APPROVED Minutes of the Extraordinary Meeting of Dittisham Parish Council held in Dittisham Village Hall on Wednesday 22 June 2022 at 12:30 p.m.
Present: Cllrs Anderson (Chair). Nightingale (Vice-Chair), and Neale, and A Thom (Clerk).
93/22 Apologies
Apologies for absence were received from Green, Quinn, and Unitt. Cllrs Bond, Tucker, and Lloyd were also absent.
94/22 Declaration of Interests
None declared.
95/22 2021/22 Annual Governance and Accountability Return
95/22.1 2021/22 Internal Audit
The Auditor’s report was discussed. The 20/21 External Auditor’s Report and Certificate were not posted on the website as required. Systems have been put in place to ensure that this omission is not repeated.
95/22.2 2021/22 Audit Annual Governance Statement
It was resolved to approve the Statement.
95/22.3 2021/22 Audit Accounting Statements
The Accounting Statements were considered.
95/22.4 2021/22 Audit Accounting Statements
It was resolved to approve the Statements.
95/22.5 2021/22 Audit Accounting Statements
The Statements were signed by the Chair of the Meeting
APPROVED Minutes of the Monthly Meeting of Dittisham Parish Council held in Dittisham Village Hall on Wednesday 1 June 2022 at 7:00p.m.
Present – Cllrs Anderson (Chair). Nightingale (Vice-Chair), Bond, Neale, and Unitt, were present as were A Thom (Clerk), South Hams District Councillor McKay, and three members of the public.
Dartmouth Caring: Presentation on Dartmouth Caring’s Services
It was explained DC serves the same area as the Dartmouth Medical Practice. It currently has 33 Dittisham connections – 28 clients and 5 volunteers. DC meets three times each week with NHS intermediate care teams which work to keep people living safely in their homes. DC’s wide range of services are all used Dittisham. Hospital transport, trips to the Medical Practice (with volunteer drivers at no charge – there is the option of a donation), Memory Café, and shopping. DC works with Dartmouth Food Bank and offers carer support in cooperation with Devon Carers. The Counselling Service has a waiting list. DC acts as an advocate for clients e.g. to access blue badges. No charges are made except for the provision of home help, although that charge can be waived if people are in financial need. DC doesn’t offer care but they do shop, cook etc which frees the registered carers to focus their time. DC is open from 9 am to 2pm. It is currently near the Dartmouth Medical Practice. It will be moving to the new Health and Wellbeing Centre.
93/22 Absent
Apologies were received from Cllrs Lloyd, Quinn, and Tucker, and Cllr Green was also absent.
94/22 Declaration of Interests
None declared
95/22 Mobile Coffee Cart Enquiry
This item was moved up the Agenda at the Chair’s discretion.
Correspondence regarding a Cart operating in Dittisham was considered. A member of the public gave their view opposing the proposal and then left the meeting. It was resolved not to support the proposal for a mobile coffee cart to operate in the village in the current economic climate because of the possible negative effect on existing static business which are already challenged to find staff and to manage rising costs.
96/22 Approval of Minutes
It was resolved to approve the minutes of the meeting of DPC held on 4 May 2022.
It was resolved to approve the minutes of the Annual Parish Meeting held on 11 May 2022.
It was resolved to approve the minutes of the Extraordinary Meeting held on 31 May 2022.
97/22 Public Issues
No matters raised.
98/22 Community Reports
98/22.1 South Hams District Council Councillor
South Hams District Council Councillor McKay reported that in its Annual General Meeting on 19 May SHDC approved a revised Constitution, which he is against. FCC has been asked to attend a special meeting of SHDC on 8 June 2022 to answer questions about the removal of waste. Cllr McKay was on of the signatories which called that meeting. Cllr McKay said that Baltic Wharf has become big issue for him – there is a plan to knock it down and build houses. Cllr McKay spoke about a huge development in offshore wind which will bring employment in high paid jobs to the area and said that he wants to see Baltic Wharf involved in that opportunity. He is looking at how he can challenge the Baltic Wharf development. Cllr McKay said that the St Anne’s Chapel development will be taken to Overview and Scrutiny regarding the amount of SHDC funds spent on affordable houses in that location (£700,000/house). Cllr McKay has been following up the removal of the abandoned car on Riverside Road.
98/22.1 Devon County Council Councillor
Devon County Council Councillor Hawkins sent his apologies for the meeting.
99/22 SHDC Planning Decisions
The following decision were noted:
TPO – Ref: RP/272639 No. 1064 Tree Preservation Order 2022 Barn at Capton, Dittisham, Dartmouth TQ6 0JE. Confirmed without modification.
4699/21/FUL Firze Park Capton Dartmouth TQ6 0JE. READVERTISEMENT Demolition of an existing agricultural building and construction of a replacement dwelling (following Class Q Approval 3213/20/PDM) and associated landscaping. Refusal.
100/22 New Planning Applications
1355/22/LBC Dunedin Cottage The Quay Dittisham TQ6 0EZ. Listed building consent for new lean to shed to contain replacement electric boiler.
Support (resolution proposed Cllr Nightingale, seconded Cllr Neale, unanimous).
0971/22/HHO Sherwood Cottage Riverside Road Dittisham TQ6 0HS. Householder application for proposed alterations to first floor rear opening in bedroom to create balcony space for maintenance and confirmation of rooflight/rainwater goods and flue/vent details (Retrospective).
Support (resolution proposed Cllr Unitt, seconded Cllr Bond, unanimous).
101/22 Consultations
Devon County Council (Traffic Regulation & On-Street Parking Places) Amendment Order, Closes 24/6
The order was noted. No comment made by DPC.
102/22 Devon County Council, Highways
DPC considered DCC’s request for the Parish Council’s view on whether a piece of land has some use or purpose. It concluded that DPC does not consider that the garden bed installed on the land is causing a problem with obstruction to the highway. Its retention as a community garden was supported as a positive use. DPC took the view that the neighbouring second area of highway maintainable at the public expense – which currently houses a grit bin, noticeboard, and mailbox – would benefit from maintenance and cleaning. DPC agreed to start work on developing a community Jubilee project to address the two areas. It will develop a plan for maintenance and to install a nice bench on the second area. The Clerk will respond to DCC. The Maintenance Working Group will work with other councillors to progress the project.
103/22 Reports from Councillors’ Working Groups & External Forums
103/22.1 Ham EventsWorking Group
A request from residents to book The Ham for a wedding was deferred pending confirmation of details of the booking.
103/22.2 Maintenance Working Group – Ham Maintenance Contract Specifications
Cllr Neale explained that at the end of last year some areas of The Ham Triangle were left uncut to increase habitat areas. The plan for the habitat project carried out in 2012 is being reviewed. A formal proposal for alteration to specifications for maintenance of The Ham Triangle will be made by the September meeting.
104/22 Extra Emptying of Bins in The Ham Car Park
The agreement with SHDC for extra emptying of bins in The Ham car park (Wednesday) from Easter to the end of October was reviewed. The cost in 2022 will be £3/bin for three bins, £9/week. Councillors said that emptying was done this week but not since Easter. It will need to be monitored. The need for the extra emptying was discussed. The use of The Ham is different this year. It was agreed to try mid-July to September: Wednesday 13 July to Wednesday 7 September.
105/22 Financial Matters
105/22.1 Financial Reports
The Clerk tabled the 22/23 Summary Report and the bank reconciliations at 30 April 2022. The 21/22 accounts have been restated on an income and expenditure basis and will be checked before presenting them to DPC for approval later in June.
105/22.2 Payments Due
The following payments were authorised:
Cllr Bond Reimbursement Drain Hook £9.49
Cllr Bond Reimbursement, Grass Seed £10.99
Dittisham Players, Half cost of new website pages, £50.00
Metric Two rolls of tickets £118.49
Clerk CE50 Expenses Reimbursement £12.28 plus the charge for Adobe Pro subscription
Payments made since the 4 May meeting
Clerk May Salary £1,071.80
HMRC May PAYE £146.43
Pension May Pension £82.75
105/22.3 Clerk’s Overtime
The Clerk had submitted a claim for 12 hours overtime worked in April preparing for the Annual Meeting of the Parish Council and the Internal Audit. DPC resolved unanimously to also authorise payment of all of the overtime worked to respond to the Subject Access Request.
105/22.4 Insurance Renewal
It was resolved to authorise the Clerk in consultation with Cllr Anderson to make a decision about whether to accept the pending quote for addition of subsidence to the insurance cover for the Old Chapel Burial Ground’s wall next to The Level and to finalise the renewal of the Parish Council’s insurance.
105/22.5 Notification of Grant from Devon County Council
The grant from DCC Footpaths P3 £200 was noted.
105/22.6 2022 Safety Survey of DPC Trees
This item was deferred.
106/22 2021/22 Annual Governance and Accountability Return
106/22.1 2021/22 Internal Audit
The Internal Auditor’s report was noted. It concludes that proper practices have been followed and that regular checks have been made in order to manage risk. Practise improvement suggestions have been actioned – the 20/21 External Auditor’s Report has been posted on the parish website and the alteration of the payment of pension contributions is an item for this meeting.
106/22.2 21/22 Annual Governance and Accountability Return (AGAR)
Agenda Items 14.2-14.5 regarding the approval of the 21/22 AGAR were deferred and will be addressed in an extraordinary meeting later in June 2022.
106/22.3 Payment of HMRC VAT Invoices by Direct Debit
It was resolved to confirm that payments will continue to be made by DD and to arrange for HMRC to use the Lloyds account to debit as requested.
106/22.4 Payment of Pension Contributions by Direct Debit
It was resolved to authorise a mandate to debit from DPC’s Lloyds bank account.
106/22.5 Invoice 21/22 Internal Audit
It was resolved to authorise payment of the invoice for £200.
106/22.6 Appointment of Local Council Administration Services to carry out 22/23 Internal Audit
It was resolved to appoint LCAS to carry out 22/23 Internal Audit.
107/22 Freedom of Information and Subject Access Request
It was noted that the response was provided within the extended timeline.
108/22 Clerk’s Annual Leave
It was resolved to authorise the annual leave requested.
109/22 Correspondence
The following correspondence was noted:
From Anthony Mangnall MP, 12/5/22, Work being done in the Parish and jubilee events enquiry
Invitation, SHDC, Webinar, 7pm 15/6/22, Briefing for town and parish councils on Homes for Ukraine scheme
Airband Fibre to the Premises Rollout Public Webinar on Thursday, June 16th, 2022, at 7pm
110/22 Next Meeting
It was confirmed that the next monthly meeting of Dittisham Parish Council will be held on 6 July 2022 at 7:00 pm in Dittisham Village Hall.
APPROVED Minutes of the Dittisham Parish Meeting held in Dittisham Village Hall on
Wednesday 11 May 2022 at 7:00p.m.
Present: Councillors Anderson (DPC Chair), Nightingale (DPC Vice-Chair), Bond, Lloyd, and Unitt were present, and A Thom (Clerk), and 25 members of the public.
Absent: Cllrs Green, Neale, Quinn, and Tucker sent apologies.
Report on DPC’s Activities
Councillor Sune Nightingale reported on DPC’s activities over the past year.
He said that John has stepped down as Chair and been replaced by Graham. Mike Faulkner also stepped down. Sune thanked him for his help and input. And thanked Phil Unitt who has returned to the Council.
Sune thanked the Clerk, a vital hub for the Council, and the Councillors who volunteer their time and try to do as well as they can.
In addition to the main Council meetings there are lots of smaller meetings throughout the year, and some councillors sit on other bodies to represent and report back to the Council: the Village Hall Committee, Dart Estuary Forum, The Parish of Dittisham Charity, the SHDC Climate Forum, and the Sustainable South Hams groups for example.
DPC has carried out improvements, standardisation, training, and worked on archiving, cleaning, and disposal of records: all these things help to make a process which run smoothly in the background, so we can get on with the important tasks in hand.
Collaboration between the Parish Council and Sustainable Dittisham group continued. The Sustainable Dittisham Habitat Group helped by planting hedging whips (kindly donated by Nik Green). It will be a few years before we see the beauty of the flowers and fruits of the hazel, hawthorn, wild rose and cherry; something for us, and the wildlife, to look forward to. Many thanks to Members of the Habitat Group, plus a helpful resident and their dog.
Sune said it was an honour for Ros and him to present to the Devon Association of Local Councils Conference about DPC’s Habitat Plan, and he knows we all enjoyed the whole event.
DPC formed a climate & environment working group which has the initial tasks of adapting Devon County Council and South Hams District Council’s climate plans to make our own.
DPC looked at least 41 planning applications; credit to Graham’s eagle eye for those.
DPC took part in 5 consultations and reported back on a couple more. DPC lobbied government to allow Councils to have remote meetings if they so wish.
The Ditsum Players now have their own section on the parish website, which is great. It was always the plan that the website would be a community resource and it seems to be developing that way.
DPC worked on trying to address dog fouling: with new posters, and fixing and relocating bins.
DPC shared several costs by collaborating with Blackawton Parish Council, including for treeworks.
DPC has moved to a new accounting system to streamline the process and make it far more understandable and clear.
Ros and Lara, among others, strengthened ties with the Village Hall Committee, and DPC is giving it more ongoing financial support than previously.
DPC has financially supported a Jubilee event on the Ham, made a grant to the Church for burial ground maintenance, renewed parking arrangements with the Sailing Club, and liaised with the Gaffers, and of course the Dart 10K.
Phil is working on an ongoing project to improve communications, to make it easier for us to contact you in a more targeted way.
Phil looked into access by Fire and Rescue to try to answer the sensible question of “can a fire engine fit down this road?”, hence the visit today from our guest speaker.
DPC looked into a drainage issue near The Level Car Park, fixed and painted the railings at the Old Chapel [Burial Ground], and made repairs to The Ham’s retaining wall. Richard has started work on a speed survey in collaboration with Ashprington. There is ongoing work looking into a possible rejuvenation project on Riverside Road which might include EV chargepoints. There was a new Manor Street no turning sign, some A5 flyers for cars parked there, and a new playground sign. We put in some new posts and the Ham Maintenance group, made up of Graham, Ros and Richard have, as usual been busy.
The maintenance of the grass, banks and verges on The Ham, Level Car Park and The Old Chapel Burial ground has been carried out in a very satisfactory manner as Cllrs and the contractors (South Hams District Council) have developed a very good working relationship. The Ham Triangle looked particularly beautiful this Spring. Daffodils and crocuses in March, joined by primroses and cowslips in April and bluebells, wild garlic and cherry blossom in May. The maintenance of Parish owned land is ongoing to ensure the areas remain pleasant and safe, with some railings added in this year to secure pathways.
Thanks to our Lengthsman, often helped by Richard, who is doing great, especially as climate change already means more intense bouts of rainfall, and higher levels of soil and silt runoff.
We had the famous case of pigs on the loose. And an emu down at Old Mill!
Fire Prevention – Devon & Somerset Fire & Rescue Service
A member of the Fire Prevention Team gave an informative and sobering presentation. The home safety visits are a free service, including the provision of an impressive range of safety equipment.
You can register for a home safety visit from the Fire & Rescue Service using the online form https://www.dsfire.gov.uk/safety/home/book-home-safety-visit
or phoning: 0800 05 02 999.
TQ6 Partnership
The TQ6 Partnership is a Lottery funded initiative to support and empower local people to receive the services they need. The Coordinator discussed the project, links already made with Dittisham, and future plans. They can be contacted via: or 07823322083
Sustainable Dittisham
The co-ordinator of Sustainable Dittisham’s Habitat Group discussed the Group’s activities and introduced the new Gardening for Wildlife booklet. The booklet is a practical guide which has been written by the Group’s very knowledgeable and enthusiastic members. A copy will be delivered to every residence in the Parish soon – look out for it in your letter box!
Speakers finished at 8:20 approximately, and we then enjoyed refreshments and conversation!
APPROVED Minutes of the Meetings of Dittisham Parish Council held in Dittisham Village Hall on Wednesday 4 May 2022 at 7:00p.m.
Present: Councillors Anderson (Chair), Nightingale (Vice-Chair), Bond, Green, Lloyd, Neale, Tucker, and Unitt were present, as was Devon County Councillor Hawkins, and A Thom (Clerk). South Hams District Councillor McKay attended part of the meeting via audio connection. A member of the public joined the audio connection temporarily during the meeting.
Absent: Cllr Quinn sent apologies. Present via audio connection (no voting rights).
Annual Meeting of the Parish Council
52/22 Election of Chair
It was resolved unanimously to elect Councillor Anderson as Chair.
53/22 Chair’s Signature of Declaration of Acceptance of Office
Councillor Anderson signed the document.
54/22 Election of Vice-Chair
It was resolved unanimously to elect Councillor Nightingale as Vice-Chair.
55/22 Declaration of Interests in items on the Agenda
None declared.
56/22 Review of the Terms of Reference for Working Groups
The document was confirmed with the change of ‘Chairman’ to ‘Chair’.
57/22 Appointments to Working Groups and Positions of Responsibility
The membership of the Finance WG was increased to three councillors with the addition of Councillor Nightingale and other appointments were confirmed.
58/22 Creation of a Personnel Committee
The creation of a Finance and HR Committee was agreed in principle. Its creation and Terms of Reference will be on the June Agenda.
59/22 Standing Orders
The updated Standing Orders approved 2/3/22 were noted.
60/22 Review and adoption of appropriate Financial Regulations
The draft Financial Regulations were discussed. It was resolved that the limit of expenditure which can be approved without the prior agreement of the Council would be increased from £500 to £1,000 (paras 1.14, 4.1, and 4.5), and that cheque transfers would be limited to £50,000. Other changes were agreed as in the draft circulated.
61/22 Asset Register
The Asset Register as at 31/03/22 was confirmed.
62/22 Confirmation of arrangements for insurance cover in respect of all insurable risks
The three-year insurance agreement which ends 3/7/24 was noted.
63/22 Review of the Council’s Subscriptions to other bodies and Review of the Council’s Contracts
The circulated list of subscriptions and contracts was noted.
64/22 Review of the Council’s Complaints Procedure
The circulated document was approved.
65/22 Review of the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation
The updated Model Publication Scheme, General Privacy Notice, Role Holders Privacy Notice, Privacy Policy, and review of Website Accessibility Statement were approved.
66/22 Review of the Council’s employment policies and procedure
DPC agreed creation of a Disciplinary and Grievance Procedure would be scheduled as time and priorities permit.
67/22 Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972
The Clerk confirmed that the expenditure limit has not been exceeded.
68/22 Ordinary Meetings of the Parish Council
It was agreed that ordinary meetings of the Parish Council will continue to take place in the Village Hall on the first Wednesday of each month except August at 7:00 p.m.
DPC will trial timed Agenda items with a total meeting time of not more than two hours.
69/22 2022 Statement of Internal Controls & Risk Register Review
It was resolved to approve the Statement and the Risk Register Review presented to the 1 December 2021 meeting.
71/22 DPC’s Delegations of Authority
It was resolved to remove from the Delegations document the requirement that public virtual meetings used for the Clerk to consult with DPC must be convened in accordance with the Local Government Act 1972 and the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020, and that the Clerk will log the decisions and post the minutes of such delegation consultation meetings on the website in a ‘Delegated Decisions’ section which is being installed with the Finance documents, and that DPC will review before the autumn how it will operate if it is not possible to meet in the Hall.
72/22 Annual authorisation of the Clerk’s base salary & Working from Home Allowance
It was approved that the Clerk’s base salary will be paid on the last day of each month and be authorised annually in May of each year or when the national salary award is changed and to continue payment £17 per month Working from Home Allowance as DPC’s contribution to total £27 per month pro-rata with Blackawton Parish Council (rate as per Devon Association of Local Council’s notice). The Clerk’s notice that energy costs will be monitored and may instead be invoiced based on evidence of costs was noted.
73/22 Training
DPC will keep under review its training requirements and the creation of a Policy.
74/22 Payment of Parish Councillor Allowances
The option exists to reimburse councillors for the day-to-day expenses of being a councillor and also to pay an allowance to the Chair. DPC can also reimburse councillors for specific costs e.g. travel to attend planned training.
75/22 Forward Plan 22/23
Councillors plan to discuss DPC’s 22/23 objectives and priorities as a group outside of formal PC meetings. Councillors Anderson and Lloyd will bring a proposal to the 1 June meeting.
Ordinary Meeting of Dittisham Parish Council
76/22 Declaration of Interests in items on the agenda.
Councillor Tucker declared an interest in Items 11.4 (Dart 10K event) and Item 13 (Football Club).
77/22 Approval of Minutes.
It was resolved to approve the minutes of the meeting held on 6 April 2022.
78/22 Ratification of the decisions made by virtual meetings held on 1/9/21, 1/12/21, 5/1/22, and 2/2/22
It was resolved to ratify the decisions taken by the meetings.
79/22 Public Issues
79/22.1 Platinum Jubilee Events 2-6 June
There are several events taking place – a dance in the Village Hall on Friday night, a sports day on the football pitch on Saturday, and a community lunch on Sunday (all tickets to the lunch in the marquee have sold).
The beacon on Fire Beacon Hill may be lit on Thursday 2 June depending on the fire risk.
80/22 Community Reports
80/22.1 South Hams District Council Councillor
Councillor McKay reported that SHDC councillors receive daily emails about the waste collection performance. SHDC is actively managing waste collection contract.
Officers are vetting forty plus potential homes for refugees from Ukraine.
Overview and Scrutiny meetings have identified increased outreach to rural residents as an action to improve delivery of services by Fusion Leisure Centres. About 80 percent of the South Hams population is rural and doesn’t live close to facilities.
Cllr Nightingale said that a member of Sustainable South Hams has offered to coordinate community composting free of charge if SHDC decides to take that route in the future.
Residents are encouraged to report missed waste collections. SHDC can withhold payment if the service hasn’t been delivered but that decision must be based on missed collections reported via SHDC’s website.
80/22.2 Devon County Council Councillor
DCC Councillor Hawkins congratulated the new Chair and Vice-Chair.
Councillor Hawkins has met with the new South Hams Police Inspector. They are responsible for a huge area.
A new Police office will open next month on College Way. A request has been made for a new Officer in Dartmouth and a PCSO.
Councillor Hawkins attended an event at the Health and Wellbeing Centre a few weeks ago. The Centre is huge inside. It should open August – September.
South Devon and Torbay NHS has had a meeting with residents who still want a MIU and beds in Dartmouth.
There are two Youth nights a month in the Leisure Centre and weekly at Ivy Lane.
Councillor Hawkins advised the Clerk to direct correspondence received by DPC about a fall off the highway on Manor Street to contact DCC.
Councillor Lloyd will contact Councillor Hawkins outside the meeting about a problem with navigation systems being used by ambulance and by bin lorries.
Councillor Hawkins left the meeting.
81/22 SHDC Planning Decisions
The following decision was noted:
81/22.1 0609/22/PDM Dittisham Landfill Dittisham TQ6 0HP. Application to determine if prior approval is required for proposed change of use of agricultural buildings to 1No. dwellinghouse and for associated operational development (Class Q (a+b)). Prior Approval Refused
82/22 New planning applications
82/22.1 0507/22/HHO & 0508/22/LBC Dartside Manor Street Dittisham TQ6 0EX. Householder application and Listed Building consent for construction of free standing garden building (summerhouse) within rear curtilage (Resubmission of 1105/20/HHO).
The applications include a plan of a new shower room with a toilet in the garden. However the application’s foul sewage assessment states that there is no foul sewage.
Dittisham Parish Council resolved to defer commenting pending clarification of the development which is being proposed.
82/22.2 Planning consultation request – P/2022/0112 – Land To The South Of White Rock, Adjacent To Brixham Road, Aka Inglewood.
No Comment (resolution proposed Councillor Anderson, seconded Nightingale).
83/22 New tree applications
83/22.1 0544/22/TPO Dittisham Sailing Club Dittisham Dartmouth TQ6 0HS. T001: Oak – Sever Ivy. T002: Oak – Sever Ivy. T004: Oak – Remove lowest primary branch on E side. Hanging over garage. T005: Sycamore – Remove branch with axial crack at approx. 6m from GL on E side. To prevent branch failure onto path or building. T006: Sycamore – Remove epicormic growth from base. To remove conflict with building. T007: Sycamore – Reduce lateral branches over building by 1-2m. To reduce weight of branches.
Support (resolution proposed Cllr Nightingale, seconded Cllr Green).
84/22 Orchard on The Lane
This is not a matter for DPC.
85/22 Annual Parish Meeting on 11 May
Arrangements were confirmed. Expenditure of up to £200 was authorised for wine and ‘nibbles’. Councillor Lloyd will arrange the refreshments.
86/22 Reports from Councillors’ Working Groups & External Forums
86/22.1 Data Protection for Councillors Training Course
Cllr Anderson reported on helpful points from the training course. It is very important that DPC emails are not forwarded to private email addresses.
86/22.2 Speed Survey
The receipt of an update from Cllr Bond was deferred.
86/22.3 Ham Maintenance Contract Specifications
The consideration of the proposed alteration to the maintenance of Ham Triangle was deferred.
86/22.4 Ham Events – Dart 10K Event
The company with which DPC has a hire agreement has changed ownership and name. The new owner has advised that they are familiar with the event and have received a comprehensive handover. The Clerk advised that no further action was needed. It was agreed that Cllr Bond’s questions about ownership will be addressed in the 1 June meeting.
87/22 Financial Matters
87/22.1 Financial Reports
A summary of receipts and payments was tabled. The final 21/22 balances have not yet been brought forward to 22/23.
87/22.2 Payments Due
It was resolved to authorise the following payments:
Dittisham Village Hall, Hall Hire Jan – April 22, £170.00
DALC, Training Cllr Anderson Data Protection, £36.00
Parish Lengthsman, Feb & March 2022, £140.00
SLCC, Annual Fee – Pro rata with BPC, £150.64
Clerk, CE49 Expenses Reimbursement , £33.46
Cllr Bond, Sleepers for The Ham Reimbursement, £71.88
87/22.3 Parish Lengthsman’s Contract
The item to consider a proposal to amend the contract to exempt an insured subcontractor from Chapter 8 training was no longer required.
88/22 Correspondence
The following correspondence was noted:
Dittisham United AFC, 28/4/22, Has stood down from being a VH Management Committee Trustee
Anthony Mangnall MP, 13/4/22 (sent & received reply), Process for refugees from Ukraine to come to the UK
89/22 Next Meeting of Dittisham Parish Council
It was confirmed that the next meeting will be 1 June 2022 at 7:00 pm.
Draft Minutes of the Parish Meeting, Wednesday 21 April 2021, 7:00 p.m. via Zoom videoconferencing
Present: Councillors Tucker (Chair), Anderson (Vice-Chair), Bond, Faulkner, Green, Neale, Nightingale, and Quinn were Present, as were DCC Councillor Hawkins, A Thom Clerk, and 17 members of the public.
Chair’s Welcome & Introduction – Cllr John Tucker
Dogs Trust – Supporter Relations Officer
The functioning of the local Ilfracombe facility was discussed. Of its dogs
51% are handed over, 48% stray, and 1% born in the facility.
All dogs from the facility are vet checked, vaccinated, neutered, and microchipped. They do virtual home visits and pre-adoption talks, provide a free collar, lead, and food sample, four weeks free insurance, and free advice for the life of the dog.
The facility has training and behaviour advisors, a home from home scheme, dog school (available even if the dog is not from Dogs Trust), education officers, outreach projects, and a canine care card scheme (available even if the dog is not from Dogs Trust).
More than 40,000 dogs could need help due to the pandemic. e.g. because owners affected COVID, financial hardship. COVID has also affected the Trust’s operations.
Donations form about two thirds of the Trust’s income, with the balance coming from legacies, some trading income, investment income.
Its mission is to stop healthy dogs being destroyed, to be there for all dogs who need them, and preventive community and education campaigns.
South Dartmoor Community Energy – Director and LEAP Home Energy Advisor
Offers a free 40 min assessment of house and practices to those eligible. People can be referred or self-refer. An interesting discussion about current and future heating options, insulation, and grant eligibility.
DPC’s Achievements – Cllr Sune Nightingale
Cllr Nightingale discussed DPC’s activities and sucesses over the past year.
DPC supported the community’s COVID-19 response – taking early action, allocating Councillors to support zones of the parish, and supporting links with the care network.
Habitat review – this was a collaborative project between Sustainable Dittisham and DPC supported by the Parish of Dittisham charity. 40 trees are being planted on The Ham. Changes have been made in how grounds maintenance is done.
Work has been done reviewing legal documents such as the grounds maintenance contract, old chapel burial ground title, Ham hire conditions, and the creation of a grant giving policy.
DPC has responded to consultations: supported the Climate and Ecological Emergency bill, supported the Local Electricity Bill, responded to the Interim Devon Carbon Plan and to the Draft Housing Strategy.
DPC is looking into installing EV charging points.
DPC has carried out a consultation on the problem of dog fouling in the village. As a result it is arranging for the relocation of some bins.
A birds nest swing has been installed on The Ham.
DPC continues to employ a contractor to clear ditches, drains, and buddle holes around the Parish.
DPC’s objectives for the next year – Your views
parking in the village
double yellow lines opposite the level car park need to be repainted
APPROVED Minutes of the Monthly Meeting of Dittisham Parish Council held in
Dittisham Village Hall on Wednesday 6 April 2022 at 7:00 p.m.
Present: Councillors Anderson (Vice-Chair and meeting Chair), Bond, Neale, Nightingale, and Unitt were present, as were Devon County Councillor Hawkins, South Hams District Councillor McKay, and A Thom (Clerk).
30/22 Absent
Apologies were received from Councillors Tucker, Green, Lloyd, and Quinn.
31/22 Declaration of Interests
Cllr Neale declared an interest in the planning application 0853/22/CLP Kelbechan House.
32/22 Approval the minutes of the meeting held on 2 March 2022.
It was resolved to approve the Minutes.
33/22 Public Issues
No matters raised.
34/22 Community Reports
34/22.1 South Hams District CouncilCouncillor
SHDC Cllr McKay reported that South Hams has approved the Plymouth Freeport business case. It will now go to the Government, with approval likely.
SHDC has made a £10,000 humanitarian donation to Ukraine and approved an associated motion to lobby the MP to improve how refugees can access the UK.
Sustainable South Hams has received the grant funds it requested. The total size of the fund is only £50,000. Cllr McKay is lobbying for another round to accommodate the large number of requests received for funding.
Ambulance response time will come up at the next Overview and Scrutiny meeting.
34/22.2 Devon County Council Councillor
DCC Cllr Hawkins attended two sessions about the delivery of Children’s Services today. DCC has partnered with Leeds Council which has excellent Children’s Services.
An SHDC Officer is checking 22 properties offered to refugees from Ukraine.
The Leisure Centre’s payment has been deferred to keep the Centres open.
There have been issues with green waste missed collections.
Dartmouth Health and Wellbeing Centre stakeholders had a meeting last week. The opening date has slipped by about four to six weeks because of supply issues, although it is hoped it will catch up. The Centre is now expected to open in October.
35/22 SHDC Planning Decisions
The following decision were noted:
4724/21/ARC 2 Watermans Cottage Manor Street Dittisham Devon TQ6 0EX. Application for approval of details reserved by condition 3 of Planning Permission 3363/21/HHO. Discharge of condition Approved.
4343/21/TPO Yew Tree Cottage Manor Street Dittisham TQ6 0EX. G1: Ash – fell due to dieback. G2: Hazel – coppice to 0.5m from ground level to increase biodiversity. G3: Hornbeam – crown thinning by up to20%. Remove squirrel damaged branches. To reveal healthy wood and promote growth. G4: Sycamore & Ash – Remove due to poor condition. T1:Ash – crown lift to 6m from ground level to allow light to understorey trees. T2: Ash – fell due to dieback. T3: Cherry – fell due to encroachment into garden and to provide more room for other cherry trees. T4: Willow – pollard to 3m from ground level to encourage healthy regrowth. T5: Hornbeam – crown lift to 3m from ground level to increase biodiversity. T6: Maple – crown thin by up to 25% to reduce. Split decision.
No: 1057 Tree Preservation Order 2021, Site: Yew Tree Cottage, Manor Street, Dittisham, TQ6 0EX, Confirmation of Order.
4721/21/ARC Sherwood Cottage Riverside Road Dittisham TQ6 0HS. Application for approval of details reserved by conditions 3, 4, 5 & 6of Planning Permission 3024/21/HHO. Withdrawn.
1778/21/HHO & 1779/21/LBC Dartside Manor Street Dittisham TQ6 0EX. Householder application & Listed Building consent for installation of air heat source pump. Conditional Approval.
4778/21/HHO & 4779/21/LBC Fern Cottage Manor Street Dittisham TQ6 0EX. Householder application & Listed Building consent for works to existing summer house comprising replacing existing exterior wooden French doors with same size and construction, apply new natural colour wooden cladding to exterior andfinish with clear coat protection, install new flooring, remove interior wall for flooring renewal and replace in same location and remove interior fitted cupboards and replace them. Conditional Approval.
36/22 New planning applications
0681/22/ARC & 0682/22/ARC 2 Watermans Cottage Manor Street Dittisham TQ6 0EX. Application for approval of details reserved by conditions 3 and 4 of planning consents 1048/19/HHO & 1049/19/LBC.
0412/22/OPA The Boatyard Old Mill Creek Dartmouth. Outline application with some matters reserved for proposed on site security building with managers accommodation as live work unit. (Neighbouring parish consultee).
Support (resolution proposed Cllr Neale, seconded Cllr Bond, unanimous).
0853/22/CLP Kelbechan House Capton To Capton Cross Capton Devon TQ6 0JE. Certificate of Lawfulness for proposed new shed with corrugated metal roof and timber cladding replacing existing outbuildings on existing concrete hardstanding.
Cllr Neale left the room and returned nearly immediately because SHDC’s decision will be based on the evidence provided to it and no comment is being made by DPC.
0485/22/FUL Bramble Torr Dittisham TQ6 0HZ. Application for access drive, platforms, building and drainage (Retrospective).
The construction contains a toilet. The method of sewage disposal is not described in the application. It appears that a septic tank has been installed. The construction is a new building in the countryside. Its construction is outside of planning policy. There is no planning justification provided in the application for the development in the countryside. The construction is in the AONB. The construction is not covered by building regulations.
Support (resolution proposed Cllr Anderson, seconded Cllr Unit, unanimous).
Joint Local Plan, Planning for the Climate Emergency
It was commented that the plan is ambitious and a good stepping stone. They should consider how to get three phase. Overall it is supported. The Clerk will respond with the advice of Cllrs Anderson and Nightingale.
Devon Carbon Plan
It was commented that the Plan is fairly comprehensive and ambitious. Overall it is supported. The Clerk will respond with the advice of Cllrs Anderson and Nightingale.
38/22 Support for Ukraine
It was resolved that DPC will support by expressing solidarity through signing up to the statement from the political leadership of the Council of European Municipalities and Regions as described in the National Association of Local Councils’ Ukraine Briefing paper.
It was resolved that the Clerk will write to the MP about the visa application process for refugees to come to the UK.
39/22 Reports from Councillors’ Working Groups & External Forums
39/22.1 Access by Fire and Rescue Emergency Services
Cllr Unitt’s Report on the meeting with the Torquay Response Group, Operations Manager, on 17 March was discussed.
The meeting’s assessment highlighted (as already discussed in Council meetings) the need for all building work applications in the congested parts of the village to include access statements that take into account emergency vehicle access.
Residents should be aware that even under ideal circumstances the fastest that a fire engine could appear in the village from Dartmouth after an emergency call is 20 minutes and from other stations in excess of half an hour; this will be longer for properties where direct vehicular access is not possible. This highlights the need for householders to maximise their own fire prevention and fire detection equipment for which there is help and advice available from the Fire Prevention Team. It also emphasises the wisdom of making an emergency call as soon as possible rather than waiting to see if it can be put out with the garden hosepipe – if it can then it is better to be able to stand down the Fire Service subsequently rather than risk a bigger incident from developing.
The Fire Prevention Team offers free home visits.
It was resolved to take the following approach. The Fire Prevention Team will be invited to the Parish Meeting on 11 May (by Cllr Unitt). If a letter box drop is done it will include fire prevention information, and flyers and information will be circulated using the parish website, magazine, noticeboards, and DPC Facebook page.
39/22.2 Update on Parish Distribution List Project
Cllr Unitt presented the proposed approach to creating a List. Data protection compliance will be assessed before the project is progressed.
Cllrs Hawkins and McKay left the meeting during this item.
39/22.3 Speed Survey
Cllr Bond reported on Ashprington PC’s project. APC is planning to use radar guns to do a local speed survey. Dittisham PC is invited to use the resources to survey speed of vehicles in and accessing the village. Some possible interventions could be interactive speed signs and a speed bump outside St George’s Church. DPC is interested in taking part and it was agreed that Cllr Bond will provide a more detailed proposal for the May meeting, including locations, community helpers, and a risk assessment.
40/22 Hedgerow Plastic Litter Pick
DPC is interested the potential for a community project to be carried out as suggested by Cllr Green. A more detailed proposal was requested for the May meeting, including a risk assessment
41/22 Encouraging our Councils to stop investing in fossil fuels
The proposal to write to DCC and to SHDC requesting faster than the current planned divestment, as circulated, was approved by resolution (three votes in favour, Cllr Unitt abstained, and Cllr Anderson voted against).
42/22 Freedom of Information and Subject Access Request
The report on DPC’s response and was received. There is an operational impact to processing the request. The FOI response is complete. The SAR response deadline is 15 May.
43/22 Information Management Software
The Clerk’s report on the review of DPC’s information management system (including email, word processing, spreadsheets, and cloud storage) was noted. It was agreed that Cllr Nightingale’s assistance would be sought initially, and that paid expertise could be sought if necessary.
44/22 Archive and Disposal of DPC Records
It was resolved that old Dittisham Court planning documents could be handed to its Management Committee rather than disposing of them.
45/22 Devon Association of Local Councils Website Access for Councillors
It was resolved that Councillors will all be provided with access to the DALC website information but asked not to book training without prior approval.
46/22 Being a Good Councillor Refresher and Code of Conduct Training for Councillors
Councillors agreed that the most suitable date offered for the training is Thursday 28 April via Zoom. Councillors supported inviting other Councils to attend.
47/22 Financial Matters
47/22.1 Financial Reports
It was resolved to approve the Reports. The balance on 31 March was £72,223.69 with earmarked reserves of £50,552.41.
The Clerk will next restate the accounts on an Income and Expenditure basis. The Finance Working Group will then consider the making of an additional repayment on the loan for the purchase of The Level Car Park.
47/22.2 Payments Due
It was resolved to authorise the following payments:
Chagos Consulting, Parish Online training Cllr Unitt, Basics 102 – Menus and Geometries, £15.00
Community Heartbeat Trust, Maintenance Annual Support, £396.00
Tozer & Co Printers, DSC Permits 22/23, £231.46
Parish Lengthsman, Sep 21 – mid Jan 22, £400.00
SHDC, Payroll Service 21/22, £120.00
Metric, Annual Maintenance Agreement from 1 May 22, £904.56
Kingsbridge Websites, Website updates – new pages, £20.00
Car Park Attendant, October 21 – March 2022, £1,000.00
Clerk, Clerk Expenses Reimbursement CE48, £29.24
South West Water, Quay tap – 20/12/21-16/3/22, £34.22
SHDC, Business Rates The Ham 22/23, £2,844.30
SHDC, Business Rates The Level 22/23, £2,694.60
DALC, Data Protection Training, £122.40
DALC, Annual Charge, £92.72
Resident, Grant Hire of Toilets for Jubilee Lunch, £348.00
Approval of the reimbursement Grant for Insurance for Jubilee Lunch, £392.30 was deferred pending the name of the insured matching the name of the hirer of The Ham.
47/22.3 Payments made since the last meeting
Adobe Pro, £25.28 per month to process Subject Access Request
DALC Data Protection Training Invoice £16.80
47/22.4 Lengthsman’s Contract
It was resolved to confirm the renewal of the contract for one year to 31/3/23 and its form as circulated.
47/22.5 Internal Audit
It was resolved to employ Local Council Administration Services for the 21/22 Internal Audit.
47/22.6 Lloyds BankMandate
It was resolved to remove a previous councillor from the mandate.
47/22.7 Creation of a Personnel Committee & Membership of the Finance Working Group
This matter was deferred to the Annual Meeting of the Parish Council on 4 May.
47/22.8 Level Car Park Loan Repayment & Reserves Review
The review by the Finance Working Group was agreed above.
47/22.9 Method of Asset Valuation Policy
The Policy circulated, recording book value and insurance value, and excluding maintenance costs from the asset register, was approved.
48/22 Information circulated:
The following items were noted:
8/3/22 SHDC New telegraph poles being installed for the broadband project.
7/3/22 SHDC Council-backed low interest-rate lending scheme for local home owners to make essential repairs and efficiency improvements
February 2022 Lloyds Bank, Change to terms and conditions
DCC Wild About Devon Talk – Three key environmental topics: grass cutting, pesticides and tree planting. 29/4/22l, 12:00-1:30pm via Zoom.
Dartmouth Together – Reactivation of the group and a meeting.
TQ6 Partnership – Information provided about its role.
Mobile Boost Scheme – Vouchers of up to £1,200 available for businesses and households towards cost of one of a number of mobile signal booster options from a registered supplier.
Citizens Advice, Enquiry about Dittisham based support for residents in financial hardship.
49/22 Correspondence Sent
The following correspondence was noted:
3/3/22 DCC, Request to tarmac squares Riverside Road footpath five areas where pavement trees on the Riverside Road footpath have died
4/3/22 Secretary of State, Department for Levelling Up, Housing & Communities, Local Authority Remote/Hybrid Meetings
4/3/22 Resident, Authorisation of work to Vegetation on The Ham
50/22 Annual Parish Meeting on 11 May at 7 p.m.
DPC is planning an engaging and useful meeting: the Devon & Somerset Fire & Rescue Service’s Fire Prevention Team, the Co-ordinator for the TQ6 Partnership (supports local people to get to the services they need), heat pumps and insulation, DPC’s achievements and plans for the next year, and more.
51/22 Next meeting of Dittisham Parish Council
The holding of the next meeting on 4 May 2022 at 7:00 p.m. was confirmed. This meeting will start with the Annual meeting of the Parish Council.
