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The meeting was preceded, at 7 pm, by a talk on “By-Laws, Dogs and Public
Conveniences” given by Mr Geoff Barclay (NDDC – Environmental Health
Department). Mr Barclay outlined the by-laws of relevance to Instow and their
relevance to the control of dogs and the enforcement of the relevant by-laws.
Mr Barclay answered various questions as posed to him by Councillors.
As regards toilets: Mr Barclay firstly apologised for the current poor state
of the two public conveniences in Instow (Quay Car Park and Sand Dunes, Marine
Drive) and for not having opened up a dialogue with the parish much earlier on
the future of public conveniences within the village. He said, however, he now
hoped it was possible to “draw a line in the sand” and to move forward
together in a positive and meaningful way. He spoke of the recent NDDC’s Best
Value Review process and of the instigation of Charter Toilets that would
bring about rationalisation of such facilities within the District and saving
in the relevant budget. He also gave an undertaking that work would begin,
almost immediately, on the current toilets although this would only involve
general maintenance and necessary repairs but nothing of a cosmetic nature. Mr
Barclay said NDDC was currently negotiating with the developer of the site
behind the Sand Dunes toilets to sell the whole toilet site (and not just the
ransom strip as was originally believed – should be resolved by end August)
and to build, in partnership with Devon Christie Estates (DCE) a “Charter
Toilet” block in the car park opposite, much like had recently been achieved
at Saunton Sands; DCE have, apparently, offered planning gains to NDDC if this
joint venture is to materialise. Mr Barclay added, however, that this could
take some time and was nowhere near a “done deal”. In the meantime NDDC wished
to press on with their Toilet Charter initiative (which had found favour with
the recent Audit Commission Inspection of the Council’s Best Value Service
Review - December 2002) and that Instow was now the next area, within the
District, to benefit from such a process of development. Mr Barclay said NDDC
was considering “withdrawing” from the Quay Car Park toilet facilities (so
they could concentrate on one Charter facility – the NDDC/DCE project at the
Sand Dunes Car Park) - and that IPC could undertake the “management” of these
toilets with an annual grant being provided to cover the necessary running
costs. Councillors generally questioned Mr Barclay at the conclusion of which
he agreed to send a letter, setting out the District Council’s full proposals,
with a view to receiving a response from IPC as soon as possible. The
Chairman, Cllr White, thanked Mr Barclay for talking to Council. (Noted)
Present: - Councillors M Green, C Harper, A Johns, G May, Mrs A Mayoh, F
Scott, S White (Chairman) and Mr R Jacob (Parish Clerk).
2307/1 PRAYER
The Clerk led the Council in prayer.
2307/2 APOLOGIES & OPENING REMARKS OF CHAIRMAN
Councillors P Cook and N Crombie.
The Chairman asked parishioners to confine their comments on any issue to the
“public speaking” time of the agenda (Item 2307/4). He thanked them for their
cooperation. (Noted)
2307/3 POLICE REPORT
(i) Crime: - The Clerk tendered Constable Johnson’s apologies and in doing so
reported that since the last meeting there had been three crimes committed in
the parish namely, criminal damage to the front gates at Orchard Farm Landfill
Site, Holmacott together with the theft of a dinghy and dinghy seat at the
North Devon Yacht Club. Finally he said there had been one arrest for the
possession of cannabis following a car search at Anstey Way. (Noted)
(ii) Other Matters: - The Clerk added that Constable Johnson had yet to occupy
his Office at Fremington (venue still unknown) and that he could, in the
meantime, be contacted on the Force’s telephone number – 08705 777444. (Noted)
2307/4 PARISHIONERS
(a) Instow New School: - A parishioner updated Council on his recent email
communication with DCC. He said that although he was speaking on behalf of
himself he was actively gathering the views of residents of Instow and that he
felt it was a key function of IPC to determine what was actually happening. He
added it was important for parishioners to know what was going on and to be
involved; otherwise the appropriate authorities would not known what they
wanted. (Noted)
Cllr Cann (DCC) said DCC was currently considering two sites, the “Lay By” and
“Seaward” site, the preferred option being the “Lay By” site, and that a
decision would be taken by September. At this point any planning scheme would
be advertised and the public would be invited to have their say. Cllr Cann
said the “Seaward” site did present planning issues that were virtually
insurmountable and reminded Council that public consultation, on a new school
for Instow, had been in being for in excess of 12 years. Another parishioner
reminded Council of a Community Steering Group that was set up in 2001 to
consider the options for a new school, and community facilities, and that an
open day had been held during that process at the Parish Hall for the benefit
of the parish as a whole. It had been widely publicised. (Noted)
(b) Kerb/Disabled Access – Rectory Lane/Anstey: - A parishioner said he was
speaking on behalf of a neighbour who was unable to negotiate the kerb at the
junction of Anstey Way/Rectory Lane with his motorised scooter. It was
RESOLVED the Clerk would contact DCC and arrange for some remedial action to
be taken as soon as possible. (Action: The Clerk)
(c) Bonfire – Nuisance: - A parishioner complained that a householder in Old
Rectory Close had recently lit a bonfire at 8.30 pm which had proven to be a
nuisance by virtue of the smoke that ensued. The Clerk advised the parishioner
that this was a matter, which could be reported to the Environmental Health
Department (NDDC) as a nuisance, but that a personal word with the householder
might prove to be more beneficial in the long term. (Noted)
2307/5 REPORT COUNTY COUNCILLOR R CANN
(a) Marine Parade - Experimental Pinchpoints (2306/5 (a)): - Cllr Cann
reported he had signed the delegated approval to advertise the Traffic Order
for this “initiative” to become a permanent scheme. He added that once it
became a permanent scheme it would be clearly marked and identifiable. (Noted)
(b) Marine Parade - Experimental 20 mph Speed Limit (2306/5 (b)): - Cllr Cann
said this proposal was for a permanent 20 mph limit, and not temporary as
recorded in the June minutes (Item 2306/5 (b)). Council RESOLVED to accept
this amendment. He added it would soon be advertised. (Noted)
(c) Proposed Pedestrian Crossing – Anstey Way (2306/5 (c): - Cllr Cann
reported that exploratory enquiries were still ongoing and that the first
option considered, and outlined at the June meeting, would have cost £40,000.
(Noted)
(d) Obstruction of the Footpath/BT Kiosk: - Cllr Cann spoke of a BT Telephone
Kiosk (opposite the Boathouse Pub – Marine Parade) that encroached onto the
pavement so far that disabled wheel chair/scooter users could not pass it
without going onto the roadway. It was RESOLVED the Clerk should contact BT/DCC
Highways with a view to this issue being resolved. (Action: The Clerk)
(e) Community Alliance: - Cllr Cann asked Council how they would prefer to
proceed on this issue? After discussion it was RESOLVED that Ian Hobbs (DCC)
would be approached and asked to outline the options available. (Action: Cllr
Cann)
(f) Deep Moor Landfill Site: - Cllr Cann said a planning application had been
submitted for an extension of 22 hectares of agricultural land. This would
extend the life of the tip to 2030 at the forecast rates of filling. He added
the proposals were causing concern to villages along the route to the tip
because of the number of refuse lorries using the road and that local people
wanted to see improvements to the road before approval is given to this
extension. (Noted)
(g) Instow Toilets: - Cllr Cann confirmed he had received a copy of the letter
sent by the Clerk to NDDC and that he agreed the toilets were a disgrace. He
said he was aware of the negotiations between NDDC and DCE but that they had
lapsed albeit he was aware an attempt was being made to get them reconvened.
He said he would not support any “horse trading” for “other” development
within the parish. (Noted)
(h) Local Plan Issues: - Cllr Cann spoke of the work of NDDC’s Task Team as it
related to Instow. He said there were some thoughts about an amenity area
(currently on private land) and that housing might be placed on the Atturm
site should it ever be closed by the MOD. He finalised by saying IPC would be
involved in any future discussions. (Noted)
(i) Old Power Station, Yelland: - Cllr Cann said he would like to know the
details, registration numbers particularly, of any laden vehicles seen leaving
this site; export was not permitted. (Noted)
2307/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
In the absence of Cllr Mrs L Brown (she was attending a compulsory NDDC
Training session) there was no report. (Noted)
2307/7 MINUTES
It was RESOLVED that the June 2003 minutes of Instow Parish Council be
approved and signed. (Noted)
2307/8 MATTERS ARISING FROM THE MINUTES
a) Items 2306/8 (a) - Local Elections – 1st May 2003 and Associated Matters: -
(i) IPC Appointments: - The Clerk referred to the current list of IPC
Appointments – a copy was circulated at the meeting. He said there was a
requirement for a Cllr to replace Cllr Scott on the Parish Hall Committee;
after discussion it was RESOLVED that Cllr Green would take up this
appointment. The Clerk then suggested that Cllr Harper be appointed to
represent IPC on IIB in place of ex-Cllr Mrs C Grant. It was RESOLVED to
support this recommendation. (Noted)
(ii) The Clerk reported receipt of a booklet from The Standards Board for
England entitled “The IdeA Guide for New Members”; he suggested it be passed
around between Cllrs starting with newly elected Cllrs. It was RESOLVED to
support this recommendation. (Noted)
(iii) The Clerk said he had received a letter (dd 24.6.03) from The Standards
Board for England referring to a Booklet entitled “How do I register and
Declare Interests, and Register Gifts and Hospitality”. He reminded Cllrs that
copies had been circulated to them with their agenda papers. (Noted)
(ii) Standing Orders: - The Clerk suggested a Sub Committee be assigned to
review this document albeit it was not due for final review until May 2004. It
was RESOLVED that Cllr Scott would take on this role. (Action: Cllr Scott)
b) Item 2306/8 (b) - Countryside Agency (CA) – CROW Act: - (i) The Clerk
confirmed that the CA’s draft map had been placed in the Post Office by Cllr
May after the last meeting although no parishioners appeared to have passed
any comment (unless they had communicated with the CA direct). After
discussion, when it was noted that Instow Sands was shown on the map as common
land (which was incorrect) it was RESOLVED the Clerk would liaise with Cllr
May and forward a suitable response to the CA. It was noted that comments on
the map needed to be submitted, in writing, during the consultation period,
which runs until the 13th August 2003. (Action: Cllr May and The Clerk)
c) Item 2306/8 (d) – Toilets opposite Sand Dunes Car Park etc: - The Clerk
reported that following the last IPC Meeting he had written to Jeremy Mann
(Environment Manager NDDC) about the disgusting state of these toilets
(included in this letter was a reference to the “problems” with the toilets at
the Quay Car Park and the Recycling Shed at the same location). The Clerk said
he had copied the letter to Malcolm Prowse (Leader NDDC), Cllr Cann (DCC),
Cllr Mrs L Brown (NDDC), Phil Fitzsimons (Environment Health Dept (EHD) - NDDC),
Geoff Barclay (EHD – NDDC) and Cllr Harper. The Clerk said he had had no
response whatsoever to the letter apart from the request by Mr Barclay to
speak to Council before the meeting. A discussion then ensued at the
conclusion of which it was RESOLVED to await the letter from Mr Barclay and to
respond as necessary. (Noted)
d) Item 2306/8 (k) – Quality Parish Status: - The Clerk updated Council on his
enquiries as regards his requirement to attain Qualified Clerk status before
IPC could consider accreditation for Quality Parish status. It was RESOLVED
that the Clerk, together with Cllr Crombie, would consider all the
implications, positive and negative, prior to the next meeting at which time
Council would be better informed to formulate a resolution. (Action: Cllr
Crombie & The Clerk)
e) Item 2306/8 (l) – Proposed IPC Website: - The Clerk reported on his
progress since the last meeting following his discussions with Mark Kidson (IT
Consultant to IPC). Cllr Harper also spoke of his enquiries locally as regards
the Instow Website at the conclusion of which it was RESOLVED to publish the
approved minutes of all IPC Meetings, on the Instow Website, together with the
details of Cllrs with the exception of their telephone numbers. (Action: Cllr
Harper, The Clerk and Mr Kidson)
f) Item 2306/9 (n) - Municipal Waste Strategy for Devon – Consultation Draft”:
- It was RESOLVED there was no response appropriate from IPC; replies were
required by the 12th September 2003. (NFA)
2307/9 CORRESPONDENCE
(i) TTEF Correspondence: -
(a) Emails (dd 7 & 9.7.03) from Chairman TTEF reference Instow Beach
Results/Environment Agency (EA): - Mrs Day, Chairman of the TTEF, reported
that the EA have had had problems with pumping station “A” (between Crow’s
Nest and Commodore); apparently the pumping station sensors had been mounted
too high so there was no warning given to SWW when the pumps(s) failed which,
in turn, led to an unjustified discharge via storm overflows; this fault has
now been rectified. Mrs Day said the two storm overflows in Instow were
situated as follows: - (a) more or less opposite the entrance to Bridge Lane
and (b) off the Sandhills (leading to pumping station “B”) by the Tarka Trail/Atturm
near the stream and bridge. She said the much-improved water quality meant
that any problems will now show up immediately and that this will mean that
any “rogue” discharges could be picked up and dealt with. The TTEF suggested
that if IPC was aware of any remaining problems around Instow it should
contact the EA. (Noted)
(b) Email (dd 17.7.03) from Chairman TTEF together with notes of relevance to
TTEF Meeting of 7.7.03: - Mrs Day provided a briefing; a copy of the document
was circulated to Cllrs. She spoke particularly on Jet Skis. (Noted)
(ii) Other Correspondence: -
a) Letter (dd 20.6.03) from NDDC reference “House to House Act 1939 – Caring
Together” (for period of 1 year); applicant Mr G W Michie of 15 Brunton Place,
Markinch, Fife: - The Clerk reported that in the event this charity was
unknown to him he had requested further information from NDDC’s Technical
Support Administrator, Mrs Loder (by email – 4.7.03); a reply had been
received (9.7.03). He said Caring Together Ltd was apparently a wholly owned
trading arm of the Cancer Care Foundation (Registered Charity No 10517114)
providing fundraising services to over 150 charities through out the UK. After
a discussion concerning the methods of collection of this charity it was
RESOLVED not to support it – Clerk to advise NDDC by 21.7.03. (Action: The
Clerk)
b) Letter (dd 20.6.03) from Army Careers Information Office, Barnstaple
reference Recruitment Caravan: - (i) The Clerk said this stated a recruitment
campaign was planned for the area and requested permission to place their
caravan on the Quay Car Park sometime between 21st and 31st July 2003. The
Clerk said he had advised the writer that as the Quay Car Park was relatively
small (IPC would, of course, lose car park revenue) that he suggested an
approach be made to The Commodore Hotel, which, for them, would be a better
site. (Noted) (ii) Letter/Invitation (dd 10.7.03) from The Army Presentation
Team (Royal Military Academy, Sandhurst) concerning an “Army For Today”
Presentation/Reception & Briefing to be held at The Barnstaple Hotel,
Barnstaple on Wednesday 3rd September 2003: - The Clerk said this
letter/invitation had been copied to Cllrs and that he would collate responses
(by 31.7.03) and respond as necessary. (Action: The Clerk)
c) Email (dd 23.6.03) from Peter Cantle reference Instow Parish Hall Committee
AGM – 7.30 pm on Tuesday 22nd July 2003: - The Clerk said that all Cllrs were
invited to attend. (Noted)
d) Email (dd 26.6.03) from Peter Yeo (Chairman IIB) reference SW in Bloom
Judging (Thursday 17th July 2003 – 4 pm): - The Clerk said IIB had invited the
Clerk and/or Cllr to attend and meet the IIB Committee and “In Bloom” Judges
at The Commodore Hotel and that Cllr Harper had in fact attended. Cllr Harper
provided a verbal report to Council. (Noted)
e) ATTURM Reception and Beating Retreat on Tuesday 26th June 2003: - The Clerk
reported he had attended, by invitation, with his wife and represented IPC, as
did Cllrs May and Scott. (Noted)
f) Received (30.6.03) Minutes of Northern Devon Rural Transport Forum Minutes
of Thursday 15th May 2003: - The Clerk said he had copied this to Cllr Green
for his information. (Noted)
g) Received (3.7.03) DCC Monthly News Round Up – July 2003: - The Clerk said
he had copied this to all Cllrs and placed a copy at the Post Office. (Noted)
h) Emails (dd 3.7.03 & 5.7.03) from parishioner reference (i) BT Broadband/Instow
(ii) Parish Constable (Contact Tel No) (iii) Instow School (iv) Website and
(v) “Illegal” Parking on the pavement opposite the end of Venn Close and on
the corner of Old Rectory Close: - The Clerk briefed Council on these items as
follows: - (i) Copied to Cllrs with their agenda papers – to note (ii)
Constable Johnson had provided as at item 2307/3 (ii) (iii) Copied to Cllrs
with their agenda papers – to note (iv) Clerk update Cllrs as per item 2307/8
(e) (v) Clerk outlined this issue at the conclusion of which it was RESOLVED
to contact Constable Johnson and request him to deal as necessary. (Action:
The Clerk)
i) Letter (dd 30.6.03 – received 5.7.03) from NDDC reference “NDDC Performance
Plan for 2003/2004: - The Clerk said the report, attached to the letter (which
showed how the Council has been performing, what it intended to achieve in the
future and a detailed account of the services provided by it) had been
forwarded to the Chairman to peruse and brief Council. The Chairman then
provided Council with a briefing and invited other Cllrs to peruse the
document if they so wished. (Noted)
j) Letter (dd 30.6.03 – received 5.7.03) from DCC reference “Devon Talk” –
Summer 2003 Edition: - The Clerk said this letter requested feedback as to
depth of delivery to residents; it had apparently been delivered direct to all
residents across Devon at the end of June by a local distribution company and
DCC had been assured that 80% of all households should have received a copy.
The Clerk reported that IPC had received one for inclusion in the June
minutes. After discussion it was noted that only 1 Cllr present had received a
copy at his home – Clerk to advise DCC accordingly. (Noted)
k) Letter (dd 3.7.03 – received 5.7.03) from NDDC reference beach Lifeguard
Visit and Display 2003 at Woolacombe Beach - 22.7.03: - The Clerk said that
NDDC was inviting a representative of IPC to attend (Cllr Cook unable to
attend) this event. After discussion it was RESOLVED that no Cllr present was
able to attend and the Clerk was asked to advise NDDC (by 18.7.03). (Action:
The Clerk)
l) Telephone message from John Edwards (Reader and Church Warden Instow
Church) regarding Regatta Church Service on Instow Beach – Sunday 10th August
2003 at 11.30 am: - (i) The Clerk said that all Councillors and their partners
were invited to attend. (Noted)
(ii) Carol Service 2003 - The Clerk advised Council that John Edwards had
agreed that it would be possible for the Instow PCC, and congregation, to
provide the musical accompaniment (electric organ and singers) to this year’s
Parish Carol Service and that in this event the Barnstaple Male Voice Choir
would not be necessary. It was RESOLVED the Clerk should act accordingly when
final arrangements were in hand later in the year. (Noted)
m) Email (dd 10.7.03) from Peter Yeo (Chairman IIB) reference “Poppy Patch” in
grass verge of Lay-by, Anstey Way: - The Clerk said that IIB were requesting
the support of IPC to ask DCC to remove a forlorn ash tree at said location;
IIB were asking for this to be done for aesthetic reasons and they would be
more than happy to plant some new, more appropriate trees in the vicinity when
the location of the new school was finalised. It was RESOLVED to support this
request and the Clerk was asked to notify IIB and DCC. (Action: The Clerk)
n) Letter (dd 7.7.03) from NDDC reference Community Church Service (St Peters
Church, Barnstaple) – 4 pm on Sunday 27th July 2003 – Celebration of return
from Iraq of Royal Marines from RMB Chivenor: - The Clerk said all Cllrs were
invited to attend; he provided each with a copy of the letter; rsvp to NDDC’s
Chairman’s Secretary by 21.7.03. (Noted)
o) Letter (dd 8.7.03) from DCC reference “Working Together for a Better Devon
2003/4 Performance Plan” together with Plans (DCC & Fire Service): - The Clerk
said he had passed this to the Chairman to peruse before meeting. The Chairman
gave Cllrs a short report. (Noted)
p) Letter (dd 1.7.03 – received 12.7.03) from DCC entitled “Education Act
2000: Reconstitution of Governing Bodies”: - The Clerk said he had copied this
to Cllr Crombie to peruse and report back as to its implications. (Action:
Cllr Crombie)
q) Letter (dd July 2003 – received 12.7.03) from NDDC together with Draft
Consultation Document entitled “A Fairer North Devon: A Social Inclusion and
Neighbourhood Renewal Strategy 2003”: - The Chairman & Clerk outlined the
purpose of this document and said that any comments, from IPC, was required by
the 26th August 2003. It was RESOLVED that NFA was appropriate. (Noted)
r) Letter (undated – received 11.7.03) from Office of the Deputy Prime
Minister entitled “Consultation Paper on Indemnities for Relevant Authority
Members and Officers: - The Chairman and Clerk provided a briefing on this
document and said that any response, by IPC, was required by the 6th October
2003. After discussion it was RESOLVED that Cllr Green would peruse the
document and in doing so review IPC’s Public Liability Policy. (Action: Cllr
Green)
s) Email (dd 12.7.03) from Nadeem Rehman from India offering his services, as
a professional cricketer, to NDCC: - The Clerk said he had passed this
information to David Lea (Treasurer NDCC) and that Nadeem Rehman had been
notified accordingly. (Noted)
t) Miscellaneous correspondence: - The Clerk said he had received the Clerks
and Councils Direct (July 2003 – Issue 28), Atlantic Coast Express (No 55 –
Summer 2003), NDDC “Dog Mess Poster” – Hotline 01271 388870 (Post Office) &
Junk Mail (DCRN) – Summer 2003 Edition. (Noted)
2307/10 FINANCE
The Clerk reported on the financial transactions since the June meeting of
Council: -
1. INCOME: -
Instow Marine Mooring Fees 2003 £ 600.00
Car Park x 1 Weekly Car Park Ticket £ 12.00
Car Park Takings Period ending 19th June 2003 £ 363.50
Ditto Period ending 26th June 2003 £ 253.00
Ditto Period ending 3rd July 2003 £ 145.50
Ditto Period ending 10th July 2003 £ 306.20
Ditto Period ending 17th July 2003 £ 240.90
TOTAL: - £1921.10
*Note: Car Park Takings up by £198.10 on this time last year (no vat payable
this year)
2 EXPENDITURE: -
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 280.00
Mr M Harris Grass Cutting (Nos 3 & 4) £ 310.00
Mr M Harris Footpath Maintenance (P3 Grant) £ 53.18
Mr P Cook Beach/Dune Cleaning £ 271.62
Mr P Cook Tractor Fuel/Replacement Safety Lamp £ 65.06
Inland Revenue Re: Mr P Cook £ 13.98
SWEB Car Park Machine £ 7.13
NDDC Parish Council Election: Costs £ 328.50 TOTAL: - £1361.47
3. BANK – STATEMENT OF ACCOUNTS: -
Portman Current a/c number 15783618 as at 3.7.03 = £ 18.51
(NB: - Cheque to value of £1 un-cashed)
Portman Corporate Instant Access a/c number 137-4375752-5
as at 12.7.03 = £13,397.33
4. RESOLUTION REQUIRED: -
It was RESOLVED to transfer £1350.00 from the Portman Corporate Instant a/c
number 137-4375752-5 to Portman Current a/c number 15783618 to cover cheques
as at 2 above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Instow Welfare Trust: - (i) The Clerk reported he had received a response
from Mr G Day (IPC’s RFO/IA) and that it was now appropriate for IPC to
resolve its next course of action. The Clerk suggested a meeting be convened
involving ex Cllr Mark Kidson (IPC’s “Nominated Trustee”), Sandra Yeo (Current
“First Co-opted Trustee”) and the Rev Clive Cooper (“Ex-officio Trustee” - the
incumbent for the time being of the present benefice of Instow) together with
Mr G Day and himself. He said it was crucial the Charity Commissioners (CC)
was duly advised of the details of the current Trustees and for the Trustees
to decide how the monies should be disposed of in accordance with CC
guidelines. Council RESOLVED to adopt this course of action. (Action: The
Clerk)
(ii) The Clerk reported receipt (11.7.03) of a letter from CCLA Investment Ltd
concerning COIF Charities Investment Fund: Income Units – Statement of
Unitholding (Instow Welfare Trust). He confirmed the appropriate dividends had
been paid into the Instow Welfare Trust Instant Access account at Portman
Building Society (a/c no 134-1578364-2 which currently stands at £2,930.94 as
at 30.5.03). He added, for information, that The Recreation Ground a/c stood
at £5,024.88 as of 21.1.03. (Noted)
(iii) Cllr May enquired as to the length of the lease and amount of rent paid
by DCC for the “use” of the Recreation Ground. The Clerk said he would need to
examine the relevant paperwork and would report back at the next meeting.
(Action: The Clerk)
(b) Car Parks: - The Clerk reported he had had problems with the current
machine (jammed and then faulty) since the last meeting as a consequence of
which he had found it necessary to call an engineer on two separate occasions
(Log Call (3.7.03) Number 12033 & Log Call (17.3.03) No 12428) to repair it.
He added that a new second-hand machine was now even more necessary for the
2004 season. (Noted)
(c) Bus Shelters – DCC: - The Clerk referred to a letter (dd 2.7.03) from John
Beardsley (DCC) offering to financially support (£500), during the current
financial year, a new stone bus shelter on Marine Drive opposite the Atturm
Camp. The Clerk reported he had emailed NDDC (Jon Turner – Community Grants)
enquiring as to whether any grant might be available from NDDC for such a
project – a reply was still awaited. IPC RESOLVED to await the response from
NDDC. (Noted)
(d) Audit Commission (AC) - Annual Return Year ended 31st March 2003: - The
Clerk talked of a letter (dd 3.7.03) he had received from Mr G Day (IPC’s RFO/IA)
together with the completed Annual Return (2002/2003); he reminded Cllrs he
had copied both to them with their agenda papers for perusal before meeting.
The Clerk reminded Cllrs that the Annual Return needed to be sent to The Audit
Commission, via Mr G Day, by the 28th July 2003. Council then discussed the
implications as listed in Mr Day’s letter namely: -
*Draft Accounts 2002-2003 (Amended Format) –Mr Day said he was pleased to note
that the 2002/2003 “Receipts and Payments Account” had been presented at the
June meeting of IPC, a format which might have assisted members of Council to
better understand the transactions that had occurred during the year ending
31st March 2003. In conclusion, Mr Day stated that he did have, on file, the
information needed to prepare an “Income and Expenditure Account” (I & E)
although this was not needed under the recent Audit and Accounts Regulations.
Further that the surplus which an I & E account would show would not be
materially different from the cash surplus of £2,246 shown on the Receipts and
Payments account. (Noted)
*Annual Return 2002/3 (General) – Mr Day 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)
*Annual Return (Specific) – Mr Day confirmed he had completed all the relevant
sections and advised Councillors that, if they saw fit, should adopt the
Return at this (July) meeting with the details at the top of page 2 being
completed and signed by the Chairperson. In addition the Council should
consider the answers he had entered to the matters raised in the Statement of
Assurance at Section 2 on page 3 of the Return. Mr Day said the Chairperson
should complete the details at the bottom of page 3 and the Clerk should also
sign. After some explanation by the Clerk, IPC RESOLVED to adopt the Annual
Accounts and the Chairman and Clerk signed in the appropriate places. (Action:
The Clerk)
*Responsible Financial Officer (RFO) – Mr Day stated it was not now
appropriate (according to recent Audit Guidelines from NALC) for the RFO to
also be the Internal Auditor although it remained correct for both the RFO and
IA not to be members of the Council. On the grounds that it was in order for
the Clerk to be RFO, Mr Day recommended to IPC that the Clerk be appointed RFO
and that he resign. Mr Day added that if Council agreed to this, he requested
that IPC accept his letter (3.7.03) as his resignation as RFO with effect from
the end of the current Council Meeting. Council discussed the implications at
the conclusion of which it was RESOLVED to adopt Mr Day’s recommendations,
that is, accept his resignation as RFO and appoint the Clerk in his stead. The
Clerk was asked to write to Mr Day and thank him for all he had done for IPC
as RFO. (Action: The Clerk)
*Reserves – Mr Day stated that as Councils’ have no legal powers to hold
reserve, other than those for reasonable working capital needs or for
specifically earmarked purposes, whenever a Council’s year-end reserves were
significantly higher than the Council’s annual precept, an explanation of
their make-up should be provide to the District Audit. Mr Day pointed out that
as at 31st March 2003, whilst the annual precept was about £5,500, cash
balances were over £12,000. Mr Day explained the history of IPC’s cash
balances over recent years adding that, in submitting the figures to the
District Audit (DA), he proposed to explain these matters albeit Council
should consider if it now wished to embark on any capital projects to utilise
some of the excess of cash held over that not needed for recurring
requirements and a reasonable contingency reserve. He suggested that Council
might like to consider a new stone and permanent bus shelter at Lane End Close
(opposite ATTURM – currently made of wood), or elsewhere, or were there any
other future projects or liabilities needing cash reserve? After discussion it
was RESOLVED that IPC would like the DA to be made aware it was considering
the financing, from its reserves, of a new stone bus shelter (opposite Atturm),
the imminent replacement of the car park machine, the possible replacement of
the Council’s tractor and providing some monies to the new school/community
facilities when built. The Clerk agreed to advise Mr Day when he liaised with
him over the Annual Return. (Action: The Clerk)
(e) Opening of Lloyds Bank Treasurers Account (in lieu of Current Portman
Current/Cheque book and Corporate Instant Access Accounts) and closing of
relevant Portman Accounts”: - (i) The Clerk reported it would be necessary to
open the Lloyds Treasurers account (Item 2306/10 (5) (f)) before the end of
July and that he needed to liaise with IPC’s cheque signatories, as a matter
of some urgency, to facilitate the process. The Clerk then handed the
necessary forms, partially completed, to the Chairman, Cllr White, and he
agreed to pass them on to Cllrs Crombie, Johns and Green for return to the
Clerk as soon as possible and before end of July. (Action: IPC’s Cheque
Signatories)
(ii) The Clerk reported he also required the signature of two signatories to
close the Portman Current and Portman Instant Access Accounts and that it
would also be necessary for Cllr Green to visit the Portman Building Society,
Barnstaple (unless he was a Portman account holder) and sign the necessary
forms (x2) to act as cheque signatory to both the Welfare and Recreation
Ground account. The Clerk added that the current signatories of these accounts
were required to sign the forms first before passing them to Cllr Green.
(Action: IPC’s Cheque Signatories)
(f) IPC - Certificate of Employers Liability Insurance: - The Clerk suggested
that this certificate was placed on the Council’s notice board at The Parish
Hall. It was RESOLVED to use a photocopy. (Action: The Clerk)
(g) Charity Commission Newsletter in respect of Instow Recreation Ground and
Welfare Trust Accounts: - The Clerk confirmed he had copied this to Mr G Day
IPC’s RFO/IA for information. (Noted)
(h) Letters (received 7.7.03) from Portman Building Society reference IPC’s
Current/Cheque Book account, Welfare Account and Recreation Ground account
referring to “Better Interest Rates on Instant Access Accounts: - This was
noted by IPC. (Noted)
(i) Village Handyman – Draft Terms of Reference: - The Clerk referred to a
draft “terms of reference” document for Melvyn Harris (Village Handyman) that
he recommended IPC should consider adopting. He added that this document had
been reviewed by Mr G Day (IPC’s RFO/IA), and Cllr Crombie, and it was Mr
Day’s view that the paper should be independently reviewed by an employment
solicitor to avoid “employment” complications, for example, inland revenue
issues, particularly as Mr Harris was currently self employed and that this
relationship, between him and IPC, was the preferred option for both parties.
The Clerk reported he had already acted on this advice, by consulting an
employment solicitor who was also a parishioner, and that the final document,
as laid before them, was now the “approved” document. After discussion it was
RESOLVED to adopt the “approved” document and the Clerk was asked to provide
Mr Harris with a copy. The Clerk was asked to thank the solicitor who had so
ably assisted him. (Action: The Clerk)
(j ) Internal Audit – April to June 2003: - The Clerk reported Cllr Crombie
had carried out an internal audit on 7th July 2003 and had found all to be in
order. (Noted)
2307/11 PLANNING
(a) Blue Hayes, Kiln Close Lane, Instow – “Illegal” access (Item 2306/11 (b)):
- The Clerk reported that a parishioner, having been fully briefed on the
contents of the recent letter from NDDC’s Planning Department, still
questioned why other properties along the seafront had been made to replace
their shutters (because they are in a conservation area) and this property had
not. The Clerk advised the parishioner to contact the Planning Department
direct to seek clarification. IPC RESOLVED to support this course of action.
(Noted)
(b) Planning Reference 32500 – Lane End Close, Instow (Item 2306/12 (a): - (i)
The Clerk confirmed he had sent an email to NDDC’s Planning Department
(20.6.03) concerning its stance on the non-compliance of the order to
landscape this particular plot of land. He added that following an additional
email, to chase up a response, he had received a telephone call from Lewis
Martin (11.30 am 16.7.03) to the effect that as the original landscaping
condition was made as part of a planning application in 1990, and because
there is a cut-off period of 10 years, there is little NDDC can now do to
enforce it. The Clerk added that Mr Andrews finalised by saying he was going
to check this out in more detail and would come back in due course. (Noted)
2307/12 STANDING ORDERS
RESOLVED that Standing Order No. 4 be suspended to allow the outstanding
business, in front of Council, to be concluded. (Noted)
2307/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
(a) Tarka Trail/Footpath No. 16 – Signage: - Cllr Harper reported he had
received a complaint from a parishioner that this footpath was not signed at
either side of the Tarka Trail where it traversed near to The Recreation
Ground site. It was RESOLVED the Clerk should take the appropriate action.
(Action: The Clerk)
(b) Hedge Trimming – Rectory Lane: - Cllr May said the hedges in Rectory Lane,
particularly as it approached Instow School, required trimming on road safety
grounds. It was RESOLVED the Clerk should contact DCC. (Action: The Clerk)
(c) Verges - Grass Cutting:- Cllr May said it was nice to note how tidy the
parish grass verges were following the recent complaint from a parishioner.
(Noted)
(d) Blocked Ditch – Huish Moor: - Cllr May said there was a blocked ditch at
Huish Moor that needed attention. It was RESOLVED the Clerk would contact DCC
and ask them to deal. (Action: The Clerk)
(e) Horse Droppings on the Highway: - Cllr Mrs A Mayoh said she had received a
complaint from a parishioner as regards horse droppings on the highway and as
to its “legality”. After discussion it was RESOLVED that no further action
could be taken in that there was no appropriate legislation. (Noted)
(f) Lay By – Anstey Way/Dumping of Rubbish: - Cllr White said he had noticed
rubbish being deposited at this location; it was RESOLVED the Clerk should
contact DCC. (Action: The Clerk)
(g) Marine Parade – Hedge between ATTURM and Bridge: - Cllr White said the
vegetation on this hedge was encroaching onto the footpath and required
strimming. It was RESOLVED the Clerk should speak to the village handyman and
ask him to deal. (Action: The Clerk)
2207/14 SUMMER RECESS
It was RESOLVED that the Chairman, Vice Chairman and Clerk take any necessary
action during the August recess of the Parish Council, to canvass Councillors
should the need arise, and should the situation demand it to convene a special
Council Meeting. (Noted)
There being no other business the meeting was closed. |
