DRAFT MINUTES April 5th 2018

Present: Cllr. J. Marshall (chair), Cllr. R. East, Cllr. A. Button, Cllr. A ffrench Blake, Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards), Simon Mitchell (Parish clerk).

Annual General Meeting. Voting of chair and vice-chair. Cllr ffrench Blake nominated Cllr Marshall for the chair and this was seconded by Cllr Button. Cllr Marshall took the chair. The parish council decided to have a floating vice-chair to be appointed as and when necessary.

Parish Council Meeting

  1. Public Session: there were no members of the public present
  2. Members declaration of interest: there were no declarations of interest
  3. Apologies for non-attendance: there were no apologies for non-attendance
  4. Minutes: the Minutes of the Meeting held on 1st Feb 2018 were approved
  5. Matters Arising: from the above Minutes
  • the parish leaflet further information on chapel: Cllr Marshall would supply the clerk with this information
  • GDPR progress report. The clerk reported that he was sorting through all the paperwork and computer files for an audit on all of the information held by the parish. The latest information showed that as long as data protection measures were underway by the deadline of 25 May, this would be sufficient as it was an ongoing process.
  1. Applications / Planning Matters: PA19/00757/PREAPP. Glebe Farm, Leathern Bottle, Michaelstow. Pre-application advice for erection of 8 dwellings.

The Cllrs looked at the initial plans and discussed some of the issues surrounding this pre-application but at this stage were not appointed to provide any feedback to the planners.

  1. Accounts: Financial Matters
  2. Bank Balance: 27.03.18 all payments cleared to £4336.43
  3. Invoices & Payments:
  • clerks monthly salary of £274.56 paid by standing order on 1st
  • 2017 – 18 initial accounts and audit information. The clerk provided a spreadsheet showing the income and expenditure for the year and said that he would be publishing the audit information online and would provide a link for Cllrs and members of the public.
  1. LMP: Cornwall Council Local Maintenance Project & Footpaths. No issues.
  2. Community: Network / Correspondence /emails: Cllr Fairman informed the parish Council that Cornwall Council wanted to make more of community networks and to this end had provided a budget for highways jobs to each network area. The next meeting was to be on 12 June and the chair said he hoped to attend. There were various ideas for the Michaelstow network area including improvements to the main road through Delabole and the resurrection of the Camelford bypass, given the very poor quality of air in the town.

The clerk had received an email from Poppy Crichton inviting people to join a Facebook group concerned with sharing information alerting about local crimes, presently around the moorland areas. The Council agreed that the clerk should join this on their behalf.

  1. Parish Matters & AOB:

Knight’s Mill. Cllr Fairman provided information on road changes at Knight’s Mill where there were frequent accidents at the turn-off to St Teath. The Cllrs discussed issues and asked the clerk to support the consultation on their behalf with a provision that the three-lane overtaking area be zoned out with white lines.

Illegal trader on B3266. Cllr Button thought that the County Council’s claim that the trader was not on their land was ridiculous because the caravan was clearly sited on the tarmac of the old road. Cllr Fairman suggested that the lack of any action from the authorities regarding this setup warranted a strong letter to the chief executive. Cllr ffrench Blake agreed to write this and asked Cllr Fairman to supply facts.

Cllr Button reported that drainage issues outside his farm were still unresolved by the County Council. It was clear that water draining down the road from Clerkswell and down the road from Treveighan were meeting at the road junction and creating a large pool. He thought that the streams running down the roads needed to be dealt with at source, because the ditches were full and overflowing mud back onto the road. Cllr ffrench Blake thought that Cormac had little incentive to do jobs properly and solve the problem. The clerk was asked to write to Cormac again concerning this.

Community event: the chair thought that the village green and the churchyard were looking very good thanks to the attention of Mr Sanders. He suggested that the parish council might sponsor a community event on the green in the summer using the Michaelstow Community Fund provided by Mr Pluess of Woodland Farm. Cllr Button suggested that November 2018 marked 100 years since the end of the First World War. The clerk pointed out that there was a national celebration planned involving the beacon in Michaelstow for November. The Council thought that some kind of party on the green in July or August might be appropriate and would investigate local feeling on this.

Litter: the clerk mentioned that St Tudy parish was litter-picking and there was concern about the amount of litter along the B3266. The Council thought that providing litter-picking sticks to parishioners would put them into danger and asked the clerk to contact Cornwall Council regarding cleaning this litter.

  1. Date of next Meeting: Provisional dates for year’s meetings 2018: the council agreed to put forward the scheduled May meeting by one week to 10 May and cancel the June meeting as the clerk was away. If there were important matters and the meeting had to be reconvened then someone else would take the minutes.

 

05.04 agm / accounts
10.05 apm / internal audit
07.06 Clerk away 1st-25.06

No meeting

05.07 hall & caretaker payments
02.08  
06.09  
04.10  
01.11  
06.12  

 

  1. To Close the meeting: The chair closed the meeting at 8.55pm

Minutes February 2018

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday February 1st 2018.

Present: Cllr. Marshall (chair), Cllr ffrench Blake, Cllr. Whitby, Cllr. East, Cllr. Fairman, (Cornwall Councillor for St Teath and St Breward wards), S. Mitchell (parish clerk),

Parish Council Meeting

  1.  Public Session: there were no members of the public present
  2. Members declaration of interest: no interests were declared
  3. Apologies for non-attendance: there were apologies from Cllr. Button
  4. Approve the minutes: the minutes of the meeting of December 14th were signed-off as correct.
  5. Matters arising from the above minutes:
  • welcome to the parish leaflet: the clerk showed the completed layout for print. Cllr Marshall said he would supply more information on the Methodist Hall to balance the amount of text on the church. Cllr Fairman asked for his contact number to be included and the ‘under review’ bit to be taken out.
  • electoral review: Cllr Fairman gave the parish council maps of the current boundary review situation and the parish council resolved to accept the feedback written by Cllr ffrench Blake and asked the clerk to submit it with two small changes.
  1. Planning: Applications: none
  2. Accounts: Financial Matters
  3. Bank Balance: 27.01.18 all payments cleared to £5500.68
  4. Invoices & Payments:
  • clerks monthly salary of £274.56 paid by standing order on 1st
  • stationery purchased on debit card £87.52.ReBilled to St Tudy PC 50% + VAT = £51.05 cheque received for clerk to pay into bank
  1. LMP: the clerk said he would put in the LMP claim for the 2017 – 18 year
  2. Community Network / correspondence: none
  3. Parish Matters: AOB
  • Cllr. Whitby reported that the Michaelstow upgrade in broadband speed seemed to have been ‘demoted’ as not economically viable and was unlikely to happen in the immediate future.
  • The clerk said that the new General Data Protection Regulations coming into power in May 2018 required a complete audit of all of the information the parish council had on file. He also noted that as he was the ‘data processor’ for the PC, there had to be a ‘data controller’ as a separate entity. Cllr ffrench Blake volunteered for this position but asked the clerk to keep him informed as to what was required. The parish council resolved to make this so. The clerk agreed to send all members of the parish council information regarding GDPR requirements. Cllr Whitby offered to shred any paper necessary and provide a ‘certificate of shredding’ for such.
  • Cllr Button was investigating the provision of a water supply to the church for facilities. The parish council resolved to support this but thought it was an issue for the ‘friends’ organisation rather than the parish council.
  1. Date of next Meeting:

Next meeting 01.03

  1. To Close the meeting: Cllr Marshall closed the meeting at 7.58pm.

Minutes November 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday November 2nd 2017.

Present: Cllr. Marshall (chair), Cllr ffrench Blake, Cllr. Whitby, Cllr. East, Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards), Simon Mitchell (parish clerk), Anthony Scott-Hopkins.

The parish council meeting was preceded by a meeting of ‘Friends of Michaelstow Church’.

Parish Council Meeting

  1. Public Session: there were no members of the public present
  2. Members declaration of interest: no interests were declared
  3. Apologies for non-attendance: there were apologies from Cllr. Button
  4. Approve the minutes: the minutes of the meeting of October 5th were signed-off as correct.
  5. Matters arising from the above minutes:
  • welcome to the parish leaflet: the clerk showed he had fitted the text for the leaflet into an A5 eight sided pamphlet. There were now two sides left over for pictures & local shops.
  • electoral review: Cllr Fairman gave the clerk details of an alternative boundary review plan and provided him a context in which to write a draft response from the parish Council.
  • invasive plants. Himalayan Balsam along B3266: the clerk reported that these had been picked but after seeding so would probably re-occur next year.
  • mud: Councillor Fairman provided a telephone number to the clerk for reporting mud on the roads. Now that the main maize crop was in it was hoped the problem would diminish. Councillor East thought that the flooding outside of Michaelstow nurseries could be traced to the sluice gate which seemed part of the problem. He thought the whole system was silted up at this point of the road. Councillor Fairman offered to follow the issue up again with Cormac.
  1. Planning: Applications: none
  2. Accounts: Financial Matters
  3. Bank Balance: 27.10.17 all payments cleared to £6497.32
  4. Invoices & Payments:
  • clerks monthly salary of £274.56 paid by standing order on 1st
  • Mr Sanders strimming of banks £140
  1. Half year accounts. Precept claim in December for 2018-19. The clerk provided a summary of the parish council’s financial position with regards to the precept claim for the next year.
  2. LMP: The chair confirmed that Mr Sanders had been paid by the church for grounds upkeep.
  3. Community Network / correspondence:
  4. Parish Matters: AOB
  • Cllr. Whitby reported that Michaelstow was on the list for an upgrade in broadband speed next spring. This was to be a combination of fibre direct to house or fibre to box, then copper pair to house.
  • Councillor Fairman provided a report on the illegal woodcarver set up. John seems uncooperative to enforcement and indifferent to prosecution. It is thought he is unlikely to comply with any written notice. The County Council’s tools of prosecution or injunction seem ineffective. They claim that the land is not owned by CC so they have no formal powers of eviction or a budget for this.
  1. Date of next Meeting:

Next meeting 14.12

  1. To Close the meeting: Cllr Marshall closed the meeting at 8.17 pm.

Minutes October 2017

MICHAELSTOW PARISH COUNCIL MINUTES October 5th 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday October 5th 2017.

Present: Cllr. Marshall (chair), Cllr ffrench Blake, Cllr. Whitby, Cllr. East, Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards), Simon Mitchell (parish clerk).

Parish Council Meeting

  1. Public Session: There were no members of the public present
  2. Members declaration of interest: No interests were declared
  3. Apologies for non-attendance: There were no apologies
  4. Approve the minutes: The minutes of the meeting of September 7th were signed-off as correct.
  5. Matters arising from the above minutes:
  • welcome to the parish leaflet. The clerk showed the councillors a layout for the leaflet which had overflowed from a four sided A5. The councillors agreed the leaflet should be an eight sided A5 pamphlet.
  • audit completion. The clerk reported that the audit had been returned with no issues.
  • invasive plants. Himalayan Balsam along B3266. This had been reported to Cormac and also Vicky at the garden centre would mention this to Mark Andrew.
  • broadband at Treveighan. Councillor ffrench Blake had heard that BT were presently concentrating on giving access to isolated areas with the lowest broadband speeds.
  1. Planning: Applications.

PA17/08797 Application for a non-material amendment in respect of application PA13/05407, Glebe Farm, Leathern Bottle by >12.10.17. The councillors raised no objections to this application.

PA17/09101 The construction of a tiered retaining wall sited to the rear of a residential building. Gam Bridge Farm, Wet Lane by > 24.10.17. The councillors raised no objections to this application.

  1. Accounts: Financial Matters
  2. Bank Balance: 27.09.17 all payments cleared to £6891.88
  3. Invoices & Payments:
  • clerks monthly salary of £274.56 paid by standing order on 1st
  • http://www.michaelstow.org.uk website domain and space renewal 1 year £60
  • payments for caretaker and chapel rent due for £60 & £200
  1. LMP: the clerk enquired whether anyone knew if Mr. Sanders had been paid for his church grounds maintenance and the chair agreed to find out.
  2. Community Network / correspondence: Cllr ffrench Blake had attended the network meeting which he reported as having much more purpose than the previous, with useful exhibits and information. The next meeting was on 12th December.
  3. Parish Matters: AOB
  • electoral review: division arrangements. Cllr Fairman told the councillors that the number of county councillors was now set at 87 and the consultation was moving onto boundary divisions until February 2018. He showed an early proposal for boundaries in which his wards were divided up between other existing councillors. In this proposal Michaelstow would be part of the Camelford town area. The parish councillors thought this would be a poor outcome as they were particularly concerned that rural areas should not be lumped in with towns as rural interests were distinctly different. They thought that the needs of rural areas would be eaten up by those of higher density populations. Councillor Fairman showed a different map proposal which did not do this, which the parish council resolved to support.
  1. Date of next Meeting:

Dates for year’s meetings 2017 were agreed as:

02.11 14.12

12. To Close the meeting: Cllr Marshall closed the meeting at 8 pm.

Minutes September 2017

MICHAELSTOW PARISH COUNCIL  MINUTES September 7th 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday September 7th 2017.

Present: Cllr. Marshall (chair), Cllr ffrench Blake, Cllr. Button, Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards) Simon Mitchell (parish clerk).

Parish Council Meeting

  1. Public Session: There were no members of the public present
  2. Members declaration of interest: No interests were declared
  3. Apologies for non-attendance: Cllr East had sent his apologies.
  4. Approve the minutes: The minutes of the meeting of August 3rd were signed-off as correct.
  5. Matters arising from the above minutes:
  • welcome to the parish leaflet: the Council had reviewed the text for the planned parish leaflet and the clerk was asked to go ahead with the layout with alterations to the section on local buses.
  • Churchtown residents letter: Cllr ffrench Blake had observed that the recent heavy spate of rain had not caused flooding in Michaelstow Churchtown. He advised the parish council that instead of looking at legal options concerning the alteration to the bank by the church, they should wait to see if it flooded again.
  1. Planning: Applications. None
  2. Accounts: Financial Matters
  3. Bank Account: 27.08.17 all payments cleared to £3628.42
  4. Invoices & Payments:
  • clerks monthly salary of £274.56       paid by standing order on 1st
  • an invoice from Mr Sanders for strimming banks £273 was paid
  1. LMP: Councillor Marshall thought that Mark Andrew had done a good job with strimming the path along the edge of his field, the other side of the gold path.
  2. Community Network / correspondence: Councillor Fairman said that the next community network meeting on 12th September would take the form of stalls and presentations on jobs, economics, broadband and health issues.
  3. Parish Matters: AOB
  • Councillor Button reported an outbreak of Himalayan Balsam along the B3266 by the garden centre and asked the clerk to look into it.
  • Cllr Marshall told the council that Treveighan was being supplied with high-speed broadband and Cllr Fairman said he would look into how this had come about.
  1. Date of next Meeting:

Dates for year’s meetings 2017 were agreed as:

05.10 02.11 14.12
  1. To Close the meeting: Cllr Marshall closed the meeting at 8:10 pm.

Minutes August 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday August 3rd 2017.

Present: Cllr. Robin East (chair), Cllr ffrench Blake, Cllr Richard Whitby , Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards) Simon Mitchell (parish clerk).

Parish Council Meeting

  1. Public Session: There were no members of the public present
  2. Members declaration of interest: No interests were declared
  3. Apologies for non-attendance: Cllr Marshall had sent his apologies. Cllrs. Whitby and ffrench Blake voted Cllr East to chair the meeting in his absence.
  4. Approve the minutes: The minutes of the meeting of July 6th were signed off as correct by the chair.
  5. Matters arising from the above minutes:
  • welcome to the parish leaflet: the clerk distributed a first draft copy of the text for the welcome to the parish leaflet. Councillor Whitby thought that the leaflet should also contain some basic business contacts for useful services.
  • electoral review: Councillor Fairman gave additional information on the electoral review process. The councillors asked the clerk to supply a response, preferring 99 councillors rather than 87 as they thought that rural parishes would lack representation, producing less effective decisions
  • wood carvers: the eviction notice for the woodcarver’s had been handed to the wrong person and the eviction was now reissued for 20th September
  • water on road: the clerk observed that there was less water pooling outside Tregawn Farm now that it had been diverted under the road higher up. He thanked Councillor Fairman for his help making this happen.
  1. Planning: Applications.

PA17/02324 erection of a dwelling on land opposite the school house, Ms Sybil Griffiths. This application had been refused. Councillor ffrench Blake was asked to investigate the legal position regarding the parish council asking Sybil Griffiths to reinstate the drainage. Five people from Michaelstow Churchtown had sent the parish council a letter concerning flooding in the winter caused by the installation of her access point to land opposite the school house.

  1. Accounts: Financial Matters
  2. Bank Balance: 27.07.17 all payments cleared to £3902.28
  3. Invoices & Payments: clerks monthly salary of £274.56 paid by standing order on 1st .
  4. LMP: Nothing to report
  5. Community Network / correspondence: Councillor ffrench Blake was concerned that the community network had no teeth to make things happen. Councillor Fairman was hoping to strengthen the community network and that the next meeting would concern broadband, housing and employment, the very issues that councillor ffrench Blake had mentioned at the meeting.

Councillor ffrench Blake reported that speed cameras had been installed on the B3266.

  1. Parish Matters:
  2. Date of next Meeting:

Dates for year’s meetings 2017 were agreed as:

07.09 05.10 02.11 14.12
  1. To Close the meeting: Cllr East closed the meeting at 8:17 pm.

 

Minutes July 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Tuesday July 6th 2017.

Present: Cllr. J. Marshall (chair), Cllr. A. Button, Cllr. Robin East, Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards). Simon Mitchell (parish clerk).

Parish Council Meeting

  1. Public Session: There were no members of the public present
  2. Members declaration of interest: No interests were declared
  3. Apologies for non-attendance: Cllr ffrench Blake and Cllr Whitby had sent their apologies.
  4. Approve the minutes: The minutes of the meeting of June 1st were signed off as correct by the chair.
  5. Matters arising from the above minutes:
  • welcome to the parish leaflet. The clerk had started work on the parish leaflet for Michaelstow. He was ‘localising’ the information supplied by Cllr Fairman, and was waiting for the updated parish profile from Cllr. Button.
  • electoral review. There was an electoral review underway in Cornwall, which was suggesting that the number of county councillors would be reduced from 123 to about 87. Councillor Fairman thought that Michaelstow was likely to be amalgamated into another parish as a result of this, once the parish boundaries were reviewed. The councillors resolved to respond to the electoral review following the next meeting on 8 August.
  • confirmation of insurance renewal 2017. The clerk confirmed that the parish insurance had been renewed for the year from June 1.
  1. Planning: Applications.

PA17/02324 erection of a dwelling on land opposite the school house, Ms Sybil Griffiths. The clerk had submitted comments as required by the council for this application. Although the deadline was for 22nd May, he had not heard anything yet. Since then the application had been modified and the council had been asked for another consultee comment. Following site visits by members of the PC, Cllr ffrench Blake had supplied diagrams and captions for photographs he had taken of the site, showing various sightlines and details concerning this application. Cllr Fairman told the parish council that the historic team had reviewed their response and concluded that harm would be caused to heritage assets by the proposed building. The parish council unanimously resolved to accept Cllr ffrench Blake’s response to this application as a consultee comment and asked the clerk to enter it to the planning portal before the deadline of 11 July.

  1. Accounts: Financial Matters
  2. Bank Balance: 27.06.17 all payments cleared to £4177.54
  3. Invoices & Payments: clerks monthly salary of £274.56 paid by standing order on 1st .
  4. LMP: The council thought Mr Sanders maintained the gold footpath to a high standard. Councillor Button would undertake to knock back the brambles on this path. There were no new issues reported on the footpath by Trenewth.
  5. Community Network / coorespondence: Councillor ffrench Blake had attended the network meeting and would report on this at the next parish meeting as he was presently away.

A letter from five residents of Michaelstow Churchtown had been sent to the parish council. It concerned the access point to ‘land opposite the school house’ causing local flooding during the winter. The council thought that the clerk could write a letter to Mrs Sybil Griffiths concerning this, but asked him to wait for further discussion of this issue, and a checking of their legal position concerning this and other conditions on the site.

  1. Parish Matters:
  2. Date of next Meeting:

Dates for year’s meetings 2017 were agreed provisionally as:

03.08 07.09 05.10 02.11 14.12
  1. To Close the meeting: Cllr Marshall closed the meeting at 8:32 pm.

Minutes June 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday June 1st 2017

 Present: Cllr. J. Marshall (chair), Cllr. R. Whitby, Cllr. A. Button, Cllr. A ffrench Blake, Cllr. Robin East, Simon Mitchell (Parish clerk).

 Parish Council Meeting

  1. 1. Public Session: There were no members of the public present
  2. Members declaration of interest: Cllr Richard Whitby declared an interest in item 6, as a planning proposal for his house was under discussion.
  3. Apologies for non-attendance: Cllr Fairman has given his apologies by email
  4. Approve the minutes: The minutes of the previous meeting were signed off as correct by the chair.
  5. Matters arising from the above minutes:
  • register of interest forms: Three of the councillors returned their register of interest forms, and the clerk issued Cllr. Robin East with a copy of the form since he was not at the previous meeting.
  • Cormac re road drainage outside Tregawn Farm: Councillor Button and Councillor Fairman had met with a representative of Cormac to investigate the long standing problems with puddling on the road outside Tregawn Farm. Although the outcome still seemed uncertain, the Cormac representative said he would sort it out. The council resolved to ask Councillor Fairman to follow this up.
  • external auditor confirms receipt of audit: Grant Thornton had emailed confirmation receipt of the council’s internal audit and annual statement.
  • welcome to the parish leaflet: the clerk stated he had not started work on this yet. Cllr Fairman had provided an example of the Blisland version and Cllr. Button said he would send the clerk the completed ‘portrait’ of Michaelstow completed for the new vicar.
  1. Planning: Applications.

PA17/02324 erection of a dwelling on land opposite the school house, Ms Sybil Griffiths.

The clerk had submitted comments as required by the council for this application. Although the deadline was for 22nd May, he had not heard anything regarding this application.

PA17/04198 Bearoak Manor. Listed building consent for various works internally and externally. The councillors viewed the plans and agreed that this needed doing. They asked the clerk to extend their support for this application.

PA17/04784 Tregunnon. Two-storey extension and associated works. After viewing plans for this application, Councillor Whitby left the room. The remaining councillors supported this application unanimously.

  1. Accounts & Financial Matters
  2. Bank Balance: 27.05.17 all payments cleared to £5081.25
  3. Invoices & Payments: clerks salary of £274.56 paid by standing order on 1st of month. Invoice for 10 additional hours on audit approved and office expenses for year 2016-17: £183.20
  4. Farm Energy had been invoiced by letter for £1500 payable to new bank account for MPCF. Councillor Whitby supplied a bank statement showing that Farm Energy had responded to the clerk’s invoice by immediately paying in £1500 to the account giving a balance of £3000 in the account.
  5. Mr Sanders provided an invoice for strimming for £304.50 and this was paid.
  6. LMP: Mr Sanders presented two invoices via the chair. Strimming opposite the church, postbox corner, around the bus shelter, around the summer seat, the bank leading to the church and cutting the green had taken about 22 hours over April and May. The second invoice was returned to the chair for payment by the Parochial Church Council. Mr Sanders also proposed the construction of a composting bin for the village green (£80) and the cutting of branches around the bus stop (£70). Councillor ffrench Blake said he would talk to residents concerning a compost bin on the village green. Members of the council thought that branch cutting was presently unnecessary.
  7. Community Network: There was to be a community network meeting on 13 June, which Councillor ffrench Blake agreed to attend.
  8. Parish Matters:
  • Councillor Button thought that the war memorial outside the church should be celebrated as it was coming up for its hundred year anniversary. He asked the clerk if he knew of any grants available and the clerk referred to Cllr Whitehouse of St Tudy Parish Council who had that information. There were other celebrations being planned for the 2018, 100 year anniversary of the end of World War I, in which the monument should be included.
  1. Date of next Meeting:

Dates for year’s meetings 2017 were agreed provisionally as:

06.07 03.08 07.09 05.10 02.11 14.12
  1. To Close the meeting: The chair closed the meeting at 8.38

 

 

Minutes May 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday May 11th 2017

Present: Cllr. J. Marshall (chair), Cllr. R. Whitby, Cllr. A. Button, Cllr. A ffrench Blake, Simon Mitchell (Parish clerk), Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards).

Michaelstow Annual General Meeting

  • the election of the chair: Cllr Whitby nominated Cllr. Marshall as chair and this was seconded by Cllr. ffrench Blake and accepted by Cllr. Marshall
  • the confirmation of adopted members: the three elected members of the parish council had agreed by email before the meeting to adopt Cllrs. Button and ffrench Blake as Cllr. East was unable to attend this meeting.
  • the signing of the acceptance of office: all councillors except Cllr. East signed the acceptance of office forms
  • the election of the vice-chair: the councillors agreed on a ‘floating’ vice-chair who would be appointed at a meeting as and when the need arised
  • distribution of register of interest forms: the four councillors present took their register of interest forms for completion by the next meeting on June 1st

 Parish Council Meeting

  1. Public Session: There were no members of the public present
  2. Members declaration of interest: There were no interests declared
  3. Apologies for non-attendance: Cllr East had earlier given his apologies
  4. Approve the minutes: The minutes of the April meeting were approved and signed
  5. Matters arising from the above minutes:
  • ongoing situation with illegal trader resident at top of Dry Lane. Councillor Fairman said that the eviction of the traders was scheduled for 12 July, having allowed them three months to move
  • bank account setup for Michaelstow Parish Community Fund and Friends of Church. The clerk had received an electronic device for accessing the new accounts online and was awaiting a card to operate this. He asked Councillor Whitby for details of the Michaelstow Parish Community Fund account so he could invoice Farm Energy for a second payment.
  • Cormac re road drainage outside Tregawn Farm. Cllr Fairman agreed to arrange a meeting between Cormac and a parish council member, to resolve the drainage problem on the road by the bus shelter.
  • internal audit report and annual return signing. The clerk presented the completed audit along with the internal auditors report. The annual governance statement was signed by the chairman and clerk and marked as minute reference 3E1. The annual accounting statements were also signed and marked as minute reference 3E2. The clerk commented that he had spent 25 hours additional time, over his four hours a week on completing this audit. He requested additional pay for 10 hours and confirmed that the additional time spent would be taken out of his hours during the year ahead. He told the parish council he still had to complete templates for the exercise of public rights, various declarations, bank reconciliation and variance and other explanations. He said the audit was very thorough and time-consuming.
  1. Planning: Applications.

PA17/02324 erection of a dwelling on land opposite the school house, Ms Sybil Griffiths.

Councillor ffrench Blake was concerned about various statements in the application that were untrue. It was not a brownfield site. It was not an infill. The adjacent ‘equestrian centre’ was in fact a cow barn, and the measurements giving proximity to the church were inaccurate. He gave a full description of the history of the site which he had included in the parish council’s planned response at the planning committee meeting. He also commented on the lack of infrastructure, local facilities, local services, public transport and employment opportunity in and around Michaelstow.

Cllr Fairman thought that the application was getting closer to fulfilling all the conditions for being passed. He advised the parish council to seek advice regarding the terms of the covenants and the proximity of the cattle. The clerk was asked to prepare a public speaking request form for Councillor ffrench Blake to speak at the planning committee meeting. Councillor ffrench Blake also suggested that the parish council research formally designating the area for development as a ‘green space’ and that the newly formed ‘Friends of Michaelstow Church’ should also respond to the plan on the planning website. He agreed to email the clerk draft responses.

  1. Accounts & Financial Matters
  2. Bank Balance: 27.04.17 all payments cleared to: £7070.10
  3. Invoices & Payments: clerks salary of £274.56 paid by standing order on 1st of month.

Adminstration of Payroll services 2017 – 18: £73

Internal Audit fee 2017 – £76.05

Annual insurance with Aon UK – £204.29

Payment to Michaelstow Parish Community Fund of £1500 ‘lodgement in transit’

These payments of £2127.9 reduce the bank balance to £4942.20

  1. LMP: Cllr. Fairman informed the parish council that Cormac were to view the defective stile near the Rectory and decide whether to repair it or remove it.
  2. Community Network: The parish council asked the clerk to forward emails concerning Community Network meetings so that they could plan representation at these meetings.
  3. Parish Matters:
  • Audit underway online at http://www.michaelstow.org.uk/2017audit
  • Parish profile. Councillor Button suggested that the parish would benefit from a ‘Welcome to the Parish’ leaflet similar to others and Cllr. Fairman agreed to email Blisland’s to the clerk so that he could get one underway.
  1. Date of next Meeting:

Dates for year’s meetings 2017 were agreed provisionally as:

01.06 06.07 03.08 07.09 05.10 02.11 14.12
  1. To Close the meeting: Cllr Marshall closed the meeting at 20.30

 

Minutes April 2017

Minutes of the meeting of Michaelstow Council Meeting held in the Treveighan Methodist Chapel on Thursday April 6th 2017

Present: Cllr. J. Marshall (chair), Cllr. R. East, Cllr. R. Whitby, Cllr. A. Button, Cllr. A ffrench Blake, Simon Mitchell (Parish clerk), Cllr. Dominic Fairman, (Cornwall Councillor for St Teath and St Breward wards).

Michaelstow Annual Parish Meeting opened at 7.30pm

Chair’s Report: The purpose of the APM is to explain what the parish council has been doing over the previous year and what their plans might be for the oncoming year. This meeting provides an opportunity for electors to have their say on anything that they consider is important and ask questions of the parish council. In April 2016 we were looking at issues concerning the migrant workers at Michaelstow Manor, we received our first payment from Mr Pluess for Michaelstow Community Fund and set up a constitution, our illegal wood carving traders had just set up camp and the clerk was discovering about the new Transparency Code, through which the parish council got a projector, computer, and screen. Next year’s audit is to be replaced by the Transparency Code, which means that steady upgrade to making all parish council information public on the parish website is underway.

We had a Queen’s Birthday celebration and we hired out our clerk as a locum to St Tudy, for whom he is now clerk. On almost every minutes appears the stream running down the road that pools outside Tregawn Farm, still to be resolved. Our new local ward councillor, Dominic Fairman has appeared at many of our meetings and been extremely helpful.

The clerk has provided a new book of governance in line with instructions from the auditor to review standing orders and financial regulations. Michaelstow Parish passed the audit with one small problem, that the fixed assets were not properly listed. Our last annual parish meeting was in October where Phil Eaton talked about gypsies and travellers in Cornwall, unfortunately we could not find a speaker this year and hope to invite one earlier for the annual parish meeting next March.

A new planning protocol has come into action this year, along with a trend to pass many more planning applications to meet annual targets set for new dwellings. There have been several plans discussed by the parish council, including one for Michaelstow Manor, which would have seen a large increase in the population of Michaelstow. The best attended planning application was the building of a new cottage in Treveighan. Residents thought that, like so many small, rural dwelling places, cars were taking over and the infrastructure was not made for so many vehicles in use.

Financial Report: Michaelstow parish accounts finished last year with £2200 in the account and fixed assets worth £2679 (not including the laptop and projector). Initial calculations show an income of £6538.81 during the year, £1500 of which is a donation to Michaelstow Community Fund from Mr. Pluess’ wind turbine via the ‘Farm Energy Group’. Expenses during the year are (initial figures) £5102.73 of which £3339.61 is the clerk’s salary, about £52 on stationery, £200 on insurance, £123 on audit and salary admin, £275 on chapel hire and caretaker, £925 on footpaths and village green maintenance plus a £43 employer’s contribution to NI for the clerk’s locum work, paid forward by St Tudy Parish Council.

This leaves around £2136 (not including Farm Energy donation) to take forward to the 2017 financial year, slightly less than 2016.

The precept for 2017 shows a 70% increase to £7,500 (from £4,500) due mainly to the projected cost of a contested election which CALC recommended to include and slowly increasing footpath-cutting and clerking costs. The PC is recommended to keep 25% of turnover in the bank at all times as a safety measure and 2016 figures show it was nearer 40%.

Introduction of speaker: Andrew Langdon had been invited to speak on Cornish Celtic Crosses but his diary was full at such short notice. However Cllr. Dominic Fairman advised the parish council that a parliamentary boundary review was upcoming. In order to reduce the number of MPs in parliament from 650 to 600 there was to be a review in 2018 which would reduce the number of wards, merging several parishes. Michaelstow, as it is so small, might be selected as one of these. The parish councillors thought that in merging Michaelstow with a bigger parish, it’s interests would be lost, similarly to the church’s situation, which was now bundled in with St Tudy.

Questions from electors: There were no electors present.

The Chair closed the Annual Parish Meeting

Parish Council Meeting

  1. Public Session: There were no members of the public
  2. Members declaration of interest: There were no interests declared
  3. Apologies for non-attendance: There were no apologies offered
  4. Approve the minutes: The minutes of the March meeting were approved and signed
  5. Matters arising from the above minutes:
  • ongoing situation with illegal trader resident at top of Dry Lane. One caravan had moved and the traders seemed to be winding down their activity.
  • bank account setup for Parish Community Fund and Friends of Church. Councillor Whitby took the identity documents from the clerk and said that the bank accounts should be open within the next month.
  • financial risk assessment & assets. The clerk passed around a modified financial risk assessment that was needed for audit purposes and this was adopted by the council and signed by the chairman.
  • bench repairs. The chairman thought that the benches were repairable and had found a carpenter who offered to fix the one on the road by Treveighan
  • Cormac re road drainage outside Tregawn Farm. Cllr Fairman offered to chase up Cormac over the stream on the road.
  • invitation to Andrew Langdon for April 6th. The clerk was asked to book Mr Langdon in for next year’s annual parish meeting.
  1. Planning: Applications.

PA17/02324 erection of a dwelling on land opposite the school house, Ms Sybil Griffiths. The councillors discussed the history of this site. They had viewed the plans for the new proposal online and Councillor ffrench Blake had provided purchase covenants from 1936 and 1981. These tied any purchases of the land to certain restrictions which included not building anything that wasn’t a toilet or an educational facility. The clerk had scanned these covenants and supplied them to the parish councillors. Because there had been some illegal building, a mobile home, a garden chalet and other sheds, the applicant was claiming that this was a brownfield site in order to push the plans through. People who had purchased the buildings opposite believed they were protected from development of this site by these covenants. There were also listed buildings nearby, the church being grade 1 and the school house opposite the site being a grade 2 listed building. There also seemed to be unresolved issues with regards to the drainage from the school house being pumped uphill into the area of the application. The parish Council decided to object to this plan on the basis of the above and Councillor ffrench Blake volunteered to speak to the planning committee on behalf of the parish council. A response was not required until May 22 and the clerk agreed to circulate a response to the councillors before posting it to planning.

  1. Accounts & Financial Matters
  2. Bank Balance: all payments cleared to: £3671.08
  3. Invoices & Payments: clerks salary of £269 paid by standing order on 1st of month.

The clerk asked for a letter of authority to be signed to the bank to change his salary amount from £269 per month to £274.56.

Cheques were written and signed for SJ Sanders for cutting last October £119, CALC invoice for training October 2016 £24

  1. LMP: The clerk confirmed that the LMP contribution towards footpath cutting had been confirmed. Councillor Whitby had been approached by a parishioner who was concerned a about a wooden stile being taken out on the Trenewth footpath. The clerk gave him a copy of the footpaths of Michaelstow to check. Cllr. Fairman would investigate.
  2. Community Network: There was nothing discussed regarding this issue
  3. Parish Matters:
  • Audit underway online. The clerk said that the internal audit was due to be looked at in the following month and that he would email councillors with a link so they could view the whole process online (http://www.michaelstow.org.uk/2017audit).
  • Parish profile. Councillor Button had updated the parish profile provided by the clerk with further details and provided it to the church, in preparation for the new vicar. He said he would email it on to the clerk for use on the parish website.
  • Damage of bus shelter. An estimate of damage needed for police report. Councillor Button reported that although the bus shelter had been damaged, it only needed screwing together and was basically safe. He would ask someone to do this.
  • Planning. Councillor Button reported that he had a planning application underway for a conditioning store for his potatoes. He hoped this would be coming to the council in the next month or so.
  1. Date of next Meeting:

Dates for year’s meetings 2017 were agreed provisionally as:

04.05 local elections 11.05 01.06
06.07 03.08 07.09 05.10 02.11 14.12
  1. To Close the meeting: Cllr Marshall closed the meeting at 20.30