Minutes of the Parish Council Annual General Meeting

Minutes of Meeting held on Monday 9th May 2005

At 7.30pm at the Village Hall, Parkfields off Alexandra Road

Present:

Cllr. G. Massey, Chairman; Cllr. J. Skittrall, Vice-chairman; Cllr. C. Cannell, Cllr. P. Day, Cllr. N. Edwards, Cllr. J. Ferrando, Cllr. R. Green, Cllr. J. Hatfield, Cllr. D. Holmes, Cllr. A. Law, Cllr. E. Snarey, I. Smith (Clerk).

Two members of the public were present, Mr. F. Ladkin, parishioner,

and Mr. Ben Attenborough, Halstead Gazette.

PCSO Debbie Green arrived part way through the meeting.

The Chairman welcomed the members of the public to the meeting.

1. Apologies for Absence: County Cllr. David Finch, District Cllr. Jo Beavis, District Cllr. Stephen Bolter, District Cllr. Wendy Scattergood (all attending other meetings in the locality). Cllr. C. Chapman (work), Cllr. M. Rudge (ill health).

2. Declarations of Interest

None.

3. Election of Chairman

Cllr. Snarey nominated Cllr. G. Massey.   Seconded: Cllr. Edwards.   Agreed unanimously.

4. Election of Vice-chairman

Cllr. Massey nominated Cllr. J. Skittrall.   Seconded: Cllr. Edwards.   Agreed unanimously.

The Chairman sought permission to bring forward Item 7 on the Agenda as Mr. Ladkin had attended the meeting to particularly discuss this item.   Mr. Ladkin asked why double yellow lines were being considered along part of Alderford Street close to the mill.   He felt this was solely for the good of Mr. Rose's business.   Mr. Ladkin added that parking had not been a problem until Mr. Rose had changed the use of premises and was now using trailers to tow vehicles into his yard off Alderford Street.   Trees had recently been lopped at a nearby property at Mr. Rose's request to allow access to his site for a crane.   Mr. Ladkin wondered if the lopping had been legal as it was in a conservation area.   Cllr. Skittrall advised Mr. Ladkin that Mr. Brian Taplin, BDC Enforcement Officer, was looking into the change of use of the premises and would report back to the Parish Council.   It was strongly stressed that neither the proposed double yellow lines nor the Residents' Parking Scheme was a foregone conclusion.   These issues were still being widely discussed.   Mr. Ladkin was assured that the Parish Council would keep him informed of any further developments on these issues, or indeed on any other highway issue which might arise in the Alderford Street locality.

5. Appointment of Representatives and Chairmen to Committees

It was decided to close the Practices and Working Procedures committee as it had now fulfilled its original purpose. It was also proposed to merge the Website with the Village Design Statement committee, which would replace the Village Plan committee.   The clerk will send Members an updated copy of all Committees and their elected Chairmen.

6. Minutes of the Last Meeting held on 11 th April 2005

Item 7, page 232 should read "County Election", not General Election.

Subject to the above alteration, it was proposed that the Minutes be accepted as a true record.

7. Public Comment

This item had been brought forward at the Chairman's request.

8. District / County Councillors' Reports

There were no reports.

8a. Chairman's Report

Cllr. Massey reported that it had been an interesting first year in this rôle, with a very steep learning curve to boot.   With last week's election in mind, people asked her what party she represented.   As such, the Chairman felt it necessary that it should be Minuted that Parish Councils were non-political organisations and had to keep an unbiased attitude towards matters.

Cllr. Massey advised that Cllrs. Skittrall, Chapman and Cannell had attended a SARA meeting with District Cllr. Jo Beavis.   There had been a recent spate of youths using the lower car park behind the Co-op to practice hand brake turns late at night, with the resultant noise and litter.   BDC are investigating the possibility of gating the car park or installing speed humps.   Cllr. Skittrall and the Chairman argued for a whole village approach, not just one area.   Cllr. Massey has since received an e-mail from Julie Payne at BDC advising that she is setting up a Community Action Team which will involve the BDC and is akin to an upgraded SARA.   The CAT operation will be specifically aimed at the Hedinghams and a meeting is to take place next week which Castle Hedingham and Sible Hedingham will attend.   The Chairman, Cllrs. Tony Law and Jason Ferrando will   attend this meeting.   Members will be kept informed of progress.

All BDC owned swings have been removed from Sible Hedingham, but this is in fact a nationwide strategy for safety reasons.   The Clerk is chasing for early replacement.  

The meeting to discuss a joint Youth Council meeting with Castle Hedingham had now been delayed until June.   Sible Hedingham will be represented by the Chairman and Cllrs. J. Ferrando and A. Law.   A former teacher and director of Castle Players is about to retire and is very keen to set up a Youth Theatre Group.   Ian Higgins and Trevor Hood from Castle will be attending to a meeting concerning funding next week and we will discuss this further if funding proves to be available for this project.

Cllr. Holmes stated that he had been called out   around midnight one evening last week and had noticed police patrolling the Co-op area.   They were still in evidence when he returned home at about 1.10am.   It was evident that serious consideration was being given to the anti-social behaviour currently being experienced locally.

The Chairman asked Members to contact the Clerk with any items they would like placed on the Agenda for the next Cluster Group Meeting to be held on 24 th May at Little Yeldham Village Hall.   An item for Village Warden was suggested by Cllr. Day and will be put forward.

8b. Vice-Chairman's Report

Following a further complaint about the state of litter outside The Hedingham Chippy, I visited the owner on Friday evening.   On explaining the problem he said that he was prepared to empty our litter bin daily if required, if he could have a key to the bin.   This was given to him on Saturday and the situation has now improved.

We have received a letter from BDC concerning a possible BMX track on the Recreation Ground, as considerable damage has been caused to areas of Parkfields by youngsters trying to build their own track.   The damage also reflects a decision made by the Village Hall Management Committee at their last meeting.   Following warnings twice given by two committee members to youngsters damaging the ground, on the third occasion the police were called.   A policy of Zero Tolerance on damage to the hall and grounds is now in operation, as the youngsters showed no respect for other people's property and just gave a load of cheek when spoken to.

The May Fair passed without problems, other than the toilet block that had been cleaned and put into service for the event had to have two locks cut off due to a compound being inserted into the lock.   These locks were replaced by Mr. Metson who secured the building later in the evening.   This problem was not down to the organisers of the event.

On Saturday morning I will be working with Mr. Metson to establish his cleaning route;   priority will be given to the Recreation Ground on Saturday mornings.

The Oak tree commemorating Tommy Gaw's long service to the parish has now been planted.   A brass plaque has been made and is ready for installation.

9. Matters Arising

Members decried the fact that the NHS Care Trust meetings concerning the proposed    new surgery at Great Yeldham had been timed most inappropriately.   It was pointed out that most members of the public would not be available to attend at these times.

10. Correspondence - Appendix 1

Item 6 - The Chairman advised she was unable to attend this course.   Cllr. Skittrall to speak to Cllr. Chapman to ascertain whether he wished to attend instead.

Item 18 - Cllr. Edwards stated that he thought a reply was required as some of the information was unclear.   Clerk to write to MORI.

11. Committee Reports

Planning:

There were NO OBJECTIONS to the following applications:

05/00651/FUL - 2 Webster Close.   Proposed single storey front extension.

05/00653/FUL - 1 Webster Close.   Proposed single storey front extension.

05/00742/FUL - Merradrian House, 13 Wethersfield Road. Proposed replacement of roof with attic accommodation.

05/00719/FUL - Rookwoods, Yeldham Road.   Proposed tennis court.

05/00674/FUL - 32 Potter Street. Proposed erection of wooden feather board fence at front of property.

05/00675/LBC - 32 Potter Street. Proposed erection of wooden feather board fence at front of property.

The Committee had no comments about this application as the Listed Buildings group will

make the final decision.

05/00680/FUL - Land rear of 9 Recreation Ground. Erection of detached two bedroom bungalow.

The Committee feel this is a crowded and unnecessary development that will affect neighbours in Cambridge Avenue, Spurgeon Close and the Recreation Ground.

The proposal to accept the Planning Committee's decisions was put by Cllr. Massey and agreed unanimously.

Burial Ground

All the details are now almost completed, including service pipes etc.   A meeting was held with Mr. and Mrs. May of Rectory Meadow to hear their concerns about rubbish being dumped and trees planted.

Footpaths

Cllr. Hatfield produced an excellent map and details of a walk to be known as the "Pauline Stevens' Walk" for each Member.   The route covers approximately 3 miles.   The P3 partnership is prepared to meet half the cost of installation of signage.   The Footpath Committee will pursue this avenue and report back with costings.

Recreation Ground

The aluminium signs, for the skate park site, to be powder coated white with red lettering, will be available from Day Signs of Sible Hedingham next week.  

Eric Mayes is being chased for quotes for shrubs to be planted along one boundary.

Since the safety scare which resulted in BDC removing all their own swings from play areas, the manufacturers of Parish Council owned swings were contacted and we were informed they were of a different specification.   Cllr. Skittrall stated that the Parish Council owned swings are safe and recently underwent a full RoSPA inspection.

Two meetings had been held during the month to discuss the issue of a Village Warden.   Although a similar position had been advertised over a year ago, no interest had been shown then.   What sort of person would be willing to take on this rôle?   Several security firms had been approached but had not sent out literature or prices.   However, the Chairman has managed to obtain a 16-page proposal from another security firm who already deal extensively with the police force.   It was decided to leave this issue in abeyance until the proposed CAT meeting has been held.

P.C.S.O. Debbie Green, who patrols the village on 2 days per week, said she would be willing to liaise with any firm employed in order to ensure that all areas of the village were covered.   Funding is to be sought to finance this project and it was agreed that the Chairman should slowly pursue this possibility and report back to Members.

The Chairman reported that Debbie Green's presence had been favourably noticed by parishioners.

Water Management

Cllr. Snarey did not have much news to report on this issue.   No problems had been encountered at Wethersfield Road, and the ECC and Environmental Agency had found no evidence of greater crested newts being sighted there.   The Alderford Street scheme is still hidebound.   Acquisition of land at the Swan Inn end of the village was at a standstill and there had been no movement on the purchase of land there.   Cllr. Snarey will again raise the issue at the next meeting in June.

Concerning the Halstead Flood Defence work no being undertaken, assurances have been given that these works will not have the effect of backing up water towards Sible Hedingham.

Website

Cllr. Ferrando had nothing to report.

12. Approval of Annual Accounts 2004-2005

Due to a hold up at the internal auditor's office, these accounts were not available.   However, they will be sent out to Members within the next week for approval at the meeting in June.   The Chairman congratulated the Clerk on the swiftness with which she had prepared the Annual Accounts.

13. Salary increase reviews

Cllr. Skittrall proposed the Clerk's salary be increased in accordance with N.A.L.C.

guidelines.   However the Chairman rightly suspected that recent legislation and assessment was now more complex.   This item to be placed on the Agenda for the June meeting.

14. Approval sought for replacement and reconnection of street light near to 41 Station Road

The Members were handed a breakdown of costs by the Clerk and it was decided to go ahead with this project.   Proposed: Cllr. Cannell.   Agreed unanimously.

15. CCTV Update

No report was available due to Cllr. Chapman's absence.   This item will be placed on the Agenda for the June meeting.

16. This item was withdrawn from the Agenda, due to financial administrative difficulties.

It was proposed that Members might like to donate personally. A letter and a card, signed by all the Council Members, will be given to Danny Moores.   Cllr. Snarey proposed a donation of £10.00 per councillor, to be handed to Vice-chairman Skittrall.

17. Accounts for Payment - Appendix 2

The accounts were passed for payment.