MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 12TH JANUARY 2009 AT 7.30 P.M._______________________________________
In the chair: Mrs. J. Beavis
Present: Councillors C. Cannell, R. Falco, R. Green, A. Law, G. Massey, V. Mullender, M. Rudge, J. Skittrall, E. Snarey, A. Stewart and F. Swallow.
Mr. A. Corder-Birch (Clerk)
235. 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.
236. Apologies for absence
Councillors E. Jones (illness), D. Finch, W. Scattergood and J. Tame.
237. Declarations of interest
There were no declarations of interest.
238. To confirm minutes of previous meeting held 8th December 2008
The minutes of the previous Parish Council meeting held on 8th December 2008, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.
239. Matters arising from those minutes
Water Management
Mr. E. Snarey reported that the Clerk had sent the Environment Agency a reminder but no clearance work had been carried out to date in the vicinity of Alderford Mill.
The 352 bus
Mr. E. Snarey reported that notification had been received from ECC that First Bus would be introducing additional journeys on service 352, which will become 70X at Braintree. From 12th January 2009 additional journeys will be on Mondays to Fridays at 07.25 from Halstead to Chelmsford but the 352 will become the 70X when it reaches Braintree. Passengers will be able to continue on the bus with no change. The return journey will leave Chelmsford at 17.15 and will be numbered 70X but when it reaches Braintree it will become the 352 service and passengers will be able to continue on the bus with no change. There will be an additional journey school days only on service 352 from Braintree to Halstead at 16.35. The new arrangements were considered rather confusing and Mr. Snarey was thanked for his report.
Audit 2007-2008
The Clerk reported that the external audit of the Parish Council’s accounts for the year 2007-2008 had been completed and in the opinion of the Audit Commission the information contained in the annual return is in accordance with its requirements and no matters have come to their attention giving cause for concern that relevant legislation and regulatory requirements have not been met.
Grays Hall Meadow
Mr. M. Rudge reported that the clearance work on the path across Grays Hall Meadow had recently been completed, Mr. B. Hoadley had done a marvelous job and the path was well used.
Support for older people
The Chairman stated that support for older people in SH will be placed on an agenda for a future meeting.
BDC car parks
Dr. R. A. Green added his support for non-payment of proposed parking fees in BDC car parks in SH.
240. Public Comment
There was no public comment.
241. Chairman and Vice Chairman’s reports
The Chairman wished everyone a Happy New Year and thanked Mr. J. Skittrall for his kind hospitality at Christmas. Mrs. Beavis was concerned that a number of residents in SH had lost their jobs in the recent financial climate. BDC and SHPC is aware of financial problems arising from the current climate and will refer residents to appropriate agencies for help with benefits, housing needs, paying council tax and for mortgage advice.
The Chairman reported that she is required to attend a BDC cabinet meeting on 11th May and it was therefore unanimously resolved to bring the SHPC meeting forward to 6pm to enable her to attend both meetings.
The Vice Chairman had nothing to report.
242. Youth Council Report
In the absence of Mr. J. Tame, the Clerk read his written report. Mr. Tame reported that the Youth Council is working on a new logo for the THF09 event and will be looking at funding options for it. The Youth Council will improve publicity and provide as much help as possible for THF09.
243. County Council Report
In the absence of Mr. D. Finch no report was given.
244. District Council Report
In the absence of Mrs. W. Scattergood no report was given. Mr. F. Swallow reported that ‘The Friends of Alderford Mill’ will be seeking a grant from the BDC Local Committee and Mr. Swallow will support their application when quotations are available. Mr. Swallow will attend a Public Transport Working Party meeting and at the request of Mr. E. Snarey will raise the issue of the 331bus service, which is under some strain, with a funding problem. Mr. Swallow is also a member of the Fees and Charges Working Party, which had been looking at increases but is holding them in abeyance in view of the present financial climate. BDC are funding another post for CAB.
Mrs. J. Beavis reported that the increase in the BDC budget should only be 2.5% and although one million pounds needs to be saved this should not reduce services.
Having read the BDC budget report, Miss. C. Cannell raised the following issues, which caused concern:
Proposed reduction in refuse collection namely in green bin collection from December 2009 to February 2010, which will only result in an increase in black bins.
Community Safety and the loss of two PCSOs. Mrs. Beavis assured her that these would be lost in Braintree and will not affect SH which will retain its PCSOs.
Concessionary travel tokens – it was emphasized that some disabled people require taxis because they cannot use buses.
Discretionary rates for Council Tax for Schools and Colleges – there were many anomalies which need to be sorted out and the system made fairer for institutions which are struggling.
Proposed re-branding of vehicles – a waste of money.
Mr. F. Swallow, as a member of the Fees and Charges Working Party stated that BDC is trying to make charges fairer across the District and to reduce the anomalies. Mrs. Beavis and Mr. Swallow both agreed to take Miss. Cannells points back to BDC to re-consider.
245. Planning
The minutes of the Planning Committee Meetings held on 5th and 19th December 2008 had been circulated and it was resolved that the minutes be accepted in lieu of a report.
246. Footpaths
Dr. R. Green had nothing to report.
247. Riverside Walk Report
The Clerk reported that contractors would start work on the Riverside Walk on 19th January. Arrangements had been made for Marlin Contracts to take in a mini digger to excavate the actual path and to remove large obstacles. Access will be at the official entrance off Summerfields and Miss. C. Cannell and the Clerk had visited relevant households near the entrance to inform residents that the work will commence. At a later date hoggin will be delivered and laid along the path using a dumper truck. The first section of path to be laid will be between Summerfields and the Wimpey site to form a circular walk. The Alderford Street end will follow at a later date and in the meantime consideration to an access off Alderford Street is continuing.
248. Recreation and Amenities Committee Report
The minutes of the Recreation and Amenities Committee meeting held on 18th December 2008, will be circulated to Councillors shortly. Mrs. G. Massey briefly reported upon the following items:
The path to dog bin at High Street Green had been completed.
The flooding at Church Street had been investigated and resolved. Mr. Snarey reported that the brook was the responsibility of the Environment Agency for 200 yards beyond Church St.
The proposed extension to the Burial Ground was deferred to the next meeting.
Dog fouling problems had been reported to the Dog Warden.
No more dog bins are to be sited along Swan Street.
The Chairman and Clerk had met Mr. E. Snarey and given him full details of all riparian owners along Alderford Brook, with maps and the Clerk had sent letters to one riparian owner and to the Environment Agency asking for clearance work to be undertaken.
The Village Hall Committee will construct a BMX track on its land.
Concern expressed about derelict appearance of former Swan PH and neighbouring property. Listed Buildings departments at ECC and BDC already consulted but decline to take action.
Thanks were recorded to Mrs. Sandra Robinson and Mrs. Barbara Robinson for their help and support to SHPC. It was agreed to consider a gift for the latter.
Arrangements made for the opening of the newly renovated tennis courts on 17th January 2009. Mr. J. Skittrall reported that there will be various demonstrations and representatives from the Youth Council and ECC Youth Fund will also attend.
Mr. J. Skittrall reported that there would be a CCTV demonstration and training on 19th January at 5pm at the Recreation Ground, which is open to all Councillors.
Arising from this report Mr. R. Falco asked if the grass could be cut at High Street Green before the bulbs come through. Following a long discussion it was resolved that the relevant area will be strimmed.
249. Report of Finance and Funding Advisory Group and Precept for 2009-2010
Mrs. G. Massey, as spokesperson of the Finance and Funding Advisory Group, circulated the proposed budget, which had been prepared following two meetings of the Group on 5th December 2008 and 9th January 2009. A 10% decrease was proposed with no cut back in services and in some areas an increase in services. The additional provisions for the Office was noted and approved. The Clerk explained the situation regarding S137 payments. The proposed net Precept was £76,266, the Band D equivalent is 1478.55 and the rate for Band D properties will be 51.42, (which is 5.04 less than 2008-2009). It was proposed by Mr. A. Stewart, seconded by Mr. R. Falco and carried that the net Precept should be £76,266 for 2008-2009, (being £7,209 less than 2008-2009). The Precept form was then completed by the Clerk and signed by Mrs. J. Beavis (Chairman) and countersigned by Mr. A. Corder-Birch (Clerk). The Chairman thanked Mrs. G. Massey for her time, expertise and guidance with the budget. Mr. F. Swallow requested that the reduced precept be noted in a press release, which the Chairman will include in a letter to the Halstead Gazette Post Bag.
250. To form Finance and Funding Committee
It was proposed by Mrs. G. Massey, seconded by Mr. A. Law and carried that the former Finance and Funding Advisory Group be reconstituted as the Finance and Funding Committee comprising the same membership.
251. To consider BDC Car Parks off Summerfields
Lining for extra spaces
It was agreed that the temporary lines for two extra spaces in the lower car park were working well. BDC had agreed to refresh the lines and to make them permanent when other lining work is carried out. Arising from this item Mr. A. Law asked for more disabled spaces in the car park in front of the Co-op but this is a matter for the Co-op and not BDC. However it was noted that disabled persons could park on double yellow lines for limited periods.
Bollards and volunteers to lock and unlock them
The Clerk reported upon his meeting with Mr. M. Galley of BDC and that the bollards should be installed by late January 2009. The padlocks and keys will be delivered to PC Office for use when volunteers are in place to lock and unlock bollards. Unfortunately the Co-op who had originally agreed to undertake this work on Mondays to Saturdays inclusive, when they operate their own bollards at the front of the Co-op, had informed BDC of their reluctance to help. This was very disappointing to BDC, SHPC and the Police and it was agreed to ask the Co-op to reconsider and/or to seek other volunteers.
Signs for lower car park
Following some discussion it was resolved to ask BDC for the following wording on the signs:
“THIS CAR PARK WILL BE OPEN FROM 8AM TO 8PM SEVEN DAYS A WEEK”.
It was proposed by BDC to locate one sign at the entrance and one on each of the two walls. It was agreed to ask BDC for the largest possible signs and to erect them high enough to be seen over the top of parked vehicles. A “No Litter” sign will also be erected.
Proposed car parking charges by BDC
Copy letters from residents of SH to the Chief Executive of BDC objecting to the proposed charges were noted. It was understood that the cost of a ticket machine was in the region of £2,000 with the additional cost of maintaining and emptying the machine and enforcement by parking attendants (who were not adequately enforcing parking on double yellow lines in SH). It was agreed that the proposed charges were not cost effective and will result in a significant loss to BDC. It was noted that SHPC already keep the car parks clean and empty the litterbins on an agency basis for BDC. Following some discussion it was resolved to write to the Leader and Chief Executive of BDC and make a bid to take over responsibility for the management of the car parks from 2010 and possibly enter into an Agency Agreement with BDC.
252. To review work carried out on pavements in SH by sub contractors of ECC Highways
It was agreed that the work carried out on pavements in the village towards the end of last year was very poor. There were still many depressions creating puddles, rough areas and areas peeling up. Much of the tarmac had been laid on wet pavements and in short it was a cheap and nasty job. It was agreed to ask ECC Highways for a site meeting to discuss.
253. To consider Freedom of Information Act – Model Publication Scheme
Letters, notices and documentation from NALC, EALC and the Information Commissioner’s Office, was circulated to Councillors. Following careful consideration it was resolved that SHPC adopt the model publication scheme, without modification, in so far as it applies to this PC. However it was noted that some of the items listed are not applicable to this PC. Of those items which are relevant the following was noted and agreed:
Class 1 Details of Chairman, Vice Chairman, Councillors and Clerk and contact details together with location of PC Office are publicized on PC website.
Class 2, 4 & 5 Relevant items relating to financial matters, meetings, minutes, reports, responses to consultation papers, planning applications, policies and procedures are recorded in minutes or other documents, which are available on the website or can be inspected in PC Office and copies provided upon payment of appropriate cost.
Class 3 Hard copies of Parish Plan delivered FOC to all households during Spring/Summer 2005. Hard copies of Annual Report delivered to all households annually.
Class 6 Lists and Registers – Available for inspection by prior appointment with the Clerk.
Class 7 Services offered – GOR fees, etc., - information available in hard copy or on website.
Agency agreements – available for inspection by prior appointment with the Clerk.
Schedule of charges – Black and white photocopying 20p per page, colour photocopying 50p per page, postage – actual cost of Royal Mail standard second class,
Statutory fees – in accordance with relevant legislation (quote the actual statute).
Other – cost of time – currently £11.40 per hour. CCTV data – actual cost.
Mrs. G. Massey kindly agreed to make appropriate additions to the website to comply with the new Model
Publication Scheme.
254. 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:
That Mr. Jason Parker is invited to the next meeting of the Recreation and Amenities Committee to discuss issues concerning High Street Green. It was noted that Mr. Parker is a new resident and his views differ considerably from those of his predecessors and neighbours on whose behalf all the improvements at High Street Green have been carried out. If a site meeting is to take place SHPC need to be represented.
That Mrs. J. Beavis, Mrs. G. Massey and Mr. J. Skittrall will attend the EALC Law and Procedure course at Great Dunmow on 11th March 2009.
That Mr. A. Stewart attends the next EALC New Councillor training course.
That in consultation with Mr. A. Law, the Clerk responds to BDC regarding disabled provision in the District, in particular vehicles parking on pavements causing obstruction to disabled persons and disabled parking and toilets in District.
255. Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed by Mr. R. Falco, seconded by Mr. A. Law and carried that the accounts are paid.
256. Any other business/exchange of information/agenda for next meeting
Mr. F. Swallow reported upon Speed Watch replies received and that ten volunteers wish to be trained. Mr. V. Mullender will arrange the training in Mr. Swallow’s absence.
Mrs. G. Massey reported that the Vodafone mast was out of order, which the Clerk will report.
Mr. M. Rudge reported that raw sewage had appeared in the Rectory Road Brook again, which he had reported and it had been cleared.
Mr. M. Rudge also reported that a disabled ramp had been removed from the former Spa Shop and steps inserted. Mr. Swallow reported that he had spoken to the new shop owner who assured him that approval was given, as the ramp was dangerous in icy weather.
Mr. J. Skittrall asked for a hard copy of the ECC Speed Management Strategy, which ECC had only emailed. The Clerk agreed to ask ECC for a hard copy.
Mrs. J. Beavis enquired if Councillors wished her to arrange a visit to Millennium Tower and a tour of the recycling centre. Some Councillors had already visited but others were interested.
Mr. E. Snarey reported that new bus timetables had just been received.
Dr. R. A. Green reported continuing litter problems, particularly tin cans and bottles, at the entrance to the concrete road to the Anglian Water sewage works in Hulls Mill Lane, where vehicles parked in the evenings. A litterbin was situated at this location but rarely used. Dr. Green has picked up this rubbish daily and it was agreed to report it to the Clean Team and Community Warden.
Vehicle debris from an RTA was reported near the ‘S’ bend at Cuckoo Farm, Wethersfield Road and it was agreed to ask the Clean Team to remove it.
Dr. R. A. Green reported that the absent owner of Hulls Mill had left floodlights on, which was a great disturbance to their neighbours. It was agreed to write to Mr. Taylor.
There being no further business the meeting closed at 9.45pm
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