Parish Council Minutes: December 2023
DRAFT MINUTES
These minutes will be agreed at the Parish Council meeting on 8th January 2024 and might be subject to slight amendment.
The Minutes of a Meeting of Oakford Parish Council held in the Committee Room at Oakford Village Hall at 7.30pm on Monday 13th December 2023.
Present:
Cllr’s G Baylis (Chair), J Cridland, F Cross, J Levick, J Mayer and V Stevens.
In attendance:
County Cllr R Chesterton, District Cllr’s C Adcock & R Gilmour and the Clerk, Mrs J Larcombe.
121/12/23. To receive apologies for absence.
Apologies were accepted from Cllr’s L Gould and P Potter.
122/12/23. Declarations of Interest.
There were no declarations of interest.
123/12/23. Public Forum.
No members of the public present.
124/12/23. To agree the minutes of the meeting held on 13th November 2023 as an accurate record of the meeting.
The minutes were agreed as an accurate record of the meeting and were duly signed by the Chair.
125/12/23. Matters arising from the minutes, not covered elsewhere on the agenda.
None.
126/12/23. Planning
a) To comment on any planning applications received before the meeting.
23/01867/Full Installation of biomass boiler and flue. Location: Agricultural Storage Building at NGR 286686 120526 Bickham Park Farm, Bickham Lane. It was decided the Parish Council had no comment.
b) Update on information requested for 23/00864/Full Change of use and conversion of building to holiday let.Land and Buildings at NGR 290678 121480 (The Coach House), Oakford, Devon.
Magdalena Halls, Planning Officer has advised the Clerk that she has had a conversation with the agent and further information will be submitted just before or over the Christmas period. The application will be re-consulted officially after the New Year. The applicants have been asked to provide a business plan and details of a replacement foul drainage system. It was reported that the planning notice displayed at the entrance to the site is for a completely different planning application. It was noted the 21 day consultation period does not commence until the right notice is displayed. Cllr Gilmour will follow this up.
Action: Cllr Gilmour to inform the planning department that the planning notice displayed is for a different application than 23/00864/Full.
c) To note any planning decisions made by MDDC.
No decisions received.
d) Update on alleged planning breaches.
Matthew Barks, MDDC Planning Enforcement Officer will be visiting the woods to look at alleged planning breaches week commencing 11th December. Cllr Gilmour has forwarded the email sent to her by Cllr Levick on 4th December 2023 outlining his concerns about the timescale of alleged planning breaches at Spurway Barton to John Millar, MDDC Area East Team Leader (Development Management) and Angharad Williams, MDDC Development Management Manager. Councillors are concerned that the developer will apply for a Certificate of Lawfulness if no action is taken. Cllr Gilmour will do her best to get some answers to the questions in Cllr Levick’s email.
Cllr Gilmour explained that councillors had forced MDDC to have Key Performance Indicators for planning enforcement.
Cllr Chesterton explained that according to DCC the road into Spurway Barton that the developer is planning to tarmac is a Public Right of Way and not a Highway. As a PROW DCC wouldn’t maintain it but as the developers own the drive leading to the road they can carry out work on it.
e) Any other planning matters.
There were no other planning matters.
127/12/23. To discuss the failure off the nomination of The Red Lion Inn as an Asset of Community Value for a further 5 year period from 19.10.23 and information required to submit a further nomination.
The Clerk has received a decision letter from MDDC stating that having reviewed the submitted documents and evidence, the decision of the Council is not to list. While the application was validly made under the prescribed requirements of section 89 (1) of the 2011 Act the nomination failed on the assessment under section 88 (1) of the 2011 Act (an actual current use of the building or other land that is not an ancillary use furthers the social wellbeing or social interests of the local community). Jo Williams has been responsible for Assets of Community Value (ACV) but she has now left MDDC and Pauline Davey is now responsible for ACVs. Cllr Baylis has asked her for a definition of non-ancillary use. Cllr Baylis and the Clerk will discuss what evidence is required to submit a new application.
Action: Cllr Baylis and the Clerk to discuss what evidence is required to submit a new application.
128/12/23. Highways:
a) Any matters to note or report.
Cllr Chesterton has had confirmation that the roads at Warbrightsleigh Hill and Aldridge Mill Hill in Stoodleigh, but used by Oakford residents as well, have been brought forward for resurfacing. They have been included in 66 resurfacing schemes for minor roads (no A and B roads) that will be delivered through the allocation of an additional £6.663m funding from government.
b) Update on flooding issues/blocked drains.
Water is coming out of the hedge on the road between Barton Farm and Oakridge because of a blocked drain. Councillors were concerned about water freezing on the road surface when the weather is colder. Cllr Chesterton said it needed to be reported online and suggested speaking to the land owner. There is standing water on the junction at Pinkworthy Cross.
c) To report that highways have carried out the planned work re flooding on Rookery Hill.
Cllr Baylis reported the planned work has been carried out and the gullies have been widened.
129/12/23. Reports:
County Cllr Report.
A written report from Cllr Chesterton was emailed via the Clerk prior to the meeting. There were no questions.
Road funding: the Government have announced an £8.3 billion investment for road maintenance over the next 11 years. Devon is receiving an extra £6.663 million this financial year, from the funding redirected from the scrapped HS2 rail line extension to Manchester. It will be followed by the same amount next year, and then there will be a minimum of £208.6 million between now and 2033/34. The Department for Transport also announced that while the year-by-year amounts beyond 2024/25 have not yet been finalised, the funding level is expected to increase over time. Councillor Stuart Hughes, Cabinet Member for Highway Management, has pledged that the funding will help address some of the repair backlog on Devon’s 8,000 miles of roads, the biggest highway network of any authority in the country. Some of the money will be used to carry out patching work and other repairs before potholes deteriorate further this winter due to wet and freezing conditions of the season. Most of the funding for this financial year will enable us to bring forward resurfacing schemes earmarked within its future works programme. This is on top of planned improvements that were already scheduled to happen this Autumn.
Tiverton to Bickleigh Road Closure: the road to Bickleigh was closed this month for emergency repairs. The diversion of an A road has to be on a similar or better road, which is why the official route was via the motorway.
Devon Devolution Deal: the Chancellor, Jeremy Hunt, announced that the Government is close to finalising a ground-breaking Devolution Deal that will transfer a range of new powers and funding from Whitehall to Devon and Torbay. Levelling Up Minister, Jacob Young, wrote to Leaders of Devon County Council and Torbay Council confirming the Government’s commitment to continuing negotiations, and praising the councils on their ‘constructive leadership on the devolution agenda’. In his Autumn Statement, Mr Hunt reiterated the government’s commitment to devolving powers to county areas, with the Chancellor confirming that it is in advanced discussions to agree a Level 2 non-mayoral deal with Devon and Torbay. The proposed Deal promises to bring greater local control plus transferring new and existing Government funding to Devon and Torbay to help tackle key local priorities, including the shortage of affordable housing, a need for new training and retraining opportunities; improved coordination of public transportation: and the need for more investment to support local business, green jobs, and to increase productivity and pay. The Government has chosen Devon and Torbay as one of only a small number of local authority areas in the country to form a Combined County Authority (CCA), and will not require an elected Mayor, nor the creation of a new unitary authority. The new powers would be devolved to a proposed CCA partnership comprising Councillors representing the councils of Devon and Torbay, including District Councils, and representatives from business and education. Together, the partnership would deliver on a jointly agreed programme, working alongside a wide range of other local stakeholders, to tackle key local priorities.
Gritting: this winter, the majority of Devon’s 37 frontline gritters will again be fuelled using sustainably sourced Hydrotreated Vegetable Oil (HVO), which is a waste product from the food industry. This fuel produces 90% less CO2 than regular diesel and will contribute towards the County Council’s net zero targets by 2030. Six of the gritters have been replaced with newer models. These upgraded vehicles feature touchscreen controls to enable drivers to adjust the position of the plough attachments without leaving their cab. The ongoing trial to salt around 14 miles of Exeter’s busiest cycle routes will continue this winter to support the use of active travel throughout the year. The Powerflex vehicle which treats the cycle routes was called into action 30 times last winter. The trial has gained national recognition, with Devon invited to present its findings earlier this year at Cold Comfort 2023, the UK’s leading winter service and extreme weather conference. The National Winter Service Research Group (NWSRG) has also requested to work collaboratively with Devon on the project. Gritting depots across the county are stocked with around 24,000 tonnes of salt at the start of the season, and local town and parish councils are being encouraged to report any empty grit bins in their communities. More than 3,500 grit bins are located across Devon to support community self-help on roads which are not on the gritting network. These supplies must only be used on the public highway. Empty grit bins can be reported via our “Report It” webpages.
Fairtrade: council leader John Hart and Cabinet Member for Organisational Development, Councillor Andrew Saywell met the Chief Executive of the Fairtrade Foundation Michael Gidney as part of his whistle stop tour of Devon this week.Devon has been a Fairtrade County since 2008, renewing accreditation every two or three years. Fairtrade Devon co-ordinates activities in the 15 Fairtrade towns across Devon, plus the University of Exeter. Michael spent two days to see for himself how the county and Devon County Council is supporting Fairtrade and in turn farmers and producers around the world. Since 2008. Fairtrade Devon has invited producers to visit the county as guests, explaining the very real and positive impact which being a Fairtrade member has on their lives and communities. Community Libraries: DCC are launching a major drive to establish a wide network of community libraries in Devon’s rural areas. The community libraries will be developed as an alternative to the current mobile library service which is faced with falling numbers of users and rising costs. Cabinet agreed to decommission the ageing mobile library vehicles and set aside cash to help community groups and parish councils set up new community libraries. Cabinet heard that less than 3,000 people out of Devon’s 815,000 population now used the mobile libraries. Nearly three quarters of the stops attracted less than five people. Over the last 10 years there had been a 73 per cent reduction in visits and a 68 per cent reduction in book issues. DCC will now work with local organisations and community groups to create a bespoke service for communities that wanted one. The four library vehicles are close to becoming obsolete and are increasingly off the road for repairs and maintenance. It would cost £637,000 to replace them, £736,000 to lease the vehicles over three years and £799,000 for five years.
Public Rights of Way Improvement Plan: DCC is currently carrying out a review of the Public Rights of Way Improvement Plan. Feedback is invited from interested individuals, groups and organisations – particularly with regards to the objectives and policies. DCC’s Rights of Way Improvement Plan (known as the RoWIP) has been drawn up in accordance with the Countryside and Rights of Way Act 2000 and takes account of guidance issued by the Department for Environment, Food and Rural Affairs. The main objective of the RoWIP is to improve public rights of way and access for all.
b) District Cllr Report.
A written report was circulated by email prior to the meeting.
Local Planning cases: concerns noted regarding plans for a holiday let at Oakford and the situation regarding enforcement at Spurway Mill.Free Parking ahead of Christmas: in the Tiverton multi-storey car park all day each Saturday.
Overdevelopment in woodland: This is a particular concern in Oakford, Stoodleigh and Washfield parishes as woodland is being cleared, built on and used for accommodation beyond that needed for forestry management. This is a risk to biodiversity in all the woodlands in Clare and Shuttern Ward. MDDC Enforcement Officer Matthew Barks promised to visit one or more of them to Investigate the situation in week beginning 20th November. There are several sites to visit, he now intends to do it week beginning 11th December.
Let’s Talk Mid Devon: This anonymous online survey of residents Is under way, the deadline for responses is 13th December.
Review of MDH Tenancy Contracts: On 21st November the Homes Policy Development Group approved a study to review forms of tenure used by MDH. In particular, flexible tenancies introduced in 2013 to help improve utilisation of housing stock had sometimes caused more stress for tenants and more admin for MDH. Tenants would be consulted and 3 members of the Homes PDG were assigned to a working group to support the study. The aim was to introduce new tenancy agreements in November 2024.
Mid Devon Homes Damp and Mould Policy: This (zero tolerance) policy was approved by Full Council on 1st November. A detailed study of the complex and varied causes of damp and mould and how to tackle it had been conducted to help with the aim of eradicating it from council homes.
Waste on Mid Devon Homes Car Park at Oakford: Cllr Adcock raised this with Simon Newcombe (MDDC Corporate Manager) who has confirmed verbally that this is their land. It’s expected that MDH will remove the waste (no timescale given).
Mobile Libraries: On 1st November, Full Council resolved to write to DCC to appeal for maintenance of the service and to consider other options to ensure its viability. DCC has decided that the service will not continue beyond February 2024 in its current form. Alternative services are being considered.
New Draft Taxi Policy: A comprehensive review has been conducted and a draft policy will be going out for consultation in January until March 2024. The main focus is to help ensure public safety.
MDDC Budgets: The process of budget setting is ongoing and is difficult in the current circumstances, savings are sought wherever possible.
Waste Collection Headline: residual (non-recycled) waste reduced from 10,932 tonnes in November 2021 to August 22 to 9,767 tonnes in November 2022 to August 2023 (minus 1165 tonnes) after the change to 3-weekly collection. There’s scope for further improvement especially regarding more use of the food waste caddies. Residents can now sign up for email reminders of their collection day.
Three Rivers Development Ltd: Cllr Gilmour, Chair of the Scrutiny Committee, is determined that the Working Group will report before Christmas.
Oakford Sewage Treatment Plant. We note the specific and concerning issues at Oakford where residents have reported 13 visits from South West Water (SWW) Since October with no official contact to let anyone know what is happening. Councillors and officers are working to engage with SWW regarding that and other issues in mid-Devon.
Cllr Adcock and Cllr Gilmour left the meeting.
130/12/23. Update on issues about the sewerage treatment works raised at the previous meetings.
Cllr Baylis reported that he had spoken to someone who was onsite to repair a pump. They were unable to provide any information about what was happening on site and he has now started SWW’s complaints process to find out what is happening. Cllr Gould has emailed Cllr Gilmour with a list of dates when a tanker has been removing sewage or there has been other activity on site. This activity has been relayed to her from residents living directly next to the sewage plant.
Cllr Baylis has also reported a deep gouge in the verge caused by one of the tankers.
131/12/23. Community Area:
Any points to note from inspections of community area.
Cllr Levick gave the Clerk a copy of his latest inspection report, which included photographs. The grass has been cut but strimming around the equipment is still required. The contractor will be asked to complete the strimming. Cllr Baylis and Cllr Levick are still trying to get access to power and water to pressure wash the surface of the bridge.
The hedges need to be cut back before the end of March. It was noted that the hedge behind the summer house needs cutting back. The pavilion needs to be re-stained and some young trees need to be re-staked. A working party will be arranged.
The sand for the pétanque area will be topped up in the Spring. Cllr Stevens offered to get 2 dumpy bags of sand.
Actions: Contractor to be asked to strim around play equipment as per 2023 grass cutting specification.
Cllr’s Baylis and Levick to arrange access to power and water and pressure wash the bridge.
Hedges to be cut back before 31st March and a working party to be arranged.
Cllr Stevens to get 2 dumpy bags of sand and deliver to the community area in the spring.
Update on the grass cutting specification for 2024 and asking for quotes.
Cllr Levick has rewritten the specification for the grass cutting for 2024 and has found 4 companies that are willing to quote. The Clerk will contact the companies and invite them to quote by 24th February 2024.
Actions: Cllr Levick to give the Clerk the rewritten specification and the contact details of the companies to be invited to quote. The Clerk to contact the companies.
It was suggested that an area should be left as a wild meadow but there was concern that the community area was too small. Wildlife corridors are what is needed. Cllr Cross reported that she had attended a meeting where leaving areas for wild meadows had been discussed.
Update on repairs to the front of the pavilion where a post has come out.
Cllr Baylis has put some screws in the balustrade.
Update on replacement of gate at the top of the play area. Cllr Stevens will
purchase a half-meshed metal gate and the Parish Council will reimburse him for the cost.
Action: Cllr Stevens to purchase a half-meshed gate and the Council to reimburse him.
Any matters to note.
No other matters to note.
132/12/23. Finance
To approve any invoices or expense claims presented for payment. It was resolved to make the following payments:
D G Murphy - £115.00 grass cutting & strimming (Payment ref: 2324/22). To be paid on completion of strimming.
Mrs J Larcombe - £150.45 Clerk’s salary (Payment ref: 2324/23).
It was agreed that Cllr Mayer could be reimbursed for an additional length of Christmas lights and power cable she has purchased from TLC (Exeter) and light clips from Homebase. These have been purchased for the Christmas lights display in the village.
To note any receipts since the last meeting and the bank balances.
Since the last meeting there have been no receipts.
NatWest Current Account balance is zero. The Unity Trust Bank Current Account balance is £380.55 and the Unity Trust Bank Instant Access Account is £12,000.00 It was agreed to keep the current account balance at £500 with the balance being kept in the Instant Access account and transferred internally as required.
Update on the closure of the NatWest account.
The letter requesting the closure of the account has been sent to NatWest but they have not confirmed that they have closed the account yet.
To agree the budget for 2024-25.
A working party of Cllr Baylis. Cllr Levick, Cllr Cridland, Cllr Mayer and Cllr Stevens met before the meeting to produce a draft budget for 2024-25. This will be circulated to all councillors for comment before the budget is finalised at the Parish Council meeting on 8th January 2024.
To agree the precept for 2024-25.
This will be agreed on January 8th. The working party is proposing to increase the precept to £6,600 which would increase the Band D rate from £34.05 to £36.59.
133/12/23. Update on hanging the Saving Devon’s Treescapes certificate in the lobby of the village hall.
The certificate is to be hung in the lobby.
134/12/23. Update on the removal of the old BT Logo within the old BT Phone Box.
Cllr Baylis and Cllr Cross reported that they had tried to remove the BT logo but were unable to do so.
135/12/23. Correspondence.
The following correspondence was noted:
DALC Newsletters and notice of increased cost of subscription for 2024-25.
MDDC press releases
MDDC - State of the District Debate. Cllr Luke Taylor, Leader, has announced that the next State of the District Debate will be held on either 20th or 27th March 2024 and will be about how MDDC could work more proactively with the town and parish councils. All town and parish councils will be encouraged to sent representatives to the meeting.
136/12/23. To agree the meeting dates for 2024.
The meeting dates for 2024 will be Monday 8th January; 12th February; 11th March; 8th April; 13th May; 10th June; 8th July; 12th August; 9th September; 14th October; 11th November and 9th December.
Cllr Mayer gave her apologies for the meeting on January 8th.
The meeting closed at 9.05pm.