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: Cllr Alasdair Bruce (EDDC), two members of the public, Fiona Clampin (clerk)

Apologies for absence: Cllr Phil Twiss (DCC), PCSO Darren England

Before the start of the meeting, one member of the public spoke regarding planning application 24/1197/PIP – Land Adjacent To Hamlet House, Nags Head Road, Gittisham.  He said that it concerns a small barn measuring 7 x 4 metres, where he would like to live.  He has owned it since 1992 and uses it currently as a building store.  He outlined its planning history.    

David Valentine spoke as a member of the public and chair of Gittisham CLT.  Members discussed the proposals for renewable energy within the CLT development, and Mr Valentine explained that certain renewable energy installations outweighed the ongoing costs that would be borne ultimately by residents in the affordable properties.  The CLT properties will be provided with air source heat pumps, but the Combe Estate properties will not be heated in the same way.

41/24 To accept and approve apologies

Apologies were received and accepted.

42/24        To confirm the minutes of the meeting held on 6th June 2024

The minutes of the meeting held on 6th June 2024 were confirmed and signed by the Chair.  

43/24        To receive the Beat Manager’s Report

April 2024:

Hamlett Close – 1 anti-social behaviour; 1 x violence & sexual offences. 

Nether Close – 1 x violence & sexual offences; 1 x public order

Hedge Field Close – 3 x public order; 2 anti-social behaviour

Cypress Close – 1 x violence & sexual offences

Rowan Close – 1 x violence & sexual offences

Beech Walk – 1 x violence & sexual offences

Parsonage Lane – 1 x violence & sexual offences.  

44/24        To receive declarations of interest

Cllrs Hall, Valentine & Walker declared an interest in agenda item 7a (minute ref. 47/24) as they are shareholders of Gittisham Community Land Trust.

45/24        To consider actions from the last meeting not otherwise on the agenda

Mark Sexton from Baker Estates has compiled an audit list of action points, following the walkabout with parish councillors and some Hayne Farm residents on 2nd July.  This includes points such as lampposts not working, removal of weeds, filling in fences, trimming hedges and planting trees. 

ACTION: Cllr Twist to write to Baker Estates

46/24 To receive reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report: “Now that the General Election is done and dusted Devon County Council emerges from the pre-election period, or purdah, and returns to what passes for normal and

‘business as usual’, where the council will continue to lobby for a fairer funding settlement from central government to protect and improve the services provided to the people of Devon.  Like all of us I am hoping for some decent weather in the coming weeks so we can enjoy the summer holidays with a much reduced bombardment of information from ‘politicos’ of all flavours!

DCC Highways

“Maintaining and improving the highway network across Devon remains a high priority for DCC, where better weather following a frustrating and prolonged winter period is helping staff to get to grips with the backlog of road surface defects, including potholes.  An additional £12m has been transferred in the 2024/25 budget and is being allocated to:

• Serviceability repairs and patching across the network (isolated and larger areas of potholes)
• Drainage cleaning and repairs (prevention reduces the need for repair)
• White lining

Both the serviceability repairs and patching along with the drainage improvements will be prioritised using highways intelligence data, together with input from local members like me, town and parish councils.

White lining will focus on remarking mini-roundabouts and zebra crossings across the whole of the county.

Specifically for Honiton and Gittisham a non-safety defect patching order for the patch at the entrance to Pine Park Road has just been committed to the reactive works team work schedule, along with patches at each of the following locations in Honiton: Rosewell Close, A375 Exeter Road, A375 High Street, Streamers Meadows, Jerrard Close, Old Elm Road,  Hutgate Road.

Patching in Millers Way is already in this year’s capital programme with a start date of 14th August. Other sites in Honiton which I have dates for are resurfacing of Charles Road programmed for 12th August and completion of patching areas missed in previous years in Stoney Lane programmed for 23rd July.

How would you prepare for an emergency?

A newly launched https://prepare.campaign.gov.uk/   is encouraging people to think about what they would do if they and those around them were exposed to risks ranging from floods to fires to power cuts.  The website provides simple and effective steps people can take to be more prepared. Taking action in advance will make it easier to manage an emergency if it does happen and only takes a couple of minutes to register.

Five simple things you can do now:

1. Find out if you are eligible to sign up to your gas, electricity and water supplier’s www.thepsr.co.uk/ so companies know that you need additional support.
2. Set a reminder in your phone or make a note on your calendar to check your smoke alarm once a month.
3. Write down important phone numbers on paper such as the number to report a power cut (105) and the numbers of anyone you might want to contact in an emergency.
4. Talk to your children about how and when to call 999 and what they should do if there’s an emergency, such as a fire at home.

Alcohol awareness week

Devon County Council offers advice, help on a variety of public health issues, and while little after the event, alcohol awareness week messages are nonetheless relevant as we approach a sociable time of year, for a variety of reasons, ranging from BBQ to football to Wimbledon etc. This is a chance to get thinking about your drinking, better understand alcohol myths, and make positive changes for your health.

By taking control of your drinking, you can:

• Save money
• Gain back more time
• Improve your health
• Have more energy
• Sleep better
• Reduce anxiety
• Improve mood
• Have better relationships

Find inspiration and top tips for cutting down your drinking from Alcohol Change UK at https://alcoholchange.org.uk/help-and-support/managing-your-drinking/tips-for-cutting-down

Each year, thousands of people experience long-term health problems because of the alcohol they drink.

This is preventable – by opening up conversations about alcohol harm, we are helping to reduce it.”

Cllr Bruce said by now the dust should have settled on the General Election and a new government will be taking shape. Whatever party holds power, he suspected there will be a few changes we will see affecting us.

As a result of the above, little action has taken place around EDDC other than planning. On which note he said he must draw attention to what he believes is a major error in the presentation of the Combe Farm shop application. Frankly he was shocked to sit and hear an officer effectively put points forward in favour of an application almost acting like an agent. He had to force the point that the application was a stand alone and any comparison with an existing business had no place in a report or presentation. This was eventually confirmed, but by then the damage was done. Had he been chair he would have instructed the committee to disregard all they had read and heard. He is still pursuing this with the chair and senior planning officers, as he is fearful that this may well set a precedent for future decisions.  Cllr Bruce added that he would be speaking to EDDC’s scrutiny committee to discuss the way in which the Combe Farm shop planning application had been decided. 

Cllr Bruce reported that potholes remain a plague on our roads with a recent farcical situation where a patch was repaired a foot away from a substantial collapse which left untouched. The result was drivers still swerving into the oncoming traffic rendering the new repair pointless and a waste of time and our money. The situation has today been rectified, but only after some rather blunt emails. It’s clear to him that the criteria for repair is not fit for purpose, and not working for the people it’s meant to keep safe. So come on DCC, scrape it and come up with a new more common sense driven policy.  Cllr Bruce has said many times, it’s not more money that’s always needed, it’s how wisely you spend it!

He concluded by saying how much he welcomed the supreme court’s ruling regarding sewerage in our waters, with the potential now for councils and individuals to take water utilities to court over the quality of our water ways. This may just be the turning point we have been desperate for.

Cllr Rowe asked if there was any update regarding repairs to the bridge railings at Riverside.  The clerk said she had sent several emails to the team at EDDC, and she agreed to forward these to Cllr Bruce.

Cllrs Bruce, Hall, Valentine & Walker left the meeting.  Cllr Rowe took the Chair.

47/24   To consider the following planning applications:

1. 24/0514/FUL – Land adjacent to Town House, Gittisham EX14 3AJ – Demolition of existing agricultural buildings. Proposed housing scheme for 6no. CLT owned affordable homes for rent, and 3no. Estate-owned open market houses

Cllrs Hall, Valentine & Walker returned to the meeting & Cllr Hall took the Chair.

b. 24/1197/PIP – Land Adjacent To Hamlet House, Nags Head Road, Gittisham – Permission in principle application for the conversion of an existing building into a single dwelling

Councillors resolved to have no objection to either application.  Members welcomed the consideration of the environmental impact of the development and suggested further research into the best long-term options for renewable energy.  Regarding b), councillors noted that the land is in a flood risk zone.

One member of the public left the meeting.

48/24     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)
  • Cllr Powell said he was waiting to hear whether the letter he had circulated outlining the broadband situation in Gittisham village was factually correct.
• To note the latest planning decision notices
  • 22/2723/FUL – Combe Garden Centre, Hayne Lane, Gittisham.  New farm shop and associated landscaping works adjacent to the site of the existing Combe Garden Centre. Approval with conditions.
  • 23/1199/MFUL – Land At Weston Park, Devonshire Road, Heathpark Industrial Estate, Honiton – Construction of new industrial units (Use Class B2).  Approval with conditions.
  • ACTION: Clerk to contact EDDC’s planning enforcement officer regarding Roebuck Farm.

• To receive an update on Highways 

There are no planned works to report.  Members heard that Cllr Orchard would be attending a series of webinars organised by DCC Highways and DALC on 18^th October and 5^th December 2024.  These are designed to foster stronger relationships between local councils and the highways team.

• To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106

The clerk said she had invoiced EDDC for the outdoor ping pong table.  News about the facility will be published in EDDC’s residents’ newsletter. 

• To receive an update on public transport

Cllr Powell reported remarks on the Hayne Farm Facebook page regarding difficulties taking children to school.  Cllr Orchard said there were long-term plans for a bus service serving Hayne Farm, but these would not be realised until the highways are adopted.

• To consider climate change measures within the parish, including proposals for rewilding land in the parish

Cllr Rowe agreed to draft a note for residents explaining the rewilding taking place along Old Elm Road. 

• To consider limited residential development in the parish

There was no progress to report.            

• To consider the creation of a footpath linking Hayne Farm with Gittisham village

There was no progress to report.  Cllr Powell said it might be worth gathering some witness statements in support, as this had been expressed at the site walkabout on 2^nd July.  He agreed to liaise with Cllr Rowe about adding some questions to the fete flyer.

• To consider the refurbishment and maintenance of the village play area

Cllr Walker said the wild area was flourishing, and encouraged all to use the village play area particularly over the summer.  She and Cllr Rowe will investigate access to the wild area from the top road in relation to the annual safety inspection report.  Members agreed to keep this item focused on the village play area for now.

• To consider work to be carried out by the lengthsman to maintain ditches and drains in the parish

The Chair said that Len Abbott had resigned as lengthsman.  Councillors thanked him for his outstanding service and dedication to the parish.  The scope of lengthsman work will be discussed at the September parish council meeting.

ACTION: Clerk to seek advice from DALC and other councils over the pay levels of lengthsman work.

ACTION: Clerk to write to Len Abbott.

49/24     To receive a report from the Chair

The Chair reported that the parish is now left without a lengthsman. She said this work is essential – the drainage and highway visibility verge strimming – but the parish council can also take this opportunity to review the specification and scope to incorporate biodiversity legislation and climate adaptation best practice.  She said she was pleased that Richard Foord would continue as constituency MP following the general election, and said the parish council would keep in touch with him about the ongoing broadband problems (the “Gittisham-sized hole”).

50/24     To approve the July payments and to note the current bank balance

Members resolved to approve the following payments:

F Clampin £254.34 clerk’s salary + £10.13 expenses (travel Ottery – Gittisham 7.5-mile round trip x 3 for agendas, minutes & June meeting @0.45p / mile)

F Clampin £254.34 (August salary)

Len Abbott 14hrs lengthsman work (June 2024), £210.25

Len Abbott expenses (strimmer) £8.73

Michael Poll, play area grass cutting £65 (inv. ref. 10326)

Michael Poll, play area grass cutting £65 (inv. ref. 10333)

Green Tech, rewilding materials for Old Elm Road £585

Websites Ahoy, website maintenance £239.17

NEST (clerk’s pension) £26.78

NEST (clerk’s pension, August) £26.78

Members were informed that the current bank balance stands at £18,934.24 (which includes approximately £7,156.88 in the business reserve account). 

51/24 Clerk’s report

There was nothing to report.

52/24     For information only; items for the forward agenda

Use of village hall for PC meetings; to receive a report on the Local Plan from Cllr Valentine.

53/24     To consider any late entry correspondence

Cllr Rowe reported that two bypassed culverts and the main channel under the bridge in the centre of the village are looking blocked with compacted gravel, weeds etc.  This could potentially result in stagnant water.

ACTION: Clerk to report to Tom Buxton-Smith at the EA.

Cllr Rowe said he would be attending the next meeting of Buckerell Parish Council to discuss intra-council working.

Cllr Valentine reported that he will attend a virtual meeting on 9^th August on behalf of the parish council.  The meeting has been arranged by EDDC to discuss site allocations for the new Local Plan.  EDDC has invited one representative from each parish.  Cllr Valentine will make representations directly to the working group, although the working group will not be the one deciding the allocations. 

54/24     Date of next two meetings  

Thursday 5th September and Thursday 3^rd October 2024 at 7.30pm. 

There being no further business, the meeting closed at 2115 hrs.

Chair…………………………………….

5th September 2024

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:

1. 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
2. 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 4^th 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 24^th June to 2^nd 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