Present:

Cllr David Cameron (in the Chair)

Councillors

John Heginbotham

Trevor Horsnell

Peter Latham

Dot Merriday

Anthony Pipkin

In attendance

Louise Fuller (Clerk)

Two members of the public

1/2013-14

ELECTION OF CHAIRMAN

Cllr Cameron was proposed as Chairman for the year 2013/14; there being no other nominations, he was duly elected and executed his Declaration of Acceptance of Office.

2/2013-14

APPOINTMENT OF VICE CHAIRMAN

Cllr Horsnell was proposed as Vice Chairman for the year 2013/14; there being no other nominations, he was duly appointed.

3/2013-14

APOLOGIES FOR ABSENCE

None.

4/2013-14

CONFIRMATION OF MINUTES

Members APPROVED the minutes of the meeting of the Council held on 13 March 2013 as a correct record.

5/2013-14

DECLARATIONS OF INTEREST and REQUESTS FOR DISPENSATIONS

Cllr Latham declared a DPI in item 17b on the agenda, planning application for his own property, but reported that the application was to be re-submitted with amendments.

6/2013-14

QUESTIONS FROM MEMBERS OF THE PUBLIC

None.

7/2013-14

CO-OPTIONS

The council had received two applications for co-option on to the council to fill the vacancy caused by the resignation of Cllr Cook.

Cllr Heginbotham announced that he would be resigning from the council with effect from the end of the meeting to enable fresh councillors to join the council.

The chairman thanked Cllr Heginbotham for his long and valuable service to the parish council.

The council noted that a notice giving the chance for an election to be called to fill this new vacancy would have to be posted.

The council RESOLVED TO CO-OPT Zoë Tyler on to the council, and hoped to be able to co-opt the other candidate at the next meeting. Cllr Tyler executed her declaration of acceptance of office and joined the meeting.

8/2013-14

REPORTS

Chelmsford City Council

City Cllr Chambers had emailed a report as she was at a meeting elsewhere.

Essex County Council

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

Police

There was no police representative present.

Village Agent

The village agent had attended the Annual Parish Assembly earlier and sent her apologies for the Council meeting.

Play Park

Cllr Cameron had nothing to report on the play park. He agreed to carry out a weekly inspection in order to meet insurance requirements, and was requested to keep a record of his visits and their outcome.

Village Hall

Cllr Pipkin reported that the village hall was breaking even. He was asked if the committee could look at its constitution in respect of the membership of the committee.

Public Rights of Way

A report from D Taylor had been emailed.

9/2013-14

REPORT OF THE CLERK

The Council NOTED the Clerk’s report.

1          Use of the village hall as Emergency Rest Centre

            Cllr Pipkin agreed that this would be acceptable, and would confirm to the clerk following the village hall AGM the following week.

2          Salt bag partnership scheme

            The council had no comment to make on the operation of the salt bag scheme in the winter of 2012/13.

10/2013-14

PARISH MAGAZINE

The council noted the report on the status of the parish magazine. The clerk reported that she had emailed Revd Jones to establish the position of the PCC but had had no reply. Concerns were expressed over the council’s ability to sustain responsibility for the magazine in the long term. All concurred that the magazine was a valuable asset to the parish.

The council AGREED that it would assume responsibility for the magazine if the PCC wished to relinquish it. The policy guidelines were agreed, subject to an addition at no. 5, and are appended to these minutes. If the council took responsibility for the magazine it would appoint John Heginbotham as editor.

11/2013-14

PURCHASE OF PROPERTY FROM CHELMSFORD CITY COUNCIL

Cllr Latham declared a DPI as he owned one of the garages in the block, and left the meeting.

Noted:

Heads of Terms are close to agreement.

Council will have to register for VAT as the properties have already been “opted to tax”.

It may not be possible to obtain a definitive answer to whether the other property owners are required to contribute to the cost of upkeep of the forecourt and roadway.

Copy of garage tenancy agreement has been received.

Parties will be liable for their own legal costs; parish council will have to pay for CCC public advertisement of land disposal.

AGREED that the council would pay the bill for the legal costs incurred to date on the lease and easement, which have now been aborted; £1,250 + VAT.

Grants may be available from CCC and other sources for the play equipment. The children in Highwood school should be consulted on what they would like in the play area. The clerk reported on a proposal which had been drawn up by a company which had approached her.

Cllr Latham returned to the meeting.

12/2013-14

FINANCE

12.1

12.2

Accounts for payment

The accounts for payment between meetings were noted, and those for payment now, cheques nos. 41 & 42 and online-banking, were APPROVED.

The account balances as at 2 May 2013 were NOTED.

12.3

Risk Assessment and Management

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

12.4

Annual Return 2012/13

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

12.5

Bank account signatory

It was AGREED that following Cllr Heginbotham’s resignation, Cllr Latham would become a signatory on the bank account.

13/2013-14

HIGHWAY MATTERS REPORTED BY COUNCILLORS

Speedwatch

Cllr Latham reported on Speedwatches which had been undertaken.

Highway maintenance

Concern was expressed about the lack of action on reported highways problems.

14/2013-14

COMMUNICATIONS AND CORRESPONDENCE, and DISTRIBUTION BAG

The members RECEIVED the correspondence and communications placed before them.

No councillor wished to attend the Chelmsford Civic Service.

15/2013-14

DOCUMENTS ON DEPOSIT

None.

16/2013-14

PLANNING APPLICATIONS

16.1

Parish Council Decisions

The following comments made by the parish council were NOTED.

App. no.

13/00428/FUL

Location

Land at Wellington House, Cooksmill Green

Proposal

Change of use and internal and external alterations of redundant farm buildings to create a self contained dwelling

Comments

No objection

16.2

To consider the following planning application

App. no.

13/00555/FUL

Location

Montagues Farm, Loves Green

Proposal

Single storey rear extension to utility room

Comments

No comment as plans were in abeyance pending amendments

16.3

Other planning applications received since the agenda was prepared

None

16.4

Decisions by Chelmsford City Council

The following planning decisions by Chelmsford City Council were NOTED.

GRANTED

App. no.

12/01341/FUL

Location

Greenfield, Edney Common

Proposal

Variations of conditions 3 & 4 of planning permission 08/01381/FUL

Note: the application re: condition 3 was withdrawn. Condition 4 was varied to permit use of the site by the current residents only.

16.5

PLANNING CORRESPONDENCE

There were no comments on the CCC Consultation on Community Infrastructure Levy and Building for Tomorrow.

Cllr Latham would attend the CCC Planning Forum.

17/2013-14

OTHER URGENT BUSINESS – for information only

Cllr Horsnell commented on the dearth of election material in Highwood.

18/2013-14

DATE OF NEXT MEETING

7.30 p.m. Wednesday 10 July 2013

The meeting closed at 9.25 p.m.