MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 8TH AUGUST 2005 AT 7.30 P.M.

45. Present

Mrs. G. Massey (Chairman)
Mr. J. Skittrall (Vice Chairman)
Miss. C. Cannell
Mr. P. Day
Dr. N. V. Edwards
Dr. R. Green
Mr. J. Hatfield
Mr. D. Holmes
Mr. A. Law
Mr. M. Rudge
Mr. E. Snarey
Mr. A. Corder-Birch (Clerk)

Mrs. J. Beavis (District Councillor
Mr. S. Bolter (District Councillor)
Mr. W. Scattergood (District Councillor)
PCSO D. Green (Essex Police)
Together with 2 (two) members of the public.

46. Apologies for absence
Mr. J. Ferrando (family illness)
Mr. D. Finch
47. Absent
Mr. C. Chapman

48. Declaration of interests
No interests were declared.

49. Public Comment
There were no comments from members of the public. However PCSO Green reported that the children had moved from the Recreation Ground to Grays Hall Meadow. The damage to a window at Darkins Supply Stores caused by vandalism was noted.

50. Minutes of meeting held 11th July 2005
The minutes of the Parish Council meeting held on 11th July 2005 having been previously circulated were taken as read and subject to amendments in minute nos. 29(b), 34 and 38 were confirmed and signed.


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51. Matters arising from those minutes
a) Litter bins at Grays Hall Meadow
Mr. M. Rudge reported that the workman had not emptied the litterbins at Grays Hall Meadow for the last four weeks. Mr. J. Skittrall agreed to speak to the workman and ask him to start emptying the litterbins on a regular basis.
b) Sunken manhole at Swan Court
It was reported that the sunken manhole at Swan Court had been identified by red paint.
c) Maintenance of street lamps
The Chairman reported that McAlpines contract would terminate on 12th August 2005. The Clerk reported that he had reminded McAlpines the previous week to complete the outstanding work on a lamp in Station Road before the contract ends. The Clerk had obtained a draft contract from Just Lamps (UK) Limited of Rayne. The Parish Council authorized the Chairman and Clerk to complete this contract on behalf of the Council. It was reported that a light in Swan Chase requires attention.

Chairman and Vice Chairman’s Reports
a) Community Action Team update
The Chairman reported that at the recent CAT meeting members were keen to get young people, particularly 8 to 13 year olds, to be aware of their village surroundings and to set up a Youth Club. This will be discussed at the Village Hall Committee meeting. The Youth Club at the Baptist Fellowship was keen to do more community work. They had offered to run an event for young persons and a BBQ had been suggested.
b) House adjacent to the former Citroen Garage site
The Vice Chairman reported that children had entered the boarded up house adjacent to the former Citroen Garage following which Anglian Water had turned off the water supply. The electricity supply had also been removed from both the house and garage. The owners had been notified and were appreciative of the action taken.
c) Guide for Sible and Castle Hedingham
It was reported that a new guide for Sible and Castle Hedingham had been launched on 4th August at which the Clerk and four Councillors were present. The Clerk had helped to compile the guide and Dr. R. Green had been actively involved with the administration as Secretary of Hedingham Heritage Society. The Society was congratulated upon publishing the guide copies of which will be available (£1.00 each) from the Library, Darkins Supply Stores and Top of the Tree (Greengrocers). It was agreed that a special laminated copy of the guide be placed in the notice board at the Library.

53. County Councillor’s Report
In the absence of Mr. D. Finch no report was given.

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54. District Councillor’s Reports
Mrs. J. Beavis reported that at the recent SARA meeting the question of removing rubbish from the litterbins behind the Co-op had been raised. She would therefore arrange to meet Mr. P. Partridge of BDC to discuss emptying the litterbins in the lower car park.
Mrs. W. Scattergood reported upon the Draft Local Plan, which was now in force and the Charter for Parish Councils. The Planning Workshop had been very useful and Parish Wardens should be in place before the end of August.
Mr. S. Bolter reported that the Halstead Empire Trading Company was now in liquidation but the Trust was still in existence. He had discussed with Planning Officers the concern of the Parish Council regarding the former Swan Inn and 45 to 49 Swan Street. These matters had been referred to Mr. B. Taplin, the Enforcement Officer to deal with. The owner of the former Swan Inn had taken advice from planning officers and no action was recommended. With regard to 45 to 49 Swan Street it was noted that under the planning consent the owner had limited time within which to start work but not to complete it. There was no limit on the number of vehicles parked on the property. The Enforcement Officer believes that regular encouragement is the best way forward.

55. Committee Reports
a) Planning
Dr. R. Green reported that the Planning Committee had considered the following planning applications:
05/01291/FUL – Sugar Lane Farmhouse – demolition of garage & stables and erection of new garage and granny annexe (no objection if granny annexe kept separate – energy saving devices recommended)
05/01297/FUL – Finches Farm – erection of conservatory (no objection)
05/01309/FUL – Hare House, Wethersfield Road – two storey rear extension and conservatory (no objection)
05/01375/OUT – 10 Station Road – demolition of existing house and workshop and erection of 2 detached houses with garages (no objection and energy saving devices to be recommended when detailed application made)
05/01376/OUT – Corner of Halstead Road and Hovis Mill Lane – erection of detached house and garage (opposed as outside village envelope, rural planning policies apply, dangerous access onto road, precedent – previous applications on this site refused)
05/01394/LBC – 3 Potter Street – various internal works (no objection – Listed Buildings Officer to make decision)
05/01403/FUL – Ashdown Court, 30A Station Road – construction of vehicular access (no objection as it will take cars off street)
It was proposed by Mr. D. Holmes, seconded by Mr. J. Skittrall and carried that the recommendations of the Planning Committee are approved.

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b) Finance Committee
The minutes of the Finance Committee Meeting held on 3rd August 2005 having been previously circulated were taken as read were confirmed and duly signed by the Chairman as a correct record. The Parish Council approved the recommendations of the Finance Committee. Arising from these minutes it was agreed to try and reduce the water consumption in the toilets on the Recreation Ground. A Burial Ground Committee meeting will be arranged to review fees. In this respect Mr. D. Holmes reported that BDC fees had increased by 40% this year.

56. Parking problems on forecourt of Chemists, Swan Street
A letter from Mr. Radford regarding difficulties for disabled parking on the forecourt of the Chemists, Swan Street was considered. The Clerk confirmed that he had replied to Mr. Radford and informed him that the matter would be considered at this meeting. It was noted that there was no dropped kerb and no notice that parking was for disabled drivers. The potential danger of drivers reversing across the road and across the nearby zebra crossing was noted. Mr. E. Snarey suggested that the original planning consent be explored to ascertain what conditions, if any, were imposed regarding the parking situation. However it is illegal to cross a pavement in a vehicle where there is no dropped kerb. The Chairman offered to discuss the situation with the Chemist and to report back to the next meeting.

57. Dog bin for Brook Meadow
The Clerk reported that BDC were willing to erect a dog bin and to thereafter empty it free of charge but were no longer able to provide new dog bins. He had therefore obtained a brochure and price list from Earth Anchor Limited for consideration. Mr. J. Skittrall recommended that the Parish Council purchase a 45 litre capacity marine green dog bin for £159.00. It was proposed by Mr. D. Holmes, seconded by Miss. C. Cannell and carried that the Clerk places an order.

58. Report from Skateboarders representative
In the absence of the Skateboarders representative no report was given regarding Skateboarding Park problems. It was understood that young persons now require a dirt track to ride bikes. The Estates Manager had offered to build a track if the Parish Council could offer the land. It was agreed to defer these items until the Skateboarders representative could attend a future meeting.

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59. Report on new planning system workshop
Miss. C. Cannell gave a report of the workshop on the new planning system, which she had attended with Dr. R. A. Green on 26th July 2005. There were many forthcoming changes including more consultation with the public and more community involvement. The East of England Plan would replace the Essex (and Southend) County Plan and the Braintree Local Plan in about three years time. The Clerk agreed to arrange for a photocopy of the workshop notes to be circulated to all Parish Councillors before the next meeting. Mrs. W. Scattergood reported that the results from the workshops would be circulated to all Parish Councils.

60. Youth Council Report and Notice Board
The date of the next meeting was awaited. A volunteer had offered to make a notice board for young persons for proposed erection on the Recreation Ground. It was agreed to wait for a presentation from their representative before considering this matter further.

61. Footpaths Report
Dr. N. Edwards reported upon the following footpaths:
a. Field-edge FP 42, starting at Reading’s Farm and continuing in a northeasterly direction as FP 40, is overgrown, obstructed and dangerous. There is an additional danger as the ditch beside the path is obscured and walkers could easily slip into the ditch.
b. Field-edge FP 21 towards Liston Hall Farm and the field-edge part of 41 – travelling in a north and easterly direction are obstructed and dangerous. The sign for FP 21 is still awaited.
As field-edge footpaths are the responsibility of the Highways Department it was agreed that the Clerk write to Highways accordingly. With regard to the Pauline Stevens walk it was understood that Mr. J. Ferrando was preparing the artwork and will produce a draft at the next meeting.

62. Water Management
Mr. E. Snarey reported that Dr. N. Edwards and himself had recently inspected the water management plans and gave details. It was understood that Essex County Council Planning Committee should consider these water management plans on 23rd September 2005.

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63. Anti social behaviour at Grays Hall Meadow
Unfortunately an oak tree had been damaged by fire and it was agreed to ask Mr. E. Mayes for advice upon preserving the tree and to also seek advice from him regarding the possibility of removing the lower branches of trees to prevent young persons climbing and swinging on trees. Young persons had also been camping in tents on the meadow and had left broken glass behind. It was agreed to monitor the situation and if necessary to consider applying for bylaws.

64. Rural Development Communities Fund
Mrs. W. Scattergood reported that unfortunately Sible Hedingham Parish Council was not successful with its application to the Rural Development Communities Fund. The criteria required a new project not the refurbishment of an existing facility. There were 35 applications of which 25 had been successful. It was agreed to consider an application for a new project next year.

65. Report of the working procedure for Committees and agenda items
The Clerk reported that he had met Mrs. J. Sheppard of EALC and discussed the working procedure for committees and agenda items. He was advised that in accordance with good local government practice all Committee meetings should be similar to Parish Council meetings. Three clear days notice should be given, the public can attend and minutes taken by the Clerk (or by a Councillor if Clerk unable to attend). The minutes are to be presented to the full Council Meeting and included on its agenda. It was emphasized that Committees must actually meet at a properly convened meeting and that they cannot transact their business by telephone, email or whatever. Written reports from Councillors (including County and District Councillors) should go out with the agenda so reports read in advance of meeting. Therefore at the meeting it will only be necessary for questions to be raised on reports. Items to be discussed need to be itemized on the agenda and therefore any other business is illegal. However it is permissible to include the following items on agendas:
Items for agenda for next Parish Council Meeting to be with the Clerk by (date of deadline).
Items (for discussion only) for inclusion on next agenda.
The Clerk confirmed that he was willing to send out agendas for all Committee meetings and to attend them and take the minutes as he had done for the Finance Committee meeting held on 3rd August 2005. A lengthy discussion took place upon committee procedures and presenting committee

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reports at Parish Council meetings. The Chairman ruled that committees must meet to present a report to Parish Council meetings. Some Councillors explained the practical difficulties of arranging suitable dates, times, venue and cost of Committee meetings. Mr. E. Snarey proposed that the EALC be informed that the correct committee procedure was not practical and to explain the difficulties. Dr. R. A. Green proposed that the Planning Committee should meet on a regular monthly basis. Dr. N. V. Edwards offered to withdraw the following two items until the position had been resolved:
a. Proposal to reinstate Committee Reports, other than planning and finance.
b. Proposal to include ‘Members Reports’ on agenda.
The Chairman confirmed that member’s reports can be included on agendas but members need to give subject headings. Mr. D. Holmes and other Councillors suggested a special meeting of the Council to resolve these issues, which it was agreed to arrange.

66. Correspondence
The correspondence received and listed in Appendix 1 was referred to the relevant Councillors for information and action. Arising from this correspondence it was agreed that the Chairman and Vice Chairman represent the Parish Council at the Reception being held by the Chairman of BDC on 7th December 2005.
With regard to the letter from Mr. K. Brookes, Dr. N. Edwards reported that he no longer owned the trees as alleged by Mr. Brookes. These trees were now owned by Mr. C. T. Ripper and had since been cut back.
The letter from Highways relating to parking restrictions in Alderford Street was not complete, as another map should have been sent. It was confirmed that further time for representations had been allowed. The public reaction was about 50/50 but further consultation with residents was needed. Mr. S. Bolter reported that he is awaiting the views of the Parish Council before making final representations. It was agreed that Mr. J. Skittrall should ask Highways for a site meeting with Parish Councillors and that Mrs. G. Massey, Mr. J. Skittrall, Mr. A. Law and Dr. N Edwards should represent the Parish Council and Mr. S. Bolter the District Council.

67. Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed, seconded and carried that the accounts are paid.

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68. Agenda for next meeting
Proposed parking restrictions in Alderford Street.
There being no further business the meeting closed at 10.20 p.m.