- Present
- Cllrs C. Hamilton (Chair), T. Spong, V. Cauvain, L. Fitzpatrick, G. Foster, J. Beady, K. Millar and S. Gunter - Parish Clerk. Also in attendance were Cllr D. Land, Cllr Harris and 8 members of the public.
Apologies
- Cllrs D. Botterell and K. Green sent apologies. Cllr Cauvain proposed to accept apologies and Cllr Beady seconded and it was RESOLVED to accept apologies.
Minutes of the Previous Meeting
- The minutes of the Parish Council meeting held on 16th September 2024 were proposed by Cllr Cauvain, seconded by Cllr Beady and it was RESOLVED: To approve the minutes of the Parish Council meeting held on 16th September 2024 as an accurate record of proceedings.
Declarations of Interest
The Chair invited councillors to declare any disclosable pecuniary interests relevant to the agenda.
No Declarations
Clerk’s Report
The Clerk presented his previously circulated report which is now combined with the Audit Issues list and which is attached as Appendix A.
Public Participation
The Chair invited the members of public in attendance to raise any questions/issues
- A Member of the Public (MOP) mentioned the issues with the site at Gutteridge Hall Lane. Cllr Harris will refer to enforcement again.
Tendring District and Essex County Councils
Cllr Harris: mentioned the following:
- Presented a motion to full council to object to removal of Winter Fuel Allowance this was rejected. A group will now be holding events to help vulnerable pensioners claim Pension Credit (if available) starting 23rd October. Weeley pensioners can get help in the White Hart on 12th November
- No response on CCTV at station to deter fly-tipping.
ECC Cllr Land: mentioned the following:
- ECC Letter to Government about their concerns re Winter Fuel Allowance
- Vegetation Cut Back initiative is underway with Weeley already benefitting
- Road Improvements ongoing
- Weeley had benefited from Locality fund to tune of £2000
- Resident organising a Tractor Run which he hopes residents support.
Weeley Heath Fencing
A discussion was held around fencing the back and sides of the Spinney. Cllr Hamilton proposed and Cllr Beady seconded and it was RESOLVED to protect the Spinney from encroachment by erecting fencing. Clerk to now gather quotes. ACTION - Clerk
Weeley Village Signs
Discussed the proposal to clean and paint Village Signs. The ones at Colchester and Thorpe Rd are the most urgent so it was decided to clean these first and then decide if further action needed. ACTION – Clerk/Cllr Hamilton.
TDC Land Purchase
Discussion regarding the possible purchase of small plots of land from TDC. Cllr Harris had no news but has setup a committee to look into TDC assets.
Larger Item of Play Equipment
Council discussed Playground Equipment and would like to continue looking into this as a non urgent project currently. It was also decided to add warning and advisory signs to new Playground. ACTION - Clerk
Discussion around the setting up of a Council Read Only information Facebook page. Cllr Hamilton proposed and Cllr Cauvain seconded and it was RESOLVED to setup a Council controlled FB presence and create a Media Policy as part of this. ACTION – Clerk and Cllr Cauvain
Petanque Request
Council discussed the request to replace the grit from the Petanque group. Cllr Cauvain proposed and Cllr Millar seconded and it was RESOLVED to pay for this under the maintenance budget. ACTION - Clerk
Emergency Plan
Councillors unanimously RESOLVED to accept the emergency plan with the identified amendments. ACTION – Clerk
Finance Arrangements
Cllrs discussed the audit recommendation. Cllr Hamilton proposed and Cllr Foster seconded and it was RESOLVED to ensure that the council’s finances were held in more than one bank to ensure complete cover. ACTION - Clerk
Christmas Tree Lighting
Council discussed the risk assessment but still a number of items outstanding. To be added to November agenda to finalise before event. Action – Cllr Fitzpatrick
Litter Bins
Locations were discussed and accepted. The clerk will now arrange for bins to be fitted where chosen and for them to be added to TDC collections. Cllr Spong will install. ACTION – Cllr Spong
Life Buoy and Signs
Location for Buoy and signs chosen. Clerk to arrange for installation. Cllr Spong will install. ACTION – Cllr Spong
St Andrews Weeley Grant
Cllr Spong proposed and Cllr Hamilton seconded and it was RESOLVED to grant St Andrews Church the grant as per their request. Update Grant policy in November. ACTION - Clerk
Correspondence
- It was noted that a Stop notice had been issued at Church Lane site
- It was noted that a resident had contacted the council about overflowing Dog Bins
- It was noted that the Woodland Trust agree our request for 420 trees in March 2025
- To note damage to Clacton Road sign at junction of Clacton Road and Bentley Road – which Clerk has reported via the TDC portal
- To note email from resident regarding speed restriction signs position. Cllr. Hamilton will approach Cllr Land.
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 RESOLVED: To approve the list of payments set out in Appendix C.
Small purchases made on the Debit Card
| Item | Net (£) | VAT (£) | Gross (£) |
|---|---|---|---|
| Reed Pond Deep Water Signs | £26.21 | £5.24 | £31.45 |
| Reed Pond Lifebuoy | £245.16 | £49.03 | £294.19 |
| Grit for Petanque | £115.00 | £23.00 | £138.00 |
Receipts 1/10/24 TDC Precept £23,067.00
Weeley Parish Council Reports
- Street Lighting: Nothing to report
- Tree Warden: Nothing to report
- Playing Field: Nothing to report
- Children’s Play Area: as covered in the Clerk’s Report.
- Highways: Cllr Beady presented her report which is available on the Council’s website
- Footpaths: Nothing to report
- Transport: Essex County Council have given £2million pounds for Bus Services. Bus Shelters in Tendring (other than Parish Council ones) are being upgraded to provide TRAVEL ESSEX updates. Weeley Train Station upgrade has been completed.
- TDALC: Nothing to report
Other Reports
- Rural Policing: Cllr Hamilton reported that 11 crimes had occurred in August.
- 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.
- Petanque Rink: presented their report which will be published on the Council’s Website.
Public Participation
Further questions raised as follows:
- Sign at Footpath 16 still not fixed. Cllr Spong will fix
Items to be Added to the Next Agenda
- Grant Policy
- VE Day Working Group
The Chair closed the meeting at 8.40pm
Date of Next Meeting will be: Monday 18th November at 7.30pm at Weeley Village Hall
Appendix A
Weeley Parish Council Clerk's Report – 21st October 2024
| Topic | Action/issue | Information | Status |
|---|---|---|---|
| New Children’s Play Area | Complete installation. | Tarmac has been fixed and the MUGA fix is still ongoing. Turf was removed and reseeded by Chris Dyson. The final payment to Playdale of £25000 will be made when the works are completed. | Current update is that the MUGA corners will arrive week commencing 21st October. Hopefully they will be fitted either that week or the week commencing 28th October. If not completed by these dates we will be writing to Playdale to find a final solution that may involve looking elsewhere and diverting funds from them. |
| Emergency Plan | Annual update. | The final draft has been circulated for comment. | Spoken to Cllrs and will review and send out before this meeting hopefully for approval at October meeting. Final amendments added and being reviewed in October |
| Litter Bins | Install additional bins | Bins have been purchased by WPC and a grant from Dan Land. | Bins should arrive this week (14th October) and then we need to notify TDC of locations and then install. Also need to reclaim the grant money once paid. |
| 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. Our Solicitor and Scouts solicitor are now working on this. Estimated cost up to £1800 for Parish Council – Scouts will pay other costs. We have purchased a copy of the title deeds for £6 Have asked the Scouts to redraw the plan to just include the building and not the surrounding area as they are only leasing the hut not the car park |
| 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. | Have emailed ECC Place Services for a survey on the area and awaiting response. Sabrina Nash will be undertaking a survey for us |
| Bank Account | Process two additional signatories. Set up BACS payment process | Signatories now added to the account. | Set up a BACS payments – what was the need for this? Remove after this meeting and change to investigate possibility of Online Banking rather than cheques |
| Electricity Supplier | Appoint an electricity broker. | Contact Utility Aid and investigate this. | Not currently able to provide any prices as no one offering them on UMS supplies – remove for now? |
| Reed Pond | Initiate Management Plan | Obtain costs to install a chlorine pump Publish report on website. Purchase and install LifeBuoy at pond | No progress on dredging Life buoy and Danger Deep Water signs received and now need installing. Looking into the recommendations received previously |
| Audit Suggestions | Separate Issue List | The clerk has created a new Audit Report list that we can review each month | List now combined with this one |
| Policy Review Schedule | Prepare and circulate | The clerk has initially reviewed the new Financial Regulations and amended, but, will need council input on limits. Schedule to be draw up for further policy reviews | Financial Regs and Standing Orders now updated and approved and published. Schedule to be drawn up for other policies |
| Investigate new Playground Equipment | Research | Contacted Kompan regarding a larger slide and they will site visit and give us estimates | Estimates received from Komplan. If we progress this we may need 3 quotes at least according to Finance Regs |
| Clerks Contract | Complete and sign contract | Clerk and Chair to complete contract Pension agreed – form to be sent off once signed minutes available from Sep Meeting (at Oct Meeting) | |
| Risk Assessment | Complete and sign a risk assessment for Xmas Tree light event | Cllr Fitzpatrick and Cauvain to produce with help from Chair | Chair to send previous Risk Assessment to Cllr Fitzpatrick. To be signed off either Oct or Nov meeting |
| Quarterly Bank Reconciliations | Adopt this policy to reconcile quarterly | To be signed by a Cllr who is not the Chair or signatory. | Q3 now due and will ask Cllr Millar to reconcile |
| 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 |
| Pensions | Council will need to consider a Pension Scheme under employment law | Sent details to Chair of costs for LGP scheme | Pension resolved at Sept meeting. Send forms after signed minutes at Oct Meeting |
| Clerk Hours | Review Clerk hours at 3 months and ongoing | To be done by Council | |
| 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. |
| 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 | This has been added to the Agenda for October. |
Appendix B
Planning Applications for month to 21st October 2024
| Application No. | Details | Address | Comment/Resolution |
|---|---|---|---|
| 24/01435/WTPO | Works related to Tree Preservation Order (11/00020/TPO) - T1 Oak - Reduce crown over hanging carpark by 2-3 metres. T2 Oak - Reduce crown over hanging garden of number 10 by 2-3 metres. | 20 Cravenwood Close Weeley Essex CO16 9DG | No comment |
| 24/01415/NMA | Non Material Amendement to 21/01925/FUL - upgrade the charging station from a BYD 120kW charger to a BYD 160kW charger. To supplement this change, the feeder pillar will be changed from RMC 1600 to FC18 GRP feeder pillar | Mcdonalds Restaurant Colchester Road Weeley Clacton On Sea | No comment |
| 24/01443/OUT | Outline Planning Application (all matters reserved) - Proposed development of 2 no. custom-built dwellings. | 2 Barnfields Clacton Road Weeley Heath Essex | Object and call in |
Appendix C
Finance as at 21st October 2024
| Invoice Date | Invoice No. | Cheque No. | Payee | Service | NET (£) | VAT (£) | GROSS (£) |
|---|---|---|---|---|---|---|---|
| 23/09/2024 | 4198979 | Debit Card | SafetySigns4Less | Reed Pond Deep Water Signs | £26.21 | £5.24 | £31.45 |
| 23/09/2024 | 000018117 | Debit Card | I C Brindle | Reed Pond Lifebuoy | £245.16 | £49.03 | £294.19 |
| 01/10/2024 | 71769 | 103405 | GCS Fire and Security | Annual Maintenance CCTV | £90.00 | £18.00 | £108.00 |
| 30/09/2024 | WVH-4067 | 103406 | Weeley Village Hall | Hall Hire July/Aug Elec and Broadband | £144.50 | £0.00 | £144.50 |
| 30/09/2024 | INV-0663 | 103407 | Goldacre Contracting | Playing Field 9th Cut Verges and Reed Pond | £415.00 | £83.00 | £498.00 |
| 03/10/2024 | IN11630697 | D/D | Npower | Lighting | £393.85 | £19.69 | £413.54 |
| 31/10/2024 | 103408 | S Gunter | Salary October | £859.04 | £0.00 | £859.04 | |
| 13/10/2024 | 103408 | S Gunter | Printer Subscription | £3.32 | £0.67 | £3.99 | |
| 21/10/2024 | 103408 | S Gunter | Expenses | £36.20 | £0.00 | £36.20 | |
| 07/10/2024 | 10003747562 | D/D | Castle Water | Reed Pond Water | £6.91 | £0.00 | £6.91 |
| 14/10/2024 | K2Y10311 | Debit Card | Huws Gray | Maintenance Petanque | £115.00 | £23.00 | £138.00 |
| 16/10/2024 | 18039 | 103410 | EALC | Clerk - Budget and Precept Course | £80.00 | £16.00 | £96.00 |
| 21/10/2024 | GRANT | 103411 | St Andrews Church | Application for grant of £750 | £750.00 | £0.00 | £750.00 |
| 21/10/2024 | 103412 | Christine Hamilton | Rememberance Wreath | £24.49 | £0.00 | £24.49 | |
| 16/10/2024 | 103412 | Christine Hamilton | Parking for Appeal Hearing | £7.50 | £0.00 | £7.50 | |
| £0.00 | £0.00 | ||||||
| TOTALS | £3,197.18 | £214.63 | £3,411.81 | ||||
Bank balances as at 21 October 2024; current account £10119.55; deposit account £146430.65
Receipts 1/10/24 TDC £23,067.00