GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON 1ST JULY 2020 via Skype

The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak.

Present:

Gittisham Village Ward
Cllr C Hall (Chair)
Cllr M Walker
Cllr D Valentine
Gittisham Vale Ward

Cllr A Wilkins (Vice Chair)
Cllr P Orchard
Cllr J Twist

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

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

51/20 To elect a Chairperson and signature of Acceptance of Office

Cllr Walker nominated Cllr Hall for election as Chair for 2020/21. 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 2020/21 of Gittisham Parish Council. In accordance with Section 83 of the Local Government Act 1972, Cllr Hall then made a Declaration of Acceptance of Office.

52/20 To elect a Vice Chairperson

Cllr Walker moved, seconded by Cllr Hall :- “That Cllr Wilkins be elected as Vice Chairman for Gittisham Parish Council for 2020/2021”. Upon a vote being taken it was then resolved by a unanimous decision that Cllr Wilkins be elected Vice Chairman of Gittisham Parish Council for 2020/2021. Cllr Wilkins then made a Declaration of Acceptance of Office.

53/20 To accept and approve apologies

Apologies were received and accepted.

54/20 To confirm the minutes of the meeting held 3rd June 2020

The minutes of the meeting held on 3rd June 2020 were confirmed and signed by the Chair.

55/20 To receive the Beat Manager’s Report

The police did not send a report this month, and the clerk said the link to the crime statistics on the Devon & Cornwall Police website had changed. Cllr Orchard said there is a third party website which produces crime statistics, but it has a three-month time lag.

56/20 To receive declarations of interest

None.

57/20 Reports from County Council and District Council representatives

Being unable to attend the meeting, Cllr Twiss sent the following report:

“This latest Division report is inevitably taken up with the impact of COVID-19, but I feel much more confident about the many positives in it and longer term our capacity to recover and thrive in the ‘new normal’. What is sure is that when this vile disease flares up again, as seems very likely in some places, we will be much better prepared, and ready from what has been learned in double quick time during this initial outbreak.

As of Friday last week a total of 196 patients previously infected with the disease have been discharged and 1 only remains at Wonford. Since the outbreak of COVID-19 sadly 47 patients have died at the RD&E. So broadly good news as the rate of infection slows down in Devon and little negative to report, but to misquote regarding the virus and sadly ‘it will be back’. The next peak is not expected to occur until later in the year or early next but it is important that we all remain vigilant and do not become complacent. The RD&E has started Antibody Testing and early indications support previous estimates of a very low level of antibody (and hence likely immunity) in Devon compared even with e.g. Swindon and Gloucestershire. This immunity (or lack of it) significantly impacts the Effective R rate and hence the rate of spread of the disease.

A big concern as a result of COVID-19 is the impact of other areas of healthcare locally, particularly in the acute Hospital setting of the RD&E for those with life-threatening or time critical disease, as well as other patients on elective lists who are in pain and/or experiencing limitations on their ability to enjoy life to the full. Waiting lists are growing normally again, which might ordinarily be a good thing, but now for the wrong reasons with long waiting patients waiting longer still. Having virtually eradicated waits of over 52 weeks, there is now a larger group of people in this category and shows the challenges ahead. Productivity has been held back because of COVID and a plan needs to be formulated to correct this. A big ask given the operational challenges we all have and will have while the pandemic plays out.

Support for discharges to adult social care has been excellent during the pandemic (although clearly there is appropriate national debate on discharges to non-hospital care environments) and clearly we can’t return to the old ways on this and social care needs to be adequately funded.

A few broad questions relating to the RD&E that have been cropping up, with the answers below that you might find of interest.

Are we restarting elective work?
We are executing a detailed elective recovery plan covering both the ‘normal’ trust and the Nuffield. It is being clinically led, at Executive, but urging some caution the number of 40+ and 52+ week wait patients has increased dramatically and productivity (e.g. due to increased infection control measures) has reduced. So the plan will not recover the position, but will mitigate further deterioration and resources will be applied fairly and decisions driven by clinical need.

What is being done regarding staffing levels e.g. with changes in immigration rules?
The latest indications are that recruitment to further/higher education for NHS related professions has been strong. In part this is by further enhancement of an already strong NHS brand and also by the relative job security that is on offer, particularly in the context of rapidly increasing unemployment.

How is the RD&E supporting staff?
Like other NHS Trusts staff have been offered mentoring/counselling, free parking, hot drinks etc. Some of these will be maintained and enhanced (e.g. health and well-being support) others (e.g. free parking) will come to an end at some point.

Reducing inequalities
There has been much national comment on this recently, particularly in the light of increased mortality amongst BAME people and other global events. This is clearly to be welcomed. The RD&E takes the equality and indeed inclusivity agendas very seriously (at Board level this is led by the CEO). We clearly can, must and will do better. I am very keen that we continue to focus on inclusivity beyond protected characteristics as well: I do not believe that our allocation of resource is as fair as we would like it to be.

The R value
Much is talked about “The R value”. This is an important regional barometer based on modelling data, but while it provides an estimate of ongoing transmission, it alone does not determine the rate of growth of coronavirus and does not accurately reflect Devon’s local data on the ground and should be treated with a little caution.

The South West R value spans from Isles of Scilly to Bristol, and while there have been hotspots in other parts of the region that increase the R value, Devon’s figures have remained low. We have the fifth lowest number of recorded cases when comparing Devon to all 150 upper tier local authorities and the consistency of the numbers suggest that levels have plateaued recently. That’s in part due to our residents adhering to lockdown, and heeding national guidance around staying home and social distancing. We have done well in that regard and need to keep that up.

COVID-19 Prompt Action Fund.

The fund was launched at the very start of the lockdown 24th March as a grant of less than £500 for constituted and not-for-private-profit voluntary, community and social enterprise (VCSE) sector groups and organisations, town and parish councils, charities, or a combination of such groups working together.

After the first 50 or so applications it became obvious that, in some cases, £500 was not nearly enough to cover costs such as providing ready meals, transportation and a myriad of other services provided so a further grant fund was added to a maximum of £5,000. To date some 370 separate applications have been received of which some 340 have been processed (some were clearly nothing to do with the present pandemic and the grants were seen to prop up ordinary activities!). Decisions to fund (or not) were triaged and it was difficult to take a decision, where DCC Officers have been very fair in processing them.

£330,000 has been distributed so far against an original budget of £480,000. Applications have been tailing off during the last couple of weeks; so much of the remaining fund will now be put towards the ‘recovery phase’, however that looks.

Transportation

Friday 5th June was the last day that National Bus Pass Holders were able to use passes before 09.30. Transport providers now need capacity for workers and commuters especially with social distancing reducing capacity on buses by more than 50%. At present services are operating at a reduced level of around 50% (although this does vary across the County and are being additionally supported by two parallel CBSSG (COVID-19 Bus Services Support Grant) funds, one paid direct to operators and one via local authorities for supported services, both about to expire. A new tranche of CBSSG will be paid direct to operators. Stagecoach has indicated that they will aim for an 80% restoration of bus services.

In view of the uncertainty over how to preserve existing supported services, with reference to the previously announced New Funding prior to the present crisis, it is highly likely that DCC will not proceed with our programme of new and extended services, but instead use the funding to supporting existing services during this period of uncertainty.

Libraries

Library buildings may be closed due to the difficulty of social distancing but library staff have been hard at work enhancing their e-readership by increasing their library of e-books, loaning e-readers and even hand delivering books to the more vulnerable or ‘shielded’ residents.

Children’s Services and Schools

Since the COVID 19 emergency was announced over 300 schools (85%) have remained open for children of key workers and vulnerable children. At the start on 24th March we had 2455 children in school and as the pandemic developed numbers went down to 866. Numbers gradually went up again and just before half term on the 20th of May nearly 4000 children were attending. The attendance of key workers and vulnerable children has been above the National average. Teachers have been brilliant from the start and it is hard to over emphasise how flexible and imaginative they have been.

The overwhelming majority of children have been at home and schools have been engaging with their students virtually and with workbooks. Devon’s school population is about 96000. Early Years and Childminders have been open as well, about 497 (44%). When the Government announced that some Primary Year Groups would return to school from the 1st of June 2020, all schools were asked to do a COVID 19 safety assessment, which is valuable for when they do re-open. Schools are keeping in close contact with parents and it is fully appreciated that many parents and teachers are concerned at schools starting to open. It’s an individual decision. This virus is going to be with us for some time and we need to find a way to live with it.

Social Care

Primarily DCC needs to plan for the worst, but hope for the best e.g. Domiciliary Care Agencies unable to provide Care, to clear and make space in our Acute Hospitals, as well as the need to provide additional accommodation and plan for a much worse scenario than has actually happened! The extra planning, work and expense needs to be viewed in this context. Adult Social Care staff have risen to the enormous challenge and have acted in an exemplary manner, matters not helped when one of the Senior Staff members succumbed to the virus and still recovering. However DCC has been working for many years in partnership with the NHS and these good working relationships have undoubtedly helped to weather the storm.

Supporting Communities

Working to identify and contact people within different levels of vulnerability, such as those in the Shielding Group, and those that may be a drain on the Health and Care System without some support – so a voluntary and community response needed to be identified and developed.

Working with the Clinical commission Group DCC to create a ‘Third Capacity’ building were identified buildings that could support the Covid-19 discharge pathway and release hospital bed capacity. In the end, 3 facilities were established – The Hamptons Hotel Exeter, Durrant House Hotel Bideford, and the Nightingale Hospital Sowton Exeter.

DCC set up a Provider email mailbox that is monitored 7 days a week and made arrangements to ensure that Care Homes had sufficient food and developed a Provider Sustainability Framework that includes the payment of guaranteed hours for staff. A new contract has been offered to DCC Domiciliary care Providers (DCP), as long as they guaranteed to pay their Care workers £10/hour. We helped coordinate the provision of PPE – sourced new suppliers – and became the provider of last resort – making available PPE to anyone who was in danger of running out. DCC has also covered the additional costs of PPE. Where a Home has had a case of Covid-19, additional support and staffing were provided.

Cllr Bond said that work is ongoing to attempt to get the council back on to a normal calendar of meetings, while at the same time continuing to tackle the issues faced with Covid.

The new administration has called two meetings of the Zoom Planning Committee in July as there are a number of applications requiring decision.

Meanwhile, the Greater Exeter Strategic Plan is moving slowly forward, said Cllr Bond. This is a joint initiative of Teignbridge District Council, Exeter City Council, Mid-Devon District Council and East Devon District Council and looks at future development to 2040. Given Boris Johnson’s mantra of ‘Build, Build, Build’, it’s important that this process continues, so that allocations for future development are decided democratically, rather than by developer whim. A meeting of the Strategic Planning Committee meeting (again via Zoom) will be held on 23 July (5-7 pm) to discuss whether the Option sites should be sent out to public consultation in September.

Cllr Bond added that EDDC would soon be issuing guidance to town and parish councils on reopening play areas, and members agreed that Gittisham would wait to hear what the district council advised before taking any further steps.

58/20 To consider the parish council response to the COVID-19 outbreak

The Chair said the volunteer group was working well in the village, and Cllr Wilkins said this was the same in the Vale. Cllr Wilkins asked if more books could be donated to the book exchange in the Vale bus stop. Cllr Walker reported that St Michael’s Church was now open again.

59/20 To note the latest planning decision notices

a) 20/0902/FUL – Coign Cottage Gittisham Honiton EX14 3AB – Construction of single storey front extension and provision of cladding to the existing stables.
Approval – standard time limit.

b) 20/0780/FUL 7 Ferndale Close Honiton EX14 2YN – Extension to existing outbuilding including single storey flat roof extension on rear elevation of main house linking to extended outbuilding.
Approval with conditions.

60/20 To consider the following planning applications:

a) 20/0451/FUL Shermans Farm Gittisham EX14 3AU – Construction of permanent agricultural worker’s dwelling with parking and associated development (amended plans regarding elevations / floor and site plans, additional site drawings, Landscape Architect comments)

Members had no objection to the amended application.

61/20 To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106

Cllr Orchard said the public consultation had ended on 27th June, but the clerk confirmed that no specific suggestions had been received for new outdoor sports equipment. Cllr Valentine said he had asked Baker Estates if the parish council could look at the footpath network around Hayne Lane with the prospect of putting in some benches. He had also suggested to Baker Estates a fitness trail as a possibility.

ACTION: Cllr Orchard to check with Jamie Buckley at EDDC the next steps now the public consultation has finished, and to ask whether benches can be purchased using S106 funding or CIL.

Cllr Walker said some village residents had asked if it would be possible to provide additional dog waste bins.

ACTION: The Chair to investigate prices from independent suppliers, as EDDC’s are considered too high.

62/20 To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish

Cllr Valentine said the village bus shelter could do with a lick of paint, and the Chair suggested this would be a good time to undertake this. She added that Len Abbott had confirmed he had carried out the strimming work in the river under his own direction.

The Chair said that following a meeting between herself, Cllr Orchard and Mike Brown of DCC Highways, Mr Brown said the collapsed culvert outside Clysthayes was on his list of repairs. Cllr Orchard said that DCC had told him the blocked culvert between Old Elm Road and the railway was not sufficiently blocked to need work.

ACTION: Cllr Walker to ask Len Abbott to repaint the bus shelter. The clerk to forward the current play area inspection report to Cllr Walker.

63/20 To consider climate change measures within the parish

Members discussed the possibility of installing an electric vehicle charging point in the village.

ACTION: Cllr Wilkins to take this project forward and research options.

64/20 To consider limited residential development in the parish

Cllr Valentine said he was waiting for a response to a detailed report he’d prepared to justify the planning aspects of the proposed development to EDDC. Elsewhere, he said the CLT had been seeking tenders for onsite investigations, as well as the expressions of interest from architects. He remarked that at one point Baker Estates had offered to contribute £100,000 towards the cost of the Gittisham CLT, but this offer had been rejected by EDDC as it was considered inappropriate at that stage to make offers. However, he added, in the subsequent S106 agreement that came forward, Baker Estates had provided for £500,000 towards the provision of affordable housing in the district. Cllr Valentine said he hoped that some of this could be spent in Gittisham, especially as the design considerations for any future planning application by the CLT could be above and beyond what a housing association would be prepared to pay. Members thanked Cllr Valentine, and said they were pleased to learn things were moving forward.

65/20 To consider the parish emergency plan

Cllr Valentine said he and Cllr Orchard were looking to see how they could incorporate a template emergency plan for parishes that DCC had produced in 2015, as well as guidance from Devon Communities Together. He added that a community response team would need to be in place, which did not need to be connected to the parish council, and he would be asking for volunteers. The Chair said that the COVID-19 crisis had revealed how many vulnerable people there were in the parish, and also how many people were prepared to volunteer their help. Cllr Valentine said he and Cllr Orchard would report back to the parish council over the course of the next few months.

ACTION: Cllr Valentine to ask the Chair where it is possible to source some up to date flood plans.

66/20 To consider the casual vacancy in Gittisham Village ward

Following the resignation of Cllr Hayman, the clerk said the casual vacancy had been advertised on the noticeboards and the parish website. She said that if ten electors came forward by 15th July 2020 to request an election, an election would be held to fill the vacancy. (Under current legislation a poll cannot take place until 6 May 2021 as a result of the Local Government and Police and Crime Commissioner (Coronavirus) (Postponement of Elections and Referendums) (England and Wales) Regulations 2020 and the Coronavirus Act 2020.) If not, the parish council could proceed to co-opt, and follow the policy approved at the March 2020 meeting (minute ref 237/19).

67/20 To approve the July payments and to note the current bank balance

It was resolved to approve the following payments:

1049 F J Clampin £220.09. Clerk’s salary and expenses
1050 F J Clampin £218.79. Clerk’s salary (to cover August, as no meeting)
1051 Michael Poll £60. Play area grass cutting, (inv ref. 10016)
1052 Michael Poll £60 Play area grass cutting, (inv ref. 10020)
1053 Len Abbott £147. 10.5 hours lengthsman work, June 2020 (at new rate of £14/hr)
1054 Len Abbott. £5.65. Expenses (petrol), June 2020
1055 Len Abbott £4. Backdated pay owing to cover new rate of £14/hr from 1st April 2020
DD. NEST. £17.50 Clerk’s pension
DD. NEST. £17.50. Clerk’s pension

Members were informed that the current bank balance stands at £10,328.76 (which includes the £7,000 in the business reserve account).

68/20 To complete the annual review of effectiveness of internal control and risk assessment

Members adopted the risk assessment and the annual review of effectiveness of internal control.

69/20 To complete the annual review of the standing orders and financial regulations

Members adopted the financial regulations. The clerk said as new model standing orders were due to be issued by NALC, she would move the review of standing orders to a future agenda.

70/20 To review the parish council’s asset register

The clerk said she had added the bench which is due to be installed in Gittisham Vale. Councillors resolved to approve the amended version.

71/20 To consider any late entry correspondence

Cllr Valentine said Fiona Moores at The Pig had told him that the hotel would be reopening on 6th July 2020.
Cllr Wilkins said the new Combe Farm shop would be opening soon.
Cllr Orchard reported that the bus stops in Devonshire Road and at Combe Garden Centre are due to be installed on 5th August.

ACTION: The clerk to write to Fiona Moores asking that staff and visitors be reminded of the need to drive slowly through the village and surrounding roads.

72/20 Matters to be reported to DCC / EDDC

Cllr Wilkins said he welcomed the start of works on Hayne Lane on 3rd August. He said he had spoken to DCC operatives inspecting the site, who had found a collapsed culvert.

73/20 For information only; items for the forward agenda

It was agreed to meet next in September 2020, and include the following items on the next agenda: casual vacancy, coronavirus, climate change, lengthsman work, limited residential development, S106, parish clerk’s computer, Hayne Farm defibrillator, play area.

74/20 Clerk’s Report

None.

75/20 Date of next two meetings.

Wednesday 2nd September and Wednesday 7th October at 7.30pm via Zoom.
Should restrictions on public movement be lifted, these meetings will revert to being held in the parish room or another suitable venue.

ACTION: The Chair to set up a Zoom meeting instead of Skype.

There being no further business, the meeting closed at 2045 hrs.

Chairman…………………………………….

2nd September 2020

GITTISHAM PARISH COUNCIL

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

The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak.

Present:

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

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

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

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

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

Three members of the public left the meeting.

23/20 To accept and approve apologies

Apologies were received and accepted.

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

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

25/20 To receive the Beat Manager’s Report

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

26/20 To receive declarations of interest

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

27/20 Reports from County Council and District Council representatives

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

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

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

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

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

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

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

29/20 To note the latest planning decision notices

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

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

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

Cllr Valentine left the meeting.

30/20 To consider the following planning applications:

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

Members had no objection to a).

Cllr Valentine returned to the meeting.

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

Members had no objection to b).

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

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

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

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

33/20 To consider capital works to Gittisham Village Hall

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

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

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

35/20 To consider climate change measures within the parish

There was no progress on this.

36/20 To consider limited residential development in the parish

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

37/20 To consider the parish emergency plan

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

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

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

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

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

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

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

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

It was resolved to approve the following payments:

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

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

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

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

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

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

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

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

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

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

45/20 To adopt the annual accounts 2019-20

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

46/20 To consider any late entry correspondence

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

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

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

47/20 Matters to be reported to DCC / EDDC

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

48/20 Matters for the forward agenda

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

49/20 Clerk’s Report

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

50/20 Date of next two meetings.

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

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

Chairman…………………………………….

1st July 2020

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

HELD ON 6^TH MAY 2020

via Skype

The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak. 

Present:

Gittisham Village Ward:

Cllr R Hayman (Chair)

Cllr M Walker

Cllr D Valentine

Gittisham Vale Ward:

Cllr A Wilkins

Cllr P Orchard

Cllr J Twist

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

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

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

Damian Furniss left the meeting.

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

1/20        To accept and approve apologies

Apologies were received and accepted. 

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

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

3/20        To receive the Beat Manager’s Report

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

Homicide: 1

Violence without injury: 3

Vehicle offences: 1

Public order offences: 1

4/20        To receive declarations of interest

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

5/20        Reports from County Council and District Council representatives

Household waste recycling centre (not EDDC home collections)

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

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

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

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

DCC Highways

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

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

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

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

Cllr Twiss left the meeting.

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

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

7/20        To note the latest planning decision notices

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

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

8/20        To consider the following planning applications:

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

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

Members had no objection to the two applications above.

The Chair returned to the meeting.

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

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

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

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

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

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

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

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

11/20      To consider capital works to Gittisham Village Hall

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

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

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

13/20 To consider climate change measures within the parish

There was no update on this.

14/20  To consider limited residential development in the parish

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

15/20  To consider the parish emergency plan

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

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

Members resolved to adopt the supplementary Standing Orders.

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

It was resolved to approve the following payments:

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

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

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

1036       Community First                 £495.17                 Annual insurance policy 2020-21

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

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

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

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

DD          NEST                                     £17.50   Clerk’s pension

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

18/20     To consider any late entry correspondence

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

19/20     Matters to be reported to DCC / EDDC

As above. 

20/20     Matters for the forward agenda

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

21/20     Clerk’s Report

None.

22/20     Date of next two meetings  

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

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

Chairman…………………………………….

3^rd June 2020

GITTISHAM PARISH COUNCIL

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

The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak.

Present:

Gittisham Village Ward
Cllr R Hayman (Chair)
Cllr M Walker
Cllr D Valentine

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

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

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

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

Damian Furniss left the meeting.

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

1/20 To accept and approve apologies

Apologies were received and accepted.

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

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

3/20 To receive the Beat Manager’s Report

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

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

4/20 To receive declarations of interest

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

5/20 Reports from County Council and District Council representatives

Household waste recycling centre (not EDDC home collections)

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

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

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

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

DCC Highways

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

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

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

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

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

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

7/20 To note the latest planning decision notices

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

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

8/20 To consider the following planning applications:

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

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

Members had no objection to the two applications above.

The Chair returned to the meeting.

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

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

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

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

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

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

11/20 To consider capital works to Gittisham Village Hall

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

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

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

13/20 To consider climate change measures within the parish

There was no update on this.

14/20 To consider limited residential development in the parish

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

15/20 To consider the parish emergency plan

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

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

Members resolved to adopt the supplementary Standing Orders.

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

It was resolved to approve the following payments:

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

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

18/20 To consider any late entry correspondence

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

19/20 Matters to be reported to DCC / EDDC

As above.

20/20 Matters for the forward agenda

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

21/20 Clerk’s Report

None.

22/20 Date of next two meetings.

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

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

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING HELD ON 1ST APRIL 2020 via Skype

The Parish Council Meeting has to take place remotely for reasons of social distancing brought in by HM Government during the COVID-19 outbreak.

Present:

Gittisham Village Ward
Cllr R Hayman (Chair)
Cllr C Hall (Vice-Chair)
Cllr M Walker
Cllr D Valentine

Gittisham Vale Ward
Cllr Peter Orchard
Cllr A Wilkins
Cllr J Twiss

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

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

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

Damian Furniss left the meeting.

248/19 To accept and approve apologies

Apologies were received and accepted.

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

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

250/19 To receive the Beat Manager’s Report

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

251/19 To receive declarations of interest

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

252/19 Reports from County Council and District Council representatives

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

255/19 To note the latest planning decision notices

Cllr Wilkins said there were no new updates.

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

256/19 To consider the following planning applications:

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

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

The Chair returned to the meeting.

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

c). 20/0379/LBC 1 Riverside Cottages Gittisham Honiton EX14 3AE – Extension to existing outbuilding including single storey flat roof extension on rear elevation of main house linking to extended outbuilding
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Members expressed reservations in respect of the impact proposals b) and c) will have both on the listed cottage and on the setting of the cottage in the Conservation Area. These works significantly increase the footprint of the existing structure and whilst there is no objection in principle to a small increase in size it must remain subservient in form and appearance to the listed cottage.

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

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

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

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

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

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

260/19 To consider climate change measures within the parish

There was no progress on this.

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

It was resolved to approve the following payments:

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

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

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

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

262/19 To consider any late entry correspondence

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

263/19 Matters to be reported to DCC / EDDC

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

264/19 Matters for the forward agenda

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

265/19 Clerk’s Report

None.

266/19 Date of next two meetings.

Wednesday 6th May 2020 and Wednesday 3rd June at 7.30pm via Skype. Should restrictions on public movement be lifted, these meetings will revert to being held in the parish room.

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

Chairman…………………………………….

6th May 2020