MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON WEDNESDAY 11TH APRIL 2007 AT 7.30 P.M.

In the chair: Dr. N. Edwards
Present: Councillors C. Cannell, P. Day, R. Falco, R. Green, G. Massey, M. Rudge, J. Skittrall, & A. Weatherley. Mr. A. Corder-Birch (Clerk). Mrs. J. Beavis (District Councillor), Mr. J. Tame (Youth Council). Together with 8 (eight) members of the public.

1. Apologies for absence                       
Councillors. J. Hatfield (holiday) & E. Snarey (accident)
Mr. D. Finch (County Councillor) & Mr. S. Bolter (District Councillor)

2. Absent
Councillors D. Holmes & A. Law. 

3. Declarations of Interest
No interests were declared.

4. To confirm minutes of previous meeting held 12th March 2007
The minutes of the previous Parish Council meeting held on 12th March 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

5. Matters arising from the minutes
a) Old Parish Council Minute Books
The Clerk reported that enquiries were continuing to ascertain the present whereabouts of Mr. David Moore, a former Clerk, in the hope of tracing the old Parish Council minute books.    
b) Litter pick
Mrs. A. Weatherley reported that the litter collection had been very successful with over 60 (sixty) bags of litter being collected over the weekend.   She thanked all Councillors and residents who had helped.  Mrs. G. Massey stated that it was a shame that there was no support from St. Peter’s Primary School.    

6. Public Comment
There was no public comment.   

7. Chairman and Vice Chairman’s reports
The Chairman thanked BDC for their ‘fantastic plastic’ campaign, which was a significant improvement to the recycling scheme.
The Vice Chairman had nothing to report outside the agenda. 

8. Youth Council Report
Mr. J. Tame reported that equipment had been purchased for a cinema night and a colouring competition had been held.  Anne Thrussell, Youth Leader, had organized trips to Colchester and Braintree on Friday evenings which had been very successful.  The Youth Council will have a stand at the VDS exhibition on 21st April.  Mr. Tame enquired about the application for a grant in respect of the former tennis courts area and the Chairman suggested that a Youth Council representative is invited to serve on the Recreational Areas and Horticulture Advisory Group.  Mr. Skittrall confirmed that a meeting of the Group will be held well before the grant application deadline.  Mr. Tame was thanked for his report.   

9. Essex County Council Report
A written report from Mr. D. Finch had previously been circulated to Councillors. 

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10. Braintree District Council Report
Mrs. J. Beavis reported that this would be the last Parish Council meeting which she would attend in her capacity as a Braintree District Councillor before the forthcoming elections.  During the last four years she had dealt with many issues for residents including benefits, council tax and housing.   Mrs. Beavis then reported upon ASB matters (please see minute no. 21below).  Mrs. Beavis was thanked for her report.                

11. Planning
a) Planning applications
Miss. C. Cannell reported that the following applications had been made and recommended as follows:
07/00617/FUL – Carters Barns, High Street Green – amendment to previous approved app. 06/01533/FUL – demolition of existing redundant grain silos and erection of new carport garage and workshop – no objections.
07/00618/FUL – 15 Hawkwood Road – Proposed alterations to rear conservatory – no objections. 
07/00619/FUL - Tile Kiln Farm – Proposed additional storey extension – no objections given size of plot, location and views. 
It was proposed by Mr. J. Skittrall, seconded by Mr. R. Falco and carried that the above recommendations are approved.
b) Planning decisions
Miss. C. Cannell reported upon the following planning decisions:
07/00060/FUL – Carters Barns, High Street Green – Amendment to previous approved app. 06/01533/FUL – Demolition of existing redundant grain silos and erection of double car port, 4 no. stables and tack room – refused.
07/00135/FUL – 21 Grays Mead – Erection of granny annexe attached to existing dwelling – refused.
07/00362/ECC – Hedingham School, Yeldham Road – Construction of new and the redevelopment of existing hardstanding areas to form additional car park spaces, coach/bus parking area, new motorbike/cycle shelters and ancillary works – no objections raised.
c) Appeal decision
Miss. C. Cannell reported that an appeal against BDC’s decision to refuse planning permission for proposed conservatory at rear of existing dwelling at 36 Friars Close was upheld by The Planning Inspectorate.
d) Shiam Service Station, 142 Swan Street
Miss. C. Cannell reported that BDC would investigate the unauthorized adverts at the Shiam Service Station a.s.a.p. and make a site inspection if necessary.   The Clerk reported that he had received letters and a petition signed by numerous members of the public living in the vicinity of Shiam Service Station in both Swan Street and the lower end of Alexandra Road who were all opposed to the new signs.   The letters and petition had been forwarded to the Enforcement Officer of BDC who will advise the PC of the action taken.   

12. Village Design Statement
Mrs. G. Massey reported that a grant of £2,500 had been received from RCCE for the year 2006-2007 and a further application for a grant can therefore be made during 2007-2008.  The VDS open day had been arranged for 21st April 2007 in the Village Hall from 10am to 2pm.   This will include a survey from Hedingham School and displays/stands from The Youth Council and Hedingham Twining Association.  Some very hard work had been carried out by the members and a good attendance was hoped for.   Mrs. Massey was thanked for her report.

13. Footpaths and rolling programme
The Chairman reported that the survey for the footpaths rolling programme in Sible Hedingham had been completed and the full report from the Parish Paths Partnership (P3) had been received.   The work which had been identified in the report should have been carried out by 1st April 2007 but sadly it had not been completed.   The previous contractors, May Gurney, had carried out work as the survey progressed but the new contractors, it appears, have to consult the Statutory Undertakers – gas, electricity, telephone, etc., even before a way mark post can be inserted.   In short ECC had failed to fulfill the promises made to the Parish Council that the work would be complete by 1st April 2007.         
        
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14. Riverside Walk
It was noted that the S106 Agreement had still not been completed.    The Chairman reported that he had spoken to a Mr. David Fletcher in the BDC Planning Department who expected the S106 Agreement to be signed within a couple of weeks.  In default it was agreed that Mrs. J. Beavis would make enquiries with the Legal Department of BDC to ascertain what action it would be taking.    

15. Water Management
a) Alderford Street brook
The Chairman reported that discussions are still taking place with Mr. R. Wiltshire of ECC Highways with a view to installing grilles to protect the entrances to the culverts.    When  provided a suggestion had been made that ECC will pay SHPC the sum of £200 per annum to keep these three grilles and the grille near the Sugar Loaves clear of debris.  Mr. K. Metson had been consulted who had confirmed that he could keep all four grilles clear of debris for the sum of £200 per annum.

b) Holding Reservoirs at Wethersfield Road and Cobbs Fenn
The Chairman reported upon the latest communication from Mr. D. Finch stating that the final land acquisition for the holding reservoirs in Wethersfield Road should be completed during the next couple of weeks.    Mr. Finch confirmed that the money was available to carry out the work. 

16. Proposal to include members of the public in the Recreational Areas Advisory Group
The Chairman reported that consequent upon discussion at the public meeting on 23rd March a suggestion had been made that representatives of the Youth Council, Hedingham Hawks and members of the public are invited to join the Recreational Areas and Horticulture Advisory Group.  Following further discussion it was resolved that this suggestion must be delegated to the Group to consider following appointment at the Annual Parish Council Meeting on 14th May.   

17. Update on Recreation Ground including renovation to toilets
Mr. J. Skittrall reported that another builder was interested in quoting for the renovation to the toilets and plans and specifications would shortly be sent out to five builders.  Repair work to equipment on the Recreation Ground had recently been completed by Mr. K. Metson in preparation for the ROSPA inspection during May.  Additional bark chippings were required.  A new maple tree had been lost through vandalism and Mr. Skittrall recommended that it is not replaced for the time being.   The Clerk will make a claim on the PC insurers if economic to do so.

18. Report of meeting with Noise Communications Manager of BAA Stansted
The Chairman reported that a meeting was held in the PC Office on 13th March between Councillors and the Noise Communications Manager of BAA Stansted.  A number of issues were discussed reflecting the current position, flight paths, controlled descent, wind direction and other useful information.  There is a house buyers pack containing this information which is available to the public on request.

19. Report of Halstead Police Community Safety Tasking Group meeting
Mrs. G. Massey reported that she had attended the Halstead Police Community Safety Tasking Group meeting in Halstead on 3rd April as representative of SHPC.  The Police, Social Services, Youth Groups and other Councillors are in attendance at these meetings which are held monthly.   The meetings are held under rules of confidentiality and therefore there was little upon which Mrs. Massey could report.  However 24 incidents in Sible Hedingham had been reported to the Police in a month.   Therefore the ‘SEE IT – REPORT IT’ campaign was working well.  Swan Street had been added as a hot spot to be discussed.  PC Sarah Pike was back on restricted duties and SHPC wished her well.   The Crime Prevention Officer will visit the Total Garage and help them with training for their CCTV equipment.   Mrs. Massey offered to attend future meetings of the Group which was gratefully accepted and was thanked for her report. 
Arising from this report Mrs. A. Weatherley reported that she had spoken to business owners at Rippers Court who were very concerned about vandalism and the accumulation of rubbish there.   Mrs. J. Beavis also reported that residents in Station Road were disturbed by vehicles entering and leaving Rippers Court.   Mrs. Beavis agreed to forward the relevant emails to Mrs. Massey to raise at the next meeting.

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20. Report of SARA meeting
Miss. C. Cannell reported that Mr. R. Falco and herself had attended a SARA meeting at Great Yeldham Police Station on 4th April.  There had been an increase in crimes reported in Sible Hedingham.  Apparently a Road Show is being held in Halstead and it was agreed that another Road Show should be held in Sible Hedingham.  Lesley Burch who is the BDC Prevention and Education Officer will communicate with Mrs. J. Beavis to take this forward.   Miss. Cannell also reported on JAPS (Joint Action Plan) and NAPS (Neighbourhood Action Panels), which are both Police led initiatives.   It was confirmed that SARA will continue in its present form.  Miss. Cannell was thanked for her report.

21. Report of ASB meetings and circular letters
Mrs. J. Beavis reported upon recent ASB meetings following which BDC had written to eight Parish Councils in the area regarding ASB in SH.   This had been necessary because many of the problems in SH had not been caused by youths from the village but by those coming in from other villages in the area.  A further nine hundred letters were being sent out to parents of pupils at Hedingham School jointly by the School, BDC and the Police.  A CCTV unit was located at Alexandra Road on a recent Friday evening to monitor problems in the village.   Mrs. Beavis who emphasized that partnerships were required to solve the problems was thanked for her report.    
  
22. To consider purchase of litter bin for the lower end of Crosspath
Following some discussion, and subject to the consent of the landowner, it was proposed by Mrs. A. Weatherley, seconded by Mrs. G. Massey and carried that a new litter bin is purchased for the lower end of Crosspath.   It was noted that youths had damaged lights and guttering at Bewick Court.
Arising from this item it was agreed that the Clerk should discuss with the Area Estates Manager of BDC the merits of reinstating a suitable fence adjacent to Rippers Court bearing in mind that earlier inadequate fences had been broken down several times.          
Mrs. A. Weatherley requested that consideration be given to provision of a litter bin at the bus shelter in Station Road and it was agreed to include this item on the agenda for the next meeting.

23. To consider adding Crosspath to areas where litter is collected by Mr. K. Metson
Mr. J. Skittrall reported that Mr. K. Metson was willing to add litter collection in Crosspath to his weekly street cleansing round.  He had quoted £26.00 per month which equates to £312 per annum.  It was proposed by Mrs. G. Massey, seconded by Mr. J. Skittrall and carried that the sum paid to Mr. K. Metson is increased by £312 per annum to allow for litter collection work at Crosspath. 
Arising from this item Mr. M. Rudge asked if the litter bins in Grays Hall Meadow could be emptied more regularly than once a month.   It was resolved that Mr. Rudge and Mr. Skittrall should discuss this issue out of the meeting. 

24. To consider adding two ‘Public Open Spaces’ in Spring Way to areas of grass cut by PC
The Clerk reported that there were two grass areas in Spring Way which were designated as ‘Public Open Spaces’, which were both unregistered save for four very minor areas for car parking, etc.,  Until the end of last year residents living in the vicinity had cut the grass on a voluntary basis and had kept the areas well maintained.   Some of the residents were getting elderly and could no longer manage to cut the grass and had asked if the PC would take over responsibility.   Apparently the residents had previously asked BDC who had declined.   Mr. Skittrall had measured both sites with Mr. Metson and had asked him to quote for cutting the grass.  He had quoted £75.00 per cut to include the use of his mower and fuel.  (He also quoted £20 to trim back the trees on a one off basis).    Mrs. G. Massey considered that residents should continue to cut these areas and proposed that the issue is deferred for six months and then reviewed bearing in mind that the budget for grass cutting this year had already been fixed.  This proposal was seconded and carried.

25. To consider application for grant from BDC Rural Communities Development Fund 2007-8
The Clerk reported that BDC had invited applications for grants from the Rural Communities Development Fund for which the closing date is 15th June 2007.   Up to £5,000 can be applied for to which the PC will need to provide 25% match funding  of up to £1,250 (with less match funding for smaller parishes).   The Clerk read out the criteria including improving the appearance of neighbourhoods and open spaces

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provision of facilities for all ages, improve the environmental/energy performance of a community facility, increase recycling, improve transport services, conserve the countryside and heritage, reduce local levels of crime, improve access to information, delivery and efficiency of PC services.   Two suggestions were made namely permanent CCTV in the village and to improve the appearance of Southey Green (which is owned by the PC), but it was considered that the latter should be left for the benefit of wildlife.   It was resolved to defer this item to the next meeting.

26. To consider charging for heat and light for meetings at PC Office
The Chairman suggested that the PC make a small charge of say £5 towards heating and lighting costs for organizations using the meeting room at the PC Office.   The meeting room was being used by a number of organizations including Hedingham Hawks, Youth Council, May Day Fair Committee, Twinning Association & Hedingham Flower Club.     Following some discussion it was proposed by Mrs. G. Massey, seconded by Miss. C. Cannell and carried (with one abstention) that a charge of £2.50 should be requested from organizations using the meeting room.   These charges should not apply to VDS, PC Committee & Advisory Groups and Councillors for surgeries.   It was emphasized that all bookings must be made with the Clerk in future. 

27. 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 discussed:

28. Accounts for payment
The Chairman reported that the following two accounts had been paid towards the end of March 2007 so as to be within the financial year 2006-2007:
Colne Contracts – tarmac path and install safety barriers at Spurgeon Close                        £1,404.12
Glasdon UK Limited – two notice boards and fixings for PC Office                                    £1,162.49
The payment of the above accounts was approved by the Parish Council. 
The accounts listed in appendix 2 were presented for payment with the addition of the following accounts:
Mrs. A. Weatherley – snowdrops for public open spaces                                                     £24.00
Earth Anchors Limited – new dog bin for Grays Hall Meadow                                                   £212.91
Hedingham Hawks Youth Football Club – donation towards May Day Fair                             £50.00
It was proposed by Mr. J. Skittrall, seconded by Mr. R. Falco and carried that the accounts are paid and that the payment of £50.00 to Hedingham Hawks Youth Football Club is made pursuant to the provisions of S137 of the Local Government Act 1972.

29. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge reported that more gardens were appearing in the churchyard which was making it difficult for grass cutting.   Mr. Skittrall advised that the Rector and PCC should deal with this issue.  Mr.

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Rudge also reported that the Churchyard fence adjacent to the GOR was loose.  Mr. Skittrall reported that this had already been repaired.   The Clerk reported that the new gravedigger had requested permission to
take a digger across Grays Hall Meadow to dig graves in future.   It was resolved to place this request on the agenda for the next meeting and in the meantime not to allow access. 
b) Miss. C. Cannell and Mrs. G. Massey both referred to the possibility of clash of meetings as potentially three future members of the Parish Council may be elected as District Councillors as well.  Miss. Cannell was concerned about raising a quorum (five members or one third whichever is the greater) and Mrs. Massey stated that the PC had a right to expect commitment from all Parish Councillors.   It was regretted that BDC had decided to change the dates of their meetings a few months ago despite representations made to the Leader of BDC.  Mrs. J. Beavis explained that the potential situation was subject to the result of the District Council election but did not foresee any difficulty with SHPC raising a quorum and in any event much work should be carried out by Councillors between meetings. 
c)Mr. R. Falco reported that some rubble was falling into the brook from the Beagrie development.  Mr. J. Skittrall stated that Mr. Beagrie had assured him that he will clear all rubble out of the brook and keep it clear.