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Present: - Councillors P Cook, N Crombie, C Harper, M Green, A Johns
(Chairman), G May, Ms A Mayoh, F Scott, S White and Mr R Jacob (Parish Clerk).
In Attendance: - Cllr Cann (DCC), Cllr Mrs L Brown (NDDC) and 15 parishioners.
2704/1 PRAYER
The Clerk led the Council in prayer.
2704/2 APOLOGIES
There were no apologies.
2704/3 POLICE REPORT
In the absence of a police representative/police report or apology there was
no report. IPC RESOLVED to record its displeasure at this unsatisfactory state
of affairs noting that this was the third consecutive month that a police
representative had failed to attend/tender apologies or provide a written
report - see also item 2704/9 (i) (a) (ii). (Noted)
2704/4 PARISHIONERS
a) Community Stalwarts: -
A parishioner stated she was delighted to have been nominated by Instow Parish
Council as a recent “NDDC Community Stalwart” and that on behalf of the other
two recipients she wished to thank IPC for its nomination. (Noted)
b) Criminal Damage – Heron (Anstey Way): -
Mr Peter Yeo (Chairman of Instow in Bloom) informed IPC that the Willow Heron
(neck/head) on the grass verge adjacent to the Anstey Way Lay-by had recently
been criminally damaged by vandals. The Clerk said the offender(s) had no
doubt been the same who had damaged the Boathouse Bus Shelter and some of the
parish seats along Marine Parade. The Clerk urged Cllrs and parishioners to
immediately report suspicious behaviour to the police. (Noted)
c) Marine Court/Quay Car Park – Petition: -
A Parishioner reported he had instigated a local petition against NDDC’s
proposals to build flats on this car park and that in only a relatively short
period of time had amassed 1047 signatures. He said it was his intention to
personally hand this petition in at the Civic Centre within the next day or
so. IPC thanked the parishioner for his public spiritedness. (Noted)
2704/5 REPORT COUNTY COUNCILLOR R CANN
a) Marine (Quay) Car Park: -
Cllr Cann said he had nothing further to report since the site meeting by
NDDC’s Executive (see item 2704/8 (c)) other than to reassure IPC and its
parishioners he would do all he could to ensure the Car Park remained as a Car
Park/Boat Park and that the new Charter Toilets would be built on site.
(Noted)
b) General: -
Cllr Cann reported on Instow New School (there is to be a meeting to discuss
the site on the 22nd May), Footpath Evidence Forms (handed to the Clerk – also
see item 2704/8 (a)), NDDC Direct Labour Update and A39 Roundswell to
Westleigh Highway Structural Maintenance (some patching work is to be
undertaken over the next few weeks at night – preparation for surface dressing
scheme during the summer; also at night). (Noted)
2704/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
a) Mrs Brown said she wished to thank IPC for all the positive support
provided to her during her tenure as NDDC’s Cllr for the Instow area over the
last 8 years. She said she had thoroughly enjoyed her time as a District Cllr
and wished IPC and its parishioners all the best for the future. She wished
her successor as much pleasure as she had accrued and hoped that Instow would
continue to prosper. (Noted)
b) Cllr White (Vice Chairman) proposed a vote of thanks to Cllr Mrs L Brown
and wished her well for the future. (Noted)
2704/7 MINUTES
It was RESOLVED that the March 2007 minutes of Instow Parish Council be
approved and signed. (Noted)
2704/8 MATTERS ARISING FROM THE MINUTES
a) Item 2703/8 (a) - Right of Way/Tarka Trail – Sandhills Car Park: -
(i) The Clerk and Cllr Harper updated Council on actions(s) taken since the
last meeting; i.e. rights of way access forms had been distributed to
interested parishioners and some had been sent to DCC Right of Way at County
Hall. (Noted)
(ii) The Clerk then referred, in particular, to an email (dd 28.3.07) from
Nick Steenman-Clark (DCC Public Rights of Way Officer) setting out IPC’s
options as regards this issue; he reminded Cllrs he had copied it to them with
their agenda papers (12.4.07). (Noted)
(iii) After debate IPC RESOLVED to take no further action on the grounds the
issue had been rectified in that said access, which had originally been
completely blocked, was now “open” and available to the general public albeit
a gate, unlocked, had been placed in situ. (Noted)
*** Cllr Johns declared an interest and did not speak***
b) Item 2703/8 (b) – Traffic Management Issues (Various): -
Cllr Cann provided an update as regards plans and costing for traffic calming
measures (i.e. village gateway/speed bumps etc); he said that no details were
available and this was most likely not to be resolved until after the
forthcoming local elections. (Noted)
c) Item 2703/8 (c) – Quay Car Park/Charter Toilets: -
(i) Cllrs White (Vice Chairman) and Harper, together with the Clerk, advised
IPC of the result of NDDC’s Informal Executive Site Meeting at the Car Park on
Tuesday 20th March 2007; The Clerk circulated a copy of NDDC’s plans for 12 x2
bedroom apartments with parking and incorporating the new Charter Toilets. It
was said that approximately 15- 20 parishioners had also attended and
questioned those member of NDDC’s Executive who had attended. (Noted)
(ii) The Clerk advised IPC of a copy email (dd 27.3.07) from a parishioner to
NDDC’s Executive Cllrs together with a copy letter attached thereto; letter
and email copied to Cllrs with their agenda papers (12.4.07). (Noted)
(iii) The Clerk advised IPC of a further copy letter (dd 25.3.07) from a
parishioner to NDDC; letter and email copied to Cllrs with their agenda papers
(12.4.07). (Noted)
(iv) (a) The Clerk advised IPC of a further copy email (dd 28.3.07) from a
parishioner to NDDC; email copied to Cllrs with their agenda papers (12.4.07).
(Noted)
(b) The Clerk advised IPC of the crux of a further email (dd 11.4.07) from
same parishioner as at (iv) above reference “Car Park Petition” (in excess of
500 names to date – 11.4.07) and possible publicity by North Devon Journal.
(Noted)
(v) The Clerk advised IPC of a further copy letter (dd 1.4.07) from a
parishioner to NDDC; letter and email copied to Cllrs with their agenda papers
(12.4.07). (Noted)
(vi) The Clerk advised IPC that he had heard, unconfirmed, that when DCE sold
the Car park to NDDC, there was a covenant in place. (Noted)
(vii) After a discussion IPC RESOLVED to take no further action until it
received definitive information from NDDC as regards its intentions. IPC
publicly thanked all parishioners who had written to NDDC, objecting to its
proposals, and for the initiation of the petition. (Noted)
*** Cllrs Johns and Ms Mayoh declared and interest and did not speak***
d) Item 2703/8 (d) – Chemical and/or Oil Spillage: -
(i) Cllr Crombie and the Clerk advised IPC of an amendment they recommended
should be made to IPC’s Risk Assessment (Beach in particular) policy. They
explained their reasoning; Cllrs were provided with a copy including the
recommended (draft) amendment. (Noted)
(ii) After discussion IPC RESOLVED to accept the recommendation and the
Chairman signed an amended copy of the Beach Risk Assessment Policy. (Noted)
e) Item 2702/8 (h) – Elections 2007: -
(i) The Clerk reported receipt (16.3.07 – dd 15.3.07) of “Nomination Papers”
which he forwarded immediately to all current Cllrs for their attention as
seen fit. (Noted)
(ii) The Clerk also reported receipt of “Notices for NDDC Elections” which he
had placed on the parish council’s notice boards (19.3.07). (Noted)
(iii) The Clerk then referred to a letter (dd 16.3.07) from Don Pratt
(Assistant Chief Executive {Legal and Democratic}) reference “Parish Elections
3rd May 2007 – Parish Boundary Map”. He said a copy was held by him in the
event parishioners requested sight of it; maps were made available for viewing
only – copies could not be provided as this would be a breach of the Ordnance
Survey copyright. (Noted)
(iv) The Clerk reported receipt of a further letter (16.3.07) from NDDC
concerning “Training and Development Programme 2007”; this training was to
cover topics of relevance to Members Code of Conduct, Planning Process and how
to determine a Planning Application etc. The Clerk said he had forwarded a
copy of this letter/training programme to Cllrs with their agenda papers
(12.4.07). (Noted)
(v) The Clerk reported receipt of letter (dd 4.4.07) from NDDC (Don Pratt –
Deputy Returning Officer) reference “District and Parish Elections 3rd May
2007 – Notices”; he confirmed the notices had been placed on all parish
council notice boards (9.4.07) and copies had also been provided to Cllrs with
their agenda papers (12.4.07). (Noted)
(vi) The Clerk reported receipt of further letter (dd 12.4.07) from NDDC (Don
Pratt – Deputy Returning Officer) reference “Notice of Poll – District and
Parish Elections 3rd May 2007”; he confirmed that the notices had been placed
on all parish council notice boards as requested. (Noted)
(vii) The Clerk reported receipt of further letter (dd 12.4.07) from NDDC (Don
Pratt – Deputy Returning Officer) reference “Parish Council Elections 3rd May
2007” that: -
(a) … confirmed that Instow Parish Council was uncontested and asked that the
new Council meet as soon as possible after the 3rd May 2007; the Clerk said
the date of next meeting would be on Thursday 17th May 2007. (Noted)
(b) (i) … included copies of “Declaration of Acceptance of Office” forms for
each Cllr to sign at the IPC meeting of the 17th May; it also included an
undertaking to observe the Code of Conduct previously adopted for the parish.
The Clerk said he had provided each Cllr with a copy of said form to complete
and bring to the next meeting. (Action: IPC Cllrs)
(ii) The Clerk advised IPC for information: The Government has now published a
revised Code which must be adopted by 1st October 2007 (NDDC is to arrange
training and awareness sessions after the elections). (Noted)
(c) … points out there are insufficient candidates (x 1) nominated to fill all
vacancies on IPC and that electoral legislation provides for IPC to co-opt any
person to fill the vacancy and which must take place within 7 weeks from the
3rd May (i.e. by no later than 21st June 2007). The Clerk added that if IPC
failed to co-opt the necessary person NDDC would have to decide whether or not
a fresh election would be required to properly constitute IPC. (Noted)
(d) The Clerk provided each Cllr with a copy of the letter (and associated
papers) for their attention. (Noted)
(e) The Clerk then outlined the procedure for co-option and IPC discussed the
action(s) necessary. It was RESOLVED that the Clerk should prepare an
appropriate “Notice of Co-option” and that these should be distributed
throughout the parish (and website) immediately after the local elections (3rd
May) with a closing date for applicants of the 31st May. (Action: The Clerk)
2704/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) (i) Letter (dd 12.3.07) and North Devon BCU Newsletter from Chief
Superintendent Colin Terry (Devon and Cornwall Constabulary) reference
“Neighbourhood Policing Update – Exeter, Torridge, North, East and Mid Devon”:
-
The Clerk reminded Cllrs he had copied this newsletter to them with their
agenda papers. (Noted)
(ii) Neighbourhood Policing – Instow: -
a) The Clerk advised IPC of the number of recent wanton and mindless acts of
vandalism that had taken place within the parish (parish bus shelters, seats
etc) and of the apparent complete lack of police cover/interest in the parish.
(Noted)
b) After a discussion it was RESOLVED to write to Chief Superintendent Terry
and express IPC’s displeasure at the police’s commitment to the parish and to
ask for an explanation. (Action: The Clerk)
b) Letter (dd 26.3.07) from NDDC reference “Street Collection Permit – RNLI (Ilfracombe)
on 21st April 2007 between 10 am and 1 pm”: -
The Clerk said that in view of the fact the charity was bone fide he had
advised NDDC that IPC had no “legal” objection although he did point out that
a street collection in Instow for the Ilfracombe Branch of the RNLI might not
be well received by IPC/Parishioners especially as the RNLI branch of choice
for Instow was Appledore. IPC RESOLVED to ratify this decision. (Noted)
c) Letter (dd ,30.3.07) from Community Council for Devon (CCD) reference “CCD
Activity in North Devon”: -
(i) The Clerk said this stated that NDDC had notified CCD that it was to end
its financial support for the CCD after 20 years and that as a consequence it
would no longer be able to influence and advise District Council Officers,
Community Alliances and Strategic Partnerships to the same extent. It
suggested that parish councils in North Devon might like to discuss this with
their North Devon District Councillor as it was them to whom the CCD depended
on to persuade District Council Officers that investment in CCD remained
excellent value for money. The Clerk told IPC, however, that the letter
pointed out that the support for DAPC and DAPC activities was totally
unaffected. (Noted)
(ii) Letter (dd 13.4.07) from NDDC (Chief Executive) reference “Community
Council of Devon”:-
The Clerk said this letter sought to clarify a few points as set out in the
above CCD letter; the Clerk read it to Council and provided Cllrs with a copy.
(Noted)
(iii) After a discussion IPC RESOLVED to take no further action. (Noted)
d) Emails (dd 3.4.07 and 5.4.07) reference “Quality Council Seminar Taunton
12th June 2007”: -
(i) The Clerk said the purpose of this event was to support the work of
Quality Councils in the region and to provide an insight in to the devolution
of power from Whitehall to Town Hall. The Clerk advised IPC he was able to
attend and would provide further information about the event when it was
known. (Noted)
(ii) IPC RESOLVED to support the attendance of the Clerk. (Noted)
e) Letter (dd April 2007) reference “Election of DAPC County Committee 2007-
2011”: -
The Clerk said that any nominations needed to be made by Thursday 24th May
2007; letter copied to Cllrs. IPC RESOLVED to take no further action. (Noted)
f) Letter (Dated March 2007) from Land Management Information Service (LaMIS)
reference “Parish Mapping on CD Rom”: -
(i) The Clerk said LaMIS stated it was able to supply a CD-ROM containing
aerial photography and Ordnance Survey Mapping of the parish together with
map-based data held by public bodies. It had originally been developed for
farmers and rural land managers; it could also provide an invaluable tool for
parish and town councils to help with planning, site management, developing of
community strategies, parish plans etc. The Clerk said that further
information was available on www.lamis.org.uk including a demonstration of
some of the content and features of the package. It would involve paying an
annual subscription ranging from £121.95 (1 year) - £101.96 (3 year) for a
Basic Subscription to £189.91 (1 year) - £169.93 (3 year) for a Full
Subscription. The Clerk provided Cllrs with a copy of the letter and costing
to peruse. (Noted)
(ii) IPC RESOLVED to bring this matter forward to the next meeting in order
that Cllrs might have the opportunity to consider the paperwork and offer(s)
in the meantime. (Action: IPC Cllrs)
g) Email (dd 12.4.07) from parishioner reference “Speeding in New Road – 20
mph?” -
The Clerk advised IPC of the crux of the parishioner’s request and reasoning.
After a discussion IPC RESOLVED to take no further action on the grounds there
had only been one complaint and that the authorities were most unlikely to
consider a 20 mph limit on this basis. (Noted)
h) Letter/Survey (received 17.4.07) from Audit Commission (AC) reference
“Corporate Assessment (CA) Stakeholder Survey – NDDC”: -
(a) The Clerk said this stated that the AC was to conduct a CA of NDDC so as
to measure the council’s capacity to improve and lead the community, based on
the council’s own self assessment and on the findings of an inspection visit.
The survey was being made available to all North Devon’s stakeholders - local
organisations with an interest in council services – to collect evidence on
how the council conducts its business. The survey gave IPC an opportunity to
comment on the council’s community leadership and partnership working and its
achievements. The survey must be completed by 11th May 2007. The Clerk
provided a copy of the letter/survey to Cllrs for their information. (Noted)
(b) After a discussion and in view of the reply date IPC RESOLVED to have Cllr
Harper collate responses from each Cllr and to forward a composite reply in
IPC’s name. (Action: Cllr Harper)
i) IPC’s Draft Annual Report 2006/7: -
The Clerk circulated a draft copy to Cllrs for perusal and approval at the May
meeting prior to publication before the end of May. (Action: IPC Cllrs)
j) Letter (dd 4.4.07) and Order from Communities and Local Government
reference “The Local Authorities (Model Code of Conduct) Order 2007 (SI No
1159): -
The Clerk said this stated that said order would come into effect on 3rd May
2007 (can be viewed online at www.opsi.gov.uk/si/si-2007-index-htm) – this
revised code of conduct will apply to all local councillors in England. It
consolidates and replaces the four separate model codes for members of
principle authorities, parish councils, the National Parks and Broads
authorities and police authorities. The Clerk said a copy of the Order could
be supplied to Cllrs on demand although undoubtedly further information would
be forthcoming in due course from DAPC, NDDC etc. (Noted)
k) Letter (dd 18.4.07) from Lord Mayor of Exeter reference “Exeter City
Council – Unitary Aspirations”: -
The Clerk said this letter sought to counter the current argument (by DCC etc
– see items as at (iii) (a) (v) & (vi) hereafter) that a unitary council for
Exeter would “tear the heart out of Devon” or that it would remove the
historic city from its historic county of Devon. It sought the support of IPC;
Cllrs were provided with a copy of the letter for their information. After a
discussion IPC RESOLVED to take no further action. (Noted)
l) Instow – Community Stalwarts/NDDC Presentation Ceremony: -
The Chairman, Cllr Johns, provided Council with an overview of this
presentation ceremony that he had attended with the Clerk. He said it had been
a very proud occasion for the recipients (Mrs Pam Cantle, Mrs Priscilla Sharp
and Mr Peter Yeo) and that each and every one could be very pleased at their
public recognition.(Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 22.3.07) from Chairman of TTEF reference “TTEF – Moorings Code of
Practice: - This can also be found on the TTEF’s website at www.ttef.gov.uk or
TDC’s website at www.torridge.gov.uk.
b) Email (dd 25.3.07) from Chairman of TTEF to Members of TTEF reference “TTEF
– Update 18th March 2007: - Refers to issues of relevance to Appledore Quay
Wall, Northam Burrows, NDDC Planning Application – RMB Chivenor, EA Consent
Application – RMB Chivenor, Marine Bill Newsletter 5, Defra Access Newsletter
Issue 23, Defra Public Consultation – Marine Fisheries, DCC Devon Minerals
Update No 3, Biosphere Reserve Field Seminars 2007, Thematic Trails – Dr Peter
Keene, TTE Moorings Code of Practice and Dates of Meetings of TTEF 2007.
c) Email (dd 25.3.07) from Chairman of TTEF to IPC Cllrs etc reference “TTEF –
Update 18th March 2007: - See (b) above
d) Email (dd 29.3.07) from Chairman of TTEF reference (i) “Minor Updates to
the Taw and Torridge Website” & (ii) “Shipping in the Taw Torridge Estuary”: -
Item (ii) refers to the MV Severn Sands that was taken from Yelland Oil Jetty
on 21st March to Fremington Quay.
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 16.3.07) reference “LCR Opinion
Piece – What Should the Minimum Size of a Council Be?; (ii) Email (dd 16.3.07)
reference “Town and Parish Council Research Request”; Online survey completed
by Clerk; (iii) Email (dd 21.3.07) reference “Lyons Inquiry into Local
Government – An Overview”; (iv) Email (dd 21.3.07) reference “Maintenance
Agreement – Allotments”; (v) Email (dd 27.3.07) reference “Unitaries”; (vi)
Email (dd 27.3.07) reference “News Flash from DCC – Unitaries”; (vii) Email (dd
28.3.07) reference “Vacancy – Town Clerk at Brixham”; (viii) Email (dd
29.3.07) reference “Bereavement Services/Cemetery Manager”; copy passed to
Instow’s PCC; (ix) Email (dd 2.4.07) reference “March NALC CX Report”; (x)
Email (dd 5.4.07) reference “Parochial Fees Order 2007”; copied to Instow PCC;
(xi) Email (dd 12.4.07) reference “Media Training and Communications” and
(xii) Email (dd 18.4.07) reference “Quality Parish and Town Council Scheme –
University of Wales Research Report” - see also www.defra.gov.uk/rural/communities/parish-councils.htm
b) NDDC’s Members Services Weekly Information Sheets for w/c 16.3.07, 23.3.07,
30.3.07, 5.4.07 and 13.4.07
c) Email (dd 21.3.07) from DCC Local Services reference “Road Closure –
Rectory Lane, Instow on 12th April 2007: - Copy placed on Venn Cross parish
council Notice Board and at post office for the information of parishioners.
Copy of letter sent to Cllrs White, Cook and May for their information.
c) (i) Agenda of NDDC Standards Committee for Wednesday 28th March 2007 at 7
pm and associated papers and (ii) Minutes of Meeting of 28th March 2007
g) Minutes of Ilfracombe and Northern Rural Area Committee Meeting of Monday
15th January 2007 at 7 pm
h) Agenda and associated papers of NDDC’s Meeting of Wednesday 4th April 2007
at 7 pm
i) Information received (21.3.07) from parishioner reference “Missing Signpost
to Huish off main Instow to Bideford Road”: - DCC Local Services Manager
advised
j) Bridges Guide – An Introduction to Parish Planning
k) Telephone Call (26.3.07) from parishioner reference “Land Ownership
Dispute”: - Clerk advised parishioner this was not a matter IPC could assist
with; suggested seeking legal advice.
l) Email (7.4.07) and telephone message (8.4.07) from parishioners reference
“Damaged Seats (Commodore and Boathouse) – Marine Parade”: - Clerk liaised
with handyperson and arrangements made for them to be repaired. PCSO Charles
informed.
m) Telephone call (10.4.07) from Instow Beach Clean Organiser reporting beach
cleans on Sunday 15th April and Sunday 29th April 2007: - Requested that the
beach cleaner leaves the area between the Commodore and Quay (prior to 15th)
and the whole beach from the Quay to NDCC (29th) a day or so before each beach
clean to enable collection of meaningful data. Beach cleaner advised by Clerk.
n) Email (dd 123.4.07) from parishioner reference “Broken Water Stopcock Cover
outside Marine Court”: - DCC Local Services Foreman notified and remedial
action taken forthwith. Parishioner thanked for the information and updated as
to action taken.
o) Devon in Touch Monthly News Round Up (April 2007): - Copy placed at post
office for information parishioners
p) Letter (dd 11.4.07) from Environment Agency reference “Newsletter – Links”:
- Copy left at post office and parish hall for information of parishioners.
q) Telephone call (16.4.07) from handyman reference “Damage to Boathouse Bus
Shelter and Parish Seat”: - Stated that all four windows had been kicked out
(three were missing) and that one seat along Marine Parade had been damaged.
Handyman to repair asap.
r) Email (dd 19.4.07) reference “The Local Column - April 2007”
2704/10 FINANCE
1. INCOME: -
Lloyds Bank (Business a /c) Interest January 2007 £ 39.57
Ditto Ditto February 2007 £ 41.18
Ditto Ditto March 2007 £ 37.09
HM Revenue & Customs VAT Refund 8/06 – 3/07 £159.36
Car Park Season Ticket No’s 1 & 2 £160.00
TOTAL: - £437.20
2 EXPENDITURE: -
Mr. M Harris Village Handyman £ 240.00 #
Mr P Cook Beach Cleaning £ 380.00
Mr P Cook Paint for Tractor Scrape £ 10.31
Mr P Cook Cost of Tractor Puncture Repair £ 29.37
O J Williams Tractor Fuel £ 196.18
O J Williams Tractor Grease £ 26.85
B Thorne Purchase of Tractor Scrape £ 235.00*
EDF Energy Car Park Machine £ 6.42
NDDC Bus Shelter (Marine Car Park) Licence Fee £ 15.28+
TOTAL: - £1139.41
Key: -
# Includes £100 for repair to two parish seats badly damaged by a vehicle
collision/vandals.
* £35 VAT recoverable
+ £2.28 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02350065 as @ 22.3.07 (Statement) = £ 192.36*
Lloyds Bank Business a/c no. 02348842 as @ 16.03.07 (Statement = £16,012.93+
Key:
* According to Clerks records this is £2.76 (3 cheques to the total value of
£189.60 uncashed)
+ According to Clerk’s records this is £16332.29 as at date of meeting
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £1140.00 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) Tractor – Purchase of a Second-hand Scrape: -
(i) The Clerk reported that the new tractor scrape had been trialled and found
to be most satisfactory – see payment as at 1 above. (Noted)
(ii) The Clerk reported that the supplier of the new scrape (as at (i) above)
had now provided IPC with a quotation to refurbish its original scrape; £250 -
not including cost of parts and collection/return. (Noted)
(iii) After a discussion IPC RESOLVED to seek a further estimate for
refurbishment before making a decision. (Action: The Clerk)
*** Cllr Cook declared an interest and did not speak***
(b) Reclaiming of Vat 8/06 – 3/07: Not Registered: -
The Clerk reported that a claim for £159.36 had been sent to HM Customs and
Excise on 31.3.07; it had been paid to IPC via BACS (5.4.07) – see I above.
(Noted)
(c) Draft Annual Accounts 2006/2007:
(i) The Clerk provided Councillors with a copy for perusal/discussion at the
meeting. He said it had been checked by Cllr Crombie (18.4.05) with IPC’s
financial records and found to be in order. Cllr Crombie confirmed this to be
the case. (Noted)
(ii) IPC RESOLVED to adopt these draft accounts subject to confirmation at the
time of the internal/external audit. (Noted)
(d) Budget (Income/Expenditure) 2006/2007 against Actual (Income/Expenditure)
2006/2007: -
The Clerk provided Councillors with a copy for discussion. He said it had been
checked by Cllr Crombie (18.4.05) with IPC’s financial records and found to be
in order. Cllr Crombie confirmed this to be the case; a discussion ensued.
(Noted)
(e) Internal Audit – January to March 2007: -
Cllr Crombie confirmed he had carried out this internal audit (18.4.05) and
found all to be in order. (Noted)
(f) Bank Reconciliation – 1st January 2007 to 31st March 2007: -
The Clerk referred to this paper that had been circulated to Cllrs at the
meeting; he said the figures had been checked by Cllr Crombie (18.4.05) with
IPC’s financial records and found to be in order; Cllr Crombie confirmed this
to be the case. (Noted)
(g) Inland Revenue – End of Year (2006/2007) Returns (P35 and P14s’): -
The Clerk confirmed that this had been completed and sent to Inland Revenue
(6th April 2007). (Noted)
(h) Quay Car Park: -
The Clerk advised IPC that the annual service for the car park machine had
been completed on the 18th April; the car park will be operative 1st May.
(Noted)
(i) DCC Locality Budget/Engine Blower and Chain Saw: -
The Clerk provided an update; he said that as far as he was aware the
application was being successfully processed. (Noted)
(j) Letter (dd 22.3.07) from Audit Commission reference “IPC’s External
Auditor”: -
The Clerk said this stated that Alun Williams had been appointed as auditor to
IPC for the financial year 2006/7 and that a copy of the letter had been
forwarded to IPC’s Internal Auditor, Mr G Day. (Noted)
(k) Letter (undated – received 7.4.07) from Audit Commission (AC) together
with Annual Return for the Year ended 31st March 2007 and associated papers: -
(i) The Clerk confirmed he was to meet up with Mr G Day (IPC’s IA) asap and
take the necessary action; papers forwarded to him on 11th April. (Noted)
(ii) Appropriate paperwork needs to be completed and returned to the AC by the
2nd July 2007. (Noted) (l) Email (dd 23.3.07) from Switch2Help reference “The
Charity Switch Site – The Energy Site that Raises Money for Charities”: -
The Clerk said this had undoubtedly been sent to IPC as a consequence of IPC’s
“Recreation Ground Charitable Account”; he reminded Cllrs he had circulated a
copy to them, for their information, with their agenda papers and that a copy
had been placed at the post office for parishioners. (Noted)
(m) Letter (dd 16.3.07) and telephone call (27.34.07) from EDF Energy
reference “Small Business Charities – Eligible Tax Relief on Energy Supply”: -
The Clerk said this offered tax relief on energy supply at IPC’s Recreation
Ground but as there was no energy supply to this location it did not apply.
(Noted)
(n) Boathouse Flood Defence Gate (See Item 2703/9 (i) (g)): -
(i) The Clerk reported he had received a quotation (dd 30.3.07) from WM
Ironwork Ltd to supply a gate to fit to the pedestrian walkway to the side of
the current gate and through which all the flotsam and jetsam was washed on to
the highway during recent high tides. He said it would cost £395.00 (plus VAT
– which could be recovered) – this price included supply and fitting. The
Clerk added that DCC (Cllr Cann) had intimated it was prepared to cover half
the costs subject to project approval by appropriate bodies such as DCE, EA
and NDCCS. (Noted)
(ii) After a discussion it was RESOLVED that a further estimate should be
obtained before a decision could be made. (Action: The Clerk)
(iii) It was further RESOLVED the Clerk should write to Devon Christie
Estates, The Environment Agency and North Devon Coast and Countryside Service
to seek their views/support. (Action: The Clerk)
*** Cllr Cook declared an interest and did not speak***
(o) Letter (received 30.3.06) from Allianz Cornhill reference “Insurance
Renewal 2007/8 – 1st June 2007”: -
(i) The Clerk advised IPC he had copied the salient papers to Cllrs Crombie so
that he could peruse and then meet up with the Clerk to review the overall
cover and come back to IPC at the next meeting (17th May) and make a
recommendation to full council. (Noted)
(ii) After a discussion IPC RESOLVED to support this course of action; the
Chairman, Cllr Johns, agreed to meet with Cllr Crombie and The Clerk to review
the cover. (Action: Cllrs Crombie/Johns and The Clerk)
2704/11 PLANNING
a) Formation of vehicular access at Springfield Cottage, Instow (Reference No
44089): -
(i) The Clerk reported receipt (23.3.07) of this application and of having
passed it immediately to the Vice Chairman for the attention of IPC’s PSC; for
response by 11th April or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that the details of the application had been placed
on Instow’s website for the information of parishioners. (Noted)
(iii) The Clerk advised IPC he had obtained (10.4.07) an extension to this
application so that IPC could consider it at the meeting; for response by
20.4.07. (Noted)
(iv) After debate, led by IPC’s PSC, IPC RESOLVED to recommend approval of
this application; 5 Cllrs voted in favour and 4 against. (Action: The Clerk)
b) Letter (received 24.3.07) from NDDC Planning reference “Erection of 1
dwelling (amended design to planning permission 39545) at land at Lane End
Close, Instow (Reference No 43533):-
The Clerk said this stated that NDDC Planning had GRANTED permission for this
application with conditions as listed; letter copied to Cllrs. (Noted)
c) Letter (received 24.3.07) from NDDC Planning reference “Erection of
agricultural building to house livestock at Highfield Lane off Orchard Farm,
Instow (Reference No 42975): -
The Clerk said this stated that NDDC Planning had GRANTED permission for this
application with conditions as listed; letter copied to Cllrs. (Noted)
d) Letter (received 14.4.07) from NDDC Planning reference “Replacement Double
Glazed Windows to all Flats at Marine Court (Flats 1-15) at Marine Parade,
Instow (Reference No 42373): -
The Clerk said this stated that NDDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
e) Letter (dd 12.4.07) from NDDC Planning Manager reference “Appeal – Raising
Roof to form Loft Extension to provide additional accommodation at 2 Old
Rectory Close, Instow (Reference No 42861): -
(i) The Clerk said this stated that NDDC had received notice of appeal in
respect of this application and that IPC’s response, as at the application
stage, had been forwarded to the Planning Inspectorate. It added, he said,
that should IPC wish to make any further observations, or amend its original
response in any way then it needed to be done so by 14th May 2007. (Noted)
(ii) The Clerk reminded IPC that its original response was as follows: -
“RESOLVED to recommend REFUSAL on the grounds the proposal was not in keeping
with other properties, primarily bungalows, in the Close, it would amount to
an over intensification of the site and if granted it would alter the
character of the Close.”
(iii) The Clerk confirmed that the papers had been passed to IPC’s PSC for
perusal prior to the meeting.
(iii) A discussion then ensued at the conclusion of which IPC RESOLVED to make
no further observations on the application. (Noted)
*** Cllrs Cook and White declared a pecuniary interest, left the room and did
not speak***
2704/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Outgoing IPC Councillors: -
The Chairman complimented the invaluable contribution that Cllrs Freddie Scott
and Ms Alyzon Mayoh had made to IPC during their tenure of Office. He thanked
them for their commitment and enthusiasm and wished them well. The Clerk said
he wished to be associated with these remarks.
There being no other business the meeting was closed.
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