- Present
- Cllrs C. Hamilton (Chair), D. Botterell, K. Green, T. Spong, V. Cauvain, L. Fitzpatrick, G. Foster, J. Beady, K. Millar. Also in attendance were Cllr D. Land and 9 members of the public.
Apologies
The clerk sent his apologies.
Minutes of the Previous Meeting
The minutes of the Parish Council meeting held on 18th November 2024 were proposed by Cllr Cauvain, seconded by Cllr Millar and it was Resolved: To approve the minutes of the Parish Council meeting held on 18th November 2024 as an accurate record of proceedings.
Declarations of Interest
The Chair invited councillors to declare any disclosable pecuniary interests relevant to the agenda. Cllrs Botterell and Millar declared an interest in Item 12/24.15 as invoices due to them.
Clerk’s Report
The Chair 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
- No public participation
Tendring District and Essex County Councils
ECC Cllr Land: mentioned the following:
- The Devolution White Paper was presented in Parliament today. Essex CC are considering quickening up the process and this may include cancelling elections due in May 2025. A proposal will have to be presented to government by the middle of January.
- Hilltop Crescent patching of the road was not done very well.
- Colchester Road potholes, he believes one has been repaired and another needs to be made safe.
- The Street will be hopefully repaired from its junction with Clacton Road around the bend towards the Bakers.
- He is aware of the mud being left on the road in Weeley Heath and in Colchester Road.
- Cllr Land reported that the Tractor Run had been a success.
- A resident asked if the sign post on the junction of Clacton Road and Bentley Road could be repaired.
- TDC Cllr Harris: not present so no updates
VE Day Celebrations
Cllr Hamilton notified the meeting that work was still progressing on the VE Day activities and there would be more to report in the New Year once possible activities and stall holders were chased. No further expenses this month.
Budget Review
The Budget Report (Q3) and Precept Proposal circulated by the Clerk was proposed by Cllr Beady and seconded by Cllr Botterell and it was Resolved unanimously to recommend that the precept remain the same for the year 2025/26. The Clerk will submit the relevant documents to TDC. Action - Clerk
CCTV
Cllr Hamilton reported that she was still waiting for the two CCTV cameras to be fixed. As the Chair said she would like to review the current CCTV system as most of it is quite old technology and has been added to over the years Cllr. Botterell said he would carry out a survey and quote for a new system.
Grass Maintenance Contract
The clerk had previously circulated a proposal to extend the Grass Maintenance contract for a further 2 years. Cllr. Cauvain proposed and Cllr Beady seconded the proposal and it was Resolved to extend the current contract. Action - Clerk
Banking Arrangements
The proposal to move Weeley funds to more than one bank account to be covered by FSCS regulations was previously circulated by the clerk. Cllr Cauvain proposed and Cllr Botterell seconded and it was unanimously Resolved to follow the recommendation. Action - Clerk
Playground Inspections
The clerk had circulated a proposal for Playground Inspections. It was proposed by Cllr Beady and seconded by Cllr Cauvain and Resolved by the Council to adopt this method going forward. Action - Clerk
Correspondence
- TDC Call for Heritage Sites - The Chair agreed to recirculate the nomination form to Councillors.
- Noted the letter from Weeley in Bloom regarding possible allotments.
- Noted the thank you letter from Mrs Christmas for the flowers from WPC.
- Noted the ECC Cycling and Walking Infrastructure Consultation
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 Cauvain and seconded by Cllr Beady Resolved: To approve the list of payments set out in Appendix C Action: Clerk to arrange cheques to be signed when available.
Weeley Parish Council Reports
- Street Lighting: Cllr Green reported that street lights 9067 and 9038 were now fixed and all other street lights are working
- Tree Warden: Nothing to report
- Playing Field: Two suggestions were made. The goal posts need to be moved and the grass needs one more cut this season
- Children’s Play Area: Nothing to report
- Highways: Cllr Beady presented her report which is available on the Council’s website
- Footpaths: Nothing to report
- Transport: Cllr. Millar reported that Greater Anglia is to return to public ownership by Autumn 2025.
- TDALC: Cllr Botterell had nothing to report
Other Reports
- Rural Policing: Cllr Hamilton reported that 13 crimes had occurred in October.
- 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 website.
- Weeley in Bloom (WiB): presented their report which is available on the Council website and they announced the installation of the carved representation of a Napoleonic soldier in Second Avenue on 11th January at 11am. Details available on the Council website.
- Petanque Rink: presented their report which will be published on the Council’s Website.
Public Participation
Further questions raised as follows:
- A MOP asked about the fly tipped rubbish in station approach as it had been previously reported. The Chair said she would speak to Cllr. Harris. It was agreed that CCTV warning notices should be erected in the area by Cllr. Botterell.
Items to be Added to the Next Agenda
- Telephone Box
The Chair closed the meeting at 8.15pm and invited attendees to stay for refreshments
Date of Next Meeting will be: Monday 20th January at 7.30pm at Weeley Village Hall
Appendix A
| Topic | Action/issue | Information | Status |
|---|---|---|---|
| 1. New Children’s Play Area | Complete installation. | Final meeting held with Roy Lavery and they have agreed to fix the final issues (uneven ground, Tension pits to be levelled, sign for 4 swing and check for metal nets for MUGA). We will pay the final amount once we seen that all these are complete (less £250 agreed discount) | Meeting held with Roy and all final works should be completed within 2 weeks (6th December). Once we agree that all works are complete final payment will be made. Planning permission for Space Net submitted just awaiting decision. Myself and Cllr Hamilton met with Roy again and have agreed to pay the final amount. |
| 2. Emergency Plan | Annual update. | The final draft has been circulated for comment. | Emergency Plan complete and circulated 22/11/24 – remove at next meeting |
| 3. Litter Bins | Install additional bins | Bins have been purchased by WPC and a grant from Dan Land. | Invoice now paid and money now to be reclaimed from Locality Fund. Claim will be made before Dec meeting. Money now received from Locality Fund |
| 4. 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. | Updated by solicitor and just awaiting further information |
| 5. 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 January meeting as December meeting is very busy currently. |
| 6. Reed Pond | Initiate Management Plan |
|
Suggestion on where to move LifeBuoy |
| 7. Policy Review Schedule | Prepare and circulate | Schedule to be draw up for further policy reviews | Grant Policy updated and adopted. Schedule will be drawn up for the New Year |
| 8. 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 |
| 9. Clerk’s Contract | Complete and sign contract | Clerk and Chair to complete contract | Contract now signed. Remove |
| 10. 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 |
| 11. 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 | PSS Live software costs £4 per inspection and can be done on a mobile phone with evidence and audit trail of issues, but, who do the council want to adopt as Playground Maintenance Contract |
| 12. Clerk Hours | Review Clerk hours at 3 months and ongoing | Hours are sufficient currently - remove | |
| 13. 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 |
| 14. 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 | Proposal to be presented at December meeting |
| 15. Fencing at Spinney | Gather quotes to protect Spinney in Weeley Heath from Encroachment | Clerk to gather quotes for fencing at the Spinney | No progress |
| 16. Facebook | To create a Read Only Facebook presence | Clerk to work with Cllr Cauvain to set this up and define a policy document | No progress |
Appendix B
| Application No. | Details | Address | Comment/ Resolution |
|---|---|---|---|
| 24/01667/FUL | Planning Application - Retention of 1 No. playground equipment over 4 metres in height. | Clerk Stephen Gunter - Weeley Parish Council Weeley Play Park Old Clacton Road Weeley Essex | No comment |
| 24/01738/VOC | Application under Section 73 of the Town and Country Planning Act for Variation of Conditions 2 (Drawings) of application 23/00361/FUL to enable/allow amendment to approved plans. | Mr and Mrs East Oakdene Wenlock Road Weeley Clacton On Sea | No comment |
| 24/01779/LBC | Application for Listed Building Consent - Rear parallel range extension to existing Grade II listed cottage (Use Class C3). Demolition of non-original bathroom outshot/catslide extension to create a low-level Ground Floor connection. Replacement of non-original windows with heritage style double glazed timber alternatives. Minor internal alterations including erection of a new partition to form a bathroom on the First Floor. One and a half storey extension to include gable walls, timber framed sliding doors, bay window and Juliet balcony | Mr Paul McLean Dale Brow Thorpe Road Weeley Essex |
Planning Determinations
| Determination | Proposal | Address |
|---|---|---|
| 24/01443/OUT | Outline Planning Application (all matters reserved) - Proposed development of 2 no. custom-built dwellings. | Mr John Bourne - Jettco Dry Wall Limited 2 Barnfields, Clacton Road, Weeley Heath. Essex. CO16 9EF |
Appendix C
| Invoice Date | Invoice No. | Cheque No. | Payee | Service | NET (£) | VAT (£) | GROSS (£) | VAT No |
|---|---|---|---|---|---|---|---|---|
| 12/11/2024 | 11913 | Kevin Millar | Pyt to JW Plant for Flag (VE Day Budget) | £37.33 | £7.47 | £44.80 | 169154837 | |
| 04/11/2024 | XUI39FYT5E | Kevin Millar | Pyt to Imaginations Event Services (Marquee for VE DAY) | £310.00 | £0.00 | £310.00 | ||
| 01/11/2024 | 587 | Kevin Millar | Pyt to Joscastles for Bouncy Castle (VE Day) | £40.00 | £0.00 | £40.00 | ||
| 25/11/2024 | 22664 | Tendring Telecomms | Christmas Tree Lights Install | £70.00 | £14.00 | £84.00 | 197075766 | |
| 04/11/2024 | 8006200 | TDC | Servicing of new litter bins | £866.96 | £0.00 | £866.96 | ||
| 25/11/2024 | 18112 | EALC | Clerk Training - Roles and Responsibilities | £80.00 | £16.00 | £96.00 | 316422724 | |
| 26/11/2024 | 18135 | EALC | Clerk Training - SO and Law | £180.00 | £36.00 | £216.00 | 316422724 | |
| 04/12/2024 | IN12068675 | Npower | Street Lighting | £444.31 | £22.22 | £466.53 | 559097889 | |
| 04/12/2024 | 10004553983 | Castle Water | Reed Pond Water Charges | £6.19 | £0.00 | £6.19 | ||
| 16/12/2024 | S Gunter | December Pay | £846.23 | £0.00 | £846.23 | |||
| 16/12/2024 | S Gunter | Expenses | £40.10 | £0.00 | £40.10 | |||
| 16/12/2024 | S Gunter | Canon Ink Subscription | £3.32 | £0.67 | £3.99 | 398669467 | ||
| 31/12/2024 | LGPS | Clerk - Pension | £266.82 | £0.00 | £266.82 | |||
| 29/04/2024 | 0000055212A | Playdale | Final payment for new playground | £20,625.00 | £4,125.00 | £24,750.00 | 155625362 | |
| 18/11/2024 | TEN663111193 | Christine Hamilton | TEN for VE Day | £21.00 | £0.00 | £21.00 | ||
| 16/12/2024 | Christine Hamilton | Expenses for Christmas Meeting | £70.09 | £0.00 | £70.09 | |||
| 10/12/2024 | SI-20434 | A D Mitchell | Maintenance of 2 Street Lights | £558.00 | £111.60 | £669.60 | 843710927 |
Totals: NET £24,465.35, VAT £4,332.96, GROSS £28,798.31
Bank balances as at 16 December 2024; current account £5705.98; deposit account £144934.22
Receipts
- ECC BACS
- £525.00 Locality Fund Grant for Bins Community Account 09/12/2024
- Transfer from Savings
- £2,000 Internal Transfer Community Account 25/11/2024
- Interest Payment
- £503.57 Interest on Savings Business Premium 02/12/2024