Agenda 14th March 2018

Highwood Parish Council

66 Victoria Road, Writtle, Chelmsford CM1 3PA

 

7 March 2018

 

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 14 March 2018 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 January 2018 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

CO-OPTION OF NEW PARISH COUNCILLOR

Yvonne Skelton has applied to be co-opted on to the parish council.   Her form confirming eligibility and her details (personal statement) have not yet been received but should be, in the near future. The latter will then be circulated to councillors.

 

The council will be 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.

 

 

6

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

Mandy Martin reports that she has spoken to a landowner about a stile partially blocked by a small metal fence and will monitor the situation. New fingerposts have been installed along the Radley Green roads. A lorry-load of turf lawn edging had been dumped alongside footpath 8 (Edney Common to Ladygrove Woods) behind the gate; this has been reported to CCC as it is flytipping. Most of the paths are OK although very muddy.

 

 

7

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

1

Grass Cutting 2018

The grass cutting contract worked well in 2017 for a total cost of £736. The contractor has held most of the prices for 2018, but requests an increase of £3 per cut for the play area in Edney Common and £5 per cut for the grass area at the rear of the village hall. The council is ASKED to continue with the same specification and contractor as used previously.

 

 

2

CCC “Love Where You Live”

CCC is again running parish cleansing days in 2018 and has invited the parish council to nominate particular areas which might need a tidy up. This can include litter picking, footpath sweeping, channel sweeping, removal of vegetation/weeds and also cutting back hedges. Precise locations are required.

The council is ASKED to make suggestions.

 

3

Data Protection

Information and guidance about this is still trickling out. I am attending a training day on 15 March which includes a session on data protection. One clear fact which has emerged is that while the council itself remains fully responsible for compliance with data protection legislation, every council is required to appoint a Data Protection Officer (DPO). This person’s responsibilities are:

  • to understand the nature, scope, context and purposes of the council’s processing activities and associated risks
  • to be involved in the council’s decisions/activities which have data protection law implications
  • to inform, advise and make recommendations to the council in respect of data protection law compliance
  • to monitor and audit the council’s compliance with data protection law
  • to raise awareness of data protection law with councillors and staff in the council
  • to report directly to the “highest management level” (this would be the council meeting)
  • to assist the council in carrying out privacy impact assessments when these are necessary
  • to be the contact point for the Information Commissioner’s Office (ICO) and for data subjects and
  • to be consulted by the council if a data breach has occurred.

The DPO must be appointed on the basis of professional qualities, expert knowledge of data protection law and practices, and the ability to perform the responsibilities. The DPO has to be independent of the council’s processing of data.

On the basis of the above, the council will have to appoint an external person to act as DPO. The EALC and other bodies are collating lists of people/ businesses which may be able to carry out this function for the council. Further details are awaited. Obviously there will be a cost to this.

 

 

4

 

 

Essex Highways User Surveys

Essex Highways is carrying out another user survey and the council is invited to respond. The questionnaire has been emailed to councillors.

 

 

5

The Pensions Regulator – re-declaration

The council was required to resubmit its declaration to the Pensions Regulator, and this has been done.

 

 

 

8

HIGHWOOD VILLAGE HALL – CAR PARK RESURFACING

The village hall car park is to be re-surfaced and the committee has asked if the council would agree to the use of its grass field at the rear of the village hall for car parking for the duration of the works. Access would be through the gate from Sparrows Close. Matters to take into account include the weather and ground conditions, with the possibility of damage to the surface and mud being deposited on Sparrows Close, and the possibility of nuisance caused to the residents of Sparrows Close because of extra traffic passing through.

 

 

 

9

FINANCE

 

9.1

 

Accounts for payment

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

 

 

9.2

To NOTE the account balances as at 28 February 2018.

 

 

10

HIGHWAY MATTERS REPORTED BY COUNCILLORS AND CLERK

1          Speeding Traffic (standing item)

 

 

11

 

 

 

COMMUNICATIONS AND CORRESPONDENCE  

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

1          Letter from BEARS (Basics Essex Accident Rescue Service) requesting a donation.

 

 

12

 

DISTRIBUTION BAG

None.

 

 

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.

18/00072/FUL

 

 

Location

Land north east of The Old Vicarage, Wyses Road

 

 

Proposal

Remove existing stables and hardstanding.   Construction of stable block and riding surface, with associated access and parking surface

 

 

Comment

The council objects to this application which is inappropriate development in the green belt. The existing structures were built on the green belt and were given retrospective planning permission. Allowing the new application would further compromise the integrity of the green belt.   The paddock is poor quality grazing which would not support more than two horses so additional stables and associated infrastructure are not required. There is a risk that the redundant buildings would then be used for other, unauthorised, activities. The application may have been made to enhance the value of the property, and possibly to encourage future commercial use which would be inappropriate in this location.

 

 

 

 

 

 

App. no.

18/00199/FUL

 

 

Location

Woodland House, Loves Green

 

 

Proposal

Part two storey part single storey side extension. Chimney extension to side. Single storey front porch canopy. External alterations including alterations to fenestration and external insulation to front, rear and side elevations.

 

 

Comment

No objection

 

 

 

 

 

b)

To CONSIDER the following planning applications

 

 

App. no.

18/00123/FUL

 

 

Location

Field opposite Barrow Farm, Metsons Lane

 

 

Proposal

Retrospective application for the siting of mobile home within the Radical Bikes site, for occupation by employees.

 

 

Note: an extension to the deadline for comments has been agreed by CCC.

 

 

 

 

 

App. no.

18/00310/FUL

 

 

Location

Annexe, The Old Granary, Old Barns Lane

 

 

Proposal

Change of use of an annexe to a separate dwelling house

 

 

 

 

 

 

App. no.

18/00332/FUL

 

 

Location

The Green Man, Highwood Road, Edney Common

 

 

Proposal

New boundary fencing and entrance gate with landscaping

               

 

 

 

 

App. no.

18/00334/LBC

 

 

Location

The Green Man, Highwood Road, Edney Common

 

 

Proposal

Changes to existing building including replacement windows, repointing of brickwork, replacement roof tiles and thermal upgrade of existing walls (internally)

 

 

 

 

 

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.

17/01955/FUL

 

 

Location

2 Schoolfield Cottage, Radley Green Road

 

 

Proposal

Construction of timber framed porch

 

 

 

 

 

 

App. no.

17/01470/FUL

 

 

Location

Willow Barns, Ingatestone Road

 

 

Proposal

Conversion of existing barn to residential annexe

 

 

 

 

 

e)

 

 

PLANNING CORRESPONDENCE

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

CCC Local Plan

The parish council has not made any comment on CCC’s Local Plan.

 

 

 

 

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

7.30 p.m. Wednesday 9 May 2018. This is the Annual Meeting of the Council. It will be preceded by the Annual Parish Assembly at 7 pm.

 

 

17

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.

 

 

18

 

PROPERTY MATTERS

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

 

1          Garage tenancy, Sparrows Close

 

2          Possible disposal of property to Village Hall Management Committee