Minutes from February 2019 meeting

Newton St Cyres Parish Council

Minutes of Newton St Cyres Parish Council Meeting held in the

Parish Hall Club Room on Thursday 7 February 2019

The meeting commenced at 7.30pm 

Members present

Cllr J Enright (chair)                      Cllr G Quicke

Cllr D Baker                                   Cllr A Reeves

Cllr J Baker                                    Cllr P Taylor

Cllr L Ouldridge                             Cllr C Southcott

Cllr S Parker     

In attendance: Cllr P Hare-Scott, MDDC (left 8pm), Cllr M Squires, DCC (arrived 8.25pm), 4 members of public, J Hole, Parish Clerk 

Business to be Transacted

Public Participation

• Police Report

         There was no report

• Public Question Time.

Cllrs J and D Baker thanked Cllr J Enright for attending the coffee morning on their behalf as they were unable to attend due to the weather

Formal Business 

01/02/19     Apologies

Cllr M Squires would arrive late from another meeting   

02/02/19     Declaration of Interest

None noted 

03/02/19     Minutes of the last meeting held on Thursday 6 December 2018

Agreed and signed as a true record 

04/02/19     Mid Devon District Council

4.1              Planning Applications:

19/00151/LBC - Listed Building Consent to replace existing cement render with lime-based render on front elevation and replace internal skirting boards with ventilated skirting on the ground floor front elevation at 1 Silks Cottages, Newton St Cyres – no comment

4.2              Planning Decisions:

18/01794/FULL - Conversion of barn to two holiday units at Ford Farm – grant permission

4.3              To note any update on excessive agricultural traffic using Langford Road – enquiry to planning.  Letter also received from Langford resident expressing concern

Cllr J Enright explained that there were two traffic issues: one was lorries taking grain to Winscott Barton and the other was large tractors with trailers taking organic waste to Bidwell Barton.  It was understood that Winscott Barton was being used to store grain and this was probably not subject to a planning requirement.  However, there were movement restriction in place for Bidwell Barton and MDDC Enforcement Team were investigating and had promised a reply within two weeks. Cllr J Enright had informed the residents concerned. 

4.4              To note latest results from pollution monitor

 The results from February 2018 to November 2018 had been circulated.  The reading in November was 40.32 which was over the 40up/m3 limit.  However, this limit was an annual mean (bias adjusted) limit, so a full year of results was required.

4.5              Report from Cllr P Hare-Scott

Cllr P Hare-Scott reported that DCC’s budget for next year had been agreed at Cabinet and Council Tax would increase by 3%.  There was no revenue from Central Government and local authorities had to rely on income from initiatives such as new homes bonuses.  The percentage of business rates which MDDC were allowed to retain had decreased from 100% to 13% for existing business and 40% for new.  This year the council was broadly on budget although a small shortfall was forecast. Plans for Cullompton’s Village Garden were progressing.  The local plan had various hearing dates in February.  Cllr J Enright enquired if there was any update regarding the Greater Exeter Strategic Plan and Cllr P Hare-Scott said no news was expected for at least 5-6 months.

05/02/19     Finance

5.1              To approve signatures for this month’s cheques

Cllr A Reeves and Cllr P Taylor

5.2              Parish Council Receipts Current Account: DCC Locality grant £50.00 for DAAT sign

5.3              To note that there will be no charge for solicitor’s fees in connection with the proposed new school path in Station Road – to agree repayment of £250.00 Locality Fund grant to DCC

Councillors expressed their thanks to both sets of solicitors for waiving their fees and the repayment to DCC was duly resolved.

5.4              Parish Council Payment Current Account:

Councillors ratified the grass cutting payment which had already been made to Simon Saunders and agreed other payments as:

 

Item	Payee	Purpose	Amount £
5.4.1	Simon Saunders	Grass cutting	80.00
5.4.2	Simon Saunders	Grass cutting – churchyard Dec 18	80.00
5.4.3	Dorset, Devon CRC Ltd	Grass cutting – churchyard Oct 18	120.00
5.4.4	DCC	Refund of Locality grant (see 5.3)	250.00
5.4.5	NSC Parish Hall	Room rent October to December 18	52.00
5.4.6	NSC Gardening Club	Surgery (reissued as previous cheque out of date)	4.00
5.4.7	J Hole	Salary and expenses (Dec & Jan)	646.88
			£1,232.88

                       

5.4             Balances (after above transactions):       

5.4.1          Parish Council Current Account balance: £14,720.20

5.4.2          Footpath Account: £388.02 

5.4.3          Car Park resurfacing fund balance: £3,001.04

5.5              Financial Statement and Budget Monitor

 Noted.  Cllr L Ouldridge enquired what would happen to the footpath money that had been budgeted for the new school path and Cllr J Enright replied this would remain in the current account

5.6              To consider request from PCC to pay for hedge cutting at churchyard

The PCC had made a request for reimbursement of the cost of hedge trimming along the along the north wall and a request for funding for hedge trimming between Church Road and the path leading to the Churchyard.  It was noted that in the past only grass cutting in the churchyard had been funded and there was no obligation on the Parish Council to make this payment.  It was therefore resolved not to make any payment.  Cllr J Enright informed the meeting that since the agenda had been sent, DCC had written to the Clerk to ask if the trees overhanging the A377 were the responsibility of the Council.  As this had been previously discussed by Council, the Clerk would reply that the Council was not responsible and send a copy of the Land Registry information.

5.7              To consider request for Financial Support from Mid Devon Mobility to continue to provide services in the Newton St Cyres area and North Dartmoor Search and Rescue Team

Details from both organisations had been circulated.  It was resolved to grant £50.00 to each organisation. 

06/02/19     Matters raised by the Chair

6.1              To note the Local Council National Salary Award as circulated and its application to our Parish Clerk

Details had been circulated and it was noted that the scale had been adjusted and more scale points inserted.   The Clerk would now have two scale points until the top of the scale was reached. 

07/02/19     Councillor’s Reports    

7.1              Areas of Responsibility reports. 

Allotments – Cllr L Ouldridge reported that three plots were being given up but two of these had been taken over by the adjacent allotment holder

Reference packs – these would need to be returned to the Clerk in April for updating

Community Speed Watch – Cllr S Parker was waiting for further instruction from our PCSO.  Cllr D Baker had been informed at a recent DALC meeting that no new CSW would be agreed and it was therefore doubtful if the NSC CSW would be able to re-commence

Footpaths – Cllr S Parker reported there were a couple of jobs to do and he was waiting for the contractor to give a quote

Roads – The poor road surface on the A377 now extending up the hill past Newton House was noted.  Cllr D Baker reported that the Highways website had resurfacing programmed for the next financial year.

Parish Hall – a quiz night and concert were planned

Raddon Hills – the next meeting was on 25 January

Rec – Cllr A Reeves suggested that as both the School and the Rec were trying to raise funds for new play equipment, they should consider joining forces in their negotiations with play equipment companies.  The Rec had organised a meeting for 24 March to take the Rec project forward

Seats – would probably not require re-staining this year

Telephone kiosk – Cllr C Southcott reported CD’s, DVD’s and puzzles were being left at the Station box.  It was suggested that spare books could be brought to the coffee morning.

Flowers – a couple of the flower baskets on the bridge had been vandalised.  Cllr S Parker would arrange new ones in due course 

 08/02/19    Clerk’s Report  

8.1              Update on maintenance list

The Clerk had shown Mr Marshall, the Thorverton maintenance man, the work to be carried out and he had agreed this work with the exception of clearing the inlets at Camps bridge which was too big a job.  Mr Marshall would contact Cllr C Southcott for further instructions on the inlets to be cleared at the Station Road bridge 

09/02/19     Parish Council

9.1              Review of new e-mail addresses

All Councillors, except J and D Baker were now successfully using the new e-mail addresses.  Concern was expressed that scam e-mails had been sent to the google group.  The 8mb limit meant the Clerk had sent three e-mails for the agenda and attachments this month and it was noted that previously there had been no such limit.  Quotes for the provision of an e-mail service would be sought in accordance with Financial Regulations

9.2              To consider an input to a Rural Mental Health agenda to be discussed by Raddon Hills Group

Cllr G Quicke would attend the next meeting for this item.

9.3              To agree final updated version of Community Resilience plan

Councillors thanked Jock Campbell for an excellent plan.  A few minor amendments had been notified to the Clerk.  As councillors would be changing in May, it was resolved to wait until then to print copies of the plan.  Cllr J Enright suspended standing orders to ask Jock for any comments and Jock reported a few minor changes which he would inform the Clerk about.  Standing orders were reinstated.  Clerk to post final version on the website.

9.4              To consider the plans for a pedestrian crossing on the A377

Two outline plans had been drawn up by DCC and these were considered.  Councillors felt  that neither plan was entirely suitable but agreed a public debate should be held.  Cllr D Baker proposed holding an Annual Parish Meeting in April and inviting Ian Sorenson to speak about the plans with Cllr M Squires to be in attendance.  This was seconded and agreed unanimously.  The Clerk would find a suitable date. The plans would need to be made available ahead of the meeting and the Clerk would ask if they could be put online.

9.5              To consider arrangements for Community Fair on 16 March.  Defibrillator familiarisation training will be provided free of charge by the def supplier - to agree if this should take place at 11am on 16 March

Cllr J Enright reported 13 stands had been booked with a couple of other organisations yet to confirm. It was resolved to hold the defibrillator familiarisation training and the Clerk would arrange as well as publicising the training.

9.6              To consider publicity for the May elections

Posters would go on noticeboards in March.  There was a link to further information on the Councils website.  Three Councillor vacancies were known about and it was important to tell potential candidates that there were seats available in order to encourage applicants to stand.  At least six elected Councillors were required for the Quality Local Council Award. 

9.7              To note letter received from A377 action group and to consider request to produce a Parish Road Safety and Traffic Management Plan

The letter had been circulated.  It was good to note that there was support and enthusiasm within the parish for this area but it was felt more details were required about the membership of the group and how representative of the parish it was.  Also, how the group intended to take “action”.  Members of the group should be encouraged to stand for election in May.  Cllr J Enright would ask for further information. 

                  

10/02/19     Devon County Council

10.1            Outstanding Highways issues

       The reply from Meg Booth, Head of Highways, had been circulated, and is shown in italics

• Concrete blocks by Langford Road – Our Engineering Design Group have programmed an inspection of the site with a view to reducing to impact of the blocks or removing them from site.  The inspection will focus on the bank stability and vegetation and any evidence of failure showing on site.

It was noted that the blocks had been cleaned and more bollards placed.  However, more visibility was required and Cllr M Squires would request an update

• Advertising signs on A377 – The removal of advertising signs will be locally sensitive, as we have to be consistent in our approach.  As such, signs which are long established will have to be treated in the same was as any placed more recently.  The local Highways Officer and elected member are discussing the matter to ensure we are content with the approach before removing the signs. 

Despite agreeing a zero-tolerance policy with DCC a few years ago, DCC now appeared to have back tracked from this. Cllr M Squires confirmed she had informed our Neighbourhood

Highways Manager that we wished a zero-tolerance policy to be enforced and would chase this up

• Curb at new school – Confirmed by Ian Sorenson that this will be done but no update
• Missing bus pole at A377 Crediton to Exeter at Home Farm – The bus flag by Home Farm should be reinstated in the first two weeks of the New Year

This had not been checked. 

• Resurfacing of School Hill - Your comments regarding the resurfacing of School Hill on the A377 are correct.  It remains programmed for the current financial years but has been delayed by the gas pipe renewal works.

As noted in 7.1 above, the work was now scheduled for the next financial year. The Clerk would post on Facebook the link to DCC website for reporting pot holes and this would be included in the press report. 

• Speed restrictions in Station Road - As you mention, the Speed restrictions by the new Primary school in Station Road are now undergoing a SCARF review.  The next meeting of the forum is due early in the new year.

There was no update on the SCARF review and Cllr M Squires would chase

• Manhole cover on bridge in Station Road – A notice has been served on the utility company with regard to the condition of the manhole on the bridge in Station Road.  The repair and responsibility remains with the utility company.

No update

• Moving school flashing signs further down A377 – no date agreed for work to take place

Cllr J Enright had received a complaint from the lollipop man about the situation and had written to Meg Booth pointing out that this was a health and safety issue

• Cement pile on A377 - The repair of the location affected by the cement will be incorporated into the resurfacing works on School Hill

This had been removed

• Drain at Sand Down Lane – The local Highways Officer has met with the parish council and local member regarding the drainage on Sad Down Lane.  The site has been visited by specialist contractors who have reported that unfortunately the drainage system is not running to capacity where it runs on private land beyond the extent of the highway.  This is therefore the responsibility of the land owner at that point.  We will continue to monitor the situation to minimise the impact of the highway drainage system and liaise with the landowner accordingly.

This information was out of date and work had been carried out by a contractor.  The Clerk had yet to receive an invoice and it was resolved that Cllr A Reeves would inform the contactor that unless this was received by the end of February, the grant would be returned to DCC and no payment would be made if an invoice was presented after this date.

10.2            New DCC issues

                   Drains at Five Elms Lane.  Blocked drains meant water froze across the A377.  Cllr A Reeves had reported this multiple time and although inspections had been carried out, the problem has not been fixed.  Clerk to report

Pot holes in Woodlands – Clerk to report

Cllr M Squires encouraged reporting of issues on line, and the more reports, the better.  This would be noted in the press report.

10.3            Report from Cllr M Squires

Cllr M Squires reported an overspend in Children’s Services.  This was mainly due to the government extending the age for care for disabled children from 18 to 25. Some additional money had been received for Adult social care and for highways.  Cllr M Squires noted that MDDC is a low wage economy, with high house prices and a large retired population. 

11/02/19     Miscellaneous Correspondence

MDDC Local plan review – dates of hearing by inspectorate

Review of MDDC by Local Government Boundary Commission

Invitation to apply to become a member of Devon Countryside Access Forum

Consultation by DCC and Exe Valley Federation to lower the age range of Newton St Cyres (Community) Primary, from 4-11 to 2-11 years of age from 1 April 2019

MDDC notification in reduction of times duty planning officer available for consultations

Query re caravans staying in Half Moon layby – this had been referred to DCC and Cllr M Squires would chase with our Neighbourhood Highways Manager. The caravans were making it difficult for lorries to get past and concern was expressed about facilities such as water and waste

Parking Half Moon – Half Moon residents were finding it difficult to park in the layby due to equipment being stored by Wales and West and caravans as noted above.  Cllr J Enright reported that Hanlons had agreed that residents could use their car park.

Ownership of trees – as noted in 5.6 above

Thank you from Citizens Advice for the donation

Cllr A Reeves would be standing down as a Councillor due to a change in employment.  Councillors noted their thanks to Cllr A Reeves for his work as a councillor.

 

12/02/19     Minor Matters and Items for Future Agenda

Parking in Half Moon layby

 Cllr D Baker suggested that although not required to, it would be helpful if Councillors could let the Clerk or Chairman know if they would not be standing at the next election. 

13/02/19     Date of next meeting: Thursday 7 March 2019 in the Clubroom, Parish Hall, 7.30pm 

End of Formal Business

Public Participation

Query re the Devon and Somerset Gigaclear contract – parishioner advised to contact Matt Barrow at Connecting Devon and Somerset 

The meeting closed at 9.40pm