Present: - Councillors P Cook, C Harper, M Green (Vice Chairman), A Johns, G
May (Part), S White (Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: Cllrs R Cann (DCC), B Moores (NDC), Reverend G Calway and 2
parishioners.
2103/1 PRAYER
The Reverend Geoff Calway led the Council in prayer and in doing so
commemorated and acknowledged the proactive support and tangible interest
shown in all things Instow Parish Council by a much loved parishioner,
Priscilla Sharp, who had recently passed away.
2103/2 APOLOGIES
Cllrs N Crombie, Mrs T Dipper and B Thomas
2102/3 COUNCILLOR DECLARATION OF INTEREST
There were no matters of interest declared by Councillors. (Noted)
2103/4 POLICE REPORT
a) Crime: -
PCSO Meaker said that 3 crimes had been reported in the parish since the last
meeting, namely, a common assault/battery, a making off without payment and an
assault occasioning actual bodily harm (Noted)
(b) Other Matters: -
PCSO Meaker said that 5 other matters had been the subject of an incident log
namely, theft (x1), public safety/alarms (x1), domestic (x1), public
safety/suspicious circumstances (x1) and crime related/violence (x1). (Noted)
(c) Police Activity: -
The Clerk said that during the previous month the police had acted effectively
in dealing with complaints as regards a lived-in caravan that had been
“parked” up in the Anstey Way lay by (as had DCC who owned the land) and
unruly dogs on the beach; he said they should be thanked for their promptness.
IPC RESOLVED to be associated with these remarks. (Noted)
2103/5 PARISHIONERS
There were no issues raised by parishioners. (Noted)
2103/6 REPORT OF COUNTY COUNCILLOR R CANN
(a) Instow – Residents Parking Survey: -
(i) Cllr Cann said it had not been possible to arrange a DCC/IPC Traffic
Management Sub Committee meeting since the last meeting as the relevant
Highways Officer had been on maternity leave; he said he would now endeavour
to sort this as a matter of some urgency. (Action: Cllr Cann)
(b) Grass Cutting: -
(i) Cllr Cann said he had yet again raised concerns as regards DCC’s decision
to only cut grass verges twice per annum and that he was hopeful said decision
might be re-examined at a later date –see item 2103/11 (k). (Noted)
(c) DCC Budget 2011/12: -
Cllr Cann said DCC had agreed there would be no council tax increase (setting
a zero per cent increase), approved a revenue budget of £519M, agreed £54M of
cuts and member’s allowances were frozen for the third year running. He added
that waste disposal was being cut by £2.1M, Devon’s Adult and Community
Services would be cut by only 4.75% (county’s elderly population growing),
that support for bus services was being reduced by £1.3M albeit that every
effort would be made to maintain services to rural areas. Cllr Cann finally
said that amongst other cuts, too numerous to mention, the highways services
budget was being reduced by £8M (although an extra £2.5 million was available
to repair potholes), that DCC planned to reduce senior managers by over 25%
and that the authorities jobs freeze had already reduced the number of staff
by 800 with a similar figure planned for the next 2 years. (Noted)
(d) NDC Free Bulky Goods Collection: -
Cllr Cann said that 4 years ago he had promised to re-introduce this service
that was scrapped by the previous administration; this was an election promise
that was implemented. He said he was now sorry to report that NDC had again
decided to scrap the service although it admitted this would affect everyone,
particularly the elderly and may lead to an increase in fly tipping. (Noted)
2103/7 REPORT OF DISTRICT COUNCILLOR B MOORES
(a) Management of the Quay Car Park: -
Cllr Moores reported that NDC’s Executive, at its meeting of the 8th March,
had agreed to transfer the leasehold of this car park to IPC along with
£72,000 to go towards repairs and refurbishment of the toilets. Cllr Moores
added that he believed IPC had received notification of this fact from the
Leader of NDC, Cllr Brailey, and an answer to a number of questions asked. The
Clerk confirmed this to be the case – see item 2103/9 (b). (Noted)
(b) DuneZed Project: -
Cllr Moores said he had attended a site meeting on the 9th March to discuss
the proposals for the development of the old power station site. He said it
had been confirmed that the development was now proposed on the old power
station site with very little development on the ashbeds and that it would use
the feed in tariff to provide a tourism village powered by solar energy – a
zero carbon holiday destination. He added that it was considered far too
important a site given estuary setting and proximity to the Tarka Trail for
industrial development. (Noted)
(c) Spring Clean for North Devon Link Road: -
Cllr Moores said that this annual initiative had begun and included the
stretch of the A361 from the Bideford Bridge to Stoneylands Cross near
Tiverton and that last year over 1,200 bags of rubbish were collected. (Noted)
(d) Planning Applications: -
He said NDC and TDC were jointly consulting on a proposal that would speed up
planning applications; he said the aim was to make sure that all information
was provided and that the planning process became faster by reducing the
amount of invalid applications -see item 2103/12 (g). (Noted)
(e) The Sands – Planning Application Update: -
In answer to a question from Cllr Johns, Cllr Moores said that discussions
were still ongoing and that these centred mainly around the
provision/contribution towards affordable housing; he elaborated. (Noted)
2103/8 MINUTES
It was RESOLVED that the February 2011 minutes of Instow Parish Council be
approved and signed. (Noted)
2103/9 MATTERS ARISING FROM THE MINUTES
a) Item 2102/6 (a) – Instow: Residents Parking: -
See item 2103/6 (a). (Noted)
b) Item 2102/9 (c) and (g) – Management of Quay Car Park/Refurbishment of
Toilets: -
(i) The Clerk advised IPC he had communicated its agreement in principle to
the offer “on the table” from NDC (email of 18.2.11 refers) together with a
number of relevant questions raised by Cllrs; he said it had been acknowledged
by Leader of NDC, Cllr Brailey. (Noted)
(ii) The Clerk reported receipt of an email (dd 1.3.11) from the Leader of NDC,
Cllr Brailey, advising IPC that he had an agenda item going to NDC Executive
on 8th March with exactly what was agreed; the Clerk said he had advised the
Chair. (Noted)
(iii) The Clerk reported receipt of an email (dd 9.3.11) from the Leader of
NDC, Cllr Brailey, stating that NDC’s Executive had agreed the terms which had
been formally tabled at the meeting at Instow on the 17th February 2011 and
that the “issues” that had been raised, could, he felt be sorted without major
difficulty. (Noted)
(iv) The Clerk reported that he had received emails (various – 9.3.11) from
NDC’s Press Office requesting that a photo-shoot be set up at the car park on
10.3.11; the Clerk advised IPC that, following liaison with the Chairman and
other Cllrs, it was decided that such a photo-shoot was premature and
inappropriate in the light that several pertinent questions as regards the
transfer of the car park were still outstanding and that as far as IPC was
concerned, negotiations were still in train; he said NDC had been duly
advised. IPC RESOLVED to support this decision. (Noted)
(v) The Clerk then referred to an agreed IPC press release (by Chairman and
other Cllrs) as regards the photo shoot as at (iv) above having been contacted
by the Journal and Gazette for a comment. He said it read as follows: -
“Instow Parish Council feels it is somewhat premature to be making a response
to this matter at this stage. Although the Parish Council has agreed in
principle to the arrangement it is subject to a number of caveats; it is, for
example, awaiting a reply to a number of relevant and pertinent questions.
Whilst Instow Parish Council is most grateful to NDC for the “offer” on the
table it is as a result of protracted negotiations that it feels now need to
run its course before going public. Instow Parish Council, as a Quality Parish
Council, must reassure itself that it is going to sign up to an arrangement
that will be for the benefit of all its parishioners for many years to come.”
(Noted)
(vi) The Clerk reported receipt of an email (dd 11.3.11) from the Leader of
NDC, Cllr Brailey, stating he was working with his Estates Dept to sort out
the relevant issues and that he was fully committed to making sure “this goes
through” adding “however, IPC must be comfortable and happy with the end
result”. (Noted)
(vii) The Clerk reported receipt of an email (dd 16.3.11) from the Leader of
NDC, Cllr Brailey, stating that: -
• The covenant in respect of Christie Estate will not impede a transfer to IPC.
The covenant will remain on the land and will apply.
• Legal Services advise that the boundary wall on the frontage, which
incorporates the bus stop, was built by DCC. However, the wall is built within
the ownership of the car park and therefore runs with the property.
• The tanks (petrol) were cleared out of all the rubbish in them and then
filled with some sort of foam to make them safe – done about 2008 apparently.
(viii) The Clerk then referred to a copy of the NDC Press Release concerning
the car park handover; he copied it to Cllrs for perusal at the meeting. The
Clerk suggested that the comment therein regarding “the handover will also
lead to £12,000 a year in savings to NDC” might be worthy of an explanation.
IPC RESOLVED to support this recommendation. (Action: The Clerk)
(ix) A general discussion then ensued at the conclusion of which it was
RESOLVED to set up a small sub group of IPC Cllrs to brainstorm relevant
questions appertaining to the transfer of the car park/toilets and that to do
so without undue delay. It was agreed that the Chairman, Vice Chairman and
Cllrs Harper and Crombie together with the Clerk would form that sub
committee. (Action: IPC’s Car Park Sub Committee)
(x) IPC also RESOLVED to seek the support of Mr Ian Budge (Solicitor) to
advise them on legal issues appertaining to the transfer. (Action: The Clerk)
c) Item 2102/9 (d) - Village Gateway Initiative: -
(i) The Clerk reported he was still endeavouring to get this project “signed
off financially” and “completed” prior to the end of the current financial
year (2010/11) so that the outstanding grant payment (£788) could be
“released” by DCC. He said this sum equated to: -
• £321.02 (includes £48 for Instow Logo stickers – see finance item 1) still
owed to IPC
• £466.98 earmarked for DCC Highways (Additional Road Markings) (Noted)
(ii) Cllr Cann reported that DCC Highways had advised him that the additional
road markings would cost more than the remaining grant figure of £466.98 and
that they had suggested that either he make up the shortfall from his DCC
allowance or IPC do so. After a discussion IPC RESOLVED not to make up the
shortfall; Cllr Cann said he would speak to DCC Highways in order to find a
solution. (Action: Cllr Cann)
(iii) The Clerk confirmed he had collected the “Instow Logo” transfers
prepared by SW Signs and would ensure they were fitted asap to the Instow
signs on Anstey Way (both ends of the village). (Action: The Clerk)
d) Item 2012/9 (e) – Children’s Play Area/Tarka Trail : -
(i) The Clerk reported receipt of a letter (dd 16.2.11) from a parishioner
objecting to the provision of a children’s play area; the Clerk read it to
Council. (Noted)
(ii) IPC then discussed how IPC ought to advise parishioners that this project
had been shelved pro tem and the reason(s) why. IPC RESOLVED to place a
suitable article in a forthcoming parish magazine. (Action: The Clerk)
e) Item 2102/9 (e) – Revised Bathing Water Directives: -
(i) The Clerk reported receipt of an email (dd 23.2.11) from Defra reference
“Bathing Water Newsletter – February 2011”; he said he had copied it to Cllr
Green for his information. Cllr Green appraised Cllrs of the content. (Noted)
(ii) The Clerk reported receipt of an email (dd 8.3.11) from the EA reference
“Bathing Water Profiles – Instow”; the Clerk reminded Cllrs of previous
discussion reference this matter. (Noted)
(iii) The Clerk told Cllrs he had copied this document to them with their
agenda papers (10.3.11). (Noted)
(iv) The Clerk reported receipt of an email (dd 16.3.11) from Cllr Green
commenting on item (ii) above – said email was copied to Cllrs at the meeting
for their perusal and to aid discussion. (Noted)
(v) A discussion then ensued at the conclusion of which IPC RESOLVED to
forward IPC’s views of the EA article as advised by Cllr Green. (Action: The
Clerk)
(vi) The Clerk reported that he had forwarded a letter (dd 14.3.11 – as
prepared by Cllr Green and “vetted” by NDC and the EA) to Defra with
attachments (i.e. Bather Survey 2010 and Instow Beach Zone Map) seeking
guidance as to whether Instow Parish Council could seek de-designation status
for its beach; a copy of the letter and attachments were provided to Cllrs at
the meeting. (Noted)
(vii) The Clerk reported receipt of an email (dd 15.3.11) from Defra basically
stating that IPC would need to carry out the following activity during the
summer 2011 and then re-apply for de-designation thereafter:-
Evidence of usage (bathing) of the site (beach) over the course of a bathing
season May - September (to support the EA survey 2010).
NB: - The EA will also be able to provide their headcount of bathers taken by
the samplers throughout the season 2011.
• Erect suitable signs (or consider a by-law) to evidence that the beach is
being “managed” so as to discourage bathing because of it being a danger to
the public i.e. dangerous currents, quicksands, moorings etc.
NB: - The EA’s survey in 2010 indicated that the beach attracted a large
number of visitors; evidence will therefore need to be provided that indicates
there is clear information to warn beach users that its dangerous to bathe
(e.g. Photo of an appropriate signage)
• Provide evidence of how widely IPC’s consultation has been carried out. Was,
for example, local environmental groups who have an interest in the beach been
consulted or local businesses that depend on tourism in the area?
• Has Christie Estates been notified of the proposal? (Noted)
(viii) The Clerk provided Cllrs with a copy of Defra’s email (dd 15.3.11) at
the meeting. (Noted)
(ix)A discussion the ensued at the conclusion of which IPC RESOLVED to liaise
with the EA and Defra to establish precisely what action(s) IPC needed to take
during the summer season 2011 as it did not wish to duplicate effort (i.e. the
EA bather survey); it was agreed that Cllr Green and the Clerk would liaise
and take whatever action they felt necessary and that would assist IPC is
establishing a suitable strategy.
(Action: Cllr Green/The Clerk)
f) Item 2102/19 (i) (d) – Salt/Grit Bins/Community Clusters: -
(i) The Clerk advised IPC that he had arranged for an article to go into a
forthcoming parish magazine with a view to establishing feedback from
parishioners. (Noted)
(ii) The Clerk provided Cllrs with a copy of said article at the meeting.
(Noted)
g) Item 2102/9 (n) - Abandoned Boat/Oil Jetty: -
(i) The Clerk confirmed he had forwarded an email (dd 18.2.11) to Simon Brown
(IPC’s TTEF Representative) reference this abandoned boat. (Noted)
(ii) The Clerk then referred to an email (dd 11.3.11) he had received from
Simon Brown; the Clerk read it to Council. (Noted)
(iii) After a discussion IPC RESOLVED to take no further action on the grounds
the matter was out of its control and that the Bideford Harbour authorities
were aware and dealing as appropriate. (Noted)
2103/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Email (dd 17.2.11) from Devon and Somerset Fire and Rescue Service
reference “Corporate Plan 2011/12 – 2013/14”: -
(i) The Clerk advised IPC that this plan was approved, together with the
commitment to undertake a public consultation exercise, on 13th January 2011.
There were 8 specific proposals on which the DSFRS would like views and
opinions. (Noted)
(ii) The Clerk reminded Cllrs he had forwarded the email to those members with
email addresses (18.2.11) for their consideration; he said the relevant
website address had been provided in said email where full consultation papers
could also be found.(Noted)
(iii) After a discussion, in which it was revealed that neither the Clerk or
any Cllr could access the appropriate web page IPC RESOLVED to take no further
action. (Noted)
b) Email (dd 28.2.11) from NDC reference “Complaint from Member of the Public
Dog Confrontations on Instow Beach”: -
(i) The Clerk elaborated on this complaint and advised IPC that he had
reminded NDC that IPC was not responsible for all of Instow Beach (it was not
clear where the incident had taken place) and that it was not responsible for
enforcement of any breaches of the law on the basis it had no legal powers or
jurisdiction to enforce the law – this was the responsibility of the NDC Dog
Wardens and the Police dependant upon what offence(s) had been committed, if
any. (Noted)
(ii) The Clerk advised IPC he had passed the complaint to the Police (PC
Hodgson/PCSO Meaker) who had promised to pay attention to the beach area and
update the complainant. (Noted)
(iii) The Clerk then referred to an email (d 4.3.11) from PCSO Meaker
promising to patrol the beach as often as possible to warn/deal with dog
owners who did not keep their dogs under control. (Noted)
c) Email (dd 1.3.11) from DCC reference “Minerals Core Strategy: Options
Consultation Paper”: -
(i) The Clerk said this stated that DCC was consulting on this paper for the
period 1.3.11 to 29.4.11 inclusive and that full details could be found vide:
-
http://devoncc-consult.limhouse.co.uk/portal/minerals_and_waste_development_framework/minerals/mcs_ocp
(Noted)
(ii) The Clerk said he had copied said email (1.3.11) to Cllrs with email
addresses for their information. (Noted)
(iii) The Clerk also reported receipt of a letter (dd 1.3.11) and attachment
from DCC reference “Devon County Minerals and Waste Development Framework -
Minerals Core Strategy - Options Consultation Paper”; he said he had forwarded
a copy of the letter and attachment to Cllrs with their agenda papers
(10.3.11). (Noted)
(iv) After a discussion IPC RESOLVED to take no further action. (Noted)
d) Email (dd 23.3.11) from Cllr Johns reference “Rock the Beach 2011”: -
(i) The Clerk said this stated that a parishioner had advised Cllr Johns of
this event but with no specific details of relevance. (Noted)
(ii) A discussion then ensued at the conclusion of which it was ascertained
that no other information was available to prove or disprove this matter and
it was RESOLVED to take no further action. (Noted)
e) Email (dd 23.3.11) from Cllr Johns reference “Caravan – Anstey Way Lay By”:
-
(i) The Clerk said this reported that a caravan had turned up at this location
with occupants who seemed to be settling in for the “long haul”. (Noted)
(ii) The Clerk said he had already been advised (23.3.11) by the police that
said caravan was in situ and that action(s) were in hand to get it moved on –
Cllr Johns was notified accordingly. (Noted)
(iii) The Clerk reported receipt of an email (24.3.11) from a parishioner in
regards to this caravan; he said the parishioner had been assured that the
relevant authorities were aware and action(s) were in hand to get it moved on;
he said he had copied on the email to Cllr Cann (DCC - who own the land) and
the Police. (Noted)
(iv) The Clerk said he had later been advised by the Police (email dd 4.3.11)
that said caravan had been moved to a site on the road to the old power
station. (Noted)
f) Letter (dd 1.3.11) from OC Atturm (Major S C Congreve RM reference “Instow
New Facilities – Opening Event”: -
(i) The Clerk said this stated that it was intended to hold an opening event
on Monday 11th April 2011 to which 2 members of IPC were invited. He said the
new facilities were to be opened by Mr Nick Harvey MP and the event was to
commence at 11am; a reply by 31st March 2011 was required. (Noted)
(ii) After a discussion it was RESOLVED that the Clerk would attend with one
IPC Cllr – details to be established in due course. (Action: The Clerk)
g) Sand Dunes Management Plan: -
(i) The Clerk advised IPC that Andy Bell (NDCCS) was to hold a Technical
Officers meeting on the 29th March and that this matter would be included on
the agenda for discussion. (Noted)
(ii) Cllr Cook then provided IPC with an update of the sand activity work that
had been recently carried our by Atturm in the vicinity of the Boathouse.
(Noted)
h) Letter (dd 11.3.11) and attachments from NDC (Deputy Returning Officer)
reference “Referendum, District and Parish Elections – 5th May 2011: -
(i) The Clerk said this letter requested that the attachments (Notices(s) of
Election for the District and Parish Elections and the Referendum) be
displayed within the parish; the Clerk advised IPC that this was in hand.
(Action: The Clerk)
(ii) The Clerk advised IPC that also enclosed were a number of Nomination
Papers for the parish council and a timetable of events leading up to the
election date – 5th May 2011; he circulated them to interested Cllrs. (Noted)
(iii) The Clerk then advised IPC that also enclosed was a booklet entitled
“The Good Councillors Guide (3rd Edition)” and that this was now available.
(Noted)
i) Email (dd 16.3.11) from Andy Bell (NDCCS) reference “James May – Toy
Stories 2”: -
(i) The Clerk said this advised IPC that this was earmarked to take place on
the 14/16th April this year and that full details, as known to date, were
enclosed with the email – copies were provided to Cllrs. (Noted)
(ii) After a discussion IPC RESOLVED to support this event. (Action: The
Clerk)
j) Email (dd 17.3.11) from the National Trust (NT) reference “Trust Membership
Recruiter Project”: -
(i) The Clerk said this requested that a NT Recruiter be allowed to set up on
Instow Sands (as leased by IPC from the CE) during the summer months with a
view to recruiting new members. (Noted)
(ii) After a discussion IPC RESOLVED not to permit this to take place on the
grounds that to do so would set a precedence for similar applications and
which could thereby spoil the natural enjoyment of the beach by its users.
(Action: The Clerk)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
NIL
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DALC Matters (Various): - (i) Email (dd 21.2.11) reference “Online Training
Bookings from DALC Website”; (ii) Email (dd 23.3.11) reference “DSC e-news”;(iii)
Email (dd 23.2.11) reference “NALC Bulletin”; (iv) Email (dd 23.2.11)
reference “E-Group Query – Email Communication Policy”; Email (dd 24.2.11)
reference “Royal Wedding Mugs – Local Pottery”; (v) Email (dd 26.2.11)
reference “Computer Accounts – SAGE”; (vi) “DALC Newsletter – Mar/April 2011”;
(vii) Miscellaneous papers from DALC namely “came&company Parish Matters
(Spring Edition etc)”, “HMRC – Parish Council and Community Council Clerks
PAYE Implementation”, “Poster – Making it Work Locally Conference”; and
“Posters - Parish/Town Council Elections – 5th May 2011”; (viii) Email (dd
25.3.11) reference “Making it Work Locally – 15th March 2011”; (ix) Email (dd
1.3.11) reference “The Good Councillor Guide – 2nd/3rd Edition”; (x) Email
(dd1.3.11) reference “Snow Wardens”; (xi) Email (dd 2.3.11) reference
“Subsidised Playground Inspection Training”; (xii) Email (dd 7.3.11) reference
“HMRC Training”; (xiii) Email (dd 7.3.11) reference “NALC e-bulletin”; (xiv)
Email (dd 3.3.11) reference “Vacancy for Chief Executive – CCD”; ( xv)
“Village Green Magazine – Issue 123 Spring 2011”; (xvi) Email (dd 11.3.11)
reference “Sported Mentoring”; (xvii) Email (dd 11.3.11) reference
“Transforming Community Services”; (xviii) Email (dd 11.3.11) reference “LCR
Opinion Question”; (xix) Email (dd 14.3.11) reference “Wales and West
Utilities Workshop” and (xx) Email (dd 16.3.11) reference “NALC – Communities
in Action Conferences 2011”.
b) NDDC Members Services Weekly Information Sheet for w/e 21.2.11, 28.2.11,
7.3.11 and 14.3.11.
Copied to Cllrs with email addresses
c) Emails (dd 22.2.11, 1.3.11, 8.3.11 and 16.3.11) and attachment from NDC
Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Mrs Dipper for the information of
parishioners
d) Emails (various) between Clerk and NDCCS/DCC Highways reference “Picnic
Site – Tarka Trail/Blocked Drain”: -
Copied to Cllr May who raised this matter at IPC’s Meeting of 17.2.11
e) Minutes of NDC Standards Committee Meeting of Wednesday 23rd February 2011
at 4.15 pm,
f) “Clerks and Councils Direct – March 2011 (Issue 74)”
g) Email (dd 2.3.11) from English Heritage reference “Free Practical Guide –
The Little Red Book/Caring for Places of Worship”: -
Copied to Treasurer of Instow PCC for its information
h) Email (various) between Clerk and Cllr Moores /DCC Highways reference
“Broken/Sunken Drain – Boathouse Bus Shelter”
i) Email (dd 7.3.11) from Cllr Moores reference “Hatherleigh Play Group Ground
Inspection Training”.
j) “LCR Magazine – Spring 2011”
k) Email (dd 9.3.11) from a parishioner reference “Bus Shelters (Marine
Parade) and Speeding (Marine Parade)”: -
Handyman contacted by Clerk to deal with bus shelters; police advised
reference speeding – parishioner updated.
l) “Twentyfourseven Magazine (SWAST) – Edition 13”
m) Devon In Touch Monthly News Round-Up (March 2011): -
Copy to post office for information of parishioners
n) Glasdon Direct Catalogue 2011
o) Email (dd 15.3.11) from DCC reference “DCC _ Parish Emergency Planning
Newsletter (March 2011)”: -
Copied to Cllr Harper (IPC’s Emergency Planning Cllr)
p) Email (dd 16.11) from Carillion Telent (CT) reference “Road Closure at
Westleigh – 20-22.6.11”: -
CT advised that this is not in the parish of Instow; otherwise noted.
q) Letter (undated) from Kompan reference “Playground Funding Support
Service”.
r) Letter (dd 18.2.11) from Nightwalk Fundraising Team reference “Event –
21.5.11” : -
Poster placed on Quay Car Park notice board.
2103/11 FINANCE
1. INCOME: -
DCC P3 Footpath Maintenance 2011/12 £390.00
TOTAL : - £390.00
2 (a) EXPENDITURE: -
Mr M Harris Village Handyman £ 272.00#
Mr R Jacob Clerk’s Remuneration £1,310.00
Mr R Jacob Clerk’s Expenses £ 416.08
Inland Revenue Re: R Jacob £ 327.50
Mr G May Tractor Garage Rental (Jan – March 2011) £ 112.80*
TOTAL: - £2,438.38
Key: -
# Includes £102 verge maintenance activity
* Includes £16.80 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 28.2.11 (Statement) = £ 751.78 *
Lloyds Bank Business a/c no. 02350065 as @ 24.12.10 (Statement) = £20,995.62+
Key: -
* According to Clerk’s records this is £1.78 (1 cheque to the value of £750.00
uncashed)
+ According to Clerk’s records this is £19,550.62 as at date of meeting
(presumably less the £10,000 previously invested)
4. RESOLUTION REQUIRED: -
(b) IPC RESOLVED to transfer £2,438.00 from Lloyds Bank Business account
number 02350065 to Lloyds Bank Treasurers account number 02348842 to cover
cheques as at 2 above. (Action: The Clerk)
5. MISCELLANEOUS: -
(a) Mole Valley Farmers – IPC Account - February 2011: -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) Village Gateway – Recovery of Costs: -
See matters arising – item 2103/9 (c). (Noted)
(c) Handyperson and Beach Cleaner – Terms and Conditions and Salary Scale
2011/2012: -
The Clerk reported that these have now been dealt with; Handyman and Beach
Cleaner have acknowledged receipt and accepted terms, conditions and payment.
(Noted)
(d) Letter (dd 17.2.11) from NDC reference “Marine Car Park, Instow – Bottle
Bank”: -
(i) The Clerk said this reminded IPC that its licence for the above was due to
expire on 31.3.11 and that it was able to offer it a new licence to run from
1.4.11 to 31.3.12 on the same terms and conditions as before with no fee.
(Noted)
(ii) The Clerk advised IPC he had accepted the offer (28.2.11) and returned
the necessary paperwork – IPC RESOLVED to ratify this decision. (Noted)
(e) Letter (dd 17.2.11) from NDC reference “Marine Car Park, Instow – Bus
Shelter”: -
(i) The Clerk said that this reminded IPC that its licence for the above was
due to expire on 31.3.11 and that it was able to offer it a new licence to run
from 1.4.11 to 31.3.12 on the same terms and conditions as before with the
same licence fee of £14 + VAT. (Noted)
(ii) The Clerk advised IPC he had accepted the offer (28.2.11) and returned
the necessary paperwork – IPC RESOLVED to ratify this decision. (Noted)
(iii) It was noted that if and when IPC acquired the freehold of the Quay Car
Park from NDC that this annual licence and charge would no longer be necessary
as said location “came” with the curtilage of the car park as a boundary wall.
(Noted)
(f) Letter (dd 17.2.11) from NDC reference “Notice Board – Marine Car Park,
Instow”: -
(i) The Clerk said this reminded IPC that its licence for the above was due to
expire on 31.3.11 and that it was able to offer it a new licence to run from
1.4.11 to 31.3.12 on the same terms and conditions as before with no fee.
(Noted)
(ii) The Clerk advised IPC he had accepted the offer (28.2.11) and returned
the necessary paperwork – IPC RESOLVED to ratify this decision. (Noted)
(g) Receipted note (17.2.11) from Treasurer of Instow Parish Hall Committee –
IPC’s Parish Hall Peppercorn Rent 2010/11”: -
The Clerk said this confirmed that the rent had been paid by cash; see Clerk’s
expenses – 17.2.11). (Noted)
(h) Handyperson’s/Beach Cleaner’s Public Liability Insurance (PLI) 2011/12: -
The Clerk advised IPC he had received a copy of the handyman’s PLI that had
been filed for reference purposes; he said the beach cleaner’s was still
awaited. (Noted)
(i) Letter (dd 28.2.11) from Audit Commission (AC) reference “IPC –
Appointment of External Auditor”: -
(i) The Clerk said this confirmed the appointment of Jackie Bellard as IPC’s
External Auditor for the period 2010/11 and attached a list of its officers
(from its Bolton Office) that work in Jackie’s team. (Noted)
(ii) He said the AC wished to know if IPC had any objection to the appointment
of Jackie Bellard; he said he had advised IPC’s Internal Auditor, Mrs. Mary
Jane Scott, who had no objection. (Noted)
(iii) After a discussion IPC RESOLVED to offer no objection. (Action: The
Clerk)
(j) Email (dd 22.2.11) from DALC reference “New HMRC Guidance on Employment
Status of Clerks”: -
(i) The Clerk said this advised that Clerks, who at present are self-employed,
could not continue in this way after 6th April 2011. He added that Councils,
in this instance, must register their Clerks as an employee and deduct PAYE
and NIC with all returns being done on line and payment made electronically.
(Noted)
(ii) The Clerk reported receipt of a further email (dd 23.2.11) from DALC
reference “HMRC Advice re Clerks Employment”; he said it reiterated the above
and provided additional advice. (Noted)
(iii) The Clerk reported receipt of a further email (dd 23.2.11) from DALC
reference “New HMRC Guidance on Employment Status of Clerks”; he said it added
little extra to the above. (Noted)
(iv) The Clerk advised IPC he had forwarded the above information to IPC’s IA
for her information. (Noted)
(v) The Clerk reminded IPC that he was already registered as an employee and
that PAYE was paid direct to HMRC in a timely fashion (i.e. each quarter); the
Clerk further advised IPC that he was currently liaising with IPC’s IA
reference payment of NIC (Employees) for the current financial year 2010/11.
(Noted)
(k) Grass Cutting 2011/12: -
(i) The Clerk advised IPC that as a consequence of DCC’s policy of making a
saving in grass cutting costs for the financial year 2011/12 (i.e. 2 cuts per
season as opposed to 6), he had already made a request (email of 14.3.11
refers) of DCC to be advised of IPC’s grass cutting grant for the year
2011/12. (Noted)
(ii) He said it would be £943.32 as opposed to £2721.12 for the current
financial year adding that with a 4% increase IPC could have expected
£2829.96). (Noted)
(iii) The Clerk advised IPC that there was approx £492.55 remaining of the
current financial year’s grant. (Noted)
(ii) The Clerk suggested he liaise with the “Grass Cutting Contractor” as
regards the current agreement (2011/2012) between him and IPC (i.e. 7 cuts per
annum at £300 per cut = £2100.00) and come back to IPC with a compromise
agreement. (Noted)
(iii) After a discussion IPC RESOLVED to support this recommendation.
(Action: The Clerk)
(l) Letter (dd February 2011) from HM Revenue and Customs entitled “Important
Information for Employers” –
(i) The Clerk said this stated that in future all relevant information would
no longer be sent by post but be available online; the letter provided full
details. He said it had been filed for future information. (Noted)
(ii) The Clerk said that IPC was required to note that Employer Annual Return
forms (P35 and P14’s) must be sent online by 19th May 2011; he confirmed he
would deal as and when necessary in liaison with IPC’s IA. (Action: The Clerk)
(m) Tractor Tax Disc Application – From 1st April 2011: -
(i) The Clerk advised IPC he had received the relevant paperwork from DVLA
(17.3.11) and by way of the internet (email dd 17.3.11 refers) had placed an
order for the tax disc that was free. (Noted)
(ii) The Clerk reported that once the tax disc had been received it would be
handed to Cllr Cook. (Action: The Clerk/Cllr Cook)
2103/12 PLANNING
(a) Email (dd 17.2.11) from NDC Planning reference “Fremington Conservation
Area Management Plan”: -
(i) The Clerk said this stated that this was in the public domain for
consultation for the period 17.2.11 to 1.4.11; full details could be found
vide: -
consult.limehouse.co.uk/portal/conservation_area_characterappraisals/fremington_conservation_area/fremington_conservation_area_management_plan.
(ii) He said he had copied it o Cllrs with email addresses (18.2.11).
(iii) IPC RESOLVED to take no further action. (Noted)
(b) Email (dd 17.2.11) from NDC Planning reference “Fremington Quay
Conservation Area Management Plan: -
(i) The Clerk said that this stated that this was in the public domain for
consultation for the period 17.2.11 to 1.4.11; full details can be found vide:
-
“consult.limehouse.co.uk/portal/conservation_area_character_appraisals/fremington_quay_conservation_area/fremington_quay_conservation_area_management_plan.”
(ii) He said he had copied it o Cllrs with email addresses (18.2.11).
(iii) IPC RESOLVED to take no further action. (Noted)
(c) Email (dd 17.2.11) from NDC Planning reference “Draft Bickington
Conservation Area Management Plan: -
(i) The Clerk said this stated that this was in the public domain for
consultation for the period 17.2.11 to 1.4.11; full details can be found vide:
-
consult.limehouse.co.uk/portal/conservation_area_character_appraisals/bickington_conservation_area/bickington_conservation_area_management_plan_draft.
(ii) He said he had copied it o Cllrs with email addresses (18.2.11).
(iii) IPC RESOLVED to take no further action. (Noted)
(d) Email (dd 24.2.11) and photographic attachment from Cllr Harper reference
“Methodist Chapel – Instow”: -
The Clerk advised IPC that in light of the new “evidence” made available by
the photograph regarding alleged “change of use” he had forwarded the
email/attachment to Cllr Moores for his information and that of NDC Planning.
(Noted)
(e) Letter (received 26.2.11) from NDC Planning reference “Demolition of
existing and erection of new unit of holiday accommodation at Southgate,
Sandhills, Instow (Reference 49049): -
(i) The Clerk said this stated that NDC Planning had GRANTED permission for
this application with conditions as listed. (Noted)
(ii) The Clerk advised IPC to note that one of the conditions was to permit
occupancy for short let holiday accommodation only and no one person for more
than 28 days per calendar year. (Noted)
(iii) The Clerk reported receipt of a telephone call from the applicant
(2.3.11) who wished to discuss the condition as at (ii) above and its
similarity to a nearby chalet namely Seafield (Planning references 48412 and
49658). He elaborated on the conversation adding he had advised the applicant
to contact NDC Planning. (Noted)
(iv) The Clerk reminded Cllrs he had provided a copy of the letter to them
with their agenda papers (10.3.11). (Noted)
f) 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 (amended plans) at Turnstone, Marine Parade, Instow
(Reference No 51226): -
The Clerk said this stated that NDC Planning had REFUSED planning permission
for this application with conditions as listed; he said he had forwarded a
copy of the letter to Cllrs with their agenda papers (10.3.11). (Noted)
g) Email (dd 8.3.11) from NDC and TDC (Planning) reference “Guidance about the
Information Required to Achieve a Valid Application – Consultation”: -
(i) The Clerk reminded Cllrs he had forwarded a copy of this lengthy
consultation document to them with their agenda papers (10.3.11) and that any
response needed to be with NDC/TDC by 27th April 2011. (Noted)
(ii) After a discussion IPC RESOLVED to defer this until the next meeting so
as to give Cllrs more time to fully absorb the consultation document and
consider all its implications. (Action: IPC Cllrs)
h) Letter (dd 7.3.11) from DCC reference “Town and Country Planning General
Regulations 1992 – Regulation 3; Installation of timber decking at Instow
Community Primary School, Instow (Reference ACB/DCC/3181/2011): -
(i) The Clerk reported receipt (dd 9.3.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 28.3.11 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) After a discussion, led by IPC’s PSC, it was RESOLVED to recommend
APPROVAL of this application. (Action: The Clerk)
i) Outline application for erection of one agricultural workers dwelling and
garage at Highfield Farm, Instow (Reference No 51842): -
(i) The Clerk reported receipt (dd 15.3.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 4.4.11 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) After a discussion, led by IPC’s PSC, it was RESOLVED to recommend
APPROVAL of this application. (Action: The Clerk)
j) Copy correspondence (Pre-Screening Planning Pack) from North Devon Energy
Limited (NDEL) to NDC Planning reference “Proposed Solar Farm on Land at Huish
Fields, near Instow: -
(i) The Clerk reported receipt of these papers following an email (dd 14.3.11)
from NDEL; he handed the main file to the Vice Chairman for the attention of
IPC’s PSC and provided each Cllr with a copy of the covering letter. (Noted)
(ii) It was noted that this application was located within Westleigh Parish
and not Instow albeit that it could visually impact on Instow. (Noted)
(iii) After a discussion it was RESOLVED to defer this matter to the next
meeting so as to give IPC’s PSC and Cllrs more time to consider the
implications.
(Action: IPC’s PSC/Cllrs)
2103/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
Pothole – Anstey Way: -
Cllr Johns reported this large pothole that was in the vicinity of the
entrance to All Saints Chapel; IPC RESOLVED to advise DCC. (Action: The Clerk)
There being no other business the meeting was closed.
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