Sible Hedingham Parish Council

MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 8th OCTOBER 2007 AT 7.30 P.M.

In the chair: Mrs. J. Beavis
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).
Mrs. W. Scattergood (District Councillor)
Mr. J. Tame (Youth Councillor)
PC 70926 Duncan McMaster and PCSO 7134 Mark Ling of Essex Police
Together with 1 (one) member of the public.

182. Apologies for absence
Councillors E. Snarey (recovering from fall) and Mr. D. Finch (County Councillor).

183. Declarations of Interest
The following interest was declared:
Mr. F. Swallow declared a personal interest in connection with traffic speeding along Rectory Road as a resident of Rectory Road.
No other interests were declared.

184. To confirm minutes of previous meeting held 10th September 2007
The minutes of the previous Parish Council meeting held on 10th September 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

185. Matters arising from the minutes
a) Footpath 34 at Oxford Meadow
Mr. M. Rudge reported that although footpath 34 had been cleared it was not to the usual standard as the brambles had not been cleared away from the sides. The Clerk explained that although ECC Highways had been asked to clear this particular footpath as in previous years they had not done so and therefore the work had been done by Mr. K. Metson.    Mr. Skittrall reported that Mr. Metson had only cut the grass and not the brambles.
b) Seat at Church Street Green
Mrs. A. Weatherley reported that the seat at Church Street Green had been removed by Mr. W. Martin as it was in need of repair.   Mr. Skittrall reported that Mr. K. Metson had slats to repair it but had not done so before the seat was removed.   Mrs. A. Weatherley agreed to discuss with Mr. Martin the possibility of replacing the seat.
c) Meetings of Recreation Ground Advisory Group
Unfortunately the meeting on 28th September had been cancelled and another meeting needs to be arranged in the near future.   It was resolved that the Clerk arranges a schedule of meetings for the next few months.

187. Chairman and Vice Chairman’s reports
The Chairman and Vice Chairman had nothing to report outside the agenda.

188. Youth Council Report
Mr. J. Tame reported that the Youth Council Elections had been held and there had been seven candidates for seven vacancies. The first meeting would be on 28th October when arrangements for help at the Halloween event will be discussed. In the meantime the Youth Council was arranging the publicity for the event and had prepared a logo, which was circulated and approved. Mr. Tame was thanked for his report.

189. THF 2008 Report
The Clerk reported that the THF Committee had made provisional dates for the 2008 Road Show for Friday, 25th July or Saturday 26th July 2008 at either the Recreation Ground or possibly Hedingham School. It is unlikely that the Village Hall will be required. With regard to the finances of the 2007 Road Show some items had gone through the PC accounts comprising of £1200 income and £570 net expenditure laving a balance of £630 in hand to carry forward to 2008. It was agreed to circulate the date of the next meeting to Councillors to enable them to attend future meetings.

190. Essex County Council Report
The Clerk stated that Mr. D. Finch had nothing to report specifically relating to Sible Hedingham.

191. Braintree District Council Report
Mrs. J. Beavis reported that the transfer of the BDC housing stock to Greenfield’s Community Housing Association should be completed on 12th November 2007 and that £26.5million should be received by BDC from the disposal of the housing stock.
The Chairman welcomed Mrs. W. Scattergood to her first PC meeting since the election.
Mrs. W. Scattergood reported that the decision upon Post Office closures should be announced this week. Concern was expressed about the comments made by the Postmaster at Sible Hedingham Post Office which had appeared in the press recently.   BDC now have all sustainable building conditions in place, including all ‘green’ issues, which will apply to all applications.   Mr. A. Southerby, Head of Development will be leaving BDC shortly to take up a new position in Wales.    The BBC had been following the planning department to prepare a documentary to be shown during spring 2008.   The Local Development Framework is up to speed. Help had been requested from Colchester Borough Council to help with such items as the River Colne Countryside Project which concerns both authorities and CBC had been asked for long term funding.   Funding was available through the Halstead Area Committee and suggested that SH should apply for some funding.    Mrs. Scattergood was thanked for her report.
Mr. F. Swallow reported that Mrs. G. Massey had attended the Halstead Area Committee meeting, which had asked for all villages to be included in the rolling programme for CCTV.   Mrs. Massey had enjoyed attending the meeting and stated that Mrs. J. Beavis and Mr. F. Swallow did not miss an opportunity to speak up for SH on such items as CCTV.   Mr. Swallow reported that he will be attending the Tasking Group Meeting, a Waste Collection meeting and the CAB Management Meeting. The Clerk reported that the CAB was interested in holding surgeries in PC Meeting Room subject to inspecting the room.

192. Planning
The Clerk reported that the minutes of the Planning Committee meeting held on 28th September 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:
07/01904/FUL – Langthornes, Wethersfield Road – Creation of permanent access – no objection.
07/01981/FUL – Land adjoining Chestnut House, High Street Green – Revised roof design of approved attached garage – no objections.
07/01996/FUL – Land rear of 152 Swan Street – Erection of 2 no. two bedroom bungalows with associated access and parking – no objections subject to conditions including height restriction – bungalow only, adequate parking provision for 152 Swan Street and adjacent shop, proper reinstatement of drive, two trees on boundary being preserved and screening.   It was noted that no figures had been provided of current or anticipated future traffic movements and that the site was similar to others off Swan Street.
It was proposed by Mr. J. Skittrall, seconded by Mr. M. Rudge and carried that the above recommendations are approved.
It was reported that BDC had approached SHPC asking for a meeting to discuss future development sites in the village up to 2025 to include the Premdor site, the former Tanners Dairy site, Affordable Housing sites, possible extension of the village envelope and any other possible development sites. The meeting was arranged for Tuesday, 30th October at 10am in Meeting Room at PC Office.   BDC will be represented by Paul Munson, Eleanor Dash and Nina Pegler and SHPC by the Planning Committee and Clerk. In the meantime Councillors will meet on 12th October at SH Village Hall, after the acoustics demonstration at 5pm, to consider development sites in preparation for the meeting on 30th October.
193.            To consider affordable housing in Sible Hedingham
The Chairman reported that there is a real need for affordable housing in the village and that other villages in the area were progressing with affordable housing schemes. BDC is already aware of the needs in SH. Affordable housing is usually built on exception sites outside the village envelope where land is more economic to acquire.   SHPC will set the criteria for allocation of affordable housing in the village. Mrs. W. Scattergood advised that the housing enabler at the RCCE should be consulted. It was proposed by Mrs. G. Massey, seconded by Mr. F. Swallow and carried that the Parish Council move forward affordable housing schemes and a sub committee comprising of Mrs. J. Beavis, Miss. C. Cannell, Dr. R. Green, Mr. J. Skittrall and Mr. F. Swallow was elected.

194. Footpaths
Dr. R. A. Green reported upon the following footpaths:

A meeting of the Footpaths Advisory Group was arranged for 6th November at 4.30pm in the Meeting Room at the PC Office. At this meeting the village would be divided up into areas and each member of the Footpaths Advisory Group allocated an area within which to walk each footpath twice a year to check on any work required. Dr. R. A. Green was thanked for his report.

195. Recreation Ground update

Renovation to tennis courts – Mrs. A. Weatherley reported upon her contact with three companies to provide quotations for renovation to the tennis courts. She had also spoken to Mr. K. Derry of Essex Environment Trust who had indicated that SHPC is eligible to apply for a grant of up to £10,000 for the renovation work.
Schedule of future meetings – It was agreed that the Clerk arrange a schedule of meetings.
Issue of dogs misusing Recreation Ground – Mr. J. Skittrall reported that loose dogs must be kept under proper control in the Recreation Ground. New signs will be required at each entrance so that BDC can thereafter take action. It was agreed to obtain a quote for the cost of new signs.
Renovation to toilets – Mr. J. Skittrall reported that the builders will commence work on 5th November 2007 and quotes had been requested from three contractors for the electrical work.

196. To approve formation of Street Scene Advisory Group
It was proposed by the Chairman, seconded by Mrs. Massey and carried that a Street Scene Advisory Group be formed comprising of Mr. Skittrall (spokesperson), Mrs. Beavis, Miss. Brown, Mrs. Massey, Mr. Snarey and Mrs. Weatherley. It was agreed that the Clerk will arrange a schedule of meetings.

197. Station Road and Rippers Court issues
The Chairman reported that a new fence had been erected on the north side of Rippers Court and gates were awaited on the south side. She confirmed that BDC were aware of the problems in Rippers Court. PCSO Mark Ling reported that he would be doing more night shifts when he would patrol Rippers Court.

198. To consider identification badges for Councillors
Mr. P. Day had kindly taken photographs of Councillors to enable BDC to prepare identification badges. Mr. F. Swallow reported that the identification badges should be ready by the next meeting.

199. To review grass cutting contract with Essex County Council
Mr. J. Skittrall suggested that the grass cutting contract with ECC be deferred to the Street Scene Advisory Group to consider. In the meantime he agreed to prepare plans and specifications for the SSAG to consider and thereafter take forward to a Parish Council Meeting.

200. Acoustics demonstration at Village Hall
The Chairman reminded all Councillors that an acoustics demonstration had been arranged at the Village Hall for Friday, 12th October at 5pm. It was agreed to extend the invitation to all members of SH Village Hall Committee.

201. General Policing Information
The Chairman welcomed PC 70926 Duncan McMaster, the new designated Sible Hedingham Police Officer to the meeting. He explained that he was the Neighbourhood Specialist Officer for Sible Hedingham. He is based at Great Yeldham Police Station and is available on 07855 781608. It was hoped that the good relationship between SHPC and the Police will continue.

202. To consider Halloween event on Recreation Ground
The Chairman thanked Mrs. G. Massey for taking the minutes of the Halloween meeting and for administrative work and also thanked Miss. S. Brown for her hard work in connection with obtaining sponsorship. It was confirmed that all houses around the Recreation Ground will be circulated with leaflets containing details of the event by the PCSOs who were thanked for undertaking this task.

203. To consider ‘The High Sheriff’s Awards’ for tackling crime together in Essex
The Chairman reported that the Road Show Committee had proposed a particular nomination for the Award and gave details.    SHPC supported the nomination and the Chairman agreed to move this forward.

204. Report of SARA meeting
Mr. J. Skittrall gave a report of the SARA meeting held on 19th September at Great Yeldham Police Station which had not been as useful as on previous occasions. SH Councillors had put forward all ASB issues concerning the village. Numerous arrests of speeding motorists had been made.   The action concerning Oxford Meadow problems was outlined. ASB should be reported to BDC as well as to the Police.   The Chairman emphasized that everyone must continue to report all problems to the Police.

205. To consider proposed use of PC Meeting Room for Police surgeries
Arising from the SARA meeting, PCSO Deb Green had again requested permission to use the meeting room at the Parish Council office for Police surgeries every fortnight. This request had previously been refused earlier in the year and a number of concerns were expressed. However following a lengthy discussion it was resolved to allow Police Surgeries to take place during a six month trial period, during office hours, when the Clerk is in attendance and at no charge in view of the benefits to the village. Mrs. A. Weatherley wished it to be recorded that she was opposed to such use.

206. Hedingham Twinning Association report
Mrs. G. Massey reported that she attended a recent Twinning Association meeting. The Association was very pleased that a representative of SHPC attended and thanked the Parish Council for the recent donation of £75.00. Mrs. Massey gave details of a forthcoming Race Night and a Dinner Dance. It was confirmed that the Twinning Charter would be framed and hung in Meeting Room in PC Office. A visit to France is being arranged for May 2008 when residents are welcome to attend. Mrs. Massey was thanked for her report and for representing the PC at this meeting.

207. Community Speed Watch and Highway issues
Mr. F. Swallow reported that the Police consider that Speed Watch is very successful. He was concerned about the increase in speed of traffic in the village especially along Rectory Road and asked for traffic calming measures such as sleeping policemen to be considered. Mr. F. Swallow and Mr. V. Mullender both offered their services for speed watch training but at least four more volunteers are required from the village. PCSO Ling offered to help find volunteers and it was agreed to place an item in the Parish Magazine and notices on the Parish Notice Boards. It was agreed that Mr. F. Swallow and Mr. V. Mullender be speed watch coordinators and report back to the next meeting.

208. Essex Association of Local Councils AGM Report
The Chairman reported that she had represented SHPC at the AGM of the EALC on 19th September. She had enjoyed the meeting and obtained some new ideas for the future. Various awards were made and examples of annual reports perused. With the help of Mrs. Massey consideration will be given to a different format for the Annual Report next year.

209. To discuss and approve future plans list
It was agreed that Councillors consider the order of priority of the third section of the future plans list (namely items at cost to PC).   It was agreed that Councillors provide the Clerk with their priorities within two weeks ready for the Finance Advisory Group meeting later this year.

210. PC Dinner – 18th January 2008 – Moot House, Castle Hedingham
A copy of the menu at £25 each was circulated to all Councillors. It was agreed that those attending select their choice from the menu and inform the Clerk by the end of October.   Thereafter the Chairman will arrange table plans.

211. 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 letter from BDC Planning Enforcement Officer to Framar Developments was noted and it was agreed to report sign to Enforcement Officer if it remained on shed after 25th October.
Mrs. A. Weatherley reported that she had spoken to Mrs. S. Cooper and had offered to help her sort out the issues with Powergen as some of the electricity may have been consumed by a previous occupier.
With regard to the Riverside Walk, the PC was pleased to note that the transfer had been approved and will be executed by the seller in preparation for completion.
The letter and photographs regarding attempted arson on the public toilets were handed to Mr. J. Skittrall to enable him to make a witness statement to the Police. Mr. Skittrall and Mrs. Massey had both reported the improper use of firelighters to the Police who had spoken to both Petrol Stations where youngsters had obtained them from.
The letter from BDC regarding Emergency Planning was passed to Mr. Skittrall for action.
The ambiguous correspondence from ECC Highways regarding parking restrictions in Summerfields had been queried and a reply from Highways was awaited.

212. Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed by Mr. J. Skittrall, seconded by Miss. C. Cannell and carried that the accounts are paid.

213. Any other business/exchange of information/agenda for next meeting
a) Mrs. A. Weatherley reported that ‘A’ boards outside some commercial and professisonal premises and in particular the White Horse and the Sugar Loaves was causing concern.   The Clerk reported that action had already been taken regarding ‘A’ boards outside the White Horse following complaints from members of the public. The question of ‘A’ boards, signs on commercial premises and fly-posting should be on the agenda for the Parish Forum on 22nd October which Mrs. J. Beavis, Mrs. G. Massey and Mr. J. Skittrall will be attending. It was therefore agreed to defer any further action until after the Forum.
b) Mr. M. Rudge reported that under age drinking had again started on Grays Hall Meadow and the Clerk agreed to report this to the Community Warden to investigate.   Mr. Rudge also reported that a buggy had been dumped on Grays Hall Meadow. The Clerk agreed to ask the Clean Team to remove it.
c) Mr. J. Skittrall reported that the brook at Brook Meadow had still not been cleaned out by BDC. The Chairman reported that this work had now been ‘actioned’ by BDC and will be further discussed when the Area Estates officer visits the village on 16th October regarding Oxford Meadow and Brook Meadow issues.
d) Dr. R. A. Green reported upon fly tipping and dumping in Hulls Mill Lane. The Clerk agreed to ask the Clean Team to clear.

214. 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).