Parish Council Minutes

Held in Gittisham Parish Room

Present:

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

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

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

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

66/23        To accept and approve apologies

Apologies were received and accepted.

67/23        To confirm the minutes of the meeting held on 6th July 2023

The minutes of the meeting held on 6th July 2023 were confirmed and signed by the Chair. 

68/23        To receive the Beat Manager’s Report

May 2023: no reported crimes.

June 2023: no reported crimes.

69/23        To receive declarations of interest

Cllr Valentine declared an interest in agenda item 8k) (minute ref. 73/23k), as he owns an electric vehicle.

70/23        To consider actions from the last meeting not otherwise on the agenda

The clerk reported that Matt Galley from Jurassic Fibre would be meeting Cllr Twiss on 8^th September, and would provide updates on the roll-out of full fibre broadband to the parish.  Councillors agreed they would still like Mr Galley to attend a future parish council meeting.

ACTION: Clerk to write to Matt Galley.

71/23        Reports from County Council and District Council representatives

Cllr Bruce explained that after the summer recess, a number of national issues have surfaced that impact on the parish.

Firstly is the issue recently highlighted in the media of the banned release of sewerage by water companies. Whilst South West Water (SWW) is not on the list of offenders, they declined to provide the relevant details that other companies did. Cllr Bruce said councillors could draw their own conclusions on this. However, what is perhaps even more concerning and related is the report by EDDCs coastal officer, which highlights the fact that on an excessively large number of occasions SWW monitors to detect spills were switched to ‘maintenance’ mode. This effectively means they are switched off, said Cllr Bruce. The officer has asked for clarification as why there were so many occasions when these important monitors were switched over; to date there has been no response. Cllr Bruce said he should make it clear that both EDDC officers and elected members of the council share a deep concern and frustration over the level of communication and response from these utilities companies, companies that are tasked with keeping our drinking and bathing water safe to use. In his opinion there needs to be a radical change in priorities in the future.

There have been a number of proposed changes to national planning in recent weeks, sadly some driven by political expediency, said Cllr Bruce. The watering down of strict controls in AONBs is of great concern, given the damage it does to protecting these important environments and landscapes. Whilst he noted that these are only proposals at the moment, they do indicate a direction of thinking which should worry us all.  There also seems to be a mixed message coming out of the government on this. On the one hand there is theoretically more weighting being given to how local communities feel about planning applications, yet many of the standard safeguards are being swept aside to favour developers.

Cllr Bruce said he was dismayed to hear of the lifting of the moratorium on land-based wind farms. Whilst as an element of reducing our reliance on fossil fuel for power, and they play a part in energy self-sufficiency, there are real concerns on their impact on our countryside. One only has to look at the rapid advances in micro-energy generation, particularly in wind power, to see that perhaps the future does not lie in marching these huge edifices across the landscape.

In local matters Cllr Bruce reported that it was heartening to see EDDC planning committee showing with almost one voice their deep concerns over the application to build a battery storage facility in the east of our region. Of greatest concern was the potential risk to the local aquifers should there be any form of spillage or fire, as was seen in the Liverpool fire which the local firefighters had to let burn out and use massive volumes of water. Separately, Cllr Bruce is asking for clarification as to why EDDC planning officers felt this application merited being marked for approval whilst flagging up little concern over the potential impact on our precious water supply.

EDDC’s Strategic Plan continues to grind through the committee stage, with a firm input from concerned communities that may be afflicted by unwanted and inappropriate housing development. Much of this seems to be driven by greed rather than the needs of a particular community.  Cllr Bruce said he remains hopeful that government guidance to be announced soon will go some way to address this. However, this once again seems to fly in the face of recent government proposals, as commented on earlier.  Cllr Valentine added that he had attended the latest virtual planning strategy meeting, and was dismayed to learn of various omissions from a report designed to inform new members about how EDDC manages the council’s housing allocation.  He was particularly concerned about EDDC’s approach to infrastructure pressures brought about by new development, which he understood as requiring developers to pay. 

On the topic of dredging the River Gitt, Cllr Bruce said that a flood prevention consultant had advised EDDC that the best course of action would be to remove any vegetation and debris and allow for the silt to be washed away naturally during heavy rainfall.  EDDC will arrange for the works to be carried out in the next few months.

With work due to start next month on the Church Mead bridge, Cllr Bruce said he would check that residents have been informed officially about moving their vehicles.

In his absence, Cllr Twiss sent the following report:

Reinforced Autoclave Aeriated Concret (RAAC) in Devon schools

There is understandable concern about RAAC in the Devon County Council schools’ area of responsibility and what work DCC has done to establish if any schools are constructed with RAAC that poses any risk to children and teaching staff.  No local authority-run Devon schools have been identified with RAAC and an urgent piece of work is being done to check the status of other schools in Devon that were formerly local authority-run and now academies.  Ultimately if RAAC is identified, a full condition and structural review would be undertaken and if remedial works were to be identified, then these works would form a priority for investment under the DCC Schools Capital Maintenance programme.  Under this programme, Health & Safety works are deemed the highest priority for investment. 

In an extensive survey of DCC’s own school portfolio, no buildings were found to have used RAAC. In 2020/21 DCC put in place arrangements within the existing school quinquennial condition survey programme for surveyors to highlight and report any material they suspected might be RAAC.  To date no RAAC concerns have been raised.  The Department for Education recently updated their RAAC guidance for schools/ responsible bodies, and following this guidance DCC is in the process of improving the robustness of its processes. This will involve a desktop exercise to identify specific properties constructed during the period and of the construction type where RAAC might be present. Property professionals undertake various surveys across the school estate to ensure compliance on an annual basis, in addition to the quinquennial condition surveys. It is proposed to add a RAAC review as part of the surveyors’ visit, where they are attending a building that has been identified as meeting the age and construction type criteria.

Immunisation advice to parents and carers at the start of the new school year

Pre-school boosters, offered to children from age three years and four months, are: 

• The four in one pre-school booster (diphtheria, tetanus, whooping cough and polio)
• The MMR (measles, mumps, rubella) vaccine is given at one year (first dose) and at three years and four months (second dose)

A list of all the vaccinations your child should have had, by age, and by when, is available here https://www.nhs.uk/conditions/vaccinations/nhs-vaccinations-and-when-to-have them/

If you are not sure if your child has had all of their vaccinations, please check their personal health record (the red book) and if you have any questions, contact your  child’s doctor’s surgery. 

Annual ‘flu vaccinations are also available to all school children from reception age to year 11, and these are usually given at school. The vaccine for children is a nasal spray. Vaccinating your child protects them, but also others who are vulnerable to ‘flu, such as babies and older people. Children who are aged two or three by Thursday 31^st August 2023 will be invited for vaccination at their registered GP practice, as well as any children who are at greater risk from ‘flu to enable them to access the vaccine as early as possible in the ‘flu season. 

Safeguard cash as a vital payment method for many people 

DCC is a member of the Rural Services network https://rsnonline.org.uk/ and they have joined a coalition of businesses, charities and consumer groups to issue an open letter to the Chancellor of the Exchequer, urging for the protection of cash as a critical payment method for both consumers and businesses. As the cost-of-living crisis escalates, cash has become an essential tool for budgeting, allowing for greater financial control and flexibility.  Signatories acknowledge the Government’s recent release of its cash access policy statement as a positive first step, but emphasise that a more comprehensive effort is required to ensure the robust funding and safeguarding of the UK’s cash network.  Despite the huge increase in digital payments, cash remains the second most widely-used payment method in the UK, accounting for a substantial 15 per cent of all payments.  However, the viability of the UK’s cash infrastructure is under threat, due to bank branch closures and successive reductions in funding for the free-to-use ATM network, which comprises nearly 80 per cent of the country’s cash machines. Since 2018, 14,400 free-to-use ATMs have vanished from communities throughout the UK, and an additional 37,000 now face the imminent risk of closure or conversion to pay-to-use machines. This puts at risk the role of cash in future payment systems, but also endangers the financial inclusion of vulnerable populations. 

Cllr Bruce left the meeting.

72/23     To consider the following planning applications:

1. 23/1207/LBC The Lodge Gittisham EX14 3AD – Demolition of internal wall, removal of roof to existing extension, construction of new extension with parapet and roof lanterns
2. 223/1206/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
3. 23/1631/MFUL Coastguard Road Ltd Devonshire Road Heathpark Industrial Estate Honiton EX14 1SD – development of 17no commercial units
4. 23/1632/MOUT Coastguard Road Ltd Devonshire Road Heathpark Industrial Estate Honiton EX14 1SD –Outline application for class B2, B8 and E(g)(iii) development within two sites (Phase 2A and 2B) comprising total floor space of 4,000 sq m (all matters reserved)

Parish councillors resolved to have resolved to have no objections to a) or b).  Regarding c) and d), councillors resolved to have no objection in principle.  However, they expressed concerns over the point of access onto Devonshire Road, given the nature of the road itself, lack of visibility on the bend, and the proximity of the bus stop. Councillors also discussed whether this application represents an over-intensification of use of the site.  

73/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

• 22/1322/MOUT Land at Hayne Farm, Hayne Lane, Gittisham. Approval with conditions.
• 23/1009/FUL Single storey extension to dwelling and general purpose agricultural barn Landscores Cottage Gittisham Devon EX14 3AU. Approval.
• 23/1056/FUL Unit B Weston Park Devonshire Road Heathpark Industrial Estate Honiton Installation of vents and flues on north, west and east elevations, removal of window on north elevation. Approval.
• 23/0110/LBC Charlies Cottage 1 Beaumonts Cottages Gittisham EX14 3AG Replace all windows to match existing with slim line double glazing; gas central heating; install underfloor heating system to the entire ground floor; block up doorway on north elevation; new window on north elevation to kitchen.; new internal doorway between dining room and created bedroom/office.; new window on east elevation to created bedroom/office; new conservation roof window to the new bedroom/office on east elevation; open up the fireplace for an investigation, reinstate fireplace; radiators at first floor. Approval.
• 23/1221/FUL Shermans Farm Gittisham EX14 3AU Roofing over silage clamp 1. Approval.
• 23/1222/FUL Shermans Farm Gittisham EX14 3AU Proposed roofing over silage clamp 2. Approval.
• 23/1280/LBC Batts Cottage Gittisham EX14 3AJ Remove existing capping on chimney on south east gable elevation and install flue liner and new chimney pot and flue. Approval with conditions. 

• To receive an update on Highways

21^st September: road through Alfington to Ottery closed 0930–1530 for pole tests.

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

The clerk reported that EDDC senior management team had approved the expenditure for the outdoor ping pong table, and it is now with the legal team to draft an agreement for the parish council to sign.  Given this timetable, councillors agreed it would be next year before the facility can be installed in the play area.

The Chair said that Honiton Town Council’s Hayne Lane sub-committee would be meeting on 20^th September, along with various local sport groups, to discuss how the S106 money could be distributed. 

ACTION: Chair to write to HTC clerk, looking forward to hearing proposals that have been agreed with EDDC.

• To receive an update on public transport

Cllr Orchard reported that the bus shelters had been painted a tasteful green.  Members also heard there had been changes to the Stagecoach bus timetable, with a later bus scheduled between Exeter and Honiton via Ottery.

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

Cllr Orchard said the Old Elm Road rewilding was progressing well.   

• To consider parish council support for scam awareness and security

Cllr Twist reported that IT systems at Mole Valley Farmers had been hacked, and anyone who has an account with them should check their bank.  It was also reported this week that 3.4 billion phishing emails are sent every day worldwide.

• To consider limited residential development in the parish

Cllr Valentine said there was no update on this.         

• To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

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

The clerk outlined the costs sent by EDDC:

• Installation: £41
• Purchase: approximately £400
• Weekly collection: £110 / year

Councillors resolved to purchase and install a standard waste bin, to be emptied on a weekly basis. The bin will be located near the emergency gate at the bottom of Old Elm Road.

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

Members discussed Cllr Rowe’s suggested text and photographs from a recent drone survey, and thanked him for his work.  The Chair agreed she would discuss with Cllr Rowe the best way to present a formal proposal to Combe Estate.  Councillors said there was strong support within the parish for a path, and increasing numbers of Hayne Farm residents were attending village events.

ACTION: Chair to meet Cllr Rowe.

Cllr Valentine left the meeting.

• To consider the purchase of an electric vehicle charger

The Chair said that she had been in discussions with a member of Gittisham PCC about the possibility of installing an electric vehicle charger as a way of encouraging more people to visit St Michael’s Church.  Although there were mixed feelings about a charger, it was agreed that the parish council should consider it in next year’s budget.  Cllrs Twist and Walker agreed to raise the subject at the next PCC meeting, and report back to the parish council.

Cllr Valentine returned to the meeting.

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

Cllr Walker said she would remove the waste bin after the October half term, and erect a sign directing people to dispose of their rubbish in the bin by the bus shelter.

ACTION: Chair and Len Abbott to assess the state of the hedge on the north side of the play area to see if it needs trimming. 

• 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 concerns about the drain at Pigsty Corner (on the road to Goldcombe), as if it overflows it will flood and have a big impact on the village.  Members agreed a local fix would be quicker and more effective.

ACTION: Cllr Walker to discuss with Len Abbott.

74/23     To receive a report from the Chair

The Chair said the fete had been a resounding success, and all members thanked Cllr Rowe and the village fete committee for their hard work.

ACTION: Chair to write to Cllr Rowe.

75/23     To consider the casual vacancy in Gittisham Vale

The clerk reported that the vacancy has been advertised, with a closing date of 22^nd October.

76/23     To consider updating the financial regulations

To be discussed at the next parish council meeting.

77/23     To approve the September payments and to note the current bank balance

F Clampin             £235.83 Clerk’s salary

Michael Poll        £65 Grass cutting (inv. ref. 10252)   

Michael Poll        £65 Grass cutting (inv. ref. 10258)   

EDDC                  £41 Installation of waste bin, Old Elm Road

EDDC                  £400 (approximate figure) purchase of waste bin, Old Elm Road

Len Abbott           £333.50 Lengthsman work (23 hrs @ £14.50 / hr, July 2023)

Len Abbott           £53.48 expenses, July 2023

Len Abbott           £166.75 Lengthsman work (11.5 hrs @ £14.50 / hr, August 2023)

DD          NEST                     £24.82   Clerk’s pension

After the meeting, it emerged the payment for the clerk’s salary in August had not gone through, so this was rectified.  The clerk said the second half of the annual precept had been received.  Members were informed that the current bank balance stands at £20,143.65 (which includes approximately £7,000 in the business reserve account).  This figure is approximate, until EDDC confirms the price of the waste bin.

78/23     Clerk’s Report

None.  

79/23     For information only; items for the forward agenda

Financial regulations.

80/23     To consider any late entry correspondence

None.

81/23     Date of next two meetings  

Tuesday 2nd October and Thursday 2nd November 2023 at 7.30pm. 

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

Chair…………………………………….

Tuesday 2nd October 2023

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr P Orchard

In attendance: Cllr Alasdair Bruce (EDDC), Cllr Phil Twiss (DCC), Justin Lascelles (Combe Estate), Fiona Clampin (clerk)

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

Before the meeting, Justin Lascelles spoke regarding the premises licence for Combe Farm Shop and Café.  Mr Lascelles explained that the farm shop and café had been holding the occasional evening event, where food and alcohol were served.  To do so, Combe Estate had applied for a temporary premises licence, but had been advised that if they wanted to hold regular events they should apply for a permanent licence. 

48/23        To accept and approve apologies

Apologies were received and accepted.

49/23        To confirm the minutes of the meeting held on 1st June 2023

The minutes of the meeting held on 1st June 2023 were confirmed and signed by the Chair. 

50/23        To receive the Beat Manager’s Report

April 2023: no reported crimes.

51/23        To receive declarations of interest

Cllrs Rowe & Walker declared an interest in agenda item 14 (minute ref. 60/23), as they are members of the village fete committee.

52/23        To consider actions from the last meeting not otherwise on the agenda

The clerk said that Royal Mail had refused the application for a new postbox at Hayne Farm.

53/23        Reports from County Council and District Council representatives

Cllr Twiss reported that cheap toys could contain harmful chemicals.  He said this subject comes up all too often as people seek out best value when shopping.  Consumers across the region are being urged to ensure that the toys they buy display the UKCA mark, or the European CE equivalent on the packaging, following concerns that the cost-of-living crisis is driving people to buy cheaper but potentially dangerous products. 

The warning, from the Heart of the South West Trading Standards Service which covers Devon, Plymouth, Somerset and Torbay, follows toy testing by national partners the Chartered Institute of Trading Standards (CTSI). Despite UK legislation to protect the public, recent testing on a toy bow-and-arrow set revealed that the product contained 100 times the legal limit of phthalates; while a fashion doll set was 300 times over the legal limit. Phthalates are plastic-softening chemicals that are used to make plastic more durable. The use of certain phthalates is tightly restricted in toys across Europe and toy products must contain no more than 0.1 per cent. 

Restricted phthalates are carcinogenic and can cause reproductive problems and can affect child growth and neuro-development.  Pregnant women are vulnerable, as are young children, who are prone to putting things in their mouths.  Other items that failed safety tests include a desktop fan heater with a counterfeit fuse and inadequate safety guards, and an adaptor plug on a set of children’s LED lights. The latter was found to have no breakdown isolation between the input and output, which is a fire hazard. 

CTSI’s product safety campaign sought to explore the link between the cost-of-living crisis and whether consumers were being forced to buy cheaper products, and if that  was putting consumers at risk from substandard and unsafe goods.  They visited local high streets and found that the top products shoppers are seeking to save money on are ‘phone chargers, toys, hair straighteners, washing machines, toasters and kettles. 

Overwhelming majority of councils want hybrid meeting powers 

Cllr Twiss explained that a new survey by the Local Government Association has found that there is still overwhelming support for councils to be allowed to use virtual options for council meetings.  As it stands, legislation says voting must take place in person.  Ninety-five per cent supported the return of powers to councils to decide for themselves whether or not to use virtual and hybrid technologies for council meetings. In  addition, one in 10 councils had had a councillor voluntarily step down because of  the in-person meeting requirement and nine in 10 councils said they have disabled councillors who would use virtual attendance as a way to attend.  The majority also said they have councillors who would use virtual attendance to manage clashes with work, childcare and other care commitments. 

DIY waste collection

Cllr Twiss said that while outwardly looking like good news, the Government stating their intention to stop councils charging for DIY waste at Household Waste Recycling Centres like Sutton Barton will come at a price.  DCC introduced charges for some DIY waste in 2011, in response to swingeing cuts to local council funding. The Government’s decision will mean that DCC will lose around £1 million income, money used to maintain the comprehensive service across all of 19 Household Waste Recycling Centres in the county.  If the plans go ahead and stop councils charging for DIY waste, it will make it harder for DCC to maintain the Household Waste Recycling Centres service as it is, and could mean it will consider reducing opening hours.

Highways

Cllr Twiss circulated several documents outlining the county council’s current position on road maintenance. These documents explain that due to the financial position of the local authority, decline of some roads is unavoidable in future. The service has developed a sliding scale of maintenance strategies ranging from ‘improved condition’ through to ‘safety only’.  For example, unclassified roads fall under the approach of safety and routine maintenance only.  This will result in uneven surfaces, where the carriageway has “multiple localised repairs and defects of a non-safety nature.”  Roads such as these will only be suitable for use by farm vehicles or similar.

New wave of skills boot camps launched 

A £3 million investment in skills across Devon and Cornwall has been announced with the launch of the latest wave of Train4Tomorrow Skills Bootcamps https://www.train4tomorrow.org.uk/  More than 50 boot camps are now  recruiting learners with more than 1,000 places available, and demand continues to grow for the training provided through this successful scheme. Courses are open to adults aged 19 or over who are looking to improve their skills and employability. For those seeking new employment, a guaranteed interview is offered.  Courses DCC are delivering (in partnership with Cornwall Council) offer a range of fully-funded training courses of up to 16 weeks across a variety of sectors: digital, technical, construction, green skills, healthcare, hospitality and professional services.  The latest Skills Boot camps being provided include: modern construction methods,  regenerative farming, data analyst, digital skills for the workplace, cloud  computing, digital marketing, marine engineering, welding, civils and  groundworks, electrical vehicles, retrofit, floating offshore renewables, clinical  pathways, long-term health conditions, project management, coaching and mentoring, hospitality management and many more. 

Broadband

Cllr Twiss said he wanted to reassure members that Jurassic would be tying together agreed routes, settling payments in the schedule and then it would be ready to go with the roll-out.  Justin Lascelles said the estate had issued Jurassic with information on the underground structure to get the process moving, as the estate does not wish to see any new overhead poles erected. 

Justin Lascelles left the meeting.

Cllr Bruce pledged to contact EDDC about the jubilee oak which has died, as he had heard of similar problems in other parishes. He also promised to enquire when the river dredging scheduled for April would be taking place.  Cllr Walker said there was some confusion among residents over the proposed access to Church Mead bridge, and Cllr Bruce said he would seek clarification from EDDC.

Cllr Valentine expressed his disappointment over the content of the latest discussions he’d attended on EDDC’s Local Plan.  There will be a planning strategy meeting on 21^st July.

Cllrs Bruce & Twiss left the meeting.

54/23     To consider the following planning applications:

1. 23/1199/MFUL Land at Weston Park Devonshire Road Heathpark Industrial Estate – construction of new industrial units (Use Class B2)
2. 23/1221/FUL Shermans Farm EX14 3AU – roofing over silage clamp 1
3. 23/1222/FUL Shermans Farm EX14 3AU – proposed roofing over silage clamp 2

Parish councillors resolved to have no objections to a), b) or c).  

55/23     To consider the following licensing application:

a) Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Councillors understood the reason to have an alcohol licence for on-site sales at such events as outlined by Justin Lascelles, but objected to the proposed licence terms which would allow for off-site alcohol sales during extended opening hours until 11pm.  It’s understood that restricting a licence to on-site sales only is possible.  EDDC’s Licensing & Enforcement sub-committee will discuss the licence at a hearing on 12th July.

56/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

23/0436/FUL – Proposed storage building for timber Blamphayne Sawmill EX14 3AN – Approval.

• To receive an update on Highways

There was no update to report.

• 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 said EDDC had requested parish council help with tree planting along the strip of land that backs onto Ferndale Close later this year. 

• To consider parish council support for scam awareness and security

There was no update to report. 

• To consider limited residential development in the parish

Cllr Valentine explained that the project’s preferred housing association partner, the East Boro Housing Trust (EBHT), is still assessing the scheme for viability before deciding whether or not to become involved.  The loss of the previous HA has had further knock-on effects and the solicitor has decided to stand down.         

• To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

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

The clerk said she was waiting for up to date figures for a standard waste bin and collection from EDDC.

ACTION: Clerk to chase up information.

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

Members discussed the path, and the Chair said it would be necessary to present a formal proposal.

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

Cllr Walker said someone had stolen the black sacks and hand sanitiser stored in the bin.  Members heard that the new goal post had been well received, and no issues raised about noise. 

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

Members chose forest green for the bus shelter redecoration.

ACTION: Len Abbott to be reimbursed for paint.

57/23     To receive a report from the Chair

The Chair said there was nothing to report this month.

58/23     To consider the casual vacancy in Gittisham Vale

The clerk reported that she had been in touch with EDDC to see if they needed to set the ball rolling.

59/23     To approve the July payments and to note the current bank balance

F Clampin             £24?? Clerk’s salary & expenses (travel)

Michael Poll        £65 Grass cutting (inv. ref. 10232)   

Michael Poll        £65 Grass cutting (inv. ref. 10238)   

Michael Poll        £65 x2 Grass cutting July 2023 (inv. ref. tbc)   

Redlynch Leisure       £3,079 (+VAT) net for table tennis table

F Clampin             £235.? Clerk’s salary (August)

Gittisham Fete          £500 fete start-up costs

DD          NEST                     £24.82   Clerk’s pension (July)

DD          NEST                     £24.82   Clerk’s pension  (August)

Members were informed that the current bank balance stands at £16,810.33 (which includes approximately £7,000 in the business reserve account). 

Cllrs Walker & Rowe left the meeting.

60/23     To consider parish council support for the village fete

Members heard that 500 publicity leaflets had been printed for distribution.

Cllrs Walker & Rowe returned to the meeting.

61/23     To consider decorating and / or refurbishing the parish bus shelters

CF minute ref. 56/23 l.

62/23     Clerk’s Report

ACTION: Clerk to write to Jurassic Fibre, inviting them to a parish council meeting.  

63/23     For information only; items for the forward agenda

Councillor vacancy; footpath at Hayne Farm, financial regulations.

64/23     To consider any late entry correspondence

None.

65/23     Date of next two meetings  

Thursday 7th September and Thursday 5th October 2023 at 7.30pm. 

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

Chair…………………………………….

7th September 2023

Held in Gittisham Parish Room

Present:

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

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

In attendance: Faye Cross (Airband), two members of the public, Fiona Clampin (clerk)

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

24/23        To accept and approve apologies

Apologies were received and accepted.

25/23        To confirm the minutes of the meeting held on 11th May 2023

The minutes of the meeting held on 11th May 2023 were confirmed and signed by the Chair. 

26/23        To receive the Beat Manager’s Report

March 2023: no reported crimes.

27/23        To receive declarations of interest

Cllrs Rowe & Walker declared an interest in agenda item 19 (minute ref. 42/23), as they are members of the village fete committee.

28/23        To consider actions from the last meeting not otherwise on the agenda

Members approved Cllr Valentine’s suggestion that he attend EDDC’s Local Plan webinar on 15^th June, where the district council is expected to discuss the draft Local Plan in the context of the government’s Levelling Up bill which is making its way through parliament.

Cllr Walker explained that EDDC staff and contractors had visited Church Mead on 31^st May to meet residents and assess the state of the bridge.  A pedestrian footbridge will be installed with disabled access, and the existing bridge will be dismantled while repairs take place.  Residents and visitors will have to park elsewhere during this period, which is expected to last approximately one month.  EDDC has approached households in Church Mead regarding garage rental.

29/23        Reports from County Council and District Council representatives

Cllrs Bruce and Twist did not send a report this month. 

30/23        To receive a presentation from Airband

Faye Cross, one of Airband’s Community Liaison Officers, explained that the company is joining forces with Connecting Devon and Somerset to bring superfast broadband to previously excluded communities.  The company plans to install new infrastructure, which would likely include poles.  The aim is to complete this work in Gittisham by the end of 2024.  Members welcomed the proposals, but felt the timescale might be too ambitious based on previous experience, combined with the challenges presented by the village setting, AONB, listed buildings and land owner negotiations.  Ms Cross agreed to send the clerk the plans for her to circulate to members. 

Faye Cross left the meeting.

31/23     To consider the following planning applications:

1. 23/1056/FUL Unit B Weston Park Devonshire Road Heathpark Industrial Estate – installation of vents and flues on north, west and east elevations, removal of window on north elevation
2. 23/1009/FUL Landscores Cottage EX14 3AU Single storey extension to dwelling and general purpose agricultural barn
3. c) 23/0110/LBC Charlies Cottage 1 Beaumont Cottages EX14 3AG – Replace all windows to match existing with slim line double glazing; gas central heating; Install underfloor heating system to the entire ground floor; Block up doorway on north elevation; New window on north elevation to kitchen.; New internal doorway between dining room and created bedroom/office.; New window on east elevation to create bedroom/office; new conservation roof window to the new bedroom/office on east elevation; Open up the fireplace for an investigation, reinstate fireplace. Radiators at first floor.

Parish councillors had no objections to a), b) or c).  Regarding c), they expressed support for the commitment in the application to mitigating the effects of climate change through the proposed installation of double glazing and underfloor heating.

32/23     To consider the following licensing application:

a) Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Members resolved to object to the application.  They expressed serious reservations about the application, considering it an inappropriate location for a number of reasons, including access, lack of lighting, impact on adjoining residential properties, crime and disorder, and an increase in traffic and pedestrian movements (especially in the vicinity of Hayne Lane).

33/23     To consider the impact of the Truck Festival, May 2023

Members discussed the significant failures in organisation, contingency planning and traffic management for this event, and the lack of awareness beyond a licensing application of a large event in the parish.  Roads surrounding the site and in Honiton were gridlocked for hours.  The clerk agreed to contact EDDC with these comments, and to request that were the event to be reproduced in the parish, it needs proper traffic management and parking. And this needs to be the same for any future events at that site.

34/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

23/0462/FUL – Gittisham Farm Gittisham EX14 3AX – Construction of an earth banked slurry lagoon. Approval with conditions.

• To receive an update on Highways

Cllr Orchard reported that DCC received 57 applications for 20 mph zones across the county. Six are being taken forward.  DCC said average speed, the number of vulnerable road users in an area, speed-related collision history, and the level of support for a 20mph scheme were all factors it considered when allocating new schemes.  Other factors include the presence of an active Community Speed Watch and the community’s deprivation index ranking.

• 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 explained that a new bus route X30 has been introduced by Stagecoach – Seaton to Honiton, then express to Exeter both ways. Journey time to Exeter 40 minutes from Job Centre at:

07:40     10:45     16:05

And Beggars Lane 3 minutes later. Full timetable: https://bustimes.org/services/x30-seaton-honiton-exeter

The £2 fare cap has been extended to the end of October.2023, and Cllr Orchard was pleased to report that no books had been deposited in the Vale bus shelter all month.

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

Cllr Rowe said EDDC had scarified and sown wildflower seeds at the bottom of Old Elm Road, with further plans to start tree planting along the strip of land that backs onto Ferndale Close later this year.  EDDC has leafleted neighbouring properties to inform them.  Members thanked Cllr Rowe for his work, especially as it fulfilled one of the parish council’s commitments towards mitigating the effects of climate change. 

• To consider parish council support for scam awareness and security

Cllr Twist reported that there are cold callers going round park homes in East Devon, to ask if people are interested in purchasing insulation.  There has also been a rise in the online impersonation of brands.  The advice is to type the address of a website you wish to use, rather than choose from a search engine. 

• To consider limited residential development in the parish

Cllr Valentine said there was nothing further to report.

• To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

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

Members agreed the increased precept would allow for the purchase of a standard waste bin to be installed near the turning circle on Old Elm Road.

ACTION: Clerk to check 2023-24 prices for bin and collection.

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

To be discussed at the July meeting.

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

Cllr Walker said she would speak to the lengthsman about the items that need addressing in the annual play area safety inspection.  Members resolved to purchase the net that goes with the goal post.  Cllr Orchard reported that the jubilee oak tree was not doing too well, and it was agreed that Cllr Rowe should move the memorial sign away from the ailing tree. 

ACTION: Clerk to ask Cllr Bruce for a new jubilee oak tree to be installed.

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

There was no update on this.

35/23     To receive a report from the Chair

The Chair said there was nothing to report this month.

36/23     To approve the June payments and to note the current bank balance

F Clampin             £239.13 Clerk’s salary & expenses (card)

Michael Poll        £65 Grass cutting (inv. ref. 10220)   

Michael Poll        £65 Grass cutting (inv. ref. 10228)   

Fitness Sports       £59.76 (inc. VAT) net for goal

Bluechip Payroll  £145 annual internal audit

Gittisham Parish Hall          £498.54 Coronation party expenses

DD          NEST                     £24.82   Clerk’s pension  

Members were informed that the current bank balance stands at £21,963.56 (which includes approximately £7,000 in the business reserve account). 

37/23     To receive and note the annual internal audit report

Members noted the annual internal audit report.

ACTION: Clerk to send the lengthsman a copy of the insurance policy.

38/23     To approve the annual governance statement 2022-23

Members resolved to approve the annual governance statement 2022-23.

39/23     To approve the 2022-23 accounting statements

Members resolved to adopt the 2022-23 accounts.  Prior to the meeting, the clerk circulated the accounting statements.  The parish council ended the financial year on 31st March 2023 with a balance of £21,934.64 (inc. £7,061.99 in business reserve, with £30.93 interest accumulated this year).  There is VAT to be recovered of £414.76.

40/23     To consider the criteria for meeting exemption from the annual limited assurance review 2022-23, and approve the exemption certificate

Members agreed the criteria had been met, ie that during the financial year 2022-23 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.

41/23     To set and approve the period for the exercise of public rights 2022-23

Members approved the period for the exercise of public rights to extend from 3^rd July to 11^th August 2023.

Cllrs Walker & Rowe left the meeting.  

42/23     To consider parish council support for the village fete

The Chair outlined the breakdown of start-up costs to support the village fete:

Leaflets £100

Town band £90

Revamping signs £100

Fencing, gazebos & PA for dog show £100

Initial food costs £110

Members resolved to approve the expenditure.

Cllrs Walker & Rowe returned to the meeting.

43/23     To consider decorating and / or refurbishing the parish bus shelters

Members thanked Len Abbott for agreeing to carry out this work.

44/23     Clerk’s Report

Members heard that Cllr Valentine had taken on responsibility for the village defibrillator checks. 

ACTION: Clerk to contact CHT to include Cllr Valentine on the online check system.  

Members agreed the parish council would not meet in August 2023, unless there was a large planning application to consider.

45/23     For information only; items for the forward agenda

Councillor vacancy; footpath at Hayne Farm.

46/23     To consider any late entry correspondence

None.

47/23     Date of next two meetings  

Thursday 6th July and Thursday 7th September 2023 at 7.30pm. 

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

Chair…………………………………….

6th July 2023

Held in Gittisham Parish Room

Present:

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

Vale ward: Cllr J Twist (Vice Chair)

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

Apologies for absence: Cllr P Orchard, PCSO Darren England

1/23        To elect a Chair

Cllr Walker nominated Cllr Hall for election as Chair for 2023/24.  This nomination was seconded by Cllr Valentine.  A roll call of members present at the meeting was then taken.  It was then resolved by a unanimous decision that Cllr Hall be elected Chair for 2023/24 of Gittisham Parish Council. 

2/23        To elect a Vice Chair

Cllr Walker nominated Cllr Twist for election as Vice Chair for 2023/24.  This nomination was seconded by Cllr Rowe.  A roll call of members present at the meeting was then taken.  It was then resolved by a unanimous decision that Cllr Twist be elected Vice Chair for 2023/24 of Gittisham Parish Council. 

3/23        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 & Twist made a Declaration of Acceptance of Office.

4/23        To accept and approve apologies

Apologies were received and accepted.

5/23        To confirm the minutes of the ordinary meeting held on 6th April 2023

The minutes of the meeting held on 6^th April 2023 were amended to clarify Cllr Orchard’s suggestion regarding the outdoor table tennis.  The minutes were then confirmed and signed by the Chair.  

6/23        To receive the Beat Manager’s Report

March 2023: no reported crimes.

7/23        To receive declarations of interest

Cllr Rowe declared an interest in agenda item 18 (minute ref. 18/23), as he is a member of the village fete committee.

8/23        To consider actions from the last meeting not otherwise on the agenda

None.

9/23        Reports from County Council and District Council representatives

Have your say on climate change

Cllr Twiss said that people across the region are being asked to give their views on a regional strategy that will help ensure that Devon (as well as Cornwall and the Isles of Scilly) can make the changes needed to cope with the worst effects of climate change. From Tuesday May 9 residents are being consulted on the Climate Adaptation Strategy for Devon, Cornwall, and Isles of Scilly ahead of its publication later this year.  To respond effectively to the climate crises, it is vital that strategies are put in place to deal with both the cause of rising greenhouse gases and their effect on our communities, also called Mitigation and Adaptation.  Mitigation focuses on tackling the causes of climate change to make the inevitable impacts of rising global temperatures less severe by reducing the emission of greenhouse gases to net-zero.  Adaptation is the process of adjusting to the impacts of climate change that we are already seeing and can be expected in the future.

The draft Adaptation Strategy has been delivered by the Devon, Cornwall and Isles of Scilly Climate Impacts Group, with the assistance of engineering and environmental consultancy RSK.  The group is a partnership of strategic organisations, including local authorities like DCC, chaired by the Environment Agency. The draft strategy specifically looks at climate impacts which require, or which would benefit from, working in partnership.  The strategy accepts that significant climate ‘shocks’ are inevitable, and as the world grows warmer, different places (depending on factors like geography and population) will be affected in different ways.  You can view the Adaptation Strategy, a series of ‘short-reads’ and respond to the consultation at https://www.climateresilient-dcios.org.uk/

The 2023 ‘BIG FIX’

Running throughout May, The BIG FIX has one aim – to fix and breathe new life into as many broken things as possible. The event, coordinated by the DCC waste team, sees skilled menders fix broken items such as electronics, garden equipment, clothing, jewellery, clocks and much more to give them a new lease of life.  Due to its huge success, The BIG FIX event is going nationwide for a third time – so far 43 Repair Cafés in Wales, Scotland, Northern Ireland and England have already registered.

Through the BIG FIX we hope to save people money, not only by repairing old items but also passing on skills to fix their own items in the future.  Repair Cafés are increasing in popularity, as people are becoming more budget and environmentally conscious. They are organised and run by volunteers who offer their time and skills to help mend broken items and keep them in use for longer.  Volunteers also help greet visitors, supply tea and coffee and restock supplies of cakes and other tasty treats.  Last year, 50 Repair Cafés and 580 volunteers took part in the BIG FIX, mending 1,100 items and saving 31 tonnes CO2. Over 830 cakes and biscuits were served alongside 1,000 cups of tea and coffee!

The BIG FIX 2023 is taking place across May to enable as many Repair Cafés as possible to take part.  Locally we have repair cafes in Axminster, Blackdown (Hemyock), Broadhembury, Honiton and Sidmouth. See https://www.recycledevon.org/reuse/repair-cafe for further details.

Is your child’s vaccination programme up to date?

Data published by the UK Health Security Agency shows that uptake of vaccinations offered to 13 and 14-year olds at school fell during the coronavirus pandemic, leaving many young people now unprotected from life-threatening diseases. Though improving, uptake of vaccines that protect against tetanus, diphtheria and polio, and against meningococcal disease are well below pre-pandemic levels. Other routine adolescent immunisation programmes show similar impact from the pandemic, with uptake not yet back to pre-COVID-19 levels.

Public Health Devon say that uptake of adolescent vaccines by young people in the county is generally good compared with the rest of the UK, with take-up levels for most vaccinations above the national average.

Nationally the aim is to vaccinate at least 95 per cent of children and young people who are eligible for jabs to protect them against measles, mumps and rubella (MMR), and diphtheria, tetanus, whooping cough, and polio (DTaPIPV). Steve Brown, Devon Director of Public Health says, “Your GP surgery should be able to check whether your child has had both doses of the MMR vaccine, or you may be able to access their vaccination record online through GP online services. It is never too late to catch up on any missed doses of MMR vaccination. Whilst booking your child’s MMR vaccine, check if your child is due other vaccines.  They may be able to have them at the same time.”

Cllr Bruce explained that there would be little action at EDDC until the council is reformed on 24^th May, following the local elections.  Cllr Walker reported that a Church Mead had been told by EDDC that the bridge will be repaired, with the addition of a pedestrian bridge. 

Cllrs Bruce and Twiss left the meeting. 

10/23     To consider the following planning applications:

a) 22/2723/FUL Combe Garden Centre Gittisham EX14 3PD – New farm shop and associated landscaping works adjacent to the site of the existing Combe Garden Centre (amended plans)

Parish councillors resolved to object to this application for reasons of prematurity, highways and flooding. The highway upgrade required is not addressed by this application to enable decision-making, and there is no secure pedestrian access to the centre (contrary to information provided in this application).  The road approaching the centre is single carriageway, with no provision for pedestrians.  However, pedestrians use this road currently including parents with pushchairs, and it is impossible to hear approaching traffic because of the noise created by the A30.  Additional facilities in the application would potentially increase the footfall and therefore risks to pedestrians and other road users.  The area already has issues with run-off and flooding.

11/23      To consider the following street trading renewal application:

a) The Codfather Fish & Chip Van, far end of Old Elm Road, Honiton, EX14 2YJ

Dates:   RENEWAL – Annual Trader – Every Saturday

Times: 16:30 – 19:00

Members noted the application.

12/23     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

• 23/0453/LBC – Batts Cottage Gittisham EX14 3AJ Remove existing front door and frame and replace with new on front (south west) elevation.  Approval, colour of door to be agreed with EDDC
• 23/0454/FUL Batts Cottage Gittisham EX14 3AJ Proposed shed/studio building to replace oil tank and fenced enclosure. Approval, but building materials must be agreed with EDDC prior to construction.

• To receive an update on Highways

Cllr Orchard sent a report, explaining that Hayne Lane bridge sign has been corrected to 13’ 9” southbound! 

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

The clerk explained that EDDC’s S106 officer had put the request for funding, and it would be several months before a decision is made.  The officer has since left EDDC.  Members discussed the possibility of purchasing the outdoor ping pong table before the approval of S106 funds.  Members resolved to buy the goal post from Fitness Sports Steel for £406 + VAT, as this does not fall within the S106 criteria.

ACTION: Clerk to check who has replaced EDDC’s S106 officer, and enquire about the deadline for spending the S106 funds and the likely outcome.

• To receive an update on public transport

Cllr Orchard explained in his report that the remaining books were removed from the Vale bus shelter last week, and a notice posted saying book swap is closed and take any unwanted items to Lidl, Tesco or charity shop. Fingers crossed. Cllr Twist asked why the route of the no.9 bus had been cut from Old Elm Road.

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

Cllr Rowe said the Co-Bikes representative was researching an alternative scheme for Gittisham, rather than the one originally proposed.  Members discussed the creation of a path linking Hayne Farm with the village, which they agreed would encourage residents to walk rather than drive to events, and would also be desirable from a safety point of view.

• To consider parish council support for scam awareness and security

Cllr Twist reported that now that asking for personal financial information is illegal, it’s hoped it will stop the scammers.  Ofcom says the technology is now available to ‘phone providers to stop calls coming from outside the UK being made to look like local calls and calls from major organisations.  It is hoped this technology will be rolled out soon. (Talktalk are already using this.) Cloning of cards is on the rise again, said Cllr Twist; please make sure you keep your cards in an RFID wallet or card holder, which blocks radio waves and prevents criminals from stealing your card information.

• To consider limited residential development in the parish

Cllr Valentine said there was nothing further to report than the information he had outlined in the annual parish meeting.

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

Cllr Walker said she would speak to the lengthsman about the items that needing addressing in the annual play area safety inspection.  Members agreed that the arrival of the goal posts would be a good time to bring together a working party to clean the village play area.  The Chair thanked Paul Wakley for planting all 30 of the hedge plants, and added that the blossom was looking beautiful in the wild area. 

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

Cllr Walker said the lengthsman would be able to spruce up the parish bus shelters, and Cllr Rowe offered to help him take down the noticeboards for the duration.

ACTION: Cllr Walker to relay the budget (£500) to the lengthsman.

13/23     To receive a report from the Chair

The Chair thanked former Cllr Fowles for her service to the parish.

ACTION: Clerk to purchase a card.

14/23     To consider and adopt the parish council’s standing orders

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

15/23     To review the parish council’s fixed asset register

Members noted the fixed asset register.

16/23     To consider a review of remuneration of the parish clerk in line with the annual NALC salary scales, and associated pension payments

Members resolved to raise the clerk’s salary in line with NALC recommendations to £12.73 / hr, for the year 2022-23, and to apply the increase retrospectively.  The 2023-24 pay scales are yet to be determined.

17/23     To approve the May payments and to note the current bank balance

F Clampin             £235.83 Clerk’s salary

F Clampin             £234       Clerk’s backdated pay increase 2022-23

Michael Poll          £65 Grass cutting (inv. ref. 10212)    

Fitness Sports       £488.09 (inc. VAT) goal posts

Community First Insurance              £420.44 annual insurance policy

Alvian Ltd             £102       Annual play area safety inspection

DD          NEST     £24.82   Clerk’s pension (new rate)

Members were informed that the current bank balance stands at £23,125.81 (which includes approximately £7,000 in the business reserve account). 

Cllr Rowe left the meeting.

18/23     To consider parish council support for the village fete

Members agreed to offer £500, but requested to see a breakdown of costs.

Cllr Rowe returned to the meeting.

19/23     To consider upgrading the parish bus shelters

Cf minute ref. 12/23 (j).

20/23     Clerk’s Report

The clerk said that John and Stella Adamson had decided to step down from the care of the village defibrillator.  The Chair said a replacement would have to be found, and in the meantime councillors would carry out the weekly checks on a rota.  She thanked Mr & Mrs Adamson for their commitment over the years to a much valued asset.

ACTION: Cllr Walker to speak to Damian Furniss.  

21/23     For information only; items for the forward agenda

Play area concerns; footpath at Hayne Farm; postbox; dog waste bin.

22/23     To consider any late entry correspondence

Cllr Twist reported that on 18^th and 25^th May there would be a collection at Blackdown House in Honiton of items for refugees housed in the East Devon district.

23/23     Date of next two meetings  

Thursday 1st June and Thursday 6th July 2023 at 7.30pm. 

There being no further business, the meeting closed at 2135 hrs.

Chair…………………………………….

1st June 2023

MINUTES OF THE 2022 ANNUAL PARISH MEETING

HELD IN GITTISHAM VILLAGE HALL

ON THURSDAY 12^th MAY 2022

Present: Cllr C Hall (chair), Cllrs D Valentine, M Walker, J Twist, A Rowe, J Fowles, Alasdair Bruce (EDDC), Fiona Clampin (clerk), one member of the public

Apologies: Cllr P Orchard, Phil Twiss (DCC), PCSO Darren England

1. Introduction by Council Chair

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

2. Apologies for absence

Apologies for absence were accepted and approved.

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

The Chair thanked all members for their work in the parish in 2021/22, as well as the clerk, Susie Bond (former EDDC councillor), Len Abbott and Carol McCann. 

She said it had been a busy year for the parish council and she was grateful for all the work that councillors had done to support our community. We are from a diverse set of backgrounds, which ensures lively debates at times, but definitely ensures we consider all aspects of an issue. Fundamentally, we all have the best interests of our parish close to our hearts.

The housing at Hayne Farm is ongoing, with a few changes to tie in with housing market needs to ensure a good mix of small and large homes, as well as looking at developing houses on the old farmyard. Hayne Farm residents are included in all invitations to events at the village hall and kept informed of parish news using the Gittisham Gazette and social media. The small scale housing being developed by the Community Land Trust is making very slow progress due to legal matters, but EDDC have been very positive about the pre-planning submission.

In the village playground a scheme to spend approx. £40k of CIL or S106 money on a table tennis, boules and skittles has been developed but there have been no contractors interested in doing the work. We will look at an alternative design which still incorporates these features. New swing seats have been installed and a new hedge planted, with plants from The Woodland Trust.

According to maps and DCC, there is no vehicle access for “off-roading” across Westgate Common, just one track leading up there (Summer Lane). As we suggested, the public have been reporting sightings and damage to the police and the landowner, which is ongoing and makes a horrible mess of a beautiful area. There is also intimidation from the perpetrators to anyone suggesting they shouldn’t be there.

There have been a few changes to our councillors this year. As Susie Bond has moved away, we have a new councillor in her place, Alasdair Bruce. We will miss the diplomacy and local knowledge that Susie has, but in Alasdair we have an expert in conservation matters as well as a great understanding of political matters in the area. And we have a new parish councillor to represent the Vale Ward, Jan Fowles – “welcome and thank you for joining us”.

Superfast broadband has still not reached Gittisham village. The reason for the delay is unclear and fortunately some residents have the expensive village-wide wifi system. There is also a delay in installing the defibrillator in Hayne Farm.

At EDDC we have been involved in an unexpected and unjustified parish boundary review, which appears to have been ‘kicked into the long grass’ but we will keep an eye on the situation. We have also been looking carefully at the EDDC Strategic Plans, considering the details and implications for the parish. We are concerned about large scale housing development in the ‘valley’ of Gittisham village, spreading across from Hayne Farm.

We have plenty of plans for the coming year and are very excited to be working with the village hall committee to put on events over the Queen’s Platinum Jubilee weekend and asking businesses within the parish to get involved. We’ll also look at rewilding work with EDDC, and the 20 is Plenty campaign to reduce speeds through the village. We will also keep an eye on extensions to the housing development at Hayne Farm to ensure the long term interests of the parish are upheld.

4. Annual Police Report

The police did not send a report. 

5. County and District Council Representatives Reports

Alasdair Bruce:

Cllr Bruce said it had been somewhat daunting to follow in Susie Bond’s footsteps, but he was enjoying working with Gittisham Parish Council and looked forward to the challenges on the horizon.    He said it was regrettable that EDDC had not returned to in-person meetings, and hoped this would change very soon. 

6. Reports by Village Organisations

Gittisham CLT

David Valentine said that nearly a year had passed since the CLT’s public exhibition in Gittisham Village Hall, which was well attended.  The vast majority present were supportive, he said.  Since that date a number of difficulties have arisen with bringing forward the agreement required that leads to the transfer of land to the CLT.  This has delayed submitting the planning application, and may require an updated housing needs survey.    

7. To consider any matters raised by residents

One member of the public said he had submitted a new appeal regarding his property to EDDC planners, and hoped that the parish council would continue to be supportive.

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

Chair…………………………………….

May 2023

GITTISHAM ANNUAL PARISH MEETING – 12/05/2022

14 Crimes – 2021/22  

17 Crimes – 2020/21 17 Crimes 2019/20 11 Crimes 2018/19    

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

Held in Gittisham Parish Room

Present:

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

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

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

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

Before the meeting, Russell & Edmond Hayman spoke regarding their planning application (minute ref. 193/22).  They explained that environmental regulations require farmers to update dairy units, and without this lagoon the herd size would have to be halved.  They explained that an earth-banked lagoon has the lowest carbon footprint, the longest life span, and there is nowhere suitable on the farm to support a concrete structure.  They reported that the Environment Agency had expressed no objections.  Access will be along either Chaghayes (Shaggys) or Dark Lane, and it should result in fewer agricultural vehicles on the road moving slurry.

Two members of the public spoke in support of the parish council’s decision to purchase an outdoor ping pong table for the play area, following a public consultation and votes for the most popular suggestion. They argued that table tennis is a sport for all ages, and younger children are already well provided for in the village play area.  They felt an outdoor table would enhance the play area facilities (especially for older children), promote fitness and health, and encourage adults and children to gather socially.

Two members of the public, supported by two additional members of the public, spoke against the parish council’s decision.  They argued that the parish council had not considered the impact of noise, intrusion and potential anti-social behaviour.  They pointed out that a ping pong table already exists in the village hall, and could be used more without the potential disruption to neighbours of an outdoor facility in the play area.  They urged the parish council to find something that would be acceptable to the whole community.

The Chair explained that in order to obtain S106 funds allocated to the parish council for sport, leisure and play, it had had to go through a public consultation process mandated by EDDC.  She said the majority of those who responded had suggested an outdoor ping pong table; of all the suggestions put forward by parishioners, this was the item which had received the most votes. 

Five members of the public left the meeting.

187/22        To accept and approve apologies

Apologies were received and accepted.

188/22        To confirm the minutes of the meeting held on 2nd March 2023

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

189/22        To receive the Beat Manager’s Report

Feb 2023: no reported crimes.

190/22        To receive declarations of interest

The Chair declared an interest in agenda items 7a) and b), as she is the owner of a neighbouring property (minute ref. 193/22).  Cllr Valentine declared an interest in agenda item 7d), as the applicant is the freeholder of a property in Town Farm Buildings and holds shares in the company of which Cllr Valentine is managing director.

191/22        To consider actions from the last meeting not otherwise on the agenda

The clerk said she had spoken to James Fuller regarding the parish council’s position on tendering for work on the lych gate, and would await further information before bringing the item back to council.

192/22        Reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report: “as we are now in a restricted election period, commonly referred to as ‘purdah’ in the run-up to town, parish and district council elections on May 4th this report focuses on matters in a more ‘global sense’. I am personally not seeking re-election to EDDC, but wish all those who have put their names forward to stand for election all the very best.

Voter ID requirement 

From 4 May 2023, voters in England will need to show photo ID to vote at polling stations in some elections.

This will apply to:

Local elections

Police and Crime Commissioner elections

UK parliamentary by-elections

Recall petitions

From October 2023 it will also apply to UK General elections. If you don’t have accepted photo ID, you can apply for a free voter ID document, which is known as a Voter Authority Certificate from EDDC, or register for a postal vote.  See https://eastdevon.gov.uk/elections-and-registering-to-vote/voter-id-2023/ and https://eastdevon.gov.uk/elections-and-registering-to-vote/voter-id-2023/acceptedforms-of-photo-id/  for further information.

Devolution deal for Devon, Plymouth and Torbay moves a step closer

A new deal that will transfer money and powers into the hands of local leaders across Devon, Plymouth and Torbay, has moved a step closer with the backing of the Government’s LevellingUp Minister, Dehenna Davison.

Outline approval has been given for a Devon-wide devolution deal which could bring greater local control and allow partners to tap into additional resources to help tackle key local priorities, such as affordable housing, better public transport and connectivity, and providing for the skills that the local economy needs.  The deal wouldn’t require a change to the established democratic structures across the area, or the need for an elected mayor. Instead, new powers would be devolved to a partnership of existing local councils who would deliver on a joint programme working alongside a wide range of other local stakeholders.  Local partners across Devon have now been invited to work together to prepare a final business case to present to Government for approval later in the year. Any final deal would require local consent with the full agreement of all the constituent councils as well as parliamentary approval.

Every penny of the extra £9.4m will be spent making our roads more resilient

Every penny of the extra £9.4 million for Devon, announced in the Chancellor’s budget recently, will be spent on improving our roads and making them more resilient. In addition a further £5.5bn of funding for Highways maintenance was announced on 31st March. See https://www.gov.uk/government/news/new-street-works-regime-to-clamp-down-onpothole-pain Chancellor Jeremy Hunt announced the extra cash specifically to fund vital highways maintenance.  Most of it will go towards the Local Area Capital Programmes, which will reflect local priorities identified through our elected members and Neighbourhood Highway Officers. Using inspections and survey data, the remaining funding will be directed to preventative works to stop potholes forming in the first place. Prolonged spells of very wet weather and freezing road temperatures this winter have been hugely detrimental to the condition of our 8,000 mile road network. To tackle it, over the past few months, we doubled the number of pothole teams, introduced weekend working and extended working hours across the network. That resulted in up to 2,200 potholes being repaired each week.

Household Support Fund

DCC has secured additional funding to help households weather the rising costs of living, to help pay for food, energy and other essential items.  This is the fourth tranche of the government’s Household Support Fund that we’ve been able to secure. The latest bid amounts to a little over £10 million, to cover the period from April 2023 until March 2024. It will take Devon’s total level of Household Support Funding received so far to just over £25 million. The funding is to support households in most need that are struggling to pay for food, energy, water bills and other related essentials. And specifically, those households that may not be eligible for other support that is already available from the government.  We have to submit plans mid-May to the Department of Work and Pensions, setting out how we, with our Team Devon District and City councils and other voluntary and community partners, will make the latest funding available. Plans are expected to include:

A funding allocation to specifically support families in receipt of Free School Meals, to provide food vouchers that can be exchanged at supermarkets to buy food during school holidays. 20,000 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, via the County Council’s Early Help service.

Team Devon’s District/City 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

working with the Sustainable Warmth project, the fund will also be used to pilot a scheme to provide minor but rapid energy efficiency improvements to the homes of eligible households

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

The Household Support Fund is one aspect of the support that councils across the county are making available to households. For further information about the range of support available please visit https://www.devon.gov.uk/cost-of-living/

Horses

New roadside posters encouraging road users to slow down for horses and their riders are being displayed in parts of Devon.  We’re supporting The British Horse Society’s (BHS) “Dead Slow” road safety campaign, teaming up with the BHS, Horses & Road Safety Awareness (HRSA) and Vision Zero South West to promote the campaign in the county.  The aim is to educate motorists on how to approach and pass horses safely on the

county’s roads, with the posters advising drivers to reduce their speed to a maximum of 10mph and leave at least two metres space.  Since 2018, around 375 incidents involving equestrians on Devon’s roads have been

reported to the Police and the BHS. These collisions have left 19 horses injured and three dead, while 29 horse riders have been injured and one rider killed. Alan Hiscox, Director of Safety at The British Horse Society, said: “Horses are still being killed and injured on our roads, riders continue to be seriously injured and too many drivers underestimate the importance of driving carefully around horses. This is detrimental to the safety of equestrians. You only have to look at the two horses who were tragically killed in the space of just two weeks at the beginning of 2023.  Together, we can stop these tragic incidents from happening over and over again.  To do this, it is essential that we all follow the Highway Code guidelines in place, which are aligned with our key Dead Slow behavioural messages. Collaborating with Devon County Council, and displaying these posters, will be a critical step towards driving greater awareness and ultimately improving the safety of all vulnerable road users.”

Cllr Bruce reported that at last, repairs are underway on the much mentioned EDDC garages. He was grateful to be alerted to this by a very helpful resident of Gittisham, having not been advised by EDDC directly. He is still awaiting a report from EDDC whereby the parish council can take over control of these garages, so that this long and protracted saga will not be repeated.

Tree planting at EDDC has moved into top gear, according to Cllr Bruce, and there is an initiative coming forward for wild flower meadow planting.

Cllr Bruce explained that purdah precluded much of what he might wish to include in his report to council so this one is about as brief as it gets. He concluded by thanking the parish council for its support this term and said it had been an honour to serve this wonderful village as your council representative at District. If he prevails at the elections, Cllr Bruce said he would look forward to carrying on the fight to get the best for Gittisham.

Cllrs Bruce and Hall left the meeting.  Cllr Twist took the Chair.

193/22   To consider the following planning application:

• 23/0453/LBC Batts Cottage, Gittisham EX14 3AJ – Remove existing front door and frame and replace with new on front (south west) elevation
• 23/0453/LBC Batts Cottage, Gittisham EX14 3AJ – Proposed shed / studio building to replace oil tank and fenced enclosure

Members resolved to have no objections to a) and b).  The Chair returned to the meeting.

• 23/0436/FUL Blamphayne Sawmill Gittisham EX14 3AN – Proposed storage building for timber.

Members resolved to have no objections to c).  Cllr Valentine left the meeting.

• 23/0462/FUL Gittisham Farm Gittisham EX14 3AX – Construction of earth-banked slurry lagoon.

Parish councillors resolved to have no objection to d) in principle.  However, members had concerns over access for large farm vehicles via Chaghayes (Shaggys) Lane, and would like use to be mitigated where possible.

Cllr Valentine returned to the meeting.

194/22     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

23/0096/FUL – Nags Head Farm, Nags Head Road EX14 3AW – Extension to agricultural building. Approval.

23/0308/FUL & 23/0309/LBC – Pomeroy House EX14 3AJ – Internal and external remodelling with new kitchen extension.  Approval.

23/0329/TCA 2 Mitchell Cottages Gittisham EX14 3AF G1 – 4x Lawson Cypress Conifer – dismantle to ground level.  G2: 3 x Lawson Cypress Conifer – to dismantle to ground level.  Approval.

• To receive an update on Highways

Cllr Orchard reported that the illuminated overhead signs installed on Hayne Lane bridge show 13’ 9” limit northbound, and 14’ 0” southbound.  There was a bit of disrupted parking in Old Elm Rd during the closure for installation.  Members heard that the railing on the lane to Catshayes Farm has been repaired, and moss removed from the pavement and the hedge cut along Old Elm Road.

Cllr Orchard reported that the Vale bus shelter had once again been swamped with books, but they had since been removed.

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

(See also presentation by members of the public before the start of this meeting.)  Members discussed the concerns raised by members of the public over the outdoor ping pong table.  Cllr Orchard suggested future tournaments could be held in the village hall to minimise noise, and the Chair said she had received some hedge plants from the Woodland Trust which could potentially shield the adjoining properties.  Cllr Walker felt strongly that by being a councillor she had promised to give young people in the parish a voice, and this facility could address the lack of facilities for older children.  Cllr Walker proposed the purchase go ahead as planned previously, seconded by Cllr Orchard.  A vote was taken, with five in favour and one opposed.  The Chair confirmed that the outdoor ping pong table would be purchased from Redlynch at a cost of £3,079 + VAT and a goal post from Fitness Sports Steel for £406 + VAT.  The Chair suggested that an ongoing monitoring of noise levels and disruption should be discussed at forthcoming meetings.

ACTION: Clerk to check with EDDC’s S106 officer that she has all the information needed to release the funds, and at what point the table should be ordered.

• To receive an update on public transport

None.

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

One member of the public said he had started a community vegetable growing project near Clapper Lane, Honiton. 

ACTION: Clerk to contact Baker Estates regarding the Hayne Farm allotments.     

• To consider parish council support for scam awareness and security

Cllr Twist reported the Take 5 campaign is being relaunched 17^th–21^st April.  She added that a new scam is circulating on WhatsApp.  A criminal gets in touch via a group chat and sends you a six-digit code.  Taking action on this will lock you out of your account, and allow the criminal to send the same scam to your address book.

• To consider limited residential development in the parish

Cllr Valentine explained that following South Devon Rural Housing Association’s decision to leave the project, he was pleased to report that another housing association had expressed an interest in being involved with GCLT.

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

The clerk reported that the ‘no dogs’ sign had been reinstated.  Members thanked Cllr Rowe for repairing the closure of the small gate.  Cllr Walker said some large patches of bramble would need removing, but the mole hills had gone, thanks to the lengthsman.  Cllr Orchard showed members the new plaque in memory of Lilian Hayman, which will be added to one of the trees in the play area. 

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

Cllr Valentine said there was an amount of debris eg laurel foliage near Riverside that can block the overflow, which presumably had arisen from work done by contractors for The Pig with respect to the shepherds’ huts.

ACTION: Clerk to ask The Pig to remove the debris.

195/22     To receive a report from the Chair

The Chair said an event would be held in the village hall to mark the Coronation on 5^th May, with a live screening of the event.  There will be a bring your own barbecue, free drinks and disco.

196/22     To approve the April payments and to note the current bank balance

                F Clampin             £295.99 Clerk’s salary & expenses (train ticket & return travel to attend March PC meeting)

                Sara Trumper       £224.99 Reimbursement for food & sundries, Gittisham Community Kitchen, March 2023

Michael Poll        £65 Grass cutting (inv. ref. 10210)   

DALC        £260.67 annual subscription 2023-24

Gittisham Parish Hall £992.45 Hall rental for Community Kitchen, 2022-23

34SP £95.40 Website hosting gittisham.org.uk

DD          NEST                     £22.86   Clerk’s pension  

Members were informed that the current bank balance stands at £24,600.47 (which includes approximately £7,000 in the business reserve account).  The clerk reported that half the annual precept had been received, as well as the grant (in arrears) from Devon Communities Together for the Community Kitchen.

197/22     Clerk’s Report

The clerk said she would speak to Cllr Twist regarding the land where the Hayne Farm postbox is proposed, as the clerk has the information on land ownership from Baker Estates which is needed to apply to Royal Mail.

 

The clerk said there was a strong possibility she would not be able to attend the next meeting, due to other work commitments abroad.  Members agreed to pay a replacement clerk for the evening.  The May meeting has to be moved to 11^th May, due to the election, and can only be held between 10^th and 25^th May inclusive.  At this meeting a Chair and Vice Chair will be elected for the coming year.

ACTION: Clerk to check parish room availability and source a temporary clerk for 11^th May.

198/22     For information only; items for the forward agenda

Annual parish meeting; clerk remuneration; play area concerns.

199/22     To consider any late entry correspondence

None.

200/22     Date of next two meetings  

Thursday 11th May and Thursday 1st June 2023 at 7.30pm. 

There being no further business, the meeting closed at 2055 hrs.

Chair…………………………………….

11th May 2023

Held in Gittisham Parish Room

Present:

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

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

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

Apologies for absence: Cllr J Fowles, PCSO Darren England

170/22        To accept and approve apologies

Apologies were received and accepted.

171/22        To confirm the minutes of the meeting held on 2nd February 2023

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

172/22        To receive the Beat Manager’s Report

Jan 2023: no reported crimes.

173/22        To receive declarations of interest

Cllrs Twist and Walker declared an interest in agenda item 10, as they are members of Gittisham PCC (minute ref. 179/22).  Cllrs Hall & Valentine declared an interest in agenda item 7a) and b), as they are the respective owners of adjoining properties (minute ref. 176/22).

174/22        To consider actions from the last meeting not otherwise on the agenda

Cllr Valentine reported that EDDC had passed a resolution at its meeting on 14^th February regarding the draft Local Plan to continue with background technical work, including discussions with consultees and infrastructure providers.  But no further discussions or decisions will be made with regard to the sites or their allocations until the government has delivered the finalised National Planning Policy Framework.

The clerk said she was still investigating ownership of the land on which the postbox near Trafalgar Bridge is located.  Members agreed an application for a new postbox at Hayne Farm should be made instead.

ACTION: Cllr Valentine to provide a short piece for the Gittisham Gazette on EDDC’s resolution, if the gazette is published this month.

175/22        Reports from County Council and District Council representatives

Bus Fares £2 scheme extended 

Cllr Twiss reported that the Government’s fare cap scheme, encouraging passengers to ‘Get Around for £2’ has now been extended to the end of June 2023.  The scheme is backed by Government funding, and offers a saving of 30% on the average single fare. It’s hoped the scheme will encourage people to swap their cars for bus journeys, helping families save money during cost of living pressures, while also reducing carbon emissions by taking cars off the road and encouraging greater bus use to help the industry in its continued recovery from the pandemic.  DCC is pleased that all bus companies operating commercial and supported bus services in Devon have agreed to participate in the scheme. Full details of all eligible services can be found on the DFT website at  https://www.gov.uk/guidance/2-bus-fare-cap#south-west DCC will continue lobbying government alongside industry bodies, to implement  long-term funding reform to avoid more uncertainty and give everyone access to  affordable and reliable bus services. 

Be prepared for the unexpected 

Communities in Devon are being invited to apply for funding to help them be better prepared for emergencies or unexpected events. Independent charity Devon Communities Together https://devoncommunities.org.uk/ is working with DCC and the Environment Agency to provide the funding opportunities.  This latest programme is financed by DCC and the South West Regional Flood & Coastal Committee local levy funding, and is administered by DCT as part of its role in the Devon Community Resilience Forum (DCRF), whose core mission to help communities prepare for, and respond to, emergencies. 

Scheme 1 – up to £250 for communities that wish to develop their own Community Emergency Plan.

The Devon Community Resilience Board (DCRB) wants to encourage more communities to produce a Community Emergency Plan (CEP).  A CEP is a document which helps guide a community to organise a response to a local emergency: from flooding or snow to the completely unexpected. They ideally need to be updated every three years, however some communities in Devon either don’t have a plan in place or are not sure how to put together a support document for their community. The aim is that by providing this funding, many more communities across the county will be able to put plans in place to ensure their resilience in case anything happens within their community.  Once approved and completed, the DCRB will upload a completed CEP to a secure government gateway. This enables emergency responders to combine local knowledge with their expertise, allowing an effective place-based, joined-up response.  Devon’s communities can bid for this fund to help form their own Community Emergency Planning group.  Further guidance and support on creating the group can also be provided from the DCRF with in-person attendance from a Devon Communities Together Resilience Project Officer. https://www.devoncommunities.org.uk/grant-funding-emergency-flood-resilience    

Scheme 2 – up to £1,500 for small scale works and resilience equipment (once a CEP is in place).

Experience has shown that a wide range of small resilience measures can make a real difference to communities. This funding is available to communities to improve their own resilience with equipment and small scale works, and may range from the provision of sandbag stores and other flood protection equipment, road signs, tools and personal protective equipment, to one-off small scale works to reduce risk.  DCRF recommends that a Community Emergency Response Team defines its own shopping list to meet local requirements. Examples of resilience measures can be provided by the DCRF, other communities, or DCC to help a Community Emergency Planning Group consider what might be best for a particular area.

Fairtrade: directly supporting food producers

Devon has successfully renewed its Fairtrade status for each of the last 14 years, by promoting and encouraging people, where they can, to choose Fairtrade goods to support food producers across the world.  Fairtrade is about better prices, decent working wages and conditions, local sustainability, and fair terms of trade for farmers and workers.  By requiring companies to pay sustainable prices to farmers and food producers, which must never fall lower than the market prices, Fairtrade enables the poorest and weakest producers to improve their position and have more control over their lives.  This year’s Fairtrade Fortnight has begun and runs until Sunday 12^th March. It is highlighting the urgent threat to the future of the foods we love and the livelihoods of the people who grow them, as they face the worst effects of the climate crisis.  According to the Fairtrade Foundation, food such as coffee, bananas and chocolate could become more difficult to buy due to climate change.  The current financial crisis is also taking a heavy toll on many people who are struggling to make ends meet, particularly so for smallholder farmers and workers, with the costs of fuel, fertiliser and food all increasing beyond what is affordable. See also https://www.devon.gov.uk/fairtrade/

Retaining and recruiting staff

It is common knowledge that businesses and service providers are struggling to recruit and retain staff in whatever sector they are in.  DCC has teamed up with Devon & Plymouth Chamber of Commerce https://devonchamber.co.uk/  to host the New Ways to Recruit and Retain Staff in 2023 event, see https://tinyurl.com/4mkebyjx With the region’s job market still facing a range of vacancies, this free event aims to help employers, organisations and charities to find out about alternative ways of recruiting and retaining staff. 

The event, which will be held at Exeter Racecourse on Monday 24^th April from 8:30am – 1pm, will focus on supporting employers to consider filling vacancies using a wider talent pool of people, how to support those already in employment, better to understand workplace culture and to review how traditional recruitment methods can  be adjusted to attract a different audience.  Speakers on the day include Mike Adams OBE, Founder of Purple Tuesday,  https://purpletuesday.co/ who will discuss what organisations must do to be disability inclusive, as well as Helen Hart, from Devon & Plymouth Chamber of Commerce’s  Local Skills improvement Plan (LSIP) Project Executive, and Ruth Gripper, Research Impact Manager at the University of Exeter. 

There will also be discussion groups on a number of topics including: 

• Workplace Culture – exploring how a positive, inclusive culture can impact your ability to recruit and retain great candidates for your business.
• Differences in our wiring: Flipping the narrative – encouraging a healthy and open dialogue around some of the common strengths and abilities to be found in people with neurodiverse differences such as autism, ADD, dyslexia or dyspraxia and how we can best support some of the common needs that arise.
• Reaching a wider jobs market: inclusive recruitment – how to make your recruitment process more inclusive from writing the job description through to the interview.
• Being a mindful manager – Andrea Adey from Mindful Employer will empower employers to take the lead on matters of workplace mental health and wellbeing.
• Access to Work (A2W) – Job Centre Plus Disability Advisors will discuss Access to Work, a Department for Work and Pension (DWP) grant scheme which provides money to help people with a disability or long-term health condition stay in work to do their job.

 Cllr Twiss said he would be meeting Matt Galley from Jurassic Fibre on 17^th March to discuss the situation regarding the roll-out of superfast broadband, and would report back to the parish council.

Cllr Bruce reported that EDDC have finally authorised repairs to the Church Mead council garages. A date when they will be available for rent will be forthcoming shortly. Dare we hope, he asked, that this frustrating saga may be finally coming to a favourable conclusion. He has again asked for an update on the method by which Gittisham Parish Council can take over these garages, but was met with the usual silence. He pledged to maintain the pressure.

At the recent full EDDC meeting a motion was put forward to try and get the consultation on the Strategic Plan thrown out and rerun, due to its many and fundamental flaws said Cllr Bruce. Despite support from a number of independent councillors, who echoed his concerns about the serious failings of this consultation, Cllr Bruce and others were unsuccessful in getting it removed. This means that, unless there are major changes brought forward by the government, this will stand as data to inform any applications coming forward.  That said, a recent planning decision by EDDC concerning a proposed development of nine properties in Feniton may have substantial implications for further development in our ward. The decision to reject it and the reasons given will be a benchmark by which all other major applications will be measured by. This will hopefully dissuade future prospective developers seeking to blight our area with inappropriate and unwanted development, he said.  Cllr Valentine added that members should maintain a watchful eye over the issue of a five-year land supply across the district.

Cllr Bruce reported on a recent case with the replacement telephone mast in Fenny Bridges, which he said should provide a cautionary tale. 

Cllrs Bruce, Twiss, Hall and Valentine left the meeting.

176/22   To consider the following planning application:

• 23/0309/LBC Pomeroy House, Gittisham EX14 3AJ – Internal and external remodelling with new kitchen extension
• 23/0308/FUL Pomeroy House, Gittisham EX14 3AJ – Internal and external remodelling with new kitchen extension
• 22/2845/TCA 2 Mitchell Cottages Gittisham EX14 3AF –
• G1: 4 x Lawson Cypress Conifer – to dismantle to ground level; G2: 3 x Lawson Cypress Conifer – to dismantle to ground level

Parish councillors resolved to have no objection to these three planning applications.  Cllrs Hall and Valentine returned to the meeting after b).

177/22     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 – Construction of a two storey 18-unit residential home for vulnerable people. Refusal.

22/2845/TCA | G1 – 5x Lawson Cypress Conifer – dismantle to ground level. | 2 Mitchell Cottages Gittisham EX14 3AF. Withdrawn.

• To receive an update on Highways

4 March Rail on bridge on lane to Catshayes Farm should be repaired 0730−1830, but Traffic Order is for five days in case of problems.

6-10 March Hayne Lane closed off-peak for installation of illuminated signage on Hayne Lane rail bridge.

10-16 March Honiton bypass will have various closures for overnight maintenance.

DCC has written to owners of hedges overhanging west end of Old Elm Road.

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

See minute ref 178/22.

• To receive an update on public transport

None.

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

Cllr Rowe said EDDC was hoping to deliver the Old Elm Road rewilding proposal next spring. 

ACTION: Cllr Rowe to arrange a meeting with CoBikes.    

• To consider parish council support for scam awareness and security

Cllr Twist reported there was no update on this.

• To consider limited residential development in the parish

Cllr Valentine reported that GCLT would be looking for a new affordable housing provider for the scheme, as South Devon Rural Housing Association had reconsidered its position in the light of delays and rising costs.  He added that the delays may necessitate another housing needs survey.

• To consider making an application for a permissive path, Goldcombe-Hayne Lane

The clerk said there was no update on this.

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

Members agreed the clerk could ask Alvian Ltd to carry out the play area safety inspection for 2023, and order a new ‘no dogs’ sign.  Cllr Walker reported that the small gate is not closing as it should, so Cllr Rowe agreed to look at it.  Cllr Walker thanked the Chair for helping out with the recent dog waste issue.

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

Cllr Walker said the lengthsman had carried out some work by Clysthayes.

178/22     To receive a report from the Chair

The Chair said she had gained the required three quotes from companies specialising in public playground equipment. Members resolved unanimously to approve the most cost-effective provider for the table tennis table, which is also the most practical solution for the terrain. It’s a steel outdoor table and will be installed onto the existing grass with rapid-set concrete footing pads. There will also be grass wear protection matting.  The Chair said she had also gained a price for a single half size steel goal post.  Both these items, bar £32, can be funded by the S106 Garden Centre play equipment funding, subject to the clerk confirming all is in order with EDDC.

If all is in order, the table tennis will be installed in the area where the picnic benches are as this is the flattest. The goal post is movable but can be placed on the far (north) wall of the original playground area.  The Chair agreed to speak to all the neighbours and check they’re all happy with the plan and include a notice of the new facilities in the gazette.  Members agreed to defer a decision on the goal post until another supplier provides a quote.

Devon Communities Together grant

The Chair explained that as the end of the grant period is nearing, DCT require some forms to be completed to show how their funding has achieved the objectives for the Gittisham Community Kitchen. The Chair agreed to complete these, in consultation with the Village Hall Committee, forward to members for approval and then ask the clerk to submit them this month.  The grant of £2,142.45 will then be paid to the parish council which will cover 23 weeks of £50 / week food and 23 weeks of hall rental £43.15 per week. Once received by the council, we will need to pay the hall for the rental £992.45. They previously agreed to have this paid in arrears at the end of the project (March 2023). The food money £1,150 will be retained, as the parish council has been paying this weekly to the organiser. 

ACTION: Clerk to confirm funding with EDDC for table tennis.    

Cllrs Walker and Twist left the meeting.

179/22     To consider a request by Gittisham PCC to fund repairs to the lych gate

Members heard that Gittisham PCC was considering asking a carpenter, rather than a consultant, to inspect the condition of the lych gate.  The clerk reported that James Fuller had explained there is only one architect approved by the diocese to carry out such work.  Members agreed that if the PCC decided to contract a carpenter’s services, if the PCC obtained three quotes, GPC could contribute towards the cost of the survey element.   

ACTION: Clerk to contact James Fuller.

Cllrs Walker and Twist returned to the meeting.

180/22     To approve the March payments and to note the current bank balance

                F Clampin             £228.74 Clerk’s salary

                Sara Trumper       £199.82 Reimbursement for food & sundries, Gittisham Community Kitchen, Feb 2023

Michael Poll        £65 Grass cutting (inv. ref. 10202)   

Will Wolsey        £77.36 (reimbursement for village hall canopy, funded by DCC Locality Budget)

DD          NEST                     £22.86   Clerk’s pension  

Members were informed that the current bank balance stands at £19,194.42 (which includes approximately £7,000 in the business reserve account). 

181/22     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, subject to several minor amendments by the clerk.

182/22     To consider the Parish Council’s Statement of Internal Control, Financial Regulations and Risk Management

It was resolved to approve the above policies, subject to several amendments by the clerk including additional assets and an item about internet banking processes.

ACTION: Clerk to ensure documents are up to date.  

183/22     Clerk’s Report

Members welcomed the clerk’s news that Russell Hayman had waived payment for the hedge cutting.  He also defined the wording for the tree plaque: “In memory of Lilian Hayman of Gittisham Farm.”  The clerk read out an email from Graham Hutton at Baker Estates regarding recent sewage problems.  She agreed to forward this to Cllr Twist to upload to the Hayne Farm Facebook page. 

ACTION: Cllr Orchard to order a plaque & Cllr Rowe to make a stake for it; both to install EDDC’s jubilee stake in play area.  Clerk to ask Graham Hutton how he will advise residents on sewage problems.

184/22     For information only; items for the forward agenda

Lych gate; annual parish meeting.

185/22     To consider any late entry correspondence

ACTION: Clerk to investigate whether parish councils can provide funding towards a fete.

186/22     Date of next two meetings  

Thursday 6th April and Thursday 4th May 2023 at 7.30pm. 

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

Chair…………………………………….

6th April 2023

Held in Gittisham Parish Room

Present:

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

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

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

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

151/22        To accept and approve apologies

Apologies were received and accepted.

152/22        To confirm the minutes of the meeting held on 5th January 2023

The minutes of the meeting held on 5th January 2023 were confirmed and signed by the Chair. 

153/22        To receive the Beat Manager’s Report

Dec 2022: no reported crimes.

154/22        To receive declarations of interest

Cllrs Twist and Walker declared an interest in agenda item 10, as they are members of Gittisham PCC (minute ref. 160/22). 

155/22        To consider actions from the last meeting not otherwise on the agenda

Members discussed parish council support for the Coronation of King Charles III, and agreed to put £500 towards an event.  Cllr Bruce said he would find out where the plaque had got to for last year’s jubilee tree.

ACTION: Cllr Fowles to apply for a road closure for the bottom of Old Elm Road; Chair to liaise with Gittisham Village Hall committee about an event.

Cllr Bruce said he was not aware of any policy reconsideration regarding EDDC’s draft Local Plan, in spite of comments from the Secretary of State for Levelling Up, Housing and Communities.

156/22        Reports from County Council and District Council representatives

In his absence, Cllr Twiss sent the following report:

DCC Budget setting 2023/24 

Unlike other Government and quasi-Governmental organisations, such as the NHS, DCC is required by law to produce a balanced budget each year.  The process for 2023/24 is nearly complete, having progressed through most of the checks and balances, scrutiny and consultations it must do before reaching Full Council, to seek approval on 16th February 2023.  In normal times this is a monumental task, trying to balance the books with many competing interests for the limited resources available.  But we do not currently live in what might have previously been regarded as normal times. This time last year , having got through the worst ravages of the Covid-19 pandemic, it would have been hard for the majority of us to predict the horrifying situation in Ukraine, and the  impact of it on our economy and cost of living, making life much harder for very many  people. 

DCC puts great focus on helping those who need help most, including young people and vulnerable adults.  Items like Public Health and funding for schools are ‘ring fenced’ i.e. must be spent  on these items and so the amount that DCC can use as its day to day running or  revenue expenses is nearly £630 million in 2022/23 and a proposed £696 million in  2023/24, a 10.5% increase.  The overwhelming amount of this is invested in to Adult and Children’s services, which  are both set to get large increases of 8.8% and 18.4% respectively, largely driven by  soaring demand and the cost of providing services, many of which are mandatory for DCC to provide.  The figures are staggering and there is still never enough in the pot, where DCC is constantly looking at ways to work more efficiently and effectively for the people of  Devon, getting a share fairer share from Westminster.

Highways 

As we go about our daily business it is apparent that our highways are taking a severe battering this winter, with safety defects (largely pot holes) being reported at an alarming rate over the longest roads network in England, where DCC is responsible for more than 12,800 kilometres (8,000 miles), a huge task at the best of times with limited resources.  Over and above the proposed Highways budget for 2023/24, it has been agreed to put a further £1m in to Highways drainage for 2023/24 , as I’m sure many of the  reasons for so many potholes this winter is down to water on the roads.  In the overall  scheme of things, the total amount of money to fix potholes and get our entire road  network in England to a safe and acceptable standard is quite small at approximately  £14bn pre this winters ‘rainy season’.  The problem with constantly fixing potholes is you never get ahead of the game with planned maintenance, in order to reduce them or deliver planned upgrades where money is better spent on long lasting solutions. As you might imagine DCC is constantly lobbying for increased funding on a permanent and ad hoc basis, in order to improve matters. 

Just a reminder that if you want to report a problem, including Highways defects,  faulty street lighting, flooding and blocked drains etc please visit  https://www.devon.gov.uk/roadsandtransport/report-a-problem/  (Cllr Bruce added his frustrations about the current Highways system, which he described as a reactive process that will never keep up with the ongoing damage to our roads.)

Want to hold a Coronation street party? 

Finally something to and celebrate!  DCC is inviting communities across Devon, (who prefer something local to them), to apply for a free street party licence to mark the coronation of His Majesty King Charles III and Her Majesty, The Queen Consort.  The Coronation takes place on the morning of Saturday 6^th May at Westminster Abbey, and on Sunday 7^th May Coronation Big Lunches will bring communities together with a special Coronation Concert at Windsor Castle.  Throughout the weekend of festivities hundreds of events, ranging from traditional street parties and lunches to Jubilee markets, fun-days, and galas, are expected with many taking place on Devon streets. 

If your community wants to hold a street party, DCC is asking that you apply using the online basic street party application to close off your street available at  https://tinyurl.com/ymxf5we9  you can do this for free and applications can be made  for Saturday 6^th, Sunday 7^th, or Monday 8th May.  This form is for minor residential roads and cul-de-sacs only and they will be considered on an individual basis. If you want to apply for a street closure on a busier road, applications can still be submitted by making a Special Event application at https://tinyurl.com/38cfvsrn  However, these usually require three months’ notice, and they will only be approved if it’s practical. The application may incur a fee.  DCC expects a huge number of applications, approximately 160 street closures were granted ahead of the Queen’s Platinum Jubilee celebrations last year, and if you are thinking of applying, please do so ahead of the cut-off date of Sunday 26^th March.

Cllr Bruce reported that despite being promised a meeting in person to discuss the Church Mead garages, it has not transpired. However, on a positive note perhaps, an assessment by EDDC has stated that it will take £4K to repair the garages to a state fit for renting. He said he had challenged this, as the cost seems excessive and he had also reminded them about his request on GPC’s behalf about taking over responsibility/maintenance and renting them. So far nothing back.

Kings Arms Farm

Cllr Bruce said he was very disappointed to hear that this application had been refused. He said he had made a strong case for approval and will now be advising the owners to appeal, pointing out that we have a good record of success in this area. Cllr Valentine added that the applicant could ask for an informal enquiry where they represent themselves, or go for written representations. 

Cllr Bruce left the meeting.

157/22   To consider the following planning application:

• 23/0096/FUL Nags Head Farm, Nags Head Road, Gittisham EX14 3AW – Extension to agricultural building
• 22/2845/TCA 2 Mitchell Cottages Gittisham EX14 3AF – 5x Lawson Cypress conifer, dismantle to ground level

Parish councillors resolved to have no objection to these two planning applications.

158/22     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

22/1718/FUL  Westgate  Gittisham EX14 3AU – Erection of solar panels on existing pool house / garage roof and erection of summer house. Approval, standard time limit.

• To receive an update on Highways

6-10 March Hayne Lane closed off-peak for installation of illuminated signage on Hayne Lane rail bridge.

10-16 March Honiton bypass will have various closures for overnight maintenance.

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

Members agreed with the Chair’s summary that the parish council had explored many options of spending the first tranche of S106 money from the Hayne Farm development.  The pandemic, coupled with the rapidly increasing cost of materials, had made the process more challenging than it should have been.  However, they had to conclude that as a small parish, Gittisham would not be able to spend these funds, particularly as the criteria were so limited (to sports pitches).  Members resolved by a unanimous vote to return the whole of the first tranche to EDDC with a request to the district council to take Gittisham residents into account when redistributing this so that they could benefit.   

Parish councillors agreed to redouble their efforts to use separate S106 funds with match funding from GPC and elsewhere to install an outdoor ping pong table in the village play area.  This was one of the items put forward when parishioners were consulted previously about sports facilities in the area.  

ACTION: Clerk to write to EDDC S106 officer; Chair to speak to Honiton TC clerk; Chair to canvass residents whose homes are next to the village play area; Chair to obtain three quotes from suppliers for purchase & installation of ping pong table.    

• To receive an update on public transport

Cllr Orchard explained that the railway between London Waterloo and Exeter has had a tough time of late, owing to track being washed away near Basingstoke. Notice boards have been installed on both bus shelters.

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

Cllr Rowe said he would ask Co-Bikes for an update, and also speak to Russell at EDDC about the Old Elm Road rewilding proposal.  Members discussed installing a bench for the coronation in the area, subject to consultation.  Cllr Twist said a local resident had donated a large number of tulip bulbs.  

ACTION: Chair to advertise tulip donation on village WhatsApp and Cllr Twist to do the same on the Hayne Farm Facebook page.  Cllr Rowe to plant some where the ‘Welcome to Gittisham’ sign used to be.    

• To consider parish council support for scam awareness and security

Cllr Twist reported that said a new scam awareness programme is being screened on Channel 5,

Wednesday nights at 8pm.  W/c 30th Jan it featured buying on line and recommended 3 tips: 1-do your research; if it’s a firm you don’t know put their name in the search box followed by the word scam, it might show reviews; 2- never leave the platform you found them on, and 3- always pay by credit card as it adds another layer of protection. 

• To consider limited residential development in the parish

Cllr Valentine reported that there was no update on this.

• To consider making an application for a permissive path, Goldcombe-Hayne Lane

Cllr Fowles agreed to follow up with Combe Estate now the shooting season has finished.

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

ACTION: Cllr Valentine to send the clerk contact details for an alternative playground safety inspector.

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

Cllr Walker reported there was no update on this. 

159/22     To receive a report from the Chair

The Chair said she had received an email from a resident asking if changes could be made to the areas covered by the 30mph limit at Hayne Farm.  Cllr Orchard reported that DCC is looking at this, according to Cllr Twiss. 

ACTION: Clerk to contact Russell Hayman to ask if he would like to be reimbursed in some way for the hedge cutting he had carried out on behalf of the parish.  Also to ask regarding wording of the plaque on the tree in the play area.

Cllrs Walker and Twist left the meeting.

160/22     To consider a request by Gittisham PCC to fund repairs to the lych gate

Members resolved to approve a contribution towards the consultant’s fees for a report to assess the condition of the lych gate, provided the PCC obtains three quotes and value for money.  Councillors were satisfied that it was appropriate to proceed, having taken legal advice from DALC / NALC on this matter.

ACTION: Clerk to contact James Fuller.

Cllrs Walker and Twist returned to the meeting.

161/22     To consider recurring sewage problems at Hayne Farm

The clerk said that South West Water had not yet adopted the drainage / sewage system on the development, although it’s understood they have sent engineers to investigate. Some residents have reported problems, particularly following periods of high rainfall.  Baker Estates are responsible for the system until Hayne Farm is completed; the clerk said she would flag this up with them.  Councillors agreed that this exposed weakness in the current infrastructure, which would come under further pressure if EDDC approved any additional development close by.

ACTION: Clerk to contact Graham Hutton at Baker Estates.

162/22     To consider play equipment at Hayne Farm

Members approved the Chair’s email to a Hayne Farm resident who had asked if it was possible to improve the local play park with the parish council’s support.  The Chair explained the situation regarding the criteria for S106 spending, ownership of the site, maintenance and insurance, and said that any future collaboration would have to be consulted on.  Funding for new equipment could come from other sources such as the National Lottery. 

143/22     To approve the February payments and to note the current bank balance

                F Clampin             £228.74 Clerk’s salary + expenses £2.70 (petrol)

                Sara Trumper       £187.69 Reimbursement for food & sundries, Gittisham Community Kitchen, Jan 2023

                Community Heartbeat Trust £162 Hayne Farm defib annual support cost yr2      

                Arthur J Gallagher Insurance £275.54        Lengthsman public liability insurance

Websites Ahoy         £65       Support & maintenance of website during 2022, inc setting up gittisham.org.uk email addresses

DD          NEST                     £22.86   Clerk’s pension  

Members were informed that the current bank balance stands at £19,788.20 (which includes approximately £7,000 in the business reserve account). 

ACTION: Clerk to investigate councillors’ expenses allowance limit, and information to be provided in the event of a claim.

164/22     To approve a supplier for the Gittisham play area maintenance contract, 2023-24

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.

165/22     To update the parish council’s banking policy and existing bank mandate

The clerk reported that online banking is now up and running.  However, the current financial regulations still request two authorised signatories, of which the clerk cannot be one.  Bankline only allows for authorised signatories to process payments, which are currently being handled by Cllr Twist and the Chair.  Members agreed the clerk could discuss the situation with the internal auditor in May.

ACTION: Cllr Twist to order online banking tools for Cllr Valentine. 

166/22     Clerk’s Report

The clerk said she needed a person’s name from National Highways (who own the land where the postbox is located on Hayne Lane) in order to process the request to move it.    

ACTION: Cllr Rowe to send details to the clerk. 

167/22     For information only; items for the forward agenda

Grant-giving policy, publication scheme, complaints policy, anti-fraud & corruption policy, Freedom of Information Scheme, code of conduct, Statement of Internal Control, Financial Regulations and Risk Management.

168/22     To consider any late entry correspondence

None.

169/22     Date of next two meetings  

Thursday 2nd March and Thursday 6th April 2023 at 7.30pm. 

There being no further business, the meeting closed at 2130 hrs.

Chair…………………………………….

2nd March 2023

Held in Gittisham Parish Room

Present:

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

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

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

Apologies for absence: PCSO Darren England

130/22        To accept and approve apologies

Apologies were received and accepted.

131/22        To confirm the minutes of the meeting held on 1st December 2022

The minutes of the meeting held on 1st December 2022 were confirmed and signed by the Chair. 

132/22        To receive the Beat Manager’s Report

Oct 2022: 1 x violence & sexual offences, Beech Walk

Nov 2022: no reported crimes.

133/22        To receive declarations of interest

Cllrs Twist and Walker declared an interest in agenda item 13, as they are members of Gittisham PCC (minute ref. 142/22). 

134/22        To consider actions from the last meeting not otherwise on the agenda

Cllr Rowe encouraged all those who had not yet set up their new gittisham.org.uk email addresses to do so before the next meeting.

135/22        Reports from County Council and District Council representatives

Cllr Bruce said district councillors were awaiting guidance from EDDC as to how the council will accommodate new policy coming out of Whitehall which could potentially affect EDDC’s draft Local Plan.  Cllr Valentine asked to be kept informed if anything changes regarding EDDC’s Local Plan.

He then provided members with a summary of the communication regarding the Church Mead garages.  He said the situation has progressed surprisingly little with EDDC officers, and he pledged to put together a list in chronological order of what had been done and not done which he would then present to officers.  The Chair thanked Cllr Bruce for his tenacity, and Cllr Walker said she would inform Church Mead residents.

Cllr Twiss wished all members a happy New Year and said that Devon County Council is doing everything possible that it can to help and support our communities, in partnership with very many stakeholders across the county.

Back to school advice issued by UKHSA

The UK Health Security Agency (UKHSA) reports that flu and coronavirus are currently circulating at high levels, and are likely to continue to increase in coming weeks.  High numbers of scarlet fever, caused by group A streptococcus, also continue to be reported. Professor Susan Hopkins, Chief Medical Adviser for the UKHSA emphasizes that it is important to minimise the spread of infection in schools and other education and childcare settings as much as possible.

If your child is unwell and has a fever, they should stay home from school or nursery until they feel better and the fever has resolved. Lessons learned during the epidemic about the importance of good hand hygiene is also key, so practising regular handwashing at home with soap and warm water for all of the family remains sound practice.  Catching coughs and sneezes in tissues, then binning them is another simple way to help stop illnesses spreading, as well as adults trying to stay home when unwell and if you have to go out, wear a face covering.

‘Flu vaccinations are still available for all eligible groups and are the best protection against the virus. There has been a good uptake in older age groups but vaccination among young children remains low. ‘Flu can be very unpleasant and in some cases can lead to more serious illness. Getting children vaccinated protects them and others they come into contact with.

Eligible children include for free vaccination are:

• those aged 2 and 3 on 31 August 2022
• all primary school-aged children
• some secondary school-aged children

Keep your New Year resolution with the help of One Small Step

The beginning of a new year can be a great opportunity to create a new habit. One Small Step has many options for support to help you keep your resolution in 2023, or inspire you to make the change.  Studies have found some of our New Year resolutions will struggle to make it past 12 January, but with the support of others, we can make them last much longer. One Small Step is a free lifestyle service, funded by Devon County Council, to support the health and wellbeing of Devon residents.  There are friendly advisors who can help you plan lifestyle changes and support you to maintain a healthier weight, stop smoking, drink less or become more active. Flexible support means they can help you focus on small achievable steps to fit in with your lifestyle and routine.

You can reach them by calling 01392 908 139, take a look at our website at www.onesmallstep.org.uk or fill out a contact form.  DCC also has a team of stop smoking practitioners, so if you are thinking about stopping smoking, you can also text them by messaging QUIT to 60777. There is 12 weeks of Behavioural support on offer, along with Nicotine Replacement Therapy.

Devon’s continued support for the people of Ukraine

Devon County Council has given a measured welcome to a Home Office announcement that will see additional payments made to host households participating in the Homes to Ukraine programme.

Under the new terms, the hosts of Ukrainian guests who have been in the UK for more than 12 months will be eligible for the increased national ‘Thank You’ payment of £500.  The current national amount is £350 per host. This increased national amount is available until month 24 of the guests’ stay in the UK. But councils will see government funding reduce from £10,500 to £5,900 per guest to provide wraparound support for new arrivals from 1 January 2023.  They will however have access to additional funding to help mitigate homelessness, and to help councils with housing responsibilities acquire housing for people fleeing conflict from Ukraine and Afghanistan.

In Devon, more than 1,000 people have put themselves forward to be sponsors with over 500 more confirming their interest in becoming a future host. This has meant that more than 1,600 citizens from Ukraine have arrived since Russia first invaded the country in February 2022. Devon County Council will continue to work closely with local councils, voluntary and local community organisations to support both hosts and their guests.

Cllr Twiss said he would be meeting staff from Jurassic Fibre at some point this month to discuss progress on broadband. 

ACTION: Cllr Twiss agreed to ask Highways about the drain by Rapshayes Farm, as well as access to the proposed Combe Farm Shop at the garden centre. 

Cllrs Bruce and Twiss left the meeting.

136/22   To consider the following planning application:

• 22/2723/FUL Combe Garden Centre Gittisham EX14 3PD – New farm shop and associated landscaping works adjacent to the site of the existing Combe Garden Centre

Parish councillors resolved to object to this application for reasons of prematurity, highways and flooding. The highway upgrade required is not addressed by this application to enable decision-making, and there is no secure pedestrian access to the centre (contrary to information provided in this application). The area already has issues with run-off and flooding.

137/22   To consider EDDC’s emerging Local Plan and agree the parish council’s response to the public consultation

Members discussed the PC’s response to EDDC’s draft local plan and agreed the objection letter circulated by Cllr Valentine.  The Chair encouraged everyone who had not already done so to respond to the public consultation by 15th January deadline, and thanked councillors for their work in raising awareness of the draft plan proposals in the community.  She said it had been a really successful exercise in engaging with the parish.  The parish council objects to both proposals for the parish, and understands there is considerable local opposition. Concerns were also raised over access to another proposed site (LP_HONI_01) which is just outside the parish, but would be reached by roads in Gittisham Vale. 

ACTION: Clerk to send GPC’s response to EDDC Planning Policy and also to Honiton Nub News.

138/22     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

21/2602/FUL & 21/2603/LBC Pomeroy House Gittisham EX14 3AJ Single-storey extension to side with raised patio, installation of porch canopy and alterations to courtyard, west elevation and east elevation, involving demolition of existing porch to side.  Refusal.

22/1197/FUL  Proposed siting of 5 x Shepherd’s Huts in the field southeast of Curlditch House  Gittisham EX14 3AE Approval with conditions.

• To receive an update on Highways

16 January overnight road closure under Iron Bridge for bridge inspection.

10-16 March Honiton bypass will have various closures for overnight maintenance.

Cllr Orchard reported that the balancing pond grill was cleared out again mid-December.

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

Cllr Orchard reported that Honiton Town Council has arranged a meeting for 31^st January to discuss how to spend Gittisham’s S106 money.  The clerk said she had explained the situation to HTC.

ACTION: Clerk to send Cllr Orchard contact details for S106 at EDDC.    

• To receive an update on public transport

Cllr Orchard explained that single bus fares have been capped at £2 until the end of March 2023.  All single journeys will be capped at a maximum of £2 for the duration of the scheme. The same £2 cap applies to child and concessionary fares. If the fare is currently less than £2, the price will stay the same; if the fare is currently more than £2 then the price will be reduced to £2.

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

Cllr Twist said there was no update on this.

ACTION: Cllr Rowe to send the Chair the application form for Co-Mobility Bikes.    

• To consider parish council support for scam awareness and security

Cllr Twist reported that said an alert had gone out about missing dog scams circulating on Facebook, asking people to click on a link.

• To consider limited residential development in the parish

Cllr Valentine reported that there was no update on this.

• To consider making an application for a permissive path, Goldcombe-Hayne Lane

The clerk reported there was no update on this.

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

Cllr Walker said the rubbish bin had been emptied.

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

Cllr Walker agreed to inform Len Abbott that the drain needs clearing outside Clysthayes / corner of Dark Lane.  The clerk said she had ordered 1 tonne of salt from DCC. 

ACTION: Clerk to produce a laminated sign for the Curlditch grit store.

139/22     To receive a report from the Chair

The Chair thanked all members for their work on raising awareness of EDDC’s draft Local Plan.

140/22     To consider decorating and / or refurbishing the parish council’s bus shelters

The Chair said any repairs would need a contractor, and it was agreed to postpone this project until the spring when the weather is warmer and perhaps drier.

141/22     To consider donations to organisations under S137 and Transport

Members agreed to donate £100 each to TRIP, Operation Rudolph, Hospiscare & Diabetes UK.

142/22     To consider a request by Gittisham PCC to fund repairs to the lych gate

Cllrs Walker and Twist left the meeting.

The clerk said she was waiting for legal advice from DALC / NALC as to whether the parish council could contribute towards the cost of a surveyor to establish the state of the war memorial.  

Cllrs Walker and Twist returned to the meeting.

143/22     To approve the January payments and to note the current bank balance

1210       Noticeboard Co   £202.17 outstanding VAT for 3 x magnetic noticeboards for bus shelters

                F Clampin             £228.74 Clerk’s salary + expenses £0.68 (stamp)

                Len Abbott           £116, 8 hours lengthsman work, Nov 2022  

                Len Abbott           £36.25, 2.5 hours lengthsman work, Dec 2022            

                Sara Trumper       £215.24 Reimbursement for food & sundries, Gittisham Community Kitchen, Dec 2022

                Gittisham Parish Hall £150 comfy chairs      

                Information Commissioner£40        Annual membership

TRIP                      £100       Donation

Operation Rudolph £100   Donation

Hospiscare            £100       Donation

Diabetes UK         £100       Donation

DD          NEST                     £22.86   Clerk’s pension  

Members were informed that the current bank balance stands at £20,732.73 (which includes approximately £7,000 in the business reserve account). 

144/22     To agree the budget for 2023-24

The clerk and Cllr Twist outlined likely expenditure for the rest of the current tax year, and circulated a spreadsheet showing forecast expenditure for 2023/24.  Councillors suggested adding a new line for a community engagement event in future years, and agreed with Cllr Valentine’s suggestion that the parish council should develop a strategic plan.  Cllr Orchard added that more events should be planned for Gittisham Vale. 

ACTION: Clerk to request up to date figures from EDDC for a rubbish bin. 

145/22     To set the precept for 2023-24

Councillors voted unanimously to increase the precept by 11 per cent to £9,307.41, 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.

146/22     To update the parish council’s banking policy and existing bank mandate

The clerk said she had distributed the online banking tools to the Chair and Cllr Twist in the hope that payments can soon be made online.

147/22     Clerk’s Report

The clerk said Royal Mail had sent her a form to fill out regarding the potential move of a postbox. 

148/22     For information only; items for the forward agenda

CIL & S106; play area annual maintenance contract.

149/22     To consider any late entry correspondence

Cllr Rowe said he would be available to help if any member had issues with setting up their new email account.

ACTION: Chair to investigate why the Midweek Herald is no longer being delivered to the village bus shelter. 

150/22     Date of next two meetings  

Thursday 2nd February and Thursday 2nd March 2023 at 7.30pm. 

There being no further business, the meeting closed at 2145 hrs.

Chair…………………………………….

2nd February 2023

Held in Gittisham Parish Room

Present:

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

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

In attendance: Fiona Clampin (clerk)

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

111/22        To accept and approve apologies

Apologies were received and accepted.

112/22        To confirm the minutes of the meeting held on 15th November 2022

The clerk said she had added to minute ref. 105/22 that members had resolved to approve payments from the reserves for the Gittisham Community Kitchen until the grant from Devon Communities Together comes through. The minutes of the meeting held on 15th November 2022 were then confirmed and signed by the Chair. 

113/22        To receive the Beat Manager’s Report

The clerk said the latest crime figures had been reported at the November meeting.

114/22        To receive declarations of interest

Cllrs Twist and Walker declared an interest in agenda item 11, as they are members of Gittisham PCC (minute ref. 121/22).  Cllr Orchard declared an interest in agenda item 12, as he is due to be reimbursed by the council (minute ref. 122/22).

115/22        To consider actions from the last meeting not otherwise on the agenda

Cllr Walker reported that an officer from EDDC had been to visit the garages at Church Mead.

The Chair thanked members for helping distribute the 500 flyers which explain how EDDC’s emerging Local Plan would affect the parish.  Councillors agreed there was anxiety over the proposals, but the Chair encouraged everyone to respond to the public consultation as the volume of responses is taken into account.  Some members said they would be able to attend the drop-in sessions.  The flyer will also be distributed with the digital version of December’s Gittisham Gazette, and all agreed that it could run additionally in January as the deadline for comments is 15^th January.  A petition was also discussed.  Cllr Valentine said he would be adding more detail to the response he had drafted so far, and would bring it back to January’s PC meeting.

ACTION: All to encourage residents to respond to the public consultation.

116/22        Reports from County Council and District Council representatives

In his absence Cllr Twiss sent the following report:

The Jurassic network design work continues, now that the company has received an updated list of the properties that would access the service.  Cllr Twiss said he had signed off his Locality budget contribution in respect of ‘comfy’ chairs at the Village Hall.  Members resolved to approve payment of £150 for these from the reserves, until the DCC grant comes through.

In his absence, Cllr Bruce wished parish councillors and all residents a happy Christmas.

117/22     To receive reports from councillors on areas of responsibility and actions since the last meeting:

• To note the latest planning decision notices

22/2291/FUL – Gittisham Farm – roof over existing open livestock yard. Approval.

• To receive an update on Highways

16 January overnight road closure under Iron Bridge for bridge inspection.

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

Cllr Orchard said there was no update on this.

• To receive an update on public transport

Cllr Orchard said some odd items were appearing in the Vale bus shelter once again.

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

Cllr Twist said there was no update on this.

• To consider parish council support for scam awareness and security

Cllr Twist reported that millions of ‘phone users will be better protected from spoof calls which imitate legitimate organisations such as banks, as the telecoms watchdog announces a change in rules next year.  These will hopefully be brought into force by 15th May 2023.

There has been an upsurge in fake emails purporting to be from TV licensing and the DVLA to lure people into giving away their bank details.  There has also been a sharp increase in scams on Facebook marketplace, as Christmas looms and people look for bargains online.

• To consider limited residential development in the parish

Cllr Valentine reported that there was no update on the signing of the option agreement.

• To consider making an application for a permissive path, Goldcombe-Hayne Lane

The clerk reported there was no update on this.

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

The Chair said the crab apple tree destined for the play area had been planted, along with a spindle. She said she was waiting for the right moment to plant the hedge plants from the Woodland Trust.

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

Cllr Walker said Len Abbott had mentioned the drain at Rapshayes to her, which he’d discussed with Cllr Twiss in the summer of 2021 but DCC has not carried out any work on it to date.  In addition, the lengthsman reported that Pig Sty corner needs digging out, but members were uncertain of whose responsibility this is. 

ACTION: Cllr Walker to speak to Len Abbott about clearing the ditch above Pomeroy Lodge.

118/22     To receive a report from the Chair

The Chair thanked all members for their work on behalf of the parish, and wished all a happy Christmas.

119/22     To consider decorating and / or refurbishing the parish council’s bus shelters

The clerk said the three noticeboards had been ordered.

120/22     To consider donations to organisations under S137 and Transport

Members agreed to donate £100 each to TRIP, Operation Rudolph and Diabetes UK, subject to the clerk checking the correct amount per elector that is permitted. Payment to be issued at next meeting.

121/22     To consider donations to organisations under S137 and Transport

Cllrs Walker and Twist left the meeting.

The Chair explained that the parish council had taken legal advice from DALC on whether it could help Gittisham PCC with the cost of maintaining the lych gate / war memorial.  The clerk agreed to circulate the legal advice to members, and suggested that the parish council might, in principle, be able to help towards the cost of appointing a surveyor to establish the state of the war memorial.  Gittisham PCC should provide an idea of the cost.  Other grants may be available to cover the cost of repairs and maintenance.

Cllrs Walker and Twist returned to the meeting.

122/22     To approve the December payments and to note the current bank balance

Members resolved to approve the following payments:

1202      F Clampin            £228.74 Clerk’s salary

1203      F Clampin            £38.09 Clerk’s expenses (1 x 2nd class stamp & printer ink)

1204      Michael Poll        £65        Grass cutting, inv. ref. 10190

Cllr Orchard left the meeting

1205     Peter Orchard      £125   Reimbursement for Sidmouth Print 500 flyers, Local Plan

Cllr Orchard returned to the meeting.          

1206      Gittisham PCC £42.50  5 x months’ parish room hire, Aug-Dec 2022 

1207     Sara Trumper      £218.20   Reimbursement for food & sundries, Gittisham Community Kitchen

1208    Noticeboard Co    £1,010.68   3 x magnetic noticeboards for bus shelters

DD         NEST                   £22.86   Clerk’s pension  

Members were informed that the current bank balance stands at £21,663.50 (which includes approximately £7,000 in the business reserve account).  Cheque no. 1209 for £150 for the village hall comfy chairs was wrongly addressed. Payment will be issued at the next meeting, and included in January’s items for payment.

123/22     To update the parish council’s banking policy and existing bank mandate

The clerk said the request had been sent to update the mandate, and an application made for Bankline for Communities.  Cllr Twist reported she had confirmed her ID with Nat West.

124/22     To approve and sign the annual CIL report 2021/22

The clerk distributed details of CIL income and expenditure for 2021/22.  Members resolved to approve the document, and it was signed by the Chair.

ACTION: Clerk to upload the CIL document 2021/22 and send to EDDC.

125/22     To receive a report from the clerk regarding items highlighted in the annual internal audit report 2021-22

The clerk said Clare Bryden had set up new email accounts for all councillors with the domain name gittisham.org.uk.  Cllr Rowe explained to members how to set these addresses up. 

126/22     Clerk’s Report

The clerk said she had chased the postbox request with Royal Mail, but there was no progress to report.

127/22     For information only; items for the forward agenda

Budget, precept, Local Plan.

128/22     To consider any late entry correspondence

None.

129/22     Date of next two meetings  

Thursday 5th January and Thursday 2nd February 2023 at 7.30pm. 

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

Chair…………………………………….

5th January 2023