Parish Council Action plan and Work Responsibilities

Newton St Cyres Parish Council will seek to develop, improve and maintain village services and facilities to the best of its ability within its budget and will have regard to the safety and interests of parishioners as a primary consideration in all council activities. It will aim to represent parishioner’s views at a local, district and county level.

RESPONSIBILITIES & WORK PLAN 2021- 2022

To be completely reviewed in May each year and then as per the Review Timescale

Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
Monthly	A377	Discuss with DCC Vehicle Activated signs. If DCC cannot provide to consider buying our own signs Monitor air quality via reports from pollution monitor located on A377 To support the A377 Action Group as set up by District Councillor Graeme Barnell To ensure crossing is installed in 2021	Ongoing	Liaise with DCC Work with Cllr Graeme Barnell	Ongoing Ongoing Ongoing	Cllr J Enright
May	Action Plan – ensure it is reviewed annually	Clerk to ensure review at the Annual Parish Meeting. Plan to run from May to April	Annually	Annual review in May	Yearly	Councillors and Clerk
Quarterly	Affordable Housing	To try and ensure any future development in the parish are in line with the recommendations from the parish plans and the 2016 housing survey To consider setting up a Community Land Trust and/or To consider working with an affordable housing developer	As and when anything to report	Work with community to develop CLT Work with affordable housing developers	Yearly	Cllr J Enright

Action month

Item / Area

Requirement

Frequency

Important Actions

Review Timescale

Councillor responsible

Monthly

Allotments: To maintain an allotment when demanded by 6 parishioners and /or if there are sufficient allotment holders within 3 miles of parish boundary

Check for untidy tenants &

for any work to be done by the Council

Collect rent annually in March

Quarterly

Carry out an Annual Risk Assessment

Review rent in December

Allocate budget for any maintenance required

Next due May 2022

Cllr L Ouldridge

Parish Clerk

July &

as required

Arboretum Management Group

To attend meetings and report back

to P C

To ensure compliance with the Arboretum Licence

As required

Appoint PC Rep annually

Arboretum Committee to carry out an Annual Risk Assessment and share with PC

Risk Assessment every July

Cllr D Hodge

Monthly

Boniface Trail

Appointed PC Rep to attend meetings to further the aim of a Crediton to Exeter all-purpose cycle trail

Ongoing

Appoint PC Rep annually

Ongoing

Cllr S Parker

Ongoing

Broadband

To continue to investigate and work with providers to improve broadband coverage for the entire parish

Ongoing

Annually

Councillors

Nov/Dec

Budget: Prepare an Annual and 3-year draft budget

Approve Budget and Precept

Consider ongoing and exceptional expenditure always mindful that the funds come from Parishioners

Monitor Monthly

Note unusual items requiring future spend

Prepare Draft budgets November.

Put to Council December

Clerk, Chairman & VC prepare

All Councillors to approve

Action month

Item / Area

Requirement

Frequency

Important Actions

Review Timescale

Councillor responsible

March

Sept

Bus Shelters (5)

Village (2)

School (2)

Half Moon (1)

Check for damage and cleanliness

Every 6 months

Arrange repair or cleaning

March & September

Village 2

Cllr P Taylor

Old School 2

Cllr S Parker

Half Moon

Cllr D Hodge

As required

Churchyard/new graveyard

If requested by PCC to consider taking over responsibility for closed churchyard.

Plan new graveyard – apply for planning permission in good time.

To develop rules, regulations, agree fees etc & to agree handover with the Church

As required

Maintain regular dialogue with Church

Monitor – new graveyard depends on when the existing one is full

Clerk & Cllr R Cashmore

July

Clerk Annual Review

Review Clerk work performance and agree salary review

Annually

Update and report to Council in September

Ongoing

Staff & Personnel Committee

Monthly

Climate

To work with Climate Emergency Officer to develop actions to improve the environment, actions to reduce carbon and actions to help prepare for the changes that would be necessary due to climate change

As required

Agree policy

July 2021

Ongoing

Councillors

June

Cllrs Reference Pack

To update as required

Annually

May/June

Update contents after each change

Ongoing

Clerk

May

Community Assets: To ensure continuity

To consider re-applying for Community Asset status after expiry in Nov 2023

Parish Hall and Recreation Ground are currently listed

Annually

Review continually

October 2023

Clerk & Councillors

Action month

Item / Area

Requirement

Frequency

Important Actions

Review Timescale

Councillor responsible

June

Community Engagement Officer

To ensure the Council are meeting the commitments under the Community Engagement Policy

Ongoing

Review annually

Chairman

June

Community Actions

To consider ways of reducing dog-mess.

To identify and help the old & the lonely

Ongoing

Review annually

Chairman

June

Dec

Community Speed Watch Scheme

To re-establish the group

Advertise for volunteers

Ongoing

Appoint PC Rep annually

Carry out an Annual Risk Assessment

Review annually

Cllr S Parker

Monthly

Defibrillators

To maintain the parish

defibrillators

Defib no 1 located at BT

kiosk opposite village green

and Defib no. 2 located at

Recreation Ground

To ensure that consumables (especially battery) is replaced when running low

Ensure annual budget

Ongoing

Carry out Annual Assessment

Battery replaced in:

Defib no 1 – new installed in Sep 19

Defib no 2 – April 21

No.1 – Cllr S Parker

No 2 - Cllr C Southcott

July

Development Group

Following a parish plan to implement a strategic long-term plan for NSC in conjunction with DCC & MDDC and to make sure it is implemented and updated.

Ongoing

Monitor opportunities

Review 2021/2022

Cllr J Enright

Cllr P Taylor

Cllr G Quicke

Dec

Flood & Emergency Plan Integration Officer

To ensure continued

operation of tipping rain

gauge and text

notification system

To liaise with Flood Group and to ensure that the Parish has an integrated Flood and Emergency Plan.

To maintain the tipping rain gauge and budget accordingly

Ongoing

Keep plan updated

Meet Annually

Next November 2021

Tipping Gauge maintenance review annually in July

Cllr R Cashmore

Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
Monthly	Footpaths & Bridleways Old School path	Regularly check footpaths & bridleways. Liaise with DCC. Bring any proposals for improvements to Parish Council for approval To consider maintenance requirements	Monthly	Apply for DCC grant in February if required and complete annual survey form	Review annually Review during 2021	Cllr S Parker
Monthly	Highways and maintenance	To liaise with DCC on issues raised by the Parish Council and parishioners	Monthly	Follow up with Cllr M Squires monthly	Upgrade contact when required	Cllr C Southcott
Ongoing	Legislation - ensure continued compliance with the relevant current legislation and to promote openness, transparency and community engagement through the use of various communication media.	Clerk to ensure compliance is maintained through website and Facebook page. Councillors to maintain monthly surgeries, Annual report and Directory and winter newsletter. Ensure budget includes provision for printing costs	Annually		Annually in May	Clerk and Councillors
Ongoing	Links – continue to develop links with and work with Devon County Council, and Devon and Cornwall Police and Mid Devon District Council	Maintain dialogue and respond promptly to any communications Ensure district and county councillors and kept informed of any issues	Ongoing		Ongoing	Councillors and Clerk
Sept April	Litter Collection	To co-ordinate litter pickers and report to Parish Council as and when required. Hold meetings with litter pickers as and when required	Ongoing	Appoint Parish Councillor annually Carry out an Annual Risk Assessment	Review annually	Cllr L Ouldridge

Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
Jan June	Neighbourhood Watch	To co-ordinate Neighbourhood Watch Deputies. Hold Annual meeting	Ongoing	Appoint Parish Councillor annually Carry out an Annual Risk Assessment	Review annually	Cllr D Hodge
Monthly	Nextdoor	On-line communications for NSC parish	Ongoing	Monitor & report items of interest	Review annually	Cllr G Quicke
Monthly	Notice Boards (7) - Langford - Half Moon - Sand Down Lane - Village - Station - Smallbrook - Tytheing Close	Monthly tidy up & check for out-of-date notices, remove (including drawing pins) Report damage	Monthly	Carry out Annual Inspection	Review annually	Half Moon Cllr D Hodge Station Cllr C Southcott Sand Down Lane & Tytheing Close Cllr S Parker Langford Cllr J Enright Smallbrook Cllr D Hodge Village Cllr S Parker
Nov Feb May Aug	Old School Site	Monitor progress and liaise with developer. Press for a crossing	Ongoing	Update report quarterly	Review as appropriate	Cllr J Enright
May	Parish Council Archives	To ensure safe keeping of archives material and to ensure appropriately catalogued.	Annually		Review annually	Parish Clerk
Monthly	Parish Council Surgeries	To attend Parish Surgeries and ensure Parish Clerk adds any items to the agenda	Monthly	Update leaflets & the Display as available	Review monthly	All Cllrs by rotation

Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
As required	Parish Hall	To attend Parish Hall meetings and report back to Parish Council	As required	Appoint PC rep annually	Review annually	Cllr G Quicke
July	Parish Car Park	To ensure that the car park is maintained and a fund added to yearly to cover refurbishment when required	Budget	Ensure PC and Hall contribute £750.00 in May each year	Review annually	Chairman
Monthly	Consider planning applications in the interest of parishioners and in support of areas identified in parish plan such as maintenance of distinctive landscape, woodlands, building styles, county lanes and wide support for sensitively installed solar panels	Clerk to ensure planning applications are notified to councillors and placed on agenda and Facebook page. Clerk to seek time extensions from MDDC if necessary. Site visits to be arranged if required. If there are no PC objections, a “no comment” response will be submitted Consider “calling in” to planning committee if there are objections	Monthly as required		Ongoing	Councillors
	Monthly	Press Officer	To write up meetings for Newton Wonder and produce annual report and Winter Newsletter	Ongoing Monthly	Appoint Cllr annually	Review monthly Report & newsletter	Cllr L Ouldridge Councillors to deliver Report & newsletters
	May Oct	Pump in Pump Street	Clean, check flowers etc.	Every 6 months		Review May & Oct	Cllr S Parker

Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
May	Quality Council - to maintain Quality Council Registration	Quality Award achieved in May 2021 – valid to May 2025		Ensure standard is maintained	Review January 2025	Clerk & Chairman
Dec May	Raddon Hills Group of Councils	To attend meetings and report back. To raise issues as agreed by Parish Council	As required	Appoint PC Rep x 2 annually plus Footpath Warden	Review Nov & April	Cllr J Enright Cllr R Cashmore Cllr S Parker
As required	Recreation Ground Club	To attend meetings and report back to Parish Council as required	As required	Appoint PC rep annually	Review May 2019	Cllr C Southcott
June Nov	Seats Village Green (2) Court Orchard (2) School Hill (1)	Check monthly Clean & report damage If replacement seats are required to consider plastic/sustainable options	Every 6 months		Review May & Oct	Cllr S Parker
Monthly	School	To maintain contact with the School and to ensure a good working relationship between the School and the Parish. Report back to the Parish Council	Ongoing	Appoint PC Rep annually Promote regular discussions	Review annually	Cllr G Quicke
Jan Mar	Snow Warden Coordinator	To co-ordinate Snow Wardens Monitor salt bins	Ongoing	Enlist help of Councillors as required	Review May	Cllr G Scopes
May	Station	Monitor appearance	Ongoing		Review May	Cllr C Southcott
June Dec	Telephone Boxes	Keep boxes tidy and ensure maintained	Ongoing	Appoint PC rep annually	Review May	Village Green Box Cllr S Parker Beer Engine Box Cllr C Southcott

Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
Monthly	Training	To ensure Cllrs and Clerk meet the requirements of the Training Policy	Ongoing	Report monthly on training that took place & review effectiveness	Review May	Cllr P Taylor
June	Village Flowers	Plant flower boxes for Pump Street and around Pump	May/June		Review May	Cllr S Parker
Sept	Village Car Park	To attend annual check over and report back to Parish Council	6 monthly	Circulate Annual Risk Assessment annually	Review Sept	Chairman & Vice Chairman
Action month	Item / Area	Requirement	Frequency	Important Actions	Review Timescale	Councillor responsible
As required	Village Green	Check for litter and grass cutting & check trees	Monthly		Review May	Cllr S Parker
Monthly	Website and Facebook page	Check information is up to date and amend as required. Ensure Council info is up to date and amend accordingly	As required	Use to inform and protect Parishioners	Review May	Parish Clerk & Chairman