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Present: - Councillors P Cook, N Crombie, Mrs T Dipper, M Green, G May, B
Thomas, S White (Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: - Cllr R Cann (DCC) and 5 parishioners.
2811/1 PRAYER
The Clerk led the Council in prayer
2811/2 APOLOGIES
Cllrs A Johns and C Harper (IPC) and Cllr Moores (NDC)
2811/3 POLICE REPORT
a) Crime: -
PCSO Cornish said there had been 3 reported crimes in the parish since the
last meeting, namely, a common assault (suspect interviewed), theft (non
specific) and a burglary (currently under investigation). (Noted)
b) Other Matters: -
PCSO Cornish said there had also been 16 incident logs created for the same
period namely, 4 x information, 1 x enquiry, 5 x concern for welfare, 1 x
request for contact, 1 x found property, 3 x traffic related and 1 x crime
information. (Noted)
c) Crime Prevention: -
PCSO Cornish said he was still continuing to issue vulnerable vehicle forms
with the intention of alleviating thefts from unattended vehicles and that he
urged parishioners to be more crime prevention conscious as the Xmas period
approached. He said that most crimes could be prevented by removing valuables
from view, keeping windows closed, keeping doors locked (even if house
occupied) and by using door chains when opening the door. (Noted)
2811/4 PARISHIONERS
a) TTEF Matters: -
(i) The Chairman of the TTEF addressed council and spoke to the minutes of the
most recent TTEF meeting that had been held on the 20th October 2008 (see item
2811/9 (ii) (e) and (f)). (Noted)
(ii) The Chairman also said she was to stand down as Chairman of the TTEF at
the next AGM but that she would continue to be a member and concentrate on
AONB and Biosphere Reserve matters. (Noted)
b) Appledore Shipyard - Dredging: -
The Chairman of the TTEF said there had been a further and recent complaint
about the manner in which the shipyard was depositing the silt dredged from
the shipyard but that this had been resolved by meetings between Natural
England and the Environment Agency. (Noted)
c) Rating Valuations: -
The Clerk said he had received an email (dd 19.11.08) from a parishioner
raising concerns about this matter and that he had referred the parishioner to
Cllr Moores (NDC) for a response. (Noted)
d) Instow School: -
The Clerk said he had received an email (dd 19.11.08) from a parishioner
raising concerns about this matter; he read the content of the email to
Council. (Noted)
e) Unitary Councils: -
The Clerk said he had received an email (dd 19.11.08) from a parishioner
raising concerns about this matter and that he had referred the parishioner to
Cllr Cann (DCC) and Cllr Moores (NDC) for a response. (Noted)
f) Street Lighting/Rectory Lane etc: -
The Clerk said he had received an email (dd 19.11.08) from a parishioner
raising concerns about this matter and that he had referred the parishioner to
Cllr Cann (DCC) (NDC) for a response. (Noted)
g) Wind Turbines/Bickleton: -
The Clerk said he had received an email (dd 19.11.08) from a parishioner
raising concerns about this matter; he read the content of the email to
Council. In the light this matter was to be discussed as at “Correspondence”.
IPC RESOLVED to note the comments of the parishioner. (Noted)
2811/5 REPORT COUNTY COUNCILLOR R CANN
a) Cllr Cann reported on “Down Road Surface Water Flooding Problems”
(following further flooding problems a request has been made to bring the work
forward in advance of next year’s budget using contingency funds), “Traffic
Order – No Right Turn Holmacott” (favourable comments received to date);
“Leadership Training – Fire Service” (Cllr Cann has attended the Fire Service
College in Gloucestershire as Chairman of the Devon & Somerset Human Resources
and Development Committee), “Gateway Project Design” (had met with Clerk and
Chairman of IIB to discuss feasible projects/designs), “Proposed Site for New
Instow School” (currently DCC is awaiting a response from DCE requesting a
discussion on the possibility of land being made available to the County - DCC
is also exploring the identification of other sites within 2 miles of the
current site), “Instow Toilets” (NDC’s Executive are still considering the
options available to them) and “Fly Tipping” (NDC has won a successful action
at Barnstaple Magistrates Court where an offender has been fined £26,800 plus
£963 costs for fly tipping at Muddiford). (Noted)
b) Maintenance of Highway: -
(i) Cllr May enquired why DCC were not satisfactorily maintaining the roads;
Cllr Cann agreed that DCC were not putting sufficient monies into the relevant
budget adding he was not prepared to defend DCC’s policy. (Noted)
(ii) The Clerk said the commitment and dedication of the local highways staff,
the Superintendent in particular, could not be faulted. He said they provided
an excellent service and were highly motivated to provide a good service.
(Noted)
(iii) After a discussion IPC RESOLVED to hold a site meeting with DCC in
January 2009; Cllr Cann said he would facilitate this. (Action: Cllr Cann)
c) Instow Quay Car Park : -
(i) Cllr White said IPC was extremely concerned about the possible loss of
revenue at this car park in 2009 (should the rumours be true that NDC might
well run it for itself) and that problems had been created in setting a
suitable budget for IPC for the financial year 2009/10 as a consequence.
(Noted)
(ii) Cllr Cann said he would do all he could to ensure that the usual
arrangement prevailed for 2009 and that the Clerk had provided him with a
great deal of relevant information which he could use in defending that
position. He advised IPC to set its budget on the premise that the car park
revenue would be available. (Noted)
2811/6 REPORT OF DISTRICT COUNCILLOR B MOORES
In the absence of Cllr Moores the Clerk read a report that referred to “Local
Government Review” (NDC has received a summary of the results in the
consultation process; 187 town/parish councils in Devon against the proposal,
37 for the draft proposal – NDC to be represented on county wide joint interim
steering group and joint interim team); “New Instow School” (Cllr Moores has
written to DCC requesting he be fully informed of developments), “Marine
Parade – Car Park Toilets” (to be discussed by NDC Cabinet on 9th December
2008) and “Doggy Bin – Tarka Trail” (this will be replaced but not
immediately). (Noted)
2811/7 MINUTES
It was RESOLVED that the October 2008 minutes of Instow Parish Council be
approved and signed. (Noted)
2811/8 MATTERS ARISING FROM THE MINUTES
a) Item 2810/8 (b) – IPC’s Self Help Emergency Plan (SHEP) Update: -
(i) The Clerk reported that a draft amended plan had been circulated to Cllrs
with email addresses (23.10.08) and that others were provided with a hard copy
with their agenda papers (13.11.08) for perusal together with covering notes
from Cllr Harper. (Noted)
(ii) After a discussion IPC RESOLVED to adopt the updated SHEP and Council
expressed its gratitude to Cllr Harper who had facilitated the document.
(Noted)
b) Item 2810/8 (d) – Instow Bathing Water Data 2008: -
(i) The Clerk advised IPC of the current situation i.e. although nothing
further had been received from the Environment Agency/Defra etc, via TTEF, the
Clerk said he had read an article in the local press recently (WMN etc) citing
the beaches that had failed the imperative water quality standard for the year
2008 and this had included Instow. It did, however, go on to say that much of
the problem was due to run off from fields and that the relevant authorities
were doing all they could to resolve it. (Noted)
(ii) The Clerk provided Cllrs with a copy of the Defra News Release on this
matter (dd 13.11.08) that had been downloaded from the internet. (Noted)
(iii) The Clerk then referred to an email (dd 20.11.08) and attachment from
NDC reference “Bathing Water Quality Group Meeting – 14.11.08”; he outlined
the content that verified much of the information as at (ii) above. (Noted)
(iv) IPC then discussed the implications and of the effect the impending new
European regulations would have in future years. (Noted)
c) Item 2810/8 (e – Cllr Code of Conduct/Indemnity: -
(i) The Clerk reported on the deliberations of IPC FSC on 27th October i.e.
IPC’s FSC had RESOLVED to recommend to IPC that it should lobby DAPC/NALC to
ensure such liability was indemnified particularly as Cllrs might
inadvertently breach the code and require some form of legal advice and
support; the Clerk reminded IPC it had already been ascertained that the
Allianz Cornhill (IPC’s insurers) did not provide such cover. The Clerk said
this matter would be discussed later as at Finance. (Noted)
d) Item 2810/9 (i) (a) – IPC Cllr Appointments: -
(i) The Clerk reminded Cllrs he had circulated a copy for approval with their
agenda papers (13.11.08). (Noted)
(ii) IPC RESOLVED to approve the document. (Noted)
(iii) The Clerk then referred to updated lists of “Cllr Details” i.e.
telephone numbers & email addresses that had also been circulated to Cllrs
with their agenda papers (13.11.08). (Noted)
(iii) IPC RESOLVED to approve the document that would be published on the
Instow website and parish notice boards. (Action: The Clerk)
e) Item 2810/12 (h) – New School Instow: -
(i) The Clerk confirmed he had sent a letter (dd 17.10.08) to DCC reference
the planning application for the new school at Instow; a copy was provided to
Cllrs with their agenda papers (13.11.08). (Noted)
(ii) The Clerk then referred to a letter (dd 22.10.08) from DCC reference
“Instow New School”; a copy was provided to Cllrs with their agenda papers
(13.11.08). (Noted)
(iii) The Clerk advised IPC that this letter (as at (ii) above) stated that
DCC, following legal advice, would be withdrawing the new school planning
application on the basis that in order to proceed with a compulsory purchase
order for the land in question there had to be no other suitable land
available; this was, in the view of DCC, patently not the case and
consequently it seemed unnecessary to ask for the planning application to be
determined. (Noted)
(iv) The Clerk then referred to the receipt of a letter (dd 22.10.08) from a
parishioner of West Yelland reference “Instow New School/More Delays/Cllr
Harper”; he said the letter had been copied to Cllrs with their agenda papers
(13.11.08) at the writer’s request and that the Chairman had been advised of
the content. (Noted)
(v) The Clerk also referred to the receipt of a copy letter (dd 12.10.08) from
a parishioner at West Yelland to DCC (Head of Education Strategic Planning)
reference “Instow New School”; a copy of the letter had been circulated to
Cllrs with their agenda papers (13.11.08). (Noted)
(vi) The Clerk then advised IPC that the Chairman, Vice Chairman and Cllr Cook
(the only Cllrs able to discuss and debate/resolve to take action on this
matter) had agreed that a suitable letter should be sent immediately to the
local press to express IPC’s dissatisfaction at DCC’s decision. The Clerk
confirmed this had been done by email (27.10.08) and that a copy of the letter
had been circulated to Cllrs with their agenda papers (13.11.08). (Noted)
(vii) The Clerk referred to an article in the North Devon Gazette (29.10.08)
and North Devon Journal (30.10.08); a copy had been forwarded to Cllrs with
their agenda papers (13.11.08). (Noted)
(viii) The Clerk also referred to the letter from IPC (as at item (vi) above)
that had also appeared in the North Devon Journal (30.10.08); a copy had been
forwarded to Cllrs with their agenda papers (13.11.08). (Noted)
(vix) The Clerk told IPC that he had forwarded an additional letter (dd
29.10.08) to DCC from IPC (at the instigation of Cllrs White, Green and Cook);
a copy had been forwarded to Cllrs with their agenda papers (13.11.08).
(Noted)
(x) The Clerk then referred to an email (dd 29.10.08) from Cllr Cann together
with an attachment, i.e. a letter from NPS South West Limited (dd 29.10.08) to
Mr Coldwell (DCE). The Clerk advised IPC of the content. (Noted)
(xi) The Clerk reported receipt of a copy letter (dd 29.10.08) from a
parishioner of West Yelland to DCC reference “Instow New School/Dangers from
Electro-Magnetic Power Lines”; a copy had been forwarded to Cllrs with their
agenda papers (13.11.08). (Noted)
(xii) The Clerk then referred to a letter from DCE reference “Instow New
School” that had appeared in the North Devon Gazette (dd 5.11.08); a copy had
been forwarded to Cllrs with their agenda papers (13.11.08). (Noted)
(xiii) The Clerk reported receipt of a copy email (dd 10.11.08) from Cllr Cann
to DCC requesting that a meeting be set up with representatives from IPC,
School, DCC Development Control and DCC Children’s Department being
represented. He said the Chairman/Vice Chairman had been advised. (Noted)
(xiv) The Clerk reported receipt of a letter (by email 13.11.08) from Cllr
Harper reference item (iv) above; a copy was provided to Cllrs at the meeting
and the Clerk read it to Council. (Noted)
(xv) After a discussion, during which IPC noted this was a very unsatisfactory
state of affairs, IPC RESOLVED to press DCC to meet up with IPC and other
interested bodies as a matter of urgency and the Clerk was asked to take what
action(s) was necessary to facilitate it. (Action: The Clerk)
*** Cllrs Crombie, Thomas, Mrs Dipper and May declared an interest and did not
speak ***
f) Item 2810/12 (i) - IPC Meeting Dates 2009: -
(i) The Clerk reminded Cllrs he had circulated a copy for approval with their
agenda papers (13.11.08); IPC RESOLVED to approve the paper and the Clerk was
asked to arrange suitable circulation, that is, website and notice boards.
(Action: The Clerk)
2811/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Letter (dd 17.10.08) from NDC (Cllr Andrea Davis – Portfolio Holder for
Housing) reference “Affordable Housing – The Way Forward”: -
(i) The Clerk said this referred to an affordable housing seminar that had
been held for town/parish councils earlier in the year and provided some
relevant information for the information of Cllrs; he said the letter and
attachment had been copied to Cllrs with their agenda papers (13.11.08).
(Noted)
b) Letter (dd 21.10.08) and attachment from NDC (Chief Executive) reference
“Devon Structural Review – Letter to Boundary Committee”: -
(i) The Clerk confirmed the letter and attachment had been copied to Cllrs
with their agenda papers (13.11.08). (Noted)
(ii)The Clerk advised IPC he had been asked to join a DCC Focus Group to
discuss the implications of “Community Boards/Forums” which were part of the
concept of single tier unitary government for Devon. (Noted)
c) Letter (dd 22.10.08) from NDC (Technical Support Administrator) reference
“House to House Act 1939: Clothes Aid for Wellchild”: -
(i) The Clerk said this stated that the applicant (Clothes Aid) had applied
for a licence to collect second hand clothing to sell on behalf of Wellchild
(a registered charity) between 1st January 2009 and 31st December 2009 within
the parish of Instow. (Noted)
(ii) The Clerk told IPC that as the applicant (Clothes Aid) wished to collect
“under licence” for Wellchild (a registered charity) that he had advised NDC
(email of 27.10.08 refers) that although IPC would not be in a position to
object to this application, as per House to House Act 1939 criteria, it would
not be happy for this form of collection taking place within its parish on the
basis that presumably not all income derived would be going to the charity (Wellchild)
and that it believed a “fear of crime” emanated from this form of door to door
collection in a parish where there were a considerable number of elderly
parishioners. (Noted)
(iii) IPC RESOLVED to ratify this decision (as at (ii) above). (Noted)
(iv) The Clerk advised IPC he had spoken to NDC’s Licensing Officer (29.10.08)
who rang to confirm he noted and shared the concerns of IPC as regards these
forms of collections adding he was doing all he could to resolve the issues of
concern and at the highest possible level. (Noted)
d) Email (dd 24.10.08) from DCC Local Services reference “Road Closure from
Barton Cross to Instow County Primary School for period 21.1.09 to 23.2.09”: -
The Clerk advised IPC he had copied this on by email (24.10.08) to Instow
School, Instow Parochial Church Council and provided a copy for each Cllr with
their agenda papers (13.11.08); he added he had also placed a copy at the post
office for the information of parishioners. (Noted)
e) Letter (dd 29.10.08) from NDC (Technical Support Administrator) reference
“House to House Act 1939:Support Direct for National Children Society”: -
(i) The Clerk said this stated the applicant (Support Direct)) had applied for
a licence to collect on behalf of the National Children’s Society (a
registered charity) between 17th November 2008 to 14th December 2008 in the
parish of Instow. (Noted)
(ii) The Clerk advised IPC that as the applicant (Support Direct) wished to
collect, presumably “under licence”, for the National Children’s Society (a
registered charity) that he had advised NDC (email of 27.10.08 refers) that
although IPC would not be in a position to object to this application, as per
House to House Act 1939 criteria, it would not be happy for this form of
collection taking place within its parish on the basis that presumably not all
income derived would be going to the charity. (Noted)
(iii) IPC RESOLVED to ratify this decision (as at (ii) above). (Noted)
f) Letter (dd 9.10.08) and booklet from Communities and Local Government (CALG)
reference “Communities in Control: Real People, Real Power: Code of Conduct
for Local Authority Members and Employees – A Consultation”: -
(i) The Clerk said this stated that this consultation paper was published on
the CALG website on the 1st October 2008 and it invited views on proposals for
revising Local Authority (Model Code of Conduct) Order 2007 and the Relevant
Authorities (General Principles) Order 2001. It also sought views on the
proposed introduction of a model code of conduct for local government
employees with comments invited by Wednesday 24th December 2008. (Noted)
(ii) The Clerk said he had forwarded a copy of said letter to Cllrs with their
agenda papers (13.11.08) and that the booklet was available at the meeting for
perusal as necessary. (Noted)
(iii) After discussion IPC RESOLVED to take no further action. (Noted)
g) Instow Beach – Dog Control By Laws: -
(i) The Clerk referred to an article in the North Devon Journal (30.10.08)
reference a complaint about the amount of dog mess on Instow beach during the
summer season; he said a copy of said article had been circulated to Cllrs
with their agenda papers (13.11.08). (Noted)
(ii) The Clerk also referred to an email (dd 4.11.08) concerning “Instow Beach
– Dogs” and of his response; he said both emails had been copied to Cllrs with
their agenda papers (13.11.08). (Noted)
(iii) After a discussion IPC RESOLVED to continue to liaise with NDC’s
Environmental Health Department (and the Crown Estate over ownership) with the
aim of improving this very unsatisfactory state of affairs for the following
year. The Clerk advised IPC that NDC were intending to improve the signing for
the forthcoming season and that the Dog Wardens could be more effective once
ownership of the beach was clearer and all owners fully supported enforcement.
(Action: The Clerk)
h) Letter (dd 6.11.08) from, Administrative Officer of West Yelland, Instow
and Westleigh Community on Show reference “Community on Show Day – 18th July
2009/Use of Instow Beach”: -
(i) The Clerk said this requested permission from IPC to use those parts of
Instow beach leased by it from the Crown Estate; the usual insurance cover
would be obtained and evidence of such provided to IPC. (Noted)
(ii) The Clerk told IPC he had sent an appropriate letter giving the
permission of IPC as in previous years. (Noted)
(ii) IPC RESOLVED to ratify this decision (as at (ii) above). (Noted)
i) Letter (dd 4.11.08) from NDC’s Electoral Registration Officer (Don Pratt)
reference “Electoral Register 2008/9”: -
(i) The Clerk said this letter stated that the usual canvassing for the above
was underway and that an 88% return rate had been achieved to date. However,
it was hoped that IPC would be able to provide some relevant information about
those addresses, within their parish, who had not responded with responses to
NDC by 21st November 2008. (Noted)
(ii) The Clerk confirmed that a copy of the letter and list of relevant Instow
addresses had been provided to Cllrs with their agenda papers (13.11.08).
(Noted)
(iii) After a discussion a number of addresses were identified from which some
relevant information could be passed to NDC. (Action: The Clerk)
j) Advice Note from DAPC reference “Freedom of Information Act – Updated
Publication Scheme”: -
(i) The Clerk said this stated that the Information Commissioner (IC) had now
issued draft documents in conjunction with the publication scheme to be
adopted by all local authorities, including town and parish councils. The new
scheme should be adopted for use from 1st January 2009. It was anticipated
that all authorities would adopt the model scheme without making any changes
and if this was done by resolution of council then the IC does not need to
receive a copy or agree the scheme. Councils may submit their own scheme but
this is not the recommended course of action. The scheme is more general in
its nature than the previous scheme which makes the adoption by a range of
authorities possible. All the necessary documents can be viewed on
www.dapc.org.uk (information/other section) or on the Commission website
www.ico.gov.uk. (Noted)
(ii) The Clerk advised IPC that as it was registered with the IC it would
undoubtedly receive guidance on this in the very near future and should await
such correspondence before taking any further action. (Noted)
After a discussion IPC RESOLVED to adopt the recommendation of the Clerk as at
item (ii) above. (Noted)
k) Email (dd 8.11.08) from Chairman of TTEF reference “Bickleton Farm –
Proposed Wind Farm”: -
(i) The Clerk said this email attached a “Brief for Fremington Parish Council”
that the Chairman of TTEF had also circulated to IPC Cllrs with email
addresses; the Clerk added he had forwarded a hard copy with agenda papers
(13.11.08) to those Cllrs without email addresses for information. (Noted)
(ii) The Clerk then referred to a further email (dd 11.11.08) from the
Chairman of the TTEF reference “Proposed Wind Farm – Cllr Jones (Fremington
PC/NDC)”; he circulated it to Cllrs at the meeting. (Noted)
(iii) A discussion then ensued at the conclusion of which IPC RESOLVED to take
no further action on the basis it did not have all the relevant information to
hand and did not wish to predetermine such an application as and when and if
it was ever made. It was assumed that IPC would be consulted as an adjoining
parish but it was RESOLVED that, as a precaution, the Clerk should notify NDC
Planning of its interest in this matter and that it would wish to be consulted
in the event of an actual planning application being made. (Action: The Clerk)
l) Email from DAPC reference “Consultation on Single Point of Entry to
Schools”: -
(i) The Clerk advised IPC this could affect the viability of small playgroups
in rural areas, such as Instow, in that if all eligible children left the
playgroup to start school at one time, the numbers left at the playgroup would
be very small until the numbers build up throughout the rest of the year.
(Noted)
(ii) The Clerk advised IPC he had liaised with the local playgroup organiser
and she believed her local playgroup would be unsustainable should this
happen. (Noted)
(iii) The Clerk provided a copy of the consultation letter to Cllrs at the
meeting.(Noted)
(ii) After a discussion IPC RESOLVED to write to DCC and support the views of
the local Play Group organiser as at (ii) above. . (Action: The Clerk)
m) Armistice Day Church Service: -
The Clerk advised IPC that Cllrs Harper, Mrs Dipper and he had attended this
service and that Cllr Harper, as the RN representative, had laid IPC’s wreath
and the Clerk had read the second reading. (Noted)
n) Parish Carol Singing Event 2008: -
(i) The Clerk reported that this event was to be held at 6.30 pm on Sunday 7th
December at The Commodore (Parish Hall if wet) and that posters had been
placed on parish notice boards and in the next edition of the parish magazine.
(Noted)
(ii) IPC then discussed the recipients of the charitable collection; the Clerk
said IPC’s FSC had recommend that the monies should go jointly between ND
Hospice, RNLI (Appledore) and Northam Lodge with IPC matching collection up to
£100. IPC RESOLVED to ratify this recommendation. (Noted)
(iii) IPC then discussed the arrangements on the night i.e. mince pies, mulled
wine, hospitality, collectors. (Noted)
(iv) The Clerk reminded IPC that the attendance of The Two Rivers Wind
Ensemble had been confirmed as had the Commodore and Parish Hall for the
venues and refreshments. (Noted)
o) IPC’s Xmas Social 2008 (Thursday 11th December 2008): -
The Clerk said IPC needed to consider its invitation list for this event and
that he had provided them with a copy of its 2007 list with their agenda
papers (13.11.08) in order to assist their deliberations. It was RESOLVED to
defer a discussion on this until after the meeting. (Action: IPC Cllrs)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 19.10.08) from Chairman of TTEF to members of TTEF reference
“TTEF Newsletter – 19th October 2008”
b) Ditto to IPC Cllrs
c) Email (dd 11.11.08) from Chairman of TTEF to members of TTEF reference
“TTEF Newsletter – 11th November 2008
d) Ditto to IPC Cllrs
e) Email (13.11.08) from Chairman of TTEF to IPC Cllrs etc reference “TTEF
Meeting Minutes – 20th October 2008
f) Email (dd 13.11.08) from Secretary of TTEF to members of TTEF reference
““TTEF Meeting Minutes – 20th October 2008
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 24.10.08) reference “LCR/NALC
Survey – Bank Crisis”; Clerk responded as necessary; (ii) Email (dd 28.10.08)
reference “NALC Survey – Banking Crisis” – survey completed by Clerk and
returned; (iii) Email (dd 29.10.08) reference “Sport and Play for All”; (iv)
Email (dd 29.10.08) reference “DIS Extra 695” – copied to Cllrs with email
addresses; (v) Email (dd 30.10.08) reference “Questionnaire Sport and Play” –
actioned as necessary by the Clerk); (vi) Email (dd 3.11.08) reference “Free
Training – Getting Engaged with Your Community”; (vii) Email (dd 6.11.08)
reference “Second Leading Members Lunch – Lincoln” – Chairman advised; (viii)
Email (dd 7.11.08) reference “DAPC Newsletter – Nov/Dec 2008”; (ix) Hard copy
of “DAPC Newsletter – Nov/Dec 2008”; (x) Email (dd 7.11.08) reference “RNIB –
Raising Awareness” – passed to Chairman of IIB (xi) Email (dd 7.11.08)
reference “Digital TV West Country Update – November 2008”; (xii) Email (dd
7.11.08) reference “NALC Opinion Article for LCR Magazine – Can Parish and
Town Councils Work in Urban Areas?” – suitable response sent by Clerk
(11.11.08); (xiii) Email (dd 13.11.08) reference “South Tawton PC – Community
Public House”; (xiv) Email (dd 13.11.08) reference “Training for Experienced
Clerk”; (xv) Email (dd 19.11.08) reference “Car Sharing Scheme”; (xvi) Email (dd
19.11.08) reference “Level of Broadband Access at Parish/Town Councils” and (xvii)
Email (dd 19.11.08) reference “Allotments Survey – CCD” – appropriate action
take by Clerk
b) NDDC Members Services Weekly Information Sheet for w/e 17.10.08, 24.10.08,
31.10.08, 7.11.08 and 14.11.08
c) Letter (dd 20.10.08) from The Crown Estate together with copy of “Marine
News – Autumn 2008”
d) Email (22.10.08) from parishioner reference “Instow Quay Car Park Light –
Nuisance”: -
This email was a sample of a number of complaints (by email, personally and
telephone) that had been received from parishioners; Clerk advised NDC Car
Parks Manager each time and appropriate action promised. See also item (k)
below
e) Email (dd 21.10.08) from NDC Environmental Health Department reference
“Doggy Bin – Tarka Trail near Tunnel”: -
Stated that bin would be changed for a new one when a new supply became
available; Cllr Harper advised
f) Letter (received 25.10.08) from Shore Sight Opticians reference
“Domiciliary Eye Care Service”: -
Writer provided by Clerk with contact email of Editor of Parish Magazine
g) Email (dd 29.10.08) and attachment from Cllr Harper reference “Maritime and
Coastguard Agency”: -
For information in the event of abandoned boats on the beach that the MMA will
not deal with
h) Email (dd 29.10.08) from a visitor to Instow reference “Excess Speed at
Bideford end of Anstey Way near Elm Terrace – 20 mph Limit?”: -
Cllr Cann (DCC) forwarded a suitable reply to writer
i) Mole Valley Farmers Newsletter (November 2008 – No 534)
j) Email (dd 29.10.08) from Inspector Toby Davies (Sector Inspector –
Barnstaple) reference “Barnstaple Police Changes”: -
Stated that Inspector Davies was to be co-opted onto a project entitled “Op
Quest” for 6 months and that during this period Inspector Joe Hartshorn would
be covering in his absence
k) Email (dd 2.11.08) from a parishioner reference “Quay Car Park Light –
Power Disconnected”: -
See item (d) above
l) Copy email (dd 4.11.08) from Cllr Cann to DCC Local Services and visa versa
(5.11.08) reference “Poor Road Surface - Instow to Tapeley”:-
DCC Local Services to deal with this as a matter of some urgency.
m) Clerks and Councils Direct Magazine (Issue 60 – November 2008)
n) Letter (received 7.11.08) from Children’s Hospice (SW) reference “January
Open Days”:-
Little Bridge House is open on January 15th (10 am to 12 Noon), 16th (10am to
3 pm) and 17th (10am to 3 pm)
n) “The Playing Field Newsletter” - (Autumn 2008)
o) Email (dd 7.11.08) from DCC reference “Devon In Touch Monthly News Round
Up” – November 2008: -
Copy placed at post office for information of parishioners
p) Telephone call (7.11.08) from President of Atherington WI reference “Tidy
Up – Instow Beach/17th November 2008”: -
Clerk told caller that IPC would be more than happy for her group to carry out
this “tidy up” as requested (between Commodore and Boathouse) but that they
did so at their own risk; advised appropriate liaison with Instow Adopt a
Beach group and local WI
q) Email (dd 6.11.08) from Chairman reference “Overgrown Hedges – Near Atturm
and Sand Dunes Car Park”: -
Passed by Clerk to DCC’s Local Services Superintendent for attention of parish
lengthsman
r) Email (dd 7.11.08) from Cllr Mrs Dipper reference “Exposed Anchor – Instow
Beach”: -
Passed by Clerk to beach cleaner for suitable attention
s) Email (dd 9.11.08) from a parishioner to DCC Local Services/Cllr Cann
reference “Flooding at Bar Beacon, Anstey Way, Instow”: -
Matter being dealt with by DC Local Services
t) Email (dd 11.11.08) from Cllr Harper reference “Pothole – Marine Parade
outside Offshore”: -
Passed to DCC Local Services for attention
u) Agenda and associated papers for NDC Meeting of Wednesday 19th November
2008 at 7 pm
v) Annual Report of Royal Devon and Exeter NHS Foundation Trust 2007/8 and
associated papers
w) RD & Express (Issue 16 – November 2008)
x) Email (dd 14.11.08) from parishioner reference “Flooding Concerns –
Torbrook House, New Road, Instow”: -
Passed to DCC Local Services Superintendent for attention; parishioner advised
y) Email (dd 17.11.08) from parishioner reference (a) “Atturm Bus Stop –
Brambles in Hedge “ and (b) “Damage to Grass Verge – Marine Parade/Lane End
Close”: -
Issue (a) passed to parish handyman for attention and (b) to DCC Local
Services Superintendent for action as necessary; parishioner told and thanked
z) Email (dd 18.11.08) reference “Advertising – Xmas Events at Tapeley”: -
Writer given details of editor of parish magazine
aa) Email (dd 18.11.08) from Cllr Moores (NDC) reference “Doggy Bin – Tarka
Trail”: -
See item (e) above
bb) Email (dd 18.11.08) from The Local Channel reference “The Local Column –
November Edition”
cc) Letter (received 18.11.08) and attachments from Digitaluk reference
“Digitalk TV”
dd) Agenda and associated papers of NDC’s Standards Committee Meeting of
Wednesday 26th November 2008 at 7 pm
dd) Email (dd 18.11.08) from a parishioner reference “Sand Clearance”: -
Parishioner told by Clerk this was as a consequence of DCC culvert clearance
on the beach; DCC Local Services advised for information
2811/10 FINANCE
1. INCOME: -
TOTAL : - NIL
2 EXPENDITURE: -
Mr M Harris Village Handyman £ 150.00
Audit Commission Audit Fee 2008 £ 334.88
Instow/Westleigh Parish News Grant 2008 £ 520.00
Parish Hall Grant 2008 £ 415.00
Burial Ground Grant 2008 £ 1100.00+
Instow Website Grant 2008 £ 105.00
BT Parish Telephone (372408) £ 98.02*
TOTAL: - £2,722.90
Key: -
+ An increase on the budgeted figure of £270 – see IPC Meeting September 2008
* Cost of calls £44.09, rental/payment charges £40.00 and £13.93 VAT
(recoverable)
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 24.10.08 (Statement) = £ 23.61*
Lloyds Bank Business a/c no. 02350065 as @ 29.9.08 (Statement) = £23,999.75+
Key:
* According to Clerk’s records this is 51p (2 cheques to the total value of
£23.10 uncashed)
+ According to Clerk’s records this is £23,342.75
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £2,723.00 from Lloyds Bank Business account number
02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as
at 2 above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Mole Valley Farmers – IPC Account (October 2008): -
The Clerk advised IPC that this confirmed IPC was in balance. (Noted)
(b) Use of Instow Sands – Atturm (Defence Estates {DE}): -
(i) The Clerk advised IPC that the interim licence (as amended and recently
initialled by Cllr Crombie) for the period 1.6.08 to 31.12.09 had been
returned to DE on 25.10.08. (Noted)
(ii) The Clerk confirmed that a signed copy had subsequently been returned to
him (12.11.08) and had been filed for future reference. (Noted)
(c) IPC’s Finance Sub Committee Meeting - Budget 2009/10: -
The Clerk reported that this meeting took place on Monday 27th October 2008
and that a copy of the “unapproved” draft minutes (and all IPC documents
referred to therein) had been circulated to Cllrs with their agenda papers
(13.11.08). The Clerk reported as follows: -
(i) Minutes of IPC’s FSC Meeting of 27th October 2008: -
IPC’s FSC Cllrs present, and who had attended the meeting, verified and
approved the minutes; Cllr White (Chairman) signed them as a true record. A
discussion then ensued as follows: -
(a) IPC’s Financial/Risk Assessment Regulations: -
The Clerk reported that IPC’s Financial/Risk Assessment Regulations had last
been updated/re-affirmed by Council at its meeting of the 15th November 2007
and that he recommended they remain as written other than to correct
references to Standing Orders (Items 4,5,6,7 and 10) on the basis that
Standing Orders had recently been amended. He added that IPC’s FSC had
RESOLVED to recommend this proposal. IPC RESOLVED to ratify this
recommendation and Cllr White (Chairman) signed a copy. (Noted)
(b) IPC’s Beach Risk Assessment Policy: -
(i) The Clerk reported that this policy (that had been accepted by its
insurers, the Allianz Cornhill) had last been updated/re-affirmed by Council
at its meeting of the 15th November 2007 and that he recommended it remain as
written with no amendment/additions adding that IPC’s FSC had RESOLVED to
recommend this proposal. IPC RESOLVED to ratify this recommendation and Cllr
White (Chairman) signed a copy. (Noted)
(ii)The Clerk reported that the Beach Lease from the Crown Estate (CE) was due
for renewal at the end of 2009 and that IPC’s FSC had RESOLVED to recommend
that IPC commence negotiations with the CE early in the New Year. IPC RESOLVED
to ratify this recommendation. (Noted)
(c) IPC’s Child Protection Policy: -
The Clerk reminded IPC that this policy had been drawn up and ratified by
Council at its meeting of the 15th November 2007 and that he recommended it
remain as written with no amendment/additions adding that IPC’s FSC had
RESOLVED to recommend this proposal. IPC RESOLVED to ratify this
recommendation and Cllr White (Chairman) signed a copy. (Noted)
(d) Parish Seats Maintenance Policy: -
The Clerk reminded IPC of the principles of the policy (that had been accepted
by its insurers, the Allianz Cornhill) and that he recommended it remain as
written adding that IPC’s FSC had RESOLVED to recommend continuation. IPC
RESOLVED to ratify this recommendation. (Noted)
(e) Other Risks/Record Keeping: -
(i) The Clerk advised IPC that, after deliberation, IPC’s FSC had RESOLVED to
recommend that no obvious “other risks” could be perceived at present but that
IPC needed to be alert and mindful on a meeting by meeting basis. IPC RESOLVED
to ratify this recommendation. (Noted)
(ii) The Clerk advised IPC that biannual checks (spring and autumn) of the
parish seats took place (normally by Cllr Crombie {Risk Assessment Cllr}, the
Clerk and the handyman) and that records were kept (by the Clerk) of these
inspections together with the ad hoc checks (by the handyman) throughout the
year especially during the summer. (Noted)
(iii) The Clerk said that, in addition, the beach cleaner kept a daily log of
his “activity” on the beach throughout the summer season. (Noted)
(iv) The Clerk reminded Council that both these procedures (as at (ii) and
(iii) above) were requirements of the Allianz Cornhill and that IPC’s FSC had
RESOLVED to recommend continuation. IPC RESOLVED to ratify this
recommendation. (Noted)
(f) Annual Insurance Review: -
(i) Cllr Crombie confirmed that he, together with Cllr Johns and the Clerk had
reviewed IPC’s Allianz Cornhill Public Liability Insurance cover on renewal
(May 2008) and that IPC’s FSC had RESOLVED to recommend this process continue
in 2009. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk reminded IPC that from time to time other insurance companies
offered their “services” to IPC. He said an offer from the Co-op had come to
IPC’s attention earlier in the year and it had been RESOLVED at that time to
leave it for IPC’s FSC to consider. (Noted)
(iii) The Clerk added that after a discussion IPC’s FSC had RESOLVED to
recommend to IPC that it remain with the Allianz Cornhill on the basis it
specialised in Local Government Public Liability policies and it catered for
IPC’s “special needs” such as the beach. IPC RESOLVED to ratify this
recommendation. (Noted)
(iii) The Clerk reminded IPC that a discussion had recently taken place within
Council on the possible implications of breaches of the code of conduct and
indemnity against such an eventuality; the Clerk quoted the originator of this
discussion, namely, a recent survey by NALC (via DAPC) and The Local
Authorities (Indemnities for Members and Officer) Order 2004. The Clerk told
IPC that after a discussion IPC’s FSC had RESOLVED to advise IPC it should
lobby DAPC/NALC to ensure such a liability was indemnified particularly as
Cllrs might inadvertently breach the code and require some form of legal
advice and support. He said it had already been determined that the Allianz
Cornhill did not provide such cover. IPC RESOLVED to ratify this
recommendation. (Noted)
(g) Car Park Charges 2009: -
(i) The Clerk advised IPC that IPC’s FSC had noted that the future of the Car
Park for the following season was again in doubt in that there appeared to be
a distinct possibility that NDC might decide to run it for itself and not
grant a licence to IPC. The Clerk added that IPC’s FSC had agreed this would
result in achieving a significant effect on the income generation of IPC and
that a number of current “essential” activities might need to be curtailed
(i.e. beach cleaning, handyperson activity, grass cutting etc) and/or the
precept possibly doubled. (Noted)
(ii) The Clerk told IPC that IPC’s FSC had RESOLVED to recommend to IPC that
it should do all within its power to secure a licence to run the car park for
the 2009 season and that this should be actioned as a matter of some urgency.
The Clerk advised IPC of the action(s) taken by him already. (Noted)
(iii) The Clerk advised IPC that after debate IPC’s FSC had RESOLVED to
recommend to IPC that in the event NDC was to grant IPC a licence to run the
car park in 2009 that prices should be left the same as for the current year
i.e. £1 for 2 hours, £3 all day (24 hours), £80 for a season ticket & £12 for
a weekly ticket. The Clerk said that IPC’s FSC had noted that the country was
currently experiencing a “credit crunch” that would undoubtedly have a
negative financial impact into, at the very least, 2009 and that costs of such
valuable services as car parking needed to remain relatively cost effective.
IPC RESOLVED to ratify this recommendation. (Noted)
(h) Parish Handyman/Beach Cleaner 2009/10 – Terms of Reference/Contract and
Hourly Rate: -
(i) The Clerk reminded IPC that the terms of reference for the parish handyman
had been re-affirmed by IPC on the 15th November 2007 and, in his view, did
not require amendment adding that IPC’s FSC had RESOLVED to recommend this
proposal. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk advised IPC that the terms of agreement for the beach cleaner
(in the light he became self employed in 2006) had been re-affirmed by IPC at
its meeting of the 15th November 2007 and that IPC’s FSC had RESOLVED to
recommend to IPC it remain as written for the 2008 season, subject to
calendar/payment alterations etc. IPC RESOLVED to ratify this recommendation.
(Noted)
(iii) The Clerk advised IPC that after discussion it had been RESOLVED by
IPC’s FSC to recommend to IPC that the Handyman’s hourly rate (2009/10) be
increased from £7.50 to £8.00 per hour and the Beach Cleaner’s annual rate
(2009/10) should be increased from £400 to £425 per month (April to September
inclusive = £2,550) and that the Tractor Service and Xmas beach clean should
be £425 (Total payments £2,975). IPC RESOLVED to ratify this recommendation
(Noted)
(i) Xmas Charity Nominee 2008: -
(i) The Clerk advised IPC that IPC’s FSC had RESOLVED to recommend to IPC that
the collection from the Carol Singing event (7th December 2008) be paid
equally to The North Devon Hospice, the Appledore Branch of the RNLI and
Northam Lodge and that it had been further RESOLVED to recommend to IPC that
it match fund the collection to a maximum of £100. IPC RESOLVED to ratify this
recommendation. (Noted)
(ii) The Clerk told IPC that following a discussion as regards to the manner
in which the refreshments for this charitable carol singing event might be
funded IPC’s FSC had RESOLVED to recommend (as for 2007/8) to IPC that a grant
be given to a local “bone fide” organisation who agreed to organise and pay
for the refreshments on the grounds it was “for the encouragement of the arts
and entertainment within the parish” and was a “community Christmas charitable
event”. IPC RESOLVED to ratify this recommendation. (Noted)
(iii) The Clerk advised IPC that the local Woman’s Institute had in the past
agreed to take on this role and that negotiations were in hand, subject to
IPC’s approval (at (ii) above). (Noted)
(j) Internal Auditors Fee 2008/9: -
(i) The Clerk informed IPC that Mr G Day (IPC’s IA) was not seeking recompense
for his internal auditor activity for the current year 2008/9 and that its FSC
had recommended he be suitably thanked for his public spiritedness and
commitment. IPC RESOLVED to ratify this recommendation. (Action: The Clerk)
(ii) The Clerk further advised IPC that Mr Day had, on the night of IPC’s FSC
Meeting, tendered his resignation as IPC’s IA, by letter, and that it would be
necessary, therefore, to identify a replacement. He said IPC’s FSC had
personally expressed its gratitude to Mr Day for all his hard work and
dedication over the many years he had supported IPC as its Responsible
Financial Officer and Internal Auditor and that it had RESOLVED to recommend
to IPC that an official vote of thanks be tabled to Mr Day for his valuable
commitment/public spiritedness to the parish over many years. IPC RESOLVED to
ratify this recommendation. (Noted)
(iii) IPC RESOLVED to consider a suitable replacement for Mr G Day asap
recognising that a replacement IA would be required by May 2009.(Action: IPC
Cllrs)
(iv)The Clerk informed IPC that after a discussion IPC’s FSC had RESOLVED to
recommend to IPC that the current rate for payment to IPC’s Internal Auditor
(as set out in IPC’s Financial Regulations (item 2 (c)) should remain the
same, that is, £50 per hour up to a maximum of 4 hours = £200. IPC RESOLVED to
ratify this recommendation. (Noted)
(k) Staff Salary/Bonus 2008/9: -
(i) The Chairman advised IPC that after discussion (and in the absence of the
Clerk) IPC’s FSC had RESOLVED to recommend to IPC that the Clerk be paid the
sum of £100 to reimburse him for additional work performed by him throughout
the year and which was beyond his general terms of reference. IPC RESOLVED to
ratify this recommendation. (Noted)
(ii) The Chairman advised IPC that it had been further RESOLVED to recommend
to IPC that the Handyman and Beach Cleaner be paid the sum of £100 each to
reimburse them for additional work performed throughout the year and which was
beyond their general terms of reference. IPC RESOLVED to ratify this
recommendation. (Noted)
*** Cllr Cook and the Clerk were absent during the above discussions ***
(l) Clerk’s Salary/Expenses 2009/10: -
(i) The Chairman advised IPC that after discussion (and in the absence of the
Clerk) IPC’s FSC had noted, from reliable enquiries made of the DAPC, that for
the Clerk’s experience, workload/responsibility (and the fact IPC was a
Quality Council) his hourly rate should be somewhere in the region £9.84 -
£10.068 (average weekly hours = Minimum 12). The Chairman added that after
deliberation it had been RESOLVED to recommend to IPC that the Clerk’s salary
be raised from £5,000 to £5,400 (£8.65 ph). IPC RESOLVED to ratify this
recommendation. (Noted)
*** The Clerk was absent during the above discussion ***
(ii) Chairman told IPC it had been further RESOLVED that the Clerk’s expenses
remain the same as for the current year - £1,465. IPC RESOLVED to ratify this
recommendation. (Noted)
*** The Clerk was absent during the above discussion ***
(m) Grass Cutting Tenders (x7 cuts per annum) 2009 – 2011: -
(i) The Clerk reported he had received three applications, one from Mr M
Harris (the current holder of the tender) - £250 per cut 2009, £275 per cut
2010 and £300 per cut 2011 = Total £5,775.00 for period 2009/2011, one from
Glendale of Chivenor - £557.14 plus VAT per cut = Total £11,699.94 plus VAT
for period 2009/2011 and one from a Mr W P Isaac of Kentisbury - £1,503.05
plus VAT per cut (2009), £1,540.63 per cut 2010 and £1,579.15 per cut 2011 =
Total £32,359.81 plus VAT. for period 2009/2011. (Noted)
(ii) The Clerk advised IPC that after debate IPC’s FSC had RESOLVED to
recommend to IPC it accept Mr Harris’s tender on the grounds it was, by far,
the cheaper and that Mr Harris had a proven track record of reliability &
commitment to the role. IPC RESOLVED to ratify this recommendation. (Noted)
(n) Tractor Service 2008/9: -
The Clerk advised IPC that the cost of carrying out the annual service of the
tractor was included in the beach cleaner’s December 2008 payment of £400 but
that this did not include the cost of necessary parts. The Clerk added he had
been reliably informed by the beach cleaner that this should be minimal and
that IPC’s FSC had RESOLVED to recommend this additional cost to IPC. IPC
RESOLVED to ratify this recommendation. (Noted)
(o) IPC – Use of Reserves: -
(i) The Clerk advised IPC that IPC’s FSC had noted that IPC had, in the past,
earmarked some of its reserves towards “community facilities” at the intended
new Instow School (*), suitable “Ransom Strip” project(s) and a sum of up to
£2,000 towards the intended “DCC Village Gateway Project” with a view to
reducing speed/increasing road safety and to enhance the entrances to the
village. (Noted)
(ii) The Clerk added that IPC’s FSC had further noted that the “Village
Gateway” project could now be removed from the list on the basis that DCC had
agreed to cover the whole cost of this project (in lieu of IPC providing an
additional grant to the Instow Parochial Church Council - November 2009).
(Noted)
(iii) The Clerk advised IPC that IPC’s FSC had RESOLVED to recommend to IPC
that no other projects should be earmarked for “reserve expenditure” on the
basis there was a strong possibility that IPC might need to use some of its
reserves in 2009/10 to cover the possible loss of car park revenue and because
of “credit crunch” implications. IPC RESOLVED to ratify this recommendation.
(Noted)
* Cllr Crombie declared a personal interest on this issue as a School
Governor*
(ii) Draft Budget 2009-2010: -
a) The Clerk reported that following the above discussions, IPC’s FSC had
drawn up a draft Budget (copy previously forwarded to Cllrs with their agenda
papers 13.11.08 – appendix A to FSC Minutes) and that it was now for IPC to
approve it in its entirety, or otherwise. (Noted)
b)The Clerk added that IPC’s FSC had RESOLVED to recommend its approval, in
its entirety, on the understanding that NDC was going to grant IPC a licence
for the Quay Car Park in 2009; if not, it would be necessary to revisit the
budget and undoubtedly make drastic cuts/revisit the precept as necessary.
(Noted)
c) The Clerk then ran through the draft budget, item by item, answering
queries as necessary. (Noted)
d) IPC, after deliberation, RESOLVED to ratify the budget as written. (Noted)
(d) Letter/Form (dd 31.10.08) from NDDC reference “Parish Council Expenditure
2009/10”: -
(i) The Clerk reported that now that IPC’s Budget 2009/10 had been agreed he
could complete this form and forward it to NDC prior to the deadline of 12th
December 2008. He advised IPC of the details i.e. NDC Grant: - Instow had 655
parishioners (according to current electoral roll) x £2 per head of population
= £1310 made up of Burial Ground (£872), Parish Hall (£400 – maximum payment)
and “Parks and Open Spaces” (£38) – Total £1310. (Noted)
(ii) IPC RESOLVED to support the action as proposed by the Clerk. (Noted)
(e) DCC P3 Footpath Inspection 2008/9/P3 Claim for 2009/10:-
(i)The Clerk reported that the necessary forms had been received and he would
attend to them as necessary asap. (Noted)
(ii) The Clerk reported that he and the parish handyman were to attend a P3
Xmas Workshop at Ashreigney on 28.11.08 and that he would give a report at the
next IPC meeting. (Noted)
(f) Parish Seat Inventory/Inspection – Autumn 2008: -
The Clerk reported this was carried out on 17.11.08 by himself and Mel Harris
(Handyman); Cllrs were provided with a copy at the meeting. The Clerk spoke to
the paper. (Noted)
(g) Xmas Grass Cut and Beach Clean 2008: -
(i) The Council discussed a Xmas grass cut; it was RESOLVED to do so,
necessity and weather conditions dependant. The Clerk confirmed it had been
included in the budget 2007/8 but that in any event only 6 cuts (normally 7)
had been necessary to date. (Noted)
(ii) The Clerk said the current agreement between the beach cleaner and IPC
was that the Xmas beach clean was part of his contract (and included in the
budget) and that this also included a tractor service (parts extra).. (Noted)
(h) NALC Employment Briefing Paper E11-08 – 2008/9 National Interim Salary
Awards for Local Council Clerks”: -
The Clerk confirmed that this paper had been filed for future reference.
(Noted)
(i) Section 137 Limit for 2009 – 2010: -
The Clerk said that according to the DAPC Newsletter (Nov/Dec 2008) this is to
be £6.15 (as opposed to £5.86 currently). (Noted)
(j) Email (dd 13.11.08) from Charity Commissioners reference “Charity
Commission News – Issue 28”: -
The Clerk said the email had been copied (14.11.08) to Cllrs White, Green,
Crombie and Johns who were IPC’s cheque signatories and trustees of Instow
Recreation and Allotment (Charity) Account and been filed for future
reference. (Noted)
2811/11 PLANNING
a) Letter (received 18.10.08) reference “Demolition of existing and erection
of new dwelling at Crows View (Crowe View), Sandhills, Instow (Reference no
47261): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
b) Letter (dd 23.10.08) from DCC (Executive Director of Environment, Economy
and Culture) reference “Town and Country Planning Act 1990 – Appeal by Notts
Contractors Ltd: Site at the Transfer Station, Former Yelland Power Station,
Lower Yelland, Barnstaple/Planning Permission 02/27/44588/2007: The
Enlargement and Continuation of Use of the Transfer Station (Appeal Reference
no. APP/J1155/A/08/2074759/NWF”: -
(i) The Clerk said this stated that the appellant had lodged an appeal against
conditions 1, 4, 5, 6, 7, 9, 10.11, 12.14, 19 and 20 attached to the above
planning application and that the appeal was to be dealt with by a hearing and
not by written representation; this is to take place at the Civic Centre,
Barnstaple at 10 am on Tuesday 25th November 2008 (Torridge Room) and that IPC
could be represented if it wished at the Inspector’s discretion. (Noted)
(ii) The Clerk advised IPC he had consulted the Chairman (27.10.08) and that
it had been agreed not to attend the hearing; IPC RESOLVED to ratify this
decision. (Noted)
c) TDC Planning Application 1/0555/2008/FUL – “Time and Tide Bell” at
Appledore Slipway: -
The Clerk told IPC that Cllr Johns had spoken to Cllr Osborne (email of
29.10.08 refers) of Northam Town Council (NTC) and it would seem that NTC had
similarly recommended refusal of this planning application and that if IPC was
to receive any complaints from its parishioners he would like to be notified;
email r.owborne@talktalk.net refers. (Noted)
d) Letter (dd 20.10.08) from DCC (Executive Director of Environment, Economy
and Culture) reference a) Town and Country Planning General Regulations 1992 –
Regulation 3: Change of use of land from agricultural to education purposes,
construction of grass playing pitch with land drainage, access road and
turning head. Construction of temporary path from existing school to proposed
playing field at land to south of B3233, adjacent to Venn, Instow (Reference
No ACB/DCC/2566/2007): -
The Clerk said this letter stated that this application had been WITHDRAWN by
the applicant on 22nd October 2008. (Noted)
e) Town and Country Planning General Regulations 1992 – Regulation 3: single
storey 5 class primary school at land to south of B3233 adjacent to property
known as Venn, Instow (Reference Number ACB/DCC/2602/2008): -
The Clerk said this letter stated that this application had been WITHDRAWN by
the applicant on 22nd October 2008. (Noted)
f) Letter (received 1.11.08) from NDC Planning reference Demolition of
Existing Accommodation and Catering Blocks and Erection of New Accommodation
and Catering Facility and Water Tank at RM (Atturm), Instow (Reference No
47433): -
The Clerk said this letter stated that this application had been GRANTED with
conditions as listed. (Noted)
g) DAPC Newsletter (Nov/Dec 2008) – The Code of Conduct and Planning
Decisions: -
(i) The Clerk said this article referred to the practice of pre-application
discussions (between councils and developers) and which was being encouraged
by government with the aim of ironing out as many difficulties as possible
before the application was considered. However, this had raised concerns among
parish councillors who felt that if they listened to a developer at this stage
then they could be accused of bias or predetermination when considering the
application. These are not strictly code of conduct matters but tend to come
under that umbrella. It is important that parish councillors do not
demonstrate predetermination or bias as this would allow the decision of
council to be disregarded as well as creating a problem for that individual.
Cllrs can make sure they are not accused of predetermination or bias through
being careful with the manner in which they talk through the issues. They must
make sure they do not use extreme language that would indicate to anyone
listening that they have already made up their mind, and will not be open to
any facts available at the time of making the decision to support or not
support an application. (Noted)
(ii) The Clerk added that the DAPC suggested there was a very good occasional
paper on the Standard Boards website entitled “Predisposition,
Predetermination and Bias and the Code” – this explained that Cllrs could be
predisposed to any course of action; they might, for example, be keen to see
affordable housing in their community but this is not the same as
predetermination in favour of any planning application for affordable housing
that comes before Council; the councillor would still look on each application
on its own merits in the light of the facts brought to the meeting. (Noted)
(iii) The Clerk said he had forwarded a copy of the article to Cllrs with
their agenda papers (13.11.08). (Noted)
(iii) A discussion ensued. (Noted)
h) Email (dd 18.1.08) from a parishioner reference “Planning Application No
47326 – Garage at Morsden, Rectory Lane, Instow: -
(i) The Clerk stated that this planning application, according to the
parishioner, had been granted (IPC had not been advised) and that he had
forwarded grounds for objection much the same as IPC had done after the
October meeting. The Clerk said he had advised the parishioner accordingly.
(Noted)
(ii) After a discussion IPC RESOLVED to challenge this decision once official
confirmation was received from NDC Planning and the Clerk/Chairman were asked
to act as necessary if it was received before the next meeting. (Action:
Chairman/Clerk)
2811/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
There being no other business the meeting was closed.
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