Minutes of Parish Council 26th September 2018

Minutes of the Parish Council Meeting

Held in the John Lampon Hall on 26th September 2018 at 7.30 pm

Chair: Cllr Chris Stevenson
Parish Councillors Present: Cllrs John Gili-Ross, Phil Spencer, Bob Tyrrell, Brian Butcher, Andrew Savage, Harry Stone, David Short, Jenny Church and Murray Harlow
Parish Clerk: Laura Walkingshaw
Borough & County Councillors: Borough Cllr Lewis Barber
Present: 2 members of the public and 3 invited speakers



Receive/accept apologies and welcome to the Public

  RESOLVED – Apologies were received and accepted from Cllr Janet Crichton. Borough Cllrs Jarvis & Willetts also gave their apologies.


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 25th July 2018 were approved and signed by the Chairman of the meeting, with no amendments. (Link to Minutes P4 July 2018)


Cllr Mark Cory – Leader of the Council (CBC)

  Cllr Cory has been on Colchester Borough Council for 11 years since first being elected in 2007 for Wivenhoe. The borough council can become rather urban-focused, having represented Wivenhoe for so long it has given him an understanding of the needs of rural areas and so he hopes to try to re-dress the balance. The council currently has a progressive alliance in power. The Councilor wants to mainly focus on:

Community Safety – he has produced a scoping document to parish councils on his plans for local police. Would like agreement in principle from the councils now. (This matter will be dealt with again under item 18/124 later in the meeting)

Heritage – to make more of what we have in the borough. To encourage tourism, but whilst also being aware of the difficulties that can be associated with that.

Highways – trying to improve the relationship. The Local Highways Panel to be localized now back in Colchester, rather than Chelmsford. Change from highways is a long journey and money will need to be invested.

Transport in Colchester – looking at whether we can get the bus companies to combine tickets between companies. Better gelling of times would be an improvement.

Cleaning – improving the cleanliness of the town centre especially, however still need to put more into the Zone teams to continue to maintain their own patches.

Local Plan – need to listen, work together to gain a consensus for the local plan to make a better place for residents. Want to hear back from the people of Colchester Borough.

Policy & Public Initiatives Panel – a new panel which is an open and inclusive meeting to help ideas evolve.

Helping with smaller projects – such as the orbital walk around Colchester and the West Mersea public toilets.

Cllr Stevenson remarked that although the parish council has been undergoing great collaborative work with the planning officers with regards the Neighbourhood Plan at times the parish council experiences a lack of communication with planning sometimes on specific applications. Communication with Planning is an issue and could be improved.

Cllr Stevenson also commented that perhaps incentives could be used by local bus companies to encourage more of the rural population to use their services. Better marketing should be investigated.


Michael Adamson

Area Manager responsible for enforcement across all areas of NEPP (North Essex Parking Partnership) including West Bergholt

  A slide show was then shown to the council.

ACTION – Clerk to circulate slide show to council.

NEPP can enforce “lines and signs”, whilst the Police enforce pavement parking, obstructions and dangerous parking. Both can enforce zig-zag lines.

NEPP can give a ticket to someone parking on a dropped kerb, but only if called by the householder themselves and only if they are in the area. They are not an emergency service.

NEPP currently have one Parksafe vehicle, fitted with a camera, in operation in their district.


Emma Day

3PR Representative from NEPP – a new initiative dedicated to school parking

  Emma Day then informed the council about the 3PR (3 parking rules) initiative. There are three packages available free to schools in bronze, silver and gold. NEPP has secured lots of funding for this project and is keen to get schools on board.

Cllr Stone commented that the council has a good relationship with the school and an active Traffic Safety Group who would be interested in this initiative.

ACTION – Cllr Stone to pass the information onto Heathlands School at their next meeting.


Report from Colchester Borough & Essex County Councillors

  Borough Councillor Barber reported:

  • Surface dressing of Bergholt/Colchester Road – The Councillor shared a lot of peoples’ concerns over how the work was handled. He and County Councillor Anne Brown have met the Cabinet member for Highways to discuss a range of issues including the communication, buses, quality of works, sweeping etc.
  • Planning – he understands that it is likely that the Gladman Homes appeal hearing for 97 homes will now be held in May.
  • Mumford Road Parking – Colchester Borough Homes and CBC have stated they have no plans for development of these garage sites and have confirmed there is feasibility to expand resident parking on this area. If residents and the Parish Council say they want this as an option, then this can be progressed.




Statement of accounts for Jul-Aug 2018 (Link to P4-5 Jul-Aug Summary)

The final accounts for July-August 2018 were presented as follows:

42% of the way through the financial year. The Parish Council Account showed 48% income, 41% general expenditure, 25% environment expenditure and 37% expenditure overall, when the categories of general expenditure & environment are totalled together.


Bank reconciliation for July-Aug 2018

Bank reconciliation for July-Aug was shown to full council and signed by RFO, Cllr Savage.




Aug 2018

GA18080 J & M Payroll Services August – Wages, Tax & NI 4302.35
GA18081 Countrywide Grass Cutting – Aug 158.50
GA18082 J & M Payroll Services Payroll Services – Jul 27.00
GA18083 WBFC Grass Cutting – Jul 40.00
GA18084 Petty Cash Reimbursemt. (LW) Petrol x 2 (Allotment & Focus), Parking (EALC) 62.93
GA18085 Brian Butcher Travel Expenses – EALC Course 33.80
GA18086 Ernest Doe Rider Plate – Machinery 7.56
GA18087 Ernest Doe Tool Clip – Kombi 4.07
GA18088 EALC Election Course – LW Nov 18 85.00
GA18089 Acetech Security CCTV – Projects 2018-19 5644.80
GA18090 Howdens Upgrade to Servery – Reserves 824.30
GA18091 KJ Boyce Painting of Servery – Reserves 375.00
GA18092 L Walkingshaw Key Rings for Traffic Safety Group 248.30
Tfr Reserves to General Account Upgrade to Servery 686.92
Tfr Reserves to General Account Painting of Servery 375.00


Sept 2018

GA18093 J & M Payroll Services Sept – Wages, Tax & NI 4435.03
GA18094 David Hewitt Makita drill & charger 110.98
GA18095 Nigel Weall PPE for Pesticide Course 90.42
GA18096 JD McDougall Curtains for Orpen Hall 2623.69
GA18097 Countrywide Grass Cutting – Sept 158.50
GA18098 J & M Payroll Services Payroll Services – Aug 27.00
GA18099 WBFC Grass Cutting – Aug 40.00
GA18100 Petty Cash Reimbursemt. (LW) Petrol x 2 (Focus), Parking (EALC), Postage 85.40
GA18101 L Walkingshaw Sprayer, herbicides, postage & stationery 333.93
GA18102 EALC (unpaid invoice) CCTV Briefing – Murray 55.00
GA18103 STC Contracts Ltd Servery – Floor 768.00
GA18104 Sergiu Leho Bin store 3740.00
GA18105 Cox Landscapes Salt store & cabin hooks (hall) 121.48
GA18106 Kent Blaxill Safety boots 27.00
GA18107 WBSC Members of PC & SC Event 56.18
GA18108 Jacqui Kibby Bulletin Editor Remuneration 180.00
GA18109 Writtle University College PA1 & PA6 Pesticide Courses 520.00
GA18110 RCCE VAT for Membership 17.60
GA18111 Wicksteed Leisure Turnstile Replacement 868.35
GA18112 Wave (Anglian Water) Poor’s Land June – Sept 11.70
GA18113 Arco H/men Fleeces, Polos, Cargo Pants, Accident Bks 282.58
GA18114 Spaldings Ltd PPE, Eyewash Station, First Aid Bx Refills 154.81
GA18115 Atlas Signs Printing of Village Bulletin (1,500 copies) 780.00
GA18116 Kent Blaxill Wood for ramp 93.13
GA18117 St John Ambulance Provision of First Aid at Village Fete 165.60
GA18118 Nigel Weall Petrol for Focus 30.01
GA18119 STC Contracts Ltd Microswitch 114.00
DD Wave (Anglian Water) Allotments June – Sept 42.84
Tfr Reserves to General Account Small Kitchen (Servery) – Floor 640.00
Tfr Reserves to General Account New Storage 2015-16 – Bin Store 3740.00

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


RESOLVED – To approve the recommendation from Finance Committee for a quote of £868.35 for a replacement spinner at the Lorkin Daniell Field.

Cllr Savage proposed to approve the quote, Cllr Stevenson seconded. All in favour.

Many thanks to the Borough Councillors for their kind donation of £500 towards the spinner from the Locality Budget.


RESOLVED – To approve a grant of £200 to the Traffic Safety Group for their Village Fete promotion of “Sign the pledge”

Cllr Savage proposed to approve the grant, Cllr Tyrrell seconded, All in favour.


RESOLVED – To approve the £1772.50 consultancy fees for Alison Eardley to assist the Steering Group to be ready for Regulation 16 of the West Bergholt Neighbourhood Plan from the earmarked “Neighbourhood Plan Contingency” reserves.

Cllr Savage proposed to approve the fee, Cllr Stevenson seconded. All in favour.

As an update, Alison Eardley has just completed the Basic Condition Statement and is listing all the responses received during the Regulation 14 consultation of the Neighbourhood Plan in a table ready for the Steering Group to respond.




The minutes of the Planning Committee meeting held on 19th September 2018 were received and the decisions made on following applications were noted (Link to Planning P6 Sept 2018):

  • 182080 – St Legar, Hall Road, CO6 3DU – Observation – The Parish Council has concerns that the application does not respect DG7, DG12 and DG35 of the Colchester Borough Council-adopted West Bergholt Village Design Statement. DG7 – Buildings must be in harmony with the surroundings in respect of materials, colour, texture, proportion and scale. DG12 – New development should respect existing building lines of adjacent properties. DG35 – New parking directly in front of property should be avoided.
  • 182100 – Highfield Farm, Fordham Road, CO6 3DP– Support – The Parish Council had no comment
  • 182101 – Highfield Farm, Fordham Road, CO6 3DP (Listed Building) – Support – The Parish Council would defer to the Borough Council’s greater knowledge on alterations to Listed Buildings.


The minutes of the Planning Committee meeting held on 15th August 2018 were received and the decisions made on following applications were noted (Link to Planning P5 Aug 2018):

  • 181743 – 61 Pirie Road, CO6 3TA – Support – The Parish Council had no comment
  • 181741 – 87 Albany Road, CO6 3LD – Observation, since been Withdrawn – The Parish Council would draw the attention of the Borough Council to the very small area of garden which would remain should this application be approved.The Council would also note the appalling street scene drawing, which is not very helpful, conveying no sense of place. Is the intention to keep the 6ft fence in front of the new dwelling? The Parish Council would query whether they would want it there? Also, what is happening to the tree (as seen on Google) currently on the right-hand entrance to the newly proposed building?
  • 181787 – 9 Bradbrook Cottages, Armoury Road, CO6 3JW – Object – The Parish Council has objected previously due to the lack of a street scene and one has still not been provided, making the impact of this application hard to gauge. The parking looks convoluted and could well end up spilling out onto the road. The Council would accede to the Borough’s Planning Department regarding its concerns over the cramped site and compromised parking and would reserve judgement until these matters are put right.


To note the decisions, agreed by the Parish Council via email, on the recommendations made by the Planning Committee at the meeting held on 15th August 2018 on planning applications:

  • 181843 – Carnac, Bourne Road, CO6 3EP – Support – The Parish Council had no comment
  • 181895 – Birds Nest, Whitehouse Lane, CO6 3ET – Support – The Parish Council had no comment


Neighbourhood Plan

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

95 responses have been received and the Steering Group will need to address each concern. The Basic Condition Statement, to get the plan ready for Regulation 16, needs to be completed and any amendments made to the document before it is submitted to CBC. It will then be out of West Bergholt’s hands and the timeframe dictated by CBC. There will be a probable six-month process while there is the statutory consultation and appointment of an inspector.

Members of the Steering Group recently had a positive meeting with CBC at which they were provided with more documentation and agreed a timetable. The intention is that draft Neighbourhood Plan will be submitted by 31/10/18.


Environment and Highways


The minutes from the Environment Committee meeting held on 6th September 2018 were received. (Link to Environment P6 Sept 18)

In the meantime, Nigel the handyman has passed his pesticide training courses, PA1 and PA6.


RESOLVED – To approve the Lexden Road bus shelter settlement of £7,537.00 from the First Bus loss adjusters and agree the details of the shelter.

Cllr Gili-Ross proposed to approve the settlement, Cllr Spencer seconded. All in favour.

ACTION – Clerk to sign Discharge Form and inform loss adjusters.


RESOLVED – To agree, in principle, to join the ECC Local Devolution pilot to undertake some of the Highways work required in the parish.

Cllr Gili-Ross proposed to agree, Cllr Spencer seconded. All in favour.

ACTION – Clerk to inform Joy Darby at EALC and copy Cllr Anne Brown in on the email.


RESOLVED – To agree the Terms of Reference for the new Playground Advisory Group and nominate a Parish Council representative.

Full council agreed, all in favour. Cllr Gili-Ross and Cllr Stone nominated to share the role.


To discuss the Outdoor Gym proposal as requested by the Environment Committee minutes.

Cllr Short wished to receive approval in principle from the council to look into the different equipment options and funding sources available. The council were comfortable at the moment with Cllr Short looking into the proposal.

ACTION – Councillors attending the first Playground Advisory Group meeting to inform Cllr Short if anyone attending is purely interested in the Outdoor Gym equipment as he cannot make the meeting himself.


Premises and Recreation


The minutes from the Premises Committee meeting held on 3rd September 2018 were received. (Link to Premises P6 Sept 2018)


To receive the Village Fete accounts and update from the Village Fete Sub-Committee

To date, the accounts for the Village Fete 2018 are as follows, payments £731.28, receipts £967.65 making a total profit of £236.37 to invest in next year’s fete.




RESOLVED – to agree, in principle, to be involved in the CBC Local Policing Initiative as proposed in the scoping paper by Cllr Mark Cory.

Although the parish council currently have £2,000 in the budget for a Special Constable, the search has currently stalled. The council could potentially divert that money into a similar project with agreement, but not undertake both, however, the timing is good as they can ensure that there is something in the budget for next year.

Cllr Stevenson proposed to agree, in principle. Cllr Savage seconded. All in favour.

ACTION – Clerk to confirm agreement in principle with Cllr Cory.


WWI Commemoration

An update was received on the planned World War One Commemoration

  • Cover outside Truman Building:
    Photo taken on 7th Sept in local Gazette and on parish website. Thank you to everyone involved for their efforts, especially Gill Poole (from West Bergholt Local History Group) and Tony Morris for taking the picture.
  • History Group signs for alleyways:
    ACTION – Clerk to send WBLHG letter to residents to Cllr Butcher for comment.
  • Beacon Lighting on 11th Nov:
    Wood & paraffin have been purchased for the beacon lighting on the 11th. Cllr Short requested a donation of any old rags/towels for the lighting.



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

  • CALC – CS & JGR – 6th Sept 2018
  • Highways Forum – LW – 13th Sept 2018
  • EALC AGM – CS & JGR – 20th Sept 2018
  • CiLCA submitted by Clerk on 25th Sept 2018


Items to Note

  Available on table at meeting:

  1. Correspondence Log – July 2018
    Public Consultation – on proposal to establish a 420-place primary school to be opened on the Lakelands development, Stanway, Colchester from September 2020
    Boydens – thank you from Mr David Boyden for the work to the War Memorial
  2. Crime Statistics – 16th July – 16th Sept 2018 – 4 crimes reported
  3. The Clerk – Vol 49 No 5 – Sept 2018
  4.  LCR – Summer 2018
  5. Wicksteed Playground Catalogue – Aug 2018
  6. Clerks & Councils Direct – Issue 119 – Sept 2018
  7. RCCE – Essex Warbler – Vol 12 & 13 – Jul-Aug 2018
  8. Oyster – RCCE Magazine – Summer 2018
  9. EALC – County Update – No 166 – Aug 2018
  10. EALC – Legal Update – No 6 – Sept 2018
  11. Essex Highways – Highways Highlights – Aug 2018
  12. Glasdon Catalogues – Local Councils & Village Gateways


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 24th October 2018 at 7.30pm in John Lampon Hall, Lexden Rd, West Bergholt
  Meeting closed at 21.23pm
Signed: Date: Position on Council:


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