Present: - Councillors P Cook, N Crombie, M
Green, A Johns, B Moores, E Renshaw and Mr R Jacob (Parish Clerk).
In Attendance: 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.
2212/1 OPENING OF THE MEETING
The meeting was declared open by the Clerk. In the absence of the Chairman,
Cllr White, Cllr Moores (Vice Chairman) took the chair.
2212/2 APOLOGIES
Cllrs Harper, White (both IPC), Cann (DCC) and PCSO Meaker
2212/3 COUNCILLOR DECLARATION OF INTERESTS
a) Item 2212/6 (a) – Beach Cleaning/Tractor Service; Cllr Cook declared a DPI,
left the room and did not speak. (Noted)
b) Item 2212/10 (j) – DCC/Downs Road Flooding; Cllr Green declared a personal
interest, remained in the room and did not speak apart from saying he agreed
with the Clerk’s summary of the situation. (Noted)
2212/4 GRANTING OF DISPENSATION
Written “budget/precept” dispensation requests were made by Cllrs Crombie,
Green and Johns to the Clerk who duly granted said dispensations in writing.
(Noted)
2212/5 POLICE REPORT
In the absence of the police the Clerk read from a report as follows: -
No crimes or incidents had been reported in the parish since the last meeting.
(Noted)
2212/6 PARISHIONERS
a) Xmas Beach Clean/Tractor Service/Beach Flotsam & Jetsam: -
(i) A parishioner referred to a meeting she had recently had with Cllrs Moores
and Green. She also referred to an encounter she had had with the beach
cleaner that afternoon when he was cleaning the beach with the council’s
tractor. She said she had had a very civil conversation with the beach cleaner
and that it was a shame it had not taken place earlier as it would have
avoided much of the problems that had ensued since April. She said she had
contacted the press earlier to report a large net (with no floats) on the
beach that had now been moved and said that IPC ought to have a policy for
this sort of flotsam/jetsam that could be a danger to shipping if washed back
out on the tide. She then, in referring to the beach cleaners’ agreement,
enquired whether Cllrs had read it and asked why he was being paid an
additional £180 for servicing the tractor, as in her view this was part of his
agreement and an overtime payment was not appropriate. She added she had been
in contact with a local garage and been informed that a tractor service should
take no more than 5 hours max. (Noted)
(ii) Cllr Moores said Cllrs were aware of the beach cleaners agreement that
had been initiated by IPC’s FSC and later ratified thought full Council. He
also said that the large net referred to had been moved temporarily out of
harms way by the beach cleaner but that disposal was a problem that was under
consideration. He finalised by saying it was to the parishioner’s knowledge
that IPC was to review its beach cleaning policy and that the beach cleaner’s
agreement would be part of that review as would ownership issues as regards
the beach itself. (Noted)
(iii) Cllr Green then spoke to the parishioner’s question as regards the £180
overtime payment to the beach cleaner. He said the beach cleaner had notified
the Council (and provided an itemised list) of rectification work that needed
to be done to the tractor that went beyond routine maintenance, and which
therefore fell outside the duties specified in the beach cleaner's contract.
He said the Council had considered that an offer from the beach cleaner (who
is himself a mechanic) to carry out the work for £180 represented good value
for money. The Council therefore accepted the beach cleaner's offer to do the
rectification work. Cllr Green also outlined the various activities the beach
cleaner did for his December payment of £450. (Noted)
(iv) The parishioner said that hours worked were irrelevant in that the
agreement said that part of the role was to maintain and service the tractor.
(Noted)
(v) Another parishioner present said in his view IPC had a bargain with the
good standard of work put in by the current beach cleaner; he said it would
cost considerably more with a contractor and this would mean an increase in
the council tax. He added that Instow was a tidal estuary beach and that other
owners refused to clean their part. He finalised by saying he had recently had
one of his tractors serviced and it had cost him £1,000. (Noted)
(v) The parishioner then reiterated her view that the beach cleaner’s
agreement was a tender and that no overtime was appropriate. (Noted)
(vi) Cllr Moores said the additional sum that was to be paid to the beach
cleaner had been agreed by Council and reminded the parishioner that a full
review was to take place and her various points and issues would be taken on
board. (Noted)
b) Instow Website (IPC): -
A parishioner said it appeared the parish website was not up to date in that
the most recent IPC minutes he could find was May 2011. The Clerk said that
when he had last checked the most recent IPC Minutes were October 2012 but
that he would contact the webmaster and investigate this anomaly. (Action: The
Clerk)
c) Instow School – Carol Singing: -
A parishioner said this would take place in the barn at Barton Farm, Instow at
6 pm on Tuesday 18th December and that all Cllrs were invited to attend.
(Noted)
d) Illegal Signage – Marine Parade near Charter Toilets: -
A parishioner said there was a sign at this location (on the grass bank
opposite the entrance to the dunes car park) advertising a holiday let. Cllr
Moores agreed to liaise with NDC Planning and deal as appropriate. (Action:
Cllr Moores)
e) Fishing Net on Beach: -
A parishioner said she wished to reiterate a point made by another parishioner
earlier in that items, such as the described large net, ought to be removed
from the beach and not allowed to re-enter the sea and cause problems for
boats. (Noted)
2212/7 REPORT COUNTY COUNCILLOR R CANN
In the absence of Cllr Cann there was no report. (Noted)
2212/8 REPORT OF DISTRICT COUNCILLOR B MOORES
There was no report from Cllr Moores. (Noted)
2212/9 MINUTES
It was RESOLVED that the November 2012 minutes of Instow Parish Council be
approved and signed. (Noted)
2212/10 MATTERS ARISING FROM THE MINUTES
a) Item 2211/10 (b) - IPC‘s Self Help Emergency Plan (SHEP) – Update: -
Cllr Renshaw provided IPC with an update; he agreed to provide the Clerk with
the “approved” letter/proforma to circulate to parishioners together with the
number of copies required for circulation in the parish magazine in January
2013.
(Action: Cllr Renshaw)
b) Item 2211/10 (d) - IPC’s Complaints Procedure/Review: -
Cllrs Moores reported that the sub-committee had yet to meet; it was RESOLVED
that ex Cllr Thomas would be replaced by Cllr Green – sub-committee now to
consist of Cllrs Moores, Renshaw and Green. (Action: Sub Committee)
c) Item 2211/10 (e) - Dogs on the Beach & Item 2211/12 (5) (j) (e) - Review of
Beach Cleaning Strategy 2013: -: -
(i) Cllrs Moores said it was imperative that the “Dogs on Beach” sub-committee
met as soon as possible and suggested, for practical reasons, that said
sub-committee be combined with the “Beach Cleaning Strategy” sub-committee
(see finance item 2212/12 (5) (i)). After a discussion it was RESOLVED to
adopt this recommendation – full sub-committee now to consist of Cllrs Moores,
Green, Harper & White. (Noted)
(ii) The Clerk pointed out that Cllr Harper has chosen, in the past, to
declare a personal interest on an issue akin to beach cleaning and recommended
to IPC that maybe it ought to consider whether it was appropriate for him to
continue as a member of the sub- committee. (Noted)
(iii) After a discussion it was RESOLVED that this was a decision for Cllr
Harper to take and not that of IPC. (Noted)
(iv) Cllr Moores said it was imperative the sub-committee met before the
January 2013 IPC meeting to discuss terms of reference. (Action: Sub
Committee)
d) Item 2211/10 (f) - IPC’s Standing Orders Review: -
(i) The Clerk reminded Cllrs he had forwarded a draft amended copy (as agreed
at the last meeting) of IPC’s Standing Orders to Cllrs with email addresses
(30.11.12) requesting feedback; he said no feedback, to date, had been
received. (Noted)
(ii) After a discussion IPC RESOLVED to adopt the amended Standing Orders as
written but on the proviso it was reviewed again in 2013 when NALC produced a
template Standing Orders that had been promised. (Noted)
(iii) The Chairman and Clerk signed a copy for record purposes. (Noted)
e) Item 2211/10 (i) – Bus Stop Hard Standing/Anstey Way (All Saints): -
The Clerk reported that Cllr Cann (DCC) had contacted DCC Highways and put
forward this request but that he had nothing further to add at this time.
(Noted)
f) Item 2211/10 (j) - Flood Prevention/Boathouse “Flood Defence” Gates: -
(i) The Clerk advised IPC that the Environment Agency did not see this as
their responsibility but that of DCC on the basis DCC owned the wall either
side of the gates and the highway onto which it opened (although “access” was
owned by DCE). It also added that this access/egress on to the beach did not
form part of its flood defence strategy for Instow and suggested IPC contact
the local DCC Cllr and/or Highways Superintendent. (Noted)
(ii) After a discussion it was RESOLVED that on-site discussions should now
take place between DCC, IPC and the EA as the explanation provided by the EA
was highly unsatisfactory; Cllr Moores to contact Cllr Cann (DCC) in the first
instant. (Action: Cllr Moores)
(iii) The Clerk further advised IPC that he had now received a
report/quotation from WM Ironworks of Newton Tracey following its examination
of the gates that had been damaged by the recent high tides. It stated that to
supply new galvanised 2mm thick sheet to bottom half of the gate and fixing
plus new adjustable eyes to hangings with onsite fixing and repairs would cost
£770.55 plus VAT. It added that the price did not include straightening of the
gates (it does not have the facilities to do this) and that it might be
worthwhile considering newer higher strength gates as high tides are very
common now – estimated cost of a new gate = £1,595.00 plus VAT. (Noted)
(iv) After a discussion IPC RESOLVED to continue with the strategy as at (ii)
above but to bear in mind that an insurance claim might well be the best
course of action as regards item (iii) above. (Noted)
g) Item 2211/11 (i) (c) - Parish Carol Singing Event 2012: -
Cllr Moores said this event had been most successful with a good attendance
and a generous collection that had realised £145.01 (see finance later i.e.
2212/12 (1)). He thanked all those Cllrs who had helped to make it the obvious
success it was. (Noted)
h) Item 2211/11 (i) (g) - Instow Millennium Book/An Update: -
(i) The Clerk reported receipt of a cheque for £1,000 from the “custodian”
parishioner reference book sales (see income under finance later i.e. 2212/12
(1)). (Noted)
(ii) The Clerk also reported that the book “custodian” parishioner was happy
to retain book stock but wished IPC to know that as the ‘Parish Custodian for
the Millennium Book’ she had paid out £6093 in 2002 and there was no ‘return’
until 2009 but to date had ‘lost’ something in the region of £1200. She was
enquiring, therefore, if IPC would consider £600 (half of her projected loss)
as a fair fee for the job, and that if so she would deduct this as and when
further sales were made. (Noted)
(iii) The Clerk then referred to a recent email from a parishioner (who was on
the original Millennium Book committee); this email confirmed the information
as at (ii) above – the parishioner was in fact present at the meeting and
verbally confirmed said information. She also added that in a recent
conversation with the relevant Awards Body it had been confirmed that it would
be appropriate to use the surplus monies on community initiatives. (Noted)
(iv) After a discussion IPC RESOLVED that it would be fair for the “custodian”
parishioner to retain £600 in due course as a fair fee for her personal
financial and general commitment to the cause. (Action: The Clerk) (v) IPC
also RESOLVED to consider a process in due course to disseminate the surplus
monies (£1,000 to date) to community groups. (Action: IPC)
i) Item 2211/11 (i) (h) - Lane End/Lane End Close: -
The Clerk said that Cllr Cann had advised that this was still going through
legal “avenues” at NDC. (Noted)
j) Item 2211/1 (i) (j) – DCC/Downs Road/Flooding: -
(i) The Clerk reported receipt of a copy email (dd 20.11.12) from Cllr Cann (DCC)
advising that DCC had received a letter threatening legal action (plus a
compensation claim) unless DCC removed the drainage pipe that discharged water
into the Verne. DCC was, therefore, interested in identifying eyewitness
corroboration from people who knew the area well and would provide a
statement, if necessary, as regards prescriptive rights acquired through use
over 20 years. (Noted)
(ii) The Clerk further reported receipt of an email (dd 21.11.22) from a
parishioner affected by this matter; he elaborated as necessary and advised
IPC that his advice would be that it ought not to get involved in this issue
at all. (Noted)
(iii) IPC RESOLVED to adopt this recommendation. (Noted)
k) Item 2211/13 - Abandoned Boats – Instow Beach/Policy: -
(i) The Clerk referred to an email (dd 20.11.12) from the Crown Estate (CE) in
response to an email sent by him (dd 20.11.12) as regards this matter. He said
the CE advised that it believed IPC had a right (it suggested it take advice
on this) to put a notice on a boat saying it would be removed within 28 days;
it could then be sold as scrap or just destroyed. (Noted)
(ii) The Clerk then referred to an email (dd 20.11.12) from a solicitor in
response to an email sent by him (dd 20.11.12) as regards this matter. It
stated (it was believed) that IPC had a duty to take reasonable steps to
prevent damage to both beach and river users and suggested moving the boat to
a position where it would not get washed out on the tide and fixing a notice
saying that unless removed by the owner, within say, 14 days, IPC would
dispose of it without further notification, assuming the boat was of minimal
value. (Noted)
(iii) After a discussion IPC RESOLVED to consider this matter further and it
was suggested that enquiries be made of the North Devon Yacht Club and Northam
TC who it was believed had experienced similar issues. It was further RESOLVED
that this matter should form part of the remit of the beach cleaning/dogs
strategy sub-committee. (Action: Sub Committee)
2212/11 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Letter (dd 15.11.12) from RWE npower renewables reference “Atlantic Array”:
-
The Clerk said this stated that RWE had recently announced a revised date for
the submission of the application for the above to the Planning Inspectorate;
it now intended to make the submission in spring 2013 as opposed to the
previously communicated date of December 2012. (Noted)
b) NDC Flow Chart – “Declaring Interest Flowchart/Questions for Cllrs to Ask
Themselves”:-
The Clerk said that NDC had published this excellent aid memoire in its Weekly
Information Sheet (dd 26.11.12) and that he had provided copies to Cllrs for
their information. (Noted)
c) Resignation of Cllr Ben Thomas/IPC Snow Warden Replacement: -
(i) The Clerk reported that it would now be necessary for IPC to contact NDC
to facilitate a replacement Cllr, that is, by way of advertisement to the
parish as regards an election/or co-option. The Clerk was asked to deal.
(Action: The Clerk)
(ii) After a discussion Cllr Moores agreed to be the IPC point of contact for
the parish snow warden scheme in lieu of ex Cllr Thomas. He said he hoped
another Cllr might come forward in due course to fulfil this role on a
full-time basis. A parishioner present agreed to facilitate a change to the
current entry in the parish magazine. (Noted)
d) Email (dd 23.11.12) from NDC (Community Dept.) reference “Rural Conference
– March 2013”: -
(i) The Clerk said this stated that as part of NDC’s on-going support for its
rural communities it was proposed to hold a conference in mid-March to look at
issues currently facing them, what support was available and how could we all
work together to make a difference. NDC would like to know what issues/topics
would be useful and/or any comments about the event. (Noted)
(ii) The Clerk reminded Cllrs he had forwarded said email to those Cllrs with
email addresses (23.11.12); IPC RESOLVED to take no further action. (Noted)
e) (i) Email (dd 3.12.12) and attachment from DCC reference “Road Closure –
Marine Parade”:-
The Clerk said this stated that Marine Parade would be closed for the period
1st March to 22nd March 2013 for patching work; email and attachment copied to
Cllrs with email addresses and editor of parish magazine. (Noted)
(ii) Emails (dd 20.11.12 & 12.12.12) and attachment from DCC reference “Road
Closures – Kiln Close Lane, Instow””:-
The Clerk said these stated that Kiln Close Lane would be closed for the
period 7th January to 28th January 2013 for narrowing and drainage works and
again between 28th January and 30th January 2012 for utility work to provide a
new water supply; emails and attachments copied to Cllrs with email addresses
and editor of parish magazine. (Noted)
f) Email (dd 5.12.12) from Pluss (a social enterprise organisation) reference
“Permission to Litter Pick on Instow Beach”: -
(i) The Clerk advised that this organisation provided advice, guidance and
support to help individuals with a wide range of disabilities and long term
health issues find and sustain meaningful employment. Part of the service
offered was specific training to develop confidence, inter-personal and work
place skills. One of the courses being run at the moment included a task to
undertake the planning, organisation and execution of a one day community
volunteering activity. Pluss would like to offer its services to undertake a
Litter Collection day at Instow Beach. Ideally this would be before Christmas
if possible. The Group consisted of six people of mixed abilities whose work
would be overseen by a Pluss Training Facilitator. Pluss would carry out the
appropriate Risk Assessment and Health & Safety training requirements. The
only input it would need from IPC was advice as to how best to dispose of the
rubbish it collects. (Noted)
(ii) After a discussion IPC RESOLVED to support this initiative on the proviso
Pluss had its own public liability insurance cover and suitably disposed of
the rubbish collected in the rubbish bins along the seafront. (Action: The
Clerk)
(ii) Taw and Torridge Estuary Forum and Associated Matters (see item 2202/10
(p)):-
a) Email (dd 27.11.12) from Secretary of TTEF reference “ND FLAG E-News No 2,
Nov 2012”:-
Forwarded to Cllrs with email addresses (see also item (iii) (n) below)
b) Email (dd 2.12.12) from CPRE Member of TTEF reference “Illustrated talk by
Prof Mark Horton, 12th December”: -
Forwarded to Cllrs with email addresses
(iii) Matters to note (see item 2202/10 (p)): -
a) DALC etc. Matters (Various): - (i) Email (dd 23.11.12) reference “DAPC
Training and Events Update” – copied to Cllrs with email addresses; (ii) Email
(dd 1.12.12) reference “Village Green Magazine – Winter 2012 Edition 130” –
copied to Cllrs with email addresses; (iii) Email (dd 7.12.12) reference
“Community Council of Devon - Members Forum - 7th Jan 2012” – copied to Cllrs
with email addresses and (iv) Email (dd 10.12.12) reference “New
Communications Briefing on NALC website - NALC Communications Strategy” -
copied to Cllrs with email addresses.
b) NDC Members Services Weekly Information Sheet for w/b 19.11.12, 26.11.12
(includes flow chart for DPI’s etc.), 3.12.12 and 10.12.12.
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 (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, Newsletters etc.”
Copied to Cllrs with email addresses
f) Email (dd 19.11.12) from DCC reference Road Closure – Kiln Close Lane,
Instow/Period 28.1.13 to Wednesday 30.1.13.
Copied to Cllrs with email addresses and editor of parish magazine (19.11.12)
g) Agenda for NDC Meeting of 28th November 2012 at 6 pm: -
Copied to Cllrs with email addresses (20.11.12)
h) Email (dd 20.11.12) from DCC via Cllr Cann (DCC) reference “Waste Plan
Consultation Outcomes Report”: -
Copied to Cllrs with email addresses
i) Email (dd 1.11.12) from Cllr Moores (NDC) reference “Complaint from
Parishioner re Trees/Unspecified location”: -
Noted by Clerk
j) Copy email (dd 23.11.12) from Cllr Harper to Cllr Cann (DCC) reference
“Missing Capstones on Wall adjacent to Chandlers Court”.
k) Email (dd 23.11.12) from North Devon Car Scheme reference “North Devon Cars
Goes Virtual”: -
Copied to Cllrs with email addresses
k) Email (dd 23.11.12) from North Devon+ reference “North Devon e-news”:-
Forwarded to Cllrs with email addresses
l) Email (dd 23.11.12) from Torridge CPRE reference “Coast Talk”: -
Copied to Cllrs with email addresses
m) Email (dd 25.11.12) from Chair of Parish Hall Committee reference “Village
Calendar Meeting – 14th January 2013”: -
Copied to Cllr Green for attention as requested
n) Email (dd 27.11.12) from ND+ Flag Team reference “ND FLAG E-News No 2, Nov
2012”:-
Forwarded to Cllrs with email addresses
j) Email (dd 27.11.12) from DCC reference “Community News Round-Up – November
2012”:-
Forwarded to Cllrs with email addresses
k) Email (dd 28.11.12) from Clerk to Cllr Moores (NDC – as requested)
reference “Knapp House – IPC’s Response”.
l) Email (dd 29.11.12) from DSC reference “DSC e-news – December 2012”: -
Forwarded to Cllrs with email addresses
m) Email (dd 34.12.12) from Devon Mobile Library Service (DCC) reference
“Parish Magazine Entry”: -
Copied to Cllrs with email addresses and editor of parish magazine
n) Email (dd 4.12.12) from Parish Online reference “Parish Online Newsletter –
December 2012 Edition”.
o) Emails (various) from DSC reference “DSC e-news”: -
Copied to Cllrs with email addresses
p) Email (dd 10.12.12) from DCC reference “Sustainability Appraisal of Devon
Waste Plan Elements”: -
Copied to Cllrs with email addresses
2212/12 FINANCE
1. INCOME: -
Car Park Takings Period ending 27th November 2012 £ 308.10
Ditto Period ending 10th December 2012 £ 190.00
Instow Millennium Book Sales of Books £1,000.00
Carol Singing Event Collection £ 145.01
TOTAL : - £1,643.11
2 EXPENDITURE: -
Mr B Keane Village Handyman £ 162.00*
P Cook Beach Clean/Tractor Service £ 630.00$
Mr R W Jacob Clerk’s Remuneration £1,400.00
Mr R W Jacob Clerk’s Expenses £ 427.25=
Inland Revenue Re: R W Jacob £ 350.00 Mr G May Tractor Garage Rental £ 115.20+
Instow WI Carol Singing Event £ 134.02
North Devon Hospice Xmas Carol Singing Donation £ 81.67
RNLI (Appledore) Ditto £ 81.67
Northam Lodge Ditto £ 81.67
Two Rivers Wind Ensemble Ditto – Provision of Music £ 40.00
Mole Valley Farmers Parts for Tractor Service £ 73.56#
Brian Thorne Repair Hydraulic Leaks in Tractor £ 507.84~
Crown Estate Royalties – 1.1.13 – 31.12.13 £ 750.00
TOTAL: - £4,834.88
Key: -
$ This represents £450 Xmas beach cleaning/tractor service (part of annual
agreement 2012/13) and £180 overtime for additional and necessary work on
tractor – approved as per item 2211/12 (5) (j) (iii) (k)(ii)
= Includes £21 for stationery and £36 for P3 activity.
+ £19.20 VAT recoverable
# For paint, paint brushes, pins, clips etc. – approved as per item 2211/12
(5) (j) (iii) (k) (ii)
~ Approved vide item 2211/12 (5) (j) (iii) (k) (ii) - £84.64 VAT recoverable.
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 30.11.12 (Statement) = £ 667.29*
Lloyds Bank Business a/c no. 02350065 as 3.10.12 (Statement) = £24,214.72+
Key: -
* According to Clerk’s records this is £1.29 (1 cheque {748} for £666.00
uncashed).
+ According to Clerk’s records this is £24,816.83 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 £4,835.00 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: -
(a) The Clerk provided IPC with an update; he said NDC was still to provide
IPC’s solicitor with a draft lease. (Noted)
(b) IPC RESOLVED that Cllr Moores should chase this long standing matter up
with NDC and report back. (Action: Cllr Moores)
(ii) Parking Charges 2013/4 (OSPO/Car Park Signs Amendments): -
(a) The Clerk advised IPC that NDC had been told (email dd 20.11.12 refers) of
these prices (including summer/winter/annual and weekly tickets) for
publication as part of NDC’s blanket OSPO advertisement/consultation for
2013/14. (Noted)
(b) The Clerk added that the Car Park signs would need amendment prior to
1.4.13 and that SW Signs would deal when told of the relevant amendments.
(Action: The Clerk)
(b) Tarka Trail Recreational Field – Lease between IPC and DCC (2012 onwards):
- The Clerk updated IPC on progress; he said nothing further had been heard
from IPC’s solicitor since the last meeting and he would chase it up. (Action:
The Clerk) (c) Parish Grants: - The Clerk confirmed he had completed (and
forwarded to NDC Finance) the necessary application form for parish
grant/precept 2013/14 i.e. £1,250.00 for parish grant (made up of £666.00
Burial Ground, £251.00 Parks and Open Spaces and £333 for Parish Hall) and
£8915.00 for Parish precept. He added that IPC should note that the precept
figure could be amended, if necessary, up to 21.1.13. (Noted) (d) DCC TAP
Fund: - (i) Cllr Moores and the Clerk reported on a TAP Fund Meeting that had
been held at Fremington PC Offices on Wednesday 5th December (Minutes
forwarded to Cllrs with email addresses – 7.12.12) and of the receipt of a
quotation for weed clearance, verge maintenance etc. from a local contractor
in the sum of £3,000.00. The Clerk said it was hoped that if the TAP fund
application for this initiative (weed clearance etc.) was successful that the
full amount would be realised but enquired whether IPC would be prepared to
make a contribution of say up to £1,000.00 if necessary. Cllr Moores added
that an “in principle” agreement at this stage would be helpful and pointed
out that the work planned was work that DCC was responsible for but would not
carry out. IPC RESOLVED to agree to this proposal but asked to be kept
informed of relevant developments. The Clerk added he was seeking a further
quotation. (Noted) (ii) The Clerk then referred to an email (dd 4.12.12) from
NDC (Grants Officer) regarding “TAP Fund Update – November 2012” that he had
forwarded to Cllrs with email addresses (4.12.12). (Noted) (iii) Cllr Moores
suggested that any further discussion on a potential “Children’s Play Area” at
All Saints Community Centre be left in abeyance as there were many a hurdle to
clear and other bodies to liaise with before firming up a plan. IPC RESOLVED
to accept this recommendation. (Noted) (e) “P3 Annual Footpath/Finance Forms
2013/14”: - The Clerk reminded IPC that these forms, namely, “P3 Annual
Finance Form 2013” and “Annual Parish Paths Survey Forms 2013” needed to be at
County Hall, Exeter by Wednesday 13th February 2013 but that first he had to
check the parish paths with the handyperson. (Noted) (f) Parish Seat
Inventory/Inspection – Autumn 2012: - The Clerk reported that this inspection
had been completed on 23rd November 2012 by himself, Cllr Crombie and Brian
Keane (Handyperson) and then tabled a report for the information of Cllrs. It
was noted that only minor “wear and tear” repairs to a few seats were
necessary and the tightening of all fixing bolts; this to be done by the
handyperson. (Noted) (g) Parish Bus Shelter Inspection – Autumn 2012: - Ditto
(f) above – it was noted that some re-painting was necessary and that this had
been thwarted by the poor weather conditions throughout the summer. (Noted)
(h) Xmas Grass Cut 2012: - The Clerk asked whether IPC wished to authorise a
grass cut prior to Xmas. He advised Cllrs there was still £200 remaining from
DCC’s grass cutting grant 2012/13 so it would only cost an additional £100 if
they agreed. IPC RESOLVED to authorise a pre-Xmas grass cut. (Action: The
Clerk)
(i) Review of Beach Cleaning Strategy – 2013: - See item 2212/10 (c). (Noted)
(j) IPC Grants 2012/13: - The Clerk confirmed he had received a communication
from representatives of the Parish Hall Committee, Instow PCC and Parish
Magazine thanking IPC for its annual grant. (Noted) (k) Letter (dd 20.11.12)
from South and West Internal Audit reference “Provision of Independent
Internal Audits”: - The Clerk elaborated and said the letter would be filed
for information. (Noted)
(l) Letter (November 2012) from Lloyds TSB reference “Online Banking”: - The
Clerk elaborated and said the letter would be filed for information. (Noted)
(m) Clerk Bonus/Additional Payments 2012/13: - This was deferred to item
2212/15 (a). (Noted)
(n) Clerk’s Salary 2013/14: - This was deferred to item 2212/15 (b). (Noted)
(o) Draft Budget 2013/14: - This was deferred to item 2212/15 (c). (Noted)
2212/13 PLANNING
a) Email (dd 16.11.12) and attachment from NDC Planning reference “Change of
use from residential care home (Use Class C2) to residential dwelling (Use
Class 3) at 4 Victoria Terrace, Marine Parade, Instow (Reference No 54710): -
(i) The Clerk said this stated that NDC Planning had granted planning
permission for this application with conditions as listed; email copied to
Cllrs with email addresses (16.11.12). (Noted)
b)Variation of condition 2 (approved plans) attached to Planning Permission
50792 to allow amended design at 2 Lane End Close, Instow (Reference No
54896): -
(i) The Clerk reported receipt (16.11.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 5.12.12 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) The Clerk advised IPC that its PSC had resolved to recommend APPROVAL of
this application and NDC Planning was duly told (email dd 29.11.12 refers).
(Noted)
(iv) IPC RESOLVED to ratify the decision as at item (iii) above. (Noted)
c) Email (dd 23.11.12) and attachment from NDC Planning reference “Application
for a non-material amendment to planning permission 53858 in respect of
omission of balcony to first floor bedroom (gable end on south west elevation)
& retention of fixed glazing in lieu; omission of vertical glazed sections to
proposed roof lights (two pairs) on south east elevation & addition of same to
one pair proposed to north west elevation; cladding to be added to ground
floor of existing gable end on south west elevation (including returns each
side) at Far End, New Road, Instow (Reference No 54839)”: -
The Clerk said this stated that with reference to a submission by the
applicant’s architect (31.10.12) regarding submitted details, NDC Planning had
determined that these were acceptable as a non-material amendment to
application 53858 - email copied to Cllrs with email addresses (16.11.12).
(Noted)
d) Demolition of existing dwelling and erection of new dwelling at Far End,
New Road, Instow (Reference No 54938): -
(i) The Clerk reported receipt (26.11.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 13.12.12 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 but
wished to point out that the property had already been demolished. (Action:
The Clerk)
e) Email (dd 10.12.12) from NDC Planning reference “Part demolition of flat
roof rear extension and replacement with pitched roof extension at Quay House
Cottage, Marine Parade, Instow (Reference No 54709): -
The Clerk said this stated that this application had been APPROVED by NDC
Planning with conditions as listed; copied to Cllrs with email addresses
(10.12.12). (Noted)
f) Copy email (dd 6.12.12) and attachments from NDC Strategic Conservation
Officer to Cllr Moores (NDC) reference “Instow and Westleigh Conservation
Areas”: -
(i) The Clerk confirmed said email and attachments had been forwarded to Cllrs
with email addresses (7.12.12) and advised that they were revised versions of
character appraisals for Instow and Westleigh, summaries of consultation
feedback, draft committee report, and draft Management Plans for consultation.
He said the report proposed adoption of the revised appraisals, together with
their recommended boundary changes, and permission to consult the public and
parishes on the draft management plans. Any comments were required asap so
that so that said documents could go onto the Executive agenda for January
2013. (Noted)
(ii) IPC RESOLVED to take no further action. (Noted)
g) 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) Cllr Moores said this requested that IPC consider this application and
forward its views to NDC adding that the Clerk had already forwarded said
email and “objection details” to Cllrs with email addresses (20.11.12).
(Noted)
(ii) After a discussion IPC RESOLVED to defer this item until the next meeting
to allow Cllrs to peruse the papers, LAG website and consider the
implications. (Noted)
Note:- The Clerk, who is a member of LAG, was not present during the above
discussion. (Noted)
2212/14 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
There were no matters raised. (Noted)
2212/15 BUDGET 2013/14 ETC.
(a) Clerk Bonus/Additional Payments 2012/13: -
After a discussion IPC RESOLVED to pay the Clerk an additional £583.05 to
compensate him for the additional work carried out by him with regard to 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. This is not withstanding that the Clerk is to
leave at the end of February 2013 – the agreed sum is relevant to the months
of April and October to February 2013 inclusive (6 months). (Noted)
(b) Clerk’s Salary 2013/14: -
IPC RESOLVED to set the Clerk’s salary to £8,645 (910 hours pa at £9.50 per
hour) although it was recognised that this might vary dependent upon the
appointment conditions as agreed for the new Clerk. (Noted)
(c) Draft Budget 2013/14: -
(i) It was RESOLVED to approve the draft budget subject to reducing the parish
grant by £24 and to offset this by a reduction of £24 in beach cleaning labour
– see Appendix A for agreed budget 2013/14. (Noted)
(ii) IPC noted an email (dd 7.12.12) from NDC Finance reference “Town and
Parish Tax Bases 2013/14” that had been copied to Cllrs with email addresses
(7.12.12). (Noted)
Note:- The Clerk was not present during the above discussions (a), (b) and
(c). (Noted)
2212/16 RETIREMENT OF THE CLERK
It was noted that the Clerk had intimated his intention to retire at the end
of February 2013; as a consequence a sub-committee was formed, comprising
Cllrs Moores, Johns, Renshaw and Green, to deal with the recruitment process –
the Clerk to be asked to advise on the recruitment strategy, appropriate
advertising and arrangements for the hand-over to the new appointee. (Noted)
Note:- The Clerk was not present during the above discussion.
There being no other business the meeting was closed.
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