Minutes of Parish Council 27th September 2017

Minutes of Parish Council Meeting

Held in the John Lampon Hall on 27th September 2017 at 7.30 pm

Chair: Chris Stevenson
Parish Councillors Present: John Gili-Ross, Phil Spencer, Bob Tyrrell, Andrew Savage, Harry Stone, David Short, Janet Crichton, Murray Harlow and Jenny Church
Parish Clerk: Laura Walkingshaw
Borough & County Councillors: Colchester Borough Councillors Brian Jarvis, Dennis Willetts & Lewis Barber and Essex County Councillor Anne Brown
Present: 4 members of the public



Receive/accept apologies and welcome to the Public

  RESOLVED – Apologies were received and accepted from Cllr Butcher


Questions from registered electors

The Council received a question from local resident regarding the West Bergholt Social Club and legal matters and costs presently in train. He asserted that he was not happy with precept being used in this way and said that there was a lack of transparency in financial transactions and a lack of consultation with the community. The resident submitted a Freedom of Information request to the Council regarding five questions to which he would like answers. These questions will be answered within the statutory 21 working days.


Declarations of Interest

  DECLARED – 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 26th July 2017 were approved and signed by the Chairman, with no amendments. (Link to Minutes P4 July 2017)


Report from Colchester Borough & Essex County Councillors

  County Councillor Anne Brown reported:

  • Mobile Library – with many of the mobile library vans coming to the end of their life difficult decisions need to be made, as 7 buses will be taken out of service. Anne Brown requested that residents fill in the Consultation Document (ECC Mobile Library Consultation) and use the library on a regular basis if they wish to retain it.
  • School Transport – there have been some reported problems with children receiving transport to various secondary schools. If any residents have any issues with this Anne Brown would be pleased to receive these and look into the matter.
  • Highways – ECC are trying to stretch the money as far as it can go. The Councillor noted that Cllr John Gili-Ross was doing a great job with the Parish Councils regarding funding in their areas and thanked him for his work.

Borough Councillor Brian Jarvis reported:

  • Bakers Lane – the resurfacing has now been put back to November as Network Rail have been so slow in responding regarding the bridge section. However, the resurfacing is currently planned to stop as Ramparts Farm rather than continue around the corner to the more appropriate end point at the mini-roundabouts at the Braiswick junction. Councillors now have two months to convince them to change the plan.

Borough Councillor Lewis Barber reported:

  • Recycling Boxes – many thanks to St Mary’s Church and their parish office for arranging to stock replacement recycling bags and bins for residents to collect, although the Borough Councillors do remain opposed to the new waste collection system. The statistics are showing that the Shrub End tip has had an increase in waste deposits of approx. 35%, which is then taken away by County so has effectively just shifted the problem elsewhere.
    Cllr Gili-Ross informed the council that there has been much fly tipping reported in the villages and he would like that noted by CBC and for them to note the additional cost required for storing the recycling bags/boxes locally by communities.
  • Tollgate Village – Fenwick & the Lion’s Walk shops are bringing an action against the Tollgate Village development to restrict its use as a retail space, however if it is not used as that then it will simply be more housing.
  • Local Plan – Cllr Barber voted against Colchester’s new Local Plan as he felt it lacked detail on the infrastructure. He will make his comments known when it goes to the Inspectorate.
  • Broadband – have asked Virgin for a calendar of works on each road, but fears that by the time they get back to him their works will be finished. Colchester Borough Homes have not yet provided the wayleave for the work around Erle Havard and Armoury Road.

Infrastructure – Cllr Brown stated that she has a list of 22 roads which require speed surveys in the area, however the Local Highways Panel (LHP) has run out of the money to do them or to repair any broken VAS (Vehicle Activated Signs).

Cllr Barber did ask CBC to use part of the £1million from the new homes bonus, but the Borough Council has chosen to use the money on the Treasure Hunt instead.

In a general discussion about the Local Plan the question of infrastructure to support development was raised by District Cllr’s, and the possible shortcomings of the Local Plan in this respect. Cllr Stevenson informed the meeting that CALC (Colchester Association of Local Councils) had also discussed this, and that a combined local Parishes infrastructure list was being produced for discussion with CBC, and that in West Bergholt he would be drafting an infrastructure schedule to support the West Bergholt Neighbourhood Plan.

ACTION – Neighbourhood Plan will require an Infrastructure Appendix. (CS)

Borough Councillor Willetts reported:

  • He has been dealing with the day to day issues of the village, which included:
    • 1 planning Member Call-In
    • 3 social housing issues
    • 4 non-collections of waste
    • 1 major fly tipping incident (Armoury Farm)



a) Statement of accounts for Jul/Aug 2017 (Link to P4-5 Jul/Aug 17 Summary)

The final accounts for July 2017 were presented as follows:

42% of the way through the financial year.

The General Account showed 49% income, 27% general expenditure, 34% environment expenditure and 29% expenditure overall, when the categories of general expenditure & environment are totaled together.

The Hall Account showed 25% income and 36% expenditure.

The accounts reflect two months of figures due to the holiday period and the lack of a Parish Council meeting in August.

b) Payments
  RESOLVED – To approve the following payments in accordance with 2017-18 budget. Proposed by Cllr Savage, seconded by Cllr Harlow. All in favour.
September 2017
General Account
DD CBC Garage Rent 50.58
DD Anglian Water Water (Jun-Sep) – Poor’s Land 12.11
DD Anglian Water Water (Jun-Sep) – Allotments 20.57
Chq 104288 Ipswich Youth Steel Band Music & Marquee – Village Fete 320.00
Chq 104289 D.B. Concrete Ltd Concrete Base – Storage Unit 446.40
Cash Ali Hall Hardcore 110.00
Cash Ali Hall Hardcore, Membrane & Plate Hire 150.00
GA170120 J & M Payroll Services Wages, Tax & NI 3147.57
GA170121 WBFC Grass Cutting – Sept 40.00
GA170122 J & M Payroll Services Payroll Services – August 27.00
GA170123 Countrywide Grass Cutting – Sept 155.50
GA170124 Anglian Inspection Services Play Park Inspection – Lorkin Daniell 150.00
GA170125 EALC Training (Data Protection 14/09) Clerk 45.00
GA170126 Mail Boxes Etc. Village Bulletin Printing 775.00
GA170127 Thompson, Smith & Puxon Legal Fees[1] 2512.20
GA170128 Kent Blaxill Steel Reinforcing Mesh 120.18
GA170129 Kent Blaxill Timber & Screws 50.42
GA170130 Printerland Toner (2Bk, 1Y, 1Cy, 1Mg) 226.90
GA170131 Laura Walkingshaw Stamps & Land Registry 23.94
GA170132 Nigel Weall Petrol – PC Vehicle 25.00
GA170133 Laura Walkingshaw Petty Cash Replenishment 37.21
GA170134 Sibbons Tool Hire – Storage Unit 123.00
GA170135 Laura Walkingshaw Village Fete Expenses 139.57
GA170136 PKF Littlejohn LLP External Audit 480.00
GA170137 St John Ambulance Village Fete 138.00
GA170138 Brian Butcher Expenses – Travel & Thank you 77.39
GA170139 A D Morris 14 Colour Photos – Neigh Plan 60.00
GA170140 L & M Sturdy Garages Storage Unit 821.00
GA170141 M J Donnelly Charity Allotment Stall 201.21
GA170142 G & C Softwoods Ltd Charity Allotment Stall 216.76
GA170143 Gemma Ross A1 Poster – Traffic Safety Group 9.99
Tfr Gen to Hall Account VAT Return Transfer 624.38
Orpen Hall Account
DD Col Skip Hire Refuse Collection – Aug 142.18
DD CNG Gas – Aug 80.39
DD Utility Warehouse Mobile, Broadband, MUGA Electricity 66.19
HA170042 A – Z Supplies Cleaning Materials (inc. new floor) 212.24
HA170043 Victoria Beckwith-Cole Diary, Key Cutting, Cleaning Materials[2] 34.99
HA170044 Zoe O Connor Hall Cleaning 828.00
HA170045 I M Beckwith Blackboards on Hall Exterior 275.00
HA170046 Laura Walkingshaw Blinds for Upstairs Mtg Room 50.00
HA170047 A-Z Supplies Replacement Kettle 77.99
HA170048 RCCE Village Halls Conference 2017 15.00
HA170049 Elanar Technical Services Repairs to JL Boiler 180.40
HA170050 Elanar Technical Services New Ideal Logic Boiler 2666.77
HA170051 Anglian Security & Fire Ltd Routine Alarm Maintenance x 2 174.00
Tfr Hall to Gen Account Wages 506.65
August 2017
General Account
DD CBC Garage Rent 50.58
GA170109 J & M Payroll Services Wages, Tax & NI 3147.57
GA170110 WBFC Grass Cutting 40.00
GA170111 J & M Payroll Services Payroll Services – July 27.00
GA170112 Countrywide Grass Cutting – August 155.50
GA170113 Braiswick Tyres Ltd 15” Tube & Wheel Balance 25.08
GA170114 LCR Magazine NALC Magazine – 4 copies/year 17.00
GA170115 Jacqui Kibby Village Bulletin Editor – Remuneration 180.00
GA170116 John Gili-Ross Tow Bar, Petrol, Groundworks 548.00
GA170117 EALC Training (Law & Proc. 12/09) – Brian 80.00
GA170118 EALC Training (Cllr Day 1  14/11) – Janet 80.00
GA170119 EALC Training (Cllr Day 2  22/11) – Janet 80.00
Orpen Hall Account
DD Col Skip Hire Refuse Collection – July 183.82
DD CNG Gas – July 74.37
DD Utility Warehouse Mobile, Broadband, MUGA Electricity 104.00
HA170035 Zoe O’Connor Cleaning 1008.00
HA170036 Kevin Boyce Paint Materials 1716.00
HA170037 DrainMaintain Repair of Drains 1740.00
HA170038 Oak Plumbing & Heating Unblock JL Hall Toilet 60.00
HA170039 CBC Premises Licence Renewal 70.00
HA170040 Elanar Technical Services Boiler Servicing – Orpen, JL & SC 358.34
HA170041 SW Flooring Renovation of Orpen Hall Floor 3906.00



a) The minutes from the Planning Committee meeting held on the 16th August 2017 were received and the decisions made on following applications were noted (Link to Planning P5 Aug 17)
  • 172038 – 8 Colchester Road, CO6 3BY – Support – The application was rejected by CBC due to the annex’s lack of parking and proximity to the house, however, these issues have now been resolved. The Parish Council supported the application last time and as the parking situation has been improved it sees no reason to withdraw that support. The only proviso once again is that the building is never sold as a separate dwelling in the future.
  • 172009 – 90 Mumford Road, CO6 3BN – Support – The Parish Council support this application, but request that the Borough Council inspect that the 45-degree splay from the adjacent property’s window is of an acceptable amount.
  • 172016 – 2 Cooks Hall Ctgs, CO6 3EY – Observation – Having been referred to CBC’s Enforcement Officer, the Parish Council would defer to the Borough Council’s knowledge with regards an application of this kind. However, should permission be granted, the Parish Council would suggest that it be painted a khaki green colour in order to blend in with its surroundings.
  • 172003 – 2 Bradbrook Ctgs, CO6 3JW – Support – The Parish Council has no comment.
  • 172025 – Whitehouse Farm, CO6 3EW – Object – The Parish Council would defer to the Borough Council’s greater knowledge in these matters on the basis that approval for this application was only given on appeal to the Planning Inspectorate.
  • 172113 – 6 Albany Road, CO6 3LB – Object – The Parish Council do not object to an extension at this property in principle, however, the proposed application is out of keeping with the neighbouring properties and makes parking almost impossible. The ground floor extension should be set further back from the road. The current plans contravene DG3, DG7, DG8 and DG36 of the CBC Approved Village Design Statement.
b) The minutes from the Planning Committee meeting held on the 20th September 2017 were received and the decisions made on following applications were noted (Link to Planning P6 Sept 17)
  • 172167 – 6 Lodge Court, CO6 3JL – Support – The Parish Council has no comment.
  • 172305 – Land adj 3 Spring Lane, CO6 – Object – The Parish Council are pleased to see that most of the previous concerns have now been taken into account with the revised plans. However, it still has some important objections to the redevelopment on this site. The Parish Council support the neighbours concerns with the revised scheme and would request that the following conditions be attached to any approval:
    • Proposed Fencing to Spring Lane – the proposed white concrete fencing & gravel boards are completely out of keeping in Spring Lane, the Parish Council would like to see a mixture of new hedging and all timber fencing as this would be more appropriate in the rural setting.
    • Pedestrian Access – Spring Lane has been confirmed by ECC as a private road, and there is currently no access to the site. The council feel that rear pedestrian access could encourage parking in Spring Lane or allow rear access. There needs to be a condition not allowing any access to the site from Spring Lane, also a condition that all vehicular access should be from Chapel Road only.
    • Permitted Development – the council would ask that all permitted development rights be removed due to the tightness of the proposed site.
    • Roof Ridge Levels – the Parish Council would like to see a drawing with the proposed ridge heights relative to a site survey and the adjacent buildings prior to approval due to the slope of the site. The current elevations are deceptive, as the site is shown flat. The Parish Council has had previous experience of the negative impact of properties built 700mm higher than the adjacent buildings, such as that in Donard Drive.
    • Surface water drainage – The PC council would like to see a SW drainage system to underground storage tanks so to avoid the potential for flooding in Spring Lane. The Council would like to see the maintenance of the ditches as a planning condition, especially that to the south of Plot 2. As the name Spring Lane indicates, water is an issue and regular maintenance work is essential. Bearing these issues in mind, a permeable surface should be used on the drive rather than block paving to allow excess water to soak away rather than run-off.
    • Site Management – Due to the location of the site, on the inside of a bend along the busy Chapel Road there should be a Site Management & Delivery Plan during the construction period.  No deliveries or staff parking should be allowed in Spring Lane at any time. Deliveries to Chapel Road should be formulated so that vehicles are accommodated on the site during construction and not on the highway. The Parish Council has had bad experiences before of trades’ vans parking indiscriminately on the highway causing a safety and traffic hazard. School times should be avoided as the road is frequently used by many children, ie. during the hours of 7.30am to 9.00am and 2.30pm to 4.30pm.
  • 172310 – Little Priors, Hall Road, CO6 3DX – Support – The Parish Council has no comment.
  • 172264 – 27 Chapel Road, CO6 3JB – Object – The Parish Council is disappointed at the proposed flat roof garage. We are of the view that it is totally inappropriate in design and townscape terms due to the prominent location of the site and believe that the new roof should be pitched, in keeping with the rest of the building.


Environment and Highways

a) The minutes from the Environment Committee meeting held on 14th Sept 2017 were received. (Link to Environment P6 Sept 2017)

As an update, the Storage Unit is due for installation next Tuesday (3rd Oct), the next part of the project will involve the walkway, shuttering & the new gate. Have now received a quote for the electrics which was £60 more than the expected £700, however this is still within the overall, previously approved, budget.

Please note that the new Local Services Fund has been launched by the EALC. The plan is for applications in October, with the first panel being held in November. It was agreed that the Parish Council would bid for this fund and that the Environment Committee would prepare the bid. In addition, if there is anything else that the Council can think of, then a case needs to be put forward.

ACTION – Cllr Brown has not received the latest details of this fund – Clerk to send her a copy.


Premises and Recreation

a) The minutes from the Premises Committee meeting held on 4th Sept 2017 were received. (Link to Premises P6 Sept 17)

Nothing to note, expect that regarding item 4.4 Councillor Stevenson is perfectly happy with the projector specification.



  It was noted that the following training was undertaken during the last month by the Clerk or Councillors:
  • Law & Procedures – Cllr Butcher


Items to Note (available on table at meeting)

a) Crime Statistics – July 2017 (15 Crimes)

ACTION – Clerk to request Police attend a couple of Parish Council meetings a year.

b) Correspondence Log – Sept 2017
c) Memorial Bench – The family of Terry O’Carroll contacted the Parish Council and would like to place a memorial bench somewhere in the village, probably on the Poor’s Land or Lorkin Daniell Field.

ACTION – Clerk to inform family, sorry for delay over the summer, that the offer of a new bench is much appreciated, and that the Environment committee are to discuss the logistics at their next meeting on 12th October.

d) Village Sign Repaint/Repair – emailed confirmation to Bakers of Danbury 20/09/17 approving quote. Will be removing sign for approx. 2 weeks, but haven’t given Clerk a date yet.
e) War Memorial – trying to ascertain ownership of wall for listed building consent. Now have the name of the company that own the freehold to the Truman Building, however no response from them yet.
f) School Buses – parking too near Hall Road turning. Emailed ECC Passenger Transport, and both bus companies. Have heard from Passenger Transport, but no response from either bus company yet.
g) Poor’s Land Gate Parking – received call from Countrywide that they couldn’t access Poor’s Land for two weeks due to vehicles parking in way of the gate. Signs put up, notices made, Facebook post reached 1254 people. Countrywide cut grass today.
h) Trust Documentation – received Charity Commission Scheme which was missing from governing documents of Lorkin Daniell field today from Sue Sheppard of the RCCE. Clerk meeting with her to go over all trust documentation on Thurs 5th Oct.

ACTION – Clerk to check if Cllr Butcher back by then and if he would like to attend.

i) Essex Highways Survey – completed online survey provided by Cllr Stone on 26/09/17. However, it wouldn’t allow Clerk to leave any additional comments.
j) ECC Consultation on Mobile Library Service – emailed to Heathlands, notices on boards and webmaster did a great job with an article on westbergholt.net which 509 people had read within the first 6 hours. Clerk notified Essex Libraries that some of the information held on the Mobile Library Stops the visitor numbers was incorrect – Albany Road down as Langham rather than West Bergholt, awaiting confirmation from them that changes will be made as may affect decision.
k) Allotment Charity Stall – confirmation from CBC Planners that it is permitted development and no certificate needed.
l) Hedge Letters – identified on Hub that letters may be required for a couple of houses with excessive hedges, agreement was received from Environment Committee.

ACTION – Clerk to write three hedge-cutting letters.

m) Village Bulletin – possible colour version. Something to start thinking about for March next year. The Bulletin committee highlighted certain concerns they had, Cllr Harlow is to go back to the printer to ascertain if it could be made lighter. He is also considering a “Welcome to West Bergholt” A5 pamphlet with an initial 1500 run.
n) Local Services Fund – EALC has released the details of a new revenue fund for projects designed to support the community. (As mentioned earlier)
o) Bergholt Youth Group – BYG AGM will be held on Thurs 12th Oct at 7.30pm in the Orpen Hall. Many of the longstanding members will be leaving at Christmas, due to the constitution the group may have to fold, may need a public meeting of some sort to work out what can be done. Require the equivalent of a governing body.


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).
a) Changes to Parish Clerk Contract

Changes were agreed by the Parish Council to the Parish Clerk’s Contract as proposed by the Personnel sub committee.

ACTION – Cllr Savage & Clerk to make changes to current contract to reflect changes.


Date of Next Meeting

  Parish Council Meeting, Wed 25th October at 7.30pm in John Lampon Hall, Lexden Rd, West Bergholt
  Meeting closed at 9 pm
Signed: Date: Position on Council:


[1] Money for the two invoices paid to Thompson, Smith & Puxon in July (GA170105) & September (GA170127) from General PC account on behalf of Hall, money to be transferred from the Hall account.

[2] Please note the September expenses payment to the Hall Administrator has today increased from £34.99 to £71.21 due to the inclusion of mop handles & light bulbs

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