Agenda, decisions and minutes

Minutes of the meeting held on 11 September 2023 (previously circulated).

RESOLVED that the minutes of the meeting held on 11 Seprtember 2023 be signed as a correct record.

RESOLVED that the minutes of the meeting held on 11 Seprtember 2023 be signed as a correct record.

Items which in the opinion of the Chairman should be considered at the meeting as matters of urgency.

There was no item raised as a matter of urgency.

Report of the Director of Finance and Public Value (DF/23/105) on the County Farms Estate Revenue Monitoring Statement (Month 7) 2023/24, attached.

The Committee received the Report of the Director of Finance and Public Value (DF/23/105) on the County Farms Estate Revenue Monitoring (Month 7) 2023/24, noting the target surplus of £534,000 for 2023/24 and detailing income and expenditure to date.

Report of the Director of Finance and Public Value (DF/23/106) on the County Farms Estate Capital Monitoring (Month 7) 2023/24, attached.

RESOLVED that the Committee write to DEFRA to lobby for further grants for local authority landlords in accordance with the recommendations made to Government by Baroness Rock.

The Committee received the Report of the Director of Finance and Public Value (DF/23/106) on the County Farms Estate Capital Monitoring (Month 7) 2023/24, noting that the approved capital programme for 2023/24 included schemes totalling £750,000.

There had been an underspend of £31,018 in 2022/23 and an in-year receipt of £120,000, thus the balance of capital available to spend in 2023/24 amounted to £901,017.

The Land Agent updated the Committee as to the Slurry Infrastructure Grant and reported that DEFRA continued to be lobbied to unlock grants for local authority landlords.

The report at paragraph 2.3 showed the current five-year capital allocation for the County Farms Estate and Members wished to note their concern at the zero allocation for 2027/28.  Officers clarified this was a technical detail and hoped to update further at the next meeting.

It was MOVED by Councillor Dewhirst, SECONDED by Councillor Brook and

RESOLVED that the Committee write to DEFRA to lobby for further grants for local authority landlords in accordance with the recommendations made to Government by Baroness Rock.

Report of the Director of Transformatiomn and Business Services (BSS/23/10), attached.

(a)        Part Glebe Farm, Rattery

RESOLVED that 1.53 acres or thereabouts of land forming part Glebe Farm, Rattery and more particularly described as part NG 2244 and part NG 2854 be let to the Parish Council for community use only on a security of tenure excluded common law tenancy for a term commencing 25 March 2024 and terminating 25 March 2039, subject to terms being agreed.

(b)        Southacott Farm, Mariansleigh

RESOLVED that:

(i)          The tenant’s early surrender of Southacott Farm, Mariansleigh be accepted.

(ii)         Southacott Farm, Mariansleigh be advertised to let internally amongst existing tenants as a dairy progression opportunity and on a Farm Business Tenancy for a term of up to 20 years commencing 25 March 2024 and terminating 25 March 2044, subject to terms being agreed.

(iii)       Part Southacott Farm, extending to 15.49 acres or thereabouts and comprising existing woodland and steep ‘waste’ ground suitable for woodland restoration and additional woodland planting respectively, be retained in hand and utilised by the Council for environmental enhancement initiatives.

(c)        Thorne Farm, Ottery St Mary

RESOLVED that the existing lease granted to the Ottery St Mary Town Council be amended by way of a Deed of Variation to extend the leased area by approximately 100m² in order to facilitate an alternative access route to the skate park through the Kings School campus, subject to terms being agreed.

(d)        Middle Winsham Farm, Braunton

RESOLVED that:

(i)          The tenant’s proposed early surrender of Middle Winsham Farm, Braunton be accepted.

(ii)         Middle Winsham Farm, Braunton be advertised to let on the open market as a new entrant opportunity and on a Farm Business Tenancy for a term of seven years commencing 25 March 2024 (or as soon as practically possible thereafter) and terminating 25 March 2031subject to terms being agreed.

(e)        Mixing Barn Farm, Bovey Tracey

RESOLVED Mixing Barn Farm, Bovey Tracey be advertised to let on the open market as a new entrant opportunity and on a Farm Business Tenancy for a term of seven years commencing 25 March 2025 and terminating 25 March 2032, subject to terms being agreed.

(f)         Manor Farm, Holcombe

RESOLVED that

(i)          Manor Farm, Holcombe be advertised to let on the open market as a new entrant opportunity and on a Farm Business Tenancy for a term of seven years commencing 25 March 2025 and terminating 25 March 2032, all subject to terms being agreed.

(ii)       The 1954 Landlord and Tenant Act security of tenure excluded lease of part NG 0392 comprising part of the farmyard and former parlour and dairy buildings be renewed for a further fixed term of seven years commencing 25 March 2025 and terminating 25 March 2032, subject to terms being agreed.

(iii)    That the request from the ACTion on Climate in Teignbridge CIC to occupy land off Hall Lane, Holcombe to Create a Community Wildlife Area be refused.

(Councillor M Wrigley, Leader of Teignbridge District Council, attended in accordance with Standing Order 25(2) and spoke to item (f) Manor Farm, Holcombe.)

The Committee considered the Report of the Director of Transformation and Business Services (BSS/23/10) on County Farms Estate Management and Restructuring issues.

(a)        Part Glebe Farm, Rattery

It was MOVED by Councillor Yabsley, SECONDED by Councillor Dewhirst and

RESOLVED that 1.53 acres or thereabouts of land forming part Glebe Farm, Rattery and more particularly described as part NG 2244 and part NG 2854 be let to the Parish Council for community use only on a security of tenure excluded common law tenancy for a term commencing 25 March 2024 and terminating 25 March 2039, subject to terms being agreed.

(b)        Southacott Farm, Mariansleigh

It was MOVED by Councillor Yabsley, SECONDED by Councillor Brook and

RESOLVED that:

(i)          The tenant’s early surrender of Southacott Farm, Mariansleigh be accepted.

(ii)         Southacott Farm, Mariansleigh be advertised to let internally amongst existing tenants as a dairy progression opportunity and on a Farm Business Tenancy for a term of up to 20 years commencing 25 March 2024 and terminating 25 March 2044, subject to terms being agreed.

(iii)       Part Southacott Farm, extending to 15.49 acres or thereabouts and comprising existing woodland and steep ‘waste’ ground suitable for woodland restoration and additional woodland planting respectively, be retained in hand and utilised by the Council for environmental enhancement initiatives.

(c)        Thorne Farm, Ottery St Mary

It was MOVED by Councillor Yabsley, SECONDED by Councillor Brook and

RESOLVED that the existing lease granted to the Ottery St Mary Town Council be amended by way of a Deed of Variation to extend the leased area by approximately 100m² in order to facilitate an alternative access route to the skate park through the Kings School campus, subject to terms being agreed.

(d)        Middle Winsham Farm, Braunton

It was MOVED by Councillor Brook, SECONDED by Councillor Gent and

RESOLVED that:

(i)          The tenant’s proposed early surrender of Middle Winsham Farm, Braunton be accepted.

(ii)         Middle Winsham Farm, Braunton be advertised to let on the open market as a new entrant opportunity and on a Farm Business Tenancy for a term of seven years commencing 25 March 2024 (or as soon as practically possible thereafter) and terminating 25 March 2031subject to terms being agreed.

(e)        Mixing Barn Farm, Bovey Tracey

It was MOVED by Councillor Yabsley, SECONDED by Councillor Dewhirst and

RESOLVED Mixing Barn Farm, Bovey Tracey be advertised to let on the open market as a new entrant opportunity and on a Farm Business Tenancy for a term of seven years commencing 25 March 2025 and terminating 25 March 2032, subject to terms being agreed.

(f)         Manor Farm, Holcombe

Councillor M Wrigley spoke in support of the request from the ACTion on Climate in Teignbridge CIC to occupy land off Hall Lane, Holcombe to create a Community Wildlife Area.

The Committee considered and discussed the request from ACTion on Climate in Teignbridge CIC, as set out  ...  view the full minutes text for item 107.

Report of the Director of Transformation and Business Services (BSS/23/11), attached.

RESOLVED that:

    (a)  the actions reported by the land agents to improve traceability of repairs and maintenance requests made by Tenants be noted;

    (b)  the proposal to report the questionnaire results and proposed actions to improve traceability of repairs and maintenance requests made by Tenants in the Estate Winter Newsletter be endorsed; and

    (c)  the feedback confirming Members’ beliefs that Norse require more funding to employ additional qualified Land Agent resource be explored at the earliest opportunity with Officers of the Council.

The Committee considered the Report of the Director of Transformation and Business Services (BSS/23/11) on the Results of Tenants’ Questionnaire 2023.

An anonymous questionnaire had been sent out to 70 Devon County Farms Estate Tenants in May and June 2023 in order to gather feedback on their experiences.  Overall, participation was very low with just 26% (18) of tenants responding. 

Of the feedback received, there were two notable areas that warranted further investigation and potential improvement:

- slow response rates for either South West Norse building surveyors and/or Devon County Council to attend to both programmed and unforeseen repairs and maintenance.

- Tenants being unclear on how to and who to communicate compliments or complaints.

Discussion points included:

·       That damp issues were taken very seriously, but it was not always possible to fully mitigate damp issues at the first attempt in old historic farmhouses constructed in wet and difficult locations.

·       That questionnaires should be carried out more frequently with a choice of how to feedback (via email or by post).

·       To congratulate the agents for having ‘happy tenants’.

·       That the Tenants’ Guide appended to the report looked amazing!

It was MOVED by Councillor Yabsley, SECONDED by Councillor Brook and

RESOLVED that:

    (a)  the actions reported by the land agents to improve traceability of repairs and maintenance requests made by Tenants be noted;

    (b)  the proposal to report the questionnaire results and proposed actions to improve traceability of repairs and maintenance requests made by Tenants in the Estate Winter Newsletter be endorsed; and

    (c)  the feedback confirming Members’ beliefs that Norse require more funding to employ additional qualified Land Agent resource be explored at the earliest opportunity with Officers of the Council.

Report of the Director of Transformation and Business Services (BSS/23/12), attached.

RESOLVED that:

(a)        Literature be produced and circulated to tenants signposting them to existing mental health support, possibly within the winter newsletter.

(b)        A series of training events be arranged for tenants to discuss mental health, signs and symptoms to be aware of, and steps that can be taken to improve mental health resilience, subject to funding being made available.

(c)        Norse Land Agents be provided with mental health awareness training to ensure early indicators are capable of being identified and tenants can be signposted to appropriate sources of support.

(d)        Periodic ‘pasty and pint nights’ be arranged for tenants to get together with the Land Agents to meet and chat on an informal basis.

(e)        A business case be prepared to consider adopting more of the initiatives already implemented by the Duchy of Cornwall’s ‘Tenants Support and Wellbeing Service’ that cannot be delivered without additional funding being made available.

The Committee considered the Report of the Director of Transformation and Business Services (BSS/3/12) on Mental Health Strategy.

In February 2023 the Farm Safety Foundation Charity published research suggested that 94% of UK farmers under the age of 40 ranked poor mental health as the biggest hidden problem facing farmers today – a rise of 10% since 2018.

The Royal Agricultural Benevolent Institution’s Big Farming Survey conducted in 2021 revealed that 36% of farmers in the UK were probably depressed, while 47% were constantly struggling with anxiety. Of the 15,000 respondents involved in the survey, only 8% of women and 12% of men reported having good mental wellbeing.

Fortunately, the crisis was being recognised by the industry and much work was being done to improve awareness within professionals such as vets who work closely with the farming community and to promote the problem, remove stigma, and encourage farmers to talk.

The Committee were in support of the proposals.

It was MOVED by Councillor Brook, SECONDED by Councillor Chesterton and

RESOLVED that:

(a)        Literature be produced and circulated to tenants signposting them to existing mental health support, possibly within the winter newsletter.

(b)        A series of training events be arranged for tenants to discuss mental health, signs and symptoms to be aware of, and steps that can be taken to improve mental health resilience, subject to funding being made available.

(c)        Norse Land Agents be provided with mental health awareness training to ensure early indicators are capable of being identified and tenants can be signposted to appropriate sources of support.

(d)        Periodic ‘pasty and pint nights’ be arranged for tenants to get together with the Land Agents to meet and chat on an informal basis.

(e)        A business case be prepared to consider adopting more of the initiatives already implemented by the Duchy of Cornwall’s ‘Tenants Support and Wellbeing Service’ that cannot be delivered without additional funding being made available.