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EAST BERGHOLT PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
Thursday 9 April 2020 at 7.30pm
Present – Parish Councillors
Councillor J Miller (Chairman of the Council)
Councillor N Roberts (Vice Chairman of the Council)
Councillor R Allen
Councillor C Cathcart
Councillor M Hurley
Councillor R Lansdell
Councillor J Price
Councillor S Rothwell (from item 3)
Councillor R Wombwell
Councillor G Woodcock
In Attendance
Mr G White, Parish Clerk
County Councillor G Jones
No members of the public
Remote Meeting
The Chairman (Councillor Miller) welcomed members to the first remote meeting of the Council. This is able to
take place due to the new Regulations made by the Secretary of State pursuant to powers in the Corononavirus
Act 2020 whereby legislation is relaxed to enable remote meetings to take place during the Coronavirus
lockdown. It is a requirement of the amended legislation that the usual public notice of the meeting is given and
that the public can view the meeting and participate in the usual manner. Appropriate public notice of the meeting
was given via the Council noticeboards and the Council’s website and an invitation to the public to join the
meeting with instructions upon how to do so were published on the website and on the village Facebook pages in
compliance with the Regulations.
No substantive decisions will be taken at the meeting. Proposals will be made and seconded during the
course of the meeting but the votes of the members upon the proposals will be invited by the Clerk by
email after the meeting and members votes upon those proposals will be attached to these minutes. This
procedure has been put in place to ensure that any members present who may have difficulties with the
technology are not precluded from registering their votes.
The meeting is being recorded in case there needs to be any reference back to the proceedings.
The Chairman thanked Councillor Wombwell for his research, technical expertise and advice which has enabled
this meeting to take place remotely.
Open Public Session
There were no members of the public present.
1. Apologies for Absence
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Apologies for absence were received from Councillor Eley who was working to preserve his business and
Councillor Elmer who remained stranded in Australia. It was proposed by Councillor Miller and seconded
by Councillor Lansdell that the apologies from Councillors Eley and Elmer be noted and accepted for the
purposes of Section 85 of the Local Government Act 1972.
By post-meeting email voting the proposal was RESOLVED (unanimously).
2. Declaration of Interests
There were no declarations of interest.
3. Minutes of the Parish Council meeting of 12 March 2020
Councillor Rothwell joined the meeting
It was proposed by Councillor Miller and seconded by Councillor Woodcock that the minutes be approved
as a correct record.
By post-meeting email voting the proposal was RESOLVED (unanimously).
4. Matters Arising/Updates
With regard to Minute 10, Urgent Communications – Coronavirus, the Chairman (Councillor Miller)
reported that Councillor Rothwell had been to the Surgery to see if there was any assistance the Council
could render and was advised not at this point in time. The Surgery has Councillor Rothwell’s details in
the event of the situation changing. The Surgery has set up a Facebook site with Coronavirus information
and the Chairman is copying this onto the village Facebook pages.
The Chairman reported that she had held discussions with County Councillor Jones who was sending the
daily updates from Suffolk County Council and the Council was also getting updates from Babergh District
Council and from Community Action Suffolk. All these bodies were communicating with each other.
On Door to Door leaflets, Councillor Hurley reported that the Voluntary Group, EB Covid-19, had
enclosed a leaflet with the parish magazine. However there had been a number of complaints about
physical deliveries of the parish magazine, even though this had been delivered in as secure a manner as
possible, and hard copy deliveries of parish magazines had now been halted nationwide. Publication will
continue electronically and some copies will be posted around the village. Relatives of residents who
were not computer/internet conversant were coming forward to make themselves known to EB Covid-19.
The Chairman added that EB Covid-19 was very active on Facebook.
5. Coronavirus
5.1 EB Covid-19 Volunteers – Councillor Hurley reported that some 70 volunteers were working
together directed by a committee of 9 of which he was a member with particular responsibilities for
allocation. Over 40 residents of the village were being supported for a variety of needs. More
volunteers and residents requiring support were coming forward. The initiative seems to be going
well and has attracted lots of positive feedback.
Councillor Miller added that it was an impressive organisation of which Councillor Hurley was a
lynchpin in the headquarters. Everything on the Community Action Suffolk checklist had already
been ticked off. The Council had undertaken to assist with financial resources but so far there had
been no call on the earmarked £1000. There had been an enquiry about a payment protocol for
volunteers shopping for residents and Councillor Miller, Councillor Roberts and the Clerk could
provide a security blanket to guarantee payments if there was any default or problem. There was a
low likelihood of this given the goodwill which existed but it was important for volunteers to know
that they ran no financial risk.
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The Clerk reported that he had spoken to the Council’s insurance agents regarding public liability
cover for the volunteer group. If the Group comprised ‘Council’ volunteers the Council’s policy
would extend to them but if not, the policy would not cover the volunteers. It was not possible for
the Council to take out a separate public liability policy to cover the unincorporated association
which the Group comprised.
Councillor Woodcock cited a precedent in the case of the annual litter picking initiative where the
volunteers were Council volunteers and covered by the Council’s policy. Councillor Rothwell
considered that the Group’s committee should be asked if they wished to become Council
volunteers in order to be covered by the policy. Councillor Miller said she would mention this at
their meeting on the following Monday. It was considered that the basis of the indemnity would
have to be made clear and the Group would have to report back to the Parish Council. This was
not seen as a particular problem as both Councillors Hurley and Miller attended the committee
meetings and reports to the Council could be made regularly via those members.
It was proposed by Councillor Miller and seconded by Councillor Roberts that in principle the
Council endorses the proposal to accept the EB Covid-19 Group as Council volunteers thereby
providing cover for them under the Council’s public liability policy.
By post-meeting email voting the proposal was RESOLVED (unanimously).
At 7.59pm the Chairman adjourned the meeting to enable councillors to participate in the ‘Clap for Carers’.
The meeting reconvened at 8.03pm.
5.2 Burial Grounds – Councillor Rothwell reported that he had updated the signage on the Cemetery
noticeboards and that the Clerk had provided notes on the various procedures required to be
undertaken so that in the event of his illness someone else could fulfil the role. At present there
was only one forthcoming burial planned which was a re-opening of an existing grave. There was
a reasonable number of spare plots sufficient to meet the short and medium term needs. Burials
can still proceed but graveside limits on numbers of mourners have been imposed though as long
as social distancing is preserved a fairly flexible approach would be observed.
The Chairman observed that Councillor Rothwell was monitoring information as received and
would report back to the Council as necessary.
5.3 Parish Council contingency arrangements – The Chairman stated that if she was unable to fulfil
her duties, the Vice-Chairman would take over. If he too was rendered incapable, another (senior)
councillor who was in good health would be deputed to take temporary charge of the Council’s
business. If the Clerk was unable to perform his duties most functions could be undertaken
temporarily by another who had access to the Clerk’s laptop. The main problem would be over the
payment of invoices and regular payments which the Clerk effects by bank transfer after obtaining
authority from two designated signatories. Whilst access to the Council’s bank accounts is merely
password protected and an authorised councillor can be afforded the passwords on a temporary
basis, the bank transfer protocol includes a security password sent to the Clerk’s mobile phone
mid-transaction. Given the time it took to get the banking arrangements to their current level of
sophistication, the Clerk was not hopeful that to change the registered phone number would be
simple or straightforward. Nevertheless he undertook to make appropriate enquiries in that regard
so that one of the other signatories could be a fall back option. In the short term it would be
necessary to make payments by cheque which would require the signatures of two signatories.
The current signatories were Councillors Elmer, Lansdell and Wombwell, with the former being
currently unavailable. It was considered that another signatory would be prudent in the event of
one of the others being taken ill. It was proposed by Councillor Miller and seconded by Councillor
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Woodcock that Councillor Roberts be added as an authorised signatory for the Santander Bank
accounts.
By post-meeting email voting the proposal was RESOLVED (unanimously).
6. Planning
6.1 Planning Applications received
The Council considered the planning applications received from the Local Planning Authority since the
last meeting.
DC/20/01221 28 Chaplin Road, East Bergholt, CO7 6SR – Householder Planning
Application – Erection of single/two storey rear extension and alterations.
It was noted that this application was a mirror image of a previous application
for No 30 upon which the Council had recommended approval. However in this
case it was noted that there was an Oak tree in the back garden, the subject of
a TPO and it was important that the tree be not prejudiced by the development.
It was proposed by Councillor Woodcock and seconded by Councillor Roberts
that subject to the retention of the oak tree, approval be recommended.
By post-meeting email voting the proposal was RESOLVED (unanimously).
DC/20/00996
Park Farm Cottage, Park Road, East Bergholt, CO7 6XT – Householder
Planning Application – Erection of two storey side extension; Erection of
porch extension and solar panels (following demolition of outbuilding);
Erection of outbuilding and alterations to windows and doors.
It was noted that the original application in July 2019 had been recommended
for approval. This application was a tweaked version of the original.
It was proposed by Councillor Woodcock and seconded by Councillor Roberts
that approval be recommended.
By post-meeting email voting the proposal was RESOLVED (unanimously).
DC/20/01114 Homestead Lodge, Heath Road, East Bergholt, CO7 6RL – Householder
Planning Application – Erection of single storey side, front porch and two
storey front/side extension (following demolition of garage). Erection of
garage.
Members considered the large cartlodge to be visually intrusive and
detrimental to the locality. It was proposed by Councillor Woodcock and
seconded by Councillor Wombwell that refusal be recommended unless the
cartlodge was repositioned away from the front of the house.
By post-meeting email voting the proposal was RESOLVED (8 voted for, none
voted against.)
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6.2 Planning correspondence
The correspondence received from the Local Planning Authority concerning determined planning
applications was NOTED.
With regard to item B (DC/19/05798, Clare House, Heath Road) disappointment was expressed about the
decision of the local planning authority to approve the application without regard to the Parish Council’s
recommendation for refusal on the ground of inadequate access for the development.
With regard to item C (DC/20/00950 The Old Rectory, Rectory Hill) disappointment was expressed about
the decision of the local planning authority to make no objection to the felling of an oak tree without regard
to the Parish Council’s recommendation that a crown reduction of up to 30% was the appropriate course
of action.
6.3 BMSDC Joint Local Plan Sustainability Appraisal Scoping Report March 2020
Councillor Roberts explained the Local Plan procedure and the place within it of the scoping report
which he had considered in detail. He referred to the comments he had submitted which were
suggested as the Parish Council’s response to the consultation upon the Scoping Report.
It was proposed by Councillor Miller and seconded by Councillor Lansdell that the comments prepared
by Councillor Roberts be approved and adopted and be sent to Babergh District Council. Thanks be
afforded to Councillor Roberts.
By post-meeting email voting the proposal was RESOLVED (unanimously).
6.4 Capel St Mary Neighbourhood Plan
Councillor Roberts referred to the comments he had submitted which were suggested as the Parish
Council’s response to the consultation on the Capel St Mary Neighbourhood Plan.
It was proposed by Councillor Miller and seconded by Councillor Woodcock that the comments
prepared by Councillor Roberts be approved and adopted and be sent to Babergh District Council.
By post-meeting email voting the proposal was RESOLVED (unanimously).
7. Land Transactions
Councillor Miller referred to slow progress with the proposed transaction due to a valuation of the land
being required. The fee for a valuation from a Norwich based firm was £2000. The fee from Beane, Wass
and Box of Ipswich was £750 + VAT. Councillor Roberts added that AECOM provide a masterplanning
service which may be useful in the future.
It was proposed by Councillor Lansdell and seconded by Councillor Roberts that the quotation for the
valuation of the land submitted by Beane, Wass and Box of Ipswich (the lowest) be accepted.
By post-meeting email voting the proposal was RESOLVED (unanimously).
10. Urgent Communications
10.1 Coronavirus – The Chairman invited County Councillor Jones to bring the Council up to date on
Suffolk County Council’s activities with regard to Coronavirus. County Councillor Jones responded
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by saying that the current situation was challenging for Suffolk County Council as it was for everyone
else. The County Council was working closely with Suffolk’s community initiative and giving co-
ordinating help and support. He thanked the community bodies for their work in East Bergholt and in
Suffolk generally. He will circulate on behalf of the Collaborative Community Group an A5 document
with a freephone number for those in need and other relevant numbers. The County Council was
procuring Personal Protective Equipment for Care Homes. The Chairman thanked County Councillor
Jones for his work at County Council level and asked Councillor Hurley to pass on to the EB Covid-
19 Group Committee the thanks of County Councillor Jones.
10.2 VE/VJ day memorial bench/planter – Further to his report to the previous meeting (minute 7.3 refers)
Councillor Rothwell suggested that any memorial item should be with general reference to World
War II rather than specifically for VE or VJ day both of which involved residents of East Bergholt.
10.3 Dr Ayache
The Chairman referred to the sad passing of Dr Ayache who had been a local doctor in East
Bergholt for many years and a senior partner at the surgery. The Council expressed its sorrow.
Councillors held Dr Ayache in high regard both as a medical practitioner and a thoroughly nice chap.
They paid tribute to his many years of excellent and tireless service to the local community which
made him such an asset to the village. The Clerk was requested to express the Council’s
condolences to the family.
The meeting closed at 8.58pm.
Date of the next remote Parish Council Meeting – Thursday 14 May 2020 at 7.30pm
Chairman…………………………………………………………………………………….Date………………………………………………..