Agenda 8th March 2017

Highwood Parish Council 

66 Victoria Road, Writtle, Chelmsford CM1 3PA 

2 March 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 8 March 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 11 January 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

Mandy continues to report problems she finds. At present walking the paths is hard work   due to the wet and muddy conditions.

 

 

6

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk.

 

1

Section 106 money – further information

S106 has   effectively been replaced by CIL (Community Infrastructure Levy) so there   will be no agreements made under S106 in future, and thus the ability of the   council to influence the content of the agreements and purpose to which the   money is put is no longer relevant.

I have   asked CCC if there is any possibility that the existing agreements could be re-negotiated   with the developers so that the funds could, for instance, be used to fund a pedestrian   footway between Edney Common and Loves Green.

 

2

EALC Planning Briefings

Bookings   have been made for Cllr Sargent to attend the morning briefing on Saturday 6   May 2017, and Cllr Cameron to attend the afternoon briefing. The cost is £45 per place i.e. £90 in   total.

 

3

Love Where You Live

CCC has   invited the council to suggest places it considers need a special tidy up on   one of its Parish Cleansing Days. This   can include litter picking, footpath and channel sweeping, and cutting back   footpaths and hedges.

 

4

Garage rents

Letters and   invoices for the year 2017/18 have been sent to the garage tenants.

 

 

 

7

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

GRANT APPLICATION

St Paul’s Church has submitted   a grant application as follows:

 

1          Magazine

            The cost of the   magazine (printing and editing) in 2016 was £1,241.42. The council gave the church a grant of £1,262.64   in advance for the year. Thus there is   an overpayment of £21.22.

            The grant to be   given in advance for 2017 would be based on the 2016 cost, £1,241.42, less   the overpayment for 2016, i.e. £1,220.20.

            The council is   asked if it AGREES to payment of this grant. There is sufficient in the budget to cover   it.

 

2          Churchyard grass and   hedge cutting

            The church has   asked for a grant of £937 to cover the cost of grass and hedge cutting in the   churchyard. For information, last   year’s grant was £520. The amount in   the council’s budget is £600.

            In January 2014,   the council wrote to the church treasurer thus:

            “The council agreed   a grant of £635 be made for the cost of the churchyard maintenance in   2013. A third cheque is enclosed for   this amount. I should point out that   the council noted that this amount was significantly more than was paid in   the grant last year and was more than it had budgeted, so it is hoped that   costs will be contained in 2014 or the council might have to consider capping   the amount granted in future years.”

            I asked the   church’s treasurer for an explanation of the increase in 2016; his response   is attached.

            The council is asked to CONSIDER this grant   request.

 

 

 

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 28 February 2017.

 

 

8.3

Internal Auditor

To APPOINT the internal   auditor for 2016/17. Proposed: to   appoint Mrs N Powell-Davies if she is willing to act again.

 

 

9

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2

 

STANDING ORDERS AND   FINANCIAL REGULATIONS

Further to the item on the   agenda of the last meeting, whereby as per Standing Order 81 the proposed   changes to the Standing Orders and Financial Regulations stood adjourned   without discussion to this meeting, they are reproduced below.

 

They remove all references to   finance in the Standing Orders and incorporate them instead in the Financial   Regulations. This will prevent   inconsistencies arising in the future.

            Changes to   Standing Orders

i           Delete Standing   Order 39 Expenditure and amend Financial Regulations to incorporate it fully.

ii           Delete Standing   Orders 54 & 55 Accounts and Financial Statement and amend Financial Regulations   to incorporate this.

iii          Delete Standing   Order 56 Estimates as (a) is already incorporated in the Financial Regulations   and (b) does not apply in Highwood.

iv         Delete Standing all   of Standing Order 73 Standing Order on Contracts and replace it with

            (title) Financial Regulations

            The Council will   make regulations for the conduct of its financial affairs including for the   making of contracts for the supply of goods or materials or for the execution   of works, and such Regulations shall form part of these standing orders.

            (For information:   the part about contracts etc has to be mentioned specifically in Standing   Orders as there is a statutory requirement to have a standing order governing   such matters.)

            Amend Financial   Regulations to incorporate SO 73.

           

            Changes to   Financial Regulations

            A copy of the draft   revised Financial Regulations is attached with amendments shown in red. The paragraphs have now been numbered for   ease of reference. The full text of   the amendments, when agreed, will be reproduced in the minutes.

 

RECOMMENDED:

The Council agrees the proposed changes to the Standing   Orders and Financial Regulations.

 

 

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.

None.

 

 

12

DISTRIBUTION BAG

None.

 

 

13

 

DOCUMENTS ON DEPOSIT

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

RCCE Oyster Winter 2017

 

 

14

PLANNING APPLICATIONS

 

a)

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

 

 

App. no.

14/00385/MAT

 

 

Location

Church Farm,   Highwood Road, Edney Common

 

 

Proposal

Removal of   condition 4 from planning permission 14/00385/FUL (Code for sustainable   homes)

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

17/00243/FUL

 

 

Location

Horsfrith Park   Bungalow, Radley Green

 

 

Proposal

New chalet   bungalow to replace existing bungalow

 

 

Comment

No objection

 

 

 

 

 

b)

To CONSIDER the following   planning application.

 

 

App. no.

17/00155/FUL

 

 

Location

Red House,   Highwood Road, Edney Common

 

 

Proposal

Two storey   side extension, single storey side and rear extension

 

 

Note: CCC has   agreed an extension of time to allow this application to be considered at the   meeting.

 

 

 

 

 

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.

16/02090/FUL

 

 

Location

Woodlands,   Ingatestone Road

 

 

Proposal

Demolition of   existing bungalow and construction of a replacement chalet-type dwelling

 

 

 

 

 

 

APPLICATION WITHDRAWN

 

 

App. no.

16/02107/FUL

 

 

Location

Land at Oak   Tree Farm, Ingatestone Road

 

 

Proposal

Proposed   two-storey dwelling

 

 

 

 

 

 

REFUSED

 

 

 

App. no.

16/02027/FUL

 

 

Location

Land adjacent   the Green Man, Highwood Road

 

 

Proposal

Proposed   change of use of land to provide eight Travelling Showman’s yard (winter   quarters) family pitches

 

 

 

 

 

e)

 

PLANNING CORRESPONDENCE

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

Chelmsford City Council Local   Plan

The “Preferred Options” version   of CCC’s draft Local Plan will be presented to its Development Policy   Committee on 9 March, and will be open for consultation for six weeks from   late March. It will be important for   the parish council to comment on the draft.

 

 

 

 

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

Annual   Meeting of the Parish Council at 7.30 p.m. on Wednesday 10 May 2017 preceded   by the Annual Parish Assembly at 7 p.m.  

 

 

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 a property matter.

 

 

18

 

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.