MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 13th AUGUST 2007 AT 7.30 P.M.

In the chair: Mrs. J. Beavis (for items 122 to 134 and 136 to 152) and Mr. J. Skittrall (for item 135)
Present: Councillors C. Cannell, R. Falco, R. Green, G. Massey, M. Rudge, J. Skittrall, E. Snarey, F. Swallow & A. Weatherley. Mr. A. Corder-Birch (Clerk). Mr. J. Tame (Youth Councillor)
                       
122. Apologies for absence                       
Councillor. V. Mullender (holiday), Mr. D. Finch and Mrs. W. Scattergood.

123. Absent
Miss. S. Brown and Mr. A. Law

124. Declarations of Interest
The following interests were declared:
Mrs. J. Beavis declared a personal and prejudicial interest in connection with proposed fence at 3 Hawkwood Road as the owners/occupiers are good friends.
Mrs. J. Beavis and Mr. J. Skittrall declared a personal interest in connection with Sible Hedingham Village Hall as they are both members of the Committee. 
Mr. F. Swallow stated that he may have an interest in connection with traffic speeding along Rectory Road.  
No other interests were declared.

125. To confirm minutes of previous meeting held 9th July 2007
The minutes of the previous Parish Council meeting held on 9th July 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record subject to the addition of the following sentence at the end of para. 108: “Mr. E. Snarey wished it to be recorded that he objected to the high cost of the work and therefore voted against the motion.”

126. Matters arising from the minutes
a) Code of Conduct
The Clerk thanked all Councillors for completing and returning their register of interests’ forms and reported that these had been sent to BDC and copies retained in the PC Office.  He confirmed that he had notified both BDC and the Standards Board that SHPC had adopted the revised Code of Conduct on 9th July 2007 to specifically include paragraph 12(2).       

127. Public Comment
There was no public comment.  The Chairman reported that Mrs. Sarah Pether of Swan Street had intended to attend the meeting regarding various issues concerning 99 Swan Street.  A discussion between Mrs. Pether and the Chairman had taken place earlier in the day and it was considered that it would be more beneficial for Mrs. Pether to attend the BDC Planning Committee meeting on 14th August.   The Chairman offered to attend and represent SHPC at the Planning Committee meeting and put forward the views of the PC.   This offer was gratefully accepted and the principal objections were reiterated.  
  
128. Chairman and Vice Chairman’s reports
The Chairman reported upon a busy month but all items she wished to raise were included on the agenda.
Similarly the Vice Chairman had nothing to report outside the agenda.
           
129. Youth Council Report
Mr. J. Tame reported that Youth Council elections will take place in September 2007 and the election campaign had already started.   With regard to the refurbishment of the tennis courts the Youth Council had successfully obtained a grant of £10,000 from ECC Youth Capital Fund towards the work.    Mr. Tame was thanked for his report and in particular for the good news regarding the grant, which was a very good result.        

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

131. Braintree District Council Report
In the absence of Mrs. W. Scattergood no report was given.   Mr. F. Swallow reported that the BDC Local Committee had agreed to grant a 99 year lease of the football pitch at Oxford Meadow to Hedingham Football Club.   The previous lease has been for 25 years but a long lease had been negotiated to enable the club to apply for grants.   Mr. Swallow outlined the long history of the site and it was noted that improvements to it would soon be apparent.  Mr. Swallow was thanked for his report.          
                     
132. Planning
The Clerk reported that the minutes of the Planning Committee meeting held on 21st July 2007 had been circulated to all Councillors.   It was resolved that the minutes of that meeting be accepted in lieu of a report.   Mrs. Massey reported that the planning application relating to 135 Swan Street had since been withdrawn which was disappointing because the Parish Council had supported it.  

133. Footpaths
Dr. R. A. Green reported that a site meeting had taken place on 27th July which had been attended by Mrs. A. Weatherley, Mrs. L. Cross of ECC P3 and Mr. Matt Waller of BTCV when footpath 24 through Lowt’s Wood had been inspected.  It was agreed that this footpath needs attention and Mr. Waller will arrange for a team to clear the footpath and also construct some steps.    The site of the new gate on footpath 61 adjacent to Hawkwood Manor had also been inspected and will be erected by the BTCV team.    The team will are willing to carry out other work on footpaths in the village which will be helpful.  Mr. F. Swallow reported that part of footpath 56 needs attention and Dr. Green agreed to refer this to BTCV.    It was agreed that Mrs. Weatherley, Dr. Green and Mr. Swallow will check the condition of footpath 39.    It was also agreed to include Mr. Swallow in future PROW site meetings.      
           
134. Update on Recreation Ground issues
Mr. J. Skittrall reported that he had received information regarding renovation to the former tennis court area and will arrange another Recreation Ground Advisory Group meeting.   A tree had been felled near the children’s play area with the approval of BDC.    Having obtained two grants towards a new roundabout the Clerk had ordered it.  A site in the children’s play area had been agreed and Mr. Metson asked to move an existing item to make room.    Mr. E. Mayes had replaced a maple tree damaged by vandals and it was agreed to write to Mr. Mayes to thank him.   Some vandalism had occurred to the skate board park, which will be repaired by Urban Ramps under guarantee.    A fire in the shelter had been reported to the Police as had vandalism to the new seats.  One youth had recorded his name on the base of the seat and the Police had been asked to investigate and take action.   Mr. Snarey suggested that the cost of repairs resulting from vandalism be recorded.   The Clerk stated that the cost of vandalism is recorded in the accounts where appropriate.    The Chairman added that Mrs. Jean Jelley had been appointed to serve on the Recreation Ground Advisory Group.          

135. To consider quotes for fencing between Recreation Ground and 3 & 5 Hawkwood Road
Mrs. J. Beavis left the hall during discussion of this item and the chair was taken by Mr. J. Skittrall.  
The Clerk reported that the following quotes for labour and materials had been received:
Harper Fencing Limited                         £1545.00
K. A. Metson                                          £1500.00
Broad Fencing                                       £1464.00
Boxted Fencing Panels Limited             £1157.00
Mr. E. Snarey was concerned about the cost but Councillors accepted that SHPC has a duty of care to protect the small children’s play area.  Requests for fencing from two other occupiers of Hawkwood Road had been rejected.  Quite apart from not bordering the children’s play area there was no evidence from any deeds as to who owns the boundary and is responsible for fences.   Therefore the new fence will be sited within the boundary and not on it as the PC does not accept responsibility for any boundary fencing.  Following a long discussion it was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that the quote from Boxted Fencing Panels Limited of £1157.00 be accepted, less the cost of removing the old fences, which are to remain, but with the addition of marker posts to define the boundary.        
(At the conclusion of this item Mr. Skittrall vacated the chair which was taken by Mrs. J. Beavis)

136. To approve purchase of new dog bin for Oxford Meadow
Mr. J. Skittrall reported that a new dog bin is required in the garage area at Oxford Meadow and explained that the former bin at Oxford Meadow in a different location had been damaged by vehicles.   The new site will be in an area where it cannot be hit by vehicles.     Litter bins are required in Crosspath and at the bus shelter in Station Road.   Following some discussion it was resolved to order one dog bin, two litter bins and to claim ownership of the bus shelter, which the Parish Council maintains.

137. Report of the ‘THF 07’ Road Show
Mr. J. Tame reported that the Youth Council considered that the THF07 Road Show held on 27th July was very successful and some good raffle prizes had been donated.   A winding up meeting will be held during September.    In view of the success another event will be considered next year and it was suggested that it is limited to one site only which worked well.  With the approval of Mr. J. Tame, photographs of the event will be submitted to a photographic competition by Mrs. G. Massey.   The Chairman thanked Mr. J. Tame and the Youth Council for all its hard work and also thanked Mrs. G. Massey, Mr. V. Mullender and Mr. F. Swallow for their hard work on the day.   Thanks were recorded to Mrs. M. Mullender, Mrs. S. Pike and Ms. D. Green of Essex Police, to Mrs. L. Burch of BDC and Mrs. A. Thrussell for all their hard work.  It was agreed to send them a letter of thanks.    Mr. J. Tame then left the meeting.  

138. Station Road and Rippers Court issues
The Chairman reported upon recent complaints from residents of Station Road and from BDC tenants of businesses in Rippers Court.   The Chairman had investigated the complaints and arranged a meeting for 16th August at Enterprise House, Rippers Court which will be attended by the tenants, officers of BDC, Fire Brigade and Essex Police.  The Parish Council will also be represented by Mrs. J. Beavis, Mrs. G. Massey, Mr. F. Swallow and Mr. A. Corder-Birch and a report will be given at next PC meeting.  Mrs. G. Massey reported upon discussions with PCSO D. Green who will visit Hedingham School with Mrs. Massey at the beginning of the autumn term regarding ASB in and around Rippers Court.  Mrs. Massey also reported upon discussions with one businessman in Rippers Court.     

139. To consider identification badges for Councillors
Mr. F. Swallow reported that he had asked BDC to prepare a proof for approval which was awaited. 

140. Report of ECC CIF grant application and to approve placing order for two disabled gates
The Clerk had circulated a written report of the ECC CIF Judging Panel meeting held on 17th July which was accepted as read.   SHPC had been awarded a grant of £2,000.00 towards two disabled gates, erection thereof and new pathway to toilet block.   Arising from this report the Clerk was authorized to place an order for two disabled gates.  As the cost for removing existing barriers, etc., and erecting gates may be over £1,000 it was agreed to seek three quotes to include tarmac.

141. To consider acoustics for meetings in Village Hall
A lengthy discussion took place upon the acoustics for meetings in the Village Hall, which was generally agreed to be rather poor. Whilst Mr. P. Day’s P.A. equipment is very good there is a hire cost involved.  It was understood that Sible Hedingham Village Hall Committee was not prepared to pay for P.A. equipment for meetings.   It was resolved that a working party comprising of Mr. F. Swallow, Mr. E. Snarey, Mr. J. Skittrall, Mr. M. Rudge and Mr. P. Day be set up to liaise with the Village Hall Committee and the Thursday Club and to report back to the October PC Meeting.

142. To consider providing Police with key to Recreation Ground for vehicular access
Mrs. G. Massey explained that it would be useful for the Police to hold keys for the vehicular access to the Recreation Ground for use in the event of an emergency as had taken place recently.  It was proposed by Mrs. G. Massey, seconded by Mr. J. Skittrall and carried that three additional sets of keys be cut for the vehicular access to the Recreation Ground being one set for Essex Police to be held at Great Yeldham Police Station, one set at the Parish Council Office and a final set for builders and contractors which are to be returned to the Parish Council Office after use.  It was emphasized that the vehicular access must be locked up again after use.

143. Report of Sible Hedingham, Gosfield, Great and Little Yeldham Cluster Meeting
The Clerk reported that he had circulated the minutes of the Sible Hedingham, Gosfield, Great and Little Yeldham Cluster Meeting held on 17th July 2007.  It was resolved that these minutes be accepted in lieu of a report.    There were no matters arising from the minutes.   However the Clerk reported that he had arranged the next Cluster Meeting for 6th November 2007 at Gosfield Village Hall, which Gosfield Parish Council will host.  The Clerk will include on the agenda BDC policy regarding signs on commercial buildings, signs on pavements and problems with fly-posting.  He asked for any further agenda items by the end of September 2007.   Mr. Swallow advised that fly-posting will be included on the agenda for the next Halstead Local Committee Meeting on 25th September 2007.

144. Report of CAB meeting and to consider allowing CAB use of meeting room
Mr. F. Swallow reported that he had been appointed as the BDC representative on the Braintree, Halstead & Witham CAB and that he had met the staff at the Witham Office.  He explained that they used to have a caravan for surgeries and that this caravan, which used to visit SH regularly, was no longer in use.   The CAB may therefore be looking for a room in which to hold their surgeries for a couple of hours a month on a weekday.   The PC agreed that the meeting room at the PC Office could be used for this purpose at no charge and that bookings should be made through the Clerk and that the PC could display posters advertising the surgeries in the village.

145. To consider ‘The High Sheriff’s Awards’ for tackling crime together in Essex
At the request of the Chairman this item was deferred to the next meeting.

146. Future publicity of Sible Hedingham Parish Council
The Chairman and other Councillors expressed concern about the negative and inaccurate reports, which had appeared in the press recently concerning SH.  A recent letter where the author had failed to provide a name and address was deplored.   SH is a great village with so much good work being done which unfortunately does not get reported.   Mr. R. Falco reiterated that SH needs good publicity and not the sensational items which have recently appeared.  The Clerk suggested appointing one Councillor as PR representative to liaise with the press.  It was resolved that Mrs. J. Beavis be appointed as PR representative with Mrs. G. Massey as her deputy.  Miss. C. Cannell agreed to continue collecting all press cuttings for SH

147. To discuss and approve future plans list
The future plans list which had been prepared following the recent informal meeting was considered.  It was agreed that this should be a rolling list so that new items be added and completed items deleted.   In order that Councillors could consider the order of priority it was resolved to divide the list up into the following three sections:
a)           Items to be carried out at no cost to PC.
b)           Items to be referred to other Local Authorities, organizations and others to carry forward.
c)           Items to be carried out at cost to PC (to which consideration be given to order of priority).
Miss. C. Cannell referred to outstanding items in the Parish Plan action list and it was agreed that appropriate items should be carried forward to the future plans list.
Mrs. A. Weatherley reported that Hedingham Flower Club was considering the Best Kept Village Competition, Open Gardens and Best Kept Gardens.  
The Chairman outlined her suggestions for improvements to the Annual Parish Meeting. 
The Clerk agreed to prepare three separate lists, duly numbered, ready for the next meeting.  

148. 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:

149. Accounts for payment
The accounts listed in appendix 2 were presented for payment.   Arising from the accounts Mr. E. Snarey reported upon the back ground to the contribution towards the community bus scheme and the Clerk explained the situation regarding the Road Show income and expenditure.  It was proposed by Mr. R. Falco, seconded by Miss. C. Cannell and carried that the accounts are paid.      

150. Any other business/exchange of information/agenda for next meeting
a)            Mr. F. Swallow reported upon the speed of vehicles along Rectory Road and that some motorbikes and sports cars are doing between 60 and 90 mph.   He asked for ECC Highways to provide traffic calming measures but Mr. E. Snarey pointed out that these may not be allowed as access to and from the Fire Station in Rectory Road must not be obstructed.   Mr. Swallow volunteered to participate in Community Speed Watch.  It was resolved to include CSW and Highway issues on the agenda for the October meeting.
b)            Mr. M. Rudge reported that the gate on the football field needs attention.  Mr. Swallow will refer this to BDC to deal with in connection with the new lease.
c)            Mr. M. Rudge reported that the Churchyard was again being cut voluntarily by church members.
d)            The Chairman reported that the next NAP meeting would take place at the Village Hall on 1st September at 11am.
e)            The Chairman reported upon a new parking problem on the pavement outside The Nook, Swan Street.  The Clerk reported that at the Chairman’s request he had already written to the occupiers and requested them to park in BDC car park at the rear of the Co-op.  
f)            Mr. E. Snarey referred to a complaint from a disabled person that the new disabled bays in the BDC car park at the rear of the Co-op were too far away and asked if they could be moved to the road next to the Co-op.   He was informed that double yellow lines would soon be placed alongside the Co-op to prevent parking there as a condition of the Wimpey development on the former Premdor site. 
g)            Mr. R. Falco referred to the inordinate delay by ECC Highways with the traffic calming measures in High Street Green which had been agreed several months earlier.   The Clerk agreed to pursue Highways and Mr. Finch.  Mrs. Massey will also raise this matter at the next Halstead Traffic Management Meeting.
h)            Mr. R. Falco reported upon a high fence at High Street Green which was obstructing visibility for drivers.  The Clerk reported that this fence was the subject of enforcement action by the Planning Enforcement Department of BDC and that it had appeared on their recent quarterly list.
i)            Mr. R. Falco also referred to the hedge overhanging the road at Uplands and Littlefields.  It was understood that the Community Warden had asked the owners to cut the hedge back but they had failed to do so.   Therefore the Clerk will ask Highways to take action.
j)            Dr. R. Green thanked SHPC for its support for the Hedingham Heritage Society Tea Party and also thanked the Village Hall for the loan of tables and chairs.  He reported upon a very successful event. 

151. CONFIDENTIAL BUSINESS
It was resolved that in view of the special or confidential nature of the business about to be transacted it is advisable in the public interest that the public and press be excluded from the remainder of the meeting and they are instructed to withdraw pursuant to the provisions of the Public Bodies (Admissions to Meetings) Act 1960.    The Parish Council meeting then continued in private session (see confidential minutes on separate page for Parish Councillors only).