Agenda 10th May 2017

 

Highwood Parish Council

 

66 Victoria Road, Writtle, Chelmsford CM1 3PA 

 

3 May 2017

 

To:      MEMBERS OF HIGHWOOD PARISH COUNCIL

 

You are hereby summoned to attend the annual meeting of Highwood Parish Council to be held at 7.30 pm on Wednesday 10 May 2017 in the Village Hall, Loves Green, Highwood CM1 3QG, to transact the business shown in the agenda.

 

Please note the Annual Parish Assembly will be held prior to the Council meeting, at 7.00 pm.

 

The press and public are welcome to be present.

 

Louise R Fuller

Clerk

 

 

A G E N D A

 

1

ELECTION OF CHAIRMAN

 

To ELECT the Chairman of   the Council for the year 2017/18.

The Chairman will then execute   the Declaration of Acceptance of Office as Chairman.

 

 

2

APPOINTMENT OF VICE CHAIRMAN

 

To APPOINT the Vice   Chairman of the Council for the year 2017/18.

 

 

3

APOLOGIES FOR ABSENCE

 

To RECEIVE any apologies   for absence.

 

 

4

CONFIRMATION OF MINUTES

 

 

To APPROVE the minutes of   the meeting of the parish council held on 8 March 2017 as a correct record.

 

 

5

DECLARATIONS OF INTEREST

 

5.1

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. Members are reminded to check that the   information contained on their Register of Interests forms remains   up-to-date.

 

 

5.2

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.

 

 

6

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.

 

 

7

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

Mandy reports that the main   problem at present is where paths have been sown over. Farmers are supposed to leave the line of   the path clear but this is not happening.   Cllr Sargent reports the same issue.

 

 

8

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

1

Annual Parish Assembly

The   statutory agenda was placed in noticeboards and on the website, along with a   small poster which included more information about the nature and purpose of   the meeting. An advertisement was also   placed in the May parish magazine.

 

 

2

Parish magazine

The parish   magazine is now to be published on a bi-monthly basis, and the editor is   David Taylor.

 

 

3

Section 106 money

CCC says:

“I   understand that ideally the Parish Council would like the freedom to spend   the S106 contributions on any infrastructure, however if we were to rely   solely on an email/letter from the developer as confirmation of this there is   an element of risk involved. The developer may not honour that, for example   if a new director were to then take charge. We could then end up with the   possibility of having to repay the contribution in the future because we   covenanted that the contribution would be used for a specific purpose.

 

If   you wish to go down the informal route then we would want an indemnity from   the Parish Council saying that they would repay to Chelmsford City Council   any legal costs and repayments to the developer that we will incur.  It   may be better to obtain a Deed of Variation from each developer prior to the   use of the contributions for different purposes.”

 

The   council is ASKED how it wishes to proceed. Councillors will recall that obtaining   deeds of variation is likely to be an expensive legal business.

 

 

4

HMRC annual returns for PAYE and VAT

These have   been successfully submitted before the statutory deadline. In 2016/17 the council paid more in VAT   than it collected, so a refund of £330.00 has been paid by HMRC.

Payroll for   the new tax year has been started.

 

 

 

9

FINANCE

 

9.1

 

Accounts for   payment

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

 

 

9.2

To NOTE the account balances   as at 30 April 2017.

 

 

9.3

2

To REVIEW the council’s   risk assessment and management document.   A copy has been circulated to councillors.

 

 

9.4

2

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annual Return 2016/17

The Annual Return comprises the   council’s accounts for 2016/17. A copy   of the blank form has been circulated and also Section 2, completed. Section 4 has not yet been returned by the   Internal Auditor but should be available in time for the meeting.

 

1          To consider the   report of the Internal Auditor

            Mrs N Powell Davies has agreed to   continue as the council’s internal auditor.

            Section 4 of the   Annual Return is a summary of the report of the internal auditor, to NOTE   (to follow).

            It is hoped that the   full report of the internal auditor will be available in time to be   circulated to councillors before the meeting. The council is asked to CONSIDER it and any   recommendations made. If the report is   not available in time, it will be put to the next meeting. As the last report was considered in May   2016, the requirements for the financial year have been met anyway.

 

2          Annual Governance Statement

            The council is   required to have a sound system of internal control which

i            facilitates the effective exercise   of its functions and the achievement of its aims and objectives

ii           ensures that the financial and   operational management of the authority is effective

            iii          includes effective arrangements for the management of   risk;

and it is required to review the effectiveness of its   system of internal control prior to answering the questions asked in Section   1 of the Annual Return, the Annual Governance Statement. Considering the questions asked in the   Annual Governance Statement constitutes a review of the system of internal   control.

 

The council is asked to CONSIDER   the questions asked in section 1 of the Annual Return, the Annual Governance   Statement, and DECIDE its answers.

For information, in respect of   qu.4, electors’ rights, the clerk can confirm this has been complied with.

 

3          Accounting Statements

            The council is asked to AGREE Section 2 for   submission to the external auditor, PKF Littlejohn.

 

4          Additional   information

            As the Annual   Return is very basic, additional information which is more useful to the   council has also been circulated. This   comprises a summary Receipts and Payments account comparing 2015/16 with 2016/17   and including the budget for 2016/17, and explanatory notes.

 

5          Asset Valuation   Policy

            Local councils do   not account for their assets in the same way as a business does. There is no depreciation and no balance   sheet which includes assets. No   particular method of asset valuation is specified in proper practices so   authorities may use any reasonable approach to be applied consistently from   year to year. The method of asset   valuation should be set out in a policy approved by the authority and   recorded in the asset register.

The council is asked to   consider and AGREE the following proposed Asset Valuation Policy, which   effectively codifies the current practice.

1          The council’s assets   register is a record of all the council’s assets, including land and   buildings, street furniture, play equipment, office equipment, any other   significant property, and legal agreements such as leases.

2          Tangible property,   such as land and buildings, which might have a resale value or is a   significant purchase is recorded in the register at its acquisition   cost. This value will not vary in   subsequent years.

3          Tangible property   which has borne a cost of acquisition but has no resale value e.g. play   equipment, street furniture etc will be listed in the register as community   assets with a nominal value of £1.

4          Intangible assets   such as leases, which might attract income, will be listed in the register   for information but will not be given a value.

5          Assets which are no longer held will be removed from the   register in the year following their disposal.

           

 

 

9.5

Review and renewal of council’s insurance

The invitation to renew the   council’s insurance with Zurich has not yet been received; if it comes prior   to the meeting, it will be forwarded to councillors for information. This is the final year of the council’s three-year   long term agreement which will expire on 31 May 2018. The cost of renewal is not yet known but it   will go up due to the increase in insurance premium tax.

 

For information, a simple   summary of the council’s cover is as below; please ask for full details if   required:

Public Liability                         £12,000,000 Limit of   Indemnity

Employer’s Liability                 £10,000,000 Limit of Indemnity

Libel and Slander                    £250,000 Limit of Indemnity

Money                                     Non-negotiable money £250,000

                                                Other Money – see   policy

Fidelity Guarantee                  £250,000 Limit of Indemnity

Legal Expenses                      £100,000 Limit of   Indemnity

Personal Accident                   Capital Benefits £50,000

                                                Temporary Total   Disablement £200pw

 

The council’s property is not   insured for damage, theft etc. The   question of insuring the garages is still not resolved.

 

 

9.6

Cheque signatories

To confirm cheque   signatories/on-line banking authorisations for 2017/18; currently Cllrs.   Cameron, Latham, Horsnell and Sargent.

 

 

10

HIGHWAY MATTERS   REPORTED BY COUNCILLORS AND CLERK

1          Speeding Traffic   (standing item)

2          Vegetation   overhanging the highway at Portland Cottages (Cllr Horsnell)

 

 

11

SIGNS FOR LITTER PICK  

Following a successful litter pick in 2017, it has been   suggested that the council should purchase new warning signs for the 2018   litter pick. Costs are in the region   of £50 for a full-size sign on a stand with a graphic and wording “litter   picking in progress”.

 

 

12

FLYTIPPING (Cllr   Horsnell)

To consider prevention of flytipping, possible cameras   etc.

 

 

13

 

COMMUNICATIONS AND CORRESPONDENCE

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

 

 

14

DISTRIBUTION BAG

None.

 

 

15

 

DOCUMENTS ON DEPOSIT

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

None.

 

 

16

PLANNING APPLICATIONS

 

a)

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

 

 

App. no.

17/05051/TPO

 

 

Location

Hoppits, Loves   Green

 

 

Description of works

T1 Pine –   remove to ground level – dying

 

 

Comment

Object; the   tree is in good health and is not dying.

 

 

 

 

 

 

App. no.

CC/CHL/80/11

 

 

Location

Highwood   Primary School

 

 

Description of works

Continued use of the two temporary class bases until 31 August 2022   without compliance with condition 2 (time limit) attached to planning   permission CC/CHL/80/11

 

 

Comment

No objection

 

 

 

 

         

 

 

 

b)

To CONSIDER the following   planning application.

 

 

App. no.

17/00720/FUL

 

 

Location

Westlands,   Highwood Road, Edney Common

 

 

Description of works

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

 

 

 

 

 

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.

17/00155/FUL

 

 

Location

Red House,   Highwood Road, Edney Common

 

 

Proposal

Two storey   side extension, single storey side and rear extension

 

 

 

 

 

 

App. no.

14/00385/MAT

 

 

Location

Church Farm,   Highwood Road, Edney Common

 

 

Proposal

Removal of   condition 4 from planning permission 14/00385/FUL (Code for sustainable   homes)

 

 

 

 

 

 

App. no.

17/00243/FUL

 

 

Location

Horsfrith Park   Bungalow, Radley Green

 

 

Proposal

New chalet   bungalow to replace existing bungalow

 

 

 

No objection

 

 

 

 

 

 

APPEAL SUBMITTED

 

 

App. no.

16/01236/FUL

 

 

Appeal ref.

APP/W1525/W/17/3169108

 

 

Location

Land North Of New Barnes Cottages,   Ingatestone Road

 

 

Proposal

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

 

 

 

 

e)

 

 

PLANNING CORRESPONDENCE

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

 

Chelmsford City Council Local   Plan Consultation – Preferred Options

 

 

f)

OTHER PLANNING MATTERS

1          Planning Briefing

            Cllrs Cameron and   Sargent will report on their recent attendance at EALC Planning Briefings.

 

 

 

2          Meeting potential planning applicants.

            The council is asked to consider drawing up a clear   policy on whether or not it will meet potential applicants for planning   permission prior to a formal application being submitted. There could be advantages if there is a   possibility of community benefit arising from an application, or the council   can point out to an applicant features which are or are not acceptable to the   council, but there are also pitfalls if the council is seen to be giving in   to pressure and sacrificing principles to obtain community benefit, or if it   appears to be taking a biased decision on an application due to having had a   prior meeting (pre-determination).

 

3          Showmen’s planning application.  

            Correspondence has   been forwarded to councillors about this application; the council is asked to   consider if any further action is required.

 

 

 

 

17

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.

 

 

18

DATE OF NEXT MEETING

7.30 p.m. Wednesday 12 July   2017

 

 

19

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 a property matter.

 

 

20

 

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.