Council Meeting – 4th December 2025
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Minutes of the Parish Council Meeting
held on Wed 23rd
July 2025 at 7.30pmin the John Lampon Hall, CO6 3BW
| Chair: | Cllr Brian Butcher |
| Parish Councillors: | Cllrs Harry Stone, Andrew Savage, David Short, Katie Pulford, Bill Pigeon, Bob Tyrrell, John Gili-Ross and Paul Chamberlain |
| Also in attendance: | Laura Walkingshaw (Parish Clerk) |
| City & County Cllrs: | City Cllr Sara Naylor |
| Members of the public: | 1 member of the public present. |
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Before the meeting began, a minute’s silence was held for Sarah Cook, the wife of former Parish Councillor Phil Cook, who was a very active and valued member of the Parish Council, instrumental in the production of the WB Neighbourhood Plan. The Parish Council extended its sympathy to him and his family, and a card will be sent from the council shortly after the meeting.
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25/106 Receive /accept apologies and welcome to the public.
Apologies were received from Cllr Veronique Tyler.
25/107 Declarations of Interest
Cllr Pulford declared an interest in item 25/111, planning application 251431 and also Cllrs Pigeon & Stone, who declared an interest in planning application 251324.
25/108 Previous Minutes & Actions
To approve and sign the Minutes of the Parish Council Meeting held on Wed 25th June 2025 and note any outstanding actions.
RESOLVED – the Minutes of the Parish Council Meeting held on Wed 25th June 2025 were approved and signed by the Chairman, with no amendments. (See link to PC Minutes P3 Jun 2025)
25/109 Questions from registered electors
There were no questions received from registered electors.
25/110 Report from Colchester City & Essex County Councillors
Cllr Naylor reported on:
Local Government Reform – there is continuing movement on this, with different arrangements still being proposed. Will know more in the autumn as all the cases will be looked at in the 3rd week of September when the government will decide which one fits their Bill.
Cllr Gili-Ross reported that apparently three unitary authorities appear to be the preferred option by the government with Tendring/Uttisford/Colchester merged into one authority, but an awful lot is still undecided. The role of Mayor is probably the most important part of the reforms but not many candidates have even been put forward as yet. Can only hope that the public realise just how important these reforms are as in 3 years’ time things will be very different. Assets will need to be registered by the Parish & Town Councils if they wish to step up for additional work, although Colchester City Council (CCC) has just confirmed that it is not in a position to discuss assets as yet.
ACTION – Clerk to check the existing List of Community Assets and circulate to members ready for discussion at the September meeting. Cllrs to also send any ideas of what assets the PC might be interested in taking over from CCC in advance of the meeting.
However, the Cllr Butcher did remind members that assets can also be a liability, so the council does need to be careful.
ACTION – Cllr Naylor will see which officer at CCC is the most likely to be able to provide the PC with a list of assets.
25/111 Planning
a) To note the following agreed comments made by the WBPC Planning Committee to CCC at their meeting on 14th July 2025 (See link to Planning Minutes P4 Jul 2025):
Cllrs Pulford, Pigeon and Stone redeclared an interest again at this point:
- 251244 – Cooks Hall Farm, Cooks Hall Road, West Bergholt
Retrospective application for the works at the Dutch Barn
Comment: Having considered all the details of this application, the Parish Council has noted that the construction is far in excess of the requirements of an agricultural building and raises the concern that future use of the building could be for residential use. We request that CCC explore this possibility
Decision: Object
- 251312 – Land off, Colchester Road, West Bergholt
Erection of three new dwellings and associated infrastructure – 1 x 3 bedroom and 2 x 2-bedroom dwellings
Comment: Having considered all the details of this application, the Parish Council has decided to object as the application is not in accordance with PP9 of the CCC-adopted West Bergholt Neighbourhood Plan i.e. it is outside the settlement boundary shown on WBNP’s plan PP9/1. Also, the application does not comply to PP10 of the Neighbourhood Plan. All new developments should be of a high-quality design and sustainable construction. The new buildings do not respect the street frontage or adjacent buildings, the proposals are out of harmony with their surroundings layouts, building lines, materials, height, proportion, scale and massing.
Decision: Object
- 251324 – Micina, Chapel Lane, West Bergholt
Demolition of existing rear conservatory to be replaced with single storey rear extension. Part conversion of existing garage. Side extension at first floor level over existing garage. Side single storey porch extension
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
- 251330 – Bracken Cottage, Scarletts Chase, West Bergholt
Demolition of existing garage / workshop with the construction of a replacement 1.5 storey garage / workshop with hobby room at first floor level.
Comment: Having considered all the details of this application, the Parish Council has decided to support the application subject to approval being conditional on the replacement garage only being used solely by people associated with, and users of, the main dwelling, and that it is not sold or let separately to the applicant’s main property.
Decision: Support
- 251431 – Newbridge Mill, Newbridge Hill, West Bergholt
Application to determine if prior approval is required for a proposed: Installation of Solar Photovoltaics (PV) panels on an existing agricultural building.
Comment: Having considered all the details of this application, the Parish Council has decided not to comment.
Decision: Support
b) To approve the following comment made by the WBPC Planning Committee to CCC at their meeting on 14th July 2025 for the following late planning application:
- 250348 – Land off, Valley Crescent, West Bergholt
The Planning Committee agreed the following recommendation at the meeting of the 14th July.
Planning Application: Outline Application with all Matters Reserved except Access for the erection of up to 7 no. Dwellings with Parking and Access.
Recommended comment: Having considered all the details of this application, the Parish Council has decided to object as the application is not in accordance with PP9 of the West Bergholt Neighbourhood Plan, i.e. it is outside the settlement boundary shown on WBNP’s plan PP9/1.
Decision: Recommendation to the Parish Council to Object
The Parish Council were shown this recommendation and details of the application.
RESOLVED – Cllr Tyrrell proposed to agree the Planning Committee’s recommended comment of the 14th July, Cllr Savage seconded. All in favour.
ACTION – Clerk to submit comment and the PC’s objection to CCC’s Planning Portal.
There then followed a further discussion of the application, as City Cllr Naylor reported that she understood that CCC were proposing to approve it, even though it is outside the settlement boundary. This was obviously extremely disappointing to the Council as although a resident commented that during the 2017 Land Availability Assessment it categorised as green, once the settlement boundary was redrawn it was outside it on the CCC-approved Neighbourhood Plan and one would expect to be treated as such.
ACTION – Clerk to submit the approved comment to the relevant CCC Planning Officer and to copy in City Cllr Naylor. This is to make the point that if this is approved, it will just add to the drip feed of additional developments being constructed in West Bergholt at present and as they are counted as windfall, they will not count towards the 250 currently proposed for the village in the new Preferred Options document.
Cllr Naylor will attend CCC’s planning meeting and express the opposition of WBPC to the scheme.
c) To note the discussions held with CCC’s Joint Head of Planning, Karen Syrett and Planning Policy Officer, Ben Plummer, in regard to CCC’s Local Plan Preferred Options document.
Karen Syrett, Joint Head of Planning, and Ben Plummer Senior Planning Policy Officer at Colchester City Council attended the WBPC Planning meeting to discuss the proposed preferred options plan set out by CCC. Their attendance was informative and greatly appreciated, with a few actions coming out of the meeting. The committee thanked them for their time.
25/112 Environment & Highways
To note the minutes of the WBPC Environment Committee from their meeting of 10th July 2025. (See link to Environment Mins P4 Jul 2025)
The minutes of the 10th July 2025 meeting were noted, with the following points brought to the Council’s attention:
- An estimate of approximately £600 has been received for the MOT and repairs to the Council’s vehicle.
- Cllr Stone is still investigating the gate requested by the School on the Heath. This will be discussed by the Environment Committee again, when they meet in September and will be passed upwards to the Trust for any decision, if required.
- Normal activities continue but are currently one Handymen down due to illness.
- The question about dogs on Trust land needs further discussion by the Trust itself
ACTION – Clerk to add to next Trust agenda in September.
- Chapel Rd bus signage – Cllr Gili-Ross has not been able to get in touch with the resident.
ACTION – Clerk to email the resident & copy in County Cllr Barber as well as Cllrs Pigeon & Gili-Ross.
- 20mph campaign: SERP (Safer Essex Roads Partnership) is seeking to explore whether there are communities which would like/are pushing for a 20mph speed limit.
RESOLVED – Cllr Butcher proposed that the Council register an interest in joining the 20mph campaign, Cllr Stone seconded. All in favour.
ACTION – Clerk to register WBPC’s interest.
- Heathlands PTA Fireworks Committee enquiry re: trees at back of the school.
ACTION – Clerk to inform the PTA that Cllr Gili-Ross and the Environment Committee are looking into this.
- Practice Goal on Lorkin Daniell Field – fencing has now been collected, snags all corrected and it is already being well used.
25/113 Finance
a) Statement of accounts for June 2025
The final accounts for June 2025 (25% through the financial year) were presented as follows: (See link to PC Accounts P3 Jun 2025).
Receipts at 50%, General Expenditure 23%, Environment Expenditure 15%, Overall Expenditure 21%
Bank Rec at £ 107,602.99.
Projects & Reserves Sheet: new items shown are a couple of items for the WB Comm Hub, 2 flags (as per the Action Plan) and the emptying of the OHMC Projects money from 2024-25 over to the Hall account.
The Parish Council agreed to fly a flag more or less 365 days a year, subject to inclement weather. Which flag will depend on the time of year.
b) Payments
RESOLVED – to approve the July 2025 payments list in accordance with the 2025-26 budget as detailed below. Proposed by Cllr Savage, seconded by Cllr Butcher. All in favour.
July Payments List:
| DD | Barclays | Bank charges | 10.00 |
| DD | Octopus Energy | Floodlight electricity – Jun 25 | 17.63 |
| SO | J & M Payroll Services | Jul – wages, tax & NI | 6,000.00 |
| PC25054 | J & M Payroll Services | Jul – wages tax & NI | 2,541.09 |
| PC25055 | J & M Payroll Services | Payroll services – Jun | 48.00 |
| PC25056 | WBFC | Grass cutting Jul – LD Field | 50.00 |
| PC25057 | Countrywide | Grass cutting Jul – Poor’s Land | 219.50 |
| PC25058 | Petty Cash | Caretaker: shears, gloves, tools; Hammerite | 77.50 |
| PC25059 | TBS Hygiene | Litter & dog bin emptying 28/06/25 – 25/07/25 | 237.60 |
| PC25060 | Laura Walkingshaw | Furniture, fridge and miscellaneous items | 571.98 |
| PC25061 | Totally Branded | 3m x 3m WBPC printed gazebo | 1,308.66 |
| PC25062 | Envirosigns | Signage for Chapel Road | 117.60 |
| PC25063 | CALC | Annual membership | 35.00 |
| PC25064 | A-Z Supplies | 3 x computer chairs | 489.60 |
| PC25065 | Printerland | A3 Printer – Epson WorkForce WF-7840DTW | 225.58 |
| PC25066 | ROSPA Play Safety | Playground inspection 2026 & meeting | 204.00 |
| Chq 104299 | DVLA | 12mths Vehicle Tax – KJ55 DME Truck | 345.00 |
| PC25067 | Outdoor Places | Work to LD Field practice goal area | 14,724.00 |
| PC25068 | Laura Walkingshaw | Mthly server, misc. items for WB Comm Hub | 294.36 |
| PC25069 | KingServ | Quarterly website services – Aug-Oct 25 | 450.00 |
| PC25070 | Allard Furniture Ltd | 3 used furniture items – WB Comm Hub | 354.00 |
| Tfr | PC to Hall account | First aid kit, H & S poster, A3 paper, stationery | 85.56 |
| Tfr | PC to Hall account | WYG hire of SC – Jun 2025 | 51.60 |
c) To approve the Finance Committee’s recommendation to pay for a Housing Needs Survey to provide evidence for WBPC’s response to CCC’s Local Plan Preferred Options document.
Karen Syrett, Co-Head of CCC Planning, attending the latest WBPC Planning Committee meeting advised that as West Bergholt’s last Housing Needs Survey was undertaken some 10 years ago, it would be a good idea to update it in readiness of providing the PC’s own evidence in regard to the proposed Preferred Options document.
Cllr Butcher has approached the RCCE for an initial quote, which varied from £1,060 – £2,187 depending on the number of replies returned by post to the RCCE, in their prepaid envelope. The surveys will be delivered in the Village Bulletin and can also be completed online. The cost varies depending on the level of response, with 30% the normal return rate so it will be more likely to be at the £1,000 end of the quote. There is money available in the Neigh Plan implementation projects.
The survey will ask the residents of West Bergholt what types of property they consider West Bergholt currently needs, which will in turn have an influence on the density and size of land that is required.
RESOLVED – Cllr Savage proposed to approve the Finance Committee’s recommendation to pay for a Housing Needs Survey to provide evidence for WBPC’s response to CCC’s Local Plan Preferred Options document. Seconded by Cllr Butcher. All in favour.
25/114 Governance
a) To note the election of roles to the Planning and Finance Committees
The Parish Council noted the election of the following roles:
Planning & Development Committee
Chair: Cllr Bob Tyrrell
Vice Chair: To be confirmed following the August meeting
Finance, Policy & Personnel Advisory Committee
Chair: Cllr Andrew Savage
Vice Chair: Cllr Brian Butcher
ACTION – Clerk to confirm with the webmaster and ensure Vice Chair election is added to the Planning Committee agenda for August.
b) To note the latest updates to the WBPC Action Plan 2025-26
Latest updates added and shown to the Committee. Several items have now been completed, such as the purchasing of the flags & WBPC gazebo, with the renovation of the practice goal area and others such as the West Bergholt Community Hub nearing completion.
25/115 Communications
a) To receive the Monthly Website and Publicity Officer’s report
Both the Monthly Website report and the latest social media updates were circulated to members in advance of the meeting and noted. There has still been an issue with emails not getting through to certain Councillors.
ACTION – Clerk and Webmaster to investigate the email issues further.
b) To agree to end the Parish Council’s use of X (Twitter)
While Sara Cullis was a Councillor and Publicity Officer, she ended the use of X (Twitter) by WBPC, however it seems to be being used again looking at the latest figures from Julie. The Clerk therefore asked for clarification from the Council.
RESOLVED – Cllr Butcher proposed to approve the Finance Committee’s recommendation to end the Parish Council’s use of X (Twitter). Cllr Pigeon seconded. All in favour.
ACTION – Clerk to inform her Assistant & the Webmaster.
25/116 WB Community Hub
To receive an update on the completion of the WB Community Hub project.
Cllr Savage updated the Council on the progress of the WB Community Hub project. The furniture is now in the building with the Clerk working in the WB Comm Hub full time (9am-4pm) Monday-Fridays. In regard to the contractor, the PC expects to receive one more invoice once the project manager has approved the payment certificate, until the final retention payment which is due next year.
The Council took the opportunity to thank Cllr Pulford for her kind donation of furniture and presented her with some flowers.
25/117 MUGA/Tennis Courts
To agree to the MUGA Working Party recommendation to a trial run for free hire of the tennis courts to children over the summer holidays, 23rd July-1st Sept 2025.
As part of the WB Community Hub project, it had been discussed previously that the tennis courts would be free to hire for local youths (ages 10-18) for children-only matches, if the courts were not otherwise booked. This will run as trial during the summer of 2025, Mon-Fri 9am-4pm, until Monday 1st September 2025.
A calendar will be set up on the westbergholt-pc.gov.uk website showing the weekly timetable of hirings and bookings can be made via text or by coming to the WB Community Hub during opening times.
A call is about to be put out on social media for donations of old tennis equipment for those without any to use. The equipment will be stored at the Hub and can be lent out from there.
RESOLVED – Cllr Butcher proposed to agree to the MUGA Working Party recommendation to a trial run for free hire of the tennis courts to children (10-18 yrs old) over the summer holidays, 23rd July-1st Sept 2025. Cllr Pigeon seconded. All in favour.
25/118 William Sims Sports Field
To receive an update on progress with the William Sims Sports Field
The council has received an email from Hopkins Homes’ PR company, stating that they had heard from Hopkins Homes and the Landowner regarding the ransom strip across the retained land between the William Sims Sports Field and the WB Cricket Club. They have agreed to arrange a meeting for the discussion of “rights of access across the land for recreational purposes only, subject to their reasonable costs being met”.
An issue was also raised about a section of the Sims Field which appears to have been re-seeded recently, but following the drought it is now full of weeds.
ACTION – Clerk to contact the PR Company to draw their attention to the weed issue and to request the meeting (on Zoom if not in WB). Clerk to also reactive the planning application.
25/119 Items of Note
- Crime Statistics – (16th Jun – 18th Jul 2025) 3 burglaries & 1 bike theft, but crime figures now include Eight Ash Green, with no details on street names or postcodes, so it will be more difficult to know where the crimes took place.
- To note the latest Summer Beach Project meeting – 16th July 2025 – The notes were circulated to members in advance of the meeting. The planning is all going well, thanks to the generosity of the Care Network and East of England Co Op, and the council would like to record its thanks to both of them and West Mersea Town Council, for their help locally. The visit will be publicised more widely as soon as it takes place.
25/120 Training & Networking Events
To note & receive feedback from the training/networking undertaken during the last month by Councillors or the Clerk:
- University of Essex Annual Meeting – 23rd June – Cllr Butcher was in attendance but didn’t find it as fulfilling as the previous year, however he did manage to meet the people that he wanted to see on behalf of WBPC.
· Enovert Community Trust AGM – 8th July 2025 – Cllr Savage attended the recent Enovert AGM. The landfill site that is linked to the Enovert Community Trust is planned for closure at the end of 2026. There will be a small extension of time afterwards for grants but only whilst the landscaping is being completed, so it is likely that WBPC will only have one more opportunity to apply for a grant from them. From his visit, Cllr Savage has learnt what kind of grants they prefer to make, which will hopefully help WBPC in its future application.
- RCCE AGM – 9th July – Cllr Butcher attended this event, which was interesting at the start, but was less so once the award ceremony began.
- Safer Essex Road Partnership event – Cllr Gili-Ross attended this event, reporting to the council that there have been a record number of road deaths so far in 2025 (94) and although the aim was to reach zero eventually, it is unlikely. There is a drive to limit villages to 20mph (see item 25/112 earlier)
- It was noted that the EALC (Essex Association of Local Councils) was moving to Freering from Great Dunmow and so Cllrs were advised to check where their future training is being held, whether it be in Freering or at one of the various Hubs around the county.
25/121 Items for Next Agenda (24th Sept 2025)
- Planning Committee Vice Chair confirmation
- Christmas Tree WP Terms of Reference
- Co-option vacancy – can review.
- Discussion of Community Assets – if list available.
25/122 In Committee
No matters were discussed in committee.
25/123 Date of Next Meeting
The next meeting of West Bergholt Parish Council will be held on Wed 24th Sept 2025 at 7.30pm in the John Lampon Hall, Orpen Memorial Hall, Lexden Rd, CO6 3BW.
The meeting closed at 9.12pm.
Signed: Date: