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WITHIEL PARISH COUNCIL
Minutes of the meeting of Withiel Parish Council (WPC) held at the Village Hall on Wednesday 3rd July 2019 which opened at 7:15 pm with Cllr Shearer welcoming all in attendance.
WPC Councillors present: Cllr Shearer (Chair), Cllr Cubitt, Cllr Malone, Cllr Hoyle, Cllr Nott-Bower, Cllr Harper & Cllr Coy.
Also present: Parish Clerk, but no members of the public.
107/19 Apologies for absence: Cornwall Cllr Chris Batters,
108/19 Members Declaration of Interest and any requests for dispensations:
Cllr Shearer declared her interest in agenda item 118/19 and advised she would leave the meeting whilst it was under discussion.
109/19 Invitation to members of the public to address the meeting: None.
110/19 To approve the minutes of the annual council meeting held on 5th June 2019.
Cllr Shearer proposed to approve the minutes of the annual Council meeting held 5th June 2019, seconded by Cllr Hoyle. It was resolved to approve the minutes of the annual Council meeting of 5th June 2019. Cllr Shearer signed the minutes.
111/19 Any matters arising from annual council meeting minutes of 5th June 2019 which are not agenda items below.
There were no matters arising.
112/19 Finance matters.
Responsible Finance Officer’s report.
The quarterly internal control check which contributes to the annual internal audit was completed without issue or concern and a copy will be circulated to each WPC member.
1- Postages £6.53 Chq no. 100636
2- Maisemore Systems £300 Chq no. 100637
Cllr Malone proposed the payment of these accounts. Cllr Nott-Bower seconded the proposal and it was resolved to make these payments.
113/19 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.
There were no applications to comment upon.
114/19 Planning: To report planning decisions of the planning authority for Withiel Parish received prior to the evening of the meeting.
Cllr Shearer reported the following decisions:
APPROVED: 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
GRANTED: Application PA19/04122. Proposal: Certificate of Lawful Development for an Existing Use for the Erection of general purpose agricultural building. Location: Land At Tregustick Farm Withiel Bodmin PL30 5NG. Applicant: Mr Edward Piper.
115/19 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 were no pre application planning submissions relating to Withiel to report.
116/19 Risk Assessment Policy.
The clerk asked for approval of and to adopt the revised policy document that had previously been circulated to the council members. Cllr Coy proposed its adoption and Cllr Nott-Bower seconded the proposal. It was resolved to adopt the policy. The clerk undertook to publish the document and distribute an adopted copy to all members.
117/19 Freedom of The Parish Policy.
The clerk asked for approval of and to adopt the new policy document that had previously been circulated to the council members in order to recognize past recipients and provide a basis for the future. Cllr Coy proposed its adoption and Cllr Nott-Bower seconded the proposal. It was resolved to adopt the policy. The clerk undertook to publish the document and distribute an adopted copy to WPC members.
118/19 Withiel Playing Fields Association (WPFA) S106 Grant Application under PA12/10939
Cllr Shearer left the meeting and Cllr Cubitt took the chair.
Cllr Cubitt detailed the application for £4450 for urgent remedial works to fulfill current Health and Safety and Fire requirements at the village hall. The application clearly outlined the works and their costs and was accompanied by WPFA’s Income and Expenditure statement for the year ending February 2019. Cllr Hoyle opened a discussion, reasoning that the request was in fact for day to day running costs that had not been prioritised for many years. After further balanced and reasoned discussion among all the members present Cllr Nott-Bower proposed that the grant be made to support this important community asset, in view of difficult circumstances. Cllr Malone seconded the proposal and it was resolved to support the grant application for £4450 made by WPFA. The clerk undertook to request the funds being held to the order of WPC under an S106 agreement re PA12/10939 from Cornwall Council.
Cllr Shearer rejoined the meeting and took the Chair.
119/19 Cornwall Council Polling Districts and Polling Places Review – stage 2 consultation.
The WPC members had previously received details that between 17 June and 29 July 2019, Cornwall Council is holding a public consultation on its’ stage 2 proposals for polling districts and polling stations for two schemes: the current 122 electoral divisions & the new 87 electoral divisions that come into force in 2021.The polling districts and polling stations from 2021 will need to be compatible with the new division boundaries that take effect at the 2021 council elections. Following brief discussion Cllr Cubitt confirmed he would be responding with comments in a personal capacity and the clerk encouraged other members to do likewise given the limited window of opportunity which expires before the next monthly meeting.
120/19 GDPR- To approve the following policies for adoption & publication previously circulated to members
1-Withiel Parish Council – Document Retention Policy
The clerk asked for approval of and to adopt the new policy document that had previously been circulated to the council members in order to comply with GDPR legislation. Cllr Coy proposed its adoption and Cllr Shearer seconded the proposal. It was resolved to adopt the policy. The clerk undertook to publish the document and distribute an adopted copy to WPC members.
2-Withiel Parish Council – Subject Access Request Policy
The clerk asked for approval of and to adopt the new policy document that had previously been circulated to the council members in order to comply with GDPR legislation. Cllr Nott-Bower proposed its adoption and Cllr Hoyle seconded the proposal. It was resolved to adopt the policy. The clerk undertook to publish the document and distribute an adopted copy to WPC members.
121/19 Correspondence (For information only)
-Cornwall Council Communities & Devolution Bulletin – Community Governance Review update dated 2.7.2019 – to be circulated to members.
-Cornwall Council Rural Housing Enabler dated 17.6.2019. Details of the scheme and the co-ordinator to be circulated to members.
-Response from Cornwall Council to acknowledge receipt of WPC correspondence relating to agenda item 59/19 (Community Governance Review).
-Road closure notice re Beacon Hill, Withiel 3rd to 5th July inclusive.
-From member of public advising missing footpath marker at end of footpath no. 565/15/1. The clerk will advise Cornwall Council and request replacement.
122/19 Advise dates of next meetings as being 7th August 2019, 4th September 2019 & 2nd October 2019.
These dates were confirmed and Cllr Shearer closed the meeting at 7.59pm.
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