MINUTES OF SIBLE HEDINGHAM PARISH COUNCIL MEETING HELD AT THE VILLAGE HALL, PARKFIELDS, SIBLE HEDINGHAM ON MONDAY 9TH NOVEMBER 2009 AT 7.30 PM._______________________________________

In the chair: Mrs. J. Beavis
Present: Cllrs. C. Cannell, R. Green, H. Johnson, A. Law, G. Massey, M. Rudge, J. Skittrall, E. Snarey, A. Stewart and F. Swallow.
 Mr. A. Corder-Birch (Clerk)
PCSO M. Ling (Essex Police), six representatives from the Hedinghams Youth Council and one other member of the public.
186. Fire regulations
Details were given of the fire regulations relating to the Hall and in particular the whereabouts of the fire exits, the assembly point in Parkfields and that vehicles must not be removed from the Hall Car Park.
187. Apologies for absence
Cllrs. R. Falco (eye operation), E. Jones (attending another meeting), D. Finch and W. Scattergood.

188 Declarations of interest
Mrs. J. Beavis declared a personal interest in connection with the car park as a user, a local trader and as a cabinet member of BDC. Mrs. Beavis also declared a personal interest in connection with PSG as a cabinet member of BDC. Mr. F. Swallow declared personal interests in connection with the car park and PSG as a member of BDC. There were no other declarations of interest.

189. To confirm minutes of previous meeting held 12th October 2009
The minutes of the previous Parish Council meeting held on 12th October 2009, having been circulated, were taken as read, were confirmed and duly signed by the Chairman as a correct record.

190. Matters arising from those minutes
a) Flood Alleviation Scheme
Miss. C. Cannell enquired about the flood alleviation scheme but nothing further had been heard from ECC. Mrs. J. Beavis and Mr. A. Corder-Birch will raise this with Mr. D. Finch at a forthcoming meeting.

191. Public Comment
There was no public comment.

192. Chairman and Vice Chairman’s reports
Mrs. J. Beavis thanked Mr. J. Skittrall and his team for their work in connection with the Halloween event. Mrs. Beavis also thanked Dr. R. Green for his hard work in connection with the footpaths map.
Mr. J. Skittrall reported that a profit of £30 was made at the BBQ at the Halloween event. Mr. Skittrall and Mr. H. Johnson will be meeting Mr. P. Robinson and Mr. E. Mayes regarding tree planting in the village.

193. Youth Council Report
Mrs. J. Beavis welcomed representatives of the Youth Council to the meeting including the Chairman, Secretary and Treasurer. The Youth Council Chairman, Miss Georgina Streamer reported that a new Youth Council had been elected the previous week and that THF 2010 had been arranged for Saturday, 17th July 2010 at the Recreation Ground. Miss. Streamer was invited to attend future meetings of the Recreation and Amenities Committee as well as PC Meetings. Mrs. Beavis thanked the Youth Council for attending. PCSO Ling reported upon a high police presence in the village on Halloween, when there had been no reported problems.

194. County Council Report
In the absence of Mr. D. Finch no report was given. Mrs. J. Beavis and Mr. A. Corder-Birch would be meeting Mr. Finch the following week to discuss ECC issues.
195. District Council Report
In the absence of Mrs. W. Scattergood no report was given. Mr. F. Swallow reported that as a member of BDC Licensing Committee he had attended several hearings recently. A purge is taking place in the Braintree District against under age drinking and the sale of alcohol to under age persons. As a member of BDC Overview and Scrutiny Committee Mr. Swallow will be reviewing various aspects of BDCs work including S106 Agreements.
Mrs. J. Beavis reported that the BDC Cabinet had been considering the budget and trying to reduce it by between 1.2 and 1.5 million pounds. All services were being looked at including several areas affecting Parish Councils. BDC may move out of Causeway House into a smaller office. Many changes and streamlining is to be expected during the next couple of years.

196. Planning
The minutes of the Planning Committee Meeting held on 6th November 2009 having been circulated, were accepted in lieu of a report.
Arising from this item Mr. A. Law expressed concern that there were less affordable houses. Representatives of SHPC would be attending a planning training course on 16th November particularly to receive an update about permitted development.

197. Recreation and Amenities
The minutes of the Recreation and Amenities Committee Meeting held on 16th October 2009 having been circulated, were accepted in lieu of a report. Arising from this item Mr. Skittrall reported that repair work to the shelter was in progress and should be complete within a week.
The Clerk had sent a long letter to BDC making representations upon S106 Agreements for the Overview and Scrutiny Panel to consider.

198. Finance and Funding
The minutes of the Finance and Funding Committee Meeting held on 9th October 2009 having been circulated, were accepted in lieu of a report. Mrs. G. Massey added that the Committee were hoping not to increase the precept next year.

199. To approve revised addendum to Standing Orders
Consequent upon the former Planning Advisory Group becoming a Committee the addendum to the Standing Orders had been revised and a copy of the revisions circulated to all Councillors. It was proposed by Mr. A. Stewart, seconded by Mr. A. Law and carried unanimously that the revised addendum be adopted. No other revisions to the Standing Orders were necessary.

200. To approve revisions to Financial Regulations
Some minor revisions and updates to the Financial Regulations had been made and circulated to Councillors. It was proposed by Mrs. G. Massey, seconded by Mr. F. Swallow and carried unanimously that the revisions be adopted.

201. To consider objections to BDC’s proposal to dispense with PSG
A letter from Mr. G. Butland, Leader of BDC, gave notice of the BDC Cabinet’s proposal to withdraw PSG from April 2010. Mrs. Beavis had been inundated with letters from PCs in the District opposing this. Mr. E. Snarey congratulated Mr. F. Swallow and Mrs. G. Massey for their recent letters to the Halstead Gazette on this subject. The Clerk was thanked for raising this issue with BALC who had since agreed to take the matter up with BDC on behalf of PCs in the District. Mr. F. Swallow explained that PSG is an equalization grant, he outlined concurrent functions and the benefits to the unparished areas of Braintree and Bocking. He had met other District Councillors and made calculations to try and achieve equity and fairness across the District. The Clerk provided further details of concurrent functions and explained the provisions of S35 of the Local Government Finance Act 1992 which could be imposed upon Braintree and Bocking.
A lengthy discussion took place following which it was unanimously agreed to oppose the proposed withdrawal of PSG and that either PSG is retained and substantially increased or BDC implements S35 upon Braintree and Bocking.


202. To consider 3 to 5 year plan for Capital Expenditure from 1st April 2010
Mrs. J. Beavis explained the need to plan for future projects and their funding. Some funds need to be ring-fenced for future capital expenditure such as burial ground, office and car park. It was agreed that the Finance and Funding Committee should look at capital expenditure in more detail.

203. To consider acquisition of car park off Summerfields
Mrs. J. Beavis reported that the BDC Cabinet had decided to consult PCs upon the disposal of car parks in the Braintree District including the car park off Summerfields. If SHPC does not accept ownership of the car park, then BDC would impose parking charges from April 2010. Letters had been received from residents opposing parking charges. Councillors took the view that if charges are imposed then motorists would park in surrounding roads causing chaos.
(Mr. A. Stewart left the meeting)
It was understood that business rates on the car park are £1382 per annum and it was agreed to investigate other charges such as insurance, maintenance, resurfacing, lining, cost of lighting and other expenses. The car park should not need resurfacing for another 5 to 10 years, which can be budgeted for. It was proposed, seconded and carried by nine votes to one against that SHPC should enter into negotiation with BDC to acquire the freehold (not leasehold), to research expenditure and to review the acquisition at the January 2010 meeting. If SHPC successfully acquires the freehold it was agreed not to impose parking charges.
Mr. Snarey considered that there were too few parking spaces in the car park and that SHPC should also be looking for an alternative car park elsewhere in the village.

204. To consider provision of Interpretation Boards in SH
Mrs. J. Beavis suggested that interpretation boards are considered in the village. Miss. C. Cannell reminded Councillors that this had been included in the Parish Plan of 2005 but had not progressed. It was agreed to refer this to the Recreation and Amenities Committee for further consideration and to make applications for grant funding.

205. Footpaths
Dr. R. Green reported that the footpath maps were ready for Sible and Castle Hedingham and the launch arranged for 27th November for which invitations would shortly be sent out. Lists had been prepared of kissing and other gates to replace stiles and a grant application had been sent to ECC CIF.
(Mr. A. Stewart returned to the meeting)

206. Hedingham Riverside Walk Report
Dr. R. Green reported that the illegal platform should be removed following consultation with EA. There will be no fishing in the river except for those with a license. It had been decided to leave the Japanese knot weed, which had caused concern. The training day on 7th November was cancelled but will be re-arranged. Tree planting had been arranged in Molly’s Wood on 5th December for planting another one hundred trees.
Dr. Green was thanked for his reports.

207. VDS Report
Mrs. G. Massey reported that Miss. C. Cannell and others had perused the draft VDS documents and suggested amendments, which will be taken to Emma Boaler of BDC. The recommendations upon social housing will be considered namely that SHPC wishes to be consulted upon allocation and criteria. Social housing workshops and briefings will take place on 30th November and 4th December. Miss. C. Cannell, Mrs. G. Massey and Mr. J. Skittrall will attend on 30th November and Mrs. J. Beavis, Mr. F. Swallow and Mr. E. Snarey on 4th December.

208. BDC LSP Assembly
A written report prepared by Mrs. E. Jones of the LSP Assembly held on 13th October, which she had attended with Mrs. J. Beavis on behalf of SHPC was circulated to all Councillors and accepted.

209. Sible Hedingham, Gosfield, Great & Little Yeldham Cluster Meeting
Mrs. J. Beavis gave a report of the Sible Hedingham, Gosfield, Great and Little Yeldham Cluster Meeting held on 27th October, which she had attended with Mr. F. Swallow, Mr. A. Law, Mr. R. Falco and Mr. A. Corder-Birch. The main item discussed was the proposed withdrawal of the PSG, which the Cluster had unanimously agreed to oppose.

210. Speedwatch
Mr. F. Swallow reported upon recent conversations with Mr. D. Finch and upon emails with Mr. R. Chambers, Chairman of Essex Police Authority. Mr. Swallow is continuing to pursue Speedwatch and hopes it will commence in the New Year.

211. Distribution of annual reports
Mr. J. Skittrall expressed concern about the lack of time for deliveries and that some reports had still not been delivered. He suggested the Finance and Funding Committee consider including the cost of delivery in next years budget. However in the past commercial distributors had been unreliable. It was agreed to consider placing the annual report on the SHPC web site in future. Arrangements were made for remaining reports to be delivered a.s.a.p.

212. Braintree District Bus Review
Mr. E. Snarey reported that he had attended the recent Braintree District Passenger Transport meeting when the District Bus Review had been considered. There may be an extension to the 331 service to take in the western areas of the village. 89 was the most used route in the village. Mr. Snarey was thanked for his report.

213. 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 noted and agreed:
The letters from BT were considered and discussed. It was proposed by Miss, C. Cannell, seconded by Mrs. G. Massey and carried that SHPC adopts the telephone kiosk at Yeldham Road for £1 and that the Recreation and Amenities Committee should consider its uses.
The Clerk reminded Councillors that National Grid had arranged a consultation upon the Twinstead overhead line project at the Memorial Hall, Castle Hedingham on 10th December.

214. Accounts for payment
The accounts listed in appendix 2 were presented for payment. It was proposed by Mr. A. Stewart, seconded by Mr. F. Swallow and carried that the accounts are paid and that the following items of expenditure should be payments under the provisions of S137 of the LGA 1972:
a. Mr. B. Hoadley – work for Halloween event £97.00
b. Mr. K. Shears – work for Halloween event £84.00
c. Otter Wrought Iron – Goods for Halloween event £218.72
d. Speedy Asset Services Limited – hire of equipment for Halloween event £209.05

215. Any other business/exchange of information/agenda for next meeting
a. Mr. J. Skittrall reported that SHPC had been represented by Mrs. J. Beavis, Miss. C. Cannell, Dr. R. Green and Mr. A. Corder-Birch at the Remembrance Service at Sible Hedingham Church. Thanks were recorded to Mr. B. Hoadley for cutting the grass around the war memorial prior to the service.
b. Mrs. J. Beavis reported that Mr. J. Skittrall, Mr. A. Corder-Birch and herself had been invited to attend the induction service for the new Rector on 5th December.
c. Mr. A. Law reported that an Open Day would be held at Alderford Mill on 22nd November.

216. Private Session
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 for Parish Councillors only).