Minutes from May 2021 meeting

Newton St Cyres Parish Council

Minutes of Newton St Cyres Parish Annual Council Meeting held remotely via Zoom on Thursday 6 May 2021 

The meeting commenced at 7.00pm 

Members present via Zoom

Cllr J Enright (Chair)                      Cllr G Quicke

Cllr R Cashmore                            Cllr G Scopes

Cllr D Hodge                                 Cllr C Southcott

Cllr L Ouldridge                             Cllr P Taylor

Cllr S Parker                  

In attendance:  Cllr G Barnell, MDDC (left 8.00pm), Cllr M Squires, DCC (left 7.35pm) 3 members of public (2 remained to the end of the meeting), J Hole, Parish Clerk 

01/05/21      Election of Chairman and Vice Chairman

• To accept nominations for the election of Chairman – to receive the Chairman’s declarations of acceptance of office form

Cllr J Enright was proposed and seconded and it was resolved unanimously to elect Cllr J Enright as Chair. 

• To accept nominations for the election of Vice-Chairman

Cllr R Cashmore was proposed, seconded and it was resolved unanimously to elect Cllr R Cashmore as Vice-Chairman

Public Participation - Standing orders suspended

A parishioner had emailed Devon and Cornwall Police to ask about progress following her complaint about speeding traffic on the A377 and read out the email reply received.  A further email had been received from the Police Officer assigned the project and both emails had been circulated to Councillors just prior to the start of the meeting.  Due to the late receipt, these would be considered at the next meeting

Cllr M Squires had spoken to our Neighbourhood Highways Manager who had advised that the Parish Council needed to make a formal request for a SCARF test and once this was received a preliminary test using a hand held speed gun would take place.  The results would be reported to the SCARF meeting for further consideration.

A parishioner suggested that the 30mph zone by the old School site should be moved further towards Exeter.  This would give traffic more time to slow down as it approached the proposed new junction to the housing development.  This would be picked up in the planning application.

Standing Orders re-instated

02/05/21      Apologies

There were none 

03/05/21      Declaration of Interest

None noted 

04/05/21      Minutes of the last meetings held on Thursday 1 April 2021

Agreed and to be signed as a true record 

05/05/21      Mid Devon District Council

5.1                 Planning Applications:        

21/00664/CAT - Notification of intention to remove 1 Holm Oak tree (T416) and reduce a single limb by 2m on 1 Cherry tree (T413) within the Conservation Area at Church of St Cyr and St Julitta Church Lane Newton St Cyres – no comment

21/00663/TPO - Application to crown lift 1 Lime tree (T415) by target pruning to 5.5m above ground level protected by Tree Preservation Order 08/00008/TPO at Church of St Cyr and St Julitta Church Lane Newton St Cyres – no comment

21/00696/LBC - Listed Building Consent for installation of a conduit and high-level sensor to monitor flow with the River Creedy to include installation of a new kiosk and associated ductwork at New Bridge, Langford Road, Langford – no comment

   5.2                 Planning Decisions:

None

 5.3                 To note that previously advised balance of £1,000.00 in S106 general pot was advised in error.

Noted

5.4                 To note pre-planning consultation for telecommunications Mast on church tower

Details had been circulated and Councillors were in favour of the application.  Clerk to advice Net

5.6                 District Councillor, Cllr G Barnell, to report on MDDC business relevant to the Parish

Once a planning application was submitted for the old school site, Cllr G Barnell asked the Parish Council to consider their priorities for the site and to consider asking for it to be “called in” to be decided by Committee rather than an officer.

A report had been circulated from Cllr G Barnell suggesting the formation of an Action Group for the A377 to be made up of Parish Council representatives (from NSC, Upton Pyne/Cowley and Shobrooke), District and County Councillors and community reps from areas affected by the A377.   The Group would decide on priorities for the A377 and work with the relevant authorities to try and achieve outcomes.    Cllr R Cashmore asked if Crediton Town Council (CTC) would be included?  Cllr G Barnell thought that the issues the Group would consider were more relevant to rural communities that were split by the road.  A separate project which CTC would be involved in was the formation of a transport masterplan between Crediton and Exeter. Cllr J Enright welcomed the formation of the group and suggested that the Clerk be asked to attend to take minutes and complete follow up actions for which extra hours would be paid.  It was resolved to put this on the next agenda for further discussion and agreement. 

06/05/21      Election of Officers, Representatives and allocation of responsibilities

The following appointments were made:

6.1                 A377 issues and safety – Cllr R Cashmore

6.2                 Allotment Officer – Cllr L Ouldridge                            

6.3                 Arboretum Management Group – Cllr D Hodge                      

6.4                 Boniface Trail Representative – Cllr S Parker

6.5                 Bus Shelters

Village Green – Cllr P Taylor, Tytheing Close – Cllr D Hodge, Half Moon – Cllr G Scopes

6.6                 Churchyard Representative – Cllr R Cashmore

6.7                 Climate Emergency Officer – new post

No Councillors volunteered for this post and Cllr J Enright informed the meeting that a parishioner had expressed interest in this area and it was resolved to ask her if she would be the Parish Council Representative for Climate Emergency matters and attend relevant meetings and report back to the Parish Council

6.8                 Community Engagement Officer – Cllr J Enright                      

6.9                 Community Speed Watch Officer – Cllr G Scopes 

6.10               Development Group – Cllr J Enright, Cllr G Quicke, Cllr P Taylor  

6.11               Flood/Emergency Plan Integration Officer – Cllr R Cashmore                                                                  

8.12               Highways and Railways Liaison Officer – Cllr C Southcott

6.13               Link with Primary School – Cllr G Quicke                                   

6.14               Neighbourhood Litter Officer – Cllr L Ouldridge 

6.15               Neighbourhood Watch Officer – Cllr D Hodge           

6.16               Nextdoor Parish Representative – Cllr G Quicke

6.17               Noticeboards

Smallbrook – Cllr G Quicke, Village Green – Cllr S Parker, Station – Cllr C Southcott, Sandown Lane and Tytheing Close – Cllr D Hodge, Half Moon – Cllr G Scopes and Langford – Cllr J Enright

6.18               Old School site – Cllr J Enright                        

6.19               Parish Car Park Management Group – Chair and Vice Chair  

6.20               Parish Footpath Officer – Cllr S Parker                                       

6.21               Parish Hall Representative – Cllr G Quicke                                

6.22               Press Officer – Cllr L Ouldridge

6.23               Quality Council – Cllr J Enright                                      

6.24               Raddon Hills Representative – Cllr J Enright, Cllr R Cashmore and Cllr S Parker                                                        

6.25               Recreation Ground Representative – Cllr C Southcott

6.26               Risk Assessments – Cllr G Quicke and Cllr D Hodge

6.27               Seats x 5

Village Green, Court Orchard and School Hill – Cllr S Parker,

6.28               Snow Warden Co-ordinator – Cllr G Scopes                              

6.29               Staff & Personnel Committee – Cllr J Enright, Cllr G Quicke and Cllr P Taylor

6.30               Telephone boxes/defibrillators – Cllr C Southcott (Rec) and Cllr S Parker (Village green)

6.31               Training Officer – Cllr P Taylor

6.32               Village Flowers and Pump in Pump Street – Cllr S Parker

6.33               Village Green – Cllr S Parker                                         

6.34               Website/Facebook Officer - Clerk       

07/05/21      To review Policies and Procedures

7.1                 Code of conduct

To be reviewed at a later date when MDDC had completed their update

7.2                 Co-option Policy - approved

7.3                 Community Engagement Policy - approved

7.4                 Complaints Policy - approved

7.5                 Digital and Social Media Policy - approved

7.6                 Equal Opportunities Policy - approved

7.7                 Filming and recording of Council Meeting Policy - approved

7.8                 Financial Regulations – updated Financial Regulations had been circulated and it was resolved to adopt these

7.9                 Grant Giving Policy - approved

7.10               Health and Safety Policy Statement - approved

7.11               Media Communication Policy - approved

7.12               Privacy Statement - approved

7.13               Publications Scheme - approved

7.14               Signs on Village Green Policy - approved

7.15               Standing Orders – Updated Standing Orders had been circulated and it was resolved to adopt these

7.16               Statement of Internal Control Policy - approved

7.18               Terms of Reference for Committees - approved

7.19               Training Policy - approved

7.20               Contents of Councillors’ Reference Pack  - approved

7.21               Parish Council’s Action plan

The Action plan required updating and Cllrs were asked to look at this further for discussion at the next meeting

7.22               Risk Assessments

7.23               Asset Register - approved

7.24               To agree payment of employee membership of SLCC (approx. £60.00 shared cost) - agreed

7.25               To agree Travel and Subsistence Allowances (in line with HMRC recommendations) - agreed

7.26               To confirm dates of Council Meetings inc APM up to December 2022

These were agreed as the first Thursday in each month.  The date for the Annual Parish Meeting would be decided nearer the time and would either be a separate meeting or would take place before a Parish Council Meeting

7.27              Bank Mandate and Signatures  - to consider switching to internet banking

It was resolved that the Clerk would find out about switching to internet banking and put a proposal to Council

7.28               To agree insurance

The current three year agreement ended on the 31 May and details of three quotes had been circulated. It was resolved to renew for a three year period with BHIB who were the most competitively priced and also included a subscription to Parish Online. 

08/05/21      Finance

8.1                 Parish Council Receipts Current Account:  

Item	Payer	Purpose	Amount £
8.1.1	MDDC	Precept (1st instalment)	6,384.00
8.1.2	Western Power	Wayleave	3.48
8.1.3	Various	Allotment rent	180.00

8.2                 Parish Council Payment Current Account

The Clerk had received an additional invoice from VSafety for £7.14 making the total payable as £139.11

It was resolved to make payments as follows

Item	Payee	Purpose	Amount £
8.2.1	CPRE	Membership Fee (direct debit set up)	36.00
8.2.2	DALC	Affiliation fees	206.65
8.2.3	DALC	Training webinar for Clerk	36.00
8.2.4	Information Commissioner	Data Protection registration	40.00
8.2.5	Marmax	Bench for Village Green (grant received)	546.00
8.2.6	V Safety	PPE for volunteers (part order)	131.37
8.2.7	Parish Hall	Grant - £1,000.00 plus Wifi - £200.00	1,200.00
8.2.8	Recreation Ground	Grant - £1,000.00 plus annual payment	1,500.00
8.2.9	Reserve Account	Car park resurfacing fund	1,500.00
8.2.10	J Hole	Salary and Expenses	323.91
8.2.11	HMRC	PAYE	37.80
8.2.12	BHIB	Insurance	373.52

 

8.3                 To approve signatures for this month’s cheques

Cllr G Quicke and Cllr S Parker

8.4                 Balances (after above transactions):           

Parish Council Current Account balance: £16,428.69, Footpath Account: £388.02 and Car Park resurfacing fund balance: £6,514.23

8.5                 Financial Statement and Budget Monitor

Noted

8.6                 Annual Return – to note completion including internal audit

8.6.1              Annual Return - approve Part 1 Annual Governance Statement 2020/21

Councillors resolved unanimously to approve Part 1

8.6.2              Annual Return - approve Part 2 Accounting Statements 2020/21

Councillors resolved unanimously to approve Part 2

8.6.3              To sign Certificate of Exemption stating that during 2020/21 the higher of the authority’s income for the year or gross annual expenditure did not exceed £25,000                            

This was duly resolved

Clerk to post document to the chair for signature 

09/05/21      Matters raised by the Chair

None           

10/05/21      Councillor’s Reports            

10.1               Areas of responsibility reports

Footpaths – Cllr S Parker reported that the old School path land owner did not wish to vary the terms of the licence and if the Parish Council did not wish to keep the licence then the path would be shut.  It was agreed to defer a decision to a later date depending on the outcome of clearing the pavement up School Hill.  It was suggested that once the three new road wardens were trained, they may be able to work with Cllr S Parker to clear the pavement.  It was resolved that the Clerk should give DCC the option to clear the pavement or to pay expenses to the Parish for the Parish to clear the pavement (hire of equipment)

Allotments – Clerk to arrange a site meeting with Cllr L Ouldridge and Cllr G Scopes as soon as possible to discuss the tidying up work required.

10.2               Annual Council Newsletter

The Clerk had received most of the reports from village organisations and would pass these to Cllr L Ouldridge to compile the report

       

11/05/21      Clerk’s Report  

None 

12/05/21      Parish Council

12.1               To consider any training requirements

None were noted

12.2               Sampling of water quality

An email had been received from a parishioner who was currently sampling water quality in the river Creedy

12.3               To consider Vehicle Activated Signs (VAS)

A paper had been circulated from Cllr R Cashmore detailing proposals for VAS.  DCC Road Safety Officer had advised that DCC had a limited number of mobile VAS signs that are rotated around communities and suggested it might be possible for these to be used in NSC and Half Moon.  It was resolved that the Clerk should ask if use in the parish could be considered.  If this was not possible, then further consideration would be given to the Parish Council purchasing its own signs. 

Minited here but taken after item 1

13/05/21      Devon County Council

13.1               Outstanding Highways issues

• Speed restrictions in Station Road – SCARF re test requested – with Cllr M Squires
• Cllr M Squires advised that this was on the list for our Neighbourhood Highways Manager
  (NHM) to action
• Request for a School sign in Station Road and possible zig-zag lines outside the school – declined - requested this is re-considered. Cllr M Squires to check if PC can put up sign
• Cllr M Squires advised that a traffic regulation is required to put up a sign in a 30mph zone, otherwise the speed restriction cannot be enforced.  Clerk to email NHM and request sign and or a SCARF retest
• Request for a Road Safety audit on A377 in centre of village – agreed to remove from the list as this had taken place and the crossing was being installed
• Drain cover on A377 – passed to BT as a fault – Clerk to email NHM
• Relocate grit bin from outside old school to Tytheing Close – no update
• School Hill – clear grass etc back from pavement – Cllr M Squires advised that this was on DCC’s system as a defect. It was suggested that it had now become a priority and the Clerk would include this in the email to the NHM
• Lower pavement on the bus stop side of Tytheing Close to facilitate easier access – no update
• Salt bin for Kingfisher Close – Cllr M Squires confirmed the request had been submitted.
• Reminder painted speed signs on A377 – reply received from DCC to say this is not possible. Remove from list

13.2               New DCC issues

Signs for Gateway to Mid Devon to be added to the list of outstanding issues  

Street lights in the centre of the Village were not working – Clerk to provide street light references to Cllr M Squires

13.3               To agree and sign Community Road Warden Scheme Agreement

The Agreement had been circulated and it was resolved to sign the agreement and join the scheme

13.4               Report from Cllr M Squires

Cllr C Southcott asked Cllr M Squires to find out why the trees had been cut in the half Moon layby 

14/05/21      Miscellaneous Correspondence

Community Risk Management Plan for Devon and Somerset Fire and Rescue – circulated       Various newsletters had been circulated                      

15/05/21      Minor Matters and Items for Future Agenda

None noted 

16/05/21      Date of next meeting: Thursday 3 June 2021 in the Main Room at the Parish Hall, 7.00pm 

End of Formal Business - Public Participation

A parishioner thought that once Parish Council meetings were back to being held in the Parish Hall,  it would be helpful if members of the public were able to join Parish Council meetings via zoom 

The meeting closed at 9.00pm