Agenda 12th July 2017

Highwood Parish Council 

66 Victoria Road, Writtle, Chelmsford CM1 3PA 

 

To:      MEMBERS OF HIGHWOOD PARISH COUNCIL

 

You are hereby summoned to attend a meeting of Highwood Parish Council to be held at 7.30 pm on Wednesday 12 July 2017 in the Village Hall, Loves Green, Highwood, to transact the business shown in the agenda.

 

The press and public are welcome to be present.

 

Louise R Fuller

Clerk

 

 

A G E N D A

 

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 10 May 2017 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

REPORTS

To RECEIVE brief reports on the following matters.

 

Chelmsford City   Council

City Cllr N   Chambers

 

Essex County   Council

Cty Cllr J   Aldridge

 

Play park,   Edney Common

Cllr D Cameron

 

Village Hall

Cllr C Sargent

 

Public Rights   of Way

M Martin

 

 

6

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

1

Annual Return

Subsequent   to the council’s agreement of the annual return at the last meeting, it has   been publicised on the noticeboards with the requisite information about   electors’ rights in respect of the accounts.

The Annual   Return and all requested supporting information has been sent off to the   external auditor, PKF Littlejohn.

 

 

2

Section 106 money

Advice is   being sought from Essex Association of Local Councils about whether any other   councils have successfully obtained agreement to use S106 money as though it   had been received through the Community Infrastructure Levy.

 

 

3

 

Edney Common Play Area

1          Annual   Inspection

The report   of the annual inspection of Edney Common has been received and forwarded to   councillors for consideration.

2          Correspondence   from local resident

A local   resident has emailed to say:

I am   contacting you regarding the children’s play area and grounds situated at   Edney Common – CM1 3QE ( opposite the Green Man Pub ) on Highwood Road –   Chelmsford, Essex.

Can we   request, as close by residents who use this area often for our children and   for adults to meet with their children, that this area of grass gets cut   frequently and that all Stinging Nettles / Rose Bushes be pruned or removed   please. I took my young son to this play area just this week and we couldn’t   even play or spend time in the park area due to the length of the grass and   the surrounding Rose bushes and Stinging Nettle bushes ( extremely sharp and   have numerous thorns / prickles ) – It really is such a shame, it is a small   and lovely little park and yet cannot be used due to the above comments. Also   there are a few ( 3-4 ) children’s apparatus for them to play on, these are   very old and decrepit and need to be replaced or removed with New apparatus   and fun amusements. Can I also suggest some Football goals or similar also (   Nets / Cages ) – this would be a very highly sought after location for the   locals to then use safely with their children and a clean, safe and fun place   to attend.

 

 

4

Salt Bag Partnership Scheme

Following   receipt of the invitation from ECC Highways to participate in the 2017/18   Salt Bag Partnership, the invitation was accepted and a delivery of one tonne   of salt will be made to Cllr Horsnell in September/October.

 

 

5

Local Highways Panel Schemes

Designs for   the two traffic management schemes for Edney Common and Loves Green are due   to be delivered in 2017/18. The Panel   would then make a decision as to whether to fund implementation of the   schemes in 2018/19. There is no   guarantee of the outcome, but in the past, where the Panel has funded   feasibility/design schemes, it has generally gone on to fund the resulting   scheme.

The design   of the footway between Edney Common and Loves Green is on the Potential   Schemes List and would need a recommendation from the Panel to bring it into   the approved works programme. (Note   this is only funding of the design so the scheme has not got as far as the   traffic management ones above.)

 

 

6

Litter picking road warning signs

As suggested, Blackmore Parish   Council was asked if it wished to share the ownership and costs of the signs   Highwood Parish Council was proposing to purchase. Blackmore might be interested, although   they have never used signs before. The   signs would probably be stored at Highwood village hall, as they have been in   the past. Blackmore expressed concern   about the transportation of the signs, which would require a sizeable   vehicle. There could be a problem if   one council picked a date for its litter pick which was also the other   council’s preferred date.

The council is ASKED   if it wishes to continue discussions with Blackmore about sharing the   signs.

 

 

 

7

FINANCE

 

7.1

 

Accounts for   payment

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

 

 

7.2

To NOTE the account   balances as at 30 June 2017.

 

 

7.3

 

Internal Audit

The report of the Internal   Auditor for 2016-17 has been circulated to councillors. There are no adverse comments, but the   council is advised to carry out the review of its risk assessment and   management in greater depth.

 

 

7.4

 

Risk Assessment and Management

The review of the council’s   risk assessment and management was deferred from the last meeting, pending   comments expected from the Internal Auditor.   The council is now requested to carry out an in-depth review of its   risk assessment and management. A copy   of the current document has been circulated to councillors.

Specific changes recommended by   the clerk as a result of suggestions from the internal auditor for areas to   consider are:

Under Finance, add

Hazard: Abuse of online   banking; probability: low; severity of impact: high; risk rating: medium;   control measures: access to online banking limited to the clerk and the   councillor signatories, clerk sets up payments which are then authorised by   two councillor signatories, councillor signatories have view and authorise   access only, clerk has view and set up payments access only, clerk has access   to transfer money between current and deposit accounts to ensure adequate   liquidity to pay invoices whilst obtaining maximum interest on funds, every   individual with access to online banking has his/her own log-in details   unknown to anyone else, all online transactions have a visible trail which   shows who has submitted the payment and who has authorised it.

Under Employees, Long term   absence or sudden resignation of clerk, control measures, add

Electronic records and hard   copies of information can be handed over to Chairman; cheques can be written   as an alternative to electronic payments if clerk is unavailable to submit   online payments; locum clerk can be appointed; advice can be sought from   Essex Association of Local Councils.

 

Councillors are invited to   offer any other suggestions for amendments to the Risk Assessment and   Management document.

 

 

8

HIGHWAY MATTERS   REPORTED BY COUNCILLORS AND CLERK

1          Speeding Traffic   (standing item)

 

 

9

 

COMMUNICATIONS AND CORRESPONDENCE

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

 

 

10

DISTRIBUTION BAG

None.

 

 

11

 

DOCUMENTS ON DEPOSIT

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

None.

 

 

12

PLANNING APPLICATIONS

 

a)

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

 

 

App. no.

17/01141/FUL

 

 

Location

1 Kingscourt   Cottages, Cooksmill Green

 

 

Proposal

Proposed two   storey side/rear extension. Single   storey side/rear extension and detached garage/sun room

 

 

Comment

No objection

 

 

 

 

 

b)

To CONSIDER the following planning application.

 

 

App. no.

17/01041/FUL

 

 

Location

Red House,   Cooksmill Green

 

 

Proposal

Partial   demolition of house

 

 

CCC has agreed   to extend the deadline for comments on this application to allow it to be   considered at this meeting.

 

 

 

 

c)

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

 

 

 

 

 

d)

DECISIONS BY CHELMSFORD CITY COUNCIL

To NOTE the following planning decisions by Chelmsford   City Council.

 

 

 

GRANTED

 

 

 

App. no.

17/00720/FUL

 

 

Location

Westlands,   Highwood Road, Edney Common

 

 

Proposal

Construction   of stable block, ménage, and change of use of land to grazing for horses

 

 

 

 

 

 

APPEAL REFUSED

 

 

Location

Land north of   New Barnes Cottage, Ingatestone Road

 

 

Proposal

Proposed   stables, tack room, feed store, hardstanding and courtyard. New access road.

 

 

Appn. ref.

16/01236/FUL

 

 

Appeal ref.

APP/W1525/W/17/3169108

 

 

 

 

 

e)

 

 

PLANNING CORRESPONDENCE

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

None.

 

 

 

 

13

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.

 

 

14

DATE OF NEXT MEETING

7.30 p.m. Wednesday 13   September 2017

 

 

15

EXCLUSION OF PRESS AND PUBLIC

To RESOLVE to   exclude the press and public from the following item under the Public Bodies   (Admission to Meetings) Act 1960 as it contains confidential information   relating to property matters.

 

 

16

 

PROPERTY   MATTER

Report has been emailed to parish councillors. Please note the information therein must be   kept confidential and is for the information of parish councillors only.