Minutes of Parish Council 27th May 2020

Minutes of Parish Council Meeting

Held via Zoom on Wed 27th May 2020 at 7.30 pm

Chairman: Cllr Chris Stevenson
Parish Councillors Present: Cllrs Brian Butcher, Phil Spencer, John Gili-Ross, David Short, Harry Stone, Norma Smith, Murray Harlow, Andrew Savage, Bob Tyrrell and Jenny Church
Parish Clerk: Laura Walkingshaw
Borough & County Councillors: Borough Councillors Brian Jarvis and Lewis Barber
Present: No members of the public



Receive/accept apologies and welcome to the public

  No apologies were received.


West Bergholt Covid 19 Response


To receive an update on the latest WBPC Covid 19 developments

The chairman, Chris Stevenson, updated the council that there has been no new information from the WB Covid Response team. Some 21 people had previously contacted the group looking for help and/or advice, but since then residents appear to now be in receipt of the support they need. In fact, there are many private arrangements in operation now where volunteers are continuing to shop for people that they have got to know.


To note agreement by West Bergholt Parish Council to re-open the MUGA, for tennis only, made using delegated power on 15th May 2020

It was noted that the council have agreed to re-open the MUGA, for tennis only, following the latest government advice. Only one court will be in operation, the gate will remain permanently open, there will be no charge to avoid staff handling cash and a string of measures have been clearly displayed around the courts based on guidance from the Lawn Tennis Association.

The court can be booked through Vicky for an hour, with a 10 min time buffer between bookings to avoid contact between hirers. All details on booking are detailed on the parish website and on the entrance to the MUGA.


To discuss the West Bergholt Parish Council Health & Well Being Plan

Cllr Norma Smith has been putting together the council’s Health & Well Being Plan (WB H & WB Plan). It was not intended to be a Covid 19 Plan, however following training at the EALC it was suggested that it become that as most topical at present. Over time the plan will grow and develop into the future WB H&W Plan, but it is good to record what we have done during this challenging time. The table on page 7 currently records things that relate to the ridged lockdown measures in place at the moment, and although the table will remain, it will be fluid and change as we come out of lockdown. Cllr Smith is booked on a H & WB forum on 2nd June where they will discuss the plan and how it progresses.

Cllr Stevenson thanked Cllr Smith for all her hard work and recognised that next week will be a good opportunity to learn and share with other councils. This version of the plan is a good start and there is now an opportunity for councillors to read and comment back to Cllr Smith. It is likely the plan will be published in its draft form as in effect it is a living working document.

ACTION – WhatsApp street groups and Essex Resilience to be added to plan. Cllr Smith to add then Clerk to give plan a final tidy up.


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


Previous Minutes

  RESOLVED – the Minutes of the Parish Council held on Wednesday 29th April 2020 were approved and signed by the Chairman, with no amendments. (Link to Minutes P1 Apr 2020)


Street Naming

To note agreement of the request by residents for the change of road name from “Hollies Road” back to “Bourne Road”, made using West Bergholt Parish Council’s delegated power on 12th May 2020

West Bergholt Parish Council and the Borough Councillors were both asked by the Colchester Borough Council street naming team to approve the name change of “Hollies Road” back to “Bourne Road”. The council agreed this on the 12th May 2020.


Report from Colchester Borough Councillors


Borough Councillor Jarvis reported:

  • Mumford Road query – following up on concerns from a vulnerable resident in Mumford Road, a meeting was held yesterday and the outcomes of which will be notified to the resident in due course.

Borough Councillor Barber reported:

  • Green Waste collection – the green waste surplus collection on Lexden Road, outside the Orpen Hall went well on Saturday. This will be a one-off as it should not be needed in the foreseeable future as the monthly collects of 4 bags returns this week.
    ACTION – Clerk to put latest recycling calendar in notice board at Co Op.
  • Local Plan – Following the Inspector’s report, parts of the Local Plan has been found to be unsound. It is thought that 2 of the garden community proposals will be withdrawn and will probably move forward with the East of Colchester garden community only with modifications. It will mean more houses to be built at other sites in Colchester, although West Bergholt should be protected due to its approved Neighbourhood Plan.
  • Accident by Treble Tile – someone was arrested following a car accident outside the Treble Tile whilst speeding at 80mph under the influence of drink and drugs.
  • Erle Havard Tree – a resident contacted the Borough Councillor for assistance regarding issues with a tree in Erle Havard, however this is purely a CBC matter.
  • Anglian Water in Bourne Road – The water company were due to work on the road, but never appeared. Cllr Barber is chasing them to find out what happened and when they intend to do the work now. The signage is still there.




Statement of accounts for Apr 2020 (Link to P1 Apr 20 Summary)

The final accounts for Apr 2020 were presented as follows:

8.3% of the way through the financial year. The Parish Council Account showed 49% income (first half of precept has arrived), 5% general expenditure, 3% environment expenditure and 4% expenditure overall, when the categories of general expenditure & environment are totaled together.

Bank Rec at £111,546.24



  RESOLVED – To approve the May payments list in accordance with 2019-20 budget.

Proposed by Cllr Savage, seconded by Cllr Short. All in favour.

PC Payments List – May 2020

DD Barclays Charges/loyalty points – May 0.00
DD Public Works Loan Annual PWLB repayment (1 of 2) 2,684.13
PC20015 Nigel Weall Paint & materials for LD Playpark, petrol 135.05
PC20016 WBFC £500 Grant 500.00
PC20017 J & M Payroll Services May – wages, tax & NI 4,486.92
PC20018 J & M Payroll Services Payroll services 27.00
PC20019 Countrywide Poor’s Land grass cutting – May 171.50
PC20020 WBFC  Grass cutting – LD Field 40.00
PC20021 Petty Cash Replenishment Paint for LD Playpark 50.24
PC20022 John Gili-Ross Zoom membership 143.88
PC20023 Ingleton Wood Hall roof repairs – consultancy services 1,500.00
PC20024 Came & Co. Annual insurance 2020-21 2,647.59
PC20025 Printerland Colour toner pack – Brother machine 188.00
PC20026 Jan Stobart Internal audit fees 180.00
PC20027 EALC Online H & S training – BTB 16.80
PC20028 EALC Online GDPR training – BTB 16.80
PC20029 A – Z Supplies 20rms A4 paper, dividers & highlighters 87.98
PC20030 Wave Water bill Poor’s Land – March 1.44
PC20031 LCR Annual subscription to NALC magazine 17.00
    Sub total 12,877.33
Tfr Hall to PC Account 50% of Annual Insurance 2020-21 -1,323.80
Tfr Hall to PC Account Wages – May -539.24
    TOTAL 11,014.29


To note agreement by the West Bergholt Parish Council to provide a £500 grant to WBFC using delegated power on 11th May 2020.

Grant award noted.


To note receipt of Internal Auditor’s report and their advice

No problems identified, just a few recommendations regarding the insurance company and their catagorisation of the assets on the asset register.

ACTION – Clerk to add additional columns to asset register and make enquiries with insurance company.


To agree 2019-20 Asset Register

RESOLVEDAsset Register for 2019-20, total assets of £105,980.27.

Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.


To approve Section 2 – Accounting Statements 2019/20 of the Annual Return

RESOLVED – The Accounting Statement was shared on the screen with all and Cllr Savage went through Section 2 of the AGAR asking members to raise any concerns they had. None were raised. Balance to be carried forward to 2020-21 financial year is £81,892.

Section 2 of the Annual Governance Statement was then proposed for approval by Cllr Savage, seconded by Cllr Harlow, with all in favour.

The Chairman, Cllr Stevenson, then signed it and will return it to the Clerk for submission to the external auditor.


To approve Earmarked Funds for 2020-21

Funds to be Earmarked for 2020-21 are:

Earmarked outstanding payments 2019-20 424.00
Earmarked Hall roof invoice (minus Enov. grant) 10023.84
Earmarked Hall roof retention (Mar 2021) 3580.84
Earmarked MUGA 2013-20 11523.35
Earmarked Village Sign (Account 5085) 422.07
Earmarked Local Services Grant 2018-2020 (yr 3) 4712.98
Earmarked New Playground (recpts-paymts) 13777.78
Earmarked for New Allotments account 2690.19
Earmarked Special Constable 2000.00
Earmarked Pond Rejuv. & Queens Head Railings 1770.00
Earmarked upgrading Orpen Hall 2017 & 2018 668.59
Earmarked Neighbourhood Plan projects 451.31
Contingency (3 months running, no projects) 19375.00
Total Earmarked £71,419.95
Unearmarked Balance £10,895.21

RESOLVED: To earmark the above funds for 2020-21. Proposed by Cllr Savage, seconded by Cllr Spencer. All in favour.


To note MUGA accounts for 2019-20

Receipts £1598.05, Payments £994.46, surplus to be earmarked for future repairs £603.59


To note Village Bulletin accounts for 2019-20

Receipts £3,235.50, Payments £4,073.52, receipts/payments -£838.02, although worth noting that the payments included 5 quarters of printing costs.


To note renewal of insurance policy with Came & Co. (2nd year of 3-year deal)

Annual price of £ 2,647.59, cost to be split equally with Hall. Increase of £100 on last year as had extra cover for roof repair work, which is now complete.


To note the agreement by the West Bergholt Parish Council of the section 106 community/leisure services list for CBC using delegated power on 18th May 20.

Agreed list sent to CBC on 18th May 2020.

ACTIONClerk to resend link to CBC Supplementary Planning Documents to Planning Committee




To note the following decisions made by the West Bergholt Parish Council Planning Committee via their Zoom meeting of 20th May 2020 (see Planning Minutes P2 May 2020):

  • 200852 – 2 Bourne Cottages, Bourne Rd, CO6 3EN – Support – West Bergholt Parish Council has no comment.
  • 200919 – 23 Pirie Road, CO6 3TA – Support – West Bergholt Parish Council has no comment.
  • 200962 – 20 Albany Road, CO6 3LB – Object – In principle West Bergholt Parish Council has no objections to a two-storey extension to this property. However, there are currently two matters of concern, which have been highlighted on a set of plans and emailed to the relevant planning officer:
    • Rear elevation is confusing and possibly inaccurate.
    • Instead of a mono pitch, the Council would like to see a more traditional roof on the side extension, resulting in tiles on the front elevation. This part will be seen from the street and so convenes DG26 & DG27 of the CBC-adopted Village Design Statement.
      (DG26: Details such as windows, doors and roof pitches should reflect those of the original building.
      DG27: Careful consideration should be given to the visual impact of extensions and particularly conservatories, when they are visible either from the street or from public thoroughfares such as footpaths, bridleways etc.)


To agree the following decision, based on the recommendation made by the Planning Committee at their meeting of 20th May 2020 on late planning application:

  • 200704 – 93 Colchester Road, CO6 3JX – Support – West Bergholt Parish Council support the application and would thank the applicant for taking its previous comments on board.
    (Previous Comment from Apr 20: The Council wishes to see a front garden plan showing how the proposed 2 parking spaces will work and any dropped kerbs before considering the application further.)

RESOLVED: Cllr Tyrrell proposed to agree the above comment, Cllr Savage seconded. All in favour.


Environment & Highways


To note the minutes of the Environment Committee from their meeting of the 14th May 2020 (see link to Environment Minutes P2 May 2020)

Cllr Gili-Ross just noted from the Environment minutes that the painting of the play equipment on the Lorkin Daniell Field had now been completed and Nigel the handyman then went straight into his spraying and strimming duties. He is now available for more hours, although David is still self-isolating and Matt, as a key worker, does the hours that he can.

Cllr Butcher updated the council on the brick piers in item 1c of the minutes. These were put on hold due to the roof work, then delayed with the onset of the Covid 19 crisis, but is now back on the schedule and likely to be completed in the near future.

Cllr Stevenson drew the council’s attention to an email received from County Councillor Anne Brown regarding the repairs made to the kerb stones in Mumford Close. Apparently, those making the repairs representing Essex Highways were verbally abused whilst going about their work. Cllr Stevenson has drafted a reply.

ACTION – Clerk to send draft to Cllr Brown


Council Documents


To approve the role of WBPC Publicity Officer and appoint a council member to the position

(See link to Role of WBPC Publicity Officer)

The members of the council were asked to approve this new role. It is not a paid role and likely to be updated as it develops.

RESOLVED: Cllr Stevenson proposed to approve the role, Cllr Butcher seconded. All in favour.

RESOLVED: Cllr Stevenson proposed to appoint Cllr Smith to the role, Cllr Butcher seconded. All in favour.

Cllr Smith accepted the appointment of WBPC Publicity Officer, subject to reading the details of the role and amendments.



  The training/networking undertaken was noted during the last month by Councillors or the Clerk and feedback provided:

  • Online training in GDPR and H & S – BTB

Cllr Butcher passed both but sent the recommendation back that both would be more accommodating if they had sound. However, overall, it was recommended that all members undertake the online courses.


Items to Note

  1. Crime Statistics – 27th Apr – 24th May 2020, 2 crimes reported.
20/62 Items for the next agenda – 27th May 2020
  No items at present.
20/63 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

  The next meeting of the Parish Council will be held on Wednesday 24th June 2020 at 7.30 pm

(venue to be advised)

  Meeting closed at 8.34 pm

Date:                                                                            Position on Council:


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