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 11 November 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

CO-OPTION

An application for co-option on to the council has been   received from Anne Mitchell. She is in   the process of completing the declaration confirming her eligibility for the   office of councillor. Her personal   statement will be circulated to councillors when received.

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.

7

PUBLIC RIGHTS OF WAY REPRESENTATIVE

Mandy Martin has offered to become the PRoW   representative. Although Mandy is not   currently a Highwood parishioner (she lives not far away, just off Beeches   Road in Chelmsford), she was brought up in Highwood and lived there for many   years. She knows many of the long-term   residents and frequently visits her father in Edney Common. She is a keen walker and is familiar with   the PRoW around Highwood. The clerk has   explained to her what the role entails and she is happy to undertake this.

The council is asked to ACCEPT this offer from   Mandy Martin.

8

REPORT OF THE CLERK

To RECEIVE the report of the clerk

1

Sparrows Close resurfacing

CHP asked   if it would be possible for vehicles to park on the garage forecourt (owned   by the council) while the car park area in Sparrows Close was resurfaced, but   I thought there was probably insufficient space for this and it would   obstruct the access to the garages.

2

PRoW    

It may   prove advantageous to the council to rejoin the Parish Paths Partnership with   ECC, as support can be given in various ways, including, sometimes, funding. The council is asked to CONSIDER   this.

For   information: the Parish Plan says in its summary of recommended actions for   Traffic: “Ensure byways, footpaths and bridleways are freely accessible to   all appropriate users, and are maintained to a standard appropriate to their   designated use”.

3

Ruined barn, Cock Lane

A complaint   about a ruined barn in Cock Lane with unsecured metal sides causing a noise   nuisance and potentially a safety hazard was forwarded to CCC Planning   Enforcement department, which deals with untidy land assessments. The department will investigate the matter.

4

Litter Pick 2016

Contact has been made with   Lynda Horsnell who is organising the litter pick. The date has been confirmed as Sunday 13   March 2016 and the village hall has been booked. Nearer the time, I will contact CCC to   order the necessary supplies. Mrs   Horsnell will advertise the event through the parish magazine and other   channels.

5

Radley Green allotment site

The farmer who rents the land   has advised that in the end he decided not to enter the government environmental   scheme, but he is happy to continue to rent the land until further notice   unless the council has other plans for it.

6

Chelmsford Local Highways Panel

The schemes proposed for   Highwood are on the Panel’s Potential Schemes List. They are (information taken directly from   the list):

Highwood Road, Loves Green: traffic   management improvements - Remove centre white line/renew SLOW road   markings/build outs at school with priority flow, estimated cost £8,500 next   stage detailed design

Highwood Road, Edney Common:   traffic management improvements - Remove centre white line/renew SLOW road   markings/build outs at play ground/public house with priority flow, estimated   cost £8,500 next stage detailed design

Highwood Road, Edney Common to   Loves Green, including St Paul’s Church: pedestrian footway - 1.2m walkable   verge, crossing point at Highwood Road and removal of informal layby at St   Paul’s Church, estimated cost £105,000 next stage detailed design

The status of all these schemes   is “green”, defined as “a   higher priority feasible scheme against strategic criteria”.

The Panel will be considering a   detailed report on the list at its meeting on 26 January 2016, with the   aim of having a full programme for 2016/17.   It is hoped that the Highwood schemes will be put forward to the next   stage.

7

Works to play area, Edney Common

The works to the play equipment   have been ordered but are unlikely to take place until the ground is   drier. A quote for the timber works   has been sought.

8

Grass cutting contract 2016

The grass cutting contract for   2016 has been sent to the 2015 contractors to quote a price, and also to   another company which advertised its services.

The council is asked to GIVE   delegated powers to the clerk to award the contract to enable the   2016 grass cutting season to get under way in good time.

9

GRANT APPLICATION

St Paul’s Church has submitted   a grant application as follows:

1          Magazine

            The cost of the   magazine (printing and editing) in 2015 was £1,219.67. The council gave the church a grant of   £1,219.28 in advance for the year.   Thus there is a deficit of 39p.

            The grant to be   given in advance for 2016 would be based on the 2015 cost, £1,219.67, plus   the deficit from 2015, i.e. £1,220.06.

            The council is   asked if it AGREES to payment of this grant. There is sufficient in the budget to cover   it.

2          Churchyard grass and   hedge cutting

            The church has   asked for a grant of £520 to cover the cost of grass and hedge cutting in the   churchyard.

            The council is   asked if it AGREES to payment of this grant. There is sufficient in the budget to cover   it.

10

PROPOSED PLAY AREA, GRASS AREA REAR OF VILLAGE HALL

As requested, the clerk   investigated the cost of the adult equipment on the Pleasure Bit in   Writtle. Five items and a sign,   including installation and the safety surfacing, cost £14,105 at 2013 prices.

Quotes for various sorts of   equipment, adult or child, a full-scale playground or a couple of goalposts,   and anything in between, can all be easily acquired from the many companies   which produce such items.

For information: the funds   currently held by the council as a result of S106 agreements total   £21,496. More will become available as   the developments progress, especially from the housing at the former Nest   site. The funds are restricted to   being spent on “local open space purposes” and the agreements state this is   for play equipment on the site adjacent to the village hall.

Recommended: having mulled over the possibility of a play area   for some considerable time, the council should now make a clear decision as   to whether it is going to work towards installing some play equipment on the   site. If the decision is not to   proceed, then the matter need not be discussed again unless there is a   significant reason to do so. If the   decision is is to go ahead, then a plan of action should be drawn up.

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 December 2015.

11.3

Review of income  

At the last meeting, under the   agenda item for setting the budget and precept, the council was asked to   consider options for setting its charges for 2016/17. Somehow this was missed and the matter was   not specifically addressed. The council   is now asked to REVIEW its charges for 2016/17; specifically, the rent for   garages in Sparrows Close.

11.4

External Audit  

With effect from the financial   year 2017/18, the arrangements for external audit for parish councils are   changing. Up to now, the Audit   Commission has appointed the external auditors. Following the abolition of the Audit   Commission, from 2017/18 councils can choose to have an auditor appointed to   them by a new “sector-led body” (SLB) (which will be called The Smaller   Authorities’ Audit Appointments Ltd and comprises the National Association of   Local Councils, the Society for Local Council Clerks and the Association of   Drainage Authorities) or they can procure their own. Opting out of the SLB arrangements is   likely to be much more cumbersome administratively and more expensive. If the council wished to opt out it must   inform the SLB by 31 March. If it   wishes to opt in, no action is required.

The council is asked to DECIDE   if it wishes to opt in or out of the SLB arrangements.

Recommended: to remain with the SLB arrangements.

12

HIGHWAY MATTERS   REPORTED BY COUNCILLORS

1          Speeding Traffic   (standing item)

2          Chevrons sign, Blackmore Road

            The loose sign was   reported to ECC early in 2015. No   action was taken. It was reported   again in December 2015 at which time the string holding the sign in place had   snapped and the sign was flapping and potentially dangerous. ECC replied by email that the site had been   inspected in May and not deemed a priority for urgent repair. I followed this up with a phone call and   asked for the problem to be given higher priority as it was now a safety   issue. I was informed that the   priority would not be changed but I have emailed again to express dissatisfaction   and ask for this to be reviewed as I think there is a risk of the sign   becoming completely detached and blowing into a passing motorist or cyclist.

3          Missing road signs (Cllr Horsnell)

13

COMMUNICATIONS AND CORRESPONDENCE

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

14

DISTRIBUTION BAG

No items.

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.

15/00574/HNC

Location

Landview Service Station, Ongar Road, Cooksmill Green

Proposal

Rename to Imperials

Comment

No objection

App. no.

15/02070/FUL

Location

Annexe, Cob   Cottage, Nathans Lane

Proposal

Change of use   from annexe to independent dwelling

Comment

No objection

App. no.

15/05292/TPO

Location

2 Woodland Way

Proposal

T1 – Willow in rear garden –   pollard to 5 metres and retain low trunk growth. Reason: this tree has suffered multiple   branch breaks and fractures

Comment

No objection (in fact this comment was not able to be   submitted because the application was changed on CCC’s website to No Further   Action)

App. no.

15/02064/FUL

Location

Longfield, Cooksmill Green

Proposal

Proposed single   storey side extension with new pitched roof over existing flat roof.

Comment

No objection

App. no.

15/00575/HNC

Location

Serenity   Cottage, Blackmore Road

Proposal

Change name to   Cat and Kitten Cottage

Comment

No objection   (in fact welcomed as a reversion to the original name of the property)

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.

15/00574/HNC

Location

Landview Service Station, Ongar Road, Cooksmill Green

Proposal

Rename to Imperials

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

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

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

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

NO FURTHER ACTION

App. no.

15/05292/TPO

Location

2 Woodland Way

Proposal

T1 – Willow in rear garden –   pollard to 5 metres and retain low trunk growth. Reason: this tree has suffered multiple   branch breaks and fractures

e)

PLANNING CORRESPONDENCE

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

            Chelmsford Local Plan Issues and Options Consultation Document, its   accompanying Sustainability Report (and non-technical summary) and Draft   Statement of Community Involvement

            The council is invited to respond   to this consultation. It is an   important document as the Local Plan will govern development in the CCC area   to 2036. The time to get in and   influence development is now, while the local plan is being drawn up.

f)

The Chairman   will report on a meeting he attended at the invitation of Writtle Parish   Council, concerning possible developments and new roads which could impact on   Highwood.

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

Wednesday 9 March 2016.