|
Present: - Councillors P Cook, N Crombie, M Green, C Harper, A Johns, G May,
Mrs A Mayoh, S White (Chairman) and Mr R Jacob (Parish Clerk).
2309/1 PRAYER
The Clerk led the Council in prayer.
2309/2 APOLOGIES
Councillor F Scott.
2309/3 POLICE REPORT
(i) Crime: - Constable Johnson reported that since the last meeting there had
been eight crimes committed in the parish namely, criminal damage to a caravan
window and bench seat (by fire), burglary and theft from a caravan, four
offences of theft and one offence of obtaining property by deception. He added
that the most disturbing trend of the thefts, in particular, was that each
offence might have been prevented if basic crime prevention measures had been
taken by the owners of the property. Finally he said there had been two
incidents investigated of relevance to the possession of cannabis. (Noted)
(ii) Other Matters: - The Clerk told Constable Johnson he had, that day,
received a call to the effect that “youngsters” were using the stone bus
shelters at Venn Cross to congregate and consume alcohol (possible underage
purchase?) and that it might well be the same individuals who had committed
the recent spate of minor damage to the windows at both shelters. Constable
Johnson agreed to pay attention to the area and Cllrs said they would keep a
watchful eye bearing in mind said individuals might be known to them. (Action:
Constable Johnson and Cllrs)
2309/4 PARISHIONERS
(a) Instow in Bloom: - Peter Yeo (Chairman IIB) reported that IIB were again
pipped by Berrynarbor in this year’s SW in Bloom Competition albeit, according
to the judges, there was little between the two villages. However, IIB had
achieved a Gold Medal, one of only 13 out of 80 or so entrants in the
competition. He added that IIB had now joined the Marine Conservation
Society’s “Adopt-a-Beach” Campaign, which involved an annual Beachwatch Event
(the biggest annual clean up and survey of litter on Britain’s beaches). This
he added was to take place on Sunday 21st September commencing at 2.30 pm and
that an open invitation to all parishioners had been publicised by use of
posters throughout the village. (Noted)
The Chairman congratulated IIB on their commendable SW in Bloom achievement
and it was the unanimous view of IPC to RESOLVE to support the principle of
IIB in their forthcoming “Beachwatch Event”. (Noted)
(b) Marine Parade - Pinchpoints: - A parishioner expressed her appreciation of
the efficacy of the pinchpoints and their positive effect on reducing traffic
congestion along the seafront. She added that having spoken to several bus
drivers they were also more than satisfied with the outcome. (Noted)
(c) Instow School: - The Clerk said he had received an email (17.9.03) from a
parishioner (who was present) about Instow School; the parishioner agreed to
the Clerk reading it out. At the conclusion of the reading the parishioner
referred to a “petition” he had handed to the Clerk, prior to the meeting, and
which he added showed that other parishioners (Clerks note: 10 in all), in
addition to him, were similarly concerned about the lay by site as being the
“favoured” site for the new school. (Noted)
Cllr Cann (DCC) said DCC had now put its decision back to October (formerly
September - see 2307/4 (a)) and that he personally was more than satisfied
that a full democratic process had been hitherto adopted with the parish split
more or less evenly on the three possible sites, one of which was the lay by
site. (Noted)
2309/5 REPORT COUNTY COUNCILLOR R CANN
(a) Proposed Pedestrian Crossing - Anstey Way (2307/5 (c): - Cllr Cann
reported that DCC had designed a simple draft plan for the Marine Parade/Anstey
Way (Signal Box end) junction (including a parking refuge) and which could be
completed in the current financial year at a cost of £21,000. He said it would
necessitate the creation of one large traffic island, the narrowing of the
slip road and that overall would provide an easier and safer crossing point
across the B3233. Cllrs examined the draft plan, outlined by Cllr Cann, at the
conclusion of which it was unanimously RESOLVED to support the proposed
project. (Noted)
(b) Obstruction of the Footpath/BT Kiosk: - Cllr Cann reported he had been
fully briefed by the Clerk as to BT’s stance on the “offending” kiosk (see
2307/5 (d)) and that as a consequence had liaised with DCC Highways who had
agreed to explore the possibility of widening the pavement at said location
although it might feasibly affect the bus stop. (Noted)
(c) Barnstaple Western Bypass - Downstream Bridge/Assessment of Traffic Impact
Traffic Effect: -Cllr Cann spoke to a paper prepared by NDDC. (Noted)
(d) Anstey Way Lay-by/Rubbish: - The Chairman said that rubbish was being
indiscriminately deposited at this location; Cllr Cann agreed to liaise with
the appropriate NDDC/DCC departments. (Action: Cllr Cann)
2309/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
Cllr Mrs L Brown reported upon The Local Plan (ready for publication in
October 2003 - includes the provision of approximately 3,100 new dwellings for
North Devon in the periods 2003 - 2011), Refuse Recycling, Instow Toilets (see
item 2309/8 (f) below) and the Shaplands Application. (Noted)
2309/7 MINUTES
It was RESOLVED that the July 2003 minutes of Instow Parish Council be
approved and signed. (Noted)
2309/8 MATTERS ARISING FROM THE MINUTES
(a) Item 2307/5 (a) - Marine Parade - Pinchpoints: - (i) The Clerk reported
that as a result of the continual ignoring of these pinchpoints (witnessed by
him and Cllr Scott in particular) by motorists (thus causing congestion along
the seafront - particularly with buses) he spoke (5th August) to Cllr R Cann (DCC)
and as a result action was taken to mark them clearly with double yellow lines
(where appropriate traffic orders still existed) and hatchway markings. This
was done on 7.8.03 and immediately acted as a deterrent to offending
motorists. The Clerk confirmed he had contacted Cllr Cann and DCC Highways
(email 8.8.03) and complimented each on acting so swiftly. (Noted)
(ii) The Clerk reported receipt of a letter (dd 10.9.03) reference “The County
of Devon (Various Streets, Instow) (Traffic Regulation) Order” together with a
copy of a Public Notice re same to be published in the North Devon Gazette on
the 10th September. He said any observations were required by no later than
the 3rd October. He said he had passed this to the Chairman for perusal before
the meeting and that a further copy of the Public Notice had been placed in
Post Office. The Clerk read the full order to Council and an accompanying map
was circulated to all Cllrs. After a discussion, in which Cllr Cann was
involved, IPC RESOLVED to support the order in its entirety. (Noted)
(iii) Cllr Cann said that the proposed 20 mph speed limit along Marine Parade
had been omitted from the above order as an oversight but would be included as
soon as possible. (Noted)
(iv) The Clerk said he had received a letter (21.7.03) from a parishioner
expressing his safety concerns for motorists, particularly motorcyclists, as
regards the pinchpoints and their lack of markings. The Clerk advised Council
that he had immediately spoken to the writer, explained the reasoning for the
pinchpoints, assured him that appropriate markings would follow (as at (i)
above) and, in addition, copied said letter to Cllr Cann who, it was believed,
also spoke to writer. (Noted)
(b) Item 2307/5 (c) - Proposed Pedestrian Crossing/Anstey Way: - The Clerk
said this item had been dealt with as at 2309/5 (a). (Noted)
(c) Obstruction of Footpath - BT Kiosk (Marine Parade): - The Clerk appraised
IPC of his telephonic/email “conversations” with BT (25th and 30th/31st July)
i.e. any expense in moving the kiosk (to permit disabled access) would be
borne by IPC and/or the TK could be removed altogether. BT confirmed it would
take no further action until it heard again from IPC (after meeting of
18.9.03). After discussion it was RESOLVED to advise BT that IPC did not
require the TK to be moved and that it would await a decision by DCC Highways
(as per item 2309/5 (b)) to hopefully widen the pavement at that location.
(Noted)
(d) Item 2307/5 (e) - Community Alliance: - The Clerk reported receipt of a
letter (dd 14.8.03) from Ian Hobbs (DCC Community Strategy Officer) reference
this matter. He added that the correspondence had been copied to Cllrs with
their Summer Recess Memo for perusal before the meeting. The Clerk then
reported he had spoken to the Clerks of Westleigh and Horwood, Lovacott &
Newton Tracey PCs’ and that Westleigh had indicated an interest in attending a
presentation by Mr Hobbs if IPC would like to arrange it. The Clerk said he
still awaited a reply from Horwood. It was RESOLVED to invite Mr Hobbs to the
October meeting of IPC (16.10.03 - 7 pm) and to extend an invitation to
Westleigh and Horwood PCs’. (Action: The Clerk)
(e) Item 2307/8 (a) - IPC Appointments: - The Clerk reminded Cllrs that an up
to date copy had been circulated to them with their Summer Recess Memo. IPC
RESOLVED to ratify it. (Noted)
(f) Item 2307/8 (c) - Toilets Marine Parade/Sand Dunes Car Park etc: -
(i) Maintenance: - The Clerk referred to a letter (dd 21.7.03) from Geoff
Barclay (GB) (NDDC - Environmental Health Dept (EHD)) concerning the “urgent”
action NDDC planned to carry out at the Sand Dunes and Quay Car Park toilet
facilities and the Re-cycling Pavilion (w/c 21.7.03) following his recent
visit and talk to IPC (17.7.03). The Clerk said the letter had been copied to
the Chairman, Vice Chairman and Cllr Harper. The Clerk reported that Cllr
Harper, particularly, had subsequently monitored this work and, as a
consequence he sent an email to GB (dd 1.8.03) setting out a list of those
“agreed” issues that had not been carried out i.e. leaky toilets/deep clean/no
electricity/blown sand, vegetation & rubbish on the bank outside (Marine
Parade side) at the Sand Dunes and recycling shed only partly painted. He said
that much of this work had subsequently been done by NDDC (South Molton
Recycling did the recycling shed) although the village handyman, Mel Harris,
and Cllr Harper did some tidying up of the bank outside of the Sand Dunes
toilets. Cllr Harper reported that action was still required at the Sand Dunes
toilets of relevance to the “deep clean” and “electricity”. (Noted)
(ii) Charter Toilet: - (a) The Clerk referred to a letter (dd 21.7.03) from
Geoff Barclay (GB) (NDDC - EHD) the purpose of which was to outline, for the
Parish, the options that were available for the village and to formally seek
Cllrs views on the preferred choice of a Charter toilet for Instow. The Clerk
said this letter had been copied to the Chairman, Vice Chairman and Cllr
Harper. The Clerk then confirmed that the letter had been acknowledged to GB
(email of 1.8.03). (b) The Clerk further advised Council that the content of
the letter had been imparted to all Cllrs (with the exception of Cllr Green -
on holiday) by him and the Chairman/Vice Chairman and Cllr Harper and that all
had been in favour of the Charter Toilet facilities being on the Quay Car Park
(and not at the Sand Dunes Car Park). The Clerk said this issue had been
further discussed with the Chairman/Vice Chairman at their informal meeting
(20.8.03) and as a consequence a communication was sent to GB (NDDC) setting
out the wishes of IPC. The Clerk confirmed he had sent an email to Geoff
Barclay (22.8.03) advising him that IPC would wish any Charter Toilet facility
to be in the Quay Car Park. GB, in his replies (28.8.03 and 1.9.03), stated
that NDDC’s Steering Group would commence, in earnest, the planning of the new
facilities (Quay Car Park) that might be available by Summer 2004. He also
enquired whether IPC had any desire to operate a single unisex facility on the
current Sand Dunes Car Park site and that if there was no such desire that
NDDC would seek to sell the site to the developer of the land behind. GB said
the proposals (Charter Toilet - Quay Car Park) would be forwarded to IPC asap.
(Noted)
(iii) Resolution: - It was unanimously RESOLVED to support the action(s) as
above, namely that the siting of the Charter Toilets should be on the Quay Car
Park (and not the Sand Dunes car Park). (Noted)
(iv) Sand Dunes Toilets - Single Sex Toilet Replacement: - After debate it was
RESOLVED to seek an urgent meeting, on site at Instow, with the appropriate
NDDC’s Environmental Health Portfolio Holder together with Cllr Mrs F Webber
(Chairman of Barnstaple, Fremington and Instow Committee), Cllr Mrs L Brown
and Cllr Cann together with the Chairman, Vice Chairman, Cllr Harper and the
Clerk. It was the view of IPC that any monies spent on Charter Toilet
facilities at Instow would best be spent on having two “small” toilets (as
opposed to one “Superloo”), one at each end of the village, that is the Quay
Car Park and on the current site of the sand Dunes toilets. Cllrs Mrs L Brown
and Cllr Cann expressed their personal support for this particular option.
(Action: The Clerk)
(g) Item 2307/8 (d) - Quality Parish Status: - (i) The Clerk and Cllr Crombie
lead Council in a discussion on this matter; Cllrs referred to a handout that
the Clerk had circulated with their agenda papers. At the conclusion it was
RESOLVED to support IPC seeking Quality Parish status in due course subsequent
to the Clerk attaining the necessary qualification. (ii) The Clerk referred to
a DAPC “Clerks Portfolio Qualification” training session that had recently
taken place at the Offices of Fremington PC on 17.9.03. He said it would be
necessary for him to commit approximately an extra 24 - 30 hours to complete
his portfolio and that he would hope to achieve this in the following 3 - 6
months. (Noted)
(h) Item 2307/8 (e) - Proposed IPC Website: - (i) The Clerk appraised Council
of the actions taken since the July meeting of IPC i.e. a list of Cllrs/email
addresses & approved minutes of the June Meeting had been passed to the Instow
(Website) Webmaster for inclusion and that it was now “live”. (Noted)
(ii) The Clerk suggested that in order to support IPC’s subsequent application
for “Quality Parish” status it ought to explore the possibility of IPC having
its own “Home Page” on the current site. IPC RESOLVED to support this
recommendation of the Clerk. (Action: The Clerk)
(iii) The Clerk said that IPC might like to consider providing some form of
one-off financial support to the Instow Website for the current financial year
and then in subsequent years on a regular basis. It was RESOLVED to have IPC’s
Finance Sub Committee consider this at their forthcoming Budget meeting for
2004/5 - a decision could then be ratified at the November meeting when the
budget proposals would be discussed. (Action: IPC’s Finance Sub Committee)
(iv) The Clerk said that for information of Cllrs the Website address was
<http://www.instow.net/index.htm> (Noted)
(v) The Clerk reported receipt of a letter (dd 29.8.03) from “The Local
Channel” offering a fully functioning, managed and hosted website (worth in
excess of £8,000), for Instow Parish to adopt. The Clerk said this service was
apparently free, forever, if and when the enclosed application leaflet was
signed and returned. The Clerk said he had copied this to the Chairman and
Mark Kidson (IPC’s IT Consultant) to appraise and advise IPC. He said that
DAPC was aware of this firm but expressed concern as to how basic the facility
might be, in other words, could it be expanded and updated for example. IPC
discussed the offer and RESOLVED not to take up the option on the grounds that
the current local arrangement seemed more than satisfactory. (Noted)
(i) Item 2307/9 (p) - Education Act 2000:Reconstitution of Governing Bodies: -
Cllr Crombie briefed Council on the implications of this matter and referred
to a similar document entitled “NALC Legal Update No LO4/03 (dd 13.8.03) -
“The School Governance (Constitution) (England) Regulations 2003” that had
been received by the Clerk and copied to Cllr Crombie. Cllr Cann commented
that he still had “appointing rights” for such posts. (Noted)
(j) Item 2307/9 (r) - Consultation Paper/Indemnities - Authority
Members/Officers: - Cllr Green fully brief Council on the implications of
this. In doing so he referred to a NDDC’s draft response, which had been
copied to him by the Clerk, via the Chairman (11.9.03), for perusal. After
debate it was RESOLVED to respond along similar lines to that as adopted by
NDDC. (Action: The Clerk)
(k) Item 2307/13 (b) - Hedge Trimming/Rectory Lane: - Cllr May said he was
concerned at the anomalies that currently existed between “requests” by DCC to
landowners to cut their hedges at a time of the year when the Countryside
Agency were advising that no cuts occurred because of ethical husbandry. After
discussion it was RESOLVED that land owners should adopt a sensible approach
in cutting their hedges particularly where the safety of road users was an
issue. The Clerk was asked to speak to DCC and endeavour to ascertain why
their “policy” seemed at conflict with the guidance provided by the
Countryside Agency. (Action: The Clerk)
2309/9 CORRESPONDENCE
(i) TTEF Correspondence: -
(a) Email (dd 26.7.03) from Chairman TTEF concerning “Braunton Countryside
Centre - Talks and Talks Programme 2003”: - The Clerk confirmed he had copied
this to Cllrs with their Summer Recess Memo. (Noted)
(b) Emails (dd 31.7.03, 11.8.03, 18.8.03, 20.8.03, 30.8.03, 9.9.03 & 13.9.03)
from Chairman TTEF reference Instow Beach Results: - The Clerk said he had
copied the relevant pages (up to 20.8.03) to Cllrs with their Summer Recess
Memo. He then referred to updated statistics (up to 7.9.03), which had been
distributed before the meeting. (Noted)
The Clerk then suggested to Council that if the overall results proved to be
“favourable” throughout the whole season should it seek some form of positive
publicity, independently or together with TTEF and the Environment Agency
(EA). He said he had spoken to Mrs Day (IPC’s TTEF Consultant) and that she
had advised caution at this stage; the testing was not as yet finished for the
season (will go on to the end of September) and there had been one “fail” to
date. This meant that if there is another “fail” that Instow would have failed
the mandatory water quality standard for the year. After discussion it was
RESOLVED to defer a decision on this to the October IPC meeting and to liaise
with Mrs Day (TTEF) and the ED (Gordon Clark) in the meantime. (Action: The
Clerk)
(c) Minutes of TTEF Meeting of 7th July 2003 together with Beach Bathing
Results (Instow etc): - The Clerk said he had copied this to Cllrs with their
Summer Recess Memo (Noted)
(d) Email (dd 9.9.03) from Chairman TTEF reference ENCAMS Conference for
period 30th September to 2nd October 2003 on board MS Queen of Scandinavia: -
The Clerk said that this conference, to include the latest on the future
development of the Blue Flag and Seaside Awards etc, would commence at
Newcastle and included a trip to Amsterdam. (Noted)
(ii) Other Correspondence: -
(a) Email (dd 21.7.03) from parishioner reference Parish Council Meetings
(public speaking time), Tarka Trail gate and parking at entrance to Old
Rectory Close: - The Clerk said this had been addressed (and copied) to the
Chairman as requested. He read it to Cllrs for their information. (Noted)
(b) Copy email (dd 22.7.03) from parishioner to Cllr Cann reference Yelland
Quay and the possible illegal exportation of aggregate/hard core from this
site: - The Clerk said he had heard nothing further on this matter although he
was aware that it would be preferred if registration numbers of “suspect”
vehicles were noted. (Noted)
(c) Email (25.7.03) from Clerk to DCC Highways (Steve McCrory) requesting that
drains along Marine Parade be blown out following the recent heavy rain and
flooding: - The Clerk reported that as far as he was aware this request was
carried out. He also reported receipt of an email (dd 15.9.03) from Steve
McCrory reference a 2-man Lengthsmen visit to the Parish on 28/29th October
and a new single man Lengthman on 19th November. It was RESOLVED the Clerk
should advise the Parish Handyman so that he could liaise as necessary; Cllr
May (IPC’s Lengthman Liaison Cllr) noted the dates. (Action: The Clerk)
(d) Letter (undated - received 25.7.03) from Defra concerning “Rural Services
Standard 2003”: - The Clerk said he had copied this to Cllr May to read and
appraise Council as necessary - Cllr May said there was nothing particular to
report. The Clerk also reported receipt of an additional letter (dd 11.8.03)
requesting that a poster be put up locally to publicise this government
initiative; he had done this at the Post Office. (Noted)
(e) NALC Legal Topic Note 24 (revised) - Councillors Allowances: - The Clerk
reminded Cllrs he had copied this to them with their Summer Update Memo. After
discussion it was RESOLVED to continue with the current policy of IPC Cllrs
not claiming expenses although it was noted that if this situation was ever to
change that any claim would need to be “cleared” by the Remunerations Panel
that had been set up by NDDC in order to comply with the relevant legislation.
The Clerk confirmed he had provided a copy to Mr G Day (IPC’s IA) for his
information. (Noted)
(f) NALC Policy Update - “How Old is Old Enough - The Minimum Age of Voting
and Candidacy in UK Elections - Consultation: - The Clerk reminded Cllrs he
had copied this to them with their Summer Recess Memo and that any response
was required by 24.10.03. After discussion it was RESOLVED to respond to the
effect that IPC saw no reason why persons of 16 years of age and above could
not vote or stand for candidacy in UK elections. (Action: The Clerk)
(g) NALC Legal Topic Note 56 - “Code of Practice for Local Councils in
Handling Complaints”: - The Clerk said this had been copied to Cllrs with
their Summer Recess Memo. After discussion it was RESOLVED to adopt the
principle of this document as “IPC’s Complaints Policy” and the Clerk was
asked to prepare a draft for consideration of IPC asap. (Action: The Clerk)
(h) Letter (dd July 2003 - received 28.7.03) from DAPC reference DAPC AGM at
Exeter University - Saturday 27th September 2003: - The Clerk reported he was
to attend and represent IPC and that he would report back at the October
meeting of IPC. (Noted)
(i) DCC Monthly News Round Up (August 2003) - received 30.7.03: - The Clerk
said he had copied this to Cllrs with their Summer Recess Memo and placed a
copy in the Post Office. (Noted)
(j) Note from DCC (received 30.7.03) reference “The County Council’s New
Highways and Traffic Orders Committee (HATOCs): - The Clerk said he had copied
this to Cllrs with their Summer Recess Memo for their information. (Noted)
(k) Devon Rural Transport Partnership Newsletter Summer 2003 - received
31.7.03: - The Clerk said this had been passed to Cllr Green for perusal and
briefing of IPC as necessary. Cllr Green said there was nothing to report.
(Noted)
(l) The Crown Estates Commissioners Report 2003 - received 7.8.03: - The Clerk
said he had passed this to the Chairman to peruse and report to Council if
appropriate. The Chairman said there was nothing of relevance to report.
(Noted)
(m) Verbal invitation (received 8.8.03) from Northern Devon Transport Forum to
attend “Bus Surgery” at Barnstaple Bus Station between 11am and 1 pm on
Wednesday 20th August 2003: - The Clerk said he had prepared a poster and
placed it at the Post Office for the information of parishioners. (Noted)
(n) Instow Parish Council - Historical Research by Cllr Harper: - (i) The
Clerk confirmed that Cllr Harper had been visiting DCC’s Archivist at The
Athenaeum, Barnstaple during the summer recess to carry out historical
research of the parish (on behalf of IPC). He said that in order to support
Cllr Harper he had written (11.8.03) to Tim Wormleighton (DCC’s Archivist) and
asked him to loan documents to Cllr Harper, as and when required, and
generally support him as necessary. (Noted)
(ii) The Clerk also reported that as part of his research Cllr Harper has done
an excellent job in indexing the Minute Books 2001/2 and 2002/3; the Clerk
expressed his appreciation to Cllr Harper. (Noted)
(o) P3 Workshop at Winkleigh - Tuesday 12th August 2003: - The Clerk confirmed
he had attended this event (see 2305/11 (b)) and provided a briefing. He
provided Cllrs with a copy of the DCC P3 Handout for their information. The
Clerk confirmed that all relevant actions were in hand, by him and the Parish
Handyman in liaison with NDCCS. (Noted)
(p) Letter (dd 7.8.03) from The Standards Board for England together with a
booklet entitled “Standards Committee Determinations: Guidance for Monitoring
Officers and Standards Committees”: - The Clerk said this was for the
information of IPC as this was a District Council responsibility. (Noted)
(q) Letter (dd13.8.03) from NDDC reference Street Collection Permit for period
8am to 6pm on 5th September for BBC Radio Devon Chestnut Appeal for Prostrate
Cancer: - The Clerk confirmed that on the basis he knew this to be a bone fide
charitable collection he notified NDDC (by email 15.8.03) that IPC had no
objection. IPC RESOLVED to support this decision. (Noted)
(r) Letter (dd August 2003 - received 18.8.03) from Devon & Cornwall Police
Authority concerning “Annual Policing Plan 2003/2004 and Strategic Plan
2003/2008”: - The Clerk said he had perused the plans and then passed them to
the Chairman (20.8.03) who in turn had passed them on to Cllr Mrs A Mayoh (IPC’s
Police Liaison Cllr). (Noted)
(s) Invitation from NDDC (received 18.8.03) concerning “European Objective 2
Funding Workshop on 3rd September 2003 and North Devon College (10am)”: - The
Clerk said this had been passed to Cllr Harper (Grants) for his information.
Cllr Harper said he had been unable to attend. (Noted)
(t) Letter (dd 19.8.03) from NDDC - Members Services reference “Members’ Code
of Conduct Training” - Tuesday 26th August 2003 at 6pm - Civic Centre,
Barnstaple: - The Clerk said he had copied this letter to all Cllrs with their
Summer Recess Memo. (Noted)
(u) Letter (dd 18.8.03) from Orlando Fraser (Conservative PPC for North Devon
reference “Quality Parishes, Public Conveniences and Parishes on Ordnance
Survey Maps”: - The Clerk reminded Cllrs he had copied this to them with their
Summer Recess memo. After discussion it was RESOLVED to reply along the lines
that IPC supported the concept of “Quality Parishes”, was concerned at the
current NDDC stance on “Charter Toilets” and was not in favour of the
government’s proposal to delete Parish Boundaries from Ordnance Survey Maps”.
The Clerk was asked to deal. (Action: The Clerk)
(v) Press Release (received 20.8.03) from Winkleigh Village Community Working
Party reference “Proposal to build a biomass power station within the parish
of Winkleigh: - The Clerk said this had been forwarded to IPC for its
information and that he had copied it to the Chairman. (Noted)
(w) Complaint (19th August) from parishioner to Cllr Harper reference dog
fouling in the Sand Dunes: - The Clerk reported that as a result of an email
communication with Mr Geoff Barclay (NDDC) (15.8.03), targeted dog warden
patrols were put in place with the promise of additional signs being placed at
or near the dunes. (Noted)
(x) Telephone call (21.8.03) from Barnstaple Aged Concern (324488) enquiring
as to whether there were any Day Care facilities at Instow: - The Clerk
reported that as a result of enquiries at the Post Office it was established
that it was believed The Sand provided such a service; he had notified Aged
Concern. (Noted)
(y) Letter (dd 14.8.03) from The Silvanus Trust concerning “The Silvanus Trust
Our Trees Project”: - (i) The Clerk provided a briefing as to the content of
the letter that he had copied to Cllr May (Parish Tree Warden) (Noted)
(ii) Letter (received 5.9.03) from “The International Tree Foundation - North
Devon Group" reference free trees and an Event at Roundswell Community Centre,
Barnstaple (7.10.03): - The Clerk said he had copied this to Cllr May (IPC's
Tree Warden). Cllr May said that if any Cllr was aware of a suitable location
for a tree to be planted to let him know. It was RESOLVED to copy said
correspondence to Peter Yeo (Chairman IIB). (Action: Cllrs and The Clerk)
(iii) Also “The Tree Council” Seed Gathering Sunday (On or around 12th
October) Poster: - The Clerk said he had copied this to Cllr May and placed a
copy in the Post Office. It was similarly RESOLVED to copy this to Peter Yeo
(Chairman IIB) - Clerk to deal. (Action: The Clerk)
(z) Received information concerning broken (original stone shelter) and
missing window (new stone shelter) at Venn Cross Bus Shelters: - The Clerk
said the Parish Handyman had repaired both windows - see finance for payment.
(Noted)
(aa) Email (28.8.03) from Cllr Harper reference missing stones (seaward side)
in Flood Defence Wall opposite Quay Pub: - The Clerk confirmed he had notified
the Environment Agency at Exeter (Martin Davies) and that IPC had been thanked
for providing the information. (Noted)
(bb) Letter (dd 29.9.03) from NDDC reference “DAPC Ethical Framework Training”
at Civic Centre on Wednesday 29th October 2003 - Cllrs invited: - The Clerk
said this letter had been copied to Cllrs with their agenda papers and that
any bookings needed to be done personally by attending Cllrs. (Noted)
(cc) Agenda of Northern Devon Rural Transport Forum of 18th September 2003 -
received (30.8.03): - The Clerk said this had been copied to Cllr Green who
reported that he had been unable to attend. (Noted)
(dd) Letter from Record Playgroup Equipment Ltd reference Play Seminar at
Caddsdown Business Support Centre, Bideford on Tuesday 23rd September 2003 -
received (30.8.03): - The Clerk said he had copied this to ex Cllr Mrs C Grant
(Instow Playgroup representative). (Noted)
(ee) Minutes of Instow Parish Hall Committee AGM of 22nd July 2003 (by email:
- The Clerk said he had copied this to Cllrs with their agenda papers. (Noted)
(ff) Village Green Magazine (Issue 93 - September 2003) from CCD together with
papers of relevance to: - The Clerk said this also contained: - CCD
Consultancy Leaflet (Noted), CCD Services Leaflet (Noted), NALC Policy Update
No P23/03 (dd 12.8.03) entitled “The Electoral Commission: The Shape of
Elections to Come - An Executive Summary” (copied to Cllrs with Agenda papers)
(Noted), DAPC - Members Council North Devon Vacancies x2 (no IPC Cllrs
interested - NFA), University of Exeter - Employment Law Seminar 22nd October
(Noted), CCD New Cllr Training 10th November (Exeter) (Noted), CCD Clerks
Training Day 6th November (Exeter) - (Noted), CCD Developing Your Community
Plan Training 16th September (Ivybridge) (Noted), CCD Housing Needs Survey
Seminar 26th November (Buckfastleigh) (Noted), CCD Rural Housing Conference
15th October (Newton Abbot) (Noted), CCD Tackling Social Exclusion in Devon
Seminar 18th November (Okehampton) (Noted), CCD Rural Business Development
Course 4th November (Exeter) (Noted), Devon Barn Owl Survey 2003 Poster (copy
placed in Post Office), Poster from The Experience Corp - Seeking Volunteers
for Projects (copy placed in Post Office) and South West Forum Newsletter
July/August (copy placed in Post Office) . (Noted)
(gg) DCC Monthly News Round Up (September 2003): - The Clerk said he had
copied this to Cllrs prior to the meeting and placed one in the Post Office
for parishioners. (Noted)
(hh) Note from Devon and Cornwall Magistrates’ Courts Committee (MCC) - (Non
Magistrate Members): - The Clerk said this seeks to recruit co-opted
non-magistrate members to the MCC and that he had copied to Cllrs and placed
one in Post Office for parishioners. (Noted)
(ii) Letter (dd September 2003 - received 12.9.03) from DCC reference
“Strategic Plan - Working for a Better Devon 2003-2008: - The Clerk said this
also included copies of DCC’s updated Strategic Plan (as above) and a report
identifying the County’s Achievements in 2003 - 2003 and had been passed to
the Chairman for perusal. (Noted)
(jj) Telephone call (18.9.03) from Mrs Butt of 2 Linden Close, Barnstaple
(345785) requesting “permission” from IPC to place a seat in memory of her
late husband on Instow seafront: - IPC RESOLVED to support this request -
Clerk to liaise with Mrs Butt. (Action: The Clerk)
(kk) Miscellaneous correspondence: - The Clerk said he had received a letter (dd
27.8.03) from Sutcliffe Play (SW) Ltd reference Play product range (Noted),
letter (received 10.9.03) from DCC Records Office (Barnstaple) reference
Community Organisations Database update (done), letter (dd 8.9.03) from DCC
together with Devontalk Magazine (Autumn 2003), Clerks and Councils Direct
(September 2003 - Issue 29) & Children’s Hospice SW Autumn Newsletter 2003
together with Raffle Tickets. (Noted)
2309/10 FINANCE
The Clerk reported on the financial transactions since the July meeting of
Council: -
1. INCOME: -
Car Park Takings Period ending 24th July 2003 £ 222.75
Ditto Period ending 31st July 2003 £ 269.00
Ditto Period ending 7th August 2003 £ 483.00
Ditto Period ending 14th August 2003 £ 560.00
Ditto Period ending 21st August 2003 £ 514.00
Ditto Period ending 28th August 2003 £ 36.70#
Ditto Period ending 3rd September 2003 £ 200.20
Ditto Period ending 11th September 2003 £ 300.00
TOTAL: - £2585.65
Key: -
# Machine malfunctioned, yet again, and inoperative for a number of days -
Engineer recalled (no charge) to repair it - done on 3.9.03 (faulty reject
mechanism)
NB: - As of 11.9.03 Car Park Takings for Season 2003 are £247.75 up on 2002
season.
2 (a) EXPENDITURE: -
*The Clerk explained that the below payments had been “approved” by the
Chairman/Vice Chairman at an informal meeting he had held with them on 20.8.03
- IPC RESOLVED to ratify the payments.
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 350.00
Mr M Harris Grass Cutting (No 5) £ 155.00
Mr P Cook Beach/Dune Cleaning £ 498.42
Mr P Cook Tractor Fuel £ 21.00
Inland Revenue Re: Mr P Cook £ 39.18
Blick Alfia Ltd Car Park Machine Maintenance (4th July) £ 111.63
BT Tel Account per 01271 372408 £ 65.50
DAPC AGM - Clerk’s Attendance (27.9.03) £ 20.00
Allianz Cornhill Tractor Insurance 2003/4 £ 84.80+
TOTAL: - £1377.53
Key: - + Clerk confirmed that Tractor Ins policy subsequently received (for
period 1.9.03 to 1.9.04)
2 (b) EXPENDITURE: -
Mr O W Cook Tractor Garage Rental £ 32.00
Mr M Harris Village Handyman £ 297.00*
Mr M Harris Grass Cutting (No 6) £ 155.00
Mr P Cook Beach/Dune Cleaning £ 388.80
Mr P Cook Tractor Fuel £ 14.00
Blick Alfia Ltd Car Park Machine Maintenance (21st July) £ 111.63
Mr R Jacob Clerk’s Remuneration £ 643.50
Mr R Jacob Clerk’s Expenses £ 424.29
Inland Revenue Re: Mr P Cook & R Jacob £ 208.50
TOTAL: - £2274.72
Key: -
*Includes redecoration/maintenance of Boathouse Bus Shelter (i.e. new seat,
decoration) as” approved” by Chairman/Vice Chairman at informal meeting Clerk
held with them on 20.9.03. IPC RESOLVED to ratify this agreement/payment.
*Also includes work on footpath gates on Venn Cross to Tarka trail footpath -
payable from DCC P3 grant 2003/4.
3. BANK - STATEMENT OF ACCOUNTS: -
Portman Current a/c number 15783618 as at 8.9.03 = £ 55.51#
Key: -
# Actual balance £3.51 (cheques for £32 and £20 un-cashed as of 8.9.03 - both
cleared as of 17.9.03. Account closed on 17.9.03 and outstanding balance
awaited by cheque; to be paid into Lloyds Bank Treasurers Account no. 02348842
as below)
Portman Corporate Instant Access a/c number 137-4375752-5 as at 8.9.03 (when
closed by Clerk) = £13,418.43#
Key: - # Includes £224.55 interest.
Lloyds Bank Business Account number 02350065 on opening 8.9.03
= £13,418.43+
Key: - + Closure cheque from Portman Instant Access.
Lloyds Bank Business Account as at 13.9.03 (according to Clerks records
- no statement received) = £13,718.43
Lloyds Bank Treasurers Account number 02348842 as at 18.9.03 (according to
Clerks records) = £ NIL
4. RESOLUTION REQUIRED: -
(a) The Clerk reported it had been agreed to transfer £1380.00 from the
Portman Corporate Instant a/c number 137-4375752-5 to the Portman Current a/c
number 15783618 at the informal meeting he held with the Chairman/Vice
Chairman on 20.8.03 to cover cheques as at 2 (a) above. IPC RESOLVED to ratify
this decision.
(Noted)
(b) IPC RESOLVED to transfer £2,280.00 From the Lloyds Bank Business account
number 02350065 to Lloyds Bank Treasurers account number 02348842 to cover
cheques as at 2 (b) above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Instow Welfare Trust: - (i) The Clerk reported he had attended a meeting
on Tuesday 5th August, together with ex Cllr Mark Kidson (IPC’s “Nominated
Trustee”), Sandra Yeo (Currently “First Co-opted Trustee”), the Rev Clive
Cooper (“Ex-officio Trustee” as the incumbent for the time being of the
present benefice of Instow) and Mr G Day (IPC’s IA). He said that as a
consequence the Board of Trustees of said Trust had been re-constituted and
the Rev Clive Cooper had agreed to inform the Charities Commissioners (CC) and
the CCLA Investment Management Ltd (COIF Fund) of this fact. The Clerk added
that a further meeting was fixed for Tuesday 9th September 2003 to which ex
Cllr Mark Kidson had attended. The Clerk then read an email he had received
(17.9.03) from Mark Kidson as regards the proposed action(s) the Trustees were
contemplating adding that their proposals were currently being considered by
the Charity Commissioners (CC) and that a further meeting of the Trustees had
been arranged for the 9th October so that the CC’s response could be
considered. The Clerk said that Mark Kidson anticipated addressing IPC at its
October meeting with a view to having IPC, in effect, ratify the proposals of
the Trustees. (Noted)
(ii) The Clerk reported receipt of the “Charity Commissioners Annual Return
and Trustees Detail Update Form 2003” for The Welfare Trust. He said that the
appropriate forms had been duly completed, in conjunction with the Trustees,
and would now be returned as necessary. Noted by IPC. (Action: The Clerk)
(b) Recreation Ground Account: - (i) The Clerk reminded Cllrs that at the IPC
Meeting of 17.7.03 he had been asked (by Cllr May) to look into the leasing
arrangements between IPC and DCC particularly as regards the annual rent, the
duration of the lease and insurance cover. As a result the Clerk reported he
had communicated with Andy Bell (NDCCS) and established the annual rent to be
£1 (peppercorn arrangement - never claimed to date), period of lease 25 years
(for period 1987 to 2012) and that DCC is covered by public liability and
employers insurance. IPC then discussed the implications of not having claimed
the peppercorn rent, that is, the possible loss of ownership of the land by
“squatters”. The Clerk then appraised IPC of his enquiries with a solicitor,
who resided in the parish, and who had confirmed that, as there was a lease in
existence “squatters rights” could not be subsequently claimed by DCC. IPC
RESOLVED to await this advice in writing and to then consider the recovery of
the peppercorn rent. (Action: The Clerk)
(ii) The Clerk reported receipt of the “Charity Commissioners Annual Return
and Trustees Update Form 2003” for the “Instow Recreation Ground” adding that
as far as he could determine no trustees had ever been nominated from IPC;
after discussion it was RESOLVED that the cheque signatories (Cllrs White,
Crombie, Johns and Green) to The Recreation Ground Portman Instant Access a/c
would be the Trustees. It was noted the Trustees had to complete the
appropriate ”Trustee Update” form and that the Clerk should then return all
papers to CC. (Action: The Clerk)
(c) CCLA Investment Management Ltd (COIF Charity Fund) Report and Accounts for
half year to 30th June 2003: - Noted by IPC. (Noted)
(d) 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 sincerely thanked IPC’s cheque
signatories for having acted so expeditiously in visiting Lloyds Bank,
Barnstaple in order for the necessary Treasurer’s cheque book (current)
account to be opened. He explained it had also been necessary to open a Lloyds
Bank Business account (in order to accrue interest - Lloyds bank had changed
the format of the Treasurers account since the last meeting of IPC in July).
This account, he said, would act much like the former Portman Instant Access
account (in that it would attract a higher rate of interest than the
Treasurers account) and be necessary in order to transfer a sum of money, per
month, to the Treasurers account to cover the monthly cheques. IPC RESOLVED to
ratify the decision to open a Lloyds Bank Business account. (Noted)
(ii) Portman Current account no. 15783618 and Portman Instant Access account
no. 137-4375752 - The Clerk confirmed that these two accounts had now been
closed (see above as at items 2309/10 (3) and 2309/10 (5 (c))) and that Cllr
Green was now an authorised cheque signatory to both the Welfare and
Recreation Ground Accounts that still remain with the Portman Building
Society. (Noted)
(e) Audit Commission (AC) - Annual Return for the Year ended 31st March 2003:
The Clerk confirmed that the Annual Return had been forwarded to the AC (via
Mr G Day - IPC’s IA) and would have been received by the deadline date of the
28th July 2003. The Clerk said he was in possession of a copy covering letter
(dd 24.7.03) from Mr G Day (IPC’s IA) to the District Audit. The Clerk also
confirmed he had placed a notice (28th July), at the Post Office, for the
information of parishioners in order to comply with the “Exercise of Electors
Rights” together a form entitled “A Summary of Your Rights” - period of time
for electors to examine books at home of Clerk 11.8.03 to 12.9.03. He said he
had received no requests. (Noted)
(f) Bus Shelter (Atturm - Marine Parade): - The Clerk reported he had yet to
receive a response from NDDC (Jon Turner - Community) as to whether a grant
could be “supplied” for such a project. He said the offer of £500 towards such
a shelter still stood from DCC i.e. use of reserves. The Clerk said he would
chase up a response from Jon Turner. (Action: The Clerk)
(g) Beach Cleaning Grant: - The Clerk updated IPC as to “problems” he had
encountered in endeavouring to obtain the beach cleaning grant 2003. He said
he would continue to chase up Jon Turner. (Action: The Clerk)
(h) Grass Cutting Grant - DCC: - The Clerk appraised IPC of his progress, that
is, an Invoice for £493.00 had been sent (16.9.03) to DCC - a 4.5% increase on
2002. Cheque awaited. (Noted)
(i) Meet The Auditor Training - DAPC: - The Clerk confirmed he had attended
this training session at Tiverton on Tuesday 22nd July and found it to be most
useful. He added that he had since liaised with Mr G Day (IPC’s IA) and
briefed him as necessary. (Noted)
(j) Letter from The Samaritans (North Devon & North Cornwall Branch)
requesting a donation: - IPC considered this request and RESOLVED not to send
a donation. (Noted)
(k) Letter (dd 27.8.03) from Defence Bills Agency (DBA) of Liverpool
requesting details of IPC’s Bank account: - The Clerk said he had dealt with
this as necessary; For information: DBA pays an annual grant for Atturm’s use
of the beach. (Noted)
`
2309/11 PLANNING
(a) Planning Reference 32500 - Lane End Close, Instow (See Item 2307/11 (b): -
Clerk to report receipt of a letter (dd 6.8.03) from NDDC Planning (Mr Lewis
Andrews) confirming its verbal response to this issue at the July meeting.
Copied to Chairman and Vice Chairman the latter of whom raised this issue at
the June meeting (item 2306/12 (i)) of IPC. (Noted)
(b) Formation of disabled access to clubhouse and Changing Rooms together with
erection of covered store at The North Devon Yacht Club, Instow (Reference No
35820): - (i) The Clerk reported he had received this application on 5.8.03
and had passed it immediately to Chairman for the attention of the Planning
Officers. The Clerk said he had received it back from IPC’s Planning Sub
Committee on 14.8.03 (via Chairman) and that it had recommended the
application be approved; the Clerk said he advised NDDC (15.8.03). IPC
RESOLVED to support this decision. (Noted)
** Cllrs Crombie, Johns and Mrs A Mayoh declared an interest and did not
speak**
(c) Application by IPC, to NDDC Planning Department, for a list of Listed
Buildings and Tree Preservation Orders within the Parish: - The Clerk said
this application had been prompted by Cllr Harper (emails of 18th and 21st
July) who recommended that once received they be placed on the Council’s
website with photographs, where appropriate, although it was appreciated this
might create confidentiality issues. After discussion it was RESOLVED to await
the arrival of the authenticated lists from NDDC and then debate the matter
again. NB: - Clerk emailed request to NDDC (on 30.7.03) and chased it up, by
email, on 10.8.03 - response still “in hand”. Clerk to remind NDDC before next
meeting of IPC if not received by then. (Action: The Clerk)
(d) Letter (dd 14.8.03) from Cllr Colin Payne (Chairman of Planning - NDDC)
reference “Improvements of Communications between Parish Councils and the
Expertise of Planning Officers”: - The Clerk said this had been copied to the
Chairman for his information (18.8.03); the Chairman and Clerk appraised IPC
of its content. (Noted)
(e) (i) Letter (dd 3.9.03) from Gary Mohammed (Manager - Power Station and
Pipe-line Consents - Dept of Trade & Industry) concerning “Proposed CCGT Power
Station at Yelland”: - The Clerk said this stated that in the absence of any
confirmation from RRPV that it wished to continue with the application the
Department had decreed that the application be deemed to be withdrawn and that
no further action is required. Noted by IPC. (Noted)
(e) (ii) Letter (dd 10.9.03) from NDDC Planning Manager reference “Application
to Secretary of State for Energy under Section 36 Electricity Act 1989 for the
Erection of a Power Station at site of former Power Station, West Yelland,
Barnstaple (Reference No: 29924): - The Clerk said this stated said
application had been WITHDRAWN and will no longer be considered by the Local
Planning Authority. Noted by IPC. (Noted)
2309/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
(a) IPC Website: - Cllr Harper suggested that IPC’s website address should
publicised in the forthcoming edition of the Parish News. IPC RESOLVED to
support this recommendation and the Clerk was asked to make contact with the
Editor, Cllr Scott. (Action: The Clerk)
(b) Braunton Biosphere/Talk: - Cllr Mrs A Mayoh suggested that Andy Bell (NDCCS)
be invited to IPC to give a talk on this subject. IPC RESOLVED to support this
suggestion although not until the New Year because meetings up to Christmas
were already know to be busy i.e. budget meeting etc. Clerk to contact Andy
Bell and provisionally arrange. (Action: The Clerk)
There being no other business the meeting was closed. |
