Gittisham Parish Council Statement of Internal Control

Approved: 2nd March 2023

Introduction

Gittisham Parish Council (the Council) is a local authority funded largely by public money and is responsible for ensuring its financial business is conducted in accordance with the law and proper standards, and that public money is safeguarded, properly accounted for, and used economically, efficiently and effectively.

In discharging this overall responsibility the Council is also responsible for ensuring that there is a sound system of internal control which facilitates the effective exercise of the Council’s functions and which includes arrangements for the management of risk. 

The Council is required to review at least annually the effectiveness of its system of financial control.  This is informed by the work of the internal auditor and the whole Council, who have responsibility for the development and maintenance of the internal audit environment, and also any comments made by the external auditors in their annual report. 

The Purpose of the System of Internal Control

The Council’s system of internal control is designed to manage risk to a reasonable level rather than to eliminate all risk of failure.  It cannot provide an absolute assurance of effectiveness. The system of internal control is based on an ongoing process designed to identify and prioritise the risks to policies, aims and objectives, to evaluate the likelihood of those risks being realised, and the impact should they be realised, and to manage them effectively and economically.

The system of internal control accords with the practices set out in the Governance and Accountability in Local Councils: A Practitioners’ Guide (2010 edition).

The Internal Control Environment

The Council has adopted Financial Regulations which set parameters for the Council’s financial operations.   The Council has appointed a Responsible Finance Officer who implements financial systems and controls.

The Council uses Excel to monitor performance against budget.  Payroll services are provided by HMRC.  Banking services are provided by Nat West.  An independent internal audit service is provided by an experienced appointed auditor. 

Any issues raised by the Internal Auditor are reported in writing to the Council and agreed actions are monitored to ensure that they have been carried out and actioned within agreed timescales.  Additionally, the Council seeks and receives appropriate property, legal, insurance, and health & safety advice as appropriate to manage risk.

The Council is responsible for:

  • Establishing and monitoring the achievements of the authority’s objectives
  • The facilitation of policy and decision making
  • Ensuring compliance with established policies, procedures, laws and regulations
  • Identification and management of risk
  • Ensuring that best value and value for money are achieved in all purchases
  • Ensuring all committees receive regular and up to date reports on financial activities under their direction
  • Ensuring performance is regularly monitored against financial and operational budgets
  • Control and reports on the financial management of the Council

Review of Effectiveness

The Council through the Responsible Finance Officer has responsibility for conducting a review of the effectiveness of the system of internal control and the internal audit process.

The review of the effectiveness of the system of internal control is monitored by:

  • The work of officers within the Council reporting to the Responsible Finance Officer.
  • The Parish Clerk is the Council’s Responsible Finance Officer who acts as the Council’s legal advisor and administrator.  The Clerk is responsible for administering the Council’s finances, for advising on compliance with laws and regulations which the Council is subject to, and for managing risks.  The Clerk also provides advice to help the Council ensure that its procedures, control systems and policies are adhered to. 
  • The work of the Internal Auditor.  The Internal Auditor, an independent person specialising in local council matters, reports to the Council on the adequacy of its records, procedures, systems, internal control and risk management. 
  • The External Auditors in their annual report.

Any concerns about the effectiveness of the system of internal control are investigated and action taken as appropriate.

Gittisham Parish Council Financial Regulations

Approved 2nd November 2023

1. General

1.1 These Financial Regulations shall govern the conduct of the financial transactions of the council and may only be amended or varied by resolution of the council.

1.2 The Responsible Financial Officer (herein after referred to as the RFO) shall be responsible for the proper administration of the council’s affairs.

1.3 The RFO shall be responsible for the production of financial management information.

2. Annual Estimates

2.1 Detailed estimates of income and expenditure on revenue services and receipts and payments on capital account, shall be prepared each year by the RFO.

2.2 The RFO shall review the estimates and submit them to the council not later than the end of January in each year and shall recommend the precept to be levied for the ensuing financial year.  The RFO shall supply each member with a copy of the approved estimates.

2.3 The annual capital and revenue budgets shall form the basis of the financial control for the ensuing year.

3.          Budgetary Control

3.1 No expenditure may be incurred which cannot be met from the amount provided in the appropriate revenue budget unless a virement has been approved by the council.

3.2 The RFO shall periodically provide the council with a statement of income and expenditure to date under each head of the approved annual revenue and capital budgets.

3.3 The Clerk may incur expenditure on behalf of the council which is necessary to carry out any repair, replacement or other work which is of such extreme urgency that it must be done at once, whether or not there is any budgetary provision for the expenditure, subject to a limit of £500.  The Clerk shall report the action to the appropriate committee as soon as is practicable thereafter.

3.4 Where expenditure is incurred in accordance with regulation 3.3 above and the sum required cannot be met from savings made elsewhere within the approved budget, it shall be subject to the provisions of a supplementary estimate approved by the council.

3.5 Unspent provision in the revenue budget shall not be carried forward to a subsequent year.

3.6 No expenditure shall be incurred in relation to any capital project and no contract entered in to or tender accepted involving expenditure on capital account unless the committee concerned are satisfied that it is contained in the rolling capital programme and that the necessary capital funds are available, or the requisite borrowing approval can be obtained.

3.7 All capital works shall be administered in accordance with the council’s Standing Orders and final regulations relating to contracts.

4. Accounting and Auditing

4.1 All accounting procedures and final records of the council shall be determined by the RFO as required by the Accounts and Audit Regulations 1996.

4.2 The RFO shall be responsible for completing the annual accounts of the council as soon as practicable after the end of the financial year and shall submit then to and report thereon to the council.

4.3 The following principles shall be observed in connection with the accounting duties:

  1. The duty of providing information, calculating, checking and recording sums due to, or from, the council, should be separated as completely as possible from the duty of collecting or dispersing them.
  2. Officers charged with the duty of examining and checking the accounts of cash transactions should not be engaged in any of those transactions.

4.4 The RFO shall be responsible for maintaining an adequate and effective system of internal audit of the council’s accounting, financial and other operations in accordance with regulation 5 of the Accounts and Audit Regulations Act 1996.  Any officer or member of the council shall, if the RFO requires, make available such documents of the council which relate to their accounting and other records as appear to the RFO to be necessary for the purpose of the audit and shall supply the RFO with such information and explanation as the RFO considers necessary for that purpose.

5. Banking Arrangements and Online Banking

5.1 The council’s banking arrangements shall be made by the RFO and approved by the Parish Council, one current account and one savings account shall be maintained at the Bank.

5.2 A schedule of the payment of money shall be prepared by the RFO and together with the relevant invoices presented to the Chair.  If the schedule is in order it shall be authorised by a resolution and signed by the Chair or Vice Chair.

5.3 Payments drawn on the two bank accounts in accordance with the schedule referred to in the previous paragraph shall be authorised online by two members of the council (one often being the Chair).

5.4 Where internet banking arrangements are made with any bank, the Clerk/RFO shall be appointed as a Payment Controller. The bank mandate approved by the council shall identify a number of councillors who will be authorised to approve transactions on those accounts. The Clerk/RFO will raise payments to be authorised. All transactions must be dual controlled, by two members of the Council and for the purposes of managing payments due and bank account(s) the Clerk may become an authorised signatory but will only initiate payments that are to be authorised by two councillors as approved signatories. A clear record of authorised payments should be available for transparency.

5.5 Please refer to the Council’s Internet Banking Policy.

6. Payment of Accounts

6.1 Apart from petty cash payments, all payments shall be effected by online banking or other order (e.g. direct debit, standing order) drawn on the council’s bankers.

6.2 All invoices for payment shall be examined, verified and certified by the Clerk.  Before certifying the payment the council shall satisfy themselves that the work, goods or services to which the invoice relates have been received, carried out, examined and approved.

6.3 All duly examined invoices will then be entered on the schedule referred to in 5.2 above.

6.4 The RFO may provide petty cash to officers for the purpose of defraying operational and other expenses.  Vouchers for payment made shall be forwarded to the RFO with a claim for reimbursement.

  1. Any personal money the RFO uses for defraying operational and other expenses shall be reimbursed in full.  Vouchers for payment made from petty cash shall be kept to substantiate the payment.
  2. Income received must not be paid into the petty cash float but must be shown separately on the schedule of payments.

7. Payment of Salaries and Wages

7.1 The payment of all salaries and wages shall be made by the RFO from the current account in accordance with the payroll records.

7.2 The salaries and wages shall be revised yearly and minuted thereon.

8. Loans and Investments

8.1 It is not the policy of this council at present to enter into any loans or investments.

9. Income

9.1 The collection of all sums due to the council shall be the responsibility of and under the supervision of the RFO.

9.2 Particulars of all charges to be made for work done, services rendered or goods supplied shall be notified to the RFO and the RFO shall be ultimately responsible for the collection of all accounts due to the council.

9.3 The council will review all fees and charges annually, following a report from the Clerk.

9.4 Any bad debts shall be reported to the council.

9.5 All sums received on behalf of the council shall be paid to the RFO for banking and be deposited with the council’s bankers with such frequency as the RFO considers necessary.

9.6 A reference to the related debt, or otherwise, indicating the origin of each cheque shall be entered on the paying in slip.

10. Orders for Work, Goods, and Services

10.1 An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate e.g. petty cash purchases.  Copies of orders issued shall be maintained.

10.2 Order books shall be controlled by the RFO

10.3 All officers are responsible for obtaining value for money at all times.  An officer issuing an official order is to ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction.

11. Contracts

11.1 Procedures for contracts are laid down in the council’s Standing Orders as follows:

a) Every contract whether made by the council or by a committee to which the power of making contracts has been delegated shall comply with these Standing Orders and no exception from any of the following provisions of these Standing Orders shall be made otherwise than by direction of the council or in an emergency by such a committee as aforesaid provided that these Standing Orders shall not apply to contracts which relate to items (i) to (v) below.

i) for the supply of gas, electricity, water, sewerage and telephone services

ii) for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants

iii) for work to be executed or goods or material to be supplied which constitute an extension of an existing contract by the council

iv) for goods or materials proposed to be purchased which are proprietary articles and/or which are sold only at a fixed price

b)         Where it is intended to enter into a contract:

i) exceeding £5000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk shall invite tenders from at least three firms.

ii) for expenditures of £5000 or less in value the Chair of the council or his appointed Vice Chair together with 2 councillors shall have executive power

12. Properties and Estates

12.1 The Clerk shall make appropriate arrangements for the custody of all title Deeds of properties owned by the council.  The RFO shall ensure an record is maintained of all properties owned by the council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Regulation 4(3)(b) of the Accounts and Audit Regulations Act 1996.

12.2 No property shall be sold, leased or otherwise disposed of without the Authority of the Council, save where the estimated value of any one item does not exceed £500.

13. Insurance

13.1 The RFO shall effect all insurances and negotiate all claims on the council’s insurers in consultation with the Clerk/Chair.

13.2 The Clerk shall give prompt notification of all new risks, properties or vehicles which require to be insured and of any alterations affecting existing insurance.

13.3 The RFO shall keep a record of all insurances effected by the council and the property and risks covered thereby and annually review it.

13.4 The RFO shall be notified of any loss, liability or damage or of any event likely to lead to a claim.

13.5 All appropriate employees of the council shall be included in a suitable fidelity guarantee insurance.

Gittisham Parish Council Code of Conduct

Approved: 2nd March 2023

Part 1 General Provisions

Public Duty and Private Interests: An introduction

1          This Code applies to you as a Member or a Co-opted Member of Gittisham Parish Council (from this point known as the Council).

1.2       You should have regard to the Principles of Public Life namely, Selflessness, Honesty/Integrity, Objectivity, Accountability, Openness, Personal judgment, Respect for others, Duty to uphold the law, Stewardship and Leadership.

1.3       When acting in your capacity as a Member or Co-opted Member of the Council –

(a)  you must act solely in the public interest and should never improperly confer an advantage or disadvantage on any person or act to gain financial or other material benefits for yourself, your family, a friend or close associate;

(b)  you must not place yourself under a financial or other obligation to outside individuals or organisations that might seek to influence you in the performance of your official duties;

(c)  when carrying out your public duties you must make all choices, such as making public appointments, awarding contracts or recommending individuals for rewards or benefits, on merit;

(d)  you are accountable for your decisions to the public and you must co-operate fully with whatever scrutiny is appropriate to your office;

(e)  you must be as open as possible about your decisions and actions and the decisions and actions of the Council and should be prepared to give reasons for those decisions and actions in accordance with any statutory requirements and any reasonable additional requirements imposed by the Council or contained in its Constitution,

(f)  you must declare any private interests, whether disclosable or personal, , that relate to your public duties and must take steps to resolve any conflicts arising in a way that protects the public interest, including registering and declaring interests in a manner conforming with the procedures set out at Part 2 of this Code;

(g)  you must, when using or authorising the use by others of the resources of the Council, ensure that such resources are not used improperly for political purposes (including party political purposes) and that any use is in accordance with the Council’s  reasonable requirements;

(h)  you must have regard to any applicable Local Authority Code of Publicity made under the Local Government Act 1986 or any similar Communications Protocol or Code produced by the Council;

(i)  you must promote and support high standards of conduct when serving in your public post, in particular as characterised by the above requirements, by leadership and example.

1.4       Whilst you may be strongly influenced by the views of others, it is your responsibility alone to decide what view to take on any question which Members have to decide.

1.5       Do nothing as a Member which you could not justify to the public.

1.6       The reputation of the Council depends on your conduct and what the public believes about your conduct.

1.7       It is not enough to avoid actual impropriety, you should at all times avoid any occasion for suspicion or appearance of improper conduct.

1.8       It is your responsibility to comply with the provisions of this Code.

Definitions

2.         In this Code –

“interest or interests” have the meanings set out in Part 2 of this Code

“meeting” means any meeting of –

  • the Council;
  • any of the Council’s Committees, Sub-Committees, Working Groups or Project Groups
  • one or more Members, formal or informal and with or without officers, relating to the discharge of the Council’s functions where a formal record is made by a Council officer

 “member” includes a co-opted member

            “Relevant person” means:

  • you or
  •  your spouse or civil partner; or
  • a person with whom you are living as husband and wife or as if they were civil partners and you are aware that that other person has an interest

“relevant period” means a period of 12 months ending with the date on which you notified the Clerk of an interest.

Scope

3. You must comply with this Code whenever you are acting in your official capacity, when:

            (a)  you are engaged on the business of the Council; or

            (b)  you behave so as to give a reasonable person the impression that you are acting as a representative of the Council.

General obligations

4.         You  must

(a)  treat others with courtesy and respect,

(b)  when reaching decisions on any matter, do so on the merits of the circumstances and in the public interest and have reasonable regard to any relevant advice provided to you by an officer of the Council.

(c)  Before making any written allegation to the East Devon Monitoring Officer about the conduct of another Member of this Council or a member of the District or one of the parish councils within East Devon you shall first consult with East Devon District Council’s Monitoring Officer

5. You must not

(a)  attempt to use your position as a Member improperly to confer on or secure for yourself or any other person, an advantage or disadvantage;

(b)  do anything which may cause the Council to breach a statutory duty or any of the equality enactments (as defined in section 33 of the Equality Act 2010);

(c)  bully any person (bullying may be characterised as any single act or pattern of offensive, intimidating, malicious, insulting or humiliating behaviour; an abuse or misuse of power or authority which attempts to undermine or coerce or has the effect of undermining or coercing an individual or group of individuals by gradually eroding  their confidence or capability which may cause them to suffer stress or fear);

(d)  intimidate or attempt to intimidate any person who is or is likely to be –

(i) a complainant,

(ii) a witness, or

(iii) involved in the administration of any investigation or proceedings,

in relation to an allegation that any  Member has failed to comply  with the Council’s Code of Conduct; or

(e)  do anything which compromises or is likely to compromise the impartiality of those who work for, or on behalf of, the Council;

(f)  disclose information given to you in confidence by anyone, or information acquired by you which you believe, or ought reasonably to be aware, is of a confidential nature, except where –

       (i)  you have the consent of a person authorised to give it;

       (ii)  you are required by law to do so;

       (iii) the disclosure is made to a third party for the purpose of obtaining professional advice provided that the third party agrees not to disclose the information to any other person; or

(iv) the disclosure is –

     (A) in the public interest; and

(B) made in good faith and

(C) in compliance with the reasonable requirements of the Council;

(g)  prevent another person from gaining access to information to which that person is entitled by law;

(h)  conduct yourself in a manner or behave in such a  way so as to give a reasonable person the impression that you have brought your office or the Council into disrepute.

Part 2 Interests

6. Registration of Interests

You must, within 28 days of—

  •  this Code being adopted by, or applied to, the Council; or
  •  your taking office as a Member or Co-opted Member of the Council,

          whichever is the later, and annually thereafter, provide  written notification to the Clerk of:

(i) any disclosable pecuniary interest as defined by Regulations made by the Secretary of State , where the pecuniary interest is yours, your spouse’s or civil partner’s, or is the pecuniary interest of somebody with whom you are living with as a husband or wife or as if you were civil partners); and

(ii) any other personal; interest laid down by the Council, as set out at paragraph 7 below  

which will be recorded in the Council’s  Register of Members’ Interests  and made available for public  inspection including on the Council’s website at www.gittisham.org.uk or at www.eastdevon.gov.uk

6.1    Within 28 days of becoming aware of any new interest or change to any interest already registered, you must register details of that new interest or change by providing written notification to the Clerk.

6.2    Whether or not an interest within paragraphs 7.1 to 7.6 below has been entered onto the Council’s register,  you must disclose  any interest to any meeting at which you are present in any matter being considered in line with para 8 below,  where the matter is not a ‘sensitive interest’

6.3    Following any disclosure of an interest not on the Council’s register or the subject of pending notification, you must notify the Clerk of the interest within 28 days beginning with the date of disclosure.

6.4    In relation to disclosable pecuniary interests, in this Part of the Code the expressions in the left hand column below have the meanings attributed to them in the right hand column:

“body in which the relevant person has a beneficial interest”means a firm in which the relevant person is a partner or a body corporate of which the relevant person is a director or in the securities of which the relevant person has a beneficial interest
“director”includes a member of the committee of management of an industrial and provident society
“land”excludes an easement, servitude, interest, or right over land which does not carry with it a right for the relevant person (alone or jointly with another) to occupy the land or to receive income
“ member”Includes a co-opted member
“relevant authority”means the council of which you are a member
“relevant person”means you, your spouse or civil partner, a person with whom you are living with as husband and wife or a person with whom you are living with as if you are civil partners
“securities”means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than money deposited with a building society

7. The interests you must register are:

Disclosable pecuniary interests

7.1    those disclosable pecuniary interests defined by The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 (SI 2012/ 1464) as set out below, namely:

(a)  any employment, office, trade, profession or vocation carried on for profit or gain by you or a relevant person;

(b)  any payment or provision of any other financial benefit (other than from the Council) made or provided within the relevant period in respect of any expenses incurred in carrying out duties as a Member, or towards your election expenses, including any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992;

  •   any contract which is made between you, or so far as you are aware a relevant person (as defined at Para 2 above) (or a body in which the relevant person has a beneficial interest) and the Council:

(1)    under which goods or services are to be provided or works are to be executed; and

(2)    which has not been fully discharged

  •  any beneficial interest in land held by you or so far as you are aware a relevant person which is within the administrative area of the  Council;
  •  any licence (alone or jointly with others) to occupy land in the administrative area of the Council for a month or longer

(f)  any tenancy where (to your knowledge):

(1)  the landlord is Gittisham Parish Council; and

(2) the tenant is a body in which you or so far as you are aware a relevant person has a beneficial interest.

(g)  any beneficial interest that you, or so far as you are aware a relevant person has in securities of a body where:

(1)  that body (to your knowledge) has a place of business or land in the administrative area of the Council and

(2)  either:

(A) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or

(B)  if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

Personal interests

7.2    Those other personal interests laid down by the Council, namely your membership of any body to which you have been appointed by the Council or exercising functions of a public nature, directed to charitable purposes or whose principal purposes include influence of public opinion or policy, including your membership of any other local Authority, any political party or trade union

7.3    Any land where the landlord is Gittisham Parish Council and the member is, or a firm in which the member is a partner or a company of which the member is a remunerated director is the tenant

7.4   Any easement, servitude, interest or right in or over land which does not carry with it a right for you (alone or jointly with another) to occupy the land or to receive income.

7.5    Any gifts or hospitality worth more than an estimated value of £25 which you have received by virtue of your office

7.6    In addition to those interests listed at 7.1 to 7.5 above which you are required to register, you may wish also to declare membership of any body which, in your view, might create a conflict of interest in carrying out your duties as a Councillor, such as membership of the Freemasons or any similar body. 

7.7    Where the Council’s Clerk agrees that any information relating to your interests is “sensitive information” namely information whose availability for inspection by the public is likely to create a serious risk that any person may be subjected to violence or intimidation, you need not include that information when registering that interest, or, as the case may be, any change to that interest.

7.8    You must, within 28 days of becoming aware of any change of circumstances which means that information excluded is no longer sensitive information, notify the Council’s Clerk asking that the information be included in the Council’s Register of Members’ Interests.

Declaration of Interests and participation at meetings

8. 1   Unless a dispensation has been granted, you may not participate in any discussion of, vote on, or discharge any function related to any matter in which you have a disclosable pecuniary interest as defined by Regulations referred to at para 6(b)(i) and you must also observe the restrictions the Council may also place on your involvement in matters where you have a personal interest as defined by the Council and shown at paras 7.2 to 7.7 above.

8.2    You also have a personal interest in any business of your Council where a reasonable person with knowledge of the relevant facts would regard the interest as greater than would affect the majority of residents or inhabitants in the affected area such that it is likely to prejudice your judgment of the public interest

8.3    Where you have any interest in any business of the Council and you attend any meeting at which that business is to be considered, you must:

(a) disclose to that meeting the existence and nature of that interest but where your interest is sensitive you are not required to disclose the interest but merely the fact there is an interest in the matter concerned.

(b)  disclose any interest in accordance with the Council’s reasonable requirements, no later than the commencement of the consideration of the business in which you have that interest, or (if later) the time at which the interest becomes apparent to you;

(c )  where you have a disclosable pecuniary interest, withdraw from the room or chamber where a meeting considering the business is being held at the commencement of the consideration of that business in which you have that interest, or (if later) the time at which the interest becomes apparent to you unless you have obtained a dispensation from the Council’s Clerk;

(d)  not seek to influence improperly any decision about that business.

Gittisham Parish Council standing orders 2023

Adopted 11th May 2023

National Association of Local Councils (NALC)
109 Great Russell Street
London
WC1B 3LD

020 7637 1865 | nalc@nalc.gov.uk | www.nalc.gov.uk

© NALC 2018. All rights are reserved. No part of this publication may be reproduced or used for commercial purposes without the written permission of NALC save that councils in membership of NALC have permission to edit and use  the model standing orders in this publication for their governance purposes.

Permission is given to use NALC’s logo in the presented format only.

Contents

    INTRODUCTION

    HOW TO USE STANDING ORDERS

    Standing orders are the written rules of a local council. Standing orders are essential to regulate the proceedings of a meeting. A council may also use standing orders to confirm or refer to various internal organisational and administrative arrangements. The standing orders of a council are not the same as the policies of a council but standing orders may refer to them.

    Local councils operate within a wide statutory framework. NALC standing orders incorporate and reference many statutory requirements to which councils are subject. It is not possible for the standing orders to contain or reference all the statutory or legal requirements which apply to local councils. For example, it is not practical for standing orders to document all obligations under data protection legislation. The statutory requirements to which a council is subject apply whether or not they are incorporated in a council’s standing orders.

    The standing orders do not include financial regulations. Financial regulations are standing orders to regulate and control the financial affairs and accounting procedures of a local council. The financial regulations, as opposed to the standing orders of a council, include most of the requirements relevant to the council’s Responsible Financial Officer. Model financial regulations are available to councils in membership of NALC.

    DRAFTING NOTES

    Standing orders that are in bold type contain legal and statutory requirements. It is recommended that councils adopt them without changing them or their meaning. Standing orders not in bold are designed to help councils operate effectively but they do not contain statutory requirements so they may be adopted as drafted or amended to suit a council’s needs. It is NALC’s view that all model standing orders will generally be suitable for councils.

    For convenience, the word “councillor” is used in standing orders and, unless the context suggests otherwise, includes a non-councillor with or without voting rights.

    1. RULES OF DEBATE AT MEETINGS

    1. Motions on the agenda shall be considered in the order that they appear unless the order is changed at the discretion of the Chair of the meeting.
    2. A motion (including an amendment) shall not be progressed unless it has been moved and seconded.
    3. A motion on the agenda that is not moved by its proposer may be treated by the Chair of the meeting as withdrawn.
    4. If a motion (including an amendment) has been seconded, it may be withdrawn by the proposer only with the consent of the seconder and the meeting.
    5. An amendment is a proposal to remove or add words to a motion. It shall not negate the motion.
    6. If an amendment to the original motion is carried, the original motion (as amended) becomes the substantive motion upon which further amendment(s) may be moved.
    7. An amendment shall not be considered unless early verbal notice of it is given at the meeting and, if requested by the Chair of the meeting, is expressed in writing to the Chair.
    8. A councillor may move an amendment to his / her own motion if agreed by the meeting. If a motion has already been seconded, the amendment shall be with the consent of the seconder and the meeting.
    9. If there is more than one amendment to an original or substantive motion, the amendments shall be moved in the order directed by the Chair of the meeting.
    10. Subject to standing order 1(k), only one amendment shall be moved and debated at a time, the order of which shall be directed by the Chair of the meeting.
    11. One or more amendments may be discussed together if the Chair of the meeting considers this expedient but each amendment shall be voted upon separately.
    12. A councillor may not move more than one amendment to an original or substantive motion.
    13. The mover of an amendment has no right of reply at the end of debate on it.
    14. Where a series of amendments to an original motion are carried, the mover of the original motion shall have a right of reply either at the end of debate on the first amendment or at the very end of debate on the final substantive motion immediately before it is put to the vote.
    15. Unless permitted by the Chair of the meeting, a councillor may speak once in the debate on a motion except:
      1. to speak on an amendment moved by another councillor;
      2. to move or speak on another amendment if the motion has been amended since he last spoke;
      3. to make a point of order;
      4. to give a personal explanation; or
      5. to exercise a right of reply.
    16. During the debate on a motion, a councillor may interrupt only on a point of order or a personal explanation and the councillor who was interrupted shall stop speaking. A councillor raising a point of order shall identify the standing order which he considers has been breached or specify the other irregularity in the proceedings of the meeting he is concerned by.
    17. A point of order shall be decided by the Chair of the meeting and his / her decision shall be final.
    18. When a motion is under debate, no other motion shall be moved except:
      1. to amend the motion;
      2. to proceed to the next business;
      3. to adjourn the debate;
      4. to put the motion to a vote;
      5. to ask a person to be no longer heard or to leave the meeting;
      6. to refer a motion to a committee or sub-committee for consideration;
      7. to exclude the public and press;
      8. to adjourn the meeting; or
      9. to suspend particular standing order(s) excepting those which reflect mandatory statutory or legal requirements.
    19. Before an original or substantive motion is put to the vote, the Chair of the meeting shall be satisfied that the motion has been sufficiently debated and that the mover of the motion under debate has exercised or waived his / her right of reply.
    20. Excluding motions moved under standing order 1(r), the contributions or speeches by a councillor shall relate only to the motion under discussion and shall not exceed 5 minutes without the consent of the Chair of the meeting.

    2. DISORDERLY CONDUCT AT MEETINGS

    1. No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the Chair of the meeting shall request such person(s) to moderate or improve their conduct.
    2. If person(s) disregard the request of the Chair of the meeting to moderate or improve their conduct, any councillor or the Chair of the meeting may move that the person be no longer heard or be excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion.
    3. If a resolution made under standing order 2(b) is ignored, the Chair of the meeting may take further reasonable steps to restore order or to progress the meeting. This may include temporarily suspending or closing the meeting.

    3. MEETINGS GENERALLY

    Full Council meetings                 

    Committee meetings                 

    Sub-committee meetings          

    a          Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost.

     

    b          The minimum three clear days for notice of a meeting does not include the day on which notice was issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning.

    c          The minimum three clear days’ public notice for a meeting does not include the day on which the notice was issued or the day of the meeting unless the meeting is convened at shorter notice OR [The minimum three clear days’ public notice of a meeting does not include the day on which the notice was issued or the day of the meeting].

    d          Meetings shall be open to the public unless their presence is prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.

     

    e          Members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda.

     

    f           The period of time designated for public participation at a meeting in accordance with standing order 3(e) shall not exceed ( 3  ) minutes unless directed by the Chair of the meeting.

     

    g          Subject to standing order 3(f), a member of the public shall not speak for more than (  3 ) minutes.

     

    h          In accordance with standing order 3(e), a question shall not require a response at the meeting nor start a debate on the question. The Chair of the meeting may direct that a written or oral response be given.

     

    i            [A person shall raise his / her hand when requesting to speak and stand when speaking (except when a person has a disability or is likely to suffer discomfort). The Chair of the meeting may at any time permit a person to be seated when speaking.

     

    j            A person who speaks at a meeting shall direct his / her comments to the Chair of the meeting.

     

    k          Only one person is permitted to speak at a time. If more than one person wants to speak, the Chair of the meeting shall direct the order of speaking.

    l            Subject to standing order 3(m), a person who attends a meeting is permitted to report on the meeting whilst the meeting is open to the public. To “report” means to film, photograph, make an audio recording of meeting proceedings, use any other means for enabling persons not present to see or hear the meeting as it takes place or later or to report or to provide oral or written commentary about the meeting so that the report or commentary is available as the meeting takes place or later to persons not present.

    m         A person present at a meeting may not provide an oral report or oral commentary about a meeting as it takes place without permission.   

    n          The press shall be provided with reasonable facilities for the taking of their report of all or part of a meeting at which they are entitled to be present.

    o          Subject to standing orders which indicate otherwise, anything authorised or required to be done by, to or before the Chair of the Council may in his / her absence be done by, to or before the Vice-Chair of the Council (if there is one).

    p          The Chair of the Council, if present, shall preside at a meeting. If the Chair is absent from a meeting, the Vice-Chair of the Council (if there is one) if present, shall preside. If both the Chair and the Vice-Chair are absent from a meeting, a councillor as chosen by the councillors present at the meeting shall preside at the meeting.

    q          Subject to a meeting being quorate, all questions at a meeting shall be decided by a majority of the councillors and non-councillors with voting rights present and voting.     

    r           The Chair of a meeting may give an original vote on any matter put to the vote, and in the case of an equality of votes may exercise his / her casting vote whether or not he / she gave an original vote.

    See standing orders 5(h) and (i) for the different rules that apply in the election of the Chair of the Council at the annual meeting of the Council.

    s           Unless standing orders provide otherwise, voting on a question shall be by a show of hands or secret ballot (the latter in the case of co-option). At the request of a councillor, the voting on any question shall be recorded so as to show whether each councillor present and voting gave his / her vote for or against that question. Such a request shall be made before moving on to the next item of business on the agenda.

     

    t            The minutes of a meeting shall include an accurate record of the following:

    i.           the time and place of the meeting;

    ii.          the names of councillors who are present and the names of councillors who are absent;

    iii.         interests that have been declared by councillors and non-councillors with voting rights;

    iv.        the grant of dispensations (if any) to councillors and non-councillors with voting rights;

    v.         whether a councillor or non-councillor with voting rights left the meeting when matters that they held interests in were being considered;

    vi.        if there was a public participation session; and

    vii.       the resolutions made.

     

     

    u          A councillor or a non-councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in the Council’s code of conduct in a matter being considered at a meeting is subject to statutory limitations or restrictions under the code on his / her right to participate and vote on that matter.

     

     

    v          No business may be transacted at a meeting unless at least one-third of the whole number of members of the Council are present and in no case shall the quorum of a meeting be less than three.

    See standing order 4d(viii)  for the quorum of a committee or sub-committee meeting.

    w         If a meeting is or becomes inquorate no business shall be transacted and the meeting shall be closed. The business on the agenda for the meeting shall be adjourned to another meeting.

     

    x          A meeting shall not exceed a period of 2 hours.

    4. COMMITTEES AND SUB-COMMITTEES

    1. Unless the Council determines otherwise, a committee may appoint a sub-committee whose terms of reference and members shall be determined by the committee.
    2. The members of a committee may include non-councillors unless it is a committee which regulates and controls the finances of the Council.
    3. Unless the Council determines otherwise, all the members of an advisory committee and a sub-committee of the advisory committee may be non-councillors.
    4. The Council may appoint standing committees or other committees as may be necessary, and:
      1. shall determine their terms of reference;
      2. shall determine the number and time of the ordinary meetings of a standing committee up until the date of the next annual meeting of the Council;
      3. shall permit a committee, other than in respect of the ordinary meetings of a committee, to determine the number and time of its meetings;
      4. shall, subject to standing orders 4(b) and (c), appoint and determine the terms of office of members of such a committee;
      5. may, subject to standing orders 4(b) and (c), appoint and determine the terms of office of the substitute members to a committee whose role is to replace the ordinary members at a meeting of a committee if the ordinary members of the committee confirm to the Proper Officer ( ) days before the meeting that they are unable to attend;
      6. shall, after it has appointed the members of a standing committee, appoint the Chair of the standing committee;
      7. shall permit a committee other than a standing committee, to appoint its own Chair at the first meeting of the committee;
      8. shall determine the place, notice requirements and quorum for a meeting of a committee and a sub-committee which, in both cases, shall be no less than three;
      9. shall determine if the public may participate at a meeting of a committee;
      10. shall determine if the public and press are permitted to attend the meetings of a sub-committee and also the advance public notice requirements, if any, required for the meetings of a sub-committee;
      11. shall determine if the public may participate at a meeting of a sub-committee that they are permitted to attend; and
      12. may dissolve a committee or a sub-committee.

    5. ORDINARY COUNCIL MEETINGS

    1. In an election year, the annual meeting of the Council shall be held on or within 14 days following the day on which the councillors elected take office.
    2. In a year which is not an election year, the annual meeting of the Council shall be held on such day in April / May as the Council decides.
    3. If no other time is fixed, the annual meeting of the Council shall take place at 7.30pm.
    4. In addition to the annual meeting of the Council, at least three other ordinary meetings shall be held in each year on such dates and times as the Council decides.
    5. The first business conducted at the annual meeting of the Council shall be the election of the Chair and Vice-Chair (if there is one) of the Council.
    6. The Chair of the Council, unless he / she has resigned or becomes disqualified, shall continue in office and preside at the annual meeting until his / her successor is elected at the next annual meeting of the Council.
    7. The Vice-Chair of the Council, if there is one, unless he / she resigns or becomes disqualified, shall hold office until immediately after the election of the Chair of the Council at the next annual meeting of the Council.
    8. In an election year, if the current Chair of the Council has not been re-elected as a member of the Council, he / she shall preside at the annual meeting until a successor Chair of the Council has been elected. The current Chair of the Council shall not have an original vote in respect of the election of the new Chair of the Council but shall give a casting vote in the case of an equality of votes.
    9. In an election year, if the current Chair of the Council has been re-elected as a member of the Council, he / she shall preside at the annual meeting until a new Chair of the Council has been elected. He / she may exercise an original vote in respect of the election of the new Chair of the Council and shall give a casting vote in the case of an equality of votes.
    10. Following the election of the Chair of the Council and Vice-Chair (if there is one) of the Council at the annual meeting, the business shall include:
      1. In an election year, delivery by the Chair of the Council and councillors of their acceptance of office forms unless the Council resolves for this to be done at a later date. In a year which is not an election year, delivery by the Chair of the Council of his / her acceptance of office form unless the Council resolves for this to be done at a later date;
      2. Confirmation of the accuracy of the minutes of the last meeting of the Council;
      3. Receipt of the minutes of the last meeting of a committee;
      4. Consideration of the recommendations made by a committee;
      5. Review of delegation arrangements to committees, sub-committees, staff and other local authorities;
      6. Review of the terms of reference for committees;
      7. Appointment of members to existing committees;
      8. Appointment of any new committees in accordance with standing order 4;
      9. Review and adoption of appropriate standing orders and financial regulations;
      10. Review of arrangements (including legal agreements) with other local authorities, not-for-profit bodies and businesses.
      11. Review of representation on or work with external bodies and arrangements for reporting back;
      12. In an election year, to make arrangements with a view to the Council becoming eligible to exercise the general power of competence in the future;
      13. Review of inventory of land and other assets including buildings and office equipment;
      14. Confirmation of arrangements for insurance cover in respect of all insurable risks;
      15. Review of the Council’s and/or staff subscriptions to other bodies;
      16. Review of the Council’s complaints procedure;
      17. Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation (see also standing orders 11, 20 and 21);
      18. Review of the Council’s policy for dealing with the press/media;
      19. Review of the Council’s employment policies and procedures;
      20. Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence.
      21. Determining the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.

    6. EXTRAORDINARY MEETINGS OF THE COUNCIL, COMMITTEES AND SUB-COMMITTEES

    1. The Chair of the Council may convene an extraordinary meeting of the Council at any time.
    2. If the Chair of the Council does not call an extraordinary meeting of the Council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the Council. The public notice giving the time, place and agenda for such a meeting shall be signed by the two councillors.
    3. The Chair of a committee [or a sub-committee] may convene an extraordinary meeting of the committee [or the sub-committee] at any time.
    4. If the Chair of a committee [or a sub-committee] does not call an extraordinary meeting within ( ) days of having been requested to do so by (   ) members of the committee [or the sub-committee], any (   ) members of the committee [or the sub-committee] may convene an extraordinary meeting of the committee [or a sub-committee].

    7. PREVIOUS RESOLUTIONS

    1. A resolution shall not be reversed within six months except either by a special motion, which requires written notice by at least 2 councillors to be given to the Proper Officer in accordance with standing order 9, or by a motion moved in pursuance of the recommendation of a committee or a sub-committee.
    2. When a motion moved pursuant to standing order 7(a) has been disposed of, no similar motion may be moved for a further six months.

    8. VOTING ON APPOINTMENTS

    1. Where more than two persons have been nominated for a position to be filled by the Council and none of those persons has received an absolute majority of votes in their favour, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken. This process shall continue until a majority of votes is given in favour of one person. A tie in votes may be settled by the casting vote exercisable by the Chair of the meeting.

    9. MOTIONS FOR A MEETING THAT REQUIRE WRITTEN NOTICE TO BE GIVEN TO THE PROPER OFFICER

    1. A motion shall relate to the responsibilities of the meeting for which it is tabled and in any event shall relate to the performance of the Council’s statutory functions, powers and obligations or an issue which specifically affects the Council’s area or its residents.
    2. No motion may be moved at a meeting unless it is on the agenda and the mover has given written notice of its wording to the Proper Officer at least 3 clear days before the meeting. Clear days do not include the day of the notice or the day of the meeting.
    3. The Proper Officer may, before including a motion on the agenda received in accordance with standing order 9(b), correct obvious grammatical or typographical errors in the wording of the motion.
    4. If the Proper Officer considers the wording of a motion received in accordance with standing order 9(b) is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it, so that it can be understood, in writing, to the Proper Officer at least 3 clear days before the meeting.
    5. If the wording or subject of a proposed motion is considered improper, the Proper Officer shall consult with the Chair of the forthcoming meeting or, as the case may be, the councillors who have convened the meeting, to consider whether the motion shall be included in the agenda or rejected.
    6. The decision of the Proper Officer as to whether or not to include the motion on the agenda shall be final.
    7. Motions received shall be recorded and numbered in the order that they are received.
    8. Motions rejected shall be recorded with an explanation by the Proper Officer of the reason for rejection.

    10. MOTIONS AT A MEETING THAT DO NOT REQUIRE WRITTEN NOTICE

    1. The following motions may be moved at a meeting without written notice to the Proper Officer:
      1. to correct an inaccuracy in the draft minutes of a meeting;
      2. to move to a vote;
      3. to defer consideration of a motion;
      4. to refer a motion to a particular committee or sub-committee;
      5. to appoint a person to preside at a meeting;
      6. to change the order of business on the agenda;
      7. to proceed to the next business on the agenda;
      8. to require a written report;
      9. to appoint a committee or sub-committee and their members;
      10. to extend the time limits for speaking;
      11. to exclude the press and public from a meeting in respect of confidential or other information which is prejudicial to the public interest;
      12. to not hear further from a councillor or a member of the public;
      13. to exclude a councillor or member of the public for disorderly conduct;
      14. to temporarily suspend the meeting;
      15. to suspend a particular standing order (unless it reflects mandatory statutory or legal requirements);
      16. to adjourn the meeting; or
      17. to close the meeting.

    11. MANAGEMENT OF INFORMATION

    See also standing order 20.

    1. The Council shall have in place and keep under review, technical and organisational measures to keep secure information (including personal data) which it holds in paper and electronic form. Such arrangements shall include deciding who has access to personal data and encryption of personal data.
    2. The Council shall have in place, and keep under review, policies for the retention and safe destruction of all information (including personal data) which it holds in paper and electronic form. The Council’s retention policy shall confirm the period for which information (including personal data) shall be retained or if this is not possible the criteria used to determine that period (e.g. the Limitation Act 1980).
    3. The agenda, papers that support the agenda and the minutes of a meeting shall not disclose or otherwise undermine confidential information or personal data without legal justification.
    4. Councillors, staff, the Council’s contractors and agents shall not disclose confidential information or personal data without legal justification.

    12. DRAFT MINUTES

    Full Council meetings                 

    Committee meetings                 

    Sub-committee meetings          

     

    a          If the draft minutes of a preceding meeting have been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, they shall be taken as read.

     

    b          There shall be no discussion about the draft minutes of a preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 10(a)(i).

     

    c          The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the Chair of the meeting and stand as an accurate record of the meeting to which the minutes relate.

     

    d          If the Chair of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, he / she shall sign the minutes and include a paragraph in the following terms or to the same effect:

    “The Chair of this meeting does not believe that the minutes of the meeting of the (   ) held on [date] in respect of (   ) were a correct record but his / her view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”

    e          If the Council’s gross annual income or expenditure (whichever is higher) does not exceed £25,000, it shall publish draft minutes on a website which is publicly accessible and free of charge not later than one month after the meeting has taken place.

     

    f           Subject to the publication of draft minutes in accordance with standing order 12(e) and standing order 20(a) and following a resolution which confirms the accuracy of the minutes of a meeting, the draft minutes or recordings of the meeting for which approved minutes exist shall be destroyed.

    13. CODE OF CONDUCT AND DISPENSATIONS

    See also standing order 3(u).

     All councillors and non-councillors with voting rights shall observe the code of conduct adopted by the Council.

    1. Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has a disclosable pecuniary interest. He may return to the meeting after it has considered the matter in which he had the interest.
    2. Unless he has been granted a dispensation, a councillor or non-councillor with voting rights shall withdraw from a meeting when it is considering a matter in which he has another interest if so required by the Council’s code of conduct. He may return to the meeting after it has considered the matter in which he had the interest.
    3. Dispensation requests shall be in writing and submitted to the Proper Officer as soon as possible before the meeting, or failing that, at the start of the meeting for which the dispensation is required.
    4. A decision as to whether to grant a dispensation shall be made by the Proper Officer and that decision is final.
    5. A dispensation request shall confirm:
      1. the description and the nature of the disclosable pecuniary interest or other interest to which the request for the dispensation relates;
      2. whether the dispensation is required to participate at a meeting in a discussion only or a discussion and a vote;
      3. the date of the meeting or the period (not exceeding four years) for which the dispensation is sought; and
      4. an explanation as to why the dispensation is sought.
    6. Subject to standing orders 13(d) and (f), a dispensation request shall be considered [by the Proper Officer before the meeting or, if this is not possible, at the start of the meeting for which the dispensation is required] OR [at the beginning of the meeting of the Council, or committee or sub-committee for which the dispensation is required].
    7. A dispensation may be granted in accordance with standing order 13(e) if having regard to all relevant circumstances any of the following apply:
      1. without the dispensation the number of persons prohibited from participating in the particular business would be so great a proportion of the meeting transacting the business as to impede the transaction of the business;
      2. granting the dispensation is in the interests of persons living in the Council’s area; or
      3. it is otherwise appropriate to grant a dispensation.

    14. CODE OF CONDUCT COMPLAINTS

    1. Upon notification by the District or Unitary Council that it is dealing with a complaint that a councillor or non-councillor with voting rights has breached the Council’s code of conduct, the Proper Officer shall, subject to standing order 11, report this to the Council.
    2. Where the notification in standing order 14(a) relates to a complaint made by the Proper Officer, the Proper Officer shall notify the Chair of Council of this fact, and the Chair shall nominate another staff member to assume the duties of the Proper Officer in relation to the complaint until it has been determined and the Council has agreed what action, if any, to take in accordance with standing order 14(d).
    3. The Council may:
      1. provide information or evidence where such disclosure is necessary to investigate the complaint or is a legal requirement;
      2. seek information relevant to the complaint from the person or body with statutory responsibility for investigation of the matter;
    4. Upon notification by the District or Unitary Council that a councillor or non-councillor with voting rights has breached the Council’s code of conduct, the Council shall consider what, if any, action to take against him / her. Such action excludes disqualification or suspension from office.

    15. PROPER OFFICER

    1. The Proper Officer shall be either (i) the clerk or (ii) other staff member(s) nominated by the Council to undertake the work of the Proper Officer when the Proper Officer is absent.
    2. The Proper Officer shall:
      1. at least three clear days before a meeting of the council, a committee or a sub-committee,
      2. serve on councillors by delivery or post at their residences or by email authenticated in such manner as the Proper Officer thinks fit, a signed summons confirming the time, place and the agenda (provided the councillor has consented to service by email), and
      3. Provide, in a conspicuous place, public notice of the time, place and agenda (provided that the public notice with agenda of an extraordinary meeting of the Council convened by councillors is signed by them).
        See standing order 3(b) for the meaning of clear days for a meeting of a full council and standing order 3(c) for the meaning of clear days for a meeting of a committee;
      4. subject to standing order 9, include on the agenda all motions in the order received unless a councillor has given written notice at least ( ) days before the meeting confirming his / her withdrawal of it;
      5. convene a meeting of the Council for the election of a new Chair of the Council, occasioned by a casual vacancy in his / her office;
      6. facilitate inspection of the minute book by local government electors;
      7. receive and retain copies of byelaws made by other local authorities;
      8. hold acceptance of office forms from councillors;
      9. hold a copy of every councillor’s register of interests;
      10. assist with responding to requests made under freedom of information legislation and rights exercisable under data protection legislation, in accordance with the Council’s relevant policies and procedures;
      11. liaise, as appropriate, with the Council’s Data Protection Officer;
      12. receive and send general correspondence and notices on behalf of the Council except where there is a resolution to the contrary;
      13. assist in the organisation of, storage of, access to, security of and destruction of information held by the Council in paper and electronic form subject to the requirements of data protection and freedom of information legislation and other legitimate requirements (e.g. the Limitation Act 1980);
      14. arrange for legal deeds to be executed;
        (see also standing order 23);
      15. arrange or manage the prompt authorisation, approval, and instruction regarding any payments to be made by the Council in accordance with its financial regulations;
      16. record every planning application notified to the Council and the Council’s response to the local planning authority in a book for such purpose;
      17. refer a planning application received by the Council to the Chair or in his / her absence the Vice-Chair (if there is one) of the Council within two working days of receipt to facilitate an extraordinary meeting if the nature of a planning application requires consideration before the next ordinary meeting of the Council;
      18. manage access to information about the Council via the publication scheme; and
      19. retain custody of the seal of the Council (if there is one) which shall not be used without a resolution to that effect.
        (see also standing order 23).

    16. RESPONSIBLE FINANCIAL OFFICER

    1.  The Council shall appoint appropriate staff member(s) to undertake the work of the Responsible Financial Officer when the Responsible Financial Officer is absent.

    17. ACCOUNTS AND ACCOUNTING STATEMENTS

    1. “Proper practices” in standing orders refer to the most recent version of “Governance and Accountability for Local Councils – a Practitioners’ Guide”.
    2. All payments by the Council shall be authorised, approved and paid in accordance with the law, proper practices and the Council’s financial regulations.
    3. The Responsible Financial Officer shall supply to each councillor as soon as practicable after 30 June, 30 September and 31 December in each year a statement to summarise:
      1. the Council’s receipts and payments (or income and expenditure) for each quarter;
      2. the Council’s aggregate receipts and payments (or income and expenditure) for the year to date;
      3. the balances held at the end of the quarter being reported and which includes a comparison with the budget for the financial year and highlights any actual or potential overspends.
    4. As soon as possible after the financial year end at 31 March, the Responsible Financial Officer shall provide:
      1. each councillor with a statement summarising the Council’s receipts and payments (or income and expenditure) for the last quarter and the year to date for information; and
      2. to the Council the accounting statements for the year in the form of Section 1 of the annual governance and accountability return, as required by proper practices, for consideration and approval.
    5. The year-end accounting statements shall be prepared in accordance with proper practices and apply the form of accounts determined by the Council (receipts and payments, or income and expenditure) for the year to 31 March. A completed draft annual governance and accountability return shall be presented to all councillors at least 14 days prior to anticipated approval by the Council. The annual governance and accountability return of the Council, which is subject to external audit, including the annual governance statement, shall be presented to the Council for consideration and formal approval before 30 June.

    18. FINANCIAL CONTROLS AND PROCUREMENT

    1. The Council shall consider and approve financial regulations drawn up by the Responsible Financial Officer, which shall include detailed arrangements in respect of the following:
      1. the keeping of accounting records and systems of internal controls;
      2. the assessment and management of financial risks faced by the Council;
      3. the work of the independent internal auditor in accordance with proper practices and the receipt of regular reports from the internal auditor, which shall be required at least annually;
      4. the inspection and copying by councillors and local electors of the Council’s accounts and/or orders of payments; and
      5. whether contracts with an estimated value below £25,000 due to special circumstances are exempt from a tendering process or procurement exercise.
    2. Financial regulations shall be reviewed regularly and at least annually for fitness of purpose.
    3. A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £25,000 but less than the relevant thresholds in standing order 18(f) is subject to Regulations 109-114 of the Public Contracts Regulations 2015 which include a requirement on the Council to advertise the contract opportunity on the Contracts Finder website regardless of what other means it uses to advertise the opportunity.
    4. Subject to additional requirements in the financial regulations of the Council, the tender process for contracts for the supply of goods, materials, services or the execution of works shall include, as a minimum, the following steps:
      1. a specification for the goods, materials, services or the execution of works shall be drawn up;
      2. an invitation to tender shall be drawn up to confirm (i) the Council’s specification (ii) the time, date and address for the submission of tenders (iii) the date of the Council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process;
      3. the invitation to tender shall be advertised in a local newspaper and in any other manner that is appropriate;
      4. tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;
      5. tenders shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders has passed;
      6. tenders are to be reported to and considered by the appropriate meeting of the Council or a committee or sub-committee with delegated responsibility.
    5. Neither the Council, nor a committee or a sub-committee with delegated responsibility for considering tenders, is bound to accept the lowest value tender.
    6. A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £181,302 for a public service or supply contract or in excess of £4,551,413 for a public works contract (or other thresholds determined by the European Commission every two years and published in the Official Journal of the European Union (OJEU)) shall comply with the relevant procurement procedures and other requirements in the Public Contracts Regulations 2015 which include advertising the contract opportunity on the Contracts Finder website and in OJEU.
    7. A public contract in connection with the supply of gas, heat, electricity, drinking water, transport services, or postal services to the public; or the provision of a port or airport; or the exploration for or extraction of gas, oil or solid fuel with an estimated value in excess of £363,424 for a supply, services or design contract; or in excess of £4,551,413 for a works contract; or £820,370 for a social and other specific services contract (or other thresholds determined by the European Commission every two years and published in OJEU) shall comply with the relevant procurement procedures and other requirements in the Utilities Contracts Regulations 2016.

     19. HANDLING STAFF MATTERS

    1. A matter personal to a member of staff that is being considered by a meeting of Council is subject to standing order 11.
    2. Subject to the Council’s policy regarding absences from work, the Council’s most senior member of staff shall notify the Chair of the committee of absence occasioned by illness or other reason and that person shall report such absence to the committee at its next meeting.
    3. The Chair of the committee or in his / her absence, the vice-Chair shall upon a resolution conduct a review of the performance and annual appraisal of the work of the clerk] The reviews and appraisal shall be reported in writing and are subject to approval by resolution by the committee.
    4. Subject to the Council’s policy regarding the handling of grievance matters, the Council’s most senior member of staff (or other members of staff) shall contact the Chair of the committee or in his / her absence, the vice-Chair of the committee in respect of an informal or formal grievance matter, and this matter shall be reported back and progressed by resolution of the committee.
    5. Subject to the Council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by the clerk relates to the Chair or vice-Chair of the committee, this shall be communicated to another member of the committee, which shall be reported back and progressed by resolution of the committee.
    6. Any persons responsible for all or part of the management of staff shall treat as confidential the written records of all meetings relating to their performance, capabilities, grievance or disciplinary matters.
    7. In accordance with standing order 11(a), persons with line management responsibilities shall have access to staff records referred to in standing order 19(f).

    20. RESPONSIBILITIES TO PROVIDE INFORMATION

    See also standing order 21.

    1. In accordance with freedom of information legislation, the Council shall publish information in accordance with its publication scheme and respond to requests for information held by the Council.
    2. [If gross annual income or expenditure (whichever is higher) does not exceed £25,000] The Council shall publish information in accordance with the requirements of the Smaller Authorities (Transparency Requirements) (England) Regulations 2015.

    OR

    [If gross annual income or expenditure (whichever is the higher) exceeds £200,000] The Council, shall publish information in accordance with the requirements of the Local Government (Transparency Requirements) (England) Regulations 2015.

    21. RESPONSIBILITIES UNDER DATA PROTECTION LEGISLATION

    (Below is not an exclusive list).

    See also standing order 11.

    1. The Council shall appoint a Data Protection Officer.
    2. The Council shall have policies and procedures in place to respond to an individual exercising statutory rights concerning his / her personal data.
    3. The Council shall have a written policy in place for responding to and managing a personal data breach.
    4. The Council shall keep a record of all personal data breaches comprising the facts relating to the personal data breach, its effects and the remedial action taken.
    5. The Council shall ensure that information communicated in its privacy notice(s) is in an easily accessible and available form and kept up to date.
    6. The Council shall maintain a written record of its processing activities.

    22. RELATIONS WITH THE PRESS/MEDIA

    1. Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled in accordance with the Council’s policy in respect of dealing with the press and/or other media.

    23. EXECUTION AND SEALING OF LEGAL DEEDS

    See also standing orders 15(b)(xii) and (xvii).

    1. A legal deed shall not be executed on behalf of the Council unless authorised by a resolution.
    2. [Subject to standing order 23(a), the Council’s common seal shall alone be used for sealing a deed required by law. It shall be applied by the Proper Officer in the presence of two councillors who shall sign the deed as witnesses.]

    The above is applicable to a Council with a common seal.

    OR

    [Subject to standing order 23(a), any two councillors may sign, on behalf of the Council, any deed required by law and the Proper Officer shall witness their signatures.]

    The above is applicable to a Council without a common seal.

    24. COMMUNICATING WITH DISTRICT AND COUNTY OR UNITARY COUNCILLORS

    1. An invitation to attend a meeting of the Council shall be sent, together with the agenda, to the ward councillor(s) of the District and County Council OR Unitary Council representing the area of the Council.
    2. Unless the Council determines otherwise, a copy of each letter sent to the District and County Council OR Unitary Council shall be sent to the ward councillor(s) representing the area of the Council.

    25. RESTRICTIONS ON COUNCILLOR ACTIVITIES

    1. Unless duly authorised no councillor shall:
      1. inspect any land and/or premises which the Council has a right or duty to inspect; or
      2. issue orders, instructions or directions.

    26. STANDING ORDERS GENERALLY

    1. All or part of a standing order, except one that incorporates mandatory statutory or legal requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
    2. A motion to add to or vary or revoke one or more of the Council’s standing orders, except one that incorporates mandatory statutory or legal requirements, shall be proposed by a special motion, the written notice by at least 2 councillors to be given to the Proper Officer in accordance with standing order 9.
    3. The Proper Officer shall provide a copy of the Council’s standing orders to a councillor as soon as possible.
    4. The decision of the Chair of a meeting as to the application of standing orders at the meeting shall be final.

    2021-05 Annual Parish Meeting minutes

    MINUTES OF THE 2021 ANNUAL PARISH MEETING

    HELD ON ZOOM

    ON WEDNESDAY 5th MAY 2021

    Present: Cllr C Hall (chair), Cllrs D Valentine, M Walker, J Twist, A Rowe, P Orchard, Susie Bond (EDDC), Fiona Clampin (clerk), two members of the public

    Apologies: Phil Twiss (DCC), PCSO Darren England

    1. Introduction by Council Chair

    Cllr Hall welcomed everyone to the meeting and thanked them for attending.

    2. Apologies for absence

    Apologies for absence were accepted and approved.

    3. Report on the Council’s activities over the past year

    The Chair thanked all members for their work in the parish in 2020/21. 

    Devon County Council Climate Emergency

    In all our decisions we are considering the impact on climate change, as we have been asked to do by Devon County Council.  We are investigating the viability of an electric pool car and electric vehicle charging points. It might not be quite the right time for this but it’s good to be ready for when society and the technology are ready.  The family orchard in the playground is thriving and looking very charming with its mown paths and wild flowers.

    Covid

    During the Covid pandemic the community has really come together to support each other but it has shown how many vulnerable people there are in our parish. We have had to close the playground and then install various measures to ensure Covid safety when it was reopened. The councillors have taken on responsibilities for inspection and cleaning. And of course we have had to operate our council meetings via Zoom but this has gone surprisingly well. It’s been nice to have members of the public join us from the comfort of their sitting rooms.

    Achievements

    We have used the Community Buildings Fund to refurbish the village hall during the Covid lockdown. We are hoping to install another defibrillator in the new Hayne Farm estate and just needing some final approvals. The CLT village housing project to build nine homes in the village has made excellent progress, with architects drawings now being used for the forthcoming planning application and public consultation.  The parish emergency plan has had a much needed update this year, which has been a bit of an endless task, but good to have it ready for the next flood or snow event.

    Ongoing issues

    We are considering how the council should be structured to best represent the changes in the parish with the new houses at Hayne Farm.  Off roading in the parish and the destruction and litter it has caused is continuing to be addresssed by the council, the estate and Devon County Council.

    We are making good progress on using CIL and S106 money to fund play and sports pitches in the village and hope to have a new boules court and other facilities soon.

    4. Annual Police Report

    The police report outlined the annual crime list for the parish between 1st January 2020 and 11th January 2021, which stands at 17.  (The full list is attached to these minutes). 

    5. County and District Council Representatives Reports

    Susie Bond:

    Cllr Bond said that, inevitably, Covid had dominated all council business over the past year.  EDDC had had to change a huge amount of its practices, including how they delivered food to people shielding.  Cllr Bond added that grants are available still to small businesses to help them through the pandemic. 

    The Chair thanked both councillors for the work they’d done for people in the parish. 

    6. Reports by Village Organisations

    Gittisham CLT

    Having successfully identified a site for the proposed development and confirmed an ongoing local need for six affordable homes to rent, the first task over the past year was to appoint solicitors, accountants, architects, site investigation consultants, engineering consultants and a Housing Association partner. These appointments were in place by October and a project team was formally established to bring forward a site design for submission to EDDC as preliminary approach (Pre App) prior to making a formal planning application. This was submitted in February 2021 and received a positive response in March. Discussions also took place with EDDC Housing regarding the Housing Allocation Plan and this was agreed in September 2020.

    7. To consider any matters raised by residents

    None.

    There being no further business the meeting closed at 1950 hrs.

    Chair…………………………………….

    May 2022

    GITTISHAM ANNUAL PARISH MEETING – 05/05/2021

    17 Crimes – 2020/21  

    17 Crimes 2019/20 11 Crimes 2018/19 4 Crimes 2017/18   

    ************************************************************************

    Incidents reported 101/999 or online

    87 between 2020/2021                71 between 2019/2020

    This is an increase of 22.5% year on year

    The reports range from anti-social behaviour, transport, public safety, crime recorded.

    Anti-social behaviour 2020 – 12

    Crime recorded 2020 – 7

    Public safety 2020 – 28

    Transport 2020 – 40

    Parish Council meeting minutes 5 May 2021

    GITTISHAM PARISH COUNCIL

    MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

    HELD ON 5th MAY 2021

    via Zoom

    The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak. 

    Present:

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

    Vale ward: Cllr P Orchard, Cllr J Twist

    In attendance: Cllr Susie Bond (EDDC), Fiona Clampin (clerk), two members of the public

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

    Before the meeting, Carol McCann (editor, Gittisham Gazette) explained that she would no longer be able to print the gazette at St Paul’s in Honiton.  She asked if there was any funding available to purchase a printer or copier that both the parish council and Gittisham PCC could use, when hard copies are distributed once again.  Cllr Hall said the parish council would investigate, and members agreed to discuss this at the June parish council meeting.

    Carol McCann left the meeting.

    1/21        To elect a Chair

    Cllr Walker nominated Cllr Hall for election as Chair for 2021/22.  This nomination was seconded by Cllr Valentine.  A roll call of members present at the meeting was then taken.  It was then resolved by a unanimous decision that Cllr Hall be elected Chair for 2021/22 of Gittisham Parish Council. 

    2/21        To receive the Chair’s declaration of Acceptance of Office

    In accordance with Section 83 of the Local Government Act 1972, Cllr Hall made a Declaration of Acceptance of Office.

    3/21        To accept and approve apologies

    Apologies were received and accepted.

    4/21        To confirm the minutes of the Ordinary meeting held 7th April 2021

    The minutes of the Ordinary meeting held on 7th April 2021 were confirmed and signed by the Chair. 

    5/21        To receive the Beat Manager’s Report

    The police did not send a report this month, so the clerk provided figures taken from http://www.police.uk/ .  In March 2021, 2 crimes reported: 2 x violence and sexual offences (Cypress Close and Parsonage Lane). 

    The clerk said she had received a reply from PCSO Darren England regarding off-roading above Westgate.  He said he had been in touch with Combe Estate, who had informed him that they were in touch with the county council regarding rights of way.  PCSO England told the clerk he had attended the area, and had installed signs warning people not to use off-road vehicles.  He arranged for officers to patrol the land one weekend in April.  PCSO England explained that he has been tasked with looking at all rural crime for East Devon, and hoped to engage more frequently with the parish.  However, he pointed out that he is now required to cover four areas, not one.  An additional PCSO has been recruited to work in Honiton to allow him to do this.

    The clerk added that she had corresponded with Inspector Gait, the new area division commander, and read out his email to members.  Insp Gait had told her that a new rural crime initiative has begun, which is gathering momentum. Insp Gait said he is keen to maximise his officers’ time on the streets, delivering valuable, impactful policing and doesn’t want them to spend too much time doing administrative functions, which is researchable elsewhere. He hoped the parish council could embrace and support this approach.

    Members discussed current police engagement with the parish, particularly in the light of recent rises in the police proportion of council tax.  Cllr Orchard offered to attend a public session next week in Honiton, and members agreed that inviting PCSO England to a meeting would start the ball rolling.

    ACTION: Clerk to invite PCSO Darren England to a future meeting.  Cllr Orchard to attend public session in Honiton w/c 10/05.

    6/21        To receive declarations of interest

    None.

    7/21        To consider actions from the last meeting not otherwise on the agenda

    Cllr Rowe said he had made progress with making documents accessible for the parish website, and had sent them to the clerk.  

    Cllr Twist said she had received feedback from Hayne Farm residents regarding tentative proposals by Baker Estates to build additional houses on the old farmyard site (as reported at the April parish council meeting).  Residents had commented that the farmyard is not derelict, and there is still a considerable amount of farmyard traffic, with two slurry pits and a barn to store hay.  There was concern over roof height and surface drainage, and the presence of asbestos in the farm buildings, although Cllr Rowe suggested the roof panels could be made of cement fibre which looks similar.  There are also bats on site, and migratory birds nest there too.  Cllr Walker suggested it might be difficult to develop a site with farm buildings still in use.  Cllr Valentine said it would be wise to reserve these comments to bring to the attention of Baker Estates in the event of any future planning application.  Cllr Bond reminded members that it would be in the call for sites in the Local Plan review.

    The clerk asked members if they would prefer to purchase a subscription to Microsoft Office (£59.99) for the parish clerk’s laptop, which would incur ongoing costs, or purchase the standalone package Office 2019 (£119.99).  [The £59.99 was agreed at the March 2021 meeting, ref. 211/20.] Members agreed the standalone package was the best option, and the clerk agreed to claim back the additional cost at the next meeting. 

    ACTION: Clerk to purchase Office 2019.

    8/21        Reports from County Council and District Council representatives

    Cllr Bond explained that as part of the Local Plan review, meetings of the Strategic Planning Committee (SPC) have been scheduled for each month with the intention to have a draft plan put before the committee at their December meeting. This will then go out to consultation in January 2022. At their most recent meeting, the Strategic Planning Committee decided that developers can come to a special meeting of SPC in November to promote their sites. These would be only strategic sites and officers would remove the ones which are immediately unacceptable. The developers will be given a time-limited slot to present their sites. SPC members and ward members must be mindful that they don’t prejudice their position for any future planning application.  This is the link to the March SPC agenda with a timeline for progress of the Local Plan: https://democracy.eastdevon.gov.uk/documents/s11803/1.Local%20Plan%20cmtte%20work%20programme%20for%202021%20ver%2003.pdf  

    There’s been no progress on the Heathpark Extension masterplan as the lead officer is on sick leave.

    Cllr Bond said that at the moment, the Government and High Court have indicated that local authority meetings must return to normal immediately after 7 May, i.e. remote Zoom meetings will not be allowed. However, there is still hope that Government will find time to legislate to continue Zoom meetings at least until the summer. Meanwhile, EDDC is working on how to hold its Annual meeting, currently scheduled for 26 May, given the requirements for social distancing. There is no appetite among councillors to meet up, particularly for a meeting which is often highly fractious! However, it’s a legal requirement that Annual Council is held before the end of May.  Otherwise, the possibility of hybrid meetings is being explored to keep numbers to a minimum in the Council chamber.

    Cllr Bond left the meeting.

    9/21        To consider the following planning applications:

    a) 21/0944/FUL Pomeroy House Gittisham EX14 3AJ – Outdoor pool with plant in existing outbuilding and re-grading / landscaping works within the walled garden; localised repairs and reinstatement of section of collapsed garden boundary wall.

    Members had no objections to a).

    10/21     To receive reports from councillors on areas of responsibility and actions since the last meeting:

    • To note the latest planning decision notices

    21/0437/FUL Part of Honiton Showground Nags Head Road Gittisham – Use of the land as a caravan site for up to 100 tents, touring caravans and motorhomes from April to October of each year and siting of portable toilets and showers.  Withdrawn.

    • To receive an update on Highways

    Cllr Orchard said approximately 10 reflective posts had been installed on Hayne Lane south of the railway bridge to discourage drivers mounting the soft verges.

    Forthcoming road closures in Gittisham Parish:

    Cllr Orchard reported that no significant works planned, although the road through Alfington will have temporary signals on Thursday 13 May, while Jurassic Fibre conduct works.

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

    Cllr Orchard said the manufacturers (Handmade Swings) of the present swing charge £595 (£714 inc VAT) plus £35 £42) carriage for replacement of 2 cradle swing seats including attaching shackles. Total £756.

    The only other robust manufacturer he had been able to find is Kompan. They come in two designs: cradle swing seat £260 + VAT (2 for £576 inc VAT), and a baby surround seat £240 (2 for £552 inc VAT) plus carriage.  He said that EDDC had agreed for S106 funds under the following terms: “The PC needs to sign off on the project and minute that this is what they want, are happy to maintain and to enter into a grant agreement to secure it.”

    Members resolved by a unanimous vote to replace the current toddler swing seats and chain with one cradle swing seat and one baby surround seat from Kompan with stainless steel chains.  Members also resolved to maintain and enter into a S106 grant agreement with EDDC to secure the items.  Cllr Walker agreed to ask Len Abbott to install the swings, and bill this separately.  The Chair said the current seats and chains should be disposed of responsibly or recycled.

    The Chair explained that if the parish council wished to include additional items funded by S106 to the boules pitch, it would be easy to carry out a further consultation.  Members agreed this should be done via the gazette, and any online fora and posters throughout May.  Once GPC has agreed any additions to the project, EDDC will include it with the allocation for funding.

    ACTION: Clerk to purchase replacement swing seats and chains from Kompan; Cllr Orchard to contact Sulina Tallack at EDDC to progress entering into a S106 grant agreement.  Chair to write a short item for the gazette, asking residents for any ideas for additional items in the play area that meet S106 criteria.

    • To receive an update on public transport

    Cllr Orchard said most of the books were removed from the Vale shelter after the April meeting, and a sign put up asking people not to deposit more than the basket on the bench can hold.  However, since then there have been two significant deposits since including ‘X’ rated DVDs, enough to fill at least three recycling boxes.  Cllr Orchard has removed these, and members offered to help him dispose of any further items.

    ACTION: Cllr Orchard to monitor the situation with the Vale bus shelter.

    • To consider the purchase of a defibrillator for the Hayne Farm development

    Cllr Twist said she had received no further information from either Baker Estates or Sovereign Housing since the last meeting, although she had sent them the documentation requested.

    • To consider climate change measures within the parish

    Cllr Twist said the Devon Climate Emergency Council Support Network report contains a link which will take you to the village’s carbon footprint, both by territory and consumption.  There is also the ability to compare against other parishes, councils and nationally:

    Gittisham by consumption per household 15.6t CO2e

    East Devon by consumption per household 17.2t CO2e

    National average consumption per household 13.1t CO2e

    The Chair encouraged all members to read the Interim Devon Carbon Plan, or the eight points that are summarised on this link: https://www.devonclimateemergency.org.uk/  She said there is also a document which explains what parish councils can do, and this is an extract “… try to involve as many businesses and households as possible. Many Parishes are rural, so don’t forget your farming community and businesses, they too have major key roles to play in tackling the two emergencies. Community/Council engagement is fundamental in declaring a Climate emergency. “ https://actionclimateteignbridge.org/wp-content/uploads/2020/03/ACT-TP-Pack-what-can-councils-do-v1.0-1.pdf

    She also urged councillors and residents to use the World Wildlife Fund’s carbon footprint calculator https://footprint.wwf.org.uk/#   This is not so much about comparing our scores, she said, but more about “how can I change my own score” and understanding how our personal choices affect our carbon footprint. 

    The Chair added that she is working with licensed lay minister Julia Barrett to look at ‘no-mow May’ for the churchyard and hopefully extending this longer term into a project to have just mown paths in the churchyard, similar to the play area.  Julia Barratt said she would be speaking to the PCC about this, and would request volunteer help from the parish for further rewilding if approved.

    In terms of food waste, the Chair said a parishioner volunteers at the Ottery Food larder and if there is excess bread on Saturdays she brings it to the village bus shelter for sharing. Please spread the word. It needs eating and you can just help yourself.

    Electric Vehicle Charging Points.

    Cllr Twist said she had received no further information on the charging point for the village.

    Members discussed the possibility of wild flower planting in the parish, similar to projects in Honiton, as this would potentially encourage pollinators, increase wildlife and bring joy to people walking past. 

    ACTION: All to keep eyes open for new climate change initiatives that the PC can support.  Cllr Rowe to contact EDDC’s Street Scene to investigate wild flower planting.  Cllr Walker to ask her oldest granddaughter to write an article for the gazette on the carbon footprint calculator.

    Julia Barrett left the meeting.

    • To consider parish council support for scam awareness and security

    Cllr Twist said the parish council had received an email from Ashley Jones, the Regional Fraud Protect Adviser, part of the South West Regional Organised Crime Unit (SWROCU). The post is being funded by the Home Office. The role is improving awareness and promoting preventative measures, as 80 per cent of fraud is preventable.  There is the offer of a fraud safety presentation, to groups, lasting 35-45 minutes including a question and answer session. There is also a narrated film presentation available via YouTube, https://www.youtube.com/watch?v=Oyc3ITOxvsY , which the Parish Council are asked to promote, along with the Little Book of Scams which we are asked to share. The publication is 60 pages and contains the 17 most used scams, alongside information on reporting and avoid falling victim to scams.

    ACTION: Clerk to upload Little Book of Scams to parish website.  All to promote film presentation on scams.

    • To consider limited residential development in the parish

    Cllr Valentine said following the Pre App response from EDDC the project team has been looking at addressing the issues that were raised in the response. This required liaising with the consulting engineers, DCC Highways, the HA and the architects. A detailed response is in preparation and will be issued later this week. Some minor adjustments have been made to the site layout and work is now progressing with detailed design work. It is proposed that a public exhibition of the proposed development be put on display for comment in the Village Hall on Friday 11th June between 3.00pm and 8.00pm.  The Chair said she was delighted at this progress, and members offered to assist at the consultation event if necessary.

    • To consider the parish emergency plan

    Members resolved to adopt the parish emergency plan.  Cllr Walker reported that Len Abbott was happy to be included as a snow warden.

    ACTION: Cllr Rowe to upload the completed plan to the parish website. 

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

    Members thanked Cllr Orchard for his work investigating replacement swings. Cllr Walker agreed to speak to Len Abbott regarding any outstanding items in the annual play area inspection report. 

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

    None.

    11/21     To receive a report from the Chair

    The Chair said there had been no progress on defining which paths are ones that off road vehicles can use. She said she had been corresponding with Combe Estate, and had sent DCC a map showing that there’s no route across the top of Westgate Common. There’s no connection for vehicles between Alfington Summer Lane and the tarmacked road on the top of Westgate Common as far as maps show. But no word from DCC rights of way yet.  The problem of destructive use and litter continues.

    Fly tipping

    The Chair said she would encourage any parishioners noticing fly tipping to report it using the EDDC app. They do respond quickly.

    ACTION: Clerk to contact DCC Rights of Way for clarification on bridleways and unmetalled roads / green lanes at Westgate hill; also for update on Ramblers’ appeal. 

    12/21 To consider public access within the parish

    The Chair said there is widespread and ongoing concern about the interaction between walkers, cyclists, traffic and cattle.  She said she had witnessed a car crash outside her house where the car pulling out did not stop or even look left. Thank goodness they hit another car coming down the hill, she said, and not a bike or child. And that was on the same day as she noticed the tractor driver coming down the hill was texting whilst driving.

    Members discussed disappointment among some parishioners over increasing restrictions on exercising dogs off the lead.  It was agreed that access to private land was not a matter for the parish council, and the Chair said she would ask Combe Estate if they wished to write a short piece for the gazette explaining the situation.

    13/21 To consider and adopt the parish council’s standing orders

    Members resolved to adopt the parish council’s standing orders, replacing the supplementary standing orders which expire on 7th May 2021.

    14/21     To approve the May payments and to note the current bank balance

    It was resolved to approve the following payments:

    1098       F J Clampin                          £226.56                 Clerk’s salary & expenses

    1099       Michael Poll                          £60         Grass cutting, play area (inv. ref. 10072)

    1100       Michael Poll                          £60         Grass cutting, play area (inv. ref. 10073)

    DD          NEST                                     £22.48   Clerk’s pension (5% employer, 5% employee)

    Members were informed that the current bank balance of £19,307.66 (which includes the £7,000 in the business reserve account). 

    15/21     Clerk’s Report

    None.

    16/21     For information only; items for the forward agenda

    Annual accounts and governance statement; printer / copier for Gittisham gazette. 

    17/21     To consider any late entry correspondence

    Cllr Twist asked if there had been any update from Baker Estates regarding additional dog waste bins; she said they filled up quickly on the Hayne Farm estate, and this could increase once the new play area is installed.  The clerk said she had not received a reply.

    ACTION: Clerk to follow up dog poo bin situation with Graham Hutton.

    18/21     Date of next two meetings  

    Wednesday 2nd June and Wednesday 7th July (village hall) 2021 at 7.30pm via Zoom.  The Chair asked all to observe social distancing and bring along a mask and hand sanitiser.

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

    Chair…………………………………….

    2nd June 2021

    Parish Council agenda 5 May 2021

    GITTISHAM PARISH COUNCIL

    Ms Fiona Clampin

    Clerk to the Council

    Garlands

    Gittisham

    Honiton

    EX14 3AJ

    01404 851442

    clerk@gittisham.eastdevon.gov.uk

    28th April 2021

    Local Government Act 1972

    NOTICE OF ANNUAL PARISH MEETING FOR GITTISHAM PARISH

    NOTICE IS HEREBY GIVEN THAT

    The Annual Assembly of the Parish Meeting for Gittisham will be held on Wednesday 5th May 2021 at 7.30pm

    The meeting will be open to the public, and accessible using the Zoom details below.

    Annual Parish Meeting Agenda

    1. Introduction by Council Chair
    2. Apologies for absence 
    3. Report on the Council’s activities in 2020/21 by the Council Chair
    4. Annual Police Report
    5. County and District representatives’ reports
    6. Reports by village organisations
    7. To consider any matters raised by residents.

    Annual Council Meeting Agenda

    27th April 2021

    Members of Gittisham Parish Council

    You are hereby summoned to attend the Annual Council Meeting to be held via Zoom on Wednesday 5th May 2021 commencing at 7.30pm (following the Annual Parish Meeting) to discuss items on the Agenda and to make resolutions as appropriate.

    The Parish Council Meeting has to take place tonight remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak.   

    Prior to the start of the meeting a period of 15 minutes is allowed to permit any resident to bring appropriate matters to the notice of the Council.  Please contact the clerk if you would like to do this, preferably by email in advance of the meeting, with a question you wish to be raised with Councillors on your behalf.  Alternatively, members of the public can join the meeting by following the Zoom link below. If you are unable to use this facility but would still like to participate, please contact the clerk.

    Join Zoom Meeting

    https://us02web.zoom.us/j/84002721803?pwd=OUhJNHlCODcwb25PaEJmZy94ZmRWUT09

    Meeting ID: 840 0272 1803

    Passcode: 612589

    1. To elect a Chair
    2. To receive the Chair’s declaration of Acceptance of Office
    3. To accept and approve apologies
    4. To confirm the Minutes of the Ordinary meeting held on 7th April 2021
    5. To receive the Beat Manager’s report
    6. To receive declarations of interest
    7. To consider actions from last meeting not otherwise on the agenda
    8. To receive reports from County Council and District Council representatives
    9. To consider the following planning applications:

    a)             21/0944/FUL Pomeroy House Gittisham Honiton EX14 3AJ Outdoor pool with plant in existing outbuilding and re-grading / landscaping works within the walled garden; localised repairs and reinstatement of section of collapsed garden boundary wall.

    1. To receive reports from councillors on areas of responsibility and actions since the last meeting:

    • To note the latest planning decision notices (Cllr Orchard)
    • To receive an update on highways (Cllr Orchard)
    • To consider plans for expenditure in the parish under the Community Infrastructure Levy and S106 (Cllr Orchard)
    • To receive an update on public transport (Cllr Orchard)
    • To consider the purchase of a defibrillator for the Hayne Farm development (Cllr Twist)
    • To consider climate change measures within the parish (Cllr Twist)
    • To consider parish council support for scam awareness and security (Cllr Twist)
    • To consider limited residential development in the parish (Cllr Valentine)
    • To consider the parish emergency plan (Cllr Valentine / Cllr Orchard)
    • To consider the refurbishment and maintenance of the village play area (Cllr Walker)
    • To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish (Cllr Walker)
    1. To receive a report from the Chair
    2. To consider public access within the parish
    3. To consider and adopt the parish council’s standing orders
    4. To approve the May payments and to note the current bank balance:

    F Clampin £224.86 + £1.70 clerk’s salary & expenses

    Len Abbott lengthsman work, £tbc

    Len Abbott expenses £tbc

    Michael Poll play area grass cutting £60 (inv. 10072)

    Michael Poll play area grass cutting £60 (inv. 10073)

    NEST (clerk’s pension) £22.48

    1. Clerk’s report
    2. For information only; items for the forward agenda
    3. To consider any late entry correspondence
    4. To note the date of the next two meetings, Wednesday 2nd June and Wednesday 7th July 2021 at 7.30pm. 

    F J Clampin – Clerk

    Parish Council meeting minutes 7 April 2021

    GITTISHAM PARISH COUNCIL

    MINUTES OF THE PARISH COUNCIL MEETING

    HELD ON 7th APRIL 2021

    via Zoom

    The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak. 

    Present:

    Gittisham Village Ward

    Cllr C Hall (Chair)

    Cllr D Valentine

    Cllr M Walker

    Cllr A Rowe

    Gittisham Vale Ward

    Cllr P Orchard

    Cllr J Twist

    In attendance: Cllr Susie Bond (EDDC), Cllr Phil Twiss (DCC), Graham Hutton, Chris Watton & Tom Biddle (Baker Estates), Fiona Clampin (clerk), two members of the public

    Apologies for absence: PCSO Darren England

    Before the meeting, Baker Estates (BE) explained the background to their S73 application and gave an update on the current situation with the Hayne Farm development.  Graham Hutton thanked members for their support on the previous application, which has been approved.  He reported that as a result of that amendment, five of the latest homes to be built had been reserved through the Help to Buy scheme for first-time buyers.  Tom Biddle explained that the current application does not represent a fundamental change but rather focuses on cosmetic aspects.  It affects 27 properties in total, and would allow BE to respond to changes in the market and feedback from current residents.  BE is proposing to move some of the affordable units elsewhere on the site, change the size and internal figuration of some properties, and provide new house types which were not on the original application.  He said that none of the changes affect height parameters, highway design or public open space provision.  Graham Hutton added that the mix and number of homes had not changed, and the overall size of the homes is reducing.  The original plan would have left BE with quite a lot of large homes to sell in one go, and the company would now prefer to have a mix of smaller and larger properties.

    Graham Hutton said that by May, BE should have reached 150 units and therefore it is approaching the half-way point in the development.  He promised to email the most up to date figures to the clerk.  Cllr Bond said there appeared to be a change with the attenuation pond from 3 down to 1, and Graham Hutton said this had already been approved by DCC as the lead flood authority.  Cllr Orchard enquired as to progress on the play area, and Graham Hutton replied that BE’s commercial team was in the process of organizing the equipment and placing orders.  He could not give a start date however.

    Graham Hutton told members that BE had an option with the Combe Estate to build 40 additional homes on the old farmyard site, and he has met EDDC for a pre-application meeting.  There would be no additional access off Hayne Lane.  He said more engagement and public consultation is necessary, and the proposal is at a very early stage.  Cllr Walker asked if there would be an affordable element, to which the reply was yes.

    217/20   To accept and approve apologies

    Apologies were received and accepted.

    218/20   To confirm the minutes of the meeting held 3rd March 2021

    The minutes of the meeting held on 3rd March 2021 were confirmed and signed by the Chair. 

    219/20   To receive the Beat Manager’s Report

    The police did not send a report this month, so the clerk provided figures taken from https://www.crime-statistics.co.uk/ .  In February 2021, 2 crimes reported: 2 x violence and sexual offences (Cypress Close). 

    ACTION: Clerk to follow up with PCSO Darren England regarding off-roading above Westgate.

    220/20   To receive declarations of interest

    Cllr Valentine declared an interest in item 8b (minute ref. 224/20), as he has previously advised the applicant.

    221/20   To consider actions from the last meeting not otherwise on the agenda

    The clerk said she had not yet purchased Microsoft Office for the parish council laptop (as agreed at the last meeting), but would do so.

    Cllr Rowe said he had attended all four of DALC’s Being a Good Councillor courses, and found them very informative.  He said he had worked through the 2019/20 transparency code documents on the website, and had passed them to the clerk for review.  He explained that DALC had advised councillors to note on their parish websites that work on making documents accessible is ongoing.  The Chair said it was good to be making progress on this. 

    ACTION: Clerk to send original Word documents to Cllr Rowe.

    222/20   Reports from County Council and District Council representatives

    Cllr Twiss said that as this version of Devon County Council draws to its conclusion, with a new Council to be elected on May 6th his report is intentionally brief due to being in election purdah.  He said that a lot has happened in his time as your County Councillor, and of course he could not tell whether electors in the Feniton & Honiton Division would elect him to be their representative at County Hall in May for a further four years.  He said he was grateful for the support he had received from Gittisham Parish Council members both current and previous, who work very hard on behalf of parishioners’ interests, despite being something of a thankless task.  He said he was particularly pleased to have been able to offer financial support from the DCC Locality budget to help projects in the village and see superfast broadband reach the village firstly from wireless provider Voneus and shortly a fibre-to-the-premises service from Jurassic Fibre.

    Ordinarily he suspected that his ‘end of term’ report would have seen potholes, drains and ditches as key feature.  But the inescapable fact is that COVID-19 has dominated all of our lives for most of 2020 and in to 2021.  Cllr Twiss added that as we all look forward to a much brighter future, he would end on a positive note with an update on the vaccination programme (circulated to members) which continues at pace and will see our lives and those of our family and friends return to a more normal state of affairs sooner than later.  The Chair thanked Cllr Twiss for his active involvement in the parish.

    Cllr Bond explained that work on the local plan review carries on apace, with the ambitious target of December for publication of a draft local plan. An Urban Capacity Study has been undertaken to look at possibilities for building within the BUABs of the main towns and approximately 750 sites have been identified, although there is no indication that landowners will want to put their land up for development. The total of 750 sites is far less than the 950 houses required to be built by EDDC every single year.

    Cllr Twist asked Cllr Bond why a proposal for an industrial estate on Hayne Lane would that not have appeared on searches conducted by people buying their homes, or their solicitors?  Cllr Bond replied that this would only appear if there was a planning application in the system.  Regarding the estate, she said at the moment there is a proposal to see whether it will be a viable option and what sort of office space or units would be suitable there.  Cllr Valentine added that results often depend on search terms, and also that railway lines often act as a demarcation line between one area and another, so even applications close by will not be classed as ‘in the vicinity’. 

    Cllr Twiss left the meeting.

    223/20   To consider the following planning applications:

    a) 21/0730/VAR Phases 1 – 4 Hayne Lane Gittisham Variation of condition 1 of application 20/2179/VAR (Variation of condition 1 of application 18/0454/MRES (Proposed construction of 291 no. dwellings and associated parking, garages, roads, drainage and landscaping (approval of reserved matters pursuant to outline planning permission 13/2744/MOUT), amended proposal to reduce total number of units from 300 to 291) to amend unit types and/or numbers on plots 132-136, 162-166 and 299-230; design changes to units on plots 92-95, 105-110, 167-170 &172-175; layout changes to plot 137, and; provision of additional parking to plots 167-170

    b)            21/0437/MFUL Part Of Honiton Show Ground Nags Head Road Gittisham Use of the land as a caravan site for up to 100 tents, touring caravans and motorhomes from April to October of each year and siting of portable toilets and showers

    Members had no objections to a). 

    Graham Hutton, Chris Watton & Tom Biddle left the meeting.

    Regarding b), the Chair said she had discussed the application with the chair of Buckerell Parish Council.  Gittisham parish councillors resolved to object strongly to this application for the following reasons: the information given in the application is minimal and sometimes incorrect, and it does not address concerns over flooding, highways, traffic, the scale and siting, use of land, and proximity to settlements.  There are no suitable services and utilities close by, it is not sustainable, the sewerage system is already exhausted and environmental concerns are not addressed in the application.  Members said they would be happy to provide more detail to EDDC on every single item of concern, if requested.

    ACTION: Chair to contact Buckerell PC chair with update.

    224/20   To consider the following appeals:

    1.  APP/U1105/W/21/3267702 Land North Of Hamlet House Weston Conversion of agricultural building to dwelling

    Members resolved they did not wish to add anything more to the parish council’s previous comments.

    Cllr Valentine left the meeting.

    2. APP/U1105/W/21/3267313 Goldcombe Farm Gittisham EX14 3AB Conversion Of Existing Buildings To Holiday Dwellings (application for removal of Condition 5 of planning permission 84/P0792 to allow year round occupancy of the holiday dwellings and variation of Condition 6 of planning permission 84/P0792 to allow The Cider Barn to be used as an unrestricted residential dwelling)

    Members resolved they did not wish to add anything more to the parish council’s previous comments, but would like to reiterate the parish council has no objection this appeal.

    Cllr Valentine returned to the meeting.

    225/20   To receive reports from councillors on areas of responsibility and actions since the last meeting:

    1. To note the latest planning decision notices

    21/0428/FUL 34 Meadow Acre Road Gittisham EX14 3FE Construction of single side/rear storey extension.  Approval.

    • To receive an update on Highways

    Cllr Orchard said there was nothing to report. 

    Forthcoming road closures in Gittisham Parish:

    19-23 April 2021. Vodaphone are working on A30 between Ironbridge junction and Turks Head junction. Not clear whether the road will be closed at night, or just reduced lanes.

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

    The Chair explained that she, Cllr Orchard and the clerk had met Honiton Town Council’s new clerk, HTC’s leader and Sulina Tallack from EDDC to discuss how S106 money from the Hayne Farm development (which belongs to GPC) can be spent, what proportion could be spent in Honiton itself and on what.  It had been agreed at that meeting, the Chair said, that Gittisham would decide whether or not to go ahead with upgrading the boules pitch and installing a table tennis table which would take the overall expenditure to approximately £40,000.  Cllr Orchard had asked Sulina if it was necessary to go through the public consultation process once again, but has not yet received a reply.  Cllr Walker added that there was support within the village for the additional items.

    • To receive an update on public transport

    Cllr Orchard said the Stagecoach bus had failed to collect Kings School students on the last day of the Easter term (again), but he did not know why.  The clerk added that DCC has confirmed it will be providing a privately contracted service for Kings School pupils from September 2021.

    • To consider the purchase of a defibrillator for the Hayne Farm development

    Cllr Twist said she had provided the information on the type of defibrillator so the appropriate electrical connections could be made, and would resend this to Graham Hutton at Baker Estates.  Sovereign has given permission to locate the new defibrillator on their building.   

    ACTION: Cllr Twist to send information to Graham Hutton.

    • To consider climate change measures within the parish

    Cllr Twist said she had read the Resource & Waste Management Strategy for Devon & Torbay 2020-2030 and responded to their online questionnaire.  She presented some of the main points to councillors, who agreed that the parish council should measure the carbon footprint and environmental impact of its actions in future.  The Chair suggested that parishioners be encouraged to ask their parish council to consider the climate agenda, for example land use.  Cllr Twist explained that the Government’s Green Deal Grant was scrapped on 31st March.  The £300m will now go to local authorities to target lower income families to achieve energy efficiency.  The Chair welcomed the news that there had been a litter pick along Devonshire Road in March.

    Cllr Rowe asked if wild flower planting projects similar to those in Honiton might be an option, and it was agreed to put this on the next agenda.

    Cllr Twist said she had received no further information about the village EV charging point.  Plans to install 30 electric vehicle charging points in several district car parks goes before EDDC full council on 21st April. (Honiton Lace Walk 4 bays, Blackdown House 4 bays).

    ACTION: All to keep eyes open for new climate change initiatives that the PC can support.

    • To consider parish council support for scam awareness and security

    Cllr Twist said the alert this month is regarding the census and cold callers informing people they have incorrectly completed the census form and there is a fine to pay.  This is a scam, and Cllr Twist reminded members that the Office for National Statistics will not contact people this way.  It is important to keep anti-virus software up to date as “dwell times” can be six months or more (where a virus is planted in your laptop etc but not activated immediately).  Cllr Twist added that another new scam doing the rounds is called “fleeceware”.  This is a mobile application that comes with excessive subscription fees.  The provider offers a short free trial for three days, and then the subscription can be £50 / week.  If you delete the app, said Cllr Twist, you still have the money taken, so you have to follow steps to delete or cancel the subscription as well.

    • To consider limited residential development in the parish

    Cllr Valentine said he had previously reported that a pre-app submission had been prepared and submitted to EDDC. A response has now been received and work is now taking place to address some of the comments that have been received. The response is positive and concludes “the principle of development is acceptable providing the application is accompanied by the relevant needs survey and supporting information. The layout and design may require some alterations; however the general concept is supported.”  It is hoped that a preferred scheme will be finalised later this month and that GCLT will then bring forward a public consultation during May.  Details will be publicised as soon as possible.

    • To consider the parish emergency plan

    Cllr Orchard said the plan had been completed and distributed to councillors. It needs further snow wardens, training and flood line connection for flood wardens, and then publication date.  Cllr Walker said Len Abbott was often involved in clearing snow, and may be interested in becoming an official snow warden.

    ACTION: Cllr Orchard to complete plan.  Cllr Walker to ask Len Abbott if he is interested in being listed as a volunteer snow warden. 

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

    Cllr Walker reported that the bin had been installed.  The Chair said a large quantity of hand sanitizer was available from her house.  All members agreed to help Cllr Walker if the cleaning became too arduous.

    ACTION: Cllr Walker to keep hand sanitiser at the entrance to the play area topped up.

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

    Cllr Walker said that Len Abbott would most likely submit an invoice next month. 

    226/20   To receive a report from the Chair

    The Chair said she would like to make progress on the play area as soon as possible, which could involve redoing the consultation exercise to encourage a few more people to get involved.  She said she thought both upgrading the boules pitch and installing a ping pong table were feasible. 

    The Chair reported that she had not heard back from DCC as to which tracks can be used by off-roaders above Westgate, if any, and neither had Combe Estate.

    She encouraged all councillors and residents to register an interest on Jurassic Fibre’s website.  This does not commit the user to take up their services, but would help to show the level of demand and encourage the roll-out of superfast broadband.

    ACTION: All to register interest with Jurassic Fibre.

    Cllr Walker left the meeting.

    227/20 To consider the practicalities of returning to face to face meetings from 7th May 2021, including a review of the scheme for delegation to ensure continuity of the Council functions (as far as practicable)

    Cllr Bond explained that at the moment, the Government has indicated that meetings must return to normal immediately after 7 May, i.e. Zoom meetings will not be allowed. Their reasoning is that there is no time to extend the legislation. A case is being taken to the High Court to challenge this and it is hoped that Zoom meetings will be permitted as long as the pandemic continues.

    The clerk said she had attended a DALC briefing on the issue.  The Chair said the parish council was prepared for the return to face to face meetings, and although not ideal given the concern surrounding this, the village hall had been booked for the June parish council meeting. 

    228/20   To approve the April payments and to note the current bank balance

    It was resolved to approve the following payments:

    1092       F J Clampin                          £226.18                 Clerk’s salary & expenses

    1093       Playsafety Ltd                     £107.40                 Annual play area safety inspection

    1094       Michael Poll                          £60         Grass cutting, play area (inv. ref. 10065)

    1095       34SP                                       £95.40   Annual professional website hosting renewal, 16th April 2021

    1096       DALC                                    £36         Being a Good Councillor, 2 x sessions @£18 each inc. VAT     

    1097       DALC                                    £167.13 Annual membership 2021/22

    DD          NEST                                     £22.48   Clerk’s pension (5% employer, 5% employee)

    Members were informed that half of the current financial year’s precept had been received, giving a current bank balance of £19,676.69 (which includes the £7,000 in the business reserve account). 

    The clerk said other councils had reported that the road to internet banking was a difficult one, but she agreed to pursue internet banking in future.

    ACTION: Clerk to investigate internet banking.

    229/20   Clerk’s Report

    The clerk said no one had come forward to fill the parish councillor (Vale) vacancy.  EDDC had advised her that the parish council does not need to go through the casual vacancy process again, and the parish council should keep the vacancy advertised until someone expresses an interest.  Until such time, the post will remain vacant.  She advised members that the next meeting would be the annual council meeting which begins with the election of a Chair, and Vice-Chair if thought necessary. 

    230/20   For information only; items for the forward agenda

    Wild flower planting; public access around the parish.  Cllr Orchard said that he had cleared items from the Vale bus shelter earlier in March, but books, DVDs and magazines had once more found their way into the shelter and were threatening to take over.  The Chair said as it is a bus shelter, there needs to be space for seating that allows for social distancing.  If there are books, they should be confined to a small box. 

    ACTION: Cllr Orchard to monitor the situation.

    231/20   To consider any late entry correspondence

    Cllr Orchard asked if there was any information regarding the proposed footpath at Goldcombe, but the clerk said there was no update from DCC.

    232/20   Date of next two meetings.  

    Wednesday 5th May and Wednesday 2nd June 2021 at 7.30pm via Zoom.  Should the law allowing remote meetings be lifted as expected, the June meeting will be held in the village hall with social distancing and hygiene measures in place.

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

    Chair…………………………………….

    5th May 2021

    2021-04 Gittisham Gazette April 2021

    A monthly Community Newsletter

    Published by St. Michael’s Church and Gittisham Parish Council

    Edition 230

    Megan and Carol’s walk for Dementia UK

    Megan the dog, resident of the village, walked 100kms in March, raising £82 for Dementia UK. What started as a smallish national event has grown like crazy to include 25,000 people and their dogs and has raised £1.5 million. Megan, age 13, especially enjoyed exploring new trails on East and West Hill. Although her owner, Carol Hall, walks dogs for a living they did a lot of extra walks and some special weekend adventures. “Amazing how much new scenery you can find within a few miles of your house”. Carol also said she was thrilled to be part of such a fantastic fundraising effort, helping to raise awareness of Dementia UK and is very grateful to all her friends for their support. If you would like to donate ring Carol on 07854 492347.

    Grain to Cream – Russell Hayman

    Spring is here so it is time for us to come out of the yard and get some field work done. We have drilled some oats and barley which if the birds don’t eat all the seed, will be ready for us to mill in the winter. Grass fields will be rolled to push stones and dirt down fertiliser to go on and dung to spread. I know it seems we are always spreading the stuff! It is good for the crops and the more we have the less we use out of the bag. It is analysed so we can accurately assess what’s going on. We always valued it but as now it is a little more precise. We are also getting the fields ready to sow the maize crop.

    The cattle will soon also be out in the fields hopefully enjoying some sunshine. Let’s hope they can do it in peace and not have any dogs worrying them. The only problem is we have a TB test in the middle of May so they will all have to be injected and read. Means catching twice, it’s a lot of work in the winter when they’re in, but it is even more once in the fields and don’t always want to cooperate. We usually manage though, even if it does get a little frustrating at times.

    Edmund has gone back to Shropshire to study there though apparently Agriculture is not a practical degree so he can’t go into the university. No mention of a reduction in the cost of his education though. He has secured a job in Yorkshire for the next year a requirement of his course to get practical experience. Didn’t think it was a practical course! So we won’t see so much of him then, we’ll miss the help over harvest.  We also seem to have managed to attract a large population of sparrows in the front of the farm. Well they have been there for a long time really but the chirping volume has gone up of late, I can’t hold a ‘phone conversation over them now.

    Gittisham Village Hall Events

    SATURDAY APRIL 17th 2021.  GITTISHAM BAKE OFF 2
    PIERRE’S ORANGE, ROSEMARY AND PISTACHIO CAKE

    For this session, I would like to do an orange, rosemary and pistachio cake.

    There is also a vegan option.

    Ingredients: 2 big juicy oranges, 120g sugar, 120g plain flour, 100g salted butter, 2 eggs, 5g baking powder, 2 table spoons of apricot jam ( cheapest one). 1 little branch of fresh rosemary, a piece of butter for the mould and 40g crushed pistachios.

    Vegan ingredients: 2 big juicy oranges, 120g sugar, 120g plain flour, 90g vegetable margarine, a pinch of salt, 3 table spoon of golden linseed mixed with 6 table spoon of water, 5g baking powder, 2 table spoons of apricot jam (cheapest one), 1 little branch of fresh rosemary, some margarine for the mould and 40g crushed .pistachios.

    If anyone would like some fresh rosemary for this recipe and some golden linseed, you are welcome to come to Garlands Cottage.

    Materials: a little bowl to melt the butter or margarine, a big bowl to mix all ingredients, a cake mould (diameter 18 to 20 cms), a large spoon , a tablespoon, a little pan, a zester, a juicer, a whisk, baking paper (enough to cover the bottom and the sides of the mould), microwave or a pan of boiling water and an oven at 180 C.

    I normally do this cake in ten minutes so no worries, do it with me at the Zoom session. Join Zoom Meeting
    https://us02web.zoom.us/j/84423682368

    Meeting ID: 844 2368 2368

    Buckets of Fun!!

    Have you still got your potato bucket for the Gittisham Flower and Produce Show?  If so, now is the time to retrieve and clean them in preparation for planting in April.  Collect your seed potato from 4th April from David and Sue Fallows, Parkers, Gittisham (01404 850922) – £1 per entry.  For those who did not participate last year, join in the fun, a bucket and seed potato are provided for just £1.  Buckets are emptied and weighed during the show on 7th August.  Entries from all ages very welcome.

    If you have a bucket and will not be entering the competition, please return it to David and Sue for recycling to another entrant.  If you have lost your bucket, please contact David and Sue who can replace your bucket but will request a contribution towards the cost.

    People in the news

    Congratulations to Barnaby and Helena on the birth of their daughter Frieda Margaret, born on 9th April, following a very long labour and weighing in at 8lbs 5oz, both mother and baby well.  Another grand-daughter for Maggie Walker, niece of Molly and Oliver and cousin of May and Dora.


    A warm welcome to Gittisham to Ana and Nathan plus dog Gala who have moved into 2 School House. We wish them a happy time and look forward to seeing them at some of our village events.

    Parish Council – April report

    Six councillors met for the April meeting. Susie Bond (EDDC), Phil Twiss (DCC), Chris Watton, Graham Hutton & Tom Biddle from Baker Estates (BE), and two members of the public were also present.

    EDDC / DCC Report.     Phil Twiss said it had been a pleasure to serve the parish as county councillor, as elections approach. 
    Susie Bond explained that work on EDDC’s local plan review carries on apace, with the ambitious target of December for publication of a draft local plan. The total of 750 sites is far less than the 950 houses required to be built by EDDC every single year.

    Finance.  Members agreed the finances.

    Crimes.  Feb 2021, 2 x violence and sexual offences.

    Councillor vacancy (Vale ward)  The clerk said the vacancy remains unfilled, and encouraged anyone interested in joining the parish council to contact gittishamparishcouncil@gmail.com

    Planning applications.

    a) 21/0730/VAR Phases 1 – 4 Hayne Lane Gittisham Variation of condition 1 of application 20/2179/VAR

    b)         21/0437/MFUL Part Of Honiton Show Ground Nags Head Road Gittisham Use of the land as a caravan site for up to 100 tents, touring caravans and motorhomes from April to October of each year and siting of portable toilets and showers

    Members had no objections to a).  Tom Biddle explained that the current application affects 27 properties in total, and would allow BE to respond to changes in the market and feedback from current residents.  BE is proposing to move some of the affordable units elsewhere on the site, change the size and internal figuration of some properties, and provide new house types which were not on the original application.  He said that none of the changes affect height parameters, highway design or public open space provision. 

    Regarding b), councillors resolved to object strongly to this application as the information given is minimal and sometimes incorrect, it does not address concerns over flooding, highways, traffic, the scale and siting, use of land, and proximity to settlements.  There are no suitable services and utilities close by, it is not sustainable, the sewerage system is already exhausted and environmental concerns are not addressed in the application.   

    Hayne Farm development   Graham Hutton told members that Baker Estates was proposing to build 40 additional homes on the old farmyard site, and he has met EDDC for a pre-application meeting.  There would be no additional access off Hayne Lane. 

    Scams.    Janet Twist another new scam doing the rounds is called “fleeceware”.  This is a mobile application that comes with a short free trial followed by excessive subscription fees (e.g. £50 / week).  You have to cancel the subscription rather than just delete the app, she said, or the money will still be taken.

    Bus shelters.   Peter Orchard said items in the Vale bus shelter were threatening to take over, and it was agreed a small box could be provided as space for passengers is important.

    Kings School bus.   The clerk said DCC has confirmed it will be providing a privately contracted service for Kings School pupils from September 2021.

    Road closures / diversions.   19-23 April 2021; Vodaphone will be working on the A30 between the Ironbridge and Turks Head.

    Next meeting.  This will be on 5th May at 7.30pm via Zoom.

    St Michael’s Church, Honiton Mission Community and 200 Club

    We observed the National Day of Reflection on 23rd March where several villagers met on the green, Maggie tolled one bell before the minutes silence, followed by a short prayer from Julia.  On Good Friday 14 villagers attended our outdoor service commencing with the Cross being brought from the church and three stations were observed before erecting it on the grass by the church wall. David and Alison led us in two hymns. The reading took the form of a Passion and prayers were reflective.  On Easter Sunday, 24 attended and with the tomb having the stone removed surrounded with butterflies, the cross with flowers at the base and villagers invited to adorn it with butterflies.  Alison and David again led us in the hymns, the gospel read in parts as were the prayers. We were lucky with the weather on all our outside services.  Now that the Covid restrictions are loosening we will be having a monthly Eucharist in church once a month, starting on Sunday 11th April, then 9th May and 13th June, all at 11.00am and with numbers restricted you need to book your place with Carol (tel. 851113). Obviously social distancing needs to be observed and masks to be worn. Julia is working on plans for the other Sundays and her telephone services. To receive the details for this please email Julia on gshaminister@gmail.com or for those without internet ring her on 07763 111367 or 01404 850680.

    The website (honitoncofe.org) is updated regularly and has news about the latest guidelines on the new covid  regulations there is also a link to the Gittisham website.  The monthly newsletter Around the Parishes is included plus details of Rev’d Sue’s weekly Zoom Sunday Morning Worship at 10.00am, if you would like to join in this service do please email Rev’d Sue and she will forward the link sue41260@gmail.com, there is also a ‘virtual’ Eucharist at 6.00pm. St. Paul’s is still closed. The Parish office is also closed to visitors,  but can be contacted on 01404 44035 or honitonteam@tiscali.co.uk and messages will be replied to when someone is available.  

    If you haven’t renewed your 200 Club subscriptions (£12 per number per year) please do so A.S.A.P.  If you no longer require your number/s please let me know so I can offer to another person. Payment can be made by cheque – payable to Gittisham PCC, BACS or by standing order – I can email or post this form too. (Carol McCann 01404 851113, 07946 409142, charli.mcc@mypostoffice.co.uk.  Draws are made monthly with prizes of £40, £20, £15, £10, and £5, with 2 six monthly of £48.


    APRIL 2021 200 CLUB RESULTS                             

    1st  Colin Newcombe                 2nd Lillian Hayman               3rd   Alice Vyner-Brooks                  
    4th  Sharon Wensley                  5th   Doreen Wensley      

    Gazette printing is still not possible with the ongoing restrictions, as the Parish Office in Honiton remains closed. The Gazette is also available on the Gittisham website  gittisham.org.uk.  If you would like a copy by email please let me have your email details or if you have no internet it can be posted to you until things get back to order. Some help with 2nd class postage would be appreciated: Carol McCann 3 School Cottages, Gittisham,Honiton, EX14 3AH.  I will leave a few copies in the Vale bus shelter again until the whole print run can be delivered by Peter and Ann again.

    Editor/Distributor: 
    Carol McCann  01404 851113/07946409142     charli.mcc@mypostoffice.co.uk. If you have events or news items for inclusion in the Gazette do please email it to Carol as early as possible (using Arial font please). Copy date for May edition is the 23rd April please.  I hope to have the edition ready to send out on Friday 7th May.  


    Statement of Persons Nominated – County Councillor

    East Devon District – Election of One County Councillor

    The following is a statement of the persons nominated for election as a County Councillor.

    Feniton and Honiton Division

    Name of CandidateHome AddressDescription (if any)Name of Proposer
    BONETTA Jake EEast Devon  DistrictLabour Party  CandidateBonetta Beverly J, Bonetta Peter E
    CONNOR CathyMid Devon  DistrictLiberal  DemocratsBurgess William J, Jeffery Luke E
    TWISS PhilSwallowcliff,  Beacon, Honiton,  EX14 4TTConservative  Party  CandidatePerryman Graham, Connett  Rosemary A

    Dated Friday 9 April 2021

    Mark R. Williams, Local Returning Officer

    Printed and published by the Local Returning Officer, Blackdown House, Border Road, Honiton EX14 1EJ