Parish Council meeting minutes 6 May 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

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 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. 

Parish Council agenda 6 May 2020

GITTISHAM PARISH COUNCIL

Ms Fiona Clampin
Clerk to the Council
Garlands
Gittisham
Honiton
EX14 3AJ

01404 851442

lerk@gittisham.eastdevon.gov.uk

29th April 2020

Members of Gittisham Parish Council

You are hereby summoned to attend the May Parish Council Meeting to be held via Skype on Wednesday 6th May 2020 commencing at 7.30pm 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 this link: https://join.skype.com/SKiKW4gPKeb6 . If you are unable to use this facility but would still like to participate, please contact the clerk.

  1. To accept and approve apologies
  2. To confirm the Minutes of the meeting held on 1st April 2020
  3. To receive the Beat Manager’s report
  4. To receive declarations of interest
  5. To receive reports from County Council and District Council representatives
  6. To consider the parish council response to the COVID-19 outbreak
  7. To note the latest planning decision notices
  8. 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

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.

  1. To consider progress on the modernisation of the play area, including fundraising and regular safety inspections
  2. To consider plans for expenditure in the parish under the Community Infrastructure Levy and S106
  3. To consider capital works to Gittisham village hall
  4. To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish
  5. To consider climate change measures within the parish
  6. To consider limited residential development in the parish
  7. To consider the parish emergency plan
  8. 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
  9. To approve the May payments and to note the current bank balance:

F Clampin £218.79 + £50.49 overtime + expenses £20.39
Len Abbott lengthsman work, £tbc
Len Abbott expenses £tbc
Michael Poll grass cutting £60
Michael Poll grass cutting £60
Community First Insurance £tbc
Paul Martin (village hall refurbishment wk5) £1,000
Adam Martin (village hall refurbishment wk5) £1,000
Paul & Adam Martin (village hall refurbishment, balance, wk6) £2,300
NEST (pension) £17.50

  1. To consider any late entry correspondence
  2. Matters to be reported to DCC/EDDC
  3. Matters for the forward agenda
  4. Clerk’s report
  5. To note the date of the next two meetings, Wednesday 3rd June and Wednesday 1st July 2020 at 7.30pm.

F J Clampin – Clerk

Parish Council meeting minutes 1 April 2020

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON 1ST APRIL 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 Peter Orchard
Cllr A Wilkins
Cllr J Twiss

In attendance: One member of the public, Damian Furniss (on behalf of DCC), Cllr Susie Bond (EDDC), Fiona Clampin (clerk)

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

Before the meeting Damian Furniss updated members regarding the situation with coronavirus from DCC’s perspective, where he is acting as the lead on this for the county’s adult social care system. He said much had changed over the past month since he last addressed parish councillors. He said the South West now has the lowest prevalence of identified cases of the virus and the lowest growth rate, but people should not be complacent in case the South West became at risk of a second wave of cases later in the year. Cllr Wilkins asked about further reductions to bus and train services. Mr Furniss explained that a subsidised service would be brought in to enable key workers to use dial-up taxis, as further reductions in public transport were likely. He reported that temporary hospital facilities similar to the Nightingale in London were planned for the South West, and he added that the Hampton by Hilton hotel at Exeter Airport was already being used as a temporary care home. More information on this developing situation is available from www.devon.gov.uk/document/coronavirus-advice-in-devon/

Damian Furniss left the meeting.

248/19 To accept and approve apologies

Apologies were received and accepted.

249/19. To confirm the minutes of the meeting held 4th March 2020

The minutes of the meeting held on 4th March 2020 were confirmed and will be signed by the Chair as soon as practically possible.

250/19 To receive the Beat Manager’s Report

The clerk said the D&C Police website had been updated, and the old link for the local crime statistics was now broken.

251/19 To receive declarations of interest

The Chair declared an interest in item as he is both neighbour and a tenant of the landowner.

252/19 Reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report (dated 27/03/20): “The Coronavirus (COVID-19) issue remains the overriding priority for members, Officers and staff at DCC and Chief Executive Phil Norrey is now asking that all staff consider volunteering to temporarily leave their current post (assuming they are working in a non-critical area of the organisation) and take up a temporary position in a critical service supporting and protecting some of the most vulnerable people in Devon.

“This means that some work areas of DCC will temporarily not function as before, and until this crisis has passed when we return to normality. Phil Norrey has requested cancellation/postponement of appropriate meetings not related to the COVID-19 crisis. The DCC secretariat is looking at longer term plans for all council committee meetings as the current situation evolves, due to lack of resources deployed to other areas of the Council and this includes some elected members who are not in an excluded group.

“For that reason, please accept my apologies for all ‘virtual meetings’ until 31st of May, but feel free to contact me by E Mail for items of a very urgent nature, not connected to the COVID-19 situation as my role has changed significantly in recent days to help full time with this.”

Cllr Twiss also provided an update from James Brent, Chairman of the RD&E, which had been sent to him and other Governors, which he described as both gloomy and at the same time reassuring:

“The hospital remains very calm. We have cancelled (and many patients have cancelled) outpatient appointments and the discharges into the community have been impressive. The team have reconfigured the hospital within a week in what normally would have taken a year. We are clearly remaining vigilant that patients are remaining safe but there are undoubtedly lessons being learned now that will help us transform services to the benefit of our communities going forward.

While the hospital remains very calm, the number of Covid-19 patients is increasing and sadly we have had 2 inpatient deaths. Moreover, the spreading of disease in London, the south-east and midlands is following the trend expected, so there is clearly no doubt that our number of our Covid-19 patients will continue to increase significantly.

The rate of increase-and the impact on mortality-will be dramatically impacted by the compliance (or otherwise) with the Government’s social distancing strategy. It would be incredibly helpful if you could spread this message to your communities (clearly complying with the social distancing rules): non-compliance will cause a material increase in sickness and deaths.

You will have heard comment about personal protective equipment, ventilator capacity, testing and staff vacancies. We do generally have enough PPE (although the supply of eye protection is tight) in line with Public Health England guidelines (these differ to a degree from WHO and some college guidelines). The supply is just in time but is now being supported by our colleagues in the Royal Logistics Corps-a big thank you to them.

You may have seen that additional ventilator capacity has been commissioned from Dyson and discussions are continuing with other suppliers, but the delivery timelines make delayed transmission and social distancing ever more important.

The Health Service Journal has published an article commending R,D & E Lab colleagues on testing. Test capacity across the country (and world) remains much lower than ideal and is being increased rapidly. We all recognise the importance of testing staff ASAP so that they can return to work and help look after our patients. Antibody testing is also a potential game changer both in modelling the progression of the disease (and hence planning) and also helping our staff return to work to support patients.

In line with the Country, our staff absences have dramatically increased. This is not causing an issue at the moment, but we are keen to improve ASAP- e.g. through the increase in testing capacity-to help deal with the surge in cases.

Finally, on a positive note. The response to this crisis has been absolutely extraordinary and if anyone needed assurance of the good that exists in humanity this is providing it. You will have seen and have seen the staggering response to the national call for volunteers. This is reflected in the local and regional response which has been extraordinary. Most of all, however, I remain so impressed by the incredible calm and compassionate professionalism throughout our organisation from Suzanne and our execs to our most junior staff.”

Cllr Bond said that the hub at EDDC is the go-to place for information on how to get through the lock-down. The hotline is manned from 9 a.m. to 5 p.m. and gives advice and support to whoever needs it. https://eastdevon.gov.uk/coronavirus-covid-19/east-devon-district-council-coronavirus-community-support-hub/coronavirus-community-support-hub-hotline/

253/19. To agree emergency arrangements and a scheme of delegation and payment for services during the COVID-19 outbreak to ensure continuity of the Council functions (as far as practicable)

The clerk explained that as we are all being encouraged to follow government guidance on social distancing and self-isolation, this makes it very difficult to adhere to the legislation that currently guides local council decision-making i.e. councillors must be physically present at a council meeting in order to take part. However, the National Association of Local Councils and DALC had advised that parish councils begin to take decisions by email or other remote methods. This will be in breach of legislation, but NALC’s view is that if there is a challenge afterwards, the courts will accept that exceptional times called for exceptional measures. Decisions in this way should be kept to truly urgent issues, and full records kept of the decisions taken i.e. councillors confirming their votes by email which the clerk keeps as a record of the decision. It is also in NALC’s opinion, that if councils do not hold their scheduled meetings, including the annual council meeting, then the likelihood of successful legal challenge is very low. [N.B. from 4th April 2020 new regulations enable local councils to hold remote meetings (including by video and telephone conferencing) for a specified period until May next year. They also remove the requirement to hold an annual meeting. The 2020 Regulations apply to local council meetings, committee and sub-committee meetings.]

Members resolved to conduct parish council meetings online until such time as the regulations regarding social distancing are lifted. The Chair thanked Cllr Wilkins for his work in setting up the online solution to meetings.

254/19 To consider the parish council response to the COVID-19 outbreak

Cllr Hall said the volunteer group set up in response to the coronavirus outbreak was working well, with volunteers nominated as a point of contact and help for a specified group of households. Cllr Walker said her group was finding this very useful. Cllr Wilkins said the support group for Honiton had leafleted all properties in the Vale, so he felt it was counter-productive and potentially confusing to add anything in Gittisham Vale.

255/19 To note the latest planning decision notices

Cllr Wilkins said there were no new updates.

The Chair left the meeting. Cllr Hall took the Chair.

256/19 To consider the following planning applications:

a) 20/0451/FUL Shermans Farm Gittisham Honiton EX14 3AU – Construction of permanent agricultural worker’s dwelling with parking and associated development

In response to Cllr Valentine’s question about agricultural need, Cllr Bond said an agricultural survey had been carried out and planners were happy on this point. Members agreed the following response: subject to there being a proven agricultural need, the parish council has no objection in principle to the erection of an agricultural dwelling but is concerned that the scale of the proposed dwelling is greater than that necessary to meet the needs of an agricultural worker. The parish council has additional concerns that the proposed design would have an adverse effect on the setting within the AONB.

The Chair returned to the meeting.

b) 20/0379/LBC 1 Riverside Cottages Gittisham Honiton EX14 3AE – Extension to existing outbuilding works to also include raising floor level to match the main house; single storey flat roof extension on rear elevation of main house linking to extended outbuilding; removal of 1no. window and 1no. door on ground floor rear elevation; construction of wall at ground floor; replace 2no. windows (W4, W5) at ground floor north elevation; replace 1no. window (W3) on ground floor south elevation and replace 1no. window (W8) on first floor north elevation; external insulation of part of wall at ground floor (bedroom 4); additional step leading from bedroom 4 to new hallway

c). 20/0379/LBC 1 Riverside Cottages Gittisham Honiton EX14 3AE – Extension to existing outbuilding including single storey flat roof extension on rear elevation of main house linking to extended outbuilding

Members expressed reservations in respect of the impact proposals b) and c) will have both on the listed cottage and on the setting of the cottage in the Conservation Area. These works significantly increase the footprint of the existing structure and whilst there is no objection in principle to a small increase in size it must remain subservient in form and appearance to the listed cottage.

257/19. To consider progress on the modernisation of the play area, including fundraising and regular safety inspections

The clerk circulated the annual play area safety inspection, which members agreed was comprehensive and clearly laid out. Cllr Walker said she would ask Len Abbott to attend to the small number of items which needed attention. Cllr Hall said due to the COVID-19 outbreak, the play area had to be closed and she had fixed signs to that effect to the various entry points.

258/19. To consider capital works to Gittisham Village Hall

Cllr Hall reported that work was due to start earlier than planned, with contractors beginning work on 6th April to redecorate the village hall. She said she had issued a contract and written agreement that the work would proceed according to the social distancing measures. She added that the contractors must be allowed to work in isolation. Members resolved to approve the weekly payment schedule (itemised in minute ref 261/19), and agreed to review this if necessary.

259/19 To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish

Members approved Cllr Hall’s suggestion that Len Abbott plant the remaining shrubs in the play area, and install the bird boxes. The Chair noted that DCC contractors had been working outside Clysthayes recently, clearing the blockage. It was understood that an order had been made for a new sump chamber to be installed in the existing hole.

260/19 To consider climate change measures within the parish

There was no progress on this.

261/19. To approve the April payments and to note the current bank balance

It was resolved to approve the following payments:

1017 F J Clampin £223.61 Clerk’s salary & expenses
1018 DALC £146.83 Annual subscription
1019 Len Abbott £13.50 Lengthsman work, 1 hr March 2020
1020 Playsafety Ltd £107.40 Annual play area safety inspection
1021 Michael Poll £60 Play area grass cutting (inv. ref 601/20/2)
1022 34SP £95.40 Website hosting
1023 34SP £15 Domain name
1024 Paul Martin £1,000 Village hall refurbishment (wk1)
1025 Adam Martin £1,500 Village hall refurbishment & materials (wk1)
1026 C O’Connor £1,800 Village hall refurbishment & materials (wk1)
1027 Paul Martin £1,000 Village hall refurbishment (wk2)
1028 Adam Martin £1,000 Village hall refurbishment (wk2)
1029 Paul Martin £1,000 Village hall refurbishment (wk3)
1030 Adam Martin £1,500 Village hall refurbishment & materials (wk3)
1031 Paul Martin £1,000 Village hall refurbishment (wk4)
1032 Adam Martin £1,000 Village hall refurbishment (wk4)
DD NEST £17.50 Clerk’s pension

The clerk said that half the annual precept had been received from EDDC. Members were informed that the current bank balance stands at £10,131.65 (which includes the £7,000 in the business reserve account for contingency).

262/19. To consider the date of the Annual Parish Meeting

The clerk said it was not possible to hold the annual parish meeting remotely, and she was awaiting further guidance from DALC on this. [N.B. from 4th April 2020 The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 remove the requirement for parish councils to hold an annual parish meeting.]

262/19 To consider any late entry correspondence

Cllr Hall enquired if it was possible to give a donation to a COVID-19 helpline that had been launched by the charity Devon Communities Together to provide vital support for parish and town councils and the Devon Village Halls Community Buildings networks during the outbreak. The clerk said she was checking whether this was possible with DALC.

263/19 Matters to be reported to DCC / EDDC

Cllr Wilkins said he hoped that the roadworks on Hayne Lane would be carried out, as they had not been completed as yet.

264/19 Matters for the forward agenda

Members agreed to include coronavirus, climate change, village hall capital works, play area, lengthsman work, limited residential development and emergency plan on the next agenda.

265/19 Clerk’s Report

None.

266/19 Date of next two meetings.

Wednesday 6th May 2020 and Wednesday 3rd June 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…………………………………….

6th May 2020

Parish Council agenda 1 April 2020

GITTISHAM PARISH COUNCIL

Ms Fiona Clampin
Clerk to the Council
Garlands
Gittisham
Honiton
EX14 3AJ

01404 851442

clerk@gittisham.eastdevon.gov.uk

26th March 2020

Members of Gittisham Parish Council

You are hereby summoned to attend the April Parish Council Meeting to be held via Skype on Wednesday 1st April 2020 commencing at 7.30pm 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. The meeting is for Councillors to agree actions to ensure the lawful decision-making processes of the Parish Council can continue in respect of approval of payments, procurement, planning decisions and other related matters during the Covid-19 outbreak to support the parish and its residents.

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.

  1. To accept and approve apologies
  2. To confirm the Minutes of the meeting held on 4th March 2020
  3. To receive the Beat Manager’s report
  4. To receive declarations of interest
  5. To receive reports from County Council and District Council representatives
  6. To agree emergency arrangements and a scheme of delegation and payment for services during the COVID-19 outbreak to ensure continuity of the Council functions (as far as practicable)
  7. To consider the parish council response to the COVID-19 outbreak
  8. To note the latest planning decision notices
  9. To consider the following planning applications:

a) 20/0451/FUL Shermans Farm Gittisham Honiton EX14 3AU – Construction of permanent agricultural worker’s dwelling with parking and associated development

b) 20/0379/LBC 1 Riverside Cottages Gittisham Honiton EX14 3AE – Extension to existing outbuilding works to also include raising floor level to match the main house; single storey flat roof extension on rear elevation of main house linking to extended outbuilding; removal of 1no. window and 1no. door on ground floor rear elevation; construction of wall at ground floor; replace 2no. windows (W4, W5) at ground floor north elevation; replace 1no. window (W3) on ground floor south elevation and replace 1no. window (W8) on first floor north elevation; external insulation of part of wall at ground floor (bedroom 4); additional step leading from bedroom 4 to new hallway

c) 20/0379/LBC 1 Riverside Cottages Gittisham Honiton EX14 3AE – Extension to existing outbuilding including single storey flat roof extension on rear elevation of main house linking to extended outbuilding

  1. To consider progress on the modernisation of the play area, including fundraising and regular safety inspections
  2. To consider capital works to Gittisham village hall
  3. To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish
  4. To consider climate change measures within the parish
  5. To approve the April payments and to note the current bank balance:

F Clampin £218.79 + expenses tbc
Len Abbott lengthsman work, £tbc
Len Abbott expenses £tbc
Michael Poll grass cutting £60
Martins Builders & Decorators weekly payments for village hall capital works £tbc
DALC annual subscription £tbc
RoSPA play area inspection £tbc
NEST (pension) £17.50

  1. To consider the date of the Annual Parish Meeting
  2. To consider any late entry correspondence
  3. Matters to be reported to DCC/EDDC
  4. Matters for the forward agenda
  5. Clerk’s report
  6. To note the date of the next two meetings, Wednesday 6th May and Wednesday 3rd June 2020 at 7.30pm. Please note these dates are provisional.

F J Clampin – Clerk