Present: - Councillors M Green (Vice
Chairman), C Harper, A Johns, B Thomas, B Moores, S White (Chairman) and Mr R
Jacob (Parish Clerk).
In Attendance: Cllr R Cann (DCC), Cllr B Moores (NDC) and 2 parishioners.
2105/1 PRAYER
The Clerk led the Council in prayer
2105/2 APOLOGIES
Cllr N Crombie and PC Hodgson/PCSO Meaker
2105/3 WELCOME TO NEW COUNCIL/C0-OPTION OF COUNCILLORS & DECLARATION OF
ACCEPTANCE OF OFFICE
(i) The Clerk welcomed the new Council and advised that it had been necessary
to advertise and interview candidates for co-option – x 2 places. He added
that the interviews had taken place on Tuesday 24th May; it was RESOLVED to
deal with this matter at the end of the meeting and to invoke, for the
purpose, Standing Order 62 - exclusion of press & public – see item 2105/18.
(Noted)
(ii) All Cllrs present provided the Clerk with a signed copy of their
“Declaration of Acceptance of Office” form which he countersigned in their
presence. (Noted)
(iii) Cllr Crombie had previously handed the Clerk his signed “Declaration of
Acceptance of Office” form which had been similarly countersigned by the
Clerk. (Noted)
(iv) All forms were retained by the Clerk for future reference. (Noted)
2105/4 ELECTION OF CHAIRMAN FOR ENSUING YEAR
RESOLVED unanimously that Councillor S White, being duly proposed (Cllr
Harper) and seconded (Cllr Thomas), be elected as Chairman of Instow Parish
Council for the ensuing year. Councillor White signed the Declaration of
Acceptance of Office and took the chair. (Noted)
2105/5 ELECTION OF VICE CHAIRMAN FOR THE ENSUING YEAR
RESOLVED unanimously that Councillor M Green, being duly proposed (Cllr
Harper) and seconded (Cllr Thomas), be elected Vice Chairman for the ensuing
year. Cllr Green signed the Declaration of Acceptance of Office. (Noted)
2105/6 COUNCILLOR DECLARATION OF INTERESTS
(a) Item 2105/12 (d) – Traders/Marine Parade; Cllr Johns declared a pecuniary
interest and left the room. (Noted)
2105/7 POLICE REPORT
In the absence of the Police, the Clerk read from a report that had been
provided: -
a) Crime: -
4 crimes had been reported in the parish since the last meeting namely,
criminal damage to a vehicle (x 1), non-crime vulnerable adult (x 2) and theft
from a vehicle other than a motor vehicle (x 1). (Noted)
b) Other Matters: -
10 incident logs had been created since the last meeting namely, crime
related/vehicle damage (x 1), crime related/criminal damage (x 2), crime
related/violence (x 1), pubic safety/suspicious circumstances/insecure
premises/vehicle (x 2), anti social behaviour/asb nuisance (x 1), public
safety/abandoned call (x 1) and administration/information/intelligence (x 2).
(Noted)
2105/8 PARISHIONERS
a) Instow/Appledore Ferry- Update: -
(i) A parishioner told Council that in addition to the provision of a boat,
five skippers had now come forward to act as ferrymen, following recent
publicity and the pledge of grants from Cllrs Cann (DCC), Moores (NDC) and
others. She added that it was hoped to launch the initiative on Sunday the
12th June once all the insurance implications had been resolved; IPC would be
sent an invitation. (Noted)
(ii) The Chairman, on behalf of IPC, congratulated the parishioner and her
committee on their excellent achievement. (Noted)
b) Various Matters: -
A parishioner raised the following matters: -
(i) Abandoned/Derelict Ship – Old Oil Jetty: -
(i) He said this ship had been beached and apparently abandoned some time ago
and wondered what might be happening to it. (Noted)
(ii) The Clerk said he had been in contact with the Harbourmaster at Bideford
and that the ship (Southern Beaver) was known to him. The Clerk added that as
far as the harbourmaster knew the EA have already/are to give permission for
supervised dismantling and disposal of the wreck to rid the estuary of it.
(Noted)
(iii) Cllr Thomas said he had been at the locality recently and there was
already evidence of the ship being dismantled. (Noted)
(ii) Development in Instow; -
He expressed concern that properties in Instow were not being re-rated when
sold and developed and that he intended to taker it further; he added that it
was a serious lack of income generation husbandry by the appropriate Council.
(Noted)
(iii) Instow Grass Verges – Maintenance: -
He said he wished to compliment the Council for the excellent management of
the villages grass verges both at the end of last season and the beginning of
the current year. (Noted)
(iv) Signal Box; -
He said he believed the signal box was 150 years old soon and that he hoped a
suitable celebration would take place. (Noted)
2105/9 REPORT COUNTY COUNCILLOR R CANN
(i) General: - Cllr Cann spoke of the following matters, namely “All Saints
Chapel Community Project” (he had agreed a grant of £2.5K), “Rectory Lane –
Dip in Road” (he said this had now been repaired), “Seafront Road Surface” (he
said he had put in a funding bid for resurfacing), “Job Reduction – DCC” (he
refuted much of what had been said in the Instow School Headmasters’ report at
the Annual Parish Meeting of Council - 21st April and provided figures to
illustrate his point), “Instow School Accommodation” (Ditto), “School Meals”
(Ditto) and “Westleigh Junction” (he said the traffic light scheme had been
approved at DCC Cabinet 26th May). (Noted)
(ii) Devon/Somerset Broadband Initiative; -
Cllr Can announced that the government had just given the green light to go
ahead with this initiative and was providing £30M towards the project. (Noted)
2105/10 REPORT OF DISTRICT COUNCILLOR B MOORES
(i) Cllr Moores reported that NDC was under new administration following the
recent local elections (Lib Democrats/Independents) and that he wished them
well and particularly congratulated Cllr Cann on being elected as Deputy
Leader. He then went on to refer to his recent NDC election campaign and spoke
of putting the records straight as regards some things that had been alleged
in his regard; he elaborated in some details. (Noted)
(ii) Cllr Cann then began to respond at which point the Chairman, Cllr White,
asked both Members to cease on the grounds that IPC was non-political and said
conversation was inappropriate. (Noted)
2105/11 MINUTES
It was RESOLVED that the April 2011 minutes of Instow Parish Council be
approved and signed. (Noted)
2105/12 MATTERS ARISING FROM THE MINUTES
a) Item 2103/9 (b) – Management of Quay Car Park/Refurbishment of Toilets: -
(i) The Clerk advised IPC of the receipt of an email (dd 11.5.11) from NDC and
to which was attached a “Land Registry Title Document – Marine Car Park”,
“Tank Sealing and Degassing Certificate” and “Replies to (some) Pertinent
Questions – IPC”. (Noted)
(ii) The Clerk reminded Cllrs that he had copied these papers to them with
their agenda papers (19.5.11). (Noted) (iii) The Clerk then referred to a
letter (dd 20.5.11) from a parishioner reference “Marine Parade Car Park”; a
copy was provided to Cllrs at the meeting and a discussion ensued. (Noted)
(iv) After a further discussion it was RESOLVED that once answers were
received to all questions, IPC would need to engage its solicitor to act for
it and that further negotiations would ne necessary with NDC as regards the
running of the toilets and their refurbishment. (Noted)
b) Item 2103/9 (e) – Revised Bathing Water Directives: -
(i) The Clerk advised IPC that the following de-designation letters (generic
copy of letter circulated to Cllrs with their agenda papers 19.5.11) had been
sent out to agreed consultees following discussion between himself and Cllr
Green together with the Charman: -
(i) TTEF: -
Their members consist of: -
Northam Town Council Natural England
Devon Bird watching and Preservation Society
Westleigh Parish Council Barnstaple Town Council
North Devon Sea Anglers Braunton Parish Council
Instow Parish Council Fremington Parish Council
Bideford Town Council Bideford
Amateur Rowing Club Devon Wildlife Trust
North Devon Yacht Club Environment Agency
Ashford Parish Council CPRE
Northern Devon Coast & Countryside Service
North Devon Areas of Outstanding Natural Beauty Partnership
Adventure Schools
Royal Society for the Protection of Birds
North Devon’s Biosphere Reserve
UK Man and the Biosphere Committee
Ministry of Defence Braunton Burrows Education Warden
Braunton Burrows MOD Warden Fremington Army Training Camp
Chivenor Conservation Group
RMB Chivenor Water Resource and Training Centre
Amphibious Trials and Training Unit Royal Marines (ATTURM), Instow
Braunton Marsh Commissioners Maritime and Coastguard Agency
Braunton Countryside Centre Taw & Torridge Nets
North Devon Water-ski Club The Gaia Trust
Taw & Torridge Wildfowling Club
Rolle Canal Society
RNLI Appledore Bideford Canoe Club
North Devon Civic Society Coastwise North Devon
Northam 1716 Committee North Devon District Council:
Torridge District Council
Bideford Harbour Master/Taw Torridge Estuary Pilot
(ii) AONB: -
Their members consist of: -
Natural England Devon County Council
Torridge District Council North Devon Council
Biosphere Reserve Partnership 2 Community Representatives
North Devon + Exmoor National Park Authority
National Farmers Union Biosphere Reserve Foundation
National Trust Country Landowners' Association
English Heritage Environment Agency
Tarka Country Trust Taw Torridge Estuary Forum
(iii) BRP (Biosphere Reserve Partnership): -
Their members consist of: -
Canoe Club Yacht Club
Windsurfers Surfers against Sewage
Coastwise RSPB
DWT
NB: - There are other members; details still to be provided by BRP
(iv) Environment Agency
(v) South West Water
(vi) DCE (Devon Christie Estates) (Noted)
(ii) The Clerk also advised IPC that he had been in contact with the
Environment Agency (email of 26.4.11) to seek information of relevance to the
work it and others were doing together with the farming community in the
Taw/Torridge estuaries to resolve ruminant “slurry” run-off at times of heavy
rainfall - see also item (iv) below. (Noted)
(iii) The Clerk then referred to a further email (dd 16.5.11) from the EA
thanking IPC for its de-designation letter and offering any assistance as
necessary; the Clerk told IPC that he has reminded the EA that IPC would
require their “Bather Survey” for the summer season and confirmation that
Instow’s problems emanated from slurry “run- of” and as to what the
“authorities” were doing about it. (Noted)
(iv) The Clerk reported the receipt of an email (dd 25.5.11) from the EA
reference “Taw/Torridge Catchment Work – Bather Survey 2011”; the Clerk read
it to Council.
(Noted)
(v) The Clerk reported receipt of the following responses as a result of the
letters as at (i) above: -
(a) An email (dd 11.5.11) from the Chairman of the AONB forwarding a response
from a member (AONB Community Representative); the Clerk read it to Council.
(Noted)
(b) A letter (dd 13.5.11) from the Chairman of AONB; this had been copied to
Cllrs with their agenda papers (19.5.11); a discussion ensued. (Noted)
(vi) The Clerk reported receipt of an email (dd 27.4.11) and attachments from
the EA (Evidence Team) reference “Provision of Weekly Bathing Water Date
2011/Changes to Format”; the Clerk advised IPC he had copied this on to Cllr
Green and elaborated on the content (copy also provided to Cllrs with their
agenda papers (19.5.11). (Noted)
(vii) The Clerk reported receipt of an email (dd 12.5.11) and attachment from
the EA (Evidence Team) reference “Bathing Water Data – 12th May 2011”; the
Clerk advised IPC he had copied this on to Cllr Green and elaborated on the
content. (Noted)
(viii) The Clerk reported receipt of an email (dd 19.5.11) and attachment from
the EA (Evidence Team) reference “Bathing Water Data – 19th May 2011”; the
Clerk advised IPC he had copied this on to Cllr Green and elaborated on the
content. (Noted)
(ix) The Clerk reported receipt of an email (dd 26.5.11) and attachment from
the EA (Evidence Team) reference “Bathing Water Data – 26th May 2011”; the
Clerk advised IPC he had copied this on to Cllr Green and elaborated on the
content. (Noted)
(x) It was noted by IPC that all water quality tests to date had passed.
(Noted)
(xi) The Clerk advised Council that the Times Newspaper (Thursday 21st April
2011) had run a story on “British Beaches – Sewerage Cover-Up” that totally
misrepresented the position at Instow (ruminant “slurry” run-off during
periods of heavy rainfall) despite the reporter being clearly advised by the
Clerk. (Noted)
(xii) Cllr Green advised IPC he had written a letter to the Editor of the
Times Newspaper (21.4.11) objecting to the misleading tenor of the story.
(Noted)
(xiii) The Clerk further advised IPC that the Sunday Times (1.5.11) continued
to run with this story as did the Western Morning News (2.5.11) etc. (Noted)
(xiv) The Clerk reported receipt of an email (dd 16.5.11) from the BRP stating
that the de-designation issue was to be discussed at their meeting of 17.5.11
– response awaited. (Noted)
(xv) The Clerk referred to an email (dd 24.5.11) from Defra reference “Beach
Signs”; the Clerk elaborated and provided Cllrs with a copy of the proposed
signs (wording) and letter from Defra; a discussion ensued during which time
IPC RESOLVED to approve the signs and their cost. (Action: The Clerk)
(xvi) The Clerk advised IPC that Defra had also enclosed in their email of
24.5.11 a copy of its “Draft Guidelines on Applying for Designation and
De-designation”; he said he had copied it to Cllr Green who addressed Council.
(Noted)
(xvii) The Clerk then referred to an email (dd 26.5.11) from a regular visitor
to Instow reference “Jeremy Vine Show – 26.5.11/Bathing Beaches”; the Clerk
read it to Council. The Clerk was asked to write a suitable response. (Action:
The Clerk)
(xviii) A discussion then ensued as to how the “bather survey” was to be
arranged and in what format. (Noted)
(xvix) IPC RESOLVED that Cllr Green would liaise with Cllrs Harper and Thomas
and that they, between them, would carry out a survey of “bathers” up to and
including the next meeting, 16th June, at which time the process would be
reviewed. It was agreed to carry out the survey along much the same lines as
the EA had done during the summer season of 2010. (Action: Cllrs Green, Harper
and Thomas)
(xx) IPC also RESOLVED to contact Defra and enquire when Instow was designated
as a bathing beach (and by whom), was IPC consulted on the process and what
other “estuary” bathing beaches are there in the UK. (Action: The Clerk)
e) Item 2103/9 (f) – Salt/Grit Bins/Community Clusters: -
The Clerk advised IPC he had requested a further entry be placed in a
forthcoming parish magazine with a view to recruiting more volunteers; 3 to
date. (Noted)
d) Item 2104/10 (i) (g) - Traders’ – Marine Parade: -
(i) The Clerk advised IPC that this “problem” continued after 1st May when
“summer” parking regulations commenced and that NDC (Cllr Moores) and DCC
(Cllr Cann) were advised; he said complaints had been received from a local
business. (Noted)
(ii) The Clerk then referred to the receipt of a copy email (dd 26.4.11) from
DCC Highways to Cllr Cann (DCC) which stated: -
“Whilst the Highways Act 1980 S147 (a) (i) specifically makes roadside trading
an offence on the principal road network, the powers of the highway authority
are much more limited on the non principal network. The front at Instow is not
classified as a principal road so this would not apply and the highway
authority has no power to pursue traders. DCC does not licence traders on the
highway but more importantly does not undertake enforcement unless there is a
problem with safety or rubbish when a trading ban could be introduced by way
of a traffic order. Unfortunately if a ban were to be introduced it would not
be selective so unfortunately it would also affect the traditional ice cream
sellers which are an attractive feature of the front. If this matter is
causing concern to businesses in the area then a possible solution would be
for the front to be designated a consent or licensed street so that only
consented or licensed traders would be able to ply their business. This is a
power that may be taken up by the District Council under the Local Government
(Miscellaneous Provisions) Act 1982”. (Noted)
(iii) After a discussion it was RESOLVED that Cllr Moores (NDC) would liaise
with the appropriate NDC departments and report back to IPC at the next
meeting.
(Action: Cllr Moores)
e) Item 2104/10 (i) (h) – IPC’s Annual Report 2010/11: -
(i) The Clerk reported that he had received no response from Cllrs as regards
the draft Annual Report 2010/11 that had been circulated at the last meeting.
(Noted)
(ii) IPC RESOLVED to adopt the report as written and circulate it as
necessary.
(Action: The Clerk)
2105/13 CORRESPONDENCE
(i) Matters for discussion/resolution or noting
a) Letter (dd 15.4.11 – received 21.4.11) and attachment from Administrative
Officer of West Yelland, Instow and Westleigh Community on Show Committee
reference “Insurance Cover - Community on Show Event 16th July 2011”:-
(i) The Clerk advised IPC that the writer had attached a copy of the Instow
Parish Hall’s liability insurance contract that covers the COS event. (Noted)
(ii) After a discussion, led by Cllr Green (Treasurer of Parish Hall
Committee) it was RESOLVED to re-affirm IPC’s permission for the event.
(Noted)
(iii) The Clerk then referred to an email (dd 25.5.11) inviting Cllr White
(Chairman) to participate in the Grand Opening. Cllr White confirmed his
availability; Cllr Harper to advise COS Administrative Officer. (Action: Cllr
Harper)
b) Email (dd 21.4.11) from a parishioner reference “Instow Parish Council and
Website”: -
(i) The Clerk advised IPC that the parishioner wished to draw IPC’s attention
to a website he had developed and updated as regards “Instow”; the Clerk said
he had forwarded said email to Cllrs with email addresses (22.4.11) for their
information. (Noted)
(ii) After a discussion IPC RESOLVED to thank the parishioner for his
interest, compliment him on his excellent website and advise him that his
offer to use the website would be borne in mind. (Action: The Clerk) c) Email
(dd 28.4.11) from DCC reference “Waste Core Strategy Issues and Options
Consultation (WCSIAOC)”: -
(i) The Clerk said this stated that this would be in the public domain for the
period 28.4.11 to 22.7.11; any comments to DCC within that period; further
information could be found vide :-
http://devoncc-consult.limehouse.co.uk/portal/minerals_and_waste_development_framework/waste/io_consultation/waste_core_strategy_issues_and_options_consultation
(ii) The Clerk confirmed he had copied this email on to Cllrs with email
addresses (28.4.11). (Noted) (iii) The Clerk then reported receipt of further
emaila x 2 (dd 11.5.11) from DCC reference “Waste Core Strategy Bulletin 2011”
including reference to WCSIAPC as at (c ) above; this he said had also been
copied to Cllrs with email addresses. (Noted)
(iv) After a discussion IPC RESOLVED to take no further action. (Noted)
d) Email (dd 29.4.11) from Rock The Beach (RTB) reference “Rock The Beach
Event – Instow/Saturday 6th August 2011”: -
(i) The Clerk said this enquired as to whom RTB should seek permission from to
stage such an event; it provided a website address that indicated the venue
and date was as above. (Noted)
(ii) The Clerk said he had advised the enquirer as to whom he should speak (IPC/DCE/DCC/NDC
and Police) and asked him to remove all reference to Instow on their website
until such time as the event had been discussed and considered. (Noted) (iii)
The Clerk said he had copied the email to Cllrs with email addresses for their
information and to Cllr Cann (DCC) and Cllr Moores (NDC) so that their parent
authority could be put in the picture and the Police. (Noted)
(iv) The Clerk advised IPC that following liaison with the Police, DCC and NDC
(Licensing In particular) he had corresponded with the RTB enquirer again
whereupon he advised the Clerk that said event was now to be staged at
Paignton. (Noted)
(v) The Clerk confirmed that the Police and NDC (Licensing) had been thanked
by him on behalf of IPC for their proactive response; IPC RESOLVED to ask the
Police to monitor Instow on or about 6th August just in case a “break-away”
event took place as a consequence of the previous website publicity. (Action:
The Clerk)
e) Email (dd 8.5.11) from parishioner reference “Instow Book – Copyright”: -
(i) The Clerk advised IPC it had been suggested that IPC sought the permission
of the author’s executors to give up the copyright of the late Dr Alison Grant
and have IPC as the sole “owner” of the copyright. (Noted)
(ii) After a discussion IPC RESOLVED to adopt this course of action.
(Action: The Clerk)
f) Email (dd 4.5.11) from St Mary’s C of E Primary School (SMCOEPS), Chanters
Road, Bideford (Learning Support Assistant) reference “Request to erect
gazebo/marquee on Instow Beach – Sponsored Walk Bideford to Instow/Sunday 19th
June 2011”: -
(i) The Clerk advised IPC that this had first been discussed at IPC’s meeting
of 17.2.11 at which time it had been resolved to agree to the request but
subject to confirmation of the date of the event and that SMCOEPS had
appropriate insurance cover for such an event/usage of the beach. It was also
said that an undertaking should be given to leave the beach clean and not to
interfere with the enjoyment of the beach by other users. (Noted)
(ii) The Clerk confirmed that all the above information/assurances had been
satisfactorily provided by the applicant. (Noted)
(iii) IPC RESOLVED to permit the event. (Action: The Clerk)
g) Emails x 2 (11.5.11) from Cllr Cann reference “Defect – Rectory Lane,
Instow (Church to Atturm): -
(i) The Clerk said this stated that this long standing highway defect (sunken
road) was to be repaired under a road closure on the 21st May 2011. (Noted)
(ii) The Clerk reported receipt of an email (dd 17.5.11) from May Gurney
reference “Road Closure – Rectory Lane, Instow/Saturday 21st May 2011”; he
said he had copied it to Cllrs with email addresses, ex Cllr May and Instow
Church. (Noted)
(iii) The Clerk reported receipt of an email (dd 23.5.11) and attachment from
DCC Highways advising IPC that this work was to take place on 21.5.11 – two
days previous! (Noted)
h) Email (dd 17.5.11) from DALC reference “Consultation; Planning for
Traveller Sites”: -
(i) The Clerk said this stated that DALC/NALC was putting together a response
in reply to a government consultation on this emotive matter; consultation
date 13th April to 6th July 2011. (Noted)
(ii) The Clerk said he had copied the email to Cllrs with email addresses.
(Noted)
(iii) After a discussion IPC RESOLVED to take no further action. (Noted)
i) Emails x2 (dd 26.5.11) from a parishioner reference “All Saints Community
Centre”: -
The Clerk advised IPC that the PCC had endorsed the proposal to go ahead with
the above project this summer. 66 applications for funding were made and 18
grants had been received plus several personal donations from local donors.
There was a guarantee in place re a loan from St Peter’s, Fremington if the
funding had a shortfall although this looked as thought it would be small. It
thanked IPC for its support from the start to finish especially letters of
evidence. (Noted)
j) IPC Appointments: -
(i) The Clerk said that in light of a new Council he felt it appropriate to
review this document; he provided a copy to Cllrs at the meeting. (Noted)
(ii) IPC RESOLVED to defer this to the next meeting at which time the 2
co-opted Cllrs would be present. (Noted)
(ii) Taw and Torridge Estuary Forum and associated Matters (Placed in
“Briefing Folder” for information of Cllrs)
a) Email (dd 25.5.11) from Secretary of TTEF reference “TTEF Minutes – 18th
April 2011”
(iii) Matters to note: (Placed in “Briefing Folder” for information of Cllrs)
a) DALC Matters (Various): - (i) Email (dd 4.5.11) reference “DSC e-news”;
(ii) Email (dd 5.5.11) reference “Policy Consultation – Waterways”; (iii)
(iii) Email (dd 5.5.11) reference “DALC Annual Report – Your Stories”; (iv)
Email (dd 5.5.11) reference “NALC Communities in Action Conference 2011”;(v)
Email (dd 5.5.11) reference “Community Led Planning Devon”; (vi) Email (dd
6.5.11) reference “Community Led Planning – Devon/Somerset Fire and Rescue”;
(vii) Email (dd 6.5.11) reference “SW Allotments Officer’s Forum”; (viii)
Email (dd 6.5.11) reference “Western Power Distribution Stakeholders Workshop
May 2011”; (ix) Email (dd 6.5.11) reference “NALC Standing Orders” – Note: -
IPC next due to review its standing orders May 2012; (x) Email (dd 9.5.11)
reference “POWB Training”; (xi) Email (dd 9.5.11) reference “Cllr Training”;
(xii) Email (dd 9.5.11) reference “e-group – A Bus Shelter”; (xiii) “DALC
Newsletter – May/June 2011”; (xiv) Email (dd 19.5.11) reference “Cutting Red
Tape Survey”; (xv) Email (dd 19.5.11) reference “Discount – New Cllr Courses”;
(xvi) Email (dd 20.5.11) reference “Community Led Planning Event”; (xvii)
Email (dd20.5.11) reference “Egroup Query – Car Parks”; ( xviii) Email (dd
20.5.11) from NALC reference “NALC Conference and Exhibition”; (xvix) Email (dd
23.5.11) reference “Rural Retailers Database”; Cllr Harper dealing; (xx) Email
(dd 24.5.11) reference “NALC – Consultation on Regulations under Sustainable
Communities Act 2007” – copied to Cllrs with email addresses; (xxi) Email
(dd24.5.11) reference “Egroup – Engaging with Young People” and (xxii) “DSC
e-news – June 2011”.
b) NDDC Members Services Weekly Information Sheet for w/b 2.5.11 and 16.5.11.
Copied to Cllrs with email addresses
c) Emails (dd 26.4.11, 3.5.11, 10.5.11, 17.5.11 and 24.5.11) 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 10.5.11) from a parishioner reference “Cleanliness of Bus
Shelters – Marine Parade, Instow”
e) “Clerks and Councils Direct – May 2011/Issue 75”
f) Agenda for Annual NDC Meeting of Thursday 19th May 2011 at 2.30 pm.
g) Letter (received 12.5.11) and attachments from DCC reference “Private
Fostering Team”: -
Posters placed in the parish hall.
h) Email (dd 14.5.11) from Cllr Harper reference “Bridge Lane – Loose Parapet
SE Corner”:-
NDCCS advised; they subsequently passed this on to Highways.
i) Email (dd 17.5.11) reference “Charity Fair – London June 2011”
j) Devon In Touch Monthly News Round-Up (May 2011): -
Copy to post office for information of parishioners
k) (i) Email (dd 17.5.11) from Cllr Harper (and telephone call from a
parishioner) reference “Street Lighting – Marine Parade/Continuously On”: -
SEC Lighting advised by the Clerk.
(ii) Email (dd 18.5.11) from Cllr Moores (NDC) reference “Street Lighting –
Marine Parade/Continuously On”: -
Cllr Moores advised that matter already in hand.
(iii) Email (dd 19.5.11) from Cllr Harper reference “Lights Still On”: -
SEC contacted; matter in hand – Cllr Harper informed.
l) Telephone call (18.5.11) from Cllr Johns and a parishioner (Jan Partridge)
reference “Boathouse Bus Shelter – Vandalised Notice Board”:-
Clerk visited scene and established that hasps had been damaged; replaced by
handyman
m) (i) Agenda of NDC Standards Committee Meeting at 9.30 am on Tuesday 31st
May 2011 and associated papers. (ii) Agenda of NDC Standards Committee Meeting
at 7 pm on Wednesday 1st June 2011 and associated papers.
n) Letter (undated) and attachment from Exeter City Council reference “Exeter
Summer in the City 2011”
2105/14 FINANCE
1. INCOME: -
Car Park Season Tickets Nos. 2 and 3 £ 180.00
Ditto Ditto Nos. 4 and 5 £ 180.00
Ditto Ditto Nos. 6 and 7 £ 180.00
Ditto Ditto No 8 £ 90.00
Ditto Ditto No 9 £ 80.00*
Ditto Ditto No 10 £ 90.00
Ditto Weekly Ticket (x1 – 2010) £ 12.00
Ditto Remainder Season Ticket No 9 £ 10.00*
NDC 50% Parish Grant 11/12 £ 650.00
NDC 50% Parish Precept 11/12 £4,211.13
HM Revenue & Customs VAT Claim 2010/11 £ 399.28+
Car Park Takings Period ending 13th May 2011 £ 566.30
Ditto Period ending 25th May 2011 £ 520.60#
TOTAL : - £7,169.31
Key: -
* Paid in two instalments
+ Paid by BACS 26.4.11.
# As of 2.6.10 car park takings were £1,779.60
2 EXPENDITURE: -
Mr M Harris Village Handyman £ 315.00+
Mr M Harris Grass Cut (No 2) £ 300.00 Mr P Cook Beach Cleaning £ 450.00
BT Parish Telephone (01271 372408) £ 106.94*
AON Limited (Allianz)
Public Liability Insurance Premium 2011/12 £1,254.21
NALC Annual Subscription 2011/12 – LCR/LCR Online £ 15.50
Metric Service of Car Park Machine £ 119.70
O J Williams Tractor Fuel £ 364.14#
TOTAL: - £2,925.49
Key: -
+ Includes £18 verge/hedge maintenance (Atturm to Bridge) and £27 parish
council notice board “activity”; the Clerk explained
* Cost of calls £47.81, cost of Line Rental etc £59.13, VAT (recoverable) =
£17.82
# £17.34 VAT recoverable
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 26.4.11 (Statement) = £1,341.40*
Lloyds Bank Business a/c no. 02350065 as @ 18.3.11 (Statement) = £7,114.25+
Key: -
* According to Clerk’s records this is £1.24 (7 cheques to the value of
£1,340.16 uncashed)
+ According to Clerk’s records this is £13,291.70
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: -
(b) IPC RESOLVED to transfer £2926.00 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 - April 2011: -
The Clerk said this stated that IPC owed nothing; account in balance. (Noted)
(b) Grass Cutting Grant 2011/12: -
The Clerk advised IPC that he had forwarded an invoice in the sum of £2,000 to
DCC Highways 2.5.11 and that this had been acknowledged; he said payment was
still awaited. (Noted)
(c) “Marine Car Park, Instow – Summer Let”: -
(i) The Clerk confirmed that the annual service of the car park machine had
taken place on Wednesday 27th April 2011; see item 1 above for account.
(Noted)
(ii) The Clerk advised IPC that a reconditioned car park machine was available
from Metric (firm who service the current machine) at a cost of £550 (red) or
£650 (black) – he added that this price would include fitting but VAT would be
an additional charge. The Clerk advised IPC that the current machine would not
be “fit for purpose” next year (2012); coins are soon to be made out of a
different metal and two “shoots” will be required for each type of coin to
enable them to trigger the mechanism and reach the coin drawer. He added that
the price (as above) would also include a new memory computer chip that
“recognised” the pricing structure for parking; it would not be possible to
transfer the current chip into the new machine. (Noted)
(iii) The Clerk suggested that IPC invest in such a machine and have it fitted
once the current supply of tickets had been exhausted; he said they would not
fit the new machine and the current supply would probably last about another
2-3 months. (Noted)
(iv) After a discussion IPC RESOLVED to support the recommendation of the
Clerk and to buy a red machine as and when it was necessary. (Action: The
Clerk) (d) 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 delivered all necessary IPC’s financial
paperwork to complete the audit to Mrs Mary Jane Scott (IPC’s IA – 29.4.11).
(Noted)
(ii) The Clerk confirmed he had collected all IPC’s financial paperwork from
Mrs Mary Jane Scott (20.5.11) and had been advised that a letter, together
with the completed Annual Return, would be forwarded prior to the meeting of
the 26th May 2011. (Noted)
(iii) The Clerk reported he had collected (24.5.11) a letter (dd 21.5.11) from
Mrs Mary Jane Scott (IPC’s IA) and the completed Annual Return in which she
had confirmed she had completed the internal audit/necessary paperwork; the
Clerk circulated a copy of the letter to Cllrs at the meeting together with a
copy of the Annual Return Form (partly completed). (Noted)
(iv) The Clerk then stated that the following action was now necessary by IPC:
-
(a) Annual Return 2010/11 (General): -
The Clerk advised IPC that Mrs Mary Jane Scott had confirmed that nothing had
arisen in the course of her examination of the parish records which she
considered should be brought to the attention of Councillors. (Noted) (b)
Audited Receipts and Payments Account 2010/11: -
(i) The Clerk advised IPC that Mrs Mary Jane Scott was advising IPC to ratify
the original Draft Receipts and Payments Account 2010/11 (as prepared by the
Clerk and circulated at the Annual Parish Meeting/IPC Meeting in April 2011)
but to do so in a slightly amended format. (Noted)
(ii) The Clerk then spoke to a copy of each (i.e. original draft and IA’s
“approved” copy) having circulated copies to Cllrs at the meeting; the Clerk
explained the differences. (Noted)
(iii)After a discussion IPC RESOLVED to adopt the amended copy. (Noted)
(c) Annual Return (Specific) –
(i) The Clerk advised IPC that Mrs Mary Jane Scott had confirmed she had
completed all the relevant sections of the return and advised Councillors
that, if they saw fit, they should adopt the Return at this (May) meeting with
the details (in green spaces) at the foot of page 2 being completed and signed
by the Chairperson/Clerk (Responsible Financial Officer) as necessary and
similarly at the foot of page 3. (Noted)
(ii) The Clerk added that before signing at the foot of page 3, however, Mrs
Mary Jane Scott was advising that Council should carefully consider the
answers she had provisionally entered to the 9 questions on that page and if
altered in any way whatsoever that an explanation be given to her as to
reason(s) for change. (Noted)
(iii) The Clerk further advised Council that after completing/signing pages 2
and 3, Mrs Mary Jane Scott had asked for the annual return form to be sent
back to her for submission to the District Auditor. (Noted)
(iv) The Clerk then ran through the Annual Return in detail at the conclusion
of which IPC RESOLVED to adopt it as written and to complete the form as
advised; the Chairman and Clerk signed in the appropriate places. (Noted)
(d) District Auditor/Public Notices
(i) The Clerk confirmed that the appropriate “Exercise of Electors’ Rights”
form had been exhibited on all parish council notice boards on the 1st May
with details of “Inspection Days” (being Monday to Friday {9 am to 5 pm}) for
the period 20th May to the 17th June 2011 (i.e. 20 working days). He added
that to date he had received no requests. (Noted)
(e) Instow Recreation Ground Charity (No 300872): -
The Clerk said that the annual return required confirmation that any Charity
administered by the Council was being dealt with in a proper manner and that
as the trustees of this account are all Council members, that this annual
return question has been addressed and answered in the affirmative. (Noted)
(f) Instow Parish Hall Charity No 300873: -
The Clerk said that for reasons previously addressed in Mrs Mary Jane Scott’s
letter (dd 15.5.09) it should be recognised that the parish hall is not the
“property” of IPC but it has been included in the Asset Register since IPC is
the parish hall’s Custodian Trustees. (Noted)
(e) Letter (dd 5.4.11) from AON reference “Local Insurance Renewal 2011/12: -
(i) The Clerk reported that Cllrs Crombie, Johns and he had met up on Tuesday
10th May and discussed the details of the current policy. As a result it was
decided to ask AON to add to the policy the Solar Light (Venn Cross), Flood
Defence Gates (opposite Boathouse) and Village Gateways (Anstey Way) and to
ensure there was suitable cover for the car park machine, contents and
transhipment of cash. AON was also asked to increase the cover of the diesel
in the storage tank to £250 (in view of fuel inflation) and to confirm that
the data held on the Clerk’s computer was covered from a data protection point
of view. (Noted)
(ii) The Clerk said that AON had subsequently reported (emails – various) that
all the street furniture as above had now been added to the policy and that
the diesel fuel held in IPC’s storage tank had been updated to read “£400”.
AON also added that “data protection” was excluded from the policy and
confirmed that the car park machine and cash therein was covered and
transhipment. (Noted)
(ii) The Clerk also reported that AON had confirmed that IPC’s chainsaw and
engine blower were covered for liability only and not materially. IPC RESOLVED
to leave this as it was. (Noted)
(iii) The Clerk reported receipt of amended papers from AON that included all
the above items and an amended premium fee of £1254.21 (originally quoted as
£1196.40 – last year £1081.86). (Noted)
(iv) IPC RESOLVED to re-affirm the relevant cover; see item 2. (Noted)
(f) Email (dd 4.4.11) from DALC reference “Consultation – Future of Local
Public Audits”: -
(i) The Clerk advised IPC that Cllr Green had reviewed this consultation paper
and in fact had forwarded him his views – email of 26.4.11 refers. (Noted)
(ii) The Clerk advised IPC that with Cllr Green’s consent he had forwarded his
view to DALC (email of 26.4.11 refers). (Noted)
(iii) The Clerk referred to a response from DALC (email dd 3.5.11) that he had
passed on to Cllr Green. (Noted)
(iv) The Clerk said he had forwarded a copy of said email to Cllrs with their
agenda papers. (Noted)
(v) The Clerk then reported receipt of an email (dd 19.5.11) from DALC
reference “Auditors - May 2011”; the Clerk advised that this set out a few
points, highlighted by the Somerset Association of Local Councils of relevance
to External Auditors. (Noted)
(vi) The Clerk said he had forwarded this email to IPC’s cheque signatories
(and IPC’s IA) for consideration; Cllr Green addressed Council. (Noted)
(g) Letter (received 30.4.11) from H M R and C reference “Budget Information,
Basic PAYE Tools, Employer Bulletin – Issue 38, Email Alerts, Do it Online and
Accessing Guidance and Forms”: -
The Clerk said this had been filed for information. (Noted)
(h) Letter (dd 26.4.11) and attachment from Lloyds TSB reference “Cheque
Guarantee Card Scheme Closing and Unplanned Borrowing Charges”: -
The Clerk said he had copied this to Cllrs White, Green, Crombie and Johns
(Cheque signatories) for their information and had been filed for future
reference. (Noted)
(i) Letter (dd 27.4.11) from EDF Energy reference “Outstanding Payment -
£59.77”: The Clerk advised IPC that this account was authorised for payment (IPC
– 21.4.11) and that a cheque had been posted to EDF Energy on 22.4.11; letter
ignored. (Noted)
(j) Letter (dd 29.4.11) from HMR and C reference “Amount Due National
Insurance Employers Liability (£145.92)”: -
The Clerk advised IPC that this account was authorised for payment (IPC –
21.4.11) and that a cheque had been posted to HMR and C on 22.4.11; letter
ignored. (Noted)
(k) Letter (dd 9.5.11) from SWH reference “Outstanding Balance - £57.60”: -
The Clerk advised IPC that this account was authorised for payment (IPC –
21.4.11) and that a cheque had been posted to SWH on 22.4.11; he said he had
contacted the writer who on checking his records confirmed that IPC’s cheque
had been banked 2.5.11, in fact a week prior to the letter being sent out; he
had apologised. (Noted)
(l) Letter (dd 28.4.11) from DCC (Public Rights of Way” reference “P3 Scheme
2010/11: -
The Clerk said this confirmed IPC’s P3 payment of £390.00 (that was noted and
banked – IPC March 2011); it also thanked all those person involved with P3
scheme locally and offered assistance with any projects for coming year.
(Noted)
(m) Email x 2 (dd 10.5.11) from NDC/Thomas Westcott reference “Parish Council
PAYE”: -
The Clerk advised IPC of the content and reminded Cllrs that IPC already had a
system in place which was satisfactory; to be filed for information. (Noted)
(n) Letter (dd 6.5.11) from Instow Community Primary School reference “Request
for Grant: Printing and Ink Costs for Nature Trail Leaflet”: -
(i) The Clerk said he had copied this letter to Cllrs with their agendas
papers (19.5.11). (Noted)
(ii) After a discussion IPC RESOLVED to take no further action in line with
its policy of grant giving. (Noted)
2105/15 PLANNING
a) 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 been briefly discussed at
the last two meeting (March/April) at which a resolution had been passed to
defer the matter for further discussion. He reminded Cllrs they had been
provided with a copy of the covering letter (IPC March 2011) and that IPC’s
PSC had been given the full file for their deliberation. (Noted)
(ii) After a discussion, led by IPC’s PSC, it was RESOLVED to take no further
action until such time as a substantive application was made. (Noted)
b) Extension to dwelling together with balconies and erection of garage at 3
Chichester Close, Instow (Reference No 52236):-
(i) The Clerk reported receipt (dd 21.5.11) of this application and of having
passed it immediately to the Chairman for the attention of IPC’s PSC; for
response by 9th June 2011. (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)
c) Letter (received 21.5.11) from NDC Planning reference “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): -
The Clerk said this stated that this application had been APPROVED with
conditions as listed. (Noted)
d) Letter (dd 20.5.11) from NDC reference “Planning Seminars”: -
(i) The Clerk said this invited Cllrs to seminars on “The Planning Process and
Determining a Planning Application” and “Planning Code of Conduct”; he
provided a copy of the letter to Cllrs at the meeting. (Noted)
(iii) After a discussion it was RESOLVED that if any Cllr(s) wished to attend
they should contact the Clerk. (Action: IPC Cllrs)
2105/16 ANY MATTER RAISED AT THE DISCRETION OF THE CHAIRMAN
There were no matters raised. (Noted)
2/105/17 STANDING ORDER 62 - EXCLUSION OF PRESS & PUBLIC
RESOLVED that in view of the confidential nature of the business about to be
transacted, it was advisable in the public interest, that the press/public be
temporarily excluded and they were instructed to withdraw. (Noted)
2105/18 IPC – CO-OPTION OF COUNCILLORS (x2) - see item 2105/3
(i) IPC discussed this matter and RESOLVED to co-opt Mr Edward Renshaw and Mr
Peter Cook on to Instow Parish Council. (Action: The Clerk)
(ii) In doing so IPC unanimously RESOLVED that the unsuccessful candidate
should be sincerely thanked for putting himself forward for consideration of
co-option particularly as he had proven himself to be eminently suitable to be
a parish councillor; it was noted that all candidates had been subjected to a
thorough and structured interview as part of the selection process. (Action:
The Clerk)
2105/19 OPEN COUNCIL
There being no other business the meeting was closed.
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