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The meeting was preceded at 7 pm by a presentation given by Cllr Mrs M Manuel
(Chairman of Licensing – NDDC) and Phil Fitzsimons (NDDC Licensing) on
Licensing issues particularly appertaining to House to House and Street
Collections.
Present: - Councillors P Cook, N Crombie, C Harper, M Green, and S White (Vice
Chairman) together with Mr R Jacob (Parish Clerk)
In the absence of Cllr Johns (Chairman), Cllr White (Vice Chairman) took the
chair.
In Attendance: - Cllr R Cann (DCC), Cllr Mrs L Brown (NDDC) and 3
parishioners.
2602/1 PRAYER
The Clerk led the Council in prayer.
2602/2 APOLOGIES
Cllrs A Johns (Chairman), G May, Ms A Mayoh and F Scott.
2602/3 POLICE REPORT
a) Crime: - Constable Benbow reported that 2 “domestic” assaults had taken
place in the parish since the last meeting. (Noted)
b) Illegal Parking – Boathouse: - Constable Benbow said he had reviewed this
problem area again and wondered whether another “pinch point” at said location
might prove to be useful. The Clerk advised Constable Benbow that IPC were to
discuss this later in the meeting and that this observation would no doubt be
taken into consideration. PC Benbow was thanked for his observations. (Action:
- IPC)
c) Instow Community Show – July 2006: - Cllr Harper asked Constable Benbow
whether the police/traffic wardens might be in a position to assist at this
event to ensure the safety of children crossing the road from the beach to The
Commodore Hotel on Marine Parade where stalls would be erected. PC Benbow said
he would look into this and report back. (Action: - PC Benbow)
d) Business Watch: - The Clerk reported there were a number of shops and
businesses in the parish who would be interested in forming a business watch
network. Constable Benbow said he would liaise with the Crime Prevention
Department and get back to the Clerk asap. (Action: PC Benbow)
2602/4 PARISHIONERS
There were no issues raised by parishioners. (Noted)
2602/5 REPORT COUNTY COUNCILLOR R CANN
a) General: - Cllr Cann spoke of DCC’s policy as regards “Gully Emptying”
(North Devon has about 30,000 that require emptying, “Recycling Rate in Devon”
(Devon on course to be one of the best recycling/composting counties in UK),
“Traffic Speeds – Marine Parade” (possible new traffic survey), “Parking in
Loading bay – Boathouse” (it would be possible to change double yellow lines
to single to allow parking after 6 pm as per loading bay signs), “Our Local
Environment” (impact of the Clean Neighbourhoods and Environment Act etc),
“People with Learning Disabilities” (DCC’s new website –
www.learningdisabilitydevon.org.uk), “Marine Parade – Resurfacing of Footpath”
(is not one of the schemes for the financial year 2006/7), “Instow School Site
Meeting” (Owners of the lay-by site have been informed of DCC’s interest in
the site and await a response = DCC’s wish to provide the sports and playing
facilities at the earliest opportunity), “North Devon Tidy Campaign” (possible
re-launch of campaign), and “Budgetary Pressure – DCC” (Devon is set to get
£50 per person less grant than even the average for English counties which is
the equivalent of £36 million less for public services, equivalent to nearly
14% on council tax). (Noted)
b) Quay Car Park Charter Toilets: - Cllr Cook asked for an update on these
toilets. Cllr Cann said the matter was currently with NDDC’s Legal Services
but that IPC could rest assured that both he and Cllr Mrs L Brown would do all
they could to ensure the toilets were realised asap. (Noted)
2602/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
Cllr Mrs L Brown spoke of “EBASE: Exmore and Biosphere Accessing Sustainable
Energy -NDDC” (a new energy project which aims to determine the extent to
which rural communities can cost effectively reduce their carbon emissions),
“Litter Bins – NDDC” (5 year replacement programme has commenced), “North
Devon Tidy Campaign” (Litterlouts etc), “NDDC Budget” (The Executive will
consider recommending a 5% rise to full council), “Local History Project” and
“NDDC Energy Efficient Grant Scheme” (free phone number for advice 0800 512
012). (Noted)
2602/7 MINUTES
It was RESOLVED that the January 2006 minutes of Instow Parish Council be
approved and signed. (Noted)
2602/8 MATTERS ARISING FROM THE MINUTES
a) Item 2601/3 (b) – Illegal Parking/Marine Parade/Boathouse: - (i) Cllrs
discussed this having considered all the options and suggestions of Cllr Cann
(see item 2602/5) and Constable Benbow (see item 2602/3 (b)). (Noted)
(ii) IPC RESOLVED to recommend to DCC Local Services that the double yellow
line system, in the locality of the Boathouse, remain to coincide with the
emergency gate to the beach and bus stop but that the remaining double yellow
lines revert to a single yellow line with restricted parking. (Action: Cllr
Cann)
b) Item 2601/5 (b) and 2601/9 (i) (h) – Marine Parade/Footpath Condition: -
After a discussion IPC RESOLVED to re-affirm its grave reservations about the
poor quality of the surface of this footpath and of its “real” danger to
users. Cllr Cann said he would report these concerns to DCC Local Services as
a matter of some urgency and report back. (Action: Cllr Cann)
c) Item 2601/8 (a) – Sandhills Ransom Strip: - (i) Cllrs Cann, Mrs L Brown
together with Cllr White (Vice Chairman IPC) and the Clerk reported upon the
findings of a Ransom Strip Steering Group Meeting held at the Civic Centre,
Barnstaple on Wednesday 1st February 2006. The Clerk circulated a summary
paper of the meeting setting out three recommended options for consideration
i.e. (a) Full Consultation with residents, (b) “Light Touch” approach (taking
into account that a parish appraisal was carried out in the late nineties and
a consultation exercise was carried out for the school relocation in 2001) and
(c) Present to the community the new school layout with the location of the
proposed MUGA (Multi Games Area). (Noted)
(ii) Cllr White and The Clerk reported that the preferred option of the
Steering Group was to adopt Option 3. (Noted)
(iii) Cllr Harper said he preferred Option 1, a full consultation. He added
the former parish appraisal and consultation process were, in his view,
flawed. (Noted)
(iv) Cllr Green said he preferred a combination of options 2 and 3 that is, a
simple survey to each household reporting upon previously recorded priorities
as a result of the former parish appraisal and consultation excise and have
this followed up by a public meeting where question could be put to Cllrs and
Officers of both NDDC and IPC and other relevant agencies. Cllr Green said
this would provide parishioners with the choice of responding on paper and/or
being able to attend a local open meeting to express their views personally.
(Noted)
(v) The Clerk asked Cllrs if there was a seconder to Cllr Harper’s proposal as
at (iii) above – there were none. (Noted)
(vi) The Clerk asked for a seconder to Cllr Green’s proposal as at (iv) above
– Cllr White seconded this proposition and Cllr Cook voted in its favour
(together with Cllrs Green and White). IPC, therefore, RESOLVED to proceed
accordingly. The Clerk was asked to liaise with Brian Holme (NDDC) so as to
progress this issue without undue delay. (Action: The Clerk)
*** Cllr Crombie declared an interest on this matter and left the room***
d) Item 2601/8 (b) (iii) – Instow Beach/Water Quality: - (i) The Clerk
reported that SWW was still investigating the “suspect” outfall on the beach
between the jetty and the old power station. (Noted)
(ii) The Clerk also reported that SWW had informed him that it was still
finding a considerable amount of fat (and other inappropriate bodies) in the
sewers in the vicinity of Marine Parade and that a number of leaflets had been
provided to him for placement throughout the parish. He said he had placed
copies at the Post Office, Parish Hall and a copy had been provided to Cllr
Scott for a suitable entry in the parish magazine. (Noted)
e) Item 2601/8 (c) – Instow/Allotment Provision: - (i) The Clerk reported he
had written to DCE (20.1.06) requesting whether there were any DCE allotments
available within the parish. (Noted)
(ii) The Clerk said he had received a response (24.1.06) stating that DCE had
no allotments in Instow but there were several available at Westleigh and
Instow parishioners would be welcome to contact DCE and discuss taking them
over. The Clerk read out the letter. (Noted)
(iii) The Clerk advised IPC he had provided Cllr Scott (Editor Parish
Magazine) with sufficient information to make a plea in a forthcoming parish
magazine for “spare” land in the parish to be made available for allotments.
(Noted)
(iv) The Clerk recommended that IPC had now fulfilled its obligation to those
parishioners who had signed the “allotment” petition in as much the
Smallholding and Allotments Act 1908 stated that “as long as the allotments
provided to satisfy the obligations are reasonably accessible to users, it is
not essential that they should be within the locality”. The Clerk suggested he
wrote to all petition signatories and provide them with the aforementioned
information ((ii) and (iii) above) together with the fact it was hoped to
provide some allotments with the new school once the proposed site had been
acquired and that it had every good reason to believe that the current
allotment site within the parish (Anstey Way – All Saints Chapel) was not
under any imminent threat of alternative development. (Noted)
(v) After a discussion IPC RESOLVED to adopt the recommendation of the Clerk
and to also write to DCE and thank it, most sincerely, for its offer of
allotments at Westleigh and to advise it of the action being taken by IPC.
(Action: The Clerk)
*** Cllr Harper declared an interest on this matter and did not speak***
f) Item 2601/9 (i) (b): - Standards of Conduct in English Local Government: -
Cllrs present said they had perused this document and in the circumstances
felt that no response was necessary – IPC RESOLVED to adopt this decision.
(Noted)
g) Item 2601/9 (i) (f) (i): - Instow Parish Council Meeting Dates 2006: - (i)
The Clerk circulated a list of meeting dates for 2006 and confirmed that
copies had been placed on all parish notice boards and that a copy would
subsequently be placed on the Instow website. (Noted)
(ii) The Clerk appraised IPC of the meaning of the definition of the 6 month
“Cllr absence rule” i.e. 6 calendar months. (Noted)
h) Item 2601/12 (c) - Willow Fencing/Sand Dunes: - (i) The Clerk told IPC he
had contacted the NDCCS as regards the potentially dangerous broken willow
fencing and that he had been advised that suitable action would be taken.
(Noted)
(ii) The Clerk told IPC he had also enquired of the NDCCS, at the same time,
whether the new fencing erected in the dunes at Easter 2005 (and subsequently
destroyed by fire) was to be replaced. He said he had been told that any
fencing erected on common land (which is what the dunes have now been
classified as) needed the Secretary of States permission. (Noted)
2602/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Email (dd 26.1.06) from parishioner reference “Signs for Picnic Area (Tarka
Trail)”: - The Clerk said this email suggested that suitable signs be placed
to notify the whereabouts of this facility to parishioners and tourists
(walkers/cyclists). He added that it was believed that the NDCCS would provide
such signs if asked although no doubt the question of planning permission
would need to be explored by NDCCS beforehand. After a discussion it was
RESOLVED to support this suggestion and the Clerk was asked to liaise with the
NDCCS. (Action: The Clerk)
b) Letter (dd 1.2.06) from NDDC reference “North Devon Local Plan – Proposed
Modifications”: - (i) The Clerk said this letter thanked IPC for responding to
the proposed modifications version of the North Devon Plan; it confirmed that
IPC’s representations had been duly noted i.e. “IPC has concerns over the
proposed development of March Lane because it is a busy area that already
suffers flooding”. The Clerk reminded Cllrs he had sent a copy letter to them
with their agenda papers (9.2.06). (Noted)
(ii) Cllr Mrs L Brown said she had reiterated IPC’s concerns to the
appropriate department of NDDC and had asked to be kept informed. (Noted)
c) Email (dd 7.2.06) from NALC reference “The Review of Quality Parish and
Town Council Scheme”: - (i) The Clerk said this letter invited IPC to comment
upon the scheme; he reminded Cllrs he had provided them with a copy of the
email with their agenda papers (9.2.06). (Noted)
(ii) After a discussion IPC RESOLVED to support the general view of NALC in
its email and to respond accordingly. (Action: The Clerk)
d) Letter (dd 7.2.06) from NDDC reference “Land Drainage and Flood Alleviation
Consultative Group: 16th February 2006”: - (i) The Clerk said this letter
invited a representative from IPC to attend said meeting at the Civic Centre,
Barnstaple on Thursday 16th February; he said he had copied it to the Chairman
(9.2.06) but that he had been unable to attend. (Noted)
(ii) Agenda and associated correspondence for this meeting – received
11.2.06): - The Clerk appraised IPC of the content particularly as it related
to Instow. (Noted)
e) Letter (January 2006) from DAPC reference “Royal Garden Party – 20th July
2006”: - After a discussion IPC RESOLVED to nominate a particular parishioner
and partner who it felt was deserving of such a nomination. (Action: The
Clerk)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 10.2.06) from Secretary of TTEF reference: - “Minutes of meeting
of 17.1.06, Copy letter from Chairman TTEF, List of Member Organisations
(together with representatives and deputies), Copy of TTEF Constitution,
Update on Role and Function of TTEF and Subscription Form 2006 (See Finance).
(iii) Matters to note: - (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i)Letter (dd 23.1.06) reference “Post of
Treasurer to DAPC”; (ii)Letter (undated) reference ”DAPC Website”; (iii)
Letter (dd December 2005) reference “NALC – 2006/7 Salary Awards for Local
Council Clerks”; (iv) “Letter (undated) reference “Insurance Scheme for Parish
Councils”; (v) Email (dd 20.1.06) reference “Devon Local Access Forum
Membership”; (vi)Email (dd 6.2.06) reference “DCC Arts Investment” – Cllrs to
peruse and consider, (vii)Email (dd 7.2.06) reference “Car Parks and Parish
Council Experience” (viii) Email (dd 8.2.06) reference “Vacancy Parish Clerk:
Strete” and (ix) Email (dd 14.2.06) reference “RockETS Application Form and
Guidance Notes – Funding” - Cllrs to peruse and consider.
b) NDDC Members Services Weekly Information Sheet w/c 20.1.06, 27.1.06, 3.2.06
and 10.2.06.
c) Minutes of NDDC Standards Committee for Wednesday 18th January 2006
d) Agenda for NDDC Extraordinary Meeting of 31st January 2006 and attachments
and Agenda and associated papers for NDDC Meeting of Wednesday 22nd February
2006.
e) Poster of relevance to “North Devon Voluntary Action Forum – Spring
Training Programme/Trustees and Introduction to Effective Fundraising”
f) Letter (dd January 2006) from Barnstaple and District Civic Society
reference “Conservation Awards 2006”: - Cllrs to consider and action as
necessary.
g) Letter (dd 19.1.06) and poster/pamphlet from Home-Start North Devon
reference “Recruiting Volunteers”: - Poster placed on notice board at Post
Office and pamphlet left at Parish Hall.
h) Pamphlet reference “Play Area Inspections 2006”.
i) Letter (dd 16.1.06) from DCDC reference “DCC’s Response to IPC’s Written
Representations/DCC Waste Local Plan”.
j) The Playing Field Association Newsletter (Winter 2005/6)
k) Email (dd 25.1.06) from (Government Office South West - GOSW) reference
“Permission to use photo of IPC Cllrs/Clerk receiving Quality Parish
Certificate
from Lady Arran” for subsequent publication in GOSW Newsletter”: - Clerk
advised GOSW that IPC would undoubtedly be in agreement.
l) Email (dd 7.2.06) from Page Concreter reference “Security Barriers”.
m) DCC – Devon In Touch Monthly News Round Up (February 2006).
m) Telephone call (7.2.06) from DCC reference “Visit of Parish Lengthsman to
Instow: 8/9th February 2006: - Work activity discussed with Clerk.
n) Letter (February 2006) and attachments from CCD reference “Calor Village
of the Year”.
o) DAPC Training Courses (Various)
p) Email (dd 13.2.06) from ex parishioner from Australia reference naming of
Down (or is it Downs?) Road, Instow and Complimenting Instow Website: - Clerk
replied and thanked ex parishioner for his interest advising him that signage
on site at Instow stated “Down Road” yet Ordnance Survey Map recorded “Downs
Road” and that he had contacted the local authority (DCC) to ascertain what
their records say. Instow Webmaster advised of compliments re website.
q) Telephone call (15.2.06) from (North Devon Action Forum) reference
“Recruitment of new members” and “Outreach activity”: - Caller advised that
IPC could arrange suitable publicity by way of posters and parish magazine.
r) Veninos (Venezuelan Children in Need) Autumn/Winter 2005 Newsletter: -
Placed in parishioner folder at Post Office.
s) Fliers from North Devon Theatres: - Placed in parishioner folder at Post
Office.
t) Letter (dd 13.2.06) and attachment from DCC reference “Changes in Bus
Services affecting North Devon”:- Copy placed in parishioner folder at Post
Office.
2602/10 FINANCE
1. INCOME: -
TOTAL: - £ NIL
2. EXPENDURE: -
Mr M Harris Village Handyman £ 102.00 #
Mr P Cook Tractor Part/Fuel £ 81.28=
BT Parish Telephone 01271 372408 £ 81.36+
TTEF Subscription 2006 £ 16.00
TOTAL: - £ 280.64
Key: -
# £96 handyperson activity and £6 P3 work (Atturm footpath – drainage)
= £20 fuel and £61.28 for amber lamp
+ Cost of calls £34.38, Package Fees/Line Rental £29.36, Phone Book Entry
£5.50 and VAT £12.12
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 26.1.06 (Statement) = £63.34+
Lloyds Bank Business a/c no. 02350065 as @ 22.12.05 (Statement) = £ 14,924.12
*
Key: -
+ According to Clerk’s Records this is £1.92 (3 cheques to the value of £61.42
not cleared)
* According to Clerk’s Records this is £14,519.12 as at 16.2.06.
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £280.00 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) Replacement Tractor/Garaging etc: - (i) The Clerk advised IPC of his
enquiries reference Vat on the garage rental i.e. it is the decision of the
“supplier” and if it is to be included a VAT receipt (and Vat registration
number) would be required with each invoice; IPC could then recover it. It was
RESOLVED that the Clerk should action this with the “supplier”. (Action: The
Clerk)
(ii) The Clerk confirmed he had advised the Allianz Cornhill Insurance Company
of the change of garaging arrangements although his letter had yet to be
acknowledged; the Clerk said he would chase it up. (Action: The Clerk)
(iii) The Clerk updated IPC on his enquiries with DVLA reference vehicle
licence exemption; again not yet acknowledged; the Clerk said he would chase
it up. (Ditto)
(b) Beach Grant 2006: - The Clerk confirmed he had applied to NDDC for the
beach grant 2006 (30.1.06). (Noted)
(c) Parish Seat Audit/Maintenance Checks 2006: - The Clerk advised IPC that he
intended to carry this process out by the time of the next meeting; he said he
would be liaising with Cllr Crombie (H and Safety Cllr) and the parish
handyperson and would report back asap thereafter. (Noted)
(d) Bus Shelter Maintenance 2006: - The Clerk to told IPC that he intended to
carry this inspection out by the time of the next meeting; again he would be
liaising with the parish handyperson and would report back asap thereafter.
(Noted)
(e) Xmas Carol Singing 2006/Band: - (i) The Clerk confirmed he had advised The
Commodore Hotel, Two Rivers Wind Ensemble and Instow PCC reference Carol
Singing Event date of 10th December 2006. (Noted)
(f) Inland Revenue Employers Annual Return Form 2005/6: - The Clerk confirmed
receipt of these papers and said he would take the necessary action at the
appropriate time. (Noted)
(g) Email (dd 24.1.06) from Chairman of Instow Parish Hall (IPH) Committee and
letter (dd 8.2.06) from Secretary of IPH Committee reference “Donation IPH -
Interest on Instow Allotment and Recreation Field a/c 2005/Portman Building
Society (se item 2601/10 (5) (j)): -The Clerk said these thanked IPC for said
donation and the letter provided a receipt for the monies. (Noted)
(h) Reimbursement of Broadband Monthly Costs to Clerk: - (i) The Clerk advised
IPC he had just been connected to broadband and would no longer be
sending/recording emails of relevance to IPC by way of an itemised telephone
bill (on his private line – his PC being connected to this line and not that
of IPC) which, for the last 26 months, had averaged £8.53 per month. The Clerk
said he sought reimbursement of say £7.50 per month to cover costs concerning
use of the internet for activity of relevance to IPC i.e. emails, research on
internet etc. (Noted)
(ii) After a discussion IPC RESOLVED to authorise this claim and the Clerk was
notified accordingly. (Noted)
*** The Clerk was not present when the discussion as at (ii) above took place
**
(i) Letter (dd 1.2.06) from The Office of The Information Commissioner
reference “Data Protection Act 1998 – confirmation of Renewal 2006-7 (Until
18th February 2007): - This was noted by IPC. (Noted)
(j) Beach Cleaner 2006: - (i) The Clerk advised IPC that Mr P Cook had decided
to operate this function on a self employed/contractual basis (as for the
parish handyperson) and sought IPC’s approval. (Noted)
(ii) Following a discussion it was RESOLVED to accede to Mr Cook’s request and
the Clerk was asked to prepare the necessary paperwork and take the
appropriate administrative action. (Action: The Clerk)
(iii) IPC also RESOLVED to take the necessary action to advertise the position
of beach cleaner 2007; it was agreed that IPC’s Finance Sub Committee would
deliberate on this issue at its October/November 2006 meeting and report its
recommendations to IPC immediately thereafter. (Noted)
2602/11 PLANNING
a) Letter (received 21.1.06) from NDDC reference “Extension to dwelling at
Grove Cottage, 52 West Yelland, Barnstaple (Reference No 41347): - - The Clerk
said this letter stated that NDDC had GRANTED this application with conditions
as listed
(Noted)
b) Letter (received 28.1.06) from NDDC reference “Extension to dwelling at
Highridge House, Millards Hill, Instow (Reference No 41367): - The Clerk said
this letter stated that NDDC had GRANTED this application with conditions as
listed. (Noted)
c) Change of use from residential care home to private dwelling at Redlands
House, New Road, Instow (Reference No 41474: - The Clerk said this letter
stated that NDDC had GRANTED this application with conditions as listed.
(Noted)
d) Appeal decision: The White House, Lane End Road, Instow (Appeal reference
APP/X1118/A/05/1191628): - The Clerk said this letter stated that said appeal
had been DISMISSED, that is, outline planning permission should be refused on
highway grounds. He reminded Cllrs he had circulated a copy of the letter with
their agenda papers (9.2.06). (Noted)
*** Cllr Crombie declared an interest and did not speak***
e) Outline application for erection of 2 Units of Holiday Accommodation at
Land at Sandhills (SS4731SW) Instow (Reference No 41727): - (i) The Clerk
reported receipt (15.2.06) and of having brought it to the meeting for
discussion or deferment for the attention of IPC’s PSC. (Noted)
(ii) After a discussion, led by the Vice Chairman, IPC RESOLVED to recommend
approval of this application. (Action: The Clerk)
f) Erection of a Dwelling at Land at Lane End Close, Instow (Reference No
39545) – item 2601/11 (g). : - Cllr Mrs L Brown updated IPC on the progress of
this application – she said it was currently awaiting a Section 106 Agreement
and that she would ensure IPC was regularly updated as to progress. (Noted)
2602/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
There being no other business the meeting was closed.
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