1

APOLOGIES FOR ABSENCE

To RECEIVE any apologies for absence.

2

CONFIRMATION OF MINUTES

To APPROVE the minutes of the annual meeting of the parish council held on 8 May 2013 as a correct record.

3

DECLARATIONS OF INTEREST

3.1

Councillors to DECLARE any disclosable or other pecuniary interest or other interest in any items on the agenda, in accordance with the adopted Code of Conduct.

Pecuniary or other interests should be declared at this time, or at any point in the meeting where they become apparent.

Councillors must inform the Monitoring Officer of Chelmsford City Council, via the Clerk, within 28 days of becoming aware of any change in their pecuniary or other interests.

3.2

DISPENSATIONS

To CONSIDER any requests for dispensation from the provisions of S31(4) of the Localism Act 2011.

S31(4) states that a member may not participate in any discussion or vote upon a matter, at the meeting, in which he/she has a disclosable pecuniary interest.

Requests for dispensation must be made in writing to the Clerk.

4

QUESTIONS FROM MEMBERS OF THE PUBLIC

To RECEIVE questions from members of the public.

In accordance with the agreed procedure public questions will be taken and shall be limited to a maximum of 15 minutes or such other period as may be determined by the Chairman of the meeting.

5

CO-OPTION

Following the resignation of Cllr Heginbotham, the statutory notice was posted entitling ten electors to call for a bye-election. No request was received so the council is free to co-opt a councillor.

Glenn Dobson submitted an application for co-option to the last vacancy on the council. His details were circulated previously. Mr Dobson has signed the declaration confirming his eligibility for the office of councillor.

The council is asked to CONSIDER the application for co-option.

As the candidate has been sent a copy of the agenda within the statutory timetable, if successful he may execute the Declaration of Acceptance of Office and join the meeting.

6

REPORTS

To RECEIVE brief reports on the following matters.

Chelmsford City Council

City Cllr N Chambers

Essex County Council

Cty Cllr J Aldridge

Police

Police representative

Village Agent

Brenda Smith

Play park, Edney Common

Cllr D Cameron

Village Hall

Cllr A Pipkin

Footpaths/Public Rights of Way

D Taylor

7

REPORT OF THE CLERK

To RECEIVE the report of the clerk

1

Annual Return (Accounts 2012/13)

The annual return and accompanying documentation were sent to the external auditors, before the appointed deadline.

2

Litter pick

The postponed litter pick took place on Sunday 23 June 2013 and was successful with 28 people attending. Unfortunately one of the joint co-ordinators was unwell so was not able to assist.

3

Purchase of land and buildings from CCC

The Heads of Terms have been agreed and solicitors will now be instructed.

4

Play Area Inspection Report (Edney Common)

The report for 2013 has been forwarded to councillors.

5

Winter Salt Bag Partnership Scheme 2013/14

The council is asked if it wishes to participate in the Winter Salt Bag Partnership Scheme for the winter of 2013/14. Details of the scheme have been forwarded to councillors.

6

Affordable Housing/Housing Needs Survey

The results of the Housing Needs Survey have been forwarded to councillors. Moira Groborz, RCCE Rural Housing Enabler, explained that as the recommendation from the survey was for three units to be provided, and the development at the Nest would provide four units, there did not appear to be a requirement for a rural exception site scheme in Highwood.

7

Rest Centre

Awaiting confirmation from the Village Hall Committee that the building may be used as the rest centre.

8

FINANCE

8.1

Accounts for payment

To APPROVE the accounts for payment (list will be available at the meeting).

8.2

To NOTE the account balances as at 3 July 2013.

8.3

2

Internal audit

The report of the Internal Auditor has been circulated to councillors. The council is ASKED to consider the report and its recommendations.

8.4

Bank account on-line banking access

When the councillors were originally set up to authorise payments on-line, the only available suitable level of access was to View, Submit and Authorise. There is now an additional level of access available, and the clerk recommends changes to improve the controls. The clerk only has access to view the accounts, transfer money between accounts internally, and submit payments.

Recommended:

The access level of the councillor signatories be set at View and Authorise.

9

HIGHWAY MATTERS REPORTED BY COUNCILLORS

1          Speeding Traffic (standing item)

            Possible 20mph limit outside the school (Cllr Latham)

2          ECC highways – lack of basic maintenance is leading to problems (Cllr Horsnell)

3          Overgrown hedges/overhanging trees in Ingatestone Road & Blackmore Road (Cllr Horsnell)

10

PARISH MAGAZINE

Further to the report made to the last Council meeting, no further word has been received from the vicar as to future responsibility for the parish magazine, so it is assumed that the church is retaining control.

With the recent change in editorship of the parish magazine and the resignation of Cllr Heginbotham, who was the council’s representative in respect of the magazine, this would seem an opportune time to tidy up some relevant matters.

1          As the council pays the costs of the magazine, should it have any input into the content, editorial policy etc of the magazine? Items 11-14, 16 & 17 of the report submitted to the last meeting could form the basis of this if desired, with an addition that items submitted by the parish council must be included.

2          Should the council continue to have a “representative” responsible for the magazine, and if so, what would this role entail and where would its authority to act come from? (Note: The magazine editor was to ask Cllr Heginbotham for permission if the number of pages was to exceed 24; now he is no longer a councillor this function needs to be carried out by someone else.)

3          Finance: it would be preferable for the PCC to pay all invoices during the year, including printing costs, editor’s expenses etc, and to submit an application for grant funding once a year; the application to include a full account for the magazine, with copies of all invoices paid and to take into account income received from advertising.

11

VILLAGE FAIR

Discussion of village fair in 2014 (Cllr Tyler).

12

COMMUNICATIONS AND CORRESPONDENCE

To RECEIVE such communications and correspondence as the Clerk may place before the Council.

13

DISTRIBUTION BAG

EALC mailing May, June 2013

Essex Playing Field Spring 2013

Housing Needs Survey April 2013

CCC Housing Survey June 2013

RCCE AGM & Annual Review 2012/13

14

DOCUMENTS ON DEPOSIT

To RECEIVE notice of the following documents received by or deposited with the Clerk.

None.

15

PLANNING APPLICATIONS

a)

To NOTE the parish council’s comments made on planning applications between meetings.

App. no.

13/00555/FUL & 13/00556/LBC

Location

Montagues Farm, Loves Green

Proposal

Single storey rear extension to utility room

Comment

No objection

App. no.

13/00634/FUL

Location

1 New Barnes Cottages

Proposal

Construction of orangery/conservatory to the rear

Comment

No objection

b)

To CONSIDER the following planning application

App. no.

13/00854/FUL

Location

Nortons, Radley Green

Proposal

Raising of roof to accommodate loft conversion with front & rear dormer windows and alterations to fenestration front entrance porch

c)

To CONSIDER any other planning applications received since the agenda was prepared.

d)

DECISIONS BY CHELMSFORD BOROUGH COUNCIL

To NOTE the following planning decisions by Chelmsford Borough Council.

GRANTED

App. no.

13/00555/FUL & 13/00556/LBC

Location

Montagues Farm, Loves Green

Proposal

Single storey rear extension to utility room

App. no.

13/00428/FUL

Location

Land at Wellington House, Cooksmill Green

Proposal

Change of use and internal and external alterations of redundant farm buildings to create a self contained dwelling

App. no.

13/00634/FUL

Location

1 New Barnes Cottages

Proposal

Construction of orangery/conservatory to the rear

No objection

e)

PLANNING CORRESPONDENCE

i           To NOTE any planning correspondence received and respond to             consultations as appropriate.

1          Planning Obligation Supplementary Planning Document – draft for consultation. email has been circulated to councillors.

f)

PLANNING WORKING GROUP

Cllrs Latham and Heginbotham formed a working group to look at planning applications and draw any important points to the attention of other councillors. Councillors are asked for volunteer(s) to join Cllr Latham on this group.

16

OTHER URGENT BUSINESS – for information only

To NOTE any matter of an urgent nature which a Member or the Clerk may wish to draw to the attention of the Council, and/or request to be included on the agenda for the next meeting of the Council.

Note: no decisions may be taken during this item as the required statutory notice of the business will not have been given.

17

DATE OF NEXT MEETING

7.30 p.m. Wednesday 11 September 2013