Agenda 8th July 2015

 

Highwood Parish Council

 

66 Victoria Road, Writtle, Chelmsford CM1 3PA

 

2 July 2015

 

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 July 2015 in the Village Hall, Loves Green, Highwood, CM1 3QG, 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 annual meeting of the parish council held on 20 May 2015 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

 

Community Agent

The Community Agent who now covers Highwood, Jo Pike, has taken it on in addition to her existing workload but with no extra hours, so she will not be able to attend council meetings.

 

Play park, Edney Common

Play park is currently closed

 

Village Hall

Cllr C Sargent

 

Footpaths/Public Rights of Way

D Taylor

 

 

6

REPORT OF THE CLERK

 

To RECEIVE the report of the clerk

 

1

Automatic Pension Enrolment

The clerk has received a letter from the parish council informing her that she is not entitled to automatic enrolment in a pension scheme but that she may request to join a scheme. She has responded that she does not wish to join a scheme at present. Acting as the clerk rather than in a personal capacity, she has received advice from the Pensions Regulator that there is no need to set up a pension scheme at present as no-one wants to join it, but if someone was to ask to join a scheme in the future, the council would have to set one up. (For information: the two alternatives would be the National Employment Savings Trust scheme or the Local Government Pension Scheme.)

 

2

 

 

 

Salt Bag Partnership 2015/16

The council has been invited to participate in the 2015/16 Salt Bag Partnership scheme. An email about the scheme has been circulated.

Decision required: whether to participate in the Salt Bag Partnership again for the coming winter season.

 

3

 

Edney Common Play Area Annual Inspection

See attached reports (on agenda and by email).

 

4

Play area survey results

See attached report.

 

5

Membership of Rural Community Council Essex

The invoice for renewal of the subscription to RCCE has been received, in the sum of £55 + VAT. The council is invited to review the membership and decide if it wishes to continue.

 

6

Request from Village Hall

See attached report.

 

7

Councillor vacancies

No applications for co-option have been received. The posts will continue to be advertised.

 

8

Insurance

The council’s insurer has been changed to Zurich Municipal.

 

9

Cheque signatories

The forms to change the bank signatories are being completed.

 

10

Sparrows Close garage rents

All rents are now being paid regularly as required.
           

 

 

 

11

Section 106 receipts

£18,200.07 has now been received in respect of properties at The Nest, Bleak House, Jordan’s Farm and Wellington House.

 

 

 

7

FINANCE

 

7.1

 

Accounts for payment

To APPROVE the accounts for payment (list will be available at the meeting).

 

 

7.2

To NOTE the account balances as at 30 June 2015.

 

 

7.3

 

 

Report of the Internal Auditor

The report of the Internal Auditor, which was received too late for consideration at the last meeting, has been circulated by email. Please note the clerk’s comments in the email. The council is asked to consider and note the report, and decide if any further action is required.

 

 

8

HIGHWAY MATTERS REPORTED BY COUNCILLORS

1          Speeding Traffic (standing item)

 

 

9

FOOTPATHS

Cllr Sargent is concerned about the state of the public footpaths across the parish, which seem to have been completely neglected this year. Some are now impassable.

 

 

10

 

 

 

COMMUNICATIONS AND CORRESPONDENCE

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

 

1          Essex County Council Youth Services Provision – email has been circulated.

 

 

11

DISTRIBUTION BAG

No items.

 

 

12

 

DOCUMENTS ON DEPOSIT

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

 

1          Village Hall chairman’s annual report and accounts

 

 

13

PLANNING APPLICATIONS

 

a)

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

 

 

 

App. no.

15/00685/FUL

 

 

Location

Oak Tree Farm, Ingatestone Road

 

 

Proposal

Retrospective permission for a garden shed and polytunnel

 

 

Comment

No objection

 

 

 

 
         

 

 

 

 

App. no.

15/00854/FUL

 

 

Location

Ewsons Farm, Ongar Road

 

 

Proposal

Amendment to planning permission 15/00012/FUL (part two storey, part single storey front and side extension.) for two storey side extension and solar panels on front garage roof

 

 

Comment

No objection

 

 

 

 

 

 

App. no.

15/00710/COUPA

 

 

Location

Church Farm, Highwood Road, Edney Common

 

 

Proposal

Determination as to whether the prior approval of the Local Planning Authority will be required for the change of use of an agricultural building to residential (C3) use

 

 

Comment

The council is not clear on its locus in commenting on COUPA applications, but wishes to express its concerns about this application. The property has been the subject of various planning applications in the past, some of them retrospective. Although nominally a farm, the property has not been used for agricultural purposes for many years, although the planning permission for the residence does have an agricultural tie. However a property of 28 acres could hardly be described as residential.

A proper full planning application should be submitted for the proposal to change the use from agricultural building to residential use. This will enable the parish council to express its views at that time.

As the area is green belt, if a residential building is approved, it must have a defined and realistic garden area.

 

 

 

 

 

 

App. no.

15/00905/FUL

 

 

Location

Land north east of The Old Vicarage, Wyses Road

 

 

Proposal

Demolition of two existing structures and the construction of a stable block with solar panels on the roof and associated hardstanding

 

 

Comment

The council objects to this application which is inappropriate development in the green belt. The existing structures were built on the green belt and were given retrospective planning permission. Allowing the new application would further compromise the integrity of the green belt.

The paddock is poor quality grazing which would not support more than two horses so additional stables and associated infrastructure are not required. There is a risk that the redundant buildings would then be used for other, unauthorised, activities. The application appears to have been made to enhance the value of the property, which is up for sale, and possibly to encourage future commercial use which would be inappropriate in this location.

 

 

 

 

 

b)

To CONSIDER the following planning applications

 

 

App. no.

15/00929/FUL

 

 

Location

Hawkins Smiths Farmhouse, Wyses Road

 

 

Proposal

Part retrospective application for a replacement dwelling as previously approved for extensions and alterations. (14/01911/FUL)

 

 

 

 

 

 

App. no.

15/00559/FUL

 

 

Location

Old Barns Cottage, Chelmsford Road

 

 

Proposal

Raising of the roof, two storey side extension, two storey front extension and new front porch. Partial demolition of existing rear extension and construction of new single storey rear extension. External alterations including new second floor side windows and revised external cladding.

 

 

 

 

 

 

App. no.

15/01097/FUL

 

 

Location

Montagues Farm, Loves Green

 

 

Proposal

Proposed rebuild/replace stables and associated buildings

 

 

 

 

 

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.

14/00806/MAT/1

 

 

Location

Fidlers Moat, Loves Green

 

 

Proposal

Material amendment to planning permission 14/00806/FUL (Ancillary building, stables and the conversion of garage roof space including two dormers and an external staircase & door) to re-site the ancillary building

 

 

 

 

 

 

App. no.

15/00604/FUL

 

 

Location

Oak Lodge, Loves Green

 

 

Proposal

Commercial use of site area for storage of vans for sale. Retention of new gates to existing entrance to site. Relocation of existing storage containers to within site curtilage & retention of container.

 

 

 

 

 

 

App. no.

15/00730/FUL

 

 

Location

Land west of Hands Farm, Radley Green Road

 

 

Proposal

External alterations including re-cladding existing building in stained boarding. Extend hardstanding to provide access and parking

 

 

 

 

 

 

App. no.

15/00685/FUL

 

 

Location

Oak Tree Farm, Ingatestone Road

 

 

Proposal

Retrospective permission for a garden shed and polytunnel

 

 

 

 

 

e)

 

 

 

 

2

PLANNING CORRESPONDENCE

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

 

CCC Planning Policy Update

An email has been circulated to councillors about this event; requests to attend are invited.

 

 

 

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

Wednesday 9 September 2015.

 

 

Agenda Item 6.3

 

Edney Common Play Area Annual Inspection report

The report has been circulated to councillors.

 

Specific requests were made for the inspection to consider two items raised by the council – the worn textile covering on the ropes on the multi-play item, and the height of the lowest rail on the fencing. These items were not specifically mentioned in the report but I have followed them up with the inspector. She said that the items were such low risk that they would not be worth identifying in the report. In respect of the rope, in her years of carrying out inspections she has never seen these ropes break and produce sharp strands of wire, and she considers it very unlikely that they would do so. She would not recommend that the council did anything about it. Any alternative covering, such as duct tape, would itself wear and would need frequent replacing. She said there was no recommended maximum height for the lowest rail of fencing and as this was not mentioned in the report, she would consider it sufficient as it is. The council could put in a lower rail if it thought it necessary.

 

As the play area has been closed awaiting the inspector’s comments on the specific items raised by the council, now that these have been received, consideration can be given to re-opening the play area.

 

In respect of the inspection report, a new item this year is the paintwork on the bench. Items the same as last year are the rotting timber and redundant latch on the gate, dog ban and ownership signs, replacement timbers and checking for possible wear in the bushes on the multi-linked item, clearance on the carousel, clearance on the see-saw, bird fouling on the see-saw and swings, paintwork on the swings, removal of centre seat on swings, and insufficient surfacing under the swings. These are all identified as low risk, except the rotting timber on the multi-linked item, the bird fouling, and the surfacing under the swings, which are medium risk.

 

Any action required as a result of the inspection report can also be considered.

 

Agenda Item 6.4

 

Play Area Survey

 

The surveys were distributed via the school, the Annual Parish Assembly, at Catch-Up Café, and in the parish magazine. 17 questionnaires were returned. A summary of the responses, prepared by Cllr Sargent, is below.

 

12 said it was a good idea

3 said bad idea

2 said not sure/no opinion

 

Good idea

Path around the edge where kids can ride bikes

Goal posts/swings/picnic benches/basket ball net/zip wire/balance beam/monkey bars/fort/sandpit/see saw/

Fenced off

Parking

 

Bad idea

Will attract passers by

Attract migrants/travellers

Isolated at the back

Access management

Use

Noise

Vandalism

what will happen with the old one?

 

Decision: the council is asked to decide how to proceed with this matter. 

 

Agenda Item 6.6

 

Use of the grass area at the rear of the village hall

 

Since acquiring the grass area at the rear of the village hall, the parish council has not drawn up a policy for its use.

 

This has now been brought to the fore as a request has been received from the village hall Bookings Secretary. There is to be a model horse exhibition in August. It is a private event, not open to the public. An exhibitor wishes to bring a live pony during the lunchtime period and has requested use of the grass area.

 

The planning permission granted allows the land to be used for open space/recreation/ amenity area/children’s playground. The restrictive covenant imposed when the land was purchased requires that the use of the land will only be that of a play area together with ancillary recreational use including holding the annual village fete and other similar events. Any use of the land must fall within these limitations.

 

The grass area is open to the public and access could not be denied, regardless of whether an event is intended to be public or private.

 

Any user of the land should be required to carry out a full risk assessment and take any necessary actions to reduce risks to an acceptable level. They should also be required to hold public liability insurance, of which evidence will be required,

 

Landowners can still be held liable for accidents which happen on their land even if they are not the organisers of an event.

 

Decision: the council is asked

1) to decide if the pony should be allowed for this event

2) to consider if it wishes to draw up a general policy for use of the grass area.