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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 8 February at The Lambe School, Gaston Street, East Bergholt

Present – Parish Councillors
Councillor J Miller (Chairman of the Council)
Councillor N Roberts (Vice-Chairman of the Council)
Councillor R Allen
Councillor S Davies
Councillor R Elmer
Councillor M Hockley
Councillor M Hurley
Councillor L Matthews
Councillor J Price
Councillor S Rothwell
Councillor R Wombwell
Councillor G Woodcock

In Attendance
G White, Parish Clerk
One member of the public

Open Public Session
The Chairman invited the member of the public present to speak but he declined.

1. Apologies for absence
Apologies received from Councillor Dent and County Councillor Hall were NOTED.

2. Declaration of Interests/Dispensations
None

3. Minutes
The Clerk referred to an omission from the minutes of the meeting of 11 January. In the first
paragraph of the minute upon the Open Public Session the minute refers to Tony Brigden
representing Councillor Dent. The second sentence should state ‘He said he was
representing Councillor Dent who was absent due to illness and Mr Neil Smith, both of whom
shared his views.’

It was proposed by Councillor Roberts, seconded by Councillor Wombwell and RESOLVED
(eight voted for, none voted against) that subject to the foregoing amendment, the minutes of
the Council Meeting of 11 January 2024 be approved as a correct record.

4. Matters Arising/Updates
The Chairman reported that she had invited the Co-op to participate in the Neighbourhood
Plan process and they were keen to talk to the Council. A meeting will take place imminently.

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5. County and District Councillors’ Reports
The written report from County Councillor Hall which had been circulated was NOTED.

Councillor Matthews requested that County Councillor Hall be asked how many extra places
for children with complex needs would be provided under the plans outlined in her report and
further what provision was being made for teenagers with complex needs.

Councillor Hurley requested that County Councillor Hall be asked if she would speak to the
Leader of Suffolk County Council seeking an apology to the children and families who have
been failed by the County Council.

Councillor Price was dissatisfied for the provision for spending on roads. The Chairman
agreed and referred to her question to the County and District councillors at the previous
meeting, suggesting that rather than make cuts to services the councils join with the Local
Government Association to lobby government to restore the cuts in funding that they had
made. She said that our district councillor had written to her to show how Babergh supported
this and made representations but she had not yet heard back from our county councillor.

Councillor Davies referred to the revised provisions for support to arts and heritage
organisation from 2025/26. She was disheartened to see that bids would be required for
support from the fund.

District Councillor Davies presented her report which had been circulated and expanded
upon it. She referred to useful dialogue with the Church Warden concerning the rejuvenation
of the Pantry in the Porch and will ask the Co-op if they will provide a box at the Church
similar to the one in the shop. Babergh DC wishes to hear from residents of the Elm Estate
prior to the proposed spring clean and tidy up.

Babergh’s finances were a matter of concern and at the moment District Councillor Davies is
unsure how the District Council will get to 2028 without resorting to serving a notice under
Section 114 of the Local Government Finance Act 1988.

District Councillor Davies will contact planning enforcement regarding the removal of the
sign adjacent to the A12 which had been refused advertisement consent.

The Chairman thanked District Councillor Davies for her contribution.

6. Correspondence
The correspondence set out in the Correspondence List and circulated with the agenda and
subsequently was considered and NOTED, comprising:

Date

Sender Subject
1. 17/01/24 National Landscapes National Landscape Planning Event
2. 27/01/24 Babergh DC Community Action Day – Elm Estate
3. 28/01/24 Susan Warner Update from Parish Council Jan 2024
4. Undated Babergh DC Great British Spring Clean
5. 22/01/24 Babergh DC Joint Local Validation List Consultation
6. 24/01/24 County Councillor Hall Footpath update

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Item 1 – Councillor Price volunteered to represent the Council at this event. The Clerk will
book the place.

Item 5 – Councillor Roberts considered that this consultation was essential reading for
councillors. It comprised two reports, strategic and residential, and set out the criteria which
Babergh DC would take into account in validating planning applications. Babergh had
amended the current requirements and the consultation thereon was open until 6 March.
Councillor Roberts supported the amended list but all councillors should consider it and
submit any comments to the Clerk for onward transmission. The consultation should be
posted on the website.

Item 6 – Councillor Roberts requested that this update be posted on the website.

7. Planning

7.1 Planning Applications received

The Council considered the planning applications received from the Local Planning Authority
since the last meeting as follows:

DC/24/00155 Gothic House, Gaston Street, East Bergholt, CO7 6SD –
Notification of works to trees in a conservation area – Remove 1no
Conifer Hedge.

Councillor Rothwell reported that this application had not been the
subject of consultation and had been determined within two days of
validation, the outcome being that consent was not required.

The Highway Authority had commented that the Leylandii hedge was
too big and should be replaced with a set-back Yew hedge which
Councillor Rothwell regarded as much better.

DC/24/00228 The Manse, Cemetery Lane, East Bergholt, CO7 6RZ – Notification
of works to trees in a conservation area – Proposal to fell willow
tree (T1).

Councillor Rothwell reported that this application had been withdrawn
as the tree was not in the conservation area.

DC/24/00587 The Hatters, The Street, East Bergholt, CO7 6TB – Notification of
works to trees in a conservation area – Fell 1no Prunus Lusitanica

It was proposed by Councillor Rothwell, seconded by Councillor
Hockley and RESOLVED (unanimously) that approval be
recommended.

It was noted that the supporting documents referred to a Maple tree
which the applicant considered to also required works but this was on
the adjacent property and therefore not part of this application.

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DC/24/00205 Wren Cottage, Gaston Street, East Bergholt, CO7 6SE – Notification
of Works to Trees in a Conservation Area – Reduce in height by
50% and re-shape wild cherry tree (T1), Ivy Tree (T2), Bamboo (T3),
Holly (T4), Hazel (T5) and Beech (T6). Reduce height by 30% and
re-shape pittosporum (T7), Lilac (T8) and Viburnum (T9). Reduce
by 30% to previous reduction level Sycamore Trees (T10) and
Sweet Chestnuts (T11). Trim and re-shape top and right-hand side
of Cedar Tree (T12) and reduce height of Beech Tree by 50% (T13).

It was proposed by Councillor Rothwell, seconded by Councillor
Hockley and RESOLVED (unanimously) that subject to the reduction of
the Cedar tree and the Beech tree by 30% only, approval be
recommended.

Councillor Roberts referred to a fallen tree in Gaston Street which had resulted in a hole in
the road which had been fenced off but was a hazard and needed filling in. This was referred
to the Roads, Footpaths and Flatford Committee to chase up with SCC Highways.

Councillor Price referred to the footway works in the section 106 agreement with David
Wilson Homes and the plans signed off by the highway authority which differed from those
attached to the section 106 agreement. The Chairman said that the Neighbourhood Plan
working group Had recently spoken with SCC Highways who reported that they were still
talking to David Wilson Homes. Highways have agreed an onsite meeting with the working
group to identify the issues more precisely. This was not a closed matter.

7.2 Planning correspondence

The correspondence received from the Local Planning Authority as set out on the planning
list concerning determined planning applications was NOTED.

8. Strategy, Policy and Finance Committee

8.1 Schedule of Payments and Income – It was proposed by Councillor Elmer, seconded
by Councillor Woodcock and RESOLVED (unanimously) that the schedule of
payments and income and the bank transfers be noted and the payments due for
January 2023 amounting to £10,200.86 be approved.

Upon item 251 the transfer of a large amount from the deposit to the current account,
the Clerk explained that this was a pre-cursor to the establishment of a separate
savings account with the Cambridge Building Society which was for CIL money only.
The physical separation of this ring-fenced reserve made it easier to appreciate the
extent of the CIL resources in the monthly financial reports to Council and ensured that
there was no confusion over the ring-fenced reserve.

With regard to item 259 Insurance for the Pavilion, Cllr Roberts suggested that next
year consideration be given to consolidating this item within the Council’s main
insurance policy.

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Concerning items 255 and 256, Councillor Woodcock answered Councillor Matthews
questions concerning playground reports and works resulting from the inspection
reports.

8.2 Bank Reconciliation Statement – The bank reconciliation statement for January 2024
was NOTED.

8.3 Contingencies – Councillor Elmer presented the minute of the SPF Committee’s
consideration of this matter at its meeting on 25 January 2024. The Committee had
noted the likely overspend on this budget head at the year-end but considered that it
could probably be contained within the council budget as a result of underspends
elsewhere. Reserves would not be called upon at this juncture to deal with the
overspend and only if the total Council budget was exceeded at the year-end would
reserves be employed to facilitate break even. The Council AGREED to support the
approach taken by the SPF Committee.

8.4 Persistent or vexatious Correspondence/Complaints Policy – Councillor Elmer reported
that at the Committee’s meeting on 25 January he had reported upon the case of a
local resident who had sent a large number of emails to the Clerk over the last two
years creating additional and non-productive work for the Clerk. The sheer volume of
correspondence could not justify the administration time taken away from other village
concerns and other residents’ requirements. Furthermore, in many of the
correspondences the same question(s) were repeated on numerous occasions.

The Committee considered that up to six categories of behaviour listed in the policy as
comprising persistent/vexatious behaviour applied and instructed the Clerk to write to
the local resident explaining why the behaviours are a concern and requesting them to
change their behaviours. Having taken this first step, if the behaviours persist in similar
fashion, formal reference may be made to the Council for further action under the
policy.

8.5 Council Priorities – The Chairman presented the report upon the Council’s Strategic
Investment Plan, developed at two Council workshops in June and November 2023.
The report identified key projects and estimated the likely costs of realising them. The
next stage in the process was for the feasibility of the projects to be investigated, each
with a councillor lead and for each project to report back in September 2024 when the
plan could be amended or further prioritised. New projects which may come forward
could be added.

It was proposed by Councillor Miller, seconded by Councillor Rothwell and
RESOLVED (unanimously):

1.that feasibility of the proposed activities itemised above should be commenced
2.that note be taken of the outline costs of each activity
3.that the lead councillor for each item should be:
o Congregational Church, Joan Miller
o Affordable Housing, Simon Rothwell
o Road Safety, Nigel Roberts
o Footpaths extension, John Price for RFF Committee
o Hopper Bus, Babergh DC (PC contact Joan Miller)
o Playing Fields, Graeme Woodcock for Playing Fields Committee

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o Children & families, Lyn Matthews for Young People Committee
o Refresh Website, Rob Wombwell
o Welcoming Newcomers, Mark Hurley
4.that the activities will report back before the end of Sept 2024 to provide an indication
of the viability of each activity and the requirement for investment.

8.6 Application for grant aid – This item was withdrawn at the request of the applicant.

9. Reports from Council Representatives on Outside Bodies

Constable Hall Management Committee – Councillor Price thanked Councillor
Woodcock for his letter of thanks to the Management Committee for the access
signage.

East Bergholt Community Land Trust – Councillor Rothwell reported that discussions
were continuing over the acquisition of affordable houses. An extraordinary meeting of
the Trust was scheduled imminently.

East Bergholt/Barbizon Twinning Association – The Chairman reported that a
committee meeting was scheduled for March. Fund raising was ongoing for the next
visit from Barbizon in 2025.

East Bergholt Futures – Councillor Woodcock reported that whilst there had been no
formal meetings, solar panels were being looked at by EB Futures and an informal
meeting had taken place between councillors and Chris Tuppen who had long term
plans for joint community projects though in the meantime would assist with proposals
for the Pavilion.

East Bergholt Society – The Chairman reported that there had been a successful
relaunch of the Society in January focused around local history and the Society’s
archives. She thought it good to see a new lease of life for the Society. Councillor
Wombwell added that there was a scheduled AGM in the spring and that the Society
would hold onto its charitable status.

East Bergholt Sports Council – Councillor Woodcock reported that at the recent
meeting the main issue had been the condition of the pitches and the loss of income
during the inclement weather. Grants for ground improvements were being
investigated. The reduction in electricity costs was also discussed at the meeting.

SALC – Councillor Davies had nothing to report.

Council Nominated Trustees to Outside Bodies

East Bergholt United Charities – Councillor Hockley reported that whilst there had not
been any meetings, extensive renovations of a property had been undertaken.

Lettice Dykes Foundation – Councillor Rothwell reported that there had been no
meetings. Two people had expressed interest in grants. The dispute with Barclays
Bank was continuing.

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Lambe School – Councillor Elmer said there was nothing to report from the meeting in
January. The trustees are looking at the tables as they were beginning to show signs
of age and also investigating a wifi connection as the County Broadband offer had not
come to fruition, but an offer from Gigaclear might.

10. Reports from Parish Council Working Groups

10.1 Cost of Living – Councillor Hurley reported that the Rural Coffee Van had visited
the Lambe School and had a successful morning. It was returning at the end of
February. Councillor Hurley had been in touch with Constable Hall and all was
ready to commence the Welcome Space from 22 February on a weekly basis
except for the first week of the month. Good progress had been made on the
Pantry in the Porch relaunch and the Welcome Space can be a drop off point.

10.2 Website Working Group
Councillor Wombwell noted that work was progressing and a meeting to consider
the archive structure was imminent. The Clerk added that the appearance of the
site was taking shape and the wording was under consideration. It was hoped that
a test site for councillors would be available in March.

11. Review of Policies
Councillor Elmer presented the Reserves Policy which was recommended to Council by the
Strategy, Policy and Finance Committee. It was proposed by Councillor Elmer, seconded by
Councillor Miller and RESOLVED (unanimously) that the Reserve Policy attached to this
agenda, be approved and adopted.

12. Schedule of Meetings
The Council considered a revised schedule of meetings for committees which avoided
meetings in August and rescheduled the committee cycles for April, July, October and
January. The dates of monthly Council meetings had been submitted to the previous
meeting. It was proposed by Councillor Miller, seconded by Councillor Hurley and
RESOLVED (unanimously) that the Council and committee dates now presented for the
municipal year 2024/25 be approved.

13. Congregational Church update – The Chairman reported upon the outcome of the meeting
with the Church Trustees and respective lawyers. Agreement was reached on revised
objects for the charity which focused on the benefit to residents and the methodology for
achieving a satisfactory transfer of the charity and the assets to the Council. The lawyers
were now preparing the documentation and resolving outstanding issues and hope to be in a
position to approach the Charity Commission in the next couple of months,

A draft Governance Plan had been drafted which was now with the Council’s lawyer. It
proposed a strict separation between the Parish Council exercising its powers and duties as
a parish council and the Parish Council acting as Corporate Trustee of the charity. Separate
meetings, accounts and bank accounts would be necessary and councillors would need to
quickly become accustomed to acting in dual yet distinct capacities. Councillor Wombwell
suggested a governance workshop nearer the time when the arrangements would begin to
operate.

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14. Urgent Communications
It was proposed by Councillor Woodcock, seconded by Councillor Miller and RESOLVED
(unanimously) that the Chairman send a welcoming letter from the Parish Council to the
new Vicar of St Mary’s Church.

15. Resolution to exclude the public (including the press)
It was proposed by Councillor Miller, seconded by Councillor Rothwell and RESOLVED
(unanimously) that pursuant to the Public Bodies (Admission to Meetings) Act 1960 and the
Local Government Act 1972 the public (including the press) be excluded from the meeting as
publicity would be prejudicial to the public interest by reason of the confidential nature of the
business to be transacted.

16. Confidential Minutes
It was proposed by Councillor Roberts, seconded by Councillor Rothwell and RESOLVED
(eight voted for, one voted against) that the confidential minutes of the Council Meeting of 11
January 2024 be approved as a correct record.

17. Matters arising/Updates
The Clerk updated the Council on latest developments concerning a confidential matter which
the Council considered. It was proposed by Councillor Wombwell, seconded by Councillor
Davies and RESOLVED (unanimously) that authority be delegated to the Chairman and
Vice-Chairman of the Council to determine all matters arising upon this matter and to report
back to the Council as they considered necessary. The Chairman and Vice-Chairman will
call on advice from other councillors as necessary.

The meeting closed at 10.02 pm.

Date of the next Council Meeting – Thursday 14 March 2024 at 7.30 pm at The Lambe School.

Chairman…………………………………………………………………………………….Date……………………………….