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Present: - Councillors P Cook, N Crombie, Mrs T Dipper, M Green, C Harper, A
Johns, G May, B Thomas, S White (Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: - Cllr R Cann (DCC), Cllr B Moores (NDC) and 9 parishioner.
2904/1 PRAYER
The Clerk led the Council in prayer
2904/2 APOLOGIES
PC Hodgson and PCSO Cornish
2904/3 POLICE REPORT
In the absence of PC Hodgson and PCSO Cornish the Clerk read from a report
that had been provided by them. It referred to: -
a) Crime: -
4 crimes had been reported in the parish since the previous meeting namely,
harassment alarm or distress – detected and offender issued with a fixed
penalty ticket (x 1), criminal damage to property – undetected (x 1), making
off without payment – suspects have offered payment to aggrieved party (x 1)
and criminal damage to a dwelling – detected and offender warned (x 1).
(Noted)
b) Neighbourhood Watch: -
The Clerk said he would ask PC Hodgson and PCSO Cornish for an update on this
crime prevention initiative bearing in mind the interest that had been shown
at the Annual Parish Meeting. (Action: The Clerk)
2903/4 PARISHIONERS
a) Instow Church Bank Project/All Saints Chapel: -
Mrs Pam Cantle (Churchwarden) gave a report on the progress of the Instow
Church Bank project and thanked Cllr Cann (DCC) for his financial support and
also that of Instow Parish Council and Instow School for their valuable and
tangible contributions. She also said that plans were very much in train to
convert All Saints Chapel into a Community Resource (i.e. install kitchenette,
lay on water, add a toilet etc) especially during the daytime when the parish
hall was in full use. She added that grant applications were being formulated
and parking would be easier at this location and, as a consequence, would be
more accessible to the elderly/infirm. (Noted)
b) Instow In Bloom Matters: -
Peter Yeo (Chairman of IIB) advised IPC of three issues, namely -
(i) Down Farm Footpath: -
A finger post was missing at this location; IPC RESOLVED to have the Clerk
speak to the DCC Footpath Warden and rectify the situation. (Action: The
Clerk) (ii) Litter: -
The wind was contributing to rubbish being blown around Marine Parade/Instow
Beach in that it was blowing litter, placed in the bins, out of the front and
side of the bins and which needed, therefore, being replaced or altered. IPC,
on the grounds the bins were the property of NDC, RESOLVED to pass this to
Cllr Moores (NDC) for attention. (Action: Cllr Moores)
(iii) Dog Fouling Campaign: -
IIB, in conjunction with the NDCCS, had produced a series of new “Dog Fouling”
posters, samples of which were produced at the meeting. IPC RESOLVED to
support this initiative that was already in use along the Tarka Trail. (Noted)
(c) Defective Street Light – Near Marine Court Flats: -
A parishioner reported that a street light outside of Marine Court flats and
opposite the Quay Car Park was flickering and obviously defective. IPC
RESOLVED to have the Clerk contact the appropriate authority. (Action: The
Clerk)
2904/5 REPORT COUNTY COUNCILLOR R CANN
(a) General: -
Cllr Cann spoke of “Down Road – Water Scheme” (to commence in the current
financial year), “Westleigh Straight - Potholes” (completed at a cost of
£70,000), “DCC Funding – Victims of Domestic Violence” (DCC investing over
£900,000), “Devon Hits the Mark with Green Targets” (7 environmental targets
set out in the County’s Strategic Plan 2006-2011 have already been met or have
been exceeded), “Narrowing of Road – Fremington” (a road safety audit to be
carried out and central line markings due for completion), “Holmacott Tip – No
Right Turn” (sign now installed), “Instow Speed Limit Extension” (signing has
been ordered and should be erected shortly), “Rectory Lane Refuge” (has been
discounted due to road geometry), “Westleigh Village Junction” (DCC Traffic
Team considering what action to take), “Pedestrian Islands – Anstey Way”
(lining now completed), “Cycle/Footpath – Yelland to Tarka Trail” (work is due
to commence on 19th May – cost £115,000), “Dog Mess – NDC Clampdown” (NDC has
adopted Clean Neighbourhood and Environment Act; fixed penalty tickets to be
increased to £65). (Noted)
(b) Instow New School: -
Cllr Cann said he could not condone the manner in which DCC had handled the
provision of this new resource and that he was aware two new sites were being
considered and land owners consulted. (Noted)
(c) Marine Parade – One Way Bus Service Proposal: -
Cllr Cann said it had come to his attention recently that Mr P Milton
(Prospective Conservative Parliamentary Candidate for North Devon) had written
to DCC proposing that a one way bus service along Marine Parade was considered
and that he wished IPC to know he had not been consulted and that had Mr
Milton done so he would have advised him that IPC and a vast number of its
parishioners would be against such a proposal. (See item 2904/9 (i) (d)).
(Noted)
(d) Deselection as DCC Candidate for Fremington Rural: -
(i) Cllr Cann said he was proud and privileged to have represented the
Fremington and Instow areas for the last 8 years as its DCC Cllr and referred
to his many achievements during that time. He added he was most disappointed
to have recently been deselected as the Conservative party candidate for said
ward in the forthcoming DCC elections and had decided, because of the wealth
of local support for him to do so, to stand as an Independent candidate in the
forthcoming elections. He said he wished to continue to serve the community.
(Noted)
(ii) The Chairman personally thanked Cllr Cann for all he had done for Instow
during his period of office; he said IPC and its parishioners owed him a great
debt of gratitude for all the hard work he had done and particularly for his
dedication, professionalism and conscientiousness to his role. (Noted)
2904/6 REPORT OF DISTRICT COUNCILLOR B MOORES
(i) General: -
Cllr Moores said he had nothing to report other than to say the one way bus
service proposal (as at item 2904/5 (c) above) had nothing to do with him and
it was both a pleasure and privilege to serve Instow as its NDC Cllr. (Noted)
(ii) Breakers – Wall: -
Cllr Moores said he wished IPC to know that the wall outside of his house was
to be replaced to its original state. (Noted)
2904/7 MINUTES
It was RESOLVED that the March 2009 minutes of Instow Parish Council be
approved and signed. (Noted)
2904/8 MATTERS ARISING FROM THE MINUTES
a) Item 2903/4 (c) – Parish Footpaths: -
(i) The Clerk told IPC of the action(s) he had taken and of the meeting
(1.4.09) he had with the DCC Footpath Warden. He said the warden did not agree
that the Instow’s footpaths “were not up to much”, each having passed the
selection criteria at their last inspection in the autumn 2008. The Clerk said
the Warden had subsequently checked them and again found all to be in order as
per criteria. (Noted)
(ii) The Clerk said that as a matter of interest, the warden had been able to
establish that the removed hedgerow (Venn X to Tarka Trail footpath) was in
place in 1946-1949 (RAF aerial photograph) and saw no reason why any action
needed to be taken to have it reinstated; it did not affect the right of way
across the field in question. (Noted)
(iii) The Clerk said the warden also mentioned that the “Instow Lost Highway”
– that includes part of the Venn X to Tarka Trail footpath - (see item 2902/9
(i) (e) (vi and vii)) - was most likely the gift of “right of way to a
highway” as opposed to ownership of the relevant land. (Noted)
(iv) The Clerk told IPC he had liaised (email of 1.4.09 refers) with the
parishioner who had raised this matter in the first instance and updated him
in full. (Noted)
(v) The Clerk then referred to an email (dd 1.4.09) from said parishioner
noting the position as outlined in the Clerk’s email (as at (i) & (ii) above)
and including other issues of relevance to the waymarking of the Venn Cross to
Tarka Trail footpath, a removed hedge in a field at the top of Worlington
Hill, livestock in fields where there were footpaths and the poor
accessibility to the footpath from Worlington Hill to Instow Town as far as
dogs/infirm person were concerned. (Noted)
(v) The Clerk told IPC that as a consequence he had again liaised (2.4.09)
with the DCC P3 Footpath Warden and ascertained that in his opinion the Venn X
to Tarka Trail footpath was adequately signed, there was little that could be
done about the removal of hedgerows (this was a landowners decision),
livestock were entitled to be in fields where footpaths traversed and that he
would look at the accessibility of the stiles to the Worlington Hill to Instow
Town footpath as soon as was practical and act as necessary. (Noted)
(vi) The Clerk advised IPC that the parishioner had been updated (email of
3.4.09 refers) (Noted)
b) Item 2903/8 (a) – Village Gateway Initiative: -
The Chairman, together with Cllr Cann, provided a progress report; exact
locations of the gateways were being established, design finalised, safety
audits programmed and planning application being drawn up. (Action: The
Chairman and Cllr Cann)
c) Item 2903/8 (b) – Parish Plan: -
(i) Cllr Harper, Chairman of IPC’s Parish Plan Sub Committee provided IPC with
an update of its work since the last meeting. He produced a final draft
proforma for circulation to parishioners. After a discussion, during which a
few minor amendments/additions were suggested, IPC RESOLVED to approve the
document; circulation/collection methods were then discussed.
(Action: IPC’s Parish Plan Sub Committee)
(ii) IPC RESOLVED that the Clerk should liaise with NDC to seek financial
support for the publication of the document. (Action: The Clerk)
(ii) The Clerk then referred to an email (12.4.09) from Cllr Harper attached
to which was a copy of the Parish Appraisal 1989; Cllr Harper elaborated.
(Noted)
d) Item 2903/8 (d) – DCC Commons Act 2006/Seminar: -
(i) The Clerk advised IPC he had emailed DCC (2.4.09) requesting an update on
the proposed seminar. (Noted)
(ii) The Clerk told IPC he had been advised as a consequence (email 3.4.09)
that said seminar was to take place at County Hall, Exeter on 1st May 2009 and
that Cllr Harper and he were to attend. (Action: Cllr Harper/The Clerk)
e) Item 2903/8 (f) - Quality Parish Status/Reaccreditation: -
(i) The Clerk advised IPC he had received an email (dd 20.3.09) from NALC
advising him (and IPC) that he (IPC’s Clerk) had completed training in the
“Power of Well Being” and that an attendance certificate would be issued on
31.3.09. (Noted)
(ii) The Clerk reported receipt (2.4.09) of a certificate (number
PWB-03-09-001061) in his name from NALC confirming attendance at a recognised
NTS training session on the “Power of Well Being” on the 12th March 2009.
(Noted)
(iii) The Clerk advised IPC that to finally qualify in the “Power of Well
Being” (and top up his current AQA Qualification in Local Government
Administration) he had to now complete an application form, attach a cheque in
the sum of £15 and submit a 200 word essay to answer the questions: “What is
the Power of Well Being, What does it enable local councils (LC) to do, what
must LC’s have regard to when exercising power and what criteria must LC’s
meet in order to become eligible councils and how long does the eligibility
last?” (Noted)
f) Item 2903/9 (i) (c ) - NDC/TDC Settlement Assessment: -
(i) Cllr Harper provided IPC with an update at the conclusion of which it was
RESOLVED to communicate with NDC/TDC along the lines as outlined by Cllr
Harper. (Action: The Clerk)
g) Item 2903/9 (i) (d) – Defra Revised Bathing Water Directive 2006/7/EC: -
(i) The Clerk advised IPC that following liaison between the Chairman/Vice
Chairman and himself a suitable letter (dd 24.3.09) had been sent to Defra
with a covering email; he said a copy of the letter had been forwarded to
Cllrs with their agenda papers (9.4.09). (Noted)
(ii) The Clerk then referred to a response email (dd 26.3.09) from Defra; the
Clerk advised IPC of the content. (Noted)
(iii) The Clerk then spoke of an email (dd 30.3.09) from Defra reference
“Stakeholders Database – Update”; he told IPC he had checked IPC’s details on
the Defra website and it was in order. (Noted)
h) Item 2903/9 (i) (e) – Marine Parade (Quay) Car Park and Public
Conveniences: -
The Clerk told IPC he had written to NDC (Steve Pitcher – email of 23.3.09
refers) expressing IPC’s gratitude for the positive and proactive “legal”
stance NDC was taking to ensure the new charter toilets (for which planning
permission was granted in 2005) were realised sooner than later. The Clerk
told IPC of the response. (Noted)
i) Item 2903/9 (i) (l) – House to House Collection/Barnado’s: -
The Clerk advised IPC that Clothes Aid (on behalf of Barnado’s) was now
applying for an exemption Order to facilitate this collection and one of NDC’s
Officer’s was looking into the situation; email of 26.3.09 refers. He said
Cllr Harper had been updated. (Noted)
j) Item 2903/12 – Bus Shelter/Marine Parade/Signal Box :-
(i) The Clerk advised IPC that at the recent inspection (8.4.09) of parish
seats and bus shelters (see finance later) it had been decided (by Cllr
Crombie and the Clerk who carried out the inspections) to recommend to IPC
that this shelter needed to be brushed out and the woodwork externally &
internally painted but that otherwise it was sound and in satisfactory
decorative order. (Noted)
(ii) After a discussion IPC RESOLVED to adopt this course of action. (Noted)
2904/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Email (dd 1.4.09) from DAPC reference “Section 76 of LG and PIH Act 2007”:
-
(i) The Clerk said this email stated that the introduction of the new power to
appoint persons to a local council had been delayed. The government are
currently considering the practical implications that would follow the
commencement of S 37, in particular the amendments to S 15 and 16 of the Local
Government Act 1972. Once in force these amendments will require that local
councils’ chairman and vice chairman are drawn from the elected members and
that local councils have a minimum of 5 elected members. NALC has raised
concerns with government on this issue especially the effect it will have on
smaller sized councils and to assist it by providing evidence of its concerns
DAPC has been asked to gather relevant evidence. (Noted)
(ii) The Clerk advised IPC of the evidence that had been requested and which
he has provided by return of email (dd 1.4.09). (Noted)
b) Letter (dd 19.3.09) and Summary/Poster from The Boundary Committee (BC) for
England reference “Structural Review of Devon: Further Draft Proposals”: -
(i) The Clerk said he had forwarded a copy of this letter and summary to Cllrs
with their agenda papers (8.4.09) and that a copy of the letter/summary had
also been placed in the parish council’s folder at the post office for the
information of parishioners and the poster had been exhibited on all parish
council notice boards. (Noted)
(ii) The Clerk said a copy of a letter from NDC (dd 25.3.09) together with the
BC’s summary/poster reference “Local Government Review” had been forwarded to
Cllrs with their agenda papers (9.4.09). (Noted)
(iii) The Clerk said a copy of a letter (dd 2.4.09) from DCC reference
“Boundary Committee for England: Consultation on Further Draft Proposals for
Devon” had been forwarded to Cllrs with their agenda papers (9.4.09). (Noted)
(iv) The Clerk said a copy of a letter (dd 2.4.09) and a synopsis enclosure
from DCC reference “Structural Reviews of Devon: Further Draft Proposals –
Synopsis of Affordability of each further Draft Proposal” had been forwarded
to Cllrs with their agenda papers (9.4.09). (Noted)
(v) A discussion ensured at the conclusion of which it was RESOLVED to take no
further action. (Noted)
c) Letter (received 3.4.09) and DVD from Information Commissioner’s Office
reference “Freedom of Information Act 2000/Environmental Information
Regulations – DVD entitled Tick Tock”: -
The Clerk explained the implications; he said he would review the DVD in due
course ands bring any relevant issues back to Council for its information.
(Noted)
d) Email (dd 9.4.09 – 1009 hrs) and attachment letter to Mr P J Milton
(Conservatives North Devon) from DCC Highways (Dave Netherway – Traffic
Technician) reference Bus Routing – Instow”: -
(i) The Clerk advised IPC that this referred to a letter from (dd 30.3.09) and
to (dd 9.4.09) Mr Milton as regards “Bus Routing – Instow”; the Clerk said it
appeared Mr Milton had recommended to DCC the introduction of a one way system
for buses to alleviate traffic delays along the sea front. The Clerk confirmed
that Mr Milton had not made an approach to IPC prior to making this
recommendation. (Noted)
(ii) The Clerk then referred to a further email (dd 9.4.09 – 1209 hrs) and
attachment letter to Mr P J Milton (Conservatives North Devon) from DCC
Highways (Dave Netherway – Traffic Technician) reference “Bus Routing –
Instow”; the Clerk said it was believed this letter superseded the letter as
at (i) above which may well have been a draft. The Clerk read the letter to
Council and advised IPC he had acknowledged receipt to DCC. (Noted)
(iii) The Clerk advised IPC that the relevant email/attachment subject to (ii)
above had been circulated to Cllrs with email addresses and others advised.
(Noted)
(iv) The Clerk then referred to a copy email (dd 9.4.09) from Johns Sales of
Instow to Mr P J Milton reference “One Way System - Instow Sea Front”; he said
this email had also been forwarded to Cllrs with email addresses and others
had been advised. The Clerk read it to Council. (Noted)
(v) The Clerk then referred to a copy email (dd 9.4.09) from Mr P J Milton to
Johns’ Sales reference “One Way System Instow Sea Front”; he said this email
had been forwarded to Cllrs with email addresses and others had been advised.
The Clerk read it to Council. (Noted)
(vi) A discussion the ensued at the conclusion of which it was RESOLVED to
write to Mr Milton and express how displeased and annoyed IPC was that he had
not had the courtesy or decency to consult IPC over his proposals or, it would
appear, even his conservative party Cllr colleagues, Cllr Cann (DCC) and Cllr
Moores (NDC) both of whom would have known that an overwhelming percentage of
parishioners would have been against such an idea supported by IPC. (Action:
The Clerk)
*** Cllr Johns declared an interest, did not speak and left the room ***
e) Email (dd 16.4.09) from “Simply S and S” reference “Trading – Fish and
Chips Mobile Shop/Marine Parade”: -
(i) The Clerk said this email stated that the proprietors of this new business
venture were seeking permission, from IPC, to trade along Marine Parade
(subject to highway/food and hygiene regulations) between the hours of 5 pm
and 9 pm every Friday starting from the middle of May. The Clerk said the
owners had given an undertaking to ensure that rubbish emanating from their
business did not become an issue; they had, in fact, said they would take
responsibility for this personally. (Noted)
(ii) After a discussion IPC RESOLVED to support this venture. (Action: The
Clerk)
f) Instow Parish Council’s Draft Annual Report 2008/9: -
The Clerk said a copy of this report had been circulated at the meeting and
that if Cllrs had any comments to make in its respect could they be addressed
to him prior to the next meeting at which time it could, by resolution, be
adopted and published throughout the parish. (Action: IPC Cllrs)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 19.3.09) from IPC’s TTEF representative, Mrs. R Day, reference
“Minutes of TTEF Meeting of 19thJanuary 2009”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 20.3.09) reference “NALC/SLCC
Networking Lunches – May 2009” (ii) Email (dd 20.3.09) reference “NALC/SLCC
Networking Lunches – May/December 2009”; (iii) Email (dd 23.3.09) reference
“DIS Extra 705”; (iv) Email (dd 23.3.09) reference “Farm Animals Welfare
Council Consultation”; (v) Email (dd 25.3.09) reference “Challenging the Cuts
– Post Offices”; (vi) Email (dd 25.3.09) reference “NALC/SLCC Networking Lunch
– Leeds”; (vii) Email (dd 25.3.09) reference “NALC/SLCC Networking Lunch –
Newcastle”; (viii) Email (dd 25.3.09) reference “LCR Opinion Article” –
circulated to Cllrs with email addresses; (ix) Email (dd 26.3.09) reference
“NALC/NABMA Second Market Seminar – April/Litchfield City Council”; (x)
Letter/poster (undated) reference “CCD – Parish Planning”; (xi) Email (dd
1.4.09) reference “NALC/NABMA Second Market Seminar – April/Litchfield City
Council” (2nd copy); (xii) Emails (both dd 2.4.09) reference “SLCC Branch
Newsletter – April 2009”; (xiii) Email (dd 2.4.09) reference “Digital
Switchover News”; (xiv) Email (dd 2.4.09) reference “Finance Seminar – May
2009”; (xv) Email (dd 2.4.09) reference “Small Grant Fund for Under £1,000” –
copied to Cllrs with email addresses to disseminate to relevant organisations
within the parish and to whom they have an affinity/awareness; (xvi) Email (dd
2.4.09) reference “BT Community Connections Award Scheme” - copied to Cllrs
with email addresses to disseminate to relevant organisations within the
parish and to whom they have an affinity/awareness; (xvii) Email (dd 9.4.09)
reference “NALC/SLCC Clerk’s Lunch – Newcastle and Leeds” and (xviii) Email (dd
16.4.09) reference “Clerk Vacancy – Chudleigh”.
b) NDDC Members Services Weekly Information Sheet for w/e 20.3.09, 27.3.09,
3.4.09 and 9.4.09.
c) Emails x2 (dd 20.3.09 and 23.3.09) from National Coordinator of “Local
Works – Unlock Democracy” reference “Public Meeting/Sustainable Communities
Act/Exeter 26th March 2009”
d) Email (dd 26.3.09) from Cllr Harper reference “Potholes – Quay Lane near
Parish Hall”: -
D CC’s Local Services Superintendent informed.
e) Email (dd 26.3.09) from Cllr Thomas reference “Subsidence – Garage Walls,
Rectory Lane, Instow”: -
In view of the fact this could involve NDC (NDH) and/or DCC, email passed to
Cllrs Cann (DCC) and Moores (NDC) for attention.
f) Emails x2 (dd 26.3.09 and 2.4.09) from Devon Primary Care Trust reference
“Future of Oesophago-gastric Cancer Service in Devon and Cornwall – Pubic
Meetings”: -
Copied to Cllrs with email addresses.
g) Email (dd 26.3.09) from Cllr Harper reference “Litter Bins – Instow”: -
Email forwarded to Cllr Cann for attention.
h) Email (dd 30.3.09) from Cllr Moores reference “Rough Sleeper at Instow”: -
Information noted and copied to Cllr May for his information.
i) Minutes of NDC’s Standards Board Meeting of 25th March 2009 at 7 pm.
j) Agenda and associated papers of NDC’s Meeting of Tuesday 7th April 2009 at
7 pm.
k) Agenda of NDC’s Annual Council Meeting of Tuesday 7th April 2009 at 7.45 pm
approx.
l) Email (dd 26.3.09) from a former parishioner reference “Village Gateway
Project”: -
Clerk responded as necessary.
m) Clerk noted (30.3.09) abandoned metal post/concrete base to which was
attached framework for a doggy bin (and NDC poster reference dog fouling) on
foreshore immediately beyond Boathouse flood defence gates: -
Clerk advised NDC Environmental Health who agreed to look in to it.
n) Email (dd 30.3.09) from Cllr Johns reference “Dog Bin – Tarka Trail near
Bridge/ Vandalised”: -
Matter reported to Cllr Johns by a parishioner who had cut herself on the bin;
Cllr Cann advised and agreed to deal.
o) Email (dd 1.4.09) from Whitehall Direct Ltd reference “Display Cases”.
p) Copy email (dd 2.4.09) from Cllr Harper to Cllr Cann reference “Green
Wheelie Bin Collection – IIB”.
q) Appledore Visual Arts Festival (Fire and Fury) Programme – 29th – 31st May
2009.
r) Telephone call (30.3.09) from NDC (Customer Services Department) reference
“Ownership of Quay Car Park, Instow”: -
Caller requested details of owner of car park; Clerk advised caller that car
park was owned by NDC!
s) Telephone call (30.3.09) from a parish seat donor reference “Seat
Maintenance - Wilf and Win Dark”: -
Caller advised that seats were soon to be inspected and that any
maintenance/painting would be identified and dealt with asap.
t) “Mole Valley Farmers Newsletter (April 2009) – No 539”
u) Pamphlet from NDC reference “Food Waste Recycling”
v) Email (dd 2.4.09) from parishioner reference “Picnic Area, Tarka Trail –
Human Defecation in Roundhouse”: -
NDCCS advised (emails of 3.4.09 refers) and agreed to keep a regular check on
hut, post “no dog fouling signs” and put up a sign in the hut asking for it to
be left as one would hope to find it; parishioner told.
w) Email (dd 10.4.09) and attachment from Chairman of IIB reference “Films:
The Age of Stupid & Rising Tides/The Plough”.
x) Copy email (dd 8.8.09) from Bideford and Instow Railway Group to North
Devon Journal reference “Signal Box – Open Easter Sunday/Monday”: -
Copied to Cllrs with email address with a view to further dissemination.
y) Email (dd 9.4.09) from Clerk to Cllr Cann (DCC) reference “B3233 Yelland –
Narrowing of Highway/Safety Recommendation”: -
See item 2903/12 (a))
2904/10 FINANCE
1. INCOME: -
Lloyds TSB Interest January 2009 £1.52*
Ditto Ditto February 2009 £1.45*
Ditto Ditto Match 2009 £1.28*
TOTAL : - £4.25
Key: -
* 0.10 %
2 EXPENDITURE: -
Mr M Harris Village Handyman £128.00
Mr P Cook Beach Cleaning £425.00
EDF Energy Car Park Machine £ 6.83
NDDC Bus Shelter (Marine Car Park) Licence Fee £ 16.10*
TTEF Subscription 2009/10 £ 20.00
TOTAL: - £595.93
Key: -
* VAT (£2.10) recoverable.
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 27.3.09 (Statement) = £ 1.07*
Lloyds Bank Business a/c no. 02350065 as @ 20.3.09 (Statement) = £14,971.51+
Key:
* Accords to Clerk’s records.
+ Accords to Clerk’s records
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £596.00 from Lloyds Bank Business account number
02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as
at 2 above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Mole Valley Farmers – IPC Account (March 2009): -
The Clerk advised IPC that this confirmed IPC was in balance. (Noted)
(b) Boathouse Bus Shelter Alterations: -
The Clerk advised IPC that this shelter had now been painted (i.e. block/brick
“windows”) and new beading fitted to the plastic window panes. (Noted)
(c) Crown Estate (CE) Beach Lease 2010+ : -
The Clerk reported he had had no further contact with CE but that he would
seek an update by the next meeting in May. (Noted)
(d) Beach Cleaning Grant 2009/10: -
(i) The Clerk advised IPC he had received a letter (dd 1.4.09) from NDC
(Funding Officer) reference “IPC: Funding from NDC Community Grant Budget
2009/10” and in which it confirmed that £1,800.00 had been awarded to IPC
towards the cost of provision of beach cleaning services for the year in
question. (Noted)
(ii) The Clerk thanked Cllr Cann for facilitating this prompt response and
confirmed he had returned a signed “Funding Agreement” (and retained a copy)
to NDC (4.4.09).
(Noted)
(iii) The Clerk advised IPC that such grants were normally awarded at the
completion of the project (in IPC’s case end of September 2009) but that 80%
could be paid before the project had been completed as long as NDC was
provided with evidence of need e.g. in the form of cash-flow forecast or
copies of receipt/invoices. The Clerk suggested that this 80% (£1440.00)
payment be sought about July 2009 as in 2008. IPC RESOLVED to support this
recommendation. (Action: The Clerk)
(e) Email (dd 11.3.09) from Clerk to NDC’s Car Park Manager reference “Quay
Car Park Lease 2009”: -
(i) The Clerk advised IPC he had experienced great difficulty since the last
meeting in getting a reassurance from NDC as regards the licence for the car
park which commenced 1.5.09; as a result he had sent an email (dd 6.4.09) to
the NDC Estates Manager asking for confirmation to be forwarded expeditiously
and in the meantime had put on hold the servicing of the machine and the
ordering of a batch of new tickets. (Noted)
(ii) The Clerk reported that as of 14.4.09 he had still not received
confirmation by way of a licence for IPC to run the car park for the period
1.5.09 to 31.9.09 and yet again chased up NDC’s Estates Manager by way of
emails (dd 7.4.09 and 13.4.09). (Noted)
(iii) The Clerk reported that he had finally received an “offer” from NDC’s
Estates Manager (email 15.4.09 refers) which was as follows; £1414.00 business
rates, £325.13 licence charge plus VAT of £260.87 = £2,000.00 (£311 more than
2008 = increase of 18.4%). The Clerk told IPC that this figure had been
achieved after a period of negotiation. IPC RESOLVED to accept this offer once
tabled. (Noted)
(iv) The Clerk advised IPC that the annual service for the car park machine
had been provisionally arranged for Monday 27th April and that within a week
or so it would be necessary to order more tickets for the machine; cost approx
£250 (last ordered in 9/06). (Noted)
(v) The Clerk confirmed that in view of IPC’s concern (vide 2903/10 (5) (ii)
and (iii)) as regards the continuance of IPC to lease said car park after 2009
he had sent an email (23.3.09) to Cllrs Cann and Moores seeking their support
adding that without the income generated a great deal of activities such as
beach/street cleaning, grass cutting would seriously be curtailed. (Noted)
(f) Draft Annual Accounts 2008/2009: -
The Clerk provided Councillors with a copy for perusal/discussion at the
meeting. He said it had been checked by Cllr Crombie (8.4.09) with the
financial records and found to be in order. Cllr Crombie confirmed this to be
the case. (Noted)
(g) Budget (Income/Expenditure) 2008/2009 against Actual (Income/Expenditure)
2008/2009: -
The Clerk provided Councillors with a copy for discussion; he said it had been
checked by Cllr Crombie (8.4.09) with the financial records and found to be in
order. Cllr Crombie confirmed this to be the case. (Noted)
(h) Internal Audit – January to March 2009: -
Cllr Crombie confirmed he had carried out this internal audit (8.4.09) and had
found all to be in order. (Noted)
(i) Bank Reconciliation – 1st January 2009 to 31st March 2009: -
The Clerk referred to this paper that he circulated to Cllrs at the meeting;
he said figures had been checked by Cllr Crombie (8.4.09). Cllr Crombie
confirmed this to be the case. (Noted)
(j) Inland Revenue – End of Year (2008/2009) Returns (P35 and P14s’): -
The Clerk confirmed this process was in hand (P14’s awaited – ordered 6.4.09)
and that all relevant papers would be dispatched to the Inland Revenue asap.
(Action: The Clerk)
(k) Letter (undated – received 21.3.09) from Audit Commission (AC) together
with Annual Return for the Year ended 31st March 2009 and associated papers: -
(i) The Clerk confirmed he had met up with Mr G Day (IPC’s former IA) and Mrs
Mary Jane Scott (IPC’s new IA) on 7.4.09 and had discussed the local audit
process; a copy of the letter/form had been handed to them. (Noted)
(ii) The Clerk advised IPC that the appropriate audit paperwork needed to be
completed and returned to the AC by the 22nd June 2009 and that the notice to
electors needed to be published on 8th May 2009 (NB: - Inspection period 22nd
May to 19th June 2009). (Noted)
(l) HM Customs and Excise - Claim for Refund by Local Authorities: -
The Clerk advised IPC he had submitted a claim (sent 6.4.09) in the sum of
£302.33. (Noted)
(m) Parish Seats/Bus Shelter Inspections Spring 2009: -
(i) The Clerk advised IPC that this had been carried out by Cllr Crombie and
the Clerk on 8.4.09; he tabled reports for discussion. (Noted)
(ii) The Clerk told IPC that 16 seats required painting of which 15 had
already been done by the handyperson; he explained the reason why. (Noted)
(iii) IPC then discussed maintenance implications and RESOLVED to approve
costings i.e. 16 seats @ £15 per seat = £240 and 7 bus shelters @ £25 per
shelter = £175; total £415; Clerk to liaise with handyperson. (Action: The
Clerk)
(iv) A discussion then ensued as regards painting/staining of the seats at the
conclusion of which it was RESOLVED that IPC’s policy for the future should be
that new seat donors should be asked to provide hardwood seats that “weather”
naturally without painting/staining and that the current seats only be
painted/stained if absolutely necessary. (Noted)
(n) Letter (received 10.4.08) from Allianz Cornhill reference “Insurance
Renewal 2008/9 – 1st June 2009”: -
(i) The Clerk advised IPC he had copied the salient papers to Cllrs Johns and
Crombie so each could peruse them and then meet up with him, as usual, to
review the overall cover and come back to IPC at the next meeting (21st May)
and make a recommendation to full council. IPC RESOLVED to support this course
of action. (Noted)
(n) Email (dd 16.4.09) from DAPC reference “Section 137 – 2009/10”: -
The Clerk said this was stated to be £6.15 for 2009/10. (Noted)
2904/11 PLANNING
a) Retrospective listed building application for repair works and 2
replacement windows at The Anchorage, Instow (Reference No 48139): -
(i) The Clerk reported receipt (20.3.09) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 14th April or an extension would need to be applied for. (Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that NDC Planning had granted (14.4.09) an
extension to the consultation period for this application until Friday 17th
April. (Noted)
(iv) After a discussion, lead by IPC’s PSC, IPC RESOLVED to recommend APPROVAL
of this application. (Action: The Clerk)
b) Letter (received 28.3.09) reference “Installation of 36 photo-voltaic
panels on flat roof of clubhouse (angled at 30 degrees to the south) (amended
plans) at North Devon Yacht Club, Instow” (Reference No 47646): -
The Clerk said this letter stated that NDC Planning had GRANTED permission for
this application with conditions as listed. (Noted)
c) Letter (dd 24.3.09) from DCC reference ““Town and Country Planning General
Regulations 1992 – Regulation 3/Construction of footway/cycleway on eastern
verge on the private road between the B3233 and the Estuary Business Park,
Yelland, Barnstaple (Reference No JR/DCC/2755/2008): -
The Clerk said this letter stated that DCC had GRANTED planning permission for
this application with conditions as listed. (Noted)
d) Copy letter (dd 19.3.09) from NDC Planning to DCC reference ““Town and
Country Planning General Regulations 1992: Regulation 3 – Retention of
Temporary Classroom Blocks 02, 03 and 04 for a further five years at Instow
Community Primary School, Instow (Reference ACB/DCC/2787/2009): -
The Clerk said this stated that NDC had resolved to INDICATE APPROVAL to this
application subject to conditions, namely, the building hereby permitted
should be removed and the land restored to its former condition on or before
30th April 2014 Reason: if an alternative site is not found in this time,
consideration should be given to finding a more permanent solution to the
accommodation needs at this site. (Noted)
2904/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) 65th Anniversary of D Day Landings: -
Cllr Mrs T Dipper asked whether IPC wished to consider coordinating an event
to mark this occasion; after a discussion IPC RESOLVED to support such an
event and in order to do so to liaise with Instow Parish Church, Instow School
and the Commanding Officer at Atturm and arrange a suitable wreath for laying
at the war memorial. (Action: Cllr Mrs T Dipper and The Clerk)
b) Instow Sand Dunes – Loose Wire: -
Cllr May said there was still some loose wire in the sand dunes that created a
danger to users; IPC RESOLVED to advise NDCCS. (Action: The Clerk)
c) Stagnant Ditches – Tarka Trail: -
Cllr May said that the ditches between the Signal Box and the Lime Kiln were
still stagnant and smelly; the Clerk said he had advised the NDCCS of this
after the last meeting. IPC RESOLVED to notify NDCCS again. (Action: The
Clerk)
d) Overgrown Hedges – Venn Lane: -
Cllr May said the hedge to the rear of the houses in Estuary View were
particularly overgrown and required trimming. IPC RESOLVED to notify the DCC
Footpath Warden. (Action: The Clerk)
There being no other business the meeting was closed.
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