MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 12TH JUNE 2006 AT 7.30 P.M.

In the chair: Dr. N. Edwards
Present: Councillors C. Cannell, P. Day, R. Falco, R. Green, J. Hatfield, A. Law,  G. Massey, M. Rudge, J. Skittrall & A Weatherley.
Mr. A. Corder-Birch (Clerk)
Mrs. J. Beavis, Mr. S. Bolter & Mrs. W. Scattergood (District Councillors)
Together with 9 (nine) members of the public.

60. Apologies for absence                       
Mr. D. Holmes (holiday)
Mr. E. Snarey (RTA)
Mr. D. Finch (County Councillor).
Mr. R. Carter (Youth Council)

61. The late Mr. Eric Judd
The Chairman reported that Mr. Eric Judd had died in Hospital on 1st June 2006.  He paid tribute to Mr. Judd who was a member of the Parish Council for twenty years of which he was Chairman for eight years. His funeral will take place on 13th June at which a number of Councillors will attend.  A one minute silence was observed in memory of Mr. Judd. 

62. Declarations of Interest
The following interests were declared:
a) Mr. A. Law in connection with planning application no: 06/01085/FUL – Studio Cottage, Alderford Street.  
b) Mr. J. Hatfield in connection with Stansted Airport as an employee of B.A.A.
c) Mrs. A. Weatherley in connection with Stansted Airport as a shareholder of B.A.A.
No other interests were declared.

63. To confirm minutes of previous meeting held 8th May 2006
The minutes of the previous Parish Council meeting held on 8th May 2006, having been previously circulated, were taken as read, and subject to an amendment in minute no. 40 to read, “BDC debated the large increase in ECC’s charge for meals on wheels”, were confirmed and duly signed by the Chairman as a correct record.

64. Matters arising from the minutes
a) Councillors arriving and leaving meeting
At the request of the Chairman and following some discussion it was resolved that in future it is not necessary for the Clerk to record in the minutes when Councillors leave and return to a meeting if it is purely for a comfort break. 
b) Footpath from Spurgeon Close to Swan Street
The Clerk reported that Mr. D. Holmes had now made his Statutory Declaration which the Parish Council’s Solicitors had sent to the Land Registry with an application for title to the land.    
c) Street light at Swan Chase
The Clerk confirmed that EDF Energy had been paid to reconnect the electricity supply but had since requested a map of the location which had been sent.  The Clerk will continue to pursue EDF Energy.           
d) Hearing facilities at Village Hall
Mr. P. Day reported that Sible Hedingham Village Hall Committee would be meeting in due course to consider various types and the costs of a hearing loop for the Village Hall.

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e) Parking problems at both Schools
Mr. D. Finch had not yet reported upon the site meeting with Mr. R. Bass at both Schools in Sible Hedingham regarding parking problems.   
 f) Proposed BMX track
Mr. J. Skittrall reported that the proposed BMX track was still being considered.
g) Youth Council
Mr. J. Skittrall reported that the Youth Council meeting he had planned to attend had been cancelled and he was waiting to hear from the Youth Council with another date.
h) Flooding opposite Sugar Loaves
Councillors reported that flooding problems in the highway opposite the Sugar Loaves continued.  Workmen had been seen sucking out the silt from drains in the highway and dumping it in the Brook, which was ludicrous and would exacerbate the flooding problems in the village.  The Clerk agreed to raise this matter with Highways, Mr. D. Finch and Mr. R. Bass for urgent action to be taken.
i) Fire Brigade
The Clerk reported that he had received a message from Mr. D. Finch who had raised the issue of lack of personnel with the Chairman of the Fire Authority and the Officers.  Mr. Finch was currently waiting for the Officers to revert back to him.
j) Litter problems
The Clerk reported that Mrs. W. Scattergood had recently introduced him to Mr. M. Galley, Street Scene Officer of BDC who should be able to attend the July Parish Council meeting.  However he would like to visit Sible Hedingham and meet the Clerk and Councillors to see the problems before the meeting.  It was agreed that Mr. J. Skittrall and Mr. A. Corder-Birch together with any other interested Councillors should meet Mr. Galley in the village prior to the next meeting.   Mrs. A. Weatherley suggested taking photographs of the litter problems in preparation for the meeting.   Mrs. G. Massey and Mr. P. Day agreed to take the necessary photographs.
k) Seat on Recreation Ground
Mr. J. Skittrall confirmed that Mr. K. Metson had installed the new seat on the Recreation Ground.
l) Essex County Council grass cutting
Mr. J. Skittrall confirmed that the Clerk had written to Essex County Council regarding grass cutting in Sible Hedingham and a reply was awaited.   Arising from this item Mrs. A. Weatherley asked if the grass verges could be cut on both sides of the junction of Recreation Road with Alexandra Road.  Mr. J. Skittrall confirmed that arrangements would be made for these verges to be cut.
m) Toilets on Recreation Ground
Mr. J. Skittrall reported that he was waiting to hear from Mr. C. Chapman with regard to making an appointment to prepare a specification.
n) Tennis Courts
Mr. J. Skittrall reported that he was waiting to receive quotations so that application(s) for funding/grants could be made.

65. Public Comment
 Several members of the public living in Oxford Meadow attended the meeting and requested parking facilities in Oxford Meadow.  Apparently there are fourteen cars with no where to park except on the grass.  This land is owned by ECC Highways who have informed residents that if grass is damaged they will have to pay for reinstatement.   Passing motorists wishing to use the telephone kiosk often have no where to park.  The Chairman and Vice Chairman have both visited the site and agree with the residents that there is a problem.   Mrs. J. Beavis reported that funding was the major issue and that BDC have to find the funding.   It was agreed to write to Mrs. Saggers of BDC requesting funding to be found for additional parking facilities to be provided.  Mr. J. Skittrall and Mr. A. Corder-Birch will also raise this issue at the forthcoming site meeting with the Area Estates Manager of BDC.  Residents also requested street lighting along the front of Oxford Meadow adjacent to the A1124 road, which the Parish Council agreed to investigate.  
Another resident questioned the future use of the tennis courts and offered to assist with running and using the tennis courts.    The Chairman explained that unfortunately there was not sufficient public support for the tennis courts to be retained and a tennis club would need to be formed to make the tennis courts viable. 

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There were still vacancies at Castle Hedingham Tennis Courts which were significantly better than those at Sible Hedingham.   Mr. J. Skittrall stated that Hedingham Hawks Football Club had shown interest in the site and that consideration was being given to it being used for multi purposes including five a side football and other uses.    

66. Chairman and Vice Chairman’s reports
The Chairman reported on the following matters:
a) Watercourses and flooding.  
The Chairman reported that the two watercourses at the Swan Inn and Sugar Loaves ends of the village have caused severe problems in recent years.  In the days of the former Halstead Rural District Council they were well maintained.  In the last ten years BDC has not been willing to take over their care and the village has had severe flooding due to the inability of these watercourses to deal with the run off from the catchment areas.     We were given the impression, by the representative of the Environment Agency, that when they were identified as critical ordinary watercourses (COW’S) they would then become part of the main river system and would thereafter be maintained by the Environment Agency and a problem that had persisted for many years and consumed much Parish Council time, would have been solved.  The Chairman said that he had learnt quite by accident that the watercourse at the Sugar Loaves end of the village has been adopted and will be enmained and considered part of the river network.  The watercourse at the Swan Inn end of the village has not been adopted and had not been enmained.    The decision regarding which watercourses to put forward as critical watercourses for adoption and enmainment was apparently made by a member of the BDC Engineering Department and a member of the Environment Agency.    No consultation was conducted with the Parish Council and no information passed to the Parish Council regarding the process or the decision.   The Chairman considered that this was totally unacceptable and leaves the village with nobody taking responsibility for the watercourse at the Swan Inn end of the village.   In 2002 the Parish Council spent in the region of £2,000 having a flood study report prepared by the Applied Environmental Research Centre to identify the causes of the flooding and what the solution should be.  These findings were confirmed by the studies commissioned from May Gurney by ECC.  In spite of all this and four years later no work has been started on building the holding reservoirs.   With regard to the Swan Inn end of the village it is understood that the landowner would welcome further talks with ECC regarding the land for the holding reservoir but no effort has been made by ECC to deal with him directly and they allege “it is in the hands of agents and solicitors”.   This type of attitude may explain the lack of urgency concerning the negotiations for the Wethersfield Road lagoons and the fact that – as a result – the village is no further forward with regard to actually starting the work on the holding reservoirs in Wethersfield Road.   There was general concern that the Parish Council had not been kept informed regarding the decision not to identify the watercourse at the Swan Inn end of the village as a critical ordinary watercourse.  Mr. S. Bolter stated that the whole issue needs to be reconsidered.   The BDC Councillors at the meeting were asked to try to ensure that this watercourse is also identified as a critical watercourse and that it becomes enmained as part of the river network.  
b) Rolling program for footpaths
The Chairman referred to the rolling program for footpaths which had started in Sible Hedingham when the Parish Council had been impressed by the surveying and corrective work carried out by the former contractors working for ECC.   The Parish Council was later informed that there would be a change of contractors and were given assurances that the survey and corrective work would be completed.    This has not happened and the Officer responsible, a Mr. Geoff Wilkinson, PROW Manager with ECC, had failed to have the courtesy of returning telephone calls on three occasions.   It was agreed to write to Mr. G. Wilkinson, with copies to Mr. T. Ciaburro, Mr. D. Finch and Mr. R. Bass expressing the Parish Council’s concern about the Essex County Council’s failure to complete the rolling program in Sible Hedingham.
c) Riverside walk
Finally, the Chairman referred to the Riverside Walk, which the village has been waiting at least 18 years for.  It is understood that land has been acquired from two landowners under S106 Agreements to complete this walk which would provide an excellent link between the new Wimpey estate and Alderford Mill, which would then connect onto the Pauline Stevens and many other walks.  Unfortunately the officer at BDC dealing with this had been off through illness recently and the Chairman asked if another officer could deal with it.   Mrs. W. Scattergood agreed to try and find another officer within BDC who can now

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progress this long outstanding matter.   The Parish Council had been promised copies of both S106 Agreements which had not been received.   Mrs. Scattergood agreed to ensure that the Parish Council is sent copies as soon as they are completed.
Vice Chairman’s Report 
The Vice Chairman reported on the following matters:
a) ROSPA inspection
The ROSPA inspection has been completed and the Parish Council complimented on its own internal inspection report.  Most of the recommendations which were classified as low/medium risk have been dealt with, leaving the Toddler Multiplay Unit still requiring some urgent work which is in hand.   The Safety Inspector was impressed that Mr. Skittrall was present at the inspection, which was very informative.  Two ‘No Dogs Allowed’ signs have been installed at the entrance to the toddler play area to prevent certain people exercising their dogs in the enclosure.
b) Trees on Grays Hall Meadow
Two residents in Friars Close who have concerns about trees in Grays Hall Meadow have been visited.  Mr. Skittrall will visit again with Mr. E. Mayes, tree surgeon to discuss the problems.
c) Sible Hedingham Churchyard
Several complaints have been received regarding the state of the Churchyard which is becoming overgrown.  The Clerk wrote to the PCC Secretary, with a copy to the Rector requesting action by the PCC.  Unfortunately it appears that very little work has been carried out by the PCC since the Parish Council returned the churchyard to a pristine condition.   The PCC Secretary has replied stating that the matter will be considered at the next PCC meeting on 22nd June.

67. Youth Council Report
In the absence of Mr. Robert Carter no report was given. 

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

69. Braintree District Council Report
Mrs. J. Beavis stated that she would pursue all the problems in Oxford Meadow which had been reported by the residents.  Mrs. Beavis had been re-elected as Lead Member for Customer Services and BDC now has a good call centre.   Mrs. W. Scattergood has now succeeded Mrs. J. Beavis as BDC representative on the River Colne Project.  The proposal for Regional Government now appeared unlikely.  Mrs. Beavis encouraged partnership working, which was a particularly active area in local government with much work in progress.   The major issue of Housing Options was discussed in some detail. 
Mrs. W. Scattergood confirmed that she would raise the question of both S106 Agreements in respect of the Riverside Walk with the Director of Planning and ascertain which Officer is covering the Landscape Managers work in his absence.  The Local Development Framework event will take place in Halstead on 21st June to which Parish Councillors were invited.   A new Parish Ranger for Gosfield, Sible Hedingham, Great and Little Yeldham had been appointed.     
Mr. S. Bolter reported that an application was pending for gaming machines at the Sugar Loaves Public House and asked for the Parish Councils views.  Councillors stated that there had previously been gaming machines at the Sugar Loaves and at other Public Houses in the village and had no objections.       
Mrs. Beavis, Mrs. Scattergood and Mr. Bolter were thanked for their reports.      

70. Planning
a) Planning applications
Miss. C. Cannell reported that the following applications had been considered by the Planning Advisory Group and recommended as follows:
06/00917/FUL – 8 Station Road – Erection of two storey side extension – no objection.
06/00938/FUL – 10 Spring Way – Proposed erection of side and rear extensions and re-erection of conservatory – opposed on grounds of being detrimental to street scene, concern about possible destruction of hedge, line of drain and overlooking. 

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06/00892/FUL – Field to west of Sugar Lane Farm, Sugar Lane – enlargement of existing pond and wet area (to provide an approximate size of 25m x 25m); spoil from enlarged pond to be placed in adjoining field – no objections – in fact it was generally agreed that ponds should be encouraged.
06/01002/FUL – Panfield, Blois Hall Road – Erection of conservatory and rear porch – no objection.
06/01011/FUL and 06/01012/LBC – 31 Potter Street – Erection of single storey extension – no objection.
06/01026/FUL – Land adjacent to 1 Hawkwood Road – Erection of four bedroom detached house and integral garage – opposed on grounds of overdevelopment being too big for a small site, access problems, overlooking and garage encroaches into Recreation Ground.   Neighbours representations who were also opposed to proposed development taken into consideration.
 06/01046/FUL – 79 Swan Street – Erection of two storey rear extension and detached garage – no objection.
06/01085/FUL – Studio Cottage, 43 Alderford Street – Erection of two storey side extension comprising living room with bedroom above – no objection.
It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that the above recommendations of the Planning Advisory Group are approved. 

b) Village Design Statement
Miss. C. Cannell reported that a meeting of the Village Design Statement Advisory Group had been arranged for 14th June 2006 at 7.30pm at Sible Hedingham Village Hall.    Jan Cole of RCCE will be in attendance. 
c) Cobbs Fenn Joinery Workshop
A letter from an Architect acting for a Mr. Harding in connection with the Cobbs Fenn Joinery Workshop requesting a site meeting was considered.    Dr. R. Green reminded Councillors that the site was outside the village envelope and that the road approach was a problem.  Mrs. W. Scattergood advised that the proposal should be opposed as one more dwelling at Cobbs Fenn will form a hamlet, which may then lead to applications for more houses which may be difficult to oppose.   Some discussion took place upon the size of hamlets, which was believed to be 10 dwellings.   It was resolved that the Planning Advisory Group including the Chairman of the Parish Council should consider meeting the architect. 
                     
71. Footpaths, Pauline Stevens Walk and Colne Valley Path
Mr. J. Hatfield reported that the opening of the Pauline Stevens walk by Mrs. P. Cox on 20th May had been well attended with about twenty walkers.   Dr. R. Green stated that the Interpretation Board was very good and greatly appreciated.   Mr. Hatfield was thanked for all his work in this respect.
Dr. R. Green reported that he had attended the launch of the Colne Valley Path on 24th May which had been held at the Millennium Green at Chappel and was well attended by Councillors.  The brochure was very good and arrangements will be made to have copies available in the Parish Council Office. 
Dr. R. Green reported that persons unknown had removed the ‘James Hatfield Gate’ along footpath 54 on part of the Pauline Stevens Walk.  A local farmer had found the gate in the river and replaced it in such a way as to prevent its removal again.  This incident will be reported to the Police for investigation. 

72. Report of launch of Neighbourhood Policing
Mr. J. Skittrall reported that on 6th June Mr. R. Falco, Miss. C. Cannell and himself, had attended the launch of ‘Neighbourhood Policing’ at Braintree.  An interesting afternoon was spent listening to the Chairman of Essex Police Authority, the Chief Constable and other senior police officers.  Halstead and surrounding villages have been split into four teams, each with a designated point of contact whom residents can contact via a mobile phone.   Sible Hedingham will be looked after by PC Mel Mullender supported by PCSO Deb Green.  It is the intention of the Chief Constable to bring back traditional policing to our streets which will be very welcome.  However the success of these changes depends upon the co-operation of residents reporting incidents as they occur in order that offenders are apprehended.   The launch ended with question time followed by an opportunity to meet the numerous police officers that attended.   Mr. J. Skittrall was thanked for his report.

73. Report of Gosfield, Sible Hedingham, Great and Little Yeldham Cluster Meeting
Mr. R. Falco gave a report of the last Cluster Meeting held at Great Yeldham on 31st May which was attended by Miss. C. Cannell, Mrs. A. Weatherley, Mr. P. Day, Mr. A. Corder-Birch and himself. 

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Amongst the items discussed were speed reduction measures, including community speed watch, speed indicator devices and vehicle activated signs.   Concern had been expressed that the Parish Ranger had not attended any Cluster Meetings.  Mrs. J. Beavis had spoken about Customer Services and arrangements will be made for the Tourism Officer to attend the next meeting.  The issue of funding of unparished areas (Braintree and Bocking) had been raised by Gosfield Parish Council in view of the unfairness on the remainder of the District which has Parish Councils.   Mr. J. Pike reported upon the government requirement that each area must have a children’s centre and that it will be necessary to provide one within the rural villages in the north of the Braintree District perhaps in Great Yeldham.  Mr. Falco also reported on the Fete Style Open Day being arranged by Mrs. W. Scattergood at Causeway House on 5th October 2006 from 4 to 9pm which will provide Parish Councillors and residents with an opportunity of meeting BDC staff.  It had been agreed that more than two representatives from each Parish Council can attend future Cluster Meetings.  The next Cluster Meeting will be held on 25th October 2006 at Sible Hedingham Village Hall.   Mr. R. Falco was thanked for his report.  

74. Report of ‘Raising the Profile of Your Parish Council’ course
Mrs. G. Massey gave a report of ‘Raising the Profile of Your Parish Council’ course which she had attended on 24th May and had been given by Angela Balcombe.  The topics covered included:
(a) Websites
It was recommended that Parish Councils incorporate a disclaimer on websites similar to that of the EALC.  As other people post items on the ‘notice board’ it was agreed that the Parish Council should incorporate a disclaimer.    In addition minutes which are published on web sites before approval should be clearly marked as “draft”.   Mrs. G. Massey agreed to discuss these items with Mr. J. Ferrando.
(b) Parish Forums
Some parishes have a Parish Forum, once or twice a year, to which all organizations are invited and which are conducted with a very loose agenda as an informal ‘talking shop’.   This can help keep the PC profile to the fore with other organizations and can be a good PR exercise.   
(c) Newsletters
Many parishes have a quarterly newsletter which is delivered to every home and is also available in shops, library, etc.  This can be useful as a less formal report of action than the Annual Report.   However such newsletters need an organizer/editor, advertisers and distribution to every house is required.
(d) Press coverage
It was recommended that press coverage is monitored, possibly with a scrap book of cuttings.  It is important to get Councillors names in the press as often as possible and to keep a library of photos of councillors for the press.  It is advisable to send a press release rather than make a telephone call.  Press releases announcing an event should be followed up with a press release after the event.  It is recommended that Parish Councils adopt a communications strategy.  It was agreed to consider placing photographs, names, addresses and telephone numbers of Parish Councillors on village notice boards.
(e) Complaints.    
There was a section on the handling of complaints from members of the public concerning Council Administration.  The Clerk will arrange for every Councillor to have a copy of the Code of Practice.
Mrs. G. Massey was thanked for her report. 

75. To review planning procedures and standing orders
In view of the new targets imposed by the Government on BDC to determine planning applications Mrs. G. Massey had drafted the following proposed addendum to the Parish Council’s Standing Orders:

PLANNING STRATEGY

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       discretion, ask the Chairman of the Parish Council to call an extraordinary meeting of the full                Parish Council in order that the matter may be discussed and voted on in full Council.

Following some discussion it was proposed by Mr. J. Skittrall, seconded by Mr. A. Law and carried that the above Planning Strategy and Addendum to the Standing Orders be adopted. 
A copy of a planning check list prepared by Ridgewell Parish Council was circulated to all Councillors.   It was agreed that this check list should be considered by the PAG.

76. Oxford Meadow Parking and Street Lighting
(See minutes 65 and 69 above).

77. To consider representations to Uttlesford District Council regarding Stansted Airport
Mrs. J. Beavis reported that a resident of Sible Hedingham had raised the question of the proposed expansion of Stansted Airport with her following which she had ascertained that the majority of other Parish Councils in the area were opposed to expansion.   Mr. S. Bolter outlined the main effects of intensification including stacking over this area at peak times and increased movements.    Other issues discussed were emissions from aircraft, increased traffic on local roads, employment and noise.   It was proposed by Dr. R. Green and seconded by Miss. C. Cannell that the PC should write to Uttlesford District Council opposing any further expansion at Stansted Airport.   Upon being put to the vote seven Councillors voted in favour of the motion and four abstained.

78. To consider request for lights on Zebra Crossing in Swan Street
The Clerk and Vice Chairman reported that this item has been placed on the agenda for consideration at the request of a member of the public who had asked if the PC can request ECC Highways to place traffic lights on the zebra crossing similar to those on the zebra crossing in Halstead High Street to control the traffic.   The crossing in Swan Street was potentially dangerous when traffic was parked near it.  It was agreed to look into this possibility.

79. Report on ownership of Village Greens in Sible Hedingham
The Clerk reported that the Chairman and himself, had recently visited the Law and Administration Department at County Hall, Chelmsford and inspected the Register of Common Lands and the Register of Village Greens.   It was apparent that the PC already owned Forry Green, and substantial parts of Almshouse Green, subject to grazing rights.  Southey Green was registered as Common Land.   The remaining Village Greens namely: High Street Green, Morris Green and Birds Green, together with the Greens in Alderford Street and Church Street where the Village Signs are located do not have any registered owners and therefore there is a presumption that the Parish Council is the owner.   It was proposed by Miss. C. Cannell, seconded by Mr. J. Skittrall and carried that the Parish Council seeks ownership of these Greens and that applications are made to the Land Registry for ownership.   
                         
80. To consider assisting Essex Police with ‘Community Speed Watch’
The member of the public at Cut Maple who was concerned about the speed of traffic did not wish to be involved with ‘Community Speed Watch’.   The PC also declined to participate in ‘Community Speed Watch’.

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81. 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:

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

83. Any other business/exchange of information/agenda for next meeting
The Chairman thanked Mr. J. Hatfield and Mr. J. Skittrall for their hard work on the garden on the forecourt of the Shell Garage. Mr. J. Skittrall had spoken to Mrs. M. Judd and a wreath from Sible Hedingham Parish Council will be placed on Mr. Judd’s coffin.   It was agreed that Councillors would make individual contributions to Mr. J. Skittrall towards the cost of the wreath.

84. 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 continued in private session (see confidential minutes on separate page for Parish Councillors only).