Present: - Councillors P Cook, N Crombie, C
Harper, M Green (Vice Chairman), B Moores, E Renshaw, B Thomas, S White
(Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC), Cllr B Moores (NDC) and 1 parishioner.
2110/1 PRAYER
The Clerk led the Council in prayer
2110/2 APOLOGIES
Cllr A Johns
.
2110/3 COUNCILLOR DECLARATION OF INTERESTS
• Item 2110/11 (5) (j) – “Grant Request – CAB”; Cllr Crombie declared a
personal interest and did not speak/vote. (Noted)
• Item 2110/11 (5) (e) – “Grass Cutting Contractor – D Budd”; Cllr Thomas
declared a personal interest and did not speak/vote (Noted)
• Item 2101/12 (a) – Planning/Springfield Reference No 52800); Cllr E Renshaw
declared a prejudicial interest and did not speak/vote. (Noted)
2110/4 POLICE REPORT
Cllr Hodgson apologised for his non-attendance of late due to a period of sick
leave; the Clerk welcomed him to the meeting on behalf of IPC and said he was
pleased to see him back at work. PC Hodgson then reported as follows: -
a) Crime: -
4 crimes had been reported in the parish since the last meeting, namely, Theft
– Non Specific (x 2), Criminal Damage to a Vehicle (x 1) and Theft from a
Motor Vehicle
(x 1). (Noted)
b) Other Matters: -
4 other incidents had been made the subject of an incident log since the last
meeting, namely, Anti Social Behaviour/Neighbourhood Dispute (x 1),
Transport/Road Related Offence – Drink Driving (x 1), Admin/Lost and Found (x
1) and Crime Related/Vehicle Crime (x 1) (Noted)
c) General: -
(i) Sand Dunes – Youths Drinking: -
PC Hodgson said there had been one incident of this during the recent warm
spell and that the youths had been dispersed. (Noted)
(ii) Speeding: -
(a) PC Hodgson said the police now possessed mobile static speed signs that
could be used in the area following consultation with their Casualty Reduction
Officer. (Noted)
(b) PC Hodgson spoke briefly about Speedwatch and advised IPC that this was
being managed by PCSO Meaker. (Noted)
d) Neighbourhood Policing: -
(i) Sgt Paul Jones (Manager - Neighbourhood Policing) introduced himself and
in doing so apologised for not having attended an IPC Meeting before despite
being in post for 2 years. He also apologised for the non attendance of the
police at IPC Meetings of late but explained it was primarily because of
drastic changes to the force structure brought about by the current
“recession”. He said that 200 police officers had already been shed by natural
wastage and that a further 500+ would be lost to Devon and Cornwall by 2015.
This was having a major effect on neighbourhood policing that was currently
under review. He confirmed that PC Hodgson, albeit Instow’s Neighbourhood Beat
Manager, would be used more and more in an operational sense but that he
should be able to attend IPC meetings, say every quarter. He also confirmed
that PCSO Jess Meaker’s patch still included Instow and that she should be
able to attend more regularly. (Noted)
(ii) The Clerk, in thanking Sgt Jones for his attendance and frank words said
that IPC fully understood the predicament of the local police but that on
occasions, in the past, not even an apology for non attendance or a written
report in their stead had been received. Sgt Jones and PC Hodgson agreed that
this was unacceptable and apologised.
The Clerk concluded by again thanking Sgt Jones for his attendance and added
that IPC had a lot of respect for PC Hodgson’s commitment to Instow and that
he had proved to be most helpful on many an occasion. (Noted)
2110/5 PARISHIONERS
There were no items raised by parishioners. (Noted)
2110/6 REPORT COUNTY COUNCILLOR R CANN
a) General: -
Cllr Cann spoke of the following matters, namely “DCC/NHS - Devon Carer’s
Support Service” (£1.3M investment into this initiative – Helpline Tel No
08456 434 435), “DCC - Tough Choices Consultation” (DCC Leader is launching a
new round of public consultations {£54.6M likely to have been saved this year
– projection of £40M for next year}; nearest meeting to be held at Park
Community School, Barnstaple at 6.30 pm on Monday 24th October 2011) and “Car
Parking Consultation Public Meeting – Instow” (6.30 pm on Thursday 27th
October 2011 – Instow Parish Hall). (Noted)
b) Waste Disposal – Landfill: -
In answer to a question from Cllr Moores, Cllr Cann said that all landfill
waste was weighed prior to tipping albeit that the current system of doing so
required tightening up; this he added, was very much in hand. (Noted)
c) Bathing Water Quality : -
Cllr Cann said the annual sampling of bathing water in North Devon (and the
inherent impact of certain beaches failing) was likely to have a significant
impact on North Devon as a whole both in economical and tourism terms. He said
he was pleased that IPC had decided not to apply to have its beach
de-designated as to have done so could have affected the ability to draw down
funding to seek solutions to the problem. (Noted)
2110/7 REPORT OF DISTRICT COUNCILLOR B MOORES
There was no report from Cllr Moores. (Noted)
2110/8 MINUTES
(i) It was RESOLVED that the September 2011 minutes of Instow Parish Council
be approved and signed with the exception of the following amendments: -
• Item 2109/7 – “Grot Spots”: -
To make it clear, in line 3, that it was the Planning Officer who felt that
the vast majority of the properties, as identified, did not have such an
impact on the amenities of the area so as to warrant any action…….” as opposed
to Cllr Moores. (Noted)
• Item 2109/9 (e) (iii) (a – c inc) – De-designation: -
The Clerk advised IPC he had omitted to make it clear that Cllr Johns had
abstained from voting on this matter. (Noted)
2110/9 MATTERS ARISING FROM THE MINUTES
a) Item 2109/4 (c ) (iii) – Police Non Attendance at Meetings: -
(i) The Clerk reported that he had communicated with Superintendent Kevin
Harris (email of 16.9.11 refers) and that he had been advised (email of
18.9.11 refers) that it was probable that the police may have to redesign the
liaison with parish councils in the North (as others have done) with quarterly
“grouped parish council” meetings as a partnership with the police to problem
solve any issues if there were any. The Clerk added that Supt Harris has
agreed to keep the Clerk updated with any progress on this front. (Noted)
b) Item 2109/5 (d) (ii) – Speedwatch: -
The Clerk reported that he had communicated with PCSO Meaker (email of 16.9.11
refers) and ascertained that the Speedwatch initiative in the parish was a new
initiative with the initial group still undergoing training. He added that it
may well be advertised in due course but it was envisaged that the current
volunteers would be trained to an acceptable standard first adding that
further information on Speedwatch could be found on the Devon and Cornwall
Constabulary website. (Noted)
c) Items 2109/9 (a) – Instow “Grot Spots” – S 215 Town and Country Planning
Act 1990: -
(i) The Clerk referred to an email (dd 19.9.11) from Cllr Harper (copied to
IPC’s Grot Spot Sub Group – Cllrs Moores and Johns) setting out his priorities
for immediate action. (Noted)
(ii) The Clerk reported receipt of a copy email (dd 6.10.11) from Cllr Moores
(NDC) to NDC Planning reference “Grot Spots – Instow/Recommendations”; he
elaborated as necessary. (Noted)
(iii) The Clerk reported receipt of an email (dd 11.10.11) from Cllr Harper to
IPC’s Grot Spot Sub Group referring to “Rose Cottage”; he said it stated that
this location could now be removed from the list as the guttering had been
repaired. (Noted)
(iv) Cllrs Moores (IPC/NDC) and Harper (IPC’s Grot Spot Sub Group) then
addressed Council; Cllr Moores said he had further liaised with NDC Planning
and was still awaiting feedback. Cllr Harper said he felt it was outrageous
that NDC Planning was taking so long to achieve any progress. (Noted)
(v) A discussion then ensued at the conclusion of which it was RESOLVED to
take direct action with those properties that it was deemed possible to do so;
Cllrs Harper, Moores to liaise with the Clerk. (Action: Cllrs Harper/Moores
and The Clerk)
(vi) Cllr Cann said this was justified criticism of NDC Planning that was
currently going through changes in its management structure. (Noted)
d) Item 2109/9 (d) – Management of Quay Car Park/Refurbishment of Toilets: -
(i) The Clerk advised IPC that following liaison with Cllr Cann and IPC’s Quay
Car Park/Toilet Sub Group (Cllrs White, Green and Moores) it was believed that
the current NDC’ Executive would support the agreement of the former
administration to transfer the freehold of the Quay Car Park (hopefully by
1.4.12) and pay IPC £72,000 to IPC on the basis that IPC agreed to pay an
annual fee to support NDC in the maintenance of the toilets situated thereon.
(Noted)
(ii) The Clerk said that Cllrs would undoubtedly recall that it was
anticipated, when the agreement was originally drawn up, that IPC would
“take-over” the toilets “lock, stock and barrel” albeit that this was not to
the liking of IPC. (Noted)
(iii) The Clerk added that NDC currently spent about £6,500 - £7,000 pa on
these toilets in maintenance costs, a figure that IPC would needed to have
found, annually, if it had decided to take them on. He added that NDC also
receives £2,100 pa (as per 2010/11) from IPC for the lease of the car park
(May –September) and also £1,560 pa (2010/11) from Instow Marine (October –
April) = total: £3,660 pa. (Noted)
(iv) The Clerk said that Cllr Cann believed that NDC would accept an annual
fee from IPC of £5,000 pa (plus VAT?; not believed so but probably
recoverable) towards the maintenance of the toilets adding that IPC would not,
of course, need to pay NDC the annual lease fee of £2,100 for the car park and
IPC would pick up the money for the use of the car park as a boat-park making
it only necessary to find an additional £1,340 pa for the toilets. The Clerk
said this shortfall could soon be made up by opening the car park an extra
month pa (say April each year) and putting up the cost of car parking as would
undoubtedly be the case. (Noted)
(v) The Clerk said it was believed that IPC would still be consulted on the
refurbishment of the toilets, as previously agreed, but would not be expected
to contribute towards the costs. (Noted)
(vi) The Clerk said it was also believed that this very generous offer was “on
the table” having taken into account IPC’s loss of previously “agreed” Charter
Toilets. (Noted)
(vii) The Clerk advised Council that its Sub Committee had agreed to the above
offer being acceptable in principle and recommended it to Council. (Noted)
(viii) The Clerk then referred to an email (dd 2.9.11) from Cllr Cann
reference “Quay Car Park – Boat Park Winter 2011/12”; this, he said, referred
to the impending winter let of the car park to Instow Marine that NDC was in
the throes of negotiating for the current autumn/winter period. After a
discussion it was RESOLVED that it would be really useful to know what period
this particular lease ran for bearing in mind it normally ran until the end of
April each year and that IPC may well decide it wished to open the car park on
the 1st April 2012. (Action: The Clerk)
(ix) The Clerk then referred to an email (dd 11.10.11) from NDC (Estates)
reference “Instow Car Park”; he said it requested to be advised as to the
exact area of the Quay Car Park that IPC wished to acquire. The Clerk told IPC
he had returned a map marked appropriately i.e. the whole area of the car park
except the access “road” to Marine Court Flats private garages and which also
doubled as access to NDC’s garages. (Noted)
(x) The Clerk then provided Cllrs with a copy of the map indicating the area
as at (ix) above. (Noted)
(xi) Cllr Cann then addressed Council; he said he felt it inappropriate to
“cherry pick” the most desirable parts of the car park and suggested that IPC
sought to acquire the whole area to include the forecourt of NDC’s garages and
up to the slope to the private garages at the rear. (Noted)
(xii) After a discussion IPC RESOLVED unanimously to agree to pay NDC £5,000
pa towards the up-keep of the toilets and to seek to acquire the car park in
its entirely as outlined as at (xi) above. (Noted)
(xiii) Cllr Moores said he agreed with Cllr Cann’s sentiments as at (xi)
above. (Noted)
(xiv) Cllr Cann said he noted IPC’s wishes and would report back to NDC.
(Action: Cllr Cann)
e) Item 2109/79 (e) – Revised Bathing Water Directives: -
(i) The Clerk confirmed that a copy of IPC’s “De-designation Report” and
appendices had been forwarded to Defra on 21.9.11; he provided a copy of the
letter to Cllrs with their agenda papers (5.10.11). (Noted)
(ii) The Clerk confirmed he had liaised with the EA (19.9.11) and advised it
that IPC had resolved not to apply for de-designation but would welcome a
proactive and hands-on partnership with the EA so as to deal with relevant
issues. (Noted)
(iii) The Clerk said this meeting has subsequently been agreed to (3.10.11)
and a that it had been arranged for 10.30am on Wednesday 19th October
(Commodore) with Cllrs White and Harper together with the Clerk to attend.
(Noted)
(iv) The Clerk then referred to an email (dd 20.9.11) from the EA reference
Bathing Water Update – 20th September 2011” – he said it had been copied to
Cllrs Green and Harper. The Clerk advised IPC that this record included tests
up to and including the 15th September with the result that Instow had, for
the season to date, achieved 15 pass guideline, 4 pass mandatory and one fail.
(Noted)
(v) The Clerk referred to an email (dd 26.9.11) from the EA reference “Bathing
Water Exceedance”; he said it had been copied to Cllrs Green and Harper – the
Clerk elaborated. (Noted)
(vi) The Clerk referred to an email (dd 29.9.11) from the EA reference Bathing
Water Update – 29th September 2011”; he said it had been copied to Cllrs Green
and Harper and that it confirmed Instow had a recorded fail as of 21.9.11 but
that the previously fail of 16.6.11 has been deleted for whatever reason.
(Noted)
(vii) The Clerk then referred to an email (dd11.10.11) from the EA reference
“Final Bathing Water Update for 2011”; he said it had been copied it to Cllrs
Green and Harper. (Noted)
(viii) The Clerk advised IPC that it would now appear that Instow has failed
overall; 15 pass guideline, 5 pass mandatory and 2 fails which equates to a
fail UK and fail EC. He did add, however, that he would first check with the
EA to verify Instow’s status for the 2011 as a whole. (Action: The Clerk)
(ix) A discussion ensued. (Noted)
f) Item 2109/9 (f) – Salt/Grit Bins/Community Clusters: -
(i) The Clerk advised IPC that, to date, 5 volunteers had put themselves
forward for this scheme but that it was hoped others might now come forward
with the winter weather being just around the corner. (Noted)
(ii) Cllr Cook confirmed that Mr G May (Barton Farm) had agreed to store the
salt/grit on his farm and assist in its distribution throughout the village on
a needs basis.(Noted)
(iii) The Clerk reported he had advised DCC as follows: -
• Cllr Peter Cook would be the contact person for IPC – telephone numbers
provided.
• Salt/Grit would be stored at Barton Farm, Instow.
• Salt would be used in and around the village under the supervision of local
snow wardens, all of whom would need training.
• The salt would be moved from Barton Farm to where it was needed by Mr May at
the direction of Cllr Cook.
(iv) A discussion ensued. (Noted)
g) Item 2109/10 (i) (b) – SHLAA/Instow: -
(i) The Clerk told IPC he had advised (email dd 21.9.11 refers) NDC (Planning
Policy) that, quote; “although IPC was supportive of the two brownfield sites
in Instow (The Sands and Mollands Garage) being developed (the sooner the
better as far as The Sands was concerned; it is an absolute eye-sore) but NOT
the triangular piece of ground adjacent to the Marine Camp (a greenfield
site). IPC believes that this greenfield site is important to the parish and
would very much hope, one day, that it becomes a recreational area”. (Noted)
(ii) The Clerk confirmed that Planning Policy had responded (email dd 21.9.11
refers) to the effect that, quote; “IPC’s comments are noted and a
recreational area on that site seems appropriate. The SHLAA is not promoting
any land but is assessing the potential suitability and availability of
possible sites to identify technical constraints. Many SHLAA sites across the
district are outside existing development boundaries, but they are assessed as
if the development boundary wasn't there. Future decisions on which sites
should be allocated will be for the district council members to decide in
consultation with local communities”. (Noted)
h) Item 2109/190 (i) d) – Atlantic Array: -
(i) The Clerk reminded Council that this matter had been deferred from the
previous meeting in order that Cllrs could report on their views as regards
this development having hopefully visited the local exhibitions in the area
since the last meeting.(Noted)
(ii) The Clerk then referred to an email (dd 7.10.11) from the Secretary of
TTEF reference “Atlantic Array”; he said it referred to a presentation to be
given at the TTEF meeting at Bideford Town Hall at 7 pm on Monday 17th
October. (Noted)
(iii) After a discussion IPC RESOLVED to defer this matter once again in order
that Cllrs could attend the presentation as at (ii) above. (Action: IPC Cllrs)
i) Item 2109/10 (i) (e) – DALC/CCD AGM 2011: -
The Clerk reported that due to personal reasons he had been unable to attend
this conference and could not, therefore, provide a report adding, however,
that one would no doubt follow in due course. (Noted)
2110/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Letter (dd 21.9.11) from Boundary Commission for England reference “The
2013 Review for Parliamentary Constituencies in England”: -
(i) The Clerk said this stated that their proposals were published on 13th
September and were now out for consultation until 5th December 2011. (Noted)
(ii) The Clerk reminded Cllrs he had provided them with a copy of the letter
with their agenda papers (5.10.11). (Noted)
(iii) A discussion ensued. (Noted)
b) NDC Weekly Information Sheet (w/c 23.9.11) reference “New Ways to Contact
Local Police”: -
(i) The Clerk said this stated that as of 19.9.11 communities across North and
West Devon were able to dial 101, a new national police non-emergency
telephone number; the current non-emergency telephone number 08452 777444
would be phased out. (Noted)
(ii) The Clerk reminded Cllrs he had provided them with a copy of the article
with their agenda papers (5.10.11). (Noted)
(iii) IPC RESOLVED to place a note in this regard in a forthcoming parish
magazine.
(Action: The Clerk)
c) Email (dd 3.10.11) from Instow Ferry Group reference “Application for
Leader 4 Funding – Season 2012/13”: -
(i) The Clerk said this stated that the ferry group were in the process of
applying for the above and that it would be hugely beneficial if they had a
letter of support from IPC. (Noted)
(ii) IPC RESOLVED to forward a suitable letter to the ferry group to indicate
its support for the initiative. (Action: The Clerk)
(iii) The Clerk reported receipt of an email (dd 5.10.11) from the Instow
Ferry Group reference “Appledore Ferry Needs Your Help – Nat West Community
Force Project (Grant)”; he said this invited supporters to visit the relevant
website (www.appledoreinstiwferry.com) and vote in support; the Clerk said he
had copied it to Cllrs with email addresses. (Noted)
d) Email (dd 9.10.11) from Clerk to Cllr Cann (DCC) and Moores (NDC) reference
“Sand on Highway – Marine Parade, Instow”: -
(i) The Clerk said this advised both that following the recent spell of very
high winds, blown sand was strewn across the pavement/highway along Marine
Parade and that it was becoming a danger to motorists and pedestrians. The
Clerk said he had added that in the light Instow no longer had a handyperson
could assistance be provided. (Noted)
(ii) The Clerk also advised IPC that he had enquired of Cllr Cann of the
current state of the “Sand (Dune) Management” programme that was with NDCCS.
(Noted)
(iii) Cllr Cann said that DCC had approved to fund the project in principle
but awaited a revision of the paper and an indication of on-going costs.
(Noted)
(iv) The Clerk advised IPC that he had emailed (dd 10.10.11) Cllr Moores (NDC)
and advised him that as NDC’s mechanical sweeper visited Instow every
Wednesday could he ensure it paid particular attention to the sand problem on
Wednesday 12th; (Noted)
(v) The Clerk added it had been necessary to lodge at least three complaints
this summer about the standard of service .this mechanised cleaner provided;
Cllr Cann said there were management issues that were being addressed. (Noted)
(vi) The Clerk reported receipt of as telephone call (11.10.11) from a
parishioner offering to pay for a digger to go on to the beach (in front of
the Commodore) and take back the sand from the wall to prevent further sand
being blown onto the highways and onto his property; the Clerk said he had
advised the parishioner to await the matter being discussed by IPC on
13.10.11. (Noted)
(vii) A discussion then ensued at the conclusion of which IPC RESOLVED not to
allow the parishioner (as at (v) above) to carry out his own sand removal from
the beach on the grounds that ownership of the sand adjacent to the wall was
in some doubt and that there could be some pubic liability insurance issues.
(Action: The Clerk)
(viii) It was further RESOLVED that IPC should endeavour to seek some
assistance from Atturm and to further liaise with the DCC’s Neighbourhood
Manager to see what he might be able to do. (Action: The Clerk)
e) Letter (dd 5.10.11) from the Devon and Cornwall Police Authority reference
“Engagement with Devon and Cornwall Police Authority”: -
(i) The Clerk said this referred to the introduction of more proactive
engagement activities to replace the old style Police Authority Liaison
Meetings; the letter, he said, referred to the changes in detail. (Noted)
(ii) The Clerk reminded Cllrs he had provided them with a copy of the letter
with their agenda papers (5.10.11) for their perusal (Noted)
(iii) A discussion ensued. (Noted)
f) Telephone call (dd 10.10.11) from the EA reference “Revetment Work – North
Devon Yacht Club”: -
The Clerk said this stated that it was necessary to carry out flood
alleviation work at this site to improve the current revetment (sloping wall).
He said this would commence mid October and because of tides take approx 2/3
months. (Noted)
g) Email (received 13.10.11) from Sports Relief 2012 Local Coordinator
reference “Sports Relief 2012”: -
(i) The Clerk said this invited IPC to help host one of the Sainsbury’s Sport
Relief Mile Events in March 2012; he elaborated. (Noted)
(ii) IPC RESOLVED not to offer its services but to place an entry in a
forthcoming parish magazine. (Action: The Clerk)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 3.10.11) from Secretary of TTEF reference “TTEF Meeting of 17th
October 2011 and Minutes of TTEF Meeting of 18th July 2011 and associated
papers”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs):
-
a) DALC etc Matters (Various): - (i) Email (dd 16.9.11) reference “Events
Invitation – Redeeming Our Communities”; (ii) Email (dd 19.9.11) reference
“LCR Surveys 2011”; (iii) Email (dd 21.9.11) reference “Egroup Query – Deter
Seagulls”; (iv) Email (dd 23.9.11) reference “Community Council for Devon –
Members Forum”; (v) Email (dd 23.9.11) reference “TIC Charges”; (vi) Email (dd
27.9.11) reference “CRC Young People Call for Evidence”; (vii) Email (dd
29.9.11) reference “SW Allotments Forum”; (viii) Email (dd 30.9.11) reference
“LCR Opinion Question”; (ix) Letter (dd Sept 2011) from SLCC reference
“Membership”; (x) Email (dd 4.10.11) reference “Volunteers Needed for DALC’s
New Website” – copied to Cllrs with email addresses; (xi) Email (dd 6.10.11)
reference “Blanchere Illuminations” and (xii) Email (dd 13.10.11) reference
“Localism Bill Update” – copied to Cllrs with email addresses.
b) NDDC Members Services Weekly Information Sheet for w/b 19.9.11, 26.9.11,
3.10.11 and 10.10.11
Copied to Cllrs with email addresses
c) Emails (dd 20.9.11, 27.9.11, 4.10.11 and 11.10.11) and attachment from NDC
Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Johns for the information of parishioners
d) Email (dd 16.9.11) from Clerk to Cllr Cann (DCC/NDC) reference “Instow –
Mechanical Road Sweeper”.
e) Email (dd 16.9.11) from DCC reference “DCC –Public Engagement Events”: -
Copied to Cllrs with email addresses
f) (i) Email (dd 18.9.11) from a Local Council Consultant reference “The
Localism Bill and Your Council”: -
Copied to Cllrs with email addresses
(ii) Email (dd 29.9.11) from a Local Council Consultant reference “Town/Parish
Council News Snippets”.
g) Email (dd 19.9.11) from Clerk to Cllr Cann (DCC) reference “Marine Parade
Drains/Weeds”: -
Matters in hand with SWH and Parish Lengthsman
h) Devon In Touch Monthly News Round-Up (September 2011): -
Copy to post office for information of parishioners
i) Copy email (dd 23.9.11) from Cllr Cann (DCC) to a parishioner reference
“Downs Road Clearance”.
j) (i) Minutes of NDC Standards Board Meeting of Wednesday 21st September 2011
at 7 pm and (ii) Agenda of NDC Standards Board Meeting of Wednesday 19th
October 2011 at 7 pm and Minutes of NDC Standards Board Meeting of Wednesday
21st September 2011 at 7 pm.
k) Email (dd 24.9.11) from an enquirer reference “Antique and Collectors
Fair”: -
Passed to Booking Officer of Instow Parish Hall Committee for attention;
confirmed done.
l) Agenda of NDC Meeting of Wednesday 28th September 2011 at 7 pm.
m) Senior Council for Devon – Everyone’s Tomorrow Magazine (Issue 12 – October
2011)
n) Emails x2 (dd 28.9.11 and 29.9.11) from Met Office and DCC Emergency
Planning Officer reference “Community Resilience Met Office Weather Survey”: -
Survey completed online by Chairman.
o) Telephone call (23.9.11) from a parishioner reference “Grass Bank near
Charter Toilets/Needs Cutting”: -
Matter in hand by grass contractor.
p) Telephone call (26.9.11) from a visitor reference “Dead Dog – Instow Beach
near Atturm Slipway”: -
Area searched by beach cleaner and dog not found; Clerk spoke to informant and
apparently NDC Dog Warden also searched area with no trace.
q) Junk Mail (Issue 7 - 2011)
r) Letter (dd 30.9.11) and attachments from Pageantmaster, The Queen’s Diamond
Jubilee Beacons (QDJB) reference “QDJB – 4th June 2012”.
s) Telephone call (6.10.11) from a parishioner reference “Charter Toilets –
Quay Car Park”: -
Clerk advised parishioner that this project had been shelved but that the
current toilets were to be refurbished.
t) Letter (received 10.10.11) from tk play reference “Playground Specialists”
Email (dd 11.10.112) from a parishioner reference “Anstey Way Footpath –
Between Millards Hill House and Valeridge”: -
Passed to DCC Highways Neighbourhood Manager and attention requested;
parishioner advised.
2110/11 FINANCE
1. INCOME: -
Car Park Takings Period ending 1st October 2011 £1,029.10+
NDC 50% Parish Grant 2011/12 £ 650.00
NDC 50% Parish Precept 2011/12 £4,374.00#
Lloyds TSB Interest Bus a/c - July/August/Sept 2011 £ 1.37
TOTAL : - £6,054.47
Key: -
+ Car Park Takings £138.40 down on 2010 not including weekly/season tickets
NB: - 2010 was a record year
# £162.87 deducted to cover DALC subscription 2011/12 – see item 2109/11(5)
(l)
2 EXPENDITURE: -
EDF Energy Car Park Machine £58.49
The British Legion Poppy Wreath £17.00
TOTAL: - £75.49
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 23.9.11 (Statement) = £1.74*
Lloyds Bank Business a/c no. 02350065 as @ 16.9.11 (Statement) = £11,431.51+
Key: -
* Accords to the Clerk’s records.
+ According to Clerk’s records this is £17,484.61 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: -
(a) IPC RESOLVED to transfer £75.00 from Lloyds Bank Business account number
02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as
at 2 (b) above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Mole Valley Farmers – IPC Account/September 2011: -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) “Marine Car Park, Instow – Charges 2012/13”: -
(i) The Clerk confirmed that IPC’s Cheque Signatories/Members of its FSC had
considered the car parking charges for 2012/13 and recommended as follows:-
• Up to 1 hour - £1
• Up to 3 hours - £2
• All Day - £4
(ii) After a discussion, IPC RESOLVED to adopt this recommendation; Clerk to
advise NDC Car Parks Dept. (Action: The Clerk)
(iii) The Clerk then referred to an email (dd 28.9.11) from NDC’s Car Park
Dept reference “Car Park Signs”; the Clerk said that apparently not all car
park signs within North Devon were currently legal and required amending.
(Noted)
(iv) The Clerk confirmed that as a consequence he had responded (email –
1.10.11) to NDC to the effect that appropriate assistance/guidance would be
appreciated and this has been agreed to. (Action: The Clerk)
(v) The Clerk then referred to a telephone call (12.10.11) from Metric
regarding “Car Parking Prices for 2012/13 – Computer Chip for New Machine”;
the Clerk said he had advised the caller that this would be provided as of
14.10.11 once IPC had decided upon the car parking charges.
(Action: The Clerk)
(c) IPC’s Finance Sub Committee Budget 2012/2013 Meeting: -
The Clerk reported that this meeting had been arranged for Monday 31st October
2011 (6.30 pm) so that the draft IPC budget 2012/2013 could be formulated for
consideration of IPC at its November meeting. He said Cllrs White, Green,
Crombie and Johns were available with Cllr Thomas to attend as a reserve
together with IPC’s IA, Mrs Mary Jane Scott. He said the relevant meeting
papers had been distributed at the meeting. (Noted)
(d) Appointment of Parish Handyman: -
(i) The Clerk reported that three candidates had been interviewed at The
Commodore Hotel on Friday 7th October and that the interviewing panel (Cllrs
White, Green and Crombie) had unanimously formulated a recommendation. (Noted)
(ii) The Clerk suggested that this matter be left to the end of the meeting
and that discussions took place in camera as per Standing Order 62 (Exclusion
of Press & Public). IPC RESOLVED to support this recommendation. (Noted)
(e) Grass Cutting Contract 2012-2015: -
(i) The Clerk reported that three candidates had been interviewed at The
Commodore Hotel on Friday 7th October and that the interviewing panel (Cllrs
White, Green and Crombie) had unanimously formulated a recommendation. (Noted)
(ii) The Clerk suggested that this matter be left to the end of the meeting
and that discussions take place in camera as per Standing Order 62 (Exclusion
of Press & Public). IPC RESOLVED to support this recommendation. (Noted)
*** Cllr Thomas declared a personal interest and did not speak/vote ***
(f) P3 Activity: -
(i) The Clerk advised IPC that the former handyperson was keen to retain this
role, which was, strimming of the footpaths and other footpath “furniture”
activities as necessary. He said this work had, in the past, been lumped
within the terms of reference for the handyperson and paid for out of the P3
annual grant from DCC. (Noted)
(ii) IPC RESOLVED to agree to this request. (Action: The Clerk)
(g) Internal Audit – July to September 2011: -
The Clerk reported that Cllr Crombie had carried out this internal audit on
12.10.11 and had found all to be in order; Cllr Crombie verified this to be
the case. (Noted)
(h) Bank Reconciliation – 1st July 2011 to 30th September 2011: -
The Clerk then circulated a copy of this to Cllrs; he said the figures had
been checked and confirmed by Cllr Crombie (12.10.11); Cllr Crombie verified
this to be the case. (Noted)
(i) Budget 2011/12 against Actual Income/Expenditure April to September 2011:
-
(i) The Clerk then circulated a copy of this to Cllrs and spoke to each item
as necessary; he said the figures had been checked by Cllr Crombie on
12.10.11. Cllr Crombie verified this to be the case. (Noted)
(j) Email (dd 28.9.11) from Torridge, North Devon, Mid Devon and Bude CAB
reference “Grant”: -
(i) The Clerk said this letter had been copied to Cllrs with their agenda
papers (5.10.11); he said it requested a grant. (Noted)
(ii) After a discussion IPC RESOLVED not to make a grant as said request did
not come within its criteria for grant giving. (Action: The Clerk)
*** Cllr Crombie declared a personal interest and di not speak/vote ***
(k) Email (dd 27.9.11) from DALC reference “Budget Proposal 2012/13 – Level of
Subscription”: -
(i) The Clerk explained that this was to be presented to the DALC AGM (8th
October) and that the subscription level for local council’s was recommended
to increase by 1%; he added that IPC’s was £162.87 in 2011/12 and should,
therefore, be £164.50. (Noted)
(l) Letter (dd 10.10.11) and attachments from DCC P3 Department reference “P3
Xmas Workshop and Annual P3 Survey”: -
The Clerk advised IPC that he would take the necessary action asap and that
the survey returns needed to be completed by 15th February 2012. (Action: The
Clerk)
2110/12 PLANNING
a) Erection of garage/workshop and demolition of existing garage/workshop at
Springfield, New Road, Instow (Reference No 52800): -
(i) The Clerk reported receipt (dd 16.9.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 5.10.11 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 IPC’s PSC had resolved to recommend APPROVAL
of this application but on the condition it was clearly agreed to be for
business/industrial use and not for domestic/residential purposes. (Noted)
(iv) The Clerk confirmed that NDC Planning had been notified (4.10.11).
(Noted)
(v) IPC RESOLVED to ratify the decision as at (iii) above. (Noted)
*** Cllr Renshaw declared a prejudicial interest and did not speak or vote ***
b) Letter (received 17.9.11) from NDCC Planning reference “Extension to
dwelling (amended plans) at Beehive Cottage, Worlington, Instow (Reference No
51216): -
(i) The Clerk said this stated that NDC Planning had GRANTED permission for
this application with conditions as listed. (Noted)
(ii) The Clerk said that a copy of the letter had been forwarded to Cllrs with
their agenda papers (5.10.11) for their information. (Noted)
c) Letter (dd 23.9.11) and booklet entitled “How to respond to planning
applications: an 8-step guide” from NALC: -
(i) The Clerk said he had forwarded a copy of this letter to Cllrs with their
agenda papers (5.10.11) for their information. (Noted)
(ii) After a discussion IPC RESOLVED to leave the booklet in the care of its
PSC and to circulate it amongst each committee on a needs basis. (Noted)
d) Email (dd 29.9.11) from NDC Planning reference “Chulmleigh Conservation
Area Character Appraisal”: -
The Clerk said this stated that this would be available for consultation and
comment between the following dates: Start date 29/09/11 09:00 and End date
11/11/11 23:50 and that further information could be found vide: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/chulmleigh_conservation_area/chulmleigh_conservation_area_character_appraisal
(Noted)
e) Email (dd 29.9.11) from NDC Planning reference “Burrington Conservation
Area Character Appraisal”: -
The Clerk said this stated that this would be available for consultation and
comment between the following dates: Start date29/09/11 09:00 and End date
11/11/11 23:50. Further information can be found vide: -
http://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/burrington_conservation_area/burrington_conservation_area_character_appraisal
(Noted)
f) Letter (dd 30.9.11) from Barnstaple Town Council reference “Planning
School”: -
The Clerk said this stated that said Planning School was fully booked and no
place could, therefore, be reserved for Cllr Harper as previously requested;
he said Cllr Harper had been advised. (Noted)
g) Letter (received 1.10.11) from NDC Planning reference “Extension to
dwelling together with insertion of 3 dormer windows (amended plans) at 11
Lane End Close, Instow (Reference No 52574): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
h) Erection of replacement log cabin to provide basic toilet and hand washing
facility at Top Garden, Millards Hill, Instow (Reference No 52881): -
(i) The Clerk reported receipt (dd 7.10.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 27.10.11 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, Council RESOLVED to recommend
APPROVAL of this application but on the proviso it was not used as separate
accommodation. (Action: The Clerk)
2110/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
Street Lights – Rectory Lane: -
Cllr Cook said that since the street lights in Rectory Lane had been turned
off at night petrol had been stolen from parked cars. Cllr Cann (DCC) said
that if he could be provided with confirmation that said theft(s) had been
reported to the police he would see what he could do. (Action: Cllr Cook &
Thomas)
2/110/14 STANDING ORDER 62 - EXCLUSION OF PRESS & PUBLIC
IPC RESOLVED that in view of the confidential nature of the business about to
be transacted, it was advisable in the public interest, that the press/public
be temporarily excluded and they were instructed to withdraw. (Noted)
2110/15 IPC – APPOINTMENT OF HANDYPERSON AND GRASS CUTTING CONTRACTOR (TENDER)
(i) Item 2110/11 (5) (d) - Handyperson: -
IPC discussed this matter and RESOLVED to appoint Mr Brian Keane of Bickington.
(Action: The Clerk)
(ii) Item 2110/11 (5) (e) - Grass Cutting Contractor (Tender): -
IPC discussed this matter and RESOLVED to award the grass cutting tender
(2012/13, 2013/14 and 2014/15) to Mr D Budd of Fremington. (Action: The Clerk)
*** Cllr Thomas declared a personal interest and did not speak/vote ***
(iii) Conclusion: -
Finally, IPC unanimously RESOLVED that the unsuccessful candidates for both
positions, Mr B Moores and Mr R Ludwell, should be sincerely thanked for
putting themselves forward for consideration especially as all candidates had
proven themselves to be suitable for the roles; it was noted that all
candidates had been subjected to a thorough and structured interview as part
of the selection process. (Action: The Clerk)
2110/16 OPEN COUNCIL
There being no other business the meeting was closed.
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