Minutes from September 2024 meeting
Newton St Cyres Parish Council
Minutes of Newton St Cyres Parish Council Meeting held in the Parish Hall Club Room on Thursday 5 September 2024
The meeting commenced at 7.00pm
Members present
Cllr G Barnell (Chair) Cllr L Ouldridge
Cllr J Browne Cllr J Rimbon-Whittaker
Cllr J Dean
In attendance: 3 members of public (one left at 7.30pm), D/Cllr M Binks, J Hole Parish Clerk
Public Participation
There was none
Formal Business
01/09/24 Apologies
C/Cllr M Squires, Cllr M Herpoldt-Bright, Cllr D Harris
02/09/24 Declaration of Interest
None noted
03/09/24 Minutes of the last meeting held on Thursday 4 July 2024
Agreed and signed as a true record
04/09/24 To consider recruitment campaign for Parish Councillors
Peter Stephenson resignation was noted and a vote of thanks was proposed for Peters contribution to the Parish Council. There were currently two vacancies for Parish Councillors. Adverts had been placed in the Newton Wonder and on noticeboards and although there had been some interest, no one had applied.
It was resolved: that Cllr J Browne would write an article for the Newton Wonder outlining the role of a Parish Councillor, explaining the commitment and the areas of responsibility on offer. In addition, Cllrs were encouraged to continue to speak to parishioners who may potentially be interested
05/09/24 Newton St Cyres Parish Council Issues relevant to Mid Devon District Council
5.1 Date for NHP meeting – to consider Cllr G Barnells suggestion that the meeting planned for September is postponed until further information is available from the Government
D/Cllr M Binks reported that the date for the public consultation on the local plan would be set at the next meeting on 25 September.
It was resolved:
i) to postpone the NHP meeting until further details were known about MDDC local plan and further information was available from the Government regarding any changes to planning.
ii) That Cllr G Barnell would contact Cllr S Keable, MDDC for an update on the local plan
5.2 Planning Applications
24/00911/LBC - Listed Building Consent for the installation of 6 replacement windows Location: Fine Oak Cottage Newton St Cyres Exeter – no comment (response made under delegated authority in July)
Consultation as a neighbouring Parish - 24/00696/MFUL- Erection of an agricultural building for free range egg laying unit at Summerhay Farm, Shobrooke – to consider suggested planning condition
Under delegated authority, the Clerk had requested this application be called in for consideration at Committee. However, the call in had been cancelled and permission had now been granted. Standing Orders were suspended to allow discussion with the applicant who was present at the meeting. The applicant outlined their plans for the site. The importance of managing the hedgerows and drainage was discussed and agreed. Standing Orders were reinstated.
24/01250/LBC - Listed Building Consent for replacement of 2 windows and 1 door at 51-53 The Village, West Town Road, Newton St Cyres
This application arrived after the agenda was sent but was considered at this meeting and no comment was agreed
5.3 Planning Decisions
i) 24/00766/HOUSE and 24/00768/LBC Erection of replacement porch at 1 Broadgate Cottages, NSC - grant permission
ii) 23/00040/MFUL - Variation of condition 2 of planning permission 18/00414/MFUL (Erection of extension to brewery to include alterations to provide additional restaurant/bar floorspace, amended entrance arrangements and outdoor dining area, and erection of 11 holiday lodges) to allow substitute plans relating to the layout of the 11 lodges and position of site road that serves the lodges Location: Yellow Hammer Brewing Limited Hanlons, NSC – grant permission
III) TPO no. 24.00004 – confirmed for tree in the field adjoining West Town Road and Church Lane and TPO no. 24.00003– confirmed for tree on track to NSC Sewage Works
iv) 24/00911/LBC – Listed Building consent for the installation of 6 replacement windows at Fine Oak Cottage, Newton St Cyres
iv) 24/00124/LBC - to replace chain-link fence and hedge with 7m x 1.7m concrete block rendered wall Location: 33 The Village, Newton St Cyres – application withdrawn
v) 24/00875/HOUSE - Erection of extension and conversion of existing garage to living space at Elmhurst, Church Lane, Newton St Cyres – grant permission
5.4 Report from District Councillors on issues relevant to the parish
Cllr M Binks noted that funding for the relief road in Cullompton had been secured but funding for the railway station had not been secured.
Cllr M Binks had requested that MDDC Officers consider improvements to recycling provision and consider an expansion to the number of items that can be recycled.
06/09/24 Newton St Cyres Parish Council issues relevant to Devon County Council
6.1 Report from County Councillor on issues relevant to the Parish
There was no report
6.2 Report from meeting with Neighbourhood Highways Office (NHO) and Cllr M Squires held in August
Meeting notes had been circulated and a response from the NHO had been circulated today with comments and updated costs. After discussion it was resolved:
- that the first priority was a traffic island at Tytheing Close. The estimated costs were £25-30,000 for design and £100,000 plus for implementation
- To request a “max speed” sign at Smallbook and to remove the national speed limit sign. Consideration to be given on how to improve the width of the footpath to the bus stop
- To work with the School to agree the signs required. Noted that a School Travel Plan was still outstanding. Cllr J Dean to visit Sandford School who had put up new traffic speed signs and Cllr G Barnell would speak to the Chair of Sandford Parish Council about the costs.
- Cllr J Dean would draft an article for the Newton Wonder to explain the Parish Council’s priorities and invite comment
- To discuss findings from iii) above at the next meeting before making a final decision on priorities.
07/09/24 Finance
7.1 To agree Payments and note Receipts
Since the agenda had been sent an invoice had been received from Parish Magazine Printing for £147.26 and it was resolved to add this to the payment schedule below
Payments were agreed as:
|
Expenditure – current account |
£ |
Receipts – current account |
£ |
|---|---|---|---|
|
Paid in August – to ratify payments |
|
P3 grant (ringfenced for footpaths) |
700.00 |
|
Unity Trust Bank – fees |
18.00 |
NSC Rec Ground – survey contribution |
425.00 |
|
Daniel Richards – grass cutting July |
170.00 |
|
|
|
NSC Church – grant |
1,000.00 |
Receipts Car Park Account |
|
|
NSC Parish Hall – grant |
2,000.00 |
Interest as at 30/6/24 |
49.29 |
|
NSC Parish Hall – room hire |
37.00 |
|
|
|
Now Survey (Southern) Ltd – Rec survey |
1,020.00 |
|
|
|
J Hole – Salary and expenses |
393.78 |
|
|
|
J Hole – reimbursement for def battery (Village centre) |
336.00 |
|
|
|
HMRC – PAYE |
52.40 |
|
|
|
To be paid in September |
|
|
|
|
PKF Littlejohn – External Audit fee |
252.00 |
|
|
|
Daniel Richards – grass cutting August |
170.00 |
|
|
|
J Hole – Salary and expenses |
401.15 |
|
|
|
HMRC – PAYE |
58.40 |
|
|
|
PMP – Annual Newsletter |
147.26 |
|
|
7.2 To approve on-line authorisation for this month’s payments
Cllr J Browne and Cllr J Dean
7.3 Balances (after above transactions)
7.3.1 Parish Council Current Account balance: £8,063.10
7.3.2 Footpath Account: £788.02 (included in Current Account balance)
7.3.3 Car Park resurfacing fund balance: £6,608.56 (separate Bank account)
7.4 To note successful conclusion of Annual Governance & Accountability Return Limited Assurance Review for 2024
A “no comment” report had been received from the External Auditor and this was noted.
7.5 Update on changes to bank mandate – to note Cllr D Harris has been added
Noted
7.6 Financial Statement and Budget Monitor
Noted
7.7 Quarterly Bank Reconciliation
This had been circulated and was noted and duly signed
7.8 To agree updated Financial Regulations
These had been circulated and it was resolved to adopt
7.9 To consider membership of Devon Communities Together £24.00 – Cllr J Browne, Cllr J Rimbon-Whittaker to advice
It was resolved to renew the membership
08/09/24 Other Parish Council Matters
8.1 Review of roles and responsibilities in light of Cllr vacancies
Cllr J Dean would continue with Roads and Transport and Cllr L Ouldridge would continue with Resilience
8.2 Resilience – walking the Shutternbrook – outcomes
Cllr G Barnell and Cllr L Ouldridge had walked the Shuttern brook and a report had been circulated which identified a number of issues. The two most serious of which were a severely eroded bank adjacent to the road immediately before garages opposite Laundry Cottages (to be reported to DCC) and at the Meadowlands bridge, one side of the stream had silted up. A couple of environmental questions had been raised and Cllr L Ouldridge would seek advice from the EA. It was resolved that the Clerk would follow up on the identified issues in the report and send letters as required.
8.3 Follow up re slurry incident – to note follow up email to EA
Cllr G Barnell had circulated a draft email and it was resolved to send this email to the EA with a copy to the landowner.
Noted that some Permissive paths signs were missing.
8.4 Service agreement with parish organisations to be reviewed in October
Cllrs G Barnell, J Browne and L Ouldridge were meeting Tuesday 10 September to discuss service agreements with parish organisations ahead of discussion with each organisation
8.4.1 Review of service agreement for Parish Hall
The service agreement with the Parish Hall had been signed and the grant duly paid. A meeting with the Parish Hall had been arranged for the 14 October to begin discussions for next years grant
8.4.2 Review of service agreement for Church
The service agreement with the Church had been signed and the grant duly paid. The Clerk was arranging a meeting date for October to review the agreement for next year.
A repair to the fencing around the land for the proposed new churchyard was required and the Clerk would obtain an estimate.
8.4.3 Review of service agreement for the Rec Ground – yet to be signed. To agree to contact DALC for advice on application to Public Works Loan Board
The Clerk was arranging a meeting to discuss the service level agreement and the valuation Report which had been circulated and was noted as confidential.
It was resolved:
- that the Clerk would contact DALC for advice on loan applications
- D/Cllr M Binks would make enquiries about possible lottery funding
8.5 Quarterly Report – Travel and Road Safety – Cllr J Dean
To include Road Warden review and update on Crediton/Exeter Cycleway Steering Group
A Road Warden report had been circulated. Standing Orders were suspended to allow discussion with the Road Warden co-ordinator who was present at the meeting.
After discussion it was resolved:
- Cllrs L Ouldridge, J Dean, J Browne would meet informally with the Road Warden Co-ordinator to form a strategy for how volunteer’s work could be better co-ordinated and directed by the Parish Council with a proposal available at the October PC Cllr L Ouldridge to arrange the meeting.
- A battery operated brush cutter and hedge trimmer together with a charger port would be purchased for approx. £500.00.
The update on the Crediton/Exeter Cycleway Steering Group was not discussed
8.6 Volunteer Policy - inc recruitment/risk assessment/suitability
Deferred to a later meeting. Cllrs J Brown and J Rimbon-Whittaker to consider a policy
8.7 DALC AGM 2 October 2024 10am to 4pm – to agree attendance
Cllr G Barnell to attend
09/09/24 Forward Agenda Planner/Minor Matters and Items for Future Agenda
9.1 Review of agenda planner for future meetings.
The planner was updated.
10/09/24 Date of next Parish Council meeting: Thursday 3 October 2024 at 7pm in the Club Room
End of Formal Business
Public Participation
A parishioner thanked Cllrs for their work.
The meeting closed at 9.15pm