Minutes Mar 2007

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March 2007

DRAFT MINUTES OF A MEETING OF MAWNAN PARISH COUNCIL HELD ON THURSDAY, 15th MARCH 2007 IN THE MEMORIAL HALL

PRESENT : Cllr Gartside (Chairman), Cllrs Mrs Briars, Hibbert, Odell, Sadler and South.

PUBLIC COMMENT ON ITEMS ON THE AGENDA
There were no public comments on items on the agenda.

249/05 TO ACCEPT APOLOGIES FOR ABSENCE
Apologies were received and accepted from Cllrs Dearnley, Gilmore and Stimson, and Mrs Loomes (Tree Warden).

250/05 DECLARATIONS OF INTEREST
a) In Items on the Agenda
There were no declarations in respect of items on the agenda.

b) Of gifts of a value of more than £25
There were no declarations of gifts of a value of more than £25.

251/05 TO CONFIRM MINUTES OF PREVIOUS MEETINGS
a) Meeting of Parish Council, 15th February 2007
It was proposed by Cllr South, seconded by Cllr Mrs Briars and

RESOLVED that the Minutes of the Council Meeting held on 15th February 2007 be approved as a true record and duly signed.

b) Meeting of Planning Committee, 1st March 2007
It was proposed by Cllr South, seconded by Cllr Odell and

RESOLVED that the Minutes of the Planning Committee Meeting held on 1st March 2007 be approved as a true record and duly signed.

252/05 TO REPORT MATTERS ARISING FROM THE MINUTES NOT ON THE AGENDA
a) Replacement Macrocarpus Tree
Mrs Loomes had sent in a confirmation from the County Forester that the replacement tree should be in place by the end of the month.

b) Footpath No. 16
The Clerk reported that he had contacted Cornwall CC, concerning the fact that the entire path had not been resurfaced, and that the barrier at the Grove Hill end was still unsafe. The County Council had agreed to rectify the situation before the end of March.

c) Maenporth Beach Access
The Clerk reported that he had been contacted by the Mr Hughes, officer from Carrick DC, who had stated that the access was clear, apart from a new lock being required. Councillors did not agree that this was the case, and the Clerk agreed to investigate further.

d) Graveyard Extension
The Clerk reported that there had been very little progress from the District Council’s Legal Department, but that he now had the name of a new “locum solicitor”, and was hopeful of progress picking up.

e) Maintenance of Toilets & Bus Shelter
The Clerk reported that Kerrier DC had agreed to pay for any maintenance up to the point of transfer to the Parish Council.

f) Repairs to Old Church Road
The Clerk reported that these were scheduled to take place during March 2007.

253/05 AGENDA ITEMS
a) To accept recommendations of Office & Finance Group in respect of the Parish Council’s Fixed Asset Register
A report from the Office & Finance Group had distributed prior to the meeting. It recommended one change to fixed assets, that the play equipment at the Junior Playing Field be removed, as this had now been transferred to the Trust.

It was proposed by Cllr South, seconded by Cllr Hibbert and

RESOLVED that the draft Fixed Asset Register be approved, with the single in respect of the play equipment.

b) To accept recommendations of Office & Finance Group in respect of the timing of Grants in 2007/08
A report from the Office & Finance Group had distributed prior to the meeting. The Clerk explained that the recommendations in respect the timing for grants was due to the precept being payable in two halves, 50% in April and 50% in October. For cash flow purposes, expenditure needed to be aligned with income.

It was proposed by Cllr Gartside, seconded by Cllr Mrs Briars and

RESOLVED that grants from the Parish Council for 2007/08 be provided in line with the recommendations.

c) To ratify applications being submitted for Community Planning Project Grant Applications for 2006/07
The Clerk stated that there were a limited number of small grants available for post-Parish Plan activities to “kick-start” items identified within Parish Plans. He understood that there was a budget underspend for 2007/08, but had been made aware that applications needed to be made by 14th March, at the latest.

The Office & Finance Group had examined the Parish Plan, and had identified two small projects, for which funding had been applied, subject to ratification by the Parish Council :-

• A sign for Carwinion Playing Fields
• Goal Posts for Saturday morning childrens’ football practice.

It was proposed by Cllr Gartside, seconded by Cllr Hibbert and

RESOLVED that the Community Planning Project Grant applications be ratified by the Council.

d) To consider tenders received, and award contracts, in respect Maintenance of Public Footpaths, Grass Cutting, Cleaning of Public Toilets & Public Areas
The Chairman stated that, under the Council’s Standing Orders in respect of contracts and tenders, this item should be discussed at the end of the meeting, with public and press excluded.

It was proposed by Cllr Sadler, seconded by Cllr Moyle and

RESOLVED that, in line with Standing Orders, and under the 1960 Public Admission to Meetings Act, this item be left to the end of the meeting, and that the public and press be excluded during its discussion.

e) Invitation from Cornwall CC to carry out Weed Treatment, and possible cutting of Grass Verges, under an Agency Agreement on their behalf, in the years 2007/08, 2008/09 & 2009/10
The Clerk stated that he had informed Cornwall CC that this invitation could not be accepted until the Grass Cutting contract had been awarded. The funding offered was such that, should the council’s contractor wish to carry out this work, there would be no cost to the Parish Council.

It was proposed by Cllr South, seconded by Cllr Mrs Briars and

RESOLVED that, if the new Grass Cutting contractor was agreed to carry out the work, the Parish Council should accept Cornwall CC’s Agency Agreement.

f) Invitation from Cornwall CC to carry out maintenance of parts of the South West Coastal Path, under an Agency Agreement on their behalf, in 2007/08
The Clerk stated that he had informed Cornwall CC that this invitation could not be accepted until the Footpath Maintenance contract had been awarded. The funding offered was such that, should the council’s contractor wish to carry out this work, there would be no cost to the Parish Council.

It was proposed by Cllr Moyle, seconded by Cllr Odell and

RESOLVED that, if the new Footpaths contractor was agreed to carry out the work, the Parish Council should accept Cornwall CC’s Agency Agreement.

254/05 CORRESPONDENCE
The Clerk reported on correspondence received, a schedule of which is attached to the minutes as a record.

255/05 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS

a) District Council
Cllr Sadler reported on two issues :-

i) The Lyons Report had been delayed until a decision had been reached on Unitary bids.

ii) He had, earlier that day, visited Chard, which was in a rural area of Somerset, and where the local District Council had employed an officer who had successfully coordinated grant funding and regeneration effort with respect to farming an the countryside, a n approach that was currently under consideration by Kerrier DC.

b) County Council
C Cllr Hatton reported on a number of matters :-

i) The County Council had that week held meetings in aspects of unitary authorities, because of the amount of work that would be required to create a single authority, should the bid be successful.

ii) With respect to the planning applications at Penwarne Barton and the Ferryboat Inn’s Laundry, it had been proposed that site visits by Kerrier DC’s Planning Committee be organised. The Parish Council thanked C Cllr Hatton for his support on these matters.

iii) Correspondence was still ongoing on the Mawnan self-build group’s planning application.

iv) On Highways matters, he continued to feel frustrated with the slowness in scheduling local member schemes, with £37,000 of accumulated, agreed schemes, and only £4,000 currently scheduled.

256/05 PLANNING APPLICATIONS

a) To Note Planning Decisions received from the Planning Authority
The Clerk reported on decisions received, a schedule of which is attached to the minutes as a record. One of these (PA06/02165/F – Chyvounder) had been made before the Parish Council’s final observations had been received.

Standing Orders were suspended to allow members of the public to speak on this matter. Members of the Little-In-Sight Residents Association stated that they had already written to Kerrier DC’s Planning Department about this. Standing Orders were reinstated, and it was agreed that the Clerk should write to the Head of Planning, concerning the processes that allowed this situation to arise.

b) To Note Planning Enforcement Complaints received by the Planning Authority
No enforcement complaints have been received in Mawnan, since the last meeting.

c) To Consider Planning Applications Received From the District Authority
The Clerk stated that a further letter of objection to a planning application which had not, as yet, been submitted, had been received by the Parish Council, and that he would again keep this on file, for consideration if/when an application was received.

i) PA07/00201/F – Mrs Howard, The Old Court, Carwinion Road, Mawnan Smith – Erection of extensions and alterations to dwelling
OBSERVATION : No objections.

ii) PA07/00330/TPO – Tretec Ltd, Querle, Budock Vean, Mawnan Smith – Felling of four Sycamore trees and lopping of one Holm Oak tree
It was agreed that no observations would be submitted until the trees had been examined. The Clerk agreed to arrange a site visit.

257/05 FINANCE AND PAYMENT OF ACCOUNTS
a) Payment of Accounts
It was proposed by Cllr Moyle, seconded by Cllr South and

RESOLVED that accounts totalling £1,902.40 be approved for payment and duly signed. A schedule of these is attached to the minutes as a record.

258/05 REPORTS FROM COMMITTEES AND REPRESENTATIVES

a) Police Report
Neighbourhood Beat Manager PC Derek Cormack and PCSO Andy Huddlestone attended the meeting and presented their report. For February/March 2007. There had been 11 calls to the police (4 x information, 2 x suspicious activity, 2 x alarm activations, 1 x concern for welfare, 1 x transport related and 1 x silence 999 call from a telephone kiosk), and no crimes reported, as opposed to 11 calls and 3 crime reports in the same period the previous year.

It was stated that while they had responsibility for 7 parishes, the fact that there were two officers meant that there would be increased visibility.

Councillors asked for future reports to include the use of the speed gun, and it was agreed that Cllr South should meet with PCSO Huddlestone to help him familiarise himself with the parish.

b) Carwinion Trust
Cllr Gartside stated that the stakeholders meeting had taken place on 23rd February 2007, and that the proposal might be changed to that of a replacement building, with improved facilities, including Playgroup facilities. If an expanded sports facility was possible, the Bowls Club and Trebah Tennis Club might be interested in moving there.

The refurbished benches would be in place shortly, and arrangements had been made to remove the old swing, which was in a dangerous condition.

c) Junior Playing Field Trust
Cllr Gartside reported that the Zip-Wire “stay” would shortly be replaced.

259/05 DATE AND TIME OF NEXT MEETING
The next meeting will be held on Thursday, 19th April 2007, at 7.30pm, following the Annual Parish Meeting at 7.00pm.

COMMENTS FROM THE PUBLIC
There were no other comments from members of the public.

The Council had already agreed that under the 1960 Public Admissions to Meetings Act, this item be left to the end of the meeting and that the public and press be excluded as the discussion involved salaries and gratuities of staff.

260/05 TO CONSIDER TENDERS RECEIVED, AND AWARD CONTRACTS, IN RESPECT OF THE MAINTENANCE OF PUBLIC FOOTPATHS, GRASS CUTTING AND CLEANING OF PUBLIC TOILETS & PUBLIC AREAS

a) Maintenance of Public Footpaths, for the period April 2007 to March 2008 (one year)
The Clerk stated that seven tenders had been received, including one from the existing contractor. The concept of Best Value did not necessarily mean that contracts should go to the lowest bidder, and that councillors should consider which tender represented the best value for money for the council. Following discussion, it was decided to award the contract to Mr Andrew Lugg, subject to satisfactory references. The Clerk agreed to write to all tenderers.

b) Grass Cutting, for the period April 2007 to March 2009 (2 years)
Five tenders had been received, including one from the existing contractor. Following discussion, it was decided to award the contract to Di-Mar Ground Maintenance, subject to satisfactory references. The Clerk agreed to write to all tenderers.

c) Cleaning of Public Toilets & Public Areas, for the period April 2007 to March 2009 (2 years)
Two tenders had been received, including one from the existing contractor. Following discussion, it was decided to award the contract to Mr K C Payne, the existing contractor. The Clerk agreed to write to all tenderers