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Present: - Councillors P Cook, C Harper (Chairman), A Johns, G May, Ms A Mayoh,
F Scott, S White and Mr R Jacob (Parish Clerk)
2407/1 PRAYER
The Clerk led the Council in prayer.
2407/2 APOLOGIES
Councillors N Crombie, M Green and Mrs L Brown (NDDC).
2407/3 POLICE REPORT
(i) General: - Constable Parker said he was pleased to report that the parish
had been virtually "trouble free" since the last meeting; he referred,
however, to one incident where a male had received a warning under Section 2
of The Harassment Act. He reported he was still optimistic of securing
sponsorship for a car and would hopefully report positive progress by the next
meeting. (Noted)
(ii) Marine Thefts: - The Chairman said this was the time of the season when
thefts of and from boats seemed to regularly occur. Constable Parker said this
"trend" would be borne in mind by him when on patrol albeit they were
difficult offences to prevent and detect. He suggested that CCTV might be a
deterrent. (Noted)
2407/4 PARISHIONERS
There were no issues raised by parishioners. (Noted)
2407/5 REPORT COUNTY COUNCILLOR R CANN
(i) General: - Cllr Cann referred to Exeter Airport (DCC plans to sell off at
least 70% - Airport requires a huge investment if it is to meet future
demands), Social Services (Keeping People in the Community), Proposed School
Transport (in relation to Pilton School), Dog Signs for Instow Beach (5 signs
have been ordered for placement at each entrance to the beach - see also item
2407/9 (iii) (a)), Greensweep Roll Out (see also item 2407/9 (i) (b) (ii)) and
Changes to Road Markings - Marine Parade (completed week commencing 12th July
(see also item 2407/9 (i) (d)). (Noted)
(ii) Sand on Footway/Highway - Marine Parade: - Cllr Cann reported upon a
meeting he had had with Major Bentham-Green (OC Atturm) together with Joe
Deasey (DCC Highways) and Andy Bell (NDCCS). The problems of sand build-up
with the resultant effect on the public highway (Marine Parade) and possible
environment enhancement schemes had been discussed. He said the meeting was
very positive and further discussions will be taking place. He finalised by
saying he had also made enquires of NDDC’s Greensweep Department to see if
there was a suitable machine that might assist IPC with the day by day
cleaning of the footpath but that to date nothing had been recommended. He
said suggestions would be very welcome. (Noted)
Cllr Cook asked why building contractors couldn’t remove the "offending" sand
from off the beach as they had done in the past. Cllr Cann said this was not
possible nowadays as a "Mineral Abstraction Licence" was necessary. (Noted)
(iii) Disposal of Non biodegradable Waste: - Cllr May asked where such waste,
oil for example, might now be disposed of. Cllr Cann said he was unaware but
would find out and report back. (Action: Cllr Cann)
2407/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
In the absence of Cllr Mrs L Brown, no report was tendered. Cllr Cann did say,
however, that he had covered all issues she would have referred to, had she
been present, in his capacity as portfolio holder(s) for NDDC. (Noted)
2407/7 MINUTES
It was RESOLVED that the June Minutes of Instow Parish Council be approved and
signed. (Noted)
2407/8 MATTERS ARISING FROM THE MINUTES
a) Item 2406/8 (e) - Sand on Marine Parade/DCC Strategy: - The Clerk told
Council of the actions taken/complaints received by him since the last
meeting. IPC noted the proactive action(s) now proposed by DCC (see item
2407/5 (ii). (Noted)
b) Item 2406/8 (f) - IPC Standing Orders Review 2004: - IPC RESOLVED to adopt
the "draft" version circulated at the June meeting. The Chairman and Clerk
signed a copy. (Noted)
c) Item 2406/8 (g) - IPC Appointments Review 2004/5: - IPC RESOLVED to adopt
the amended list of appointments as circulated by the Clerk to Cllrs with
their agenda papers (8.7.04) (Noted)
d) Item 2406/9 (i) (f) (iii) - Traffic Warden Cover - Instow: - (i) The Clerk
referred to a memo (dd 29.6.04) sent to him by the Senior Traffic Warden
(Barnstaple) who had been handed the Clerk’s letter (to PC Parker) by PC
Parker for attention. The Clerk read it to Council. (Noted)
(ii) The Clerk referred to an email (dd 3.7.04) received by Cllr White
regarding illegal parking on the pavement opposite the shops in Marine Parade.
After discussion it was RESOLVED to request Constable Parker to brief the
Traffic Wardens as to the "parking" abuse (mainly by residents) of the lay-bys
outside of the shops (where parking was permissible for up to 1 hour) and to
deal with offending motorists accordingly. Cllr White said that more frequent
visits by the police and traffic wardens were necessary together with strict
enforcement.(Action: PC Parker)
2407/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Minutes of Meeting of Community Alliance of Parishes of Horwood/Lovacott/Newton
Tracey, Westleigh, Instow and Tawstock held at Lovacott Village Hall on 6th
May 2004: - The Clerk said he had copied this to Cllrs with their agenda
papers (8.7.04). He reminded Cllrs that the next meeting was to be held at
Westleigh Village Hall at 7 pm on Thursday 9th September; subject matter
Education (Instow School) and Community Safety. He added that all Cllrs and
parishioners were invited to attend. (Noted)
b) (i) Letter (dd 18.6.04) from G Barclay (NDDC’s Environmental Health Dept)
reference "Waste Management/Recycling Service Improvements" and (ii) letter (dd
30.6.04) from "Greensweep" concerning "Introduction of Greensweep": - The
Clerk said that both letters had been copied to Cllrs with their agenda papers
(8.7.04) and state that (i) kerbside collection recycling (green box and bag)
was to be extended into the parish; boxes and bags to be delivered to
residents in the next few weeks and (ii) advises that the wheelie bin
introduction to the parish had been deferred (from June/July 2004) to
anticipated period October ‘04/March ‘05. (Noted)
c) Email (dd 21.6.04) from Chairman of Bideford and Instow Railway Group (BIRG)
concerning "Xmas Tree - Signal Box": - The Clerk said this advised IPC that
BIRG had agreed to take on the responsibility of the parish xmas tree at the
signal box and that it would be included in its existing £5m public liability
insurance; the group have said they value their association with IPC, the
community of Instow and the parish xmas carol singing event. The Clerk
reported he had advised the BIRG Chairman (email dd 21.6.04) that he would
need to contact Andy Bell (NDCCS) as regards a lease to cover the erection and
use of the xmas tree (as offered to IPC) and that he may well encounter
similar problems to IPC; the BIRG has promised to keep IPC informed of
developments. (Noted)
d) Email (dd 1.7.04) from Cllr Harper (Chairman) reference "Pichpoints -
Double Yellow Lines - removal": - The Clerk advised IPC of Cllr Cann’s
response to this query (email of 1.7.04 refers) adding the work had been
completed as of week commencing 12th July (see also item 2407/5 (i)) (Noted)
e) Telephone message/conversation (1 & 3.7.04) from Claire Davies (CD)
reference "Biodegradable Poo Bags" for sale in Instow: - The Clerk said CD
sought the support of IPC for this initiative that she and colleagues wished
to initiate. IPC RESOLVED to support this excellent initiative and the Clerk
was asked to advise CD. (Action: The Clerk)
f) DCC P3 Summer Workshop - Uffculme on 12th July 2004: - (i) The Clerk
reported he had attended this event with Mel Harris (Handyman); presentations
had been given on Public Rights of Way, Rights of Way Law, Highway Authority
Powers and Responsibilities, Responsibilities of Landowners and the Definitive
Map Review process. (Noted)
(ii) The Clerk asked IPC if it wished to consider the production of a footpath
flier for the parish as a P3 coordinator from County Hall would be prepared to
come and talk about it. After discussion it was RESOLVED the Clerk should
liaise with IIB to establish if this could be included in their current
project flier (as per previous item 2406/4 (c)). (Action: The Clerk)
g) Email (dd 15.7.04) from Nick Steenman-Clark (NSC) (DCC Public Rights of Way
Officer - Definitive Map Research (North)) reference "Instow Quay Jetty and
Track to Raddy Farm": - The Clerk provided Council with a resume of the email
and in doing so reminded Cllrs of the history surrounding the Instow Quay
Jetty (see items 2204/4 (ii) and 2205/11 (b) etc). After discussion it was
RESOLVED to note the action to be taken by DCC i.e. (i) The Quay - seek the
views of DCE and then put the matter before the DCC Footpath Committee meeting
in September 2004 and (ii) Raddy Farm Track - DCC to take no further action.
(Noted)
h) Email (dd 12.7.04) from Chairman of TTEF reference in particular "New Post
of Biosphere Reserve Project Coordinator": - The Clerk said that IPC was being
asked to note that the TTEF was seeking the support of IPC, by way of a letter
to DCC, for the appointment of a post of Biosphere Project Officer. After
discussion it was RESOLVED not to give support. (Noted)
(ii) Taw and Torridge Estuary Forum Matters (Placed in "Briefing Folder" for
information of Cllrs)
a) Email (dd 11.7.04) from Chairman TTEF regarding "TTEF Response to NDDC
Consultation: (i) Anchorwood Bank, (ii) Rolle Quay, Mill Road, Braunton Road,
Rolle Street, Barnstaple, (iii) Former Cattle Market, Barnstaple, (iv) SPG on
Community Woodlands, (v) Yelland Ashbed Site and (vi) TTEF Response to Culver
Sands"
b) Email (dd 11.7.04) from Chairman of TTEF regarding "TTEF Meeting of 5.7.04
(Notes), Report of RNLI Appledore Open Meeting (including talk on beach
rescue), EA Beach Monitoring Data for Instow, Westward Ho! and Saunton, Crab
Tile Leaflet for consultation, Skills Audit Form and letter from NDDC
reference Dead Animals in the Estuary (OCR Copy)"
c) Email (dd 12.7.04) from Chairman TTEF reference "Update - New Post of NDCCS
Biosphere Reserve Project Coordinator, Crab Tile Code of Conduct, Climate
Change Conference, North Devon AONB Strategy and Action Plan Update, Skills
Audit and Braunton Biosphere Report".
(iii) Matters to note: (Placed in "Briefing Folder" for information of Cllrs)
a) Email (dd 18.6.04) from Clerk to Geoff Barclay (NDDC Environmental Health
Dept) reference "Dog Signs" at entrances to beach and response email (dd
21.6.04) - see also item 2407/5 (i)
b) Minutes of Ilfracombe and Northern Rural Area Committee Meeting of NDDC
held on 7th June 2004.
c) Minutes of Barnstaple, Fremington and Instow Area Meeting of NDDC held on
9th June 2004.
d) Pamphlet - "The Queens Award for Voluntary Service 2005.
e) NDDC Members Services Weekly Information Sheet for weeks commencing
18.6.04, 25.6.04, 2.7.04 and 9.7.04.
f) Agenda of Standards Committee of NDDC of 30th June 2004, Minutes of NDDC’s
Standards Committee of 28th April 2004 and 30th June 2004.
g) Junk Mail (Summer 2004 Edition) - Newsletter of the Devon Community
Recycling and the Devon Community Composting Networks.
h) Agenda of NDDC’s Barnstaple, Fremington and Instow Area Committee Meeting
of 6th July 2004
i) Clerk’s and Council’s Direct Magazine (July 2004).
j) Letter/Poster (dd 22.6.04) from The Marine Conservation Society reference
"Adopt a Beach". - Recruitment of Volunteers including posters of relevance to
"Good Fish Guide", Save Our Seas - Protect Marine Wildlife" and "Adopt a
Beach": -Copy placed at Post Office by Clerk for parishioners.
k) Email (dd 27.6.04) from Cllr Harper (Chairman) reference "PC Parker -
Stalking at Roundswell - Complainant not Updated": - The Clerk suggested that
Cllr Harper advised complainant to contact PC Parker direct or write to
Barnstaple Police Station requesting an update.
l) Email (dd 29.6.04) from Andy Bell (NDCCS) reference "Beach Litter -
Publicity": - Andy Bell informed the Clerk that positive assistance had been
provided on this subject by Mrs R Day (Chairman TTEF) who had expressed an
Instow viewpoint. Andy Bell told that Val Robson was the leader of the Instow
"adopt a beach (Instow)" group and could be contacted in addition.
l) Complaint concerning overgrown footpath between Venn Cross and Atturm: -
Action taken by parish handyman, Mel Harris, on 2.7.04 - parishioner rang
(3.7.04) to thank Clerk/Handyman for acting so promptly.
m) Letter (dd 2.7.04) from Sutcliffe play (South West) Ltd reference "Play
Areas"
n) Minutes of special meeting of NDDC’s Barnstaple, Fremington and Instow Area
Committee held on 6th July 2004.
o) DCC Monthly News Round Up (July 2004) - Copy to Post Office for
parishioners together with leaflet/pamphlet reference "Devon in Touch
Roadshows/Enjoy a Doris Day!"
p) Email (dd 14.7.04) from Chairman to Clerk reference (i) "Seat at Bus Stop
(The Quay) and (ii) Removal of Trees at Parish Churchyard": -(i) Parishioner
has thanked IPC for acting so promptly in fitting a seat to bus shelter. (ii)
IPC to note - see also item 2407/10 (5) (c)).
2407/10 FINANCE
The Clerk reported on the financial transactions since the June meeting: -
1. INCOME: -
Car Park Takings Period ending 23rd June £ 347.10
Ditto Period ending 30th June £ 347.10
Ditto Period ending 7th July £ 425.75
Ditto Period ending 14th July £ 453.60
TOTAL: - £ 15,7355
2. EXPENDITURE: -
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 666.92+
Mr M Harris Grass Cutting (No 4) £ 162.50
Mr P Cook Beach Cleaning £ 277.83
Mr P Cook Tractor Fuel £ 19.25
Inland Revenue Tax re: P Cook/R Jacob (AQA O/T) £ 67.47
SWEB Energy Car Park Machine £ 7.13
Metric Group Car Park Machine Maintenance £ 310.95
TOTAL: - £1,544.05
Key: -
+ Includes P3 Footpath activity (£24), Overtime for Sand Clearance (£22), Bus
Shelter Seat at The Quay - as approved vide item 2406/9 (i) (f) (i) (£35) and
Bus Shelter painting/maintenance - as approved vide item 2404/10 (5) (k)
(£277.92) - £2.92 over budget - IPC RESOLVED to approve the additional
expenditure.
3. BANK - STATEMENT OF ACCOUNTS: -
Lloyds Bank Business a/c no. 02350065 as at 1.7.04 (Statement) = £13,923.07=
Lloyds Bank Treasurers a/c no. 02348842 as at 24.6.04 (Statement) = £ 41.28#
Key: -
= Actual balance £14,802.42 according to Clerk’s records as at 14.7.04.
# Actual balance £3.28 according to Clerk’s records as at 15.7.04 -
outstanding cheques of £6 and £32 still outstanding.
4. RESOLUTION REQUIRED: -
IPC to RESOLVED to transfer £1,545.00 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) Audit Commission - Annual Return for the Year ended 31st March 2004: - (i)
The Clerk reported that no parishioners had, as yet, requested to view the
Council’s financial records/audit papers. He reminded Cllrs that the
"Inspection Days" were "Monday to Friday (9 am to 5 pm) for period 28.6.04 to
23.7.04". (Noted)
(b) Insurance Renewal 2004/5: -. War Memorial - The Clerk referred to a letter
(dd 19.6.04) from Instow PCC; he read it to Council. After debate it was
RESOLVED to authorise Cllr Scott and the Clerk to liaise with the PCC with a
view to negotiating a compromise settlement that would be agreeable to both
parties and ultimately to the benefit of the whole community. (Action: Cllr
Scott/Clerk)
(c) Instow Parochial Church Council - Request for grant towards cost of
felling trees in churchyard (see item 2406/10 (5) (g)): -The Clerk advised IPC
there was no obligation for a Council to give a specific annual grant to
"burial grounds" within its parish (i.e. so much per head of population)
although there was no limit as to how much could be granted. After discussion
it was RESOLVED to defer a decision on this matter until the war memorial
issue (see item 2407/10 (5) (b)) had been satisfactorily brought to a
conclusion but in the meantime request sight of the PCC’s current accounts for
perusal.. (Action: The Clerk)
(d) IPC’s Internal Audit April - June 2004: -The Clerk reported this had been
done (by Cllr Crombie on 2.7.04) and that all had been found to be in order.
(Noted)
(e) Bank Reconciliation - 1st April 2004 to 30th June 2004: -The Clerk
reported that a copy of this had been circulated to Cllrs with their agenda
papers (8.7.04); adding the figures had been checked and confirmed by Cllr
Crombie (2.7.04). (Noted)
(f) Letter (dd 14.6.04) from CCLA Investment Management Ltd concerning "COIF
Charity Funds - Changes to Administration": - The Clerk outlined the content
of the letter to Council. (Noted)
2407/11 PLANNING
a) Instow Parish Council - Tree Preservation Orders (See item 2406/11 (a)): -
The Clerk reported receipt of an email (dd 21.6.04) from Cllr Cann who
confirmed he had liaised directly with the Planning Manager about this issue.
Cllr Harper said he would make an appointment to meet up with Mr A Tucker asap.
(Noted)
b) Street Naming and Numbering Procedures, Section 38 Procedures: Local
Government Act 1972 - Signage (see item 2406/11 (b)): - (i) The Clerk reported
receipt of an email (dd 24.6.04) from Andrew Tucker (AT) (NDDC Planning)
thanking IPC for its advise and confirming that IPC’s "Marine Parade" request
had been placed onto a list of name plates requiring replacement. (Noted)
(ii) The Clerk referred to an email (dd 1.7.04) from the Chairman reference
the naming of "The Quay, Lyndale Terrace, Bath Terrace, Victoria Terrace and
Elm Terrace" details of which he had immediately forwarded to AT for
attention. The Clerk then referred to a reply email (dd 6.7.04) from AT that
had been forwarded to the Chairman for his information. The Clerk advised IPC
of its contents. (Noted)
c) Replacement of window with pair of white painted French doors at 1 Instow
House, Marine Parade, Instow (Reference No. 37956): - (i) The Clerk confirmed
receipt of this application (19.6.04) and of having forwarded it by post
(21.6.04) to the Chairman for the attention of IPC’s Planning Officers/Sub
Committee (for reply by 7.7.04 or extension applied for). (ii) The Clerk
further reported that following a communication from the Chairman he had
advised NDDC’s Planning Dept (12.7.04) that IPC’s Planning Committee
recommended approval of this application. IPC RESOLVED to ratify this
following a briefing by a Planning Cllr. (Noted)
d) Installation of 4 dormer windows in place of 4 roof lights at 4 Instow
House, Marine Parade, Instow (Reference No. 37570): - The Clerk confirmed
receipt of a letter (received 28.6.04) from NDDC’s Planning Department stating
that this application had been GRANTED with conditions as listed. (Noted)
e) Replacement of garage and provision of stores and utility room at Gorse
Hill, Instow (Reference No. 37713): - The Clerk confirmed receipt of a letter
(received 28.6.04) from NDDC’s Planning Department stating that this
application had been GRANTED with conditions as listed; he provided Cllrs with
a copy for their information. (Noted)
2407/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
(i) Highway - Raddy Road to Huish: - Cllr May said the road surface of this
particular highway was extremely poor and required a great deal of maintenance
to bring it up to a safe level. IPC RESOLVED to report this to DCC Highways
and it was suggested the Clerk should arrange a site meeting with DCC Highways
and Cllr May. (Action: The Clerk)
(ii) Parish Emergency Plan:- The Clerk reported that the compilation of a
Parish Emergency Plan was necessary. After discussion it was RESOLVED that the
Chairman would draft a suitable plan and bring it back for further discussion
by the next meeting in September. (Action: The Chairman)
(iii) Sandhills Toilets: - The Chairman reported that a great deal of blown
sand had built up inside these toilets. After discussion it was RESOLVED to
contact NDDC’s Environmental Health Department to have them cleaned. (Action:
The Clerk)
(iv) Recycling Shed - Quay Car Park: -Cllr Johns said he had received a letter
from a parishioner expressing concern that the recycling shed on the Quay Car
Park would be removed as and when the green recycling boxes/bags were fully
introduced into the parish. A discussion then ensued during which IPC
recognised that some parishioners might wish to recycle more items than could
be placed in their green boxes/bags and that visitors to the parish would
undoubtedly make use of such facilities on a regular basis. As a result, IPC
RESOLVED to notify NDDC of its concern(s) and to ask that it remain in situ
albeit it was recognised that some car parking spaces would need to be
sacrificed if and when the new charter toilet block was built. (Action: The
Clerk)
(v) Bottom Sandhills - Quad Bikes: - Cllr May said Quad Bike users were
frequenting this location and undoubtedly doing untold harm to the
environment. IPC RESOLVED to notify the Environment Agency and any other
statutory body that might have an interest i.e. NDCCS (Action: The Clerk)
(vi) Willow Fencing - Sand Dunes: - Cllr May said he was concerned that the
NDCCS had not, as yet, done anything about this "dangerous" fence. IPC
RESOLVED to chase up Andy Bell (NDCCS) to seek an assurance that the matter
was in hand as a matter of some urgency. (Action: The Clerk)
(vii) IPC Briefing Correspondence Folder: - Cllr Johns asked that this folder
be passed between Cllrs in a more timely fashion. It was agreed that this was
a very sensible and prudent suggestion and that all Cllrs should retain it for
no longer than 4 days before passing it on. (Action: IPC Cllrs)
There being no other business the meeting was closed.
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