DRAFT        WITHIEL PARISH COUNCIL

Minutes of the annual meeting of Withiel Parish Council (WPC) held at the Village Hall on Wednesday 1st May 2019 which opened at 7.30 p.m. with Cllr Shearer welcoming and thanking all present for attending.

Present: Cllr Shearer, Cllr Cubitt , Cllr Harper, Cllr Malone & Cllr Hoyle.

Also present: Parish Clerk, Mr R Turner & 1 member of the public .

66/19 Election of the Chairman and Declaration of Acceptance of Office.

Cllr Cubitt proposed Cllr Shearer as Chair until the next annual meeting of the council, Cllr Malone seconded that Cllr Shearer hold office as Chair. Cllr Harper proposed Cllr Hoyle as Chair until the next annual meeting of the council, Cllr Hoyle seconded this proposal (as is allowed). A vote by a show of hands resulted in a majority in favour of Cllr Shearer to hold office as Chair until the next annual meeting of the council. Cllr Shearer signed the chairman’s declaration of acceptance of office.

67/19 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.

68/19 Apportionment of councillors portfolios. Cllr Hoyle agreed to act as footpaths officer, Cllr Cubitt agreed to act as internal GDPR check officer and the clerk advised that Cllr Coy had tendered his agreement to act as internal finance check officer.

69/19 Apologies for absence. Cornwall Cllr Batters, Cllr Coy & Cllr Nott- Bower.

70/19  Members Declaration of Interest and any requests for dispensations.

None were declared.

71/19 Invitation to address the meeting:

The member of the public present congratulated the council upon the sale of the telephone box to realise funds for future contribution to parish causes.

72/19 To approve the minutes of the council meeting held on 3rd April 2019

Cllr Hoyle proposed to approve the minutes of the council meeting of 3rd April 2019, approval was seconded by Cllr Malone. It was resolved to approve the minutes of the 3rd April. Cllr Shearer signed the minutes.

73/19 To consider matters arising from minutes of the council meeting held on 3rd April 2019 which are not agenda items below.

-The clerk confirmed minute no. 59/19 was actioned 5th April 2019 with the response to Cornwall Council.

-Cllr Shearer confirmed the Highways Improvement Scheme for the passing place in the lower half of Whitehay Hill is agreed and now await progress subject to Cormac’s scheduling. Cllr Malone suggested that the clerk write to Cormac complimenting them on works already completed to that stretch of highway and others in and around Withiel Churchtown. The clerk agreed to action.

74/19 Finance matters.

-Account payable as follows:

1-Information Commissioner – Data Protection Annual Fee £40. Chq no. 100630.

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

-Responsible Finance Officers report.

The clerk reported:

-2019/20A Precept received from Cornwall Council 8th April 2019 in sum of £2250 , together with a Council Tax Support grant of £37.19.

The council has undertaken its responsibility in law for ensuring that its financial management is adequate and effective and that the council has a sound system of internal control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk. To this end an Internal audit was  completed 10th April 2019 and the report has been received from the auditor stating ‘On the basis of an assessment of risk the financial controls and procedures that are in place are adequate and appropriate for WPC and the financial risk is low. There are no issues to report’.

An external audit will now be requested. The exercise of public rights will commence 1.7.2019 and run until  9.8.2019.

-A reconcilliation of the 2018/19 WPC income and expenditure, reserves and assets had previously been circulated to members and the clerk linked the cash assets carried forward on 1st April 2018 to the activity and closing balance as at 31st March 2019 and how this had been transferred into the Annual Governance and Accountability Return.

– Insurance review – no changes from minute no. 70/18 as our risks remain the same.

Review of the council’s subscriptions to other bodies. 2 only CALC & Information Commissioner.

2019/20 total expenditure on these is £239.33

75/19 To approve the Annual Governance Statement 2018/19, Section 1 of the Annual Governance & Accountability Return 2018/19 Part 3 for Local Councils in England.

The members confirmed their agreement with the statement and Cllr Malone proposed the approval of the annual governance statement, Section 1 of the Annual Governance & Accountability Return 2018/19 Part 3 for Local Councils in England, Cllr Cubitt seconded the proposal and it was unanimously resolved to approve the statement for year ended 31st March 2019. The chair and clerk signed the statement.

76/19 To approve the Accounting Statements 2018/19, Section 2 of the Annual Governance & Accountability Return 2018/19 Part 3 for Local Councils in England.

The members confirmed their agreement with the statement and Cllr Malone proposed the approval of the Accounting Statement 2018/19, Section 2 of the Annual Governance & Accountability Return 2018/19 Part 3 for Local Councils in England. Cllr Cubitt seconded the proposal and it was unanimously resolved to approve the statement for year ended 31st March 2019. Cllr Shearer signed the statement.

77/19 Planning: To consider and approve a comment for the planning application listed below and any others received prior to the evening of the meeting.

Application PA19/02932

Proposal Construction of first floor extension to garage to form additional en-suite

bedroom with link to first floor of dwelling Location 1 Moor View, Inches, Bodmin, Cornwall

Applicant Mr Chris Moore C/O Laurence Associates

After discussion and with reference to the applications associated documents Cllr Harper proposed the following consultee comment:

The design of the proposed development is in keeping with the existing building and Withiel Parish Council has no objection to the application.

Cllr Malone seconded the proposed comment and it was resolved, albeit with one member abstaining, that the comment be submitted to the Planning and Sustainable Development Service, Cornwall Council.

Application PA19/02671 Proposal Certificate of Lawfulness for existing development for confirmation of commencement of works under PA16/04110 (Conversion of existing building to

independent dwelling) Location Trebois, Pooleys Hill, Withiel, Bodmin Applicant Suzanne Darling

 After discussion and with reference to the applications associated documents Cllr Harper proposed the following consultee comment:

Withiel Parish Council welcomes the diligence of the applicant in applying for a Certificate of Lawfulness for confirmation of commencement of works under PA16/04110.

 Cllr Cubitt seconded the proposed comment and it was resolved that the comment be submitted to the Planning and Sustainable Development Service, Cornwall Council.

78/19 Planning: To report planning decisions of the planning authority received prior to the evening of the meeting. There were no decisions to report.

79/19 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.

Cllr Shearer reported the following case and Cllr Malone, positively, commented upon the fact that the letter of advice made references to the Withiel Neighbourhood Plan.

PA19/00502/PREAPP Closed – advice given

Applicant: Mrs E Hutchinson Location: Tregustick Tregustick Road Withiel Bodmin Cornwall

Proposal: Pre-application advice for self build dwelling – 3 bed cottage Parish : Withiel

80/19 Standing Orders

Cllr Malone proposed to adopt the amendment to WPC Standing Orders per minute number 61/19 and confirmed the Standing Orders are fit for purpose and to approve amendment to Standing Order 6k xvii, to read ‘Data Protection Act 2018’. Cllr Shearer seconded the proposal and it was resolved to adopt the amendments. The clerk undertook to update WPC Standing Orders accordingly and distribute a copy to all members.

81/19 Financial Regulations

Cllr Malone proposed to adopt the amendments per minute number 60/19, a full copy of which had previously been distributed to all WPC members, and confirmed the Financial Regulations are fit for purpose. Cllr Shearer seconded the proposal and it was resolved to adopt the amendments. The clerk undertook to update WPC Financial Regulations accordingly and distribute a copy to all members.

82/19 Review WPC complaints procedure, procedure for handling requests under the Freedom of Information Act 2000 & the council’s policy for dealing with the press/media.

The clerk advised that WPC published complaints procedure is dated and that an updated complaints procedure document will be written and circulated to all WPC members ahead of the next council meeting with a view to adopting the updated procedure at that meeting.

The clerk advised that WPC published procedure for handling requests under the Freedom of Information Act 2000 is fit for purpose and no amendment is required.

The clerk advised that WPC has no Press & Media policy and that a policy document should be put in place. The clerk undertook to write a policy document which will be circulated to all WPC members ahead of the next council meeting with a view to adopting the policy at that meeting.

83/19 GDPR

The clerk advised that a full review of WPC GDPR procedures and adherence to the lawful basis for processing will be given at the next council meeting.

84/19 To approve S137 Donation £300 to Withiel News & Views.

Cllr Harper proposed an S137 donation of £300 to Withiel News & Views and Cllr Cubitt seconded the proposal for the donation to be made by payment of chq no. 100631. Cllr Malone made note of Ted & Jenny Pentland giving 19 years of dedication to the publication of Withiel News & Views.

85/19 Discuss asset sale proceeds per minute no. 63/19.

This item was deferred to the next council meeting.

86/19 Correspondence. (For information only)

-Mr Mark Evans, Principle Development Officer, Cornwall Council has confirmed attendance at WPC meeting 5.6.2019

-European Parliamentary Elections 23.5.2019 – Withiel Village Hall confirmed as polling station.

-Cornwall Highways Engagement session 9.5.19 at Bodmin. Cllr Hoyle confirmed as attending.

-Retail expert seminar, venue – County Hall, badged as ‘Vitality of towns in Cornwall’ 10.5.19 available to attend via RSVP.

-Cornwall Countryside Access Forum recruiting new members with applications invited by 7.6.2019. Details and application form available from the clerk.

87/19 Determine the time and place of ordinary meetings of the full council up to and including the next annual meeting and advise dates of next three normal meetings as being 5th June 2019, 3rd July 2019 & 7th August 2019.

These dates were confirmed. Cllr Hoyle tendered her apologies in advance for not being able to attend on 7th August 2019. It is confirmed that Council meetings up to and including the next annual meeting will take place on the first Wednesday of every month, commencing at 7.15pm (except the annual meeting which will commence 5 minutes after the Annual Parish Meeting which will start at 7pm) in Withiel Village Hall.

Cllr Shearer closed the meeting at 8.19 pm and thanked those present for attending.

 

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