A brief summary of key elements of the PC meeting on 26th February 2025. At this meeting, as well as routine committee reports, they:
- discussed their concern about NEEB Holdings’ proposal for a Care Home outside the Neighbourhood Plan settlement boundary, and other planning matters, here.
- agreed to review options to deter drivers reversing into the School Drive when dropping off children, here.
- noted the appointment of architects to help deliver the Poor’s Land Servery & Toilet Block, here.
- approved funding for four day trips to the beach in the summer for some of our most vulnerable families, here.
- were updated on progress with the VE Day 80th Anniversary arrangements, here.
- welcomed the upcoming Community Energy event which should help villagers find ways to reduce their energy bills. here.
Read the official minutes below.
Minutes of the Parish Council Meeting
held on Wed 26th February 2025 at 7.30pm in the John Lampon Hall, CO6 3BW
| Chair: | Cllr Harry Stone |
| Parish Councillors: | Cllrs Andrew Savage, David Short, Paul Chamberlain, Bill Pigeon, Veronique Tyler and Manya Barrow |
| Also in attendance: | Laura Walkingshaw (Parish Clerk) |
| City & County Cllrs: | None were present |
| Members of the public: | No members of the public present. |
25/20 Receive /accept apologies and welcome to the public.
Apologies were received from Cllrs Brian Butcher, Bob Tyrrell, John Gili-Ross and Katie Pulford. Also, from City & County Cllrs Sara Naylor, Dennis Willetts and Lewis Barber.
Cllr Stone would like to record the Parish Council’s best wishes to the Chair, Cllr Butcher, in his absence and wish him a speedy recovery.
25/21 Declarations of Interest
There were no declarations of interest.
25/22 Previous Minutes & Actions
To approve and sign the Minutes of the Parish Council Meeting held on Wed 22nd January 2025 and note any outstanding actions.
RESOLVED – the Minutes of the Parish Council Meeting held on Wed 22nd January 2025 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P11 Jan 2025)
Cllr Stone noted that both the MUGA (Multi Use Games Area) and Annual Parish Meeting were listed on the January minutes as items for the next agenda, but they will now be discussed at the March meeting.
25/23 Questions from registered electors
There were no questions from registered electors.
25/24 Report from Colchester City & Essex County Councillors
There were no City or County Councillors present, and no report was received from them in advance of the meeting.
25/25 Planning
a) To note the following agreed comments made by the WBPC Planning Committee to CCC at their meeting on 17th Feb 2025 (See link to Planning Minutes P11 Feb 2025):
- 250051 – 31 Bradbrook Cottages CO6 3JW
Creating a dropped kerb to facilitate vehicular access to the property located at 31 Bradbrook Cottages. The works will include the removal of an existing section of the pavement and the lowering of the kerb along approximately 4.5 m
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
b) To note the NEEB Holdings public consultation of the 20th Feb 2025
NEEB Holdings held a public consultation on the 20th Feb concerning its proposal to build a 65-bed care home and 18 bungalows on the land next to the Maltings development. NEEB representatives held a meeting with council members prior to the 17th Feb WB Planning Committee meeting to brief the PC (parish council) in advance of the public consultation.
The brief notes from that meeting had previously been circulated to Councillors in advance of the PC meeting. In summary, there was a query as to why NEEB hadn’t submitted the application under CCC’s recent Call for Sites and during the meeting, the council made it clear to NEEB Holdings that it could not support their application firstly, as it is outside of the WB Neighbourhood Plan (NP) settlement boundary and not part of the existing Neighbourhood Plan developments and secondly, as it will allow coalescence towards the blue bridge and a merging with Colchester which the NP seeks to avoid.
c) To discuss the latest on the CCC Local Plan Preferred Options document
Colchester recently produced its latest Local Plan (Regulation 18) Preferred Options document which included three new sites for development in West Bergholt, with the possibility of 250 more homes. The link to the Preferred Options documents and the CCC Local Plan meeting of the 17th February can be found here. However, following their February meeting CCC voted to refuse the initial draft of the document and so an amended Local Development Scheme timetable will be discussed at the next CCC Local Plan meeting, planned for the 4th March 2025, with the whole process likely to continue for months until any decision on housing is made.
From a parish perspective, West Bergholt Parish Council (WBPC) would like to know if the proposed NEEB dwellings (care home with associated bungalows) and any other large applications between now and adoption of the Local Plan, would be taken into account of the 250 listed in the CCC Preferred Options and what plans there are for increasing the local infrastructure. The Colchester Association of Local Councils (CALC) are following up on this concern with Anglian Water and planning a meeting of parish representatives and the three local Members of Parliament to raise the issue.
Once the Preferred Options is ready, the response will need to be discussed and agreed by the entire Parish Council, rather than just the WB Planning Committee.
25/26 Environment & Highways
To note the minutes of the WBPC Environment Committee from their meeting of 13th February 2025. (See link to Environment Mins P11 Feb 2025)
The minutes of the 13th Feb 2025 meeting were noted.
In regard to the temporary barrier referred to in the minutes, this was suggested to deter drivers from reversing into School Drive when dropping off children at Heathlands, however it was agreed at the meeting that the barrier was not the solution and Cllr Stone will be in touch with the school to discuss other options. The Clerk was asked to contact the North Essex Parking Partnership (NEPP) to ask for more frequent visits of the Park Safe vehicle to the area around drop off/pick up time and although they agreed, their attendance is limited by being needed at many other schools during those same times. NEPP asked if WBPC would like to consider applying for more traffic regulation orders, such as red lines and more signage. Cllr Stone explained to members that although some drivers still probably wouldn’t take any notice, it might be worth reinforcing what is there, but would need to consult the City Councillors and local residents for any additional orders. However, in the meantime the PC can ask the school to resend out the Parking Guidance.
Referring to the leaves on the New Church Road pavement, Cllr Stone explained that there is simply not the manpower at the moment to clear and dispose of them. It was suggested that CCC be asked to help dispose of the leaves once collected, however Cllr Short questioned if Cllr Pulford had a digester on the farm which could be used instead.
ACTION – Cllr Pulford to be asked if there is a digester on the farm for the disposal of leaves.
25/27 Finance
a) Statement of accounts for Jan 2025
The final accounts for Jan 2025 (83% through the financial year) were presented as follows: (See link to PC Accounts P10 Jan 2025)
Receipts at 102%, General Expenditure 75%, Environment Expenditure 98%, Overall Expenditure 80%
Bank Rec at £ 122,985.82.
It was noted that the £5,572 payment under the Lorkin Daniell playground equipment line was for the inclusive roundabout, but will soon be reimbursed by section 106 monies.
Reserves and Projects sheet also reflects the installation of the inclusive roundabout, both under Neigh Plan Imp. Projects from the 2024-25 projects table and from the Ringfenced Neigh Plan Imp Projects in the PC Reserves. Also shown in the 2024-25 projects table is the money for the PA system from the Orpen Hall projects. In the PC Reserves two minor payments were made from the Ringfenced External WC/SC Refurb and the WB Community Hub project.
b) Payments
February Payments List:
| DD | Barclays | Bank charges | 9.70 |
| DD | Octopus Energy | Floodlight electricity – 01 – 31 Jan 2025 | 58.60 |
| SO | J & M Payroll Services | Feb – wages, tax & NI | 6,000.00 |
| PC24169 | J & M Payroll Services | Feb – wages tax & NI | 1,205.69 |
| PC24170 | J & M Payroll Services | Payroll services – Feb | 48.00 |
| PC24171 | WBFC | Grass cutting Feb – LD Field | 50.00 |
| PC24172 | Countrywide | Grass cutting Feb – Poor’s Land | 209.00 |
| PC24173 | Laura Walkingshaw | Web server mthly, VE Day flag | 130.95 |
| PC24175 | TBS Hygiene | Litter & dog bin emptying 01/02/25 – 28/02/25 | 216.00 |
| PC24176 | Playquip Leisure | Repairs to wet pour (£1,309 + £350) | 1,990.80 |
| PC24177 | YMCA Essex | Volunteer DBS Charge (NG) | 14.70 |
| PC24178 | SLCC | Annual membership | 300.00 |
| PC24179 | YMCA | Youth worker 26 Feb – 2 Apr 2025 (6 weeks) | 300.00 |
| PC24180 | Jacqui Kibby | Editor remuneration – Spring 25 Bulletin | 180.00 |
| PC24181 | Printerland | Toner – extra high cap yellow & cyan | 468.88 |
| PC24182 | Greenbarnes | Aluminium noticeboard for MUGA/tennis courts | 698.61 |
| PC24183 | Oliva Construction Ltd | Invoice 2A – 25th Feb 2025* | 23,078.33 |
| Tfr | PC to Hall account | Drop in Centre hall hire (Jan 25) Inv 301/24-25 | 68.00 |
RESOLVED – to approve the Feb 2025 payments lists in accordance with the 2024-25 budget as detailed below. Proposed by Cllr Savage, seconded by Cllr Short. All in favour.
ACTION – Cllr Pigeon will circulate the tree quote for £225 for the replacement Poor’s Land “Mayor’s” tree to the Environment Committee as soon as possible.
c) To agree the use of section 106 monies for the Trust-approved project management company to assist in the delivery of the Poor’s Land Servery project.
The Poor’s Land Trust recently agreed to the appointment of Adam Edwards Architects at a cost of £3,241.60 to assist in the delivery of the Poor’s Land Servery project, a prefabricated toilet block/servery building. The cost of this appointment would be met by section 106 monies and at no charge to the Parish Council/Trust.
RESOLVED – to agree the use of section 106 monies for the Trust-approved project management company to assist in the delivery of the Poor’s Land Servery project, as recommended by the Finance Committee. Proposed by Cllr Savage, seconded by Cllr Chamberlain. All in favour.
ACTION – Clerk to inform all the companies, who tendered for the project, the outcome of the decision.
d) To approve the £800 required for the WB Summer 2025 project.
Cllr Butcher circulated the West Bergholt Summer 2025 Project document prior to the meeting. The £800 will fund a minibus from Mersea Lions with a driver and a beach hut for the day, four times during the summer holidays, together with any other associated items. Cllr Stone also confirmed that the Care Network will be funding any of the extras (buckets & spades, ice cream) that may be required during the visits. Jackie from Bluebells and Mel Cork from Heathlands will be asked to advise on what families to approach to enable even the most vulnerable families in the village to experience a day by the sea this summer.
RESOLVED – to approve the £800 required for the WB Summer 2025 project, as recommended by the Finance Committee. Proposed by Cllr Savage, seconded by Cllr Chamberlain. All in favour.
A query was raised as to whether a representative of the PC would be accompanying the parents, to co-ordinate and in case of an emergency, on the visits, but it was agreed that the planning of the project will be discussed in greater depth now the money had been approved.
ACTION – Clerk was also asked to check this project with the insurance company.
25/28 Governance
a) To review and agree the following WBPC policies:
Annual Leave Policy – no change recommended
Youth Engagement Working Party Terms of Reference – no change recommended
Cllr Stone explained to the council that the current Terms of Reference for the Youth Engagement WP still cover what the group are trying to achieve. He will be organising a meeting soon with Cllr Tyler and will be inviting Claire from Bergholt Youth Group and Sara (former parish councillor) from the Drop-in Café as well as others for their views. The Drop-in Café expenses are currently paid and planned to run until Easter.
RESOLVED – to approve the renewal of the Youth Engagement Working Party Terms of Reference and the Annual Leave Policy with no amendments. Proposed by Cllr Stone, seconded by Cllr Savage. All in favour
b) To approve the establishment of a Parish Christmas Tree Working Party
Cllr Chamberlain has produced a rough draft of who may be involved in the proposed Christmas Tree Working Party and the possibility of a small Christmas market/tree lighting event around the 1st or 2nd of December, which he hoped could be built on in size each year. Cllrs Tyler & Barrow offered to join the Working Party with Cllr Chamberlain.
RESOLVED – to approve the establishment of a Parish Christmas Tree Working Party. Proposed by Cllr Tyler, seconded by Cllr Savage. All in favour
ACTION – Clerk to arrange an initial meeting for the interested parties, advertise the Working Party and provide Cllr Chamberlain with a draft Terms of Reference ready for approval at the March meeting.
25/29 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. The figures for both Facebook and Instagram have increased this month.
Cllr Stone drew members attention to the mailbox storage issue on the Monthly Website report and reminded councillors to delete as they go, since the Clerk is automatically copied into every email sent on the server so there is no need to save all of their email history, unless they currently require it.
25/30 West Bergholt Community Hub
To receive a verbal update on the WB Community Hub project.
Cllr Savage updated the Council on the progress of the WB Community Hub project. Oliva Contracts are back, following the work by Cadent Gas, and the foundations are in. Members were surprised to see a container near the outside boiler area as it was not listed on the compound site plan and the council is waiting on a revised programme schedule but hoping for a finish date of the end of April (weather permitting).
ACTION – Clerk to check with Steve Mclean & Oliva Contracts on both the container & updated schedule.
25/31 VE Day 80th Anniversary
To receive an update on the arrangement for VE Day 80 on the 8th May 2025
Cllr Short updated the Council on the progress of the arrangements for VE Day 80 in May. Everything is up to speed, Cllr Barrow confirmed that the WI will kindly make the cakes. There will be tea & coffee also available. The Clerk & Cllr Short will test the PA shortly, well in advance of May, although a former councillor is still on hand with his own PA if required. The wood is ready for the beacon. An offer of estate agent boards has come from Nicholas Percival, the details of which are currently being worked out.
ACTION – Clerk to ask her Assistant to check with Bluebells & the Handymen over the metal barriers and the gazebo, as cover for the tea & coffee table.
ACTION – Cllr Stone to contact the school in regard to the posters they were going to produce especially as the Easter holidays will be shortly before the event.
25/32 Climate Working Party
To receive an update on the Community Energy information evening arranged for 12th Mar 2025
Cllr Savage updated the Council on the planned Community Energy Event of the 12th March in the Orpen Hall, which is based on a similar one held at White Colne in November. With the recent news about the energy price cap increase this event may be an opportunity for residents to find out more about what they can do to keep their energy costs down, from solar panels on a pay as you go scheme to a community energy project. There will be advisers from the Citizens Advice Bureau & Colchester Council present, with an opportunity to book a free home energy assessment with Community Energy Colchester. The Clerk’s Assistant has done a lot of advertising for this event, with posters around the village and a social media campaign, so hopefully residents will come along on the evening.
25/33 Training & Networking Events
To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:
- Colchester City Council Code of Conduct – Multiple Cllrs – 10/02/25 – information webinar provided by the CCC Monitoring Officer, Andrew Weavers. Cllr Stone reflected that this was a useful webinar which focused the mind on how important a Councillor’s role is. The Clerk’s Assistant will be rearranging a second webinar for those that were unable to attend the previous meeting.
- Digital E-newsletters – Clerk – 11/02/25 – interesting free course on the creation of digital newsletters for residents. Paying special attention to all the data protection constraints, residents could be asked to provide their email addresses at events, whether PC run or not, and then the PC can drop a brief, but relevant digital newsletter straight to them with the latest news. Many councils found this was a very effective way of communicating locally with current information. Mailchimp is used by many councils and the Clerk will look into both the cost and how other councils use this medium before bringing the idea back to the council.
25/34 Items of Note
- Crime Statistics – (20th Jan – 9th Feb 2025) zero crimes recorded.
- Notes of the Heathlands School meeting of the 29th Jan 2025 – The notes had been circulation to members in advance of the meeting. Heathlands School has a new head, Darryl Crawley, and there has been an invitation for a council member to join the school’s Worship Council.
- National Grid – Cllr Short will be attending the latest webinar briefing events on the 6th March (for parish councils) and the 17th March (for all). Members of the public can find details on National Grid’s Targeted Consultations webpage.
- Great Essex Devolution Consultation – The Clerk has received an email from gov.uk on the Essex Devolution consultation, which consists of 7 questions with room for 1,000 words in each “please explain your answer”. Must be completed by the 13th April, so will need to be drafted and agreed at the March Parish Council meeting.
ACTION – Clerk to ask Cllrs Butcher or Gili-Ross if they would like to draft the initial response.
25/35 Items for Next Agenda (26th Mar 2025)
- MUGA update and hire charges for 2025 following a meeting of the Working Group
- Action Plan updates, 2025-26 draft plan and Implementation Plan updated to be approved
- Preparations for the Annual Parish Meeting in April.
- Council documents to review or approve in March:
- Christmas Tree Working Party Terms of Reference
- Climate Working Party Terms of Reference
- Memorial Trees & Benches Policy
- Grant Awarding Policy
- Asset Register
- Complaints Procedure
- Training & Development Policy
- Staffing Policies including Grievance, Disciplinary and Equality & Diversity
ACTION – Clerk to send the existing documents to the relevant committees for comment in advance of the next meeting.
25/36 In Committee
No matters were discussed in committee.
25/37 Date of Next Meeting
The next full council meeting of the Parish Council will be held on Wed 26th March 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, following the rescheduling.
The meeting closed at 8.38pm.
Signed: Date: