Minutes from September 2025 meeting
DRAFT
Newton St Cyres Parish Council
Minutes of Newton St Cyres Parish Council Meeting held in the Parish Hall Club Room on Thursday 4 September 2025
The meeting commenced at 7.00pm
Members present
Cllr L Ouldridge (Chair) Cllr J Dean
Cllr G Barnell Cllr J Rimbon-Whittaker
In attendance: C/Cllr S Keable (left 7.20pm), D/Cllr S Chenore and D/Cllr M Binks (both left at 7.40pm), J Hole Parish Clerk
Public Participation
Formal Business
01/09/25 Apologies
Cllr D Harris, Cllr M Herpoldt-Bright
02/09/25 Declaration of Interest
None noted
03/09/25 Minutes of the last meeting held on Thursday 3 July 2025
Agreed and signed as a true record
04/09/25 Newton St Cyres Parish Council Issues relevant to Mid Devon District Council
4.1 Planning Applications
25/01016/HOUSE - Construction of gable roof extension over existing lean-to to increase bathroom headroom at 10 Tytheing Close Newton St Cyres Exeter EX5 5DB – no comment given under delegated authority
25/01017/CAT|Notification of intention to remove 1 Virburnum and 1 Cypress tree in a Conservation Area at Fairlawn Church Lane Newton St Cyres Exeter Devon EX5 5BN – no comment given under delegated authority
25/01027/CLU|Certificate of lawfulness for the existing use of building for commercial storage and distribution (Class B8) for a period in excess of 10 years at Daw Refrigeration, Lake Barton – no comment given under delegated authority
25/00612/PNFG|Prior Notification for the formation of a Forestry track for the management of woodland|Land at NGR 289654 97065 (Hill Farm) Newton St Cyres Devon
Cllr G Barnell had asked MDDC if an arboriculture Impact Assessment or a Tree Protection Plan had been submitted as the proposed track goes through priority habitat and was waiting a response.
New lodges at Half Moon (25/00073/BRE) - Cllr G Barnell reported that the planning enforcement team were investigating alleged breaches of planning conditions. D/Cllr M Binks agreed to review the case and ask the enforcement team for an update. It was noted that a condition of the planning permission was a footpath up to the layby.
4.2 Planning Decisions
None
4.3 Report from District Councillors on issues relevant to the parish
A report from D/Cllr S Chenore had been circulated and was noted.
D/Cllr M Binks noted that the State of the District debate was on 17 September. Cllr L Ouldridge planned to attend
4.4 Update on recording devices for remote access to meetings
The Clerk had spoken to Crediton Town Council who use an Owl speaker to broadcast their meetings. They had offered to loan the speaker for one of our meetings so we could try it out and it was resolved to borrow the speaker for a future meeting
Minuted here but taken after Item 3
05/09/25 Newton St Cyres Parish Council issues relevant to Devon County Council
5.1 Report from County Councillor on issues relevant to the Parish
C/Cllr S Keable reported that DCC had agreed today to support 20mph in villages where such a speed limit is supported by the community. It was not clear if this could be applied to the A377.
Cllr G Barnell asked if C/Cllr S Keable would be willing to put items on the Highways and Traffic Orders Committee (HATOC) agenda and C/Cllr S Keable confirmed that he would be happy to. Cllr G Barnell suggested we use HATOC to try to progress issues and it was resolved that Cllr J Dean would email C/Cllr S Keable to request a replacement flashing warning sign on the bridge across the A377 noting that the Parish Council would be willing to make a financial contribution towards the cost. Also to request a 20mph zone along Station Road together with school signage.
C/Cllr S Keable would attend every other Newton St Cyres Parish Council meeting for a longer period of time rather than attending for a shorter time each month, although he would attend next month’s meeting
5.2 To note webinar dates from Exeter City Council re proposed development of a new council as part of the Local Government re-organisation
Dates had been circulated and were noted
5.3 Quarterly Report – Travel and Road Safety – Cllr J Dean
A report had been circulated and was noted.
Discussion took place on the Boniface Trail and DCC who had reported that “they are still carrying out the assessment of the two options to come up with a preferred route to take to Cabinet later this year. This work is progressing well.”
It was resolved to follow this up via the Crediton Area Association of Local Councils Group and it was noted that DCC representation had been invited to the October meeting
It was resolved: To accept the road warden schedule as circulated
5.4 Brief verbal report from P3 Footpath Group – Cllr G Barnell
Cllr G Barnell reported that the group were meeting regularly and had carried out surveys of all footpaths including permissive paths. Problems and issues were being categorised as short, medium and long time. Issues included problems with mud, bridges and missing/broken signage. DCC Footpaths team were not responding to emails so this was making it difficult to progress issues.
Wildfire notices had been posted on all footpaths.
06/09/25 Finance
6.1 To agree Payments and note Receipts:
Since the agenda had been sent two additional invoices had been received: Grass cutting for £90.00 and Wicksteed for the swing installation £4,572.07. It was resolved to add these payments to the schedule below
Payments were agreed as:
|
Expenditure – current account – paid in August |
£ |
Receipts – current account |
£ |
|---|---|---|---|
|
Unity Bank – Bank charge (DD) |
6.00 |
BT contribution to Parishonline |
37.50 |
|
Ian Salter – bus shelter cleaning |
32.00 |
Donations for volunteers party |
135.00 |
|
Simon Saunders – grass cutting |
135.00 |
|
|
|
J Hole – Salary and expenses |
408.73 |
Footpath Account |
|
|
HMRC – PAYE and emp’er NI |
61.89 |
Nil |
|
|
|
|
|
|
|
September 2025 payments |
|
Receipts Car Park Maint acct |
|
|
RGB Building Supplies – postfix for RWS |
14.38 |
Interest |
39.43 |
|
A J Carpenter – Redecoration to 2 x benches in Court Orchard |
170.00 |
|
|
|
A J Carpenter – Redecoration of Village Green noticeboard |
180.00 |
|
|
|
Devon Communities Together Annual membership |
50.00 |
|
|
|
NSC Parish Hall – room hire for September 2025 |
15.00 |
|
|
|
Arboretum – cost of insurance * |
143.15 |
|
|
|
J Hole – reimbursement for Defib Battery for Rec defib |
323.40 |
|
|
|
J Hole – Salary and expenses |
464.94 |
|
|
|
HMRC – PAYE and emp’er NI |
86.19 |
|
|
|
Simon Saunders – grass cutting |
90.00 |
|
|
|
Wicksteed – new swing for Recreation Ground |
4,572.07 |
|
|
* to be agreed under item 7.3
6.2 To approve on-line authorisation for this month’s payments
Cllr J Dean and Cllr L Ouldridge
6.3 Balances (after above transactions)
6.3.1 Parish Council Current Account balance: £9,832.37
6.3.2 Footpath Account: £648.02 (separate account)
6.3.3 Parish Hall Car Park maintenance fund balance: £6,780.55 (separate account)
6.4 Financial Statement and Budget Monitor
Noted
6.5 To note increase in Clerks hourly rate from £15.58 to £16.08 backdated to 1 April 2025
Noted
6.6 To agree budget setting process and grant applications timescales for 2025/26 to include review meetings with village organisations
It was resolved:
- Cllr L Ouldridge and Cllr J Dean would meet with representative from the Church, Rec, Parish Hall and arboretum to review service agreements before 1 November.
- To find out from the Parish Hall and Rec if they planned to claim their grant from this year’s budget
- That the deadline for grant applications would be 31 October
- That grant bids and expenditure items would be discussed at the November PC meeting allowing the Clerk to draft an informed budget for agreement at the December meeting.
07/09/25 Other Parish Council Matters
7.1 To agree how to seek parishioner views on the village green including time scale for review of agreement with NEW
After discussion it was resolved:
- That Cllr G Barnell would devise a simple questionnaire for discussion and agreement at the next meeting.
- That the questionnaire would be available online and with paper copies also available. The deadline for completion would be the end of November.
- The Clerk would verify all responses via the electoral register to ensure respondents were Newton St Cyres residents and only voted once.
- The draft questionnaire would be circulated to NEW for their input prior to going live
7.2 To consider amendments to the Volunteers Policy
An amended volunteers policy had been circulated and it was resolved
- To agree the changes.
- That the clerk would circulate copies to volunteers/organisations
7.3 Update on Arboretum - to note Arboretum has purchased its own insurance at a cost of £143.15 (details circulated separately). To agree to pay for cost of insurance and to agree future insurance arrangements. Update on signs and risk assessments
Discussion took place regarding the future arrangements for insurance at the arboretum. After discussion it was resolved:
- To reimburse the Arboretum £143.15 for the cost of insurance.
- To explore two options: a) to comply with the requirements of the Parish Councils insurance company who required the arboretums accounts to form part of the accounts of the Parish Council and be subject to the Council's audit; and b) to consider asking the landowner to agree a new licence agreement direct with the Arboretum committee. Cllr L Ouldridge would consult with the arboretum committee and the Clerk would take advice about incorporating the accounts
- That the Clerk would enquire if S106 can be used for safety improvement at the arboretum including fencing and notices.
Cllr L Ouldridge reported that the landowner would look at the access arrangements to the arboretum with a view to making some safety improvements
7.4 Update on land adjacent to Churchyard. To note cost of grass cutting as £80.00
Cllr L Ouldridge had circulated a report which noted there was written confirmation from the landowner that the plot can be accessed through the Arboretum. The landowner had expressed no real preference for the use of the plot and if its not used as a burial plot, it could become part of the Arboretum. Cllr L Ouldridge had attended a public meeting called by the church to consult the parish about the need for a churchyard. 10 parishioners attended. It was agreed at that meeting that a paper survey of the parish will be conducted (funded by the church).
Cllr G Barnell had circulated a motion prior to the meeting asking the Parish Council to confirm its previous decision not to set up or manage a burial ground and this motion was seconded at the meeting. A vote was taken with two for and two against with no casting vote cast.
It was resolved: To wait for the results of the church survey. If there is little support for a new burial ground then to consider the plot becoming part of the arboretum. If there was a lot of strong support for a burial ground then the Parish Council would consider assisting the church in setting up the burial ground but would not run the burial ground.
7.5 Update on installation of Rec swings and to consider an official opening of the new Rec swings
It was resolved:
- that the Clerk and Cllr J Rimbon-Whittaker would liaise to agree a date for the official opening of the swings to include a “Sausage Sizzle” to take place at the end of a school
- That the Clerk would to speak to the School about promoting the event.
- That Cllr J Rimbon-Whittaker would find out about food supplies and a BBQ
7.6 Update on litter pickers
There was no update
08/09/25 Forward Agenda Planner/Minor Matters and Items for Future Agenda
8.1 Review of agenda planner for future meetings. Copy circulated
8.2 To note for information only
Report from Crediton Area Association of Local Councils (formerly Crediton Cluster) held 21st July – circulated separately
Misc correspondence – complaint about inconsiderate parking outside the Beer Engine – Clerk to reply
09/09/25 Date of next Parish Council meeting: Thursday 2 October 2025 at 7pm in the Club Room
End of Formal Business
Public Participation
There was none
The meeting closed at 9.15pm