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Present: - Councillors P Cook, N Crombie, C Harper, B Moores
(Also NDDC), S White (Vice Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC) and 6 parishioners.
2706/1 PRAYER
The Clerk led the Council in prayer
2706/2 APOLOGIES
Cllrs M Green, A Johns (Chairman) and G A May.
2706/3 POLICE REPORT
In the absence of PCSO Cornish there was no police report. The Clerk advised
IPC that he had personally provided PCSO Cornish with an agenda of the meeting
and that he had intimated he would be in attendance. The Clerk said he would
endeavour to establish why no police representative had attended. (Action: The
Clerk)
2706/4 PARISHIONERS
TTEF – Estuary Modelling Study: -
The Clerk referred to a communication (email – 21.6.07) he had received from
the Chairman of the TTEF regarding this item; he provided Cllrs with an
Executive Summary of the study and the meeting with a synopsis of the report.
(Noted)
2706/5 REPORT COUNTY COUNCILLOR R CANN
a) General: -
Cllr Cann spoke about Holmacott Tip (suggestion of a weight restriction on the
highway from the Bideford direction to prevent large vehicles going through
Eastleigh and Holmacott – IPC RESOLVED to support this proposal), Recycling
and Landfill Targets (current DCC recycling/composting rates/Landfill
Allowance Trading Scheme), Itinerant Workers (beware of unscrupulous
characters) and DCC In-House Domiciliary Care (DCC in negotiations with Shaw
Healthcare). (Noted)
b) Quay Car Park/Charter Toilets: -
Cllr Cann said now the proposal to develop this car park had been shelved by
NDDC he had liaised with the appropriate departments within NDDC and he was
anticipating the new Charter Toilets would be commenced in about 3 months
time. (Noted)
c) Instow – Ongoing Traffic Issues: -
(i) Cllr Cann said he had finally been provided with some costing for the
various projects under consideration by him and IPC and that his priorities
were as follows: -
o Priority 1 – “Interactive Sign” Northern Approach (Cost £4,200)
o Priority 2 – “30 mph Slow Down Sign” Southern Approach (Cost £3,800)
o Priority 3= – “Gateway Features” (approx cost £500 on southern approach and
£700 on the northern approach for coloured road surface, new roundels and
amended or new count down markings).
o Priority 3= - “Extending the Speed Limit on the southern approach” (Cost
£860)
o Priority 4 – “The Tarka Trail (Signal Box) Crossing” – a pair of speed
cushions on each approach plus illuminated signing (Approx cost £4,600). It
should be noted that this will be subject to a safety audit as it is not
normal practice to place road humps in the carriageway without a speed
reducing feature in advance; this will need to be drawn up and audited.
Cllr Cann said that all these initiatives would be Councillor Budget Funded
and that if IPC were to consider earmarking some monies towards the total
costs most could be realised that much sooner.
(ii) Cllr White thanked Cllr Cann for this information/for his personal
commitment and said that IPC now looked forward to each initiative
materialising.
(iii) The Clerk reminded IPC that it had already agreed to consider, in
principle (see items 2610/5 (b) (ii) and 2611/10 (5) (b) (xiv), the part
funding of some of these initiatives but in view of possible serious
shortfalls in anticipated future income generation (see items 2706/6 (a) (i)
and 2706/10 (5) (l)) it might like defer this until the budget 2008/9 meeting
in November 2007. IPC RESOLVED to support this recommendation. (Noted)
2706/6 REPORT OF DISTRICT COUNCILLOR B MOORES
a) Quay Car Park: -
(i) Cllr Moores said he was pleased to report that NDDC had agreed not to
develop this car park but that it had an intention to review the annual lease
cost to IPC which would undoubtedly bring about an increase; he added that the
new Charter Toilets would be built asap. He complimented Cllr White (Vice
Chairman) and Adrian Forman (parishioner) who had addressed NDDC’s Executive
on the issue. (Noted)
(ii) Cllr White (Vice Chairman) similarly thanked Adrian Forman for his pubic
spiritedness and positive support. (Noted)
(iii) The Clerk said that a “serious” review of the car park lease had been
promised by NDDC for several years and that IPC had never resisted such a
move. (Noted)
(b) NDDC Cllr Community Grant: -
Cllr Moores referred to this fund (£1,500 per annum) for distribution by him
within his Ward. He said he would like applications for suitable and deserving
causes. (Noted)
(c) West View, Instow – Resurfacing: -
Cllr Moores said he had received a complaint from a parishioner to the effect
that road markings at this location had not been replaced after the road had
recently been resurfaced and that following an intervention by him DCC Local
Services had agreed to deal soonest. (Noted)
(d) Dog Fouling: -
Cllr Moores said he had received a complaint from a parishioner about dog
fouling and that he had, as a result, notified the appropriate NDDC
department. (Noted)
(e) Refuse Collection – 2 Weekly Cycle: -
Cllr Moores said he had received a complaint from a parishioner about this
matter. Cllr Cann said it had been a major problem at one time but complaints
had now settled down. (Noted)
(f) Bus Service – Congestion: -
Cllr Moores said he had received complaints from parishioners about the
traffic congestion caused by an apparent increase in the bus service in and
around Instow and wondered whether a “bus war” was developing. After
discussion it was RESOLVED that Cllr Cann would liaise with the bus companies
to establish whether a little tweaking of their time tables might ease the
congestion. (Action: Cllr Cann)
(g) DCC Highway Matters: -
(i) Cllr Cann said he would like to respond in general terms about the DCC
matters that Cllr Moores had referred to. He said he would have preferred to
have been advised of the complaints Cllr Moores had received and that he could
then have assisted him in resolving them. (Noted)
(ii) Cllr Moores said he acted as he did because the parishioners in question
had come to him and that he personally felt it was time the whole traffic
situation in Instow was reviewed. (Noted)
(iii) Cllr White said that IPC regularly considered Instow traffic issues and
reacted in accordance with the wished of the majority of parishioners; he
referred in particular to a petition that had been received by Council when a
proposal to put all buses along Anstey Way had recently been muted by a
parishioner. (Noted)
(iv) The Clerk reminded IPC that it met up with DCC Local Services on an
annual basis to consider traffic management issues (normally in the
autumn/winter months) and that he recommended any future proposals/complaints
by parishioners should be directed to him (and Cllr Cann) for the information
and attention of IPC. IPC RESOLVED to adopt this recommendation. (Noted)
2706/7 MINUTES
It was RESOLVED that the May 2007 minutes of Instow Parish Council be approved
and signed. (Noted)
2706/8 MATTERS ARISING FROM THE MINUTES
a) Item 2705/7 (d) – New Instow School Site: -
(i) The Clerk advised IPC he had researched the minute book of IPC and could
not find any reference to IPC having passed any RESOLUTIONS in preference
for/or against any particular new school site other than vide reference Item
2201/8 (b) – February 2002; this stated that IPC RESOLVED to write to DCC to
“express the great disappointment of IPC on their choice of site (Welch’s
Lane, West Yelland) and their regret that no regard appeared to have been
taken of the wishes of Instow or the findings of its Steering Group on
Community Facilities” - the Chairman subsequently wrote a letter to this
effect. (Noted)
(ii) The Clerk told Cllrs that in his view there would never have been a
necessity for IPC to have passed a RESOLUTION one way or the other. IPC had
facilitated the Community Steering Group (led by DCC) and contributed to that
process. The only time that IPC would be in a position to pass a RESOLUTION
was when any firm planning application came before them. (Noted)
(iii) Cllr Harper said he felt it was time to draw a “line under this issue”
and move on; nothing could be gained, he said, by taking this any further.
(Noted)
(iv) Cllr Cann said that DCC, at a recent meeting (26.5.07), had unanimously
agreed to proceed with the necessary action to acquire the Lay-by site and
that he would report progress as and when it materialised. (Noted)
b) Item 2705/10 (a) – Traffic Management Issues (Various): -
(i) Cllr Cann provided an update as regards plans and costings for traffic
calming measures – see item 2706/5 (c). (Noted)
c) Item 2705/10 (b) – Quay Car Park/Charter Toilets: -
(i) Cllr Cann provided IPC with an update as regards NDDC’s Executive’s stance
following meeting of Tuesday 29th May 2007 – see item 2706/5 (b). (Noted)
(ii) The Clerk reported receipt of a report by Steve Pitcher to NDDC’s
Executive for its meeting of 29th May; he said he felt it was a very fair and
objective report. (Noted)
(iii) Cllr White (Vice Chairman) provided IPC with a report of his attendance
at the meeting of the 29th May 2007; he publicly thanked Adrian Forman
(parishioner) for his support. (Noted)
(iv) The Clerk reported receipt of a letter (dd 23.5.07) from a parishioner
reference “Marine Car Park – Instow”; he appraised IPC of the details. The
Clerk confirmed that said parishioner had been updated on subsequent
developments and been thanked by him for his support and assistance. (Noted)
d) Item 2705/8 (c) (v) (d) – Local Elections 2007/Co-option of Cllr to IPC
etc: -
i) The Clerk advised IPC that the Chairman, Vice Chairman, Cllr Green and
himself (later joined by Cllr Crombie for the final “wash-up”) had interviewed
four applicants for the one Cllr vacancy on IPC during the afternoon/evening
of Friday 1st June 2007 and were now in a position to bring their
recommendation to the meeting. He added that each candidate had gone through a
structured, rigorous, identical and appropriate interview process. (Noted)
ii) The Clerk suggested that in view of the “special/confidential” nature of
the business to be transacted that it was advisable to defer this matter to
the conclusion of the meeting and that at that point, and in the public
interest, the press/public be temporarily excluded and they be instructed to
withdraw. (Standing Orders 59 refers). IPC RESOLVED to adopt this
recommendation. (Noted)
e) Item 2705/10 (c) (ix) – Councillors – New Code of Conduct: -
(i) The Clerk reminded Cllrs he had circulated a draft copy of the New Code of
Conduct with their agenda papers (14.6.07) for their perusal/consideration –
there were no comments. (Noted)
(ii) The Clerk suggested he brought an “approved” copy back to the July
meeting for adoption; IPC RESOLVED to support this recommendation. (Action:
The Clerk)
(iii) The Clerk also referred to a letter (dd 1.6.07) from The Standards Board
for England reference “Standards Board for England - Guidance on the Revised
Member’s Code of Conduct” together with “Code of Conduct: Guide for Members”
and “Code of Conduct: Pocket Guide”; the Clerk reminded Cllrs he had
circulated a copy of each to them with their agenda papers (14.6.07) (Noted)
(iv) The Clerk advised IPC of a letter (dd 8.6.07) from NDDC reference
“Training on Revised Town and Parish Council Members’ Code of Conduct”; he
said a copy of the letter had been circulated to Cllrs with their agenda
papers (14.6.07). IPC RESOLVED that Cllrs who wished to attend should make
their own arrangements. (Noted)
(v) The Clerk confirmed he had attended a NDDC training session on the new
Code of Conduct on Friday 25th May 2007. (Noted)
f) Item 2705/11 (i) (f) – IPC / Cllr Appointments & /Details:-
(i) Cllr Appointments: -
The Clerk reminded Cllrs he had circulated a draft copy to them with their
agenda papers (14.6.07) – IPC RESOLVED to ratify it subject to the inclusion
of the co-opted Cllr. (Action: The Clerk)
(ii) Cllr Details: -
The Clerk reminded Cllrs he had circulated a draft copy to them with their
agendas papers (14.6.07) – IPC RESOLVED to ratify it subject to the inclusion
of the co-opted Cllr. (Action: The Clerk)
2706/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Email (dd 28.5.07) from Chairman of TTEF reference “Bathing Water Data as
of 25th May 2007”: -
The Clerk advised IPC that Instow had failed its first test for the year (can
only fail two in one season to pass the imperative standard); he then referred
to said email as regards the reasoning and action taken by Environment Agency.
(Noted)
b) Email (dd 1.6.07) from parishioner reference “Sea Wall”: -
(i) The Clerk said the parishioner complained that the sea wall (seaward side)
had been defaced by “great arrows” (some in day-glow paint) indicating drain
exits and questioned why this hadn’t been done more discreetly by the
placement of a small plaque. The Clerk said he had told the parishioner that
the wall was the property of DCC and that he would liaise with its Local
Services Superintendent for the area and pass on his comments. (Noted)
(ii) The Clerk confirmed he had subsequently spoken to the DCC’s Local
Services Superintendent and had been informed the matter was in hand when
funding became available. (Noted) (iii) IPC discussed the situation and
RESOLVED to support the views of the parishioner who would be updated by the
Clerk. The Clerk also agreed to keep this issue to the forefront of discussion
between him and DCC. (Action: The Clerk)
c) Letter and attachments from NDDC reference “NDDC – Standards
Committee/Vacancy (x2) for Parish Council Representative”: -
(i) The Clerk reminded Cllrs he had forwarded a copy of this letter etc to
them with their agenda papers (14.6.07) and that the closing date for
applications was Friday 13th July 2007. (Noted)
d) Letter (dd 4.6.07) from NDCC reference “Street Collection Permit”: -
The Clerk advised IPC that this collection was in aid of North Devon Mini
(Car) Register on Behalf of CHSW and was to be held on Monday 27th August 2007
between 9am and 6pm and that in view of the fact this was a bone fide charity
he had told NDDC that IPC had no objection. IPC RESOLVED to ratify this
decision. (Noted)
e) Email (dd 7.6.07) and attachment from Countryside Alliance (CA) reference
“Fly Tipping Campaign”: -
(i) The Clerk advised IPC that the CA were initiating a consultation process
with a closure date for responses of 27th July 2007; he said the relevant
papers had been copied to Cllrs with their agenda papers (14.6.07) in the
event IPC might wish to resolve to make a response. (Noted)
(ii) IPC RESOLVED to take no further action. (Noted)
f) (i) Letter (dd 6.6.07) from Devon & Cornwall Police Authority reference
“Torridge Police Authority Liaison Meeting – Tuesday 26th June 2007 at 7.30 pm
(Pollyfield Centre, East the Water, Bideford) : -
The Clerk said he had copied the letter to Cllrs with their agenda papers
(14.6.07) and a poster had been placed at the post office for the information
of parishioners. (Noted)
(ii) Letter (dd 12.6.07) from Devon & Cornwall Police Authority reference
“Police Authority Liaison Meeting - Barnstaple - The Council Chamber, Civic
Centre, Barnstaple at 7.30 pm on Thursday 28th June 2007: -
The Clerk provided a copy of the letter to Cllrs at the meeting and said he
would place a poster at the post office for the information of parishioners.
(Noted)
g) Email (dd 8.6.07) from DAPC reference “Rights of Way Consultation – Defra”:
-
(i) The Clerk said this consultation process invited views on the proposed
approach to implementing a new statutory right of application for orders to
extinguish or divert public rights of way; the new rights, which were intended
to benefit certain categories of landowner/occupier/lessee and school
proprietors were contained in the Countryside and Rights of Way Act 2000. He
said responses should be sent to Defra by 31st August 2007. (Noted)
ii) The Clerk reminded Cllrs that he had circulated a copy of these papers to
them with their agenda papers (14.6.07). (Noted)
(iii) IPC RESOLVED to take no further action. (Noted)
h) Information received of relevance to “New Stagecoach Bus Stops – Anstey
Way”: i) The Clerk told IPC he had received information from several
parishioners to the effect that a number of new bus stops had appeared along
Anstey Way and had queried how this had taken place without apparent
warning/consultation. (Noted)
(ii) The Clerk advised IPC he had subsequently liaised with Cllr Cann (email
of 6.6.07 refers) and that he had agreed to make relevant enquiries with the
bus companies and DCC Local Services. (Noted)
(iii) For action see 2706/6 (f) (Action: Cllr Cann)
i) Email (dd 6.6.07) from Clerk to Chairman of IIB reference “IIB Flower
Beds/Hedge between Atturm and Bridge (Poppies)”: -
(i) The Clerk advised IPC he had received a complaint (see item (iii) (i)
below) about the vegetation (and poppies) hindering passage along the footpath
between Atturm and the Bridge (over the Tarka Trail) and that he did, as a
result, communicate with the Chairman of IIB to see if there was a “green”
solution to this annual issue. (Noted)
(ii) The Clerk informed IPC of a subsequent response from IIB setting out its
strategy for flower bed maintenance (and suggestions for the hedge in
question) following which he had asked the handyman to strim away the main
weeds in the hedge asap and leave the flowering poppies for the time being.
(Noted)
(iii) The Clerk further advised IPC of an email (dd 16.6.07) and a
letter/petition (dd 18.6.07) from a parishioner reference “Poppies between
Bridge and Marine Camp”. The Clerk told IPC of the details of letter/petition
(32 signatories). (Noted)
(iv) After a discussion it was RESOLVED to take no further action until all
the poppies had died down and to then liaise with DCC Local Services
Superintendent to have the Parish Lengthsman trim the hedge right back and
throw the soil /sand from the pavement into the hedge so that hopefully the
poppies will re-seed themselves at that location and not overhang the
pavement. (Action: The Clerk)
j) Email (dd 18.6.07) from Cllr Harper reference “Cob House – Arson”: -
The Clerk told IPC that vandals had recently burnt off the roof of this
structure and that he had advised NDCCS and Wings of the incident. Cllr Harper
said he had visited the scene and taken photographs. The Clerk confirmed he
had told the police. (Noted)
k) Email (dd 19.6.07) from parishioner of Yelland reference “Car Accident –
Anstey Way Lay-by/Road Markings?” -
The Clerk briefed IPC on the content of the email and of the action taken by
him i.e. liaison with Cllr Cann (DCC – email) and updated the informant of the
action he had taken. He added that it was DCC’s intention to place suitable
road markings at the location. (Noted)
m) Letter (dd 20.6.07) from parishioner reference “Mays Field – Car Boot
Sales/Traffic Dispersal”: -
The Clerk advised IPC that a parishioner was raising concerns about the lack
of supervision provided by the organisers of these events when vehicles left
the field in Rectory Lane and of the risk this was creating to other road
users (pedestrians and motorists). The Clerk suggested he spoke to the owner
of the field with a request he convey this real concern to future organisers –
IPC RESOLVED to support this recommendation. (Noted)
n) SW Conference of Local Councils Associations – Quality Parish Councils
(Taunton 12th June 2007): -
The Clerk reported he had attended this conference at Taunton on Tuesday 12th
June and provided Cllrs with a resume of the proceedings i.e. the purpose of
the seminar was to support the work of QCs’ in the region and provide an
insight into the devolution of power from Whitehall to Town Hall. The Local
Government White Paper entitled “Strong and Prosperous Communities” outlined
the vision for local governance and as a layer of local government closest to
the people, town and parishes had been specifically identified. He added that
presentations were given by Phil Woolas MP (Government Perspective), Dr Graham
Gardner (Local Government Act – Changes), James Hassett (Economic
Perspective), Oliver Baines (Climate Change), John Wokersien (A Town Council’s
Perspective) and Ken Cleary (NALC – National Policy to Local Action). (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Emails (dd 18.5.07 & 7.6.07) from Chairman of TTEF reference “Instow,
Westward Ho! and Saunton – Bathing Waters Data as of 18th May 2007 and 7th
June.”
b) Email (dd 3.6.07) to members of TTEF from Chairman of TTEF reference “TTEF
– Update Newsletter 29th May 2007”
c) Email (dd 3.6.07) to IPC Cllrs and akin from Chairman of TTEF reference
“TTEF – Update Newsletter 29th May 2007”
d) (i) Email (dd 28.5.07) from Chairman of TTEF reference “TTE Geomorphology
and Management Report” & (ii) Letter (dd 31.5.07) from Environment Agency
reference “Ditto”.
e) Email (dd 6.6.07) from Chairman of TTEF and attachment (same as item (d)
(ii) above) reference “Estuary Geomorphology Study – Public Presentation/Edgehill
College on 13th June 2007”: - Email forwarded to IPC Cllrs by originator of
email.
f) Email (dd 7.6.07) and attachment from Chairman of TTEF to members of TTEF
reference “TTEF – Newsletter 7th June 2007”
g) Email (dd 7.6.07) from Chairman of TTEF to IPC Cllrs etc reference “TTEF –
Newsletter 7th June 2007”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 18.5.07) reference “NALC – Awards
for Local Councils 2007”; (ii) Email (dd 25.5.07) reference “Reward for Best
Practice – Flyer”; (iii) Email (dd 29.5.07) reference “Cracking The Code
Conference (19th July – Birmingham) – The New Ethical Regime for Parish
Councillors”; (iv) Email (dd 29.5.07) reference “Sustainable Funding Project –
What’s it all About?”; (v) Email (dd 29.5.07) reference “Planning Event -
Birmingham”; (vi) Email (dd 30.5.07) reference “New Cllr and Chairmanship
Training (Various)”; (vii) Email (dd 30.5.07) reference “Promotion of 2 NALC
Events – i.e. Leaders Lunch (London 13th July) and Cracking The Code
Conference” (see item (iii) above); (viii) Email (dd 1.6.07) reference “Round
Table – Impact of Reduced Post Office Network on SW” – copied to Chairman
(response deadline 8.6.07); (ix) Email and attachments (dd 1.6.07) reference
“NALC Annual Conference & Exhibition 2007” ; (x) Email and attachments (dd
1.6.07) reference “Win a Premiership Player – Creating Chances”; (xi) “Village
Green Magazine (Issue June 2007 – No 108)”” – also contains papers of
relevance to “Consultation Paper on Support for Community Land Trusts in
Devon”, “DPFA AGM and Presentation 2007”, “Affordable Housing Forum” and “A
Senior Council for Devon”; (xii) Email (dd 5.6.07) reference “UK Nuclear Power
Consultation”; (xiii) Email (dd 7.6.07) reference “Rural Officer Advert”;
(xiv) Email (dd 6.6.07) reference “RockETS Scheme – Grants”; (xv) Letter (dd
7.6.07) from NALC reference “News & Information Bulletins/Local Council
Review” – IPC already receives an excellent “information” service from DAPC
and receives Clerks and Council Direct/Village Green Magazine; (xvi) Email (dd
14.6.07) reference “2007/8 Pay Negotiations - Update”; (xvii) Email (dd
14.6.07) reference “Advertisement for Town Clerk – Brixham”; (xviii) Letter
(received 15.6.07) from SLCC reference “University of Gloucestershire – Clerk
Training” – noted by Clerk; (xix) Letter (dd 4.6.07) from DAPC reference
”County Committee 2007/2011 – North Devon”; (xx) Email (dd 15.6.07) reference
“Financial Standing Orders – Smaller Councils” – Clerk communicated by email
with Clerk of North Tawton; (xxi) Email (dd 18.6.07) reference “Strategic
Review of Health and Social Care – Public Conversation Events” and (xxii)
Email (dd 20.6.07) reference “Introduction into Chairmanship Course – 28th
June @ Torrington”
b) NDDC’s Members Services Weekly Information Sheets for w/c 18.5.07, 25.5.07,
1.6.07, 8.6.07 and 15.6.07
c) RD and Express (Issue 10 - May 2007)
d) North Devon Festival – Publicity
e) Agenda of NDDC’s Standards Committee for 7 pm on Wednesday 30th May 2007 –
Taw Room, Civic Centre and associated papers
f) Letter (undated) and enclosure from Environment Agency reference “World
Environment Day – 5th June): - Copied on to editor of parish magazine as
requested
g) North Devon Direct (Issue 5 – Summer 2007)
h) Letter (dd 23.5.07 from DCC reference “Decision about new Provider of
Externalised Services”
i) Telephone call (29.5.07) from parishioner reference “Complaint – Overgrown
Hedge/ Atturm to Bridge (Tarka Trail)”: - Advised parishioner that matter
already in hand dependant upon growth of poppies – handyman spoken to
previously; see also item 2705/9 (i) (i)).
j) Information received (30.5.07) from handyman reference “Sea Wall – Marine
Parade/Stones out of Wall – Pavement”: - DCC Highways Superintendent told and
to deal
k) DCC “Devon Minerals” Update No 4
l) Email (dd 22.5.07) from Chairman of IIB reference “Car Park Sign”: -
Appropriate information provided.
m) Telephone message from Balfour Beattie (0800 169 1144 Helpline) reference
“Prior Notification of Road Closure – Kiln Close Lane (Sea Breeze) – 26th July
2007”
n) Pamphlet (received 1.6.07) reference “”A Community Conference – Recycling,
Composting and Climate Change/Crediton on 29th June”
o) Letter (dd 30.5.07) from ndh reference “Annual General Meeting 2007 (13th
July)”
p) Devon In Touch Monthly Round Up (June 2007): - Copy placed at post office
for information of parishioners.
q) Telephone call (7.6.07) from NDDC’s Environmental Health (EH) Department
reference “NDDC Web enquiry regarding Ownership of North Devon Cricket Club
Sea Wall”: - Clerk spoke to Chairman of NDCC and as a result notified NDDC’s
EH Department that wall believed to be either the property of DCE or
Environment Agency.
r) Telephone call (7.6.07) from parishioner reference “Unsafe Manhole Cover –
Marine Parade (Offshore)”: - DCC’s Local Services Superintendent advised –
originally advised following March meeting of IPC.
s) Telephone call (7.6.07) from Children’s Hospice (SW) reference “Opening
Hours – Public Toilets at Instow”: - Clerk advised caller that toilets
believed to be open 24 hours a day but to check with NDDC.
t) Letter (undated – received 8.6.07) and Note (received 20.6.07) from DCC
reference “Parish Paths Partnership Summer Events: - Noted by Clerk and
Handyperson.
u) Note from DCC reference “Improving Relationships between Parish Councils
and Authorities to make better use of Allocated Resources”
v) (i) Minutes of NDDC’s Standards Committee Meeting held on Wednesday 30th
May 2007 and (ii) Agenda of NDDC’s Standards Committee Meeting of Wednesday
20th June 2007 and associated papers.
w) Email (dd 12.6.07) from The Local Channel reference “May and June Local
Column”
x) Telephone call from Cllr Crombie reference “Lights not Working – Tarka
Trail Tunnel”: - Clerk contacted NDCCS and matter rectified.
y) Letter (undated – received 14.6.07) and attachment from Western Power
Distribution reference “Quality of Supply Report 2006”
z) Pamphlets from Glasdon reference “Local Councils News-Sheet (Summer 2007)
aa) Letter (dd June 2007) from Vitalise reference “Vitalise Needs Your Help –
Funding Request” – No further action taken as request does not accord with
IPC’s grant/donation policy.
bb) Email (dd 20.6.07) from Cllr Harper reference “Abandoned Traffic
Furniture”: - Clerk advised DCC Local Services Superintendent to deal.
cc) Agenda and associated papers of meeting of NDDC on Wednesday 27th June
2007 at 7 pm
dd) Agenda and associated papers of meeting of NDDC’s Ilfracombe and Northern
Rural Area Committee of Wednesday 27th June 2007 at 8 pm following Full
Council
ee) Ditto for NDDC’s Barnstaple, Fremington and Instow Area Committee of
Wednesday 27th June 2007 at 8 pm following Full Council
ff) Information (21.6.07) from handyman reference “Abandoned Armchair on
Marine Parade (opposite Commodore) and Black Bin Rubbish strewn over
pavement/highway near the Quay”: - Clerk advised “out-of-hours” NDDC Officer
who agreed to pass this on to the appropriate department to deal.
2706/10 FINANCE
1. INCOME: -
DCC Community Grant/Equipment £ 505.00
Car Park Takings Period ending 30th May 2007 £ 830.70
Ditto Period ending 6th June 2007 £ 414.70
Ditto Period ending 13th June 2007 £ 554.50
Ditto Period ending 20th June 2007 £ 328.30*
TOTAL: - £2,633.32
Key: -
* Car Park Takings £407.25 down on similar date 2006
2 EXPENDITURE: -
Mr. M Harris Village Handyman £ 357.00
Mr M Harris Grass Cutting (No. 2 & 3) £ 420.00
Mr P Cook Beach Cleaning £ 380.00
Mr P Humphries New Panel for Tractor £ 30.00
Allianz Cornhill plc Additional Public Liability Fee (see 5 (d) below) £ 95.02
Mr R Jacob Clerks Remuneration £ 897.00
Mr R Jacob Clerks Expenses £ 459.92*
Inland Revenue Re Mr R Jacob £ 253.00
Mr G May Tractor Garage Rental (April – March 2006) £ 112.80+
Mrs G M Warwick Part Refund Car Park Season Ticket 2007 £ 40.00
NDDC Annual Licence Instow Car Park 2007 £1,608.58=
Freebird Leisure Provision of Seat (Insurance Claim - see 5 (i)) £ 250.00
TOTAL: - £4,903.32
Key: -
* Includes £30.97 for Paint and £23.69 Eye Bolt Anchors (Raw Plugs) for Parish
Seats.
+ Includes £16.80 Vat – recoverable
= £76.38 more than 2006
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02350065 as @ 25.5.07 (Statement = £ 1,344.26*
Lloyds Bank Business a/c no. 02348842 as @ 30.4.07 (Statement = £18,760.43+
Key:
* According to Clerks records this is £59.35 (4 cheques to the total value of
£1,284.91 uncashed and I cheque to the value of £56 (301)
cancelled/re-instated to account)
+ According to Clerk’s records this is £20,323.63 as at 20.6.07
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £4,850.00 from Lloyds Bank Business account number
02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as
at 2 above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Tractor – Refurbishment of Old Scrape: -
(i) IPC discussed the proposal to refurbish the old scrape; two quotations
were to hand i.e. £250 plus VAT (recoverable) from B Thorne and £400 plus VAT
(recoverable) from Pro-Weld of Bideford). (Noted)
(ii) After a discussion IPC RESOLVED to establish more detail about the
quotation from B Thorne in that collection/return would apparently be extra
plus the cost of the steel used in the refurbishment. (Action: The Clerk)
*** Cllr Cook declared a pecuniary interest, did not speak and left the
room***
(b) DCC Locality Budget/Engine Blower and Chain Saw: -
(i) Cllr Cann and The Clerk provided a progress report i.e. a cheque for £505
had been received from DCC and banked (see 1 above) and the equipment
(blower/chain saw) was now available for purchase subject to ratification by
IPC; IPC RESOVED to approve the purchases and thanked Cllr Cann for his
generosity. (Action: The Clerk)
(ii) The Clerk reported he had made an application (8.6.07) to open an account
for IPC with Mole Valley Farmers of South Molton where the relevant equipment
had been costed prior to the grant application having been made and from where
it could now be purchased; he said that once the account had been confirmed he
would facilitate the necessary purchases. (Action: The Clerk)
(c) Boathouse Flood Defence Gate (See Item 2704/10 (5) (n)): -
(i) The Clerk confirmed that the Environment Agency (letter/attachments dd
23.5.07 refers) had approved this project and that formal consent for the
named works, as required by the Land Drainage Byelaws 1986, had been issued.
(Noted)
(ii) The Clerk confirmed (email of 24.5.07 etc) that DCC had re-affirmed its
agreement to cover half of the cost of the new gate (up to £200 – Total cost
£395.00 plus VAT which was recoverable). (Noted)
(iii) The Clerk confirmed that the new gate had been ordered (24.5.07) and
that it should be fitted “in 3 – 4 weeks”; this had not materialised as of the
date of the meeting and the Clerk agreed to chase it up. (Action: The Clerk)
(iv) The Clerk confirmed he had spoke to the DCC Local Services Superintendent
and that the small gap to the other side of the main gate (between the gate
and the sea wall) would be dealt with by DCC “as seen fit” asap. (Noted)
(d) Allianz Cornhill - “Insurance Renewal 2007/8 – Amendments”: -
The Clerk advised IPC that he had liaised with AC at length (various emails
refer) reference alterations to the policy schedule regarding “Property
Damaged Items i.e. shelters, seats etc” and that as a consequence he had
received an email (20.6.07) advising IPC that an additional renewal payment of
£92.05 was necessary. The Clerk explained the reasoning for the amendment that
IPC RESOLVED to approve. (Noted)
(e) Audit Commission - Annual Return for the Year ended 31st March 2007: -
(i) The Clerk referred to a copy letter (dd 4.6.07) from Mr G Day (IPC’s IA)
to the Audit Commission concerning IPC Annual return 2006/7. The Clerk
reminded Cllrs he had copied said letter to them with their agenda papers
(14.6.07). (Noted)
(ii) The Clerk confirmed that the appropriate “Exercise of Electors’ Rights”
form had been placed at the Post Office (together with a copy of the relevant
“Annual Return”, “Income and Expenditure Summary” and “Council’s Accounts: A
Summary of Your Rights” form”) on the 18th May with details of “Inspection
Days” (being Monday to Friday (9 am to 5 pm)) for the period 1st June to the
28th June 2007 (i.e. 20 working days). The Clerk reported that no requests, as
of the date of the meeting, had been received by him. (Noted)
(f) Beach Cleaner - Public Liability (PL) Insurance Cover 2007/8: -
The Clerk advised IPC that the Beach Cleaner had now provided him with a copy
of his PL insurance; the Clerk outlined the cover and cost. (Noted)
*** Cllr Cook declared a pecuniary interest, did not speak and left the
room***
(g) Letter (undated – received 24.5.07) from Phoenix Bike Club reference
“Donation”: -
The Clerk read the letter to Council and then a discussion ensued at the
conclusion of which it was RESOLVED not to make a donation on the grounds the
application did not fit into IPC’s policy. (Noted)
***Cllr White declared a personal interest and did not speak***
(h) Letter (undated) from J + J BINS (Dog Waste Bin Services) reference
“Provision of Dog Waste Bins/Emptying”: -
The Clerk read the letter to Council at the conclusion of which it was
RESOLVED to take no further action. (Noted)
(i) Damaged Parish Seat (Giles) – Insurance Claim: -
(i) The Clerk confirmed that the necessary paperwork had been sent (31.5.07)
to the Allianz Cornhill plc to claim for a new seat that had been
provisionally ordered at Freebird Leisure of West Yelland and who had already
provided a quote of £250.00 including VAT. (Noted)
(ii) The Clerk advised IPC that this claim had been approved by the AC (letter
dd 9.6.07 refers) and that authorisation to proceed had been given; he said
the seat had, therefore, been ordered (see expenditure as at 2 above) and
would be installed asap by the parish handyman. He reminded IPC that the AC
would only eventually reimburse £125 as IPC’s policy had a £125 excess clause
to it. (Action: The Clerk)
(j) Letter (dd 31.5..07) from Lloyds TSB reference “Deposit Account - Interest
Rates”: -
The Clerk said this stated that current interest rates were on its website
www.lloydstsb.com/business, Branches, Daily Telegraph, Times, Daily
Mail/Express and Daily Record (Scotland). (Noted)
k) Letter from parishioner (G M Warwick) reference “Request Refund (Part) Car
Park Season Ticket 2007”: -
The Clerk said this letter stated that due to the ill health of her husband it
had been necessary to move permanently to Ilfracombe and requested a
proportional refund of her car park season ticket for which she paid £80. The
Clerk recommended that a refund of £40 might be seen as appropriate IPC
RESOLVED to support this recommendation. (Action: The Clerk)
l) Beach Cleaning Grant 2007/8 – NDDC: -
The Clerk advised IPC that its beach grant application 2007/8 (of at least
£1,800) had been sent to NDDC (14.6.07) but that the application system had
changed yet again from previous years. He said he was of the belief that this
form of NDDC grant giving could well be in jeopardy for future years and that
IPC should prepare itself for such an eventuality. He finalised by saying it
could only be hoped that the situation would be much clearer by the time the
budget meeting for the year 2008/9 was held in November 2007. (Noted)
2606/11 PLANNING
a) Letter (received (26.5.07) from NDDC reference “Erection of Notice board on
end wall of Garage Block at Marine Car Park, Marine Parade, Instow (Reference
42315): -
The Clerk reported that this stated that NDDC Planning had GRANTED this
application with conditions as listed. (Noted)
b) Letter (received 26.5.07) from NDDC reference “Application for consent for
work to trees covered by tree preservation order in respect of 1 limb from bay
laurel, crown reduction by 30% on cherry plum, removal of branch stubs from
alder, removal of 2 branches from whitebeam and removal of various branches
from Monterey cypress tree at Bar Beacon, Anstey Way, Instow (Reference No
43937): -
The Clerk reported that this stated that NDDC Planning had GRANTED this
application with conditions as listed. (Noted)
c) Letter (received 26.5.07) from NDDC reference “Formation of Vehicular
Access at Springfield Cottage, Instow (Reference No 44089): -
The Clerk reported that this stated that NDDC Planning had REFUSED this
application for reasons as listed and that he had copied the letter to Cllrs
with their agenda papers (14.6.07) for their information. (Noted)
d) Letter (dd 24.5.07) from NDDC reference “Extension to dwelling, conversion
of garage to form additional living accommodation and erection of car port at
2 Chichester Close, Instow (Reference No 44439): -
(i) The Clerk reported receipt of this application (26.5.07) and of having
passed it immediately to the Vice Chairman for the attention of IPC’s PSC; for
response by 14th June or an extension 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 an extension had been applied for (13.6.07 –
email to NDDC Planning refers) and had been granted until 22nd June 2007.
(Noted)
(iv) After a discussion, led by IPC’s PSC, IPC unanimously RESOLVED to
recommend approval of this application. (Action: The Clerk)
e) Letter from NDDC reference “Listed building application for installation of
solar panels to rear of garage roof at The Rectory, Quay lane, Instow
(Reference No 44263): -
The Clerk reported that this stated that NDDC Planning had GRANTED permission
for this application with conditions as listed. (Noted)
f) Letter from NDDC reference “Installation of solar panels to rear of garage
roof at The Rectory, Quay lane, Instow (Reference No 44264): -
The Clerk reported that this stated that NDDC Planning had GRANTED permission
for this application with conditions as listed. (Noted)
g) County Matter Planning Application: Completion of capping of ashbeds.
former Yelland Power Station, Lower Yelland, Barnstaple (Reference No JP/DCC/2429/2007:
-
(i) The Clerk reported receipt of this application (11.6.07) and of having
passed it immediately to the Vice Chairman for the attention of IPC’s PSC; for
response by 28th June 2007. (Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) After deliberation, led by IPC’s PSC and supported by a report from
IPC’s Environment Advisor, IPC RESOLVED to recommend as follows: -
a) No extension should be granted beyond the end date at the end of 2007.
b) A restoration and management plan should be drawn up to ensure that the
re-colonisation and ongoing maintenance of the tipped area is properly
supervised.
c) This site is classed as an amenity area and was always intended to be
returned to public access after completion of the tipping - it was originally
called the “Nature Conservation Site” (so Instow Parish Council has been
reliably informed).
(Action: The Clerk)
h) County Matter Planning Application: Enlargement and continuation of use of
Transfer Station former Yelland Power Station, Lower Yelland, Barnstaple
(Reference No JP/DCC/2476/2007: -
(i) The Clerk reported receipt of this application (11.6.07) and of having
passed it immediately to the Vice Chairman for the attention of IPC’s PSC; for
response by 28th June 2007. (Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) After deliberation, led by IPC’s PSC and supported by a report from
IPC’s Environment Advisor, IPC RESOLVED to comment/recommend as follows: -
a) This Transfer Station is only licensed for the site to service the capping
of the ashbeds; therefore, any extension until the end of 2007 to complete the
capping process (see item 2606/11 (g) above) should have to apply to the
transfer station as well.
b) The present licence only allow for suitable materials to be brought into
the site for the capping of the ashbeds – exporting of materials from the site
is not allowed.
c) Any extension beyond 2007 for the use of said transfer station would only
make permanent an arrangement that was only ever intended to be temporary. It
will also involve materials being brought in, processed on site, and then
being exported again, much as appears to happen at a similar
transfer/recycling station at Huish.
d) It would seem that this application is to establish an extension to the
transfer station that has already taken place and if granted could provide the
potential for it to be extended again.
e) The land at Yelland Power Station is set aside in the North Devon Local
Plan for industrial and recreational use and the transport issues are already
established.
f) There are concerns that this site might continue to be used as it is
currently for years to come (both DCC and the Environment Agency are committed
to the recycling of waste building material) but is this an appropriate site
for such an activity bearing in mind it is in the heart of the Taw/Torridge
Estuary/Biosphere? Surely there has to be more suitable sites?
In summarise – IPC recommends that: -
Any enlargement and continuation of this transfer station should be temporary
(i.e. until end of the year 2007) to allow completion of the capping process
and not beyond.
(Action: The Clerk)
i) Letter (dd 18.5.07) from Barnstaple Town Council reference “Planning
School”: -
The Clerk said this letter provides full details of the planning school which
was to be held on Saturday 23rd June 2007; IPC was given prior warning of this
initiative at the May meeting (see 2605/13 (a)). (Noted)
2706/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Rectory Lane/Close – Weeds: - Cllr White again (previously advised May
meeting) requested that DCC Local Services be asked to deal with this annual
issue. IPC RESOLVED to have the Clerk liaise with DCC Local Services. (Action:
The Clerk)
b) Instow School – Flashing Warning Lights: -
Cllr Cook said it was necessary to switch these lights on manually on site and
wondered why a switch could not be placed remotely at the school so that they
could be switched on/off from there. IPC RESOLVED to discuss this issue with
the Headteacher. (Action: The Clerk)
2706/13 STANDING ORDER 59 - EXCLUSION OF PRESS & PUBLIC
RESOLVED that in view of the confidential nature of the business about to be
transacted, it was advisable in the public interest, that the press/public be
temporarily excluded and they were instructed to withdraw.
2706/14 IPC – CO-OPTION OF COUNCILLOR - see item 2706/8 (d) (i) & (ii)
(i) IPC discussed this matter and RESOLVED to co-opt Mrs Paula RENSHAW on to
Instow Parish Council. (Action: The Clerk)
(ii) In doing so IPC unanimously RESOLVED that all unsuccessful candidates
should be sincerely thanked for putting themselves forward for consideration
of co- option particularly as each candidate had proven themselves to be
eminently suitable to be a parish councillor particularly as they had all been
subjected to a thorough, structured, transparent and probing interview as part
of the selection process. (Action: The Clerk)
2706/15 OPEN COUNCIL – ANY OTHER BUSINESS CONTINUED
There being no other business the meeting was closed.
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