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Present: - Councillors P Cook, N Crombie, M Green, A Johns (Chairman), G May,
Ms A Mayoh (part), F Scott, S White and Mr R Jacob (Parish Clerk)
2409/1 PRAYER
The Clerk led the Council in prayer.2409/2 APOLOGIES
Cllr C Harper (Chairman).
2409/3 POLICE REPORT
a) Crime: - In the absence of Constable Parker (who had previously tendered
his apologies) Council was addressed by Constable Helena Searle. She said
Instow Parish had had little crime over the summer period (16.7.04 to 16.9.04)
with the exception of the following - one offence of criminal damage (car boot
lid scratched), theft of a quantity of fishing tackle (from a boat moored in
the estuary), and an assault (of a domestic nature) where the offender had
been arrested and charged. Constable Searle then went on to report that
several incidents of a minor sexual nature had been reported during the period
30.7.04 to 7.9.04 and that each had occurred at the bottom sandhills situated
to the Barnstaple side of the Cricket Club. Constable Searle reassured Council
and parishioners that Police were continuing to monitor the area and that some
men had been given suitable advice as to their future conduct. (Noted)
The Clerk informed Constable Searle there was some "suggestion" (unproven)
that the toilet block near to the entrance to the sand dunes car park was
being used for immoral purposes and she agreed to pass this on to Constable
Parker so that suitable attention might be paid to the area. (Action:
Constables Searle/Parker)
2409/4 PARISHIONERS
a) Skip - Large Rubbish: - A parishioner enquired whether a skip might be
provided within the parish so that large items of rubbish might be disposed
of. A discussion ensued on initiatives of a similar nature that had taken
place in the past and of the difficulties that were now being experienced as
regards waste disposal and related costs. After discussion it was RESOLVED
that no positive action could take place in the circumstances and that
parishioners would have to pay NDDC for such disposals or take them personally
to a local re-cycling centre. Cllr Cann said it was his intention to review
the re-cycling of bulky goods in the near future especially in relation to the
impact on wanton disposal of such items in the countryside. (Noted)
b) Erection of 4 dwellings, garages and access at land at Lane End Road,
Instow (Planning Reference No 35529):- A parishioner expressed concern at the
current building activity that was taking place at this location in that the
dwellings under construction did not appear to accord with the approved plans
(i.e. too close/high) and that the new hedge that had been erected on the main
road side of the site was in danger of collapse as a result of activity on
site. He said he was also concerned at the recent application to increase the
height of one of the houses by the introduction of an additional storey (see
item 2409/11 (i)). He also requested clarification on the future of the toilet
block adjacent to the site - this he was given (see items 2409/11 (c) and
(j)). After discussion Council RESOLVED to approach NDDC’s Planning Department
and request that a planning enforcement officer visit the site to address the
issues of concern. The Clerk said he had recently received a call from a
parishioner expressing similar concerns coupled with the fact that unsuitable
materials (i.e. plastic cladding) were currently being use and which were
totally unacceptable for a conservation area. (Action: The Clerk)
c) Wheelie Bins - Introduction: - A parishioner enquired when these were to be
introduced in the parish of Instow. Cllr Cann said one wheelie bin would be
provided to each household and another could be purchased at a cost of £15 -
there would be no extra charge to empty additional bins. He said it was hoped
to roll out the programme by November 2004. (Noted)
d) Marine Parade - Traffic Speed: - A parishioner said she was of the belief
that traffic speeds along the seafront were on the increase coupled with
excess noise. Cllr Cann said he was hopeful the proposed 20 mph speed limit
for this stretch of highway would soon be introduced and that this would
result in more responsible driving by motorists. He added that once put in
place a monitoring process would ensue and that said statistics could
subsequently be considered by IPC. (Noted)
2409/5 REPORT COUNTY COUNCILLOR R CANN
a) General: - Cllr Cann reported upon the disposal of waste oil (see item
2407/5 (iii) - use of private waste management companies/re-cycling centres),
school transport (provision of transport for children in parish not eligible
for DCC scheme), Instow beach re-profiling (see item 2409/8 (a) below),
Yelland Power Station - planning application (No. 02.27/37813/04) to extend
period for capping of ashbeds (granted by DCC for a further 2 years - not 3 as
applied for), Green Sweep Rollout (unlikely to commence until November 2004)
and Charter Toilets at Sand Dunes and Quay Car Park (see items 2409/11 (c) and
(j)). (Noted)
b) Car Park - Quay Car Park, Instow: - Cllr Cann reported that NDDC’s
Executive had been recommended by its Officers to consider using this car park
itself in future years (and to cease leasing it to IPC for the summer period)
but that no action was being taken until the parish council had been formally
consulted. After discussion IPC RESOLVED to record it was extremely
disappointed to be "unofficially" made aware of this situation through the
auspices of the local press (w/c 14.9.04) prior to "official" consultation
being instigated by NDDC. (Noted)
2409/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWNAlthough Cllr L Brown was
present she said there was little she could report that hadn’t already been
covered by Cllr Cann. (Noted)
2409/7 MINUTES
It was RESOLVED that the July Minutes of Instow Parish Council be approved and
signed. (Noted)
2409/8 MATTERS ARISING FROM THE MINUTES
a) (Item 2407/8 (a)) - Sand on Marine Parade/DCC Strategy: - Cllrs were
provided with a draft copy of the proposed "Instow Beach Re-profiling" work
strategy of DCC and the NDCCS as provided by Andy Bell. After discussion it
was RESOLVED to support the strategy although it was felt that it was
necessary to draw attention to the sand problem at the rear of the sand
dunes/to the rear and east of the Boathouse bus shelter where it had reached
wall height level and was continually blowing onto the footpath/pavement. This
on-going issue didn’t seem to have been catered for in the draft strategy.
(Action: The Clerk)
b) Item 2407/9 (i) (a) - Alliance Meeting - Westleigh Parish Hall - 9th
September: - (i) The Clerk and Cllr May provided an update i.e. the meeting
was actually held at Instow Parish Hall (Westleigh Parish Hall being double
booked) with presentations being given on "Community Safety and Anti-Social
Behaviour", "Work of the North Devon Voluntary Action Forum" and discussions
on "Parish Plans, Parish Issues and Quality Parish Council status". The Clerk
said the next meeting had been provisionally arranged for Wednesday 12th
January 2005 at 7.30 pm. - venue to be advised. (Noted)
(ii) Following a discussion about the poor turnout of Cllrs and parishioners
to these meetings it was RESOLVED to suggest to DCC/NDDC that they be more
widely advertised/marketed throughout the relevant parishes and that one
medium for this purpose should be the parish magazines. It was also said that
"items for discussion" needed to be given a great deal more thought and the
organisers would appreciate any suggested topics. (Action: The Clerk)
c) Item 2407/9 (i) (f) (ii) - Instow in Bloom (IIB) Flier - Footpaths: - The
Clerk provided an update to IPC following his recent discussions with Peter
Yeo. He said that IIB were prepared to include parish footpath details on
their proposed new IIB flier and that Peter Yeo was in liaison with the DCC
footpath coordinator. (Noted)
d) Item 2407/12 (ii) - Parish Emergency Plan: - IPC discussed the future
strategy for the production of a draft plan for subsequent consideration and
approval of Council; it was noted that relevant papers had been circulated by
the Chairman to Cllrs for perusal and consideration during summer recess. It
was RESOLVED to defer the matter until the next meeting and for IPC’s
Emergency Planning Sub Committee (IPC’s EPSC) (Cllrs Harper, Cook, Johns &
Scott) to meet up asap thereafter and prepare a draft plan. (Action: IPC’s
EPSC)
e) Item 2407/12 (iv) - Recycling Shed - Quay car Park: - The Clerk referred to
an email (dd 16.7.04) from him to Cllr Cann and his response (by email dd
16.7.04) namely; "NDDC intends to remove the hut once the rollout (green
boxes/bags) has been completed. They are subject to vandalism and misuse that
will be better controlled with the new system. NDDC believes the new system
will be able to cope with normal households." Cllr Cann added that a bottle
bank might be installed in due course although these often initiated
complaints of noise. (Noted)
2409/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
(a) Letter (dd 22.7.04) from The Planning Inspectorate, Bristol concerning
"Countryside and Rights of Way Act 2000 - Section 6(2). Appeal by The Trustees
of the Tapeley 1991 Life Interest Trust - Instow Sandhills, Instow": - The
Clerk reminded Council of the response it made (28.7.04) when originally
consulted on the Draft CROW Map of registered common land and open country and
of his liaison with the Chairman on receipt. He said it had been agreed at
that time to take no further action - IPC RESOLVED to ratify that decision.
(Noted)
(b) Email (dd 23.7.04) from NDDC reference "Water Quality - Instow": -(i) The
Clerk advised IPC that for the period 5.5.04 to 17.7.04 the water quality
tests for Instow had been recorded as "Good (x2) and Excellent (x 9)" and that
further details were available for their perusal if required. (Noted)
(ii) The Clerk referred to an email from The Environment Agency (EA) (dd
26.7.04 - via TTEF) that confirmed these water quality test results. (Noted)
(iii) The Clerk referred to further emails from NDDC and EA that confirmed
subsequent water quality tests (after 17.7.04) were also "good/excellent".
(Noted)
(c) Email (dd 22.7.04) from Clerk to Cllr Cann (and his email response dd
22.7.04) reference Sandhills Toilets - Sale to Developers": - The Clerk said
this email had arisen as a consequence of a rumour heard within the parish by
the Chairman. Cllr Cann confirmed there had been an offer by the developers of
the adjoining site to purchase these toilets but that NDDC still intended to
provide the new charter toilet on the existing site; the alternative site
would have been in the sandhills car park but the demands of the owner were
too great to pursue this option. (See item 2409/11 (c)). (Noted)
d) Email (dd 29.7.04) from Barbara Haddrill concerning "Adopt a Beach Scheme":
- (i) The Clerk said he had passed this message on by email (dd 30.7.04) to
the Chairman for onward transmission to Instow’s "adopt a beach" leader - Val
Robson. (Noted)
(ii) Email (dd 19.8.04) from Chairman IPC reference "Marine Conservation
Society - Adopt a Beach Forum Meeting - Braunton on 6th September": - The
Clerk reported that Cllr Johns (Vice Chairman) had attended this meeting to
represent IPC. Cllr Johns said the meeting had been worthwhile and most
interesting; regular sessions are held on Instow beach to clean up the rubbish
(next session - Sunday 19th September at 2.30 pm) - over 100 countries take
part in this initiative. (Noted)
e) Telephone call (dd 11.8.04) with Mr Tim Royal of Knight Frank concerning
"The Crown South West Marine Estate: Lease to Instow Parish Council" - (see
item 2405/10 (e) - Lifeguard Provision): - The Clerk reported he had spoken to
Mr Royal with a view to soliciting a response to his letter of 24th May and
which had been acknowledged verbally by Mr Royal on or about the 26th May; the
Clerk said no response had been received despite Mr Royal telling the Clerk he
would be liaising with the Crown Commissioners (CC) and would report back asap.
Mr Royal informed the Clerk that no reply letter would be forthcoming but that
his professional opinion was that IPC needed to (a) make an offer to the CC to
enable them to "withdraw" from the lease, (b) arrange for it to be assigned to
a third party or (c) let the lease run for its full term. After discussion IPC
RESOLVED to defer this matter for deliberation and further discussion at the
next meeting. (Noted)
f) DAPC Annual Report 2003-4 (received 21.8.04) and details of DAPC AGM at
Exeter University on Saturday 25th September 2004: - The Clerk reported upon
his attendance at this AGM and said a report would follow at the October
meeting of IPC. He said there was to be a seminar on the "Quality Council
Scheme" which would be of great interest to IPC. (Noted)
g) Email (dd 23.8.04) from DCC (Public Rights of Way Officer - PROWO)
reference "Instow Quay Jetty": - (i) The Clerk said that this email advised
IPC that DCC’s Public Rights of Way Committee was to consider this issue at it
meeting of Tuesday 7th September 2004 and that its decision and minutes of the
meeting would follow in due course. (Noted)
(ii) The Clerk referred to a further email (dd 15.9.04) from PROWO stating
this issue had been considered by DCC’s PROW Committee (7.9.04) and its
resolution was: - "recommendation for the claim on Instow Quay was accepted
and no order was made." He said the minutes and associated papers of the
meeting in question would follow in due course. (Noted)
h) Letter (dd 19.8.04) from Office of Deputy Prime Minister concerning
"Consultations on (i) Draft Code of Conduct for Local Government Employees and
(ii) A Review of Restrictions on the Political Activities of Local Authority
Employees and Pay of Political Assistants": - The Clerk outlined the content
and said any response was required by the 19th November 2004. He agreed to
review the papers and report back to IPC at the next meeting, (Action: The
Clerk)
i) Letter (dd 2.9.04) from DCC (Tim Wormleighton Principal Archivist)
concerning "Receipt for some typescript notes deposited with his office by Pam
Cantle - Instow during World War Two etc": - The Clerk outlined the content of
this letter. (Noted)
j) Letter (dd 3.9.04) from DCC concerning "Temporary Traffic Order - Lane End,
Instow" for approximately 18 days from 27th September: - The Clerk advised IPC
that this order was to enable Catalyst Homes to build a new drain for a Devon
County Council adoption and he had placed a copy of letter at the Post Office
for the information of parishioners. (Noted)
k) Letter (dd 1.9.04) from "South West Regional Assembly" concerning" Regional
Spatial Strategy Consultation - What will the South West be like in 2026?" and
leaflet: - The Clerk outlined the letter/pamphlet content and said that any
response was required by the 26th November. Cllr White agreed to peruse the
papers and report back to the next meeting. (Action: Cllr White)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
"Briefing Folder" for information of Cllrs)
a) Email (dd 28.7.04) from Sophia Brecknell of Strategy and Sustainable
Development Directorate, London reference "Defra Fast Stream Residential
Course at Skern Lodge, Northam October 2004 - Speakers": - Forwarded by email
(30.7.04) to Chairman TTEF.
b) Email (dd 11.8.04) from Chairman TTEF reference "TTEF Minutes - 5th July
2004" - minutes included.
c) Email (dd 3.9.04) from Chairman TTEF entitled "TTEF Update 3rd September
2004" and attachments.
(iii) Matters to note: (Placed in "Briefing Folder" for information of Cllrs)
(a) NDDC Agenda, Minutes and Report for Council Meeting of 21st July 2004
(b) NDDC Members Services Weekly Information Sheet for weeks commencing
16.7.04, 23.7.04, 30.7.04, 6.8.04, 13.8.04, 20.8.04, 27.8.04, 3.9.04 and
10.9.04.
(c) Atlantic Coast Express Magazine No. 59 (Summer 2004)
(d) Notice of AGM of Instow Parish Hall for 7 pm on Monday 2nd August 2004 -
Cllrs advised by email (16.7.04) and post.
(e) Emails (x2 - 16.7.04 and 19.7.04) from Chairman reference cars illegally
parked in lay-bys outside of shops on Marine Parade: - Passed to Constable
Parker for attention at request of Chairman.
(f) Letter (received 23.7.04) from DAPC, and attachments, reference "Training
Calendar Correction" and other "Training Opportunities" for Cllrs and Clerks.
(g) Letter (dd 21.7.04) and pamphlet/poster from DCC reference "Dartmoor
Sunday Rover" - placed at Post Office for parishioners.
(h) "The Playing Field Magazine (Summer 2004)
(i) Notice from DCC (Local Services Officer - Highways) reference "Road
Closure west of Huish Cottages from B3233 to Huish Moor via Huish" for period
9th to 13th August for BT to renew an overhead cable: - Copy placed at post
office (28.7.04) for parishioners and further copy sent to Cllr May.
(j) NDDC (Barnstaple, Fremington and Instow Committee) -Agenda and associated
papers for meeting of 4th August 2004 and minutes of said meeting.
(k) Letter (dd 21.7.04) from The Crown Estate concerning "Annual Report
2003-4"
(l) NALC Employment Update (received 30.7.04) - National Salary Award for
Clerks.
(m) DCC Monthly News Round-Up (August 2004): - Copy placed at Post Office for
information of parishioners.
(n) Telephone calls (various/27th July - police etc) reference "Youths
disturbed by Atturm Security Officers carrying parish bench into sand dunes
during the early hours of the morning": - Clerk responded to each call and
ascertained bench was held at Atturm Camp; collected by parish handyman
undamaged and repainted. Security guards in question written to by Clerk and
thanked for their astuteness and public spiritedness on behalf of IPC.
(o) Letter (dd 29.7.04) from DCC reference "Devon Structure Plan 2001 - 2016 -
Notice of Intention to Adopt the Plan".
(p) Complaint (via Fremington Parish Council - 4.8.04) reference "Motor
Cyclists using Tarka Trail/Instow Beach": - Clerk contacted Andy Bell (NDCCS)
who dealt with the issue as set out in reply email (dd 5.8.04).
(q) (i) Email (dd 5.8.04) from parishioner to Chairman (copied to Clerk)
regarding "Instow School/Land adjacent Gorse Hill, Instow Post Office, Lane
End Loo and Instow (New) School": - Council to note response of Chairman -
email of 6.8.04 refers. (ii) Further email (dd 6.8.04) from same parishioner
to Chairman: - IPC to note.
(r) Letter (dd 6.8.04) from DCC together with copies of Devon Talk magazine: -
Copies placed at Post Office for parishioners.
(s) Devon Rural Transport Partnership Newsletter (Summer 2004): - Cllr Green
(Transport) to note.
(t) Letter (dd 18.8.04) from NDDC reference "Stocks of Empty Sandbags": -
Clerk liaised with Cllr Cook and suitably responded to NDDC (20.8.04).
(u) Email (dd 19.8.04) from Chairman reference "Sandhills Toilets - Vandalism"
and "Blocked Drain - Marine Court Flats": - Clerk liaised with NDDC
Environmental Health Dept. reference toilets and DCC/Environment Agency
reference drain - all resolved and subsequently actioned.
(v) Letter (received 20.8.04) and Catalogue from Glasdon’s entitled
"Environment in Focus 2003/4".
(w) Email (dd 26.8.04) from Chairman IPC reference "Footpath opposite The
Commodore - Needs Resurfacing": - DCC Local Services advised to action.
(x) Letter (dd 27.8.04) from NDDC reference "North Devon Funding Day - 30th
September 2004": - Copy placed at Post Office with a poster for information of
parishioners. Cllrs to note.
(y) Newsletter of North Devon Regeneration Company (Issue 1 - Summer 2004).
(z) Agenda (and previous minutes) of special meeting of Barnstaple, Fremington
and Instow (NDDC) Area Committee - Wednesday 8th September 2004.
(aa) Letter (dd 31.8.04) from Devon and Cornwall Police Authority concerning
"North Devon Police Liaison Meeting at The United Reform Church Hall, Lee
Road, Lynton on 21st September 2004": - Poster placed at Post Office for
parishioners and letter copied to Cllr Ms A Mayoh.
(bb) Village Green Magazine (Issue 97 - September 2004) including CCD Review
2003/4, CCD Training Opportunities for Cllrs, Devon Community Foundation
Pamphlet and posters for The Tree Council’s (TTC) National Tree Week (24.11.04
to 5.12.04) and Seed Gathering Sunday (on and around 10.10.04): - TTC’s
posters placed at Post Office for information of parishioners.
(cc) ndh Tenants’ News (Summer 2004 Edition).
(dd) Email (dd 26.8.04) and replies from Clerk to DCC Local Services reference
"Sand on Highway at Boathouse Bus Shelter" Matter subsequently actioned.
(ee) Annual Report and Accounts of North Devon Primary Care NHS Trust.
(ff) Clerks and Councils Direct (Issue 35 - Summer 2004) - retained by Clerk.
(gg) Telephone call (13.9.04) from Cllr Johns reference "domestic waste/fly
tipping" near Barnicott Cross, Huish: - Clerk advised NDDC’s Environmental
Heath Department.
(hh) DCC Monthly News Round-Up (September 2004 Issue): -Copy placed at Post
Office for parishioners.
(ii) NDDC -Minutes of Barnstaple, Fremington and Instow Area Committee
(Wednesday 8th September 2004).
(jj) Blown sands on pavement/inside bus shelter opposite Boathouse (15.9.04):
-DCC Local Services Manager informed; bus shelter cleaned out by parish
handyman.
(kk)"No Parking" sign on slip road near Atturm obliterated by vegetation: -
Suitable action taken by parish handyman at request of Clerk on 15.9.04.
2409/10 FINANCE
The Clerk reported on the financial transactions since the July meeting: -
1. INCOME: -
Car Park Takings Period ending 21st July 2004 £ 403.00
Ditto Period ending 28th July 2004 £ 514.10
Ditto Period ending 4th August 2004 £ 870.50
Ditto Period ending 11th August 2004 £ 911.60
Ditto Period ending 18th August 2004 £ 649.50
Ditto Period ending 25th August 2004 £ 509.20
Ditto Period ending 31st August 2004 £ 568.50
Ditto Period ending 8th September 2004 £ 747.70
Ditto Period ending 15th September 2004 £ 394.10TOTAL: - £5568 20
2 (a) EXPENDITURE: -
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 332.00*
Mr M Harris Grass Cutting (No 5) £ 162.50
Mr P Cook Beach/Dune Cleaning £ 520.83
Mr P Cook Tractor Fuel £ 19.25
Inland Revenue Re: Mr P Cook £ 41.67
BT Tel Account per 01271 372408 £ 72.76+
DAPC AGM - Clerk’s Attendance (27.9.03) £ 15.00
DAPC Recent Legislation Training (10.11.04) £ 10.00
Allianz Cornhill Tractor Insurance 2003/4 £ 97.51
TOTAL: - £1303.52
Key: -
* Includes £24 - P3 footpath activity at Venn Cross (strim and repair gate)
+ Cost of calls £28.44; remainder service charges (£33.49) and Vat (£10.83).
2 (b) EXPENDURE: -
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 467.00*
Mr M Harris Grass Cutting (No 6) £ 162.50
Mr P Cook Beach/Dune Cleaning £ 362.88
Mr P Cook Tractor Fuel £ 19.25
Mr R Jacob Clerk’s Remuneration £ 702.00
Mr R Jacob Clerk’s Expenses £ 307.66
Inland Revenue Re: Mr P Cook & Mr R Jacob £ 222.12
Audit Commission Audit Fee 2004 £ 141.00
TOTAL: - £2416.41
Key: -
Includes £22 overtime for sand clearance and £60 for P3 (footpath) activity
i.e. strimming footpaths at Venn Cross, Atturm and footpath No. 5 (water
works).
3. BANK - STATEMENT OF ACCOUNTS: -
Lloyds Bank Business a/c no. 02350065 as @ 1.7.04 (Statement). = £13,923.07#
Lloyds Bank Treasurers a/c no. 02348842 as @ 27.8.04 (Statement) = £ 60.71*
Key: -
# According to Clerk’s records - £16,873.12 as at 15th September 2004.
* According to Clerk’s records - £3.71 (2 cheques in sums of £32 and £25 not
cashed).
4. RESOLUTION REQUIRED: -
(a) The Clerk reported that it had been agreed to transfer £1303.00 from
Lloyds Bank Business account number 02350065 to Lloyds Bank Treasurers account
number 02348842 to cover cheques as at 2 above when he met informally with the
Vice Chairman/Cllr Crombie (cheque signatories) on 18.8.04 to cover cheques as
at 2 (a) above; he added the Chairman had been made aware beforehand. IPC
RESOLVED to ratify this decision. (Noted)
(b) IPC RESOLVED to transfer £2416.00 from Lloyds Bank Business account number
02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as
at 2 (b) above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Ex Instow Welfare Trust (IWT): - The Clerk reported he had received a
letter (16.7.04) from CCLA Investment Management Ltd concerning interest on
this account (82p) and that he had passed it immediately to Mark Kidson
(Trustee) for attention. He added that the CCLA had already been advised, at
least twice, by him of the "demise" of IWT and of its integration into the
Devon Community Foundation Trust. (Noted)
(b) Audit Commission - Annual Return for the Year ended 31st March 2004: - (i)
The Clerk reported that no parishioners had requested to view the Council’s
financial records/audit papers and that the relevant notice had been removed
from the Post Office (23rd July 2004). (Noted)
(ii) The Clerk reported receipt of a letter (dd 2.8.04) from the Audit
Commission together with the Certified Annual Return for the financial year
ending 31st March 2004. He said the External Auditors Certificate and Opinion
(Section 3) stated, "on the basis of our review, in our opinion the
information contained in the annual return is in accordance with the Audit
Commissioner’s requirements and no matters have come to our attention giving
cause for concern that relevant legislation and regulatory requirements have
not been met". The Clerk went on to report that no other matters, not
affecting the opinion of the Audit Commission, had been drawn to the attention
of Council and that he had copied all correspondence to Mr G Day (IPC’s IA)
and thanked him for his work and support in performing the internal audit
process. (Noted)
(iii) Finally the Clerk said he had placed a "Notice of Conclusion of Audit
and Rights to Inspect the Annual Return" notice at the post office for the
information/attention of parishioners (period Wednesday 11th to Wednesday 25th
August 2004) together with a copy of sections 1-3 of the Annual Return. He
added that no requests had been made to view the audited accounts. (Noted)
(c) Defence Bills Agency: -The Clerk confirmed he had received two letters
(16.7.04 and 26.7.04) concerning IPC’s bank account details and they were for
validation purposes only. (Noted)
(d) Letter (dd 2.7.04 - received 19.7.04) from North Devon Citizens Advice
Bureau concerning "Grant Application": - IPC considered this request and
following discussion RESOLVED not to make a grant although it was acknowledged
the good work provided by CAB. (Noted)
(e) Beach Grant 2004: - The Clerk reported he had been advised (email of
21.7.04 and telephone conversation of 1.9.04 refers) by Jon Turner (NDDC) that
the beach cleaning process was tied up with the current "NDDC Access to
Services Review" and that he was trying to ascertain what this meant in
relation to beach grants. Cllr Cann agreed to chase this issue up on behalf of
IPC. (Action: Cllr Cann)
(f) Parish Seat - Insurance Claim: - (i) The Clerk reported he had received a
letter (dd 21.7.04 - via NDDC) from a Mr R J Hunte of Thornton Heath, Surrey
stating that his young son had sustained an injury as a result of a parish
bench toppling over; the Clerk outlined the contents of said letter. The Clerk
further advised Council that he had immediately contacted IPC’s insurers, the
Allianz Cornhill Insurance plc (AC), and was advised to pass the
correspondence to them for its personal attention; this he did (2.4.04) and he
also wrote to Mr Hunte notifying him of what action he had taken. The Clerk
added that although Mr Hunte had not specifically identified the seat in
question, the Clerk and Handyman had removed one from the alleged location
(opposite The Commodore) because it was broken in two places and its security
chain had been pulled from the pavement. (Noted)
(ii) The Clerk then referred to a letter (dd 12.8.04) from the Allianz
Cornhill requesting they be provided with all documentation relating to the
"inspection, maintenance and repair of IPC’s benches by IPC’s handyman" so
they can consider the liability issue when Mr Hunt’s response (AC had asked
him to forward copies of photographs taken by him) was received. The Clerk
said he had provided the relevant information - 17th August 2004. (Noted)
(iii) The Clerk reported receipt of a letter (dd 28.8.04) from AC, together
with Mr Hunte’s photographs, that confirmed the seat originally removed by the
Clerk/Handyman (as at (i) above) was the one in question. The Clerk said that
the AC suggested that "an early offer to settle this claim (without
prejudice)" was made by them and that as a consequence he had immediately
liaised with the Chairman/Vice Chairman and Cllr Crombie (Risk Assessment
Cllr) and it had been agreed to accept said advice. The Clerk said he had
advised AC of this decision by letter (dd 27.8.04). After discussion IPC
RESOLVED to ratify this decision and to await further information from the AC
as to the manner in which future inspections of parish benches should be
recorded. The Clerk said all wooden benches had now been firmly affixed to the
pavement with "D" fixings by the parish handyperson. (Noted)
(g) Inland Revenue -Employer Talk 2004: - The Clerk said this was an
invitation to attend a seminar at Exeter University on Tuesday 21st September
2004 but that he was unable to attend. (Noted)
(h) "Gift" of War Memorial and Grant to Instow PCC for Tree Husbandry in
Churchyard: - (i) The Clerk and Cllr Scott updated IPC as to progress achieved
since the last meeting. The Clerk said he had written to the PCC and explained
IPC’s stance as regards the war memorial/burial ground grant (for the tree
husbandry) but still awaited a reply. (Noted)
(ii) Her further referred to a letter from the Treasurer of the PCC setting
out the PCC’s current financial status/recent accounts. (Noted)
(i) Letter (dd 6.8.04) from Lloyds TSB Business concerning "Information on
your deposit account interest rates": - The Clerk outlined the letter content
that was noted by IPC. (Noted)
(j) Instow Recreation Ground Trust Account - Portman Building Society: - The
Clerk reported on the Chairman’s research and apparent need, as a result, to
change the name of this account. He said the Chairman would report personally
at the IPC October meeting. (Noted)
(k) Letter (dd 11.8.04) from D Pratt (Assistant Director NDDC) concerning
"Funding of Parish By- Elections"; - The Clerk said that this letter stated
that NDDC had taken a decision to cease funding Parish Council by-elections as
from April 2005; as a guide, the cost of a parish council by-election for the
current year was between £300 - £400 per polling station although this figure
should only be used as a guide as there were variable costs depending on the
size of the electorate, whether poll cards are issued and the number of postal
voted issued. It was RESOLVED that IPC/Finance Sub Committee would need to
note this for IPC’s budget 2005/6. (Action: IPC’s FSC)
(l) CCLA Investment Management Ltd - COIF Charity Fund / Reports and Accounts
Half Year to 30th June 2004 (unaudited): - The Clerk outlined this report that
was noted by IPC. (Noted)
(m) DCC Grass Cutting Grant 2004: - The Clerk confirmed he was in liaison with
DCC and that an invoice for the payment of £518.00 had been sent by email on
1.9.04. (Noted)
(n) Budget Meeting for Financial Year 2005/6: - The Clerk reported that this
meeting needed to be fixed asap and that Cllrs Harper (Chairman), Crombie,
Johns and Green together with Mr G Day (IPC’s IA - Observer) were IPC’s
representatives. He added that IPC’s draft budget for 2005/6 would be
presented at the meeting of IPC on the 11th November. A provisional date of
Thursday 7th October (7.30 pm - venue to be agreed) was agreed and the Clerk
was asked to liaise with the Chairman, Cllr Harper and Mr G Day. (Action: The
Clerk)
(o) DCC P3 Footpath Inspection 2004/P3 Claim for 2005: - The Clerk reported
that he and the parish handyman (on 15.9.04) had inspected all footpaths. He
added there were no requirements, in their view, for footpath furniture
(stiles, steps etc) to be repaired/replaced in 2005 although the usual
strimming would be necessary. The Clerk asked Cllrs to bring any issues of
concern to him asap adding that the P3 claim finance form normally arrived in
November/December. (Action: Cllrs)
2409/11 PLANNING
a) Letter (received 17.7.04) from NDDC reference "Outline application for the
erection of 1 dwelling at grounds of Redlands Residential Home, New Road,
Instow (Reference No. 37882): - The Clerk said this stated that NDDC had
REFUSED permission for this application for reasons as listed and that he had
copied said letter to Cllrs for their information. (Noted)
b) Letter (received 31.7.04) from NDDC reference "Replacement of window with
pair of white painted French doors at 1 Instow House, Marine Parade, Instow
(Reference no. 37956): - The Clerk said this stated that NDDC had GRANTED
permission for this application with conditions as listed. (Noted)
c) Application under Regulation 3 of the T and C P General regulations 1992 in
respect of demolition of existing toilet block and erection of new Charter
Toilets at NDDC’s Public Conveniences, Lane End, Instow (Reference No. 38281):
-(i) The Clerk reported receipt (5.8.04) and of having passed it to the
Chairman (by post - 7.8.04) for the attention of IPC’s Planning Officers/Sub
Committee (response required by 24.8.04 or an extension applied for). (Noted)
(ii) The Clerk further reported that IPC’s Planning Sub Committee had RESOLVED
to recommend approval of this application and he had advised NDDC’s Planning
Department on 23.8.04. IPC RESOLVED to ratify this decision. (Noted)
d) (i) Outline application for the erection of 1 dwelling (amended plans and
indicative scheme) at land adjacent to The White House, Lane End Road, Instow
(Reference No. 37400): - (i) The Clerk reported receipt (5.8.04) and of having
passed it to the Chairman (by post - 7.8.04) for the attention of IPC’s
Planning Officers/Sub Committee (response required by 24.8.04 or an extension
applied for). (Noted)
(ii) The Clerk further report that IPC’s Planning Sub Committee had RESOLVED
to recommend refusal of this application on the grounds of road safety - i.e.
road re-alignment narrowed an already narrow road thereby creating a road
safety hazard. He said he had advised NDDC’s Planning Department on 23.8.04.
IPC RESOLVED to ratify this decision. (Noted) ** Cllr Crombie declared an
interest in this application and did not participate in the process**
(iii) Town and Country Planning Act 19909 - Section 211 Notice Trees in
Conservation Areas: Notification of intended arboriculture works to protected
trees (Reference No. AGT/KM/Conservation Area/Instow/37400): - The Clerk
reported receipt (20.8.04) of a copy letter from NDDC’s Planning Manager to
Reg Gale (Architect) regarding this. The Clerk outlined the letter content
that had been forwarded for the information of IPC. (Noted)
e) Outline application for erection of bungalow (amended indicative drawings)
at All Saints Chapel, Anstey Way, Instow (Reference No. 36690): - (i) The
Clerk reported receipt (5.8.04) and of having passed it to the Chairman (by
post - 7.8.04) for the attention of IPC’s Planning Officers/Sub Committee
(response required by 24.8.04 or an extension applied for). (Noted)
(ii) The Clerk further reported that IPC’s Planning Sub Committee had RESOLVED
to recommend approval of this application and he had advised NDDC’s Planning
Department on 23.8.04. IPC RESOLVED to ratify this decision. (Noted) ** Cllr
Green declared an interest in this application and did not participate in the
process**
f) Wings Planning Application for a Roundhouse at Instow Recreation Ground
(see previous item 2406/4 (a)): - (i) The Clerk reported of an approach
(25.8.04) from Rupert Hawley (RH) (Wings) to have IPC approve the finished
plans of Wings to construct a roundhouse on this site and to make the planning
application in the name of IPC (for financial reasons). He added that Rupert
Hawley had subsequently briefed IPC’s Vice Chairman personally and he,
together with Chairman, had liaised with IPC’s Planning Cllrs who "approved"
the plans and principle of making the planning application in the name of IPC;
he said he had notified RH of Wings. IPC RESOLVED to ratify this decision.
(Noted)
(ii) Erection of a cob roundhouse on site of Instow Recreation Ground, Instow
(reference no. 38458): - The Clerk reported receipt of this application from
NDDC Planning Department on 7.9.04. He said it had been forwarded for the
information only of IPC as the application was in name of IPC. (Noted)
(iii) Telephone call (15.9.04) from Mr Eric Wallis (Secretary SW Coast Path
Association - 01752 896237): - The Clerk said Mr Wallis had said that NDDC’s
Planning Dept had, out of courtesy, sent his association a copy of the plans
of this cob roundhouse and that although it had no "official" response to make
he felt the erection of such a building on this site would be an asset and
that if informed his association would publicise it widely (once erected) in
their regular newsletter. He said he had informed Rupert Hawley (Wings) of
this fact. (Noted)
g) Ground floor extension to form disabled toilets and first floor extension
to 3 bedrooms at The Commodore Hotel, Instow (Reference No. 38414): - (i) The
Clerk reported receipt (26.8.04) of this application and of having passed it
to the Chairman (by post - 27.8.04) for the attention of IPC’s Planning
Officers/Sub Committee (response required by 13.9.04 or an extension applied
for). (Noted)
(ii) The Clerk reported that IPC’s Planning Sub Committee had RESOLVED to
recommend approval of this application and that he had advised NDDC’s Planning
Department on 8.9.04.IPC RESOLVED to ratify this decision. (Noted)
h) Demolition of existing and erection of new extension to dwelling and
erection of conservatory at 4 Venn Close, Instow (Reference No. 38438): -(i)
The Clerk reported receipt (31.8.04) of this application and of having passed
it to the Chairman (31.8.04) for the attention of IPC’s Planning Officers/Sub
Committee (response required by 16.9.04 or an extension applied for). (Noted)
(ii) The Clerk reported that IPC’s Planning Sub Committee had RESOLVED to
recommend approval of this application and that he had advised NDDC’s Planning
Department on 8.9.04. IPC RESOLVED to ratify this decision. (Noted)
i) Addition of second floor to dwelling (amendment to planning permission
35529) at Plot 2, Lane End Road, Instow (Reference no. 38471): - -The Clerk
reported receipt (8.9.04) of this application and of having passed it to the
Vice Chairman (8.9.04) for the attention of IPC’s Planning Officers/Sub
Committee (response required by 27.9.04 or an extension applied for). (Noted)
(ii) After a discussion, led by the Vice Chairman, IPC unanimously RESOLVED
not to recommend approval of this application on the grounds the design was
not in keeping with dwellings in the vicinity/there was concern it would have
an adverse effect on the neighbouring properties. IPC further RESOLVED to
instruct NDDC’s Planning Department to "call in " the application so it might
be considered by Committee. (Action: The Clerk) ** Cllr Crombie declared an
interest in this application and did not participate in the process**
j) Application under Regulations 3 of the T and CP General Regulations 1992
for demolition of existing toilet block and construction of new Charter
Toilets at Marine Car Park, Instow (Reference No. 38516): - The Clerk reported
receipt (13.9.04) of this application and of having passed it to the Vice
Chairman (15.9.04) for the attention of IPC’s Planning Officers/Sub Committee
(response required by 1.10.04 or an extension applied for). (Noted)
(ii) Copy letters (various - received 5.8.04) from residents of Marine Court
to NDDC reference "Proposed Charter Toilets - Quay Car Park": - The Clerk said
he had immediately advised the Chairman on receipt; he then brought the
contents to the attention of Council. (Noted)
(iii) After a discussion, led by the Vice Chairman, IPC unanimously RESOLVED
to recommend approval of this application. (Action: The Clerk)
(iv) Some concern was expressed about the state of the former "fuel tanks"
underneath the site of the new toilets. As a result it was RESOLVED the Clerk
should make enquiries of NDDC so as to seek assurances they were safe prior to
work commencing. (Action: The Clerk)
2409/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Dog Signs - Instow Beach: - Cllr Scott said he had received both good and
bad reports about the new dog signs that had been erected by NDDC at all
entrances to the beach during the early part of the summer period. He said he
was concerned that the original signs seemed to be contradicted by the new
signs and that dog owners were continually ignoring the by-law forbidding dogs
to be walked on the beach between the Commodore and the Boathouse during the
summer period other than on a lead. He said little had been seen of the Dog
Warden and that enforcement did not appear to be of a high priority. It was
RESOLVED to contact NDDC to have the signs reviewed and to seek a proactive
approach by the dog warden so that the by law might be positively enforced.
(Action: The Clerk)
b) Allotments - Provision of: - Cllr May enquired whether Parish Council’s had
an obligation to provide allotments for the use of parishioners. It was
RESOLVED that the Clerk should seek guidance and report back asap. (Action:
The Clerk)
There being no other business the meeting was closed. |
