Draft Minutes Cluster Group Jan 26
Wider Okehampton Cluster Group Meeting
11am, Wednesday 14th January 2026
Sampford Courtenay Village Hall
- Present: Cllr Wilson, (SCPC), Alice Turner (Exbourne PC), Abi Horn (Sourton PC),
Sally Fullwood (Sticklepath PC), Cllr Moore (Sticklepath PC), Cllr Cooper
(Okehampton Hamlets PC), Penny Clapman (Okehampton Hamlets PC), Caroline
Ellis (North Tawton TC), Emma James (Okehampton TC) Cllr Lee (North Tawton TC) - Apologies: Cllr Blakeman (Exbourne PC), Cllr Mott (Sourton PC), Cllr Colman
(Okehampton TC) - Terms of Reference – The following overview was reviewed and agreed with
additional suggestions to be included –
To vary the times between evening and day time to maximise attendance
Invite (where appropriate) other Councils with mutual concerns to resolve issues
jointly
Consider application for DALC funding to support the group activities
Consider opportunities for joint local training to gain economical benefits
Hold an annual meeting of all Cllrs as a Social /networking opportunity
Wider Okehampton Cluster Group (Way of Working as agreed by OTC when they
formed the group)
The aim is to create an opportunity for councils in the Okehampton area to get
together to share ideas and concerns, for example, the upcoming Local Government
Reorganisation, opportunities arising and to see how we can better work together and
support each other.
The group has been created by Okehampton Town Council under the name of the
Wider Okehampton Cluster Group as a semi formal opportunity for town and parish
councils in the area to get together periodically to discuss matters which are of
common concern.
The group will aim to meet quarterly with Councils taking it in turn to host the meeting,
prepare an agenda and issue notes afterwards. We will meet at 11am for
approximately an hour and a half and then perhaps share a sandwich lunch, or
refreshments of some kind, which the host Council provides.
Meetings are open to the Clerks and Chairs of the respective Councils. It will normally
be incumbent on the clerk of the hosting council to gather ideas for the agenda and
issue the paperwork. At the end of each meeting, we will decide who is going to host
the next one and the date.
Town and Parish Councils in the area surrounding Okehampton have been invited to
attend/join the group. Other councils are welcome to join, but it is suggested that the
group is kept local to the Okehampton area. - Local Government Reorganisation
Group discussed to encourage all Councils in the Group to be fully involved. Whilst
there is another briefing on Monday 19th January no decision yet made and
proposals put to Government make Devon complicated in comparison to other
Authorities that have been approved already.
DRAFT
Whilst smaller Councils wait for the decision it is important to be involved in
understanding what is going to happen with whatever model is agreed, recognising
the likely impacts, and considering as a group what we can do to make it work.
Things to consider include
Brigading of resources, review and management of assets within the Towns and
Parishes, potential merging of contracts.
Group agreed that as more information becomes available a dedicated meeting to
discuss the impact to be held with ALL parishes being encouraged to attend. Chairs
to start the dialogue with neighbouring Parishes not currently actively involved in the
cluster group. - Closure of Lloyds Bank, Okehampton
Whilst the closure is still being planned it is the Groups understanding that it cannot
happen until an alternative has been created. Currently the option for a hub in
Okehampton has been dismissed. Cash Access Group are still exploring options
including the Post Office and other interested Parties.
Group agreed to have item on their agenda to inform local Parishioners of the issues
and to write directly to [email protected] with evidence of the impact the
closure will have on their area. It is suggested that this be addressed to Thea Watts,
South West Regional Manager - Other Items for Information
6.1 Discussion on the adoption of Policies. Sharing of policies to support Councils
recognising that the benefit of having a policy is to safeguard Cllrs if things go wrong
and Councils are challenged. It was agreed that circulation list would be shared to
enable all Councils to seek support where issues arise and to share best practice on
resolving those matters. Recognising that National Policy Docs often dont fit the
needs of small parishes but if adapted can be of great benefit. Identified best
practice to ensure ownership of a policy to a specific Cllr to review and advice other
Cllrs.
6.2 Okehampton Roadworks – specifically lack of engagement from Highways
Authority. The issue was raised generally but highlighted due to the chaos being
caused in Okehampton with current works. It was agreed that a formal letter be sent
to head of Devon Highways Meg Booth seeking greater consultation on future
Roadwork schemes. It was recognised that the Neighbourhood Highways Officers
were a great asset and worked well with local Councils but are not informed or
apparently consulted on Major works and were not aware of the plans that have
resulted in the current chaos. Cllrs were reminded that there is public information on
interactive mapping at https://one.network/uk/devon There is als https://
www.devon.gov.uk/roads-and-transport/report-a-problem/map/map_src/sws/
6.3 Chapter 8 training – Group discussed what might be available and agreed any
research of training costs and availability to be shared on the group email.
6.4 Discussion on where to gain financial support for better Signage into
Okehampton and it was suggested that discussion with Okehampton BID https://
visitokehampton.co.uk/okehampton-bid/ It was also suggested that they were
probably the best place to understand where there were available business units for
local businesses - Arrangements for the next meeting
DRAFT
Next meeting to be hosted by North Tawton Town Council on Wednesday 15th April 2026
at 11 am - Items for the Next Agenda
Arrangement of Annual Social Event in September