Instow Parish Council

Present: - Councillors, P Cook, N Crombie, Mrs T Dipper, M Green (Vice Chairman), G May, B Thomas, S White (Chairman) and Mr R Jacob (Parish Clerk).

In Attendance: - Cllr R Cann (DCC), Cllr B Moores (NDC) and 4 parishioners including the Reverend G Calway (Part)

2911/1 PRAYER
The meeting was preceded by a minutes silence in memory of David Shepherd (Shep) MBE, parishioner of the parish, who died recently. The Reverend Geoffrey Calway then led the Council in prayer.
The Clerk told IPC he had written letters of condolence to Mrs Shepherd (Widow) and Mr Bill Shepherd (Brother).

2911/2 APOLOGIES
Cllrs C Harper and A Johns

2911/3 POLICE REPORT
a) Crime: -
Constable Hodgson told IPC that since the last meeting there had been 8 crimes reported in the parish, namely, criminal damage (x1), non crime domestic incident (x2), burglary (x1), drink/driving (x1), non crime child protection report (x1), theft from a motor vehicle (x1) and a non specific theft (x1). He said some of these crimes were inter-related and others were isolated and sporadic. (Noted)
b) Other Matters: -
Constable Hodgson said 18 police logs had been recorded during a similar period of time, namely, domestic (x1), crime related (x3), concern for welfare (x5), information to police (x4), road related (x3), alarm activation (x1) and anti-social (x1). (Noted)
c) Funeral of the Late David Shepherd (Shep) MBE: -
(i) Constable Hodgson said the local police were proud to have supported the community at Shep’s recent funeral; the feedback received from parishioners and visitors regarding the parking arrangements and road management was extremely favourable. (Noted)
(ii) The Reverend Calway publicly thanked the police for their excellent support to both the family and the church. (Noted)
d) Criminal Damage to Quay Car Park Toilets: -
(i) Constable Hodgson said enquiries were still being pursued albeit that false names and addresses appear to have been given by the suspects detected by parishioners prior to the arrival of the police. (Noted)
(ii) The Clerk, on behalf of IPC, thanked the parishioners in question for their public spiritedness and initiative shown at the time. (Noted)
e) Quay Lane - Parking Congestion: -
A parishioner said that on behalf of her local neighbourhood watch group there was concern for road safety in Quay Lane due to indiscriminate parking on pavements and the like at times of pre-school activities and some other events being held at the parish hall. Constable Hodgson agreed to action this asap. (Action: Constable Hodgson)
f) Street Pastor Initiative:-
Constable Hodgson said this initiative, to combat the effects of excess alcohol and drugs on the streets, had successfully been launched at Bideford and Ilfracombe and was now being introduced in Barnstaple adding that 70 incidents had been addressed during its first weekend. (Noted)

2911/4 PARISHIONERS
a) Funeral of the Late David Shepherd (Shep) MBE:
A parishioner said that as some of many who were unable to attend the service for Shep, he wished to pass on his condolences to Jenny and Bill. (Noted)
b) Tarka Trail – Signal Box to Zeta Berth: -
A parishioner said he was concerned at the amount of rubbish being pushed through the apertures in the Lime Kilns (he suggested metal grills could be fitted) and of a substantial gap between the trail and a house (near to the rear of the ND Yacht Club) through which dogs could escape (he suggested fitting a stock fence). IPC RESOLVED to notify NDCCS. (Action: The Clerk)

2911/5 REPORT COUNTY COUNCILLOR R CANN
(a) General: -
Cllr Cann spoke of “Devon Care Homes” (DCC currently operates 24 residential homes at a cost per bed/week of £901; it is hoped to reduce this to £775 per bed/week in 2010 to make a saving over 2 years of 20 million which equates to the loss of 500 jobs), “Flooding - Anstey Way/Down Road” (work is planned for 8.2.10), “Facts about Devon” (road backlog £220 million, in 10 years time there will be 20% more residents over 65 years of age, Devon’s Schools are 148 out of 151 in terms of central government funding and fourth lowest funded area of England for education – Devon’s schoolchildren receive £375/pupil/per annum less than the national average), “NDC - Food Waste” (about 30 tonnes of food waste are now being collected each week and composted for local farmland), “A39 Westleigh Junction” (DCC are awaiting Coroners Report before making a statement – design work is being carried out at the moment on passable solutions to improve the junction), “Quay Car Park – Toilets” (NDC is currently dealing with objections received; tribunal process may well be lengthy) and “Anstey Way – Traffic Island” (these are safety audit compliant).(Noted)
(b) Old Power Station – Development: -
In answer to a question from Cllr Thomas, Cllr Cann said there were no plans afoot as far as he was aware for the development of this site and that it was extremely unlikely, in the current financial climate, for NDC to take any legislative action against the owners to improve this derelict site. (Noted)
(c) NDC – Overspend on Waste Recycling Unit: -
Cllr Cann said this project was currently £700,000 overspent but that there was good reason for such a state of affairs; he explained in detail. (Noted)

2911/6 REPORT OF DISTRICT COUNCILLOR B MOORES
(a) Quay Car Park, Instow: -
Cllr Moores said that whilst he agreed the minutes of the last meeting to be true reflection of what transpired he wished to reiterate his commitment to IPC’s retention of the car park and would work as a conduit between IPC and NDC to determine a solution; he added he had spoken to the Leader of NDC. (Noted)
(b) Charter Toilets – Quay Car Park: -
Cllr Moores said NDC was currently at the stage of dealing with the objections that had been received adding it would take some time to go through the tribunal process and that it might not be resolved for many months. (Noted)
(c) Ransom Strip: -
Cllr Moores said several meetings had taken place to discuss possible options with the All Saints Chapel Play Area appearing to be the most suitable. (Noted)
(d) The Sand Residential Home – Instow: -
Cllr Moores said that NDC had advised the current owners/applicants that there was concern over the present appearance of the building which was in a prominent seafront location (and conservation area) and that the authority would be looking for an improvement of the site before next season. He added that should no work be carried out that NDC would consider action under Section 215 of the Planning Act. (Noted)
(e) NDC/TDC – Working Together: -
Cllr Moores said discussion had taken place between NDC and TDC to look at the prospect of sharing services in the interest of operating more efficiently albeit that discussion were at an early stage. (Noted)

2911/7 COUNCILLOR DECLARATION OF INTERESTS
(i) Cllr May declared a personal interest - item 2911/9 (i)
(ii) Cllr Cook declared a prejudicial interest – item 2911/11 (i) (h) (ii)
(iii) Cllr Cook declared a prejudicial interest – item 2911/11 (i) (k) (i)
(iv) Cllr May declared a personal interest – item 2911/11 (5) (e) ((i) (p) (ii)

2911/8 MINUTES
It was RESOLVED that the October 2009 minutes of Instow Parish Council be approved and signed subject to two amendments, namely: -
(a) Matters Arising Item 2910/8 (m): -
DCC solicitor not NDC.
(b) Any Other Business Item 2010/12 (c): -
An Award from the South West in Bloom (Merit Award) not IIB. (Noted)

2911/9 MATTERS ARISING FROM THE MINUTES
(a) Item 2910/5 (b) – Instow Beach/Dogs: -
(i) The Clerk reported receipt of a letter (dd 21.10.09) from NDC reference “Fouling of Land by Dogs (North Devon District Council) Order 2009”. He said it stated that this order came into effect on 1.11.09 and that it was an offence for a person in charge of a dog, which defecated on land to which the order applied, to fail to remove the faeces from the land forthwith. It included all land within the administrative boundary of NDDC which was open to the air and to which the public were entitled or permitted to have access with or without payment. (Noted) (ii) The Clerk said he had forwarded a copy of this letter to Cllrs with their agenda papers (12.11.09). (Noted)
(iii) The Clerk reported he had liaised with Cllr Cann (NDC Environment Portfolio Holder) and it was hoped that a press release would be issued setting out the “special circumstances” of relevance to Instow Beach, namely, complications as regards ownership and the fact that not all owners had agreed to “cooperate” with NDC as regards this legislation and how this caused enforcement issues. (Noted)
(iv) The Clerk further advised IPC that appropriate signs would be placed at or near the beach by NDC and that its Dog Wardens would continue to patrol the beach. (Noted)
(v) The Clerk then referred to a copy of NDC’s press release that he copied to Cllrs at the meeting for perusal. He suggested that this press release (or similar words and referring to Instow) was posted on the Instow Website and on parish notice boards for the information of parishioners and visitors. (Noted)
(vi) After a discussion IPC RESOLVED that the Clerk should compose a draft press release and bring it back to Council for approval. (Action: The Clerk)
(b) Item 2910/6 – Quay Car Park, Instow: -
(i) The Clerk advised IPC he had written to NDC (dd 22.10.09) having first discussed the content with the Chairman; it had been copied to Cllrs Cann and Moores, North Devon Journal and North Devon Gazette as well as being copied to Cllrs with their agenda papers (12.11.09). (Noted)
(ii) IPC RESOLVED to support the tenor of the letter. (Noted)
(ii) The Clerk reported receipt of an email (dd 24.10.09) from Cllr Moores advising he had spoken to the Leader of NDC expressing IPC’s concerns and of a possible way forward. (Noted)
(iii) The Clerk reported that the NDJ and NDG had both covered the issue in their papers w/c 26.10.09. (Noted)
c) Item 2910/8 (b) - Village Gateway Initiative: -
Cllr Cann provided IPC with an update. IPC, after a discussion, RESOLVED that Cllr Cann should convey IPC’s concern and disapproval of the inordinate time this road safety initiative was taking DCC Highways to resolve. (Action: Cllr Cann)
d) Item 2910/8 (e) - IPC’s QPC Reaccreditation: -
(i) The Clerk referred to an email (dd 19.10.09) and letter from Lesley Smith (DAPC) advising IPC that the QPC Reaccreditation Panel were concerned about the manner “declaration of interests” (DOI) were handled by IPC, namely, there was no standing item on the agenda for DOI to be declared/recorded and DOI’s were not being shown as either “personal” or “prejudicial”. (Noted)
(ii) The Clerk said a copy of this email and letter had been copied to Cllrs with their agenda papers (12.11.09). (Noted)
(iii) The Clerk then referred to a letter (dd 19.10.09) he had sent to Lesley Smith with an email in which he confirmed that as of IPC’s next meeting (19.11.09) a standing item would appear on the agenda and that DOI’s would be recorded as either “personal” or “prejudicial”; to assist Cllrs the Clerk provided each Cllr with a COC Pocket Guides 2007. (Noted)
(iv) The Clerk said he had forwarded a copy of this email (i.e. (iii) above) and letter to Cllrs with their agenda papers (12.11.09). (Noted)
(v) IPC then discussed the implications and unanimously RESOLVED to adopt the process as at (iii) above forthwith. (Noted)
(vi) The Clerk then advised IPC that following receipt of IPC’s letter as at (iii) above, the QPC Reaccreditation Panel had confirmed they were now happy to reaccredit IPC’s QPC status; certificate awaited. (Noted)
(vii) The Clerk said that IPC should note that the Code of Conduct was likely to change again in 2010. (Noted)
e) Item 2910/8 (f) - Neighbourhood Watch Messaging/Instow Website etc: -
(i) The Clerk advised IPC there was currently an unused Neighbourhood Watch link on the Instow Website and suggested it was “used” by the Police or that it provided a link to the “Neighbourhood Policing Team” website once introduced. (Noted)
(ii) The Clerk advised IPC he had spoken to PC Hodgson (10.11.09) and he was keen to make use of the Instow website as at (i) above and as a result PC Hodgson was provided with the email address of the Instow website webmaster so as to facilitate this process direct. (Noted)
(iii) IPC RESOLVED to support this action of the Clerk. (Noted)
f) Item 2910/8 (g) - All Saints Chapel/Children’s Play Area: -
(i) The Clerk told IPC that a site meeting had taken place on Wednesday 28.10.09 and that Hannah Harrington (HH) (NDC Community) had agreed to compile a suitable consultation questionnaire for circulation throughout the parish and which she was to forward to Cllr Harper for circulation within the next Parish magazine. (Noted)
(ii) The Clerk further advised IPC that HH had also agreed to liaise with NDC’s Legal Dept to establish what type of legal agreement could be drawn up between IPC and the PCC in the light a lease was not agreeable to the PCC. (Noted)
(iii) The Clerk advised IPC he had subsequently spoken (13.11.09) to Brian Holme (BH) (NDC Community) and he had agreed to chase up the legal agreement aspect as a matter of some urgency. The Clerk added that BH was advised by him that this potential children’s play area was also being seen in the context of the All Saints Chapel Community Hall project and possibly another small play area on the Tarka Trail both of which had NDC and DCC input as regards possible grants/financial support/ownership of land implications. (Noted)
g) Item 2910/8 (j) - Defra Bathing Water Regulations 2008: -
The Clerk advised IPC he had received an email (dd 23.10.09) invitation from the Environment Agency to attend a seminar reference “Revised Bathing Water Directives” but that neither date/venues were convenient to him. The Clerk said he had, however, established that Andy Bell (NDCCS) was to attend one event and he had agreed to report back to IPC as necessary. (Noted)
h) Item 2910/8 (k) - Devon Duck Tours (DDT) – Use of Instow Sands: -
(i) The Clerk advised IPC he had liaised with its Insurers, the Allianz Cornhill (email of 17.10.09 refers), and that as a consequence had been told (email of 27.10.09 refers) that as DDT had its own public liability insurance this would be ok. However, it did suggest that IPC needed to ensure the areas used were safe and suitable for its purpose and that other users of the beach were not put at risk by the activity of DDT. It further suggested that IPC carried out its own risk assessment to cover these points using the five steps to risk assessment as detailed on the HSE website. (Noted)
(ii) The Clerk told IPC he had asked the proprietor of DDT (email of 28.10.09 and 10.11.09 refers) to provide IPC with copy of his own risk assessment. (Noted)
(iii) The Clerk reported receipt of an email (dd 15.11.09) from the proprietor of DDT together with a very comprehensive risk assessment document as prepared by him for Torridge DC; the Clerk said he had copied this on to Cllr Crombie (IPC’s Risk Assessment Cllr) for his consideration. (Noted)
(iii) After a discussion IPC RESOLVED to defer this matter to the next meeting to allow Cllr Crombie and the Clerk to review the matter and come back to Council with a firm recommendation as where to proceed. (Action: Cllr Crombie/Clerk)
i) Item 2910/8 (m) - Instow 30’ Highway: -
(i) Cllr Cann provided an email response (dd 19.11.09) from DCC’s Solicitor that the Clerk read to Council. (Noted)
(ii) After a discussion IPC RESOLVED to defer this matter to the next meeting to allow Cllr Harper time to consider the DCC’s Solicitor’s response and to report back to IPC with recommendations. (Action: Cllr Harper)
*** Cllr May declared a personal interest ***
j) Item 2910/(i) (a) – Affordable Rural Housing (RHP): -
(i) The Clerk confirmed he had liaised with Colin Savage (RHP) and advised him that IPC was supportive of him carrying out a “housing needs” survey in the parish and that it looked forward to receiving feedback asap. (Noted)
(ii) The Clerk then referred to an email (dd 16.11.09) from RHP attached to which was a number of documents with reference to its Instow “housing needs” survey including a letter to be signed by the Chairman; this had been done and returned to RHP (16.11.09). (Noted)
k) Item 2910/9 (i) (d) – IPC’s TTEF Representative: -
(i) The Clerk referred to an email (dd 23.10.09) from Rose Day reference “Terms of Reference for IPC’s TTEF Representative” that he said he had forwarded to Cllrs by email. (Noted)
(ii) After a discussion IPC RESOLVED to defer this matter to the next meeting to consider options. (Action: IPC Cllrs/Clerk)
l) Item 2910/12 (a) - Parish Plan Update Questionnaire: -
(i) The Clerk advised IPC that Hannah Harrington (NDC Community) had agreed to produce sufficient copies of this questionnaire (slightly amended to include “All Saints Community and Play Area Projects”) and to provide them to Cllr Harper for circulation with the parish magazine at the same time as the “All Saints Play Area Questionnaire” as at item (f) above. (Noted)

2911/10 CORRESPONDENCE
i) Matters for discussion/resolution or noting
a) New Road, Instow – Lorries to Holmacott Tip”: -
(i) The Clerk referred to a series of emails (dd 22.10.09) from Cllr Mrs Dipper who had received complaints from residents of New Road (and witnessed it herself) of numerous heavy lorries going up New Road presumably to access Holmacott Tip. The residents were concerned about the danger to pedestrians and damage to the road surface. (Noted)
(ii) Cllr Cann (DCC) said he had acted swiftly upon these complaints as far as he could and kept Cllr Mrs Dipper in the picture. Cllr Mrs Dipper thanked Cllr Cann for his proactive help and support but said that both she and other residents had serious concerns as regards road safety in New Road (where there was no pavement) and felt something definitive needed to be done about it. (Noted)
(iii) IPC then discussed the possibility of introducing a weight restriction order on this road; Cllr Cann said this was not possible within Road Traffic Act criteria but asked that IPC monitor the situation and keep him informed of any other concerns that could be evidenced. (Action: IPC)
b) Letter (dd 23.10.09) from NDC reference “House to House Act 1939: Clothes Aid for Make a Wish Foundation UK”: -
(i) The Clerk said this letter advised IPC that this collection was to take place for the period 1st February 2010 to 31st January 2011. (Noted)
(ii) The Clerk further advised IPC that he had told NDC (email of 27.10.09 refers) that IPC would not be in favour of this collection (albeit it was not a justifiable reason) on the basis that Clothes Aid (which was not a charity) was collecting for “Make a Wish Foundation UK” (a bone fide charity) and would be receiving some of the financial benefits for doing so. The Clerk said he had also told NDC that IPC would not be in favour of granting a 12 month collecting period. (Noted)
(iii) IPC RESOLVED to ratify the decision of the Clerk as at (ii) above. (Noted)
c) Letter (undated – received 24.10.09) and enclosure from NDCCS reference “North Devon Unesco Biosphere Reserve – Live it, Love it, Look after it!”:-
(i) The Clerk said the NDCCS (together with North Devon’s Unesco Biosphere Reserve) was seeking to engage with parish councils and enlist support for the aims of the Biosphere Reserve. He said the letter set out its strategy for this engagement and support. (Noted)
(ii) The Clerk reminded Cllrs he had forwarded a copy of the letter to them with their agenda papers (12.11.09). (Noted)
(iii) After a discussion IPC RESOLVED to take no further action. (Noted)
d) Flood Defence Gates (Boathouse) – Prevention of Vehicular Obstruction: -
(i) The Clerk advised IPC that following the removal of the double yellow lines at this location it had been hoped that DCC Highways would erect a suitable sign in the vicinity to prevent obstruction by motor vehicles in view of these gates being an emergency access to the beach; however, DCC has declined. (Noted)
(ii) After a discussion IPC RESOLVED that the Clerk should arrange for a suitable sign to be made and affixed to gates i.e. “Emergency Access – Please Do Not Obstruct” and to liaise with the NDCCS. (Action: The Clerk)
e) Letter (dd 26.10.09) from DCC reference “Invitation to meet Leader of DCC”: -
The Clerk said this stated that the Leader of DCC, Cllr John Hart, was to attend the Castle Centre, 25 Castle Street, Barnstaple at 6.30 pm on Friday 20th November as part of a countywide listening exercise and residents were invited to attend and join the discussions about the future of the area and priorities for the County over the coming years. There would be an opportunity to complete a questionnaire on what it was believed the County’s priorities should be for investment in its next budget; copies of this questionnaire were available online by visiting www.tinyurl.com/devon-budget. The Clerk reminded Cllrs he had copied this letter to them with their agenda papers (12.11.09). (Noted)
f) Letter (dd 30.10.09), consultation response form and consultation summary leaflet from North Devon and Somerset Coastal Advisory Group reference “North Devon and Somerset Shoreline Management Plan – Consultation Deadline Friday 8th January 2010”: -
(i) The Clerk said this stated that this was now out for consultation and would run until 8.1.10; IPC was asked to consider making a response. (Noted)
(ii) The Clerk said a copy of the letter and attachments had been forwarded to Cllrs with their agenda papers (12.11.09). (Noted)
(iii) The Clerk said a further copy of the letter and attachments had been received (16.11.09). (Noted)
(iv) After a discussion IPC RESOLVED to defer this to the next meeting; Cllr Green agreed to come back to that meeting with a proposal response. (Action: Cllr Green)
g) Copy email (dd 3.11.09) from a parishioner to Cllr Cann (DCC) reference “Flooding – Anstey Way from Down Road”: -
The Clerk said this matter had been dealt with earlier in the meeting by Cllr Cann – see item 2911/5 (a). (Noted)
h) Parish Carol Singing Event 2009: -
(i) The Clerk reported that this event was to be held at 6.30 pm on Sunday 6th December at The Commodore (Parish Hall if wet); posters would be placed on parish notice boards etc. (Noted)
(ii) IPC then discussed the recipient(s) of the charitable collection; the Clerk said IPC’s FSC recommend (see finance later) that monies collected should go jointly between ND Hospice, RNLI (Appledore) and Northam Lodge with IPC matching the collection up to £100. IPC RESOLVED to support this suggestion. (Noted)
(iii) IPC then discussed the arrangements on the night i.e. mince pies, mulled wine, hospitality, collectors. IPC RESOLVED that Cllr Mrs Dipper would act as the Co-ordinator in liaison with the Clerk. (Action: Cllr Mrs Dipper/Clerk)
(iv) The Clerk told IPC that the attendance of The Two Rivers Wind Ensemble had been confirmed as had the Commodore/Parish Hall for the venue/refreshments; also the Reverend Calway. (Noted)
i) IPC’s Xmas Social 2009 (Thursday 10th December 2009): -
The Clerk said that IPC needed to consider its invitation list for this event and that a copy of an “updated” invitation list 2008 had been circulated to Cllrs with their agenda papers (12.11.09) to assist deliberation. It was RESOLVED to defer this to the end of the meeting. (Noted)
j) Remembrance Day Service – 8th November 2009: -
Cllr Mrs Dipper told IPC she had attended this service with Cllrs Harper and Thomas and that she had laid the wreath on behalf of IPC. (Noted)

(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in “Briefing Folder” for information of Cllrs)
a) Email (dd 12.11.09) from TTEF reference “Taw Torridge Estuary Management Plan - Update Event 17th November 2009”.

(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC Matters (Various): - (i) Email (dd 16.10.09) reference “SLCC Branch Newsletter”; (ii) Email (dd 20.10.09) reference “Travellers Sites”; (iii) Email (dd 20.10.09) reference “E-Group Question – Allotments”; (iv) Email (dd 23.10.09) reference “DAPC Spring/Summer Training 2010”; (v) Email (dd 26.10.09) reference “E-Bulletin 23.10.09”; (vi) Email (dd 27.10.09) reference “Vacancy – Clerk Mary Tavy PC”; (vii) Email (dd 27.10.09) reference “Plunkett Foundation: Survey of PCs’ in England and Wales” – Clerk completed survey online; (viii) Email (dd 30.10.09) reference “Empowering Communities in Devon – Follow Up” – Clerk to attend if available; (ix) “DAPC Newsletter – Nov/Dec 2009”; (x) Email (dd 2.11.09) reference “Communities Survey – State of Rural Services” - Clerk completed survey online; (xi) Email (dd 3.1.09) reference “Advert of Town Clerk – Northam”; (xii) Email (dd 6.11.09) reference “DAPC Newsletter and Invitation to meet Leader of DCC”; (xiii) Email (dd 9.11.09) reference “Forums”; (xiv) Email (dd 9.11.09) reference “Vacancy – Shirwell PC Clerk” (xv) Email (dd 9.11.09) reference “Vacancy – Dolton PC Clerk”; (xvi) Email (dd (dd 19.11.09) reference “Clerk Vacancy – Ideford” and (xvii) Email (dd 19.11.09) reference “Adopt a Red Phone Box”.
b) NDDC Members Services Weekly Information Sheet for w/e 16.10.09, 23.10.09, 30.10.09. 6.11.09 and 13.11.09.
c) Email (dd 15.10.09) from a parishioner reference (i) “James May Batteries“, (ii) “New Speed Warning Signs”, (iii)”Instow Energy Saving and Carbon Footprint”, (iv) “Instow Car Park – Seizure”, (v) “Tarka Trail – Emergency Access”: -
Matters raised by parishioner at IPC meeting of 15.10.09; Clerk responded as necessary (email of 16.10.09 refers).
d) Email (dd 16.10.09) from Cllr Harper reference “Marine Watch”.
e) Email (dd 17.10.09) from a parishioner reference “Quay Car Park – Winter Parking/Garage Access: -
Clerk responded as necessary; advised parishioner to go back to NDC who owned both the garages/car park and were responsible for “winter” parking arrangements.
f) Email (dd 17.10.09) from Cllr Harper reference “Illegal Parking - Boathouse Loading Bay”: -
Passed to PC Hodgson for attention.
g) Email (dd 19.10.09) from DCC Local Services Superintendent reference “Hole in Road – Worlington Hill”: -
Forwarded to Cllrs Mrs Dipper and May for their information.
h) Email (dd 19.10.09) from Cllr Mrs Dipper reference “Speed Poster – Instow School”.
i) Email (dd 24.10.09) from Cllr Harper reference “All Saints Community Centre Survey”.
j) Letter (undated) from Record RSS reference “Playground Inspection and Maintenance”.
k) Pamphlet from SLCC entitled “Making Real Gains with SLCC”.
l) Letter card from Mrs Mary Jane Scott (IPC’s IA) reference “IPC’s Condolence Card – Colonel John Pilkington”.
m) Letter (dd 9.10.09) and Learning Power Magazine (Issue 10) – SW Lifelong Learning Network: -
n) Email (dd 24.10.09) from Cllr Harper reference “NDC – Free Collection of Bulky Goods”:-
Cllr Cann confirmed this to be one free collection per annum.
o) Letter (dd 19.10.09) and Consultation Document from Chairman of SW Ambulance Service NHS Trust reference “Aspirant Foundation Trust Consultation.
p) Minutes of NDC’s Standards Committee meeting of 21st October 2009 at 7 pm.
q) The Playing Field Magazine (Autumn 2009) and associated papers.
r) Emails (dd 29.10.09 etc) from Cllr Harper/Cllr Cann/Police reference “Damage to Quay Car Park Toilets” and “Vandalism at Parish Hall”.
u) Mole Valley Farmers Newsletter – November 2009 (No 546).
o) Notelet (received 11.11.09) and book of raffle tickets (141181-141190) from North Devon Hospice reference “Bumper Draw 2009”.
p) Devon In Touch Monthly News Round-up (November 2009): -
Copy placed at post office for information of parishioners.
q) Email (dd 29.10.09) from Cllr Moores (NDC) reference “All Saints Chapel Children’s Play Area and Encroaching Vegetation”: -
Both matters resolved satisfactorily.
r) Email (dd 10.11.09) from Cllr Harper reference “Abandoned Wheelie Bin – Road to Chalets”: -
Passed to Cllr Cann for attention NDC
s) Agenda and associated papers of NDC’s Meeting of Wednesday 18th November 2009 at 7 pm
t) Clerks and Councils Direct – Issue 66 (November 2009).
u) Telephone call (16.11.09) from a parishioner reference “Vandalism to Car -Instow Webcam”: -
Clerk liaised with Instow webmaster (email of 16.11.09 refers) and ascertained that no evidence was available by this means; parishioner advised – police aware.
v) Telephone call (dd 17.11.09) from Cllr Dipper reference “Youths in Dunes – Alcohol”: -
Matter dealt with most suitably by Cllr Dipper..
w) Copy email (dd 17.11.09) from Cllr Cann to DCC Local Services reference “Request for dropped kerb – Marine Parade (Boathouse to Sand Dunes Car Park area).
x) Agenda and associated papers of NDC Standards Committee Meeting of Wednesday 25th November 2009 at 7 pm.

2911/11 FINANCE
1. INCOME: -
TOTAL : - NIL
2 EXPENDITURE: -
Mr M Harris Village Handyman £ 128.00
Instow/Westleigh Parish News Grant 2009 £ 546.00
Parish Hall Grant 2009 £ 436.00
Burial Ground Grant 2009 £ 872.00
Instow Website Grant 2009 £ 110.00
BT Parish Telephone 372408 £ 104.15*
Mole Valley Farmers Purchase of Chain for Chainsaw £ 17.70#
O J Williams Purchase of Oil for Tractor £ 43.70+
P Cook Tractor Service Parts (Filters) £ 22.14=
TOTAL: - £2,279.69
Key: -
* Cost of calls £45.55, rental/payment charges £45.60 and £13.00 VAT (recoverable)
# £2.31 VAT recoverable.
+ £5.70 VAT recoverable.
= £2.89 VAT recoverable.
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 28.10.09 (Statement) = £ 130.52*
Lloyds Bank Business a/c no. 02350065 as @ 24.9.09 (Statement) = £ 21,066.98+
Key:
* According to Clerk’s records this is £1.22 (2 cheques to the value of £129.30 uncashed).
+ According to Clerk’s records this is £24,812.63 as at date of meeting.

4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £2,280.00 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 (October 2009): -
See item 1 above. (Noted)
(b) Crown Estate (CE) Beach Lease 2010+ : -
The Clerk reported that Mr Budge (Solicitor BHR) was now in receipt of a draft lease from the CE’s solicitors and that he had visited his office to run through it on Wednesday 18th November. The Clerk explained the crux of his conversation with Mr Budge namely, annual rental format and formal cut-off to lease. (Noted)
(c) MOD Beach Lease – Post 2010: -
The Clerk advised IPC that following further liaison with the MOD (email of 16.11.09) a copy of a draft lease had been received (email of 16.11.09) and he had handed it to Mr Budge (Solicitor BHR) on Wednesday 18th November for perusal/comparison to CE lease as at (b) above. (Noted)
(d) Power of Well Being – Training”: -
The Clerk reminded Cllrs that this was to take place at the Commodore Hotel between 6.30 pm and 8.30 pm on Thursday 26th November; all Cllrs were able to attend. He added that up to two Fremington Parish Cllrs might also attend. (Noted)
(e) IPC’s Finance Sub Committee (FSC) Meeting - Budget 2010/11: -
The Clerk reported that this meeting had taken place on Tuesday 27th October 2009 and that a copy of the “unapproved” draft minutes (and IPC documents referred to therein) had been circulated to Cllrs with their agenda papers (12.11.09). The Clerk reported as follows:-
(i) Minutes of IPC’s FSC Meeting of 27th October 2009: -
IPC’s FSC Cllrs present (Cllrs White and Crombie), and who had attended the meeting, then verified and approved the minutes of said meeting – Cllr White (Chairman) signed them as a true record. IPC then discussed issues as follows: -
(a) 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 20th November 2008 and that IPC’s FSC had RESOLVED to recommend they remain as written. IPC RESOLVED to ratify this recommendation and the Chairman signed a reaffirmed copy. (Noted)
(b) IPC’s Beach Risk Assessment Policy: - The Clerk advised 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 20th November 2008 and that IPC’s FSC had RESOLVED to recommend it remain as written with no amendment/additions. IPC RESOLVED to ratify this recommendation and the Chairman signed a reaffirmed copy. (Noted)
(c) IPC’s Child Protection Policy: - The Clerk reminded IPC that this policy had been drawn up and ratified by Council at its meeting of the 20th November 2008 and that IPC’s FSC had RESOLVED to recommend it remain as written with no amendment/additions. IPC RESOLVED to ratify this recommendation and the Chairman signed a reaffirmed copy. (Noted)
(d) IPC’s “Community Engagement Strategy”/”Training Statement of Intent”: -
The Clerk advised IPC that these two policies had only been adopted by IPC at its September 2009 meeting and that IPC’s FSC had RESOLVED to recommend they remain as written with no amendment/additions. IPC RESOLVED to ratify this recommendation. (Noted) (e) Other Risks/Record Keeping/Health and Safety–Duty of Care Issues:-
(i) “Other Risks”: -
The Clerk advised Council that after deliberation IPC’s FSC had RESOLVED to recommend that no obvious “other risks” could be perceived at present but that IPC needed to be alert and mindful on a meeting by meeting basis. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) “Parish Seats/Bus Shelters”: - The Clerk assured IPC that biannual checks (spring and autumn) of the parish seats and bus shelters took place (normally by Cllr Crombie {Risk Assessment Cllr}, the Clerk and the Handyman) and that records were kept (by the Clerk) of these inspections together with the ad hoc seat checks (by the handyman) throughout the year especially during the summer; in addition, the beach cleaner kept a daily log of his activity on the beach throughout the summer season. The Clerk added that this was a requirement of the Allianz Cornhill and that IPC’s FSC had RESOLVED to recommend continuation of these activities but that perhaps more supervision by the Clerk needed to take place in 2010 and the records kept by the handyman/beach cleaner are filed by the Clerk for future reference IPC RESOLVED to ratify this recommendation. (Noted)
(iii) “Flood Defence Gate”: - The Clerk reported that IPC’s FSC had discussed IPC’s legal obligations as regards this council owned gate (opposite the Boathouse) and felt it should be checked regularly to ensure its “safety” to beach users. The Clerk added that IPC’s FSC had RESOLVED to recommend that this be added to the parish handyman’s seat check list to ensure regular examination. IPC RESOLVED to ratify this recommendation. (Noted)
(iv) “Health and Safety – General Guidance”: - The Clerk provided Cllrs with a copy of a DCC “Parish Paths Partnership Health and Safety Information Memorandum” that he believed was worthy of providing both the parish handyman and beach cleaner with a copy of. It contained, he said, a great deal of common sense guidance on “health and safety” issues that would be useful to the handyman and beach cleaner and although each was self employed he recommended that IPC owed each a “duty of care” and should do all it could to ensure their safety when “working” for IPC. The Clerk added that IPC’s FSC had RESOLVED to recommend this proposal. IPC RESOLVED to ratify this recommendation. (Noted) (v) “Health and Safety – Specific”: - The Clerk advised Council that IPC’s FSC had noted that the handyman and beach cleaner had use of IPC’s tractor, chainsaw, pressure washer and engine blower and had RESOLVED to recommend that each should be advised to use the equipment as directed by the manufacturer and to wear safety equipment when using the machinery as previously supplied by IPC. The Clerk added that this was commensurate to previous guidance given by the Allianz Cornhill. IPC RESOLVED to ratify this recommendation. (Noted)
(f) Annual Insurance Review: - Cllr Crombie confirmed that he, together with Cllr Johns and the Clerk had reviewed IPC’s Allianz Cornhill Public Liability Insurance cover on renewal (May 2009). The Clerk told Council that IPC’s FSC had RESOLVED to recommend this process continue in 2010 but to be ever mindful of obtaining more competitive and value for money cover. IPC RESOLVED to ratify this recommendation. (Noted)
(g) Car Park Charges 2009: -
(i) The Clerk reported that IPC’s FSC had noted that the future of the Car Park for the following season was again in doubt in that there appeared to be a distinct possibility that NDC might decide to run it for itself and not grant a licence to IPC. The Clerk added that IPC’s FSC had agreed this would result in achieving a significant negative effect to the income generation of IPC and that a number of current activities might need to be curtailed (i.e. beach cleaning, handyperson activity, grass cutting etc) and/or the precept possibly doubled. The Clerk advised Council that IPC’s FSC had RESOLVED to recommend to IPC that it should do all within its power to secure a licence to run the car park for the 2010 season (it had noted that this was currently being done as a matter of some urgency). IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk stated that after much debate IPC’ FSC had RESOLVED to recommend to IPC that in the event NDC was to grant IPC a licence for the car park in 2010 (probably at a much higher cost to reflect value for money for NDC) that prices should 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. The Clerk added that IPC’s FSC felt these charges reflected good value for money for both IPC and the users of the car park and that the car park itself represented an essential commodity for the parish both in resource and financial terms. IPC RESOLVED to ratify this recommendation. (Noted) (h) Parish Handyman/Beach Cleaner 2010/11 – Terms of Reference/Contract and Hourly Rate: -
(i) The Clerk reminded IPC that the terms of reference for the parish handyman had been re-affirmed by IPC on the 20th November 2008 and that IPC’s FSC had RESOLVED to recommend it did not require amendment. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk (in the absence of the Cllr Cook) advised IPC the terms of agreement for the beach cleaner (in the light he became self employed in 2006) had been re-affirmed by IPC at its meeting of the 20th November 2008 and that IPC’s FSC had RESOLVED to recommend it remain as written for the 2010 season, subject to calendar/payment alterations etc. IPC RESOLVED to ratify this recommendation. (Noted)
*** Cllr Cook declared a prejudicial interest and did not speak ***
(iii) The Clerk added that after a discussion IPC’s FSC had RESOLVED to recommend to IPC that the handyman’s hourly rate (2010/11) be increased from £8.00 to £8.50 per hour and the beach cleaner’s annual rate (2010/11) should be £450 per month (April to September inclusive = £2700) and that the Tractor Service/Xmas beach clean should be £450 (Total payments £3,150). IPC RESOLVED to ratify this recommendation. (Noted)
(i) Xmas Charity Nominee and Carol Singing Event 2009: -
(i) The Clerk told IPC that IPC’s FSC had RESOLVED to recommend to IPC that the collection from the Carol Singing event (6th December 2009) be divided equally between The North Devon Hospice, the Appledore Branch of the RNLI and Northam Lodge and that IPC match it to a maximum of £100. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk advised Council that IPC’s FSC had discussed the manner by which the refreshments for this charitable carol singing event might be funded and that it had RESOLVED to recommend that a grant be given to a local “bone fide” organisation to organise and pay 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”. IPC RESOLVED to ratify this recommendation (Noted) (iii) The Clerk advised IPC that the local Woman’s Institute had in the past agreed to take on this role (as for 2008/9) and that negotiations were in hand subject to IPC’s approval (at (ii) above). IPC RESOLVED to ratify this recommendation. (Noted) (j) Internal Auditors Fee 2009/10: -
(i) The Clerk informed IPC that Mrs Mary Jane Scott (IPC’s IA) was not seeking recompense for her internal auditor activity for the current year 2009/2010 and that IPC’s FSC had RESOLVED to recommend to IPC that she be officially and suitably thanked for her public spiritedness and commitment. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to IPC that the current rate for payment to IPC’s Internal Auditor (as set out in IPC’s Financial Regulations (see item (e) (i) (a) above) should remain the same, that is, £50 per hour up to a maximum of 4 hours = £200. IPC RESOLVED to ratify this recommendation. (Noted)
(k) Staff Salary/Bonus 2009/10 and Clerk’s Overtime Payment 2009 (QPC):-
(i) The Chairman (in the absence of the Clerk and Cllr Cook) advised IPC that after discussion IPC’s FSC had RESOLVED to recommend to IPC that the Handyman and Beach Cleaner be paid the sum of £100 each to reimburse them for additional work performed throughout the year and which was beyond their general terms of reference. IPC RESOLVED to ratify this recommendation. (Noted)
*** Cllr Cook declared a prejudicial interest and did not speak *** (ii) The Chairman (in the absence of the Clerk advised IPC that the Clerk did not wish to be considered for a bonus for the additional generic hours he had put in during the year (approximately 30 hours) that were over and beyond the call of duty other than to seek reimbursement for the additional hours he had performed in putting together IPC’s Quality Parish Council reaccreditation portfolio and which had previously been agreed by IPC. The Chairman told IPC that the Clerk had advised IPC’s FSC he had worked between 35 and 40 hours to complete the necessary work and that his current hourly rate was £8.65; he said IPC FSC had RESOLVED to recommend to IPC that the Clerk be paid £300 (35 hours at £8.65 per hour). IPC RESOLVED to ratify this recommendation. (Noted)
(l) Clerk’s Salary/Expenses 2010/11: -
(i) The Chairman (in the absence of the Clerk) advised IPC that in the light IPC had recently adopted (IPC Meeting – September 2009,) as a minimum, the NALC/SLCC terms and conditions agreement in respect of the Clerk’s remuneration, the Clerk had told IPC’s FSC he had recently liaised with Lesley Smith (Secretary DAPC) and ascertained that the appropriate NALC/SLCC pay scale for his position (experience, qualifications, responsibility etc) was Part-Time Clerks Hourly Rates Scale LC1 and Part LC2 (namely SCP 23 – SCP 25) and that Lesley Smith had advised it should be, in her opinion, SCP 25 (£11.185 per hour) which related to a small parish council but with added responsibility such as the car park, beach, management of a handyman, beach cleaner, grass cutting/verge maintenance and the like. The Chairman told IPC that the Clerk, despite this recommendation, had said he was prepared to accept the lesser Scale SCP 23 (£10.498 per hour) that would equate to an annual salary of £6550.752 – say £6550. (Noted)
(ii) The Chairman (in the absence of the Clerk) advised IPC that after deliberation IPC’s FSC had told the Clerk they were supportive of recommending to IPC that he received a salary for the year 2010/2011 in the sum of £6550 but that this would also reflect a proportion for holiday pay so as to accord with employment legislation. The Chairman said that IPC’s FSC had RESOLVED to bring this recommendation to the attention of IPC for ratification. After a discussion IPC RESOLVED to ratify this recommendation. (Noted)
(iii) The Chairman (in the absence of the Clerk) advised IPC that IPC’s FSC had further RESOLVED to recommend to IPC that the Clerk’s expenses remain the same as for the current year - £1,465. IPC RESOLVED to ratify this recommendation. (Noted) (m) Tractor Service 2009/10: -
(i) The Clerk advised Council that IPC’s FSC had noted that the cost of carrying out the annual service of the tractor was included in the beach cleaner’s December 2009 payment of £450 but that this did not include the cost of necessary parts. The Clerk added he had told IPC’s FSC that he had been reliably informed by the beach cleaner that this should be in the region of £40 for oil and £30 for filters etc and that IPC’s FSC had RESOLVED to recommend this additional cost. IPC RESOLVED to ratify this recommendation. (Noted)
(ii) The Clerk told IPC that IPC’s FSC had been asked by IPC to consider two estimates that had been obtained for necessary bodywork repairs to IPC’s tractor and which totalled £566 (P J Humphries) and £640 (Motor Services); neither was VAT registered. The Clerk told IPC that after discussion IPC’s FSC had RESOLVED to recommend it accepts the lower figure of £566 (P J Humphries). IPC RESOLVED to ratify this recommendation. (Noted)
(n) IPC – Use of Reserves 2010/2011: -
The Clerk advised IPC that IPC’s FSC had RESOLVED to recommend to IPC that no projects be earmarked for “reserve expenditure” on the basis there was a strong possibility that IPC might need to use some of its reserves in 2010/11 to cover the possible loss of car park revenue and because of general “credit crunch” implications. He said it was believed this decision would be acceptable to the Audit Commission in the current unstable economic times. IPC RESOLVED to ratify this recommendation. (Noted)
(o) Draft Budget 2010-2011: -
(i) The Clerk advised Council that following a lengthy discussion IPC’s FSC had drawn up a draft Budget, as at Appendix A attached to the minutes of its meeting of 27.10.09, for the consideration of IPC. (Noted)
(ii) The Clerk stated that IPC’s FSC had RESOLVED to recommend the draft budget’s approval, in its entirety, on the understanding that the NDC was going to grant IPC a licence for the Quay car park in 2010, albeit at an appreciable additional cost; if not, it would be necessary to revisit the budget and undoubtedly make drastic cuts/revisit the precept as necessary. (Noted) (iii) The Clerk then ran through the draft budget, item by item, answered queries as necessary and added that there would be a £1,500 increase in the current (2009/10) precept that would equate to an additional £3.60 on a band D property (total £18.73 – currently £15.13). (Noted)
(iv) IPC then discussed the draft budget at length at the conclusion of which it was unanimously RESOLVED to adopt it as written. (Noted)
(p) Any Other Business: -
(i) All Saints, Instow Community Centre Project: -
(a) The Clerk reminded IPC it had charged its FSC to consider and make a recommendation as to whether it could provide a grant to support this worthwhile project that had previously been fully endorsed by IPC. The Clerk added that after a discussion IPC’s FSC had RESOLVED to recommend to IPC that it forward a grant in the sum of £200 and that it should also explore whether some Ransom Strip monies could be utilised to support this very valuable project. (Noted)
(b) After a discussion IPC unanimously RESOLVED to adopt its FSC’s recommendation; the Reverend Calway, who was present, thanked Council on behalf of the PCC. (Action: The Clerk)
(ii) Torridge Community Transport Project (TCTP) – Grant Application:-
(a) The Clerk reported receipt of a letter (dd 22.10.09) from the TCTP seeking a grant from IPC on the basis it currently had 20 passengers from Instow registered with it and that so far this year they had completed 62 journeys for Instow residents. The Clerk added that IPC’s FSC had considered this request and that after a discussion it had RESOLVED to recommend to IPC it provide a grant of £100 on the basis the project was providing an excellent service for the Instow community that was not available otherwise. (Noted)
(b) The Clerk then advised Council that following further research it would seem that users of the TCTP were charged at 40p per mile plus other expenses e.g. car parking, and that the TCTP has 5 paid staff and around 60 volunteer drivers. (Noted)
(c) The Clerk reminded Cllrs he had forwarded relevant information concerning TCTP to Cllrs with their agenda papers (12.1.09. (Noted)
(d) After a discussion IPC RESOLVED not to adopt its FSC’s recommendation and to make no grant. (Noted)
*** Cllr May declared a personal interest and did not speak ***
(f) Letter/Form (dd 22.10.09) from NDDC reference “Parish Council Expenditure 2010/11”:--
(i) The Clerk reported that now that IPC’s Budget 2010/11 had been agreed he could complete this form and forward it to NDC prior to the deadline of 11th December 2009. The Clerk advised IPC of the details i.e. NDDC Grant: - Instow had 638 parishioners (according to current electoral roll) x £2 per head of population = £1276 made up of Burial Ground (£666), Parish Hall (£333) and “Parks and Open Spaces” (£277) – Total £1276. (Noted)
(ii) IPC RESOLVED to support the action proposed by the Clerk.(Action: The Clerk)

(g) DCC P3 Footpath Inspection 2009/10 - P3 Claim for 2010/11:-
(i) The Clerk reported that the necessary forms had been received and he would attend to them as necessary asap. (Noted)
(ii) The Clerk said that he and the parish handyman were to attend a P3 Xmas Workshop at Halberton on 25.11.09; report at next meeting. (Noted)
(h) Parish Seat Inventory/Inspection – Autumn 2009: -
(i) The Clerk reported this had been carried out on 13.11.09 by himself and the Handyman; Cllrs were provided with a copy of the inventory at the meeting. The Clerk spoke to the paper. (Noted)
(ii) IPC RESOLVED to condemn the seat in memory of Bob Thomlinson on the grounds it was irreparable and unsafe; the Clerk was asked to communicate this decision to the donor, if known or to place a notice on the website.(Action: The Clerk)
(i) Xmas Grass Cut and Beach Clean 2009: -
(i) The Clerk advised Council that only 6 grass cuts had been done during the financial year and that the 7th would be done prior to Xmas. This would leave 1 cut as per budget for the New Year if and when necessary. (Noted)
(ii) The Clerk said the beach would receive a pre Xmas clean up as per current agreement between the beach cleaner and IPC that would also include the tractor service. (Noted)
(j) Donation/Grant to IPC – Local Business: -
The Clerk advised IPC that following a hypothetical “offer” from a local business he had established from the DAPC (Lesley Smith) that such a donation would be permitted provided the purpose was “legal and decent”. It would not, however, be legally enforceable so an element of financial risk assessment would be involved. The Clerk said he would hope to report further on this at the next meeting. (Noted)
(k) Email (dd 29.10.09) from DAPC reference “Cheque Signatories: -
(i) The Clerk said this advised IPC that NALC was pushing to update legislation with regard to Local Councils and cheque signatories; it was becoming increasingly difficult for local councils since so many payments now had to be made on line and of course cheques could become a thing of the past before too long. DAPC wished to know if any member councils would mind if it wrote to the appropriate Minister of State and if so did any member council have any particular points(s) to make. (Noted)
(ii) The Clerk said the relevant email and NALC paper had been circulated to Cllrs with their agenda papers (12.11.09). (Noted)
(i) After a discussion IPC RESOLVED to take no further action albeit it agreed with the sentiments of the proposed action(s). (Noted)
(l) Email (dd 29.10.09) and attachments from “Came and Company Parish Council Insurance - Aviva” reference “Quotation” –
(i) The Clerk said the relevant email and attachments had been copied to IPC’s FSC for information. (Noted) (ii) After a discussion IPC RESOLVED to seek a quotation in the New Year if only for comparative reasons. (Action: The Clerk)
(m) Email (dd 11.11.09) from Charity Commissioners reference “Charity Commission News”: -
The Clerk said this email had been copied (dd 11.11.09) to IPC’s FSC/Cheque signatories/Internal Auditor for their information and would be filed for future information. (Noted)
(n) Letter (dd 5.11.09) from The Crown Estate reference “Changes to Rent Collection Arrangements reference 02026808/Foreshore at Instow”: -
(i) The Clerk reported that this letter advised IPC that in future all rent invoices/collections would be administered by and paid (preferably by standing order) to the CE managing agent (in IPC’s case Knight Frank of Bristol) and not to their central address in London. The Clerk told IPC that this letter would appear to be a duplication of a similar missive received and discussed at the September meeting of IPC. (Noted)
(ii) The Clerk said that as a consequence he had spoken (11.11..09) to KF of Bristol (accounts) and it had been re-affirmed that rent/royalties invoice would be dispatched as usual in January and that payment would continue to be by cheque. (Noted)

(o) Cancellation of Cheque 000497 (£112.80) – Lost by Recipient: -
The Clerk advised IPC that the recipient of the above cheque had reported it as “misplaced”. The Clerk suggested it was cancelled with the bank and re-issued in December when a further and similar payment would be due. IPC RESOLVED to support this recommendation. (Action: The Clerk)

2911/12 PLANNING
a) Barnstaple Town Council “Planning School”: -
(i) Cllrs Mrs Dipper, B Thomas and M Green provided favourable feedback on their attendance at this event that was held on Saturday 31st October 2009 (9.15am to 4.45pm) at The Castle Centre, 25 Castle Street, Barnstaple. (Noted)
(ii) The Clerk reported receipt of an email (dd 4.11.09) and attachment report from Cllr Thomas entitled “Feedback on Planning School” adding he had copied it to Cllrs with their agenda papers (12.11.09). (Noted)
(iii) IPC to discuss.
b) Letter (dd 12.10.09) from NDC Planning Manager reference “Planning Improvement Plan – Planning and Parish Councils”: -
(i) The Clerk said NDC Planning was looking at ways it could improve its communication and working with its members, parish councils and the wider community. As part of this process a number of measures had been introduced some of which took into account responses gathered from parish councils through a survey originally undertaken in late 2007 and since followed up through the Planning Service’s Stakeholders Forum, meetings with individual parish councils and discussions with parish councillors. NDC Planning was now eager to ensure that these improved measures were relayed to all councillors, hence this letter. The Clerk added that missive talked of “Improving access to information on planning applications”, Planning and Enforcement”, “Parish Council Forums”, Planning Applications and Parish Council Consultation responses”, ”Tree Applications”, “Parish Council Charter and Plain English” and “Access to Officers”. (Noted)
(ii) The Clerk said he had copied the letter to Cllrs with their agenda papers (12.11.09).
(Noted)
(iii) IPC RESOLVED to note the letter and take no further action. (Noted)
c) Email (dd 2.11.09) and attachment letter from NDC Planning Enforcement reference “Enforcement – Blue Hayes at Instow”: -
(i) The Clerk said this advised IPC that this matter (removal of shutters, use of annexe) had been investigated and that no further action was to be taken. (Noted)
(ii) The Clerk said the email and letter had been copied to Cllrs with their agenda papers (12.11.09). (Noted)
d) Copy letter (dd 11.11.09) from NDC Planning to Cowling Commercial Ltd reference “Conservation area application for conversion of residential home to form 12 units of holiday accommodation to include demolition of existing single storey extension at Sands Residential Home, 4-5 Bath Terrace, Instow: -
(i) The Clerk said this stated that after consideration NDC Planning had concluded that this application did not need planning permission. (Noted)
(ii) The Clerk told IPC that from enquires made of NDC Planning (16.11.09) it would seem that originally three applications had been originally made, one for planning permission, one for listed building consent and one for conservation area consent to demolish. The first two were refused and appeals were dismissed; the above letter was simply saying that the conservation area application was not required so that the file could be closed. He added that affordable housing had been originally asked for by NDC and that this was the basis of its refusal that was subsequently upheld by the planning inspector on appeal. (Noted)
e) Copy email (dd 17.11.09) from Cllr Moores (NDC)/NDC Planning reference “Planning Application 49011 – The Coach House, Middle Huish, Instow: -
(i) The Clerk said that this advised Cllr Moores that Planning Officer was currently considering recommending refusal of this application (to the Planning Manager) as there was no policy support for open market housing in the open countryside and a number of issues including the fact that no bat or structural survey of the building for conversion had been provided; it had been forwarded to IPC for information. (Noted)
(ii) The Clerk said he had advised Cllr Moores (email of 17.11.09) that this application had been unanimously recommended for approval by IPC (October 2009), it was not a new build but a conversion of a current outbuilding and that he did not understand the reference to “policy support for open market housing in the open countryside”. The Clerk added he had additionally advised Cllr Moores that this location was in the middle of “nowhere” and would not, as far as he was aware, affect any neighbouring properties. (Noted)
(iii) IPC RESOLVED to ratify the response of the Clerk as at (ii) above. (Noted)

2911/13 ANY OTHER BUSINESS

There being no other business the meeting was closed.