Full Council Meeting 5 June 2023

Agenda

Dear Resident – You are hereby invited to attend a meeting of Penryn Town Council to be held on Monday 5 June 2023 at 7pm in Council Chamber,  Town Hall (Main 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

Applications

Planning applications that will be discussed at this meeting are as follows:

PA23/03498

• Address: 4 Polwithen Road, Penryn TR10 8QT
• Description of work: non-material amendment to decision PA22/01866 dated 17.05.2022 to reduce the footprint of the rear extension on ground floor; internal amendments; split existing ground floor bathroom window into two; additional roof window to east and west elevations; roof over north east bay window to remain as existing with flat roof infill now proposed.
• Applicant: Mr and Mrs Ellis
• Response deadline: 17 May 2023 – extension granted to 6 June 2023

PA23/03499

• Address: 26 Chandler Park, Penryn TR10 8EF
• Description of work: Proposed front extension with new roof and dormer window to create first floor accommodation and single storey rear extension
• Applicant: Mrs and Mrs Fittock
• Response deadline: 23 May 2023 – extension granted to 6 June 2023

PA23/03097

• Address: Land adjoining 1 Green Lane Close, Penryn TR10 8QP
• Description of work: Application for permission in principle for the construction of one single dwelling
• Applicant: Mrs and Mrs Altenberg
• Response deadline: 15 June 2023

PA23/03973 & PA23/03976 (Listed Building Consent)

• Address: 23 Higher Market Street, Penryn TR10 8EF
• Description of work: Change of use from commercial shop to residential flat, including internal alterations, installation of new window opening to right elevation and general upgrade to building fabric
• Applicant: Mr Stephen and David Buller
• Response deadline: 15 June 2023

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1. Apologies

To receive apologies for non-attendance

2. 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.

3. Presentation – Waterside House, Falmouth Road, Penryn

To receive a presentation from Tim Jones and Richard Collett regarding proposals for Waterside House, Penryn.
Followed by questions from members of the Council.

4. Public participation

Members of public who wish to speak should contact the Town Council by 12.00p.m. on Monday 5 June 2023 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 191 to 209 of the meeting of the Council held on 2 May 2023
• To approve as a correct record minutes 1 to 10 of the Annual meeting of the Council held on 11 May 2023

6. Committee minutes

• To note the minutes of the meeting of the Staffing Committee held on 25 April 2022
• To note the minutes of the meeting of the Events Committee held on 2 May 2022

7. Correspondence

To receive items of correspondence relevant to the Council.

8. Planning applications

To consider the planning applications submitted for observations

9. Planning  decision notices

To receive the Town and Country planning act decisions from the local planning authority

10.  Mayor’s announcements and engagements

To note the Mayor’s Engagements between 2 May 2023 and 4 June 2023 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. Accounts – 1 March to 31 March 2023

To approve the list of accounts paid and the monthly statement for the period 1 March to 31 March 2023

14. Conflict of interest BDO LLP (Appointed External Auditor)

To confirm if there are any conflicts of interest with the auditors BDO LLP, and to complete and sign the form accordingly.

15. Internal audit report

To note the report of the internal auditor (Hudson Accounting) for the financial year ending 31 March 2023

16. Annual governance statement

To approve the Annual Governance Statement for the year ended 31 March 2023

17. Annual statement of accounts

To approve the Annual Statement of Accounts for the year ended 31 March 2023

18. Accounts – 1 April to 30 April 2023

To approve the list of accounts paid and the monthly statement for the period 1 April to 30 April 2023

19. Confirmation of bank signatories

To agree the bank signatories for the Town Council’s bank accounts

20. Appointment of Councillor internal auditors for the 2023/24 financial year

To appoint two Councillors who are non-signatories to carry out an internal audit of the accounts on a quarterly basis

21. Confirmation of suppliers who are paid by direct debit

To agree which suppliers can be paid by direct debit

22. Approval to make online payments

To authorise the continued use of online payments

23. Community grants

To consider requests for community grants

• Penryn Community Craft Group
• Falmouth and Penryn Repair Café
• The Feel Safe Scheme

24. Councillor attendance records – 2022/23 municipal year

To note the attendance of Councillors at meetings in the 2022/23 municipal year

25. RoSPA Report

To receive the RoSPA report for the Memorial Garden and decide any actions required.

 

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Minutes

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 5 JUNE 2023 AT 7:00PM IN THE COUNCIL CHAMBER, TOWN HALL, HIGHER MARKET STREET, PENRYN TR10 8LT

Councillors present:  May (Deputy Mayor), Bennett, Davies, Doyle, Grant, Hanks, Harrison, Kirby, Milan, Orchel (from point mentioned), Ronchetti, Russell, Wenmoth, Widdon and Williams

In attendance:  Helen Perry (Town Clerk), Robert Oliver (Finance Officer)

Members of the public in attendance:  Richard Collett (RTP Surveyors), Tim Jones (Belstone Fox Project Management Ltd)

11. Apologies

Apologies for absence were received from Councillor Tucker (ill).

Councillor May informed Council of the recent passing of Gary Mockett, Gary served as a Penryn Town Councillor and was, for many years, a volunteer in Penryn Museum a minute’s silence then took place.

12. Declarations of interest and dispensations

Councillors Milan and Williams declared a non-registrable interest in agenda item 23 – Community Grants – Penryn Community Craft Group, as they are both members of the group

13. Presentation – Waterside House, Falmouth Road, Penryn

Tim Jones gave an overview of the property history and the reasons why the Trustees had opted to go for Student Accommodation rather than a care home or open market flats.

Richard Collett of RTP Surveyors presented the indicative details of the proposed student accommodation, which would compromise of individual ensuite rooms (cluster flats) with a communal kitchen area.  There will be approximately 7 to 10 rooms per communal kitchen.

Following the completion of the presentation Councillors were given the opportunity to ask questions.

Richard Collett and Tim Jones then left the meeting.

14. Public participation

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

15. Minutes

RESOLVED that minute numbers 191 to 209 of the meeting of the Council held on 2 May 2023 be approved and signed as a correct record.

Proposed by Councillor Grant and seconded by Councillor Doyle

RESOLVED that minute numbers 1 to 10 of the Annual meeting of the Council held on 11 May 2023 be approved and signed as a correct record.

Proposed by Councillor Williams and seconded by Councillor Bennett

16. Committee minutes

• The minutes of the meeting of the Staffing Committee held on 25 April 2023 were noted
• The minutes of the meeting of the Events Committee held on 2 May 2023 were noted

17. Correspondence

Off-Street Parking Order – following the recent consultation regarding car parking prices, the changes in parking fees were approved, the new charges will come into effect on 31 May 2023.

The Town Clerk confirmed that the Cornwall Council car parks in Penryn which are currently chargeable all fall within Zone B.

18. Planning applications

PA23/03498 – 4 Polwithen Road, Penryn TR10 8QT

Non-material amendment to decision PA22/01866 dated 17/05/22 to reduce the footprint of the rear extension on the ground floor; internal amendments; split existing ground floor bathroom window into two; additional roof window to east and west elevations; roof over north east bay window to remain as existing with flat roof infill now proposed.

The Town Clerk confirmed that although an extension to submit comments had been granted by the planning department, a decision has been made to ‘APPROVE’ the application.

PA23/03499 – 26 Chandler Park, Penryn TR10 9FL

Proposed front extension with new roof and dormer window to create first floor accommodation and single storey rear extension.

RESOLVED that the Council ‘FULLY SUPPORTS’ the application

Proposed by Councillor Widdon and seconded by Councillor Davies

PA23/03097 – 1 Green Lane Close, Penryn TR10 8QP

Application for permission in principle for the construction of one single dwelling

RESOLVED that the Town Council requests further information on the application.

Proposed by Councillor Davies and seconded by Councillor Kirby

PA23/03973 and PA23/03976 – 23 Higher Market Street, Penryn TR10 8EF

Listed building consent and planning permission for: Change of use from commercial shop to residential flat, including internal alterations, installation of a new window opening to right elevation and general upgrade to building fabric.

RESOLVED that the Council ‘FULLY SUPPORTS’ the application

Proposed by Councillor Bennett and seconded by Councillor Grant

19. Planning  decision notices

The planning decision notices received since the Council meeting on 2 May 2023 were noted.

20.  Mayor’s announcements and engagements

The Mayor’s announcements and engagements for the period 2 May 2023 to 4 June 2023 were noted.

21. Representations by Cornwall Council members and reports from Councillors attending external meetings

Cornwall Councillor Widdon reported;

• Maritime Line Forum Meeting – at the meeting an update was given on the Mid-Cornwall Metro upgrade where it will be easier to travel from Falmouth to Newquay. Train usage in Cornwall has increased which is against the national trend.  Capacity for bikes on trains is still an issue.  Ticket machines have been installed at stations and penalties for travelling without a tick will be enforced.  A digital integrated ticketing system should be available in March 2024.
• Permarin Car Park – due to the vehicles not vacating the spaces where the EV points were to be installed, they were unable to install the chargers, therefore Permarin Car Park will no longer be getting charging points in this round of funding.
• Armed Forces Celebrations – residents should get a leaflet through their doors will information about the events. The 23^rd to 25^th June Falmouth Town Station will be closed for safety reasons, users will need to catch the train at The Docks Station.  Over 60k of visitors are expected for the event.
• Traffic Event – A traffic event will be held at Penryn Primary School on Tuesday 6 June it will give residents a chance to speak to the transportation team.

22. Town Clerk report

The Town Clerk’s report was noted.

Councillor Ronchetti confirmed that the Councillor Internal Audit had been completed for the period 1 January to 31 March 2023.

It was RESOLVED that the thanks of the Council be tendered to Councillors Milan and Ronchetti for carrying out the Councillor internal audits.

Proposed by Councillor May and seconded by Councillor Grant

23. Accounts – 1 March to 31 March 2023

RESOLVED that the list of accounts paid and the monthly statement for the period 1 March to 31 March 2023 be approved.

Proposed by Councillor Williams and seconded by Councillor Widdon

24. Conflict of interest BDO LLP (Appointed External Auditor)

RESOLVED that;

• the Town Council has no conflict of interest with the external auditors BDO LLP
• the form is completed as required to be submitted with the annual return papers to BDO LLP.

Proposed by Councillor Widdon and seconded by Councillor Grant

25. Internal audit report

The Finance Officer confirmed that no actions had been raised in the year-end audit carried out by Hudson Accounting.

The Council noted the following documents:

• Internal Audit Report by Hudson Accounting for the Year Ending 31 March 2023
• Annual Internal Audit Report 2022/23 (AIAR) of the Annual Governance and Accountability Return

26. Annual governance statement

It was RESOLVED that the Annual Governance Statement for the financial year ended 31 March 2023 be approved and signed by the Chairman for the meeting, the Deputy Mayor, Councillor May and the Town Clerk.

Proposed by Councillor Grant and seconded by Councillor Davies

27. Annual statement of accounts

The Finance Officer gave a brief overview of the accounts for the year ended 31 March 2023. Following a question regarding the CCTV electrical bill received from British Gas, the Finance Officer confirmed that it was still in dispute and Amy Looker from Cornwall Council is still investigating the issue, but it appears that we could have been billed twice.

RESOLVED that the Accounting Statements for the financial year ended 31 March 2023 be approved and signed by the Chairman for the meeting, the Deputy Mayor, Councillor May, having previously been signed by the Responsible Financial Officer.

Proposed by Councillor Widdon and seconded by Councillor Milan

28. Accounts – 1 April to 30 April 2023

RESOLVED that the list of accounts paid and the monthly statement for the period 1 March to 31 March 2023 be approved.

Proposed by Councillor May and seconded by Councillor Doyle

29. Confirmation of bank signatories

It was RESOLVED that the bank signatories are reduced from five to four and Councillors Tucker (Town Mayor), May (Deputy Mayor), Bennett and Wenmoth be approved as the bank signatories

Proposed by Councillor Widdon and seconded by Councillor May

30. Appointment of Councillor internal auditors for the 2023/24 financial year

RESOLVED that Councillors Milan and Ronchetti be appointed as the Councillor internal auditors for the 2023/24 financial year

Proposed by Councillor May and seconded by Councillor Grant

31. Confirmation of suppliers who are paid by direct debit

RESOLVED that the Council approves the following suppliers continuing to be paid by direct debit

• Cornwall Council – Non-Domestic Rates
• South West Water/Pennon – Water Rates
• British Telecom – Telephone and Broadband
• Octopus Energy – Electricity and Gas (previously BULB)
• Barclaycard Commercial – Procurement Card Settlement
• Worldpay – Fees for payments taken by debit/credit card
• Iris – Payslips and Auto-enrolment
• Pitney Bowes – Franking Machine Rental and Postage top-up
• ICO – GDPR/Data Protection Registration

Proposed by Councillor Williams and seconded by Councillor Grant

32. Approval to make online payments

RESOLVED that the Council approves the continued use of BACS, Online/internet, and CHAPS for making payments.

Proposed by Councillor Davies and seconded by Councillor Hanks

33. Community grants

There were three requests for community grants, Penryn Community Craft Group, Falmouth and Penryn Repair Café and the Feel Safe Scheme.

Having earlier in the meeting declared a non-registrable interest in the community grant request for Penryn Community Craft Group, Councillors Milan and Williams left the room for the duration of the item and did not take part in the debate or the vote.

• Penryn Community Craft Group

It was RESOLVED that in accordance with  s145 of the Local Government Act 1972, that Penryn Community Craft Group be awarded a grant of £300 towards the purchase of crafting materials.

Proposed by Councillor May and seconded by Councillor Grant

Following the above resolution Councillors Milan and Williams returned to the meeting.

• Falmouth and Penryn Repair Café

It was RESOLVED that in accordance with s19 of the Local Government (Miscellaneous Provisions) Act 1976 the Falmouth and Penryn Repair Café be awarded a grant of £291 towards hall hire and promotion materials.

Proposed by Councillor May and seconded by Councillor Grant

• The Feel Safe Scheme

It was RESOLVED that in accordance with s31 of the Local Government and Rating Act 1997, the Feel Safe Scheme be awarded a grant of £750 to assist the scheme to cover the Penryn Area.

Proposed by Councillor Widdon and seconded by Councillor Williams

34. Councillor attendance records – 2022/23 municipal year

The Councillor attendance records for the 2022/23 municipal year were noted.

35. RoSPA Report

The Finance Officer confirmed there were three items within the report that required attention:

• The gate
• The pathway
• Bird fouling on the seats

The current bird fouling had been removed by the caretaker, the seats will be periodically checked for fouling, and it will be removed as required.

The RoSPA inspection report for the Memorial Garden was noted.

Councillor Wenmoth requested an update on why the cover of the electrical box was still not in situ, the Finance Officer reported that the door had been secured with tape, but he would investigate further.

There being no further business to transact, the meeting was closed at 8:25pm