Lanner Parish Council Meeting 7 February 2019

Lanner Parish Council Minutes of the Parish Council Meeting held on Thursday 7 February 2019 in the Village Hall, commencing 7.00 pm. This meeting was postponed from Thursday 31 January 2019 due to adverse weather conditions.

Present: Cllr. Wood (Chair), Cllr Blewett, Cllr Bosworth, Cllr Luscombe (from PC19/…) Cllr Marshall and Cllr Repper.
In attendance: Mrs E Youlton, Clerk.

PC19/01: Apologies for absence:
Cllr Anson (other commitment); Cllr Wearne (holiday).

PC19/02: Declarations of pecuniary and/or non-pecuniary interests relating to items on the agenda and the details thereof.
None

PC19/03: To consider written requests for dispensation:
None

PC19/04: To receive report from Cornwall Councillor John Thomas:
Cllr Thomas was not present, and no report had been submitted.
Council indicated continued disappointment at the lack of direct communication received from Cllr Thomas.
After considerable discussion regarding working relationships, communication and an appropriate way forward it was resolved that Council would continue to work in the manner it always adheres to and will continue to copy in Cllr Thomas where appropriate. However, in the absence of reciprocation of good communication and partnership working alternative routes to Cornwall Council would be sought. No other action would be taken at this time.

PC19/05: Administration:

  • To accept minutes of the meeting held on 17 December 2018
    Resolved: Minutes of the meeting were approved and duly signed by the Chairman.
  • Matters arising from the Minutes not covered elsewhere on the agenda. There were none.
  • To receive report from Clerk(s) for January 2019.
    A spreadsheet detailing the number of visits to the Council Office, defects and matters of concern reported to Cornwall Council and links to other organisations had been produced to provide an update to Councillors. Since this offered useful information it was resolved that compilation would continue for each month and be circulated prior to Council meetings.
  • To consider adopting Complaints Policy.
    A draft of a Complaints Policy had been circulated and it was resolved to be accepted by Council. It would now be added to the Council website where all policies could be viewed. The work to establish further desirable policies was ongoing.

PC19/06: Financial Matters & Accounts for Payment:

NameSubjectAmount
Mr D HallVillage maint£445.42
Mrs D Moon Toilets£56.00
Mr M HeatherMaint. Progs.£589.20
Mr. P Mahoney - StreamlineWebsite maintenance & maps£200.00
Mrs E Youltonreimbursements£8.99
Mrs T Marshallreimbursements£2.49
Mr M Caddycemetery project£1158.00
HMRC£271.27
Staff costs£1535.66
CALCconference£36.00
£4303.03

Financial statements & payments for the month of January were presented to Council, approved and are appended to these Minutes. Full Accounts also appear on the website.

  • To confirm new banking arrangements
    Council noted that the online banking facility was now fully operational and therefore most of the payments would now be made by bank transfer. This would improve working practices. An update of signatories had been completed and a debit card was now held. This would greatly assist purchasing power particularly when securing items by telephone or online.
  • Security:
    Council were advised that the number of significant documents, deeds and banking tools were currently held within the Council office and that security of these items could be improved. It was therefore resolved to purchase a small fire proof safe to protect such items. The cost would be approximately £230, and the Lanner Village Hall would be invited to share the facility on the basis of a contribution of not less that £100.

PC18/07: Highways and Transport: Cllr Wood:

  • To receive update on actions to prohibit parking on pavement at Tresavean Terrace.
    Both local police and Cornwall Council Enforcement Officers had visited the area. Those parking vehicles on the pavement had been advised to desist and some penalty notices had been issued. It appeared that some residents were now parking in the car park of The Coppice Inn but it was unclear if this was a formal arrangement that would be permitted to continue. The area would continue to be monitored and action sought if appropriate.
  • To receive and consider information regarding mobile speed activated signs.
    Cllr Wood offered information regarding the cost and potential use of this signage which could be moved to a variety of locations and would offer a visual warning of limits to speeding motorists. Supporting posts would need to be erected in locations would need the agreement of Highways Officers. The system was operating with considerable success in neighbouring parishes, particularly St Day, and information and learning points were kindly shared. Gwennap and Stithians parishes had indicated interest and there may be opportunity to share the units which could rotate through the villages and allow costs to also be shared.
    Resolved: Council fully supported this initiative and approach would be made to the parishes of Stithians and Gwennap regarding joint purchase and use of the signage.
  • To note date of quarterly meeting with Adrian Drake, Cormac
    The next quarterly meeting would be held on Tuesday 10 February at 1pm. Cllrs Wood and Wearne had confirmed their attendance and items for inclusion on the agenda should be forwarded to the Clerk.

PC19/08: MVRG/CPIR: – Cllrs Wood & Anson:

  • To receive report on CPIR 22 January 2019 and consider possible response.
    In the absence of Cllr Anson, no report was received.
  • To note date of next meetings: MVRG: 28 February 2019
    Noted. The next meeting would include presentations from Paul Mahoney, Streamline, regarding websites and Simon Mould, regarding the Rural Status Report.

PC19/09: To comment on draft Rural Status Report for MVRG – Cllr Wood
Cllr Wood explained that it was considered by the MVRG that such a report was required for the member parishes since focus of the CPIR Status Report was essentially urban. It is important that a perspective on aims and ambitions for the rural communities within the Community Network Area be put forward to inform future policy in the CAN and any review of the Cornwall Local Plan. Cllr Wood had collated a report which had been circulated to Cllrs as a base document that could be amended and added to. The document would be discussed at the next MVRG meeting and Cllrs were invited to submit comments prior to this meeting.

PC19/10: To consider acceptance of invitation from Cornwall Council to request a Community Governance Review – Cllr Wood
Information regarding this invitation had been previously circulated to members. Cllr Wood explained the process of review and it was resolved to accept the invitation from Cornwall Council. It was agreed that further comment would be reserved until the process commenced. However, the motivation for the review would be to reinforce the parish boundaries against possible alteration and to secure additional councillors to council more proportionate to its size, budget and responsibilities.

PC19/11: Neighbourhood Plan: Cllr Wood

  • To confirm distribution of Referendum NDP
    Cllr Wood confirmed that the Referendum NDP document had been placed for viewing at the Lanner Surgery, Redruth Library and was held at the Council Office. A number of local residents had already visited to view the document and enquiries had also been received by telephone and email.
  • To note advertising of referendum
    Posters had been placed in local businesses and on notice boards, details had been placed on the website and on the Lanner Life FB page, local organisations had been sent information and an article had appeared in the school newsletter. All statutory notices had been placed in appropriate locations.
  • To confirm advertising arrangements to encourage voting on 21 February 2019
    Information would continue to be distributed in digital and paper format. Reminders to vote would be placed in as many places as possible to remind residents of the significance of placing their vote.

PC19/12: Planning:
There were no matters of an urgent nature.
Discussion took place regarding the length of time that it took for investigation of potential breach of planning regulations. It was agreed that a full list of all outstanding matters and relating timescales would be prepared and considered at the next Planning Committee meeting.

PC19/13: Website:

  • To receive statistics relating to usage
    This information had been previously circulated and was noted.
  • To consider requirements for updating of website
    Cllr Wood suggested that since the website had been operational for some time it was desirable to review the layout, colour, content and overall ease of use. It was agreed that it would be useful to visit other websites to benchmark requirements. Cllrs were invited to complete this exercise and feed comments to Cllr Wood.

PC19/14: United Downs Deep Geothermal Project: – Cllrs Blewett & Bosworth

  • To receive update on progress of drilling rig, operations and noise levels.
    Cllrs Bosworth and Blewett reported that the project appeared to be progressing well and deep drilling had been successful. Several events had been held for the general public to visit the site and these had been very well attended.
  • To consider opportunity for Councillors and volunteers to attend focus visit to the project
    An offer had been made from the Geothermal Team for council to enjoy a visit tailored to them. It was agreed that subject to sufficient interest this would be arranged in the coming months.
  • To receive information relating to applications to the United Downs Geothermal Community Fund
    The deadline for applications for funding for consideration in March was 31 January. It was confirmed that an application for improvements to the public toilet provision had been submitted by Council.

PC19/15: Christmas Lights– Cllr Marshall
Cllr Marshall confirmed that thanks to the volunteers all lights had been taken down, cleaned and packed for storage. This had been kindly arranged by Cllr Luscombe and the group were most grateful for his assistance.
The lights used at the Lanner Playing Field had been confirmed as faulty and credit was held in readiness to purchase replacement lights in 2019.

PC19/16: Emergency Plan – Cllr Marshall

  • To note arrangements for planned ‘test exercise’ in 2019
    Cllr Marshall advised that a test exercise had been planned for week commencing 18 February. This aimed to test all channels of communication that would be required to alert and request help. It would also test the ability to get all local halls open as emergency centres. A review would then be undertaken to consider improvements and detail equipment that could be purchased with the grant funding received as part of this initiative from Cornwall Council.

PC19/17: Environment: Cllrs Wood & Repper

  • Footpaths: To receive reports from Volunteer Footpath Walkers:
    Reports received indicated that most paths appeared in good order. However, some concern had been expressed regarding damage to the surface of the Tresavean Trail. It appeared this was caused by tenants/owners of fields adjacent to the bridleway. Investigations into ownership and rights of way and responsibilities would be made.
    Two volunteers had carried out a litter pick at Tresavean and collected a great deal of rubbish including over 40 drinks cans. The litter had all been disposed of appropriately and with regard to recycling. Council indicated their appreciation for such effort from Elaine and Daisy Lambourne who are dedicated and committed volunteers.
    Cllr Repper advised that a recent news item suggested that Cornwall Council had requested an extension of time for paths to be added to the definitive map from government office. This was due to an inability to process all applications via its legal department. Since a considerable amount of work was being undertaken to secure the addition of 10 paths within the parish it was resolved that enquiry regarding the validity of this report would be made to Cornwall Council.

It was confirmed that the submission of invoices to facilitate payment from Cornwall Council as part of the LMP agreement for 2018/19 had been completed and payment should be received shortly. The invitation to continue this partnership which offered part payment for the path’s maintenance scheme with Council able to engage a Contractor of choice had been received from Cornwall Council. It was resolved to enter into the LMP on the terms offered for the year 2019/20.

  • To receive report on progress with proposals for Mining Trails Forum and Mining Trails survey
    Cllr Wood advised that response to this proposal had been positive with many local parishes indicating willingness to participate. Survey forms, indicating conditions of paths and signage were being sent to him and he was compiling data. So far these had been received from Lanner, Portreath, St Day, Chacewater, Redruth and Gwennap. It was hoped that Camborne, Carn Brea, Illogan and Feock would soon complete this task. Surveys were starting to indicate common themes, and this could lead to the production of a clear action plan. Again, thanks were extended to Elaine and Daisy Lambourne who had completed several surveys in Lanner parish. A further meeting was scheduled for February and a report on this meeting would be offered at the next Council meeting.
  • To note meetings/progress with the proposed ‘4 Point Plan’
    Further meetings to discuss the production and implementation of a ‘4-point plan’ to address the illegal use of motor vehicles on footpaths and bridleways had taken place. Cllr Wood had offered considerable feedback on the draft document and it was hoped that as it was refined it could become more meaningful and result in clear routes of action being taken.

PC19/18: Community: Cllr Wood

  • Grit bins
    It was noted that good use of the rock salt had been made during recent inclement weather conditions. However, the provision had been made to offer assistance to those using the footways and was not for use on the highway as this remained the responsibility of Cornwall Council. In order to ensure that anyone making use of the provision does so for its intended purpose, it was resolved that signage to that effect be purchased and attached to the bins.
  • School bus provisions
    Concern remained that the school bus provision operated by Cornwall Council to meet both legal and social obligations was operating with many empty seats which could be utilised by paying students. Investigation into the numbers using the service and the seats remaining would be made via Cornwall Council. This apparent evidence caused Council to continue to question the degree to which Cornwall Council had indicated numbers requiring bus transport to school have increased and are likely to increase further. Enquiry into actual figures and methods of calculation would be made once again.

PC19/19: Parish Assets:
Toilets and Playing Fields:

  • Safety Inspections/signage
    Cllr Wearne had completed all regular inspections. Repairs were required to the wet pour in the toddler’s area at Lanner Moor Playing Field and to a small area of the surface matting at Strawberry Fields. It was proving difficult to obtain the required materials to affect a cost-effective repair, but efforts continued.
  • To consider specification for refurbishment of toilets
    Quotation for the installation of toilet doors had been obtained for a total cost of £3800 per door. This would include a charging lock facility. As this was an area of specialism it had proved very difficult to obtain quotes and none had been forthcoming from local tradesmen. This matter would be kept under review and discussed at future meetings.
  • To consider application to United Downs Geothermal Community Fund
    It was confirmed that since the installation of charge/lock doors met the criteria for a funding application submission on behalf of Council had been made.

Lawn Cemetery & Churchyard: Cllr Wood

  • To receive update on the proposed works.
    Council was advised that several site meetings had taken place and a review of the works completed. It was proposed that Mike Caddy complete initial excavations, create a wider gateway, suitable gradient at the entrance and install tarmac and appropriate drainage and retention walls. A revised quote had been submitted and it was resolved to accept this quotation. The total amount ringfenced for the project would remain as previously so that funds to complete landscaping, installation of suitable gate and parking facilities was allowed for. Mr Caddy had supplied the required confirmation of insurance, method statement and risk assessments and would commence work on site on 18 February as scheduled. Payments for hire of plant would be made directly to suppliers and staged payments would be made to the Contractor on a weekly basis. A full account will be presented to Council at each meeting.
  • To receive update on insurance claim for damage to graves
    Estimates for repairs to damaged graves had been submitted to Cornish Mutual Insurance and approval hade been given for all works to be undertaken and completed. This was being arranged and it was hoped all remedial work would be completed in the very near future.
  • To note date of meeting to discuss future maintenance arrangements for Churchyard – Thursday 7 February 2019.
    Due to the postponement of the January Council meeting this meeting had now taken place.
    Cllr Wood advised that arrangements for the ‘closure’ of the Churchyard had progressed with greater speed that anticipated. The matter was now due to be considered by the privy council in March and that should conclude legal process. The meeting had discussed all aspects of future maintenance including the overall administration and management of the area working in partnership with Cornwall Council, Christchurch and Lanner Methodist Church.

Lanmoor Entrance splays:

  • To discuss planting and management policy.
    It was agreed that once appropriate management had been formally agreed considerable work would be required to bring this area to an acceptable standard. Cllr Wearne and the Clerk would meet to discuss and prepare estimates for proposal works which would then be considered by Council.
  • Clarification of what land may be transferred and what may be licensed
    Since maps and investigation into ownership of various sections of the entrance splays offered conflicting information further investigation was being made and this matter would be consider4ed further by Council.

Church Green:

  • To note complaint of overhanging vegetation in this vicinity.
    Council was advised that a complaint had been received from a local resident regarding overgrown vegetation at the rear of the Methodist School Room and adjacent to Church Green. The area was not within ownership or management of the Parish Council. Inspection from Cornwall Council concluded that that there was not a need for remedial action. Information regarding this had been sent to the Methodist Church Officers for their consideration. The matter was noted by Council.

Devolution:

  • Tresavean Mine – to note information from Cornwall Council and Cllr Hannaford.
    Informal discussions with Cornwall Council had indicated that this matter was still being considered and further reports were being sought from Officers. It was hoped that further information would be received in due course.
  • To discuss/plan writing up policies for the use, maintenance and replacement life of each parish council owned/leased asset.
    Since Council was increasing management and ownership of a variety of assets Cllr Wood advised that it would be good practice to devise policies to cover each asset. It was
    resolved to proceed on this basis.
  • To discuss the desirability/capacity for monitoring services delivered by Cornwall Council
    Discussion regarding methods of monitoring the effectiveness of services delivered by Cornwall Council was discussed. It was agreed that further deliberation was required to determine what services would be monitored and how this could be effectively managed. It was hoped that monitoring and feedback could then be established.

PC19/20: Correspondence:
Citizens Advice Rural Access Report – circulated and noted

PC19/21: Date of next meeting:

  • Council meeting: Thursday 28 February 2019
  • Planning meeting: Tuesday 12 February 2019

There being no further business the meeting closed at 10.35 pm.

PCmins190207

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