Approved Minutes 2025 June 04

APPROVED Minutes of the Monthly Meeting of Dittisham Parish Council held in
Dittisham Village Hall on Wednesday 4 June 2025 at 7:00p.m.

Present: Parish Cllrs Bond (Chair), N Green (Vice-Chair), Golding, J Green, Hawkes, Neale, & Unitt were present, as were A Thom, Clerk, and two members of the public were present until the end of Minutes Item 5 (St George’s grant application).
Absent: Cllr Pope

a) Public Forum
i) 0330/25/FUL The Old Rectory, Rectory Lane – Planning Application
The applicant described the proposal. If approved it would allow them to expand the use of the properly to host charitable groups connected to a specific charity for retreats and small courses. No structural changes are proposed. The potential increase in traffic will be reduced by the use of an electric mini bus from Totnes, and possibly a boat bus from Totnes. They would employ local staff and cooking would be done on-site.
ii) Application for a Grant from DPC for Grounds Maintenance of St George’s Churchyard
A representative of the Church discussed the application briefly and was available to answer questions.

1. Apologies:
   Apologies for absence were received from Cllr Pope and DCC Cllr Rake.

2. Declaration of Interests
   None declared.

3. Election of Vice-Chair
   It was resolved to elect Cllr N Green as Vice-Chair. Their Declaration of Acceptance of Office was signed.

4. Approval of Minutes
   It was resolved to approve the Minutes of the meeting held on 7 May 2025 (with MN 4.2 amended to name Cllr Brazil as leader of SHDC.)

5. Application for a Grant from DPC for Grounds Maintenance of St George’s Churchyard
   This item was moved up the Agenda at the Chair’s discretion. It was resolved to authorise a grant of £1,250.

6. Community Reports
   6.1 Devon County Council Councillor
   DCC Cllr Rake had sent a written report in advance of the meeting, please see below. Cllrs identified as the priorities for Highways maintenance work: the road from Mill Creek to Bruckton and the road from Downton Cross to Kingston (as far as the T intersection).The Annual Meeting of Devon County Council on 22 May approved appointments to Cabinet and various other positions of responsibility (notably the Chairmanship of committees).
   The Liberal Democrat group, being the largest party, will run the Council, with other parties represented in Cabinet [..] and as Chairs or Vice Chairs of several committees.
   Without an overall majority, the Liberal Democrat team will have to rely on the support of Councillors from other parties when bringing motions to the Council. For this to succeed we will need to work closely with other Councillors and be open, cooperative and transparent in our communications.
   Hopefully this will result in better policies, with a broad base of support within the Council.
   On more local matters, I have made contact with our Local Highways Officer and we will be doing a thorough tour of the area soon. Please do get in touch if there are any roads of particular concern and I will add them to my already fairly lengthy list.
   I have already received a number of requests for support from my Localities Fund. I have arranged to meet the Officer who managed these budgets on Tuesday 10 June, and hopefully will be able to make progress on applications straight away after that.
   6.2 South Hams District Council Councillor
   Deferred in the absence of SHDC Cllr McKay.

7. Financial Matters
   7.1 24/25 Annual Governance and Accountability Return
   7.1.1 24/25 Internal Audit
   The Report was discussed. It states that all control objectives were met. They have recommended that the Financial Regulations and Standing Orders be updated to the current versions, uploading more information [specified] to the website to improve transparency, and that Budget Monitoring reports from the accounting system are reviewed by the Full Council as part of the financial information presented on at least a quarterly basis.
   7.1.2 24/25 Audit Annual Governance Statement
   It was resolved to approve the Statement.
   7.1.3 Signature of the Audit Annual Governance Statement
   The Statement was signed by the Chair and the Clerk
   7.1.4 24/25 Audit Accounting Statements
   The Accounting Statements were considered.
   7.1.5 24/25 Audit Accounting Statements
   It was resolved to approve the Statements.
   7.1.6 2021/22 Audit Accounting Statements
   The Statements were signed by the Chair of the Meeting.
   7.1.7 Publication of Notice of Public Rights & Publication of Annual Governance & Accountability Return
   It was agreed that the Return & Notice will be published with inspection dates 9 June 2025 to 18 July 2025.7.2 Payments It was resolved to authorise the following three payments:

• Clerk May Expenses Reimbursement £34.52
• Devon Association of Local Councils Being a Good Councillor #3, £18.00
• the current Clerk’s final payslip as provided.

The payments made since the last monthly meeting were noted:

• 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

The following receipts were noted:

• 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

The planned transfer of funds from NatWest current account to 95 day notice account (£8,000) and 35 day notice account (£1,000) was noted. Cllr Unitt will try to make the transfer over the phone. If this is not possible a written instruction signed in accordance with the mandate needs to taken into a branch by signatory with their ID. The 95 day notice account holds the three earmarked replacement reserves.

7.3 Financial Reports
The Reports provided to Finance Working Group and the Bank Reconciliations to 30 April 2025 were noted.
7.4 Direct Debits
It was resolved to authorise the payment by direct debit of DPC’s HP Instant Ink subscription £6.49/month incl VAT.
It was agreed that the Jottacloud and Lebara payment accounts will be changed to Cllr Neale’s account (payment by direct debit is not offered).
It was noted that an alternative DPC payment card needs to be chosen because Zempler Bank has not processed the account requested by DPC. It was agreed that Zempler Bank will be asked by the Clerk to cancel the current request.  

8. Car Parks Receipts and Payments arrangements with SHDC
   It was noted that the Reimbursement by SHDC for the January to March receipts and DPC’s reimbursement to SHDC for its costs over the same period, which were due in April, have been delayed until the reporting system from PayByPhone is established. Ideally the funds need to to be reimbursed by 30 June at latest to report VAT in the standard quarter.

9. Parish Council Insurance
   The current Policy expires on 2 July. DPC has a long term agreement, however the underwriting insurer has changed. The Clerk said that the renewal documents need careful review by DPC as soon as possible, including to ensure that the Old Chapel Burial Ground wall continues to be covered for subsidence and that the car park attendant contractor continues to be covered by DPC’s Policy. When the insurance was reviewed in 2024 the current insurer was the only one which offered those two provisions.
10. Vacancy for Parish Clerk & RFO
    Cllr Golding left the meeting.
    Cllr Neale provided a verbal update on the recruitment process. Interviews have been scheduled. The Clerk restated their view that a Report is needed from the Personnel Committee to justify and explain to Cllrs the proposed changes to the role’s profile and the core hours allocation, and the related consideration of risks and benefits. The Committee is delegated authority by DPC to conduct a recruitment process and make recommendations to the Council about the terms of employment, but the authority to decide those remains with the full Council, and that the Committee should know what offer it has the Parish Council’s support to make to the successful candidate. It was agreed to hold an Extraordinary meeting on Wednesday 18 June at 7:00 pm for the purpose of appointing a Clerk and agreeing the terms of their contract.
    The meeting agreed that Cllr Neale will act as Temporary Clerk after the current Clerk finishes on 9 June, and Cllr N Green will act as Temporary RFO. A Cllr RFO risk assessment had not been carried out and was discussed. Cllr N Green is a Lloyds bank account signatory and will be responsible for setting up payments as required. He is not permitted to act as a signatory and authorise the payments that he has set up.
    Cllr Golding returned to the meeting.

11. Vacancy for a Parish Councillor
    The current vacancy was noted. It was agreed that Cllrs will continue to discuss the role with potential candidates but that advertising will be reviewed and restarted in September. Two vacancy posters will be posted: on the Red Lion Noticeboard and on the DPC noticeboard. There is a vacancy notice on the Parish website.

12. New Planning Applications
    12.1 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).
    Support (by resolution).
    It was resolved that Dittisham Parish Council will request the condition that if this application is approved, approval is granted as a personal consent.
    12.2 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.
    Support (by resolution).
    12.2 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
    13.1 Communicating Emergency Plan and Phone Number
    It was resolved that DPC will arrange a letter box drop to circulate business cards (text as per Cllr Unitt’s Report), the dates for a first aid course in September 2025, and information about the scheme for medication information bottles for emergency services. Bottles will be placed in the Hall. The same information on the business cards will be added to the DPC noticeboard and to the Parish website.
    1,000 cards will be ordered at a cost of £80 plus £5,delivery, plus VAT. A database of first aiders was discussed.
    13.2 Jubilee Steps Handrail
    It was resolved to approve an advance payment of up to £200 for a S171 licence application as per correspondence provided to DPC. Cllr Unitt will advise the contractor.
    13.3 Resident’s Request for a Dog poo bin in Capton
    The Report from Cllr Neale on their consultation with Capton residents was noted. On that basis it was agreed not to proceed with installing a dog poo bin. The SHDC Localities team has been asked to make some visits to Capton.
    13.4 Car Parks
    The request from a user of the car park to mark spaces in order to accommodate more vehicles was considered. The view of Cllrs is that this is not feasible and will not be progressed.
    13.5 Events
    It was resolved to approve the request to hire The Ham for a Games day during Dittisham Regatta as per the request submitted.
14. The Level Phone Box
    It was resolved to adopt the red phone box, which BT has given notice it will otherwise remove.

15. Environment Agency National Monitoring Field Team’s Parking Request
    It was resolved to agree to the request for 30 minutes free parking for 17 badged vans visiting to sample water in the River Dart on the basis that a system can be put in place by SHDC. DPC has been advised by the requestor that SHDC already has comparable permissions in place.
16. To consider approval of revised Standing Orders (new Model Orders).
    It was resolved to approve the revised Standing Orders as circulated.

17. To consider approval of revised Financial Regulations (new Model Regulations).
    It was resolved to approve the revised Financial Regulations as circulated.
18. Correspondence and Contacts with DPC
    The following correspondence was noted or considered:

• 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.
  The meeting was told that there are currently no bees.

19. Next Meeting
    It was confirmed the next monthly meeting of the Parish Council will be held on 2 July 2025 at 7:00 pm.As recorded above there will be an Extraordinary meeting on Wednesday 18 June at 7:00 pm.

20. Closure of the Meeting
    It was resolved, 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
    It was resolved to agree the Report’s recommendations to review if the property changes ownership, and to review whether there is a benefit to the Parish for DPC to continue to own the freehold in the long-term.

The meeting closed at 21:11.