1

ELECTION OF CHAIRMAN

To ELECT the Chairman of the Council for the year 2014/15.

The Chairman will then execute the Declaration of Acceptance of Office as Chairman.

2

APPOINTMENT OF VICE CHAIRMAN

To APPOINT the Vice Chairman of the Council for the year 2014/15.

3

APOLOGIES FOR ABSENCE

To RECEIVE any apologies for absence.

4

CONFIRMATION OF MINUTES

To APPROVE the minutes of the meeting of the parish council held on 12 March 2014 as a correct record.

5

DECLARATIONS OF INTEREST

5.1

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. Members are reminded to check that the information contained on their Register of Interests forms remains up-to-date.

5.2

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.

6

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.

7

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

Village Agent

Brenda Smith

Play park

Cllr D Cameron

Village Hall

Cllr A Pipkin

Footpaths/Public Rights of Way

D Taylor

8

REPORT OF THE CLERK

To RECEIVE the report of the clerk.

1

Annual Parish Assembly

The statutory agenda has been placed in noticeboards and on the website, along with a small poster which includes more information about the nature and purpose of the meeting. An item was also placed in the parish magazine in two consecutive months.

2

Society of Local Council Clerks Essex Branch Training Day

I attended this on 20 March 2014, and heard some very interesting and useful presentations on topics including insurance, proposed audit/accountability requirements, and employment issues.

3

Notice of Audit

The statutory notices have been placed in the noticeboards as is required.

4

HMRC annual return for PAYE

This has been successfully submitted before the statutory deadline. Payroll for the new tax year has been started.

5

Resignation of councillor

Following the resignation of G Dobson, the statutory notice was placed in the Sparrows Close noticeboard, giving parishioners the right to call a by-election. The deadline for submitting a demand is 12 May 2014 so I hope to know the outcome by the time of the meeting. If no election is demanded then a notice will be placed in the parish magazine inviting applicants to stand for co-option.

6

Emergency Planning contacts

An email requesting the names of two emergency planning contacts has been circulated; the council is asked to identify two names for this purpose.

7

Play area

On driving past the play area on Friday 2 May, I noticed a large vehicle inside, apparently carrying out tree works, of which I had no knowledge and which had not been ordered by the parish council.. I stopped and spoke to the workers. Apparently they were working on behalf of BTS in respect of the power lines which cross part of the site. They were doing remedial works to the oak tree, which had been cut back on a previous occasion but to an unsatisfactory standard. The works had been in the pipeline for over a year.

8

Parish cleansing day

CCC will be carrying out the work requested on 21 August 2014.

9

CCC Annual Civic Service

Parish councillors have been invited to attend CCC’s Annual Civic Service at 11.15am on Sunday 8 June 2014, with refreshments afterwards. Any councillor who wishes to attend is requested to inform the clerk.

10

Purchase of property from CCC

The clerk will report on the most recent communication from the solicitor.

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 12 May 2014.

9.3

To REVIEW the council’s risk assessment and management document. A copy has been circulated to councillors.

9.4

Annual Return 2013/14

The Annual Return comprises the council’s accounts for 2013/14. An electronic version has been circulated. Section 1, the Statement of Accounts, will be signed in hard copy by the RFO. The council is asked to AGREE this for submission to the external auditor, PKF Littlejohn. Section 2 is the Annual Governance Statement and the council is asked to CONSIDER and DECIDE its answers to the questions posed.

Notice of the public’s right to inspect the accounts has been given as is required.

The internal auditor has carried out her audit and has completed section 4 of the Annual Return; a copy is attached.

As the Annual Return is very basic, additional information which is more useful to the council has also been provided herewith.

9.5

Internal audit report

The report of the internal auditor is attached. She has again highlighted the need for Standing Orders and Financial Regulations to be amended; this requirement was commenced at the March meeting and should be concluded at this meeting (next agenda item).

She also notes that in January 2013 the council agreed to increase the clerk’s office allowance to £4 per week, in accordance with government guidelines; I should point out that in fact the HMRC tax-free allowance is £18 per month, and this is what has been stated on the payment voucher and has been paid.

I have taken up the issue of the non-VAT-compliant invoice with the organisation concerned.

The internal auditor suggests repaying the petty cash balance of £3.01 into the bank as it doesn’t appear to be used; this is quite a good idea as we now have the ALTO card for petty cash purchases, and if actual cash was needed, £3.01 would not be enough for anything very much. Not having a petty cash account would be one less factor to remember when doing the accounts.

The Assets Register does not include details of the location of assets such as the printer and the water boiler but can easily be amended to accommodate this. The printer is in the clerk’s home; the water boiler was in the care of the Chairman in 2010 and he is asked if it is still in his care or if it is now elsewhere.

9.6

Review and renewal of council’s insurance

The invitation to renew the council’s insurance has been forwarded to councillors for information. The cost is £265.00. The council has a long term agreement to retain this insurance until 31 May 2015.

For information, the council’s cover is as below:

Public Liability                         £10,000,000 Limit of Indemnity

Hirers’ Liability                         £5,000,000 Limit of Indemnity

Employers Liability                  £10,000,000 Limit of Indemnity

Officials Indemnity                  £500,000 Limit of Indemnity

Libel and Slander                    £250,000 Limit of Indemnity

Money                          Non-negotiable £250,000

                                                Negotiable Money – Premises £1,000

                                                Negotiable Money – Any Other Loss  £1,000

Fidelity Guarantee                   £150,000 Limit of Indemnity

Increased Cost of Working     £10,000 Limit of Indemnity

Loss of Revenue                     £10,000 Limit of Indemnity

Commercial Legal Protection £100,000 Limit of Indemnity

Office Equipment                    £5,000

Personal Accident (age 16-90) Capital Benefits £50,000

                                                Temporary Total Disablement £200pw

Motor Policy No Claims          No Claims Discount up to £250

Discount and Loss of Excess Loss of Excess up to £250

The council’s property, other than office equipment, is not insured for damage, theft etc.

10

STANDING ORDERS AND FINANCIAL REGULATIONS

10.1

Cheque signatories

A recent change in the legislation means that councils are no longer required to have two councillors signing cheques and other orders for payment. Councils which decide to do away with this practice are required to put robust procedures in place to control payments. This is quite difficult to implement in small councils. The current practices followed in Highwood Parish Council seem to work reasonably well and do not cause undue problems. Therefore the Clerk RECOMMENDS that the council continues its current practice whereby two councillors sign cheques and two councillors go online to authorise online payments; the council is asked to AGREE this.

10.2

Proposed changes to Standing Orders and Financial Regulations

The proposed amendments to the Standing Orders and Financial Regulations to make allowance for the current banking arrangements were put to the council meeting in March and, in accordance with the Standing Orders, they stood adjourned without discussion to this meeting.

The council is now asked to consider and APPROVE the proposed amendments to the Standing Orders and Financial Regulations. A copy of the original report to the council is attached again for easy reference.

11

COURSES ATTENDED

Cllr Cain-Tyler attended a course about the Code of Conduct in March, and Cllr Cameron attended a course about Social Media in May. They are invited to share their experiences and pass on what they have learned.

12

2

ADOPTION OF VERGE FROM BUS STOP TO CHURCH

Cllr Latham makes the following proposal:

Adoption of the verge from the bus stop to the church enabling the reconstruction of a verge in keeping with the village. Car parking can continue for the church as they do now, two wheels on. It stops HGV etc.

Cllr Latham will be able to supply the necessary plans for the proposal prior to its submission.

Cllr Latham also says “Secondary will be the reconstruction by me at no cost provided that the PC can include the grass cutting costs once established. Currently only the outside of the church is cut. We currently do the verges.”

An email from Cllr Latham giving background information about the adoption of verges by parish councils has been circulated to councillors.

The council is asked to CONSIDER this proposal.

13

HIGHWOOD PRIMARY SCHOOL COMMUNITY FUNDING

Cllr Latham has asked this question:

Highwood Primary School is to apply for community funding for the pool / changing room building but needs resident/community support within the application. PC advice needed if this can be discussed as a grant issue or not.

14

HIGHWAY MATTERS REPORTED BY COUNCILLORS

1          Speeding Traffic (standing item)

2          Surfacing on Mapletree access and bridleway

            Cllr Cain-Tyler is concerned about this surfacing which is in very poor condition. This has become a more prominent issue following a recent incident where an ambulance had difficulty in reaching a resident in the lane.

            For information: only the part of Mapletree Lane which goes approx. 300yds south west from Monks and Barrows Farm to the junction where the lane turns south east is in Highwood. The bridleway and the remainder of Mapletree Lane are in Ingatestone parish (Brentwood district).

3          20mph limit outside school

            In July 2013 the council agreed to support the introduction of a 20mph limit outside the school. Cllr Latham reports:

            Support is required for the adoption of the 20mph speed restriction adjacent to Highwood Primary School. The pupils are raising the awareness of the need for this reduction, details later but teachers are involved developing support letters. We need to get the PC and villagers support too. Magazine slot?

15

COMMUNICATIONS AND CORRESPONDENCE

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

16

Distribution Bag

EALC services & County Update

The Essex Playing Field Spring 2014

ECC road closure notice & 30mph speed limit notice

CCC Adoption of Planning Obligations Supplementary Planning Document

Came & Co Spring Parish Matters

17

DOCUMENTS ON DEPOSIT

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

None.

18

PLANNING APPLICATIONS

a)

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

App. no.

14/00346/FUL

Location

Yew Lodge House, Loves Green

Proposal

Single storey front porch extension with first floor front and side extension. Demolition of existing garage & construction of replacement garage extension to the front/side of the property.

Comment

No objection

App. no.

14/00327/FUL

Location

Glengarry, Highwood Road, Edney Common

Proposal

Proposed wetland providing storage for surface water attenuation system serving adjacent residential development. Installation of new fencing with a maximum height of 1.8m

Comment

The council has no objection to the proposal to provide wetland storage, but would prefer to see hedging rather than more fencing. Hedging is more in keeping with the rural character of the village.

App. no.

14/00458/FUL

Location

Land At Oak Tree Farm, Ingatestone Road

Proposal

Amendment to planning permission ref 13/01856/FUL (Demolition of existing dwelling and outbuildings and construction of replacement dwelling.) to; 1. Insert velux windows to front, side & rear; 2. Change the roof pitch & increase maximum ridge height to 6m; 3. Change the rear hipped end to a gable end; 4. Alterations to fenestration; 5. Move the position of the proposed dwelling

Comment

The council has not been able to determine the new position of the proposed dwelling on the plans so on that basis would object to the proposal. This application seems to encompass several significant changes which should surely have been resolved before the initial planning application was made.

App. no.

14/00385/FUL

Location

Church Farm, Highwood Road, Edney Common

Proposal

Demolition of the existing residential and agricultural building on site and construction of a new building comprising a 4 bedroom residential unit and agricultural storage and office space.

Comment

The council objects to this application. Although ostensibly currently a farm, there is considerable doubt that the premises are being used for that purpose, and it seems that this application is an attempt to build a residential property for its own sake rather than for the purposes of running a farm. Additionally the site is understood to be on green belt land and this development should not be permitted.

If the application should be granted, then it is essential that a condition tying the residents of the building to agricultural occupations is imposed.

b)

To CONSIDER the following planning application.

App. no.

14/00528/FUL

Location

Cowells Court, Nathans Lane

Proposal

Amendment to planning permission ref: 10/00638/FUL (Conversion of existing barns into a single dwelling with detached garage and landscaping) to move the garage & increase its size. Include a front porch. Alterations to fenestration.

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.

14/05016/TPO

Location

Land at the Nest, Highwood Road

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

App. no.

14/00079/FUL & 14/00080/LBC

Location

Armswick Farm, Cooksmill Green, Roxwell

Proposal

First floor extension. New dual pitched roof over existing flat roof. Alterations to fenestration including a new glazed door and 4 replacement windows

App. no.

14/00202/CLEUD

Location

Old Barns, Chelmsford Road

Proposal

Construction of a car port

App. no.

14/00346/FUL

Location

Yew Lodge House, Loves Green

Proposal

Single storey front porch extension with first floor front and side extension. Demolition of existing garage & construction of replacement garage extension to the front/side of the property.

e)

PLANNING CORRESPONDENCE

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

None.

19

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.

20

DATE OF NEXT MEETING

7.30 p.m. Wednesday 9 July 2014