MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 9TH OCTOBER 2006 AT 7.30 P.M.

In the chair: Dr. N. Edwards
Present: Councillors C. Cannell, P. Day, R. Falco, R. Green, J. Hatfield, D. Holmes, A. Law, G. Massey, M. Rudge, J. Skittrall, E. Snarey & A. Weatherley.
Mr. A. Corder-Birch (Clerk)
Mr. D. Finch (County Councillor)
Mr. S. Bolter and Mrs. W. Scattergood (District Councillors)
Mr. R. Carter (Youth Council)
Together with 6 (six) members of the public.

166. Apologies for absence
Mrs. J. Beavis (District Councillor).

167. Declarations of Interest
The following interest was declared:
Mr. P. Day declared an interest with a planning application at 171-173 Swan Street.
No other interests were declared.

168. To confirm minutes of previous meeting held 11th September 2006
The minutes of the previous Parish Council meeting held on 11th September 2006, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

169. Matters arising from the minutes

a) Land Registration
The Clerk reported that further applications had been made for Village Greens to be registered in the name of the Parish Council.  Mr. D. Holmes had made further Statutory Declarations in support of these applications. 

b) Renovation of toilets
Mr. J. Skittrall reported that a quote was awaited from the manufacturers of roller shutter doors.

c) Cherry Tree at Grays Hall Meadow
It was confirmed that the Cherry Tree at Grays Hall Meadow had been removed.

d) Notice Boards
The Chairman reported that in the interests of safety it was not appropriate to have a notice board on the side of the office and therefore consideration will be given to erecting two notice boards on the front.

e) Fire Brigade
Mr. E. Snarey reported that he had spoken to the Fire Brigade about the recruitment of new staff.  Apparently all employees at Premdor had received a circular but no volunteers had come forward.  There was no problem with night cover but there was a shortage with day cover with people working.  The Fire Brigade was therefore considering recruiting female firefighters.  The Parish Council had offered to assist the Fire Brigade with publicity to try and fill the vacancies.       

170. Public Comment

a) Planning application for mobile home at Pevors Farm
Mrs. M. Lewis spoke in support of a planning application for mobile home at Pevors Farm and gave the reasons for it.  The proposed mobile home was small and the site was on low lying land and surrounded by trees so it would not be visible from the public roads.   The Planning Advisory Group indicated that there would be no objections.

b) Parking at Christmas Field
Two residents of Christmas Field enquired about the proposed parking restrictions as the scheme was understood to be on hold and the situation was not clear.  Mr. D. Finch reported that part of the road is not public highway as it is owned by BDC.   A residents survey had been carried out by BDC revealing that

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86% of the residents wanted the residents only parking scheme of which 33% were not prepared to pay.  The scheme would be free for OAP’s and persons on certain benefits.   Mr. Finch also reported that the Headmaster of Hedingham School was exploring extra parking facilities at the School which may help.  Mr. R. Carter advised that 6th form students who previously drove to school had been informed that they must get the bus and not drive into School.   The residents also enquired about Mr. Finch’s site meeting with Mr. R. Bass at both Schools, which had not yet taken place.   Mr. Finch agreed to ascertain the position concerning yellow lines and exactly where the public and private roads join.  Mr. S. Bolter also agreed to raise with BDC the issue of cars parking on the greensward and on yellow lines.  Mr. J. Skittrall reported that he had carried out a survey of 19 bungalows.  16 require residents parking of which 15 were prepared to pay.  There was one no reply, one resident in Hospital and one definite ‘no’ to the proposed scheme.  A copy of this survey will be sent to Mr. Finch who made it clear that ECC will do everything possible to assist the residents.  Mr. Finch reported that he had received a letter from a resident of Station Road regarding anti-social behaviour in Christmas Field and the School car park, which he will deal with.

c) Mondo Challenge
The Chairman welcomed Mr. Jon Choppin, a former Parish and District Councillor to the meeting, who spoke about the Mondo Challenge to raise funds for AIDS victims in Tanzania.   He gave details of fund raising events being held locally and requested support to include donations and publicity.   The Chairman emphasized that this was a very worthwhile cause and urged Councillors to support Mr. Choppin.  It was suggested by Mrs. G. Massey and agreed to ask Mr. Ferrando to make a link with the Parish Council website to help Mr. Choppin with publicity.

171. Chairman and Vice Chairman’s reports
The Chairman reported that on 30th September a working party including himself, Dr. R. Green. Mr. J. Skittrall, Mr. J. Hatfield, Mr. R. Falco and Mr. Christopher Gagen had removed two stiles and erected two gates along part of the Pauline Stevens walk at Hulls Mill Farm.  He thanked the working party for their hard work.
The Chairman also reported that a successful site meeting had been held on 27th September with Mr. S. Tullett, Mr. L. Crabb, Mr. S. Bolter, Mrs. J. Beavis and Mr. A. Corder-Birch regarding the brook adjacent to Alderford Street.   Mr. Tullett had since carried out significant work, which was appreciated.
Mr. J. Skittrall reported that that he had received a full specification to convert the tennis courts into an all weather pitch.  This included quotes for leveling and resurfacing of which various types of surfacing are to be considered with fencing and floodlights.  The whole package will cost about £40-£50,000 for which Hedingham Hawks will seek grants including an application to ‘Sport for All’.   Mr. Skittrall will report back following a further meeting with Hedingham Hawks.

172. Youth Council Report
Mr. R. Carter reported that a successful AGM had been held on 2nd October which Mrs. W. Scattergood attended.   Some constitutional changes were agreed to enable Youth Councillors to serve for another year.  In the meantime they are seeking to co-opt additional candidates, including a young person who had written to the PC requesting a ‘Smoothie bar’.  The Youth Council will arrange the publicity and help Mr. Skittrall with arrangements for the Halloween event on the Recreation Ground on 31st October.  The designs for six different types of Youth Shelter will be produced at the next PC Meeting.  Mr. Carter was thanked for his report (and then left the meeting).   

173. Essex County Council Report
Mr. D. Finch reported on the following items:
a) Essex County Council had objected to the proposed expansion of Stansted Airport.

b) The Police were launching a non emergency number (101) for reports of anti social behaviour.

c) There was concern in the north of the area that residents did not see the Police on the beat which is a deterrent to crime.   The Dispersal Order in Sible Hedingham had been very successful.

d) ECC were investigating the possibility of helping Parish Councils and Village Halls obtaining lower quotes for insurance cover.

e) Mr. Finch will be attending the Local Democracy Week event later this month.
Mr. Finch was thanked for his report.

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174. Braintree District Council Reports
Mrs. W. Scattergood reported upon the following matters:

a) That she had met with the local Police to discuss their non attendance at both Cluster and Parish Council meetings.   The Police had agreed to attend both meetings on a more regular basis.  Subject to any emergencies an arrangement had been agreed that a Police representative will attend every Cluster Meeting.   For Parish Councils meeting monthly a Police representative will attend every other meeting. 

b) A grant of £2,139.75 had been approved by BDC Rural Communities Development Fund for additional ramps for the skate board park in the Recreation Ground.  Mrs. Scattergood and her Panel were warmly thanked for this grant.

c) BDC was now providing Parish Councils with details of planning enforcement matters on a quarterly basis.  The Clerk confirmed that the first quarter’s information has been received.  It included a number of Sible Hedingham properties and therefore the information was very useful.

d) The BDC Open Evening/Fete on 5th October had been very successful.  Mr. J. Hatfield and Mr. A. Corder-Birch had represented the Parish Council. 

e) Mrs. Scattergood had attended the Youth Council AGM on 2nd October and was the only Councillor to do so.  She urged all Parish Councillors to attend next years AGM.

f) Mrs. Scattergood will also be attending the Local Democracy Week event.

Mr. S. Bolter reported upon the site meeting on 27th September at Alderford Brook which had been attended by Dr. N. Edwards, Mr. A. Corder-Birch, Mrs. J. Beavis, Mr. S. Tullett and Mr. L. Crabb.  BDC Officers will arrange to clear out the brook on a one off basis and will also write to all Riparian owners to remind them of their responsibilities.  Concern was expressed about small culverts in Alderford Street which is a barrier to the flow of water.  It is hoped that there will be some relief when the flood lagoon near Cobbs Fenn is completed.  It was emphasized that Mr. S. Tullett had been extremely helpful.

Mrs. J. Beavis sent a written report which was read by the Clerk and included the following items:

a) The Dispersal Order has been signed off and hopes it has had the desired effect.

b) The Youth event being arranged by Mr. J. Skittrall on 31st October on the Recreation Ground is being supported by BDC and the Police and BDC have agreed some funding.

c) SARA meeting – (see report below).

d) Mrs. G. Saggers of BDC will be writing to PC regarding extension to parking bay at Oxford Meadow so PC can thereafter consider additional street lighting.

e) Alderford Street watercourse (see Mr. Bolter’s report above).

f) The arrival of wheelie bins in the village has resulted in calls from several residents.

g) A resident had complained to Mrs. Beavis about dog fouling in Swan Chase.   The Clerk reported he had inspected Swan Chase before the meeting and there was no evidence of a problem and in any event there was a dog bin near the junction of Swan Chase with Hilton Walk, which dog owners should use.     
The District Councillors were thanked for their reports.                                                                                                                                   
175. Planning

a) Planning applications
Miss. C. Cannell reported that the following applications had been considered by the Planning Advisory Group and recommended as follows:
06/01783/FUL – 2 & 4 Station Road – Demolition of existing dwellings and construction of 3 x 2 bed apartments and 10 x 2 bed houses with access and parking - no objection subject to (i) any wildlife habitat (badgers and bats) on site being protected, (ii) as many of the existing trees and hedges as possible being retained, (iii) a S106 Agreement is considered with contribution to local Schools.
06/01788/FUL and 06/01789/LBC – The Gardeners Cottage, Rookwoods, Yeldham Road – alterations and refurbishments – no objection.
06/01791/FUL – 55 Alexandra Road – Erection of extensions to dwellinghouse – no objection to this particular application (letters from neighbours related to previous applications).
06/01838/FUL – 171-173 Swan Street – Erection of six flats – no objection but an ‘INFORMATIVE’ should be included that adjacent brook is looked after and kept clear (which can be enforced if necessary).
06/01845/FUL – Sun View, Lamb Lane – Erection of single storey rear extension – no objection.
06/01885/COU – Pevors Farm, Southey Green Road – Change of use from garden to site for mobile home for a temporary period of two years – no objection.

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It was proposed by Mr. J. Skittrall, seconded by Mr. A. Law and carried that the above recommendations of the Planning Advisory Group are approved.

b) Planning decisions   
Miss. C. Cannell reported upon the following planning decisions:
06/01275/FUL and 06/01276/LBC – 29 Potter Street – erection of two storey rear extension – refused.
06/01302/FUL – 2 & 4 Station Road – Demolition of existing dwellings and construction of 3 x 2 bed apartments, 8 x 2 bed houses and 3 x 3 bed houses with access road and parking – withdrawn.
06/01403/FUL and 06/01404/LBC – Forest Home, 58 Swan Street – erection of single storey extension and seven car parking spaces – granted.
06/01492/COU – Kendalls Barn, Southey Green Road – Change of use to residential – refused.
06/01533/FUL and 06/01534/LBC – Carters Barns, High Street Green – Demolition of existing redundant grain silos and erection of double car port, 4 no. stables and tack room – granted.
06/01548/FUL – Land adjacent to 1 Hawkwood Road – Erection of four bedroom detached house – granted.
06/01559/FUL – Melbourne House, Halstead Road – Erection of single storey side extension and two storey and single storey rear extensions together with removal of existing rear extensions – granted.

c) Appeal decisions
Miss. C. Cannell also reported upon the following appeal decisions:
05/01376/OUT – Land corner of Halstead Road and Hovis Mill Lane – erection of detached house and garage – appeal dismissed.
05/01973/FUL – Land rear of 5 Hills Road – construction of detached bungalow – appeal dismissed.

d) GP Surgery at Great Yeldham
Miss. C. Cannell reported that an application had been made by local Doctors for erection of GP practice, multi purpose clinical room with associated parking on land adjacent to Whitlock Drive, Great Yeldham being application no. 06/01802/FUL.   Dr. N. Edwards considered that there would be a clear need for surgeries to continue at Sible Hedingham and Castle Hedingham even if the new Great Yeldham surgery became the administrative hub for the Practices as intended.   The doctors concerned have previously assured both villages that they would continue with the present facilities in Castle and Sible Hedingham.   It was resolved to obtain a copy of the planning application and refer to the Planning Advisory Group for consideration.  Concern was expressed regarding an error in the Halstead Gazette newspaper which had incorrectly reported that Sible Hedingham Parish Council supports the Great Yeldham surgery when it had not yet been considered.   Mr. E. Snarey suggested that the Halstead Gazette be asked to publish a correction but it was finally resolved to review this after the PAG had considered the planning application.  
(Mrs. W. Scattergood left the meeting).

176. Village Design Statement
Miss. C. Cannell reported that photographs had been taken ready for an exhibition and that progress had been made with opening a bank account and obtaining grants.   The Chairman thanked Miss. Cannell for her report.

177. Footpaths and rolling programme
The Chairman reported that he was very unhappy with the performance of the ECC Highways Department and the PROW section.   There had been no progress with the rolling programme since April when there was the change of ECC contractors.  This came to light when the Parish Council requested an update on the scheme.   The PC wrote to Mr. G. Wilkinson on 15th August but only received a reply on 2nd October.  He reported that he only knew what had been done up to 5th January 2006 and that he was still trying to locate the records up to April 2006.  He stated this had been made more difficult by the change of contractors and that he needs these records to decide what still needs to be done.  The Chairman felt that this was a problem which should have been dealt with a long time ago by, for instance, contacting the person who did the work ‘on the ground’ and is now employed by the new contractors.   Due to this failure nothing had been done with regard to the rolling programme since April.  The Chairman did however note that the PC has been give assurances on a number of occasions by Mr. G. Wilkinson that the work will be completed by April 2007.  Mr. Finch stated that ECC Highways do not change contractors very often and that the last time was in 2000.

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The Chairman also reported that two ‘SLOW’ signs had been requested in Queen Street and that the reply from Highway Officers had been very negative.  They inferred that road surface ‘SLOW’ signs do not help which made him wonder why they are put in so many other places!
The Clerk reported that the administration of the Halstead Traffic Management Liaison Panel left much to be desired.   The minutes of the last meeting had taken over two months to arrive and despite asking for a number of items concerning Sible Hedingham being placed on the agenda for the next meeting they had not been included.   An allegation had been made that these items had been discussed by Mr. Wiltshire and Mr. D. Finch however Mr. Finch reported that apart from a new salt bin at the top of School Hill no other highway matters concerning Sible Hedingham had been discussed with him.   It was understood that Highways have staffing problems which had resulted in a department in chaos.   Mr. Finch agreed to discuss all highway issues concerning Sible Hedingham with the Chairman and Clerk out of the meeting. 
Dr. R. Green enquired if the new gates on Mr. Gagen’s land should be dedicated.  It was agreed that Dr. Green should consider this with the Gagen family.   It was proposed by Mr. J. Hatfield and agreed that a letter of thanks should be sent to the Gagen family for the work done.   It was noted that the formal creation of the new footpath had not yet been completed.    The PROW section of Highways had assured Dr. Edwards, Dr. Green and Mr. A. Corder-Birch in November 2005 that creation of new footpaths could be completed within a few months but it had already taken over a year and was still not complete.   

178. Riverside Walk
Mrs. W. Scattergood reported that Mr. F. Ladkin had not signed his S106 Agreement and that BDC Officers were trying to resolve this issue.  In the meantime Mrs. Scattergood had spoken to Mr. M. Crow and was trying to get a scheme prepared for the Riverside Walk.   Mr. Adam Davies, a planning officer with BDC, will be making a site visit next week.

179. Water Management

a) Alderford Street brook
(Please see minutes 171 and 174 above).  It was added that Riparian owners are now responsible for looking after streams as ECC Highways will no longer do so.  Mr. E. Snarey reported that Mr. Beagrie had not cleared out his section of the brook near Brook Meadow.   The Clerk had already written to Mr. Beagrie who had replied confirming that he would clear out the brook.

b) Holding Reservoirs at Wethersfield Road and Cobbs Fenn
Mr. D. Finch reported upon the present position regarding land acquisition for the Wethersfield Road Holding Reservoirs and hoped that the work will soon start.  He agreed to ascertain the position regarding the Cobbs Fenn scheme and report back.         
(Mr. D. Finch left the meeting)

180. Parking issues at Christmas Field
(Please see minute 170b above).    

181. Arrangements for Cluster Meeting on 25th October 2006.
The Clerk reported that SHPC would be hosting the Gosfield, Sible Hedingham, Great and Little Yeldham Cluster Meeting on 25th October.  In the absence of Dr. N. Edwards it was resolved that Mr. J. Skittrall will chair the meeting.  It was agreed to ask Mrs. J. Beavis to arrange the refreshments.  It was proposed by Miss. C. Cannell, seconded by Mr. J. Skittrall and carried that the PC pay Mrs. Beavis for the cost of refreshments.   The following agenda items for the Cluster Meeting were proposed:

a) The results and effects of the Dispersal Order.

b) Highway matters.

182. Report of SARA meeting held 20th September 2006.
Mr. J. Skittrall reported that 22 incidents had been reported and dealt with by the Police.  The general opinion was that the Dispersal Order had been excellent and produced good results.  The next SARA meeting had been arranged for 6th December 2006 at Great Yeldham Police Station.

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183. To consider alternative date for April 2007 meeting
It was resolved that the April 2007 meeting of the PC should be held on Wednesday, 11th April 2007 subject to the availability of the Village Hall.

184. To consider anti-social behaviour in Alexandra Road on Friday nights
Mrs. G. Massey reported upon anti-social behaviour in Alexandra Road on the previous two Friday nights, the first of which had been particularly bad.  Large groups of 50 or 60 youths were shouting, swearing, drinking, etc., and on the Saturday mornings there was a considerable quantity of litter, bottles and cans in Alexandra Road to be cleared up.   Mr. D. Holmes reported that the trouble had spilled over into Spurgeon Close and Hawkwood Road.    Councillors stressed that residents must report all incidents direct to the Police.   Mrs. Massey will discuss with PC Sarah Pike what Police cover is now given to Sible Hedingham now that the Dispersal Order has expired. 

185. To report on arrangements for official opening of new office
The Chairman reported that the Clerk had sent out invitations to the official opening on Saturday 21st October at 12 noon, which would followed by an ‘Open Day’ from 2 to 4.30pm to enable representatives from other organizations and residents of the village to view the new office and meeting room.   Guests to the official opening are to be offered light refreshments and drinks for which Mrs. J. Beavis had agreed to arrange the catering.    A new carpet, meeting room table, twelve chairs and table cover had been purchased which were included in the grant. 

186. 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:

a) Mrs. G. Massey offered to attend meetings of Halstead Traffic Management Liaison if necessary.

b) Mr. E. Snarey agreed to attend the EALC Affordable Rural Housing seminar on 8th November 2006 at Great Dunmow.

c) It was agreed to pass the documentation from NHS regarding consultation on the review of young persons’ family planning service to Dr. Irene Bainbridge.

d) The letter from Mr. R. Beagrie agreeing to clear out the brook adjacent to his property was read out.   The heaps of rubble will be laid and rolled over the entire site.  This will be held by retaining walls around the perimeter, which should avoid any flooding on the site.  Mr. Beagrie apologized for the unsightly look and gave an assurance that it will be attended to. 

e) The Public Consultation documents from BDC relating to Essex Urban Place Supplement will be perused by the Chairman who will then circulate to members of the Planning Advisory Group.

f) Letters from BDC Emergency Planning relating to sandbags, SMP Playgrounds and MDL Landscapes were passed to Mr. J. Skittrall.

187. Accounts for payment
The accounts listed in appendix 2 were presented for payment.  It was proposed by Mr. D. Holmes, seconded by Mr. R. Falco and carried that the accounts are paid.

188. Any other business/exchange of information/agenda for next meeting
a) Mr. E. Snarey reported that the 30mph sign at School Road has been knocked down and needs replacing.  The Clerk agreed to report this to Highways.

b) Mr. E. Snarey reported upon a recent Parcel Delivery telephone scam and urged people not to telephone the number provided. It was agreed to place details on the parish notice boards.           

c) Mr. M. Rudge reported that horse chestnut trees in Grays Hall Meadow appear to be diseased and two of them were badly affected.  It was agreed to ask Mr. H. Johnson, Tree Warden, to inspect and advise.

d) Mr. J. Skittrall asked if the grass areas in the village should be given another cut this year for which the estimated cost is about £2,000.   It was resolved to place this item on the agenda for the next

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meeting.   The Finance and Funding Advisory Group will need to meet before the end of the year to consider the financial requirements for 2007-2008. 

e) The Clerk reported that as requested at the last meeting he had written to the Head Office of Co-operative Bank PLC regarding the continual problems with the cash machine outside the Co-op.   He had been advised by the Bank that cash machines were located to help Co-op shops with marketing and therefore the staff at these shops should report any defects or problems with cash machines.  In short all complaints should be made to the Manager and staff of the Co-op shop who should refer them to the Co-op Bank.