A brief summary of key elements of the Annual meeting of the Parish Council on 28th May 2025. At this meeting they:
- Elected a Chair & Vice Chair,
- Heard from City Councillor Naylor about:
- City Council organisation,
- Progress on Local plan, and
- Local Government Reorganisation,
- Appointed Responsible Financial Officer & committee & working party members,
- Reviewed a number of Policy & other documents,
- Established meeting dates for the rest of this financial year,
- Noted seven planning applications which were supported, and agreed a recommendation to refuse another, and
- Noted the Internal Audit report and agreed the Annual Governance documents.
Minutes of the Parish Council Meeting
Annual Meeting of the Parish Council Minutes
Held on Wed 28th May 2025 at 7.30pm in the John Lampon Hall, CO6 3BW
| Chair: | Cllr Brian Butcher |
| Parish Councillors: | Cllrs John Gili-Ross, Veronique Tyler, Bill Pigeon, Paul Chamberlain, Katie Pulford, Bob Tyrrell, Andrew Savage, Harry Stone and David Short |
| Also in attendance: | Laura Walkingshaw (Parish Clerk), |
| City & County Cllrs: | City Cllr Sara Naylor |
| Members of the public: | 1 member of the public |
25/71 Election of Chair
To elect a Chair of West Bergholt Parish Council and receive their Declaration of Acceptance of Office
Cllr Brian Butcher stated his wish to stand as Chair of West Bergholt Parish Council for another year.
Cllr Stone proposed Cllr Butcher as Chair, Cllr Short seconded. All in favour.
RESOLVED – Cllr Brian Butcher duly elected Chair of West Bergholt Parish Council.
ACTION – Cllr Butcher then signed the Chair’s Declaration of Acceptance of Office.
25/72 Election of the Vice Chair
To elect a Vice Chair of West Bergholt Parish Council
Cllr Harry Stone stated he wished to stand as Vice Chair of West Bergholt Parish Council,
Cllr Butcher proposed Cllr Stone as Vice Chair, Cllr Savage seconded.
RESOLVED – Cllr Stone duly elected Vice Chair of West Bergholt Parish Council.
25/73 Receive /accept apologies and welcome to the public.
Apologies were received from City Cllr Dennis Willetts and County Cllr Lewis Barber. Cllr Butcher noted the resignation of former Parish Cllr Manya Barrow at this point in the proceedings and formally thanked her for everything she had done for the parish council.
25/74 Declarations of Interest
There were no declarations of interest.
25/75 Previous Minutes & Actions
RESOLVED – the Minutes of the Parish Council (PC) meeting held on Wed 23rd April 2025 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P1 Apr 2025)
25/76 Questions from registered electors
There were no questions received from registered electors.
25/77 Report from Colchester City & Essex County Councillors
City Cllr Sara Naylor reported:
- A new Administration has been appointed to lead Colchester City Council after being voted in at the Annual Council Meeting (21 May 2025). The Liberal Democrats and the Labour Groups agreed to form a Colchester City Council coalition administration, for 2025/26. Cllr David King remains Leader of the Council and Cllr Michael Lilley has been chosen as the Mayor, with his first official engagement the opening of Dedham Lock.
- Another CCC Local Plan meeting was held on the 7th May, as recommended by the Chair, even though the planning officers had previously been told to come back with an infrastructure plan at the previous meeting. Representations persuaded even more of the Council to vote not to go out for public consultation just yet until there is a robust infrastructure delivery plan. Cllr Butcher had watched the debate online and thanked City Cllr Naylor for the persuasive argument she put on the behalf of West Bergholt.
- There are now 8 portfolio holders at the City Council instead of the previous 7, the reasoning apparently that the demands of the Local Government Reorganisation (LGR) will necessitate the need for the additional person. Politically with a coalition it does make sense to have an equal number of members, however in such economic times perhaps it would have demonstrated more financial prudence to only have 6 portfolio holders instead.
- Cllr Gili-Ross asked for the latest on the LGR and whether 3 or 5 unitary authority are still being considered. Cllr Naylor explained that the latest proposal is for 5 authorities but there are currently significant differences of opinions across the County. The guidance from the government has changed with a threshold of 500,000 residents per authority, but with 1.9 million people in Essex discussions ensue.
25/78 Constitution
a) To appoint a Responsible Finance Officer (RFO)
RESOLVED – Cllr Butcher proposed to re-appoint Cllr Andrew Savage as the Responsible Finance Officer for West Bergholt Parish Council. Cllr Tyrrell seconded. All in favour.
b) To review the delegation arrangements to committees, sub-committees and staff
Document 25/78b had been previously circulated to Cllrs, illustrating the existing delegation arrangements to committees, sub-committees, the charitable trusts, working groups and Proper Officer.
RESOLVED – Cllr Butcher proposed to approve the current delegation arrangements for West Bergholt Parish Council. Cllr Savage seconded. All in favour.
c) To review the terms of reference for committees (Environment, Finance & Planning)
The terms of reference for the WBPC standing committees were circulated to members prior to the meeting, with the following amendments proposed:
- Environment & Highways Committee ToR – minor amendments to wording.
- Planning & Development Committee ToR – minor amendments to wording, confirmation of Village Design Statement inclusion.
- Finance, Policy & Personnel Advisory Committee ToR – amendment to membership.
RESOLVED – Cllr Butcher proposed to ratify all three Parish Council Committee’s Terms of Reference, subject to the inclusion of these minor amendments, seconded by Cllr Savage. All in favour
d) To appoint members to existing committees
Planning Committee: Cllrs Tyrrell, Butcher, Savage, Chamberlain & Tyler.
Environment Committee: Cllrs Gili-Ross, Pulford, Stone, Short & Pigeon.
Finance Advisory Committee: Cllrs Savage, Butcher, Stone, Gili-Ross, Tyrrell & Chamberlain.
Staffing Sub-Committee (reports to Finance Advisory Committee): Cllrs Savage, Butcher, Stone and Gili-Ross or Chamberlain depending on appointment.
Reporting direct to Environment Committee (To be elected by Environment Committee at the June Mtg):
Public Rights of Way Rep.: currently, Cllr Gili-Ross, Transport Rep.: currently vacant
ACTION – Clerk to add to Environment Committee agenda for June meeting.
Working Parties:
Climate Change Working Party: Cllrs Tyrrell & Savage.
LCAS Gold Award Working Party: no longer required at present
Neigh Plan Review Working Party: no longer required at present
William Sims Sports Field WP: Cllrs Butcher, Gili-Ross, Short, Tyrrell & Savage.
MUGA Working Party (to look at prices & use): Cllrs Stone, Pulford & Butcher.
Community Hub / Parish Office Working Party: Cllrs Savage, Butcher & Chamberlain.
Youth Engagement WP: Cllrs Stone & Tyler.
RESOLVED – Cllr Butcher proposed to agree all of the above appointments, seconded by Cllr Pulford. All in favour.
ACTION – Clerk to inform the webmaster of any changes, so he can update the website accordingly.
e) To appoint any new committees in accordance with standing order 4
There were no new committees established in 2024-25, but the Christmas Tree Working Party will be established in the near future.
f) To review and adopt West Bergholt Parish Council’s Standing Orders
The new model standing orders, as released by NALC (National Association of Local Councils), with amendments which included gender neutral changes, the removal of 14a-c and changes to 18av, 18c, 18d & 18f had been circulated to members in advance of the meeting.
RESOLVED – Cllr Butcher proposed to agree the amended WBPC Standing Orders, seconded by Cllr Chamberlain. All in favour.
ACTION – Clerk to inform the webmaster of the change, so he can update the website accordingly.
g) To review and adopt West Bergholt Parish Council’s Financial Regulations
The recently amended model Financial Regulations for 2025 had previously been approved by West Bergholt Parish Council at their last meeting in April 2025. No further amendments had been suggested.
RESOLVED – Cllr Butcher proposed to agree the amended WBPC Financial Regulations, seconded by Cllr Savage. All in favour.
h) To review arrangements with other local authorities, not-for profit bodies & businesses
No such arrangements exist.
i) To review representations on or work with external bodies and arrangements for reporting back – list provided
A list of current Councillor members was provided in advance of the meeting. The following were confirmed at the meeting:
Orpen Hall Mgt Cmt (reports to Trust): Cllrs Chamberlain, Tyrrell & Pulford, also Cllrs Savage & Butcher to attend as and when necessary.
Joint Steering Group – Social Club (reports to Trust): Cllrs Butcher, Stone & Savage
Poor’s Land Futures Group (reports to Trust): Cllrs Butcher & Short
West Bergholt Allotment Association (reports to Trust): Cllr Stone
Playground Advisory Group: Cllrs Butcher, Stone & Short
Traffic Safety Group: Cllr Stone
Village Bulletin Editorial Board: Cllr Butcher (Cllr Tyler agreed to proof-read)
Heathlands School Liaison: Cllrs Butcher & Stone
St Mary’s Church Liaison: Cllrs Stone, Savage & Butcher
CALC: Cllrs Butcher & Gili-Ross
Project lead councillors (reporting to PC):
National Grid’s Norwich to Tilbury Project: Cllr Short
Colchester Road Crossing: Cllr Butcher
RESOLVED – Cllr Butcher proposed to agree the representative and arrangements above, seconded by Cllr Pigeon. All in favour.
j) To note that West Bergholt Parish Council continues to meet the required eligibility to exercise the General Power of Competence
To confirm in May 2023:
1. Elected Councillors – 10 out of 11 following May 23 elections.
2. Qualified Clerk – Laura Walkingshaw attained her CiLCA qualification in Jan 2019.
There is no requirement to reaffirm the resolution until the next “relevant” meeting in May 2027, following the next parish council elections. It was therefore noted by Cllr Butcher that WBPC continues to meet the criteria to exercise the General Power of Competence.
k) To note the review of the inventory of land and other assets including buildings & office equipment was previously agreed in Apr 2025.
The updated Asset Register, which lists all buildings and other items was previously agreed in April 2025 under item 25/65f.
l) To agree the renewal of the Parish Council’s annual insurance 2025-26
West Bergholt Parish Council currently has a 3-year long term agreement for its annual insurance with Zurich Municipal. Details of the latest schedule for 2025-26 were circulated to members prior to the meeting.
RESOLVED – Cllr Butcher proposed to renew the Parish Council’s annual insurance for 2025-26 with Zurich Municipal for the last year of its 3-year term, seconded by Cllr Savage. All in favour.
m) To review the Council’s and/or staff subscriptions to other bodies
A list of the six current WBPC subscriptions to other bodies was circulated to members in advance of the meeting. These subscriptions provide training, advice, legal support and general back up for the council.
RESOLVED – Cllr Butcher proposed to agree the current list of Council and staff subscriptions to other bodies, seconded by Cllr Tyler. All in favour.
n) To note the Council’s complaints procedure was previously agreed in Mar 2025.
The Council’s Complaints Procedure was previously agreed in March 2025 under item 25/46.
o) To note the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation were previously agreed in Jun 2024.
The Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation were previously agreed in Jun 2024 under item 24/93c.
p) To agree the Council’s policy for dealing with the press/media.
A WBPC Press and Media Policy, was circulated to members in advance of the meeting, the Clerk had recommended a minor amendment to wording.
RESOLVED – Cllr Butcher proposed to renew the WBPC Press and Media Policy with the minor amendment, seconded by Cllr Short. All in favour.
ACTION – Clerk to send the minor amendment to the webmaster for the website.
q) To note the Council’s employment policies and procedures were agreed in Sep 2024, Feb and Mar 2025.
It was noted that the Council’s employment policies and procedures were previously agreed in Sep 2024 under item 24/138a (Lone Workers Policy), Feb 2025 under item 25/28 (Annual Leave Policy) and in Mar 2025 under item 25/46a (Disciplinary, Grievance, Equality & Diversity Policies).
r) To review the Council’s expenditure incurred under s.137 of the LGA 1972 or general power of competence.
The expenditure in 2024-25 which occurred under s.137 was £30.00 for the annual remembrance wreath. The current rate for 2025-26 expenditure under s.137 is £11.10 per head of electorate (2697). No expenditure was incurred under the general power of competence.
RESOLVED – Cllr Butcher proposed to confirm the £30 expenditure incurred under section 137 of the LGA 1972 for 2024-25. Cllr Savage seconded. All in favour.
s) To determine the time and place of the ordinary meeting of the Council up to and including the next annual meeting of the Council.
Historically, West Bergholt Parish Council meets on the fourth Wednesday of every month, except August and December. Therefore, the time and place of the dates for 2025-26 were determined as:
| Date & Time | Where | Notes |
| Wed 25th Jun 2025 at 7.30pm | JL Hall | |
| Wed 23rd Jul 2025 at 7.30pm | JL Hall | |
| August | No meeting to be held | |
| Wed 24th Sep 2025 at 7.30pm | JL Hall | |
| Wed 22nd Oct 2025 at 7.30pm | JL Hall | |
| Wed 26th Nov 2025 at 7.30pm | JL Hall | |
| December | No meeting to be held | |
| Wed 21st Jan 2026 at 7.30pm | JL Hall | |
| Wed 25th Feb 2026 at 7.30pm | JL Hall | |
| Wed 25th Mar 2026 at 7.30pm | JL Hall | |
| Wed 22nd Apr 2026 at 6.30pm | Orpen Hall | Followed by Annual Parish Meeting[1] at 7.30pm |
| Wed 27th May 2026 at 7.30pm | JL Hall | Annual Meeting of Parish Council[2] |
Please note, Annual Parish Meeting date to be confirmed, subject to the availability of the speaker, but the Parish Council meeting will take place as noted on the 22nd April 2026.
RESOLVED – Cllr Butcher proposed to agree the above dates for 2025-26. Cllr Pulford seconded. All in favour.
ACTION – Clerk to send dates to the webmaster for the website.
t) To remind Councillors to update their Register of Members’ Interests, if necessary.
Councillors were reminded to update their Register of Members if necessary.
ACTION – Clerk to send link to existing Register for Councillors to check and send blank forms, if necessary.
25/79 Planning
a) To note the comments for the following planning applications made at the 19th March 2025 meeting of the WBPC Planning Committee (See link to Planning Minutes P2 May 2025):
- 250743 BounceAbillity, Hill House Farm, 157 Colchester Road
Change of use of trampoline activity centre to be open to those with and without disabilities and special learning needs
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 250848 Bourne Barn Farm, Bourne Road, West Bergholt CO6 3EN
Application for prior notification of agricultural or forestry development – proposed general purpose agricultural storage building
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 250793 Coney Byes House, Coney Byes Lane, West Bergholt CO6
Application for variation of condition 2 following grant of planning permission 232785
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 250867 Priors Cottage, Hall Road, West Bergholt CO6 3DX
Demolition of existing conservatory. Proposed single storey extension on footprint of existing conservatory.
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 250922 4 Rookery Cottages, Nayland Road, West Bergholt CO6 3DG
Proposed Two Storey & Single Storey Rear Extension with Internal Alterations.
Comment: Having considered all the details of this application, the Parish Council has decided to support the application, but the applicant may wish to consider a set-back to the south elevation to emphasise that it is an extension of the original property.
Decision: Support
- 250941 106a Lexden Road, West Bergholt CO6 3BW
Construction of a single storey ground floor rear extension and a side extension. Existing extension to be clad in timber to both the walls and roof.
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 250794 Rivendell, Queens Road, West Bergholt CO6 3HE
Application for a Lawful Development Certificate for the proposed construction of a new single storey rear extension to the existing dwelling. The extension will project into the rear garden to provide an enlarged kitchen/dining space.
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
b) To agree the proposed comment to CCC on the following late planning application as recommended by the WBPC Planning Committee to WBPC:
- 251001 Hill House Farm, 157 Colchester Road
Application to determine if prior approval is required for a proposed: Change of Use of Buildings on Agricultural Units to 1 x Dwellinghouse (Class C3), which may include extension of the building and/or building operations reasonably necessary.
Comment: The Planning Committee recommends the Parish Council object to this application as it is outside the settlement boundary of West Bergholt, thus contrary to policy PP9, the elevational treatment is of poor-quality design and does not comply with PP10 of the Neighbourhood Plan. The proposed conversion is also within 26m of a grade2 Listed farmhouse. Decision: Recommend Refusal to Parish Council meeting
RESOLVED – Cllr Tyler proposed to agree the above recommended WBPC Planning Committee comment for submission to CCC. Cllr Chamberlain seconded. All in favour.
ACTION – Clerk to submit comment to CCC online planning platform.
Cllr Butcher noted that residents had raised concerns over the former Methodist Chapel, however the only planning application that the parish council has seen is in regard to the former Church Hall for a change of use. The Parish Council had recommended support on that application but with the comment only if the concerns of Essex Highways were listened to. The council does not know when that planning application will be determined, however there is certainly no application in for the Church building itself at present.
ACTION – Clerk to contact Planning Enforcement to ensure no one is living in the building prior to obtaining the correct planning authorisation.
24/80 Environment & Highways
To note the minutes of the WBPC Environment Committee from their meeting of 15th May 2025 (See link to Environment Mins P2 May 25)
The minutes of the 15th May 25 meeting were noted. VE Day was a great success, it was advertised as a standing event, but the chairs that were put out were useful for those who needed them. The PA system worked well and further advice from a local resident has indicated that it can be used in even more complex ways.
25/81 Finance
a) Statement of accounts for Apr 25
The final accounts for Apr 25 (8.3% through the financial year) were presented as follows: (See link to PC Accounts P1 Apr 2025)
Receipts at 48%, General Expenditure 8%, Environment Expenditure 4%, Overall Expenditure 7%. Bank Rec at £116,677.65. First half of the precept now received. Some spending from reserves on Community Hub and Poor’s Land but these will be claimed back from CCC section 106 monies. Reserves and projects page currently in draft form and will be discussed later in the meeting under item 25/81c.
b) Payments
RESOLVED – to approve the May 25 payments list in accordance with the 2025-26 budget as listed below. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
May 2025
| DD | Barclays | Bank charges | 8.50 |
| DD | Octopus Energy | Floodlight electricity – Apr 25 | 21.35 |
| DD | PWLB | Public Works Loan (2025 1 of 2) | 2,684.13 |
| SO | J & M Payroll Services | May – wages, tax & NI | 6,000.00 |
| PC25018 | J & M Payroll Services | May – wages tax & NI | 1,678.84 |
| PC25019 | J & M Payroll Services | Payroll services – May | 48.00 |
| PC25020 | WBFC | Grass cutting May – LD Field | 50.00 |
| PC25021 | Countrywide | Grass cutting May – Poor’s Land | 219.50 |
| PC25022 | Laura Walkingshaw | Web server monthly, annual Zoom membership | 208.21 |
| PC25023 | TBS Hygiene | Litter & dog bin emptying 26/04/25 – 30/05/25 | 297.00 |
| PC25024 | Jan Stobart | Internal audit 2024-25 | 260.00 |
| PC25025 | Openreach BT plc | BT: plant request – Poor’s Land servery | 63.50 |
| PC25026 | Adam Edwards Architects | Project work – Poor’s Land servery | 1,007.20 |
| PC25027 | Sibbons Ltd | Strimmer Line 2.7mm x 65m | 41.90 |
| PC25028 | CA Brickwork | Replacement manhole cover – Heath | 290.43 |
| PC25030 | Victoria Beckwith-Cole | Milk – VE Day | 4.40 |
| PC25031 | Kings Coaches | 53-seater coach, day hire 22nd August 2025 | 575.00 |
| PC25032 | Andrew Savage | Travel expenses to Climate Action workshop | 7.30 |
| PC25033 | Stanway Plumbing | Repairs to damaged water tank – allotments | 96.00 |
| PC25034 | Printerland | High-capacity black toner | 116.03 |
| PC25035 | WB Cricket Club | Charity Stall grant – allotments | 500.00 |
| PC25036 | Jacqui Kibby | Editor remuneration Village Bulletin Summer 25 | 200.00 |
| PC25037 | Oliva Contracts | May invoice – WB Community Hub* | 25021.30 |
| PC25038 | WB Cricket Club | PC grant – pavilion improvements | 500.00 |
| Tfr | PC to Hall account | WYG hire of SC – Invoice 348/24-25 | 51.00 |
| Tfr | New Allotments to PC | Transfer of charity stall grant | -500.00 |
| Tfr | PC to Hall account | WBF43 stall for Colchester Community Energy | 15.00 |
c) To approve a virement to add, amend & remove all the monies in the WBPC Reserves & Projects 2024-25 as indicated on document Draft PC Reserves 2025-26 and approve the updated WBPC Reserves Policy for 2025-26 as recommended by the Finance Committee.
The Reserves and Projects review sheet was completely updated this month, with items to be removed in red and those to be added to & amended in blue (see below)
The Finance Advisory Committee recommended to the PC that those earmarked reserves that have been completed or are no longer required have their remaining monies put back into the unearmarked reserves via the necessary virements. Likewise, those projects from 2024-25 which are unfinished shall have their monies moved into the earmarked reserves so they can continue to be used for their original purpose. The new projects list for 2025-26 was added to the bottom of the table.
The Draft 2025-26 WBPC Reserves Policy was then created from the amended reserves sheet and circulated to members in advance of the meeting.
RESOLVED – Cllr Savage proposed approval of the movement of monies from completed projects into the unearmarked reserves and approval of the updated WBPC Reserves Policy for 2025-26, Cllr Chamberlain seconded. All in favour.
ACTION – Clerk to provide webmaster with new Reserves Policy for 2025-26.
d) To note receipt of the Internal Audit report for 2024-25 and discuss any actions required.
The internal auditor has sent through the internal audit report following her recent visit to the parish council. The report had been circulated to members in advance of the meeting and four items have been brought to the council to consider:
- Under B Financial Regulations – she notes that the mixture of the thresholds including and excluding VAT is confusing, however wording used is from the new model Financial Regulations sent through from NALC.
- Under B Financial Regulations – she notes that there has been quite a lot of VAT claims in recent years due to the various large projects the PC has undertaken. The Clerk and RFO are aware of this and have reached out to the EALC for professional advice on how to best address this.
- Under C Risk Management – she advises that the Clerk’s Assistant also have the rights to set up payments in Unity Trust bank in case the Clerk is ever unavailable.
- Under H Assets – she queried the insurance column in the asset register compared to the actual cover, but as it was shared when the three-year service level agreement was taken out with Zurich this should provide adequate cover, Zurich have simply renamed the subheadings making it more confusing to compare across.
e) To agree Section 1 of the AGAR – Annual Governance Statement 2024-25 by members of West Bergholt Parish Council (See link to AGAR Sheet 1)
RESOLVED – each line of the Annual Governance Statement was read out by Cllr Savage. He then proposed that the Council agree Section 1 of the AGAR, Cllr Butcher seconded, All in favour.
Section 1 was then signed by the Clerk and Chair of the meeting, Cllr Brian Butcher.
f) To agree Section 2 of the AGAR – Accounting Statements 2024-25 for West Bergholt Parish Council (See link to AGAR Sheet 2)
RESOLVED – Accounting Statements for 2024-25 were shown to the Council by Cllr Savage. He then proposed that the Council agree Section 2 of the AGAR, Cllr Short seconded, All in favour.
Section 2 was then signed by the Chair of the meeting, Cllr Brian Butcher, having previously been signed by the RFO, Cllr Savage.
ACTION – Clerk will now send off completed AGAR forms to the external auditor, PKF Littlejohn.
Cllr Butcher wished to record the councils thanks to the RFO and Clerk for all their work on the accounts.
g) To approve the Finance Committee’s recommendation of the West Bergholt Cricket Club’s grant application for £500 towards new windows.
WB Cricket Club have applied to the parish council for a £500 grant towards improvements to the pavilion, specifically new windows. WBPC sets aside £1,000 for grants to local clubs/organisations each year and currently has the full amount available in 2025-26.
RESOLVED – Cllr Gili-Ross proposed to agree the £500 grant to West Bergholt Cricket Club as recommended by the Finance Advisory Committee. Cllr Butcher seconded. All in favour.
ACTION – Clerk to inform the WB Cricket Club of the approval of this grant.
25/82 Documents
To agree West Bergholt Parish Council’s Action Plan 2025-26
The 2024-25 has been updated ready for 2025-26, new aims have been added to the draft, which was circulated to Councillors in advance of the meeting.
RESOLVED – Cllr Butcher proposed to West Bergholt Parish Council’s Action Plan 2025-26. Cllr Tyler seconded. All in favour.
25/83 Communications
To receive the monthly website and Publicity Officer’s report
The monthly website report and Publicity Officer’s report were noted, having been circulated to members in advance of the meeting.
25/84 Items of Note
- To note the completion of the VE Day 80 event – Many thanks to Cllr Short, Clerk’s Assistant, Handymen and all those involved in the event. Special thanks to Bluebells Preschool for the use of their barriers, the Women’s Institute for the cakes they supplied, the West Bergholt Concert Band and Vocal Zones Choir who entertained everyone and Victoria Beckwith-Cole, Amelia Beckwith-Cole and Anita Short for volunteering on the tea & coffee stand.
- Repairs to the Practice Goal area. Pre-start meeting was held with Outdoor Places by Cllr Short & the Clerk. Work to commence week beginning 16th June, it will take approximately 7 working days and will need a week afterwards (more if a heatwave) to cure.
ACTION – Clerk to find out how long the contractor will be leaving the Heras fencing after he has completed the work.
- CALC – Andrew Weavers (CCC’s Monitoring Officer) will be attending the next meeting on the 12th June to discuss what he knows on the Local Government Reforms and Devolution. The following day (13th June) the CALC Question Time Debate will be held at 7.00pm in Langham Community Centre for all residents who have questions on Colchester’s Preferred Options Plan for housing. Sir Bernard Jenkin MP will be among the panel of representatives from key organisations.
- RCCE are holding a webinar on Wednesday 25th June at 7.30-8.30pm via Zoom/Teams to provide guidance to those groups that have a Made Neighbourhood Plan and are considering reviewing it. However, as Cllr Butcher noted it is the same date as the next WBPC meeting and having just reviewed the WB Neighbourhood Plan there is little to be gained by attending.
25/85 Training & Networking Events
To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:
- Prevent Awareness Training online course– 20th May 2025 Clerk & Hall Admin – course for those running Community Halls to ensure they check that those hiring are exactly who they purport to be. Interesting course, waiting for the accompanying notes and will circulate once received.
- Community Renewable Energy Event – 18th May 11am-3pm Cllr Savage & Clerk – workshop event at First Site to explore possibilities of large renewable energy projects and potential grants in our area. Will be feeding back to the Climate Working Group.
25/86 Items for Next Agenda (June 25)
- Renewal of Data Protection documentation
25/87 In Committee
a) To agree an increase in SCP (spinal column point) for some staff members as outlined in the 2025-26 WBPC budget and recommended by the Finance Committee.
As per this year’s budget, the proposal is to raise two staff member’s Spinal Column Point to level 15. There was also a proposal to raise the Clerk’s level from SCP 24 to SCP 26 following her work towards the receipt of the LCAS Gold award.
RESOLVED – Cllr Butcher proposed to agree the recommendation of the Finance Advisory Committee to make the necessary spinal column point increases to the staff members as outlined in the 2025-26 WBPC budget.
Cllr Gili-Ross seconded. All in favour.
b) To agree to employ a new Village Hall Caretaker for the Orpen Memorial Hall Trust as per the 2025-26 WBPC budget and recommended by the Finance Committee.
Four candidates applied originally, two were interviewed by Cllr Chamberlain & Hall Administrator. Two good applicants, but choice made. Cllr Butcher and Clerk then met with the preferred candidate on Tues 27th May to make the necessary checks and discuss details. He will undergo a 12-week probationary period, will be expected to complete a weekly timesheet and will not be expected to attend hall hires that finish after 10pm nor take/return hirers’ deposits.
RESOLVED – Cllr Butcher proposed to engage the preferred candidate from 1st June 2025. Cllr Chamberlain seconded. All in favour.
ACTION – Clerk to inform both candidates of the resulting decision and make the necessary arrangements for the new Village Hall Caretaker to start working for WBPC at the Orpen Memorial Hall.
25/88 Date of Next Meeting
The next full council meeting of the Parish Council will be held on Wed 25th June at 7.30pm, in the John Lampon Hall, Orpen Memorial Hall, Lexden Rd, CO6 3BW.
The meeting closed at 21.36pm.
Signed: Date:
[1] Annual Parish Meeting: “The parish meeting of a parish shall assemble annually on some day between 1st March and 1st June, both inclusive” Local Government Act 1972, schedule 12, part III, para 14 (1)
[2] Annual Meeting of the Parish Council: “In a year which is a year of ordinary elections of parish councillors, the annual meeting of a parish council shall be held on, or within fourteen days after, the day on which the councillors elected at that election take office, and in any other year the annual meeting shall BE HELD ON SUCH DAY IN MAY as the parish council may determine.” Local Government Act 1972, schedule 12, part II, para 7 (2)
