Present: - Councillors N Crombie (Part), M
Green, C Harper (Part), B Moores, E Renshaw and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC), 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.
2301/1 OPENING OF THE MEETING
The meeting was declared open by the Clerk. Cllr Moores (Vice Chairman) took
the chair.
2301/2 APOLOGIES
Cllr A Johns
2301/3 COUNCILLOR DECLARATION OF INTERESTS
There were no declarations of interest. (Noted)
2301/4 ELECTION OF CHAIRMAN
(i) The Clerk advised Council that in the light its Chairman had resigned as a
councillor after the last meeting it was open to them to consider appointing a
new Chairman to take up office until the new Council was elected in May 2013.
(Noted)
(ii) IPC RESOLVED to adopt this course of action. (Noted)
(iii) It was RESOLVED unanimously that Councillor B Moores, being duly
proposed (Cllr Green) and seconded (Cllr Renshaw), be elected as Chairman of
Instow Parish Council until May 2013. Councillor Moores signed the Declaration
of Acceptance of Office and took the chair. (Noted)
2301/5 ELECTION OF VICE CHAIRMAN
In the light that Cllr Moores (formerly Vice Chairman) had been elected as
Chairman, it was RESOLVED unanimously that Councillor M Green, being duly
proposed (Cllr Harper) and seconded (Cllr Crombie), be elected Vice Chairman
until May 2013. Cllr Green signed the Declaration of Acceptance of Office.
(Noted)
2301/6 POLICE REPORT
Crime: -
PCSO Meaker reported that 2 crimes had been reported in the parish since the
last meeting, namely, theft from a shop (x 1) – detected and the discharge of
a firearm within 50 feet of the highway (x 1) – offender given a police
warning. (Noted)
2301/7 PARISHIONERS
a) Road Closure Marine Parade (March 2013) – Temporary Bus Stop Bridge Lane/Anstey
Way: -
A parishioner asked whether IPC could support the provision of a temporary bus
stop at this location during the road closure to assist the elderly and infirm
to more easily access the buses. IPC RESOLVED to support this request and Cllr
Cann (DCC) asked to be advised of the details. (Action: Clerk/Cllr Cann)
b) Reason for Resignation from IPC/Cllr: -
(i) A parishioner, and former IPC Cllr, said he wished to publicly state that
the reason for his recent resignation from IPC was solely due to his
ill-health and for family reasons and nothing else. He thanked the former
Chairman, Clerk and Cllr Cann for their support and guidance during his time
as a Cllr. He said the rumours that had been emanating throughout the parish
were far from the truth and he resented the slur on his character. He added
that he had found the restrictions imposed by the Code of Conduct to be
extremely unfair and that he totally disagreed with them. He said he had been
unable, for example, to adequately defend an accusation made against him
(whilst supporting the beach cleaner and challenging hearsay evidence) arising
from the April (2012) meeting and in addition had been unable to face his
accuser because of having to leave the room. He said he was sad to leave
council and wished the parish council well for the future. (Noted)
(ii) The Chairman thanked the parishioner for his undeniable commitment to his
parish Cllr role; he said council knew only too well of his reason for
resigning and although he personally had some sympathy with his views as
regards the Code of Conduct, they were as a result of legislation and their
implications had to be respected. (Noted)
(iii) A parishioner then said she agreed with what the previous parishioner
had said but that in her view neither he, or another ex-Cllr, had any need to
leave the room; she said they could have declared an interest and remained
behind and said what they wished adding that this was allowed for in IPC’s
Standing Orders. (Noted)
(iv) The Clerk pointed out that this was not correct in that there was now a
new Code of Conduct for which most IPC Cllrs had received training and that
not to comply could result in the commission of a criminal offence. He added
that in any event, it was up to each individual Cllr whether they left the
room or not; this was purely their decision and their decision only. (Noted)
c) Reason for Resignation from IPC/Cllr and Chairman: -
(i) A parishioner, and former IPC Chairman, said he wished to thank the Clerk
and some Cllrs for their support whilst he had been Chairman and throughout
his 22 years’ service on Instow PC, a period within which he had derived much
pleasure – he said he was sad to have left, adding that he had not been happy
with matters going on behind his back and for the lack of support from some
quarters. (Noted)
(ii) The parishioner said he also wished to publicly thank Mr Peter Cook for
his many years of commitment and devoted service in cleaning Instow’s beach.
(Noted)
(iii) Finally he said he wished IPC to know that he was not in favour of IPC
cleaning the whole of the beach and the dunes, irrespective of which part it
owned, as to do so would not be an appropriate use of public monies. (Noted)
(iv) The Chairman thanked the parishioner for his commitment to his parish
Cllr role, especially for his many years as its Chairman, and said his views
as regards the beach cleaning would be taken into account. (Noted)
(v) Cllr Harper then said he had been monitoring what had been going on with
the beach cleaning since April 2012; he began doing so on the 20th April 2012
and continued daily until the 30th September apart from a 5 week period when
he was on holiday. He said he had been gathering evidence (pictures etc.)
throughout that period and it was clear the beach cleaner was not doing his
job properly especially in the dunes. He added he had seen rubbish in the
dunes after Xmas that had been there before. He said IPC ought to write a
letter of apology to the parishioner who had regularly raised this issue; he
said it filled him with shame but that nobody else on Council had the b***s to
say so. (Noted)
(vi) The parishioner (as at (c) (i) – (iii) above) then asked Cllr Harper why
he hadn’t had the b***s to say this earlier himself in Council. (Noted)
(vii) The Chairman then said the matter of the beach cleaning would be
discussed later, it was on the agenda, and that he did not feel it appropriate
to go back over old issues, rightly or wrongly. He added he saw no point in
going backwards, but only forwards clarifying that IPC had all along tried to
deal with this emotive issue as best as it could and at the time. (Noted)
(viii) Resignation of Cllr Harper: -
Cllr Harper then made a formal proposal that IPC write a letter of apology to
the parishioner (as at item (v) above) and asked for a seconder – there was
none. (Noted)
(ix) Cllr Harper then said he had no alternative but to resign from IPC, he
would submit his resignation letter in the morning, said goodbye and walked
out. (Noted) (x) The parishioner (as at item (b) (iii) above) then said she
didn’t have b***s but would speak anyway adding that the problem with IPC was
that it had no women on it.
She continued by saying the beach cleaner had failed to keep a daily hours
record, this would affect the insurance cover, and that the Council’s Health
and Safety Cllr had not been doing his job. (Noted)
(xi) The Clerk pointed out that the beach cleaner had his own public liability
insurance that was a requirement of the job and that keeping a record of hours
was not a condition of IPC’s insurance. (Noted)
(xii) The parishioner continued by asking why all IPC sub-committee meetings
were not held in public; the Chairman explained they were more working groups
meetings made up of Cllrs charged with researching and coming up with
recommendations/policy that had then to be debated and adopted, if seen fit,
by full council and that this was held in public. (Noted)
(xiii) The Chairman then said it was time to bring this discussion to a close
adding that he felt council was going backwards and that it was timely to move
on. The parishioner described this as shameful and continued to speak along
the same lines as at items (x) and (xii) above. (Noted)
(xiv) The Clerk then reminded the Chairman that the 15 minute public speaking
time had elapsed and that in any event, and following legal advice, IPC had
been advised not to pursue this on-going issue. (Noted)
(xv) The Chairman, in apologising to Council, said it had only ever been his
intention to amicably resolve this long standing issue. (Noted)
2301/8 REPORT COUNTY COUNCILLOR R CANN
(i) General: -
Cllr Cann spoke of “Grants” (various throughout the parishes of Fremington,
Lovacott, Newton Tracey and Harwood, Westleigh, Instow {Community seating All
Saints community garden}, and Eastleigh), “Roundswell A39 Roundabout” (now
been approved by Cabinet), “Fremington Quay Environment Group” (now received
£130K landfill tax grant from Devon Waste Management (DWM) for the development
of the new Heritage Centre extension – NDC made the £13 tax offset to DWM;
hope to go out to tender shortly) and “No Cold Callers” (Fremington PC is to
spearhead this Devon wide campaign in February). (Noted)
(ii) Tribute to Outgoing IPC Cllrs: -
Cllr Cann paid tribute to all IPC Cllrs who had recently resigned namely Cllrs
White, Thomas, Harper and Cook; he said they had all worked tremendously hard
and would be missed. (Noted)
(iii) NDC/TDC Local Plan: -
Cllr Moores asked Cllr Cann whether he had anything to report about a “Draft
Preferred Option North Devon and Torridge Local Plan” that had been discussed
at a recent meeting held at Caddsdown, Bideford. Cllr Cann said it had been
agreed to put the draft plan out for consultation (for 6 weeks starting in
January 2013) and that he was of a view that NDC had over-provided for the
North Devon area; he thought 13,900 houses was more realistic than 16,000, and
that the outcome of the consultation would decide upon the destiny for North
Devon for the future. He added he was of a view that infrastructure and
traffic congestion created would be a real problem and recommended that IPC,
in due course, invite along a NDC Planning Officer to explain the plan in more
detail and take questions. (Noted)
2301/9 REPORT OF DISTRICT COUNCILLOR B MOORES
There was no report from Cllr Moores. (Noted)
2301/10 MINUTES
It was RESOLVED that the December 2012 minutes of Instow Parish Council be
approved and signed. (Noted)
2301/11 MATTERS ARISING FROM THE MINUTES
a) Item 2212/10 (a) - IPC‘s Self Help Emergency Plan (SHEP) – Update: -
Cllr Renshaw provided a copy of the final proof questionnaire that IPC
RESOLVED to support. The Clerk was asked to provide 450 copies (double sided)
for inclusion in the forthcoming parish magazine; Cllr Renshaw to liaise with
distributor of parish magazine and include questionnaire in each copy.
(Action: Cllr Renshaw/The Clerk)
b) Item 2212/10 (b) IPC’s Complaints Procedure – Review: -
Cllr Moores said that IPC’s Sub Committee (Cllrs Moores, Renshaw and Green)
had yet to meet in this respect and that to do so at the moment did not seem
timely in view of the current complaint that was continuing and from which
lessons might be learnt. It was RESOLVED to defer it. (Noted)
c) Item 2212/10 (c) - Dogs on the Beach/Beach Cleaning Strategy 2013: -
(i) Cllr Moores reported that IPC’s Sub Committee (Cllrs Moores, Harper and
Green) had met and that Cllr Green would provide a summary of its
findings/recommendations. (Noted)
(ii) Cllr Green said the main objective of IPC should be to ensure the beach
was kept clean and safe for the enjoyment of families. He said it was a never
ending task and that IPC had to be realistic as to what it could achieve
within financial constraints. Nevertheless it had to do all it could to ensure
the whole beach, including the dunes, was a safe environment for locals and
visitors alike and outlined the sub-committees thoughts as regards the removal
of rubbish. This included the placement of large bio-degradable rubbish close
to the dunes (to encourage the sand to build up) and the removal, at cost, of
man-made non-biodegradable rubbish by hand-picking. He said the aim should be
to clean the beach once a week and that small bio-degradable rubbish (seaweed
for example) could be pushed back towards the sea with a view to it being
taken out with the tide. He said it was the sub-committee’s view that IPC
ought to invite tenders to clean the beach with an intention of IPC
contracting out the work that would be managed by measurement against
guidelines and subject to monthly inspections by Cllrs together with the
chosen contractor and subject to feedback from other parties. He suggested
that an advert should be placed in order to attract suitable contractors who,
following discussion with IPC as regards what would actually be required,
provide an estimated cost for their work. He also said that a draft “tender
guidelines” the sub-committee had put together could form the basis of any
consultation process. (Noted)
(iii) Cllr Moores said he was aware that others had a different view and that
maybe a consultation process should be activated first stressing, however,
that this should be sooner than later. (Noted)
(iv) A parishioner then said that the cost of beach cleaning was part of the
on-going complaint as regards the manner by which IPC currently cleaned the
beach and suggested that a ceiling cost be considered adding that when IPC had
gone out to tender in the past for grass cutting it had received bids up to
£25,000 with a budget of only approximately £3,000. (Noted)
(v) Cllr Green said IPC should wait and see what tenders were received before
making a judgment adding that the work required could be cut down if necessary
and that, in any event, IPC’s budget provision for beach cleaning for 2013/14
had been increased on the current year. (Noted)
(vi) A parishioner said it was commendable of IPC to clean the entire beach,
including that owned by DCE, adding that the public would not know the
difference. (Noted)
(vii) Cllr Moores said it was important to determine a ceiling cost for the
cleaning of the beach; IPC should only clean what it could afford to pay.
(Noted)
(viii) Cllr Moores then sought the views of Council; Cllr Crombie responded by
saying IPC ought to consult before going out to tender. (Noted)
(ix) After a discussion, IPC RESOLVED to arrange a public consultation
drop-in/public meeting at All Saints Community Centre on Thursday 31st January
2013 – drop-in from 4pm to 7pm and public meeting at 7pm. (Action: The Clerk)
(x) It was further RESOLVED that Cllr Green, together with Cllr Moores, would
deal with the necessary flyer/advertising of the event and that Cllrs would
man the venue from 4pm onwards (Cllrs Green/Moores to co-ordinate) with Cllr
Moores/Green chairing the public meeting. The Clerk was asked to assist with
the publication of the event in discussion with Cllrs Moores/Green.
(Action: Cllrs Moores/Green and The Clerk)
(xi) It was finally RESOLVED to include “dogs on the beach” as part of this
consultation process although IPC noted it had already agreed a light touch
strategy in this regard at a previous meeting. (Noted)
d) Item 2212/10 (d) - IPC’s Standing Orders Review: -
The Clerk confirmed he had forwarded, by email, a copy of IPC’s recently
approved Standing Orders (including Code of Conduct as an appendix) to all
Cllrs (14.1.13); he reminded Council that this would need to be re-visited
during 2013 when NALC produced a recommended template format. (Noted)
e) Item 2212/10 (e) - Bus Stop Hard Standing – Anstey Way (All Saints): -
Cllr Cann (DCC) said this initiative had been put in for funding within the
Devon Local Transport Plan for 2013/14. (Noted)
f) Item 2212/10 (f) - Flood Prevention – Boathouse Flood Defence Gates: -
(i) The Clerk reported he had forwarded an email (14.12.12) to Cllr Cann
advising him of the stance currently being taken by the EA and seeking a
meeting to clarify the situation as regards responsibility. (Noted)
(ii) Cllr Cann said he had spoken to Cllr Moores and it had been agreed that a
site meeting would take place between DCC, EA and IPC and IPC RESOLVED that
the Clerk would take the necessary action to arrange. (Action: The Clerk)
g) Item 2212/10 (h) - Instow Millennium Book – Disbursement of Profit: -
The Clerk enquired how IPC wished to deal with this matter and in doing so
suggested it consider same at the annual budget setting process
(October/November 2013) when grants for 2014/15 were established. IPC RESOLVED
to adopt this suggestion. (Noted)
h) Item 2212/10 (i) - Lane End/Lane End Road: -
Cllr Cann (DCC) said this matter was still on-going. (Noted) i) Item 2212/10 (i)
(c) - Resignation of Cllrs White, Cook and Thomas: -
The Clerk advised IPC that subsequent to IPC’s meeting of December 2012, Cllrs
White and Cook had resigned and that following liaison with NDC’s Electoral
Dept., necessary notices were exhibited throughout the parish culminating in 4
candidates putting themselves forward for election to IPC, the election to be
held on the 7th February 2013. (Noted)
2301/12 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) IPC Meetings 2013: -
(i) The Clerk provided a copy to Cllrs at the meeting; he said, if they were
agreed, he would arrange for copies to be placed on all parish council
notice-boards, the website and forward a copy to Parish Hall’s Letting
Officer. IPC RESOLVED to support this recommendation. (Action: The Clerk)
b) Email (dd 8.1.13) from Defra reference “Bathing Water Newsletter 2013”: -
The Clerk said he had forwarded copies to Cllrs with email addresses; IPC
RESOLVED to note it. (Noted)
c) Rural Conference: -
(i) The Clerk said IPC was advised by NDC (Weekly Information Sheet w/c
14.1.13) that the proposed Rural Conference had been arranged and would be
held on Tuesday 12th March 2013 at 10.00am at Bishops Nympton Village Hall.
Tony Hogg, Devon and Cornwall’s Police and Crime Commissioner had been
confirmed as keynote speaker along with others on issues such as rural funding
and the Localism Act as well as a soapbox session and exhibition area. To book
a place contact Corporate and Community Services on telephone numbers 01271
388426 or 388792 or Email: communities@northdevon.gov.uk. (Noted)
(ii) The Clerk also reported receipt of an email (dd 16.1.13) from NDC
reference this matter; it had been copied to Cllrs with email addresses and
the editor of the parish magazine; a discussion ensued – IPC RESOLVED to take
NFA. (Noted)
d) Telephone conversation/email (dd 14.1.13) from Information Commissioner’s
Office reference “Complaint – Freedom of Information Act 2000 (“FOIA”)/Environmental
Information Regulations (“EIRs”): -
The Clerk explained that he had been in dialogue with the ICO’s Office and an
appropriate course of action, involving a review of the process by which the
original complaint was handled by IPC as regards a technical refusal of the
provision of information as requested, has been discussed; the Clerk
elaborated. The Charman, Cllr Moores, added that he was to seek further
guidance from the Information’s Officer of NDC. (Noted)
e) Email (dd 10.1.13) from NDC (Democratic Services Coordinator) reference
“Parish Council Information on the NDC Website”: -
(i) The Clerk advised that although this email was addressed to the Clerk, it
was felt, in discussion with A/Chairman, Cllr Moores, that IPC’s views should
be sought; email copied to Cllrs with email address (15.1.13). (Noted)
(ii) The Clerk said he had already provided information as regards IPC’s
website and parish magazine contact. (Noted)
(ii) After a discussion it was RESOLVED that if any suggestions came to the
mind of Cllrs they should advise the Clerk. (Noted)
f) Email (dd 17.1.134) from May Gurney reference “Road Closure - Road Closure
Bridge Lane, Instow”: -
(i) The Clerk advised that these SWW works (at 3 Bridge Cottage), subject to
approval from Devon Highways, would take place from the 22.04.2013 to the
24.04.2013. (Noted)
(ii) The Clerk said he had provided copies of the email to Cllrs with email
addresses and the editor of the parish magazine. (Noted)
g) Email (dd 17.1.13) from Pluss reference “Instow Beach Clean – 16th January
2013”: -
The Clerk advised IPC that Pluss had reported they had had an excellent period
on Instow beach collecting rubbish but were impressed how clean the beach was
to start with; they did, however, collect some debris and filled some bags and
may wish to return in due course and do it again. The Clerk confirmed he had
thanked Pluss on behalf of IPC. See also item (iii) (ee). (Noted)
(ii) Matters (see item 2202/10 (p)): -
a) Email (dd 20.12.12) from Secretary of TTEF reference “Nominations for TTEF
Posts 2012”: -
Copied to Cllrs with email addresses
b) Email (dd 21.12.12) from Secretary of TTEF reference “Consultation Marine
Conservation Zones (MCZs): -
Copied to Cllrs with email addresses
c) Email (dd 29.12.12) from Secretary of TTEF reference “TTEF Agenda for 14
Jan. & 3 sets of P&C Sub Committee Minutes”: -
Copied to Cllrs with email addresses
d) Email (dd 9.1.13) from Secretary of TTEF reference “Accounts for 2012”: -
Copied to Cllrs with email addresses
e) Email (dd 12.1.13) from Secretary of TTEF reference “AONB Report”: -
Copied to Cllrs with email addresses
f) Email (dd 16.1.13) from Secretary of TTEF reference “VALMER in the North
Devon Biosphere”: -
Copied to Cllrs with email addresses
g) Email (dd 16.1.13) from Secretary of TTEF reference “Biosphere Report“: -
Copied to Cllrs with email addresses
(iii) Matters to note (see item 2202/10 (p)): -
a) DALC etc. Matters (Various): - (i) Email (dd 13.12.12) reference “DALC
Newsletter – December 2012” – copied to Cllrs with email address; (ii) Email (dd
17.12.12) reference “Happy Xmas”; (iii) Email (dd 7.1.13) reference
“Neighbourhood Planning Event” - copied to Cllrs with email address; (iv)
Email (dd 7.1.13) reference “Localism Conference” - copied to Cllrs with email
address; (v) Email (dd 14.1.13) reference “Buckingham Palace Garden
Nominations – 2013” – forwarded to A/Chairman for attention and (vi) Email (dd
15.1.13) reference “Nominations to fill County Committee Casual Vacancies” -
copied to Cllrs with email address.
b) NDC Members Services Weekly Information Sheet for w/b 17.12.12, 24.12.12,
7.1.13 and 14.1.13.
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 (RSN) reference “Weekly
News Digest – Bulletins”:-
Copied to Cllrs with email addresses
e) Emails (various) from NDVS and TTVS reference “Bulletins, Funding Bids,
Survey, Snippets, Conference, and Newsletters etc.”
Forwarded to Cllrs with email addresses
f) Email (dd 13.12.12) from DSC reference “Barmy Christmas Giveaway”: -
Forwarded to Cllrs with email addresses
g)Email (dd 14.12.12) from DCC Highways reference “Land Slip adjacent Rectory
Lane, Instow”: -
Forwarded to Cllrs with email addresses
h) Email (dd various) from North Devon+ reference “North Devon e-news”:-
Forwarded to Cllrs with email addresses
(i) Email (dd 18.12.12) from SWH reference “Marine Parade Road Closure – 1st
to 22nd March 2012”: -
Forwarded to Cllrs with email addresses
(j) Email (dd 13.12.12) from Ordnance Survey reference “SMA member Events and
Potential Products Survey Results”: -
Forwarded to Cllrs with email addresses
(k) Email (dd 21.12.12) from Cllr Moores reference “Instow Beach - Suzuki 4 x
4”: -
Information passed to the police for their attention; updates provided.
(l) Telephone call (23.12.12) and email (dd 24.12.12) from NDC reference
“Flooding – Assistance Required?”: -
Clerk liaised with Vice Chairman (23.12.12) and established no apparent issues
in Instow – NDC advised; email circulated to all Cllrs with email addresses
(24.12.12).
(m) Email (dd 20.12.12) from NDC reference “Parish Council Information on the
North Devon Council Website”: -
Details of IPC’s website provided as requested.
(n) SW Ambulance Service NHS “Twentyfourseven” Magazine (Edition 16): -
Made available to Cllrs at the meeting
(o) Pamphlet from DCC reference “Traveling in Winter 2012/13”: -
Made available to Cllrs at the meeting
(p) Letter (dd 20.12.12) and attachment poster from Nick Harvey MP reference
“MP’s Advice and Help Surgeries 2013”: -
Posters placed on IPC’s notice boards as requested
(q) LCR Magazine Winter Edition – 2012”: -
Made available to Cllrs at the meeting
(r) Email (dd 6.1.13) from The Voice Team reference “The Voice - Now on DAB
Radio. Coming Soon on FM”: -
Forwarded to Cllrs with email addresses
(s) Email (dd 8.1.13) from Parish Online reference “Newsletter”: -
Forwarded to Cllrs with email addresses
(t) Email (dd 8.1.13) and attachment from NDC reference “NDC Council Meeting -
16th January 2013”: -
Forwarded to Cllrs with email addresses
(u) Email (dd 8.1.13) from DCC reference “Consultation on Admission
Arrangements for Devon Schools for 2014-15 and Education Transport 2013-14”: -
Copy to A/Chairman – noted by IPC.
(v) Email (dd 9.1.13) from DCC reference “Community News Round-Up – January
2012”:-
Forwarded to Cllrs with email addresses
(w) Junk Mail Magazine (Issue 11 – 2012):-
Made available to Cllrs at the meeting
(x) (i) Letter (dd 8.1.13) and booklet from SWW reference “SWW – 25 Years
Future Outlook”:-
Made available to Cllrs at the meeting
(ii) Email (dd 15.1.13) from SWW reference “WaterFuture Newsletter Jan 2012”:
-
Forwarded to Cllrs with email addresses
(y) Emails (various) from Cllr Harper reference IPC’s Assets (Bus
Shelters/Chain Saw and Engine Blower”: -
Cllr Harper provided with salient information.
(z) Email (dd 10.1.13) from NDC reference “Parish Newsletters”: -
Information provided as requested.
(aa) Email (dd 10.1.13) from NDC reference “Parish Council Information on the
North Devon Council Website: -
Passed to Cllr Moores (A/Chairman) for necessary attention
(bb) Copy email (dd 11.1.13) and photos from Cllr Harper to Cllr Cann
reference “Lamp post & Coastal Path Sign Post”: -
Noted and copied on to Cllr Moores (A/Chairman).
(cc) Email (dd 11.1.13) from Chairman of PHC reference “AGM of All Saints
Community Centre and Parish Calendar Meeting – February 2013”: -
Acknowledged and passed to Cllr Moores (A/Chairman) for attention of him and
Cllr Green.
(dd) Clerk and Councils Direct – January 2013 (Issue 85)
(ee) Email (dd 14.1.13) from Pluss reference “Litter Pick -Instow (16th
January 2013): -
This was approved at IPC of 13.12.12; copied to Cllrs with email addresses for
their information; see also item (i) (g).
(ff) Email (dd 16.1.13) reference “Devon’s Best Village Competition 2013”: -
Passed to P Yeo on behalf of IIB
2301/13 FINANCE
1. INCOME: -
Car Park Takings Period ending 19th December 2012 £ 103.00
Ditto Period ending 3rd January 2013 £ 482.25
Ditto Period ending 15th January 2013 £ 346.10
MOD Beach Licence 2012/13 £ 250.00+
Lloyds TSB Interest Business a/c October 2012 £ .77 Ditto November 2012 £ 1.03
Ditto December 2012 £ 1.02
TOTAL : - £1,184.17
2 EXPENDITURE: -
Mr B Keane Village Handyman £ 189.00*
Mr D Budd Xmas Grass Cut £ 300.00
The Inf. Commission Data Protection Registration Fee 2013 £ 35.00
EDF Energy Car Park Machine £ 58.49
TOTAL: - £ 582.49
Key: -
+ Paid by BACS 18.12.12.
* Includes 1 hour P3 (Footpath Inspections – see item (5) (e) (i))
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 27.12.12 (Statement) = £ 238.28*
Lloyds Bank Business a/c no. 02350065 as 20.12.12 (Statement) = £20,337.65+
Key: -
* According to Clerk’s records this is £1.41 (3 cheques (757, 761 & 762) for
£236.87 uncashed).
+ According to Clerk’s records this is £20,819.90 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; see item (5) (l) later.
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £583.00 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: -
Cllr Moores told Council he had liaised with NDC’s Estates/Legal Dept. and
been advised that pressure of work and a shortage of staff meant that their
workload had to be prioritised but that this lease had not been forgotten.
Cllr Cann said there was no other reason that he has aware of and IPC could
rest assured that it would eventually materialise. (Noted)
(ii) Parking Charges 2013/4 (OSPO/Car Park Signs Amendments): -
The Clerk reminded IPC that the Car Park signs needed amendment prior to
1.4.13 and that SW Signs would deal when advised of the relevant amendments.
He confirmed he would attend to this prior to 1st April 2013 when the new
season commenced.
(Action: The Clerk)
(b) Tarka Trail Recreational Field – Lease between IPC and DCC (2012 onwards):
- The Clerk reported that he had no progress to report since the last meeting
but that he was in liaison with IPC’s solicitor. (Action: The Clerk) (c) DCC
TAP Fund: -
(i) The Clerk reported receipt of an email (dd 20.12.12) from NDC stating that
Instow and Fremington PCs’ application for weed clearance had met the criteria
and was being considered following liaison with local NDC Cllrs. (Noted) (ii)
The Clerk reported receipt of an email (dd 10.1.13) from the Fremington Clerk
stating that one NDC Cllr was not supportive of the weed clearance project
being done prior to the summer months; the Clerk elaborated. (Noted) (iii) The
Clerk reported he was seeking a further quotation for Instow’s weed clearance
but that it was still awaited. (Noted) (iv) The Clerk said he had no
information as regards the date/time of the next TAP fund meeting. (Noted) (d)
Letter (December 2012) from Nationwide Building Society (IPC’s Allotment and
Recreation Ground a/c) reference “Financial Services Compensation Scheme (FCSC):
- The Clerk advised IPC that this was an annual letter and that he had copied
it to IPC’s cheque signatories, Cllrs Green, Crombie and Johns. He suggested
it was filed for future information. IPC RESOLVED to agree. (Noted) (e) P3
Annual Footpath/Finance Forms 2013/14: -
(i) The Clerk advised IPC that all parish footpaths had been inspected by the
handyperson (past and present – 13.1.12) and that the majority of footpath
furniture had been found to be in order; those repairs that were not possible
to deal with have been passed to DCC Footpath Dept. for necessary attention.
He added that all footpaths were passable despite being very muddy. (Noted)
(i) The Clerk reported that all the necessary P3 forms had been completed and
sent to DCC Footpaths Dept. at County Hall (17.1.12); a £510 P3 grant had been
requested for 2013/14 to cover the annual cost of strimming footpaths as well
as administration and unforeseen maintenance. IPC RESOLVED to support this
application. (Noted)
(iii) The Clerk added that some footpath maintenance (mainly strimming) would
be necessary prior to the end of the current financial year and although the
P3 budget (2012/13) would be exceeded this work would be covered by grant
monies carried forward from the previous financial year. Once this had been
expended, however, there would be no P3 grant monies to be carry forward into
the next financial year (2013/14); all that would be available to spend would
be the £510 (as at (ii) above) assuming DCC would provide the requested grant
2013/14 in full. (Noted) (f) Xmas Grass Cut 2013: -
(i) The Clerk advised IPC that its grass cutting contractor had written to
suggest that if it was agreed by IPC for him to cut Instow’s verges (as
normal) in October (2013) and December (2013) he would do so for a single fee
of £300; in effect, the October cut would be free of charge. The Clerk added
he was suggesting this for practical reasons i.e. long and wet grass is a
problem to cut effectively. (Noted) (ii) After a discussion IPC RESOLVED to
accept this very generous offer; Clerk to advise and thank grass cutting
contractor. (Action: The Clerk) (g) Carol Singing Donations - 2012/13: -
The Clerk confirmed he had received a communication from representatives of
RNLI, Northam Lodge and North Devon Hospice thanking IPC and the parish for
these donations. (Noted)
(h) Mole Valley Farmers – IPC Account December 2012: -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(i) Internal Audit – October to December 2012: -
The Clerk reported that Cllr Crombie had carried out this internal audit on
11th January 2013 and found all to be in order. (Noted)
(j) Bank Reconciliation – 1st October 2012 to 31st December 2012: -
The Clerk circulated a copy of this to Cllrs at the meeting; he said the
figures had been checked and confirmed by Cllr Crombie (11th January 2013) who
had signed the paper circulated. (Noted)
k) IPC/Instow Parish Hall “Nominal” Rent 2012/13: -
The Clerk confirmed that he had paid the Treasurer of the IPHC the sum of £1
against receipt; it would be shown against the Clerk’s expenses. (Noted) l)
Letter (dd 7.1.13) and attachment from Lloyds TSB reference “Maturing of IPC’s
High Interest a/c – Instructions for Re-investment”: -
(i) The Clerk said this letter had been passed to the A/Chairman, Cllr Moores,
for his information and attention adding that it stated said “investment” (of
£10,000) had matured and that Lloyds TSB were awaiting instructions as to what
to do with the invested monies.
(ii) A discussion ensued during which IPC RESOLVED to re-invest said sum for
three years at the interest rate of 2%; Clerk to deal as necessary. (Action:
The Clerk)
m) Parish Precept 2013/14, Precept – Latest News, Localism on Council Tax and
Council Tax Capping: -
(i) The Clerk reported receipt of a wealth of information as regards the above
issues, all of which had been forwarded to Cllrs with email addresses except
item (d) that was forwarded to the A/Chairman (Cllr Moores) and Cllr Green and
item (f) that had been copied to Cllrs at the meeting, namely:-
a) DALC Newsletter (December 2012) – Localism of Council Tax.
b) DALC Finance Update 14th December 2012.
c) Email (dd 21.12.12) from NDC Council Tax Capping Update.
d) Email (dd 28.12.12) and attachment letter (from Head of Financial Services)
from NDC reference “Parish Precept 2013/14”.
e) DALC Newsletter (January 2013) – Precept Latest News.
f) DALC Consultations Newsletter (17th January 2013) reference “NALC Follow-Up
Survey – Localisation of Council Tax Support – On-going Lobbying
Activity”.(Noted)
(ii) The Clerk said it would seem that NDC was to pass on a grant to IPC (from
Government) in the sum of £531.71 and that IPC was advised (see item (e)
above), to reduce its current precept (£8915) by the amount of the above grant
(£531.71), namely £8383.29. (Noted) (iii) In a discussion IPC recognised that
this would obviously have an impact on the agreed budget for 2013/14 and that
maybe some amendments would need to be made – the Clerk provided a copy of
IPC’s agreed budget (2013/14) to Cllrs. (Noted) (iv) In conclusion IPC
RESOLVED to keep its precept demand as already agreed (£8915) and to accept
the grant (£531.71) from NDC as an addition. It was further RESOLVED not to
amend the budget but to record the NDC grant, when received, as an unexpected
income item. (Noted) (v) IPC RESOLVED to advise NDC, as requested, that it
would wish its precept 2013/14 to be paid into its business account on the
30th April 2013 (50%) and 30th September 2013 (remaining 50%); Clerk to deal.
(Action: The Clerk)
2301/14 PLANNING
a) Email (dd 20.11.12) and “Objection Details” from Secretary of the Larkbear
Action Group (LAG) reference “Proposed Larkbear Housing Development at
Barnstaple between Sticklepath and Lake – Impact on Traffic, Health Service,
Employment etc.”: -
See item 2301/16. (Noted)
b) Email (dd 28.12.12) and attachment from NDC Planning reference
“Installation of Two Roof lights at the Anchorage, Instow – Reference No
54830): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed; email copied to Cllrs with email
addresses (29.12.12). (Noted)
c) Email (dd 28.12.12) and attachment from NDC Planning reference “Proposed
extension and alterations to dwelling together with alterations to garage and
new swimming pool at the Garden House Instow (Reference No. 54840)”: -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed; email copied to Cllrs with email
addresses (29.12.12). (Noted)
d) Email (dd 9.1.13) from NDC Planning reference “Town and Country Planning
(General Permitted Development) Order 1995 Schedule 2, Part 6 and Part 7 –
Agricultural and Forestry Buildings and Operations/Agricultural Building works
prior notification of erection of lean-to extension to agricultural building
for machinery and fodder/bedding storage at Highfield Farm, Instow (Reference
No 55064): -
(i) The Clerk said this stated that NDC Planning had decided that prior
approval of details for this development would not be required in this
instance; this development was permitted provided it is carried out within
five years from 18th December 2012 and is in accordance with the information
and details submitted; forwarded to Cllrs with email addresses for their
information (9.1.13). (Noted)
e) Extension to dwelling at Lundy View, Millards Hill, Instow (Reference No
55102):-
(i) The Clerk reported receipt (9.1.13) of this application and of having
passed it immediately to IPC’s PSC, namely Cllrs Renshaw and Green; for reply
by 28.1.13 or an extension to be applied for. (Noted)
(ii) The Clerk to confirmed that an entry had been placed on the Instow
website for the information of parishioners (Noted)
(iii) After a discussion IPC RESOLVED to recommend APPROVAL of this
application. (Action: The Clerk)
f) Email (dd 11.1.13) from NDC Planning reference “Demolition of existing
Dwelling & Erection of new Dwelling at Far End, New Road, Instow (Reference No
54938): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed; email copied to Cllrs with email
addresses (11.1.13). (Noted)
2301/15 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
Snow Warden Scheme: -
(i) Cllr Moores expressed concern about council’s ability to effectively
fulfil this scheme with the recent resignation of Cllrs Thomas and Cook who
were an integral part of said initiative. (Noted)
(ii) The Clerk reminded Council that ex Cllr Cook was still its beach cleaner
(as a self-employed contractor) and had access to and use of its tractor.
(Noted)
(iii) After a discussion IPC RESOLVED to leave things as they were for the
time being and to review the initiative after the forthcoming election. It was
noted that Cllr Moores was currently the focal point for the scheme and that
there were a number of volunteer parishioners who were willing to assist. Cllr
Renshaw offered his support to Cllr Moores. (Noted)
2301/16 PLANNING – LARKBEAR
a) Email (dd 20.11.12) and “Objection Details” from Secretary of the Larkbear
Action Group (LAG) reference “Proposed Larkbear Housing Development at
Barnstaple between Sticklepath and Lake – Impact on Traffic, Health Service,
Employment etc”: -
(i) This matter was deferred from IPC’s meeting of 13th December 2012 for
Cllrs to peruse the paperwork and LAG website. (Noted)
(ii) After a discussion IPC RESOLVED to further defer this matter until it
became clear what the intentions were as regards highways issues as a
consequence of and in the light of the eventual planning application. (Action:
IPC)
Note:- The Clerk, who is a member of LAG, was not present during the above
discussion. (Noted)
2301/17 RETIREMENT/RECRUITMENT OF CLERK
(a) Retirement of the Clerk: -
(i) Cllr Moores said that the Clerk had offered to defer his retirement until
the end of March 2013 (from the end of February 2013) to allow the timely
appointment of his successor and thereafter prepare the financial accounts
2012/13, deal with the annual audit (2012/13), prepare the Annual Report
2012/13 and, in addition, work alongside the new appointee on a needs basis so
as to ensure a smooth transition. (Noted)
(ii) IPC RESOLVED to accept this kind offer of the Clerk and thanked him for
his considerate proposal. (Noted)
(b) Recruitment of a Clerk: -
(i) After a discussion IPC RESOLVED to adopt the following strategy as regards
the recruitment of a Clerk; draft documents, where applicable, were made
available to Cllrs: -
• Advertisement of the Post (this was ratified retrospectively)
• Draft Contract/Job Description
• Interview Panel to consist of Cllrs Moores (Chairman), Green (Vice Chairman)
and Cllr Crombie with Mrs. Rose Day (former Chairman of IPC) to act as an
independent observer together with the current Clerk.
• Book All Saints Community Centre for the interviews
• Arrange a special meeting of IPC for Thursday 28th February 2013 to discuss
and ratify the appointment of the new Clerk.
• A draft “Disciplinary Rules and Procedures” paper was presented by Cllr
Green that IPC RESOLVED to adopt as policy.
(Action: Cllrs Moores/Green and The Clerk)
Note:- The Clerk was not present during the above discussions. (Noted)
There being no other business the meeting was closed. |