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Present: - Councillors P Cook, N Crombie, M Green, C Harper, A Johns, Ms
A Mayoh, F Scott, S White and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC), Cllr Mrs L Brown (NDDC) and 5
parishioners.
2505/1 PRAYER
The Clerk led the Council in prayer
2505/2 APOLOGIES
Cllr G May
2505/3 ELECTION OF CHAIRMAN FOR ENSUING YEAR
RESOLVED that Councillor A Johns, being duly proposed (Cllr Cook) and
seconded (Cllr White), be elected as Chairman of Instow Parish Council
for the ensuing year. Cllr Harper was also nominated (Cllr Ms A Mayoh)
and seconded (Cllr Green) as Chairman but received less votes than Cllr
Johns. Councillor Johns signed the Declaration of Acceptance of Office,
took the chair and thanked Councillors for their support. (Noted)
2505/4 ELECTION OF VICE CHAIRMAN FOR THE ENSUING YEAR
RESOLVED that Councillor S White, being duly proposed (Cllr Johns) and
seconded (Cllr Cook), be elected Vice Chairman for the ensuing year.
There were no other nominations. Cllr White signed the Declaration of
Acceptance of Office and thanked Councillors for their support. (Noted)
2505/5 POLICE REPORT
(i) Crime Report: - (a) Constable Parker reported two crimes had been
reported in the parish since the last meeting, namely, the theft of cash
from a telephone kiosk adjacent to Instow Quay (24th April) and the
theft of a wallet and mobile phone from an unoccupied room at The
Commodore Hotel (12th May). (Noted)
(b) The Clerk enquired as to whether Constable Parker was aware of the
theft of the fencing in the dunes (see item 2505/11 (i) (c) (i)) - he
said he was not. The Clerk said he had been reliably informed, by the
North Devon Coast and Countryside Service (NDCCS), who “owned” the
fencing that it was going to report this to the police. The Clerk agreed
to check this out with the NDCCS. (Action: The Clerk)
(ii) Other Crimes/Traffic Issues: - (a) A parishioner enquired what
action had been taken by the police in regard to a report she had made
to them during the evening of Saturday 7th May in respect of two youths
spreading an inflammable liquid on to the road at Kiln Close Lane and
setting fire to it. The Chairman, Cllr Johns, said he believed the
police had been seen in the area at about this time and they had taken
two youths away with them. PC Parker said he was unaware of such an
incident but would endeavour to find out. (Action: Constable Parker)
(b) Another parishioner enquired what action had been taken by the
police in response to a telephone call she had made to them as regards
youths acting in a disorderly fashion along Marine Parade at about 11.45
pm on Tuesday 17th May. Again PC Parker said he was unaware of such an
incident but that he would try and find out the outcome. (Action:
Constable Parker)
(c) Cllrs expressed their concern that the local Community Constable was
unaware of such acts of public disorder; Constable Parker said he had
been on a course recently at Middlemoor. (Noted)
(iii) Speeding Motorists/Inconsiderate Parking (Marine Parade): - (a) A
parishioner said she was concerned about the speed some motorists,
including bus drivers, were travelling along Marine Parade. Cllr Cann
said the 20 mph speed limit along Marine Parade was to be monitored
throughout the summer season and that he would contact the local bus
company to seek its cooperation. (Action: Cllr Cann)
(b) Cllrs agreed that the speeding issue was exacerbated by the number
of motorists who were flouting the parking regulations throughout the
village and by the apparent complete lack of police/traffic warden cover
to alleviate this. Constable Parker said the parish could not expect as
much cover as they might wish; there was less and less police
officers/traffic wardens to perform such functions and that illegal
parking fell way down on police priorities. (Noted)
(c) Cllrs discussed the resource/police priorities implications as
outlined by PC Parker and enquired of Constable Parker why more emphasis
wasn’t placed on policing Instow to an appropriate standard both in
traffic, crime and public order terms. PC Parker said it was a question
of priorities and that Instow was far better off than other similar
localities; public order was, he said, a sign of the times and police
resources for North Devon were generally concentrated on Barnstaple
(where he patrolled at weekends especially) albeit that public disorder
was a national problem and Instow’s problems were insignificant by
comparison. (Noted)
(d) Cllrs enquired of PC Parker as to what was the Constabulary’s policy
for keeping the public informed about information they pass on.
Constable Parker said this depended very much upon how busy they were at
the time but that it should be done wherever possible. (Noted)
(e) After discussion, it was unanimously RESOLVED to write to the Chief
Police Officer at Barnstaple, express Instow Parish Council’s dismay at
the policing status at Instow and to invite her to come to a future
parish council meeting and explain the policing strategy for the area -
see also item 2505/14 (c). (Action: The Clerk)
*** Cllr Johns declared an interest on the parking issues and did not
participate in the discussions of relevance***
2505/6 PARISHIONERS
The Meadows, Instow - Learning Disability Service: - (i) Sue Porteous,
Registered Manager of The Meadows, gave a presentation of the type of
work carried out at these premises and of the objectives and aims of the
current planning applications (i.e. Planning reference numbers 39314 and
39404) that had recently been before Instow Parish Council. She took
questions from Cllrs and parishioners and handed out a paper upon which
her presentation had been based. The Chairman thanked Ms Porteous for
her presentation. (Noted)
(ii) The Clerk reminded Council it had recommended approval of one of
the relevant applications (39314) and refusal of the other (39404) on
the grounds of “over development of the site and not in keeping with
surrounding properties/visual impact, adverse affect on privacy of
adjoining properties, car parking issues both within the site and on
adjoining roads, development could exacerbate flooding problems as
recently experienced by neighbouring properties due to the run-off from
new buildings/hard surfacing, road safety concerns”. (Noted)
** Cllrs Cann/Mrs L Brown declared an interest, left the room and were
not present for this item **
2505/7 REPORT COUNTY COUNCILLOR R CANN
(i) Tribute to Outgoing IPC Chairman: - Cllr Cann began by paying
tribute to Cllr C Harper who had been the Chairman of Instow Parish
Council for the municipal year 2004/5. He thanked him for his support
throughout the year. Cllr Harper thanked him for his very kind words.
(Noted)
(ii) General: - Cllr Cann reported upon the recent County Council
Elections, the proposed Traffic Refuge at Anstey Way/Rectory Lane (will
be considered as part of the new Instow School project), proposed Instow
Facilities (further preliminary work on a new school site profile and
funding avenues to be explored and a further report prepared -
approximately 5 weeks followed by further public consultation - see item
2505/10 (b)), Beach Dog By-Laws (debatable whether these are now
enforceable/private land - see item 2505/11 (i) (g)), Village Traffic
Congestion (traffic will be monitored during the summer season - see
item 2504/9 (i0 (j)), Beach Cleaning - Disposal of Rubbish (NDDC has
agreed to remove approximately 5 bags of rubbish per week collected by
the beach cleaner - see item 2504/9 (i) (h)), and Blocked
Ducts/Watercourse at Chandlers Court (dispute over ownership still
progressing between DCC, DCE and residents). (Noted)
(iii) Proposed Charter Toilets - Quay Car Park: - (i) Cllr Cook asked
for an update. Cllr Cann said the Executive and Officers of NDDC were
still considering the value of this site. (Noted)
(ii) Cllr Cook asked whether these charter toilets might have been
completed by now if there had been no objections. Cllr Cann stated that
there was every likelihood that, like the Sand Dunes toilets, they would
have been finished by now. (Noted)
(iii) Cllr Cook asked whether there was any merit in Instow Parish
Council writing to NDDC and expressing its dismay at the long delay.
Cllr Cann said this might be a course of action that IPC could consider
as being worthwhile. After debate it was RESOLVED that a letter should
be sent to the Chief Executive of NDDC (copy to Planning Manager and
Manager of The Environmental Health Dept) and the Clerk was asked to act
accordingly. (Action: The Clerk)
** Cllr Ms A Mayoh declared an interest and did not speak**
2505/8 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
(i) General: - Cllr Mrs L Brown reported upon the NDDC Council Groups
(following the Annual NDDC Meeting of the 18th May), Sand Dunes Charter
Toilets (being officially opened on Monday 23rd May at 2 pm) and the
NDDC’s Standards Committee (appointment of Parish Council
representative). (Noted)
(ii) Charter Toilets - Sand Dunes: -Cllr Cook enquired why a “footway”
had been put in across the highway from the sand dunes side of the road
to the new toilets; he said it seemed a little high. Cllr Cann said he
was looking into this, as DCC, the Highway Authority, was not aware it
was being done. A view was expressed that it had the desired affect of
not only acting as a footway, but as a traffic calming measure as well.
(Action: Cllr Cann)
2505/9 MINUTES
It was RESOLVED that the April 2005 minutes of Instow Parish Council be
approved and signed. (Noted)
2505/10 MATTERS ARISING FROM THE MINUTES
a) Item 2504/8 (a) - Instow Beach/Crown Estates Lease - Lifeguards: -
(i) Cllrs Crombie and Johns, together with the Clerk, reported upon
their deliberations since the last meeting. They referred to a draft
beach risk assessment document that had been circulated to Cllrs prior
to the meeting for their perusal. The Clerk spoke to this document in
detail and it was RESOLVED a copy would be sent to The Allianz Cornhill
Insurance plc for its comments and that Cllrs would study it in more
depth prior to the next meeting. (Action: Cllrs and The Clerk)
(ii) The Clerk reported the beach signs would cost approximately £25
each. It was RESOLVED that four should be purchased, following final
approval by Cllrs Johns and Crombie (if ready prior to the next
meeting), and that one should be erected at each entrance to the beach
and the others along Marine Parade, each sign to be erected by the
parish handyman and on posts belonging to DCC or NDDC following their
approval. (Action: Cllrs Crombie/Johns and The Clerk)
(iii) The Clerk confirmed the beach cleaner had been given written
instructions to check the “leased” areas of the beach 3 times per week
and to keep a log to that effect including a note of any specific action
taken. (Noted)
(iv) IPC RESOLVED to defer the question of the re-assignment of the
beach lease to a possible third party to a future meeting. The Clerk
reminded Cllrs that if the beach lease were to be retained by IPC until
2009 (the year when the current lease expires) it would be necessary to
advertise during the next few months for the mooring rights 2006-2008
inclusive. (Noted)
(v) It was further RESOLVED by IPC that it ought to seriously consider
consulting with parishioners in respect of the beach re-assignment and
that the strategy for this should be discussed at a forthcoming meeting.
(Noted)
***Cllr Cook declared an interest and did not participate in the
discussions***
(b) Item 2504/8 (b) - Sandhills Ransom Strip: - Cllr Cann, supported by
Cllrs Ms Mayoh, White and The Clerk, updated IPC as regards the progress
of the feasibility study by Brian Holme (NDDC) and of the Sub Committee
meeting of Wednesday 18th May 2005 at the Civic Centre. It was said that
it was anticipated that Brian Holme’s report would be ready in about 5
weeks and that consultation with parishioners should be considered
thereafter. (Noted)
(c) Item 2504/8 (c) - Parish Emergency Plan Update: - (i) Cllr Harper
updated IPC as to progress - i.e. he spoke of a meeting that had been
held between IPC’s EPSC and DCC’s Emergency Planning Officer Matthew Hoy
on Thursday 12th May 2005. He said it had been ascertained that all
parishioners participating in the eventual consultation process needed
to be made aware of the Data Protection implications (it was noted that
IPC was registered with the Data Protection Commission and that the
Clerk was its Data Controller) and that all information held by IPC
thereafter required to be “secure” and held with the permission of the
provider (a permission clause to be added to the questionnaire). (Noted)
(ii) Cllr Harper said that no database existed on which to record
parishioner responses and that a risk assessment needed to be done as
part of the process so as to consider such issues as flooding for
example. (Noted)
(iii) Cllr Harper added that Matthew Hoy had confirmed that a £25
voucher to encourage parishioners’ responses was in order and that there
were no seminars available to assist IPC’s EPSC to construct its draft
plan. The Clerk said he would liaise with DAPC (reference seminars) and
Mr G Day (IPC’s IA) to double check on the legality of how a £25 voucher
should be paid. (Action: The Clerk)
(iv) The Clerk briefed Council as to the Insurance implications; he said
IPC was covered by its public liability cover for all “lawful” duties it
performed, including the creation of a “Self Help Emergency Plan”, but
that the Allianz Cornhill needed to review the document, once approved,
to ensure there was nothing contained therein that warranted an
additional premium. This was noted by IPC’s EPSC. (Noted)
(v) The Clerk suggested that the EPSC’s questionnaire be circulated to
parishioners in conjunction with the possible Ransom Strip Consultation
paper (see item 2505/10 (b)) and probable beach lease paper (see item
2505/10 (a)) so as to maximise circulation and economise on the funding
of such projects. IPC RESOLVED to adopt this course of action. (Noted)
(d) Item 2504/9 (i) (g) - Parish Annual Report 2004/2005: - The Clerk
reminded Cllrs he had forwarded an ”approved” copy to them with their
agenda papers (11.5.05). He further advised Cllrs he had sent a copy to
The Parish Hall Committee, Instow in Bloom, Instow Twinning Association,
Instow School, TTEF, NDCCS, Instow PCC, Mark Kidson (IPC’s IT
Consultant), Mr G Day (IPC’s IA), DCC Local Services (Julian Roskilly),
Instow Website (for publication), Cllr Cann (DCC), Mrs L Brown (NDCCS),
The Post Office and John’s Shop. The Clerk provided additional copies at
the meeting for Cllrs to circulate throughout the parish at their
discretion. Cllr Scott (Editor of Parish Magazine) said it was his
intention to include a synopsis of IPC’s Annual Report in the next
Parish Magazine; this, the Clerk said, was essential for IPC’s Quality
Parish Status application. (Noted)
(e) Item 2504/9 (i) (h) - Instow Beach Cleaning: - (i) The Clerk updated
Council on his liaison with NDCCS and IIB. (Noted)
(ii) It was reported that Cllrs Johns and Ms A Mayoh had yet to attend a
meeting of the Adopt a Beach group. (Noted)
(iii) The Clerk reported he had written to South West Water to establish
if its Pennon Fund might be of relevance to Instow as regards beach
cleaning but had yet to receive a reply. (Noted)
***Cllr Cook declared an interest and did not speak***
2505/11 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Letter (dd April/May 2005) and Brochure (“Taking Part in The
Trafalgar Weekend”) from Bruno Peek OBE MVO (Chairman The Trafalgar
Weekend) concerning Trafalgar Weekend 21st to 23rd October 2005: - (i)
The Clerk said this sought the support of parishes in celebrating this
weekend in a number of ways (e.g. lunches, lighting a beacon, services
of commemoration at local church etc). He said a copy of the letter had
been supplied to Cllrs with their agenda papers (12.5.05) and that the
brochure had been handed to the Chairman with his agenda papers. (Noted)
(ii) After discussion, IPC RESOLVED to take no official action as a body
but to “spread the word” throughout the parish in the event a local
organisation(s) might like to contribute. (Action: - IPC Councillors)
b) Letter (dd 19.4.05) from NDDC concerning “Street Collection Permit
(between 11 am and 6 pm on 29.8.05) - Children’s Hospice South West”: -
The Clerk advised IPC that in view of the fact this was a bone fide and
local charity he had advised NDDC (email of 27.4.05 refers) that he
anticipated IPC would have no objection to the application. IPC RESOLVED
to ratify this decision. (Noted)
c) Email (dd 2.5.05) from Chairman reference (i) “Sand Hills Fencing and
(ii) Cob House (Picnic Site - Tarka Trail): - (i) The Clerk told IPC
that all the sand dunes fencing (newly placed - Easter 2005) had been
burnt for a barbecue over the recent bank holiday weekend and that he
had notified the NDCCS (telephone call of 3.5.05 refers) who “owned” the
fencing and were responsible for it. He said the NDCCS were going to
report it to the police - see also item 2505/5 (i) (b)). (Noted)
(ii) The Clerk advised IPC of Cllr Harper’s observations and concerns as
regards this site (health and safety issues for example) and updated
Cllrs as to his conversations with the NDCCS and Wings. He reminded
Cllrs he had provided them with a copy of an email (dd 5.5.05) from
Wings setting out their imminent plans. After discussion it was RESOLVED
to inform Wings of IPC’s concerns as regards health and safety on the
site and to make it known that it was hoped the cob house would be
completed before the end of the year. It was further RESOLVED that Cllr
Harper, on behalf of IPC, would continue to monitor the site. (Action:
Cllr Harper and The Clerk)
d) IPC Appointments - Review 2005: - Cllrs carried out a review of the
current “IPC Appointments”; a copy had been circulated to Cllrs with
their agenda papers (12.5.05). The Clerk was asked to make the necessary
amendments, following a RESOLUTION to do so, and bring the amended
document back to the next meeting for ratification. (Action: The Clerk)
e) Telephone call (9.5.05) and letter (dd 9.5.05) from Mr Glen Miller
(01805 625356) concerning “Commercial Use of Catamaran off Instow
Beach”: - The Clerk said the writer requested that IPC allow him to load
and unload passengers on the parts of Instow Beach as leased by them
from the Crown Commissioners; a copy of the letter had been copied to
Cllrs with their agenda papers. After discussion it was RESOLVED not to
give permission on the grounds of legal, insurance and leasehold
implications. (Action: The Clerk)
f) Letter (dd 12.5.05) from The Post Office reference “Instow - Branch
Move”: - The Clerk stated that the current Instow Post Office was to
move from its current site (due to the resignation of the postmaster) to
John’s Supermarket, Marine Parade, Instow and would begin trading at
this location on the 7th June. The Clerk said the letter went on to
state that the current post office would cease trading after the close
of business on the 1st June and that The Post Office invited any issues
of concern as a result of this transfer to be passed to it, particularly
if it related to the operational aspect of the new site itself. The
Clerk said he had copied the letter to Cllrs for their information. (Noted)
***Cllr Johns declared an interest and did not speak***
g) Email (dd 7.5.05) from parishioner concerning “Beach - Dog
Walking/By-Laws”: - (i) The Clerk said this email reported that the dog
by-law signs were “confusing/contradictory” and requested clarification.
(Noted)
(ii) The Clerk said he had sent an email (dd 9.5.05) to NDDC’s
Environmental Health Dept (Geoff Barclay (GB)) who had previously agreed
(see 2409/12 and 2410/8 (h) (i) and (ii)) that the signs were
contradictory and he would arrange for them to be corrected prior to the
2005 season. (Noted)
(iii) The Clerk appraised IPC of GB’s response (email 9.5.05) - see also
item 2505/7. After discussion it was RESOLVED that no further action
could be taken but that it was appreciated that NDDC’s Dog Warden would
continue to patrol the area despite the “confusion” over the by-law.
(Action: The Clerk)
h) Email (dd 14.5.05) from Instow Pre School Group (IPSG) reference “BBQ
Instow Beach - 24th June (6 pm - 8 pm): - The Clerk read this request to
Council who, after discussion, RESOLVED to give permission - Clerk to
advise Instow Pre School Group. (Action: The Clerk)
(i) Devon In Touch Roadshow (DITR) - Village Show 2005: - The Clerk, at
the request of the organisers, reminded Cllrs that the DITR would be at
The Commodore Car Park between 11 am and 4 pm on Thursday 9th June. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
There were no matters to report.
(iii) Matters to note: (Placed in “Briefing Folder” for information of
Cllrs)
a) Email (dd 25.4.05) from Chairman to Constable Parker reference “Red
Ladies Bicycle - Tarka Trail”: - IPC to note.
b) Email (dd 26.4.05) from Bideford and Instow Railway Group concerning
“Instow Signal Box - Working Parties”: - Seeks volunteers to assist.
c) Telephone call (29.4.05) from parishioner reference “Damaged
Pinchpoint Bollard - Opposite Commodore Hotel” and email (dd 30.4.05)
from Chairman reference “Ditto and Defective Toilets - Marine Court Car
Park”: - Clerk advised DCC’s Local Services Manager (email of 3.5.05
refers) reference “Pinchpoint” and NDDC Works Unit (per telephone
3.5.05) who were already aware of the defective toilet and had it in hand.
d) (i) Email (dd 29.4.05) from Chairman reference “Pothole - Instow to
Bideford (mid way between the sign post to Huish and Yeo Farm”: - Clerk
advised DCC’s Local Services Manager (email of 3.5.05 refers).(ii) Email
(dd 11.5.05) from Chairman reporting pothole repaired - please thank DCC
Local Services; done by Clerk.
e) NDDC’s Members Services Weekly Information Sheet w/c 22.4.05, 29.4.05
and 13.5.05.
f) “How to Contact The Police Posters”: - Copy placed at Post Office and
Parish Notice Boards.
g) Clerk and Councils Direct Magazine (May 2005 - Issue 39)
h) Agenda of NDDC’s Barnstaple, Fremington and Instow Area Committee for
Wednesday 11th May 2005 at 6.50 pm.
i) Minutes of Meeting of NDDC’s Standards Committee of Wednesday 27th
April 2005 at 7 pm.
j) Email from DAPC (dd 6.5.05) reference “Skateboard Noise - Kingston
Parish Council (KPC)”: - Clerk responded direct to Clerk of KPC.
k) Letter (dd 5.5.05) and poster from North Devon Hospice reference
“Open Day - 21/22nd May 2005”: - Copy of poster placed at Post Office
for parishioners - Cllrs to note.
l) Advice Notice reference “The Licensing Act 2003 - Village Halls and
Community Premises from The Police Licensing Unit: - Copied to Chairman
of Instow Parish Hall Committee - Cllrs to note.
m) Telephone call from DCC’s Local Services Manager to Clerk (9.5.05)
reference “Instow Sea Wall”: - Reports that repairs are to take place
w/c 16th May.
n) Telephone call (9.5.05) from parishioner concerning “Rubbish - John’s
Kiosk, Marine Parade”: - Clerk spoke to proprietor and issue rectified -
parishioner notified and thanked.
o) Three Council’s Campaign Poster - “Trees Love Care” (March to
September 2005: - Copy to Post Office for parishioners and Cllr May
(IPC’s Tree “Warden”).
p) DAPC Newsletter (May/June 2005): - Copy to Post Office for parishioners.
q) Email (dd 10.5.05) from Chairman of IIB concerning “Litter Bin -
Rectory Lane Bus Stop”: - Reported that bin had become detached from its
post - Clerk advised NDDC Environmental Health Dept (Martin Coles -
email dd 11.5.05) who stated it would receive attention (email of
12.5.05) refers.
r) Email (dd 11.5.05) from DAPC reference “Aveton Gifford Parish Council
- Portacabin?”
s) Email (dd 10.5.05) from DCC concerning “DCC Monthly Round UP - In
Touch”: - Clerk unable to copy this for parishioners as there is a
necessity to read it “in full” on the internet by clicking on each
subject heading. DCC advised of this “failing”.
t) Note from DCC Parish Footpath Partnership reference “Summer Workshops
and Strimming Courses 2005”: - Noted by Clerk and Parish Handyperson.
u) Agenda of NDDC Annual Council Meeting of Wednesday 18th May 2005 at 7
pm together with Minutes and Reports.
v) The Playing Field - Devon Playing Fields Association Newsletter
w) Devontalk Magazine (Summer 2005).
x) Telephone call (13.5.05) from a parishioner reference “Volley Ball
Court situated to the Atturm side of the Boathouse Bus Shelter behind
the Dunes”: - It was established that DCE had given permission for this
to take place but that the court had been placed in the wrong location -
see also item 2505/14 (d)
y) Email (dd 14.5.05) from Chairman reference “Grass Cutting - White
House Close”: - Clerk advised Chairman this area of grass was not
included in the grass cutting contract - under private ownership.
2505/12 FINANCE
1. INCOME: -
NDDC 50% Grant 2005/6 £ 714.00
NDDC 50% Precept 2005/6 £2,769.00*
Car Park Season Tickets Nos 1-7 inclusive £ 560.00+
Car Park Takings Period ending 11th May £ 485.20
Car Park Takings Period ending 17th May £ 233.00
Lloyds Bank Interest Business a/c 4-05 £ 21.76
TOTAL: - £4,782.96
Key: -
* 50% of precept (£5,800.00 - i.e. £2,900.00) less £131 DAPC
Subscription 2005/6
+ £80 per season ticket
2 EXPENDURE: -
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 96.00
Mr M Harris Grass Cutting (Nos 1 & 2) £ 340.00
Mr P Cook Beach Cleaning £ 120.00
Mr P Cook Tractor Fuel £ 14.40
Metric Group Car Park Machine Service 2005 £ 107.29
BT Parish Telephone (01271 372408) £ 70 61*
Allianz Cornhill plc Public Liability Insurance Premium 2005/6 £ 724.34+
TOTAL: - £1,504.64
Key
* Cost of calls £25.24, service charge £34.86 and Vat £10.51
+ See explanation as at 5 (c) below
3. BANK - STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02350065 as @ 28.4.05 (Statement) = £ 199.07*
Lloyds Bank Business a/c no. 02348842 as @ 4.5.05 (Statement = £ 17,127.48+
Key:
* According to Clerk’s records - £2.07 (4 cheques to the total value of
£197.00 uncashed)
+ According to Clerks records - £18,165.68 as at 18.5.05
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £1,505.00 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) Beach Grant 2004: - (i) The Clerk reported progress since last
meeting - i.e. had yet again spoken to NDDC’s Community (Grants)
Department (w/c 9.5.05) and a grant cheque (sum unknown) was still
“promised”; he said he had briefed Cllr Cann (17.5.05). The Clerk said
he had explained to the NDDC’s Officer in question that this grant was
for 2004/5 financial year and that he would soon be applying for a
similar grant for the current year 2005/6. (Noted)
(ii) The Clerk further advised Cllrs that he had, since preparing the
papers for the meeting, taken a telephone message from NDDC to the
effect that a cheque in the sum of £1,800.00 would be forthcoming in the
very near future. (Noted)
(b) War Memorial - Insurance: - The Clerk reminded Cllrs there was a
need to discuss and decide upon the level of cover, if at all, for the
war memorial. He reminded Cllrs of the options available to them if they
chose to insure it i.e. £175.44 plus IPT = £184.21 for Impact cover and
£265.74 plus IPT = £279.03 for All Risk cover; the property damage
excess of £125 applies. After discussion IPC RESOLVED to defer this
decision to the next meeting for further discussion and asked the Clerk
to contact the Allianz Cornhill Insurance plc to determine the full
extent of “impact” and “all risk” cover - e.g. what would graffiti and
an injury to a passer by be covered by? (Action: The Clerk)
(c) Public Liability Insurance Cover 2005/6: - (i) The Clerk reported
upon his enquires with the Zurich Municipal (operated through “Community
First” (the Rural Community Council for Swindon and Wiltshire) and who
offer discounted insurance schemes for smaller parish councils in Devon
following his meeting with Cllrs Crombie and Scott (22.4.05). He said
IPC had been quoted a premium of £910.93, not including beach cover, and
with the war memorial impact damage only. (Noted)
(ii) The Clerk then reported upon his negotiations with the Allianz
Cornhill (current insurers) i.e. £724.34 updated annual premium (was
originally quoted at £600.93) to include the beach cover (£123.41) but
not including the war memorial. He said if the war memorial was added to
this figure, at impact cover only, the total premium would be £908.55.
After discussion it was RESOLVED to renew the current Allianz Cornhill
Insurance plc policy (as set out above - renewal date 1st June 2005) and
to take no further action as regards the alternative quotation. (Action:
The Clerk)
(d) Instow Arromanches Twining Association (IATA) - Request for Grant
2005/6: -(i) The Clerk confirmed he had written to the Secretary of the
IATA as requested by IPC on 21.4.05 (see item 2504/10 (5) (k)) (Noted)
(ii) Letter (dd 12.5.05) from Secretary IATA referring to “Grant from
Instow Parish Council: - The Clerk said this letter stated that the IATW
are looking for a sum of money to cover either a framed photograph of
Instow (for Arromanches Parish Hall) or a wooden signpost with Instow
and the mileage to Arromanches carved on it (for Arromanches Town Hall)
to present to their French counterparts on their next visit to France
(22-26th September 2005) - approximate cost £75 to £100. After a
discussion IPC RESOLVED not to provide a grant as requested. (Action:
The Clerk)
(e) Audit Commission - Annual Return for the Year ended 31st March 2005:
- The Clerk confirmed he had met up with Mr G Day (IPC’s IA) and that Mr
Day had since completed the audit. He said that Mr G Day’s letter of the
29th April referred and that he had previously circulated it to Cllrs
for their perusal together with a copy of the Annual Return Form (partly
completed). He said the following action was now necessary by IPC: -
(i) Annual Return 2004/5 (General) - The Clerk said Mr Day had confirmed
that nothing had arisen in the course of his examination of the parish
records, which he considered should be brought to the attention of
Councillors. (Noted)
(ii) Audited Receipts and Payments Account 2004/5: - The Clerk told
Cllrs that Mr G Day had advised IPC to ratify the original Draft
Receipts and Payments Account 2003/4 (as prepared by the Clerk and
circulated at the Annual Parish Meeting in April 2005) but to do so in a
slightly amended format that did not affect the overall
expenditure/income and cash carried forward figures. The Clerk
circulated a copy to Cllrs and explained the minor amendments. After a
discussion IPC RESOLVED to adopt the accounts as amended. (Noted)
iii) The Clerk said that Mr G Day confirmed he had completed all the
relevant sections and advised Councillors that, if they saw fit, should
adopt the Return at this meeting with the details (in green spaces) at
the foot of page 2 being completed and signed by the Chairperson/Clerk
(Responsible Financial Officer) and similarly at the foot of page 3
(Chair and Clerk). The Clerk added, however, that before signing at the
foot of page 3 that Mr G Day advised that Council should carefully
consider the answers he had provisionally entered to the 8 questions
posed on that page. A discussion then ensued with the Clerk running
through the document in detail at the conclusion of which IPC
unanimously RESOLVED to adopt the annual return and complete the form as
advised; the Chairman and Clerk signed in the appropriate places. (Noted)
(iv) The Clerk said that now the form had been completed/signed as
necessary, he would return the paperwork to Mr G Day for submission, by
him, to the District Auditor. (Action: The Clerk)
(v) Reserves - The Clerk said that Mr G Day had stated, in his letter,
that, as for the year 2003/4, IPC was left with cash at the bank at the
year-end of more than twice the annual precept and that he would again
have to explain to the District Auditor why this had occurred and
whether the Council had earmarked part of the surplus cash for specific
purposes i.e. tractor and more bus shelters for example. He said Mr G
Day would like to know if any further capital costs were anticipated.
After discussion it was RESOLVED to confirm to Mr G Day that IPC was
most certainly considering a “new”/second-hand tractor in the next 1- 2
years and that a contribution to the New Instow School might also be
appropriate. The Clerk said he would liaise with Mr Day. (Action: The Clerk)
(vi) District Auditor/Public Notices - The Clerk advised IPC that Mr G
Day was to copy the Clerk in on his letter to the District Auditor at
which time the sequence/format of public notices would be discussed and
actioned, by the Clerk, as necessary. (Action: The Clerk)
(f) Charity Commission - “Instow Allotment and Recreation Field” -Change
of Name: - The Clerk advised IPC he had communicated with the Charity
Commission (letter dd 3.5.05) advising it that the “Instow Recreation
Ground” had been amended to read the “Instow Allotment and Recreation
Field”. (Noted)
(g) Letter (dd 25.4.05 - received 28.4.05) from NDDC reference “Licence
Fee for Bus Shelter - Marine Car Park, Instow” - Late Payment: - The
Clerk advised Council he had spoken to NDDC’s Finance Department
(28.5.05) and confirmed that this letter had crossed in the post with
the cheque (£12.93). (Noted)
(h) Parish Handyman - Public Liability Insurance 2005/6: - The Clerk
reported he was in possession of a copy of the relevant document, valid
from 5.3.05 to 5.3.06 - total public liability indemnity of
£5,000,000.00. (Noted)
i) Mooring Fees 2005: - The Clerk confirmed he had sent an invoice to
Instow Marine in the sum of £680.00. (Noted)
j) Letter (dd 11.5.05) from Inland Revenue (IR) reference “Instow Parish
Council - Dispensation Review”: - The Clerk advised Council that the IR,
from time to time, carried out a review of those dispensations issued
and referred in particular to a dispensation issued to IPC on the 23rd
April 2001 in respect of travel and telephone expenses and the use of
home as an office. He said the letter requested that an update review be
carried out along the lines of specific questions as set out in the
letter. The Clerk advised IPC he had passed the letter to Mr G Day
(IPC’s IA) who dealt with the original dispensation request in 2001. He
said Mr Day was to deal with the matter asap in liaison with the Clerk.
(Noted)
k) Lloyds Bank Business Account - Tax on Interest: - The Clerk reported
that following a prompt from IPC’s Internal Auditor, Mr G Day, he had
contacted the Inland Revenue (IR) and ascertained that IPC, as a local
government body, was exempt from paying tax on interest on this account
and that as a result he had spoken to Lloyds Bank. He was told that he
should write to Lloyds to explain the situation and that for the current
financial year (beginning 1.4.05) tax would not be deducted from
interest earned. However, it would be necessary to contact the IR to
recover the interest already paid (£82.06) on said account since it had
been opened in September 2003. The Clerk confirmed that this course of
action had been taken and that he would report back to IPC in due
course. (Noted)
2505/13 PLANNING
a) “Extension to dwelling together with formation of terrace and
associated works at Sandpipers, Anstey Way, Instow (Reference No 39451):
- (i) The Clerk confirmed he had written to NDDC Planning (22.4.05) as a
consequence of IPC’s resolution subject of item 2504/11 (f) (Noted)
(ii). The Clerk then referred to a response letter from NDDC Planning
(dd 28.4.05) - he said he had copied this letter to Cllrs with their
agenda papers (12.5.04). (Noted)
***Cllr Ms A Mayoh declared an interest and did not speak***
b) Extension to Dwelling at Summerfield House, New Road, Instow
(Reference No 39740): - (i) The Clerk reminded Cllrs that this
application had been deferred at the last meeting (item 2504/11 (g)
refers) for the attention of IPC’s PSC. (Noted)
(ii) The Clerk advised IPC that IPC’s PSC had RESOLVED to recommend
approval of the application and that as a consequence he advised NDDC
Planning Department (2.5.04) - IPC ratified this decision. (Noted)
(iii) Letter (received 14.6.05) from NDDC entitled “Extension to
dwelling at Summerfield House, new Road, Instow (Reference No 39740): -
The Clerk said this letter stated that NDDC’s Planning Department had
GRANTED permission for this application with conditions as listed. (Noted)
***Cllr Johns declared an interest and did not speak***
c) Erection of 8 self contained residential units together with erection
of workshop/store at The Meadows, Anstey Way, Instow (Reference No.
39404): - (i) The Clerk advised Council he had received a telephone call
(25.4.05) from the applicant, Mr Peter O’Neil, who wished to provide
Council with more details of his plans for The Meadows. The Clerk said
he had told the applicant that he could either write to IPC or come in
person to the next meeting and address Cllrs. (Noted)
(ii) NB: - See item 2505/6 (Noted)
d) Town and Country Planning Act 1990 - Outline Application for Erection
of Dwelling set in Existing Walled Garden (amended road alterations) -
Garden of The White House, Lane End, Instow (Reference No 39423): - (i)
The Clerk confirm receipt (30.4.05) of this application and of having
delivered it to the Chairman (2.5.05) for the attention of IPC’s PSC -
for response by 19th May. (Noted)
(ii) After debate, led by IPC’s PSC, it was RESOLVED to recommend
REFUSAL of this application on the grounds that the entrance, as
proposed, still caused a traffic hazard in what is already a very narrow
road. (Action: The Clerk)
***Cllr Crombie declared an interest and did not speak***
e) Extension to dwelling together with balcony at 10 White House Close,
Instow (Reference No 39662): - The Clerk reported receipt of a letter
(undated - received 5.5.05) from NDDC’s Planning Department advising
that this application had been GRANTED with conditions as listed. (Noted)
f) Extension to dwelling to form double garage together with internal
alterations (amended drawings) at 5 Chichester Close, Instow (Reference
No 39590): - (i) The Clerk confirmed receipt (6.5.05) of this
application and of having posted it to the Chairman (7.5.05) for the
attention of IPC’s PSC - for response by 25th May.(Noted)
(ii) After debate, led by IPC’s PSC, it was RESOLVED to recommend
REFUSAL of this application on the grounds of privacy to neighbours,
necessity (there is already a double garage), alterations not in keeping
with neighbouring properties and traffic concerns by virtue of
additional cars on site. (Action: The Clerk)
g) Application for consent for works to trees covered by a tree
preservation order in respect of felling of 2 willows and 1 cherry at
Bar Beacon and All Saints Chapel, Anstey Way, Instow (Reference No.
39385): - The Clerk reported receipt of two telephone queries (6.5.05)
from parishioners concerning the cutting down of these trees (in the
grounds of All Saints Chapel particularly). He said he had referred both
to NDDC’ Planning Department vide reference 39385 and that the applicant
had been duly advised. (Noted)
h) Retrospective application for installation of 1 fascia sign and 1
wall mounted sign at The Wayfarer Inn, Lane End, Instow (Reference No.
40056): - (i) The Clerk confirmed receipt (13.5.05) of this application
and of having posted it to the Chairman (13.5.05) for the attention of
IPC’s PSC - for response 31st May. (Noted)
(ii) After debate, led by IPC’s PSC, it was RESOLVED to recommend
APPROVAL of this application. (Action: The Clerk)
i) Retrospective application for installation of external ventilation
ductwork at The Wayfarer Inn, Lane End, Instow (Reference No 40057):
-(i) The Clerk confirmed receipt (13.5.05) of this application and of
having posted it to the Chairman (13.5.05) for the attention of IPC’s
PSC - for response by 31st May. (Noted)
(ii) After debate, led by IPC’s PSC, it was RESOLVED to recommend
APPROVAL of this application. (Action: The Clerk)
j) Letter (dd 10.5.05) and attachments from NDDC reference “Street
Naming and Numbering - Residential Development off Lane End, Instow” -
Refers to Planning Application No 35529): - The Clerk said this letter
stated that the new development of 4 new houses at this location was to
be known as “1 - 4 The Dunes” with a postcode address of EX39 4LB. (Noted)
k) Letter from NDDC (received 14.5.05) concerning “Conversion of
dwelling and post office to form 2 dwellings at 1 South View, Marine
Parade, Instow (Reference No 39766): - The Clerk said this letter stated
that NDDC’s Planning Department had GRANTED this application with
conditions as listed. (Noted)
l) Letter from NDDC (received 14.5.05) reference “Repositioning of
approved dwelling (amendment to planning permission 35529) at plot 4,
Lane End Close, Lane End Road, Instow (Reference No 39723): - The Clerk
said this letter stated that NDDC’s Planning Department had GRANTED this
application with conditions as listed. (Noted)
2505/14 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Outgoing Chairman - Cllr Harper: - The Chairman, Cllr Johns,
expressed his personal gratitude and the thanks of Council for all the
hard work and devotion Cllr Harper had fulfilled during his year as
Chairman of IPC. The Clerk said he wished to be associated with these
remarks and paid compliment to Cllr Harper’s drive, commitment and
dedication to his role. Cllr Harper thanked the Chairman and Clerk for
their kind remarks. (Noted)
b) Wheelie Bins - Chichester Close: - Cllr Crombie said he had been
speaking to some parishioners who lived in Chichester Close, Instow and
related the problems they were experiencing with wheelie bins (lack of
them to be precise). It was RESOLVED the Clerk would contact Cllr Cann
and advise him of the issues so that he might be able to personally
resolve them. It was noted that NDDC’s Greensweep Department was
extremely flexible and helpful and that if the residents were to contact
it themselves the issue might be sorted in that fashion. Cllr Crombie
agreed to speak to them. (Action: Cllr Crombie/Clerk)
c) Community Policing - Instow: - Cllr Scott said he was appalled at the
blasé and negative attitude of the Community Police Officer earlier in
the meeting (see item 2505/5). He said the situation left him most
disheartened and saddened for the future of policing in Instow if this
was left unchallenged. A discussion ensued during which Cllrs
sympathised entirely with Cllr Scott’s viewpoint. As a consequence a
RESOLUTION was passed to write to the Senior Police Officer at
Barnstaple, pointing out the genuine and real concerns of Council in
respect of policing in general, and Constable Parker, and invite her to
address IPC at a forthcoming meeting. It was agreed that this was being
done with some regret but that it seemed to be the only positive way
forward - see also item 2505/5 (e). (Action: The Clerk)
d) Volley Ball Court - Instow Beach: - Cllr Scott reported that a
volleyball court had appeared on the beach (to the rear of the Boathouse
Bus Shelter) and enquired whether any Cllr knew of its origin. The Clerk
referred Cllrs to item 2505/11 (iii) (x) - he said it had been erected
on the part of the beach owned by Devon Christie Estates and that it was
there with DCE’s permission - (Noted)
There being no other business the meeting was closed.
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