, a candidate needs to receive an overall majority.  If there is a tie the process will be repeated at least once before the Chair takes the casting votes.
19.4 Completion of Declaration of Office and Register of Interest forms: If the successful applicant is still in the meeting room the Clerk will issue them with the necessary forms which will enable them to carry out their role as a Parish Councillor.
19.5 Voting by ballot for position 2 (replacement of position held by R Mattholie): Councillors will be required to write their name down on a piece of paper and vote for their preferred candidate.  The votes will be counted by the Clerk, the outcome will be stated but the individual votes will not be announced.  To be co‐opted, a candidate needs to receive an overall majority.  If there is a tie the process will be repeated at least once before the Chair takes the casting votes.  (Note agenda states voting of position 1 in error)
19.6 Completion of Declaration of Office and Register of Interest forms: If the successful applicant is still in the meeting room the Clerk will issue them with the necessary forms which will enable them to carry out their role as a Parish Councillor.

20. Correspondence and matters to note (for information only)

https://millbrook-pc.gov.uk/wp-content/uploads/2024/06/AI20-Correspondence-and-matters-to-note-May-June-2024.pdf

21. Future items for agenda:

To raise matters for future consideration in full council, committee or working group meetings.

SECTION 3

22. CLOSED SESSION
22.1 Exclusion of public and press from the meeting.
Councillors 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 leave the meeting because of the confidential nature of the business to be transacted.
22.2 Tarmac surfacing leading up to and around Millbrook Skatepark: Update on communication from contractor.
22.3 Staff holiday entitlement: To receive an update on the unused staff holiday entitlement from 2023-24 and to approve to carry forward unused leave.
22.4 Grass cutting contract: To review the terms, conditions of the contract and to agree next steps.
22.5 Millbrook Football Club: Review of Football Club lease and update on

 

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