Sible Hedingham Parish Council

MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 10th SEPTEMBER 2007 AT 7.30 P.M.

In the chair: Mrs. J. Beavis
Present: Councillors S. Brown, C. Cannell, R. Falco, R. Green, G. Massey, V. Mullender, M. Rudge, J. Skittrall, E. Snarey & A. Weatherley. Mr. A. Corder-Birch (Clerk). Mr. D. Finch (County Councillor) Mr. J. Tame (Youth Councillor) Together with 2 (two) members of the public.

153. Apologies for absence
Councillors A. Law (holiday), F. Swallow (honeymoon) and Mrs. W. Scattergood.

154. Declarations of Interest
The following interest was declared:
Mr. V. Mullender declared a personal interest in connection with a planning application relating to the Pest House, Lamb Lane as he is a neighbour
No other interests were declared.

155. To confirm minutes of previous meeting held 13th August 2007
The minutes of the previous Parish Council meeting held on 13th August 2007, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

157. Public Comment
Mr. D. Wright of Rectory Lodge reported that grass on local authority land adjoining his property had not been cut. He had spoken to various Councillors and a site meeting held with BDC who agreed to arrange for it to be cut. He reported that it had been cut by SHPC in September 2006 and by BDC in August 2007. Mr. J. Skittrall advised that this particular piece of land is the responsibility of ECC and Mrs. A. Weatherley stated that there is a public footpath through it. It was resolved that SHPC will sort this issue out with ECC and/or BDC, as appropriate.
Mrs. S. Ruffles of Shell Garage reported upon the success of a new alarm system which had been installed at Shell Garage which had deterred ASB and moves people on.

158. Chairman and Vice Chairman’s reports
The Chairman reported upon a telephone call received from a potential purchaser of the Dairy site regarding possible development.    The Clerk had also received a telephone call and the Chairman and Clerk had both suggested that prospective purchasers attend a site meeting with Councillors to discuss the future of the site.
The Chairman also reported upon a special surgery held on 8th September with Mr. D. Finch and residents of Cobbs Fenn to specifically discuss Cobbs Fenn issues.    The Clerk had delivered a circular letter to all residents and a useful meeting had taken place. Mrs. G. Massey was also in attendance and will raise the issue of highway signs at the next Halstead Traffic Management Meeting. The proposed flood lagoon was also discussed, particularly suggested access routes for construction traffic. The residents had appointed a spokesperson (Mr. Fred Walder) who will liaise with ECC and keep SHPC informed.
The Vice Chairman had nothing to report outside the agenda.

159. Youth Council Report
Mr. J. Tame reported that the Youth Council had started its election process and posters and a press release had been prepared.   The Youth Council website had been re-designed.   The Youth Council is happy to support SHPC with the proposed Halloween event.   The Youth Council had successfully obtained a grant of £10,000 from ECC Youth Capital Fund towards renovation work to the tennis courts.    Mr. Tame was thanked for his report and in particular for the good news regarding the grant.

160. Essex County Council Report
Mr. D. Finch reported upon the recent Cobbs Fenn meeting and thanked Mrs. G. Massey for taking the minutes. He explained that it will take 3 or 4 years for the flood alleviation scheme to be completed.   He expected the land acquisition process to be completed within six months and thereafter environmental and archaeological tests will be carried out followed by funding for the lagoon.   Alternative routes for the construction traffic will be considered at the request of residents.
With regard to the Wethersfield Road flood lagoons which are in progress a special opening ceremony is being planned by ECC to which SHPC will be invited to attend.
Mr. Finch also reported upon ECC finances and budget.   A recent survey had revealed that residents are concerned about clean streets, road & pavement repairs and youth activities.
Mr. J. Skittrall enquired about the long grass along highways which was not cut by ECC until recently. Consideration will therefore be given to SHPC taking over the grass cutting contract from ECC.   A meeting will shortly be arranged with Mr. D. Finch and representatives of the PC regarding ECC issues particularly highways and grass cutting.

161. Braintree District Council Report
In the absence of Mrs. W. Scattergood and Mr. F. Swallow no report was given.

162. Planning
The Clerk reported that the minutes of the Planning Committee meeting held on 24th August 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 made and recommended as follows:
07/01713/FUL – 41 Abbey Meadows – Retrospective consent for erection of rear conservatory – no comment.
07/01735/FUL – 48 Abbey Meadows – Erection of rear conservatory – no objections.
07/01741/FUL – New Cottage, School Road – Erection of single storey rear/side extension – no objections.
(Mr. V. Mullender left the meeting before the following item was discussed)
07/01800/COU – Pest House, Lamb Lane – Proposed change of use of cattery buildings to holiday chalets. A letter from Mr. V. Mullender was circulated to all Councillors.    Following some discussion it was resolved to make the following representations to BDC:
i)            That SHPC has previously asked ECC Highways to designate Lamb Lane as a “Quiet Lane” and is waiting for ECC to consider this request.
ii)            The road is very narrow, low lying, wet and unsuitable.
iii)            The site is low lying and a survey for the water table is required.
iv)            The noise from holiday makers will spoil tranquility.
v)            The site is outside the village envelope where development will not usually be permitted.
vi)            The site is in a Special Landscape Area and RLP 79 applies.
vii)            If BDC is minded to grant permission then it must be conditional upon two chalets only (as three are too many) and use restricted to holiday chalets only and not to be converted into permanent residential accommodation.   Concern was expressed regarding possible future development of site.
It was proposed by Mr. E. Snarey, seconded by Miss. S. Brown and carried that the above recommendations are approved.
(After the conclusion of this item Mr. V. Mullender returned to the meeting).

Footpath 61 – still waiting for BTCV to erect gate near Hawkwood Manor.
Footpath 56 - blocked and very overgrown around way marker posts. It was agreed that Mr. Skittrall will ask Mr. Metson to clear this footpath (to be paid for out of the ECC budget).
Footpath 21 – diverted again – new route to west of Chestnut House, which is acceptable.
Footpath 34 – blocked and needs clearing.
Footpaths 22 (Purls Hill) and 23 (beyond Hulls Mill Farm) - both blocked in Great Maplestead. Clerk referred complaints from residents to P3 to deal with as not in Sible Hedingham.
Footpath 24 – Mr. V. Mullender reported that this path through Lowt’s Wood had been cleared and had been beautifully done, which the Parish Council was very pleased to note.

Arising from this report Mr. M. Rudge reported that footpath 34 is usually cleared by ECC Highways at the same time as Oxford Lane as both are regularly used by children. It was agreed to ask ECC Highways to clear footpath 34.
Miss. C. Cannell reported that the lower section of footpath 36 (Crosspath) is obstructed by prickly shrubs. The Clerk agreed to ask Cambridge Property Management Limited, which is responsible for Bewick Court, to clear.
Miss. Cannell also reported that the pavement between Crows Cross and the Windmill needs clearing. The Chairman reported that BDC Clean Team had been asked to clear this but had declined. The request for clearance will therefore be referred to ECC Highways.
Dr. R. A. Green was thanked for his report.

164. Recreation Ground update
Mr. J. Skittrall reported on the following items:

Renovation to toilets – The contents of the toilet block had been cleared out ready for the builders who will start work on 1st November 2007. Keys for gates and toilet block had been cut for use by builders to be returned to PC when work complete.
Renovation to tennis courts – Thanks were recorded to Mr. J. Tame and the Youth Council for obtaining a grant of £10,000 towards the renovation work. A meeting of the Recreation Ground Advisory Group, which included Mr. Tame, had taken place on 7th September when it had been decided to proceed with the work for which Mr. Skittrall is obtaining three quotes and two Councillors are investigating further grants. The time limit for grants was noted.
To approve increase in cost of roundabout – The Clerk reported that the suppliers of the roundabout had informed the PC that their price had increased by £727.91 since preparing their quote. The Clerk had challenged the increase on the basis that the quote was not subject to price increases and no time limit was specified. A response from the suppliers was awaited. It was proposed by Mrs. G. Massey, seconded by Mr. J. Skittrall and carried that the PC will meet the price increase of £727.91 if necessary.
Schedule of future meetings – Mr. J. Skittrall reported that the next meeting of the Recreation Ground Advisory Group will take place on 28th September at 7pm in PC Meeting Room and thereafter meetings will be held every six weeks for which he will provide dates for members.
Issue of dogs misusing Recreation Ground – Mr. J. Skittrall reported that he had received three complaints in a week about dogs not being kept under proper control in the Recreation Ground. As the dog owners were in breach of dog control legislation is was agreed to ask the BDC Dog Warden to attend the Recreation Ground at 8am each morning to catch and prosecute the offenders. The PC still had two ‘No Dogs Allowed’ signs in stock. It was agreed to place this item on the agenda for the next meeting and to research the issue in the meantime.

165. Review of Parish Council litter clearing and grass cutting
The Chairman reported that the situation which the Vice Chairman had inherited regarding street scene duties including litter collection and grass cutting was historic. The size of the village had increased over the years and there were more fast food outlets which create litter.    In order to help the Vice Chairman, the formation of a new Street Scene Advisory Group was suggested with Mr. Skittrall as spokesperson. Therefore Mr. Skittrall will continue to give instructions but will be supported by other Councillors. It was agreed to place this item on the agenda for the next meeting.    The Clerk had recently started a ‘Complaints Book’ to record all complaints received and the action taken which will be available to all Councillors.   The Chairman reported upon complaints received regarding litter. The previous handyman had a large barrow and was visible in the village.   Mr. Skittrall explained that the present handyman’s van was more efficient than the former barrow. He circulated details of days and routes in respect of litter picking, emptying litter bins and grass cutting, which it was agreed to place on notice boards after some re-scheduling is considered.   Mrs. G. Massey supported the formation of a new Advisory Group, which is not covered by any existing Advisory Group, but impinges upon all Groups.        Mr. R. Falco asked if businesses can clear rubbish from the front of their shops and Mrs. Massey asked if the new Kebab shop can empty their own bins regularly. Mr. E. Snarey asked for ‘No Litter’ notices and enforcement action. The Clerk confirmed that the Community Warden can issue FPNs for litter offences. Mr. M. Rudge reported upon the untidiness outside the former Betting Shop. The Clerk reported that he had received a number of complaints about this and had asked the Community Warden to investigate.   Mr. Skittrall reported that sometimes litter bins were used improperly and gave the following examples:
i)           Litter bin at Summerfields full of brick rubble.
ii)           Litter bin at School Hill contained some remains of a water softener.
iii)           Little bin near footpath from Swan Street to Brook Meadow full of packing material.
It was agreed to publicize the problems so that residents use bins for their proper purpose.
The Chairman thanked Mr. J. Skittrall for all his work in connection with supervising litter collection and emptying litter bins.
With regard to grass cutting, Mr. Skittrall reported that the PC has received some good comments about grass cutting in the village but some areas such as the Churchyard is outside PC control.   As complaints had been made regarding the state of the Churchyard it was agreed to consider cutting all the grass and to refer this to the Finance Advisory Group to consider.   Mr. Skittrall reported upon damage to the churchyard wall, which will be the subject of an insurance claim, when the Police provide details of the owner of the vehicle concerned.

166. Station Road and Rippers Court issues
The Chairman reported upon recent issues including litter, fires, drugs, speeding vehicles and criminal damage. These issues will be raised at the next SARA meeting. A positive meeting had taken place on 16th August with tenants of Rippers Court, Mr. Andrew Epsom of BDC, and Mrs. J. Beavis, Mrs. G. Massey and Mr. A. Corder-Birch on behalf of the PC. It had been agreed that a gated system and fencing be provided for which BDC will pay one half and the tenants the other half shared between them. When the site has been made secure other repairs to windows, guttering, etc., will be carried out. A fence along Crosspath will be erected by the landowner and the issues of car parking for the Social Club will be worked around. Arising from this item disappointment was expressed about the local press who had failed to report the progress in a positive way.

167. To consider identification badges for Councillors
In the absence of Mr. F. Swallow, the Chairman reported that she had chased BDC to prepare a proof for approval, which was still awaited.

168. To consider quotes for two disabled gates
The Clerk reported that quotes had been requested from four contractors but only two had been received as follows:
Shreeve Bros. Builders £1200.00 net
Mr. K. A. Metson £850.00
It was proposed by Mr. J. Skittrall, seconded by Mr. E. Snarey and carried that the quote of £850.00 from Mr. Metson be accepted. The Clerk was authorized to place the order for the two disabled gates.

169. To review grass cutting contract with Essex County Council
It was agreed to renew communications with ECC Highways with a view to undertaking grass cutting in the village. There was a problem with flailing and the PC will need to investigate how to get around it.

170. General Policing Information
The Clerk reported with regret that PC M. Mullender had moved to pastures new. On behalf of SHPC he had sent her a message of thanks for all her hard work and dedication as the designated Police Officer for Sible Hedingham. Unfortunately no information was available to date regarding her successor.

171. To consider Halloween event on Recreation Ground
The Chairman reported upon the successful multi agency event in 2006 when only one incident of crime had been recorded. Although some reservations were expressed, particularly safety issues and use of local authority funds, it was resolved to arrange another event on 31st October 2007. It was agreed that careful management and more involvement from parents, both schools and local businesses is required. Modest charges to defray expenses will be considered. Mr. J. Skittrall agreed to take the lead and offered to provide the BBQ, Mr. K. Metson the lighting and Mr. J. Tame publicity. Offers of help were also received from Mrs. J. Beavis, Miss. S. Brown, Mrs. G. Massey and Mr. V. Mullender. It was also agreed to invite PC S. Pike of Essex Police to join the organizing group.

172. To consider ‘The High Sheriff’s Awards’ for tackling crime together in Essex
The Chairman reported that SHPC fits some of the criteria to apply for a grant for events and she will look into the scheme in more detail before the next meeting.

173. Report of Neighbourhood Policing Meeting
The Chairman and Vice Chairman both reported that they were unable to attend the Neighbourhood Policing Meeting on 1st September. It was understood that this was the last of a block of three meetings and that details of future meetings were awaited. Concern was expressed about the poor attendance and lack of publicity, which is the responsibility of the Police.

174. To consider license regarding Hedingham School
It was reported that residents of Yeldham Road, Station Road and Christmas Field had expressed concern about a licensing application at Hedingham School. The Clerk reported that he telephoned the Bursar on 6th September and had asked for further information. The license was for school events only, which are heavily marshaled and end by 10.30pm at the latest and usually much earlier. It will enable tickets to be sold to extended families and the public, apart from pupils and parents. The license will cover six events a year and the ECC Licensing Officer was happy with the application. Mrs. G. Massey, a School Governor, confirmed the above and it was resolved that the Parish Council have no objections.

175. To discuss and approve future plans list
The Chairman reported that the Clerk had split up the future plans list into the following three sections:
a) Items to be carried out at no cost to PC.
b) Items to be referred to other Local Authorities, organizations and others to carry forward.
c) Items to be carried out at cost to PC (to which consideration be given to order of priority).
The Chairman requested that Hedingham Flower Club take forward the Best Kept Village Competition, Open Gardens and Best Kept Gardens.
Mrs. G. Massey expressed concern about the proposed adoption of roads and emphasized that this should only proceed if the residents in those roads required it.   The items in category c) will need to be referred to the Finance Advisory Group for consideration. Mrs. G. Massey suggested that the spokesperson for relevant Advisory Groups puts in a bid for funding.

176. 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:

The Chairman suggested that the spokesperson for each Advisory Group looks through the correspondence for items relevant to their Group and considers such correspondence. For example the Planning Committee considers the correspondence from BDC relating to Development Planning up to 2025 and Braintree Local Development Framework Site Allocations Requests, etc.
It was agreed that Mrs. J. Beavis, Mrs. G. Massey and Mr. J. Skittrall represent the Parish Council at the Planning Enforcement seminar on 22nd October 2007.
A Land Registry search revealed that the bus shelter in Station Road is owned by a Mr. & Mrs. Rowell of Units 23 & 25 Station Road, Sible Hedingham. It was agreed to approach them so enquire if they are willing to convey it to the Parish Council for no consideration to enable to PC to maintain it.
A communication from Mr. & Mrs. Priest relating to a noise nuisance will be referred to the Environmental Health Department of BDC.
A number of issues relating to 99 Swan Street still exist including a noise nuisance, youth issues, opening hours, litter issues and inconsiderate parking. It was agreed to raise relevant issues at the SARA meeting on 19th September.
The issue of the tree adjacent to 9 Castle Meadow is being dealt with by the Landscape Officer of BDC.

177. Accounts for payment
The accounts listed in appendix 2 were presented for payment. The Chairman raised questions upon the accounts from Mr. K. Metson. The Vice Chairman confirmed that he inspected all work carried out by Mr. Metson and was satisfied that all work invoiced had been satisfactorily completed and that he had approved the accounts for payment. It was proposed by Mr. R. Falco, seconded by Miss. C. Cannell and carried that the accounts are paid.

178. Any other business/exchange of information/agenda for next meeting
a) Miss. C. Cannell reported that she was keeping all newspaper cuttings relating to Sible Hedingham in monthly files.
b) Miss. C. Cannell reported that there had recently been some activity at Coopers Yard but details were not known.
c) Mr. E. Snarey reported that he had made enquiries regarding sound systems for meetings at the Village Hall and that a suitable system would cost just under £1,000. It was agreed that Mr. Snarey would invite Mr. Crockett of the Sudbury Sound Company to the next PC meeting to demonstrate the system. The cost would thereafter be considered by the next Finance Advisory Group meeting.

179. 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).