Minutes from February 2025 meeting

Newton St Cyres Parish Council

Minutes of Newton St Cyres Parish Council Meeting held in the Parish Hall Club Room on Thursday 6 February 2025

 

The meeting commenced at 7.00pm

Members present

Cllr G Barnell (Chair)                             Cllr D Harris

Cllr J Browne                                          Cllr M Herpoldt-Bright 

Cllr J Dean                                              Cllr J Rimbon-Whittaker

Cllr L Ouldridge

 

In attendance:  C/Cllr M Squires (left 7.30pm), 3 members of public (2 left at 7.20pm 1 left at 7.45pm) J Hole Parish Clerk

 

Public Participation

Minuted under item 4.1 and 7.14

Formal Business  

01/02/25    Apologies

                        D/Cllr S Chenore, D/Cllr M Binks

 

02/02/25    Declaration of Interest

                       None noted

 

03/02/25    Minutes of the last meeting held on Thursday 5 December 2024

                       Agreed and signed as a true record

 

04/02/25    Newton St Cyres Parish Council Issues relevant to Mid Devon District Council

4.1                 Planning Applications 

                       24/01704/HOUSE - Installation of 3 roof windows at Bidwell Barton House Newton St Cyres – no comment submitted under delegated authority

                       25/00034/HOUSE - Erection of a two-storey side extension at 10 Tytheing Close, Newton St Cyres

                       Standing orders were suspended to allow discussion with the applicant who was present at the meeting.  Standing orders were reinstated and Cllrs resolved to make no comment on the application.

4.2                 Planning Decisions

                       None

4.3                 To consider Community Risk Register as supplied by MDDC

                       A draft Community Risk Register had been circulated.  After discussion it was resolved:

                       That Cllr L Ouldridge would draft a reply to list the areas of community risk in Newton St Cyres to include, lack of school signs in Station Road, danger of crossing the road at Tytheing Close, Smallbrook and flooding around the parish including Station Road, Langford and West Town and Camps Bridge

4.4                 Update from Crediton Cluster meeting/meeting MDDC Cllrs at Phoenix House – Cllr L Ouldridge

                       Cllr L Ouldridge gave a brief verbal update from the Crediton Cluster meeting held on 20 January:

                       The Crediton Town Clerk reported that Newcombe Meadow toilets are to be decommissioned as they are constantly vandalised. They are looking at alternative uses of the space that will include toilets but in a more supervised setting.

                       Plans for QE School are still uncertain, and no planning applications have been made.

                       A Freedom of Information request has been made to Stagecoach about bus services.

                       Boniface trail – it was hoped to have a unified voice from all stakeholders for the next stage.

                       Discussion on noted that there would be DCC elections this year. There are various proposals for a unitary authority, but it is unclear on how many there will be.  A likely timescale seems to be 2-3 years.  There were no reports from other Parishes. The next meeting will consider sites that flood.

                       Cllr L Ouldridge had also attended a meeting called at  MDDC’s Offices in Phoenix House by our two District Cllrs on 30 January – District Cllrs hoped to gain some understanding of what parishes want them to do.  There was a disappointing attendance from parishes.  Cllr L Ouldridge emphasised the traffic issues, as although it’s not in their remit, it’s really important to us.

4.5                 Report from District Councillors on issues relevant to the parish  

                       There was no report

 

                       Minuted here but taken after 6.5

05/02/25    Newton St Cyres Parish Council issues relevant to Devon County Council

5.1                 Report from County Councillor on issues relevant to the Parish

5.2                 Update on Boniface Trail

                       C/Cllr M Squires reported that the public consultation replies were still being considered.  Cllr G Barnell noted that a meeting with DCC Officers to be held in the Parish Hall was being arranged for March to discuss the outcome of the consultation and the Clerk would chase up meeting dates.

 

06/02/25    Finance

6.1                 To agree Payments and note Receipts

Since the agenda had been sent an invoice had been received from DCC for £40.00 – delivery charge for pothole repair material and it was resolved to add this to the payment schedule below

                       Payments were agreed as:

 

Expenditure – current account	£	Receipts – current account	£
Bank Charges (Nov and Dec)	12.00	None
Ian Salter bus shelter cleaning	32.00
MDDC – litter bin collection at Rec	312.00	Receipts Car Park Maint acct
J Hole – Salary and expenses Dec – already paid	403.24	Interest 31/12/24	44.57
HMRC – PAYE Dec – already paid	59.00
J Hole – Salary and expenses January 2025	407.69
HMRC – PAYE Dec January 2025	59.00
DCC – pothole repair material – delivery charge	40.00

 

6.2                 To approve on-line authorisation for this month’s payments

                       Cllr J Dean and Cllr J Browne

6.3                 Balances (after above transactions)

6.3.1            Parish Council Current Account balance: £7,971.47

6.3.2            Footpath Account: £788.02 (included in Current Account balance)

6.3.3            Parish Hall Car Park maintenance fund balance: £6,698.94 (separate Bank account)

6.4                 Financial Statement and Budget Monitor

                       Noted

 

                       Minuted here but taken after 7.14

6.5                 To consider acceptance of Locality grant from D/Cllr M Squires for £500.00 towards wig wags/signage for the school

                       C/Cllr M Squires reported that the Locality grant needed to be spent in this financial year.  It would not be possible to get wig wags/signage implemented by the 31 March.   However, C/Cllr M Squires was willing to put the grant towards the cost of work at the allotments as long as the application could be made by Friday 14 February.  It was resolved that the Clerk would make a locality grant application by 14 February for £500.00 towards the cost of work at the allotments

6.6                 To consider increase in cost of grass cutting

                       Details had been circulated together with an explanation of the increase from the current contractor.  It was noted that the land by the churchyard should not need to be included as long as the transfer to the Church was completed.  After discussion it was resolved:

i)That the Clerk would try to obtain at least another two quotes.

ii) Cllr G Barnell would approach a nearby house at Norton Cross to enquire if they might be able to strim the Norton Cross grass.  He would also remove the Christmas Tree which had been planted as this will cause an obstruction when it gets bigger

6.7                 To agree S106 grant application for replacement swing at NSC Rec Ground.  To agree who will take forward plan for refurbishment/install of new play equipment at the Rec

                       After discussion it was resolved:

i)That the clerk would apply for S106 grant funding for new two-bay flat swings.

ii)The clerk would request letters of support from District and County Cllrs as well as local organisations (anyone who uses the play equipment is welcome to write a letter of support).

iii)That the Clerk would request a copy of the lease from the Rec committee as it may be necessary to send a copy with the grant application. Noted that it may be necessary to purchase a copy of the title deeds from the Land Registry

                       Discussions took place about a forward plan for the refurbishment of the existing play equipment.  It was resolved: that a working party of the Clerk, Cllr J Browne and a Rep from the Rec Ground would meet to discuss and agree what needed to be done, together with a time scale.   

 

07/02/25    Other Parish Council Matters

7.1                 To note finalised Code of Conduct for Arboretum and Risk assessment

                       Copies had been circulated and were noted.  It was resolved that:

i)Cllr J Browne would agree a disclaimer notice with the Arboretum Committee to be placed at the entrance to the arboretum

ii) Areas that the Parish Council rents such as the arboretum and allotments would be included in the annual risk assessment exercise.     

7.2                 Quarterly Report – Emergency and Resilience – Cllr L Ouldridge

                       Cllr L Ouldridge provided a brief update from the recent Annual Community Resilience meeting:  Four new volunteers had been recruited to the flood group to act as seers and responders.  A responder for Half Moon was still required and Cllr J Browne would approach a Half Moon parishioner.  The Flood action plan cards had been updated and would be circulated to the flood group for final agreement before being issued more widely. Training on the use of radios would be given by the Road Warden co-ordinator. It was reported that the drain by Smallbrook might require some attention and Cllr L Ouldridge would contact Mid Devon who had arranged for the drain to be installed. 

                       Cllr L Ouldridge was undertaking Snow Warden training

7.3                 Quarterly Report – Publicity and Community Engagement – Cllr J Browne/Cllr J Rimbon-Whittaker

                       Cllr J Rimbon-Whittaker and Cllr J Browne reported as follows:

                       The Vodafone mast on the church tower was now operational

                       Our twinned town, Rots, were keen to organise an exchange visit and this might be possible in the Autumn.  The Clerk would discuss with NSC School

                       Local businesses would be keen to have adverts on the Parish Council website

                       The “message in a bottle” scheme was proving very popular

                       The Community Engagement Policy required updating and the Clerk would consider this.

                       Neighbourhood Watch – now with Cllr M Herpoldt-Bright.   Cllr Herpoldt-Bright reported that she had met with the Police who would be willing to come to a NHW meeting with deputies once an up-to-date list of NHW wardens was finalised.    

7.4                 To consider if the bus shelter at Half Moon should be repaired or taken down? To consider Information from DCC re matched funding

                       Details of matched funding from DCC had been circulated, however, the Parish Council did not currently have the budget to fund a new replacement.  After discussion it was resolved: that the Clerk will send a letter to all properties in Half Moon asking if residents wanted the bus shelter taken down or repaired.  The Council will then reconsider the matter.

In the meantime the existing bus shelter would tidied up and the broken planters removed

7.5                 To agree date for Parish meeting to discuss road priorities

                       Cllr J Dean noted that as he had already written an article for the Newton Wonder detailing our priorities and had received no comments from parishioners, he was not sure that a public meeting was required. After discussion it was resolved:

i)Not to hold a public meeting at this time.

ii)To set up a meeting with the new County Cllrs in wards along the A377 from Crediton to Exeter after the May elections to discuss issues relating to road safety and the A377

7.6                 Update on Britain in Bloom entry

                       A meeting was being held 19 February to discuss the entry and Cllr D Harris would attend.

7.7                 To note grant letters have been sent to the Church, Rec Ground and Parish Hall

                       Grant letters had been circulated to Cllrs and were noted. The Church had asked if the grant could be used for maintenance of the churchyard.  The Rec Ground had replied with thanks for the grant of £2,000 towards play equipment.  No reply had been received from the Parish Hall.   It was resolved: That the Clerk would reply to the church stating that the grant was for the garden of Peace and Reflection only

7.8                 To note rota for Parish Council Surgeries

                       A rota had been circulated.  It was resolved that Cllrs would arrange swaps if they could not attend on their rotated date.

7.9                 Email migration – is everyone on the new platform?

                       Several Cllrs were experiencing difficulties with logging etc.  The Clerk would try to obtain help from the IT company

7.10               Housing Action Group – is there any interest in setting up a local group?

                       It was noted that MDDC had issued a call for sites from 6 February to 14 March.  It was resolved to postpone discussions until the next meeting

7.11               Update on progress with verges and paths maintenance schedule – Cllr J Dean and RWS

                       It was resolved to postpone this item to the meeting in June.

7.12               Recruitment of new Parish Councillors

                       Cllrs were encouraged to approach anyone they thought might be interested in being a Parish Councillor

7.13               Volunteers policy – how to thank volunteers and volunteer of the year award

                       After discussion it was resolved:

i)That the current Volunteer of the Year award would be discontinued

ii)A thank you tea party for all volunteers would be held in July. Venue to be agreed. 

iii)Cllr J Rimbon-Whittaker would provide a costed catering proposal for agreement at the May meeting

                       Minuted here but taken after item 03/02/25

7.14               Allotments – report on weather damage and to consider any action needed.

                       Standing orders were suspended to allow discussion with two allotment holders who were present at the meeting. 

                       Following strong winds, several dead elm trees had fallen over causing damage to a poly tunnel.  Several trees which were posing a danger had been cut up but there were still others which were a danger and could easily come down. 

                        In addition, there were lots of dead elms in the boundary borders and these needed to be removed to prevent future damage.  Cllr G Barnell         noted that the Parish Councils agreement with the landowner stated that any wood was the property of the landowner.  It was resolved that:

i)Cllr D Harris would arrange a meeting with the landowner as soon as possible to discuss the dead elms and the action required.

ii)Cllr J Browne would arrange for the elms that were in immediate danger of falling over to be felled as soon as possible and the wood would be left in the gap between the allotment plots 17 and 12.

iii)Cllr D Harris will report back to the PC on the risks posed by the dead Elm trees remaining in the allotment, the steps needed to deal with these trees together with the costs that may be involved.

                       Standing orders were reinstated.

 

08/02/25    Forward Agenda Planner/Minor Matters and Items for Future Agenda

8.1                 Review of agenda planner for future meetings.

                       This had been circulated and was noted.

                       Minor matters – the Community Larder organisers had asked if they could use the side of the Resilience shed by the Parish Hall to build a framework to display goods.  It was resolved to agree to this request.

                       A request had been received to resurface the Half Moon layby.  It was resolved that Cllr J Dean would report this online to DCC and the layby is a DCC responsibility.

                       Cllr J Browne noted this would be her last meeting as she was resigning.  Cllr G Barnell proposed a vote of thank to Cllr J Browne for all her work.

                      

09/02/25    Date of next Parish Council meeting:  Thursday 6 March 2025 at 7pm in the Club Room

 

End of Formal Business

 

Public Participation

There was none

 

The meeting closed at 9.25pm