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Present: - Councillors, P Cook, N Crombie, Mrs T Dipper, M Green (Vice
Chairman), C Harper, A Johns, G May, B Thomas and Mr R Jacob (Parish Clerk).
In the absence of Cllr White (Chairman), Cllr Green (Vice Chairman) took the
chair.
In Attendance: - Cllr R Cann (DCC), Cllr B Moores (NDC) and 15 parishioners
2004/1 PRAYER
The Reverend Calway led the Council in prayer.
2004/2 APOLOGIES
Cllr S White (Chairman)
2004/3 COUNCILLOR DECLARATION OF INTERESTS
Item 2004/9 (c) Instow 40’ Highway – Cllr May declared a pecuniary interest.
Item 2004/10 (g) – Cllr Johns declared a pecuniary interest. (Noted)
2004/4 POLICE REPORT
a) Crime: -
PCSO Jessica Meaker told IPC that since the last meeting there had been 2
crimes reported in the parish, namely, possession of drugs (class B cannabis)
and a dangerous dog. (Noted)
b) Other Matters: -
PCSO Jessica Meaker said 6 police logs had been recorded during a similar
period of time, namely, public safety/pets/domesticated animals (x2),
anti-social behaviour (x2) and public safety/concern for welfare (x2). (Noted)
c) Unlawful Parking – Boathouse Bus Stop & Beach Emergency Access Gates: -
(i) In answer to a complaint from Cllr Harper, PCSO Meaker said she would
ensure that the appropriate action was taken by advising the NDC’s Civil
Enforcement Officers (CEO’s’). She did add that businesses in the area had
been requested to ensure their customers did not breach any parking offences
whilst attending their premises. (Action: PCSO Meaker)
(ii) A discussion then ensued during which it was established that NDC’s CEO’s
did not work during the evenings when this problem was at its worst; as a
consequence Cllr Cann (DCC) said he would look into this issue as DCC was
ultimately responsible for parking enforcement albeit it had delegated it to
NDC to action. He asked that IPC forward him a missive setting out the
problem. (Action: Clerk and Cllr Cann)
d) Pedestrian Islands – Anstey Way: -
Cllr Harper said the signs on these islands were extremely flimsy and
“flattened” during periods of strong winds. Cllr Cann (DCC) agreed to notify
the appropriate highways department. (Action: Cllr Cann)
e) 30 mph Speed Sign (Defective) – Anstey Way: -
Cllr Harper said this sign was defective; Cllr Cann said he was aware and had
already notified the appropriate highways department. He said it appeared to
be have been criminally damaged by cutting the wires. (Action: Cllr Cann)
2004/5 PARISHIONERS
a) Instow Church Issues: -
(i) PCC - Thanks to IPC: -
The Reverend Geoff Calway thanked IPC for all its support during the year both
with the Churchyard maintenance and the All Saints Church Community and Play
Area projects. He said the PCC were most grateful for all the work put in by
the parish council on the play area project and was truly sorry a way could
not be found forward to have worked on the project and bring it to fruition
together. (Noted)
(ii) Benefices of Fremington, Instow and Westleigh: -
The Reverend Geoff Calway advised Council of the intricacies of the current
legal issues in respect of the “Benefices of Fremington, Instow and Westleigh”;
he said this would not ultimately affect the current church activities of the
Instow or Westleigh communities and that the church would always provide
accommodation in Instow for the local incumbent if necessary. (Noted)
b) TTEF Issues: -
(i) Simon Brown (IPC’s TTEF Representative) said that currently the TTEF had
no elected Officers and that its future was being debated. He added that the
options under review were to let it lapse (he felt this would be a shame),
become a sub committee/partner to the Biosphere, reduce the number of
meetings/commitments or become a virtual on-line web-based organisation. Simon
Brown said he would be attending the next meeting of the TTEF that was to be
held on Monday 19th April 2010 and would be happy to pass on IPC’s views.
(Noted)
(ii) A short discussion then ensured during which IPC RESOLVED to put forward
a view that it would be a great shame if the TTEF were to fold, especially
after all the hard work, leadership and commitment put in by Mrs Rose Day;
Simon Brown was asked to convey this message to the meeting of 19.4.10.
(Action: Simon Brown)
c) Marine Parade – Congestion/Buses: -
(i) A parishioner said that traffic congestion was becoming prevalent yet
again on the seafront and wondered whether further liaison with the bus
companies might alleviate it. (Noted)
(ii) After a discussion IPC RESOLVED to accept Cllr Cann’s proposal for him to
revisit the agreed plan to introduce a further pinch point between the
Boathouse and the Sand Dunes Car Park (to establish whether this project could
be brought forward) and to liaise with the bus companies to establish a method
of reducing the opportunities of buses converging on the seafront/reducing
their numbers overall. (Action: Cllr Cann)
2004/6 REPORT COUNTY COUNCILLOR R CANN
a) Instow Ferry Project: -
Cllr Cann said a public meeting was held at Appledore on the 13th April and
that it had been as successful as the Instow one. Approximately 30 people
attended and a small committee was established to subsequently meet up with
the Instow committee that had previously been established. (Noted)
b) Sand on Highway – Vicinity of Boathouse Bus Stop: -
Cllr Cann said he was fully aware of this long standing matter and that he had
set up a shoreline management approach to be led by the NDCCS. He said DCC had
spent something like £10,000 in previous years in moving sand and that this
approach was obviously not the way forward. He agreed to keep IPC appraised of
any meetings in this regard and to action it as a matter of some urgency.
(Action: Cllr Cann)
c) Instow School: -
Cllr Cann said he was bitterly disappointed that no progress had yet again
been achieved but spoke of a recent meeting he had attended at County Hall
with the current School’s Headteacher. At this meeting the possibility of
utilising the current site was explored; if this was viable it would remove
the necessity of having to find a new school site. He agreed to keep IPC
appraised of progress. (Action: Cllr Cann)
d) General: -
Cllr Cann spoke of “Cost of Devon Talk Magazine” (300,000 household
circulation at a cost of approx £50,000 – not appropriate), “Funding
Allocation for Highways Issues” (B3232 Huntshaw Cross to Roundswell £33K and
A39 Roundswell to improve traffic flow including Cedars roundabout £36K) and
“School Clearways” (parking enforcement would become mandatory under a new
traffic order currently being advertised). (Noted)
2004/7 REPORT OF DISTRICT COUNCILLOR B MOORES
a) Instow Quay Car Park: -
Cllr Moores said that NDC’s Property Services/Car Parks Manager were in the
throes of responding to IPC’s questions and that a response could be expected
week commencing 19th April 2010. (Noted)
b) Charter Toilets – Quay Car Park: -
Cllr Moores said the next step was for NDC to ask for a court hearing to
settle the interpretation of the covenant although there were still some
issues left unanswered. The application would have to be made to the High
Court where a barrister had to be used; clearly this would need to be funded
and would have to go to NDC’s Executive for approval. (Noted)
c) Housing Needs Survey: -
Cllr Moores said there were 8 households in housing needs all meeting the
local connection criteria set out in the North Devon Local Plan. The report
recommended that 6 homes were needed; 3x3 bedrooms and 3x2 bedrooms. In
addition there was a strong interest in the home ownership option and
recommended that up to 2 homes be of this tenure. Cllr Moores thanked IPC for
its support in facilitating this survey; he gave the Clerk a copy of the
survey for the information and attention of Cllrs. (Noted)
d) Instow School: -
Cllr Moores said he welcomed the news as previously outlined by Cllr Cann.
(Noted)
2004/8 MINUTES
It was RESOLVED that the March 2010 minutes of Instow Parish Council be
approved and signed. (Noted)
2004/9 MATTERS ARISING FROM THE MINUTES
a) Item 2003/10 (c) - Village Gateway Initiative: -
(i) The Clerk told IPC he had attended a meeting with DCC Highways together
with Cllr Cann (DCC) at the Civic Centre at 10am on Friday 26th March 2010 to
discuss this project. (Noted)
(ii) The Clerk advised IPC he had forwarded the outcome of this meeting in
terms of what would be acceptable to Cllrs with email addresses (26.3.10) as
well as to the Chairman of IIB. (Noted)
(iii) The Clerk said he had also circulated copies of the relevant
email/attachment with Cllr’s agenda papers (8.4.10). (Noted)
(iv) The Clerk reported receipt of various emails from Cllrs who by and large
agreed with the proposals. (Noted)
(v) The Clerk reported receipt of an email (dd 30.3.10) from the Chairman of
IIB who was not generally in favour of the proposals (or even the principles
of the project) and did not wish to engage in a planting scheme in and around
the gateways; this view was, however, not shared by all IIB members. (Noted)
(vi) After a discussion IPC RESOLVED to accept the scheme as outlined by the
Clerk (see item (ii) above), that is, erect a white gate on the grass verge at
each end of the village on Anstey Way by the 30 mph signs (and where red road
markings had already been laid to emphasise the entering of a speed restricted
area) and to place on each gate a sign that stated “Welcome to Instow – Please
drive carefully” with a ship emblem included. It was agreed that each gate
could well be made to resemble the level crossing gates by the Signal Box
which would then be identifiable to Instow. It was further agreed that some
evergreen low maintenance plants could be placed in and around the gates that
would be surrounded by a small area of chippings and that maybe some form of
narrowing by the use of white paintwork could be achieved on the “red” road
surface to create a illusion to motorists they are entering a community and to
therefore slow down. (Noted)
(v) The Clerk was asked to liaise with DCC to progress the scheme through the
safety audit process and then to obtain estimates for the work so that the DCC
grant could be processed as necessary. (Action: The Clerk)
b) Item 2003/10 (c) – Ransom Strip Projects (RSP) : -
(i) Cllr Cann provided an update to IPC on his enquires with DCC reference
possible play area site on the Tarka Trail near the Yacht Club. He said it
would appear that the NDCCS had placed a Visitors (Interpretation) Sign on
this site that had taken up quite a bit of room and that it would be necessary
to revisit the area and re-evaluate whether any multi play equipment could
still be installed there. (Action: Cllr Cann)
(ii) Cllr Cann added that he felt there might be another suitable site near to
the Signal Box which he would evaluate and report back. (Action: Cllr Cann)
(iii) IPC then discussed other possible RSP initiatives but were at a loss to
know where appropriate land was available in the parish for such a purpose.
(Noted)
(iv) IPC did RESOLVE, however, to write to DCE and enquire what land might be
available for RSP’s either on a sale of land or leasehold basis. (Action: The
Clerk)
c) Item 2003/10 (g) - Instow 30’ Highway: -
The Clerk reported he had spoken to Ian Budge (Solicitor) and ascertained he
had received a verbal response from the Land Registry (confirmatory letter
awaited) to the effect that a claim to title by IPC was most unlikely and that
a “Caution” was most probably the preferred option. The Clerk said that Mr
Budge had agreed to report further when he heard officially from the Land
Registry. (Noted)
d) Item 2003/11 (i) (g) - Parish Plan Update – Format: -
(i) The Clerk reported receipt of an email (dd 24.3.10) from Cllr Harper in
which he summarised the responses. (Noted)
(ii) The Clerk reported he had forwarded this email to Cllrs with their agenda
papers (8.4.10). (Noted)
(iii) After a discussion led by Cllr Harper IPC RESOLVED to have Cllr Harper
and the Clerk set out the responses into a format suitable to print as an
official update to the current parish plan and to bring it back to IPC for
approval.
(Action: Cllr Harper/The Clerk)
e) Item 2003/11 (i) (i) – Environment Agency Flood Plain Guidance: -
(i) Cllr Harper reported on his research of this document and in doing so said
there was no information within that he felt it was necessary to be included
as an addition/amendment to IPC’s current Self Help Emergency Plan (SHEP).
(Noted)
(ii) IPC RESOLVED to adopt this recommended course of action and thanked Cllr
Harper for his research. (Noted)
f) Item 2003/14 (c ) – Doggy Bin/Commodore Slipway: -
(i) The Clerk reported on his liaison with NDC and the EA reference siting
said bin elsewhere on the slipway; the Clerk said this would be possible and
could be done with the permission of the EA as and when appropriate – he said
he had told NDC. (Noted)
(ii) The Clerk reported receipt of an email (dd 21.3.10) and picture from Cllr
Harper to Cllr Moores (copied to Clerk) reference “Doggie Bin – Commodore
Slipway”; it stated that the doggy bin was in a very poor state (rusty etc)
and was a danger to children. (Noted)
(iii) The Clerk reported receipt of an email (dd 22.3.10) from NDC to Cllr
Moores (copy to Clerk) advising him that said bin would be replaced and
re-sited asap; copied on to Cllr Harper. (Noted)
2004/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Email (dd 20.3.10) from Chairman of IIB reference “Big Biosphere Beach
Clean - Beach Litter/Dog Mess”: -
(i) The Clerk said this advised IPC that this event took place over the
previous weekend with 43 volunteers in attendance; a great deal of dog faeces
was found on the beach and especially in the dunes together with a large
amount of glass. (Noted)
(ii) The Clerk reported receipt of an email (dd 21.3.10) from Cllr Harper
stating he had cleaned up 99% of the glass. (Noted)
(iii) The Clerk added he had advised IIB (email 21.3.10) that IPC had been
contemplating a press release at the beginning of the summer season as regards
the new law on the control of dogs on the beach and suggested that IIB join in
as well if agreeable; he said IIB subsequently agreed to this. (Noted)
(iv) The Clerk advised IPC he had liaised with the North Devon Gazette
(29.3.10) and forwarded it the previously agreed press release together with
relevant quotes from IPC, IIB and Cllr Cann. (Noted)
(v) The Clerk told IPC that an article had appeared in the ND Gazette
(7.4.10); he provided a copy to Cllrs. (Noted)
(vi) The Clerk then referred to an email (dd 9.4.10) from NDC’s Customer
Services Centre; he read it to Council. (Noted)
b) Letter (dd 24.3.10) and attachments from NDC (Planning and Development
Services reference “Pastoral Measure 1983 Diocese of Exeter – Benefices of
Fremington, Instow and Westleigh”: -
(i) The Clerk said this letter enclosed a copy letter (dd 12.3.10) from the
Church of England Commissioners that stated that the Bishop of Exeter had
asked it to prepare a draft pastoral scheme in respect of pastoral proposals
affecting the benefices of Fremington, Instow and Westleigh; he said a draft
scheme was attached to the letter. It stated that anybody could make
representations for or against but it should be done by the 19th April 2010.
(Noted)
(ii) The Clerk said he had forwarded a copy of the relevant correspondence to
Cllrs with their agenda papers (8.4.10). (Noted)
(iii) The Clerk told IPC he had spoken to the Reverend Calway (13.4.10) and he
had explained to him the reasoning and implications of the scheme; in the
light that the Reverend Calway had previously addressed IPC (see item 2004/5
(a) (ii)) the Clerk did not elaborate. (Noted)
(iv) After a brief discussion IPC RESOLVED to take no further action. (Noted)
c) TTEF – Update: -
(i) The Clerk drew IPC’s attention to some of the correspondence as at (ii)
below especially as regards the future of the TTEF. (Noted)
(ii) In the light of a previous address by Simon Brown (IPC’s TTEF
representative) and subsequent discussion by IPC no further action was taken;
see item 2004/5 (b) (i) and (ii)) (Noted)
d) Letter (dd 7.4.10) from DCC Highways reference “Parish Lengthsman (PL)
Service – 2010/20110”:-
(i) The Clerk said this advised IPC what type of activity was carried out by
the PL, how requests for their services should be made and of the dates it was
proposed the PL was to visit Instow i.e. w/c 1.6.10 and 15.11.10. (Noted)
(ii) After a discussion IPC RESOLVED to note this service but agreed it to be
less than satisfactory on the grounds the service being provided by DCC was
inadequate and presented great difficulties in managing the work so far in
advance. (Noted)
e) Email (dd 6.4.10) from Cllr Moores (NDC) to Cllr Cann (DCC) (copied to IPC)
reference “Sand on Highway – Vicinity of Boathouse Bus Shelter”: -
(i) The Clerk said this email complained of sand on the highway (pavement and
road) and of the cause, that was, sand built up against the sea wall and
blowing over on to the highway. (Noted)
(ii) The Clerk said he had suggested (email dd 7.4.10) to Cllr Cann (DCC) that
a meeting be held between DCC, IPC and NDCCS to discuss long term and
pragmatic solutions or else this situation would be occurring ad nausea; he
suggested marram grass planting, slatted fencing as examples. (Noted)
(iii) The Clerk reported that Cllr Cann (DCC) had confirmed he was in liaison
with DCC and would report back asap. (Noted)
(iv) The Clerk reported receipt of an email (dd 13.4.10) from Cllr Cann (DCC)
setting out DCC/NDC’s stance on the matter; he elaborated. (Noted)
(v) For further action on this matter see item 2004/6 (b). (Noted)
f) Letter (dd 12.4.10) from North Devon + reference “Leader 4 Torridge and
North Devon – Grants”: -
(i) The Clerk provided a copy of this letter to Cllrs at the meeting. (Noted)
(ii) The Clerk confirmed that details had been forwarded to the editor of the
parish magazine for inclusion therein. (Noted)
g) Mobile Coffee Van – Marine Parade: -
(i) The Clerk said he had received a telephone call (15.4.10) from the
proprietor of a local mobile coffee/snack van asking for IPC’s approval to
park along Marine Parade and engage in his business. The Clerk said he had
asked the enquirer to put his request in writing (email) so that he could put
it to Council – it had not arrived prior to the meeting. The Clerk said he had
pointed out to the enquirer there were no waiting restrictions along Marine
Parade during the summer months and that he ought to perhaps engage local
businesses in some form of dialogue before making his request formal. (Noted)
(ii) After a discussion IPC RESOLVED to oppose any such permission until such
time as the enquirer had put his request in writing and had acted as suggested
to him by the Clerk. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 19.3.10) from Secretary of TTEF reference “Questionnaire”: -
Forwarded (email 23.3.10) to Simon Brown (IPC’s TTEF representative) for
comments.
b) Email (dd 22.3.10) from Environment Agency Officer (North Devon) reference
“TTEF Questionnaire - Comments”.
c) Email (dd 3.4.10) from Chairman of TTEF reference “Appledore Ferry Project
– Instow Committee”: -
Referred Chairman to Cllr Cann (DCC).
d) Email (dd 8.4.10) and attachments from Secretary of TTEF reference “Various
Documents – TTEF”; contains minutes of meeting of 18.1.10 etc.
e) Email (dd 14.4.10) from Secretary of TTEF reference “Meeting of Monday 19th
April 2010 – Venue Town Hall, Bideford”.
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 26.3.10) reference “Ask The Climate
Question”’; (ii) Email (dd 29.3.10) reference “Best Practice Parishes –
Promoting Local Democracy”; (iii) Email (dd 29.3.10) reference “Advert for
Part Time Clerk – Littleham and Landcross PC”; (iv) Email (dd 29.3.10)
reference “NALC E-Bulletin”; (v) Email (dd 30.3.10) reference “Free NALC
Learning Seminars”; (vi) Email (dd 31.3.10) reference “NALC Conference and
Exhibition – Bristol and York”; (vii) Flyer for “SLCC Regional Conference for
the South West”; (viii) Email (dd 12.4.10) reference “Vacancy – Clerk to
Aveton Gifford Parish Council”; (ix) Email (dd 12.4.10) reference “E-Bulletin
– 9th April 2010” and (x) Email (dd 12.4.10) reference “NABMA NALC Local
Council Seminar”.
b) NDDC Members Services Weekly Information Sheet for w/e 19.3.10 and 26.3.10,
1.4.10 and 9.4.10.
c) Minutes of NDC’s Standards Committee Meeting of Wednesday 24th March 2010
at 7 pm.
d) Email (dd 19.3.10) from the Chair of Moor Pool Residents Association (West
Midlands)” reference “Signs” : -
Suitable information provided by the Clerk.
e) Email (dd 22.3.10) from DCC reference “Buses to The Park School,
Sticklepath Primary and Our Lady’s Primary Schools, Barnstaple”: -
Passed by the Clerk (email – 22.3.10) to the Post Office so that a copy might
be placed in the parishioner’s folder.
f) Email (dd 23.3.10) from a parishioner reference “IPC Points 18th March 2010
– Follow Up”.
g) Email (dd 24.3.10) and attachment from DCC reference “Emergency Planning
Newsletter March 2010”.
h) Email (dd 24.3.10) from a parishioner reference “Rats”.
i) Email (dd 25.3.10) from a parishioner reference “Anstey Road Lay-by –
Gravel”: -
(i) Passed to Cllr Cann (DCC) for attention; parishioner advised.
(ii) Matter actioned by DCC Highways and parishioner advised; see emails of 1
& 2.4.10.
j) (i) Email (dd 24.3.10) from Cllr Cann (DCC) reference “Unitary Update from
Communities and Local Government”.
(ii) Email (dd 26.3.10) from DCC reference “Unitary Update”: -
(i) and (ii) copied to Cllrs with email addresses.
k) Agenda and associated papers of meeting of NDC on Wednesday 7th April 2010
at 7 pm.
l) Agenda and associated papers of Annual Council Meeting of NDC on Wednesday
7th April 2010 and 7.45 pm approx.
m) Programme of Appledore 13th Visual Arts Festival (3-6th June 2010).
n) Email (dd 27.3.10) from Proprietor of Devon Duck Tours in response to email
(dd 19.3.10) from Clerk reference “Use of Instow Sands”.
o) Emails (dd 30.3.10, 6.4.10 and 13.4.10) and attachment from NDC Housing
reference “Devon Home Choice Newsletter”: -
Copies placed at post office for the information of parishioners.
p) Telephone call (30.3.10) from Manager Woolacombe Beach reference “DDT –
Cinema”.
q) Mole Valley Farmers Newsletter – April 2010 (No 551).
r) Devon In Touch Monthly News Round-up (April 2010): -
Copy placed at post office for information of parishioners.
s) Email (dd 4.4.10) from Cllr Harper reference “30 mph Flashing Speed Sign –
Defective”: -
Passed to Cllr Cann (DCC) for attention; believed to be already in hand.
t) “Bago Brochure – Tools for Litter”.
u) Pamphlet – “Devon County Show – May 2010”
v) “Atlantic Coast Express – Spring 2010” (Issue No 79).
w) “Junk Mail” – Issue 4.
x) “Senior Council for Devon: Everyone’s Tomorrow Magazine” – Issue No 6
(April 2010).
y) Email (dd 12.4.10) from S G Baker Ltd reference “Sandbags”
z) Email (dd 9.4.10 etc) from Cllr Harper reference “Lockable Bollard –
Commodore Slipway and Chain/Padlock on Boathouse Flood Defence Gates”: -
(i) Clerk ascertained that IPC’s keys for same awaiting collection at the post
office (Beach Cleaner arranging) and NDCCS chasing EA as regards the fitting
of the bollard/chain-padlock.
(ii) Update (14.4.10): EA hope to fit lockable bollard in the next couple of
weeks and NDCCS obtaining a chain to fix to Boathouse Flood Defence gates with
a padlock.
aa) Email (dd 13.4.10) from a resident of Hampshire reference “Contact Details
for Reverend Calway – Mother’s Ashes”: -
Clerk spoke to Reverend Calway and details passed on; enquirer advised.
bb) Email (dd 14.4.10) from DCC reference “Learning Something New at
Barnstaple Library”.
2004/11 FINANCE
1. INCOME: -
Lloyds TSB Interest January 2010 £0.87
Ditto Ditto February 2010 £0.72
Ditto Ditto March 2010 £0.66
TOTAL: - £2.25
2 EXPENDITURE: -
Mr M Harris Village Handyman £136.00
Mr P Cook Beach Cleaning £450.00
EDF Energy Car Park Machine £ 67.32
TTEF Subscription 2010/11 £ 20.00
DAPC Subscription 2010/11 £160.48+
NDC Bus Shelter Licence 2010/11 £ 16.45*
TOTAL: - £850.25
Key: -
+ £18.48 VAT recoverable – was £154.30 in 2009/10
* £2.45 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 24.3.10 (Statement) = £ 326.15*
Lloyds Bank Business a/c no. 02350065 as @ 31.3.10 (Statement) = £15,091.40+
Key:
* According to Clerk’s records this is £40.16 (2 cheques to the total value of
£285.99 uncashed)
+ Accords with Clerk’s records.
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £811.00 (£40.00 approx less than expenditure as at 2
above to cover “credit” for misplaced cheque 000521 {£40} – Two Rivers Wind
Ensemble) from Lloyds Bank Business account number 02350065 to Lloyds Bank
Treasurers account number 02348842 to cover cheques as at 2 (b) above.
(Action: The Clerk)
5. MISCELLANEOUS: -
(a) Mole Valley Farmers – IPC Account (March 2010): -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) Crown Estate (CE) Beach Lease 2010 - 2034 : -
The Clerk advised IPC he had spoken to Mr Ian Budge (Solicitor) on 14.4.10 and
was told that the lease was still with the CE solicitors but was expected to
be returned soon for signature. (Noted)
(c) MOD Beach Lease – 2010 - 2034: -
The Clerk told IPC he had spoken to Mr Ian Budge (Solicitor) on 14.4.10 and
had been told that once the CE lease had been received and finally agreed this
lease could be completed and forwarded to the MOD. (Noted)
(d) Handyperson and Beach Cleaner – Terms and Conditions and Salary Scale
2010/2011: -
The Clerk reported that both the handyperson and beach cleaner had now been
advised of their agreed terms and conditions for 2010/2011 and returned a
signed copy of their terms of reference that has been filed for future
reference. (Noted)
(e) Donation/Grant to IPC – Local Business: -
(i) After a discussion IPC RESOLVED not to participate in this local “plastic
bag tax” grant initiative in that it appeared it would only operate as the
“middle man” between the donor and the recipient and that in this event the
donor might just as well deal direct with potential recipients. (Noted)
(ii) IPC did, however, RESOLVE to participate in grant allocations, as and
when, and Cllr Mrs Dipper was appointed as its representative. (Noted)
(f) Email (dd 29.10.09) and attachments from “Came and Company Parish Council
Insurance - Aviva” reference “Quotation”: -
(i) Cllr Crombie and the Clerk said they had spent a considerable amount of
time mulling over the Aviva offer, by way of Came and Company, and up to the
date of the meeting had been of a mind to recommend to IPC it switched from
the Allianz to the Aviva on the grounds there would be a saving of £286.78 on
the premium and with more benefits, such as libel and slander to name but one,
within the policy. They said the only downside would be that the excess charge
would increase from £125 (Allianz) to £250 but that Aviva did provided a 5% no
claims discount per annum on the premium. (Noted)
(ii) The Clerk then reported he had that day been contacted by a
representative of AON, who were now running the administration of IPC’s
Allianz policy by way of their Local Council Team, and that following a great
deal of negotiation by email and the telephone had secured an identical offer
to that of Aviva (i.e. premium and cover virtually – he explained the minor
differences) with the exception of a 5% no claims discount on the premium per
annum. (Noted)
(iii) Cllr Crombie and the Clerk then recommended to IPC that it accept the
offer from Aon (Allianz) on the basis they were a reputable company that IPC
had dealt with in a most professional manner for many years and that they did
not feel that a change should be made just for change’s sake. (Noted)
(iv) A lengthy discussion then ensured at the conclusion of which it was
RESOLVED to accept the most recent offer of Aon (Allianz) and the Clerk was
asked to act as necessary. (Action: The Clerk)
(g) Beach Cleaner’s Public Liability Insurance 2010/11: -
The Clerk advised IPC he had now received a copy of this document that had
been filed for reference purposes. (Noted)
(h) “Marine Car Park, Instow – Summer Let”: -
(i) The Clerk reported receipt of a letter (dd 19.3.10) from NDC (Car Parks
Manager) reference “North Devon Off-Street Parking Places Order (OFSO)”; he
said it stated that for the financial year 2011/2012 it would be necessary for
IPC to advise NDC of its car park regulation changes and/or tariff
increases/decreases by the middle of October 2010. (Noted)
(ii) The Clerk said it also pointed out that from 2011/2012 onwards there
would be a proportional charge to parish councils for the use of the
Off-Street Parking Places Order and, therefore, its legal costs; the Clerk
added that to clarify this issue he forwarded an email (30.3.10) to NDC (Car
Park’s Manager) enquiring what this figure was likely to be for budgetary
purposes. (Noted)
(iii) The Clerk reported receipt of an email (dd 14.4.10) from NDC’s Car
Park’s Manager stating: - “How NDC will look to charge for the OSPO is that
the number of spaces involved in the amendment will have the cost divided
across them. So if we do a major change we will have 4500 spaces and if you
were the only Parish in reality you will probably not be charged but if you
were it would be 35/4535ths of the total cost. The maximum we have paid for a
major change is £5000 giving you a charge of £36. The worst scenario for you
would be that you were the only Parish changing the OSPO where all costs would
have to be paid by yourselves. For a small amendment for one car park it would
be a maximum of £500, mainly for advertising costs”. (Noted)
(iv) The Clerk told IPC that the annual service for the car park machine had
been provisionally arranged for week commencing 26th April 2010. (Noted)
(i) Beach Cleaning Grant 2010/11: -
(i) The Clerk reported receipt of a letter (dd 17.3.10) from NDC (Funding
Officer – Community and Leisure Services) advising IPC that no grant would be
forthcoming for the year 2010/11 albeit that “help in kind” might be
available. (Noted)
(ii) The Clerk advised IPC that as a consequence he sent an email (dd 19.3.10)
to Cllr B Moores (NDC) asking him for clarification on the basis this letter
totally contradicted what he had advised IPC by email (18.3.10 – see item
2003/8 (b)) and that although “help in kind” might be useful it would not
reduce IPC’s current financial commitment in employing a beach cleaner and
running a tractor etc. (Noted)
(iii) The Clerk reported receipt of an email (dd 20.3.10) from Cllr D Brayley
(Leader of NDC) stating that although beach cleaning grants had been removed
from NDC’s capital programme for 2010/11 a “way” had been worked out so as to
ensure IPC would get its grant (bearing in mind it had already set its
precept). He apologised for any confusion and reiterated that funds would be
made available towards IPC beach cleaning activities. (Noted)
(j) Draft Annual Accounts 2009/2010: -
The Clerk provided Councillors with a copy for perusal/discussion at the
meeting. He said it had been checked by Cllr Crombie (13.4.10) with IPC’s
financial records and found to be in order. Cllr Crombie confirmed this to be
the case. (Noted)
(k) Budget (Income/Expenditure) 2009/2010 against Actual (Income/Expenditure)
2009/2010: -
The Clerk provided Councillors with a copy for discussion at the meeting. He
said it had been checked by Cllr Crombie (13.4.10) with IPC’s financial
records and found to be in order. Cllr Crombie confirmed this to be the case.
(Noted)
(l) Internal Audit – January to March 2010: -
Cllr Crombie confirmed he had carried out this internal audit (13.4.10) and
found all to be in order. (Noted)
(m) Bank Reconciliation – 1st January 2010 to 31st March 2010: -
The Clerk referred to a copy of this paper that he circulated to Cllrs at the
meeting; he said the figures had been checked by Cllr Crombie (13.4.10). Cllr
Crombie confirmed this to be the case. (Noted)
(n) Inland Revenue – End of Year (2009/2010) Returns (P35 and P14s’): -
The Clerk confirmed that this process was in hand and all relevant information
had now been forwarded to HMR and C by way of the internet. The Clerk
explained the intricacies of the process. (Noted)
(o) HM Customs and Excise - Claim for Refund by Local Authorities: -
The Clerk advised IPC he had made a claim (7.4.10) in the sum of £310.17.
(Noted)
(p) Parish Seats/Bus Shelter Inspections Spring 2010: -
(i) The Clerk advised IPC that this had been carried out by the Handyperson
and himself on 12.4.10 and later discussed in detail with Cllr Crombie (Health
and Safety Cllr); he tabled a report for discussion and pointed out that one
seat in particular (in memory of Norman and Violet Richards) was recommended
for condemning on the grounds it was unstable and irreparable. Cllr Crombie
confirmed he had inspected the seat and agreed this to be the case. (Noted)
(ii) After a discussion IPC RESOLVED to adopt this course of action (as
regards the seat in question) but agreed that every effort should be made to
advise the donor/next of kin and at the very least post a message on the
Instow website. (Action: The Clerk)
(q) Letter (undated – received 26.3.10) from Audit Commission (AC) together
with Annual Return for the Year ended 31st March 2010 and associated papers: -
(i) The Clerk confirmed he had advised (30.3.10) Mrs Mary Jane Scott (IPC’s IA)
and discussed with her the local audit process; he said a copy of the
letter/appropriate form had been forwarded to her for her information. (Noted)
(ii) The Clerk advised IPC that the appropriate audit paperwork needed to be
completed and returned to the AC by the 21st June 2010 and the notice to
electors published on 7th May 2010 (Inspection period 21st May to 18th June
2010). He told IPC he would act as necessary as regards the notice to electors
and pass all the relevant paperwork to the Internal Auditor without delay.
(Action: The Clerk)
r) Letter (dd 6.4.10) from DCC (P3 Footpath Co-ordinator) reference “Parish
Paths Partnership Scheme 2010/11 – Grant”: -
(i) The Clerk said this letter confirmed that IPC had been awarded a £400 P3
grant (already banked – March 2010) although it did suggest it should have
been either £485 or 425; he explained. (Noted)
(ii) The Clerk advised IPC he had contacted the writer to establish the
correct figure and had been told it was £400 and that the other figures on the
letter were a typographical error. (Noted)
2004/13 PLANNING
a) Letter from NDC Planning reference “Extension and alterations to chapel
together with formation of external play area at All Saints Chapel, Anstey
Way, Instow (Reference No 49694): -
The Clerk said this stated that NDC Planning had GRANTED planning permission
for this application with conditions as listed; copy of letter forwarded to
Cllrs with their agenda papers (8.4.10). (Noted)
b) Letter from NDC Planning reference “Outline application for erection of
dwelling and formation of access and parking at garden of 5 Chichester Close,
Instow (Reference No 48716): -
The Clerk said this stated that NDC Planning had REFUSED planning permission
for this application for reasons as specified; copy of letter forwarded to
Cllrs with their agenda papers (8.4.10). (Noted)
c) Conversion of ancillary building to form additional living accommodation at
The Coach House, Middle Huish, Instow (Reference No 50017): -
(i) The Clerk reported receipt (dd 29.3.10) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 15th April 2010. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) Clerk to report that IPC’s Planning Sub Committee recommended APPROVAL
of this application; NDC Planning advised by email (11.4.10). (Noted)
(iv) IPC RESOLVED to ratify this decision. (Noted)
d) Letter (dd 29.3.10) and attachment from NDC’s Planning Manager reference
“Parish Council Forum”: -
(i) The Clerk said this stated that the proposal (see letter dd 12.10.09) to
establish a Parish Council Forum had met with a very positive response from
parish councils and to this end the arrangements for a provisional timetable
was in hand; further letter to be sent out in April 2010. (Noted)
(ii) The Clerk said a copy of the letter and attachment had been forwarded to
Cllrs with their agenda papers (8.4.10). (Noted)
e) Letter (received 10.4.10) from NDC Planning reference “Structural safety
works and alterations to chimney at Old Brew House, Bridge Lane, Instow
(Reference No 49780): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
f) Letter (received 10.4.10) from NDC Planning reference “Listed building
application for structural safety works and alterations to chimney at Old Brew
House, Bridge Lane, Instow (Reference No 49832): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
2004/13 ANY OTHER BUSINESS
There being no other business the meeting was closed.
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