PPresent: - Councillors P Cook, N Crombie, A
Johns, M Green, C Harper, B Moores, E Renshaw, B Thomas, S White (Chairman)
and The Clerk
In Attendance: Cllr R Cann (DCC), Cllr B Moores (NDC); there were no
parishioners
2201/1 PRAYER
The Clerk led Council in Prayer
2201/2 APOLOGIES
There were no apologies.
2201/3 COUNCILLOR DECLARATION OF INTERESTS
(i) Cllr Moores declared a personal interest on item 2201/6 (ii) – “Residents
Parking” and a pecuniary interest on item 2201/6 (i) – “Management of Sand”
(Noted)
(ii) Cllr Johns declared a pecuniary interest on item 2201/6 (ii) – “Residents
Parking”.
(Noted)
2201/4 POLICE REPORT
PCSO Meaker reported as follows: -
a) Crime: -
(i) 4 crimes had been reported in the parish since the last meeting, namely,
Non-Crime (Child Protection) (x1), Complaint re Dogs (x1), Burglary (x1) and
Theft (Non Specific) (x1). (Noted)
(ii) In answer to a question from the Clerk, PCSO Maker agreed that the theft
was that of lead from Instow Church; a discussion ensued. (Noted)
b) Other Matters: -
5 other incidents had been made the subject of an incident log since the last
meeting, namely, Anti-Social Behaviour/Nuisance (x1), Transport Incident/RTC -
Damage Only (x1), Administration (x1), Transport Incident/Highway Disruption
(x!) and Pubic Safety/ Concern/Collapse/Injury/Trap (x1). (Noted)
c) Neighbourhood Policing Team – Instow: -
(i) The Clerk said he had been told that PC Terry Hodgson was no longer the
Beat Manager for Instow; PCSO Meaker said he had been moved to CID. IPC
RESOLVED to express its grateful thanks to PC Hodgson for all his hard work
and commitment whilst being responsible for the parish. (Action: The Clerk)
(ii) The Clerk reported that PC Richard Preston was now the Beat Manager for
Instow; PCSO Meaker said he had expressed his apologies for not attending the
meeting. (Noted)
2201/5 PARISHIONERS
In the absence of parishioners there were no matters raised. (Noted)
2201/6 REPORT COUNTY COUNCILLOR R CANN
(i) General: -
Cllr Cann spoke of “Weeds on Highway – Marine Parade” (an estimate to carry
out the necessary work by a local contractor was being explored) , “Management
of Sand” (work on the scheme would commence on or around 20th February and was
budgeted for two days; fencing would start around 9th – 12th March with the
help of a volunteer group with supervision), “Westleigh Junction” (a number of
positive comments have been received), “School Support to be Out-Sourced” (DCC
is creating a joint venture partnership with Babcock {the largest school
improvement service provider in the UK currently working with 45 local
authorities} to deliver a variety of services to Devon’s Schools) and “Instow
Quay {Marine} Car Park” (discussions are on-going and it is hoped to have a
progress report at the next NDC Executive Meeting). (Noted)
(ii) Residents Parking: -
(a) Cllr Cann said this initiative had been amended to indicate the “wishes”
of those parishioners who had attended the public meeting last year and that
the amended scheme was supported by IPC’s Sub Group of Cllrs (Cllrs White,
Green, Crombie, Thomas and Harper) who had met informally with him and DCC
Officers on Friday 13th January. He elaborated on the scheme for the benefit
of Cllrs who had not attended that meeting adding it had been agreed to place
an article in a forthcoming parish magazine for the information of
parishioners, hopefully February, and hold an exhibition at All Saints Chapel
(Community Centre) in March 2012. (Noted)
(b) A general discussion (traffic, congestion, buses etc) then ensued at the
conclusion of which IPC RESOLVED to accept the principles of the amended
scheme and of the manner by which DCC intended to promulgate it to the parish.
(Noted)
(iii) Sainsbury’s Roundabout: -
Cllr Cook said this roundabout was too high thus reducing visibility to
motorists. Cllr Cann said this was known to DCC but as the area in question
did not have a bad accident track record it had decided to leave it alone thus
encouraging motorists to be more careful. (Noted)
2201/7 REPORT OF DISTRICT COUNCILLOR B MOORES
Cllr Moore said he had no matters to report. (Noted)
2201/8 MINUTES
(i) It was RESOLVED that the December 2011 minutes of Instow Parish Council be
approved and signed. (Noted)
2201/9 MATTERS ARISING FROM THE MINUTES
a) Item 2112/6 (ii) – New Road Signs: -
Cllr Cann said these new signs had been organised, erected and paid for by a
local Barnstaple business group and had nothing to do financially with DCC.
(Noted)
b) Item 2112/6 (iii) – Quay Car Park/No Parking Signs: -
(i) The Clerk advised IPC that these signs had been erected by NDC to deter
vehicles from parking at said location to assist garage tenants with being
able to access their garages; he added that NDC had confirmed this order was
not enforceable. (Noted)
(ii) The Clerk enquired of Cllrs what this car park was known as locally. He
said it was referred to variously by NDC as “Quay Car Park” and “Marine Car
Park”. Cllrs advised the Clerk that “Marine Car Park” was the correct name.
(Noted)
c) Items 2112/9 (a) – “Instow “Grot Spots” – S 215 Town and Country Planning
Act 1990”:-
Cllr Moores to report on: -
(i) Items 8 and 9 (Methodist Chapel and Old Gas Gateway): -
(a) Methodist Chapel: - Cllr Moores said he had liaised with NDC Planning and
ascertained that DCE had agreed to tidy up the site and that a planning
application for “change of use” was not required. The Clerk advised Cllr
Moores that NDC Planning had yet to formally advise IPC that this was the case
having previously “promised” to do so. Cllr Moores agreed to chase up a
response.(Action: Cllr Moores)
(b) Old Gas Gateway: - Cllr Moores said he had been told by DCE that this was
not its property although a subsequent check with NDC Planning revealed this
not to be the case; he agreed to chase this up with DCE. (Action: Cllr Moores)
(ii) Items 1 and 4 (Chalet opposite Picnic Area {Tarka Trail} and Gate Barrier
at Sand Hills): -
Cllr Moores said he had liaised with the Chief Executive of DCE who had agreed
to get both these sites tidies up. (Noted)
(iii) Items 3 (Victorian Lamppost): -
Cllr Moores said he had liaised with the Chief Executive (CE) of DCE who had
agreed to cooperate with local “interested” parties with a view to
refurbishing this lamp. (Noted)
(iv) Old Oil Jetty – Breaking Up of Old Boats: -
Cllr Moores said in liaising with the CE of DCE he had established that legal
action was being contemplated to resolve this eyesore. (Noted)
d) Item 2112/9 (b) – “Management of Quay Car Park/Refurbishment of Toilets”: -
The Clerk confirmed he had attended a meeting held between the Leader of NDC,
Chief Executive NDC and Cllr Cann at the Civic Centre on Monday 9th January
2012 at 3pm adding that Cllr Cann had put forward a very strong case in favour
of IPC securing the freehold of the Marine Car Park and in doing so had
outlined all the relevant and favourable historical data. (Noted)
e) Item 2112/9 (c) – “Revised Bathing Water Directives”: -
The Clerk advised that the matters still outstanding were: -
(a) EU Directive Signs – Bathing Water Season 2012: -
(i) The Clerk said that Cllrs Green/Harper were to recommend a “form of words”
for this obligatory sign for approval of IPC, the wording being based on a
format recommended by Defra/EA. He said these signs needed to be erected prior
to the summer season 2012. (Noted)
(ii) The Clerk then provided Cllrs with a copy of the recommended wording that
had been drawn up by Cllr Green (document dd 18.1.12). (Noted)
(iii) A discussion then ensued during which it was suggested that these
obligatory signs might be combined with the current “bathing warning” signs
already exhibited on the beach. It was RESOLVED that the Clerk should take
advise from Defra to see if it had any objection to such a course of action.
(Action: The Clerk)
(iv) The Clerk reminded Council that once authorised these signs would be paid
for by Defra. (Noted)
(v) Cllr Cook said he wished it to be minuted that he was not in favour of
more signs going up at the beach. (Noted)
(b) IPC Publication (“Position Statement”) Article and Marketing Flier: -
(i) The Clerk said that IPC had previously resolved to discuss and agree a
“Position Statement” (PS) for publication in a parish magazine or the
local/national press as and when required adding that a draft copy had been
provided to them with their agenda papers. He said this PS has already been
agreed to by the EA and IPC in principle following advice from Cllrs
Green/Harper. (Noted)
(ii) The Clerk then said that the PS (as at (i) above) had recently been
varied by Cllr Green; Cllrs were provided with a copy of this amended document
at the meeting (document dd 18.1.12). Cllr Green explained the difference
between the two documents at the conclusion of which IPC RESOLVED to adopt it.
(Noted)
(iii) IPC then discussed the way forward for the production of a proactive
marketing “flier” to highlight the positives of Instow’s beach as a
recreational area to include a number of glossy photographs.; it was hoped to
have this available by Easter 2012. After a discussion it was RESOLVED to make
contact with a local publisher and bring back a draft flier for consideration.
(Action: Cllrs Green/Harper and The Clerk)
(iv) The Clerk reported receipt of an email (dd 3.1.12) from Cllr Cann
reference “Bathing Water Brief – NDC Senior Management Team – December 2011”;
he said he had copied it to Cllrs Green and Harper (email dd 3.1.12). A copy
was also provided to Cllrs with their agenda papers. A discussion ensued.
(Noted)
(v) The Clerk reported receipt of an email (dd 7.1.12) from Cllr Cann
reference “Bathing Beaches in North Devon”; he said he had copied it on to
Cllrs Green and Harper (email dd 8.1.12). A copy was also provided to Cllrs
with their agenda papers; a discussion ensued. (Noted)
f) Item 2112/9 (d) – “Salt/Grit Bins/Community Clusters”: -
(i) Cllr Thomas (IPC’s Lead Snow Warden) provided IPC with an update on
action(s) since IPC’s last meeting e.g. delivery of salt/grit and storage
arrangements, article for parishioners in parish magazine (February) etc.
(Noted)
(ii) The Clerk updated IPC on the red diesel issue following dialogue with HMR
and C. (i.e. telephone call and email - 4.1.12). He said basically, IPC did
not qualify to use red diesel in its tractor as landscaping and maintenance of
recreational facilities (such as the beach) were not agriculture, horticulture
or forestry “activities” as laid out in the memorandum of agreement signed in
January 2008 by HMRC, the DVLA, NFU, NAAC and the COFI which defined the
activities that qualify (to use red diesel) as being agriculture, horticulture
or forestry. The Clerk said he had provided Cllrs with a copy of an email (dd
9.1.12) with their agenda papers that had been received from HMRC confirming
as above. (Noted)
(iii) Cllr Harper then referred to the necessity of updating IPC’s Self Help
Emergency Plan as a consequence of this SW initiative; IPC RESOLVED that Cllr
Renshaw should now be responsible for IPC’s SHEP; Cllr Renshaw accepted this
role and agreed to act as necessary. (Action: Cllr Renshaw)
(iv) Cllr Cook then provided IPC with an update as regards the purchase of a
suitable box to affix to tractor in order to carry salt/grit/bags; he said he
still awaited an estimate but hoped to have it by the next meeting. (Action:
Cllr Cook)
(v) Cllrs Thomas then referred to a letter to Nick Harvey MP from a
parishioner SW regarding the use of red diesel/insurance cover for SW and his
reply particularly of relevance to insurance cover for SW’s. Cllr Thomas
elaborated. (Noted)
(vi) The Clerk then advised IPC he had been in touch with IPC’s insurers AON
(emails dd 16.1.12/18.1.12 and telephone conversation 18.1.12) and ascertained
that its current public liability insurance policy would cover this SW
initiative provided IPC had: -
(a) Taken all reasonable steps to observe and comply with all statutory or
local authority laws, obligations and requirements and obtained DCC’s current
guidelines for salting and gritting and complies with all guidelines.
Note: - Cllr Thomas confirmed this to be the case as part of the SW training
by DCC. (Noted)
(b) If IPC introduces salt/gritting it must maintain this and have a system of
checking to ensure it is done so as to minimise the risk of being negligent
for omitting to salt - checks to be logged and recorded.
Note: - IPC RESOLVED to adopt this as policy and Cllr Thomas agreed to make
and keep the necessary records. (Action: Cllr Thomas) (c) Any volunteers who
are working at the request of IPC will be covered by IPC’s insurance policy to
distribute salt/grit by shovels (not mechanical devises/machines) provided the
appropriate manual handing training has been provided.
Note: - All current SW received said training as part of their induction by
DCC; any new SW will be similarly trained by Cllr Thomas. (Noted)
(d) It is confirmed that IPC’s tractor is covered to carry out the work of
transporting the salt/grit around the village. (Noted)
(vii) After a discussion it was RESOLVED that in the event this scheme was
implemented all Cllrs should be contacted and asked to support the necessary
activity and muster the support of local residents on a needs basis. (Noted)
(vii) The Chairman and Clerk, supported by all Cllrs, thanked Cllr Thomas for
all he had done to make this scheme the apparent success it was. (Noted)
g) Item 2121/9 (e) – “Sand on the Highway/Marine Parade, Instow”: -
(i) See item 2201/6. (Noted)
ii) The Clerk said that sand on the highway was still a matter of major
concern; DCC were apparently going to regularly keep the sand back from the
wall with a view to alleviating the sand on the highway issue and there was
still a portion of wall to be repaired over which sand was blowing onto the
pavement (by Boathouse). Cllr Cann said he would look into these matters and
report back. (Action: Cllr Cann)
h) Item 2112/9 (f) – “Parish Carol Singing Event - 11th December 2011”: -
(i) The Clerk advised IPC that £101 had been collected on the night; see
finance for payments to local charities. (Noted)
(ii) A de-briefing discussion then ensued. (Noted)
2201/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Letter (dd 7.12.11) from Nick Harvey MP reference “Atlantic Array”: -
(i) The Clerk said this letter referred to IPC’s letter (dd 20.11.11) to
Leader of DCC (copied to Cllr Cann (DCC), Cllr Greenslade (Leader of NDC),
Nick Harvey (MP) and RWE npower renewables) objecting to the Atlantic Array
project. (Noted)
(ii) The Clerk said both letters had been copied to them with their agenda
papers for their information. (Noted)
(iii) The Clerk reported receipt of an email (dd 13.1.12) and attachment
letter from RWE npower renewables (Atlantic Array) reference “Atlantic Array –
Public Consultation Response”; he said the letter had been forwarded to Cllrs
with email addresses with a copy also being provided at the meeting. (Noted)
(iv) A discussion ensued. (Noted)
b) Email (dd 16.12.11) from DALC reference “Localism Act - Neighbourhood
Plans”; -
(i) The Clerk said this stated that the Localism Act had received Royal Assent
in November and one aspect was the introduction of Neighbourhood Plans that
Town/Parish Councils perhaps should consider. (Noted)
(ii) The Clerk said he had copied this email to Cllrs with email addresses
(16.12.11) and with their agenda papers. (Noted)
(iii) The Clerk reported that there was an article in the DALC Newsletter
(Jan/Feb 2012) reference “Localism Bill” that he had also copied to Cllrs with
their agenda papers. (Noted)
(iv) After as discussion IPC RESOLVED to take no action at this stage. (Noted)
c) (i) Email (dd 8.8.11) from Whitbourne Mugworks reference “Diamond Jubilee
Mugs”: -
(a) The Clerk said this offered Diamond Jubilee Mugs at £2.50 per mug plus £10
for delivery irrespective of number of mugs ordered; there was no VAT or other
additions and a copy of said email had been provided to Cllrs with their
agenda papers. (Noted)
(b) The Clerk also referred to a Diamond Jubilee Mug Offer contained within
the “Clerks and Councils Direct” Magazine; £4.95 per mug. He added that a copy
of said offer had been provided to Cllrs with their agenda papers. (Noted)
(c) The Clerk also reported receipt of a “Diamond Jubilee Catalogue” for
Schools, Councils, and Clubs that contained mugs etc; he elaborated. (Noted)
(d) The Clerk then enquired whether IPC wished to consider the ordering of a
quantity of mugs to present to the children at Instow School as IPC had done
for the Golden Jubilee in 2002. (Noted)
(e) A discussion then ensued at the conclusion of which it was RESOLVED to
ascertain how many pupils were at Instow School and what percentage resided in
the parish of Instow – Cllr Cann (DCC and Chairman of Fremington PC) believed
there to be about 40% of pupils at the school from the FPC area. The Clerk was
asked to research a possible suitable mug (and costings) and liaise with FPC
and the School.
(Action: The Clerk)
(ii) Email (dd 12.1.2) from Lord Lieutenant (Devon) reference “The Queen’s
Diamond Jubilee – Devon’s Celebratory Evensong and Garden Parties 27th May
2012”: -
(a) The Clerk said this invited IPC to nominate someone from its community (an
unsung hero who has shown similar traits of selfless service [as the Queen]
for 60 years) to attend a special service at Exeter Cathedral on Sunday 27th
May 2012 – there would be two specials garden parties held before and after
the service. (Noted)
(b) The Clerk said he had forwarded the email to Cllrs with email addresses
(12.1.12) for their information and deliberation. (Noted)
(c) After a discussion it was RESOLVED to defer this matter to the next
meeting of IPC. (Action: Cllrs)
d) Letter (dd 16.12.11) and attachments from Northern Devon Healthcare NHS
Trust (NDHNHST) reference “Foundation Trust Application – Consultation”: -
(i) The Clerk said this stated that the NDHNHST was applying to become an NHS
Foundation Trust and was, as a result, consulting with town and parish
councils and individuals with a view to acquiring feedback/seek members.
(Noted)
(ii) The Clerk said a copy of the letter and all attachments had been
forwarded to the Chairman and Vice Chairman with their agenda papers and a
copy of the letter only had been forwarded to Cllrs with their agenda papers.
(Noted)
(iii) A discussion then ensued led by the Vice Chairman at the conclusion of
which IPC RESOLVED to take no further action. (Noted)
e) Email (dd 5.1.12) from DCC (Strategic Support and Policy Officer) reference
“Consultation on Admission for Devon Schools for 2013/14/Consultation on
Education Transport Policy 2012/12”: -
(i) The Clerk said this stated that these consultations were in the public
domain until 1st March 2012 and were available on www.devon.gov.uk/admissionarrangments.
(Noted)
(ii) The Clerk said the email had been copied on to Cllrs with email addresses
(6.1.12) and the Editor of the Parish Magazine for the information and
attention of parents and community groups. (Noted)
(iii) A discussion then ensued at the conclusion of which IPC RESOLVED to take
no further action. (Noted)
f) Letter (dd 16.1.12) from NDC (Lead Member for Housing) reference “Possible
Housing/Community Sites in Your Area”: -
(i) The Clerk said this stated that NDC was looking at delivering more
affordable housing; it was one of the Council’s top priorities. With this in
mind officers had been tasked with revising NDC’s affordable housing delivery
plan and had forwarded a proforma for completion by IPC – completion date 24th
February 2012. (Noted)
(ii) The Clerk then ran through the proforma and completed it as necessary.
(Action: The Clerk)
g) Email (dd 17.1.12) from Instow/Appledore Operations Manager reference
“Request for Grant – Flag Pole and Lamp/Instow Quay”: -
(i) The Clerk said this requested that IPC consider giving permission/paying
for a flag pole to be fitted to the Quay (to help to advertise the ferry) and
give further permission for and to fund the refurbishment of the lamp post
near to the top of the steps. (Noted)
(ii) IPC, in supporting both initiatives, RESOLVED not to do so on the basis
the Quay was privately owned by DCE and it was to it that said requests should
be directed – Clerk to advise writer. (Action: The Clerk)
(h) Xmas Tree –The Quay: -
Cllr Moores said that in a recent conversation with the Chief Executive (CE)
of DCE, he (DCE’s CE) had offered to affix a Xmas Tree on the Quay each Xmas
period. IPC RESOLVED to support this initiative of DCE and asked Cllr Moores
to convey this message to its CE. (Action: Cllr Moores)
h) IPC Meeting Dates 2012: -
(i) The Clerk circulated a list of proposed dates for the information of Cllrs;
he advised on the anomalies to the norm (i.e. 3rd Thursday of the month).
(Noted)
(ii) IPC RESOLVED to adopt the list as written; the Clerk was asked to
publicise it as necessary. (Action: The Clerk)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 30.12.11) and attachment from Secretary of TTEF reference
“Officer Nomination Form – TTEF”: -
Copied on to Cllrs with email addresses
b) Email (dd 2.1.12) from Secretary of TTEF reference “TTEF Minutes – 17th
October 2011, Agenda TTEF Meeting – 16th January 2012 and P and C Committee
Notes – 28th October 2011”: -
Copied on to Cllrs with email addresses
c) Email (dd 5.1.12) from Secretary of TTEF reference “AONB Report – TTEF
Meeting of 16th January 2012”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DALC etc Matters (Various): - (i) Email (dd 7.12.11) reference “Localism
Act 2011”; (ii) Email (dd 9.12.11) reference “Localism Act 2011 – Council Tax
Veto”; (iii) Email (dd 12.12.11) reference “Finance Update – Excessive Council
Tax” – copied to Cllrs with email addresses; (iv) Email (dd 16.12.11)
reference ”LCR Opinion Question – Developers” ; (v) Email (dd 16.12.11)
reference “Dissertation Question – Leadership Qualities Town/Parish Clerk” –
Clerk completed questionnaire as necessary; ((vi) Email (dd 16.12.11)
reference “Merry Xmas from DALC”; (vii) Email (dd 16.12.11) reference “Letter
from Devon Pension Services”; (viii) Email (dd 16.12.11) reference “Members
Forum Agenda – January 2012”; (ix) “Xmas Card from CCD”; (x) “DALC Newsletter
– Jan/Feb 2012”; (xi) Email (dd 9.1.12) reference “Queens Diamond Jubilee
Beacons” and (xii) Email (dd 10.1.12) reference “Best Kept Village Awards” –
passed to IIB.
b) NDDC Members Services Weekly Information Sheet for w/b 12.12.11, 19.12.11,
9.1.12 and 16.1.12.
Copied to Cllrs with email addresses
c) Emails (13.12.11, 20.12.11, 3.1.12, 11.1.12 and 17.1.12) and attachment
from NDC Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Johns for the information of parishioners
d) Email (dd 7.12.11) from a parishioner reference “Inappropriate Cutting of
Undergrowth – Tarka Trail twixt Fremington and Instow”: -
Passed by Clerk to NDCCS for attention; parishioner advised.
e) Email (dd 12.12..11) from a parishioner reference “Overgrown Grass Bank,
Anstey Way between Millards Hill and Church Lane”: -
This had previously been reported (October and November) to DCC’s Local
Neighbourhood Manager (LNM) who agreed to have it dealt with by parish
lengthsman as a matter of some urgency (November); parishioner advised to
contact Cllr Cann (DCC) – Cllr Cann forewarned.
f) Email (dd 14.12.11) from Cllr Moores (NDC) reference item (e) above.
Telephone call (13.12.11) from a parishioner reference “Overgrown Tree – Grass
Verge/Anstey Way-Marine Parade near Signal Box Junction”: -
Advised this was a DCC matter and to contact Cllr Cann (DCC).
g) (i) Email (dd 15.12.11) from NDC reference Minutes of NDC Standards Board
Meeting of 14th December 2011 and (ii) Agenda for Standards Committee Meeting
– Wednesday 25th January 2012 at 10am.
h) Email (dd 15.12.11) from NDC (via Cllr Cann) reference “Green Wheelie Bin –
Beach Cottage/Removed”
i) Email (dd 19.12.11) from Torbridge Vets reference “Parish Magazine
Details”: -
Provided by Clerk as necessary,
j) Devon In Touch Monthly News Round-Up (December 2011): -
Copy to post office for information of parishioners
k) Letter (dd 21.12.11) and attachment from Nick Harvey (MP) reference MP’s
Advice and Help Surgeries 2012”: -
Poster displayed by Clerk at Quay Car Park notice board.
l) “SW Ambulance Service NHS Foundation Trust Magazine – Twentyfourseven
(Edition 14)
m) Email (dd 29.12.11) from The Voice reference “Local Radio for North Devon”
n) Email (dd 27.12.11) from Cllr Moores reference “Dead Animal – Instow
Beach”:- Carcass (deer) traced (29.12.11) by Cllr Cook (opposite Commodore)
together with an Officer of NDC’s EH Dept – removed by local farmer and
suitably disposed of.
o) Email (dd 1.1.12) from a parishioner reference “Overgrown Hedge – Anstey
Way”: -
Thanks IPC/DCC for attending to this long standing matter and raises a similar
problem hedge i.e. Anstey Way – bottom of Rectory Lane (Church) towards
Bideford; Cllr Cann (DCC) advised and dealing – parishioner told.
p) amberol news 2012
q) Clerks and Councils Direct – January 2012 Issue 79
r) Email (dd 23.12.11) from NDC (Cllr Worden) reference “NDC Rural Newsletter
– December 2011”: -
Copied to Cllrs with email addresses
s) Email (dd 4.1.12) and attachments from Cllr Harper reference “Vandalism at
Sand Hills kiosk”: -
Copied to Cllr Moores (NDC) with a view to him advising NDC and DCE; Cllr
Harper told.
t) Email (dd 3.1.12) from a parishioner reference “Blocked Drains – Marne
Parade outside of Mimosa”: -
Parishioner advised to contact Cllr Cann (DCC); email/telephone number
provided.
u) Email (dd 7.1.12) from parishioner and member of IIB reference “Kissing
Gate – Atturm (Anstey Way) – Pruned”: -
Parishioner thanked for his public spiritedness
v) Email (dd 10.1.12) from Spinal Injuries Association reference “Fundraising
– Fish and Chip Supper”: -
Passed as requested to Editor of Parish Magazine
w) Email (dd 9.1.12) from Rural Services Network reference “rsn-online –
Monday 9th January 2012”
x) Agenda for NDC Meeting of Wednesday 18th January 2012 at 2.30pm
y) Junk Mail – Issue 8 (2011)
z) Letter (received 11.1.12) and poster attachment from Sir Graham Watson MEP:
-
Poster placed on notice board at parish hall as requested
aa) Email (dd 15.1.12) from a parishioner reference “Weeds on Pavement – All
Saints Chapel”: -
Passed to handyperson to deal; parishioner advised.
bb) Email (dd 12.1.12) from Clerk to Police and visa versa (15.1.12) reference
“Theft of Lead - Instow Church”: -
Clerk appraised church warden of action(s) taken.
cc) Letter (dd January 2012) and attachment from Northern Devon Healthcare (NHS)
Trust reference “Launch of Our New “Pulse” Newsletter”: -
Copy to post office and parish hall for information of parishioners
dd) Email (dd 13.1.12) and attachment Newsletter from NDVC reference
“B-Involved Jan 2012”: -
Copied to Cllrs with email addresses
ee) “Everyone’s Tomorrow Magazine (Senior Council for Devon) – Issue 13
January 2012”
2201/11 FINANCE
1. INCOME: -
Carol Singing Event Collection £101.00 Defence Business Services (MOD) Beach
Licence 2012 £250.00+
Lloyds TSB Int Business a/c October 2011 £ 55
Ditto Ditto November 2011 £ 72
Ditto Ditto December 2011 £ 66
TOTAL: - £352.93
Key: -
Paid by BACS on or about 21.12.11
2 EXPENDITURE: -
Mr B Keane Village Handyperson £ 144.00
Instow WI Carol Singing Event £ 148.80 Mr D Budd Xmas Grass Cut £ 300.00
North Devon Hospice Xmas Carol Singing Donation £ 67.00
RNLI (Appledore ) Ditto £ 67.00
Northam Lodge Ditto £ 67.00
Two Rivers Wind Ensemble Ditto – Provision of Music £ 40.00
EDF Energy Car Park Machine £ 58.49
The Inf. Commission Data Protection Reg Fee 2012 £ 35.00
The Crown Estate Royalties – 1.1.12 – 31.12.12 £ 750.00
Mr G May Provision of Diesel (White) £ 232.94
Mr G May Removal of 3 carcasses from beach
2010/11 £ 45.00
TOTAL: - £1,955.23
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 23.12.11 (Statement) = £ 1.33*
Lloyds Bank Business a/c no. 02350065 as @ 23.12.11 (Statement) = £12,649.54+
Key: -
* Accords to Clerk’s records.
+ Accords to Clerk’s records.
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 £1,955.00 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 December 2011: -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) “Marine Car Park, Instow – New Signs/Machine”: -
(i) The Clerk advised IPC he had received the relevant “sign” information
(email dd 23.12.11) and was in the throes of getting the new ones prepared for
approval/costed in liaison with SW Signs. (Action: The Clerk)
(ii) The Clerk said the new car park machine was still awaited from Metric; he
had chased it (10.1.12). (Action: The Clerk)
(c) Use of Quay Car Park Post Transfer of Freehold by NDC: -
(i) The Clerk said this issue had been brought forward from the previous two
meetings (November/December) for further discussion. He said at IPC’s December
meeting it had been resolved to defer this matter until it became clear what
NDC’ intentions were as regards the transfer of the lease to IPC and if in the
affirmative to consider setting up a sub committee to meet Instow Marine and
consider the use of the car park in the winter months in the light of their
requirements. IPC RESOLVED to further defer the matter for the same reasons as
before. (Noted)
(ii) Clerk’s Note: - currently it has been agreed by IPC to open the Quay Car
Park as of 1.4.12 subject to the transfer of the freehold by NDC having been
completed by then. Instow Marine’s “Boat Park” licence ends 31.3.12. (Noted)
(iii) The Clerk told IPC that even if NDC had not completed the transfer of
the car park freehold to IPC by 1.4.12 it had provisionally agreed to lease
(licence) the car park to IPC as of 1.4.12 adding that NDC had, as a result,
been officially advised (9.1.12) of such an intention so as to amend the
appropriate off-street parking order. IPC RESOLVED to support this action of
the Clerk. (Noted)
(iii) Clerk’s Note: - currently IPC has resolved to open the car park for a 6
month period (from 1.4.12 – 30.9.12) and to offer the period 1.10.12 to
31.3.13 to Instow Marine to use part of the car park as a boat park at a fee
of at least £1,500; obviously now subject to discussions as at item (i) and
(ii) above. (Noted) (d) Parish Handypersons and Beach Cleaner Terms of
Reference 2012/13: -
(i) The Clerk advised IPC that the Beach Cleaner had been handed (19.1.12) and
agreed to his “Terms of Reference 2012/13” and that the handyperson would be
served with his soonest. (Action: The Clerk)
(ii) The Clerk confirmed that Brian Keane (Handyperson) was now responsible
for the P3 works (footpaths). (Noted)
(e) Letter (dd 10.10.11) and attachments from DCC P3 Department reference “P3
Xmas Workshop and Annual P3 Survey”: -
(i) The Clerk advised IPC that the annual footpath inspection had been done by
the handyperson (past and present – 14.1.12) and all footpaths/footpath
furniture had been found to be in order. (Noted)
(i) The Clerk reported that all the necessary P3 forms had been completed and
sent to DCC Footpaths Dept at County Hall (17.1.12); a £370 P3 grant has been
requested to cover the annual cost of strimming footpaths as well as
unforeseen maintenance and administration. (Noted)
(f) Email (dd 16.12.11) and attachments from NDDC reference “Parish Council
Expenditure (Precept and Grant) 2012/13”: -
(i) The Clerk reported that this confirmed Instow’s precept as being £8,748
(Band D Council Tax required to produce this sum is £20.76 – estimate based on
year 2011/12 properties) and its grant at £1,250. (Noted)
(ii) The Clerk advised IPC he had confirmed this information to be correct to
NDC (letter dd 5.1.12 refers) and agreed to the precept and grant being paid
in two instalments; IPC RESOLVED to ratify this action. (Noted)
(iii) The Clerk advised IPC that this correspondence also confirmed that the
Leader of NDC would be writing to town and parish councils to further consult
on the payment of grants with a view to concluding said consultation by 30th
June 2012. If any amendments were to be made it was likely that this would
occur with effect from 1st April 2013. (Noted)
(iv) The Clerk then referred to an email (dd 17.1.12) from NDC (Finance)
confirming that the DAPC “Subscription - 2012/13” would NOT this year be
deducted from the first instalment of the parish precept; this was due to
changes in DALC’s VAT status. (Noted)
(g) Email (dd 21.12.11) from Charity Commissioners reference “Communication
for Trustees from Charity Commission””: -
The Clerk said this email had been copied (dd 21.12.11) to IPC’s FSC/Cheque
signatories/Account Trustees//Internal Auditor for their information; it had
been filed for future information. (Noted)
(h) Outgoing Handyperson – Mr Mel Harris “Parish Collection”: -
The Clerk advised IPC that Mr Mel Harris was to place a “thank you” letter in
a forthcoming parish magazine. (Noted)
(i) Internal Audit – October to December 2011: -
The Clerk reported that Cllr Crombie had carried out this internal audit on
18th January 2012 and found all to be in order; Cllr Crombie confirmed this to
be the case. (Noted)
(j) Bank Reconciliation – 1st October 2011 to 31st December 2011: -
The Clerk circulated a copy of this to Cllrs at the meeting; he said the
figures had been checked and confirmed by Cllr Crombie (18th January 2011) -
Cllr Crombie confirmed this to be the case. (Noted)
(k) Instow Allotment and Recreation Field (IAARFA) a/c – Nationwide Building
Society: -
(i) The Clerk reported he had visited the Nationwide Building Society (9.1.12)
and had been advised that the sum of 51p interest had been added to this
account as interest for the year 2011; this was confirmed to be the case by
Cllr Crombie who had examined the relevant book (18.1.12). (Noted)
(ii) IPC RESOLVED not to transfer this sum to the Instow Parish Hall Committee
(as in 2011) on the basis it was insufficient to make it worthwhile – noted by
Cllr Green (Treasurer IPHC). (Noted)
(iii) The Clerk also referred to a letter (dd December 2011) reference
“Financial Services Protection Scheme” with reference to this IAARFA; it had
been filed by the Clerk for future information. (Noted)
l) Letter (undated – received 29.12.11) from Northam Lodge reference “Change
of Address”:-
The Clerk said this had been noted by him/records amended. (Noted)
m) IPC – “Grant to Instow, Westleigh and West Yelland News 2011/12”: -
The Clerk advised IPC that a telephone call had been received (23.12.11) from
the Treasurer of the Parish News confirming receipt of the cheque and thanking
IPC for its valuable contribution; this had been followed up by letter (dd
9.1.12). (Noted)
n) IPC/Instow Parish Hall “Nominal” Rent 2011/12”: -
The Clerk confirmed he had paid the Treasurer of the IPHC (Cllr Green) the sum
of £1 against receipt and would be claiming it back by way of his expenses.
(Noted)
o) Letter (dd 11.1.12) from NDC reference “Marine Car Park, Instow – Bus
Shelter”: -
(i) The Clerk said this reminded IPC that its licence for the above was due to
expire on 31.3.12 and that it was able to offer it a new licence to run from
1.4.12 to 31.3.13 on the same terms and conditions as before with the same
licence fee of £14 + VAT. (Noted)
(ii) The Clerk told IPC he had accepted the offer and returned the necessary
paperwork - IPC RESOLVED to ratify this decision. (Noted)
p) Letter (dd 11.1.12) from NDC reference “Marine Car Park, Instow – Notice
Board””: -
(i) The Clerk said this reminded IPC that its licence for the above was due to
expire on 31.3.12 and that it was able to offer it a new licence to run from
1.4.12 to 31.3.13 on the same terms and conditions as before with no licence
fee. (Noted)
(ii) Clerk to advise IPC he has accepted the offer and returned the necessary
paperwork - IPC to ratify
q) Letter (dd January 2012) from Lloyds Bank (Corporate Markets) reference
Your New Trade Reference Numbers”: -
The Clerk said this had been filed for future information (Noted)
2201/12 PLANNING
a) Letter from NDC Planning reference “Extension to dwelling at 1 Elm Terrace,
Anstey Way, Instow (Reference No 52990)”: -
(i) The Clerk said this stated that NDC Planning had GRANTED permission for
this application with conditions as listed and that the decision notice had
been copied to Cllrs with their agenda papers. (Noted)
(ii) The Clerk reported receipt of a letter (dd 8.12.11) from NDC Planning
reference this application; he said the letter explained the reasoning behind
the decision in the light that IPC had recommended REFUSAL and it had been
copied to Cllrs with their agenda papers. (Noted)
b) Email (dd 9.12.11) from DCC (County Development Manager) reference “County
Council Planning Applications – Electronic Consultation”:-
(i) The Clerk said this informed IPC that as of the 1st April 2012 DCC would
be consulting electronically on all its planning applications; IPC would be
informed by email together with a link to the application details and
documentation on its website.
(Noted)
c) (i) Letter from NDC Planning reference “Outline application for erection of
one agricultural worker’s dwelling and garage at Highfield Farm, Instow
(Reference No 51842):-
The Clerk said this stated that NDC Planning has GRANTED this application with
conditions as listed and that the decision notice had been copied to Cllrs
with their agenda papers. (Noted)
(ii) Letter (dd 21.12.11 – received 29.12.11) from NDC Planning reference
“Reserved matters application for erection of one agricultural worker’s
dwelling and garage at Highfield Farm, Instow (Reference No 53307): -
a) The Clerk reported receipt (dd 29.12.11) of this application and of having
passed it to the Chairman (3.1.12) for the attention of IPC’s PSC; for
response by 11.1.12 or an extension to be applied for. (Noted)
(b) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(c) The Clerk advised IPC he had applied for an extension (10.1.12) to Friday
20th January 2012. (Noted)
(d) The Clerk then advised IPC that its PSC had resolved to recommend APPROVAL
of this recommendation (11.1.12) and that NDC had been advised (11.1.12);
extension not required. (Noted)
(e) IPC RESOLVED to ratify this decision. (Noted)
d) Letter (dd 12.12.11) from NALC and attachment (booklet) reference “New
Guide – Planning Explained”: -
(i) The Clerk suggested that this booklet be retained by IPC’s current PSC and
be passed on as necessary. IPC RESOLVED to support this suggestion. (Noted)
(ii) The Clerk said that a copy of the letter had been forwarded to Cllrs with
their agenda papers as it included a website address for an e-learning
planning course.
(Noted)
e) Letter (received 7.1.12) from NDC Planning reference “Erection of a ground
mounted solar photovoltaic panel array (1 row, 50kW) at Eastleigh Manor,
Eastleigh, Bideford (Reference No 53052): -
(i) The Clerk said this stated that this application has been REFUSED for
reasons as listed. (Noted)
(ii) The Clerk advised IPC he could only assume this had been forwarded to IPC
as a planning decision taken within an “adjoining parish”. (Noted)
f) Application for a lawful development certificate in respect of proposed
extension and alterations to dwelling, demolition of a garage, creation of car
parking space, erection of shed and erection of boundary fence at Linwood, The
Quay, Instow (Reference No 53338):-
(i) The Clerk reported that this application was amongst the weekly e-mail
planning applications sent out by NDC Planning (6.1.12) and that had been
noted by him and the Chairman. (Noted)
(ii) The Chairman reported that following a telephone call to NDC Planning
(9.1.12) he had been advised this application would not be sent out to IPC for
comments on the basis it was a retrospective application that merely required
a “lawful development certificate”. (Noted)
(iii) After a discussion IPC RESOLVED to query this decision and to ask NDC
Planning for an explanation. (Action: The Clerk)
g) 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, Instow (Reference No 53330): -
i) The Clerk reported receipt (dd 14.1.12) of this application and of having
passed it to the Chairman (15.1.12) for the attention of IPC’s PSC; for
response by 2.2.12. (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 he had
researched former planning applications of relevance to this address and
ascertained that a similar application had been made in 2010 (Reference No
51226) that had resulted in IPC recommending approval albeit that in June 2011
Council had been advised by NDC that: -
“An appeal has been made to the Secretary of State against the decision of the
local planning authority to refuse planning permission for the above; the
Planning Inspectorate considers that it is appropriate for the appeal to be
dealt with under the Householder Appeal Service (HAS); this procedure does not
offer the opportunity for interested parties to comment at the appeal stage”;
the Clerk said nothing had been heard since.
iii) A discussion then ensued at the conclusion of which it was RESOLVED that
IPC’s PSC should carry out further enquiries and act as necessary. (Action:
IPC’s PSC)
2201/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
(i) Instow Beach/Water Quality - Dogs: -
Cllr Moores raised the issue of dogs on the beach and their possible
detrimental effect on the water quality testing programme. IPC RESOLVED to
re-investigate its options as regards the general control of dogs on the beach
including a possible seasonal ban and legislation to ensure that dog owners
kept control of their dogs whilst on the beach; Clerk to liaise with NDC.
(Action: The Clerk)
(ii) Mays Field/Anstey Way - Overgrown Brambles/Footpath: -
Cllr Cook said overgrown brambles at this location were causing an
inconvenience to pedestrians; IPC RESOLVED to have its handyperson give them a
trim and dispose of them appropriately. (Action: The Clerk)
There being no other business the meeting was closed.
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