A brief summary of key elements of the PC meeting on 26th June 2024. At this meeting, as well as routine matters, they:
- heard from, and positively responded to, a resident about concerns of dangers to pedestrians. This was particularly about speeding cars where footpaths are narrow,
- discussed planning matters at Uncle Kams & green waste fly-tipping near Bradbrook Cottages, with City Cllr Naylor,
- received an update about CCC/ECC grass verge cutting,
- agreed the new Cycling Working Party’s terms of reference,
- reviewed a number of policy documents,
- discussed a revised agreement with WBFC which plans to expand to two teams next year, and
- received updates on the new Community Hub project, the National Grid Pylons response and Youth Engagement.
Minutes of the Parish Council Meeting
Held on Wed 26th June 2024 at 7.30pm in the John Lampon Hall, CO6 3BW
| Chair: | Cllr Brian Butcher |
| Parish Councillors: | Cllrs Paul Chamberlain, John Gili-Ross, Katie Pulford, Bob Tyrrell, Andrew Savage, Harry Stone, David Short, Sara Cullis and James Owers |
| Also in attendance: | Laura Walkingshaw (Parish Clerk), |
| City & County Cllrs: | City Cllr Sara Naylor |
| Members of the public: | 1 member of the public |
24/85 Receive /accept apologies and welcome to the public.
Apologies were received from Cllr Barrow.
24/86 Declarations of Interest
Cllr Pulford declared an interest in item 24/90, specifically planning application 240981, and the parish council, as a whole, declared an interest in planning application 240627 as the owner of the Multi-Use Games Area.
24/87 Previous Minutes & Actions
RESOLVED – the Minutes of the Annual Meeting of the Parish Council (PC) held on Wed 22nd May 2024 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P2 May 2024)
24/88 Questions from registered electors
A resident who lives near the Colchester Road/Chapel Road junction raised his concerns about the danger the roads are becoming to pedestrians in West Bergholt. He stated that the pathways are not wide enough, and the vehicles drive too quickly leaving those on foot feeling very vulnerable. He asked if there was anything that could be done to control the speeds in the village.
Cllr Gili-Ross responded, as Chair of the Environment & Highways Committee, that the parish council would like to see a 20mph speed limit adopted throughout the entire village, however Essex County Council (ECC) and Essex Highways haven’t updated their policies unlike other counties and so it is a difficult base to start from as the restrictions on vehicle speeds is within their power. The parish council did a great deal of work to get the 20mph restrictions around the school, but even there, drivers do not always stay within the limits. West Bergholt is lucky to have a very active group of Speed Watch volunteers and they do find that lorries along Colchester Road tend to stick to the speed limit, however it is the size of vehicles themselves and the nearness of the footpaths that makes them seem faster. The solution is very difficult if ECC are not going to allow a 20mph village limit and Colchester City Council has no power to influence this matter, the nearest organisation we have influence with is the Local Highways Panel.
Cllr Chamberlain mentioned the signs other villages have stating that drivers “are entering a residential area” and Cllr Gili-Ross stated that WBPC is currently talking to other villages about vehicle signage that we can add to our roads.
The resident also added that Albany Road/Chapel Road is a very busy junction due to the presence of the Doctors surgery and all those accessing other roads, such as Erle Havard. However, Cllr Gili-Ross noted that unfortunately these are all government and local authority matters which a parish council can do very little about.
ACTION – Clerk to report VAS (Vehicle Activated Sign) on Lexden Road to County Cllr Lewis Barber as it is no longer working.
Cllr Butcher, Chair of the PC, reiterated Cllr Gili-Ross’ points on speeding and the PC’s liaising with Eight Ash Green PC. He noted that the PC itself had written previously to ECC asking for it to consider 20mph zone throughout the villages (item 23/27 of the P11 PC Minutes of Feb 23). The parish council had also put in a request to the Local Highways Panel (LHP) for a speed adjustment to both ends of the village, making it more gradual rather than a sudden 60mph to 30mph.
The recent speed cables across Colchester Road, which were paid for by WBPC as evidence of the need for a zebra crossing on that road, and the VAS signs along Colchester Road all show the positive actions the PC has taken, but unfortunately much of the decision-making is out of the PC’s control and so it can only seek to lobby, which it does as frequently as it can.
24/89 Report from Colchester City & Essex County Councillors
City Cllr Naylor reported on:
Uncle Kams – in regard to last month’s parish council meeting, when a resident raised his concerns about not being able to get in contact with CCC’s Environment Protection department to restart the investigation into the odour nuisance from the fish and chip shop. Cllr Naylor stated that she had spoken to the relevant CCC Officer who explained that residents with concerns need to log it as a complaint online with CCC, this then triggers a process, during which diary sheets are issued to residents for completion over the next 28 days. These sheets need to be quite detailed as they determine when it is best for the officer to make a visit to the shop.
Cllr Butcher noted that residents had been in this position before and will no doubt find this very frustrating to be back in the same position again, as the original investigation was not followed properly, however if this is the 28-day process and CCC will look at the evidence afresh then the PC will do all it can to encourage residents to take part.
ACTION – Cllr Naylor to let the Clerk have the relevant CCC Officer’s name as a contact.
ACTION – Clerk to email the residents to ensure that they are informed and know to help with the process.
In regard to the other activity relating to Uncle Kams which runs through CCC’s function as the planning authority, the update is that the proprietor has put forward a new solution for the odour control and is currently in discussions with Planning as to whether it is sufficient.
Green waste fly tipping – this relates to the green waste being dumped along Bradbrook Cottages in Armoury Road. The City Councillor has responded to the Clerk’s question and provided her with a phone number of the relevant department.
24/90 Planning
To note the comments for the following planning applications made at the 17th June 2024 meeting of the WBPC Planning Committee (See link to Planning Minutes P3 Jun 2024):
At this point, Cllr Pulford redeclared her interest in item 24/90, specifically planning application 240981, and the parish council redeclared the interest in planning application 240627 as the owner of the Multi-Use Games Area.
241032 Queens Head Pub, Queens Road, CO6 3HE
Installation & operation of a shipping container retail outlet to provide hot & cold beverages, confectionary, food and produce for consumption in the garden area of the public house or take away service.
Comment: Having considered all the details of this application, the Parish Council objects to this application due to the likely impact on the community in terms of increased traffic, issues with parking, noise, odours and disturbance and litter.
The application is not accompanied by any statement of need for the proposal and lacks any information relating to these concerns. No mitigation is provided to deal with these all too obvious concerns. In addition, the potential times of operation are unacceptable, particularly the late evening operating times which will attract additional traffic and cause disturbance to nearby residential properties. Overall, the application does not comply with PP14 of the CCC- adopted West Bergholt Neighbourhood Plan:
PP14: Expansion of Employment Sites – Proposals to upgrade or extend existing employment sites will be supported provided that:
- the impact on the amenities enjoyed by occupants of nearby properties is acceptable; and
- they do not compromise the character of the area or openness of the area; and
- where appropriate, they satisfactorily demonstrate expected traffic impact is acceptable in terms of highway safety and the amenity of nearby residents.
This application has not demonstrated any thought or mitigating measures to limit the impact on nearby residents in regard to:
- road safety with the proximity of an already dangerous junction.
- lack of parking provision for passing trade
- noise concerns, potential public nuisance from loitering and light pollution caused by the potential excessive opening hours,
- and increased litter.
- It is also aesthetically unacceptable.
Decision: OBJECT
240964 Blackheath Bulb Co, Nayland Rd, CO6 3DE
Replacement of 3 agricultural buildings with 3 dwellings
Comment: Having considered all the details of this application, the Parish Council has decided to object to the application as it is still not in accordance with the CCC-adopted WB Neighbourhood Plan being outside the village settlement boundary. The Council would also reiterate many of the points made previously in regard to application 202756 to the Planning Inspectorate in its letter dated 29th Dec 2021:
Site location plans show the application’s location 1200m from the West Bergholt Settlement Boundary and the application’s close proximity to the adjacent Grade 2 listed Building.
West Bergholt Parish Council objected to the original Class Q application, as the existing buildings are of poor quality and the Parish Council felt they were unfit for economic conversion. It also objected to the subsequent application for 3 new-build residential units which are incongruous in design and do not successfully relate to the existing vernacular. Whilst the design may now have improved slightly, the proposal is still adjacent to a Grade II listed building and outside the settlement boundary of West Bergholt. The application is still also contrary to West Bergholt Neighbourhood Planning Policies PP9 and PP10 and is not considered to be a sustainable development due to future occupants being reliant on personal transport.
West Bergholt Parish Council also reiterates that in 2011 the Localism Act was introduced with the intention of putting greater power in the hands of local people with the aim of making the planning system simpler, more efficient, and firmly rooted in the local community. Since then, we know that over 1,500 communities have prepared Neighbourhood Plans, which have successfully passed their referendum. Indeed, the government commitment to Neighbourhood Planning continues to this day, with Proposal 9 of The Planning for the Future stating that “Neighbourhood Plans should be retained as an important means of community input” and the Levelling Up and Regeneration Bill of 2023 giving Neighbourhood Plans greater weight in planning decisions. In our case, 94% of those turning out from the local community voted in favour of the West Bergholt Neighbourhood Plan being used to help decide planning applications for the period 2018 to 2033.
The West Bergholt Neighbourhood Plan was developed as a result of a vigorous and robust process involving “considerable interaction and consultation with the community from designation of the Neighbourhood Plan area in July 2013 onwards, throughout the Plan preparation stag-es”, as noted by the independent examiner, Jeremy Edge, with the Plan found to meet the Basic Conditions of the Town & Country Planning Act 1990, contributing to local and strategic housing needs and allocating sites for this purpose. In doing so, we have worked in partnership and listened to our community, and the strong support at the local referendum shows this. We have prepared robust evidence to formulate policies that reflect local aspirations while conforming to national and local policy. These policies have been tested at independent examination and the Plan has been made, following a significant level of support at referendum.
We consider that the Application in no way accords with the aims of the West Bergholt’s Neighbourhood Plan. We therefore consider that our Neighbourhood Plan should be upheld as an effective means to shape and direct future development in West Bergholt and request that this application is rejected.
Decision: OBJECT
240627 Orpen Memorial Hall, Lexden Road, CO6 3BW
Application for removal or variation of a condition 9 following grant of planning permission. (F/COL/00/1277)
Comment: Having considered all the details, West Bergholt Parish Council declare an interest in this application.
Decision: GENERAL OBSERVATION
241031 Ivy Cottage, 38 Colchester Road, CO6 3JG
Replace existing rear conservatory with a double storey rear and side extension
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: SUPPORT
240981 Newbridge Mill Farm, Newbridge Hill, CO3 9TB
Application to determine if prior approval is required for a proposed: Agricultural Buildings change of use, to Use Class B8.
Comment: Having considered all the details of this application, the Parish Council has decided to support this application in accordance with PP15 of the West Bergholt Neighbourhood Plan:
PP15: Farm Diversification
Development proposals for the diversification of farms will be supported where this enables production from the land to continue and where:
- there are no significant negative effects upon the landscape; and
- development does not result in unacceptable traffic by way of Heavy Goods Vehicles on rural roads; and
- local employment is retained.
Decision: SUPPORT
241123 Land south of West Bergholt Cricket Club, Colchester Road, West Bergholt
Application for approval of details reserved by condition 5, 6, 15, 18, 22, 28, 29, 31, 32, 35 of application 201686
Comment: Having considered all the details of this application, the Parish Council has decided to submit an observation that the visibility splay should be constructed before site construction begins.
Decision: GENERAL OBSERVATION
241142 131 The Chestnut Cottage, The Chestnuts, Colchester Road, CO6 3JX
Proposed New 2No. Car Cart Lodge with Studio Space to the Rear. 3 No. New Velux windows installed to rear etc.
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: SUPPORT
241040 3 Garling Walk, CO6 3LG
Double storey side and single storey rear extensions, with the addition of a front porch
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: SUPPORT
ACTION – Clerk to send details on PA 241032, Queen’s Head Pub, and PA 240964, Blackheath Bulb Co., to City Cllr Naylor for her information.
24/91 Environment & Highways
a) To note the minutes of the WBPC Environment Committee from their meeting of 13th June 2024 (See link to Environment Mins P3 Jun 24)
The minutes of the 13th June 24 meeting were noted.
Since the meeting, one of the Handymen has had to take time off due to unforeseen circumstances, he will not be able to work for the next 2 weeks and will not be permitted to drive for 6 weeks. In regard to the imminent vacancy, Cllrs Gili-Ross and Stone have been carrying out the first few interviews for the prospective new Handyman.
Armoury Road has current issues around the green fly tipping as mentioned by the City Councillor in item 24/89, and the Anglian Water leak which has caused pothole damage to the road surface.
Residents have alerted the PC to overhanging branches along Colchester Road, so the PC will request the owner trims the hedge, as cannot cut during the nesting season.
ACTION – Cllr Cullis, as Publicity Officer, will put something on social media asking all residents to be aware and trim back any dangerous branches overhanging from hedges.
ACTION – Clerk to send Cllr Short’s list of current overgrown hedges to Cllr Gili-Ross.
In regard to the Heathlands School Site Manager’s concerns of the Poor’s Land “tree” near the school fence, in fact there are a number of trees in that area, not one and they have been there a long time.
ACTION – Clerk to inform school that they are of course well within their rights to cut anything that overhangs their property. Cllrs Butcher and Stone will be meeting with the headteacher on the 10th July and so can discuss any further concerns the school has then.
b) To note and agree Cllr Short’s letter to CCC on the lack of verge grass cutting this year.
Cllr Short’s letter, as discussed at the Environment meeting, was no longer necessary due to Cllr Butcher’s letter from CALC (Colchester Association of Local Councils) to CEO of CCC, Mrs Pamela Donnelly, which covered the same topic and a copy of which was circulated to the council in advance of the meeting.
Cllr Butcher has now received a response from CCC stating that they are currently 2 weeks behind in the cutting schedule due to the wetter Spring and the grass growing longer. CCC has requested a plan from the contractor. Apparently, they did not participate in No Mow May but will be leaving some parts, set aside as wilder areas that will not be cut until mid-Autumn. CCC go on to say that ECC contributes to only 2 cuts a year even though 6 cuts are made a year, 3 of which have already been undertaken this year.
A Councillor questioned whether three cuts have already made in West Bergholt, stating that CCC are probably applying the rules set up in the city centre not to the rural parishes, and he questioned who CCC consulted on the cutting needs of the rural parishes.
ACTION – Cllr Butcher will draft a letter in response, asking for clarification, in his role as Chair of CALC.
24/92 Finance
a) Statement of accounts for May 24
The final accounts for May 24 (17% through the financial year) were presented as follows: (See link to PC Accounts P2 May 2024)
Receipts at 50%, General Expenditure 15%, Environment Expenditure 11%, Overall Expenditure 14%. Bank Rec at £170,728.64.
£462 taken from the Earmarked Community Hub reserves for payment of the full plan inspection fees.
ACTION – Cllr Cullis, as Publicity Officer, to put out a post on social media to see if anyone would like to contribute towards the new 50ft flagpole through sponsorship.
b) Payments
RESOLVED – to approve the June 24 payments list in accordance with the 2024-25 budget as listed below. Proposed by Cllr Savage, seconded by Cllr Stone. All in favour.
June 2024
| PC24030 | TBS Hygiene Ltd | Emptying of dog/litter bins 27/04/24 – 31/05/24 | 270.00 |
| PC24031 | David Short | Paraffin for beacon lighting | 35.67 |
| PC24032 | Laura Walkingshaw | CCC full plan inspection fees (554.40), pond treatment | 597.31 |
| DD | Barclays | Bank charges – loyalty reward (11.50 – 0.60) | 10.90 |
| SO | J & M Payroll Services | Jun – wages, tax & NI | 5,500.00 |
| PC24033 | J & M Payroll Services | Jun – wages tax & NI | 1,677.99 |
| PC24034 | J & M Payroll Services | Payroll services – Jun | 48.00 |
| PC24035 | WBFC | Grass cutting Jun – LD Field | 50.00 |
| PC24036 | Countrywide | Grass cutting Jun – Poor’s Land | 209.00 |
| PC24037 | Laura Walkingshaw | WHUK, Microsoft 365, Adobe, paint, stain, keys, line | 233.58 |
| PC24038 | Petty Cash | Timber, safety hasp & staple, petrol & diesel | 65.72 |
| PC24039 | EALC | Cllr refresher course (DS) | 96.00 |
| PC24040 | ROSPA Play Safety | Playground inspection 2024 | 136.80 |
| PC24041 | Nserv | Retention release – WC refurbishment | 1,901.63 |
| PC24042 | Ingleton Wood | Retention release – solar pv & WC project work | 135.00 |
| PC24043 | The DS Group | Bulletin printing – June issue | 641.00 |
| PC24044 | EALC | Canva parts 1 & 2 (JG, SC) | 180.00 |
| PC24045 | 24/Seven Elite Gp Ltd | Moving of the JL Hall fire doors for Community Hub | 6,566.40 |
| PC24046 | TBS Hygiene Ltd | Emptying of dog/litter bins 01/06/24 – 28/06/24 | 216.00 |
| PC24047 | CALC | Annual membership 2024-25 | 35.00 |
| Tfr | PC to Hall account | A4 paper | 35.98 |
c) To note the End of Year AGAR public rights to examine the PC accounts has begun.
Advertising to the public of their right to examine the PC accounts began on the 3rd June and runs until the 12th July. Residents can contact the Clerk on 07726 424419 or email [email protected] to arrange access.
d) To note the meeting with CCC to discuss section 106 monies which took place (5th June 24)
Cllrs Butcher, Savage and the Clerk met with CCC on the 5th June 2024 to discuss the latest projects list which will be linked to section 106 agreements (monies to combat the harm to an area from impact of developments).
Cllr Butcher reported to members that it was a good meeting in which the PC raised its concerns with unilateral undertakings in particular, as the projects linked to the agreements are becoming more and more specific and with the time it takes to start building after planning permission they may have up to three years to complete, meaning that by then the PC may be finished the project listed in the agreement. (For example, the Blackheath Bulb company has been refused a couple of times and gone to appeal, all of which adds to the timeframe.)
At the meeting those present also went through the PC list of projects again to ensure all agreed and by keeping on top of it the monies the PC tries to ensure that it won’t go elsewhere. It was also noted that for the William Sims completion that although we require a CCC Open Completion Certification to be obtained from Hopkins Homes no one at CCC had a clue about who or what department issues that certificate.
e) To agree an application to the ECC Emergency CIF for a grant to replace the artificial turf the Practice Goal area on the Lorkin Daniell Field and the council’s £1,000 contribution from its unrestricted reserves.
Following the exceptional wet winter a small tear in the artificial turf at the youth practice goal area on the Lorkin Daniell Playing Field had become larger and the council has been advised that the entire turf now needs to be replaced. Therefore, an application has been drafted for the ECC Emergency CIF for a £6,000 grant towards the project, with match funding of £5,495 from the Thomas Lorkin Daniell Field for Playing Trust and £1,000 from the Parish Council’s unrestricted reserves.
RESOLVED – Cllr Savage proposed that the council approve the application to ECC’s Emergency CIF for a £6,000 grant towards the practice goal project and a £1,000 contribution from WBPC’s unrestricted reserves. Cllr Butcher seconded. All in favour.
24/93 Council Documents
a) To note the election of roles to Environment and Finance Committees
Environment & Highways Committee
| Chair: | Cllr John Gili-Ross |
| Vice Chair: | Cllr Katie Pulford |
| PROW Representative: | Cllr John Gili-Ross |
| Transport Representative: | Cllr Manya Barrow |
Finance, Policy & Personnel Advisory Committee
| Chair: | Cllr Andrew Savage |
| Vice Chair: | Cllr Brian Butcher |
ACTION – Election of the Chair & Vice chair of the Planning Committee will be added to the July agenda.
b) To agree the Cycling Working Party Terms of Reference & note the meeting of the 20 Jun 24
The notes from the Cycling Working Party meeting of the 20th June 2024 had previously been circulated to members of the council. It was the second meeting of the working party and all presents were very enthusiastic. All the members have good experience in a variety of cycling fields. The first thing they would like to organise is a local cycle, ride, will publicise and see what support it gets.
RESOLVED – Cllr Butcher proposed to agree the Cycling Working Group’s Terms of Reference. Cllr Stone seconded. All in favour.
c) To agree the reappointment of the Parish Clerk as Data Protection Officer and ratify all documents linked to WBPC’s Information & Data Protection Policy (no change to previous)
RESOLVED – Cllr Butcher proposed to appoint the Parish Clerk, Laura Walkingshaw, as Data Protection Officer, Cllr Owers seconded. All in favour.
| List of Data Protection Documents | Due for Review | |
|---|---|---|
| Information & Data Protection Policy | June 2024 | No change |
| Publication Scheme | June 2024 | No change |
| Document Retention & Disposal Policy | June 2024 | No change |
| Appendix A: List of Documents: Retention or Disposal | June 2024 | No change |
| Privacy Notice | June 2024 | No change |
| CCTV Policy | June 2024 | Annual check updated only |
| WiFi Policy | June 2024 | No change |
| Not for publication – for council use only | ||
| Inventory of Personal Data Captured, Stored & Processed by WBPC | June 2024 | No change |
| Data Breach Reporting Form | June 2024 | No change |
| Subject Access Request Form | June 2024 | No change |
| Data Consent Form | June 2024 | No change |
RESOLVED – Cllr Butcher proposed to ratify all the documents linked to WBPC’s Information & Data Protection Policy, Cllr Cullis seconded. All in favour.
d) To review and ratify the following West Bergholt Parish Council existing documents:
- Code of Conduct
- Co-option Policy
- Risk Management Scheme
- Publicity & Communication Documents:
- Publicity Officer
- Publicity Plan
- Community Engagement Policy & Strategy
- Bulletin Editorial Board Terms of Reference
Only the Publicity Plan still needs minor amendments and so will not be approved at this meeting.
ACTION – Cllr Cullis to provided amended version of the Publicity Plan for the July full council meeting.
RESOLVED – Cllr Butcher proposed approving all the other documents above, except for the Publicity Plan. Cllr Short seconded. All in favour.
24/94 Communications
To receive the monthly website and Publicity Officer’s report
Cllr Cullis presented her monthly report and website report received from the webmaster. There have been many general communications this month, especially around youth engagement and hedge trimming. There was a query around one of the webmaster’s Throwback Thursday relating to the broadband in the village, which he wasn’t aware of the latest local position, so from now on he will pass approval via the Clerk in advance on all his Throwback topics.
ACTION – Clerk to inform the webmaster to discharge the item relating to using Threads, this is not something the PC wish to pursue.
24/95 West Bergholt Football Club
a) To receive an update on the fitting of the Parish Council’s defibrillator
Defibrillator now in Hall Office. Due for fitting by electrician on 30th July on the outside of the Orpen Memorial Hall near the kitchen door, along with a new fuse box.
b) To agree the revised agreement with WB Football Club
With the spraying, the sponsorship and the defibrillator all agreed since the last meeting with the football club, and receipt of their latest financial records, the last item outstanding is the agreement for the use of the field. The club will expand back to two teams next year and are liaising more with Bergholt Heath Youth FC with are both positive moves.
The revised agreement had been circulated to members of the council in advance of the meeting, having been updated by Cllrs Short & Butcher then agreed with the football team representatives. The agreement has been extended to 10 years from 8 so that the club can seek grant funding from the Football Association. They will also have £5,000 from section 106 funding ready for match funding.
RESOLVED – Cllr Butcher proposed approval of the revised agreement with West Bergholt Football Club. Cllr Short seconded. All in favour.
ACTION – Cllr Short & Butcher to meet with WBFC for them to sign.
24/96 West Bergholt Community Hub
To receive an update on the WB Community Hub project following receipt of final drawings
The PC has now received the final drawings for the Hub project ready for putting onto the Government’s Contracts Finder website for the tendering process to begin. Cllrs Butcher and Savage went through the drawings and created a list of clarification points for potential contractors. These, plus the drawings, will be put on the website and contractors will have until 8th August to submit. The PC has also received unconditional approval for the project from Building Regulations this week.
ACTION – Cllr Chamberlain to look at an AC heater unit as an alternative to the proposed radiators and will pick up a copy of the plans so that he too can comment on them as Chair of the Orpen Hall Committee.
24/97 National Grid – Pylons
To receive an update on the meeting of 14th June 2024 with James Ryan (CCC) and confirmation of WBPC’s response to the statutory consultation (now closing 26th July 24)
National Grid’s Statutory Consultation runs from 10th April until 26th July (11:59pm) 2024.
Cllrs Short, Butcher and the Clerk held a meeting with James Ryan of CCC on 14th June to discuss the council’s final response to the statutory consultation. Amendments were made following his advice and the final version of the response, with changes around mitigation and section 106 compensation, was submitted on the 26th June 2024.
ACTION – Clerk to forward a copy of the response to James Ryan (CCC), Rosie Pearson (Essex, Suffolk & Norfolk pylons) for their information and to the WBPC webmaster for adding to the website.
24/98 Youth Engagement
To receive feedback on the Drop-In Cafe Taster Session of 26th June 2024 held in the Social Club meeting room.
Cllrs Stone & Cullis ran the taster session of the new Drop-In Café, with parent volunteers, a representative of the YMCA and 9 young people in attendance. The YMCA representative came up with some very good tips on running the café and they have assembled a food team of volunteers to move towards the 18th Sept as the first regular session. There will be a meeting soon to discuss arrangements for September.
There will be a professional youth worker present and 3 volunteers, will limit the number of young people to 30. Hoping to attract this Year 6’s from Heathlands as seeds of the future for this project, as the young people as dispersed to 17 different secondary schools, giving them an opportunity to still meet with their friends.
In regard to Bergholt Youth Group (BYG), Cllr Cullis attended a Youth Meeting at the City Council with the current leaders of BYG and it was very positive with commitment from CCC to provide support and training for those who wish to take over. There will be another meeting held over the next week to discuss BYG with CCC further.
24/99 Training & Networking Events
To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:
- Councillor Refresher Course – 28th May 2024 DS – Cllr Short would recommend all Councillors attend this course as very useful. Two things he noted 1) the huge amount of legislation behind parish councils that Clerk’s need to know, especially for their CILCA qualification and 2) that a PC cannot delegate to an individual member, only officers.
ACTION – Clerk to ask for clarification on the delegation item from EALC (Stephanie Gill), who ran the course.
- CALC (Colchester Association of Local Councils) – 13th June 2024 BTB & JGR – It was the CALC AGM, Cllr Butcher was re-elected as CALC Chair and Cllrs Gili-Ross & Butcher as the EALC (Essex Association of Local Councils) representatives. Cllr Butcher was also elected to the CCC Governance Board. CCC Joint Head of Planning, Karen Syrett, gave a very interesting talk at the meeting. Jane Gardner, Deputy Police, Fire & Crime Commissioner will attend the next meeting.
24/100 Items of Note
- Crime Statistics – 20th May – 23rd Jun 2024 – 1 crime recorded, damage to residence.
- Meeting with Heathlands School – Cllrs Butcher & Stone met with Mr Fielder, Headteacher, at Heathlands on 23rd May 2024. The notes from that meeting had been circulated to members in advance of this meeting. Mr Fielder will be leaving at the end of the school year and will be missed as he is well liked by parents, children and staff. He also had a good working relationship with the PC, so it is a great shame that he is leaving. Cllrs Butcher and Stone will be meeting again with him in a couple of weeks’ time.
24/101 Items for Next Agenda (July 24)
- Publicity Plan
- Clerk’s Assistant standing in for Clerk
- Resubmission of Local Council Award Scheme Gold application and anything required for it.
- New Financial Regulations
- Bergholt Youth Group
24/102 In Committee
To discuss the current Handyman vacancy and agree that the relevant members of the Personnel Committee have the delegated authority to hire the appropriate candidate following the interviews.
The PC has received six applications for the post and four have reached the interview stage. Looking at the calibre of the applicants at present it is going to be a difficult choice so the PC is lucky, however if none are found to be suitable after closer scrutiny then would rather go through the process again than appoint the wrong person. Hoping to appoint by the middle to end of July, rather than wait for full council meeting in September. Interviews to be held next week.
RESOLVED – Cllr Butcher proposed that the Personnel Committee has the delegated authority to hire the appropriate candidate following the interviews. Cllr Owers seconded. All in favour.
24/103 Date of Next Meeting
The next full council meeting of the Parish Council will be held on Wed 24th July at 7.30pm, in the John Lampon Hall, Orpen Memorial Hall, Lexden Rd, CO6 3BW.
The meeting closed at 21:24 pm.
Signed: Date: