A brief summary of key elements of the PC meeting on 20th August 2024. This was an extraordinary meeting to discuss immediate topics and actions needing a prompt decision, they:
- heard that Cllr. Stone was to be awarded the EALC Councillor of the Year Award and offered their congratulations, and
- selected preferred contractors to design & build the Community Hub.
Minutes of the Parish Council Meeting
Held on Tuesday 20th August 2024 at 7.30pm in the John Lampon Hall, CO6 3BW
| Chair: | Cllr Brian Butcher |
| Parish Councillors: | Cllrs Manya Barrow, James Owers, Sara Cullis, John Gili-Ross, Andrew Savage, David Short and Bob Tyrell |
| Also in attendance: | Laura Walkingshaw (Parish Clerk) |
| City & County Cllrs: | None |
| Members of the public: | No members of the public attended |
24/124 Receive /accept apologies and welcome to the public.
Apologies were received from Cllrs Paul Chamberlain, Katie Pulford and Harry Stone.
Cllr Butcher took the opportunity to inform members of the council at this point that Cllr Harry Stone, Vice Chair of the Council, had been nominated by Cllrs Butcher and Cullis as EALC Councillor of the Year and had been successful.
Cllr Stone will be presented with his award at the EALC AGM on the 26th September 2024, Cllr Butcher will also be attending. Photos etc of the Councillor receiving his award will be shared with the rest of the members after the event.
Congratulations to Cllr Stone, for his award, which was well earned.
24/125 Declarations of Interest
There were no declarations of interest.
24/126 Finance
Payments
RESOLVED – to approve the August 2024 payments list in accordance with the 2024-25 budget as listed below. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
August 2024
| DD | Barclays | Bank charges (no loyalty reward) | 8.50 |
| SO | J & M Payroll Services | Aug – wages, tax & NI | 5,500.00 |
| PC24067 | J & M Payroll Services | Aug – wages tax & NI | 1,974.66 |
| PC24068 | ARCO | PPE & clothing for Handymen | 69.92 |
| PC24069 | J & M Payroll Services | Payroll services – Aug | 48.00 |
| PC24070 | WBFC | Grass cutting Aug – LD Field | 50.00 |
| PC24071 | Countrywide | Grass cutting Aug – Poor’s Land | 209.00 |
| PC24072 | Laura Walkingshaw | WHUK, defib pads, DBS, key box, gloves, clipboards | 284.50 |
| PC24073 | Sibbons | Bahco tools: pruning saw, loppers, extending pole | 186.29 |
| PC24074 | PKF Littlejohn LLP | External audit 2023-24 | 504.00 |
| PC24075 | BCMT Autocentre | Repairs to PC vehicle | 219.72 |
| PC24076 | Sibbons | AutoCut strimmer head x 2 | 63.00 |
| PC24077 | TBS Hygiene Ltd | Dog/litter bin emptying 27/07/24-30/08/24 | 270.00 |
| PC24078 | Ian Coleman | Safety boots | 79.00 |
| PC24079 | CPD Online College | H & S for Employees x 5, H & S for Mgrs x 1 | 160.92 |
| PC24080 | Petty Cash | Petrol & diesel | 64.64 |
| PC24081 | Jacqui Kibby | Editor remuneration – Autumn 2024 Village Bulletin | 180.00 |
| PC24082 | Envirosigns Ltd | MUGA guidance notice | 57.60 |
| PC24083 | ARCO | 3 x Hi-Viz yellow WBPC T-shirts – Handymen | 54.97 |
| PC24084 | Flagpole Express | 8m hinge base flagpole & hinge base cover | 880.20 |
| Tfr | PC to Hall | HA24027 – JL door signs & defibrillator fitting | 700.00 |
If there had been any members of the public present, they would at this stage have been asked to leave the meeting due to the confidential nature of the tenders.
24/127 In Committee
To approve the Finance Advisory Committee’s recommendation of the tender for the construction of the West Bergholt Community Hub extension to the Orpen Memorial Hall.
The construction of the West Bergholt Community Hub project has been advertised on the government’s Contracts Finder website since 3rd July, as per the Council’s Standing Orders for any contracts anticipated over £25,000. There is a budget of £110,830 for this project, made up from grants, developer contributions (section 106) and monies saved in the PC reserves.
Three tenders were submitted from the seven contractors originally interested and these were received on the closing date of the 12th August 2024 and subsequently opened by Cllrs Butcher and Savage, with the Clerk as a witness, on Tues 13th Aug at 9:00 am.
Several questions had been raised by the Finance Advisory Committee following their analysis of the tenders, all of which had been answered to their satisfaction and the exchanges circulated in the Committee’s Meeting Notes which were provided to all members of the council prior to the Parish Council meeting. Also, the Clerk had since received confirmation from Oliva that their lead time for this project would be three weeks, however she was still waiting for their reference from the Oaks Hospital in Colchester, where they have been contracted to work on several occasions.
It was therefore recommended by the Finance Advisory Committee that Oliva Contracts be engaged for the construction of the WB Community Hub.
A discussion was then held with questions raised by other members of the council which were answered by the lead Councillors. Although, two Councillors raised concerns over the need for the extension in the first place and although they were free to express their opposition to the project, the decision to build the WB Community Hub had already been made previously, the discussion at the current meeting was to decide on which tender to approve.
RESOLVED – Cllr Butcher therefore proposed to engage Oliva Contracts as contractor for the WB Community Hub, with their tender of £94,085.88 + VAT, subject to obtaining a satisfactory reference from a previous project. Cllr Short seconded. 7 were in favour, 1 against, therefore the motion was carried.
Also recommended by the Finance Advisory Committee was the engagement of McLean Architectural as per their quote dated the 16th August 2024.
They will undertake the role of principal designer, prepare & administer the JCT Minor Works Contract, attend site visits and review the Construction Phase health & safety plan from the chosen contractor during the construction period. In general, minimize the Council’s risks.
RESOLVED – Cllr Butcher proposed to engage McLean Architectural for their services with the project, with their quote of £2,600 + VAT. Cllr Savage seconded. All in favour.
24/128 Date of Next Meeting
The next full council meeting of the Parish Council will be held on Wed 25th September at 7.30pm, in the John Lampon Hall, Orpen Memorial Hall, Lexden Rd, CO6 3BW.
The meeting closed at 8:02pm.
Signed: Date: