Minutes of Parish Council Meeting
Held in the John Lampon Hall on 22nd Jan 2020 at 7.30 pm
|Cllr Chris Stevenson
|Parish Councillors Present:
|Cllrs Bob Tyrrell, Murray Harlow, Andrew Savage, Brian Butcher, Norma Smith and Phil Spencer
|Borough & County Councillors:
|Borough Councillors Brian Jarvis & Dennis Willetts
|0 members of the public
Receive/accept apologies and welcome to the Public
|Apologies were received and accepted from Cllrs John Gili-Ross, David Short, Harry Stone, Jenny Church and Borough Councillor Lewis Barber.
Questions from registered electors
|There were no questions from registered electors.
Declarations of Interest
|DECLARED – Cllr Stevenson declared an interest in all matters linked to Essex Highways.
|RESOLVED – the Minutes of the Parish Council held on Wednesday 27th Nov 2019 were approved and signed by the Chairman, with no amendments. (Link to Minutes P8 Nov 2019).
Report from Colchester Borough Councillors
Borough Councillor Jarvis reported:
Borough Councillor Willetts reported:
|Statement of accounts for Nov-Dec 2019 (Link to P8-9 Nov-Dec 19 Summary).
The final accounts for Nov-Dec 2019 were presented as follows:
75% of the way through the financial year. Two months shown on the summary accounts sheet. The Parish Council Account showed 99% income as the precept has been received in full, 57% general expenditure, 63% environment expenditure and 58% expenditure overall, when the categories of general expenditure & environment are totalled together.
|RESOLVED – To approve the payments in accordance with 2019-20 budget. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
|To note approval of the ECC Community Initiative Fund (CIF) grant of £5,000 for inclusive play equipment.
Approval of the grant was received in December and acknowledged on 6th Jan 2020.
ACTION – Clerk to write and thank Cllr David Finch, Leader of Essex County Council.
|To note receipt of £5,000 Colchester Borough Council section 106 money for new play equipment, £2,000 from the Charity Allotment Stall and latest playground accounts.
Noted, the Council would like to thank the West Bergholt Allotment Association for its generous donation from the Charity Allotment Stall monies. Please see Playground accounts online at westbergholt.net (Link to New-Playground-Accounts-following-Jan-PC-Mtg), where the accounts show current balance of £8,677.78, which together with receipt of the CIF £5,000 will be enough for the “swing” phase of the renovations.
|To approve a quote from Playquip for £12,485 to renovate existing swings, install new play equipment and safety surfacing.
The Council has received the following quote in order to complete the “swing” phase of upgrading the Lorkin Daniell play equipment:
RESOLVED – Proposed by Cllr Savage to approve the quote, Cllr Stevenson seconded. All in favour.
|To agree the new Three-Year Plan (Option 2) as recommended by Finance Advisory Committee.
Cllr Savage, as Responsible Finance Officer, has created three options for the required precept (council tax requested by the parish) amounts for 2020-21, the changing factor being the amount in the “Projects” line. The three proposals in the “Projects” are (Link to Draft Budgets 2020-21 all options):
Within the “Projects” the Orpen Hall projects will all be looking for match-funding, the pond rejuvenation will be delayed until conditions are right, the council has a quote for the honour board and the Neighbourhood Plan is now adopted, meaning it is time to start working on those issues which residents felt would benefit the parish. The only variable in the Three-Year Plan is the amount being contributed to the ongoing improvement to the new play equipment in the Lorkin Daniell Field, which could be either (Link to Three Year Plan 2020-21 all options):
£8,000 was originally thought to be enough for the 2020-21 phase, however with the anticipated addition of the inclusive swing it was felt that a suitable path at the side of the MUGA is needed to make the play equipment easily accessible for all, so £10,000 (Option 2) would be required.
RESOLVED – Option 2 of the Three-Year Plan proposed by Cllr Savage, Cllr Smith seconded. All in favour.
|To approve the 2020/21 Precept and Budgets based on three-year plan.
Therefore, with the agreement of Option 2 of the Three-Year Plan and £31,000 required in the “Projects” item line then a precept of £102,367 would be required for the 2020-21 budget. Last year’s council tax for band D properties was £68.78, these proposals would make it:
RESOLVED – Precept required from CBC proposed by Cllr Savage of £102,367 for the 2020-21 budget, Cllr Butcher seconded. All in favour.
ACTION – Clerk to notify Colchester Borough Council tomorrow.
|To remind Councillors to submit their end of year expenses forms (signed).
Councillors were reminded to submit their expenses forms for 2019-20.
|To agree a payment of £5,000, as required by the grant contract, to Enovert for the £50,000 Orpen Hall roof grant.
With the commencement of the re-roofing project in the coming weeks a £5,000 payment to the landfill charity Enovert is required in order to receive the balance of their £50,000 grant for the project.
RESOLVED – Proposed by Cllr Savage, Cllr Butcher seconded. All in favour.
|To approve the Village Bulletin printing costs per edition for 2020 of £652.08 for 24 pages and £757.05 for 28 pages .
The printing costs for the Village Bulletin will increase by £31.36 for 24-page editions and £42.05 for 28-page editions in 2020-21. The Bulletin still raises enough money in advertising to cover these costs.
RESOLVED – Proposed by Cllr Savage, Cllr Spencer seconded. All in favour.
|The minutes of the Planning Committee meeting held on Wed 18th Dec 2019 were received and the decisions made on following applications were noted (Link to Planning P9 Dec 2019):
|To receive the minutes of the Planning Committee meeting held on the 15th January 2020 and to note the decision made on application (Link to Planning P10 Jan 2020):
193002 – 69 Lexden Road – Support – The Parish Council support this application on the condition that the extension be broken up, i.e. subject to the double storey centre extension being stepped forward by 225mm and a different material be used on it as opposed to either of the single storey extensions. It would also recommend keeping the ground floor front windows the same size as existing for a sense of proportion. Please refer to drawings sent to Planning Officer Simon Grady.
The residents of 69 Lexden Road came to the January Planning meeting and the committee discussed how relatively minor changes to the design of the extension would improve its appearance. The residents agreed to take these comments on board and consult their architect. Cllr Tyrrell, chairman of the Planning Committee, noted that it was good to have face-to-face discussions with the residents and he would encourage more applicants to do this.
With regards the application from Hopkins Homes, PA 192271 on Colchester Road, the committee have finally received a response from CBC Planning that the section 106 agreements are ongoing and discussions are taking a little longer than anticipated. However, the committee are still talking to all three landowners of the Neighbourhood Plan development site in order to ensure a holistic approach.
|The minutes from the Environment Committee meeting held on 9th January 2020 were received. (Link to Environment P10 Jan 2020).
The minutes of the additional December meeting were also noted (Link to Environment P9 Dec 2019).
Cllr Spencer has produced a spreadsheet of jobs needed to be undertaken by the Handymen over the Winter months, much of this is hedge and tree work which needs to be completed by the end of February prior to nesting season.
Nigel, one of the Handymen, has been working his way through the recent tree survey checking all the trees which the surveyor stated he couldn’t survey due to coverage by tree ivy. He has cut back lots of ivy and removed several trees that were damaged and unstable beneath it, a re-planting scheme is in process (see item 20/9).
The Handymen have also cleared hedge from the sightlines to Lexden Road for residents neighbouring the pond.
|To discuss Colchester Borough Home’s proposals for the updating of the Erle Havard playground.
The Council were shown the five options proposed for the renovation of the Erle Havard playground (Link to Consultation).
Colchester Borough Homes, who are funding the work, will be going into Heathlands School this week to seek the student’s opinions. The Parish Council felt that the children were in the best position to choose but were encouraged to see money being spent on refurbishment and were grateful at being included in the consultation.
|To discuss the latest plans for tree planting in West Bergholt.
Tree replacement – As referred to in item 20/8a, the council is undergoing a re-planting process to replace the trees it has recently lost (some 8 trees in total). Whilst undertaking this work 24 insect habitats/log piles have been created. An application was made for a grant of £400 from the Locality Budget, which appears to have been accepted, with which 8 4-5ft English Oaks will be purchased and planted around the Lorkin Daniell Field in conjunction with the Handymen and the Football Club.
|ACTION – Clerk to inform the neighbours of the hedgeline where the tree planting will take place.
Purple Beech Hedge project – Cllr Spencer outlined plans discussed by the Environment Committee to plant purple beech hedging at the various entrances to the village in order to make it more distinctive and attractive. The first part of this programme of work will take place on Friday on the greensward where the village sign and beacon sit, behind the seating area, to screen the unsightly wall.
Colchester Woodland Project – CBC intend to plant 200,000 trees over the next five years and are calling for sites from local residents. The public can suggest areas of planting to the borough council as can parish councils and schools via the website at Colchester Woodland Project. The Environment Committee will be considering areas at their next meeting on Thursday 13th Feb at 5pm in the Social Club meeting room.
Council Action Plan
|To review progress on the Council Action Plan from 2019-20. (Link to Council Action Plan 2019-20):
The Clerk has amended the Council Action Plan from 2019-20 to update the Council on the status of its projects for that year.
The Special Constable recruitment has undergone a pause as the two specials recruited for West Bergholt are now unavailable for the foreseeable future. The plan will be to start the advertising campaign once more on the website and noticeboards to begin the process again. Cllr Butcher has spoken to the Officer in Charge of Community Policing who he will be meeting in mid-February and will invite him to the March Parish Council meeting. With the lack of the special’s input the Community Safety Plan it can instead be honed completely on the Parish’s needs.
ACTION – In order to agree the Council Action Plan for 2020-21 the Clerk will circulate the relevant parts of the Neighbourhood Plan and the Infrastructure List to the council ready for discussion at next month’s meeting.
|To review and ratify West Bergholt Parish Council’s:
Three of the policies remain unchanged, whilst the Equality & Diversity Policy simply required a change of name to differentiate from the Council’s overall Equality Policy.
RESOLVED – It was proposed to approve all four policies by Cllr Stevenson, with the proviso of the addition of “(as an employer)” to the Equality & Diversity Policy, Cllr Savage seconded. All in favour.
|The training/networking undertaken was noted during the last month by Councillors or the Clerk and feedback provided:
Items discussed included:
Items to Note
Items for the next agenda – 26th Feb 2020
|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
|The next meeting of the Parish Council will be held on Wednesday 26th February 2020 at 7.30pm in the John Lampon Hall (back hall), Lexden Rd, West Bergholt.
|Meeting closed at 9pm
Date: Position on Council: