Present: - Councillors P Cook, N Crombie, M
Green (Vice Chairman), C Harper, A Johns, E Renshaw, B Moores, B Thomas, S
White (Chairman) and the Clerk
In Attendance: Cllr R Cann (DCC), Cllr B Moores (NDC), Assistant Curate the
Reverend Rosie Austin and 5 parishioners.
PRAYER
Prior to the commencement of the meeting the Reverend Rosie Austin led Council
in Prayer; it was stressed that to participate was purely optional. All
persons present remained.
2204/1 OPENING OF THE MEETING
The meeting was declared open by the Clerk
2204/2 APOLOGIES
PC Preston
2204/3 COUNCILLOR DECLARATION OF INTERESTS
(i) Cllr Cook declared a pecuniary interest on item 2204/5 (e) – “Beach
Cleaning” and left the room. (Noted)
2204/4 POLICE REPORT
PCSO Meaker reported as follows: -
a) Crime: -
(i) 6 crimes had been reported in the parish since the last meeting, namely
non crime (domestic incident x1), theft (non-specific x2), non-crime
(vulnerable adult x1), harassment/stalking – without fear (x1) and theft (from
vehicle other than motor vehicle x1). (Noted)
b) Other Matters: -
23 other incidents had been made the subject of an incident log since the last
meeting, namely public safety/suspicious circumstances/insecure
premises/vehicle (x 5), public safety/concern/collapse/ill/trap (x 4), crime
related/burglary (x 1), anti-social behaviour/anti-social behaviour nuisance
(x 4), administration/pre-planned event (x 2), transport incident/highway
disruption (x 2) and public safety/domestic incident (x 5). (Noted)
c) Thanks: -
The Clerk advised Council that PCSO Meaker had, in fact, finished duty at 4pm
that day but had remained at work to attend the meeting. The Chairman thanked
her for her commitment. (Noted)
2204/5 PARISHIONERS
a) Diamond Jubilee Celebrations: -
A parishioner thanked Council for positively acting on her suggestion at the
last meeting as regards celebrating the forthcoming Queen’s Diamond Jubilee
within the parish. She said she was aware that a public meeting, organised by
IPC, had recently taken place and that arrangements were in hand to hold an
appropriate event to celebrate, as a parish, the Queen’s Diamond Jubilee.
(Noted)
b) Car Boot Sales – May’s Field: -
A parishioner raised concerns as regards the egress of vehicles from the site
in Rectory Lane without supervision. IPC RESOLVED to have the Clerk liaise
with the owner of the site so as to resolve this issue. (Action: The Clerk)
c) Bus Stop – Junction of Anstey Way/Bridge Lane: -
A parishioner enquired as to why a bus stop had been removed at this location
as it served a very useful purpose to nearby residents, particularly the
elderly. Cllr Cann (DCC) agreed to look into this and report back. (Action:
Cllr Cann)
d) Illegal Parking on Anstey Way near junction of Bridge Lane/New Road: -
A parishioner said that cars often parked at this location (within a double
white line system) in contravention of the law particularly during the summer
when visitors were in place at nearby holiday lets. Cllr Cann (DCC) agreed to
look into this and advise the appropriate authority. (Action: Cllr Cann)
e) Instow Beach Cleaning: -
(i) A parishioner questioned why the beach cleaner was still cleaning the
tidal strandline with the tractor and scrape in front of the dunes contrary to
the policy as laid down by the NDCCS in its dune management strategy document.
It was further stated that she had evidence (photographs) to the effect that
not all non-biodegradable flotsam/jetsam was being collected and removed from
the beach albeit the beach cleaner had obviously been in the vicinity; she
said it was a disgrace. (Noted)
(ii) Cllr Thomas said he had seen the beach cleaner with the tractor recently
and that the bucket at the front was full of plastic and similar waste
material that the beach cleaner had subsequently disposed of. (Noted)
(iii) Another parishioner then said she had recently observed the beach
cleaner at work and that he had only got out of the tractor once to hand pick
waste and place it in the tractor bucket. (Noted)
(iv) In response to a question from the first parishioner, the Clerk confirmed
that the beach cleaner had a “Terms of Agreement” with IPC to clean the beach
from the Quay to the Cricket Club and the Dunes and that he was self-employed.
(Noted)
(v) A general discussion then ensued at the conclusion of which IPC RESOLVED
to arrange a meeting on site soonest with the NDCCS, together with the beach
cleaner and Clerk, in an endeavour to clarify the beach cleaning strategy in
front of the dunes in particular. (Action: The Clerk)
(vi) It was further RESOLVED to ask the parishioner(s) to put their
allegations as regards the beach cleaner into writing and forward them to the
Clerk asap; he would then liaise with the Chairman/Council and take action as
appropriate.
(Action: Parishioner(s))
2204/6 REPORT COUNTY COUNCILLOR R CANN
(i) Residents Parking Consultation: -
Cllr Cann said that following the public consultation held at All Saints
Community Centre on Friday 6th April 2012, DCC were mulling over the data
collected and it was proposed to hold a further public meeting in Instow in
due course but that perhaps an informal meeting with IPC’s Traffic Management
Sub Committee might be useful in the first instant so as to consider DCC’s
conclusions. (Action: DCC and Cllr Cann)
(ii) General: -
Cllr Cann spoke of “Installation of UNESCO Biosphere Reserve Gateway Signs on
Major Roads entering North Devon” (a marketing opportunity – 10th anniversary
of world-wide recognition), “DCC Staff” (total of 2,354 people have left DCC
between 3.11.09 and 31.12.11 representing a total of £13.3M in cumulative
savings etc.), “Tiverton Parkway (TPW) Station” (campaigning against proposals
from Plymouth to cut back the number of trains stopping at TPW to speed up
their journey time to London – this would have a devastating impact on North
Devon), “Instow Sand Management” (DCC has completed the scheme to attempt to
stabilise sand from drifting onto the highway – assisted by volunteer students
from Bristol University), “Instow – Appledore Ferry” (reminded IPC that in
2010 he organised a meeting to set up a voluntary group to re-instate the
historic Instow/Appledore Ferry; he said he was delighted at its success and
was pleased the group had recently secured a £30K major grant and were
considering buying a second boat), “Devon Street Lights” (since 2010, some
30,000 instructions have been issued to convert lighting across Devon from
all-night to part-time operation; of these over 28,000 have been completed. As
a result electrical consumption has dropped in 2011/12 from just over
37,000,000 kWh to an estimated 34,000,000 kWh that equates to a saving of
£315,000 pa at current energy costs), “Proposed DCC Waste Energy Plant –
Roundswell” (he said he was against this proposal and was suggesting
Bryndsworthy Re-Cycling Centre as an alternative site) and “Application for
600 houses etc. on Old Power Station Site” (he said this was in its very early
stages). (Noted)
(iii) Tiverton Parkway Station: -
IPC RESOLVED to write in support of Cllr Cann’s campaign and were advised to
write to the Chief Executive of NDC. (Action: The Clerk)
(iv) Dune Fencing – Vandalisation: -
Cllr Cook said that some of the new dune fencing had recently been vandalised;
Cllr Cann said he would liaise with the NDCCS. (Action: Cllr Cann)
2204/7 REPORT OF DISTRICT COUNCILLOR B MOORES
(i) General: -
Cllr Moores spoke of “Planning Application 50588 – 1-4 Kiln Close Lane,
Instow” (see planning later; reference number 2204/12 (j)), “Local Authority
Mortgages Scheme for First Time Buyers (LAMS)” (this would maximise the supply
of affordable housing/relieve pressure on both social and private sector
housing etc.), “Funding Secured to Bring Empty Homes up to Scratch” (total of
£175K secured by NDH is to be invested in this initiative to make them
available for people on the housing waiting list), “Help to Deliver more Home
Adaptions to the Disabled” (this should dramatically reduce waiting times and
mean more people will receive the help they need; new processes of handling
disabled facilities grants has also been agreed plus the impending recruitment
of a Technical Housing Officer) and “The Sands” (NDC Planning has communicated
with the owner and asked what arrangements they intend to put in place to
safeguard the listed building, the amenities of the locality and the
appearance of the conservation area; a response has been requested within 21
days, otherwise the authority will need to seriously consider the options that
are available to it). (Noted)
(ii) North Devon Homes/Housing Associations : -
A parishioner enquired what was being done by NDC about tenants who continued
to pay for their sheltered accommodation but lived elsewhere. Cllr Moores said
NDC was aware of examples and were looking into them. (Noted)
2204/8 MINUTES
(i) It was RESOLVED that the March 2012 minutes of Instow Parish Council be
approved and signed. (Noted)
2204/9 MATTERS ARISING FROM THE MINUTES
a) Item 2203/5 (d) - “Diamond Jubilee Celebration”: -
(i) The Clerk reported the receipt of an email (5.4.12) from DCC reference
“Diamond Jubilee Street Party Applications”; he added that applications needed
to be in by 20th April 2012 and that he had copied said email to Cllrs Harper
and Moores. (Noted)
(ii) The Clerk referred to an email (dd 11.4.12) from Cllr Harper reference
“Meeting at All Saints Community Centre – 17th April 2012 at 2.30pm”. (Noted)
(iii) Cllrs Harper and Moores then reported on progress to date; the meeting
as at (ii) above had been well attended by representatives of local
organisations and it had been agreed to hold an informal street party type of
event within the grounds of the Commodore, the owners of which were amenable
to it being used for such as purpose. Food could be supplied by the Commodore
at cost or people attending could bring their own. It would be necessary to
hire the Parish Hall/All Saints Community Centre as a wet weather contingency;
IPC RESOLVED to pay up to £75 towards the event on production of receipts (on
the basis it was a public event to which all parishioners could attend and
“benefit”). Cllr Harper said the event would be publicised by way of the
parish magazine. (Noted)
(iv) A general discussion then ensued at the conclusion of which the Chairman
thanked Cllrs Harper and Moores for their efforts to date; they agreed to keep
IPC appraised of development. (Action: Cllrs Harper and Moores)
b) Item 2203/9 (b) – “Residents Parking (RP)”: -
See item 2204/6 (i) (Noted)
c) Item 2203/9 (d) – “Management of Quay Car Park/Refurbishment of Toilets”: -
See item 2204/11 (5) (c). (Noted)
d) Item 2203/9 (e) – “Snow Warden Initiative – Self Help Emergency Plan (SHEP)”:
-
(i) Cllr Thomas (IPC’s Lead Snow Warden) provided IPC with an update on
actions(s) taken since previous meeting of IPC. He said it had been necessary
to move part of the salt/grit to another place within Barton Farm and that the
only salt/grit used in the winter had been on the hill, either side of the
church. (Noted)
(ii) Cllr Renshaw said he was in the throes of updating IPC’s Self Help
Emergency Plan (SHEP) and was to liaise with Cllr Thomas so as to include the
salient points of the SW Scheme. (Action: Cllr Renshaw)
e) Item 2203/9 (f) – “Diamond Jubilee Mugs”: -
(i) Cllr Moores provided IPC with an update as regards what the School and its
Governors intended to do to celebrate this event. (Noted)
(ii) After a discussion IPC RESOLVED to provide the School with a donation of
£100 towards the purchase of appropriate memorabilia for the children that it
was assumed would be presented at a specific event to which members of IPC
would be invited. Cllr Moores agreed to continue to update IPC. (Action: Cllr
Moores and The Clerk)
f) Item 2203/9 (i) (a) – “EA Revised Bathing Water Directives Seminar”: -
(i) The Clerk advised IPC he had been unable to attend the EA seminar held in
Taunton earlier in the day but that he had requested a copy of the relevant
presentation notes for perusal in due course. (Noted)
(ii) The Clerk reported receipt of an email (dd 23.3.12) and attachments from
Defra reference “Consultation on Bathing Water Controllers – Bathing Water
Regulations 2008”; the Clerk confirmed he had forwarded this email to Cllrs
with email addresses (26.3.12). (Noted)
(iii) Cllr Green then elaborated on the crux of this email (i.e. (ii) above)
and led IPC in a discussion; it was RESOLVED, as a consequence, to advise
Defra that: -
• IPC would support the suggestion that local authorities, where appropriate,
would be responsible for erecting water quality signs (as opposed to private
owners) i.e. option 2.
• IPC was not in a position to judge whether it agreed with Defra’s assessment
on “non-compliance”.
• IPC did not anticipate any issues over the implementation of the revised
“Bathing Water Directive”.
(iv) It was further RESOLVED, as a point of clarification, to enquire of Defra:
-
“Instow Sands are jointly and variously owned by IPC (lease from Crown Estate)
and Devon Christie Estates. You (Defra) appear to only acknowledge IPC as the
bathing water controller for the whole of the sands (beach) irrespective of
who owns what. If that be the case could you explain why? (Action: The Clerk)
(v) The Clerk confirmed that the new “Bathing Water” sign had been erected by
SW Signs on the Flood Defence Gates (Boathouse) on 28th March 2012 – see
finance later for income (Defra) and expenditure payment (Items 1 and 2
respectively). (Noted)
(vi) The Clerk reported receipt of an email (dd 4.4.12) from the EA reference
“Protecting the Quality of Your Bathing Water – Simple Checks”; he confirmed
he had forwarded this email to Cllrs with email addresses (4.4.12) – he also
provided a copy with the agenda papers (12.4.12). (Noted)
(vii) A discussion ensued at the conclusion of which it was RESOLVED to take
no further action. (Noted)
g) Item 2203/9 (i) (c) – “Fitness Class on Instow Beach”: -
The Clerk advised IPC that the organiser had agreed to all conditions as laid
down by IPC and produced a valid certificate of public liability insurance; he
had also agreed to give a donation to the Parish Hall Committee in due course.
He added that classes started from Saturday 7th April (10am – 11am) and would
then continue on every Saturday until probably late October, weather
dependant. (Noted)
h) Item 2203/9 (i) (d) – “NHS Foundation Trust Application Presentation”: -
Cllr Moores provided IPC with a resume of the presentation at Fremington PC
(2.4.12) having attended and represented IPC. He said the local NHS Trust
anticipated a 9% growth over the next few years but a 2% reduction in funding.
(Noted)
2204/10 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) Letter (dd March 2012) from St John Ambulance NHQ reference
“Defibrillators”: -
(i) The Clerk said this offered the demonstration and subsequent purchase of a
defibrillator plus appropriate training. The Clerk added that perhaps its cost
might be paid for by a local grant provider. (Noted)
(ii) A discussion then ensued during which IPC RESOLVED to accept that this
was an excellent opportunity for the parish albeit the eventual location of
the equipment and training of key players was pivotal to its effectiveness. It
was agreed to defer the matter for further consideration. (Action: IPC Cllrs)
b) Email (dd 28.3.12 from CPRE (Torridge Group) reference “Understanding Wind
Power and How to Respond to a Wind Turbine Application in Your Parish”: -
(ii) The Clerk said this invited a representative(s) of IPC to attend a free
seminar to be held at Holsworthy Memorial Hall between 10 am and 1 pm on
Thursday 17th May 2012; the Clerk elaborated on the format of the event.
(Noted)
(ii) After a discussion IPC RESOLVED to take no further action. (Noted)
c) Email (dd 2.4.12) from May Gurney Ltd reference “Notification of Road
Closure/Kiln Close Lane, Instow - Between 4.7.12 to 6.7.12”: -
The Clerk said he had copied this email to Cllrs with email addresses and also
to the Editor of the Parish Magazine for the information of parishioners.
(Noted)
d) Email (dd 2.4.12) from NDC reference “Armed Forces Day 2012/Fly the Flag –
Letter from Chief of the Defence Staff”: -
(i) The Clerk said this requested that consideration be given to show support
for our military communities, both serving and retired, at home and abroad, on
Saturday 30th June 2012 (and duration of week); the initiative was named “Fly
the Flag”. (Noted)
(ii) The Clerk said he had copied said email and letter to Cllrs with email
addresses; he added he had also provided a copy with agenda papers (12.4.12).
(Noted)
(iii) After a discussion IPC RESOLVED to support the request by purchasing an
appropriate flag and seek permission to fly it during the relevant week at the
Commodore Hotel. (Action: The Clerk)
e) Email (dd 7.4.12) from Cllr Thomas reference “Grot Spot – Rectory Lane
Garages/Update”: -
(i) The Clerk said this advised IPC that all agreed work had now been
completed apart from the planting of some suitable plants. (Noted)
(ii) Cllr Thomas said he was grateful to all those neighbours who had
contributed to the success of this project in any number of ways. He added
that £90 had been raised from neighbours and that this had been spent on
chippings (£60) and groundcover membrane (£30) adding that NDH had also
provided a grant of £50 to cover the purchase of suitable plants. Cllr Thomas
said this was an excellent example of a community working together. Cllr
Thomas was congratulated by the Chairman for his leadership and motivation.
(Noted)
f) NDC Weekly Information Sheet 13.4.12 - NDC Standards Regime: -
(i) The Clerk said this stated that the current Standards regime was being
replaced (probably from 1st July 2012) as a consequence of the Localism Act
and NDC’s Procedures Committee was seeking nominations for the co-option of
two non-voting Parish/Town Councillors to join the District Council's Ethics
Committee, which would assume the role of considering Code of Conduct
complaints against District and Parish/Town Councillors, as currently carried
out by the Standards Committee. Parish/Town Councils wishing to nominate
Members for the positions should contact Democratic Services on telephone
numbers (01271) 338253/388254 for an application form and person
specification. Completed application forms should be submitted to the
Monitoring Officer at North Devon Council, Civic Centre, Barnstaple, Devon
EX31 1EA by no later than Monday 30th April 2012. Shortlisting would then take
place on 3rd May 2012. Councillors would be notified if they have been
shortlisted and invited for interviews to be held on Tuesday 22nd May 2012.
(Noted)
(ii) A discussion ensued during which no nominations were proffered. (Noted)
g) Parish Online – Mapping Software for Town and Parish Councils: -
(i) The Chairman and Clerk provided an overview of this initiative that was
briefly presented at the recent “Parish Grants” Meeting at the Civic Centre;
Cllrs were provided with a hand-out setting out the principle of the scheme.
(Noted)
(ii) After a discussion IPC RESOLVED to research this initiative (said to cost
£10 per annum with a £20 set up charge) and Cllr Harper agreed to lead said
research and report back to the next meeting. (Action: Cllr Harper)
h) Draft IPC Annual Report 2011/12: -
The Clerk provided copies to Cllrs at the meeting for perusal and comments
prior to the next meeting of 17th May 2012 when, he said, it would need to be
approved and duly circulated. (Action: IPC Cllrs)
(ii) Taw and Torridge Estuary Forum and Associated Matters (see item 2202/10
(p)):-
a) Email (dd 19.3.12) from Secretary of TTEF reference “Minutes of TTEF
Meeting of 16.1.12”: -
Copied to Cllrs with email addresses
b) Email (dd 29.3.12) from Secretary of TTEF reference “Marine Strategy
Framework Directive Consultation”: -
Copied to Cllrs with email addresses
c) Email (dd 5.4.12) and various attachments from Secretary of TTEF reference
“TTEF Meeting – 16th April 2012”: -
Copied to Cllrs with email address
d) Email (dd 15.4.12) from Secretary of TTEF reference “AONB Report – Meeting
of 16th April 2012”: -
Copied to Cllrs with email address
(iii) Matters to note (see item 2202/10 (p)): -
a) DALC etc. Matters (Various): - (i) Email (dd 26.3.12) reference “Nature
Partnership for Devon”; (ii) Email (dd 27.3.12) reference “DALC Website” –
copied to Cllrs with email addresses (29.3.12) ; (iii) Email (dd 2.4.12)
reference “New Cllrs Course – South Molton”; (iv) Email (dd 2.4.12) reference
“Annual Returns”; (v) Email (dd 3.4.12) reference “DALC Annual Report 2011/12
– Members Stories”; (vi) Email (dd 4.4.12) reference “General Power of
Competence Briefings”; (vii) Email (dd 5.4.12) reference “Local Nature
Partnership” – copied to Cllrs with email addresses; (viii) Email (dd 10.4.12)
reference “Email Communication” and (ix) Email (dd 18.4.12) reference “Rural
Future – Working Together Conference/Exeter Racecourse Friday 28th September
2012”.
b) NDC Members Services Weekly Information Sheet for w/b 16.3.12, 23.3.12,
30.3.12, 9.4.12 and 13.4.12: -
Copied to Cllrs with email addresses
c) Emails (20.3.12, 27.3.12, 3.4.12, 10.4.12 and 17.4.12) and attachment from
NDC Housing reference “Devon Home Choice Newsletter”: -
Copies placed at post office by Cllr Johns for the information of parishioners
d) Emails (dd various) from Rural Services Network reference “Weekly News
Digest – 19.3.12, 26.3.12, 2.4.12, 10.4.12 and 16.4.12 + Bulletin April
2012”:-
Copied to Cllrs with email addresses
e) Email (dd 28.3.12) from a Local Council Consultant reference “March News
for Town/Parish Council”: -
Copied to Cllrs with email addresses (29.3.12)
f) (i) Email (dd 20.3.12) from NDC reference “Agenda of NDC’s Standards
Committee Meeting of Wednesday 28th March 2012 at 7pm; (ii) Email (dd 29.3.12)
from NDC reference “Minutes of NDC’s Standards Committee Meeting of Wednesday
28th March 2012” and (iii) Email (dd 17.4.12) from NDC reference “Agenda of
NDC’s Standards Committee Meeting of Wednesday 25th April 2012 at 7pm.”: -
Copied to Cllrs with email addresses
g) Email (dd 19.3.12) from Mole Valley Farmers reference “Best Kept Village
Competition 2012”: -
Passed to IIB for its consideration
h) Telephone call (23.3.12) from a parishioner reference “Fly Tipping –
Rectory Lane/Anstey Way opposite Atturm”: -
Passed by email (23.3.12) to Cllr Cann for attention; acknowledged and
receiving attention.
i)Email (dd 26.3.12) from DCC (Emergency Planning Assistant) reference
“Newsletter March 2012”: -
Copied to Cllrs with email addresses
j) Email (dd 29.3.12) from a researcher reference “Instow/Appledore Regatta –
Parish Records”: -
Enquirer provided with information as provided by Cllr Harper; it was also
suggested he contact the editor of parish magazine.
k) Agenda of NDC Meeting of Wednesday 4th April 2012 at 7 pm
l) Agenda of Annual Meeting of NDC of Wednesday 4th April 2012 at
approximately 8pm
m) Email (dd 29.3.12) from C2 Promotions reference “Jubilee Buntings and
Mugs”:-
Passed to Cllr Moores for attention of Instow School
n) Email (dd 30.3.12) from The Voice – Local Radio for North Devon” reference
“Newsletter – April 2012”: -
Copied to Cllrs with email addresses
o) Email (dd 2.4.12) from Cllr Harper reference “Marine Car Park – Blocked
Garages”: -
Clerk advised Cllr Harper that Civil Enforcement Officers were now visiting
this car park and will deal with offending motorists as necessary.
p) (i) Copy email (dd 2.4.12) from Cllr Harper to IIB reference “Missing IIB
Water Butt – Marine Car Park” and (ii) Copy email (dd 5.4.12) from Cllr Harper
to PCSO Meaker reference “Theft of Water Butt”
q)Telephone call (3.4.12) from Commodore Hotel, Instow reference
“Complaint/Use of Blower on Pavement – Sand in Car Park”: -
Matter resolved by Clerk
r) Northern Devon Healthcare NHS Trust “Pulse” Newsletter” – Issue 14
(February 2012): -
Made available at the meeting
s) Email (dd 13.4.12) from Devon and Cornwall Police Authority reference
“E-Newsletter – April 2012”: -
Copied to Cllrs with email addresses
t) Email (dd 13.4.12) from Clerk to Cllr Cann (DCC) reference “Defective
Pavement/Marine Parade, Instow – Opposite Pumping Station”: -
Passed by Cllr Cann to appropriate authority for attention; information
provided to Clerk by handyperson.
u) Email (dd 16.4.12) from NDC reference “Bideford Chamber of Trade AGM 2012”:
-
Copied to Cllrs with email addresses
v) Email (dd 17.4.12) and attachments from Devon Voluntary Services reference
“Newsletter – April 2012”: -
Copied to Cllrs with email addresses
w) Junkmail – Issue 9/2012: -
Made available at the meeting
x) Email (dd 19.4.12) and attachment from CSO Meaker reference “Spring
Newsletter 2012”:
Copied by email to Cllrs with email addresses and copy placed at post office
and parish hall for the information of parishioners
y) Letter (dd 4.4.12) and attachments from NDC (Rough Sleeper Outreach Worker)
reference “Rough Sleeper Support Telephone Number – 0800 151 3441”: -
Poster and postcards placed at post office and parish hall notice board.
2204/11 FINANCE
1. INCOME: -
DCC P3 Footpath Grant 2012/13 £ 370.00*
Car Park Takings 28th March 2012 £ 72.00+
Ditto For period 1.4.12 to 11.4.12 £ 907.10
Defra LA Support Grant (Bathing Water Signage) £ 565.40~
Ditto Dune Project – Final Tidying Work £ 800.00#
Car Park Car Park Season Ticket 2012 – No 1 £ 100.00
Ditto Ditto – Numbers 2 and 3 £ 200.00
Ditto Ditto – Number 4 £ 100.00
Ditto Ditto – Number 5 £ 100.00
Ditto Ditto – Number 6 £ 100.00
Ditto Ditto – Number 7 £ 100.00
Ditto Ditto – Number 8 £ 100.00
Lloyds TSB Interest Business a/c – January 2012 £ 53
Ditto Ditto – February 2012 £ 49
Ditto Ditto – March 2012 £ 43
Ditto 1st Years Interest - Fixed Term Deposit a/c £ 261.42
HMR and C VAT Refund 2010/11 £ 372.32=
DCC Grass Cutting Grant 2012/13 £2,000.00”
TOTAL: - £6,149.69
Key: -
+ Paid by BACS on or about 20.3.12
+ Payments made into machine subsequent to closure of car park (1.10.12) and
being covered for the winter (approx. 5.10.11)
~ Paid by BACS on or about 3.4.12
# Paid by BACS on or about 4.4.12 – see below (m) for explanation
= Paid by BACS on or about 11.4.12
“ Paid by BACS on or about 18.4.12
2 EXPENDITURE: -
Mr B Keane Village Handyperson £ 144.00
P Cook Beach Cleaning £ 458.64=
D Budd Grass Cut (No 1) £ 300.00
DALC Affiliation Fee 2012/13 £ 167.75*
NALC LCR Annual Subscription 2012/13 £ 15.50
EDF Energy Car Park Machine £ 58.49
SW Signs Car Park/Beach (Defra) Signs £ 781.20#
OJ Williams Fuel for Tractor £ 715.50+
All Saints Community Hall Hire Diamond Jubilee Meeting (17.4.12) £ 5.00
TOTAL: - £2,646.08
Key: -
= Includes purchase of lock for fuel tank - £8.64 (£1.44 VAT recoverable)
* £21.75 VAT recoverable
# Comprising £128.40 Bathing Water Sign and £652.80 Car Park Signage; £21.40
VAT recoverable on bathing water sign only
+ £119.25 recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 2.4.12 (Statement) = £ 21.58*
Lloyds Bank Business a/c no. 02350065 as @ 30.3.12 (Statement) = £17,455.41+
Key: -
* According to Clerk’s records this is £1.58 (1 cheque to the value of £20
uncashed (686))
+ Accords to Clerk’s records as at date of meeting.
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 £2646.00 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 March 2012: -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) “Marine Car Park, Instow – New Signs/Machine”: -
(i) The Clerk confirmed that SW Signs had affixed the new set of car park
signs on Wednesday 28th March 2012; see item 2 above reference payment.
(Noted)
(ii) The Clerk advised IPC that the new car park machine had been installed on
Wednesday 28th March 2012; no charge – included in cost of machine + 6 months
warranty period. (Noted)
(iii) The Clerk then lead a discussion on the monitoring of the car park
(machine especially) and the rectification of minor “faults” at time of
need/calling of engineer. Cllrs Johns and Moores offered to support the Clerk
with this responsibility following the necessary training. (Action: Cllrs
Johns/Moores & Clerk)
(c) Use of Marine (Quay) Car Park - Transfer of Freehold (now Lease) by NDC: -
(i) The Clerk updated IPC on NDC’s leasing (licence) arrangement; he said he
had nothing to report. Cllr Cann said he had prompted the NDC Chief Executive
and appropriate NDC Department and IPC should hear something soon. (Noted)
(ii) The Clerk then referred to an email (dd 29.3.12) from a local business
regarding “Concessionary Rate – Park and Shop”; the Clerk briefly elaborated
and said it would be brought to the attention of IPC’s Car Park Sub Committee
when it next met. (Noted)
(iii) A discussion then ensued at the conclusion of which it was RESOLVED that
IPC’s Car Park Sub Committee should meet soonest so as to consider an overall
strategy i.e. formal meeting with Instow Marine, Winter Parking etc. The Clerk
was asked to liaise with the members and arrange a meeting. (Action: The
Clerk)
(d) Letter (dd 28.2.12) from Leader of NDC (Cllr Greenslade) reference “The
Future of the Parish Grant Scheme”: -
(i) The Chairman and Clerk reported upon their attendance at a meeting held at
the Civic Centre on Thursday 12th April 2012 that had been called to discuss
the future of this grant. It was said that NDC was going to consider the
responses and implications and call another meeting in approximately July.
(Noted)
(e) Internal Audit – January to March 2012: - Cllr Crombie confirmed he had
carried out this internal audit (16.4.11) and found all to be in order.
(Noted)
(f) Bank Reconciliation – 1st January 2012 to 31st March 2012: -
The Clerk referred to a copy of this paper that had been circulated to Cllrs
at the meeting; he said the figures had been checked by Cllr Crombie
(16.4.11). Cllr Crombie confirmed this to be the case. (Noted)
(g) Budget (Income/Expenditure) 2011/2012 against Actual (Income/Expenditure)
2011/2012: -
(i) The Clerk provided Councillors with a copy for discussion; he said it had
been checked by Cllr Crombie (16.4.11) with financial records and found to be
in order. Cllr Crombie confirmed this to be the case. (Noted)
(ii) A discussion ensued. (Noted)
(h) Draft Annual Accounts (Pre Internal Audit) 2011/2012: -
(i) The Clerk provided Councillors with a copy for perusal/discussion at the
meeting; he said it had been checked by Cllr Crombie (16.4.11) with financial
records and found to be in order. Cllr Crombie confirmed this to be the case.
(Noted)
(ii) A discussion ensued. (Noted)
(i) Inland Revenue – End of Year (2011/2012) Returns (P35 and P14s’): -
(i) The Clerk confirmed that this had been completed on 18.4.12 when all
relevant information was forwarded to HMR and C by way of the internet; he
said a copy had been filed for information and that he had been assisted by
IPC’s IA Mrs Mary Jane Scott. (Noted)
(ii) The Clerk advised IPC that as a result of this exercise it had been
established that IPC owed HMR & C NIL Employers National Insurance
Contribution (NIC) for 2011/12. (Noted)
(j) HM Customs and Excise - Claim for Refund by Local Authorities 2011/12: -
The Clerk advised IPC he had made a claim (sent 31.3.12) in the sum of
£372.32; see item 1 above for payment. (Noted) (k) Parish Seats/Bus Shelter
Inspections Spring 2012: - (i) The Clerk advised IPC that this had been
carried out by Cllr Crombie (IPC’s H and S Cllr), the handyperson (Brian
Keane) and himself on 5.4.12 and that reports were tabled at the meeting for
discussion. The Clerk said that the handyperson had provided an estimate for
the recommended work as follows: -
• Bus Shelters (primarily rust removal, painting) that equated to £135 labour
(15 hours @ £9 per hour) and approx. £50 materials (paint) – Total £185
• Seats – £18 labour (2 hours @ £9 per hour) and materials £10 – Total £28
(iii) After a discussion IPC RESOLVED to approve both estimates.
(Action: Clerk and Handyperson)
(l) Grass Cutting Grant 2012/13: - (i) The Clerk reported receipt of a “DCC
Order Form” (28.3.12) reference “Grass Cutting on Urban Highway Verges in
Instow {4 x cuts pa} – 2012/2013 = £2,000.00” (Noted)
(ii) The Clerk advised IPC he had forwarded an invoice (28.3.12) to DCC to
facilitate payment and that said monies had since been received (by BACS) -
see item 1 above. (Noted)
(m) Dune Management Scheme – Tidy Up”: -
(i) The Clerk advised IPC that following liaison with NDCCS it had been agreed
that the sum of £800 would be transferred to IPC (from DCC), said sum
representing that figure that remained from the allocated budget (from DCC to
NDCCS) for the dune management scheme. (Noted)
(ii) The Clerk reported he had forwarded an invoice in the sum of £800 to DCC
(via NDCCS – 27.3.12) in order to facilitate the transfer of the monies; see
item 1 above for payment. (Noted)
(iii) The Clerk reported that the purpose of this transfer was to pay for the
removal of the sand between the seawall and the rear of the dunes (from the
Boathouse flood defence gate towards the Dunes car park), work to be done by a
contractor from Bideford as arranged by NDCCS. The Clerk said the initial cost
should be in the region of about £500. (Noted)
(iii) The Clerk suggested that the surplus monies should be ring-fenced for
similar beach “sand” activity; IPC RESOLVED to ratify this suggestion. (Noted)
(n) Weeds – Marine Parade: -
The Clerk reported that the DCC Locality Grant (£750) that had been applied
for was still awaited from DCC; Cllr Cann (DCC) confirmed it was in hand.
(Noted)
(o) Letter (dd 2.4.12) from Audit Commission (AC) together with Annual Return
for the Year ended 31st March 2012 and associated papers: -
(i) The Clerk confirmed he had advised (6.4.12) Mrs Mary Jane Scott (IPC’s IA)
and discussed the local audit process; a copy of said letter/form had been
forwarded to her (18.4.12) for her information. (Noted)
(ii) The Clerk told IPC that the appropriate audit paperwork needed to be
completed and returned to the AC by the 11th June 2012 and notice to electors
published on 24th April 2012 (Inspection period 8th May to 8th June 2012).
(Noted)
(iii) The Clerk said he would be taking all the necessary paperwork to IPC’s
IA w/commencing 23.4.12 and posting notices, as at (ii) above, by 24.4.12.
(Action: The Clerk)
(p) Invoice (dd 1.4.12) from NDC reference “Licence Fee for Bus Shelter at
Marine Car Park, Instow for period 1.4.12 to 31.3.13”: -
The Clerk suggested that in view of the impending 99 year lease for the Marine
Car Park (that would include the bus shelter) being offered to IPC by NDC that
this was not paid but that NDC Finance should be given an appropriate
explanation. IPC RESOLVED to ratify this recommendation. (Action: The Clerk)
(q) Letter (dd 31.3.12) from AON reference “Local Insurance Renewal 2012/13: -
The Clerk said that all the relevant papers had been copied and forwarded to
Cllrs Crombie and Johns as per IPC’s policy; Cllrs Crombie/Johns would meet up
with the Clerk asap and come back to IPC’s Meeting in May with recommendations
– renewal date 1st June 2012. (Action: Cllrs Crombie/Johns and The Clerk)
2204/12 PLANNING
a) Email (dd 13.3.12) from Secretary of TTEF reference “Knapp House Marina
Plan”: -
(i) The Clerk confirmed that he had advised the Secretary of the TTEF of IPC’s
concerns (email dd 16.3.12 refers) and copied this to Cllr Moores (NDC) who
had agreed to notify NDC of the issues raised by IPC. (Noted)
(ii) The Clerk reported receipt of an email (dd 3.4.12) from Cllr Moores
advising that he had spoken to NDC’s Planning Manager regarding this
application and that he, in turn, had liaised with TDC’s Planning Officer over
this application in question and prompted consultation with adjoining parishes
within NDC area i.e. Instow, Westleigh, Fremington, Ashford, Heanton and
Braunton. (Noted)
(iii) The Clerk reported receipt of an email (dd 29.3.12) from Torridge DC
Planning Department reference “Consultation Request (Knapp House Marina Plan)
– Reference No. 1/0138/2012/OUTM”; it requested that any comments be forwarded
to it by 19.4.12. (Noted)
(iv) The Clerk advised IPC he had forwarded a reply (email of 29.3.12 refers)
to TDC Planning that was identical to that which IPC had resolved to forward
to the TTEF (as at (i) above) following its meeting of 15.3.12. (Noted)
(v) IPC RESOLVED to ratify this course of action. (Noted)
(vi) Cllr Moores said he was to meet an NDC Planning Officer to assist with
NDC’s response. (Noted)
b) Email (dd 13.3.12) from NDC Planning reference “Methodist Chapel – Anstey
Way, Instow”: -
(i) Cllr Harper reported on his various local enquiries and of the relevant
information gleaned as regards former “residence” of the chapel. (Noted)
(ii) The Clerk reported receipt of an email (dd 30.3.12) from Cllr Harper
together with a signed letter (dd 28.3.12) from the former Superintendent
Minister of the Chapel confirming that no minister had ever lived on the
chapel premises; he was content for this information to be provided to NDC
Planning. (Noted)
(iii) IPC RESOLVED to forward the information as at (ii) above to NDC
Planning; Cllrs Harper and Moores to deal. (Action: Cllrs Harper/Moores)
c) Demolition of garages and porches, erection of new vehicle and pedestrian
gates (Old Quay Lane) and extension and alterations to dwelling at Linwood,
Marine Parade, Instow (Reference No 53688): -
(i) The Clerk reported receipt (16.3.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 4.4.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that its PSC (6.4.12) had resolved to strongly
recommend REFUSAL of this application (and 53689 below – (d)) on the grounds
the intended changes to the front of the building would not be in keeping with
a conservation area. In addition it had a view that the house in question was
not Edwardian (possibly Georgian or earlier) and it would have no objection to
the work planned to the rear of the building including demolishing the garage
(that is attached to an adjoining property, Woodbine Cottage); he added that
NDC Planning had been advised (email dd 6.4.12 refers) – see also item (d)
below. (Noted)
(iv) IPC RESOLVED to ratify decision of its PSC as at (iii) above. (Noted)
(v) The Clerk informed IPC that the Chairman had advised NDC Planning (Friday
13th April) that work at this location appeared to have commenced (roof
completely removed etc.) prior to planning approval and that the dispatch of a
planning enforcement officer was promised soonest; no further update available
as of date of meeting. (Noted)
d) Conservation area application for demolition of garages and porches (in
association with Planning Application 53688) at Linwood, Marine Parade, Instow
(Reference No 53689): -
(i) The Clerk reported receipt (16.3.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 4.4.12 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) See item (c) (iii) above for decision. (Noted)
(iv) IPC RESOLVED to ratify the decision of its PSC as at (iii) above. (Noted)
e) Replacement of flat roof with mono-pitched roof at Quay House, Marine
Parade, Instow (Reference No 53623): -
(i) The Clerk reported receipt (17.3.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 5.4.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk advised IPC that its PSC (10.4.12) had resolved to recommend
APPROVAL of this application and that NDC Planning had been duly advised
(10.4.12). (Noted)
(iv) IPC RESOLVED to ratify the decision of its PSC as at (iii) above. (Noted)
f) Extension to dwelling with Juliet Balcony at Heathersett, 4 Kiln Close
Lane, Instow (Reference No 53672): -
(i) The Clerk reported receipt (17.3.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 5.4.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk reported that its PSC had resolved (4.4.12) to recommend
APPROVAL of this application and that NDC Planning had been duly advised
(email dd 4.4.12 refers). (Noted)
(iv) IPC RESOLVED to ratify the decision of its PSC as at (iii) above. (Noted)
g) Email (dd 27.3.12) from Cllr Harper reference “Instow Tree Preservation
Orders”: -
(i) The Clerk said he had copied this email to IPC Cllrs with email addresses.
(Noted)
(ii) Cllr Harper elaborated as necessary. (Noted)
h) Letter (dd 28.3.12) from NDC Planning reference “Planning Application –
Erection of replacement gates together with repairs to the wall, walled field
opposite White Lodge, Westleigh EX39 4NR (Reference No 53495): -
(i) The Clerk said this stated that the Planning Site Inspection Committee
would be visiting the site of the above application on Wednesday 11th April
2012 at approximately 10am and that a representative of IPC was invited to
accompany the committee, hear their observations and answer any questions they
may have following their inspection. Any representative who attended would not
be permitted to speak to make representations and nor should he/she attempt to
speak with individual members of the committee on the subject. The full
planning committee hears the application on the 18th April when interested
parties will be allowed to make a verbal representation to the committee
before a final decision is made. (Noted)
(ii) The Clerk said a copy of the letter had been emailed (29.3.12) to the
Chairman in the event it was decided that he or a member of IPC’s PSC should
attend. (Noted)
(iii) The Clerk told IPC it was subsequently decided that Cllr Moores would
attend (as a Westleigh Cllr) and represent IPC. (Noted)
(iv) Cllr Moores provided IPC with a report of his attendance that he said had
been most useful. (Noted)
i)Email (dd 29.3.12) from Secretary of the TTEF reference “National Policy
Planning Framework”: -
(i) The Clerk reported he had forwarded a copy to Cllrs with email addresses.
(Noted)
(ii) A discussion ensued. (Noted)
j) Letter (received 31.3.12) from NDC Planning reference “Demolition of flats
and erection of 5 dwellings at 1-4 Kiln Close Lane, Instow (Reference No
50588): -
(i) The Clerk said this stated that NDC Planning had GRANTED planning
permission for this application with conditions as listed and that a copy had
been forwarded to Cllrs with their agenda papers. (Noted)
(ii) The Clerk reported receipt of an email (dd 15.4.12) from the Vice
Chairman (Cllr Green) requesting that NDC Planning be asked as to why IPC had
received no response to its original recommendation (Refusal but with
suggestions) and as to why it views were not taken into account; the Clerk
added that Cllr Moores (NDC Instow) had been asked (email dd 16.4.12 refers)
to enquire of NDC Planning and to report back to meeting of 19th April.
(Noted)
(iii) Cllr Moores said he had spoken to NDC Planning and it had confirmed that
all concerns from neighbours were taken into account when making its final
decision as were the views and recommendations of IPC. He said a letter would
soon be forwarded to IPC from NDC Planning explaining its decision. (Noted)
(iv) A discussion ensued. (Noted)
k) Extension to dwelling with balcony and balustrade over at 3 The Dunes, Lane
End, Instow (Reference No 53798): -
(i) The Clerk reported receipt (2.4.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 20.4.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Clerk reported that IPC’s PSC had resolved (4.4.12) to recommend
APPROVAL of this application and that NDC Planning had been duty advised
(email dd 4.4.12 refers). (Noted)
(iv) IPC RESOLVED to ratify the decision of its PSC as at (iii) above. (Noted)
l) Email (dd 3.4.12) and attachment from a Community Consultant and
Regeneration Adviser reference “Neighbourhood Plans”: -
(i) The Clerk said this stated that the attachment would up-date Cllrs on the
National Planning Policy Framework and provide them with a useful
neighbourhood planning checklist. (Noted)
(ii) He added that a copy had been forwarded to Cllrs with email addresses.
(Noted)
(iii) A discussion ensued. (Noted)
m) Refurbishment and consolidation of the dwelling(s), removal of single
storey extension and addition of external insulation/white render at The
Roundhouse, Marine Parade, Instow (Reference No 53818): -
(i) The Clerk reported receipt (12.4.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 1.5.12 or an extension to be applied for. (Noted)
(ii) The Clerk confirmed that an entry had been placed on the Instow website
for the information of parishioners. (Noted)
(iii) The Chairman then advised Council he had contacted NDC Planning
(13.4.12) on the basis the information contained with the planning application
was very sketchy; NDC Planning had agreed to provide more detailed information
especially as regards materials to be used. (Noted)
(iv) It was RESOLVED that the Clerk should contact NDC Planning to confirm the
arrangement as at (iii) above just so as to ensure that IPC did not lose the
opportunity to make a recommendation within the time-frame. (Action: The
Clerk)
n) Conservation area application for the removal of the single storey
extension facing Marine Parade at The Roundhouse, Marine Parade, Instow
(Reference No 53819): -
(i) The Clerk reported receipt (12.4.12) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
reply by 1.5.12 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) For action(s) see item (m) (iii) and (iv) above. (Noted)
2204/13 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
a)“Grass Verges/Instow in Bloom”: -
(i) Cllr Cook said he felt there was a need to liaise with Instow in Bloom as
regards their verge side meadows/flower beds in that they hampered the cutting
of the grass verges especially at this time of the year, the first cut .
(Noted)
(ii) The Clerk said the grass cutter had already liaised with IIB and that he
would be cutting over the “agreed” flower beds on the next cut once the
daffodils in particular had died down. (Noted)
b) Tractor/Diesel Store: -
Cllr Thomas said he had taken possession of the key to the diesel store
padlock so that he would be present on each and every occasion when the
tractor was filled by the beach cleaner. IPC RESOLVED to support this
initiative that would amount to being a security safeguard particularly for
the beach cleaner. (Noted)
There being no other business the meeting was closed.
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