Present:

Cllr David Cameron (in the Chair)

Councillors

Trevor Horsnell

Peter Latham

Dot Merriday

Anthony Pipkin

In attendance

Louise Fuller (Clerk)

Brenda Smith (Village Agent) (to min. no. 9.6)

Four members of the public

1/2014-15

ELECTION OF CHAIRMAN

Cllr Cameron was proposed and seconded as Chairman for the year 2014/15; there being no other nominations, he was duly elected and executed his Declaration of Acceptance of Office.

2/2014-15

APPOINTMENT OF VICE CHAIRMAN

Cllr Horsnell was proposed and seconded as Vice Chairman for the year 2014/15; there being no other nominations, he was duly appointed.

3/2014-15

APOLOGIES FOR ABSENCE

Cllr Z Cain-Tyler.

4/2014-15

CONFIRMATION OF MINUTES

Members APPROVED the minutes of the meeting of the Council held on 12 March 2014 as a correct record.

5/2014-15

DECLARATIONS OF INTEREST and REQUESTS FOR DISPENSATIONS

There were no declarations of interest nor requests for dispensations.

6/2014-15

QUESTIONS FROM MEMBERS OF THE PUBLIC

None.

7/2014-15

REPORTS

Chelmsford City Council

City Cllr Chambers was on leave.

Essex County Council

Cty Cllr Aldridge was unable to attend due to a commitment elsewhere.

Police

A report from the police had been emailed.

Village Agent

B Smith had nothing to report.

Play Park

Cllr Cameron reported that all was well on the play park.

The hedge was overhanging the footway and should be severely cut back in the autumn.

Village Hall

Cllr Pipkin reported that the village hall was breaking even. The accounts for the year had been prepared. He would like to see greater parish council representation on the management committee.

Public Rights of Way

A report from D Taylor had been emailed and the clerk would take action as necessary. It was hoped that the particular difficulties being experienced in Pools Lane would be resolved shortly.

8/2014-15

REPORT OF THE CLERK

The Council NOTED the Clerk’s report.

1          Resignation of councillor

            Following the resignation of Cllr Dobson, the statutory notice of the casual vacancy was placed in Sparrows Close noticeboard. No by-election had been demanded so the vacancy could be filled by co-option. An article would be placed in the parish magazine inviting applications for co-option.

2          Emergency Planning contacts

            Cllrs Cameron and Latham were appointed as the emergency planning contacts.

3          Parish cleansing day

            CCC would be asked if it was possible to add clearing of litter from the lay-by on the A414 at Radley Green could be added to the work to be carried out on the Parish Cleansing Day.

4          CCC Annual Civic Service

            No councillor wished to attend this.

5          Purchase of property from CCC

            The clerk reported on recent correspondence with the solicitor, and difficulties in maintaining the security arrangements on the gate.

9/2014-15

FINANCE

9.1

9.2

Accounts for payment

The accounts for on-line payment between meetings were noted, and those for payment now, cheque no. 57 and online-banking, were APPROVED.

The account balances as at 12 May 2014 were NOTED.

9.3

Risk Assessment and Management

The council reviewed its arrangements for assessing and managing risks, and AGREED they were adequate and no change was required.

9.4

Annual Return 2013/14

The Council APPROVED section 1 of the Annual Return, the Statement of Accounts, and STATED it could answer “yes” to the questions in section 2, Annual Governance Statement.

The council NOTED that notice of the public’s right to inspect the accounts had been given.

The summary account of Receipts and Payments and the notes to the accounts were NOTED.

9.5

Internal audit report

The report of the internal auditor had been circulated and was noted.

The requirement to amend Standing Orders and Financial Regulations had not been dealt with expeditiously, but would be resolved at this meeting.

The council noted that the office allowance paid to the clerk was the HMRC tax-free allowance of £18 per month, rather than £4 per week, and approved this.

The clerk had asked the organisation concerned about the apparent non-VAT-compliant invoice.

The council agreed to close the petty cash account as it is not used.

The council noted the suggestion to record in the assets register the whereabouts of assets held. This could be easily accomplished and would be done. In 2010 the Chairman of the council had been looking after the water boiler; he would check if he still had this item or if it had been donated to the new village hall.

9.6

Review and renewal of council’s insurance

The council noted the information about the council’s current insurance policy and the level of cover. There is currently a long-term agreement to 31 May 2015. The premium for the year was £265.00.

B Smith left the meeting.

10/2014-15

STANDING ORDERS AND FINANCIAL REGULATIONS

10.1

Cheque signatories

The council noted that new legislation no longer required two councillor signatories to sign cheques and other orders for money (such as online banking) but AGREED to retain its current arrangements.

10.2

Proposed changes to Standing Orders and Financial Regulations

Further to the report which had been put to the last meeting and, in accordance with Standing Orders, stood adjourned without discussion to this meeting, the following amendments were AGREED:

Standing Orders

No. 39 – delete and replace with “Orders for the payment of money shall be authorised by resolution of the Council. If paid by cheque, this will be signed by two members; if paid by on-line banking, the payment will be authorised on-line by two members.”

Financial Regulations

No. 5, first para – delete second sentence, replace with “Current and deposit accounts will be maintained with suitable banking institutions as appropriate. This may include the use of on-line banking facilities.”

Second para – delete and replace with “Cheques shall be drawn up by the RFO and on-line payments will be set up by the RFO. The cheques and on-line payments information will be presented along with the relevant invoices to the bi-monthly Council meeting for approval and signing.”

Third para – amend “three” to “four”. Add new sentence “Payments made on-line will be authorised on-line by two of the four named members of the Council.”

Fourth para – amend to read “All invoices, cheques and on-line payments ….”

Fifth para – after “cheques may be signed” add “or on-line payments authorised”

No. 6 – insert at the end of the sentence “or by on-line banking”.

11/2014-15

COURSES ATTENDED

Cllr Cain-Tyler was not in attendance to report on the Code of Conduct course.

Cllr Cameron reported that the Social Media course had been interesting but he felt that the council’s level of activity probably did not warrant investment in Facebook or Twitter accounts.

12/2014-15

ADOPTION OF VERGE FROM BUS STOP TO CHURCH

Cllr Latham described his proposal for the parish council to adopt the verge from the bus stop to the church and to carry out various works. He would draw up detailed plans for the proposal. The proposal would have to be submitted to Essex County Council Highways Dept for agreement. Cllr Latham would personally fund the works.

The council AGREED to submit a proposal to ECC to adopt the verge, and to assume responsibility for cutting the grass once the works had been carried out. Cllr Latham would forward the plans and proposal to the clerk.

13/2014-15

HIGHWOOD PRIMARY SCHOOL COMMUNITY FUNDING

The council was in favour in principle of the school’s pool/changing room building project.

14/2014-15

HIGHWAY MATTERS REPORTED BY COUNCILLORS

1          Speedwatch

            Cllr Latham reported that a Speedwatch had been carried out this week. More feedback from the police on action taken was required.

2          Surfacing on Mapletree Lane access and bridleway

            Cllr Cain-Tyler was not in attendance to discuss this item.

3          20mph limit outside school

            The council confirmed its decision from July 2013; that it supported the introduction of a 20mph limit outside the school. Cllr Latham had a meeting with the school soon and would report this back. He would prepare an application for the project to the Local Highways Panel and forward it to the clerk for submission.

15/2014-15

COMMUNICATIONS AND CORRESPONDENCE, and DISTRIBUTION BAG

The members RECEIVED the correspondence and communications placed before them.

The clerk had received further information from Chelmsford City Council about the proposed Control of Street Trading. The council AGREED that the grass area at the rear of the village hall and the Edney Common play area should be exempt from the order; also the grounds of the village hall, if they would otherwise be included.

16/2014-15

DOCUMENTS ON DEPOSIT

None.

17/2014-15

PLANNING APPLICATIONS

17.1

Parish Council Decisions

The following comments made by the parish council were NOTED.

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.

17.2

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.

Comment

No objection

17.3

Other planning applications received since the agenda was prepared

App. no.

17/00763/FUL

Location

Containers rear of Oak Lodge, Loves Green

Proposal

Retrospective application for new gates and railings to the site entrance with an overall height of 2.35m

Comment

As this application had only just been received it was agreed to exchange comments by email to allow time to view the application.

17.4

Decisions by Chelmsford City Council

The following planning decisions by Chelmsford City Council were NOTED.

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.

17.5

PLANNING CORRESPONDENCE

None.

18/2014-15

OTHER URGENT BUSINESS – for information only

Pools Lane was raised; also verge cutting.

19/2014-15

DATE OF NEXT MEETING

7.30 p.m. Wednesday 9 July 2014

The meeting closed at 9.00 p.m.