Minutes from May 2025 meeting
DRAFT
Newton St Cyres Parish Council
Minutes of Newton St Cyres Annual Parish Council Meeting held in the Parish Hall Club Room on Thursday 8 May 2025
The meeting commenced at 7.00pm
Members present
Cllr G Barnell Cllr L Ouldridge
Cllr D Harris Cllr J Rimbon-Whittaker
Cllr M Herpoldt-Bright
In attendance: C/Cllr S Keable (left 7.40pm), J Hole Parish Clerk
Formal Business
01/05/25 Election of Chairman and Vice Chairman
1.1 To accept nominations for the election of Chairman – to receive the Chairman’s declarations of acceptance of office form
Cllr L Ouldridge was proposed by Cllr M Herpoldt-Bright and seconded by Cllr D Harris and it was resolved unanimously to elect Cllr L Ouldridge as Chairman. Cllr L Ouldridge duly signed the declaration of acceptance of office form for the position of Chairman and chaired the meeting
1.2 To accept nominations for the election of Vice-Chairman
Cllr J Dean had indicated that he was willing to stand for the post of Vice Chairman and was proposed by Cllr D Harris and seconded by Cllr L Ouldridge and it was resolved unanimously to elect Cllr J Dean as Vice-Chairman
Public Participation
There were no public present
02/05/25 Apologies
Cllr J Dean, D/Cllr S Chenore, D/Cllr M Binks
03/05/25 Declaration of Interest
None noted
04/05/25 Minutes of the last meeting held on Thursday 3 April 2025
Agreed and signed as a true record
05/05/25 To agree allocation of areas of responsibility to include representatives for liaison with Church, Parish Hall and Rec Committee. Current roles are detailed on website
Cllr L Ouldridge proposed that current roles should be maintained until more Cllrs are recruited at which time it would be reviewed.
It was resolved:
- To keep current responsibilities for the present time and to review when new Cllrs are recruited
- That Cllr J Rimbon-Whittaker would be the Church representative
- That Cllr M Herpoltd-Bright would be the Parish Hall representative
- That Cllr L Ouldridge would be the Rec Ground representative
- That the Clerk would inform the relevant organisations
06/05/25 Annual Reviews
6.1 To agree to adopt the updated Model Standing Orders and Model Financial Regulations
It was resolved to adopt the updated Model standing orders and model financial regulations and the Clerk would present these to a future meeting
6.2 Review of policies - all policies can be viewed on the website
Clerk to review policies and present any amendments to a future meeting
6.3 To agree payment of Clerk’s membership of SLCC (approx. £112.00)
It was resolved to agree this payment
6.4 To agree Travel and Subsistence Allowances (in line with HMRC recommendations - £0.45 per mile) For Clerk and for Road Warden Scheme volunteers
It was resolved to agree this allowance if and when required
6.5 To confirm dates of Council Meetings up to December 2026
It was resolved to confirm the meeting dates for the first Thursday in each month, except January and August when there would be no meeting
6.6 Bank Mandate and Signatures – To review Bank mandate for Unity Trust Bank
The Clerk was in the process of adding Cllr M Herpoltd-Bright and all other Cllrs were currently signatories except Cllr J Rimbon-Whittaker. Clerk to provide details to Cllr Rimbon-Whittaker of the identity information required.
6.7 To agree insurance
Details had been circulated. The Clerk had challenged the premium originally quoted and this had been reduced by £75.22 to £672.83
It was resolved to renew the insurance with the existing insurer but to carry out a market review next year
6.8 Review of Risk Assessments Risk Assessments can be viewed on the website
It was resolved
- That Risk Assessment were the responsibilities of the area leads and that the Clerk would email Cllrs with a copy of the Risk Assessments for them to review
- That a risk assessment was required for the allotments and Cllr D Harris would provide this
- That a risk assessment was required for the arboretum and Cllr L Ouldridge would provide this
07/05/25 Newton St Cyres Parish Council Issues relevant to Mid Devon District Council
7.1 Planning Applications
7.1.1 25/00535/PNAG Prior Notification for proposed excavation works to replace a non SSAFO compliant lagoon with a earth lined slurry, yard run off and dairy/parlour washings lagoon at Home Farm, Woodley Lane
7.1.2 25/00534/PNAG Prior Notification for proposed excavation works to form a slurry and fouled water storage lagoon at Land at (Home Farm) East of Five Elms Lane Newton St Cyres Devon.
Cllr G Barnell explained Prior Notification were the means by which MDDC determined if an application required full planning permission or not and they had a statutory duty to determine this within 28 days. Correspondence from Mid Devon labelled the prior notification as “for information only” and this was misleading as comments were permitted, although the Parish Council was not a Consultee.
Cllr G Barnell had circulated a draft email to the applicant offering to add them to the Parish Council rain gauge notification system and it was resolved that Cllr G Barnell should send this email
Cllr G Barnell reported on a potential planning compliance issue at Half Moon with regard to holiday homes which were being incorrectly marketed for year round occupation. Checks were also needed to ensure that planning condition 8 which requires the construction of a footpath up to the bus stop will be undertaken. Concerns had been reported to MDDC and further advice was awaited. D/Cllr S Keable agreed to make enquiries.
7.2 Planning Decisions
24/01586/HOUSE - Erection of rear boundary wall at 33 The Village Pump Street – grant permission
7.3 Report from District Councillor on issues relevant to the Parish
There was no report
08/05/25 Newton St Cyres Parish Council issues relevant to Devon County Council
8.1 Report from County Councillor on issues relevant to the parish
C/Cllr S Keable was welcomed to the meeting. He noted that if he was unable to attend meetings he would endeavour to provide a written report.
8.2 To note Travel and Road Safety Report from Cllr J Dean
A report had been circulated from Cllr J Dean and was noted.
Item 3 on the report noted that sewage was being discharged into the water course at Smallbrook and it was resolved that the Clerk would write to the four cottages where it is likely to be coming from to advise them that a report had been made to the Environment Agency to investigate. Cllr L Ouldridge would supply the Clerk with the property details.
C/Cllr S Keable was informed that the Parish Council wished to hold a Travel and Road Safety meeting with him to discuss road and safety issues and our priorities. It was agreed this would be in June and the Clerk will find out suitable dates.
Our Neighbourhood Highways Officer had informed us that the broken flashing speed sign on the bridge on the Crediton to Exeter side of the A377 is earmarked from removal and there are no plans to replace it. This will be added to our list of issues/concerns.
09/05/25 Finance
9.1 To agree Parish Council Payments and note Receipts
These were agreed as:
|
Expenditure – current account |
£ |
Receipts – current account |
£ |
|
DALC – Annual membership |
376.05 |
Allotment rents |
400.00 |
|
ICO – Data Protection Registration (DD) |
47.00 |
Precept |
8,250.00 |
|
Unity Trust Bank – bank charges (DD) |
6.00 |
|
|
|
NSC Parish Hall – room hire |
58.00 |
PH Car Park Maintenance Fund |
|
|
Alison Marshall – internal audit |
175.00 |
Interest |
42.58 |
|
Dan Richards - Grass cutting |
170.00 |
|
|
|
Insurance |
672.83 |
|
|
|
J Hole – Salary and expenses |
427.61 |
|
|
|
HMRC – PAYE & Employers NI |
61.89 |
|
|
9.2 To approve on-line authorisation for this month’s payments
Cllr L Ouldridge and Cllr D Harris
9.3 Balances (after above transactions)
9.3.1 Parish Council Current Account balance: £15,569.20
9.3.2 Footpath Account: £788.02 (included in Current Account balance)
9.3.3 PH Car Park Maintenance fund balance: £6,741.12
9.4 Financial Statement and Budget Monitor
Noted. Cllr G Barnell requested that Footpath money be kept in a separate account. It was resolved that the Clerk would set up a savings account with Unity rather than a current one as savings accounts did not incur a monthly charge.
9.5 Annual Governance and Accountability Return 2024/25 (AGAR) – copy circulated
9.5.1 To note internal audit report
The internal audit report had been circulated and was noted. No major issues had been identified
9.5.2 To sign Certificate of Exemption stating that during 2024/25 the higher of the authority’s income for the year or gross annual expenditure did not exceed £25,000. To note dates for public inspection as 3 June to 14 July 2025
It was resolved to sign the Certification of Exemption and this was duly signed by Cllr L Ouldridge. The dates for public inspection were noted.
9.5.3 AGAR – to approve and sign Part 1 Annual Governance Statement 2024/25
It was resolved to approve Part 1 and this was duly signed by Cllr L Ouldridge
9.5.4 AGAR – to approve and sign Part 2 Accounting Statements 2024/25
It was resolved to approve Part 2 and this was duly signed by Cllr L Ouldridge
9.5.5 AGAR – to note Asset Register
The Asset Register had been circulated and was noted. It was resolved that the Clerk would update the Asset Register in line with the suggestions made in the Internal audit report
9.6 To note retirement of internal auditor. Quotes to be requested for 2026/27
The Clerk would make enquiries about a new internal auditor
10/05/25 Other Parish Council Matters
10.1 To note agenda for the Annual Parish Meeting on Wednesday 14 May
The draft agenda had been circulated and was noted. Cllr J Rimbon-Whittaker would provide refreshments for 30 people
10.2 To agree date (14 June) and budget for catering for the “Thank You Tea party for volunteer”
Cllr L Ouldridge proposed that the location for the event be moved to the Parish Hall as this was more practical and allowed the event to continue if the weather was bad. It was resolved
- To hold the event in the Parish Hall from 3pm to 5pm with the hall being booked from 12 to 6pm to allow for preparations and tidying up
- To set a Parish Council budget of £250.00. It was noted that sponsorship for the event had been offered by two parishioners and this was gratefully accepted. A new budget line would be added taking unspent budget from external audit and printing
- To accept Cllr J Rimbon-Whittakers menu suggestion for £5.50 per head
- Cllr L Ouldridge would meet with the Clerk to finalise the invitation list to allow invitations to be sent as soon as possible with a RSVP at the beginning of June
10.3 To note request from the Recreation Committee for the Parish Council to become a Trustee for the Recreation Ground – to agree next steps
After discussion it was resolved that Cllr L Ouldridge would meet with members of the Rec Committee to find out more information ahead of the June Parish Council meeting
10.4 Update on progress with allotment and arboretum risk assessments and update on allotment holders
Notes from the meeting held with a member of the arboretum committee and Cllr L Ouldridge had been circulated and were noted. Further actions and discussions would be required.
The Clerk reported that all allotment plots were now taken. It was resolved that two very overgrown plots would be given a two year rent free period.
10.5 Broadband voucher scheme update
It was resolved that Cllr L Ouldridge would contact DCC to find out if Sweetham residents were eligible to apply for the collective voucher scheme. In addition a volunteer to champion this project would be sought from the Sweetham area.
10.6 Report from Cllr G Barnell on meeting with Church Warden
Cllr G Barnell reported on his meeting and noted that another meeting was booked for later in the month. It was uncertain if the Church would be able to progress the garden of reflection and remembrance in this financial year. It was not clear if the broken fence should be mended with a gate included. After discussion it was resolved that Cllr G Barnell would contact Rev Tim Collins for an update on the transfer of the land for the proposed new graveyard
10.7 Report from Cllr M Herpoldt-Bright on Neighbourhood Watch Meeting
Cllr M Herpoldt-Bright reported that four NH Watch deputies attended the meeting together with our PCSO and Cllr L Ouldridge. Other deputies would be contacted to see if they wish to remain in the scheme and consideration would be given to setting up a WhatsApp group. There was a requirement to re-register the scheme.
11/05/25 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.
Cllr L Ouldridge gave a brief report from the Crediton Cluster meeting and showed a map of potential development sites in Crediton
Annual report – Cllr L Ouldridge proposed that the Annual report consisting of a Chairmans report and summary accounts should be published in the Newton Wonder at no additional cost to the Parish Council and this was agreed
11.1 Review of agenda planner for future meetings.
It was resolved to add the following: Risk assessment – June; July for the road meeting, EA agency follow up, tea party - June
12/05/25 Date of next PC meeting: Thursday 5 June 2025, 7pm in the Club Room, Parish Hall
A vote of thanks was given to Cllr G Barnell for his chairmanship over the last two years.
Public Participation
There was none
End of formal business
The meeting closed at 9pm