Finance & Policy Committee
Meeting Summary
Meeting Agenda
1. Election of Chairman for 2026/27
To elect a Committee Chairman for the municipal year 2026/27.
2. Election of Vice Chairman for the year 2026/27
To elect a Committee Vice Chairman for the municipal year 2026/27
3. Apologies for Absence
To receive apologies for absence and note apologies not received.
4. Declarations of Interest
- a) Pecuniary Interests: To receive Declarations of Pecuniary Interests as declared on the Register of Interests.
- b) Non-registerable Interests: To receive Declarations of Non-registerable Interests.
- c) Dispensations: The Clerk will consider and report on any requests for dispensation in line with the Council’s Code of Conduct.
- d) Gifts & Hospitality: To declare any gifts or hospitality in line with the Council’s Code of Conduct.
5. Public Participation[1]
To hear from members of the public who wish to make representations, answer questions and give evidence in respect of the business on the agenda. A question shall not require a response at the meeting nor start a debate on the question. The chairman of the meeting may direct that a written or oral response be given.
6. Committee Meeting Minutes
To receive and resolve to adopt the minutes of the Finance & Policy committee meeting held on Wednesday 25 March 2026 to allow the presiding Chairman to duly sign.
7. Clerk’s Report
To receive a verbal report from the Clerk on any matters arising from previous minutes, meetings attended by officers and future dates for the diary. For information only.
8. Parish Councillor’s Reports
To include an update on any meetings attended by Members as representatives of the Parish Council and future dates for the diary. For information only.
9. Expenditure
To resolve to approve any urgent expenditure items.
10. Financial Risk Assessment
To resolve to appoint two Members plus one substitute to carry out the assessment for 2026/27.
11. System of Internal Control & Audit Plan
To resolve to appoint two Members plus one substitute to carry out the review for 2026/27.
12. General Data Protection Regulation (GDPR) Audit
To resolve to appoint two Members plus one substitute to carry out the internal audit questionnaire and complete the annual review report to ensure Council remain compliant with legislation.
13. Grant Panel
To resolve the appointment of three Members plus one substitute to the Grant Panel who will consider applications received and put forward recommendations to the Committee
14. Internal Control
To resolve to appoint two Members plus one substitute to carry out the internal checks for 2026/7.
15. Parish Council Grant Applications
To consider the following applications and resolve action required –
- Coombe Community Trust
- Whitemoor Recreation Ground
- Individual @ St Stephen Cricket Club
- The Hive @ Drinnick
16. Community Benefit Fund
To receive details of funding currently available and resolve any action required.
17. Community Benefit Fund Grant Applications
To consider the following applications and resolve action required –
- Whitemoor Village Hall
18. Community Infrastructure Levy
- To receive the latest figures, consider any proposed projects and resolve any action required.
- To consider a request from the Property & Services committee for £7,200 to be spent on 2 x additional speed indication devices and resolve any action required.
19. Complaints Procedure (Inc vexatious)
To review the Council’s complaints procedure and resolve any action required.
20. Freedom of Information (FOI) & Data Protection Legislation Procedures
To review the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation and resolve any action required.
21. Press/Media Contact Procedures
To review the Council’s policy for dealing with the press/media and resolve any action required.
22. Policies & Procedures
To review the following policies and procedure and to resolve recommendations to Full Council –
CCTV Management
Community Benefit Fund
Community Engagement
Grant
Mobile Phone
Risk Management & Strategy
Winter Maintenance
23. Data Mapping
To receive quotations for data mapping to be carried out and to resolve action required.
24. 1st Quarter Accounts
To receive the 1st quarter accounts and to resolve any action required
25. Strategic Plan Review
To review the items within the strategic plan under the remit of the committee and to resolve any action required.
26. S106 Monies – Whitemoor Recreation Ground
To receive a request from Cornwall Council to hold £12,697.43 in respect of a S106 offsite public open space contribution from PA19/10631 – Land at North Road, Whitemoor to be allocated to and spent at Whitemoor Recreation Ground; and to resolve action required.
27. Data Protection Impact Assessments (DPIAs)
To receive the following DPIAs and resolve any action required –
Nanpean Cemetery
Nanpean Public Toilets
Nanpean Short Stay Car Park
Committee Members:
Cllr Mike Berryman
Cllr David Coles
Cllr Steve Oakley
Cllr Tina Patterson
Cllr Nigel Spragg
Vacancy x 2
Substitutes:
Cllr Keith Truscott
Vacancy x 1
[1] Standing Order 3f: Total time allowed will be 15 minutes (limit of 3 minutes per person) which may be varied at the discretion of the Chairman.
Meeting Minutes
Minutes of the Ordinary Meeting of St Stephen in Brannel Parish Council Finance and Policy Committee held in the Brannel Room, 22 Fore Street, St Stephen on Wednesday 29th July 2026 starting at 6.30pm.
Present:
Cllr Mike Berryman, Cllr David Coles, Cllr Steve Oakley, Cllr Tina Patterson, and Cllr Nigel Spragg.
In attendance:
Cllr Julie Broad, Linda Ranger – Clerk & RFO and Mel Best – Admin Assistant.
The presiding Chairman welcomed everyone to the meeting. He ran through housekeeping procedures and advised everyone present that if they intended to participate in the meeting, they could be recorded, photographed, filmed, or otherwise reported about especially as the meeting was being live streamed.
F&P21/26 Election of Chairman:
It was
RESOLVED to elect Cllr David Coles as committee chairman for the municipal year.
Proposed by Cllr Nigel Spragg. Seconded by Cllr Mike Berryman. All voted in favour.
Action: Clerk
F&P22/26 Election of Vice Chairman:
It was
RESOLVED to elect Cllr Steve Oakley as committee vice chairman for the municipal year.
Proposed by Cllr Nigel Spragg. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
F&P23/26 Apologies for Absence:
None.
F&P24/26 Declarations of Interest:
- Despite not being a voting member, Cllr Julie Broad declared registerable interests in agenda items 15 and 17 – the grant applications from local organisations located in Whitemoor.
- There were no declarations of non-registerable interests.
- There were no dispensation requests.
- There were no declarations of gifts or hospitality.
F&P25/26 Public Participation:
No members of the public were present, and no questions had been received prior to the meeting.
F&P26/26 Committee Meeting Minutes:
It was
RESOLVED that the minutes of the meeting held on Wednesday 25th March 2026 be adopted and signed as a true and accurate record.
Proposed by Cllr Nigel Spragg. Seconded by Cllr Tina Patterson. All voted in favour.
The Chairman duly signed the minutes.
F&P27/26 Clerk’s Report:
The Clerk had circulated two pieces of correspondence, one regarding the development of Cornwall’s new Destination organisation and one with information from Citizens Advice Bureau. Both mentioned donations and the Clerk asked if Members would like these listed on a future meeting agenda.
Members agreed to just note the correspondence.
F&P28/26 Parish Councillor’s Reports:
Cllr Nigel Spragg gave an update on the St Dennis & Nanpean Education Trust he had attended. He had also attended Coombe Fete. He informed members that he would be attending the St Dennis & Nanpean Community Trust meeting as well as the Stephen Recreation Ground and St Stephen Parish Church Fetes later in the week.
Cllr Tina Patterson presented an update on the Tregargus Trust meeting that she had attended.
Cllr Mike Berryman provided an update on the Cornish Lithium meeting he had attended as well as the China Clay & Luxulyan Area Partnership meeting. He also reminded everyone about the upcoming St Stephen Recreation Ground Fete and St Stephen Parish Church Fete.
Cllr Steve Oakley advised he had attended a meeting with the Brannel School headmaster regarding the Community Champion role and creating greater links with the parish council.
Cllr Julie Broad spoke on delivering cakes to the local schools, the Meet & Great event in Coombe and advised that she had also attended the funeral of ex Councillor and staff member, Ken Doherty.
Cllr David Coles gave an update on the Tregargus Trust meeting that he had attended.
F&P29/26 Expenditure:
No urgent expenditure had been submitted for approval.
F&P30/26 Financial Risk Assessment:
It was
RESOLVED to appoint Cllr Nigel Spragg with Cllr Steve Oakley as substitute to carry out the Financial Risk Assessment for 2026/27. The other position would remain vacant pending the appointment of more committee members.
Proposed by Cllr Tina Patterson. Seconded by Cllr Mike Berryman. All voted in favour.
Action: Clerk
F&P31/26 System of Internal Control & Audit Plan:
It was
RESOLVED to appoint Cllr Nigel Spragg with Cllr Steve Oakley as substitute to carry out the review for 2026/27. The other position would remain vacant pending the appointment of more committee members.
Proposed by Cllr Mike Berryman. Seconded by Cllr Tina Patterson. All voted in favour.
Action: Clerk
F&P32/26 General Data Protection Regulation (GDPR) Audit:
It was
RESOLVED to appoint Cllr Nigel Spragg and Cllr Mike Berryman to carry out the internal audit questionnaire and complete the annual review report to ensure Council remain compliant with legislation. The substitute position would remain vacant pending the appointment of more committee members.
Proposed by Cllr Steve Oakley. Seconded by Cllr Tina Patterson. All voted in favour.
Action: Clerk
F&P33/26 Grant Panel:
It was
RESOLVED to appoint Cllr David Coles, Cllr Steve Oakley and Cllr Tina Patterson to the Grant Panel who will consider applications received and put forward recommendations to the Committee for 2026/27. The substitute position would remain vacant pending the appointment of more committee members.
Proposed by Cllr Steve Oakley. Seconded by Cllr Nigel Spragg. All voted in favour.
Action: Clerk
F&P34/26 Internal Control:
It was
RESOLVED to appoint Cllr David Coles and Cllr Tina Patterson with Cllr Mike Berryman as substitute to carry out the internal control check for 2026/27.
Proposed by Cllr Mike Berryman. Seconded by Cllr Steve Oakley. All voted in favour.
Action: Clerk
F&P35/26 Parish Council Grant Applications:
It was
RESOLVED to delegate consideration of the following grants to the Grant Panel and Clerk –
St Stephen Horse Show
Coombe Community Trust Playing Field
Whitemoor Recreation Ground
Individual @ St Stephen Cricket Club
The Hive, Drinnick
Proposed by Cllr Steve Oakley. Seconded by Cllr Nigel Spragg. All voted in favour.
Action: Clerk
F&P36/26 Community Benefit Fund:
Details of the funding had been previously circulated. It was
RESOLVED to note the amounts available and that no further action was required.
Proposed by Cllr David Coles. Seconded by Cllr Nigel Spragg. All voted in favour.
Cllr Julie Broad left the meeting.
F&P37/26 Community Benefit Fund Grant Applications:
It was
RESOLVED to –
Whitemoor Village Hall
Award a grant of £3,375 which was £2,775 toward external repairs and £600 towards contingency costs. The contingency costs would have to be returned if not required.
Local Government Act 1972 s133
Proposed by Cllr Steve Oakley. Seconded by Cllr Mike Berryman. All voted in favour.
Action: Clerk
Cllr Julie Broad returned to the meeting.
F&P38/26 Community Infrastructure Levy:
The latest figures were received. It was
RESOLVED to note the information and to remove the electric charging point project and to review the streetlights project when the development had been completed.
Proposed by Cllr Mike Berryman. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
It was
RESOLVED to approve the request from the Property & Services committee and to release funds for the purchase of 2 x additional speed indication devices and accessories at a cost of £7,200.
Proposed by Cllr Steve Oakley. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
F&P39/26 Complaints Procedure (Inc vexatious):
It was
RESOLVED to recommended to Full Council that the amended Complaints Procedure and
Vexatious & Unreasonably Persistent Complaints Policy be adopted.
Proposed by Cllr Steve Oakley. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
F&P40/26 Freedom of Information (FOI) & Data Protection Legislation Procedures:
It was
RESOLVED to recommended to Full Council that the amended Data Protection Policy, FOI Publication Scheme, FOI Request Policy, General Privacy Notice and Subject Access Request Policy be adopted.
Proposed by Cllr Nigel Spragg. Seconded by Cllr Tina Patterson. All voted in favour.
Action: Clerk
F&P41/26 Press/Media Contact Procedures:
It was
RESOLVED to recommended to Full Council that the amended Press and Media policy be adopted.
Proposed by Cllr Steve Oakley. Seconded by Cllr Mike Berryman. All voted in favour.
Action: Clerk
F&P42/26 Policies & Procedures:
It was
RESOLVED to recommended to Full Council that the amended CCTV Management Policy be adopted.
Proposed by Cllr Steve Oakley. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
It was
RESOLVED that consideration of the following polices be deferred to the next meeting –
Community Benefit Fund
Community Engagement
Grant
Mobile Phone
Risk Management & Strategy
Winter Maintenance
Proposed by Cllr David Coles. Seconded by Cllr Tina Patterson. All voted in favour.
Action: Clerk
F&P43/26 Data Mapping:
The Clerk advised that the quotation was outside the delegated expenditure limit as detailed in minute F&P26/26. It was
RESOLVED to accept the quotation from Breakthrough Communications at a cost of £3,995 plus VAT.
Proposed by Cllr David Coles. Seconded by Cllr Nigel Spragg. All voted in favour.
Action: Clerk
F&P44/26 1st Quarter Accounts:
It was
RESOLVED to note the 1st quarter accounts and that no action was required from the committee at this time.
Proposed by Cllr David Coles. Seconded by Cllr Steve Oakley. All voted in favour.
Action: Clerk
F&P45/26 Strategic Plan Review:
It was
RESOLVED that the Clerk update the document as part of the Full Council review.
Proposed by Cllr Nigel Spragg. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
Cllr Julie Broad left the meeting.
F&P46/26 s106 Monies – Whitemoor Recreation Ground:
It was
RESOLVED to accept the request from Cornwall Council to hold £12,697.43 in respect of a S106 offsite public open space contribution from PA19/10631 – Land at North Road, Whitemoor to be allocated to and spent at Whitemoor Recreation Ground and that an Ear Marked Reserve be set up to secure the funding.
Proposed by Cllr Steve Oakley. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk
Cllr Julie Broad returned to the meeting.
F&P47/26 Data Protection Impact Assessments (DPIAs):
It was
RESOLVED to note the following DPIAs and that no further action was required by the committee at this time-
Nanpean Cemetery
Nanpean Public Toilets
Nanpean Short Stay Car Park
Proposed by Cllr Steve Oakley. Seconded by Cllr Nigel Spragg. All voted in favour.
The meeting ended at 7:45.
Signed as a true and accurate record –
Chairman ………………………………….…
Date …………………………………….
RECOMMENDATIONS:
F&P39/26 Complaints Procedure (Inc vexatious):
That the amended Complaints Procedure and
Vexatious & Unreasonably Persistent Complaints Policy be adopted.
F&P40/26 Freedom of Information (FOI) & Data Protection Legislation Procedures:
That the amended Data Protection Policy, FOI Publication Scheme, FOI Request Policy, General Privacy Notice and Subject Access Request Policy be adopted.
F&P41/26 Press/Media Contact Procedures:
That the amended Press and Media policy be adopted.
F&P42/26 Policies & Procedures:
That the amended CCTV Management Policy be adopted.