Fiona

Held in Gittisham Parish Room

Present:

Village ward: Cllr C Hall (Chair), Cllr D Valentine, Cllr A Rowe

Vale ward: Cllr P Orchard

In attendance: Cllr Alasdair Bruce (EDDC), Cllr Phil Twiss (DCC), one member of the public, Fiona Clampin (clerk)

Apologies for absence: Cllr J Twist (Vice Chair), Cllr M Walker, PCSO Darren England

82/23        To accept and approve apologies

Apologies were received and accepted.

83/23        To confirm the minutes of the meeting held on 7th September 2023

The minutes of the meeting held on 7th September 2023 were confirmed and signed by the Chair. 

84/23        To receive the Beat Manager’s Report

July 2023: no reported crimes.

85/23        To receive declarations of interest

None.

86/23        To consider actions from the last meeting not otherwise on the agenda

None.

87/23        Reports from County Council and District Council representatives

Transport – road safety defects

Cllr Twiss explained that with Devon having the largest network of roads in England at 12,000 kms, the permanent challenges posed by roads largely built for horse and cart – with little in the way of proper foundations – is massive!  He said that the day to day work of DCC’s Highways department is often thrown off course by unexpected ‘weather events’ which divert resources and lead to delay in delivering plans.  Following the extremely high numbers of publicly reported potholes across the network during the first part of the year, and the increase in repair gangs as a response, numbers gradually stabilised through the spring and into the summer.  However they remain above average for this time of year. This has led to some residual pressure on inspection teams in assessing backlogs. Evening and weekend working has remained in place in some areas to assist with this.

Cllr Twiss reported that work is underway to improve the messaging on the ‘report a problem’ webpages to reduce the number of defects that are incorrectly reported – since January this year this represents around 55% of all reports received.  Following a very challenging winter for asset condition and safety defects, the numbers recorded across the network had reduced to such a point that Highway Safety Inspectors (HSI) were able to re-start the identification of non-safety or ‘serviceability’ defects in June. This process offers HSI’s the discretion to record defects that do not meet investigatory criteria in DCC’s Highway Safety Policy.  A trial with material called ‘Elastomac’ is taking place and this product is providing a lower carbon and cost-effective means of repairing carriageway defects. This ‘mastic’ (natural resin for bonding) product uses up to 70 per cent recycled materials, including lorry tyres, that would otherwise be incinerated.  This can allow reactive works gangs to undertake repairs much more quickly when compared with conventional techniques.

Winter Service

Preparations for winter have been taking place over the summer, with the fleet of gritters receiving their annual servicing and calibration checks. Works to install solar panels on some of the salt storage barns have also been progressed and salt stocks have been replenished ahead of winter.  By keeping the age of the DCC gritting vehicles under 10 years old, maintenance costs are reduced and ensure the fleet is safe and appropriate for the task in hand.  In preparation for this winter, eight of DCC’s oldest/most costly gritters will be ‘traded-in’ against six nearly new vehicles. This will reduce the secondary fleet from twelve vehicles down to ten, striking an appropriate balance of service resilience against financial pressures.

Gully cleaning 

More than 5,000 drainage issues identified by the gully cleaning crews and highway officers have been resolved since April. The challenge remains dealing with more than 15,000 outstanding reported issues with limited funds available.  The ongoing trial to pre-inspect gullies due to be cleaned on the cyclical programme has shown 49 per cent of gullies inspected to date do not require cleaning. The aim of the trial is to ensure plant and equipment is deployed where it is most effective.  A joint trial with Devon’s Flood team to place gully sensors in selected streets in Devon is in the preparation stages. It is hoped this externally funded trial will offer insight into whether technology can be used to inform policy or reaction for cyclical gully cleaning. The trial intends to run for an 18-month period from the winter period.

Road markings

Since April, remarking has been undertaken in six of the county’s market towns with works planned in a further 17. The main road remarking and road stud replacement programme has completed eight locations with a further 12 locations planned.  Following a review, it has been identified that the condition of our rural give way markings was an area for improvement and that these provided important information to drivers. Plans have been developed to systematically remark these features in rural areas. There are approximately 6,000 markings that will be treated through this project that is anticipated to take 4–5 years to complete.

Traffic Management

Since April 2023, 162 requests for waiting restrictions have been delivered through the various area Highways and Traffic orders committees (HATOC) Waiting Restriction Programme across Devon and work has continued on 20mph limits in Winkleigh, Atherington, Ashburton and Tiverton, which will be implemented later this financial year. In addition, the Traffic Management team have progressed 350 applications for new or the remarking of disabled bays and 56 applications for new or the remarking of Access Protection Markings, which have been processed, and orders for works placed.

Cllr Twiss said he understood that Jurassic Fibre had a new wayleaves team, following the departure of some staff.  This team will be meeting Combe Estate in the near future to discuss what needs to be done regarding the installation of full fibre broadband.

Cllr Bruce explained that a large housing development to the north of Honiton had recently been approved. There were many objections raised against this application, not least the limited access onto narrow lanes. However, it appears the main factor that saw it through was the lack of a five year land supply, which the committee were told would make it difficult to defend were it to be rejected and an appeal raised. Whether this approval will take the pressures off other areas in the ward remains to be seen. Cllr Bruce also voiced his concern over the timing and duration of full council meetings, which do not make it easy for those with working commitments to attend.  This results in a lack of diversity among those able to attend.

The repairs to the Church Mead bridge have been put back to 16^th October, due to the late arrival of materials.  However all affected residents have, Cllr Bruce understood, been advised by hand-delivered letter on September 26th of the works and the implications to them.

Cllrs Bruce & Twiss left the meeting.  

88/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

22/1622/FUL Kings Arms Farm Nags Head Road Gittisham EX14 3AP – Construction of a two storey 18-unit residential home for vulnerable people – Appeal dismissed.

• To receive an update on Highways

24^th–29^th October: Road from Main Road to Eveleighs Farm. Wales and West Utilities; priority traffic control.

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

There was no update to report.

• To receive an update on public transport

Cllr Orchard reported that after a period with no books in the Vale bus shelter, a small stack had crept in on 2nd July.

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

Cllr Rowe reported that Russell, the officer he had been liaising with at EDDC, had left the council.  However another officer has taken on the project, and has quoted approximately £907 for installing mesh underneath the path that leads between the Old Elm Road gateway and the existing path by the railway track.  The clerk explained that £500 had been set aside in the budget for rewilding this area, and members agreed to discuss funding at the next meeting.  It was noted that EDDC had paid for wildflower seeds.   

• To consider parish council support for scam awareness and security

The clerk highlighted the article in the previous week’s Midweek Herald, which urged people to be on their guard against a spate of door to door salespeople who claim they are part of a rehabilitation programme.  They sell a range of items at inflated prices.  She said somebody had visited the village around the same time who fitted the description.

• To consider limited residential development in the parish

Cllr Valentine said the GCLT board would be meeting the following week.                 

• To consider updating the parish emergency plan

Members agreed to convene a working party to fill sandbags. 

• To consider purchasing a dog waste bin and long term collection

The clerk agreed to put in an application to Cllr Twiss’s locality budget to part-fund the waste bin, after Cllr Twiss said he could fund up to £300.

ACTION: Clerk to chase EDDC for a response to email.

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

ACTION: To be discussed at the next meeting.

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

There was no report this month.

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

The Chair apologised for any confusion over the location of Pigsty Corner, which will need intervention by DCC Highways to avoid flood risk.  The Chair said the wood forming part of the step in the village bus shelter was due to be replaced.

89/23     To receive a report from the Chair

The Chair said Gittisham PCC had asked if the parish council would still part-fund the gazette (3/4 of printing costs are covered by the PC).  Members resolved to approve the continuation of this arrangement.  The clerk added that the budget had allocated £250 / year. 

90/23     To consider the casual vacancy in Gittisham Vale

The clerk encouraged members to publicise the vacancy before the 22^nd October deadline for applications.

91/23     To approve the October payments and to note the current bank balance

F Clampin             £235.83 Clerk’s salary

Michael Poll        £65 Grass cutting (inv. ref. 10260)   

DD          NEST                     £24.82   Clerk’s pension

Members were informed that the current bank balance stands at £19,818.00 (which includes approximately £7,000 in the business reserve account).  This figure is approximate, until EDDC confirms the price of the waste bin and the quote for the ping pong table is confirmed. 

92/23     Clerk’s Report

None.  

93/23     For information only; items for the forward agenda

EV charger; footpath at Hayne Farm, financial regulations.

94/23     To consider any late entry correspondence

The clerk reported that a village resident had enquired as to the track being created between Catshayes Farm and Shermans. 

ACTION: Clerk to contact Len Bartlett for clarification.

95/23     Date of next two meetings  

Thursday 2nd November and Thursday 7th December 2023 at 7.30pm. 

There being no further business, the meeting closed at 1955 hrs.

Chair…………………………………….

2nd November 2023

Held in Gittisham Parish Room

Present:

Village ward: Cllr C Hall (Chair), Cllr M Walker, Cllr D Valentine

Vale ward: Cllr J Twist (Vice Chair), Cllr P Orchard

In attendance: Cllr Alasdair Bruce (EDDC), Fiona Clampin (clerk)

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

66/23        To accept and approve apologies

Apologies were received and accepted.

67/23        To confirm the minutes of the meeting held on 6th July 2023

The minutes of the meeting held on 6th July 2023 were confirmed and signed by the Chair. 

68/23        To receive the Beat Manager’s Report

May 2023: no reported crimes.

June 2023: no reported crimes.

69/23        To receive declarations of interest

Cllr Valentine declared an interest in agenda item 8k) (minute ref. 73/23k), as he owns an electric vehicle.

70/23        To consider actions from the last meeting not otherwise on the agenda

The clerk reported that Matt Galley from Jurassic Fibre would be meeting Cllr Twiss on 8^th September, and would provide updates on the roll-out of full fibre broadband to the parish.  Councillors agreed they would still like Mr Galley to attend a future parish council meeting.

ACTION: Clerk to write to Matt Galley.

71/23        Reports from County Council and District Council representatives

Cllr Bruce explained that after the summer recess, a number of national issues have surfaced that impact on the parish.

Firstly is the issue recently highlighted in the media of the banned release of sewerage by water companies. Whilst South West Water (SWW) is not on the list of offenders, they declined to provide the relevant details that other companies did. Cllr Bruce said councillors could draw their own conclusions on this. However, what is perhaps even more concerning and related is the report by EDDCs coastal officer, which highlights the fact that on an excessively large number of occasions SWW monitors to detect spills were switched to ‘maintenance’ mode. This effectively means they are switched off, said Cllr Bruce. The officer has asked for clarification as why there were so many occasions when these important monitors were switched over; to date there has been no response. Cllr Bruce said he should make it clear that both EDDC officers and elected members of the council share a deep concern and frustration over the level of communication and response from these utilities companies, companies that are tasked with keeping our drinking and bathing water safe to use. In his opinion there needs to be a radical change in priorities in the future.

There have been a number of proposed changes to national planning in recent weeks, sadly some driven by political expediency, said Cllr Bruce. The watering down of strict controls in AONBs is of great concern, given the damage it does to protecting these important environments and landscapes. Whilst he noted that these are only proposals at the moment, they do indicate a direction of thinking which should worry us all.  There also seems to be a mixed message coming out of the government on this. On the one hand there is theoretically more weighting being given to how local communities feel about planning applications, yet many of the standard safeguards are being swept aside to favour developers.

Cllr Bruce said he was dismayed to hear of the lifting of the moratorium on land-based wind farms. Whilst as an element of reducing our reliance on fossil fuel for power, and they play a part in energy self-sufficiency, there are real concerns on their impact on our countryside. One only has to look at the rapid advances in micro-energy generation, particularly in wind power, to see that perhaps the future does not lie in marching these huge edifices across the landscape.

In local matters Cllr Bruce reported that it was heartening to see EDDC planning committee showing with almost one voice their deep concerns over the application to build a battery storage facility in the east of our region. Of greatest concern was the potential risk to the local aquifers should there be any form of spillage or fire, as was seen in the Liverpool fire which the local firefighters had to let burn out and use massive volumes of water. Separately, Cllr Bruce is asking for clarification as to why EDDC planning officers felt this application merited being marked for approval whilst flagging up little concern over the potential impact on our precious water supply.

EDDC’s Strategic Plan continues to grind through the committee stage, with a firm input from concerned communities that may be afflicted by unwanted and inappropriate housing development. Much of this seems to be driven by greed rather than the needs of a particular community.  Cllr Bruce said he remains hopeful that government guidance to be announced soon will go some way to address this. However, this once again seems to fly in the face of recent government proposals, as commented on earlier.  Cllr Valentine added that he had attended the latest virtual planning strategy meeting, and was dismayed to learn of various omissions from a report designed to inform new members about how EDDC manages the council’s housing allocation.  He was particularly concerned about EDDC’s approach to infrastructure pressures brought about by new development, which he understood as requiring developers to pay. 

On the topic of dredging the River Gitt, Cllr Bruce said that a flood prevention consultant had advised EDDC that the best course of action would be to remove any vegetation and debris and allow for the silt to be washed away naturally during heavy rainfall.  EDDC will arrange for the works to be carried out in the next few months.

With work due to start next month on the Church Mead bridge, Cllr Bruce said he would check that residents have been informed officially about moving their vehicles.

In his absence, Cllr Twiss sent the following report:

Reinforced Autoclave Aeriated Concret (RAAC) in Devon schools

There is understandable concern about RAAC in the Devon County Council schools’ area of responsibility and what work DCC has done to establish if any schools are constructed with RAAC that poses any risk to children and teaching staff.  No local authority-run Devon schools have been identified with RAAC and an urgent piece of work is being done to check the status of other schools in Devon that were formerly local authority-run and now academies.  Ultimately if RAAC is identified, a full condition and structural review would be undertaken and if remedial works were to be identified, then these works would form a priority for investment under the DCC Schools Capital Maintenance programme.  Under this programme, Health & Safety works are deemed the highest priority for investment. 

In an extensive survey of DCC’s own school portfolio, no buildings were found to have used RAAC. In 2020/21 DCC put in place arrangements within the existing school quinquennial condition survey programme for surveyors to highlight and report any material they suspected might be RAAC.  To date no RAAC concerns have been raised.  The Department for Education recently updated their RAAC guidance for schools/ responsible bodies, and following this guidance DCC is in the process of improving the robustness of its processes. This will involve a desktop exercise to identify specific properties constructed during the period and of the construction type where RAAC might be present. Property professionals undertake various surveys across the school estate to ensure compliance on an annual basis, in addition to the quinquennial condition surveys. It is proposed to add a RAAC review as part of the surveyors’ visit, where they are attending a building that has been identified as meeting the age and construction type criteria.

Immunisation advice to parents and carers at the start of the new school year

Pre-school boosters, offered to children from age three years and four months, are: 

• The four in one pre-school booster (diphtheria, tetanus, whooping cough and polio)
• The MMR (measles, mumps, rubella) vaccine is given at one year (first dose) and at three years and four months (second dose)

A list of all the vaccinations your child should have had, by age, and by when, is available here https://www.nhs.uk/conditions/vaccinations/nhs-vaccinations-and-when-to-have them/

If you are not sure if your child has had all of their vaccinations, please check their personal health record (the red book) and if you have any questions, contact your  child’s doctor’s surgery. 

Annual ‘flu vaccinations are also available to all school children from reception age to year 11, and these are usually given at school. The vaccine for children is a nasal spray. Vaccinating your child protects them, but also others who are vulnerable to ‘flu, such as babies and older people. Children who are aged two or three by Thursday 31^st August 2023 will be invited for vaccination at their registered GP practice, as well as any children who are at greater risk from ‘flu to enable them to access the vaccine as early as possible in the ‘flu season. 

Safeguard cash as a vital payment method for many people 

DCC is a member of the Rural Services network https://rsnonline.org.uk/ and they have joined a coalition of businesses, charities and consumer groups to issue an open letter to the Chancellor of the Exchequer, urging for the protection of cash as a critical payment method for both consumers and businesses. As the cost-of-living crisis escalates, cash has become an essential tool for budgeting, allowing for greater financial control and flexibility.  Signatories acknowledge the Government’s recent release of its cash access policy statement as a positive first step, but emphasise that a more comprehensive effort is required to ensure the robust funding and safeguarding of the UK’s cash network.  Despite the huge increase in digital payments, cash remains the second most widely-used payment method in the UK, accounting for a substantial 15 per cent of all payments.  However, the viability of the UK’s cash infrastructure is under threat, due to bank branch closures and successive reductions in funding for the free-to-use ATM network, which comprises nearly 80 per cent of the country’s cash machines. Since 2018, 14,400 free-to-use ATMs have vanished from communities throughout the UK, and an additional 37,000 now face the imminent risk of closure or conversion to pay-to-use machines. This puts at risk the role of cash in future payment systems, but also endangers the financial inclusion of vulnerable populations. 

Cllr Bruce left the meeting.

72/23     To consider the following planning applications:

1. 23/1207/LBC The Lodge Gittisham EX14 3AD – Demolition of internal wall, removal of roof to existing extension, construction of new extension with parapet and roof lanterns
2. 223/1206/FUL The Lodge Gittisham EX14 3AD – Demolition of internal wall, removal of roof to existing extension, construction of new extension with parapet and roof lanterns
3. 23/1631/MFUL Coastguard Road Ltd Devonshire Road Heathpark Industrial Estate Honiton EX14 1SD – development of 17no commercial units
4. 23/1632/MOUT Coastguard Road Ltd Devonshire Road Heathpark Industrial Estate Honiton EX14 1SD –Outline application for class B2, B8 and E(g)(iii) development within two sites (Phase 2A and 2B) comprising total floor space of 4,000 sq m (all matters reserved)

Parish councillors resolved to have resolved to have no objections to a) or b).  Regarding c) and d), councillors resolved to have no objection in principle.  However, they expressed concerns over the point of access onto Devonshire Road, given the nature of the road itself, lack of visibility on the bend, and the proximity of the bus stop. Councillors also discussed whether this application represents an over-intensification of use of the site.  

73/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

• 22/1322/MOUT Land at Hayne Farm, Hayne Lane, Gittisham. Approval with conditions.
• 23/1009/FUL Single storey extension to dwelling and general purpose agricultural barn Landscores Cottage Gittisham Devon EX14 3AU. Approval.
• 23/1056/FUL Unit B Weston Park Devonshire Road Heathpark Industrial Estate Honiton Installation of vents and flues on north, west and east elevations, removal of window on north elevation. Approval.
• 23/0110/LBC Charlies Cottage 1 Beaumonts Cottages Gittisham EX14 3AG Replace all windows to match existing with slim line double glazing; gas central heating; install underfloor heating system to the entire ground floor; block up doorway on north elevation; new window on north elevation to kitchen.; new internal doorway between dining room and created bedroom/office.; new window on east elevation to created bedroom/office; new conservation roof window to the new bedroom/office on east elevation; open up the fireplace for an investigation, reinstate fireplace; radiators at first floor. Approval.
• 23/1221/FUL Shermans Farm Gittisham EX14 3AU Roofing over silage clamp 1. Approval.
• 23/1222/FUL Shermans Farm Gittisham EX14 3AU Proposed roofing over silage clamp 2. Approval.
• 23/1280/LBC Batts Cottage Gittisham EX14 3AJ Remove existing capping on chimney on south east gable elevation and install flue liner and new chimney pot and flue. Approval with conditions. 

• To receive an update on Highways

21^st September: road through Alfington to Ottery closed 0930–1530 for pole tests.

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

The clerk reported that EDDC senior management team had approved the expenditure for the outdoor ping pong table, and it is now with the legal team to draft an agreement for the parish council to sign.  Given this timetable, councillors agreed it would be next year before the facility can be installed in the play area.

The Chair said that Honiton Town Council’s Hayne Lane sub-committee would be meeting on 20^th September, along with various local sport groups, to discuss how the S106 money could be distributed. 

ACTION: Chair to write to HTC clerk, looking forward to hearing proposals that have been agreed with EDDC.

• To receive an update on public transport

Cllr Orchard reported that the bus shelters had been painted a tasteful green.  Members also heard there had been changes to the Stagecoach bus timetable, with a later bus scheduled between Exeter and Honiton via Ottery.

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

Cllr Orchard said the Old Elm Road rewilding was progressing well.   

• To consider parish council support for scam awareness and security

Cllr Twist reported that IT systems at Mole Valley Farmers had been hacked, and anyone who has an account with them should check their bank.  It was also reported this week that 3.4 billion phishing emails are sent every day worldwide.

• To consider limited residential development in the parish

Cllr Valentine said there was no update on this.         

• To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

• To consider purchasing a dog waste bin and long term collection

The clerk outlined the costs sent by EDDC:

• Installation: £41
• Purchase: approximately £400
• Weekly collection: £110 / year

Councillors resolved to purchase and install a standard waste bin, to be emptied on a weekly basis. The bin will be located near the emergency gate at the bottom of Old Elm Road.

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

Members discussed Cllr Rowe’s suggested text and photographs from a recent drone survey, and thanked him for his work.  The Chair agreed she would discuss with Cllr Rowe the best way to present a formal proposal to Combe Estate.  Councillors said there was strong support within the parish for a path, and increasing numbers of Hayne Farm residents were attending village events.

ACTION: Chair to meet Cllr Rowe.

Cllr Valentine left the meeting.

• To consider the purchase of an electric vehicle charger

The Chair said that she had been in discussions with a member of Gittisham PCC about the possibility of installing an electric vehicle charger as a way of encouraging more people to visit St Michael’s Church.  Although there were mixed feelings about a charger, it was agreed that the parish council should consider it in next year’s budget.  Cllrs Twist and Walker agreed to raise the subject at the next PCC meeting, and report back to the parish council.

Cllr Valentine returned to the meeting.

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

Cllr Walker said she would remove the waste bin after the October half term, and erect a sign directing people to dispose of their rubbish in the bin by the bus shelter.

ACTION: Chair and Len Abbott to assess the state of the hedge on the north side of the play area to see if it needs trimming. 

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

Cllr Walker reported that the lengthsman had concerns about the drain at Pigsty Corner (on the road to Goldcombe), as if it overflows it will flood and have a big impact on the village.  Members agreed a local fix would be quicker and more effective.

ACTION: Cllr Walker to discuss with Len Abbott.

74/23     To receive a report from the Chair

The Chair said the fete had been a resounding success, and all members thanked Cllr Rowe and the village fete committee for their hard work.

ACTION: Chair to write to Cllr Rowe.

75/23     To consider the casual vacancy in Gittisham Vale

The clerk reported that the vacancy has been advertised, with a closing date of 22^nd October.

76/23     To consider updating the financial regulations

To be discussed at the next parish council meeting.

77/23     To approve the September payments and to note the current bank balance

F Clampin             £235.83 Clerk’s salary

Michael Poll        £65 Grass cutting (inv. ref. 10252)   

Michael Poll        £65 Grass cutting (inv. ref. 10258)   

EDDC                  £41 Installation of waste bin, Old Elm Road

EDDC                  £400 (approximate figure) purchase of waste bin, Old Elm Road

Len Abbott           £333.50 Lengthsman work (23 hrs @ £14.50 / hr, July 2023)

Len Abbott           £53.48 expenses, July 2023

Len Abbott           £166.75 Lengthsman work (11.5 hrs @ £14.50 / hr, August 2023)

DD          NEST                     £24.82   Clerk’s pension

After the meeting, it emerged the payment for the clerk’s salary in August had not gone through, so this was rectified.  The clerk said the second half of the annual precept had been received.  Members were informed that the current bank balance stands at £20,143.65 (which includes approximately £7,000 in the business reserve account).  This figure is approximate, until EDDC confirms the price of the waste bin.

78/23     Clerk’s Report

None.  

79/23     For information only; items for the forward agenda

Financial regulations.

80/23     To consider any late entry correspondence

None.

81/23     Date of next two meetings  

Tuesday 2nd October and Thursday 2nd November 2023 at 7.30pm. 

There being no further business, the meeting closed at 2105 hrs.

Chair…………………………………….

Tuesday 2nd October 2023

Held in Gittisham Parish Room

Present:

Village ward: Cllr C Hall (Chair), Cllr M Walker, Cllr D Valentine, Cllr A Rowe

Vale ward: Cllr P Orchard

In attendance: Cllr Alasdair Bruce (EDDC), Cllr Phil Twiss (DCC), Justin Lascelles (Combe Estate), Fiona Clampin (clerk)

Apologies for absence: Cllr J Twist (Vice Chair), PCSO Darren England

Before the meeting, Justin Lascelles spoke regarding the premises licence for Combe Farm Shop and Café.  Mr Lascelles explained that the farm shop and café had been holding the occasional evening event, where food and alcohol were served.  To do so, Combe Estate had applied for a temporary premises licence, but had been advised that if they wanted to hold regular events they should apply for a permanent licence. 

48/23        To accept and approve apologies

Apologies were received and accepted.

49/23        To confirm the minutes of the meeting held on 1st June 2023

The minutes of the meeting held on 1st June 2023 were confirmed and signed by the Chair. 

50/23        To receive the Beat Manager’s Report

April 2023: no reported crimes.

51/23        To receive declarations of interest

Cllrs Rowe & Walker declared an interest in agenda item 14 (minute ref. 60/23), as they are members of the village fete committee.

52/23        To consider actions from the last meeting not otherwise on the agenda

The clerk said that Royal Mail had refused the application for a new postbox at Hayne Farm.

53/23        Reports from County Council and District Council representatives

Cllr Twiss reported that cheap toys could contain harmful chemicals.  He said this subject comes up all too often as people seek out best value when shopping.  Consumers across the region are being urged to ensure that the toys they buy display the UKCA mark, or the European CE equivalent on the packaging, following concerns that the cost-of-living crisis is driving people to buy cheaper but potentially dangerous products. 

The warning, from the Heart of the South West Trading Standards Service which covers Devon, Plymouth, Somerset and Torbay, follows toy testing by national partners the Chartered Institute of Trading Standards (CTSI). Despite UK legislation to protect the public, recent testing on a toy bow-and-arrow set revealed that the product contained 100 times the legal limit of phthalates; while a fashion doll set was 300 times over the legal limit. Phthalates are plastic-softening chemicals that are used to make plastic more durable. The use of certain phthalates is tightly restricted in toys across Europe and toy products must contain no more than 0.1 per cent. 

Restricted phthalates are carcinogenic and can cause reproductive problems and can affect child growth and neuro-development.  Pregnant women are vulnerable, as are young children, who are prone to putting things in their mouths.  Other items that failed safety tests include a desktop fan heater with a counterfeit fuse and inadequate safety guards, and an adaptor plug on a set of children’s LED lights. The latter was found to have no breakdown isolation between the input and output, which is a fire hazard. 

CTSI’s product safety campaign sought to explore the link between the cost-of-living crisis and whether consumers were being forced to buy cheaper products, and if that  was putting consumers at risk from substandard and unsafe goods.  They visited local high streets and found that the top products shoppers are seeking to save money on are ‘phone chargers, toys, hair straighteners, washing machines, toasters and kettles. 

Overwhelming majority of councils want hybrid meeting powers 

Cllr Twiss explained that a new survey by the Local Government Association has found that there is still overwhelming support for councils to be allowed to use virtual options for council meetings.  As it stands, legislation says voting must take place in person.  Ninety-five per cent supported the return of powers to councils to decide for themselves whether or not to use virtual and hybrid technologies for council meetings. In  addition, one in 10 councils had had a councillor voluntarily step down because of  the in-person meeting requirement and nine in 10 councils said they have disabled councillors who would use virtual attendance as a way to attend.  The majority also said they have councillors who would use virtual attendance to manage clashes with work, childcare and other care commitments. 

DIY waste collection

Cllr Twiss said that while outwardly looking like good news, the Government stating their intention to stop councils charging for DIY waste at Household Waste Recycling Centres like Sutton Barton will come at a price.  DCC introduced charges for some DIY waste in 2011, in response to swingeing cuts to local council funding. The Government’s decision will mean that DCC will lose around £1 million income, money used to maintain the comprehensive service across all of 19 Household Waste Recycling Centres in the county.  If the plans go ahead and stop councils charging for DIY waste, it will make it harder for DCC to maintain the Household Waste Recycling Centres service as it is, and could mean it will consider reducing opening hours.

Highways

Cllr Twiss circulated several documents outlining the county council’s current position on road maintenance. These documents explain that due to the financial position of the local authority, decline of some roads is unavoidable in future. The service has developed a sliding scale of maintenance strategies ranging from ‘improved condition’ through to ‘safety only’.  For example, unclassified roads fall under the approach of safety and routine maintenance only.  This will result in uneven surfaces, where the carriageway has “multiple localised repairs and defects of a non-safety nature.”  Roads such as these will only be suitable for use by farm vehicles or similar.

New wave of skills boot camps launched 

A £3 million investment in skills across Devon and Cornwall has been announced with the launch of the latest wave of Train4Tomorrow Skills Bootcamps https://www.train4tomorrow.org.uk/  More than 50 boot camps are now  recruiting learners with more than 1,000 places available, and demand continues to grow for the training provided through this successful scheme. Courses are open to adults aged 19 or over who are looking to improve their skills and employability. For those seeking new employment, a guaranteed interview is offered.  Courses DCC are delivering (in partnership with Cornwall Council) offer a range of fully-funded training courses of up to 16 weeks across a variety of sectors: digital, technical, construction, green skills, healthcare, hospitality and professional services.  The latest Skills Boot camps being provided include: modern construction methods,  regenerative farming, data analyst, digital skills for the workplace, cloud  computing, digital marketing, marine engineering, welding, civils and  groundworks, electrical vehicles, retrofit, floating offshore renewables, clinical  pathways, long-term health conditions, project management, coaching and mentoring, hospitality management and many more. 

Broadband

Cllr Twiss said he wanted to reassure members that Jurassic would be tying together agreed routes, settling payments in the schedule and then it would be ready to go with the roll-out.  Justin Lascelles said the estate had issued Jurassic with information on the underground structure to get the process moving, as the estate does not wish to see any new overhead poles erected. 

Justin Lascelles left the meeting.

Cllr Bruce pledged to contact EDDC about the jubilee oak which has died, as he had heard of similar problems in other parishes. He also promised to enquire when the river dredging scheduled for April would be taking place.  Cllr Walker said there was some confusion among residents over the proposed access to Church Mead bridge, and Cllr Bruce said he would seek clarification from EDDC.

Cllr Valentine expressed his disappointment over the content of the latest discussions he’d attended on EDDC’s Local Plan.  There will be a planning strategy meeting on 21^st July.

Cllrs Bruce & Twiss left the meeting.

54/23     To consider the following planning applications:

1. 23/1199/MFUL Land at Weston Park Devonshire Road Heathpark Industrial Estate – construction of new industrial units (Use Class B2)
2. 23/1221/FUL Shermans Farm EX14 3AU – roofing over silage clamp 1
3. 23/1222/FUL Shermans Farm EX14 3AU – proposed roofing over silage clamp 2

Parish councillors resolved to have no objections to a), b) or c).  

55/23     To consider the following licensing application:

a) Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Councillors understood the reason to have an alcohol licence for on-site sales at such events as outlined by Justin Lascelles, but objected to the proposed licence terms which would allow for off-site alcohol sales during extended opening hours until 11pm.  It’s understood that restricting a licence to on-site sales only is possible.  EDDC’s Licensing & Enforcement sub-committee will discuss the licence at a hearing on 12th July.

56/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

23/0436/FUL – Proposed storage building for timber Blamphayne Sawmill EX14 3AN – Approval.

• To receive an update on Highways

There was no update to report.

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

There was no update to report.

• To receive an update on public transport

Cllr Orchard reported that after a period with no books in the Vale bus shelter, a small stack had crept in on 2nd July.

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

Cllr Rowe said EDDC had requested parish council help with tree planting along the strip of land that backs onto Ferndale Close later this year. 

• To consider parish council support for scam awareness and security

There was no update to report. 

• To consider limited residential development in the parish

Cllr Valentine explained that the project’s preferred housing association partner, the East Boro Housing Trust (EBHT), is still assessing the scheme for viability before deciding whether or not to become involved.  The loss of the previous HA has had further knock-on effects and the solicitor has decided to stand down.         

• To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

• To consider purchasing a dog waste bin and long term collection

The clerk said she was waiting for up to date figures for a standard waste bin and collection from EDDC.

ACTION: Clerk to chase up information.

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

Members discussed the path, and the Chair said it would be necessary to present a formal proposal.

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

Cllr Walker said someone had stolen the black sacks and hand sanitiser stored in the bin.  Members heard that the new goal post had been well received, and no issues raised about noise. 

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

Members chose forest green for the bus shelter redecoration.

ACTION: Len Abbott to be reimbursed for paint.

57/23     To receive a report from the Chair

The Chair said there was nothing to report this month.

58/23     To consider the casual vacancy in Gittisham Vale

The clerk reported that she had been in touch with EDDC to see if they needed to set the ball rolling.

59/23     To approve the July payments and to note the current bank balance

F Clampin             £24?? Clerk’s salary & expenses (travel)

Michael Poll        £65 Grass cutting (inv. ref. 10232)   

Michael Poll        £65 Grass cutting (inv. ref. 10238)   

Michael Poll        £65 x2 Grass cutting July 2023 (inv. ref. tbc)   

Redlynch Leisure       £3,079 (+VAT) net for table tennis table

F Clampin             £235.? Clerk’s salary (August)

Gittisham Fete          £500 fete start-up costs

DD          NEST                     £24.82   Clerk’s pension (July)

DD          NEST                     £24.82   Clerk’s pension  (August)

Members were informed that the current bank balance stands at £16,810.33 (which includes approximately £7,000 in the business reserve account). 

Cllrs Walker & Rowe left the meeting.

60/23     To consider parish council support for the village fete

Members heard that 500 publicity leaflets had been printed for distribution.

Cllrs Walker & Rowe returned to the meeting.

61/23     To consider decorating and / or refurbishing the parish bus shelters

CF minute ref. 56/23 l.

62/23     Clerk’s Report

ACTION: Clerk to write to Jurassic Fibre, inviting them to a parish council meeting.  

63/23     For information only; items for the forward agenda

Councillor vacancy; footpath at Hayne Farm, financial regulations.

64/23     To consider any late entry correspondence

None.

65/23     Date of next two meetings  

Thursday 7th September and Thursday 5th October 2023 at 7.30pm. 

There being no further business, the meeting closed at 2105 hrs.

Chair…………………………………….

7th September 2023

Held in Gittisham Parish Room

Present:

Village ward: Cllr C Hall (Chair), Cllr M Walker, Cllr D Valentine, Cllr A Rowe

Vale ward: Cllr J Twist (Vice Chair), Cllr P Orchard

In attendance: Faye Cross (Airband), two members of the public, Fiona Clampin (clerk)

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

24/23        To accept and approve apologies

Apologies were received and accepted.

25/23        To confirm the minutes of the meeting held on 11th May 2023

The minutes of the meeting held on 11th May 2023 were confirmed and signed by the Chair. 

26/23        To receive the Beat Manager’s Report

March 2023: no reported crimes.

27/23        To receive declarations of interest

Cllrs Rowe & Walker declared an interest in agenda item 19 (minute ref. 42/23), as they are members of the village fete committee.

28/23        To consider actions from the last meeting not otherwise on the agenda

Members approved Cllr Valentine’s suggestion that he attend EDDC’s Local Plan webinar on 15^th June, where the district council is expected to discuss the draft Local Plan in the context of the government’s Levelling Up bill which is making its way through parliament.

Cllr Walker explained that EDDC staff and contractors had visited Church Mead on 31^st May to meet residents and assess the state of the bridge.  A pedestrian footbridge will be installed with disabled access, and the existing bridge will be dismantled while repairs take place.  Residents and visitors will have to park elsewhere during this period, which is expected to last approximately one month.  EDDC has approached households in Church Mead regarding garage rental.

29/23        Reports from County Council and District Council representatives

Cllrs Bruce and Twist did not send a report this month. 

30/23        To receive a presentation from Airband

Faye Cross, one of Airband’s Community Liaison Officers, explained that the company is joining forces with Connecting Devon and Somerset to bring superfast broadband to previously excluded communities.  The company plans to install new infrastructure, which would likely include poles.  The aim is to complete this work in Gittisham by the end of 2024.  Members welcomed the proposals, but felt the timescale might be too ambitious based on previous experience, combined with the challenges presented by the village setting, AONB, listed buildings and land owner negotiations.  Ms Cross agreed to send the clerk the plans for her to circulate to members. 

Faye Cross left the meeting.

31/23     To consider the following planning applications:

1. 23/1056/FUL Unit B Weston Park Devonshire Road Heathpark Industrial Estate – installation of vents and flues on north, west and east elevations, removal of window on north elevation
2. 23/1009/FUL Landscores Cottage EX14 3AU Single storey extension to dwelling and general purpose agricultural barn
3. c) 23/0110/LBC Charlies Cottage 1 Beaumont Cottages EX14 3AG – Replace all windows to match existing with slim line double glazing; gas central heating; Install underfloor heating system to the entire ground floor; Block up doorway on north elevation; New window on north elevation to kitchen.; New internal doorway between dining room and created bedroom/office.; New window on east elevation to create bedroom/office; new conservation roof window to the new bedroom/office on east elevation; Open up the fireplace for an investigation, reinstate fireplace. Radiators at first floor.

Parish councillors had no objections to a), b) or c).  Regarding c), they expressed support for the commitment in the application to mitigating the effects of climate change through the proposed installation of double glazing and underfloor heating.

32/23     To consider the following licensing application:

a) Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Members resolved to object to the application.  They expressed serious reservations about the application, considering it an inappropriate location for a number of reasons, including access, lack of lighting, impact on adjoining residential properties, crime and disorder, and an increase in traffic and pedestrian movements (especially in the vicinity of Hayne Lane).

33/23     To consider the impact of the Truck Festival, May 2023

Members discussed the significant failures in organisation, contingency planning and traffic management for this event, and the lack of awareness beyond a licensing application of a large event in the parish.  Roads surrounding the site and in Honiton were gridlocked for hours.  The clerk agreed to contact EDDC with these comments, and to request that were the event to be reproduced in the parish, it needs proper traffic management and parking. And this needs to be the same for any future events at that site.

34/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

23/0462/FUL – Gittisham Farm Gittisham EX14 3AX – Construction of an earth banked slurry lagoon. Approval with conditions.

• To receive an update on Highways

Cllr Orchard reported that DCC received 57 applications for 20 mph zones across the county. Six are being taken forward.  DCC said average speed, the number of vulnerable road users in an area, speed-related collision history, and the level of support for a 20mph scheme were all factors it considered when allocating new schemes.  Other factors include the presence of an active Community Speed Watch and the community’s deprivation index ranking.

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

There was no update to report.

• To receive an update on public transport

Cllr Orchard explained that a new bus route X30 has been introduced by Stagecoach – Seaton to Honiton, then express to Exeter both ways. Journey time to Exeter 40 minutes from Job Centre at:

07:40     10:45     16:05

And Beggars Lane 3 minutes later. Full timetable: https://bustimes.org/services/x30-seaton-honiton-exeter

The £2 fare cap has been extended to the end of October.2023, and Cllr Orchard was pleased to report that no books had been deposited in the Vale bus shelter all month.

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

Cllr Rowe said EDDC had scarified and sown wildflower seeds at the bottom of Old Elm Road, with further plans to start tree planting along the strip of land that backs onto Ferndale Close later this year.  EDDC has leafleted neighbouring properties to inform them.  Members thanked Cllr Rowe for his work, especially as it fulfilled one of the parish council’s commitments towards mitigating the effects of climate change. 

• To consider parish council support for scam awareness and security

Cllr Twist reported that there are cold callers going round park homes in East Devon, to ask if people are interested in purchasing insulation.  There has also been a rise in the online impersonation of brands.  The advice is to type the address of a website you wish to use, rather than choose from a search engine. 

• To consider limited residential development in the parish

Cllr Valentine said there was nothing further to report.

• To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

• To consider purchasing a dog waste bin and long term collection

Members agreed the increased precept would allow for the purchase of a standard waste bin to be installed near the turning circle on Old Elm Road.

ACTION: Clerk to check 2023-24 prices for bin and collection.

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

To be discussed at the July meeting.

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

Cllr Walker said she would speak to the lengthsman about the items that need addressing in the annual play area safety inspection.  Members resolved to purchase the net that goes with the goal post.  Cllr Orchard reported that the jubilee oak tree was not doing too well, and it was agreed that Cllr Rowe should move the memorial sign away from the ailing tree. 

ACTION: Clerk to ask Cllr Bruce for a new jubilee oak tree to be installed.

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

There was no update on this.

35/23     To receive a report from the Chair

The Chair said there was nothing to report this month.

36/23     To approve the June payments and to note the current bank balance

F Clampin             £239.13 Clerk’s salary & expenses (card)

Michael Poll        £65 Grass cutting (inv. ref. 10220)   

Michael Poll        £65 Grass cutting (inv. ref. 10228)   

Fitness Sports       £59.76 (inc. VAT) net for goal

Bluechip Payroll  £145 annual internal audit

Gittisham Parish Hall          £498.54 Coronation party expenses

DD          NEST                     £24.82   Clerk’s pension  

Members were informed that the current bank balance stands at £21,963.56 (which includes approximately £7,000 in the business reserve account). 

37/23     To receive and note the annual internal audit report

Members noted the annual internal audit report.

ACTION: Clerk to send the lengthsman a copy of the insurance policy.

38/23     To approve the annual governance statement 2022-23

Members resolved to approve the annual governance statement 2022-23.

39/23     To approve the 2022-23 accounting statements

Members resolved to adopt the 2022-23 accounts.  Prior to the meeting, the clerk circulated the accounting statements.  The parish council ended the financial year on 31st March 2023 with a balance of £21,934.64 (inc. £7,061.99 in business reserve, with £30.93 interest accumulated this year).  There is VAT to be recovered of £414.76.

40/23     To consider the criteria for meeting exemption from the annual limited assurance review 2022-23, and approve the exemption certificate

Members agreed the criteria had been met, ie that during the financial year 2022-23 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.

41/23     To set and approve the period for the exercise of public rights 2022-23

Members approved the period for the exercise of public rights to extend from 3^rd July to 11^th August 2023.

Cllrs Walker & Rowe left the meeting.  

42/23     To consider parish council support for the village fete

The Chair outlined the breakdown of start-up costs to support the village fete:

Leaflets £100

Town band £90

Revamping signs £100

Fencing, gazebos & PA for dog show £100

Initial food costs £110

Members resolved to approve the expenditure.

Cllrs Walker & Rowe returned to the meeting.

43/23     To consider decorating and / or refurbishing the parish bus shelters

Members thanked Len Abbott for agreeing to carry out this work.

44/23     Clerk’s Report

Members heard that Cllr Valentine had taken on responsibility for the village defibrillator checks. 

ACTION: Clerk to contact CHT to include Cllr Valentine on the online check system.  

Members agreed the parish council would not meet in August 2023, unless there was a large planning application to consider.

45/23     For information only; items for the forward agenda

Councillor vacancy; footpath at Hayne Farm.

46/23     To consider any late entry correspondence

None.

47/23     Date of next two meetings  

Thursday 6th July and Thursday 7th September 2023 at 7.30pm. 

There being no further business, the meeting closed at 2125 hrs.

Chair…………………………………….

6th July 2023