A brief summary of key elements of the PC meeting on 22nd January 2025. At this meeting, as well as routine committee reports, they:
- heard from City Councilor Dennis Willets about ECC voting to scrap this year’s elections. This was because of the upcoming review of council structures with a view to establishing an Essex Unitary Authority,
- were updated on a recent visit by City Councillors which included reviewing the site of a proposed pedestrian crossing following the village’s petition on the matter,
- discussed the three Budget options for the 2025-26 fiscal year, agreeing an increase of 3.54% which will result in an increased Council Tax Precept of ~ 6p per week for Band D properties,
- heard about how the Cycling Working Group has gone from debate to action with a WhatsApp group having been established for members to arrange group cycle rides,
- noted the progress being made in preparations for the 80th Anniversary of VE Day on 8th May.
Minutes of the Parish Council Meeting
Held on Wed 22nd January 2025 at 7.30pm in the John Lampon Hall, CO6 3BW
| Chair: | Cllr Brian Butcher |
| Parish Councillors: | Cllrs Andrew Savage, David Short, Harry Stone, Paul Chamberlain, Bill Pigeon, Veronique Tyler and Bob Tyrrell |
| Also in attendance: | Laura Walkingshaw (Parish Clerk) |
| City & County Cllrs: | City Councillor Dennis Willetts |
| Members of the public: | 0 members of the public |
25/01 Receive /accept apologies and welcome to the public.
Apologies were received from Cllrs Manya Barrow, Katie Pulford and John Gili-Ross. Also, from City Cllrs Sara Naylor and Lewis Barber.
25/02 Declarations of Interest
There were no declarations of interest.
25/03 Previous Minutes & Actions
To approve and sign the Minutes of the Parish Council Meeting held on Wed 27th November 2024 and note any outstanding actions.
RESOLVED – the Minutes of the Parish Council Meeting held on Wed 27th November 2024 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P8 Nov 2024)
25/04 Questions from registered electors
There were no questions from registered electors.
25/05 Report from Colchester City & Essex County Councillors
Cllr Willetts reported:
Major council reform – Essex County Council (ECC) recently voted to scrap this year’s elections and look into the possibility of an elected Mayor for the region, instead of the County and City/District Councils. This would mean the end of Colchester City Council (CCC), but the Cllr noted that there is currently some unnecessary duplications in work that this would negate and it may be time for a shake-up. Across the country it is already clear that money goes more easily to elected mayors as there is less time wasted waiting for the agreement of District/Borough leaders. Any changes shouldn’t affect the relationship between parish councils and whoever takes over as the unitary authority, but CCC will continue to work as it does currently until it is abolished. Cllr Butcher thanked Cllr Willetts for his comments and noted that indeed ECC had advised the government of their wishes but that the decision as to whether to postpone is the Government’s.
Tour of the Ward – On the 8th Jan the City Cllrs made a tour of the ward with CCC’s Chief Operating Officer (in charge of the day-to-day activities of the council) and the main issues focused on in West Bergholt were Uncle Kams Fish & Chip Shop and the requested pedestrian crossing on Colchester Road. The case is now closed in regard to Uncle Kams and there has only been one complaint since the closure, but the CCC Environmental Health team is willing to restart the monitoring process if there are enough residents willing to fill in their diaries. If they do not get significant numbers, then the case will not be reopened.
ACTION – Clerk to email the relevant residents to inform them of this and to let them know that they can request the diary sheets from the Environmental Health Officer.
In relation to the proposed pedestrian crossing, the parish council is awaiting a response from the portfolio holder. Cllr Willetts highlighted that the average cost of a zebra crossing is £43K, but there are three ECC teams saying different things, with the likely cost a traffic light control crossing more like £120K. The Local Highways Panel/CCC are looking at where the money can be found, although Cllr Butcher reminded the Councillor that there is currently £60K in the Highways section 106 monies set aside for that very purpose.
ACTION – Cllr Butcher will chase the ECC portfolio holder, Tom Cunningham, for his response to the petition and will report back to the council and Cllr Willetts.
Locality Budget – grants have already been made to the Friends of Hillhouse Woods, the Eight Ash Green Music Festival, Aldham PC for repairs to their speed indicator device and a local Croquet Club, but no monies were provided to the Drop In Café in West Bergholt as the Councillors wanted to focus on local clubs/organisations rather then something sponsored by the parish council, which can after all raise money from its own precept.
Road Closure Diversions – something that the PC wanted to raise with County Cllr Lewis Barber were the issues that local residents had recently with the road closures in West Bergholt due to the surface dressing of Colchester Road (B1508). The lack of diversion signage in advance of actually getting to the village and then the diversions which led to further diversions effectively shut the village off and many residents were extremely frustrated at not being able to return or leave home.
ACTION – Clerk & Chair will raise with County Cllr Barber.
25/06 Planning
a) To note the following agreed comments made by the WBPC Planning Committee to CCC at their meeting on 16th Dec 2024 (See link to Planning Minutes P9 Dec 2024):
- 242324 – The Grays, 16 Lexden Road, CO6 3BT
Replace existing wooden fire surrounds with stone surrounds
Comment: Having considered all the details of this application, the Parish Council has decided to note the decision made by Colchester City Council on 13th December 2024.
Decision: N/A
- 242358 – Coney Byes House, Coney Byes Lane, CO6 3DR
Single storey side extensions, one and two storey rear extensions, single storey front extension and carport.
Comment: Having considered all the details of this application, the Parish Council has decided to make no comment.
Decision: Support
- 242266 – St Mary the Virgin Church. New Church Road. CO6 3JF
Demolition of existing temporary structure and replacement with new extension.
Comment: Having considered all the details of this application, the Parish Council has decided to raise concerns about the bulk of the roof when viewed from New Church Road, and some minor inconsistencies between the deposited plans and information provided in the Application Form.
Decision: Support
b) To note the following agreed comments made by the WBPC Planning Committee to CCC at their meeting on 13th Jan 2025 (See link to Planning Minutes P10 Jan 2025):
- 242609 – Glebe House, The Crescent, CO6 3DA
Front single storey porch extension, rear two storey extension
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 250013 – Bounceability, Hill House Farm, 157 Colchester Road, CO6 3JX
Application for variation of a condition 1 following grant of planning permission 101011.
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
25/07 Environment & Highways
To note the minutes of the WBPC Environment Committee from their meeting of 9th January 2025. (See link to Environment Mins P10 Jan 2025)
The minutes of the 9th Jan 2025 meeting were noted. Cllr Pulford has informed the Clerk that the hedge plants will now be arriving on the 13th February.
25/08 Finance
a) Statement of accounts for Nov-Dec 24
The final accounts for Nov-Dec 24 (75% through the financial year) were presented as follows: (See link to PC Accounts P8-9 Nov-Dec 2024)
Receipts at 102%, General Expenditure 66%, Environment Expenditure 69%, Overall Expenditure 66%
Bank Rec at £ 146,442.79.
2 months of payments on these accounts.
Reserves and Projects sheet reflects the Cadent Gas quote & invoice for work on the Community Hub, as well as the Oliva 1st payment. It also shows the hoover bought for the SC meeting room hirers, removal of the asbestos shed on the allotments (out of unearmarked funds as unforeseen cost), half of which was funded by from the Allotments accounts and the Projects 2024-25 work to the front of the Orpen Hall.
b) Payments
December Payments List:
| DD | Barclays | Bank charges | 11.88 |
| DD | Wave | WB Allotments water bill – 03 Sep – 03 Dec 24 | 34.77 |
| SO | J & M Payroll Services | Dec – wages, tax & NI | 6,000.00 |
| PC24141 | J & M Payroll Services | Dec – wages tax & NI | 1,416.81 |
| PC24142 | J & M Payroll Services | Payroll services – Dec | 48.00 |
| PC24143 | WBFC | Grass cutting Dec – LD Field | 50.00 |
| PC24144 | Countrywide | Grass cutting Dec – Poor’s Land | 209.00 |
| PC24145 | Laura Walkingshaw | Web server mthly | 50.82 |
| PC24146 | Petty Cash | 10 x 2nd stamps (allotments), diesel | 48.48 |
| PC24147 | TBS Hygiene | Litter & dog bin emptying 30/11/24- 27/12/24 | 216.00 |
| PC24148 | Wave | Poor’s Land water bill – 05 Sep – 04 Dec 24 | 18.30 |
| PC24149 | YMCA Essex | Volunteer DBS charge | 20.30 |
| PC24150 | YMCA Essex | Youth worker 5 weeks: Jan-Feb 25 | 250.00 |
| PC24151 | DS Group (IT Solution) | Printing of Village Bulletin x 1500 – Winter 2024 | 667.20 |
| PC24152 | Cadent | Work at Orpen Hall diverting gas pipe | 1825.90 |
| PC24153 | Julie Gillott | Whole school photo for time capsule | 12.00 |
| Tfr | PC to Hall account | After School Drop-in Centre – Nov (inv. 261/24-25) | 68.00 |
| Tfr | PC to Poor’s Land | VAT on PC23145 – included VAT in error | 68.00 |
January Payments List:
| DD | Barclays | Bank charges | 9.98 |
| DD | Octopus Energy | Floodlight electricity – 10 Oct – 31 Dec 2024 | 144.22 |
| SO | J & M Payroll Services | Jan – wages, tax & NI | 6,000.00 |
| PC24154 | J & M Payroll Services | Jan – wages tax & NI | 1,100.15 |
| PC24155 | J & M Payroll Services | Payroll services – Jan | 48.00 |
| PC24156 | WBFC | Grass cutting Jan – LD Field | 50.00 |
| PC24157 | Countrywide | Grass cutting Jan – Poor’s Land | 209.00 |
| PC24158 | Laura Walkingshaw | Web server mthly | 50.82 |
| PC24159 | Petty Cash | Cash for time capsule, cash for Xmas lights | 43.88 |
| PC24160 | TBS Hygiene | Litter & dog bin emptying 28/12/24 – 31/01/25 | 270.00 |
| PC24161 | EALC | Advanced Cllr Training Days 1 & 2 – BTB | 240.00 |
| PC24162 | Youth Drop-in Centre | Allotment Charity Stall grant | 100.00 |
| PC24163 | Bergholt Youth Group | Allotment Charity Stall grant | 500.00 |
| PC24164 | KingServ | Quarterly website services – Feb – Apr 25 | 450.00 |
| PC24165 | Brian Butcher | Refreshments for Cycling WP meeting | 20.47 |
| PC24166 | Braiswick Tyres Ltd | Supply & fit tube to ride-on mower | 46.74 |
| PC24167 | Gallagher Insurance* | MS Amlin vehicle insurance renewal | 737.95 |
| PC24168 | Playquip Leisure | Inclusive roundabout & surfacing | 14,816.40 |
| Tfr | PC to Hall account | After School Drop-in Centre – Dec (inv. 274/24-25) | 34.00 |
| Tfr | PC to Hall account | 2 boxes A4 paper | 33.98 |
*To be agreed under item 25/08e
RESOLVED – to approve the Dec 2024 and Jan 2025 payments lists in accordance with the 2024-25 budget as detailed below. Proposed by Cllr Savage, seconded by Cllr Short. All in favour.
c) To note the current position of the Parish Council’s reserves & project monies
A reminder of the monies still held in the Reserves and Projects was shown to the Committee, much of which may roll over into 2025-26 financial year. Specifically, there is currently £30K, in the general reserves, £90K in the earmarked reserves and £14K in this year’s projects budget.
d) To discuss and approve the 2025-26 Three-Year Plan, Budget and Precept Request. Noting that Proposal B has been recommended by the Finance Advisory Committee.
Cllr Savage talked members through the three options put before them. The proposed Three-Year Plan options were:
Year 1: 2025-26
| Proposal A | Proposal b | Proposal C | |
|---|---|---|---|
| Neighbourhood Plan implementation projects * Rollover will be available from this year’s £8k | £6,500 | £7.500 | £8,000 |
| Orpen Memorial Hall upgrade project | £3,000 | £3,500 | £4,000 |
| Climate Change initiative project Relating to OH or MUGA – again rollover probably available | £1,000 | £2,000 | £2,500 |
| Grants | £1,000 | £1,000 | £1,000 |
| TOTAL | £11,500 | £14,000 | £15,500 |
* N.B. cement pathway from garage to shed door (Env. Committee project circa £2,500) can be funded from NP Implementation projects (Action Plan item 16) as this is to improve the ability t move & store equipment
Which lead onto the three proposed 2025-26 Budget options, the only difference between all three being the Projects/Budgets line item:
Cllr Savage explained the resulting 3 options in terms of the percentage increase on the current precept (parish council’s proportion of the CCC council tax), which is most evident on the council tax bills, the increase per annum and per week. The Parish Council’s Finance Advisory Committee had recommended that the PC accepts Proposal B, a 3.54% increase in precept.
RESOLVED – to approve Proposal B of the 2025-26 Three-Year Plan, Budget and Precept Request, as recommended by the Finance Committee. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
ACTION – Clerk to inform Colchester City Council and submit precept request as soon as possible.
e) To agree to the Finance Committee’s recommendation of the MS Amlin Insurance quote of £737.95 for the annual motor insurance renewal of the council’s vehicles
The Clerk has received two quotes for the renewal of the Parish Council’s vehicles (ride-on mower and Parish Council truck). Last year’s insurance for the vehicles cost £675.41. Both quotes were put before the Finance Committee, which recommended acceptance of the lower MS Amlin quote:
| Kubota | Vauxhall | IP Tax | Admin Fee | Total | |
|---|---|---|---|---|---|
| MS Amlin (via Gallagher) | 100.85 | 513.39 | 73.71 | 50.00 | £ 737.95 |
| Zurich UK | – | – | – | – | £ 904.19 |
RESOLVED – to approve the MS Amlin Insurance quote of £737.95/year for Parish Council’s vehicle insurance and payment added to January Payments List. Proposed by Cllr Savage, seconded by Cllr Chamberlain. All in favour.
ACTION – Clerk to inform insurance companies of the decision.
f) To approve the recommendation from the Finance Committee to agree to the proposed Village Bulletin budget for 2025-26 and 5% increase in advertising fees as detailed
The Bulletin Editorial Board, having looked at the existing advertising revenues, produced some figures which the Finance Committee examined and recommended some changes to the budget and a 5% increase in advertising fees for 2025-26. The revised budget includes increasing the amount paid in renumeration to the Editor and making allowance for paying a third party to deliver the magazines in the second half of next year if the number of volunteer distributors continues to decrease.
Proposed 5% increase:
Village Bulletin
Budget 25/26
| 24/25 | 26/26 | ||
|---|---|---|---|
| Full Page | 480 | +5% | 504 |
| 1/2 Page | 272 | +5% | 285 |
| Villager 1/4 | 82 | +5% | 86 |
| Non-Villager 1/4 | 113 | +5% | 118 |
| One off full page | 120 | +5% | 126 |
RESOLVED – to approve the Finance Committee’s recommendation of the Village Bulletin budget for 2025-26 and 5% increase in advertising fees. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
ACTION – Clerk to inform the Hall Administrator of the increase in advertising fees and the Editor of their increase in remuneration from the 1st April 2025.
25/09 Communications
To receive the monthly website and Publicity Officer’s report
Both the monthly website report and the latest social media updates were circulated to members in advance of the meeting and noted. Many thanks were offered to Julie, the Clerk’s Assistant, who continues to do a brilliant job with the social media posts.
Dave Kingaby the webmaster has now set up a Bluesky account for the parish council, @westbergholtpc.bsky.social and the Clerk expects to make updates to the PC website with him over the next few weeks in relation to the Lawn Tennis Association’s requirements for the new tennis court booking system.
25/10 West Bergholt Community Hub
a) To receive a verbal update on the WB Community Hub project, specifically on the diversion of the gas pipes by Cadent Gas.
Cllr Savage updated the Council on the progress of the WB Community Hub project. Oliva Contracts dug trenches on the 6th Jan, in readiness of Cadent Gas being onsite to divert the gas pipes away from the extension on the 22nd Jan, however that date has now been delayed to the 3rd February. The council received a request for the final CIF (Community Initiative Fund) grant progress report, following their grant of £10K, but although the report has been completed it is unlikely to be the last due to the delays in the construction.
b) To note the contents and burial of the 2025-time capsule under the WB Community Hub site
Currently the time capsule will contain:
- War stock certificate from 1937
- WB Neighbourhood Plan
- RCCE rural community profile for West Bergholt
- Photo of WBPC Councillors & staff
- Quality Gold Award certificate
- Recent set of accounts for the PC and it’s charitable trusts
- Heathlands Primary School entire school photo
- Article on the recent MBE awarded to Mr & Mrs Bowdidge
- Stamped and franked letter to Parish Council office from Chair
- Current map/satellite images of West Bergholt
- Items from local businesses such as White Hart/Queens Head/Co Op/Scissorhands/Lily & Fern
- A recent programme of events from the WI and Colne Valley Flower Club
- Money from 2025 – small change and a £5 note
- A West Bergholt Toddlers Christmas party programme
ACTION – in addition to above Cllr Butcher/Tyrrell will collect an Orpen Players panto programme for inclusion.
25/11 Consultation on Strengthening the Standards and Conduct Framework for Local Authorities in England
To approve the WBPC response to the government’s consultation on strengthening the standards and conduct framework for local authorities in England.
The consultation response, as drafted by Cllrs Gili-Ross & Butcher, was circulated to members of the parish council in advance of the meeting. Just one typo was corrected, and a discussion was held on Question 33, the right to appeal and Question 34, the time available to appeal. Members agreed that any member issued with a sanction of suspension can appeal the decision and that suspended members could make their appeal within 5 days of the decision to ensure an efficient process.
RESOLVED – to approve the WBPC response to the government’s consultation on strengthening the standards and conduct framework for local authorities in England. Proposed by Cllr Butcher, seconded by Cllr Savage. All in favour
ACTION – Clerk to submit response as soon as possible
25/12 Cycling Working Party
To receive an update on the work of the WBPC Cycling Working Party
The members of the Cycling Working Party met on the 13th Jan, the minutes of that meeting circulated to members of the PC in advance of this meeting. Cllr Butcher explained that it was a very enthusiastic meeting, with those attending being of varying standards of cycling. Generally, what the members want is to meet up with other riders and go for a cycle ride in small groups, so a WhatsApp group has been established for just that reason by the Group’s Chair. The Parish Council will no longer be needed for a while, but members thanked the council for getting them all together and they will meet in a year’s time to see if anything can be done around the village to improve cycling. Overall, a very positive meeting and outcome.
ACTION – Cllr Butcher will pass on Cllr Pigeon’s phone number to the WhatsApp co-ordinator.
25/13 VE Day 80th Anniversary
To receive an update on the arrangement for VE Day 80 on the 8th May 2025
A meeting was held on the 14th Jan 2025 between Councillors Short, Stone and Butcher as well as the Clerk’s Assistant, Julie Gillott to discuss arrangements for the VE Day 80th commemorative event. The Councillors would like to thank Julie for her work so far on this and for the framework of actions she has since produced. The Church is onside for ringing the bell that evening, advertising will begin in earnest soon and the size of the commemorative flag has been agreed. It has been proposed the White Gold fish & chip van be asked to attend on the night.
ACTION – Cllr Chamberlain to provide Cllr Short with 4 pallets in readiness of his beacon preparation work.
25/14 Climate Working Party
To receive an update on the Essex Community Energy information evening arranged for 12th Mar 2025
Cllr Savage & the Clerk met with Essex Community Energy before Christmas, following an information event that Cllr Savage attended in White Colne. Although this scheme has been initiated by Manningtree & Mistley Parish Councils West Bergholt will be able to join in at this stage with no time wasted. There will be an information evening arranged for the 12th March in the Orpen Memorial Hall so that local residents to come and learn about the three options available to them in regard to solar panels, batteries and community energy. The PC is not making any recommendations, merely providing a venue for the evening, some refreshments and advertising of the event. There will be plenty of advertising in advance of the night as well as a back-up article in the March Bulletin. The Climate Working Party is meeting on the 29th January to discuss.
RESOLVED – to approve Parish Council’s sponsoring of the Essex Community Energy information evening. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
25/15 Training & Networking Events
To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:
- Colchester CC Parish & Town Clerks Forum – JG & LW – 04/12/24 – The Clerk described how this was the first face to face meeting held by the forum in a year and was most appreciated by those present. Going forward 2 of the 4 meetings held each year will now be face to face.
- NALC webinar on .gov.uk – JG – 09/12/24.
Councillors were asked to inform Julie of any relevant training they have completed, whether it is through the Parish Council or not. For example, Cllr Savage had recently completed a series of training courses on Safeguarding and GDPR in his role with the Friends of Hillhouse Wood and their involvement with the Woodland Trust.
25/16 Items of Note
- Crime Statistics – (25th Nov 2024 – 19th Jan 2025) 1 crime recorded, damage to vehicle.
- Confirmation of LCAS Gold Award – the Parish Council has now received its letter of congratulations, certificate and logos for the Local Council Award Scheme Gold Award. The certification lasts until 2029, and Cllr Butcher has applied to CCC for the presentation of the award at its next full council meeting. A series of publicity measures are suggested by LCAS, including a press release, which the Clerk will look into shortly.
- Naming of Treble Tile Close – the new development opposite the Treble Tile has had the name of Treble Tile Close agreed by the CCC streetnaming team. Another discussion will be brought forward to next month’s Parish Council meeting in relation to the other Rose development further along Colchester Road past Heathlands School.
- Minutes of the Jan 6th 2025 Bulletin Editorial meeting – Minutes primarily discussing the budget recommendations, already circulated to members in advance of the PC meeting.
- Installation of the inclusive roundabout at the Lorkin Daniell Field – the inclusive roundabout has now been installed at the Lorkin Daniell playground, it is a little stiff at present and is supposed to ease with time but will contact Playquip if necessary and indeed since the PC meeting, a return visit to rectify is in hand.
- Traffic Order to Newbridge Hill – ECC has informed the PC the notification will be made in the local papers revoking the traffic orders of 1973 & 1983 relating to the weight restrictions on the bridge at Newbridge Hill. A new order will then be put in place which will enable it to be more enforceable.
ACTION – Clerk to inform Chris Stevenson and Cllr John Jardine of Eight Ash Green PC.
25/17 Items for Next Agenda (26th Feb 2025)
- MUGA update and hire charges for 2025 following a meeting of the Working Group (ACTION – Clerk to inform VBC)
- Action Plan updates, 2025-26 draft plan and Implementation Plan updated to be approved
- Preparations for Annual Parish Meeting in April.
- Establishment of Christmas Tree Working Party
- Council documents to review in February:
- Youth Engagement Working Party Terms of Reference (ACTION – Clerk to send to Cllr Stone)
- Annual Leave Policy
25/18 In Committee
Nothing was discussed in committee.
25/19 Date of Next Meeting
The next full council meeting of the Parish Council will be held on Wed 26th February 2025 at 7.30pm, in the John Lampon Hall, Orpen Memorial Hall, Lexden Rd, CO6 3BW. Councillors to note, however, the possible LCAS presentation at 6.00pm in CCC’s chambers at Colchester Town Hall.
The meeting closed at 9.06pm.
Signed: Date: