Minutes of Parish Council 23rd June 2021

Minutes of Parish Council Meeting

Held in the Orpen Memorial Hall at 7.30pm on Wednesday 23rd June 2021 and via Zoom

Chairman:Cllr Chris Stevenson
Parish Councillors Present:Cllrs Norma Smith, John Gili-Ross, Andrew Savage, Harry Stone, Bob Tyrrell, David Short, Phil Spencer, Jenny Church
Parish Clerk:Laura Walkingshaw
Borough & County Councillors:Borough Councillor Dennis Willets, Martin Leatherdale (joined meeting at item 21/106) and County Councillor Lewis Barber
Present:1 member of the public


Receive/accept apologies and welcome to the public


Councillor Brian Butcher sent his apologies, which were agreed by the full council.


West Bergholt Covid-19 Response



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

Now that the vaccination at the West Bergholt Surgery has come to an end, thanks need to be noted to Mervyn Donnelly and all the surgery volunteers

ACTION – letter of thanks to be produced to Mervyn Donnelly for organizing such a vital project and to Nigel Weall for all his sterling volunteering.


Questions from registered electors


There were no questions from registered electors, but the Chairman felt it a good time to note the council’s congratulations to Cllr Gili-Ross on his election to Chairman of the Essex Police, Fire & Crime Panel.


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 26th May 2021 were approved and signed by the Chairman, with no amendments. (Link to PC Minutes P2 May 2021)


Report from Colchester Borough Councillors


County Councillor Barber reported:

  • Fish & Chip Shop planning application 210787 – the Councillor did note the split across the village in regard to this application, however he supported the nearby residents in their calls to have it refused due to the likelihood of it having much larger negative impact than a positive one. Now that this has been approved, he can see the need for more work by CBC with the interpretation of the Neighbourhood Plan and the CBC Planning Committee. This was disappointing due to both the result and the way in which it was conducted.
  • Highway’s work – the zebra crossing outside of the Co Op was repainted today. The missing bollard in Colchester Road is due to be repaired sometime in July and Nayland Road is currently closed due to utility works.
  • Heathlands School & traffic/parking issues – had a meeting with Nick Hill & Jon Simmons to discuss the problems around the school. The Parish Clerk had sent the Councillor a table of items which have cropped up over the years that need resolving. Cllr Barber will keep the table with a progress note next to each and add to the list if more items occur.
  • Congratulations to Cllr Gili-Ross – on his election to chairman of the Essex PF&C Panel and on his work at the Local Highways Panel (LHP) on pushing for the Colchester Road crossing feasibility study.

Borough Councillor Willetts reported:

  • Neighbourhood Plan development site – CBC have confirmed that William Simms Close and Frederick Simms Mews will be the allocated street names for the Hopkin Homes site.
  • Fish & Chip Shop planning application 210787 – Councillor would like the Parish Council to know that there will be a formal look into what happened with this application. There appears to be an issue that there was no “expert view” on the impact on residents. The allowed opening times is also a concern as other local fish & chip shops must close at 9pm and are only open Mon-Sat. Chairman of the Parish Council, Cllr Chris Stevenson, added that there has been no evidence provided by the applicant on the impact on residents/parking or by the planning officers, creating a vacuum in which this decision was reached. It is a strange way to conduct planning as they are simply leaving a potential problem which will then later need to be enforced by Environmental Health and other departments of the Council. as the parish has a Neighbourhood Plan and is aware of the local issues, then that should lead to a way to influence CBC Planning via the policies contained therein?
  • Crossing feasibility study – the LHP received the request for the pedestrian crossing feasibility study on 26th Nov 2020 and Cllr Willetts has failed to understand the bureaucracy surrounding this application. Essex Highways have been very inflexible on the matter which has been very frustrating.




Statement of accounts for May 2021 (Link to PC Accounts P2 May 2021 )

The final accounts for May 2021 (17% through financial year) were presented as follows:

Receipts at 49%, General Expenditure 11%, Environment Expenditure 7%, Overall Expenditure 10%

Bank Rec at £ 122,942.15



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

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


PC Payments List – Jun 2021



Bank charges




Allotments – water bill (Mar–Jun 21)



J & M Payroll Services

Jun – wages, tax & NI



J & M Payroll Services

Jun – wages, tax & NI



Nigel Weall

Petrol for car and mower



Laura Walkingshaw

Queen’s Head – handyman retirement gift



J & M Payroll Services

Payroll services



Petty Cash Replenishment

Washers & spax




Grass cutting Jun – LD Field




Grass cutting Jun – Poor’s Land



Cox Landscapes

Allotments – wood



Oak Plumbing

Allotments – repairs to tanks



AJ’s First Aid Training

H & S training



Alison Eardley

Prep work for NEEB Hearing




Poor’s Land – water bill (Mar-Jun 2021)



Atlas Signs

June Bulletin printing & hand sanitiser (hall)



Laura Walkingshaw

100GB Gmail, MS 365, Adobe



EJ Vision Ltd

Repairs to two cameras



Jones & Whymark Ltd

4 stakes for Friendly Benches




Annual subscription




PPE & hi-viz clothing




Trousers & overtrousers



PC to Hall account

Paper & stationery




To approve the purchase of a replacement maintenance vehicle subject to a successful Emergency CIF grant application for £1,250.00

RESOLVED – Cllr Savage proposed to approve the purchase, subject to a successful grant application. Cllr Tyrrell seconded. All in favour.


To agree the 2021-22 Council Reserves

RESOLVED – Cllr Savage proposed to the 2021-22 Council Reserves, subject to amending the CBC Elections cost once received. Cllr Short seconded. All in favour.

ACTION – Clerk will circulate final figures once CBC confirms election figure.


To approve the cost of the St John ambulance provision at the Village Fete on Sat 24th July 2021

RESOLVED – Cllr Savage proposed to approve the cost. Cllr Smith seconded. All in favour.

ACTION – Clerk to phone insurance company to see if Covid-19 cover for Fete is needed.



Borough Cllr Martin Leatherdale joined the meeting at this point.


To note the following decisions made by the West Bergholt Parish Council Planning Committee via their meeting of the 16th June 2021 (see link to Planning P3 Jun 21  ):

  • 211600 – 65 Mumford Road, CO6 3BL – Support – No objection to the proposal, however it was unfortunate that a street scene has not been provided: PP10 of the CBC-adopted WB Neighbourhood Plan, bullet point 4: Planning applications must show contextually the impact of their proposals on adjacent buildings by means of adequately detailed plans with accurate street elevations to avoid unacceptable adverse impact upon the amenities of the occupiers of nearby residential properties.
  • 211370 – St Edmunds, 5 The Retreat, CO6 3HN – Support – The Parish Council has no comment.
  • 211296 – 115 Chapel Road, CO6 3HA – Support – The Parish Council has no comment.
  • 211551 – Oak View Landscapes, Patterns Yd, Nayland Rd, CO6 3DQ – Support – The Parish Council has no comment.
  • 202544 – 30 New Church Road, CO6 3JE – Object – The Parish Council is disappointed that the revised drawings dated 1st June 2021 as they do not make any attempt to address the previous issues raised. New Church Road is very much a semi-rural lane in the heart of our village, primarily, because of the proximity to The Heath, The Church, and Allotments. Thus, it deserves a less urban approach to architecture more in keeping with the local housing and styles. The current proposals will result in 2no large, urban-style houses jammed on the site and ignoring the existing urban grain. The Parish Council strongly object to these proposals. The Parish Council remains of the view that the application is contrary to its adopted Neighbourhood Plan. We have noted the minor changes, unfortunately, they fall short of addressing our main concerns:
    • The spacing between the proposed properties is still contrary to the Borough Council’s Supplementary Planning Document Backland and Infill (Adopted Sept 2009 and revised Dec 2010).
    • Parking to the front of the site is still very tight again contrary to the Essex Design Guide also the Village Design Statement policy DG35, as it will have an adverse effect on the adjacent properties.
    • The application is also contrary to CBC Development Plan Core Strategy. New development should respect and enhance the character of the site, its context, and the surrounding area.
    • The application is contrary to the West Bergholt Neighbourhood Plan (in particular policy PP10) and the West Bergholt Village Design Statement, both these documents having been adopted as supplementary planning guidance by Colchester Borough Council and are all available on the Parish Council’s website. The applicant never sought pre-application advice or any discussions with the Parish Council.

The Parish Council remains of the opinion that the site is only suitable for a single dwelling or at best two semi-detached houses which is more in keeping with adjacent properties and the existing urban grain. whilst maintaining the 2.70m spacing on the southern boundaries. The Council would like to question the height of the bungalow at 28 New Church Road, it appears to be lower than as shown on the elevations.

Finally, the Parish Council laments the pre-emptive clearance of 90% of the mature trees and other shrubs prior to the submission of the planning application, the community has looked on aghast at the complete destruction of local biodiversity habitats that are completely unprotected, and which suggest that no public authority could quite frankly care less! The removal of 16 no. mature trees as stated by the arboriculturist just to “allow redevelopment” is unacceptable to the Parish Council, also the land shown outlined in blue on the site plan is clearly reserved for further development in Mumford Close, also having been cleared of trees and wildlife, but is currently landlocked.

We still consider the application is overdevelopment and seek CBC’s refusal of the application. The application is contrary PP10 of the CBC adopted West Bergholt Neighbourhood Plan specifically the VDS policies – DG2, DG3, DG10, DG11, DG15, DG18, DG28, DG29, and DG35.


To approve the following recommendation made by the West Bergholt Parish Council Planning Committee of late planning application:

  • 211635 – 29 Chapel Road, CO6 3JB – Support – The Parish Council has no comment.

RESOLVED – Cllr Tyrrell proposed to agree this recommendation as a decision, Cllr Smith seconded. All in favour.


To update members on the CBC Planning Committee meeting of the 17th June 2021 at which the 87 Colchester Road (Ash’s store) application PA 210787 was discussed.

See earlier item 21/104 under Borough Councillor report.


Environment & Highways


To note the minutes of the Environment Committee from their meeting of the 10th June 2021 (see link to Env Minutes P3 Jun 21 )

  • Only to note that the Committee has been discussing the areas which they wish to leave for future wildlife development and that they will be returning to this discussion again at forthcoming meetings.


Council Documents


To agree the updated WBPC Reserves Policy 2021

RESOLVED – Proposed by Cllr Stevenson, Cllr Savage seconded. All in favour

ACTION – Clerk to adjust the Elections amount once she receives confirmation of the cost from CBC


To agree the WBPC Co-option Policy

RESOLVED – Proposed by Cllr Stevenson, Cllr Spencer seconded. All in favour

ACTION – Clerk to send to Dave Kingaby for the website


To review and ratify all documents linked to WBPC’s Information & Data Protection Policy (no changes recommended)

List of Data Protection Documents due for approval June 2021

Due for Review

Information & Data Protection Policy

June 2022

Document Retention & Disposal Policy

June 2022

Appendix A List of Documents: Retention or Disposal

June 2022

Social Media & Electronic Communication Policy

June 2022

Privacy Notice

June 2022

CCTV Policy

June 2022

WiFi Policy

June 2022

Not for publication – for council use only

Inventory of Personal Data Captured, Stored & Processed by WBPC

June 2022

Data Breach Reporting Form

June 2022

Subject Access Request Form

June 2022

Data Consent Form

June 2022

RESOLVED – Proposed by Cllr Stevenson, Cllr Savage seconded. All in favour

ACTION – minor amendments required in the Social Media policy, Clerk to update and circulate, altering website name to “West Bergholt website” rather than specific address to avoid anymore future need for changes.


Council Publicity


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





Litter problem on LD field



Reminder of MUGA closure & loss of car spaces 

1 like


Hopkins starting work

8 likes 7 comments


CBC planning mtg re chip shop



Fete poster

1 like 1 comment


Nayland Road closure



CBC Sat household drop off dates

1 like


Fete – request for local singers



Fete – request for exhibition stories 



Hopkins starting work on fencing etc 




Training/Networking Events


To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk.

  • None


Items to Note


  1.  Crime Statistics – 17th May – 20th Jun 2021, 1 crime reported – criminal damage to vehicle.
  2. Should here about the NEEB Appeal decision in the next week.
  3. 5 Councillors will be attending Cllr Murray Harlow’s funeral and wake


Items for the next agenda – 28th July 2021


  • Proposals for LD Field new equipment
  • Possible Co-option of new Councillor


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).


Nothing for discussion in committee this month


Date of Next Meeting


The next meeting of the Parish Council will be held on Wednesday 28th July 2021 at 7.30pm in the Orpen Memorial Hall.


Meeting closed at 8.30pm


Date:                     Position on Council:

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