Present: - Councillor Moores (Chairman)
Councillors Crombie, Champion, Green, Mrs Hackett, Renshaw and Vandersteen.
Mr M Isaac (Clerk).
In Attendance: Councillor Biederman DCC and 3 parishioners/members of the public.
PRAYERS
Prior to the commencement of the meeting the Clerk led Council in Prayers; it was stressed
that to participate was purely optional. All persons present remained.
24 OPENING OF THE MEETING
The meeting was declared open by the Clerk.
25 APOLOGIES
Apologies were received from Councillors Harrison and Johns
26 APPOINTMENT OF CHAIRMAN 2014/15
RESOLVED that Councillor Moores be appointed Chairman of the Parish Council until re-appointments are made in the next municipal year.
Councillor Moores took the declaration of office.
27 APPOINTMENT OF VICE CHAIRMAN 2014/15
RESOLVED that Councillor Green be appointed Vice Chairman of the Parish Council until re-appointments are made in the next municipal year.
Councillor Green took the declaration of office.
28 COUNCILLOR DECLARATION OF INTERESTS
There were no declarations of interest announced.
29 POLICE REPORT
In the absence of PCSO Meaker the Clerk read the following crime update:
Crime Report: -
For the period between 16th April 2014 and 15th May 2014 there had been 3 crimes recorded.
Theft from a vehicle, obstruction/resisting a Constable in execution of duty and drunk and disorderly.
30 PARISHIONERS QUESTIONS
The Clerk explained that there was 15 minutes set aside for this item with parishioners being given precedence over members of the public.
The following issues were raised:
Mrs Cantle thanked the Parish Council for the provision of the new notice
borads.
She stated that the tarmacking of the Church Path would be completed the following day at a cost of £7,000 and requested that the Parish Clerk be asked to chase up the contractor for the works to the War Memorial. She also stated that the grass had encroached onto the footpaths and needed attention. It was agreed to seek funding from the TAP Fund.
31 REPORT COUNTY COUNCILLOR F. BIEDERMAN
Councillor Biederman reported the following:
That following complaints DCC were seeking to find the landowner of the overgrown hedge from the Beach Car Park to the Marine Army Camp in order to send the appropriate notice to cut the vegetation. It was noted that this was an annual problem and the hedge belonged to Christie Estate
There had been a Special DCC meeting to discuss the impact of the closure of Youth facilities and elderly persons homes as part of the cutbacks. The meeting had been well attended by representatives from North Devon. The outcome was that DCC Executive Councillors would make the decisions on the evidence obtained and alternatives considered.
NDC Overview and Scrutiny Committee had had a positive meeting with the Police Commissioner who admitted the failures of the 101 number
The possibility of the provision of defibulaters located in Fremington, Bickington and Instow funded through his locality budget.
32 REPORT OF DISTRICT COUNCILLOR B MOORES
Councillor Moores reported that the North Devon and Torridge Local Plan had been
approved by NDC for public consultation from the end of May.
33 MINUTES
It was RESOLVED that the minutes of the meeting held on 17th April 2014 be approved as a correct record and signed and signed by the Chairman.
34 MATTERS ARISING FROM THE MINUTES
a) Minute 18 (a) Litter Bins
The Chairman and Clerk updated Council on the meeting held with NDC Officers.
It had been agreed that NDC would replace 3 litter bins and that IPC would also 3 replace 3
bins. The 3 bins to be provided by IPC would hopefully be funded through the TAP Fund.
NDC had put the sponsorship proposals on hold pending planning and legal issues raised to
be investigated.
NDC had also agreed to provide materials to smarten up the other litter bins.
b) Minute 19 Meeting with Christie Estates
It was noted that the Clerk was waiting confirmation from Christies Agents on the date of next
meetng.
c) Minute 20 De-designation of Instow Beach as a BathingBeach
Councillor Green reported that following the last meeting DEFRA had confirmed that the
Current signs were appropriate and had agreed to review Instow Beach designation as a
Bathing Beach as part of a survey of the beach to be undertaken during the summer.
35 COUNCILLORS BEACH INSPECTION ROTA
The Council considered a beach inspection rota and check list prepared by Councillor
Vandersteen.
Resolved that the rota and check list as circulated be agreed and adopted respectively.
2nd June
4th Aug
Will Vandersteen
7th July
8th Sept
Pearl Hackett
9th June
11th Aug
Bob Harrison
14th July
15th Sept
Michael Champion
16th June
18th Aug
Anthony Johns
21st July
22nd Sept
Michael Green
23rd June
25th Aug
Neil Crombie
28th July
29th Sept
Brian Moores
30th June
1st Sept
Eddie Renshaw
36 CORRESPONDENCE
(i) Matters for discussion/resolution or noting: -
a) The IPC Appointments were agreed (copy attached).
Councillor Green reported that 2 Parish Council representatives were required to serve on the Parish Hall Committee and asked Members for a volunteer.
b) The Council noted 2 emails from Mrs Yeo and John’s Deli and Grocers regarding traders along Marine Parade. Councillor Biederman stated that he was pursuing the issue with DCC Parking Enforcement.
c) The Council noted an e mail from Mr Caddy, SW Coast Path Officer regarding the provision of a dog bin on the foreshore at the end of the track that goes passed the Sandhills Car Park and Cricket Ground.
It was agreed that if SW Coast Path Team or Christie Estate who own the land wished to provide a dog bin the Parish Council would have no objections.
d) The Council noted an email from Mr Rosenthal regarding dogs on the beach. The Chairman reported that he had also received a number of concerns regarding dogs on the beach. It was agreed that the issue would need to be discussed again.
e) The Council agreed to take back the 3 highway verges from the Instow in bloom committee and engage Mr Dave Budd to cut and maintain the 3 areas in liaison with Mr Yeo at an agreed cost of £150 p.a.
It was also agreed that subject to the agreement of the Chairman Mr Budd be asked to cut the area opposite the large layby on the main road from the Army Camp to the Bus Stop.
37 FINANCE
The Clerk updated Council on the present position regarding the lease of the Car Park and
Toilets from NDC.
The Chairman informed Council that he and the Clerk would meet with the Leader of NDC to
pursue the signing of the lease as a matter of urgency.
The Council agreed/noted the following payments/receipts:
1. INCOME: -
Parish Precept April Payment £ 4,457.50
Parish Grant Ditto £ 402.50
Grant Assistance Ditto £ 229.44
Car Park Takings Period ending 25 April 2014 £ 1210.45
Ditto Period ending 15th May 2014 £ 1164.10
Ditto Ditto £ 70.10
TOTAL : - £ 7,534.09
2. EXPENDITURE: -
Mr. B Keane Village Handyman £ 266.80
Mr M. Isaac Clerks Expenses £ 53.02
Mr D Budd Grass cutting (May) £ 340.00
Mr P Cook Beach Cleaning (May) £ 480.00
Mr P. Cook Tractor Repairs £ 571.80*
AON Insurance policy Renewal £ 1,249.51
Mr M. Turner 2 Notice Boards £ 982.00
JJ Bins Dog Bin Emptying £ 70.20
North Devon Council Clerk Salary Recharge +Admin £ .678.67
BT Telephone Bill £ 124.72
M. Champion Envelopes + Stamps £ 7.40
Metric Machine Service and Repair £ 120.74+
Parish On Line Annual Subscription £ 33.60*+
North Devon Council Toilet Cleaning 2012/13 & 2013/14 £ 8,694.00
It was RESOLVED that the above payment to NDC for Toilet Cleaning 2012/13 & 2013/14 be not paid/agreed until the agreement for the lease of the car park and toilets with NDC had been signed and the £60,000 payment from NDC received.
TOTAL: - £ 13,672.46
*£95.30VAT
+£20.12VAT
*+£5.60VAT
3. BANK – STATEMENT OF ACCOUNTS: -
Lloyds Bank Treasurers a/c no. 02348842 as @ 29.4.14 (Statement) = £400.45*
Lloyds Bank Business a/c no. 02350065 as @ 31.3.14 according to Clerks recs= £25,585.59 +
Key: -
* According to Clerk’s records this is ££259.20 ( cheques for £175.20 (908) and £84.00 (911)
uncashed).
+ According to Clerk’s records this is £25,585.59 as at 31.3.14.
NB: - IPC to note that £10,000 was invested (7.1.11) and re-invested (18.1.13 until 18.1.16) to a higher interest account within Lloyds TSB – see IPC November 2010 and item 5 (e) hereafter)
4. RESOLUTION REQUIRED: -
RESOLVED that £13,672 be transferred from Lloyds Bank Business account number 02350065 to Lloyds Bank Treasurers account number 02348842 to cover cheques as at 2 above
5. AUDIT
Letter from Audit Commission (AC) together with Annual Return for the Year ended 31st March 2014 and associated papers: -
(a) Annual Return 2013/14 (General): -
The Council noted that the Auditor 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.
(b) Audited Receipts and Payments Account 2013/14:-
The Council noted that the Auditor had advised the Council to ratify the original “Draft Receipts and Payments Account 2013/14” as amended.
(c) Annual Return (Specific) –
The Council noted that the Auditor 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 and that it should be completed and signed by the Chairperson/Clerk (Responsible Financial Officer) as necessary.
RESOLVED that:
The Annual Return 2013/14, Receipt and Payments Account 2013/14 and Bank reconciliation 2013/14 be APPROVED.
6. MISCELLANEOUS: -
(a) Future Use of Marine (Quay) Car Park following transfer of 99 year Lease by NDC to
IPC:-
This matter had been discussed earlier in the agenda (See minute 37 above).
(b) Tarka Trail Recreational Field – Lease between IPC and DCC (2012 onwards)
Council noted that Possessory Title had now been granted by the Land Registry and the Solicitor was now progressing the lease with
DCC.
(c) Grass Cutting Grant 2014/15: -
Council noted that the order had been received from DCC regarding the Highway Grass cutting 2014/15.An agreement was currently being prepared and the payment to be received would be £2,431.20 incl VAT.
(d) AON Local Insurance Renewal 2014/15: -
Council noted that Councillor Crombie had met with the Clerk and agreed that the Insurance policy renewal should accepted. It was also agreed to renew the Policy with AON for the next 3 years to take advantage of the discount offered.
The following had been previously clarified with the insurance company:
The Beach risk assessment is in order, that a weekly inspection should be in place by a member of the Council to ensure that there are no obvious hazards and recorded and remedial action taken immediately and recorded. It was confirmed that the recording of hours does not have any bearing on the insurance cover.
38 PLANNING
There were no Planning Matters for discussion.
39 MATTERS RAISED AT THE DISCRETION OF THE CHAIRMAN
The following issue was raised:
A. The Chairman reported a recent incident on the beach and the need for access onto the beach through the floodgates and the gates were locked. It was noted that the gates had been padlocked by
Andy Bell, Countryside Service Manager a number of years ago and keys provided to
all emergency services.
B. It was noted that the GCSE Students finished school the following day and usually descended on Instow beach. It was agreed to make PCSO Meaker aware of the matter and ask for the Police to have a presence in the area.
C. Councillor Mrs Hackett reported that there were trees on the Tarka Trail encroaching on the gardens of properties in Kiln Close Lane, that part of the Tarka trail had become overgrown and the seat on the platform was rusted and rotten. It was agreed that Councillor Mrs Hackett report the issues to Andy Bell, Countryside Officer.
There being no other business the meeting was closed at 9.15 p.m.
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