Banner image for petition to secure a safe crossing at Colchester Road

A brief summary of key elements of the PC meeting on 26th March 2025. At this meeting, as well as routine committee reports, they:

heard from City Councillors including:
- concerns about a 40% uplift in new housing numbers from the Government,
- an update on Local Government Reorganisation (which is happening apace),
- a report that Essex Highways have had a good run of fair weather for repairs, and
- an update on Colchester Road Crossing appeal,
discussed applying for Section 106 monies for the Hall & Practice Goal area,
agreed a response to the Devolution Consultation,
had an update on VE Day 80th Anniversary preparation, and
were also updated on the National Grid Pylons consultation.

Minutes of the Parish Council Meeting

Held on Wed 26th March 2025 at 7.30pm in the John Lampon Hall, CO6 3BW

Chair:	Cllr Brian Butcher
Parish Councillors:	Cllrs Harry Stone, Andrew Savage, David Short, Paul Chamberlain, Bill Pigeon, Veronique Tyler, Bob Tyrrell, John Gili-Ross and Katie Pulford
Also in attendance:	Laura Walkingshaw (Parish Clerk)
City & County Cllrs:	Cllrs Sara Naylor and Lewis Barber
Members of the public:	No members of the public present.

25/38 Receive /accept apologies and welcome to the public.

Apologies were received from Cllr Manya Barrow and City Cllr Dennis Willetts.

25/39 Declarations of Interest

Cllr Pulford declared an interest in item 25/43, specifically Planning Application 250385.

25/40 Previous Minutes & Actions

To approve and sign the Minutes of the Parish Council Meeting held on Wed 26th February 2025 and note any outstanding actions.

RESOLVED – the Minutes of the Parish Council Meeting held on Wed 26th February 2025 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P12 Feb 2025)

25/41 Questions from registered electors

There were no questions from registered electors.

25/42 Report from Colchester City & Essex County Councillors

City Councillor Naylor reported:

Local Plan – very concerned about the 40% uplift in housing numbers that the government has allocated without the accompanying infrastructure. For example, Colchester Hospital would become the catchment for all the proposed additional 11,000 houses. Hospitals are allowed to run at 92% capacity, ready for any kind of major unplanned care, however Colchester is already working at 98% capacity. There is similar evidence from Anglian Water on the sewage capacity in the area, which is also nearing its limits. At the last meeting of the Colchester City Council (CCC) Local Plan Committee it was agreed not to send the Preferred Options document out for consultation until the local infrastructure had been looked at by CCC officers and the production of a viability plan.

Local Government Reorganisation & Regional Mayor – last week CCC, at an extraordinary meeting, agreed to the interim plan of the Local Government Reorganisation, which involves the merging of Essex County Council/Thurrock/Southend on Sea. These changes will occur alongside Devolution and the creation of a Mayoral Combined County Authority for Greater Essex. Essex will be in one of the first tranches of counties to undertake these changes following the new Government’s White Paper and Cllr Naylor stated that there is something to be said about having some control over what the model looks like when being one of the first. CCC is very working hard at the moment with a tight time frame as the Mayoral elections are due to take place next May (2026).

Braiswick housing development PA 250410 – (see also item 25/43 below) this development has recently submitted an application to remove the sites planning obligations regarding its biodiversity and affordable housing targets, citing issues with the civil engineering on site as the reason that they cannot make the development profitable. Cllr Naylor found this particularly cynical when CCC had prewarned the developer about the site and is planning to call it in (meaning it will be discussed by the CCC Planning Committee rather than decided by a CCC planning officer).

Uncle Kams Fish & Chip Shop – the Parish Council has received a detailed response from planning officer Chris Harden on the Uncle Kams odour control conditions and has asked if the response can circulate to the relevant residents but has not heard back from him yet. Cllr Naylor will email him to remind him that the PC is waiting for a response.

Annual Parish Meeting – 23rd April at 7.15pm – Cllr Butcher invited the City Councillors to attend the Annual Parish Meeting to make a brief presentation and to discuss the Local Government Reorganisation with residents.

City Councillor Barber reported:

Essex County Council – obviously a lot of his time at the County Council lately has been taking up with Devolution discussions.

Essex Highways – the good weather has meant that a lot of work can now be undertaken, such as the repairs along Chitts Hill and shortly the road between West Bergholt and Great Horkesley.

Speed Indicator Device on Colchester Road – This has been broken for months and has increasingly become an item of frustration. It doesn’t work but it cannot be proved that it doesn’t work without the contractor being called out and Essex Highways will not take the risk of calling the contractor out in case it does work, and they receive a £300 “unnecessary call out” charge. All of which Cllr Barber had to find out via a Freedom of Information request which added to the frustration and so has offered up £300 from his locality budget as collateral so that the device can finally be repaired.

Safe Crossing for Colchester Road – There has been a meeting arranged with Simon Cairns (CCC) and Martin Mason (Essex Highways) to continue investigating a safe crossing for Colchester Road. More section 106 money (development monies) have been agreed to be set aside for the crossing which Essex have expressed an interest in drawing down from, so it sounds positive.

ACTION – Clerk to remind the City and County Councillors of the meeting’s time and date.

25/43 Planning

a) To note the following agreed comments made by the WBPC Planning Committee to CCC at their meeting on 17th Mar 2025 (See link to Planning Minutes P12 Mar 2025):

Cllr Pulford redeclared an interest at this point in regard to PA 250385 and took no further part in discussions.

250273 – Land Adjacent to 32 Colchester Road, CO6 3JG

Full application for 61 dwellings and associated roads, hardstanding, fencing, outbuildings, drainage, pump station and electrical substation.

Comment: Having considered all the details of this application, the Parish Council has decided that the tenure and type of houses on the plans are acceptable and to a good design standard and in accordance with PP9 of the West Bergholt Neighbourhood Plan and to support the application with the following provisos:

Contrary to the NPPF recommendations, the Parish Council believes that the existing infrastructure should be considered before this development is approved.

Anglia Water recommends that planning permission be refused on the grounds of insufficient infrastructure capacity and to prevent environmental harm.
Anglian Water advise currently West Bergholt’s treatment works lack the capacity to accommodate the additional flows that would be generated by the proposed development. Anglian Water has determined that the site is unsustainable due to the associated environmental risk and the increased discharge rates, which could lead to a deterioration in water quality and an unacceptable risk of breaching environmental legislation at West Bergholt’s treatment works
Serious concerns have been raised previously over the amount of speeding traffic along Colchester Road, and the suggested entrance off Colchester Road is slightly obscured when travelling towards Colchester, this could potentially result in traffic accidents. It is recommended that there should be no physical obstruction of the visibility splays and additionally that the splays should be periodically maintained to retain visibility. i.e. the hedge along the site frontage requires to be trimmed back regularly to ensure that visibility can be achieved in both directions. It is not stated in the application how this will be done.
- The Parish Council’s request for a Zebra Crossing has not yet come to fruition, noting WBNP’s PP13 also states the need for speed reduction measures along Colchester Road at the developer’s expense, the applicant’s proposal to provide a speed limit gateway we are not of the opinion is adequate.
- Indeed, there is regular poor parking along Colchester Road on certain days, and the additional vehicles from 61 more dwellings will exacerbate the need to install traffic calming measures and restrictions before the build starts.
- West Bergholt is also already used as a cut through to the A12, and the village is often gridlocked whenever the A12 closes or encounters an accident, the placement of traffic calming measures along Colchester Road being imperative.
- Location of the proposed substation adjacent to Colchester Road will form a prominent feature at the front of the development. The substation should be relocated within the development to be more discrete. Planting should be proposed around the substation to soften the structure.
The location of the development is as site A West Bergholt’s Neighbourhood Plan’s PP9, effectively incorporating the illustrative cemetery land within the development as open space, noting groundwater conditions preclude the use of the land for such. In regard to the application boundary, whilst being at variance to that of WBNP’s, is supported.

It should also be noted that residents of the Village have also directly raised the following issues which the PC anticipate CCC will consider:

There has already been an issue with foul water sewage on the Hopkins Homes development further along Colchester Road
The GP surgery and local school are already at full capacity and will not be able to meet the need of 61 more dwellings in the village.
Local subsidence is an issue.
There is evidence of contamination of natural water springs that feed wells locally, when bore holes were being dug. The impact on wildlife and the environment in this area will be profound and needs to be explored further.

Decision: Support

250348 – Land off Valley Cresent, CO6 3ED

Outline Application with all Matters Reserved except Access for the Erection of 7 no. Dwellings with Parking & Access.

Comment: Having considered all the details of this application, the Parish Council has decided to object as the application is not in accordance with PP9 of the West Bergholt Neighbourhood Plan, i.e. it is outside the settlement boundary shown on WBNP’s plan PP9/1

Decision: Object

250385 – Newbridge Mill Farm, Newbridge Hill, CO3 9TB

Application for approval of details reserved by condition 3 (Landscaping) of application 221042

Comment: Having considered all the details of this application, the Parish Council has decided not to comment and to defer to the expertise of the local planning authority.

Decision: Observation

250410 – Land Adjacent to 67 Braiswick, Colchester, CO4 5BQ

Application for variation of conditions 2 and 18 following grant of planning permission 220526

Comment: Having considered all the details of this application, the Parish Council has decided to object as the conditions sought to be removed are being requested to be removed solely on financial grounds. I.e. the need to provide the required net biodiversity gain and the removal of the requirement to provide social housing, noting construction of the development is well underway, are no longer said to be affordable by the applicant.

Decision: Object

25/44 Environment & Highways

To note the minutes of the WBPC Environment Committee from their meeting of 13th March 2025. (See link to Environment Mins P12 Mar 2025)

The minutes of the 13th Mar 2025 meeting were noted. Just two additional updates, the Committee is waiting for a date from the contractor to replace the dead Mayoral tree on the Poor’s Land and the Head of Heathlands School will be attending the next Committee meeting (10th Apr) to discuss the suggested barrier to School Drive.

25/45 Finance

a) Statement of accounts for Feb 2025

The final accounts for Feb 2025 (92% through the financial year) were presented as follows: (See link to PC Accounts P11 Feb 2025)

Receipts at 102%, General Expenditure 82%, Environment Expenditure 89%, Overall Expenditure 83%

Bank Rec at £ 104,209.26. Precept due to be received in early April.

The Reserves and Projects sheet reflects the reconnection of the gas meter to the boilers following the Cadent visit and the paying of the second invoice to Oliva for the WB Comm Hub construction.

b) Payments

February Payments List:

DD	Barclays	Bank charges	8.50
DD	Octopus Energy	Floodlight electricity – 01 –28 Feb 2025	40.02
DD	Wave	Allotments – 03 Dec 2024 – 02 Mar 2025	24.91
PC24184	GH Heating Services	Reconnection of meter after Cadent Gas visit	360.00
PC24185	Inform Printed Sltns	Totally branded lanyards, card holders & cards	321.90
SO	J & M Payroll Services	Mar – wages, tax & NI	6,000.00
PC24186	J & M Payroll Services	Mar – wages tax & NI	1,544.99
PC24187	J & M Payroll Services	Payroll services – Mar	48.00
PC24188	WBFC	Grass cutting Mar – LD Field	50.00
PC24189	Countrywide	Grass cutting Mar – Poor’s Land	209.00
PC24190	Laura Walkingshaw	Web server, cables x 2, flag, refreshments, notebks	160.06
PC24191	Petty Cash	Diesel	49.98
PC24192	TBS Hygiene	Litter & dog bin emptying 01/03/25 – 28/03/25	216.00
PC24193	Wave	Poor’s Land – 05 Dec 2024 – 04 Mar 2025	21.98
PC24194	Julie Gillott	Mileage to collect screens x 3, power cable x 1	25.18
PC24195	DS Group	Printing of Spring Village Bulletin x 1500	667.20
PC24196	CPD Online	Lone Working & safeguarding courses for office staff	115.20
PC24197	GH Heating Services	Flushing of SC radiators – climate change initiative	859.92
PC24198	David Short	Paraffin for VE Day beacon lighting	74.97
PC24199	Oliva Contracts	WB Comm Hub – invoice 2B *	25,308.94
PC24200	RCCE	Renewal dual membership 2025-26	165.00
Tfr	PC to Hall account	Drop-in Centre hall hire (Feb 25) Inv 322/24-25	51.00

*Maximum payment listed – payment subject to receipt of Payment Certificate from project manager.

RESOLVED – to approve the Mar 2025 payments lists in accordance with the 2024-25 budget as detailed below. Proposed by Cllr Savage, seconded by Cllr Stone. All in favour.

c) To review and agree the WBPC section 106 projects list for submission to CCC.

Cllr Butcher and the Clerk have gone through the latest CCC section 106 projects list ready for its annual renewal and made minor amendments/updates.

RESOLVED – to approve the March 2025 version of the WBPC section 106 projects list for CCC. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.

ACTION – An additional tab will need to be added to the section 106 projects list for future Orpen Memorial Hall projects (minimum of £40K) by the Clerk and so the list will need to be added to the next PC meeting agenda for agreement of the update.

d) To agree to apply to CCC for section 106 for both new external doors for the John Lampon Hall (Community Services) and repairs to the practice goal area (Leisure Services).

Having checked through the latest CCC section 106 monies available, Cllr Butcher and the Clerk found monies available in both Community and Leisure Services.

There is approximately £6,000 available in Community Services, which could be used to pay towards the new external JL Hall doors and £16,000 available in Leisure Services, some of which could be used to pay towards the replacement artificial turf need in the practice goal area.

RESOLVED – to agree to apply to CCC for section 106 monies for both new external doors for the John Lampon Hall (Community Services) and repairs to the practice goal area (Leisure Services). Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.

ACTION – Cllr Short will re-check the quotes with the companies who previously supplied quotes for the practice goal repairs.

e) To agree with the recommendation from the Finance Advisory Committee to increase the MUGA hire cost for 2025-26 from £5.50 to £6 per hour (no change to light token costs)

MUGA Working Party proposed a 50p increase in the hire charges from £5.50 to £6.00 per hour for 2025-26, with no change in the £1.50/half hour floodlight token prices. The Finance Advisory Committee agreed to recommend this increase to the PC.

RESOLVED – to approve the Finance Advisory Committee recommendation of a 50p increase in the hire charges from £5.50 to £6.00 per hour for 2025-26, with no change in the £1.50/half hour floodlight token prices. Proposed by Cllr Savage, seconded by Cllr Tyrrell. All in favour.

ACTION – Clerk to inform Hall Administrator and webmaster of this increase.

f) To agree with the recommendation from the Finance Advisory Committee to approve Jan Stobart as internal auditor for the WBPC 2024-25 accounts.

The Finance Committee recommended booking Jan Stobart for the audit of the end of year accounts, possibly on the 14th April, stating that she is excellent value for money.

RESOLVED – to agree to the recommendation from the Finance Advisory Committee to approve Jan Stobart as internal auditor for the WBPC 2024-25 accounts. Proposed by Cllr Savage, seconded by Cllr Pigeon. All in favour.

ACTION – Clerk to book Jan Stobart for the parish council’s internal audit on Mon 14th April.

25/46 Governance

a) To review and agree the following WBPC policies:

Climate Working Party Terms of Reference – no change recommended
Memorial Trees & Benches Policy – no change recommended
Grant Awarding Policy – addition of Community Amateur Sports Clubs under Question 5
Complaints Procedure – no change recommended
Training & Development Policy – no change recommended
Staffing Policies including:
- Grievance – no change recommended
- Disciplinary – no change recommended
- Equality & Diversity – no change recommended

All the above policies were circulated to members in advance of the meeting.

RESOLVED – to approve the renewal of all the above policies, with the inclusion of a minor amendment to the Grant Awarding Policy. Proposed by Cllr Butcher, seconded by Cllr Short. All in favour

ACTION – Clerk to add said amendment to Grant Awarding Policy

b) To approve a minor update to the WBPC Financial Regulations

Minor amendments have been recommended to section 5 of the Model Financial Regulations by NALC (National Association of Local Councils), following changes to the Procurement Act. All proposed amendments highlighted in red and circulated to the full council prior to the meeting.

RESOLVED – to approve minor updates to the WBPC Financial Regulations as recommended by NALC. Proposed by Cllr Butcher, seconded by Cllr Savage. All in favour

ACTION – Clerk to submit amendments to the webmaster.

25/47 Communications

To receive the Monthly Website and Publicity Officer’s report

Both the Monthly Website report and the latest social media updates were circulated to members in advance of the meeting and noted. Cllr Butcher noted that the parish council’s Facebook page gained 41 new followers last month. Village Halls Week advertising went really well and was a great joint effort by the Clerk’s Assistant and Hall Administrator.

ACTION – Clerk to collate any feedback from Assistant and Hall Administrator on the Village Halls Week advertising as WBPC approached it completely differently from other village halls in the area and write a short article for EALC’s weekly newsletter.

25/48 Greater Essex Devolution

To agree with the WBPC response to the Greater Essex Devolution consultation.

Draft response written by Cllrs Gili-Ross and Butcher was circulated in advance of the meeting to all members for comment. Cllr Gili-Ross stated to members that as far as this consultation is concerned Town & Parish Councils don’t appear to exist and with the character count limited to only 1,000 WBPC must fly its own flag. There is a certain amount of tweaking to be done to the draft response to remove the references to health & education and instead emphasizing how Town & Parish Councils are the closest local authority level to residents, but it has the general theme of what all would like to submit. Cllr Short wished it noted that he did not agree with the principle of Mayoral Authorities but as this is a fait accompli he agreed to the amended response.

RESOLVED – to agree the WBPC response to the Greater Essex Devolution consultation subject to minor amendments. Proposed by Cllr Butcher, seconded by Cllr Short. All in favour

ACTION – Cllr Butcher to make minor amendments, then Clerk to recirculate prior to submitting agreed response before closing date of 13th April 2025.

25/49 West Bergholt Community Hub

To receive a verbal update on the WB Community Hub project.

Cllr Savage updated the council on the progress of the WB Community Hub project. Work is progressing with the steels in and roof trusses due to go in shortly. The latest invoice from Oliva Contracts has been received and will be paid only once checked by Steve McLean and a Payments Certificate issued. The last of the Rural England Prosperity Grant of £24,999 has been received into the council’s bank account, so will now be accessing the relevant section 106 monies.

ACTION – Cllr Chamberlain will discuss the electrical cabling query with Oliva.

25/50 VE Day 80th Anniversary

To receive an update on the arrangement for VE Day 80 on the 8th May 2025

Cllr Short updated the council on the progress of the arrangements for VE Day 80 in May. Really up to speed on this, just one more meeting due, this time with the band & choir on the 9th Apr. Everything is in place to light the beacon. The Clerk’s Assistant has done a splendid job on this. There will also be a poster competition at Heathlands School for the winner to lift the flag on the day of 8th May.

ACTIONS:

Clerk to test the new PA system outside with Cllr Short during the Easter holidays.
Cllr Butcher will ask Oliva Contracts if they can supply site lights for the evening.
Clerk to check where the new VE Day flag is stored.
Clerk to check with her assistant if she has sourced a gazebo.

25/51 National Grid

To receive an update on the National Grid pylons consultation

Cllr Short updated the council on his attendance of the National Grid Consultations on 6th & 17th Mar 25, both of which covered much the same things. There may be a community grant which the council can claim but that is yet to take shape. There is talk of compensation for residents living beside the proposed pylons but in actual fact everyone will bear the cost of this as it will be added to future electricity bills. There have been a few minor tweaks in the routing of the cables but in general the pylons are going to be erected exactly where originally mapped. There is one more meeting planned, which Cllr Short has agreed to attend.

ACTION – Cllr Short will look over the over the consultation response document received by the Clerk this week and will draft a response if needed.

25/52 Annual Parish Meeting 2025

To receive an update on the plans for the 2025 Annual Parish Meeting

Cllr Butcher updated the council on the plans for the Annual Parish Meeting, to be held in the Orpen Memorial Hall from 7.15pm on Wed 23rd April 2025.

The Mayor is due to attend, she will be giving a talk on what her role entails.
There will be the Volunteer of the Year award again this year, nominations details can be found on the parish council website.
Local clubs/groups have the opportunity of “5 minutes of fame”, introducing themselves to the audience and discussing what they have been up to in the past year.
Creffield Medical Group have been asked to send a representative to discuss the new online booking system with residents.
The council’s LCAS Gold Award will be jointly presented by the Mayor and the Chair of the EALC (Essex Association of Local Councils).

25/53 Training & Networking Events

To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:

CCC Devolution Meeting – Clerk – 04/03/25 – presentation circulated to all members following the meeting.

ACTION – Clerk to ask CCC Monitoring Officer if the presentation could be displayed at the Annual Parish Meeting.

CCC Local Plan Meeting – Cllrs Butcher, Short & Savage – 04/03/25 – As discussed under item 25/42 the council will now await a viability plan from CCC officers before any further developments with the approval of the CCC Local Plan.
Town & Parish Clerk’s Forum – Clerk’s Assistant – 05/03/25 – will circulate notes as soon as they are received.
National Grid Consultation – Cllr Short – 6th & 17th Mar 25 – as discussed in item 25/51 above.
Community Energy Event – 18/03/25 – Positive event with attendees from Stanway and elsewhere.
CALC – Cllrs Butcher & Gili-Ross – 10th & 25th Mar 25 – met to arrange a public meeting on the 15th May at Langham Village Hall to discuss the lack of infrastructure there is to support the CCC Local Plan preferred options. Local MPs, representatives from Essex County Council, Anglian Water and the local NHS Trusts will be invited, the Rosie Pearson taking the role of Question Master.

25/54 Items of Note

Crime Statistics – (10th Feb – 23rd Mar 2025) one crime recorded – interference with a vehicle.
Meeting with WB Cricket Club – 17th Mar 25 – as with other clubs, they have issues with funding and volunteers. Council trying to provide advice to them in regard to funding and offer them a time to present at the Annual Parish Meeting to ask for more volunteers.
William Sims Working Party meeting – 24th Mar 25 – The outcome of this meeting was a recommendation to make an outline planning application in relation to parking and changing facilities on the site. Will cost around £300 and will ratify at the next parish council meeting.

ACTION – Clerk to notify the owners of the PC’s intentions and make application.

Youth Engagement Working Party meeting – 25th Mar 25 – Only just met last night, there will be a report ready for the next parish council meeting.
Summer Project – Insurance company has responded and agreed to the project so long as there is a risk assessment. About to arrange a meeting to discuss moving forward with this project.
Safe Crossing for Colchester Road meeting – 8th Apr 25 – arranged with Simon Cairns (CCC) and Martin Mason (Essex Highways), several Cllrs and City Cllrs to also attend.

ACTION – Clerk to send meeting reminder to all those who wished to attend.

25/55 Items for Next Agenda (23rd April 2025)

Paired down meeting due to Annual Parish Meeting, but Action Plan updates and Asset Register to be included in the agenda.

25/56 In Committee

No matters were discussed in committee.

25/57 Date of Next Meeting

The next full council meeting of the Parish Council will be held on Wed 23rd April 2025 at 6.15pm in the Orpen Memorial Hall, Lexden Rd, CO6 3BW, followed by the Annual Parish Meeting at 7.15pm.

The meeting closed at 9.15pm.

Signed: Date: