Fiona

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON 3RD JUNE 2020 via Skype

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 R Hayman (Chair)
Cllr C Hall (Vice Chair)
Cllr M Walker
Cllr D Valentine

Gittisham Vale Ward
Cllr A Wilkins
Cllr P Orchard
Cllr J Twist

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

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

Prior to the start of the meeting, one member of the public exercised their right to speak regarding the planning application for Goldcombe Farmhouse 20/0912/VAR. He said that allowing the conversion of the Cider Barn to a residential let would allow the owners to invest in the other dwelling for holiday accommodation, creating the conditions for a viable business in the parish and accommodation for the use of local people. He added that he had received letters of support from The Pig hotel. Cllr Wilkins noted that the conversion was in line with the parish plan, and members agreed with the Chair’s comment that the applicants had been careful to follow the legal application process.

Three members of the public left the meeting.

23/20 To accept and approve apologies

Apologies were received and accepted.

24/20 To confirm the minutes of the meeting held 6th May 2020

The minutes of the meeting held on 6th May 2020 were confirmed and signed by the Chair.

25/20 To receive the Beat Manager’s Report

The police did not send a report this month, and the clerk said the link to the crime statistics on the Devon & Cornwall Police website had changed.

26/20 To receive declarations of interest

Cllr Valentine declared an interest in agenda items 8a) (minute ref 30/20) as he has advised the applicants in the past in a professional capacity.

27/20 Reports from County Council and District Council representatives

Following the meeting, Cllr Twiss emailed to say that he had agreed to support £500 from his DCC Locality budget towards the benches project for the village hall.

Cllr Bond said that as we are still in the midst of the coronavirus pandemic, work at EDDC has been devoted to supporting communities and businesses across the district. She said the district council had started holding meetings via Zoom which have been reasonably successful as long as everyone adheres to basic rules of muting microphones and not interrupting others. So far, a planning meeting has been held, as well as a Scrutiny committee meeting where the Chief Executive updated councillors on the work of the Council through this crisis. East Devon, in partnership with other local district councils under the banner of ‘Team Devon’ has been awarded Beacon Council status and will lead and share good practice regarding the development of Local Outbreak Delivery Plans. EDDC will receive a share of the £300million pot to establish the delivery plan through management of infection control, setting up tracking and tracing and local testing arrangements.

At the same time as we have been working hard to keep council services running during a time of national crisis, others have been playing politics, Cllr Bond explained. A group of 31 councillors (made up of Lib Dems, Independents and Greens) have formed an alliance and, at a meeting of full council last week elected Cllr Paul Arnott (East Devon Alliance) as the new leader. On a personal level, Cllr Bond said the previous administration always had a very tenuous hold, but despite that it had been doing some great work and planning towards addressing climate change.

28/20 To consider the parish council response to the COVID-19 outbreak

Cllr Walker said the volunteer group was working well in the village, and Cllr Wilkins said this was the same in the Vale. Cllr Hall said East Devon’s supermarket deliveries scheme had spare slots available for people who were at greater risk from leaving home to buy supplies, and anyone interested in signing up could speak to one of the volunteers.

The clerk circulated the following briefing from Damian Furniss from Devon County Council:

• Devon continues to be one of the least impacted areas regarding COVID-19 infections and fatalities
• There are now only 4 care homes in Devon with outbreaks – an outbreak is only closed when all residents have been asymptomatic for 14 days. However, in some of the more northerly parts of the SW there has been an increase in cases and hospitalisations e.g. Weston-Super-Mare
• If the R-number (average number of onward infections from each case) stays below 1, we’d see infections in Devon reduce to near zero over the summer. But if the R-number reduced to only 1.3 we would be back to the early April peak by August
• Devon County Council and its partners continue our #ThinkTwice Campaign – think twice before visiting beaches and beauty spots, especially if you have access to outdoor spaces where you live
• The Test and Trace system is also key to preventing a second wave – if you have symptoms get tested, report your contacts, cooperate with requests to self-isolate
• 270 of the 320 primary schools across the county are open. Around 185 of these schools are offering parents wider access to provision in  Reception, Year 1 or Year 6 as well as classes for the children of key workers and vulnerable children. Other schools are planning staged openings with some provision over the coming week. Around 40 per cent of families who had access to wider provision from this week have taken up the offer. Schools are also experiencing a big increase in the children of key workers attending classes since before the half-term – nearly a third up on last month
• For those interested, the Adult Care and Health Scrutiny Committee will be receiving detailed reports on 16/6 – https://democracy.devon.gov.uk/ieListMeetings.aspx?CommitteeId=429

29/20 To note the latest planning decision notices

a) 20/0378/FUL 1 Riverside Cottages Gittisham EX14 3AE – Extension to existing outbuilding including single storey flat roof extension on rear elevation of main house linking to extended outbuilding.
Approval with conditions.

b) 20/0379/LBC 1 Riverside Cottages Gittisham EX14 3AE – Extension to existing outbuilding works to also include raising floor level to match the main house.
Approval with conditions.

c) 20/0584/FUL – Coign Cottage Gittisham Honiton EX14 3AB – Remodelling of existing dwelling and garage including raising of ridge heights, single and two storey enlargements, balcony, dormer windows, provision of cladding, and alterations to existing openings.
Approval with conditions.

Cllr Valentine left the meeting.

30/20 To consider the following planning applications:

a) 20/0912/VAR Goldcombe Farmhouse Gittisham Honiton EX14 3AB – Variation of Condition 5 of planning application 84/P0792 (conversion of existing buildings to holiday dwellings) to allow year round occupancy of the holiday units within the site and variation of Condition 6 of planning application 84/P0792 to allow The Cider Barn to be used as an unrestricted residential dwelling

Members had no objection to a).

Cllr Valentine returned to the meeting.

b) 20/0902/FUL – Coign Cottage Gittisham Honiton EX14 3AB – Construction of single storey front extension and provision of cladding to the existing stables

Members had no objection to b).

31/20 To consider an application for the renewal of street trading consent from: Mr Graeme James – The Codfather; 1 x catering van (fish and chips); 16:30 – 19:00 – every Saturday – far end of Old Elm Road, Honiton EX14 2YW
​

Members had no objection to the renewal of the above-mentioned street trading consent.
​

32/20 To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106

Cllr Orchard said the public consultation on new outdoor sports equipment which can be purchased using S106 funding was ongoing. The clerk agreed to invite EDDC’s Jamie Buckley to the next meeting, and reported that a member of the public had commented that the money should be spent at the Hayne Farm development, as it appeared likely that several hundred children would be living there by the time the estate was built. Cllr Valentine said he would be speaking to Baker Estates about what could be provided there.

33/20 To consider capital works to Gittisham Village Hall

Cllr Hall reported that the redecoration work was now complete, and looked fantastic. She said the total cost had come in at £50 under the original budget. The Chair thanked Cllr Hall for her work.

34/20 To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish

Cllr Walker reported that the lengthsman was proposing to carry out some strimming at T-junctions to improve visibility; Cllr Valentine suggested the Beech Walk / Sidmouth Road junction was particularly necessary. Cllr Walker agreed to tell the lengthsman he could carry out work in the play area as required by the annual inspection report. Cllr Hall said she had a received a query regarding strimming along the river in the centre of the village; members agreed that the main benefit was to provide confidence the river was being maintained and the waterways kept clear. Cllr Walker agreed to ask the lengthsman if this work was being carried out on behalf of the parish council or the owners of the riverside properties.
​
Cllr Orchard reported that the culvert between Old Elm Road and the railway was blocked; he agreed to report this to East Devon DC, as the work required was too much for the lengthsman to tackle alone.

35/20 To consider climate change measures within the parish

There was no progress on this.

36/20 To consider limited residential development in the parish

Cllr Valentine said the administration side of things was moving forward, the most significant being a call for expressions of interest from architects. He added that of the five invited, four had already responded and three had expressed an interest which he found encouraging. Cllr Valentine said that although the CLT board had been unable to hold an AGM because of the movement restrictions, he hoped that this might change in the not too distant future.

37/20 To consider the parish emergency plan

Cllr Valentine said he had been discussing updating this with Cllr Orchard, as it was felt that the situation had evolved since the original document was drafted ten years ago.

38/20 To consider the parish council’s internal communications

Members agreed that all councillors and the clerk should be copied in on all communications regarding parish council work.

39/20 To consider progress on the modernisation of the play area, including fundraising and regular safety inspections

Members heard that the play area is still not in use, due to the ongoing COVID-19 restrictions. Cllr Hall agreed to write to the residents with properties bordering the play area to update them on the situation with the screen hedge in the wild area. It was agreed that the modernisation being complete, it was no longer necessary to include that element of this item, nor to include it as a regular monthly item on the agenda.

40/20 To consider a review of remuneration of the parish lengthsman

It was agreed to increase the lengthsman’s hourly rate to £14 from 1st April 2020, and to backdate the amount of the additional rate from next month.

41/20 To approve the June payments and to note the current bank balance

It was resolved to approve the following payments:

1043 F J Clampin £219.55 Clerk’s salary and expenses
1044 Michael Poll £60 Play area grass cutting, (inv ref. 10013)
1045 Michael Poll. £60 Play area grass cutting, (inv ref. 10009)
1046 Alison Marshall £100 Internal audit 2019-20
1047 Len Abbott. £91 6.5 hours lengthsman work, May 2020 (at new rate of £14/hr)
1048 Websites Ahoy £140.40 Reimbursement for annual domain name & hosting, and website maintenance
DD NEST. £17.50 Clerk’s pension

Members were informed that the current bank balance stands at £11,079.29 (which includes the £7,000 in the business reserve account). The clerk explained that cheques 1022 and 1023 payable to 34SP for the website domain name & hosting had only just arrived at the company’s offices. In order to keep the website functioning, Clare Bryden from Websites Ahoy had instead made a payment to 34SP – hence the reimbursement. Cheques 1022 and 1023 would be torn up.

The remaining cheques for the village hall work had been written as follows [this updates minute ref 17/20]:

1039 Paul Martin £1,000 Village hall refurbishment (wk6)
1040 Adam Martin £1,000 Village hall refurbishment (wk6)
1041 Paul Martin £1,025 Village hall refurbishment (wk7)
1042 Adam Martin £1,025 Village hall refurbishment (wk7)

42/20 To consider the criteria for meeting exemption from the annual limited assurance review 2019-20

Members agreed the criteria had been met, ie that during the financial year 2019/20 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.

43/20 To set and approve the period for the exercise of public rights 2019-20

Members approved the period for the exercise of public rights to extend from 15th June to 24th July 2020.

44/20 To approve the annual governance statement 2019-20

Members resolved to approve the annual governance statement 2019-20.

45/20 To adopt the annual accounts 2019-20

Members resolved to adopt the 2019-20 accounts. Prior to the meeting, the clerk circulated the accounting statements. The parish council ended the financial year on 31st March 2020 with a balance of £17,545.04 (inc. £7,000 in business reserve, + £14.15 interest accumulated this year). There is VAT to be recovered of £2,344.39.

46/20 To consider any late entry correspondence

Members agreed with Cllr Orchard’s suggestion that the parish council should provide a dedicated laptop for the clerk, as recommended in the auditor’s report. The clerk agreed to provide a specification and some quotes, and also to reflect on whether the parish council’s offer to pay for 20 hours’ worth of broadband made economic sense. She added that her broadband contract is due for renewal in February 2021, and early exit fees were payable.

The Chair announced that he would be standing down from his position and the parish council, as soon as practicably possible. Members thanked the Chair for his contribution to the parish and many years of public service.

Cllr Valentine thanked Cllr Wilkins for setting up the meeting link, which will be different again next month.

47/20 Matters to be reported to DCC / EDDC

Cllr Bond reminded members that the green waste collection service was once again open to new members; Cllr Hall felt this would be particularly interesting given that many people are gardening more in lockdown. The Chair asked if the parish would be well served for buses, especially considering social distancing measures in place on public transport. The clerk agreed to contact Cllr Twiss.

48/20 Matters for the forward agenda

It was agreed to include casual vacancy, election of new Chair, coronavirus, climate change, lengthsman work, limited residential development, emergency plan, review of clerk’s salary, S106 consultation, asset register, statement of internal control, standing orders, risk assessment and financial regulations on the next agenda.

49/20 Clerk’s Report

Before the meeting, the clerk circulated the annual internal audit report. Members approved the clerk’s request to write to HMRC asking for a tax rebate, as there is an amount owing.

50/20 Date of next two meetings.

Wednesday 1st July and Wednesday 5th August at 7.30pm via Skype. Should restrictions on public movement be lifted, these meetings will revert to being held in the parish room.

There being no further business, the meeting closed at 2030 hrs.

Chairman…………………………………….

1st July 2020

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

HELD ON 6^TH MAY 2020

via Skype

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 R Hayman (Chair)

Cllr M Walker

Cllr D Valentine

Gittisham Vale Ward:

Cllr A Wilkins

Cllr P Orchard

Cllr J Twist

In attendance: Cllr Phil Twiss (DCC), Cllr Susie Bond (EDDC), Fiona Clampin (clerk), three members of the public

Apologies for absence: Cllr C Hall (Vice Chair), PCSO Darren England

Before the meeting Damian Furniss updated members regarding the situation with corona virus from DCC’s perspective, where he is acting as the lead on this for the county’s adult social care system. He said that Devon had the fewest infections, fatalities and outbreaks in England relative to population size.  He added that evidence shows that small rural communities have much lower levels of infection than urban areas.  About 15 per cent of care homes in Devon have outbreaks, also among the lowest in the country.  But sadly, he said, Devon has had several care homes with ten or more fatalities due to COVID-19.  Exeter is significantly the most impacted part of the county, with more than double the infection rate.  Mr Furniss explained that the risk is a longer duration of outbreaks in Devon, and as lockdown restrictions ease, opening up travel could bring in infection from elsewhere.  In the immediate area, he said, which includes Feniton, Whimple etc, there have been no fatalities.  There have been very few fatalities in neighbouring areas, such as Honiton and Ottery.  The Chair thanked Mr Furniss for his input, and said although the news was good, it was still worth being cautious.  More information on this developing situation is available from www.devon.gov.uk/document/coronavirus-advice-in-devon/

Damian Furniss left the meeting.

One member of the public reported that the grit bin near Sherman’s Farm had been raided and was therefore empty.  The clerk agreed to update this on the dedicated DCC website.

1/20        To accept and approve apologies

Apologies were received and accepted. 

2/20        To confirm the minutes of the meeting held 1^st April 2020

The minutes of the meeting held on 1^st April 2020 were confirmed and signed by the Chair. 

3/20        To receive the Beat Manager’s Report

PCSO England sent the following figures for recorded crime covering 1^st January – 30^th April 2020:

Homicide: 1

Violence without injury: 3

Vehicle offences: 1

Public order offences: 1

4/20        To receive declarations of interest

The Chair declared an interest in agenda items 8a) and b) as he is a tenant of the landowner.

5/20        Reports from County Council and District Council representatives

Household waste recycling centre (not EDDC home collections)

Cllr Twiss said that with a Government update on the reasons for essential travel not forthcoming, it was not possible to carry on with this situation where residents cannot use recycling centres.  Therefore the recycling centres will open on Monday 11th May. DCC officers have spoken to the local police regarding the essential travel element and they are content with the reopening.

This will be challenging, said Cllr Twiss, and we will be restricting vehicles to cars only for the first couple of weeks at least, to help with flow through the site, there will be a one out one in system and social distancing will be adhered to. We are expecting long queues as we have all been having a good clear out, hence the advice is to please only visit if it is essential.  He advised that capacity will be reduced.  It may well be worth considering putting off that exciting trip to the recycling centre until things calm down a bit. There will be no resale shops open, all payments will be contactless and we will have security on the sites.

He reported that the last weekend that they were open, which was before the lockdown, the staff were subjected to abuse.  This included staff being coughed on to pass on the Covid-19 infection, there was no adherence to social distancing and queues on the highway were forming.  Some centres had to be closed as a result to control the situation. DCC will have no hesitation in doing this again, as the safety of our residents and the staff at the sites is paramount.

Once there is a lifting of social distancing we can look at changing back to our former way of working at the HWRC’s but until then, restrictions will be in place and a consequent longer wait for the public.  DCC will be keeping all the sites under review and will be amending the operations accordingly.  Once we have got over the initial surge, Cllr Twiss explained, we can then have larger vehicles and trailers on the site.  But to give everyone a fair chance of accessing the site, the cars-only restriction will be in place for a couple of weeks, unless in the unlikely event that  there are no queues.  This has been a challenging time for our officers in the DCC waste and recycling team, they have pulled out all the stops to get this moving forward at pace.

DCC Highways

Highways teams are continuing to work, but a combination of safe working practices, staff sickness and limited access to relevant equipment and supplies is severely restricting activities, which it is hoped will ramp up in coming weeks, with an anticipated and controlled lifting of some lock down restrictions . Emergency service call outs and repairs are being treated as priorities.

Cllr Twiss said that in the chief executive’s address to DCC staff and councillors, Phil Norrey explained that the Government is expected to outline its plans for the next steps for the country on Sunday 10^th May. This could include guidance to help get people back to work in the coming weeks, while continuing to follow social distancing and hygiene measures.  Mr Norrey had been joining chief executives from across the country in regular discussions with the Ministry for Housing, Communities and Local Government about possible relaxation measures and what this might mean for us in Devon.  Mr Norrey said that he and the Leadership Group are immensely proud of how you have all responded to the threat of the virus and helped the South West maintain the lowest number of cases in the country. But we are still very sadly losing loved ones and we need to do all we can to continue to protect ourselves and those around us.  That’s why he is continuing to urge the Government to think very carefully about how coronavirus is affecting our communities and that any relaxation measures need to be balanced with continuing to do all we can to minimise the spread of the virus.  At Devon County Council we are beginning to think ahead about what the ‘new normal’ might look like for us. We have shown over the past weeks how adaptable we are and that we can continue to deliver vital services and protect the most vulnerable in our communities in extraordinary circumstances.

Mr Norrey finished his briefing by saying DCC will of course continue to review all its working arrangements as Government guidance emerges but for now, please keep going; please keep working from home if you can; please take care on the frontline and most of all, please keep safe.

Cllr Bond said EDDC had made available various funds to support struggling businesses and families in need.  She said the green waste collection would be starting again on Monday 11^th May, although it is not open to new subscribers at the moment.  The Chair said there had been a marked increase in flytipping; Cllr Bond said this could be reported on the EDDC app.  Members agreed that any problems were swiftly dealt with.

Cllr Twiss left the meeting.

6/20        To consider the parish council response to the COVID-19 outbreak

Cllr Walker said the volunteer group was working well in the village, and Cllr Wilkins said this was the same in the Vale. 

7/20        To note the latest planning decision notices

Cllr Wilkins said there had been no updates since the last meeting.

The Chair left the meeting.  Cllr Valentine took the chair.

8/20        To consider the following planning applications:

a)  20/0781/FUL Rapshayes Farm Gittisham Honiton EX14 3AB – Conversion of barn to holiday let accommodation

b)  20/0782/LBC Rapshayes Farm Gittisham Honiton EX14 3AB – Conversion of barn to holiday accommodation

Members had no objection to the two applications above.

The Chair returned to the meeting.

c)  20/0780/FUL – 7 Ferndale Close Honiton EX14 2YN – Construction of side extension

d)  20/0584/FUL – Coign Cottage Gittisham Honiton EX14 3AB – Remodelling of existing dwelling and garage including raising of ridge heights, single and two storey enlargements, balcony, dormer windows, provision of cladding, and alterations to existing openings

Members had no objection regarding c).  In terms of d), councillors did not object in principle.  However they agreed that the proposals would change the appearance of the dwelling dramatically, and questioned whether the design was appropriate for the setting within the AONB.

9/20    To consider progress on the modernisation of the play area, including fundraising and regular safety inspections

Members discussed whether it was appropriate at this stage to re-open the play area, following requests by residents.  However all agreed with the Chair’s view that the parish council should follow government advice on play areas (which remain closed), rather than parks.  Cllr Walker said she would ask Len Abbott if he had been able to take a look at the items that needed attention in the RoSPA inspector’s report.

10/20 To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106

Members discussed Cllr Orchard’s draft proposal inviting residents to suggest new outdoor sports equipment which can be purchased using S106 funding.  Cllr Bond said it was important to follow EDDC guidelines on spending the money, and advised that any suggestions considered inappropriate or too expensive would be put to one side.  The clerk agreed to be the point of contact to receive replies by the end of June 2020, and Cllr Orchard said he would circulate the finalised copy.

Cllr Valentine explained that he had been speaking to staff at Baker Estates about the possibility of trying to enhance their leisure provision within the Hayne Farm estate.  He reported that there is going to be a play area once the 150^th dwelling is completed, but there may also be opportunities for a bench close to the footpath or something similar.  He offered to identify some possible locations.  Members agreed to allow Cllr Valentine to continue the dialogue with Baker Estates, and to ask if it was possible to fix the noticeboard. 

11/20      To consider capital works to Gittisham Village Hall

Members agreed to support the village hall committee’s decision to proceed with a partial repair and replacement of the existing front windows (as new windows are not available during lockdown), as well as painting the internal wood panelling to the same specification as the internal doors.  The overall cost of the project will be the same. 

12/20     To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish

Cllr Wilkins reported that weeds were beginning to appear on the kerbsides in the Vale.  Members agreed to carry out an annual review of the lengthsman’s hourly rate at the next meeting.

13/20 To consider climate change measures within the parish

There was no update on this.

14/20  To consider limited residential development in the parish

Cllr Valentine said the administration side of things was moving forward, with a letter going out to architects to invite expressions of interest. 

15/20  To consider the parish emergency plan

Cllr Valentine said this would be discussed at the next meeting.

16/20     To resolve to adopt supplementary Standing Orders to meet the statutory requirements for the holding of remote meetings, and this lasts until May 7th, 2021 or the repeal of legislation whichever is the earlier

Members resolved to adopt the supplementary Standing Orders.

17/20     To approve the May payments and to note the current bank balance

It was resolved to approve the following payments:

1033       F J Clampin                          £289.67 Clerk’s salary (£218.79), overtime (£50.49 and expenses £20.39)

1034       Michael Poll                          £60         Play area grass cutting, (inv ref. 10001)

1035       Len Abbott                            £94.50   7 hours lengthsman work, April 2020

1036       Community First                 £495.17                 Annual insurance policy 2020-21

1037       Paul Martin                           £1,000 Village hall refurbishment (wk5)

1038       Adam Martin                       £1,000 Village hall refurbishment (wk5)

1039       Paul Martin                           £4,100 Balancing payment for village hall work

[NB this payment may be accounted for in two cheques, depending on progress of work, but the total remains the same.]

DD          NEST                                     £17.50   Clerk’s pension

Members were informed that the current bank balance stands at £11,593.19 (which includes the £7,000 in the business reserve account).  The clerk said a CIL payment of £6,718.38 had been made to the parish council, which includes the deferred payment from October 2019 and the April 2020 payment.  She added that the annual pay scales for clerks (2020-21) had not yet been published, so any change in the rate would be backdated to 1^st April 2020.  She explained that she had done 4.5 hours overtime at the end of March 2020 to draft emergency operating guidelines during the lockdown.  This was approved by members.

18/20     To consider any late entry correspondence

Cllr Wilkins said The Codfather fish & chip van would potentially be putting in its annual trading licence around this time.  The clerk agreed to get in touch with Cllr Twiss about this, and to remind EDDC that Gittisham needs to be involved in the consultation.

19/20     Matters to be reported to DCC / EDDC

As above. 

20/20     Matters for the forward agenda

It was agreed to include coronavirus, climate change, village hall capital works, play area, lengthsman work, limited residential development, emergency plan, review of clerk’s and lengthsman’s salaries, annual governance statement and annual accounts on the next agenda. 

21/20     Clerk’s Report

None.

22/20     Date of next two meetings  

Wednesday 3^rd June and Wednesday 1^st July at 7.30pm via Skype.  Should restrictions on public movement be lifted, these meetings will revert to being held in the parish room.

There being no further business, the meeting closed at 2020 hrs.

Chairman…………………………………….

3^rd June 2020

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON 6TH MAY 2020 via Skype

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 R Hayman (Chair)
Cllr M Walker
Cllr D Valentine

Gittisham Vale Ward
Cllr A Wilkins
Cllr A Orchard
Cllr J Twist

In attendance: Cllr Phil Twiss (DCC), Cllr Susie Bond (EDDC), Fiona Clampin (clerk), three members of the public

Apologies for absence: Cllr C Hall (Vice Chair), PCSO Darren England

Before the meeting Damian Furniss updated members regarding the situation with corona virus from DCC’s perspective, where he is acting as the lead on this for the county’s adult social care system. He said that Devon had the fewest infections, fatalities and outbreaks in England relative to population size. He added that evidence shows that small rural communities have much lower levels of infection than urban areas. About 15 per cent of care homes in Devon have outbreaks, also among the lowest in the country. But sadly, he said, Devon has had several care homes with ten or more fatalities due to COVID-19. Exeter is significantly the most impacted part of the county, with more than double the infection rate. Mr Furniss explained that the risk is a longer duration of outbreaks in Devon, and as lockdown restrictions ease, opening up travel could bring in infection from elsewhere. In the immediate area, he said, which includes Feniton, Whimple etc, there have been no fatalities. There have been very few fatalities in neighbouring areas, such as Honiton and Ottery. The Chair thanked Mr Furniss for his input, and said although the news was good, it was still worth being cautious. More information on this developing situation is available from www.devon.gov.uk/document/coronavirus-advice-in-devon/

Damian Furniss left the meeting.

One member of the public reported that the grit bin near Sherman’s Farm had been raided and was therefore empty. The clerk agreed to update this on the dedicated DCC website.

1/20 To accept and approve apologies

Apologies were received and accepted.

2/20 To confirm the minutes of the meeting held 1st April 2020

The minutes of the meeting held on 1st April 2020 were confirmed and signed by the Chair.

3/20 To receive the Beat Manager’s Report

PCSO England sent the following figures for recorded crime covering 1st January – 30th April 2020:

Homicide 1
Violence without injury 3
Vehicle offences 1
Public order offences 1

4/20 To receive declarations of interest

The Chair declared an interest in agenda items 8a) and b) as he is a tenant of the landowner.

5/20 Reports from County Council and District Council representatives

Household waste recycling centre (not EDDC home collections)

Cllr Twiss said that with a Government update on the reasons for essential travel not forthcoming, it was not possible to carry on with this situation where residents cannot use recycling centres. Therefore the recycling centres will open on Monday 11th May. DCC officers have spoken to the local police regarding the essential travel element and they are content with the reopening.

This will be challenging, said Cllr Twiss, and we will be restricting vehicles to cars only for the first couple of weeks at least, to help with flow through the site, there will be a one out one in system and social distancing will be adhered to. We are expecting long queues as we have all been having a good clear out, hence the advice is to please only visit if it is essential. He advised that capacity will be reduced. It may well be worth considering putting off that exciting trip to the recycling centre until things calm down a bit. There will be no resale shops open, all payments will be contactless and we will have security on the sites.

He reported that the last weekend that they were open, which was before the lockdown, the staff were subjected to abuse. This included staff being coughed on to pass on the Covid-19 infection, there was no adherence to social distancing and queues on the highway were forming. Some centres had to be closed as a result to control the situation. DCC will have no hesitation in doing this again, as the safety of our residents and the staff at the sites is paramount.

Once there is a lifting of social distancing we can look at changing back to our former way of working at the HWRC’s but until then, restrictions will be in place and a consequent longer wait for the public. DCC will be keeping all the sites under review and will be amending the operations accordingly. Once we have got over the initial surge, Cllr Twiss explained, we can then have larger vehicles and trailers on the site. But to give everyone a fair chance of accessing the site, the cars-only restriction will be in place for a couple of weeks, unless in the unlikely event that there are no queues. This has been a challenging time for our officers in the DCC waste and recycling team, they have pulled out all the stops to get this moving forward at pace.

DCC Highways

Highways teams are continuing to work, but a combination of safe working practices, staff sickness and limited access to relevant equipment and supplies is severely restricting activities, which it is hoped will ramp up in coming weeks, with an anticipated and controlled lifting of some lock down restrictions . Emergency service call outs and repairs are being treated as priorities.

Cllr Twiss said that in the chief executive’s address to DCC staff and councillors, Phil Norrey explained that the Government is expected to outline its plans for the next steps for the country on Sunday 10th May. This could include guidance to help get people back to work in the coming weeks, while continuing to follow social distancing and hygiene measures. Mr Norrey had been joining chief executives from across the country in regular discussions with the Ministry for Housing, Communities and Local Government about possible relaxation measures and what this might mean for us in Devon. Mr Norrey said that he and the Leadership Group are immensely proud of how you have all responded to the threat of the virus and helped the South West maintain the lowest number of cases in the country. But we are still very sadly losing loved ones and we need to do all we can to continue to protect ourselves and those around us. That’s why he is continuing to urge the Government to think very carefully about how coronavirus is affecting our communities and that any relaxation measures need to be balanced with continuing to do all we can to minimise the spread of the virus. At Devon County Council we are beginning to think ahead about what the ‘new normal’ might look like for us. We have shown over the past weeks how adaptable we are and that we can continue to deliver vital services and protect the most vulnerable in our communities in extraordinary circumstances.

Mr Norrey finished his briefing by saying DCC will of course continue to review all its working arrangements as Government guidance emerges but for now, please keep going; please keep working from home if you can; please take care on the frontline and most of all, please keep safe.

Cllr Bond said EDDC had made available various funds to support struggling businesses and families in need. She said the green waste collection would be starting again on Monday 11th May, although it is not open to new subscribers at the moment. The Chair said there had been a marked increase in flytipping; Cllr Bond said this could be reported on the EDDC app. Members agreed that any problems were swiftly dealt with. Cllr Twiss left the meeting.

6/20 To consider the parish council response to the COVID-19 outbreak

Cllr Walker said the volunteer group was working well in the village, and Cllr Wilkins said this was the same in the Vale.

7/20 To note the latest planning decision notices

Cllr Wilkins said there had been no updates since the last meeting.

The Chair left the meeting. Cllr Valentine took the chair.

8/20 To consider the following planning applications:

a) 20/0781/FUL Rapshayes Farm Gittisham Honiton EX14 3AB – Conversion of barn to holiday let accommodation

b) 20/0782/LBC Rapshayes Farm Gittisham Honiton EX14 3AB – Conversion of barn to holiday accommodation

Members had no objection to the two applications above.

The Chair returned to the meeting.

c) 20/0780/FUL – 7 Ferndale Close Honiton EX14 2YN – Construction of side extension

d) 20/0584/FUL – Coign Cottage Gittisham Honiton EX14 3AB – Remodelling of existing dwelling and garage including raising of ridge heights, single and two storey enlargements, balcony, dormer windows, provision of cladding, and alterations to existing openings
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Members had no objection regarding c). In terms of d), councillors did not object in principle. However they agreed that the proposals would change the appearance of the dwelling dramatically, and questioned whether the design was appropriate for the setting within the AONB.

9/20 To consider progress on the modernisation of the play area, including fundraising and regular safety inspections

Members discussed whether it was appropriate at this stage to re-open the play area, following requests by residents. However all agreed with the Chair’s view that the parish council should follow government advice on play areas (which remain closed), rather than parks. Cllr Walker said she would ask Len Abbott if he had been able to take a look at the items that needed attention in the RoSPA inspector’s report.

10/20 To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106

Members discussed Cllr Orchard’s draft proposal inviting residents to suggest new outdoor sports equipment which can be purchased using S106 funding. Cllr Bond said it was important to follow EDDC guidelines on spending the money, and advised that any suggestions considered inappropriate or too expensive would be put to one side. The clerk agreed to be the point of contact to receive replies by the end of June 2020, and Cllr Orchard said he would circulate the finalised copy.
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Cllr Valentine explained that he had been speaking to staff at Baker Estates about the possibility of trying to enhance their leisure provision within the Hayne Farm estate. He reported that there is going to be a play area once the 150th dwelling is completed, but there may also be opportunities for a bench close to the footpath or something similar. He offered to identify some possible locations. Members agreed to allow Cllr Valentine to continue the dialogue with Baker Estates, and to ask if it was possible to fix the noticeboard.

11/20 To consider capital works to Gittisham Village Hall

Members agreed to support the village hall committee’s decision to proceed with a partial repair and replacement of the existing front windows (as new windows are not available during lockdown), as well as painting the internal wood panelling to the same specification as the internal doors. The overall cost of the project will be the same.

12/20 To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish

Cllr Wilkins reported that weeds were beginning to appear on the kerbsides in the Vale. Members agreed to carry out an annual review of the lengthsman’s hourly rate at the next meeting.

13/20 To consider climate change measures within the parish

There was no update on this.

14/20 To consider limited residential development in the parish

Cllr Valentine said the administration side of things was moving forward, with a letter going out to architects to invite expressions of interest.

15/20 To consider the parish emergency plan

Cllr Valentine said this would be discussed at the next meeting.

16/20 To resolve to adopt supplementary Standing Orders to meet the statutory requirements for the holding of remote meetings, and this lasts until May 7th, 2021 or the repeal of legislation whichever is the earlier

Members resolved to adopt the supplementary Standing Orders.

17/20 To approve the May payments and to note the current bank balance

It was resolved to approve the following payments:

1033 F J Clampin £289.67 Clerk’s salary (£218.79), overtime (£50.49 and expenses £20.39)
1034 Michael Poll £60. Play area grass cutting, (inv ref. 10001)
1035 Len Abbott £94.50. 7 hours lengthsman work, April 2020
1036 Community First £495.17 Annual insurance policy 2020-21
1037 Paul Martin £1,000. Village hall refurbishment (wk5)
1038 Adam Martin £1,000. Village hall refurbishment (wk5)
1039 Paul Martin £4,100 Balancing payment for village hall work [NB this payment may be accounted for in two cheques, depending on progress of work, but the total remains the same.]
DD NEST £17.50. Clerk’s pension

Members were informed that the current bank balance stands at £11,593.19 (which includes the £7,000 in the business reserve account). The clerk said a CIL payment of £6,718.38 had been made to the parish council, which includes the deferred payment from October 2019 and the April 2020 payment. She added that the annual pay scales for clerks (2020-21) had not yet been published, so any change in the rate would be backdated to 1st April 2020. She explained that she had done 4.5 hours overtime at the end of March 2020 to draft emergency operating guidelines during the lockdown. This was approved by members.

18/20 To consider any late entry correspondence

Cllr Wilkins said The Codfather fish & chip van would potentially be putting in its annual trading licence around this time. The clerk agreed to get in touch with Cllr Twiss about this, and to remind EDDC that Gittisham needs to be involved in the consultation.

19/20 Matters to be reported to DCC / EDDC

As above.

20/20 Matters for the forward agenda

It was agreed to include coronavirus, climate change, village hall capital works, play area, lengthsman work, limited residential development, emergency plan, review of clerk’s and lengthsman’s salaries, annual governance statement and annual accounts on the next agenda.

21/20 Clerk’s Report

None.

22/20 Date of next two meetings.

Wednesday 3rd June and Wednesday 1st July at 7.30pm via Skype.  Should restrictions on public movement be lifted, these meetings will revert to being held in the parish room.

There being no further business, the meeting closed at 2020 hrs.