MINUTES OF MEETING: THURSDAY 26 JANUARY,

7.30pm, ST RUMON’S CHURCH, RUAN LANIHORNE

PRESENT
Councillors (Cllrs): Paull (Chairman), Conbeer, Giles, Farr, Larter, Wasley and Watson.
OPEN FORUM
There were no items raised in the Open Forum.
1. APOLOGIES
None.
2. DECLARATION OF INTEREST
There were no items of either personal or prejudicial interest.
3. MINUTES OF THE LAST MEETING(S)
The minutes of the meetings held on Thursday 15/12/2011 and Tuesday 17/01/2012 had been previously distributed to the council and posted on the Parish noticeboards. Cllr Paull noted one required amendment from Cllr Harris to Cllr Watson, sited in the 15/12/2011 meeting minutes. This change was agreed and the minutes were accepted as true records of the meetings.
4. MATTERS ARISING FROM THEMINUTES
The matters arising were addressed in agenda items 13 and 14.
5. CORRESPONDENCE
On 19/01/2012 the Clerk and Cllr Paull received ‘Panning Future Cornwall’ documents for review by the Parish Council. The consultation deadline is 02/03/2012. Cllr Giles will review the documents. Cllr Giles requested the Clerk downloaded the consultation questionnaires referred to.
Cllr Larter raised his concerns about an article written in the ’Roseland Magazine’ under its regular title of ‘Council News’. Cllr Larter stated that all future articles must be written by the Parish Council via the Clerk and Chairman. Cllr Paull stated the Roseland Magazine had agreed this.
Cllr Farr suggested the Parish Council meeting minutes should be put in the online Roseland Magazine. Cllr Paull added the Parish Council meeting minutes and agenda should also be uploaded to the Cornwall Council website. It was unanimously resolved by the Parish Council that future agenda and minutes, approved by the Chairman, should be put online.
6. PLANNING
Two planning approvals had been granted at Penhesken Farm, Tregony for outbuildings since the 15/12/2011 Parish Meeting. No concerns regarding these were raised by Parish Cllrs.
7. FINANCE
Parish Council Accounts Status: balance b/f: £1,879.03 (19/01/2012); balance reconciled: £3,387.29.
Reading Room (RR) Committee Account Status: balance b/f: £2,474.78; balance reconciled: £966.52.
Payments from Parish Council (cheques): South West Water Bill: £13.09 (RR); Build Supplies Ltd: £891.77 (RR floor repairs). It was proposed by Cllr Harris and seconded by Cllr Wasley that the cheque can be signed outside of the meeting. Cllr Watson stated the Build Supplies Ltd delivery for £891.77 must be checked on delivery before the cheque is issued.
Income into Parish Council (Cheques): RR Committee: £8.26 (Reimbursement of RR Electricity bill);
RR Committee: £1,500 (advance payment for RR floor repairs).
Invoices from Parish Council: RR Committee £13.09 (South West Water bill).
Mandate to change Cllr’s details and request to change Clerk’s details submitted to HSBC.
Review of Parish Council accounting system to be undertaken by the Clerk by next Parish Meeting. Cllr Larter proposed the RR Committee accounts should be separated from the Parish Accounts once the RR floor repairs are completed; this was unanimously resolved by Cllrs. The RR Committee will then directly pay for all RR services charges, as reflected in the new Precept agreement.
The 2012-2013 Precept value is confirmed by Cornwall Council to be £3,825 (23/12/2011).
It was proposed and seconded by Cllr’s Conbeer and Larter, respectively, that internet banking is set up for the Parish Council account. It was resolved that bill payments must still be made by cheque in line with the current Standing Orders.
8. HIGHWAYS & FOOTPATHS
Cornwall Council Highways Department was contacted by the Parish Council to request the Treworga Road, Ruan High Lanes to Ruan Lanihorne Road and the Gonitor stretch of road are all repaired.
The Highways Department was also contacted by the Parish Council following a complaint that ‘Ruan Hill’, since being resurfaced, is slippery for horses. Mr Semmens, from Highways, commented by email the surface will regain its grip as it wears down. It was minuted that on future road repairs, on hills around the Parish, that this should be considered.
The Trelonk and Trethella road sign has been repainted by Cornwall Council.
9. HEALTH, SAFETY & ENVIRONMENTAL ISSUES
The Parish Maintenance Checklist has been completed by Cllrs Paull and Watson, and will be held by the Clerk.
10. REPORTS FROM MEETINGS ATTENDED BY COUNCILLORS
None.
11. REPORT RE THE READING ROOM
The RR Floor: There is approximately one day’s work required for groundworks beneath the floor and to remove the concrete beneath the doorways. The main beam of the floor between the area under repair and remaining original floor is rotten. The scheme for the floor repairs is on target in terms of time and budget (£1,500).
A letter received from the RR Committee Chairman, addressed to the Parish Council, was read out by Cllr Paull. The emphasis of the letter was to highlight the perceived strained relationship between the RR Committee and the Parish Council with regard to the running and maintenance of the RR. Seemingly this has led to the loss of RR Committee members and has affected the morale of the remaining members. It was resolved by all Cllrs that the relationship between both parties must be improved. It was proposed and seconded by Cllrs Larter and Giles, respectively, that to encourage better communications between both parties, the ’Report Re the Reading Room’ agenda item will be in future moved up to item 6 to encourage greater participation of future Parish Meetings by the RR Committee members.
12. DIAMOND JUBILEE
It is proposed and unanimously resolved by all Cllrs that the Diamond Jubilee celebrations (04/07/2012) will be organised by the RR Committee. The outline plan for the celebrations is to hold a cream tea in/around the RR in the afternoon and to have a bonfire at an alternative location in the evening.
Cllr Giles raised the Parish Council has received permission from the landowner of an area next to the Ruan Lanihorne sign (NE end of village) for a commemorative tree planting site. The site has been cleared and it is proposed that native species, on three ecological storeys, will be planted there. Cllr Farr suggested there should be a tree-planting site in each of Treworga, Ruan Lanihorne and Ruan High Lanes. Cllr Larter noted the Woodland Trust may supply free trees. It was unanimously resolved that a public consultation on the locations and ideas form the local community should be sought through an article in the Roseland Magazine and through public notices.
The issue/sale of commemorative mugs will be further discussed in the 23/02/2012 Parish Meeting.
13. DATES & START TIMES OF 2012’s MEETINGS
The date of February’s meeting will be 23/02/2012 at 7.15pm with the following meetings TBC at this time.
14. DISCUSSION & REVIEW OF STANDING ORDERS
The Standing Orders of the Parish Council were reviewed by Cllrs. It was unanimously resolved that Standing Order 12 needed to be updated to include, ‘Each person may only speak for a maximum of three minutes’. The Clerk will provide the updated Standing Orders for signature at the 23/02/2012 meeting.
15. FUTURE AGENDA ITEMS
No additional items.

The meeting closed at 10.06pm