MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 11TH FEBRUARY 2008 AT 7.30 P.M.

In the chair: Mrs. J. Beavis
Present: Councillors S. Brown, C. Cannell, R. Falco, R. Green, A. Law, G. Massey, V. Mullender, M. Rudge, J. Skittrall, E. Snarey, F. Swallow and A. Weatherley
Mr. A. Corder-Birch (Clerk)

296. Apologies for absence
Cllrs: D. Finch, W. Scattergood and J. Tame.

297. Declarations of interest
Mr. E. Snarey declared a personal interest in connection with item 326(e) in view of a relatives employment.
No other interests were declared.

298. To confirm minutes of previous meeting held 14th January 2008
The minutes of the previous Parish Council meeting held on 14th January 2008, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

299. Matters arising from those minutes
a) Rippers Court
Mrs. G. Massey reported that Mr. G. Bentley was very concerned about the amount of litter in the car park at Rippers Court. He believes that CCTV of the car park is available and therefore Mrs. Massey had asked the Police to enquire about the CCTV and to try and identify the culprits. Mrs. J. Beavis confirmed that the gates are coming but quotes and surveyors are awaited.

300. Public Comment
There were no members of the public present at the meeting.

301. Chairman and Vice Chairman’s reports
The Chairman and Vice Chairman had nothing to report outside the agenda.

302. Youth Council and THF 08 Reports
In the absence of Mr. J. Tame no report was given.

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

304. District Council Report
Mr. F. Swallow had nothing to report.
Mrs. J. Beavis reported upon a very busy time as a cabinet member for BDC as the budget was currently being considered, which will shortly be placed before the full Council for approval. Mrs. Beavis had pushed for all front line services to be retained including welfare rights. The transfer of the housing stock from BDC to GCH had resulted in £13 million in hand and Mrs. Beavis is a member of the board to consider the use of this money in the Braintree District.

305. Planning
The minutes of the Planning Committee Meeting held on 2nd February 2008 had been circulated to all Councillors and it was resolved that the minutes be accepted in lieu of a report.
It was agreed that future Planning Committee meetings should be held on a Friday afternoon at 4.45pm so that the Clerk could take the minutes.
The Clerk referred to application no: 08/00046/FUL – 162 Swan Street – front porch – which had been opposed as to allow it would be an excrescence in the street scene. He stated that in 2006 the ECC had published an industrial housing report in which it had recommended to BDC that the Rippers industrial housing, the Baptist Chapel and the Sugar Loaves Public House be included in a new Conservation Area. It was agreed to ask BDC to progress the creation of this new Conservation Area.

306. Footpaths
Dr. R. Green reported upon the following footpaths:
FP 62, 63 and 64 way markers missing.
FP 70 and 71 becoming overgrown and stiles have stock fencing so walkers cannot get dogs over. It was resolved to place an order with P3 for way markers & posts and three kissing gates to replace the stiles.
Upon delivery it was agreed to ask Mr. K. Metson to erect them.
Mr. F. Swallow reported that PROW 14 was being used by vehicular traffic which was permitted and that a FP near Barr Hall needs opening up. He agreed to prepare a report for Dr. Green and the Clerk. Mr. E. Snarey reported upon a telephone call from Mrs. F. Ince reporting rubbish along FP 33 adjacent to the Football Pitch at Oxford Meadow and rubbish behind the bus shelter near the Sugar Loaves. The Community Warden (with the Dog Warden) is dealing with these matters and had visited Mrs. Ince. Mr. A. Law reported that large tree stumps had been thrown over into the Baptist Chapel Burial Ground, which were too large to move. It was agreed to refer this matter to the Community Warden.

307. Riverside Walk
The Clerk circulated the minutes of the public meeting held on 30th January 2008 which were accepted in lieu of a report. Since the meeting Mr. Parmee had carried out some clearance work towards Alderford Mill. He had also taken the path away from houses as much as possible and piled brash between the path and houses to act as a deterrent. Existing paths leading to Spring Way residents’ back gates had been blocked off where possible. Councillors were reminded of the voluntary litter pick on 16th February. Dr. R. A. Green kindly agreed to take photographs for the Halstead Gazette. Mrs. G. Massey reported upon a large quantity of rubbish dumped in the lay-by at Cut Maple, which she had asked the Clean Team to remove. Mrs. Massey was thanked for dealing with this matter.

308. Recreation Ground
a) Renovation to tennis courts
Mr. J. Skittrall reported that he will commence discussions with a donor and revert back to the PC. Mrs. A. Weatherley reported upon grant applications to Foundation for Sports and Arts, Essex Environment Trust and East of England Co-op and gave an indication of the possible grants anticipated. Details were also given of the quotes for the work and that the lowest quote from ETC Sports of £31,000 plus will be accepted. It will be necessary for SHPC to provide match funding and also to pay for any contingency. It was therefore proposed by Mrs. A. Weatherley, seconded by Mrs. G. Massey and carried unanimously that SHPC will contribute a minimum of £3,343.00 towards the project.
b) Roundabout
Mr. J. Skittrall reported that a digger will be hired on 12th February to excavate the site for the new roundabout, which will be erected. Whilst the digger is on site Mr. K. Metson will carry out other necessary work on the Recreation Ground, which was approved.
c) Inspection of playground equipment
Mr. J. Skittrall reported that he will shortly inspect all playground equipment for safety purposes in advance of the forthcoming ROSPA inspection. On the recommendation of ROSPA the swings in the children’s play area need replacing. A quote from Playdale of £3,339.00 including installation was approved and it was agreed to apply to BDC Halstead Local Committee for funding.
d) Dog fouling on Recreation Ground
A number of complaints had been received regarding dog fouling on the Recreation Ground. The BDC Dog Warden and the Community Warden had been consulted and they had agreed to patrol the Recreation Ground regularly. In addition the BDC CCTV van will patrol the roads around the Recreation Ground. Some excellent posters had kindly been prepared by Mrs. G. Massey for village notice boards and letters had been delivered by the Dog Warden to all houses in Alexandra Road, Spurgeon Close, Parkfields and St. Peters View warning dog owners of the penalties for dog fouling. Some 5,000 dog waste bags are available f.o.c. from PC Office.

e) Opening of toilets
Mrs. J. Beavis reported that she was delighted to officially open the newly renovated toilets on 8th February. She thanked Mrs. A. Weatherley for all her hard work in connection with this project. As an interim measure Mr. K. Metson will open, close and clean the toilets but long term the PC may require another employee. Mrs. G. Massey offered to approach a possible candidate.

309. SARA Report
Mr. R. Falco gave a report of the SARA meeting on 16th January 2008 which had also been attended by Mrs. J. Beavis and Miss. C. Cannell. The attendance had been very good but there was little to report because of the confidentiality agreement. A Police Sergeant from the Traffic Division was present who will visit this area on Fridays nights because of the problems with vehicles. The following items were mentioned (a) the gates for Rippers Court were still awaited (b) new bollards had been installed at Hedingham School (c) security at Premdor was discussed and (d) new bollards installed in front of the Co-op. The Co-op was congratulated upon providing a disabled space in their front car park. Mr. Falco was thanked for his report.

310. BALC Report
Mrs. J. Beavis gave a report of the Braintree Association of Local Councils Meeting which she had attended with Mr. J. Skittrall at Braintree on 24th January 2008. Partnership working with ECC from 2008 to 2018 was discussed together with the County Strategy and the Local Area Agreement. The latter will run for four years, funding will be available and consultations will be carried out. Mrs. Beavis urged Councillors to read the documents when they arrive.

311. Flooding in Sible Hedingham
Mr. J. Skittrall and Dr. R. Green both expressed concern about how quickly the water rose in Sible Hedingham during the period 19th to 21st January 2008. The areas particularly affected were Hovis Mill Lane, Church Street and Station Road. Concern was expressed that the Halstead Flood Prevention Scheme may affect Sible Hedingham and that when the Halstead dam is in operation, the water may be backing up to Sible Hedingham despite assurances from Mr. J. Claydon of the Environment Agency to the contrary. A number of reports had been received that the fields on both sides of Does Corner had been flooded indicating that water is backing up to Sible Hedingham. The Clerk had invited a representative from the Environment Agency to attend the next PC meeting to discuss the above. The Clerk had also asked the Environment Agency to reimburse SHPC with the cost of keeping the grille clear in Rectory Road. Mr. A. Law reported that the brook in Alderford Street had worked very well following the clearance work last year. The Chairman and Dr. R. Green both thanked Mr. J. Skittrall and Mr. K. Metson for all their hard work in connection with providing sand bags for vulnerable areas of the village.

312. Flood lagoons
Mr. E. Snarey gave a report of a meeting with ECC Highways, which he had attended with Mr. M. Rudge. Mr. D. Finch, Mr. M. Everitt and Mr. M. Gardner were also present. ECC had explained how the lagoons worked and gave an assurance that bad flooding is only likely to occur once in a hundred years. During the period 19th to 21st January 2008 flood water had filled the lagoons so they were working well. There was a problem with a grille behind 11/12 Wethersfield Road being blocked and following enquiries the riparian owner had been ascertained and asked to keep the grille clear. Mr. E. Snarey will be speaking to the person concerned. Mr. Snarey had also liaised with the residents of Wethersfield Road who were happier providing the grille problem could be resolved. Maps, photographs and a report were available for Councillors to inspect. The proposed lagoon at Cobbs Fenn to protect Alderford Street was still the subject of negotiations. Mr. Snarey and Mr. Rudge were thanked for attending the meeting.

313. Sible Hedingham Annual Parish Meeting
The date for the Sible Hedingham Annual Parish Meeting was confirmed for 28th May 2008 at 7.30pm at the Village Hall. The Chairman reported that she was minded to change the format of the meeting and will present her proposals at a future PC meeting. The Chairman had discussed the Annual Report with Mrs. G. Massey which will also be in a different format.

314. Quotes for hard surface on Recreation Ground
Mr. J. Skittrall reported that the soft ground in front of the containers had been damaged by vehicles collecting sand bags and recommended a tarmac or concrete area. Miss. C. Cannell suggested a semi permeable membrane but it was doubtful if this will take the weight of vehicles loaded with sand bags. Mr. E. Snarey suggested concrete blocks filled with earth, which would assist drainage. Mr. Skittrall agreed to investigate concrete blocks and to get quotes.

315. Street Scene Advisory Group
Mr. J. Skittrall gave a report of the Street Scene Advisory Group meeting held on 1st February 2008, which was attended by Mrs. J. Beavis, Mrs. G. Massey, Mrs. A. Weatherley and Mr. A. Corder-Birch. Mr. Peter Robinson of Rookwoods had kindly offered trees for the village and Councillors will meet him on 17th February to consider suitable sites. Cars and bicycles for sale near Bewick Court were still causing an obstruction. The Clerk confirmed that BDC had been notified and on 9th February notices had been placed on vehicles warning of prosecution and fines of up to £2,500. DVLA had also been notified. The grass areas around the SH entrance signs to the village will be cut and the Village Sign on Carter’s Green will be cleaned. Mr. A. Law will liaise with Mr. K. Metson regarding the clearance of a footpath at Harrow Cross. Mr. & Mrs. R. Falco had kindly planted bulbs at High Street Green which were coming through and the area protected. The current owners of Pump Corner Bungalow had agreed to the overgrown hedge being cut back on High Street Green so that the Village Green reverts back to its original boundary. It was agreed to pay Mr. K. Metson for this work.

316. To consider quote for cutting grass in whole of Churchyard
Mr. J. Skittrall produced a quote from Mr. B. Coe for clearing brambles as a one off for £250.00 and a further quote for cutting the grass in the remainder of the churchyard for £350.00 per annum (7 cuts at £50 each) in addition to the £700.00 per annum already paid. It was proposed by Mr. J. Skittrall, seconded by Mr. R. Falco and carried that the quotes of £250.00 and £350.00 respectively be accepted and Mr. Coe asked to cut the grass in the whole churchyard.
Miss. C. Cannell referred to a letter from Mrs. B. Robinson regarding litter in the Churchyard. It was agreed to refer this letter to the Rector and to ask the PCC to arrange for collection of litter in Churchyard as SHPC is now paying for all grass cutting.
Mr. J. Skittrall reported that the Church is replacing the fence between the Churchyard and GOR.

317. Report of Energy and Renewable Sources event
Dr. R. A. Green gave a report of the Energy and Renewable Sources event which he had attended as representative of SHPC at Feering on 6th February 2008. He gave details of an exciting eco friendly building scheme at Highwood Village, near Chelmsford for a village hall, post office, medical centre and other facilities in one building. It had been cleverly designed with green walls and roof and will cost just under £750,000. He also reported upon Renewable Energy Technology and its cost effectiveness. It may be five years before other sources come on stream, which will provide viable methods of producing electricity. Solar hot water was a very good scheme although can be expensive unless for a new build. Dr. Green was thanked for attending the event and for his report.

318. To consider applications to BDC Halstead Local Committee for funding
The Chairman reported that unfortunately the proposed application on behalf of Hedingham Football Club for fencing at the football pitch in Oxford Meadow did not meet the criteria as work had already started. It was therefore agreed that the following three applications should be made at the Halstead Local Committee meeting on 11th March 2008:
Mr. F. Swallow will make an application on behalf of Hedingham Youth Council for funding towards the THF08 event.
Mrs. J. Beavis will apply for funding for SHPC for plant tubs for gateways to village and other locations to improve the appearance of the village.
Mrs. J. Beavis will apply for funding for SHPC for the cost of replacement swings in the children’s play area on the Recreation Ground.
At a future meeting an application will be made for funding for CCTV on the Recreation Ground to protect the newly renovated toilets and the tennis court area.

319. Report of Halstead Traffic Management Liaison Panel Meeting
Mrs. G. Massey reported upon the Halstead Traffic Management Liaison Panel Meeting held on 11th February 2008. Prior to the meeting the Highways Administrator had requested agenda items and SHPC contributed eight items. Upon arrival of the agenda the only real agenda item was bollards in Gosfield and Highways had failed to include the eight items requested by SHPC. Following extensive emails from Mrs. Massey and the Clerk with ECC Highways and two County Councillors, Mrs. Massey was eventually allowed to raise the SH items. Highways had requested that some items are raised with Officers and that others were policing matters. However policing matters had been allowed at previous meetings of the Panel so there is a lack of consistency and ‘goal posts had been moved’. Mrs. Massey reported upon the following items:
a) High Street Green – According to ECC Highways, High Street Green has a gateway sign. Unfortunately Mr. Finch had not reverted to Mr. Falco following representations made at two ECC surgeries. Mrs. O. Cowell had seen the owner of a fence at Summer Hill which will now be referred to the Planning Enforcement Officer at BDC for action.
b) Brook Hill - Extension of parking restrictions was referred to Mrs. Cowell in June 2007 and this will now be investigated.
c) Summerfields - Double yellow lines adjacent to Co-op, which have been awaited since December 2005 will shortly be undertaken. Letter and plans in correspondence.
d) Alderford Street – ECC and Mr. Finch had misunderstood the situation, which has now been clarified. Site meeting fixed for 29th February 2008 at 2pm.
e) School Road – Proposed zebra crossing refused but advice required from Highways at site meeting on 29th February regarding other possible safety measures.
f) Junction of Swan Street and Rectory Road – Visibility issue caused by new development referred to Highway Officers.
g) Junction of Swan Street, Station Road and Charlton Close – Potential danger from vehicles turning right referred to Highway Officers.
It was noted that Highways will clean bollards when requested to do so. It was agreed to consider the formation of a Highway Advisory Group at the next PC Meeting to pursue highway issues with ECC Highways.

320. Proposed zebra crossing opposite Capes Chase
The Clerk reported that members of the public had requested a zebra crossing opposite Capes Chase to facilitate access to the Doctors Surgery, Davenants Care Home, etc. In addition Mr. D. Lock on behalf of other residents of Cambridge Avenue had requested double yellow lines around the junction of Swan Street and Cambridge Avenue to improve safety on the junction. The Clerk had pointed out that as Cambridge Avenue was a private road it was doubtful if anything could be done. However, following some discussion it was resolved to ask ECC Highways to advise on both issues.

321. Proposed dinner for 2009
Consequent upon the success of the dinner held in January 2008 it was agreed to arrange another dinner during January 2009. The proposed dates were Friday, 16th January and Friday 23rd January 2009 and Councillors were invited to let the Clerk know which date is preferred.

322. Correspondence
The correspondence received and listed in appendix 1 was referred to the relevant Councillors for information and action. Arising from the correspondence the following items were agreed:
a) That the Clerk should obtain quotes for resurfacing the footpath, owned by SHPC, from Hawkwood Road to Hills Road, notwithstanding that ECC Highways has declined to adopt it.
b) The Chairman will consider attending the Civic Service for Local Government at Chelmsford Cathedral.
c) The correspondence from Mr. J. Nicholson, the action plan from Mr. P. Partridge of BDC and the Making the Links journal from EALC and ECC were passed to the Chairman for consideration.

323 Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed by Mr. R. Falco, seconded by Mr. F. Swallow and carried that the accounts are paid.

324. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge reported that the dog bin post in Oxford Meadow had not been removed. Mr. J. Skittrall will ask Mr. K. Metson to remove it.
b) Mr. A. Corder-Birch reported that a new street name plate for Aleys Barn had been erected on 8th February but had been removed by persons unknown during the weekend. A replacement street name plate had been ordered from BDC. It was agreed that Councillors will provide the Clerk with a list of faded street name plates in the village so that they can be replaced.
c) Mr. E. Snarey reported that vegetation on the Sugar Loaves wall and a dead tree needs removing. Mrs. J. Beavis who is acquainted with the landlord will ask him to remove dead tree and vegetation.

325. 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 (Admission to Meetings) Act 1960. The Parish Council meeting then continued in private session (see confidential minutes on separate page for Parish Councillors only).