Agenda for May 2024 meeting
Newton St Cyres Parish Council
Notice of Annual Meeting of Parish Council
Dear Councillors
I hereby give notice that a Meeting of the above-named Parish Council will be held Council will be held in the Club Room, Parish Hall on Thursday 9 May 2024 at 7.00pm.
All members of the Council are hereby summoned to attend for the purpose of considering and resolving upon the Business to be transacted at the meeting set out hereunder.
Signed Jane Hole Dated this 3 May 2024
Clerk to the Parish Council parishclerk@newtonstcyres-pc.gov.uk 01392 951149
Formal Business
(Members of the public may not take part in the formal business of the Parish Council except under special circumstances)
01/05/24 Election of Chairman and Vice Chairman
1.1 To accept nominations for the election of Chairman – to receive the Chairman’s declarations of acceptance of office form
1.2 To accept nominations for the election of Vice-Chairman
Public Participation - Standing orders to be suspended
Public Question Time. Members of the public are invited to give their views and ask questions on issues on this agenda or to raise issues for future consideration by the Parish Council.
Standing Orders re-instated and back to Formal Business
02/05/24 Apologies - To receive apologies
03/05/24 Declaration of Interest
To receive declarations of personal interest (PI) and disclosable pecuniary interests (DPI’s) in respect of items on this agenda
04/05/24 Minutes of the last meeting held on Thursday 4 April 2024 (previously circulated)
To be agreed and signed as a true record
05/05/24 To consider any applicants for co-option - two post are available
Standing orders to be suspended, whilst candidates make a brief (five-minute) presentation on why they wish to be a parish councillor. Standing orders will be reinstated whilst councillors vote on appointment once candidates have been proposed and seconded. Successful candidates to sign declaration of office form and join the meeting
06/05/24 Election of Representatives and allocation of responsibilities – list circulated with details of roles
07/05/24 Annual Reviews
7.1 To agree procedure to review Policies. All policies can be viewed on the website at https://www.middevonparish.co.uk/newtonstcyres/parish-council-policies/
7.2 To agree payment of Clerk’s membership of SLCC (approx. £112.00)
7.3 To agree Travel and Subsistence Allowances (in line with HMRC recommendations - £0.45 per mile) For Clerk and for Road Warden Scheme volunteers
7.4 To confirm dates of Council Meetings up to December 2025 – see below
7.5 Bank Mandate and Signatures – To review Bank mandate for Unity Trust Bank.
7.6 To agree insurance – See below for quotes. Details circulated separately to Cllrs
7.7 Review of Risk Assessments Risk Assessments can be viewed on the website at https://www.middevonparish.co.uk/newtonstcyres/risk-assessments/
08/05/24 Newton St Cyres Parish Council Issues relevant to Mid Devon District Council
8.1 Planning Applications - none
8.2 Planning Decisions: none
8.3 Report from District Councillor on issues relevant to the Parish
09/05/24 Newton St Cyres Parish Council issues relevant to Devon County Council
9.1 Report from County Councillor on issues relevant to the parish
9.2 Update on Community Self delivery and Community Enhancement Fund
10/05/24 Finance
10.1 To agree Parish Council Payments and note Receipts:
|
Expenditure – current account |
£ |
Receipts – current account |
£ |
|
DALC – Annual membership |
363.66 |
Allotment rents |
520.00 |
|
ICO – Data Protection Registration (DD) |
35.00 |
Wayleave |
3.48 |
|
RGB Building Supplies – RWS re Newcombes |
118.48 |
|
|
|
NSC Parish Hall – room hire |
178.00 |
||
|
Simon Saunders – Grass cutting |
120.00 |
|
|
|
Insurance |
TBA |
|
|
|
J Hole – Salary and expenses |
457.99 |
|
|
|
HMRC - PAYE |
64.40 |
|
|
10.2 To approve on-line authorisation for this month’s payments
10.3 Balances (after above transactions)
10.3.1 Parish Council Current Account balance: £14,724.68
10.3.2 Footpath Account: £88.02 (included in Current Account balance)
10.3.3 PH Car Park Maintenance fund balance: £7,305.58
10.4 Financial Statement and Budget Monitor (attached)
10.5 Annual Governance and Accountability Return 2023/24 (AGAR) – copy circulated and on website
10.5.1 To note internal audit report
10.5.2 AGAR – to approve and sign Part 1 Annual Governance Statement 2023/24
10.5.3 AGAR – to approve and sign Part 2 Accounting Statements 2023/24
10.5.4 AGAR – to note Asset Register – circulated
10.5.5 AGAR – to note dates for public inspection as 3 June to 12 July 2024
10.6 To note retirement of internal auditor. Quotes have been requested for 2024/25 to be agreed next month
10.7 To consider and agree quotes for grass cutting in the parish – see quotes below
10.8 To agree quote for repair of Parish Hall car park lights of £796.40 (ex VAT) to be funded from PH Car park maintenance fund
10.9 To consider quote for repair to 2 resilience sheds and to defib door – see below
11/05/24 Other Parish Council Matters
11.1 To agree agenda for the Annual Parish Meeting on Wednesday 29 May 2024 – see below
12/05/24 Forward Agenda Planner/Minor Matters and Items for Future Agenda
To report minor matters of information not included elsewhere on the agenda and to raise items for future agendas. Councillors are respectfully reminded that this is not an opportunity for debate or decision making.
12.1 Review of agenda planner for future meetings. Copy circulated
13/05/24 Date of next PC meeting: Thursday 6 June 2024, 7pm in the Club Room, Parish Hall
Public Participation
Part II – Closed Session
14/05/24 Council to resolve to move to a closed session in order to consider confidential items for discussion
End of formal business
Agenda Item 7.4 - Dates of meetings in 2025
No meeting in January
Thursday February 6
Thursday March 6
Thursday April 3
Thursday May 1
Thursday June 5
Thursday July 3
No meeting in August
Thursday September 4
Thursday October 2
Thursday November 6
Thursday December 4 – budget and precept setting
Date of Annual Parish Meeting to be agreed nearer the time
Agenda Item 7.6
Insurance renewal quotes
|
|
Company A £ |
Company B £ |
|
1 Year Agreement |
813.59 |
556.15 |
|
3 Year Agreement |
764.16 |
538.45 |
Agenda item 10.4
Agenda Item 10.7
Three companies were invited to quote for the Parish grass cutting
Two replies were received
|
Area |
Quote A £ |
Quote B £ |
|
Village green per cut X 9 quote A and x 10 Quote B |
65.00 (585.00) |
40.00 (400.00) |
|
Village green cut after no mow may |
75.00 |
|
|
Parish Hall/Woodlands and Crescent x 6 |
40.00 (240.00) |
85.00 (510.00) |
|
Norton Cross Half Moon Layby x 1 SWW entrance |
150.00 |
40.00 150.00 50.00 |
|
Land for new churchyard x 1 |
Inc in above * |
50.00 |
|
Total for year |
1,050.00 |
1,200.00 |
*Based on use of ride on mower. If this can’t be used then price will be increased.
Agenda Item 10.9
Cost to replace felt on resilience shed roof - £110.00 (2 sheds require repair)
Alternative – paint with bitumen based waterproof compound for around £50.00
Old phone box by Belluno – repair to door required, treated and repainted - £120.00
Agenda item 11.1
Agenda for Annual Parish Meeting – Wednesday 29 May 2024
- Apologies
- Minutes of the Annual Parish Meeting held on Thursday 6 April 2023
To be agreed and signed as a true record.
- Chairman’s Report
- Parish Council Financial Statement for year ending 31 March 2024
- Neighbourhood Plan Update – presentation by the NHP Group
- Presentation of Community Volunteer of the year award
- Public Participation/Questions