17/65

To elect a Chairman & receive the Chairman’s Declaration of Acceptance of Office.

Cllr Stevenson then signed the Chairman’s Declaration of Acceptance of Office.

17/66

Receive/accept apologies and welcome to the Public

17/67

Questions from registered electors

17/68

Declarations of Interest

17/69

Minutes

17/70

Report from Colchester Borough Councillors

Cllr Stevenson informed the meeting that there had been a poll taken some 20+ years ago which found there was no clamor for street lights, especially with the huge cost associated with them.

Cllr Gili-Ross stated that the only way to get street lighting was for a parish to pay for them, not only the installation, but also the maintenance costs are required. If there was a call from the public for these then would have to look at paying it through raising the precept.

ACTION – Clerk to check that the relocation of the Colchester Road bus stop is on the Local Highways Panel list for the June meeting and inform Cllr Barber once confirmed.

17/71

Parish Councillor Vacancy

Two candidates remain for the one casual vacancy on the council. They will continue to familiarise themselves with the workings of the council, by attending sub-committee meetings, over the next month.

Co-option will then take place at the next full council meeting on June 28th, at which the candidates will read a short statement of intent, followed by a vote. If a candidate cannot attend that meeting then their statement will be read in their absence and the vote will still proceed.

17/72

Finance

a)

Statement of accounts for Apr 2017 (Link to P1 Apr 17 Summary)

The final accounts for Apr 2017 were presented as follows:

8.3% of the way through the financial year.

The General Account showed 48% income, 6% general expenditure, 7% environment expenditure and 6% expenditure overall, when the categories of general expenditure & environment are totaled together.

The Poor’s Land % difference stands at 155% as last year’s payment was received late at the start of this financial year.

The Hall Account showed 9% income and 12% expenditure. Legal costs of £2,235 were paid from the “Reserves” into the General Account under “Contributions from Charity Trusts”.

ACTION – Cllr Harlow requested a Monthly Comparison column, Clerk to bring previous month’s figures & Summary running figures to the next parish council meeting to aid understanding.

b)

Payments

c)

To agree the recommendation from the Finance Committee on the contractor to repair Hall floor.

d)

To agree the recommendation from the Finance Committee on the purchase of a trailer for a cost of up to £1,000 for the PC vehicle.

RESOLVED – Having looked at the options it was proposed by Cllr Savage that trailer can be purchased for parish council use for a cost of up to £1,000. Cllr Stone seconded. All in favour.

17/73

Constitution

a)

To elect Vice Chair(s) and a Responsible Finance Officer

Harry Stone was proposed as Vice Chair. All in favour. Harry Stone was elected as Vice Chair to West Bergholt Parish Council.

Andrew Savage was proposed as Vice Chair. All in favour. Andrew Savage was also elected as Vice Chair to West Bergholt Parish Council.

RESOLVED – Responsible Finance Officer (RFO)

Andrew Savage was proposed as RFO. All in favour. Andrew Savage was elected as Responsible Finance Officer to West Bergholt Parish Council.

b)

To appoint members to the Planning Committee

c)

To appoint members to the Environment Sub-Committee

d)

To appoint members to the Premises Sub-Committee

17/74

Council Documents

a)

To review the Parish Council’s Standing Orders

The Parish Council’s Standing Orders were provided to all Councillors.

The Standing Orders are based on NALC’s Model Standing Orders, those lines highlighted in blue indicate a choice available to each council, these have already been made by West Bergholt Parish Council.

RESOLVED – Cllr Stevenson proposed to agree these reviewed Standing Orders. Cllr Savage seconded. All in favour.

ACTION – Cllr Gili-Ross will check with the EALC the only query, highlighted in yellow on page 8, where a time of 7pm is listed as the Annual Parish Meeting time (if no other time fixed), however the Model Standing Orders state 6pm and will report back to the Clerk.

b)

To review the Parish Council’s Financial Regulations

The Parish Council’s Financial Regulations were provided to all Councillors.

The Financial Regulations are based on NALC’s Model Financial Regulations, those lines highlighted in blue indicate a choice already made by the council, green indicate lines unique to West Bergholt Parish Council and yellow indicate a decision yet to be made.

The Financial Regulations are good, however require a little more work.

ACTION – Clerk to ask Council for specific answers to fill in yellow sections ready for next month’s meeting.

c)

To review the Planning Committee’s Terms of Reference

The Planning Committee’s Terms of Reference were provided to all Councillors

The only alterations required were to add a line concerning membership as “normally consisting of a minimum of four people” and to remove the duplicated line regarding putting on the website. See Premises Terms of Reference below for agreement.

d)

To agree the Environment Sub-Committee’s Terms of Reference

The Environment Sub-Committee’s Terms of Reference were provided to all Councillors

The only alteration required was to add a line concerning membership as “normally consisting of a minimum of four people”.

See Premises Terms of Reference below for agreement.

e)

To agree the Premises Sub-Committee’s Terms of Reference

The Premises Sub-Committee’s Terms of Reference were provided to all Councillors.

RESOLVED – It was proposed by Cllr Stevenson to amalgamate all three Terms of Reference into one document (footnoted as Agreed May 2017). Unanimously agreed.

17/75

Planning

a)

The minutes from the Planning Committee meeting held on the 17th May 2017 were received and the decisions made on following applications were noted (Link to Planning P2 May 17):

• 170994 – Roundwood, 48 Lexden Road CO6 3BX – Object – The Parish Council has no objection in principle to two properties on this site. However, it was felt that the current proposals are overpowering as they stretch boundary to boundary and look very ‘housing estate’ in appearance. The site is sandwiched between two traditional and attractive properties. We are of the view the houses should be narrower and maybe 1.5 storey creating a feeling of more space on the site edges, and the adjacent public footpath. The elevational treatment is very urban in appearance. Lexden Road contains an eclectic mix of properties and the proposals should reflect this or be contemporary, like the new houses further down Lexden Road.  The proposals are not in keeping with the Village Design Statement.
• 171197 – Alcrofts Farm, Bures Road CO6 3DW – Support – Whilst there is no objection in principle the Parish Council would like to see a condition of approval attached so that the building cannot be sold as a separate, permanent dwelling at any time in the future.
• 171199 – Alcrofts Farm, Bures Road CO6 3DW – Support – With regards to the listed building application, the Parish Council would defer to the Borough Council’s Conservation Officers opinion on the design of the building due to its proximity to the adjacent Listed Building.

Also noted was the Planning Inspectorate Appeal on CBC Planning Application 162249, Whitehouse Farm – Appeal allowed 16th May 2017.

17/76

Environment and Highways

ACTION – Clerk to organise a thank you to the resident from the Chair.

17/77

Premises and Recreation

17/78

Training

17/79

Items to Note (available on table at meeting)

17/80

In Committee

17/81

Date of Next Meeting