Parish Council Minutes

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr J Twist, Cllr Adam Powell, Cllr P Orchard

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

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

Before the start of the meeting, one member of the public spoke regarding planning application 24/1197/PIP – Land Adjacent To Hamlet House, Nags Head Road, Gittisham.  He said that it concerns a small barn measuring 7 x 4 metres, where he would like to live.  He has owned it since 1992 and uses it currently as a building store.  He outlined its planning history.    

David Valentine spoke as a member of the public and chair of Gittisham CLT.  Members discussed the proposals for renewable energy within the CLT development, and Mr Valentine explained that certain renewable energy installations outweighed the ongoing costs that would be borne ultimately by residents in the affordable properties.  The CLT properties will be provided with air source heat pumps, but the Combe Estate properties will not be heated in the same way.

41/24 To accept and approve apologies

Apologies were received and accepted.

42/24        To confirm the minutes of the meeting held on 6th June 2024

The minutes of the meeting held on 6th June 2024 were confirmed and signed by the Chair.  

43/24        To receive the Beat Manager’s Report

April 2024:

Hamlett Close – 1 anti-social behaviour; 1 x violence & sexual offences. 

Nether Close – 1 x violence & sexual offences; 1 x public order

Hedge Field Close – 3 x public order; 2 anti-social behaviour

Cypress Close – 1 x violence & sexual offences

Rowan Close – 1 x violence & sexual offences

Beech Walk – 1 x violence & sexual offences

Parsonage Lane – 1 x violence & sexual offences.  

44/24        To receive declarations of interest

Cllrs Hall, Valentine & Walker declared an interest in agenda item 7a (minute ref. 47/24) as they are shareholders of Gittisham Community Land Trust.

45/24        To consider actions from the last meeting not otherwise on the agenda

Mark Sexton from Baker Estates has compiled an audit list of action points, following the walkabout with parish councillors and some Hayne Farm residents on 2nd July.  This includes points such as lampposts not working, removal of weeds, filling in fences, trimming hedges and planting trees. 

ACTION: Cllr Twist to write to Baker Estates

46/24 To receive reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report: “Now that the General Election is done and dusted Devon County Council emerges from the pre-election period, or purdah, and returns to what passes for normal and

‘business as usual’, where the council will continue to lobby for a fairer funding settlement from central government to protect and improve the services provided to the people of Devon.  Like all of us I am hoping for some decent weather in the coming weeks so we can enjoy the summer holidays with a much reduced bombardment of information from ‘politicos’ of all flavours!

DCC Highways

“Maintaining and improving the highway network across Devon remains a high priority for DCC, where better weather following a frustrating and prolonged winter period is helping staff to get to grips with the backlog of road surface defects, including potholes.  An additional £12m has been transferred in the 2024/25 budget and is being allocated to:

• Serviceability repairs and patching across the network (isolated and larger areas of potholes)
• Drainage cleaning and repairs (prevention reduces the need for repair)
• White lining

Both the serviceability repairs and patching along with the drainage improvements will be prioritised using highways intelligence data, together with input from local members like me, town and parish councils.

White lining will focus on remarking mini-roundabouts and zebra crossings across the whole of the county.

Specifically for Honiton and Gittisham a non-safety defect patching order for the patch at the entrance to Pine Park Road has just been committed to the reactive works team work schedule, along with patches at each of the following locations in Honiton: Rosewell Close, A375 Exeter Road, A375 High Street, Streamers Meadows, Jerrard Close, Old Elm Road,  Hutgate Road.

Patching in Millers Way is already in this year’s capital programme with a start date of 14th August. Other sites in Honiton which I have dates for are resurfacing of Charles Road programmed for 12th August and completion of patching areas missed in previous years in Stoney Lane programmed for 23rd July.

How would you prepare for an emergency?

A newly launched https://prepare.campaign.gov.uk/   is encouraging people to think about what they would do if they and those around them were exposed to risks ranging from floods to fires to power cuts.  The website provides simple and effective steps people can take to be more prepared. Taking action in advance will make it easier to manage an emergency if it does happen and only takes a couple of minutes to register.

Five simple things you can do now:

1. Find out if you are eligible to sign up to your gas, electricity and water supplier’s www.thepsr.co.uk/ so companies know that you need additional support.
2. Set a reminder in your phone or make a note on your calendar to check your smoke alarm once a month.
3. Write down important phone numbers on paper such as the number to report a power cut (105) and the numbers of anyone you might want to contact in an emergency.
4. Talk to your children about how and when to call 999 and what they should do if there’s an emergency, such as a fire at home.

Alcohol awareness week

Devon County Council offers advice, help on a variety of public health issues, and while little after the event, alcohol awareness week messages are nonetheless relevant as we approach a sociable time of year, for a variety of reasons, ranging from BBQ to football to Wimbledon etc. This is a chance to get thinking about your drinking, better understand alcohol myths, and make positive changes for your health.

By taking control of your drinking, you can:

• Save money
• Gain back more time
• Improve your health
• Have more energy
• Sleep better
• Reduce anxiety
• Improve mood
• Have better relationships

Find inspiration and top tips for cutting down your drinking from Alcohol Change UK at https://alcoholchange.org.uk/help-and-support/managing-your-drinking/tips-for-cutting-down

Each year, thousands of people experience long-term health problems because of the alcohol they drink.

This is preventable – by opening up conversations about alcohol harm, we are helping to reduce it.”

Cllr Bruce said by now the dust should have settled on the General Election and a new government will be taking shape. Whatever party holds power, he suspected there will be a few changes we will see affecting us.

As a result of the above, little action has taken place around EDDC other than planning. On which note he said he must draw attention to what he believes is a major error in the presentation of the Combe Farm shop application. Frankly he was shocked to sit and hear an officer effectively put points forward in favour of an application almost acting like an agent. He had to force the point that the application was a stand alone and any comparison with an existing business had no place in a report or presentation. This was eventually confirmed, but by then the damage was done. Had he been chair he would have instructed the committee to disregard all they had read and heard. He is still pursuing this with the chair and senior planning officers, as he is fearful that this may well set a precedent for future decisions.  Cllr Bruce added that he would be speaking to EDDC’s scrutiny committee to discuss the way in which the Combe Farm shop planning application had been decided. 

Cllr Bruce reported that potholes remain a plague on our roads with a recent farcical situation where a patch was repaired a foot away from a substantial collapse which left untouched. The result was drivers still swerving into the oncoming traffic rendering the new repair pointless and a waste of time and our money. The situation has today been rectified, but only after some rather blunt emails. It’s clear to him that the criteria for repair is not fit for purpose, and not working for the people it’s meant to keep safe. So come on DCC, scrape it and come up with a new more common sense driven policy.  Cllr Bruce has said many times, it’s not more money that’s always needed, it’s how wisely you spend it!

He concluded by saying how much he welcomed the supreme court’s ruling regarding sewerage in our waters, with the potential now for councils and individuals to take water utilities to court over the quality of our water ways. This may just be the turning point we have been desperate for.

Cllr Rowe asked if there was any update regarding repairs to the bridge railings at Riverside.  The clerk said she had sent several emails to the team at EDDC, and she agreed to forward these to Cllr Bruce.

Cllrs Bruce, Hall, Valentine & Walker left the meeting.  Cllr Rowe took the Chair.

47/24   To consider the following planning applications:

1. 24/0514/FUL – Land adjacent to Town House, Gittisham EX14 3AJ – Demolition of existing agricultural buildings. Proposed housing scheme for 6no. CLT owned affordable homes for rent, and 3no. Estate-owned open market houses

Cllrs Hall, Valentine & Walker returned to the meeting & Cllr Hall took the Chair.

b. 24/1197/PIP – Land Adjacent To Hamlet House, Nags Head Road, Gittisham – Permission in principle application for the conversion of an existing building into a single dwelling

Councillors resolved to have no objection to either application.  Members welcomed the consideration of the environmental impact of the development and suggested further research into the best long-term options for renewable energy.  Regarding b), councillors noted that the land is in a flood risk zone.

One member of the public left the meeting.

48/24     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To consider the provision of superfast broadband in the parish (Cllr Powell)
  • Cllr Powell said he was waiting to hear whether the letter he had circulated outlining the broadband situation in Gittisham village was factually correct.
• To note the latest planning decision notices
  • 22/2723/FUL – Combe Garden Centre, Hayne Lane, Gittisham.  New farm shop and associated landscaping works adjacent to the site of the existing Combe Garden Centre. Approval with conditions.
  • 23/1199/MFUL – Land At Weston Park, Devonshire Road, Heathpark Industrial Estate, Honiton – Construction of new industrial units (Use Class B2).  Approval with conditions.
  • ACTION: Clerk to contact EDDC’s planning enforcement officer regarding Roebuck Farm.

• To receive an update on Highways 

There are no planned works to report.  Members heard that Cllr Orchard would be attending a series of webinars organised by DCC Highways and DALC on 18^th October and 5^th December 2024.  These are designed to foster stronger relationships between local councils and the highways team.

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

The clerk said she had invoiced EDDC for the outdoor ping pong table.  News about the facility will be published in EDDC’s residents’ newsletter. 

• To receive an update on public transport

Cllr Powell reported remarks on the Hayne Farm Facebook page regarding difficulties taking children to school.  Cllr Orchard said there were long-term plans for a bus service serving Hayne Farm, but these would not be realised until the highways are adopted.

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

Cllr Rowe agreed to draft a note for residents explaining the rewilding taking place along Old Elm Road. 

• To consider limited residential development in the parish

There was no progress to report.            

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

There was no progress to report.  Cllr Powell said it might be worth gathering some witness statements in support, as this had been expressed at the site walkabout on 2^nd July.  He agreed to liaise with Cllr Rowe about adding some questions to the fete flyer.

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

Cllr Walker said the wild area was flourishing, and encouraged all to use the village play area particularly over the summer.  She and Cllr Rowe will investigate access to the wild area from the top road in relation to the annual safety inspection report.  Members agreed to keep this item focused on the village play area for now.

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

The Chair said that Len Abbott had resigned as lengthsman.  Councillors thanked him for his outstanding service and dedication to the parish.  The scope of lengthsman work will be discussed at the September parish council meeting.

ACTION: Clerk to seek advice from DALC and other councils over the pay levels of lengthsman work.

ACTION: Clerk to write to Len Abbott.

49/24     To receive a report from the Chair

The Chair reported that the parish is now left without a lengthsman. She said this work is essential – the drainage and highway visibility verge strimming – but the parish council can also take this opportunity to review the specification and scope to incorporate biodiversity legislation and climate adaptation best practice.  She said she was pleased that Richard Foord would continue as constituency MP following the general election, and said the parish council would keep in touch with him about the ongoing broadband problems (the “Gittisham-sized hole”).

50/24     To approve the July payments and to note the current bank balance

Members resolved to approve the following payments:

F Clampin £254.34 clerk’s salary + £10.13 expenses (travel Ottery – Gittisham 7.5-mile round trip x 3 for agendas, minutes & June meeting @0.45p / mile)

F Clampin £254.34 (August salary)

Len Abbott 14hrs lengthsman work (June 2024), £210.25

Len Abbott expenses (strimmer) £8.73

Michael Poll, play area grass cutting £65 (inv. ref. 10326)

Michael Poll, play area grass cutting £65 (inv. ref. 10333)

Green Tech, rewilding materials for Old Elm Road £585

Websites Ahoy, website maintenance £239.17

NEST (clerk’s pension) £26.78

NEST (clerk’s pension, August) £26.78

Members were informed that the current bank balance stands at £18,934.24 (which includes approximately £7,156.88 in the business reserve account). 

51/24 Clerk’s report

There was nothing to report.

52/24     For information only; items for the forward agenda

Use of village hall for PC meetings; to receive a report on the Local Plan from Cllr Valentine.

53/24     To consider any late entry correspondence

Cllr Rowe reported that two bypassed culverts and the main channel under the bridge in the centre of the village are looking blocked with compacted gravel, weeds etc.  This could potentially result in stagnant water.

ACTION: Clerk to report to Tom Buxton-Smith at the EA.

Cllr Rowe said he would be attending the next meeting of Buckerell Parish Council to discuss intra-council working.

Cllr Valentine reported that he will attend a virtual meeting on 9^th August on behalf of the parish council.  The meeting has been arranged by EDDC to discuss site allocations for the new Local Plan.  EDDC has invited one representative from each parish.  Cllr Valentine will make representations directly to the working group, although the working group will not be the one deciding the allocations. 

54/24     Date of next two meetings  

Thursday 5th September and Thursday 3^rd October 2024 at 7.30pm. 

There being no further business, the meeting closed at 2115 hrs.

Chair…………………………………….

5th September 2024

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr J Twist, Cllr Adam Powell, Cllr P Orchard

In attendance: Nicole Stacey & Mark Sexton (Baker Estates), Justin Lascelles (Combe Estate),six members 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, two members of the public said how much they would like to see a safe traffic-free route to link Hayne Farm with the rest of the parish.  One member of the public said there is a very small number of existing footpaths in the parish, and another added that for those without transport an additional footpath would be useful and less dangerous than the current route. 


Two members of the public left the meeting.

21/24 To accept and approve apologies

Apologies were received and accepted.

22/24        To confirm the minutes of the meeting held on 2nd May 2024

The minutes of the meeting held on 2nd May 2024 were confirmed and signed by the Chair.  

23/24        To receive the Beat Manager’s Report

March 2024: 0 crimes reported.  

24/24        To receive declarations of interest

Cllrs Twist & Walker declared an interest in agenda item 11 (minute ref. 31/24) as they are both members of Gittisham PCC which is due to be reimbursed by the council.

25/24        To consider actions from the last meeting not otherwise on the agenda

Cllr Valentine reported that EDDC is likely to present a further draft of its Local Plan for public consultation in the autumn.

26/24 To receive reports from County Council and District Council representatives

In his absence, Cllr Bruce sent the following report: “Two council meetings have become the victims of political correctness as we plunge into the febrile atmosphere of a general election. The first was the 50th anniversary of the creation of EDDC, the second was the signing of the armed forces covenant due to take place on June 6th. For some reason the decision was made to lump the two events together which meant that when the election was called they were both ditched. I have spent the last week trying to get a reversal on this as, frankly, I’m not concerned about the 50th anniversary, but am about the covenant signing. The latter, having no political connection, and one that my family played a part in should not have become a victim here, and should have remained on the agenda. Despite my best efforts, the council officers felt it would too difficult to rearrange the covenant signing which should never have been cancelled in the first place.

“I have also been trying to bring about a small constitutional planning change. At present, if a site visit is called for by the planning committee, and you do not attend as a member, you are barred from debating and voting on that application. Recently, the committee spent an entire day debating a large application, hearing public representations, officers’ reports and from the agent. The vote went for a site visit, which automatically meant that those that couldn’t make the visit had effectively wasted an entire day of their time and effort. I have argued, and gained support from most councillors, that any site visit should be an advisory to the officers’ report. This, and making councillors sit through unacceptably long meetings ( the last one stated at 10am and finished just before 7pm) makes for poor judgement and a biased committee made up of those that are retired etc.

“Finally, I include a copy of my reply to an email relating to the Combe Farm shop application. Although this a draft report, I felt it important to highlight some of the omissions/errors. I will endeavour to ensure the officer makes the relevant corrections:

‘Thank you Simona.  Unless I’ve missed it, you have not included any objections from the village, but have laid out the messages of support showing little if any overlap of opinion. This might infer an organised level of response. There is also no reference to the fact that most if not all the messages of support appeared after a Facebook campaign by the applicant and were submitted after the deadline everyone else adhered to!

‘In addition, no mention is made of the lack of pavement nor the major flooding that has occurred on this stretch of road on numerous occasions recently.  I would ask that you revisit your report to better reflect the true situation surrounding this application.’”

27/24   To consider the following planning applications:

1. 24/0539/LBC – 2 Riverside Cottages, Gittisham EX14 3AG – Replace existing porch with enlarged lead flat roof porch on south elevation; replace existing extension on north elevation to create bedroom and bathroom and glazed canopy over rear door
2. 24/0988/FUL – Parkers East Gittisham EX14 3AS – Proposal to repair and preserve existing brick and timber greenhouse within the curtilage of a listed building

Councillors resolved to have no objection to either application. 

28/24      To receive an update from Baker Estates on the Hayne Farm development, including the play area and possible footpath routes

Nicole Stacey (Planning Director) and Mark Sexton (Production Director) provided an update on the Hayne Farm development, with the last remaining affordable homes on the site handed over in January this year.  Baker Estates has secured outline planning permission for the farmyard site.  They will be taking a temporary break from the site. 

At present the estate is managed by First Port, but Baker Estates said they could speak to First Port who will provide advice on how residents could set up a management company made up of a board of directors.  This would give residents more control over what maintenance is done there and when.  Mark Sexton said he was happy to meet residents for a walk around the estate and look at what needs to be done.  He will suggest some dates which will be circulated in due course.  Members heard that the sales office will remain open for now; Mark Sexton agreed to find out where the noticeboard heading is located, and he told members that he was currently in discussion with DCC about adoption of the highways.

Regarding the play area, some residents feel that there are many gaps in the provision.  Baker Estates said the playground facilities that have been provided have met the legal obligations with EDDC. If residents would like to see additional equipment in the play area, it will need to be under the management of Hayne Farm residents (directors) before this can happen.  Maintenance, insurance and safety inspections of this play equipment will also fall under the authority of the directors. This would be same for bins and dog bins.  The parish council will be happy to help advise on funding for new equipment, as was done at the village play area. There are grants available which the parish council has used in the past.

Three members of the public left the meeting.

Members also discussed proposals for a traffic-free footpath to connect Hayne Farm with the village and with the garden centre. Justin Lascelles explained that this would have to be a ‘permissive footpath’, not a legal public footpath and the route would need to minimise impact on the environment and on the tenant farmers’ activities.  He said there may be some funding the estate can access through stewardship schemes which could provide for capital works and annual maintenance.  He invited the parish council to submit a definitive route which he can put before Combe Estate trustees for discussion.

ACTION: Chair to draw up a definitive route with supporting information to send to Combe Estate.

Nicole Stacey, Mark Sexton and one member of the public left the meeting.

29/24     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To consider the provision of superfast broadband in the parish (Cllr Powell)
  • Justin Lascelles said he was waiting for the next superfast broadband  provider to get in touch with the estate.  He and Cllr Powell agreed to meet to discuss next steps.  Members agreed with Cllr Powell’s suggestion that it was probably wise to hold onto the press release about the lack of broadband until after the general election on 4^th July.
  • Justin Lascelles left the meeting.
• To note the latest planning decision notices
  • 24/0652/TRE – 1 Beaumonts Cottages Gittisham EX14 3AG – T1, Willow: pollard to approximately 8m above ground level; maximum diameter cuts of 20cm; western limb over building; reduce to 3m off main stem. Approval.

• To receive an update on Highways 

There are no planned works to report.

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

The Chair said she had been in touch with the Honiton Sports Pitch working group to advise them on the procedure for consultation.

ACTION: Clerk to invoice EDDC for outdoor ping pong table. 

• To receive an update on public transport

Cllr Orchard promised to follow up on a number of delays noted on the bus shelter clipboard in the village.

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

Cllr Rowe said EDDC would be invoicing the parish council before the end of July for the rewilding materials as agreed.  He said it was disappointing the wild flowers sown last year had not reseeded. 

• To consider limited residential development in the parish

There was no progress to report.  Cllr Valentine added that as of April 2024, any proposed development has to show how it will achieve ‘biodiversity net gain’.          

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

See discussion with Baker Estates & Combe Estate minute ref. 28/24.

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

Members discussed whether or not the parish council should be involved in some way with the Hayne Farm play area.  The parish council will be happy to help advise on funding for new equipment, as was done at the village play area. There are grants available which the parish council has used in the past.  The management, insurance, safety inspections etc will be the responsibility of any future residents’ board of directors.

ACTION: Cllr Walker to share the annual safety inspection report for the village play area with Len Abbott. 

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

The Chair reported that the culvert is blocked at Bath Tub Corner.  

30/24     To receive a report from the Chair

The Chair said there was no update to report that had not been covered elsewhere.

Cllrs Walker & Twist left the meeting.  

31/24     To approve the June payments and to note the current bank balance

F Clampin £254.34 clerk’s salary + £10.13 expenses (travel Ottery – Gittisham 7.5-mile round trip x 3 for agendas, minutes & May meeting @0.45p / mile)

Len Abbott 5hrs lengthsman work (May 2024), £72.50

Michael Poll, play area grass cutting £130 (inv. ref. 10316)

Gittisham PCC gazette printing Jan-April 2024, £60

Gittisham PCC parish room hire April-June 2024, £45

Bluechip Payroll annual internal audit 2023-24, £145

NEST (clerk’s pension) £26.78

Cllrs Walker & Twist returned to the meeting.  

Members were informed that the current bank balance stands at £20,679.76 (which includes approximately £7,156.88 in the business reserve account).  Members resolved to approve Bluechip Payroll to carry out the annual internal audit for the year 2024-25.

32/24     To receive and note the annual internal audit report

Members noted the annual internal audit report carried out by Bluechip Payroll.

33/24     To approve the annual governance statement 2023-24

Members resolved to approve the annual governance statement 2023-24.

34/24     To approve the 2023-24 accounting statements

Members resolved to adopt the 2023-24 accounts.  Prior to the meeting, the clerk circulated the accounting statements.  The parish council ended the financial year on 31st March 2024 with a balance of £17,489.30 (inc. £7,156.88 in business reserve, with £94.89 interest accumulated this year).  There is VAT to be recovered of £1,059.36.

35/24     To consider the criteria for meeting exemption from the annual limited assurance review 2023-24, and approve the exemption certificate

Members agreed the criteria had been met, ie that during the financial year 2023-24 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.

36/24     To set and approve the period for the exercise of public rights 2023-24

Members approved the period for the exercise of public rights to extend from 24^th June to 2^nd August 2024.

37/24 Clerk’s report

There was nothing to report.

38/24     For information only; items for the forward agenda

Lengthsman pay rate.

39/24     To consider any late entry correspondence

Members resolved not to hold a parish council meeting in August.

40/24     Date of next two meetings  

Thursday 11th July and Thursday 5th September 2024 at 7.30pm. 

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

Chair…………………………………….

11th July 2024

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr Adam Powell, 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, PCSO Darren England

1/24        To elect a Chair

Cllr Orchard nominated Cllr Hall for election as Chair for 2024/25.  This nomination was seconded by Cllr Walker.  A roll call of members present at the meeting was then taken.  It was then resolved by a unanimous decision that Cllr Hall be elected Chair for 2024/25 of Gittisham Parish Council. 

2/24        To elect a Vice Chair

Cllr Hall nominated Cllr Rowe for election as Vice Chair for 2024/25, Cllr Twist having stood down.  This nomination was seconded by Cllr Orchard.  A roll call of members present at the meeting was then taken.  It was then resolved by a unanimous decision that Cllr Rowe be elected Vice Chair for 2024/25 of Gittisham Parish Council.  Members thanked Cllr Twist for her work in the role previously.

3/24        To receive the Chair’s & Vice Chair’s declaration of Acceptance of Office

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

4/24 To accept and approve apologies

Apologies were received and accepted.

5/24        To confirm the minutes of the meeting held on 4th April 2024

The minutes of the meeting held on 4th April 2024 were confirmed and signed by the Chair.  

6/24        To receive the Beat Manager’s Report

March 2024: 0 crimes reported.  The clerk said the online crime map appeared to be working again. 

7/24        To receive declarations of interest

None.

8/24        To consider actions from the last meeting not otherwise on the agenda

Cllr Orchard said he had placed a clipboard inside the village bus shelter to allow passengers to report late-running buses or no-shows.  Cllr Rowe reported concern over grass verges towards Gittisham Farm that had been damaged.  This was due to Devon Highways digging the hedge to fill in concrete below.

9/24 To receive reports from County Council and District Council representatives

Cllr Twiss expressed his pleasure that thanks to hard work and reorganisation at DCC, the council will present a balanced outturn.  He reported having found some additional funding which will go towards repair of the highways network, which has taken a battering with the wet weather.

DCC to receive additional funds to support households struggling with higher energy and food costs

Citizens Advice is reporting that average energy costs are as high as last winter for many households, and that despite energy prices falling this month, around 5.3 million people are currently living in households in debt to their energy supplier. So, it’s welcome news that we are able to confirm that Devon County Council have been allocated a little over £5 million from the government to help households struggling to pay higher bills for energy, food, water, and other essential items.

This will be the fifth round of Household Support Funding received from the Department for Work and Pensions, to run between April and September 2024. It will take Devon’s total level of Household Support Funding received so far to just over £30 million.  The funding is to support households in most need, but specifically those that may not be eligible for other support that is already available from the government.

Plans must be submitted by mid-May to the Department of Work and Pensions, setting out how DCC, with Devon’s district, city and borough councils and other voluntary and community partners, will make the latest funding available.

Plans are likely to include:

A specific funding allocation to support families in receipt of Free School Meals, to provide food vouchers that can be exchanged at supermarkets to buy food during school holidays. 21,700 children in Devon were eligible for free school meal vouchers during the last holidays

Some funding will also go to provide financial support for food, energy and other essentials to eligible low income households with children and young people, through the County Council’s Early Help service. 

Team Devon’s district/city/borough councils will plan to continue helping households that are in greatest financial need and struggling to pay for food, energy and other related essentials. They will publicise further details soon, once plans have been finalised

Citizens Advice Devon will continue to receive funding to support households that are using pre-payment and credit meters, to help with energy costs

Devon Community Foundation will deploy funds to voluntary and community organisations that support specific groups who may struggle to access the help and support they need.

Devon and Torbay Devolution Deal – Combined County Authority

The proposed deal will transfer significant decision-making powers and funding from Whitehall to Devon and Torbay, so that important decisions on local priorities, such as jobs and skills, housing, and the environment, can be made locally.  Following a wide ranging consultation, the proposal itself was met with a wide range of views both for and against, although unanimous support is not a prerequisite to moving forward.

One thing is clear; The ‘deal’ may have Devon County and Torbay Councils’ signatures on the paperwork, but for devolution to work well for the one million or so residents across Devon and Torbay, the task in hand will require all levels of local government across the two areas – County and Unitary, city, district and borough, and town and parish councils – to work much more closely together.  It will also need the strong influence of advisory groups comprising experts in local industry and the voluntary sector, and geographically representing all parts of Devon and Torbay, working with the Devon and Torbay CCA.

The Levelling-up and Regeneration Act as passed by Parliament makes county and unitary councils responsible for leading Combined County Authorities. The responsibility for leading this CCA therefore falls to democratically-led representatives from Devon County Council and Torbay Council.  However, it is critically important that Devon’s district councils have a voice in the Devon and Torbay CCA, and the ability to influence its work.

It is proposed that Devon’s city, district and borough councils, the Devon Association of Local Councils representing Devon’s town and parish councils, the County Council and the two National Park Authorities, will all sit as part of a formal ‘Team Devon’ Joint Committee to offer its collective voice in the CCA.  District councils and housing associations will also work with Torbay Council’s housing function and the CCA to accelerate delivery of more housing across Devon and Torbay.  District councils will also be involved in the formation of a joint strategic transport plan for Devon and Torbay so that land-use and housing plan areas align to transport plans and sustainable transport options.

In addition, advisory groups comprising representatives with experience and expertise in given fields, e.g. health, housing or climate change, will have a role in providing formal advice to the CCA. As will voluntary sector and social enterprise organisations, that will need to work closely with the CCA, making sure that decision-makers are responding to local interests and addressing local priorities.

Through Local Skills Improvement Plans, the proposed CCA will work with business and education leaders to create a stronger, joined-up relationship between employers and schools, colleges and universities to provide the skilled workforce the local economy needs for the future.

Do you have a scheme to benefit the community? Grants are available

If your community group has a project that could improve people’s well-being, reduce hardship, provide a warm safe space to work, learn, or socialise within you area, you can apply for a grant.  This is the third year DCC have made funding available to support local schemes through the Growing Communities Fund.  Since July 2022, funding has been awarded to hundreds of local projects to help them respond to a specific local need.

This year’s funding allocation will mean that since the fund was launched, DCC has made more than £1.1m available to help communities build self-reliance and resilience.

Groups with schemes that bring communities together, alleviate food poverty or tackle loneliness, isolation and build self-esteem, for example, are invited to apply.  This could include offering advice, peer support or guidance on budgeting, cooking low-cost nutritional meals or supporting the recruitment, training and retention of volunteers.  Organisers of projects that have a clear and direct community benefit, such as improving the environment, or that use innovation to improve efficiency or proposals that seek to expand the reach of an existing scheme are also encouraged to apply.  For further information visit https://www.devon.gov.uk/communities/growing-communities-fund

Cllr Bruce said there was little that’s new on which to update the parish council.  EDDC’s planning officers are working through new legislation to understand the detail.  On a separate matter, the flood prevention scheme at Feniton has been delayed.

Cllr Twiss encouraged people to register their interest on the Airband website, which appeared to show some Gittisham village postcodes likely to be served by the rollout of superfast broadband at some point in the future.  Cllr Powell queried this, as he had intelligence that suggested Airband is reassessing the contracts it has with Connecting Devon and Somerset (the rural broadband programme).  The company has just appointed a new managing director.  Cllr Twiss said he was waiting for a response from CDS.

Cllrs Bruce & Twiss left the meeting.

ACTION: Cllr Twiss to send the clerk details of how to apply to the Locality Budget and the Growing Communities Fund.  Chair to complete and let Cllr Twiss know when done.

10/24   To consider the application for a proposed upgrade to the existing radio base station installation at CS_121551, SWEB Tower EX14 3TZ (NGR: E314620, N096545)

Councillors resolved to have no objection to this application. 

11/24      To consider a response to Honiton Town Council’s request to identify projects for the 2nd tranche of S106 funds

ACTION: Chair to draft a reply with suggestion for public consultation on projects.

12/24     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices
  • None.

• To receive an update on Highways 

3–20 June 2024 road through Alfington is closed for gas works.

4–5 June 2024 Old A30 by Kings Arms farm, temporary traffic signals for Highways.

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

The clerk said she was awaiting a response from EDDC’s S106 officer as to whether a plaque referring to the district council’s support is necessary.  She had not heard from Cllr Arnott regarding the invitation to attend the Father’s Day table tennis tournament in the village play area.  Members agreed to take photographs at the event and publicise in the gazette and potentially the Midweek Herald afterwards. 

ACTION: Clerk to invite Cllr Bruce to the Father’s Day tournament. 

• To receive an update on public transport

Members heard the bus service had been unreliable in recent weeks, but appeared to be back on track.  It was agreed to publicise the delays clipboard on the village WhatsApp and in the gazette.

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

Cllr Rowe said EDDC had mown the section of land at Old Elm Road in preparation for laying the grass matting that will go underneath a footpath suitable for pushchairs in the rewilded area.  Volunteers will be needed nearer the time, he said, to help lay down the 20m-length rolls of matting and hammer in the staples but it needs a spell of dry weather.  Heavy duty grass seed will go on top.   ACTION: Cllr Powell to drum up support at the Hayne Farm development. 

• To consider limited residential development in the parish

There was no progress to report.  Cllr Valentine provided a year overview to the Annual Parish Meeting.          

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

The clerk reported that representatives of Baker Estates would be attending the June parish council meeting to discuss the footpath, along with other matters.

ACTION: Clerk to invite Karissa Marker to the June meeting.

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

Councillors agreed to attend to the items highlighted in the annual safety inspection report, and Cllr Walker said she would share the report with Len Abbott. 

ACTION: Chair to ask residents near the village play area how use of the ping pong table is shaping up.

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

The Chair reported that Jack Bartlett (farmer) had identified a blocked culvert upstream of Catshayes.  He has cleared the blockage and now the water is flowing as it should with far less travelling down the road. 

13/24     To receive a report from the Chair

The Chair said some residents of Hayne Farm had drawn up a list of items they would like to see in the play area, with all agreeing it was important to stress that until the ownership of the land had been established on a more permanent footing (likely in two years’ time), the parish council was limited in what support it could provide.  Suggestions were made such as a play area committee and a community garden at Hayne Farm.

ACTION: Cllr Powell to investigate whether any Hayne Farm residents would like to attend the June parish council meeting.

Cllr Rowe said he had drawn up a flyer for the Gittisham Fete, and suggested perhaps it could include on one side some information about the parish council. 

14/24     To consider and adopt the parish council’s standing orders

Members resolved to adopt the parish council’s standing orders.

15/24     To review the parish council’s fixed asset register

Members noted the fixed asset register.

ACTION: Clerk to add ping pong table and goal posts.

16/24     To approve the May payments and to note the current bank balance

F Clampin             £254.34 Clerk’s salary + £16.85 expenses (travel Ottery – Gittisham 7.5-mile round trip x 5 for agendas, minutes & police election notices in March & April @0.45p / mile)

Michael Poll        £65 play area grass cutting (inv. ref. 10300)

Michael Poll        £65 play area grass cutting (inv. ref. 10303)

Alvian Ltd £102 play area annual safety inspection (inv. 1068)

Community First Trading £420.44 annual insurance policy

DD          NEST                     £26.78   Clerk’s pension

Members were informed that the current bank balance stands at £21,351.62 (which includes approximately £7,000 in the business reserve account).  The clerk said the first half of the annual precept had been received, as well as two VAT rebates for 2020-21 and 2021-22 (£224.72 and £608.48).  Members resolved to request Bluechip Payroll’s services for the annual internal audit.

17/24 Clerk’s report

There was nothing to report.

18/24     For information only; items for the forward agenda

Hayne Farm update; annual accountability & governance; broadband

19/24     To consider any late entry correspondence

As the Annual Parish Meeting had taken place earlier that day, members discussed Cllr Powell’s suggestion that other meetings focusing on single issues such as climate change could be held in a larger space.  Cllr Valentine suggested some meetings could be held at a location on the Hayne Farm development or in Gittisham Vale.

Cllr Valentine said the temporary barriers at Riverside had been there for more than one year.

ACTION: Clerk to ask EDDC when the bridge railings will be repaired.

20/24     Date of next two meetings  

Thursday 6th June and Thursday 4th July 2024 at 7.30pm. 

There being no further business, the meeting closed at 2115 hrs.

Chair…………………………………….

6th June 2024

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr J Twist (Vice Chair), Cllr Adam Powell, 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

177/23 To accept and approve apologies

Apologies were received and accepted.

178/23        To confirm the minutes of the meeting held on 7th March 2024

The minutes of the meeting held on 7th March 2024 were confirmed and signed by the Vice Chair.  

179/23        To receive the Beat Manager’s Report

Due to an error on the Police UK website it was not possible to report the crime statistics accurately. 

180/23        To receive declarations of interest

Cllr Twist declared an interest in agenda item 10 (minute ref. 186/23), as she is the treasurer of Gittisham PCC.

181/23        To consider actions from the last meeting not otherwise on the agenda

None.

182/23 To receive reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report: “As we move towards spring and summer, it seems that our traditional four seasons are now more like the Northern Territory of Australia with just two, the wet from November to April and the dry, May to October.  Unfortunately our wet season seems to be far longer than the dry one, having a detrimental impact on the Devon Highways network, particularly in rural areas where the potholes are all too obvious to see, appearing on what are effectively former cart tracks with tarmac on the top. In urban areas, most roads are purpose built with proper foundations that are generally more robust.

This state of the public highway is by some distance the item that features most in conversations and correspondence with constituents and below is a more detailed report on how this last winter has gone for DCC Highways who are trying to keep up with rising demand, combined with limited human and financial resources.

Winter 2023/24 Highways update

DCC has established a ‘Planned and Reactive Maintenance: Potholes and Drainage Task Group’ first reporting in March 2019 and an updated Performance Dashboard Report has now been produced to councillors.  As is typical for the winter period, DCC Highways has recorded a gradual increase in the number of publicly reported pothole defects (PIPs) since November, mainly via the ‘Report a Problem’ web site. A team of Highway Safety Inspectors undertake assessments, using extended weekday and weekend working where resource allows. The main contractor called Milestone are currently in the process of recruiting three additional permanent inspectors to assist in driving further efficiencies and timely inspections.

There have been more pothole defects this financial year than 2022/23. Whilst a further 12 months of network deterioration has occurred, the impacts on network condition of the relatively early and harsh freeze/thaw cycles experienced during last winter (2022/23) were felt deep into the summer months of 2023, added to by a number of severe storms and torrential rainfall.

Additional in year Government funding of £7.5 million is enabling more reactive, short notice and planned works, including minor hand patching and dragon patching will be delivered on the minor network in Devon as a result of it. 

While there have been challenges around plant breakdowns and availability relating to gully cleaning, it is anticipated the programme to clean 150,630 gully assets will be completed on time for the current financial year. The additional high pressure jetting resource is currently resolving approximately 800 recorded issues per month, effectively maintaining pace with the number of issues reported during the flooding events experienced over the 2023/24 winter period. The service continues to trial a different approach to cleaning both urban gullies and gullies that require multiple cleans per year.

Special Educational Needs Deficit (SEND)

After a protracted and very difficult period of negotiation, a high-level agreement has been signed between Devon County Council and the Government, which will see an extra £95 million of national funds set aside to reduce the deficit on special needs education.

The cumulative spending on education for children with special needs and disabilities (SEND) over the past 10 years is set to create a deficit of £163 million by the end of this financial year.  In common with many councils across the country, DCC had been negotiating with the Government for extra funding for special needs education under the so-called Safety Valve programme.  Ten million pounds have been set aside in 2023/24 to help bring down the deficit.  The new agreement will see the Government contribute £38 million by the end of March with the remaining cash being spread out over the following eight years.  We will contribute a further £5 million a year from its revenue budget and £20 million from reserves to bring the deficit back into balance by the end of the agreement.

It is recognised that DCC must improve its service to children needing help in this area and is committed to doing this, as well as managing its finances most effectively, keeping the council on a long term sustainable basis.

Locality Budgets

Devon county councillors have a small amount of money each year called a Locality Budget to support projects in their division with small grants, where demand invariably outstrips supply.  The fund opens up again in mid-April and budget for 2024/25 is £8,000 per councillor. Further details of qualifying projects and an online application form can be found at https://www.devon.gov.uk/democracy/councillors-nav/locality-budgets/

In his absence, Cllr Bruce sent the following report: “Last week at planning this council took what I consider to be a retrograde step. Two toilet blocks are to be removed and replaced by an ugly pay to use prefab literally craned into place. One in Honiton and the other in Budleigh Salterton. Now we are often told that councils do not have to provide free toilet conveniences, but it is something we have ‘enjoyed’ for many years so it is in effect a loss of amenity.  I for one have always believed it should be a right to use a public convenience for free. To be blunt those people of a certain age and/or with a medical condition rely on finding somewhere to go and often in a hurry. So to now be faced with the option of needing to use this grotesque monstrosity, in place of the previous sanctuary of relief, and pay for the privilege is a backward step. Neither buildings contribute any aesthetic value whatsoever to these towns, and to many this change will become a contributing factor in the calculation of a shopping trip out. So in future the public and visitors in Honiton is faced with either paying to pee (providing the locks work), relying on the good graces of a certain coffee shop, or, use the facilities of the large church and leave a contribution.

“The ongoing disgrace of the quality of our rivers and seas continue to attract media attention, but with little matching concerted action by our government. It is to be hoped that the growing number of action groups and legal action will bring about a profound change in how our water is managed and safeguarded for us all.”

183/23   To consider the following planning applications:

1. 24/0652/TRE – 1 Beaumonts Cottages, Gittisham EX14 3AG – T1, Willow: pollard to approximately 8m above ground level; maximum diameter cuts of 20cm; western limb over building; reduce to 3m off main stem.

Councillors resolved to have no objection to this application. 

184/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices
  • None.

• To receive an update on Highways 

20 May–7 June 2024 road through Alfington is closed for water works.

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

The clerk reported that the outdoor ping pong table was now installed.  The delivery company had suggested that a set of bats and balls should have been included, but the supplier said this was not the case.  Members thanked Carla Hulbert for donating the ping pong kit.  Cllr Walker said a tournament was planned for Father’s Day, and members agreed this would be a good moment to arrange some PR and the plaque to indicate EDDC’s support.

ACTION: Clerk to invite Cllr Arnott to a Father’s Day tournament and order a plaque. 

• To receive an update on public transport

Cllr Rowe suggested leaving a clipboard in the village bus shelter for people to log when the Stagecoach bus is late or does not turn up.

ACTION: Cllr Orchard to source a clipboard and pen.

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

There was no update to report.

• To consider limited residential development in the parish

Cllr Valentine said EDDC had requested further information from interested parties including Combe Estate about the planning application.          

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

Cllr Powell reported he had emailed members with a summary of the points raised at the meeting with Combe Estate.  Justin Lascelles said he would be progressing this matter with the Marker family, tenant farmers and estate trustees. 

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

Cllr Walker said the heavy rainfall had left the play area waterlogged.  She agreed to walk the area with the lengthsman to find out if any maintenance is needed, including to the hedge, after the annual safety inspection report.

ACTION: Clerk to check status of safety inspection.

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

The clerk reported that Len Abbott had spoken to Len Bartlett (farmer) about the run-off at Catshayes, but she did not know the outcome of the conversation.  The Bartlett family has assured residents that they will step in to help should there be a flooding problem resulting from the recent work.

185/23     To receive a report from the Chair

The Vice-Chair reported that residents of the Hayne Farm development had been asking if the play area could be improved there.  Members agreed that until the ownership of the land had been established on a more permanent footing (likely in two years’ time), the parish council was limited in what support it could provide.  It had been pointed out on previous occasions that the equipment in the village play area was provided through fundraising, not capital expenditure.  The parish council is happy to assist with providing advice / support on fundraising.  Councillors agreed that it was time to invite Baker Estates to a parish council meeting to provide an update on the development, and answer concerns raised by residents about the play area to understand where the parish council might be able to get involved.

ACTION: Clerk to invite Graham Hutton to attend a parish council meeting.

Cllr Powell reported that he and Cllrs Walker and Rowe had met Richard Foord MP earlier in the day to discuss the delay in rolling out superfast broadband.  Combe Estate representatives had been unable to attend the meeting.  The MP has agreed to follow up with DCC as well as the Digital Minister in Parliament.  It appears that Gittisham parish is no longer on the list of locations for Airband, the remaining full fibre broadband infrastructure provider in the area.  Members thanked Cllr Powell for raising the profile of the lack of decent broadband. 

ACTION: Cllr Powell to reflect on how GPC can help progress Richard Foord’s media campaign on this issue.

The Vice-Chair reported that the TruckFest which had caused so many traffic problems last year in the parish had been moved to Smeatharpe. 

Cllr Twist left the meeting and Cllr Valentine took the Chair.

186/23     To approve the April payments and to note the current bank balance

F Clampin             £254.34 Clerk’s salary

34SP.com             £119.40 web hosting renewal

34SP.com             £15 domain name registration

Gittisham PCC     £21.10 electricity bill [parish council use]

Michael Poll        £65 play area grass cutting (inv. ref. 10291)

DALC                  £400.50 annual subscription 2024/25

Len Abbott           £101.50 (lengthsman work, 7 hrs Dec 2023)

Len Abbott           £14.50 (lengthsman work, 1hr Jan 2024)

DD          NEST                     £26.78   Clerk’s pension

Members were informed that the current bank balance stands at £16,399.29 (which includes approximately £7,000 in the business reserve account). 

The clerk said this did not include the first half of the annual precept, which is due to arrive in the parish council bank account.  She added that the cost of the ping pong table had already been accounted for at the July 2023 meeting, and she would invoice EDDC to have the amount (minus VAT) paid to the parish council from S106 funds.

ACTION: Clerk to contact Bluechip Payroll to arrange annual audit. 

Cllr Twist returned to the meeting.

187/23 Clerk’s report

There was nothing to report.

188/23     For information only; items for the forward agenda

The May meeting will be held following the annual parish meeting.  Clerk to find out if Baker Estates can attend in May.

189/23     To consider any late entry correspondence

None.

190/23     Date of next two meetings  

Thursday 2nd May and Thursday 6th June 2024 at 7.30pm. 

There being no further business, the meeting closed at 2100 hrs.

Chair…………………………………….

2nd May 2024

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr J Twist (Vice Chair), Cllr Adam Powell

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

Apologies for absence: Cllr P Orchard, PCSO Darren England

162/23 To accept and approve apologies

Apologies were received and accepted.

163/23        To confirm the minutes of the meeting held on 1st February 2024

Re: 153/23 d) Cllr Powell asked that it be noted the parish council had suggested renewable energy could be incorporated into the Kings Arms Farm application in some way.  The minutes of the meeting held on 1^st February 2024 were then confirmed and signed by the Chair.  

164/23        To receive the Beat Manager’s Report

Due to an error on the Police UK website which the force is aware of, it was not possible to report the crime statistics accurately. Cllr Rowe said he had attended the event to mark the re-opening of the Honiton Police Station enquiry desk.

165/23        To receive declarations of interest

Cllr Twiss declared an interest in agenda item 166/23, as he is a voting member of the South West Regional Flood and Coastal committee. 

166/23        To consider actions from the last meeting not otherwise on the agenda

Cllr Powell reported that Richard Foord MP had accepted his invitation to a meeting on 4th April to discuss the delay in rolling out superfast broadband.  He has also invited representatives of other parishes similarly affected, rural broadband campaigner Graham Long and the Combe Estate. 

ACTION: Cllr Powell to email members with an update on progress so far.

Members heard that additional sandbags have been delivered and are stored in the village bus shelter.

Cllr Walker said farmer Len Bartlett had assured her the gap in the hedge towards Catshayes would be filled once the weather improves.  A resident has expressed concern that the new farm track could be creating additional run-off coming down the road, and was alarmed at the recent increase in surface water.  Someone has placed two sandbags across the gully.

ACTION: Chair and Len Abbott to arrange a meeting to discuss with Len Bartlett.

167/23 To receive reports from County Council and District Council representatives

Covid 19 update

Cllr Twiss said that as we approach the 4th anniversary of the first Covid-19 lockdown in England, on the

23rd March 2020, it’s hard to forget the stress, anxiety, economic hardship for many and a genuine fear that the worldwide pandemic brought with it. It seems a very long time ago that we were forced to change how we lived our lives overnight, often being separated from family members, working from home and not being able to socialise in person being just a few things that the uncertainties Covid inflicted on us.

While Covid 19 may have largely disappeared from most of our lives, we are still reaping its unwelcome legacy of slow economy recovery (matters elsewhere contributing to that) and long-standing health issues.  The disease is still very much with us but reported cases in England have reduced massively, where the official UKHSA data dashboard at https://tinyurl.com/ae98rr6r showing cases weekly cases to the 21st of February of 1839 and sadly 245 deaths with Covid mentioned on the death certificate. Clearly, there is still no room for complacency and you should take precautions if you show signs of having the disease, see https://tinyurl.com/2s39cs8x

Highways – winter update

Following the very difficult winter last year the DCC Asset Management and the Network Response teams have worked very closely together through late summer and autumn to prepare for the winter season. Because of this hard work and the milder winter, the service has recorded 5,500 safety defect potholes in January, slightly below the 7-year average (5,926). This compares well to the 7,500 in 2023.  The significant reduction in the gritting operations mentioned above frees up resources to continue the planned patching operations, again helping to reduce safety defect potholes across the county, but prolonged wet weather in the last few months does not help matters when trying to make repairs to the highway.

Changes have now been made to the ‘front end’ of the public ‘report a problem’ website, https://www.devon.gov.uk/roads-and-transport/report-a-problem/ Additional information will help inform future enhancements and will highlight that members of the public can add themselves to existing reports, rather than duplicating reports. 

Gully cleaning operations have slipped behind programme due to the high number of extreme weather events the service has responded to this year, as well as a series of unexpected equipment breakdowns. Main DCC Highways contractor Milestone Infrastructure has worked hard to get this back on programme and are confident that all programmed gullies will have been attended by the end of March.  A lot of work has been put into addressing drainage referrals raised by the cleaning gangs. Over 14,000 gully issues have been resolved this 2023/24 financial year across Devon; however, the backlog remains high with new issues identified as quickly as the old ones are being tackled. The joint trial with Devon’s Flood team to place gully sensors in selected streets in Devon is in now live. The data recorded will provide 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.

Is your food bill eating away at your weekly budget?

If so, a few simple measures can help save money and reduce waste too.  A Waste Resource Action Programme (WRAP) Food Trends survey last year found that despite the Cost of Living crisis, people are still wasting food that could otherwise have been eaten.  Food prices remain the number one food concern for almost three quarters of participants, and nearly one in four (24%) reported struggling to keep up with household bills. Yet, food waste is still on the rise for four key products – milk, potatoes, chicken and bread.

Keep Cool

Keeping the fridge temperature between 0-5°C can help keep food fresh for three days longer than usual. If you want to test how cold your fridge actually is, an easy way is to use a thermometer. If you do not have a fridge thermometer, pop a regular thermometer into a glass of water and leave it in the fridge for a few hours. Try not to open the door as this can affect the reading. It is worth checking as the average UK fridge temperature is set at least 2°C too warm!

Know Your Dates

Understanding the difference between use by and sell by dates can save perfectly edible food from being thrown away.  ‘Best before’ refers to the quality of the food and your food will be at its best when used before the date given. After this peak freshness date, it might not be at its best, but it will still be safe to eat. You can use your senses to make a judgement. 

Here’s a quick guide to a few key food items and how long they are likely to remain edible after the best before date:

• Biscuits – six months
• Canned food – 12 months
• Cereals – six months
• Confectionary – 12 months
• Crisps – one month
• Dried pasta – three years!
• Pasta sauce – 12 months

‘Use by’ refers to the safety of the food. You must not eat food past the ‘use by’ date. You cannot always smell the bacteria that causes food to spoil, so after the ‘use by’ date, the food may appear perfectly fine to eat, but it could be unsafe. You can freeze food right up to and including the ‘use by’ date. If you are not sure you will eat it in time, freeze it for another day! ‘Display until / sell by’ is for retailers’ attention only.

Reducing the amount of food we waste is a simple way for households to save money and reduce carbon emissions. 60% of UK food waste comes from households, having a value of £17 billion a year and is associated with 18 million tonnes of greenhouse gas emissions.  If we kept food waste out of the black bin, it would save £2.8m a year in disposal costs.  Using up leftovers, making the most of our freezers and understanding use by dates are just a few ways to help prevent food waste, and save money too. When food waste is unavoidable, it can still be put to good use. Either recycle using your food waste caddy (where available) or compost at home.

Cllr Bruce said our troubled waters persist in the headlines with a major debate at full district council last week. Although he believes the motion was well meant, Cllr Bruce said it lacked any significant teeth with which to encourage/ force SWW to improve the current appalling state of our sea and water ways. He attempted to add an amendment to the motion in the form of the following, ‘EDDC further asserts that no major planning application will be considered without an accompanying, and independently verified report by SWW, stating that they have the relevant capacity for such an application’. It did cause some head scratching but was considered to put EDDC in a challengeable situation and failed to gain enough votes. As a result SWW said of the unanimously passed original motion that it was “disappointed”.  Not perhaps as disappointed as we are, said Cllr Bruce, with the mess they are making of looking after our waters! To balance the issue he added he is duty bound to say that SWW have stated that they remain committed to improving things with substantial investment going into our infrastructure.

Cllr Bruce said he was pleased to report that a well-supported parking review is underway, even more pleased to see his request for there to always be a choice of how we pay is enshrined in the recommendations. He has seen for himself the chaos caused when people try to use certain phone paying apps in car parks. This why he will ensure that, when the review comes to full council for signing off, a full choice of payment options is locked in.

Following on from his comments regarding pot holes in his last report, Cllr Bruce said he had had a number of comments passed to him about residents’ experiences with using the Devon Pothole Map. It seems that inspectors that go out to confirm the state of a given hole will often remove it from the map without informing the person that complained. Now it seems ridiculous, said Cllr Bruce, to state the obvious here, but these holes don’t mend themselves and they are only going to get deeper. He also knows that budgets can only stretch so far. However, surely it makes more sense to fix an issue when it’s going to cost less. How does that old saying go………… a stitch in time……..  he said he had also seen evidence of holes marked on the map as down for repair being suddenly removed. He has taken this up with County as this is completely unacceptable.

So he would strongly advise everyone to, firstly report every relevant hole they find and, secondly regularly check that it hasn’t been removed from the map by some hidden hand. If it has put it back on and keep doing it until it’s repaired. He said he remained convinced that, as ratepayers, we are not getting the correct value out of our contribution to road repairs. He still sees evidence of poor repairs often done on a previously repaired hole. He said he would ask for the data on how many potholes on the Devon map are ones that have been done before, but he doubts that data exists.

Cllr Rowe asked whether the gaps in the yellow lines along Devonshire Road might be filled in to stop cars parking there, as he felt it contributed to increased traffic, especially at rush hour.  Cllr Twiss said the parked vehicles had helped to slow down traffic flow in the past, but Cllr Rowe argued that with increased development on the industrial estate, vehicles are forced to swerve and potentially cause more danger. 

Cllr Walker asked Cllr Twiss if there was any funding available in the DCC Locality Budget.  She suggested using some to replace a couple of rotting windows in the village hall, and Cllr Twiss said he could support an application for £1,000 under energy-saving measures.

ACTION: Chair to obtain three quotes for window replacement and complete application for the VH through the parish council as accountable body.

Cllrs Bruce and Twiss left the meeting.   

167/23   To consider the following planning applications:

1. 23/1199/MFUL – Land at Weston Park Devonshire Road – Construction of new industrial units (Use Class B2)

The clerk agreed to check whether this was another iteration of an application that had come before the parish council last year, to which there was no objection. 

168/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

• 23/2583/VAR Rapshayes Farm Gittisham EX14 3AB – Variation of Condition 2 (approved plans) of planning permission 20/0781/FUL (Conversion of barn to holiday accommodation) to change the proposed roof covering from clay roman tiles to natural slate. Refusal.
• 23/2725/FUL Kings Arms Farm Nags Head Road Gittisham Honiton EX14 3AP – House of multiple occupation (HMO), that provides individual living-rooms for vulnerable people; the facility includes communal areas for socialising, cooking and dining set with private and secure gardens. Refusal.
• 24/0019/VAR Rapshayes Farm Gittisham EX14 3AB – Variation of Condition 2 (approved plans) of planning permission 20/0781/FUL (Conversion of barn to holiday accommodation) to change the proposed roof covering from clay roman tiles to natural slate. Refusal.

• To receive an update on Highways 

20th March road to Catshayes closed to install sewer level equipment.

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

The clerk reported that the legal side of releasing the S106 funding for the outdoor ping pong table had been completed, and the parish council could now proceed to purchase the item.  This was one of the most popular choices in the public consultation carried out before the pandemic.

ACTION: Chair & Cllr Rowe to speak to residents.

• To receive an update on public transport

ACTION: Chair to log delays to the first Stagecoach bus which connects Gittisham village with Exeter, as the service has been poor recently.

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

Cllr Rowe said he had met EDDC officer Paul Feely and a colleague, who felt some revision of the pro

Cllr Rowe said next month the parish council could purchase the matting in line for the rewilding project for land at Old Elm Road. 

ACTION: Chair to plant landmark tree donated by Devon Wildlife Trust.      

• To consider parish council support for scam awareness and security

There was no update this month.  Members agreed there was substantial coverage of scams, including a Government campaign, and resolved to take this off the agenda.  Any particular scams to be brought to peoples’ attention can be added in ‘late entry correspondence’.

• To consider limited residential development in the parish

Cllr Valentine said the planning application had been submitted, which was a significant milestone.  He said the architects’ drawings would be displayed at the community kitchen over the next few weeks.  Members heard that those councillors with GCLT shares will have to declare an interest when the application comes before the parish council.  There are enough members on the parish council however without GCLT shares to be quorate.         

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

Cllrs Powell and Rowe said they had met representatives of the Combe Estate and the Marker family to discuss a range of traffic-free routes between the new development and the village. The most likely option was a permissive path past the farm shop and barns to the village along a serviceable farm track that ends by the old marlpit, as it might be more acceptable than a right of way.  Conditions of use could be determined by the estate and could potentially be limited to certain times of year.  The second route discussed was under the overgrown railway bridge at the Hayne Farm development to follow the hedgerows down to the minor road leading to the

garden centre and village.  If approved, in both cases the routes and conditions of use may change, as the built landscape is likely to change in the future.

ACTION: Cllrs Powell & Rowe to draft an email to parish councillors outlining a possible way forward.  Then contact Combe Estate to ask for a summary of conditions of use. 

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

There was nothing to report this month.

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

ACTION: See minute ref. 166/23.

169/23     To receive a report from the Chair

There was no report this month. 

170/23     To approve the March payments and to note the current bank balance

F Clampin             £254.34 Clerk’s salary

DD          NEST                     £26.78   Clerk’s pension

Members were informed that the current bank balance stands at £17,417.41 (which includes approximately £7,000 in the business reserve account).  Cllr Twist said the torch and safety kit had not been returned to the Hayne Farm debrillator when it was deployed recently, but this would be covered by the annual service package.

171/23 To consider the parish council’s grant-giving policy, publication scheme, complaints policy, anti-fraud & corruption policy, Freedom of Information Scheme and code of conduct

It was resolved to approve the above policies.

172/23 To consider the Parish Council’s Statement of Internal Control, Financial Regulations and Risk Management

It was resolved to approve the above policies.

173/23 Clerk’s report

There was nothing to report.

174/23     For information only; items for the forward agenda

Nothing to add.

175/23     To consider any late entry correspondence

Cllr Powell noted there had been some graffiti underneath the railway bridge leading to Hayne Farm.  Cllr Twist said the parish council would need to urge DCC to paint double yellow lines once the roads on the estate were adopted. 

ACTION: Cllr Powell to contact Network Rail.

176/23     Date of next two meetings  

Thursday 4th April and Thursday 2nd May 2024 at 7.30pm. 

There being no further business, the meeting closed at 2120 hrs.

Chair…………………………………….

4th April 2024

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr Adam Powell

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

Apologies for absence: Cllr J Twist (Vice Chair), Cllr P Orchard, Cllr Phil Twiss (DCC), PCSO Darren England

147/23 To accept and approve apologies

Apologies were received and accepted.

148/23        To confirm the minutes of the meeting held on 4th Jan 2024

The minutes of the meeting held on 4th January 2024 were confirmed and signed by the Chair.  See also minute ref 156/23.

149/23        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.  The clerk said she had been in touch with D&C Police to raise the issue, and made Cllr Twiss aware.

150/23        To receive declarations of interest

None.

151/23        To consider actions from the last meeting not otherwise on the agenda

Cllr Powell said he had drafted a letter to Richard Foorde MP regarding the continuing delay of installing superfast broadband in Gittisham village.  Members agreed he should use the village WhatsApp group to build a picture of the issues people experience.  Cllr Powell reported that Airband had told him the rollout would happen in the first half of 2024, which was at odds with an email the clerk had received from the company.  Members noted that Airband vehicles had been seen in Fenny Bridges.

ACTION: Cllr Powell to email Airband and invite one of their senior staff as well as the MP, to attend a PC meeting.

Members reiterated the parish council’s support for the community kitchen, and asked Cllr Walker / Cllr Hall to enquire whether the organisers would like the parish council / village hall committee to apply for a grant on their behalf to cover the cost of rental.

Cllr Rowe reported that the village fete is scheduled for 31^st August.  He encouraged people to sign up as volunteers.

152/23 To receive reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report:

As we have literally weathered the storms of post-Christmas, let us hope that we are able to move beyond what passes for winter this year and look forward to more spring-like condition quite soon. Damage to our highways in January has caused the DCC Highways teams considerable headaches in keeping up with emergency repairs and those of a temporary (prior to resurfacing) and permanent repairs.

Further down this report is quite a lengthy section about devolution, which really is a big deal for Devon, together with Torbay Council.

Highway repairs

An almost permanent fixture in County Councillors email inboxes is potholes, and residents’ concerns are shared by us and the officers and staff.  On 4 October 2023, the government announced £8.3 billion of additional highways maintenance funding over the period 2023 to 2024 and the next 10 years for local road resurfacing and wider maintenance activity on the local highway network. This includes £2.8 billion for Local Authorities in the East, South East, South West and London. Devon’s share over 11 years is £222 million consists an additional funding allocation of £6.663m in each of 2023/24 and 2024/25:  Currently potholes repairs in Devon are funded by ‘in year’ revenue, where for more permanent patching and repair of a higher quality this must be funded by longer term capital investment with the minimum qualification area being 1 square metre.  Significantly, it has now been agreed that DCC are able to reduce this qualification to half a square metre funded by capital funding, which will provide for better quality, long lasting repairs, rather than less durable ‘temporary’ fixes. (It is important to remember that emergency repairs are often temporary before a more permanent one is made).

Devolution – levelling up

In what is regarded by many as a very positive step forward devolving powers and money, Devolution for Devon and Torbay has taken a big step forward with the publication of Government proposals for a ground breaking deal that could re-draw the future relationship between local government in Devon and Torbay, and Whitehall. It’s hoped that additional powers with the cash that follows will happen in future years.

This would enable more decisions to be made locally by people who know their areas best and on things that matter to local people such as building more affordable homes, investing in new quality jobs and skills, and improving public transport. This could see the transfer of a range of powers and funding to a Devon and Torbay

Combined County Authority (CCA), subject to public consultation. Under the proposals, the new body would have direct control of adult education to create up to 50,000 new training and retraining opportunities by 2030.

Through Local Skills Improvement Plans, the proposed CCA will work with business and education leaders to create a stronger, joined-up relationship between employers and schools, colleges and universities to provide the skilled workforce the local economy needs for the future.

The Government is proposing to transfer over £16 million of new funding to invest in new green jobs, homes, skills, and business growth and accelerate Devon and Torbay’s transition to a net-zero economy, capitalising on the area’s world-leading expertise in green science and technology.  The Government is offering a stronger partnership with Homes England, capitalising on the Affordable Housing Programme and Brownfield Infrastructure and Land Fund to create a joint action plan for affordable housing schemes for local people and reduce homelessness. The proposal includes additional land assembly and compulsory purchase powers and would facilitate greater Community Land Trust-led delivery.

On transport, the proposed deal builds on Devon County Council and Torbay Councils’ long history of working well together on local transport planning. The proposed Deal will strengthen this joined-up approach with Devon and Torbay working as equal partners on a CCA and improving the efficiency and co-ordination

of public transport. There is an ambition to introduce a single ticketing system for travellers and investment in services to provide greater access to public transport.  The Government is also offering to transfer responsibility for developing, designing and delivering the next stages of the UK Shared Prosperity Fund from 2025.

The CCA would be responsible for working with Devon County Council, Torbay Council, District Councils and the business and education sectors to support high growth business sectors such as advanced marine engineering, defence, photonics and digital, and improve the look and feel of local communities with street and town centre enhancement.

Do you have community equipment you no longer use?

Devon residents, who have been loaned community equipment that they no longer need such as walking frames, are being urged to take advantage of the final week of an equipment ‘amnesty’ and to arrange for it to be collected, free of charge. Every month, around 5000 items of equipment are returned, more than 80 per cent

of which are refurbished, sterilised and then put back onto warehouse shelves ready for reuse. Almost 70 per cent of the equipment collected and refurbished in this way is reissued within a month to someone in the community.  Returning these items not only reduces how long people who need them have to wait it also saves on having to buy new equipment – it saves up to £100,000 a month which could then be spent on other things.

There are hundreds of pieces of community equipment, such as four-wheeled walking frames, toileting equipment, hospital beds, clinical mattresses, pressure cushions and hoists that are not being used, sitting in garages and in storage for instance.

So, Devon County Council, NHS Devon CCG and Millbrook Healthcare Ltd, which provides community equipment to people on their behalf, launched an equipment ‘amnesty’ last month, asking those who no longer need their community equipment, to organise a collection free of charge.  The previous amnesty in 2021 resulted in hundreds of items being returned, refurbished, sterilised and put back into use in the community. This amnesty is now in its final week and will run until Monday 5 February. People should call 0330 124 8214 to arrange a collection.  Wheelchairs, however, are not part of the amnesty, because these are not provided

by the community equipment service Millbrook delivers.  Collection of the equipment from people’s homes is free, and Millbrook staff will collect the items from the property.

Devon funding news

Just a reminder that Devon funding news is a mine of useful information for individuals and organisations supporting the community and the Rural Services Network equivalent is also a useful source on information and possible funding. See https://www.rsnonline.org.uk/category/rural-funding-digest . Sign up at https://www.devon.gov.uk/fundingnews if you haven’t already.

Cllr Bruce said that coastal damage from storm Henke was much less than Ciarán with the beach defences at Exmouth doing the job they were designed for. A small cliff fall was reported at Budleigh, but nothing on the scale of the collapse at Jacob’s Ladder which also did not reactivate at the time of writing.

The focus on sea water bathing quality is a hot topic at present and rightly so, said Cllr Bruce. Speaking to fellow cold water swimmers (what Cllr Bruce simply called going for a swim), there is much anecdotal evidence of a major deterioration in the quality of our coastal waters. Many experience stomach illness and ear infections, even dog walkers tell him their animals are sometimes poorly after a stroll on the beach. This situation is wholly unacceptable, he said and we are seeing a retrograde step in how we take care of our waste in this country.

With this in mind, Cllr Bruce thought the parish might be interested in some figures recently released by the EDDC coastal officer:

1) Permitted Discharges from CSOs (storm overflow discharge): In total in 2023 there were the following (the number in brackets is the number that fell within the formal bathing season May 15th to September 30th)  Sandy Bay 21 (8), Exmouth 40 (15),  Budleigh 44 (15), Sidmouth 28 (10) Beer 32 (13), Seaton 31(12).   Given that in their Water Fit document South West Water (SWW) commit to achieving no more than 20 discharges at any given beach, this is pretty poor performance.

Currently only two of our beaches are tested for water quality by the Environment Agency, but we are pushing for all to be tested. The trail to operate electric water quality signage at Exmouth failed due to the sign frying itself due to sea water penetration. However, manual signage with the relevant sites to get up to date information are almost ready to be deployed. For all our safety, it is clear that there needs to be a sea change (excuse the pun) in how the water companies operate and a much greater level of accountability and responsibility to the rate payer. Sadly, the district has little leverage to apply as major change can only come from government, said Cllr Bruce. He can only hope that off the back of the Post Office / Horizon IT scandal some serious pressure will now be brought to bear on all our utility companies.

Potholes continue to be a scourge of our road network. It is to be hoped that new money released by government will go some way to addressing this. However, Cllr Bruce remained concerned at the level of poor repair of potholes. He was sure he is not the only person who sees repairs done that will obviously fail in short order, nor where reported holes are removed from the potholes map despite complying with the criteria. Cllr Bruce would like to see a greater level of oversight of repairs by DDC, with contractors who fail to undertake a satisfactory repair not paid until it is done correctly. Now it may be that this does happen, but if so it’s not good enough. Perhaps one step would be a reporting system whereby members of the public can report such instances to the council. Much like the current pothole map.

There are two major planning applications before the planning committee coming up this week which may have broader implications for our parish: the redevelopment of the Knowle site, and a development of 72 houses at Colyton.  Whilst not directly impacting on us, it presents the committee with an opportunity to question the sustainability of infrastructure, with particular emphasis on sewerage capacity and road layout. Cllr Bruce said he was not showing prejudice, but with two major developments in the system heading for Feniton, it will be interesting to see the direction of travel.  The Chair added the importance of recording the experiences of parish residents when it comes to sewerage and flooding.

Cllr Bruce reported that the Combe Farm Shop application had been taken off the agenda, in order for the applicant to address flooding issues raised.

Cllr Bruce left the meeting.

153/23   To consider the following planning applications:

1. 24/0055/TRE 8 Campion Way Honiton EX14 2YR – T1, Oak approx. 14 metres high and 14 metres wide at all points; to pollard back to previous pollard position when work last carried out in 2016
2. 24/0019/VAR Rapshayes Farm Gittisham EX14 3AB – Variation of condition 2 (approved plans) of planning permission 20/0782/LBC (Conversion of barn to holiday accommodation) to change the proposed roof covering from clay roman tiles to natural slate
3. 23/2583/VAR Rapshayes Farm Gittisham EX14 3AB – Variation of condition 2 (approved plans) of planning permission 20/0782/LBC (Conversion of barn to holiday accommodation) to change the proposed roof covering from clay roman tiles to natural slate
4. 23/2725/FUL Kings Arms Farm Nags Head Road Gittisham EX14 3AP – House of multiple occupation (HMO), that provides individual living-rooms for vulnerable people; the facility includes communal areas for socialising, cooking and dining set with private and secure gardens

Parish councillors resolved to have no objections to the above applications.  Members suggested renewable energy could be incorporated into the Kings Arms Farm application in some way.  

154/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

There was no update this month.

• To receive an update on Highways 

20th March road to Catshayes closed to install sewer level equipment.

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

There was no update this month.

• To receive an update on public transport

There was no update this month.

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

Cllr Rowe said he had met EDDC officer Paul Feely and a colleague, who felt some revision of the proposals for land at Old Elm Road was necessary. EDDC may look at obtaining a capital grant and is considering a tarmacked path to link the green space to other paths.

ACTION: Clerk to revisit Sulina Tallack’s S106 document to see if any S106 funding could be released to fund a track that supports running or other physical exercise.      

• To consider parish council support for scam awareness and security

There was no update this month.

• To consider limited residential development in the parish

Cllr Valentine said GCLT was waiting for a response from a housing association they had approached to take on the project, as well as further commitment from Combe Estate.         

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

Members discussed next steps towards the creation of a permissive path and Cllrs Powell and Rowe agreed to draw up an agenda for points of discussion with Combe Estate.

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

The clerk reported that she had accepted the offer of a free silver birch tree from Devon Wildlife Trust, which is due to be delivered w/c 5^th February.  The organisation is offering parish councils in East Devon, North Devon and Torridge a “landmark” tree.  DWT plans to plant and nurture 250,000 trees outside of woodlands to help combat the devastating effect Ash Dieback is having on the landscape with a significant proportion of ash trees due to die in the coming years.  The tree, (around 1.2m – 2m), is designed to be planted in a community space that can act as a focal point and be enjoyed by everyone.

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

Members discussed the level of insurance cover for the lengthsman.  Cllr Walker agreed to explain to him that there are activities which are not covered by the policy, and the parish council can only ask him to carry out work which falls within the policy cover.  If the lengthsman chooses to undertake other work, this is at his own risk. It may be necessary in future to contract another person to carry out activities such as those at height. 

155/23     To receive a report from the Chair

There was no report this month. 

156/23     To approve the February payments and to note the current bank balance

F Clampin             £254.34 Clerk’s salary

Gittisham PCC     £30         Gazette printing for Nov & Dec 2023

CHT                       £162       Defibrillator annual support package

AJ Gallagher Ins  £308.42 Public liability insurance, lengthsman

DD          NEST                     £26.78   Clerk’s pension

The clerk reported that the Information Commissioner fee was now paid by direct debit, so the fee reported last month had been reduced from £40 to £35 / year.  Members were informed that the current bank balance stands at £17,698.53 (which includes approximately £7,000 in the business reserve account). 

157/23 To approve a supplier for the Gittisham play area maintenance contract 2024/25

The clerk said she had approached three contractors to invite them to bid for the annual maintenance contract.  Members resolved to appoint Michael Poll for another year.

ACTION: Clerk to contact Michael Poll.

158/23 Clerk’s report

The clerk said she had contacted Combe Estate regarding concerns over the continuing run-off on the lane to Catshayes. 

ACTION: Cllr Walker to speak to Jack Bartlett (farmer). 

159/23     For information only; items for the forward agenda

Traffic-free amenity route.

160/23     To consider any late entry correspondence

The Chair said she had asked Gittisham PCC for a list of where hard copy gazettes are left.

161/23     Date of next two meetings  

Thursday 7th March and Thursday 4th April 2024 at 7.30pm. 

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

Chair…………………………………….

7th March 2024

Held in Gittisham Parish Room

Present:

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

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

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

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

127/23 To accept and approve apologies

Apologies were received and accepted.

128/23        To confirm the minutes of the meeting held on 7th December 2023

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

129/23        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.  

ACTION: Clerk to contact D&C Police & Crime Commissioner to understand how to obtain timely and accurate crime figures for Honiton Rural.

130/23        To receive declarations of interest

None.

131/23        To consider actions from the last meeting not otherwise on the agenda

An Acceptance of Office form was signed by Adam Powell and the clerk. Register of Interests form completed to return to EDDC within 28 days. Cllr Powell took his seat at the meeting.

132/23 To receive reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report:

Happy New Year as DCC ramps back up to full speed after the Christmas holiday break, which I hope will be a prosperous and healthy one for all of you, your families and friends. This month’s Division member’s report focuses on the finances of Devon County Council ahead of target setting for the various service areas of the council ahead of next month’s budget setting for 2024/25 in what is going to be an interesting year for everyone in local and national government.

DCC Budget

Setting the DCC budget for 2024/25 is, like any year, a huge task for a large scale organisation. Over 79% of the net revenue budget of £743.4 million proposed for 2024/25 is spent on children’s and adult service areas i.e. £588.5m with £154.8m for the others.  Demand in these two areas in particular continues to surge, where DCC must legally provide them, often at very high costs, over and above what is termed discretionary services such as routine roads maintenance (other than safety issues) of a 12,000 mile road network, bus service subsidies, climate change initiatives and much more.

The funding for this comes from a wide range of core funding income from the Government and other grants totalling around £236.4m, but the majority of the income is derived from council tax and a share of business rates.  This is set against set against a background inflationary cost of living pressures and huge challenges to local government in general. Social care provision is particularly impacted by increases to the national living wage, which at first glance a 30p per hour increase announced by the Government does not seem vast. However, it will add an extra £25.7m to the DCC wage bill, which will need to come from further savings and efficiencies.

There is an above inflation proposed 10.4 per cent increase in the revenue budget for children’s services with a 6 per cent rise in adult services and 4.7 per cent extra for climate change, environment and transport.  Reductions in other departmental spending means an overall rise of 6.3 per cent in the council’s budget for next year within the total spend of more than £743 million where officers of the council have worked closely with the DCC Cabinet to secure best value across Devon’s operations and ensure continuing financial sustainability.

To set a balanced budget, savings, alternative funding and additional income of £49.6 million have been identified. Overall, there is additional funding of £43.8 million or 6.3% for services next year. It is not planned to support the proposed budget targets by using general reserve balances. This reflects a strategy of DCC living within its means and to set service budgets that are affordable within anticipated income and funding totals for next year.

In his absence, Cllr Bruce sent the following report:

It’s been a quiet few weeks around Christmas with only two incidents/topics to report on. Firstly, there is still an ongoing issue on the Hayne estate regarding anti-social behaviour, with a resident becoming increasingly fearful. I have raised this with Sovereign Housing and the council officer responsible.

Secondly, having gone through the recently published NPPF hoping to find some material changes that could protect our communities. I am profoundly disappointed to find none of the changes to planning promised by Gove. Instead the ‘presumption to approve’ developments remains in place making it harder to refuse. As a result, I am seeking a meeting with the head of planning at EDDC to see how he feels this new document affects our local planning policy going forward. I am also instigating changes to our local constitution to bring it in line with other districts. For example at present any member of the planning committee who does not attend a site visit is precluded from voting. I have argued that this is a ruling that is not applied by all districts, and that the information provided by officers should be sufficient to make a decision with or without a site visit. This is now being actioned. Also I have asked for the powers to summon officers from the EA, Highways and the water companies to planning meetings, to be applied. This should allow members to question statements made by these companies and raise the level of accountability. I have also asked for the ability to defer decisions on applications if these companies do not attend.  I will keep you informed as to how these changes pan out.

Cllr Valentine agreed to report back to members on the latest iteration when he’d had a chance to go through it.

133/23     To receive an update from All Points Fibre (formerly Jurassic Fibre) on superfast broadband

Stephen Harris, Head of Strategic Partnerships from All Points Fibre (APF) was due to join the meeting remotely, but due to issues with broadband it was not possible to connect.  Members expressed their profound disappointment that the company would not be pursuing its roll-out, which APF explained was no longer commercially viable.  Cllr Twiss indicated in a recent email that the contract for Airband to deliver the roll-out under the Connecting Devon & Somerset scheme appeared to be the most likely option.

ACTION: Cllr Powell to liaise with Broadhembury Parish Council which is experiencing similar issues, and draft a joint letter to Richard Foorde MP.

ACTION: Clerk to contact Airband and invite them to a meeting to provide an update.

134/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

There was no update this month.

• To receive an update on Highways

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

20th March road to Catshayes closed to install sewer level equipment.

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

Cf minute ref. 142/23.

• To receive an update on public transport

Cllr Orchard said rail passengers had had a rough time recently, with disruption caused by landslips and stormy weather. 

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

The clerk reported that Cllrs Rowe and Orchard had been unable to meet EDDC officer Paul Feely in December, owing to staffing issues.   

• To consider parish council support for scam awareness and security

There was no update this month.

• To consider limited residential development in the parish

Cllr Valentine said GCLT was drawing up a memorandum of understanding with Combe Estate. The planning application is due to be submitted very soon.  Research into a possible housing association partner is ongoing.             

• To consider updating the parish emergency plan

ACTION: Cllr Orchard to arrange a meeting with flood / snow wardens. 

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

Members discussed the creation of a permissive path and agreed that there would be funds available to pay for hedges, fences etc.  It would fit with the parish council’s climate change agenda and take cars off the road.  Cllr Powell highlighted the success of a newly created path linking Feniton and Colestocks, and he said he thought the path would receive widespread support on the Hayne Farm development. 

ACTION: Cllr Powell to take forward.

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

There was no update this month.

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

The clerk reported that DCC’s Mike Brown had been in touch regarding the collapsed pipe at Pig Sty Corner.  Cllr Walker agreed to ask Len Abbott whether the tip of the tree which fell down into the stream at Church Mead can be removed without risk.  Members noted that water appears to be staying put in the ditch by Truances, following remedial work.    

ACTION: Cllr Rowe to follow up with Mike Brown (DCC Highways).   

135/23     To receive a report from the Chair

The Chair wished all parish councillors a happy new year. 

136/23     To consider donations to organisations under S137 and Transport

Members agreed to donate £60 each to TRIP, Force, Hospiscare, Citizens Advice and Diabetes UK.

137/23     To consider a review of remuneration of the parish clerk in line with annual NALC salary scales, and associated pension payments

Members resolved to raise the clerk’s salary in line with NALC recommendations to £13.73 / hr, for the year 2023-24, and to apply the increase retrospectively.  This increase also applies to pension contributions.  The 2024-25 pay scales are yet to be determined.

138/23     To approve the January payments and to note the current bank balance

F Clampin             £254.34 Clerk’s salary

F Clampin             £175.50 9 months’ backdated pay for 2023-24 at new NALC hourly rate, SCP12

Information Commissioner               £40 Annual membership

TRIP                      £60         Donation

Force                      £60         Donation

Hospiscare            £60         Donation

Diabetes UK         £60         Donation

Citizens Advice    £60         Donation

Websites Ahoy      £81.67   support and maintenance during 2023

Sandbag Co          £28         Additional delivery charge of sandbags to EX postcodes

DD          NEST                     £26.78   Clerk’s pension

Members were informed that the current bank balance stands at £18,480.07 (which includes approximately £7,000 in the business reserve account). 

139/23 To agree the budget for 2024/25

The clerk and Cllr Twist outlined likely expenditure for the rest of the current tax year, and circulated a spreadsheet showing forecast expenditure for 2024/25.  Councillors agreed to add £100 to the donations list.  Members resolved to set budget expenditure at £12,662 for the year.

140/23 To set the precept for 2024/25

Councillors voted unanimously to increase the precept by 8.5 per cent to £10,139.08, the balance of the budget to be taken from reserves.  Members agreed that as the population of the parish has increased significantly, this should not represent a rise at the individual level.

141/23 To update the parish council’s bank mandate

Councillors resolved to approve the clerk’s appointment as a Payment Controller on Bankline.

ACTION: Cllr Twist to contact Nat West.

142/23 To consider entering into the grant funding agreement with EDDC (S106 monies) relating to land at Gittisham play area, money for outdoor table tennis table

Councillors resolved to enter into the grant funding agreement, which will see £3,079 (net) released from S106 monies to part-fund the outdoor ping pong table in the play area.  Cllrs Hall and Twist signed the agreement, witnessed by the clerk.  The clerk advised members that costs for the table would likely have changed / increased.

143/23 Clerk’s report

The clerk reported that a parishioner had expressed concern over the continuing run-off on the lane to Catshayes. 

ACTION: Clerk to write to Combe Estate to outline concerns and ask whether hedge will be restored on the same road. 

144/23     For information only; items for the forward agenda

Play area maintenance contract 2024-25.

145/23     To consider any late entry correspondence

None. 

146/23     Date of next two meetings  

Thursday 1st February and Thursday 7th March 2024 at 7.30pm. 

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

Chair…………………………………….

1st February 2024

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