Minutes from May 2024 meeting
Newton St Cyres Parish Council
Minutes of Newton St Cyres Annual Parish Council Meeting
held in the Parish Hall Club Room on Thursday 9 May 2024
The meeting commenced at 7.00pm
Members present
Cllr G Barnell (Chair) Cllr J Rimbon-Whittaker
Cllr J Browne Cllr P Stephenson
In attendance: 1 member of public, J Hole, Parish Clerk
Formal Business
01/05/24 Election of Chairman and Vice Chairman
- To accept nominations for the election of Chairman – to receive the Chairman’s declarations of acceptance of office form
Cllr G Barnell was proposed by Cllr P Stephenson and seconded by Cllr J Browne and it was resolved unanimously to elect Cllr G Barnell as Chairman. Cllr G Barnell duly signed the Declaration of Acceptance Form for the position of Chairman.
1.2 To accept nominations for the election of Vice-Chairman
Cllr L Ouldridge had indicated that she was willing to re-stand for the position of Vice Chair. Cllr G Barnell proposed and Cllr J Browne seconded and it was resolved unanimously to elect Cllr L Ouldridge as Vice Chair
Public Participation - Standing orders to be suspended
There was none
Standing Orders re-instated and back to Formal Business
02/05/24 Apologies
Cllr L Ouldridge, Cllr J Dean, Cllr D Harris, C/Cllr M Squires, D/Cllr M Binks
03/05/24 Declaration of Interest
None noted
04/05/24 Minutes of the last meeting held on Thursday 4 April 2024
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
Monika Herpoldt-Bright was willing to stand as a Parish Councillor and gave a brief explanation of her interest. She was proposed by Cllr G Barnell and seconded by Cllr J Browne and it was resolved unanimously to co-opt. Cllr M Herpoldt-Bright duly signed the declaration of acceptance of office form and joined the meeting as a Councillor.
06/05/24 Election of Representatives and allocation of responsibilities – list circulated with details of roles and on website
Cllr G Barnell proposed that this item should be deferred until the next meeting or until after the remaining vacant Parish Cllr position was filled.
It was resolved to defer this item until the next meeting when it was hoped the remaining vacant Cllr position would be filled by co-option.
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/
Cllr G Barnell proposed that Cllr L Ouldridge and the Clerk should work together to review policies. The Clerk noted that NALC’s Financial Regulations had recently been updated and these would need to be considered for adoption
It was resolved:
- That the Clerk would review the new Financial Regulations and circulate for the next meeting
- The Clerk and Cllr L Ouldridge would review the policies over the course of the year
7.2 To agree payment of Clerk’s membership of SLCC (approx. £112.00)
It was resolved to agree this payment
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
It was resolved to agree this allowance if and when required.
7.4 To confirm dates of Council Meetings up to December 2025
It was resolved to confirm the dates of meeting up to December 2025
7.5 Bank Mandate and Signatures – To review Bank mandate for Unity Trust Bank.
The Clerk confirmed that all current Cllrs were on the mandate except Cllr J Rimbon-Whittaker who needed to complete her ID check and Cllr D Harris (Clerk to confirm if ID check had been completed).
It was resolved to:
- i) Ensure Cllr J Rimbon-Whittaker and Cllr D Harris were added to the mandate
- ii) Add Cllr M Herpoldt-Bright to the mandate and to delete Steve Parker
7.6 To agree insurance
Two quotes had been circulated to Cllrs
It was resolved to renew with the existing insurer for a 3 year long term agreement
7.7 Review of Risk Assessments - Risk Assessments can be viewed on the website
The risk assessment for speed watch had been recently been updated
It was resolved:
- Cllr J Browne would request an updated risk assessment from the Arboretum Committee.
- Clerk to check review other risk assessments and advise on any revisions required
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 Councilor’s on issues relevant to the Parish
There was no report from our District Cllrs
Cllr G Barnell reported that the Parish Hall car park lights had been repaired.
It was resolved to note that the Parish Council do not accept responsibility for the Parish Hall car park lights and have agreed to fund a joint payment with the Parish Hall on the grounds of health and safety only
Noted that the fence along footpath by Court Orchard has been repaired
The issue of empty homes in the district had been raised at Crediton Cluster meeting. It was hoped that the Group could work with Mid Devon to come up with an agreement which would see parishes notifying empty homes to the district and the district taking action following notification.
It was resolved that Cllr P Stephenson would write an article for the Newton Wonder asking that empty homes are reported to the Parish Council for onward reporting to MDDC
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
There was no report
9.2 Update on Community Self delivery and Community Enhancement Fund
Cllr G Barnell reported that as agreed at the last meeting, he had emailed DCC Neighborhood Highways Manager (NHM) to notify him that despite promises, our Neighborhood Highways Officer had not engaged with the Parish Council with regard to the three areas of traffic/safety concerns in the parish – namely, outside the school, Tytheing Close crossing and Smallbrook.
It was resolved that the Clerk would email the NHM to request a response to Cllr G Barnells email
The NHM had attend the last Crediton Cluster Meeting to explain about the Community Self delivery scheme. This scheme meant that DCC would give parishes permission to carry out certain road works in their parish at the parishes expense.
The Community Enhancement Fund – the clerk had recently made an application for various tools requested by the Road Wardens as agreed at Decembers budget meeting and had also included an additional application for drain clearing equipment as requested by the Road Warden Co-ordinator
10/05/24 Finance
10.1 To agree Parish Council Payments and note Receipts
These were agreed as:
|
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 |
538.45 |
|
|
|
J Hole – Salary and expenses |
457.99 |
|
|
|
HMRC – PAYE |
64.40 |
|
|
10.2 To approve on-line authorisation for this month’s payments
Cllr J Browne and Cllr P Stephenson
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: £7,355.67
10.4 Financial Statement and Budget Monitor
The Clerk noted that the room hire budget would be overspent very shortly and it was resolved to keep the number of room bookings down as much as possible and to find alternative free venues were possible
10.5 Annual Governance and Accountability Return 2023/24 (AGAR)
Copies had been circulated and were also posted on the website
10.5.1 To note internal audit report
It was resolved to note the internal auditors report which had not identified any issues
10.5.2 AGAR – to approve and sign Part 1 Annual Governance Statement 2023/24
It was resolved to approve Part 1 and this was duly signed by Cllr G Barnell
10.5.3 AGAR – to approve and sign Part 2 Accounting Statements 2023/24
It was resolved to approve Part 2 and this was duly signed by Cllr G Barnell
10.5.4 AGAR – to note Asset Register
The asset register had circulated and it was resolved to note this
10.5.5 AGAR – to note dates for public inspection as 3 June to 12 July 2024
It was resolved to note the dates
10.6 To note retirement of internal auditor
Quotes have been requested for 2024/25 audit and these would be considered at the next meeting
10.7 To consider and agree quotes for grass cutting in the parish
Two quotes had been circulated and were similar in price
It was resolved:
- That the Clerk would contact one of the contractors to clarify the exact cost for the mowing of the proposed new churchyard and to request references from existing customers
- To delegate the final decision to Cllr D Harris once the information from i) above was received
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
It was resolved to fund the cost of repair for the Parish Hall car park lights from the PH Car park maintenance fund.
10.9 To consider quote for repair to 2 resilience sheds and to the old phone box by Belluons
It was resolved:
- To refelt the two resilience sheds (Parish Hall and Smallbrook)
- Clerk to make grant application to Devon Communities Together for the funding
- To repair the door to the old BT phone box by Bellunos.
11/05/24 Other Parish Council Matters
11.1 To agree agenda for the Annual Parish Meeting on Wednesday 29 May 2024
Cllr G Barnell outlined the progress made by the Neighbourhood Planning Group and this would be shared at the meeting on the 29 May. The proposed amendments to the agenda were agreed It was agreed to provide refreshments at the end of the meeting.
12/05/24 Forward Agenda Planner/Minor Matters and Items for Future Agenda
12.1 Review of agenda planner for future meetings
An updated copy had been circulated and was noted.
13/05/24 Date of next PC meeting: Annual Parish Meeting: Wednesday 29 May 2024, 7pm in the Main Hall and next Parish Council Meeting: Thursday 6 June 2024, 7pm in the Club Room, Parish Hall
Public Participation
There were no public present
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
The meeting closed at 9.15pm