Present: - Councillors P Cook, C Harper, B Moores, E Renshaw, B Thomas, S White (Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC) and Cllr B Moores (NDC) and 5 parishioners.
PRAYER Prior to the commencement of the meeting the Clerk led Council in
Prayer; it was stressed that to participate was purely optional. All persons
present remained.
2211/1 OPENING OF THE MEETING
The meeting was declared open by the Clerk
2211/2 APOLOGIES
Cllrs N Crombie, M Green, A Johns and PCSO Meaker.
2211/3 COUNCILLOR DECLARATION OF INTERESTS
a) Item 2211/5 (d) - Cllr Harper declared a personal interest, remained in the
room but did not speak. (Noted)
b) Item 2211/12 (c) – Cllr Thomas declared a personal interest, remained in
the room but did not speak. (Noted)
c) Item 2211/12 (h) – Cllr Renshaw declared a personal interest, remained in
the room but did not speak. (Noted)
d) Items of relevance to Beach Cleaning/Tractor (various) – Cllr Cook declared
a RPI and did not speak or contribute to the discussions. (Noted)
2211/4 POLICE REPORT
In the absence of the police the Clerk read from a report as follows: -
Crime: -
The report stated that 3 crimes had been reported in the parish since the last
meeting, namely, assault occasioning actual bodily harm (x 2) and common
assault and battery (x 1). (Noted)
2211/5 PARISHIONERS
a) Instow Village/Beach Cleaning: -
(i) A parishioner stated he had lived in the village for at least 50 years and
wished to congratulate the parish council on the manner by which it had kept
the beach so clean during the past summer adding that he had rarely seen it so
neat and tidy. (Noted)
(ii) Another parishioner present then interrupted by guffawing at which point
the Chairman asked her to be quiet and let the other parishioner continue to
speak. (Noted)
(iii) The parishioner continued by saying he felt compelled to come to the
meeting and congratulate council; he said that apart from the grass verges,
that could do with a little more maintenance, the village was in good shape
with most parishioner’s gardens locking good. The Chairman thanked him for his
very kind comments. (Noted)
b) Smashed Boat – Dunes: -
A parishioner enquired what action was contemplated as regards the remains of
this boat that had been smashed up in the recent high tides. After a
discussion it was agreed that the boat was not lying on any part of the beach
leased by IPC from the Crown Estate and that IPC therefore had no
jurisdiction. Cllr Harper said he had met the cousin of the owner on the beach
and that he/she had confirmed the owner was aware. (Noted)
c) Instow School – Thank You Card for Jubilee Mugs/Magnets: -
The Chairperson of Instow School Governors handed in a card from the pupils of
the school expressing their thanks for the golden jubilee mugs/magnets. The
Chairman thanked the Chairperson of Instow School Governors and asked the
Clerk to convey IPC’s thanks to the school direct. (Action: The Clerk)
d) Complaint against IPC: -
(i) A parishioner enquired how the letters that had been written to her as
regards her complaint against IPC had been agreed by Council adding that her
grievance was not a corporate complaint as she did not wish to imply that she
had any issues with Cllrs Harper and Renshaw. (Noted)
(ii) The Clerk started to provide the parishioner with an explanation at which
point she interrupted and insisted that the Chairman respond. (Noted)
(iii) The Chairman then told the parishioner that the letters had been sent
following legal advice, the Clerk adding that a majority of Cllrs had approved
them before they were dispatched. (Noted)
(iv) The parishioner then prompted the Chairman to further respond at which
point the Clerk reminded IPC that the legal advice it had been given was not
to respond whilst a complaint was still pending and he advised Cllrs to make
no further comment. (Noted)
(v) The parishioner then continued to speak along much the same lines as
above; IPC made no comment. (Noted)
2211/6 REPORT COUNTY COUNCILLOR R CANN
General: -
Cllr Cann spoke about the “Fremington Army Camp Planning Application”
(following NDC’s Planning Committee decision an appeal for non-determination
was being pursued by the developers), “Roundswell A39 Roundabout” (this scheme
is now at an advanced stage of design), “Roundswell Waste to Energy Proposals”
and “No Cold Caller Zones”. (Noted)
2211/7 REPORT OF DISTRICT COUNCILLOR B MOORES
There was no report from Cllr Moores. (Noted)
2211/8 GRANTING OF DISPENSATION
(i) The Clerk said that those Cllrs who had attended the recent Code of
Conduct training and had read the recent DALC Newsletters would be aware that
in order for a parish Councillor to discuss and vote on the setting of the
parish precept/budget he/she needed to seek a dispensation under the Localism
Act to do so. He added that the most recent advice from DALC stated: -
“Dispensations are now the responsibility of each individual council; councils
will have to agree the best way to handle these. One way is to delegate
decisions on dispensations to the clerk with regard to the criteria set out in
legislation. This removes any difficulty over the accusation that different
groups of councils, whether political or interest groups, could grant
dispensations to help their own cause. It may be that it would be appropriate
to grant some general dispensations either for the term of office, or for a
limited number of meetings. The issue you might need to tackle immediately is
a dispensation to all councillors to consider and set the precept (since they
would all have an interest as council tax payers and legislation which
previously allowed councillors to discuss these matters was repealed in May
2011)”. (Noted)
(ii) After a discussion IPC RESOLVED to delegate decisions on dispensations to
the clerk with regard to the criteria set out in legislation and to set the
period of dispensation from the date the dispensation was requested to the end
of the current Council (May 2015). (Noted)
(iii) Written “budget/precept” dispensation requests were then made by Cllrs
White (Chairman), Cook, Renshaw, Moores, Thomas and Harper to the Clerk.
(Noted)
(iv) The Clerk then duly granted said dispensations in writing to the Cllrs as
at item (iii) above. (Noted)
2211/9 MINUTES
It was RESOLVED that the October 2012 minutes of Instow Parish Council be
approved and signed. (Noted)
2211/10 MATTERS ARISING FROM THE MINUTES
a) Item 2210/5 (a) - Boats tied to Railings/Commodore Slipway: -
(i) The Clerk reported that following liaison with the EA, the EA is to
consider how to deal with this matter that could be having a detrimental
effect on the flood defence element of the slipway. (Noted)
(ii) The Clerk then referred to an email (dd 13.11.12) from the EA that
stated; “We will deal with this under our statutory powers. As the boats
constitute a breach of Agency Land Drainage Byelaws, we can serve notice to
seek removal of these”. (Noted)
(iii) The Clerk confirmed he had thanked the EA for its positive response.
(Noted)
b) Item 2210/9 (b) - IPC‘s Self Help Emergency Plan (SHEP)/Update: -
Cllr Renshaw provided IPC with an update following which it was RESOLVED to
amend the previously agreed consultation form to indicate it could be returned
to Johns’ and that it should be forwarded to parishioners with the Parish
Magazine in the new year. (Action: Cllr Renshaw)
c) Item 2210/9 (c) - New Code of Conduct/(COC) Registerable Interests
Training: -
The Clerk reported that 6 IPC Cllrs (Cllrs White, Harper, Moores, Crombie,
Green and Thomas) and himself had attended C of C training at All Saints
Community Centre on 1st November 2012 adding that copies of the training
hand-outs had been provided to those who could not attend, namely, Cllrs
Johns, Renshaw and Cook. (Noted)
d) Item 2210/9 (d) - IPC’s Complaints Procedure – Review: -
(i) The Clerk enquired whether IPC wished this matter to be deferred yet again
or did it wish to select a sub-committee to commence a review; IPC RESOLVED to
form a sub committee comprising Cllrs Moores, Renshaw and Thomas.
(Action: Cllrs Moores, Renshaw and Thomas)
e) Item 2210/9 (e) - Dogs on the Beach: -
The Clerk suggested that a sub-committee be selected to deal with the proposed
action(s) as set out in IPC’s agreed “light touch” strategy for 2013 i.e.
signs, wording, publicity, volunteer beach patrols etc.; IPC RESOLVED to
support this recommendation and Cllrs Moores, Green and Harper were deputed to
be that sub-committee. (Action: Cllrs Moores, Green and Harper)
f) Item 2210/9 (f) - IPC’s Standing Orders (SO) Review: -
(i) The Clerk enquired whether IPC wished that a sub-committee be selected to
deal with this review reminding Cllrs that they needed to take into account
all the ramifications of relevance to new Code of Conduct and Dispensations (DPI’s).
(Noted)
(ii) After a discussion IPC RESOLVED that, as a temporary measure, IPC’s
current SO’s should have all reference to the former COC removed and have the
new COC inserted as an appendix. (Action: The Clerk)
g) Item 2210/9 (h) - Active Village Initiative: -
Cllr Harper provided IPC with an update report. (Noted)
h) Item 2210/10 (i) (a) (i) - Environment Agency – Community Engagement: -
(i) The Clerk reported receipt of the following information, by email (dd
22.10.12), from the EA’s Community Engagement Officer following a prompt by
him: -
“In 2015 the Revised Bathing Water Directive will come into force changing the
way we test and classify bathing water quality. With only two and a half years
to go until the Directive comes into force we are seeking to engage with
communities about their bathing water, causes of pollution, what the new
directive means and ways to improve their bathing water. We are building on
existing community engagement across the region to inspire, motivate and
encourage local action. We aim to work closely with local community groups,
beach controllers and water companies to ensure we inform as widely as
possible. In relation to Instow I am able to help with any aspect of community
engagement you feel necessary for example a consultation event. We will be
producing an information sheet which will give more information about the
project and I will send to you in due course” (Noted)
i) Item 2210/10 (i) (h) - Bus Route/ Anstey Way/New Bus Shelter etc.: -
(i) The Clerk reported he had been in touch with the builder who had built all
the other stone bus shelters in the village and a new one would now cost
approx. £4,000 plus VAT; he said the builder would be unable to erect one
until at least “late” 2013. (Noted)
(ii) A discussion then ensued during which it was RESOLVED to note this for
future reference. (Noted)
(iii) Cllr Cann (DCC) reported on progress as regards DCC providing a hard
standing concrete area on the grass verge opposite All Saints. Following a
discussion it was agreed by Cllrs Cann and Moores (NDC) that they would work
together in putting this project together and report back to IPC in due
course. (Action: Cllrs Cann/Moores)
j) Item 2210/10 (i) (m) - Flood Prevention/Boathouse Flood Defence Gates: -
(i) The Clerk reported he had been in touch with the EA and elaborated on
progress adding that the last response he had received (email dd 13.11.12)
stated as follows: -
“I have discussed with colleagues whether the Agency has any plans to help
replace and/or take on responsibility for the (Boathouse Inn) gate and can
confirm that we do not. This is based on our understanding that its’ failure
would not compromise our own defences”. (Noted)
(ii) The Clerk said he had asked for clarification of the remark “its’ failure
would not compromise our own defences” but still awaited a reply. (Noted)
(iii) The Clerk reported that W M Ironworks (the original maker of the gates)
had examined the gates and their recommendations were that it was not badly
damaged but required some remedial work such as re-riveting and re-alignment
of some of the hinges; a quotation was to follow. (Noted)
k) Item 2210/13 (b) - Commodore Slipway – Lockable Bollard Trip Hazard: -
The Clerk reported he had been in touch with the EA and NDCCS and hopefully
this long standing issue might well soon be resolved; the Clerk added,
however, that there are still issues of relevance to ownership and budgets but
that either way IPC had no jurisdiction over this property. (Noted)
2211/11 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Venn Cross Bus Shelter (seaward side) – Toilet: -
The Clerk reported that due to a “complaint” from the parish handyperson that
this shelter was regularly being used as a toilet (urination) he had contacted
the police who promised regular attention. He added it had been suggested by
the police that maybe if the shelter was lit this might act as a deterrent but
the Clerk had pointed out there was already a bright street light almost
immediately above the shelter. (Noted)
b) Email (dd 19.10.12) from May Gurney reference “Road Closure – Kiln Close
Lane”: -
The Clerk advised IPC that this email confirmed that this was to take place
for the period 28.1.13 to 30.1.13 (subject to DCC approval) for necessary work
to 1 – 4 Kiln Close Lane; he said it had been copied to Cllrs with email
addresses and the editor of parish magazine. (Noted)
(c) Parish Carol Singing Event 2012: -
(i) The Clerk reported that this event was to be held at 6.30 pm on Sunday 9th
December at The Commodore (Parish Hall if wet) adding that posters had been
placed on parish notice boards (and Johns’) and an entry would appear in the
next parish magazine. (Noted)
(ii) IPC subsequently RESOLVED (see finance later – 2211/12 (5) (j) (g)) that
the recipients of the charitable collection taken at this event should go
jointly between ND Hospice, RNLI (Appledore) and Northam Lodge with IPC
matching said collection up to a figure of £100. (Noted)
(iii) IPC then discussed the necessary arrangements for the event i.e. mince
pies (provided by Cllrs at their expense), mulled wine, hospitality,
collectors, grant to WI. (see finance later - 2211/12 (5) (j) (g) (ii) (iv)).
(Noted)
(iv) The Clerk reminded IPC that the attendance of The Two Rivers Wind
Ensemble had been confirmed as had the Commodore/Parish Hall for the
venue/refreshments adding that Instow PCC was dealing with the Vicar and Carol
Sheets. (Noted)
(d) IPC’s Xmas Social 2012 (Thursday 13th December 2012): -
The Clerk said that IPC needed to consider its invitation list for this event
and that a copy of an invitation list 2011 had been circulated to Cllrs with
their agenda papers to assist deliberation. It was RESOLVED to defer this to
the end of the meeting. (Noted)
(e) Remembrance Day Service – 11th November 2012: -
Cllr Thomas who attended (and the Clerk) and laid IPC’s wreath gave a report.
(Noted)
(f) Donation of a Seat – Marine Parade: -
(i) The Clerk advised IPC that a donor wished to provide IPC with a new bench
on the seafront in memory of her late mother that was made of cast iron (the
sides with squirrel motifs) and wooden slats. He said this request had been
considered by himself and Cllr Crombie (H and S Cllr) and it was their opinion
that such a seat was going to bring with it foreseen maintenance costs by way
of the cast iron being broken through an act of vandalism/misuse, regular
maintenance (rust clearance and painting) and that it, perhaps more
importantly, would not be in keeping with all the other wooden benches.
(Noted)
(ii) After a discussion IPC RESOLVED to support the view of Cllr Crombie and
the Clerk. (Action: The Clerk)
(g) Instow Millennium Book – An Update: -
(i) The Clerk referred to an email (dd 12.11.12) and attachment from the
publisher (a local parishioner) reference this matter, namely, there is £1,000
due to be paid to IPC (as holder of the book copyright) and that IPC needed to
decide how this should be used and what should happen to the current stock of
books. (Noted)
(ii) The Clerk said he had forwarded the email and attachment to Cllrs with
email addresses (13.11.12). (Noted)
(iii) After a discussion IPC RESOLVED to defer this matter to the December
meeting for further consideration. (Noted)
(h) Lane End NOT Lane End Road: -
Cllr Cann provided IPC an update; he said he had spoken to the Chief Executive
of NDC and that although the Electoral Roll showed this road as “Lane End”,
NDC records indicated it as “Lane End Road”; legal ruling awaited. (Action:
Cllr Cann)
(i) Snow Warden Scheme: -
Cllr Thomas provided a report at the conclusion of which it was RESOLVED to
place a short article in a forthcoming Parish Magazine to remind parishioners
of this facility. He said a long range forecast predicted a freeze by mid/end
of December and that despite about 15 bags of salt having been stolen there
was a plentiful supply left for use this coming winter. (Action: The Clerk)
(j) Copy letter (dd 9.11.12) from DCE (Chief Executive) to a parishioner
reference “DCC – Downs Road”: -
(i) The Clerk said this referred to incidents of flooding emanating from the
re-directing of highways drainage water into the bank adjacent to the garage
range at The Verne Instow; the Clerk read the letter in full to council.
(Noted)
(ii) Cllr Cann (DCC) said he had been to a site meeting with said parishioner
and a DCC highways official. (Noted)
(ii) Taw and Torridge Estuary Forum and Associated Matters (see item 2202/10
(p)):-
a) Email (dd 22..10.12) from Secretary of TTEF reference “TTEF - Brunswick &
Pollard Wharfs”: -
Copied to Cllrs with email addresses
b) Email (dd 15..11.12) from Secretary of TTEF reference “Atlantic Array
Update”: -
Copied to Cllrs with email addresses
(iii) Matters to note (see item 2202/10 (p)): -
a) DALC etc. Matters (Various): - (i) Email (dd 22.10.12) reference “Community
Council of Devon - Members Forum” – forwarded to Cllrs with email addresses;
(ii) Email (dd 23.10.12) reference “Neighbourhood Planning: Getting Started
workshop – Kingsteignton”; (iii) Email (dd 25.10.12) reference “Save Money on
your Heating Oil with the Devon Oil Collective” – forwarded to Cllrs with
email addresses; (iv) Email (dd 1.11.12) reference “DALC Newsletter – Nov/Dec
2012” – copied to Cllrs with email addresses and (v) Email (dd 12.11.2)
reference “DALC Consultations Update - New Parish Councils” - copied to Cllrs
with email addresses.
b) NDC Members Services Weekly Information Sheet for w/b 22.10.12, 29.10.12
(Email note to Cllrs regarding “DPI’s – Dispensation”), 5.11.12 and 9.11.12.
Copied to Cllrs with email addresses
c) Emails (various) and attachment from NDC Housing reference “Devon Home
Choice Newsletter”: -
Copies placed at post office by Cllr Johns for the information of parishioners
d) (i) Emails (various) from Rural Services Network reference “Weekly News
Digest – Bulletins”:-
Copied to Cllrs with email addresses
e) (i) Emails (various) from NDVS and TTVS reference “Bulletins, Funding Bids,
Survey, Snippets, Conference, Newsletters etc.”
(ii) Email (dd 24.10.12) and Invitation from NDVS reference “Official Launch
of NDVS Office in Barnstaple”.
f) Emails (various) from DSC reference “DSC - e-news”: -
Copied to Cllrs with email addresses
g) Email (dd 22.10.12) from NDC’s Electoral Services Support Officer reference
“Posters – PCC Election”: -
Posters placed on parish council notice boards by Cllr and Mrs Moores.
h) Email (dd 1.10.12) from DCC reference “Devon Community Directory”: -
Reminds IPC of this facility and the need to update local records; Cllr Harper
liaising with Instow Parish hall Committee – NB: - There is a link to this
facility on Instow website –www.instow.net
i) (i) Email (dd 24.10.12) from Ordnance Survey (OS) reference “Information
Sheet for Legacy Product Migration”: -
Forwarded to Cllrs with email addresses
(ii) Email (dd 29.10.12) from OS reference “PSMA Member Events - Building the
Community”.
j) Email (dd 18.9.12) from DCC reference “Community News Round-Up – September
2012”:-
Forwarded to Cllrs with email addresses
k) Email (dd 26.10.12) from North Devon+ reference “North Devon e-news”:-
Forwarded to Cllrs with email addresses
l) Copy email (dd 28.10.12) from a parishioner to Cllr Cann (DCC) reference
“Drain along Marine Parade outside Mimosa”: -
Matter being dealt with by Cllr Cann (DCC)
m) Email (dd 29.10.12) from Plantlife reference “Wild About Plants in your
Parish?”: -
Copied to Cllrs with email address; Cllr Harper forwarding a copy to IIB.
n) Email (dd 1.11.12 from Clerk (having been advised by Cllr Johns) to Cllr
Cann (DCC) reference “Faulty Railings on Seawall near Commodore Slipway”: -
Cllr Cann (DCC) reported that following liaison with the EA this fencing is to
be repaired by them (i.e. DCC).
o) Email (dd 2.11.12) from DCC (Transport Coordination Service – TCS)
reference “Interest in Public Transport Options in North Devon”: -
Clerk advised DCC’s TCS that IPC would welcome relevant information that could
be shared with editor of local parish magazine.
p) Copy email (dd 2.1.12) from Cllr Moores to parishioner reference “Overgrown
Trees” : -
Cllr Moores requested details of location and referred parishioner to Clerk.
q) Email (dd 2.11.12) from Western Power via Cllr Cann (DCC) reference
“Verging on the Meadow, Instow back road – IIB”: -
Passed to Cllr Harper for attention IIB
r) Email (dd 5.11.12) from NDCCS reference “Picnic Area, Tarka Trail –
Signage”: -
NDCCS thanked by Clerk on behalf of IPC; copied to Cllrs with email addresses
t) Email (dd 6.11.12) from PCSO Meaker reference “Winter Newsletter – 2012”: -
Copied to Cllrs with email addresses and editor of the parish magazine
u) Email (dd 8.11.12) from Parish Online reference “Parish Online November
Edition): -
Copied to Cllrs with email addresses
v) Email (dd 8.11.12) from Marie Curie Cancer Care reference “Charity Abseil –
Meldon Viaduct”: -
Copied on to editor of parish magazine
w) “Atlantic Coast Express (Bideford Railway Heritage Centre) Magazine (No 85)
– Winter 2012”
x) Email (dd 13.11.12) and attachment from Devon and Cornwall Police Authority
reference “Final Newsletter – Authority Matters”: -
Copied to Cllrs with email addresses and editor of parish magazine
(y) “Clerks and Councils Direct Magazine – Issue 84 (November 2012)”: -
Made available to Cllrs at the meeting
(z) Email (dd 13.11.12) from Safer North Devon and attachment (Elected Member
Summary
October 2012”: -
Copied to Cllrs with email addresses
2211/12 FINANCE
1. INCOME: -
Car Park Takings Period ending 26th October 2012 £ 629.10
Ditto Period ending 5th November 2012 £ 362.80
Ditto Period ending 13th November 2012 £ 208.10
Ditto Winter Season Ticket No 3 £ 75.00
Ditto Winter Season Ticket No 4 £ 75.00
TOTAL : - £1,350.00
2 EXPENDITURE: -
Mr B Keane Village Handyman £ 207.00*
Instow/Westleigh Parish News Grant 2012 £ 417.00 Parish Hall Grant 2012 £
333.00 Burial Ground Grant 2012 £ 666.00 Instow Website Grant 2012 £ 84.00
BT Parish Telephone 372408 £ 154.79+ NDC Car Park OSPO Amendment/Advert £
199.68
TOTAL: - £2,061.47 Key: -
* Includes £27 labour for repair of “demolished” parish seat (Denning)
+ Includes Line Rental £43.80, Phone book entry £22.38, Payment Processing fee
£5.67 and Calls £82.85. NB: - £39.96 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 25.10.12 (Statement) = £ 18.76*
Lloyds Bank Business a/c no. 02350065 as 3.10.12 (Statement) = £24,214.72+
Key: -
* According to Clerk’s records this is £1.76 (1 cheque (742) for £17 uncashed).
+ According to Clerk’s records this is £25,234.72 as of date of meeting
NB: - IPC to note that £10,000 was invested (7.1.11) to a higher interest
account within Lloyds TSB – see IPC November 2010
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £2,061.00 from Lloyds Bank Business account number
02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as
at 2 above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Future Use of Marine (Quay) Car Park following transfer of 99 year Lease
by NDC to IPC:-
(i) Lease – Legal Matters: -
The Clerk provided an update; he said NDC was still to provide IPC’s solicitor
with a draft lease. (Noted)
(ii) Refurbishment of Toilets: -
The Clerk reported that a site meeting between NDC and an IPC Sub Committee,
namely, Cllrs Harper/Moores and the Clerk, had still to be convened adding
that NDC has inferred that this refurbishment process was part of the lease
agreement which needed to be sorted first. (Noted)
(iii) Parking Charges 2013/4 (OSPO/Car Park Signs Amendments): -
(a) The Clerk said NDC required to be advised of these prices (including
summer/winter/annual and weekly tickets) for publication as part of NDC’s
blanket OSPO advertisement/consultation for 2013/14. (Action: The Clerk)
(b) The Clerk also said that the Car Park signs would need amendment prior to
1.4.13 and that SW Signs would deal when advised of the amendments. (Action:
The Clerk)
(b) Tarka Trail Recreational Field – Lease between IPC and DCC (2012 onwards):
- The Clerk updated IPC on progress since the last meeting, namely, nothing
further had been heard from IPC’s solicitor. (Noted)
(c) (i) “Parish Grants” and (ii) “DCC Tap Fund”: -
(i) Parish Grants: -
(a) The Clerk reported that Cllr White (Chairman) and he had attended a “NDC
Parish Grants” meeting on Friday 2nd November 2012 at 2pm/Civic Centre; both
elaborated as necessary. (Noted)
(b) The Clerk advised IPC that as a result of NDC’s lengthy consultation
process on this matter, it had been recommended by NDC that Instow’s parish
grant for 2013/14 would be “up to” the amount it was awarded in 2012/13 (i.e.
£1250), in effect £24 less based on latest electoral roll figures of 637 (x £2
= £1274), £1,250 for 2013/14, £1,000 in 2014/15, £750 in 2015/16 and £500 in
2016/17 and thereafter NIL. (Noted)
(c) Cllr Cann said he wasn’t aware that parish grants were to cease after
2016/17 but he would check and report back. (Action: Cllr Cann)
(d) The Clerk added this concept was based on the premise that parishes
between 500 – 1000 (as is Instow) would see a reduction in the amount they can
apply for of 20% each year for 3 years based on their claim for 2012/13; hence
figures as above for 2013/14 onwards until 2015/16. (Noted) (e) After a
discussion IPC RESOLVED not to respond to this decision of NDC and accept its
ruling. (Noted) (f) The Clerk then reported receipt of an email (dd 7.11.12)
and attachment from NDC reference “Parish Council Expenditure 2-013/14 -
Application by 14th December 2012”; the Clerk advised that this was in regards
to IPC’s parish grant claim (for maintenance of burial grounds, parks and open
spaces, village halls etc.) and precept for 2013/14. (Noted) (g) The Clerk
then drew IPC’s attention to a “DALC Newsletter (November/December 2012 Part
2” of relevance to “Setting Precept for the Year 2013/14”; he said it had been
copied to Cllrs with email addresses (5.11.12) and suggested deferring budget
confirmation until January 2013. (Noted)
(h) The Clerk then advised IPC that NDC Finance had stated that the return
date of 14th December (as at (f) above) would enable it to issue letters
advising the likely cost based on a band D equivalent albeit the final return
date for the precept was 21st January 2013 so the amount requested could
always be amended and new equivalents advised up until that date. NDC Finance
had added that if the figure the parish council was looking for was included
now, changes, if necessary, could be made in the New Year. (Noted)
(i) After a discussion IPC RESOLVED to apply for £1,250.00 parish grant (£666
– Burial Ground, £251.00 Open Spaces and £333 Parish Hall – Total £1250.00).
(Action: The Clerk)
(j) It was further RESOLVED to provisionally set the precept at £8,195.00 (as
advised by IPC’s FSC) on the understanding it could be altered as necessary –
see item (h) above. (Noted)
(ii) DCC TAP Fund: -
(a) The Clerk provided IPC with an update; he said he had nothing to report
but added a further meeting at Fremington PC Offices was imminent. (Noted)
(b) Cllrs Cann and Moores gave an update report on a potential “Children’s
Play Area at All Saints Community Centre” – at a very early stage. (Noted)
(d) (i) Letter (dd 20.9.12) from DCC (Public Rights of Way Dept.) reference
“Annual P3 Autumn Workshop 2012” and (ii) “P3 Annual Footpath/Finance Forms
2013/14”: -(i) The Clerk reported he had attended this workshop at Halberton
and received a general update on the progress of P3 activities throughout the
County (finances getting much tighter) and guidance on the completion of forms
as at (ii) below. (Noted)
(ii) The Clerk reminded IPC that these forms, namely, “P3 Annual Finance Form
2013” and “Annual Parish Paths Survey Forms 2013” needed to be completed and
at County Hall, Exeter by Wednesday 13th February 2013 but that first he has
to check the parish paths with the handyperson; this was in hand. (Action: The
Clerk)
(e) Parish Seat Inventory/Inspection – Autumn 2012: - The Clerk reported this
would be done asap by himself, Cllr Crombie and Brian Keane (Handyperson).
(Noted)
(f) Parish Bus Shelter Inspection – Autumn 2012: - see item (e) above. (Noted)
(g) Mole Valley Farmers – IPC Account/October 2012: - The Clerk said this
stated that IPC owed nothing; account in balance. (Noted)
(h) Letter (dd 22.10.12) from Northcliffe Media reference “Proactive Letter –
Non Receipt of Payment - £115.20 (Advertisement for Mooring Rights)”: - The
Clerk advised IPC that a cheque had been sent (19.10.12) and cleared from
IPC’s Treasurers a/c (25.10.12) and that as a result he had taken no action
with letters presumably having crossed in the post. (Noted)
(i) (i) Letter (dd 15.10.12) and Help Sheet from H M R and C reference
“Getting your Business ready for PAYE - Real Time Information (RTI)”: - The
Clerk said this stated that from April 2013 there would be a new way to report
PAYE information in real time or RTI. It would no longer be sent in one go, at
the end of the year; from April 2013, it would be necessary to send details
every time a payment was made, at the time it is made, and to do so
electronically. (Noted)
(ii) The Clerk reported receipt of an email (dd 12.11.12) from DALC reference
“DALC Finance Update - PAYE Changes Oct 2013”; he said it stated that new PAYE
(RTI) arrangements were coming in force from October 2013 and that he had
emailed a copy to IPC’s FSC and IA for their information. (Noted)
(j) (i) IPC’s Finance Sub Committee Budget 2013/2014 Meeting: -
(a) The Clerk confirmed that this meeting had taken place on Monday 29th
October 2012 (6.30 pm) and that a copy of the “unapproved” draft minutes (and
IPC documents referred to therein) had been circulated to Cllrs with their
agenda papers. (Noted)
(ii) Minutes of IPC’s FSC Meeting of 29th October 2012: -
IPC’s FSC Cllrs present, and who had attended the meeting, verified and
approved the minutes that Cllr White (Chairman) signed as a true record.
(Noted)
(iii) The Clerk then reported as follows: -
(a) ANNUAL REVIEW OF POLICIES: -
(i) IPC’s Financial Regulations: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
these regulations be re-affirmed as written other than amending “Item 9
(Marine Car Park – Monies)” to indicate that the car park was now open for the
whole year and not just for the period 1st May to 30th September. It was noted
by IPC that once NDC’s 99 year lease was signed and sealed that reference
would need to be made to this. The Chairman/Clerk signed an amended copy for
the records. (Noted)
(ii) IPC’s Financial Risk Assessment Policy: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this policy be re-affirmed as written other than to include the word
“Contractor” in the heading for Item 3 – “Council’s Employees/Contractors
Other Than the Clerk”. The Chairman/Clerk signed an amended copy for the
records. (Noted)
(iii) IPC’s Beach Risk Assessment Policy: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this policy be re-affirmed as written other than to amend item 2 (1) (iii) –
“Soft Sand” to read “Soft and Uneven Sand” and Item 3 (4) to read “1st April
to 30th September” as opposed to “15th April to 15th September”. The
Chairman/Clerk signed an amended copy for the records. (Noted)
(iv) IPC’s Child Protection Policy: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this policy be re-affirmed as written. The Chairman/Clerk signed an amended
copy for the records. (Noted)
(v) IPC’s “Community Engagement Strategy”
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this policy be re-affirmed as written other than to add, at Item 9
(Conclusion), that “IPC had consulted with the parish and interested
agencies/bodies in 2011 on Water Quality/Beach de-designation Issues, in
conjunction with DCC had consulted with the parish on Car Parking Facilities
in 2011/12 and is currently consulting with the parish on Updating IPC’s Self
Help Emergency Plan (SHEP). The Chairman/Clerk signed an amended copy for the
records. (Noted)
(vi) ”Training Statement of Intent”: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this policy be re-affirmed as written other than to add as at item 3 (2),
“Training Requirements – Current Situation (Top Page 2)” – “Code of Conduct
Training 2012” . The Chairman/Clerk signed an amended copy for the records.
(Noted)
(vii) “IPC’s Equality Policy”: -
(a) After a discussion it was RESOLVED to accept the FSC’s recommendation that
paragraph 4 be deleted and the following be put in its place: -
“IPC notes that in the Equality Act 2010 the above three duties (race,
disability and gender equality) have been harmonised into one new duty, which
will cover all seven equality strands of age, disability, gender
(reassignment, marriage and civil partnership), race, religion, or belief,
sex/sexual orientation”. (Noted)
(b) It was further RESOLVED to accept the FSC’s recommendation to delete
paragraphs 5 and 6 as these originally referred to an Equality Bill that was
imminent at the time this policy was last reviewed, that is, 21st May 2009.
The Chairman/Clerk signed an amended copy for the records. (Noted)
(viii) “IPC’s Code of Practice for Handling Complaints”: -
IPC noted that this policy was already under review by IPC and it was RESOLVED
to recommend that this process continue - see item 2211/10 (d). (Noted)
(b) RISK REVIEW/OTHER CONSIDERATIONS 2013/14: -
(i) Seats and Bus Shelters: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that the
current biannual checks (spring and autumn) of the parish seats and bus
shelters were adequate with records of such checks being kept by the Clerk
together with the ad hoc seat checks (by the handyperson) throughout the year,
especially during the summer. (Noted)
(ii) Beach: -
(a) After a discussion it was RESOLVED to accept the FSC’s recommendation that
the beach cleaner should continue to keep a daily log of his activity on the
beach and dunes throughout the summer season; the Clerk reminded Cllrs that
this was a requirement of IPC’s insurers. (Noted)
(b) It was noted that this recommendation was dependent upon the final outcome
of the imminent review of IPC’s beach cleaning strategy – see item (e) below.
(Noted) (iii) Flood Defence Gate: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this should continue to be checked regularly to ensure its “safety” to beach
users and that as for the previous year it should be within the remit of the
parish handyperson to do so at the same time as checking the seats. (Noted)
(iv) Solar Light – Venn Cross Bus Shelter: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
this should continue to be checked regularly to ensure its “safety” to bus
shelter users and that as for the previous year it should be within the remit
of the parish handyperson.
(Noted)
(v) Village Gateways – Anstey Way: -
After a discussion it was RESOLVED to accept the FSC’s recommendation that
these should continue to be checked regularly to ensure their “safety” to road
users/pedestrians and that as for the previous year it should be within the
remit of the parish handyperson. (Noted)
(vi) Other Risks: -
IPC noted that its FSC was still of a view that sand yachting and kite surfing
together with the use of jet skis in the vicinity of the beach was something
that IPC needed to bear in mind as a potential risk albeit that no issues of
relevance to such sporting activities were to hand as of the present day; IPC
RESOLVED to note these issue for the future. (Noted)
(c) ANNUAL INSURANCE REVIEW: -
(i) After a discussion it was RESOLVED to accept the FSC’s recommendation that
Cllr Crombie, together with Cllr Johns and the Clerk should, as for former
years, review IPC’s Public Liability Insurance cover on renewal (May each
year) and to advise IPC of renewal terms including amendment or additions. It
was noted that for the year 2013/14 it was highly likely that the “ownership”
of the Quay Car Park would be an issue and that IPC needed to act as
appropriate, namely check the car park regularly (by way of handyperson) and
include it on its public liability insurance. (Noted)
(d) CAR PARK CHARGES 2013/14: -
(i) After a discussion it was RESOLVED to accept the FSC’s recommendation that
these remain the same as currently, namely, £1 for 1 hour, £2 for 3 hours and
£4 for all day (24 hours). (Noted)
(ii) After further discussion it was RESOLVED to accept the FSC’s
recommendation that an annual ticket (April – March) be made available at a
cost of £150 but that the option to obtain a summer season (April – September)
ticket at £100 and a winter season ticket (October – March) at £75 be made
available. (Noted)
(iii) Finally it was RESOLVED accept the FSC’s recommendation that a “Weekly
Ticket” (irrespective of Summer/Winter) be made available at £15. (Noted)
(iv) Clerk’s Note: - NDC’s Car Parks Department to be advised of above
reference OSPO advertisement for 2013/14. (Action: The Clerk)
(e) REVIEW OF BEACH CLEANING STRATEGY - 2013: -
(i) The Clerk said he had reminded IPC’s FSC that IPC had resolved at it last
meeting, October 2012, to review its beach cleaning strategy for 2013 and that
the outcome of this review would obviously have a knock-on effect to the
budget setting 2013/14 as regards beach cleaning. (Noted)
(ii) After a discussion it was RESOLVED to accept the FSC’s recommendation
that a sub-committee be set up to consider all the possible options and how
this review could be shared with the community by way of a consultation
exercise. (Noted)
(iii) It was RESOLVED that the Sub Committee would consist of Cllrs White
(Chairman), Moores, Thomas, Green and Harper. (Noted)
(iv) It was further RESOLVED that in order to complete the budget process
(2013/14) the beach cleaning expenditure figure should be set at £5827; this
would enable IPC to fit its new strategy within these financial parameters.
(Noted)
(v) The Chairman said he would be urging the sub-committee to seriously
consider not using public monies to clean any parts of Instow beach other than
what was currently leased by IPC from the Crown Estate. (Noted)
(vi) Cllr Thomas, in agreeing with the sentiments of the Chairman, said this
he hoped would include the dunes and dune frontage that was not “in the hands”
of IPC. (Noted)
(f) PARISH HANDYPERSON/BEACH CLEANER 2013/14 – TERMS OF REFERENCE/AGREEMENT
AND HOURLY RATE: -
(i) Handyperson – Terms of Reference: -
(a) After a discussion it was RESOLVED to accept the FSC’s recommendation that
the review of the current terms of reference/agreement for the parish
handyperson be deferred until a decision had been taken as regards the outcome
of the beach cleaning strategy review (see item (e) above). (Noted) (b) It was
further RESOLVED to accept the FSC’s recommendation that it consider a clause
in the new “agreement” to cater for “ill-health or other legitimate reason
preventing the handyperson from fulfilling his/her role” and that a phrase
also be included to enable “quality of performance” to be objectively
monitored. It was suggested that it was the duty of the handyperson to
identify another contractor to fulfil his/her role in the event of his/her
absence and not that of IPC as was currently recorded. (Noted)
(c) The Clerk said he had suggested to IPC’s FSC that maybe a 3 year (or
similar period) review period ought to be inserted in the new terms of
agreement in order that it was not seen as a “job for life” adding that the
FSC had recommended this be considered at an appropriate time - see item (e)
above. (Noted)
(ii) Beach Cleaner – Terms of Reference: -
(a) After a discussion it was RESOLVED to accept the FSC’s recommendation that
the current terms of reference/agreement for the beach cleaner be deferred
until a decision had been taken as regards the outcome of the beach cleaning
strategy review (see item (e) above). (Noted)
(b) It was further RESOLVED to accept the FSC’s recommendation that it
consider a clause in the new “agreement” to cater for “ill-health or other
legitimate reason preventing the beach cleaner from fulfilling his/her role”
and that a phrase also be included to enable “quality of performance” to be
objectively monitored. It was suggested that it was the duty of the beach
cleaner to identify another contractor to fulfil his/her role in the event of
his/her absence and not that of IPC as was currently recorded. (Noted)
(c) The Clerk said he had suggested to IPC’s FSC that maybe a 3 year (or
similar period) review period ought to be inserted in the new terms of
agreement in order that it was not seen as a “job for life” adding that the
FSC had recommended this be considered at an appropriate time - see item (e)
above. (Noted)
(iii) Hourly Rate – Handyperson: -
(a) After a discussion it was RESOLVED to accept the FSC’s recommendation that
the handyperson’s hourly rate (2013/14) remains at £9 per hour; it was noted
that the handyperson had to provide all his own tools to do his job. (Noted)
(b) It was further RESOLVED to accept the FSC’s recommendation that the budget
provision for the handyperson 2013/14 include an additional 20 hours (at £9
per hour - £180) to allow for contingencies at the Clerks discretion. (Noted)
(iv) Annual Rate - Beach Cleaner: -
See item (e) above. (Noted)
(g) XMAS CAROL EVENT/CHARITY NOMINEE 2012: -
(i) After a discussion it was RESOLVED to accept the FSC’s recommendation that
the collection from the Carol Singing event (9th December 2012) be paid
equally to The North Devon Hospice, the Appledore Branch of the RNLI and
Northam Lodge, all “local” charities. (Noted)
(ii) It was further RESOLVED to accept the FSC’s recommendation that it match
fund the collection to a maximum of £100. (Noted)
(iii) A discussion then ensued as to the manner in which the refreshments for
this charitable carol singing event might be funded. IPC RESOLVED to accept
the FSC’s recommendation that as for former years, a grant be given to a local
“bone fide” organisation who agreed to organise and pay for the refreshments
on the grounds it was “for the encouragement of the arts and entertainment
within the parish” and was a “community Christmas charitable event”. (Noted)
(iv) It was RESOLVED to accept the FSC’s recommendation that the grant be made
to a maximum of £150. (Noted) (v) The Clerk reminded IPC that the Instow
Woman’s Institute had in the past agreed to take on this role (as for 2011/12)
and that negotiations would soon be in hand subject to IPC’s approval (at (ii)
above). (Noted)
(h) INTERNAL AUDITORS FEE 2012/13: -
The Clerk said he had informed IPC’s FSC that Mrs Mary Jane Scott (IPC’s IA)
was not seeking recompense for her internal auditor activity for the current
year 2012/2013. IPC RESOLVED that Mrs M J Scott be officially thanked for her
public spiritedness and commitment. (Action: The Clerk)
(i) “STAFF” BONUS/ADDITIONAL PAYMENTS 2012/13
(i) Handyperson (Current): -
After a discussion IPC RESOLVED to accept the FSC’s recommendation that the
current handyperson was not paid a bonus. (Noted)
(ii) Beach Cleaner: -
After a discussion IPC RESOLVED to accept the FSC’s recommendation that the
current beach cleaner was not paid a bonus. (Noted)
(iii) The Clerk: -
(a) IPC noted that its FSC had RESOLVED to recommend to IPC that it pay the
Clerk an additional £583.05 to compensate him for the additional work carried
out by him at the car park bearing in mind that when his salary was set (in
late 2011) for 2012/13 it was believed he would be managing the car park for
only 5 months of the financial year and not 12. (Noted)
(b) The Chairman told IPC that this sum only appeared to represent 6
additional months and not 7 and that he had drawn this to the attention of
Cllr Green who had recommended the figure as above. (Noted)
(c) IPC RESOLVED to defer this matter to the December meeting when it was
anticipated some of the absent FSC Cllrs would be present. (Noted)
Note: - The Clerk was not present during the above discussions. (Noted)
(j) CLERK’S SALARY/EXPENSES 2013/14: -
(i) Salary: -
(a) It was noted by IPC that its FSC had RESOLVED to recommend that the
Clerk’s salary be raised to £8,645 (910 hours pa at £9.50 per hour). (Noted)
(b) A discussion then ensued, lead by the Chairman, who said IPC ought to
abide by the national (NALC) agreement on salaries in accordance with its
Quality Parish status; Cllr Moores requested that the NALC pay scales be
looked at in association with hours and responsibility. (Noted)
(c) Cllr Harper recommended that with a view to reducing the workload of the
Clerk consideration should be given to reducing the minutes by removing
“matters to note” and “correspondence”. (Noted)
(d) IPC RESOLVED that in view of item 5 (j) (i) (iii) that this be deferred to
the next meeting for the same reason. (Noted)
(ii) Employers National Insurance: -
After a discussion IPC RESOLVED to accept the FSC’s recommendation that it set
aside a sum of £150 to pay this government levy. (Noted)
(iii) Clerk’s Expenses: -
After a discussion IPC RESOLVED to accept the FSC’s recommendation that this
remain as for the current year (£1,465) on the basis it had previously been
“agreed” by HM R and C. (Noted)
Note: - The Clerk was not present during the above discussions. (Noted)
(k) TRACTOR SERVICE 2012/13: -
(i) IPC noted that the cost of carrying out the annual service of the tractor
was included in the beach cleaner’s December 2012 payment of £450 but that
this did not include the cost of necessary parts and additional work. (Noted)
(ii) The Clerk told IPC that he had been informed by the beach cleaner that
this additional work would amount to £180 labour (20 hours at £9 per hour)
that would cover “preparing to paint standard all 4 wheels, prime and paint
wheels, repair an electrical fault, refurbish scrape, replace all security
pins on hydraulic arm, prepare front panels to paint standard, undercoat and
gloss front panels plus materials (i.e. paint etc.)”. The Clerk reminded IPC
that £74.70 had already been paid out by it for oil/ant-freeze and a filter
for the service (October 2012) and that its FSC had RESOLVED to recommend that
this extra work and costings be authorised. IPC RESOLVED to support this
recommendation. (Noted)
(iii) The Clerk then advised IPC that it had been established there were two
hydraulic leaks in the tractor that had been examined by a bone fide mechanic
and that a cost of repair had been provided in the sum of £507.84 (includes
£84.64 VAT recoverable). IPC RESOLVED to approve this payment on the basis the
tractor was an asset of IPC and that it had a duty to maintain in to an
acceptable standard in order to maximise its value. (Noted)
(l) IPC – USE OF RESERVES: -
(i) IPC noted that its FSC had RESOLVED to recommend that no specific projects
be earmarked for “reserve expenditure”. IPC concurred. (Noted)
(ii) The Clerk reminded IPC that it had £10,000 invested into a Lloyds TSB
High Interest Deposit account for a 2 year period (start date 7.1.11) on the
basis this would accrue 2.60% interest pa (gross) over that period. The Clerk
told IPC that £261.42 had been paid out in interest for the first year.
(Noted) (iii) The Clerk again reminded IPC that when the 99 year lease, being
offered to IPC from NDC as regards the Marine Car Park, proceeded (legal
process currently in train) that approx. £60,000 would be transferred to IPC
as part of that deal; he said IPC had previously RESOLVED that this sum be
ring-fenced to be used to bring the surface of the car park up to an
acceptable standard and to maintain it thereafter. (Noted)
(iv) IPC RESOLVED to accept the FSC’s recommendation that when the surface of
the car park was tarmacked that a bollard(s) be put placed in front of the car
park machine to act as a security measure. (Noted)
(m) DRAFT BUDGET 2013/2014: -
(i) The Clerk drew Cllrs attention to the draft budget (see appendix A) that
had been prepared by its FSC and pointed out that since its preparation
guidance had been received in the “DALC Newsletter (November/December 2012 -
Part 2) of relevance to “Setting Precept for the Year 2013/14”; he said it had
been copied to Cllrs with email addresses (5.11.12). (Noted)
(ii) After a discussion it was RESOLVED to defer the final confirmation of the
budget until the December meeting based on the advice as at (i) above but also
because the Clerk’s Bonus/Additional Payments and Salary 2013/14 had not been
finalised.(Noted)
(iii) It was noted that the parish grant figure of £1274 would need amending
to £1250 and that this would necessitate a minor amendment to the expenditure
column to compensate for the loss of £24. (Noted)
2211/13 PLANNING
a) “Enforcement Issues (Grot Spots) – Instow”: -
Cllr Moores (NDC) reported variously as follows as regards actions taken since
last meeting: -
• “The Sands, Instow” – in hand by NDC Planning. (Noted)
• “Sign pollution along the footpath at the bottom of May's Field advertising
Car Boot Sale” - in hand by NDC Planning. (Noted)
• “Methodist Chapel along Anstey Way, Instow/General Untidiness” - in hand by
NDC Planning. The Clerk advised there had been a complaint from a neighbour.
(Noted)
• “Pumping Station, Anstey Way, Instow” - in hand by NDC Planning. (Noted)
• “Chalet opposite Picnic Area, Tarka Trail” - in hand by NDC Planning.
(Noted)
• “Cottage, Lane End, Instow” - in hand by NDC Planning. (Noted) “Entrance to
Cricket Club/Broken Barrier” - in hand by NDC Planning (Noted)
• “Galsworthy House, Instow/A listed property” - in hand by NDC Planning
(Noted)
• “Glen (Glyn) Cottage, Lane End, Instow” - in hand by NDC Planning. (Noted)
b) Part demolition of flat roof rear extension and replacement with pitched
roof extension at Quay House Cottage, Marine Parade, Instow (Reference No
54709): -
(i) The Clerk reminded IPC that this application had been briefly discussed at
the last meeting but due to insufficient information could not be determined;
left for the attention of IPC’s PSC. (Noted)
(ii) The Clerk reported he had applied for an extension (email dd 24.10.12
refers) until Monday 29th October 2012. (Noted)
(v) The Clerk reported he had also requested clarification from NDC Planning
(email dd 29.10.12 refers) as regards the intended use of the internal space
created by the provision of the pitched roof extension having been requested
to do so by IPC’s PSC.
(Noted)
(iii) The Clerk reported that NDC Planning had responded (email dd 30.10.12
refers) to the effect that: -
“I can see where there may be confusion as Plan number 122/12/02 indicates on
the section drawing that the 1st floor will be used as 'attic space'.
Therefore, in line with the plans the use is for attic space. Providing the
space is used for additional living accommodation ancillary to the main
dwelling I would not raise a planning objection to the use of the space. This
could constitute bedrooms or personal office space or additional living area
without a planning objection. The room is clearly linked to the main dwelling
through a doorway”; the Clerk advised IPC this was copied on to its PSC.
(Noted)
(iv) The Clerk further advised IPC that based on the clarification as at item
(iii) above, IPC’s PSC RESOLVED had recommend APPROVAL of this application and
NDC Planning was duly advised. (Noted)
(viii) IPC RESOLVED to ratify this decision. (Noted)
c) Email (dd 22.10.12) and attachments from NDC Planning reference “Siting of
one 500 kW wind turbine (height 79M, hub height 55M,blade diameter 48M)
together with associated works at land at Collacott Farm, Newton Tracey
(Reference No 54353) – Adjoining parish to Instow”: -
(i) The Clerk said this stated that NDC Planning had received notice of appeal
in respect of this application and that IPC was invited to make any further
observations or amend its original response in any way and to do so by 19th
November 2012 direct to the Planning Inspectorate in Bristol; he said this had
been copied on by email (dd 22.10.12) to the Chairman for consideration of
IPC’s PSC. (Noted)
(ii) The Clerk advised IPC that when it discussed this matter at its meeting
in September 2012 it had resolved to recommend REFUSAL on the grounds “it
would be a visual intrusion on the immediate landscape, create a noise
nuisance, have a detrimental impact on nearby properties and that it also had
a general concern as to the accumulative effect of this type of application
throughout North Devon". (Noted)
(iii) After a discussion IPC RESOLVED to take no further action. (Noted)
d) Extension to dwelling at The Coach House, Anstey Way, Instow (Reference No
54559): -
The Clerk reported receipt of an email (dd 31.10.12) from NDC Planning
together with an attachment letter that stated that NDC Planning had GRANTED
planning permission for this application with conditions as listed adding that
said email had been copied (31.10.12) to Cllrs with email addresses. (Noted)
e) Letter (received 30.10.12) from NDC Planning reference “Residential
development of 277 houses with associated public space, affordable housing,
recreational facilities, landscaping and access following the demolition of
existing buildings, and the refurbishment of 2 former military buildings for
community uses (amended plans and supporting documents) (further amended
information relating to changes to key buildings, Character area 2 and
signalised junction (additional plans regarding amended access plans and road
safety audit) at former Fremington Army Camp, Fremington, Barnstaple
(Reference No 53147): -
(i) The Clerk said this letter stated that this application was due to be
considered by the Planning Committee on Wednesday 7th November at 10am, to be
held in the Taw Room, Civic Centre, Barnstaple and that IPC, having made a
recommendation, was entitled to be present and address the planning committee
at the discretion of the Chairman. (Noted)
(ii) The Clerk advised IPC that having liaised with the Chairman it had been
decided it was not necessary for IPC to attend. (Noted)
(iii) IPC RESOLVED to support this decision. (Noted)
f) Extension to dwelling at 5 Kiln Close Lane, Instow (Reference No 54707): -
The Clerk reported receipt of an email (dd 2.11.12) from NDC Planning together
with an attachment letter that stated that NDC Planning had GRANTED planning
permission for this application with conditions as listed adding that said
email had been copied (2.11.12) to Cllrs with email addresses. (Noted)
g) Extension to dwelling at Venn Tor, Instow (Reference No 54652): -
The Clerk reported receipt of an email (dd 9.11.12) from NDC Planning together
with an attachment letter that stated that NDC Planning had GRANTED planning
permission for this application with conditions as listed adding that said
email had been copied (9.11.12) to Cllrs with email addresses. (Noted)
h) Proposed extension and alterations to dwelling together with alterations to
garage and new swimming pool cover building at Garden House, New Road, Instow
(Reference No 54840): -
(i) The Clerk reported receipt (10.11.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 29.11.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) After a discussion, led by IPC’s PSC it was RESOLVED to recommend
approval of this application. (Action: The Clerk)
i) Listed building application for the installation of two roof lights at The
Anchorage, The Quay, Instow (Reference No 54830): -
(i) The Clerk reported receipt (12.11.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 29.11.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) After a discussion, led by IPC’s PSC it was RESOLVED to recommend
approval of this application. (Action: The Clerk)
j) Email (dd 14.11.12) and attachments from NDC Planning reference
“Installation of 1 wind turbine (total height 34.2M, hub 24.6M and blade
diameter 19.2M) together with associated works at land at E249796 N129030 -
Knowle Farm, Horwood, Bideford (adjoining parish) (Reference No 54236)”: -
(i) The Clerk said this stated that NDC Planning had received notice of appeal
in respect of this application and that IPC was invited to make any further
observations or amend its original response in any way and to do so by 13th
December 2012 direct to the Planning Inspectorate in Bristol; email copied (dd
14.11.12) to Cllrs with email addresses. (Noted)
(ii) The Clerk reminded Council that when IPC discussed this matter at a
previous meeting it had resolved to recommend REFUSAL on the grounds that “It
will be a visual intrusion on the immediate landscape, create a noise
nuisance, have a detrimental impact on nearby properties, act as a road safety
hazard on the nearby link-road as well as Cllrs having general concerns as to
the accumulative effect of this type of application throughout North Devon".
(Noted)
(iii) After a discussion IPC RESOLVED to take no further action. (Noted)
k) Email (dd 14.11.12) from NDC Planning reference “Landkey Town Conservation
Area Management Plan – DRAFT”: -
(i) The Clerk said this stated this would be available for viewing and comment
between the following dates: Start date: 14/11/12 (15:45) and End date:
04/01/13 (23:55) and that further information can be found on: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/landkey_town/landkey_town_conservation_area_management_plan_-_draft
(Noted)
(ii) The Clerk said it had been copied to Cllrs with email addresses
(14.11.12). (Noted)
l) Email (dd 14.11.12) from NDC Planning reference “Landkey Newlands
Conservation Area Management Plan – DRAFT”: -
(i) The Clerk said this stated this would be available for viewing and comment
between the following dates: Start date: 14/11/12 (15:45) and End date:
04/01/13 (23:55) and that further information can be found on: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/landkey_newlands/landkey_newlands_conservation_area_management_plan_-_draft_1
(Noted)
(ii) The Clerk said it had been copied to Cllrs with email addresses
(14.11.12). (Noted)
m) Email (dd 15.11.12) from NDC Planning reference “Swimbridge Conservation
Area Management Plan – DRAFT”: -
(i) The Clerk said this stated this would be available for viewing and comment
between the following dates: Start date: 15/11/12 (15:45) and End date:
04/01/13 (23:55) and that further information can be found on: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/swimbridge/swimbridge_conservation_area_management_plan_-_draft
(Noted)
(ii) The Clerk said it had been copied to Cllrs with email addresses
(14.11.12). (Noted)
2211/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
Abandoned Boats: -
Cllr Moores queried whether IPC had a policy to deal with boats that might be
abandoned on the part of Instow sands leased by it from the Crown Estate.
After a discussion it was RESOLVED the Clerk would liaise with the Crown
Estate and Mr Budge (Solicitor) to ascertain what action it could legally
take. (Action: The Clerk)
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