MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY,  11TH JUNE 2007 AT 7.30 P.M.

In the chair: Mr. J. Skittrall
Present: Councillors S. Brown, C. Cannell, R. Falco, R. Green, A. Law, G. Massey, V. Mullender, M. Rudge, J. Skittrall, E. Snarey, F. Swallow & A. Weatherley.
Mr. A. Corder-Birch (Clerk).
Mr. D. Finch (County Councillor)
Together with 4 (four) members of the public.

65. Apologies for absence
Councillor. J. Beavis (Hospital visiting)
Mrs. W. Scattergood (District Councillor) & Mr. J. Tame (Youth Councillor)

66. Declarations of Interest
Mr. A. Law declared an interest in connection with the proposed donation to Sible Hedingham Baptist Church as he is a member of the Church.  No other interests were declared.

67. To confirm minutes of previous meeting held 14th May 2007
The minutes of the previous Parish Council meeting held on 14th May 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

68. Matters arising from the minutes
a) Code of Conduct
Mr. J. Skittrall reported that Mr. A. Law, Mr. V. Mullender and himself had attended the recent training course regarding the revised Code of Conduct.
b) Annual Report
The Clerk gave all Councillors a copy of the Annual Report.  Mrs. G. Massey reported that Dr. N. Edwards had not liaised with her regarding the report and in the circumstances she had made enquiries direct with the printers and had understood that Dr. Edwards had caused them additional work.   The principal fault with the report was that the text had not been justified. 
c) Proposed litter bin in bus shelter at Station Road
Mr. J. Skittrall reported that he would consider the proposed litter bin in the bus shelter at Station Road with Mrs. A. Weatherley during the next three weeks.  

69. Public Comment
Mr. J. Nicholson asked if public comment could appear near the end of the agenda.   Mrs. G. Massey confirmed that this was permissible and Miss. C. Cannell explained that sometimes agenda items are brought forward for the benefit of the public. 
Mr. J. Nicholson and other residents enquired about insulation in the skate board park and reported that a ramp may be loose.   Mr. J. Skittrall reported that having taken advice from Urban Ramps some items had been filled with expanding foam and thereby insulated.   However he agreed to look at the question of insulation again.  The recent ROSPA inspection had revealed one fault, where one item was loose, which would shortly be rectified under the guarantee.
Another member of the public asked if Grays Hall Meadow could be used as a sports area and Mr. J. Skittrall explained the reasons why Grays Hall Meadow cannot be used for this purpose.
Questions were raised concerning the tennis court site.  Mr. Skittrall reported that the Recreational Areas Advisory Group had recommended that one tennis court be retained and the remaining area used for multi-sports purposes.    The area will be refurbished with new fence and tarmac.   Mr. Skittrall will look after the refurbished site for the first 12 months and the facility will be left open for everyone to use but will be locked between 9pm and 8am.  He confirmed that the net will remain for tennis.       

70. Vice Chairman’s report
Mr. J. Skittrall reported that Mr. K. Metson and himself had dealt with a damaged sewer at the Sugar Loaves and had sandbagged the brook to prevent sewerage entering it.   Mr. Beagrie had been very helpful with the loan of traffic cones but had still not cleared his rubble out of the brook despite requests to do so.  SHPC had reported the damaged sewer to Anglian Water who had visited the site and advised the proprietor of the Sugar Loaves, which had been useful.

71. Youth Council Report
In the absence of Mr. J. Tame his written report was read by the Clerk.   The Youth Council has joined with BDC, SHPC and Essex Police to help organize the ‘THF 07’ Road Show.   The Youth Council is preparing posters, designing a web site and helping to organize bands to play for the event.   With regard to the tennis court refurbishment, an application has been made for £10,000 from the ECC ‘Youth Capital Fund’, which if successful will help towards the cost of resurfacing the area.        

72. Essex County Council Report
Mr. D. Finch reported upon, inter alia, the proposed insurance brokerage scheme, to reduce insurance premiums for Village Halls and Parish Councils in the County which was now close to ‘reality’.   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.   Mr. Finch had succeeded with his request for additional policing in Sible Hedingham especially on Friday and Saturday nights.  Mr. Finch also reported that legal action had been taken against the owner of Southey Green Farm for various obstructions along four footpaths.     
Mr. J. Skittrall enquired about red marks on roads in the area where no work had been carried out by ECC Highways for many weeks.   Mr. Finch replied that ECC had put more money into Highways in Essex and asked for specific examples of work not carried out so that he could raise them with Mr. Wiltshire.   
Mr. E. Snarey was pleased to note that ECC were proceeding with the flood reservoirs in Wethersfield Road and enquired when the flood lagoon at Cobbs Fenn will be constructed to protect Alderford Street.  Mr. Finch replied that the Legal Department of ECC was preparing a case for a CPO but the entire process will take a couple of years.
The Clerk enquired the present position with regard to the proposed grilles along Alderford Street.  Mr. Finch reported that Dr. Edwards had introduced him to Mr. Clayton of the Environment Agency who had explained that it is feasible to install grilles.  However if grilles are installed and not cleared then neither the Environment Agency or ECC Highways will accept any responsibility for any properties damaged through flooding.   Mr. Wiltshire of Highways had taken advice from EA and had refused to install grilles.  Mr. A. Law supported this and explained that not all residents in Alderford Street wanted grilles.
Dr. R. Green reported that he had recently attended the BDC Environment event in Halstead and enquired about the position of ECC.   Mr. D. Finch confirmed that ECC supported the scheme in general terms and will put Dr. Green in contact with the appropriate officer at ECC.
Mrs. A. Weatherley enquired about the proposed gates for Rippers Court and the ownership between ECC Highways and BDC.  As Mr. Finch was no longer Chairman of BDC, Mr. F. Swallow agreed to pursue this. 
Mr. V. Mullender asked if the additional policing in SH was permanent or not.   Mr. Finch stated that it was not permanent and would only be provided when a particular spate of trouble occurs such as Friday and Saturday nights and during the summer holiday period.  He urged everyone to report all crimes.
The Clerk reported that despite telephone calls from Dr. Edwards and a letter from SHPC dated 24th May, Mr. J. Bartley of Highways had still not provided the PC with a list of footpaths in SH which were cut by ECC on a regular basis.   Mr. Finch agreed to take this issue up with Highways if no reply received at the expiration of seven days following a final telephone call from the Clerk to Mr. Bartley.   In reply to the Clerk, Mr. Finch confirmed that all officers of ECC should reply to letters within 21 days.
A number of Councillors expressed concern about the inordinate delay by ECC Highways in carrying out essential safety work on the traffic islands at Crouch Green, which were potentially dangerous.   This issue had been raised by Castle Hedingham PC and supported by SHPC.   Earlier in the year, Highways had agreed to carry out the necessary work as a matter or urgency but had failed to do so. Mr. D. Finch agreed to pursue ECC Highways.   
Mr. Finch was thanked for his report and for undertaking to pursue the above matters.

73. Braintree District Council Report
In the absence of Mrs. W. Scattergood her written report was read by the Clerk. In her report Mrs. Scattergood was “rather confused” regarding the requirements for future reports.The Parish Council was concerned by the contents of her report. The intention was to speed up PC Meetings and to reduce irrelevant information from County and District Councillors.   It was resolved that Mrs. J. Beavis and Mr. F. Swallow will discuss this issue and future reports with Mrs. Scattergood.
Mr. F. Swallow reported that the cabinet had been reduced in number and planning meetings will take place fortnightly.

74. Planning
Miss. C. Cannell reported that the minutes of the Planning Committee held on 1st June 2007 had been circulated to all Councillors. There had been no new applications since that meeting. It was resolved that the minutes of that meeting be accepted in lieu of a report.
Miss. Cannell also reported that the Clerk had been inundated with complaints from members of the public concerning the appalling signs which had appeared on the former Barclays Bank building in Swan Street.   These complaints had been forwarded to the Planning Enforcement Officer at BDC who had responded and had agreed to investigate them within twenty days.
An advertising board on a barn belonging to Forest Homes in Swan Street had also been reported but the Enforcement Officer was already investigating this sign.       

75. Village Design Statement
Mrs. G. Massey reported that the VDS Committee had met the previous week.  Arrangements had been made to start writing the document commencing with the history of the village.  The Clerk confirmed that he was happy to read the draft.   Mrs. Massey was thanked for her report.

76. Footpaths
Dr. R. A. Green reported that a site meeting had recently taken place regarding the proposed diversion of part of footpath 72 through Southey Green Farm where a substantial barn had been built over the footpath.   The Footpath Advisory Group had approved the proposed diversion subject to appropriate way marks being erected and an electric fence being removed and replaced with a gate.  The landowner will now make a formal application for a diversion.
With regard to footpath 61 adjacent to Hawkwood Manor it was agreed that a gate be erected where the footpath joins Potter Street in the interests of safety.   P3 had already agreed to a gate at this location.  It was agreed that SHPC erect the gate with the help of Peter Stevenson and the cost claimed from P3.
The Clerk reported that Dr. N. Edwards had asked Mr. J. Bartley of ECC Highways to provide a list of footpaths in the village which are cut by Highways.   The list had not been received, despite reminders and a letter to Mr. Bartley on 24th May.   Dr. R. Green and the Clerk will continue to pursue this. 
Mrs. A. Weatherley reported that footpath 91 from Church Street to Hostage Farm was overgrown in places.  It was resolved that Mr. J. Skittrall, Mrs. A. Weatherley and Mr. K. Metson inspect this path with a view to Mr. Metson clearing it under the P3 scheme.         

77. Riverside Walk
The Clerk read a letter from the Asset Management Department of BDC stating that its solicitor had identified all of the land to be transferred to BDC and Mr. Ladkin had been asked to supply a suitable Land Registry compliant plan.  His solicitors had been asked to register one area of land for which he cannot produce title documentation.  Once BDC is satisfied this has been done and the plan has been prepared it will be in a position to agree a form of transfer.    The PC was pleased to note the progress made.            

78. Update on Recreation Ground issues and refurbishment of toilets
Mr. J. Skittrall reported that three meetings of the Recreation Ground Advisory Group had taken place since the last PC meeting.   The quote from Shreeve Bros. for renovation to the toilets and a quote from Wellington Securities for roller shutters had been accepted.   It is intended that the renovation work commences during August 2007.  Although consideration had previously been given to carrying out the work in stages, it is desirable to carry out all the work at one time and the builders had kindly agreed a deferred payment of up to six months for the balance of the account if necessary.    Mrs. G. Massey (as spokesperson for the Finance and Funding Advisory Group) and Mr. A. Corder-Birch (as RFO) had both suggested using money from reserves to complete this project with the money from reserves being replaced in April 2008.   Mrs. Massey will call a meeting of the Finance and Funding Advisory Group to discuss the funding options prior to the July PC meeting.
With regard to the refurbishment of the tennis courts, which is still subject to funding, it was proposed that one side will remain as a tennis court, with the opposite side becoming a multi-sports area for basket ball, football training, etc.  The current proposal does not include lighting.  
The Recreation Ground Advisory Group will launch a feasibility study including funding for a sports facility within the village, which will take some time to investigate and thereafter will report back to PC.

79. Report of Halstead Traffic Management meeting
Mrs. G. Massey reported that she had represented SHPC at a meeting of Halstead Traffic Management on 11th June.   Mrs. Massey had requested a roundabout at the junction of Swan Street and Rectory Road, for which a letter of support was received from Mr. Beagrie.  Highways had claimed that a roundabout was not possible because of unequal traffic flow but Mrs. Massey had referred them to other examples such as the roundabout near Braintree College.   However Highways had agreed to carry out a traffic survey at the Swan Street and Rectory Road junction and had confirmed that S106 money was available for highway improvements in that area.  
Mrs. Massey also pursued the traffic calming signage which had been agreed for High Street Green.   The meeting had claimed that it could not be erected until Mrs. O. Cowell returns to duties.  Mr. R. Falco expressed concern about the delay by Highways, which was “not good enough” when SHPC had agreed to Highways recommendations many weeks earlier.    Mr. Falco had raised this issue with Mr. Finch on 19th May who agreed to pursue it.  Highways should carry out the work without further delay.  
Mrs. S. Allfrey (Chairman of Castle Hedingham PC) had raised the dangerous state of the traffic islands at Crouch Green, which was supported by Mrs. Massey.    The meeting agreed that Highways would investigate these.  Mr. M. Rudge reported that the signs had been knocked about several times.
Mrs. Massey was thanked for her report and for attending the meeting.

80. To approve expenditure for Youth Road Show
It was proposed by Mrs. A. Weatherley, seconded by Mrs. G. Massey and carried that the PC approve expenditure of £60 for the Youth Road Show on the Recreation Ground on 17th August 2007.

81. Report of Halstead Tasking Group Meeting and the ‘THF 07’ Road Show
Mrs. G. Massey reported that she had attended the Halstead Tasking Group Meeting on 5th June when a grant of £200.00 was awarded towards the cost of the ‘THF 07’ Road Show to be held on the Recreation Ground on 27th July 2007.   The Chairman and Clerk had represented SHPC at the Road Show meetings when arrangements for the event had been made.  It was reported that the Village Hall had since been booked for the event as well as the Recreation Ground.

82. Station Road issues
Ms. G. Massey reported that she was still waiting for the Chairman to forward to her emails from residents of Station Road expressing their concerns about lorries using Rippers Court.   SHPC was still waiting to hear from BDC and ECC Highways regarding their respective ownerships of the roadway and therefore responsibility for erecting proposed gates.   It was understood that the Chairman is dealing with these matters.  Arising from this matter Mr. J. Skittrall reported that he had spoken to the Police regarding the traffic congestion caused by indiscriminate parking in the vicinity of the traffic lights following which the situation had improved.

83. BDC Area Estates Inspection
The Clerk reported that he had met the BDC Area Estates Manager (and another BDC Officer) on 7th June and had since circulated a full written report to all Councillors.   The report was accepted and there were no questions arising from it.

84. To consider identification badges for Councillors
Mr. J. Skittrall insisted that identification badges for Councillors, is progressed as it is important for Councillors to have identification when carrying our PC duties in the village.   This was unanimously agreed and Mr. F. Swallow offered to make enquiries with BDC regarding the preparation, lamination and cost of identification badges similar to those used by BDC.   Mr. Swallow’s offer was accepted and he agreed to report back to a future meeting.

85. Report of ROSPA inspection on Recreation Ground
Mr. J. Skittrall reported that the ROSPA inspection had taken place on 16th May when the Inspector had been very impressed with the standard of the Recreation Ground.   Only one item required attention namely a spine on one piece of equipment in the skate board park, which was broken but not visible.  This had since been reported to Urban Ramps and will be replaced under the 25 year guarantee.

86. To consider grant to Hedingham Baptist Church
Councillors read a letter from Rev. Corson of Hedingham Baptist Church requesting a grant towards the cost of essential repairs to the building.  Details were given of the services which the Church provides for the village including the Coffee mornings in place of the Day Centre.   Following some discussion it was proposed by Mr. F. Swallow, seconded by Mrs. G. Massey and carried that no grant is made. 

87. 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:

88. Accounts for payment
The accounts listed in appendix 2 were presented for payment.  It was proposed by Mr. M. Rudge, seconded by Mr. F. Swallow and carried that the accounts are paid and that the donation of £75.00 to Hedingham Twinning Association is made under the provisions of S137 of the Local Government Act 1972. 

89. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge reported that a dog bin had been damaged near the Garages at Grays Mead, which Mr. Skittrall agreed to inspect.
b) It was agreed to sent a letter to the four Parish Councillors who did not seek re-election in May and also to Mr. S. Bolter, former District Councillor, thanking them for their service.  

There being no further business the meeting closed at 9.25 pm.