2023/24

Held in Gittisham Parish Room

Present:

Village ward: Cllr D Valentine, Cllr A Rowe, Cllr M Walker

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

In attendance: Fiona Clampin (clerk)

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

111/23 To accept and approve apologies

Apologies were received and accepted.

112/23        To confirm the minutes of the meeting held on 2nd November 2023

The minutes of the meeting held on 2nd November 2023 were confirmed and signed by the Chair. 

113/23        To receive the Beat Manager’s Report

Due to an error on the Police UK website, it was not possible to report crime statistics accurately.  However, another site published figures for the whole of Honiton Rural, for which 1 reported violent crime in August 2023.

114/23        To receive declarations of interest

None.

115/23        To consider actions from the last meeting not otherwise on the agenda

Cllr Valentine reported that EDDC has decided to proceed with the development of a second new town of 8,000 homes between Exeter Airport and Crealy.  He said this was likely to have some sort of impact on the reallocation of development sites in the Local Plan.

116/23 To receive reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report:

Transport: Bus

The £2 bus fare is to be continued until end 2024.  Not only does this help with the cost of living, it also encourages more people to use buses thereby reducing congestion and helping with decreasing carbon emissions.  The revised Stagecoach timetables are now bedding in and there are a lot fewer complaints. Unfortunately, the changes coincided with an increase in illness, mainly respiratory infections amongst bus drivers. Resilience will improve as Stagecoach now has a full cohort at the bus training school.

Transport: Rail

The unexpected, but for us very good news that some of the allocated HS2 funds would be reallocated around the country was very welcome.  Devon is very proactive at having schemes ready or in the pipeline to go when

opportunities arise and DCC actively lobbies for money for schemes. The investment in time at Westminster is not wasted as all the schemes outlined to the minister by DCC have now received a commitment to funding.

• Tavistock to Plymouth; confirmed project would be funded to delivery subject to ongoing business case development
• Wellington and Cullompton stations- this would lead to an hourly service for these communities.

More rail news! On December 10th the launch of through tickets on our integrated bus routes, for example someone travelling from Leeds could get a through ticket to Honiton. The integrated working with GWR is producing excellent results and Devon is looked at with a lot of envy from around the country. For a large rural county we have achieved more already than urban areas, with hopefully more to come.

Transport: Roads

Safety Defects

Following the extremely high numbers of publicly reported potholes across the network during the first part of the year, and the increase in repair gangs as a response, numbers have gradually stabilised through the spring and into the summer.  However, they remain above average for the time of year. This has meant that there is still some residual pressure on inspection teams in assessing backlogs.  Evening and weekend working has remained in place in some areas to assist with this.

Work is underway to improve the messaging on the ‘report a problem’ webpages to reduce the number of defects that are incorrectly reported – since January this year this represents around 55% of all reports received.

Following a very challenging winter for road condition and safety defects, the numbers recorded across the network had reduced sufficiently that Highway Safety Inspectors (HSI) were able to re-start the identification of non-safety or ‘serviceability’ defects in June. This process offers HSIs the discretion to record defects that do not meet investigatory criteria in our Highway Safety Policy.  The ‘Elastomac’ product being used is envisaged to provide a lower carbon and cost-effective means of repairing carriageway defects. The mastic product uses up to 70% recycled materials, including lorry tyres, that would otherwise be incinerated and, in the right scenarios, allows reactive works gangs to undertake repairs much more quickly when compared with conventional techniques.

DCC welcomed the Government’s announcement of an £8.3 billion investment for road maintenance over the next 11 years.  We’re receiving an extra £6.66 million this financial year, from the funding redirected from the scrapped HS2 rail line extension to Manchester. It will be followed by the same amount next year, and then there will be a minimum of £208.6 million between now and 2033/34, according to the Department for Transport.  The funding will help address some of the repair backlog on Devon’s 8,000 miles of roads, the biggest highway network of any authority in the country. Some of the money will be used to carry out patching work and other repairs before potholes deteriorate further this winter due to the wet and freezing conditions of the season.  The majority of the funding for this financial year will enable us to bring forward resurfacing schemes earmarked within our future works programme.

Winter Service

Preparations for winter took place over the summer, with the fleet of gritters receiving their annual servicing and calibration checks. Works to install solar panels on some of the salt barns have also been progressed and salt stocks have been replenished ahead of winter.  By keeping the age of the gritting vehicles less than 10 years old maintenance costs are reduced and ensures the fleet is safe and appropriate for the task in hand. In preparation for this winter, eight of our oldest/most costly gritters will be traded-in against six nearly-new vehicles. This will reduce the secondary fleet from 12 vehicles down to 10, an appropriate balance of service resilience against financial pressures.

Gully cleaning 

Over 5,000 drainage issues identified by the gully cleaning crews and highway officers have been resolved since April. The challenge remains dealing with more than15,000 outstanding reported issues with funds available.

The ongoing trial to pre inspect gullies due to be cleaned on the cyclical programme has shown 49% of gullies inspected to date do not require cleaning. The aim of the trial is to ensure plant and equipment is deployed where it is most effective.  A joint trial with Devon’s Flood team to place gully sensors in selected streets in Devon is in the preparation stages. It’s hoped this externally funded trial will offer insight into whether technology can be used to inform policy or reaction for cyclical gully cleaning. The trial intends to run for an 18-month period from the winter period.

Grass cutting

Despite a challenging growing season, the planned first cut of rural grass had been completed by the end of August. Working alongside Torbay Council, efficiencies have been realised in our operations in the south of the county.

Ash Dieback [ADB]

The expert tree inspections have recorded 113 individual reports of ADB, which is an increase when compared with 96 records at the same point last year. This mirrors the overall increase in the total number of individual trees reported with ADB, which is 437 compared with 235 trees at this point last year.

In his absence, Cllr Bruce sent the following report:

There is still no timetable available as to when the National Planning Policy Framework legislation will transit Parliament. This is very frustrating, given the deluge of large applications being inflicted on Feniton. On which subject, I’m getting very little steer from EDDC planning regarding the Taylor Wimpy [TW] pre app. However, in my brief and non-committal correspondence with TW, they have said they are aware of the super inquiry and the judgement but feel it does not apply to them as the housing numbers are significantly less for this application. I felt there was little point in going back to clarify the obvious flaw in their logic, it can wait for a later conversation! I mention the ongoing issues with Feniton in this report as they have implications for all of us.

As I write this report we are experiencing heavy rainfall but I understand that no houses have, at this point, been affected in the ward. Given the district-wide nature of this rain, and the number of flooding rivers, I suspect flooding may well be on the news later tonight.  Of course pothole issues are going to be aggravated by this weather, but I’m assured by DCC that, despite a significant shortfall in funding yet to be addressed by government, the repair teams are doing their best to prioritise damage that has the most impact.

An incident of anti-social behaviour has been reported to me regarding Longlands Way at Hayne Farm. Apparently this has been aggravated by unnamed residents removing the security locks on the main doors. I have reported this to both EDDC and Sovereign.

Both councillors wished the parish council and all residents a wonderful festive season and said they looked forward to 2024.

117/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

Members noted the recent flooding along the Honiton Link Road which has made it impassable.  They highlighted the assertion in the outstanding planning application 22/2723/FUL for the proposed Combe Farm shop that the development will not increase the flood risk elsewhere.  Councillors expressed serious concerns that the recent rainfall and surface water flooding have shown this development is unsuitable.

ACTION: Clerk to draft a response with photographs to EDDC Planning and send to Cllr Valentine for approval.

• To receive an update on Highways

Road closure: 7^th January 2024 0930-1530 road through Alfington closed for BT pole work. 

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

The clerk said she was due to sign EDDC’s draft grant funding agreement to release the S106 money (£3,079 net) towards the cost of the outdoor ping pong table.

• To receive an update on public transport

Cllr Orchard said trains had been suspended from 7-10December between Yeovil Junction and Salisbury for planned engineering works with a rail replacement bus in service.  However, since those works were scheduled a landslip has occurred at Crewkerne which has closed the line between Exeter and Salisbury.  The line is not expected to reopen before 13^th December. 

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

Cllr Rowe said he and Cllr Orchard would be meeting EDDC officer Paul Feely this month.  Cllr Walker said a resident had expressed concern about the apparent use of pesticides in the rewilding area of Hayne Farm.   

• To consider parish council support for scam awareness and security

Cllr Twist said WhatsApp users are being encouraged to be vigilant after scammers hacked into accounts and asked their victim’s friends and family for money.

• To consider limited residential development in the parish

Cllr Valentine said he had been re-elected as the chair at the recent board meeting / AGM, and the GCLT planning application was due to be submitted.  The clerk told Cllr Valentine that a page on the Gittisham website could be created for the GCLT.             

• To consider updating the parish emergency plan

Councillors resolved to purchase pre-filled sandbags at a cost of £178.31 for 90. 

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

There was no update on this.

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

There was no update on this.

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

Cllr Walker reported that the lengthsman had been clearing the drains up Parsonage Lane, and he had also dug a hole along that stretch which had kept one entrance to Gittisham village free from flooding.  In addition he had cleared a ditch behind Church Mead to stop those houses from flooding.  Len Abbott has asked for DCC to be reminded of the collapsed pipe at Pig Sty Corner, grid reference 50.778538, -3.225841 as fixing this will have a positive impact elsewhere. 

118/23     To receive a report from the Chair

There was no report this month. 

119/23     To consider the casual vacancy in Gittisham Vale

Adam Powell was elected by a unanimous vote to represent Gittisham Vale ward.

ACTION: Clerk to send Cllr Powell register of interest forms.

120/23     To approve the December payments and to note the current bank balance

F Clampin             £248.32 Clerk’s salary & expenses (paper & drawing pins)

Michael Poll        £65 Grass cutting (inv. ref. 10275)   

Leonard Abbott       £87 (6 hours lengthsman work, Nov 2023)

EDDC       £357.80 waste bin & installation

EDDC       £60.92 weekly waste collection total from 13th Oct to financial year end

CHT        £324 annual defibrillator maintenance package x2

The Sandbag Co        £178.31 10kgs pre-filled sandbags x90     

DD          NEST                     £24.82   Clerk’s pension

Members were informed that the current bank balance stands at £18,887.43 (which includes approximately £7,000 in the business reserve account).  Cllr Twist said that as members had resolved to change the clerk’s status on Bankline from ‘viewer’ to ‘payment controller’, a new bank mandate was needed. 

ACTION: All to come with suggestions for budget setting at the January meeting.

122/23 To approve and sign the annual CIL report

The clerk distributed details of CIL income and expenditure for 2022/23.  Members resolved to approve the document, and it was signed by the Vice Chair.

ACTION: Clerk to upload the CIL document 2022/23 and send to EDDC.

123/23 Clerk’s report

The clerk reported that parish & town councils were due to receive a framed photo of King Charles III, should they wish to. Members agreed to liaise with the village hall committee.

Following the visit of a beaver to the River Gitt on 2^nd December for the first time since their re-introduction, the clerk said she had reported this to the Devon Wildlife Trust who will give a presentation on how parishes can manage beaver colonies.

ACTION: Clerk to find out whether DWT would like to hold an information session in the village hall.

124/23     For information only; items for the forward agenda

Budget; bank mandate.

125/23     To consider any late entry correspondence

None. 

126/23     Date of next two meetings  

Thursday 4th January and Thursday 1st February 2024 at 7.30pm. 

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

Chair…………………………………….

4th January 2024

Held in Gittisham Parish Room

Present:

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

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

In attendance: one member of the public, Fiona Clampin (clerk)

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

Before the start of the meeting, councillors discussed the flooding in the parish which had occurred in the early hours of Thursday morning, 2nd November. The member of the public, who works for a flood risk organisation, advised the parish council that when serious flooding occurs, getting involved in mitigating its effects during the event can be dangerous and it is often best to wait until the worst has passed. For example inspection covers often lift in floods and can’t be seen under water or in the dark. Flood risk is best dealt with proactively, he said, and the parish council is not in a position to advise individuals. All agreed that with climate change bringing about more extreme weather events, people would have to adapt their behaviour and take further precautions to try to minimise flood damage.

96/23 To accept and approve apologies

Apologies were received and accepted.

97/23        To confirm the minutes of the meeting held on 3rd October 2023

The minutes of the meeting held on 3rd October 2023 were confirmed and signed by the Chair. 

98/23        To receive the Beat Manager’s Report

Due to an error on the Police UK website, it was not possible to report crime statistics for August & September 2023.

99/23        To receive declarations of interest

Cllr Valentine declared an interest in agenda item 7j) (minute ref. 102/23j), as he owns an electric vehicle.

100/23        To consider actions from the last meeting not otherwise on the agenda

Cllr Twist reported that the waste bin has been installed at the end of Old Elm Road.

101/23 To receive reports from County Council and District Council representatives

Budgeting and living with the means available

In his absence, Cllr Twiss sent the following report: Devon County Council is going through a major restructure currently of how the ‘business’ operates, so that it can best serve the needs of the residents of Devon with the physical and financial resources available to it. There is a lot of publicity currently about the financial health of local government and a number of them issuing what is called a section 114 notice. In effect, this is a declaration that they cannot meet their obligations in producing a legally required budget.  They are therefore ‘handing back the keys’ to central Government to send in commissioners to run services at the minimum legal level. There is often no one single reason for this but certainly growing demand for services, children’s in particular, combined with inflation, are major factors in many instances.

Devon County Council took early steps to address this, reorganised and as part of this are currently in advanced negotiations with the Department for Education for a very significant financial settlement (called the ’safety valve’) and DCC is not currently at risk of having to issue a section 114 notice.  Setting a balanced budget early next year is going to be very difficult, resulting in some very difficult choices having to be made where core spending power has reduced in real terms by 27 per cent since 2010/11 as councils remain firmly in the eye of the inflationary storm and finances are under pressure like never before.

Levelling Up

The Levelling up & Regeneration Bill recently received Royal Assent.  A raft of new measures came into force which the government says will “put local people at the heart of development”eg county and district councils will be expected to work with a faster and less bureaucratic planning system with developers held to account; more beautiful homes (whatever that means in Devonshire English!), built alongside GP surgeries, schools and transport links, and environmental enhancement; communities taking back control of their future with new powers to shape their local area.  This all sounds very good, but of course the proof of the pudding is in the eating and it will be interesting to see how councils interpret the Bill where clearly it’s critical in protecting our rural green spaces, but much of it seemingly has a more urban than rural focus and must not just be a tick box exercise.

The Act says it will:

• Boost local services – requiring developers to deliver vital infrastructure. This will put an end to lifeless edge-of-town developments with no community assets and ensure developers deliver the schools, doctors surgeries and public services communities need and expect. Further details on these measures will be set out shortly.
• Rebalance the housing and land markets, giving local councils the power to increase council tax on empty homes and reforming compensation for compulsory purchase orders by removing ‘hope value’ where justified.
• Encourage developers to get building; giving communities updates on the progress of development and giving councils the chance to consider slow ‘build out’ rates when approving planning.
• Bring high streets back to life, giving councils the powers to work directly with landlords to bring empty buildings back in to use by local businesses and community groups through high street rental auctions. It will also make it faster for local authorities to give hospitality businesses permission to use outdoor seating.

Station ticket offices proposals and other railway news

Although not a primary function of DCC, many concerns have been raised with colleagues and me by residents about proposals to close all railway station ticket offices, with much reduced staff and hours of operation for larger or busier ones where staff would be on hand to help.  Following a lengthy nationwide consultation and much lobbying, the government has determined that they must be scrapped; not reaching the threshold of an acceptable replacement that was fair on all users of the railways. I think we all recognise that times are changing with most people buying tickets online from machines at railway stations but these proposed major changes were too extreme at this time

The Friends of Honiton Station recently won the gold award for the second year running, for the community planters on the station. They are now working on a project with the Thelma Hulbert Gallery, Honiton Primary school, Honiton Town Council, South West Trains and Devon and Cornwall Rail Partnership to install children’s artwork relating to Honiton Lace, and the ‘Honiton Hippos’ on the inside of the footbridge at the station.

Highways 

DCC Highways teams have taken an absolute battering this year where climate change, and flooding events in particular have decimated planned maintenance.  But despite that, Highways are pressing on with as much of the programme as possible when not dealing with ’risk to life’ events or clearing up after flooding, fallen trees and damaged buildings.  They are doing their best to keep all of the plates spinning and I would ask that you understand that they must prioritise workload those ‘risk to life’ events while not diminishing the priority of things you have reason to contact them for.

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

In his absence, Cllr Bruce sent the following report:

I have to report, with some regret, that East Devon District Council saw the retirement of one of the longest serving Chief Executives in the country. Without delving into the array of conspiracy theories flying about, it is suffice to say he leaves a big pair of shoes to fill.

I took some encouragement from the definitive statements that have come out of last Strategic Planning Committee meeting. If implemented in full they could offer us an element of protection from the scourge of never ending developer-led mass housing applications.  The Government will be issuing a new NPPF in the near future. At its core is the following statement:

“The Levelling-Up and Regeneration Act is at the heart of this long-term plan and will ensure new development is built more beautifully, produces more local infrastructure, like GP surgeries, schools and transport links, is shaped by local people’s democratic wishes, enhances the environment, and creates neighbourhoods where people want to live and work.”  This should help empower our planning committee to make a stand against inappropriate development.  A case in point was last week’s refusal of the application for 63 houses to the south of Ottery St Mary. Despite officer recommendation, the committee decided to refuse. It remains to be seen if the council lawyers come back with reasons why these grounds will fail (an unfortunately familiar scenario).

With the ongoing spell of unpredictable weather, all our minds turn to the issue of flooding. As of 27^th October I understand that, although some roads have been affected,  no houses in the ward have suffered. I hope this remains the case by the time this report appears. In the meantime I can only hope that the incoming Storm Ciarán does not cause too much damage.

Finally, I’d like to express my very grateful thanks to all those that have written to me recently. Your fine words and support at this difficult time have been of great help to me. Thank you.

ACTION: Clerk to advise Cllr Twiss that Jurassic Fibre has not responded either way to the invitation to attend a parish council meeting.

102/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

22/1206/FUL The Lodge Gittisham EX14 3AD – Demolition of internal wall, removal of roof to existing extension, construction of new extension with parapet and roof lanterns.  Approval with conditions.

• To receive an update on Highways

Cllr Orchard reported that the internal channel of the balancing pond has filled with rubble, so it needs to be cleared out. Cllr Rowe said the broken grit bin on the road heading west out of the village had been reported.

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

The clerk said she had approached EDDC for an update, but had not received a reply.

• To receive an update on public transport

Cllr Orchard said the 44a service through the village had been rather unreliable over the past few weeks. The clerk said she had written to Stagecoach.

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

Cllr Rowe said he and Cllr Orchard would be meeting EDDC officer Paul Feely in December.   

• To consider parish council support for scam awareness and security

Cllr Twist said a lot of information about scams had been circulating.  In the first half of 2023, 1.4 million cases of fraud through scams were recorded.  Cllr Twist said the online safety bill soon to come before parliament should help to bring down cold calling about finance.

ACTION: Cllr Twist to order some Take 5 stickers which people put on their ‘phones.

• To consider limited residential development in the parish

Cllr Valentine said the GCLT board had decided to press ahead with the planning application, in spite of the lack of housing association involvement. The decision is subject to the availability of funds.                 

• To consider updating the parish emergency plan

Given the recent weather, members were reminded that there are various locations marked on the emergency plan where sandbags are stored. Councillors resolved to purchase additional sand for the sandbags. In the event of a flood, those affected should call the emergency services. The Chair thanked Cllr Rowe for clearing the drain under the railway bridge by the Forge.

ACTION: The Chair & Cllr Rowe to check how many sandbags are currently filled and to feed back to the clerk. 

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

ACTION: To be discussed at the next meeting.

Cllr Valentine left the meeting.

• To consider the purchase of an electric vehicle charger.

Members discussed the likelihood of finding a suitable location and getting approval from the landowner, as well as the high cost of a charger fast enough to be suitable for visitors to the village. It was agreed to put this ambition to one side for now, but to continue investigating grants for the project.

Cllr Valentine returned to the meeting.

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

The Chair confirmed the memorial plaque had been moved.

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

The Chair thanked Len Abbott and the bridge contractors working at Church Mead for removing the fallen tree.

103/23     To receive a report from the Chair

The Chair said there was no report this month. 

104/23     To consider the casual vacancy in Gittisham Vale

The clerk said that no applications had been received. Members agreed to re-advertise the vacancy, with a deadline of 23.59 on Sunday 3^rd December 2023 for applications.

105/23 To consider updating the financial regulations

The clerk circulated the current financial regulations and an internet banking policy to reflect the changes in the parish council’s banking methods.  Members discussed at length the best way to retain the system for two councillors to authorise payments, as NatWest’s Bankline for Communities does not allow those who are not authorised signatories to process payments.  Members resolved to allow the clerk to become an authorised signatory and payment controller, which will give her the ability to generate payments to be approved online.  (Cllr Twist is currently doing this.)  Once the clerk has raised the payments, they will be checked and authorised by one of the authorised signatories on the account (Cllrs Hall, Twist & Valentine).  A second councillor will check each invoice against the bank statement, sign and report back at the following meeting.

106/23     To approve the November payments and to note the current bank balance

F Clampin             £235.83 Clerk’s salary

Michael Poll        £65 Grass cutting (inv. ref. 10264)   

Leonard Abbott       £123.25 (8.5 hours lengthsman work, Sept 2023)

Leonard Abbott       £101.50 (7 hours lengthsman work, Oct 2023)

DD          NEST                     £24.82   Clerk’s pension

Members were informed that the current bank balance stands at £20,233.60 (which includes approximately £7,000 in the business reserve account).  The clerk said that a payment to Leonard Abbott for £53.48 in September had not gone through, as Bankline will reject additional payments when one is pending for the same payee. Cllr Twist agreed to add £53.48 to the amount owing to Len Abbott as outlined in November’s payments. 

107/23     Clerk’s Report

None.  

108/23     For information only; items for the forward agenda

None.

109/23     To consider any late entry correspondence

The clerk agreed to alert Cllr Twiss about the inadequate ditch clearance reported by a village resident near Truances Cottage. The ditch overflows and the road requires more than patching. 

110/23     Date of next two meetings  

Thursday th December 2023 and Thursday 4th January 2024 at 7.30pm. 

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

Chair…………………………………….

7th December 2023

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr P Orchard

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

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

82/23        To accept and approve apologies

Apologies were received and accepted.

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

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

84/23        To receive the Beat Manager’s Report

July 2023: no reported crimes.

85/23        To receive declarations of interest

None.

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

None.

87/23        Reports from County Council and District Council representatives

Transport – road safety defects

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

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

Winter Service

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

Gully cleaning 

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

Road markings

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

Traffic Management

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

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

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

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

Cllrs Bruce & Twiss left the meeting.  

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

• To note the latest planning decision notices

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

• To receive an update on Highways

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

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

There was no update to report.

• To receive an update on public transport

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

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

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

• To consider parish council support for scam awareness and security

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

• To consider limited residential development in the parish

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

• To consider updating the parish emergency plan

Members agreed to convene a working party to fill sandbags. 

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

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

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

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

ACTION: To be discussed at the next meeting.

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

There was no report this month.

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

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

89/23     To receive a report from the Chair

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

90/23     To consider the casual vacancy in Gittisham Vale

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

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

F Clampin             £235.83 Clerk’s salary

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

DD          NEST                     £24.82   Clerk’s pension

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

92/23     Clerk’s Report

None.  

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

EV charger; footpath at Hayne Farm, financial regulations.

94/23     To consider any late entry correspondence

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

ACTION: Clerk to contact Len Bartlett for clarification.

95/23     Date of next two meetings  

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

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

Chair…………………………………….

2nd November 2023