A-barth Onan Hag Oll! Representing One and All
REPORTS FOR OCTOBER 2014 MEETING
AGENDA ITEM 7.1
Police & NHW Liaison Officer’s Report
for Meeting to be held on 21st October 2014
Decision Required:
That the report be accepted and its content noted.
Report:
Police Cadets were organised to further recruit new NHW members in October 2014.
There was a Cornwall NHW Watch Meeting on 20th September 2014 at Truro College. It was
very poorly attended with only 6 attendees (2 of which were from Stithians).
The main speaker was focussed on dementia awareness which was very interesting but not
hugely relevant to NHW. There followed a discussion about how attendances could be
increased for next year’s event.
Liaison with NHW Truro Office and the Police are continuing by Vyv Toms but response
times are not all they could be.
Cllr Phil Blease,
Police & NHW Liaison Officer
13th October 2014
AGENDA ITEMS 12.1 – 12.2
Clerk’s Reports for Meeting on
21st October 2014
Summary of Decisions Required (Details in report):
1. To note the Council’s current financial position.
2. To consider the proposed Draft Budget and to decide upon any changes for incorporation
and presentation to the November meeting.
Report:
12.1 Council’s Current Financial Position:
Appendices 1, 2 and 3 to this Report show the Council’s financial position as at 14th October.
I do not propose to elaborate further on the Appendices but will be pleased to address any matters
that Members may wish to raise at the meeting.
12.2 2015/16 Draft Budget:
Members are aware that Cornwall Council has stated that it is likely that the Support Grant will be
reduced by 15% in 2015/16 and 10% year on year after that. I therefore recommend that the
Precept should be increased to compensate as much as possible for this. There is still no clear
guidance on the threshold for a referendum or even if it will apply to Parish Councils but it is my
opinion that any increase to the precept should be kept just below 2%, the figure that has been
suggested as the threshold, should it be applied.
I have therefore prepared a Draft Budget based on an increase to the Precept of 1.9%. It is attached
as Appendix 1 to this report and contains comments explaining the various changes. In accordance
with established practice I have based contract increases on a CPI of 1.2% which is the September
figure announced on 14th October.
This year there are no contracts due for renewal so, unlike last year when certain contracts were
under-estimated, there is no guesswork involved in that respect! Accurate figures can therefore also
be presented for income from the Rugby Club, Bowling Club and PCC.
Members are requested to consider the proposed budget and to agree any amendments so that a
final draft can be prepared and presented to the November meeting for approval.
JV Calvert,
Clerk and RFO
14th October 2014
The Expenditure, Income and Reconciliation Appendices can be found on the
website under “Financial Reports”.
The Draft Budget may be obtained upon application to the Clerk.
AGENDA ITEM 13.1
This is merely a list of Planning Applications prepared for the convenience of
Councillors and is not included here. Anyone wishing to see it may do so upon
application to the Clerk.
AGENDA ITEM 13.3(a)
PA14/08820 - Mr Atkin - Demolition of garage and construction of annexe including a rooflight. Tre-Pol-Pen, Foundry Hill, Stithians TR3 7BT.
Decision Required:
Members are requested to consider the following report in order to reach an informed
decision regarding the above planning application.
Date of Site Inspection:
10th October 2014.
Councillors who undertook the site inspection:
Cllrs R Nicholls and P Tisdale
REPORT:
Background:
The application seeks to demolish an existing garage and construct an annexe to the SW
elevation of the existing bungalow for use as accommodation for elderly relatives.
The extension would be 6 m wide and 11 m deep, the current footprint of both the garage
and bungalow being 108.65² m. The resulting footprint with the extension would be 158.05²
m.
Assuming the garage to have an area of approximately 14² m means that the area of the
new extension is approximately 63.4² m, giving an increase in floor space of roughly two
thirds.
The intention is that the extension will be finished in materials matching the existing
bungalow.
Matters of Concern:
We noted two matters for concern, the main one being the loss of turning space on the
property as the extension would be built on part of the area currently used for parking.
The site is adjacent to the pinch point and visibility towards the NE when joining Foundry is
restricted.
The second concern refers to a window in the neighbouring property. While we are aware
that the right to light is not written in stone, the current application would result in an
access path of less than 1 metre width between the intended extension and the kitchen
window of the adjacent property ‘Hyacinth Villa’. This would result in a loss of natural light
as there is no other window on that side of the building.
Cllr P. Tisdale
12th October 2014
AGENDA ITEM 14
Clerk’s Report for Meeting to be held on 21st October 2014
Decision Required:
That the report on Licensing Applications be accepted and its content noted.
Report:
15.1 LICENSING APPLICATIONS:
As Members are aware, I receive an e-mail every week detailing all applications. Up to 13th
October there had been no applications affecting Stithians.
For Members’ information, who wish to check applications for themselves, the link to the
website is:
www.cornwall.gov.uk/default.aspx?page=21173
I receive no such assistance with details of applications received in relation to sex
establishments and so still have to do that myself. I last checked the link to their website
which is:
www.cornwall.gov.uk/default.aspx?page=28415
on 16th October and found no new applications in respect of the licensing of sex
establishments anywhere in Cornwall, never mind Stithians!
JV Calvert,
Clerk
16th October 2014
AGENDA ITEM 15.1
Clerk’s Report for Meeting to be held on
21st October 2014
New Cemetery Provision
Decisions Required:
1.
To note and accept the content of the report.
Report:
Despite several “nudges” to James Humphreys, there is still no progress as regards the
purchase of the land.
JV Calvert,
Clerk
14th October 2014
AGENDA ITEMS 16.1 – 16.6
Footpaths, Highways & Environment Portfolio Clerk’s Reports for Meeting on 21st October 2014
Summary of Decisions Required (Details in report):
1. To accept the quotation from Tyrone Martin in the sum of £45 for repainting
the New Road Bus Shelter.
2. To note the information provided on the repainting of milestones and
boundary markers and to decide upon the best course of action to get them
cleared of weeds and cleaned.
3. To note that Cornwall Council have agreed to transfer ownership of Crellow
Fields Amenity Area to the Parish Council.
4. To note the information provided concerning the salt bins in Collins Parc.
5. To accept the quotation from Tyrone Martin in the sum of £40 for treating the
moss on the roof of the public toilets.
6. To agree to pay Tyrone Martin the sum of £95 for covering Michael White’s
Toilet Cleaning duties during the week of his holiday.
Report:
16.1 Bus Shelter:
It has been pointed out that the New Road bus shelter is in need of repainting. Tyrone Martin has
quoted a sum of £45 for carrying out the work with the materials being obtained from LA Phillips. I
recommend that the work be authorised.
16.2 Refurbishment of Milestones:
Members will be aware, from the article in the Localism Newsletter from Cornwall Council
dated 18th September, that it may be possible for the milestones and boundary markers
within the parish to be repainted by volunteers from the Milestone Society provided that the
PC undertakes to clean them annually. I made enquiries and have been informed that they
were, in fact, repainted in 2009 as part of the Milestones Society-Cornwall Council Painting
Partnership and should therefore only require cleaning. They need to be kept clear of weeds
using hand tools and need an annual clean with a scrubbing brush and a bucket of water. It
is suggested that the fingerposts should also be washed annually. Regarding the two
boundary markers, the Society does not think that they were ever painted, but agrees that
they should be cleared, cleaned and cherished as part of the Parish's 'roadside heritage
assets'.
They conclude by saying that “The Milestone Society can offer some expertise, advice and
enthusiasm, but not funding. Bearing this in mind, I would be happy to meet you and
members of your Council to discuss the way forward for your milestones and fingerposts”.
I think the ball is once again in our court!
16.3 Crellow Fields Amenity Area:
As Members are aware, in pursuance of Minute 17/02/14(2)I asked Cornwall Council to consider
transferring ownership of Crellow Fields Amenity Area to the Parish Council.
This was agreed by the Devolution Committee on 24th September and we are now at the mercy of
Cornwall Council’s Property and Legal Departments.
16.4 Salt Bins – Collins Parc:
A message was received through the Council’s Facebook Page that Coastline Housing were intending
to remove salt bins from Collins Parc. These have now been removed – they were Coastline’s own
bins and were sited on their land. A representative from Coastline has informed me that it has been
done to rationalise their strategy for all their estates as they have no responsibility for gritting the
paths therein and the salt damages concrete. They have not touched any bins that were not theirs.
16.5 Public Conveniences – Moss Treatment:
Moss on the roof of the toilets is once again in need of treatment and Tyrone Martin has quoted a
sum of £40 for doing the work. I recommend that the work be authorised.
16.6 Michael White – Holiday:
Michael White is on holiday from Saturday 18th October to Saturday 25th October and Tyrone Martin
has agreed to cover for him as he has done on previous occasions. Also, on previous occasions,
however, the PC has agreed to pay him extra for his travelling as he will need to lock them at a time
when he is not normally in Stithians.
I shall be deducting £18.51 from Michael’s payment this month which will be paid to Tyrone but he
has requested an extra £13 per day to cover his extra travelling and time taken for travelling. I have
discussed the matter with him and he is happy to accept a total payment of £95 for the week. I trust
Members will agree to this.
JV Calvert,
Clerk
14th October 2014
AGENDA ITEMS 17.1 – 17.4
Playing Field Portfolio
Clerk’s Report for Meeting on 21st October 2014
Summary of Decisions Required (Details in report):
1.
2.
3.
4.
To note and agree the content of the notes of the Playing Field Progress Meeting held on 13 th
October 2014 and the actions contained therein with particular reference to the financial
implications.
To agree to reimburse the Bowling Club in full for electricity used by the footpath lighting in the
Playing Field and also to pay the Bowling Club £7.50 per quarter towards the Standing Charge.
Invoices to be submitted quarterly based readings from the dedicated meter.
To agree to pay invoices in respect of the replacement of the edging to the bowling green upon
receipt from the Bowling Club of the appropriate payment less VAT.
To decide upon an appropriate course of action as regards new play equipment following
consideration of the report.
Report:
17.1 Playing Field Progress Meeting:
The notes of the Playing Field Progress Meeting held on 13th October appear as Appendix 1 to this
report. Members are requested to note the content thereof with particular reference to any
financial implications arising therefrom.
17.2 Footpath Lighting Electricity Supply:
Councillor Roger Nicholls and myself met Mike Tatnall, Treasurer of the Bowling Club to
agree payment to the Bowling Club for electricity to supply the newly installed footpath
lighting which, as Members are aware, is connected to the Bowling Club through a separate
meter. The following was agreed:
1. The PC will reimburse the full cost of electricity used by the footpath lighting based
on readings from the meter installed on the supply to the lights. This is currently
13.05p per kWh.
2. The Clerk will prepare invoices for the Bowling Club based on quarterly readings
submitted to him by the Bowling Club which will be presented to the PC for payment
with a copy to the Bowling Club.
3. Payment will be by electronic transfer.
4. The PC will also, as a gesture of goodwill and in recognition of the fact that the
Bowling Club will be taking the readings and submitting them to the Clerk, pay a
portion of the current standing charge, amounting at present to £7.50 per quarter.
5. It was further agreed that the Bowling Club would submit meter readings at the end
of December, March, June and September of each year to enable appropriate
invoices to be prepared.
The first invoice, based on the meter reading taken on 30th September, is presented for
payment under Agenda item 24.
17.3 Replacement of Edging to the Bowling Green:
The Bowling Club are intending to replace the wooden edging to the bowling green and have asked if
the Parish Council will, once again, pay the relevant invoices so that the Bowling Club does not incur
VAT.
As Members are aware, this has now become established practice with the Bowling Club submitting
the invoices accompanied by a payment nett of VAT and the PC reclaiming VAT.
17.4 Provision of New Play Equipment:
Following consultations with the School, Cllr Biscoe has prepared a report, a copy of which appears
as Appendix 1 to this report. Members are requested to consider the report and make appropriate
decisions.
JV Calvert,
Clerk
14th October 2014
Appendix 1 to AGENDA ITEM 17.1
NOTES OF PLAYING FIELD PROGRESS MEETING HELD ON
MONDAY 13TH OCTOBER 2014
Present:
(RN) Councillor R Nicholls - Assistant Playing Field Portfolio Holder
(TM) Tyrone Martin -Playing Field Caretaker
(JVC) John Calvert - Clerk
Apologies:
(JAB) Councillor J Biscoe - Playing Field Portfolio Holder
Notes of Meeting:
As has become normal practice, the notes of the previous meeting, in this case, 4 th
September 2014, were used as an agenda with any other items included under “Other
Matters” or as necessary.
1. Pavilion:
Alarm:
TM advised that the alarm was still being set.
Replacement Pavilion:
The Parish Plan Working Group had still not met. Meanwhile Grenville Tresidder was still “on
hold”.
2. Dog Fouling in the New Playing Field:
The situation in the playing field remains as previously.
3. Caretaker’s Inspection Reports:
Inspection Report Dated 10h November 2013:
 Youth Shelter Light not working:
Footpath lighting contractor had looked at it but had been unable to access the fitting
without a drill to extract rivets. Agreed to leave as is for now.
Inspection Report Dated 12th January 2014:
 Basketball Wall Lying Flat on Grass:
Agreed not to proceed with quotation for erecting the basketball net on two scaffolding
poles as there was no perceived demand.
TM to dig out soil from bottom of hedge to remove the trip hazard of the basketball
base slab.
Inspection Report Dated 8th June 2014:
 Skateboard Park – Grout missing between Sections:
It was noted that it had been agreed that the next time it is necessary to fill the gaps,
black silicon mastic would be tried.
Inspection Report Dated 12th October 2014:





Small Holes in Base of Roundabout:
TM to fit steel plates before the October PC meeting.
Sky Saw:
Safety surface to be repaired ASAP.
Climbing Wall – Rope cut in half:
The rope was now frayed. TM to quote for replacement with chain.
Toddler Multiplay – Bridge support, handrail etc:
Work should be completed by the time of the October meeting.
Youth Shelter – Burn marks on Glass:
JVC advised that he had had a quotation from the company which had taken over
from the supplier for replacing the panels which amounted to a total of £1,775 plus
VAT. He was having difficulty in finding an alternative quote which was a
requirement of the Insurers.
4. 2014 Annual Safety Inspection:
The inspection had been carried out on 3rd April, attended by TM and RN. The list of
issues considered at the April PF meeting was revised as follows:
1. Skysaw – plastic sleeve damaged hence exposed chain at base - needs new plastic sleeve on
two arms. TM to quote for sheathing with reinforced hose. All four arms now need doing.
TM submitted a quote of £100 for the work.
2. Small slide – one leg badly rotten – replace. Brackets and bolts rusty – brackets need
removing, cleaning and painting. This was inspected immediately after the meeting by JVC,
JAB & TM. Agreed that TM would submit quote for removing, wire brushing, painting and
putting back the brackets and bolts. Rot in leg was not excessive – leave for now and clarify
with Inspector next time.
3. Toddler multi-play – cap damaged – use some filler. Clearance limited – needs to be 230mm
– remove link in chain. TM doing the necessary work as part of the other work agreed at the
July meeting in the sum of £210.67. Will be completed by the October PC meeting.
4. Youth shelter – hole in roof tube greater than 8mm – TM to fill hole on end of roof tube
ASAP as part of his routine maintenance.
It was again noted that the Inspector had advised that, where there was a fall height of
less than one metre, it was perfectly acceptable to have grass and there was no need
for any other type of safety surface. He had further advised that, rather than using wet
pour on any of the surfaces, grass mats were perfectly acceptable.
It was again noted that the Inspector’s report covered the above and some more nonurgent items. It was agreed that the above should be addressed, after which the
remaining items in the report would be considered.
5. Other Matters:








Safety Surface Repairs:
As previously, there is still more than one kit remaining but the resin was unusable.
TM had ascertained that resin be purchased separately.
Climbing Wall Rope Net:
TM to look at using self sealing tape on sections where wire exposed and to see if
“eggs” unscrew to enable rope replacement. Replace small timber uprights with
metal tube as supplied by RN.
Sky Saw Chain Sleeves:
See 4.1 above. Small area of wet pour needed which can now be done as resin can
be obtained.
Staining & Painting of Play Equipment:
JVC advised that he had included a sum of £600 in the 2015/16 Draft Budget for a
regular rolling programme for this work.
Memorial Seat near Tennis Court:
It had been pointed out to RN that this seat was looking rather dilapidated. TM to
quote for refurbishment.
Slates off Pavilion Roof:
TM’s quote in the sum of £30 for replacing missing slates had been accepted at the
March PC meeting. He has the slates – work to be done before October PC meeting.
Litter:
Following complaints of broken glass near the Ennis & Carbis boundary, TM was
giving this area more attention.
Tennis Court/Bowling Club Fence:
JVC advised that he had included a sum of approximately £2,500 in the2015/16 Draft
Budget for a fund to be started and added to annually for replacing these fences. He
could not give an accurate figure as it was used as a balancing item.







Electricity for Footpath Lighting:
Agreement had been reached with Bowling Club and the PC will be invoiced
quarterly.
Toddler Play Area – Corner Fencepost:
Agreed at site meeting (JAB/JVC/TM) that TM quote for splicing in a replacement
piece.
Water Meter:
TM previously advised that it was often difficult to read because of water covering it
due to a leak. JVC had contacted SWW. TM advised that the cover had a blue mark
on it and had presumably been inspected.
Car Park Surface:
JVC advised that £500 had been included in the 2015/16 Draft Budget for annual
maintenance. JVC advised that £759.86 credit was still available at Lawers, although
he thought that this and more would be used in the new cemetery.
Hedge Trimming:
TM had previously advised that not all hedges were being trimmed as they should.
JVC had asked Malcolm Rashleigh to liaise with TM, which he had done.
Toddler Train:
The minor damage to the train had been remedied by, as previously done to other
parts of it, removing the remaining lip to make it harder to damage.
Other matters for TM’s Attention:



Remove footpath left over material from the edging left after installation of
lighting.
Remove suckers from trees along Church Road.
Make drainage hole in tennis court footpath to alleviate ponding at corner
6. Provision of New Play Equipment:
Following consultations with the School, JVC advised that JAB had produced a report
for consideration at the October PC meeting.
7. Next Meeting:
It was agreed that the next meeting would be at 2pm on Monday 10th November at 18
Edward Street.
JV Calvert
Clerk
13th October 2014
Appendix 1 to AGENDA ITEM 17.4
PLAY EQUIPMENT RENEWAL
DECISIONS REQUIRED:
1. To agree what new play equipment to seek to add to the Playing Fields.
2. To agree if any of the existing equipment needs decommissioning.
3. To agree what to add to the 2015/16 budget for this purpose.
REPORT:
1 The play equipment in the playing fields is all in functional condition and safe due to the
rolling inspection and maintenance regime which the Parish Council has applied for the
past several years and can continue to be used.
2 The consultation with the school indicated that the following would be appreciated and
used:
2.1 A zip wire
2.2 Football posts and pitch
2.3 Tree house
2.4 Daredevil slide
2.5 Circular swing
2.6 Tyre swing
2.7 Obstacle course
2.8 Sand pit
3 The school has a football pitch of its own. Parish Council is in the midst of putting some
posts into the playing field for goal practice.
4 There are no trees in the playing fields suitable for a tree house.
5 We have three slides already of varying sizes.
6 We had a sand pit but got rid of it because of the endless difficulties with broken glass
and the like.
7 The sky saw seems to give a good deal of trouble and is rarely used as it is intended. The
most common use is trying to get the seats to lodge on the cross bars.
8 We have a fund of £3,943 set aside for play equipment replacement. We could add
something to this sum in the 2015/16 budget. Suggest adding £750. (Clerk’s Note: this
will have been agreed earlier in the meeting when the Draft Budget was considered – I
proposed £2,000)
9 Propose that we cost obtaining by purchase or manufacture the following:
9.1 Tyre obstacle course
9.2 Tyre swing (two swings on one frame)
9.3 Circular swing
9.4 Zip wire
10 Once we know what the cost of these items would be, use the existing fund as match
funding and seek donations from appropriate organisations, SITA, CEF, John Thomas,
Vanessa Luckwell and so on.
Cllr James Biscoe
PLAYING FIELD PORTFOLIO HOLDER
11th October 2014
AGENDA ITEM 18.1
No Consultations for consideration at this meeting
AGENDA ITEM 19.1
Clerk’s Report for Meeting to be held on
21st October 2014
Website Hits
Decision Required:
To note the figures for visits and hits on the Council’s website as presented to the meeting.
Report:
Following agreed practice, please find attached as Appendix 1 the eleventh “edition” of the
spreadsheet for your consideration.
In accordance with Minute 18/01/14, these reports are now compiled quarterly.
JV Calvert,
Clerk
14th October 2014
Appendix 1 to AGENDA ITEM 19.1
Page
Home
Contact Us
Councillors
Agendas, Minutes etc.
Financial Reports
Planning
Listed Buildings
Notice Board
Trail Leaflet
Spotlight
Days Gone By
Weather
Stithians Centre
Useful Links
Renewable Energy
Past Events
Archive Minutes
Press Releases
Parish Plan
Hits First Quarter
2014
Total No. of Hits for period
Total Visits for period
(i.e. Hits less Home hits)
2044
182
298
787
122
128
167
326
146
107
139
153
108
116
124
99
104
105
93
01/07/2014
26205
2263
4154
8163
1440
2345
2849
5229
1739
1809
2145
1934
1657
1976
1907
1149
705
817
575
Hits Second
Quarter 2014
2809
286
528
1046
161
251
270
571
180
169
207
167
163
178
177
153
136
158
167
01/10/2014
29745
2480
4522
8801
1589
2579
3111
5833
1895
1948
2313
2118
1811
2143
2077
1301
842
963
713
Hits Third
Quarter 2014
3540
217
368
638
149
234
262
604
156
139
168
184
154
167
170
152
137
146
138
5255
7610
7585
3211
4801
4045
AGENDA ITEM 19.2
Clerk’s Report for Meeting to be held on
21st October 2014
Remembrance Parade and Services
Decisions Required:
1. To note and approve the content of the report.
2. To inform the Royal British Legion of the number of Councillors who will be attending the
Remembrance Services.
3. To make a donation of £50 to the RBL.
Report:
I have received an invitation from the Royal British Legion for Parish Councillors to attend
the Remembrance Parade and service to be held on Sunday 9th November. The parade will
assemble at the Doctor’s Surgery and march to the church where the service will take place
at 10.45.
There will also be a service at 10.45 on Tuesday 11th November at the war memorial to relay the wreaths.
Concerns have been expressed over whether or not road closures should be applied for for
the two events. Unfortunately, this will not be possible because of the timescale involved. It
would probably not be necessary for the service at the war memorial but, as regards the
parade on the Sunday, I am informed that PCSO Andy Huddlestone will be in attendance
and will be able to take care of any traffic management issues that may arise.
I would also seek members’ approval to make the usual £50 donation to the RBL to cover
the cost of a wreath.
JV Calvert,
Clerk
14th October 2014
AGENDA ITEM 19.3
Clerk’s Report for Meeting to be held on
21st October 2014
“Spotlight on Stithians”
Decision Required:
To decide on topics for inclusion in the next edition of “Spotlight”.
Report:
Another edition of “Spotlight” is long overdue, the last one being in December last year. The fact
that the Stithians Directory is delivered in December also assists in the delivery of “Spotlight” of
course!
The final copy will need to be approved at the November meeting so that it can be printed in time
for delivery with the Directory.
Cllr Biscoe, as the Public Relations Officer, has offered to put together a draft for consideration by
Members and has suggested the following might be included:
 Cemetery
 Recruitment of Councillors
 Bus Services
 CC work on Highways
 Public Rights of Way
He also requests other topics from Members and I shall be pleased to relay any suggestions to
him.
JV Calvert,
Clerk
14th October 2014
AGENDA ITEM 20.1
THE STITHIANS CENTRE - MANAGEMENT COMMITTEE
MEETING HELD ON THURSDAY 2nd OCTOBER 2014
MATTERS OF INTEREST TO THE PARISH COUNCIL
To note content
A question has been raised by an outside body as to the validity of having 4 PC representatives on
TSCMC. Detailed report prepared separately.
There have been successful negotiations with the Pre-school resulting in a rent revision which all
parties are happy with. The Pre-school holiday club was a success and Pre-school have agreed to pay
daily rent for this at the higher agreed rate. Pre-school numbers and fund raising efforts are all going
well.
There will be a Risk Assessment done before the next meeting checking various premises issues.
Next film night is Friday 31st October and the Film is “ABOUT TIME”.
Governance sub-committee are having ongoing meetings and hope to report to the next meeting.
Denis Nightingale advised that new Stithians Times is out. This issue includes a photo competition
and a request for nominations for “Stithians Stars”.
There was a general discussion about premises security and further investigations will be undertaken
and reported to future meetings.
The next meeting will be on Thursday 6th November 2014 at 7.00pm in the Stithians Centre.
Cllr. Phil Blease
October 2014
AGENDA ITEM 20.2
Clerk’s Report for Meeting to be held on
21st October 2014
Parish Council Representation on the Stithians Centre
Management Committee
Decision Required:
To decide upon an appropriate course of action following consideration of the report and the
appendices.
Report:
As Members are aware, in accordance with the Constitution of the Stithians Centre, the PC is
represented on the Management Committee by three Councillors. Currently theses are Viv
Kavanagh (Lead representative), Phil Blease and Graham Smith.
In addition, however, the Constitution stipulates a representative from the “Playing Fields”
and to this end, the PC decided under Minute 21/07/13(1) that the Playing Field Portfolio
Holder should fulfil this role and therefore Cllr James Biscoe has been attending in this
capacity. At present, he is once again working abroad and therefore Cllr Roger Nicholls, as
the Assistant PFH, attended the meeting on 2nd October which has resulted in the letter
attached as Appendix 1 to this report.
Members are requested to consider the contents of the letter and to mandate a Councillor
from the afore-mentioned three to attend the meeting referred to in the letter to give the
Council’s views.
For Members’ information, a copy of the relevant Minute appears at the end of this report.
The response to my ensuing letter was noted at the September 2013 PC meeting when, in
actual fact, it was resolved that Cllr Biscoe should replace Cllr Tisdale on the Committee.
It was at the AGM of the PC in May that the current representatives were decided, having
noted that Cllr Biscoe, as Playing Field Portfolio Holder, could attend in that capacity.
In actual fact, the Governance Sub Committee met on 14th October and was attended by Cllr
Blease who has prepared a report of the proceedings which appears as Appendix 2 to this
report.
JV Calvert,
Clerk
14th October 2014
RESOLVED:
1.
To appoint the Playing Field Portfolio Holder or, as alternate, the Deputy or any other designated Member of the Parish
Council as may be necessary as the Playing Field Representative on the Village Hall Management Committee.
2.
To seek agreement from the VHMC that, if the Parish Council needs to have a substitute for any of its four VHMC
Representatives at a VHMC meeting, the substitute has full voting rights.
Proposed by Cllr Mrs Godolphin, seconded by Cllr Mrs Kavanagh and carried unanimously by those who voted. As interested parties, Cllrs
Nightingale and Biscoe did not vote.
MINUTE 21/07/13
Appendix 1 to AGENDA ITEM 20.2
BY EMAIL
Friday October 3rd 2014
Dear Chairman,
You will be aware that the trustees of the Stithians Centre have formed a subcommittee tasked with reviewing the Centre’s governing documents, with the
intention of resolving some anomalies and generally bringing them up to date.
Throughout that process, the sub-committee has sought advice and guidance from
Jon Teague of CRCC, through our membership of the Vital Venues support
programme.
Inter alia, Jon has recently raised an interesting question regarding the Parish
Council’s provision of a fourth member filling the Playing Fields trusteeship
nomination. Given that our governing documents specify three trustees nominated
by the Parish Council, Jon is of the opinion that technically the Centre trustees might
be in breach of Trust if we have four trustees representing the Parish Council per
se. Taking into account our earlier correspondence concerning the Parish Council’s
assumption of responsibility for the playing fields, the difficulty is whether the fourth
trustee is representing the Playing Fields organisation (which arguably doesn’t exist)
or the Parish Council (because they have effectively replaced the Playing Fields
organisation).
Clearly, this is open to interpretation and debate, which will take time, but if the
second of the two interpretations above were to be correct, there are four Council
nominees which might put us in breach of Trust, which we cannot risk. Fortuitously,
James Biscoe’s recent departure on business might give us the time we need to
resolve the potential problem, in that he is the “fourth councillor”. Rather than try
and rush the issue, might we suggest that you delay replacing Councillor Biscoe as a
Centre trustee whilst we investigate the matter further. The Governance subcommittee proposes to invite one of the other councillor trustees to its next meeting,
later this month, to contribute your views to the their deliberations, with the aim of
a speedy resolution of the matter.
We recognise that you might not welcome leaving the fourth nomination vacant for
a short while, but, hopefully, you will agree that we cannot risk any breach of Trust
now that the possibility has been brought to our attention. Given that you have
other councillors on the Centre management committee, we trust that you will not
feel disadvantaged by the temporary loss of this trustee position and we seek your
cooperation in circumventing a potential problem by delaying your nomination of a
replacement for Councillor Biscoe. We will, of course, keep you apprised of progress
on this issue, which we will pursue as a matter of urgency.
Yours sincerely,
Denis Nightingale
Chairman
The Stithians Centre Management Committee
Appendix 2 to AGENDA ITEM 20.2
The Stithians Centre – Governance Sub-Committee
Meeting held on 14th October 2014
Decisions Required:
That the Parish Council (PC) decide on an appropriate number of PC representatives on The Stithians
Centre Management Committee (TSCMC) and the rationale for this degree of representation.
That the PC decide if it is appropriate that the Playing Field Portfolio Holder should be a Trustee of
the TSCMC and the rationale that supports the decision.
That the PC acknowledge that it is not possible to send deputising PC members to TSCMC meetings
when registered PC Member Trustees are unable to attend.
Report:
Backgound.
I attended a meeting of the TSCMC Governance Sub Committee (GSC) by invitation on
14/10/14 with a view to getting a better understanding of the issues being discussed which
could have an impact on PC representation on TSCMC. This is not the minutes of that
meeting but my understanding of the issues.
The GSC has been meeting for over 2 years with the objective of updating the Trust Deed to
better reflect the current and future Governance needs and requirements of a modern
centre.
Main Issues Covered
During the course of this work it has been pointed out by an outside body that the existing
Trust Deed limits the number of Parish Council representatives to 3. A fourth PC
representative has been allowed as a representative of the Playing Field Trusteeship
however as the PC has assumed all the powers of this Trusteeship and the Playing Fields are
administered by a Portfolio Holder for the PC it is believed that the TSCMC could be in
breach of the existing Trust Document as it stands. If this is the case it is easily resolved by
complying with the existing Trust Deed and limiting PC representatives to 3.
The GSC were at pains to point out that they are simply looking to find and establish a new
Governance System and Trust Deed that is fit for purpose and will allow The Stithians
Centre to grow and thrive for years to come. They are trying to design a governance
structure in which anyone who wants to be involved in the running of the Centre can do so,
either as a trustee on the Management Committee or not, as a member of a sub-committee
or helper at ad-hoc events, etc., and they are keen to work with Parish Councillors
throughout.
Having looked at modern Trust Deed Models, suggested and approved by the Charities
Commission, it has been observed that normal democratic processes and representations on
Management Committees is usually undertaken on a one organisation, one representative
basis. This has begged the question as to why the PC has 3 representatives.
If there is some historical reason for this arrangement or some current rationale why it is
appropriate the GSC would like to understand the reasoning. If the reason is historical, are
the historical circumstances still relevant.
Clearly this will affect the number of PC representatives which would be incorporated in any
future trust deed so the GSC would like to understand all the relevant issues before
progressing this aspect of their work.
TSCMC is made up of a number of elected, co-opted and user representative members who
are all registered as Trustees. I understand that the Charity Commission do not allow
deputies (with voting rights) to be nominated by organisations on an ad hoc basis. If a
Trustee were to be away for a prolonged period the procedure would be for that Trustee to
resign and their organisation to nominate a replacement who would need to register as a
Trustee. All a bit long winded but an understandable procedure.
Cllr Phil Blease,
15th October 2014
AGENDA ITEM 20.4
Report on Planning Conference held on 30th September at Pool Innovation
Centre, Redruth.
Decision Required:
To note the report.
REPORT:
Councillor P Blease and I attended the above event, which commenced at 2.00 pm and
finished at 7.45 pm.
The event was attended by Edwina Hannaford CC, Portfolio Holder for Environment,
Planning and Heritage, Phil Mason, Head of Planning and Enterprise and numerous County
Council employees, along with about 100 Town and Parish Councillors and Clerks.
The afternoon consisted of a general introduction and welcome was given by Cabinet
Member Edwina Hannaford followed by a Service update given by Phil Mason.
The remainder of the event consisted of eight different workshops of which each attendee
was able to take part in four. These consisted of the following subject areas:
An Introduction to Planning
Landscape and AONB
Material Planning Considerations
Affordable Housing
Design, Access and Lifetime Homes
Highway Issues
Planning Enforcement
Trees and Development
Although we were asked when registering which of these we would like to attend, we were
allotted our groups by the organisers. A last minute conversation with the organisers
allowed me to re-organise some of my allotted groups as I didn’t think that ‘An Introduction
to Planning’ was a good use of my time.
The Conference finished with an information session which included a guide to appearing at
Planning committees, process changes and other procedural information before a question
and answer session and general feedback.
Although very useful and well delivered, personally I would have liked to have been able to
spend more time on each of the workshops, especially as it appears the intention is for
Parish Councils to have more involvement in the Planning process. Some of these became
rushed and bogged down by delegates asking specific questions about individual
applications in their own Parishes, which the Officers and other delegates were obviously
unfamiliar with.
It would be a great benefit to Town and Parish Councils if other similar events were
planned, but with more ‘in depth’ information being delivered during a longer session,
without the resulting need to rush the subject.
We had a break for a light tea, which gave us the opportunity to talk with some of the
Officers who had presented the various workshops.
The various presentations are attached as Appendices’ 1 – 9, but please note that there is
no presentation for Trees and Development as this was verbal.
Cllr P. Tisdale
12th October 2014
The Appendices to this report may be seen upon application to the Clerk.
AGENDA ITEM 22
Clerk’s Report for Meeting to be Held on
21st October 2014
Correspondence Received
SUMMARY OF DECISIONS REQUIRED (Details in Report):


To note receipt from CALC of “The Week” dated 19th September 2014.
To note receipt from Cornwall Council of the Localism & Devolution
Newsletter dated 18th September 2014.
To note receipt from Cornwall Council of electronic copies of information
booklets on Affordable Housing.
To note receipt from CALC of “The Week” dated 10th October 2014 along
with other documents relating to the Transparency Code and Employment
matters.
To decide upon a delegation of Members to meet the Cricket Club to discuss
a complaint.
To note receipt from Cornwall Council of the Localism & Devolution
Newsletter dated 13th October 2014 specifically relating to the use of red
diesel.




REPORT:
Since the last meeting, the following correspondence has been received:
Type
From
Subject
Action
Taken/Requested
19/09
E-mail
CALC
Newsletter
See Section 1 of Report
19/09
E-mail
Cornwall Council
Localism & Devolution
Information Bulletin
See Section 2 of Report
07/10
E-mail
Cornwall Council
Affordable Housing Info
See Section 3 of Report
10/10
E-mail
CALC
Newsletter & other Info
See Section 4 of Report
11/10
E-mail
Cricket Club
Interference with Cemetery
See Section 5 of Report
13/10
E-mail
Cornwall Council
Localism & Devolution
Information Bulletin
See Section 6 of Report
Date
1.
2.
3.
4.
5.
6.
I circulated this to Members for information on 22nd September.
I circulated this to Members for information on 22nd September.
I circulated this to Members for information on 7th October.
I circulated this to Members for information on 13th October.
Members will recall that, at the September meeting, a complaint about cricket balls
being knocked into the cemetery and inappropriate remarks made by members of the
Cricket Club was considered. Under Minute 31/09/14 I was instructed to write to the
Cricket Club forwarding the complaint. This I did and the Club are seeking a meeting
with a “small delegation” form to PC to discuss the matter at 10am on either Saturday
1st or 8th November at the clubhouse. I suggest a delegation of three – the Chairman,
Cllr Mrs Kavanagh (as the complaint was made to her) and one other (the Vice
Chairman?).
I circulated this to Members for information on 13th October.
JV Calvert,
Clerk
14th October 2014
AGENDA ITEM 22(A)
Clerk’s Additional Report for October 2014
Correspondence Received between Report & Meeting
SUMMARY OF DECISIONS REQUIRED:
1. To decide upon a course of action in respect of the telephone kiosk at
Hendra Close.
2. To note receipt of a complaint about speeding traffic in Hendra Road and
the action taken by the Clerk.
3. To decide upon a suitable course of action following an e-mail concerning
the build-up of rubbish in the stream at Crellow House.
4. To decide upon a suitable course of action following a letter concerning a
blocked pipe in Polkanuggo lane.
REPORT:
The following correspondence has been received since the agenda for the meeting was circulated:
Date
15/10
16/10
16/10
15/10
1.
2.
Type
From
Subject
E-mail
Cornwall Council
BT Phone Boxes
See Note 1 below
E-mail
C Trerise,
Hendra Close
Speeding Traffic
See Note 2 below
E-mail
Lee Bowden
Stream at Entrance to
Crellow House
See Note 3 below
Letter
T Williams
Blocked Pipe –
Polkanuggo Lane
See Note 4 below
13
Action
Taken/Required
Charlotte Chadwick has circulated a letter from BT which has been sent to Planning
Departments purporting to consult on the removal of certain uneconomic phone boxes
but it would appear to be more along the lines of “we’re disconnecting them and
offering them to Parish Councils for £1 if they wish to preserve them”. The letter is
attached as Appendix 1 and Members can decide for themselves whether or not they
wish to either object or buy the kiosk in question, or both. There is only one in Stithians
on the list – at Hendra Close and apparently only three calls have been made from it in
the last 12 months.
I have received the following e-mail from Craig Trerise of 13 Hendra Close:
speeding cars along hendra road especially outside hendra close ridiculous drivers I was struck
by a car on that road aged ten as have others also my young fast cat was killed by a car left on
the side of the road something needs to be done about vehicles thinking they own the roads me
my sister others have said dont feel safe walking on the roads here
I have forwarded it to PCSO Andy Huddlestone and will also raise the matter with the
Cormac Area Manager when next we meet on 4th November.
3.
I have received the following from Lee Bowden:
Earlier this year a small group of local folks got together to clean up the above
mentioned stream, mainly due to the area looking really grotty. and overgrown. The
stream also contained of rubbish, papers, tins etc., etc; which were removed.
Since then however more rubbish has been thrown into the stream.
Would be possible for the council to place a notice there, for example - "Please DO NOT
throw rubbish into the stream - help keep Stithians TIDY."
Thank you so much. I look forward to your reply.
I shall be pleased to receive Members’ instructions on the matter.
4.
I have received the letter attached as Appendix 2 to this report from Trevor Williams, a
resident of Polkanuggo Lane and hope to be able to present further details at your
meeting of the exact location of the problem and which fields are referred to.
JV Calvert
Clerk
21st October 2014
The Appendices to this report may be seen upon application to the Clerk.
AGENDA ITEM 24
Authorisation of Payments – October 2014
Decisions Required:
1. To approve payment of the sums shown in the report totalling £4,587.92
along with sums in any additional report which may be tabled at the
meeting.
2. To approve payment of any additional expenditure agreed by resolution
during the meeting.
Report:
The table below shows, as usual, invoices received since the last meeting as well as the
usual monthly and other payments to be made. Figures in parentheses relate to the
explanatory notes below the table.
Invoices received between the date of circulation of this report and the date of the meeting will be
reported at the meeting as appropriate in a report tabled at the meeting.
Type
Date
Due
Payee
For
E
21/10
M Rashleigh
Playing Field Grass Cutting – 2nd Quarter
E
21/10
Clerk
October Salary
E
21/10
Clerk
September Expenses (Appendix1)
16.91
HMRC
Clerk’s Tax under PAYE - October
403.00
E
E
VAT
Total
Amount
130.00
780.00
1095.21
21/10
(3)
21/10
Toilet Cleaning - October
(4)
21/10
61.69
Litter Picking - October
M White
E
E
(1)
(2)
M White
E
See
Note
130.80
21/10
21/10
Tyrone Martin
Playing Field Caretaker – October
Tyrone Martin
Lower Churchyard - October
591.25
68.28
E
21/10
Tyrone Martin
Cemetery Maintenance – October
73.52
E
21/10
Tyrone Martin
Toilet Cleaning in M White’s Absence
(5)
95.00
E
21/10
Office Smart
Toner Cartridge
(6)
8.96
E
21/10
Roger Strick
PRoW Maintenance - September
E
21/10
Leaflet Express
Printing of Trail leaflets
53.78
262.46
103.00
E
21/10
SWW
Water Supply – Toilets - September
16.57
DD
03/11
SWW
Water Supply – Playing Field – Jun-Sept
59.73
E
E
E
Ch
21/10
21/10
21/10
21/10
LA Phillips
Bowling Club
Toilet Consumables
7.03
42.15
1.40
29.34
Electricity for Footpath Lighting
(7)
Cornwall Electrical
Contractors
Rewiring in Gents’ Toilet
(8)
Stithians Ladies
Choir
Contribution towards staging “Ocean World”
113.71
(9)
100.00
E
21/10
Stithians Centre
Hire of Hall for Council Meetings
E
21/10
Cllr P Tisdale
Various Expenses
420.00
(10)
71.52
TOTALS
£147.39
£4,587.92
Notes:
1. This is the Clerk’s gross salary (£1,498.21) less Income Tax due from the Clerk under PAYE for
the month of October.
2. It should be noted that this figure includes for miscellaneous, telephone and travelling
expenses.
3. This is payment to HMRC of the Clerk’s Income Tax. As Members are aware, payments to
HMRC were previously made quarterly to save on postage costs but it has always been
possible to pay them monthly. Now that payments are made electronically, it is my intention
to pay them monthly to save complications.
4. Members will have already discussed the fact that Michael White will be on holiday for a
week. This payment reflects the fact that £18.51 has been deducted for the week he is away.
5. Members will also have discussed this payment which is the £18.51 which Michael White
would have received plus the payment for the extra travelling and time.
6. This was actually obtained for Cllr Biscoe who has done a considerable amount of printing
for the PC recently, particularly in respect of letters to riparian owners.
7. This is the payment referred to in the Playing Field Report.
8. It was agreed under Minute 16/09/14(4) to modify the wiring of the light in the cubicle of
the gents’ toilets at an estimated cost of £38.49. In the event, however, it was found that
the light over the urinal to which a connection was to be made was damaged and needed to
be replaced. This resulted in extra cost, both for the light and the associated extra time.
Unfortunately, therefore, this invoice considerably exceeds the estimate.
9. Members will recall that it was agreed under Minute 21/06/14(2) to make a contribution of
£100 towards the staging of an ecological musical, “Ocean World” at such time as the event
is confirmed. The event is to be on 13th, 14th and 15th November and I have now received a
request from Monica Biscoe for payment of the £100. She also extends a warm invitation for
Members to attend.
10. The Chairman has incurred various expenses for which he seeks reimbursement:
Printer Cartridge
£49.99
Laminating Pouches
£10.99
Biscuits etc for MVRG Planning Consultation Meeting
£3.89
Parking in Truro for Cornwall CPRE Meeting
£6.65
Total £71.52
JV Calvert,
Clerk & RFO
14th October 2014
The Appendix to this report may be seen upon application to the Clerk.
AGENDA ITEM 24(A)
Additional Authorisation of Payments – October 2014
Decision Required:
Members are requested to approve the additional payment shown in the table
below in the sum of £210.67.
Report:
Since the Agenda was circulated, the following invoices have been received:
Type
Date
Due
E
21/10
Payee
Tyrone Martin
For
VAT
Work to Toddler Multiplay
210.67
Totals
1.
Total
Amount
£
See
Note
1
£210.67
This work is referred to in the notes of the Playing Field Progress Meeting considered under
Item 17.1 on the agenda, the quotation for which was approved under Minute 13/07/14.
JV Calvert,
Clerk
21st October 2014