Lanner Parish Council Minutes of the Annual Parish Meeting held on Thursday 30 May 2019 in the Village Hall, commencing 7.00 pm.
Present: Cllr. Wood (Chair), Cllr Luscombe, Cllr Marshall, Cllr Rabey, Cllr Repper and Cllr Wearne.
In attendance: Mrs E Youlton, Clerk.
PC19/79: Apologies for absence:
Cllr Anson (work commitments); Cllr Bosworth (holiday)
Cllr Wood extended particular welcome to Cllr Rabey after a prolonged period of absence.
PC19/80: Declarations of pecuniary and/or non-pecuniary interests relating to items on the agenda and the details thereof.
PC19/81: To consider written requests for dispensation:
PC19/82: To confirm appointment of Mrs. Tamsin Watson as co-opted Cllr and sign declaration of office.
Unfortunately, Mrs Watson was unable to attend the meeting due to an unexpected family commitment. This matter was deferred to the next meeting.
PC19/83: 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. A summary report was received by the Chairman after the meeting.
PC19/84: Election of Officers:
Councillors were proposed, seconded and unanimously elected to the following positions:
Chairman: Cllr Wood; Vice Chairman: Cllr Luscombe; Planning Committee Chairman:
PC19/88: Election of Councillors’ leading areas of special interest:
Finance, administration, governance, property, devolution and localism
Resolved: Cllrs Wood and Wearne.
Health, Social care and wellbeing
Resolved: Cllr Anson
Recreation areas and parks, trees, waste and litter
Resolved: Cllr Wearne
Community safety & events, fire and rescue, police
Resolved: Cllr Marshall
Transport, highways, parking
Resolved: Cllr Marshall
Footpaths, bridleways, cycle paths
Resolved: Cllrs Repper and Luscombe
Environment, open spaces and Heritage
Resolved: Cllrs Bosworth
PC19/89: Representative members on outside bodies:
Councillors were proposed, seconded and unanimously elected to the following positions:
MVRG/Community Network – Cllrs Wood and Anson
Carn Marth Trust – Cllr Bosworth
Mining Trails Forum – Cllr Wood
PC19/90: Formal adoption of Standing Orders, Code of Conduct, Financial Regulations and Policies for the year 2019/20.
Standing Orders, Code of Conduct and policies had been previously circulated to Members and it was resolved that these be adopted by Council.
Current policies are as follows:
Members Allowance Policy; Health & Safety Statement; Health & Safety Policy; Risk Assessment & Policy; Complaints Policy; Publication Scheme; Electronic Communications Policy; Email Contact Privacy Notice; Learning & Development Policy; Equal Opportunities Policy; Lone Working Policy;
Communications & Social Media Policy; Retention of Documents + appendix
PC19/91: To review Council Risk Assessment for 2019/20.
Council considered the risks to Council and operation of business and it was resolved to adopt the proposed document detailing risk and protective measures.
- To accept minutes of the Council meetings held on 25 April and 9 May 2019
Minutes of the meetings were accepted and duly signed by the Chairman.
- To receive report from Clerk(s) for May 2019.
The report had been previously circulated, and matters were noted by Council. Some matters required ongoing attention and updates would be provided when possible.
PC19/93: Financial Matters & Accounts for Payment:
|Mr D Hall||Village maint||£445.42|
|Mrs D Moon||Toilets||£62.00|
|Mr M Heather||Maint. Progs.||£1178.40|
|Mr. P Mahoney - Streamline||Website maintenance & maps||£200.00|
|Mrs T Marshall||reimbursements||£26.01|
|Cllr T Wearne||reimbursements||£22.75|
|Mr P Richards||internal audit||£300.50|
|Mr D Gumma||rubbish removal||£20.00|
|Adobe||subscription (direct debit)||£15.17|
|HP Instant Ink||(direct debit)||£10.99|
Financial statements & payments for the month of May were presented to Council, approved and are appended to these Minutes. Full Accounts also appear on the website.
- To receive report following Internal Audit by Mr Peter Richards for year ending 2018/19.
Mr Richards had completed the Internal Audit and concluded that there were no matters for the attention of Council.
- To approve accounts for year ending 31 March 2019 and confirm submission to External Auditor, PFK Littlejohn
It was resolved that the Accounts for the year ending 31 March 2019 were approved and submission to the External Auditor would now be made. Advertisement for the exercise of Public Rights would also be made and this period would run from 17/06/2019 to 29/07/2019.
PC19/94: Highways and Transport: – Cllrs Wearne and Wood
- To report further information regarding purchase/installation of mobile speed activated signs and confirm order of devices.
With the support of Alan Mackie, Elancity, details of the final order to include all required fixings had been agreed by all parties. The order had been placed and delivery was expected within the next five/six weeks. The signs would then be deployed at approved locations throughout Lanner, Gwennap and Stithians.
- To consider extending the existing weed control contract to include The Paddock, Beauchamp Meadows and the top of Lanner Hill/South Downs.
Following a complaint from a resident inspection of this area had been undertaken by Cllr Wood. Although many areas had been cleared of weeds by local residents some areas had substantial growth and looked unkempt. Enquiry to Redruth Town Council confirmed that this area was included in their schedule of works. Since these areas were within the parish of Lanner Council it was resolved to include these areas within the weed spraying program. A revised quotation had been received from the appointed Contractor and it was resolved to accept this cost.
PC19/95: MVRG/CPIR: – Cllrs Anson and Wood:
- To receive report on CPIR Community Network Panel meeting: 15 May 2019 and consider possible comments. Cllr Anson
In the absence of Cllr Anson, no report was available.
- To receive report on MVRG meeting and associated projects of 2nd May 2019. Cllrs Luscombe and Wood
Notes from this meeting had been previously circulated.
A future meeting with Planning Officers was to be arranged to continue discussion on some of the topics of concern. It was agreed that it would be essential to formulate an agenda so that correct focus could be given rather than a “brainstorming session”. Cllrs were invited to give serious consideration to the topics they wished to be addressed and initial thoughts included enforcement; Community Infrastructure Levy and Section 106.
PC19/96: Parish Plan: Cllr Wood
- To consider outline of method and areas for consideration for Parish Plan Review.
Cllr Wood had prepared an outline method and details of this had been previously circulated. It was agreed that the consultation exercise would invite comment through use of visual representation and short headlines. Once comments had been collated a final plan would be drafted for the approval of Council.
- Any planning matters of an urgent nature.
There were no matters of an urgent nature.
PC19/98: Website – Cllr Wood:
- To receive statistics relating to usage. This information had been previously circulated and was noted. An informal meeting to collate ideas and requirements for the updating of the website would be scheduled for early July.
PC19/99: United Downs Deep Geothermal Project: – Cllr Bosworth
- To receive update on progress of drilling rig, operations and noise levels.
In the absence of Cllr Bosworth, no report was available. However, it was noted that progress seemed to continue well. The next round of community funding was now available, and applications were invited.
PC19/100: Environment: Cllrs Luscombe, Wearne and Wood
- To consider consultation Public Spaces Protection Orders: Renewal of existing dogs on beaches restrictions to come into effect from April /May 2020.
Information had been previously circulated to Cllrs. It was resolved to offer the following feedback:
- Since parish/town Councils were knowledgeable about the requirements within their communities could such decisions relating to Protection Orders be devolved to them?
- An element of consistency in the restrictions imposed may lead to less confusion about when orders were applicable. The current situation of variance in dates and times of exclusions could often lead to misunderstanding or excuse.
- Footpaths: To receive reports from Volunteer Footpath Walkers:
No major problems had been reported. It was noted that many paths had high levels of vegetation which required cutting; this was scheduled for June/July an optimum period to cut with respect to wildlife.
- To receive update on progress with application to add paths to the Definitive Map.
Cllr Repper advised that she had collated many witness statements and was progressing well with the application. Cllrs were issued with a map detailing the paths for which submission would be made, blank witness statement forms which they were invited to complete if they could confirm periods of use. Cllr Repper was walking all the routes to check lengths and take photographs so that all requirements for the application could be met.
- To receive report on meeting of Mining Trails Forum – 7 May.
Notes from this meeting had been previously circulated and were noted. Cllr Wood indicated his concern and disappointment that an unapproved press release with his name on it as contact had been made that contained inaccuracies. The information published indicated that Cornwall Council is to invest £3 million in the trails network; this is incorrect and could lead to misunderstanding and disappointment. The investment referred to is for the creation of new cycle trails in other parts of the county. It was hoped that this would not deter membership, partnership or development of the Forum.
Council supported Cllr Wood’s concerns.
- To receive report on meeting to discuss/confirm appointment and training for parish enforcement officers in partnership with Cornwall Council Community Protection Team – 23 May.
The Clerk reported on her attendance at this meeting and advised that the first part of the meeting focussed on discussion to address anti-social behaviour and criminal offence at locations throughout the Mining Villages areas. A number of ‘hot spots’ had been identified and it was hoped that through partnership working with Cornwall Council these incidents could be reduced and ultimately stopped. A draft partnership agreement had been circulated and following feedback and possible alteration it was hoped that this could be adopted to form a firm basis for agreed action.
More consideration to the operation of enforcement through the issue of FPN’s was required and Kevin Brader would be circulating a draft proposal in the coming weeks. This would include information to support the use of Incident Report Forms by appointed Officers that may allow CC to take further action. Dates of future meetings which may be by telephone conference would be confirmed.
- To receive report on planned reinstatement of a barrier by Cornwall Council along a section where the Tresavean Trail meets the Great Flat Lode which appears to be now regularly used as a “short cut” by vehicles and to consider providing some contribution to the work.
Council were advised that Gavin Henderson, Countryside Officer, Cormac, had visited the site and supported the placement of a gate at this location. A detailed plan had been sent and had been submitted to Cornwall Council for consideration. However, it was likely to be sometime before resources would be available for installation.
To support and accelerate this action Cllr Luscombe confirmed his offer to pay for the gate, keypad lock and carry out the works. This offer would be made to Gavin Henderson and would be carried out in accordance with his guidance and instruction. Council thanked Cllr Luscombe for his generosity and greatly hoped that the work would prohibit vehicles making unauthorised use of this trail.
- To consider the purchase of “No Vehicular Access” signs for the Trails within the parish and the number required.
In a further attempt to prohibit unauthorised use of motorised vehicles along footpaths and bridleways consideration was given to the erection of signs to indicate that this was prohibited.
Five locations where such activity was prevalent had been identified and Council resolved to proceed with the purchase and erection of 5 signs and 4 posts (one sign being fitted to a gate).
The total cost would be a maximum of £360.
PC19/101: Community: Cllrs Bosworth, Luscombe, Wearne & Wood
- To receive update on consultation and ideas for a ‘Summer Programme’ of events designed to engage teenagers and foster self-responsibility and citizenship
Considerable consultation had been made with a variety of young people. The requests made were for fairly large-scale events and which would be very expensive. Various options were being explored to try and arrange appealing activities. Cllr Marshall indicated his willingness to manage an art day that could involve working with a range of materials on a rotating basis.
Final details of a proposal would be confirmed at the next meeting.
- To receive report on open meeting to discuss provision of defibrators within the parish
Notes of meeting had been previously circulated and were noted. Thanks were expressed to Cllr Bosworth for his considerable efforts.
- To confirm Council will not make oral representation to hearing in relation to application by Open Spaces at Carn Marth.
It was resolved that Council would not make oral representation regarding this matter but confirmation of the written submission from Council had been received.
PC19/102: Parish Assets:
Toilets and Playing Fields: Cllr Wearne
- Safety Inspections/signage
All regular inspections had been completed by Cllr Wearne.
Various acts of petty vandalism had been noted, this included breakage of the toilet window, graffiti on toilet doors and equipment. Council expressed their extreme disappointment that such behaviour continued. Particular disgust was levelled at the damage to mature trees planted at Strawberry Fields Recreation area. All matters had been reported to the Police.
- To confirm works completed to address matters raised in annual safety inspection report.
Cllr Wearne advised that only minor matters had been identified and these had almost all been rectified. Spare parts were still awaited from Wickstead, but these were expected in the near future.
There was a requirement to increase the levels of safety play bark as rotivation in all areas had still not offered sufficient levels. Approximately 20 cubic meters was required, and this would be at a cost of £1575 + vat. Since this safety surface was required Council resolved to proceed with the purchase.
- To finalise proposal for the installation of new toilet doors with chargeable entrance and approve quotation for works
The most recent quotation for the installation of new doors and locks totalled £10 000. Council considered that this was a very high investment that may not result in a decrease in vandalism. However, this had to be balanced against the need to improve the facilities available, particularly the supply of toilet roll and hand washing facilities. Further quotations for works to improve the facilities would be obtained. A pledge of £2500 had been offered by the Geothermal project fund and administrators would be advised of the possible change of plan. It was understood that this was project specific and so this funding would be lost.
- To receive update on applications submitted to Cornwall Council SOS
A submission of two projects had been made for consideration under this scheme. One was for the clearance of vegetation at the entrance splays at Lanmoor Estate and the other for the painting of the fence at the Strawberry Fields Recreation area. Unexpectedly, both had been successful, and Council were delighted to accept the generous offer of volunteers. All materials required would be supplied by Council and Cllr Wearne agreed to arrange this on behalf of Council.
Lawn Cemetery & Churchyard: Cllrs Luscombe, Wearne and Wood
- To receive update on status of works. A further meeting had taken place with Contractors. Since no clear source of the water could be determined and uncertainty regarding supply to other locations remained it had been agreed to re-route the pipe, around the perimeter of the Cemetery, and replace materials with modern pipework. This would maintain the flow of water but avoid costly difficulties with the installation of the new vehicular entrance.
Informal comment had been made by local residents regarding the loss of water through the stream at Lanner Green. It was confirmed that this was not linked to the supply crossing the Cemetery. Residents in this vicinity had been sent a letter requesting that any concerns were made direct to Council. No responses had been received.
- To receive update on ‘closure’ of Churchyard. Letters and documents confirming the ‘closure’ of the Churchyard had all been submitted to Cornwall Council and a reply was being pursued.
- To consider negotiations for devolution of works and future management. It was hoped that negotiations regarding partnership maintenance arrangements would be commenced in the near future.
- To seek approval for digital mapping of cemetery and consider digital recording system. In order to establish the best location of the driveway, new grave spaces and the introduction of a natural burial area Council were advised that digital mapping would offer the best solution. This would ensure that the maximum use of space possible was made and offer accurate plotting of grave spaces, driveway and parking areas. This mapping could also include the current area of Lawn Cemetery and records of burials could be incorporated. This information could then be included on the Council website and prove useful in the future to those undertaking genealogy research. A quotation for this service and the provision of a digital record service with annual updates was available at a cost of £1735.00. The services were available on a five-year interest free term to Council, with an annual cost of £432.00 per annum.
It was resolved to proceed with this purchase and accept the five-year interest free payment arrangement.
Lanmoor Entrance splays:
- To discuss planting and management policy. Work was continuing to write a draft of a management policy in line with all others owned or managed by Council.
- To consider quotation for tiered planters. Unfortunately, quotes for the supply of planters had not yet been received. Once the area has been cleared with the support of the SOS project team further considerations will be made.
- To receive update on obtaining possessory title of land outside the ownership of Cornwall Council. Stephen Morrison, Thurston Hoskin, had advised that this application could be made for an approximate cost of £400. Council resolved to proceed.
- Tresavean Mine – to note absence of reply to correspondence from Cornwall Council. Following reply to Cornwall Council regarding the expectations of Council and future meetings no reply had been received.
Council resolved to write once more, with copy sent to Cllr Edwina Hannaford, Portfolio Holder, to seek confirmation that CC were unwilling to proceed with the devolution of this area. Disappointment that no reply had been received was indicated as well as such a display of impolite behaviour.
PC19/103: Date of next meeting:
Council Meeting: Thursday 27 June 2019
Planning meeting: Thursday 13 June 2019
There being no further business the meeting closed at 10.01pm.