MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 9TH JUNE 2008 AT 7.30 P.M.

In the chair: Mr. J. Skittrall
Present: Councillors C. Cannell, R. Falco, G. Massey, V. Mullender, M. Rudge.
Mr. A. Corder-Birch (Clerk)
Mr. C. Stewart (Neighbourhood Watch Administrator)

59. Apologies for absence
Cllrs: J. Beavis (attending BDC meeting), Dr. R. Green (holiday) A. Law (holiday), E. Snarey (holiday) F. Swallow (attending BDC meeting) D. Finch, W. Scattergood and J. Tame.

60. Absent: Mrs. A. Weatherley

61. Declarations of interest
Mr. J. Skittrall, Miss. C. Cannell, Mr. R. Falco, Mrs. G. Massey and Mr. M. Rudge all declared a personal interest in connection with the two planning applications relating to Alderford Grange as they know the applicant. There were no other declarations of interest.

62. To confirm minutes of previous meeting held 12th May 2008
The minutes of the previous Parish Council meeting held on 12th May 2008, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

63. Matters arising from those minutes
a) Annual Report
Mrs. G. Massey reported that the School did not realize that the Annual Report should be colour and had therefore increased their quote to over £700. Paul Clark Printing had quoted £420 and a firm order had been placed with them. The reports should be printed ready for distribution next week. The Clerk reported that the PCSOs had offered to help with distribution.
b) Litter pick
It was reported that BDC had apologized for not sending a vehicle to collect the sacks of litter on 11th May. Thanks were recorded to Mr. A. Law for moving the sacks to the cage at the Village Hall in time for the BDC collection on 13th May.

64. Public Comment
There was no public comment.

65. Chairman and Vice Chairman’s reports
The Vice Chairman reported that Mr. B. Hoadley will clear Capes Chase this week including cutting all hedges and grass (but will leave areas of wild flowers). The work will be charged to ECC P3.
Mr. Skittrall reported upon discussions with Mr. K. Shears who has agreed to assist with sand bags/flood prevention and general maintenance work. The grass cutting work carried out by ECC Highways along Yeldham Road was described as “a disgrace” with areas not cut properly or at all and the scrub not cut back. It was agreed to raise these issues with Mr. D. Finch again.
The Parish Council had been well represented at the funeral of Mr. K. Metson on 5th June and his ashes will be placed in the GOR on 10th June.

66. Youth Council and THF 08 Reports
Mrs. G. Massey reported that she had attended the latest THF 08 meeting and good progress was being made with arrangements for the event on 26th July.

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

68. District Council Report
In the absence of Mrs. J. Beavis, Mrs. W. Scattergood and Mr. F. Swallow no reports were given save that Mr. Swallow is still seeking support for Speed Watch and requires volunteers. He had asked the Halstead Gazette to include it in their next edition. Mrs. G. Massey reported that at the Highways meeting it was stated that there was a back log with training, which was causing concern.

69. Planning
The minutes of the Planning Committee Meeting held on 20th May had been circulated and it was resolved that the minutes be accepted in lieu of a report.
Miss. C. Cannell reported that the following applications had been received and recommended as follows:
08/00895/LBC – Alderford Grange, 2 Alderford Street – Removal of plaster from west side of house and replastering/lime wash; application of lead to chimney haunches on west side of house; opening up of fireplace and addition of chimney pots – no objection.
08/00896/LBC – Alderford Grange, 2 Alderford Street – Re-rendering of front and side elevation of house; rebuilding parapet and parapet gutter and other works of repair – no objection.
08/00906/FUL – Allways, Station Road – Erection of double storey side extension over existing garage – no objection
08/00959/FUL – 3 Station Road – Erection of two storey side extension – no objection
08/00979/FUL – 21 Gibson Road – Change of use of land from highways land to private garden and repositioning of boundary fence – no objection and it was considered that the proposed fence would not obstruct visibility at the junction of Gibson Road with Recreation Road. With regard to the enquiry from ECC Highways relating to highway rights it was resolved that SHPC has no objection to the removal of any highway rights which may exist.
08/00982/FUL – 16 School Road – Proposed demolition of garage and utility and construction of single storey side extension, erection of front porch and rear conservatory – no objection
08/01061/FUL – Carters Barn, High Street Green – Change of use of field to natural pond and lawn area – no objection
It was proposed by Mrs. G. Massey, seconded by Mr. R. Falco and carried that the above recommendations are approved.

70. Footpaths
On behalf of Dr. R. Green the Clerk reported the following:-
ECC Highways had been asked to clear footpaths 89 and 94 in the vicinity of the flood lagoons in advance of the official opening on 18th June.
ECC Highways had written to the owner of 35 Station Road regarding the dangerous wire fence adjacent to footpath 95 and had agreed to provide planings and cut the hedge.
On 21st May the Parish Council had served a formal notice on ECC under the Highways Act 1980 reporting an obstruction to footpath 65 at Southey Green where a stile does not meet either national or ECC standards, being too high with no second step.
A meeting had taken place in PC office attended by Dr. R. Green, Mr. F. Swallow, Mr. A. Law, Mr. A. Corder-Birch and Dr. N. Edwards with Lisa Cross of P3 who advised about footpath maps, which Dr. Green is taking forward and will report on at a future meeting.
Mr. J. Skittrall reported that footpath 69 from the Windmill to Southey Green is obstructed by fencing in the vicinity of Hole Farm to keep sheep in, which will be investigated.
Mr. Skittrall reported that the northern end of footpath 54 will be sprayed with weed killer and re-seeded with grass.

71. Riverside Walk
It was reported that the nettles had been cut along the path at the Riverside Walk.

72 Recreation Ground
Mr. J. Skittrall reported upon the following items:
a) That the application for a grant from the Foundation for Sports and Art had been passed to their Trustees for consideration.
b) The proposed grant via Patrick Cook may not materialize and will be investigated further.
c) Mrs. A. Weatherley will make other funding applications for the tennis court renovations.
d) The Clerk had placed an order with G. L. Jones Playgrounds for new swings and had specifically asked for installation by mid July.
e) The ROSPA inspection had taken place and a glowing report given upon the play ground equipment. In view of complaints from a resident, the new gates at each end of the Recreation Ground had been particularly inspected and found to be completely safe and in order. It was noted that prior to the ROSPA inspection Mr. B. Hoadley had carried out an additional six hours work upon the areas around the equipment.
f) Vandalism, rubbish and particularly broken bottles was still a major concern on the Recreation Ground and the bricks in the shelter were now being damaged. It was emphasized that the Police need to ensure that youths behave themselves on the Recreation Ground.
g) The specification for CCTV had been completed (see minute 77 below)

73. To approve accounts for 2007-2008
The Clerk reported that the Parish Council Accounts for the year 2007-2008 had been audited by Mr. R. Fox, the internal auditor and found in order. The accounts were circulated to all Councillors. It was proposed by Mrs. G. Massey, seconded by Miss. C. Cannell and carried that the accounts for the year 2007-2008 and the annual governance statement set out on page 3 of the annual return are approved. The accounts will now be sent for external audit.

74. Report of Halstead Traffic Management Liaison Meeting held 9th June 2008
Mrs. G. Massey reported that she had attended the Halstead Traffic Liaison Meeting on 9th June and that the only item of significant interest to Sible Hedingham was the concern about a new distribution depot built on the Suffolk side of Haverhill by-pass, opposite the Percy Dalton peanut factory. This will be a depot for Collina who distribute health drinks. When the depot opens in August there will be 40 tonne lorries every 10 minutes 24/7, 363 days per year. There had been a distinct lack of communication between local authorities resulting in little time to make representations. Traffic surveys had been undertaken and another will be carried out for comparison after the depot opens. Sturmer Parish Council intend to invite a representative from Collina to a future meeting and will extend the invitation to Parish Councils along the A1017 including Sible Hedingham, which will be affected by increased traffic movement. Concern was expressed that traffic from Harwich is more likely to use the A1017 rather than the A14. When the Dalton factory was built, the sum of £70K had been secured under a S106 Agreement, which is in the process of being spent, but the Collina depot will only bring in £20K
The Halstead Traffic Management Liaison Panel may cease to exist and it was agreed that the Clerk writes to Norman Hume, Cabinet Member for Highways and Transportation to oppose the change and ask for the present format to be retained.

75. To review street lighting maintenance agreement
The Clerk reported that the existing street lighting maintenance agreement with A & J Lighting Solutions (as successors to Just Lamps) will end in August 2008. They had invited the Parish Council to enter into a new agreement for either three or five years. The Clerk had made calculations of the figures involved and recommended the five year agreement. It was proposed by Mrs. G. Massey, seconded by Mr. R. Falco and carried that the Parish Council enters into a five year maintenance agreement, being more cost effective than the three year agreement.

76. Presentation upon Neighbourhood Watch, Essex Watch and NAPs
Mr. J. Skittrall welcomed Mr. Clive Stewart to the meeting who produced various handouts upon contacting the police, neighbourhood policing. neighbourhood watch, Essex watch, administrator’s report, newsletters and details of the attendance of the Mobile Police Office in the area. Mr. Stewart reported that Essex Police has formed Essex Watch to improve communications between the Police and the Public particularly to help the Police with feedback from the public. He helps NAPS and will be attending the Hedingham meeting on 12th June. He reported increasing numbers of residents joining Neighbourhood Watch in SH and the Braintree District and urged everyone to use the Mobile Police Office in SH.
Concern was expressed about the apparent reduction of Police presence in SH particularly when large numbers of youths were drunk on the Recreation Ground and when a Councillor’s house was attacked. It was understood that there was a Neighbourhood Watch Coordinator living near the Recreation Ground.
Residents were not able to report crimes to the Mobile Police Office, which Mr. Stewart agreed to raise with PC. T. Wilson. The Chairman thanked Mr. Stewart for attending the meeting.

77. To consider applications to BDC Local Committee for funding
It was reported that the CCTV application had been deferred. A meeting had since taken place with PC. Butler, Crime Prevention Officer, which had been very useful. The location of various cameras had been discussed and PC Butler had given good advice. A revised and improved application will be submitted for the Local Committee meeting to be held on 10th September 2008. It was agreed that SHPC will provide a man to carry out ground work and hire machinery as an element of match funding.

78. 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 agreed:
a) A letter from Mrs. B. Robinson regarding litter in the churchyard be referred to the Church.
b) A letter and map had been received from ECC Highways specifying the area of publicly maintainable highway but the area of concern was not included. This appears to be owned by GCH whose Area Estates Officer will be meeting Mrs. J. Beavis on 26th June when this area will be discussed.

79 Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed by Miss. C. Cannell, seconded by Mr. R. Falco and carried that the accounts are paid. Mrs. G. Massey referred to the account from BDC for £372.01 for provision of blue trade waste sacks which were essentially for use by SHVH. Although SHPC agreed to purchase some sacks in exchange for the use of the cage and will pay the current invoice, it was agreed that in future the VH should order and pay for their own sacks and that in consideration of the use of the cage, SHPC will review the amount of the grant payable to the VH. Mr. Skittrall reported that the VH Committee will be reviewing trade waste at its meeting on 10th June.

80. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge reported an anti social incident involving a dog on Grays Hall Meadow upon which the Dog Warden of BDC will be consulted.
b) Mr. Rudge thanked Mr. Skittrall for his tribute to Mr. K. Metson at his recent funeral.

There being no further business the meeting closed at 8.50pm