PENRYN TOWN COUNCIL
Date: 27 November 2012
NOTICE IS HEREBY GIVEN THAT A MEETING OF PENRYN TOWN COUNCIL WILL BE HELD IN THE TOWN HALL, PENRYN ON TUESDAY 4 DECEMBER 2012 AT 7.00 PM FOR THE FOLLOWING TRANSACTIONS.
7.00pm – 7.15pm – Public Participation and Police Report
Town Clerk
AGENDA
1. APOLOGIES
2. DECLARATIONS OF INTEREST To receive declarations of interests in relation to items on the agenda.
3. MINUTES OF THE MEETINGS HELD ON 5 AND 26 NOVEMBER 2012 To approve as a correct record minutes 59 to 74 of the Council Meeting held on 5 November 2012 [Pages 1–4]
To approve as a correct record minutes 75 to 77 of the Council Meeting held on 26 November 2012 [Page 5]
To note: • Minutes of the Planning Committee held on 26 November 2012 [Page 7] Minutes of the Section 106 Steering Group meeting held on 19 November 2012 [Pages 8–9]
4. CORRESPONDENCE
5. MAYOR’S ANNOUNCEMENTS AND ENGAGEMENTS 29 October to 27 November 2012 [Pages 10–11]
6. REPRESENTATIONS BY CORNWALL COUNCIL MEMBERS AND REPORTS BY COUNCILLORS ATTENDING EXTERNAL MEETINGS
7. REPORT FROM THE TOWN CLERK To note the activities of the Town Clerk for the period of 29 October to 27 November 2012 [Pages 12–14]
GROUND FLOOR, SARACEN HOUSE, HIGHER MARKET STREET, PENRYN, TR10 8HU
Tel: 01326 373086 Fax: 01326 373004 Email: [email protected]
8. ACCOUNTS To receive a list of accounts paid and the monthly statement for the periods 21 October to 20 November 2012 [Pages 15–23]
9. TOWN COUNCIL BANKING ARRANGEMENTS To receive a report on the Town Council’s banking arrangements and to consider a proposal for investment of reserves and the use of a charge card for internet purchases [Pages 24–25]
10. PERMARIN CAR PARK To consider a proposal for enforcement of the short stay shopping spaces and the prevention of parking in unmarked bays [Pages 26–27]
11. COUNCILLORS’ QUESTION TIME To respond to questions from Councillors. Councillors are reminded that for a response to be given at Council, questions should be submitted to the Town Clerk by 12.00 noon on Monday 3 December 2012. Questions submitted after the deadline, or asked at the meeting without prior notice, may be answered in writing, subsequent to the meeting, in order for a full and informed response to be given.
Following the completion of the meeting Madam Mayor invites all Councillors to partake of a festive drink and refreshments.
MINUTES OF THE MEETING OF PENRYN TOWN COUNCIL HELD ON MONDAY 5 NOVEMBER 2012 AT 7.00 P.M. IN THE TEMPERANCE HALL, PENRYN
Councillors Present:
Mrs G A Grant – Town Mayor Mrs B Hulme – Deputy Mayor Mrs M V Bennett, K S Green, Mrs C Hutchings, J Langan, Mrs M K May, G K Mockett, M J Mullins, Mrs S Peters, D A Prynn, G C Rickard and E L Wilkes
Prior to the meeting, Councillors met with the candidates for the vacancy for a Town Councillor.
There being no representative from Devon and Cornwall Police present, a police report was not given.
59. APOLOGIES
Apologies for absence were received on behalf of Councillor M Snowdon.
60. DECLARATIONS OF INTEREST
There were no declarations of interest.
61. MINUTES OF THE MEETING HELD ON 1 OCTOBER 2012
RESOLVED that minutes 43 to 58 of the Council Meeting held on 1 October 2012 be approved and signed as a correct record.
Proposed by Councillor Mrs C Hutchings and seconded by Councillor K S Green
RESOLVED that the minutes of the meeting of the Planning Committee held on 15 October 2012 be noted.
Proposed by Councillor M J Mullins and seconded by Councillor E L Wilkes
RESOLVED that the minutes of the meeting of the Section 106 Steering Group held on 22 October 2012 be noted.
Proposed by Councillor Mrs B Hulme and seconded by Councillor Mrs G A Grant
RESOLVED that the notes of the meeting of the Management Team held on 15 October 2012 be noted.
Proposed by Councillor E L Wilkes and seconded by Councillor Mrs G A Grant
62. CORRESPONDENCE
No correspondence had been received.
63. MAYOR’S ANNOUNCEMENTS AND ENGAGEMENTS
The list of the Town Mayor’s engagements since the previous Council meeting was noted.
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64. REPRESENTATIONS BY CORNWALL COUNCIL MEMBERS AND REPORTS BY COUNCILLORS ATTENDING EXTERNAL MEETINGS
Cornwall Councillor Mrs M K May gave an oral report to Council and advised of the following:
The Space at Penryn Rugby Club had been approved as a polling station from May 2013. Following a Peer Review, Cornwall Council’s Sub-Area Planning Committees would be changing their meeting frequency to four weekly starting at 2.00 p.m. and there would be a new requirement for Planning Committee members to be accredited. Councillor May referred to a booklet exploring underwater in a Cornish estuary. Asda had appealed against the decision to refuse permission to lift a planning condition to allow them to open a pharmacy and the Town Council would be responding. A consultation on the footpath at Kernick House would end on 23 November. Kernow Young Carers were launching a new website. The NHS Annual Review 2011/12 had been published. The yellow lines that had been agreed for Penryn were still awaited with those at Packsaddle being the most contentious. Others included part of Kernick Industrial Estate, Polsethow, Charter Close, Brown’s Hill and Truro Hill, and possibly some lining at Bodinar. Other planned works for Penryn included signage for heavy goods vehicles, raised flower beds to replace the boat, patching on the Terrace and handrails in Treliever Road.
It was suggested that the Cornwall Councillor for Penryn East and Mylor be requested to send a written report for Council meetings as he was unable to attend due to a clash with Mylor Parish Council meetings. Councillor Mrs M K May advised that although Councillor Tony Martin did not often attend Penryn Town Council meetings, they did work together on projects for Penryn.
65. REPORT FROM THE TOWN CLERK
The Town Clerk presented a report on her attendance at meetings during the period 24 September to 28 October 2012 which was noted.
66. ACCOUNTS
The statement and list of payments made for the period 21 September to 20 October 2012 were presented. It was suggested that the Town Clerk investigate the possibility of achieving a better rate of interest on the savings account and report back to the next Council meeting.
RESOLVED that the list of accounts paid from 21 September to 20 October 2012 be approved.
Proposed by Councillor E L Wilkes and seconded by Councillor Mrs M K May
67. CODE OF CONDUCT
The Town Clerk presented a report on the revised Code of Conduct for City, Community, Parish and Town Councils and advised of the amendments that had been made in response to feedback from Town and Parish Councils. During the discussion, it was proposed that Councillors should not accept any gifts or hospitality, but it was noted that this would not
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be practical in the case of the Town Mayor and Councillors acting on behalf of the Mayor at civic functions and other events of which hospitality was often an integral part.
RESOLVED that the final amended Code of Conduct for members of Penryn Town Council, attached as Appendix 1 to the report, be adopted in compliance with the Localism Act 2011, subject to an amendment that paragraph 2.6 should read:
With the exception of the Mayor, or a member acting on behalf of the Mayor, you must not accept any gifts or hospitality that you are offered or receive in connection with your official duties as a member that could be seen by the public as likely to influence your judgement in any matters. The Mayor, or a member acting on behalf of the Mayor, must record in a register of interests maintained by the Proper Officer any gifts or hospitality that he/she is offered or receives in connection with his/her official duties as Mayor, or on behalf of the Mayor, and the source of the gift or hospitality, that could be seen by the public as likely to influence his/her judgement in any matters.
Proposed by Councillor Mrs C Hutchings and seconded by Councillor Mrs S Peters
68. COUNCILLOR DRESS CODE AND ATTENDANCE AT CIVIC EVENTS
Councillors received a report on Councillor dress code and attendance at civic events and the Town Mayor raised concerns that standards of dress at Council meetings had been slipping. Following a further discussion on attendance at civic events it was noted that civic events tended to have a religious element which was difficult for some Councillors to reconcile with their personal beliefs and it was questioned whether there were currently too many civic events.
RESOLVED that
(a) a draft dress code for Councillors be brought back to a later meeting of the Council for adoption; and (b) the issue of attendance at civic events, and the number of events held each year, be discussed at the next management team meeting and a further report be brought back to the next meeting of the Council.
Proposed by Councillor M J Mullins and seconded by Councillor D A Prynn
69. STUART STEPHEN MEMORIAL HALL
A report on a proposal to wind up the Stuart Stephen Memorial Hall Trust and transfer the assets to the Town Council was discussed with a number of Councillors speaking in support of the proposal.
RESOLVED that a proposal from the Stuart Stephen Memorial Hall Trust to wind up the Trust and transfer its assets to Penryn Town Council for a nominal fee be accepted, subject to a final decision by the Trust to be taken at its Annual General Meeting.
Proposed by Councillor Mrs M K May and seconded by Councillor M J Mullins
70. DOG FOULING
A report by the Town Clerk on measures being taken to tackle the issue of dog fouling in Penryn was noted. In response to a question from Councillor G C Rickard, Councillor 3
Mrs M K May advised that she would investigate with Cornwall Council the possibility of providing bigger dog bins or alternatively, arranging for them to be emptied more frequently.
71. COUNCILLORS’ QUESTION TIME
There were no questions from Councillors.
72. EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED that in accordance with Section 1 of the Public Bodies Admission to Meetings Act 1960, the public be excluded from the meeting during consideration of the following items by reasons of the confidential nature of the items. Proceedings, apart from any resolutions passed, shall remain confidential.
Proposed by Councillor G K Mockett and seconded by Councillor Mrs C Hutchings
73. VACANCY FOR TOWN COUNCILLOR
Councillors had met with the five candidates prior to the meeting.
RESOLVED that the vote be taken by secret ballot.
Proposed by Councillor Mrs M K May and seconded by Councillor E L Wilkes
Several votes were taken until a clear majority was reached and Victor Tullin was duly co-opted as a member of Penryn Town Council.
74. SARACEN AWARDS 2012
Councillors received a report detailing the nominations of five candidates for the Saracen Awards 2012 and a vote was taken by show of hands.
RESOLVED that Julie Tucker and Rosemary Webber be presented with the Saracen Award 2012 at a ceremony to be held in January 2013.
There being no further business the meeting was closed at 8.45 p.m.
TOWN MAYOR
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MINUTES OF THE MEETING OF PENRYN TOWN COUNCIL HELD ON MONDAY 26 NOVEMBER 2012 AT 7.20 P.M. IN THE COUNCIL CHAMBER, TOWN HALL, PENRYN
Councillors Present:
Mrs G A Grant – Town Mayor Mrs B Hulme – Deputy Mayor Mrs C Hutchings, J Langan, G K Mockett, M J Mullins, Mrs S Peters, D A Prynn and G C Rickard
75. APOLOGIES
Apologies for absence were received on behalf of Councillors Mrs M V Bennett, K S Green, Mrs M K May, M Snowdon, V Tullin and E L Wilkes.
76. DECLARATIONS OF INTEREST
There were no declarations of interest.
77. BUDGET PRESENTATION 2013/2014
RESOLVED that the proposed budget, attached as an Appendix to the report, be approved for 2013/14 and that £2075 be transferred to reserves, subject to clarification from Government that there will not be a requirement to hold a referendum on the proposed increase.
Proposed by Councillor M J Mullins and seconded by Councillor D A Prynn
There being no further business the meeting was closed at 7.35 p.m.
TOWN MAYOR
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MINUTES OF A MEETING OF THE PLANNING COMMITTEE HELD ON MONDAY 26 NOVEMBER 2012 AT 7.00 P.M. IN THE COUNCIL CHAMBER, TOWN HALL, PENRYN
Councillors: Mrs G A Grant – in the Chair
Mrs B Hulme, Mrs C Hutchings, J Langan, G K Mockett, M J Mullins, Mrs S Peters, D A Prynn and G C Rickard
A presentation was given by Walker Developments and Rosemullion Veterinary Practice Ltd on a proposal for a new veterinary hospital on land off Kernick Farm.
31. APOLOGIES
Apologies for absence were received on behalf of Councillors Mrs M V Bennett, K S Green, Mrs M K May, M Snowdon, V Tullin and E L Wilkes.
32. DECLARATIONS OF INTEREST
There were no declarations of interest.
33. MINUTES OF THE MEETING HELD ON 15 OCTOBER 2012
RESOLVED that Minute Nos. 26 to 30 of the meeting of the Planning Committee held on 15 October 2012 be approved and signed by the Chairman as a correct record.
Proposed by Councillor M J Mullins and seconded by Councillor D A Prynn
34. TOWN AND COUNTRY PLANNING APPLICATIONS
PA12/10199 – Office Units 1 and 2, The Warehouse, Anchor Quay, Penryn
RESOLVED that the proposals are fully supported.
Proposed by Councillor G K Mockett and seconded by Councillor M J Mullins
PA12/09746 – 31 Penvale Crescent, Penryn
RESOLVED that the proposals are fully supported.
Proposed by Councillor M J Mullins and seconded by Councillor J Langan
35. DECISION NOTICES
The list of decision notices was noted.
There being no further relevant business the meeting was declared closed at 7.20 p.m.
Chairman
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MINUTES OF A MEETING OF THE SECTION 106 STEERING GROUP HELD ON MONDAY 19 NOVEMBER 2012 AT 7.00 P.M. IN THE TOWN HALL, PENRYN
Councillors: Mrs Gill Grant (Chairman) Mark Snowdon (Vice-Chairman) Mrs Beverley Hulme Mrs Mary May
Co-Optees Martin Northern
32. APOLOGIES FOR ABSENCE
Apologies were received from Andrew Marston and Christopher Smith.
15. DECLARATIONS OF INTEREST
There were no declarations of interest, however, Councillor Mrs Mary May declared that she was a Member of Cornwall Council.
16. MINUTES OF THE MEETING HELD ON 22 OCTOBER 2012
RESOLVED that Minute Nos. 7 to 13 of the meeting of the Section 106 Steering Group held on 22 October 2012 be approved and signed by the Chairman as a correct record.
Proposed by Councillor Mrs Gill Grant and seconded by Councillor Mark Snowdon
17. UPDATE ON OPEN SPACES CONTRIBUTIONS
Donald Martin, Public Space Officer, Cornwall Council, had provided a spreadsheet of outstanding Section 106 contributions for public open spaces in Penryn and details of the Section 106 Agreements, as requested at the previous meeting. He had also confirmed that there were no contributions currently at risk of being returned to the developer. It was noted that the information would be circulated in full to members of the Steering Group and a summary of the agreements provided at the next meeting.
18. PRIORITY SETTING
As agreed at the previous meeting of the Group, members had each compiled a list of possible projects or suggestions for the use of outstanding Section 106 contributions. Having given apologies for the meeting, Andrew Marston had provided the Town Clerk with a copy of his suggestions which was circulated at the meeting. A summary of the suggestions is set out below in no particular order of priority:
Brown Heritage signs at key entrance points 20mph limit on West Street Re-layout of Commercial Road Improved facilities for Permarin play area Extra bollard on West Street Hosting programme for sculptures on Penryn Bridge plinth
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Opening up of Commercial Road car park for pedestrian access to town centre Possible acquisition/leasing of bank Ope to allow better management Improvements to Glasney Field play area Commercial Road as a showcase for public works of art Replacement of street railings in town centre Artwork on blue bridge Improvements to Station Steps Improvements to town centre pavements Replacement of café on Exchequer Quay with better facility Repairs to surfacing of Permarin car park Murals on blank walls Gaslight lamps on Methodist Chapel pillars Railing around Exchequer Quay Sluice system under Penryn bridge to allow better use of Gray’s Wharf Purchase of land in Glasney Valley to create footpath to the reservoir Repair grants for properties in the town centre Tidy up of definitive footpaths Additional street furniture Improvements to Church Walk Repairs to St Gluvias Church cemetery wall Improved landscaping at bottom of Quay Hill Project to mark out outline of Glasney College on College Field Signage highlighting Conservation Area Floodlighting of memorial stone Improved floodlighting for Town Hall Purchase of cider press and granite troughs for planting Pedestrian crossing on Station Road Improvements to Penryn Station garden Novelty seating/play equipment for children in the town centre
It was noted that some of the above items may prove not to be feasible with further investigation, however, it was agreed that each member of the Group should sort the list into priority order to submit to the Town Clerk for compilation into a final priority list before investigating any of the suggestions further. It was also suggested that a press release be issued asking for ideas from members of the public to add to the list. It was noted that a further suggestion for improvements to Glasney Field playing area was already underway by way of a new community group currently being set up to come up with a scheme, to seek the necessary funding, and to see the project through to fruition. This was being led by Councillors Mrs Shelley Peters and Victor Tullin.
19. NEXT STEPS
It was agreed that the Town Clerk would compile the final list of priorities for the next meeting and that highways officers be requested to attend to give an update on the highways contributions.
20. DATE OF NEXT MEETING
It was agreed that the next meeting of the Steering Group be held on Monday 28 January 2013 commencing at 7.00 p.m., subject to the availability of highways officers.
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AGREED ACTIONS
(a) Town Clerk to circulate full details of Section 106 Agreements to members of the Group. (b) Town Clerk to prepare a report to the next meeting summarising the terms of the agreements. (c) Councillor Mrs Gill Grant and Town Clerk to follow up on application for brown signs. (d) Town Clerk to issue press release requesting ideas from members of the public. (e) Town Clerk to arrange meeting with Councillors Mrs Shelley Peters and Victor Tonkin with Donald Martin, Public Space Officer, Cornwall Council regarding plans for Glasney Field. (f) Town Clerk to circulate list of ideas for prioritisation by individual members of the Group and to collate the results into one final list of priorities. (g) Town Clerk to arrange attendance of highways officers at next meeting.
There being no further relevant business the meeting was declared closed at 8.40 p.m.
Chairman
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MAYOR’S ENGAGEMENTS th 29th October 2012 – 30 November 2012
Monday 29th October 7.00pm Gorsedh Meeting in The Temperance Hall Friday 2nd November 8.00am Friday Morning Breakfast at The National Maritime Museum in Falmouth with Town Clerk. 2.30pm Birthday Party at The S.S.M.H for Penryn Old People’s Club. Saturday 3rd November 11.00am Rededication of The Glasney Stone Tuesday 6th November 11.00am Forthcoming Events Meeting with Town Clerk. 7.00pm CUC Penryn Independent Traders Meeting at Hopes and Wishes.
Friday 9th November 7.30pm Poppy Appeal Concert in Penryn Chapel Sunday 11th November 10.00am St Gluvias Church Remembrance Sunday Service. 2.00pm Deputy Mayor Attended The Rugby Club Memorial and 3.00pm Memorial Gardens Truro Remembrance Sunday Service. Monday 12th November 2.00pm Management Meeting in Penryn Town Hall. 7.00pm Budget Meeting in The Council Chambers
Tuesday 13th November 10.00am Gorsedh Meeting 5.30pm Planning Training Course at Shire Hall, Bodmin with Town Clerk Saturday 17th November 10.00am Penryn Methodist Chapel – Autumn Bazaar 7.00pm Jubilee Supper in Penryn Town Hall (Christmas Lights Fundraiser) Monday 19th November 6.00pm 106 Steeping Group Meeting
Thursday 22nd November 5.45pm VOE Excellence Awards Ceremony at The Princess Pavilions in Falmouth Friday 23rd November 7.00pm Private Viewing at Hemy & Friends Art Gallery Falmouth Sunday 25th November 6.00pm CUC Churches Together “Inauguration of The University Chaplain”.
Monday 26th November 7.00pm Planning Meeting
Tuesday 27th November 2.00pm Mayors Regeneration Group F.T.Hall and T.C
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Wednesday 28th November 1.45pm W.I Annual Christmas Party for the Blind 5.45pm Graduation of Children’s University CUC
Thursday 29th November 5.30pm Falmouth Christmas Lights Switch On
Friday 30th November 7.30pm Poppy Appeal Concert at St Gluvias Church
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PENRYN TOWN COUNCIL
COUNCIL 4 DECEMBER 2012
Report from the Town Clerk
Author: Michelle Davey, Town Clerk
1. Background
During the period 29 October to 26 November 2012, the Town Clerk attended a number of meetings on behalf of Council as detailed in the report.
2. Discussion
Details of the meetings attended are listed below.
Monday 29 October – Public meeting with the Gorsedh Committee: A public meeting was held with members of the Gorsedh Committee to set out the arrangements that need to be made in order to hold a successful week of events culminating in the ceremony itself in Penryn next September. The organisation of the Gorsedh events will be the responsibility of a Local Organising Committee and the Chairman, Secretary and Treasurer were appointed at the meeting and will be arranging the first meeting of the Committee as the next step.
Saturday 3 November – Town and Parish Council Annual Summit: The Town Clerk attended the first Town and Parish Council Annual Summit. Subjects included the new Code of Conduct, devolution, Neighbourhood Plans, changes to the Licensing Act, and insurance for Local Government.
Monday 5 November – Falmouth and Penryn Conservation Area Advisory Committee: The Committee considered a response to three applications in Penryn and concluded that an application at 1 Brook Place for the construction of a new dwelling was a cramped development which failed to enhance the character of the Conservation Area; it had no objections to an application at Park Garage to replace an existing bungalow with a car showroom; and questioned what had changed since the previous refusal for an application for a two-storey extension at 6 College Ope.
Tuesday 6 November – Events Meeting: An events meeting was held at the Tremough Campus to consider how best to coordinate the Universities’ engagement in Falmouth and Penryn events. The attendees looked at a number of regular events that were held in the towns and considered the most effective way for the Universities’ to get involved. In addition, a suggestion that the Killigrew Festival be reinstated as a joint festival between Falmouth and Penryn was well received.
Wednesday 7 November – Maritime Line Forum: The Town Clerk attended a meeting of the Maritime Line Forum and gave apologies for not informing the Chair that the Town Council’s representative had changed. The Forum was advised 12
that the artwork for Penryn Station was ready to be installed and was awaiting formal permission from Network Rail. Phase 2 of the project would be artwork for the disused platform on the far side of the rails. It was reported that extra staff had been issuing train tickets during the recent bus strike and that the franchise tender process was on hold and the service would therefore continue to be run by First Great Western in the interim. New track had been laid between Penryn and Penweathers at a cost of £1.7m and a Smartcard trial was planned for the branchline. It was noted that Cornwall Council hoped to have a half-hourly service running on the mainline from Penzance to Plymouth by 2017. The ticket machine for the car park had arrived and was currently with First Great Western’s parking contractor pending landlord consent from Network Rail.
Tuesday 13 November – Local Council Planning Forum: The Town Clerk and Town Mayor attended the Local Council Planning Forum at which there was a service update from the Head of Planning and Regeneration following by a series of workshops on the Cornwall Local Plan; the Localism Act and Neighbourhood Planning; and building control.
Tuesday 20 November – Meeting with Cornwall Council’s Technical Officer for Environmental Crime: The Town Clerk met with Cornwall Council’s Technical Officer for Environmental Crime to discuss plans for tackling issues with dog fouling and littering across the west of the county. The team was planning a new approach to patrolling towns in the area by targeting one town on any one day as a group in a very visible way to deter offenders. It was intended that the visits would be well publicised and the team would be liaising with local PSCOs. The visits would be regular and ongoing, but randomly arranged so as not to give prior warning to potential offenders.
Wednesday 21 November – Student Accommodation Sub-Committee: The Committee was advised that a Living Support Officer, Keith Hawksworth, had been appointed who would be responsible for students living both on and off the campus, ensuring their welfare and dealing with any antisocial behaviour issues. Any issues would be addressed initially with an informal visit, which would be followed up by a visit with the Neighbourhood Beat Manager if not successful. The next stage would be involvement of the Antisocial Behaviour Team and Environmental Officers and if this failed a Stage 1 Antisocial Behaviour Order would be issued. In most cases this had appeared to resolve the problem. It was reported that there had been a major complaint regarding parking and buses at the Sidings which had been dealt with. The Committee was also advised that there was currently a surplus of student accommodation available.
Thursday 22 November – Town and Gown Committee: Steve Trotter of the University of Exeter advised that there were 3800 students across both campuses in the current academic year. He added that a Compact Agreement had been set up with both Penryn College and Falmouth School to help encourage more pupils into further education with taster sessions being run by the University. The University of Exeter had also run Excellence Awards for artistic achievements by secondary school pupils. The Committee was advised that University College Falmouth would be providing lanterns for the Christmas Lights parades in Falmouth and Penryn and that a carol concert would be held at the Tremough campus on 7 December. The University of Exeter had been named by the Sunday Times as university of the year. The Falmouth Marine School were offering safer driving courses to its students which were run by the Fire Service and had invited a number of local businesses to its Freshers Fair. It was noted that there was a large surplus of accommodation in the private sector with 460 new units having been built at Glasney Village and the Sidings, a number of which were currently empty. The Committee was reminded that the gym at Tremough campus was open to the public and that the campus was available as a wedding venue.
3. Recommendation
That the report be noted.
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4. Appendices
None.
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PENRYN TOWN COUNCIL
COUNCIL 4 DECEMBER 2012
Accounts
Author: Michelle Davey, Town Clerk
1. Background
The accounts of the Town Council are presented for approval at each meeting of the full Council (attached as Appendices 1 and 2 to the report). A budget monitoring report is also attached as Appendix 3 to the report.
2. Discussion
The accounts show the total assets of the Council at £142,139.14 as at 20 November 2012. Items of expenditure over £500 are as follows:
W T Flockhart – £2292.00 – new boiler for Town Hall
Toye, Kenning and Spencer – £693.78 – Saracen Awards
Alan Symons Decorating – £5462.67 – redecoration of Town Hall
Cornwall Council – £1186.00 – non-domestic rates
Councillor Mrs G A Grant – £1375.00 – mayoral allowance
Cornwall Council – £1679.12 – pensions contributions
HMRC – £902.79 – taxation
Robbie’s Garden Services – £1705.75 – gardening contracts and works to cemetery
The only item of note on the budget monitor report not previously reported is that repairs and maintenance to the Town Hall show a deficit of £898.28 due to the unexpected need to replace the boiler.
3. Recommendation
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That the report be noted.
4. Appendices
1. Accounts Report
2. Accounts Paid
3. Budget Monitor Report
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Appendix 1
PENRYN TOWN COUNCIL
ACCOUNTS REPORT
21st October 2012 - 20th November 2012
CURRENT ACCOUNT
Opening Bank Balance as at 21st October 2012 21,627.37
Receipts: Transfer from Investment Account 20,000.00 HMRC VAT repayment 1,370.22 Hanging Basket (repayment) - 836.00 Hire Charges - Hire Charges - Direct Deposit - 75.00 Contribution to wage - SSMHT Burial/Memorial Fees Total Income 22,281.22 43,908.59
Payments: BT Direct Debits - Grant - Penryn Arts Festival - Eclipse Internet 43.08 Drawn Payments (Exc. Direct Debits) 20,418.22 Total Expenditure 20,461.30 Closing Bank Balance as at 20th November 2012 23,447.29 ALLOCATED MONIES Money Held - 6,578.27 Undrawn Cheques/Payments Total Allocated Monies 6,578.27 Available Bank Balance as at 20th November 2012 16,869.02 INVESTMENT ACCOUNTS
Opening Bank Balance as at 21st October 2012 145,039.62 Receipts: Precept (2nd half) - Interest Received 5.50 Cornwall Council (LMP grant) 225.00 Total Income 230.50 145,270.12
Payments: Transfer to Current Account 20,000.00 Total Outgoings 20,000.00 Available Bank Balance as at 20th November 2012 125,270.12
SUMMARY CURRENT ASSETS Current Account 16,869.02 Investment Accounts inc amount invested 125,270.12 Total Assets as 20th November 2012 £ 142,139.14
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21 October 12 - 20 November 12 Accounts Paid Appendix 2
Penryn Town Council Accounts for Approval
Presented to Council - Tuesday 4th December 2012
ACCOUNTS PAID OUT OF COUNCIL TAX NI PENSION OTHER TOTAL CHQ NO
Salaries & Wages 2,189.66 280.60 165.89 142.33 103.35 1,704.19 BP 1,402.50 127.60 81.16 82.75 63.83 1,174.82 BP 541.80 - 38.20 - 31.97 - 548.03 BP 1,253.25 115.40 74.31 - - 1,063.54 BP 1,227.75 91.00 - 72.44 - 1,064.31 BP 423.74 158.40 - - - 265.34 BP TOTAL 7,038.70 734.80 321.36 329.49 5,820.23
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21 October 12 - 20 November 12 Accounts Paid
ACCOUNTS PAID OUT OF COUNCIL NET VAT TOTAL CHQ NO
P & M News 13.33 - 13.33 709922 W T Flockhart Ltd (New Boiler & installation Town Hall) 1,910.00 382.00 2,292.00 709923 Toye, Kenning & Spencer (Saracen Award medallions) 578.15 115.63 693.78 709924 Penryn Convenience Store 317.73 16.35 334.08 709925 British Gas (Town Hall Gas) 138.07 6.90 144.97 709926 British Gas (Temp Hall Gas) 186.38 9.32 195.70 709927 The Printing Chambers (Banner) 25.00 - 25.00 709928 BT Payment Services Ltd 84.00 16.80 100.80 709929 Pendennis Brass Band (S137 Grant - RBL) 250.00 - 250.00 709930 Mr N Hunter (Mace Bearer Fee - Remembrance Service) 20.00 - 20.00 709931 Alan Symons Decorating Ltd (Town Hall - main hall) 4,552.23 910.44 5,462.67 709932 British Gas (Temp Hall Electricity) 312.07 15.60 327.67 709933 South West Water (Saracen House) 58.93 - 58.93 709934 Mr A Bray (Flagpole - M garden, Monument - College field) 72.00 - 72.00 709935 Cornwall Council - NDR 1,186.00 - 1,186.00 BACS Mrs G A Grant (Mayor Allowance - part 2) 1,375.00 - 1,375.00 BACS Mr Martin Northern (Mace Bearer Fees) 40.00 - 40.00 BACS Cornwall Council - Pensions 1,679.12 - 1,679.12 BACS HM Revenue & Customs 902.79 - 902.79 BACS Cormac Solutions (Maint. Mem. Garden & Footpaths) 141.50 28.30 169.80 BACS Exco Fire & Safety Control 65.00 13.00 78.00 BACS Staples 50.37 10.07 60.44 BACS Mr A Bray (Compound Glebe Cemetery) 460.00 - 460.00 BACS Cormac Solutions (Maint. Mem. Garden & Footpaths) 141.50 28.30 169.80 BACS Ricoh UK Limited 271.42 54.28 325.70 BACS Trade UK (Maint. Goods & Plants) 12.97 2.59 15.56 BACS Eclipse Internet 35.90 7.18 43.08 DD Robbies Garden Services (various contracts) 1,705.75 - 1,705.75 BACS
DD = Direct Debit BP = Online Bulk Payment 16,585.21 1,616.76 18,201.97 Cheques in red have been cancelled 19
21 October 12 - 20 November 12 Accounts Paid
TOTAL PAID OUT OF COUNCIL
SALARIES & WAGES 5,820.23 ACCOUNTS 18,201.97 24,022.20
Total N.I. Paid 321.36 Total Tax Paid 734.80 Total V.A.T. Paid 1,616.76
APPROVED SIGNATURE SIGNATURE
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20 November 2012 (2012-2013)
Penryn Town Council NETT POSITION BY COST CENTRE & CODE
Cost Centre & Name
ADMINISTRATION Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 1 Salaries - Administration 0.00 0.00 0.00 44,600.00 37,695.53 6,904.47 2 Salaries - Caretakers 0.00 0.00 0.00 14,700.00 10,682.20 4,017.80 3 Tax/N.I. - Administration 0.00 0.00 0.00 17,400.00 6,732.36 10,667.64 4 Tax/N.I. - Caretakers 0.00 0.00 0.00 5,100.00 2,679.35 2,420.65 5 Pensions 0.00 0.00 0.00 20,700.00 13,733.72 6,966.28 6 Staff Clothing 0.00 0.00 0.00 500.00 229.94 270.06 7 Training & Travel 0.00 0.00 0.00 4,000.00 2,222.91 1,777.09 8 Bank Charges 0.00 0.00 0.00 400.00 15.77 384.23 9 Postage 0.00 0.00 0.00 900.00 548.60 351.40 10 Printing 0.00 0.00 0.00 2,500.00 1,596.52 903.48 11 Stationery 0.00 0.00 0.00 1,500.00 677.36 822.64 12 Telephone/Fax/Internet 0.00 0.00 0.00 1,700.00 1,025.94 674.06 13 Consultancy & Audit 0.00 0.00 0.00 1,900.00 1,363.50 536.50 14 Election Expenses 0.00 0.00 0.00 0.00 0.00 0.00 15 Office - Other 0.00 0.00 0.00 2,900.00 871.12 2,028.88 16 Computer Related 0.00 0.00 0.00 2,000.00 1,035.05 964.95 17 Subscriptions 0.00 0.00 0.00 1,200.00 1,658.87 -458.87 18 Insurance 0.00 0.00 24,652.87 8,000.00 0.00 32,652.87 19 Canteen 0.00 0.00 0.00 1,100.00 489.01 610.99
£0.00 0.00 £24,652.87 131,100.00 £83,257.75 72,495.12
CIVIC Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 51 Civic - General 0.00 0.00 0.00 1,500.00 760.46 739.54 52 Mayor Allowance 0.00 0.00 0.00 2,750.00 2,750.00 0.00 53 Civic Insignia/Regalia 0.00 0.00 0.00 500.00 578.15 -78.15
£0.00 0.00 £0.00 4,750.00 £4,088.61 661.39
GRANTS Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 101 Grants - Section 137 0.00 0.00 0.00 10,000.00 7,280.00 2,720.00 102 Grants - Other Powers 0.00 0.00 0.00 0.00 0.00 0.00 103 Minor Repair Grants 0.00 0.00 0.00 4,500.00 292.50 4,207.50
£0.00 0.00 £0.00 14,500.00 £7,572.50 6,927.50
SARACEN HOUSE Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 201 Rent 0.00 0.00 0.00 3,700.00 866.25 2,833.75 202 Non-Domestic Rates 0.00 0.00 0.00 2,100.00 1,637.50 462.50 203 Water 0.00 0.00 0.00 400.00 265.64 134.36 204 Gas & Electricity 0.00 0.00 0.00 1,200.00 996.51 203.49 205 Repairs & Maintenance 0.00 0.00 0.00 1,000.00 121.40 878.60 206 Annual Contracts 0.00 0.00 0.00 300.00 211.00 89.00 207 Miscellaneous 0.00 0.00 0.00 100.00 211.49 -111.49 Appendix 3 £0.00 0.00 £0.00 8,800.00 £4,309.79 4,490.21
TOWN HALL Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 302 Non-Domestic Rates 0.00 0.00 0.00 5,700.00 4,320.00 1,380.00 303 Water 0.00 0.00 0.00 400.00 88.56 311.44 304 Gas & Electricity 0.00 0.00 0.00 2,400.00 1,452.94 947.06 305 Repairs & Maintenance 0.00 0.00 0.00 6,000.00 6,898.28 -898.28 306 Annual Contracts 0.00 0.00 0.00 700.00 383.85 316.15 307 Miscellaneous 0.00 0.00 0.00 500.00 95.00 405.00 321 Museum Expenditure 0.00 0.00 0.00 500.00 158.82 341.18 331 Town Hall Hire Income 0.00 4,500.00 2,964.00 0.00 0.00 -1,536.00 332 Museum Donations 0.00 100.00 54.64 0.00 0.00 -45.36
£0.00 4,600.00 £3,018.64 16,200.00 £13,397.45 1,221.19
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Current Balance = Balance B/Fwd - (Receipt Budget - Actual Receipt) + (Payment Budget - Actual Payments) 20 November 2012 (2012-2013)
Penryn Town Council NETT POSITION BY COST CENTRE & CODE
Cost Centre & Name
TEMPERANCE HALL Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 352 Non-Domestic Rates 0.00 0.00 0.00 2,300.00 1,728.00 572.00 353 Water 0.00 0.00 0.00 400.00 0.00 400.00 354 Gas & Electricity 0.00 0.00 0.00 3,200.00 1,771.54 1,428.46 355 Repairs & Maintenance 0.00 0.00 0.00 1,000.00 10,423.96 -9,423.96 356 Annual Contracts 0.00 0.00 0.00 500.00 487.83 12.17 357 Miscellaneous 0.00 0.00 0.00 500.00 1,001.37 -501.37 381 Temperance Hall Hire Income 0.00 6,500.00 3,770.02 0.00 0.00 -2,729.98
£0.00 6,500.00 £3,770.02 7,900.00 £15,412.70 -10,242.68
CAPITAL EXPENDITURE Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 401 Office Equipment 0.00 0.00 0.00 700.00 376.50 323.50 402 Furniture & Fittings 0.00 0.00 0.00 500.00 0.00 500.00 403 Bus Shelters 0.00 0.00 0.00 3,000.00 0.00 3,000.00 404 Seats 0.00 0.00 0.00 0.00 0.00 0.00 405 Town Signs 0.00 0.00 0.00 0.00 0.00 0.00 406 Hanging Basket Posts 0.00 0.00 0.00 2,000.00 0.00 2,000.00
£0.00 0.00 £0.00 6,200.00 £376.50 5,823.50
AMENITIES Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 432 Bus Shelter - Repairs & 0.00 0.00 0.00 160.00 180.00 -20.00 433 FootpathMaintenance Maintenance 0.00 0.00 0.00 1,020.00 594.30 425.70 434 Seats Maintenance 0.00 0.00 0.00 500.00 0.00 500.00 435 Treluswell Verge 0.00 0.00 0.00 900.00 597.00 303.00 436 Other General Maintenance 0.00 0.00 0.00 900.00 568.53 331.47 437 Quay Hill Shelter 0.00 0.00 0.00 0.00 0.00 0.00 438 Doorstep Green/Glasney 0.00 0.00 0.00 800.00 930.00 -130.00 439 BMX Track 0.00 0.00 0.00 0.00 0.00 0.00 440 Memorial Gardens Maintenance 0.00 0.00 0.00 690.00 426.20 263.80 441 Hanging Baskets/Penryn Pride 0.00 0.00 46.35 900.00 792.53 153.82 443 Footpath Maintenance Income 0.00 0.00 0.00 0.00 0.00 0.00
£0.00 0.00 £46.35 5,870.00 £4,088.56 1,827.79
BURIAL Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 451 Non-Domestic Rates 0.00 0.00 0.00 150.00 123.71 26.29 452 Burial Ground Maintenance 0.00 0.00 0.00 3,800.00 1,477.50 2,322.50 453 Other Costs 0.00 0.00 0.00 0.00 20.02 -20.02 481 Burial Income (Fees) 0.00 2,500.00 485.00 0.00 0.00 -2,015.00
£0.00 2,500.00 £485.00 3,950.00 £1,621.23 313.77
CAR PARKS Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 501 Permarin Lease/Rent 0.00 0.00 0.00 6,300.00 2,675.25 3,624.75 502 Permarin - Non-Domestic Rates 0.00 0.00 0.00 2,400.00 1,800.00 600.00 503 Permarin Maintenance 0.00 0.00 0.00 1,500.00 1,050.00 450.00 511 Shute Meadow Maintenance 0.00 0.00 0.00 200.00 110.00 90.00 515 Saracen C/Park Refund 0.00 0.00 0.00 0.00 1.00 -1.00 Scheme £0.00 0.00 £0.00 10,400.00 £5,636.25 4,763.75
PROJECTS & EVENTS Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 551 Temperance Hall Refurbishment 0.00 0.00 0.00 0.00 0.00 0.00 552 Penryn Week 0.00 0.00 40.00 1,000.00 596.02 443.98 553 Approved Expenditure Town 0.00 0.00 1,795.00 200.00 2,427.70 -432.70 Events £0.00 0.00 £1,835.00 1,200.00 £3,023.72 11.28 22
Current Balance = Balance B/Fwd - (Receipt Budget - Actual Receipt) + (Payment Budget - Actual Payments) 20 November 2012 (2012-2013)
Penryn Town Council NETT POSITION BY COST CENTRE & CODE
Cost Centre & Name
OTHER SERVICES Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 601 C.C.T.V. 0.00 0.00 0.00 9,000.00 1,751.83 7,248.17
£0.00 0.00 £0.00 9,000.00 £1,751.83 7,248.17
INCOME Receipts Payments Current Balance Code Title Balance B/Fwd. Budget Actual Budget Actual Budget 801 Precept 0.00 186,000.00 186,000.00 0.00 0.00 0.00 802 Bank Interest 0.00 35.00 31.04 0.00 0.00 -3.96 803 Grants 0.00 3,000.00 20,883.85 0.00 5,350.00 12,533.85 804 Other Income 0.00 0.00 2,623.18 0.00 1,546.20 1,076.98 805 Saracen House - C.C. 0.00 0.00 0.00 0.00 0.00 0.00 Contribution £0.00 189,035.00 £209,538.07 0.00 £6,896.20 13,606.87
NETT TOTALS £0.00 202,635.00 £243,345.95 219,870.00 £151,433.09 109,147.86
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Current Balance = Balance B/Fwd - (Receipt Budget - Actual Receipt) + (Payment Budget - Actual Payments)
PENRYN TOWN COUNCIL
COUNCIL 4 DECEMBER 2012
Town Council Banking Arrangements
Author: Michelle Davey, Town Clerk
1. Background
At a previous meeting of the Town Council the level of interest earned on the Town Council's investment account was questioned and a report requested to the next meeting. In addition, it has become increasingly apparent that the Town Council needs a mechanism to purchase items online if it is to make full advantage of the discounts available by doing so.
2. Discussion
Based on the figures supplied in the monthly accounts reports it has been suggested that the interest rate on the Town Council's investment account is less than 0.01%. However, this is simply not the case and the current interest rate is in fact 0.05%. It should be noted that the investment account should be described more accurately as a holding account for the Town Council's precept and it provides instant access to funds, hence the relatively low interest rate. To simplify matters for Cornwall Council, the holding account also receives any other payments which may be made to the Town Council from Cornwall Council. It is also sometimes used to receive grant funding.
However, the Finance Officer has advised that in the past, funds from this account have been regularly invested in a six-week notice account and that this practice was suspended when the funds were needed to invest in the Temperance Hall pending receipt of grant monies. It is suggested that this practice be reinstated and that the Finance Officer be instructed to reinvest the Town Council's reserves every six weeks, subject to that money not being required for any unexpected expenditure. The current reserves are £53,651 and it is suggested that £50,000 be reinvested every six weeks, with the amount of investment to be reviewed and agreed at the annual budget meeting each year. The remaining funds will stay in the instant access account accruing interest at 0.05% until required.
In addition, it is suggested that the Town Council applies for a business charge card with a £1000 spending limit which will be issued to the Finance Officer. The Finance Officer will be the only person authorised to use the card and the monthly charge card statements will be signed off before payment by two Councillors in the usual manner. Charge cards do not incur interest payments except when used to withdraw cash. Use of the card will be restricted to purchases online only so this will not apply. An annual fee of £32 per card applies so this will be the total annual cost which it is anticipated will be offset by the savings made by purchasing items online.
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3. Recommendation 1
That
(a) the Town Council invests £50,000 in an investment account with a six-week notice for withdrawal of funds; (b) the £50,000 investment be reinvested every six weeks, subject to the funds not being required for unexpected expenditure; and (c) the amount of investment be reviewed annually as part of the budget process.
Recommendation 2
That
(a) the Town Council applies for a business charge card with a limit of expenditure of £1000; (b) use of the charge card be restricted to online purchases; (c) the Finance Officer is solely responsible for making all such payments on behalf of the Town Council; and (d) the monthly statements be signed off by two Town Councillors who are signatories on the account before payment.
4. Appendices
None.
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PENRYN TOWN COUNCIL
COUNCIL 4 DECEMBER 2012
Permarin Car Park
Author: Michelle Davey, Town Clerk
1. Background
Permarin car park is leased to the Town Council by Cornwall Council on the basis that free parking is provided for residents and visitors to Penryn. However, abuse of the car park has been on the increase with cars parking outside of designated parking bays and the shoppers’ spaces being used for long-term parking. In some cases recently, there have been complaints from local residents of cars blocking footpaths making them totally impassable.
2. Discussion
The Town Council faced a similar issue at Shute Meadow with a small number of residents abusing the right to park in the car park and the measures taken there to issue permits and engage an enforcement officer have been extremely successful. To introduce a similar scheme at Permarin would be cumbersome to operate given the size of the car park and would not be appropriate as it would prevent visitors to the town from using the facility. However, the Town Council can introduce parking restrictions in the shoppers’ spaces by introducing a time limit which will be enforced by the Town Council’s contractor.
In relation to the shoppers’ spaces it is proposed that a system of disc parking is introduced. Disc parking is a system of allowing time-restricted free parking through display of a parking disc or clock disc showing the time at which the vehicle was parked. These are easily bought online and can be customised if required and can either be issued free of charge or for a small fee to cover costs. The cards could be issued in the Town Council offices and local shops. It is suggested that information be given on the signage indicating where the cards are available, but that the use of other cards be acceptable as long as they show the time of arrival, for example, blue badge holders will have a clock disc and should not be required to display anything in addition to use these spaces. Visitors may also have their own cards as these cards are widely used throughout the country.
On the issue of cars parked outside of designated parking bays, this can often be dangerous and has the potential to cause accidents, and therefore it is suggested that this be enforced by the addition of signage and regular patrolling by the enforcement officer. This will require the Town Council to agree Terms and Conditions of use as with Shute Meadow car park, and appropriate notices to be prominently displayed in the car park prior to the measures being introduced.
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3. Recommendation
That a report be brought back to a later meeting of the Town Council detailing the costs of parking discs and recommendations for a disc parking scheme and draft terms and conditions for the use of the car park and enforcement measures.
4. Appendices
None.
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