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Present: - Councillors Cllrs P Cook, N Crombie, C Harper, M Green, A Johns
(Chairman), G May, M F Scott, S White and Mr R Jacob (Parish Clerk).
In Attendance: - 4 parishioners.
2611/1 PRAYER
The Clerk led the Council in prayer
2611/2 APOLOGIES
PCSO Tony Charles
2611/3 POLICE REPORT
a) Crime: -
In the absence of PCSO Charles, Constable Lucy Robinson (Forches NBM - Off
Duty) reported that four crimes had been reported in the parish since the last
meeting, three of a domestic nature and the other a theft of a wallet and
contents from an unattended motor vehicle. The Chairman, Cllr Johns, thanked
Constable Robinson for coming to the meeting whilst off duty; he complimented
her commitment and keenness. (Noted)
b) Missing Road Sign/Down Road: -
Cllr Green said that the “Down Road” signs had recently been removed and asked
whether anybody knew of the reason. IPC RESOLVED to have the Clerk contact the
authorities and ascertain the purpose. (Action: The Clerk)
2611/4 PARISHIONERS
a) Alleged Unauthorised Signs: -
(i) A parishioner expressed his displeasure that a number of alleged
unauthorised signs were still in situ around the parish despite being of the
impression that DCC and NDDC had taken appropriate action to have them
removed. He said it was unfair in his view that some alleged illegal signs had
been confiscated by the authorities but that others remained in situ and
apparently unchallenged. (Noted)
(ii) The Clerk and Vice Chairman, Cllr White, told the parishioner that the
parish council had reported the original complaints to the authorities, DCC
and NDDC, and that beyond that it had no powers or authority to take any
further action. It was RESOLVED by IPC that the parishioner should be directed
to contact DCC/NDDC himself either direct or through Cllr Cann (DCC/NDDC)
and/or Cllr Mrs L Brown (NDDC). The parishioner accepted this guidance.
(Noted)
*** Cllr Johns (Chairman) declared a pecuniary interest, left the room and did
not speak***
b) Illegal Parking – Marine Parade (Post Office): -
(i) A parishioner commented upon the number of motorists who parked their
vehicles on the pavement (seaward side) when visiting the post office and
questioned why the authorities weren’t taking any action. He added that this
behaviour caused regular traffic congestion and danger to other
motorists/pedestrians. (Noted)
(ii) The Vice Chairman, Cllr White, told the parishioner that the village
received very little cover by the police or traffic wardens; he explained the
reasons why. IPC RESOLVED to have this issue taken back to PCSO Charles, by
Constable Robinson, so that whatever action was possible might be put in
place.
(Action: Constable Robinson/PCSO Charles)
*** Cllr Johns (Chairman) declared a pecuniary interest, left the room and did
not speak***
c) Pinch Point Passing Bay – Boathouse to Charter Toilets/Sand Hills: -
A parishioner said he felt that one of the pinch points in this area ought to
be moved as its current position did not allow for motorists pulling in to it
to get full visibility up the road in the direction of Atturm. IPC RESOLVED to
have the Clerk pass this on to Cllr Cann for liaison with DCC. (Action: The
Clerk & Cllr Cann)
d) Post Office Sign – Lane End/Marine Parade: - A parishioner said that the
post office sign on Marine Parade, opposite its junction with Lane End, was
facing up Lane End as opposed to along Marine Parade in the direction of the
post office. IPC RESOLVED that the handyman should action this if at all
possible or the Clerk should advise the appropriate authority. (Action: The
Clerk)
2611/5 REPORT COUNTY COUNCILLOR R CANN
a) General: - In the absence of Cllr Cann the Clerk read out a report that had
been provided by Cllr Cann. It referred to issues of relevance to Instow
Traffic/Gateway Scheme (DCC will not fund a traffic scheme – no budget
available; Cllr Cann prepared to use most of his DCC fund allocation, up to a
maximum of £3,000; outline sketch/plans for village gateway/speed humps should
be available by the December meeting), Seven Brethren Recycling Centre (a
£190,000 improvement scheme has been given the go ahead), Stagecoach Bus
Service (have indicated they are prepared to revert back to the original
routes), Rollout of Twin Bin Refuse Collection Service (as and from 11.12.06 a
small refuse vehicle will be available to enable black and green bin
collection service on alterative weeks in areas where it has been unable to
cover hitherto – includes Rectory Lane, Bridge Lane, Huish, Lane End, Lane End
Road, Marine Parade and White House Close). (Noted)
b) Slee’s Corner – Road Markings: - The Clerk said that in response to the
concerns of a parishioner he had spoken to Cllr Cann who had, in turn, liaised
with DCC Local Services to see if this junction (Anstey Way/Marine Parade –
Signal Box end) could be improved. Some motorists are, apparently, approaching
the junction with Anstey Way, from the Marine Parade direction, and taking the
wrong lane (right hand lane – the incoming lane for motorists entering Marine
Parade from the Barnstaple direction along Anstey Way) in order to turn right
towards Bideford and there were serious concerns that an accident might occur.
Cllr Cann has agreed to report progress at the next meeting. (Action: Cllr
Cann)
2611/6 REPORT OF DISTRICT COUNCILLOR Mrs L BROWN
In the absence of Cllr Mrs L Brown there was no report. (Noted)
2611/7 MINUTES
It was RESOLVED that the October 2006 minutes of Instow Parish Council be
approved and signed. (Noted)
2611/8 MATTERS ARISING FROM THE MINUTES
a) Item 2610/5 (b) & 2610/8 (b) (ii) and (v) –Traffic Congestion/Speeding
Instow:-
(i) Cllr Cann provide IPC (by way of a report) with an update of the “village
gateway/speeding project” – see item 2611/5 (a). It was said that more detail
would be available by the December meeting. (Noted)
(ii) The Clerk reported receipt of 6 letters from parishioners (copied to
Cllrs with their agenda papers 9.11.06) objecting to the proposal that buses
be routed along Anstey Way and “away” from Marine Parade and 1 letter from a
parishioner (copied to Cllrs with their agenda papers) recommending a one way
system. (Noted)
(iii) The Clerk reported receipt (10.11.06) of two copy letters from a
parishioner reference “Routing of Service 315 to Exeter”. The Clerk appraised
IPC of contents and reminded them that this issue was being handled by Cllr
Cann. (Noted)
b) Item 2610/8 (c) - Charter Toilets/Quay Car Park: -
The Clerk said no report was available from Cllr Cann or Cllr Mrs L Brown. IPC
RESOLVED to take no further action at this stage other than to express its
concern that this issue was taking so long to resolve. (Noted)
c) Item 2610/8 (d) - Sandhills Ransom Strip/Questionnaire: -
The Clerk reported receipt (7.11.06) of NDDC’s synopsis of the questionnaires;
a copy had been passed to Cllrs with their agenda papers (8.11.06). (Noted)
(ii) IPC then discussed its future strategy; it was RESOLVED that the IPC
members of the Ransom Strip Steering Group (Chaired by Cllr Cann) would meet
up informally and bring their views back to IPC at the next meeting so that
Council’s representatives on the Steering Group could go to the next meeting,
hopefully before Xmas, speaking for Council en bloc and with a united front.
The Clerk was asked to advise Cllr Cann, Cllr Mrs L Brown and Brian Holme (NDDC).
(Action: The Clerk)
d) Item 2610/9 (i) (b) – House to House Collection (Clothes Aid): -
The Clerk advised IPC of the receipt of a letter (dd 31.10.06) from NDDC
reference IPC’s concerns in regard to this form of 12 month open-ended
collection and a copy letter (dd 27.10.06) that had been sent by NDDC to the
applicant setting out IPC’s concerns; it requested that dates of collections
within the parish be advised beforehand so that the fear of crime might be
allayed. (Noted)
e) Item 2610/9 (i) (e) – Register of Electors (Non Returns) 2006: -
The Clerk enquired of Cllrs whether they had any relevant information as
regards “non returnee” addresses in the parish. After discussion it was
RESOLVED that this was not an appropriate request in this day and age of data
protection/protection of information and that IPC would be taking no further
action. (Noted)
f) Item 2610/9 (i) (f) - Instow Water Quality Tests 2006/Publicity: -
(i) The Clerk advised IPC of the excellent publicity as published by the North
Devon Gazette (25th October 2006) and of the apparent reluctance of the North
Devon Journal to do so; he explained. (Noted)
(ii) The Clerk advised IPC of recent publicity in the Western Morning News
(9.11.06) – a copy was given to Cllrs; he said no mention had been made of the
blue flag status and the picture showed Appledore. It was RESOLVED that the
Clerk should speak to the WMN and indicate IPC’s displeasure. (Action: The
Clerk)
g) Item 2610/9 (i) (i) – Parish Carol Singing Event (10th December): -
The Clerk advised IPC that the Commodore, Parish Hall, PCC and Two Rivers Wind
Ensemble had been confirmed and that Instow’s WI had agreed to support IPC
with the refreshment provision on receipt of a grant from IPC (see Finance –
item 2611/10 (b) (x) (b) and (c)). A discussion then ensued as regards the
arrangements on the night i.e. collectors, support to WI, hosting of event
etc. (Noted)
2611/9 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Letter (dd 19.10.06) from NDDC reference “Local Democracy Campaign (LDC)
Competition”: -
The Clerk said this stated that as part of the LDC, NDDC had launched a
competition offering young people the chance to improve their community. The
Clerk reminded Cllrs he had copied the letter to them with their agenda papers
(8.11.06) and placed a copy of it, together with an expression of interest and
application form, in IPC’s folder at the post office. After a discussion it
was RESOLVED that no further action was necessary. (Noted)
b) Letter (dd 20.10.06) and attachment from NDDC reference “Review of Post
Offices”: -
(i) The Clerk said this stated that NDDC’s Overview and Scrutiny Committee was
currently in the process of carrying out a review of post offices as part of
its work programme; to assist the committee the views of parish councils were
sought. The Clerk reminded Cllrs he had forwarded a copy of said letter/scoping
paper to them with their agenda papers (8.1.06) – see items (ii) and (ii)
below. (Noted)
(ii) Letter (undated) and poster from Countryside Alliance (CA) reference
“Rural Services – Post Offices”: - The Clerk said this requested that IPC
consider placing the poster at prominent positions in the parish (done by
Clerk i.e. all IPC notice boards & copy of letter placed in parishioner folder
in post office) and consider writing to Jim Fitzpatrick MP (Minister
responsible for Post Offices) to let him know how important the post office is
to the community. The Clerk reminded Cllrs he had copied the letter to them
with their agenda papers (8.11.06). (Noted)
(iii) After deliberation IPC RESOLVED to support the action taken by the Clerk
and to write to Jim Fitzpatrick MP as recommended by the CC; to copy letter to
NDDC reference item (i) above. (Action: The Clerk)
*** Cllr Johns (Chairman) declared a pecuniary interest, left the room and did
not speak***
c) Email (dd 9.11.06) from DAPC reference “Postal Scam”: -
The Clerk outlined the details of this email that he also copied to Cllrs for
their information. IPC RESOLVED to make this matter the subject of an entry in
the parish magazine. (Action: Cllr Scott)
d) Letter (dd 8.11.06) from Don Pratt (Assistant Chief Executive (Legal and
Democratic -NDDC) reference “Members Interest” : -
The Clerk said this letter enclosed a newsletter regarding an issue on
members’ interest (particularly prejudicial interest) and had been forwarded
for the information of Cllrs. The Clerk provided a copy of the letter and
newsletter for Cllrs for their information. (Noted)
e) Letter (dd 13.11.06) from NDDC (Senior Planning Policy Officer) reference
“Draft Development Briefs for Anchorwood Bank and Queen Street/Bear Street and
Draft Best Practice Note on General Principles Relating to Developer
Contributions”: -
The Clerk provided Cllrs with a copy of the letter for their information; full
details are available on website www.northdevon.gov.uk/localplan or at
Planning Reception, Civic Centre, Barnstaple from 9th November as well as at
the Community Offices at Ilfracombe and South Molton; a six week consultation
period commenced on the 9th November and any comments should arrive at NDDC
Planning Policy Team by no later than 5 pm on Thursday 21st December 2006.
(Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 5.11.06) and attachments from Chairman of TTEF to IPC Cllrs etc
reference “TTEF Update 5th November 2006”: - This refers to “TTEF Newsletter
Update (5th November 2006)” and “North Devon Natural History Network 2006-7
Calendar”
b) Email (dd 5.11.06) and attachments from Chairman of TTEF to TTEF Members
etc reference “TTEF Update 5th November 2006”: - Ditto as at a) above.
c) Email (dd 10.11.06) from Secretary of TTEF reference “Minutes of October
Meeting of TTEF”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 20.10.06) reference “Tackling
Social Exclusion in Devon”; (ii) Email (dd 23.10.06) reference “Information
Request – Women in Local Government”; (iii) Email (dd 25.10.06) reference
“NALC Queens Speech 2006 Briefing Document”; (iv) Email (dd 26.10.06)
reference “Forum News – October 2006”; (v) Email (dd 26.10.06) reference
“Local Government White Paper - Strong and Prosperous Communities”; (vi) Email
(dd 26.10.06) reference “Local Government White Paper – Key Points”; (vii)
Letter (received 1.11.06) reference “Local Government White Paper”; (viii)
Email (dd 31.10.06) reference “The Coming Year in Parliament – Queens Speech
2006 Conference”; “Clerk/Councillor Short Course Pamphlets”; (ix) “DAPC
Newsletter November/December 2006”; (xi) Email (dd 1.11.06) reference “Quality
Councils – Shaping Communities Event 13th February 2007”; (xii) Email (dd
2.11.06) reference “Britain’s Best Allotment”; (xiii) Email (dd 1.11.06)
reference “Excess Soil in Cemetery”; (xiv) Email (dd 3.11.06) reference
“Burial Space”; (xv) Email (dd 6.11.06) reference “Climate Change Action Day
Flyer”; (xvi) Email (dd 9.11.06) reference “DCC Funding Information” – copy
placed at Parish Hall and (xvii) Email (dd 16.11.06) reference “Cemetery
Contracts”.
b) Letter (dd 20.10.06) from Vitreous Enamellers reference “Vitreous Enamel
Parish Council Signage”
c) Letter (dd 19th October 2006) reference “Home-Start North Devon”: - Poster
placed on parish council notice board at Post Office.
d) (i) Agenda of NDDC’s Standards Committee Meeting of Thursday 31st October
2006 at 7 pm and associated papers; (ii) Minutes of NDDC’s Standards Committee
of 25th October and 31st October 2006.
e) Letter (dd 17.10.06) from Taw and Torridge Caring reference “Publicity of
Service”: - Poster placed on notice board at Post Office/parish hall (together
with pamphlet) and writer provided with contact details for parish magazine in
order that this service can be promulgated throughout the parish by this
means.
f) Letter (undated) and pamphlet from Children’s Hospice South West reference
“Light Up A Life Xmas Services”
g) NDDC’s Members Services Weekly Information Sheets for w/c 20.10.06,
27.10.06, 3.11.06 and 10.11.06
h) The Playing Fields Association Newsletter (Autumn 2006)
i) Agenda for NDDC Barnstaple, Fremington and Instow Area Committee Meeting of
Wednesday 8th November 2006 at 7 pm and associated papers
j) Clerks and Councils Direct (November 2006 – Issue 48)
k) Email (dd 2.11.06) from The Local Channel reference “The Local Column
(November 2006)”
l) Email from parishioner reference “Boathouse Bus Shelter and Signs for
Toilets”: - Clerk organised the handyman to clean the bus shelter and liaised
with Cllr Cann reference signage for village toilets; parishioner thanked for
information and advised of action taken.
m) Email (dd 3.11.06) from DCC reference “Devon In Touch Monthly News Round-Up
(November 2006): - Copy to parishioners’ folder in post office.
n) Email (dd 2.11.06) from Chairman of Instow In Bloom reference “SW In Bloom
– Parish Details/IIB to represent SW in Village Category of Britain in Bloom
2007”: - Clerk responded as necessary.
o) Damage to Slates on Boathouse Bus Shelter – Reported to Clerk by Handyman:
- Handyman to replace broken/damaged slates asap; PCSO Charles told.
p) Junk Mail (Autumn 2006)
q) Annual Report 2005/6 of Royal Devon and Exeter NHS Foundation Trust
(including Summary of Financial Statements) together with RD and Express
Newsletter (Issue 8 November 2006) and details of Constituency Meetings.
r) Letter (dated November 2006) from Sutcliffe Play SW reference “Children’s
Playground Equipment”
s) Agenda and associated papers for meeting of NDDC on Wednesday 22nd November
2006 at 7 pm
2611/10 FINANCE
1. INCOME: -
NDDC Beach Cleaning Grant 2006 £1,800.00*
TOTAL: - £1,800.00
Key: -
* Paid by Bacs into Business a/c
2 EXPENDITURE: -
Mr. M Harris Village Handyman £ 170.00#
Instow/Westleigh Parish News Grant 2006 £ 500.00
Parish Hall Grant 2006 £ 400.00 Burial Ground Grant 2006 £ 800.00
Instow Website Grant 2006 £ 100.00
BT Parish Telephone 372408 £ 70.03*
TOTAL: - £2,040.03
Key: -
# £66 for P3 activity – strimming of footpaths 7, 16 and 5.
* Cost of calls £23.47, Line Rental £30.63, Phone Book entry £5.50 and VAT
£10.43.
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02350065 as @ 26.10.06 (Statement) = £546.79*
Lloyds Bank Business a/c no. 02348842 as @ 3.10.06 (Statement) = £20,923.09+
Key:
* According to Clerk’s records – 29p (3 cheques to the total value of £546.50
uncashed)
+ According to Clerks records - £22,786.09 as at date of meeting.
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £2,040.00 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) Beach Grant 2006: -
The Clerk confirmed that the sum of £1,800.00 had now been paid to IPC by NDDC
– see Item 1 above. (Noted)
(b) IPC’s FSC - Budget Meeting for Financial Year 2006/7: -
The Clerk reported that this meeting had taken place on Monday 30th October
2006 and that a copy of the “unapproved” draft minutes had been circulated to
Cllrs with their agenda papers. The Clerk continued to report as follows: -
(i) Minutes of IPC’s FSC Meeting of 30th October 2006: -
IPC’s FSC Cllrs present, and who had attended the meeting, RESOLVED to verify
the minutes – Cllr Johns (Chairman) signed them as a true record. (Noted)
(ii) IPC’s Financial/Risk Assessment Regulations: -
The Clerk reported that IPC’s Financial/Risk Assessment Regulations had last
been updated/re-affirmed by Council at its meeting of the 17th November 2005
and that he recommended they remain as written with no amendment/additions.
The Clerk added that IPC’s FSC had resolved to recommend this proposal; a copy
was tabled for the information of Cllrs. Following discussion IPC RESOLVED to
adopt this recommendation. (Noted)
(iii) IPC’s Beach Risk Assessment Policy: -
(a) The Clerk reminded IPC that this policy (that had been accepted by its
insurers, the Allianz Cornhill) had last been updated/re-affirmed by Council
at its meeting of the 17th November 2005 and that he recommended it remain as
written with no amendment/additions. The Clerk added that IPC’s FSC had
resolved to recommend this proposal; a copy tabled for the information of
Cllrs. Following discussion IPC RESOLVED to adopt this recommendation. (Noted)
(b) IPC Beach Lease - Crown Commissioners (CC): -
(i) The Clerk reported that in the light the lease was to expire in 2009 IPC’s
FSC had discussed the merits of negotiating, or otherwise, with the CC to
retain the lease and that after deliberation IPC’s FSC had resolved to
recommend to IPC that it should seek to “open discussions” with the CC as
regards the lease, post 2009, on the grounds the beach was a “significant”
asset to Council and Parish as a whole and that the Clerk should communicate
this aspiration to the Crown Commissioners asap. Following discussion, lead
primarily by Cllr Crombie, IPC RESOLVED to adopt this recommendation. (Action:
The Clerk)
(iv) Parish Seats Maintenance Policy: -
The Clerk reminded IPC of the principles of the policy (that had been accepted
by its insurers, the Allianz Cornhill) and recommend it remain as written
adding that IPC’s FSC had resolved to recommend this proposal. Following
discussion IPC RESOLVED to adopt this recommendation. (Noted)
(v) Other Risks: -
(i) The Clerk reported that no other relevant risk(s) had been
identified/considered by IPC’s FSC. Following discussion it was RESOLVED that
IPC should, at all times, consider its overall liabilities and bring them to
the table for debate as and when necessary. (Noted)
(ii) Cllr Crombie raised the issue of insurance implications as regards the
use of the car park during the period when a lease is held by IPC – i.e. May
to September inclusive annually. It was RESOLVED the Clerk should liaise with
NDDC’s Car Park’s Manager and enquire as to what cover was applicable.
(Action: The Clerk)
(vi) Annual Insurance Review: -
The Clerk reported that Cllrs’ Crombie and Scott, together with him, had
reviewed IPC’s Public Liability Insurance cover on renewal (May 2006) and that
IPC’s FSC recommended that a similar process be adopted in 2007. Following
discussion IPC RESOLVED to adopt this recommendation. (Noted)
(vii) Car Park Charges 2007: -
The Clerk advised IPC that IPC’s FSC had resolved to recommend to Council that
these be left the same as for the current year i.e. £1 for 2 hours, £3 all day
(24 hours), £80 for a season ticket & £12 for a weekly ticket. Following
discussion IPC RESOLVED to adopt this recommendation. (Noted) (viii) Parish
Handyman/Beach Cleaner 2007/8 – Terms of Reference and Contract and Hourly
Rate: -
(a) The Clerk reminded IPC that the terms of reference for the parish handyman
had been re-affirmed by IPC on the 17th November 2005 and, in his view, did
not require amendment adding that IPC’s FSC had resolved to recommend this
proposal. Following discussion IPC RESOLVED to adopt this recommendation.
(Action: The Clerk)
(b) The Clerk reported that the terms of agreement for the beach cleaner (in
the light he became self employed in 2006) had been drawn up and approved at
the March 2006 meeting of IPC and it needed review for 2007. The Clerk added
that after discussion IPC’s FSC had resolved to recommend it remain as written
for the current 2006 season, subject to calendar/payment alterations etc.
Following discussion IPC RESOLVED to adopt this recommendation. (Action: The
Clerk)
(c) The Clerk stated that after discussion IPC’s FSC had resolved to recommend
to IPC that the Handyman’s hourly rate (2007/8) be increased from £6.50 to £7
per hour and the beach cleaner’s hourly rate (2007/8) should be increased from
5.50 ph to £6 ph. Following discussion IPC RESOLVED to adopt this
recommendation. (Action: The Clerk)
*** Cllr Cook declared a pecuniary interest in this item, left the room and
did not speak***
(ix) Tractor Service 2006/7: -
(a) The Clerk reported he had received a written “estimate” from Peter Cook,
to carry out the annual service of the tractor; it was £132 (24 hours labour
at £5.50 ph) plus parts and oil (including “specialist” oil top ups (£30) –
the Clerk explained) - with receipts. The Clerk added that IPC’s FSC had
resolved to recommend this estimate be accepted. Following discussion IPC
RESOLVED to adopt this suggestion.(Action: The Clerk) (b) The Clerk advised
IPC he had written to Major Slack OC – 11 ATT Squadron RM (Instow)(Atturm)(27.10.06)
reference IPC’s tractor scrape refurbishment, updating IPC as to the reason
for the letter and its progress. (Noted) *** Cllr Cook declared a pecuniary
interest in this item, left the room and did not speak***
(x) Xmas Charity Nominee 2006/7: -
(a) The Clerk reported that IPC’s FSC had resolved to recommend to IPC that
the collection from the Carol Singing event (10th December 2006) be paid
equally to The North Devon Hospice, Children’s Hospice (South West), the
Appledore Branch of the RNLI and Northam Lodge. The Clerk added it was further
resolved to recommend to IPC that IPC match fund the collection on the night
to a maximum of £100. Following discussion IPC RESOLVED to adopt this
recommendation. (Action: The Clerk)
(b) The Clerk advised IPC that a discussion had ensued at the FSC Meeting as
to the manner in which the refreshments for the charitable carol singing event
might be funded. He said he had advised IPC’s FSC that he had been reliably
informed by the Secretary of the DAPC that it would be in order for IPC to
provide a grant to a local “bone fide” organisation who agreed to organise and
pay (non profit making) for the refreshments on the grounds it was “for the
encouragement of the arts and entertainment within the parish” and was a
“community Christmas charitable event”. The Clerk reported that on the basis
of this recommendation IPC’s FSC had resolved to recommend this proposal to
IPC subject to a “bone fide” local organisation agreeing to work with IPC.
Following discussion IPC RESOLVED to adopt this recommendation. (Action: The
Clerk)
(c) The Clerk advised IPC that Instow’s Woman’s Institute had agreed to
support IPC with the Xmas Carol Service and were prepared to arrange the
refreshments as at (b) immediately above. Following discussion IPC RESOLVED to
accept this offer and to set aside a sum of up to £100 to cover the cost of
the refreshments. (Action: The Clerk)
(xi) Internal Auditors Fee 2006/7: -
The Clerk informed IPC he had advised IPC’s FSC that Mr G Day (IPC’s IA) was
not seeking recompense for his internal auditor activity for the current year
2006/7 and that on the basis of this IPC’s FSC, having personally thanked Mr
Day, had resolved to recommend to IPC that an official vote of thanks be
tabled to Mr Day for his commitment and public spiritedness to the parish.
Following discussion IPC RESOLVED to adopt this recommendation and the Clerk
was asked to convey IPC thanks and gratitude to Mr Day in a suitable manner. .
(Action: The Clerk)
(xii) Staff Salary/Bonus 2006/7: -
(a) Cllr Johns (Chairman) reported that after discussion (and in the absence
of the Clerk) IPC’s FSC had resolved to recommend to IPC that the Clerk be
paid the sum of £200 (as a bonus) to reimburse him for additional work
performed by him throughout the year and which was beyond his general terms of
reference. Following discussion IPC RESOLVED to adopt this recommendation.
(Action: The Clerk)
***The Clerk was absent during the discussion as at (a) above ***
(b) Cllr Johns (Chairman) further reported it was also resolved by IPC’s FSC
to recommend to IPC that the Handyman and Beach Cleaner be paid the sum of £50
each (as a bonus) to reimburse them for additional work performed throughout
the year and which was beyond their general terms of reference. Following
discussion IPC RESOLVED to adopt this recommendation. (Action: The Clerk)
(xiii) Clerk’s Salary/Expenses 2007/8: -
(a) The Chairman, Cllr Johns, advised IPC that (in the absence of the Clerk)
IPC’s FSC had noted that the Clerk had kept records that indicated he worked
on average 12 hours per week throughout the year making his hourly rate (on
current salary) at approximately £6.40; from reliable enquiries made of the
DAPC (and NALC) it had been ascertained that for the Clerk’s particular
experience, workload/responsibility (and the fact IPC was a Quality Council)
his hourly rate should be somewhere in the region of £8.39 to £9.59 (minimum
rate for non Quality Parish Council - £7.84). The Chairman added that after
deliberation IPC’s FSC had resolved to recommend to IPC that the Clerk’s
salary be raised from £4,000 to £4,600 (£7.37 ph). Following discussion IPC
RESOLVED to adopt this recommendation. (Action: The Clerk)
(b) The Chairman added it was further resolved by IPC’s FSC that the Clerk’s
expenses should remain the same as for the current year – i.e. £1,465).
Following discussion IPC RESOLVED to adopt this recommendation. (Action: The
Clerk)
***The Clerk was absent during the discussions as at (a) and (b) above ***
(xiv) IPC – Use of Reserves: -
The Clerk reported that following discussion it had been agreed by IPC’s FSC
that to avoid possible criticism by the Audit Commission at the time of the
annual audit 2007 for holding “excessive reserves” it should be noted, and
duly minuted, that together with possible plans to utilise some of IPC’s
reserves towards “community facilities” at the intended new Instow School (*)
it should also consider earmarking monies for the successful “Ransom Strip”
project(s) and match fund a possible DCC road safety project in the village to
reduce the danger of speeding motorists and traffic congestion (See Item
2611/5 (a) and 2611/8 (i)). Following discussion IPC RESOLVED to adopt this
recommendation. (Noted)
*** Cllr Crombie declared a personal interest on this issue as a School
Governor***
(xv) Draft Budget 2007-2008: -
The Clerk reported that following the above discussions, IPC’s FSC had drawn
up a draft Budget (copy previously forwarded to Cllrs with their agenda
papers) and it was now for IPC to approve it in its entirety, or otherwise.
The Clerk added that IPC should note that the draft budget accounted for a
small surplus (£12) and that the precept recommendation was only a £200
increase on the current year that had remained static for two previous
consecutive financial years. The Clerk ran through the draft budget, item by
item, answered queries as necessary at the conclusion of which IPC RESOLVED to
adopt it as recommended by IPC’s FSC. (Noted)
c) Letter/Form (dd 7.11.06) from NDDC reference “Parish Council Expenditure
2007/8”: -
The Clerk reported that now that IPC’s Budget 2007/8 had been agreed he could
complete this form and forward it to NDDC prior to the deadline of 15th
December 2006. He advised IPC of the details i.e. NDDC Grant: - Instow had 671
parishioners (according to current electoral roll) x £2 per head of population
= £1342 made up of Burial Ground (£823), Parish Hall (£400 – maximum payment)
and “Parks and Open Spaces” (£119) – Total £1342. IPC noted the figures and
RESOLVED to support the action as proposed by the Clerk. (Action: The Clerk)
d) DCC P3 Footpath Inspection 2005/P3 Claim for 2007:-
(i) The Clerk reported that the necessary forms had been received and he would
attend to them as necessary asap. (Noted)
(ii) The Clerk reported that he and the parish handyman were to attend a P3
Xmas Workshop at Merton on 29th November; he would provide a report at IPC’s
next meeting. (Noted)
e) Email (dd 3.11.06) from Church Warden Instow Church reference “Graveyard
Upkeep – Agreement between IPC and PCC”?: -
The Clerk outlined the content of the email and said he was not aware of any
official agreement between IPC and the PCC other than the annual grant from
IPC towards the upkeep of the graveyard which it was assumed was voluntary.
The Clerk said he had researched this matter with former colleagues who
supported his assumption. IPC was unable to add to this assumption and it was
RESOLVED to reply to the PCC accordingly. (Action: The Clerk) f) Email (dd
4.9.06) from DAPC reference “Vat – Car Park Charges”: -
The Clerk updated IPC as to progress i.e. the outcome of the Isle of Wight
Council’s appeal against the judgement of the High Court Tribunal in favour of
HMR and C was still awaited; the hearing is to be held on 27th – 30th November
2006. (Noted)
g) Parish Seat Inventory/Inspection – November 2006: -
The Clerk reported that this was carried out by Cllr Crombie (Risk Assessment
Cllr), Parish handyman and himself on 15.11.06 and that all seats were found
to be in good order apart from three that required screws (x4) to strengthen
them – the handyman to deal soonest; a copy of the inspection report was given
to Cllrs for their information. It was stressed by Cllr Crombie that this was
a maintenance inspection and that a further one would be carried out in the
spring when painting etc would be considered. (Noted)
(h) Xmas Grass Cut and Beach Clean 2006: -
The Clerk said that a pre Xmas grass cut would be done (weather conditions
dependant - it was included in the budget 2006/7) by the parish handyman and
that the beach would receive a clean up as per the current agreement between
the beach cleaner and IPC. (Noted)
i) Letter (dd 911.06) from NDDC’s Transportation and Market Manager reference
“Car Park Charges 2007 (see item (b) (vii) above): -
The Clerk said this information was needed by NDDC by 14.12.06 and that he
would pass on the necessary detail asap. (Action: The Clerk)
2611/11 PLANNING
a) Demolition of existing garage and erection of a new garage/workshop/double
car port with storage over at Loventor, Kiln Close Lane, Instow (Reference No
43169): - (i) The Clerk reported receipt (21.10.06) of this application and of
having passed it immediately to the Vice Chairman for the attention of IPC’s
PSC; for response by 9th November or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk reported that IPC’s PSC (*) had resolved to recommend approval
of this application and that NDDC Planning had been advised (6.11.06). (Noted)
(iv) IPC RESOLVED (*) to ratify this decision. (Noted)
*** Cllr Johns (Chairman) declared a pecuniary interest and did not
participate in this process***
b) Extension to provide 6 units of accommodation (additional information) at
The Meadows, Anstey Way, Instow (Reference No 42629): - (i) The Clerk reported
receipt (27.10.06) of this application and of having passed it immediately to
the Vice Chairman for the attention of IPC’s PSC; for response by 15th
November or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that details of the application had been placed on
the Instow website for the information of parishioners. (Noted)
(iii) The Clerk advised IPC he had spoken to the relevant NDDC Planning
Officer (13.11.06) and had obtained an extension until the 17th November 2006.
(Noted)
(iv) After discussion, lead by IPC’s PSC, IPC RESOLVED to recommend approval
of this application on the same terms as decided at its meeting of 21.9.06 and
which had been previously been forwarded to NDDC. It was further RESOLVED,
however, that IPC should seek an assurance that all previously approved
schemes have either lapsed/been withdrawn as its recommendation to approve
this scheme (reference number 42629) is conditional on this assumption.
(Action: The Clerk)
c) Letter from NDDC Planning reference “Erection of balcony at 1 South View,
Marine Parade, Instow (Reference No 42860): - The Clerk said this stated that
NDDC Planning had GRANTED planning permission for this application with
conditions as listed; copied to Cllrs for their information. (Noted)
d) Letter from NDDC Planning reference “Raising of roof to form loft extension
to provide additional accommodation at 2 Old Rectory Close, Instow (Reference
No 42861): - The Clerk said this stated that NDDC Planning had REFUSED
planning permission for this application for reasons as stated; copied to
Cllrs for their information. (Noted)
*** Cllr White (Vice Chairman) declared an interest and did not speak***
e) Listed building application for alterations and renovations at The old
Rectory, Quay Lane, Instow (Reference No 43233): - (i) The Clerk reported
receipt (4.11.06) of this application and of having passed it immediately to
the Vice Chairman for the attention of IPC’s PSC; for response by 23rd
November or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that the details of the application had been placed
on the Instow website for the information of parishioners. (Noted)
(iii) After deliberation, lead by IPC’s PSC, IPC RESOLVED to recommend
approval of this application. (Action: The Clerk)
f) Letter from NDDC reference “Listed building application for erection of
conservatory, repositioning of rear door and porch and conversion of existing
rear door to window at Cobbles (2 Quay Cottages), Bridge Lane, Instow
(Reference No 42376): - The Clerk said this stated that NDDC Planning had
GRANTED planning permission for this application with conditions as listed;
copied to Cllrs for their information. (Noted)
*** Cllr Johns (Chairman) declared an interest and did not speak***
2611/12 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Worlington Hill Passing Place: - Cllr May reported that the passing place
at this location was a mess; the drain was blocked and the lay-by itself was a
disgrace. IPC RESOLVED to have the Clerk report this to DCC Local Services for
urgent attention. (Action: The Clerk)
b) Charter Toilets – Damage (See item 2610/9 (iii)(l) : - Cllr Harper reported
that previous damage and graffiti at this location had still not been dealt
with. IPC RESOLVED to bring this to the attention of Cllr Cann (NDDC
Environment) and ask him to take it up with NDDC as a matter of some urgency.
(Action: The Clerk & Cllr Cann)
c) Chemical and/or Oil Spillage/Instow Beach: - Cllr Harper asked who would be
liable for the costs of any beach clean up should an oil/chemical spillage
reach Instow sands. IPC RESOLVED to have the Clerk contact Cllr Cann (NDDC
Environment) and request him to find out. (Action: The Clerk & Cllr Cann)
d) Moored Tanker – Oil Jetty: - Cllr Cook enquired if anybody knew how long
the moored tanker was likely to remain in situ. IPC RESOLVED to have the Clerk
contact the appropriate authority and find out. (Action: The Clerk)
e) Mr Harold Short (Parishioner) – Arctic Medal: - Cllr Cook suggested that Mr
Harold Short, a parishioner, who had recently been awarded an “Arctic Emblem”
that had been specially commissioned to commemorate the service of merchant
seaman and members of the armed forces in the icy waters of the Arctic region
between September 1939 and 1945, should be officially congratulated for the
heroism he had displayed and for the receiving of the medal. IPC unanimously
RESOLVED to write to Mr Short and congratulate him on his award.
There being no other business the meeting was closed.
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