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Present: - Councillors P Cook, N Crombie, C Harper, M Green, A Johns
(Chairman), G May, Ms A Mayoh, S White and Mr R Jacob (Parish Clerk).
In Attendance: - Cllr Cann (DCC), Cllr Mrs L Brown (NDDC) and 6 parishioners.
2702/1 PRAYER
The Clerk led the Council in prayer.
2702/2 APOLOGIES
Cllr F Scott.
2702/3 POLICE REPORT
In the absence of PCSO Charles there was no report. (Noted)
2702/4 PARISHIONERS
a) Instow In Bloom – Brochure Feedback: -
Mrs Dolores Harper (DH) (Secretary of IIB) provided IPC with a presentation on
feedback provided to IIB by locals and visitors alike about the village and
its amenities. DH said the brochure, that had been funded by Leader +, would
need to be reprinted in 2007 and that other sources of funding were being
explored. The Chairman, Cllr Johns, thanked DH for her excellent presentation
and complimented IIB for the superb contribution it made to the parish.
(Noted)
b) Right of Way Tarka Trail – Sandhills Car Park: -
A parishioner complained that Devon Christie Estates (DCE) had blocked off (by
a fence) an access point to the Sandhills car park from the Tarka Trail albeit
it had since been “re-opened” (gate installed) but on the understanding it
would be locked from time to time throughout any year for “legal” reasons.
Andy Bell (NDCCS), who was present at the meeting, said the opening in
particular was not recorded as an official right of way albeit that
parishioners/walkers could challenge the action taken subject to a hearing by
DCC’s Rights of Way Committee. Cllr Cann said he was a member of this
particular committee and would arrange for the appropriate forms to be
supplied to the Clerk for distribution amongst interested parishioners.
(Action: Cllr Cann & The Clerk)
2702/5 REPORT COUNTY COUNCILLOR R CANN
a) North Devon Coast & Countryside Service/Budget Cut Back: -
Cllr Cann said that having challenged a proposed 40% (£53,000) cutback in
NDCCS’s budget for 2007/8 that DCC’s Executive had agreed to fund in full for
a further year. He thanked IPC for writing a letter to DCC in support of his
quest; Andy Bell (NDCCS) publicly thanked Cllr Cann for his diligence and IPC
for its very positive contribution. (Noted)
b) Instow Ransom Strip Initiative: -
Cllr Cann confirmed that Brian Holme (NDDC) had prepared the necessary
paperwork for NDDC’s Executive to consider the ransom strip proposals of “Play
Area, Environmental Projects and Sports Facilities” at its March meeting.
(Noted)
c) Other Matters: -
Cllr Cann also spoke about “Road Deaths Down by 20% in Devon” (36 persons died
in 2006 as opposed to 46 the previous year), “Old Bideford Road – Closure”
(will be closed for highway resurfacing at Holmacott Tip entrance together
with additional drainage), “Instow School – Planning Application” (work on
planning stage is now well in advance), “Instow School Flashing Lights” (being
installed during half term), “NDDC Council Tax 2007/8” (2.5% approved by
Executive – to be put to full Council next week for approval) and “NDDC Cllr
Community Grants” (a similar scheme to DCC is proposed for District Cllrs –
level likely to be £5,000 and will come into effect after the elections in
May). (Noted)
d) Quay Car Park: -
(i) Cllr White drew Cllrs Cann’s attention to a requirement that had been
highlighted by locals and visitors alike who had responded to Instow in
Bloom’s Brochure as regards “Village Car Parking” – see item 2702/4 (a). He
asked that he draw this to the attention of NDDC’s Executive. (Action: Cllr
Cann)
(ii) Cllr Ms A Mayoh asked whether NDDC was compelled to provide alternative
car parking if it were to build on the Quay Car Park. The Clerk said that by
virtue of NDDC’s Local Plan (Chapter 14 – Instow Action Plan) NDDC recognised
that the Quay Car Park was “of strategic importance and would be safeguarded
from redevelopment (in accordance with policy TRA8A) unless alternative
provision was made available”. (Noted)
e) Sand on Pavements: -
Cllr Cook reported that work was necessary on this issue prior to the summer
season and hoped that DCC might assist. Cllr Cann said he would do all he
could to ensure that some positive action was taken asap. (Action: Cllr Cann)
2702/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
Cllr Mrs L Brown said she had nothing to report apart from an update on the
Instow Ransom Strip issue that Cllr Cann had already outlined – item 2702/5
(b). (Noted)
2702/7 MINUTES
(i) Cllr Mrs A Mayoh said she believed that the “Parish Hall Solar Panel”
initiative had been included with those projects that had gone forward to NDDC
as “Ransom Strip” proposals – see item 2702/5 (a). After discussion IPC
RESOLVED to support the minutes as written, namely item 2701/8 (d) (ii).
(Noted)
(ii) It was RESOLVED that the January 2007 minutes of Instow Parish Council be
approved and signed. (Noted)
2702/8 MATTERS ARISING FROM THE MINUTES
a) Item 2701/5 (a) - North Devon Link Road/Maintenance: -
(i) The Clerk confirmed he had sent a letter (dd 22.1.07) to the Chief
Executive of DCC and copied it to Nick Harvey MP and Cllr Cann (DCC); letter
also copied to Cllrs with their agenda papers (8.2.07). (Noted)
(ii) Cllr Cann said he understood that the County’s Highways budget 2007/8 had
been set at £400,000 but did not know what had been earmarked of this for the
North Devon Link Road. He said “saltings”, however, were now back into the
budget and he would be keeping a close eye on the situation. (Noted)
b) Item 2701/5 (b) – North Devon Coast and Countryside Service: -
(i) The Clerk confirmed he had sent a letter (dd 22.1.07) to the Chief
Executive of DCC and copied it to Nick Harvey MP and Cllr Cann (DCC); letter
also copied to Cllrs with their agenda papers (8.2.07). (Noted)
(ii) The Clerk then referred to an email (dd 7.2.07) from Cllr Cann reference
“Notice of DCC Executive Decision –NDCCS Budget”; it stated that the proposed
reduction of £53,000 in support for the NDCCS would not be made i.e. no cut
backs this year but the additional funding provided was for 2007/8 and did not
necessarily imply a commitment for future years. (Noted)
(iii) The Clerk referred to a letter (dd 12.2.07) from the Chief Executive DCC
confirming information as at (ii) above; letter copied to Cllrs for their
information – see also item 2702/5 (a) above. (Noted)
c) Item 2701/8 (b) – Traffic Management Issues (Various): -
Cllr Cann provided an update as regards plans and costing for the proposed
traffic calming measures i.e. village gateway/speed bumps etc. He said he was
hopeful in having something specific to hand by the next meeting. (Noted)
d) Item 2701/8 (c) - Charter Toilets/Quay Car Park: -
(i) The Clerk confirmed he had sent a letter (dd 22.1.07) to the Chief
Executive NDDC requesting he be notified, on behalf of IPC, the date and time
of any impending site visits to the Quay Car Park; letter copied to Cllrs with
their agenda papers (8.2.07). (Noted)
(ii) The Clerk also confirmed he had forwarded a copy of the letter, by email
(dd 27.1.07), to the Leader of NDDC, Cllr Prouse. (Noted)
(iii) The Clerk reported that Cllr M Prouse (Leader of NDDC) had responded by
email (dd 30.1.07) advising that he had talked through the situation with the
Chief Executive NDDC and that both understood the parish council’s wish to
settle the issues adding that one of them would get back in touch soon.
(Noted)
(iv) The Clerk then referred to a letter (dd 6.2.07 – received 12.2.07) from
the Executive Director of NDDC stating that “the position is that work
continues on the preparation of a scheme for the car park site (Quay Car Park)
to test what could reasonably be accommodated there. One outstanding matter is
the need to speak to the owners of the Commodore regarding car parking on
their land. In view of this it is unlikely that the scheme will be forthcoming
in time for IPC’s meeting (15th February). I will, however, ensure that you
are contacted in good time so as to arrange the site visit when we have some
plans to discuss.” (Noted)
(v) A discussion then ensued at the conclusion of which IPC RESOLVED to take
no further action other than to await the details of a site visit. (Noted)
e) Item 2701/8 (d) - Sandhills Ransom Strip Survey: -
(i) Parish Hall/Solar Panels – The Clerk updated IPC as regards his enquiries
with NDDC reference grant sources for this initiative; Cllr Harper, he said,
was now progressing this on behalf of the Instow Parish Hall Committee.
(Noted)
(ii) Rock Walkway around ND Cricket Club – (a) The Clerk advised IPC of his
enquiries with Andy Bell (AB) (NDCCS) i.e. Instow is not in an Area of
Outstanding Natural Beauty (AONB) (as is legally defined) and putting a ramp
around the outside of the cricket club wall would put it into a SSSI. The
Clerk said that AB advised that IPC would get very little joy out of Natural
England on this as regards consent; development of the foreshore is a real
no-no. The Clerk added, however, that AB suggested to IPC that the NDCCS could
look at improvements of the South West Coastal Footpath particularly the right
of way past the cricket club – i.e. following liaison with DCE, improve the
surface and install kissing gates. If IPC agreed to support this initiative it
would be considerably cheaper than installing a concrete walkway. (Noted)
(b) After a discussion IPC RESOLVED to support this initiative and the Clerk
was asked to liaise with AB – NDCCS asap. (Action: The Clerk)
(iii) Other Relevant Issues: - (a) The Clerk confirmed he had communicated
with appropriate responsible bodies for other highlighted survey issues i.e.
car parking/illegal parking (NDDC/Police), Speeding/Traffic Calming (DCC/Police),
Instow Church/Uneven Paths/War Memorial (PCC), Affordable Housing (NDDC), Dogs
on beach (NDDC – by laws currently under review) and Litter bins (rubbish and
dogs) (NDDC). (Noted)
(b) The Clerk reminded IPC that some of the issues were already in hand by the
appropriate bodies, such as, car parking, illegal parking, speeding, traffic
calming (DCC, NDDC and Police) and that in the interest of simplicity he had
communicated those issues of relevance to affordable housing, dogs on beach/by
laws, litter/dog bins to Cllrs Cann (DCC/NDDC Environment) and Mrs Brown (NDDC);
the Clerk confirmed he had advised Instow PCC of the Church matters. (Noted)
f) Item 2701/8 (e) – Chemical and/or Oil Spillage: -
(i) The Clerk advised IPC that he had spoken to the Clerk of Combe Martin
Parish Council (CMPC) (as a result of an earlier email circulated by DAPC) and
that CMPC had taken the decision not to seek specific insurance cover for
oil/chemical spill on their beach on the basis that the risk was relatively
low and positive support and assistance would undoubtedly be provided by NDDC
and Maritime and Coastguard Agency. The Clerk told IPC that CMPC was far more
vulnerable to oil/chemical spill on its beach than Instow being open to the
English Channel. (Noted)
(ii) The Clerk told IPC he had forwarded an email (19.1.07) to the Maritime
and Coastguard Agency seeking its views but to date no response had been
received. (Noted)
(iii) The Clerk referred to the NDDC Oil Spill Contingency Plan (CD Rom) and
produced for Cllrs an extract from that plan entitled “Shoreline Protection
Strategy Plan” that included Instow in some detail. (Noted)
(iv) Cllr Cann suggested the Clerk liaise with Andrew Millie (NDDC –
Environmental Health Department) to seek further guidance – IPC RESOLVED to
support this recommendation. (Action: The Clerk)
(v) After further discussion IPC RESOLVED to revisit its Risk Assessment (and
Beach) policy; Cllr Crombie and Clerk to deal.(Action: Cllr Crombie & The
Clerk)
g) Item 2701/9 (i) (a) (i) and (ii) – NDDC Networking Session/Community
Stalwarts: -
(i) The Vice Chairman and Clerk provided IPC with a report of their attendance
at the NDDC Networking session on 26.1.07. (Noted)
(ii) IPC RESOLVED to discuss the issue of “Community Stalwarts” at the
conclusion of the meeting – see item 2702/14. (Noted)
h) Item 2701/9 (i) (d) – Elections 2007: -
(i) Cllr Harper briefed IPC on his recommended flyer (previously emailed to
Cllrs – copied by post by Clerk to Cllrs Cook and May) to publicise this
election through the parish magazine. After debate IPC RESOLVED to have 400
copies printed at a cost of £56 (Cllr Harper to arrange); Clerk to check with
NDDC as to which NDDC Department would be in a position to offer advice and
guidance to enquirers if necessary and to include this on the form. (Action:
Cllr Harper and The Clerk)
(ii) The Clerk recommended that an article from the Chairman/Clerk could be
included in a forthcoming parish magazine setting out the achievements of the
current council’s 4 year period much like the report that will be presented at
the Annual Parish Meeting in April. IPC RESOLVED to support this recommended
course of action. (Action: The Clerk)
2702/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Email (dd 18.1.07) from DCC reference “Climate Change Roadshow”: -
The Clerk said this stated that DCC was planning to visit communities around
Devon to help people understand what caused climate change and show people the
simple changes they could make. The Clerk said he had provided details to DCC
of Instow’s Community Show Committee who was now planning to include this
Roadshow in its plans for the Community Show 2007 (21.7.07). (Noted)
b) Email (dd 2.2.07) from DAPC reference “Consultation on New Code of
Conduct”: -
(i) The Clerk said this stated that the Standards Board had issued its
consultation document on the new Code of Conduct with a response date of 9th
March 2007 adding that the email, together with a covering note from him, had
been copied to Cllrs with their agenda papers (9.2.07). (Noted)
(ii) The Clerk added that, as of 5.2.07, having received no official
communication from the Standards Board he had downloaded a copy of the
relevant correspondence and had placed it in the miscellaneous correspondence
folder (see (iii) below) for the information of IPC’s Cllrs; he also told
Cllrs that the relevant information was also available on
www.communities.gov.uk/index.asp?id=1505696. (Noted)
(iii) Letter (dd 22.1.07 – received 12.2.07) and consultation paper from
Communities and Local Government reference “A revised Model Code of Conduct
for Local Authority Members”: -
The Clerk reported receipt of this letter/consultation paper and of having
also placed it in the miscellaneous correspondence folder as at (ii) above.
IPC RESOLVED to have Cllr Harper peruse the consultation paper, discuss his
views informally with colleague Cllrs and to forward a response direct to the
Standards Board, before 9th March 2007, if necessary – copy to the Clerk.
(Action: Cllr Harper)
c) Letter (dd 5.2.07) from DCC Area Engineer (North) reference “Highway
Management Restructuring”: -
The Clerk said this stated that following a review of service provision it had
been decided to reorganise the way in which the highway network was managed
i.e. the present system of having eight Local Service Groups was to change to
one of three Areas based on the North, South and East of the County. Joe Deasy
(Area Engineer – North) was advising that Instow’s Highway Engineer was to be
Simon Phillips and he would be contacting IPC in due course to advise IPC of
the identity of its Highways Superintendent (formerly known as Highway
Maintenance Technician) and who would be mobile and provide a local presence;
it was intended to complete the changes by 1st April 2007. The Clerk provided
a copy of the letter to Cllrs at the meeting for their information. (Noted)
d) Email (dd 7.2.07) from DAPC reference “Local Government Bill – Appointed
Councillors”: -
The Clerk said this referred to the implications of certain sections of this
proposed Bill (Local Government and Public Involvement in Health Bill) as
regards “Appointed Councillors”; i.e. Cllrs qualifying for appointment in
addition to those who are democratically elected. The Clerk reminded Cllrs he
had forwarded this email to those with email addresses (6.2.07) and had
provided hard copies to those that didn’t. A discussion ensued. (Noted)
e) Email (dd 9.2.07) from Headteacher of Instow School reference “Leader +
Grant Application – Project to Enhance Infant Playground Area”: -
The Clerk said this email sought a letter of support from IPC for this grant
application; it was intended that the project would brighten up a dull area of
the school and focus on sustainability (i.e. sailcloth, sun shades, lots of
wood, rope and natural materials, benches, flower tubs etc) as well as
children’s murals and paintings. He added that the project had the support of
the governors, staff and parents and most importantly the children. IPC
unanimously RESOLVED to support this request. (Action: The Clerk)
*** Cllr Crombie declared a personal interest (School Governor) and did not
speak***
f) Letter (dd 6.2.07) from Defra reference “Review of the Quality Town and
Parish Council Scheme”: -
The Clerk said this stated that the government’s introduction of its Local
Government and Public Involvement in Health Bill (it had its first reading in
the House of Commons 12th December 2006) had affected Defra’s plans for
reviewing the Quality Town and Parish Council Scheme. If enacted the bill was
expected to confirm the white paper’s commitment to extend the powers of
well-being to all parish and town councils that satisfy criteria based on the
QP Scheme. The Clerk said the letter set out Defra’s strategy for the future
of QP Schemes (current and for the future) and reiterated its commitment to
the scheme; letter copied to Cllrs for their information. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 23.1.07) from Secretary of TTEF reference “Minutes of TTEF
Meeting of 15th January 2007”
b) Email (dd 24.1.07) from Chairman of TTEF to members of TTEF reference “TTEF
Update 24th January 2007” and “Braunton Burrows – 2007 Walks”
c) Email (dd 24.1.07) from Chairman of TTEF to IPC Cllrs and akin with
reference “TTEF Update 24th January 2007” and “Braunton Burrows – 2007 Walks”
d) Email (dd 5.2.07) from Chairman of TTEF to members of TTEF reference “TTEF
– Management Study for Braunton Marsh”: - Further details available on http://www.ttef.org.uk/Study/BrauntonReportDigital.pdf
e) Email (dd 5.2.07) from Chairman of TTEF to IPC Cllrs etc reference “TTEF –
Management Study for Braunton Marsh”: - Ditto
f) Copy of “Management Study for Braunton Marsh” from Chairman of TTEF
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 22.1.07) reference “IT Planning
Register”; (ii) Email (dd 26.1.07) reference “Municipal Journal Article”;
(iii) Email (dd 26.1.07) reference “Project Officer Advert – Ivybridge”; (iv)
Email (dd 29.1.07) reference “Post Office Network Consultation” – Clerk did
not respond because IPC had already communicated with DTI and expressed its
view (IPC November 2006); (v) Letter (dd January 2007) from CCD reference
“Access Project (Rural Community Building): Training Programme 2007”; copy
passed to Parish Hall Committee for information as requested; (vi) Emails (x2)
(dd 2.2.07) reference “Standards Board – Consultation on new Code of Conduct”
– for response by 9th March 2007; IPC Cllrs to deal direct and copy to Clerk –
see item (i) (b) above; (vii) Email (dd 12.2.07) reference “Transforming
Public Services in Devon”; (viii) Email (dd 9.2.07) reference “Can Rural Cllrs
Make a Difference”; (ix) Email (dd 14.2.07) reference “Wooden Trestle Tables”;
(x) Email (dd 14.2.07) reference “Community Land Trusts – An Option for
Affordable Housing in Torridge?”; (xi) Email (dd 14.2.07) reference “Princes
Trust Volunteers”.
b) Letter (dd 16.1.07) from Devon and Cornwall Police Authority and poster
reference “Police Authority Liaison Meeting – North Devon (Barnstaple Sector)
– Civic Centre, Barnstaple at 7.30 pm on Thursday 8th February 2007: - Also
mentions other meetings at Great Hall, Lantern Centre, Ilfracombe on 15th
February and Market Hall, The Square, Holsworthy on 28th February 2007. Cllr
Ms A Mayoh (Police Liaison) already aware of details of meetings having been
advised at January meeting of IPC.
c) NDDC’s Members Services Weekly Information Sheets for w/c 19.1.07, 26.1.07,
2.2.07 and 9.2.07: - NB: - Cllrs to note paper on “2007 Community Empowerment
Awards for Parish and Twin Councils” – of interest to IPC?
d) Email (dd 31.1.07) from The Local Column reference “January and February
2007 - Newsletter”.
e) Minutes of NDDC Barnstaple, Fremington and Instow Area Committee Meeting of
Wednesday 10th January 2007 at 7 pm
f) Minutes and associated papers of Ilfracombe and Northern Rural Area
Committee Meeting of Monday 15th January 2007 at 7 pm
g) Letter (dd 16.1.07) from Landscapes Southwest Ltd reference “Service
Provision”: - Details noted by the Clerk for future information.
h) Pamphlet from Shaw and Sons Limited reference “Forms, Records and Registers
for Local Councils”: - Details noted by the Clerk for future information.
i) Letter (dd January 2007) reference “Calor Village of the Year”: - No action
taken by the Clerk; initiative not supported by IPC/IIB in previous years.
Cllrs to consider and bring back to a forthcoming meeting if felt appropriate
for 2007 or pass to a suitable local organisation?
j) Email (dd 22.1.07) from DCC reference “Devon Minerals Stakeholders
Workshops”: - Reminds IPC there are two forthcoming workshops at Exeter (14th
February and 22nd March 2007) and to which Cllrs are invited to attend.
Further details and booking form available on http://www.devon.gov.uk/mcsstakeholderworkshop.pdf.
k) Telephone call (dd 25.1.07) from Cllr May reference “Rubbish (car parts)
dumped in lane off old Barnstaple to Bideford road”: - Clerk sent email (dd
25.12.07) to Cllr Cann with a request he liaise with NDDC’s Environmental
Health Department.
l) Telephone call (dd 25.1.07) from parishioner reference “Dead Sheep on
foreshore between North Devon Yacht Club and Zeta Berth”: - Details included
in email to Cllr Cann as at item (k) above.
m) Email (dd 25.1.07) from The Seven Shires Charity reference “Fundraising
Event – London Bridges Walk – 24th June 2007 – Local Publicity”: -Passed to
Cllr Scott for inclusion in a forthcoming parish magazine – copy also placed
in folder at post office for information of parishioners.
n) Email (dd 28.1.07) from Cllr Harper reference “Damage to Boathouse Bus
Shelter”: - Plastic window pane pushed/kicked out of frame; otherwise
undamaged. Clerk contacted handyman who replaced window pane; PCSO Charles
notified.
o) Report (29.1.07) of “Damage to parish council notice board at Venn Cross
Bus Shelter”: - Clerk contacted handyman who repaired notice board; PCSO
Charles notified.
p) Request (31.1.07) from Instow Twinning Association reference “BBQ on Beach
Summer 2007”: - (i) Advised by Clerk to make a formal application to IPC asap
with full details of plans for event (risk assessment etc) and evidence of
“personal” insurance cover.
(ii) Clerk subsequently advised that this request had been withdrawn – NFA.
q) Information received (23.1.07) from handyman reference “Vehicle damage to
Grass Verge near Huish junction on main Instow – Bideford Road”: - Clerk
notified DCC Local Services Manager with information as regards possible
culprit.
r) Email (dd 31.1.07) from parishioner reference “Public Footpaths in the
Village”: - Thanks IPC (Clerk) for ensuring action has been taken to improve
the village footpaths, particularly Atturm and Tarka Trail (near bridge) – see
item 2701/9 (iii) (o).
s) Email (dd 5.2.07) from parishioner reference “Blocked Drains”: - DCC Local
Services Manager advised; parishioner updated by email (5.2.07) – see also
item 2701/9 (iii) (i)
t) Telephone call (5.2.07) from parishioner reference (a) “Advertising Signs –
Tarka Trail” and (b) “Access Blocked to Tarka Trail from Dunes Car Park
opposite Café”: - Clerk advised caller to speak to NDCCS reference both issues
as Tarka Trail is owned by DCC and managed by NDCCS.
u) Letter (dd January 2007) from Barnstaple and District Civic Society
reference “Conservation Awards 2007”: - Information passed by Clerk to Wings
reference Picnic Site project.
v) Devon in Touch Monthly News Round Up (February 2007)
w) Agenda and associated papers of relevance to meeting of NDDC on Wednesday
21st January 2007 at 7 pm
x) Email (dd 13.2.07) from Countryside Alliance reference “National Post
Office Week 19th February to 23rd February” and attachments reference
“Regional Rally Dates” and “Post Office Card”
y) Email (dd 13.2.07) from DCC reference “Devon Welcomes Careful Drivers: -
Refers to car sharing and website www.carsharedevon.com
z) Wickstead Leisure Magazine
aa) Email (dd 12.2.07) from Foundation for European Initiatives reference “EU
Funded Project –eTimes Questionnaire
bb) Telephone call (12.2.07) from DCC Local Services Manager and email (dd
12.2.07) from Churchwarden of Instow Church reference “Dangerous Wall – Instow
Church”: - DCC Highways to erect safety barriers in the vicinity to protect
passing vehicles and pedestrians.
cc) Email (dd 15.2.07) and attachment letter from DCC (Public Transport)
reference “Significant Changes to Local Bus Services – effective from 1st
April (First Services) and 8th April (Stagecoach Services): - Copy placed in
parishioners’ folder at post office.
2702/10 FINANCE
1. INCOME: -
TOTAL: - £ NIL
2 EXPENDITURE: -
Mr. M Harris Village Handyman £ 169.00#
BT Parish Telephone 01271 372408 £ 88.22+
TTEF Subscription 2007 £ 16.00
TOTAL: - £ 273.22
Key: -
# Handyman activity £104, Bus Shelters activity (repair to damages window -
Boathouse and notice board - Venn Cross) £26 and P3 activity £39.
+ Cost of calls £38.95, Service charge £36.13 (includes phone book entry) and
£13.14 VAT
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02350065 as @ 25.1.07 (Statement) = £ 34.37*
Lloyds Bank Business a/c no. 02348842 as @ 15.1.206 (Statement) = £18,199.09+
Key:
* £3.79 according to Clerk’s records – 1 cheque uncashed to the value of £35
and £4.42 taken as a charge from a/c in error; being corrected in next month’s
statement
+ £17,719.09 according to Clerk’s records
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £273.00 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) IPC – Risk Assessment (Insurance)/Car Park: -
(i) The Clerk advised IPC he had finally received a response from NDDC
reference the extent of the insurance cover when IPC “receives” the licence
from it to use the car park during the summer season i.e. quote: “NDDC has
appropriate liability cover which will respond in the event of any negligence
occurring on our part. NDDC are also responsible under the terms of the
licence for the maintenance of the car park and for which our cover will apply
should a loss arise if it is established that we have failed here. However, it
is also understood that under the day to day management of the car park it is
expected that inspections are carried out daily and any defects reported to
the relevant officer at NDDC. If an incident arises from an identified cause
which we were not made aware of then it may be possible that a claim could
involve the Parish Council.
Furthermore the Parish Council should have suitable property insurance to
cover the machine for any act of vandalism or attempted theft etc, as well as
money cover should theft occur. Any injury or damage arising from the property
of the Parish Council will be addressed under their public liability
insurance.” (Noted)
(ii) After discussion, in which IPC noted that it held the necessary cover
under its own public liability insurance it was RESOLVED to take no further
action other than to revisit the issue prior to the 2007 car park season
(April 2007) to ensure that appropriate procedures/cover were in place.
(Action: The Clerk)
(b) Quay Car Park Licence 2007: -
The Clerk advised IPC he had been told by NDDC’s Car Park’s Manager that IPC
would be receiving, in due course, an offer of a licence for this car park for
the summer season 2007. (Noted)
(b) Email (dd 4.9.06) from DAPC reference “Vat – Car Park Charges”: -
(i) The Clerk updated IPC as to progress i.e. outcome of Isle of Wight
Council’s appeal against judgement of High Court Tribunal in favour of HMR and
C was still awaited; had been earmarked to be held on 27th – 30th November
2006. (Noted)
(ii) The Clerk advised IPC he had written to HMR and Customs (2.2.07) to
register IPC’s interest in this matter as a precaution/to ensure IPC’s claim
didn’t become time barred. (Noted)
(iii) The Clerk reported receipt of a letter (dd 13.2.07) from HM R and C
confirming receipt of letter as at (ii) above and stating that the decision of
the High Court has yet to be released; The Clerk said the letter went on to
say however, that IPC would not be eligible, as “protective claims” had to be
made not later than three years after the VAT period in which the claim arose
and since IPC deregistered for VAT on 1st April 2003 any claim would be out of
time. IPC RESOLVED to take no further action. (Noted)
(c) Letter (dd 31.1.07) from Devon Wheels 2 Work CIC reference “Appeal for
Funding”: -
(i) The Clerk said this stated the company was a non-profit making Community
Interest Company set up to assist people with transport difficulties in the
rural areas of Devon with an emphasis on Employment, Training Courses and Job
Search; it sought grants of £100 - £500. (Noted)
(ii) After discussion IPC RESOLVED not to provide a grant. (Noted)
(d) Parish Seat Audit/Maintenance Checks Spring 2007: -
The Clerk advised IPC that he intended to carry this out by the time of the
next meeting; he would liaise with Cllr Crombie (H and Safety Cllr) and
handyman and report back asap thereafter. (Noted)
(e) Bus Shelter Maintenance Checks Spring 2007: -
The Clerk advised IPC that he intended to carry this out by the time of the
next meeting; he would liaise with Cllr Crombie (H and Safety Cllr) and
handyman and report back asap thereafter. (Noted)
(f) Xmas Carol Singing 2007/Commodore Hotel, Band and PCC -
The Clerk confirmed he had advised The Commodore Hotel, Two Rivers Wind
Ensemble and Instow PCC reference Instow’s Carol Singing Event date of 9th
December 2007. (Noted)
(g) Inland Revenue Employers P35 Annual Return Form 2006/7: -
The Clerk confirmed receipt and said he would take the necessary action at the
appropriate time. (Noted)
(h) Email (dd 25.1.07) from A/Chairman of Instow Parish Hall (IPH) Committee
reference “Donation IPH - Interest on Instow Allotment and Recreation Field
a/c 2005/Portman Building Society (se item 2701/10 (5) (m) (iv)): -
The Clerk said this thanked IPC for said donation and provided a receipt for
the monies. (Noted)
(i) Email (dd 2.2.07) from Join A Club reference “Join A Club Charity”: -
The Clerk said this stated that as a company it could further the aims of
charities without cost and drew IPC’s attention to its website -
www.joinaclub.com. The Clerk suggested to IPC that it noted the offer but took
no further action. IPC RESOLVED to adopt this recommendation. (Noted)
(j) Letter (dd 31.1.07) from The Office of The Information Commissioner
reference “Data Protection Act 1998 – confirmation of Renewal 2007-8 (Until
18th February 2008): -
This was noted by IPC. (Noted)
j) Letter (dd 12.2.07) from Victim Support Devon reference “Awareness Raising
and Grant Application”: -
After a discussion IPC RESOLVED to take no further action. (Noted)
k) Letter (dd 9.2.07) from Audit Commission reference “IPC – Appointment of
External Auditor”: -
(i) The Clerk said this stated that IPC’s External Auditor for 2006/7 would,
as for 2001/2 – 2005/6 inclusive, be Alun Williams an Officer of the Audit
Commission, adding that it also referred to new fees to be implemented from
2006/7 details of which could be accessed from the Commissioners website (www.audit-commission.gov.uk
– search on “Limited Assurance Audits) – would remain in force for a 5 year
period. (Noted)
(ii) The Clerk said there was no need to respond to the letter if IPC was
content with the proposal to extend the appointment of the above auditor. IPC
RESOLVED to take no further action. (Noted)
l) Tractor – Purchase of a Second-hand Scrape: -
(i) The Clerk reported that IPC had the opportunity to purchase a second hand
tractor scrape at a cost of £200 plus VAT (£35 - recoverable) and that it was
believed said supplier could also refurbish the current scrape at a reasonable
cost. (Noted)
(ii) After a discussion IPC RESOLVED to agree to the purchase of the scrape on
the basis it could be trialled in the first instant and if this proved to be
satisfactory, subject to the approval of the Chairman/Vice Chairman and Clerk,
the deal could be confirmed. (Action: The Clerk)
(iii) IPC RESOLVED to seek an estimate from the supplier for the refurbishment
of the existing scrape. (Action: The Clerk)
*** Cllr Cook declared a pecuniary interest and did not speak***
2702/11 PLANNING
a) Erection of 1 agricultural building to house livestock at Highfield lane
off Orchard Farm, Instow (Reference No 42975): -
(i) The Clerk reported receipt (29.1.07) of this application and of having
passed it immediately to the Vice Chairman for the attention of IPC’s PSC; for
response by 15th February or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that details of the application had been placed on
Instow’s website for the information of parishioners. (Noted)
(iii) After a discussion, led by IPC’s PSC, IPC RESOLVED to recommend approval
of this application. (Action: The Clerk)
2702/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Quay Car Park: - Cllr White said he was convinced that NDDC would
eventually build on this site and that Instow’s current car parking (off road)
facilities would be seriously impaired as a consequence. He questioned what
positive action IPC should take in the meantime. After discussion it was
RESOLVED to take no further action until such time as NDDC held a site meeting
(at which IPC would be represented) and “showed its hand”. (Noted)
b) Beach and Instow in General – Dog Mess: - Cllr Cook said the amount of dog
mess on the beach and throughout the village as a whole including the
Sandhills car park was disgusting; some was even being indiscriminately dumped
in plastic bags only yards from doggy bins. After discussion it was RESOLVED
to contact NDDC’s Dog Warden and get them to have a purge in the village prior
to the Easter period and summer season. (Action: The Clerk)
c) Fly Tipping: - Cllr May said that in his view the amount of fly tipping in
the area was on the increase and he wondered why NDDC didn’t employ a self
employed contractor to deal with this issue. He spoke of two/three specific
locations on the Barnstaple to Bideford road. It was RESOLVED that the Clerk
should liaise with Cllr Cann so that the appropriate action might be taken.
(Action: The Clerk)
2702/13 STANDING ORDER 59 - EXCLUSION OF PRESS & PUBLIC
RESOLVED that in view of the confidential nature of the business about to be
transacted, it was advisable in the public interest, that the press/public be
temporarily excluded and they were instructed to withdraw.
2702/14 COMMUNITY STALWARTS - see item 2702/8 (g) (ii)
IPC discussed this matter and RESOLVED to recommend certain nominations to the
Chairman of NDDC. (Action: The Clerk)
2702/15 OPEN COUNCIL – ANY OTHER BUSINESS CONTINUED
There being no other business the meeting was closed.
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