Agenda 11th November 2015

Highwood Parish Council 

66 Victoria Road, Writtle, Chelmsford CM1 3PA 

5 November 2015 

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 11 November 2015 in the Village Hall, Loves Green, Highwood, CM1 3QG, to transact the business shown in the agenda. 

The press and public are welcome to be present. 

Louise R Fuller

Clerk

 

  AGENDA

 

1

APOLOGIES FOR ABSENCE

 

To RECEIVE any apologies for absence.

 

 

2

CONFIRMATION OF MINUTES

 

 

To APPROVE the minutes of the meeting of the meeting of the parish council held on 9 September 2015 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

Play park is currently closed

 

Village Hall

Cllr C Sargent

 

 

6

COUNCILLOR RESIGNATION

To note the resignation from the council of Julia Griffin. The statutory notice advertising the vacancy has been posted and no request for a by-election has been received.

This means the council now has three vacancies available for co-option. With only four councillors in post it is important to fill these vacancies. Strenuous efforts need to be made to find candidates and suggestions are invited for actions which could be taken to this end.

 

 

6

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk

 

1

Chelmsford Taxibus vehicles parking in Sparrows Close

Complaints were received about Chelmsford Taxibus vehicles, related to a tenant in Sparrows Close, being parked on the grass triangle. A letter was sent asking him to stop immediately.

 

2

PRoW Officer

An article inviting parishioners to come forward to fill this position was placed in the parish magazine but has so far yielded no results.

 

3

Allotments, Radley Green

The annual rent for the allotments has been demanded and received.

 

 

 

7

LITTER PICK 2016

To discuss the arrangements for the 2016 litter pick.

 

 

 

8

 

 

 

GRASS CUTTING CONTRACT

A new grass cutting specification and contract has been in place for 2015. The council is asked to REVIEW the specification and decide if it requires any changes for 2016. A copy of the current specification is attached for information. Note: the contractors carried out an additional cut of the play area at Edney Common and the grass area at the rear of the village hall in August.

The contractors were asked for their feedback on the operation of the contract this year and said:

1. The first cut to be earlier in the season (appreciate this year there was a change over in contractors and also the specification which delayed the first cut)

2. The road verges to be cut earlier in the year, and then cut when required depending upon the growth, and not specific months. A maximum number of cuts for the season could be implemented, and if an extra is required then confirmation from the Council be obtained.

3. The strip of grass that is cut inner side of the ditch and posts is not seen as the verge along the other side of the ditch ie roadside is not maintained. Presumably Highways cut this strip. (Clerk – they are referring here to the verge opposite Pools Lane.)

 

The total cost of the grass cutting, and weed spraying of the garage forecourt in Sparrows Close, was £525 in 2015.

 

 

 

9

PROPOSED PLAY AREA, GRASS AREA REAR OF VILLAGE HALL

As agreed at the July meeting, Cllr Latham will report his research, including a suggestion that outdoor fitness equipment for adults could be included.

 

 

 

10

PLAY AREA, EDNEY COMMON

As requested, quotes have been sought for works to be carried out to the play equipment at the Edney Common play area. Some responses are still awaited and the information will be forwarded as soon as possible.

At the meeting the council is asked to re-visit the decision to close the area in the light of that information.

 

 

 

11

FINANCE

 

11.1

 

Accounts for payment

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

 

 

11.2

To NOTE the account balances as at 31 October 2015.

 

 

11.3

Annual Return 2014/15

The annual return has been returned from the external auditor with no comment. The conclusion of the audit has been publicised in accordance with statutory requirements.

 

 

11.4

Bank Signatories

Following the resignation of J Griffin, the council is requested to appoint another councillor as a bank signatory.

 

 

12

 

DRAFT BUDGET AND PRECEPT FOR 2016/17

(see attached report)

 

 

13

HIGHWAY MATTERS REPORTED BY COUNCILLORS

1          Speeding Traffic (standing item)

 

 

14

 

 

COMMUNICATIONS AND CORRESPONDENCE

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

 

 

15

DISTRIBUTION BAG

No items.

 

 

16

 

DOCUMENTS ON DEPOSIT

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

 

RCCE Oyster magazine autumn 2015

 

 

17

PLANNING APPLICATIONS

 

a)

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

 

 

 

App. no.

15/01460/FUL

 

 

Location

Red House, Highwood Road

 

 

Proposal

New two storey side extension, single storey rear extension, and single storey garage

 

 

Comment

Objection as the site is too small to accommodate the proposed extensions.

 

 

 

 

 

 

App. no.

15/01498/COUPA

 

 

Location

Church Farm, Highwood Road, Edney Common

 

 

Proposal

Determination as to whether the prior approval of the Local Planning Authority will be required for the proposed change of use of agricultural building to a dwelling house (C3)

 

 

Comment

The council’s comment on this application is the same as that on application 15/00710/COUPA. The council is not clear on its locus in commenting on COUPA applications, but wishes to express its concerns about this application. The property has been the subject of various planning applications in the past, some of them retrospective. Although nominally a farm, the property has not been used for agricultural purposes for many years, although the planning permission for the residence does have an agricultural tie. However a property of 28 acres could hardly be described as residential.

A proper full planning application should be submitted for the proposal to change the use from agricultural building to residential use. This will enable the parish council to express its views at that time.

As the area is green belt, if a residential building is approved, it must have a defined and realistic garden area.

 

 

 

 

 

 

App. no.

15/05222/TPO

 

 

Location

Land at the Nest, Edney Common

 

 

Proposal

W1 - All trees of whatever species - Rear of The Nest – 5 year woodland management plan as described on section 3.1, 3.2 and 3.3 and Section 2 Woodland Compartment Plan 47704-09 of the supporting documents

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

15/01541/LBC and 15/01540/FUL

 

 

Location

Horsfrith Park Farm, Radley Green

 

 

Proposal

Removal of existing sun room and the construction of an orangery

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

15/01595/FUL

 

 

Location

Old Barns Cottage, Chelmsford Road

 

 

Proposal

Two storey side and rear extensions, alterations to the front porch, two rear dormers and second floor side windows

 

 

Comment

No objection

 

 

 

 

 

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.

15/01498/COUPA

 

 

Location

Church Farm, Highwood Road, Edney Common

 

 

Proposal

Determination as to whether the prior approval of the Local Planning Authority will be required for the proposed change of use of agricultural building to a dwelling house (C3)

Note for clarity: CCC has decided that prior approval is required, and then gives that prior approval.

 

 

 

 

 

 

App. no.

15/01460/FUL

 

 

Location

Red House, Highwood Road

 

 

Proposal

New two storey side extension, single storey rear extension, and single storey garage

 

 

 

 

 

 

App. no.

15/00857/FUL

 

 

Location

Larkrise Cottage, Cock Lane

 

 

Proposal

Construction of single storey infill extension to existing dwelling

 

 

 

 

 

 

REFUSED

 

 

 

App. no.

15/00858/FUL

 

 

Location

Larkrise Cottage, Cock Lane

 

 

Proposal

Extension to residential garden area

 

 

 

 

 

e)

 

 

 

PLANNING CORRESPONDENCE

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

None.

 

 

 

18

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.

 

 

19

DATE OF NEXT MEETING

Wednesday 13 January 2016.

 

 

AGENDA ITEM 12

DRAFT BUDGET AND PRECEPT 2016/17

 

The Council normally considers its budget requirements and sets its precept for the following financial year at the November Council meeting. Part of the process is knowing what the Localising Council Tax Support Grant from Chelmsford City Council is likely to be. Unfortunately there has been no communication from CCC on this, probably because the position of principal authorities is itself unclear at this time. There may be more information available before the meeting.

 

It is likely that the council tax base for the parish will change from last year due to new properties in the parish but the figure for this is not yet known either.

 

Please see attached financial report showing last year’s receipts and payments, current year’s budgets, receipts and payments to 31 October 2015, expected transactions for the remainder of the year, forecast totals at 31 March 2016, and draft budgets for 2016/17. I would caution that the projections are only a rough estimate.

 

Redecoration of the noticeboards has not yet been arranged; in the meantime an estimate of £700 has been put in the forecast expenditure.

 

Income

The council should review its income on an annual basis.

Rent received for the allotment site at Radley Green is currently £70 p.a. and is unlikely to bear an increase for next year.

The rent for a garage in Sparrows Close is £38.44 + VAT per month, total £46.13. CCC’s policy was to increase rents from 1 April by the amount of inflation in the previous September (this is the generally used measure). The rate of inflation in September 1015 was zero. The council is asked if it wishes to consider the rent to apply from 1 April 2016.

 

2016/17

The last two columns in the attached report show a draft budget for receipts and payments, (1) without any precept, and (2) the same figures including a precept with no change in the amount from last year. I have not included any figures for an increase in net requirement/ precept, although I can calculate this if required.

 

The question of buildings insurance for the garages is still unresolved. No figure has been included for this. It will be met from general reserves if necessary.

 

Recommendation: that the council considers the draft budget, the information above, and any other options for 2016/17 at this meeting, and then if sufficient information has come from CCC, it makes the decision on the 2016/17 precept at the meeting;

OR if there is insufficient information to make a decision at the meeting, then the figures in general are agreed but a final decision on the precept is deferred to the January meeting.