St Just in Roseland Parish Council Annual Meeting – May 2016

 

Minutes of the Annual Meeting of St Just in Roseland Parish Council held in the Millennium Rooms, St Mawes on Monday 9th May 2016. The meeting commenced at 7.15pm following the Annual Parish meeting.

 

Councillors Present:

The Chairman Cllr. B. Chenoweth, Cllrs. J. Benney, S. Black, P. Farmiloe, R. Giles, R. Hall, B. Sadler,

  1. Salter, P. Teague, K. Warren and C. Williams.

 

Also Present:

  1. Penhaligon (Clerk), S. Chenoweth (Assistant Clerk), and 9 members of the public

 

  1. Election of Chairman

Cllr. Salter proposed that Cllr. Chenoweth is re-elected as Chairman. Cllr. Chenoweth agreed to stand as Chairman for a further year. Seconded by Cllr. Giles. All in favour. RESOLVED by the Council.

 

  1. To accept apologies for absence – Cornwall Cllr. German

 

  1. Election of Vice Chairman

Cllr. Warren proposed that Cllr. Sadler is re-elected as Vice Chairman. Cllr. Sadler agreed to stand as Vice Chairman for a further year. Seconded by Cllr. Williams. All in favour. RESOLVED by the Council.

 

  1. Election of Committee Representatives (Appendix 3)

Following the amendment to add The Roseland Plan Steering Group representative as Cllr. Chenoweth with Cllr. Williams as deputy, Cllr. Giles proposed that the Committee Representatives be re-elected. All agreed to stand for a further year. Seconded by Cllr. Benney. All in favour. RESOLVED by the Council.

 

  1. Declaration of Interest:
  2. a) Disclosable Pecuniary Interest – None Declared
  3. b) Non-Registerable Interest – None Declared
  4. c) Of gifts to the value of more than £25 – None Declared
  5. d) To consider requests for dispensation on items on the agenda – Cllrs. Teague and Warren have a dispensation in place on any matters concerning St Just in Roseland Institute.

 

  1. Open Period – No members of the public asked to speak.

 

  1. Confirmation of the minutes of the Parish Council Meeting held on Monday 4th April 2016

The Council RESOLVED, by a show of hands by those who had attended the said meeting, that the minutes of the 4th April 2016 meeting be approved and they were duly signed by the Chairman.

 

  1. Matters arising from the minutes not on the Agenda – for report only
  2. a) Improvements to signage and traffic control measures in St Mawes Village – a site meeting was held with

Viv Bidgood, Highways Manager, attended by the Cllr. Chenoweth, the Clerk and Will Gould of the Watch

House. The flooding problems in The Square was discussed and he is looking at measures to prevent it. He

also re-looked at the signage in Tredenham Road.

  1. b) Installation of new on-street parking restrictions, change of start date of enforcements and speed reduction

on Upper Castle Road, St. Mawes – Viv Bidgood observed the speed on Upper Castle Road. He has referred

this, along with the new on-street parking restrictions, to one of his team.

  1. c) The Roseland Plan Wild Flower Project – all suggestions put forward at the last Parish Council meeting

has been forwarded to Mr. Hall

  1. d) Survey of the benches in the parish – new list of the benches in the parish is being prepared.

 

  1. Report from the Clerk – No report given

10. Report from Devon and Cornwall Constabulary – No report received

 

 

 

 

  1. Report from Cornwall Councillor – Cllr. German forwarded a report which was read at the meeting and included an update on the Tregenna planning application to be heard at the Planning Committee on 4th June; St Mawes Primary School as a Multi-Academy Trust; CEO charges; and Roseland CLT.

 

  1. Report from Councillors as representatives of other Committees

Roseland Community Land Trust – Cllr. Giles reported that a meeting was held on 21st April in the New Community Centre, Philleigh. Jon Smith and David Spreadborough had prepared a Business Plan. Jon considered there were three ways in which affordable Housing could be provided, i) Landowners who might be willing to self-finance houses/flats for affordable renting ii) Purchase existing dwelling(s) by deposit and mortgage funding and letting to qualifying tenants at affordable rents iii) New build (self-build) An informal meeting for interested parties is arranged for 12th May and the Trustees meeting will be held on 20th May.

 

St Mawes Primary School – Proposed development of Land East of Lowen Meadow for 40 units – Cllr. Black reported on concerns with connection to the school with traffic, and pedestrian safety. The school has had no approach from the developers which may impose pressure on school capacity.   A copy of the letter to the Developer from the School Governors was circulated at the meeting.

 

AGENDA ITEMS (for decision and discussion)

 

13a. Accounts and Finance

To consider the income and expenditure for April and approve the payments of accounts (Appendix 1)

The Council was asked to approve the following payments:

The total cheques numbered 6955 to 6970 were approved                                £ 8,174.15

Direct Debits/Debit Card/ Standing Orders shown as paid in April                      £ 7,102.60

Salaries for March paid by FPO and transfers 30th March 2016                                    £ 3,673.72

Income shown as received during April                                                             £65,267.33

 

Approval of the payments of accounts was proposed by Cllr. Giles. Seconded by Cllr. Black. All in favour by a show of hands. RESOLVED by the Council.

 

13b.     Finance Committee (Appendix 3)

To consider a report and recommendations from the Finance Committee meeting held on 5th May

Cllr. Hall, the Finance Committee Chairman, reported on the meeting and presented recommendations:

 

  1. St Mawes Public Conveniences
  2. a) To consider the completion of the agreed works by Cornwall Council

The majority of the mutually agreed works have been completed by Cornwall Council. No updates have been received in connection to the installation of the charging system.

 

  1. b) To consider the decision from the Devolution Fund Application

The application to the Devolution Fund for an £8,000 grant was submitted by the Clerk and presented at the Community Network Panel Meeting by Cllr. Chenoweth. Mark O’Brien has confirmed the application was agreed by the Panel members and endorsed by the Cornwall Councillors and is now awaiting the approval of Jeremy Rowe the Portfolio Holder

 

  1. c) To consider the update on the transfer of the Deeds of the property

Sharp and Rimmer advised that there are three Search options available for the transfer of the ownership of the property. The first option available is a full Local Authority Search, including environmental, planning and water drainage inspections estimated at £600. The second option available is a Local Authority Search costing £115. The third option available is an Insurance Search.

 

Cllr. Hall proposed that the Parish Council goes with a Local Authority Search costing £115.00 as the Parish Council knows the building and surrounding area. Seconded by Cllr. Williams. All in favour by a show of hands. RESOLVED by the Council

 

 

 

 

 

  1. d) To approve the costs for the supply of electricity

The Finance Committee considered whether to transfer the supply of electric for St Mawes Public Conveniences from British Gas (Cornwall Council’s supplier) to Opus Energy (Parish Council’s supplier to the Millennium Rooms). The costs of its standing charge and unit rate was compared to those quoted by Opus Energy and were considered to be similar based on a three-year contract.

Cllr. Chenoweth proposed to stay with British Gas on a 3-year contract, as to be able to closely monitor the usage. Seconded by Cllr. Salter. All in favour by a show of hands. RESOLVED by the Council

 

  1. St Mawes Car Park
  2. a) To consider the costs of the Parking Services Service Level Agreement (SLA) for the CEO 2016/17

Cornwall Council Parking Services has agreed to the Parish Council’s proposal for a revised service and has produced an amended draft of the SLA for the Civil Enforcement Officer service 2016/17. Cllr. Warren suggested that further changes be put forward to Cornwall Council to ensure the SLA is easier to understand.

 

  1. b) To consider the costs of the update of the Pay and Display Machine

Cale Briparc quoted that the cost to upgrade the lower machine will be £2,798.14 and Cale Briparc and has agreed to upgrade the upper machine using the parts taken from the lower machine free of charge. The extra credit card facility will cost £210 per annum; the Solsoft Computer System is estimated to cost £524 and the costs for electrics estimated at £250. The overall total cost is estimated at £3,572.14 to upgrade both machines which is under the budget already agreed.

 

  1. c) To consider the update on the Acquiring Bank Service

The Acquiring Bank Service Six Group has forwarded an agreement in which it is stated that the costs would be 0.06p per transaction based on £10. However, on two occasions, it had confirmed that the charge would be 0.045p per transaction on £10.00. The Clerk will seek confirmation before signing the agreement.

 

8)         Annual Audit for the year ended 31st March 2016

  1. a) To consider and approve the Income & Expenditure for year ended 31st March 20 16
  2. b)         To consider and approve the Balance Sheet as at 31st March 2016
  3. c)         To consider and approve the Supporting Statement for year ended 31st March 2016
  4. d)         To consider and approve the Fixed Assets for year ended 31st March 2016
  5. e) To approve the Annual Audit as presented for submission to Bennett Jones & Co.

 

Cllr. Salter proposed approval of items 8a, b, c, d as presented and of item 8e that the Annual Audit be submitted to Bennett Jones and Co for auditing, seconded by Cllr. Sadler. All in favour by a show of hands. RESOLVED by the Council.

 

Cllr. Hall spoke about the Scribe System explaining that the Clerk had manually completed the Annual Audit this year by taking figures from the Scribe System. However, it is envisaged that the Scribe System should be able to produce the Annual Audit for the next Financial Year.

 

9)         Forecast for years 2016/2017

To consider any amendments to the approved forecast for 2016/2017

There is likely to be amendments throughout the year on the forecasts due to the uncertainty of the income with the public conveniences, and with the changes to the CEO Service Level Agreement for 2016/17.

 

14)       Requests for funding and quotations for works

  1. a) To consider the request for financial support from the Roseland Youth Sailing Trust

Cllr. Chenoweth proposed to approve the request for financial support from the Roseland Youth Sailing Trust and award a donation of £250 under S137 of the Local Government Act 1972, as it supports local children and is an investment in the future of sailing which is a huge part of our community. Seconded by Cllr. Hall. All in favour by a show of hands. RESOLVED by the Council.

 

  1. b) To consider the request from St Just Institute for funding the cost of its insurance with Aon UK Ltd

Cllr. Salter proposed to approve the funding of the Aon UK annual insurance premium of £455.84 for a three year fixed agreement under section 19 of the Local Government Act 1976 as the Parish Council owns the Playing Field which is managed on a day to day basis by the St Just Institute. Seconded by Cllr. Chenoweth. Cllrs. Warren and Teague abstained. All in favour. RESOLVED by the Council

 

  1. c) To consider the quotation from Roseland Plant Centre for summer planting

Cllr. Warren proposed to approve the quotation from Roseland Plant Centre for summer planning for £630 net, the same as last year. Seconded by Cllr. Sadler. All in favour by a show of hands. RESOLVED by the Council.

 

  1. d) The Parish Council’s Aon UK Ltd Insurance renewal

            To consider the quotation from Aon UK Ltd for insurance premium to commence 1st June 2016

The Finance Committee has approved the quotation from Aon UK Ltd for the premium commencing on 1st June 2016 based on a three-year agreement of £1,868.16 per annum, which is £224 lower than for the previous premiums, saving £282 over the term

 

  1. Statutes, Constitutions and Procedures
  2. a) To consider amendments to the Financial Regulations adopted 7th July 2015 (Appendix 4)

Cllr. Warren proposed to approve the Financial Regulations adopted 7th July 2015 as unchanged.   Seconded by Cllr. Hall. All in favour by show of hands. RESOLVED by the Council.

 

  1. b) To consider amendments to the Standing Orders adopted 1st June 2015 (Appendix 5)

Cllr. Williams proposed to approve the Standing Orders adopted 1st June 2015 as unchanged. Seconded by Cllr. Sadler. All in favour by a show of hands. RESOLVED by the Council.

 

  1. c) To consider amendments to the Code of Conduct adopted on 5th November 2012 (Appendix 6)

Cllr. Warren suggested an amendment to the Code of Conduct adopted on 5th November 2012.

Cllr. Sadler proposed to approve the Code of Conduct with the amendment made to be adopted at the next Parish Council meeting. Seconded by Cllr. Farmiloe. All in favour by a show of hands. RESOLVED by the Council.

 

  1. Car Park (Appendix 2)

To consider the monthly income

 

  Pay & Display Pay & Display Permits Permits Total
  Monthly Cumulative Monthly Cumulative Cumulative
April – 15 14,037.35 14,037.35 15,590.00 15,590.00 29,627.35
April – 16 12,235.75 12,235.75 17,730.00 17,730.00 29,965.75
April 2015 comparable April 2016      
Up     2,140.00 2,140.00 338.40
Down -1,801.60 -1,801.60      

 

16a. Planning

  1. i) To consider decisions and recommendations from the Planning Committee meeting – no meeting held

 

  1. ii) The Council considered the following planning applications:
  2. PA16/2546 – 9 Pedn Moran, St Mawes – replacement of an existing dormer window and velux window with single monopitched zinc clad dormer window with 2 bifolding doors separated by a central mullionInterest declared by Cllr. Giles. Considered by Cllrs. Benney, Chenoweth and Farmiloe – no objection

 

  1. PA16/02836- Fore Top, St Just – proposed replacement dwelling – considered by Cllrs. Sadler, Teague and Warren – no objection

 

  1. PA16/02863 – The Annexe, The Idle Rocks, St Mawes – Listed Building consent for works – considered by Cllrs. Chenoweth, Farmiloe and Salter – no objection

 

  1. PA16/03123 – Riviera Gardens, Riviera lane, St Mawes– alterations and extensions to the existing dwellingunder consideration by the Planning Committee

 

  1. PA16/03455 – Hotel Tresanton, St Mawes – proposed Juliet balconies to first floor and second floor bedrooms – considered by Cllrs. Chenoweth, Giles and Salter – no objection

 

  1. PA16/03661 – Greenwaters, Freshwater Lane, St Mawes – proposed change of approved rooflights to dormer windows on rear elevation – considered by Cllrs. Benney, Giles and Salter – no objection

 

  1. PA16/03899 – Trevassa, Upper Castle Road, St Mawes – proposed amendments to single storey extension as approved in PA15/08336. Lower ground floor omitted but with amended glazing to ground and lower ground floors. Minor internal amendments. Revised balcony handrail and installation of log burner and chimney – considered by Cllrs. Chenoweth, Benney and Giles – no objection in principle if the ratio of glazing is permitted.

 

Pre-planning application

  1. PA16/00965 PRE – Land east of Lowen Meadow, Newton Road, St Mawes – proposed

residential development of 40 dwelling (20 open market and 20 affordable). The comments from the last Parish Council meeting has been forwarded to the Planning Officer.

 

Protocol for Local Councils – consideration under the 5 day rule

PA15/11338 – Tregenna, Upper Castle Road, St Mawes (58) – demolition of existing bungalow and garage and construction of new dwelling – request for application to be considered at Cornwall Council Planning Committee

 

PA16/01630 – Sea Craig, 4 Carrick Way, St Mawes (65) – proposed construction of replacement dwelling house with separate garage and residential amenity – considered by the Planning Committee – request for application to be considered at Cornwall Council Planning Committee

 

PA16/02564 – Land adjacent to Polventon, St Just in Roseland (69) – construction of single storey garage – considered by Cllr. Teague, Sadler and Warren – agree to disagree with Planning Officer

 

Non Material Amendment

  1. PA16/01886 – Greenwaters, Freshwater Lane, St Mawes – non-material amendment following grant of planning permission PA14/05367 – under delegation to Planning

 

PA16/03743 – Watersmeet, Polvarth Road, St Mawes – submission of details of Construction Traffic Management Plan and Programme of Works to discharge condition 5 of PA15/10117

 

Lawful Development Certificate

  1. PA16/03500 – Tregear Vean Cottage, St Mawes – lawful development certificate for existing use of the land adjoining the property as an area within the residential curtilage – under consideration by Cllr. Chenoweth, Salter and Giles

 

iii)       To note the decisions of the Planning Authority 

PA16/02336 – Penmark, Polvarth Road, St Mawes (68) – Single Storey extension, alterations and detached garage – approved with conditions

 

Non Material Amendment

PA16/02212 – Greenwaters, Freshwater Lane, St Mawes (66) – non-material amendment following grant of planning permission PA15/02968 – approved

 

  1. iv) Enforcements

Closed EN16/00428 – Lowen Meadow, Newton Road, St Mawes – unauthorised use of land for helicopter landing, parking and taking off and storage of dingy/yacht trailer and storage of caravan – decision ‘not applicable’. There is currently a ‘Contravention Notice’ in place to the Landowner.

 

  1. v) To consider planning correspondence – list considered

 

16b.     Affordable Housing

To consider updates on Affordable Housing matters – the site at Porth View, St Mawes has been passed to Roseland Community Land Trust for consideration.

 

  1. Millennium Rooms Management Committee & Roseland Visitor Centre Committee

It was noted that the outside office was painted internally prior to being re-let on a three-year lease.

 

  1. Paddling Board Business trading on Summers Beach

To consider the request from Luke Bolsin to continue his paddle boarding business on Summers Beach, Tredenham Road. Cllr. Salter proposed to accept the request from Luke to continue his paddle boarding business on east side of Summers Beach for the 2016 summer season. Seconded by Cllr. Williams. All in favour by a show of hands. RESOLVED by the Council

 

  1. Parish Council Website

To further consider the proposals for the Parish Council Website

Cllr. Warren requested that all Councillors view the Website before the next Parish Council meeting as any changes will now be based on feedback given.

 

  1. Cleansing of the Parish
  2. a) To consider the next step on the Cornwall Council’s Waste Reduction Incentive Scheme

A meeting is to be held with the group on Friday 13th May.

 

  1. b) To consider additional clearance of weeds in the parish as a ‘Clean for the Queen’ event

It was agreed to hold a clearance of weeds, debris and litter in St Mawes on 5th June; to meet on the Quay at 9am and bring own tools and gloves. St Mawes Memorial Hall has kindly offered to supply refreshments.

 

  1. HRH Queen Elizabeth II 90th Birthday Celebration – Friday 10th June 2016

To consider the celebrations to incorporate the unveiling of the Diamond Jubilee plaque

It was agreed that the celebration to be held on The Quay should commence at 10am with the unveiling of the Diamond Jubilee Plaque. The St Mawes Primary School has agreed to take part and it is hoped that the St Mawes Playgroup will also be involved. All children living in the parish aged 11 and under will be given a commemorative gift.

 

  1. St Mawes Primary School

To consider the proposal of all schools becoming a Multi-Academy Trust by 2022

It was noted that the Government has just announced that successful schools will not now be forced to become an Academy and this will apply to St Mawes Primary School.

 

  1. St Just in Roseland Playing Field

To further consider the replacement of the gates to the playing field

Cllr. Giles reported on the size of the proposed replacement gates. He and Cllr. Salter agreed to hang them. It was agreed that Cllr. Giles should order the gates from MA Griggs as the cost would be under £200.

 

  1. The Holy Well on Grove Hill, St. Mawes

To consider the future upkeep of the top of the Holy Well

It was agreed that Councillors should look at the overgrown vegetation on the top of the Holy Well and see what is required before asking a contractor to undertake maintenance.

 

  1. 25. Correspondence (information only)

 

At this point, Cllr. Robin Giles was presented with a specially designed commemorative cup in recognition and appreciation of 25 years of exceptional service to the community by the Chairman. Cllr. Chenoweth spoke of the Parish Council’s gratitude to Cllr. Giles who has worked tirelessly as a member, serving as Chairman on three occasions, and also as a member of on associated committees.

 

  1. Staffing Matters
  2. a) To receive a report from the Personnel Committee – No report given.

 

  1. c) To receive a report on the Car Park Manager vacancy

Mr Keith Ives has been appointed as the new Car Park Manager and he will take up employments from 23rd May. Dave McCree will work alongside him for a couple of shifts before retiring on 31st May.

 

 

At the Annual Parish meeting, the Chairman presented Dave McCree with a specially designed commemorative cup and gave grateful thanks and appreciation for his 18 years of committed service as Car Park Manager.

 

At this point in the meeting the Clerk and Assistant Clerk left the room.

 

  1. b) Staffing Finance Structure – to consider the advice received from South West Councils

Cllr. Warren reported on the advice he had received from South West Councils and the matter was discussed at length. It was agreed that the Personnel Committee would draft a letter to employees, based on the discussion, and send it to Councillors in the first instance for approval.

 

  1. Agenda items for the next Parish Council meeting – No items were put forward

 

  1. Date of next meeting – The Parish Council meeting will be held on Monday 6th June 2016 in the Parish Millennium Rooms, St Mawes commencing at 7pm

 

 

 

 

 

There being no further business, the meeting closed at 9.50pm

 

 

Signed as a true record…………………………………Chairman Cllr. B Chenoweth   Dated: 6th June 2016

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