MINUTES OF SIBLE HEDINGHAM ANNUAL PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 14TH MAY 2007 AT 7.30 P.M.

In the chair: Dr. N. Edwards (for items 30 to 33) and Mrs. J. Beavis (for items 34 onwards)
Present: Councillors S. Brown, C. Cannell, R. Falco, R. Green, A. Law, G. Massey, V. Mullender, M. Rudge, J. Skittrall, F. Swallow & A. Weatherley.
Mr. A. Corder-Birch (Clerk).
Together with 1 (one) member of the public.

30. Apologies for absence                       
Councillor. E. Snarey (recovering from accident)
Mr. D. Finch (County Councillor) & Mrs. W. Scattergood (District Councillor)

31. To co-opt Councillors to fill casual vacancies
The Clerk reported that three candidates had applied to fill the three vacancies on the Parish Council as follows:
Miss. S. Brown, Dr. R. A. Green and Mr. V. Mullender.
It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that Miss. S. Brown, Dr. R. A. Green and Mr. V. Mullender are co-opted onto the Parish Council to fill the vacancies.

32. Declaration of Acceptance of Office
Miss. S. Brown, Dr. R. A. Green and Mr. V. Mullender then signed their Declarations of Acceptance of Office and undertaking to abide by the Code of Conduct in the presence of the Clerk.   The Clerk reported that all other Councillors had previously signed their Declarations except Mr. E. W. Snarey.  It was resolved to grant Mr. Snarey an extension of time to at or before the next meeting to sign his Declaration.

33. Election of Chairman
Dr. N. Edwards as retiring Chairman asked for nominations for Chairman.  It was proposed by Mrs. G. Massey and seconded by Mr. J. Skittrall that Mrs. J. Beavis be nominated as Chairman.  There being no other nominations it was unanimously carried that Mrs. Beavis be elected as Chairman for the ensuing year.
Dr. Edwards then vacated the Chair which was taken by Mrs. Beavis who then signed her Declaration of Acceptance of Office as Chairman.

34. Election of Vice Chairman
It was proposed by Mr. R. Falco and seconded by Mr. M. Rudge that Mr. J. Skittrall be re-elected as Vice Chairman.   There being no other nominations it was unanimously carried that Mr. Skittrall be re-elected as Vice Chairman for the ensuing year.

35. Election of Planning Committee
It was unanimously resolved that the following Councillors be elected to the Planning Committee for the ensuing year:
Miss. C. Cannell (Chairman and Spokesperson), Mrs. J. Beavis, Miss. S. Brown, Mr. R. Falco, Dr. R. Green, Mrs. G. Massey and Mr. J. Skittrall.

36. Election of Advisory Groups
Mrs. G. Massey proposed that the PC reverts to Committees and not Advisory Groups and following a brief discussion the Chairman ruled that Advisory Groups should remain for the time being.   The following representatives were elected (with the Chairman and Vice Chairman being ex-officio members of every Advisory Group):
Burial Ground: John Skittrall (Spokesperson), Jo Beavis, Martin Rudge, Ted Snarey.        
Emergency Planning: John Skittrall (Spokesperson), Jo Beavis, Vaughan Mullender, Fred Swallow.

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Finance and Funding: Gill Massey (Spokesperson), Jo Beavis, Christine Cannell, Adrian Corder-Birch, John Skittrall, Anglea Weatherley.
Footpaths and PROWs: Ron Green (Spokesperson), Jo Beavis, Sam Brown, Ramon Falco, Tony Law, John Skittrall, Fred Swallow.
Horticulture: Angela Weatherley (Spokesperson), Jo Beavis, Ron Green, John Skittrall.
Public Transport: Ted Snarey (Spokesperson), Jo Beavis, John Skittrall.
Recreation Ground: John Skittrall (Spokesperson), Jo Beavis, Sam Brown, Ron Green, Gill Massey, Vaughan Mullender, Martin Rudge, Angela Weatherley.
Water Management: Ted Snarey (Spokesperson), Jo Beavis, John Skittrall.
It was resolved that the former Village Design Statement Advisory Group should cease to exist as VDS is no longer PC led and is continuing as a separate entity.  

37. Appointment of Councillors to other organizations
The following appointments were agreed:
SARA: Christine Cannell, Ray Falco, Vaughan Mullender & John Skittrall (with Jo Beavis BDC rep.)
Halstead Police Community Safety Tasking Group: Mrs. G. Massey.
Halstead Traffic Management Liaison: Mrs. G. Massey
Essex Association of Local Councils: Mrs. J. Beavis.
Braintree Association of Local Councils: Mrs. J. Beavis and Mr. A. Corder-Birch
Hedingham Twinning Association: Mr. J. Skittrall & Mrs. G. Massey (with Mrs. Jo Beavis as President of Hedingham Twinning Association).

38. Declarations of Interest
Miss. S. Brown declared an interest in connection with the proposed fence at the rear of 5 Hawkwood Road as she knows the owners.   No other interests were declared.

39. To confirm minutes of previous meeting held 11th April 2007
The minutes of the previous Parish Council meeting held on 11th April 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

40. Matters arising from the minutes
a) Halstead Police Community Safety Tasking Group
Mrs. J. Beavis agreed to forward emails from residents of Station Road, who were disturbed by vehicles at Rippers Court, to Mrs. G. Massey to raise at the next Tasking Group meeting.
b) Shiam Service Station, Swan Street
It was understood from the Planning Enforcement Department of BDC that the new advertising boards amounted to non compliance and a planning application was required.  One application had been made which had been rejected as incorrect and BDC were waiting for a new application in the correct form.
c) Hedingham Road Show      
Arising from the SARA report it was noted that the Hedingham Road Show had been arranged for Friday, 27th July 2007 from 2 to 6pm on the Recreation Ground.  The Parish Council gave its permission for the use of the Recreation Ground.
d) Fence at Churchyard
Mr. J. Skittrall reported that the broken fence in the Churchyard should be repaired by the Church.

41. Public Comment
There was no public comment.  The Chairman proposed that in future the time allowed for public comment should revert to 15 minutes.  This was seconded by Mrs. G. Massey and carried.    

42. Chairman and Vice Chairman’s reports
The Chairman invited the Councillors and Clerk to a ‘get together’ for an informal discussion in the Meeting Room at the PC Office on a date and time to be fixed.

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The Vice Chairman welcomed Mrs. J. Beavis as the new Chairman of the Parish Council and also extended a welcome to new Councillors.  Mr. Skittrall also reported that he had represented the Parish Council at a recent Hedingham Twinning Association event held at the Village Hall. 
The retiring Chairman, Dr. N. Edwards, presented all new Councillors with a definitive map of footpaths.

43. Youth Council Report
In the absence of Mr. J. Tame no report was given.      

44. Essex County Council Report
In the absence of Mr. D. Finch no report was given.  However the Clerk reminded the meeting that Mr. Finch would be holding a surgery at the PC Office on 19th May from 10am to 12 noon. 

45. Braintree District Council Report
The Chairman proposed to encourage County and District Councillors to give brief written reports if they were not able to attend PC meetings otherwise short verbal reports restricted to issues concerning Sible Hedingham only.   This proposal was welcomed by Councillors and approved.
Mr. F. Swallow reported that he had been elected to the Halstead Area Committee, the Licensing Committee and the Audit Panel. 
Mrs. J. Beavis reported that she had been elected as a Cabinet Member and that some restructuring of BDC including committees and meetings had been proposed which would be considered in the near future.                   

46. Planning
a) Planning applications
Miss. C. Cannell reported that the following applications had been made and recommended as follows:
07/00659/FUL – Hare House, Wethersfield Road – Erection of single storey rear conservatory extension – no objection.
07/00672/FUL – 8 Gibson Road – Demolition of existing rear extension and construction of a new single storey rear extension – no objection.
07/00613/FUL – Countryside, Swan Chase – Change of use of paddock to domestic garden, removal of part of building, removal of concrete track, formation of gravel track, realignment of fence – no objections.
07/00669/FUL – Land adjacent to 1 Hawkwood Road – Erection of four bedroom detached house (amendment to approved application 06/01548/FUL) – no objection – an improvement on previous permission.
07/00689/LBC – Red House Farm, Morris Green – Re-open sealed fireplace and install woodburner, insert cast iron air vent to outside wall – no objection.
07/00773/FUL and 07/00774/LBC – Forest Home, 58 Swan Street – Erection of two storey extension (to replace previously approved larger single storey extension) – objections from member of the public adjacent to site taken into consideration – opposed on grounds of overlooking, overdevelopment and contrary to policy.   The Chairman offered to attend Planning meeting to speak against this application.
07/00844/FUL and 07/00845/LBC – The White Horse, 39-41 Church Street – Erection of decking area with glazed roof – no objection.
07/00912/FUL – Graves Hall, Graves Hall Road – Installation of tennis court – no objection. 
It was proposed by Mr. R. Falco, seconded by Mr. A. Law and carried that the above recommendations are approved.
b) Planning decisions
At the suggestion of the Chairman it was resolved that it is not necessary to report upon planning decisions in future because the weekly decision list is available in PC Office for perusal by all Councillors.     

47. Village Design Statement
Mrs. G. Massey reported that the VDS open day on 21st April 2007 had been well received and that the VDS stand at the May Day Fair had been equally successful.  The next VDS meeting will take place on 16th May.   Mrs. Massey was thanked for her report.

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48. Footpaths and rolling programme
The Clerk reported that the work which had been identified in the report and should have been carried out by 1st April 2007 had still not been completed.   Dr. R. A. Green will give future reports.     

49. Riverside Walk
It was noted that the S106 Agreement had still not been completed.    The Chairman reported that she had spoken to Mr. Adam Davies of BDC and understood that Mr. Ladkin’s Solicitors were in communication with BDC’s Solicitors and expected an agreement to be signed shortly.   The matter was again being dealt with by Ms. Sarah Burder, Asset Support Officer of BDC and it was agreed that the Clerk should write to her to obtain an up to date report.  The Clerk reported upon various financial contributions, which should be made to BDC under other S106 Agreements to finance the construction of the walk.  Apparently Mr. M. Crow was satisfied that the access from the Premdor site to the Riverside Walk was wide enough.          

50. Water Management
a) Alderford Street brook
The Clerk reported that communications were still taking place with Mr. R. Wiltshire of ECC Highways with a view to installing grilles to protect the entrances to the culverts.   He had claimed that this was contrary to Environment Agency policy and therefore declined to provide grilles.  However it was understood that other regions of the Environment Agency provide grilles at such locations and therefore it was agreed to vigorously pursue Highways to provide grilles in Alderford Street.

b) Holding Reservoirs at Wethersfield Road and Cobbs Fenn
The Clerk reported that the final land acquisition for the holding reservoirs in Wethersfield Road was completed on 11th May and therefore construction should commence in about August 2007.   There was no further news regarding the land acquisition at Cobbs Fenn. 

51. Update on Recreation Ground
A meeting of the Recreation Ground Advisory Group was arranged for Friday, 25th May 2007 at 4pm in the Parish Council Office when consideration will be given to inviting representatives from other organizations such as the Youth Council and Hedingham Hawks to join the Group.

52. To consider quotes for renovation to toilets
Mr. J. Skittrall reported that a meeting of the Recreation Ground Advisory Group had taken place on 11th May when three tenders for renovation to the toilets had been received and considered.  These tenders were for £44,781.68, £42,581.00 and £36,577.00 (all excluding VAT).  The funds available will not cover the full cost and therefore consideration will be given to replacing roof, shutters and possibly disabled toilet (subject to builder advising what is feasible for disabled toilet).  The remaining work can be carried out at a later date when further funds are available.  The Recreation Ground Advisory Group recommended that the tender of Shreeve Bros be accepted and it was proposed by Miss. C. A. Cannell, seconded by Mrs. G. Massey and carried that this recommendation be approved.

53. To approve Annual Report for 2006-2007 and to consider printing and distribution
Dr. N. V. Edwards had previously circulated the draft report for 2006-2007 to all Councillors and subject to minor observations the text was approved.   He proposed a similar format to the previous report for 2005-2006, with colour prints on the cover only.   This should result in an acceptable price for printing.  Mrs. G. Massey offered to type set the report and it was resolved that Dr. Edwards and Mrs. G. Massey discuss this possibility out of the meeting.  Distribution was also discussed.  A commercial distributor had charged £30 per thousand for distribution in the central areas of the village in 2005 and if this was acceptable Dr. Edwards offered to deliver the report to all remaining and outlying areas.   After some discussion it was proposed by Mr. R. Falco, seconded by Mr. F. Swallow and carried that a total of £900.00 is allowed for the annual report made up as to £650 for printing and £250 for distribution.

54. To consider purchase of litter bin for bus shelter at Station Road
Mrs. A. Weatherley requested that consideration be given to provision of a litter bin at the bus shelter in Station Road.  Miss. C. Cannell had received complaints that there were insufficient litter bins in

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Hedingham School grounds.   It was agreed to defer this item and that in the meantime Mr. J. Skittrall and Mrs. A. Weatherley should meet on site to discuss if a bin is required and if so where it should be located.

55. To consider application for grant from BDC Rural Communities Development Fund 2007-8
The Clerk reported that BDC had invited applications for grants from the Rural Communities Development Fund for which the closing date is 15th June 2007.   Up to £5,000 can be applied for to which the PC will need to provide 25% match funding of up to £1,250.   It was proposed by Mrs. G. Massey, seconded by Mr. J. Skittrall and carried that a grant for further funding towards the renovation of the toilets on the Recreation Ground should be applied for. 

56. To consider request from new gravedigger to take digger across Grays Hall Meadow
The Clerk reported that as requested at the previous meeting he had discussed this matter with Rev. Des Kelly.  Other issues need to be considered and Rev. Kelly will discuss these with the gravedigger and local undertakers and thereafter revert to the PC.  In the meantime it was agreed to defer this matter pending communication from Rev. Kelly.   Mr. J. Skittrall stated that all requests for funeral related vehicles crossing Grays Hall Meadow had been refused in the past.      

57. To consider renewing Street Scene Partnership with BDC for year 2007-2008
The Clerk reported that BDC had invited the PC to renew the street scene partnership for 2007-2008.  BDC had originally proposed a figure of £8,297.32, which the Clerk had pointed out to BDC was incorrect.  Following further communications BDC had eventually agreed with the Clerk that the correct figure should be £8,494.00.   This is made up as to £5,781.60 for grass cutting (to include the extra work at Park Court) and £2,712.40 for street cleansing.   It was resolved to renew the agreement for 2007-2008 and that the Chairman and Vice Chairman should visit Mr. Paul Partridge of BDC in an endeavour to negotiate an increased amount for street cleansing from 2008 and for grass cutting in Spring Way. 

58. To approve Petty Cash statement
The Clerk circulated an up to date petty cash statement to all Councillors.  It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that the statement is approved.

59. To check compliance with Ethical framework   
Councillors were reminded of their duty to register any interests, of the requirement to review their respective Registers of Interests and to notify the Monitoring Officer within 28 days of becoming aware of any changes.    New Councillors were required to complete their Registers of Interests and return to the Clerk as soon as possible.

60. To consider revised code of conduct

A number of communications had been received regarding the revised code of conduct which should be adopted by October 2007.   It was resolved to defer adoption until after attendance at training courses.  It was agreed that Mr. J. Skittrall, Mr. A. Law and Mr. V. Mullender will attend training course on 7th June and Mr. A. Corder-Birch will attend training course on 2nd July.  In addition Mrs. J. Beavis and Mr. F. Swallow will be attending another training course as District Councillors.

61. To consider replacing fence between Recreation Ground and 5 Hawkwood Road
Mr. J. Skittrall reported that the Clerk and himself, had inspected the boundary fence between the Children’s Play Area on the Recreation Ground and no. 5 Hawkwood Road at the request of Mr. A. Goldthorp.   The fence had been badly damaged by users of the Children’s Play Area to whom the PC has a duty of care.   Mr. K. Metson had quoted £925 to replace the fence, comprising of nine panels, to include labour and materials.  It was resolved to defer consideration to ascertain if the price could be reduced and in particular to reclaim VAT on materials.  It was also agreed that the Clerk should check the deeds to ascertain ownership of the boundary.

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62. Correspondence

It was agreed to impose a deadline of 2pm on meeting days for Councillors to look at correspondence, planning applications and planning lists to enable the Clerk to prepare for the meeting.   The Chairman emphasized that all Councillors should read the correspondence prior to this cut off time. 
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:

63. Accounts for payment
The accounts listed in appendix 2 were presented for payment with the addition of the following account:
Darkin’s Supply Stores – goods supplied £85.68
It was proposed by Mr. J. Skittrall, seconded by Mr. M. Rudge and carried that the accounts are paid.
Consideration was given to changing the bank mandate to add all new Councillors as signatories to the bank account, which would necessitate all Councillors completing and signing new forms and providing proof of identity.  As eight Councillors are already signatories it was resolved to make no change.

64. Any other business/exchange of information/agenda for next meeting
a) The Chairman referred to the concern expressed regarding her attendance at future meetings and explained that only two BDC meetings clash with PC meetings for the whole year 2007-2008.  She had discussed this matter with the Vice Chairman who is happy to take the chair for these two meetings (July and October 2007).  It was therefore resolved that there should be no change in meeting dates.
b) Mr. M. Rudge reported that a new dog bin had been installed at the Grays Mead estate entrance to Grays Hall Meadow, which was well used.  He had placed an appropriate notice on the litter bin, which was now being used properly.   Mr. Rudge was continuing to monitor both bins daily. 
c) It was reported that the street light in Station Road had still not been connected.  The Clerk agreed to chase EDF Energy again.