Minutes of Parish Council 26th April 2023

Minutes of meeting

A brief summary of key elements of the PC Meeting on 26th April 2023.  In addition to other subjects, they:

  • reviewed finances following the end of the fiscal year,
  • considered changes to some charges and, in particular, the Village Bulletin,
  • supported the Myland & Braiswick Neighbourhood Plan Review,
  • will be looking into the Government’s Infrastructure Levy consultation.

Minutes of the Parish Council Meeting

Held on Wed 26th April 2023 at 6.15pm prior to the Annual Parish Meeting In the John Lampon Hall, Orpen Memorial Hall, CO6 3BW

Chair:Cllr Brian Butcher
Parish Councillors:Cllrs Bob Tyrrell, Manya Barrow, Harry Stone, Andrew Savage, Katie Pulford, Sara Cullis, & John Gili-Ross
Also in attendance:Laura Walkingshaw (Parish Clerk)
Borough & County Cllrs:None
Members of the public:None

23/66          Receive /accept apologies and welcome to the public.

Apologies were received from Cllrs James Owers, David Short & Joel Fayers.

23/67          Questions from registered electors

There were no questions from registered electors.

23/68          Declarations of Interest

There were no declarations of interest.

23/69          Previous Minutes

RESOLVED – the Minutes of the Parish Council meeting held on Wednesday 22nd March 2023 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P12 Mar 23)

23/70          Report from Colchester City & Essex County Councillors

There were no reports received from either Colchester City & Essex County Councillors.

23/71          Finance

a)   Statement of accounts for Mar 23

The final accounts for Mar 23 (100% through the financial year) were presented as follows: (See link to PC Accounts P12 Mar 23)

Receipts at 100%, General Expenditure 77%, Environment Expenditure 94%, Overall Expenditure 80%. Bank Rec at £ 93,765.75.

The Expenditure total has come to some £22.5K under budget, mainly due to the fact the £20K will be saved to Reserves for the Community Hub/Parish Office project in the next financial year, 2023-24.

Changes to the Projects & Reserves sheet included a transfer from both the Climate Change Initiative Project and Orpen Hall Projects (Reserves) for the HIVE heating system (due to be installed during the summer holidays). Also, monies from Reserves for the work to the Queen’s Road Pond, for professional services for the external wc project and towards the new Hall tables. 

b)   Payments

RESOLVED – to approve the April payments list in accordance with the 2023-24 budget as listed below. Proposed by Cllr Savage, seconded by Cllr Pulford, all in favour.

Apr 2023

PC22214Laura WalkingshawClerk’s expenses 2022-23200.00
DDBarclaysBank charges (10.00-0.30)9.70
DDPWLBPublic Works Loan – May2684.13
SOJ & M Payroll ServicesApr – wages, tax & NI4,500.00
PC23001J & M Payroll ServicesApr – wages tax & NI1616.52
PC23002WBFCGrass cutting Apr – LD Field50.00
PC23003CountrywideGrass cutting Apr – Poor’s Land198.50
PC23004Petty CashPetrol x 2, diesel56.99
PC23005Laura WalkingshawWebsite 5th Apr, annual Zoom, A4 pockets200.24
PC23006ApogeeAPM roadside banners x 272.00
PC23007Atlas SignsPrinting of Spring Bulletin1,056.12
PC23008Bob TyrrellExpenses – printer cartridges56.98
PC23009EALCTraining – Nimble online x 2 – Clerk40.80
PC23010EALCAffiliation fees 2023-24 (NALC & EALC)687.16
PC23011NServPayment 3 for WC refurb – from OH22,108.31
PC23012J & M Payroll ServicesPayroll services – Apr48.00
PC23013KingServWebsite services May-Jul, WHUK refund406.97
PC23014Colin WaylenPetrol for allotment mowers16.54
PC23015Envirosigns (Lloyds Bank)Toilet signs & bench sign91.20
PC23016Janet StobartInternal audit work for PC 22-23210.00
PC23017Nigel WeallDiesel, postcrete & masking tape46.71
TfrHall to PCPayment 3 for WC refurb – PC22205-18,423.59

c)    To note the end of year accounts (2022-23) for the Village Bulletin & MUGA

Village Bulletin accounts for 2022-23:

Receipts £3,203.75, Payments £4,141.60, receipts/payments -£937.85

Note: printing costs alone have increased by £1,465.36 in the last year.

MUGA/Tennis Courts accounts for 2022-23:

Receipts £828.05, Payments £741.16, surplus of just £86.89 to be earmarked for future repairs.

Note: Refund on the electricity costs received on 16th Apr 23 for £459.02, which would have made receipts/payments figure £369.03 so not as much of a concern as previously thought.

d)   To agree the advertising rates for the Village Bulletin for 2023-24.

Proposed price increase for advertising in the Bulletin:

Full page446.00460.00

However even with these proposed increases in 2023-24 the Village Bulletin is still likely to make a substantial loss of around -£700. Therefore, the Finance Advisory Committee recommended support of these rates for this year, but that the Editorial Board be warned that the PC may need to rethink funding the Bulletin.

More printing quotes will be sought to see if money can be saved that way, by Cllr Cullis and the Clerk. A future discussion will be required on the need for a paper copy version of the Bulletin as opposed to an electronic one, just available on the website, however it was felt that the PC should try to communicate with all residents. A review was suggested after 6 months.

ACTION – Cllr Cullis & Clerk to obtain alternative printing quotes.

RESOLVED – Cllr Savage proposed to approve the increases to advertising. Cllr Butcher seconded. All in favour.

e)   To agree the cost of MUGA and floodlight token hire for 2023-24.

Court Bookings5.50per hour5.50
Tennis Coach Bookings3.00per hour5.50
Light Tokens1.00per 30 mins1.50

RESOLVED – Rather than agreeing to the above changes to the prices a recommendation was instead proposed by Cllr Gili-Ross to look at the booking system for the MUGA. Seconded by Cllr Stone. All in favour.

RESOLVED – It was proposed by Cllr Cullis not to change the prices until the actual costs are clarified and then agree. Seconded by Cllr Gili-Ross. All in favour. This item will return to the PC at a later date.

23/72 Planning

a)   To note the following decisions made by the West Bergholt Parish Council Planning Committee at their meeting on 20th April 2023 (See link to Planning P1 Apr 2023):

230665Sanborn, Spring Lane, West Bergholt, CO6 3HH – Support – No comment
230596Scarletts Quality Plants, Nayland Road, West Bergholt – Object – Comment: The Parish Council objects to this application on the site as it is outside the settlement boundary of West Bergholt, thus contrary to policy PP9 of the West Bergholt Neighbourhood Plan and to part 2 of the recently adopted Local Plan, in particular paragraphs 6.223, 6.224, 6.226 and policy SS15.
23062767 Chapel Road, West Bergholt, CO6 3JA – Support – No comment
230705134 Colchester Road, West Bergholt, CO6 3JS – Support – No comment
230400Orpen Memorial Hall, Lexden Road, West Bergholt, CO6 3BW – Not Applicable – Comment: West Bergholt Planning Committee declare an interest

b)   To approve the following recommendation made by the West Bergholt Parish Council Planning Committee at their meeting on 20th April 2023 as a decision (See link to Planning P1 Apr 2023).

230874Oaklands, Nayland Road, West Bergholt, CO6 3DG Removal of Conservatory and Part removal of existing dwelling to allow for New 2 Storey Extension Comment: West Bergholt Parish Council recommends refusal of this application for its poor design and as it is not in keeping with the area, the Council therefore objects to the application as it is contrary to PP10 of the CCC-adopted West Bergholt Neighbourhood Plan. Recommendation: Object

RESOLVED – Cllr Tyrrell proposed to Object to planning application 230874, with the above comment. Cllr Savage seconded. All in favour.

c)    To note the Planning Committee’s response to the Myland & Braiswick Neighbourhood Plan Review and the Government’s technical consultation on Infrastructure Levy.

Two items here:

Myland & Braiswick NP Review – the Planning Committee support the recommendations in their review.

ACTION – Clerk to inform the Myland Community Council Clerk.

Infrastructure Levy Consultation – have made some progression, intend to meet with Simon Cairns of CCC to align with Colchester and then will put forward before the 9th June. Will try to meet with Simon withing the next two weeks.

23/73          Environment & Highways

To note the minutes of the Environment Committee meeting of the 13th April 2023 (See link to Environment Mins P1 Apr 23)

The minutes were noted.

23/74          Training/Networking Events

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

No training or networking events noted this month.

23/75          Items to Note

a)   Crime Statistics

20th Mar – 23rd Apr 23: 2 crimes: one car theft & one burglary.

23/76          Items for Next Agenda

Annual Parish Meeting follows this meeting.

23/77          In Committee

To approve the Finance Advisory Committee’s recommendation of a chosen candidate for the role of Cleaner/Caretaker of the Orpen Memorial Hall, starting on SCP 9, with the usual three-month trial probation period.

RESOLVED – Cllr Butcher proposed to approve the recommended candidate for the role of Cleaner/Caretaker. Cllr Barrow seconded. All in favour.

The Orpen Memorial Hall Committee will be monitoring his progress.

23/78          Date of Next Meeting

The Annual Meeting of the Parish Council will be held on Wed 10th May 2023 at 7.30pm in the John Lampon Hall, Lexden Rd, CO6 3BW.

Meeting closed at 18.58 pm.

Signed:                                                                   Date:

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