Minutes from July 2025 meeting

DRAFT

Newton St Cyres Parish Council

Minutes of Newton St Cyres Parish Council Meeting held in the Parish Hall Club Room on Thursday 3 July 2025

 

The meeting commenced at 7.00pm

Members present

Cllr L Ouldridge  (Chair)                       Cllr M Herpoldt-Bright

Cllr G Barnell                                          Cllr J Rimbon-Whittaker

Cllr J Dean                                             

 

In attendance:    C/Cllr S Keable (left 7.30), 2 member of public (1 left at 7.50),  J Hole Parish Clerk

 

Public Participation

There was a request that the area around the Parish Council Noticeboard on the village green is kept cut so that both sides of the noticeboard are easily accessible.  The Clerk would ask the contractor to do this

 

Formal Business 

01/07/25    Apologies

                       Cllr D Harris and D/Cllr S Chenore

 

02/07/25    Declaration of Interest

                       None noted

 

03/07/25    Minutes of the last meeting held on Thursday 5 June 2025

                       Agreed and signed as a true record

 

04/07/25    Newton St Cyres Parish Council Issues relevant to Mid Devon District Council

4.1                 Planning Applications 

                       25/00855/FULL- Erection of a dwelling following the demolition of an agricultural building utilising the Class Q fallback position (24/01062/PNCOU) at Lily Farm

                       It was resolved to support this application

                       Cllr G Barnell noted that Crediton parishes had no comment on the 25/00755/MFU - Variation of a condition re the construction of an on-farm anaerobic digestion plant and associated infrastructure which was on last months agenda.

4.2                 Planning Decisions

                       None

4.3                 Report from District Councillors on issues relevant to the parish  

To note request from D/Cllr S Chenore for remote access to meetings via Livestreaming via a platform, a Bluetooth speaker or similar setup in the hall for remote audio access, or a simple phone-in facility to allow dial-in participation

It was noted that remote access would also allow members of the public to access meetings.  After discussion it was resolved that the Clerk would speak to Crediton Town Council to enquire about how they live stream their meetings and the costs involved

4.4                 To agree delegated authority to the Clerk to respond to planning applications over the summer  cannot be granted an extension following consultation with Cllrs .

                       It was resolved: to delegate authority to the Clerk and Cllr G Barnell after consultation with all Cllrs

 

05/07/25    Newton St Cyres Parish Council issues relevant to Devon County Council

5.1                 Report from County Councillor on issues relevant to the Parish

                       A report from C/Cllr S Keable had been circulated earlier today.  This noted that DCC ended the financial year on budget but only by relying on temporary savings and a one-off government grant.  Capital maintenance of £83 million was approved for road maintenance with a trail programme in some areas to fill all potholes rather than just those that are a safety issue. Additional investment would be made into provision of facilities for vulnerable children.

                       A planning appeal for housing in Tiverton had been upheld and this was thought to be down to the new Government house building targets which were taking precedent over objections and neighbourhood plans.  The updating of the Local Plan was therefore being accelerated.

                       It was noted that there was no update on the progress with the Boniface Trail and C/Cllr S Keable had this on his agenda.

                       C/Cllr S Keable noted his support for remote access to meetings and may be able to provide a small amount of funding.

5.2                 Report from P3 Footpath Group – Cllr G Barnell

                       Cllr G Barnell had circulated minutes from the first meeting of the newly formed volunteers footpath group.  The parish footpaths have been divided up between volunteers who would complete the annual P3 survey as well as reporting issues and problems through-out the year.  It was noted that FP4 needed cutting 3 times a year and it was unclear how much the cutting the P3 would carry out and fund.  Cllr G Barnell was seeking clarification on this from DCC P3 team as well as guidance with regard to procedures and forms and asked for C/Cllr S Keable’s assistance. 

                      

06/07/25    Finance

6.1                 To agree Payments and note Receipts

                       Payments were agreed as follows:

Expenditure – current account	£	Receipts – current account	£
Unity Bank – Bank charge (DD)	6.00	S106	3,810.06
Parish Online *	90.00
Adonai Community Kitchen - Volunteers party catering	240.00	Receipts Car Park Maint acct
Senior Internet Ltd - .gov email addresses	290.40	Nil
Neils Grass cutting - Strim FP 4 (from FP Acct)	140.00
J Hole – Salary and expenses	408.73	Footpath Account
HMRC – PAYE and emp’er NI	61.89	Transfer from current account	648.02

* It was resolved to agree a 50/50 split with Boniface Trail Group

6.2                 To approve on-line authorisation for this month’s payments

                       Cllr J Dean and Cllr L Ouldridge

6.3                 Balances (after above transactions)

6.3.1            Parish Council Current Account balance: £16,180.47

6.3.2            Footpath Account: £648.02 (now a separate account)

6.3.3            Parish Hall Car Park maintenance fund balance: £6,741.12 (separate Bank account)

6.4                 Financial Statement and Budget Monitor

                       Noted

6.5                 Quarterly Bank Balances as at 27 June 2025

                       Noted

6.6                 To agree invoices that received over the summer and in budget will be paid – Clerk to email details to all Cllrs for information and report payments in September meeting

                       It was resolved to agree this

6.7                 To consider appointment of new internal auditor – details circulated

                       The Clerk had circulated an email from Paul Collier confirming that he was willing to act as the Parish Council internal auditor for 2025/26.  It was resolved to appoint Paul Collier as Internal Auditor for 2025/26.

 

07/07/25    Other Parish Council Matters

7.1                 Quarterly Report – Development and Planning  - Cllr G Barnell

                       To include planning and S106 accurate information

                       Cllr L Ouldridge had emailed C/Cllr S Keable to request a review on how S106 money is allocated and a reply was still awaited. 

7.2                 Review of Volunteers “Thank you” Tea Party held on 14 June

                       60 plus volunteers had attended.  Thanks were given to Cllr J Rimbon-Whittaker for provision of the buffet and to Nikki and Mark Chambers for the use of Sherwood.  It was noted that there was an article in the Crediton Courier and in the Newton Wonder and various emails and thank you’s had been received.  It was suggested that maybe a summer party could take place every other year and or be alternated with a Christmas party?

                       It was resolved that if the Parish Council is notified of a volunteer that is no longer volunteering after a period of long service, then the Clerk will send a certificate of thanks.  A request for the Parish Council to be notified would be included in this months press report in the Newton Wonder

7.3                 To consider adoption of Volunteers Policy

                       A draft copy had been circulated.  A request was made to expand on the training that would be given especially for road wardens and any one carrying out strimming.  It was resolved

• to adopt the policy and to expand on the training section.  
• That the Clerk would send volunteers registration forms to Cllr leads for them to pass on to volunteers to complete and return to the Clerk

7.4                 To consider report from Clerk re Rec Ground play equipment maintenance schedule

                       The Clerk had met with representatives from the Rec Committee and circulated a suggested maintenance schedule.  A new bench, new table and a sign had been identified as possible items for a S106 grant. The Rec would be asked to consider what new equipment they would like. 

                       It was resolved that the Rec would provide quotes for the work identified in the maintenance schedule which would be agreed by the Parish Council prior to payment.                      

7.5                 Update on Arboretum re Risk assessments and insurance query

                       The Clerk had sent the arboretum licence to the insurance company for comment and they had stated the criteria that would need to be met in order for the Parish Council insurance to cover the arboretum.  The criteria were not met.   Cllr L Ouldridge was waiting for a revised risk assessment from the arboretum committee.  It was noted that as an open space the arboretum may be able to apply for S106 funding and it was suggested that new signs be considered.  

                       It was resolved that Cllr L Ouldridge would speak to the arboretum committee as a matter of urgency and advice them that they will need stand alone insurance.                 

7.6                 Update on land adjacent to Churchyard and quotes for gates and fencing – information circulated separately – Cllr G Barnell

                       Cllr G Barnell had recruited 5 volunteers who were willing to work on a garden of peace and reflection and a parishioner had offered to donate a bench

                       An estimate for new fencing to include a gate had been circulated and was noted.

                       After discussion it was resolved

• That Cllr L Ouldridge would speak to the Priest and Church Warden to request a decision on whether or not the Church wanted to take on the land by the churchyard.
• That Cllr L Ouldridge would speak to the land owner to find out if access to the land would be permitted via the arboretum as access was not possible via the churchyard
• That a decision on the future of the land, including whether or not to replace the fencing, would be made at the September meeting once the above information was available.
• That the clerk would ask the grass contractor for a quote to cut the grass.

                       Minuted here but taken before Item 7.1

7.7                 Update on  Rec Committee  re trustee issues – Cllr L Ouldridge

                       Standing orders were suspended and a member of the Rec committee reported as follows:

                       The Church Commissioners were willing to accept a single trustee and one of the current trustee was willing to sign the lease agreement as the sole trustee. The Rec Committee would work towards becoming a incorporate entity, exact nature to be determined but this would take time.

7.8                 Update on progress with setting up a Whatsap group for NHW and litter pickers

                       Cllr M Herpoldt-Bright reported that a Whatsap group for NHW was almost finalised but there had only been one response from litter pickers. 

                       It was resolved to ask in the Newton Wonder press report for more litter picking  volutneers

7.9                 To consider an official opening of the new Rec swings

                       It was suggested there should be a “Sausage sizzle” official opening of the swings, at the end of the school day to encourage school children to attend.

                        It was resolved to consider this further at the September meeting

7.10               To consider cloud based storage for Cllr information

                       It was resolved this was not necessary as all information was on the website

7.11               To note NEW’s application for grant funding for deer proof fencing

                       It was noted that the landlord was in agreement that deer proof fencing could be installed.  However, it was resolved that NEW would need to be responsible for removing the fencing should the allotments be given back to the landlord at some point in the future.

 

08/07/25    Forward Agenda Planner/Minor Matters and Items for Future Agenda

8.1                 Review of agenda planner for future meetings.  Copy circulated

8.2                 To note  for information only

                       Report from Crediton Cluster meeting – brief update from Cllr L Ouldridge

                       Cllr L Ouldridge reported the group would be renamed to Crediton and District Association of Councils and hoped to attract more councils to join.  Meetings would move around member parishes.  A £250 grant for a dropbox had been obtained.  QE School would not be permitted to reduce their admission numbers.

                      

09/07/25    Date of next Parish Council meeting:  Thursday 4 September 2025 at 7pm in the Club Room

 

End of Formal Business

Public Participation

There was none

The meeting closed at 9.10pm