Minutes of Parish Council 23rd May 2018

Minutes of Annual Meeting of the Parish Council

Held in the John Lampon Hall on 23rd May 2018 at 7.30 pm

Chair: Chris Stevenson
Parish Councillors Present: Bob Tyrrell, Phil Spencer, Brian Butcher, Janet Crichton, Jenny Church, Murray Harlow, David Short
Parish Clerk: Laura Walkingshaw
Borough & County Councillors: None
Present: 1 member of the public



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

  RESOLVED – Cllr Chris Stevenson was proposed by Cllr Tyrrell, Seconded by Cllr Church. All in favour. Cllr Stevenson confirmed as Chairman of West Bergholt Parish Council.

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


Receive/accept apologies and welcome to the Public

  RESOLVED – Apologies were received and accepted from Cllr Stone, Cllr Savage, Cllr Gili-Ross and Borough Cllr Jarvis and Cllr Barber.


Questions from registered electors

  There were no questions received from registered electors.


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 25th April 2018 were approved and signed by the Chairman, with no amendments. (Link to Minutes P1 Apr 2018)


Report from Colchester Borough & Essex County Councillors

  No Borough Councillors were present to report, however Cllr Stevenson informed the council that Cllr Barber has recently been holding street surgeries in the village, at Mumford Road and then in Chapel Road and the main issues of concern being raised were related to parking & traffic.




Statement of accounts for Apr 2018 (Link to P1 Apr Summary)

The final accounts for Apr 2018 were presented as follows:

8.3% of the way through the financial year. The Parish Council Account showed 45% income, 8% general expenditure, 4% environment expenditure and 7% expenditure overall, when the categories of general expenditure & environment are totalled together.



  RESOLVED – To approve the following payments in accordance with 2018-19 budget. Proposed by Cllr Church, seconded by Cllr Short. All in favour.

May 2018

Parish Council Account
GA18022 J & M Payroll Services May – Wages, Tax & NI 4402.47
GA18023 Countrywide (Late Invoice) Grass Cutting – Apr 158.50
GA18024 Countrywide Grass Cutting – May 158.50
GA18025 J & M Payroll Services Payroll Services – Apr 27.00
GA18026 WBFC Grass Cutting – May 40.00
GA18027 Petty Cash Reimbursemt. (LW) Petrol, Hard Hat & Visor 79.98
GA18028 EKB Contracts Electrical Work in PC Garage 698.69
GA18029 CALC Subscription 2018-19 35.00
GA18030 R.G. Services Aluminium Capping on War Memorial 354.00
GA18031 Cox Landscapes Timber & Postmix 50.40
GA18032 Howdens Assorted Screws 35.10
GA18033 EALC Training – CCTV Briefing BTB 55.00
GA18034 Brian Butcher Travel Expenses 35.80
GA18035 Vicky Beckwith-Cole Refreshments for APM 37.55
GA18036 David Hewitt Travel Exps,Timber, Drill Bit, O/S Tap 72.06
GA18037 Kent Blaxill Allotments – Cement & Ballast 167.14
GA18038 White Diamond Edits Village Bulletin Editor 180.00
GA18039 Janet Crichton Travel Expenses 26.56
Tfr PC to Hall Account 2 boxes (5rms) A4 Paper 32.98


To approve Section 1 – Annual Governance Statement 2017-18 of the Annual Return

RESOLVED – Cllr Short proposed to approve Section 1 – Annual Governance Statement 2017-18 of the Annual Return. Cllr Church seconded. All in favour.


To agree the earmarked funds for year 2018-19

Parish Council Account              End of Year Figures: £65,219.98, of which:

Earmarked (previously) £ 45,032.94 £ 10,000.00 Roof 2015-17
£ 8,707.80 MUGA 2013-2017
£ 15,000.00 Local Services Grant 2018-20 (3 Yrs)
£ 6,570.14 New Storage 2015-16
£ 2,000.00 Neighbourhood Plan Contingency
£ 2,755.00 Upgrading Orpen Hall 2017
Other Bank Accounts £ 120.05
Petty Cash £ 100.00
Unearmarked £ 20,187.04

 Earmarked Funds:

Of the £ 20,187.04, it was recommended by the Finance Committee to:

Transfer to hall account 196.00 Village Fete 2017 Profits
Transfer to account 60385085 100.00 Village Sign (future repairs)
Leaving £ 19,891.04
£ 1,239.97 MUGA profits 2018
£ 5,000.00 Small Kitchen (Servery)
Will leave unearmarked £ 13,651.07

RESOLVED – To agree the Finance Committee’s recommendations for Earmarked funds for the year 2018-19. Proposed by Cllr Stevenson, seconded by Cllr Butcher. All in favour.


To approve the quote for CCTV as recommended by the Finance Committee in accordance with Projects 2018-19

RESOLVED – Cllr Stevenson proposed to accept the first-choice quote for the new CCTV system, which had the better night vision, for £4704.00 + VAT. Cllr Butcher seconded. All in favour.The hard drive of the system will be stored in a lockable cabinet, bolted to the wall.




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

RESOLVED – Vice Chairs

Cllr Stone was proposed as Vice Chair by Cllr Butcher, seconded by Cllr Church. All in favour. Cllr Stone was elected as Vice Chair to West Bergholt Parish Council.

Cllr Savage was proposed as Vice Chair by Cllr Church, seconded by Cllr Short. All in favour. Cllr               Savage was elected as Vice Chair to West Bergholt Parish Council.

RESOLVED – Responsible Finance Officer (RFO)

Cllr Savage was proposed as RFO by Cllr Butcher, seconded by Cllr Harlow. All in favour. Cllr Savage was elected as Responsible Finance Officer to West Bergholt Parish Council.


To appoint members to the Council’s standing committees i.e. Planning, Environment & Premises

RESOLVED – Committees to remain as follows:

The Planning Committee members remain as: Bob Tyrrell, Brian Butcher, Murray Harlow, Chris Stevenson & Andrew Savage.

The Environment Committee members remain as: John Gili-Ross, Phil Spencer, Murray Harlow, Jenny Church, Harry Stone & Janet Crichton.

The Premises Committee members remain as: Brian Butcher, Murray Harlow, Jenny Church, Harry Stone, Janet Crichton & Bob Tyrrell.


Council Documents


To review West Bergholt Parish Council’s current policies & core documents

The list of current policies and core documents were shown to councilors, attention was drawn to the new 2017-18 Asset Register.

Core Documents & Policies Legal Reference (Act) When Approved Due For Review
Standing Orders Local Government Act 1972, s.225 Nov 2014 May 2018
Financial Regulations Local Government Act 1972, s.151 or Accounts and Audit (England) Regulations 2011/817 Jun 2014 May 2018
Code of Conduct Localism Act 2011, s.27(2) Jun 2012 May 2018
Councillor Profiles May 2017 May 2018
Register of Interests Localism Act 2011, s.28(2) May 2017 May 2018
Register of Assets May 2017 May 2018
Terms of Reference –

Council’s Sub-Committees

Local Government Act 1972, s.101(1)(a) Jun 2017 May 2018
Community Engagement Policy Nov 2014 May 2018
Complaints Procedure Localism Act 2011, s.28 (6) and (9) Mar 2018 May 2018
Disciplinary Policy (2015 ACAS Code of Practice) Jan 2018 May 2018
Equality & Diversity Policy Equality Act 2010 Jan 2018 May 2018
Freedom of Information –

Processing Requests

Freedom of Information Act 2000, schedule 1, Part II, paragraph 7 Dec 2012 May 2018
Grant Award Policy Local Government (Miscellaneous Provisions) Act 1976, s.19(3) Feb 2018 May 2018
Grievance Policy (2015 ACAS Code of Practice) Jan 2018 May 2018
Health & Safety Policy Health & Safety at Work Act 1974 Feb 2018 May 2018
Lone Workers Policy The Management of Health and Safety at Work Regulations 1999 Feb 2018 May 2018
Publication Scheme Freedom of Information Act 2000, s.19 Nov 2014 May 2018
Risk Management Policy Nov 2014 May 2018
Training Record and Policy Nov 2014 May 2018

RESOLVED – Cllr Stevenson proposed to accept these documents, Cllr Butcher seconded, All in favour.


To update and approve West Bergholt Parish Council’s Standing Orders in line with the 2018 NALC model version.

NALC have recently updated the Local Council’s model Standing Orders, with many of the new amendments relating to changing in the new Data Protection Act or technological advances, such as electronic summons to meetings.

RESOLVED – Cllr Spencer proposed that the Council accept these amendments and update their Standing Orders in line with the NALC model, Cllr Church seconded. All in favour.

ACTION – Clerk to update West Bergholt’s Standing Orders and circulate to Councillors & webmaster.


To approve all documents linked to West Bergholt Parish Council’s Information & Data Protection Policy

The following documents linked to the GDPR changes were previously circulated to the council for comment:
List of Data Protection Documents
due for approval May 2018
Due for Review
Information & Data Protection Policy May 2019
Document Retention & Disposal Policy May 2019
Appendix A List of Documents: Retention or Disposal May 2019
Social Media & Electronic Communication Policy May 2019
Privacy Notice May 2019
Not for publication – for council use only
Inventory of Personal Data Captured, Stored & Processed by WBPC May 2019
Data Breach Reporting Form May 2019
Subject Access Request Form May 2019
Allotment Tenants Privacy Notice May 2019
Councillor Privacy Notice May 2019
Hirers Privacy Notice May 2019
Neighbourhood Plan Privacy Notice May 2019
Data Consent Form May 2019

The order of priority for the new changes are:

  1. Raise Awareness – think about the data the council holds
  2. Consent
  3. Privacy Notices
  4. Retention/Deletion

Eventually, the council will need to do Privacy Impact Assessments when it undertakes new projects.

Webmaster, Dave Kingaby, wished to remind the council that there is currently a Website Cookies & Privacy Policy on the website.

RESOLVED – Cllr Stevenson proposed to approve the documents, Cllr Butcher seconded. All in favour.


To approve West Bergholt Parish Council’s CCTV Policy

RESOLVED – Cllr Stevenson proposed to approve the new CCTV Policy, Cllr Short seconded. All in favour.


To approve West Bergholt Parish Council’s WiFi Policy

RESOLVED – Cllr Church proposed to approve the new CCTV Policy, Cllr Crichton seconded. All in favour.

ACTION – Clerk to find out if County Broadband can insert a pop-up notice onto the wifi when accessed from the hall.



The minutes from the Planning Committee meeting held on the 16th May 2018 were received and the decisions made on following applications were noted (Link to Planning P2 May 2018):

There were no planning applications to discuss at the May Planning Committee meeting.


Neighbourhood Plan

  To agree delegation to the Planning Committee for consideration of the Reg 14 draft of the Neighbourhood Plan and its formal submission to CBC on behalf of the Parish Council.

Cllr Stevenson informed the Council of the current situation with the Neighbourhood Plan. It is very close to going through Regulation 14, there are a few minor tweaks required to the text and maps, which can then go before the Steering Group on the 30th May. The planning committee will then meet shortly afterwards and intend to use its delegated powers to agree the plan’s readiness for Reg 14.

The consultation will begin on June 4th, when the notification period will commence, going live on the website and with a leaflet delivery to all residents via the Village Bulletin. The policies have been hardened up and more detail with regards planning policies e.g. coalescence. The planning committee invite the rest of the Parish Council to attend if they wish.

RESOLVED – Cllr Stevenson proposed to agree the delegation to the Planning Committee of Reg 14, Cllr Harlow seconded. All in favour.


Environment and Highways

  The minutes from the Environment Committee meeting held on 10th May 2018 were received. (Link to Environment P2 May 18)

The handymen have been busy concreting the path to the Orpen Players garage and erecting a large gate to the side of the garages. The next project is for the replacement of the spring rocker. A digger has been hired on the 4th June for that purpose.

ACTION – Cllr Spencer to check that there are no trip hazards on the new cement surface.

Bus Shelter on Lexden Road – a write off even though stable at present. The shelter needs to be placed further back from the road to prevent this happening again.

WWI Commemoration – the Environment Committee would recommend that the Council support the idea of the Local History Group for the West Bergholt alleyways to be named “Remembrance Way” or linked with the local names of those lost in the war. Cllr Stevenson suggested that it may be easier to simply ask the owners of each fence, but the committee are currently waiting on the details from the History Group.


Premises and Recreation

  The minutes from the Premises Committee meeting held on 8th May 2018 were received. (Link to Premises P2 May 2018)

The cracked slabs on the John Lampon ramp have been fixed. The Village Fete is now a sub-committee of Premises, the fete will be held on Saturday 1st September this year.

ACTION – Hall Administrator to inform the council what other cycling events are planned from the Hall in order to give an opportunity for them to be advertised for other people.



  It was noted that the training/networking undertaken during the last month by Councillors or the Clerk:

  • CCTV Briefing – 28th April – Cllr Butcher & Cllr Harlow

Following this briefing Cllr Butcher raised some additional questions with the suppliers of the new CCTV system, the answers came back and the council got a better system because of it. A demonstration will be needed once it has been installed.


Items to Note

Available on table at meeting:

a)            Correspondence Log – May 2018

  • Tractors along Lexden Road – will be referred to the Traffic Safety Group
  • Travellers – ACTION Clerk to get the details from Eight Ash Green Clerk about what they did there.

b)       Crime Statistics – Apr 2018 – 3 Crimes Reported

c)       Clerks & Councils Direct – May 2018 Issue 117

d)       The Clerk Magazine – May 2018 Vol.49 No.3

e)       EALC – Certificate of Membership 2018/2019

f)       Glasdon Catalogue 

18/80 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 matters discussed


Date of Next Meeting

  Next Parish Council Meeting, Wednesday 27th June 2018 at 7.30pm in Orpen Hall, Lexden Rd, West Bergholt
  Meeting closed at 8.30pm


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