Agenda for May 2023 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 18 May 2023 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 12 May 2023
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)
01/05/23 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
02/05/23 Apologies - To receive apologies
03/05/23 Declaration of Interest
3.1 Register of Interests. Councillors to complete – with 28 days
3.2 Personal Interests. Councillors must declare any personal interest in items on the agenda and their nature.
3.3 Prejudicial Interests. Councillors must declare any prejudicial interest in items on the agenda and their nature and they must leave the meeting for that agenda item.
04/05/23 Minutes of the last meeting held on Thursday 6 April 2023 (previously circulated)
To be agreed and signed as a true record
05/05/23 To consider any applicants for co-option – two posts 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 candidate to sign declaration of office form and join the meeting
06/05/23 To adopt the Power of Competency
The Council is eligible to adopt this power as more than 2/3rds of Councillors were elected and the Clerk is qualified. See brief explanation circulated separately
07/05/23 Election of Representatives and allocation of responsibilities – list circulated with details of roles
08/05/23 Annual Reviews
8.1 To review all Policies – list circulated with details of policies
8.2 To agree payment of Clerk’s membership of SLCC (approx. £112.00)
8.3 To agree Travel and Subsistence Allowances (in line with HMRC recommendations - £0.45 per mile. For Clerk and for Road Warden Scheme volunteers
8.4 To confirm dates of Council Meetings up to December 2024 – see below
8.5 Bank Mandate and Signatures – To agree that all new Councillors to be added to mandate for Unity Trust Bank. To consider moving Footpath and Resurfacing Account from NatWest to Unity Trust
8.6 To agree insurance – details circulated separately
8.7 To update Action plan
8.8 To agree the internal auditor for 2023-24
09/05/23 Mid Devon District Council
9.1 Planning Applications - none
9.2 Planning Decisions:
23/00235/FULL - Erection of an agricultural building and formation of hardstanding with associated works at Bidwell Barton Farm, Newton St Cyres – grant permission
23/00431/FUL- Variation of Condition 2 of Planning Permission 21/01501/FULL for a substitution of plot 5 design with detached garage at former Primary School Site, Newton St Cyres
9.3 District Councillors, Cllr M Binks and Cllr S Chenore to report on MDDC business relevant to the parish
10/05/23 Devon County Council
10.1 Outstanding Highways issues (listed below)
10.2 New Highway issues
10.3 County Councillor, Cllr M Squires, to report on DCC business relevant to the parish
11/05/23 Finance
11.1 To agree Parish Council Payments and note Receipts:
|
Expenditure – current account |
£ |
Receipts – current account |
£ |
|
CPRE – Annual membership (DD) |
36.00 |
Allotment rents |
400.00 |
|
ICO – Data Protection Registration (DD) |
35.00 |
Parish Hall – resurfacing contribution |
750.00 |
|
Ian Salter – bus shelter cleaning |
32.00 |
Raddon Hills admin payment |
200.00 |
|
Nick Gillon – LED beacon for car for RWS |
25.99 |
|
|
|
Reserve Account – car park resurfacing fund |
1,500.00 |
|
|
|
Rec Ground – grant plus rent £500.00 |
1,000.00 |
Resurfacing Account interest 31.3.23 |
4.88 |
|
Parish Hall – grant plus wifi £200.00 |
700.00 |
|
|
|
Parish Hall – hire of hall (£50 is NHP) |
89.00 |
|
|
|
BHIB – Insurance |
443.89 |
|
|
|
S Saunders grass cutting £150 churchyard/£80 green |
230.00 |
|
|
|
J Hole – Salary and expenses |
390.60 |
|
|
|
HMRC - PAYE |
49.80 |
|
|
11.2 To approve bank authorisation for this month’s payments
11.3 Balances (after above transactions)
11.3.1 Parish Council Current Account balance: £14,406.89
11.3.2 Footpath Account: £269.02
11.3.3 Car Park resurfacing fund balance: £7,255,55
11.4 Financial Statement and Budget Monitor (attached)
11.5 Annual Return – to note external audit is required due to income over £25,000 for 2022/23
11.5.1 To note internal audit report – circulated separately with Annual Return
11.5.2 Annual Return – to approve Part 1 Annual Governance Statement 2022/23
11.5.3 Annual Return – to approve Part 2 Accounting Statements 2022/23
11.5.4 Annual Return – to note Asset Register
11.5.5 Annual Return – to note dates for public inspection as 5 June to 14 July 2023
12/05/23 Matters raised by the Chair - none
13/05/23 Councillor’s Reports for areas of responsibility
13.1 Press – annual newsletter due June 2023. To agree distribution areas – list circulated
13.2 To agree attendance at monthly surgeries (second Saturday in month)
13.3 Old School Footpath update
14/05/23 Clerk’s Report – to note clerks holiday:24-28 July and 14 - 18 August 2023
15/05/23 Parish Council
15.1 Update from Neighbourhood Forum
15.2 Councillors to provide pen portraits for website
15.3 To agree training for Cllrs – details circulated – Cllrs to confirm dates to Clerk
15.4 To consider email from Chair Brampford Speke, Upton Pyne & Cowley CLT – circulated separately
16/05/23 Miscellaneous Correspondence
17/05/23 Minor Matters and Items for Future Agenda
Each Councillor is requested to use this opportunity 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.
18/05/23 Date of next PC meeting: Thursday 1 June 2023, 7pm in the Club Room, Parish Hall
End of Formal Business - Public Participation
Agenda Item 8.4 - Dates of meetings in 2024
No meeting in January
Thursday February 1
Thursday March 7
Thursday April 4
Thursday May 2
Thursday June 6
Thursday July 4
No meeting in August
Thursday September 5
Thursday October 3
Thursday November 7
Thursday December 5 – budget and precept setting
Date of Annual Parish Meeting to be agreed nearer the time
Agenda Item 10.2 - Outstanding Highways issues
- Speed restrictions in Station Road – SCARF re test requested – with Cllr M Squires/NHO to action
- Request for a School sign in Station Road and possible zig-zag lines outside the school. With NHM to consider a sign and or a SCARF retest. HATOC are investigating (April 2023)
- New grit bin for Kingfisher Close – grant requested. Chased October 2022. Location agreed Dec 2022
- MDDC - Broken light in Parish Hall Car Park (February 2023)
.