Agenda 12th November 2014

Highwood Parish Council

66 Victoria Road, Writtle, Chelmsford CM1 3PA 

6 November 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 November 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

 

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 10 September 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

 

Community   Agent

B Smith

 

Play park,   Edney Common

Cllr D Cameron

 

Village Hall

Cllr A Pipkin

 

Footpaths/Public   Rights of Way

D Taylor (emails   have been circulated since the last meeting)

 

 

6

 

 

 

 

CO-OPTION

There is still one vacancy on the parish council.

 

An application for co-option   has been received from Carl Sargent and his personal statement has been   circulated to councillors. Mr Sargent   has signed the declaration confirming his eligibility for the office of   councillor.

 

The council is asked to CONSIDER   the application for co-option. The   council is not bound to co-opt the candidate if it chooses not to do so. If the decision is made to co-opt Mr   Sargent on to the council, as he has received statutory notice of the   meeting, he may join the meeting at this point, execute his Declaration of Acceptance   of Office, and then participate in the meeting.

 

 

7

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk

 

1

Purchase of land and buildings from CCC

i           CCC insisted that the transfer of   the property to the parish council should be subject to all existing rights   held by Anglian Water, without being more specific, and there was no movement   on this. The parish council’s   solicitor advised that this was acceptable in the circumstances and was the   only way to move the purchase along.   Hopefully it is unlikely to cause the parish council significant   problems in the future, and any issues will be dealt with as they arise. CCC declined to reduce the price, which was   as expected. On receipt of the parish   council’s acceptance of the terms, CCC said it should be possible to complete   the transfer within the next four weeks and this is what it would be aiming   for. That was on 2 October. The parish council’s solicitor has not   heard any more from CCC’s solicitor.

ii           The borrowing approval for the loan   to finance the purchase expired on 31 October 2014. An extension was requested prior to this and   was granted to 5 October 2015.

            As soon as a completion date is   known an application to take out the loan from the Public Works Loan Board   will be made.

iii          An application has been made to HMRC   to register the council for VAT, and to “opt to tax” the garages. This is necessary because although rents   are an “exempt” supply, the council would not then be able to reclaim any VAT   it paid on expenditure on the garages.   As the previous owner, Chelmsford City Council, was already charging   VAT on the rents, there will be no difference in price to the tenants. Confirmation from HMRC of the registration   is awaited.

           
           

 

 

 

2

 

Play Area, Edney Common

i           Tree works

            The necessary tree work to give   adequate clearance round the play equipment and to strim back the brambles   and nettles is quite extensive. A   price of £395 has been quoted, which includes removing the cuttings from   site.

ii           Play items

            A quote has been requested to   carry out various work on the play items.

iii          For information:   the council decided previously that as there was to be a new play area behind   the village hall, it would not carry out any major works to the Edney Common   play area. Any significant safety   issues would have to be dealt with.

 

 

3

Verge adoption, St Paul’s church to bus stop

Several attempts to make   contact with the Highways Department have failed. I have been given details of a new contact   who I hope will prove more helpful.

 

 

4

Litter pick

An article inviting a volunteer   to come forward to co-ordinate the 2015 litter pick was placed in the   November parish magazine; interested parties were asked to contact the clerk   or a councillor. To date I have not   heard from anyone.

 

 

5

Allotment Rent

The rent of £70 for the   allotment site at Radley Green has been demanded and payment made.

The land is in an environmental   scheme. The current scheme ends some   time next year but will be replaced by something similar, and the tenants are   likely to continue to want to rent the land.

 

 

6

Elections 2015/Meetings programme

Elections to the parish council   will take place on Thursday 7 May 2015.

The Annual Meeting of the   council would normally take place on Wednesday 13 May. The timescale to achieve statutory notice   of the meeting will be almost impossible to meet, and I suggest the meeting   is moved to Wednesday 20 May 2015. The   village hall is free on that date.

The Annual Parish Assembly   usually takes place on the same night as the Annual Meeting of the   council. Whatever the outcome of the   election, the current chairman would have to chair the Assembly.

 

 

 

8

FINANCE

 

8.1

 

Accounts for payment

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

 

 

8.2

To NOTE the account   balances as at 3 November 2014.

 

 

 

9

HIGHWAY MATTERS   REPORTED BY COUNCILLORS

1          Speeding Traffic (standing   item)

 

 

 

10

 

DRAFT BUDGET AND PRECEPT FOR 2015/16

Report to   follow.

 

 

11

 

 

COMMUNICATIONS AND CORRESPONDENCE

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

 

 

12

DISTRIBUTION BAG

No items this month.

 

 

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.

14/05236/TPO

 

 

Location

Land at The   Nest, Highwood Road, Edney Common

 

 

Proposal

W1 – Holly – in   woodland adjacent to 16 Woodside Cottages – reduce or fell to allow erection   of boundary fence

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

14/01460/FUL

 

 

Location

Land at Oak   Tree Farm, Ingatestone Road

 

 

Proposal

Proposed   tennis court

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

14/01649/FUL

 

 

Location

Land north   east of the Old Vicarage, Wyses Road

 

 

Proposal

Demolition of   two existing structures and the construction of a stable block with solar   panels on the roof & associated driveway

 

 

Comment

The council   objects to this application as the existing structures were built on the   green belt and were given retrospective planning permission. Allowing the current application would   further compromise the integrity of the green belt.

 

 

 

 

 

 

App. no.

14/02109/NAMPRO

 

 

Location

Site at Bleak   House, Edney Common

 

 

Proposal

To name the   new house April Cottage

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

14/01669/COUPA

 

 

Location

Church Farm,   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 an agricultural storage to a   dwellinghouse (C3)

 

 

Comment

No comment   made yet

 

 

 

 
         

 

 

 

b)

To CONSIDER the following planning applications N

 

 

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.

14/01327/FUL

 

 

Location

Longfield,   Cooksmill Green

 

 

Proposal

Proposed new   detached cartlodge and garage

 

 

 

 

 

 

App. no.

14/01301/FUL

 

 

Location

Budds   Farmhouse, Ingatestone Road

 

 

Proposal

Detached   garage and store

 

 

 

 

 

 

App. no.

14/01460/FUL

 

 

Location

Land at Oak   Tree Farm, Ingatestone Road

 

 

Proposal

Proposed   tennis court

 

 

 

 

 

 

App. no.

14/05236/TPO

 

 

Location

Land at The   Nest, Highwood Road, Edney Common

 

 

Proposal

W1 – Holly – in   woodland adjacent to 16 Woodside Cottages – reduce or fell to allow erection   of boundary fence

 

 

 

 

 

 

REFUSED

 

 

 

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

 

 

 

 

 

e)

 

 

 

 

 

 

 

 

 

 

PLANNING CORRESPONDENCE

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

 

ii          Chelmsford City Council Employment Land   Review

            CCC is consulting   on its Employment Land Review; an email has been circulated. The council is asked if it wishes to   comment.

 

iii         CCC   Local Plan – call for sites

            CCC is inviting   submissions for details of any land which could be considered for future   development through the new Local Plan; an email has been circulated. The council is asked if it wishes to make   any submissions.

 

 

 

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 14 January 2015

 

 

 

 

 

AGENDA ITEM 10

DRAFT BUDGET AND PRECEPT 2015/16

 

The Council normally considers its budget requirements and sets its precept for the following financial year at the November Council meeting.

 

Although Chelmsford City Council has not yet been given its final grant allocation from central government, the indications are that it will be decreased by 16%. This means that the Localising Council Tax Support Grant to parish councils will also decrease by 16%. The effect on Highwood is that the grant will reduce from £814 to £684.

 

It is likely that the council tax base for the parish will also change.

 

Taking these factors together mean that, if the council maintains its net requirement at the same level as last year, there will be a small increase in council tax for Highwood residents, about 60p p.a. for a Band D property.

 

Please see attached financial report showing last year’s receipts and payments, current year’s budgets, receipts and payments as per this meeting (i.e. to 31 December 2014), expected transactions for the remainder of the year, forecast totals at 31 March 2015, and draft budgets for 2015/16. I would caution that the projections are only a rough estimate.

 

I have worked on the assumption that the land purchase from CCC is completed round about the turn of the year. The loan would be drawn down at the same time. Garage rents due for January-March 2015 would be received. The first instalment of the loan repayment would not be payable until the next financial year (June 2015).

 

As was agreed last year, I propose that at the end of the financial year, the amount budgeted for loan repayments in 2014/15 which will not now be required in the year (£3,120) less the amount of rent income which has not been realised should be transferred into the earmarked reserve set up for the purchase of play equipment. For the purposes of budgeting, I have assumed that three months rent is received (£320) so £2,160 would go into the reserve.

 

The noticeboards are badly in need of redecoration. A quote will be sought and in the meantime an estimate of £500 has been put in the forecast expenditure.

 

 

2015/16

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 work this out if required.

 

There is likely to be an increase in insurance costs next year as the buildings to be purchased will need to be insured, but no figure has been included for this. It will be met from general reserves.

 

The council is asked to consider the draft budgets, the information above, and any other options, and then to agree the council’s net requirement for 2015/16. The precept will be this amount, less the central government grant to be passed on from CCC. This is set assuming that CCC’s expectations are realised. Should the outcome from central government be radically different, the precept might have to be revisited in January 2015, but this looks unlikely.