Full Council Meeting 3 October 2022

Agenda

Dear Resident – You are hereby invited to attend a meeting of Penryn Town Council to be held on Monday 3 October 2022 at 7pm in the Council Chamber, Penryn Town Hall, Higher Market Street, Penryn TR10 8LT  for the transaction of the undermentioned business.

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

1. Minutes’ silence

To observe a minutes’ silence in honour of Her Majesty Queen Elizabeth II

2. Apologies

To receive apologies for non-attendance

3. Declarations of Interest and Dispensations

To receive declarations of interest in respect of any item on this agenda and to consider requests from Members for dispensations.

4. Public Participation

Members of public who wish to speak should contact the Town Council by 12.00p.m. on Monday 3 October 2022 to register.  An opportunity for members of the public to address the Town Council concerning matters on the agenda. Find out more about public participation at meetings and make a request to speak.

5. Minutes

• To approve as a correct record minutes 37 to 55 of the meeting of the Council held on 4 July 2022

6. Committee Minutes

• To note the minutes of the meeting of the Events Committee held on 5 July 2022
• To note the minutes of the meeting of the Events Committee held on 2 August 2022
• To note the minutes of the meeting of the Events Committee held on 6 September 2022
• To note the minutes of the meeting of the Planning Committee held on 18 July 2022
• To note the minutes of the meeting of the Planning Committee held on 15 August 2022
• To note the minutes of the meeting of the Planning Committee held on 26 September 2022

7. Minutes from outside groups

• To note the minutes of the Falmouth and Penryn Community Network Panel held on Tuesday 14 June 2022
• To note the minutes of the Place Shaping Board held on 16 August 2022

8. Correspondence

To receive items of correspondence relevant to the Council.

9. Campaign to save critical control function in Cornwall

To consider the communications regarding the critical control function at Tolvaddon and agree any actions

10. Mayor’s Announcements and Engagements

To note the Mayor’s Engagements between 4 July 2022 and 2 October 2022 and to make any announcements

11. Representations by Cornwall Council Members and Reports from Councillors Attending External Meetings

• To receive a report from the Cornwall Councillor(s) representing Penryn
• To receive any reports from Councillors attending external meetings

12. Town Clerk Report

To receive an update report from the Town Clerk

13. Letter to His Majesty King Charles III

To approve that a letter is sent on behalf of the residents and Council to HM King Charles III, expressing our condolences on the passing of Queen Elizabeth II

14. Accounts – 1 June to 30 June 2022

To approve a list of accounts paid and the monthly statement for the period 1 June to 30 June 2022

15. Accounts – 1 July to 31 July 2022

To approve a list of accounts paid and the monthly statement for the period 1 July to 31 July 2022

16. Accounts – 1 August to 31 August 2022

To approve a list of accounts paid and the monthly statement for the period 1 August to 31 August 2022

17. External auditor’s report

To note the report of the external auditor PKF Littlejohn LLP for the financial year ended 31 March 2022

18. Smaller authorities audit appointment (SAAA) external auditor

To consider if the Council wishes to ‘opt-out’ of the 5-year appointing period and instruct its own independent external auditors

19. Request for leave of absence – Councillor Grant

To  consider a request for a leave of absence from Councillor Grant

20. Community grants

To consider requests for Community Grants

• Carnon Carers
• Sea Sanctuary
• InterAnima CIC – Rynzine

21.  Confirmation of Burial Fees from 1 April 2023

To confirm the burial fees from 1 April 2023

22.  Review of hall hire charges

To review the hall hire charges for the 2023/24 financial year

23. S106 priorities

To review and update the S106 priorities list

24. Highways Expression of Interests

To consider submitting an Expression of Interest for highways schemes

25. Mayor of Cornwall

To consider a proposal to support the Let Cornwall Decide campaign for a county-wide referendum to be held to determine if a Mayor for Cornwall role is created.

26. Penryn and District Twinning Association

To consider if

• The Town Mayor remains as honorary President of the Twinning association
• The Council appoints a Councillor as a member of the Twinning Management Committee

27. Emergency and flood plan

To adopt the emergency and flood plans

28. Compassionate Leave Policy

To adopt the renamed Compassionate and Parental Leave Policy following the review by Ellis Whittam/Worknest.

29. Event to promote insulation of homes

To consider an event to promote the insulation of homes – Councillor Widdon

30. Penryn Town Local Trust

To note the information about Penryn Town Local Trust

31. Pre-budget discussion

To make recommendations for items to be added to the 2023/2024 annual budget

32. Exclusion of Press and Public

To resolve that in accordance with Section 1 of the Public Bodies Admission to Meetings Act 1960 the press and 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.

33. To appoint a contractor to survey the additional land owned by the Town Council at the Glebe Cemetery

To appoint a contractor to carry out a survey on the additional land to ascertain if the whole area is suitable for burials

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The numbering of minutes is sequential and continues from the previous meeting’s minutes, the numbering restarts at the Annual Meeting of the Council.

MINUTES OF THE MEETING OF THE COUNCIL OF PENRYN HELD ON MONDAY 3 OCTOBER 2022 AT 7:00PM IN THE COUNCIL CHAMBER, TOWN HALL, HIGHER MARKET STREET, PENRYN

Councillors present:  Tucker (Town Mayor), May (Deputy Mayor), Doyle, Grant, Hanks, Harrison, Jordan, Ronchetti, Russell, Wenmoth, Widdon and Williams

In Attendance: Helen Perry (Town Clerk), PC Helen Newton, Ryan Morwood (Falmouth Packet) and one member of the public

56. Minutes’ silence

A minutes’ silence was held in honour of Her Majesty Queen Elizabeth II

57. Apologies

Apologies for absence were received from Councillor Bennett (ill), Kirby (ill) and Milan (ill).  Councillor Langan was absent, no apology given.

58. Declarations of Interest and Dispensations

Councillors May and Tucker declared a non-registrable interest in agenda item 22 – Review of hall hire charges, as they both run groups that hire the Temperance Hall.

Councillors Hanks, Ronchetti and Russell declared a non-registrable interest in agenda item 20 – Community Grant application from InterAnima CIC

59. Public Participation

No requests had been received from members of the public wishing to speak at the meeting

60. Minutes

RESOLVED that minute numbers 37 to 55 of the meeting of the Council held on 4 July 2022 be approved and signed as a correct record.

Proposed by Councillor Williams and seconded by Councillor Grant

61. Committee Minutes

• the minutes of the meeting of the Events Committee held on 5 July 2022 were noted
• the minutes of the meeting of the Events Committee held on 2 August 2022 were noted
• the minutes of the meeting of the Events Committee held on 6 September 2022 were noted
• the minutes of the meeting of the Planning Committee held on 18 July 2022 were noted
• the minutes of the meeting of the Planning Committee held on 15 August 2022 were noted
• the minutes of the meeting of the Planning Committee held on 26 September 2022 were noted.

62. Minutes from outside groups

• the minutes of the Falmouth and Penryn Community Network Panel held on Tuesday 14 June 2022 were noted
• the minutes of the Place Shaping Board held on Tuesday 16 August 2022 were noted

63. Correspondence

The Town Clerk reported;

• Cornwall Landscape Consultation Invitation – a request to send a Town Council representative to one of three consultation events. Hayle Rugy Club – Tuesday 25 October 12:30pm until 3:30pm.  St Erme Community Centre – Tuesday 25 October 7pm until 9:30pm.  Trethorne Golf Club – Wednesday 26 October 11am to 1:30pm
• Town and Parish Bulletin – Potential Devolution Deal – informing the Councils that Cornwall Council have requested a level 3 devolution deal without the need for a change in Governance (i.e. Mayor for Cornwall).

64. Campaign to save critical control function in Cornwall

Two letters were received regarding the critical control centre, one from Kathryn Billing (Chief Fire Officer) confirming that a service review is taking place and the second letter from John Rickard (Critical Control Centre Firefighter).

RESOLVED that a letter is written to the leader of Cornwall Council, Councillor Linda Taylor copying-in the Neighbourhoods Overview and Scrutiny Committee supporting the Cornwall Fire and Rescue Service Critical Control remaining in Cornwall and is not outsourced outside of the county.

Proposed by Councillor Widdon and seconded by Councillor Wenmoth

65. Mayor’s announcements and engagements

The list of Mayor’s engagements for the period 4 July to 2 October 2022 were noted.

The Mayor also reported an incident with youths trying to enter the local bingo and being intimidating which unnerved the members.

PC Helen Newton was invited to speak and requested that any incidents like the intimidation of the bingo group are reported by either calling 101 non-emergency or using the website’s online form.  If the group is anxious and unnerved, it would be appropriate to telephone 999.

66. Representations by Cornwall Council member(s) and reports from Councillors attending external meetings

Cornwall Councillor Widdon reported;

• University Forum – the number of beds on campus have increased by 100, therefore there is not shortage on campus this year.
• Crossing from Kingston Way, Mabe – following the fatality at the crossing from Kingston Way, the local group has been looking into how the crossing can be made safer. A controlled crossing would be the preferred option, the group will discuss the way to proceed once the coroner’s report has been received.
• Beryl Electric Bicycles – the new electric bike scheme has been launched, the bikes are locked in place by an APP, the unlocking fee is £1.50, a further charge will be payable depending on the length of time the bike is used.
• Community Bus Scheme – First are still determined to have double-decker buses go through Penryn, a community bus scheme is being looked at. A ticket costing £5 per day can be purchased for use of the buses in Cornwall, this is heavily subsidised and if it is not well used funding will be lost.
• Permarin Car Park – Cornwall Council are considering making the car park a blended scheme, with a mix of long-term fixed spaces, short-stay spaces and possibly a car share club. A formal consultation on the proposals will take place once a scheme has been agreed.

Following a question regarding an official launch of the bikes, Councillor Widdon confirmed that the planned launch of the Beryl bikes, was postponed due to the funeral of HM Queen Elizabeth II, and still needs to be rearranged.

Councillor Widdon also reported that no funds are available to resurface Permarin Car Park.

67. Town Clerk Report

The Town Clerk’s report was noted.

68. Letter to His Majesty King Charles III

RESOLVED that a letter is sent on behalf of the residents and Council of Penryn to HM King Charles III expressing our condolences on the passing of Queen Elizabeth II

Proposed by Councillor Williams and seconded by Councillor Doyle

69. Accounts – 1 June to 30 June 2022

RESOLVED that the list of accounts paid and the monthly statement for the period 1 June to 30 June 2022 be approved

Proposed by Councillor May and seconded by Councillor Wenmoth

70. Accounts – 1 July to 31 July 2022

RESOLVED that the list of accounts paid and the monthly statement for the period 1 July to 31 July 2022 be approved

Proposed by Councillor Grant and seconded by Councillor Ronchetti

71. Accounts – 1 August to 31 August 2022

Councillor May reported that she had queried with the Finance Officer (prior to the meeting) why the electricity payments were so high, the Finance Officer confirmed this was due to being undercharged and that we were now ‘catching-up’.

RESOLVED that the list of accounts paid and the monthly statement for the period 1 August to 31 August 2022 be approved

Proposed by Councillor May and seconded by Councillor Russell

72. External auditor’s report

The Town Clerk confirmed that no issues had been raised on the Annual Governance and Accountability Return.

The external auditor’s (PKF Littlejohn LLP) report for the financial year ending 31 March 2022 was noted.

73. Smaller authorities audit appointment (SAAA) external auditor

RESOLVED that the Town Council remains opted-in to the SAAA led auditor appointment regime.

Proposed by Councillor May and seconded by Councillor Grant

74. Request for leave of absence – Councillor Grant

RESOLVED that the leave of absence be approved for Councillor Grant for a period of three and a half months commencing from 3 January 2023.

Proposed by Councillor Tucker and seconded by Councillor Williams

75. Community grants

There were three requests for community grants from Carnon Carers, Sea Sanctuary and InterAnima

• Carnon Carers

It was RESOLVED that, in accordance with sections 1-8 of Part 1 of the Localism Act 2011 (General Power of Competence), a grant of £200 is awarded towards the cost of a carers get together.

Proposed by Councillor May and seconded by Grant

• Sea Sanctuary

It was RESOLVED that, in accordance with sections 1-8 of Part 1 of the Localism Act 2011 (General Power of Competence), a grant of £300 be awarded to purchase a laptop to enable its therapists to use across its services.

Proposed by Councillor Williams and seconded by Grant

Having earlier in the meeting declared a non-registrable interest in the community grant application for InterAnima CIC, Councillors Hanks, Ronchetti and Russell left the room for the duration of the following item and did not take part in the debate or the vote.

• InterAnima CIC

It was RESOLVED that, in accordance with sections 1-8 of Part 1 of the Localism Act 2011 (General Power of Competence), a grant of £300 towards the costs to produce a publication to be distributed to the residents of Penryn.

Proposed by Councillor May and seconded by Grant

Following the above resolution Councillors Hanks, Ronchetti and Russell returned to the meeting.

76.  Confirmation of Burial Fees from 1 April 2023

RESOLVED that following the resolution passed at the Council meeting held on 4 July 2022 to double the burial fees, the updated burial fees list was approved.  The charges will commence from 1 April 2023.

Proposed by Councillor Grant and seconded by Councillor Harrison

77.  Review of hall hire charges

Having earlier in the meeting declared a non-registrable interest, Councillors Tucker (Mayor) and May (Deputy Mayor) left the room and did not take part in the debate or the vote.

In the absence of the Chairman and Vice-Chairman, Councillor Grant was selected by members to chair the item.

Following a brief discussion, it was RESOLVED that the hall hire charges remain unchanged for the 2023/24 financial year.

Proposed by Councillor Ronchetti and seconded by Councillor Wenmoth

Following the above resolution, Councillors Tucker and May returned to the meeting, and Councillor Tucker resumed in the Chair.

78. S106 priorities

A discussion took place regarding the open space project priorities (S106).

RESOLVED that;

• Trelawney Park, BMX track and the closed Churchyard and Cemetery wall are removed from the priorities list.
• Improved linkages from the car parks to the Town centre are added
• All other items that are currently on the list are to remain.

Proposed by Councillor May and seconded by Councillor Widdon

79. Highways Expression of Interests

The Town Clerk reported that one request for the installation of double yellow lines had been received, the area requested is Brown’s Hill, where there has been an increase in the number of vehicles parking on the pavements.

Councillor Widdon reported that she had received a request for the installation of speed bumps in Western Place.

A discussion then took place about the two schemes and the pros and cons of installing single/double yellow lines.

It was RESOLVED that;

• Brown’s Hill is added to the expression of interest form
• The Clerk submits the completed form to the Cornwall Councillors representing Penryn, the Community Link Officer and Highways.

Proposed by Councillor May and seconded by Councillor Williams

80. Mayor of Cornwall

Councillor Widdon gave an overview of the requirement to have an elected Mayor for the county to have a level 3 devolution deal.

It was RESOLVED that the Town Council supports the www.letcornwalldecide.com campaign, where the people of Cornwall decide via a referendum if a Mayor for Cornwall is required.

Proposed by Councillor May and seconded by Councillor Hanks

81. Penryn and District Twinning Association

It was RESOLVED that;

• The Town Mayor remains as honorary President of the Penryn and District Twinning Association
• Councillor Hanks is the representative appointed to the Twinning Management Committee.

Proposed by Councillor Grant and seconded by Councillor Williams

82. Emergency and Flood Plan

RESOLVED that;

• The Emergency Plan be adopted
• The Flood Plan be adopted.

Proposed by Councillor May and seconded by Councillor Widdon

The Town Clerk confirmed that both documents will be added to the Town Council’s website.

83. Compassionate Leave Policy

The Town Clerk confirmed that Ellis Whittam/Worknest had updated the Compassionate Leave Policy to include the new rules in relation to Parental Bereavement Leave.

RESOLVED that;

• The policy is renamed to Compassionate and Parental Bereavement Leave Policy
• The updated Compassionate and Parental Bereavement Leave Policy is adopted.

Proposed by Councillor Widdon and seconded by Councillor Grant

84. Event to promote insulation of homes

A general discussion took place regarding the cost-of-living crisis and how the Town Council in partnership with other groups could help the residents of Penryn.

Warm Banks are being set-up throughout Cornwall, where people can go to keep warm if they feel they are unable to heat their homes.

RESOLVED that the Town Council approach the Saturday Market to see if a space/ would be available at their monthly market to promote the insulation of homes and to receive help through other partners such as Citizen’s Advice.

Proposed by Councillor Widdon and seconded by Councillor Hanks

85. Penryn Town Local Trust

That the report on the Penryn Town Local Trust is noted.

86. Pre-budget discussion

RESOLVED that the following are added to the first draft budget for the financial year 2023/24

• Funds for a new floor covering in the Museum Office
• Funds for an event(s) to celebrate the coronation of King Charles III

Proposed by Councillor Williams and seconded by Councillor Grant

87. Exclusion of Press and Public

It was RESOLVED that in accordance with Section 1 of the Public Bodies Admission to Meetings Act 1960, the public and press 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 May and seconded by Councillor Grant

88. To appoint a contractor to survey the additional land owned by the Town Council at the Glebe Cemetery

RESOLVED that Target Geo are appointed to complete the land survey on the additional land at the Glebe Cemetery for a cost of £568.75, subject to complying with procurement policy.

Proposed by Councillor May and seconded by Councillor Grant

There being no further business to transact, the meeting was closed at 8:41 p.m.