Present
- Present
- Cllrs C. Hamilton (Chair), D. Botterell (Deputy Chair), K. Millar, L. Fitzpatrick, T. Spong, V. Cauvain, P. Gould and J. Beady. Also in attendance were 11 members of the public.
Apologies
- Apologies were received from Cllr. Green. Cllr. Botterell proposed and Cllr. Cauvain seconded and it was RESOLVED to accept the apologies.
Minutes of the Previous Meeting
- The minutes of the Parish Council meeting held on 20th April 2026 were proposed by Cllr Botterell, seconded by Cllr Millar and it was RESOLVED: To approve the minutes of the Parish Council meeting held on 20th April 2026 as an accurate record of proceedings.
Declarations of Interest
None declared
Clerk’s Report
The Clerk presented the previously circulated report attached as Appendix A. All Councillors confirmed they had read the report and there were no questions.
Public Participation
The Chair invited the members of public in attendance to raise any questions/issues.
- A member of the public (MOP) asked if anyone was watering the new trees in the village as some of them are looking decidedly unhealthy. ACTION: Clerk to ask Cllr. Green
- A member of the public (MOP) gave the Council a lot of information regarding the planning (or lack of it regarding the shop at 7 Colchester Road. The Council agreed to take all of this into consideration when reviewing the Planning Application. Also the Clerk agreed to provide further information to Enforcement as necessary.
Tendring District and Essex County Councils
Neither Cllr Harris or Cllr Bray were available for the meeting. The Chair passed on a message from Dan Land who wanted to express his thanks to everyone for their support over the years.
Correspondence
- RCCE email regarding Housing Need Survey.
- Clerk thanked Marie Millar for painting over the graffiti in the Bus Stop
- Email from Tendring Emergency Planning Officer re BUFFER STOP.
- Clacton Police Open Day on 30th May from 11pm to 2pm.
Annual Governance and Accountability Return 2025/26
The Council has a statutory obligation to prepare and submit within a specified timeframe its Annual Governance and Accountability Return.
- Annual Governance Statement; Proposed by Cllr Millar, seconded by Cllr Beady and RESOLVED: To approve the Annual Governance Statement.
- Accounting Statements; Proposed by Cllr Millar, seconded by Cllr Beady and RESOLVED: To approve the Accounting Statements. (section 2).
- Notice of Electors’ Rights; Proposed by Cllr Millar, seconded by Cllr Beady and RESOLVED: To approve the dates set out in the ’Notice of Public Rights and Publication of Unaudited Annual Governance & Accountability Return’. This will be published on the website and posted on the parish noticeboards.
- Internal Audit Report; Proposed by Cllr Millar seconded by Cllr Beady and RESOLVED: To accept the Internal Audit Report for Year Ending 31 March 2026 and note its recommendations. The Clerk will assess the recommendations and report progress to a future meeting.
- Appointment of an Internal Auditor; Proposed by Cllr Hamilton, seconded by Cllr Botterell and RESOLVED: To appoint Mrs J Stobart as the Council’s internal auditor for the financial year 2026/27.
The Council’s Annual Governance and Accountability Return will be published on the Council’s website.
IT Policy
The Councillor’s confirmed they had all read the new policy. Cllr. Hamilton proposed and Cllr. Cauvain seconded and it was RESOLVED to adopt the IT Policy. ACTION: Clerk to add to website and add to review list.
1100th Anniversary of Unification
Cllr Hamilton explained the detail behind the creation of England 1100 years ago on 12th July 927. A Bank Holiday is unlikely to be announced but a discussion on whether to hold an event occurred. It was decided for all Councillors to think about this and deferred to the next meeting.
Playground Reports
Cllr Millar noted the issue with graffiti most of which has now been cleaned off. Also the ongoing issue of the previous goal mouths and the goals being unsteady. ACTION: Clerk to give Goldace go ahead to restore goal mouths. And to speak to Cllr Millar re wedges for the goalposts.
Planning Applications
Council Members considered the applications set out in Appendix B and determined as shown.
Finance and Budget
The list of monthly payments was proposed by Cllr Botterell and seconded by Cllr Cauvain and it was RESOLVED: To approve the list of payments set out in Appendix C.
Weeley Parish Council Reports
- Street Lighting: Cllr Green absent.
- Tree Warden: Cllr Green absent.
- Playing Field: Nothing to report.
- Highways: Cllr Beady presented a report which is published on the Council’s website.
- Footpaths: Nothing to report
- Transport: Cllr Millar presented a report which is available on the Council’s website.
- TDALC: Cllr Botterell noted there have been no meetings.
Other Reports
- Rural Policing: Cllr Hamilton reported 20 crimes in March.
- Speedwatch: Cllr. Beady presented her report which is published on the Council’s website.
- Weeley Residents Ass: presented their report which is available on the Council’s website.
- Weeley in Bloom (WiB): presented their report which is available on the Council’s website.
- Petanque Rink: presented their report which is available on the Council’s website.
Public Participation
Nothing further from the public.
Items to be Added to the Next Agenda
- Possible celebration event.
- Any audit findings for action
- Playground Quotes
The Chair closed the meeting at 20.25pm
Date of Next Meeting will be: Monday 15th June at 7.30pm at Weeley Village Hall
Appendix A
Clerk's Report – 18th May 2026
| Topic | Action/issue | Information | Status |
|---|---|---|---|
| Reed Pond | Initiate Management Plan |
|
Lifebuoy now moved and flagpole erected. Flag purchased for St George’s Day. Reed Pond to be discussed at July Meeting Speaking to Kevin Green re work on the pond / Getting 3 quotes for next meeting 13/10 – Have second quote now but will move to later agenda as work will not start until next Spring now. Anonymous donation of £5000 received 10/2/26 – On Feb Agenda 23/2/26 – Contractor chosen just waiting for the work to start |
| Investigate new Playground Equipment | Research | Contacted Kompan regarding a larger slide and they will site visit and give us estimates |
Will seek further quotes, but, no rush on this item. 16/7 – Possible use of funds for paths and surfacing 29/7 – to get quotes for surfacing 10/9 – One quote for surfacing received but waiting on Playdale visit and ROSPA report 13/10 – Report received deciding on next steps 16/4 – Looking into safer surfacing for the area of uneven turf. One quote received and a further one being researched. 18/5 -Attempting to get one final quote |
| Quarterly Bank Reconciliations | Adopt this policy to reconcile quarterly | To be signed by a Cllr who is not the Chair or signatory. |
29/7 – Bank reconciliation have a £40 discrepancy so working on this to reconcile. 11/8 – Completed by Cllr Millar and reconciled 20/10 – 2nd Quarter to be done 11/11 – Clerk and Cllr Millar currently working on this 23/2 – Q1,2 and 3 completed 16/4 – Q4 to be dome this month 30/4 – Q4 done and audited |
| Cloud Storage | Find Cloud Storage for Council documents | Currently the Laptop is backed up to a memory card. As part of our risk assessment we should also back everything up to the cloud. This should enable document sharing. |
4/9 – Renewed Microsoft subscription which gives 1gb of storage for each of the 6 available accounts. I will begin to look at uploading most recent docs and making accessible to all. 13/11 – No progress |
| TPOs | Keep a list of all trees in the area with TPOs | Using TDC and Richard Ransom records collate a list of all trees within Weeley that have current TPOs listed |
6/1/26 – process started |
| Assertion 10 | New portion added to the AGAR for 2026 | To learn about Assertion 10 and ensure Weeley is compliant |
15/2 – Report run against Website and to be studied. Already have gov.uk accounts |
| 9.25/5 | Finger Post at Crow Lane | Is this listed or should it be listed. Can we just clean it or replace it. Who owns it |
22/1/26 – Clerk emailed highways Essex to clarify who owns the finger post and TDC to see if it is on a Local Heritage List 10/3- Chased Open Spaces for their permission 13/3 – Permission granted to replace – discuss on March agenda 9/4/26 – No progress |
| 9.25/6 | Flashing Speed Signs | Possibility of installing some of these in Weeley |
22/1/26 – Clerk emailed Cllr D Land to discuss |
| 10/26.8 | Plaque request from WIB | Weeley in Bloom would like to place a plaque on the bench by the Fire Station in honour of a member who used to maintain this area |
19/1 – Council voted to allow plaque 22/1 – Clerk notified WiB of permission 24/2 – Just awaiting confirmation from WiB of lettering |
| 11.26/8 | Barleyfields lighting | Contact Rose and discuss the options for lighting removal |
27/2 – Spoken to Rose and sent them a Letter of Authority to speak to UK Power Networks to see what can be done with our lights. 18/5 – No update |
| 11.26/10 | Council Bins | Move bins to different locations (Including Reed Pond bin) |
27/2 – Get quotes for moving bins as discussed. 9/4 – One quote received 18/5 – Bins moved as requested |
| Defibrillator Theft | Defibrillator Stolen and needs to be replaced | Report to police and insurance and then research a new Case and Defibrillator. |
20/4 – Reported to the Police 23/4 – reported to Insurance awaiting response |
Appendix B
Planning Applications for Month to 18th May 2026
| Date of Notification | Application No. | Details | Address | Resolution / Comment |
|---|---|---|---|---|
| 29/4/26 | 26/00631/VOC | Application under Section 73 of the Town and Country Planning Act for Variation of Condition 2 (Approved Drawings) of application 24/01855/FUL to enable the proposed store to be repositioned. | Land Site opposite 6 Victoria Road Weeley Essex | No comment |
| 26/00647/ADV | Mr Kiritto Sebamalaimuthu - Budgens | Application for Advertising Consent - 1 no. externally illuminated fascia sign and window vinyls. | 7 Colchester Road Weeley, Clacton On Sea Essex CO16 9JT | Non illuminated sign with arm uplighters. Residential area no lighting other than the shop. And restrictions on when light it on. What size of banner should the shop be allowed on the fence – excessive – no mention of the banner on the fence |
| 12/5/26 | 26/00717/FULHH | Householder Planning Application - Single storey extension. | 17 The Street Weeley Clacton On Sea Essex | No comment |
Planning Determinations
| Application No. & Determination | Proposal | Address |
|---|---|---|
| 26/00341/COUNOT | Prior Approval Application under Part 3, Class MA of the Town and Country Planning (General Permitted Development) (England) Order 2015 (as amended) for conversion of existing office building (Use Class E) to 18no. residential flats (Use Class C3). | Mathew Taylor, Weeley Council Offices, Thorpe Road Weeley, Clacton On Sea Essex CO16 9AJ |
| 26/00570/EIASCR | EIA Screening Opinion for outline planning application, with all matters reserved except access, for up to 1,000 dwellings (Class C3) including affordable homes and self-build and custom-build homes, a neighbourhood centre which includes commercial, business, services (Class E) and community uses (Class F2), approximately 18ha of public open space and parkland, including a village green, sustainable drainage systems, landscaping and biodiversity enhancements and associated development. | Andrew Martin, Weeley Green Garden Village Land South of Colchester Road Weeley Essex CO16 9AD |
| 26/00324/LBDISC | Discharge of conditions application for 25/00307/LBC - Condition 3 (Materials), Condition 7 (Underfloor Heating System), Condition 8 (Internal Insulation), and Condition 9 (Building Services). | Paul McLean, Dale Brow, Thorpe Road, Weeley, Clacton On Sea Essex, CO16 9JL |
| 26/00462/FULHH | Householder Planning Application - Single storey rear extension. | Mr S Butcher, 10 St Andrews Close Weeley, Clacton On Sea Essex CO16 9FX |
Appendix C
Payments for Authorisation: May 2026
| Invoice Date | Invoice No. | Account | Payee | Service | NET (£) | VAT (£) | GROSS (£) | VAT No | Setup Pyt |
|---|---|---|---|---|---|---|---|---|---|
| 23/04/2026 | SI-20944 | Unity Bank | A D Mitchell Electrical Contractors | Clacton Road opposite the White Hart pub Old type fitting, replace with new LED street light fitting and fit new photo cell | £239.00 | £47.80 | £286.80 | GB 843710927 | Y |
| 14/04/2026 | SI-235 | Unity Bank | Dunmow Training Ltd / Councilwise | Make Your Documents Accessible Course | £25.00 | £5.00 | £30.00 | 503627806 | Y |
| 27/04/2026 | Unity Bank | Mrs J Stobbart | Internal Audit 2025-26 | £275.00 | £0.00 | £275.00 | Y | ||
| 07/05/2026 | 10009905615 | DD (Barclays) | Castle Water | Reed Pond April | £7.79 | £0.00 | £7.79 | N(Direct Debit) | |
| 31/05/2026 | Unity Bank | Stephen Gunter | Clerks Pay (May 2026) | £872.49 | £0.00 | £872.49 | Y | ||
| 31/05/2026 | Unity Bank | Stephen Gunter | Clerk's Expenses | £16.70 | £0.00 | £16.70 | Y | ||
| 13/05/2026 | 2601800059516 | Unity Bank | Steve Gunter | Canon Ink Subscription | £3.32 | £0.67 | £3.99 | 398669467 | Y |
| 27/05/2026 | IV0445487 | DD (Barclays) | SSE Energy Solutions | Street Lighting (April) | £222.14 | £11.11 | £233.25 | 553769603 | N(Direct Debit) |
| 14/05/2026 | INV-1067 | Unity Bank | Goldacre Contracting | Playing Field, Reed Pond, Verges 3rd Cut | £459.00 | £91.80 | £550.80 | 366952259 | Y |
| 31/05/2026 | Unity Bank | Essex Pension Fund | Clerk's Pension (May) | £262.46 | £0.00 | £262.46 | Y | ||
| 31/05/2026 | DD (Unity) | Unity Bank | Monthly Charge (April) | £7.00 | £0.00 | £7.00 | N(Direct Debit) |
Total: £2,389.90 NET, £156.38 VAT, £2,546.28 GROSS
Barclays Bank balances as at 18th May 2026; current account £244.80; deposit account £18,806.15
Total in Bank £128,169.41
Unity Bank balances as at 18th May; current account £2,401.39, Savings Account £107,717.07
Less Apr Pyts £2,546.28
Total £125,623.13