Present
- Present
- Cllrs C. Hamilton (Chair), D. Botterell (Deputy Chair), G. Foster, K. Millar, K. Green, L. Fitzpatrick, V. Cauvain and J. Beady. Also in attendance were 6 members of the public and Cllr Peter Harris.
Apologies
- Apologies were received from Cllr. Spong. Cllr. Hamilton 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 22nd April 2025 were proposed by Cllr Botterell, seconded by Cllr Cauvain and it was RESOLVED: To approve the minutes of the Parish Council meeting held on 22nd April 2025 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 about Reed Pond and it was confirmed it is still on the Council’s Radar.
Tendring District and Essex County Councils
TDC Cllr Harris: mentioned the following:
- At the last Full Council meeting a Reform councillor was removed from the Resources and Overview and Scrutiny Committee Cllr Harris vetoed the suggested replacement as nepotism therefore all committees have gone back to default position.
- At the next meeting (20th May) voting on acceptance of the Colchester / Tendring Borders Garden Community.
- Thank you to WPC for the VE Day 80 Commemoration Day.
EALC Cllr Land: was not present
- Cllr Hamilton mentioned the kerbstones to be fixed on 2nd Avenue.
Correspondence
The Clerk mentioned the following Correspondence:
- Email from Carlo Guglielmi thanking Dan Land for moving A120 roadworks from 8pm to 9pm.
- Email from Robert Lee at Highways regarding diversion of Footpaths 3, 4 and 5 in Weeley. The Council did not want to make any comment.
- Email from 5 Estuaries Wind Farm.
Annual Governance and Accountability Return 2024/25
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 Hamilton, seconded by Cllr Cauvain and RESOLVED: To approve the Annual Governance Statement.
- Accounting Statements; Proposed by Cllr Hamilton, seconded by Cllr Cauvain and RESOLVED: To approve the Accounting Statements. (section 2).
- Notice of Electors’ Rights; Proposed by Cllr Hamilton, seconded by Cllr Cauvain 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 Hamilton seconded by Cllr Cauvain and RESOLVED: To accept the Internal Audit Report for Year Ending 31 March 2025 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 Cauvain and RESOLVED: To appoint Mrs J Stobart as the Council’s internal auditor for the financial year 2025/26.
The Council’s Annual Governance and Accountability Return will be published on the Council’s website.
Playing Field Request
The Clerk presented the previously circulated booking form and Cllr Hamilton proposed and Cllr Botterell seconded and it was RESOLVED to accept the booking once further details obtained. Action: Clerk to get further details.
VE Day 80 Commemorations
Cllr Hamilton presented a report on the day’s activities. A couple of issues were mentioned for future events.
- PA System to be placed centrally
- Layout (eg Dog Show) moved centrally and use PA System for announcements.
- Later start for any acts (at least 30 minutes after opening)
Cllr Hamilton presented a cheque to Cllr Harris for £600 raised for UK Homes 4 Heroes.
Phone Box Library
Cllr Beady explained that the Library is now open for books and seeds. Spare books can be dropped at the phone box. Council agreed the wording for the Phone Box and suggested to black out the windows with the white lettering.
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 Hamilton 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: Nothing to report.
- Tree Warden: Sourcing trees for Weeley Bypass.
- Playing Field: Nothing to report.
- Children’s Play Area: Nothing to report.
- Highways: Cllr Beady presented a report which is published on the Council’s website.
- Footpaths: Nothing to report.
- Transport: Cllr Millar mentioned that Greater Anglia will be renationalised on October 12th. On 1st June bus timetables will change as Hedingham and Chambers buses becomes Konect Buses.
- TDALC: Cllr Botterell noted that on 23rd April an Extraordinary meeting was held regarding reorganisation.
Other Reports
- Rural Policing: Cllr Hamilton reported 18 crimes in March 8 of which were in Gutteridge Hall Lane.
- 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: had nothing to report.
Public Participation
Members of the Public (MOP) mentioned the following:
- Light over the side door to Village Hall – Cllr Hamilton to follow up with Village Hall.
- Hemlock plants at Reed Pond. Action: Clerk to speak to Grass Maintenance Contractor to see if they can help.
- Cllr Hamilton mentioned planter that was offered to Cllr Green. This will be added to the next meeting agenda. Action: Clerk to add to next meeting.
Items to be Added to the Next Agenda
- Approval for planter
- Review Emergency Plan
- CCTV
The Chair closed the meeting at 20.40pm
Date of Next Meeting will be: Monday 16th June at 7.30pm at Weeley Village Hall
Appendix A: Clerk’s Report – 22nd April 2025
| Topic | Action/issue | Information | Status |
|---|---|---|---|
| Scout Hut | Prepare a new lease. | Have initiated a chat with a new solicitor from Sparlings and have sent a copy of the lease to them. Awaiting response before contacting the Scouts. It is proposed to make the lease 35 years. Estimate received for creating a new lease but also with some information for the Scouts to be passed onto them. Scouts have now appointed representation. | Met with the Scouts along with Cllr Hamilton and have made the final statements known to our solicitor and hopefully this will now complete very soon. Chased our Solicitor for an update |
| Weeley bypass | Determine options for the avenue of poplars | The Clerk has agreed to contact ECC Place Services to chase for a firm proposal including numbers and species of trees to plant. | Email received from ECC Place Services with suggestions. Postponing until March meeting as December meeting is very busy currently. Sourcing costs for 2 different colour Acer Trees to plant in Autumn |
| Reed Pond | Initiate Management Plan |
|
Lifebuoy now moved and flagpole erected. Flag purchased for St George’s Day.. |
| 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 |
| Quarterly Bank Reconciliations | Adopt this policy to reconcile quarterly | To be signed by a Cllr who is not the Chair or signatory. | Q3 reconciliation done by Cllr Millar. Q4 to be done in March. As per auditor will amend how we do Bank Recs |
| Playground Inspections | No evidence of inspections undertaken despite them happening | Clerk will investigate software to help with this as long as the relevant Cllrs agree and cost agreed | Software setup. Now need to show councillors how to use. Will arrange meeting with James Dunne of PSS Arranging meeting with new rep. |
| Asset Register | Review Asset Register | Noted that Asset Register should be reviewed for obsolete items and to update actual replacements costs rather than book cost. Suggested that a limit is set for assets to be added (i.e £200 if this is the excess) | Cllr Fitzpatrick will assist the clerk with this activity.Clerk to liaise with Cllr Fitzpatrick and define this.No progress. Possibly use Playground software if adopted to load assets |
| Accounts Exceed | Accounts exceed FSCS limit of £85000 | Council to decide whether to open additional bank accounts to ensure full cover for monies. All banking arrangements to be reviewed | Cllr Cauvain to be added although looking at the account it shows as Revoked. New Saving account now setup with Unity Bank. Funds will be transferred after Audit complete £85000 now transferred to Unity Bank Savings Account |
| Fencing at Spinney | Gather quotes to protect Spinney in Weeley Heath from Encroachment | Clerk to gather quotes for fencing at the Spinney | No progress – 3 quotes to be sought. Still awaiting 2 further quotes. |
| To create a Read Only Facebook presence | Clerk to work with Cllr Cauvain to set this up and define a policy document | Policy amended to reflect WPC once adopted FB to be created in conjunction with Cllr Cauvain. Facebook page to be created | |
| Playing Field | Look into changing policy of hiring field for commercial enterprises | Due to more commercial type hiring request it should be that the Parish Council can charge for these types of field use. | Look into changing policy and charging for commercial uses of the field. Different charging for different sizes of field use. No progress |
| Memorial Bench | Get quotes for a Memorial Bench | WPC has agreed to buy and install a memorial bench for Mike Brown. Clerk looking into prices and options | Options presented for approval at April Meeting Bench ordered and to be delivered in June. |
Appendix B: Planning Applications for Month to 19th May 2025
| Application No. | Details | Address | Comment/Resolution |
|---|---|---|---|
| 25/00607/FULHH | Householder Planning Application - Single storey rear extension and loft conversion including rooflights and first floor windows to side gable.(Discussed at April meeting) | 42 Colchester Road, Weeley, Essex, CO16 9JR | No Comment |
| 25/00639/FULHH | Householder Planning Application - Retrospective application for a fence. | Ms Wiggins, White Chalk House Clacton Road Weeley Heath Essex | No Comment |
| 25/00655/FULHH | Householder Planning Application - Single storey side and rear extension (following removal of existing side extension). | Mr Ozturk, 37 Colchester Road Weeley Clacton On Sea Essex | No Comment |
| 25/00714/VOC | Application under Section 73 of the Town and Country Planning Act for Variation of Condition 1 (Approved Plans), Condition 2 (Landscaping Details), Condition 4 (Vehicular Turning Facility), and Condition 5 (Garages and Vehicle Parking) of application 21/00462/DETAIL to amend design of approved dwellings | Rainbow Nurseries 23 Colchester Road Weeley Essex | Comment on width of access road and the fact that this is part of PROW Weeley 2. |
Planning Determinations
| Application No. and determination | Proposal | Address |
|---|---|---|
| 25/00271/FULHH Refusal – Full 23.04.2025 Delegated Decision | Householder Planning Application - conversion of garage to annex with raising of roof to facilitate a first floor following approval under 19/01326/FUL and 22/02068/FULHH. | Mr and Mrs J Green 1 Barnfields, Clacton Road Weeley Heath, Clacton On Sea Essex, CO16 9EF |
| 25/00568/WTPO Approval – Full 02.05.2025 Delegated Decision | Works related to Tree Preservation Order (11/00020/TPO) - T1 Oak - Reduce crown over hanging main site house by 2 metres. | Mr Paul Rosson, 20 Cravenwood Close, Weeley, Essex CO16 9DG |
| 25/00517/FULHH Approval – Full 16.05.2025 Delegated Decision | Householder Planning Application - Single storey rear and side extensions. | Mr Drew Welham, St Andrews,Church Lane, Weeley Clacton On Sea, Essex CO16 9AT |
Appendix C: Payments for Authorisation: May 2025
| Invoice Date | Invoice No. | Cheque No. | Payee | Service | NET (£) | VAT (£) | GROSS (£) | VAT No | Setup Pyt |
|---|---|---|---|---|---|---|---|---|---|
| 02/05/2025 | INV-0813 | Current (UB) | Goldacre Contracting | Playing Field and Verges 2nd Cut and extra cut | £613.00 | £122.60 | £735.60 | 366952259 | Y |
| 01/05/2025 | Inv 44 | Current (UB) | Alan Harmon | Converting Phone Box to Library | £553.00 | £0.00 | £553.00 | Y | |
| 01/05/2025 | WVH-4304 | Current (UB) | Weeley Village Hall | Office Rental 2023-24 | £500.00 | £0.00 | £500.00 | Y | |
| 01/05/2025 | WVH-4306 | Current (UB) | Weeley Village Hall | Office Rental 2024-25 | £500.00 | £0.00 | £500.00 | Y | |
| 06/05/2025 | 10006298310 | DD (Barclays) | Castle Water | Reed Pond | £7.35 | £0.00 | £7.35 | 319 4277 88 | N |
| 06/05/2025 | 18698 | Current (UB) | EALC | Routine Playground Inspection Course | £400.00 | £80.00 | £480.00 | 316422724 | Y |
| 03/05/2025 | S070652 | Current (UB) | Spong Builders and Contractors | Fixing Damage to Lamppost at Weeley Bridge | £310.00 | £62.00 | £372.00 | 466199995 | Y |
| 02/05/2025 | Current (UB) | Boxted Methodist Silver Band | Band for VE Day Event | £300.00 | £0.00 | £300.00 | Y | ||
| 03/05/2025 | IN13057778 | DD (Barclays) | Npower | Street Lighting | £379.68 | £18.98 | £398.66 | 559079889 | N |
| 19/05/2025 | Current (UB) | S Gunter | Canon Ink Subscription | £3.32 | £0.66 | £3.99 | Y | ||
| 19/05/2025 | Current (UB) | S Gunter | May Wages | £846.23 | £0.00 | £846.23 | Y | ||
| 19/05/2025 | Current (UB) | S Gunter | Expenses | £40.10 | £0.00 | £40.10 | Y | ||
| 20/05/2025 | Current (UB) | Essex Pension Scheme | Clerks Pension (May) | £266.82 | £0.00 | £266.82 | Y | ||
| 19/05/2025 | Current (UB) | C Hamilton | Expenses (April) | £157.31 | £0.00 | £157.31 | Y (prepaid) | ||
| 12/05/2025 | Current (UB) | C Hamilton | Expenses (May) | £388.67 | £0.00 | £388.67 | Y (prepaid) | ||
| 30/04/2025 | DD (UB) | Service Charge | Monthly Bank Charge | £6.00 | £0.00 | £6.00 | N | ||
| 08/05/2025 | Current (UB) | HMRC | Q2 2024/25 Tax | £24.23 | £0.00 | £24.23 | Y (prepaid) | ||
| 08/05/2025 | Current (UB) | HMRC | Q3 2024/25 Tax | £81.29 | £0.00 | £81.29 | Y (prepaid) | ||
| 08/05/2025 | Current (UB) | HMRC | Q4 2024/25 Tax | £45.69 | £0.00 | £45.69 | Y (prepaid) | ||
| 14/05/2025 | Current (UB) | HMRC | NI 2924-25 | £19.60 | £0.00 | £19.60 | Y | ||
| 19/05/2025 | Current (UB) | Goldacre Contracting | 3rd Cut Field, Verges and Reed Pond | £459.00 | £91.80 | £550.80 | Y |
Barclays Bank balances as at 19th May 2025; current account £655.22; deposit account £46555.16
Unity Bank balances as at 19th May; current account £5556.72, Savings Account £85000.00
Total in Bank £138165.76
PreApproved Payments
- HMRC 24.23 / 81.29 / 45.69 Paid Immediately to save on accrued interest
- Christine Hamilton £545.98 Paid Early as agreed by Council as large amount
Receipts
- Amazon £21.55 Returned Flag Barclays Community Account 28/05/2025
- ECC £1,666.70 Grass Cutting Monies Barclays Business 07/05/2025