- Present
- Cllrs C. Hamilton (Chair), G. Foster, K. Green, L. Fitzpatrick, V. Cauvain, T. Spong and J. Beady.
- Also in attendance
- 8 members of the public, Cllr P. Harris (TDC) and Cllr D. Land (ECC)
Apologies
Apologies were received from Cllr. Millar, Cllr Botterell and S. Gunter (Clerk/RFO). Cllr. Cauvain proposed and Cllr. Foster seconded and it was RESOLVED to accept the apologies.
Minutes of the Previous Meeting
The minutes of the Annual Parish Meeting (APM) and Parish Council meeting held on 19th May 2025 were proposed by Cllr Cauvain, seconded by Cllr Spong and it was RESOLVED: To approve the minutes of the APM and Parish Council meeting held on 19th May 2025 as an accurate record of proceedings.
Declarations of Interest
Cllr Green declared an interest in 03.25/14.
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.
- A Member of the Public (MOP) had reported to Cllr Land that padlocks on stores around railway arches had been removed and 20 cars had appeared. Cllr Land has reported to ECC.
Tendring District and Essex County Councils
EALC Cllr Land: mentioned the following:
- Further pavement works done in Weeley. Request for layby and pavement in Bentley Road to be made safer.
- 2nd Avenue defects/kerbing issues to be done over the next couple of months.
- Hoping that pavements outside Kate Daniels House will be repaired.
- One of the bins on the Playing Field was broken and on the ground.
- Mentioned problems with devolution.
- Asked WPC to write a paragraph which he could include in a message to ECC regarding overgrowth along Clacton Rd. Chair agreed to write appropriate note to Cllr Land.
TDC Cllr Harris: mentioned the following:
- Reform won the recent Frinton election.
- No feedback from enforcement on Gutteridge Hall Lane. He will refer the number of crimes reported there to the local MP to discuss with ECC.
- September there will be another consultation on the local plan for 6 weeks.
- Weeley Council Offices final decision next month.
- Willow House several reports about rubbish around the property and Cllr Harris has spoken to the Manager and reported to Enforcement.
- Thank you received from UK Homes 4 Heroes for the donation from WPC VE Day event.
CCTV
Council agreed to defer the decision on this project until July meeting to allow further quotes and investigation.
Flower Planter
The Chair explained that we have received the Flower Planter and it has been installed by the Weeley Crest. There were no objections to this.
Financial Regulations
The Chair asked Councillors to confirm they had read the Updated policy and the list of possible amount changes recommended by the Clerk/RFO. The Councillors agreed the following:
- In 5.6, the amount of £60,000 was agreed.
- In 5.8, the limit was agreed to be raised from £3000 to £5000 for fixed price quotes.
- In 5.9, it was agreed to raise this to £1000 from £500.
- In 5.15, it was agreed to increase the upper limit to £3000 from £2000.
- In 5.18, Emergency expense increased from £2000 to £3000.
- In Section 9, the card payment limit is to be increased from £500 to £1000 in agreement with the Chair.
- In 16.5, to remain as £500.
Cllr Spong proposed and Cllr Cauvain seconded and it was RESOLVED to adopt the Financial Regulation policy with implemented changes and amounts as per the above. ACTION: Clerk to save changes and publish document.
Emergency Grab Bag
Cllrs discussed and agreed to add additional items to the grab bag and list of contents to include number of each item where applicable. It was suggested and agreed that the bag should be replaced by a large, lidded bucket which could have dual use. Copy of the Emergency Plan to be kept in the Grab Bag which will be kept in the office in the Village Hall. Cllr Beady proposed and Cllr Hamilton seconded and it was RESOLVED to update the grab bag as mentioned. ACTION: Clerk to purchase and restock the bag and produce itemised list with dates.
Press and Media Policy
Cllr Cauvain proposed and Cllr Beady seconded and it was RESOLVED to adopt the policy.
Privacy Notice
Cllr Cauvain proposed and Cllr Beady seconded and it was RESOLVED to adopt the Privacy Notice.
Risk Assessment
Cllr Fitzpatrick asked if a Business Continuity section could be added before adoption and it was agreed to move this Policy to the July meeting. ACTION: Clerk and Cllr Fitzpatrick to update policy.
Spinney
Cllr Green left the room whilst this item was discussed. The 2 quotes were discussed and it was proposed by Cllr Spong and seconded by Cllr Cauvain and RESOLVED to accept Quote 1 for this item of work. ACTION: Clerk to instruct works to begin.
Benches
Cllr Hamilton proposed and Cllr Cauvain seconded and it was RESOLVED to clean and maintain benches in Weeley. ACTION: Clerk to arrange for cleaning of the benches.
Correspondence
- Notification from Petanque regarding damage. Council had checked CCTV and informed Police. Cllr Hamilton is awaiting a response on the CCTV footage from the police and advised that it looked more like naughty children than wanton vandalism.
- Tendring Hundred Riding Club attended the meeting and advised of 2 events in August on the 9th and 17th which will be family days and fundraising events.
Planning Applications
Councillors considered the applications listed in Appendix B and determined as shown.
Finance and Budget
The list of monthly payments was proposed by Cllr Cauvain and seconded by Cllr Hamilton 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: Nothing to report.
- Playing Field: Nothing to report.
- Children’s Play Area: Nothing to report apart from Zip Wire which needs tensioning.
- Highways: Cllr Beady presented a report which is published on the Council’s website.
- Footpaths: Nothing to report. Cllr Hamilton reported Rose Builders driving over footpaths and Cllr Harris said he would speak to the Head of Planning.
- Transport: Cllr Millar not present.
- TDALC: Cllr Botterell not present.
Other Reports
- Rural Policing: Cllr Hamilton reported 12 crimes in April 6 of which were in Gutteridge Hall Lane.
- Speedwatch: Cllr. Beady presented her report which is published on the Council’s website.
- Weeley Residents Ass: had nothing to report.
- 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
No comments or questions.
Items to be Added to the Next Agenda
- Risk Assessment
- CCTV
The Chair closed the meeting at 20.40pm
Date of Next Meeting will be: Monday 21st July at 7.30pm at Weeley Village Hall
Appendix A: Clerk's Report – 16th June 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 2/6 – Now with the Scout Association. Should not be long |
| 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 28th May – Emailed Essex Forest Initiative to see if any grant money available |
| 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 |
| 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. Reviewing quotes for next meeting (June) |
| 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 July. Finance to be approved at June meeting |
| Defib Pads Expired | Order new pads and install | Defib pad notification received from The Circuit so a new set needs to be ordered as they only last for 2 years. We will order a new set this time next year so that we always have an in date set of pads. | Ordered a set of pads and paid for them directly with Debit Card. Diary entry for this time next year to order another set. On Finance list for June |
| External Audit | Prepare and send off External Audit Requirements | Each year we must comply with External Audit procedures and complete an AGAR and the other relevant documents. | Forms completed and sent to PKF Littlejohn, but, as our expenditure last year was greater than £200000 we now need to provide extra documents as an Intermediate Council. This is just for this year. |
| Petanque Sign | Design sign as per Petanque request | The Petanque court has been used recently by other ball sports so they have requested a sign to discourage this. | Sign researched and cost known – to be added to next Council meeting (Jun). Sign ordered Finance to be approved in June |
| CCTV | Replace and Upgrade Existing CCTV. Install a Camera on our Lamppost by the Station Approach | CCTV is aging and could do with an upgrade around the hall to cover more of the area in better quality. Also where there is consistent Fly Tipping on Station Approach it would be pertinent to install a camera. | One quote received. Clerk to source further quotes. 4/6/25 – requested 2 further quotes On June agenda but only one quote received so far. |
Appendix B: Planning Applications for Month to 16th June 2025
| Date of Notification | Application No. | Details | Address |
|---|---|---|---|
| 20/5/2025 | 25/00651/FULHH | Householder Planning Application - Single storey rear extension | 34 Second Avenue Weeley Essex CO16 9HX |
| 29/5/2025 | 25/00761/VOC | Application under Section 73 of the Town and Country Planning Act for Variation of Conditions 2 (Approved plan and documents) of application 25/00307/LBC to reduce the scale of the extension relative to the listed building. | Dale Brow Thorpe Road Weeley Clacton On Sea |
| 10/6/2025 | 25/00854/FULHH | Householder Planning Application - Single storey side and rear extensions and front porch. | 5 Kempton Park Weeley Heath Essex CO16 9EJ |
| 13/6/2025 | 25/00817/LBC | Application for Listed Building Consent - Repair of historic timber frame. | Dale Brow Thorpe Road Weeley Essex |
Planning Determinations
| Application No. & Determination | Proposal | Address |
|---|---|---|
| 25/00499/FULHH Approval - Full 21.05.2025 Delegated Decision | Householder Planning Application - Detached garage with annexe above and recessed balcony. | Mr & Mrs Hare, Bryn Tirion, Clacton Road Weeley Heath, Clacton On Sea Essex, CO16 9DR |
| 25/00714/VOC Application Turned Away 23.05.2025 Delegated Decision | 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. | Mr Thompson - Cage Properties Ltd, Rainbow Nurseries, 23 Colchester Road, Weeley Essex, CO16 9JT |
| 25/00655/FULHH Approval - Full 06.06.2025 Delegated Decision | 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 CO16 9JR |
| 25/00607/FULHH Approval - Full 12.06.2025 Delegated Decision | Householder Planning Application - Single storey rear extension and loft conversion including rooflights and first floor windows to side gable. | Mr John Judge, 42 Colchester Road Weeley Essex CO16 9JR |
Appendix C: Payments for Authorisation: June 2025
| Invoice Date | Invoice No. | Cheque No. | Payee | Service | NET (£) | VAT (£) | GROSS (£) | VAT No | Setup Pyt |
|---|---|---|---|---|---|---|---|---|---|
| 26/05/2025 | 6000024909 | Debit Card | Primary Care | Replacement Defib Pads | £75.99 | £15.20 | £91.19 | GB707272150 | N |
| 26/05/2025 | Donation | Current (UB) | UK Homes For Heroes | Donation of receipts from VE Day 80 | £600.00 | £0.00 | £600.00 | Y | |
| 27/05/2025 | 011770 | Current (UB) | J & A International Ltd | Aluminium Petanque Sign | £27.99 | £5.60 | £33.59 | GB351990440 | Y |
| 27/05/2025 | 200005363 | Current (UB) | CVST | Yearly Membership | £25.00 | £0.00 | £25.00 | Y | |
| 03/06/2025 | Current (UB) | Steve Gunter | June Wages | £846.23 | £0.00 | £846.23 | Y | ||
| 03/06/2025 | Current (UB) | Steve Gunter | Canon Ink Subscription | £3.32 | £0.67 | £3.99 | GB398669467 | Y | |
| 03/06/2025 | Current (UB) | Essex Pension Scheme | Clerk's Pension (June) | £266.82 | £0.00 | £266.82 | Y | ||
| 16/05/2025 | 118994 | Current (UB) | TDP Limited | Memorial Bench | £548.17 | £109.63 | £657.80 | GB558589182 | Y |
| 04/06/2025 | 10006654140 | DD (Barclays) | Castle Water | Reed Pond Water Charges | £7.59 | £0.00 | £7.59 | N | |
| 04/06/2025 | Current (UB) | Kevin Millar | Train Ticket to Chelmsford | £21.59 | £0.00 | £21.59 | Y | ||
| 31/05/2025 | DD (UB) | Unity Trust Bank | Monthly Service Charge | £6.00 | £0.00 | £6.00 | N | ||
| 13/06/2025 | INV-0851 | Current (UB) | Goldacre Contracting | 4th Cut Verges, Pond and Playing Field and Removal of Hogg Weed from Reed Pond | £564.00 | £112.80 | £676.80 | 366952259 | Y |
Barclays Bank balances as at 19th May 2025; current account £502.66; deposit account £44870.64
Unity Bank balances as at 19th May; current account £3236.60, Savings Account £85000.00
Total in Bank £133609.90
PreApproved Payments
Primary Care £91.19 Replacement Defib Pads needed
Receipts
Steve Gunter £600.00 Monies raised at VE Day Event Barclays Community Account 05/06/2025
Party in the Park £200.00 Deposit for use of field on 15/6/25 Barclays Community Account 16/06/2025