Lanner Parish Council Minutes 25 April 2019

Lanner Parish Council Minutes of the Parish Council Meeting held on Thursday 25 April 2019 in the Village Hall, commencing 7.00 pm.

Present: Cllr. Wood (Chair), Cllr Bosworth, Cllr Luscombe, Cllr Marshall, Cllr Repper and Cllr Wearne.
In attendance: Mrs E Youlton, Clerk. Mr M McEvoy.

PC19/58: Apologies for absence:
Cllr Anson (work commitments);

PC19/59: Declarations of pecuniary and/or non-pecuniary interests relating to items on the agenda and the details thereof.
None

PC19/60: To consider written requests for dispensation:
None

PC19/61: To receive report from Cornwall Councillor John Thomas:
In the absence of Cllr Thomas, no report was received and no replies to emailed correspondence had been received.

PC19/62: Administration:

  • To confirm electoral procedures to appoint a Councillor by Co-option. Since more than ten electors had not requested an election to be held Cornwall Council had confirmed that the vacancy should be filled by Co-option. There were currently a number of candidates that had submitted an expression of interest and applications would be considered in due course.
  • To accept minutes of the Council meeting held on 28 March 2019. Minutes of the meeting were accepted and duly signed by the Chairman.
  • Matters arising from the Minutes not covered elsewhere on the agenda. None.
  • To receive report from Clerk(s) for April 2019. The report had been previously circulated, and matters were noted by Council.
  • To consider adopting the following policies:
    Health & Safety Policy
    Policy for Health & Safety had been previously circulated for consideration. It was resolved to accept this policy which would be reviewed annually.
  • To consider quotations for renewal of insurance policy. Quotations for the renewal of the Insurance policy had been received and reviewed. Additions to recently purchased equipment had necessitated some revision. Although favourable quotations for the area of Tresavean had been obtained it looked unlikely that this project would proceed. Council approved in principle the renewal of Insurance, with Zurich, at a cost of £1083.83 and this would be obtained once final confirmation regarding Tresavean had been received from Cornwall Council. (see PC19/73)
  • To note notice of European Election. Council noted that this election would be held on 23 May 2019 and the polling station would be Lanner Village Hall. Information had been placed on the Council Notice Boards.

PC19/63: Financial Matters & Accounts for Payment:

NameSubjectAmount
Mr D HallVillage maint£445.42
Mrs D Moon Toilets£60.00
Mr M HeatherMaint. Progs.£1178.40
Mr. P Mahoney - StreamlineWebsite maintenance & maps£200.00
SWW toilets£44.63
Mrs T Marshallreimbursements£14.59
Argossurge protector£55.04
HMRC£413.95
Staff costs£1770.93
Curry’s/PC World IT equipment£149.00
Luscombe constructionCemetery Extension£1505.86
Adobe subscription (direct debit)£15.17
HP Instant Ink subscription (direct debit)£11.99
£6948.81

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

  • To receive notification of Annual Governance and Accountability Return 2018/19. The Clerk confirmed receipt of notification of the return for 2018/19. Preparations for both Internal and External Audit were almost complete, and Council would be required to agree Annual Governance Statement and the Accounts for period ending 31 March 2019 at forthcoming meetings.
    The software package, Scribe, had proved reliable and effective and Assistant Clerk, Teresa Marshall, was thanked for all her efforts in administering its use.
  • To note the arrangements for internal audit and timescale for completion of audit. Council noted that the return to PKF Littlejohn, appointed auditors, must be made by 1 July 2019. The exercise of public rights to inspect accounts would be from 17/06/2019 to 26/07/2019.

PC19/64: Highways and Transport: – Cllrs Wearne and Wood

  • To report further information regarding purchase/installation of mobile speed activated signs
    The details to proceed with a combined purchase with the parishes of Gwennap and Stithians were being collated and it was hoped that the order would be finalised and placed in the next month. Indication had been received from Stithians PC that although a collective purchase would be made to reduce costs, it would be preferred if each parish then held and operated their own single unit. This was to ensure greater protection of the unit in putting up and taking down and accountability for damage. This suggestion had also been extended to Gwennap who had indicated they were happy to proceed on this basis. Since there was no objection to this proposal each Council would retain ownership and responsibility of one unit.
  • To confirm locations of sites to be submitted to CC; method statements and risk assessments
    A document detailing method statement/risk assessments and proposed locations for the signs had been complied and previously circulated to Council. It was resolved that these locations were approved by Council and would be submitted to Adrian Drake, Cormac, for approval. The signs would be operated at Lanner Moor, close to Henscol, Lanner Hill and South Downs. Further information of actual vehicle speeds at Pennance and Bell Veor would be sought before these sites were considered for inclusion.
  • To consider application for a Planting Licence for an area of highway adjacent to the grass area at entrance to Henscol.
    Further complaints had been received from residents regarding the parking of vehicles on a section of pavement adjacent to the raised grass area at the entrance to Henscol. Advice had been sought from the local police team who advised that since a dropped curb was not installed in this area then vehicles were not permitted to drive onto this area. Adrian Drake had confirmed that this section was registered as highway and therefore under the control of Cornwall Council. He had advised Council that a planting licence could be sought to place planters or posts which would effectively prohibit parking in this area. Resolved: an application for a planting licence would be submitted for this area.

PC19/65: MVRG/CPIR: – Cllrs Anson and Wood:

  • To note CPIR Community Network Panel meeting: 15 May 2019 and consider possible comments. Noted.
  • To note the date of next MVRG meeting 2 May 2019, Mills Hall Carharrack. Cllrs Wood and Luscombe confirmed their attendance for this meeting at which there would be guest speakers Louise Wood and Mark Broomhead, CC Planning and Paula Wellings, CC Casualty Reduction Manager.

PC19/66: Parish Plan: Cllr Wood

  • To consider undertaking review of Parish Plan and associated activities.
    Cllr Wood gave an overview of what had been undertaken to create the last plan which was now due for review and the types of activities that could be included to gauge public opinion. The previous document would be circulated to Cllrs for information however, a very different format and method is proposed this time. Further details of this were being prepared by Cllr Wood and this proposal would be shared in due course.
    It was resolved that since this would be a useful tool to delivering informed decisions Council would proceed to create a Parish Plan in 2019/20.

PC19/67: Planning:

  • Any planning matters of an urgent nature. PA19/00625 – Land North East of Carnmarth House
    Negotiations were continuing via the Planning Officer, Applicant and Ward Member, Cllr Thomas. A revision to the application was being drawn and would be sent to Council for consideration in due course.
  • To receive feedback on Housing SPD – previously circulated. Cllr Wood had compiled a detailed response to consultation on the Housing SPD and this had been previously circulated. It was resolved that Cllr Wood would submit these comments without amendment on behalf of Council.

PC19/68: Website – Cllr Wood:

  • To receive statistics relating to usage. This information had been previously circulated and was noted.
  • To note feedback on requirements for updating of website. Reviews of the website had been received from a few members of the community and this information would be compiled to inform a more accurate brief.
  • To confirm date for a meeting with to confirm proposals for update of design. This would be arranged for late June/early July to allow further considerations to be made.

PC19/69: United Downs Deep Geothermal Project: – Cllr Bosworth

  • To receive update on progress of drilling rig, operations and noise levels.
    Cllr Bosworth reported that good progress was being made with drilling with no reports of concerns regarding noise pollution. There had been no further progress with the drilling of a second well as yet, but this was anticipated in the near future and this may also bring additional opportunities to secure funding. Cllr Bosworth would continue to attend liaison meetings.

PC19/70: Emergency Plan – Cllr Marshall

  • To confirm date of meeting with representatives to discuss equipment, skills refresh and further ‘test exercise’
    Cllr Marshall confirmed this meeting would be held on Wednesday 5 June at 7pm. This meeting would focus on arrangements for a ‘test exercise’ to allow the plan to be rigorously tested. It was also hoped that such an event may encourage more volunteers to become involved.

PC19/71: Environment: Cllrs Luscombe, Wearne and Wood

  • Footpaths: To receive reports from Volunteer Footpath Walkers:
    No reports of serious defects had been received. All paths continued to be enjoyed by residents.
    Monitoring of the use of motor bikes on bridleways/footpaths continued with reports made to the police when appropriate.
  • To receive update on progress with application to add paths to the definitive map.
    Cllr Repper advised that she was making good progress with the compilation of the witness statements and should be ready to submit the application to add 10 identified paths during June/July.
  • To note date of next meeting of Mining Trails Forum – 7 May at Chacewater. Noted. Cllr Wood confirmed attendance.
  • To receive update on application to appoint and arrange training for parish enforcement officers in partnership with Cornwall Council Community Protection Team
    Cornwall Council had advised that Councillors could not be appointed to this role however they could accompany volunteers willing to undertake the role. The cost of the training would be £100 per person. Along with supporting evidence those identified as in breach of regulations would be issued with a fixed penalty notice and fine. Patrols would always be undertaken in pairs and ‘uniform’ would be provided. It was resolved to proceed with this initiative. Cllr Marshall would give thought to uniform design.

PC19/72: Community: Cllrs Bosworth, Luscombe, Wearne & Wood

  • To receive report on the target on litter pollution event held on Saturday 6 April 10 to 12 noon.
    This event had proved a resounding success with an excellent attendance of volunteers who picked litter throughout the whole parish. All rubbish was then returned to the Village Hall and collected by Cornwall Council services. Light refreshments were enjoyed and positive interest in future litter picking events was offered by all involved.
  • To consider establishing a quarterly community litter pick
    It was resolved to proceed with this event on a quarterly basis and the next event would take place on Saturday 29 June 10 to 12 noon.
  • To receive update on consultation and ideas for a ‘Summer Programme’ of events designed to engage teenagers and foster self-responsibility and citizenship
    Consultation continued with a variety of suggestions being made so far. Further meetings and discussions should a allow a draft proposal to be presented at the next meeting.
  • To note date of meeting of interested parties/organisations/clubs to consider the provision of defibrillators within the parish – 15 May 2019.
    Noted. The event had been widely advertised and a good number of interested organisations and individuals had pledged support and attendance.

PC19/73: Parish Assets:
Toilets and Playing Fields: Cllr Wearne

  • Safety Inspections/signage
    All regular inspections had been completed by Cllr Wearne.
  • To receive update on implementation of repair works to meet required safety standards
    Cllr Wearne reported that all works had now been completed but continuous inspection was required to address any new defects.
  • To note Annual Safety Inspection
    It was confirmed that the inspections had been completed but no report had yet been received.
  • To receive report on the opening of new play equipment
    Cllr Wearne reported that the event had been very successful and well attended by the young and not so young. Following the official opening by Harvey Watson, children and adults were able to enjoy the new items. It was disappointing to note that within hours the table tennis bats/ball had been removed but it was hoped that families would be able to bring their own equipment to use.
  • To receive report of further anti-social behaviour and vandalism
    Unfortunately, the support rail in the cubicle offering some disabled facilities had been broken off with deliberate force. Cllr Wearne had made safe by the removal of the rail.
  • Update on progress with installation of new toilet doors
    A reviewed quotation and replies to queries regarding the payment facility were still awaited. This matter would be finalised at the next meeting.
  • To note applications submitted to Cornwall Council SOS
    Applications for support had been submitted to the Cornwall Council SOS programme which offered the opportunity to receive the volunteered support of Council staff to undertake improvement works within communities. The submissions from Lanner had been for the repainting of the fence around the Strawberry Fields Recreation Field and the clearance of vegetation at the entrance splays at Lanmoor Estate. Indication would be received of the applications in due course.

Lawn Cemetery & Churchyard: Cllrs Luscombe, Wearne and Wood

  • To receive update on status of works.
    Investigations into the source of the water feeding the pipe were ongoing and once information is confirmed the necessary clamping of the pipe can be completed. Contractor, Mike Caddy, is scheduled to return to complete works to create the vehicular entrance. Investigation into plotting of grave spaces and requirements for natural burial was being undertaken by the Clerk and reports would be received in due course.
  • To receive update on ‘closure’ of Churchyard
    Confirmation of closure of the Churchyard had been received from the Privy Council and Cornwall Council would be officially informed by the PCC. This would then allow negotiations regarding future maintenance to be continued.
  • To consider remedial works identified for attention of Cornwall Council
    Cllr Wood advised that an inspection of the area had been undertaken with Cllr Wearne and the Clerk and defects had been noted in preparation for presentation to Cornwall Council.
    It was noted that the current water container stands at the Churchyard lacked suitable containers, old plastic bottles were currently being used and these frequently blew around the area. It was resolved to purchase two new stands and enough watering cans to service both areas.
  • To consider negotiations for devolution of works and future management
    Once formal notification had been submitted and accepted by Cornwall Council negotiations would begin in earnest with Cornwall Council Officers. This would focus on areas of responsibility, maintenance schedule and rates of reimbursement.
  • Lanmoor Entrance splays:To discuss planting and management policy.
    Cllr Wearne had offered a variety of suggestions to improve the visual amenity of this area but a final design could not be agreed until the area was properly cleared of vegetation. Quotations for this work had been obtained and were considered by Council. It was resolved to engage the services of Mr M Heather, who had submitted the lowest quotation. Cllr Wearne would continue to investigate hedging and planting that would be suitable in this area.
  • To receive update on obtaining possessory title of land outside the ownership of Cornwall Council.
    Council resolved to make application to the land registry to obtain possessory title of this land as soon as possible.

Devolution:

  • Tresavean Mine – to note information from Cornwall Council
    A letter from Donald Martin, CC Countryside Team Leader, indicated that transfer of this land to the Parish Council would not be supported. Whilst acknowledging that there was a need to improve on current management practices being delivered no detailed proposal was offered by Cornwall Council. Interest in the development of existing ‘partnership working’ was suggested by Cornwall Council but since there was no such working arrangement in place it was difficult to appreciate how this could be expanded upon!
    A meeting to discuss this option was offered by Cornwall Council.
    Council expressed considerable disappointment that following almost three years of discussions and explanations there remained an unwillingness on the part of Cornwall Council to devolve this area to the community through Lanner Parish Council in order to ensure effective, long term protection and management to optimise both accessibility and biodiversity. The Parish Council’s interest in the Tresavean site is expressed by paragraph 15.1 and Policy 11 of the Lanner Neighbourhood Development Plan.
  • The liabilities and commitments outlined in CC’s letter are well appreciated by Council, and it is recognised that for Council to take the project further would require commitment to a substantial investment of resources over a considerable length of time. It was considered by Council that this could only be contemplated if Council had management control of the project which would need to be linked to either a freehold title in the site or benefit of a 60-year lease. It was resolved that unless such a transfer underlies any negotiations there would be little gain from a meeting at this time. However, Council would be open to discussions which limited the extent of land to be devolved: say, for example, excluding heritage structures. It was considered that there would certainly be no merit in drawing in prospective volunteers unless and until there are very firm proposals which would meet Council’s approval as the enthusiasm of volunteers within the community has been severely dented by three years of discussion coming to nothing. It was further noted that there had been no consultation with the Council or community undertaken by Cornwall Council, or any evidence demonstrated of the completion of an asset audit for which indication of such undertaking had been received several years ago.

PC19/74: Date of next meeting:
Annual Council meeting: Thursday 30 May 2019
Planning meeting: Thursday 9 May 2019

There being no further business the meeting closed at 9.55 pm.

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