DRAFT     WITHIEL PARISH COUNCIL

Minutes of the annual meeting of Withiel Parish Council (WPC) held at the Village Hall on Wednesday 17th May 2017 which opened at 7.15 p.m. with Cllr Shearer welcoming and thanking all present for attending.

Present: Cllr Shearer, Cllr Cubitt , Cllr Harper, Cllr Nott-Bower, Cllr Coy & Cllr Hoyle.

Also present: Cornwall Cllr Chris Batters, Parish Clerk, Mr Robin Turner & 4 members of the public .

Cllr Shearer took the Chair.

54/17 Declarations of Acceptance of Office. Cllr Shearer, Cllr Cubitt , Cllr Harper, Cllr Nott-Bower, Cllr Coy & Cllr Hoyle all signed declarations of acceptance of office as a result of local elections held on 4th May 2017. The clerk advised the meeting that Cllr Malone had signed a declaration of acceptance on 15th May2017, in his presence.

55/17 Election of Chairman and Declaration of Acceptance of Office. Cllr Cubitt proposed that Cllr Shearer hold office as Chair. Cllr Coy seconded the proposal and it was resolved that Cllr Shearer hold office as Chair. Cllr Shearer signed the chairman’s declaration of acceptance of office.

56/17 Election of Vice Chairman. Cllr Shearer proposed that Cllr Cubitt hold office as Vice Chairman. Cllr Hoyle seconded the proposal and it was resolved that Cllr Cubitt hold office as Vice Chairman.

Cllr Shearer left the meeting due to ill health, and Cllr Cubitt assumed the Chair.

57/17  Apologies for absence.  Cllr Malone (prior business engagement).

58/17  Members Declaration of Interest and any requests for dispensations.

Cllr Coy declared his interest in agenda item 72/17 and advised he would leave the meeting when this item was being discussed.

59/17 Invitation to address the meeting:

– Cornwall Cllr Chris Batters advised that fly tipping was becoming more prevalent across the area and requested that when members of the public reported an event they carefully describe the type of material and quantity as well as an accurate location, in order to assist Biffa in the recovery process.

He also noted the poor condition of the roads throughout the village the village and the clerk advised him that the potholes and gullies had been reported via the Cornwall Council website. Cllr Batters promised to follow up with a prompt letter to Cormac.

Cllr Batters left the meeting at this point.  

-Upon request of a member of the public present Cllr Cubitt allowed the business of agenda item: 72/17 (To review information gathered for a new community website for Withiel) to be conducted.

Cllr Coy explained why the present website, withiel.com, owned by himself and used by the community and the Parish Council as an information site,will cease to be available within the next two years. Cllr Coy left the meeting at this point.

A general discussion took place during which it was agreed that any new web site needs to incorporate the benefits of the existing iconic site, whilst gaining the benefits of an up date. The clerk was tasked with obtaining three quotations for a new website, to be paid for by the Parish Council from funds held, obtained from the Transparency Fund grant received in March 2016.

Cllr Cubitt proposed that the clerk was also tasked, if possible, with acquiring a domain name of withiel.info, Cllr Hoyle seconded the proposal and it was resolved that the clerk acquire withiel.info as soon as possible. Cllr Coy returned to the meeting.

-The applicant of planing reference PA17/03628 introduced herself to the meeting and positioned the application and her reasons for opening a business. A member of the public present indicated his support for the application, subject to adequate parking being available which would keep the adjacent highway clear of vehicles visiting the premises. In discussion a consultee comment to the planning authority was shaped and is minuted under 68/17 below.

-Mr Julian Murch introduced himself to the meeting and advised he was proposing to submit a planning application for commercial premises to be sited at Higher Brynn Farm. He stated the purpose of the premises was to accommodate a business start up manufacturing UPVC windows and doors and would employ up to 20 persons. Cllr Cubitt suggested that a pre application process be undertaken to confirm that the application meets with the conditions of the National Planning Policy Framework and local plan.

-Cllr Harper stated he had been advised of recent occurrences where vehicles parked on the highway within the village had caused an obstruction. The matter was discussed and it was suggested that as well as keeping the matter under review an item be placed in the Withiel News & Views to highlight the matter being referred to the meeting and requesting that careful and considerate parking practices are adopted and maintained, not least, to expedite the passage of emergency vehicles.

60/17 Appoint a footpath representative and an Internal Control Check.

Cllr Cubitt invited volunteers from the members present to take responsibility. Cllr Hoyle agreed to become footpaths representative and Cllr Coy agreed to act as internal check officer.

61/17 To approve the minutes of the Annual Parish Meeting meeting held on 5th April 2017.

Cllr Harper proposed to approve the minutes of the annual parish meeting of 5th April 2017, approval was seconded by Cllr Cubitt. It was resolved unanimously to approve the minutes of the annual parish meeting held on 5th April 2017. Cllr Cubitt signed the minutes.

62/17 To approve the minutes of the council meeting held on 5th April 2017.

Cllr Nott-Bower proposed to approve the minutes of the council meeting of 5th April 2017, approval was seconded by Cllr Harper. It was resolved unanimously to approve the minutes of the 5th April 2017. Cllr Cubitt signed the minutes.

63/17 To consider matters arising from minutes of the council meeting held on 5th April 2017 which are not agenda items below. None.

64/17 Finance matters.

Accounts payable as follows:

1-Cartridgeshop.co.uk – Printer Ink £17.84. Chq no. 100568

2-CALC – Annual subscription £171.94. Chq no. 100570

3-Mr P Roberts – internal audit Fee £80. Chq no. 100571.

4-Zurich Insurance – Annual Parish Council Insurance renewal £271.44. Chq no. 100572. Expenditure agreed in minute no 73/15.

5-Liam Lusby – Leaflet cabinet deposit £200. Chq no. 100573. Expenditure agreed minute no.51/17

6-St Neot Primary School – Purchase of projector £100. Chq no. 100574. Expenditure agreed minute no.6/17

Cllr Coy proposed these payments be made and Cllr Nott-Bower seconded. It was resolved by an unanimous vote to make these payments.

Responsible Finance Officers report to include defining cash reserves.

-The clerk advised the meeting of the following receipts being paid to the bank account.

Precept 2017/18 (A) £2250 & Council Tax Supplement £51.31. St Breock Community Fund grant £1450.

-He also reported that in accordance with financial regulations, quarterly internal control checks have been completed satisfactorily over the last 12 months and was confirmed at the independent internal audit, completed 10th April 2017.

– The Annual Return (to be approved and signed at this meeting) will go for external audit and the exercise of public rights to make the documents available on request as stated in Sect 26-1 of the Local Audit and Accountability act will be 3rd July 2017 until 11th August 2017 inclusive. This detail will be published on withiel.com.

-Cash Reserves. As at close of business 16th May 2017 the council bank balance stood at £11595.12 credit and reconciled position after issue of payments above is £10573.90. Earmarked cash reserves to be held, are identified as:

1)Future election costs £1296. To be held in case of a contested co-option.

2)Website £740. from the transparency grant £1012 of which £ 272 has been spent.

3)Cornwall Councillor grant £350 to be spent on tourism project.

65/17 Review the effectiveness of internal governance and financial control which shall be in accordance with proper practices .

Cllr Cubitt read out the independent internal audit report dated 10th April 2017 which confirms the financial controls and procedures that are in place are adequate and that the financial risk is low. The members were invited to put forward any initiatives in the aim of continuous improvement, but were in agreement that proper practices are clearly evidenced and no further action is required at this time, in terms of internal governance and financial control.

66/16 To approve the annual governance statement, Section 1 of the Annual Return for Local Councils in England.

Cllr Nott-Bower proposed the approval of the annual governance statement, Section 1 of the Annual Return for Local Councils in England, Cllr Hoyle seconded the proposal and it was unanimously resolved to approve the statement for year ended 31st March 2017.

67/16 To approve the statement of accounts, Section 2 of the Annual Return for Local Councils in England.

Cllr Coy proposed the approval of the statement of accounts, Section 2 of the Annual Return for Local Councils in England, Cllr Nott-Bower seconded the proposal and it was unanimously resolved to approve the statement for year ended 31st March 2017.

68/17 Planning: To consider and approve a consultee comment for the planning applications listed below and any others received prior to the evening of the meeting.

-Application PA17/03628 Proposal Construction of a single storey timber building to be used for a dog grooming business. Location Land South East Of North Barn Retire Farm Retire Lane Retire Applicant Miss Sherry Austin.

After discussion Cllr Harper proposed the the following consultee comment:

‘Withiel Parish Council in it’s support for this application, wants to promote the development of a local service and economic growth within the village. However, we request that a condition is included to ensure the development has adequate off lane parking provision.’

Cllr Hoyle seconded the proposed comment and it was resolved that the comment be submitted to the Planning and Sustainable Development Service.

-Application PA17/04042 Proposal Application for a lawful development certificate for the existing use or operation, conversion of a traditional building to form two residential dwellings which have been used as holiday lets.

Location Higher Tregawne Holiday Cottages Withiel Bodmin Cornwall Applicant Mr J Drake.

After discussion Cllr Harper proposed the the following consultee comment:

‘Withiel Parish Council has no objection, on planning grounds, to the position being formalised.’

Cllr Hoyle seconded the proposed comment and it was resolved that the comment be submitted to the Planning and Sustainable Development Service.

69/17 Planning: To report planning decisions of the planning authority received prior to the evening of the meeting.

Cllr Cubitt reported the following planning decisions and where applicable detailed the conditions imposed:

-Application PA17/01680- APPROVED

Applicant: Mr J White

Location: Land And Buildings North East Of Shalimar Victoria Roche Cornwall PL26 8LT

Proposal: Proposed Minerals Bulk Packaging and Distribution unit.

Parish : Withiel

Application PA17/01310- APPROVED WITH CONDITIONS

Proposal Stationing of residential mobile home for occupation by an agricultural worker in

connection with the equine and farm animal rescue and rehabilitation charity

Location Land North East Of Higher Holywell Roche Cornwall

Applicant: Ms Lorraine Devereaux Waifs & Strays Animal Sanctuary

For further details about any planning decision, note the reference number and go to the Cornwall Council website http://planning.cornwall.gov.uk/online-applications/

70/17 Neighbourhood Development Plan.

Cllr Cubitt reported the work required to complete the Basic Conditions Statement of the plan will be undertaken by a consultant within the next few weeks and it can then go forward to Cornwall Council for consultation, examination and the referendum processes. The clerk advised that the consultant has provided a quotation for his fees , which allows for the re application for grant funding, obtained last year from Locality, which had to be returned in March 2017 to Groundwork, minute no.32/17 refers.

71/17 To approve a Section 137 donation to Withiel News and Views in the sum of £240 to be paid by cheque no. 100569.

Cllr Hoyle proposed to approve the S137 donation to Withiel News & Views in the sum of £240, approval was seconded by Cllr Nott-Bower. It was resolved unanimously to approve the donation in the sum of £240, to be paid by cheque no. 100569.

72/17 To review information gathered for a new community web site for Withiel. See 59/17 above.

73/17 Correspondence. (For information only)-The clerk reminded members that their local election expenses returns are due by 2nd June 2017 latest, including nil returns.

-Clerks forthcoming absence, 7th June 2017 until 20th June 2017, both dates inclusive.

74/17Advise dates of next meetings as being 6th June 2017, 5th July 2017 & 2nd August 2017.

Due to the General Election to be held Thursday 8th June 2017 and the use of the village hall as polling station, the June council meeting will take place on Tuesday 6th June 2017 at 7.15pm.

Cllr Cubitt closed the meeting at 8.55pm and thanked those present for attending.

 

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