Minutes from June 2026 meeting

DRAFT

Newton St Cyres Parish Counci

Minutes of Newton St Cyres Parish Council Meeting held in the Parish Hall Club Room on Thursday 4 June 2026

 

                   The meeting commenced at 7.00pm

Members present

Cllr L Ouldridge (Chair)                        Cllr M Herpoldt-Bright

Cllr J Campbell                                       Cllr I Marshall

Cllr J Dean                                               Cllr J Rimbon-Whittaker

Cllr D Harris                                           

In attendance: C/Cllr S Keable (left 8pm), J Hole Parish Clerk

 

Public Participation

There was none

Formal Business 

01/06/26    Apologies

                       Cllr R Vinner, D/Cllr M Binks, D/Cllr S Chenore

 

02/06/26    Declaration of Interest

                       None noted

 

03/06/26    Minutes of the last meeting held on Thursday 7 May 2026

                       Agreed and signed as a true record

 

04/06/26    Newton St Cyres Parish Council Issues relevant to Mid Devon District Council

4.1                 Planning Applications 

                       None

4.2                 Planning Decisions

                       26/00456/HOUSE- Erection of single and two storey extensions and alterations to existing dwelling at Ashford, Newton St Cyres, Exeter, EX5 5BT – grant permission

                       Cllr I Marshall read out the comments posted on the planning portal by the Conservation Officer which were not in favour of the application.  These comments were posted after the Parish Council meeting.

4.3                 Report from District Councillors on issues relevant to the parish  

                       A report from D/Cllr S Chenore had been circulated and was noted

4.4                 To note launch of MDDC new Plan Mid Devon – email circulated

C/Cllr S Keable provided an update. Work on the new Local Plan had begun following the Government’s introduction of a requirement for councils to prepare Local Plans within 30 months. A scoping consultation is open until 10 July.   The Housing and Economic Land Availability Assessment (HELAA) report is due to be published next week. There were also planning changes, effective from 30 September, intended to modernise and speed up the application process by clarifying which applications will be delegated to officers and which will go to committee. District councillors will no longer be able to “call in” an application. It was resolved to consider the Local Plan further at the next meeting.

4.5                 Update on abandoned cars

One car had been removed, another had been issued with a removal notice, and a third remained in Court Orchard. A resident was monitoring the situation.

 

4.6                 Planning Guidance and checklist – to agree final version

                       A final version had been circulated, and it was resolved to adopt the guidance and checklist and place on the website.

4.7                 To note from April 2028 MDDC will no longer host PC website – to agree course of action for a replacement website

                       Noted.  Enquiries would be made with other local parish councils as to alternative suppliers.  A  new supplier for both the website and email would be considered.

                       `

05/06/26    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 had been circulated and was noted.

                       C/Cllr S Keable had requested a speeding assessment for Station Road (SCARF)          

5.2                 Update on progress with school signs

                       C/Cllr S Keable and our Neighbourhood Officer (NHO) had a meeting with the Headteacher on Friday 12 June to discuss the School Travel Plan.  C/Cllr S Keable confirmed he would provide a grant towards the cost of signs from his locality fund and would advise when the application should be made.

5.3                 Update on PROW – funding and paths maintenance

 The Clerk reported that both PROW bids, for steps on FP1 and repairs to the steps on FP6, had been accepted. The outstanding maintenance grant from last year would also be paid together with this year’s grant, giving a total of £1,380.00.  Strimming on FP4 was urgently needed and was expected to take place soon. It was resolved that the Clerk should book a contractor now to ensure an early strim on FP4 in 2027.

                       Cllr I Marshall was now included in the Volunteers WhatsApp footpath group.

5.4                 Update on Tytheing Close petition re crossing on A377

Cllr I Marshall continued to work on the petition. C/Cllr S Keable would visit the site with the NHO next week. He had also asked MDDC to consider earmarking future S106 funding for the site, subject to a costed plan being prepared.

 

06/06/26    Finance

6.1                 To agree Payments and note Receipts

                       These were agreed as:

Expenditure – current account	£	Receipts – current account	£
Unity Trust Bank Charges (April)	7.00	Allotment rent	40.00
DALC Training	78.00	MDDC – grant for BIB	708.19
Scott Soper – RW expenses	47.03
J Hole-reimbursement for computer/McAfee/ Microsoft 365	567.99	Receipts Car Park Maintenance Account Nil
Will Grows – wood chips for station garden	30.00	Footpath Account
Parish Hall – grant (first payment)	500.00	Nil
Recreation Ground – grant (first payment	500.00
Parish Church – grant – (first payment)	500.00
Mid Devon Mobility – grant	100.00
Arboretum – grant	150.00
Notice Me – 2 x noticeboards for arboretum	825.48
C Fraser – reimbursement for BIB purchases	235.94
J Hole – Salary and expenses	420.13
HMRC – PAYE and emp’er NI	66.59

                        

                       An invoice for Parish online had been received.  It was resolved to share this cost jointly with the Boniface Trail Group.  The Clerk would set up a login for Cllr J Campbell

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

                       Cllr J Dean and Cllr D Harris

6.3                 Balances (after above transactions)

6.3.1            Parish Council Current Account balance: £10,953.03

6.3.2            Footpath Account: £658.55 (separate account)

6.3.3            Parish Hall Car Park maintenance fund balance: £7,891.94 (separate account)

6.4                 Financial Statement and Budget Monitor and bank rec

                       Noted

6.5                 To sign bank mandate to add Cllrs J Campbell, R Viner and I Mashall

                       This was signed by Cllr J Campbell and I Marshall.  Cllr L Ouldridge would arrange for Cllr R Vinner to sign.

 

07/06/26    Other Parish Council Matters

7.1                 Areas of responsibility reports – to note any Cllr reports

                       Neighbourhood Watch – plans for a meeting? – a meeting was scheduled for 10 July when hopefully a PCSO would be in attendance.  It was resolved that the Clerk would print volunteer forms to be handed out at the meeting.

                       Allotments – update on pedestrian access to the allotments and update on grass cutting and removal of dead trees – the Clerk was in the process of obtaining a quote for the removal of the dead trees. Cllr L Ouldridge reported that the landowner would consider a pedestrian access to the allotments through the field by Newton View.  A formal agreement would be required which would include detail responsibility for hedge cutting and probably a fenced path.    It was noted that this would need to be included in next year’s budget.  It was resolved that Cllr L Ouldridge would organise a meeting with the landowner and a representative from the Community Allotments to discuss further.

                       Next Door Village activities and communication with businesses in the village – monthly reports? Cllr J Rimbon-Whittaker continued to monitor and post relevant parish information on Next door and requested Cllrs forward any parish information so this could be posted. Discussions with local businesses were ongoing, seeking ways to support each other and it was noted that a representative from the farming community would be welcome addition to the Parish Council.

                       Speed watch – Cllr J Dean reported that the Speedwatch team was operating again.

                       The potholes in Tytheing Close could not be repaired by the Road Wardens, so Cllr J Dean would email the District Councillors to seek their support in getting them fixed.

                       The Environment Agency confirmed there was no human waste in the Smallbrook drains. However, the drains were blocked and did not appear on DCC’s map.

Arboretum – Cllr L Ouldridge attended the recent AGM and reported that the arboretum committee was willing to take over the Parish Council-owned piece of land, possibly to create a heritage apple orchard. It was noted that planting large trees would not be advisable, as permission would be required to remove them because the site lies within the conservation area.

7.2                 Review of policies – to agree updates to policies - circulated separately

                       Policies had been circulated and it was resolved to agree these subject to a few minor alterations.   The IT and Health & Safety Policy were still outstanding and would be carried forward to the next meeting. 

7.3                 To consider Asset list/maintenance schedule

                       Cllr L Ouldridge had drawn up an asset list maintenance schedule which had been circulated.  This would provide a useful guide to future budgeting.   It was resolved to adopt the schedule

7.4                 Annual review of clerk

                       The annual review had taken place and no issues were identified.

7.5                 Volunteers

7.5.1              To consider how to celebrate and thank volunteers this year. 

 After discussion, it was resolved to hold a “thank you” event in September, similar to last year’s. The venue, date and arrangements would be agreed at next month’s meeting.

7.5.2              To note 1000 of hours of collectively voluntary work by road wardens. 

                       This was noted – an incredible achievement!

7.5.3              To agree a “Thank you” card for when 100 voluntary hours reached

The Clerk had devised a Thank you card for Road Wardens and it was resolved to send this as appropriate

7.5.4              To note completion of refresher training for 1 Road Warden (RW) and 2 other RW have passed Chapter 8 training          

                       Noted.  The training had been paid for by DCC.

7.6                 To agree allocation of risk assessments for review next month

                       Suggested allocation - Overall Risk – Chair/Clerk; Assets/NHW/Litter – Cllr M Herpoldt-Bright; RW/Speed watch – Cllr J Dean; Snow/Flood – Cllr L Ouldridge; working from home – Clerk

7.6                 Update on possible S106 funding for Rec play equipment

                       Cllr L Ouldridge reported that the Rec Committee had agreed that a table tennis table and a three-way shooter could be installed.  It was resolved that the Clerk would make a S106 grant application over the summer and would send this off as soon as it was ready without further reference back to the Council.

 

08/06/26    Minor Matters and Items for Future Agenda /Miscellaneous correspondence

Cllr J Rimbon-Whittaker noted that new residents had previously been given a welcome leaflet. The Clerk would circulate the leaflet for review to see whether it could be updated and improved.

 

09/06/26    Date of next Parish Council meeting:  Thursday 2 July 2026 at 7pm in the Club Room

 

End of Formal Business

Public Participation

There was none

 

 

The meeting closed at 9.05pm