MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 10 TH OCTOBER 2005 AT 7.30 P.M.

In the chair:  Mr. J. Skittrall (for items 95 and 96) and Dr. N. Edwards (for items 97 onwards)

Present: Councillors C. Cannell, C. Chapman, P. Day, J. Ferrando, R. Green, J. Hatfield, D. Holmes, A. Law, M. Rudge, E. Snarey Mr. A. Corder-Birch (Clerk)

95. Apologies for absence

Cllr. G. Massey (holiday).

District Cllrs: J. Beavis, S. Bolter, D. Finch & W. Scattergood (attending BDC meeting)

96. Election of Chairman

The Vice Chairman took the Chair and asked for nominations for Chairman.    It was proposed by Mr. C. Chapman and seconded by Mr. D. Holmes that Dr. N. V. Edwards be nominated.    There being no other nominations all Councillors voted in favour of Dr. Edwards who was unanimously elected as Chairman.   Dr. Edwards then signed his Declaration of Acceptance of Office as Chairman in the presence of the Clerk.   

97. Chairman's remarks

Upon taking the chair Dr. Edwards thanked Mrs. G. Massey for all her hard work as Chairman and hoped that the Parish Council could work together as a team. He urged Councillors to put items on agendas as they felt necessary. He emphasized that the Parish Council had dedicated Councillors, Vice Chairman and Clerk with a rich variety of skills and hoped that the work of the Council could proceed with 'good humour'.

98. CCTV

It was agreed that item 21 on the agenda should be brought forward.    Mr. Sean O'Sullivan Managing Director of SOS Protection and Surveillance gave a demonstration of internal and external CCTV systems and answered questions, particularly concerning quality of pictures, costs and warning signs.

99. Declarations of Interest

Mr. C. Chapman declared an interest in respect of a planning application at 6 Station Road, Sible Hedingham.    No other interests were declared.

100. To confirm minutes of previous meeting held 12 th September 2005

The minutes of the previous Parish Council meeting held on 12 th September 2005, having been previously circulated, were taken as read and subject to amendments in paragraph 83, were confirmed and duly signed by the Chairman as a correct record.

101. Matters arising from those minutes

a) Street lights

The Clerk reported that he had received quotes from Just Lamps for replacement lights at Swan Chase and Station Road amounting to £180.00 each plus VAT.   It was proposed by Mr. P. Day, seconded by Mr. A. Law and carried that these quotes are accepted.

b) Parking at Chemist's Shop, Swan Street

Mr. E. Snarey gave a detailed report of his enquiries with Braintree District Council relating to the planning history of the Chemists Shop.   The 1983 planning permission for alterations to shop made no reference whatsoever to parking and in fact still showed the garden in position.   The original parking arrangements were behind the shop.    Unfortunately the 1985 plans were missing but the application did not include parking or change of use of garden for parking.    There was no reference to new access to highway or removal of trees in either application.   The provision for parking was "as existing" i.e. at the back of the shop.   The plans only referred to internal changes within building.   It was noted that permission is required

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for new driveway on commercial premises and for a dropped kerb.   As there is no dropped kerb, vehicles should not pass over the footpath to park.   In any event vehicles should not park so as to block the footpath.    It was noted that three commercial premises were involved namely the Post Office and Beauty Saloon in addition to the Chemists.    Vehicles regularly reversed into the road which was potentially dangerous.   It was generally agreed that parking is needed at the Chemists and disabled parking only was suggested.    It was resolved that Mr. Snarey liaises with the Clerk to take this matter forward.

c) Swings at Brook Meadow, Oxford Meadow and Parkfields

Mr. J. Skittrall reported that the frames for replacement swings at Brook Meadow, Oxford Meadow and Parkfields were now in position and that the bases must set before the actual swings are attached.

d) Skate Park on Recreation Ground

Mr. J. Skittrall reported that Urban Ramps had carried out some work on the skate board equipment but some questions had arisen, which Mr. Skittrall will ask Urban Ramps.

e) Grass cutting in Churchyard

Miss. C. Cannell reported that she had perused several years minutes and could not find any reference to the Church buying any equipment with Parish Council funds.   The Parish Council had however made donations to the PCC for grass cutting for many years.   The Parish Council now finance, the grass cutting of about 90% of the churchyard and it was agreed to ask the Church to cut the remaining 10% in view of complaints received.

f) Tree Preservation Orders on Recreation Ground

Mr. J. Skittrall reported that the Clerk had written to Mr. M. Crow, Landscape Officer of BDC asking for tree preservation orders to be made on trees on the Recreation Ground.

g) Grass cutting on footpaths

Mr. M. Rudge reported that grass on footpaths in the vicinity of Oxford Meadow and the Amenity Land had been cut.   The Chairman and Vice Chairman both confirmed that Mr. K. Metson had cut these paths.

h) Printer and Fax in Parish Council Office

The Clerk thanked Mr. J. Ferrando for installing the new printer and confirmed that it was working very well.    Unfortunately the Clerk had disconnected the new fax machine in order to use the telephone.   In addition the telephone could not be used when the computer was in use for emails.   It was therefore agreed to order Broadband so that the telephone could be used at the same time as the computer/emails.    Some discussion took place as to whether a fax was still necessary.      Mr. J. Skittrall reported that Undertakers still need to use the fax to communicate with the Parish Council. It was agreed that the question of the fax would be reviewed at a later date.

102. Public Comment

There were no members of the public present at the meeting.

103. Chairman and Vice Chairman's reports

The Chairman had nothing to report.   The Vice Chairman reported upon the following matters:

a) Land between Sugar Loaves Estate and Oxford Meadow

Mr. J. Skittrall reported that Mrs. G. Massey and himself had inspected the land between the Sugar Loaves Estate and Oxford Meadow, following complaints and found that the hedge had been badly cut.   The ownership of this strip of land was not clear and therefore the Clerk had undertaken a search with H. M. Land Registry which revealed that this land was owned by the Parish Council.   The Clerk and Vice Chairman had since inspected the land and ascertained the position of the boundaries.     Some encroachment onto Parish Council property had taken place but the person concerned had agreed to remove her shrubs, etc.,    The Clerk had asked the Estates Manager of BDC to remove some dangerous concrete posts.   It was agreed that Mr. Skittrall should obtain quotes for tree surgery work, tree clearance, hedge cutting and clearance of rubbish and that this item should be placed on the agenda for the next meeting.

b) Brook from Fire Station to Library

Mr. J. Skittrall reported that the Clerk had written to Mr. Lovric, Beagrie Holdings and the Estates Manager of BDC asking them to clear their stretches of the brook.   In response to a query Mr. Skittrall confirmed that the weed killer used in the brook was friendly to ducks, plants and wildlife.

c) Dog bins

Mr. J. Skittrall reported that BDC would install dog bins within the next two weeks.

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d) Litter collection

Mr. J. Skittrall reported that Mr. K. Metson had been allowed two additional hours to clear litter following complaints about the quantity of litter on Brook Hill.   The general increase of litter especially outside the Fish and Chip Shop in Swan Street was noted.     It was agreed to ask the Shop to clear up outside their shop on a daily basis.

e) Footpath 54 - Alderford Mill to Hulls Mill

Mr. J. Skittrall reported that Mr. K. Metson had cleared away black thorn which had been cut by ECC's Contractors and left along the footpath.   This followed complaints from residents that it was dangerous to dog's paws and pedestrians.   Mr. Metson had cleared the path very quickly and it was agreed to ask Highways/the Parish Paths Partnership to reimburse the Parish Council with the cost of three hours work.  

f) Grass cutting

Mr. J. Skittrall reported that the last scheduled grass cutting in the village would take place during this month.

104. County Council Report

In the absence of Mr. D. Finch no report was given.

105. District Council Report

In the absence of District Councillors no report was given.

106. Planning

Mr. J. Ferrando reported that the following applications had been considered and recommended as follows:

05/01713/OUT - 6 Station Road - Provision of new dwelling on part garden - no objection but it was noted that the continued erosion of garden land in the village was a potential flood risk.

05/01735/FUL and 05/01788/LBC - Carters Barn, High Street Green - Proposed change of use and alterations to existing office and workshop to form single residential dwelling - no objection.

05/01864/COU - Straw Yard Trading, 27 Swan Street - Change of use of shop to private dwelling with first floor extension - concern about loss of light to 40 Swan Street opposite.

05/01870/COU - 55 Alexandra Road - Conversion of existing dwelling into two semi-detached dwellings - no objection.

05/01879/FUL - Hillside, High Street Green - Erection of Conservatory - no objection.

05/01884/DEM - 171-173 Swan Street - Prior notification for demolition of 171-173 Swan Street - no objection.

It was proposed by Miss. C. Cannell, seconded by Mr. A. Law and carried that the above recommendations are accepted.

107. Footpaths, including Pauline Stevens walk

Mr. J. Hatfield reported that he had spoken to a sign company which can provide a plaque describing the walk and four way markers with the initials of "P.S." at a cost of £57.70 plus VAT. This expenditure was approved.   Mr. J. Ferrando reported that he is currently preparing a draft text of the walk from Alderford Mill, Hulls Mill, Purls Hill, The Grove, New England and Alderford Street.   He requires photographs of Hulls Mill to complete this work.   It was agreed to invite Mrs. P. Cox and the Press to the opening of the walk.    It was agreed that the Parish Council now require good publicity in the press.   The Clerk and Mr. P. Day will now prepare press releases for the Press and Parish Magazine.

Dr. R. Green reported that there are three stiles along footpath 71 off Halstead Road which are difficult to negotiate and are not user or dog friendly as dogs have to be carried over.    The Clerk reported that there are similar stiles along footpaths 62 & 63 where the lower sections of the stiles have been wired in so that dogs have to be carried over.    It was considered that some stiles were not suitable and that kissing gates were preferable.   Dr. N. Edwards agreed to speak to the owner of Crows Cross about replacing stiles along footpath 71 with kissing gates.   The Chairman will also have a "blitz" on footpaths to sort out outstanding issues which have arisen during the last few years.

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108. Community Action Team Report

Miss. C. Cannell gave a report of a meeting which she had recently attended.    Bollards and white lines had been installed in the lower car park behind the Co-op and a speed hump will be installed at the entrance as soon as possible.    The coping stones on the wall will again be replaced.    Mr. J. Skittrall reported upon the Youth Evening which was being arranged and will be monitored.

109. SARA Report (Search, Analyse, Response, Action)

Mr. J. Skittrall reported upon a meeting which he had attended on 21 st September.   It had been an effective meeting to alleviate crime and vandalism.    All matters raised had since been dealt with.   Mr. Skittrall had taken four action sheets to the meeting and positive action had been taken upon all items.   The whole village was now covered by the SARA team and it was confirmed that there will be an adequate Police presence in the village on Halloween.   In addition it was suggested that Parish Councillors patrol the streets on Halloween.  

110. Transport Report            

Mr. E. Snarey gave a report of a meeting which he had recently attended relating to operational bus services.   The 322 bus on a Saturday night was costing £57.16 per passenger and the target was to get the cost reduced to £5.00 per passenger.   The 331 service was successful and more cost effective.    Mr. Snarey will attend a meeting at the School to see what is required and thereafter communicate with the proprietors of services at Freeport to apply for funding.   The bus to Sudbury was well supported although not necessarily by Castle and Sible Hedingham.    Reference was made to two letters from Essex County Council regarding the Community Solutions Fund under which up to £20,000 was available for another bus service.   Mr. T. Snarey stated that he would consult other Parish Councils to identify any needs and to see if it is worthwhile applying for another bus service.    The Clerk suggested that this matter could be raised at the next Cluster Meeting as well.

111. Water Management Report

Mr. E. Snarey reported that the Wethersfield Road scheme will go ahead although there had been some delay as a result of an archaeological survey being required in advance of the scheme.    The scheme should have started at the end of October but will now be delayed by about a month at which Councillors expressed disappointment.      The funding is ring fenced and in place but a precise start date is still required.  

112. Delivery of Parish Plan and Annual Report

The Chairman reported that this item had been placed on the agenda at the request of Mrs. G. Massey who was concerned that the Parish Plan and Annual Report had not been delivered.    Mr. J. Ferrando reported that the Parish Plan and Annual Report had now been delivered to every household in the village.    However Councillors reported that they had not been delivered to Hulls Mill Lane, High Street Green and other outlying areas of the village.   In addition at least one house in Brook Meadow had not received copies.   Mr. Ferrando agreed to arrange delivery and to thereafter return any spare copies to the Parish Council Office.    The Clerk confirmed that he had sent two copies of the Parish Plan to Jan Cole of BDC/RCCE.   

113. Night flying and low flying aircraft exercises over Sible Hedingham

This item had been placed on the agenda at the request of Mrs. Massey who wished a letter to be sent to the MOD expressing concern at the lack of notice given for low flying aircraft exercises.   Mr. J. Skittrall reported that he had already received an apology from the Wing Commander at Brise Norton and an assurance that the lack of notice would not happen again.   It was agreed that a letter should still be sent and Mr. Skittrall agreed to let the Clerk have the necessary contact details.

114. Neighbourhood Watch

The Clerk reported that he had received a request from the new Neighbourhood Watch Co-ordinator for the Braintree District (Mr. Clive Stewart) to attend a future meeting to give a 15 minute talk upon the benefits of Neighbourhood Watch.   The Parish Council agreed that Mr. Stewart should be invited and that any neighbourhood watch representatives in the village (Mrs. S. Brooker, Parkfields, Mr. A. Tilsley, Alderford

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Street, and an unknown representative in Summerfields) should also be invited to attend.   (Miss. C. Cannell to ascertain details of the Summerfields representative and let the Clerk know).  

115. Young Peoples Activity Evening in Village Hall

Mr. J. Skittrall reported that three Police Officers from Great Yeldham were arranging a Young Peoples Activity Evening in Sible Hedingham Village Hall for which the Village Hall Committee had agreed to let the hall free of charge.   Some businesses in the village were also making financial contributions.    He suggested that the Parish Council also donate £50.00 towards the cost. It was proposed by Mr. C. Chapman, seconded by Mr. A. Law and carried that the Parish Council make a donation of £50.00.

116. Bank mandate and specimen signature forms for Nat West Bank

The Clerk reported upon a meeting he had with Nat West Bank who only had completed specimen signature forms from four Councillors and the existing mandate only provided for two Councillors to sign cheques.   A number of former Councillors were still signatories on the accounts.    In short the records were completely out of date.   It was therefore agreed that new mandate and specimen signature forms are completed and that three Councillors (and not two) should sign cheques in future.    The relevant forms were completed and signed by Councillors, Clerk & RFO but some Councillors will still need to provide proof of identity to the Bank.

117. Proposal to fund CCTV operation at a village location

Mr. J. Skittrall confirmed that the cost of an entire package for a CCTV camera at a village location would be £30.00 per week/£120.00 for four weeks.    He recommended a four week trial at a particular location in the village, which had been the scene of vandalism and unruly behaviour.    The evidence from the CCTV could be taken to a SARA meeting and to the Police.   It was understood that about 50 businesses in the village would be willing to contribute £50.00 each towards the CCTV scheme amounting to about £2,500.00.   The CCTV cameras could be moved about so that all 50 businesses could eventually be covered.   It was proposed by Mr. J. Skittrall, seconded by Mr. C. Chapman and carried that a CCTV trial for four weeks is undertaken at a certain location in the village.    Thereafter Mr. Skittrall and Mr. Chapman will review the results and consider a larger scheme to include other areas of the village.   

118. Proposal to dissolve existing committees and form advisory groups

It was proposed by Mr. J. Skittrall, seconded by Mr. C. Chapman and carried that the existing committees be dissolved and that new Advisory Groups are formed.

119. Appointment of representatives to Advisory Groups

It was agreed that the Chairman and Vice Chairman should be ex officio members of each Advisory Group.    It was further agreed that a Village Warden Advisory Group was not required as the appointment of a new Parish Ranger was imminent and that the Village Design Statement should be part of the Planning Advisory Group.   The following appointments were made (in addition to the Chairman and Vice Chairman):

Burial Ground

Mr. D. Holmes, Mr. M. Rudge, Mr. E. Snarey.

CCTV

Mr. C. Chapman, Mr. P. Day.

Emergency Planning

Mr. P. Day, Mr. D. Holmes.

Finance and Funding

Miss. C. Cannell, Mr. J. Ferrando, Mrs. G. Massey, Mr. A. Corder-Birch.

Horticulture

Mr. C. Chapman, Dr. R. Green, Mr. J. Hatfield.

Planning

Miss. C. Cannell, Mr. J. Ferrando, Dr. R. Green, Mr. D. Holmes, Mrs. G. Massey.

Rights of Way (including footpaths)

Dr. R. Green, Mr. J. Hatfield, Mr. A. Law.

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Recreation Ground

Mr. C. Chapman, Mr. P. Day, Mrs. G. Massey, Mr. M. Rudge.

Transport

Mr. P. Day, Dr. R. Green, Mr. E. Snarey.

Water Management

Dr. R. Green, Mr. A. Law, Mr. M. Rudge, Mr. E. Snarey.

120. 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 Dr. R. Green, Mrs. G. Massey and Mr. A. Corder-Birch attend the Parish Rangers Meeting at Causeway House, Braintree on 12 th October 2005.

b) That Dr. N. Edwards attend the Halstead Traffic Management Liaison Meeting on 24 th October 2005 and that he should raise the problem of heavy lorries using Lamb Lane (see minute 122 d below)

c) That Dr. N. Edwards, Miss. C. Cannell and Mr. A. Corder-Birch attend the Freedom of Information Act training course on 18 th October at Causeway House, Braintree.

d) That Mrs. G. Massey and Mr. J. Skittrall attend the Chairman's evening at Causeway House, Braintree on 7 th December.

e) With regard to the letter and map from the Countryside Agency it was noted that only Southey Green had been registered as common land and open country.    Councillors expressed concern that other Greens around Sible Hedingham had not been registered.   The Clerk advised that under the Countryside and Rights of Way Act 2000 other areas should have been considered well over 15 months ago when the provisional map was sent to the Parish Council for consideration.    It is now too late and the Parish Council will have to wait for another review in about ten years time.   It was noted that the Countryside Agency had mistakenly included Sible Hedingham in the Area 7 West England instead of Area 8 East England.   In any event it was agreed that the Parish Council should survey and record all Village Greens/Common Land, which need to be looked after.

f) Dr. Edwards brought Councillors attention to letters from the Witham, Braintree and Halstead NHS Care Trust, particularly concerning a paper entitled "Commissioning a Patient Led NHS" and changes to NHS organizations.   Some discussion took place but it was resolved that no action be taken.

g) Essex Playing Fields Association newsletter to be passed to Mr. J. Skittrall.

121. Accounts for payment

The accounts listed in appendix 2 were presented for payment with the addition of an account from Mrs. V. Martin for electricity for the Parish Council Office amounting to £21.74.    It was proposed by Mr. J. Ferrando, seconded by Miss. C. Cannell and carried that the accounts are paid.

122. Any other business/exchange of information/agenda for next meeting

a) Mr. M. Rudge reported that the street light opposite 70 Oxford Meadow was out.   Clerk to report to Just Lamps for inspection and repair.

b) Mr. C. Chapman reported dumping of a car in Swan Street late one night, a speed trap on garage forecourt when four speeding and one drunk driver had been caught and that the Police had promised more help in Sible Hedingham.   It was agreed to include the problem of speeding traffic in Swan Street on agenda for next meeting.

c) Mr. C. Chapman also reported problems at the Citroen Garage site where contractors should have made building secure.   It was agreed to include this item on agenda for next meeting.

d) Mr. C. Chapman reported that large lorries had got stuck along Lamb Lane and had to reverse out, damaging trees and hedges and leaving considerable debris on the road.   It was agreed that Dr. Edwards raises this matter at the Halstead Traffic Liaison Management meeting on 24 th October (see minute 120 b above).

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e) Dr. R. Green reported fly tipping in Hulls Mill Lane from the junction to the Sewerage works.   It was agreed to refer this to the Clean Team.

There being no further business the meeting closed at 10.10 p.m.