Chairman:  Mr T May Tel: 01752 851031

Clerk:  Mrs Vicki White Tel: 01503 232771  Email:

Website –

Minutes of the meeting held on 19 May 2014 at the Polbathic Hall


Tideford Ward:        Cllr T May, Cllr A Hodge

Polbathic Ward:        Cllr S Barnes, Cllr Mrs V Sullivan

St Germans Ward:        Cllr Mrs A Barnicoat, Cllr B Skelton, Cllr N Witton

Bethany Ward:        Cllr I Davey, Cllr Mrs H Gillbard

Public participation

There was 1 member of the public present who passed photographs of the former Brenton’s site to the Councillors. The photographs clearly showed the amount of assorted debris that had been dumped on the site. The clerk had been advised that the site was to be sold at auction on 9.5.14. The clerk was asked to contact the Environment Agency to ascertain if the owner has the legal responsibility for the site.

The cutting of the footpath from Fairfield to Longfield was queried as it appears that a path in the field had been cut, rather than the original footpath. The clerk will speak with Quercus.

1.        Police Report

            No officer attended but a report had been submitted to the clerk:

            Between 18.4.14 and 18.5.14 there were 3 crimes in St Germans – drunk and

            disorderly, criminal damage and a breach of the Communication Act. There

            were 2 crimes in Tideford – an assault and threats to kill. There were 2 crimes

            in Polbathic – a drink driver and a theft.

2.          Apologies for absence

            Apologies had been received from Cllr Mackeen who is on holiday, and from

            Cornwall Councillor Daniel Pugh who is attending a meeting at Landulph but

             will come afterwards if he can. Cllr Davey and Cllr Gillbard apologised for

             arriving a few minutes late.

3.        Approval of Minutes of Meeting held on 28 April 2014

            It was proposed by Cllr Barnes and seconded by Cllr Davey that the minutes

            be approved. All were in favour and the minutes were signed by Cllr May

            (Cllr Hodge and Cllr Skelton did not attend the April meeting)


4.         Annual Elections

            Standing Order 2f under Ordinary Council Meetings states that the

            Chairman shall serve no more than three (3) consecutive years in office. It

            was proposed by Cllr Davey that this Standing Order be suspended (see

            Standing Order 33 – Variation, revocation and suspension of Standing Orders)

            to allow Cllr May to serve as Chairman for the 2014-2015 year. This was

            seconded by Cllr Witton and all were in favour

4.1       Election of Chairperson

            It was proposed by Cllr Barnes and seconded by Cllr Davey that Cllr May

            should remain as Chairman for 2014-2015. All were in favour and Cllr May

            confirmed he was happy to continue as Chairman

4.2       Election of Vice Chairperson

            Cllr Barnes declared that he was prepared to continue as Vice Chairman if that

             is what the Parish Council wanted. Cllr Davey proposed Cllr Barnes, which

            was seconded by Cllr Hodge and agreed by all.

4.3       Declaration of Acceptance of Office

            There were no new Councillors to sign the declaration. Cllr May and Cllr

            Barnes both accepted the role of Chair and Vice respectively.

4.4       Election of representatives to the following Committees

            Finance and General Purposes Committee – Cllr May, Cllr Barnes, Cllr

            Davey, Cllr Mackeen

            Proposed by Cllr Gillbard, seconded by Cllr Sullivan and agreed by all.

            Burial Ground Committee – Cllr May, Cllr Mackeen, Cllr Skelton, Cllr


            Proposed by Cllr Hodge, seconded by Cllr Barnicoat and agreed by all

            Cornwall Association of Parish and Town Councils – Cllr May, Cllr

            Barnes, Cllr Barnicoat     

            Proposed by Cllr Gillbard , seconded by Cllr Sullivan and agreed by all.

            Saltash Area Road Safety Committee –Cllr Barnes, Cllr Sullivan, Cllr


            Proposed by Cllr Hodge, seconded by Cllr May and agreed by all

            St Germans & District Twinning Association – Cllr Barnicoat

            Proposed by Cllr Gillbard and seconded by Cllr Hodge  

            Play Park Committees:

            St Germans – Cllr Barnes, Cllr Davey, Cllr Mackeen, Cllr Barnicoat

            Proposed by Cllr Hodge, seconded by Cllr Sullivan and agreed by all

            Tideford – Cllr May, Cllr Hodge 

            Proposed by Cllr Barnes, seconded by Cllr Davey and agreed by all

            Port Eliot Liaison Committee – Cllr May, Cllr Mackeen, Cllr Skelton, Cllr

            Barnicoat, Cllr Witton

            Proposed by Cllr Davey, seconded by Cllr Sullivan and agreed by all.

            Nut Tree Joint Editorial Committee – Cllr Hodge, Cllr Sullivan, Cllr Witton

            Proposed by Cllr Davey, seconded by Cllr May and agreed by all.

5.        Matters arising from the previous minutes

5.1        Highways – ongoing issues

            The clerk had received an update from Ann Trevarton:

            A374 between Polbathic and Trerulefoot – an additional chevron sign will

            be added as an advance warning of the bend

            Causeway footpath in St Germans – overgrown hedge will be cut back

            Road from Tideford to Tideford Cross – major repairs to the surface will be

            undertaken this year. In the meantime potholes need attention at Tideford

            Cross and Kilna Lane

             B3249 between Polbathic & St Germans – additional signage warning of

             pedestrians in road will be installed. The Parish Council will contact Port

             Eliot to get the hedges on both sides of the road cut back

             Speed of Traffic near Fairfield, St Germans – Highways do not consider

             there is any case for speed restrictions but will give the Parish Council a price

             for the possible installation of a flashing school sign

             Footpath from Polbathic to Trerulefoot – Highways advise that this may be

             done by volunteer groups – the clerk will enquire again as this is on the

             Highways maintenance schedule.

             Signs needing repair – all apart from the one at Budges Shop have been

             repaired – the clerk will contact Roger Prowse to carry out the repair for the

             Parish Council

             Polbathic Car Park – Highways are to price all works for the Car Parks


             Road Surface at the junction of Heskyn View and the A38 – Highways

             will contact Enterprise Mouchel

             Road surface at West Park, Polbathic – to be inspected

             Potholes at Bones Lane (Tideford Cross to Molenick)  - Rob Constance

             had passed this to the Safety Inspector for possible solutions

             Water running towards the Under Fives Bulding in St Germans – drains

             to be jetted

             Road from Catchfrench to the A38 – major repairs to be undertaken this


             Overgrown hedge at 23 Eliot Drive, St Germans – refer to the Safety


             Road to Bethany – potholes

             Quarry Street – the signs have been ordered- permission has been received

             for one sign to fixed to the telegraph pole – awaiting permission from

             Network Rail to fix one sign to the railings adjoining the bridge

             Bethany Notice Board – Cllr Davey will arrange for the pinboard to be


5.1.1     Highways – new items

            Trees overhanging the A374 at Polbathic

            Port Eliot Festival – the temporary traffic regulation order  is being processed


5.2       Annual Accounts, the Return for the year ended 31.3.14 and the Annual

            Governance Statement 

            The accounts have been audited by our internal auditor, Clive Murphy and

            were presented to the Council for approval.

            The Parish Council is responsible for ensuring that there is a sound system of

            internal control, including the preparation of the accounting statements and

            approved the annual governance statement.

            The annual return for the year ended 31.3.14, was approved by the Parish

            Council and signed by the Chairman. It will be submitted to Grant Thornton

            by 2.6.14


5.3       St Germans and District Twinning Association – As their meeting is to be

            held on 20.5.14 Cllr Barnicoat had nothing to report

5.4       VAT Claim – the clerk has submitted the completed claim form to reclaim

            £3062.07 (£100 of this is from 2012/2013)


5.5       Proposed street light at the Polbathic Hall

            Cllr Skelton, Cllr Barnes and Cllr Sullivan had held a site meeting and

            recommended that 2 lights should be installed if possible, one near the hall and

            one nearer the corner at Branchecombe Cottage. The next step is to mark the

            proposed positions onto a plan, which will be submitted to Highways in the

            first instance.  Port Eliot will also be notified at our next meeting on 5.6.14

5.6      Local Maintenance Partnership 2014/15 – the clerk has submitted the claim

           for the £420 grant towards the cost of maintaining the footpaths


5.7      The Recreation Group

           The Group had returned the monies that the Parish Council had made available

           as a grant towards the skateboard ramp in St Germans. They have a revised

           proposal which the Parish Council may be able to help with in the future

5.8      Nut Tree Joint Editorial Committee

           A meeting will be held on 18.6.14

 6.       Playparks

           Online Playgrounds brochure for all commercial playground spares service –


6.1      St Germans

           Cllr Davey had carried out the inspection in May and reported that there are a

           couple of small areas in the wet pour surface that will need repair in the near

           future. He recommends that the pressure washing of the surface be left until the

           autumn. He also advised that the litter bins need emptying.  Cllr Barnes will

           undertake the June inspection.


6.2      Tideford    

           Cllr May will carry out the May inspection and Cllr Hodge will undertake the

           June inspection  

           Cllr May reported that the fencing works should be completed by the end of


7.        Burial Ground

           Fencing and shelter still to be installed

           Pear Technology to prepare a digital map, provide digital mapping software to

           enable the records being stored using an excel spreadsheet/access database.

           Their quote of £800 plus £75 per year was evaluated by Cllr Sullivan in

           September 2013 but it was decided to wait until all works were completed.  

           This will be carried forward to the June meeting

           The clerk will ask Quercus to seed the area inside the gates where the tree

           stump had been removed

8.        Finance

8.1       Invoice from Clive Murphy for the internal audit of the accounts for 2013-

            2014 - £245

8.2       Quercus invoice for strimming Treland Park (£550) and the grass cutting

            (£820) - £1370

8.3       Southern Electric invoice for the Tideford lighting from 2.4.14 to 1.5.14 –

            £5.10 to be paid by direct debit on 16.5.14

8.4       Clerks expenses for May - £148.83

            It was proposed by Cllr Davey that all finance items be approved. This was

            seconded by Cllr Sullivan and agreed by all

            The clerk had received an invoice for the Polbathic Hall hire for the meeting

            on 19.5.14.

9.        Planning Applications

            The following applications had been received by Cornwall Council:

9.1       PA14/02651

            Polbathic Motors, Polbathic                                                 Mr L R Rundle

            Application for lawful development for an existing use as a retail shop

            It was proposed by Cllr Barnes and seconded by Cllr Sullivan that support be

            given to this application. All were in favour

            The following applications had been received after the publication of the

            agenda. They were discussed at this meeting but will be carried forward to the

            June meeting for ratification:

9.2       PA14/02509

            Anskyber, Cutcrew Lane, Tideford                                       Mr P Hughes

            Variation of condition numbers 7 (timber effect windows and doors instead of

            timber) and 8 (to allow painted render finish in place of stone facing) in

            respect of decision notice PA13/03671 dated 13.9.13

            It was proposed by Cllr Hodge and seconded by Cllr May that support be

            given to this application. All were in favour

9.3       PA14/03844

            Corner House, Bridge Road, Tideford                                 Mr S Jackson

            Two storey extension to rear elevation and single storey extension to side


            It was decided to hold a site meeting on 22.5.14 at 6.00pm

9.4       PA14/03747

            Howton Contractors Ltd, Howton Farm, Pillaton                  Kala Ltd

            This application seeks approval for the solar farm as it has been constructed. A

            variation of condition 2 to include the As-Built plans submitted to the Council

            It was decided by all to return the consultation with ‘No Comment’

10.        Planning Decisions

            The following decisions have been made by Cornwall Council which was


10.1     PA14/02406 - APPROVED

            Valley View, Blunts                                                            Mr & Mrs Cashen

            Extensions to dwelling to provide bedroom and ensuite bathroom and

            construction of garage and new access track from highway (re-submission of

            withdrawn application PA14/01019)

11.        Planning Correspondence and Reports

11.1     The Beacon Wind Generator for Mr & Mrs Renfree – a status update. Mail to Cllr Skelton

11.2     The Highways Agency objected to PA14/03143 (advertisement sign alongside the A38 for Windy Ridge) but suggested an alternative location. After consulting the Chairman, the clerk has confirmed that the Parish Council will support the sign on the new site.

11.3     Elgin Energy advise that the amount paid is the figure agreed with Cornwall Council’s legal and planning teams based on the works required to do on the monument and also to cover the cost of the maintenance of the monument for 25 years

11.4     East Sub-Area Planning Committee on 27.5.14 at Liskeard - noted

12.        Correspondence Received

12.1     Paula Martin, Chief Executive, Cornwall Air Ambulance thanking the parish

            council for the additional donation of £150 - noted

12.2     Volunteer service for the PL12 area – Coffee Morning on 2.6.14 from

            10.00am to 1.00pm at Community Hub, 4 Fore Street, Saltash – posters on all

            notice boards

12.3     Dept. for Communities & Local Govt. – neighbourhood planning support.

            Mail to Cllr Skelton

12.4     Saltash Policing Team monthly bulletin – May 2014 – on all notice boards

12.5     Local Bus Services in Cornwall – mail to Cllr May

12.6     Rural Services Network – Rural Vulnerability Service – Rural Transport May

            2014. Noted

12.7     SLCC - The Clerk magazine May 2014. Noted

12.8     Coastline Chronicles - noted

12.9     WaterFuture – Ofwat accepts South West Water’s business plan to 2020

12.10   Nut Tree – May edition. Noted

12.11   Rural Services Network – weekly email news digest. Noted

12.12   Orlando Kimber offering help with neighbourhood planning - noted

12.13   Cornwall Council Localism & Devolution information bulletin - noted

12.14   What’s On Cornwall – June Rates. Noted

12.15   Rural Services Network – Seminar – Sustainable Tourism Strategies. Noted

12.16   Clerks & Councils Direct – May 2014. Mail to Cllr Sullivan

12.17   Zurich for Parish Council insurance - noted

12.18   St Germans May Tree Fair – road closure approved for 25.5.14 12.30pm to

            2.00pm - noted

12.19   Thanks from the Tideford Senior Citizens for the donation – noted

12.20   Road closure for footbridge replacement works at St Germans railway station

            From  24.5.14 to 27.7.14 weekends from 2000 to 1000hours. Noted

12.21   Public Sector e-newsletter - noted

12.22   CRCC – Community, Planning & Development – Providing Expertise with

            your Neighbourhood Planning - noted

12.23   Rural Services Network – rural opportunities bulletin - news bulletin. Noted


13.        Informal Correspondence

            The clerk had received the following correspondence since the publication of

            the agenda:

13.1     CALC newsletter, The Week – Access to Local Council Meetings and

            Documents – Transparency Code (Larger Councils). Emailed to all Cllrs

13.2     Localism and Devolution Information Bulletin – noted and emailed to Cllr


13.3     Launch of Grant Scheme to support those affected by surface water run off –


13.4     CALC – appointment of a serving parish or town clerk to the Cornwall

            Council Standards & Ethics Committee - noted

13.5     Cllr Sullivan reported that she had spoken with Michael Henwood from Botus

            Fleming Parish Council who is keen for the Cluster meetings to start again.

            Cllr May had also spoken with him. This was noted

The meeting closed at 9.25pm.

Signed as a true record of the meeting………………………………………………..