Minutes from November 2023 meeting
Newton St Cyres Parish Council
Minutes of Newton St Cyres Parish Council Meeting held in the Parish Hall Club Room on Thursday 16 November 2023
The meeting commenced at 7.00pm
Members present
Cllr G Barnell (Chair) Cllr P Stephenson
Cllr J Browne Cllr S Parker
Cllr J Dean Cllr A Staite
In attendance: D/Cllr M Binks (left 8.00), 2 members of public, J Hole, Parish Clerk
Public Participation
Issues raised:
Newton Environment Group (NEW) requested that agenda item 8.7 “NEW Buddy proposal” be withdrawn to allow for further discussions regarding the Parish Council’s interactions with NEW
NEW noted that correspondence intended for its members only had been circulated to the Parish Council inadvertently and requested that the correspondence was treated in confidence and not circulated any further.
Could signs be posted on permissive paths asking walkers to respect the paths and clear up after their dogs?
NEW wished to lay a hedge at the allotments – Cllr G Barnell advised that a formal request should be made to the Parish Council who would then request permission from the landowner
Could the landowner put up a sign to let people know that permissive footpath 4 was now closed?
Formal Business
01/11/23 Apologies
Cllr L Ouldridge, Cllr J Rimbon-Whittaker, C/Cllr M Squires.
The resignation of Graham Scopes due to personal circumstances was noted and a vote of thanks was proposed for Graham’s contribution to the Parish Council. A vacancy for a new Parish Councillor had been advertised and it was hoped to be able to co-opt at the December meeting. Cllrs were encouraged to speak to anyone who may be interested.
02/11/23 Declaration of Interest
None noted
03/11/23 Minutes of the last meeting held on Thursday 5 October 2023
Agreed and signed as a true record
04/11/23 Lead responsibilities
4.1 Update on lead responsibilities
Cllr A Staite confirmed that she was willing to take on responsibility for Environment and Climate and would meet with Cllr G Barnell to discuss the role further, to include interaction between
NEW and the Parish Council. Cllr G Barnell suggested that a PC liaison policy may be required for local organisations including NEW
05/11/23 Newton St Cyres Parish Council Issues relevant to Mid Devon District Council
5.1 Planning Applications
5.1.1 23/01541/HOUSE - Erection of two storey extension to form ancillary accommodation and linking house to outbuilding at Brownlea, Langford Road, Langford – no comment. Cllr G Barnell noted a Personal Interest
5.1.2 23/01519/FULL - Siting of a shipping container to replace existing shed at Newton St Cyres Recreation Ground Club – no comment
5.2 Planning Decisions
5.2.1 23/01096/HOUSE - Erection of single storey rear extension and two storey side extension at 3 Godolphin Close Newton St Cyres Exeter – grant permission
5.2.2 23/01398/HOUSE - Variation of condition 2 of planning permission 21/01942/HOUSE (Erection of extensions to form porch and office, installation of roof mounted solar panels and formation of store over garage) to allow substitution of approved plans at 14 Kingfisher Close – grant permission
5.3 To note any update re formal complaint to MDDC re street lighting of Shuttern Close
Cllr G Barnell was still waiting for a response from MDDC and would follow this up. D/Cllr M Binks also agreed to follow up with the relevant MDDC officer
5.4 To note response from MDDC re waste bins and to consider future action
After discussion it was resolved:
i) to purchase a bin for the Rec ground at a cost of £256.43 with an annual cost for weekly emptying of £260.00. Clerk to confirm with MDDC and check if MDDC will seek permission from the land owner. Cllr G Barnell would liaise with the Rec Committee.
ii) Cllr A Staite would ask the arboretum committee to reinstate the dog poo bin by the arboretum entrance and volunteer to empty this on a weekly basis.
iii) If the arboretum no longer had the dog poo bin, then the Parish Council would purchase a suitable bin and place it in the arboretum
iv) If the arboretum no longer wished to have a dog poo bin then the Parish Councill will purchase a new bin from MDDC to go outside the church and accept the annual cost of emptying
5.5 Report from District Councillors on issues relevant to the parish
D/Cllr M Binks reported as follows:
Further to the decision to close mobile libraries, village halls were being suggested as alternative hosts for library books
MDDC had set up a petition, “Condition of highways in Mid Devon” which could be signed on line
MDDC were considering a change of governance structure, moving away from a cabinet structure to a committee/hybrid one. Legal fees for the transition were estimated to be £250,000.
Across Mid Devon housing tenants were £135,000 in arrears and tenants required help and support to resolve their difficulties. It was noted that Government rent allowances had not been increased in line with rent being charged and this had contributed to the problem.
New Estate – following the meeting between residents, MDDC and Cllr L Ouldridge signs would be painted on the road and 10mph signs posted along the road
A parishioner had contacted D/Cllr M Binks about a neighbour dispute. Whilst the Parish Council could not get involved in neighbour disputes it was resolved that Cllr J Browne would approach a neighbour with a request to mediate if they felt able to do so.
06/11/23 Newton St Cyres Parish Council issues relevant to Devon County Council
6.1 Report from County Councillor on issues relevant to the Parish
There was no report
07/11/23 Finance
7.1 To agree Payments and note Receipts
These were agreed as:
|
Expenditure – current account |
£ |
Receipts – current account |
£ |
|---|---|---|---|
|
Unity Trust Bank quarterly charge |
18.00 |
MDDC precept |
6,715.50 |
|
Citizens Advice Bureau |
200.00 |
D Rowell (refund of training costs) |
75.00 |
|
NEW (ringfenced amount from Queens jubilee) |
185.50 |
|
|
|
SLCC (Clerks membership) |
112.00 |
Resurfacing Account now in current account |
|
|
DALC AGM and conference |
54.00 |
Interest at 25 Sep 2023 |
7.23 |
|
Parish Hall room hire – PC £39/NHP £111/ CRG £13 |
163.00 |
|
|
|
Simon Saunders grass cutting – parish £160/Churchyard £160 |
320.00 |
|
|
|
J Hole – Salary and expenses |
392.39 |
|
|
|
HMRC – PAYE |
55.40 |
|
|
7.2 To approve on-line authorisation for this month’s payments
Cllr J Dean and Cllr J Browne
7.3 Balances (after above transactions)
7.3.1 Parish Council Current Account balance: £19,621.96
7.3.2 Footpath Account: £268.02 (now included in Current Account balance
7.3.3 Car Park resurfacing fund balance: £7,292.39 (now included in Current Account balance)
7.3.4 Update on new saving account – carried forward to next meeting
7.3.5 To sign forms to add two new signatories – carried forward to next meeting until both new signatories are present
The work to repair the fence along the old school footpath was outstanding and Cllr S Parker would speak to the developer about making good on his promise to provide materials as agreed with the previous Parish Council Chairman.
A bridleway sign as required at Tinpit Hill and Cllr S Parker would install one
7.4 Financial Statement and Budget Monitor
Noted
7.5 Budget planning and bids for funding – Rollover budget circulated – Cllrs to propose spending for next year’s budget to be agreed at December meeting. Grant requests received to date circulated separately
A discussion took place on the budget process and it was resolved that:
i) the precept would not be increased except by inflation.
ii) Cllrs should submit any requests for funding to the Parish Clerk by Friday 24 November to allow preparation of a draft budget ahead of the December meeting. Suggestions for potential savings should also be notified.
08/11/23 Other Parish Council Matters
8.1 Development and Planning – Cllr G Barnell
8.1.1 Churchyard – update
Cllr G Barnell had been advised that there were only a few burial plots left in the churchyard. Before the churchyard was full, Cllr G Barnell advised that the Parish Council should find out the legal position and the actions that may be required once the churchyard was closed
It was resolved that the Clerk would contact DALC and MDDC to find out:
i) If the Church propose to close the churchyard, can the Parish Council challenge this? If so how and on what grounds?
ii) Can the Parish Council refuse to accept a request by the Church to take on responsibility for the Churchyard once closed? How and on what grounds?
iii) Can the Parish Council apply to MDDC to maintain the Churchyard? How and on what grounds?
8.2 Emergency and Resilience – Cllrs G Scopes and P Stephenson
8.2.1 Report from Flood Group meeting 26 October including request for equipment
Minutes from the meeting on the 26 October had been circulated. Cllr P Stephenson would Chair flood group meetings from now on and the next meeting was 12 December. Various issues were outstanding and Cllr P Stephenson was writing a draft action plan for agreement at the next meeting. A small leak in the Parish Hall resilience shed roof had been fixed and the other two sheds had been inspected and no damage reported.
Thanks were noted to road warden and Flood Wardens who helped clear debris, gully’s and put up signs in the recent storm. Whats app was an effective way to communicate. More volunteer members were needed for the flood group, preferably parishioners whose homes were not at risk of flooding so in an emergency they would be available to help out without worrying about their own properties.
It was resolved:
i) combination locks would be purchased for the three resilience sheds
ii) Requests for wading poles and throwlines and bags would be considered at the budget meeting
8.3 Village Green Maintenance Agreement – update on agreement signing
Clerk to send agreement to Cllr G Barnell for signing
8.4 Footpath Consultation - Cllr S Parker
To note land owner response to letter requesting a meeting and Cllr G Barnell’s reply and to agree any further actions
A copy of the landowners email setting out their decision to close permissive paths 1 and 4, together with Cllr G Barnells response had been circulated and was noted. The land owner no longer wished to enter into an agreement with the Parish Council for the maintenance of permissive paths. The correspondence had been published in the Newton Wonder.
It was resolved:
i) Cllr S Parker would request the landowner to place closed signs by footpaths 1 and 4
ii) that no further comment was required.
iii)Cllr S Parker would speak to the landowner about the suggestion to post signs on permissive paths 2 and 3 to encourage respectful behaviour
8.5 Publicity and Community Engagement – Cllr J Browne
8.5.1 To note report from Parish Hall meeting
A report had been circulated. Cllr J Browne would be helping the Parish Hall to update their website. Cllr J Rimbon-Whittaker had requested an outdoor table tennis table for the grounds of the Parish Hall but the committee had suggested this would be better suited at the Rec.
8.5.2 To note there are S106 funds are available to fund new play equipment at the Rec
The Clerk was waiting for confirming of approx. £10,000 available for new play equipment at the Rec. Additional funding may be required for play equipment and the Rec would need to make grant applications.
8.6 To note attendance at next Coffee morning surgery on 11 November
Cllr J Browne had attended on the 11 November.
Issues raised - thanks from a parishioner that Belluno lights were now turned off at night
8.6.1 To allocate attendance for 9 December
Cllr J Dean would attend
8.7 To consider proposal for N.E.W. to be a ‘critical friend/support’ to the Parish Councillor in Environmental and Climate Change matters
Proposal withdrawn
8.8 To consider volunteering opportunities in the parish using QE students
A few projects that required volunteer help had been suggested.
It was resolved that:
- i) further information was required regarding supervision and safeguarding and Cllr J Browne volunteered to liaise with QE to find out more information.
8.9 Speedwatch – to note response from Police to setting up scheme and to agree future actions
Details had been circulated and Cllr S Parker explained what was required to re-start the Scheme. He had successfully recruited a volunteer to act as co-ordinator. However, a minimum of 4 volunteers were required.
After discussion it was resolved that:
i) Cllr J Dean would write an article for the Newton Wonder asking for volunteers and a decision would then be taken as to whether to restart the scheme depending the response.
9/11/23 Forward Agenda Planner/Minor Matters and Items for Future Agenda
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.
9.1 Review of agenda planner for future meetings. Copy circulated
Boniface Trail – the next meeting with DCC and the consultants had been pushed back to January
Repairs to the village green noticeboard vs a new one to be considered at the next meeting
Noted that one of the Road Wardens had recently clocked up 100 volunteer hours and thanks were noted. It was agreed to consider at a future meeting how best to recognise volunteers.
10/11/23 Date of next Parish Council meeting: Thursday 7 December 2023 at 7pm in the Club Room
End of Formal Business
Public Participation
There was none
The meeting closed at 9.30pm