DRAFT        WITHIEL PARISH COUNCIL

Minutes of the meeting of Withiel Parish Council (WPC) held at the Village Hall on Wednesday 3rd April 2019 which opened at 7:15 pm with Cllr Shearer welcoming all in attendance.

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

Also present: Clerk and three members of the public.

49/19 Apologies for absence: County Cllr Chris Batters.

50/19 Members Declaration of Interest and any requests for dispensations:

No declarations were made.

51/19 Invitation to members of the public to address the meeting:

Cllr Nott-Bower joined the meeting and made no declarations of interest.

Mr Daniel McCarthy representing wildanet Superfast wireless Broadband for rural and hard to reach areas, having introduced himself, outlined this Redruth based service provider as a viable solution in areas BT are unable to serve adequately. He stated packages are available from £29.95 per month, with guaranteed upload and download speeds. Further details available at www.wildanet.com, by email hello@wildanet.com and phone 08000699906. In discussion it was clear that some parts of Withiel may benefit from this service and The Lizard was highlighted as a similarly deprived area where a large percentage of households are now successfully served by wildanet. It must be noted that WPC in no way endorses or is promoting this product and service.

52/19 To approve the minutes of the council meeting held on 6th March 2019.

Cllr Malone proposed to approve the minutes of the council meeting held 6th March 2019, seconded by Cllr Hoyle. It was resolved to approve the minutes of the council meeting of 6th March 2019. Cllr Shearer signed the minutes.

53/19 To consider matters arising from minutes of 6th March 2019 which are not agenda items below. There were no matters arising.

54/19 Finance matters.

The clerk advised the following account payable:

1-Cornwall Assn Local Councils £199.33 – annual subscription. Chq no.100629.

Cllr Coy proposed the payment of this account. Cllr Shearer seconded seconded the proposal and it was resolved to make the payment.

Responsible Finance Officer’s report.

£837.20 received into the bank 1.4.2019 from sale of telephone box.

The clerk reported that the finacial year end 2018-19 reconciliation and finance check had been completed, without issue or concern, and that the bank reconciliation and cash reserve as at 31st March 2019 was £7251.04. Further to minute nos. 94/18 & 169/18 the clerk restated exact reserve figures as being: Grant funds held for planned schemes £2550, Election reserve £1782, salary reserve £1095 and general reserve £1824.

Formal approval was sought for this apportionment and Cllr Coy proposed that the reserve funds being held be noted as; Grant funds held for planned schemes £2550, Election reserve £1782, salary reserve £1095 and general reserve £1824. Cllr Nott-Bower seconded the proposal and it was resolved to approve these figures.

55/19 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 PA19/02457

Proposal Certificate of lawfulness for existing use for the conversion of barn into holiday

accommodation (commencement of works under reference PA97/00460)

Location Holiday Cottages Home Farm Beacon Hill Withiel

Applicant Mr and Mrs Birkby

Grid Ref 200310 / 65312

Mrs Birkby was present and having introduced herself was given agreement by the Chair to explain the reason for the application. After a brief discussion Cllr Malone proposed that a consultee comment be made stating ‘WPC supports the application and welcomes the position being regularised’

Cllr Harper seconded the proposal and it was resolved to submit the comment to the Planning and Sustainable Development Service.

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

56/19 Planning: To report planning decisions of the planning authority for Withiel Parish received prior to the evening of the meeting.

There are no planning decisions to report. The clerk advised that the terms of planning application PA13/07847 were currently subject to an enforcement investigation.

57/19 Planning: To report, for information only, any pre application planning submissions to planning authority for Withiel Parish advised prior to the evening of the meeting.

There are no pre application planning submissions relating to Withiel as at 28th March 2019.

58/19 Meet the Planners Wadebridge 20.3.19

Cllr Hoyle gave feedback from this seminar event generally and explained the set up of the Cornwall Council team now assessing planning applications for Withiel. There is an offer, subject to invitation, for he team leader to come out and meet our council. The clerk will invite Gavin Smith to the Annual Council meeting in May.

59/19 Community Governance Review 2019

To approve response to invitation from Cornwall Council dated 27th March 2019 previously circulated to members. After discussion Cllr Coy proposed we inform Cornwall Council that, while we do not feel the need for a governance review at this time. With reference to the publication ‘Local Government Boundary Commission-guidance on community governance reviews we note that under para 113 of the regulations (which specify that the minimum number of electors required for a parish to qualify as such is 150), Withiel continues to qualify as a parish council without the need to be amalgamated. Seconded by Cllr Nott-Bower. It was resolved that Cornwall Council be informed accordingly

60/19 Financial Regulations Revision

To consider the insertion of text removed from Standing Orders upon their last revision as recommended by Cornwall Assn of Local Councils and other amendments in line with latest NALC model document, communicated to the members by way of a draft document. There were no immediate queries from the members and the intervening period of time until the May 2019 meeting of WPC will be used to consider this revision of the Financial Regulations with a view to adopting it at the May 2019 meeting.

61/19 Standing Order Revision

To consider the insertion of the following text into Withiel Parish Council Standing Order 12 (which will be renamed ‘Management of Information’):

  1. The Council shall have in place and keep under review, technical and organisational measures to keep secure information (including personal data) which it holds in paper and electronic form. Such arrangements shall include deciding who has access to personal data and encryption of personal data.

  2. The Council shall have in place, and keep under review, policies for the retention and safe destruction of all information (including personal data) which it holds in paper and electronic form. The Council’s retention policy shall confirm the period for which information (including personal data) shall be retained or if this is not possible the criteria used to determine that period (e.g. the Limitation Act 1980).

Please note that the existing paragraphs a&b will now be revised to read c&d respectively, with no alterations to their text. The standing order in this format, will mirror that contained in the National Assn of Local Councils model document.

There were no immediate queries from the members and the intervening period of time until the May 2019 meeting of WPC will be used to consider this addition to the Standing Orders with a view to adopting it at the May 2019 meeting.

62/19 Withiel Community Web Site Migration

The clerk updated the meeting with regard to the imminent migration and in discussion some further considerations were put forward to be addressed with the site developers before completion.

63/19 Telephone Box

Cllr Shearer reported the successful sale of the telephone box and it was requested that an agenda item be added for the next meeting to discuss schemes that could be supported with the net sale proceeds of £837.20.

64/19 Correspondence (For information only)

-Bodmin Community Network Meeting 9.3.2019 re Highways Improvement Scheme & Withiel application to fund Whitehay Hill passing place.

-Road Markings south of St Clement Church.

65/19 Advise dates of next meetings as being 1st May 2019 (Annual Council Meeting), 5th June 2019 & 3rd July 2019. Also to advise Annual Parish Meeting 1st May 2019 commencing at 7p.m.

These dates were confirmed and Cllr Nott-Bower tendered his apologies in advance for not being able to attend the May meetings.

Cllr Shearer closed the meeting at 8.07 pm.

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