Present: - Councillors P Cook, N Crombie, C
Harper, A Johns, M Green (Vice Chairman), B Moores, B Thomas, S White
(Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC), Cllr B Moores (NDC) and 2 parishioners.
2111/1 PRAYER
The Clerk led the Council in prayer at the conclusion of which a period of
silence was held in memory of the late Reverend Geoff Calway who had recently
passed away.
2111/2 APOLOGIES
Cllr E Renshaw, PC Hodgson and PCSO Meaker
.
2111/3 COUNCILLOR DECLARATION OF INTERESTS
• Cllr Cook declared a personal interest in item 2111/7 (Mollands Garage) and
did not speak.
• Cllr Cook declared a pecuniary interest in item 2111/9 (h) (v) (use of IPC’s
Tractor on Beach - Winter 2011/12), left the room and did not speak.
• Cllr Cook declared a personal interest in item 2111/11 (5) (d) (b) (ii)
(Beach Policy) and did not speak.
• Cllr Cook declared a pecuniary interest in items 2111/11 (5) (d) (e) (ii)
(Beach Cleaner’s Terms of Reference 2012/13) and (iv) (Beach Cleaner’s Annual
Payment Rate 2012/13), left the room and did not speak.
• Cllr Cook declared a pecuniary interest in item 2111/11 (5) (d) (h) (iii)
(“Staff” Overtime 2011/12), left the room and did not speak.
• Cllr Cook declared a pecuniary interest in item 2111/11 (5) (d) (j) (Xmas
Tractor Service 2011), left the room and did not speak.
• Cllr Cook declared a personal interest in item 2111/13 (h) (Mollands Garage)
and did not speak. (Noted)
2111/4 POLICE REPORT
In the absence of the Police the Clerk read from a report that had been
provided, namely: -
a) Crime: -
4 crimes had been reported in the parish since the last meeting, namely, Theft
from a Motor Vehicle (x 1), Cause Intentional Harassment/Alarm/Distress (x 1),
Burglary Dwelling/Steal or with Intent to Steal (x 1) and Theft from Vehicle
Other than Motor Vehicle (x 1). (Noted)
b) Other Matters: -
5 other incidents had been made the subject of an incident log since the last
meeting, namely, Public Safety/Concern/Collapse/Injury/Trap (x 1), Transport
Incident/Highway/Disruption (x 1), Crime Related/Other Crime – Threatening
Behaviour (x 1), Public Safety/Suspicious Circumstances//Insecure
Premises/Vehicle (x 1) and Administration/Lost ands Found (x 1). (Noted)
2111/5 PARISHIONERS
Signs Blocking the Pavement: -
A parishioner complained that there were numerous advertising signs blocking
the pavement in the vicinity of John’s Shop (both sides of the road) and The
Bar Public House. IPC RESOLVED to pass on this complaint to DCC Highways for
action as it sees fit. (Action: The Clerk)
2111/6 REPORT COUNTY COUNCILLOR R CANN
Cllr Cann spoke of “Silver Threads Disabled Parking Bay” (upgraded from
advisory to mandatory - this bay is for the use of all disabled drivers); “DCC
Cllr - Spending Outlay” (he gave a breakdown of his spending to date –
2011/12), “Instow –Management of Sand” (DCC and SWH have met to discuss
day-by-day strategy – prices are being sought to establish a funding bid to
carry out more long-term measures), “Instow – Residents Parking Public
Meeting” (work was ongoing on revising the scheme following suggestions made
at the meeting by members of the public), Roundswell Traffic Site Meeting
Response” (he provided an overview), “Springfield Court, Roundswell” (he
provided an overview), (Noted)
2111/7 REPORT OF DISTRICT COUNCILLOR B MOORES
Cllr Moores spoke of “The Sands Development” (he gave an update),
“Planning/1-4 Kiln Close Lane, Instow” (he provided an update), “Mollands
Garage” (he gave an update), “Proposed Wind Turbine – Knowle Farm, Instow” (
this 50 kw turbine would have a hub height of 36.4M and a maximum Blade Tip
height of 46m – planning application not yet made), “Survey Response to Second
Homes” (results are now being analysed), “Parish Grants Review Consultation”
(see finance later) and “NDC Community Cllr Grants” (he provided a summary of
his grants to date 2011/12). (Noted)
2111/8 MINUTES
(i) It was RESOLVED that the October 2011 minutes of Instow Parish Council be
approved and signed. (Noted)
2111/9 MATTERS ARISING FROM THE MINUTES
a) Item 2110/6 (a) - “Residents Parking Proposals”: -
See item 2111/6. (Noted)
b) Items 2110/9 (c) – “Instow “Grot Spots” – S 215 Town and Country Planning
Act 1990”:
(i) The Clerk advised IPC that following a meeting (19.10.11) between him,
Cllr Harper and Cllr Moores it had been decided that the following action
should be taken: -
Cllr Moores would liaise directly with NDC Planning as regards Items 8 and
9, that is, “Methodist Chapel” and “Old Gas Gateway”.
Cllr Moores would liaise directly with DCE as regards items 1 and 4, namely,
“Chalet opposite Picnic Area (Tarka Trail)” and “Gate Barrier at Sand Hills”
Cllr Moores would liaise directly with NDC Planning (Listed Buildings
Officer) as regards Item 3, namely, “Jetty (Pointing on wall & Victorian
lamppost)”
Cllr Moores would liaise directly with NDC Car Park Dept (Estates) as
regards Item 6 and 7, namely, “Guttering on Garages” and “Broken Wall in Quay
Car Park”
The Clerk would liaise directly with the Bideford and Instow Railway Group
reference item 10, namely, “Signal Box cable”
The Clerk would liaise directly with the owners of item 2, namely,
“Southgate Chalet” in view of the fact that a planning application in its
respect had just been passed by NDC Planning. (Noted)
(ii) Cllr Moores provided an update as follows: -
• Items 8 and 9 “Methodist Chapel” and “Old Gas Gateway”;- he said he had
liaised with a Planning Officer and was awaiting a written response – he hoped
to report progress at the next meeting. (Action: Cllr Moores)
• Items 1 and 4 “Chalet opposite Picnic Area (Tarka Trail)” and “Gate Barrier
at Sand Hills”: - he said he was to meet up with the Chief Executive of DCE on
the 21st November and hoped to report progress at the next meeting. (Action:
Cllr Moores)
• Item 3 “Jetty (Pointing on wall) & Victorian Lamppost”: - he said the
pointing on the wall had been done (for the benefit of the ferry) and he had
liaised with the Conservation Officer of NDC who was to investigate the
Victorian Lamppost. He added there was some local interest in re-instating
this lamp for safety and security reason on the Quay – he would report further
at the next meeting. (Action: Cllr Moores)
• Items 6 and 7 (“Guttering on Garages” and “Broken Wall “in Quay Car Park: -
he said he had discussed these issues with the Planning Officer (as at items
8/9 above) although he also had the intention of speaking to NDC’s Estates
Dept who were directly responsible for maintenance matters.
(Action: Cllr Moores)
(iii) The Clerk then gave a report as follows: -
Item 10 - Signal Box: – he said he had forwarded an email (20.10.11) to the
Chairman of the Bideford and Instow Railway Group (BIRG) requesting feedback
as to what the BIRG intended to do as regards this eyesore i.e. communication
post/apparatus. (Noted)
o The Clerk added that the Chairman of BIRG subsequently replied (email dd
10.11.11) to the effect that the relevant communication post/apparatus was
listed (as was the Signal Box) and that it was situated on DCC land; he
suggested that Andy Bell (NDCCS) be contacted for permission to carry out the
work – this had been done by the Clerk (email dd 10.11.11 refers). (Noted)
o In summarising the Clerk said it would seem (email dd 10.11.1 refers) that
NDCCS had no objection to the communication post/apparatus being tidied up (BIRG
advised); NDDCS were also willing to provide BIRG with paint to paint the
signals opposite. The Clerk said he awaited further feedback from BIRG.
(Action: The Clerk)
Item 2 – Southgate: - The Clerk said he had spoken to the owner (28.10.11)
who had advised him that now that planning permission had been approved it was
intended to commence “planning” the project with the expressed intention of
having it all completed by the end of the Summer 2012. (Noted)
c) Item 2110/9 (d) – “Management of Quay Car Park/Refurbishment of Toilets”: -
(i) The Clerk advised IPC that he had liaised (by email - 14.10.11) with NDC
(Estates) and confirmed that IPC was interested in acquiring the whole area
(footprint) of the car park, that is, right up to NDC’s garages and the ramp
up to the private garages at the rear. (Noted)
(ii) The Clerk advised IPC that NDC had provided Instow Marine with a licence
to use the car park as a boat park until the end of March 2012 (and not end of
April as usual). (Noted)
(iii) The Clerk then recommended that IPC ought to consider the appointment of
a solicitor to act on its behalf as and when and if the transfer of the
freehold of the car park was to proceed. (Noted)
(iv) He advised Council that the NDC’s Executive was to discuss the proposal
in December and that if the transfer (and all that entails) was agreed the aim
would be for the transfer to be completed by the end of March 2011. (Noted)
(v) After a discussion IPC RESOLVED to appoint Mr Ian Budge (Solicitor –
Brewer, Harding and Rowe) and the Clerk was asked to make contact. (Action:
The Clerk)
d) Item 2110/79 (e) – “Revised Bathing Water Directives”: -
(i) The Clerk reported that on Thursday 19th October 2011, both he, Cllrs
White, Harper and Moores had met up with representatives of the EA in order to
formulate a strategy post IPC’s decision not to seek de-designation. (Noted)
(ii) The Clerk advised IPC that this meeting was most productive with the EA
proving extremely keen to assist IPC in being proactive and strategic in its
approach in handing its “Bathing Water Quality” unique predicament. In the
first instant the EA had agreed to advise IPC on: -
a) The production of an “Information Leaflet” that could be handed out locally
on a needs basis.
b) The production of a “Summary Article” for the Parish Magazine.
c) The production of a “Generic Press Release” that could be provided on
request with no additional verbal comments provided that could be open to
interpretation.
(Noted)
(iii) After a short discussion IPC RESOLVED to support this strategy (i.e. as
at item (ii) (a), (b) and (c) above. (Noted)
(iv) The Clerk advised IPC that it would seem that Instow did not entirely
fail the Bathing Water Quality tests for the summer season 2011; the EA had
advised him that Instow passed the mandatory standard but failed the
guideline. (Noted)
(v) The Clerk advised IPC that the EA did confirm at the meeting (see (i)
above) that the main problem facing Instow was the ever-present issue of
“effluent run-off” from fields along the Taw/Torridge (described as in the
order of between 80% and 85% of the problem) and that to reduce it to a
compliant level would mean an improvement of about, coincidentally, 85%; this,
the EA felt, was unlikely and probably never achievable based on current
thinking. (Noted)
(vi) The Clerk further advised IPC that on this basis the EA were of the
opinion that if Instow’s results over the next few years were, as
“historically” expected i.e. it would generally be assessed as “poor”, then in
2015 (when new stricter EU legislation commenced) that they (EA) would be in a
position to advise Defra that to solve Instow’s over-arching problem (slurry
run-off) would be disproportionate to the expected cost of achieving that aim
and would, most probably recommend de-designation at that point as opposed to
continuing for a further 5 years (2015-2020) and experiencing poor results and
then being de-designated. (Noted)
(vii) A discussion then ensued during the course of which IPC agreed that this
“predicament” (as at (vi) above) was as good an outcome that it could expect
in the circumstances. (Noted)
(viii) The Clerk then referred to a telephone conversation and follow-up
email/letter (dd 19.10.11) he had with Defra in regard to “Revised Bathing
Water Directive – Signage Text”; the Clerk added that this provided IPC with
guidance as to the wording of signs that needed to be erected prior to next
year’s bathing water season (2012) in light of the new EU Directive, adding
that Defra would fund such signs up to a figure of £390 - this correspondence,
he said, had immediately been copied to Cllrs Green and Harper for their
information and for them to come up with a proposed wording for Instow’s signs
2012. (Action: Cllrs Green and Harper)
(ix) The Clerk reported he has replied to Defra (email dd 19.10.11) and
confirmed IPC was a “Bathing Water Controller” as defined by the Bathing Water
Regulations 2008 and that IPC would provide public information as required by
the Bathing Water Directive; this, he added, was necessary for payment by
Defra to be authorised.(Noted)
(x) The Clerk reminded Cllrs he had provided each with a copy of the relevant
email/letter with their agenda papers. (Noted)
(xi) A discussion then ensued during the course of which it was RESOLVED that
Cllrs Green/Harper, in conjunction with the Clerk, would prepare a draft copy
of the specified “beach” notice and bring it back to IPC for final approval.
It was noted, however, that there would be little latitude for “journalistic
licence” on the basis the wording provided came with the recommendation of
Defra and the EA and was pretty much prescriptive. (Noted)
(xii) The Clerk then added that Defra did confirm (19.10.11) having received a
copy of IPC’s draft de-designation file (with covering letter) and that a
response would be sent out asap (Noted)
(xiii) The Clerk advised IPC he had forwarded (email dd 1.11.11) a draft
article (as at item 1 (a) above) to the EA; the draft article had been
prepared by Cllr Green. (Noted)
(xiv) The Clerk reported receipt of an email (dd 14.11.1) from Defra and two
attachments (Letter and EU Directive) regarding “Response to IPC’s
De-designation File”; he said he had passed copies to Cllrs Harper and Green
for their information (and the Chairman) – he also provided Cllrs with a copy
at the meeting. (Noted)
(xv) The Clerk advise IPC he had, in view of what was felt to be a “matter of
fact” response to IPC’s de-designation file, emailed Defra (14.11.11)
enquiring whether Instow would have been de-designated this year (based on the
evidence provided) and if not, for what reason(s) – he added that IPC wished
to receive such an opinion in order it might learn from the “experience”. IPC
RESOLVED to fully support this stance. (Noted)
(xvi) The Clerk reported receipt of a reply email (dd 15.11.11) from Defra who
expressed a view that based on the evidence provided, it was unlikely that
Instow would have been de-designated for the bathing water season 2011; he
copied the email to Cllrs at the meeting. (Noted)
(xvii) The Clerk then referred to a telephone conversation he had with an EA
Officer (17.11.11) regarding the “EU Signage 2012” issue (as at (viii) above)
and the “IPC Article” (as at 1 (a) and (xi) above). He confirmed there would
be little latitude in amending the recommended wording for the ”EU Signs 2012”
and that “IPC’s Article “was being returned with a couple of recommended minor
amendments. (Noted)
(xviii) The Clerk told IPC that the EA had added it was considering
financially “supporting” a flier, were it to be issued by IPC, and from an
editorial viewpoint and of its activities in the catchments areas of the Taw
and Torridge – the Clerk elaborated as necessary. (Noted) (xvix) A discussion
then ensued during the course of which IPC agreed that its de-designation
process during the summer of 2011 had been exhaustive and time consuming but
that much had been learnt as a consequence. IPC recognised, overwhelmingly,
that it owed Cllr Harper a great debt of gratitude for all his hard work and
leadership shown. It also recognised that the process had ignited little or no
interest in the community and that this was borne out by a lack of replies to
the varied consultation process and public meeting where only three persons
attended. (Noted)
(xx) Clerk’s Note: The only matters that are still outstanding are: -
• EU Beach Signs 2012
• IPC Publication Article (Action: Cllr Green/Harper and The Clerk)
e) Item 2110/9 (f) – “Salt/Grit Bins/Community Clusters”: -
(i) The Clerk advised IPC that an entry had appeared in each of the most
recent editions of the parish magazine and as a result 5 volunteers had come
forward to act as snow wardens. (Noted)
(ii) The Clerk advised IPC he had forwarded an updated article to the editor
of the parish magazine (10.11.11) setting out IPC’s plans for the winter as
currently known – to be updated as and when. (Noted)
(iii) The Clerk told IPC that training for its Snow Wardens (SW) was as
follows: - Fremington PC had arranged suitable training (at its Offices) by a
DCC Officer for Thursday 24th November 2011 (11am to 1pm) adding that IPC’s
Lead SW, Cllr Cook, together with Cllrs Harper/Thomas and parishioners Mrs S
Moores and Mr M Harper were available and attending. (Noted)
(iv) The Clerk added that any subsequent SW volunteers could be trained by
trained SWs’. (Noted)
(v) The Clerk reported receipt of an email (dd 23.10.11) from Cllr White
(Chairman) reference a request from a parishioner (Old Rectory Close)
regarding “Salt Bags – Plans for the Winter 2011/12”; he said Cllr White had
advised the parishioner of the IPC snow warden scheme and that Cllrs Thomas
and Cook had been notified. (Noted)
(vi) The Clerk reported receipt of an email (dd 24.10.11) from Cllr Harper
reference “Supply of Salt”; he said IPC should note that the salt/grit being
provided by DCC was, at no cost to IPC. (Noted)
f) Item 2110/9 (g) – “SHLAA/Instow”: -
(i) The Clerk advised IPC that an invitation had been extended to IPC by NDC’s
Planning Policy (PP) (telephone call and email dd 18.10.11 refers) to attend a
workshop reference “Local Development Growth Strategy for Fremington –
Thursday 10th November 2011”. (Noted)
(ii) The Clerk told IPC that following a discussion between himself and the
Chairman, he had advised NDC’s PP that the Chairman, Cllr White would attend
and represent IPC. (Noted)
(iii) The Clerk reported receipt of an email (dd 7.11.11) from NDC’s PP
together with an agenda for the meeting; he said he had copied it on to the
Chairman. (Noted)
(iv) Cllr White then provided IPC with a verbal report supported by Cllr Cann.
(Noted)
(v) A discussion ensued. (Noted)
g) Item 2110/19 (h)– “Atlantic Array”: -
(i) The Clerk reminded Cllrs that this matter was deferred from IPC’s last
meeting in order to provide Cllrs with the opportunity of attending an
“Atlantic Array” presentation at Bideford on Monday 17th October. ` (Noted)
(ii) After a discussion IPC RESOLVED to write to DCC, NDC, MP (Nick Harvey)
and RWE npower renewables advising each it was very much against this
initiative on the basis it was going to have an adverse visual impact on North
Devon (up to 400 turbines) and be distinctly intrusive on North Devon’s unique
and beautiful coastline and untimely have a negative and serious impact on its
environment and economy.
(Action: The Clerk)
h) Item 2110/10 (i) (d) – “Sand on the Highway/Marine Parade, Instow”: -
(i) The Clerk reported that subsequent to the last meeting he was able to
obtain the proactive support of DCC’s Neighbourhood Manager and Atturm with
the result that a considerable amount of sand was cleared back from the whole
length of the seawall from the Commodore to the Boathouse for which IPC, he
was confident, would be most grateful; IPC RESOLVED to officially thank DCC
and Atturm for their commitment and hard work. (Action: The Clerk)
(ii) The Clerk advised IPC that the new handyperson commenced work as of
Monday 17th October and was soon able to clean off the pavement throughout
Marine Parade to a level that at least pedestrians could pass safely. (Noted)
(iii) The Clerk told IPC he still had some concerns as regards the
effectiveness of NDC’s mechanised sweeper (Wednesdays weekly) but that it was
within his knowledge that NDC Management were aware of his concerns. Cllr Cann
(DCC/NDC) agreed to follow this up. (Noted)
(iv) The Clerk added that its beach cleaner had, in addition, volunteered his
services and for this he was sure IPC would be grateful. IPC RESOLVED to thank
the beach cleaner, Peter Cook. (Noted) (v) The Clerk suggested that he be
given the discretion to direct the beach cleaner with IPC’s tractor, to attend
the beach on a needs basis throughout the winter 2011/12 so as to drag sand
back from the wall, where possible, especially now that considerable effort
(and at great expense by DCC) has been expended. IPC RESOLVED to adopt this
recommendation. (Action: The Clerk)
(vi) The Clerk then told IPC of a contact he has made, namely, Probation
Service who could arrange for a group of un-skilled offenders, with a
supervisor, to attend Instow at any time and carry out such work as sand
shovelling (from the pavement) for £50 per day (minimum) plus refreshments.
IPC discussed this initiative and RESOLVED to consider it for the future on a
specific needs basis. (Noted)
i) Item 2110/13 – “Street Lighting/Rectory Lane, Instow”: -
(i) The Clerk advised IPC that following Cllr Thomas’s success in obtaining a
crime reference number from the parishioner who had petrol stolen from his car
he forwarded an email (dd 18.10.11) to Cllr Cann (DCC) who subsequently
forwarded it on to DCC (Team Leader – Street Lighting). (Noted)
(ii) The Clerk reported receipt of an email (dd 19.10.11) from DCC (Team
Leader – Street Lighting) to the effect that if the local police believed this
was a “major issue” that required lighting to be restored to all-night
operation then it could be considered.
(Noted)
(iii) The Clerk advised IPC he had forwarded the email (dd 19.10.11) to PC
Hodgson seeking his views on the matter. (Noted)
(iv) The Clerk told IPC that PC Hodgson subsequently replied (email dd
24.10.11) to the effect that having discussed the matter with his supervisor
they were of the opinion that there was no proven link between lighting being
turned off and the offence being committed and in line with force policy could
not support the request. (Noted)
(v) The Clerk reported to IPC he had then forwarded an email (dd 24.10.11) to
Cllr Thomas in order that he might note the decision and advise the
parishioner concerned.
(Noted)
(vi) The Clerk finally advised IPC that he did forward a note to the editor of
the parish magazine (21.10.11) providing crime prevention advice as regards
dark evenings and petrol thefts. IPC RESOLVED to support this initiative.
(Noted)
2111/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
(a) Parish Carol Singing Event 2011: -
(i) The Clerk reported that this event was to be held at 6.30 pm on Sunday
11th December at the Commodore (Parish Hall if wet); posters would be placed
on parish notice boards and an entry would appear in the parish magazine.
(Noted)
(ii) IPC then discussed the recipient(s) 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 and that Instow PCC was dealing with the MC (Vicar) and
Carol Sheets. (Noted)
(b) IPC’s Xmas Social 2011 (Thursday 8th December 2011): -
The Clerk said that IPC needed to consider its invitation list for this event
and that a copy of an invitation list 2010 had been circulated to Cllrs with
their agenda papers to assist deliberation. It was RESOLVED to defer this to
the end of the meeting. (Noted)
i) Remembrance Day Service – 13th November 2011: -
A report was provided by Cllr Thomas and the Clerk who attended. IPC’s wreath
had been laid by Cllr Thomas. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 14.10.11) from the Secretary of the TTEF reference “Harbour
Master’s Report”.
b) Email (dd 17.10.11) from the Secretary of the TTEF reference “CPN Annual
Forum – Agenda Confirmation”.
c) Email (dd 17.10.11) from the Secretary of the TTEF reference “AONB – TTEF
Report”.
d) Email (dd 18.10.11) from the Secretary of the TTEF reference “Biosphere
Reserve Report for Estuary”.
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DALC etc Matters (Various): - (i) Email (dd 17.10.11) reference “Egroup
Query: Audit Commission”; (ii) Email (dd 19.10.11) reference “CILCA
Residential Weekend – Nov 2011”; (iii) Email (dd 19.10.11) reference
“Insurance Workshop – 31st October 2011”; (iv) Email (dd 19.10.11) reference
“EA – Groundwater Consultation”: copied to Cllrs Harper/Green; (v) “DALC
Annual Report – 2010 -2011” and associated papers namely, “Minutes of DALC AGM
2010”, “Paperwork of Relevance to DALC/CCD Localism and You Joint Conference –
Saturday 8th October 2011”, and “DALC Newsletter -Issue Sept/Oct 2011”; (vii)
“DALC Newsletter – Nov/Dec 2011”; (viii) Email (dd 2.11.11) reference “CCD
Members Forum Minutes – October 2011” (ix) Email (dd 8.11.11) reference
“Prince of Wales Award” – copy forwarded by email to Peter Yeo (Joint Chairman
IIB); (x) Email (dd 11.11.11) reference “CCD – Health and Well Being Group”;
(xi) Email (dd 14.11.11) reference “Olympic Games 2012”; (xii) Email (dd
14.11.11) reference “Foundation Trust Meetings” and (xiii) Email (dd 17.11.11)
reference “Localism Act 2011”.
b) NDDC Members Services Weekly Information Sheet for w/b 10.10.11, 24.10.11,
31.10.11, 7.11.11 and 11.11.11
Copied to Cllrs with email addresses
c) Emails (18.10.11, 25.10.11, 2.11.11, 8.11.11 and 15.11.11) and attachment
from NDC Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Johns for the information of parishioners
d) Copy email (dd 18.10.11) from Cllr Moores (NDC) to Cllr Cann (DCC)
reference “Pavement – Marine Parade/Drop Kerb Request”: -
e) Devon In Touch Monthly News Round-Up (October 2011): -
Copy to post office for information of parishioners
e) Minutes of NDC Standards Board Meeting of Wednesday 19th October 2011 at 7
pm.
f) Email (dd 24.10.11) from DCC Emergency Planning reference “Get Ready For
Winter – Guidance”: -
Passed to Cllrs with email addresses and the Editor of the parish magazine
g) Email (dd 26.10.11) from the Devon and Cornwall Police Authority reference
“Police Authority Stakeholders Newsletter”: -
Copied to Cllrs with email addresses for their information; copy to post
office for information of parishioners.
h) “Clerks and Councils Direct” ( November 2011 - Issue 78)
i) Email (dd 1.11.11) from Devon and Somerset Fire and Rescue Service (Chief
Fire Officer) reference “Consultation; Firer Alarm Response”: -
Copied to Cllrs with email addresses
j) Pamphlet “Exeter: Winter in the City (October 2011 – April 2012)”
k) “came and company Newsletter – Autumn 2011”
l) Email (dd 3.11.1) and attachment from DCC Highways reference “Temporary
Traffic Order - New Road, Instow/15th December 2011”: –
Copied to Cllrs with email addresses; copy placed at post office for
parishioners.
m) Telephone call (6.11.11) from a parishioner reference “Washed-up Chair –
Rocks/Flood Defence Wall near Quay”: -
Passed to EA (email dd 8.11.11) to deal with if recovery feasible
n) Email (dd 11.11.11) from Ambassador of Devon Community Foundation reference
“Surviving Winter Appeal – Winter Fuel Allowance”
o) Telephone call (dd 15.11.11) from a resident of Bideford reference
“Litter/Tins and Shards of Glass – Instow Dunes”: -
Caller thanked for the information and system of beach/dune cleaning explained
to her; beach cleaner to check dunes and deal as necessary.
p) Agenda of NDC Meeting of Wednesday 23rd November 2011 at 7pm
2111/11 FINANCE
1. INCOME: -
TOTAL : - £ NIL
2 EXPENDITURE: -
Mr B Keane Village Handyperson £ 180.00 NDC Bus Shelter Licence Quay Car Park
£ 16.80*
Instow/Westleigh Parish News Grant 2011 £ 417.00
Parish Hall Grant 2011 £ 333.00
Burial Ground Grant 2011 £ 666.00
Instow Website Grant 2011 £ 84.00
BT Parish Telephone 372408 £ 123.73+
TOTAL: - £ 1,820.53
Key: -
* £2.80 VAT recoverable - see also item 5 (n)
+ Calls £62.86, Charges (various) £60.87 – VAT £20.62 recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 20.10.11 (Statement) = £ 18.25*
Lloyds Bank Business a/c no. 02350065 as @ 16.9.11 (Statement) = £11,431.51+
Key: -
* According to Clerks records this is ££1.25 (1 cheque to the value of £17
uncashed)
+ According to Clerk’s records this is £17,409.61 as of 13.10.11
NB: - IPC to note that £10,000 was invested (7.1.11) to a higher interest
account within Lloyds TSB – see IPC November 2010
4. RESOLUTION REQUIRED: -
IPC RESOLVED to transfer £1,821.00 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 2011: -
The Clerk said this confirmed that IPC owed nothing; account in balance.
(Noted)
(b) “Marine Car Park, Instow – Charges 2012/13”: -
(i) The Clerk advised IPC he had yet to receive the necessary guidance from
NDC to arrange to have the relevant sign(s) at the car park updated; he will
chase asap – to include new car park charges. (Noted)
(ii) The Clerk told IPC he had advised Metric of the “Car Parking Prices for
2012/13” that were required by them for the new Machine (computer chip).
(Noted)
(c) Letter (dd 24.10.11) from Leader of NDC (Brian Greenslade) reference
“Parish Grants Review Consultation” (see also item 5 (d)(ix) and (h) : -
(i) The Clerk said this reminded Town and Parish Councils’ of the increased
pressure on public sector finances the government has had to impose since the
general election in 2010 adding that the comprehensive spending review in the
autumn of 2010 made it abundantly clear that local government would be hit
with cuts of around 28% over a four year period. The central government grant
that NDC receives was cut by £1.2M for 2011/12 and NDC expects a further £0.9M
cut for 2013/14. It is predicted that NDC’s medium term financial strategy
forecasts that there is a need to reduce its budget by £1.9M by 2015/16. As
part of cost saving measures (bearing in mind that NDC is limited it its
ability to increase income particularly from council tax because of stringent
controls by central government) NDC is considering phasing out Parish Grants
over the next three years starting in 2012/13; however, before taking any
decision town and parish councils’ views are sought – closing date 13th
December 2011. (Noted)
(ii) The Clerk said he had copied the letter on to IPC’s FSC Cllrs (and IPC’s
IA) for their perusal and comments. (Noted)
(iii) After a discussion it was RESOLVED to write to NDC and although
sympathising with its financial predicament to state that this review was
untimely and ill-judged (IPC had already set its budget for 2012/13 and said
grant was crucial and fundamental to its spending plans), that IPC was of a
view that some of the parish grant was statutory (upkeep of graveyard –
amounted to almost half of IPC’s claim) and that the remainder enabled IPC to
support the parish hall committee to continue to provide excellent community
facilities and to upkeep and maintain its “public spaces” (primarily the
beach) that was enjoyed by many, locals and visitors alike for 365 days of the
year. In addition IPC spends approximately £7,000 pa on beach cleaning and the
provision of a village handyperson who keeps the pavement along Marine Parade
clean throughout the year, a function that was within the remit of NDC to
deliver. (Action: The Clerk)
(d) IPC’s Finance Sub Committee Budget 2012/2013 Meeting: -
(i) The Clerk confirmed that this meeting had taken place on Monday 31st
October 2011 (6.30 pm) and that a copy of the “unapproved” draft minutes (and
IPC documents referred to therein) had been circulated to Cllrs with their
agenda papers. (Noted)
(ii) Cllrs White, Green, Johns, Crombie and Thomas, who were present at the
above meeting, confirmed the minutes to be a true record; they were signed by
Cllr White (Chairman) (Noted)
(iii) The Clerk reported as follows: -
(a) ANNUAL REVIEW OF POLICIES: -
(i) IPC’s Financial Regulations: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that these be re-affirmed as written albeit it was noted that some minor
alterations could be necessary in 2012 dependant upon whether IPC secured the
freehold of the Quay Car Park from NDC or not (i.e. Item 9). IPC RESOLVED to
adopt this recommendation. (Noted)
(ii) IPC’s Financial Risk Assessment Policy: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this be re-affirmed as written. IPC RESOLVED to adopt this
recommendation. (Noted)
(iii) IPC’s Beach Risk Assessment Policy: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this be re-affirmed as written other than to include “water quality”
as a “risk identified” as per item 2 (i) (xvi). IPC RESOLVED to adopt this
recommendation. (Noted)
(iv) IPC’s Child Protection Policy: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this be re-affirmed as written and suggested that copies be provided
to IPC’s new handyperson and grass cutting contractor for their information.
IPC RESOLVED to adopt this recommendation. (Noted and Action: The Clerk)
(v) IPC’s “Community Engagement Strategy”: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this be re-affirmed as written. IPC RESOLVED to adopt this
recommendation. (Noted)
(vi) ”Training Statement of Intent”: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this be re-affirmed as written other than item 3, “Training
Requirements – IPC Cllrs”, that should be updated historically to reflect the
new constitution of Council as of May 2011 (Local Elections). IPC RESOLVED to
adopt this recommendation. (Noted) (b) RISK REVIEW/OTHER CONSIDERATIONS
2012/13: -
(i) Seats and Bus Shelters: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC 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 handyperson) throughout the
year, especially during the summer; the Clerk added that this was a
requirement of IPC’s insurers. IPC RESOLVED to adopt this recommendation.
(Noted)
(ii) Beach: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC 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. IPC RESOLVED to adopt this
recommendation. (Noted)
(iii) Flood Defence Gate: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this should continue to 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 handyperson to do so at the same time as checking the seats. IPC
RESOLVED to adopt this recommendation. (Noted)
(iv) Solar Light – Venn Cross Bus Shelter: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this should continue to be checked regularly to ensure its “safety”
to bus shelter users and that as for the previous year it should be within the
remit of the parish handyperson. IPC RESOLVED to adopt this recommendation.
(Noted)
(v) Village Gateways – Anstey Way: -
The Clerk said that after a discussion, IPC’s FSC had RESOLVED to recommend to
IPC that these should continue to be checked regularly to ensure their
“safety” to road users/pedestrians and that as for the previous year it should
be within the remit of the parish handyperson. IPC RESOLVED to adopt this
recommendation. (Noted)
(vi) Other Risks: -
The Clerk said that IPC’s FSC were of a mind that sand yachting and kite
surfing, together with the use of jet skis, in the vicinity of the beach was
something that IPC needed to have in mind as a potential risk albeit that no
issues of relevance to such sporting activities were to hand as of the present
day; he added that IPC’s FSC had RESOLVED to recommend to IPC that this issue
be borne in mind for the future. IPC RESOLVED to adopt this recommendation.
(Noted)
(c) ANNUAL INSURANCE REVIEW: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC 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
each year) and to advise IPC of renewal terms including amendment or
additions. It was noted that for the year 2012/13 it was highly likely that
the “ownership” of the Quay Car Park would be an issue and that IPC needed to
act as necessary. IPC RESOLVED to adopt this recommendation. (Noted)
(d) CAR PARK CHARGES 2012/13: -
(i) The Clerk said it was noted by IPC’s FSC that IPC, at its meeting of 13th
October 2011, had already RESOLVED to change the car park charges for 2012/13
to £1 for 1 hour, £2 for 3 hours and £4 for all day (24 hours). (Noted)
(ii) The Clerk said that after a discussion IPC’s FSC had RESOLVED to
recommend to IPC that the season ticket current price (£90) should be left the
same for 2012/13 as should the weekly ticket price (£15). IPC RESOLVED to
adopt this recommendation.
(Noted)
(iii) The Clerk said that IPC’s FSC had also RESOLVED to recommend to IPC that
the car park be opened on the 1st April 2012 (subject to the lease of the car
park having been transferred to IPC by NDC by then) and that if this was the
case the season ticket should be raised to £100. IPC RESOLVED to adopt this
recommendation. (Noted)
(iv) (a) The Clerk said it was noted by IPC’s FSC that if IPC did resolve to
open the car park by 1st April 2012 that negotiations would need to take place
with Instow Marine (who currently lease the car park from NDC as a boat park
until the end of March 2012) especially as regards use of the car park as a
boat park for the autumn/winter of 2012/13. (Noted)
(b) A discussion then ensued, led primarily by Cllr Johns, to the effect that
IPC needed to give more considered thought to the use of the car park (once
acquired from NDC), solely as a car park, as opposed to part car park/boat
park in the autumn/winter. It was, as a consequence, RESOLVED to give this
issue more thought and bring it back to another IPC meeting to debate at
length. (Action: IPC Cllrs/The Clerk)
(v) The Clerk said that after a discussion, IPC’s FSC had RESOLVED to
recommend to IPC that it seek at least £1,500 from Instow Marine for use of
the car park as a boat park for the period 1st October 2012 until the end of
March 2013. IPC RESOLVED to adopt this recommendation subject to
satisfactorily discussions as at (iv) (b) above
(Noted)
(vi) The Clerk said that IPC’s FSC had also RESOLVED to remind IPC that it
will most probably need to agree to pay NDC the sum of £5,000 in 2012/13
towards the upkeep of the current toilets on the car park. This was duly noted
by IPC. (Noted)
(e) PARISH HANDYPERSON and BEACH CLEANER 2012/13 – TERMS OF REFERENCE/CONTRACT
AND HOURLY RATE: -
(i) Handyperson – Terms of Reference: -
(a) The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend
to IPC that the current terms of reference for the parish handyperson be
re-affirmed as currently written. It was noted, however, that the current
handyperson’s terms of reference did not include P3 (footpath) activity, an
activity that needed to be “allocated” to either the current incumbent
handyperson or the new grass cutting contractor in the light that that
outgoing handyperson no longer wished to continue with this role (having
originally intimated he would). (Noted)
(b) The Clerk reported he had spoken to both the current handyperson and grass
cutting contractor and it had been resolved that the handyperson would deal
with the P3 activity as part of his role. (Noted)
(c) In the light of (b) above, IPC RESOLVED to adopt the handyperson’s terms
of reference as currently written but to include the P3 activity. (Action: The
Clerk)
(ii) Beach Cleaner – Terms of Reference: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that the current terms of reference for the beach cleaner be re-affirmed
as currently written other than to be amended as regards dates etc. IPC
RESOLVED to adopt this recommendation. (Noted)
(iii) Hourly Rate – Handyperson: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that the Handyperson’s hourly rate (2012/13) remains at £9 per hour. It
was noted that the handyperson had to provide all his own tools to do his job.
IPC RESOLVED to adopt this recommendation. (Noted)
(iv) Beach Cleaner’s Annual Rate: -
The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend to
IPC that this should remain as for the current season (2011/12), 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 owned and garaged/maintained by
IPC at its expense. IPC RESOLVED to adopt this recommendation. (Noted)
(f) XMAS CHARITY NOMINEE 2011: -
(i) The Clerk said that after a discussion IPC’s FSC had RESOLVED to recommend
to IPC that the collection from the Carol Singing event (11th December 2011)
be paid equally to The North Devon Hospice, the Appledore Branch of the RNLI
and Northam Lodge, all “local” charities. It was further RESOLVED to recommend
to IPC that it match fund the collection to a maximum of £100. IPC RESOLVED to
adopt both of these recommendations. (Noted)
(ii) The Clerk said that after a discussion, as to the manner in which the
refreshments for this charitable carol singing event might be funded, IPC’s
FSC had RESOLVED to recommend to IPC that as for former years, 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 further RESOLVED to recommend that the grant be to a maximum of
£150. IPC RESOLVED to adopt both of these recommendations. (Noted)
(iii) The Clerk told Council that the Instow Woman’s Institute had in the past
agreed to take on this role (as for 2010/11) and that negotiations were in
hand subject to IPC’s approval (at (ii) above). IPC RESOLVED to adopt this
recommendation. (Noted)
(g) INTERNAL AUDITORS FEE 2010/11: -
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 2011/2012
and that IPC’s FSC had RESOLVED to recommend that Mrs M J Scott be officially
thanked for her public spiritedness and commitment. (Clerk’s Note: - Mrs M J
Scott was not present at this time during IPC’s FSC Meeting). IPC RESOLVED to
adopt this recommendation. (Action: The Clerk)
(h) “STAFF“ OVERTIME PAYMENTS 2010/11: -
(i) Handyman (Outgoing): -
The Clerk said that after discussion IPC’s FSC had RESOLVED to recommend to
IPC that the outgoing handyperson be paid the sum of £100 as a gift for his
commitment and loyalty to IPC and the community at large over a number of
years and for carrying out work/hours throughout that period that was well
beyond his terms of reference. IPC RESOLVED to adopt this recommendation.
(Action: The Clerk)
(ii) Handyperson (Current): -
The Clerk said that after discussion IPC’s FSC had RESOLVED to recommend to
IPC that the current handyperson was not paid an overtime allowance on the
basis he had only commenced work as of the 17th October 2011. IPC RESOLVED to
adopt this recommendation. (Noted)
(iii) Beach Cleaner: -
(i) The Clerk said he had advised IPC’s FSC that the Beach Cleaner had worked
every day since the 1st April 2011 (until the end of September 2011) and had
averaged almost 80 hours per month adding that this equated to a sum of £5.75
per hour. (Noted)
(ii) The Clerk said that IPC’s FSC had RESOLVED to recommend to IPC that the
beach cleaner be paid an overtime allowance of £150 for his commitment over
and above that required of him and that he should be “encouraged” not to work
so many hours next season and only clean the beach on a needs basis. IPC
RESOLVED to adopt this recommendation. (Action: The Clerk)
(iv) The Clerk: -
(i) A discussion ensued at the conclusion of which IPC RESOLVED to pay the
Clerk £150 for overtime worked (2011/12). (Action: The Clerk)
(ii) IPC RESOLVED to note that as a matter of record, it should be recorded in
the minutes that the above overtime payments (see items (b) (i), (ii) and (iv)
were granted with a caveat that this was not to be seen as an annual payment
and may not be paid at all in future years. (Noted)
(i) CLERK’S SALARY/EXPENSES 2012/13: -
(i) Salary: -
The Chairman said that after a discussion IPC’s FSC had RESOLVED to recommend
to IPC that the Clerk be granted an increase in salary of £200 making his
annual salary up to the sum of £7,000. IPC RESOLVED to adopt this
recommendation. (Action: The Clerk)
(ii) Employers National Insurance: -
The Chairman said that after a discussion IPC’s FSC had RESOLVED to recommend
to IPC that it set aside a sum of £150 to pay this government levy adding that
the Clerk and IPC’s IA should ascertain the exact sum at the end of the
financial year 2011/12 and arrange payment as of April 2012 (as for 2010/11).
IPC RESOLVED to adopt this recommendation. (Action: IPC’s IA/The Clerk)
(iii) Clerk’s Expenses: -
The Chairman said that after a discussion IPC’s FSC had RESOLVED to recommend
to IPC that this remain as for the current year (£1,465) on the basis it had
previously been “agreed” by HM R and C. IPC RESOLVED to adopt this
recommendation. (Action: The Clerk)
(Note: - The Clerk was not present during the discussion of these items ((a)
to (c)).
(j) TRACTOR SERVICE 2011/12: -
The Clerk said 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
2012 payment of £450 but that this did not include the cost of necessary
parts. The Clerk said he had advised IPC’s FSC that he had been reliably
informed by the beach cleaner that this should be “no more than £100” to
include oil, filters etc. He said IPC’s FSC had RESOLVED to recommend this
additional cost to IPC. IPC RESOLVED to adopt this recommendation. (Action:
The Clerk)
(k) IPC – USE OF RESERVES: -
(i) General: -
(a) The Clerk said that IPC’s FSC had RESOLVED to recommend to IPC 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 2012/13. IPC RESOLVED
to adopt this recommendation. (Noted)
(b) IPC noted that it had invested £10,000 into a Lloyds TSB High Interest
Deposit account for a 2 year period (start date 7.1.11) on the basis this
would accrue 2.60% interest pa (gross) over that period. (Noted)
(iii) The Clerk said it was noted by IPC’s FSC that if the freehold transfer
of the Quay Car Park proceeded (proposed commencement date 1.4.12) that
£72,000 would also be transferred to IPC as part of that deal by NDC. He added
that IPC’s FSC had RESOLVED to recommend to IPC that this sum be ring-fenced
to provide capital in order to bring the surface of the car park up to an
acceptable standard/maintain it thereafter. IPC RESOLVED to adopt this
recommendation. (Noted)
(l) DRAFT BUDGET 2012/2013: -
(i) The Clerk said that following the discussions as above the draft Budget
2012/13, as at Appendix A hereto, had been drawn up by IPC’s FSC for the
consideration of IPC at this meeting. . (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
transfer the freehold of the Quay Car Park to IPC by 1st April 2012 and
accept, as part of that deal, that £5,000 pa to would be paid to NDC to assist
toilet maintenance and other running costs. (Noted)
(iii) The Clerk pointed out that the recommended budget was a deficit budget
to the tune of £1,194.00. (Noted)
(iv) A discussion then ensued at the conclusion of which it was RESOLVED to
increase the income on the car park takings for 2012/13 by £1,200 (making it a
grand total of £1,570.00); the Clerk was asked to amend the draft budget
accordingly and to balance income over expenditure by adding £6 to an
appropriate expenditure “heading”. (Action: The Clerk)
(v) It was further RESOLVED that the amended budget should be brought back to
the December meeting of IPC for final consideration and approval. (Action: The
Clerk)
(d) Appointment of Parish Handyman: -
(i) The Clerk reported that Mr Brian Keane commenced work as IPC’s handyperson
as of Monday 17th October and that he has signed the necessary terms of
agreement and provided a copy of his public liability insurance. (Noted)
(ii) The Clerk circulated a draft copy of a Handyperson’s “Weekly/Monthly Time
Sheet” for consideration of approval of IPC adding that the Handyperson is
content to use it; IPC RESOLVED to support this initiative. (Noted)
(e) Grass Cutting Contract 2012-2015: -
(i) The Clerk reported that Mr Dave Budd had been offered and accepted the
grass cutting contract for the period in question and that the necessary
paperwork had been completed including receipt of a copy of his public
liability insurance. (Noted)
(ii) The Clerk enquired whether IPC wished to have the grass verges cut prior
to Xmas as in former years; He added that it would cost £300 and provide
Council with an opportunity to observe the quality of the cut by Mr Budd and
enable Mr Budd to liaise “on-site” with IIB as regards their lay-by meadows.
He said there was £200 remaining in the budget. (Noted)
(iii) IPC RESOLVED to support this recommendation. (Action: The Clerk)
(f) P3 Activity: -
The Clerk reported that despite initially requesting he continue to carry out
IPC’s P3 activity, Mel Harris (former handyperson) had since declined. The
Clerk suggested that this was now carried by the current handyperson, Brian
Keane, who has intimated an interest. IPC RESOLVED to support this
recommendation. (Action: The Clerk)
(g) Letter (dd 10.10.11) and attachments from DCC P3 Department reference “P3
Xmas Workshop and Annual P3 Survey”: -
The Clerk advised IPC he would take the necessary action soonest; survey
returns to be completed by15th February 2012. (Action: The Clerk)
(h) Email (dd 22.10.10) and attachment from NDC reference “Parish Council
Expenditure 2011/12(Grants and Precept)”: -
(i) The Clerk reported that now that IPC’s Budget 2012/13 had been “nigh on”
agreed he could complete this form and forward it to NDC prior to the deadline
of 9th December 2012. The Clerk advised IPC of the details i.e. NDC Grant: -
Instow had 650 parishioners (according to current electoral roll - 2010) x £2
per head of population = £1300 made up of Burial Ground (£666), Parish Hall
(£333) and “Parks and Open Spaces” (£301) – Total £1300. (Noted)
(ii) IPC RESOLVED to support this proposal of the Clerk. (Action: The Clerk)
(i) Parish Seat Inventory/Inspection – Autumn 2011: -
The Clerk reported this was carried out on 3.11.10 by himself, Cllr Crombie
and Brian Keane (Handyperson); he provided Cllrs with a copy of the inspection
report with their agenda papers. A discussion ensued. (Noted)
(j) Parish Bus Shelter Inspection – Autumn 2011: -
The Clerk reported this was carried out on 3.11.10 by himself, Cllr Crombie
and Brian Keane (Handyperson); he provided Cllrs with a copy of the inspection
report with their agenda papers. A discussion ensued. (Noted)
(k) IPC’s Tractor – New Red V5C (Log Book): -
The Clerk reported receipt of this document that supersedes the former Blue
V5C; he said it had been filed as necessary and the old blue V5C destroyed as
instructed by DVLA. (Noted)
(l) Letter (received 28.10.11) and pamphlet from NatWest Bank reference
“Business Deposits”:-
(i) The Clerk said this provided information as regards its “Town, Parish and
Community Council Fixed Rates Deposits Scheme”; he said the letter and
pamphlet had been copied to IPC’s FSC at IPC’s Budget meeting of 31.10.11.
(Noted)
(ii) After a discussion led by IPC’s FSC, IPC RESOLVED to take no further
action on the basis that Lloyds TSB provided a similar opportunity that IPC
had already availed itself of. (Noted)
(m) Letter (dd October 2011) and pamphlet from Victims Support reference
“Grant Application”: -
The Clerk elaborated on the content of the letter; IPC RESOLVED not to provide
a grant as had been requested – Clerk to notify writer. (Action: The Clerk)
(n) Letter (dd 7.11.11) from NDC (Income Officer) reference “Non Payment of
Licence Fee for Bus Shelter – Marine Car Park, Instow”: -
(i) The Clerk said this stated that records indicated that NDC had not
received payment for an invoice dd 1.4.11 in the sum of £16.80 in respect of
the above. (Noted)
(ii) The Clerk said he had contacted NDC (Income Officer–10.11.11) and
explained that said invoice had only just been received by him on or about
14/15.10.11 and that it was, in fact, dated 13th October 2011. NDC apologised
for the mix-up; the Clerk confirmed it would be paid at IPC’s November meeting
– see item 2 above. (Noted)
2111/12 STANDING ORDERS
RESOLVED that Standing Order No. 4 be suspended to allow the outstanding
business, in front of Council, to be concluded (Noted)
2111/13 PLANNING
a) Extension to dwelling at 1 Elm Terrace, Instow (Reference No 52990):-
(i) The Clerk reported receipt (dd 22.10.11) of this application and of having
passed it immediately to IPC’s PSC (Cllr Cook), for response by 11.11.11 or an
extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk told IPC that its PSC had resolved (3 in favour/1 against) to
recommend REFUSAL of this application on the grounds it would dramatically
affect the light coming into adjoining properties, namely No's 1 and 2.
(Noted)
(iv) The Clerk confirmed that NDC Planning had been advised of decision (email
of 11.11.11 refers). (Noted)
(v)After a discussion IPC RESOLVED ratified the decision as at (iii) above.
(Noted)
b) Removal of condition 3 (occupancy restriction) to allow unrestricted
holiday use and variation of condition 5 (materials) to allow the installation
of UPVC windows and doors attached to planning permission 49049 at Southgate
Chalet, Sandhills ,Instow (Reference No 52688): -
The Clerk said this stated that this application had been GRANTED with
conditions as listed. (Noted)
c) Email (dd 19.10.11) and attachment photographs from Cllr Harper reference
“Work to Barn Rear of Quay Car Park”: -
(i) The Clerk advised IPC he had passed this email (19.10.11) to Cllr Moores (NDC)
in order that he might liaise with NDC Planning to ascertain if this work was
the subject of a planning application bearing in mind it was situated in a
conservation area.(Noted)
(ii) The Clerk reported receipt of an email (dd 15.11.11) from Cllr Moores to
the effect that this work was subject of planning applications 48339/48367
back in May 2009 and had already been approved. (Noted)
(iii) The Clerk said that Cllr Harper had been advised (15.11.11). (Noted)
(iv) Clerk’s Note: - It was not clear that this building was part of 4
Victoria Terrace that was subject of the above applications. (Noted)
d) Email (dd 24.10.11) from NDC Planning reference “Erection of 5 Dwellings –
1- 4 Kiln Close, Lane, Instow (Reference No 50588): -
(i) The Clerk advised IPC this stated: -
“In respect of North Devon Homes application at Kiln Close Road (Lane);
consideration has been given to the amendment of the S106 to provide for 3
affordable dwellings rather than 4. As you will be aware the site is currently
occupied by 4 flats, three of which are owned by North Devon Homes and one is
owner occupied. The application seeks to redevelop the site for five houses.
This represents a net gain of one, and the planning policies of the Council
seek to achieve the delivery of an affordable dwelling where there is a net
gain of more than one. Therefore the control of 3 dwellings as affordable is
in accordance with policy, and there would be no sound planning basis to
require four to be affordable. That said we are still seeking to identify
opportunities for the provision of affordable dwellings in Instow, including
possible contributions from other developments. If the timing of these
elements works then a contribution could be made so as to enable a fourth
dwelling at the Kiln Close Road (Lane) site to be affordable”. (Noted)
(ii) A discussion ensued. (Noted)
e) Letter (dd 31.10.11) from Barnstaple Town Council (BTC) reference “Planning
School – Saturday 25th February 2012”:-
(i) The Clerk said this advised IPC that due to the popularity of its October
2011 - Planning School it had been decided to hold another one on the 25th
February 2012; BTC had noted that one place had been booked for Cllr Harper
who had expressed an interest in the October 2011 School that was
over-subscribed. (Noted)
(ii) The Clerk advised IPC that Cllr Harper was unable to take up the offer so
he had forwarded an email (4.11.11) to other Cllrs with email addresses (and
who had not attended before). (Noted)
(iii) The Clerk told IPC that no applications had been received by him to
date; no requests were tendered at the meeting; Clerk to advise BTC and thank
them.
(Action: The Clerk)
f) Letter (received 5.11.11) from NDC Planning reference “Erection of
garage/workshop and demolition of existing garage/workshop at Springfield, New
Road, Instow (Reference No 52800): -
The Clerk said this stated that NDC Planning had GRANTED approval of this
application with conditions as listed. (Noted)
g) Email (dd 4.11.11) from a Community Consultant and Regeneration Adviser
(Paul Weston) reference “Neighbourhood Planning Legislation”: -
(i) The Clerk said he had copied this to the Chairman for his information
(5.11.11) at the request of the author. (Noted)
(ii) The Clerk provided a copy to Cllrs at the meeting. (Noted)
(iii) A discussion ensued. (Noted)
h) Copy email (dd 4.11.11) from NDC Planning to Cllr Moores (NDC) to reference
“Mollands Garage, Quay lane, Instow (Reference No 52220): -
(i) The Clerk said this stated: -
“You will recall that we discussed the above application which seeks to extend
the life of an existing outline planning application for the erection of seven
dwellings. It is my opinion that there has been no material change in
circumstances that would warrant this application being refused. To this end I
have instructed the Head of Legal Services to prepare a Deed of Variation in
respect of the S106 Agreement that accompanied the last outline permission. I
have also negotiated with the Applicant so as to provide for an additional
condition to provide for fixed and obscure glazed windows on any first floor
windows in the elevations of the dwellings facing the properties in Bridge
Lane. This should address the concerns of the residents as raised in the
letters of objection”. (Noted)
(ii) A discussion ensued. (Noted)
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