Minutes from February 2018 meeting

Newton St Cyres Parish Council

Minutes of Newton St Cyres Parish Council Meeting held in the

Parish Hall Club Room on Thursday 1 February 2018 

The meeting commenced at 7.30pm

 

Members present

Cllr D Baker (chair)                        Cllr G Quicke

Cllr J Baker                                    Cllr A Reeves

Cllr G Barnell                                 Cllr C Southcott

Cllr J Enright                                  Cllr P Taylor                                                                                   

In attendance: Cllr P Hare-Scott, MDDC (left 8.05pm),  4 members of public, J Hole, Parish Clerk

Business to be Transacted

Public Participation

• Police Report

        There was no report

• Public Question Time.

         There was none

Formal Business 

01/02/18     Apologies

Cllr S Parker (ill), Cllr M Squires (another meeting)                    

02/02/18     Declaration of Interest

None 

03/02/18     Minutes of the last meetings held on Thursday 7 December 2017 (previously circulated)

Agreed and signed as a true record 

04/02/18     Mid Devon District Council

4.1              Planning Applications:

17/02013/HOUSE - Alterations and erection of extensions at Southay, Newton St Cyres, EX5 5AL – no comment

17/01986/FULL - Erection of a pre-fabricated building and decking area at Langford Park Nursing Home, Langford Road, Langford – no comment.  Clerk to check if previous enforcement order for removal of caravans was carried out.

 17/02008/ARM -  Reserved matters for the siting of a building for use as a pre-school following outline approval 14/01332/MOUT – no comment

4.2              Planning Decisions

None

4.3              Update re planning application - 17/01719/HOUSE -  3 Meadowlands, NSC

Cllr D Baker confirmed that, as Councillors had been informed by e-mail during the month, the plans for this application had been revised and the size of the extension reduced.  In addition, the next-door neighbour had withdrawn their objection. In view of this the Parish Council had withdrawn its request for the application to be decided by committee.  Planning had now been approved with conditions which included the need to carry out a flood assessment, submit details of the type of cladding being used and a restriction that the workshop could not be used commercially.

4.4              To note the installation of a Pollution Monitor on the A377

The monitor should be operational from the beginning of February and is located on the lamp post outside number 3 The Village.  It will be in place for 12 months in order to give reliable data across all seasons/weathers etc.  The results would be sent to the Clerk on a monthly basis.  A reading over 40 would mean action to reduce pollution would be required.  If explanations for the data were required then MDDC’s Environment Protection Officer was willing to attend a Parish Council meeting.

4.5              Report from Cllr P Hare- Scott

The main focus at present was the budget.  Council tax would rise by 3%. MDDC had been trialing a scheme for 100% retention of property rates and this should generate £200,000.    Government grants continued to decrease and MDDC were looking at other ways to raise revenue, for example buying properties in Tiverton.  A separate property company had been set up, “Three Rivers Development”.  Cllr P Hare-Scott suggested the old school site might be of interest.

Cllr P Taylor asked if rubbish collection schedules could be staggered to avoid congestion in Tytheing Close.  Cllr P Hare-Scott would take this request back to waste collection. 

05/02/18     Finance

5.1              To approve signatures for this month’s cheques

Cllr G Barnell and Cllr G Quicke

5.2              Parish Council Receipts Current Account: 

£309.00 – DCC Community Enhancement grant

 £110.00 – DALC Raddon Hills admin

 The Community Enhancement grant was £250 towards the cost of the Sand Down Lane drain and £59.00 for the new sign installed at Shute Cross.

5.3              Parish Council Payment Current Account

These were agreed as:

Item	Payee	Purpose	Amount £
5.3.1	M J Nicholls	Grass cutting – December *	90.00
5.3.2	Torridge North Mid/West Devon Citizens Advice	Donation	100.00
5.3.3	NSC Parish Hall	Hire of hall Oct – Dec 17	30.00
5.3.4	J Hole	Salary and expenses (Dec-Jan)	708.54
5.3.5	HMRC	PAYE	3.20
	* cheque already paid		£931.74

5.4             Balances (after above transactions):       

5.4.1          Parish Council Current Account balance: £11,865.10

5.4.2          Footpath Account: £407.29

5.4.3           Car Park resurfacing fund balance: £1,500.19

5.5              Financial Statement and Budget Monitor

Noted.  It was agreed to merge the budget for general maintenance and maintenance schedule with effect from 1 April.

5.6              Update on S106 funding for proposed new school path

Although MDDC had agreed that the proposed new school path was eligible for CIL, payment could only be made for a project that had not started.  There was currently no CIL contributions in the pot and were unlikely to be any in time for this project.  In addition, once CIL collections were started for a particular project they cannot be transferred to another project and have to be returned to developers if they are not used for the named project. MDDC had therefore advised that the project should be removed from the CIL list.  However, there was approx. £5,000.00 in the S106 general pot which the Parish Council could apply for as long as three quotes were obtained and the work did not start until the approval process had taken place.  This was about six weeks.  Cllr A Reeves agreed to obtain additional quotes. Clerk to investigate other grant funding, including TAP and Community Enhancement funding 

06/02/18     Matters raised by the Chair

6.1              Update on plans for new cemetery         

Cllr D Baker reported that the diocese required a fence to be maintained between the old and new cemetery with a gate connecting the two.   They would advise on the location of existing graves so that a suitable path can be made.  Cllr D Baker and the Clerk had visited Moretonhampstead to talk to the Clerk about running a cemetery and this had proved a useful meeting.  It was agreed that the Clerk could attend training on the legalities of running a cemetery.  Clerk to advise when training in Devon is available.  Cllr G Barnell suggested asking the church if all graves had an identified owner, in order that we can be prepared for any legacies issues that may arise.  Clerk to contact Church Warden.  Cllr D Baker would ask Cllr S Parker if he could cut the grass in the new cemetery.  In addition, three trees needed to be removed and Cllr D Baker would arrange for this to happen.  It would be useful to have a depth survey to find out if it was possible to dig down 7 feet (depth required for a double grave).  If a digger is used to remove the trees, it might be able to dig some sample holes.  The Clerk had received a copy of the Land Registry document for the new cemetery and would copy to Councillors to go in Reference packs. 

07/02/18     Councillor’s Reports    

7.1              Areas of Responsibility report

Noticeboards – Clerk to obtain a quote for painting and repair as required

Allotments – Cllr G Barnell had e-mailed allotment holders to arrange a meeting. An allotment holder wished to erect an 8x6 shed and a poly tunnel.  This was agreed and the Clerk would confirm with the allotment holder.  The Clerk had received a new expression of interest and Cllr G Barnell would follow this up

Parish Hall – user agreements had been sent out but contained several errors, so had not been signed. 

Recreation ground – it was reported that the land surrounding the Rec had been sold by the Church Commissioners.  The lease on the Rec was thought to be 15 years.   Careful consideration of the future of the Rec was required.  It was noted that the Parish Council was able to borrow money at a reduced lending rate and it might therefore be possible for the Parish Council to buy the land and rent it back to the Rec.  Cllr G Quicke would follow this up with J Quicke, Rec Treasurer.   There had been no update on the progress of the play equipment project and the Clerk was requested to ask the Rec for the return of the £500.00 grant.  If the play equipment project requires funding in the future a grant can be considered again by the Parish Council.

Station – It had been reported in the press that GWR were required to provide trains to Okehampton.  Cllr D Baker had e-mailed Mel Stride, MP to ask that consideration be given to these trains stopping at Newton St Cyres and also that the trains be timetabled to allow a connection to be made at Crediton for Barnstaple.

Community Speed Watch – this could be removed from the list as it was no longer operational.  Clerk to remove from April

School – it was hoped that the children would start at the new site from June

Litter – Cllr G Barnell had asked litter pickers to meet up.  It was likely that more volunteers were required.  Clerk to report fly tipping in Half Moon layby

CRG/Flood – the retaining wall along Shutten Brook was still outstanding and was thought to be the responsibility of DCC rather than MDDC.  Cllr G Barnell would continue to pursue.  Steve Densham, MDDC had shared the flood report with the residents of 3 and 4 Meadowlands.  Cllr G Barnell would circulate the report to the Parish Council.  Although a yearly resilience meeting was due, it was agreed this was not necessary.  Clerk to obtain a quote for maintenance of the three flood sheds.

Telephone boxes – Cllr C Southcott had put up more shelves in the box by the Station.

7.2              Surgery report from 6 January

Cllr J Enright had attended and there was nothing to report.  Cllr P Taylor would attend on 3 February and Cllr G Barnell on 3 March 

08/02/18     Clerk’s Report  

8.1              None 

09/02/18     Parish Council

9.1              Update on Crown & Sceptre

Cllr D Baker reported that he had spoken to the MD of Heavitree Brewery who confirmed that the sale of the pub was going through

9.2              Existing School path – query re access where path joins Pump Street

The residents of the house where the path joins Pump Street had queried access and Cllr D Baker would arrange a meeting with them to discuss.  Cllr P Taylor agreed to check the land registry documents to find out where the boundary is.  Some fence posts needed to be re-instated on the school path and Cllr A Reeves would inspect.

9.3              To consider e-mail re tree planting

An email from a local resident had been circulated.  This asked if a tree planting day could be arranged between the Parish Council and interested residents.  As the only ground that the Parish Council owns is the Village Green, it was not clear where any more trees could be planted.  Clerk to suggest resident contacts the arboretum.

9.4              To consider supporting TAP application for Sandford Parish Hall for Hall improvements

This was agreed unanimously.                  

10/02/18     Devon County Council

10.1            Outstanding Highways issues

1. Drainage in Sand Down Lane – waiting for contractor to carry out work
2. Despite repeated attempts, Cllr D Baker had not been able to get a reply from the contractor.  Cllr A Reeves agreed to try and contract him.
3. Concrete blocks by Langford Road – request sent to Highways to clean
4. The Clerk had met with Stephen Tucker (DCC Neighbourhood Highways Manager) and Cllr M Squires at the Credtion surgery.  Stephen Tucker had advised that re-surfacing would take place at the Langford junction down to the Half Moon Layby.  The concrete blocks would be moved back by 1.5 meters and the road repaired.  School Hill was also scheduled to be re-surfaced.
5. Warning sign at end of Church Lane - Stephen Tucker had advised that DCC would not provide a sign – no further action was considered necessary – remove from list

Retaining wall at Shutternbrooke – MDDC or DCC?

This had been discussed earlier

The Clerk reported that DCC had sent a letter to Underwood to cut the overgrown hedge.

Steve Tucker had advised that DCC would not agree to put mirrors up to aid visibility, but if a mirror was on private property and did not cause a hazard, not much action could be taken.

10.2            Update on responsibility for verges and drains – waiting for response from DCC Legal

Stephen Tucker had confirmed that the land owner on Station Road owned down to the road.  A response regarding drains was still outstanding

10.3            New school crossing point on A377  

Meg Booth, Head of Highways had declined the invitation to attend this meeting.  She had passed the request to the Development Manager who had declined the invitation on the grounds that there was no money available for any road improvements.  The School Crossing Patrol co-ordinator had replied to say that he had requested further information from the school regarding the request to move the crossing point but had not heard anymore. The Clerk had forwarded the e-mail to the school for action.  Cllr G Barnell asked if the Parish Council had seen a report outlining why a zebra/pelican crossing could not be installed?  It was important to establish if a risk assessment had been carried out and if the crossing had been turned down on grounds of cost rather than risk.  Clerk to ask Meg Booth for a copy of the report/risk assessment. 

 New Issues

Cllr P Taylor reported that a recently repaired pot hole in Station Road was already breaking up.

Various drains in the Parish were blocked.  Clerk to report the drain at Five Elm Lane where water was running across the A377

The “Give Way” sign at Shute Cross had been knocked over.  Cllr D Baker to inspect.

10.4            Report from Cllr M Squires

There was no report 

11/02/18     Miscellaneous Correspondence

MDDC have updated their Parish Council charter – Clerk to forward details

The company who had installed the landing lights at the Rec had sent a quote to carry out an annual maintenance check.  Clerk to ask Rec if the lights had been serviced.                  

12/02/18     Minor Matters and Items for Future Agenda

Electric charging point for cars

Legality of drones flying - Cllr P Taylor would look at this

Nominations for Volunteer of the year

Arrangements for Annual Parish Meeting 

13/02/18     Date of next meeting: Thursday 1 March 2018 in the Clubroom, Parish Hall, 7.30pm

End of Formal Business

Public Participation

There was none

The meeting closed at 9pm