Minutes Council Meeting – 27 November 2019

Draft Minutes of the Meeting of the Community Council held on Wednesday 27th November 2019, 7.30pm, at The Well Methodist Church Hall, Nayland Road, Colchester.



Cllr John Stewart (Chairman)                                         Yes

Cllr Pete Hewitt (Vice-Chairman)                                    Yes

Cllr Pauline Bacon                                                         Yes

Cllr Clare Bailey                                                             Yes

Cllr Gary Braddy                                                            Yes

Cllr Catherine Clouston                                                  Yes

Cllr David Clouston                                                        No

Cllr Phil Coleman                                                           No

Cllr Marina de Smith                                                     Yes

Cllr John Dickson                                                           Yes

Cllr Martin Goss                                                            No

Cllr Alan Hayman                                                          Yes

Cllr Jocelyn Law                                                             Yes

Cllr Alison Jay                                                                Yes

Cllr Robert Johnstone                                                    Yes

Cllr Tom Welham                                                          Yes

Cllr Clare Williams                                                         Yes


There were three members of the public present.


84-19/20          To receive apologies for absence

Apologies were received and accepted from Cllrs Phil Coleman, David Clouston and Martin Goss.


85-19/20          Declarations of Interest

There were no Declarations of Interest.


86-19/20          Minutes of the Community Council Meeting held on Wednesday 30th October 2019

The minutes of the Community Council Meeting held on Wednesday 30th October 2019 were approved as a true record and signed by the Chairman.


87-19/20          Have Your Say – Public Participation

Sarah Hayward introduced herself as a Pioneer Minister appointed by the Bishop of Colchester for the Severalls estate. She said her role was to look at building and sustaining a community, by helping people to flourish in all ways. She said after some consideration and investigation she had put together a proposal for a family/community facility. She said this proposal recognised the needs of various members of the community and provided a possible plan for a community facility.


A resident asked about the plans for the new Chesterwell community facility.


The Chairman said these were not yet online.


Cllr Hewitt said MCC were monitoring the position through regular liaison meetings with the developers.



88-19/20          Minutes of Committee Meetings


Receipt of the draft minutes of the following committee meetings was formally acknowledged:


  1. Planning and Highways Committee – meeting held on 6th November 2019


  1. Resources, Policy and Strategy Committee – 20th November 2019


  1. Community Engagement Committee – meetings held on 18th November 2019


89-19/20          To agree the budget for 2020/21 (figures recommended by the Resources, Policy & Strategy Committee circulated prior to the meeting).


The budget for 2020/21 was agreed as recommended by the Resources, Policy and Strategy Committee (figures attached as Appendix A).



90-19/20          To agree the precept demand on Colchester Borough Council for 2020/21 (figure recommended by Resources, Policy & Strategy Committee circulated prior to the meeting).


                        It was agreed that the precept demand on Colchester Borough Council for 2020/21 would be held at the 2019/20 figure of £136,220 as recommended by the Resources, Policy & Strategy Committee.


91-19/20          To receive the Chairman’s report


                        The following report was received:


On Tuesday I met with the Consortium managing Kingswood Heath on the old Severalls site as part of our ongoing liaison. It was a good meeting providing an opportunity for them to update us and for any issues to be raised.


As you know we are allocated a council email address to use for our Council work and to receive necessary papers for meetings etc. In the recent past I have asked you to ensure emails are weeded out (including ‘double deleting’ the trash) regularly to free up space. However, I am being told by Katherine that she is unable to send emails to some of you   because email boxes are full and not receiving any new mail. I have, previously, increased some email boxes but these are getting full now as well.  Frankly I do not have the time to regularly go through monitoring mailboxes.  I also do not see that it is correct to pay for increased mailbox allocation when current levels should be adequate.


I have discussed this with our Katherine, and we agree that if emails are returned due to a mailbox being full then that member will only receive an Agenda Summons by post. All other information will be available on the One Drive. It will not be possible for Council emails/documentation to be sent to your private email address as this affects both GDPR and FOI. If you are having difficulties with freeing up your mailbox then speak to Katherine or me and we will assist.


Our Christmas Drinks Reception was last held in 2017 and I am pleased to announce it has been decided to revive it for this year. It will be held on Thursday 19th December 2019 between 12 noon and 2 pm at our offices. An invite has been handed to each Councillor and we would ask you to indicate if you are attending or not by 6th December 2019 in order that we can arrange catering. It has also been decided to extend the invite to those who have supported this Council over the year. I do hope as many of you can make it to this event as it is an opportunity for us all to meet socially outside of the Council meetings.”



92-19/20          To receive the Clerk’s Report


The Clerk said she had had many more requests than usual for recycling supplies over the past few weeks. She said Lighters, the Highwoods stockist, was not supplying recycling supplies until after Christmas.


93-19/20          Reports from Members

To receive the following reports:


  1. Reports from Working Groups


Cllr Johnstone said the Myland Access group had not met since the last Council meeting but were due to meet on 11th December 2019. He said the Boxing Day Walk preparations were underway. He said the Group had still to look at the footpath by the A12 mentioned at a previous meeting.


Neighbourhood Plan Working Group – Cllr Hewitt said there had been no meeting.


  1. Reports from Councillors


Cllr Catherine Clouston said she had attended a meeting at the Jobserve Stadium. She said Colchester United had stopped their own magazine and information would be included in the Centurion.


Cllr Dickson said he had assisted in cleaning the War Memorial on two Saturdays prior to Remembrance Sunday. He said there was a problem with drainage at the site.

The Chairman said Essex County Councillor Anne Turrell had said this was not a priority for Essex Highways. He said MCC could consider through the Planning & Highways Committee.


Cllr Williams said she had helped at Bulbs for Years which had been well-attended by the public.


She said following comments at the previous Council meeting about the state of pavements on Mill Road she had a meeting planned with Cllr Turrell.


Cllr Johnstone referred to the Essex Highways consultation on the A120/133 Link Road and Rapid Transit Route.


The Chairman said this would be on the agenda for the next Planning & Highways Committee meeting.


Cllr Welham said he had attended Community Engagement Committee and Resources, Policy & Strategy Committee meetings. He said he was concerned to realise the Mylander was not recyclable *


Cllr de Smith said she would investigate this with the Council’s printers.

* Addendum – It has since been verified that the Mylander is printed on recyclable paper.


Cllr Hewitt gave the following report:


  • I have revisited the Mill Road/Bedford Road traffic issues with County Cllr Anne Turrell. Site visit concluded with decision MCC should reapply to Local Highways Panel for changes and this is on MCC Planning & Highways Committee on 4th Cllr Turrell has offered her support.
  • I have visited Essex Education with County Cllr Anne Turrell to seek confirmation on the delivery of Chesterwell Schools. Essex were confident the secondary school will be up and running in 2021 and the primary school remains planned for 2024.
  • I met CBC with Cllr John Stewart primarily to discuss matters concerning the Northern Gateway development.
  • I met with Chesterwell developers Mersea Homes who confirmed action is being taken over concerns that a Sophy Way junction hedgerow is causing sighting problems. Good progress is being made with two candidates for the main retail unit. Detailed planning applications for the Bartholomew Court route and land to the east of Wildeve Avenue can be expected soon.
  • I am pleased to report that Cllr Marina de Smith has joined with me to progress the main Greening the Parish project. We have revisited and enhanced the plans for the phase 1 work and identified three companies to approach to provide and maintain what we want. We are in the process of arranging to meet all three, and one is scheduled for next week. Once this is complete a formal proposal report will be issued.


Cllr Jay said she had attended Chairman’s Training and Advanced Councillor Training at the EALC.


She said she had attended a meeting of the Mill Road Surgery Patients’ Participation Group where traffic issues had been discussed. She said the PPG was trying to encourage residents to use other means than cars to get to the surgery She said she had explained the Myland Mapping Project to the, and the possible use of the Hopper Bus for the Therapy Centre in Mill Road had been discussed.


Cllr de Smith said she had attended the Chairman’s Training and the Advanced Councillor Training with Councillor Jay.


She said she and Cllr Jay had met with the Our Amy Foundation, which did very valuable work in the area.


Cllr Hayman said he had been looking at training for the Resources, Policy and Strategy Committee other than from the EALC, which provided training of limited scope.


He said he had noticed the list of ward “hotspots” within the recorded crime reports was not being circulated at present. He said if this report was not reinstated after the General Election he would be looking for support from the Council to address this.


Cllr Law said she had been involved in the Bulbs for Years. She said she had looked into the Woodland Trust which wouldn’t help with Trees for Years but could possibly be used for other projects.


She said she had been to the Woodland Project launch the previous Saturday and had been interested to see how it had been organised.


Cllr Bailey said ballot boxes were going round at the hospital regarding a multi-storey car park.


Cllr Bacon said she would be attending the Advanced Councillor Training Day 2 at the EALC. She said she had been talking to new Councillors regarding training.


She referred to the EALC’s Health and Well-Being agenda and their proposed Domestic Abuse courses.



94-19/20          Reports by Ward Councillors


                        There were no reports received.


95-19/20          Report by County Councillor


                        There was no report received.


96-19/20          Finance and Payments


To confirm approval of invoices received and paid and to consider approval of other invoices.


Invoices were approved as listed below.

List of payments for approval – 27.11.19
Various Staff costs – November £3,082.99
Myland WI Fete distribution £100.00
Colne Endeavour Band Fete distribution £100.00
1st Myland Guides Fete distribution £100.00
Myland Art Group Fete distribution £100.00
Big Garden Fete distribution £150.00
Our Amy Foundation Fete distribution £178.60
Churches Together Fete distribution £100.00
Severalls Bowling Club Fete distribution £75.00
Church Mice Fete distribution £75.00
Rainbow Parent & Toddler Group Fete distribution £75.00
St Michael’s Baby & Toddler Group Fete distribution £75.00
2nd Myland Guides Fete distribution £75.00
1st Myland Brownies Fete distribution £75.00
2nd Myland Brownies Fete distribution £75.00
1st Myland Rainbows Fete distribution £75.00
2nd Myland Rainbows Fete distribution £75.00
2nd Myland Guides Fete distribution £75.00
1st Myland Scouts Fete distribution £75.00
Eyelid Productions Ltd Website support £100.00
Opus Energy Electricity £26.27
CNG Gas – Final payment £42.67
Zen Internet Broadband £31.86
Cllr Stewart Expenses £35.18
Cliff Pearne Mylander delivery £320.00
Opus Energy Gas £36.17
Zurich Insurance PLC Insurance renewal £1,201.70
Green Square November Mylander £2,786.00
Mile End Methodist Church October meeting £23.00
M & K Gardens Gardening £120.00
Total £9,459.44




97-19/20          The Chairman said following discussions with the Clerk it was decided the December meeting of the Council would be cancelled.

Date and Time of Next Meeting: Wednesday January 29th 2020 at 7.30pm at The Well Methodist Church Hall, Nayland Road, Colchester CO4 5ET.


 The meeting closed at 8:41pm.




Signed _______________________________________


Cllr John Stewart, Chairman