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Premises & Recreation – 9th November 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 9th November when, among other items, they discussed Health & Safety, cleaning contract, football, refurbishment of toilets and financial matters.

Premises & Recreation Minutes

Sub-committee meeting held on Monday 9th November 2015 in the John Lampon Hall

Councillors present Brian Butcher (Chair), Murray Harlow (Vice chair), Rosemary James, Harry Stone, Jenny Church, Bob Tyrrell.
Apologies Victoria Beckwith-Cole & Phil Cook

Andrew Savage (RFO), Laura Walkingshaw (Parish Clerk), David Short, Phil Spencer and Mark Pollitt also in attendance

1.

Matters from Last Meeting
1.1 Orpen Hall Signage

BT was concerned the sign was a little large, has now reduced it to the size of a door. Committee all agreed to basic principle and size. BT to now obtain some formal quotes. Once committee content with price, will confirm placement and wording.

  

BT
1.2 Health and Safety Questionnaire

BB has received no negative response. Health & Safety checklist for village and community halls. Will review and bring back to next meeting.

  

BB
1.3 Mowing of Scout Hut Grass

Completed – item moved to Environment.

2.

Clerks & Administrator’s Report

As attached (Appendix 1)

3.

Cleaning

Cleaning contract has been re-written – Contract agreed, with a couple of small amendments for LW to make, to be approved at Finance, then Parish Council meetings. LW

Agenda

Item

4.

West Bergholt Football Club – grass cutting Lorkin Daniell Field
Football club have requested a back-payment of grass cutting money – April to November, 8 months @ £40/month = £320. All agreed, however WBFC must sign agreement first. LW & WBFC

Agenda
 

5.

Bergholt Heath Youth Football Club – Saturday morning training proposal
After training on the Lorkin Daniell Field at short notice on Sat 7th November, the BHYFC have been asked to refrain from training there, until a decision has been made. The Parish Clerk awaits a response to this email. A meeting is to be arranged by LW with the club and BB, CS + two other members of the Premises committee to discuss the proposal in full. BB to report back at the next meeting. LW & BB

6.

Refurbishment of Orpen Hall Toilets
It was agreed by all that if undertaken in the next 3 months an article will be placed in the Village Bulletin & on the westbergholt.net website looking for “local builders who must have the skills, knowledge and experience and the organisational capability necessary to undertake such or similar work and a working knowledge of CDM 2015” from which a short list of local contractors can be put together, from whom tenders could be sought for any works between £500 and £25,000.

It was also agreed to seek a fee quote from a local designer to act as Designer and Principal Designer for the WCs. The budget needs to take said fee into account and may also be needed to cover an asbestos refurbishment survey, for the WCs.

CIF panel meeting very soon, there is a lot of interest in this funding and the committee await an answer.

 BB

7.

Storage Units
Lack of usable storage is becoming a problem; a rationalisation or extension of the garages is needed. The Orpen Players need to review the contents of their garage after the Panto has finished. VB-C to instruct Orpen Players. BB requires a plan of the Hall, LW will provide. HS to measure size of storage units and produce a rough plan. Will discuss again at January meeting. VB-C, LW, HS

8.

Terms of Reference
Changes made with Environment sub-committee – Premises incorporates the Halls & their storage units, the maintenance of such and the hiring out of the Halls & other areas. It no longer includes the maintenance of anything other than the Halls and the storage units.

BB will obtain a copy of the Terms of Reference and will circulate it for member’s approval.

 BB

9.

Budget for next year
Attendance by RFO to discuss budget requirements. Attached (Appendix 2) is the proposed budget produced by the RFO. The committee sought guidance from the RFO on paying for some of the following improvement ideas:

  • refurbishing the Orpen Hall toilets, including fees & survey
  • extending the garage storage areas
  • improving the servery
  • upgrading the upstairs meeting room
  • improving the rubbish area (new store)
  • paying for the sign (see item 2.1)

AS advised that the Hall account always tends to underspend by £7000 and that the General account has a donations/projects fund. One way to achieve these improvements would be to reduce costs or increase letting/hire charges. After analysing of the figures provided by AS, it was agreed in principle to increase the hire charges by 5%, raising an extra £2000. VB-C to bring the current hire charges to the next meeting. VB-C to also provide any data she has on Hall usage. Perhaps a bar chart highlighting times when the Halls are often free?

 VB-C

10.

AOB

Overflowing Rubbish

At present the rubbish is collected weekly by Colchester Skip Hire on a Thursday, however the skip is frequently full and overflowing. MH proposed a twice weekly collection, seconded by JC. All agreed. Mondays were requested, LW to phone Colchester Skip Hire.

 LW

Agenda

Item

11.

 Date of next meeting – No meeting in December. LW to advise date of January meeting, following meeting with VB-C. LW

Appendix 1

Appendix 1

Clerks Report – West Bergholt Parish Council – Premises Committee
Meeting Date Agenda Number Minute Reference Information and decision made Action taken and outcome Date note closed
21/10/2015 Oct-15 2a WBFC – grass cutting Lorkin Daniell Field – The agreement awaits signing by both parties. Awaiting signing – have asked for back payment see item 5 on Nov Agenda
21/10/2015 Oct-15 2b WBFC – to contact developer of 45-47 Lexden Road re: mesh net. Clerk to be copied into email Clerk gave details of developer to WBFC, but has not heard anything yet
21/10/2015 Oct-15 7 Cleaning – BB & the Clerk to update the current contract to include the need to seek quotes on an annual basis. Updated contract – to be agreed
21/10/2015 Oct-15 11 Terms of Reference – BB requested that the Clerk highlight the changes that have been suggested so he can make an informed decision. Terms of Reference for Environment & Premises highlighted and sent to Chair 06/11/2015
21/10/2015 Oct-15 13a Documents – BB requested the following documents from the Clerk/Hall Administrator:
• Hall Insurance
• Health & Safety Plan
• Risk Assessments
• Asbestos Management Plan		 Clerk has Hall Insurance & Risk Assessment documents – sent to Chair. Checking with Hall Administrator re: H&S and Asbestos Plans
21/10/2015 Oct-15 13c Indian Ceremony – fire pit outside. Fire extinguisher required on hand and isolated in car park. Administrator has relayed information to users 05/11/15
21/10/2015 Oct-15 13d Trainer – The committee were concerned with CRB implications and requested the Clerk seek advice from the EALC. Trainer should have a DBS check (Declaring & Barring Service – replaced CRB). However, PT has contacted Administrator saying not able to start as planned – hoping for New Year. Awaiting info we requested from him.
21/10/2015 Oct-15 13e New Tap – Administrator to order new tap Plumber has been informed and will complete the work within the next two weeks
21/10/2015 Oct-15 13f Safe – Administrator to task Ivor Ivor to move week commencing 09/11/15
21/10/2015 Oct-15 13g Boiler – Administrator to send BB details of current boiler and to seek advice from local repairer. Admin. has sent BB information. Until receive new error code cannot contact repairer – will keep an eye on it.
21/10/2015 Oct-15 13h Firework Display – VB-C and the Clerk to create the signage. Signage created and cars parked to block left side of Hall 07/11/2015
21/10/2015 Oct-15 13i Orpen Players asked for reduction in bill – agreed to reduce bill by £200 Orpen Players would like to thank the Premises committee for their generosity. 05/11/2015
03/11/2015 Asbestos Survey received from Scouts (David Kay) re: Scout Hut Clerk has aknowledged receipt of survey and requested copy of Asbestos Management Plan.
04/11/15 Bollards on Lorkin Daniell Field – Cannot find keys to 3 bollards and those by MUGA area are not even padlocked. Also tractor able to drive over ramp onto field. Clerk will obtain copies of two left-hand bollard keys from WBFC. Clerk has contacted Steve Cook about right-hand bollard – now received. Committee need to discuss MUGA bollards.
04/11/15 Colchester Skip Hire – Christmas collection times. Clerk unaware should charge Social Club half of waste disposal costs. Collection day Thursday, therefore Hall not affected. Times forwarded to Administrator. Clerk will bill Social Club for waste.

Appendix 2

Appendix 2 9th November 2015

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Premises & Recreation – 21st October 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 21st October when they discussed a range of issues affecting Orpen Hall & playing fields such as Football Clubs, Play Equipment,  Cleaning, H&S, Scouts, Personal Trainer, Orpen Players & Green’s Fish Bar.

Premises & Recreation Report

Sub-committee meeting held on Wednesday 21st October 2015 at the Orpen Hall

Councillors present Rosemary James, Jenny Church, Bob Tyrrell, Brian Butcher, Murray Harlow,  Chris Stevenson
Apologies No Apologies

Victoria Beckwith-Cole (Hall Administrator), Laura Walkingshaw (Parish Clerk), Phil Spencer in attendance, also Michael Bell and Terry Farrow from West Bergholt Football Club.

1.

Election of New Chair & Vice Chair
Brian Butcher was proposed by Murray Harlow, Rosemary James seconded. All in favour.

Brian Butcher elected new Chair of Premises Sub-Committee.
Murray Harlow proposed as Vice chair by Brian Butcher, Rosemary James seconded. All in favour.

Murray Harlow elected new Vice chair of Premises Sub-Committee.

2a.

West Bergholt Football Club – grass cutting Lorkin Daniell Field
Minute Reference: Item 3 Sept 15. It was agreed, in principle, with the Football Club to pay £40 per month to them for cutting the Lorkin Daniel Field. The areas have also been agreed with WBFC. The agreement awaits signing by both parties, with attached plan. BB, LW (& WBFC)

2b.

West Bergholt Football Club – development at 45-47 Lexden Road
The Football Club raised concerns about footballs entering the new development currently under construction in Lexden Road. They have added a comment on the CBC Planning website, but feel a mesh net may be needed in the future to stop wayward balls. BB needs more advice, but advised WBFC to deal directly with Glenmore Developments in the first instance and to copy the Parish Clerk into the response, before he sought such. BB

(& WBFC)

3.

Bergholt Heath Youth Football Club – Saturday morning training proposal
BHYFC have submitted a proposal for Saturday morning training on the Lorkin Daniell Field. WBFC felt there is little time/room on the field prior to a match, although there is the oblong along the side of the pitch. BB, having just seen the proposal, felt it was too early to make a decision and needed some time to consider it, before then feeding back. BB

4.

Dado Rail in John Lampon Hall
Minute Reference: Item 1 Sept 15. Ivor Beckwith-Cole has rounded off the corners of the dado rail as part of the original specification. Item is therefore now closed.

5.

Play Equipment
Minute Reference: Item 2 Sept 15. Third toddler swing now installed by Ivor B-C. H/S inspector commented on problems with the black safety sufacing previously installed by Playequip under the climbing frame & roundabout. An email regarding the subsequent meeting with Playequip & Phil Walby has been forwarded by Phil, stating that they will take responsibility & rectify some parts of the splitting surface in December, but others will need Ivor B-C to complete the work. This now comes under the Environment Sub-committee’s Terms of Reference and the email has been forwarded to the Chair, John Gili-Ross. CS asked that JG-R see the matter through to its conclusion, although help is available from the Premises committee if required. JG-R

6.

Orpen Hall Signage
Minute Reference: Item 4 Sept 15. BT to submit quote. BT

7.

Cleaning
Minute Reference: Item 5 Sept 15. Mike’s Cleaning was given 3 months’ notice on 24/09/15, he instead chose to stop cleaning the halls at the end of September. The Premises committee thanked both the Hall Administrator and the Parish Clerk for stepping into clean at such short notice and will reimburse them with overtime payments to cover the cost. The committee also thanked the Hall Administrator for finding a replacement cleaner so promptly. Zoe’s Cleaning Services began on Mon 5th October. The PC has received two references, insurance details and have had positive comments from regular users so far. Clerk to send Cleaning Schedule and previous Cleaning Agreement to BB to review. Committee agreed to give Zoe a three month contract at present. VB-C to put into writing the difficulty of seeking quotes & the abrupt loss of Mike’s Cleaning. BB & the Clerk to update the current contract to include the need to seek quotes on an annual basis. LW

VB-C

BB

8.

Health and Safety
Minute Reference: Item 6 Sept 15. BB has emailed around his questionnaire to BT, AS & CS and awaits a response. BT, AS & CS

9.

Vicky Beckwith-Cole
It was agreed that the Hall Administrator should be invited to all Premises Committee meetings from now on. It was also agreed that VB-C will produce an agenda and take the minutes at future meetings.

10.

Mowing of Scout Hut Grass
An email has been received from David Kay of the Scouts requesting grass & hedge trimming around the Scout Hut. The committee agreed to request that the Handyman/Ivor B-C be instructed by RJ, in JG-R’s absence, to cut the grass and hedges. RJ

11.

Terms of Reference
JG-R and PW had agreed to re-balance some of the Terms of Reference covered by the Premises and Environment sub-committees. BB requested that the Clerk highlight the changes that have been suggested so he can make an informed decision. LW

12.

Budget for next year
The committee agreed to invite the Responsible Finance Officer AS to next month’s meeting to discuss the budget.

13.

AOB
a)
Documents
BB requested the following documents from the Clerk/Hall Administrator:

  • Hall Insurance inc. Public Liability
  • Health & Safety Plan
  • Risk Assessments
  • Asbestos Management Plan
 LW

VB-C
b)
Fire Extinguisher Check
VB-C reported that the Fire Extinguisher Check had been carried out, all fine, just a couple of small purchases needed.
c)
Indian Ceremony
VB-C had a request for an external fire pit to be used during an Indian Ceremony. The committee agreed it couldn’t see a problem, although stipulated a fire extinguisher be on hand during the ceremony and that such should be isolated from the car park so as to prevent damage. VB-C will relay this to the users. VB-C
d)
Trainer
A personal trainer has applied to use the Lorkin Daniell Field for boot camp training of parents & toddlers several mornings a week during term time. The committee agreed to charge £10 an hour, although have requested insurance documents and certificates of qualifications first. The committee were concerned with CRB implications and requested the Clerk seek advice from the EALC. LW
e)
New tap
The Hall Administrator requested a new tap in the John Lampon Hall toilet. The committee agreed to go ahead with the purchase. VB-C
f)
Safe
The Hall Administrator asked to move the safe which holds the remote controls & microphone, as it sits over a radiator. The committee agreed VB-C can reposition it wherever she thinks is fitting. VB-C
g)
Boiler
The hall has two domestic boilers used for heating and hot water, one of which was replaced last year. The second boiler is now playing up and frequently emitting an error code. VB-C to send to BB the details of the current boiler and to look further into replacement. VB-C to seek advice from manufacturer as to local repairer. VB-C
h)
Firework Display – Sat Nov 7th
VB-C informed the committee that there is both a football match in the afternoon and a party booked into the hall that evening, therefore rendering the car park useless as overflow parking for Heathlands Firework Display. The Clerk has informed the firework committee already, however the Premises committee agreed the car park needed to be coned off, with signs noting “parking for football & party goers only”. VB-C and the Clerk to create the signage. VB-C

LW
i)
Orpen Players
VB-C informed the committee that the Orpen Players have asked for a reduction in their bill, due to the cancellation of their latest production. The committee agreed to reduce the Players Panto bill by £200. VB-C
j)
Smell in Orpen Hall Ladies Toilet
VB-C reported a smell in the ladies toilet in the Orpen Hall. The handyman was called and carried out an emergency repair, sealing between the pan and the floor. The smell has now gone and will hopefully no longer be an issue once new toilets are installed with possible CIF funding.
k)
Green’s Fish Bar
The Clerk informed the committee that Green’s Fish Bar have now paid their first month’s rent for use of a parking space at the Orpen Hall. It was agreed not to chase him for the electricity charges as that would result in him using his own generator and thereby disturbing nearby properties.
l)
Hall Administrator’s Holiday
The committee were informed that the Hall Administrator will be on holiday between the 15/11/15 – 29/11/15. The Clerk will be covering her duties and will therefore take the minutes of the next Premises meeting. LW

Date of next meeting – 18th November 2015 at 6.15p.m.in JLH

 

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Environment & Highways – 8th October 2015

The Environment & Highways  Sub-Committee of West Bergholt Parish Council met on 8th October 2015 when they discussed a range of issues including handymen, traffic safety, beacon, playgrounds, grass & hedge cutting, litter, pond clearing, allotments & budget.

Environment & Highways Report

Sub-committee Meeting held on Thursday 8th October 2015 in Main Hall

Councillors present John Gili Ross, Harry Stone, Jenny Church, Murray Harlow
Apologies  Rosemary James

In attendance:- Phil Cook, Phil Spencer, David Short.

1

Welcome
John welcomed all to the meeting.

2

Matters arising from last meeting
a)   Traffic Safety Plan – awaiting resurfacing of New Church Road and Chapel Road prior to yellow lines being reinstated. 20mph signs will be needed in New Church Road and School Road. Harry and Chris Stevenson met with Jeremy Hallam, school head teacher, to discuss parking problems by parents and other ways in which the school could assist in road safety for the school children. HS
b)   Plaque for beacon – this is now in situ.  Plinth for beacon to be built by Ivor. JGR
c)    St Mary’s Church – work on French drain has been completed by Ivor.

3

Terms of reference
The Environment sub-committee is mainly responsible for maintenance activities in the village. A new list of terms of reference was proposed and agreed by this committee. This to go to the Finance and General Purposes Committee to be ratified. LW
Agenda item

4

Handyman work schedule
John has discussed the work schedule with David and Ivor. The schedule has been agreed at this committee. JGR
Proposed that David Hewitt should now be given a contract. Agreed by this committee.
Also proposed that the hourly rate for David and Ivor should be the same, agreed by this committee.
Proposed to take on another handyman on a temporary contract for 8 hours work. Agreed by this committee. LW
These items to go to the Finance and General Purposes committee. Agenda Items
It was suggested by Phil Cook that the Co Op could be approached to see if they could offer to help in certain village projects/activities.

5

Grass cutting and Hedge cutting
Quotes for grass cutting and hedge cutting of LD Field Heath, Poors land and Allotments are being sought. CBC needs to be contacted to book a sweeper to clear footways following hedge cutting. JGR & MH & LW
The budget is for £750. All this work is necessary.
This needs to go to the Finance and General purposes committee. Agenda item

6

Litter by Practice goal area.
This continues to be a problem.
It was proposed to purchase a wheelie bin to place in the area to encourage clearing of litter. This bin could also be used for other litter picking by handyman. JC
The goal post has been damaged and will need repairing. JGR

5

Pond Clearing
The Colchester Volunteers have assessed the needs and will spend 2 days clearing part of Hall Road Pond, 1 day clearing edges and trimming back trees at Queens Road pond and during that time spend 2 hours cutting back shrubbery at Lexden Road pond. The total charge for this will be £600. We will need to organise and pay for all the trimmings to be removed. This usually costs £100 for each load to be removed. This will need to be organised. JC

6

Allotments
Harry reported from the Allotment Committee. They are considering ways to charge more fairly for the rents. HS

7

Playground equipment
The play area has been assessed for meeting Health and Safety requirements and the resulting areas that need repairs will be carried out by Ivor and David. Ivor will add a third cradle swing when parts are delivered. JGR

8

Budget for next year
John had sent out proposed budgets which were agreed by this committee in general, but some elements still need clarity. Comments to be fed back by the end of October ready for the figures to be sent to the Finance and General Purposes Committee for consideration in November. JGR

Date of next meeting – Thursday 12th November 2015 at 5pm in JL Hall.

 

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Your Village, Your Neighbourhood Plan AGM

Logo of the West Bergholt Neighbourhood Plan project
Attend the AGM for your Plan

Your Village, Your Neighbourhood Plan AGM

NP Exhibition Leaflet
Exhibition Leaflet

The Neighbourhood Plan AGM with the NP Steering Group is on Wednesday 4th November 2015 at 7.30pm in the John Lampon Hall.  Do come along to find out about the progress of the Plan. We would also welcome anyone who would like to become a member of the NP Steering Group.

The production of the West Bergholt Neighbourhood Plan is progressing well. After the successful and well-attended exhibitions earlier in the year at the Orpen Hall more completed questionnaires were sent in by hand or on the web.

Over the summer period the NP Steering Group has completed analysing all the questionnaire responses and the results will shortly be available on this web site.

Sub-groups of the Steering Group have now been formed to write a narrative of the questionnaire results in all the categories for the Plan.  You can follow news related to the Neighbourhood Plan by using the Facebook Group or checking our news page periodically which will include PC meetings where the Neighbourhood Plan has been discussed.

For further information please check the links below or contact:- Chris Stevenson (NP chairperson) 241708.

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Environment & Highways – 10th September 2015

The Environment & Highways  Sub-Committee of West Bergholt Parish Council met on 10th September 2015 when they discussed a range of issues including handymen, traffic safety, playgrounds, grass & hedge cutting, litter, ponds & budget.

Environment & Highways Report

Sub-committee Meeting held on Thursday 10th September 2015 in Orpen Hall

Councillors present John Gili Ross, Harry Stone, Jenny Church, Phil Walby, Murray Harlow, Rosemary James
Apologies

In attendance:- Laura Walkingshaw, Parish Clerk; David Hewitt, Village handyman.

1.

Welcome
John welcomed all to the meeting and introduced David to those who haven’t yet met him.

2.

Matters arising from last meeting
a) Traffic Safety Plan – New Church road will need resurfacing prior to yellow lines being reinstated. Poor parking has been less of a problem recently but it will be important for members to monitor this. 20mph signs will be needed in New Church Road and School Road. Harry and Chris Stevenson will meet with school head teacher to discuss parking problems for parents. HS
b) Plaque for beacon – needs measuring and ordering. Plinth for beacon to be built by Ivor. Expense approved. JGR
c) St Mary’s Church – it is agreed that David will sort out the French drain. The cost of labour will be a donation to the church from the PC. The church will supply the materials. David will carry out the work next week. DH
d) Cleaning “no dog signs” at Orpen Hall to be carried out by David. DH

3.

Handyman work schedule
John has discussed the work schedule with David and Ivor. JGR

4.

Grass cutting and Hedge cutting
a) Cutting of the Lorkin Daniell field will be discussed at next Finance meeting. Phil and Football club to be represented. PW
b) LD hedge project will be carried out by handyman. JGR
c) Hedges on Heath and Poors Land will need cutting during half-term. Laura will find out who we used last year and liaise with Murray regarding sweeper. LW & MH

5.

Litter by Practice goal area.
This continues to be a problem. After much discussion it was agreed to purchase a rubbish bin to be placed nearby to encourage litter clearing. Jenny to investigate ordering a bin. JC

6.

Pond Clearing
Need to arrange with Colchester Volunteers to carry out clearing of all three ponds in the Autumn. Jenny to arrange JC

7.

Playground equipment
Repairs have been made by Ivor to bring the Safety measure up to scratch following the last Health and Safety assessment. Next inspection due currently. The “baby” swings have a space for a third swing to be installed in the middle proposed to order one and arrange for Ivor to install JGR

8.

Budget for next year
Needs consideration. Laura will send out budget statements for information LW

Date of next meeting – Thursday 8th October 2015 at 4.45pm in JL Hall.
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Premises & Recreation – 10th September 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 10th September when they discussed a range of issues affecting Orpen Hall & playing fields such as The Heath, play equipment, signs, football club, health & safety and cleaning.

Premises & Recreation Report

Sub-committee meeting held on Thursday 10th September 2015 at the Orpen Hall

Councillors present Rosemary James, Jenny Church, Murray Harlow, Phil Walby, Brian Butcher, Bob Tyrrell
Apologies No Apologies

Victoria Beckwith Cole and Laura Walkingshaw in attendance.

1. John Lampon Hall
Dado rail installed, but a potential Health and Safety issue raised. Young children could possibly be injured by the sharp corners of the rail sited near the emergency door exit. Ivor Beckwith-Cole to be asked to round off these corners as part of the original specification. PW
2 Play Equipment
Equipment ready for H/S inspection next week. Possibility of a third swing to be installed was raised at the E and H sub-committee meeting, but was seen by this committee to be a possible H/S issue. Decided we would be guided by the inspector to see if a third swing would be compliant, before being considered. PW
3 Football Club
£480.00 has been agreed to be paid to the football club in respect of them mowing LD field, however it was felt that it was not prudent to pay all monies up front and a better way would be to set up a standing order from the PC to the football club. Suggested that this fee may also be covered by postponing their rent to us in lieu of the use of the field. Decision to be made by the Finance Committee at their next meeting.

Concern raised regarding their insurance when mower in use by FC club. Clerk to PC to send a letter to confirm details.

Some confusion around who mows what areas, clarification required. Clerk again to produce documentation with delineated areas of responsibility.

 PW

LW
4 Orpen Hall Signage
BT submitted quote for signage to OH, after on-site inspection was decided should be double-sided and located to left of disabled parking area. BT to submit Finance Committee a new quote. BT
5 Cleaning
Cleaning has not improved, complaints from hirers continue to be received. Payment of bill to be withheld and Mike given 3 month’s notice.

Meanwhile, need to advertise for new cleaner even going out to the commercial cleaning sector and consider overnight cleaning etc.

 PW
6 Health and Safety
BB has drafted a contractors questionnaire, needs to be reviewed by suitable our experienced councillors who have this necessary expertise. BB
7 Crack in link corridor parapet wall.
BT met with contractor on site and was advised that the wall was structurally safe, therefore no cause for concern. Cosmetics to be dealt at next maintenance.
Date of next meeting – 21st October 2015 at 6.15p.m.in JLH

 

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MicroSurfacing Update

MicroSurfacing Update

Many of you will have had letters or seen publicity about the resurfacing programme that will take place shortly on key roads in the village including Chapel Road, New Church Road and Queens Road.  However the term MicroSurfacing may have had many of you reaching for Wikipedia or simply scratching your heads in bewilderment!

So what is it?

The wait is nearly over and we will soon be seeing it in action but for those who would like to be prepared we have found the video (below) that should help you understand what will happen. The video is from the US but the principle is exactly the same here.

As you can see from the video a thin layer of surfacing is laid over the road once obvious defects such as potholes and larger patches have been repaired.  In our case these defects have already been attended to in past weeks, so all that is needed is the application of the road surfacing material.  During most of this time through traffic will be blocked, but access to your property will be maintained wherever possible; there may be constraints when the material is actually being laid outside your driveway of course.  Once the preparation is completed, though, and the surface is being laid it is normal for one side of the road to be completely closed until the surface is solid enough to take traffic (about half an hour).

How can you help?

  • Be patient, the road will be much nicer when it is finished.
  • Do obey the signs saying no parking because parked cars will prevent work taking place until the owner is traced and the vehicle moved.
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Interested in Becoming a Parish Councillor?

Parish Councillor Vacancy

Following the public notice published by Colchester Borough Council, no election to fill this vacancy has been requested by the electors within this parish.  Therefore, the Parish Council will fill the vacancy by the process of co-option.

If you are interested in being co-opted as a Parish Councillor, then we would like to hear from you, please contact the Chairman or Clerk for further details. Familiarisation sessions will be arranged, and should there be more than one person interested, selection would be made by a vote of the Parish Council as required by the regulations.

  • The Parish Clerk on 07726 424419, [antibot mailto=”[email protected]”], or
  • The Chairman of West Bergholt Parish Council, Chris Stevenson, [antibot mailto=”[email protected]”].
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Lexden Road Closed

Lexden Road Closed
Recommended Alternative Route

Lexden Road Closed

Apologies for late notice on this but we have been advised that due to a sewer collapse requiring urgent works, Lexden Road will be closed to traffic for most of the distance between Sackville Way and Orpen Close.  The closure took effect from 25th August and could last for up to 21 days (15th September).

Emergency & Pedestrian access will be maintained at all times, any enquiries to Anglian Water’s contractor on 01449 678932.

The recommended alternative route, being more appropriate for through traffic rather than local journeys, is via Colchester Road and Chapel Road.

Update

Following an enquiry about buses, we have contacted First (66 & 67) who assure us that all bus stops remain open but that there is a diversionary route through Mumford & Donard Roads – it is expected that other operators will do similar, please advise if you find different.

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Environment & Highways – 9th July 2015

The Environment & Highways  Sub-Committee of West Bergholt Parish Council met on 9th July 2015 when they discussed a range of issues including handymen, traffic safety, Heath footpath and requests from the Scouts & St Mary’s

Environment & Highways Report

Sub-committee Meeting held on Thursday 9th July 2015 in John Lampon Hall

Councillors present John Gili-Ross, Harry Stone,  Rachel Howard, Jenny Church, Phil Walby, Murray Harlow, Rosemary James
Apologies None

 

1 Election of vice chairperson
Rosemary James agreed to take on the role of vice chair for this sub-committee. RJ
2 Terms of Reference
The original terms were discussed and it was felt by all that they were suitable. It was proposed that 2 items of the Terms of Reference for the Premises and Recreation sub-committee would sit more suitably in this subcommittee. They are as follows

  • Maintenance of field markings on Lorkin Daniell Field and Poors Land.
  • Liaison with WB Football Club and WB Heath Youth Football Club.
To be discussed at next Premises and Recreation sub-committee meeting. PW
3 Traffic Safety Plan
Since the yellow lines were set in place, there has been little problem with poor parking. Forms have been printed for Parish Councillors to place on the window screens of any cars found parking illegally. As yet none have been needed. The NEEP will be asked to monitor this situation in future.There has been no communication confirming when the remainder of the Highways tasks planned will be carried out. JGR
3 Handyman work schedule
a)   It is proposed that we employ a temporary handy man for 5 hours a week (possibly a holiday job for a young person) at £5.30 an hour to cover for peak summer times, July and August, when there is more handy man work needed. Propose to advertise on Web site and notice boards.  Steve could possibly give extra hours in the meantime. JGR
b)   The Beacon needs setting on the pole. Steve and Ivor will do this. John to arrange. JGR
c)    A plaque for the beacon will be ordered by Murray.  MH
4 Footway across Heath by school.
The surface of the path is slightly rutted, but not a problem at the moment. To be monitored over this autumn and winter. JGR
5 Scouts
A letter from the Scouts was received requesting that the PC should cut the grass surrounding the hut. Steve or Ivor could do this but we need more time to consider the request. Need to respond to Scouts for more information for this new request. JGR
6 Letter from St Mary’s Church
The Church Warden has requested help from PC with tidying the churchyard. The Church Warden will be asked for a specific proposal on this.  HS
7 Purchase of garden “Blower”
This has been purchased and is ready for use.
8 Cleaning of Signs at Orpen Hall
Steve to be asked to clean the “No dogs on Field” signs JGR
9 Date of next meeting – Thurs 10th Sept 2015 at 5pm (no meeting in August)