DITTISHAM PARISH COUNCIL
Incorporating the Hamlet of Capton and the Manors of Bozomzeal and Coombe
Draft Minutes of the meeting of Dittisham Parish Council held in Dittisham Village Hall, on Wednesday 9 November 2011 at 7.30 p.m.
Present: Cllrs J Walker (Chair), M Faulkner, D Harris-Evans, A Stevens, S Stothart, J Tucker, P Unitt, H Watson, K Wotton;
2 members of the public were present.
120/11 Apologies
Apologies were received from Cllr Harris-Evans and from County Cllr Hawkins.
121/11 Declarations of interest in items on the agenda
In line with normal procedures, Cllr Tucker did not participate in item 125/11 below.
122/11 Minutes of the meeting of the Parish Council held on 5 October 2011
The Minutes were approved (proposed Cllr Stevens, seconded Cllr Unitt).
123/11 Public issues
123/11.1 Report from Police Community Support Officer
PCSO Broad was unable to attend in person, and this item was therefore deferred in her absence. Cllr Tucker drew attention, however, to a reported recent increase in cases of shop-lifting in Dartmouth.
123/11.2 Other issues
The Clerk reported that a member of the public had drawn her attention to blocked roadside grating at Lapthorne and at the bottom of Manor Street. She had reported these blockages to Devon County Council, alongside the need - as reported by a member of the public - for hedge-cutting by Foxenhole bank. Cllr Tucker pointed out that the latter was attended to in accordance with an annual schedule, and so was not yet due.
Additionally the following items were raised:
· A tree by the boundary of Binham Cottage had been felled. There was some uncertainty about whether or not the tree was on Parish-owned land. The Clerk undertook to explore this with the property owners.
Action: Clerk
· Ineffective road signage on the approach to Cott Farm from Dartmouth and at the Bozomzeal turning had still not been rectified, despite having been reported to Devon County Council. Cllr Unitt had provided on-site photographs, and the Clerk undertook to refer these to Devon County Council.
Action: Clerk
124/11 Matters not on the agenda but arising from the minutes
124/11.1 Bus Service
In the absence of County Cllr Hawkins, this item was deferred.
124/11.2 Ham Lane strimming / The Triangle
Cllrs Faulkner and Wotton reported that the elder trees alongside Ham Lane had now been strimmed. A review of The Triangle site had confirmed that the six large trees on the area had outgrown their allotted space and structure, to the extent that the Millennium Bird sculpture had partially disappeared in the overgrowth. Additionally, constant ‘topping’ meant that individual trees had lost their definition.
They proposed that, as a first step, three of the trees – a beech, a large cherry (adjacent to the sculpture) and a silver birch - be felled immediately, at a cost of £400. Cllrs Faulkner and Wotton would supervise their replacement with local and smaller species, in consultation with the community. The remaining three trees would be felled and similarly replaced a year later.
The Parish Council approved the £400 expenditure (proposed Cllr Faulkner, seconded Cllr Tucker). Expenditure on replacements for the three trees (likely to be in the region of £200) was likewise approved in principle, although Cllr Faulkner undertook to explore whether the replanting project as a whole might attract funding from the The Big Tree Plant, a national initiative.
Action: Cllrs Faulkner and Wotton; Cllr Faulkner.
124/11.3 Use of Ham Car Park by South West Water
The Clerk reported that South West Water had accepted the terms set by the Council at its previous meeting. Works had commenced on 31 October 2011, and Cllrs Faulkner and Stevens were acting as site contacts during the works, which were scheduled to take 17 weeks. The Clerk would invoice South West Water for £2500 at the end of this and the three subsequent months.
Action: Clerk
124/11.4 Proposed changes to Primary Salting Network
The Parish Council survey conducted on 7 October 2011 had counted 981 vehicular movements in and out of the village on that day, and the Clerk had included this information in her letter to Devon County Council expressing the Parish Council’s strong opposition to these cuts. A standard response letter had now been received - which it was agreed that the Clerk would place on the public notice board - which sought to uphold the County Council’s decision as reasonable (and discounted the parish survey as evidence). It was noted that this response erroneously cited the village population as 213. It was agreed that the Clerk would write again, pointing out this error and repeating the request for sight of a Risk Assessment, and that Cllr Faulkner would represent the Parish’s views at the Dartmouth and Surrounding Area Cluster meeting scheduled for 22 November 2011, where the issue would be an agenda item.
Action: Clerk; Cllr Faulkner
125/11 Planning application
125/11.1 18/2500/11/F Householder application for reconstruction of existing garage, new store/workshop and conservatory. Homelands, Manor Street, Dittisham TQ6 0JB
The Parish Council had received a copy of a letter of objection to this application from a member of the public, who was also present (and spoke) at the meeting.
The Parish Council was concerned about the status of the application which it was felt should have been clearly designated as being a retrospective application. It was also felt that (even had it been formally designated as retrospective) the application was in contradiction of the formerly approved plan, and that the plans provided with the application did not appear to match the stated purpose of the submission.
Cllr Tucker agreed to seek the withdrawal of the application on these grounds. In case this was not agreed by South Hams, however, the Parish Council discussed the proposal as presented. The Parish Council agreed unanimously to object to the proposal on the grounds (already stated by the Parish Council in respect of earlier versions of the submission) that, in its view, the work at Homelands constituted gross over-development of the site. In particular, the Parish Council’s on-going concern that there was an intention to use the ‘ancillary building’ as a dwelling had been further deepened by the evidence in the submission itself. The installation of a shower cubicle in the washroom, the building of a full stair case to access the upper floor (previously described as a ‘sail loft’) and the kitchen layout set out in the ‘potting shed’ all appeared to support the Parish Council’s view that there could be an intention to use this building for purposes other than originally proposed. Furthermore, it was known that the ‘ancillary building’ had been provided with a separate connection to main services, and that re-landscaping has divided it from the main house. The Parish Council agreed to include in its formal response the recommendation that the building should not be approved in its current form nor at any time approved for occupation as a dwelling. A key further factor in this objection related to the adverse effect on both the village as a whole and on Manor Street’s narrow thoroughfare that would arise from the increase in traffic that further residential accommodation on this site would inevitably generate.
Unanimous decision: Objection (Proposed Cllr Walker, seconded Cllr Stothart).
126/11 Communications from South Hams District Council/Devon County
Council in relation to planning/tree applications.
The following communications were noted:
· 18/1559/11/F Resubmission of 18/2365/10/F for demolition of April Cottage and replacement with 2 dwellings. April Cottage, The Level, Dittisham TQ6 0ES Conditional approval granted
· 18/2180/11/F Householder application for demolition of existing conservatory and erection of two storey oak framed extension. Herongate, Lower Street, Dittisham TQ6 0HY Conditional approval granted
· 18/2251/11/TCA Works to trees in a Conservation Area Application to remove 1 prunus Tryst Cottage, Lower Street, Dittisham. Notification to undertake works issued
· 18/2329/11/TCA Removal of 2 horse chestnuts by Waste Water Treatment Works, Dittisham. Notification to undertake works issued
· 18/2790/11/TCA Felling and removal of 2 silver birches and 1 ash; replacement with 2 field maples and 1 sweet chestnut Fern Cottage, Manor Street, Dittisham Notication of Exemption from Works issued
· 18/2275/11/LB Listed building consent for minor internal works to comply with fire precautions, Ferry Boat Inn, Manor Street, Dittisham, TQ6 0EX Conditional approval granted
127/11.1 Report from Tree Officers
Cllr Faulkner reported that he would be following up the possible replacement of the trees removed by the Waste Water Treatment Works with South West Water’s Associates
127/11.2 Report from Footpaths Officer
Cllr Unitt reported that he would be attending a Footpaths Workshop later in the month. He would be conducting the annual audit of footpaths shortly, having been invited to notify South Hams of any current issues relating to the condition of the parish’s footpaths, and therefore asked Councillors to contact him with any comments.
Cllr Tucker undertook to contact the Football Club to review the barbed wire fencing adjacent to Footpath Number 1, since this was judged to be hazardous in places.
127/11.3 Report from Ham Car Park Working Party
A detailed report from the second meeting of this Working Party had been circulated in advance of the meeting. The Parish Council noted that the Working Party recommended a short delay in the ordering on new permit stickers while an outcome from the Sailing Club’s discussions was still awaited. However these could still be acquired and distributed in early January. The initial allocation would be one permit per household, and Cllr Faulkner would be the contact point for households requesting an additional permit. The Working Party sought a budget of c.£600 to facilitate this, and this was approved (proposed Cllr Watson, seconded Cllr Tucker). Additionally, Councillors agreed to assist in the distribution of new permits.
The Working Party recommended no change at present to current rulings regarding overnight parking by non-residents. In response to comments from Cllr Unitt, however, the Working Party agreed to re-address this issue.
Action: Ham, Car Park Working Party
The Working Party proposed the ‘trialling’ of a new weekly permit scheme that could be used by visitors to rental properties at a cost of £20 per week. Cllr Stevens would act as contact point for the sale/distribution of these permits, which would show the dates covered, the car registration details and the name of the holiday property. Details of this scheme, and of how visitors could apply for weekly permits, would be delivered with resident permits. Second home owners would therefore be able to display this information in their properties for prospective visitors. The Parish Council approved these recommendations (proposed Cllr Watson, seconded Cllr Wotton).
The Parish Council noted that no immediate need for remedial work had been identified other than the redirection of water collecting at the end of the tarmac, which would be addressed when South West Water’s works were completed. However, as in previous years, the 2012-13 budget should include contingency monies for pothole repair and (longer-term) for resurfacing when necessary.
After a detailed discussion of enforcement issues for non-payers and the possibility of engaging a third party company, the Working Party had agreed to recommend that the current patrol system – the Ham Car Park attendant, supported by ad hoc volunteers – should continue, and also that the wording of the windscreen warning slips should remain unchanged. These recommendations were approved (proposed Cllr Tucker, seconded Cllr Walker).
The Working Party was thanked by the Parish Council for its diligence and hard work.
127/11.4 Report from Ham Maintenance Working Party
This Working Party would report at the next meeting of the Parish Council.
127/11.5 Report from Ham Events Management Working Party
This Working Party would report at the next meeting of the Parish Council.
128/11 Strategic Planning Matters
128/11.1 Clarification of Standing Orders
At its meeting on 22 September 1011, the Parish Council had provisionally approved a new standing order regarding decision-making processes with regard to urgent issues that could not be deferred to a full meeting of the Parish Council.
As agreed at that meeting, further thought had now been given to expanding the Standing Order to make provision for emergency decision-making if either the Clerk or Chair (or both) were for some reason uncontactable. Following e-mail discussions among Councillors, the following re-wording was now proposed:
Urgent issues requiring decisions that need to be taken before a full council meeting can be convened must involve more than one councillor plus, normally, the Clerk. Such issues will normally involve the Chairman/Deputy Chairman plus at least one other councillor but in the absence of the Chairman/Deputy or for more minor issues specific to an area of devolved responsibility, any two relevant councillors will suffice. The Clerk will ensure that the full Council is notified of any such decisions before or at the next Parish Council meeting.
In the event of the Clerk being unavailable for consultation, s/he must be informed as soon as possible of the decision taken.
The Parish Council approved this amendment (proposed Cllr Unitt, seconded Cllr Stevens), and Standing Orders would therefore be revised accordingly by the Clerk.
Action: Clerk
129/11.1 Income and Expenditure 2011-12
The Clerk tabled an updated statement, showing a balance of £14,758.19. The statement was approved (proposed Cllr Stevens, seconded Cllr Walker).
129/11.2 Review of Income and Expenditure against budget
The Clerk had circulated Councillors with a detailed review of current expenditure against budget. The year-end out-turn was estimated (conservatively) at a positive balance of £18,400 (higher if legal contingency monies were not needed, if playground equipment purchase was deferred to the following financial year and if car park income was above the revised estimate). It was noted that this surplus was above that projected when the 2011-12 budget was set, owing to the unexpected £10,000 additional income from South West Water. It was confirmed that, in the light of this, the Parish Council – as had in any case been intended – would not propose raising the precept in 2012-13 (proposed Cllr Unitt, seconded Cllr Stothart). Additionally – see items below – the Parish Council now had scope for further expenditure in 2011-12 outside of the original budget.
It was noted that a draft budget for 2012-13 would be presented for discussion at the next meeting of the Parish Council.
129/11.3 Consideration of Christmas expenditure
The Parish Council had received a request from Dittisham Village Hall Committee for support for an all-village Christmas event to follow on, as in the previous year, from the Parish Council’s Christmas party. The suggested date was Wednesday 21 December. It was agreed that the Parish Council would again host a children’s party (to be organised and publicised by Cllrs Watson and Stevens), and would also (as in the previous year) offer to fund the purchase of a Christmas tree for inside the Village Hall. The Village Hall Committee would be invited to organise this, submitting the invoice to the Parish Council.
Action: Cllrs Watson and Stevens; Clerk
The Parish Council discussed whether or not to purchase a Christmas tree for the outside of the Village Hall and agreed to discontinue this practice (previous trees had not been generally well received - and had proved very difficult to secure effectively). Instead the Parish Council agreed to offer a grant of £250 to the Village Hall Committee towards the purchase of lights for the exterior of the building, if this was deemed desirable (both motions proposed Cllr Watson, seconded Cllr Faulkner). The Clerk undertook to follow up these matters with the Chair of the Village Hall Committee.
Action: Clerk
129/11.4 Consideration of request for Parish Council grant towards 2012 Diamond Jubilee celebrations
The Parish Council noted that a contribution towards the Diamond Jubilee event planned for The Ham in June 2012 was hoped for by organisers, but agreed that fuller information was required regarding planned expenditure before any award could be considered. The Clerk undertook to contact the organisers with this request.
Action: Clerk
129/11.5 Consideration of schedule for renewal of play equipment
The Clerk noted that, in the light of the improved budget position, the Ham Maintenance Working Party had the option of spending more than the designated £4000 in this financial year, if it wished to do so. The Clerk undertook to forward catalogues of play equipment to Cllr Watson, as Chair of the Working Party. The Working Party would make recommendations as to when it wished to purchase equipment and (when practicable) of what equipment it would recommend purchasing.
Action: Clerk; Ham Maintenance Working Party
130/11 Correspondence received since the previous meeting
The Clerk drew attention to the following:
· Mr John Steven, a Director of Dartmouth Golf and Country Club, had given notice that the Club was considering adding a small number of additional bedrooms to the existing dourly house and would welcome the opportunity to meet with the Parish Council to discuss the proposals. Since the Parish Council would not be involved in considering this planning application, however, it was felt that a presentation would not be necessary. The Clerk undertook to advise Mr Steven of this, but also to thank him for providing this advance notification.
Action: Clerk
· A request for further funding support from the South Hams Citiziens Advice Bureau had been received, and would be considered at the March 2012 meeting.
· A consultation draft of the revised Statement of Community Involvement, authored by South Hams District Council and West Devon Borough Council had been received for comments by 16 December 2011. Interested Councillors were invited to view the documentation (in hard copy, available from the Clerk, or on the SHDC website) and report back at the next meeting if a response was advised.
Action: Councillors
131/11 Report from Devon County Council / South Hams District Council
In the absence of County Cllr Hawkins, the report from Devon County Council was deferred.
District Cllr Tucker reported that South Hams was inviting communities to consider celebrating the passing of the Olympic Torch through the region (due to arrive in Dartmouth on 20 May 2012). A publicity notice would be displayed. He also undertook to provide further information for public display regarding the South Hams Connect scheme.
Action: Cllr Tucker
132/11 Date of the next meeting of Dittisham Parish Council
The next full meeting of the Parish Council would take place on Wednesday 7 December 2011 at 7.30 p.m in the Village Hall.
It was noted that the meeting would include a presentation from Erica Lewis, of the Land Society, to explain the organisation’s approach to supporting local home ownership.