A brief summary of key elements of the PC Meeting on 22nd March 2023. In addition to other subjects, they:
- agreed to install smart thermostatic valves in Orpen Hall as part of their climate change initiative,
- reviewed available s106 monies,
- agreed changes to their Memorial Trees and Benches policy, and
- discussed the National Grid’s “East Anglia GREEN” Pylons project.
Full details are in the official minutes below.
Minutes of the Parish Council Meeting
Held on Wed 22nd March 2023 at 7.30pm in the John Lampon Hall, Orpen Memorial Hall, CO6 3BW
| Chair: | Cllr Brian Butcher |
| Parish Councillors: | Cllrs Bob Tyrrell, James Owers, Manya Barrow, Harry Stone, Andrew Savage, Katie Pulford, Sara Cullis, David Short & John Gili-Ross |
| Also in attendance: | Laura Walkingshaw (Parish Clerk) |
| Borough & County Cllrs: | None |
| Members of the public: | None |
23/46 Receive /accept apologies and welcome to the public.
Apologies were received from Cllr Joel Fayers after the meeting.
23/47 Questions from registered electors
There were no questions from registered electors.
23/48 Declarations of Interest
There were no declarations of interest.
23/49 Previous Minutes
RESOLVED – the Minutes of the Parish Council meeting held on Wednesday 22nd February 2023 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P11 Feb 23)
23/50 Report from Colchester City & Essex County Councillors
There were no reports received from either Colchester City & Essex County Councillors.
23/51 Finance
a) Statement of accounts for Feb 23
The final accounts for Feb 23 (92% through the financial year) were presented as follows: (See link to PC Accounts P11 Feb 23)
Receipts at 100%, General Expenditure 69%, Environment Expenditure 88%, Overall Expenditure 72%. Bank Rec at £ 108,523.22.
Minor changes to the Projects & Reserves sheet, including the PC contribution to the solar panel project (for which the only outstanding item is the display unit for the Hall) and the payments to Steve McLean & CCC for the Community Hub/Parish Office planning application.
b) Payments
RESOLVED – to approve the March payments list in accordance with the 2022-23 budget as listed below. Proposed by Cllr Savage, seconded by Cllr Butcher, all in favour.
| DD | Barclays | Bank charges (no loyalty reward) | 8.50 |
| SO | J & M Payroll Services | Mar – wages, tax & NI | 4,500.00 |
| PC22187 | HP Inc UK | HP Laptop – Clerk | 599.99 |
| PC22188 | HSD Online | Soap & toilet roll dispensers – trf from Hall | 223.99 |
| PC22189 | FW3 | Baby changing table – tfr from Hall | 134.99 |
| PC22190 | J & M Payroll Services | Mar – wages tax & NI | 1360.07 |
| PC22191 | J & M Payroll Services | Payroll services – Feb | 48.00 |
| PC22192 | WBFC | Grass cutting Mar – LD Field | 50.00 |
| PC22193 | Countrywide | Grass cutting Mar – Poor’s Land | 186.00 |
| PC22194 | Petty Cash | Diesel x 2, tools, postcrete, postage | 99.03 |
| PC22195 | Laura Walkingshaw | Website, wireless mouse, paper trimmer, travel | 108.96 |
| PC22196 | Ingleton Wood | Solar PV & WC (502319) – Reserves (2 of 3) | 675.00 |
| PC22197 | David Hewitt | Make & fit new Heath information sign | 160.00 |
| PC22198 | Cox Landscapes | Boarding – allotments | 16.52 |
| PC22199 | Sara Cullis | Travel expenses – Cllr Training Days 1 & 2 | 54.60 |
| PC22200 | Ebay – Mr T’s Shirts | 100 keyrings | 103.40 |
| PC22201 | EALC | New Clerk’s Course 28th Mar – JG | 108.00 |
| PC22202 | Wave | Water bill – Poor’s Land – Dec-Mar | 42.88 |
| PC22203 | Grasshopper | Service & repair of Stihl Kombi 94 | 170.94 |
| PC22204 | Arches Plant Hire | Pond work – Queen’s Head Pond | 960.00 |
| PC22205 | NServ | Payment 2 for WC refurbishment – from OH | 24,369.36 |
| PC22206 | Wave | Water bill – Allotments – Dec – Mar | 85.99 |
| -“- | Wave | Water Bill – Allotments – Credit note | -76.03 |
| PC22207 | FW3 | 2nd Baby changing table – tfr from Hall | 134.99 |
| PC22208 | James Owers | 20 folding tables | 1639.80 |
| PC22209 | EALC | Understanding Annual Meetings 14th Mar – LW | 108.00 |
| PC22210 | J & M Payroll Services | Payroll services – Mar | 48.00 |
| PC22211 | Andrew Savage | Sign & ink cartridge | 14.94 |
| PC22212 | SLCC | Annual membership 2023 | 279.00 |
| PC22213 | Anglian Trophy | Engraving on Village Quiz trophy | 25.00 |
| Tfr | Hall to PC | Payment 2 for WC refurbishment – from OH | -20,307.80 |
| Tfr | PC to Hall | Stationery for new financial year (HA22081) | 127.95 |
c) To approve the Finance Advisory Committee’s recommendation of an additional £266.50 for the purchase of 20 new tables for the Orpen Hall due to an amended quote of £1,366.50, using funds from the PC Reserves (Ringfenced Orpen Memorial Hall Projects).
Following last month’s approval, the supplier was unfortunately out of stock, so an alternative supplier was found but the cost is now £266.50 higher than previously agreed. There is currently £6,542.42 in the PC Reserves ringfenced for “Orpen Memorial Hall Projects”.
RESOLVED – Cllr Savage therefore proposed to approve the additional £266.50 to allow for the purchase of the tables. Cllr Cullis seconded. All in favour.
ACTION – Cllr Owers to provide a copy of the VAT invoice to the Clerk.
d) To approve the Finance Advisory Committee’s recommendation to use £1,000.00 of funds from the PC Reserves (Ringfenced Orpen Memorial Hall Projects £185) and PC Projects 2022-23 (Climate Change Initiative £815) towards a £2,500 quote for a Hive-like heating system with 23 smart thermostatic valves in the Orpen Hall.
There is already £1500 in the Hall Reserves for the installation of a Hive-like heating system, however an additional £1,000 is required for the updated quote, which now includes 23 smart thermostatic valves to the radiators. There is £6,542.42 in the PC Reserves for Orpen Memorial Hall Projects and £815.10 in the Projects 2022-23 Climate Change Initiative.
RESOLVED – Cllr Savage proposed to approve the £1,000 needed to fulfill the total quote of £2,500. Cllr Short seconded. All in favour.
e) To approve the appointment of Jan Stobart as the Parish Council’s internal auditor for the 2022-23 end of year accounts.
In readiness for submission of the Annual Return, the Council need to book an internal auditor to review the accounts and files. Jan Stobart has been the internal auditor of WBPC for some years now and has always done a fine job.
RESOLVED – Cllr Savage proposed to approve Jan Stobart as the Parish Council’s internal auditor for the 2022-23 end of year accounts. Cllr Stone seconded. All in favour.
f) To agree to the 2022-23 additions to the Parish Council’s asset register
The updated 2022-23 WBPC asset register was shown to Council members which included some new additions such as the aerial runway on the Lorkin Daniell Field, a new printer, shredder and mobile phone. The additions and removals were discussed at the meeting and amendments made to the document.
RESOLVED – Cllr Savage proposed to approve the 2022-23 amendments to the Parish Council’s asset register. Cllr Butcher seconded. All in favour.
g) To note the current guidance for Parish Council quotes & payments over £500 (exc. VAT)
Document Guidance for WBPC quotes & payments over £500 Mar 23 had been previously circulated to Councillors and Cllr Savage went through the flow chart in detail at the meeting.
h) Expenses reminder to Councillors prior to end of financial year
Councillors were reminded to claim any outstanding expenses prior to the end of the financial year.
23/52 Planning
a) To approve the following recommendation, made via email by the West Bergholt Parish Council Planning Committee, as a decision:
- 230365 – Land Adjacent To 67, Braiswick, Colchester CO4 5BQ – OBJECT – This application for a site outside of West Bergholt, seeks to vary planning condition 17 in respect of the construction of a bell mouth junction to Colchester Road, Braiswick and its impact on adjacent pavements. In that regard, WBPC supports the views expressed on the application by Braiswick Residents Association and would urge CCC to take their views into account when determining the application.
RESOLVED – Cllr Tyrrell proposed to approve the above comment as recommended by the Planning Committee, seconded by Cllr Savage. All in favour.
ACTION – Clerk to send a copy of this comment to Myland Community Council.
b) To note the latest West Bergholt Parish Council section 106 contributions list as confirmed by Colchester City Council officers.
Members were shown the spreadsheet, WBPC’s s106 list 12th March. The latest version has been checked by Yana at CCC and shows which Planning Applications all the various s106 monies are coming from. Those marked light green at the bottom of the spreadsheet show all of the “old” ward section 106 monies in Leisure Services which WBPC has now asked to claim for the exterior toilet project, which will then leave a zero balance. At the top of the document are all the Neighbourhood Plan sites and the monies coming from them. Finally, there is the Treble Tile PA which has now been invoiced by CCC (they could not previously get hold of the developer) and we have just heard that the monies have come into CCC today.
News out today reports that the Government intends to replace section 106 payments with an Infrastructure Levy by June, as they wish to rationalize the system throughout the country. The main concern is that the monies would not be given out to communities until the developments are complete and wouldn’t even do the calculations until then. Questions were raised whether the money would be paid if the developer gets into financial difficulties or only ever part finishes the site.
ACTION – Cllr Cullis to write a draft response for consideration at the April WB Planning Committee meeting.
ACTION – Clerk to arrange a meeting with CCC Planning in order to touch base as there hasn’t been a face to face with them lately.
In regard to the review of the Village Design Statement (Neighbourhood Plan) Chris Stevenson will lead and organise a meeting, which will be held around the middle of April.
23/53 Environment & Highways
To note the minutes of the Environment Committee meeting of the 9th March 2023 (See link to Environment Mins P12 Mar 23)
The minutes were noted. Had received an email in regard to the placing of a memorial bench before Christmas, Cllr Gili-Ross met the resident today to continue discussions, agree the position and acquire some brochures from the Clerk. The bench is likely to be wooden and will be sited by the Queen’s Head Pond, hoping that it will be in position before the funeral. Cllr Short will continue to liaise with the family.
Only other recent item was the damage caused by a car coming off the road at the Colchester Road/Chapel Road junction. The car knocked down the electricity box exposed several live cables and churned up the grass. After reporting to Essex Highways today, UK Power Network had three trucks onsite this afternoon to make the area safe.
23/54 Council Documents
To review and ratify the West Bergholt Parish Council’s Memorial Trees and Benches Policy.
The WBPC Memorial Trees & Benches Policy was circulated to Cllrs in advance of the meeting. Amendments were made at the meeting to 4.2.2 and it was noted that the Clerk’s email address also needed updating.
RESOLVED – Cllr Butcher proposed to agree the WBPC Memorial Trees & Benches Policy subject to the above amendments. Cllr Savage seconded. All in favour.
23/55 Zebra Crossing on Colchester Road
Cllr Butcher provided a verbal update on the provision of a zebra crossing on Colchester Road. Cllr Scott of Essex Highways had said that he would get back to WBPC to arrange to meet after speaking to his officers, however now this will not happen until the pre-election period (purdah) has finished in June.
23/56 Communications
a) To receive a verbal update on the Councillor email addresses from Councillor Owers.
Cllr Owers reported that the email system is now working, and everyone is happy using the new system. Councillors were told not to change their original password until it is all bedded in and Cllr Owers subsequently informs them that it is okay to do so.
b) To receive the monthly report from the Publicity Officer, Councillor Fayers
The Clerk’s Assistant has been posting various news items with success, she has several more lined up to go out. Meeting still outstanding with Dave Kingaby, Clerk, Assistant, Cllrs Cullis and Fayers, waiting to hear from Cllr Fayers.
c) To note receipt of the Monthly Website Report from the webmaster, Dave Kingaby
This was delivered on the 9th March and noted by the Council members, with no other comments.
23/57 Community Hub/Parish Office
Cllr Tyrrell provided a verbal update on the Community Hub/Parish Office. The planning application is now available on the Colchester City Council website.
ACTION – Clerk to check tomorrow as the Council has not been notified.
Steve McLean has been asked to progress with the building regulations application etc. There remains a query over the Principle Designer.
ACTION – Clerk to send Cllr Tyrrell the original correspondence in this regard and to check with insurance company if the Council can act as PD.
23/58 National Grid “East Anglian GREEN” Pylons
To discuss support for the Essex Suffolk Norfolk Pylons action group’s Briefing Note on the NG ESO Eastern Region Transmission Review 2023 document
Cllr Short updated the Council that in 2022 the East Anglia Green Energy Enablement Project consulted generally on a proposed scheme to bring ashore wind generated electricity from wind farms in the North Sea. His full report is in Appendix 23/58.
Cllr Short was asked if he could write a response to the 13th March Briefing Note and it was noted that news was circulated on Facebook today that National Grid must now postpone its plans until its review is complete.
RESOLVED – Cllr Butcher proposed to support the Essex Suffolk Norfolk Pylons action group’s Briefing Note on the NG ESO Eastern Region Transmission Review 2023 document and that Cllr Short respond on behalf of the PC and continue to object in the strongest possible terms. Cllr Cullis seconded. All in favour.
ACTION – Clerk to send a copy of our response, when completed, to the other locally affected PCs and MP Bernard Jenkin.
23/59 Annual Parish Meeting
To discuss the plans for the Annual Parish Meeting (26th April 2023).
The Parish Council has received a donation of print of the painting of Her Late Majesty Queen Elizabeth II by Richard Stone, the local artist from a resident who sadly died recently and quite unexpectedly. With the Lord-Lieutenant of Essex confirmed to attend the Annual Parish Meeting (APM) it was suggested that this was an ideal opportunity for the King’s representative in Essex to unveil the print and for the PC to invite the resident’s family to witness the event.
RESOLVED – All agreed in principle to accept the donation of the print and for Cllr Stone to arrange where it should go, with a suitable plaque.
ACTION – Clerk to check with the insurance company.
So far the PC has received confirmation from the Lord-Lieutenant, Colchester Community Policing Team, Essex and Herts Air Ambulance and is waiting to hear from the Fire & Rescue Team.
ACTION – Cllr Butcher will contact Rosie Pearson, the anti-pylon campaigner and Clerk to ask about a display from her.
Plans for the APM include displaying this year’s PC achievements, unveiling the print, and making the Annual Report available.
23/60 May Elections
To note the timetable and requirements of the May 4th Parish Council elections.
The Clerk’s election timetable & guide document had previously been circulated to Councillors and was displayed at the meeting. Nominations need to be delivered to the Town Hall, Colchester by 4pm on the 4th April.
ACTION – Clerk to send all members the document and nomination form.
23/61 Training/Networking Events
To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:
- CALC Meeting – 9th Mar 2023 – JGR & BTB
Questions had been raised in advance by WBPC for the Colchester City Council Chief Exec, Pamela Donnelly at the Colchester Association of Local Councils (CALC) meeting. She was already aware of the s.106 & devolution issues, but it was too early to discuss. Regarding the dog bin query there was not much of a response, but she did want to see copies of the email trail re road sweeping. Agreed to regular meetings with CALC each year. Other items include CALC being invited to send a representative to the new Rural England Prosperity Fund and that Cllr Gili-Ross will not be standing as Chair after the June 2023 meeting.
- Understanding the Annual Mtgs, Annual Report & Newsletters EALC – 14th Mar 2023 – Clerk
Good course, lots to consider including moving publication of the Annual Report to June away from the busy April/May time and after any new Councillors have joined the PC in May. Something to think about next year, rather than this as plans are already in place for this year’s Annual Report.
- Meeting with Heathlands School – BTB & HS
This meeting was postponed as the headmaster had an urgent issue to respond to.
23/62 Items to Note
a) Crime Statistics
27th Feb – 19th Mar 2 crimes: theft of metal from fence and theft from car.
b) Warm Space
A representative of the Essex Fire and Rescue Team will be attending on Monday 3rd April at 10am.
ACTION – Clerk to inform Bluebells so the children can visit.
c) Springwood Open Day
Springwood Naturist Club are opening their doors to visitors on the 25th and 26th March. Residents are invited but must send proof of ID. Cllr Butcher will attend as representative of the Parish Council.
d) Coronation/Fete
A post has been put on the local Facebook Hub calling for any individual or group who would like to organise this year’s Annual Fete or Coronation Event following the resignation of several of the Fete Subcommittee members last year. It was made clear that the Hall & Field are free, but sadly no one has responded and therefore the PC will proceed with the Special Village Bulletin as their way to mark the upcoming Coronation in May.
e) William Sims Sports Field
Still waiting for the conveyance from Hopkins. Will chase again.
23/63 Items for Next Agenda (26th Apr 45 mins only meeting)
Very short meeting expected, prior to Annual Parish Meeting, mainly incorporating the bare bones of Finance and Planning.
23/64 In Committee
No matters were discussed in committee.
23/65 Date of Next Meeting
The next Meeting of the Parish Council will be held on Wed 26th April 2022 at 6.30pm in the Orpen Memorial Hall, Lexden Rd, CO6 3BW to be followed by the Annual Parish Meeting at 7.15pm.
Meeting closed at 20.58 pm.
Signed: Date: