Agenda 13th September 2017

 

Highwood Parish Council

66 Victoria Road, Writtle, Chelmsford CM1 3PA

7 September 2017

 

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 13 September 2017 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 12 July 2017 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

Cllr D Cameron

 

Village Hall

Cllr C Sargent

 

Public Rights of Way

M Martin reports that most of the paths are looking quite good; there is some overgrown vegetation and a fallen tree.

 

 

6

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

1

 

 

 

 

 

 

 

 

Edney Common Play Area

The firm which previously carried out the works to the play area was sent the RoSPA inspection report and asked for a quote for the works. The sales representative called and said that most of the items were low risk and he could not recommend any action on them; the inspectors were bound to include them in the report but they did not require work.

He has quoted for the medium risks and his email has been circulated to councillors. There are two alternatives for the swing chains, and two for the area under the swings. The price quoted will hold even if only one item is carried out.

The council is ASKED if it wishes to carry out any of these works.

 

 

2

 

 

 

Chelmsford Museum – local displays  

Chelmsford Museum has invited parish councils to make a small display for the museum, which is about to be refurbished; email has been circulated to councillors.

The council is asked if this is something it would like to get involved in.

 

 

3

 

Flooding in Cock Lane

I was asked to attend a meeting in Cock Lane with a resident and ECC Flood and Water Management officers to talk about flooding in the area and possible ways to improve the situation. Most of the discussion was matters relevant to the drainage, water management etc and therefore not within the parish council’s powers.   The one area where the council might become involved was if it was thought that an application to ECC for a Community Flood Grant might be useful. ECC officers are exploring various avenues and will keep me informed of progress.

 

 

4

Litter pick road warning signs

At the time of writing, eight triangular metal non-folding signs were about to be ordered but are awaiting a delivery address. The invoice will have to be paid before delivery; the account for payment will be on the cheque list.

 

Litter pick 2018

To consider the date of and arrangements for the litter pick in 2018.

 

 

 

7

FINANCE

 

7.1

 

Accounts for payment

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

 

 

7.2

To NOTE the account balances as at 31 August 2017.

 

 

7.3

Annual Return/External Audit

The Annual Return has been signed off by the external auditor as satisfactory and without any comment made.

The Conclusion of the Audit and publication of the certified Annual Return have been advertised as required on noticeboards and on the council’s website.

 

 

7.4

Risk Assessment and Management

Following the item on the agenda of the last meeting, councillors agreed to send any additions, amendments, comments etc on the risk assessment and management document to the clerk by 12 August. None has been received.

 

The agenda item last time said:

“The review of the council’s risk assessment and management was deferred from the last meeting, pending comments expected from the Internal Auditor.   The council is now requested to carry out an in-depth review of its risk assessment and management. A copy of the current document has been circulated to councillors.

Specific changes recommended by the clerk as a result of suggestions from the internal auditor for areas to consider are:

Under Finance, add

Hazard: Abuse of online banking; probability: low; severity of impact: high; risk rating: medium; control measures: access to online banking limited to the clerk and the councillor signatories, clerk sets up payments which are then authorised by two councillor signatories, councillor signatories have view and authorise access only, clerk has view and set up payments access only, clerk has access to transfer money between current and deposit accounts to ensure adequate liquidity to pay invoices whilst obtaining maximum interest on funds, every individual with access to online banking has his/her own log-in details unknown to anyone else, all online transactions have a visible trail which shows who has submitted the payment and who has authorised it.

Under Employees, Long term absence or sudden resignation of clerk, control measures, add

Electronic records and hard copies of information can be handed over to Chairman; cheques can be written as an alternative to electronic payments if clerk is unavailable to submit online payments; locum clerk can be appointed; advice can be sought from Essex Association of Local Councils.”

 

The Council is asked to REVIEW the risk assessment and management document and to include the additions suggested above.

 

 

8

HIGHWAY MATTERS REPORTED BY COUNCILLORS AND CLERK

1          Speeding Traffic (standing item)

 

 

9

 

COMMUNICATIONS AND CORRESPONDENCE

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

1          Letter from Essex and Herts Air Ambulance requesting financial assistance.

 

 

10

DISTRIBUTION BAG

None.

 

 

11

DOCUMENTS ON DEPOSIT

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

RCCE Annual Review 2016-17

EALC AGM papers and Annual Report

 

 

12

PLANNING APPLICATIONS

 

a)

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

 

 

App. no.

17/01163/FUL

 

 

Location

Montagues Farm, Loves Green

 

 

Proposal

Proposed replacement stables, tack room, hay barn and feed store

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

17/01296/FUL

 

 

Location

Kings Court House, Cooksmill Green

 

 

Proposal

Retrospective application for outbuilding

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

17/01507/FUL

 

 

Location

Cowells Court, Nathans Lane

 

 

Proposal

Fitting of gates and driveway to access highway

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

17/01458/FUL

 

 

Location

The Willows, Cock Lane

 

 

Proposal

Replacement dwelling

 

 

Comment

No objection

 

 

 

 

 

b)

To CONSIDER the following planning application.

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.

17/01041/FUL

 

 

Location

Red House, Cooksmill Green

 

 

Proposal

Partial demolition of house

 

 

 

 

 

 

App. no.

17/01141/FUL

 

 

Location

1 Kingscourt Cottages, Cooksmill Green

 

 

Proposal

Proposed two storey side/rear extension. Single storey side/rear extension and detached garage/sun room

 

 

 

No objection

 

 

 

 

 

e)

 

 

PLANNING CORRESPONDENCE

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

None.

 

 

 

 

13

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.

 

 

14

DATE OF NEXT MEETING

7.30 p.m. Wednesday 8 November 2017

 

 

15

EXCLUSION OF PRESS AND PUBLIC

To RESOLVE to exclude the press and public from the following item under the Public Bodies (Admission to Meetings) Act 1960 as it contains confidential information relating to property matters.

 

 

16

 

PROPERTY MATTER

Report has been emailed to parish councillors. Please note the information therein must be kept confidential and is for the information of parish councillors only.