Present: - Councillors P Cook, N Crombie, C Harper, M Green (Vice Chairman), G
May, B Thomas, S White (Chairman) and Mr R Jacob (Parish Clerk).
In Attendance: Cllrs R Cann (DCC), B Moores (NDC) and 5 parishioners.
2104/1 PRAYER
The Clerk led the Council in prayer.
2104/2 APOLOGIES
Cllrs Mrs T Dipper, A Johns, PC Hodgson and PCSO Meaker.
2104/3 COUNCILLOR DECLARATION OF INTEREST
There were no matters of interest declared by Councillors. (Noted)
2104/4 POLICE REPORT
In the absence of the police the Clerk read from a report that had been
provided; he said there had been no crimes reported in the parish since the
last meeting although there had been 3 incident logs created for “Anti Social
Behaviour”, “Public Safety” (suspicious circumstances) and “Public Safety”
(concern). (Noted)
2104/5 PARISHIONERS
a) Quay Car Park: -
A parishioner enquired whether the garages at this location were included as
part of the NDC “deal” – see item 2104/9 (b). The Clerk said that the freehold
transfer of the car park would not include these garages at the request of IPC.
(Noted)
b) Devolvement of Power – Coalition Government: -
A parishioner enquired whether there had been any devolvement of power to
parish councils by the current government. The Clerk replied in the negative
but did add that as a Quality Parish Council IPC would expect to have greater
responsibility as a consequence of such status and that this had had an effect
at local level. (Noted)
2104/6 REPORT OF COUNTY COUNCILLOR R CANN
(a) Instow – Residents Parking Survey: -
Cllr Cann outlined the analysis of the responses received from parishioners to
date adding that discussions regarding recommendations for change were
currently at a very early stage but if subsequent recommendations did not
receive the full support of the local community they would not be implemented.
(Noted)
(b) Highways Maintenance: -
(i) Cllr Cann said it had been decided that Instow would now be managed from
Barnstaple (and not Bideford) and that he would be meeting with the “new”
Highways Manager the following week. He added that an additional £9M funding
had been awarded to DCC from government and that he would be bidding for
resurfacing work to be undertaken on Instow seafront. (Noted)
(ii) At the suggestion of the Clerk it was RESOLVED to send a suitable missive
to the Local Highways Supt, Julian Roskilly, to thank him for his hard work
and commitment in and around Instow. (Action: The Clerk)
(c) Grass Cutting: -
(i) Cllr Cann said he had been advised that Instow’s grass cutting funding
would be increased to allow 4 cuts per year (£2,000) and that this was
precisely what he had been pressing for. The Chairman thanked Cllr Cann for
his perseverance – see item 2104/11 (5) (d). (Noted)
(d) All Saints Chapel: -
Cllr Cann said he had received a request to provide a £2.5k grant for this
project and subject to approval of a completed application form would agree
the request. He added he had previously provided a grant of £3.5k for this
excellent project for community use. (Noted)
(e) Instow Ferry: -
Cllr Cann said he had had a meeting with the Ferry Group a few weeks ago and
had indicated that subject to a business plan that met DCC requirements he was
prepared to provide a grant. (Noted)
(f) County Cllr Locality Budget (CCLB) and Investing in Devon Fund IIDF): -
Cllr Cann said it had now been formally agreed to increase the CCLB from £10k
to £15k and also a sum of £25k for a capital project from the IIDF (Exeter
Airport money). He said DCC was keen to promote the Cllr role working with the
community and parish councils. (Noted)
(g) Westleigh Junction Scheme: -
Cllr Cann said that as a result of objections from the Torridge HATOC the
scheme had been delayed as their objections had to be considered by cabinet.
The North Devon HATOC had unanimously supported the scheme following a
detailed presentation on the 22nd March. (Noted)
(h) Rural Broadband Campaign: -
Cllr Cann said DCC had joined forces with Somerset CC to make a substantial
bid to win government funding for super fast broadband for the two counties –
also see item 2104/10 (i) (c) below. (Noted)
2104/7 REPORT OF DISTRICT COUNCILLOR B MOORES
Cllr Moores said that in view of the impending local elections he had nothing
to report other than to say he had thoroughly enjoyed his 4 year stint as
Instow’s District Cllr, working together with and for the public, and that he
hoped to continue. (Noted)
2104/8 MINUTES
It was RESOLVED that the March 2011 minutes of Instow Parish Council be
approved and signed. (Noted)
2104/9 MATTERS ARISING FROM THE MINUTES
a) Item 2103/6 and 2103/9 (a) – Instow: Residents Parking Survey: -
(i) The Clerk reported that IPC’s Traffic Management Sub Group had met with
Cllr Cann and James Anstee (DCC Highways) on Friday 1st April where options
were discussed as a result of the survey responses and its subsequent
analysis. (Noted)
(ii) Cllr Cann (DCC) then summarised the outcome of the meeting i.e.
discussion regarding recommendations for change are currently at a very early
stage but if subsequent recommendations do not receive the full support of the
local community they will not be implemented. (Action: Cllr Cann)
b) Item 2103/9 (b) – Management of Quay Car Park/Refurbishment of Toilets: -
(i) The Clerk reported that IPC’s Car Park Sub Committee had met on Friday
25th March to discuss pertinent questions to raise with NDC prior to
considering agreeing to the car park transfer; he said this list had
subsequently been circulated (email of 27.3.11 refers) to all members of
Council for perusal. (Noted)
(ii) The Clerk reported that the finally agreed list (following consultation
as at (i) above) had been forwarded (1.4.11) to NDC’s Chief Executive and that
this was subsequently acknowledged by him (4.4.11) and passed on to an
appropriate NDC Officer who had advised the Clerk that it would be hoped to
get the answers to IPC by Easter. This he said had not materialised for one
reason or another. (Noted)
(iii) The Clerk reminded Cllrs he had provided them with a copy of the finally
agreed list of pertinent questions with their agenda papers (14.4.11); IPC
RESOLVED, after a discussion, there were no additional matters to raise.
(Noted)
c) Item 2103/9 (c) - Village Gateway Initiative: -
The Clerk reported that the remainder (£788) of the agreed grant (£1588) had
now been paid to IPC by DCC although unfortunately this transaction had taken
place by BACS in April 2011 and would not, therefore, show up in the accounts
for 2010/11. (Noted)
d) Item 2103/9 (e) – Revised Bathing Water Directives: -
(i) The Clerk referred to a series of emails (21.3.11 - 29.3.11) between
himself and Cllr Green reference “Bather Statistics – Environment Agency”; the
Clerk elaborated on the content. (Noted)
(ii) The Clerk reported receipt of an email (dd 8.4.11) from the EA reference
“Bathing Season Checks by Beach Owners/Managers 2011”; he said he had copied
it on to Cllr Green. (Noted)
(iii) A copy of said email (as at (ii) above) was circulated to Cllrs at the
meeting for discussion. (Noted)
(iv) After a discussion it was RESOLVED that all actions as suggested in the
email (as at (ii) above) either had been done by IPC or if not, were beyond
its control. (Noted)
(v) The Clerk reported receipt of an email (dd 6.4.11) from Cllr Green
together with a recommended letter to be sent to Defra regarding “Bather
Statistics - Signs”. (Noted)
(vi) The Clerk said the letter (as at (v) above) was forwarded to Defra
(14.4.11) after a discussion with Cllr Green; he elaborated on its content.
(Noted)
(vii) The Clerk then reported receipt of an email (dd 18.4.11) from Defra
reference letter as at (vi) above; he elaborated on its content. (Noted)
(viii) The Clerk said he had forwarded an email (dd 18.4.11) to Defra
requesting clarification of a couple of issues namely, definition of a
“bather” and “necessity to ban or warn against bathing/signage”. (Noted)
(vix) The Clerk said that Defra had responded (19.4.11 and 20.4.11) to email
(as at (viii) above) and then provided a full transcript of emails (vi) to (vix)
to Cllrs at the meeting for their information. (Noted)
(x) Cllr Green and the Clerk then summarised recommended actions they felt
would be required throughout the coming summer if IPC was to seek
de-designation: -
• Bather Survey
• Placement and wording of signs (warning that it is not recommended to swim
off Instow Beach)
• Further Consultation with Environmental and like Groups
NB: - The Clerk said he had asked its TTEF representative to sound out the
TTEF at its meeting of 18.4.11 but had received no response to date.
• Advise DCE of IPC’s intentions to de-designate as a matter of courtesy.
(xi) After a discussion IPC RESOLVED to take all actions as listed above (x)
and to follow the guidance of Defra as regards statistical data gathering,
sign wording and consultation; Cllr Green and the Clerk to come back to the
May meeting with specific recommendations particularly as regards bathing
statistics.(Action: Cllr Green/Clerk)
(xii) The Clerk then advised IPC he had received an approach from Countryfile
(a BBC programme) reference IPC’s intention to de-designate and was asked to
appear in a forthcoming programme to discuss it. The Clerk added that
following liaison with a number of Cllrs it had been decided not to
participate on the grounds it would have been arguably premature from a
consultation point of view in that local liaison was at a very early stage.
IPC RESOLVED to support this decision. (Noted)
e) Item 2103/9 (f) – Salt/Grit Bins/Community Clusters: -
The Clerk advised IPC that so far three parishioners had put their names
forward to lead a “community cluster”; it was RESOLVED to place a reminder
article in forthcoming parish news. (Action: The Clerk)
f) Item 2103/10 (i) (h) - Referendum, District and Parish Elections 5th May
2011
(i) The Clerk reported receipt (9.4.11) of a Notice from NDC (Returning
Officer) regarding “Election of Parish Cllrs for Instow – 5th May 2011”; he
said it stated that those persons appearing on said list (x 7 – Messrs Crombie,
Green, Harper, Johns, Moores, Thomas and White) had been duly elected as Cllrs
for Instow. (Noted)
(ii) The Clerk reported receipt of a letter (undated – received 9.4.11)
regarding “Parish Council Elections 5th May 2011”; he said it stated that
Instow parish election was uncontested and that the new Council should meet as
soon as possible after 5th May; the Clerk added that in fact its next meeting
was scheduled for Thursday 19th May 2011. (Noted)
(iii) The Clerk reported that enclosed with this letter (item (ii) above) were
copies of “Declaration of Acceptance of Office” forms for each parish Cllr to
sign and by doing so would undertake to observe the “Code of Conduct”. He
added that copies would be provided at the next meeting of IPC. (Noted)
(iv) The Clerk said that said letter (as at (ii) above) also set out the
necessity for IPC to co-opt two other Cllrs to fill the vacancies and that
this needed to be done within 35 days from the 5th May (excluding dies non).
(Noted)
(v) The Clerk advised IPC he had placed co-option notices on all parish
council notice boards, placed a notice in the forthcoming edition of the
parish magazine and had made a request for it to be added to IPC’s website
with a response date of 19th May 2011 – he said he had received one
application to date. (Noted)
(vi) The Clerk also reported receipt of other notices of relevance to
“Election of District Cllr” that he had placed on all parish notice boards on
11th April 2011 and added there were three candidates contesting one seat and
said election would take place on 5th May together with a “Referendum on
Alterative Voting”. (Noted)
(vii) The Clerk suggested that in view of the fact IPC needed to work
expeditiously to fill the two IPC vacancies ought it not to meet asap after
the 5th May, that is, either Thursday 12th May or maybe even Thursday 26th May
at which time the closing date for co-option (19th May) would have passed.
(Noted)
(viii) After a discussion IPC RESOLVED to amend the date of the next meeting
from Thursday 19th May to Thursday 26th May 2011 – Clerk to make the necessary
arrangements and publicise the details asap for the information of
parishioners and other interested parties. (Action: The Clerk)
(ix) The Clerk then suggested that a sub group of Council be formed to deal
with interviews of co-option applicants prior to next meeting so that a
recommendation might be brought to that meeting (26th May); he suggested it
comprise of the Chairman, Vice Chairman, Clerk and one other Cllr. (Noted)
(x) After a discussion IPC RESOLVED to adopt this recommendation and Cllr
Thomas was appointed as the Cllr representative.
(Action: IPC’s Co-optee Sub Group)
2104/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Anstey Way Lay By – Chippings etc: -
(i) The Clerk advised IPC that as a result of the receipt of an email (dd
6.4.11) from Cllr Thomas as regards complaints of “Anstey Way Lay-by Blocked
with Chippings” and “Parking in Old Rectory Close/Outside Venn Close” at the
beginning and end of school hours he spoke to the headmaster of Instow School
who seemed surprised that the school had been used as the reason for the
positioning of the chippings in the lay by (this being the reason given by DCC
for placing them there). The Clerk added that the headmaster had agreed to
place an entry in a forthcoming school magazine reference congestion in
Rectory Lane/Old Rectory Close. (Noted)
(ii) The Clerk reported receipt (19.4.11 – email) of a letter from the
headmaster reference “Anstey Way Lay-by – Chippings” & “Dip in Road – Rectory
Lane (Church to Atturm)”; the Clerk confirmed he had copied this letter to
Cllr Cann and elaborated on its content. (Noted)
(iii) Cllr Cann advised IPC as to the reasoning behind the location of the
chippings in the lay by (allegedly at the behest of the school) and the
potential length of their stay, that is, possibly until the end of the summer
season. (Noted)
(iv) He also agreed that the dip in the highway (Rectory Lane - Church to
Atturm) was a long standing matter that had been reported on numerous
occasions in the past and that it needed sorting soonest. (Noted)
(iv) After a discussion IPC RESOLVED to have both these matter (i.e. chippings
and dip in road) referred to DCC Highways by way of Cllr Cann on the basis
there were safety implications involved in each and that action needed to be
taken urgently – Clerk to provide Cllr Cann with an email. (Action: The Clerk)
b) All Saints Chapel Community Project (ASCP) – Grant: -
The Clerk reported receipt of an email (dd 22.3.11) advising IPC that DCC
Community Buildings had awarded the ASCP the sum of £12,000 and that the
organising committee were now urgently discussing going ahead with the build.
(Noted)
c) Email (dd 31.3.11) from DCC reference “Core Briefing/Parishes – Superfast
Broadband”: -
(i) The Clerk said he had copied this email to Cllrs with their agenda papers
(14.4.11) for perusal. (Noted)
(ii) A discussion ensued – see also item 2104/6 (h). (Noted)
d) Letter (dd 1.4.11) from NDC reference “House to House Collection –
MedEquip4Kids”: -
(i) The Clerk said this stated that an application had been made for this
collection to take place in Instow for the period 1st May 2011 to 31st August
2011. (Noted)
(ii) The Clerk told IPC that he had advised NDC that IPC would have no
objection to this “good” cause collection but that it would not be content to
support such a long period for the collection albeit this was not a
justifiable cause to object; he said he added that it would be hoped that the
organiser could advise the parish when it was intended to collect in the
village and surrounding areas. (Noted)
(iii) IPC RESOLVED to support the sentiments as expressed by the Clerk as at
item (ii) above. (Noted)
e) Letter (dd 4.4.11) and posters from NDC reference District and Parish
Elections 5th May 2011: -
(i) The Clerk advised IPC that this provided details of the District (x3) and
Parish Council (x7) Candidates with a request the said posters be placed on
parish notice boards asap; this had been done. (Noted)
(ii) The Clerk said that IPC should note there would be no parish council
election on 5.5.11 but that 2 Cllrs would need to be co-opted at a later date
– see item 2104/9 (f) ((iv) – (x)). (Noted)
f) Letter (dd 31.3.11) and attachments from North Devon Biosphere Reserve (NDBR)
reference “Biosphere Community Clean-Up”: -
(i) The Clerk said this stated that the NDBR was launching a community
clean-up initiative to take place from 13th to 19th June 2011 and sought the
support of IPC. (Noted)
(ii) The Clerk said he had copied the letter and attachments to Cllrs with
their agenda papers (14.4.11). (Noted)
(iii) After as discussion it was RESOLVED that a copy of the papers would be
handed to IIB/Adopt a Beach Group in the event they might wish to participate.
(Action: Cllr Harper)
g) (i) Email (dd 18.4.11) from Cllr Moores (NDC) reference “Complaints from
Parishioners – Traders, Marine Parade”: -
(i) The Clerk reported receipt of an email (dd 20.4.11) from John’s of Instow
reference “Trading on Instow Seafront”; the Clerk read it to Council. (Noted)
(ii) Cllr Moores then addressed Council. He said he had spoken to a Licensing
Officer of NDC and been advised that provided each trader was licenced to sell
food by either NDC or TDC no offences were committed other than possible
breaches of parking regulations. Cllr Moores agreed to advise NDC’s Parking
Enforcement Manager and arrange to have the area checked. (Action: Cllr Moores)
h) IPC’s Draft Annual Report 2010/2011: -
The Clerk provided Cllrs with a copy of the draft IPC Annual Report for
2010/11 with a request that any amendments/alterations or additions were drawn
to his attention by 12th May so that a certified and agreed copy could be
adopted at the IPC meeting of 26th May and then duly circulated. (Action: IPC
Cllrs)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 8.4.11) from TTEF reference “Minutes and Agenda for next TTEF
Meeting – 17th January 2011 etc”.
b) Email (dd17.4.11) from Secretary of TTEF reference “AONB Report for Meeting
of 18th April 2011”.
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DALC Matters (Various): - (i) Email (dd 18.3.11) reference “Devon and
Exeter NHS Foundation Trust Newsletter”; (ii) Email (dd 18.3.11) reference
“Action for Market Towns Awards”; (iii) Email (dd 21.3.11) reference
“Preparing for Audit Training – 30th March”; (iv) Email (dd 21.3.11) reference
“Next Panel Meeting – QPC”; (v) Email (dd 21.3.11) reference “Tobacco Control
Plan Briefing Event Invite”; (vi) Email (dd 21.3.11) reference “LCR Opinion
Question”; (vii) Email (dd 24.3.11) reference “DSC e-news”; (viii) Email (dd
28.3.11) reference “Community Council of Devon Members Forum – 4th April”;
(ix) Email (dd 1.4.11) reference “Royal Wedding Celebrations”; (x) Email (dd
4.4.11) reference “Devon Community of The Year 2011”; (xi) Email (dd 4.4.11)
reference “Superfast Broadband”; (xii) Email (dd 5.4.11) reference “NALC
E-Bulletin”; (xiii) Email (dd 11.4.11) reference “DALC Annual Report 2010/11”;
(xiv) Email (dd 11.4.11) reference “CCD Meeting Minutes”; (xv) Email (dd
13.4.11) reference “Letter re Election of County DALC Committee 2011-2015”;
(xvi) Email (dd 13.4.11) reference “Communities in Action – Conference and
Exhibition”; (xvii) Email (dd 14.4.11) reference “DSC Training – April 2011”;
(xviii) Email (dd 18.4.11) reference “DALC Office – Easter/Royal Wedding Bank
Holidays”; (xvix) Email (dd 20.4.11) reference “Clerk Vacancies” and Various
Correspondence (received 21.4.11) reference “Election of DALC County Committee
for 2011-2015” and “Poster/Pamphlet reference Devon Community of the Year”.
b) NDDC Members Services Weekly Information Sheet for w/e 21.3.11, 28.3.11,
1.4.11, 11.4.11, 18.4.11 and 25.4.11.
Copied to Cllrs with email addresses
c) Emails (dd 22.3.11, 29.3.11, 5.4.11, 12.4.11 and 19.4.11) and attachment
from NDC Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Johns for the information of parishioners
d) Email (dd 19.3.11) and poster reference “Instow Youth Projects”
e) Copy email (dd 26.3.11) from Cllr Harper to Cllr Cann reference “Pothole –
Huish”
f) Email (dd 28.3.11) from PPS Group reference “Fullabrook Community
Newsletter
g) Email (dd 26.3.11) from Oilbuying reference “Community Project”: -
Passed to Chairman of IIB for his information and attention if deemed fit to
do so.
h) Email (dd 1.4.11) from Devon and Cornwall Police Authority reference
“Newsletter – Authority Matters”: -
Copy placed at post office and parish hall.
i) Email (dd 1.4.11) and proforma from NDC reference “Parish Council Survey of
Rural Facilities”: -
Proforma completed by Cllr Harper and returned to NDC (dd 1.4.11); NDC
acknowledged receipt (5.4.11) and expressed thanks.
j) Telephone call (5.4.11) from a parishioner reference “Bonfire”: -
Suitable advice provided.
k) Agenda for NDC Meeting of Wednesday 13th April 20911 at 7pm.
l) Email (dd 5.4.11) from a parishioner reference “James May – Tarka Trail –
Track Laying”: -
Parishioner thanked for information albeit IPC already aware.
m) Email (dd 10.4.11) from a parishioner reference “Potholes and Defective
Sign/Atturm”: -
Forwarded to Cllr Cann to note and for attention
n) Devon In Touch Monthly News Round-Up (April 2011): -
Copy to post office for information of parishioners
o) Email (dd 11.4.11) from Chairman of IIB reference “Job Done – Trimming of
Bird Cherry near Atturm”
p) Email (dd 13.4.11) reference “Instow Parish Hall – Hiring Conditions”: -
Enquirer provided with contact details of IPH.
q) Senior Council for Devon – Everyone’s Tomorrow Magazine (Issue No 10 –
April 2011)
r) Copy email (dd 13.4.11) from a parishioner to Cllr Moores (NDC) reference
“Oil Jetty – Scrap Metal Dump”: -
Noted by IPC; being dealt with by Cllr Moores.
s) Email (dd 15.4.11) from DCC reference “Minerals Core Strategy”: -
Reminds IPC it has not responded to this consultation that ends 29.4.11.
Note: - IPC resolved to take no further action on this matter at its meeting
of 17.3.11.
t) Junk Mail – Issue 6
u) Telephone call (15.4.11) from a parishioner regarding “Street Lights –
Switched Off at Night” : -
Parishioner advised that this is a DCC cost saving measure; given guidance on
crime prevention measures.
v) (i) Email (dd 15.4.11) from Clerk to Cllr Moores (NDC) reference “Decrepit
Waste Bins – Marine Parade”: -
Acknowledged and receiving attention by Cllr Moores (email dd 16.4.11 refers)
(ii) Email (dd 20.4.11) from Cllr Moores to Clerk reference “Rubbish Bins –
Marine Parade, Instow”.
Acknowledged by the Clerk
w) Letter (undated – received 19.4.11) from Western Power Distribution
reference “Invitation to Stakeholders Workshop on Future Investment Plans”.
2104/11 FINANCE
1. INCOME: -
DCC Village Gateway Grant (Remainder) £788.00+
Car Park Season Ticket No 1 £ 90.00
Lloyds TSB Interest Business a/c – Jan 2011 £ 84
Ditto Ditto – Feb 2011 £ 42
Ditto Ditto – Mar 2011 £ 37
TOTAL : - £879.63
Key: -
+ Paid by BACS 11.4.11.
2 (a) EXPENDITURE: -
Mr M Harris Village Handyman £ 144.00
Mr M Harris Grass Cut (No 1) £ 300.00
Mr P Cook Beach Cleaning £ 450.00
EDF Energy Car Park Machine £ 59.77
TTEF Subscription 2011/12 £ 20.00
SW Signs Instow Logo Stickers (V G Project) £ 57.60#
DALC Subscription 2011/12 £ 162.87+
HMR and C Employers NIC 2010/11 (per R Jacob) £ 145.92~
TOTAL: - £1,340.16
Key: -
# Village Gateway Project - £9.60 VAT recoverable
+ £20.87 VAT recoverable (DALC Service Charge)
~See item 5 (k) m(ii).
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 24.3.11 (Statement) = £ 114.20*
Lloyds Bank Business a/c no. 02350065 as @ 18.3.11 (Statement) = £7,114.25+
Key: -
* According to Clerk’s records this is £1.40 (1 cheque to the value of £112.80
uncashed)
+ Accords to Clerk’s records NB: - IPC to note, however, that £10,000 was
invested (7.1.11) to a higher interest account within Lloyds TSB – see IPC
November 2010
4. RESOLUTION REQUIRED: -
(b) IPC RESOLVED to transfer £1,340.00 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 - March 2011: -
The Clerk said this confirmed that IPC owed nothing; account in balance.
(Noted)
(b) Village Gateway – Recovery of Costs: -
See matters arising and above – item 1. (Noted)
(c) Beach Cleaner’s Public Liability Insurance (PLI) 2011/12: -
The Clerk advised IPC he had received a copy that had been filed for reference
purposes. (Noted)
(d) Grass Cutting 2011/12: -
(i) The Clerk advised IPC that following the receipt of two letters (both dd
16.3.11) from DCC he was pleased to report that IPC’s grass cutting/verge
maintenance grant for the year 2011/12 would now be £2,000; he said one letter
had said it would be £876 and the other £2,000. The Clerk added that the
latter sum had been confirmed as the correct figure by an email (also dd
16.3.11); he said he would collected said sum by invoice asap. (Noted)
(ii) IPC RESOLVED to thank Cllr Cann (DCC) for all his hard work “behind the
scenes” and that had brought about this excellent conclusion. (Action: The
Clerk)
(e) Tractor Tax Disc Application – From 1st April 2011: -
The Clerk reported receipt of the tax disc that had been handed to Cllr Cook.
(Noted)
(f) “Marine Car Park, Instow – Summer Let”: -
(i) The Clerk referred to an email (dd 18.4.11) from NDC reference “Marine Car
Park, Instow – Summer Let Licence”; he said it stated that it would cost IPC
£2,100 inclusive (Note: - £2049 in 2010). (Noted)
(ii) The Clerk reported receipt (20/4/11) of a letter (dd 18.4.11) from NDC
confirming details as at (i) above and seeking acceptance or otherwise of the
offer. (Noted)
(iii) The Clerk reported to IPC that he had accepted and returned said letter
(20.4.11) – IPC RESOLVED to support this decision. (Noted)
(iv) The Clerk advised IPC that the annual service for the car park machine
had been provisionally arranged for Wednesday 27th April 2011. (Noted)
(g) Internal Audit – January to March 2011: -
Cllr Crombie confirmed he had carried out this internal audit (8.4.10) and
found all to be in order. (Noted)
(h) Bank Reconciliation – 1st January 2011 to 31st March 2011: -
The Clerk referred to a copy of this paper that had been circulated to Cllrs
at the meeting; he added that the figures had been checked by Cllr Crombie
(8.4.10); Cllr Crombie confirmed this to be the case. (Noted)
(i) Budget (Income/Expenditure) 2010/2011 against Actual (Income/Expenditure)
2010/2011: -
(i) The Clerk provided Councillors with a copy for discussion – he said it had
been checked with the financial records by Cllr Crombie (8.4.11) and found to
be in order; Cllr Crombie confirmed this to be the case. (Noted)
(ii) A discussion ensued. (Noted)
(j) Draft Annual Accounts 2010/2011: -
The Clerk provided Councillors with a copy for perusal/discussion at the
meeting. He said it had been checked by Cllr Crombie (8.4.11) with the
financial records and found to be in order; Cllr Crombie confirmed this to be
the case. (Noted)
(ii) A discussion ensued. (Noted)
(k) Inland Revenue – End of Year (2010/2011) Returns (P35 and P14s’): -
(i) The Clerk confirmed this was completed on 7.4.11 (with the assistance of
IPC’s IA) when all relevant information was forwarded to HMR and C by way of
the internet; he added that a copy had been filed for information. (Noted)
(ii) The Clerk advised IPC that as a result of this exercise it had been
established that IPC owed HMR and C £145.92 Employers NIC - see item 2 above.
(Noted)
(l) HM Customs and Excise - Claim for Refund by Local Authorities 2010/11: -
The Clerk advised IPC he had made a claim (sent 6.4.11) to HM R and C in the
sum of £399.28. (Noted)
(m) Parish Seats/Bus Shelter Inspections Spring 2011: -
(i) The Clerk advised IPC that this had been carried out by Cllr Crombie (IPC’s
H and S Cllr), the Handyperson and himself on 15.4.11; a report of “findings”
was tabled at the meeting for discussion. (Noted)
(ii) It was noted there were a number of minor maintenance issues that were to
be handled by the parish handyperson asap. (Noted)
(n) Letter (dd 1.4.11) from Audit Commission (AC) together with Annual Return
for the Year ended 31st March 2011 and associated papers: -
(i) The Clerk confirmed he had advised (7.4.11) Mrs Mary Jane Scott (IPC’s IA)
and discussed the local audit process; he said a copy of said letter/form had
been forwarded to her for her information. (Noted)
(ii) The Clerk advised IPC that the appropriate audit paperwork needed to be
completed and returned to the AC by the 20th June 2011 and notice to electors
published on 6th May 2011 (Inspection period 20th May to 16th June 2011).
(Noted)
(iii) The Clerk confirmed he would be taking all necessary paperwork to IPC’s
IA w/commencing 25.4.11. (Action: The Clerk)
(o) Letter (dd 5.4.11) from AON reference “Local Insurance Renewal 2011/12: -
The Clerk reported that all relevant papers had been copied and forwarded to
Cllrs Crombie and Johns as per IPC’s policy; he added that Cllrs Crombie/Johns
and he would meet up asap and come back to IPC Meeting in May with
recommendations. (Noted)
(p) Email (dd 4.4.11) from DALC reference “Consultation – Future of Local
Public Audits”: -
(i) The Clerk reported that this email and website link had been copied on to
Cllrs (and IPC’s IA) for their perusal and possible comments. (Noted)
(ii) After a discussion it was RESOLVED that this matter would be deferred to
the next meeting in order that Cllr Green might read it in further detail and
report back to Council. (Action: Cllr Green)
(p) Letter (dd 13.4.11) from NDC reference “Parish Council Clerks PAYE
Implementation”: -
The Clerk said this stated that NDC was offering a payroll administration
service for which it would charge a fee to cover specific fixed and operating
costs; the Clerk added that he did not feel this service was required by IPC.
IPC RESOLVED to support this recommendation. (Noted)
(q) Email (dd 19.4.11) from Charity Commissioner reference “Charity Commission
News (Spring 2011 Edition): Instow Recreation Ground (IRG)”: -
The Clerk said he had copied this on to IPC’s cheque signatories (and trustees
of IRG) and IPC’s Internal Auditor for their information and had filed a copy
for future reference. (Noted)
2104/12 PLANNING
a) 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 that this lengthy consultation document had been
provided to them prior to the last meeting at which a resolution had been
passed to defer the matter for discussion at this meeting; he added that any
response needed to be with NDC/TDC by 27th April 2011. (Noted)
(ii) After a discussion IPC RESOLVED to take no further action. (Noted)
b) Copy correspondence (Pre-Screening Planning Pack) from North Devon Energy
Limited to NDC Planning reference “Proposed Solar Farm on Land at Huish
Fields, near Instow –
(i) The Clerk reminded Cllrs that this matter had briefly been discussed at
the last meeting at which a resolution had been passed to defer the matter for
discussion at this
meeting. He reminded Cllrs they had been provided with a copy of the covering
letter
and that IPC’s PSC had been given the full file for their deliberation.
(ii) After a discussion IPC RESOLVED to defer the matter for a further month
so that
its PSC could consider it in more detail. (Action: IPC’s PSC)
c) Copy letter (dd 25.3.11) from NDC to 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 said this stated that NDC Planning had resolved to recommend
APPROVAL of the above proposal subject to conditions as listed. (Noted)
(ii) The Clerk reported receipt of a letter (dd 30.3.11) from DCC stating that
DCC has GRANTED conditional planning permission for this application with
conditions as listed. (Noted)
d) Extensions and alterations to dwellings and erection of replacement garage
at Garden House, New Road, Instow (Reference No 52001): -
(i) The Clerk reported receipt (dd 7.4.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 26.4.11 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
REFUSAL of the above application for reasons as below: -
• Loss of privacy by neighbouring property
• Extensions/alterations will be intrusive on neighbouring property
• An over-intensification of the site
IPC was also of the strong belief that it would be necessary to remove some
trees from within the curtilage of the property if the extension was to be
permitted. Councillors noted, however, that in Section 7 of the application
form it had been said this would not be the case. (Action: The Clerk)
e) Alterations and renovations to include formation of balcony and insertion
of dormer window (amended design to that approved by planning permission
51347) at Corona, The Quay, Instow (Reference No 52075): -
(i) The Clerk reported receipt (dd 16.4.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 6.5.11 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, IPC RESOLVED to recommend APPROVAL
of this application. (Action: The Clerk)
f) Listed building application for insertion of 3 replacement softwood double
glazed box sash windows together with internal alterations at Sea View
Cottage, Marine Parade, Instow (Reference No 51912): -
(i) The Clerk reported receipt (dd 21.4.11) of this application; he said any
response was required by 10.5.11 or an extension would need 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, IPC RESOLVED to recommend APPROVAL
of this application. (Action: The Clerk)
g) Email (dd 21.4.11) from NDC Planning reference “Combe Martin Conservation
Area Management Plan”: -
(i) The Clerk said this stated that this would be in the public domain for the
period 21.4.11 to 3.6.11 and that further information can be found vide: -
ttp://northdevon-consult.limehouse.co.uk/portal/conservation_area_character_appraisals/combe_martin_conser
vation_area/combe_martin_conservation_area_management_plan_-_draft (Noted)
2104/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a) Overgrown Hedgerow Rectory Lane – Danger to Motorists/Pedestrians: -
Cllr Thomas said he had received complaints about this hedge (just above the
junction with Old Rectory Close) and which was now causing a danger to
motorists/pedestrians travelling up and down the hill because it had the
effect of narrowing the carriageway at said location. IPC RESOLVED to report
the matter to DCC Highways – Cllr Cann to be advised. (Action: The Clerk)
b) Outgoing IPC Councillors: -
The Chairman complimented the invaluable contribution that Cllrs Peter Cook,
Geoff May and Mrs Tracy Dipper had made to IPC during their tenure(s) of
Office. He thanked them for their commitment and enthusiasm and wished them
well. The Clerk said he wished to be associated with these remarks. (Noted)
There being no other business the meeting was closed.
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