Minutes of the Parish Council Annual General Meeting

Minutes of Meeting held on MONDAY 11 TH JULY 2005 AT 7.30 P.M.

Present

Mrs. G. Massey (Chairman)

Mr. J. Skittrall (Vice Chairman)

Miss. C. Cannell

Mr. C. Chapman

Mr. P. Day

Dr. N. V. Edwards

Mr. J. Ferrando

Dr. R. Green

Mr. J. Hatfield

Mr. D. Holmes

Mr. A. Law

Mr. E. Snarey

Mr. A. Corder-Birch (Clerk)

Mr. S. Bolter (District Councillor)

Mr. D. Finch (County Councillor)

Together with 12 (twelve) members of the public.

•  Apologies for absence

Mr. M. Rudge

Mrs. J. Beavis

Mrs. W. Scattergood

•  Minute silence

Consequent upon the recent bombing in London a one minutes silence was observed.

•  Declaration of interests

Mr. C. Chapman declared an interest in respect of a planning application relating to Shiam Service Station, 124 Swan Street, Sible Hedingham.   No other interests were declared.

•  Public Comment

a) 4 & 5 Hills Road, Sible Hedingham

Members of the public were opposed to a planning application for proposed erection of two semi-detached bungalows at 4 & 5 Hills Road.     Objections from the public included overloading of the drainage system, additional use of roads and the cost of repair.    Mr. J. Ferrando reported that the Parish Council Planning Committee were also opposed to the application on the grounds of over development and confirmed that representations would be made to Braintree District Council.  

•  45-49 Swan Street, Sible Hedingham

Members of the public expressed concern about the bad state of repair to 45-49 Swan Street (see minute 38 below)

•  Minutes of meeting held 13 th June 2005

The minutes of the Parish Council meeting held on 13 th June 2005 having been previously circulated were taken as read and subject to two amendments (to the spellings of Warden and Cannell) were confirmed and signed.

•  Matters arising from those minutes

The Chairman reported that Mrs. J. Shepherd of EALC was on holiday and would therefore be invited to attend the next Parish Council meeting.    The Chairman had submitted an application for funding to the Rural Development Fund of BDC and a reply was awaited.

•  Minutes of extraordinary meeting held 24 th June 2005

The minutes of the extraordinary meeting held on 24 th June 2005 having been previously circulated were taken as read were confirmed and duly signed by the Chairman as a correct record.

•  Chairman and Vice Chairman's Reports

•  Community Action Team update

The Chairman reported that the CA team was discussing ways to stop youngsters using the lower Co-op car park.    BDC will re-mark the car park but had rejected the idea of speed humps and barriers as they may cause more problems than they solve.

b) SARA update

The Chairman reported that a further meeting would take place during August       with Co-op Management.

c) Flood prevention

The Vice Chairman reported that he had supplied sixty sandbags to people under threat of flooding.    A damaged manhole cover had been reported to Highways.

•  District Councillor's Report

Mr. S. Bolter reported that BDC had made a recommendation to transfer their Council Housing stock to a Registered Social Landlord particularly as many houses will need renovation in the near future.   With regard to the Highway Agency's proposed link of the A131 and A120 he reported that the BDC view was that the proposal was not yet adequate.    The BAA had recently announced their timetable to seek expansion of Stansted Airport.    Mrs. W. Scattergood was working on a discussion paper about what BDC are doing to help rural areas, which should be sent to Parish Councils shortly.

•  County Councillor's Report

a) Budget

Mr. D. Finch gave details of the ECC budget and that it was not necessary to borrow any money during the year in view of asset disposal and reduction in expenditure.        

b) Waste Strategy

All 12 Districts had signed up to the Waste Strategy.   There will be three major sites in the County to dispose of waste of which one site is in Basildon and two other sites to be identified.

c) Rural Roads Strategy

Highways will be gritting more rural roads in bad weather especially where there are bus routes and in particular school buses.

d) Flood Defence

A meeting will take place during August regarding the Sugar Loaves area.

• Essex Police

The new Chief Constable, Mr. Roger Baker, will visit the Braintree District on 12 th September.    He intends to provide more Police on the beat and more visible policing, which was welcomed.

• Grass cutting

The Vice Chairman reported that ECC were currently responsible for grass cutting along the highways but it was poor along the Yeldham Road.    Mr. D. Finch agreed to make enquiries to see if the Parish Council can take over responsibility for grass cutting and if ECC can sub contract to the Parish Council.

• Committee Reports

a) Planning

Mr. J. Ferrando reported that the Planning Committee had considered the following planning applications:

05/01055/FUL - Shiam Service Station 124 Swan Street - proposed drive in car wash (no objection)

05/01112/LBC - 44 Swan Street - replacement of asbestos roof (no objection)

05/01054/ - Liston Hall Farm - proposed change of use (opposed)       05/01218/COU - 159 Swan Street - change of use to one bed dwelling (no objection)

05/00680/FUL - R/O 9 Recreation Road - proposed erection of two bed bungalow (no objection)

05/01246/FUL - proposed erection of two semi detached bungalows at 4 & 5 Hills Road (opposed)

ECC - proposed replacement of external windows and doors on Science block at Hedingham School (no objection)

The Parish Council agreed the recommendations of the Planning Committee.

• Footpath Committee

Dr. N. V. Edwards reported on the following footpaths:

Footpath 40 Peppers Farm to Blackmore End, field edge path overgrown and reported to Highways.    Cross- field paths discussed with farmer who will clear after harvest.   Footpath 42 to Readings Farm asked Highways to deal with it.    Footpath 21 finger post disappeared.    Footpath 41 to road near Peppers Farm fallen trees cleared and now a beautiful path.   Footpath 50 from Primary School to Cobbs Fenn overgrown, at start and end.   It was agreed to ask Kevin Metson to clear.       

• Committee reports at Parish Council Meetings

A lengthy discussion took place upon committee procedures and presenting committee reports at Parish Council meetings.     The Chairman reminded all Committee Chairman to invite her to all Committee Meetings (except Planning) as she is an ex officio member of all Committees and that Committees need to meet in order to give a report.    It was suggested that Reports of all Committees are placed on all agendas (even if nothing to report).     The Clerk agreed to consider committee procedure and in particular if members actually have to meet or if they can communicate in other ways such as by telephone or email.    It was also agreed to ask Mrs. J. Shepherd of EALC for advise upon Committee procedures when she attends a future meeting regarding agenda items.   

• To approve distribution cost for Village Plan and Annual Report

Mr. J. Ferrando reported that the distribution cost for the Village Plan and Annual Report would be £30.00 per 1,000 households for the whole village including all outlying areas.   The total cost of £60.00 was approved.

• Approval of Annual Accounts

The Chairman reported that the internal auditor had audited the accounts for the year ended 31 st March 2005 and were found to be in order.    The Parish Council approved these accounts, which will be sent to Lubbock Fine for external audit.

• Parish Rangers

The Chairman gave a report of a meeting which she had attended at BDC recently who had set aside £50,000 available from an under spend the previous year.     Eight part time Parish Rangers were being employed to patrol Parish Clusters on a one years trial.    They will have similar powers to the Police to deal with dog fouling and litter.   Parish Councils can top up funding for Rangers if desired.    The Rangers job description includes evening and weekends and they are intended to make a high profile presence particularly on a Friday night.    Mr. E. Snarey reported that some 30 youths, drinking and shouting, regularly gather in Rectory Meadow.    It was agreed that the PCSO was very welcome, was visible and doing a good job.   It was resolved that the Parish Council should support the Parish Ranger scheme, arrange to meet the Ranger at an early opportunity and to liaise with the Police, BDC and the Parish Liaison Officer.

• Parking in Brook Meadow, Parkfields and Christmas Field

The Vice Chairman reported that BDC had agreed to provide 12 parking bays, which should eliminate the 4 or 5 cars, which were regularly parking on the green in Brook Meadow.    With regard to Parkfields, Mr. S. Bolter agreed to enquire if the car parking bays can be extended.    At Christmas Field a car was regularly parking on a restricted area at about 3 to 3.30 pm most weekdays when collecting children from school.    It was agreed to ask BDC Estates Manager to visit in term time and take appropriate action.   It was also suggested asking for bollards to be provided at the end of the green to prevent parking although this may cause difficulty for large goods vehicles.

• Proposed dog bin in Brook Meadow

The Vice Chairman reported that a dog bin was required on the top green at Brook Meadow.   It was resolved to request BDC to provide one.    Mr. E. Snarey requested that the litterbins on Rectory Meadow are emptied and it was agreed to ask Mr. K. Metson to empty them.

• Approval of emergency out of hours payments for PC contract workers

The Vice Chairman reported that Mr. K. Metson had been called out to deliver sand bags during a storm in appalling conditions.   It was proposed by Dr. N. V. Edwards, seconded by Mr. A. Law and carried that the Parish Council pay Mr. Metson time and a half over and above normal work for unsocial hours.  

• Purchase of safety clothes

The Vice Chairman asked for approval to purchase safety clothes for himself and for emergency lighting for the contractors vehicle when carrying out work in heavy rain and in dark areas.    It was unanimously agreed that authority be given to purchase a waterproof coat, four magnetic flashing lights and power pack to supply them for expenditure of up to £150.

• Parish Council Office, 107A Swan Street

It was agreed that the Chairman will ask the landlord for consent to insert a letter box, with fire proof box inside, on the door of 107A Swan Street and if approved the Vice Chairman will ask Mr. K. Metson to carry out the work at his normal rate.   It was thereafter agreed to cancel the PO Box number in order to save cost and time in collecting post from the Post Office.

• Visual appearance of area at Swan Inn end of village

The visual appearance of the former Swan Inn area of the village and suggestions of how to improve it were discussed.    The Parish Council had received an anonymous letter regarding this issue and one Councillor urged the Council to disregard it.    However there was general concern from other residents and the Parish Council about the appearance of this part of the village.    One Councillor provided a list of a dozen vehicles including caravans within the curtilage of 49 Swan Street.    This property together with the former Swan Inn adjacent, are both grade II listed buildings.    It was understood that one of these buildings was previously on the Buildings at Risk Register.   The Listed Buildings Officer had been consulted, but said there was nothing they coould do about the vehicles in the curtledge of a listed building.    Mr. S. Bolter agreed to enquire with Planning Officers if repairs could be carried out and the cost charged to the owners.    It was also agreed that the Clerk should write to the owners of the former Swan Inn and 49 Swan Street to ask them to complete their renovation work to improve this area of the village.

• Sunken manhole at Swan Court

Mr. A. Law reported that the Chairman of the Residents Committee had notified him of a sunken manhole in the highway at Swan Court.    The Vice Chairman agreed to raise this with the Highways Department.

• Notice Board at Co-op

Mr. E. Snarey indicated that the cost of refurbishment work to the Notice Board at the Co-op would cost in the region of £20.   Expenditure of up to £30 for work on two notice boards was approved.

• Personal identification/authentication for Councillors

After some discussion it was resolved that Mr. J. Ferrando will take Councillors photographs from the web site, prepare and print cards, similar to ID cards and laminate them.  

• Correspondence

The Chairman distributed correspondence received and listed in Appendix 1 to the relevant Councillors for information and action.    Arising from this correspondence the Clerk reported that Mrs. W. Scattergood had kindly arranged for 3 Councillors to attend the Planning Workshop at Halstead on 26 th July rather than two.    It was therefore agreed that Miss. C. Cannell, Dr. N. V. Edwards and Dr. R. Green attend and that the Clerk will return the relevant form to BDC.

•  Accounts for payment

The accounts listed in appendix 2 were presented for payment.    It was proposed by Mr. J. Skittrall, seconded by Mr. J. Ferrando and carried that the accounts are paid.   

•  Agenda for next meeting

It was agreed to place the issue of disabled parking outside the Chemists Shop, Swan Street on the agenda for the next meeting

                        There being no further business the meeting closed at 9.35 p.m.