MINUTES OF SIBLE HEDINGHAM ANNUAL PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 11TH MAY 2009 AT 6PM._______________________________________
In the chair: Mrs. J. Beavis (for items 28 to 48) and Mr. J. Skittrall (for items 49 to 54)
Present: Cllrs. C. Cannell, R. Falco, R. Green, H. Johnson, A. Law, G. Massey, M. Rudge,
E. Snarey & A. Stewart.
Mr. A. Corder-Birch (Clerk)
28. Fire regulations
Details were given of the fire regulations relating to the Hall and in particular the whereabouts of the fire exits, the assembly point in Parkfields and that vehicles must not be removed from the Hall Car Park.
29. Apologies for absence
Cllrs. E. Jones (working late), F. Swallow (on holiday), D. Finch and W. Scattergood
30. To co-opt new Councillor to fill casual vacancy
The Chairman reported that the Interviewing Panel had met on 1st May and recommended that Mr. H. Johnson, who has been SHPC Tree Warden and given invaluable advice for many years, be co-opted. The recommendation was unanimously approved and Mr. H. Johnson was co-opted onto the Parish Council to fill the casual vacancy.
31. Declaration of Acceptance of Office
Mr. H. Johnson then signed his Declaration of Acceptance of Office, which was countersigned by the Clerk.
32 Declarations of interest
There were no declarations of interest.
33. Election of Chairman
It was proposed by Mr. R. Falco and seconded by Mr. J. Skittrall that Mrs. J. Beavis be nominated as Chairman. There being no other nominations it was unanimously carried that Mrs. Beavis be elected as Chairman for the ensuing year. Mrs. Beavis then signed her Declaration of Acceptance of Office as Chairman, which was countersigned by the Clerk.
34. Election of Vice Chairman
It was proposed by Mrs. J. Beavis and seconded by Miss. C. Cannell that Mr. J.Skittrall be nominated as Vice Chairman. There being no other nominations it was unanimously carried that Mr. Skittrall be elected as Vice Chairman for the ensuing year.
35. Election of Committees
It was unanimously resolved that the following be elected to the Committees for the ensuing year (with the Chairman and Vice Chairman of the Parish Council being ex-officio members of every committee):
Finance and Funding: Mrs. G. Massey (Chairman), Mrs. J. Beavis, Miss. C. Cannell, Mrs. E. Jones, Mr. J. Skittrall, Mr. F. Swallow and Mr. A. Corder-Birch (Clerk).
Planning: Miss. C. Cannell (Chairman), Mrs. J. Beavis, Mr. R. Falco, Dr. R. Green, Mr. H. Johnson, Mr. A. Law, Mrs. G. Massey and Mr. J. Skittrall.
Recreation and Amenities: Mr. J. Skittrall (Chairman), Mrs. J. Beavis, Dr. R. Green, Mr. H. Johnson, Mrs. G. Massey, Mr. M. Rudge, Mr. E. Snarey, Mr. A. Stewart and three members of the public namely Mrs. J. Jelley, Mr. J. Tame and Mrs. S. Cooper or Mrs. E. Mead.
36. Election of Advisory Groups and Panels
It was unanimously resolved that the following be elected to the Advisory Groups and Panels for the ensuing year (with the Chairman and Vice Chairman of the Parish Council being ex-officio members of every advisory group and panel):
Advisory Groups:
Emergency Planning: Mr. J. Skittrall (spokesperson), Mrs. J. Beavis, Mr. H. Johnson, Mrs. E. Jones, Mr. A. Stewart and Mr. F. Swallow.
Footpaths and PROWs: Dr. R. Green (spokesperson), Mrs. J. Beavis, Miss. C. Cannell, Mr. R. Falco, Mr. A. Law, Mr. J. Skittrall, Mr. F. Swallow and Dr. N. Edwards.
Public Transport: Mr. E. Snarey (spokesperson), Mrs. J. Beavis and Mr. J. Skittrall.
Water Management: Mr. E. Snarey (spokesperson), Mrs. J. Beavis and Mr. J. Skittrall.
Panels:
Interview: Mrs. J. Beavis, Mrs. G. Massey & Mr. J. Skittrall (with other Councillors as substitutes)
Review: Mrs. G. Massey (spokesperson), Mrs. J. Beavis, Mr. J. Skittrall and Mr. A. Corder-Birch (Clerk)
37. Appointment of Councillors to other organizations
The following appointments were agreed:
Halstead Police Community Safety Tasking Group: Mrs. G. Massey
Halstead Area Crime Prevention Panel: Mr. J. Skittrall and Mr. E. Snarey (with Mrs. J. Beavis and Mrs. G. Massey as reserves).
Halstead Traffic Management Liaison: Mrs. G. Massey
Essex Association of Local Councils: Mrs. J. Beavis and Mr. J. Skittrall
Braintree Association of Local Councils: Mrs. J. Beavis and Mr. J. Skittrall
Hedingham Twinning Association: Mr. J. Skittrall and Mrs. G. Massey (with Mrs. J. Beavis as President of Hedingham Twinning Association).
38. To confirm minutes of previous meeting held 6th April 2009
The minutes of the previous Parish Council meeting held on 6th April 2009, having been circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.
39. Matters arising from those minutes
There were no matters arising.
40. Public Comment
There was no public comment.
41. Chairman and Vice Chairman’s reports
Mrs. J. Beavis thanked Councillors for re-electing her as Chairman and for their help during the previous year and hard work to shape the village for the future. The annual report is being prepared and thanks were expressed to Mrs. G. Massey for her computer skills in this respect.
Mr. J. Skittrall thanked Councillors for re-electing him as Vice Chairman. He thanked everyone for their teamwork to make the village look so good. He reported upon a reception arranged by the Hedingham Twinning Association recently, which was well attended and successful. The coaches for the Hedingham Hawks Under 8 football team were very committed and the Hawks had come second in the League in their first season, which was very good.
42. Youth Council Report
In the absence of Mr. J. Tame no report was given.
43. County Council Report
In the absence of Mr. D. Finch no report was given.
44. District Council Report
In the absence of Mrs. W. Scattergood no report was given. Mr. F. Swallow had recommended that the correspondence between SHPC and BDC Planning Officers relating to 135 Swan Street and the failure of Planning Officers to produce evidence at a recent public inquiry in support of S106 monies for highway improvements be sent to Mr. G. Butland, Leader, Mr. A. Reid, Chief Executive and to the Overview and Scrutiny Panel so that they are aware of the unacceptable loss to the village of Sible Hedingham. Mr. Swallow’s recommendation was approved and in addition it was agreed to write to Mr. P. Munson of BDC asking if the S106 provisions can be incorporated into the latest planning application relating to 135 Swan Street, which is currently pending. Mrs. J. Beavis reported that she had attended the recent BDC Halstead Local Committee Meeting when it had been decided to finance Mr. R. Parmee’s post with the RCCP for another year and it will hopefully be included in the budget for future years.
45. Planning
The minutes of the Planning Committee Meetings held on 17th April and 8th May 2009 having been circulated, were accepted in lieu of a report.
46. Footpaths
Dr. R. Green reported that Norplan had sent a revised proof of the footpath map, which will be considered by the Footpaths Advisory Group. He suggested that the mileage of each designated footpath walk be included and the destinations of principal roads. A complaint had been received about dog fouling along the Pauline Stevens Walk, which Mr. A. Law agreed to inspect and monitor. The BDC dog warden will again be asked to inspect the Alderford Mill end and take appropriate action.
47. Hedingham Riverside Walk Report
Mr. A. Corder-Birch reported that timber and wooden sleepers had been ordered and delivered ready for the construction of a footbridge, with safety rails, near the rear of Spring Way. Mr. R. Parmee and helpers will construct this bridge during week commencing 18th May. Mr. H. Johnson reported that he had attended the HRW meeting on 21st April 2009 and was very impressed with the tremendous enthusiasm of the members. The next meeting of HRW will take place on 20th May 2009 at the Parish Council Office.
48. Report of arrangements for meeting with Environment Agency
The Chairman reported that the Clerk had sent a long letter to Sir Alan Haselhurst MP, with copy correspondence, detailing all flooding and other issues with the Environment Agency during the last four years. Sir Alan had kindly offered to attend a meeting between SHPC, the Environment Agency and other interested organizations at SH. The meeting, by invitation only, had been arranged for Monday, 1st June 2009 at 2pm at the Village Hall, Sible Hedingham. Mr. D. Finch and officers of ECC had been invited together with BDC Councillors and Officers, Mr. R. Parmee of RCCP and representatives from Hedingham Riverside Walk, The Friends of Alderford Mill, Castle Hedingham and Great Yeldham Parish Councils plus Dr. N. Edwards, Mr. P. Rawlinson and Mr. G. Shiffner. It was agreed that Mrs. J. Beavis would chair the meeting and that all SHPC Councillors attend if available. Miss. C. Cannell kindly offered to help with refreshments and it was agreed that Mr. E. Snarey and Mr. J. Skittrall prepare a list of questions to the Environment Agency. Mr. B. Stacey on behalf of HRW is preparing a list of dead trees and debris in the river and its exact location along the HRW to present to EA at the meeting. Dr. R. Green reported that he had written to Mr. J. Claydon of EA several weeks ago but had not had the courtesy of a reply.
(Mrs. J. Beavis left the meeting and Mr. J. Skittrall took the chair).
49. VDS Report
Mrs. G. Massey gave a report of the VDS Committee meeting held on 6th May 2009. Mrs. E. Jones and Mrs. Massey were preparing the text and layout of photographs and maps. Another meeting had been arranged for 19th May when the work carried out will be reviewed and progressed.
50. To consider widening and repositioning top gate at Recreation Ground
Mr. J. Skittrall reported that the Recreation Ground gate near the junction of Gibson Road with Recreation Road needed repositioning because a fence had been erected in Gibson Road, which causes access problems for large vehicles entering the Recreation Ground. Fortunately there was a suitable gate in storage, which could be utilized. Mr. K. Shears (who will be assisted by Mr. B. Hoadley) had quoted £480.00 to remove hedge, erect additional gate and resurface. It was proposed by Mrs. G. Massey, seconded by Mr. H. Johnson and carried that this quote be accepted and the work carried out a.s.a.p. to allow wider access for large vehicles particularly in time for THF 09 on 18th July 2009.
51. To consider application for bus shelter at Co-op
Mr. E. Snarey reported that he had recently attended a Public Transport Committee meeting at Braintree when a proposed bus shelter in front of the Co-op at Swan Street was discussed. This had been agreed subject to an engineers report. An engineer had since advised that a cantilever shelter is not possible because of lack of space on the pavement, unless the Co-op allow room for the footings on their property, but if so they will not loose any car parking spaces. The proposed shelter will not have seats and only a cover and the two BT manhole covers in the pavement should not cause any problems. Grants of £6,000 are currently available for purchase and construction so there should not be any cost to SHPC. This bus stop (together with that at Brook House/Sugar Loaves) is the most used in SH. It was agreed to approach the Co-op for more space to facilitate the erection of a bus shelter on social requirement grounds.
52. 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 noted and agreed:
The letter from Strategic Land Options should be replied to and affordable houses pursued on the BDC site at Oxford Meadow.
Concern was expressed that BDC will not deliver sandbags at night to ensure its staff are not put at risk. However SHPC continues to offer a 24hour sandbag service. There are Rest Centres in SH at both Schools, the Church and Village Hall. These items will be referred to the Emergency Planning Advisory Group for further consideration.
It was agreed that Mr. J. Skittrall and Mr. A. Stewart attend the BDC Emergency Planning Awareness evening on 10th September 2009.
It was noted that the BALC AGM on 13th May will consider rural housing and affordable housing but unfortunately Mr. A. Stewart is unable to attend.
Concern was expressed regarding the de-listing of Rose Cottage, Swan Chase.
It was agreed that Mr. H. Johnson and Mr. A. Stewart attend the EALC Training Day for new Councillors on 2nd June 2009 and that the Parish Council pay the delegates fees of £54 each.
53. Accounts for payment
The accounts listed in appendix 2 were presented for payment together with the addition of £108.00 to the Essex Association of Local Councils for delegate’s fees for the training course on 2nd June 2009. Mr. J. Skittrall explained that the grass cutting accounts are higher than usual because some areas had been cut twice to prepare for the Best Kept Village Competition. It was proposed by Mr. R. Falco, seconded by Mrs. G. Massey and carried that the accounts are paid.
54. Any other business/exchange of information/agenda for next meeting
Mrs. G. Massey reported that a grant had been obtained for a simulator for the THF09 event.
Mr. H. Johnson thanked all Councillors for making him so welcome at his first meeting.
Mr. A. Law reported that Alderford Mill was officially opened on 10th May, which he had attended together with Mr. A. Corder-Birch as representatives of SHPC. There was in excess of 150 visitors to the Mill that afternoon, which was a great success.
Mr. M. Rudge reported upon a near fatal RTA at the Rectory Road junction with Swan Street recently. The fast speed of traffic from the south made the junction very dangerous particularly because of the lack of visibility in that direction. Mr. F. Swallow will be giving an up to date Speed Watch report at the next PC Meeting.
Mr. J. Skittrall reported upon an inspection of the equipment on the Recreation Ground and work is required on the jungle trail where logs had been split, which will be rectified.
Miss. C. Cannell reported that a member of the public had requested double yellow lines in Alexandra Road from St. Peters View to The Little Wonder to improve safety particularly during School hours. It was agreed to place this item on the agenda for the next meeting.
Dr. R. Green asked if the BDC Clean Team could visit Hulls Mill Lane again to empty the litterbin and pick up all the litter, bottles and cans lying around the road to the Sewage Works. The Clerk agreed to ask BDC to attend to this again.
There being no further business the meeting closed at 7.35pm.
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(Date) (Chairman)