Gerrans Parish Council
MINUTES of the Meeting of Gerrans Parish Council held on Tuesday 4th June 2013 in the Memorial Hall Annexe
NEXT MEETING – Tuesday 2nd July at 7.30pm in the Memorial Hall Annexe
Present:
Cllrs Case, Davis, Emmett, Fletcher, German, Greenslade, Hatwood, Iddison, Morse, Symons, Taffinder ( Chairman); S Skull (Clerk)
9 members of the public attended.
061301
APOLOGIES FOR ABSENCE
– CC J German
061302
DECLARATION OF INTERESTS IN ITEMS ON THE AGENDA
Cllr Fletcher declared a prejudicial interest in item 11, as he is a partner in the firm retained as managing agents by the owner of the land due to be discussed.
Cllr Hatwood declared a prejudicial interest in item 14, being the founder / editor of one of the entities tendering to supply an online presence for the parish.
061303
PUBLIC PARTICIPATION
A MoP, resident at Rosevine, reported a continuing problem of car parking on the road down to Porthcurnick beach. He said the situation is dangerous because the road is narrowed to the extent that emergency services access to the beach is restricted. Also access to his own property for delivery and waste disposal vehicles was a continuing problem.
Councillors regretted that applying for yellow line restrictions is a very lengthy process. It was suggested the MoP report every instance of obstruction to the police, to build up a case history. It was also suggested the Hidden Hut should take some responsibility and agreed that in the first instance the PC should write to the National Trust as landowners. Action clerk
Another MoP was pleased to see that the issue of burial space was again on the agenda and asked that it should be a monthly item until resolved.
Another MoP queried the need for New Road car park to be Pay and Display. Cllr Greenslade replied that there were considerable costs involved in maintaining the facility and it was not the PC’s function to subsidise free parking for visitors. Also the Pay and Display arrangement removes the historic problem of people leaving their cars for weeks at a time, blocking spaces.
Another MoP asked if the PC would have to pay business rates on the Public Conveniences, and how did Cornwall Council justify this? Cllr German replied that business rates were levied by national, rather than local, government and as such were unavoidable.
061304
MINUTES OF THE LAST MEETING
The Council accepted the draft minutes of the last meeting held on Tuesday 14th May 2013 as being a true record subject to the correction of two typographical errors. The Chairman signed the corrected minutes.
061305
REVIEW OF MINUTES OF THE PREVIOUS MEETING – ITEMS FOR REPORT/DISCUSSION.
Football field
Cllr Emmett said the units contained many internal fittings which would be expensive to remove prior to the destruction of the units themselves. Cllr Case suggested the PC invite a scrap merchant to strip out as much as possible as a first step. Cllr Symons seconded this proposal and it was agreed to proceed on this basis. Action clerk, Cllr Emmett
061306
STANDING ORDERS AND FINANCIAL REGULATIONS
Review
Councillor German suggested the removal of FR 9.9, because he considered it unnecessary that two people be required to be present when cash receipts are counted, because of the existence of sufficient other internal controls.
Cllr Taffinder proposed a resolution to amend the financial regulations accordingly. Cllr German seconded the resolution. A motion to approve the resolution was proposed by Cllr German, seconded by Cllr Davis and passed unanimously.
No further amendments were proposed so the standing orders and amended financial regulations were approved. Action clerk to update.
061307
CODE OF CONDUCT
Cllr Iddison proposed, and Cllr Greenslade seconded, a motion to approve the formal adoption by the PC of the October 2012 Code of Conduct.
It was resolved unanimously to adopt the code.
061308
CORRESPONDENCE RECEIVED
The correspondence not covered elsewhere in the agenda was reviewed and actions determined.
1. Land Registry border plan re Victoria House – The Lugger
(Cllr Iddison left the room while this item was discussed after declaring an interest).
Richard Sharp, solicitor, had supplied a plan showing that the wall of the house is the official boundary. Cllr Fletcher proposed, and Cllr German seconded, a motion that the clerk should write to the property owner expressing the concerns raised by MoP’s over the erection of an outbuilding encroaching on the adjacent footpath. This was agreed unanimously. Action clerk
2. Tregothnan Estate
A letter from Tregothnan suggesting a meeting to discuss the future use of the football field following the abandonment of the site by Gerrans AFC. It was agreed that this would be a useful next step. Action clerk to contact Tregothnan
3. Electoral Officer
A reminder that many councillors’ election expenses returns have yet to be received by Cornwall Council. These returns need to be filed whether or not any expenses were claimed.
061309
ROSELAND DEFIBRILLATOR PROJECT
The Council considered a request on behalf of the Roseland Surgeries Patients Group for the PC to help fund defibrillators for the Roseland.
Councillor Emmett had been approached directly with a request for a donation from the Jubilee Fund. After discussion a resolution, proposed by Cllr Greenslade and seconded by Councillor German, to donate monies from the charitable trusts managed by the Council towards the project, was passed unanimously. Action charities committee.
061310
COMMITTEE REPRESENTATIVE REPORTS
Cllr Greenslade reported on the first meeting of the Roseland Neighbourhood Development Plan Steering Group. He commented that the Group would need a strong chairperson to avoid a tendency to stray into jargon and bureaucracy and focus the Group on the more important matters at hand.
Cllr Davis said one more trustee was required for the Martin Baker Harris Charity, and proposed Cllr German. This was seconded by Cllr Fletcher and passed unanimously.
Cllr Emmett reported there was £1,700 available in the Jubilee Fund, and he was researching the option to purchase granite seating which might go round the tree in the centre of the green. It was agreed to make this an agenda item at the next meeting. Action clerk.
061311
“JOLLITY FARM” OPEN SPACE NEGOTIATIONS
Cllr Fletcher left the room during the discussion of this item.
Cllr Hatwood reported on a meeting with Smiths Gore, managing agents for Enys Estate, which he had attended along with Cllrs Greenslade, Iddison and German.
At that meeting it was confirmed that Devon and Cornwall Housing Association have the responsibility to maintain the land, under the terms of the S106 agreement with Enys Estate.
Enys Estate are willing to let the land to the PC on a 99 year lease at a peppercorn rent to manage as an open space facility for the parish. Subject to the PC agreeing in principle to take on such a lease subject to satisfactory terms and conditions, the Estate would prepare a draft lease.
It was proposed by Cllr Taffinder, seconded by Cllr Greenslade, and carried unanimously that a special meeting of the Council be arranged to discuss this matter alone. Action Cllr Taffinder to call the meeting
061312
CHURCHYARD EXTENSION
Nothing further on this issue was discussed as it was hoped the land referred to in item 11 might eventually be partially used for this purpose.
061313
ROSELAND NDP
There was no further discussion on this matter
061314
PARISH INTERNET PRESENCE
Cllr Hatwood left the room during the discussion of this item.
The Council considered 3 tenders for the provision of an internet presence for the parish. It was proposed by Cllr German and seconded by Cllr Greenslade that the proposal by Roseland-Online to provide an internet platform at nil cost to the Council for the publication of minutes and agendas and notices as necessary be accepted. It was resolved to accept the tender from Roseland-Online.
061315
PUBLIC CONVENIENCES
Lease : Cllr Fletcher reported that he had raised certain queries with Richard Sharp, to which he had now received replies. There was unlikely to be any more formal report other than the original draft report considered at the February meeting (minute 021309). The clerk was asked to circulate this correspondence amongst the whole Council by email in advance of the next meeting so that members might be better informed to vote on the matter. Action clerk.
Cleaning : a final corrected version of the proposed cleaning contract with Cormac was considered. A resolution to approve the signing of the contract was proposed by Cllr Symons and seconded by Cllr Taffinder. Carried unanimously. Action clerk, Cllr Taffinder.
061316
CAR PARKING AND ENFORCEMENT
An email from a MoP was considered regarding the proposed repairs to the New Road car park. They had commissioned a Civil Engineer to survey the site, who recommended that a product called Grasscrete rather than asphalt should be used for the resurfacing, being a porous material which would aid the drainage problem. The clerk was asked to make enquiries about the practicalities and cost implications involved. Action clerk.
Cllr Fletcher proposed, and Cllr Case seconded, the Council accept a quote from Cormac Ltd for the urgent resurfacing work required at the entrance to Percuil car park. Carried unanimously.
Cllr Hatwood gave an update on the progress of the new parking order. If the consultation passes without problems, the job should be with the contractor, and work should be able to begin, in early July.
He had also sourced a supplier of bollards which might be deployed along New Road as a temporary measure in the meantime. These would not be enforceable but would probably be a deterrent nonetheless. Cllr Taffinder proposed, and Cllr Greenslade seconded, that the Council should be prepared to spend up to £150 on bollards for this purpose if the clerk was unable to source free ones from Cornwall Council. Carried unanimously. Action clerk to enquire.
Cllr Taffinder proposed, and Cllr Greenslade seconded, that the Council be authorised to order extra CEO hours over and above the current SLA as necessary in the peak season. Carried unanimously.
061317
ROSPA
The annual safety inspection of the playground had been completed and the report recommended no action required by the Council.
061318
PLANNING MATTERS
APPLICATIONS
The PC had received no applications in the month.
DECISIONS AND ENFORCEMENT MATTERS
Enforcement order relating to unauthorised installation of CCTV cameras at “Little Rosevine” TR2 5EN
NEW APPLICATION REVIEW PROCEDURE
Proposed by Cllr Greenslade, seconded by Cllr German.
When a new application is received for consideration, 3 Councillors should visit the site and if possible contact the neighbours for their views, and then report to the Council at the next meeting. If all 3 have a unanimous opinion on the application, then there will be no further discussion and that opinion will be accepted by the Council. In the event they are not unanimous, then further debate may take place. It was unanimously agreed to adopt this policy and the 3 Councillors would consist of the Planning Committee, with Cllr Case as a deputy if required.
061319
FINANCIAL MATTERS
ACCOUNTS FOR PAYMENT
It was resolved that the outstanding invoices tabled on the attached schedule in the total sum of £3,736.04 (including VAT of £183.99) be paid.
BANK RECONCILIATION
The reconciled bank balance as at 25th May 2013 was £53.992.56
STATUS TO BUDGET
All payments were within budget.
061320
OTHER PARISH MATTERS
Cllr Davis reported street light ref 034CL faulty. Action clerk to arrange repair.
Cllr Davis also reported the bus shelter at New Road needed repainting. Cllr Taffinder said she was compiling a list of minor repairs that were needed in the village. Cllr Case volunteered to undertake those repairs at no charge other than reimbursement for materials.
Cllr Hatwood reported a complaint that the clock on the pay and display machine was displaying an inaccurate time. The clerk replied that an engineer would be fitting the new tariff soon and the clock would be adjusted then.
Cllr Case drew attention to the fact that weeds were growing up through the newly laid tarmac at Eshcol Lane but pointed out that his was the responsibility of Cornwall Council rather than the PC.
The meeting closed at 9.59 pm