20/34

Receive/accept apologies and welcome to the public

An update from the Care Network Covid 19 Volunteers received from Mervyn yesterday which noted that the hotline had received approximately 25 calls, mainly requests for shopping, prescription collections, phone buddies and calls from overseas where relatives have needed help arranging shopping deliveries to West Bergholt family members.

Residents have been observing social distancing exceptionally well and we have been receiving a huge amount of useful information from all levels of government.

20/35

Questions from registered electors

20/36

Declarations of Interest

20/37

Previous Minutes

20/38

Report from Colchester Borough Councillors

Borough Councillor Jarvis reported:

• Locality Budget – this grant scheme available from the Borough Councillors has been brought forward to help communities in need of coronavirus-related funding. There will be 2-3 months breathing space then from around August it will be open to all projects.
• Abandoned vehicle in Bakers Lane – there has been an abandoned vehicle left on a dangerous turn in Bakers Lane for some time now. Unfortunately it still has its road tax until the end of the year so could not be removed initially, however it has now been proved as “unroadworthy” and therefore has a 2-week notice on it, which will then be followed by a final 7 days’ notice prior to removal.

Borough Councillor Barber reported:

• Covid 19 Information – getting a lot of information through from the County and District levels of government and above, the Borough Councillor checked that the Parish Council has been receiving all of this, which it has.
• Recycling collections – to note that Colchester Borough Council have now re-started their recycling collections once more, even though a limited service. The government is starting to put pressure on councils to re-open the recycling sites again, although locally there are concerns that the Shrub End site is extremely compact and therefore difficult to manage social distancing. There are currently no plans to collect garden waste at present, it is of low priority to the council.
• Care Network Volunteer Scheme – the Borough Councillor has had some residents contact him who have been very grateful for this service, it is something that the Councillors will be sharing in their next email update to residents.

20/39

Finance

a)

Statement of accounts for Mar 2020 (Link to P12 Mar 20 Summary)

The final accounts for Mar 2020 were presented as follows:

100% of the way through the financial year. The Parish Council Account showed 99% income, 98% general expenditure, 75% environment expenditure and 92% expenditure overall, when the categories of general expenditure & environment are totaled together. Some projects have not been finished in 2019-20 due to the lockdown.

Bank Rec at £81,891.16

b)

Payments

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

PC Payments List – March 2020

RESOLVED – To approve the April payments list in accordance with 2020-21 budget.

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

PC Payments List – April 2020

c)

To approve a donation of £1174.50 to the Poor’s Land Charitable Trust (charity no. 208914) of which the council is sole trustee.

The Poor’s Land is the only Trust which does not make a profit or break even, however as the council in its sole trustee role was unable to hold a meeting to decide what to do about its deficit due to the current crisis it was decided to provide it with a grant this year to break even. Next year the council (Trust) can meet to discuss whether the shortfall should be met from the charity’s own reserves or from other sources.

RESOLVED – Retrospective approval proposed by Cllr Savage, seconded by Cllr Smith. All in favour.

d)

To approve Section 1 – Annual Governance Statement 2019/20 of the Annual Return

RESOLVED – The Annual Governance Statement was shared on the screen with all and Cllr Savage went through each of the nine lines individually asking members to raise any concerns they had. None were raised. Section 1 of the Annual Governance Statement was therefore approved and the Chairman, Cllr Stevenson, then signed it and will return it to the Clerk for submission to the external auditor.

e)

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

This item was not ready to be approved as the council is waiting for confirmation from the internal auditor. It will now be deferred until the May meeting.

20/40

Planning

a)

To agree the following decisions, based on recommendations made by the Planning Committee via email on planning applications (March 20) (Link to Planning P12 Mar 2020):

• 200332 – The Treble Tile, CO6 3JQ – Object: The Parish Council is pleased to note that the current application has taken on board concerns raised in respect of parking and highway matters and is therefore significantly better than previously.  The layout which allows space for two dwellings whilst retaining 18 parking spaces for customers and staff for the Treble tile looks an acceptable compromise. However, whilst the two dwellings take up less space, the design and style of the buildings is not in accordance with NP PP10.  The current elevations proposed do not reflect the architectural style of West Bergholt. A style should be provided that is more in keeping with the contemporary houses to the left and the Treble Tile – a classic inter-war public house of architectural merit and importance and should be afforded protection.
  It should be noted that there is room within the site boundary for a public footpath to the front and side of the potential seating area to be provided by the applicants.  This would assist locally with road safety concerns.  Further, although not a planning matter the Parish Council would wish to discuss with the developer the tenancy arrangements for the Treble Tile.
• 200381 – 52 Mumford Road, CO6 3BL – Observation: The Parish Council does not find the proposed front elevation inspiring and note also that the new window to bedroom 2 should be obscured to prevent overlooking No 54.
• 200336 – 4 Garthwood Close, CO6 3EA – Support: The Parish Council has no comment.
• 200468 – Salix, Spring Lane, CO6 3HJ – Support: The Parish Council has no comment.
• 200475 – 114 Chapel Road, CO6 3EZ – Support: The Parish Council has no comment.
• 200538 – 27 Pirie Road, CO6 3TA – Support: The Parish Council has no comment.
• 200356 – 18 New Church Road, CO6 3JF – Object: The Parish Council has no concerns in respect of the proposed single storey rear extension but is concerned as to the nature of the proposed cladding to the garage/gym being totally out of keeping with other properties in the vicinity, thus in contradiction of NP PP10. Further, the Council is concerned at the loss of parking which will occur due to the conversion of the garage into a gym and the apparent provision of full height full width windows to the front of the gym, again being totally out of keeping with other properties in the vicinity. In addition, the noise that a gym could generate and its impact on neighbour’s privacy also doesn’t appear to have been considered.
• 200556 – 85 Mumford Road, CO6 3BN – Support: The Parish Council has no comment.

RESOLVED – No members had any queries with these comments. All in favour.

b)

To agree the following decisions, based on recommendations made by the Planning Committee via email on planning applications (April 20) (Link to Planning P1 Apr 2020):

• 200769 – Primrose Cottage, Newbridge Hill, CO6 3ES – Support: The Parish Council has no comment.
• 200706 – 179 Colchester Road, CO6 3JY – Object: Whilst the schedule of changes are minor and not themselves objectionable, the Council objected to the original application which was granted only on appeal and thus cannot support.
• 200672 – 100 Mumford Road, CO6 3BN – Support: The Parish Council has no comment.
• 200704 – 93 Colchester Road, CO6 3JX – Observation: 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.
• 200716 – 97 Colchester Road, CO6 3JX – Support: The Parish Council has no comment.

RESOLVED – No members had any queries with these comments. All in favour.

20/41

Environment & Highways

Grass cutting is the main job being undertaken by handyman Matt and Cllr Gili-Ross at the moment, as soon as the opportunity arises handyman Nigel will carry on his spraying and tree work. Thanks go to the handymen for working in these difficult times.

To approve continued participation in the Highways Devolution initiative in 2020-21.

RESOLVED – Cllr Gili-Ross proposed to approve continuing the Highways devolution pilot for 2020-21. Cllr Stone seconded. All in favour.

20/42

Council Documents

To approve WBPC’s High Consequence Infectious Disease (HCID) Policy (Link to HCID Policy).

RESOLVED – Cllr Stevenson proposed to approve this policy, Cllr Spencer seconded. All in favour.

20/43

West Bergholt Methodist Church & Hall

To determine the Parish Council’s stance on the Methodist Church and Hall, to determine whether it wishes to pursue a route to purchase via negotiation.

Cllr Stevenson shared his presentation on the Methodist Church and Hall with those attending. The presentation provided a background to the Methodist Church sale, the specifics of the site and the steps taken by the Parish Council so far. It also included a copy of the latest letter from Boydens, the agents selling the Church, and the options now facing the council, i.e.:

• Do nothing
• Express no further interest
• Increase our offer
• Express interest in being kept informed

The presentation also set out the safeguards in operation if the council were intending to increase their offer, such as the requirement for a public consultation with residents and the ability to precept for the loan.

All members were given time to express their individual opinions on the matter and such opinions varied from this being a one in a lifetime opportunity to secure a community asset in a prime location to it being the wrong site and a possible drain on existing resources. Generally, the opinion tended to lean towards the council continuing to show an interest but due to current uncertainties not to make any financial commitments at present. Therefore, Cllr Savage proposed an amendment to the agenda item.

RESOLVED – Cllr Savage proposed to amend the item to “to agree to continue to express the council’s interest in the Methodist Church & Hall and to be kept informed of developments going forward in light of current events.” Cllr Stone seconded, nine out of ten Councillors present were in favour. This was therefore agreed, Cllr Stevenson will write a response to Boydens which shall be circulated to the whole council first for approval.

20/44

Training/Events

• Colchester & Tendring Clerk’s Forum via Teams – JGR & LW – 29th Apr 20
• Virtual training in Data Protection and H & S – CS
• Health & Wellbeing course – NS – 17th Mar 20

Cllr Smith has been completing the forms for the H & WB, which currently takes into account the coronavirus crisis, but are also being prepared for afterwards. Draft plan is currently with Cllr Stevenson for review.

20/45

Items to Note

ACTION – On this subject, Cllr Gili-Ross and the Chairman of the EALC will be meeting with the Chief Constable soon, if Councillors have any questions that they wish to put to him please inform Cllr Gili-Ross.

• WBFC Grant Application – noting of decision
• Discussion item on Health & Wellbeing.
• Section 2 – Accounting Statements 2019/20

20/48

Date of Next Meeting

(venue to be advised)