The meeting was preceded at 7pm by a presentation provided by Colin Savage
(Rural Housing Enabler – Exmoor, North Devon and West Somerset) on “Affordable
Rural Housing” as it related to a recent Rural Housing Project and Survey that
had been carried out within the parish. He explained the process of the
consultation and feedback gleaned as a result of the survey and said although
a genuine need for affordable housing had been established it was fully
appreciated that the lack of available land in the parish was a serious
barrier albeit there were some possibilities. He agreed to work with the
parish council to establish tangible opportunities. The Chairman thanked Mr
Savage for his valuable time.
Present: - Councillors P Cook, N Crombie, Mrs T Dipper, M Green, C Harper, S
White (Chairman), and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC).
2011/1 PRAYER
The Clerk led the Council in prayer
2011/2 APOLOGIES
Cllrs A Johns, B Thomas (both IPC) and B Moores (NDC)
2011/3 COUNCILLOR DECLARATION OF INTEREST
Item 2011/11 (5) (c) (i) (e) (ii and iii) (h) (i) - Beach Cleaner’s Terms of
Reference (e) (ii), Beach Cleaner’s Annual Rate 2011/12 (e) (iv) and “Staff”
Overtime Payments (h) (i) - Cllr Cook declared a pecuniary interest, left the
room and did not speak. (Noted)
2011/4 POLICE REPORT
a) Crime: -
PC Hodgson said that no crimes had been reported in the parish since the last
meeting, (Noted)
b) Other Matters: -
(i) PC Hodgson said that in the same period eleven other incidents had been
reported in the parish, namely, x 2 “road related”, x 2 “crime related”, x 2
“information to police”, x 1 “anti social behaviour” and x 4 “concern for
welfare”. (Noted)
(ii) PC Hodgson said that a “local man” had recently been sleeping rough in a
tent in the dunes but that he appeared to have abandoned it. He said he would
arrange for it to be removed asap – see also 2011/9 (iii) (u). (Noted)
2011/5 PARISHIONERS
In the absence of parishioners there were no issues raised. (Noted)
2011/6 REPORT COUNTY COUNCILLOR R CANN
(a) General: -
Cllr Cann spoke of “The Cordiale Project” (DCC is leading a European Project
that will provide a much needed boost to the sustainable management of our
nationally designated landscapes – a £3.1 million sum has been received from
the European Regional Development Fund), “DCC/New Agreement on Terms and
Conditions – Save 60 Jobs” (following a new agreement between the authority
and the trade unions on terms and conditions – will save £1.4 million in the
2011/12 financial year) and “Comprehensive Spending Review” (Government has
decided to reduce funding to authorities by 28% over a 4-year period –
Council’s who achieve a 0% Council Tax increase have been promised 2.5% award
as an incentive). (Noted)
(b) Instow – Residents Parking Survey”: -
Cllr Cann said that following a recent meeting between a sub committee of IPC
and DCC (see item 2011/9 (a)) it was suggested that a resident’s survey be
carried out to establish if a residents parking and pay and display scheme
within the village might be advantageous. He agreed to discuss this matter
further as and when it was later debated in the meeting. (Noted)
(c) Highways Issues: -
(i) Blocked Drain – Rectory Lane: -
Cllr Cook reported that a drain was blocked at the bottom of Rectory Lane
(near its junction with Anstey Way at Venn Cross) and that water was running
down the road towards the main road as a consequence. Cllr Cann agreed to deal
with this as necessary. (Action: Cllr Cann)
(ii) Salt Bags – Lack Of: -
Cllrs Cook and Harper reported the lack of salt bags at the bottom of Rectory
Lane (to the school from Venn Cross) and Bridge Lane respectively. Cllr Cann
agreed to deal with this as necessary. (Action: Cllr Cann)
(d) Tapeley Park (TP) – Wind Energy: -
Cllr Cann reported he had been advised that TP was considering applying for
planning permission to place a solar power array on the estate (25 acres) so
as to generate electricity; he appraised IPC of the details. After a
discussion it was RESOLVED that IPC wished to be made aware of developments
and it was agreed that the Clerk would be the point of contact. (Action: Cllr
Cann)
2011/7 REPORT OF DISTRICT COUNCILLOR B MOORES
In the absence of Cllr Moores no report was given. (Noted)
2011/8 MINUTES
It was RESOLVED that the October 2010 minutes of Instow Parish Council be
approved and signed. (Noted)
2011/9 MATTERS ARISING FROM THE MINUTES
a) Item 2010/6 (b) - Traffic Management Issues: -
(i) The Clerk advised IPC that a meeting had taken place at The Commodore
Hotel at 3 pm on Friday 12th November between DCC (Cllrs Cann and James Anstee
– Highway’s Officer) together with an IPC Traffic Management Sub Committee (TMSC)
comprising Cllrs White (Chairman), Green (Vice Chairman), Harper, Thomas and
the Clerk. (Noted)
(ii) The Clerk advised IPC that the main topics of conversation were: -
(a) The possible introduction of resident’s parking; he said IPC’s TMSC had
“agreed” in principle but with the some provisos; these were discussed.
(Noted)
(b) Parking Meters/Pay and Display along Marine Parade (Seafront and Quay to
Signal Box). The Clerk said this had similarly been “agreed” in principle by
IPC’s TMSC but with the some provisos; these were discussed. (Noted)
(iii) The Clerk finalised by saying it had been agreed that Cllr Cann would
address IPC on 18th November and summarise the above discussions and then,
subject to the agreement of IPC, DCC would circulate a letter to parishioners
to seek their thoughts prior to and maybe a pubic meeting; this had been done
- see item 2011/6 (b). (Noted)
(iv) After a discussion IPC RESOLVED to support this initiative and Cllr Cann
agreed to liaise with DCC Highways who could circulate its letter by way of
the parish magazine with Cllr Harper being the liaison Cllr. (Action: Cllrs
Cann and Harper)
b) Item 2010/9 (a) – Management of Quay Car Park: -
(i) The Clerk reported that a meeting of the “Ransom Strip Steering Group” (NDC/DCC
& IPC) had been arranged for 10 am on Wednesday 24th November at the Civic
Centre; he said he would be attending with Cllrs Mrs Dipper and Thomas
representing IPC and the Chairman if available; he said this matter would be
discussed at that meeting. (Noted)
c) Item 2010/9 (b) – Sand on Highway/Near Boathouse Bus Stop: -
(i) The Clerk reported that Atturm had completed their work satisfactorily
although some remedial activity was necessary just to tidy up the wall and bus
shelter areas together with the sand that had gathered in the vicinity of the
flood defence gates; this, he said, was carried out by the beach cleaner and
handyman on Tuesday 9th November; IPC RESOLVED to thank them. (Action: The
Clerk)
(ii) The Clerk recommended that a letter of thanks was sent to the OC at
Atturm; IPC RESOLVED to adopt this recommendation. (Action: The Clerk)
(iii) The Clerk reported that no responses had, as yet, been received to the
Andy Bell “Dunes – Research and Options” paper that had been published on the
Instow website but not, as yet, in the parish magazine. He said there had been
a problem or two in downloading said paper on the website and suggested that
the completion date for responses be extended at least to the IPC Meeting of
Thursday 9th December. IPC RESOLVED to adopt this recommendation. (Noted)
d) Item 2010/9 (c) - Village Gateway Initiative: -
(i) The Clerk reported that a discussion had ensued with DCC Highways at the
Traffic Management Meeting (see (a) above) reference additional road markings
(impression of narrowing of the road at the point of entering the 30 mph speed
limit), IPC being allocated a licence for this “street furniture” and the
moving of the Huish sign at the Westleigh end of the village that was slightly
obscuring that gateway; The Clerk said that as a consequence all was in hand.
(Noted)
(ii) The Clerk reported that payment of the invoice (£1,073.02) was still
awaited. (Noted)
(iii) The Clerk reported receipt of an email (dd 9.11.10) and attachment
(Draft Agreement” and “Conditions) from DCC reference Instow – Village
Gateways”; the Clerk elaborated as regards the “Draft Agreement” and
“Conditions” that was then signed in duplicate by the Clerk and witnessed by
the Chairman. The Clerk added that these had to be returned to DCC with the
invoice for payment. (Action: The Clerk)
(iv) The Clerk told IPC he was still endeavouring to obtain a good picture of
a DUKW so that SW Signs could prepare a transfer to replace the existing ones
on the current Instow signs on Anstey Way. (Action: The Clerk)
(v) The Clerk reported that an article had appeared in the North Devon Gazette
(dd 3.11.10) reference this initiative. (Noted)
e) Item 2010/9 (d) – Ransom Strip Projects: -
(i) The Clerk advised IPC he had liaised with Brian Holme (BH) (NDC Community)
and supplied him with a diagram of the proposed play area (as supplied with
one of the quotations) and BH was liaising with NDC’s Planning Dept with a
view to ascertaining any planning requirements. (Noted)
(ii) The Clerk confirmed he had liaised with the two companies who had already
provided a quotation and established that one quote included the clearance of
the site although the other did not; IPC would be expected to do this prior to
that quotation being firmed up. (Noted)
(iii) The Clerk said that Cllr Cann had confirmed to him that DCC’s verbal
agreement to issue IPC with a suitable licence to use the site for said
purpose was a “done deal”.
(Noted)
(iv) The Clerk reported receipt of an email from Cllr Moores reference
“Effective Consultation for Play Park Projects”; he said he had copied it to
Cllrs with their agenda papers (11.11.10). (Noted)
(v) The Clerk provided a draft “parishioner consultation” Play Area article
for consideration and placement in the parish magazine; IPC RESOLVED to adopt
the article as written (Action: The Clerk)
f) Item 2010/9 (f) – Revised Bathing Water Directives: -
(i) The Clerk confirmed he had thanked Jonathon Ponting (JP) (EA) for his
valuable contribution at IPC’s last meeting and in doing so posed questions
raised after his departure regarding beach signage post 2012 and EA costs to
man high tides at Instow.
(Noted)
(ii) The Clerk reported receipt of an email (dd 9.11.10) from JP answering
said questions; the Clerk elaborated to Council as follows: -
• There was no need to put up signs under current directive although some
controllers do
• The revised directive does require signage; Defra has produced guidance
• Permanent signage will include a “general description” which could include a
comment about poor quality after heavy rainfall.
• Only grounds for de-designation are low bather numbers or health and safety
(H and S); any grounds IPC has on H and S should be discussed with Defra and
not, in JP’s opinion, be placed on to a sign. The Clerk told IPC he had
forwarded Defra an email (dd 17.11.10) following a communication he had
received from Cllr Green as regards signage.
• EA’s attendance at High Tides Instow; the gates are closed by EA staff who
remain on site until the high tide has passed and the gates can be re-opened.
The normal attendance for this is one vehicle/two members of staff. (Noted)
(iii) The Clerk reported receipt of an email from Defra (dd 2.11.10) reference
“Guidance for Bathing Water Controllers”; he said he had copied it to Cllr
Green for perusal and report to Council – Cllr Green addressed Council.
(Noted)
(iv) The Clerk then reported receipt of an email from NDC reference “Guidance
for Bathing Water Controllers” and “Instow Swimming Data 2010”; he said he had
copied it to Cllr Green for perusal and report to Council; Cllr Green
addressed Council. (Noted)
(v) IPC then discussed its strategy reference “Bathing Water Quality –
De-designation “i.e. article in parish magazine, website, possible public
meeting, bather census 2011 summer season etc; the Clerk reminded IPC that the
EA had agreed to assist in this at all stages. (Noted)
(vi) After as discussion IPC RESOLVED to place an article in the parish
magazine and Cllr Green agreed to write it. (Action: Cllr Green)
g) Item 2010/9 (h) – New Charter Toilets/Quay Car Park: -
(i) The Clerk reported that a meeting of the “Ransom Strip Steering Group” (NDC/DCC
& IPC) had been arranged for 10 am on Wednesday 24th November at the Civic
Centre and that he, together with Cllrs Mrs Dipper and Thomas representing IPC
(and the Chairman if available) would be attending; he said this subject was
to be included on that agenda. (Noted)
(ii) The Clerk confirmed that NDC had been advised of IPC’s disappointment at
the apparent minuscule level of refurbishment of these toilets by way of an
email (dd 9.11.10) to Cllr Moores. (Noted)
i) Item 2010/10 (i) – Instow WI/Tree Planting: -
(i) The Clerk advised IPC that this tree was to be planted on Thursday 9th
December 2010 at 10.30 am on the Heron grass verge and that the handyman was
to liaise with the Chairman of IIB beforehand; he said the handyman had been
told. (Noted)
(ii) The Clerk added that all IPC Cllrs were invited to attend and that the WI
Chairman was to host coffee/mince pies after the planting. (Noted)
2011/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
(a) Letter (dd 19.10.10) and poster from NDC reference “Harvesting of Bi-valve
Molluscan Shellfish”: -
(i) The Clerk said this stated that in recent months the council had had a
number of enquiries regarding the harvesting of bi-valve molluscs, for
example, mussels from various locations in the district. They had also been
advised that quantities of shellfish had been offered on sale at various
wholesale markets that had not been harvested properly. This has resulted in
food being placed on the market which may be contaminated and unsuitable to
enter the food chain. The Food Standards (FSA) and akin organisations have
produced a poster which describes some of the legislative requirements for
harvesting shellfish; they are to be placed close to shellfish harvesting
beds. (Noted)
(ii) The Clerk said he had forwarded a copy of the letter and poster to Cllrs
with their agenda papers (11.11.10) and placed a poster on the Quay Car Park
notice board. (Noted)
(b) Letter (dd 21.10.10) and attachment from NDC reference “Register of
Electors – Outstanding Properties”: -
(i) The Clerk said this set out a list of those properties in Instow that had
not, as yet, returned their register of elector form and that any information
available as regards each address would be appreciated. (Noted)
(ii) The Clerk said he had forwarded a copy of the letter and attachment to
Cllrs with their agenda paper (11.11.10). (Noted)
(iii) A discussion ensued. (Noted)
(c) Email (dd 25.10.10) from DCC reference “Devon and Torbay’s Third Transport
Plan (LTP3)”: -
(i) The Clerk said this stated that this was out for consultation for the
period 5th November for six weeks; web reference www.devon.gov.uk/LTP3 and
that a copy had been forwarded to Cllrs with their agenda papers (11.11.10).
(Noted)
(iii) The Clerk then reported receipt of a further email (dd 9.11.10)
reference “Devon and Torbay’s Third Transport Plan”; he said a copy had been
forwarded to Cllrs with their agenda papers (11.11.10). (Noted)
(iv) A discussion ensued. (Noted)
(d) Email (dd 2.11.10) from DCC reference “Exercise Watermark – March 2011”: -
(i) The Clerk said this advised that a national flooding exercise was to take
place in March 2011 and that the Devon, Cornwall and Isles of Scilly Local
Resilience Forum would be exercising on Monday 7th March. It further advised
that resources (i.e. Community Pack) were now available on the website
www.exercisewatermark.co.uk for organisations such as IPC. (Noted)
(ii) The Clerk said he had liaised with Cllr Harper (dd 2.11.10) who had
agreed to obtain a Community Pack and brief IPC on the 18th November. (Noted)
(iii) Cllr Harper then address Council at the conclusion of which it was
RESOLVED that Cllr Harper would draw up a suitable article for the parish
magazine for the information of parishioners. (Noted)
e) Letter (dd 12.11.10) from NDC reference “House to House Collection: Little
Treasures Children’s Trust” for period 1.12.10 to 30.11.11: -
(i) The Clerk advised IPC that although this appeared to be an application by
a bone fide charity he had told NDC that although IPC would have no objection
in principle to the application it would have reservations as regards the
length of period for the collection, that is, 12 months. (Noted)
(ii) The Clerk added that he had suggested to NDC that the applicant must
advise IPC when it intended to collect in the parish to (a) ensure
parishioners were “immediately” aware and (b) that it did not clash with other
permitted collections in the area; he said NDC had been advised by email (dd
15.11.10). (Noted)
(ii) IPC RESOLVED to ratify this decision of the Clerk. (Noted)
f) Emails (17.11.10) from parishioners (Anstey Way/Down Road and Marine
Parade/Boathouse Bus Shelter) reference “Flooding”: -
(i) The Clerk said that both of these emails had been passed to DCC Local
Services Supt for attention; Cllr Cann (DCC) had also been told. (Noted)
(ii) Cllr Cann said he had spent a considerable amount of time in the village
during the aftermath of the “floods” and that DCC was doing all it could to
establish the causes and deal with them. (Noted)
(iii) Cllr Cook said one of the problems was that the culverts onto the beach
from Marine Parade were blocked by sand and required to be cleaned out; Cllr
Cann agreed to pass this on the DCC Highways. (Action: Cllr Cann)
g) Parish Carol Singing Event 2010: -
(i) The Clerk reported that this event was to be held at 6.30 pm on Sunday
12th December at The Commodore (Parish Hall if wet); posters would be placed
on parish notice boards. (Noted)
(ii) IPC then discussed the recipient of the charitable collection; The Clerk
said that IPC’s FSC were recommending (see finance later) that said monies
should go jointly between ND Hospice, RNLI (Appledore) and Northam Lodge with
IPC matching collection up to £100. IPC RESOLVED to support this. (Noted)
(iii) IPC then discussed the arrangements on the night i.e. mince pies, mulled
wine, hospitality, collectors and grant to WI (see finance later). (Noted)
(iv) The Clerk reminded IPC that the attendance of The Two Rivers Wind
Ensemble had been confirmed as has the Commodore/Parish Hall for the
venue/refreshments. (Noted)
h) IPC’s Xmas Social 2010 (Thursday 9th December 2010): -
The Clerk said that IPC needed to consider its invitation list for this event
and that a copy of an invitation list 2009 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)
i) Remembrance Day Service – 14th November 2010: -
A report was provided by Cllrs Mrs Dipper, Harper and Thomas and the Clerk who
attended. IPC’s wreath had been laid by Cllr Harper. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 5.11.10) from TTEF Secretary reference “Severn sands – Removal
Progress”: -
Copied (dd 6.11.10) to Cllrs with email addresses.
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DAPC (Now DALC) Matters (Various): - (i) Email (dd 21.10.10) reference
“DALC Members – Staff Absences”; (ii) Email (dd 21.10.10) reference “DALC
Training – Budgets/Precepts”; (iii) Email (dd 25.10.10) reference “Job Vacancy
– Brixham Admin Assistant”; (iv) Email (dd 3.11.10) reference “Barnstaple Town
Council – Conservation Management Plan”; (v) Email (dd 27.10.10) reference
“Gypsy and Traveller Liaison Service Annual Report” – circulated to Cllrs with
email addresses; (vi) Email (dd 27.10.10) reference “DSG e-news”; (vii) Email
(dd 29.10.10) reference “Community Planning Drop-in Surgery”; (viii) Email (dd
9.11.10) reference “E-Bulletin 5th November 2010” and (ix) “DALC Newsletter –
Nov/Dec 2010”.
b) NDDC Members Services Weekly Information Sheet for w/e 22.10.10, 29.10.10,
5.11.10, and 12.11.10
Copied to Cllrs with email addresses
c) Emails (dd 26.10.10, 2.11.10, 9.11.10 and 16.11.10) and attachment from NDC
Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Mrs Dipper for the information of
parishioners
d) Minutes of NDC Standards Committee Meeting of Wednesday 20th October 2010”
e) Letter (dd 3.11.10) and poster from ND Hospice reference “Charitable Events
(Various) – Posters”: -
Posters placed variously at Parish Hall and Quay Car Park notice board.
f) (i) Agenda and associated papers for meeting of NDC at 2 pm on Thursday 4th
November 2010; (ii) Agenda for NDC Meeting at 7 pm on Wednesday 17th November
2010
g) Telephone call (1.11.10) from Handyman (via Cllr May) reference “Rectory
Lane – Atturm (Anstey Way) to Church/State of Road Surface”: -
DCC Local Services Supt advised by email (dd 1.11.10); attention promised.
h) Clerk’s and Council’s Direct Magazine - November 2010 (Issue 72)
i) Letter (undated) from Kompan and Playground Magazine
j) Telephone call (28.10.10) from EA reference “Report of Oil – Instow Beach:
-
Checked with EA; not believed to be connected to Severn Sands
k) Copy email (dd 6.11.10) and attachment from Cllr Harper to Editor of Parish
Magazine reference “Instow Parish Appraisal – History”
l) Copy email (dd 6.11.10) from Cllr Harper to Cllr Moores (NDC) reference
“Ladies Toilet Quay Car Park – Missing Seat”
m) Email (dd 8.11.10) from DCC reference “Devon In Touch Monthly News Round Up
(November 2010)”
Copy to folder at post office for the information of parishioners
n) (i) Copy email (dd 8.11.10) from Cllr Moores to NDC reference “Instow
Seafront Litter Bin” and “Quay Car Park Toilets – Missing Toilet Seat”; (ii)
Copy email (dd 9.1.10) from NDC to Cllr Moores reference “Instow Seafront
Litter Bin” and “Quay Car Park Toilets – Missing Toilet Seat”.
o) Came and Company (Parish Council Insurance) Parish Matters Magazine (Autumn
2010)
p) Affordable Rural Housing: A Practical Guide for Parish Councils”
q) Email (dd 11.11.10) from Clerk to DCC Local Services Supt reference “Drain
Blocked – Marine Parade by Boathouse Bus Shelter”
r) Email (dd 15.11.10) from a parishioner (Pam Cantle) reference “Bathing
Water Quality”: -
Suitably acknowledged by the Clerk
s) Email (dd 8.11.10) from a parishioner reference “Flooding – Tarka Trail”: -
(i) Clerk engaged in email (various) dialogue with NDCCS and DCC Highways and
matter attended to. This is a long standing issue that DCC Highways are
working on involving the aqueduct over the Tarka Trail and Tide Locks. IPC
will be kept up to speed.
(ii) Parishioner updated and thanked.
t) Email (dd 16.11.10) from pps Group reference “Devon Wind Power – Fullabrook
Farm Community Newsletter”
u) Telephone call (answer phone – 17.11.10) from Devon and Cornwall Police
reference “Abandoned Belongings and Medication – Instow Beach”: -
No reference number provided; Beach Cleaner checked beach and all he found was
an apparently abandoned tent and personal belongings in area of dunes – no
medication; see item 2011/4 (b) (ii).
2011/11 FINANCE
1. INCOME: -
TOTAL : - £ NIL
2 EXPENDITURE: -
Mr M Harris Village Handyman £ 170.00+ Mr P Cook Tractor Spare Parts (Various)
£ 64.50
Instow/Westleigh Parish News Grant 2010 £ 417.00 Parish Hall Grant 2010 £
333.00
Burial Ground Grant 2010 £ 666.00
Instow Website Grant 2010 £ 84.00
BT Parish Telephone 372408 £ 118.30*
TOTAL: - £1,852.80
Key: -
+ 4 hours beach cleaning (£34)
* £61.65 telephone calls, £44.92 rental etc and £11.73 VAT
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 28.10.10 (Statement) = £ 557.90*
Lloyds Bank Business a/c no. 02350065 as @ 4.10.10 (Statement) = £26,129.53+
Key: -
* According to Clerk’s records this is 90p (3 cheques to the total value of
£557 uncashed)
+ According to Clerk’s records this is £25,293.53 as of date of meeting.
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £1,853 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) Mole Valley Farmers – IPC Account October 2010): -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) Village Gateway – Recovery of Costs: -
The Clerk said that this matter had been covered under “Matters Arising” – see
item 2011/9 (d). (Noted) (c) IPC’s Finance Sub Committee (FSC) Meeting -
Budget 2011/12: -
The Clerk reported that this meeting had taken place on Wednesday 27th October
2010 and that a copy of the “unapproved” draft minutes (and IPC documents
referred to therein) had been circulated to Cllrs with their agenda papers
(11.11.10). (Noted)
The Clerk then reported as follows:-
(i) Minutes of IPC’s FSC Meeting of 27th October 2009: -
IPC’s FSC Cllrs present, and who had attended the meeting, verified and
approved the minutes; Cllr White (Chairman) signed them as a true record.
(Noted)
IPC then discussed the following: -
(a) ANNUAL REVIEW OF POLICIES: -
(i) IPC’s Financial Regulations: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that item 2
(c) “Reimbursement to Internal Auditor” should be amended to read “up to £100
per hour to a maximum of £300 plus VAT”. The Chairman/Clerk signed an amended
copy. (Noted)
(ii) IPC’s Financial Risk Assessment Policy: -
a) After a discussion IPC RESOLVED to adopt its FSC’s recommendation that item
4 “Council’s Assets – Damage/Theft etc” should be amended to include “Solar
Light (Venn Cross Bus Shelter), Flood Defence Gates (opposite Boathouse Bus
Shelter) and Village Gateways (Anstey Way)”. The Chairman and Clerk signed an
amended copy. (Noted) (b) IPC also RESOLVED to adopt its FSC’s recommendation
that it include a new item 7 “Investment Policies”, to indicate it as a “Low”
risk and that “Financial advice, if appropriate, would be taken, and
investments would not be made in accounts that Charities would not invest in”.
The Chairman and Clerk signed an amended copy.(Noted) (iii) IPC’s Beach Risk
Assessment Policy: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that item 2
“Period of Lease” be amended to indicate “1.1.10 to 31.12.34” and item 2
“Risks Identified” should also include “Vehicles/trailers and associated
equipment” and “Fallen stones from seawall on beach”. The Chairman and Clerk
signed an amended copy. (Noted)
(iv) IPC’s Child Protection Policy: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that no
alterations/amendment were necessary and that said policy could be re-affirmed
as written. The Chairman and Clerk signed a re-affirmed copy. (Noted) (v)
IPC’s “Community Engagement Strategy”: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that item
“Conclusion” should be updated to indicate that the “Parish Plan update/Play
Area consultation (September 2009) had been completed/actioned”. The Chairman
and Clerk signed an amended copy. (Noted)
(vi) ”Training Statement of Intent”: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that item
3.1 “Current Situation” should be historically updated and that item 3.2.
“Current Situation” should be amended to include “POWB Training – November
2009” and “NDC Planning Seminars (Various) – 2010”. The Chairman and Clerk
signed an amended copy. (Noted)
(b) RISK REVIEW/OTHER CONSIDERATIONS 2011/12: -
(i) Seats and Bus Shelters: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
current biannual checks (spring and autumn) of the parish seats and bus
shelters were adequate with records of such checks being kept by the Clerk
together with the ad hoc seat checks (by the handyman) throughout the year,
especially during the summer. (Noted)
(ii) Beach: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
beach cleaner should continue to keep a daily log of his activity on the beach
and dunes throughout the summer season; the Clerk added that this was a
requirement of IPC’s insurers. (Noted)
(iii) Flood Defence Gate: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that this
should be checked regularly to ensure its “safety” to beach users and that as
for the previous year it should be within the remit of the parish handyman to
do so at the same time as checking the seats. (Noted)
(iv) Solar Light – Venn Cross Bus Shelter: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that this
should be checked regularly to ensure its “safety” to bus shelter users and
that it should be the responsibility of the parish handyman to do so at the
same time as cleaning the bus shelter. (Noted)
(v) Village Gateways – Anstey Way: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that these
should be checked regularly to ensure their “safety” to road users/pedestrians
and that this should be within the remit of the parish handyman/grass
contractor to do so at the same time as cutting the grass. (Noted)
(c) ANNUAL INSURANCE REVIEW: -
(i) After a discussion IPC RESOLVED to adopt its FSC’s recommendation that
Cllr Crombie, together with Cllr Johns and the Clerk should, as for former
years, review IPC’s Public Liability Insurance cover on renewal (May 2010) and
to advise IPC on renewal terms including amendment or additions. (Noted)
(d) CAR PARK CHARGES 2011/12: -
(i) After a discussion IPC RESOLVED to adopt its FSC’s recommendation that in
the first instant IPC should work on the basis that the car park may still
well operate along similar lines to the current season (2010/11), that is by
licence from NDC, albeit that IPC was currently engaged in talks with NDC with
a view to taking over the freehold of the car park. With this in mind IPC
RESOLVED to adopt its FSC’s recommendation that hourly/daily prices should be
left the same as for the current year i.e. £1 for 2 hours and £3 all day (24
hours) but that the Season Ticket should be increased from £80 to £90 and the
Weekly Ticket from £12 to £15. IPC’s FSC felt these charges still reflected
good value for money for both hourly, daily, weekly and season ticket
holders’. (Noted) (ii) IPC further RESOLVED, however, that should the freehold
transfer of the car park be achieved by the commencement of the 2011/12 season
(i.e. by 1.4.2011) that further consideration should be given to the
hourly/daily/weekly and season tickets rates on the basis that the situation
had significantly altered and needed to be re-visited. (Noted) (e) PARISH
HANDYMAN/BEACH CLEANER 2010/11 – TERMS OF REFERENCE/CONTRACT AND HOURLY RATE:
-
(i) Handyman – Terms of Reference: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
current
terms of reference for the parish handyman be re-affirmed as currently
written. (Noted) (ii) Beach Cleaner – Terms of Reference: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
current terms of reference for the beach cleaner should be amended (in
addition to necessary alterations to allow for calendar/payments) to include a
paragraph to the effect that “The beach cleaner shall maintain daily records
of his hours of duty, including driving to and from the tractor’s garage, and
of the hours spent on tractor maintenance including cleaning and servicing
i.e. general, that is day by day, and annual”. It was said that this data
gathering was necessary to enable IPC to be in a subsequent position to
realistically assess “salary” on an annual basis. (Noted)
(iii) Hourly Rate – Handyman: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
Handyman’s hourly rate (2011/12) be increased from £8.50 to £9.00 per hour. It
was noted that the handyman had to provide all his own tools, by and large, to
do his job. (Noted)
(iv) Beach Cleaner’s Annual Rate (2011/12): -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that this
should remain as for the current season (2010/11), that is, £450 per month
(April to September inclusive = £2700) and that the Tractor Service and Xmas
beach clean should be £450 (Total payments £3,150). It was noted that the
beach cleaner had to provide no personal tools, by and large, and that the
tractor/scrape, the tools of his trade, were solely owned and
garaged/maintained by IPC and at its expense. It was further noted that NDC
would not be providing a beach grant for 2011/12 (£1,800.00) and that until
such time as IPC took over the freehold of the Quay Car Park it would not be
possible to ascertain whether the projected increase in revenue would make up
for the loss of the annual beach grant. IPC did add, however, that if the
freehold of the car park was realised and a sufficient surplus of income was
achieved then an “appropriate” bonus could be considered prior to the end of
the fiscal year 2011/12. (Noted)
*** Cllr Cook declared a pecuniary interest in item (ii) & (iv) above, left
the room and did not speak ***
(f) XMAS CHARITY NOMINEE 2010: -
(i) After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
collection from the Carol Singing event (12th December 2010) be paid equally
to The North Devon Hospice, the Appledore Branch of the RNLI and Northam
Lodge, all “local” charities. It was further RESOLVED that IPC would match
fund the collection to a maximum of £100. (Noted)
(ii) A discussion then ensued as to the manner in which the refreshments for
this charitable carol singing event might be funded. IPC RESOLVED to adopt its
FSC’s recommendation that a grant be given to a local “bone fide” organisation
who agreed 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”. It was RESOLVED that the grant be to a
maximum of £150. (Noted)
(iii) The Clerk told IPC that the Instow Woman’s Institute had, as in the
past, agreed to take on this role and that negotiations were in hand subject
to IPC’s approval (at (ii) above). (Noted)
(g) INTERNAL AUDITORS FEE 2009/10: -
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 its FSC recommended that Mrs M J Scott be officially thanked for her
public spiritedness and commitment. IPC RESOLVED to adopt this recommendation.
(Action: The Clerk) (h) “STAFF “OVERTIME PAYMENTS 2009/10
(i) Handyman/Beach Cleaner: -
After discussion IPC RESOLVED to adopt its FSC’s recommendation 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. (Action: The Clerk)
*** Cllr Cook declared a pecuniary interest in item (i) above, left the room
and did not speak ***
(ii) The Clerk: -
After discussion IPC RESOLVED to adopt its FSC’s recommendation that the Clerk
be paid the sum of £300 to reimburse him for additional work performed
throughout the year and which was beyond his general terms of reference.
(Action: The Clerk)
*** The Clerk was not present during the discussions as at (ii) above ***
(i) CLERK’S SALARY/EXPENSES 2011/12: -
(i) Salary: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that the
Clerk be granted an increase in salary of £250, a figure that had been derived
from a NALC Employment Briefing (E05-10) in which it was stated that “despite
a 2 year pay freeze for the public sector workforce those employees earning
less than £21,000 pa will receive an increase of at least £250 per year in
these years”. IPC noted that one of the conditions of IPC’s recent Quality
Parish Reaccreditation (2009) was that salaried staff should be paid
commensurate to nationally agreed pay scales. (Noted)
(ii) Employers National Insurance: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that it was
appropriate to enquire as to whether IPC was now required to pay this on
behalf of the Clerk and that on this basis such a payment should be budgeted
for in the year 2011/12; It was said that Mrs M J Scott (IPC’s IA) had agreed
to make the necessary enquiries and report back. (Action: Mrs M J Scott IPC’s
IA)
(iii) Clerk’s Expenses: -
After a discussion IPC RESOLVED to adopt its FSC’s recommendation that this
remain as for the current year (£1,465) on the basis it had previously been
“agreed” by HM R and C. (Noted)
*** The Clerk was not present during the discussions as at (i) above ***
(j) TRACTOR SERVICE 2009/10: -
(i) IPC noted that the cost of carrying out the annual service of the tractor
was included in the beach cleaner’s December 2010 payment of £450 but that
this did not include the cost of necessary parts. The Clerk told IPC 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 its FSC had resolved
to recommend this additional cost to IPC; IPC RESOLVED to adopt this
recommendation. (Noted)
(ii) The Clerk advised IPC that the beach cleaner had said that some
additional work was necessary as part of the tractor’s current annual service,
namely, all the wheels needed to be cleaned/wire brushed of rust, suitably
treated and repainted and that the additional cost of doing so would be £100
plus necessary paint. He added that its FSC had resolved to recommend that
this was approved; IPC RESOLVED to adopt this recommendation. (Noted)
(iii) The Clerk further advised IPC that the beach cleaner had suggested that
stickers be placed on the tractor to show it was the property of Instow Parish
Council; these would cost £35. He added that its FSC had resolved to recommend
that this was approved; IPC RESOLVED to adopt this recommendation. (Noted)
(k) IPC – USE OF RESERVES: -
(i) General: -
IPC RESOLVED to adopt its FSC’s recommendation that no specific projects be
earmarked for “reserve expenditure” on the basis that the Council’s tractor
might well require major expenditure in the event of unforeseen problems or
even require replacement during 2011/12. (Noted)
(ii) Investment of Surplus Income: -
IPC RESOLVED to adopt its FSC’s recommendation that it invest £10,000 (from
its current Lloyds TSB Business account) into a Lloyds TSB High Interest
Deposit account the details of which had been gleaned by the Clerk from Lloyds
TSB in an email (dd 27.8.10) – this had been previously circulated to Cllrs at
a previous IPC meeting and a resolution had been passed for IPC’s FSC to
consider the options at this meeting. (Action: The Clerk) (iii) Terms of
Investment: -
IPC RESOLVED to adopt its FSC’s recommendation that it transfer £10,000 from
its current Business account into a Lloyds TSB High Interest Deposit for a 2
year period on the basis this would accrue 2.60% interest pa (gross) over that
period. It was noted by IPC’s FSC that Lloyds TSB was rated at Aa3 by Moody’s
and AA- by Fitch, two credit ratings that compete very well with other banks.
Such an investment would also be protected with the FSA regulations for up to
£50,000 in each registered financial institution. IPC noted that IPC had not
carried forward a sum of less than £13,000 into the following financial year’s
accounts since 2004/5. (Action: The Clerk) (l) DRAFT BUDGET 2011/2012: -
(i) The Clerk said that following discussion by IPC’s FSC the draft Budget, as
at Appendix A hereto, was drawn up for the consideration of IPC. (Noted)
(ii) The Clerk said that IPC’s FSC had resolved to recommend to IPC its
approval, in its entirety, on the understanding that the NDC was going to
grant IPC a licence for the Quay car park in 2011. (Noted) (iii) The Clerk
added that IPC’s FSC further resolved to recommend, however, that if IPC was
to acquire the freehold of the Quay Car Park in time for the 2011/12 fiscal
year that the budget for 2011/12 should be re-visited as this state of affairs
would create a number of significant implications that would be necessary to
consider in that light; IPC RESOLVED to adopt this recommendation. (Noted)
(iv) The Clerk then ran through the draft budget, item by item, and answered
queries as necessary. He said it should be noted there would be a £948.00
increase on the current (2010/11) precept – a 12.2% increase and that for the
first time, for many years, NDC were not to provide a beach grant of £1,800.00
(Noted)
(v) After a discussion IPC RESOLVED to ratify the budget as recommended.
(Noted)
(d) Email (dd 22.10.10) and attachment from NDDC reference “Parish Council
Expenditure 2011/12”: -
(i) The Clerk reported that now that IPC’s Budget 2011/12 had been agreed he
could complete this form and forward it to NDC prior to the deadline of 10th
December 2010. The Clerk advise IPC of the details i.e. NDDC Grant: - Instow
has 632 parishioners (according to current electoral roll - 2010) x £2 per
head of population = £1264 made up of Burial Ground (£666), Parish Hall (£333)
and “Parks and Open Spaces” (£265) – Total £1264. (Noted)
(ii) IPC RESOLVED to support the action as proposed by the Clerk.
(Action: The Clerk)
(e) DCC P3 Footpath Inspection 2010/11 - P3 Claim for 2011/12:-
(i) The Clerk reported that the necessary forms had been received and he would
attend to them as necessary asap. (Noted)
(f) Parish Seat Inventory/Inspection – Autumn 2010: -
The Clerk reported that this had been carried out on 4.11.10 by himself and
the Handyman; Cllrs were provided with a copy at the meeting. The Clerk spoke
to the paper as necessary. (Noted)
(g) Email (dd 4.11.10) from Charity Commissioners reference “Charity
Commission News”: -
The Clerk said he had copied this email (dd 4.11.10) to IPC’s FSC/Cheque
signatories/Internal Auditor for information and it would now be filed for
future information. (Noted)
(h) Letter (dd October 2010) from Lloyds TSB reference “Important Changes To
Your Terms and Conditions and Services That We Provide”: -
The Clerk said this letter had been copied to Cllrs to consider the
implications; a discussion ensued. (Noted)
2011/12 PLANNING
a) Copy letter (dd 18.10.10) from NDC Planning to DCC reference “Town and
Country Planning General Regulations 1992 – Regulation 3/Security fencing
scheme at Instow Primary School, Instow EX39 4LU (Reference ACB/DCC/3127/2010):
-
The Clerk said this stated that NDC Planning had resolved to INDICATE APPROVAL
of this application with no conditions. (Noted)
b) Extension to dwelling at Beehive Cottage, Worlington, Instow (Reference No
51216): -
(i) The Clerk reported receipt (dd 23.10.10) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 11.11.10 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk reported receipt of a copy letter from a parishioner to NDC
Planning reference this application; the Clerk told IPC that the content of
said letter was known to IPC’s PSC at the time of its deliberations and
elaborated on its contents as necessary. (Noted)
(iv) The Clerk advised IPC that IPC’s PSC had resolved, by a majority, to
recommend REFUSAL of this application on the grounds of loss of light and
privacy issues. It also noted that there was a view that the plans attached to
the planning application were misleading in that they had omitted the access
road from the highway to the point of the site boundary, did not accurately
show the common drive and omitted a large grassed area in front of an
adjoining property giving the impression, wrongly, that there was a larger
tarmac area than there is. (Noted)
(v) The Clerk also advised IPC that its PSC requested that a copy of its
recommendation (as at (iv) above) was copied to Cllr Moores (NDC) with a
request that this planning application was "called in" by him; Cllr Moores had
acknowledged this by email (dd 13.11.10). (Noted)
(vi) The Clerk confirmed that NDC Planning had been advised by email (dd
12.11.10).
(Noted)
(vii) IPC RESOLVED to ratify the recommendation. (Noted)
c) Demolition of existing and erection of new garage with first floor living
accommodation and balcony together with cladding of first floor with painted
shiplap boarding at Turnstones, Marine Parade, Instow (Reference No 51226): -
(i) The Clerk reported receipt (dd 28.10.10) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 18.11.10 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that IPC’s PSC had resolved to recommend APPROVAL
and that NDC Planning had been advised by email (dd 12.11.10). (Noted)
(iv) IPC RESOLVED to ratify the recommendation. (Noted) d) Alterations to font
deck to provide low level wall and glass screen guarding at The Instow Arms
(formerly The Decks), Marine Parade, Instow (Reference No 51168): -
(i) The Clerk confirmed to IPC that he had forwarded an email (dd 22.10.10) to
Cllrs Cann and Moores expressing IPC’s concerns as regards the manner in which
the proprietor of The Instow Arms (Decks) had gone about his business to
convert the former restaurant into a Gastro Pub especially as it is situated
in an AONB and Conservation Area and without more proactive intervention by
the Planners. (Noted)
(ii) The Clerk confirmed that Cllr Cann did respond (email dd 22.10.10)
confirming that a planning application had been submitted for the alterations
(already in hand) but the need for a change of use application would be
decided once and if it starts to operate under a new system. (Noted)
(iii) The Clerk reported receipt (dd 30.10.10) of the above application and of
having passed it immediately to the Chairman for the attention of IPC’s PSC;
for response by 17.11.10 or an extension to be applied for. (Noted)
(iv) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(v) The Clerk advised IPC that IPC’s PSC had resolved to recommend APPROVAL of
this application although it had noted that the wall was already in position;
NDC Planning notified by email (dd 12.11.10). (Noted)
(vi) IPC RESOLVED to ratify the recommendation. (Noted)
(vii) The Clerk reported receipt of an email (dd 18.11.10) from a parishioner
concerning this application; he elaborated on the content. (Noted)
e) “Methodist Chapel – Instow”: -
(i) The Clerk confirmed to IPC that he had forwarded an email (dd 22.10.10) to
Cllr Moores (NDC) requesting IPC be supplied with a copy of the advice he had
received from NDC’s Planning Dept as regards apparent alterations to this
building adding that Cllrs and many parishioners were finding it very hard to
comprehend why the proprietors of the building didn’t appear to require
planning permission to carry out, what appeared, to be a flat conversion in
what was a listed building. (Noted)
(ii) The Clerk reported receipt of an email (dd 29.10.10) from Cllr Moores
stating he had contacted the NDC Planning Case Officer in question and
requested a detailed response. (Noted)
(iii) The Clerk reported receipt of an email (dd 8.11.10) from Cllr Moores
that contained an update report from NDC Planning (dd 4.11.10); it stated that
“works on-site have been the subject of an enforcement investigation both in
terms of the works to the listed building and any change of use”. It also
stated that “no evidence was found to establish that any change of use to
residential use had occurred” and that it was their intention to revisit the
site to ascertain whether any further works had been carried out or change of
use undertaken. (Noted)
f) “Outline Application for erection of dwelling and formation of access and
parking at garden of 5 Chichester Close, Instow (Reference No 49716) – APPEAL
HEARING (Reference No A PP/X1118/A/10/2130095/NWF)”: -
(i) Cllr Harper reported to IPC that he had attended, as an observer, this
hearing that was held at the Civic Centre (Torridge Room), Barnstaple at 10 am
on 2nd November 2010; Cllr Harper elaborated. (Noted)
(ii) The Clerk reported that no official response had been received as of the
date of meeting. (Noted)
g) Email (dd 28.10.10) and proforma from Plymouth University (Research
Assistant to Professor of Planning) reference “Research into Planning and
Localism in the SW”: -
(i) The Clerk said he had copied this to Cllrs with email address (dd
29.10.10) so that contributions could be sought so that an omnibus reply might
be sent – proforma reply to be returned to sender by 22nd November 2010.
(Noted)
(ii) After a discussion it was RESOLVED that IPC did not know enough about
“Planning and Localism” to warrant responding. (Noted)
h) Letter (received 13.11.10) from NDC Planning reference “Retrospective
application for erection of porch and erection of conservatory at 2 Chichester
Close, Instow (Reference No 51005): -
The Clerk said this stated that NDC Planning had GRANTED permission for this
application with conditions as listed. (Noted)
2011/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
Defective Street Lighting – Anstey Way: -
Cllr Crombie said there were a couple of street lights not working in the
region of Anstey Way/New Road although he was not aware of their numbers. It
was RESOLVED that the Clerk and Cllr Crombie would liaise and advise the
appropriate authority. (Action: Cllr Crombie/The Clerk)
There being no other business the meeting was closed.
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