Agenda 1st August 2018

Highwood Parish Council

 

66 Victoria Road, Writtle, Chelmsford CM1 3PA

24 July 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 1 August 2018 in the Village Hall, Loves Green, Highwood, to transact the business shown in the agenda. This replaces the meeting scheduled for 11 July 2018 which was inquorate.

 

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 annual meeting of the parish council held on 9 May 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

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 most of the paths are in good condition and those that were sown over are clear, except for FP 36 through Writtle Park Farm. FP 40 by Kiln Cottage is very overgrown. A small fence obstructs the stile on FP 2. Fallen trees which were reported have been dealt with. The clerk will report the outstanding problems to ECC.

 

 

6

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

 

1

CCC “LOVE WHERE YOU LIVE”

The parish council’s requests have been passed to CCC; they will not cut the play area at Edney Common as this is not considered to be part of the Street Scene/highways. The other work has been booked in.

 

 

2

DATA PROTECTION

The Regulation has now been amended so that parish councils do not have to appoint a Data Protection Officer.   However of course the council does still have to abide by the General Data Protection Regulation and other data protection legislation.

 

 

3

 

 

EDNEY COMMON PLAY AREA ANNUAL INSPECTION REPORT

The annual inspection report for the Edney Common play area is attached for consideration.

 

 

4

 

ECC SALT BAG SCHEME

The parish council has joined the Salt Bag Scheme for 2018/19.

 

 

5

 

NEW PLAY AREA, REAR OF VILLAGE HALL

see report below

 

 

6

CCC LOVE YOUR CHELMSFORD – CHELMSFORD CHAMPIONS

Paul Bridgman was nominated for this award for his sterling efforts in litter picking around the village. He has been invited to the awards evening and will receive a certificate and a prize.

 

 

7

VILLAGE HALL BOOKING

The village hall has very generously not charged for the cost of the hall for the rescheduled council meeting.

 

 

 

7

 

WEBSITE AND SOCIAL MEDIA – Cllr S Maclean

Cllr Maclean has sent information about websites and social media.

 

 

 

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 30 June 2018.

 

 

8.3

 

 

 

 

Internal Audit report 2017-18

The completed Annual Internal Audit Report (which forms part of the statutory Annual Governance and Accountability Return) is attached for information.

 

Also attached is the report of the Internal Auditor, for consideration and any action required.

 

 

9

HIGHWAY MATTERS REPORTED BY COUNCILLORS AND CLERK

1          Speeding Traffic (standing item)

2          Speed limit for Ingatestone Road, as applied at Cooksmill Green (Cllr Horsnell)

3          Traffic management (Cllr Fishwick)

4          Overhanging hedges and trees at the top of Ingatestone Road/junction Chelmsford-Blackmore Road (Cllr Horsnell)

5          Missing/obscured road signs (Cllr Horsnell)

 

 

10

COMMUNICATIONS AND CORRESPONDENCE N

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

None.

 

 

11

 

DISTRIBUTION BAG

None.

 

 

12

DOCUMENTS ON DEPOSIT

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

Essex Heritage News 2018

RCCE Annual Review 2017-2018

 

 

13

PLANNING APPLICATIONS

 

a)

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

 

 

App. no.

18/00864/FUL

 

 

Location

Horse Shoe Cottage, Loves Green

 

 

Proposal

Demolition of existing conservatory and replace with rear single storey addition

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

18/00965/FUL

 

 

Location

Land adjacent the Green Man, Highwood Road, Edney Common

 

 

Proposal

Change of use of land to provide 8 Travelling Showperson’s plots and associated works including hardstanding

 

 

Comment

The council objects to the application. The site is outside the Defined Settlement Boundary, and would be inappropriate development in the green belt. It would have a negative effect on the rural character of the area and on the amenity of adjacent properties, and would have an unacceptable visual impact on the countryside. The council does not consider that very special circumstances have been demonstrated in this application which would allow its approval in the green belt.

The SADPD did not make any further provision for new gypsy and traveller sites. CCC had 91 pitches approved or allocated in the NCAAP, which complied fully with the targets for the period up to 2016 and provided the City with a five-year supply from 2011. Now, CCC’s emerging Local Plan includes 24 travelling showpeople plots to meet identified need for the period 2016-2036, and expects to see them provided on large strategic development allocations i.e. not within the green belt. This site does not fall in to that category and the site is not one which has been identified by CCC as a travelling showpersons’ site.

The application form states that the proposal includes no gain of residential units; this is clearly incorrect since the application is specifically for travelling showpeoples’ living quarters.

The application is misleading since it gives no indication of the number of caravans/mobile homes to go on each plot. The uninitiated observer would assume one caravan per plot. The previous application showed one mobile home and three caravans per plot and there is no reason to think the current application would have fewer caravans and residents. The omission of the information appears designed to mislead deliberately.

The application form states that there will be 24 parking spaces for vehicles on the site but it is hard to imagine that the number of vehicles on the site will be restricted to 24.

Finally, the agent has the site’s postcode wrong – this error hardly inspires faith in the accuracy of the rest of the application.

 

 

 

 

 

 

App. no.

18/00858/FUL

 

 

Location

Cedar House, Loves Green

 

 

Proposal

Single storey rear extension

 

 

Comment

No objection

 

 

 

 

 

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.

18/00549/FUL

 

 

Location

Ewsons Farm, Ongar Road

 

 

Proposal

Part two storey, part single storey front, side and rear extension with rear Juliet balcony. Solar panels to front of garage.

 

 

 

 

 

 

App. no.

18/00530/FUL

 

 

Location

Loves Green Cottage, Loves Green

 

 

Proposal

Single storey front extension with a new porch

 

 

 

 

 

 

App. no.

18/00645/FUL

 

 

Location

Home Lodge, Cock Lane

 

 

Proposal

Demolition of existing garage to create a new play room, two storey front extension and replacement of existing mansard roof with a dual pitch roof and dormers over existing windows

 

 

 

 

 

 

App. no.

18/00332/FUL

 

 

Location

The Green Man, Highwood Road, Edney Common

 

 

Proposal

New boundary fencing and entrance gate with landscaping

 

 

 

 

 

e)

 

 

 

 

 

 

 

 

 

PLANNING CORRESPONDENCE

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

1          CCC Local Plan

            The Local Plan has been submitted to the Secretary of State, for Examination by an independent Planning Inspector.

2          Notification of publication of the Strategic Land Availability Assessment

            emails have been circulated (one for each of the sites submitted by the parish council). It appears both sites have been discounted as they are wholly within the green belt.

3          Chelmsford Local Plan Draft Planning Obligations Supplementary Planning Document (SPD) Consultation

            email has been circulated; the parish council is invited to respond to the consultation.

 

 

 

 

 

14

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.

 

 

15

DATE OF NEXT MEETING

7.30 p.m. Wednesday 13 September 2018.

 

 

16

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.

 

 

17

 

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.

               

 

 

Agenda item 6.5

 

NEW PLAY AREA, REAR OF VILLAGE HALL

 

1          Planning Permission for play equipment

The clerk checked with Chelmsford City Council Planning Department about the possible need for planning permission for erection of the play equipment (separate from the existing permission for use of the area as a play/recreation area).   CCC confirmed that the plans fell within the scope of development by a parish council which is permitted without planning permission.

 

2          Site meetings

A site meeting was held with the chosen play equipment company and a local fencing company. Various options for the location of the play items were considered and a final plan agreed (attached).

The order for the equipment has been placed and the deposit is now required; it is on the payments list for this meeting.

 

Update since this report was first written: the clerk has discovered that an electricity cable runs across the top of the field, pretty much where the fencing was intended to go. It is not laid very deep – 600mm – and fence posts would normally be dug at about 600mm. She will be meeting Cllrs Latham and Sargent prior to the meeting to consider other options. There may also be water/sewage pipes to consider. The play company has a scanning device which will be used prior to excavation to ensure no equipment will interfere with underground services.

 

3          Fencing options

Three areas need to be considered.

a)         The first priority is to institute the boundary between the village hall car park and the grass field. This is required by the covenants on the property, but more importantly, the council will want to prevent cars driving on to the field, potentially causing accidents with users of the area and damaging the equipment. A 1.2m gap will be left in the boundary so village hall users can access the play area.

             Initial thoughts were to have a post and rail fence along here, roughly 600mm inside the boundary as there are existing trees along the actual boundary.   However over time this fence is likely to be become perceived as the real boundary so the council will effectively lose the land. Also, the fence posts are quite likely to clash with the underground cable. A low hedge along the boundary will be more environmentally friendly and will not cause a problem with any underground cables. A mix of native species could be planted, or hazels to match the village hall hedge.   Maintenance will be limited to a cut every couple of years.

             The quote received for a post and rail fence along this boundary (from the north-east corner of the land to the corner of the garages) was £507.50.

 

b)         The second matter to consider is vehicles. It would be helpful to play area users to have a small car park area, accommodating, say, three cars, but the question of how to allow access to legitimate users without enabling undesirable access is problematic.   Access must be maintained for vehicles wishing to reach the pumping station. Solution: remove the existing gate on the concrete road and replace it about 17 m down, and demarcate the car park area by some means to prevent vehicle access to the grass area; see attached rough sketch. The fencing supplier has quoted £590 for a new wooden gate. He suggests wooden posts placed at 1.2m centres to mark the car park area and this would cost £1,275. The use of post and rail fencing would be significantly cheaper; the supplier was not asked to quote for this. Either stand-alone posts or fencing would fit into the rural environment.

            It is likely that some trees on the grass area would have to be crown-lifted so cars could get access. The rough hedging down the side of the concrete road would definitely need to be cut back hard for a length of about 17m; the fencing supplier has quoted £170 for this.

            The surface of the car parking area could be left as grass, at least initially, with an intention for proper surfacing at a later date. The fencing supplier has quoted £4,675 for hard surfacing; the cost of marking out the spaces will have to be added.

 

c)         The third possible line of fencing is down the long side. At present this is quite heavily overgrown. There is a ditch which is just the other side of the council’s boundary.

            The fencing supplier has quoted £780 to cut back the undergrowth and £2,574 for post and rail fencing with wire mesh.

 

The council must now CONSIDER the fencing priorities and options and decide how to proceed. The council will anyway have to obtain a further two quotes for the work.

 

4          Planning permission and covenants

Part of the plan includes a surfaced area to park about three cars. If the council wishes to proceed with a surfaced area, the clerk will have to check whether this falls within the parish council’s permitted development rights or if planning permission will be required, and also if it is allowed within the terms of the covenant on the purchase of the land. If not, then steps will have to be taken to apply for planning permission and for the covenant to be lifted.