MINUTES OF THE ST NEOT PARISH COUNCIL MEETING HELD ON WEDNESDAY, 18 TH JULY 2018 AT 7:30PM IN THE COMMITTEE ROOM, ST NEOT SOCIAL CLUB, ST NEOT

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1 MINUTES OF THE ST NEOT PARISH COUNCIL MEETING HELD ON WEDNESDAY, 18 TH JULY 2018 AT 7:30PM IN THE COMMITTEE ROOM, ST NEOT SOCIAL CLUB, ST NEOT Present: Councillors Dr L Jones (Chair), H Bunt, R Berrett, D Lucas, C Smith, S Daniel, A Bellringer, N Ball, G Rogers and P Critchon. Jenny Hart for the public participation part of the meeting Cornwall Councillor M Eddy Sue Blaxley (Parish Clerk) The Chair opened the meeting at 7:30pm. Public Participation Jenny Hart explained that she is concerned about access onto the moor from West Northwood. She said that the definitive PROW map shows that there is no access onto the moor from West Northwood and that she has been advised by Cornwall Council to seek modification orders to the definitive PROW map in order to clarify some routes as public rights of way. She explained that she has submitted modification orders to Cornwall Council for three footpaths with accompanying witness statements. The Chair said that it may be useful to have the support of Cornwall Councillor M Eddy in this respect. She said the matter would be discussed at the September meeting of the parish council. Jenny Hart also said that some of the gates between fields in the area are locked in such a way so as to prevent the landowner from driving a tractor through in order to access other fields. The Chair said this is a private matter as it does not relate to public rights of way. 1. Apologies Apologies were received from Councillor O Burrows. 2. To confirm the minutes of the last meeting The minutes of the meeting held on 13th June 2018, having previously been circulated, were agreed as an accurate record. 3. Declarations of interest in items on the agenda None

2 4. To receive a report on any matters arising from the previous meeting The Chair said that the Clerk has circulated an up to date list of the contact details for all councillors. Councillor H Bunt said that the Clerk s contact details need to be added to the list. The Clerk said she would action this. 5. To receive the Chairman s Communications The Chair explained that she had received a complaint from two parishioners regarding the smell emanating from the foul drainage pipe belonging to Trevenna. The Chair said that she visited the site when the complaint was made, in the presence of Jonathan Rowe and the complainants, and that she witnessed milky, cloudy water emanating from the pipe into the stream. She said the discharge also smelt unpleasant. It was noted that this matter had been discussed at previous meetings of the parish council and that at the meeting of the parish council in November 2017, some discussion took place as to whether the matter should be reported to the Environment Agency. However, a formal recommendation was not made to this effect. The Chair said that she has tried to find a solution that will satisfy all the parties concerned and, in this respect, Jonathan Rowe has put forward a plan detailing short, medium and long term action that he will take to rectify the problem. She said that this plan has been compiled by a specialist company. She said that she has arranged to meet with Jonathan Rowe and the parishioners concerned in mid-august when the results of the chemical analysis of the discharge are available and to look at the plan of action put forward by Jonathan Rowe. It was agreed that Cornwall Councilor M Eddy and Councillor R Berrett would also attend this meeting and report back to the September meeting of the parish council. Councillor R Berrett said that he could not understand why the parish council is being drawn into a matter which is the Environment Agency s remit. Councillor N J Ball asked if the problem is occurring because the number of guests allowed at the venue under the planning permissions is being exceeded. The Chair said this is not the case and that all planning permissions are being complied with. Councillor N J Ball said that the parish council is allowing the problem to persist by not reporting it to the Environment Agency and that there could be an environmental disaster over the summer if the effluent kills all the fish in the water course. Councillor P Crichton suggested the hatchery should be informed. Councillor H Bunt said that Jonathan Rowe is doing his best to address this issue and that the parish council do not know for certain that the chemical composition of the discharge is such as to be contaminated. Councillor S Daniel said she agreed with Councillor H Bunt regarding the chemical composition of the discharge and that the parish council should be aiming to rectify this issue with Jonathan Rowe. Councillor A Bellringer commented that the discharge may be smelly but this does not mean it is contaminated enough to

3 be dangerous. He said that if a permanent solution is not put forward by Jonathan Rowe in August, the parish council must report the matter to the Environment Agency. Councillor P Critchon said that the parish council does not want to act in a way that will be detrimental to his business. Councillor G Rogers said that as this is not an agenda item, the matter should not be discussed and that the parish council is not an expert in this matter so cannot know for sure if there is a problem. Councillor C Smith said that some of the actions suggested, such as removing the sludge from the septic tanks on a regular basis, may make the problem worse as it will destroy the bacteria in the septic tanks. He said the parishioners should be reporting the matter to the Environment Agency. It was agreed that the matter would be discussed at the September meeting of the parish council. The Chair said that she had received complaints from parishioners regarding a bonfire that was lit in the garden of a property in the centre of the village. She said that she had suggested to the complainant that they liaise with the residents who had lit the bonfire and express their concerns. It was agreed that the parish council do not want to become involved in this matter. She said that one of the complainants was also concerned about the volume of the music from the builders radios who are working at Cott. The Chair said that the Senior Planning Officer, James Hills, left a voice message informing her that he had now received a response from Mr Best's office stating that a fellow acoustician colleague confirmed that neither he nor Mr Best carried out any noise survey after the Tredinnick turbine was erected. It was agreed that the matter would be discussed at the September meeting of the parish council. The Chair said that she had received a letter from a parishioner saying how much their family is enjoying the play area and, in particular, the new gym equipment and thanking the parish council for their imaginative approach to parishioners health and wellbeing. 6. To answer any questions from Councillors, previously notified to the Clerk None 7. To receive a report from the Clerk The Clerk explained that there is a revised register of interests form which has to be completed by all councilors. She asked that all councilors return their completed form to her by the September meeting. She said that there is not a requirement for the information to be included on the parish council s website and that if councilors did not want it included on the website, they should notify her.

4 She said that it is on Cornwall Council s website with personal signatures blanked out. She also said that if councillors wanted their photograph put on the parish council website, they should provide her with a suitable image. The Clerk said that all councilors must attend Code of Conduct training every 2/3 years and that there are a number of training courses available in this respect. She asked all Councillors who had not completed the training within the last 2/3 years to enroll onto a training course. 8. Councillor Surgery at Local Produce Market To receive feedback from the Councillor surgery on Saturday 7 th July 2018 and to appoint a volunteer for the next surgery on Saturday 5th August 2018 The Chair said that she had attended the market and that a parishioner had expressed concerns regarding overhanging branches from the trees on the playing field side of the river into the gardens of properties opposite the playing field. She said that a parishioner had volunteered to work on a Neighbourhood Development Plan if the parish decides that this is a course of action they wish to pursue. She said that Jenny Hart had also spoken to her about the PROW which had been considered during the public participation section of this meeting. Councillor P Crichton said that she would attend the market on Saturday 5 th August To receive reports from - a) Cornwall Councillor M Eddy Cornwall Councillor M Eddy said that the boundary review is still ongoing and that Menheniot will be incorporated into the ward with St Cleer, St Neot and Warleggan. He said that there are areas of contention concerning the Lostwithiel boundary. With reference to the proposed merger of Dorset Police with Devon and Cornwall, he said that he thinks this would dilute the frontline resources for Cornwall. He said that there is considerable encroachment onto the moor opposite the entrance to Fairview caused by vehicles. He said that he thinks a passing place would help to overcome this problem and that he has to submit a bid to Cornwall Council for works such as this by next week. Councillor H Bunt said that the provision of a passing place in this location may result in a problem further along the road. Councillor S Daniel said that the problem is more paramount when the moor is very wet and became an issue when the improvement works to the A30 were being undertaken. Councillor A Bellringer said that a passing place cannot be put in everywhere on the moor when there is a problem such as this. Councillor G Rogers said that the provision of a passing place is a good idea

5 provided it does not become a layby. It was proposed by Councillor C Smith and seconded by Councillor P Critchon that the parish council asks Cornwall Councillor M Eddy to submit a bid to Cornwall Council for a passing place of tarmac construction opposite Fairview with a sign in the passing place forbidding its use as a layby. All Councillors voted in favour of this proposal except for Councillor S Daniel who voted against and Councillor D Lucas who abstained from voting. Cornwall Councillor M Eddy said he was making some progress with the provision of superfast broadband throughout the parish. He said that there is a crisis with adult social care in Cornwall in terms of funding shortages and that decisions will have to be made regarding the care packages that are currently in place for some of these adults. b) Goonzion Commoners Councillor H Bunt said that some ragwort has been pulled on Goonzion but more needs to be pulled. It was agreed that councilors would meet at Crowpound on Wednesday 25 th July 2018 at 6:30pm to pull the remaining ragwort. Councillor P Critchon asked how the ragwort is disposed of. Councillor C Smith said that it is double bagged and incinerated at the recycling centre. c) Bodmin Moor Parishes Group and Liskeard Looe Community Network Panel None 10. To authorise the signing of orders for payment, including Councillor G Rogers left the meeting during discussion of the following item. Julie Ball (Toilet cleaning July) EDF Energy (Electricity for Pavillion) Higos Insurance Services Ltd (Public Liability Insurance) Information Commissioner s Office (ICO Registration) EDF Energy (Parish Lighting) S W Water (Water for Pavillion) S W Water (Water for Toilets) Penhaligons (Printer Ink) Cornwall Council (Printing St Neot News) Julie Rowe (Cleaning Cott Yard) Christian Smith (Materials for carnival float) It was proposed by Councillor Dr L Jones and seconded by Councillor R Berrett that all of the above orders for payment be authorized. All Councillors voted in favour of this proposal.

6 The Clerk explained that she was in receipt of an invoice from Gary Rogers in the sum of 1,440 for cutting the PROW. She said that the contract states that payment will be made in two installments, one now and one in December and that therefore, for audit purposes, she required one invoice for 720 now and one invoice for 720 in December. In addition, she explained that she requires the cutting schedules before the invoice is paid and that the works should be inspected prior to payment. It was proposed by Councillor C Smith and seconded by Councillor H Bunt that the Clerk be authorized to pay Gary Rogers the sum of 720 upon the submission of an invoice for that amount together with the cutting schedules for the work undertaken and confirmation from councilors that the work has been undertaken to the requisite standard. All Councillors voted in favour of this proposal. Councillor G Rogers returned to the meeting. 11. To receive correspondence from - None None a) Cornwall Council b) Others 12. Finance Report To receive a current financial statement of the accounts The Clerk reported that this month we have received income of for the use of the pavilion as a post office, 4, grant from Viridor for the adult fitness equipment and 100 for website advertisements. The accounts balance at 63, Goonzion To consider having a litter pick and barbeque on Goonzion The Chair said that the scouts and beavers have finished for the summer break and suggested that this matter be discussed again in the Spring.

7 To receive and consider quotations for the provision of new signs on Goonzion Councillor C Smith explained that he has been attempting to source appropriate wood for the new signs on Goonzion. He said that he has contacted a company called The Grain in Liskeard who manufacture signs made of marine ply onto which lettering is laser engraved. He said that the paint has a seven-year life expectancy and the cost is 600 per square metre plus VAT. He said this will equate to approximately 100 per sign plus VAT. He said the signs can be traditional with white wood and black lettering and can have finger post or rounded ends. It was noted that the post for the sign at the top of Tripp Hill needs up righting and that the traditional Crowpound sign will remain at the crossroads. Councilor R Berrett said that he considers that traditional black and white finger post signs would be suitable. Councillor S Daniel said that the signs need to be empathetic to the surroundings. Councillor A Bellringer said that the signs should be made of the best quality wood and that any posts should be replaced if needed. Councillor P Critchon asked how the signs would be repainted in seven years time. Councillor C Smith explained that the onus would be on the parish council to repaint the signs. It was proposed by Councillor S Daniel and seconded by Councillor N J Ball that the signs be made of marine ply, painted white with black lettering with finger post ends and that Councillor C Smith obtain a fixed price quotation for the signs to be submitted to the September meeting of the parish council. All councillors voted in favour of this proposal. 14. Doorstep Green and Playing Field To consider the future cleaning of the Pavillion It was noted that, as reported at the last meeting of the parish council, the WI had hired the Pavillion and found it to be unclean inside. Some discussion took place about employing a cleaner to clean the interior on a regular basis. Councillor R Berrett said that he did not consider that a fortnightly clean would solve the problem as the building would only remain clean for a day or two after the clean. Councillor S Daniel said the sink area and general appearance of the interior is unclean. Councillors A Bellringer and D Lucas said that if the interior of the building was cleaned for one hour on a fortnightly basis, this would improve the overall cleanliness provided the users also undertake cleaning after use. Councillor P Critchon said the interior of the building needs a thorough deep clean and the cupboards need sorting out and cleaning out inside before a regular cleaner is employed. She said she would be willing to undertake the deep clean and thereafter, a cleaner could be employed. Councillor G Rogers said that a cleaner for one hour a fortnight will be a waste of money. Councillor C Smith said that the interior of the building needs to be cleaned for one hour/week. It was proposed by Councillor C Smith and seconded by Councillor D

8 Lucas that Councillor P Critchon undertakes a deep clean of the interior as soon as possible. All councillors voted in favour of this proposal. It was proposed by Councillor D Lucas and seconded by Councillor P Critchon that, following the deep clean, Julie Ball be asked to clean the Pavillion for one hour a week. Seven Councillors voted in favour of this proposal and two against. The proposal was therefore carried. It was noted that the money paid by the Post Office to rent the Pavillion can be used to pay for the cleaner. To receive and consider a report on any other matters arising relating to Doorstep Green and the Playing Field It was noted that the Doorstep Green working party was now operational and that Councillors C Smith, O Burrows, G Rogers, S Daniel, H Bunt and P Critchon will represent the parish council on this working party. The Chair said that Councillor O Burrows has suggested that a shed or green box be erected in the garden for the storage of tools and a wheelbarrow. Councillors expressed some concern about providing tools for others to use in terms of liability. However, Councillor P Crichton said, a parishioner's daughter has kindly donated some tools, which could be used by the volunteer gardeners. Councillors agreed that the provision of a shed or green box was a good idea and it was agreed that Councillor O Burrows would be asked to submit details of what is needed and a quotation for the shed or green box at the September meeting of the parish council. The Chair said that she had received a request from Liskeard and Looe Tangent Club for the use of Doorstep Green for a Smite Challenge on the evening of July 26 th Some discussion took place about whether a request for a donation towards the community garden should be made. It was proposed by Councillor C Smith and seconded by Councillor S Daniel that the request to hold a Smite Challenge on the evening of July 26 th 2018 be approved and that the organisers be informed that any donations they may wish to make towards the community garden would be gratefully received. All Councillors voted in favour of the proposal. The Chair said that she had also received a request to allow overflow car parking on the playing field when the Loveny Male Voice Choir use Doorstep Green for their concert, as previously agreed, on 4th August In addition, they have asked if they can plug their keyboard into the power supply in Doorstep Green. Councillor C Smith and G Rogers said that the playing field should not be used for car parking on a regular basis. Councillor A L Bellringer said that the use of the playing field for car parking is weather dependant. Councillor S Daniel said that there is an event taking place in the Church on the same day and visitors to that event will also be seeking parking. Councillor H Bunt said that it will be during the school holiday period and children will be playing football and other activities on the playing field and there is a conflict between children playing and vehicles manoeuvring. He said that the playing field could be used for vehicles to park whilst equipment is being loaded and unloaded for the concert but should

9 not be used as a car park on this occasion. Councillors R Berrett and N J Ball said that the parish council does not want to change the playing field into an overflow car park. Councillor P Critchon said that she did not see a problem with vehicles parking on the playing field for the duration of the concert. She said that the gate at the far end of the playing field is difficult to latch. It was proposed by Councillor N J Ball and seconded by Councillor A L Bellringer that the playing field can be used by vehicles loading and unloading equipment for the concert but not for overflow parking. The use of the electricity supply for the keyboard would be acceptable and that the organisers be informed that any donations they may wish to make towards the community garden would be gratefully received. All Councillors voted in favour of the proposal except for Councillor P Critchon who voted against. Councillor G Rogers explained that there is now a checklist in place for the play equipment inspections. He reported that he had inspected the equipment this evening and that the climbing blocks on the multi wood play equipment are a little loose as is the wooden frame for the basket swing. He said that this is due to the very dry weather and the wood will swell again when it rains. He said that he did not consider either issue to be dangerous. He said that the rubber resistance on the four pieces of adult fitness equipment that should have it is not operating. The Clerk said she would contact Schoolscapes in the morning and ask them to rectify this problem. He said the goal is suffering from metal fatigue and that one brace is broken. He suggested moving the goal to another area of the playing field after the school summer holidays and possibly re turfing the grass area currently in front of the goal. Councillor C Smith said that he would obtain some quotations for the re turfing of the area in front of the goal in time for the September meeting of the parish council. Councillor G Rogers said that he was very impressed with the grass cutting. Councillor H Bunt said that the Headteacher of St Neot Primary School has expressed concerns regarding a poplar tree in Doorstep Green, the branches of which are overhanging the school grounds. Some discussion took place as to whether this was a matter for the parish council. The Chair read out a letter from Derek Fairhall on behalf of the young people of the parish. He said that the Loveny River which bounds its length, causes a problem when youngsters mis-kick a football into the river and then see it swept away downstream. He said the normal way of trying to prevent the loss of the ball is to clamber onto the dam which been created halfway down the river boundary in the hope that the ball will stop and allow them to retrieve it. With the increased flow of the river which occurs most summers, however, the ball flows over the dam and is lost. He says there is a real danger of someone falling from the dam into what currently is deep water, hurting themselves and getting into difficulties and suggest a chain be strung across the river at an angle, with the playing field end furthest downstream, at a height of approximately 100 mm above water level. Additional 300 mm lengths of smaller link size chain should be

10 suspended from the main chain at 150 mm centres. The effect would be that a football could not pass over or under the chains and would be carried along the chain by the current towards the bank where it could be successfully retrieved. Large items of debris would pass under the chain pushing the hanging lengths aside and therefore would be unlikely to cause any obstruction to the flow of water. He said the chain would need to be placed where there is safe access to retrieve the balls. Councillors agreed that this situation has existed for many years. However, they did acknowledge that the river is always very fast flowing in the summer and Councillor G Rogers said he had witnessed an incident last week of a child being swept a short distance down the river whilst trying to retrieve a ball. Councillor C Smith said that he thought the proposal was a good idea. Councillor S Daniel said that the parish council should put adequate measures in place to prevent a serious incident. Other councillors questioned whether it may be possible for a child to catch their clothing on the ball chain and get into difficulties because of this. They said that the parish council would be liable if this occurs. It was proposed by Councillor A Bellringer and seconded by Councillor D Lucas that the parish council does not take responsibility for installing a ball chain as suggested due to the issues concerning liability in the event of an incident but that they have no objection to a self-funded installation as suggested. All Councillors voted in favour of this proposal except for Councillors C Smith and P Crichton who abstained from voting. Councillor P Crichton abstained from voting as she felt more research was needed. The proposal was therefore carried. Councillor H Bunt said that a buoyancy aid should be provided and affixed to the bridge which could be used in the event of an emergency. It was proposed by Councillor H Bunt and seconded by Councillor S Daniel that Councillor C Smith purchases a buoyancy aid on behalf of the parish council and affixes it to the bridge as soon as possible. All Councillors voted in favour of this proposal. 15. Toilets and Car Park in St Neot To receive and consider a report on any matters arising relating to the toilets and car park in St Neot The Chair reported that Janet Haley is upset that Dean Ledbury has still not cut the bank and weeds at the rear of the car park. It was agreed that the Clerk would remind him of the need to do this. Councillor H Bunt said that the owner of another property to the rear of the car park has asked if the sycamore trees on the boundary can be trimmed. 16. St Neot Orchard To receive and consider a report on any matters arising relating to St Neot Orchard

11 None 17. Cott Yard To receive and consider a report on any other matters arising relating to Cott Yard It was noted that the tenants had expressed concern that the exterior door was difficult to close. She said that Councillor C Smith had visited the premises and ascertained that a piece of grit was stuck in the threshold which was making it difficult to close the door. 18. Holy Well To receive and consider a report on matters arising relating to the Holy Well The Chair said that she and Councillors S Daniel and P Crichton had undertaken some research regarding the history and legend surrounding the Holy Well. She said that she would councillors a suggestion for a plaque to be erected at the site for their consideration. Councillor G Rogers said that he would cut a seven-foot-wide path to the Holy Well so that pedestrians can access it with ease. Councillor N J Ball said he had received a complaint that there are a large amount of dog faeces in the vicinity of the site. 19. Litter To consider the action to be taken regarding the litter in the parish There was no discussion regarding this matter. 20. Internal Auditor s Report To receive and consider the internal auditor s report for 2017/18 It was noted that all councillors had received a copy of the report, via , prior to the meeting. The Clerk said there were a number of recommendations. First, if the Council does not comply with the financial regulations, this should be minuted with a reason. Councillors noted this. Secondly, he recommends that purchase orders are implemented for larger items. Councillors noted this. Thirdly, he recommends that registration with the ICO is reviewed. The Clerk advised that the parish council is now registered with the ICO. Fourthly, the Council should consider a development plan to assist financial planning. The Chair said that all councillors should give this some thought before the next meeting. Fifthly, he recommends that reserves are considered at the precept and the outcome minuted detailing allocated and unallocated reserves. Councillors noted

12 this. The Chair said that under standing order 21, a resolution is required for members of the parish council to inspect the assets that the council holds. It was proposed by Councillor C Smith and seconded by Councillor D Lucas that Councillors C Smith, R Berrett and Dr L Jones inspect the parish council s assets during August and report to the meeting in September. All Councillors voted in favour of this proposal. 21. Standing Orders, Financial Regulations, Financial Risk Assessment and Internal Financial Controls To adopt the Standing Orders, Financial Regulations, Financial Risk Assessment and Internal Financial Controls for 2018/19 It was noted that all councillors had received copies of these documents, via , prior to the meeting. It was proposed by Councillor S Daniel and seconded by Councillor D Lucas that the Standing Orders, Financial Regulations, Financial Risk Assessment and Internal Financial Controls for 2018/19 be adopted. All Councillors voted in favour of this proposal. 23. Date of next meeting To agree the date of the next meeting on Wednesday 12 th September 2018 The next meeting of the St Neot Parish Council will be held on Wednesday 12 th September 2018 commencing at 7:30pm in the St Neot Village Institute, St Neot. There was no further business and the meeting closed at 10:05pm.