MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 14TH JULY 2008 AT 7.30 P.M._______________________________________

In the chair: Mrs. J. Beavis
Present: Councillors C. Cannell, R. Falco, R. Green, A. Law, G. Massey, M. Rudge, J. Skittrall, E. Snarey and A. Stewart.
Mr. A. Corder-Birch (Clerk)
Inspector M. Pitcher, PC D. McMaster & PCSO D. Green (Essex Police) together with 9 (nine) members of the public.

81. Apologies for absence
V. Mullender (in hospital), F. Swallow (attending another meeting) D. Finch, W. Scattergood and J. Tame. It was agreed to send Mr. Mullender a get well card.

82. Declarations of interest
There were no declarations of interest.

83. To co-opt new Councillor to fill Casual Vacancy
The Chairman reported that the Interviewing Panel had met on 11th July and recommended that Mr. Anthony Stewart be co-opted. It was therefore proposed by the Chairman, seconded by Mrs. G. Massey and carried that Mr. A. Stewart is co-opted onto the Parish Council to fill the casual vacancy.

84. Declaration of Acceptance of Office
Mr. A. Stewart then signed his Declaration of Acceptance of Office, which was countersigned by the Clerk.
Mr. Stewart had no interests to declare.

85. Amalgamation of Burial Ground, Recreation Ground, Street Scene and Horticulture Groups
The Chairman explained that there was currently some overlap between the Burial Ground, Recreation Ground, Street Scene and Horticulture Advisory Groups particularly concerning maintenance matters and proposed their amalgamation. Mr. E. Snarey suggested that the Burial Ground remains separate because of the significant funds involved but it was explained that these funds would continue to be administered by the Finance and Funding Advisory Group. The Chairman’s proposal was seconded by Mr. J. Skittrall and carried unanimously upon the proviso that the Group be reviewed at the Annual Parish Council Meeting in 2009 and that the new Advisory Group deals with maintenance and not financial matters. The following Councillors were elected to the new Advisory Group:
Mr. J. Skittrall (spokesperson), Dr. R. Green, Mrs. G. Massey, Mr. M. Rudge, Mr. E. Snarey Mr. A. Stewart and Mrs. J. Beavis (ex officio).
It was agreed that the new Advisory Group meets on the third Monday of each month in the Meeting Room at the PC Office at 7.30pm. It was also agreed that Mrs. J. Jelley, Mr. J. Tame, Mrs. S. Cooper and/or Mrs. E. Mead should continue to be invited to that part of the meeting dealing with the Recreation Ground.

86. To confirm minutes of previous meeting held 9th June 2008
The minutes of the previous Parish Council meeting held on 9th June 2008, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

87. Matters arising from those minutes
a) Halstead Traffic Management Liaison Meeting
The Clerk reported that he had made representations to Mr. Norman Hume, ECC Cabinet Member for Highways and Transportation against the proposed discontinuance of the Halstead Traffic Management Liaison Meetings. Mr. Hume had stated that there were no discontinuance plans and that ECC value good communications through such channels and if there are to be any amendments full consultation will take place. This response was contrary to what Mr. J. Pike had stated on 9th June and therefore Mr. D. Finch had agreed to investigate and report back.

88. Public Comment
Mr. G. Nixon-Moss expressed concern about HGV’s taking short cuts to the A120. He asked for support for a request to ECC to ban HGV’s from local roads except for access. He will take this issue up with ECC and Mr. D. Finch.
(Other members of the public made representations, concerning planning applications – please see minutes of Planning Committee Meeting, which followed PC meeting for details).

89. Chairman and Vice Chairman’s reports
The Chairman thanked Councillors and PCSOs for delivering the Annual Reports. The Chairman and Mrs. G. Massey had looked at the website which requires revision and updating. It was resolved that Mrs. J. Beavis and Mrs. G. Massey take over responsibility from the existing webmaster. Mrs. Beavis reported that she had attended a meeting of BDC Planning Committee on 8th July when planning permission for Coopers Yard had been granted to include four affordable residential dwellings. In addition S106 contributions had been considered and the following contributions will be made:
Public Art for SH - £15,000.00
Highway improvements in vicinity of site - £20,000.00
Play equipment in the vicinity of the site - £5,500.00
Maintenance, enhancement and extension of POS in vicinity of site - £34,125.00
This amounts to about £55,000 for PC to use for the benefit of village plus £20,000 for ECC for Highways. The Chairman and Clerk will meet relevant officers at BDC to discuss all S106 monies for SH.
The Vice Chairman reported that litter bins and the new barrier at Oxford Meadow will be installed. The Emergency Plan for SH had been prepared and a copy will be deposited in PC Office. A generous offer of twelve new oak trees had been accepted, which will be planted in the village. The new double yellow lines adjacent to the Co-op were being ignored and to avoid obstruction to premises opposite, additional lines were required. It was agreed to place this item on the agenda for next meeting.

90. Youth Council and THF 08 Reports
Mr. J. Tame sent a written report which was read by the Clerk. Mr. Tame reported that good progress was being made with arrangements for the event on 26th July including posters, flyers, bands and raffle prizes. Mrs. G. Massey added that all events including the climbing wall had been booked and the rosettes delivered. The following Councillors offered their help on the day:
Mrs. J. Beavis, Dr. R. Green, Mrs. G. Massey, Mr. A. Stewart, Mr. F. Swallow (and possibly Mr. V. Mullender?).

91. County Council Report
In the absence of Mr. D. Finch no report was given.

92. District Council Report
In the absence of Mrs. W. Scattergood and Mr. F. Swallow no reports were given. Mrs. J. Beavis reported upon the Braintree District Community Achievements Awards and invited Councillors to consider nominations of persons who had made outstanding contributions to the community.

93. Planning
The minutes of the Planning Committee Meeting held on 27th June had been circulated and it was resolved that the minutes be accepted in lieu of a report.

94. Footpaths
Dr. R. Green reported that a missing way marker will be reinstated along the Pauline Stevens walk. Mr. E. Snarey reported that a way marker had been removed at the junction of footpaths 94 and 25 when the flood lagoons were constructed, which should be reinstated by ECC.


95. Riverside Walk
The Clerk reported that he had met Mr. R. Parmee of RCCP and progress was being made with the preparation of the grant application to ECC CIF. Unfortunately there is a delay with the footbridge at Alderford Street because ECC Highway Officers have raised various issues, which need to be resolved. The payment of S106 monies will be pursued by Mrs. J. Beavis and Mr. A. Corder-Birch with relevant officers at BDC for all projects in SH including the Riverside Walk.

96 Recreation Ground
Mr. J. Skittrall reported upon the following items:
a) That new swings will be installed this week by G. L. Jones Playgrounds but a concrete base will need to be removed first. It was proposed by Mrs. G. Massey, seconded by Mr. A. Stewart and carried that up to £500 is allowed to cover the additional cost.
b) That Park Leisure Limited had taken over the name of Urban Ramps in liquidation. A Director of Park Leisure Limited had met Mr. Skittrall on site and new back and side panels were required for the skate board park at a cost of £1,180 to replace incorrect ones previously supplied by Urban Ramps. In view of the history of this issue an agreement had been reached whereby if SHPC contribute £300 towards the cost of materials then Park Leisure Limited will meet the balance. It was proposed by Mrs. G. Massey, seconded by Mr. R. Falco and carried to pay the additional cost of £300. The work will be carried out before the end of July and in answer to a question from Mr. Snarey it was confirmed that the Skate Board Park will not need to be taken out of commission.
c) That he had met a representative of Brady Securities at the Recreation Ground and a quote since received in line with the Crime Prevention Officers advice. An application for grant will therefore be made to the next BDC Halstead Local Committee Meeting.
The Chairman thanked Mr. Skittrall for his report and for the time he spent on Recreation Ground work.

97. Presentation from Inspector Pitcher of Essex Police upon policing in SH
The Chairman welcomed Inspector M. Pitcher, PC D. McMaster and PCSO D. Green to the meeting and invited Inspector Pitcher to make a presentation upon policing issues in SH. Inspector Pitcher addressed the following issues:
Lack of policing in SH particularly on Friday nights – he outlined operations to deal with nuisance youths but unfortunately other issues such as metal thefts had taken resources away. He is committed to ensuring that SH is policed properly and a new operation titled ‘Operation Silver Spoon’ will deal with Youth issues and SH should see an increase in policing.
Police response to 999 calls – during the last month response to 999 calls from SH had taken between 4 and 9 minutes and many were timed at 7 minutes. These included graffiti on a public shelter, carrying an offensive weapon, smashing a fence, a RTA and an assault. Some of these calls had resulted in arrests being made. He accepted that the Police should report back to the persons who had called 999 to inform them of the arrests and action taken.
Criminal damage – He confirmed that writing in wet concrete is criminal damage.
Mobile Police Office – He explained that the Mobile Police Office is really a mobile surgery and does not take reports of crimes because it does not have IT facilities. Mr. A. Stewart stated that various IT facilities were available for mobile vehicles and so Officers should take reports of crimes and be able to provide crime numbers. The Inspector agreed to investigate this and report back to the Parish Council as to whether in future the Mobile Police Office can take reports of crimes.
Reporting crimes by telephone – the Police telephonists were frequently unaware where Sible Hedingham is – SH Village Hall needs adding to Police Data Base with the Parkfields post code which is CO9 3NJ.
Civil proceedings – The Inspector accepted that it is essential for the Police to provide SHPC with information to pursue civil claims (such as vehicle drivers who smash into PC property).
Proposed alcohol free zone in Recreation Ground – Inspector Pitcher agreed that this was a good idea and will give it his full support. The smashing of glass bottles was appalling behaviour and an offence will be found to fit the crime.
There had been a general reduction of crime in this area and at the request of the Chairman the Police will publish the results. The Police had recently detected over 55% of crimes in SH out of 33 crimes reported not including car crimes. Reference was made to the ASB in Rippers Court and the Inspector had recently met business people. Some new initiatives had been put in place and were working well. Video cameras were being used by Officers to deter nuisance youths.
Mr. R. Falco enquired about arrests by members of the public and was advised that providing only reasonable force is used public arrests will be supported but the public must not put themselves in danger.
Mr. A. Stewart also referred to ‘government edicts’ in connection with public involvement and was advised that the public should be sensible and not put themselves in danger.
He also referred to KPI’s and was informed that all figures given were recorded crimes.
Dr. R. Green asked about the percentage of youths carrying knives locally. Although the Police could not give figures for this area, they were not aware of a knife problem in SH. If a youth is found with a knife he will be charged and sent to Court without warning.
Mr. E. Snarey raised a road safety issue namely that the Mobile Police Van blocked visibility at the junction of Alexandra Road with Swan Street, which the Police will investigate.
Mr. J. Skittrall referred to the speed of traffic through the village and was advised that a Community Speed Watch Scheme is required, which Mr. F. Swallow is pursuing on behalf of SHPC.
The survey from Chief Inspector Godden will be pursued by PCSO Deb Green who will also investigate the cars and cycles for sale near the Bewick Court junction with Swan Street.
Mrs. J. Beavis thanked Inspector Pitcher and his colleagues for attending the meeting and referred to the partnerships between the Police and SHPC which were working well including SARA, THF08 and NAPS of which Mr. J. Skittrall is now Chairman.

98. Report upon grass cutting arrangements with Essex County Council on agency basis
Mr. J. Skittrall gave a report of his meeting in SH with representatives of ECC Highways on 18th June 2008 when discussions had taken place regarding grass cutting by SHPC on behalf of ECC on an agency basis. The principal areas involved were from the Baptist Chapel to Oxford Meadow and Braintree Corner, which had all been inspected and to which other areas can be added. ECC Highways will propose a figure for paying SHPC to cut these areas of grass.

99. To confirm extension of Mr. B. Coe’s grass cutting contract for another three years
It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that SHPC extend Mr. B. Coe’s grass cutting contract for another three years with appropriate increases for inflation and fuel. It was agreed that the work carried out by Mr. Coe was very good.
The Chairman reported that the Clerk and herself will pursue GCH to improve the quality of grass cutting in the areas for which they are responsible.

100. To consider office opening
Mr. J. Skittrall reported that the public were making more use of the PC Office and suggested that a ‘temp’ be employed in the Clerks absence. This suggestion was approved in principle but will need to be budgeted for and will therefore be referred to the next Finance and Funding Advisory Group meeting for further consideration.

101. To consider applications to BDC Local Committee for funding
It was reported that the CCTV application will be submitted to the BDC Local Committee meeting on 10th September 2008. It was thereafter agreed to apply for funding for the Halloween event at the following meeting.

102. Correspondence
The correspondence received and listed in appendix 1 was referred to relevant Councillors for information and action. Arising from the correspondence the following items were agreed:
A letter from ECC Highways specifying details of speed of traffic in Swan Street and Yeldham Road is safely retained for further reference.
Items 16, 17, 27, 28 and 55 were passed to the Chairman for action.

103 Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed by Mr. J. Skittrall, seconded by Mr. R. Falco and carried that the accounts are paid.

104. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge congratulated Mrs. G. Massey upon her organization for the delivery of the annual reports.
b) Mr. A. Law asked if a flower tub can be provided for Alderford Street Green. The Clerk agreed to ascertain whether or not licenses are required for PC owned property such as Alderford Street and Church Street Village Greens.
c) Dr. R. Green thanked Councillors for their help and support with the Heritage Society event on 13th July.
d) Mr. A. Stewart reported damage to the climbing frame on the Recreation Ground, which he will discuss with Mr. J. Skittrall out of the meeting.

There being no further business the meeting closed at 9.25pm





………………………………. ……………………………………
(Date) (Chairman)