Agenda 12th March 2014
Highwood Parish Council
66 Victoria Road, Writtle, Chelmsford CM1 3PA
6 March 2014
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 March 2014 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
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1 |
APOLOGIES FOR ABSENCE |
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To RECEIVE any apologies for absence. |
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2 |
CONFIRMATION OF MINUTES |
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To APPROVE the minutes of the meeting of the parish council held on 8 January 2014 as a correct record. |
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3 |
DECLARATIONS OF INTEREST |
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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. |
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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. |
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4 |
QUESTIONS FROM MEMBERS OF THE PUBLIC |
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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. |
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5 |
REPORTSTo RECEIVE brief reports on the following matters. |
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Chelmsford City Council |
City Cllr N Chambers |
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Essex County Council |
Cty Cllr J Aldridge |
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Police |
Police representative |
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Village Agent |
Brenda Smith |
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Play park, Edney Common |
Cllr D Cameron |
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Village Hall |
Cllr A Pipkin |
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Footpaths/Public Rights of Way |
D Taylor |
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6 |
REPORT OF THE CLERK |
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To RECEIVE the report of the clerk |
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1 |
Purchase of land and buildings from CCC CCC Estates Department contacted the clerk as the planning permission granted for the site expired on 22 February 2014. A conversation with CCC Planning Department confirmed that as the land was is already being used for open space/recreation/amenity then the development can be considered to have begun. The planning permission has been activated and the question of expiry does not arise.
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2
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Bus shelter, Sparrows Close The roofing felt of the bus shelter had come loose. An order was placed with Martin Goddard to repair it, which he has now done. A new sheet of ply was required plus new felt and bitumen.
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3 |
Play Area Inspection An order has been placed for the annual play area inspection, and for a weekly inspection checklist to be drawn up.
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4 |
CCC “Love where you live” Parish Cleansing Days CCC has invited suggestions for particular areas which might need a tidy up. This can include litter picking, foot path sweeping, channel sweeping, cutting back footpaths and cutting back hedges. The council is asked if it wishes to nominate locations and the work to be carried out.
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5 |
Annual Parish Assembly A reminder that the annual Parish Assembly will take place at 7pm on Wednesday 14 May 2014, prior to the annual meeting of the council which will follow at 7.30pm as normal. The format of the Parish Assembly will be as last year, i.e. the Chairman’s report followed by questions and answers with members of the public. |
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7 |
LAW AND PROCEDURES COURSE Cllr Dobson attended this course run by EALC on 5 March 2014. The council is asked to approve his attendance retrospectively. Cllr Dobson is invited to share his experiences of the course. |
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8 |
FINANCE |
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8.1
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Accounts for payment To APPROVE the accounts for payment (list will be available at the meeting).
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8.2 |
To NOTE the account balances as at 10 March 2014.
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8.3 |
Internal audit To re-appoint Mrs N Powell-Davies as the internal auditor for 2013/14 if she is willing to continue. |
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9
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HIGHWAY MATTERS REPORTED BY COUNCILLORS 1 Speeding Traffic (standing item) 2 From Cllr Horsnell: overhanging vegetation, blocked drains |
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10 |
STANDING ORDERS AND FINANCIAL REGULATIONS The internal auditor noted in her last report that the council’s financial regulations did not make allowance for the current banking arrangements. See attached report for the proposed changes to remedy the situation.
According to the Standing Orders, “A resolution permanently to add, vary, or revoke a Standing Order shall when proposed and seconded, stand adjourned without discussion to the next ordinary meeting of the Council.” Although the Standing Orders are silent as to whether this applies to changes to the Financial Regulations, it is normally the case that Financial Regulations are considered part and parcel of Standing Orders so it is proposed to deal with the changes to the Regulations in the same way. Accordingly the council is asked at this time to note the report, which will then be put to the May meeting for full consideration. |
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11
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COMMUNICATIONS AND CORRESPONDENCETo RECEIVE such communications and correspondence as the Clerk may place before the Council. |
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11.1
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Chelmsford City Council Street Trading consultation Chelmsford City Council is planning to control street trading and has consulted the parish council. The information has been circulated to councillors. The council is asked if it wishes to comment. |
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12 |
DISTRIBUTION BAG
Letter from ECC re: Minerals and Waste Planning website ECC road closures CCC Authority Monitoring Report 1 April 2012 to 31 March 2013 |
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13
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DOCUMENTS ON DEPOSITTo RECEIVE notice of the following documents received by or deposited with the Clerk.
None. |
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14 |
PLANNING APPLICATIONS |
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a) |
To NOTE the parish council’s comments made on planning applications between meetings.
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App. no. |
13/01856/FUL |
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Location |
Land at Oak Tree Farm, Ingatestone Road |
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Proposal |
Demolition of existing dwelling & outbuilding & construction of replacement dwelling |
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Comment |
No objection as the building is in keeping and the land size can accommodate the build, but given that there will be a considerable amount of spoil arising from excavation of the basement, the council would like to see the removal proposal. |
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App. no. |
14/00034/FUL |
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Location |
Nortons, Radley Green |
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Proposal |
Raising of roof, two storey rear extension, entrance porch and alterations to fenestration |
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Comment |
No objection |
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App. no. |
14/05016/TPO |
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Location |
Land at the Nest, Highwood Road |
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Proposal |
T9 – weeping willow – frontage of The Nest – storm damaged in the October gales – remove and replace; G4 – Lombardy poplar – frontage of The Nest – remove and replace |
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Comment |
Object to removal of the willow without an expert report that it is necessary |
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App. no. |
14/00079/FUL & 14/00080/LBC |
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Location |
Armswick Farm, Cooksmill Green, Roxwell |
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Proposal |
First floor extension. New dual pitched roof over existing flat roof. Alterations to fenestration including a new glazed door and 4 replacement windows |
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Comment |
PC did not comment on these applications |
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App. no. |
14/00202/CLEUD |
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Location |
Old Barns, Chelmsford Road |
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Proposal |
Construction of a car port |
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Comment |
No comment |
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b) |
To CONSIDER the following planning applications |
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None |
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c) |
To CONSIDER any other planning applications received since the agenda was prepared. |
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d) |
DECISIONS BY CHELMSFORD CITY COUNCILTo NOTE the following planning decisions by Chelmsford City Council.
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GRANTED |
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App. no. |
13/01387/CLEUD |
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Location |
The Woodyard, Metsons Lane |
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Proposal |
Storage retail and wholesale trade of timber and timber goods, office portacabin and storage sheds |
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App. no. |
13/01732/FUL |
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Location |
Eton Lodge, Loves Green |
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Proposal |
Raising part of roof to create first floor habitable accommodation with rear balcony. Pitched roofs to replace existing roofs on both side elements. Alterations to fenestration. |
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App. no. |
13/01856/FUL |
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Location |
Land at Oak Tree Farm, Ingatestone Road |
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Proposal |
Demolition of existing dwelling & outbuilding & construction of replacement dwelling |
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App. no. |
14/00034/FUL |
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Location |
Nortons, Radley Green |
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Proposal |
Raising of roof, two storey rear extension, entrance porch and alterations to fenestration |
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WITHDRAWN |
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App. no. |
13/01781/CLEUD |
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Location |
Old Barns, Chelmsford Road |
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Proposal |
Construction of a car port |
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App. no. |
12/00336/CLEUD |
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Location |
Oak Lodge, Loves Green |
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Proposal |
Use of land for the storage of containers |
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e) |
PLANNING CORRESPONDENCEi To NOTE any planning correspondence received and respond to consultations as appropriate.
None
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f) |
PARISH COUNCIL COMMENTS ON PLANNING APPLICATIONSCllr Latham requests that the council considers whether it wishes to continue commenting on planning applications, as its valid comments, made following advice on the grounds for responding to applications by CCC, do not seem to be respected. In particular, where pre-application advice has been given to the applicant, the decision would appear to be a foregone conclusion with no chance of the parish council’s views being taken into account. |
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15 |
OTHER URGENT BUSINESS – for information onlyTo 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. |
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DATE OF NEXT MEETINGAnnual meeting of the Council 7.30 p.m. Wednesday 14 May 2014 Preceded at 7.00 p.m. by the Annual Parish Assembly
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Agenda item 10
STANDING ORDERS AND FINANCIAL REGULATIONS
Amendments are required to cover the council’s current banking arrangements under the Standing Orders and Financial Regulations. An electronic copy of these was issued to all councillors on election/re-election/co-option; they are now re-circulated again for easy reference.
Standing Orders
Proposed:
No. 39 – delete and replace with “Orders for the payment of money shall be authorised by resolution of the Council. If paid by cheque, this will be signed by two members; if paid by on-line banking, the payment will be authorised on-line by two members.”
Financial Regulations
Proposed:
No. 5, first para – delete second sentence, replace with “Current and deposit accounts will be maintained with suitable banking institutions as appropriate. This may include the use of on-line banking facilities.”
Second para – delete and replace with “Cheques shall be drawn up by the RFO and on-line payments will be set up by the RFO. The cheques and on-line payments information will be presented along with the relevant invoices to the bi-monthly Council meeting for approval and signing.”
Third para – amend “three” to “four”. Add new sentence “Payments made on-line will be authorised on-line by two of the four named members of the Council.”
Fourth para – amend to read “All invoices, cheques and on-line payments ….”
Fifth para – after “cheques may be signed” add “or on-line payments authorised”
No. 6 – insert at the end of the sentence “or by on-line banking”.
