Minutes of Parish Council 24th October 2018

Minutes of the Parish Council Meeting

Held in the John Lampon Hall on 24th October 2018 at 7.30 pm

Chair: Cllr Chris Stevenson
Parish Councillors Present: Cllrs John Gili-Ross, Phil Spencer, Bob Tyrrell, Brian Butcher, Harry Stone, David Short, Jenny Church and Murray Harlow
Parish Clerk: Laura Walkingshaw
Borough & County Councillors: Borough Councillor Jarvis
Present: 3 members of the public



Receive/accept apologies and welcome to the Public

  RESOLVED – Apologies were received and accepted from Cllr Savage & Cllr Crichton


Questions from registered electors

  There were no questions received from registered electors.


Declarations of Interest

  DECLARED – Cllr Stevenson declared an interest in all matters relating to Essex County Council, specifically Highways.



  RESOLVED – the Minutes of the Parish Council Meeting held on Wednesday 26th September 2018 were approved and signed by the Chairman of the meeting, with no amendments. (Link to Minutes P6 Sept 2018)


Report from Colchester Borough & Essex County Councillors

  Borough Councillor Jarvis reported:

  • Locality Budget – please note there is still money available for grants.
  • Town Centre – the planning application for the student accommodation in the town centre will be dealt with by CBC next month.


General Power of Competence

RESOLVED – to adopt the General Power of Competence, having agreed that the council is eligible with the qualification of the Clerk and the required electoral mandate of 8 out of 11 Councillors.

The Clerk confirmed that West Bergholt Parish Council has required 8 elected Councillors and a newly qualified clerk and can, therefore, adopt the General Power of Competence. This will mean that the council can now do anything, within reason, which an ordinary person can do and not be constrained simply by the “powers” set out for parish councils.

Cllr Stevenson proposed, Cllr Short seconded. All in favour.

ACTION – Clerk to notify the EALC that the council has adopted the General Power of Competence.



a) Statement of accounts for September 2018 (Link to P6 Sept Summary)

The final accounts for September 2018 were presented as follows:

50% of the way through the financial year. The Parish Council Account showed 94% income, 45% general expenditure, 39% environment expenditure and 43% expenditure overall, when the categories of general expenditure & environment are totalled together.

b) Payments


Oct 2018

GA18120 J & M Payroll Services Oct – Wages, Tax & NI 4292.24
GA18121 Countrywide Grass Cutting – Oct 158.50
GA18122 J & M Payroll Services Payroll Services – Sept 27.00
GA18123 WBFC Grass Cutting – Aug 40.00
GA18124 Petty Cash Reimbursement. (LW) Keys, socket, fixings 38.09
GA18125 L Walkingshaw ICO & Norton renewals, stationery, Land Reg. 98.70
GA18126 Kent Blaxill Suregrip paint & roller kit 92.23
GA18127 Kent Blaxill Timber 34.69
GA18128 PKF Littlejohn LLP External Audit 480.00
GA18129 EALC Project Management Course – MH 60.00
GA18130 EALC Project Management Course – DS 60.00
GA18131 Cox Landscapes Wood for Salt Store 188.15
GA18132 Braiswick Tyres Puncture repair 38.40
GA18133 WB Methodist Church Rent of bus shelter site 115.00
GA18134 TLC Tree work to Willow – Queen’s Head Pond 456.00
GA18135 EALC Police & Fire Conference 25.00
GA18136 Harry Stone Salt spreader 159.98
GA18137 I M Beckwith Servery work 750.00
GA18138 Kingserv Support services (Nov 18 – Jan 19) 264.00
GA18139 Essex Roller Shutters Remainder of shutter payment GA18078 2068.80
GA18140 CBC Emptying of bins 312.65
GA18141 Wicksteed Vat on turnstile payment GA18111 173.67
GA18142 Chris Stevenson PDF Programme (Neigh Plan) 59.99
GA18143 Arches Plant Hire Works to Queen’s Head Pond 2844.00
GA18144 EALC Local Council Award Briefing – LW 10.00
GA18145 TLC Tree work to Mumford Close 168.00
GA18146 John Gili-Ross Expenses – travel & ink cartridges 50.68
DD PWLB Public Works Loan 2684.13
Chq 104278 RBL Poppy Appeal Remembrance Wreath 40.00

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

c) RESOLVED – To approve the application for a CIF Grant of £10,000 for phase one of the new playground equipment.

Cllr Stone confirmed that the deadline for the CIF applications 26/10/18. Have received two out of the three quotes for the playground equipment. This is the first year of a three-year replacement programme, phase one will involve £20,000 of costs, with £10,000 hopefully coming from the CIF which will be match funded by £5,000 from the Section 106 monies and £5,000 from fundraising.

Cllr Stevenson proposed to approve the application, Cllr Harlow seconded. All in favour.



a) The minutes of the Planning Committee meeting held on 17th October 2018 were received and the decisions made on following applications were noted (Link to Planning P7 Oct 2018):

  • 182169 – 24 Bradbrook Cottages, Armoury Road, CO6 3JW – Observation – This application has previously been given approval by CBC, but the PC was not consulted upon it which presents something of a dilemma. The PC does not consider this new dwelling enhances the streetscape and would refer CBC to to DG3 of the CBC-approved Village Design Statement, which states “General design – all proposed new build and extensions must enhance the area and make a positive architectural contribution”.
  • 182202 – part of garden of 1 Lexden Road, CO6 3BT – Object – The Parish Council objected to the previous submission (180695), they note the attempt to lower the height of the buildings and reduce its footprint but the proposed development still remains too dominant on the corner of Lexden Road which is the main entrance to the village from the North.
  • 182216 – Twoways, Bourne Road, CO6 3EP – Support – The Parish Council has no comment.

Planning Application 170839 – Appeal Lodged for Land to the North of The White Hart, Nayland Road, West Bergholt, CO6 3DD.

Refused by CBC on the 13th October 2017. Appeal now lodged with PINS. Proposed hearing by Planning Inspectorate on 22 & 23rd January 2019. Additional comments to be sent to Inspector by 8th November 2018. The Parish Council will submit the following additional comment:

The Parish Council strongly opposes this application as it is outside the current settlement boundary and the Regulation 14 Neighourhood Plan proposed settlement boundary.

The planning documents contain many inaccuracies and misrepresentations. The developer, house types, styles, elevations and details ignore the Essex Design Guide and the CBC-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.

The Parish Council also fully supports the detailed reasons for the refusal given by Colchester Borough Council on the 13th October 2017. The West Bergholt Neighbourhood Plan is available for inspection on www.westbergholt.net/neighbourhood-plan/ and will be submitted under Regulation 15 by the Parish Council to Colchester Borough Council in November 2018, noting no comments were received during the Regulation 14 consultation from the appellant.

b) To make a decision on the recommendations made by the Planning Committee for the following late planning applications:

  • 182456 – Bali Hai, Nayland Road, CO6 3DG – Observation – The Parish Council would recommend that CBC satisfies themselves with their usual planning policy guidelines for “annexes” and that it is for a family member’s use and not to be resold in the future as a separate dwelling.

RESOLVED – Cllr Tyrrell proposed, Cllr Butcher seconded. All in favour of decision.


Neighbourhood Plan

  An update was received on the progress of the draft Neighbourhood Plan.

Cllr Stevenson informed the council that Alison Earley (the Planning Consultant) has gone through the 95 responses to the Regulation 14 submission and the plan has been updated accordingly. The Steering Group now need to go through it and review the policies and text. There have been no changes to the development sites or to most of the policies. Alison will also create the Basic Condition Statement comparing all of WB Neigh Plan policies with CBC’s existing and proposed Local Plan policies.

Hoped to submit by 31/10 but now more likely to be a November submission, which can only take place once agreed by a full PC meeting. Steering Group meeting on 13th November.


Environment and Highways

a) The minutes from the Environment Committee meeting held on 10th October 2018 were received. (Link to Environment P7 Oct 18)

Cllr Gili-Ross updated the council that work to Orpen Player’s ramp and replacing the playground turnstile will take place tomorrow morning. Hired plant and a skip will be arriving (thank you to Cllr Short for arranging the skip), will be aiming to stay below the £1,500 budget. Whilst work is going on the playground will be closed – a notice has been placed on Facebook Hub.

b) To note receipt of the West Bergholt Heath Management Strategy written by Place Services

Cllr Spencer informed the council that the Place Services Management Strategy for the Heath had arrived following the survey in July. It commented that the area is a lowland dry acid grassland. The area has been downgraded by trampling and the invasion of other species – more flailing and the removal of non-native species has been recommended. Place Services are prepared to help advise the council on a free of charge ongoing basis following the survey.

c) To receive a verbal update on the progress of the Playground Advisory Group.

Cllr Stone reported to the council that there have now been two meetings of the Playground Advisory Group with a total of about 20 people invited. Carol Baldwin is the chairperson and the group is split into two parts – Fundraising and Equipment. It has been helpful to have both Bluebells and members of the School Council involved in the group. The Facebook Hub survey received 147 responses, asking what residents would like from the playground. BYG have been invited to respond. Will take the 3 quotes (once third is received) back to the Advisory Group in early November. Have made good progress, with a zip wire and swings at the top of the list.

d) To receive a verbal update on the proposed Outdoor Exercise Equipment.

Cllr Short reported that there are currently no facilities for older children or adults such as an outdoor gym. Prices vary, and an implementation scheme would need to be established with the work on the younger children’s facilities coming first. There are lots of funding options, but there needs to be some overlap between the plans. Cllr Butcher raised concerns about misuse of these facilities. Discussions need to be held at the Playground Advisory Group.


Premises and Recreation

  The minutes from the Premises Committee meeting held on 1st October 2018 were received. (Link to Premises P7 Oct 2018)

Cllr Butcher added that there are two dates for the diary:

  • User Group Meeting due in mid-November before the next Parish Council meeting.
  • Next Village Fete will be on Saturday 13th July.


WWI Commemoration

An update was received on the planned World War One Commemoration

  • History Group signs for alleyways:
    The Clerk informed the council that signs commemorating residents who lost their lives in WW1 will be positioned on four alleyways in West Bergholt with the kind permission of the home-owners. Hopefully, these will be up before 11th November.
  • Beacon Lighting on 11th Nov:
    Cllr Short will need help at 3pm. Cllrs Spencer, Stone and Butcher all offered to help. Map of site to be completed and need to close car park. Fire extinguishers required from garage and hall. Children will be coming from the School Council to help light the beacon. PA system being lent by a resident. Disposable beacon kindly being given free of charge from Adrian Leach. ACTION – Thank you note needs to be sent by Clerk



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

  • CBC Clerks Forum – LW – 4th Oct 2018
  • EALC Project Mgt Course – DS & MH – 11th Oct 2018


Items to Note

  a)            Correspondence Log – Oct 2018

  • Highways Devolution – confirmation on the list & discussion event on 14th Nov – JGR going.
  • EALC Strategic Plan – invite to workshop – BTB will go on 13th, if no-one else available.
  • Landowner enquiry into footpath signage – on their land, therefore their prerogative.
  • Painting of rail by Queen’s Head Pond enquiry – passed to Environment Committee.
  • LCAS Risk Topic Update – Tree Liabilities – tree management strategy & framework needs to be established. Also, note cemetery & memorial safety. 

b)       Crime Statistics – 17th Sept – 14th Oct 2018 – 3 crimes reported

Available on table at meeting:

c)       RCCE – Essex Warbler – Vol 14 – Sept 2018

d)       EALC – County Update – No 168 – Sept 2018

e)       EALC – Legal Update – No 7 – Oct 2018

f)       Essex Highways – Highways Highlights – Sept 2018

g)       NALC – Funding Bulletin – Oct 2018

18/144 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 28th November 2018 at 7.30pm in John Lampon Hall, Lexden Rd, West Bergholt
  Meeting closed at 20.50pm
Signed:                             Date:                 Position on Council:


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