AGENDA

1.    Apologies for Absence

To receive apologies for absence and note apologies not received.

2.    Declarations of Interest

1. Pecuniary Interests: To receive any Declarations of Pecuniary Interests as declared on the Register of Interests.
2. Non-registerable Interests: To receive Declarations of Non-registerable Interests.
3. Dispensations: The Clerk will consider and report on any requests for dispensation in line with the Council’s Code of Conduct.
4. Gifts & Hospitality: To declare any gifts or hospitality in line with the Council’s Code of Conduct.

3.    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.

4.    Previous Committee Meeting Minutes

To resolve to adopt the minutes of the Property & Services Committee meeting held on Wednesday 27^th May 2026 to allow the presiding Chairman to duly sign.

5.    Biodiversity Sub Committee

To discuss and agree a new date for the subcommittee meeting.

6.    Operations Manager Report

To receive and note an update report from the Operations Manager. For information only

7.    Clerk’s Report

To receive a 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.    Allotments

To receive an update on allotments and to resolve any action required.

10. Air Quality Monitoring (AQM)

1. To receive the latest data report(s) and to resolve any action required.
2. To note that the Nanpean device is not repairable, to receive a quote for a replacement unit and to resolve action required.

11. Brannel Room Building

To receive an update on replacing the Brannel Room building and to resolve any action required.

12. Brannel Room Hall

To review the Terms & Conditions of Hire and resolve any action required.

13. Defibrillators

1. To receive and discuss the light evaluation report and correspondence from Duchy Defibrillators and to resolve any action required.
2. To receive and discuss the correspondence from South Western Ambulance Service NHS Foundation Trust on the current packages for the seven defibrillators coming to an end in June 2027 plus the options available and to resolve action required.
3. To discuss taking on ownership of the defibrillator located in Nanpean when the current lease expires October 2026, replacing with an easier access cabinet, and resolve action required.

14. Fire Risk Assessment (FRA)

To receive the following FRA reports and to resolve any action required –

1. Office and Brannel Room
2. St Stephen Crib Huts and Associated Buildings
3. Churchtown Craft Workshops
4. Former Church Rooms Building, Nanpean

15. Asbestos Survey

To receive the following survey reports and to resolve action required –

1. Office and Brannel Room
2. St Stephen Crib Huts and Associated Buildings
3. Churchtown Craft Workshops
4. Former Church Rooms Building, Nanpean

16. Speed Indication Devices (SIDs)

1. To receive the latest data reports and resolve any action required.
2. To receive a quotation from SWARCO to renew the Silver Maintenance Contract on the six units for three years at a cost of £3,629.61 + VAT

17. Plaque Dedication

To consider placing a plaque on a stone in the cemetery commemorating staff past and present and resolve action required.

18. Flagpole

To re-visit the request to install a flagpole in the parish and to resolve action required.

19. Litter Bin

To receive a request from a resident to install a litter bin outside Phoenix Stores, Nanpean and to resolve action required.

20. Equipment

To receive a request from the Operations Team to replace the STIGA Ride On Mower and to resolve action required.

21. Bikes in St Stephen Churchtown Cemetery

To receive details of a complaint regarding a child riding a bike on cemetery paths, including a request for signage banning bikes to be placed on cemetery gates and to resolve action required.

22. St Stephen Parish Church – Truro Diocese

To receive and consider correspondence from the aforementioned in relation to the ECO Church Scheme on progressing towards the Silver Award, in relation to covering the cost for the purchase of bulbs for the additional planting requirements at a cost of £109.09 and resolve any action required.

23. Hedge, Stepaside

To receive quotations for the cutting back of the hedge adjoining the footpath from St Stephen to Stepaside and resolve action required.

24. Confidential Matter(s)

To resolve that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press and broadcast media be excluded from the meeting, and that the live streaming and any recording cease, during the consideration of the following item(s) of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted –

Cemetery Extension update

[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.

Minutes of the Ordinary Meeting of St Stephen in Brannel Parish Council Property & Services Committee held in the Brannel Room, 22 Fore Street, St Stephen on Wednesday 26^th August 2026 starting at 6.35pm.

 

Present:

Cllr Mike Berryman, Cllr David Coles, Cllr Brittany Flux-Morgan, Cllr Anne Hartshorne, Cllr Debby Hussey (Vice Chairman), Cllr Tina Patterson, and Cllr Keith Truscott (Chairman).

 

In attendance: 

Cllr Julie Broad, Linda Ranger – Clerk & Responsible Finance Officer, Mel Best – Office Admin Assistant, Cllr Sharon Kelsey – St Dennis Parish Council representative and two members of the public.

Cllr Keith Truscott 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 on social media.

P&S41/26 Apologies:

None received.

P&S42/26 Declarations of Interest:

1. There were no declarations of registerable interests.
2. There were no declarations of non-registerable interests.
3. There were no dispensation requests.
4. There were no declarations of gifts or hospitality.

 

P&S43/26 Public Participation:

The members of the public were representatives from St Stephen Parish Church and spoke on agenda item 22.

P&S44/26 Previous Committee Meeting Minutes:

It was
RESOLVED that the minutes of the meeting held on Wednesday 27^th May 2026 be adopted and signed as a true and accurate record with the date amended from 29^th to 27^th May.
Proposed by Cllr David Coles. Seconded by Cllr Debby Hussey. All voted in favour.

The Chairman duly signed the minutes.

P&S45/26 Biodiversity Sub Committee:

Members were advised that the scheduled Sub Committee meeting had been cancelled as it would have been inquorate. It was
RESOLVED that on the understanding that the Biodiversity Action Plan be followed, there was no need for a meeting until 2027.
Proposed by Cllr Debby Hussey. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk

P&S46/26 Operations Manager Report

It was
RESOLVED to receive and note the report from the Operations Manager.
Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.

P&S47/26 Clerk’s Report: 

The Clerk gave a verbal update in which the following was noted-

• Correspondence from Cornwall Council regarding air quality funding.
• The slight increase in the quote for Brannel Room floor repairs as per P&S28/26 a).
• The heater had been removed from the Brannel Room as per P&S28/26 b).
• There had been numerous objections to the location of the new bus shelter in Foxhole as per P&S29/26 therefore Cornwall Council would be revising their plans and going back out for consultation later in the year.
• Following the decision under P&S31/26, there had been a report that one light unit had fallen from the ceiling and nearly hit a person. A copy of the near miss report had been requested as it was unclear of how both safety chains had failed.
• All additional CCTV had been installed.
• The additional speed indication units as per P&S36/26 c) had been ordered.
• The transfer document for the allotment boundary tree had been sent to the resident.

P&S48/26 Parish Councillor’s Reports:

Cllr David Coles gave feedback on the Tregargus Trust meeting he had attended.

Cllr Tina Patterson gave feedback on the St Stephen Social Club and St Stephen Community Centre meeting she had attended.

Cllr Anne Hartshorne gave feedback on the Foxhole Village Green meeting she had attended.

Cllr Debby Hussey advised that she had completed the Safer Cornwall Survey.

Cllr Keith Truscott reminded everyone of the Whitemoor Dog Show and St Stephen Horse Show that were taking place over the Bank Holiday weekend.

 

It was agreed to move agenda item 22 forward.

Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.

P&S49/26 St Stephen Parish Church:

It was
RESOLVED to purchase the bulbs for the additional planting requirements at a cost of £109.09 with the monies coming from the biodiversity budget.
Proposed by Cllr Debby Hussey. Seconded by Cllr Tina Patterson. All voted in favour.
Action: Operations Manager

Two members of the public left at 7:05pm

P&S50/26 Allotments:

An update report had been circulated prior to the meeting. It was
RESOLVED to note the update and that no action was required by the committee at this time.
Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.

P&S51/26 Air Quality Monitoring (AQM):

1. It was
   RESOLVED to note the latest report and that no further action was required at this time.
   Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.
2. It was
   RESOLVED to accept the quote of £3,750 plus VAT for a replacement monitor at Nanpean. The monies would come from AQM ear marked reserves.
   Proposed by Cllr Keith Truscott. Seconded by Cllr Debby Hussey. All voted in favour.
   Action: Clerk

The software quotation of £8,479 was noted. The Clerk confirmed that this amount was covered by the Cornwall Council AQM funding and dust monitor predicted budget.

P&S52/26 Brannel Room Building:

The Clerk advised that she had started to look at grant funding for the project, but it was difficult to apply without any plans or planning permission in place. It was
RESOLVED that a working party consisting of Cllr David Coles, Cllr Brittany Flux-Morgan, Cllr Debby Hussey, Cllr Tina Patterson and Cllr Keith Truscott be formed to work with the Clerk on consulting with Councillors, Staff and Residents to reach a stage where plans could be drawn up, costs sought and planning permission be applied for.
Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk & Working Party

P&S53/26 Brannel Room Hall:

It was
RESOLVED to adopt the amended Terms of Hire as presented.
Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk 

P&S54/26 Defibrillators:

1. It was
   RESOLVED to seek permission to install solar lights above the defibrillator units at Treviscoe and Whitemoor, and to contact Lanjeth/High Street Village Hall requesting the light by the defibrillator be repaired.
   Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.
   Action: Clerk
2. It was noted that SWAST would no longer be providing defibrillator packages and the options available to Council. It was
   RESOLVED to recommend that Option 1 – that the Council accept the defibrillator units and cabinets as a gift from SWAST and take on overall management – be accepted to Full Council
   Proposed by Cllr Debby Hussey. Seconded by Cllr Tina Patterson. All voted in favour.
   Action: Clerk
3. It was
   RESOLVED to recommend to Full Council that the Council take on ownership of the defibrillator located in Nanpean from October 2026 and replace the existing cabinet with one similar to the others already used allowing easier access.
   Proposed by Cllr David Coles. Seconded by Cllr Debby Hussey. All voted in favour.
   Action: Clerk

P&S55/26 Fire Risk Assessments (FRA):

The FRA for the Office & Brannel Room was received. The Clerk confirmed that Task 1 was covered under the current fire evacuation plan and amended terms of hire plus PAT testing as mentioned under Task 2 was completed on a 6-month and annual basis. It was
RESOLVED that no further action was required from the report.
Proposed by Cllr Keith Truscott. Seconded by Cllr Debby Hussey. All voted in favour.

The FRA for the St Stephen Crib Huts and Associated Buildings was received. The Clerk confirmed that the last EICR test was carried out in January 2025 so within the 5-year test period. It was
RESOLVED that no further action was required from the report.
Proposed by Cllr David Coles. Seconded by Cllr Brittany Flux-Morgan. All voted in favour.

The FRA for the Churchtown Craft Workshops was received. The Clerk confirmed that Task 1 – fire extinguisher testing, was the responsibility of the tenant, Task 2 – removal of defunct smoke alarms, was the responsibility of the Council, Task 3 – EICR tests, were the responsibility of the Council and not due until September 2029, Task 4 – PAT testing, was the responsibility of the tenant, Task 5 – risk assessment, was the responsibility of the tenants, and Task 6 – fire management was the responsibility of the tenant. It was
RESOLVED that the smoke alarms be removed by Council before the next assessment, and that the report be sent to the tenants with a request that their tasks be carried out in line within the priority timeline.
Proposed by Cllr Keith Truscott. Seconded by Cllr Debby Hussey. All voted in favour.
Action: Clerk

 The FRA for the Former Church Rooms Building, Nanpean was received. The Clerk confirmed that Task 8 – ECIR tests, was the responsibility of the Council and not due until January 2030, Task 9 – PAT testing, was the responsibility of the tenant for the store area and the Council for the workmen’s area – the workmen’s area was up to date, Task 10 – escape route lock was the responsibility of the Council and all other tasks were the responsibility of the tenant. It was
RESOLVED that the crib hut lock be replaced with a thumb turn type device and the report be sent to the tenant with a request that their tasks be carried out in line within the priority timeline.
Proposed by Cllr David Coles. Seconded by Cllr Debby Hussey. All voted in favour.
Action: Clerk

P&S56/26 Asbestos Survey:

The survey reports for the following buildings were received –

• Office and Brannel Room: Positive findings
• St Stephen Crib Huts and Associated Buildings: Positive findings
• Churchtown Craft Workshops: Positive findings
• Former Church Rooms Building, Nanpean: No positive findings
• Nanpean Public Toilets: No positive findings
• St Stephen Public Toilets: No positive findings

The Clerk reiterated that all levels were deemed low risk and referred Members to the section of the Health & Safety Policy which had recently been updated following the positives findings. All staff had been made aware of the ACM presence, and the Operations and Admin teams had attended additional training.

It was
RESOLVED to delegate authority to the Clerk to obtain quotes and select a contractor to develop an Asbestos Register and produce Asbestos Management Plans.
Proposed by Cllr Keith Truscott. Seconded by Cllr Brittany Flux-Morgan. All voted in favour.
Action: Clerk

P&S57/26 Speed Indication Devices (SIDS):

The latest data reports were received. It was
RESOLVED that the Clerk review all SID locations that indicated speeding and refer them to the Community Speed Watch team for assessment to be monitored.
Proposed by Cllr Keith Truscott. Seconded by Cllr Debby Hussey. All voted in favour.
Action: Clerk

It was
RESOLVED to renew the Silver Maintenance Contract with SWARCO for 3 years at a cost of £3,629.61 plus VAT.
Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk

P&S58/26 Plaque Dedication:

It was
RESOLVED to approve the request and for the Clerk to put some proposed wording together which would be circulated to Committee members for approval prior to ordering and installation.
Proposed by Cllr David Coles. Seconded by Cllr Tina Patterson. All voted in favour.
Action: Clerk

P&S59/26 Flag Pole:

It was
RESOLVED to defer consideration of this item until plans for the replacement Brannel Room building were known.
Proposed by Cllr David Coles. Seconded by Cllr Debby Hussey. All voted in favour.
Action: Clerk

P&S60/26 Litter Bin:

It was
RESOLVED to seek permission from Highways for the installation of a bin by Phoenix Stores/Riverside, Nanpean and if granted to submit a request to the Finance & Policy committee for the expenditure to come from the Community Benefit Fund monies. Cllr Debby Hussey would complete the paperwork.
Proposed by Cllr Keith Truscott. Seconded by Cllr Anne Hartshorne. All voted in favour.
Action: Clerk

P&S61/26 Equipment:

It was
RESOLVED that the Operations Manager provide approximate costs and details of the equipment before a final decision could be made.
Proposed by Cllr Keith Truscott. Seconded by Cllr David Coles. All voted in favour.
Action: Operations Manager  

P&S62/26 Bikes in St Stephen Churchtown Cemetery:

The Clerk explained that historically the Council had permitted bikes in the cemetery as many children used it as a safer route than travelling along Churchtown Road and Fore Street. Anyone seen riding a bike was asked to dismount by Council staff. It was
RESOLVED that posters be erected in the cemetery signage boards requesting bike riders dismount and stick to the footpaths.
Proposed by Cllr David Coles. Seconded by Cllr Brittany Flux-Morgan. All voted in favour.
Action: Clerk 

The Clerk advised that the complainant could not be updated as they refused to give their name or contact details.  

P&S63/26 Hedge, Stepaside:

It was
RESOLVED to delegate the selecting of a contractor to cut back the hedge adjoining the footpath from St Stephen to Stepaside to the Clerk.
Proposed by Cllr Debby Hussey. Seconded by Cllr David Coles. All voted in favour.
Action: Clerk

P&S64/26 Confidential Matter(s):

It was
RESOLVED that under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press and broadcast media be excluded from the meeting, and that the live streaming and any recording cease, during the consideration of the following item(s) of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.
Proposed by Cllr Debby Hussey. Seconded by Cllr Keith Truscott. All voted in favour.

Cllr Julie Broad and Cllr Sharon Kelsey left the meeting at 8:10pm

Cemetery Extension update

The Clerk provided an update following advice from Council’s solicitor. It was
RESOLVED to follow that advice and the discussed correspondence be sent.
Proposed by Cllr David Coles. Seconded by Cllr Keith Truscott. All voted in favour.
Action: Clerk

The meeting ended at 8:15pm

 

Signed as a true and accurate record –

 

Chairman    ………………………………….…

  

Date             …………………………………….

 

RECOMMENDATIONS:

P&S54/26 Defibrillators:

That Option 1 –the Council accept the defibrillator units and cabinets as a gift from SWAST and take on overall management – be accepted to Full Council

That the Council take on ownership of the defibrillator located in Nanpean from October 2026 and replace the existing cabinet with one similar to the others already used allowing easier access.