Sible Hedingham Parish Council

MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 11TH SEPTEMBER 2006 AT 7.30 P.M.

In the chair: Dr. N. Edwards
Present: Councillors 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. R. Carter (Youth Council)
Together with 2 (two) members of the public.

139. Apologies for absence
Miss. C. Cannell (recovering from operation) P. Day (bereavement).
Mr. D. Finch (County Councillor),
Mrs. J. Beavis, Mr. S. Bolter & Mrs. W. Scattergood (District Councillors).

140. Declarations of Interest
The following interest was declared:
Mr. R. Falco declared an interest with a planning application at Greenfields, High Street Green.
No other interests were declared.

141. To confirm minutes of previous meeting held 14thAugust 2006
The minutes of the previous Parish Council meeting held on 14th August 2006, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

142. Matters arising from the minutes

a) Street lights at Swan Chase and Station Road
The Clerk reported that EDF Energy should complete the work during the week of 11th September 2006.
b) Hearing facilities at Village Hall
Mr. J. Skittrall reported that Sible Hedingham Village Hall Committee would investigate a smaller system as a hearing loop was not suitable.

c) Parking problems at both Schools
Mr. D. Finch had not yet reported upon the site meeting with Mr. R. Bass at both Schools in Sible Hedingham regarding parking problems.

d) Illegal BMX track at Parkfields
The Clerk reported that the metal stanchions of the former water tower had been removed and the area would be landscaped and planted by BDC in the autumn.

e) Litter problems
The meeting with Mr. M. Galley, Street Scene Officer, BDC will be re-arranged. Mrs. A. Weatherley will fix a date for voluntary litter collection. Mr. J. Skittrall will order yellow coats for the litter pickers.

f) Tennis Courts
Mr. J. Skittrall reported that he will attend the next meeting of Hedingham Hawks Football Club and thereafter grants would be applied for. In the meantime he had obtained some useful information upon all weather multi use surfaces.

g) Problems with cash machine at Co-op
It was reported that a new cash machine had been installed at the Co-op but there were problems with it and it was frequently out of order. It was agreed to write a letter of complaint to the Co-op Bank asking for an explanation as to why there are still continuing problems.

h) Planning
At the suggestion of Mrs. G. Massey it was resolved that Councillors be informed of planning decisions at future Parish Council Meetings by the spokesperson of the Planning Advisory Group.

i) Proposed relocation of Halstead Post Office
Mr. E. Snarey reported that new Post Office trained staff will operate at the proposed new Post Office at Martins. It was understood that the existing sorting office will remain where it is but customers will no longer be able to post parcels there.

j) Land Registration
The Clerk reported that the Recreation Ground and Southey Green had been registered in the name of the Parish Council with absolute titles. The Clerk had recently inspected Morris Green and prepared plans but reported that there appears to have been considerable encroachment by neighbouring farmers over the years. He had therefore asked the Parish Council’s Solicitors to make an index map search of the whole area of Morris Green so that the position can thereafter be reviewed. Mr. D. Holmes had made a Statutory Declaration in connection with the path between Hills Road and Hawkwood Road.

143. Public Comment
Mr. D. Thompson stated that he could not hear Councillors because the acoustics in the Village Hall were very bad. He suggested that tables were re-arranged so that members of the public could hear the debate. Mr. J. Skittrall confirmed that the Village Hall Committee was investigating a hearing system for the Hall. Mr. Thompson also enquired if Councillors had attended the Wimpey Open Day on 9th September. Several Councillors had attended and discussion took place upon their findings and grant of planning permission.

144. Chairman and Vice Chairman’s reports
The Chairman reported that the new PC Office had been set up and was fully functional. Councillors were pleased with the progress made. A table and chairs for the meeting room were still to be acquired. Mr. J. Skittrall thanked the Chairman and Mr. P. Day for their work with the new office signs. Mr. J. Skittrall reported that a tent had been erected in Grays Hall Meadow and as it had not been occupied for a few days it had been removed by the Police and placed in ‘lost property’ at Halstead Police Station. Mr. Skittrall attended a meeting of the Youth Council on 8th September and reported upon arrangements for a Barbeque and other events for young persons on the Recreation Ground on 31st October. Mr. Skittrall reported upon the inordinate delays by Anglian Water in stopping the water leaks in Alexandra Road and at the Total Garage in Swan Street. Mrs. A. Weatherley reported that an order in respect of Alexandra Road had been made on 8th September and the work will be carried out within ten days. Mr. J. Skittrall will investigate the leak at the Total Garage. Mr. Skittrall produced details of BMX tracks which cost anything between £6,000 and £60,000. It was agreed to place this item on the agenda for a future meeting.

145. Youth Council Report
Mr. R. Carter reported that the ‘Battle of the Bands’ contest on 15th July had been very successful and £300 had been raised for charity. The Youth Council will arrange all the publicity and help Mr. Skittrall with arrangements for the Halloween event on the Recreation Ground on 31st October. Some discussion took place upon the proposed Youth Shelter, which was being considered by the Youth Council in consultation with Mr. J. Skittrall on behalf of the PC. It was generally agreed that Grays Hall Meadow was not suitable because of its close proximity to the Garden of Remembrance and Churchyard and in addition there were no toilets. The Recreation Ground was preferred as it will have toilet facilities when the renovation work is complete. Some six designs for a Youth Shelter will be produced at a future PC Meeting when the Youth Council will formally ask the Parish Council for permission to erect a Youth Shelter on the Recreation Ground. The AGM of the Youth Council will take place on 2nd October 2006 at 7pm at Hedingham School to which all Parish Councillors were invited. There will be vacancies for four new Youth Councillors to serve. Mr. Carter was thanked for his report (and then left the meeting).

146. Essex County Council Report
In the absence of Mr. D. Finch no report was given.

147. Braintree District Council Reports
Mrs. J. Beavis sent a written report which was read by the Clerk. It included an update regarding the Dispersal Order which had been very successful with low anti-social behaviour. With regard to the proposed extension to the parking bay at Oxford Meadow, BDC only owns two properties (Nos. 3 & 8).

BDC had provided an estimate to increase the size of the layby and owner occupiers would be required to pay contributions towards the cost. BDC are looking into a scheme to help Mrs. H. Day, which would mean purchasing a small piece of land from the neighbouring property to gain access into her garden.
Mrs. W. Scattergood had also sent a written report regarding the ‘Fete’ style open day at Causeway House, Braintree on 5th October from 4 to 9pn of which the Clerk gave details.

148. Planning
a) Planning applications
Mr. R. Falco reported that the following applications had been considered by the Planning Advisory Group and recommended as follows:

06/01414/FUL – Greenfields, High Street Green – Change of use of land for a 20m x 60m manege - no objection subject to (i) not to be used as a riding school, (ii) no lights to be erected, (iii) private use only, (iv) no competitions or noisy gatherings and (v) no large horseboxes or cars creating traffic problems.

06/01727/REM – Land adjoining Chestnut House, High Street Green – erection of detached dwelling and detached garage – no objection.

06/01733/FUL – 1 Yeldham Road – Amendment to approved application 04/00036/FUL – change gable end to hip end – no objection.

06/01748/FUL – 1 Cherry Gardens, Cobbs Fenn – Amendments to previous application 05/01644/FUL – proposed two storey extension to rear – no objection.

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

b) To question enlargement of Total Garage forecourt into garden of adjacent bungalow
Mr. R. Falco reported that the Planning Advisory Group had considered the enlargement of Total Garage forecourt into garden of adjacent bungalow namely 138 Swan Street and considered that the owner should apply for retrospective planning permission. However the Chairman, who had spoken to the owner, pointed out that he had already applied for and obtained permission under 05/01055/FUL The Chairman had made the relevant documents available to the Planning Advisory Group. Following some discussion it was accepted that the development was legitimate and it was resolved to take no action.

149. Village Design Statement
Mrs. G. Massey reported that Mr. J. Nicholson and Mrs. A. Weatherley had been very active and that another meeting of the Village Design Statement Advisory Group will be held later this month. The Chairman thanked Mrs. Massey for her report.

150. Footpaths and rolling programme
A letter had been sent to Mr. G. Wilkinson of Highways on 15th August who had not had the courtesy to reply and in the circumstances a reminder will be sent to him. Mr. D. Holmes reported that Mr. Oakey appreciated the letter he had received from the Parish Council. Dr. R. Green enquired about the erection of gates on Mr. Gagen’s land, which had been delivered. It was agreed that Dr. Green would arrange a convenient date for their erection with Mr. Gagen and arrange a working party to include Mr. J. Hatfield, Mr. J. Skittrall and other Councillors.

151. Riverside Walk
The Chairman confirmed that Wimpeys had signed and completed their S106 Agreement on 12th January 2006, which (para. 9.2.4) included provision for the “transfer to BDC or its nominee (SHPC?) in consideration of one pound all the estate or interest … in the River Side Walk Land ….together with all rights necessary to permit the use inspection maintenance and repair of the River Side Walk Land …..”
Another S106 Agreement involving Mr. Ladkin was awaiting completion. Mr. Ladkin had assured the Chairman that he had signed the Agreement in the last month. Unfortunately the Officer dealing with it at BDC was on holiday but it will be pursued with her on her return.

152. Water Management
a) Alderford Street brook
The Clerk had circulated to all Councillors the exchange of correspondence with the Environment Agency and the letter to BDC asking them to take on full responsibility, as the ‘responsible authority’ under their

permissive powers pursuant to the provisions of the Land Drainage Act 1991. A reply from BDC was awaited. Mr. D. Finch had suggested that SHPC consider looking after Alderford Brook if ECC and/or BDC reimburse SHPC with the cost on an annual basis. This possibility will be considered after a full reply is received from BDC.
Mrs. G. Massey asked for the third brook through the village adjacent to Wash Farm to be considered, where flooding had also occurred. The Chairman stated that it was not relevant to pursue this, as although there had been flooding at Bridge House, this brook has clear riparian ownership and is well maintained.

a) Holding Reservoirs at Wethersfield Road and Cobbs Fenn
An email from Mr. M. Everitt, Highways District Engineer, forwarded by Mr. D. Finch, was read. The present position regarding land acquisition was noted. Councillors expressed serious concern about the inordinate delays and it was resolved to ask Ms. D. Waters of the Legal Department at County Hall for a monthly update and report on both the Wethersfield Road and Cobbs Fenn schemes.

b) Parking issues at Christmas Field
The results of the residents survey carried out by BDC during July 2006 were considered. Mr. J. Skittrall stated that the proposed scheme appeared to be going nowhere and the elderly residents of Christmas Field were very concerned. Mr. D. Finch had informed over twenty residents and the PC at a public meeting that the parking scheme would be free of charge to residents but BDC were now seeking to impose charges. Following some discussion it was proposed by Mr. E. Snarey, seconded by Mr. R. Falco and carried that a letter is send to BDC with a copy to Mr. D. Finch asking for a full report. The issue of parking at Hedingham School was also discussed. It was agreed to enquire why the School were no longer using the teacher’s former car park for parking. This existing car parking area would provide spaces for an additional 12/15 vehicles if still used. Mrs. G. Massey, as a School Governor, agreed to explore this issue and to also review the minutes of Governors meetings about parking issues. The result of the site meetings between Mr. D. Finch and Mr. R. Bass at both Schools was awaited.

153. Renovation of toilets on Recreation Ground
Mr. J. Skittrall reported that the Recreational Areas and Horticulture Advisory Group had met on 30th August and recommended the following renovation work is carried out to the toilets:

i)Architecturally attractive vandal proof aluminium roof with the appearance of tiling.

ii)New vandal proof windows and doors, the latter to be self locking.

iii)New disabled toilet to be constructed within existing ladies toilets.

iv)Three new stainless steel urinals in gent’s toilets.

v)Floors to be retiled and the whole building to be repainted where necessary.

A specification is being prepared by Mr. D. Gilbrook and when costed will be placed before a future PC meeting for consideration. The cost of the work should be covered by the £8,000.00 grant awarded.

154. To consider removal of Cherry Tree in Grays Hall Meadow
Mr. J. Skittrall reported that Mr. E. Mayes and himself had inspected a cherry tree close to 38 Friars Close and whilst the tree is not causing any damage at present it could cause considerable damage to 38 Friars Close during the next five years. The Landscape Officer at BDC had also consented to the tree being removed. Mr. Mayes had quoted £200.00 to fell and remove the tree. It was proposed by Mr. D. Holmes, seconded by Mrs. G. Massey and carried that the quote is accepted and the tree removed.

155. To approve purchase of two maple trees for Recreation Ground
Mr. J. Skittrall reported that two trees on the Recreation Ground had been lost recently and requested approval for them to be replaced with two maple trees. Mr. E. Mayes had provided a quote for £250.00 each to include purchase, planting, stakes & ties and twelve months maintenance including watering. It was proposed by Mr. J. Skittrall, seconded by Mr. D. Holmes and carried that Mr. Mayes quote for £500.00 in total is accepted and that two maple trees should be planted.

156. To consider purchase of litter bin for Recreation Ground
Mr. J. Skittrall reported that a litter bin was required on the Recreation Ground near the entrance at the junction of Gibson Road with Recreation Ground. It was proposed by Mr. J. Skittrall, seconded by Mrs. A. Weatherley and carried that a litter bin is purchased.

157. Report of Area Estates Inspection held 1st September 2006
Mr. J. Skittrall gave a report of a site meeting with the BDC Area Estates Manager which he had attended with Mr. A. Corder-Birch on 1st September 2006 when the following matters were discussed:

i) Repairs to two fences at the rear of 20 Cambridge Avenue, one being adjacent to the Recreation Ground and the other adjacent to Colne Road. BDC will also reinstate the grass.

ii) Sections of the fence along footpath 37 at Parkfields (rear of Alexandra Road) to be removed and repaired where appropriate.

iii) Safety barriers to be considered at end of footpath 37 where it joins Rectory Meadow.

iv) Concrete to be laid across relevant corners in Brook Meadow and Christmas Field (as previously agreed with former Estates Manager but work not yet carried out).

v) Relevant sections of brook adjacent to Rectory Road where BDC are riparian owners to be cleared out (between two bridges in Brook Meadow and from second bridge to rear of Fire Station). BDC requested to carry out this work regularly without reminders from PC being necessary.

vi) High bank adjacent to Brook Hill between Brook Meadow and Swan Street to be cleared.

vii) Garden rubbish along Oxford Lane at rear of Council Houses and Bungalows in Oxford Meadow to be cleared and BDC tenants written to requesting no more dumping (should have been carried out following previous inspection by former Estates Manager).

viii) Bollards and no parking signs to be erected at Christmas Field to try and prevent unauthorized parking by School staff and pupils on greensward. The parking issues at Christmas Field will also be pursued.

ix) Various street name plates in village to be replaced where originals have faded.

x) To consider provision of additional parking at Parkfields by removal of redundant footpath.

xi) BDC to ascertain owner of land at rear of garages in Christmas Field to get area tidied up.

158. Notice Boards
Mr. J. Hatfield had obtained an estimate from Mr. Derek Reeve for new notice board to include wording ‘SIBLE HEDINGHAM PARISH COUNCIL’ for £710.00. It was resolved that a new large notice board should be fixed to the side wall of the new office (facing Doctors Surgery) subject to landlord’s consent. The notice board at old office be removed and re-erected, with new posts and backing board at Oxford Meadow at a site to be agreed with BDC at the next estates inspection. It was also agreed to ask Mr. P. Day to look after notice board at Oxford Meadow and to post and remove notices.

159. Development of Recreation Ground
Mr. J. Skittrall considered that the Recreation Ground should be the centre of the village and that picnic benches and more play equipment should be provided as there had been little investment in the Recreation Ground in recent years. Mr. E. Snarey proposed that the Recreational Areas and Horticulture Advisory Group should meet to consider future plans and cost and report back to the PC prior to fixing the budget. Mr. Skittrall reported that parts were being replaced on the jungle gym trail, which was being repaired and treated with preservative. Hedingham Hawks will apply to ‘Awards for All’ for a grant towards an all weather multi use surface.

160. Meeting at Great Yeldham Police Station
Mr. J. Skittrall gave a report of a meeting which took place at Great Yeldham Police Station on 29th August 2006. The Dispersal Order had been successful and a number of groups were working together for the benefit of the youth in the village. Those attending were very impressed with the efforts which SHPC were making in working with Hedingham Hawks and others. A Disco is being arranged in the Village Hall for 9 to 13 year olds, free of charge, probably with support from BDC.

161. To consider arrangements for official opening of new office
The Chairman reported that he had met with the Clerk to consider a date for the official opening and to compile an invitation list as requested at the previous meeting. It was proposed that the official opening takes place on Saturday 21st October followed by an ‘Open Day’ 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. A lengthy discussion took place upon the invitation list, format and times for the official opening and open day and publicity for the open day. It was

agreed that both should take place on 21st October with the official opening first followed by the open day. It was proposed by Dr. R. Green, seconded by Mr. J. Hatfield and carried that the final arrangements and invitation list should be made by the Chairman and Clerk.

162. Petty cash statements
The Clerk had circulated to all Councillors a copy of the petty cash statements for the financial years 2005-2006 and 2006-2007 to date. Mrs. G. Massey raised the question of mileage payments to Councillors and it was agreed that Councillors should be reimbursed with mileage claims and reasonable expenses if claimed and that any claims could be backdated to 1st April 2006 being the beginning of this financial year. It was proposed by Mrs. G. Massey, seconded by Mr. R. Falco and carried that the petty cash statements are approved. In future petty cash statements will be produced at four monthly intervals in accordance with the financial regulations.

163. 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 discussed:

a) Planning Appeal by way of written representations against refusal by BDC for new dwelling on part garden at 6 Station Road, Sible Hedingham. It was noted that the appeal was opposed by members of the public living in the vicinity. In light of the recent appeal decision relating to garden at 9 Recreation Ground it was resolved to support BDC and oppose the appeal.

b) A letter from RCCE relating to Village Hall Conference was handed to Mr. J. Skittrall.

c) Mrs. G. Massey and Miss. C. Cannell will attend the Planning Day course arranged by EALC in partnership with RCCE on 17th October.

d) Arrangements for the Cluster Meeting on 25th October to be hosted by SHPC to go on agenda for next meeting on 9th October.

e) The Supplementary Planning Document relating to Affordable Housing received from BDC was passed to Mrs. G. Massey and will be forwarded to Mr. E. Snarey. Another copy is with Miss. C. Cannell as spokesperson of the Planning Advisory Group.

f) BDC Emergency planning correspondence and brochure relating to Youth Shelters and other items received from Playpro Limited were passed to Mr. J. Skittrall.

164. Accounts for payment
The accounts listed in appendix 2 were presented for payment, with the addition of £100.00 to Essex Association of Local Councils for delegates fees for Planning Day course on 17th October 2006. It was proposed by Mr. D. Holmes, seconded by Mr. J. Skittrall and carried that the accounts are paid.

165. Any other business/exchange of information/agenda for next meeting
Mr. D. Holmes reported upon a serious fire in Spurgeon Close the previous week when a man had nearly lost his life. The Fire Brigade had taken 23 minutes to attend. The shortage of firemen and the need for more firemen for Hedingham Fire Brigade was highlighted. Mr. J. Hatfield suggested asking Premdor if they will release men to be part time firemen. It was also suggested that notice of vacancies for firemen should be placed on all village notice boards. It was agreed that Mr. E. Snarey would discuss these issues with the local officer. Mr. J. Skittrall reported that requests had been made to book burial plots in advance. It was agreed that this issue should be referred to the Burial Ground Advisory Group for initial consideration and if necessary thereafter referred to a future PC meeting.

There being no further business the meeting closed at 9.55pm