Ingatestone and Fryerning 

PLANNING COMMITTEE

1.             Prime objective – make every effort to ensure that decisions on all planning matters and other matters referred to the committee, balance the wishes of the applicants, against the effect of the plan on other residents of the parish, the character of Ingatestone and Fryerning. Additionally, the preservation of the Conservation areas, Green belt and local amenities.

2.             Key tasks

2.1         Task Planning – annually identify key tasks for the coming year.

2.2         Finance – based on 2.1 establish an annual budget to the agreed timetable, for approval by the full council.

2.3         Planning applications  - to examine each application and decide whether to recommend either an ‘Objection’ or ‘No Objection’ to the Brentwood Borough Planning Committee (except in 2.4 below).  Decisions should be based on the following agreed planning grounds:

2.3.1    Compliance with current planning policy guidance, at both national and local level.

2.3.2    Protection of the Green Belt.

2.3.3    Protection of the conservation areas..

2.3.4        Effect on neighbours.

2.3.5        Effect on amenity.

2.3.6        Effect on traffic and highway safety.

2.3.7        Prevention of over development

2.3.8        Effect on street scene and landscape.

2.3.9        Acceptable high standard of design.

2.3.10    Effect on sustainment of services.

2.4     New Construction – to recommend a response to full council for applications for new construction (i.e. not extensions etc).

2.5     Planning Application Process  - ensure that responses to all planning applications are made within the time specified on the Planning Application notice.  All grounds for ‘Objection’ must be clearly stated.

2.6         Planning Appeals – consider all appeals and submit comments where appropriate to the Department of Transport, Environment and the Regions. 

2.7         Site Visits – where necessary, make use of site visits to finalise a decision. At least two members should make such visits.  Site visits should not jeopardise 2.5 above.

2.8         Notice to Public – notify in writing, residents that could be particularly affected by planning applications.  Advise where and when details of the application will be available for their review.

2.9         Public Involvement – permit affected residents or their nominated representatives to address the committee on a specified application.

2.10     Planning Notices – action as follows:

          2.10.1 ‘Yellow lists’ – note proposed decision by Brentwood Borough Council officers. If appropriate, exercise right of referral to BBC Planning Committee.

          2.10.2  Informer Plans – check that committee and received and addressed plans listed.  

          2.10.3  Planning Application decisions – note BBC decision.

2.11     Correspondence - answer all relevant correspondence within two weeks and check any resulting actions have been implemented.

2.12     Representation  - provide representatives for relevant BBC and ECC meetings and committees and for seminars, briefing and training sessions appropriate to the committee terms of reference.

2.13     Miscellaneous – to recommend to full council, responses on consultation or similar papers relating to planning, transportation and other issues relevant to this committee.

FOOTPATHS AND ENVIRONMENT COMMITTEE 

1.  Prime objectives – make every effort to ensure that residents of Ingatestone and Fryerning enjoy a continually improving environment. Monitor the impact on the environment in the parish of decisions and actions taken by all levels of government and ensure they are not counter to this objective. Actively promote and protect the Rights of Way within the parish. These objectives should be achieved within the constraints of an annual budget (see 2.1 and 2.2 below). 

 2.  Key tasks

2.1  Planning - annually  prepare a set of key tasks, to be approved by the full Council, on which the budget for the year will based.

2.2  Financial – prepare an annual budget to an agreed timetable, for approval by the full Council.  Monitor performance against budget, ensuring that Financial Regulations are observed. Explore the availability of grants from external agencies and utilise wherever possible

2.3 Contracts – In accordance with timetable established by the Policy and Resources Committee, itemise the items required for inclusion in the Ground Maintenance, Planting Cleaning (and any other contract relevant to this committee). When contracts awarded, review annually content to confirm continuing relevance.

2.4 Footpaths – ensure designated Rights of Way in the parish are open and walkable.  Report deficiencies to the appropriate authority and monitor action.  Provide any support necessary to assist in the continuation of led walks.

2.5 Footpaths (pavements) – identify potential hazards (particularly for the visually impaired, elderly and young) on footpaths and other related public areas and initiate the necessary action to have them rectified.

2.6 Litter – ensure Ingatestone and Fryerning are regarded as amongst the tidiest villages in Essex. The target mark in this category in competitions should not be less than 80% of the maximum.  Support and promote litter reduction programmes such as “Spring Clean” with local schools and other groups.

2.7 Trees – take regular professional advice on the state of the trees for which the Committee is responsible and take any necessary action. Identify further opportunities for planting trees.  Support and promote the activities of the Tree Warden.

2.8 Village Competitions – as a minimum, Ingatestone and Fryerning should jointly enter the “Brentwood in Bloom” and separately take part in the  “Best Kept Village” competitions.  The minimum aim should be to achieve “Commended” status.

2.9 Correspondence – answer all relevant correspondence within one month and check that any resulting actions have been implemented on a timely basis.    

2.10 Allotments – ensure the two allotments are maintained in an attractive and tidy state.  Annually meet with representatives of the allotment users.  Review charges each year, in time for an April 1^st change.  Market the facilities to maximise the use of the plots.

2.11 Miscellaneous - Provide representatives for Brentwood and Essex Meetings and Committees.  Prepare responses to consultation papers and requests for support on relevant issues. Also provide representatives for seminars, briefing and training sessions appropriate to the committee terms of reference.  Support environmental projects within the parish.

RECREATION AND CHURCHYARDS COMMITTEE

1.  Prime objectives – make every effort to ensure that the recreational areas and churchyards in the parish both add to its appearance and, in the case of the former, provide above average facilities for the residents, particularly the young.  Provide for the burial needs of the parish and, where possible, those outside its boundaries who wish to be buried at Fryerning. These objectives should be achieved within the constraints of an annual budget (see 2.1 and 2.2 below).  Ensure that all facilities and actions comply with existing and new legislation.

 2.  Key tasks

2.1  Planning - annually  prepare a set of key tasks, to be approved by the full Council, on which the budget for the year will based.

2.2  Financial – prepare an annual budget to an agreed timetable, for approval by the full Council.  Monitor performance against budget, ensuring that Financial Regulations are observed. Explore the availability of grants from external agencies and utilise wherever possible.

2.3 Contracts – in accordance with the timetable established by the Policy and Resources Committee, specify the items required for inclusion in Ground Maintenance and Planting Contracts (and any other contract relevant to this committee). When contracts are awarded, review content annually to confirm continuing relevance.  Regularly monitor performance of contractors and action as appropriate.

2.4  Playgrounds – annually review the facilities available within the parish for the different age groups.  Make recommendations for improvements that take into account both new developments in equipment and changes in other Essex parishes.  Overall the aim is to ensure that in village competitions the parish’s marking should not be less than 80% in this category. Arrange for annual inspection by an outside agency.  Review results of annual and weekly inspections and initiate any corrective action required.

2.5  Seymour Field (Facilities) – ensure playing fields, hedges, trees, seats, fences and the pavilion are in a good condition, specifically holding at least one committee meeting on site each year.  Report deficiencies to the appropriate authority and monitor action. Remedy promptly any defaults for which we are responsible. 

2.6  Seymour Field (Hire) - Maximise revenue from the playing fields and pavilion. Ensure pavilion bookings and football fixtures do not clash.  No more than two matches per week on the senior pitch, three on the junior. Review charges each year in time for an April 1^st change.

2.7  Fairfield – ensure playing fields, cricket pitch, hedges, trees, seats, fences, and the pond are in a good condition, reporting deficiencies to the appropriate authority and monitoring action. Remedy promptly any defaults for which we are responsible.   Recognise and minimise concerns of residents surrounding Fairfield. Review charges each year in time for an April 1^st change.  Hold at least one committee meeting per year on site.

2.8  Ingatestone Churchyards (St Edmund and St Mary, U.R.C,) - ensure plants, flower beds, grass, hedges, fences, trees and seats are appropriately maintained. Hold at least one committee meeting per year on site (in combination with Fairfield), with invitation to a representative of Ingatestone P.C.C.

2.9  Fryerning Churchyard (St Mary the Virgin) – ensure plants, flower beds, grass, hedges, fences, trees and seats are appropriately maintained. Enter annually in Best Kept Churchyard competition (in combination with 2.10 below). Hold at least one committee meeting per year on site, with invitation to a representative of Fryerning P.C.C.

2.10  Fryerning Cemetery - ensure plants, flower beds, grass, hedges, fences, trees and seats are appropriately maintained. Ensure Funeral Directors etc. follow Burial Regulations and all necessary legal requirements are observed. Maintain burial records in accordance with statute.   Review charges each year in time for an April 1^st change.

2.11  Litter – ensure that the state of parish churchyards and recreation areas helps Ingatestone and Fryerning to be regarded as amongst the tidiest villages in Essex. Note that the overall target mark in this category in competitions should not be less than 80% of the maximum.

2.12  Trees – take regular professional advice on the state of the trees for which the Committee is responsible and take any necessary action.  Ensure appropriate authorities are consulted where trees with protection orders or in the conservation area are involved.

2.13  Correspondence – answer all relevant correspondence within one month and check that any resulting actions have been implemented on a timely basis.    

POLICY AND RESOURCES COMMITTEE

1.  Prime objectives – to supervise the operational and financial planning activities of the Council as a whole.  Ensure that actions taken by the Council do not contravene statute or any other Financial Regulations.  Provide and maintain Standing Orders, Financial Regulations, and Terms of Reference within which Committees should operate.  Take responsibility for major projects which do not clearly belong to other Committees.  These objectives should be achieved within the constraints of an annual budget (see 2.1 and 2.2 below). 

 2.  Key tasks

2.1  Planning – annually prepare a set of key tasks, to be approved by the full Council, on which the budget for the year will based.

2.2  Financial – prepare an annual budget for the Committee, and consolidate one for the Council as a whole, to an agreed timetable established by this committee, for approval by the full Council.  Monitor performance against budget, ensuring that Financial Regulations are observed. 

2.3 Contracts –set a timetable for other Committees to specify the items required for inclusion in Maintenance, Planting and other contracts. With the Parish Clerk, negotiate new contracts to achieve best value for the Council. Annually review contracts with Committee Chairmen  to confirm their continuing relevance.

2.4 Audits – ensure an internal audit, approved by our auditors, is carried out quarterly, and that all the necessary material is available for the external audit.

2.5  Office equipment – check that the Parish Clerk and his staff have adequate equipment to do their jobs.  Make recommendations to the full Council for any changes or additions required.

2.6  Staff salaries – review recommendations for salary increases (with the Clerk for other staff) and make recommendations to the full Council.

2.7  Precept – based on the budget developed in 2.2 above, recommend level of precept to full Council.

2.8  Grant applications – act as the prime contact for external applications for funding for Parish Council projects.  Where appropriate, work with the relevant committee to develop and progress the grant application.

2.9  Major Projects – identify major projects that would significantly enhance the Parish and its community, prepare the case for them and present it to the Council as a whole.  Where approval is gained, take responsibility for implementation

2.10     Quality Council – lead the Council’s activities to ensure that all the necessary procedures are in place to allow Ingatestone and Fryerning to become a Quality Council, when it so wishes.

2.11     Best Value – wherever possible, ensure that the Council adopts procedures that adhere to the principles of best practice and value.

2.12     Correspondence – answer all relevant correspondence within one month and check that any resulting actions have been implemented on a timely basis.    

COMMUNITY RELATIONS COMMITTEE

1.  Prime objectives – to promote and develop the relationship between the Council and the residents of Ingatestone and Fryerning by the management of those events which the Council initiates (e.g. The Best Dressed Window Competition) or in which it participates (e.g. The Horticultural Show).  To ensure, through the editor, that the Parish Newsletter adequately informs residents of the position the Council adopts on matters of local interest.  These objectives should be achieved within the constraints of an annual budget (see 2.1 and 2.2 below), and to the standards required for the Council to work towards quality status. 

 2.  Key tasks

2.1  Planning - annually  prepare a set of key tasks, to be approved by the full Council, on which the budget for the year will based.

2.2  Financial – prepare an annual budget to an agreed timetable, for approval by the full Council.  Monitor performance against budget, ensuring that Financial Regulations are observed. Explore the availability of grants from external agencies and utilise wherever possible.

2.3 Horticultural Society Show – organise the Council’s annual participation in this Show, including liaising with the Society, working with other organisations who may share our marquee and organising a rota of Councillors to be on duty.

2.4 Best Dressed Window Competition – manage the competition, making every effort to ensure that a minimum of 25 shops and businesses participate and that an appropriate panel of judges is selected by mid October.

2.5 Christmas trees – with the clerk, select equipment, manage suppliers and oversee installation of the Christmas trees.  Make every effort to ensure shops and businesses subscribe to a minimum of 60 trees each year.

2.6 Council’s Christmas function – organise the annual Council’s function for staff, councillors, and all others who assist the council on a voluntary basis.  Invitations to include partners.

2.7 Other Initiatives – develop and respond to important national and notable dates, and other initiatives to ascertain possible Council involvement.

2.8 Newsletter – ensure that the editor of The Parish Newsletter, who should be a member of this committee, meets the deadline for six-monthly publication.  Organise a team of councillors and local residents to deliver the Newsletter within 2 weeks of its availability. Ensure production costs are regularly reviewed.

2.9 Press relations – through the editor of The Newsletter, organise appropriate Press Releases.  Such releases should be approved by The Chairman of the Parish Council, or in his/her absence, the Vice-Chairman.  Submit monthly contributions to the Journal, Brentwood Borough News, the Tower and, when requested, other publications.

2.10       Merchandise – look for new products, monitor stock, ensure that there are adequate provisions, particularly for the annual Horticultural Show.

2.11       Website – work with the Anglo-European School, the Community Centre and other bodies to develop and maintain a website.  The facility to include at least the Parish Council news and minutes, police notices and a service to clubs and societies.

2.12       Correspondence – answer all relevant correspondence within one month and check that any resulting actions have been implemented on a timely basis.