MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 10TH MARCH 2008 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, M. Rudge,
E. Snarey, F. Swallow and A. Weatherley
Mr. A. Corder-Birch (Clerk)
Mr. D. Finch (County Councillor)
Mr. J. Claydon (Environment Agency)
Together with 4 (four) members of the public.

327. Apologies for absence
Cllrs: J. Beavis (attending LGA Conference), V. Mullender (illness), W. Scattergood and J. Tame.

328. Declarations of interest
Miss. C. Cannell, Mrs. G. Massey and Mr. J. Skittrall all declared personal interests in connection with proposed grant to Hedingham Twinning Association as they are members of the Association.
No other interests were declared.

329. To confirm minutes of previous meeting held 11th February 2008
The minutes of the previous Parish Council meeting held on 11th February 2008, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

330. Matters arising from those minutes
There were no matters arising from the minutes.

331. Public Comment
Mr. Duncan Gilfillan raised the issue of tree felling in Alderford Street. He claimed that the “ill judged intervention” of Dr. Edwards, when Chairman of SHPC and of SHPC itself had, in his opinion, encouraged Mrs. S. Ripper to carry out unnecessary work. He explained that Alderford Street is in a Conservation Area and that the application had not been advertised. He claimed that “no heed” had been taken to protect trees in a Conservation Area and that alternative solutions were not considered. Mrs. G. Massey assured Mr. Gilfillan that SHPC takes Conservation Areas very seriously. The Clerk confirmed that SHPC had not acted ‘ultra vires’, the final decision to fell the trees had been made by BDC, the responsibility for advertising the application rests with BDC and Mr. Gilfillan had been advised by the Chairman to raise all these issues direct with BDC. Dr. Edwards had previously carried out extensive consultations with BDC, ECC and the Environment Agency before SHPC communicated with the applicant. It was confirmed that the Independent Tree Warden had been consulted, had no objections and had given advice concerning replacement trees. BDC had given permission to fell the trees conditional upon new trees being planted further back within nine months.
Mrs. Judy Veater asked why nearby trees owned by the former Chairman of SHPC had not been felled but it was understood that his trees were not causing damage to the brick wall. However trees at the other end of the site owned by Dr. Bainbridge may be the subject of a separate application for felling at a later date. Mr. Gilfillan emphasized that there were other options available to prevent the brick wall collapsing into the brook and causing potential flooding but did not give details. Mr. F. Swallow reiterated that BDC made the ultimate decision, it is guided by full time Officers, who are landscape experts and that SHPC had not acted improperly.

332. Address by Mr. John Claydon of the Environment Agency
The Chairman welcomed and introduced Mr. John Claydon of the Environment Agency (EA) to the meeting. Mr. Claydon outlined the history of the Halstead Dam following bad flooding in Halstead in 1947, 1958, 1979, 2000 and 2001. Various options had been considered and consulting engineers appointed who recommended the installation of a flood storage reservoir. Following public meetings and planning procedures a design was agreed and the structure built. The road diversion had added to the cost of the scheme but it was still within budget. A tree planting scheme had been carried out which will improve the appearance of the site in future years. The dam did not work until midnight on 20th January 2008. By reason of the levels, of which he gave full details, he advised that it is physically impossible for the dam to have any affect on the river level at Hulls Mill Lane, SH. Dr. R. A. Green accepted the position and asked if there was any other way his property could be protected. Unfortunately the only remedy is sandbags because no other scheme could be justified because of the cost.
With regard to the culvert under the A1017 road near the Sugar Loaves the EA considered that its size was insufficient. The grille has now been added to the EA routine clearance rota to clear regularly commencing immediately. It was not well designed and Mr. Claydon will ask for an improved design. He confirmed that it will be cleared once a week but when conditions are bad it will be cleared more often and as and when required.
Mr. D. Holmes enquired about the flood gates at Hulls Mill, which are rarely opened therefore allowing flood water to build up. Although responsibility for opening the flood gates rests with the riparian owner, it was understood that they were absent owners and therefore EA are empowered to open them and Mr. Claydon agreed to raise this issue with his Works Supervisor. However he pointed out that if they are left open it could affect other river users such as fishermen. Following some discussion it was agreed that gates should be opened by EA when required.
Mr. A. Law enquired about the flood gates at Alderford Mill. The EA wished to leave these gates open permanently but ECC as owners of Alderford Mill disagreed. The ECC Millwright asked for gates to be kept shut to prevent criminal damage when river is low. EA hold a partial head at Alderford Mill which puts some properties at risk which were flooded in 1947 and 2001. Difficulties were caused by culverts under the road, which could be larger, but the proposed flood prevention reservoir at Cobbs Fenn should help. Mr. Law reported that since the clearance of Alderford Brook last year the brook is coping.
Mr. F. Swallow reported that the river at Station Road is often high and Mr. Claydon explained the differences in responsibilities between EA and ECC Highways and stressed that Highways should keep the gullies clear.
With regard to potential flooding in Church Street, he advised that EA responsibility ends 200 yards beyond Church Street and will send SHPC a map showing the exact location.
Mr. E. Snarey reported that the new lagoons at Wethersfield Road were working well.
Mr. D. Gilfillan enquired about the proposed scheme for directing water around the rear of Alderford Street. Mr. Claydon explained that the idea was to get the water into the mill stream about one hundred yards down river. Unfortunately numerous landowners were involved and full landowner agreement was not forthcoming. It was generally agreed that the flood lagoon at Cobbs Fenn must be proceeded with.
The Chairman thanked Mr. Claydon for attending the meeting.

333. Chairman and Vice Chairman’s reports
The Clerk gave the Chairman’s report on her behalf and stated that Mrs. Beavis was concerned about the lack of progress with regard to a number of sites in the village including Tanners Dairy, the former Cinema site, Coopers Yard, Corders Yard, meeting with Premdor, gates at Rippers Court and affordable housing at Oxford Meadow. Mrs. Beavis had raised all these matters with the Development Director and his Deputy at BDC and hoped that progress can be made.
The Vice Chairman reported that on 5th March 2008, Mrs. J. Beavis, Mr. A. Corder-Birch and himself, had attended the High Sheriffs’ Awards at The Fennes Estate, Bocking when Mr. Jack Tame had been short listed for an award. It was an excellent evening, well attended and the High Sheriff was very impressive. Mr. Tame spoke and portrayed SH very well but unfortunately did not receive the award. Councillors congratulated Mr. Tame who is a credit to the village.
The Vice Chairman reported that he was the victim of vandalism on Friday evening, 7th March when some fifteen youths threw stones at the windows of his home. He dialed 999 but the Police only sent one PCSO. Mrs. G. Massey stated that the incident should have been dealt with by Police Officers with powers of arrest and not by PCSOs. Incidents had occurred in SH two weeks running and the village was not adequately policed. PCSOs dealing with 999 calls, is not acceptable and a heavier Police presence is required. Mr. F. Swallow asked for additional Police cover on Friday nights. Mr. D. Finch stated that he was sorry to hear of Mr. Skittrall’s problems and as a member of Essex Police Authority agreed to speak direct to the Chief Constable. Mr. Finch also invited Councillors to telephone him if the response from the Police is inadequate. He reported that the Police had been concentrating on metal thefts in the area and not ASB. Mr. Skittrall reported that he is now Vice Chairman of NAP.

334. Youth Council and THF 08 Reports
A written report prepared by Mr. J. Tame was read by the Clerk. The Youth Council is planning a team building day on 11th April with other Youth Councils, which may be a sponsored event. Plans are being made for a talent contest and quiz night to help raise funds and promote local talent. Arrangements are continuing for the THF08 event and funding avenues are still being explored. The Youth Council will carry out a survey at the Youth Club to help gain ideas. Mrs. G. Massey added that she had attended the THF08 meeting earlier in the day and the youth require an ice rink and pet show on the Recreation Ground in the summer. Mr. F. Swallow reported that he will be making an application to the Halstead Local Committee for funding for the Youth Council THF08 event.

335. County Council Report
Mr. D. Finch gave a detailed report of the ECC budget a copy of which is exhibited to these minutes.
Mr. R. Falco enquired about the signs for High Street Green. Mr. Finch confirmed that speed ‘plates’ will be erected on bends but not on the ‘gateway’ signs, which should be erected during April 2008.
Mr. E. Snarey enquired if youth training is supporting apprentices and their training. Mr. Finch confirmed that ECC is supporting young people in Essex to fulfill sporting potential and will enquire about Mr. Snarey’s query and inform him direct.
The opening ceremony of the lagoons will take place during April when all Parish Councillors will be invited to attend. Mr. Snarey reported upon the discovery of a very large brick built well on the site.

336. District Council Report
Mr. F. Swallow reported that he had attended Hedingham School with Mrs. J. Beavis the previous week to give talks to various classes regarding democracy. He read out BDC’s Direction and Ambition document for 2008-2012 a copy of which will be placed in the correspondence file for the next meeting.
Mr. Swallow was thanked for his report.

337. Planning
The minutes of the Planning Committee Meeting held on 22nd February 2008 had been circulated to all Councillors and it was resolved that the minutes be accepted in lieu of a report.
Miss. C. Cannell asked for clarification concerning the procedure for dealing with applications relating to tree felling or tree surgery work. The Clerk confirmed that all tree related applications are included in the weekly list which is forwarded to all members of the Planning Committee and the lists are also available for all Councillors in PC Office. The Tree Warden is consulted upon all applications and gives written advice, which is sent to BDC. On one occasion only, when the Tree Warden was away, one application had been referred to the Planning Committee for decision.

338. Footpaths
Dr. R. Green reported that with the help of Dr. N. Edwards, they had concentrated on footpaths in the Southey Green area. A number of obstructions had been identified which had been photographed by Dr. Edwards. The continuing obstructions had been reported to ECC who had written to the landowner late February giving him 28 days notice to remove obstructions. Thereafter an inspection will take place and any obstructions remaining will be subject to a further formal notice and failure to adhere will result in litigation.
Three kissing gates had been ordered to replace stiles and way markers and posts had also been ordered.

339. Riverside Walk
Dr. R. Green reported upon a successful litter pick and it was particularly pleasing that so many youngsters helped. Mr. R. Parmee had continued clearing the section towards Alderford Mill. Mrs. G. Massey and Mrs. A. Weatherley were pleased to report that an otter print had been seen near Alderford Mill.
The Clerk reported that he was in communication with BDC regarding the transfer of land from BDC to SHPC which will facilitate obtaining grants for the Riverside Walk as there were grants available to Parish Councils but not to District Councils. The PC approved the action of the Clerk and agreed that he should proceed.

340. Recreation Ground
a) Renovation to tennis courts
Mrs. A. Weatherley reported upon the loss of a grant of £10,000 from the Essex Environment Trust because of the loss of landfill sites in the Hedingham area. Therefore the Recreation Ground Advisory Group had met and recommended carrying out the work in stages with the fencing first and resurfacing at a later date. Mr. J. Skittrall reported that he had met Mr. P. Cook who was interested in quoting for the resurfacing work and had offered help with looking for alternative funding.
b) Toilets
Mrs. A. Weatherley reported on vandalism to the ladies toilets, which had since been repaired. Unfortunately the shutters had been found open and Wellington Securities will therefore provide further advice.
c) Inspection of playground equipment
Mr. J. Skittrall circulated a report of an inspection of all playground equipment, which was perused by Councillors and the contents noted. The annual inspection by ROSPA is awaited.
d) Work sheets
Mr. Skittrall also circulated a work sheet which Mr. Metson will be required to complete weekly commencing forthwith.
e) Proposed application for alcohol free zone
Mr. Skittrall reported that he had asked Mr. Metson to collect and label all alcohol bottles and beer cans found on the Recreation Ground with a view to providing evidence to apply for an alcohol free zone on the Recreation Ground. The Clerk agreed to inform Mrs. Robinson of this arrangement.

341. Report of meeting with ECC Highways
Mrs. G. Massey gave a report of a meeting with Mr. D. Finch and Mr. R. Wiltshire of ECC Highways on 29th February 2008. SHPC was represented by Mrs. J. Beavis, Mrs. G. Massey, Mrs. A. Weatherley and Mr. A. Corder- Birch. The following items were discussed and agreed:
Alderford Street – Twenty metres of double yellow lines opposite Mr. Rose’s entrance to facilitate access for him. Immediately following the meeting the Clerk had written to ECC Highways to formally request this work be carried out. ECC will now carry out consultations.
Swan Street - The proposed zebra crossing in vicinity of Doctor’s Surgery and PC Office will be investigated by ECC Highways who will report back by end of April 2008.
Alexandra Road, Church Street and School Road junction – not enough room for a crossing but lines will be provided in Church Street. ECC Highways sympathetic to problems and will refer to other agencies. Primary School recommended to, apply for a lollipop person.
Rectory Road and Swan Street junction – ECC Highways will ask Mr. Beagrie to remove obstructing fencing. They will also consider removing pavement in front of Sugar Loaves PH to form a filter road.
Oxford Meadow/Yeldham Road – ECC Highways will grant license for lay-by in front of Council Houses to be extended but will not contribute to cost, which must be met by GCH. GCH had already asked ECC for permission to extend, which will be granted.
Yeldham Road – a zebra crossing will be considered outside Hedingham School
Entrances to village – Site meeting to be arranged with Olive Cowell of ECC Highways to advise on locations and types of containers.
Yeldham Road – ECC Highways will plant trees between bollards and football pitch. When trees established bollards can be removed. Scrub on corner of Oxford Meadow will be removed.
Mr. E. Snarey and Mr. F. Swallow both expressed concern about safety of pedestrians with proposed filter road at Rectory Road junction. Mr. J. Skittrall explained that the problem is for traffic leaving Rectory Road and turning right. It was resolved to wait for Highways further advice. Mrs. G. Massey was thanked for her report.
Mr. F. Swallow reported that he still requires more volunteers for community speed watch.

342. To consider formation of Highways Advisory Group
It was resolved that a Highways Advisory Group is not required at present as Mrs. G. Massey represents SHPC at Halstead Traffic Management Liaison Panel Meetings and any action required can be considered by the Street Scene Advisory Group.

343. Report of River Colne Countryside Project AGM
Dr. R. A. Green gave a report of the River Colne Countryside Project Annual General Meeting, which he had attended with Mr. A. Corder-Birch on 5th March 2008. RCCP is now working with local schools and the following items were discussed:
a) Former First and Second World War pill boxes are being converted into bat roosts.
b) Artificial otter halts being provided – recent evidence of otters up stream at Sible Hedingham.
c) Propagation of elms involving taking cuttings of mature elms and replanting them.
d) Re-establishing black poplars in the Colne Valley area.
e) The establishment of community orchards.
f) The new Riverside Walk at Sible Hedingham.
Dr. Green paid tribute to Mr. R. Parmee who works very hard as Project Officer of the RCCP. He urged BDC and Colchester Borough Council to keep the project going.
Talks were also given by Mr. Simon Leatherdale of the Forestry Commission regarding the management of woodland for bats in the Colne Valley and by Mr. John Claydon of the Environment Agency concerning the River Colne. Dr. Green was thanked for his report.

344. To consider request from Hedingham Twinning Association for grant
The request by Hedingham Twinning Association for a grant was considered and a figure of £100.00 was suggested. Mr. E. Snarey queried the benefits of HTA. Mr. F. Swallow explained that it advertised the name of SH abroad and provided cultural exchanges and visits. Following some discussion it was proposed by Mr. F. Swallow, seconded by Mr. R. Falco and carried (with Mr. Snarey voting against) that SHPC make a grant of £100.00 to HTA.

345. Report of meeting regarding Rippers Court
Mrs. G. Massey gave a report of a meeting at Causeway House, Braintree held on 28th February 2008 when Mrs. J. Beavis and Mr. F. Swallow had also represented SHPC. Representatives of BDC, the Police and tenants of Rippers Court were also present. Unfortunately the meeting was not very successful and progress was blocked by negativity. However Inspector Pitcher had spoken well, was concerned about ASB and stated that the Police must have reports of all incidents. Unfortunately there was still no timetable for the gates, because of problems with the camber and slope in the road, but they should appear by the end of the year. Mr. F. Swallow recommended byelaws, but these must be applied for by BDC as they own freehold. Mrs. Massey and Mr. Swallow both expressed concern for residents living in Station Road and it was agreed to pursue BDC for provision and erection of gates as quickly as possible.

346. To consider applications to BDC Halstead Local Committee for funding
It was reported that at the Halstead Local Committee meeting on 11th March 2008 the following applications will be made:
Mr. F. Swallow will make an application on behalf of Hedingham Youth Council for funding towards the THF08 event.
Funding for SHPC for plant tubs for gateways to village and other locations to improve the appearance of the village.
Applications for (i) the cost of replacement swings in the children’s play area on the Recreation Ground and (ii) CCTV on the Recreation Ground to protect the newly renovated toilets and the tennis court area, will be made to the following meeting on 14th May 2008.

347. 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:
a) That the letter from Essex Police regarding policing in SH is referred to the Chairman.
b) That Mr. J. Skittrall attends the EALC Management of Cemeteries course on 23rd April 2008 and the PC pays the course fee of £90.00. The Clerk will book Mr. Skittrall onto the course.
c) The EALC and ECC Making the Links bulletin for February 2008 is referred to the Chairman.
d) SHPC retains Mr. R. Fox as internal auditor and offers an increased fee.
e) Letters from NATS and Stop Stansted Expansion were considered. It was agreed that SHPC offers to host a special meeting at SHVH for all Parish Councils within the Hedingham Ward, Yeldham Ward, Stour Valley North Ward and Gosfield.
f) Letters from James Dean Leisure & Entertainments and Circus Ferrel requesting permission to hold a fun fair and circus respectively on the Recreation Ground were refused in view of ASB.
g) The Plantscape catalogue for plants in public places was passed to Mrs. A. Weatherley to consider with Mrs. J. Beavis.
h) The Clerk reported that he had completed the Rural Services questionnaire for RCCE but had made it clear to them that this was the third such questionnaire he had completed in less than three years contrary to their assertion that it was the first since 2000.
i) A letter from Mr. P. Etherton regarding the erection of a fence around the football pitch at Oxford Meadow was considered. The Clerk reported that he had received several telephone calls and visits from residents complaining about the fence. He had explained that the property belongs to BDC and leased to the Football Club to whom representations should be made. Councillors considered that the fence blended in well and is required to stop dog fouling.
j) Mr. E. Snarey referred to correspondence regarding public transport services and reported upon revised arrangements for bus passes.

348 Accounts for payment
The accounts listed in appendix 2 were presented for payment together with a grant of £100.00 for Hedingham Twinning Association. It was proposed by Mrs. G. Massey, seconded by Mr. A. Law and carried that the accounts are paid and that the payment of £100.00 to the Hedingham Twinning Association is made under the provisions of S137 of the Local Government Act 1972.

349. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge reported that the fencing contractors had left a fence panel in the grass at Oxford Meadow and that it should be removed before the grass is cut.
b) Mr. A. Law gave his apologies for absence for the next meeting.
c) Mrs. A. Weatherley reported that she will raise the proposed spring litter pick at the Street Scene Advisory Group meeting on 14th March 2008.
d) Mr. R. Falco reported that Mr. K. Metson had done a very good job of removing the brambles at High Street Green but some of the debris needs to be removed to complete the work.

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