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87

Minutes for the meeting of Colyton Parish Council held in the Memorial Hall on Monday 9th March 2020 at 7.00 pm

The Chairman request that those people recording the meeting declare so and conform to Standing orders Present: Cllrs H West, E Jones, K Clifford, A Jarman, J Gardiner, A Parr, C Pady, J Hay and C Denny. Also in attendance: DCC Cllr M Shaw, EDDC Cllr H Parr and S Haines (clerk) Members of the public: 6

20/03/88 Receipt & Approval of apologies for absence. Apologies from Cllrs P Arnott, S Real, R Turner and R Watts. 20/03/89 Declarations of Interest None 20/03/90 Police Report: Clerk has written to the police to ask for more information on these reports if we do not have an officer attending the meeting. No response was given, it was suggested to try again. Police Report: Colyton KN3C FROM: 01/02/2020 TO: 28/02/2020

CRIME NUMBER DATE OFFENCE DESCRIPTION CR/12467/20 10/02/2020 Inappropriate messages sent CR/13329/20 14/02/2020 Criminal Damage to vehicle (Arson) CR/15170/20 14/02/2020 Criminal Damage to vehicle (windscreens damaged) Total = 3

20/03/91 Public Question time (maximum 15 minutes) A resident asked if he could move the bench that is situated in ‘no mans land’ at the top of The Butts, it is a very good bench but it is currently facing a tree, could it be moved to people could sit on it? Cllr Hays family put that bench in and he does not have an issue with it being moved, this will be discussed in the next meeting. He then asked about the Petanque courts and stated that there would need to be enough funding to provide two courts as one court would not be enough for the number of potential members. Another resident then stood and thanked the Councillors who responded to his Email RE a letter written by Cllr Pady, he stated that some Councillors are still to reply. Some Councillors did not know about this letter. Cllr Parr advised that this situation was spoken about and dealt with at the previous meeting and did not need to be spoken about again. The resident then spoke about the footpaths. Cllr Pady stated that we are under the P3 scheme and work with East to maintain our footpaths, we have money in a separate account which is used when needed. Any complaints should be Emailed to the clerk and if our wardens can do the work then they will but if not we contact . Cllr Pady also stated that our footpaths were in good condition and the wet weather needed to be considered when making a complaint. The resident then spoke about the Green Wedge celebrations, he accused Cllr Pady of approaching developers and inviting developments. Cllr Pady strongly denies this and Cllr Parr argued that there is no proof of this happening. The resident then moved on to the 15 new trees that have been plated around Colyford Playpark. He asked who would maintain the trees, Cllr Pady confirmed that the parents who helped plant the trees would manage them alongside the Parish Council. The resident asked how much it costs to empty the bins and asked if the bin in the Playpark could be moved to Coly Road? Cllr Pady explained that the bin was specifically for the play park and a new bin would need to be applied for. The resident then started that the Goosefayre committee had been approached and requested that they fund the Colyford gateway grass cutting, could the Parish Council not fund this? Cllr Parr stated that the Parish Council are not responsible for that piece of land. The last concern raised by this resident was the publication of the minutes, he requested that the draft minutes be published straight away before they have been approved. Cllr Parr stated that we should wait to publish once the minutes are approved, this will be discussed on the next agenda.

20/03/92 Approval of the minutes of Parish Council Meeting held on 13th January and 10th February 2020. Both sets of meetings were approved and signed. Proposed by Cllr West, seconded by Cllr Jones and agreed by all. 88

20/03/93 Matters arising from the Minutes Cllr Jones stated concern over the gas metre installation at the Reece Strawbridge Centre. 20/03/94 Report from County Councillor – see Appendix A Cllr Clifford thanked Cllr Shaw for the highways report from their last meeting and stated how disappointed everybody was that Stephen Kelly did not attend the meeting. He asked who Mr Kellys boss is and stated that he needs to be notified. Mr Kelly did attend a site visit to Bath House in Colyton to look at the reported blocked drain which causes mass flooding throughout the town during heavy rainfall but he did not bring the necessary equipment and so could not assess the situation. This was a few weeks ago and he has not been back since. Cllr Jones also reported that Fairview lane is in a really bad state with potholes, a young lady came off her bike and had to go to hospital, Cllr Shaw confirmed he would report this during the next Highways Meeting. 20/03/95 Report from District Councillors EDDC Cllr H Parr read through her report. – see Appendix B 20/03/96 Report from Meetings Attended Cllr Hay reported on the Peace Memorial Playing Fields meeting, he said they are ticking along nicely and plan to hold a fundraising event after the Monmouth Rebellion. It was pointed out that this event has now been cancelled. Cllr Denny reported on the Fabric Committee meeting, every 5 years the church has a quinquennial report, this is due this year. The PCC do a really good job keeping the church and it is a good state of repair. There will be a new heating system installed at the back of the church and also new lighting. 20/03/97 Highways Ref TTRO2034837 Temporary prohibition of through traffic and parking. Road from Mounthill Cross to Venlake Cross) Road between Colyton and Whitford. From Monday 23rd March – Friday 27th March 2020 for a maximum of five days. This is considered necessary to enable jetting works.

Ref TTRO2034332 Temporary prohibition of through traffic and parking. Whitwell Lane, Colyford. From Monday 13th April – Wednesday 15th April 2020 for a maximum of five days. This is considered necessary to enable leak investigation.

Cllr Pady reported there has been a huge amount of damage in the lanes surrounding Colyton which were heavily used during the Coly Road closure, there have been crushed ditches and multiple large potholes have opened up. Cllr Parr requested Cllr Pady make up a full report and bring it to the next meeting.

20/03/98 Correspondence a) The Rural Bulletin b) GB Spring Clean 2020 – do we want to take part? Clerk to re-send information c) Devon Communities together membership? Clerk to re-send information. d) Minutes received and circulated from Social Club meeting. e) Email from DC Cllr Shaw about the road at Holmbush – flooding and potholes. f) Letter of thanks sent in by resident for the Emergency Bus service provided by the Parish Council during the Coly Road closure. g) Rural Strategy road shows 2020 h) Commissioner Newsletter – February Edition i) Insurance certificate from South Essex Insurance Brokers confirming cover for funeral directors. j) Rural Funding Digest – March Edition.

20/03/99 Finance Minutes of the Finance meeting held 24th February (Appendix U) to be noted Accounts to be approved for payment

Cheque Name Work VAT Total # DD Opus Energy Electricity for workshop 4.00 .20 £4.20 89

DD Talk Talk Broadband & Telephone 35 7 £42.00 BACS Cash Toilet Caretaker Invoice for February. £100 BACS Halcyon Grounds Maintenance – Feb 2020 468.33 93.67 £562.00

The above accounts were approved for payment, proposed by Cllr West, seconded by Cllr Jones all agreed. a) Approval of BACS payments from the Finance meeting held 24th Feb 2020. This was approved and signed by the chairman in the absence of the finance chair and vice chair. Proposed by Cllr West, seconded by Cllr Jones all agreed. b) Procurement of payments – Cllr Jones Emergency Plan c) Quotes for new computer for clerks office. Cllr Pady proposed we go with the quote from Mike Williams, seconded by Cllr Jones and agreed by all. d) Confirmation of receipt of £1000 from Cllr Shaws locality budget towards Emergency Bus. Council to look into reimbursement from developers for cost of the Emergency Bus service, this will be on the next finance meeting agenda. e) Clerk requests Tuesday 24th March as a day off in lieu. Agreed

20/03/00 Planning Minutes of the meeting held Monday 24th February (Appendix V) to be noted

a) Planning Applications

b) Planning Decisions

19/2688/COU Unit 2C Colyton Business Park, Wheelers Yard, Colyton – Mr Dayment – Retrospective change of use from business use (B1) to general industrial use (B2) APPROVED with conditions.

19/2419/CPE The Tithe Barn, , Colyton – Mr & Mrs Cox – Certificate of lawfulness for the use of the annexe as an independent dwelling house – CPE APPROVED.

20/0094/ADV Land at Colyford Common, Seaton Wetlands – Mrs J Nunn – 12 non illuminated information signs – APPROVED with conditions.

c) Planning Correspondence

Cemetery Application for additional inscription on headstone to add wife’s name to husband’s headstone. Application accepted. Application for a headstone with vase incorporated. EROB has been purchased. Application accepted.

20/03/01 Amenities Cemetery trailer tarpaulin and hooks. Tarpaulin has been acquired at 0 cost to the Council, it potentially comes with its own hooks, huge thanks to Cllr Jarman for providing this. The Council needs to look at potentially river gravelling the track leading to Heathayne pit where we dump our soil from the cemetery, the track is very slippery, Cllr West stated that Wiscombe would happily have the soil for free and Tom Palmer would drive it there. This will be discussed at the next meeting. Location for Colyton Primary Schools 40 trees. 20 trees of native variety have already been planted. Request to plant native trees at Colyford Playpark between the park and the hedge. 15 trees have already been planted around the playpark, these will be monitored by the parents who planted them and Mr Rollings. Allotment lower hedge laying. The lower plots on the allotment are being overshadowed by the high hedge, it needs to go on to the agenda in September to lay this hedge, and the mature trees will have to be left. Cllr Pady advised that the Sandpit Lane diversion scheme is working very well, thanks to Tony Underdown, Dave Selway and Adrian White. Also Bluebell day is Sunday 26th April up at Holyford Woods. 90

20/03/02 Neighbourhood Plan - Nothing to report. 20/03/03 Reece Strawbridge Centre - Cllr Parr reported that The Parish Council is still not named on the insurance documentation, it clearly states on the lease that the landlord and the tenant must be named. Unfortunately Cllr Arnott was not in attendance of this meeting to comment. Back in 2007 the Reece Strawbridge Committee had enough money to build the building but not enough to buy any land, the Parish Council were approached and agreed to lease the land at peppercorn rent on a long lease. Cllr Arnott was on the Parish Council at the time. The current insurance is up for renewal this coming July, under the advice of our solicitors the Parish Council wish to see the new insurance document with the Council named on the certificate during the August meeting. 20/03/04 Emergency Plan Cllr Jones reported that the Finance committee would be approached soon as funding will be needed. Letters have been sent out to potential rest centres and shelters asking for their details and for permission to use them in an emergency. Roles for volunteers are being established and enquiries for any skills e.g. experience with working with children or first aid etc. are being made. 20/03/05 Speaker for Annual Parish Meeting Cllr West approached James Chubb to ask if he could do a 15 min talk on the wetlands and conservation, unfortunately he is busy but said he could organise one of his colleagues to come and talk. This was agreed. 20/03/06 Declaring a Climate and Biodiversity Emergency Cllr Gardiner proposed we ask for more information, what does this involve and what would the costs be? This was seconded by Cllr Clifford and agreed by all. 20/03/07 Communications – Spring Newsletter Cllr Watts is the lead on this and he was not present at the meeting, he sent the following statement to the clerk to read out – Thank you for all your inputs, I will circulate the draft spring newsletter to all councillors this week for comment and any corrections. Responses by 16th March please. The final version will then be circulated for review and approval prior to the Finance and Planning meeting and thence publication on 31st March. 20/03/08 Standing Orders report from sub-committee Cllr West reported that the sub-committee have been through everything, at the last Finance meeting it was agreed that Standing Orders and Policies should be separated, that has been done and the clerk has sent this out to all Councillors. The report of all actions taken has also been sent out. Cllr Parrs only worry was the vote by ballot where it says results will be recorded, this implies people will be named and it is a secret vote. Cllr West agreed that the wrong wording had been used. This will be re-worded and bought to the Finance meeting for approval. 20/03/09 Items brought to the CPC’s attention after the agenda had been published – to be noted 20/03/10 Matters to be taken into Committee 20/03/11 Dates of future meetings Finance & Planning – Monday 23rd March Colyton Parish Council Meeting – Tuesday 14th April Annual Parish Meeting – Wednesday 22nd April at 7:30pm

Meeting Closed 20:25 Appendix A

County Councillor’s Report, March 2020 Coronavirus preparations I asked for a report on this at the Council on 20th February and this was the reply: ‘Public Health (has) put in place arrangements to contain the spread of the virus which are currently being implemented with all immediate changes required according to the status of the outbreak. ‘When the World Health Organisation described the outbreak as public health emergency of international concern, the NHS and immediately implemented enhanced planning arrangements for Covid-19 and continue to do so on a daily basis. As an example of the planning activities going on, Devon County Council’s Director of Public Health chairs a daily teleconference which includes emergency planning, social care and human resources. NHS providers in Devon also currently have regular teleconferences, chaired by the NHS Devon Clinical Commissioning Group, which includes the three Directors of Public Health. We also participate in a call with PHE and the universities in the South West. ‘Communications are being led by the Department of Health and Social Care/Public Health England and are cascaded by our own communications team. In addition, the Local Resilience Forum, through its networks of emergency planning staff, have been reviewing the updated Devon and Cornwall Pandemic Influenza Plan and its supporting plans. Should a Covid-19 Pandemic be declared, this plan will be implemented immediately.’ Coly Road closure 91

This closure has caused very significant disruption. I worked with Colyton Parish Council and Highways to establish the responsibilities of the works promoters and to get the road reopened as soon as possible. When we became aware of the disruption to the 885 bus service, I offered the Parish Council £1,000 from the Locality Budget towards the replacement bus service which was run successfully through the closure period. Flooded section of Colyton to Sutton Tip road I have been working with Stephen Kelly, the Neighbourhood Highways Officer, to get the chronic flooding over a 50- yard stretch dealt with, and I put down a written question about the issue at the County Council on 20th February (in discussion, I asked if it would have taken so long to resolve this problem had it been on a road between urban centres). The same day as the Council meeting, the flood was cleared by the vactor jetter. Stephen also reports: ‘There is some evidence that the landowner has cleared some of the debris however they will need to start clearing the pipe under their land as this will not take too much to block again in its current state. I will contact the landowner and advise. I will also arrange for the large defect pothole that has opened up to be repaired.’ Primary schools shake-up (Colyton and Seaton) The proposed transfer of Colyton to a Multi-Academy Trust is proceeding, and the governors have organised another meeting for parents early next month. Proposals have also been developed to dissolve the Axe Beacon Federation so that Seaton Primary will now be freestanding, but with assistance from another federation. I asked a question about this at County Council, and said that there should have been more consultation with parents and staff. I shall be meeting the Axe Beacon Chair of Governors and a member of the Devon schools governance team early in March to discuss the situation. A35 I attended a meeting organised by Kilmington and parish councils, with Colyton, , Shute and also in attendance, where Highways England reported that the Average Speed Camera scheme, including crossings in Wilmington, is now going forward for detailed work and value management assessment. The earliest it will be built is 2022-23. 20 mph speed limits The County is exploring a possible policy change in the direction of more widespread 20 limits in town and village centres. Work is progressed on how a town-wide 20 trial scheme may be delivered for . As the project develops there will be extensive consultation with partner organisations. Seaton Town Council has supported the principle of a town-wide 20 scheme and if Colyton and Beer are interested in similar proposals, I would put forward a division-wide proposal with a view to putting ourselves at the head of the queue, if and when 20 limits are more widely rolled out. Speed Watch The Police have been piloting CSW Online, with plans to roll out across the whole force area during March and April 2020. Seaton Down Hill markings I asked for an explanation for the removal of the road markings. They will be re-done to fit the new 40 limit, but work had been delayed due to the weather. Light pollution I proposed a motion at Council asking for us to assess the Council’s external lighting in the light of the severe risks to insect populations of excessive lighting. The Council will be investigating what steps it can take and I have drawn their attention to the research programme at University with which they might cooperate.

Appendix B

District Councillor Helen Parr Report March 2020 1. Corona virus- Reliable information can be found on both these websites- https://www.nhs.uk/ https://www.gov.uk/government/publications/coronavirus-action-plan/coronavirus-action-plan-a-guide-to-what-you-c an-expect-across-the-uk Blackdown House was closed on Fri pm. but is now open as usual. An employee returned from an area identified as high risk in relation to Coronavirus and was displaying cold like symptoms. The individual concerned was not in the building on Wednesday only returning to work on Thursday. In addition, the person would have limited exposure around the building due to the nature of their work and physical location. 92

Following the precautionary step to close the building, it has been cleaned in accordance with Government guidelines. The employee who returned from Italy is being tested and although showing no symptoms will of course remain self-isolated as per advice from Public Health England. Anyone returning to the UK from somewhere with a higher risk of coronavirus should not go into work but should self -isolate, and call 111. The NHS website www.nhs.uk has all the advice you will need and some helpful questions and answers. 2. Flybe The collapse of Flybe is a very serious blow to the SW economy and of course to employees. Statement from The Economic Development Officer at EDDC- If you know anyone affected by recent redundancies, the most comprehensive and up to date information resource to share with them is produced by Job Centre Plus at https://bit.ly/2TEky2W Local authority Economic Development teams across the area are coordinating a series of redundancy response events, similar to those already being led by EDDC in . The Exeter Jobs fair is the first of these, taking place at Exeter Corn Exchange Tuesday (10 March) from 10am to 2pm. The event, which will be free to attend, will primarily be for those affected by Flybe going into administration, as well as supply businesses that may also be impacted. Companies and organisations will be on hand to offer support, guidance and advice. These include Job Centre Plus, EDDC, Exeter College, National Careers Service and Learn Devon. Further events will be marketed online and on social media. 3. Report on Relocation of EDDC Offices- After 1 year in and in - *Immediate and ongoing savings through reduced operating costs: £191,568, and continuing every year thereafter * Effective use of capital investment on modern rather than outdated buildings *Energy savings and an 80% reduction in CO2 emissions * Delivery of the project within budget *A 20% increase in capital receipt on the original agreed base sale price from £7.5m to £9.0m. Extract from SWAP [S.W. Audit Partnership] report- ‘There is evidence to demonstrate that the proposed benefits hav e been realised. This includes the reduced running costs and avoidance of the significant Knowle repair bill. The benef its of flexible and modern office accommodation that reflects the new ways of working are also evident.‘