YOU ARE HEREBY SUMMONED TO A MEETING OF PENRYN TOWN COUNCIL TO BE HELD ON MONDAY 3 FEBRUARY 2020 AT 7.00 P.M. IN THE COUNCIL CHAMBER, TOWN HALL, PENRYN FOR THE TRANSACTION OF THE UNDERMENTIONED BUSINESS.
Town Clerk 27 January 2020
COUNCIL AGENDA 1. APOLOGIES
2. DECLARATIONS OF INTEREST To receive declarations of interest in respect of any items on the agenda
3. DISPENSATIONS
4. PUBLIC PARTICIPATION An opportunity for members of the public to address the Town Council concerning matters on the agenda. Members of public who wish to speak should contact the Town Council by 4.00p.m. on Monday 3 February 2020 to register. For full details of procedures for public speaking at Council meetings, please visit the Town Council’s website, www.penryntowncouncil.co.uk, click on the link below, or visit the Town Council offices and request a copy: Protocol for Public Speaking at Council Meetings
PLEASE NOTE: This meeting has been advertised as a public meeting and as such could be filmed or recorded by broadcasters, the media or members of the public. Please be aware that whilst every effort is taken to ensure that members of the public are not filmed, we cannot guarantee this, especially if you are speaking or taking an active role.
5. PENRYN MUSEUM ACCREDITATION To approve the following documents for the accreditation of the museum: 1.2 Constitution 1.3 The Accreditation Mentor agreement with Verity Anthony 2.1 Forward Plan 4.2 Collections Development Policy 5.1 Collections Documentation Policy 6.1 Collections Care and Conservation Policy 7.1 Access Policy [Pages 4 to 27]
6. COUNCIL MINUTES To approve as a correct record minutes 156 to 173 of the meeting of the Council held on 6 January 2020 [Pages 28 to 31]
Page 1 of 61 7. COMMITTEE AND WORKING GROUP MINUTES To note the minutes of the meeting of the Planning Committee held on 20 January 2020 [Pages 32 to 33]
To note the minutes of the meeting of the Penryn Week Group held on 14 January 2020 [Pages 34 to 35]
To note the minutes of the meeting of the Penryn Town Fair Group held on 14 January 2020 [Pages 36 to 37]
8. CORRESPONDENCE To receive items of correspondence relevant to the Council
9. MAYOR’S ANNOUNCEMENTS AND ENGAGEMENTS To note the Mayor’s announcements and engagements between 6 January 2020 and 2 February 2020 [Page 38]
10. REPRESENTATIONS BY CORNWALL COUNCIL MEMBERS AND REPORTS BY COUNCILLORS ATTENDING EXTERNAL MEETINGS
11. TOWN CLERK REPORT To receive an update report from the Town Clerk [Page 39]
12. ACCOUNTS – 1 DECEMBER TO 31 DECEMBER 2020 To approve a list of accounts paid and the monthly statement for the period 1 November to 31 December 2019 [Pages 40 to 52]
13. INVESTMENTS UPDATE To receive an update on the setting-up of the new investments [Page 53]
14. COMMUNITY GRANTS To consider requests for community grants [Pages 54 to 59]
15. TEETOTAL - TEMPERANCE HALL COVENANT To consider if the Council wants to proceed with lifting the teetotal covenant on the hall. [Verbal Town Clerk/Councillor M May]
16. COUNCIL PROJECTS UPDATE To receive an update on the current progress of Council’s Projects [Page 60]
17. SARACEN AWARD MEDALS To consider the number of medals issued to joint or organisation recipients [Page 61]
18. SELECTION OF TOWN MAYOR FOR THE 2019/2020 CIVIC YEAR To select a Town Mayor for the 2019/2020 civic year [verbal]
19. TRAFFIC REGULATION ORDER – LOVE LANE, GORRAN GORRAS, PENRYN To consider submitting a request for a traffic regulation order for Love Lane, Penryn [Verbal Councillor M May]
20. EXCLUSION OF PRESS AND PUBLIC To resolve 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 reason of the confidential nature of the items. Proceedings, apart from any resolutions passed, shall remain confidential.
Page 2 of 61 21. TO APPOINT A CONTRACTOR TO DECORATE THE INTERIOR OF THE TEMPERANCE HALL To appoint a contractor to carry out the internal decoration of the Temperance Hall [to be tabled]
22. TO APPOINT A CONTRACTOR TO REPAIR THE WALL AT THE REAR OF THE LIBRARY To appoint a contractor to carry out the repair to the wall at the rear of the library [to be tabled]
Membership: Councillor Wenmoth (Town Mayor) Councillor M May Councillor Tucker (Deputy Town Mayor) Councillor McSorley Councillor Bennett Councillor Mullins Councillor Cant Councillor Peters Councillor Edwards Councillor Rickard Councillor Garrett Councillor Ruby Councillor Langan Councillor Snowdon Councillor H May Councillor Widdon
Page 3 of 61 COUNCIL
3 FEBRUARY 2020
Penryn Museum Accreditation
Author: Helen Perry, Town Clerk
1. Background
In 2014, Penryn Museum received Accreditation from the Arts Council, the accreditation is now up for review.
2. Discussion
The Chairman of the Penryn Museum Society, Gill Grant has updated the Museum’s documents to comply with the current guidance issued by the Arts Council, England (ACE).
As part of the accreditation process, the documents must be approved by the ‘Governing Body’ which is the Town Council.
The Town Council previously approved the Memorandum of Understanding between the Council and Museum Society (3 July 2017) and this document is still current
3. Recommendation
That the seven documents listed as appendices to the report are approved.
4. Appendices
1.2 Constitution 1.3 The Accreditation Mentor Agreement with Verity Anthony 2.1 Forward Plan 4.2 Collections Development Policy 5.1 Collections Documentation Policy 6.1 Collections Care and Conservation Policy 7.1 Access Policy
Page 4 of 61
1.2 PENRYN MUSEUM/PENRYN MUSEUM SOCIETY Penryn Town Hall, Higher Market Street, Penryn. Approved by Penryn Town Council: ......
CONSTITUTION 1. NAME OF GROUP: Penryn Museum Society
2. NAME OF GOVERNING BODY: Penryn Town Council
3. OBJECTIVES OF THE GROUP: To exhibit, record and conserve already collected artefacts belonging to Penryn. To raise funds and acquire artefacts which add to our knowledge of the history of Penryn. Members will staff the museum on a daily basis 5 days a week to make the collection fully available to local schools, the universities, groups and members of the public. The museum will close from December until March for deep cleaning etc. Members will organise talks, exhibitions, and displays and will help with research on family and local history.
4. COMMITTEE: The chairman, secretary and treasurer will be elected every 2 years by the members of the society.
5. MEMBERSHIP: Anyone over the age of 18 with a vested interest in the history of Penryn or wishes to work in the museum. Membership is on a fully voluntary basis.
6. DISSOLUTION: In the event of Penryn Museum Society being dissolved, any funds would be handed over to Penryn Town Council. These funds would be used in the continuation of the care, preservation and display of the collection. No property or funds of the Penryn Museum will be given to members during its lifetime.
7. This constitution was formally adopted by Penryn Museum Society members on 18th August 2004 and readopted 11th February 2014.
Page 5 of 61
Page 6 of 61 Page 7 of 61
Having studied Archaeology (BA) and Museum Studies (MA) at university, I have since gained 10 years experience working in museums and archaeology, particularly with museum collections. Having initially forworked Museum of London Archaeology-2011) , as an archivist, specialising in finds archiving, I then went on work(2008 for the Museum of London-2013) on to a digitisation project, working with archaeology From(2011 -2016 I was Collections Assistantcollections. The Roman Baths, Bath. This gave me further experience of with2013 archaeologyworking collections, as well as wider social history and furniture collections. During this time, I partwas of a team carried out an HLF project related to a hoard of Roman coins, with engaging with new and audienceslocal being key to this, including carrying out a number of roadshows. During this time, I also worked alongside the Collections Manager on the museum Accreditation return. In 2016, I became Visitor andExperience Collections Manager at ’s Regimental Museum. This role sees me responsible for the museums
Cornwall Page 8 of 61
collections, as well as retail, front of house, volunteer and some staff management. I completed the accreditation return for the Museum, which saw us gaining full accreditation in July 2018. I also have experience in retail, front of house and engagement and education through my current role.
Key Skills Collections Holding and developing collections Collections documentation Collections care and conservation
Users and their experiences Museum access
Learning, public engagement and communications
Page 9 of 61
2.1 PENRYN MUSEUM
Accreditation No T226
FORWARD PLAN
2019-2022
Date reviewed: May 2019
Next review: May 2022
Adopted: 30th July 2019 by Penryn Museum Society
Approved by Town Council:
STATEMENT OF PURPOSE
MAKING THE LONG HISTORY OF PENRYN COME ALIVE
To maintain and develop a local history museum for the benefit of the people of Penryn and visitors to the Town. To increase public awareness and educational opportunities by collecting and interpreting materials related to Penryn’s heritage.
PENRYN MUSEUM
VISION
Penryn Museum to be a much-valued part of the local community and enviable tourist attraction.
The museum to be accessible to all and play a key role in the interpretation of the Town’s history.
Page 10 of 61
ACTION PLAN
KEY AIM 1: To be an effective and well-managed organisation
Actions Lead persons Estimated cost & Volunteer time source of funding 1. To complete Gill Grant, None 100 hours Accreditation Review Chaz Wenmoth M.Whibley 2. To continue to be G. Grant None 20 hours financially sustainable M. Whibley 3. To make G. Grant None 50 hours applications for grant M.Whibley funding 4. To appoint a C.Wenmoth none 20 hours member of the G. Grant Museum Society to S. Richards report to Penryn Town Council monthly 5. To implement an C.Wenmoth none 40 hours induction programme G. Grant for all councillors & S. Richards encourage them to visit the museum. 6. To finish cataloguing M. Whibley none 60 hours the backlog of the S. Richards collection. P. Jordon 7. Discuss the Forward G. Grant None 1 hour Plan at every A. Jones committee meeting to include evaluation of the Access Policy.
ACTION PLAN
KEY AIM 2: To ensure the long-term preservation of the collection
Actions Lead persons Estimated cost and Volunteer time source of funding 1. To continue to care S. Richards £1000 100 hours for and preserve ALL M.Whibley Society’s own funds objects in the P. Jordon collection. 2. To monitor objects S. Richards Unknown 30 hours at risk. To consider the M.Whibley need for restoration P. Jordon work and to seek professional help when needed.
Page 11 of 61
ACTION PLAN
KEY AIM 3: To understand and develop audiences. To engage with all users and make their visit a quality experience. To raise awareness of the museum and challenge the traditional view of museums.
Actions Lead Persons Estimated cost & Volunteer time source of funding 1. To carry out a visitor All volunteers None 100 hours survey to determine who visits, why and their expectations of their visit. 2. To use the survey G. Grant None 50 hours information to assess visitor needs and implement appropriate change in consultation with committee and governing body, 3. To continue to P. Bodle £100 20 hours provide a variety of All volunteers Society’s own funds exhibitions 4. To promote the P. Bodle None 30 hours position of Education Officer and increase activities in schools etc. 5. To promote visits P. Bodle £100 20-30 hours from schools, S. Richards Society’s own funds universities and local organisations. Offer specialist sessions with different groups. 6. To encourage use of P. Bodle £100 30 hours the Town Trail and to All volunteers Society’s own funds promote the use of “Marmaduke the Mouse “ 7. To introduce more P. Bodle £100 10 hours quizzes, etc. Society’s own funds 8. Encourage research M.Whibley None 30 hours and encourage to use P. Bodle of information S. Richards technology 9. Build a closer P. Bodle None 10 hours relationship with the G. Grant press /media P. Jordon 10. Exploit social C.Wenmoth none 20 hours media, etc. Set up a G. Mockett designated website P. Jordon 11. To produce a new P. Bodle £2000 30 hours museum information G. Grant Grant funding leaflet P. Jordon
Page 12 of 61
12. To become more All volunteers £50 Society’s own 25 hours involved with the funds historical walks around the town. To become an integral part of the walks offering a conducted tour of the museum.
ACTION PLAN
KEY AIM 4: To have the appropriate volunteer staff
Actions Lead persons Estimated cost and Volunteer hours source of funding 1. To try and enlist G. Grant none 15 hours new/younger S. Richards volunteers. To explore the Duke of Edinburgh’s Award Scheme. 2. To encourage G. Grant £300 40 hours volunteers to go on S. Richards Society’s own funding courses to widen their skill base, 3. To run our own G. Grant None 10 hours courses in conjunction S. Richards with Cornwall Museum Partnership 4. To encourage All volunteers none 30 hours volunteers to do research with student, school children and visitors 5. Attend University P. Bodle none 8 hours “Freshers Week “ to G. Grant promote the use of the museum
Page 13 of 61
4.2 COLLECTIONS DEVELOPMENTS POLICY
Name of museum: PENRYN
Name of governing body: Penryn Town Council
Date on which this policy was approved by governing body:
Policy review procedure:
The collections development policy will be published and reviewed from time to time, at least once every five years.
Date at which this policy is due for review: 2025
Arts Council England/
Relationship to other relevant policies/plans of the organisation:
1.1. The museum’s statement of purpose is: To maintain and develop for the benefit of the people of Penryn and visitors to the town a local history museum. To increase public awareness and educational opportunities by collecting and interpreting material relating to Penryn’s heritage.
1.2. The governing body will ensure that both acquisition and disposal are carried out openly and with transparency.
1.3. By definition, the museum has a long-term purpose and holds collections in trust for the benefit of the public in relation to its stated objectives. The governing body therefore accepts the principle that sound curatorial reasons must be established before consideration is given to any acquisition to the collection, or the disposal of any items in the museum’s collection.
1.4. Acquisitions outside the current stated policy will only be made in exceptional circumstances.
1.5. The museum recognises its responsibility, when acquiring additions to its collections, to ensure that care of collections, documentation arrangements and use of collections will meet the requirements of the Museum Accreditation Standard. This includes using SPECTRUM primary procedures for collections management. It will take into account limitations on collecting imposed by such factors as staffing, storage and care of collection arrangements.
1.6. The museum will undertake due diligence and make every effort not to acquire, whether by purchase, gift, bequest or exchange, any object or specimen unless the governing body or responsible officer is satisfied that the museum can acquire a valid title to the item in question. 1.7 In exceptional cases, disposal may be motivated principally by financial reasons. The method of disposal will therefore be by sale and the procedures outlined below will be followed. In cases where disposal is motivated by financial reasons, the governing body will not undertake disposal unless it can be demonstrated that all the following exceptional circumstances are met in full:
Page 14 of 61
• the disposal will significantly improve the long-term public benefit derived from the remaining collection • the disposal will not be undertaken to generate short-term revenue (for example to meet a budget deficit) • the disposal will be undertaken as a last resort after other sources of funding have been thoroughly explored • extensive prior consultation with sector bodies has been undertaken • the item under consideration lies outside the museum’s established core collection
2. History of the collections The collection consists of documents, photographs and artefacts related to the long history of Penryn, from pre-historic times, through the establishment and dissolution of Glasney College (1265-1558) to the 21st century. Penryn was an important port in the late 16th century and early 17th century and this is reflected in the collection. There is also material related to the important local granite industry and other items related to the First World War.
3. An overview of current collections The documented collection consists of: Social history 3,334 items/ Library 624 items/photographs 909 items. There is a further 544 item still awaiting cataloguing. Most of this will not be relevant to Penryn and will be disposed of. The strength of the collection is in its relevance to the historical time line.
4. Themes and priorities for future collecting. All future acquisitions will have direct reference to Penryn, its close environs and particular history, and, where possible, fill gaps in the collection. Themes and priorities for future collecting will include local, social and economic history and more specifically religion, maritime history, shops and shopping, tems made in Penryn or by the people of Penryn, sport, leisure and entertainment.
5. Themes and priorities for rationalisation and disposal Non-Penryn material will be identified as far as possible with a view to rationalisation and disposal. All disposals will be curatorially motivated and the guidelines will be followed. See 5.1/5.2
5.1 The museum recognises that the principles on which priorities for rationalisation and disposal are determined will be through a formal review process that identifies which collections are included and excluded from the review. The outcome of review and any subsequent rationalisation will not reduce the quality or significance of the collection and will result in a more useable, well managed collection.
5.2 The procedures used will meet professional standards. The process will be documented, open and transparent. There will be clear communication with key stakeholders about the outcomes and the process.
5.1 The museum does not intend to dispose of collections during the period covered by this policy.
Page 15 of 61
6 Legal and ethical framework for acquisition and disposal of items
6.1 The museum recognises its responsibility to work within the parameters of the Museum Association Code of Ethics when considering acquisition and disposal.
7 Collecting policies of other museums
7.1 The museum will take account of the collecting policies of other museums and other organisations collecting in the same or related areas or subject fields. It will consult with these organisations where conflicts of interest may arise or to define areas of specialism, in order to avoid unnecessary duplication and waste of resources.
7.2 Specific reference is made to the following museum(s)/organisation(s):
National Maritime Museum/ Royal Cornwall Museum/ Falmouth Art Gallery/Comstantine Heritage Centre/ Royal Cornwall Polytechnic Collection
8 Archival holdings NOT RELEVANT
9 Acquisition The museum will exercise due diligence and make every effort not to acquire, whether by purchase, gift, bequest or exchange any object or specimen unless the governing body or responsible officer is satisfied that the museum can acquire a valid title to the item in question.
10 HUMAN REMAINS The museum does hold or intends to hold human remains.
10.1 The policy for agreeing acquisitions is:
The museum will not acquire any object or specimen unless it is satisfied that the object or specimen has not been acquired in, or exported from, its country of origin (or any intermediate country in which it may have been legally owned) in violation of that country’s laws. (For the purposes of this paragraph ‘country of origin’ includes the United Kingdom).
10.2 In accordance with the provisions of the UNESCO 1970 Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property, which the UK ratified with effect from November 1 2002, and the Dealing in Cultural Objects (Offences) Act 2003, the museum will reject any items that have been illicitly traded. The governing body will be guided by the national guidance on the responsible acquisition of cultural property issued by the Department for Culture, Media and Sport in 2005.
Page 16 of 61
11 Biological and geological material
As far as biological and geological material is concerned, the museum will not acquire by any direct or indirect means any specimen that has been collected, sold or otherwise transferred in contravention of any national or international wildlife protection or natural history conservation law or treaty of the United Kingdom or any other country, except with the express consent of an appropriate outside authority.
12 Archaeological material
The museum will not acquire archaeological material (including excavated ceramics) in any case where the governing body or responsible officer has any suspicion that the circumstances of their recovery involved a failure to follow the appropriate legal procedures.
:
12.1 In England, Wales and Northern Ireland the procedures include reporting finds to the landowner or occupier of the land and to the proper authorities in the case of possible treasure (i.e. the Coroner for Treasure) as set out in the Treasure Act 1996 (as amended by the Coroners & Justice Act 2009).
13 Exceptions
13.1 Any exceptions to the above clauses will only be because the museum is:
o acting as an externally approved repository of last resort for material of local (UK) origin
o acting with the permission of authorities with the requisite jurisdiction in the country of origin
In these cases the museum will be open and transparent in the way it makes decisions and will act only with the express consent of an appropriate outside authority. The museum will document when these exceptions occur.
12 Spoliation
14.1 The museum will use the statement of principles ‘Spoliation of Works of Art during the Nazi, Holocaust and World War II period’, issued for non-national museums in 1999 by the Museums and Galleries Commission.
13 The Repatriation and Restitution of objects and human remains
Page 17 of 61
15.1 The museum’s governing body, acting on the advice of the museum’s professional staff, if any, may take a decision to return human remains (unless covered by the ‘Guidance for the care of human remains in museums’ issued by DCMS in 2005) , objects or specimens to a country or people of origin. The museum will take such decisions on a case by case basis; within its legal position and taking into account all ethical implications and available guidance. This will mean that the procedures described in 16.1-5 will be followed but the remaining procedures are not appropriate.
15.2 The disposal of human remains from museums in England, Northern Ireland and Wales will follow the procedures in the ‘Guidance for the care of human remains in museums’.
:
The exception to this is that as, in accordance with the procedures of the Anatomy Act (1984) as amended by the Human Tissue (Scotland) Act (2006), the proper disposal of human remains in the Anatomy collection donated under the Anatomy Act is the legal duty of the Licensed Teacher of Anatomy. In exceptional circumstances the Licensed Teacher may be required to dispose of human remains and to have sole responsibility for the decision. The governing body will be informed of the decision and a clearly documented audit trail will be maintained.
14 Disposal procedures
16.1 All disposals will be undertaken with reference to the SPECTRUM Primary Procedures on disposal.
16.2 The governing body will confirm that it is legally free to dispose of an item. Agreements on disposal made with donors will also be taken into account.
16.3 When disposal of a museum object is being considered, the museum will establish if it was acquired with the aid of an external funding organisation. In such cases, any conditions attached to the original grant will be followed. This may include repayment of the original grant and a proportion of the proceeds if the item is disposed of by sale.
16.4 When disposal is motivated by curatorial reasons the procedures outlined below will be followed and the method of disposal may be by gift, sale, exchange or as a last resort - destruction.
16.5 The decision to dispose of material from the collections will be taken by the governing body only after full consideration of the reasons for disposal. Other factors including public benefit, the implications for the museum’s collections and collections held by museums and other organisations collecting the same material or in related fields will be considered. Expert advice will be obtained and the views of stakeholders such as donors, researchers, local and source communities and others served by the museum will also be sought.
Page 18 of 61
16.6 A decision to dispose of a specimen or object, whether by gift, exchange, sale or destruction (in the case of an item too badly damaged or deteriorated to be of any use for the purposes of the collections or for reasons of health and safety), will be the responsibility of the governing body of the museum acting on the advice of professional curatorial staff, if any, and not of the curator or manager of the collection acting alone.
16.7 Once a decision to dispose of material in the collection has been taken, priority will be given to retaining it within the public domain. It will therefore be offered in the first instance, by gift or sale, directly to other Accredited Museums likely to be interested in its acquisition.
16.8 If the material is not acquired by any Accredited museum to which it was offered as a gift or for sale, then the museum community at large will be advised of the intention to dispose of the material normally through a notice on the MA’s Find an Object web listing service, an announcement in the Museums Association’s Museums Journal or in other specialist publications and websites
16.9 The announcement relating to gift or sale will indicate the number and nature of specimens or objects involved, and the basis on which the material will be transferred to another institution. Preference will be given to expressions of interest from other Accredited Museums. A period of at least two months will be allowed for an interest in acquiring the material to be expressed. At the end of this period, if no expressions of interest have been received, the museum may consider disposing of the material to other interested individuals and organisations giving priority to organisations in the public domain.
16.10 Any monies received by the museum governing body from the disposal of items will be applied solely and directly for the benefit of the collections. This normally means the purchase of further acquisitions. In exceptional cases, improvements relating to the care of collections in order to meet or exceed Accreditation requirements relating to the risk of damage to and deterioration of the collections may be justifiable. Any monies received in compensation for the damage, loss or destruction of items will be applied in the same way. Advice on those cases where the monies are intended to be used for the care of collections will be sought from the Arts Council England/ 16.11 The proceeds of a sale will be allocated so it can be demonstrated that they are spent in a manner compatible with the requirements of the Accreditation standard. Money must be restricted to the long-term sustainability, use and development of the collection.
16.12 Full records will be kept of all decisions on disposals and the items involved and proper arrangements made for the preservation and/or transfer, as appropriate, of the documentation relating to the items concerned, including photographic records where practicable in accordance with SPECTRUM Procedure on deaccession and disposal.
Disposal by exchange
16.13 e nature of disposal by exchange means that the museum will not necessarily be in a position to exchange the material with another
Page 19 of 61
Accredited museum. The governing body will therefore ensure that issues relating to accountability and impartiality are carefully considered to avoid undue influence on its decision-making process.
16.13.1 In cases where the governing body wishes for sound curatorial reasons to exchange material directly with Accredited or non-Accredited museums, with other organisations or with individuals, the procedures in paragraphs 16.1-5 will apply.
16.13.2 If the exchange is proposed to be made with a specific Accredited museum, other Accredited museums which collect in the same or related areas will be directly notified of the proposal and their comments will be requested.
16.13.3 If the exchange is proposed with a non-Accredited museum, with another type of organisation or with an individual, the museum will place a notice on the MA’s Find an Object web listing service, or make an announcement in the Museums Association’s Museums Journal or in other specialist publications and websites (if appropriate).
16.13.4 Both the notification and announcement must provide information on the number and nature of the specimens or objects involved both in the museum’s collection and those intended to be acquired in exchange. A period of at least two months must be allowed for comments to be received. At the end of this period, the governing body must consider the comments before a final decision on the exchange is made.
Disposal by destruction
16.14 If it is not possible to dispose of an object through transfer or sale, the governing body may decide to destroy it.
16.15 It is acceptable to destroy material of low intrinsic significance (duplicate mass-produced articles or common specimens which lack significant provenance) where no alternative method of disposal can be found.
16.16 Destruction is also an acceptable method of disposal in cases where an object is in extremely poor condition, has high associated health and safety risks or is part of an approved destructive testing request identified in an organisation’s research policy.
16.17 Where necessary, specialist advice will be sought to establish the appropriate method of destruction. Health and safety risk assessments will be carried out by trained staff where required.
16.18 The destruction of objects should be witnessed by an appropriate member of the museum workforce. In circumstances where this is not possible, eg the destruction of controlled substances, a police certificate should be obtained and kept in the relevant object history file.
Page 20 of 61
5.1
PENRYN MUSEUM
POLICY ON THE DOCUMENTATION OF COLLECTIONS
APPROVED BY PENRYN TOWN COUNCIL......
REVIEW 5 YEARLY
1.INTRODUCTION: Documentation underpins every aspect of museum activity. Recording collection information is central to being accountable for the collections, their accessibility, management, research, study and use.
Our policy for the documentation of the collections is to ensure that the information that we hold relating to the collections is accurate, secure, reliable and accessible.
2. AIMS AND OBJECTIVES:
2.1 The aim of this policy is to ensure that we fulfil our guardianship, stewardship and access responsibilities. Through implementation of this policy our objective is to :-
• Improve accountability for the collection • Maintain minimum professional standards in documentation procedures and collection information and attain the very highest standards wherever possible. • Extend access to collection information. • Strengthen the security of the collection Many of our existing records are paper- based. In order to improve access and accountability, we will enter every item onto our computerised database. This computerised format will be kept in a safe location.
2.2 We will take a common sense approach to the level to which we document material, the majority of the collection will be documented to individual item level. However, for certain collections, such as the bulk archaeological excavation material eg stones from the medieval Glasney College. We will document these items as a group. We therefore aim to have a basic inventory record for all identified items and groups within the collection, whilst some items will be documented to a more detailed level.
WE WILL DOCUMENT OUR COLLECTION USING MODES COMPLETE CATALOGUING SOFTWARE
3. DEFINITIONS:
Page 21 of 61
INVENTORY LEVEL: will include sufficient key information to allow any object (s) in our care to be individually identified and verified. All items will be documented to this level.
CATALOGUE LEVEL: will include the known history of an artefact and references to any relevant publication, as appropriate.
4.ACCOUNTABILTY
4.1 Definition of accountability :
“to enable museums to fulfil their fundamental responsibilities for collections and the information associated with them. The principals are that a museum should know at any time exactly for what it is legally responsible ( this includes loans as well as permanent collections) and where each item is located”.(MGC,1993)
4.2 Controlled access to sensitive information.
All requests for information will be considered in terms of compliance with the Freedom of Information Act (2000), The data Protection Act ( 1998) and the Environmental Information Regulation(2004), We will review requests for confidential data such as, donor information, environmental information, valuations or site details on a case by case basis, and in accordance with the applicable legislation and any legal agreements or conditions of the gift.
4.3 SECURITY AGAINST LOSS OF IRREPLACEABLE COLLECTION INFORMATION
We have in place measures to ensure the physical security and long-term preservation of all documentation records, whether paper or computerised. We will update all manual and computerised records as appropriate. Where collection information is wholly computerised and managed centrally we will back up copies of all key files, and where considered appropriate, house them securely off-site.
Page 22 of 61
6.1 PENRYN MUSEUM
Collections Care and Conservation Policy
Approved by Penryn Town Council Date: .. This policy will be reviewed by Date: …2025
Statement of purpose This policy has been written in accordance with the museum’s Statement of Purpose and the Collections Development Policy. All volunteers have read and agreed to abide by the policy. The Collections Care and Conservation Plan sets out the way the policy will be put into action and should be read in conjunction with the Forward Plan, the Emergency Plan, and any other plans affecting the collections.
The purpose of the Collections Care and Conservation Policy is to set a framework for: • The preservation of the collections in the care of the museum, • Preventative and remedial conservation of the collections • The safe use of and access to collections, within the limits of the museum’s resources
Context The museum aims to improve the care and conditions of all its collection in accordance with Benchmarks in Collections Care, Signposts or other approved standards within the limits of its resources.
The safety and preservation of the collection will be considered from the outset of any plans to alter the displays or storage, to modify the buildings or to allow access to any part of the collections.
People The care of the collections is the responsibility of everyone who works in or visits the museum.
Any concerns regarding the collections should be reported in writing to the Chairman
The museum trains all volunteers who handle the collections in the course of their work. No untrained personnel are allowed to handle items from the accessioned collection.
Researchers or other visitors working with the collections will be briefed on how to handle the items they are working on and will be supervised at all times.
The museum has access to the regional Conservation Development Officer (CDO for regular advice.
It is the Chairman’ s responsibility to ensure the measures relating to monitoring and improving the environment are in place, communicated and acted upon.
Page 23 of 61
Any problems or concerns relating to the care of the collection are referred by the Chairman/Vice Chair to the CDO or another appropriately qualified conservator.
The museum will check the suitability of conservators chosen to work or advise on the collections. A professionally accredited conservator or a conservator listed on the Conservation Register will normally be chosen.
No item in the collections will be modified or altered until advice has been obtained from a suitably qualified conservator.
Only suitably trained and qualified conservators will carry out remedial treatment on objects.
The museum will keep detailed records of all treatments carried out on objects, including the name and contact details of the person or company.
The Buildings The Penryn Town Council recognises that the maintenance of its buildings is fundamental to the preservation of both the building and museum collection and endeavours to keep the buildings in a suitable condition. The museum’s collection is stored and displayed in the following buildings. The body responsible for the upkeep of the buildings is listed.
Building Used for Owner Upkeep carried out by Penryn Town Town Hall museum Penryn Town Council Council Temperance Penryn Town storage Penryn Town Council Hall Council
The museum has a Buildings Plan for the upkeep of all buildings which are its responsibility.
The museum carries out an annual inspection of all buildings which are not its responsibility and notifies the body responsible about any remedial or maintenance work required.
The Collections The museum is aware of the risks to the collection from environmental factors, poor handling, storage and display materials and methods, and of the need to record the condition of the collection. The museum cares for the collections in store, on display and, by setting suitable requirements, on loan.
The details are listed in the Collection Care and Conservation Plan and include: • Awareness of vulnerable objects • Identifying threats to the collection • Checking building condition • Building maintenance • Inspecting and cleaning the museum • Housekeeping and cleaning objects on open display
Page 24 of 61
• Condition checking the collection • Collections Care and Conservation records • Environmental monitoring including temperature, relative humidity, light and dust • Environmental control and improving the environment • Pest monitoring and managing the threat from pests • Equipment maintenance • Storage materials and methods • Display materials and methods • Transporting objects • Collection care resources • Professional advice • Remedial conservation and working with conservators • Training for the collection care team
The Collection: Working Items
The museum does not have any working historical working items.
Page 25 of 61
7.1 PENRYN MUSEUM Access Policy Statement:
Governing Body: Penryn Town Council Approved by Penryn Town Council : Review: 2 yearly
This policy is based on the Museums Association’s Codes of Ethics and the Equality Act 2010. It is a fundamental principle of our policies that all people are equally valued regardless of their gender, age, disabilities, race, ethnic origin, language, religion or sexual orientation.
The museum collections are housed/ stored in grade 2 * listed buildings.
This Access policy guides the museum’s approach to providing access to its collections and the associated information held in the museum. It sits alongside the museum’s Equal Opportunities, Collections Development, Collections Care and Conservation, and Documentation policies.
We are committed to enabling access for a diverse range of people to our collections for education, research and enjoyment, subject to our available resources, conservation, and security.
We are committed to assessing, identifying and addressing access issues by means of an ongoing programme of improvements, by reviewing access issues with professional advisors, and by responding to visitor feedback. In 2014 access to the building and collections was thoroughly reviewed as part of Accreditation programme. The key access challenges that this identified are reflected in the objectives of this new Forward Plan.
We understand that different groups of people have different needs and we are committed to lowering barriers to physical and intellectual access to our collections. We are in particular committed to making the museum welcoming and accessible for people with learning difficulties and those on the autistic spectrum.
We understand the need to take physical and intellectual accessibility into account when developing our displays. We will always consider compliance and design standards in relation to e.g. display height, text legibility, and content accessibility,
The museum is all on one level. However, there are steps into the museum. This is a major issue for people with mobility issues and a serious barrier to our providing access for all. Our long-term capital development plans will focus on making the museum fully accessible and in the meantime we make every effort to include and provide access for all people . Our archive and library are physically accessible and we make a priority of ensuring that visitors and researchers are supported to access our collections whether on display or in store.
Due to our very limited resources we do not currently provide materials or resources in other languages but we aspire to do so in future as our audiences grow. Our policy is to build increased accessibility into everything we do, to develop and improve the museum. Our commitment is long term and our policy is to make continuous improvements as our resources permit.
To eliminate barriers and ensure equality of access we will consider the following forms of accessibility:
Page 26 of 61
Physical – to continuously work towards enabling people with physical disabilities to reach and appreciate every part of the museum. To take into account the needs of the elderly and of people caring for young people.
Sensory – to enable visitors with impaired vision or hearing to enjoy the museum’s building and collections
Intellectual – we recognise that people have different learning styles and we will provide interpretation in a range of learning styles. We also aim to ensure people with learning difficulties can engage with and enjoy the museum and the collections.
Emotional – to ensure the museum environment and museum volunteers are friendly and welcoming to visitors from all sections of the community.
Access to our Buildings - We aspire to provide equal access to our building and facilities for all visitors. Our listed building is not able to be greatly adapted. physical. Nevertheless we are constantly working towards improving the facilities available to visitors with disabilities and will actively try to make our collections accessible even when our buildings are not.
Collections - Our volunteers are committed to increasing public access and to increasing knowledge and understanding of heritage and history of Penryn. We will provide varied means of access to the collections, including displays, handling sessions, publications and events. To increase access to the collections we will develop our web-based resources. We will provide levels of information and interpretation to suit a range of audiences and abilities. We will work towards ensuring that the presentation and labelling of displays respects a diversity of backgrounds. We will develop our handling collections and loans.
GG 2019
Page 27 of 61
MINUTES OF THE MEETING OF THE COUNCIL OF PENRYN HELD ON MONDAY 6 JANUARY 2020 AT 7:00PM IN THE COUNCIL CHAMBER, TOWN HALL, PENRYN
Councillors Wenmoth (Mayor), Tucker (Deputy Mayor), Bennett, Edwards, Garrett, Langan, M May, McSorley, Mullins, Peters, Ruby and Widdon
In Attendance Helen Perry (Town Clerk) Councillor J Symons – Cornwall Councillor, Penryn East and Mylor
Prior to the meeting commencing, Council stood for a minute’s silence in respect of the recent passing of Mrs Lorna Smuda, a previous Town Councillor, Mayor, Mayor’s Warden and Saracen Award winner.
156. APOLOGIES
Apologies for absence were received from Councillor Snowdon (personal).
Councillors Cant, H May and Rickard absent, no apology given.
157. DECLARATIONS OF INTEREST
Councillors Bennett, Langan, M May, Tucker and Wenmoth declared a non- registrable interest in Agenda Item No. 13 Community Grants as they are trustees of the Stuart Stephen Memorial Hall.
Councillor McSorley declared a disclosable pecuniary interest in Agenda 18 Appoint a Contractor – External Works, Temperance Hall as her spouse has submitted a quotation.
158. DISPENSATIONS
There were no requests for dispensations.
159. PRESENTATION Helen Fearnley gave a presentation on ‘Making Space for Nature in Cornish Towns’, European Regional Development Funding has been secured to invest in urban green spaces, Penryn has been selected as one of seven Town’s within the county to receive funding.
160. PUBLIC PARTICIPATION
No requests had been received from members of the public wishing to speak at the meeting.
161. MINUTES
RESOLVED that minute numbers 129 to 155 of the meeting of the Council held on 9 December 2019 were approved and signed as a correct record
Proposed by Councillor Ruby and seconded by Councillor Mullins
Page 28 of 61
Councillor McSorley confirmed that the crowns on the red telephone kiosk, which houses the defibrillator have been painted gold
162. COMMITTEE MINUTES
The minutes of the meeting of the Planning Committee held on 16 December 2019 were noted
163. CORRESPONDENCE
The Town Clerk reported; • Code of Conduct – an email was received on behalf Simon Mansell, Information Governance Manager at Cornwall Council. The Code of Conduct is under review, the main change to the Code of Conduct will be the reintroduction of a suspension of up to six months for a breach of the Code of Conduct. • Dracaena Centre – that confirmation has been received from the Dracaena Centre that they no longer require the use of the Old Gent’s Hut and will be clearing the premises and returning the keys. • Falmouth and Penryn Conservation Committee – Councillor Langan is unable to attend the meetings, the Council has been asked if they can arrange for another member of the Council to attend. The Clerk confirmed the next meeting is scheduled for Monday 20 January; meetings are normally held in the afternoon of the first Monday of the month. Councillor Ruby volunteered to attend on Council’s behalf.
164. MAYOR’S ANNOUNCEMENTS AND ENGAGEMENTS
The list of Mayor’s engagements for the period 9 December 2019 to 6 January 2020 were noted.
165. REPRESENTATIONS BY CORNWALL COUNCIL MEMBERS AND REPORTS BY COUNCILLORS ATTENDING EXTERNAL MEETINGS
Councillor M May reported; • Empty Houses Form – to enable empty houses to be reported to Cornwall Council, a form has been compiled, Councillor M May will distribute to form to any interested Councillors • Cornwall Council Budget – the annual budget is open for comments, Councillor M May will forward the list of dates to Councillors.
166. TOWN CLERK’S REPORT
The Town Clerk’s report was noted.
Councillor McSorley reported that the contractor has commenced the replacement of the guttering at the rear of the library and it will be completed next weekend.
167. ACCOUNTS – 1 NOVEMBER to 30 NOVEMBER 2019
RESOLVED that the list of accounts paid and the monthly statement for the period 1 to 30 November 2019 be approved.
Proposed by Councillor Langan and seconded by Councillor Mullins
Page 29 of 61
168. COMMUNITY GRANTS
There was one request for a community grant
Having earlier in the meeting declared a non-registerable interest, Councillors Bennett, Langan, M May, Tucker and Wenmoth left the room for the duration of the following item and did not take part in the debate or the vote.
With both the Mayor and Deputy Mayor declaring an interest, Councillor Peters was selected to take the Chair for the following item.
Stuart Stephen Memorial Hall
RESOLVED that in accordance with S19 of the Local Government (Miscellaneous Provisions) Act 1976 a grant of £2000 be awarded to the Stuart Stephen Memorial Hall Trust
Proposed by Councillor Mullins and seconded by Councillor Edwards
Following the above resolution Councillors Bennett, Langan, M May, Tucker and Wenmoth returned to the meeting, Councillor Wenmoth resumed in the Chair.
169. DEVOLUTION PACKAGE
The various areas in the original devolution request of 2015 were discussed, after a lengthy discussion it was RESOLVED that; a) the devolution of assets from Cornwall Council be deferred until the 2021/22 financial year b) further research/consultation to take place to enable the predicted costs to the Town Council to be calculated. c) Council creates a working party to progress the devolution
Proposed by Councillor M May and seconded by Councillor Peters
170. S106 PRIORITIES UPDATE
The current S106 priorities list was discussed at length; following the discussion the report was noted.
171. NEIGHBOURHOOD DEVELOPMENT PLAN – LAUNCH UPDATE
Councillor McSorley reported the following regarding the Neighbourhood Development Plan; • Launch date – Saturday 18 January 2020 • Time of launch – 10am until 2pm • Consultation will take place from 18 January to 2 March 2020 (6 weeks) • Advertising – banners and flyers will be produced, with the flyers being delivered to households within Penryn. Following the completion of the consultation period on the 2 March 2019, the feedback from the consultees will be taken into consideration and amendments will be made to the plan if required. The amended plan will then be presented to Council for approval, prior to being sent to Cornwall Council.
Members were invited to attend the next meeting of the Neighbourhood Plan Group scheduled for Tuesday 7 January 2020 at 6:30pm in the Council Chamber.
Page 30 of 61
172. 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 the consideration of the following items by reasons of the confidential nature of the item. Proceedings, apart from any resolutions passed, shall remain confidential.
Proposed by Councillor M May and seconded by Councillor Langan
173. APPOINT A CONTRACTOR – EXTERNAL WORKS, TEMPERANCE HALL
RESOLVED that; a) Hopkins Joinery be appointed to repair the three windows at the front of the Temperance Hall at an estimated cost of £2,700 + VAT, based on 90 hours being required to complete the work. b) G J Medlin Painting & Decorating be appointed to carry out the painting to the front of the Temperance Hall at a cost of £700 + VAT
Proposed by Council Langan and seconded by Councillor Ruby
There being no further business to transact the meeting was closed at 8:40pm
CHAIRMAN
Page 31 of 61
MINUTES OF THE MEETING OF THE PLANNING COMMITTEE OF PENRYN TOWN COUNCIL HELD ON MONDAY 20 JANUARY 2020 AT 7:00PM IN THE COUNCIL CHAMBER, TOWN HALL, PENRYN
Councillors Langan (Chairman), McSorley (Vice Chairman) Bennett, Edwards, Garrett, Mullins, H May, M May, Ruby, Snowdon, Tucker, Wenmoth and Widdon
In Attendance Councillor Symons (Cornwall Councillor for Penryn East & Mylor) L Body - Administration Officer
83. APOLOGIES
Apologies for absence were received from Councillors Cant (working), Rickard (ill)
Councillor Peters was absent, no apology given.
84. DECLARATIONS OF INTEREST
There were no declarations of interest.
85. DISPENSATIONS
There were no requests for dispensations.
86. PUBLIC PARTICIPATION
Ms Philippa Holden spoke to the meeting in objection to PA19/10570 – Vacant land West End/Carclew Junction of Treliever Road and West Street, Penryn
87. MINUTES
RESOLVED that minutes 74 to 82 of the meeting of the Planning Committee held on the 16 December 2019 be approved and signed as a correct record.
Proposed by Councillor Mullins and seconded by Councillor H May
88. CORRESPONDENCE
The meeting viewed an email received to the Town Clerk from Cornwall Council Planning Officer (Ellis Crompton-Brown) in regard to planning applications PA19/05972 and PA19/05971 - Valley View Yard, Bissom to advise that he is proposing to recommend approval of both planning applications under delegated powers. The Councils comments were to object to the application as follows:
• No reasonable need for the site - another similar site is very close by; There has been a big decline in use of the site over the last four years; If Licence was renewed then the additional traffic/lorries would cause pollution and make the already unsafe road more dangerous to other road users and pedestrians; The site access is insufficient for the need.’
Mylor Parish Council also objected to the application.
Page 32 of 61
89. PLANNING APPLICATIONS
PA19/10381 – Pen Bethan, Hillhead Road, Kergilliack, Budock
RESOLVED that the Town Council has no objections to the application subject to the following issues being investigate:
- safe pedestrian access on Hillhead - adequate pedestrian and cycle links to existing services - inadequate recreational space - native trees to be planted - inadequate inclusion of some solar panels, need to maximise the use of solar energy - investigate the high level of traffic created towards what is already a very busy Eastwood Road - concerns on infrastructure
Proposed by Councillor Snowdon and seconded by M May
PA19/10570 – Vacant Land West End/Carclew Junction of Treliver Road and West Street, Penryn
RESOLVED that the Town Council objects to the application due to overdevelopment of the site and that the land is a protected employment site highlighted in Penryn’s Neighbourhood Plan. Also, that the junction opposite the proposed development is already busy and the structure would create a blind corner with risk to life.
Proposed by Councillor McSorley and seconded by Councillor Bennett
PA19/09886 – Westhill, West Street, Penryn
RESOLVED that the Town Council fully supports the application.
Proposed by Councillor Ruby and seconded by Councillor Edwards.
90. DECISION NOTICES
The list of decision notices were noted
91. PLANNING APPLICATIONS WORDING – TREE PLANTING
The meeting discussed the wording that could be added to planning application comments in regard to the need for planting of trees on proposed sites to reduce carbon. It was proposed to carry over the item to the next meeting to give the committee time to suggest the appropriate wording.
Proposed by Councillor Langan and seconded by Councillor Garrett
There being no further business to transact the meeting was closed at 8:00pm
CHAIRMAN
Page 33 of 61
MINUTES OF THE MEETING OF THE PENRYN WEEK COMMITTEE HELD ON TUESDAY 14 JANUARY 2020 IN THE TOWN HALL, PENRYN AT 10.00AM
Committee members present: Councillors: Mary May, Charles Wenmoth and Julie Tucker
Co-opted members: Paul & Ada Renton, Tracey Doyle,
Members in attendance Lee Kelgren, Adrian Snell, Michelle Bray, Michelle Taylor, Matt Phillips, Karen Burton, Dave Lessels
Minutes recorded by Darren Holland
1. APOLOGIES Apologies for absence were received on behalf of Jim Henderson
2. MINUTES RESOLVED that the minutes of the meeting of the Penryn Week Committee held on 20 November 2019 be approved.
Proposed by Councillor Mrs J Tucker and seconded by Councillor C Wenmoth
3. PENRYN WEEK 2020 Details discussed. Bingo (weds/sun), Carnival (sat) and gig(sun) Matt Phillips from RFC present. Open from 5.30pm carnival at 6pm
More ideas to be thought about/suggested Michelle Taylor stated very interested for Kemeneth to be involved
Carnival – St Keverne Band (£200), Camborne marching Band (£130) and Haylestorm. Groups to be involved Tanya’s, Bingo ladies, WI, schools, playgroups guides local businesses Penryn Gymnastics
New Parkrun organisers to be contacted sat morning event
4. V.E. Day May 2020 Adrian confirmed a number of vehicles taking part Needs – entertainment/ road closure/banners/keepsake
Ponsanooth event three days Town Crier to be utilised – speak to Jim 3pm at memorial gardens last post 2.55pm Mary confirmed Soul Sensations between hours 4pm-7pm in temp Hall Chaz talked about VE75 site
Road closure times discussed Bunting – normal bunting union jack flags, shops to take part/ floral possibly Screens discussed –uni
5. GIG Race 2020 Details to be sought from Uni - no date as yet
Page 34 of 61
6. TOUR OF BRITAIN 2020 Discussed briefly – no event at this stage 7. CHRISTMAS LIGHTS/CONCERT 2020 dates discussed Lights switch-on Sat 28th Nov with concert Sun 29th Nov
Marshalls – Warning Lights on junctions and possibly vehicles Treverva Male Voice Choir booked Mary May 8. DATE OF NEXT MEETING Tuesday 18 February 2020
There being no further business the meeting was closed at 11am
CHAIRMAN
Page 35 of 61 PENRYN TOWN FAIR
Minutes taken by Darren Holland [DH], Customer Support Officer, Penryn Town Council
Tel: 01326 373086 Email: [email protected]
PENRYN TOWN FAIR COMMITTEE MEETING
Minutes of the meeting held on Tuesday 14th January 2020 at 11.00am, in the Town Hall, Penryn
Present: Mary May [MKM] Phil Hinch [PH] Chaz Wenmoth [CW] Julie Tucker [JT] Tracy Doyle [TD] Dave Lessels [DL] Paul Renton [PR] Ada Renton [AR] Roger Reynolds [RR] Michelle Bray [MB] Michelle Taylor [MT] John Kirby [JK] Lee Kellgren [LK] Karen Burton [KB] Michael Moore [MM]
1. Apologies
Apologies were received on behalf of Jim Henderson
2. Minutes of Last Meeting
Minutes of last meeting held on 30 July 2019 were approved as a correct record
Proposed JT Seconded CW
3. Matters Arising (Not Agenda Items)
RR mentioned stall pitch sizes and what’s recorded on application form. Making it standard with pitch size Speakers discussed. Approach Uni DH
4. Town Fair General
Opener discussed. Local resident of standing. JT nominated AR but AR declined Celebrity a possibility, waiting reply from Kernow King. Local resident and celebrity a possibility after being let down previously
Theme discussed. Bunting will be the red/black. Tie in with VE suggested with R/W/B or floral
Titan return discussed for 2020. Price now £1800+ VAT (£2100) Fully supported to go ahead and book.
5. Entertainment Report
Soul Sensations booked – MKM Punch and Judy To be booked MKM A band required – MKM Irish Dancers – MKM Co-Act not to be used Blue Brothers discussed.
Page 36 of 61 Train to be booked MKM Broad Street - classic cars and possibly Adrian’s Military vehicles Dancers outside Town Hall discussed.
7. Stalls Report
Christmas stall list to be contacted DH Car boot discussed and agreed
8. Treasures Report
No update given. Finance officer to provide at next meeting
9. Any Other Business
DH and DL will be attending Marshalling course Road signs discussed and lights for road blocks
Advertise through Sheila Vanloo - Source MT
10. Date of Next Meeting
Next meeting 18 Feb 11am
There being no further business to transact the meeting was closed at 12pm
Page 37 of 61 MAYOR’S ENGAGEMENTS
6 January 2020 – 2 February 2020
21 January 2020 Meeting with Penryn Junior School, Penryn
18 January 2020 Meeting with St Gluvias Church committee
18 January 2020 Launch of Penryn Neighbourhood Plan
28 January 2020 University monthly meeting in the Library
Page 38 of 61
COUNCIL
3 FEBRUARY 2020
Report from the Town Clerk
Author: Helen Perry, Town Clerk
1. Background The Town Clerk’s report is a regular update on progress with Council decisions and projects and the work of the Council staff.
2. Discussion
Energy Suppliers The Finance Officer is in the process of obtaining quotations from greener energy suppliers as our contracts are due to expire on 15 March 2020.
I.T. Upgrade The office computers have been upgraded from Windows 7 to Windows 10, the upgrade of the Office Administrators computer memory has been completed. The Councillor emails have been set-up and instructions on how to access/use the new emails should be available soon.
Library Guttering The installation of the missing guttering at the rear of the library has been completed.
Community Governance Review The review is now at Stage 3, with the consultation taking place until 24 March 2020, the item will be added to the March Council agenda to ascertain Council’s official response.
Red Box Project The red box project has now ceased (collection point for sanitary items) and the box has been removed from the library.
Painting Restoration The Miss Rowe (blue dress) is nearing the end of the restoration works and will hopefully be completed by the end of March.
3. Recommendation That the report be noted.
4. Appendices
None.
Page 39 of 61 COUNCIL
3 FEBRUARY 2020
Accounts – 1 to 31 DECEMBER 2019
Author: Robert Oliver, Finance Officer
1. Background
The accounts of the Town Council are presented for approval at each meeting of full Council. A budget monitoring report and bank reconciliation are also attached as appendices to the report.
2. Discussion
The accounts show the total assets of the Council are £381,962.92 as at 31 December 2019. Items of expenditure over £500 (excluding salaries) are as follows:
1 December to 31 December 2019 • Cornwall Council 737.00 Non-Domestic Rates - Library • Cornwall Council 712.00 Non-Domestic Rates – Town Hall • Exco Fire & Safety 1049.40 CCTV Installation - Library • TLC Direct 1645.32 Various Christmas Lighting Items • Mark Snowdon 616.06 Repay – Christmas Lights • Barclaycard 674.99 Barclaycard repayment • BT 536.95 Phone services, 372158 & 377280 • Ricoh 696.34 Photocopier Lease & charges • Cormac 1,680.96 Grounds Maintenance, April – Dec • Robbie’s Garden Services 2,345.98 Gardening Services, Oct - Dec • HMRC 2,362.08 Tax/NI – December 2019 • Cornwall Council 2,770.21 Pensions – December 2019
The following are items of note on the budget monitor report not previously reported:
• Interest Received (1090 170) – £149.59 received on 31st December as a return on the £200,000 invested for 42 days. • Gas – Penryn Library (4605 240) – First Direct Debit payment made to Bulb since the switch to a greener supplier. • Computer Related – (4105 100) – First payment made to Pira technologies to begin the upgrades of the Library computers and the creation of new e-mail addresses. • Christmas Light Displays - (4340 130) – Currently over budget by £1,497, awaiting a refund from TLC. Overspend amount to be transferred back to the Council from the Christmas Lights bank account.
3. Recommendations
That the list of accounts paid from 1 December to 31 December 2019 be approved.
4. Appendices
1. Balance Sheet – December 2019 2. Accounts Paid – December 2019 3. Bank Reconciliation – All Accounts December 2019 4. Budget Monitor Report as at 31 December 2019
Page 40 of 61
31/12/2019 Penryn Town Council Page 1
10:52 Detailed Balance Sheet - Excluding Stock Movement
Month 9 Date 31/12/2019
A/c Description Actual
Current Assets
100 Debtors 1,695
105 VAT Control Account 3,074
200 Lloyds - Treasurer Account 349,660
210 Lloyds - Instant Access 31,814
250 Petty Cash 250
Total Current Assets 386,492
Current Liabilities
500 Creditors 11,044
Total Current Liabilities 11,044
Net Current Assets 375,448
Total Assets less Current Liabilities 375,448
Represented by :-
300 Current Year Fund 79,541
310 General Reserves 214,066
322 EMR - Glasney Field 1,000
326 EMR - Broad St Pavement Fund 30,000
335 EMR - Rent - Permarin 1,604
360 EMR - Temperance Hall Decoration 5,000
361 EMR - Permarin P. Park Grant 9,839
362 EMR - Neighbourhood Plan 4,918
363 EMR - Int. Dec Temp Hall 10,000
364 EMR - Library Toilet 15,950
365 EMR - Library Wall & Guttering 1,384
366 EMR - Display Cabinet 20
367 EMR - Shute Meadow Painting 400
368 EMR - Library Professional Fee 1,500
369 EMR - Finance Office Equip 226
Total Equity 375,448
Page 41 of 61 Date: 31/12/2019 Penryn Town Council Page 1
Time: 10:58 Lloyds - Treasurer Account
List of Payments made between 01/12/2019 and 31/12/2019
Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail
01/12/2019 Cornwall Council Std Ord 66.00 NDR - Permarin Toilet
01/12/2019 Cornwall Council Std Ord 323.00 NDR - Permarin Car Park
01/12/2019 Cornwall Council Std Ord 737.00 NDR - Library
01/12/2019 Cornwall Council Std Ord 712.00 NDR - Town Hall
01/12/2019 Cornwall Council Std Ord 310.00 NDR - Temp Hall
01/12/2019 Cornwall Council Std Ord 84.00 NDR - Glebe Cemetery
02/12/2019 South West Water - Permarin DD 2/12 50.50 Purchase Ledger Payment
02/12/2019 South West Water - Town Hall DD 2.12 30.00 Purchase Ledger Payment
02/12/2019 South West Water - Temp Hall DD 02/12 46.50 Purchase Ledger Payment
02/12/2019 South West Water DD 02.12 57.00 Purchase Ledger Payment
09/12/2019 City Electrical Factors DD00808 94.24 Plug & Splitter
09/12/2019 B & Q (Trade UK) DD00803 94.47 Paint & Stain- Benches
09/12/2019 Exco Fire & Safety Control Ltd DD00798 1,049.40 CCTV Install - Library
09/12/2019 Cornwall Council DD00799 47.00 Fair Day - Road Closure
09/12/2019 Churchill Contract Services DD00800 437.26 Cleaning Contract - Nov.
09/12/2019 Biffa Waste Services Ltd DD00801 50.88 Waste Services, 23/11 - 27/12
09/12/2019 The Printing Chambers DD00802 22.50 Xmas Concert Programmes
09/12/2019 Custom Print Cornwall DD00805 27.00 Mugs & Banner
09/12/2019 Abbotts SW Ltd DD00809 495.58 Crockery for Halls
09/12/2019 Octopus Printers & Stationers DD00810 177.00 x20 Receipt Books
09/12/2019 TLC Direct DD00804 1,645.32 Various Xmas Lighting Items
09/12/2019 Piran Technologies Ltd DD00812 246.23 Admin PC Upgrade
09/12/2019 Nankersey Choir - Xmas Lights DD00811 100.00 Nankersey Choir - Xmas Lights
09/12/2019 M May Repay - Xmas Lights DD00806 101.28 M May Repay - Xmas Lights
09/12/2019 M Snowdon - Repay, Lights DD00807 616.06 M Snowdon - Repay, Lights
12/12/2019 Pitney Bowes DD 12/12 15.54 Franking Machine Rental
12/12/2019 Procurement Card DD 12/12 674.99 Barclaycard Repayment
12/12/2019 Bulb Energy Ltd DD 12/12 64.77 Gas, 12/12 - 11/1/20
13/12/2019 Pen. Twinning- R McSorley Subs 000879 20.00 Pen. Twinning- R McSorley Subs
17/12/2019 British Gas DD 17/12 12.58 Electric, 27/10 - 27/11
18/12/2019 British Telecommunications DD 18/12 429.14 Phone Services - 373086
18/12/2019 British Telecommunications DD 18.12 536.95 Phone Service, 372158 & 377280
19/12/2019 Worldpay DD 19/12 7.72 Card Fees - Nov 19
23/12/2019 Total Gas & Power DD00815 409.01 Gas, 31/10 - 30/11
23/12/2019 St John Ambulance DD00817 115.20 Xmas Switch on - Medical Cover
23/12/2019 Ricoh UK Ltd DD00819 696.34 Copier Lease & Charges
23/12/2019 Cormac Solutions Ltd DD00818 1,680.96 Grounds Maintenance, Apr - Dec
23/12/2019 Robbie's Garden Services Ltd DD00814 2,345.98 Gardening Services, Oct - Dec
23/12/2019 IRIS Business Software Ltd DD 23/12 6.62 Payslips - November 19
23/12/2019 IRIS Business Software Ltd DD 23.12 17.69 Auto Enrolment Fee - Nov
23/12/2019 Robbie's Garden Services Ltd DD00814 11.00 Gardening Services, Oct - Dec
23/12/2019 Camborne B&G Brig.-Xmas Lights DD00816 120.00 Camborne B&G Brig.-Xmas Lights
23/12/2019 I Drury - Hall Refund DD00821 30.00 I Drury - Hall Refund
23/12/2019 C Riley - Wedding Refund DD00822 210.00 C Riley - Wedding Refund
23/12/2019 M May Repay -Wedding Thank You DD00813 25.00 M May Repay -Wedding Thank You
23/12/2019 J Tucker - D. Mayor's Repay DD00820 55.00 J Tucker - D. Mayor's Repay
31/12/2019 Salaries - December 19 DD00823 14,068.35 Salaries - December 19
Continued on Page 2
Page 42 of 61 Date: 31/12/2019 Penryn Town Council Page 2
Time: 10:58 Lloyds - Treasurer Account
List of Payments made between 01/12/2019 and 31/12/2019
Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail
31/12/2019 Petty Cash 000880 106.02 Petty Cash Replenish - Dec
31/12/2019 Penryn Stores Ltd (Spar) 000881 219.01 Account Payment up to 31/12/19
Total Payments 29,528.09
Page 43 of 61 Date: 31/12/2019 Penryn Town Council Page 1
Time: 10:58 Investment Holding Account
List of Payments made between 01/12/2019 and 31/12/2019
Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail
31/12/2019 Lloyds - Treasurer Account DD 31/12 200,000.00 Return of Investment
Total Payments 200,000.00
Page 44 of 61 Date: 31/12/2019 Penryn Town Council Page 1
Time: 10:59 Petty Cash
List of Payments made between 01/12/2019 and 31/12/2019
Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail
03/12/2019 B & Q - Rat Poison PC485 12.27 B & Q - Rat Poison
03/12/2019 Nemo’s - Volunteers Dinner PC486 50.00 Nemo’s - Volunteers Dinner
05/12/2019 WC Rowe - Cake, Switch On PC487 11.33 WC Rowe - Cake, Switch On
09/12/2019 B & Q - Drain Unblocker PC488 3.97 B & Q - Drain Unblocker
11/12/2019 B & Q - Tape Measure PC489 7.48 B & Q - Tape Measure
16/12/2019 TK Maxx-Volunteer Gifts Library PC490 20.97 TK Maxx-Volunteer Gifts Library
Total Payments 106.02
Page 45 of 61 Penryn Town Council
Bank - Cash and Investment Reconciliation as at 31 December 2019
Account Description Balance
Bank Statement Balances
1 31/12/2019 Lloyds - Treasurer Accounts 350,005.28
2 31/12/2019 Lloyds - 30 Day Account 31,813.66
3 31/12/2019 Investment Holding Account 0.00
4 31/12/2019 Petty Cash 143.98
5 31/12/2019 Procurement Card 0.00
381,962.92
Unpresented Payments
1 13/12/2019 000879 20.00
1 31/12/2019 000880 106.02
1 31/12/2019 000881 219.01
345.03
381,617.89
All Cash & Bank Accounts
1 Lloyds - Treasurer Account 349,660.25
2 Lloyds - Instant Access 31,813.66
3 Investment Holding Account 0.00
4 Petty Cash 250.00
5 Procurement Card 0.00
Other Cash & Bank Balances 0.00
Total Cash & Bank Balances 381,723.91
Page 46 of 61 31/12/2019 Penryn Town Council Page 1
10:53
Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Budget Report
Actual Actual Year Current Variance Committed Funds % Spent
Current Mth To Date Annual Bud Annual Total Expenditure Available
100 Administration
4000 Gross Salaries - Administration 8,793 79,057 103,667 24,610 24,610 76.3%
4001 Gross Salaries - Caretakers 2,215 19,586 26,320 6,734 6,734 74.4%
4002 Gross Salaries - Civic 0 300 375 75 75 80.0%
4020 Pensions - Employees 607 5,122 7,644 2,522 2,522 67.0%
4021 Pensions - Employers 1,903 16,391 26,073 9,682 9,682 62.9%
4022 Pensions - ADC 260 2,420 3,200 780 780 75.6%
4030 Mileage 0 298 900 602 602 33.2%
4031 Travel 0 7 75 68 68 8.9%
4035 Staff Clothing 0 137 650 513 513 21.1%
4050 Training 0 571 3,000 2,429 2,429 19.0%
4055 Bank Charges 1 60 170 110 110 35.1%
4060 Postage 13 805 1,210 405 405 66.5%
4065 Photocopier Lease 266 709 1,100 391 391 64.4%
4070 Printing 399 697 1,200 503 503 58.1%
4075 Advertising 0 162 200 38 38 81.0%
4080 Stationery 0 571 1,200 629 629 47.5%
4085 Telephone/Fax/Internet 805 2,592 4,000 1,408 1,408 64.8%
4090 Consultancy & Audit 0 100 2,300 2,200 2,200 4.3%
4091 Professional Fees 0 4,083 5,000 917 917 81.7%
4095 Election Expenses 0 0 5,500 5,500 5,500 0.0%
4100 Office - Other 163 691 1,300 609 14 595 54.2%
4105 Computer Related 503 1,910 3,000 1,090 1,090 63.7%
4110 Subscriptions 0 2,031 2,060 29 29 98.6%
4111 Health & Safety 0 13 0 (13) (13) 0.0%
4115 Insurance 0 3,945 5,000 1,055 1,055 78.9%
4120 Canteen 99 557 1,000 443 443 55.7%
4125 Disclosure and Barring Service 0 0 400 400 400 0.0%
Administration :- Indirect Expenditure 16,027 142,814 206,544 63,730 14 63,716 69.2%
Net Expenditure
(16,027) (142,814) (206,544) (63,730)
110 Amenities
1000 Footpath Maintenance Income 0 272 272 0 100.0%
Amenities :- Income 0 272 272 0 100.0%
4181 Refilling Grit Bins 0 0 1,200 1,200 1,200 0.0%
4185 Footpath Maint 840 840 1,250 410 280 129 89.6%
4190 Seats Maint. 68 141 1,000 859 859 14.1%
4195 Treluswell Verge 142 800 950 150 48 102 89.3%
4200 Packsaddle Verge 90 572 730 158 104 54 92.6%
Continued over page
Page 47 of 61 31/12/2019 Penryn Town Council Page 2
10:53
Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Budget Report
Actual Actual Year Current Variance Committed Funds % Spent
Current Mth To Date Annual Bud Annual Total Expenditure Available
4205 Other General Maint. 0 128 1,000 872 872 12.8%
4210 Quay Hill Shelter 0 0 500 500 500 0.0%
4215 Doorstep Green/Glasney 205 1,615 2,350 735 735 0 100.0%
4220 BMX Track 0 0 2,950 2,950 2,950 0.0%
4230 Floral Displays/Penryn Pride 0 279 6,163 5,884 2,462 3,422 44.5%
4240 Weed Clearing 0 1,767 1,800 33 33 98.1%
Amenities :- Indirect Expenditure 1,346 6,142 19,893 13,751 3,629 10,122 49.1%
Net Income over Expenditure
(1,346) (5,870) (19,621) (13,751)
120 Cemetery
1050 Burial Income 150 495 600 105 82.5%
1055 Exclusive Right Burial Income 100 1,100 400 (700) 275.0%
1060 Memorials Income 160 575 130 (445) 442.3%
1070 Plot Reservations 50 50 0 (50) 0.0%
Cemetery :- Income 460 2,220 1,130 (1,090) 196.5%
4250 Non-Domestic Rates 84 756 821 65 65 92.0%
4255 Burial Ground Maint. 1,849 4,760 6,600 1,840 935 905 86.3%
4260 Other Burial Ground Costs 0 0 100 100 100 0.0%
Cemetery :- Indirect Expenditure 1,933 5,515 7,521 2,006 935 1,071 85.8%
Net Income over Expenditure
(1,473) (3,295) (6,391) (3,096)
130 Capital Expenditure
4300 Office Equipment 278 471 1,000 529 0 529 47.1%
4305 Furniture & Fittings 0 883 1,500 617 617 58.9%
4307 Equipment for Halls 0 679 850 171 0 171 79.8%
4308 Grit Bins 0 0 700 700 700 0.0%
4340 Christmas Light Displays 530 5,497 4,000 (1,497) (1,497) 137.4%
4341 Bunting 0 613 600 (13) (13) 102.1%
Capital Expenditure :- Indirect Expenditure 808 8,142 8,650 508 0 508 94.1%
Net Expenditure
(808) (8,142) (8,650) (508)
140 Car Parks
4250 Non-Domestic Rates 323 2,906 3,157 251 251 92.1%
4380 Permarin - Lease/Rent 0 4,870 7,143 2,274 2,274 68.2%
4390 Permarin - Maint. 70 210 3,500 3,290 140 3,150 10.0%
4395 Shute Meadow Maint. 35 105 200 95 70 25 87.5%
Car Parks :- Indirect Expenditure 428 8,091 14,000 5,909 210 5,699 59.3%
Net Expenditure
(428) (8,091) (14,000) (5,909)
Continued over page
Page 48 of 61 31/12/2019 Penryn Town Council Page 3
10:53
Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Budget Report
Actual Actual Year Current Variance Committed Funds % Spent
Current Mth To Date Annual Bud Annual Total Expenditure Available
150 Civic
4442 Mayor's Fundraising Income 20 5,808 0 (5,808) 0.0%
Civic :- Income 20 5,808 0 (5,808)
4430 Civic - General 0 222 500 278 278 44.4%
4431 Mayor Making Reception 0 440 0 (440) (440) 0.0%
4435 Mayor's Allowance 290 1,855 2,750 895 895 67.4%
4436 Deputy Mayor's Allowance 55 136 500 364 364 27.2%
4440 Civic Insignia/Regalia 108 250 1,500 1,250 1,250 16.7%
4441 Mayor's Fundraising Expend. 0 1,044 0 (1,044) (1,044) 0.0%
4443 Mayor's Fundraising Charity Don 0 1,500 0 (1,500) (1,500) 0.0%
Civic :- Indirect Expenditure 453 5,446 5,250 (196) 0 (196) 103.7%
Net Income over Expenditure
(433) 362 (5,250) (5,612)
160 Grants
4480 Grants - Community 0 1,119 7,000 5,881 5,881 16.0%
4485 Minor Enhancement Grant 0 400 0 (400) (400) 0.0%
Grants :- Indirect Expenditure 0 1,519 7,000 5,481 0 5,481 21.7%
Net Expenditure
0 (1,519) (7,000) (5,481)
165 S137 Expenditure
4495 S137 Grants 0 730 0 (730) (730) 0.0%
4496 S137 Other Expenditure 0 134 120 (14) (14) 111.7%
S137 Expenditure :- Indirect Expenditure 0 864 120 (744) 0 (744) 720.0%
Net Expenditure
0 (864) (120) 744
170 Income
1076 Precept Received 0 262,602 262,602 0 100.0%
1090 Interest Received 151 610 350 (260) 174.4%
1110 Council Tax Support 0 12,524 12,524 0 100.0%
1150 Other Income 0 10,125 2,494 (7,631) 406.0%
Income :- Income 151 285,861 277,970 (7,891) 102.8%
Net Income
151 285,861 277,970 (7,891)
180 Other Services
4520 C.C.T.V. 875 5,860 8,000 2,140 1,497 643 92.0%
Other Services :- Indirect Expenditure 875 5,860 8,000 2,140 1,497 643 92.0%
Net Expenditure
(875) (5,860) (8,000) (2,140)
Continued over page
Page 49 of 61 31/12/2019 Penryn Town Council Page 4
10:53
Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Budget Report
Actual Actual Year Current Variance Committed Funds % Spent
Current Mth To Date Annual Bud Annual Total Expenditure Available
190 Projects & Events
1200 Events Income 0 0 100 100 0.0%
1201 Penryn Town Fair Income 0 1,688 0 (1,688) 0.0%
1352 Penryn Week Income 0 1,114 500 (614) 222.9%
1353 Fair Day Income 0 0 1,000 1,000 0.0%
Projects & Events :- Income 0 2,802 1,600 (1,202) 175.1%
4560 Penryn Week Expenditure 0 2,794 4,000 1,206 1,206 69.9%
4561 Penryn Town Fair 0 3,219 3,600 381 381 89.4%
4563 Penryn Christmas Lights 592 782 1,000 218 218 78.2%
4564 Remembrance Sunday 0 250 300 50 50 83.3%
4566 Neighbourhood Plan 0 5,674 0 (5,674) 356 (6,031) 0.0%
4571 Bee Friendly Planting & Project 0 105 500 395 395 21.0%
4575 Penryn Commemorates Project 0 670 638 (32) (32) 105.0%
4577 Commercial Road Enhancement 0 0 2,000 2,000 2,000 0.0%
4578 Town Hall Roof 0 295 21,324 21,029 21,029 1.4%
4579 Library Heating Project 0 2,943 6,000 3,057 3,057 49.0%
4583 Tree Installation Works 0 0 1,500 1,500 1,500 0.0%
4584 Wall Repair 0 0 5,000 5,000 5,000 0.0%
Projects & Events :- Indirect Expenditure 592 16,733 45,862 29,129 356 28,773 37.3%
Net Income over Expenditure
(592) (13,930) (44,262) (30,332)
6000 plus Transfer from EMR 0 5,652
Movement to/(from) Gen Reserve
(592) (8,279)
200 Public Conveniences
4250 Non-Domestic Rates 66 597 713 116 116 83.7%
4600 Water 0 283 800 517 517 35.4%
4610 Electricity 0 83 157 74 74 53.0%
4615 Repairs & Maintenance 0 48 750 702 702 6.4%
4620 Annual Contracts 364 3,287 5,060 1,773 1,773 65.0%
4650 Consumables 0 0 110 110 110 0.0%
Public Conveniences :- Indirect Expenditure 430 4,299 7,590 3,291 0 3,291 56.6%
Net Expenditure
(430) (4,299) (7,590) (3,291)
220 Temperance Hall
1300 Temperance Hall Hire Income 315 4,690 6,250 1,560 75.0%
Temperance Hall :- Income 315 4,690 6,250 1,560 75.0%
4250 Non-Domestic Rates 310 2,790 3,031 241 241 92.1%
Continued over page
Page 50 of 61 31/12/2019 Penryn Town Council Page 5
10:53
Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Budget Report
Actual Actual Year Current Variance Committed Funds % Spent
Current Mth To Date Annual Bud Annual Total Expenditure Available
4600 Water 447 447 760 313 313 58.8%
4605 Gas 0 1,112 3,360 2,248 2,248 33.1%
4610 Electricity 0 710 1,600 890 890 44.4%
4615 Repairs & Maintenance 0 112 1,000 888 888 11.2%
4620 Annual Contracts 0 134 300 166 166 44.7%
4900 Miscellaneous Expenditure 0 273 300 27 27 90.9%
Temperance Hall :- Indirect Expenditure 757 5,578 10,351 4,773 0 4,773 53.9%
Net Income over Expenditure
(442) (888) (4,101) (3,213)
230 Town Hall
1350 Town Hall Hire Income (42) 5,188 3,900 (1,288) 133.0%
1360 Museum Donations 129 215 150 (65) 143.1%
Town Hall :- Income 87 5,403 4,050 (1,353) 133.4%
4091 Professional Fees 0 0 1,000 1,000 1,000 0.0%
4250 Non-Domestic Rates 712 6,408 7,577 1,170 1,170 84.6%
4600 Water 0 277 311 34 34 89.2%
4605 Gas 0 773 1,500 727 727 51.5%
4610 Electricity 0 445 1,200 755 755 37.1%
4615 Repairs & Maintenance 0 470 2,600 2,130 2,130 18.1%
4620 Annual Contracts 0 589 900 311 311 65.5%
4700 Museum Expenditure 0 (262) 1,200 1,462 1,462 (21.9%)
4701 Wedding Licence Fee (3 yrly) 0 1,210 1,210 0 0 100.0%
4900 Miscellaneous Expenditure 0 140 500 360 360 28.1%
Town Hall :- Indirect Expenditure 712 10,050 17,998 7,948 0 7,948 55.8%
Net Income over Expenditure
(625) (4,647) (13,948) (9,301)
240 Penryn Library
1400 Library Income 59 1,107 1,400 293 79.1%
Penryn Library :- Income 59 1,107 1,400 293 79.1%
4091 Professional Fees 0 0 1,500 1,500 1,500 0.0%
4250 Non-Domestic Rates 737 6,628 7,920 1,292 1,292 83.7%
4600 Water 29 167 800 633 633 20.9%
4605 Gas 341 (1,804) 2,200 4,004 4,004 (82.0%)
4610 Electricity 0 (817) 3,630 4,447 4,447 (22.5%)
4615 Repairs & Maintenance 0 1,188 3,500 2,312 2,312 33.9%
4617 Interior Decoration 0 0 7,000 7,000 7,000 0.0%
4620 Annual Contracts 0 447 2,510 2,063 2,063 17.8%
4900 Miscellaneous Expenditure 0 0 200 200 200 0.0%
Penryn Library :- Indirect Expenditure 1,107 5,809 29,260 23,451 0 23,451 19.9%
Net Income over Expenditure
(1,048) (4,702) (27,860) (23,158)
Continued over page
Page 51 of 61 31/12/2019 Penryn Town Council Page 6
10:53 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Budget Report
Actual Actual Year Current Variance Committed Funds % Spent
Current Mth To Date Annual Bud Annual Total Expenditure Available
250 Health & Safety
4625 Annual Inspections 0 680 500 (180) (180) 136.0%
Health & Safety :- Indirect Expenditure 0 680 500 (180) 0 (180) 136.0%
Net Expenditure
0 (680) (500) 180
260 Memorial Garden
4610 Electricity 74 208 150 (58) (58) 138.8%
4615 Repairs & Maintenance 560 864 1,500 636 187 449 70.0%
Memorial Garden :- Indirect Expenditure 634 1,072 1,650 578 187 391 76.3%
Net Expenditure
(634) (1,072) (1,650) (578)
900 Earmarked Reserves
9020 EMR - Rent Permarin 0 0 1,604 1,604 1,604 0.0%
9044 EMR - Glasney Playing Field 0 0 1,000 1,000 1,000 0.0%
9046 EMR - Broad Street Pavements 0 0 30,000 30,000 30,000 0.0%
9050 EMR - Neighbourhood Plan 0 8 10,423 10,415 10,415 0.1%
9053 EMR - Temperance Hall Decoration 0 0 5,000 5,000 5,000 0.0%
9054 EMR - Permarin P. Park Grant 0 0 9,838 9,838 9,838 0.0%
Earmarked Reserves :- Indirect Expenditure 0 8 57,865 57,857 0 57,857 0.0%
Net Expenditure
0 (8) (57,865) (57,857)
6000 plus Transfer from EMR 0 8
Movement to/(from) Gen Reserve
0 0
Grand Totals:- Income 1,093 308,164 292,672 (15,491) 105.3%
Expenditure 26,101 228,623 448,054 219,431 6,827 212,603 52.5%
Net Income over Expenditure
(25,009) 79,541 (155,382) (234,922)
plus Transfer from EMR 0 5,660
Movement to/(from) Gen Reserve
(25,009) 85,201
Page 52 of 61 COUNCIL
3 FEBRUARY 2020
Investments Update
Author: Robert Oliver, Finance Officer
1. Background
At the December 2019 council meeting it was agreed that funds be invested in Triodos, the Co-op bank and Metro bank.
This is to provide an update on those investments.
2. Discussion
The application for a fixed term deposit account has been made to Triodos, they requested some further information which was sent on 22 January 2020. The process can take up to 14 days.
The Co-operative bank only offer the fixed term deposit to customers who have a business bank account. Having applied for the business a bank account we have since been informed that they cannot offer an account to a Council. Despite a number of phone calls to Co-op, unfortunately, there is not an account available to us. They have confirmed that this is due to the nature of a Council and they do not have accounts available for local authority/government.
An application has been made to Metro Bank, the process can take up to 30 days, application made on 15 January 2020.
Given that funds cannot be invested with Co-op currently the £85,000 has been invested with Lloyds for 42 days to ensure there is a return.
3. Recommendation
That the information be noted.
4. Appendices
None
Page 53 of 61
COUNCIL
3 FEBRUARY 2020
Community Grants
Author: Helen Perry, Town Clerk
1. Background
For the year ended 31 March 2020, Council has allocated a total fund for community grants of £7,000, of which £2,451.10 currently remains unallocated. All community grants are considered in accordance with the Town Council’s Community Grants Policy.
2. Discussion
Community Grant requests has been received from:
• Small Acts Ltd • Penryn & Falmouth Sea Cadets • Chyan Community Trust
Copies of the application form(s) are attached as an Appendix to the report.
3. Recommendation
That the Committee considers each request for a Community Grant
4. Appendices
1. Small Acts Ltd – Grant Application 2. Falmouth and Penryn Sea Cadets – Grant Application 3. Chyan Community Trust – Grant Application
Page 54 of 61
Penryn Town Council GRANT APPLICATION FORM PLEASE COMPLETE IN BLOCK CAPITALS
Organisation Small Acts Ltd
Registered Charity Small Acts is a Social Enterprise. No. (if applicable) We are incorporated as a private not for profit company limited by guarantee with social enterprise clauses.
Purpose of The objects of the company are to benefit the community, in particular but Organisation not limited to: • developing socially engaged arts projects • working to bring people together • promoting face-to-face communication Small Acts directors and lead artists Katie Etheridge and Simon Persighetti deliver these objects by creating high quality participatory arts projects for and with communities in Cornwall and across the UK.
Total No. of 2 Total No. of 2 Members Members in the (if applicable) Parish of Penryn (if applicable)
Contact Name Simon Persighetti
Amount Applied For £ 275
Purpose of Grant Small Acts are applying for a Community Grant towards the creation of a major project planned for 2020, called “Future Pub”. The project aims to create a high quality participatory live performance that can engage, entertain and challenge communities in Cornwall and across the UK, stimulating public interest in the future of our social landscapes.
Nearly a quarter of UK pubs have closed since 2008. As the impact of these closures on communities is emerging, we want to focus a spotlight on the relationships between pubs, people and places.
Drawing on testimonials from licensees, brewers, campaigners and communities, Future Pub will investigate pubs as places of memory, local connectedness and distinctiveness, and intergenerational exchange. Conjuring the social territories and atmospheres defined by the layout of traditional pubs we will incorporate film content, archive material, conversations and pub entertainment modes such as games, quizzes and open mic.
Within the set, the ‘pub TV’ will act as a portal to a diverse range of voices and opinions. We will also use it as a ‘time machine’ to evoke visions of the future informed by the real economic, political and social forces that erase, erode and transform pubs today.
Project activities will include oral history training, interview and reminiscence sessions, writing and rehearsing, bringing in artistic collaborators, film making and pilot showings.
Each show will feature conversations, stories and histories of pub life directly researched in each performance location. Our work aims to stimulate public interest in and care for the heritage and distinctive social character of each locality.
Page 55 of 61
Research and development of the show began its life in Penryn but the work has implications and relevance locally and nationally. There has been support from Hall for Cornwall to trial some ideas and we are now applying to other arts funders (Feast and ACE) to take “Future Pub” to the next stage (February to May 2020).
A Community Grant would be very helpful in releasing such funds and strengthening the impact and profile of the project.
A grant from Penryn Town Council will enable Katie Etheridge & Simon Persighetti to present a free pilot performance of the show to a Penryn audience and to run a free Reminiscence Workshop on the history of Penryn pubs for members of the local community. Penryn Town Council’s support for the production will be acknowledged in all publicity and promotional material for “Future Pub”.
We are happy to have a meeting and conversation about the project with the relevant Penryn Town Councillors / Officers should you wish for further information.
Katie and Simon have a track record of creating arts projects and community gatherings in and for Penryn including:
• Katie got 100’s of people involved in her live art game Faceback at Penryn Arts Festival 2013, creating many connections between people in the town. • Katie and Simon created a series of public participatory events on the site of the former Glasney College, to animate, awaken, and map the ‘invisible’ building in the 750th year of its founding (2015) https://glasneyvisions.wordpress.com/ • “Stormy Nights” was a popular bi-annual evening of short acts and tall tales all inspired by Penryn’s History (performances took place at the Seven Stars Inn and Penryn Federation) • Simon wrote Penryn Community Theatres Panto in 2016 (“Tractor the Future”) • With Rob Brinkhoff (former landlord of the Seven Stars) Katie and Simon have organised 3 Seven Stars Reunion/Community Pop-up Pub events. The Seven Stars is now recognised as an Asset of Community Value.
WEBSITE: Please note Small Acts website is under development. For information on our national and international projects please see: etheridgepersighetti.com
Have you received a grant from Penryn Town No Council in the last 3 years? If yes, please give date(s) and amount received
Details of Other Organisation Amount Applied Awarded Bodies Approached For Yes/No/Pending
FEAST Cornwall Arts Funding & £1,000 Pending Promotion Organisation
ARTS COUNCIL National Arts Funding Body £14,000 Pending
Page 56 of 61
Penryn Town Council GRANT APPLICATION FORM PLEASE COMPLETE IN BLOCK CAPITALS
Organisation FALMOUTH & PENRYN SEA CADETS
Registered 300538 Charity No.
Purpose of FALMOUTH AND PENRYN SEA CADETS – TS ROBERT HICHENS – IS A VOLUNTEER- Organisation RUN YOUTH DEVELOPMENT ORGANISATION. WE USE WATERBORNE RECREATIONAL ACTIVITIES – ROWING, SAILING, POWER BOATING AND PADDLE SPORTS – TO ENGAGE CREATIVELY WITH YOUNG PEOPLE OF 10 TO 18 YEARS OLD. THE NAVAL ETHOS OF COMMITMENT, HONESTY, INTEGRITY, LOYALTY, RESPECT, SELF-DISCIPLINE AND COURAGE, INSTILS IN YOUNG PEOPLE LIFE SKILLS, VOCATIONAL PROSPECTS AND A SENSE OF BELONGING. WE USE BOTH PRACTICAL AND THEORETICAL APPROACHES. LEARNING THROUGH CREATIVE ADVENTURE IN A SAFE ENVIRONMENT IS WHAT WE DO BEST. WE USE THE WATER AND CAMPING ACTIVITIES TO GENERATE CAMARADERIE, STRATEGY, RESPONSIBILITY, TEAMWORK, COMMUNICATION AND A PLETHORA OF OTHER LIFE SKILLS THAT ARE NOT AS EVIDENT IN A CLASSROOM ENVIRONMENT. WE OFFER YOUNG PEOPLE AND VOLUNTEERS A SENSE OF BELONGING, IN A SAFE PLACE WHERE MENTAL AND PHYSICAL WELLBEING ARE PARAMOUNT. FURTHERMORE, WE EMPOWER EVERYONE TO GAIN VOCATIONAL OPPORTUNITIES: CHILDREN AND ADULTS CAN ACHIEVE NATIONALLY RECOGNISED QUALIFICATIONS, INCLUDING PROJECT MANAGEMENT, EVENT COORDINATION, LESSON PLANNING, PERSONAL DEVELOPMENT AND A MULTITUDE OF BOATING QUALIFICATIONS.
Total No. of 30 CADETS, 6 ADULT VOLUNTEER STAFF, Total No. of 12 Members 8 ADULT TRUSTEES, 6 ADULT ASSISTANTS Members in the (if applicable) Parish of Penryn
Contact Name CAPTAIN MIKE NIXON OBE RN – CHAIRMAN OF TRUSTEES
Amount £1000 Applied For
Purpose of OUR SHOWER ROOMS WERE INSTALLED OVER TEN YEARS AGO. THEY HAVE Grant BEEN IN CONSTANT USE EVER SINCE, OFFERING MUCH NEEDED HOT SHOWERS AND TOILETS AFTER BOATING AND OTHER ACTIVITIES. WITH SUCH HIGH USAGE (SEE FIGURES BELOW), THEY HAVE INEVITABLY FALLEN INTO DISREPAIR. OF THE FIVE SHOWERS ONLY THREE ARE WORKING, OUR DISABLED TOILET DOES NOT HAVE A SHOWERING FACILITY AND OF THE FIVE CONVENIENCE FACILITIES ONLY THREE ARE RELIABLE. FINALLY, THE MALE TOILETS HAVE THE OLD RUGBY CLUB-STYLE URINALS WHICH ARE UNHYGIENIC.
WITH YOUR SUPPORT WE WOULD BE IN A POSITION TO MAKE THESE VITAL FACILITIES INCLUSIVE, HYGIENIC AND FUNCTIONAL. WE WOULD BE IN A POSITION TO HAVE SIX SHOWERS, INCLUDING ONE FOR A DISABLED USER. WE WOULD BE ABLE TO HAVE FIVE TOILETS AVAILABLE AS WELL AS A MODERN URINAL FOR THE MALE TOILETS. WE WOULD INSTALL POWER SHOWERS TO SAVE ON BILLS AND TO ENABLE CADETS AND VOLUNTEERS TO HAVE INSTANT HOT WATER. WE WILL NEED TO RE-PLASTER AND RE-TILE THE CURRENT WALLS
Page 57 of 61
AND RE-LAY THE FLOORS, SINCE CONSTANT USE HAS CAUSED IRREPARABLE DAMAGE TO BOTH.
WE WILL NEED TO WORK ON ALL FOUR ROOMS: FEMALE, MALE, DISABLED AND ADULT VOLUNTEER CONVENIENCE FACILITIES. THE ADULTS MUST HAVE SEPARATE FACILITIES FOR SAFEGUARDING PURPOSES. WE WILL SOURCE THE MATERIALS FROM A LOCAL BATHROOM COMPANY AT FAVOURABLE RATES, AND WE ARE ENGAGING WITH LOCAL BUILDERS AND TRADESMEN TO CARRY OUT THE WORK. FURTHERMORE, WE HAVE SECURED £15,000 OF MATCHED FUNDING FROM THE SEA CADET CORPS TO HELP US IN THIS PROJECT, WHOSE TOTAL OUTLAY IS EXPECTED TO BE APPROXIMATELY £23,000.
THE CURRENT KITCHEN IS NOW SOME 15 YEARS OLD AND IS BECOMING INCREASINGLY EXPENSIVE TO MAINTAIN IN GOOD ORDER AND IN ACCORDANCE WITH HS&E RULES. WHILE THE CARCASES ARE PROBABLY ONLY IN NEED OF REPLACEMENT DOORS, THE WORKTOP, COOKER, EXTRACTOR HOOD AND BASINS ARE AT THE END OF THEIR USEFUL LIVES AND SHOULD BE REPLACED. I DON’T HAVE A RELIABLE COST FIGURE TO HAND YET; I WILL BE GOING OUT TO TENDER IN THE NEXT COUPLE OF MONTHS. BUT AGAIN, WE CAN EXPECT A DEGREE OF MATCHED FUNDING FROM SEA CADET HEADQUARTERS.
WE WOULD LIKE TO BE ABLE TO OFFER OUR FACILITIES TO COMMERCIAL ORGANISATIONS LOCALLY, IN RETURN FOR A DONATION TOWARDS OUR RUNNING COSTS. MODERN SHOWERS, TOILETS AND KITCHEN WILL GO A LONG WAY TOWARDS BEING ABLE TO ACHIEVE THAT AIM.
THE FOLLOWING DATA IS TAKEN FROM THE MINISTRY OF DEFENCE DATABASE THAT IS USED BY THE CADET FORCES. THE FIGURES ARE BASED ON A 48-WEEK YEAR.
• AS A GROUP WE HAVE 30 CADETS ATTENDING TWICE WEEKLY = 1,440 USERS A YEAR • 6 ADULT VOLUNTEERS TWICE A WEEK = 288 USERS • 10 COMMITTEE MEMBERS ONCE A MONTH = 110 USERS • 80 AREA CADETS 20 TIMES A YEAR (2.5 DAYS AT A TIME) = 1,600 USERS • 10 AREA VOLUNTEERS FOR 20 WEEKENDS = 200 USERS • COMMUNITY USERS ESTIMATE = 300 USERS
THE TOTAL IS ALMOST 4,000 USERS PER YEAR. ON AVERAGE THIS WILL INCREASE BY 10% YEAR-ON-YEAR OF THE PRODUCT LIFE, PARTICULARLY IF WE ARE SUCCESSFUL IN ATTRACTING COMMERCIAL ORGANISATIONS TO USE OUR BUILDING.
Have you received a grant from Penryn Town No Council in the last 3 years? If yes, please give date(s) and amount received
Details of Organisation Amount Applied Awarded Other Bodies For Yes/No/Pending Approached
MSSC £15000 YES
GANNETT FOUNDATION £8000 PENDING
HOWDENS £500 YES
Page 58 of 61
Penryn Town Council
GRANT APPLICATION FORM PLEASE COMPLETE IN BLOCK CAPITALS
Name of Chyan Community Trust Organisation
Registered Charity 1043799 No. (if applicable)
Purpose of To promote organic food production and courses and to enable the Organisation access to nature for families and children in need.
Total No. of NA Total No. of NA Members Members in the (if applicable) Parish of Penryn (if applicable)
Contact Name Kate Mageary (trustee)
Amount Applied For £300
Purpose of Grant Chyan Community learning 1.To pay for tutors and promotion/administration of Family and Children courses. 2. Promoting Well Being through organic gardening and food production, bee-keeping, forest school and green gym (fitness outdoors) every Saturday (electric zero emission minibus to help those access activities who have no money/low incomes and benefits) 3. Project to be launched at The Well Being Fair for community access/to find out about the environment/available allotments/ Chyan Community Learning courses. 4. Climate friendly - helping alleviate the anxiety/lack of action about climate change
Have you received a grant from Penryn No Town Council in the last 3 years? If yes, please give date(s) and amount received
Details of Other Organisation Amount Applied Awarded Bodies Approached For Yes/No/Pending
Leonard Laity Stoate Leonard Laity Stoate £2000 Pending Charitable Trust Charitable Trust
Councillors fund Councillors fund £1000 Pending
Fund raising/ own £500 Yes volunteers
Page 59 of 61
COUNCIL
3 FEBRUARY 2020
Projects Update
Author: Robert Oliver, Finance Officer
1. Background
Due to the number of on-going projects within the Council it was agreed that a projects group be created with the aim of pushing these projects forward. The group last met on Thursday 23rd January 2020.
2. Discussion
There are several projects ongoing, an update is as follows:
• Public Toilet, Library – Building Regs approval received on 22/1/20 now obtaining quotes so the work can begin will aim to get to March Council meeting. • Library Wall – Now guttering has been completed, obtaining quotes for wall repairs, February/March Council meeting. • Temperance Hall – Outside now agreed, obtaining quotes for internal works, February/March Council meeting. • Library Heating Project – Council decided that all the options regarding the heat issue in the library need investigating. Finance Officer trying to get heating/roofing experts to visit the library and advise. • BMX Track – Awaiting report will wait to see what arises before taking any further. • Town Hall Floor – Application for listed building consent made, awaiting flooring specialist to visit. • Permarin cark Park – Wednesday 18 March confirmed with the line markers as the date to proceed. Start advertising car park closure. • Town Hall Roof – Councillor Edwards has inspected the roof and provided a verbal estimate. Awaiting written details of the work so quotes can be put to Council at the March meeting.
Below is a list of projects that have recently been completed.
• Railings – Railings now painted • Shute Meadow Car Park – Car Park fence painted • Display Cabinet CCTV – CCTV Installed in the Library • Red Phone Box – Now painted and defib installed • Library Guttering – New guttering in place • Benches – Three Benches in the town have been removed, repaired and painted.
3. Recommendation
That the report is noted.
4. Appendices
None
Page 60 of 61
COUNCIL
3 FEBRUARY 2020
Saracen Award - Medals
Author: Helen Perry, Town Clerk
1. Background
At the Council meeting held on 4 November 2019, the Council resolved to look at the number of medals that are issued to joint recipients of the Saracen Award.
2. Discussion
In previous year’s where an award has been awarded jointly, one medal has been issued with all individual members receiving a framed certificate.
Council’s Standing Orders in relation to Saracen Awards are shown below:
28 SARACEN AWARDS a The Council will consider nominations for Saracen Awards biannually (from 2015) at the November meeting of full Council (subject to Standing Order 28(h) b Nominations for Saracen Awards will be invited by notice in the local press and through the Town Council’s noticeboard, website and social media in the first week of October and announced at the October meeting of the full Council (subject to Standing Order 28(h) below). c No more than two awards may be granted in any one year. d Awards will be restricted to individuals who have at some time resided or worked in the Parish of Penryn, or to organisations based or serving in Penryn. e Current serving members of Penryn Town Council will be ineligible f Councillors or the Council as a body are permitted to nominate. g The Council is not obliged to make two, or any awards in any year. h The Town Mayor may exercise prerogative regarding the frequency and timing of the awards
Under standing order 28c, no more than two awards may be granted in any one year, the medal has always been known as the ‘award’, therefore, to comply with the standing orders a maximum of two medals are issued.
3. Recommendation
That Council decides if it wishes to issue additional medals to Saracen Award recipients and changes are made to standing Orders to reflect Council’s decision
4. Appendices
None
Page 61 of 61