Agenda 14th September 2016

Highwood Parish Council

 

66 Victoria Road, Writtle, Chelmsford CM1 3PA

 

8 September 2016

 

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 September 2016 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 13 July 2016 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

 

Community Agent

Sally Austin

 

 

6

CO-OPTION

A possible interest in co-option on to the council has been shown by Clare Brazier. The relevant information has been sent to her but at the time of writing she has not confirmed her interest and completed the form confirming her eligibility for the office of councillor. Should this be received, and also a personal statement from her, the latter will be circulated to councillors.

 

If Ms Brazier does apply to be co-opted, 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 candidate is present at the meeting and her application is accepted, she may complete the Declaration of Acceptance of Office and take her place in the meeting as a councillor.

 

 

7

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

1

Hedge cutting

Works to carry out hedge cutting at the Edney Common play area to enable access along the highway have been ordered but not yet carried out. The cost is £295.

 

2

Winter salt bag partnership

The deadline for responding to the invitation to join the salt bag partnership is usually quite soon after the July meeting, where the council decides whether or not to join, and in fact this year, we nearly did not make it on to the scheme.

The council is ASKED to agree to delegate the decision on joining the scheme to the clerk, after consultation with parish councillors, rather than waiting to make a decision at a meeting. This will enable a response to be made soon after the invitation is received and should avoid the problem recurring in future years.   If there should be dissent between the councillors then the matter would have to wait for a meeting.

 

3

 

 

Edney Common play area annual inspection report

The annual inspection report is attached for information and consideration of any action required.

Note: there are comments about the vegetation around the entrance to the playground; clearance works were already ordered prior to the report being received.

 

4

Grass cutting

The specification for this year states the number of cuts to be carried out but not their timing. The contractor may request further cuts depending on growth.   Additional cuts were carried out in August on the grass at the rear of the village hall and the play area, as they needed to be mown, and the council is asked to agree payment for these and for a further cut in September, which will also be needed.   Depending on the weather, a further cut may also be needed in October.

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 31 August 2016.

 

 

8.3

ANNUAL RETURN 2016

The Annual Return has been signed off by the external auditor 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.

 

 

9

HIGHWAY MATTERS REPORTED BY COUNCILLORS AND CLERK

1          Speeding Traffic (standing item)

 

 

10

 

REVIEW OF GRASS CUTTING SPECIFICATION

As requested by Cllr Sargent at the last meeting.

Current specification has been circulated to councillors.

 

 

11

CUTTING OF PUBLIC RIGHTS OF WAY

As requested by Cllr Sargent at the last meeting, to consider the cutting regime for Public Rights of Way, and whether the parish council could play a part in this.

 

For information:

Maintenance of Public Rights of Way is the statutory responsibility of Essex County Council. Chelmsford City Council has a Service Level Agreement with ECC under which it cuts the PRoW as instructed by ECC. It also adds some additional cuts by its own choice. Not all PRoW are on the cutting programme. ECC requires only one cut per year, but CCC has decided to add an additional cut. The paths which are cut are 18, 25, 26, 30, 8, 31, 35, 34, 39, 37, 40.   The first cut for most was in May 2016, a couple not till August. The second cut is later in the year. It is worth noting that the weather conditions this year have made PRoW maintenance particularly challenging in respect of vegetation.

 

Any PRoW problems can be reported online by individuals as well as by the parish council.

 

 

12

HIGHWOOD WAR MEMORIAL

St Paul’s Church has requested a grant of £362.25 to pay for adding the names of Highwood residents who died in World War II to the war memorial, which sits in the grounds of the church and currently holds only the names of those killed in World War I.

 

The church has only a small congregation and very limited funds so would appreciate it if the council agreed to make the grant.

 

The council is asked to CONSIDER this request.

 

 

13

 

COMMUNICATIONS AND CORRESPONDENCE

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

 

 

14

DISTRIBUTION BAG

None.

 

 

15

 

DOCUMENTS ON DEPOSIT

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

EALC notice of AGM and Annual Conference 22.9.16

RCCE “Oyster” Summer 2016

 

 

16

PLANNING APPLICATIONS

 

a)

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

 

 

App. no.

16/05146/TPO

 

 

Location

Hoppits, Loves Green

 

 

Proposal

T6 Willow – reduce by approx 5m to previous cutting points. Reason: To alleviate nuisance to neighbouring property.

 

 

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.

16/00914/FUL

 

 

Location

Horsfrith Park Bungalow, Radley Green

 

 

Proposal

Part single, part two storey side and rear extension. Loft conversion with front facing dormer.

 

 

 

 

 

 

App. no.

16/01088/FUL

 

 

Location

Cat and Kitten Cottage, Blackmore Road

 

 

Proposal

Two storey rear extension

 

 

 

 

 

 

App. no.

16/05146/TPO

 

 

Location

Hoppits, Loves Green

 

 

Proposal

T6 Willow – reduce by approx 5m to previous cutting points. Reason: To alleviate nuisance to neighbouring property.

 

 

 

 

 

e)

APPEAL DECISION

 

 

App. no.

15/01685/CLOPUD

 

 

Appeal ref.

APP/W1525/X/16/3141628

 

 

Location

Schoolfield Cottage, Radley Green Road

 

 

Decision

Appeal dismissed

 

 

 

 

 

f)

 

PLANNING CORRESPONDENCE

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

           

 

 

 

 

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

7.30 p.m. Wednesday 14 November 2016

 

 

19

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 a property matter.

 

 

20

 

PROPERTY MATTER (1)

Report has been emailed to parish councillors.

 

Following this item the meeting will be re-opened to the public.

 

 

21

NEW PLAY EQUIPMENT ON GRASS AREA, REAR OF VILLAGE HALL  

Cllrs Latham and Sargent have both sent their apologies for the meeting, but it is hoped that a written report with their notes on the quotes they have seen and their recommendations for a supplier of new equipment will be received in time for consideration by the meeting. This will have to be taken in the context of the outcome of the previous agenda item.

 

 

22

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.

 

 

23

 

PROPERTY MATTERS (2)

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.