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Minutes of Annual Meeting of Kea Parish Council Thursday 16Th May

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Minutes of Annual Meeting of Kea Parish Council Thursday 16Th May Minutes of Annual Meeting of Kea Parish Council th Thursday 16 May 2019 at Kea Community Centre. Present: Cllrs Alvey, Chamberlain, Cock, Hill, Johnstone, Roberts, Treseder, Verran, Cllr Dyer, Clerk 1. Election of Chair and Vice Chair of the Council – Cllr Treseder was nominated as Chair by Cllr Verran and he confirmed that he was happy to stand. The nomination was seconded by Cllr Alvey and in the absence of any further nominations was agreed by a unanimous vote. Cllr Verran nominated Cllr Hill as Vice-chair, and he confirmed that he was happy to stand. This nomination was seconded by Cllr Alvey and in the absence of any further nominations was agreed by a unanimous vote. Cllrs Treseder and Hill duly signed Acceptance of Office forms. Cllr Treseder took the chair 2. Apologies: Cllrs Baker (leave), Rutter (health), Spenceley (leave) and Wear (work commitments). 3. Declarations of Disclosable Pecuniary Interests (DPI) and any Other Significant Interest (OSI) - None 4. Public comment – Cllr Hill offered a vote of thanks to the outgoing chair Cllr Chamberlain, and stated that he has chaired the council well resulting in fair and considered comments and decisions being made. This was agreed by all. 5. Receipt of Annual Reports a) Chairs report – Cllr Chamberlain b) Clerk and Responsible Financial Officer – Emma Jenkin c) Highways – Cllr Chamberlain d) Footpaths – Cllr Baker e) Play area – Cllr Treseder f) Community Network – Cllr Spenceley g) Joint Parish Illegal use of Footpaths – Cllr Spenceley h) Kea Community Centre – Cllr Roberts i) Cornwall Councillors -Cllrs Alvey and Dyer All reports were received in written form and are attached to these minutes. 6. Review of delegation arrangements to working parties : It was agreed that no changes were required to the current arrangement that is that working parties bring proposals to full council for consideration and agreement. 7. Review of members of working parties : Some changes to the working groups were agreed resulting in the following representations: a) Parks – Cllrs Chamberlain, Roberts, Spenceley, Treseder, Verran b) Footpaths/ Project 2026 – Cllrs Baker, Hill, Verran 701 c) Kea day / Picnic in the Park – Cllrs Treseder, Roberts, Spenceley, Verran, Wear d) Finance Committee – Cllrs Alvey, Hill, Johnstone and Treseder. 8. Review of standing orders and financial regulations – It was agreed that the Clerk along with Cllrs Treseder and Johnstone would review the current Standing orders in line with NALCs recently issued new Model Standing Orders and CALCs suggestions of changes to these. Clerk to arrange a meeting, and ammended Standing Orders to be brought back to the full council for adoption. 9. Review of representation of and work with external organisations: Some changes were agreed in line with the change of Chairman. a) Highways joint meeting - Cllrs Alvey, Baker and Treseder and the clerk b) Community Network – Cllrs Chamberlain, Spenceley, and Treseder c) Joint Parish Illegal use of footpaths group – Cllrs Chamberlain, Spenceley , and the Clerk d) Kea Community Centre – Cllrs Roberts, Spenceley and Verran 10. Review of inventory of land and assets – reviewed, no changes necessary 11. Confirmation of Insurance cover – Clerk confirmed that Kea Parish Council are tied into an agreement with Zurich with a fixed price until 2021. 12. Review of Councils subscriptions to other bodies a) CALC - membership fees have been paid for this year: It was agreed that although membership to CALC can seem expensive it is worth paying it for the support received. 13. Review of policies and procedures – Policies are displayed on the Parish Council website and are up to date. Clerk to add other policies as they are adopted. 14. Planning a) To receive and comment on planning applications - none b) To note planning decisions - noted c) To note planning appeals or inquiries- noted d) To report any planning problems (In closed session) - none Cllr Alvey reported on some changes in the planning system. As planning is based on delegated decisions, if the Parish Council make an objection to a planning application, it will come back to the elected member to decide if the parish council are making a sensible recommendation and should be taken to committee. The planning officer for our parish is likely to be Janice Taylor. 15. To confirm minutes of the meeting of the council held on 18th April 2019 –Cllr Alvey proposed that the minutes be accepted and signed as a correct record of the meeting, this was seconded by Cllr Verran and agreed by a unanimous vote. 702 16. Matters arising : Clerk reported that she had sought advice from CALC regarding the discussion of planning enforcement. CALC had confirmed that this must be done in closed session. They also advised that it is best for individuals to be directed to report issues directly to Cornwall Council. Clerk reported that she had received a report from Dale Cook at Cormac to say that pot holes had been repaired on the road from North Lodge to the stone pile. This section of road is scheduled for further treatment in 2020/21 and will be regularly monitored. Clerk has made an application to The Woodland Trust for a pack of fruit trees to put along the park hedge and has made an application to Clean Cornwall for a grant for a recycling bin for the park. A letter has been sent to Chacewater Parish Council to ask that they consider a small change to our adjoining boundary, they will be considering this at their meeting this week. Clerk reported that she is currently awaiting a quote for works to Baldhu Bus stop. 17. Specific highways issues: Following some discussion about the poor state of the road from North Lodge to Sparnock it was proposed by Cllr Alvey that we now carry out a site visit with Cornwall Council Highways so that they can justify the delay in repairs, this was seconded by Cllr Hill and agreed by a unanimous vote. Cllr Dyer asked that he be copied in to the communications. Cllr Alvey stated that he would be able to attend a site visit. The visibility splay at Cross Lanes and Meadowside is in hand , we are currently waiting to hear back from Cornwall Councils Highways safety department. Cllr Cock reported that the Railway company have cut back hedges adjoining their property , and asked why others have not done the same. It was agreed that we would chase up the cutting of verges on the road past Meadowside. And write to Cllr Dyer to ask for his support with this. It was also agreed that we would request that the verges and visibility splays at Quenchwell crossroads, Mill lane, and Kea Turning towards Truro be cut. It was asked that the issue of road signs being placed on verges in the Bissoe Valley be raised at the next highways meeting, as this can block drivers views at junctions. Cllr Johnstone reported that many lorries are waiting in gravel pit near Sparnock to unload raw sewage. Taps on the holding tanks are being left open and there is a constant trickle of sewage across fields. Clerk was asked to raise the use of the gravel pit area as a waiting area with Cormac and write to the Environment Agency to raise the issue of the ongoing drainage of raw sewage in this area. 18. Specific footpaths issues: a) Project 2026 – update from working group – none yet available 703 b) Footpath 14 – Cllr Verran has walked footpath 14 following a complaint from The Ramblers and feels that it is OK, Cllr Hill will also walk it and report back. Clerk reported that Footpaths 8 and 9 have had their first cut as they were getting overgrown. 19. Play area, MUGA and Skate bowl: a) Annual inspection –Clerk reported that the recent inspection had raised some issues. Some issues related to the safety matting not being pegged down well enough. Clerk has now put in extra pegs. The report stated that the top joint on the Birdsnest swing should be taken apart and inspected as per manufacturers instructions. Clerk has contacted Outdoor Play People who installed the swing and they recommended that a visual inspection of the outside of the unit would be sufficient as long as the safety chain was intact. 20. Weed Spraying: Clerk reported that she had received a quote for £130 from EHS. It was proposed by Cllr Chamberlain that we accept this quote. This was seconded by Cllr Johnstone and agreed by unanimous vote. 21. Baldhu Bus Stop: To consider works needed – painting and brambles. A discussion around the benefits/costs of removing the bus stop was held, but it was agreed that we should get a quote for repairs. 22. Boundary review: Update from meeting with Truro City Council – Cllrs Chamberlain and Treseder attended . There is no current intent to take land from Kea Parish at present. They currently want to take some land from the West. If they wish to make a bid they would need to make a good case for this with evidence. All agreed that they would fight any bid to change the Kea Boundary in this direction. 23. Finance: a) To agree and sign cheques for invoices received. E Jenkin Salary and broadband - HMRC (NI and Tax) not yet calculated EHS (General Maintenance) 132.00 Ben Brown (Skate ramp repairs) 1000.00 Playsafety Ltd (ROSPA inspection) 168.60 Zurich (Insurance) 1115.32 b) To receive monthly budget report 704 c) To agree and sign the Annual Governance Statement 2018/19 : It was proposed by Cllr Chamberlain that the Annual Governance Statement be signed. This was seconded by Cllr Verran and agreed by a unanimous vote. d) To agree and sign the Accounting Statements 2018/19: Cllr Alvey proposed that the Accounting Statements 2018/19 be signed as a correct record, this was seconded by Cllr Verran and agreed by a unanimous vote.
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