Agenda 2025 June 04

May 30, 2025 | Agendas

To all members of Dittisham Parish Council 30 May 2025

You are hereby summoned to attend the monthly meeting of Dittisham Parish Council to be held in Dittisham Village Hall on Wednesday 4 June 2025 at 7:00p.m for the purpose of transacting the following business.

1. a. Public Forum

2. To consider any issues raised by members of the public.

3. Members of the public are invited to give their views, to question the Parish Council about issues on this Agenda, or to raise issues for future consideration at the discretion of the Chair.

   1. 1. 1. 1. 1. 1. AGENDA

1. Apologies:

To receive apologies for absence.

2. Declaration of Interests

To declare interests in items on the Agenda.

3. Election of Vice-Chair

4. Approval of Minutes

To consider approval of the Minutes of the meeting held on 7 May 2025.

5. Community Reports

   1. Devon County Council Councillor

   2. South Hams District Council Councillor

6. Financial Matters

   1. 24/25 Annual Governance and Accountability Return

      1. 24/25 Internal Audit

To note the Auditor’s report and agree any action required.

1. 1. 2. 24/25 Audit Annual Governance Statement

To resolve to approve the Statement.

1. 1. 3. Signature of the Audit Annual Governance Statement

      4. 24/25 Audit Accounting Statements

To consider the Accounting Statements.

1. 1. 5. 24/25 Audit Accounting Statements

To resolve to approve the Statements

1. 1. 6. 2021/22 Audit Accounting Statements

Signature by the Chair of the Meeting

1. 1. 7. Publication of Notice of Public Rights & Publication of Annual Governance & Accountability Return

To note that the Return & Notice will be published, with inspection dates 9 June 2025 to 18 July 2025.

1. 2. Payments

To authorise the following payments:

• Clerk May Expenses Reimbursement £34.52

• Devon Association of Local Councils Being a Good Councillor #3, £18.00

To authorise the current Clerk’s final payslip as provided.

To note payments made since the last monthly meeting:

• Installation of middle rail in a private residence access steps railing on The Ham, £298.29

• Quarter 4 24/25 VAT payment to HMRC £481.07 by direct debit

• 25/26 Maintenance Grant to Village Hall Management Committee, £4,000

• Car Park Attendant Contract April and May 2025, two payments of £150 each

To note the following receipts:

• Donation from ‘Kids Sea and Soil Event’ on The Ham, £50

• Good will refund of first bank fee payment to Lloyd Bank, because of Lloyds’ start date error, £4.25

• Refund from DCC for DPC’s overpayment for HGV signs in 2020, £169.25

To note transfer of funds from NatWest current account to 95 day notice account (£8,000) and 35 day notice account (£1,000).

1. 3. Financial Reports

To note the Reports provided to Finance Working Group and the Bank Reconciliations to 30 April 2025.

1. 4. Direct Debits

To authorise the payment by direct debit of DPC’s HP Instant Ink subscription £6.49/month incl VAT.
To note that the Jottacloud and Lebara payment accounts need to be changed and that direct debit is not offered.
To note that an alternative DPC payment card needs to be chosen as Zempler Bank has not processed the account requested by DPC.

7. Request for a Grant from DPC for Grounds Maintenance of St George’s Churchyard

To consider the request for a grant of £2,500.

8. Car Parks Receipts and Payments arrangements with SHDC

To note that April Reimbursement by SHDC for the January to March receipts, and DPC’s reimbursement to SHDC for its costs over the same period, is delayed until the reporting system from PayByPhone is established.

9. Parish Council Insurance

To note that next payment is due on or before 2 July and will be for the second year of a long term agreement, and that renewal documents have been requested.

10. Vacancy for Parish Clerk & RFO

To receive an update on the recruitment process and expected timing to appoint a replacement.

To agree arrangements for carrying out the roles until the new recruit starts.

11. Vacancy for a Parish Councillor

To note the current vacancy and agree any further action to recruit a new Parish Councillor.

12. New Planning Applications

    1. 0330/25/FUL The Old Rectory Rectory Lane Dittisham TQ6 0HD. Change of use of property from dwelling (C3) to mixed use , including dwelling, training/learning centre & work retreat (sui generis).

    2. 1506/25/ARC Fairholme, Riverside Road, Dittisham, TQ6 0HS. Application for approval of details reserved by condition 7 (Hard & Soft Landscape) of planning consent 1476/24/FUL.
    3. New Pavement Licence application Sloping Deck Bakery Dartmouth TQ6 9PZ .

Closed 20 May. No comment made by DPC.

13. Reports from Councillors’ Working Groups and External Forums

    1. Communicating Emergency Plan and Phone Number

To consider progressing the proposal to produce business cards with Contact and Plan details.

1. 2. Jubilee Steps Handrail

To consider approval of an advance payment of up to £200 for a S171 licence application as per correspondence.

1. 3. Resident’s Request for a Dog poo bin in Capton

To consider the Report from Cllr Neale on their consultation with Capton residents.

1. 4. Car Parks

Consideration of the request from a user of the car park to mark spaces in order to accommodate more vehicles.

1. 5. Events

To consider the request to hire The Ham for a Games day during Dittisham Regatta.

To consider whether to accept that the caterer’s public liability insurance is £2 million for the event, ie less than the £5 million specified in DPC Policy.

14. The Level Phone Box

To consider adopting the red phone box, which BT has given notice it will otherwise remove.

15. Environment Agency National Monitoring Field Team’s Parking Request

To consider the request for 30 minutes free parking for 17 badged vans visiting to sample water in the River Dart.

16. To consider approval of revised Standing Orders (new Model Orders).

17. To consider approval of revised Financial Regulations (new Model Regulations).

18. Correspondence and Contacts with DPC

To note or consider:

• 9/5/25 Barrier Higher Street/Shute Lane – Lower Street, removed by HGV, reported to DCC.

Temporary barrier installed same day.

• 6/5/25 South Hams Way Shared way marker locations for route in Dittisham.

• Invitation – South Devon National Landscape Estuaries Environmental Management Plan, Online 5/6/25 18:00.

• Invitation – South Devon Catchments Partnership Summer Meeting, Kingsbridge estuary walk, 4/6/25 15:00–17:30.

• 24/5/25 Report received from a resident about Bees on the path from Car Park to Dittisham Sailing Club.

19. Next Meeting

To confirm the next meeting of the Parish Council will be held on 2 July 2025 at 7:00 pm.

20. Closure of the Meeting

To consider passing a resolution in accordance with the 1960 Public Bodies (Admission to Meetings) Act to exclude the public and press during consideration of the following item(s) because of the commercial-in-confidence nature of the business.

21. Management of a Freehold Title

To consider DPC’s next actions to meet its responsibilities as the owner of the freehold.

PRESS AND MEMBERS OF THE PUBLIC ARE VERY WELCOME TO ATTEND

Annette Thom, Parish Clerk

Agenda 2025 May 07

May 2, 2025 | Agendas

To all members of Dittisham Parish Council 2 May 2025

You are hereby summoned to attend the meetings of Dittisham Parish Council to be held in Dittisham Village Hall on Wednesday 7 May 2025 at 7:00p.m for the purpose of transacting the following business.

a. Public Forum

To consider any issues raised by members of the public.

Members of the public are invited to give their views, to question the Parish Council about issues on this Agenda, or to raise issues for future consideration at the discretion of the Chair.

1. 1. 1. 1. 1. 1. 1. AGENDA

Annual Meeting of the Parish Council

1. Election of Chair

2. Chair’s Signature of Declaration of Acceptance of Office

3. Election of Vice-Chair

4. Vice-Chair’s Signature of Declaration of Acceptance of Office

5. Co-option to fill a Vacancy for a Parish Councillor

To consider co-opting the applicant.

To receive a signed Declaration of Acceptance of Office.

6. Apologies for absence

7. Declaration of Interests: To declare interests in items on the Agenda

8. Ordinary Meetings of the Parish Council

To determine the time and place of ordinary meetings of the full council.

9. Confirmation of the Terms of Reference for Personnel Committee and Subcommittee

10. Confirmation of the appointment of the Members of Personnel Committee and Subcommittee

11. Working Groups & Positions of Responsibility
    To confirm the appointments and the role description document.

12. DPC’s Delegations of Authority to the Clerk.
    To consider the removal of Business Continuity Delegations 5.1-5.3.

13. Standing Orders & Financial Regulations

To note Standing Orders & Financial Regulations require review against new Model documents. Last reviews approved 3/4/24. Approval of the updated documents will be on the 4 June Agenda.

14. Asset Register – To confirm the Asset Register as at 31/03/25

15. Confirmation of arrangements for insurance cover in respect of all insurable risks

To note the current three year agreement which ends 2/7/27.

16. Review of the Council’s Subscriptions, Contracts, and Direct Debit Mandates.

17. Review of the Council’s Bank Mandates.

18. Approval of the list of due payments which arise on a regular basis as the result of a continuing contract, statutory duty, or obligation, and which to be authorised by the Council and paid by the Clerk in response to correct invoices.

19. Review of the list of the Council’s Policies and Procedures and to agree any action required.

20. To consider and approve the 2025 Statement of Internal Controls.

21. To consider and approve the 2025 Risk Register Review.

1. 1. 1. 1. 1. 1. 2. AGENDA

Monthly Meeting of the Parish Council

1. Apologies:

To receive apologies for absence.

2. Declaration of Interests

To declare interests in items on the Agenda.

3. Approval of Minutes

To consider approval of the Minutes of the Meeting held on 2 April 2025.

4. Community Reports

   1. Devon County Council Councillor

   2. South Hams District Council Councillor

5. Proposal for pop up coffee spot on The Ham

To note the Public feedback on the mobile cafe proposal and the Task and Finish Group’s Report.

To decide DPC’s response to the revised request: for a pop up coffee spot operating from the tailgate of a Land Rover and preferably located on The Ham grass.

6. Financial Matters

   1. Financial Reports

To note Financial Reports and signed bank reconciliation at 31 March 2025.

1. 2. Payments

To authorise the following payments:

• Parish Meeting Refreshments Expenses Reimbursement Cllr Neale £42.20

• Clerk April Expenses Reimbursement £29.78

• DALC Being a Good Councillor 1 Cllr Hawkes £18.00

• Metric Software Changes for 1/4/25 £262.80

• Metric Machine Maintenance Agreement Annual Fee £1,150.56

• Grounds Maintenance of Access steps to private entrances April 2025 £36.00

• Grounds Maintenance Contract April 2025 £600.00

• Maintenance of Capton Noticeboard £40.00

• Car Park Machine Attendant January – March 2025, £250

To note payments authorised since the last monthly meeting:

• Grounds Maintenance March £500.00 +VAT+ £600

• Grounds Maintenance of Access steps to private entrances £30.00 +VAT = £36

• DALC Annual Fee £162.13

• Cleaning moss & lichen off park benches The Ham during February £93.75

• Playground Annual Inspection £156.00

7. SHDC Planning Decisions

To note the following:

1. 1. 2482/24/HHO Tunis The Quay Dittisham TQ6 0EZ. Householder application for extension to rear of property with associated works inc demolition & rebuild of existing ancillary building. Conditional Approval.

   2. 0245/25/FUL Chipton Barton Dittisham TQ6 0HW. Renovation & change of use of former cider barn to ancillary use. Conditional Approval.

   3. 0836/25/ARC Land Adjacent Fairholme Riverside Road Dittisham. Application for approval of details reserved by conditions 6 (Arboricultural Method Statement & Tree Protection Plan) & 9 (CEMP) to planning consent 1476/24/FUL. Discharge of Condition Approved.

2. New Planning Applications

   1. 1071/25/LBC Higher Dart Cottage Manor Street Dittisham TQ6 0EX. Listed building consent for replacement of south elevation timber sash windows, refurbishment of north elevation timber sash windows, replacement of asbestos roof finishes with natural slate & installation of new log burner flue to exit through rear elevation pitched roof.

   2. New premises licence application from Coastal Trail Café at Riverside Court, South Embankment, Dartmouth, TQ6 9BH.

3. Consultations

• South Devon National Landscape Management Plan Review – Public Survey

10. Staffing Arrangement

To note the Clerk’s resignation. To note the April 2025 Personnel Committee Draft Minutes and Subcommittee Notes.

To consider the proposed changes to the Clerk & RFO role’s hours allocation, and the proposed pay rates, working from home allowance, & pension contribution rates.

To note the Personnel Committee’s recruitment adverts.

11. Preparation of a Neighbourhood Plan for Dittisham

To decide if DPC supports a Neighbourhood Plan in principle.

If yes, to discuss DPC Cllrs involvement in the project.

12. Sewage Spills into The River Dart

To consider requesting information from South West Water on details of spills and the corrective action being taken.

13. Reports from Councillors’ Working Groups and External Forums

    1. Annual Playground Inspection

To note the Inspection Report, meeting notes, and action required.

To re-book RoSPA for its Devon playground inspections in 2026.

1. 2. Events – Application

‘Kids Sea and Soil Event’ – The Ham, Saturday 17 May 2025

1. 3. Maintenance

To note that the restoration of the memorial bench is complete & the planned wording for the memorial plaque.

1. 4. Emergency Plan

To note the Report.

To consider the proposal to run a first aid course for up to 12 people on 27 May 2025: £695 (exVAT).

14. Correspondence and Contacts

To note or consider:

• 5/4/25 Camping on The Ham. DPC notified by a resident of a tent on The Ham overnight on 4 April.

• Invitation to DPC, South Devon National Landscape Management Plan Review. Online, 13 August at 6pm

15. Next Meeting

To confirm the next meeting of the Parish Council will be held on 4 June 2025 at 7:00 pm.

PRESS AND MEMBERS OF THE PUBLIC ARE VERY WELCOME TO ATTEND

Annette Thom, Parish Clerk