Present: - Councillors M Champion, N Crombie, M
Green (Vice Chairman), A Johns (Part), B Moores (Chairman), E Renshaw, W
Vandersteen, Mr R Jacob (Parish Clerk) and Mr M Isaac (Clerk Elect).
In Attendance: Cllr R Cann (DCC), B Moores (NDC) and 12 parishioners/members
of the public.
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.
2303/1 OPENING OF THE MEETING
The meeting was declared open by the Clerk.
2303/2 APOLOGIES
Cllr B Harrison
2303/3 WELCOME TO NEWLY ELECTED COUNCILLORS/CLERK ELECT
(i) The Chairman, Cllr Moores, welcomed Cllr Champion to his first monthly
meeting, adding that he hoped he would enjoy and fully participate in his new
role. (Noted)
(ii) The Chairman, Cllr Moores, also welcomed Martyn Isaac, the Clerk Elect
(as of 1st April 2013). He said he hoped he would enjoy his new role. (Noted)
2303/4 GRANTING OF DISPENSATION
Written “budget/precept” dispensation requests were made by Cllrs Champion and
Vandersteen to the Clerk who duly granted said dispensations in writing.
(Noted)
2303/5 COUNCILLOR DECLARATION OF INTERESTS
There were no declarations of interest. (Noted)
2303/6 POLICE REPORT
(i) Crime Report: -
PCSO Meaker said no crimes had been reported in the parish since the last
meeting and nor had any other incidents of note been reported. (Noted)
(ii) Indiscriminate Parking – Rectory Lane/Rectory Close: -
A parishioner complained that this situation was as bad as it ever had been
and asked whether the police could pay some attention to the area. He said he
had concern about access in an emergency. PCSO Meaker agreed to liaise with
her Sergeant and act as advised and in the meantime suggested that serious
obstructions be reported by way of a 101 non-emergency call. (Action: PCSO
Meaker)
2303/7 PARISHIONERS
Before this part of the meeting commenced the Clerk explained that there was
15 minutes set aside for this item with parishioners being given precedence
over members of the public.
a) Beach Cleaner – Hours/Insurance: -
(i) A parishioner said she had been checking back through the minutes of IPC
since November 2005 and that it was a condition of IPC’s insurers that the
beach cleaner kept a record of his hours; he had not done so in 2012. (Noted)
(ii) The Clerk said the condition of IPC’s insurers referred to the keeping of
a “beach activity record sheet” and not a record of hours worked adding that
the parishioner had already been advised of this previously. (Noted)
(iii) The parishioner asked for a copy of IPC’s insurance; the Chairman agreed
to supply her with a copy subject to Freedom of Information request protocol.
(Noted)
b) Section 137 Expenditure: -
(i) A parishioner enquired why there was no mention of this matter on the
agenda as she had raised it at the previous meeting. (Noted)
(ii) The Clerk said he had provided the parishioner with an explanation at the
previous meeting (he reminded her of that reply) and said it would be coming
up for discussion in any event under “Correspondence/Letter from WI” - see
item 2203/12 (i) (a).(Noted)
(iii) Beach Cleaner: -
(i) A parishioner said she had noted the beach cleaner was back on the beach
again; she said he had dumped an old mattress on the rocks near the cricket
club and that if it was washed out to sea could become a danger to shipping.
(Noted)
(ii) The Chairman said he had walked the beach recently and was not aware of
this particular matter but that he would investigate and ensure the
appropriate action was taken. (Action: The Chairman)
(iii) The parishioner asked what the beach cleaner was being paid; the Vice
Chairman, Cllr Green, told her he was being paid £450 a calendar month, the
same he had been paid for the previous 2 years. Cllr Green added he was in
possession of an appropriate contract and was not an employee of council but a
self-employed contractor. (Noted)
(iv) In response to a further comment by the parishioner as regards hours of
work of the beach cleaner and record keeping/insurance implications, the
Chairman said he had spoken personally to the beach cleaner who was very clear
what was expected of him and that he was to keep the necessary record. (Noted)
(v) The parishioner then began to speak again at which point the Chairman said
it was not intended to discuss these matters any further at the meeting; it
was going over “old ground”, yet again, and that decisions taken by IPC as
regards the beach cleaner had been taken in good faith and in accordance with
its resolutions and policies. (Noted)
(iv) Clerk’s Retirement – Thanks: -
A parishioner, and former Chairman of IPC, said he wished to publicly thank
the outgoing Clerk for all he done for the parish. (Noted)
2302/8 REPORT COUNTY COUNCILLOR R CANN
(i) General: -
Cllr spoke of “Fremington Quay Heritage Centre Extension” (contract awarded to
a local Fremington company – work to commence no later than 8.4.13), “Taw
River Improvement Project – TRIP” (a £1.86 million project, 2-5 years in
length {ending 31.3.2015} – he outlined the details of the project), “The
Strand, Barnstaple” (plans to re-open it to traffic full-time),”Rectory Lane,
Instow – Surface Dressing” (he provide details) and “Link Road – A39 Litter
Clean Up” (34 mile stretch, cost £9,000 each time - last year 815 bags of
rubbish collected). (Noted)
(ii) DCC Election: -
Cllr Cann said he had served the Instow Ward, as its DCC Cllr, for 12 years
and had thoroughly enjoyed it. He said he hoped to be re-elected at the
forthcoming County Council election. (Noted)
(iii) Outgoing Clerk – R Jacob: -
Cllr Cann said he could not compliment Roger Jacob enough for the manner by
which he had performed his Clerk’s role at Instow; he wished him well. (Noted)
(iv) Clerk (Elect) – Martyn Isaac: -
Cllr Cann said he had known Martyn Isaac for a long time and welcomed him to
his new role. (Noted)
2303/9 REPORT OF DISTRICT COUNCILLOR B MOORES
There was no report from Cllr Moores; see item 2303/14 (d) later. (Noted)
2303/10 MINUTES
It was RESOLVED that the February 2013 minutes of Instow Parish Council be
approved and signed. (Noted)
2303/11 MATTERS ARISING FROM THE MINUTES
a) Item 2302/6 (i) – Dune Fencing: -
(i) The Clerk advised IPC that following an email he had sent to Andy Bell (NDCCS
– 15.2.13) it had been established that some fencing was in storage but that
it was intended it would be returned to the dunes asap and re-inserted with
that which was currently in situ, dependent upon funding and volunteer
support. (Noted)
(ii) The Clerk added that it would seem that some attempt was made by a group
of volunteers from Bristol University (weekend of 9/10.3.13 – on behalf of
NDCCS) to re-establish the fencing in the dunes but following abuse by a
member of the public they had left the area and gone elsewhere. (Noted)
(iii) The Clerk said he had nothing further to report other than to remind IPC
that the dunes/fencing was not its responsibility. (Noted)
(iv) Andy Bell, who was present, said, in response to comments made by a
member of the public who was present, this system of fencing had proven to be
effective at many similar sites throughout the world but that freak storms
that had “taken them out” could not have been predicted. He said he had now
found a small sum of money to enable the re-instatement of the fencing and
that its re-insertion would hopefully take into account the effects of the
unexpected such as another storm/high tide. The Clerk advised IPC that it had
approximately £200 left in its account from previous activity associated with
this project and which could be used to assist. (Noted)
(v) Cllr Cann spoke of the various beach projects, funded at great expense by
DCC that had taken place over the years, the unprecedented storms the area had
experienced late last year and of the character of the beach constantly
changing. Cllr Moores spoke of vandalism as being a factor and of the
necessity for regular maintenance, vigilance and problems being reported
promptly. (Noted)
(vi) A parishioner said some of the old fencing was in the stream near the
Atturm slipway and it was a danger to the public. Andy Bell agreed to
investigate and act as necessary. (Action: Andy Bell)
b) Item 2302/10 (a) - Cllr Vacancy: -
The Clerk reminded IPC there was to be an election on Thursday 28th March 2013
and that there were 4 candidates to fill this one vacancy. (Noted)
c) Item 2302/10 (b) - Dogs on the Beach/Beach Cleaning Strategy 2013: -
(i) The Chairman provided IPC with an update and invited the Vice Chairman,
Cllr Green to address council. (Noted)
(ii) Cllr Green provided Cllrs with a copy of a report he had prepared as
regards the consultation process as a whole; he said he had updated the draft
report Cllrs had received at the previous meeting. A brief discussion ensued
at the conclusion of which IPC RESOLVED to adopt it as a reasonable and
adequate summary – attached to minutes as appendix A. (Noted)
(iii) Beach Cleaning: -
Cllr Green then said he felt it appropriate to deal with the issue of the
beach cleaning first. He outlined ownership issues, namely Crown Estate (IPC),
Christie’s and Footpaths (DCC), adding that the part of the beach owned by
Christie’s had never been managed or maintained by them, even for health and
safety reasons, and that IPC could, as an option, stand back and just clean
those bits of the beach leased by it from the Crown Estate and refer any
complaints as regards the other parts of the beach to Christies. After a
discussion IPC RESOLVED that this was not a viable option and that it, as a
responsible local authority, should take it upon itself to manage the whole of
the beach on behalf of parishioners and visitors alike but to do so in
consultation with Christie’s. It was noted that the public generally look to
IPC to keep the beach clean but that to avoid issues such as trespass (as
raised by a parishioner), Christie’s should be consulted and its cooperation
sought. (Noted)
(iv) Cllr Green then said that having established the policy as at (iii) above
it was now time to establish how the beach should be cleaned. He said in his
view the options were to leave the whole beach natural, clean parts of the
beach such as from the Quay to the Boathouse or clean the whole beach from the
Quay to the Cricket Club including the dunes. IPC RESOLVED to support the
latter option, that is, the whole beach from the Quay to the Cricket Club
including the dunes. (Noted)
(v) Cllr Johns arrived at the meeting. (Noted)
(vi) Cllr Green then said IPC needed to establish whether it was going to rely
upon volunteers to clean the beach or employ a contractor. IPC RESOLVED to
support the view that a contractor should be sought as the reliance on
volunteers might not be sufficient albeit could complement the workload.
(Noted)
(vii) Cllr Green then said IPC now needed to establish the methodology by
which the beach should be cleaned. He suggested, by way of example, that the
strategy could involve the tractor being used to scrape the tideline daily in
the summer to push small debris, such as seaweed/small twigs etc., back down
the beach and remove larger items of biodegradable material, such as wood, to
in front of the dunes to aid sand retention with non-biodegradable material
such as plastics being hand-picked and suitably disposed of. IPC RESOLVED to
support this as its preferred strategy. (Noted)
(viii) Cllr Green then said IPC needed to arrive at a decision, in principle,
to proceed to a form of contract and to do this needed to establish how often
the beach should be cleaned, i.e. daily, weekly or monthly, how the cleaning
activity should be measured and the quality of the work by the contractor
assessed and how IPC should generally manage the project and take up issues
with the contractor as and when necessary. A discussion then ensued at the
conclusion of which IPC RESOLVED to draw up a tender schedule, with options,
with a view to advertising the position of a self-employed beach cleaner and
seeking costings from interested applicants. Cllr Green agreed to draw up such
a document and IPC RESOLVED that Cllr Green, together with the Chairman, Clerk
and Clerk Elect should agree a version on IPC’s behalf and advertise the
position asap. (Action: Cllrs Green, Moores, Clerk and Clerk Elect)
(ix) Cllr Cann (DCC) suggested that maybe potential contractors could be
invited to set out precisely what they would be prepared to do including
levels of activity and frequency of the work. (Noted)
(x) IPC RESOLVED to accept an offer from Andy Bell (NDCCS) who said he was
willing to assist in the preparation of the tender process. (Noted)
(xi) Dogs on the Beach: -
Cllr Green then reminded Cllrs of the current “dog” legislation applicable to
Instow beach, namely, the offence of owners’ failing to pick up after their
dogs adding that this discussion would concern the possibility of further
restrictions albeit limited because of a variety of good reasons. He said more
than 2/3rd of those parishioners who had responded to the consultation were in
favour of some form of dog restrictions and that this could not be ignored.
(Noted)
(xii) The Chairman then asked Cllrs what they felt should take place now they
were in possession of the final consultation paper. (Noted)
(xiii) Cllr Vandersteen said he believed that council should take notice of
what parishioners wanted, he recognised there were more dogs on the beach than
ever before and that IPC should seek to work with Christie’s with a
self-managed initiative being his preference. (Noted)
(xiv) Cllr Crombie said he felt that imposed restrictions would just not work
and that any control, segregation if necessary, needed to be by way of
consensus. (Noted)
(xv) Cllr Champion said that maybe different guidelines could be drawn up for
winter and summer and that advisory signs could be placed at entrances to the
beach. (Noted)
(xvi) Cllr Johns said he had a view that there was already a form of
self-policing in place in that when it was cold/wet there were only dogs and
their owners on the beach and that when it was hot it was, by and large, just
recreational beach users who were present. He said he did accept, however,
that something ought to be done even though only about 1% of dog owners were
the root of the problem but in doing so recognised that to police any formal
control might well be costly. (Noted)
(xvii) Cllr Renshaw said he was not in favour of imposing restrictions and
that any conditions should be advisory. (Noted)
(xviii) The Chairman said he felt that the area that should have some control,
advisory or otherwise, was from the Quay to the Boathouse where most purely
recreational users occupied the beach in good weather. He said he was not in
favour of time zoning any advisory initiative. (Noted)
(xix) Cllr Green said he believed that IPC needed to come up with a solution
that would be a fine balance between all views expressed during the
consultation process and that was fair and acceptable to all and which also
enabled each and every user of the beach to enjoy the facility. (Noted)
(xx) Cllr Moores, in summarising, said it appeared that Cllrs were in favour
of devising an initiative that would be advisory and educational and aimed at
all beach users with the objective of enabling all to enjoy the beach for
whatever purpose. He said it would be a compromise solution that should not be
too much to ask individuals to sign up to, with all factions giving a little,
and dog owners especially keeping their dogs under control when in the
vicinity of families with young children. He said he hoped that common sense
would prevail and that self-policing would be sufficient. (Noted)
(xxi) The Clerk then produced a leaflet that had been used by IPC a year or so
ago to promulgate good practice on the beach; it was entitled “Instow Welcomes
RESPONSIBLE Beach Users”. He suggested this form the basis of IPC’s proposed
initiative. Cllr Green suggested that this leaflet could eventually be beefed
up a little so as to update it to current day thinking but that old stock
should be used first and asap. Cllr Green also said IPC should exhibit
appropriate signs at the entrances to the beach. (Noted)
(xxii) After a discussion IPC RESOLVED to adopt the principles of the above
recommendations (see items (xx) and (xxi)) and in order to promulgate the
initiative the Chairman, Vice Chairman and Clerk were authorised to prepare a
press release and devise all necessary signs, including some to re-enforce the
current by-law of dogs being excluded from the dunes. (Action: Chairman/Vice
Chairman and Clerk)
(xxiii) General: -
Cllr Green then referred to the following: -
a) Dog Bins: –
He said some consultees had suggested more dog bins were necessary (a member
of the public present suggested one was placed near the Atturm slipway in the
car park). IPC RESOLVED to follow this up. (Action: IPC)
b) Christie’s/EA Letter: -
He said IPC had received a full response from the EA as regards water
pollution allegations by Christie’s. A copy of the EA response was provided to
Cllrs as well as a copy of IPCs letter to Christie’s (dd 16.2.13). Cllr Green
said the question of pollution remained by and large unresolved but that the
EA had confirmed that ruminant pollution was the predominate reason for
pollution. (Noted)
c) Consultation with Christie’s: -
He suggested that IPC seek to meet up with the Chief Executive of Christie’s
so as to discuss and seek support for the beach cleaning and dog initiative
(as above) and to discuss the water quality issue. IPC RESOLVED to support
this recommendation and the Chairman/Vice Chairman and Cllr Vandersteen were
asked to deal. (Action: Chairman/Vice Chairman and Cllr Vandersteen)
(xxiv) Beach Cleaning – Temporary Arrangement: -
(a) The Clerk reported that Peter Cook has accepted a Beach Cleaning Contract
(on a daily basis) for the period 12.3.13 until such time as the contract was
terminated or an alternative arrangement was made; he was to be paid £450 per
calendar month. IPC RESOLVED to support this arrangement. (Noted)
(b) The Clerk confirmed that Peter Cook was in possession of public liability
insurance (for the period 12.3.13 to 11.3.14), a daily hours’ record sheet and
a beach activity sheet (for insurance purposes). (Noted)
d) Item 2302/10 (c) - Flood Prevention – Boathouse Flood Defence Gates: -
(i) The Chairman and Clerk reported upon a site meeting that had been held at
10am on Friday 22nd February 2013 with representatives attending from the EA,
DCC and IPC. It was said that the outcome was that the EA had been asked to
review its current decision “Not to treat said end of the village as a “flood
risk” area” and to come back to IPC with recommendations. It was hoped that
the EA, DCC and IPC would be able to work together to come up with a
manageable, achievable and affordable solution that would safeguard this part
of the village for the future. (Noted)
(iii) A discussion ensued. (Noted)
e) Item 2302/10 (d) - Lane End/Lane End Road: -
The Clerk reported that NDC had now advised that although parishioners call it
Lane End, the Ordnance Survey (OS) calls in Lane End Road and blue light
services would use Lane End Road in cases of emergency which was why NDC has
used the official name. The only alternative option is that the OS changes its
records but this was felt to be an unlikely outcome. (Noted)
(ii) After a discussion it was RESOLVED that there seemed little likelihood of
the OS changing its records and that residents should be advised accordingly.
The Chairman agreed to liaise with NDC so as to decide the most effective way
of doing this; Cllr Vandersteen offered to assist. (Action: Cllrs Moores &
Vandersteen)
f) Item 2302/11 (i) (a) and (b) - IPC Appointments/Cllr Details: -
The Clerk provided Cllrs with a copy of: -
• Draft IPC Appointments (dd 21.3.13)
• List of Parish Cllrs with Email Addresses (dd 21.3.13 - for publication)
• List of Parish Cllrs with Email Addresses and Telephone Numbers (dd 21.3.13
- for internal use). (Noted)
(ii) After a discussion, during which certain amendments were made, it was
RESOLVED to defer these issues until the next meeting as by then the current
vacancy for a Cllr would have been decided and could be taken into account.
(Action: IPC)
2303/12 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Letter (dd 15.2.13) from Instow WI reference “Xmas Carols”: -
(i) Then Clerk said this stated that because of insurance implications and a
mismatch between this event being advertised as an IPC event and the minutes
that describe a donation (Clerk’s Note: - it is actually a grant) to the
Instow and Yelland WI’s carol event, they have decided to reluctantly not go
ahead with the usual arrangements in December 2013. (Noted)
(ii) The Clerk said that following a discussion with the Chairman of IPC this
letter was acknowledged by telephone and the WI advised that IPC was, in an
event, going to review this event for 2013 and that if an alternative solution
could not be found the event would not be held. (Noted)
(iii) After as discussion, which involved the discussion of other methods of
arranging this very successful event (including the use of S.137), IPC
RESOLVED to defer it until later in the year for further debate. (Action: IPC)
b) Email (dd 5.3.13) from the EA reference “Water Quality - Instow Beach”: -
(i) The Clerk said this advised IPC that the EA would be publically releasing
a list of the bathing waters in the South West that were predicted to be at
risk of failing under the revised Bathing Waters Directive. It had some 19
bathing waters for the South West and Instow was included. It’s the first time
the EA has released such information so it may result in some
stakeholder/media interest. The EA added that there would also be a series of
Community events at some of the bathing waters where information about the new
directive, effects of pollution, local campaigns, leaflets, awareness,
encouragement of community involvement and the like would be promoted. The EA
would be sending out more information over the next few days but wanted IPC to
know beforehand. (Noted)
(ii) A discussion then ensued. (Noted)
c) Email (dd 5.3.13) from Devon and Somerset Fire and Rescue Service (DSFRS)
reference Draft Plan 2013/14 – 2014/15 – Consultation”: -
(i) The Clerk said this sets out the DSFRS’s strategy as regards its plans and
invited IPC to contribute; email forwarded (6.3.13) to Cllrs with email
addresses. (Noted)
(ii) The Clerk also referred to a further email (dd 21.3.13) that provided
details of local presentations that were to take place; he elaborated. (Noted)
(ii) IPC noted that said consultation closed as of 22.4.13; it was RESOLVED to
consider the issues and report back as and if appropriate. (Noted)
d) Email (dd 6.3.13) from DCC reference “Engaging Devon Consultation”: -
(i) The Clerk said this invited IPC to take part in this consultation – see
www.devon.gov.uk/getinvolved; email forwarded to Cllrs with email addresses
(6.3.13). (Noted)
(ii) IPC RESOLVED to consider the issues and report back as and if
appropriate. (Noted)
e) Email (dd 12.3.13) from Letting Officer of North Devon Homes reference” 2
Bed House at Kiln Close – Rental”: -
The Clerk said this had ben passed to Cllrs, ex Cllrs and Chairman of IPHC for
suitable circulation/consideration; he elaborated. A discussion ensued.
(Noted)
f) (i) Email (dd 26.2.13) from DALC reference “QPC Scheme Consultation”: -
(a) The Clerk said this advised IPC that in September 2012 the National
Stakeholder Group for the Quality Parish and Town Council Scheme had agreed to
review the Scheme with the aim of re-launching an updated standards scheme in
2013. Since then, the National Stakeholder Group have considered the scope and
content of the sector consultation which will inform the review, using the
focus group data on the future of the Scheme collected in 2011/12, and input
from sector stakeholders. An online survey was being drafted and would be
available in early March open to anyone with an interest in the Scheme to
respond. It is to be noted that because of the nature of an online survey they
will be seeking responses from individuals rather than from councils as
corporate bodies. The survey will be open for responses for approximately 3
weeks. A small number of brief structured telephone interviews will be carried
out to collect data to support the results of the survey. There will be an
opportunity to self-nominate for a structured interview in the online survey,
although due to timescales not everyone who self-nominates will be
interviewed. (Noted)
(b) The Clerk said the email had been copied to Cllrs for their information.
(Noted)
(ii) “Quality Parish Council Review – DALC Newsletter/Consultation”: -
(a) The Clerk then advised that as part of the sector consultation about the
future of the Quality Parish and Town Council Scheme (see item (f) (i) above),
DALC was asking IPC (individuals as opposed to council) to provide its views
about the Scheme by completing an online survey. (Noted)
(b) The Clerk told IPC he had completed the online survey and circulated the
email to Cllrs (past and present) who were familiar with the scheme to do
likewise. (Noted)
(c) A discussion ensued. (Noted)
g) “IPC’s Self Help Emergency Plan (SHEP) Consultation Update”: -
Cllr Renshaw reported that the response to date was not good and that he
anticipated reporting in more detail at the next meeting. (Action: Cllr
Renshaw)
(ii) Matters (see item 2202/10 (p)): -
a) Email (dd 25.2.13) from ND AONB/Biosphere reference “Biosphere Partnership
Papers”:-
Copied to Cllrs with email addresses
(iii) Matters to note (see item 2202/10 (p)): -
a) DALC etc. Matters (Various): - (i) Email (dd 21.1.13) reference “DALC
Training Courses – Spring” – copied to Cllrs; (ii) Email (dd 26.2.13)
reference “Quality Parish Council Scheme Consultation” - copied to Cllrs;
(iii) Email (dd 28.2.13) reference “Section 137 Limit – 2013/14”; (iv)
“Village Green - Issue 131 (Spring 2013)” – forwarded to Cllrs with email
addresses and (v) “DALC Newsletter – March 2013” - forwarded to Cllrs with
email addresses.
b) NDC Members Services Weekly Information Sheet for w/b 18.2.13, 25.2.13,
4.3.13, 12.3.13 and 18.3.13: -
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)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 15.2.13) from a parishioner reference “Blocked Drains and
Defective Give Way Sign Post/Kiln Close Lane”: -
Passed to Cllr Cann (DCC) and Cllrs Moores (NDC) for attention
g) Copy email (dd 16.2.13) from a parishioner to Cllr Moores (and Cllr Cann)
reference “Blocked Drain and Grot Spots”: -
Cllr Moores dealing
h) Email (dd 19.2.13) from Clerk to Cllr Cann (DCC) and IIB reference “Cherry
Tree - Anstey Way/Needs Trimming: -
Being attended to by Cllr Moores
i) Email (dd 19.2.13) from NDC reference “Agenda – NDC Meeting of 27.2.13”: -
Copied to Cllrs with email addresses
j) Email x2 (dd various) via a parishioner reference “Connecting Devon and
Somerset - Broadband : -
Events to publicise this will be held in North Devon in April; copied to Cllrs
with email addresses
k) Email (dd 22.2.13) from DCC reference “Public Access PC’s”: -
Clerk responded to the effect that none available in Instow.
l) Email (dd 26.2.13) from Chairperson of All Saints Community Centre
reference “Financial and Booking Report 2012”: -
Forwarded to Cllrs with email addresses
m) Email (dd 26.2.13) from Chairperson of All Saints Community Centre
reference “Annual Report 2012”: -
Forwarded to Cllrs with email addresses
n) Clerks and Councils Direct Magazine – March 2013 (Issue 86): -
Made available to Cllrs at the meeting
o) Email (dd 27.2.13) from Defra reference “A Call for Evidence – Alternative
Service Delivery in Rural Areas”: -
Passed to Chairman and Vice Chairman for attention
p) Email (dd various) from North Devon+ reference “North Devon e-news”:-
Forwarded to Cllrs with email addresses
q) Email (dd 4.3.13) from Clerk to Bishop Tawton PC reference “Public Funds”:
-
Forwarded to Cllrs with email addresses
(r) (i) Email (dd 6.3.13) from Parish Online reference “Introduction of PAF
Public Sector Licence to PSMA members”: -
Forwarded to Cllrs with email addresses
(ii) Email (dd 13.3.13) from Parish Online reference “Newsletter – March
2013”: –
Forwarded to Cllrs with email addresses
(s) Copy email (dd 28.2.13) from a parishioner to Chairman reference “Sand on
Pavement – Boathouse Bus Shelter”: -
Matter in hand with DCC and parish handyperson; parishioner advised.
(t) LCR Magazine – Spring 2013: -
Made available to Cllrs at the meeting
u) Email (dd 12.3.13) from a parishioner reference “Active Village
Coordinator”: -
Information provided as requested
v) Email (dd 13.3.13) from Public Sector Mapping Agreement” reference
“Newsletter – March 2013”: -
Forwarded to Cllrs with email addresses
w) Email (dd 11.3.13) from a student of Falmouth University reference “Filming
on Instow Beach”: -
Established this was to take place on part of the beach owned by DCE; enquirer
advised to contact DCE.
x) (i) Email (dd 8.3.13) from DCC reference “Temporary Traffic Order – Bridge
Lane, Instow”:-
States this is to take place between 22.4.13 and 24.4.13 for utility work to
take place - May Gurney; email forwarded to Cllrs with email addresses
(8.3.13) and editor of parish magazine.
(ii) Email (dd 14.3.13) reference “Temporary Traffic Order – Bridge Lane,
Instow”:-
States this closure (as at (x) (i) above) has been cancelled; email forwarded
to Cllrs with email addresses (8.3.13) and editor of parish magazine.
(y) Email (dd 15.3.13) from DCC reference “Community News Roundup - March
2013”: -
Forwarded to Cllrs with email addresses
2303/13 FINANCE
INCOME: -
Car Park Takings Period ending 25th February 2013 £ 542.15
Ditto Period ending 12th March 2013 £ 368.20
DCC P3 Grant – 2013/14 £ 510.00+ TOTAL : - £1,420.35
Key: -
+ Paid by BACS – approx. 5.3.13/figure is precisely as requested
2. EXPENDITURE: -
Mr B Keane Village Handyman £ 271.88=
Mr P Cook Repair of Punctured Tractor Tyre £ 87.60*
Instow PCC Hire of All Saints Community Centre (x3) £ 45.00+
OJ Williams Supply of Diesel for Tractor £ 718.26~
Mr R Jacob Clerk’s Remuneration £1,866.44@
Mr R Jacob Clerk’s Expenses £ 528.01”
Inland Revenue Re: R Jacob £ 466.01$
Mr G May Tractor Garage Rental (Jan – March 2013)) £ 115.80#
TOTAL: - £4,099.00
Key: -
= Includes x 6 additional handyperson hours = £54 (sand clearance from
pavement near Boathouse Bus Shelter (x5)/strimming KCL (x1)), 3 hrs. Seat
“activity” (£27) and purchase of bolts/chain for seats (£10.88)
* Receipt from Kirkham Tyres Ltd - £14.60 VAT recoverable.
+ For Drop-in Beach Cleaning/Dogs consultation (31.1.13 – 3 hours), new Clerk
interviews (18.2.13 – 4 hours) and Cllr Training (6.3.13 – 2 hours) = 9 hours
at £5 ph.
~ £119.71 VAT recoverable
@ Includes net sum of £583.05 (i.e. £466.84) i.e. additional car park hours
authorised vide 2215/15 (a).
“ Includes £105 printing of SHEP proforma and beach consultation papers
$ Includes tax payment (20%) on £583.05 (see @ above) i.e. £116.61 + tax
payment (20%) on gross salary - £1750 pq i.e. £350)
# £19.20 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 20.2.13 (Statement) = £ 1.15*
Lloyds Bank Business a/c no. 02350065 as 20.12.12 (Statement) = £20,337.65+
Key: -
* Accords to Clerk’s records.
+ According to Clerk’s records this is £21,585.45 as of date of meeting
NB: - IPC to note that £10,000 was invested (7.1.11) and re-invested (18.1.13
until 18.1.15) to a higher interest account within Lloyds TSB – see IPC
November 2010 and item 5 (e) hereafter)
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £4,099.00 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 advised IPC that he had nothing further to report since last
meeting. (Noted)
(ii) Small Business Rate Relief: -
The Clerk reported receipt of a Non-Domestic Rates Bill 2013/14 (dd 15.3.13)
for the Car Park namely, Charge £1,547.70, Relief £1,547.70 - Payable Nil.
(Noted)
(iii) Parking Charges 2013/4 (OSPO/Car Park Signs Amendments)etc.: -
a) The Clerk reported that the necessary amendment of the Car Park signs (i.e.
Season/Summer/Winter Ticket prices), prior to 1.4.13, were in hand; SW Signs
had been advised by the Clerk 14.3.13 and were dealing. (Noted)
b) The Clerk reported he was unable, as yet, to determine whether the car park
machine software could provide data as regards times when tickets were issued.
He said the car park maintenance operative was making enquires and was
currently on annual leave; he would chase it up. (Action: The Clerk)
c) The Clerk reported receipt of a telephone call (dd 14.3.13) from NDC
reference “Off Street Parking Order 2013”; he had been advised that the “OSPO
2013” had been approved in full, following consultation, with no objections
being received. (Noted)
(b) Tarka Trail Recreational Field – Lease between IPC and DCC (2012 onwards):
- The Clerk advised IPC that the draft lease was still in progress. (Noted)
(c) DCC TAP Fund: -
The Clerk confirmed that a bid had been submitted for the cost of “dog signs”
if and as/when required. Cllr Cann added that the TAP fund had now been closed
for the current financial year but it was hoped it would begin again in the
near future. (Noted)
(d) Handyperson’s Hours/Public Liability Insurance 2013-2104: - The Clerk
confirmed he had forwarded IPC’s handyperson a contract (dd 27.2.13) that had
been duly signed and returned by him; the contract had been drawn up by Cllr
Green. (Noted) (e) Email (dd 18.2.13) from Charity Commission reference
“Winter Edition of Charity Commissioners News – Edition 41”: - The Clerk said
he had forwarded this by email (dd 18.2.13) to Cllrs Green, Crombie Johns and
Moores (Cheque signatories and Trustees of Instow Recreation Ground Account)
and Mrs Mary Jane Scott (IPC’s IA)/Chairman. (Noted) (f) (i) Letter (dd 18th
February 2012) from HM Revenue and Customs reference “The Way you report PAYE
is changing. Are you ready?”: -
(a) The Clerk said this stated that from 6.4.13, PAYE is to be reported in
real time (RTI – real time information); he added that this letter had been
copied to Cllrs Moores and Green for their information. (Noted)
(b) Cllr Green said he had heard that this initiative had now been put back 6
months but that in any event IPC’s IA was willing to assist IPC by setting up
the relevant software for the Clerk Elect. (Action: Cllr Green) (ii) Letter
(February 2013) from HM Revenue and Customs reference “Important Information
for All Employers”: - The Clerk said this stated that Employers Annual Return
(P 14’s and P 35) for the tax year 2012/13 must be filed online and by the
19th May 2013 following the end of the tax year 2012-13. The Current Clerk
said he would action as necessary in liaison with IPC’s IA and together with
the Clerk elect. (Action: Clerk & Clerk Elect) (g) Tractor Tax Disc
Application – From 1st April 2013: -
(i) The Clerk advised IPC he had received the relevant paperwork from DVLA
(9.3.13) and by way of the internet (email dd 9.3.13 refers) had ordered the
tax disc. (Noted) (ii) The Clerk reported that the tax disc had since been
received and had been passed to Peter Cook (Beach Contractor). (Noted) (h)
Parish Seat Checks – Spring 2013: - The Clerk reported that these checks had
taken place on Tuesday 12th March 2013 by himself, the handyperson and the
Clerk Elect, Martyn Isaac; Cllrs were provided with a copy of the seat
inventory at the meeting. The Clerk confirmed that those seats requiring
attention (x2) would be actioned by the handyperson asap. (Noted)
2303/14 PLANNING
a) Email (dd 28.1.13) from NDC/TDC reference “Draft North Devon & Torridge
Local Plan - January 2013”: -
(i) The Clerk reminded IPC that this matter had been deferred from its last
meeting so that Cllrs could consider the plan with a response being required
by 5pm on the 15th March 2013. (Noted)
(ii) The Clerk reported receipt of a further email (dd 4.3.13) from NDC/TDC
reference “Draft North Devon & Torridge Local Plan - January 2013 – Reminder”.
(Noted)
(iii) The Clerk reported receipt of a further email from NDC (Community
Development Officer) reference “Draft North Devon & Torridge Local Plan -
January 2013/Rural Strategy Presentations – Civic Centre”; the Clerk advised
IPC that neither the Chairman nor himself had been able to attend. (Noted)
(iv) A discussion ensued at the conclusion of which it was RESOLVED to take no
further action until such time as the issue as at (iii) above had been
considered. (Noted)
b) Renovation of existing balcony with patio door, glazing and wrought
ironwork at The Boat House, Bridge Lane, Instow (Reference No 55160): -
(i) The Clerk reported receipt of an email (dd 25.2.13) from a neighbour of
the applicant together with a copy letter to NDC Planning regarding “privacy
and obscure glazing”; he said the email and letter had been forwarded to Cllrs
for their consideration and that IPC should note it had recommended APPROVAL
of this application at its February 2013 meeting. (Noted)
(ii) A discussion ensued at the conclusion of which it was RESOLVED to take no
further action. (Noted)
c) Email (dd 20.2.13) and copy letter from TDC Planning reference “New Babcock
Logo - 1/1016/2012/ADV”: -
The Clerk said this stated this application had been APPROVED and that said
email had been forwarded to Cllrs for their information. (Noted)
d) Copy email (dd 19.2.13) from Cllr Moores (NDC) to NDC Planning reference
“Enforcement – Instow Ward”: -
(i) The Clerk advised IPC that this referred to the Methodist Chapel,
Galsworthy House (listed wall), The Quay, Derelict Pumping/Gas Station, Mays
Field (Car Boot Signs), Chalet opposite picnic site (Tarka Trail) and Glyn
Cottage etc. (Noted)
(ii) The Clerk reported receipt of an email (dd 12.3.13) from a parishioner
reference “Methodist Chapel – Accommodation/Change of Use”; he said he had
acknowledged this and forwarded it to Cllr Moores (NDC). (Noted)
(iii) The Clerk said he had received a copy of a reminder email (dd 19.3.13)
from Cllr Moores (NDC) to NDC Planning in the light he had received no
response to his original email – see (i) above. (Noted)
(iv) Cllr Moores (NDC) said he would be chasing these issues up as a matter of
some urgency. (Action: Cllr Moores {NDC})
e) Email (dd 21.2.130 from NDC Planning reference “Lundy View – Planning
Reference No 55120” : -
The Clerk said this stated this application had been APPROVED with conditions
as listed; it had been copied to Cllrs with email addresses (Noted)
f) Email (dd 25.2.13) from NDC Planning reference “Retrospective application
for conversion of parts of garage to form one unit of holiday accommodation at
Ocean View, Millards Hill, Instow (Reference No 54708)”: -
(i) The Clerk said this stated this matter was to be considered by NDC’s
Planning Committee on Wednesday 6th March 2013 (10 am) - Civic Centre and
invited IPC to be present. (Noted)
(ii) The Clerk said that following a discussion with the Chairman it had been
decided there was no necessity for IPC to attend in view of the fact it had
originally recommended APPROVAL. (Noted)
(iii) IPC RESOLVED to ratify this decision. (Noted)
(g) Erection of summer room/conservatory at 12 Old Rectory Close, Instow
(Reference No 55281): -
(i) The Clerk reported receipt (23.2.13) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 14.3.13 or an extension to be applied for. (Noted)
(ii) The Clerk reported receipt of a letter (dd 18.2.13) from the applicant
reference “12 Old Rectory Close, Instow”; he said a copy had been forwarded
with papers as at (i) above for the information of IPC’s PSC. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk reported that IPC’s PSC had unanimously recommended that this
application be APPROVED; he had told NDC Planning (8.3.13). (Noted)
(iv) The Clerk reported receipt of an email (dd 20.3.13) and letter from NDC
Planning stating this application had been APPROVED with conditions as listed.
(Noted)
(h) Extension of time limit for implementation of planning permission 38931 –
Enclosure of first floor balcony at The Boathouse, Marine Parade, Instow
(Reference No 55303): -
(i) The Clerk reported receipt (7.3.13) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 18.3.13 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 said that in the light he had received no instructions from
IPC’s PSC he had requested an extension from NDC Planning (email dd 18.3.13)
until Friday 22nd March 2013. (Noted)
(iv) After a discussion, led by IPC’s PSC, IPC RESOLVED to recommend APPROVAL
of this application. (Action: The Clerk)
i) Email (dd 5.3.13) and attachments from NDC Planning reference “Residential
development of 277 dwellings 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 regarded amended access plans and road
safety audit at former Fremington Army Camp, Fremington (Reference No 53147) -
APPEAL:-
(i) The Clerk said this advised IPC that the original application, 53147, was
a composite application including an application for conservation area consent
to demolish some of the existing buildings on site and the Planning
Inspectorate had decided that the original application submitted by Fremington
Developments LLP only related to the application for planning permission to
develop the site and that a separate appeal form was required in respect of
the Conservation Area consent. This had now been submitted and allocated
Planning Inspectorate reference APP/X1118/E/13/2193749/NWF. NDC Planning had
forwarded all the representations made to it on the application to the
Planning Inspectorate and the appellant. These will be considered by the
Inspector when determining the appeal. If IPC wishes to make comments, or
modify/withdraw its previous representation it needs to be done by 2nd April
2013. (Noted)
(ii) After a discussion IPC RESOLVED to take no further action. (Noted)
j) IPC – Planning Visits/Code of Conduct: -
The Clerk said that in the light there were now a number of new Cllrs, he felt
it appropriate to circulate a copy of this document for their information.
(Noted)
2303/15 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Marine Parade – Road Surfacing: -
(i) Cllr Johns enquired how long the current “patching” work along this
stretch of road was to take. (Noted)
(ii) Cllr Cann (DCC) said as far as he was aware the patching work would
finish at the end of the week and that sometime later, during the summer, SW
Highway’s would return to do the top dressing. (Noted)
b) Clerk’s Retirement: -
(i) The Clerk said he would just like to say a few words as this would be his
last meeting before retiring at the end of the month after 12 ½ years as IPC’s
Clerk. He said that a quick calculation in his head indicated that this
meeting was approximately his 150th and that he had enjoyed almost every
minute of his tenure. The role had been rewarding, yet challenging and complex
at times, but that overall it had unquestionably been a pleasure, honour and
privilege to serve Instow and that he had made many friends as a consequence.
He said IPC should always remember that it had achieved, and not that long
ago, re-accredited, Quality Parish status, a most credible, notable and
meaningful achievement. He said this indicated it was operating in a
professional, effective, efficient and organised fashion and for this it
should be proud. He wished his successor, Martyn Isaac, every success for the
future, adding he would support him for as long as it took, and finally wished
IPC all the best for the future adding he would be following its progress with
much interest. (Noted)
(ii) The Chairman, Cllr Moores, said he wished to thank Roger on behalf of
Council for all he had done over the years adding that much of what IPC had
achieved during his time was very much down to his good office and commitment
to the role. He wished him well for the future. (Noted)
There being no other business the meeting was closed.
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