MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 12th NOVEMER 2007 AT 7.30 P.M.

In the chair: Mr. J. Skittrall (for items 216 to 226) and Mrs. J. Beavis (for items 227 to 247)
Present: Councillors C. Cannell, R. Falco, R. Green, A. Law, G. Massey, M. Rudge, E. Snarey, F. Swallow & A. Weatherley.
Mr. A. Corder-Birch (Clerk).
Mr. D. Finch (County Councillor) & Mr. J. Tame (Youth Councillor)
                       
216. Apologies for absence                       
Councillors V. Mullender (in hospital) and Mrs. W. Scattergood (District Councillor).

217. Absent
Councillor S. Brown

218. Declarations of Interest
The following interests were declared:
Mr. J. Skittrall declared a personal interest in connection with the planning application relating to 142 Swan Street as he is a customer of the store and garage.
Mr. F. Swallow declared a personal interest in connection with the planning application relating to Fantasy, Rectory Road as he is acquainted with the applicant.
Mr. F. Swallow declared a personal interest in connection with the CAB as a member of its committee.         
No other interests were declared.

219. To confirm minutes of previous meeting held 8th October 2007
The minutes of the previous Parish Council meeting held on 8th October 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record. 

220. Matters arising from the minutes
a) Affordable Housing Sub Committee
Miss. C. Cannell questioned her membership of the Affordable Housing Sub Committee and the need for this Committee.    The Council was reminded that the Committee had been set up at the request of the Chairman.   The Clerk advised that so far all matters concerning Affordable Housing had been transacted by the Planning Committee and it may facilitate matters for the Planning Committee to continue.    
b) THF 2008 Road Show
It was agreed that Mrs. G. Massey and Mr. F. Swallow will represent SHPC at forthcoming meetings of THF 08 in addition to Mrs. J. Beavis. 
c) Future Plans list and Dinner
The Clerk reminded Councillors that he was still waiting to hear from some Councillors with their list of priorities for the future plans list and their requirements for the dinner.
d) Sign on shed facing Swan Street
The Clerk reported that Framar Developments had appealed against the refusal of BDC to allow a sign on the shed facing Swan Street.   The sign will remain pending the determination of the appeal.
e) Seat at Church Street Green
Mrs. A. Weatherley reported upon communications with Mr. W. Martin and Mr. J. Skittrall.   A replacement seat will be provided out of stock and delivered to Mr. Martin for erection.         
f) HHYFC Electricity Account
Mrs. A. Weatherley reported that she had tried to communicate with the Treasurer of HHYFC but unfortunately the Treasurer had not responded.   HHYFC Secretary was aware of the position.  

221. Public Comment
There was no public comment. 

222. Chairman and Vice Chairman’s reports
Mr. J. Skittrall reported that the Halloween event had been very successful.  There had been one incident with a firework but otherwise good.   The income and expenditure for the BBQ had almost broken even.  Thanks were recorded to Mr. K. Metson for his hard work and long hours and to everyone else who had helped.   Mr. F. Swallow was disappointed with the press report, which had failed to thank John and Annie Skittrall for all their work, despite being asked to do so. 
           
223. Youth Council Report
Mr. J. Tame reported that the first Youth Council meeting had been held since the recent Election.  The Youth Council had helped with the Halloween event and agreed that it had been very successful.    Various grants were being applied for.   The Youth Council will be represented at the THF 08 Road Show meeting on 19th November.   Mr. J. Tame was thanked for his report and left the meeting.  

224. Essex County Council Report
Mr. D. Finch reported that Mr. Norman Hume of ECC will attend the lagoons in Wethersfield Road when the liners are inserted.   He reminded the Chairman and Vice Chairman of their meeting with the Chief Constable on 19th November and all Councillors of his surgery in SH on 17th November.  He also reported upon waste review and the finances relating thereto.   The ECC Council Tax increase should be lower than the 4.5% increase last year.  The Insurance Brokerage Scheme, which had commenced in the Hedingham Division, was now being launched nationally.  This should save Parish Councils 5 to 10% of their insurance premiums.   Spring Way was close to adoption by ECC but there was no further news about the land acquisition at Cobbs Fenn.   The Clerk enquired about the vodaphone mast at Prayors Hill which had been out of order for about a month.   It was understood that copper had been stolen and that the owner of the site must make it safe.    Mr. D. Finch offered his support to get the mast repaired.    Mr. Finch was thanked for his report and left the meeting.           

225. Braintree District Council Report
Mr. F. Swallow reported upon completion of the transfer of housing stock from BDC to Greenfields despite some protests from tenants.  Some joint administrative posts were being considered by BDC and CBC to save costs of administration.   Mr. Swallow is now a member of (a) Rural Isolation and (b) Waste and Recycling Committees.    He also promoted the Halstead Local Committee for which the next meeting is on 20th November.  Mrs. G. Massey will attend this meeting to apply for funding for SHPC.  Mr. Swallow had been voted the Youth Champion by the youth in a recent contest.   Mr. Swallow was thanked for his report.
                              
226. Planning
The Clerk reported that the minutes of the Planning Committee meeting held on 26th October 2007 had been circulated to all Councillors.   It was resolved that the minutes of that meeting be accepted in lieu of a report.  
Miss. C. Cannell reported that the following applications had since been received and recommended as follows:
07/02096/FUL – 134 Swan Street – Change of use from commercial health saloon to one bedroom residential flat – no objection.
07/02149/FUL – Tile Kiln Farm – Proposed additional storey extension and car port – no objection.
07/02177/FUL – 142 Swan Street – Proposed second floor above an existing convenience store and fuel sales (Mr. J. Skittrall did not take part in the discussion on this item).    It was proposed by Miss. C. Cannell, seconded by Mrs. G. Massey and carried by six votes to three (with Mr. J. Skittrall abstaining) that the Parish Council object to this application on similar grounds to the reasons for refusal of the previous application, which still apply, as there was little improvement in the plans.  The proposed development would be prominent in the street scene, overbearing for nearby dwellings and bungalows in particular, increased traffic movements, loss of view of trees and contrary to policy RLP 90 of Braintree Local Plan.
07/02197/FUL – 135 Swan Street – Demolition of attached shop unit and construction of 3 no. two storey terraced houses – no objection.    Mr. E. Snarey raised questions concerning trees on and near the site.  The Clerk reported that the walnut tree on the site had been felled in consultation with the Landscape Services Manager of BDC as it was rotten in the centre and the poplar tree beyond the site in the garden of 8 Alexandra Road had been made the subject of a TPO.
07/02229/FUL – Duckdown Cottage, High Street Green – Erection of single storey side and two storey rear/side extension and garage – no objection.
07/01190/FUL – Fantasy, 15 Rectory Road – Construction of vehicular access – (Mr. F. Swallow left the meeting during the discussion of this item).   Miss. C. Cannell reported that this application would be considered by BDC on 21st November.  The Clerk reported that the applicant had indicated that he wished SHPC to consider new plans, letters of support and photos, which had not arrived.   Therefore the final decision must be left with BDC. 
It was proposed by Mrs. G. Massey, seconded by Mr. M. Rudge and carried that the above recommendations are approved.

Mrs. J. Beavis arrived at the meeting and took the chair for the following items:

227. Footpaths
Dr. R. A. Green reported that a meeting of the Footpaths Advisory Group was held on 6th November 2007.   At the meeting the village was divided up into ten areas and each member of the Footpaths Advisory Group and three members of the public were allocated an area within which to walk each footpath twice a year to check on any work required.    All members had been provided with a copy of the definitive map, the statement for the definitive map and the rolling programme survey for SH.  Dr. R. A. Green was thanked for his report.

228.Riverside Walk
The Chairman reported that although the final parcels of land for the Riverside Walk had been conveyed to BDC on 18th October 2008, the Planning Committee had since refused the former owner planning permission for extension to office building.  It had been refused on various grounds including insufficient and inadequate parking provision and being in an area of special landscape value.  The applicant’s failure to comply with the conditions of previous planning permissions was noted.  The Chairman was pleased to report that the Riverside Walk will now proceed and a partnership comprising of BDC, SHPC and the River Colne Countryside Project had been formed.   A useful meeting was held with Mr. Richard Parmee, Project Officer of River Colne Countryside Project, Mr. M. Crow and Miss. H. Crow of BDC.  The PC had been represented by Dr. R. A. Green, Mrs. A. Weatherley, Miss. C. Cannell, Mrs. J. Beavis and Mr. A. Corder-Birch.   Arrangements were being made for other similar schemes to be visited and public consultation will be carried out.  Items discussed included interpretation boards, signage, litter and dog bins and the possibility of cycle lanes.   The formation of a ‘Friends of Riverside Walk’ organization will be considered.    The Clerk read a draft circular letter, which will be delivered to dwellings in Alderford Street, Spring Way, Summerfields and Riverside Way.                
           
229. Recreation Ground update

Mrs. A. Weatherley and Mrs. G. Massey were thanked for their reports and work.

230. Report of meeting with Planning Officers of BDC held 30th October 2007
A written report prepared by the Clerk and circulated to all Councillors was accepted.  SHPC is waiting to hear from BDC with regard to a site meeting at Premdor and a further meeting at SH Village Hall with BDC and Premdor.   Dr. R. A. Green reiterated his concern about the lack of infrastructure.   Mr. F. Swallow proposed that in addition to the other community facilities listed in the Clerks report that a Community Centre and Car Park be added.   The Chairman confirmed that she was pursuing the Planning Officers of BDC to arrange the meetings.  Mr. E. Snarey proposed a regular monthly agenda item “Village Development”, which was agreed.

231. Street Scene Advisory Group report
Mr. J. Skittrall reported that a meeting of the Street Scene Advisory Group took place on 9th November 2007.  During the last two months two complaints had been received from the public of which only one was justified.   Thanks were recorded to Mrs. G. Massey who had prepared some excellent notice for notice boards giving details of dates and places for litter clearance.   Improvements to street cleansing were discussed and additional areas to be swept were agreed which will commence on 17th November 2007.  More plant tubs will be provided, bulb planting carried out and organizations in the village asked to maintain them, to improve various areas of the village.  An area of grass near St. Peters View, apparently owned by ECC, needs to be cut more regularly.    Grass cutting generally will be considered in more detail at the next meeting of the Street Scene Advisory Group and in particular taking over responsibility for cutting certain areas from ECC upon payment.    The Chairman will arrange a meeting with Mr. P. Partridge of BDC to discuss an increase in the annual street cleansing and grass cutting contributions.

232.High Street Green
Consequent upon an email from Mr. Newland of High Street Green, it was resolved that SHPC will in future cut the grass on the Village Green commencing Spring 2008.   Consideration will be given to protecting the Village Green from damage by unauthorized motorists.   The missing sign had already been reported to ECC Highways and Mr. R. Falco will raise this with Mr. D. Finch on 17th November.

233. Report of BDC Open Spaces Strategy Group
The Chairman reported that she had been attending meetings of BDC Open Spaces Strategy Group as representative of SHPC.   BDC are putting together a new Open Spaces policy and a draft report is to be published in due course when Mrs. Beavis will give a further report.

234. Acoustics demonstration at Village Hall
Mr. E. Snarey reported upon the acoustics demonstration which took place in the Village Hall on 12th October, which was attended by several Councillors and the Clerk.   Mr. O. Hawkes representing the Village Hall Committee was also present.   The demonstration was successful and although the equipment does have some limitations it will be suitable for the majority of meetings.   It was proposed by Mr. E. Snarey, seconded by Mr. F. Swallow and carried that SHPC purchase the equipment.  Mr. O. Hawkes had kindly offered secure storage at the Village Hall which was accepted and upon acquisition the Clerk will arrange insurance cover.

235. Report of Halstead Traffic Management Meeting
Mrs. G. Massey gave a report of the Halstead Traffic Management Meeting which she had attended on 15th October 2007 and in particular upon the following items concerning SH:

236. Community Speed Watch
Mr. F. Swallow reported that he is waiting for PCSO M Ling to deliver fliers to persons interested in the village so that training for Community Speed Watch could commence.    He reported upon a demonstration courtesy of Castle Hedingham Parish Council.    It was agreed to defer this item to the next meeting.  

237. Report of Parish Forum
It was reported that Mrs. J. Beavis, Mrs. G. Massey and Mr. J. Skittrall had attended the Parish Forum on 22nd October 2007 when Planning Enforcement issues were discussed.     These had included fly-posting, ‘A’ boards and signs on commercial buildings.   The Clerk had since obtained some copies of the BDC Planning Enforcement Philosophy and Practice guide for District and Parish Councillors, for members of SHPC Planning Committee.  The Forum had been particularly interesting and useful.

238. To consider request from CAB for ‘A’ boards outside PC Office
The Clerk reported that the CAB will commence ‘drop-in’ sessions at PC Office on the first and third Friday each month from 10am to 12 noon commencing on 4th January 2008.  They had asked for permission to place ‘A’ boards outside PC Office.   Following careful consideration consent was given subject to the boards remaining within the curtilage of the building and not protruding upon the pavement.  The CAB will also be asked to check the planning position with BDC and if permission is required to apply for it.                 

239. To approve quote for ‘Dogs must be kept on a lead’ signs for Recreation Ground
The Clerk reported that he had consulted the BDC Dog Warden and had agreed suitable wording for signs upon which BDC could prosecute if necessary.    One sign for each of the seven entrances to the Recreation Ground will be necessary.   The agreed wording is ‘SIBLE HEDINGHAM PARISH COUNCIL – DOGS MUST BE KEPT ON A LEAD’.   The Clerk had obtained a quote from Multesigns for seven metal signs at £16 each = £112.00 plus fourteen heavy duty cable ties at £0.85 each = £11.90 plus delivery £8.95 amounting to a total of £132.85.   It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that the quote is accepted and an order placed.

240. To approve quotation for electrical work for renovation to toilets
The Clerk reported that three quotes had been requested and two received as follows:
Stuart Day Electrical Installations Limited £1380.00 net.
D. R. Greenway Electrical Contractors £1854.00 net.
It was proposed by Mr. J. Skittrall, seconded by Mrs. G. Massey and carried that the quote from Stuart Day Electrical Installations Limited be accepted upon condition that the time constraint can be met but if not then the quote from D. R. Greenway Electrical Contractors be accepted. 
Mr. J. Skittrall reported that additional electrical work would be required including fans, duct and hot air driers.    The cost of these extras was approved by the Parish Council.

241. Report of Sible Hedingham, Gosfield, Great and Little Yeldham Cluster Meeting
Mr. R. Falco gave a report of the Sible Hedingham, Gosfield, Great and Little Yeldham Cluster Meeting, which Mr. A. Corder-Birch and himself, had attended on behalf of SHPC on 6th November 2007.   The Clerk had already circulated a copy of the minutes of the meeting to all Councillors, which were accepted in lieu of a report.  Mr. Falco highlighted the following items which were discussed: Police Matters, Community Safety, BDVSA, Fly-posting Policy, Commercial Advertising and ‘A’ Boards, Highway matters, small commercial businesses in rural areas, Housing Transfer, the Local Development Framework and Stansted Airport.   Mr. Falco was thanked for his report.

242. Report of Consistory Court hearing held at Sible Hedingham on 1st November 2007.
Mr. A. Corder-Birch gave a report of the Consistory Court hearing in Sible Hedingham Church on 1st November 2007.   The hearing had taken place before His Honour George Pullman QC, sitting as Chancellor of the Diocese of Chelmsford.   Mr. Corder-Birch represented SHPC and Mr. J. Skittrall gave evidence.    Mrs. A. Weatherley was also in attendance as shorthand writer and was thanked for her services.  Three representatives from L. Fulcher Undertakers also gave evidence.    They were cross examined by Mr. Corder-Birch and questioned by the Chancellor.   The Undertakers admitted their lack of knowledge of Canon Law, their lack of training, the errors they had made, their inadequate paperwork and in particular their failure to apply for a faculty (or confirmation that no faculty was required) for the exhumation and removal of the ashes of George William Thompson deceased.    At the conclusion of the lengthy hearing no liability whatsoever was found against SHPC.   Mr. Corder-Birch therefore asked for costs which were assessed in the sum of £250.00 to be paid by L. Fulcher Undertakers to SHPC.   
The Chancellor allowed the Thompson family 28 days within which to provide medical evidence (both physical and mental) of the widow to the effect that she is unable to attend the Garden of Remembrance in Sible Hedingham.  If satisfactory medical evidence is produced the Court may be able to find circumstances to grant a retrospective faculty allowing the ashes to be re-interred in Bury St. Edmunds Cemetery.  
However in the absence of medical evidence no faculty will be granted, the petition for a retrospective faculty will be dismissed and other orders will flow from it.   If medical evidence is produced a written judgment will be sent out either within 14 days after the expiry of the 28 days allowed for the medical report or within 14 days of receipt by the Chancellor of the medical report.   The Court also ordered the withdrawal of devolved powers to L. Fulcher Undertakers for one year from 1st November 2007 (expiring on 1st November 2008) relating to the Diocese of Chelmsford.    All applications by L. Fulcher Undertakers will have to be sent to the Diocesan Registrar for the Chancellor to monitor.   The limitation will be reviewed in one year.   L. Fulcher Undertakers must pay the extra fees for this and not pass it on to their clients.  They were also ordered to pay the costs of the Court proceedings.
Mr. J. Skittrall paid tribute to Mr. Corder-Birch for the way in which he had conducted the case and particularly for his cross examination of the other side’s witnesses at the hearing.   He also thanked Mrs. A. Weatherley for attending as shorthand writer.     

243. 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:

Mr. F. Swallow referred to the letter from ECC Highways regarding the speed of traffic in Queen Street, which he regarded as an unnecessary letter.   

244. Accounts for payment
The accounts listed in appendix 2 were presented for payment.     It was proposed by Mrs. G. Massey seconded by Mr. J. Skittrall and carried that the accounts are paid and that the three payments in respect of the Halloween expenses of £193.00, £155.24 and £85.91 are made pursuant to the provisions of S137 of the Local Government Act 1972.      

245. Any other business/exchange of information/agenda for next meeting
            a)            Mrs. A. Weatherley enquired which public open spaces were being transferred to Greenfields and which were being retained by BDC.  The Chairman reported that all public open spaces owned by BDC in SH were being transferred to Greenfields except for an area in Oxford Meadow in the vicinity of the former Scout Hut which BDC had specifically retained as it had been identified as an affordable housing site.   Mrs. Weatherley will therefore make enquiries with Greenfields regarding tree planting.
            b)            Miss. C. Cannell kindly offered to prepare a list of all village clubs and organizations with contact details, with the assistance of SH Library.  This offer was gratefully accepted.
            c)            Dr. R. A. Green reported upon further fly tipping in Hulls Mill Lane.  The Clerk agreed to ask the Clean Team to clear.                          

246. 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 (Admissions to Meetings) Act 1960.    The Parish Council meeting then continued in private session (see confidential minutes on separate page for Parish Councillors only).