Minutes of Parish Council 26th April 2017

Minutes of the Parish Council Meeting

Held in the Orpen Hall on 26th April at 6.30 pm

Chair: Chris Stevenson
Parish Councillors Present: Harry Stone, Andrew Savage, Bob Tyrrell, Phil Spencer and Murray Harlow
Parish Clerk: Laura Walkingshaw
Borough Councillors: Lewis Barber & Brian Jarvis
Present: 3 members of the public



Receive/accept apologies and welcome to the Public

  Apologies were received from Councillors Gili-Ross, Butcher, Crichton & Church


Questions from registered electors

There were no questions from registered electors.


Declarations of Interest

  DECLARED – Cllr Tyrrell declared an interest in the Planning Application 170664 in item 17/58a and Cllr Stevenson declared an interest in items relating to Essex County Council, particularly Highway issues.



  RESOLVED – the Minutes of the Parish Council meeting held on Wednesday 22nd March 2017 were approved and signed by the Chairman, with no amendments. (Link to Minutes P12 March 2017)


Report from Colchester Borough Councillors

  Borough Councillor Brian Jarvis reported:

  • Locality Budget – this is now available for this year’s submissions, there is no need to wait until the end of the year. £2,000 has been allocated to each Borough Councillor again, making it £6,000 for the ward as a whole. There were 8 successful applications last year.

Borough Councillor Lewis Barber reported:

  • Bakers Lane – This was closed last week for a couple of days whilst preparation work was completed in anticipation of the re-surfacing which is due around June time. Highways have asked residents to provide any ideas to improve the safety of that road.
  • Congestion in Colchester – Essex County Council are looking to improve the congestion problems in Colchester with a review, as issues have been getting worse following the new development projects. Cllr Stevenson declared an interest at this point as he will attend the review in his professional capacity.
  • Argents Lane – Eight Ash Green Parish Council have been asking people what they think about Argents Lane/Chitts Hill.


Parish Councillor Vacancy

  Verbal update was received from the Chair. No election has been called, West Bergholt now moves towards co-option. Anyone who wishes to be considered must let the Parish Clerk know by the end of April when they can undergo a period of familiarizing themselves with the council’s workings.




Statement of accounts for Mar 2017 (Link to P12 Mar 17 Summary)

The final accounts for Mar 2017 were presented as follows:

100% of the way through the financial year.

The General Account showed 125% income, 143% general expenditure, 88% environment expenditure and 128% expenditure overall, when the categories of general expenditure & environment are totaled together. The Summary sheet for the General Account looks slightly different as we have had to split the Precept and the CBC Revenue & LCTS (Localising Council Tax Support) Grants and list the contributions from the Parish Council’s charitable trusts in order to meet with the requirements of the Annual Return form.

The Hall Account showed 110% income and 89% expenditure. Legal costs of £2,235 are to be transferred to the General Account in the next month.



  RESOLVED – To approve the following cheques for payment and signature in accordance with 2017-18 budget. Proposed by Cllr AS, seconded by Cllr MH. All in favour.

April 2017

General Account
DD CBC Garage Rent 50.62
Chq 104277 WB Indoor Bowls Club Donation 150.00
Tfr Tfr to General Savings Acct MUGA Profits 2016 & 2017 1661.82
Tfr Tfr to Hall Acct A4 Paper (3 boxes of 5 rms) 49.47
GA170043 J & M Payroll Services Wages, Tax & NI 2486.87
GA170044 WBFC Grass Cutting 40.00
GA170045 J & M Payroll Services Payroll Services – Mar & Year End 99.00
GA170046 Countrywide Grass Cutting 155.50
GA170047 Ernest Doe Stihl KombiSystem Engine & Parts 546.00
GA170048 Kent Blaxill Post Fix (Sleeper Benches) 19.58
GA170049 Anglian Water Poor’s Land 15.15
GA170050 Laura Walkingshaw Expenses (Allotment Pipes) 13.35
GA170051 Harry Stone Allotment Pipes 199.75
GA170052 EALC EALC & NALC Affiliation Fees 17/18 604.49
GA170053 Printerland Toner 241.90
GA170054 Kingserv Web Services (Feb-Jul 2017) 528.00
GA170055 Zurich Insurance LCAS Membership Renewal Fee 174.00
GA170056 Laura Walkingshaw Petty Cash Replenishment 78.95
GA170057 Kent Blaxill Fencing Pin for Village Sign 24.96
GA170058 Kent Blaxill Teak Oil for Village Signs 39.10
Orpen Hall Account
DD Col Skip Hire Refuse Collection – Mar 167.28
DD CNG Gas – Mar 395.03
DD Utility Warehouse Mobile, Broadband, MUGA Electricity 67.33
Tfr Tfr to Gen Account Wages 338.17
Tfr Tfr to Gen Account Legal Costs 2235.00
HA170021 Drain Maintain CCTV to Orpen Hall Drain 420.00
HA170022 Zoe O’Connor Cleaning 756.00
HA170023 A-Z Supplies Toiletries & Stationery 231.76
HA170024 Anglian Water Water 625.69


To agree earmarked funds for year 2017-18

General Account

End of Year Figures: £40,671.46, of which:

Unearmarked £ 20,905.51
Earmarked Previously £ 19,545.98 £ 5,000.00 Roof 2015-16
£ 7,045.98 MUGA 2013-2015
£7,500.00 New Storage 2015-16
Other Bank Accounts £ 119.97
Petty Cash £ 100.00
TOTAL £ 40,671.46    
Earmarked Funds:

Of the £ 20,905.51, it was recommended by the Finance Committee to earmark:

Unearmarked at present £ 20,905.51
Earmark Apr 2017 £ 5,000.00 Roof 2016-17
Earmark Apr 2017 £ 2,000.00 Neigh Plan Contingency
Earmark Apr 2017 £ 5,000.00 Upgrading Orpen Hall
Earmark Apr 2017 £ 1,661.82 MUGA profits 2016 & 2017
Will leave unearmarked £ 7,243.69
Hall Account

End of Year Figures: £32,197.46 of which:

Unearmarked £ 12,197.46
Earmarked Previously £ 20,000.00 Roof 2011-16
TOTAL £ 32,197.46
Earmarked Funds:

Of the £ 12,197.46, of which £ 2,235 legal costs have been transferred to General Account in Apr, leaving £9,962.46. It was recommended by the Finance Committee to earmark:

Unearmarked at present £ 9,962.46
Earmark Apr 2017 £ 5,000.00 Upgrading Orpen Hall
Will leave unearmarked £ 4,962.46

RESOLVED – To agree the Finance Committee’s recommendations for Earmarked funds for the year 2017/18. Proposed by Cllr Savage, seconded by Cllr Tyrrell. All in favour.


To agree £522 to be spent from the Hall account on roof repairs

RESOLVED – To agree to spend £522 from the Hall account on roof repairs. As this repair work is over the £500 limit it must be agreed at full council. Cllr Tyrrell proposed, Cllr Stevenson seconded. All in favour.




The minutes from the Planning Committee meeting held on the 19th April 2017 were received and the decisions made on following applications were noted (Link to Planning P1 Apr 17). At this point, Cllr Tyrrell redeclared an interest in Planning Application 170664:

  • 170854 – 39 Lexden Road, CO6 3BW – Support – The Parish Council has no comment.
  • 170664 – 6 Heathside, CO6 3JT – Support – The Parish Council supports this application with a proposed condition that the annex is never sold off separately from the existing building in the future.
  • 170924 – 8 Newbridge Hill, CO6 3ER – Objection – The Parish Council refers to policy DG7 of the adopted Village Design Statement. The Council is concerned at the poor attempt to create a contemporary building due to the choice of materials & proportions as they are out of keeping with the adjacent properties. The Parish Council would like to see a street scene showing the front elevations including the existing garage and its relationship to these adjacent buildings.
    The current design and proposed proportions & finishes result in it appearing alien to its local surroundings and therefore makes it impossible to support.


To approve the recommendation of the Planning Committee on late planning application:

  • 170839 – Land north of The White Hart, Nayland Road, CO6 3DD – Objection – The Parish Council strongly opposes this application as it is outside the current Settlement Boundary and the emerging Neighbourhood Plan’s proposed settlement areas. The Planning documents contain many inaccuracies and misrepresentations. The developer, house types, styles, elevations and details ignore the Essex Design Guide and the adopted Village Design Statement which seeks building to be in keeping with local architecture. The layout is very urban in character and again out of keeping with the semi-rural location. It also fails to take into account its position adjacent to the Grade II Listed White Hart Public House.

RESOLVED – to approve the recommendation on Planning Application 170839. Cllr Tyrrell proposed, Cllr Savage seconded. All in favour.


Environment and Highways

a) The minutes from the Environment Committee meeting held on 13th April 2017 were received. (Link to Environment P1 Apr 2017)
b) Cllr Stevenson informed the council that he had received a call to hurry up with the replacement of the bollards on the heath outside the school. A plan of action is to be devised to replace the bollards and the resident will be informed.
c) Cllr Savage wished to draw the council’s attention to the Flood Alleviation Grant from ECC, available for communities to bid for if they need capital expenditure for drainage problems that are not highway related. A good scheme, however there is some confusion surrounding it.

ACTION – Cllr Stevenson will recirculate the notes from ECC on their duties & responsibilities and details of how community groups and other organisations can access grants.


Premises and Recreation

  The minutes from the Premises Committee meeting held on 3rd April 2017 were received. (Link to Premises P1 Apr 17)



  It was noted that the following training was undertaken during the last month by the Clerk or Councillors:
  • CBC Planning Information Session – 23rd Mar – Cllrs Butcher & Harlow


Items to Note (available on table at meeting)

  a)    Correspondence Log – Apr 2017
  b)    Crime Statistics – Feb 2017


In Committee

  Matters taken in the absence of Press and Public (Public (Admissions to Meetings) Act 1960) as the item contains exempt information as defined by the Local Government Act 1972 Sch. 12a Pt (1).
  No items were discussed.


Date of Next Meeting

  Annual Meeting of the Parish Council, Wed 24th May 2017 at 7.30pm in John Lampon Hall, Lexden Rd, West Bergholt
  Meeting closed at 7.05 pm
Signed: Date: Position on Council:


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