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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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Hillhouse Wood 21st AGM

21st AGM of the Friends of Hillhouse Wood

It’s now twenty one years since the Friends was formed and, since then, they have worked closely with this piece of ancient woodland and the Woodland Trust.  The 21st AGM of the Friends of Hillhouse Wood will be held on Wednesday 9th December in the Orpen Hall, Lexden Road, starting at 7:30pm.

We are happy for anyone to attend our AGM so, even if you are not a member, just turn up.  The only thing you won’t be able to do is vote!  As well as an illustrated talk you’ll hear about what’s been going on in the wood over the last year.  This includes the various public events as well as the achievements of the working parties.

Following the formal business there will be an illustrated talk by Darren Tansley, Water for Wildlife Officer for Essex Wildlife Trust, on the subject of “The Mammals of Essex”.

Otter in Essex a subject of the talk at the friends' 21st AGM
“Mammals of Essex” is the subject of the talk being given at the Friends AGM

Any enquiries for more information to M.R. Pluck, Honorary Secretary, on 01206 514173.

 

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News Update 23rd November

Diocese-of-ChelmsfordSt Mary’s News Update 23rd November

Ministry & Mission Units (MMUs)

Within the coming year we will be working with a larger group of parishes than we are currently. These will be known as MMUs. We have the opportunity to apply for funding for someone to help with our mission – for example this might be a youth or families worker. We would really like to hear your thoughts on what would be most appropriate for our need. Please write your suggestions on the list in church by 13 December.

Upcoming Events

Routine events

  • Tues 24 Nov – 8pm Michael’s Home Group at Dorothy & Richard’s House
  • Thurs 26 Nov – 9am Coffee morning
  • Sun 29 Nov – 9.30am Communion, St Mary’s, Langham
  • Sun 29 Nov – 11.15am Joint service at All Saints Church, Great Horkesley (no service @ St Mary’s)
  • Thurs 3 Dec – 9am Coffee morning; 10am Rachel’s home group; 2.30pm 5Ts
  • Sun 6 Dec – 9.30am Holy Communion
  • Sun 6 Dec – 9.30am Communion, St Peter’s, Boxted
  • Sun 6 Dec – 11.15am Morning Praise, St John’s, Great Horkesley

Sunday Bible Readings

  • Sun 29 Nov – Mark 13:24-37 – Signs of the end of the age
  • Sun 6 Dec – Luke 3:1-6 – John the Baptist prepares the way for Jesus

Christmas Coffee Morning

Taking place on Sat 28 Nov, West Bergholt Methodist Church – 10am-12 midday.  Stalls, coffee and mince pies.

Joint Service and Christmas Tree Festival

Great Horkesley will be holding their Christmas Tree Festival over the weekend of 28 & 29 November at All Saints Church. The church will be open to visit the displays on Sat 11am – 4pm and Sun 1pm – 4pm. All Saints will also be hosting our 5th Sunday united service at 11.15am on Sun 29th November.

Christmas Choir

Next Christmas Choir Rehearsals – 29th November @ 10am & 6 Dec @ 10.45am

Christmas Tree Festival, St Mary’s West Bergholt

The pupils from Heathlands School will be decorating Christmas trees with gifts for the night shelter and the trees will be on display in the church between 3pm-4pm on Friday 11 December, and again on Saturday 12 December (times to be confirmed).

Dates for your diary

  • Fri 11 Dec – 7.45pm Wired Christmas Party
  • Sun 13 Dec – 9.30am Messy Church
  • Sun 20 Dec – 2.30pm Carol Service at the Old Church
  • Christmas Eve – 3pm Crib Service; 6.45pm Carol Service; 11.30pm Midnight Communion at All Saints, Great Horkesley
  • Christmas Day – 9.30am Family Christmas Service
  • Senior Citizens Lunch – Sat 16 January

 

 

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Parish Safety Volunteers

Police-&-Fire-Parish-Safety-VolunteerParish Safety Volunteers

Essex Police and Essex County Fire & Rescue Service are working together to help make a difference in local communities, helping people to live & feel safer.  They are launching a brand new volunteer scheme and are looking to recruit two Parish Safety Volunteers per Parish in Essex, tasked with arranging and conducting home safety visits.  These volunteers will deliver crucial fire and crime prevention advice, extensive knowledge of local support services and the ability to fit smoke detectors directly into the homes of those most in need.

If you’re interested, you’ll need to apply for interview and be required to undertake Essex Police vetting. You will receive comprehensive training from both Essex County Fire and Rescue Service and Essex Police, a full uniform and all equipment required to carry out the role. To ensure volunteers are well supported, Parish Safety Volunteers from across the county will be invited to on-going training and networking opportunities throughout the year.

Scheme Information

1. What is the purpose of the Parish Safety Volunteer Scheme?

The purpose of this initiative is to make local communities safer, more resilient and better protected from fire and crime. It will do this by:

  • Reducing accidental dwelling fires in the parishes in which Parish Safety Volunteers operate.
  • Reducing burglaries in the parishes in which Parish Safety Volunteers operate.
  • Making people feel safer in the parishes in which Parish Safety Volunteers operate.

2. Why are Essex Police and Essex County Fire and Rescue Service working together on this?

Essex County Fire and Rescue Service alongside Essex Police have a joint desire to increase community resilience and support the building of stronger communities in Essex.

2. What will Parish Safety Volunteers deliver in their Parishes?

Parish Safety Volunteers will be required to…

  • Conduct Parish Safety Visits and deliver Essex Police and Essex County Fire and Rescue Service approved advice and support.
  • Have a comprehensive understanding of what support is already offered in the Parish and be able to signpost accordingly.
  • Be able to fit smoke detectors in the homes of local residents.
  • Participate in activities in order to generate Parish Safety Visits and promote awareness of the scheme in their Parish.

4. What else will Parish Safety Volunteers be expected to do whilst volunteering?

Parish Safety Volunteers will be expected to…

  • Liaise with Essex County Fire and Rescue Service in order to arrange visits and confirm volunteering availability.
  • Keep and maintain the Parish Safety Volunteer equipment provided by Essex Police and Essex County Fire and Rescue Service.
  • Attend Parish Safety Volunteer group information, training, review and update sessions
  • Complete the paperwork required of Parish Safety Volunteers and return it within the agreed timeframe.
  • Adhere to the policies, expectations and procedures required by Essex County Fire and Rescue Service and Essex Police at all times.

5. How will Parish Safety Volunteers find individuals requiring a visit?

Referrals will be generated by Essex County Fire and Rescue Service and Essex Police, through the processes already used by the organisations to arrange home safety visits.

Referrals will also be generated by Parish Safety Volunteers themselves, as they will be promoting the service and already have some local knowledge of areas and individuals that would benefit from a PSV visit.

6. How will Parish Safety Volunteers interact with the Parish Council?

Parish Safety Volunteers will not require co-ordination or management from Parish Councils as Essex County Fire and Rescue Service will provide all support needed.

However, we will set up a direct line of communication between Parish Safety Volunteers and Parish Councils. This could mean that volunteers attend Parish Council Meetings to update on progress and activity. It could also mean a telephone or email update from volunteers. This will be a local arrangement tailored to the needs of the Parish Council in question and established when the scheme is introduced to the Parish.

7. How will Essex County Fire and Rescue Service and Essex Police keep Parish Councils updated on the PSV Scheme?

ECFRS will send a bi-monthly progress update to all Parish Councils for whom the Parish Safety Co-ordinator holds contact details. This will be sent on approximately the final day of the month.

8. How will we know what impact the Parish Safety Volunteers have on their Parish?

The Parish Safety Volunteer Co-ordinator will carry out a robust evaluation of the PSV scheme. This will be completed in by October 2016.

9. Key Contact

Parish Safety Volunteer Co-ordinator: Essex County Fire and Rescue Service – Kieron Moir.

No: 01376576237

Interested?

Please complete an application form, or get in touch using [antibot mailto=”[email protected]”].

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Storm Cowboys

Storm Cowboys

Householders and businesses are being advised by Essex County Council Trading Standards against using cowboy builders or rogue traders if their properties have been damaged by the recent storms and high winds.

Legitimate builders, plumbers, carpenters and other craftsmen will be working at full stretch and Trading Standards is concerned that dishonest traders will take advantage of the situation to rip off vulnerable residents.

Traders who knock on your door or leaflet you may provide you with a false address or a pay as you go mobile number which cannot be traced.

Trading Standards advise people to speak to their insurance companies before engaging anyone to carry out repair work and to approach businesses approved by the insurers.

In the case of flood damage, electricity and gas companies may be able to make free inspections and advise on safety work.

If your house or property has been damaged by the recent storm, the last thing you need is a rogue trader adding to the problem. We would recommend using one of our Buy with Confidence traders, who have been audited and approved by Trading Standards.

You can find a Buy with Confidence trader or obtain advice and guidance on any consumer issue by calling the Citizens Advice Consumer Helpline on 03454 040506, who handle calls for Trading Standards or look on www.buywithconfidence.gov.uk.

We would also urge residents to ensure that family, friends and neighbours are not ripped off by rogue or doorstep traders.

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News Update 17th November

Methodist News update 17th November

Christmas stable and cribThree Christmassy news items to report today:

Christmas Coffee Morning

We are holding our special “Christmas Coffee Morning” on Saturday November 28th from 10.00 to 12.00 in the Church Hall, Chapel Lane. Entrance is free and all are welcome. Coffee, tea, biscuits and mince pies will be available. There will be a variety of stalls including Home made cakes and preserves, books, jigsaws, cards and Christmas wrap, bric a brac, mystery parcels and novelty gifts.

Will you meet Mary and Joseph on their journey this year?

Posada - Mary & Joseph touring West Bergholt & Great HorkesleyThe churches in West Bergholt and Great Horkesley, as part of their Christmas preparations, are supporting Mary and Joseph on their journey around the villages.

They will be visiting the various West Bergholt Guide, Brownies, Cubs, Beavers and Rainbow packs in the lead up to the Gift and Parade service with the Uniformed organisations on Sunday 6th December at 11.00am. This will take place in the West Bergholt Methodist Church, Chapel Road and all are welcome to come to this celebration service.

Mary and Joseph will also be visiting other groups/organisations that are happy to offer them hospitality. Their itinerary is still being finalised but it is already known that among others they will be visiting:-

  • Bluebell pre-school
  • Christmas tree festival at Great Horkesley
  • St Marys for young people’s activities

This custom of the figures of Mary and Joseph going on a journey in the local community stems from Mexico where it is known as ‘Posada’.  As we welcome the figures of Mary and Joseph we are encouraged to remember those who are homeless and outcast today and to reflect on how we might offer hospitality to others this Christmas. These figures of Mary and Joseph are travelling around West Bergholt and Great Horkesley to remind us of that first Christmas journey to Bethlehem. When they arrived no room could be found for them, except in a stable, but hopefully this year they will receive a warm welcome in the groups that they visit and there will be places for them to stay.  They are keeping a diary of their travels which will be available at West Bergholt Methodist Church from their Candlelight Carol service at 6.30pm on 20th December onwards. All are welcome to join us on December 20th at West Bergholt Methodist Church, Chapel Road.

If your group is interested in having a visit from Mary and Joseph and would like to welcome them please contact Andrew Wilks to arrange this (01206 242511; [antibot mailto=”[email protected]”]).

Lit candlesCandlelit Carol Service

On Sunday December 20th there will be a Candlelight Carol service in the Methodist Church at 6.30pm. There will not be a service at 11.00am or 3.00pm.

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News Update 15th November

Christmas stable and cribSt Mary’s News update 15th November

Christmas Shoe Boxes

Thank you to everyone who filled or contributed to a shoe box for Operation Christmas Child. Maree Foster and I delivered 34 boxes to the drop off point earlier this week!

Visit by Lydia & Jon Smith

It was wonderful to have Lydia leading our Communion service this morning. Many thanks to Kate, Hayley, Dorothy, Richard , Pat & Roy for putting on a delicious lunch (apologies if I have inadvertently left anyone out!).

Christmas Choir Rehearsals

The next rehearsals are on 22 November @ 10.45pm & 29 November @ 10am.  All new singers welcome!

Christmas Tree Festival, All Saints, Great Horkesley Sat 28 & Sun 29 Nov

Great Horkesley will be holding their Christmas Tree Festival over the weekend of 28 & 29 November at All Saints church. The church will be open to visit the displays on Sat 11am – 4pm and Sun 1pm – 4pm. All Saints will also be hosting our 5th Sunday united service at 11.15am on Sun 29th November.

Christmas Tree Festival, St Mary’s West Bergholt – 11th 12th  December

The pupils from Heathlands School will be decorating Christmas trees with gifts for the night shelter and the trees will be on display in the church between 3pm-4pm on Friday 11 December, and again on Saturday 12 December (times to be confirmed).

Upcoming Events

  • Thurs 19 Nov – 9am Coffee morning
  • Thurs 19 Nov – 10am Rachel’s Home Group
  • Thurs 19 Nov – 2.30pm 5Ts
  • Sun 22 Nov – 9.30am Morning Worship
  • Sun 22 Nov – 3.30pm Confirmation Service @ Chelmsford Cathedral
  • Tues 24 Nov – 8pm Michael’s Home Group at Dorothy & Richard’s House
  • Thurs 26 Nov – 9am Coffee morning
  • Sun 29 Nov – 11.15am Joint service at All Saints Church, Great Horkesley

Services in Great Horkesley & Langham with Boxted

  • Sun 22 Nov – 8am BCP Communion, All Saints, Great Horkesley; 9.30am Communion, St Peter’s, Boxted
  • Sun 29 Nov – 9.30am Communion, St Mary’s, Langham

Sunday  Bible Readings

  • Sun 22 Nov – John 18:33-37 – Pilate asks Jesus if he is the King of the Jews
  • Sun 29 Nov – Mark 13:24-37 – Signs of the end of the age

Diary Dates

  • Fri 11 Dec – 7.45pm Wired Christmas Party
  • Sun 13 Dec – 9.30am Messy Church
  • Sun 20 Dec – 2.30pm Carol Service at the Old Church
  • Christmas Eve – 3pm Crib Service; 6.45pm Carol Service; 11.30pm Midnight Communion at All Saints, Great Horkesley
  • Christmas Day – 9.30am Family Christmas Service
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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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BYG AGM 2015

BYG AGM 12th November 2015BYG AGM 2015

The Bergholt Youth Group AGM takes place next Thursday, 12th November, at the Church Hall in New Church Road.  The meeting starts at 7:30pm and all members and parents are invited to attend.

AGENDA

  1. Apologies for absence.
  2. Minutes of last AGM 20th November 2014.
  3. Matters arising.
  4. Election of Officers for forthcoming year.
  • Club Leader.
  • Chairman.
  • Secretary.
  • Treasurer.
  • Membership Secretary.
  • Child Welfare Officer.
  1. Confirmation of Management Committee.
  2. Confirmation of Youth Committee.
  3. Treasurer’s Report.
  4. Membership Secretary’s Report.
  5. Review of Club events November 2014 to October 2015.
  6. Chairman’s and Secretary’s notes.
  7. Future Events.
  8. A.O.B.
  9. Date, time and place of next management committee meeting.