Lanner Parish Council – Subject to Approval – Minutes of the Parish Council Meeting held on Thursday 26 April 2018 in the Village Hall, commencing 7:15pm.
Present: Cllr. Wood (Chair), Cllr Anson, Cllr Luscombe from item PC18/46, Cllr Marshall from item 18/49,Cllr Rabey, Cllr Repper, and Cllr Wearne.
In attendance: Cornwall Cllr John Thomas; Mrs E Youlton, Clerk.
PC18/42: Apologies for absence:
Cllr Blewett (family commitments)
PC18/43: To receive report from Cornwall Councillor; Cllr John Thomas:
Cllr Thomas reported on the following matters:
• Accountable Care System –a meeting to be arranged with Cllrs Anson and Marshall, and other interested Cllrs asap.
• Repairs to potholes/manhole covers – completed at some locations and works continuing.
• Meeting to take place at Lanner School regarding parking and congestion –new date to be advised
• Parked vehicles on pavements – enforcement action requested and arranged to cover Lanner
• Recruitment for school crossing patrol – fears that this second crossing may be lost if position not filled soon.
PC18/44: Declarations of pecuniary and/or non-pecuniary interests relating to items on the agenda and the details thereof.
PC18/45: To consider written requests for dispensation:
- To accept minutes of the Council meeting held on 22 March 2018
Resolved: Minutes of the meeting were approved and duly signed by the Chairman.
- Matters Arising not covered elsewhere on agenda: None
- To receive further information regarding the implications of the changes to Data Protection and introduction of the General Data Protection Regulation (GDPR) in May 2018.Council was advised that a variety of considerations still needed to be made and policies reviewed and introduced. Information was still being received from CALC and SLCC to confirm actions required to meet the extensive demands of this new legislation. An update had been received to advise Council that the Government has tabled an amendment to its own Data Protection Bill to exempt all parish and town councils and parish meetings in England and community and town councils in Wales from the requirement to appoint a Data Protection Officer (DPO) under the General Data Protection Regulation. Officials from the Department for Culture, Media and Sport have confirmed that all other measures will still apply, but that appointing a Data Protection Officer to support a council’s approach to data protection will be discretionary and may be regarded as good practice.Council was also advised that although the ICO accepted that not all measures were likely to be in place to meet the introduction of legislation on 25th May; Council must clearly demonstrate that efforts were being made to deliver full compliance.
Resolved: all policies having particular reference to GDPR would be reviewed and amended. Draft proposals would be made available for consideration and finalised as a special item within the next Planning Meeting on 8th May.
Consideration of best practice and the possible appointment of a Data Protection Officer would be made at a future meeting.
PC18/47: Financial Matters & Accounts for Payment:
|Mr D Hall||Village maint||£457.00|
|Mrs D Moon||Toilets||£60.00|
|Mr M Heather||Maint. Progs.||£544.00|
|Mr. P Mahoney - Streamline||Website/ NDP||£200.00|
|Mrs E Youlton||printing costs||£20.00|
|Mrs E Youlton||scanner||£217.09|
|Cornwall Council||rates Cemetery||£602.65|
|Lanner Village Hall||rent public meeting||£40.00|
|Mr P Richards||Internal Audit||£280.30|
Financial statements/payments for the month of April were presented to Council, approved and are appended to these Minutes. Accounts also appear on the website.
- To note new salary scales issued by NALC for 2018/19 & 2019/20 and to note changes to SCP. Council was advised that the new salary scales applicable for 2018/19 and 2019/20 had been received. Council had previously resolved that the proposals for salary review issued by NALC would be accepted and therefore Clerks’ salaries would increase in line with this guidance. The salary scales for the future year would be particularly useful for budgeting purposes. The SCPs were being slightly altered and more closely grouped and it was hoped that this would offer greater clarity of applicable pay scales.
- To receive report following Internal Audit for year ending 31/3/2018. Council was advised that the Internal Audit had been completed by Mr Peter Richards and no matters for the attention of Council had been identified.
- To approve accounts and return to External Auditor, PKK Littlejohn, for year ending 31st March 2017. Council was presented with the accounts for the year ending 31st March 2018 and these also appear on the website. Resolved: Council approved these accounts; the return to the external Auditor PKK Littlejohn was completed and duly signed by the Chairman. A copy of this would be included on the website and the publication of the right to inspect the associated documents would be completed. All submissions would be made to the External Auditor.
- To appoint Internal Auditor for 2018/19. Mr Richards had indicated that he was willing to offer his continued service. Resolved: Council appointed Mr Richards as Internal Auditor for 2018/19.
- To consider half yearly Internal Audit. Council was advised that it would be best practice for the accounts and administration of Council to be subject to increased review. In completing an interim review all paperwork associated with good governance practices would be scrutinised, accounting (including online banking) management of assets and risk would be considered.
Resolved: Council would arrange a half yearly Internal Audit in addition to the annual Internal Audit report required to meet regulations.
The resignation of Cllr Steward led to a requirement of another Cllr to regularly inspect the accounts and confirm payments. Cllr Wearne offered to undertake this duty. Council resolved to accept this offer.
- To consider and approve Council Insurance. The insurance policy had been reviewed, schedule of cover adjusted where necessary and quotations obtained. Council was advised that this was available at a cost of £1108.69 but could be reduced to £1024.42 if a three-year term of commitment was accepted from Zurich Municipal.
Council resolved to accept this quotation and the three-year term of commitment.
PC18/48: To receive report on Geothermal Project meeting – 18th April – Cllr Blewett.
It was reported that on behalf of Council Cllr Blewett attended a meeting of this project group.
Notes indicating significant matters had been previously circulated. Since there was a lack of clarity surrounding the scope of this project, further information was being sought regarding the extent of potential seismic shock waves that may occur within the parish. Cllr Blewett will advise in due course.
PC18/49: To receive report on Public Meeting to consider Speed of Traffic throughout the parish – Cllr Wood
Council was advised that attendance at this meeting was good and residents were able to hear comments/advice from the panel as well as express their concerns and opinions. A full report is appended to the minutes and published on Council website.
Strong canvass was made for volunteers for the community Speedwatch scheme and further details and application forms were available from Council, Cllr J Thomas and PCSO Ellie Grey.
It is anticipated that further meetings and considerations, particularly in relation to analysis of data, will be made to secure long-term measures to reduce speeding at various locations in the parish.
PC18/50: To receive report of attendance at Improving Stakeholder Engagement meeting – Cllr Blewett
Notes had been previously circulated on Cllr Blewett’s attendance at this meeting along with notes from Mr James Biscoe. These were discussed, noted and are appended to these minutes.
PC18/51: To receive report following meetings to discuss potential structure of Community Network Panel for MVRG – Cllr Wood
Council was advised that there continued to be concern, shared by members of the MVRG, that rural issues were secondary within the Camborne Pool Illogan Redruth (CPIR) Community Network because of the natural domination of urban members. and consideration was being given to seek an alternative rural Network group. The pending reduction in Cornwall Councillors and redrawing of Electoral Boundaries provided a unique opportunity to revisit the purpose and formation of Community Networks. After several preparatory meetings, approach had therefore been made to Portfolio holder Cllr Edwina Hannaford for this to be given consideration by CC. It was strongly considered that this would allow greater focus on matters of common interest. Other local parishes had been approached to gauge opinion. Further updates would be offered as clarification was obtained.
PC18/52: To receive report of attendance of Clerks at SLCC Conference, 18th April.
Council was advised that both Clerk and Assistant Clerk had found this to be a professional, well presented and extremely valuable day. Consideration had been made of a range of topics including, audit regime, GDPR, legal matters including a question and answer session and continuing professional development. The variety of trade stands had been both useful and interesting and allowed thought and consideration across a range of products and supplies. Meeting with many other Clerks had helped develop effective networking and sharing of experience and ideas.
Appreciation of support from Council was expressed.
PC18/53: To consider sponsorship and promotion of activities to support the development life skills for under 18-year-olds – Cllrs Wood & Marshall
Council was invited to consider funding a short program of activities to support the development of a range of life skills for teenagers within the parish. The program would run throughout the summer holidays and possibly reach those who were not otherwise occupied in a positive manner. An outline of the types of activities was as follows:
Finance: how to open and run a bank account, how mortgages work, renting, getting credit, managing finance, saving.
Being a Student: funding, getting a part-time job, basic cooking skills, how to share digs and not upset people, finding discounts for travel and purchases.
Employment: how to write a cv, career options, apprenticeships, job v further education, pensions, welfare rights
Citizenship: voting, how government works, how to get your opinions across, volunteering, the law on becoming an adult
Local history: how to research family and local history, where to find information, site visits
Environment: site visits, biodiversity, waste and recycling, climate change, map reading, foraging
Photography: composition, movie clips, photoshop
Council would book the ‘expert’ to lead the event, venue and arrange advertising and booking.
Resolved: Council fully supported this initiative and agreed to an expenditure of not more than £600.
- To receive report of AGM and election of Officers
Council was advised that the reconvened meeting had taken place and a real commitment to the future of this group had been evident. Council looked forward to updates on progress with a variety of projects in the interest of crime prevention and community wellbeing.
- To note proposed parking enforcement actions throughout the parish
Council was advised that Cornwall Council Enforcement officers would be active throughout the parish and issue tickets if appropriate to combat inconsiderate parking particularly on pavements. This sometimes caused such obstruction that pedestrians were forced to walk on the highway and this could be particularly dangerous. Officers had the power to issue fixed penalty notices.
- To report cancellation of meeting to consider continued difficulties experienced with parking at Lanner School
Council noted that for a variety of reasons this meeting had been cancelled and it was hoped a new date would be arranged in the near future. Council would endeavour to send a representative.
PC18/55: Parish Plan Review and Neighbourhood Plan: Cllr Wood
- To note end of public consultation period 13th April.
Council noted that the public consultation period had ended on 13th April.
- To receive report of comments submitted by consultees and to receive report on meeting of Steering Group, 23rd April
Council noted that several comments had been received from local residents, agencies and Cornwall Council. These had been carefully considered, item by item, by the steering committee at a recent meeting. Some had been agreed and alteration would be made to the final submission. Suggestion had been made, by CC, regarding several ‘policies’ but the steering group considered that where these were supported by residents no changes would be made.
The main area of concern and ambiguity remained regarding the construction and definition of “local need” for affordable homes. CC had recently completed a ‘cleansing’ exercise which had resulted in a massive reduction in numbers of those appearing on the housing need register from 19,000 to 6,500. Lanner has been promised on several occasions that a new figure from the Homechoice register of those in need with a “Local connection” but nothing has come forward to date.
It also appeared that, for Lanner, there will be a reduction from 57 to about 43 as the Basic Housing Requirement for the life of the plan but this was not yet confirmed by CC either. Cllr Wood had spent a great deal of time and effort researching this matter and the definition of ‘local need’. A confirmed definition had not been found and this made understanding, negotiations and determination of actual figures most difficult. It was hoped that CC would eventually offer some clarity on this issue.
Once finalised, the Plan would be proof read by volunteers, the Plan was approximately 58 pages in length and the Consultation Statement 62 pages. A digital copy would be created and alongside the supporting information, particularly the LLCA, be submitted to CC. This would then undergo a period of Examination by an appointed Examiner. There may be further questions raised and this process was likely to take approximately 3 months: a date for referendum could then be set.
- Planning: to consider any minor applications received after the preparation of agenda and other urgent planning matters/correspondence.
No urgent matters for the attention of Council. The next planning meeting would take place on Tuesday 8th May.
- Footpaths: To receive reports from Volunteer Footpath Walkers and local resident.
Temp. closure of footpath 12;
Reports from volunteer walkers indicated that most paths were in good order and still frequently used by residents and visitors to the area. It was noted that due to extensive subsidence of mine workings in the vicinity of footpath 12 the temporary closure order had been extended to November 2018. It was hoped that this might allow the required remedial works to be undertaken.
Following protracted consideration, correspondence with adjacent landowners and Cornwall Council regarding unpermitted vehicular access at the Tresavean Trail it was confirmed that boulders to prohibit unauthorised access would be placed in the coming weeks. It was greatly hoped that this would offer protection to the surface of the trail which remained a valuable asset to the community. Council would ensure that access to the point permitted would not be restricted and nor would access by pedestrians, horse riders or cyclists be impeded.
- Environmental crime: fly tipping, dog poo, use of motor bikes on footpaths/bridleways, CCTV.
Incidents of such crimes were still witnessed and reported for clearance to Cornwall Council. It was noted that the prevalence of dog fouling had reduced in the area of Wheal Buller since the installation of temporary bins, courtesy of Mr D Hall. Since this had been successful it was resolved that an estimate of cost of a fixed bin and cleansing schedule would be presented to Council for consideration at the next meeting.
- To receive report on progress with installation of mobile CCTV
Surveys for the installation of CCTV had commenced and would be complete in the near future. Careful consideration was being given to the method of installation and the purchase of signs was being arranged.
PC18/57: Parish Assets:
- To consider approval of planting scheme at Garden of Reflection and Strawberry Fields
Cllr Wearne reported that he had met with members of staff at Kehelland Horticultural Trust and discussed potential purchase of a variety of suitable shrubs, plants and bulbs to enhance both the Garden of Reflection and Strawberry Fields. Funds from a previous project were currently held by the Trust and it was resolved that these be fully utilised to support these projects. Thanks were expressed to Cllr Wearne who would proceed to arrange the purchases.
Toilets and Playing Fields:
- Safety Inspections/signage
No matters were reported for the attention of Council and Cllr Wearne continued to complete all weekly inspections of assets.
- To consider placement of picnic benches/notice board
The picnic benches previously installed at Strawberry Fields remained in storage after being removed due to persistent vandalism. No requests for re installation had been received. Council resolved that these would be repaired, cleaned and positioned at the Lanner Moor Playing Field where many families gathered to enjoy the space and play facilities. Cllr Luscombe agreed to oversee this matter.
The notice board currently situated at the junction of Sandy Lane would soon be removed following the relocation/replacement of the board at Lanner Moor. A new site for this board would be considered and investigations would be made into siting within South Downs.
Devolution/transfer of assets:
- To receive information from Cornwall Council following meeting with officers 13th April
Council was advised that a meeting to discuss the severe delay in the devolution of assets and potential future devolution had taken place and was attended by Cllr Wood, Clerk, Mark James, Charlotte Caldwell and Scott Sharples from Cornwall Council. The officers had been advised of Council’s significant disappointment that the parcel of open space at Henscol had still not been successfully transferred. This matter had been ongoing for over three years, despite CC being originally prepared to offer it for sale on the open market. It now appeared that this parcel of open space was being included in a wider far more complex package. It had been requested that this matter be given higher priority than potential other packages for devolution.
It was further requested that in order to harness the potential participation of volunteers, particularly from the university, a letter of intent that indicated that as soon as legal resources were available, the area of Tresavean would be devolved to Council be issued. Other areas such as Holman’s Quarry and Pennance Consols for which expression of interest had been invited were still being investigated and considered.
The CC officers were also advised that Council would not take over responsibility for any verges unless the freehold is attached. The advice was that this would not be possible as the verges formed part of the highway. The only exception granted by Council was that Lanner will maintain the verges at the entrance to Lanmoor: for this a licence will be granted by CC (notwithstanding that Lanner has been cutting this grass for the past 20 years and more without one)
A formal response was awaited.
- Land at Henscol
In addition to the open space Council had been trying for a considerable period of time to formally adopt the small area of open space at the entrance to Henscol. Council has maintained this for more than 15 years. Although, current ownership of the land had been established via the land registry and Council had received an indication of a willingness to gift the land, due to difficulties with administration of the estate of the late owner some delay had occurred. In order to complete this protracted process and overcome the difficulties with administration it was suggested that a letter be written for agreement by signature that would confirm transfer of this land and safeguard it as a public amenity area.
- Bus shelters
Council was advised that the legal transfer of the bus shelters had now been completed and these would now be maintained by Cornwall Council. Mr Hall, who currently maintained the shelters had been advised of this new arrangement. The installation of two new shelters, at Lanner Moor and Lanner Hill, would follow in the coming weeks.
No matters not already considered on the agenda.
PC18/59: Date of next meeting:
Annual Meeting: Thursday 31 May 2018
Planning Meeting: Tuesday 8 May 2018
There being no further business the meeting closed at 9.40 pm.