MORETON, & THE LAVERS PARISH COUNCIL

Clerk : Mrs Adriana Jones, Ware Farm, The Street, High Roding, , CM6 1NT Tel: 077 377 36365 Email: [email protected]

9th May 2017

You are hereby summoned to attend the Annual Meeting of the Parish Council which will be held on Monday 15th May 2017, in Moreton Village Hall at 7.30pm to transact the business shown in the Agenda below.

Adriana Jones Clerk to the Council Members of the public and press are invited to attend this meeting

AGENDA

1. ELECTION OF CHAIRMAN This Parish Council has a policy of a two year Chairmanship, however in order to comply with the legal requirements of the Local Government Act 1972 s.15(4), the Parish Council are asked to CONFIRM the election of Cllr Robert Radbourne to his second year of Chairmanship.

2. APOLOGIES FOR ABSENCE To RECEIVE any apologies for absence.

3. OTHER ABSENCES To NOTE any absences for which no apology has been received.

4. DECLARATIONS OF INTEREST To RECEIVE any Declarations of Interest by Members. A Member with a personal interest in a matter must consider whether it is a Disclosable Pecuniary, Non Pecuniary or Other Pecuniary Interest, and declare it accordingly. A Member who is unsure as to how to declare their interest should seek independent advice.

Members are reminded, that they should review their Interests on a regular basis, and as such the Clerk has been asked by EFDCs Monitoring Officer to request that Councillors review their current Declaration and that if necessary a new form be completed and submitted to EFDC - to be done within 28 days of any change. This is a legal requirement.

5. CONFIRMATION OF MINUTES To APPROVE as a correct record the Minutes of the Parish Council meeting held on 13th March 2017 and to discuss any matters arising from these minutes, and agree any outstanding actions. To NOTE the Planning Committee Meeting minutes of 2nd May 2017.

6. PARISHIONERS FORUM To RECEIVE questions from members of the public. In accordance with an agreed procedure, the time allocated for public questions may be limited to 10 minutes or such other period determined by the Chairman of the Meeting.

7. REPRESENTATIONS ON OUTSIDE BODIES Councillors are asked to DETERMINE the Council's representatives on outside bodies. Councillors are asked to AGREE a change to three of the titles previously referred to as 'Officers'. These were the Footpath Officer, Transport Officer and the Crime Prevention Officer, all three of which have been duly renamed below. Current/former representatives (where applicable) are shown below:

Magdalen Laver Village Hall Cllr Carol Foulser Moreton Village Hall Cllr John Collins Footpath representative Cllr Andy Mangan EFDC Safer Communities Panel Vacant (was Cllr Schwier) EFDC / ECC Transport Agreed Clerk to attend if necessary Country Care Colin Thompson, Moreton Resident Bobbingworth Nature Reserve Colin Thompson, Moreton Resident Crime and related issues Carol Foulser to manage emails and Cllr Andy Mangan Internal Auditor Mr Taff, Moreton Resident Joint Standards Committee Cllr Rosemary Padfield Epping Forest Branch of the EALC Two reps (clerks may also attend these meetings) Local Councils’ Liaison Committee Two reps – (clerks may also attend these meetings) Neighbourhood Plan Steering Group Cllr Angela Busch Current Chair

8. INSURANCE The Parish Councils insurance cover is due for renewal on 1st June 2017. The current provider of insurance is Zurich, who have agreed to keep the insurance premium the same as that for 2016/2017, however there has been an increase in the IPT to 9%. The quotation is for £224.35. Councillors are asked to AGREE if they are happy to accept this quotation for insurance for the coming year.

9. REPORTS To RECEIVE any questions emanating from any reports from Councillors who wish to give a report and/or who are representatives on Committees, Working Groups, Outside Bodies and other meetings that Councillors or the Clerk have attended and which, if available, will be reproduced if they have been submitted by Councillors for inclusion: a) BOBBINGWORTH NATURE RESERVE b) DISTRICT / COUNTY COUNCILLOR REPORTS c) PARISH COUNCILLOR REPORTS

10. BOBBINGWORTH CLOCK Correspondence has been received from St Germains / Bobbingworth PCC regarding expensive repairs that have taken place to the parish clock which is located on the church tower. The motor to the autowinder was replaced as well as the gear box refitted which amounted to £444.18 inc VAT. All the work was undertaken by Public Clocks Ltd who also service the clock. Bobbingworth PCC would like to ask if the Parish Council would consider making a donation towards the cost of these repairs. The Clerk has been advised that a representative from Bobbingworth PCC will be in attendance at the meeting. The Parish Council are now asked to CONSIDER this request.

11. CLERKS COMMUNICATIONS AND CORRESPONDENCE REPORT To RECEIVE the oral report of the Clerk on matters which may be of current interest to Members and which require a formal update, and to RECEIVE such correspondence and communication as the Clerk may place before the Council. Items under this agenda item are for NOTING only.  Email from EFDC Planning Enforcement requesting patience as they have current staffing issues  Local Highways Panel for 2017/2018 year has budget £204k to spend on Highway Improvement Schemes.  EALC / - The Local Council Police Conference - Local Visible Accessible Policing. Wednesday 7th June 9.30-3.30pm - £25 per delegate. Local Councils Working in Partnership with the Police and Crime Commissioner for Essex.  Essex Activities – www.essex-activities.org.uk - is a free-to-use site to promote local events and to help people find out what is happening in their neighbourhood. It’s a website owned by local people – the content belongs to local residents and the events are run by local people as well.  Application has been submitted for Junction 7a of the M11, with works expected to finish 2021.  Notice from EFDC that as this Parish currently falls within the Brentwood and Ongar Constituency for a UK Parliamentary election, Brentwood Borough Council is in charge of election matters for 8 June, and they have advised that they do not send official election notices to be displayed on Parish/Town Council notice boards. If Councillors get any enquiries about candidates etc., electors should be directed to the Brentwood BC website which will have all the details needed. EFDC will be issuing poll cards on behalf of Brentwood BC, however Brentwood BC themselves will be issuing postal ballot packs.  Available Training for 2017/2018 attached to the agenda - Councillors are asked to contact the clerk if they would like to attend any of the training offered.  Gift of a framed Limited Edition Pictorial Map of The Lavers (, and ) dated July 1989 with the name V Waples in one corner. The picture measures 20’ x 26” including the frame. 2

 New Highways Rangers Process - Clerk will provide update at the meeting  EFDC Consultation on revisions to the validation list of local information requirements. This now includes the addition of a guidance note on the submission of viability and financial appraisals for affordable housing. Responses must be receiving by 2nd June.  The Clerk will be taking annual leave between 21st July and 7th August.

12. PLANNING a) Councillors are aware that the Clerk arranges Planning Committee meetings if there are plans that need consideration between Parish Council meetings. The number of Councillors attending these meetings quite often only just meets the minimum number required in order to have a quorum, and a number of proposed meetings have had to be cancelled for this very reason. The Clerk is able, via delegated powers, to submit planning responses on behalf of the Parish Council and Planning Committee if necessary. Following a recent application that caused concern amongst a number of Councillors, the Parish Council are asked to CONSIDER this matter further, and agree how planning responses should be dealt with going forward. Councillors are asked to NOTE that the Parish Council are a Statutory Consultee in the Planning Process, and do not themselves have the power to grant planning permission.

b) Councillors are asked to CONSIDER the following matters: 1. To CONSIDER any planning applications submitted to the Parish Council for comment - EPF/1029/17 Laughters Farm, Extension and alteration to the two first floor side roof Faggotters Lane, dormers to form one side roof dormer (revised Matching Tye, description). CM17 0NU Applicant Name: Mr Mark http://planpub.eppingforestdc.gov.uk/NIM.websearch/Externa lEntryPoint.aspx?SEARCH_TYPE=1&DOC_CLASS_CODE= Fernyhough PL&FOLDER1_REF=593631 D/L 29/5 EPF/0996/17 Tilegate Cottage, Tilegate Single storey side/rear extension and conversion of Road, Ongar, CM5 0ED garage to habitable room Applicant Name: Mr Peter Williamson http://planpub.eppingforestdc.gov.uk/NIM.websearch/Externa D/L 22/5 lEntryPoint.aspx?SEARCH_TYPE=1&DOC_CLASS_CODE= PL&FOLDER1_REF=593536

EPF/1016/17 Cross Lees Farm, Cross Single storey side and rear extension, removal of Lees Lane, Moreton, single storey later additions. Removal of UPVC & Ongar, Essex, CM5 0HX windows and replacement with new minor external and Applicant Name: Mr & internal changes. EPF/1017/17 Mrs A Parris - and - LB D/L: 22/5 Grade II listed building application for proposed single storey side and rear extension, removal of single storey later additions. Removal of UPVC windows and replacement with new minor external and internal changes.

http://planpub.eppingforestdc.gov.uk/NIM.websearch/Externa lEntryPoint.aspx?SEARCH_TYPE=1&DOC_CLASS_CODE= PL&FOLDER1_REF=593601

2. To NOTE any planning applications which have been responded to by way of the Clerks delegated powers - NONE 3. To NOTE any planning applications upon which EFDC do not normally accept comments

EPF/1085/17 Chapel, Harlow Road, Application for approval of details reserved by DRC Moreton, Essex, CM5 condition 3 'proposed turntable', 4 'surface water', 6 0DR 'gates', 7 'archaeological work', 8 'drainage details and Applicant Name: Mrs 10 'vehicular access' on planning application Karen Hellmers EPF/1930/14 (Change of use from disused D/L 29/5 Congregational chapel now in use as an art studio to residential and erection of crossover onto highway).

4. To NOTE any enforcement actions or appeals -NONE

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13. NEIGHBOURHOOD WATCH Councillors will recall that at the March meeting a request was made that the NHW Co-ordinator for this area, together with any local co-ordinators, be asked to attend the May Parish Council meeting to provide an update on NHW in this area and how it operates. On 24th April, the Chairman and the Clerk met with Tracey Graham. This was following a phone conversation between Tracey and the Clerk during which Tracey stated that she had been asked to contact the Parish Council concerning the title 'Crime Prevention Officer' used under the Councils representation on outside bodies. This had been raised at a previous Essex County Neighbourhood Watch meeting as a concern following an issue elsewhere in the country in which it was stated this could be deemed as impersonating a police officer, as Councillors were not officers, and the terminology 'Crime Prevention' was no longer used - now 'Crime Reduction'. During this meeting, Tracey gave an overview of the NHW structure, confirming that there were 'local co-ordinators' within the Parish, however NHW falls short of being able to insist these individuals complete specific roles. For example, it may be that a local co-ordinator is simply a co-ordinator for themselves and the neighbour next door. Tracey, as the NHW Co-ordinator, is tasked with sending out any relevant information to these local co-ordinators (using her discretion), requesting they too pass on the information. Tracey confirmed she was more than happy to provide regular updates to the Parish Council on any recent issues. Tracey also advised on the work NHW does to promote services such as Community Agents, scam awareness, free fire alarm checks, the provision of NHW signs, and generally trying to raise the profile of NHW locally.

In terms of a way forward, it was suggested that perhaps one way the Parish Council could help would be with raising local awareness of the active NHW scheme, and Cllr Radbourne suggested the Open Parish Meeting in November could be a good opportunity to do this. In addition, a link on the Parish Councils website front page to the Epping Forest NHW site would be helpful. Councillors are now asked to CONSIDER these suggestions.

14. PLAYING PITCH STRATEGY FOR THE AREA Council has appointed 4global, a technical sports consultancy, to produce a playing pitch strategy for the area. 4global would like to request the Parish Councils support in gathering local insight into playing pitch provision within the Parish. The results will help the Council, sports clubs, governing bodies of sport and other partners to ensure that local playing pitch provision meets the current and future requirements and needs of local residents and key stakeholders. Notification of this request was received by email on 4th May, and the deadline for responses is 19th May. Councillors are asked to NOTE that the Clerk has sent a complaint to 4global stating a two week timescale to complete this consultation is simply not long enough, and it is hoped a response will be available in time to be reported to the meeting. In addition, EFDC are holding a Stakeholder Engagement event on 18 May 2017 between 18.30-21.30 in the Council Chamber, at the Civic Offices. The purpose of the workshop is to understand more about the supply and demand of indoor and outdoor sports facilities (including playing pitches) and the provision of open space. For Councillors consideration, the question asked in the consultation are as follows:

1. Do the sports and physical activity facilities in your parish meet the need of your local residents 2. How would you rate the Quantity (how much), Quality (how good) and Accessibility (how easy to get to or use) of sports provision in your Parish? 3. Please identify any cases where the sport and physical activity facilities in your parish do not meet the need of your local residents(name of site, sports undertaken at the site, issues) 4. Please suggest where additional sport and physical activity facilities are required to meet the needs of your local residents (ideal location, type of facility, sport to be undertaken, justification for additional facilities) 5. Please can you tell us the 6 main sport and physical activities that take place in your village/parish hall(s)? 6. Do you have any further comments about the provision of sports and physical activity facilities in your parish? 7. How important do you think it is to have green spaces for people's mental, emotional and physical health near to where they live (very, fairly, not) 8. How would you rate the quality, adequacy (quantity and accessibility) of open space by type in your parish? o Public Parks and Gardens (1-5, 5 being poor) o Natural and Semi Natural Geenspace (1-5, 5 being poor) o Amenity Greenspace (1-5, 5 being poor) o Provision for Children and Young People (1-5, 5 being poor) o Allotments and Community Gardens (1-5, 5 being poor) 4

o Accessible Areas of Countryside on the Urban Fringe (1-5, 5 being poor) o Cemeteries (1-5, 5 being poor) o Civil Space (1-5, 5 being poor) 9. What improvements would you like to see to open space in your parish? o Better Entrances, Landscaping, Better Access (footpaths, etc), More facilities (seating etc), more information (notice boards), Better Maintenance (litter etc)

15. PROPOSED DIVERSION OF BYWAY 10 The Clerk has received notification of Essex County Councils intention to divert Byway 10 at Bobbingworth in the interest of the landowner under Section 116 of the Highways Act 1980 (Magistrates Court) as shown on the attached Plan. The reasons are that the highway has sharp bends is dangerous for horses and walkers. It also runs close to the residential properties of Hobbans Cottage and Hobbs View. The proposal is to divert the path providing a virtually straight line across the field. This also avoids the properties in question. Section B-C will remain as a Bridleway. The Parish Council has until 25th May to respond to this informal consultation. Councillors are asked to CONSIDER if they wish to respond to this consultaiton.

16. FINANCIAL MATTERS a) To APPROVE the following payments detailed below, and NOTE the current status in terms Expenditure and account balances.

Payment To For Amount Number BACS EALC NALC / EALC Affiliation Fees £358.64 2017/2018 BACS Zurich Insurance 2017/2018 £224.35 BACS Moreton Village Hall Hire 2016/2017 £198.00 Hall BACS Adriana Jones Clerk Salary April and May 2017 £773.34 BACS HMRC Clerk PAYE Payments April and £193.20 May 2017

Income: EFDC - £14,481.00 (Precept 2017/2018) EFDC - £516.00 (Parish Support Grant 2017/2018)

Bank Balances as at 30th April 2017 Unity Current Account £ 2,496.53 Unity Deposit Account £37,598.26 Barclays Current Account £ 1,569.17 Barclays Deposit Account £ 2,496.53

b) Approval of Accounts Councillors are asked to APPROVE the 2016/2017 Accounts, a copy of which is attached to the agenda.

c) External Audit 2016/2017 Councillors are asked to note that the date on which the External Audit for 2016/2017 must be sent to PKF Littlejohn (the Parish Councils appointed external auditor) is 12th June 2017. The Parish Council are asked to:  Complete a review of the effectiveness of the system of internal control  Consider the findings of any such review  Prepare and approve the Annual Governance Statement by way of resolution  Consider and approve the Accounting Statements  Ensure the Accounting statements are signed and dated by the person presiding at the meeting

17. DATES OF NEXT MEETING Members are asked to NOTE dates of the forthcoming meetings:  10th July - 7.30pm Moreton Village Hall  11th September - 7.30pm Moreton Village Hall  13th November - 7.30pm Moreton Village Hall  27th November - 7.30pm Moreton Village Hall

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There may be Planning Committee meetings held in-between these dates if there are applications that need to be considered.

18. EXCLUSION OF THE PUBLIC AND THE PRESS In the event that the Agenda contains Exempt (pink) pages, or an item needs to be discussed confidentially, to CONSIDER the following motion to be proposed by the Chairman: “That the public and the press be excluded from the meeting, the Council believing that publicity would be prejudicial to the public interest by reason of the confidential nature of the business about to be discussed.”

There are currently TWO confidential items to be considered

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