21/82

Election of Chairman

To elect a Chairman & receive the Chairman’s Declaration of Acceptance of Office

The Clerk opened the formal business of the meeting and asked whether there was anyone who wanted to be considered for being Chairman, Chris Stevenson indicated that he was and then a vote took place.

RESOLVED – Cllr Chris Stevenson was proposed by Cllr Church, Seconded by Cllr Gili-Ross. All in favour. Cllr Stevenson confirmed as Chairman of West Bergholt Parish Council.

Cllr Stevenson then signed the Chairman’s Declaration of Acceptance of Office.

21/83

Receive/accept apologies and welcome to the public

Apologies were received and accepted from Cllr Andrew Savage

21/84

Statement by the Chairman

To note the sad passing of Cllr Murray Harlow

Chairman of the Parish Council, Cllr Stevenson, had written a tribute to Cllr Harlow on westbergholt.org remembering his kind nature and larger than life personality. At the meeting Cllr Stevenson made a statement about Murray whilst the Clerk projected the web page article onto the big screen and several Councillors paid their own tributes to Murray. The Chairman wished to record in the minutes what a great loss Cllr Harlow’s sudden death was to the Council and the parish.

ACTION – Clerk to let his daughters know that this has been minuted in the record.

21/85

West Bergholt Covid-19 Response

To receive an update on the latest WBPC COVID-19 developments:

• First face to face Parish Council meeting since February 2020, Cllr Smith attending via Zoom, but with no voting privileges as the government have stated that Council’s must now meet face to face.

ACTION – Cllr Stevenson to complete the “Call for evidence” consultation on this matter as Borough Cllr Willetts notified those present that CBC have.

• There is still a trickle of residents using the Care Network volunteers.
• Vaccination programme continues, although it will be moving away from West Bergholt Surgery over the coming weeks as they undergo some refurbishment work. It is due to come back in mid-June.

21/86

Questions from registered electors

There were no questions received from registered electors.

However, Cllr Gili-Ross asked a question on the Colchester Borough Council’s (CBC) Notice of Vacancy following Cllr Harlow’s death, the wording of which was thought to be rather insensitive.

ACTION – Clerk to email the Elections team at CBC to draw their attention to this matter.

21/87

Declarations of Interest

DECLARED – Cllr Stevenson declared an interest in all matters linked to Essex Highways.

21/88

Previous Minutes

RESOLVED – the Minutes of the Parish Council held on Wednesday 28th April 2021 were approved and signed by the Chairman, with no amendments. (Link to Minutes P1 April 2020)

21/89

Report from Colchester Borough Councillors

The Chairman of the Parish Council congratulated the Borough Councillors, included Cllr Barber once he joined the meeting later, on their election.

Borough Cllr Martin Leatherdale is new to the ward, elected to succeed Brian Jarvis. He introduced himself, provided some background and stressed that he would like to get to know what is on the Parish’s minds so that he can help and support.

Borough Cllr Willetts reported:

• Planning Application 180733 Armoury Rd (NEEB Housing) – now have the Hearing date of 8th June. It will be a virtual hearing, held via MS Teams where the Inspector will only look at new information, however it is recommended that residents and members attend so that he is aware of the strength of feeling related to this application.
• Colchester Road parking – as a Local Highways Panel (LHP) member Cllr Willetts has seen that the design for the Colchester Road crossing has been nominally placed in next year’s schedule even though there is uncertainty over the cost it is not thought to be an impediment to the work. The traffic measurements taken in Colchester Road, towards the blue bridge, have had to be repeated as they were taken during engineering work, which would have skewed the figures. Another Vehicle Activated Sign (VAS) may be the outcome on Colchester Road, it will depend on the results. All in all, there is a fair amount of work going on in this area and will need to ensure to keep the impetus going.

Cllr Gili-Ross asked the Borough Cllrs if the new administration had a full plan of what it intended to achieve and if there had been a Borough Cllr assigned to the Safer Colchester Partnership. Borough Cllr Willetts informed the Council that all will be revealed by the Leader very soon, once the Cabinet are in place then the other roles will be filled, it is currently a work in progress with more detail to follow.

ACTION – Borough Cllrs to let WBPC know who will be on Safer Colchester Partnership once they hear.

County & Borough Cllr Barber reported below once he joined the meeting via Zoom after item 21/91.

21/90

Finance

a)

Statement of accounts for Apr 2021 (Link to P1 Apr 2021 Summary)

The final accounts for Apr 2021 were presented as follows:

Receipts at 49%, General Expenditure 5%, Environment Expenditure 3%, Overall Expenditure 5%

Have received first half of precept. Bank Rec at £ 132,554.54.

b)

Payments

RESOLVED – To approve the May payments list in accordance with 2021-22 budget.

Proposed by Cllr Stevenson, seconded by Cllr Tyrrell. All in favour.

PC Payments List – May 2021

c)

To note the Internal Auditor’s report and approve the recommended changes to the AGAR form.

Have received internal audit report from the auditor. Very comprehensive report with two main recommendations:

1. to inform the insurance company of the new playground equipment purchases and

2. to change way the Public Works Loan is reflected on the AGAR Section 2.

Both of which actions have now been completed.

RESOLVED – Cllr Chris Stevenson proposed to agree the changes to the AGAR form, Seconded by Cllr Tyrrell. All in favour.

d)

To note the annual renewal of the Council’s insurance policy, which is currently under a long-term agreement until 31st May 2022.  

Noted – The Clerk has now informed the insurance company of the new playground purchases and the MUGA resurfacing due to take place from the w/c 7th June.

21/91

Planning

a)

To note the following decisions made by the West Bergholt Parish Council Planning Committee via their meeting of 19th May 2021 (see link to Planning Minutes P2 May 2021):

• 210841 – Grange Cottage, Hall Road, CO6 3DX – Support – The Parish Council has no comment. 

b)

To approve the following recommendation made by the West Bergholt Parish Council Planning Committee via their meeting of 19th May 2021 (see link to Planning Minutes P2 May 2021):

• 211291 – Fordham Place, Bergholt Road, CO6 3NU (Agricultural Determination) – Support – The Parish Council notes that this application is at the very early stages and would defer to Colchester Borough Council’s greater knowledge of agricultural reservoirs.

Cllr Spencer recorded an interest in this application and took no further part in the discussion or voting.

RESOLVED – Cllr Tyrrell proposed to agree this recommendation, Cllr Stevenson seconded. All in favour.

c)

To approve the following recommendation of late planning application as a decision:

• 211335 – 9 Bradbrook Cottages, Armoury Road, CO6 3JW – Object – The Parish Council is disappointed at the revised planning application as it does not address the main issues for our previous objections and the refusal by CBC. Moving of the porch to the front elevation does little to enhance the application.
  As previously: The proposals are contrary to West Bergholt Neighbourhood Plan Planning Policy PP10 – Which clearly states that proposals must respect the character of and be in harmony with their surroundings and respect the plot width, layout, building lines, materials, height, proportion, scale and massing. The current proposed is very much out of keeping and will be detrimental to the street scene and character of the surroundings.
  The Design and Access Statement makes no reference to the West Bergholt Neighbourhood Plan also there is no street scene showing the proposals in a true context.
  The application does not meet the basic principles set out in DG10 and DG15 of the West Bergholt Village Design Statement. The proposal will result in an uncharacteristic terracing effect and will be totally out of keeping with the area. Any development should aim to respect and enhance the character of the area. The current proposals are symptomatic of poorly designed overdevelopment.

DG10: Any infill development should reflect the character of the surrounding area and protect the amenity of neighbours It should reinforce the uniformity of the street by reflecting the scale, mass, height, form, materials, fenestration and architectural details of its neighbours.
DG15: Infill Developments should be modest in proportions and in scale with surrounding properties. They should not dominate. Their architectural style and finishes should be compatible, and vernacular any infill should comply with Infill SPD.

RESOLVED – Cllr Tyrrell proposed to agree this recommendation, Cllr Butcher seconded. All in favour.

d)

To update members on the NEEB appeal Hearing details

The Parish Council has been informed that there is a virtual informal hearing on the 8th June 2021 for the NEEB (PA 180733) proposal at Armoury Road, West Bergholt.

Cllrs Tyrrell & Butcher will be attending and producing a new oral statement on behalf of the Parish Council. They have met virtually with CBC to discuss this and have agreed funds to appoint a planning consultant to help produce the statement. The statement will be a response to NEEB’s challenge to the Neighbourhood Plan.

ACTION – Clerk to ensure PINS (Planning Inspectorate) know that Cllrs Tyrrell & Butcher will be attending and that they would like a chance to speak.

ACTION – Clerk to check with Maltings Park residents on the appropriate locations which the inspector should view when visiting the site.

(from 21/89)

County Cllr Lewis Barber joined the meeting at this point and reported:

• He wished firstly to express his sadness at the loss of Cllr Murray Harlow.
• Surface dressing of Argents Lane – there has been a build up of grit at the sides and the inspector will be looking at it once the 30 days has passed.
• Flooding at Argents Lane – a member of the flooding team is going to clear the grit from the drains but the understands is that the flooding is caused by a failure of the flood defences higher up the river which may entail a bigger piece of work by the Environment Agency.
  Cllr Spencer noted that that wouldn’t minimise the surface run-off from the neighbouring field though, in the last couple of years maize and potatoes have been grown there, both of which leave bare ground in the winter.
• Finally, just to note that the County Cllr has a one to one booked with Nick Hill on sustainable transport at which he will discuss the West Bergholt issues.

21/92

Environment & Highways

To note the minutes of the Environment Committee from their meeting of the 13th May 2021 (see link to Environment Minutes P2 May 2021)

Cllr Gili-Ross had nothing else to note, except to thank the Environment Committee for all their hard work over the past year.

21/93

Constitution

a)

To election Vice Chairmen and a Responsible Finance Officer (RFO)

RESOLVED – Vice Chairmen

Cllr Stone was proposed as Vice chairman by Cllr Stevenson, seconded by Cllr Tyrrell. All in favour. Cllr Stone was elected as Vice chairman to West Bergholt Parish Council.

Cllr Butcher was proposed as Vice chairman by Cllr Stevenson, seconded by Cllr Church. All in favour. Cllr Butcher was elected as Vice chairman to West Bergholt Parish Council.

RESOLVED – Responsible Finance Officer (RFO)

Cllr Savage was proposed as RFO by Cllr Stevenson in his absence, seconded by Cllr Short. All in favour. Cllr Savage was elected as Responsible Finance Officer to West Bergholt Parish Council.

b)

To appoint members to the Council’s standing committees and external bodies (individual reps appointed at Committee meetings):

As Chairman Cllr Stevenson is an ex-officio member of each Parish Council Committee

The Planning Committee

Members are Bob Tyrrell (chairman), Brian Butcher (vice chairman), Norma Smith & Andrew Savage.

The Environment Committee

Members are John Gili-Ross (chairman), Phil Spencer (vice chairman), Harry Stone, David Short & Norma Smith.

The Finance Committee (Advisory)

Members are Andrew Savage (chairman), Chris Stevenson (vice chairman), Brian Butcher, Harry Stone, John Gili-Ross & Bob Tyrrell.

Village Bulletin Committee

The Parish Council representatives are Phil Spencer & Norma Smith

MUGA Working Party

The Parish Council representatives are Chris Stevenson & Harry Stone.

Climate Change Working Party

The Parish Council representatives are Bob Tyrrell, Chris Stevenson, Norma Smith, Harry Stone & Phil Spencer.

CALC (Colchester Association of Local Councils)

The Parish Council representative to CALC is Chris Stevenson. Cllr Gili-Ross remains chairman of CALC and so attends in that role.

c)

To remind Councillors to update their Register of Members’ interests, if necessary.

Noted.

ACTION – Clerk to circulate Reg. of Members’ interests as a reminder

d)

To review and ratify West Bergholt Parish Council’s Standing Orders

Item 19c – “Parish Clerk” needs adding.

RESOLVED – Cllr Stevenson proposed that the Council accept this amendment and update the Standing Orders, Cllr Short seconded. All in favour.

ACTION – Clerk to update West Bergholt’s Standing Orders and send to webmaster.

e)

To review and ratify West Bergholt Parish Council’s Financial Regulations

RESOLVED – Cllr Stevenson proposed to approve the current Financial Regulations, Cllr Tyrrell seconded. All in favour.

f)

To review and ratify West Bergholt Parish Council’s Planning Committee’s Terms of Reference

“Neighbourhood Plan” needs adding to the final bullet point under Purpose.

RESOLVED – Cllr Stevenson proposed that the Council accept this amendment and update the Planning Committee’s Terms of Reference, Cllr Tyrrell seconded. All in favour.

ACTION – Clerk to update Planning Committee’s Terms of Reference and send to webmaster.

g)

To review and ratify West Bergholt Parish Council’s Environment Committee’s Terms of Reference

Just one line needs removing from the Purpose section as the committee is no longer responsible for the field markings.

RESOLVED – Cllr Stevenson proposed that the Council accept this amendment and update the Environment Committee’s Terms of Reference, Cllr Short seconded. All in favour.

ACTION – Clerk to update Env. Committee’s Terms of Reference and send to webmaster.

h)

To review and ratify West Bergholt Parish Council’s Code of Conduct

RESOLVED – Cllr Stevenson proposed to approve the current Code of Conduct, Cllr Spencer seconded. All in favour.

21/94

Council Publicity

The WBPC Publicity Officer updated the council with the following posts:

21/95

Items to Note

Crime Statistics – 26th Apr – 16th May 2021, 1 crime reported – damage to vehicle.

21/96

Items for the next agenda – 23rd June 2021

• To discuss a possible stand at the Village Fete  (24th July) on PC activities this year.

21/97

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).

To agree to the employment of a new Handyman for 8 hours per week subject to a 3-month probationary period.

RESOLVED: Cllr Stevenson proposed to employ a new handyman following the Finance Committee’s recommendation, seconded by Cllr Spencer. All in favour.

21/98

Date of Next Meeting

The next meeting of the Parish Council will be held on Wednesday 23rd June 2021 at 7.30pm in the Orpen Memorial Hall.

Meeting closed at 8.40pm

Signed:

Date:                     Position on Council: