P
resent: - Councillor B Moores (Chairman)
Councillors M Champion, N Crombie, Mrs P. Hackett, A. Johns,
B. Harrison, E .Renshaw, W Vandersteen and Mr M Isaac (Clerk).
In Attendance: Councillor Biederman (DCC), and 2 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.
17 OPENING OF THE MEETING
The meeting was declared open by the Clerk.
18 APOLOGIES
Apologies were received from Councillor Green
19 APPOINTMENT OF CHAIRMAN 2013/14
RESOLVED that Councillor Moores be appointed Chairman of the Parish Council
until re-appointments are made in the next municipal year.
Councillor Moores took the declaration of office.
20 APPOINTMENT OF VICE CHAIRMAN 2013/14
RESOLVED that Councillor Green be appointed Vice Chairman of the Parish
Council until re-appointments are made in the next municipal year.
21 COUNCILLOR DECLARATION OF INTERESTS
There were no declarations of interest announced.
22 POLICE REPORT
In the absence of PCSO Meaker the Clerk read the following crime update from
PSCO Meaker:
Crime Report: -
For the period between Sunday 14th April 2013 – Thursday 16th May 2013 there
had been 5 reported crimes:
Theft from shop/stall; damage to garden gate; 2 cases of criminal damage to
vehicles and theft of heating fuel from a tank at the rear of Instow Church.
23 PARISHIONERS
The Clerk explained that there was 15 minutes set aside for this item with
parishioners being given precedence over members of the public.
a) Rectory Lane Closure
A parishioner asked how long Rectory Lane would be closed. Councillor Moores
stated that he would look into the matter.
b) Beach Cleaning
A Parishioner stated that the beach was not being cleaned upto the Cricket
Club and litter in front of the dunes and stream area was not being picked up.
It was also asked if the beach cleaner was keeping a daily log.
Councillor Moores stated that he would speak to the beach cleaner.
The Parishioner reported that a local person had secured a tenancy in the new
Housing Association development at Kiln Lane.
24 REPORT COUNTY COUNCILLOR F. BIEDERMAN
The Chairman congratulated Councillor Biederman on his election as the new
Devon County Councillor and welcomed him to his first meeting.
Councillor Biederman stated that he was looking forward to working with the
Parish Council.
25 REPORT OF DISTRICT COUNCILLOR B MOORES
There were no issues to report.
26 MINUTES
It was RESOLVED that the minutes of the meeting held on 18th April 2013 be
approved as a correct record and signed and signed by the Chairman.
27 MATTERS ARISING FROM THE MINUTES
a) Minute 11 (b) - Dogs on the Beach/Beach Cleaning Strategy 2013: -
(i) It was noted that a meeting was to be arranged with Andrew Millie next
week to seek clarification regarding dogs on the sand dunes and provision of a
sign.
(ii) It was noted that a response was awaited from NDC regarding the path
beyond the Cricket Club to the second beach and the dumping of dog mess.
(iii) Submission of Tenders. It was noted that 7 tenders had been received.
RESOLVED:
(A) that a working group be appointed to open the tenders and make a
recommendation to Council.
(B) that Councillors Moores, Johns and Renshaw be appointed to the working
group.
b) Beach Users Awareness Sign and Leaflet
Councillor Harrison produced two signs for Members consideration.
RESOLVED that the sign be in GREEN and picture a dog on a lead with the words:
When the beach is busy please keep dogs under control.
c) Minute 11 (c) - Flood Prevention – Boathouse Flood Defence Gates: -
It was noted that the Environment agency had been chased but there had been no
response to date
d) Minute 11 (d) - Lane End/Lane End Road: -
The name change was accepted but an explanation was sought from North Devon
Council.
e) Minute 11(f) - IPC’s Self Help Emergency Plan (SHEP) Update: -
Councillor Renshaw stated that more questionnaires had been received and that
a meeting had been arranged for the following day. He would update Council at
the next meeting.
Councillor Johns stated that in order to encourage more people to respond to
consultations the Council could look at enabling people to complete response
forms on line and also advertising consultations in the Parish magazine.
f) Dog Bins
Councillor Harrison stated that he had undertaken asurvey of the dog bins in
the Parish. He considered that 3 more bins were required.
It was agreed that the Clerk would seek to arrange for an officer from North
Devon Council to meet with Councillor Harrison on site to discuss dog bin
provision in the Parish.
g) Minute 11 (j) Consultation with Christie’s: -
Councillor Moores informed Council that he had made several attempts to
arrange a meeting with Christie Estate to discuss a joint approach to beach
management without success. It was agreed that a formal letter be sent to
Christie Estates requesting a meeting.
h) Minute 12 Annual Report
RESOLVED that the Annual Report as amended following the audit be adopted.
28 NORTH DEVON AND TORRIDGE LOCAL PLAN
The Council considered a draft response prepared by Councillor Green
(previously circulated).
RESOLVED that the response as prepared by Councillor Green be approved subject
to the following addition:
That the development boundary be amended to include the proposed development
sites identified in the SLAAR document.
29 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) The Council noted a letter from Barnstaple Town Council regarding an
Environment School on Saturday 22nd June 2013.
b) The Council noted a letter from Mrs Fulford Anstey Way. Thanking the Parish
Council for the provision of a hardstanding at the bus stop opposite All
Saints and seeking the provision of a shelter.
c) The Council noted an e mail from Mrs E. Fowler who organises the beach
clean surveys for the Marine Conservation Society. She would be undertaking
the beach clean survey in September. She was hoping to arrange the next beach
clean on Saturday 15th June and needed to work with the existing beach
cleaner.
d) The Council noted an e mail from Mark Richards of Smith Gore Planning
Agents for Christie Estates. He had offered to meet Councillors to discuss
sites that the Estate was exploring for potential development.
It was agreed to invite Mr Richards to meet with Councillors at 6.30 p.m.
prior to the next Council meeting on 20th June 2013.
e) The Council noted an e mail from Mrs Laura Wilson re Parking on Quay Lane.
It was agreed to forward the e mail to PCSO Meaker for attention.
30 FINANCE
1. INCOME: -
Parish Precept April Payment £4,457.50
Parish Grant Ditto £ 625.00
Grant Assistance Ditto £ 265.86
Car Park Takings Period ending 22nd April 2013 £ 630.00
Ditto Period ending 7th May 2013 £ 1167.50
TOTAL : - £ 7,145.86
2. EXPENDITURE: -
Mr. B Keane Village Handyman £ 153.00
Mr P Cook Beach Cleaning April/May 2013 £ 450.00
Archant SW Advert ND Gazette Beach Cleaning £ 99.00*
Local World Ltd Advert ND Journal Beach Cleaning £ 96.00**
NDC Recharge for Costs of Running Election 28.5 2013 £ 1,782.44
D Budd Grass Cut (No 2) £ 320.00
HMRC Employer NI R.Jacob £ 9.95
Murch Brothers Tractor Repairs £ 176.22+
BT Telephone Bill £ 193.67
Mr R Jacob Parish Clerk duties and expenses £ 325.26
HMRC Income Tax on above payment £ 74.94
Mr M. Green Printing One page flyer re consultation £ 41.00
AON Insurance policy Renewal £ 1,249.51
TOTAL: - £ 4,970.99
Key: -=
* £16.50 VAT recoverable
** £16.00 VAT Recoverable
+£29.37 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 2.5.13 (Statement) = £ 135.52*
Lloyds Bank Business a/c no. 02350065 as 2.5.13 (Statement) = £21,613.46+
Key: -
* According to Clerk’s records this is ££1.92 (x2 cheques for £16 (787) and
£117.60 (791) uncashed).
+ According to Clerk’s records this is £21,613.46 as at 2.5.13.
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: -
RESOLVED that £4,971.00 be transferred from Lloyds Bank Business account
number 02350065 to Lloyds Bank Treasurers account number 02348842 to cover
cheques as at 2 above
5. AUDIT
Letter from Audit Commission (AC) together with Annual Return for the Year
ended 31st March 2013 and associated papers: -
Clerk stated that the following action(s) is now necessary by IPC: -
(a) Annual Return 2012/13 (General): -
The Council noted that the Auditor had confirmed that nothing had arisen in
the course of her examination of the parish records which she considered
should be brought to the attention of Councillors.
(b) Audited Receipts and Payments Account 2012/13:-
(i) The Council noted that the Auditor had advised the Council to ratify the
original “Draft Receipts and Payments Account 2012/13 as amended”.
(ii) The Council noted that the “Bank Reconciliation January – March 2013” had
also been amended by the Auditor
(c) Annual Return (Specific) –
The Council noted that the Auditor had confirmed she had completed all the
relevant sections of the return and advised Councillors that, if they saw fit,
they should adopt the Return and that it should be completed and signed by the
Chairperson/Clerk (Responsible Financial Officer) as necessary.
RESOLVED that:
The Annual Return 2012/13, Receipt and Payments Account 2012/13 and Bank
reconciliation 2012/13 as amended and the Annual Governance Statement 2012/13
be APPROVED.
6. MISCELLANEOUS: -
(a) Future Use of Marine (Quay) Car Park following transfer of 99 year Lease
by NDC to IPC:-
Clerk advised that there was nothing further to report on lease since last
meeting. And that the lease was currently with North Devon Legal Department
(b) Tarka Trail Recreational Field – Lease between IPC and DCC (2012 onwards):
-
Clerk advised that the draft lease was still in progress.
(c) Grass Cutting Grant 2013/14: -
The Council noted that the order had been received from DCC regarding the
Highway Grass cutting 2013/14. An agreement was currently being prepared and
the payment to be received would be £2,407.20.
(d) Letter (dd 28.3.13) from AON reference “Local Insurance Renewal 2013/14: -
The Council noted that Councillor Crombie has met with the Clerk and agreed
that the Insurance policy renewal should be accepted.
The following had been clarified with the insurance company:
The Beach risk assessment is in order, that a weekly inspection should be in
place by a member of the Council to ensure that there are no obvious hazards
and recorded and remedial action taken immediately and recorded. It was
confirmed that the recording of hours does not have any bearing on the
insurance cover.
RESOLVED that the Insurance Policy with AON be renewed.
(e) Clerk Salary and Expenses Payments
RESOLVED that the Clerk’s salary and expenses be paid monthly
(f) Payroll
RESOLVED that North Devon Council be requested to run the payroll for Instow
Parish
Council at a cost of : Set-up fee of £25 +vat with a monthly charge of £6.43
+vat.
31 PLANNING
a) EXTENSION & ALTERATIONS TO DWELLING TOGETHER WITH
ALTERATIONS TO GARAGE & NEW SWIMMING POOL COVER BUILDING (AMENDED DESIGN TO
THAT APPROVED BY PLANNING PERMISSION 54840) AT GARDEN HOUSE NEW ROAD INSTOW
Noted that the Application had been refused.
b) 55622 RETROSPECTIVE APPLICATION TO VARY CONDITION 2 (APPROVED PLANS)
ATTACHED TO PLANNING PERMISSION 50588 TO REGULARISE THE DRAWINGS WITH AS BUILT
RECOMMENDED that the application be Approved.
32 MATTERS RAISED AT THE DISCRETION OF THE
CHAIRMAN
a) Grant Application Procedure
The Chairman stated that in order for the Parish Council to consider
applications for grant aid from organisations in the Parish the Council needed
to adopt a procedure and criteria for considering and determining such
applications.
It was agreed that the Clerk prepare a procedure and criteria for
consideration at a future meeting.
b) The Chairman reported that the group organising the Centenary Anniversary
1914 – 1918 War were looking for grant aid towards the cleaning and tidy up of
the War Memorial.
There being no other business the meeting was closed at 9.20 p.m.
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