18/65

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.

18/66

Receive/accept apologies and welcome to the Public

18/67

Questions from registered electors

18/68

Declarations of Interest

18/69

Minutes

18/70

Report from Colchester Borough & Essex County Councillors

18/71

Finance

a)

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.

b)

Payments

c)

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.

d)

To agree the earmarked funds for year 2018-19

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

 Earmarked Funds:

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

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.

e)

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.

18/72

a)

Constitution

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

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.

b)

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

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.

18/73

Council Documents

a)

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.

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

b)

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.

c)

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:

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.

d)

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.

e)

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.

18/74

Planning

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

18/75

Neighbourhood Plan

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.

18/76

Environment and Highways

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.

18/77

Premises and Recreation

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.

18/78

Training

• 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.

18/79

Items to Note

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 

18/81

Date of Next Meeting

Signed:

                                                                                    Date:                                                          Position on Council: