1

APOLOGIES FOR ABSENCE

To RECEIVE any apologies for absence.

2

CONFIRMATION OF MINUTES

To APPROVE the minutes of the meeting of the parish council held on 9 July 2014 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

Police

Police representative

Village Agent

B Smith

Play park, Edney Common

Cllr D Cameron

Village Hall

Cllr A Pipkin

Footpaths/Public Rights of Way

D Taylor

6

REPORT OF THE CLERK

To RECEIVE the report of the clerk

1

Purchase of land and buildings from CCC

This transaction has been extremely slow in proceeding. Much of the delay has arisen because it transpires that CCC had never transferred ownership of the land on which the pumping station sits to Anglian Water. Along with occupation of that land, AW would have rights of way over the land to be acquired by the parish council. CCC has been trying to transfer the land to AW prior to transferring the other part to the parish council, but AW has been unresponsive. This has been holding everything up.

CCC now feels that matters with AW are unlikely to proceed and suggests that in order to move on, the parish council acquires its land subject to whatever rights may already have accrued to AW.

I have asked our solicitor for his opinion on this course of action. He has no strong view on the matter but says that the main advantage is that the parish council’s purchase would be able to proceed. The disadvantage is that the land would remain encumbered by whatever rights AW may have acquired. If these were ever formalised, the parish council would be put to trouble, inconvenience, and expense, although it might be possible to make AW defray the costs. However if this were to happen, at least the parish council would be in control of the negotiations as it would own the land.

The solicitor suggests that as the parish council is taking on land without full knowledge of AW’s rights and with the possibility of having to resolve these at some time in the future, that a reduction in price might be negotiated.

He also says that CCC should transfer the whole of the land, including the part occupied by AW, to the parish council; if CCC held on to that piece of land it would cause practical and technical difficulties for the parish council.

I have asked CCC to consider these two points.

The parish council is asked to AGREE to proceed with the property purchase without knowledge and evidence of AW’s rights, but if possible CCC should transfer the whole piece of land, including that occupied by AW.

2

Control of Street Trading

Chelmsford City Council has added the village hall grounds and the land to the rear of the village hall to the areas exempt from the designation of Consent Streets. The play area at Edney Common was not agreed as an exempt area; however, should the need to apply for a licence to sell goods on this land arise, then there would be no charge for the licence as long as it was for a community or charitable event.

3

Review of Polling Districts and Polling Places in Chelmsford

Chelmsford City Council is required to carry out a review of polling districts and polling places every four years to ensure that the arrangements are logical and reflect the local community, and that the places are conveniently located and accessible. CCC has consulted the parish council on its proposals.

For Highwood, no changes are planned as the area is unaffected by major development, the current boundaries are satisfactory and the current polling place is satisfactory.

If the parish council agrees with this assessment, there is no need to make any comment on the consultation other than to confirm there is no objection.

4

Verge adoption, St Paul’s church to bus stop

This has proved somewhat convoluted. I have had no response from ECC despite chasing several times and leaving messages. Cty Cllr Aldridge chased it up with Highways Dept and he has had a reply from the Member Enquiries Officer, but as she has been acting as a go-between with Highways it appears that the parish council’s request has not been fully understood. I finally managed to speak to a person in Highways and have forwarded my original email. Hopefully having made contact with a specific individual, the request may get moved forward.

Meanwhile, while the matter was “going round the houses”, the Highways Dept asked the Local Highways Panel to do a feasibility study on a footway between the church and the Loves Green pavement. If this proceeded then presumably the parish council would not need to continue with its plan.

5

Grass cutting

Cllr Pipkin has pointed out that the verge opposite Pools Lane has not been cut for some months. I have checked with the contractor; it appears he has lost some staff and is having difficulty in fitting in jobs such as Highwood’s which are low frequency. I have asked him to deal with the outstanding cuts as a matter of urgency and they should have been carried out on 3 September.

It is likely that the council will need to look for a new contractor for the 2015 season, and quotes will be sought in the new year. For information, the current grass cutting schedule is attached.

6

Local Highways Panel

Highwood has three schemes in for consideration by the Local Highways Panel – traffic management improvements in Edney Common and Loves Green, and provision of a footway between the two hamlets. The meeting of the panel in June agreed that feasibility studies should be carried out on all three schemes.

7

Pools Lane

An email from Cty Cllr Aldridge has been forwarded to councillors. A response from MP Alan Haselhurst has also been forwarded.

8

Councillors’ details in parish magazine

At present councillors’ phone numbers are printed in the parish magazine. Members are asked if they would like their email addresses included as well. The editor thinks she will be able to fit these in.

9

Former “Quality Council” scheme

The Quality Council Scheme, initiated in 2003, is to be re-launched as the Standards of Practice Scheme. The new scheme will have three levels. Achievement of the award will demonstrate that the council meets minimum standards in various areas.

There will be a pilot scheme in place this autumn and Essex Association of Local Councils has asked if Highwood would like to be one of the pilot subjects. Councils in the pilot scheme will not have to pay an application fee and will receive assistance from EALC in meeting the standards.

Information about the scheme has been forwarded to councillors.

The council is ASKED if it wishes to participate.

10

Workplace Pensions

New legislation requires employers to enrol eligible employees into a pension scheme automatically, and to pay a contribution towards the pension. The relevant date for the parish council is 1 June 2015.

At the present level of salary the clerk would not be eligible for automatic enrolment. However non-eligible employees may be able to opt in to a pension scheme and this may need to be borne in mind when setting the budgets.

7

LITTER PICK

To discuss arrangements for a litter pick in spring 2015.

8

EMERGENCY PLAN

Following the attendance of Cllrs Cameron and Latham at the Community Resilience workshop, the council is asked to continue with completing information in the Emergency Plan.

The template as was circulated for the last meeting has been re-sent for convenience.

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 2 September 2014.

9.3

Annual Return

The council’s Annual Return has been approved by the external auditor. A copy of the certificate has been circulated to councillors. In respect of the comment in box 2, this matter has already been rectified by the council.

All the post-approval statutory requirements have been carried out.

10

HIGHWAY MATTERS REPORTED BY COUNCILLORS

1          Speeding Traffic (standing item)

2          Road racing for cycles – an email from Cty Cllr Aldridge has been circulated.

3          Overhanging vegetation – an email from Cty Cllr Aldridge has been circulated.

11

COMMUNICATIONS AND CORRESPONDENCE

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

12

DISTRIBUTION BAG

Bus & train maps for Essex July 2014

EALC AGM agenda & Annual Report

13

DOCUMENTS ON DEPOSIT

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

None.

14

PLANNING APPLICATIONS

a)

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

App. no.

14/01077/FUL

Location

Rose Cottage

Proposal

Blackmore Road

Comment

No objection

App. no.

14/01215/FUL

Location

Far View, Loves Green

Proposal

Demolition of rear existing conservatory to construct a single storey rear extension, replace flat roof over existing car port with new pitched roof and raised rear patio area.

Comment

No objection

App. no.

14/01301/FUL

Location

Budds Farmhouse, Ingatestone Road

Proposal

Detached garage and store

Comment

No objection

App. no.

14/01327/FUL

Location

Longfield, Cooksmill Green

Proposal

Proposed new detached cartlodge and garage

Comment

No objection

App. no.

14/00927/FUL

Location

New Barnes Farm, Ingatestone Road

Proposal

Demolition of existing building and construction of 2no. 3 bedroom bungalows and 2no. detached garages. Associated access works, hardstanding and landscaping

Comment

The council objects to this application as it is on green belt land and granting it would set a precedent. The plans are unclear as there are two buildings which appear to cross the site boundary and would presumably be demolished. The site has already seen two new dwellings built where previously there were none, and has also had previous applications for development refused.

b)

To CONSIDER the following planning applications

None.

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.

14/00937/FUL

Location

Hollowdene, Cock Lane

Proposal

Enlargement of existing porch and roof-space accommodation with insertion of front & side dormer windows & rear dormer window with Juliette balcony & internal alterations.

App. no.

14/00806/FUL

Location

Fidlers Moat, Loves Green

Proposal

Ancillary building, stables and the conversion of garage roof space including two dormers and an external staircase & door

App. no.

14/01077/FUL

Location

Rose Cottage

Proposal

Blackmore Road

App. no.

14/01215/FUL

Location

Far View, Loves Green

Proposal

Demolition of rear existing conservatory to construct a single storey rear extension, replace flat roof over existing car port with new pitched roof and raised rear patio area.

REFUSED

App. no.

14/00999/CLEUD

Location

Oak Lodge, Loves Green

Proposal

Storage containers (30 no.) for rental and service yard

e)

PLANNING CORRESPONDENCE

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

15

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.

16

DATE OF NEXT MEETING

Wednesday 12 November 2014