Minutes of the meeting of Withiel Parish Council (WPC) held at the Village Hall on Wednesday 3rd October 2018 which opened at 7:15 pm with Cllr Shearer welcoming all in attendance.

WPC Councillors present: Cllr Shearer (Chair), Cllr Cubitt, Cllr Coy, Cllr Hoyle, Cllr Harper, Cllr Nott-Bower & Cllr Malone.

Also present: Parish Clerk (Mr Robin Turner) & one member of the public.

128/18 Apologies for absence: Cornwall Cllr Batters

129/18 Members Declaration of Interest and any requests for dispensations:

Cllr Coy declared his interests in agenda items 138/18 and 139/18.

Cllr Shearer declared her interest in agenda item 138/18.

130/18 Invitation to members of the public to address the meeting:

Cllr Nott-Bower reported that the exterior courtesy light for the village hall car park appeared not to be working. Cllr Coy advised he would ensure that any remedial work needed and signposting of the switch would be undertaken immediately.

131/18 To approve the minutes of the council meeting held on 5th September 2018.

The clerk advised members of three amendments to the draft minutes. Cllr Malone proposed to approve the minutes of the council meeting of 5th September 2018, seconded by Cllr Hoyle. It was resolved to approve the minutes of the council meeting of 5th September 2018. Cllr Shearer signed the minutes.

132/18 To consider matters arising from minutes of 5th September 2018 which are not agenda items below.

Cllr Shearer reported that following Cllr Batters intervention, the highways issues reported in Septembers meeting are now receiving the appropriate attention and remediation.

133/18 Finance matters.

-Accounts payable .

The clerk advised the following payments due:

1 – Robin Turner £575.84 – Clerks Salary, Chq no. 100611

2 – HMRC £134.20 – Clerks PAYE, Chq no. 100612

3- Groundwork UK £311.60 – Return of Neighbourhood Development Plan grant not spent, Chq no. 100613

4- Agave Landscape Ltd £318.00 – Footpath maintenance. Chq no.100614

5- Choice Stationery £24.95 – Stationery. Chq no 100615.

6- PKF Littlejohn LLP £240 – External audit Chq no. 100616.

Cllr Coy proposed the payment of these accounts. Cllr Malone seconded the proposal and it was resolved to make the payments.

Responsible Finance Officer’s report.

-£311.60 remains from the NDP grant will now be returned to Groundwork UK under the terms of the grant scheme after the cheque is agreed.

-Annual Governance and Accounting Return external audit report is still outstanding pending completion of the auditors review and an interim report has been issued and published together with a public notice of the audit and right to inspect the annual return.

-£2296.38 received from Cornwall Council 10.9.2018 being £2250 precept and £46.38 Council Tax Supplement grant. This is the second and final tranche for the financial year 2018/19.

134/18 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.

There were no applications that had not already been commented upon.

135/18 Planning: To report planning decisions of the planning authority received prior to the evening of the meeting.

Cllr Shearer reported the following decision.


Proposal Replacement & raising of roof with ring beam to strengthen walls,

including conversion of store to form additional accommodation, rear porch extension and general alterations. Location Lower Brynn, Lower Brynn Cottage Access To Lower Brynn Roche St Austell

Applicant Mr A Combellack

Cllr Hoyle asked the clerk to check the progress in the decision for PA18/ 04771 and report back to her as soon as possible. The clerk confirmed to do.

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/

136/18 Planning: To report, for information only, any pre application planning submissions to planning authority advised prior to the evening of the meeting.

Cllr Shearer reported this pre application planning case:

PA18/02121/PREAPP Closed – advice given Applicant: Mr Phillip Vincent Location: Kerris Vale Inchs Bodmin Cornwall PL30 5LR Proposal: Pre application advice for replacement of lawful caravan with one or two dwellings Parish : Withiel

137/18 General Data Protection Regulations.

The clerk reminded members to maintain strict adherence to the agenda at council meetings to ensure that only matters due to be dealt with were discussed and not to hold personal discussions and make personal comments during meetings. Members asked the clerk to clarify exactly how long recordings of the council meetings should be kept for. The clerk advised that the best practice was to wipe the recordings as soon as possible but would seek confirmation from CALC that this practice was still preferred.

Cllr Coy left the meeting

138/18 To review the remaining balance of the Kerriers Solar Farm Community Benefit Contribution held by Cornwall Council on behalf of Withiel Parish Council and approve a pending grant application of £1821.60.

The clerk confirmed that £17616.81 remains from the contribution. He then gave an overview, from the supporting information provided, of the eligible grant application to the fund in the sum of £1821.60 made by Withiel PCC for the emergency replacement of a heating oil tank which has been condemned by the oil delivery company and before fuel for the winter had been delivered.

After a brief discussion Cllr Malone proposed that the application be approved and submitted to Cornwall Council for funding. Cllr Nott- Bower seconded the proposal and it was resolved to submit to Cornwall Council for funding.

139/18 To approve a grant application to Cornwall Council Community Chest for a sum of £500 for the installation and supply of hand driers in the toilets at Withiel Village Hall.

Cllr Hoyle advised that this fund is run under the auspices of the Bodmin Community Network and that WPC has no right of input into the decisioning process and that this item is for information only and confirmed that the application had gone forward for funding from Withiel Playing Fields Association. Cllr Shearer did not therefore leave the meeting.

Cllr Coy returned to the meeting

140/18 To consider funding options for a proposed plan to extend the Withiel Village Hall.

Cllr Coy gave an initial verbal outline to a proposed extension of the village hall that may involve WPC supporting Withiel Playing Fields Association (WPFA) by approving finance in part of the overall cost. Members challenged the validity of the scheme, especially with regard to the potential curtailment of car parking. Cllr Coy confirmed the plan to be in its rudimentary stage. Cllr Cubitt proposed that WPFA undertake a full consultation open to all residents of the parish, at the earliest opportunity, should the plan proceed in order to give clarity to the scheme and its funding requirements and so to avoid controversy. Cllr Harper seconded the proposal and it was resolved that WPC would expect a full and open consultation to take place prior to any financial involvement.

141/18 Litter Pick

Cllr Shearer reported that feedback from residents’ surveillance was that the litter problem had lessened on the highways and bye-ways and that in this moment an organised pick was not warranted. She felt that local residents were taking matters into their own hands to clean up and that this was most welcome and to be encouraged. However the litter pick initiative will be kept under review as an agenda item for future meetings.

142/18 Telephone Box

Cllr Shearer led a discussion regarding the box for which no use has been identified since being considered many months ago at a WPC meeting. Now deteriorating and becoming an eyesore, it was agreed to focus on its retention in situ or otherwise in the interim and move toward a decision at the November meeting.

143/18 Correspondence (For information only)

-Town & Parish Planning Conferences December 2018 & February 2019.

-Crantock Parish Council application for Judicial review of planning application PA17/09559.

(To be agenda item WPC November 2018 meeting)

144/18 Advise dates of next meetings as being 7th November 2018, 5th December 2018 & 2nd January 2019.

These dates were confirmed. Cllr Hoyle gave her apologies in advance for both the forthcoming December and January meetings.

Cllr Shearer closed the meeting at 8.20 pm


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