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Present: - Councillors, P Cook, N Crombie, Mrs T Dipper, M Green (Vice
Chairman), C Harper, A Johns, G May, B Thomas, S White (Chairman) and Mr R
Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC), Cllr B Moores (NDC) and 7 parishioners.
2909/1 PRAYER
The Clerk led the Council in prayer.
2909/2 APOLOGIES
There were no apologies.
2909/3 POLICE REPORT
a) Crime: -
PC Hodgson said only 1 crime had been reported in the parish since the middle
of August, an offence of criminal damage that had subsequently been withdrawn.
(Noted)
b) Other Matters: -
(i) Pc Hodgson said 5 police logs had been recorded during the same period of
time, namely, x 1 alarm, x 1 road related, x 1 concern for welfare, and x 2
anti-social behaviour. (Noted)
(ii) He also said a large amount of alcohol had been seized from youths during
the weekend of 12/13th September within the dunes area where it was believed a
party had been held. (Noted)
(iii) PC Hodgson added that he and his team had also been involved in the
recent “James May” miniature railway event on the Tarka trail and the Round
Britain Cycle Race that had passed through the village earlier that day.
(Noted)
c) Marine Watch: -
PC Hodgson said a meeting was to be held on the 2nd October at the North Devon
Yacht Club to discuss this initiative. (Noted)
d) Neighbourhood Beat Area : -
PC Hodgson said his beat, for the last few months, had extended from the
Torridge Bridge to Sticklepath Hill in Barnstaple but that he was now to be
supported by PC Tim Quick; this would allow him more time to concentrate on
the Instow area and media relations. (Noted)
e) BT Scam: -
In answer to a question from Cllr Harper, PC Hodgson said he was unaware of
such a scam although he would promulgate it, as necessary, if the appropriate
information could be passed to him. The Clerk agreed to forward the
information to him by email asap. (Action: The Clerk)
2909/4 PARISHIONERS
Miscellaneous Matters/Footpaths etc: -
A parishioner spoke of: -
• Footpath 3 – Now in an excellent state; thanks to all concerned. (Noted)
• Parish Verges – Expressed thanks to Clerk and Handyman for the recent work
they had done. (Noted)
• Vandalism etc – Reported damage to: -
o Dog bin at the entrance to the Sand Dunes Car Park; Clerk confirmed this had
already been reported to NDC as vehicular damage. (Noted)
o Drink cans/bottles in lagoon adjacent to coastal footpath near old power
station. (Action: The Clerk)
o Damage to footpath sign near to the Cricket Club. (Action: The Clerk)
o PR “damage” to area by the James May model railway project. (Noted)
• Westleigh Link Road Junction – Spoke of his concerns for the safety of
motorists at this junction and urged DCC to take positive steps to alleviate
the dangers. (Noted)
• Round Britain Cycle Race – Said that not enough emphasis on advance traffic
control was given. (Noted)
• Instow “Gateway” Signs – Complained of poor state especially the one from
the west. (Noted)
• Atturm Camp – Asked whether the camp could be approached to establish what
the reason for the current construction on site was. The Clerk advised the
parishioner that the MOD had been granted planning permission towards the end
of 2008 to demolish the existing accommodation and catering block and erect a
new accommodation/catering facility and a water tank; he added it had been
debated by IPC in October 2008. (Noted)
2909/5 REPORT COUNTY COUNCILLOR R CANN
(i) General: -
Cllr Cann reported on “New Road – Excess Speed” (speed readings were recorded
at this site between 3.8.09 and 10.8.09 and were very positive for a 30 mph –
no further action contemplated), “Families with Children with Special Needs”
(estimated 3,500 such families in Devon; £4.27 million budget), “Boosting
Income in Tough Times” (DCC has linked up with Devon Welfare Rights to assist
residents in claiming benefits – 0845 605 6002, email: dweu@citizensadvice.org.uk
or website www.dwru.org), “Chippings in Lay By – Anstey Way” (have been
removed by SW Highways – were causing problems for walking School Bus
initiative”; “Virtual School Bus” (The road markings are worn and are to be
repainted/replaced as necessary), “DCC Cllrs Overseas Costs” (£45,231 for the
period 2005/6 to 2008/9 – DCC currently reviewing its involvement with
European/Overseas bodies). (Noted)
(ii) “Access/Egress to Commodore Hotel – Large Vehicles”: -
Cllr Cann said DCC had concerns about the impact of removing parking spaces on
Marine Parade and had a view that the most appropriate solution would appear
to be structural adjustments to the private wall at the entrance that may
involve planning requirements. (Action: The Clerk)
(iii) Village Gateway Project: -
Cllr Cann said he had recently attended a site meeting with the Chairman and
the Clerk together with representatives of DCC following DCC’s view that the
original “village gateway” concept was unacceptable on safety grounds. He said
discussions were ongoing. (Action: Cllr Cann)
(iv) Westleigh Junction: -
Cllr Cann said he continued to robustly lobby DCC to take immediate and
positive action to improve the safety of this junction particularly since the
recent fatal accident. He summarised the questions he had tabled and the
responses received. Following a discussion IPC RESOLVED to write to the leader
of DCC and add its weight to Cllr Cann’s positive stance. (Action: The Clerk)
(v) Proposed Play Area – All Saints/Tarka Trail (Rear of Yacht Club): -
Cllr Cann said he had recently visited two possible sites, as above; he felt
the Tarka Trail site was feasible but not well related to the centre of the
village whereas the All Saints site was easily accessible, had off road
parking, might help meet the church’s community engagement aspirations yet
there might be difficulties with existing covenant issues. (Noted)
(vi) Outstanding Traffic Matters: -
Cllr Cann spoke of:-
(a) Additional Passing Point between Boathouse and Sand Dunes Car Park – He
said this proposal was now under consideration with consultations in hand with
Bus Companies regarding converging buses on Marine Parade. (Noted)
(b) Parking Restrictions Along Marine Parade – He said there had been a
request for the relaxation of parking restrictions between the Boathouse and
the Sand Dunes Car Park adding, now that enforcement was taking place along
the main seafront, was one hour adequate for families to use the beach. The
Chairman recommended that IPC consider this issue at the next meeting – IPC
RESOLVED to support this suggestion; the Clerk was asked to obtain copies of
the relevant traffic orders to assist deliberation. (Action: The Clerk)
(vii) Instow New School – Update: -
Cllr Cann said he had tabled a question at a recent DCC meeting asking for an
update on progress as regards the identification of a site for the new school.
He had been told that the replacement of Instow School does not form part of
the current capital programme although considerable officer and consultants
time was put towards identifying a potential new school site. He added that in
light of the proposed Area Review for Bideford Learning Community (which will
include Instow Primary School) due later this year, the Cabinet Member for
Schools had concluded that further investigation should not take place until
the outcome of the Area Review was available and in the public domain. (Noted)
2909/6 REPORT OF DISTRICT COUNCILLOR B MOORES
(i) Cllr Moores reported on “Charter Toilets – Quay Car Park” (Court papers
served 9.9.09 and copy placed to the land), “Ransom Strip” (several meetings
had taken place to discuss possible options – All Saints resolved to be the
most suitable), “Queens Street Multi Storey Car Park - Problems” (option
report to be debated by NDC’s Executive), “NDC – Housing Advice” (£25,000 had
been approved to move this into the Civic Centre) and “NDC - Domestic
Violence” (Almost £150,000 has been secured from Devon wide Action against
Domestic Violence). (Noted)
(ii) Dog Bin – Tarka Trail: -
Cllr Harper thanked NDC for replacing the old and decrepit dog bin near the
tunnel closest to the Signal Box. (Noted)
2909/7 MINUTES
It was RESOLVED that the July 2009 minutes of Instow Parish Council be
approved and signed. (Noted)
2909/8 MATTERS ARISING FROM THE MINUTES
a) Item 2907/8 (a) – Village Gateway Initiative: -
Cllr Cann and the Chairman, together with the Clerk, provided IPC with an
update; see item 2905/(iii). (Action: Cllr Cann)
b) Item 2907/8 (b) - DCC Commons Act 2006/IPC Actions: -
Cllr Harper updated IPC on his action(s) reference the registering of the land
between the mean high tide mark and seawall on Instow Sands. IPC RESOLVED to
note Cllr Harper’s comments and thanked him for his work. (Noted)
c) Item 2907/8 (c) – Marine Parade/DCC Traffic Management Meeting: -
(i) Cllr Cann provided IPC with an update of those traffic issues not reported
on elsewhere (e.g. items 2905 (i) – New Road Excess Speed, 2905 (ii), (iii)
and (vi) (a) namely: -
o General poor state of road surface – Seafront.
o Poor state of drains maintenance especially seafront (flooding) and Anstey
Way.
He said he had drawn this to the attention of DCC Local Services and that the
seafront road surface maintenance issue would be considered in its forthcoming
budget as appropriate and that it was hoped to maintain the drains more
frequently. (Noted)
(ii) The Clerk and Cllr Mrs Dipper updated IPC on a “Summer Speed Initiative”
they had attempted to “initiate” in conjunction with the police. Cllr Mrs
Dipper spoke of a poster that she and her daughter had put together. Following
a discussion, in which Cllr Mrs Dipper and her daughter were thanked for their
initiative, IPC RESOLVED to have the poster placed in the parish magazine and
to have additional copies printed and placed on IPC’s notice boards. (Action:
Cllr Mrs Dipper and The Clerk)
d) Item 2907/8 (d) – Quality Parish Council Reaccreditation Update: -
(i) The Clerk reported receipt of a letter (dd 28.7.09) from SLCC reference
“Submission of Section 7 – The Power of Well Being”; he said it stated the
Clerk had attained a pass in Section 7, Power of Well Being, CiCLA 2008. He
added that this meant he had now successfully “topped up” his previous
qualification in Local Council Administration and his accreditation was now of
the required standard for QPC re-accreditation. (Noted)
(ii) The Clerk reported that IPC’s QPC re-accreditation portfolio was now
ready for submission subject to IPC adopting the following: -
• Community Engagement Strategy (not compulsory but advisable).
• Adoption, as a minimum, of NALC/SLCC salary scales for employees
(Compulsory) – a letter.
• Training Statement of Intent (Compulsory)
The Clerk reminded Cllrs he had forwarded copies of each of the above draft
documents to them with their agenda papers (10.19.09). (Noted)
(iii) After a discussion IPC RESOLVED to adopt the draft “Community Engagement
Strategy”; the Chairman and Clerk signed a copy. (Noted)
(iv) After a discussion IPC RESOLVED to adopt the draft “Training Statement of
Intent”; the Chairman and Clerk signed a copy. (Noted)
(v) After a debate, and in the absence of the Clerk, IPC RESOLVED to adopt, as
a minimum, the NALC/SLCC salary scales for employees; the Chairman and Clerk
signed a letter confirming same. (Noted)
(vi) The Clerk advised IPC that the County Secretary of the DAPC had already
vetted IPC’s QPC reaccreditation portfolio and, provided all documents as
above were adopted and included, it was ready for submission. (Noted)
(vii) The Clerk advised IPC that if it resolved to apply for QPC
re-accreditation the fee was £57.50 and that the next accreditation panel met
on the 30th September and 16th December 2009. (Noted)
(viii) The Clerk further advised IPC it had taken him approximately 35-40
hours of additional work to put the QPC reaccreditation portfolio together;
IPC RESOLVED to thank him for his commitment and hard work. (Noted)
(ix) After a discussion IPC RESOLVED to submit the QPC reaccreditation
portfolio and to authorise the necessary payment. (Action: The Clerk)
e) Item 2907/8 (e) – Neighbourhood Watch Messaging/Website etc: -
The Clerk and Cllr Mrs Dipper provided IPC with an update; they said there
were potential data protection issues in using the information provided to
neighbourhood watch coordinators and recommended the police liaise with the
Instow webmaster and deal as necessary and direct. IPC RESOLVED to support
this suggestion and the Clerk was asked to speak to the police. (Action: The
Clerk)
f) Item 2907/9 (f) – All Saints Chapel – Children’s Play Area?: -
(i) The Clerk provided IPC with an update; he said following liaison with
NDC’s Parks Department, during which a concept plan for the site was drawn up,
a site meeting was held on Friday 11th September with the Chairman, Clerk, Rev
Calway, Cllr Cann and George Holman (NDC Parks Dept). As a consequence the Rev
Calway had agreed to report back to the Instow PCC and get back to IPC by the
next meeting. (Noted)
(ii) The Clerk then referred to an email (dd 7.9.09) from the DAPC reference
“DCC – Government Plan Play Initiative”; he said it stated that DCC had
successfully secured £1.1 million from this project for the development of at
least 22 play areas for 8-13 year olds across the county. IPC RESOLVED to note
this at this stage. (Noted)
g) Item 2907/9 (i) (f) – Excess Speed/New Road:-
See item 2905/(i). (Noted)
h) Item 2907/9 (i) (g) – Instow Beach/Dogs: -
The Clerk advised IPC that NDC had yet to adopt the Clean Neighbourhood and
Environment Act as it related to “dogs” but that Cllr Cann was hopeful of
arranging a site meeting with a representative of the Environmental Health
Dept by the next meeting in order to discuss Instow’s “special circumstances”.
(Action: Cllr Cann)
i) Item 2907/12 (g) – Ransom Strip: -
(i) The Clerk referred to an email (dd 28.7.09) from Cllr Moores reference
“Land at Instow”; the Clerk elaborated. (Noted)
(ii) The Clerk reiterated what Cllr Cann had previously reported upon - see
item 2905/(i)(iv), namely, there was potential for a small children’s play
area on the Tarka Trail (at the rear of the Yacht Club) albeit it was not that
well related to the centre of the village. (Noted)
2909/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) (i) Email (dd 23.7.09) from the Environment Agency (EA) reference “Bathing
Water Results – 23rd July 2009”: -
The Clerk said that this historical data confirmed that Instow had already
failed the “Guideline Standard” (Blue Flag) for 2009 although not, as yet, the
“Imperative Standard”. (Noted)
(ii) He then referred to an email, and comments therein, from the EA and Mrs
Rose Day (IPC’s TTEF representative) that he had forwarded to Cllrs with email
addresses; others had been advised personally. (Noted)
(iii) The Clerk then referred to an email (dd 30.7.09) from the Environment
Agency (EA) reference “Bathing Water Results – 30th July 2009”; he advised IPC
that it would seem Instow had now failed one “imperative standard” test
(21.7.09). (Noted)
(iv) The Clerk then referred to an email (dd 6.8.09) from the EA reference
“Bathing Water Results – 6th August 2009”; he said it advised IPC that Instow
had now failed the “imperative standard” (30.7.09) unless a “wet waiver” could
be attributed adding he had forwarded a copy of the email to Cllrs with email
address and personally advised others. (Noted)
(v) The Clerk then referred to an email (dd 18.8.09) from Rose Day (IPC’s TTEF
representative) reference “Failure of Imperative (Mandatory) Water Quality
Standard”; he said this confirmed there was no prospect of the recent bad
results (i.e. 30.7.09) being set aside as a result of a wet weather waiver.
(Noted)
(vi) The Clerk then summarised the current season’s water quality test as
follows; he said it would seem (from the water quality readings of 10.9.09)
that Instow had, since 7.5.09, failed 23 guideline standard readings (out of
48) and 5 imperative standard readings (out of 48) and that only 20 tests had
passed both the guideline and imperative standard. (Noted)
b) Letter (dd 15.7.09) from DCC reference “20 mph Zones and Limits”: -
The Clerk advised IPC that this set out the joint statement as agreed between
DCC and the Devon and Cornwall Constabulary as regards this topic and that a
copy of the letter had been forwarded to Cllrs with their summer recess update
(21.8.09). (Noted)
c) Letter (dd 30.7.09) from NDC reference “House to House (H2H) Collection -
Dreams Come True (Registered Charity No 800248)”: -
(i) The Clerk said this stated this charity had applied for a H2H collection
licence for the parish of Instow between 28th August 2009 and 16th August
2010. (Noted)
(ii) The Clerk advised IPC that in view of the fact this was a bone fide
charity he did advise NDC that IPC would have no objection in principle for
the collection although he would suspect it would not be happy with such an
elongated period for the collection. (Noted)
(iii) IPC confirmed this assumption to be the case but RESOLVED to ratify the
decision taken by the Clerk. (Noted)
d) Letter (dd 30.7.09) from NDC reference “House to House (H2H) Collection -
Support Direct for National Deaf Children’s Society”: -
(i) The Clerk said this stated this charity had applied for a H2H collection
licence for the parish of Instow between 31st August 2009 and 4th October
2009. (Noted)
(ii) The Clerk advised IPC that in view of the fact this was a bone fide
charity he had advised NDC that IPC would have no objection. (Noted)
(iii) IPC RESOLVED to ratify this decision. (Noted)
e) Letter (dd 1.8.09) from BT reference “Adopt Your Local Red Telephone Box –
The Quay, Instow (860339)”: -
(i) The Clerk said this letter had been copied to Cllrs with their summer
recess memorandum (21.8.09) for deliberation and debate at the meeting of
16.9.09. (Noted)
(ii) The Clerk reported receipt of a letter (dd 13.8.09) from NDC reference
“BT Adopt a Red Telephone Kiosk which stated that NDC Planning had been tasked
by BT with collating responses that should include IPC’s views as to whether
it would object to the kiosk being removed and if so to provide reasons. He
said the letter had been copied to Cllrs with their summer recess memorandum
(21.8.09) for deliberation and discussion at the meeting of 16.9.09. (Noted)
(iii) After a discussion IPC RESOLVED not to adopt the kiosk but to resist its
removal by BT at all costs. The Clerk was asked to advise BT, via NDC Planning
, that said kiosk was a card operated kiosk and that Cllrs felt it might be
used more often if it were to revert back to a cash operated phone. It was
also said that Instow was a coastal town with the potential for beach, river
and sea incidents and this TK does provide a 999 call resource for people
without mobile telephones together with the fact that mobile signals are
apparently “inconsistent” in the area. (Action: The Clerk)
f) Letter (dd 6.8.09) from NDC reference “NDC’s Customers Service Centre (CSC)
– Consultation with Parish Councils”: -
(i) The Clerk said this letter had been copied to Cllrs with their summer
recess memorandum (21.8.09) to aid deliberation and discussion at the meeting.
(Noted)
(ii) After a discussion IPC RESOLVED to advise NDC that, in principle, the
concept of a CSC was good but that it would only be as good as its staff were
trained in local government matters. The Clerk was able to cite examples where
this was apparent particularly as regards the control of dogs on the beach.
(Action: The Clerk)
g) West Yelland, Instow and Westleigh Community on Show 2009: -
The Clerk reported receipt of a letter (dd 10.8.09) from the Admin Officer
extending the Committee’s deep appreciation for IPC’s continued support of
this year’s annual show. (Noted)
h) Proposed New Charter Toilets – Quay Car Park”: -
(i) The Clerk reported that following information received to the effect that
NDC’s Executive had recently resolved to defer this long awaited and valuable
project, yet again, until 2010/2011, and having liaised with the Chairman, he
had written (17.8.09) to the Acting Chief Executive of NDC expressing IPC’s
dismay at such a decision. He said a copy of the letter had been copied to the
Leader of NDC (Cllr Brayley), Cllr Cann (NDC Environment Portfolio Holder),
Cllr Moores (NDC Instow), North Devon Journal and North Devon Gazette as well
as to Cllrs with their summer recess memorandum (21.8.09). (Noted)
(ii) The Clerk reported receipt of a letter (dd 27.8.09) from the Acting Chief
Executive of NDC reference “Proposed Charter Toilets – Quay Car Park, Instow”;
he said it stated it was a pragmatic decision of NDC to defer this project to
the year 2010/11 on the basis that the current land tribunal action might take
that long; however, NDC now wished to be flexible on the matter and if the
land tribunal’s decision was received earlier than the anticipated date, the
development of the proposed toilets would proceed as quickly as possible.
(Noted)
(iii) The Clerk said he had provided a copy of this letter to Cllrs with their
agenda papers (10.9.09). (Noted)
(iv) The Clerk then referred to an article in the NDJ (3.9.09) that had also
been copied to Cllrs with their agenda papers (10.9.09). (Noted)
(v) A discussion then ensued at the conclusion of which IPC RESOLVED to
approve the action taken by the Chairman/Clerk. (Noted)
(vi) The Clerk advised IPC that following liaison with Cllr Cann (NDC -
Environment) and the Chairman it had been agreed that Cllr Harper would paint
the inside of the existing toilets on the Quay Car Park in view of the
decision taken above by NDC; IPC RESOLVED to support this decision and agreed
to cover the cost of the paint (see Clerk’s expenses as at item 2909/10 (2)
(b)). (Noted)
i) Letter (dd 19.8.09) from Rural Housing Project (RHP) (Exmoor, North Devon
and Somerset) reference “Affordable Rural Housing”: -
(i) The Clerk said the RHP Rural Housing Enabler, Colin Savage, was offering
to meet IPC to discuss the likely need for such housing within the community;
a copy of his letter had been forwarded to Cllrs with their agenda papers
(10.8.09). (Noted)
(ii) After a discussion IPC RESOLVED to invite Mr Savage to the October
meeting with his presentation to commence at 7 pm and prior to Council.
(Action: The Clerk)
j) Letter (dd 19.8.09) from Chief Executive of The 1991 Tapeley Life Interest
Trust (DCE) reference “Instow Beach Foreshore – Vested Title Interest”: -
(i) The Clerk said this stated it had been drawn to his attention that IPC had
once again raised issues regarding boundaries and ownership of the Trustees of
Christie Estates at Instow beach and foreshore. He went on to refer to recent
case law history (1980) on the matter and stated he had been instructed to
advise IPC that if the matter was pursued the High Court would be notified so
that they might act in the appropriate manner to uphold the previous ruling.
The Clerk said he added that IPC were hereby put on notice that all costs
arising in relation to the issue from this time on would be sought by way of
recovery in the standard manner. (Noted)
(ii) The Clerk told IPC that having liaised with the Chairman and other Cllrs
he wrote (21.8.09) to the writer to enquire what relevant information he had
heard and from whom so that an investigation could be made. The Clerk added
that he had advised the writer that IPC was currently in the throes of
renegotiating its beach lease with the Crown Estate (CE) and that the map in
use for that process had been provided by the CE; he confirmed that IPC had no
wish to challenge the boundaries as defined by this CE map. (Noted)
(iii) The Clerk confirmed that copies of both letters (as at (i) and (ii)
above) had been provided to Cllrs with their agenda papers (10.8.09). (Noted)
(iv) The Clerk then reported receipt of a further letter (dd 25.8.09) from the
Chief Executive of The 1991 Tapeley Life Interest Trust (DCE) reference
“Instow Beach Foreshore – Vested Title Interest”; this letter drew IPC’s
attention to items 2905/10 (d) (i) (ii) and 2906/8 (discussions reference
“common land” as gleaned at a County Hall seminar i.e. ownership of land
between mean high tide mark and seawall). He said he had copied this letter to
Cllrs with their agenda papers (10.9.09). (Noted)
(v) The Clerk then said that following liaison with Chairman and Cllr Harper
(Common Land Cllr) he had forwarded a letter (dd 6.9.09) to DCE setting out
IPC’s reasons for its discussions as at (iv) above and invited DCE to provide
IPC with a map setting out DCE’s land interests on Instow sands with the offer
of cross serving a copy of IPC’s CE lease map (with the consent of the CE). He
said the Chief Executive was also invited to attend a IPC meeting and discuss
the matter personally. (Noted)
(vi) The Clerk confirmed that a copy of this letter had been forwarded to
Cllrs with their agenda papers (10.9.09). (Noted)
(vii) The Clerk then reported receipt of a further letter (dd 10.9.09) from
the Chief Executive of The 1991 Tapeley Life Interest Trust (DCE) reference
“Instow Beach Foreshore – Vested Title Interest”; the Clerk said his letter
stated that DCE’s beach ownership extended beyond the high tide mark and that
details could be found lodged with IPC’s records from the 1980 Court of Appeal
Hearing. A copy of the letter was provided to Cllrs for their information.
(Noted)
(viii) A discussion then ensued at the conclusion of which IPC RESOLVED to
endorse the action taken by the Clerk and take no further action. (Noted)
k) Letter (dd 25.8.09) from Chief Executive of The 1991 Tapeley Life Interest
Trust (DCE) reference “Access Gates to Beach – Adjacent to Boathouse: -
(i) The Clerk said this letter stated that it had been drawn to his attention
that there was disquiet regarding the fact that the access gates to the beach
were not secured and that provided the emergency services could obtain access
there would be no objection on behalf of the landowners for there to be a
chain and padlock applied to said gate. The Clerk said the letter added that
Christie Estates did not uphold any of the actions of third parties who had
been driving on the beach which was viewed as a most serious offence despite
notices advising that such conduct was not permitted. The Clerk said the
letter finalised by adding that Christie Estates would cooperate with the
parish council in ensuring that such vehicle incidences were not repeated in
the future.(Noted)
(ii) The Clerk advised IPC he had sent an email to NDCCS, who had previously
agreed to explore the fitting of a lockable bollard on the Commodore slipway,
to ascertain if it could resolve this issue at the same time. The Clerk added
that the same email had been copied to DCC’s Local Services Superintendent to
see if he could also assist; he had subsequently replied he could not. (Noted)
(iii) The Clerk told IPC that the NDCCS had later confirmed (email 3.9.09) it
would arrange for a chain and lock to be fitted to this gate with keys being
provided to the emergency services and person(s) with lawful access. NDCCS had
also agreed to arrange for a lockable bollard to be fitted to the slipway
opposite the Commodore in liaison with the Environment Agency. (Noted) (iv)
The Clerk confirmed that a letter (dd 6.9.09) had been forwarded to DCE
confirming the action(s) as at (iii) above; this letter was copied to Cllrs
with their agenda papers (10.9.09). (Noted)
(v) The Clerk then reported receipt of a letter (dd 10.9.09) from the Chief
Executive of The 1991 Tapeley Life Interest Trust (DCE) reference “Access
Gates to Beach – Adjacent to Boathouse”; the Clerk read it to Council and
provided Cllrs with a copy for their information. (Noted)
(vi) The Clerk then told IPC he had forwarded another letter (dd 11.9.09) to
the Chief Executive of The 1991 Tapeley Life Interest Trust (DCE) reaffirming
that action to have these gates (that were the property of IPC) suitably
locked was already in hand and that all DCE had to do was liaise with the
NDCCS if it had any special concerns or requirements. The Clerk read this
letter to Council and provided Cllrs with a copy for their information.
(Noted) (vii) The Clerk then reported receipt of an email (dd 17.9.09) from
the Chief Executive of The 1991 Tapeley Life Interest Trust (DCE) and to which
he had attached a map indicating DCE’s ownership of the beach in the vicinity
of the relevant gates. The Clerk told IPC he had replied to the effect IPC
were fully aware of the legality and ownership issues surrounding the various
points of access to Instow Sands although it was fair to point out that the
Boathouse flood defence gates were the property of IPC and that they were
placed there with the full knowledge and agreement of DCE. The Clerk added
that it was hoped the NDCCS would be able to secure these gates as soon as
possible and thus prevent any further unlawful access. The Clerk said he had
finalised by adding that IPC would be delighted that this proactive action had
been taken in close cooperation with Christie Estates and the NDCCS. (Noted)
(viii) A discussion then ensued at the conclusion of which IPC RESOLVED to
endorse the action taken by the Clerk. (Noted)
l) Email (dd 25.8.09) and attachment letter from Defra reference “Bathing
Water Regulations 2008”: -
(i) The Clerk said this letter referred to the requirement of “private
controllers” of beaches to exhibit signs (by 2012) containing relevant
information as regards bathing and as outlined in the regulations. He said he
had forwarded a copy to the Chairman and Vice Chairman (IPC’s Water Quality
Expert). (Noted)
(iii) The Clerk advised IPC he had also sought advice (email of 25.8.09) from
the Crown Estate as to whether the CE might still be the “controller” despite
the fact IPC leased parts of the beach from them”. He said the CE had
subsequently confirmed IPC to be the “beach controller”. (Noted)
(iv) The Clerk confirmed he had forwarded a copy of the email/letter to Cllrs
with their agenda papers (10.9.09). (Noted)
(v) A discussion then ensured, led by Cllr Green, at the conclusion of which
it was RESOLVED that the Clerk would contact the NDCCS to determine what
action it and other “beach controllers” would be taking so as to avoid
duplication and unnecessary signage. (Action: The Clerk) m) Email (dd 3.9.09)
from Devon Duck Tours (DDT) reference “Use of Instow Sands as leased by IPC
from CE”: -
(i) The Clerk said he had made contact with the proprietor of DDT and in fact
met up with him at Instow on Wednesday 9th September to discuss his request in
order he might report back to IPC. (Noted)
(ii) The Clerk reported that a summary of their discussion (as at (i) above)
formed the basis of an email (dd 9.9.09) he had subsequently received from the
proprietor of DDT and which was later forwarded (9.9.09) to Cllrs with email
addresses together with confirmation of insurance cover. (Noted)
(iii) The Clerk advised IPC that DDT would like to use Instow sands as leased
by IPC from the CE and were prepared to pay the sum of £300 pa. (Noted)
(iv) After a discussion IPC RESOLVED to ascertain more of DDT’s aspirations
and its business plan before making a decision. The Clerk was asked to liaise
with the proprietor and deal as necessary. (Action: The Clerk)
n) Email (dd 9.9.09) from Cllr Harper reference “Marine Watch Meeting – ND
Yacht Club on 2.10.09”: -
The Clerk said that Cllr Harper was to attend this meeting, represent IPC and
report back in due course. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 29.7.09) from Defra reference “Bathing Water Newsletter – July
2009”.
b) Email (dd 6.8.09) from Mrs R Day (IPC’s TTEF Representative) reference
“North Devon’s Biosphere Reserve e-Newsletter Issue 4 – Summer 2009”.
c) Email (dd 13.8.09) from Environment Agency (EA) reference “Bathing Water
Results – 13th August 2009”
d) Email (dd 20.8.09) from Environment Agency (EA) reference “Bathing Water
Results – 20th August 2009”
e) Email (dd 27.8.09) from Environment Agency (EA) reference “Bathing Water
Results – 27th August 2009”
f) Email (dd 3.9.09) from Environment Agency (EA) reference “Bathing Water
Results – 3rd September 2009”
g) Email (dd 10.9.09) from Environment Agency (EA) reference “Bathing Water
Results – 10th September 2009”
h) Email (dd13.9.09) from Mrs R Day (IPC’s TTEF Representative) reference
“CPWG Bulletin”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 27.7.09) reference “Registration of
Common Land (Case Assessment Sheets)” – copied on to Cllr Harper; (ii) Email (dd
27.7.09) reference “Flyer for Shops” – copied on to John’s Shop; (iii) “The (DPFA)
Playing Field Magazine (Summer 2009)”; (iv) Email (dd 30.7.09) reference “NALC
E-Bulletin 31.7.09”; (v) Email (dd 3.8.09) reference “Question for Egroup –
Staff Employment”; (vi) Email (dd 3.8.09) reference “Clerk’s Vacancy – Willand
PC”; (vii) Email (dd 4.8.09) reference “Clerk’s Vacancy – Thorverton PC”;
(viii) Email (dd 5.8.09) reference “DIS Extra 714”; (ix) Email (dd 6.8.09)
reference “Accounting Package – QuickBooks”; (x) Email (dd 10.8.09) reference
“SLCC Newsletter – Devon Branch”; (xi) Email (dd 11.8.09) reference “Running
Car Parks”; (xii) Email (dd 13.8.09) reference “NALC Autumn Conference 2009”;
(xiii) Email (dd 14.8.09) reference “Clerk Vacancy – Offwell PC”: (xiv) Email
(dd 17.8.09) reference “New Clerk’s Training”; (xv) Email (dd 17.8.09)
reference “NALC E-Bulletin”; (xvi) Email (dd 18.8.09) reference “Leadership
Academy – Warwick University”; (xvii) Email (dd 19.8.09) reference “DAPC
Autumn Training Programme”; (xviii) Email (dd 24.8.09) reference “SLCC Meeting
Agenda – 4th September 2009”; (xvix) Email (dd 1.9.09) reference “NALC
E-Bulletin”; (xx) Email (dd 1.9.09) reference “Vacancy – Clerk Tedburn St
Mary”; (xxi) Email (dd 1.9.09) reference “Vacancy – Clerk Little Torrington
PC”; (xxii) “DAPC Newsletter (Sept/Oct 2009)”; (xxiii) CCD “Village Green
Magazine – Issue 117 (September 2009)” together with information relating to
various conference/networks; (xxiv) “CCD Review 2008/2009”; (xxv) Email (dd
7.9.09) reference “Community Planning Event”; (xxvi) Email (dd 14.9.09)
reference “DAPC Newsletter – Sept/Oct 2009”; (xxvii) Email (dd 14.9.09)
reference “DAPC AGM 2009”; (xxviii) Email (dd 15.9.09) reference “LCR Opinion
Article”; (xxvix) Email (dd 16.9.09) reference “LCR Opinion Article”; and
(xxx) Email (dd 16.9.09) reference “NALC Pay Settlement 2009”.
b) NDDC Members Services Weekly Information Sheet for w/e 17.7.09, 24.7.09,
31.7.09, 7.8.09, 14.8.09, 21.8.09, 28.8.09, 4.9.09 and 11.9.09.
c) Letter (dd 13.7.09) and attachments from Safer North Devon reference
“Latest Initiatives”.
d) Letter (dd 15.7.09) and attachments from Adam Symons of Devon Partnership
NHS Trust reference “Membership Details”.
e) Letter (dd 17.7.09) and attachment from Executive Director of NDC reference
“Local Government Review”.
f) Telephone call (21.7.09) from a parishioner reference “Dead Calf on Instow
Beach”:-
Clerk passed information to beach cleaner for attention; matter satisfactorily
resolved – parishioner advised.
g) Complaint (21.7.09) from a parishioner reference “Overhanging Tree and
Vegetation outside Loventor, Kiln Close Lane”: -
Matter passed to DCC’s Local Services Superintendent for attention;
parishioner advised. NB: - Matter subsequently dealt with by parish
handyperson.
h) Email (dd 22.7.09) from a parishioner reference “Dead Sheep on Beach”: -
Information connected to item (f) above – parishioner advised of action taken.
i) DCC/DAPC “Empowering Communities Conference” (Unitary Authority etc) -
Sandy Park, Exeter (Wednesday 22nd July 2009)”: -
Clerk attended and represented IPC; conference papers attached for the
information of Cllrs.
j) Minutes of NDC’s Standards Board Meeting of 22nd July 2009 at 7 pm.
k) (i) Letter (dd 22.7.09) and associated papers from ndh reference
“Pre-Reinforced Concrete (PRC) Homes Project”
Copy of letter passed to Cllrs with their agenda papers (7.7.09).
(ii) Letter (dd 3.9.09) from ndh reference “GM 2009”.
l) Email (dd 27.7.09) from Cllr Harper reference (i) “Website/Dogs on Beach”,
(ii) “Doggy Bin – Tarka Trail” and (iii) “Sheep Skeleton – Atturm Slipway”: -
Clerk advised Cllr Harper that as regards item (i) Cllr Cann/Clerk and
Environmental Health Officer to discuss implications once Clean Neighbourhood
and Environment Act adopted; (ii) Cllr Cann advised and (iii) Beach Cleaner
told and to take appropriate action. NB: - Item (ii) later rescinded as
decrepit bin already replaced by a new one near Signal Box gates on Tarka
Trail.
m) Telephone call (28.7.09) from NDC Dog Warden reference “Issue of FPT – Dog
Fouling near Car Park”: -
Dog Warden thanked for the information and for the proactive action taken.
n) Local Government Review – Devon Town and Parish Working Group Meeting at
Exeter (28th July 2009” : -
Clerk unable to attend – apologies sent.
o) (i) Email (dd 28.7.09) from NDCCS reference “Beach Cleaning Research”: -
Necessary information provided by Clerk.
(ii) Email (dd 17.8.09) and attachments from NDCCS reference “Beach Cleaning
Research – North Devon” – noted by Clerk and author thanked.
p) Email (dd 29.7.09) from parishioners reference “Poor State of Atturm –
Tarka Trail Footpath” and “Flooding on the Tarka Trail”: -
Complaints passed to NDCCS (Tarka Trail) and DCC P3 Footpath Warden (Atturm
Footpath) – parishioner informed of responses received.
q) Email (dd 29.7.09) from Cllr Harper reference “Complaint Unkempt Verge
Opposite Lyndale Terrace”: -
Complaint forwarded to Chairman of IIB for attention.
r) Email (dd 30.7.09) from Cllr Dipper reference “Overpriced odd Job Work –
Fremington”: -
Matter passed to PCSO Cornish for attention.
s) Email (dd 31.7.09) from Cllr Harper (copied to Cllrs Cann and Moores)
reference “Dog Notices”: -
Clerk responded to Cllr Harper as necessary.
t) “Mole Valley Farmers Newsletters (August/September 2009) – No’s 543/544
u) Devon In Touch Monthly News Round-Up (August & September 2009):-
Copies placed at post office for information of parishioners.
v) DCC “Emergency Planning” Newsletter No 6 and Swine Flu Memo.
w) Email (dd 5.8.09) from Commissioner for Rural Communities reference
“Strengthening the Role of Cllrs – Consultation Feedback Event at Exeter/10th
September 2009”: -
Clerk attended event and feedback papers attached for the information of Cllrs.
Cllrs participated in this consultation in 2007/8 by completing
questionnaires.
x) Email (dd 4.8.09) from a parishioner reference “Footpaths, Village
Signs/Gateways, Pavements and Hedgerows/Poor Maintenance and Yelland/Tarka
Trail – New Path and Food Caravan”: -
Clerk responded as necessary and copied in reply to Cllrs Cann (DCC) and
Moores (NDC) for further attention at their discretion.
y) Email (dd 29.7.09) from Cllr Harper reference “Clothes Aid Collection
Instow - NSPCC”: -
Clerk checked with NDC and ascertained that Clothes Aid were collecting under
NSPCC’s Exemption Order so did not need authorisation from NDC; Cllr Harper
advised.
z) Email (dd 7.8.09) from Clerk to PC Hodgson/PCSO Cornish reference
“Vandalism (Parish Seat) and Broken Glass – Instow”: -
Handyman and Cllr Harper reported to Clerk that some parish seat mountings had
been pulled out of the pavement and that there had been a lot of broken glass
left around the village on the night of 6/7.8.09. Police promised attention to
the area, handyman replaced fixings.
aa) Letter (dd 5.8.09) and poster from North Devon Hospice reference “English
National Sheep Dog Trials – 21/23.8.09 @ Castle Hill, Filleigh”: -
Poster placed at post office for information of parishioners.
bb) Pamphlet from SLCC reference “Shaw’s – Forms, Records and Registers for
Local Councils”.
cc) Letter (dd 3.8.09) from Macmillan Cancer Support reference “World’s
Biggest Coffee Morning 2009”
dd) Letter (received 10.8.09), Poster and Questionnaire Proforma from DCC
reference “Broadband – The Devon Experience”: -
Clerk enlisted the support of Cllr Harper and Instow webmaster to complete
questionnaire – sent off 17.8.09. Poster placed on parish notice board at post
office.
ee) Telephone call (dd 10.8.09) from Cllr Crombie reference “Blocked Drain –
Anstey Way (Near Highfield): -
Matter passed to DCC Local Services Superintendent and actioned satisfactorily
(12.8.09); Cllr Crombie notified.
ff) Telephone call (12.8.09) from handyman reference “Large Hole – Pavement
opposite Boathouse”: -
(i) Matter passed to DCC Local Services Superintendent (email dd 12.8.09) and
attention promised.
(ii) DCC advised (20.8.09) that a small cavity had now appeared below the hole
which has become larger; urgent action suggested – matter subsequently
resolved.
gg) Email (dd 17.8.09) from Clerk to Police reference “Vandalised Parish
Seats”: -
Matter attended to by parish handyman and police promised attention to the
area.
hh) Email (dd 18.8.09) from NDCCS reference “James May Toy Stories – World’s
Largest Hornby Railway 24th August 2009 – Tarka Trail Barnstaple to Bideford”:
-
Email copied to Cllrs with email addresses for information; congestion
expected in Instow on 24.8.09.
ii) Email (dd 15.8.09) from Cllr Thomas reference (i) “Damaged Doggy Bin –
Entrance Sand Dunes Car Park”, (ii) Rectory Lane Verges – Overgrown” and (iii)
“Tarka Trail Cyclist – Danger to Pedestrians at Atturm @ Cricket Club
Crossing”: -
Item (i) passed to NDC Environmental Health Dept, item (ii) to DCC Local
Services Superintendent and (iii) NDCCS. All matters acknowledged and
receiving attention. Cllr Thomas advised. NB: - Item (ii) subsequently dealt
with by parish handyperson.
jj) (i) Agenda, Minutes and Reports of NDC Meeting of Wednesday 26th August
2009 at 7 pm.
(ii) Agenda and associated papers for NDC’s Extraordinary Meeting of 23rd
September 2009 at 7 pm.
kk) Letter (dd 20.8.09) and posters from DCC reference “Devon Car Free Day –
Tuesday 22nd September 2009”: -
Letter copied to Cllrs with their agenda papers (10.9.09) and posters placed
on parish council notice boards.
ll) Email (dd 21.8.09) from Cllr Cann reference “Opening of Footpath Link
between Tarka Trail and Yelland – 2.15 pm on Thursday 27thAugust 2009”: -
Copied on to Cllrs with email addresses.
mm) Letter (dd 21.8.09) from NDC reference “Graffiti in North Devon”: -
Thanked IPC for information already provided; being added to NDC’s database.
nn) Email (dd 20.8.09) from Cllr Harper reference “Quay Car Park Toilets –
Repainting”: -
(i) Advises Clerk that NDC (Cllr Cann etc) had approved Cllr Harper to repaint
these toilets in view of their untidy state.
(ii) Email (dd 24.8.09) from Cllr Harper reporting leak in roof of toilets and
other maintenance issues; passed to Cllr Cann for necessary attention by NDC.
oo) Email (dd 25.8.09) from Whitehall Direct Ltd reference “Special Offers –
Outdoor Display Cases”.
pp) (a) Email (dd 21.8.09) from Cllr Cann reference “Tour of Britain Cycle
Race –Instow 17th September 2009”: -
Copied to Cllrs with their agenda papers (10.9.09) and copy placed on parish
council notice board at post office.
(b) Email (dd 3.9.09) from Cllr Cann reference “Tour of Britain Cycle Ride –
Road Closures – Barnstaple”.
qq) Letter (dd 21.8.09) and attachments from Devon Rural Network reference
“Rural Devon Profile 2009”
rr) North Devon Direct Magazine – Issue 14/Autumn 2009.
ll) Letter (dd August 2009) and attachments from DAPC reference “DAPC Annual
Report 2008/9 and AGM (Saturday 26th September 2009)”.
ss) Clerks and Councils Direct Magazine – Issue 65 (September 2009).
tt) Annual Report of Devon Countryside Access Forum 2008/9.
uu) Email (dd 1.9.09) from a parishioner reference “Use by DCC of the Lay
By/Rectory Lane – Danger to Schoolchildren: -
Matter passed to Cllr Cann (DCC) and urgent attention promised; parishioner
advised.
vv) Email (dd 2.9.09) from Countryside Alliance reference “Awards”.
ww) Email (dd 2.9.09) from Clerk to DCC Local Services Superintendent (and
Cllr Cann) reference “Hole in Pavement – Quay House”: -
Attention promised; parishioner advised (3.9.09) and notified Clerk that SW
Highways had visited earlier in the day but decided the hole wasn’t large
enough to repair despite three people having already tripped over it!
xx) Letter (dd 1.9.09) from Devon and Cornwall Police Authority reference
“Police Liaison Meeting – Tavistock 23.9.09”.
yy) Letter (received 8.9.09) from Seton reference “HSE Health and Safety Law
Posters”
xx) RD and Express (Royal Devon and Exeter NHS Foundation Trust) Magazine
(August 2009)
aaa) Telephone call (9.9.09) from a parishioner reference “Road Closure
Order/Lane End Close (17.9.09) – Cycle Race”:-
Parishioner queried the length of time of the order (6 hours) on the basis any
householders in Stoneywell would be unable to exit during that time; caller
advised to contact DCC (Cllr Cann – Highways at Civic Centre).
bbb) Pamphlet and poster from North Devon Hospice reference “The Artavian
Singers – A Celebration of Victorian Romantic Songs and Poetry – St John’s
Church, Newport, Barnstaple Saturday 10th October 2009”: -
Poster and pamphlet placed at Parish Hall.
ccc) Memo and poster from NDCCS reference “Free Trees for World Record
Attempt”: -
Poster placed at Parish Hall.
ddd) Children’s Hospice South West Newsletter (Autumn/Winter 2009)” and
miscellaneous papers including 2 books of raffle tickets.
2909/10 FINANCE
1. INCOME: -
Car Park Period ending 23rd July 2009 £ 675.40
Ditto Weekly Tickets x2 (No 10 & 11) £ 24.00
Ditto Weekly Ticket (No 12) £ 12.00
Ditto Season Ticket (Part – No 13) £ 32.00
Ditto Weekly Tickets x4 (No 14 & 15) £ 48.00
Ditto Weekly Ticket (No 16) £ 12.00
Ditto Weekly Ticket (No 17) £ 12.00
Ditto Periods ending 3rd August 2009 £ 943.55
Ditto Period ending 13th August 2009 £1,060.20
Ditto Period ending 28th August 2009 £1,418.10
Ditto Period ending 9th September 2009 £ 894.30#
DCC Verge (Grass) Maintenance Grant 2009 £2,442.42
Instow Marine Services Ltd Mooring Fees 2009 £1,000.00
TOTAL : - £8,573.97
Key: -
#Car Park Takings are up on 2008 by approx £1,063.10
2 (a) EXPENDITURE: -
Mr M Harris Village Handyman £ 683.00”
Mr M Harris Grass Cut (No 4) £ 250.00
Mr P Cook Beach Cleaning £ 425.00
Audit Commissioner Audit Fee 2009 £ 327.75+
O J Williams Fuel for Tractor £ 236.45*
Allianz Cornhill Tractor Insurance 2009/10 £ 258.07=
BT Tel Account per 01271 372408 £ 87.81&
Cwll & Devon Media Advert NDJ/Mooring Rights Tender 2010/12 £ 71.76#
TOTAL: - £ 2339.84
Key: -
“ Includes £107 P3 activity and £16 verge maintenance.
+ £42.75 recoverable.
* £11.26 VAT recoverable.
= £22.69 up on previous year.
& £10.87 VAT recoverable.
# £9.36 VAT recoverable.
2 (b) EXPENDITURE: -
Mr. M Harris Village Handyman £ 464.00+
Mr. M Harris Grass Cutting (No 5) £ 250.00
Mr. P Cook Beach Cleaning £ 425.00
Mr. R Jacob Clerk’s Remuneration £ 1080.00
Mr. R Jacob Clerk’s Expenses £ 552.45@
Inland Revenue Re Mr R Jacob £ 270.00
Mr. G May Tractor Garage Rental (July – Sept 2009) £ 112.80*
NALC Quality Parish Reaccreditation Fee £ 57.50
TOTAL: - £ 3211.75
Key: -
+ Includes £208 handyperson activity and £256 verge maintenance
@ Includes £66.29 QPC, £8 P3, £18 for parish seat fixings, £41.94
paint/brushes for toilet and £66 DAPC Training
* £16.80 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 27.8.09 (Statement) = £ 498.06*
Lloyds Bank Business a/c no. 02350065 as @ 3.7.09 (Statement) = £15389.17+
Key:
* According to Clerk’s records this is £1.30 (2 cheques to the value of
£496.76 uncashed).
+ According to Clerk’s records this is £21,060.94 as at 14.9.09.
4. RESOLUTION REQUIRED: -
(a) The Clerk reported that it was necessary to transfer £2340.00 from Lloyds
Bank Business account number 02350065 to Lloyds Bank Treasurers account number
02348842 to cover cheques as at 2 (a) above when he met informally with the
Chairman/Cllr Crombie (cheque signatories) on 21.8.09. IPC RESOLVED to ratify
this decision i.e. transfer of monies and cheque payments as at 2 (a). (Noted)
(b) IPC RESOLVED to transfer £3212.00 from 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) Mole Valley Farmers – IPC Account (July and August 2009): -
The Clerk advised Cllrs that this confirmed IPC was in balance. (Noted)
(b) Crown Estate (CE) Beach Lease 2010+ : -
(i) The Clerk reported that Mr Ian Budge (Solicitor Brewer Harding and Rowe, 1
The Square, Barnstaple EX32 8LX – Instow parishioner) had agreed to act as
IPC’s solicitor for the new lease (post 2010) with the CE; he said the CE had
been informed accordingly. (Noted)
(ii) The Clerk reported that following prompting of the CE (email – 8.9.09)
the new beach lease was being prepared and would be sent to Mr Budge
(Solicitor) without delay. (Noted)
(iii) The Clerk reported receipt of a letter from CE (7.9.09) advising IPC
that in future all rent invoices/collections would be administered by and paid
(preferably by standing order) to the CE’s managing agent (in IPC’s case
Knight Frank of Bristol) and not to their central address in London. The Clerk
added that as a consequence, he had spoken (9.9.09) to KF of Bristol
(accounts) and it had been agreed that IPC’s rent/royalties invoice would be
dispatched, as usual, in January and that payment would continue to be by way
of cheque. (Noted)
(iv) The Clerk reported receipt of a letter (dd 15.9.09) and attachments from
Brewer Harding and Rowe (BHR) setting out its charges for acting on behalf of
IPC in its lease negotiations with the CE. The Clerk provided Cllrs with a
copy of the letter for their consideration. (Noted)
(v) After a discussion IPC RESOLVED to endeavour to reduce the estimate from
BHR to a more “realistic” figure or deal with the matter in house, by
committee, and make use of NDC’s solicitor. The Clerk was asked to liaise with
BHR and act as necessary prior to the next meeting. (Action: The Clerk)
(c) Mooring Rights – Advertisement from 2010-2012: -
(i) The Clerk advised IPC that he had arranged for an advertisement to appear
in the ND Journal (27.8.09) with a closing date of 10.9.09. He added that the
advertisement indicated that tenders must be at least £1,250.00 pa plus an
agreed additional contribution to cover ground rent per moored boats. (Noted)
(ii) The Clerk reported receipt of one response to the advertisement from
Instow Marine Services Ltd (IMSL) who offered a tender of £1,500.00 pa (to
include ground rent) for the years 2010, 2011 and 2012. (Noted)
(iii) After deliberation IPC RESOLVED to accept this tender and the Clerk was
asked to convey this to IMSL. (Action: The Clerk)
(d) Audit Commission- Annual Return for the Year ended 31st March 2009: -
(i) The Clerk reported receipt of a letter (dd 16.7.09) from the Audit
Commission together with the Certified Annual Return for the financial year
ending 31st March 2009. (Noted)
(ii) The Clerk advised Cllrs that the External Auditors Certificate and
Opinion (Section 3) stated, “on the basis of our review, in our opinion the
information contained in the annual return is in accordance with the Audit
Commissioner’s requirements and no matters have come to our attention giving
cause for concern that relevant legislation and regulatory requirements have
not been met”. (Noted)
(iii) The Clerk further reported that no other matters, not affecting the
opinion of the Audit Commission, had been drawn to the attention of Council.
(Noted)
(iv) The Clerk advised IPC he had placed a notice (date 1.8.09) entitled
“Notice of Conclusion of Audit and Right to Inspect the Annual Return Form”
together with a copy of the Annual Return (sections 1-3) on the notice board
at the post office for the information of parishioners and had left it there
for in excess of a 14 day period. The Clerk confirmed he had removed all
papers (24.8.09) and had retained them for future information. (Noted)
(v) The Clerk said he had copied all correspondence to Mrs Mary Jane Scott (IPC’s
IA) and had thanked her for all the hard work and support she had given to IPC
in performing the internal audit process. (Noted)
(e) Beach Cleaning Grant 2009: -
(i) The Clerk advised IPC he had forwarded a letter (dd 3.9.09) to NDC
together with an invoice to claim the £1,800.00 grant as previously authorised
by it; it had been forwarded together with evidence (copy of IPC’s financial
ledger) of IPC’s beach expenditure to date (£2,732.32) together with
information of relevance to what IPC still had to spend on the beach, namely,
£1,188.40 – garaging, annual service and outstanding payments to beach
cleaner. (Noted)
(ii) The Clerk reported receipt of a letter (dd 10.9.09) from NDC advising IPC
it had fulfilled all necessary criteria to receive the agreed payment of
£1,800.00 and that a cheque would be dispatched asap. (Noted)
(f) DCC Verge Management Grant: -
(i) The Clerk reported receipt of a cheque to the value of £2,442.42 (see item
1 above). He advised IPC that this grant would more than cover the grass
cutting costs for the season and still enable IPC to pay the handyman for
additional and necessary verge activity, some of which he had done throughout
the summer (the Clerk outlined the work done by the handyman); see payment to
handyman as at 2 (b) above. (Noted)
(ii) IPC RESOLVED that this form of “verge maintenance” activity should
continue as necessary and at the discretion of the Clerk. (Noted)
(g) Mooring Fees 2008: -
The Clerk advised IPC he had forwarded an invoice in the sum of £1,000 to
Instow Marine Services Ltd with a response date of 26.8.09 adding that the
appropriate cheque had since been received and banked (14.9.09) – see item 1
above (Noted)
(h) Remembrance Day Service - Wreath 2009: -
The Clerk confirmed that a wreath had already been ordered. (Noted)
(i) DAPC Subscriptions 2010-2011: -
The Clerk reported receipt of a letter (received 3.9.09) from DAPC stating
that at its AGM on 27.9.09 it was proposed to suggest that, in order to
maintain services, members agree a 2% increase in subscription level for
2010-2011. (Noted)
(j) MOD Beach Lease – Post 2010: -
(i) The Clerk advised IPC he had been in email contact with the Estates Office
of the MOD as regards a “use of beach” lease between the MOD and IPC from
1.1.10 (current “temporary” licence ends 31.12.09). (Noted)
(ii) The Clerk reported receipt, as a consequence, of a head of terms (email
of 3.9.09 refers) lease from the MOD Estates Office and which he copied to
Cllrs at the meeting for their information. (Noted)
(ii) After a discussion IPC RESOLVED to continue its negotiations with the
MOD, ensure its draft lease was compatible to the new CE lease and to bring
the matter back to IPC for ratification when appropriate. Cllr Crombie agreed
to liaise with the Clerk in this regard. (Action: Cllr Crombie/The Clerk)
(k) Email (dd 26.8.09) from European Textile Recycling Ltd (ETR) (on behalf of
Dreams Come True Charity) reference “Charity Clothing Skip – Instow”: -
The Clerk said the writer had been advised that IPC had no land within the
parish on which it could give permission for such a skip to be placed. (Noted)
(l) Email (dd 21.8.09) and attachments from Treasurer of Instow PCC reference
“All Saints Chapel Project – Grants etc”: -
(i) The Clerk said this email had been acknowledged by him and copied to Cllrs
with their agenda papers (10.9.09). (Noted)
(ii) The Clerk advised IPC of the receipt of a letter (dd 4.9.09) from the
Instow PCC’s Treasurer requesting a grant from IPC for the “All Saints Chapel
Project” (Kitchen/Toilets). The Clerk read it to Council. (Noted)
(iii) After a discussion IPC RESOLVED to defer this request for debate by
IPC’s FSC, at its budget 2010/2011, and for it to then bring back a
recommendation to IPC at its November meeting; Clerk to advise writer.
(Action: The Clerk)
(m) Section 137 LGA 1972 Grants – Use of: -
(i) The Clerk and Cllr Tracy Dipper advised IPC of their recent discussions
and research regarding a possible IPC grant to a local person who was raising
money to support him to compete, as a Great Britain representative, in an
international Duathlon World Championship event in the USA. The Clerk
particularly explained the difficulties of providing such a grant by way of
S.137 but added that once IPC attained the “Power of Well Being” such grants
would be much easier to provide. (Noted)
(ii) It was reported that the individual concerned had, in fact, received
overwhelming support from within the parish and IPC RESOLVED to officially
congratulate him on his great achievement and to wish him well and every
success for the forthcoming world championships. (Action: The Clerk)
(n) Power of Well Being (POWB) – Training”: -
(i) The Clerk advised IPC that a POWB training session could be arranged for
Cllrs with the trainer being Lesley Smith (DAPC); he added that 80% of Cllrs
must be trained (8 out of 9 as far as Instow was concerned) before a
resolution could be passed to adopt and use it. It was noted that the Clerk
had successfully passed a POWB training module and was now fully qualified. B
h (Noted)
(ii) After a discussion it was RESOLVED that the Clerk should contact Lesley
Smith and ascertain what was involved as regards the necessary training, that
is, time, duration etc and report back to IPC at the next meeting. (Action:
The Clerk)
(o) IPC’s Finance Sub Committee Budget 201/2011 Meeting: -
The Clerk reported that it was hoped to hold this meeting on Tuesday 27th
October 2009 so that the draft IPC budget 2010/2011 could be formulated for
consideration of IPC at its November meeting. (Noted)
2909/11 PLANNING
a) Raising of roof to form additional living accommodation together with
insertion of 3 dormer windows at Golden Hind, Bridge Lane, Instow (Reference
No 48718)): -
i) The Clerk reported receipt (17.7.09) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 4th August 2009 or an extension would need to be applied for.
(Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that IPC’s PSC (*** Cllr Johns had declared an
interest, did not participate in the process; his place was taken by Cllr Cook
***) had RESOLVED, by majority and on balance, to recommend APPROVAL of this
application but to voice some concerns about possible over-intensification/not
in keeping and loss of light issues. (Noted)
(iv) IPC RESOLVED to ratify this decision. (Noted)
b) Demolition of existing conservatory and erection of canopy at North Yeo,
Marine Parade, Instow (Reference No 48462): -
The Clerk stated that NDC Planning had GRANTED permission for this application
with conditions as listed. (Noted)
c) Listed building application for demolition of existing conservatory and
erection of canopy at North Yeo, Marine Parade, Instow (Reference No 48463): -
The Clerk stated that NDC Planning had GRANTED permission for this application
with conditions as listed. (Noted)
d) Erection of Office accommodation to rear, conversion of existing offices to
form 1 flat with new staircase and to the rear a lean-to (amended plans to
description) at The Decks, Marine Parade, Instow (Reference No 48388): -
i) The Clerk reported receipt (11.8.09) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 28th August 2009 or an extension would need to be applied for.
(Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk reported receipt of an email (dd 27.8.09) and a copy letter to
NDC Planning from a parishioner reference this application; he said the email
(and letter) had been acknowledged by him and forwarded to members of IPC’s
PSC by email (dd 27.8.09). (Noted)
(iv) The Clerk advised IPC that IPC’s PSC had RESOLVED to recommend REFUSAL of
this application on the grounds of “over intensification of the site and loss
of privacy for adjoining properties”; he confirmed that NDC Planning had been
advised by email (29.8.09). (Noted)
(v) IPC RESOLVED to ratify this decision. (Noted)
e) Erection of replacement extension to dwelling at The Old Brew House, Bridge
Lane, Instow (Reference No 48894): -
i) The Clerk reported receipt (14.8.09) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 2nd September 2009 or an extension would need to be applied for.
(Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that IPC’s PSC had RESOLVED to recommend APPROVAL
of this application and that NDC Planning had been advised by email (5.9.09).
(Noted)
(iv) IPC RESOLVED to ratify this decision. (Noted)
f) Listed building application for erection of replacement extension to
dwelling and internal alterations at The Old Brew House, Bridge Lane, Instow
(Reference No 48914): -
i) The Clerk reported receipt (14.8.09) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 2nd September 2009 or an extension would need to be applied for.
(Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that IPC’s PSC had RESOLVED to recommend APPROVAL
of this application and that NDC Planning had been advised by email (5.9.09).
(Noted)
(iv) IPC RESOLVED to ratify this decision. (Noted)
g) Erection of one agricultural workers dwelling with detached double garage
and one agricultural building at Highfield Farm, Instow (Reference No 48439):
-
i) The Clerk reported receipt (24.8.09) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 10th September 2009 or an extension would need to be applied for.
(Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted) (iii) The
Clerk advised IPC that IPC’s PSC had RESOLVED to recommend APPROVAL of this
application but pointed out that the application seemed to be of a very high
specification for a farm worker (it was not clear whether there was already a
farm worker in mind for occupation) and wished to suggest that a clause be
inserted (if it was possible) to the effect that all owners, current and in
the future, could only permit this accommodation to be used by a farm employee
and his/her immediate family if employed as a farm employee. (Noted)
(iv) The Clerk said NDC Planning had been advised by email (5.9.09). (Noted)
(v) IPC RESOLVED to ratify this decision. (Noted)
h) Letter (received 29.8.09) from NDC Planning reference “Extension to
dwelling at 9 Old Rectory Close, Instow (Reference No 48685): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
i) Letter (dd 17.8.09) and programme from Barnstaple Town Council reference
“Planning School”: -
(i) The Clerk said this invited IPC to participate in this event that was to
be held on Saturday 31st October 2009 (9.15am to 4.45pm) at The Castle Centre,
25 Castle Street, Barnstaple; cost £10 per person; replies by 9th October
2009. (Noted)
(ii) The Clerk said he had forwarded a copy of the letter and programme to
Cllrs with their agenda papers (10.9.09). (Noted)
(iii) After a discussion IPC RESOLVED to support the attendance of Cllrs
Green, Mrs Dipper and Thomas and authorised the expenditure of £30. (Action:
The Clerk)
j) Email (dd 3.9.09) from NDC Planning reference “Barnstaple Town Centre
Conservation Area Character Appraisal”: -
(i) The Clerk said this stated said appraisal would be in the public domain
for public consultation for the periods 3.3.09 to 15.10.09 vide: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/barnstaple_town_centre_conservation_area/barnstaple_town__centre_conservation_area_character_appraisal.
(Noted)
k) Email (dd 3.9.09) from NDC Planning reference “Draft Pilton Conservation
Area Management Plan”: -
(i) The Clerk said this stated said management plan would be in the public
domain for public consultation for the periods 3.3.09 to 15.10.09 vide: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/pilton_caca/draft_pilton_conservation_area_management_plan.
(Noted)
l) Email (dd 3.9.09) from NDC Planning reference “Proposed Rumsam Conservation
Area Character Appraisal”: -
(i) The Clerk said this stated said character appraisal would be in the public
domain for public consultation for the period 3.3.09 to 15.10.09 vide: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/rumsam_conservation_area/proposed_rumsam_conservation_area_character_appraisal.
(Noted)
2909/12 ANY OTHER BUSINESS
30 Foot Highway: -
Cllr Harper said he intended to raise this matter (that had been discussed
before – see item 2902/9 (i) (e) (vi) and (vii)) at the next meeting; he was
of a view that IPC was the rightful owners of this land and that Council ought
to consider its options for the future in that light. He agreed to forward a
paper to Cllrs for their perusal before the next meeting. (Action: Cllr
Harper)
There being no other business the meeting was closed. |
