MINUTES OF SIBLE HEDINGHAM ANNUAL PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY, 12TH MAY 2008 AT 7.30 P.M.

In the chair: Mrs. J. Beavis
Present: Councillors C. Cannell, R. Falco, R. Green, A. Law, G. Massey, V. Mullender, M. Rudge, J. Skittrall, E. Snarey, F. Swallow & A. Weatherley.
Mr. A. Corder-Birch (Clerk).

25. Apologies for absence
Mr. D. Finch (County Councillor) & Mrs. W. Scattergood (District Councillor)

26. Casual Vacancy
The Clerk reported that Miss. S. Brown had resigned and consequently a casual vacancy existed. Providing no election is requested the Parish Council should be able to exercise its powers of co-option at the June or July meeting.

27. Election of Chairman
It was proposed by Mr. J. Skittrall and seconded by Mr. R. Falco that Mrs. J. Beavis be nominated as Chairman. There being no other nominations it was unanimously carried that Mrs. Beavis be elected as Chairman for the ensuing year. Mrs. Beavis thanked Councillors for a good year last year and for re-electing her as Chairman.
Mrs. Beavis then signed her Declaration of Acceptance of Office as Chairman.

28. Election of Vice Chairman
It was proposed by Mrs. J. Beavis and seconded by Miss. C. Cannell that Mr. J. Skittrall be re-elected as Vice Chairman. There being no other nominations it was unanimously carried that Mr. Skittrall be re-elected as Vice Chairman for the ensuing year. Mr. Skittrall thanked Councillors for re-electing him.

29. Election of Planning Committee
It was unanimously resolved that the following Councillors be elected to the Planning Committee for the ensuing year:
Miss. C. Cannell (Chairman and Spokesperson), Mrs. J. Beavis, Mr. R. Falco, Dr. R. Green, Mr. A. Law, Mrs. G. Massey and Mr. J. Skittrall.
On behalf of the Parish Council, Mrs. J. Beavis thanked Miss. C. Cannell for her hard work as Chairman and Spokesperson last year which had been very busy.

30. Election of Advisory Groups
It was agreed that the Street Scene and Horticulture Advisory Groups be amalgamated. The following representatives were elected (with the Chairman and Vice Chairman being ex-officio members of every Advisory Group):
Burial Ground: John Skittrall (Spokesperson), Jo Beavis, Martin Rudge, Ted Snarey.
Emergency Planning: John Skittrall (Spokesperson), Jo Beavis, Vaughan Mullender, Fred Swallow.
Finance and Funding: Gill Massey (Spokesperson), Jo Beavis, Christine Cannell, Adrian Corder-Birch, John Skittrall, Anglea Weatherley.
Footpaths and PROWs: Ron Green (Spokesperson), Jo Beavis, Christine Cannell, Ramon Falco, Tony Law, John Skittrall, Fred Swallow (and Norman Edwards).
Horticulture and Street Scene: Angela Weatherley (Spokesperson), Jo Beavis, Ron Green, Gill Massey, John Skittrall, Ted Snarey.
Public Transport: Ted Snarey (Spokesperson), Jo Beavis, John Skittrall.
Recreation Ground: John Skittrall (Spokesperson), Jo Beavis, Ron Green, Gill Massey, Vaughan Mullender, Martin Rudge, Angela Weatherley.
Water Management: Ted Snarey (Spokesperson), Jo Beavis, John Skittrall.
Interview Panel: Jo Beavis, Gill Massey, John Skittrall (with other Councillors as substitutes if necessary).

31. Appointment of Councillors to other organizations
The following appointments were agreed:
Halstead Police Community Safety Tasking Group: Mrs. G. Massey.
Halstead Area Crime Prevention Panel: Mr. J. Skittrall & Mr. E. Snarey with Mrs. J. Beavis & Mrs. G. Massey as reserves.
Halstead Traffic Management Liaison: Mrs. G. Massey
Essex Association of Local Councils: Mrs. J. Beavis and Mr. J. Skittrall.
Braintree Association of Local Councils: Mrs. J. Beavis and Mr. J. Skittrall
Hedingham Twinning Association: Mr. J. Skittrall & Mrs. G. Massey (with Mrs. Jo Beavis as President of Hedingham Twinning Association).

32. Declarations of Interest
No interests were declared.

33. To confirm minutes of previous meeting held 14th April 2008
The minutes of the previous Parish Council meeting held on 14th April 2008, having been previously circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

34. Matters arising from the minutes
a) Stop Stansted Expansion
Mrs. J. Beavis reminded Councillors of the presentation by Stop Stansted Expansion on 21st May at Sible Hedingham Village Hall, which a number of Councillors indicated that they would attend.

35. Public Comment
There was no public comment.

36. Chairman and Vice Chairman’s reports
The Chairman had nothing to report outside the agenda.
The Vice Chairman reported that the toilets had been vandalized at the weekend with a broken seat, damaged taps and attempted arson. The criminal damage and attempted arson had been reported to the Police and Mr. Skittrall had made a statement. A discussion took place upon closing times, when it was resolved to revert to 6.30pm and Mrs. A. Weatherley agreed to notify Mrs. T. Thomas. Mr. J. Skittrall was not satisfied with the coverage from the Police and was concerned with the lack of policing in Sible Hedingham generally. It was resolved to invite Inspector Pitcher to the next meeting. Mr. Skittrall will also raise Police cover at the next NAP meeting on 12th June. Mr. Skittrall confirmed that the new CCTV signs will be erected this week and it was agreed to ask BDC if their CCTV van can attend at the Recreation Ground more frequently. The keys to the PC Office are being changed for security reasons and Councillors will be issued with new keys. It was reported that lights had again been left on in the meeting room over the weekend and Mrs. J. Beavis will prepare a laminated notice reminding Councillors to turn them off.

37. Youth Council and THF 08 Reports
In the absence of Mr. J. Tame no Youth Council report was given. With regard to THF08, Mr. F. Swallow reported upon a very active group who are working hard to prepare for the event on 26th July of which he gave full details. The Clerk reported that BDC had paid £1,700.00 on account of the grant awarded. Mrs. G. Massey will attend the next meeting on 14th May and confirmed that the Police will be delivering leaflets to residents about the event. Mr. Swallow urged all Councillors to attend the event and support it.

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

39. Braintree District Council Report
Mr. F. Swallow had nothing to report, apart from Rippers Court (see minutes 44 and 48 below).
Mrs. J. Beavis reported that following a reshuffle of the BDC Cabinet she was now portfolio holder for Customer Support and Engagement, with responsibilities including Customer Services, Communications, Going Local and Local Committees. She reported upon communications from residents about the fence erected by the Football Club around the football pitch at Oxford Meadow. The Chairman, in her capacity as a District Councillor, had met residents in the presence of Mr. J. Skittrall and Mr. A. Corder-Birch to try and resolve the issues. It was understood that residents intend to organize a petition and arrange a public meeting. It was confirmed that the football pitch is not a public open space and the Football Club require a fence to protect the pitch from dog fouling. Mr. F. Swallow reported that BDC granted a long lease to the Football Club and also gave permission for the fence. Mr. E. Snarey emphasized that the Parish Council should not be involved as this is a matter between BDC, the Football Club and the residents.

40. Planning
The minutes of the Planning Committee meeting held on 25th April 2008 had been circulated to all Councillors and it was resolved that the minutes be accepted in lieu of a report.

41. Footpaths report
Dr. R. A. Green reported that he had arranged a meeting regarding footpath maps with Lisa Cross of P3 for 21st May at 10.30am in Meeting Room at PC Office to which all members of the Footpaths Advisory Group were invited to attend.

42. Riverside Walk report
The Clerk reported that SHPC had hosted a meeting of the RCCP on 25th April when members had looked at models of the proposed artwork followed by a visit to the Riverside Walk and were very impressed with both. In connection with artwork, Mrs. J. Beavis and Mr. A. Corder-Birch had met Ms. A. Dando of BDC and payment of S106 monies will now be pursued. BDC had sent Land Registry office copy entries and plans and were making enquiries regarding ownership of an area of land adjacent to the Riverside Walk east of Spring Way, which had not yet been acquired. The footbridge at Alderford Street is a priority and it is hoped that this will be in place during early 2009. Miss. C. Cannell and Mrs. G. Massey reported upon their recent visit to Alderford Mill, which should soon be open about ten times a year. Volunteers are required and it was agreed to publicize this on parish notice boards. Miss. C. Cannell and Mr. A. Law reported that they had offered their services. In view of the forthcoming opening of the mill it was agreed to ascertain from ECC and Mr. Finch when the car park opposite the mill will be ready for use.

43. Recreation Ground
Mrs. A. Weatherley reported that the application to the Co-op for a grant had been refused and Mr. J. Skittrall reported that the result of another grant application is awaited. He explained that Mr. Brian Coe is now undertaking all grass cutting duties in the village including the areas previously cut by Mr. K. Metson. It is difficult to cut all grass areas at once in the quick grass growing season and residents will need to be patient. Concern was expressed about the quantity of bottles and broken glass found on the Recreation Ground. It was agreed to provide another litter bin at the northwest corner of the Recreation Ground particularly for bottles. A bin will be allocated out of the eight bins awaited from BDC.

44. Report of SARA meeting
A report was given of the SARA meeting held on 23rd April which was attended by Mrs. J. Beavis, Miss. C. Cannell, Mr. R. Falco and Mr. V. Mullender. The Police intend to leaflet every household in SH asking for resident’s views about policing issues in the village. A SARA for Rippers Court issues had been formed and was welcomed. The Police had invited Mr. F. Swallow, with Mrs. G. Massey as reserve, to serve on the Rippers Court SARA. The next Swan Street SARA meeting will be held on 10th September 2008. Mr. R. Falco stated that there was inadequate policing in SH which was frequently left with only PCSOs on duty, which was not sufficient for the problems which exist. Mrs. J. Beavis reported that match funding for PCSOs could be provided by SHPC but Councillors considered that Council Tax payers required more Police Officers than PCSOs. Mr. V. Mullender advised that more Special Constables are required but unfortunately there was no guarantee that Special Constables from SH would patrol SH. It was agreed to invite Inspector Pitcher to the next PC meeting to discuss SH issues with him.

45. Highway issues
Mrs. J. Beavis reported upon numerous communications received from residents of Alderford Street regarding proposed primrose lines to facilitate access into Mr. Rose’s yard. Site meetings had taken place with Mr. D. Finch, Mr. R. Wiltshire and Mrs. O. Cowell of ECC. Consultation will be carried out by ECC when residents will have the opportunity to make representations. Mr. A. Law reported that the situation had improved since Mr. Ladkin’s car park had been extended.

46. To approve Annual Report for 2007-2008 and to consider printing and distribution
Mrs. J. Beavis and Mrs. G. Massey had circulated the draft report for 2007-2008 to all Councillors, which was unanimously approved. A quote from Hedingham School for £110.00 for printing and stapling appeared low and Mrs. Massey will check this figure and report back. The Scouts had offered to deliver the reports for £400.00 but could no do so until June. It was therefore resolved that Councillors deliver the reports and if necessary post them to outlying areas of the village.
(Mr. V. Mullender left the meeting at the conclusion of this item)

47. Report on Braintree Green Spaces Strategy
Mrs. J. Beavis reported that BDC had published the draft Braintree Green Spaces Strategy Report, which she urged all Councillors to read and let the Clerk have observations by 28th May.

48. Report of Halstead Area Crime Prevention Panel Meeting
Mr. E. Snarey reported that he had attended the Halstead Area Crime Prevention Panel Meeting with Mr. J. Skittrall on 24th April 2008. It had been a lengthy meeting and too much reliance had been placed on statistics by the Police. Mr. Snarey and Mr. Skittrall will ask for the issue of Police Communications in Rural Areas to be placed on the agenda for the next meeting. It was emphasized that there were real policing issues in SH. The Chairman thanked Mr. Snarey and Mr. Skittrall for attending the meeting and for their report. Arising from this report Mr. F. Swallow reported that bollards and barriers will probably be provided at Rippers Court instead of gates.

49. Cemeteries Management course
Mr. J. Skittrall gave a report of the Cemeteries Management course which he had attended on 23rd April. It was an excellent course and well attended. Other Councils had also reported upon various problems with Undertakers. The Chairman thanked Mr. Skittrall for attending the course and for his report.

50. High Street Green
It was proposed by Mr. R. Falco, seconded by Miss. C. Cannell and carried that paving slabs should be laid between the road and post box and two ‘No Parking’ signs erected on each side of the Village Green to prevent parking.

51. To consider applications to Halstead Local Committee for funding
The Chairman reported that three applications had been made to the Halstead Local Committee for funding of which two (replacement swings and tarmac footpath) had met the criteria and will go forward to the meeting on 14th May. Unfortunately the application for CCTV coverage will be deferred to enable more information to be provided including discussions with Crime Prevention Officer. It was agreed to resubmit this application, with additional information, by 6th June ready for 9th July meeting. The Clerk agreed to book Mrs. G. Massey and Mr. J. Skittrall in to attend the meeting on 14th May to support Mrs. J. Beavis and Mr. F. Swallow. Arising from this item Miss. C. Cannell reported upon a forthcoming RCCE funding meeting on 7th June.

52. To review Registers of Interests
As this is the annual meeting the Clerk reminded Councillors of their duty to review their respective Registers of Interests and to notify the Monitoring Officer at BDC of any changes.

53. 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 BT regarding their proposal to, ‘re-align’ payphone provision at Yeldham Road was discussed when it was resolved not to oppose BT in view of the cost of maintaining payphones which have little use.
An invitation from the Friends of Historic Essex to become corporate members for £10 per annum was considered and it was resolved to join.
Grant confirmation from P3 for 2008-2009 in the sum of £450.00, being an increase of £100.00 over 2007-2008, was noted.
With regard to an anonymous letter concerning the pot hole near the junction of Cambridge Avenue with Swan Street, the Clerk reported that he had notified ECC Highways of this pothole as long ago as 26th March and Mrs. Cowell had been informed at Cluster Meeting on 3rd April. It was therefore agreed to refer this matter to Mr. D. Finch to pursue.

54. Accounts for payment
The accounts listed in appendix 2 were presented for payment with the addition of the following account:
Reactfast – urgent plumbing repairs to toilets on Recreation Ground £104.58
It was proposed by Mr. R. Falco, seconded by Miss. C. Cannell and carried that the accounts are paid.

55. Any other business/exchange of information/agenda for next meeting
a) Mr. M. Rudge reported that the former Tanners Dairy site had been made so secure that Vodaphone could not service their generator and mast. As a result Vodaphones had ceased working in the village. The Clerk agreed to pursue this issue as a matter of urgency.
b) Mr. A. Law reported there had been problems with misuse of the disabled parking space in front of the Co-op, which had prevented disabled persons from using it. A person, who was not disabled, had been parking in the disabled space on a regular basis, but had been spoken to and the misuse had ceased.
c) Mr. E. Snarey reported that the notice boards containing the bus timetables at the Co-op and at Alderford Street had been damaged. The Clerk agreed to report this to the Transportation Department of ECC and to ask for replacements.
d) Mrs. A. Weatherley enquired about the planning application at 21 Gibson Road and was informed that planning permission had been refused and therefore the fence was being removed.
e) Mrs. A. Weatherley reported that the litter pick had taken place on 11th May in very hot weather. She gave details of those who helped and the areas covered. Unfortunately the BDC vehicle did not arrive to collect the sacks, which had been left at an inappropriate location. Therefore Mr. A. Law kindly offered to move the sacks to the proper storage area at the Village Hall, as a matter of urgency, which was gratefully accepted. It was agreed to send a message of thanks to those who helped. The Chairman thanked Mrs. Weatherley for arranging the litter pick.

56. 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 (Admission to Meetings) Act 1960. The Parish Council meeting then continued in private session (see confidential minutes on separate page for Parish Councillors only).