Sible Hedingham Parish Council

MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 9th JULY 2007 AT 7.30 P.M.

In the chair: Mrs. J. Beavis (for items 90 to 101 and 104 to 121). Miss. C. Cannell (for item 102) and Mr. J. Skittrall (for item 103)
Present: Councillors C. Cannell, R. Falco, R. Green, A. Law, G. Massey, V. Mullender, M. Rudge, J. Skittrall, E. Snarey & A. Weatherley. Mr. A. Corder-Birch (Clerk). Mr. D. Finch (County Councillor) and Mr. J. Tame (Youth Councillor) Together with 7 (seven) members of the public.

90. Apologies for absence
Councillor. S. Brown (illness) and F. Swallow (attending another meeting) Mrs. W. Scattergood (District Councillor).

91. Declarations of Interest
The following interests were declared:
Mrs. J. Beavis declared a personal and prejudicial interest in connection with a planning application relating to Shiam Service Station as a customer.
Mrs. J. Beavis declared a personal and prejudicial interest in connection with a planning application relating to 99 Swan Street as a local business person and owning business premises virtually opposite.
Mrs. J. Beavis declared a personal interest in connection with proposed fence at 3 Hawkwood Road as the owners/occupiers are good friends.
Mr. J. Skittrall declared a personal and prejudicial interest in connection with the planning application relating to Shiam Service Station of which he is a customer.
Miss. C. Cannell declared a personal interest in connection with a planning application relating to 1 Spurgeon Close as she knows the applicants.
Mrs. A. Weatherley declared a personal interest in connection with the planning application relating to 1 Spurgeon Close as she also knows the applicants.
Mr. A. Law declared a personal interest in connection with item 119c as he is a member of the Camping and Caravanning Club.
No other interests were declared.

92. To confirm minutes of previous meeting held 11th June 2007
The minutes of the previous Parish Council meeting held on 11th June 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

93. Matters arising from the minutes
a) Annual Report
Mrs. A. Weatherley read out a letter from Paul Clark Printing to Dr. N. Edwards stating that no additional work was created in connection with publishing the annual report. The price was £293 for 1800 copies but larger print and more pages would have been at additional cost.

b) Proposed flood lagoon at Cobbs Fenn
The Clerk reported that the land owners at Cobbs Fenn had agreed to instruct a Surveyor to negotiate with ECC. Mr. Finch confirmed that ECC had since instructed Lambert Smith Hampton to act for them and hopefully the issue of land acquisition should soon be resolved. Mr. A. Law enquired about funding for the construction of the flood lagoon once the land had been acquired. Mr. Finch replied that funding was not yet available but would be given priority.

94. Public Comment
Mrs. Julie Rawson of Alexandra Road enquired about publicity for the recent Neighbourhood Action Panel Meeting and was advised that it is the responsibility of the Police and not the Parish Council to advertise these meetings.

95. Chairman and Vice Chairman’s reports
The Chairman reported that the annual report had been delivered to every household in the village and that its content was very good.   Following its delivery a number of residents had contacted the Clerk to raise various issues arising from the report.
The Vice Chairman reported that sand bags had been delivered to some properties in the village which had been in danger of flooding.    Unfortunately some Youths had been observed on the Recreation Ground drinking out of beer bottles and thereafter smashing the empty bottles on the ground.   One particular youth had been identified and reported to the Police.   The following day it had taken Mr. Metson some three hours work to pick up all the broken glass particularly with sifting through the wood chippings for glass. Essex Police had claimed that smashing glass in a public place was not a criminal offence as it did not constitute criminal damage.   Councillors were appalled by this view and considered that it was ASB and that the Police should take action. Mr. J. Skittrall and other Councillors will raise this issue at the next SARA meeting and members of the public will raise it at the next NAPS meeting.

96. Youth Council Report
Mr. J. Tame presented the Youth Council report and gave an up date about the ‘THF 07’ Road Show.   The Youth Council had prepared posters, designed a web site and applied for funding.   Mr. Tame was thanked for his report and left the meeting.

97. Essex County Council Report
Mr. D. Finch reported upon the following items:

a) The proposed insurance brokerage scheme, to reduce insurance premiums for Village Halls and Parish Councils in the County which is to be launched nationally.

b) Part of the Highway budget may be devolved to District and some Parish Councils including maintenance of footpaths, grass cutting, street and gully cleansing and cleaning street signs. This will give SHPC the opportunity to use a local budget for the benefit of the parish and this two tier working was welcomed.

c) ASB at Rippers Court had been reported to Mr. Finch by a recent Cluster Meeting held at Wickham St. Paul and also by Mrs. A. Weatherley. He confirmed that he had spoken to the Police who have the matter ‘in hand’.

d) Complaints had been received that youths were driving cars around Christmas Field in an unacceptable manner, which Mr. Finch had reported to the Headmaster of Hedingham School and confirmed that the Dispersal Order would be reinstated if necessary.

e) He confirmed that construction work on the Wethersfield Road flood lagoons will commence in August. He had asked ECC Officers to report progress to him every two weeks which he agreed to forward to SHPC.

f) Members of the public had been interviewed regarding the priority of ECC services and the priorities were ASB, Policing and Highways (potholes).

g) Mr. Finch confirmed that he is willing to attend monthly surgeries in SH on Saturday mornings from 10am to 12 noon if there is sufficient demand. Mr. Finch will provide the Clerk with proposed dates. Mr. Finch was thanked for his report and left the meeting.

98. Braintree District Council Report
Mr. F. Swallow had sent his apologies and had nothing to report.
In the absence of Mrs. W. Scattergood her written report was read by the Clerk. A copy of her report is attached to these minutes. Mrs. J. Beavis added that BDC will be monitoring the new Planning Committee to see how it works.

99. Report of training courses for revised Code of Conduct
The Clerk reported upon the training courses attended by Councillors and himself. He referred to the May 2007 Guide for Members, a copy of which had been given to all Councillors. He particularly emphasized the relevance of para 12(2). The Clerk was thanked for his report and guidance.

100. To consider adoption of revised Code of Conduct
It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that the Parish Council adopt the revised Code of Conduct forthwith to specifically include paragraph 12(2).   The Clerk circulated new Register of Member’s personal interests forms, which it is necessary for all Councillors to complete and return within 28 days.

101. Planning
Miss. C. Cannell reported that the minutes of the Planning Committee held on 23rd June 2007 had been circulated to all Councillors.   It was resolved that the minutes of that meeting be accepted in lieu of a report.
07/01165/FUL – Land rear of 1 Spurgeon Close – Erection of detached 2 bedroomed house with car parking.   It was resolved that the Parish Council has no objection conditional upon the drains being adequate to avoid flooding and a satisfactory highway assessment.    It was noted that the trees on the plans were in a different location to those on the ground but it was understood that they were subject to TPOs.

102. Planning – Shiam Service Station
(Mrs. J. Beavis and Mr. J. Skittrall left the room during discussion of this item and the chair was taken by Miss. C. Cannell).
07/01301/FUL – Shiam Service Station, 140-142 Swan Street – Proposed second floor above an existing convenience store and fuel sales. Representations had been received from members of the public opposing the application which were taken into consideration. Councillors regarded this as a spurious application with serious inconsistencies. The design and access statement was not agreed, the flat roof cannot be seen, the vents are hidden and no one can see the flat roof and vents apart from the owners. The number of vehicle movements was not specified. The proposed floor would be visually imposing and the existing tree line would be blocked off. If BDC grant permission then it should be conditional upon no living accommodation. It was proposed by Mr. V. Mullender, seconded by Mrs. G. Massey and carried that this application is referred back to the Planning Committee to endeavour to find planning grounds to oppose the application.

103. Planning – 99 Swan Street
(Mrs. J. Beavis remained out of the room during the discussion of this item and the chair was taken by Mr. J. Skittrall).
The recent communications with the Planning Enforcement Officer of BDC were considered. Although there were other breaches of planning control, the signs were acceptable to BDC. It was resolved to accept BDC’s suggestion that an approach is made to the owners to meet the PC Planning Committee at 75 Swan Street on 16th July at 12 noon to discuss the signs. The Clerk will liaise with the proprietor in this respect.
(At the conclusion of discussion upon this item Mrs. Beavis returned to the meeting and resumed the chair)

104. Footpaths
Dr. R. A. Green reported that the request for information regarding maintenance of footpaths in the village was progressing. He also reported that the gate on footpath 61 adjacent to Hawkwood Manor would be erected by the BTCV team at the request of P3. The team will have some time available to carry out other work on footpaths in the village which will be helpful.

105. Update on Recreation Ground issues
Mr. J. Skittrall reported that he was looking for a company who will carry out the complete package of resurfacing, fencing and lining work on the former tennis court area.   When found he will arrange another Recreation Ground Advisory Group meeting.

106. To approve Parish Council Accounts for the year 2006-2007
The Clerk reported that the Parish Council Accounts for the year 2006-2007 had been audited by Mr. R. Fox, the internal auditor and found in order. The accounts were circulated to all Councillors. Mrs. G. Massey reported that these accounts had been considered by the Finance and Funding Advisory Group meeting on 6th July 2007 and approved. It was proposed by Mrs. Massey, seconded by Mrs. A. Weatherley and carried that the accounts for the year 2006-2007 and the annual governance statement set out on page 3 of the annual return are approved. The accounts will now be sent to Lubbock Fine for external audit.

107. To received report from Finance and Funding Advisory Group
A copy of the minutes of the Finance and Funding Advisory Group meeting held on 6th July 2007 were circulated to all Councillors and accepted in lieu of a report.

108. To approve cost of renovation to toilets on Recreation Ground coming from reserves
Mrs. G. Massey reported that the initial figure in the budget was too low and that if SHPC does not proceed with the renovation work the grant already obtained will be lost. The builder had kindly offered to accept 50% upon completion (approx. Oct/Nov 2007) and 50% deferred for six months (approx. April 2008). The work should start in August and be completed in October 2007. Mr. E. Snarey raised questions concerning the quotations and Mrs. Massey explained that the other quotations had been greater than that accepted. It was proposed by Mr. J. Skittrall, seconded by Mr. R. Falco and carried that SHPC accept the quote of £36,577 from Shreeve Bros., the offer of stage payments and that the balance should be met from reserves and replaced in April 2008.

109. To consider quotes for fencing between Recreation Ground and 3 & 5 Hawkwood Road
At the request of Mr. J. Skittrall it was resolved to defer this item to enable him to obtain more acceptable quotes. When obtained it was agreed to refer the quotes to the Recreation Ground Advisory Group.

111. Report of the ‘THF 07’ Road Show
Arrangements for the ‘THF 07’ Road Show on 27th July were in progress. Mrs. J. Beavis, Mrs. G. Massey and Mr. V. Mullender offered to help on the day. It was also agreed to ask Miss. S. Brown to help if available.

112. Station Road and Rippers Court issues
The Chairman reported that new signage had been erected by BDC and referred to two items of correspondence relating to Rippers Court. Reports had been received of ASB, fires, litter and road traffic issues and as a result BDC, who own the site, are undertaking a site visit. Mrs. G. Massey and the Chairman will liaise after the meeting to enable the issues to be taken forward. It was agreed to place this item on the agenda for the next meeting. Miss. C. Cannell again reported that there were insufficient litter bins in the area of Rippers Court, Station Road and Christmas Field, which Mr. J. Skittrall and Mrs. A. Weatherley were considering. The long duration of the traffic lights in Station Road, the lack of activity by workmen and parking on the greensward was deplored. Mr. J. Skittrall had reported these issues to the Police on five occasions and they had agreed to monitor it.

113. To consider identification badges for Councillors
The Clerk reported that the Chairman, Vice Chairman and himself had met and considered a suitable design and type of identification badge. This information had been relayed to Mr. F. Swallow who will arrange for BDC to prepare a proof for approval ready for the August meeting.

114. To report offer of funding from Essex Environment Trust towards play equipment
Mr. A. Corder-Birch reported that Sible Hedingham Parish Council had been awarded funding of up to £5,000 from Essex Environment Trust towards play equipment for disabled and other children at the Recreation Ground. Accordingly it was resolved to enter into a deed with Essex Environment Trust in the form before the meeting, and to authorize Mr. Adrian Corder-Birch to execute the deed on behalf of the Parish Council and to agree any minor amendments which may be necessary and to execute any supplementary deeds or documents required by the deed.
The above resolution was proposed by Mrs. G. Massey, seconded by Mr. J. Skittrall and carried. Mr. V. Mullender reported that he had represented the Parish Council at a meeting of the Essex Environment Trust at Chelmsford on 5th July and confirmed that access to further funding is available. He had found the meeting very interesting and recommended the EET booklet to all Councillors. The Chairman thanked Mr. Mullender for his report and for attending the meeting.

115. To approve purchase of harness and safety equipment for clearing brook
Mr. J. Skittrall reported that Mr. K. Metson requires a harness and safety equipment at an estimated cost of £75 to enable him to clear the brook adjacent to Rectory Road. Mr. Beagrie had kindly agreed to mount a bracket on his new wall. It was proposed by Mr. R. Falco, seconded by Miss. C. Cannell and carried that this necessary equipment be purchased.

a) Mr. Jack Tame to represent the Youth Council.

b) Mrs. Sheila Cooper or Mrs. Emma Mead to represent Hedingham Hawks and Hawkwood Road and/or Recreation Road respectively.

c) Mr. Alex Bell to represent Recreation Ground.

d) A resident of Gibson Road to be confirmed.

This additional representation will result in all roads surrounding the Recreation Ground being represented on the Recreation Ground Advisory Group.

118. To consider future plans list
The Chairman reported that following the recent informal meeting the Clerk had prepared a ‘future plans list’ which had been circulated to all Councillors. The Chairman asked Councillors to carefully consider this list and in particular the order of priority with a view to carrying out some of the items during 2008. It was resolved to give this list further consideration at the August 2007 meeting.

119. 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:

a) Items 45 and 51 were passed to Mr. J. Skittrall.

b) Miss. C. Cannell referred to item 15 being a letter from BDC relating to proposed changes to the Parish Consultation process. It was agreed that it is essential that BDC continue to send SHPC a hard copy of all planning applications because no one has printers for large plans.

c) Mr. J. L. Powell of Barr Hall had forwarded to the Parish Council a copy of a letter from the Camping and Caravanning Club dated 18th June 2007 but only recently received The letter had been circulated to residents in the vicinity of Morris Green stating that an application had been made to set up a small camp site at Griggs Croft, Morris Green. Mr. Powell had asked the Parish Council to object on the grounds of unsuitable roads and that the site was not suitable for all year use. Mrs. G. Massey and other Councillors who had knowledge of the Club, confirmed that the contents of the letter were correct and that there were similar sites in other rural locations. It was resolved to write to the Club, passing on the concerns of residents, which the PC understands and ask the Club to explain the process and in particular if a planning application will be made for change of use. It was also agreed to send Mr. Powell a copy of the letter to the Club.

120. Accounts for payment
The accounts listed in appendix 2 were presented for payment. Mr. E. Snarey queried the accounts from Mr. K. Metson and in particular street cleansing and if any would be recovered from other sources. The Clerk replied that a proportion of the street cleansing cost is received from BDC and that the footpath work would be recharged to ECC. It was confirmed that a meeting is to be arranged with Mr. P. Partridge of BDC to endeavour to persuade him to increase the street cleansing contribution to SHPC. It was proposed by Mrs. G. Massey, seconded by Mr. R. Falco and carried that the accounts are paid. Arising from the accounts the Chairman thanked Angela and Stephen Weatherley for erecting the hanging baskets and for the planting work carried out at the Parish Council office.

121. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge enquired if planning permission is required for conversion of a garage into a room and was advised that an application is required for change of use.

b) Mrs. G. Massey reported upon a telephone call from Mrs. S. Allfrey of Castle Hedingham Parish Council complaining about Mr. Beagrie leaving his vehicles in the Library Car Park. Mrs. Allfrey should refer this problem to ECC.

c) Mr. E. Snarey enquired about the large development sign on the side of Mr. Ladkin’s shed facing Swan Street. The Clerk confirmed that this was reported to the Enforcement Officer at BDC before the last meeting. It was agreed to send Mr. Taplin a reminder.

d) The Clerk reminded Councillors that the next Sible Hedingham, Gosfield, Great and Little Yeldham Cluster Meeting would take place on Tuesday, 17th July 2007 at 7.30pm at the Village Hall, Little Yeldham.