Draft Minutes
Draft minutes of a meeting of the FULL COUNCIL held at 7.30pm on Wednesday 31st July 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllr M Caton (Chair), Cllrs A Barnes, A Guney, P Jones, J Kavanagh, A Khan, L Prior, G Sell and T van de Bilt
ATTENDING Mrs Ruth Clifford – Parish Clerk, Mrs Emma Philbrick – Deputy Clerk, County & District Cllr Ray Gooding, 4 representatives from or on behalf of Bloor Homes, 2 members of the public on Zoom
110 APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllr Braeckman – working, Cllr Love – holiday and Cllr O’Brien – holiday
RESOLVED to approve the apologies for absence from Cllrs Braeckman, Love and O’Brien
Apologies were also received from District Cllr Dean.
No apologies were received from Cllr Ghosh.
PUBLIC PARTICIPATION – None
111 DECLARATIONS OF INTEREST – None
112 TO WELCOME REPRESENTATIVES FROM BLOOR HOMES RE WALPOLE MEADOWS 2
Four representatives from or on behalf of Bloor Homes attended the meeting to give updates on their two potential planning applications.
Walpole Meadows 2
The technical work is nearing completion, and they are in the advanced stages of their application. The scheme has not changed since their previous meeting with the SMPC Planning Working Group with it being 270 proposed units and parkland to the north of the development. They will be submitting an Outline Planning Application with all matters reserved except access as discussed previously. They hope to have the submission ready for the end of August/beginning of September.
They held a second round of public consultation a couple of months ago which had a decent attendance and most of the feedback was positive. Residents were happy with the reduction in house numbers and most questions centred around Walpole Meadows Phase 1 with regards to flooding plus management and day to day questions.
A meeting with the Planning Case Officer is scheduled for the week after next with the pre-app process already done and it has been fed into the work which has taken place.
Several questions were asked from members where they confirmed the following:
- Maria Shoesmith was the case officer
- The number of houses has been reduced from 350 to 270
- The main access point will be from the main access road into Walpole Meadows phase 1
- The affordable housing will be 40% which is in line with the current policy although the new draft Local Plan drops this to 35%.
- If approved, they estimate that work will start in approximately 2 years.
- They took away feedback about issues still with Walpole Meadows phase 1 and said they will look into these and talk to the Director and Customer Care.
- They were told the unadopted road at Walpole Meadows Phase 1 was due to be adopted last September but they are now being told it will be this September.
- They are in discussions with Essex Highways, but no response was given on whether they are discussing public transport improvements
- As part of improvements to Cambridge Road, they said officers were looking at improving the footways and putting footways/cycleways to the South and they have also offered to install street lighting. It will form part of the Highways improvements set out in the Planning Application.
- As well as the parkland, they are allocating part of the site for community use. They have asked for ideas from the Parish Council and this is something the client will have to have ongoing discussions about as part of the S106 agreement
- They are going to submit the application soon, rather than waiting until the Inspector decides on the draft Local Plan, as they are trying to be on the front foot and have spent a lot of time consulting and talking to the Parish Council. It makes sense to have a development here. Just because they are doing this before the Local Plan is adopted does not mean they are not adhering to the principles of it. Also, UDC are struggling to meet their 5 year land supply so houses do need to be built. The Planning Working Group had previously questioned the status of the two sites set aside in the Phase 1 development for educational use. It was believed that if site 1 is used, then site 2 will revert to the landowners. However, if site 2 is used, then site 1 will become public open space to be handed over to the Parish Council. Cty Cllr Gooding advised Bloor to speak to Joe Chell at Essex County Council for an update – Cllr Gooding will raise this directly also.
High Lane
They are further behind with this than they are with Walpole Meadows phase 2. The tech team are in the process of being appointed. The Highways Consultants are in discussion with the County Highways Authority and the Drainage Consultants are looking at strategies.
They hope to hold a public consultation in early September and will try to provide more details to the Parish Council before this. They confirmed that they were originally looking at 80 houses but this has been reduced to approx. mid to late 40s due to earth levels.
In response to a question from a member regarding details in the draft Local Plan that potentially High Lane would be closed to through traffic, they confirmed they knew nothing about this and it’s not something that has been discussed with them. Cty Cllr Gooding confirmed that he had taken this up with Highways and they are not aware either so believe this is an anomaly. Bloor will, however, have to create a safe walking route from their site towards the village centres.
With regard to timescales, it would depend on what type of planning application goes in as they might go straight for a full application but this is something they are still trying to work out. Construction could potentially go ahead at the same time as Walpole Meadows phase 2.
The Chair thanked the representatives for their attendance and they left the meeting at 8.18pm.
113 TO APPROVE THE MINUTES OF THE MEETING HELD ON 3RD JULY 2024
RESOLVED To approve the minutes of the meeting held on 3rd July 2024 as a true and accurate account
114 TO RECEIVE AN UPDATE ON ACTION POINTS FROM THE LAST MEETING
88 – Chase Cllr Gooding for the final list of maintenance jobs as promised – Received
95 – Defer the item to a future meeting to find out:
- a) Why the gardeners don’t currently do this part when they do other work around the Windmill – A site visit with the resident is scheduled to take place next week and we will report back after this.
- b) What would happen if the neighbour making the request moves – Would need to be part of the agreement if given the go ahead.
- c) What did the Millers spend their grant money on? We have not contacted them but the application was in March 2022 and we know they wanted the money for plants and soil for the planters as this is what was stated in their application.
115 TO RECEIVE A REPORT FROM THE CHAIR, CLLR MAUREEN CATION
The Firework event is scheduled for 9th November on the field at Forest Hall School. It is a collaboration between the Business Forum, the Parish Council and the Governing body of the school to promote and support the school as part of our community. The display this year will be set to music and is being put on by Selstar – who have undertaken many high-profile events in London. We will be agreeing our contribution to the overall project as part of our agenda tonight. We will need a larger number of marshals this year and I hope my fellow councillors will assist with this.
The Parish Council Events Committee will also need to be convened to consider and promote/or not any 80th VE Day celebrations (May 8th).
Unfortunately, the Boundary Commission did not take any notice of the representations from ourselves, Elsenham and Henham into the changes proposed to the Essex County Council division boundaries. Elsenham and Henham are now part of the Thaxted division, and the Stansted division now includes villages to the west of the county up to Chrishall on the border with Cambridgeshire. This makes no sense and will lead to delay and confusion over such issues as Grove Hill etc.
The District Council in the proposed Local Plan, have a strategy in relation to Elsenham and Stansted. It includes policy suggestions to enable more active travel routes down High Lane (cycling/pedestrian – as well as public transport) by banning through traffic on High Lane. In effect traffic will be diverted and increased along Cambridge Road and Chapel Hill.
Peter Jones and the Clerk will be attending the Local Plan Consultation meeting on our behalf at UDC and will be reporting back to this meeting – and will also raise the High Lane proposal.
Elsenham have decided not to join Stansted and Henham to fund a PCSO. Currently UDC are covering the deficit- but it is unclear how long this can be relied upon.
Following the summer break, it is proposed we advertise the 2 vacancies on the council as co-options.
It would appear when we were given permission by Uttlesford for the Flood Store to be in the Lower Street Car Park – a planning application was required. This has come to light as it may be necessary to move the store to a different location within the car park – and is in hand.
I have, with the Clerk reviewed our Parish Action Plan for 2024-2025 and will discuss this with the Chairs of Committees on our return after the break, before presenting to Full Council for agreement and sign off.
In relation to the issues of damp in the Manor Road flats, we have communicated with UDC and in support of Cllr Gooding, and on behalf of our residents, to get some action in relation to this. Unfortunately, the Chief Executive misinterpreted my letter and did not furnish us with a response to clarify the action that UDC was proposing to take. However, recent communications illustrate some movement to agree a way forward – perhaps Cllr Gooding can give us more information this evening.
In relation to Touchpoint, the refurbishment project which linked the two buildings effectively into one mean that a revised Licence to Occupy is required with Touchpoint. Initial meetings have taken place and hopefully a final review to take place as soon as possible. There are no major changes to the terms and conditions proposed, and they will continue to have free use of the buildings, but Touchpoint will endeavour to cover all of the energy costs associated with the former Day Centre to start with.
A reminder that the Rungis Brass Band will be playing in the gardens of St John’s Church on August 17th starting around 18.30 organised by the Twinning Committee
Cllr Caton advised that she had missed the reduction in housing numbers for High Lane as the document is difficult to follow. This does mean that the number of houses proposed for Stansted drops from 390 to 322.
116 TO RECEIVE WRITTEN DISTRICT COUNCILLOR REPORTS
District Cllr Ray Gooding:
He put a motion forward to Full Council with the support of Cllr Sell, regarding the appalling state the Manor Road flats are in. This motion generated a tirade of abuse and there were comments such as they have no money, they are only a small District Council and if there is already mould there then it can’t be treated anyway. The meeting was recorded so the comments are available for anyone to listen to. The motion failed due to the casting vote of the Chair.
At the recent Scrutiny Committee meeting, he reminded the Portfolio Holder that he had not responded to concerns emailed to him and was told it was because he forgot and that he wasn’t sympathetic as he is a socialist and doesn’t believe people should be allowed to buy the flats. The Committee decided it had no money, so they are not going to do anything about the flats which is an outrageous decision. He will continue to pursue this as people there need to be rehoused and if the building is beyond repair, then it needs to be demolished and re-built.
Cllr Sell confirmed he is very happy to support Cllr Gooding and work with him as it cannot be left like this with the Portfolio Holder not even proposing a way forward and the administration trying to wash their hands of it.
Cllr Khan commented that 18 months ago UDC undertook a Stock Condition Survey, so they know the state of their buildings in the district including Manor Road. He thinks the Parish Council should send a letter of No Confidence to the Portfolio Holder due to the seriousness of the situation. Cllr Sell suggested that they invite Cllr Coote to a Full Council meeting before doing this as we should be briefed as they are our residents, and they are being badly let down.
It was agreed that the Chair would work on a position statement, so residents know what we are doing. We would also invite Cllr Coote to a meeting. If he refuses, then a letter of No Confidence will be sent and the situation escalated.
District Cllr Sell:
Local Plan
Failure by successive administrations at Uttlesford to have a local plan in place has cost the Council dear. Over 8500 houses have received planning permission since 2021. Some of this is speculative development.
On 30 July the Council voted for the draft Regulation 19 – the Council’s preferred option for the Local Plan – to go ahead for public consultation. Regulation 19 allocates 4638 houses for development up to 2041. All four of Stansted’s district councillors voted against. My reasons for doing so were:
- Excessive development in the south of the district, particularly at Takeley. One-third of the houses to be allocated were in this one parish.
- Reduction in the affordable housing from 40% to 35%.
- Concern over the proposed High Lane, Stansted development.
The Lib Dem group, of which I am Leader, had moved an amendment which would have removed 250 houses from the Takeley allocation. This was unsuccessful.
Manor Road Flats
I supported Cllr Gooding’s motion asking UDC to take action on mould in the flats. This was however unsuccessful. My view is there no alternative but for there to be redevelopment. The flats have come to the end of their useful life. Treatment to remove the mould has been unsuccessful.
117 TO RECEIVE A WRITTEN COUNTY COUNCILLOR REPORT
Cty Cllr Gooding reported the following:
Unfortunately, the scheme to remove HGVs from Grove Hill is not feasible to do and will not be pursued. He is disappointed but it is impossible to put into place. The report on this was circulated to the Clerk and Chair just before the meeting and also to the residents of Grove Hill. Cllr Sell confirmed he would be calling a Highways meeting to discuss the situation and draft a position statement.
118 FINANCE
- a) TO APPROVE THE LIST OF PAYMENTS
The invoices were checked against the payment schedule by Cllr Jones before the start of the meeting. The list of payments was approved:
Uttlesford District Council Q4 PCSO Salary £2708.88 OLB825 4168
British Gas Gas – Day Ctr – 22/06/24 to 20/07/24 £94.15 DD 4028
Sunfish Services Quarterly Fire Checks – Q1 – All buildings £244.80 OLB826 4082/84/31
Sunfish Services Quarterly Fire Checks – Q2 – Mft Exch £82.80 OLB827 4082
Sunfish Services Quarterly Fire Checks – Q2 – Touchpoint £90.00 OLB828 4031/84
Barclays Bank Bank charges to 14 July 2024 £5.50 DD 4111
SSE Energy Solutions Street Lighting June 2024 £1363.17 DD 4100
Water Monitoring Ltd Legionella checks – all buildings £86.40 OLB829 4031/4082/4084
Pest-ID Ltd Rat Control at Allotment Site £384.00 OLB830 4086
James Todd & Co Payroll – July 2024 £52.20 OLB831 4066
- b) TO RECEIVE THE INCOME & EXPENDITURE STATEMENT TO 30TH JUNE 2024
This was circulated to members with the agenda and there were no questions.
- c) TO NOTE THE VAT RETURN TO 30TH JUNE 2024
The Clerk advised that this had been submitted and the VAT received.
119 PLANNING APPLICATIONS
1 UTT/24/1333/FUL – LAND NORTH OF M11 BUSINESS LINK, PARSONAGE LANE
Change of use from agricultural field to 3 no. football pitches, car parking, site access, a storage container, associated works and landscaping.
No comment but will look at the objection from Sports England to see if we support any of their comments.
2 UTT/24/0904/DFO – LAND NORTH OF STANSTED AIRPORT, THIRD AVENUE – AMENDED APPLICATION
Reserved matters comprising external appearance, layout, scale and landscaping for Option1 of Phase 2 pursuant to Outline Planning Permission ref: UTT/22/0434/OP; comprising commercial/employment floorspace predominantly within Class B8 Classes E(g) and Class B2, car parking, cycle storage, servicing, plant areas, landscaping and other associated works. Part Discharge of planning conditions 5 (Landscape Management Plan), 7 (materials), 21 (Cycle Access) 38 (Drainage), 78 (BNG) and 79 (Landscaping and Ecological Management Plan) pursuant to Outline Planning Permission ref UTT/22/0434/OP
Object – We re-iterate our previous objection comments regarding safe footway access to the site along Church Road/Bury Lodge Lane rather than across fields and to receive a guarantee that the condition preventing HGVs leaving the site turning right towards Stansted Mountfitchet is firmly in place.
3 UTT/24/0906/DFO – LAND NORTH OF STANSTED AIRPORT, THIRD AVENUE – AMENDED APPLICATION
Reserved matters comprising external appearance, layout, scale and landscaping for Option 2 of Phase 2 pursuant to Outline Planning Permission ref: UTT/22/0434/OP; comprising commercial/employment floorspace predominantly within Class B8 Classes E(g) and Class B2, car parking, cycle storage, servicing, plant area, landscaping and other associated works. Part Discharge of planning conditions 5 (Landscape Management Plan), 7 (Materials), 21 (Cycle Access) 38 (Drainage), 78 (BNG), and 79 (Landscape and Ecological Management Plan) pursuant to Outline Planning permission ref; UTT/22/0434/OP
Object – We re-iterate our previous objection comments regarding safe footway access to the site along Church Road/Bury Lodge Lane rather than across fields and to receive a guarantee that the condition preventing HGVs leaving the site turning right towards Stansted Mountfitchet is firmly in place.
4 UTT/24/0902/DFO – LAND NORTH OF STANSTED AIRPORT, THIRD AVENUE – AMENDED APPLICATION
Reserved matters comprising external appearance, layout, scale and landscaping for Option 3 of Phase 2 pursuant to Outline Planning Permission ref: UTT/22/0434/OP comprising commercial/employment floorspace predominantly within Class B8 Classes E(g) and Class B2, car parking, cycle storage, servicing, plant areas, landscaping and other associated works. Part Discharge of planning conditions 5 (Landscape Management Plan), 7 (Materials), 21 (Cycle Access) 38 (Drainage), 78 (BNG), and 79 (Landscape and Ecological Management Plan) pursuant to Outline Planning permission ref; UTT/22/0434/OP
Object – We re-iterate our previous objection comments regarding safe footway access to the site along Church Road/Bury Lodge Lane rather than across fields and to receive a guarantee that the condition preventing HGVs leaving the site turning right towards Stansted Mountfitchet is firmly in place.
5 UTT/24/1725/HHF – 38A BENTFIELD ROAD
Rear two storey extension
No comment
6 UTT/24/1754/HHF – 15 PARK ROAD
Erection of two storey side extension. Addition of PV panels, and changes to external materials and fenestration – resubmission of UTT/21/2093/HHF
No comment
120 TO CONSIDER THE DRAFT ANNUAL REVIEW OF EFFECTIVENESS OF INTERNAL AUDIT
This was circulated to members with the agenda.
Having been proposed by Cllr Khan and seconded by Cllr Jones it was unanimously
RESOLVED To adopt the draft Annual Review of Effectiveness of Internal Audit
121 TO APPOINT AN INTERNAL AUDITOR FOR THE FINANCIAL YEAR 2024-25
The Clerk explained that this item was due to go back to F&GP but due to the summer recess she needed a decision before the next meeting. She had taken two quotes to the last F&GP meeting, but she had been tasked with getting references for both before a decision was made. She detailed the prices of both quote 1 and quote 2 and advised that despite other Parish Councils recommending both companies, she had received two references back for quote 1 which was the slightly cheaper quote but no references back for quote 2.
Having been proposed by Cllr Caton and seconded by Cllr Jones it was unanimously
RESOLVED To accept quote one and appoint Heelis and Lodge as our Internal Auditors.
122 TO DELEGATE AUTHORITY TO THE CLERK AND DEPUTY CLERK DURING AUGUST TO:
a) Circulate details of planning applications to members by email and submit comments based on the majority view. Any major applications will be sent to the planning working group to discuss, and an extra council meeting will be called if an extension to the deadline is not granted by udc/inspector
This was unanimously agreed
b) Circulate all payment schedules by email for any questions. All schedules will be ratified at the Full Council meeting on 4th september 2024
This was unanimously agreed.
123 TO AGREE THE MAXIMUM CONTRIBUTION TOWARDS THE FIREWORK EVENT AT FOREST HALL SCHOOL
Cllr Caton explained that a fireworks event was being held in conjunction with the Business Forum and school governors. So far, its looking like the event will cost in the region of £10,000. This covers the fireworks, music, first aid cover, fees to Eventbrite for ticket sales etc. She asked if the Council would support putting £4,000 towards the event on the proviso that if a profit is made then the Parish Council gets some money back and also a percentage of any profit could be given to a local (Stansted) charity. Members asked several questions including what the proposed ticket prices would be. Members thought that the ticket prices seemed too high in comparison to other local events which sell cheaper tickets and those Parish Councils do not make a financial contribution to the events.
Having been proposed by Cllr Sell and seconded by Cllr Kavanagh, and with 9 votes in favour and 1 abstention, it was
RESOLVED to give £4,000 towards the firework event but Cllr Caton to speak to the team organising and review ticket pricing.
124 OPEN SPACES COMMITTEE – TO RECEIVE THE MINUTES OF THE MEETING HELD ON 17TH JULY 2024
The minutes of the meeting were received.
Meeting closed at 9.43pm
ACTION POINTS
114 Report back following site visit with resident
116 Draft a position statement with regards to the Manor Road flats
116 Invite Cllr Coote to a Full Council meeting
116 Planning Working Group to review differences between the Reg 18 & Reg 19 documents and review the NPPF.
117 Cllr Sell to call a Highways meeting to discuss Grove Hill and draft a position statement.
123 Cllr Caton to ask for a review of ticket prices for the Fireworks event.
Agenda
Members of the Council you are hereby summoned, and members of the public and press are hereby invited, to attend a meeting of the FULL COUNCIL which will be held on Wednesday 31st July 2024 at 7.30pm in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted, Essex, where the following business will be transacted:
Agenda
1 To receive and approve apologies for absence
Adjourn for public participation
2 To receive declarations of interest
3 To welcome representatives from Bloor Homes re Walpole Meadows 2
4 To approve the minutes of the Full Council meeting held on 3rd July 2024
5 To receive an update on action points from the last meeting
6 To receive a report from the Chair, Cllr Maureen Caton
7 To receive written District Councillor Reports
8 To receive a written County Councillor Report
9 Finance:
- a) To approve the list of payments – to be tabled
- b) To receive the Income & Expenditure statement to 30th June 2024
- c) To note the VAT Return to 30th June 2024
10 To consider the list of planning applications received – see attached
11 To consider the draft Annual Review of Effectiveness of Internal Audit – see attached
12 To appoint an Internal Auditor for the Financial Year 2024-25
13 To delegate authority to the Clerk and Deputy Clerk during August to:
- a) Circulate details of planning applications to members by email and submit comments based on the majority view. Any major applications will be sent to the Planning Working Group to discuss, and an extra council meeting will be called if an extension to the deadline is not granted by UDC/Inspector.
- b) Circulate all payment schedules by email for any questions. All schedules will be ratified at the Full Council meeting on 4th September 2024
14 To agree the maximum contribution towards the Firework Event at Forest Hall School
15 Open Spaces Committee – To receive the minutes of the meeting held on 17th July 2024
Parish Clerk 25th July 2024
Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.