Held in Gittisham Parish Room
Present:
Village ward: Cllr C Hall (Chair), Cllr D Valentine, Cllr M Walker, Cllr A Rowe (Vice Chair)
Vale ward: Cllr J Twist, Cllr Adam Powell, Cllr P Orchard
In attendance: Nicole Stacey & Mark Sexton (Baker Estates), Justin Lascelles (Combe Estate),six members of the public, Fiona Clampin (clerk)
Apologies for absence: Cllr Alasdair Bruce (EDDC), Cllr Phil Twiss (DCC), PCSO Darren England
Before the start of the meeting, two members of the public said how much they would like to see a safe traffic-free route to link Hayne Farm with the rest of the parish. One member of the public said there is a very small number of existing footpaths in the parish, and another added that for those without transport an additional footpath would be useful and less dangerous than the current route.
Two members of the public left the meeting.
21/24 To accept and approve apologies
Apologies were received and accepted.
22/24 To confirm the minutes of the meeting held on 2nd May 2024
The minutes of the meeting held on 2nd May 2024 were confirmed and signed by the Chair.
23/24 To receive the Beat Manager’s Report
March 2024: 0 crimes reported.
24/24 To receive declarations of interest
Cllrs Twist & Walker declared an interest in agenda item 11 (minute ref. 31/24) as they are both members of Gittisham PCC which is due to be reimbursed by the council.
25/24 To consider actions from the last meeting not otherwise on the agenda
Cllr Valentine reported that EDDC is likely to present a further draft of its Local Plan for public consultation in the autumn.
26/24 To receive reports from County Council and District Council representatives
In his absence, Cllr Bruce sent the following report: “Two council meetings have become the victims of political correctness as we plunge into the febrile atmosphere of a general election. The first was the 50th anniversary of the creation of EDDC, the second was the signing of the armed forces covenant due to take place on June 6th. For some reason the decision was made to lump the two events together which meant that when the election was called they were both ditched. I have spent the last week trying to get a reversal on this as, frankly, I’m not concerned about the 50th anniversary, but am about the covenant signing. The latter, having no political connection, and one that my family played a part in should not have become a victim here, and should have remained on the agenda. Despite my best efforts, the council officers felt it would too difficult to rearrange the covenant signing which should never have been cancelled in the first place.
“I have also been trying to bring about a small constitutional planning change. At present, if a site visit is called for by the planning committee, and you do not attend as a member, you are barred from debating and voting on that application. Recently, the committee spent an entire day debating a large application, hearing public representations, officers’ reports and from the agent. The vote went for a site visit, which automatically meant that those that couldn’t make the visit had effectively wasted an entire day of their time and effort. I have argued, and gained support from most councillors, that any site visit should be an advisory to the officers’ report. This, and making councillors sit through unacceptably long meetings ( the last one stated at 10am and finished just before 7pm) makes for poor judgement and a biased committee made up of those that are retired etc.
“Finally, I include a copy of my reply to an email relating to the Combe Farm shop application. Although this a draft report, I felt it important to highlight some of the omissions/errors. I will endeavour to ensure the officer makes the relevant corrections:
‘Thank you Simona. Unless I’ve missed it, you have not included any objections from the village, but have laid out the messages of support showing little if any overlap of opinion. This might infer an organised level of response. There is also no reference to the fact that most if not all the messages of support appeared after a Facebook campaign by the applicant and were submitted after the deadline everyone else adhered to!
‘In addition, no mention is made of the lack of pavement nor the major flooding that has occurred on this stretch of road on numerous occasions recently. I would ask that you revisit your report to better reflect the true situation surrounding this application.’”
27/24 To consider the following planning applications:
- 24/0539/LBC – 2 Riverside Cottages, Gittisham EX14 3AG – Replace existing porch with enlarged lead flat roof porch on south elevation; replace existing extension on north elevation to create bedroom and bathroom and glazed canopy over rear door
- 24/0988/FUL – Parkers East Gittisham EX14 3AS – Proposal to repair and preserve existing brick and timber greenhouse within the curtilage of a listed building
Councillors resolved to have no objection to either application.
28/24 To receive an update from Baker Estates on the Hayne Farm development, including the play area and possible footpath routes
Nicole Stacey (Planning Director) and Mark Sexton (Production Director) provided an update on the Hayne Farm development, with the last remaining affordable homes on the site handed over in January this year. Baker Estates has secured outline planning permission for the farmyard site. They will be taking a temporary break from the site.
At present the estate is managed by First Port, but Baker Estates said they could speak to First Port who will provide advice on how residents could set up a management company made up of a board of directors. This would give residents more control over what maintenance is done there and when. Mark Sexton said he was happy to meet residents for a walk around the estate and look at what needs to be done. He will suggest some dates which will be circulated in due course. Members heard that the sales office will remain open for now; Mark Sexton agreed to find out where the noticeboard heading is located, and he told members that he was currently in discussion with DCC about adoption of the highways.
Regarding the play area, some residents feel that there are many gaps in the provision. Baker Estates said the playground facilities that have been provided have met the legal obligations with EDDC. If residents would like to see additional equipment in the play area, it will need to be under the management of Hayne Farm residents (directors) before this can happen. Maintenance, insurance and safety inspections of this play equipment will also fall under the authority of the directors. This would be same for bins and dog bins. The parish council will be happy to help advise on funding for new equipment, as was done at the village play area. There are grants available which the parish council has used in the past.
Three members of the public left the meeting.
Members also discussed proposals for a traffic-free footpath to connect Hayne Farm with the village and with the garden centre. Justin Lascelles explained that this would have to be a ‘permissive footpath’, not a legal public footpath and the route would need to minimise impact on the environment and on the tenant farmers’ activities. He said there may be some funding the estate can access through stewardship schemes which could provide for capital works and annual maintenance. He invited the parish council to submit a definitive route which he can put before Combe Estate trustees for discussion.
ACTION: Chair to draw up a definitive route with supporting information to send to Combe Estate.
Nicole Stacey, Mark Sexton and one member of the public left the meeting.
29/24 To receive reports from councillors on areas of responsibility and actions since the last meeting:
- To consider the provision of superfast broadband in the parish (Cllr Powell)
- Justin Lascelles said he was waiting for the next superfast broadband provider to get in touch with the estate. He and Cllr Powell agreed to meet to discuss next steps. Members agreed with Cllr Powell’s suggestion that it was probably wise to hold onto the press release about the lack of broadband until after the general election on 4th July.
- Justin Lascelles left the meeting.
- To note the latest planning decision notices
- 24/0652/TRE – 1 Beaumonts Cottages Gittisham EX14 3AG – T1, Willow: pollard to approximately 8m above ground level; maximum diameter cuts of 20cm; western limb over building; reduce to 3m off main stem. Approval.
- To receive an update on Highways
There are no planned works to report.
- To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106
The Chair said she had been in touch with the Honiton Sports Pitch working group to advise them on the procedure for consultation.
ACTION: Clerk to invoice EDDC for outdoor ping pong table.
- To receive an update on public transport
Cllr Orchard promised to follow up on a number of delays noted on the bus shelter clipboard in the village.
- To consider climate change measures within the parish, including proposals for rewilding land in the parish
Cllr Rowe said EDDC would be invoicing the parish council before the end of July for the rewilding materials as agreed. He said it was disappointing the wild flowers sown last year had not reseeded.
- To consider limited residential development in the parish
There was no progress to report. Cllr Valentine added that as of April 2024, any proposed development has to show how it will achieve ‘biodiversity net gain’.
- To consider the creation of a footpath linking Hayne Farm with Gittisham village
See discussion with Baker Estates & Combe Estate minute ref. 28/24.
- To consider the refurbishment and maintenance of the village play area
Members discussed whether or not the parish council should be involved in some way with the Hayne Farm play area. The parish council will be happy to help advise on funding for new equipment, as was done at the village play area. There are grants available which the parish council has used in the past. The management, insurance, safety inspections etc will be the responsibility of any future residents’ board of directors.
ACTION: Cllr Walker to share the annual safety inspection report for the village play area with Len Abbott.
- To consider work to be carried out by the lengthsman to maintain ditches and drains in the parish
The Chair reported that the culvert is blocked at Bath Tub Corner.
30/24 To receive a report from the Chair
The Chair said there was no update to report that had not been covered elsewhere.
Cllrs Walker & Twist left the meeting.
31/24 To approve the June payments and to note the current bank balance
F Clampin £254.34 clerk’s salary + £10.13 expenses (travel Ottery – Gittisham 7.5-mile round trip x 3 for agendas, minutes & May meeting @0.45p / mile)
Len Abbott 5hrs lengthsman work (May 2024), £72.50
Michael Poll, play area grass cutting £130 (inv. ref. 10316)
Gittisham PCC gazette printing Jan-April 2024, £60
Gittisham PCC parish room hire April-June 2024, £45
Bluechip Payroll annual internal audit 2023-24, £145
NEST (clerk’s pension) £26.78
Cllrs Walker & Twist returned to the meeting.
Members were informed that the current bank balance stands at £20,679.76 (which includes approximately £7,156.88 in the business reserve account). Members resolved to approve Bluechip Payroll to carry out the annual internal audit for the year 2024-25.
32/24 To receive and note the annual internal audit report
Members noted the annual internal audit report carried out by Bluechip Payroll.
33/24 To approve the annual governance statement 2023-24
Members resolved to approve the annual governance statement 2023-24.
34/24 To approve the 2023-24 accounting statements
Members resolved to adopt the 2023-24 accounts. Prior to the meeting, the clerk circulated the accounting statements. The parish council ended the financial year on 31st March 2024 with a balance of £17,489.30 (inc. £7,156.88 in business reserve, with £94.89 interest accumulated this year). There is VAT to be recovered of £1,059.36.
35/24 To consider the criteria for meeting exemption from the annual limited assurance review 2023-24, and approve the exemption certificate
Members agreed the criteria had been met, ie that during the financial year 2023-24 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.
36/24 To set and approve the period for the exercise of public rights 2023-24
Members approved the period for the exercise of public rights to extend from 24th June to 2nd August 2024.
37/24 Clerk’s report
There was nothing to report.
38/24 For information only; items for the forward agenda
Lengthsman pay rate.
39/24 To consider any late entry correspondence
Members resolved not to hold a parish council meeting in August.
40/24 Date of next two meetings
Thursday 11th July and Thursday 5th September 2024 at 7.30pm.
There being no further business, the meeting closed at 2125 hrs.
Chair…………………………………….
11th July 2024