1

EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 14 May 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
Councillor R Wombwell
Councillor G Woodcock

In Attendance
G White, Parish Clerk
County Councillor G Jones
3 members of the public

Meeting Etiquette

The Chairman (Councillor Miller) welcomed everyone to the remote meeting of the Council which is being
conducted by digital conference call pursuant to The Local Authorities and Police and Crime Panels (Coronavirus)
(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020
(known colloquially as the Remote Meetings Regulations). Members of the public will be given the opportunity to
speak in the open public session and councillors will be invited to speak on every item. Decisions at this meeting
will be taken by the Clerk asking each councillor in turn whether they are for or against the proposal or abstaining
and after the voting the Clerk will announce the decision made which will be minuted though the actual votes of
councillors will not.

Open Public Session

None of the members of the public present wished to speak.

1. Apologies for Absence

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, seconded by
Councillor Lansdell and RESOLVED (unanimously) that the apologies from Councillors Eley and Elmer
be noted and accepted for the purposes of Section 85 of the Local Government Act 1972.

2. Declaration of Interests

There were no declarations of interest.

3. Minutes of the Parish Council meeting of 9 April 2020

It was proposed by Councillor Miller, seconded by Councillor Allen and RESOLVED (unanimously) that
the minutes be approved as a correct record.

2

4. Matters Arising/Updates

Item 5.1 Para 4 – Following enquiry from Councillor Lansdell, Councillor Miller confirmed that the EB
Covid-19 had agreed to fall under the auspices of the Council in order to obtain the benefit of insurance
cover and the Clerk was requested to chase the insurer’s agents for confirmation in this regard.

Item 5.3 – Councillor Lansdell asked whether the additional signatory had been added to the Council’s
banking arrangements. The Clerk had obtained the necessary forms which were being completed and
shortly would be referred to Councillor Roberts for insertion of personal information and signature.

5. Annual Council Meeting

The Clerk reported that under the Remote Meetings Regulations the requirement to hold an Annual
Council Meeting was disapplied for 2020 and where an appointment would otherwise be made or require
to be made at the annual meeting, such appointment continues until the next annual meeting of the
Council or until such time as the Council may determine.

The Chairman and Vice-Chairman of the Council and each Committee Chairman present confirmed that
they were prepared to remain in office for a further municipal year.

It was proposed by Councillor Lansdell, seconded by Councillor Woodcock and RESOLVED
(unanimously) that the annual meeting of the Council be not held in 2020 and that the appointments
which would normally be made at the annual meeting be extended to the annual meeting in 2021, subject
to any subsequent review by the Council after the coronavirus emergency.

6. Annual Parish Meeting

The Clerk reported that the Remote Meetings Regulations made no provision whatsoever for Annual
Parish Meetings. Accordingly it was not lawful to hold a remote meeting but equally it was not possible to
hold a physical meeting between the statutorily prescribed dates of 1 March and 1 June due to the
lockdown. Consequently an Annual Parish Meeting cannot take place in 2020. Notwithstanding, the
reports of the Chairman of the Council, the Committee Chairman and the County and District Councillors
have been assembled and placed on the Council’s website and public notice has been given explaining
the situation and inviting members of the public to submit comments or questions to the Clerk for
consideration at the next meeting of the Council. Two questions had been received to date.

Councillor Miller referred to the complete turnover of the Council in May 2019 which now comprised a
minority of members who had been on the Council previously. She had paid tribute to past members in
her written report but wished to express her particular thanks in public to former councillors Paul Ireland
and Rodney Moss for their significant contributions to the work of the Parish Council over many years.
The Chairman’s comments were NOTED.

The Chairman invited County Councillor Gordon Jones to advise the Council about matters at Suffolk
County Council. His annual report and monthly report were on the Council’s website and had been
circulated to councillors.

County Councillor Jones reported that the County Council was beginning to focus on the recovery from
the coronavirus crisis. Additional funding from the Ministry of Housing, Communities and Local
Government had been set at £75m and to date the first tranche of £20m and the second tranche of £14m
had been received. The balance of c.£40m was outstanding. The Council’s second return on coronavirus
costs was to be submitted this evening. It was compiled on a different basis to its predecessor, on the
assumption (for financial purposes) that the lockdown would be over by the end of July. However the
return would show similar figures albeit with a different make-up. The County Council had been
concentrating on the provision of personal protective equipment to care facilities as supplier of last resort.

3

County Councillor Jones thanked the community and the public authorities for all the work which has
been carried out in great co-operation.

Suffolk recycling centres have re-opened on a prior booking basis and by last night some 7,000 of 13,000
slots had been booked. The centres were running at about 50% capacity of normal.

7. Coronavirus

7.1 EB Covid-19 Volunteers – Councillor Hurley reported that the number of referrals had been
reducing, not due to a lesser need but that people had got into a routine and that prompt early
action had mitigated the need for urgent intervention. The Group was not aware of anyone who
had been overlooked and that residents know where to contact the Group for assistance. A sub-
group was continuing to communicate with isolated residents and it seemed that no-one has
slipped through the net so far.

Councillor Miller re-iterated her previous remarks (Minute 4 above refers) that the Group had
agreed to fall under the auspices of the Council in order to obtain the benefit of insurance cover
and Council resources. It was proposed by Councillor Miller, seconded by Councillor Hurley and
RESOLVED (unanimously) that the EB Covid-19 Group becomes an autonomous body under the
protection and authority of the Parish Council to which it reports its activities, thereby enabling the
Group to benefit from the Council’s incorporated status and insurance cover and upon resolution of
the Parish Council to utilise Parish Council financial and other resources for the benefit of the
community served by both the Group and the Parish Council.

7.2 Burial Grounds – Councillor Rothwell reported that there had been no increase in the number of
burials in the cemetery and that coronavirus was making no real impact upon Burial Grounds
business. Advice had been given by the Environment Agency upon protecting groundwater when
developing or expanding cemeteries during coronavirus but this was not applicable to East
Bergholt currently.

7.3 Parish Council contingency arrangements – The Clerk reported that appropriate contingency
arrangements had been or were being put in place. With regard to the Primary School re-opening,
Councillor Hurley reported that the school’s plan was to follow the guidance and open on 1 June
for the reception class and years 1 and 6, though the arrangements would not be the same as the
previous normal. He would keep the Council informed of progress in case back-up was needed.

8. Planning

8.1 Planning Applications received

The Council considered the planning applications received from the Local Planning Authority since the
last meeting.

DC/20/01408 Land east of Wenham Lane, Wenham Magna, CO7 6PJ – Erection of 1 No
dwelling and demolition of storage building.

Councillor Woodcock reported that the development was of a reduced size to
the previous iteration and was an improvement on it. It was noted that the
previous application had not been opposed by the local planning authority.

It was proposed by Councillor Woodcock, seconded by Councillor Roberts and
RESOLVED (unanimously) that no comment be submitted.

4

DC/20/01221

28 Chaplin Road, East Bergholt, CO7 6SR – Householder application –
Erection of single/two storey rear extension and alterations.

It was noted that this application had been considered at the last meeting when
it was proposed by Councillor Woodcock, seconded by Councillor Roberts and
RESOLVED (unanimously) that subject to the retention of the oak tree,
approval be recommended.

It was proposed by Councillor Miller, seconded by Councillor Woodcock and
RESOLVED (unanimously) that the previous resolution be endorsed and no
further comment be made.

DC/20/01542 Manor Farm, East End Lane, East Bergholt, CO7 6XA – Application to
determine if prior approval is required for a proposed: Change of Use of
agricultural buildings to dwellinghouses (C3) and for building operations
necessary to facilitate development – Conversion to 1 No dwelling.

The question of whether or not this was permitted development was a matter
for the local planning authority to determine. If it was determined not to be
permitted development the question of whether the Council would object to an
application would be guided by how well the proposal fits the Neighbourhood
Plan policies.

It was proposed by Councillor Woodcock, seconded by Councillor Roberts and
RESOLVED (seven voted for, none voted against) that no comment be
submitted.

DC/20/01587 Sechelt, Gaston Street, East Bergholt, CO7 6SD – Notification of works to
trees in a conservation area – T1 and T2 (Pine) Reduce by 30% and
remove deadwood.

Councillor Eley had notified the Chairman that in his opinion the proposal was
satisfactory.

It was proposed by Councillor Miller, seconded by Councillor Rothwell and
RESOLVED (unanimously) that no objection be recommended.

DC/20/01719 Manor Farm, East End Lane, East Bergholt, CO7 6 XA – Planning
Application – Change of Use and conversion of barns to form 1 No
dwelling. Creation of new field access.

Councillor Woodcock observed that a new large dwelling would be an
improvement on the existing and would pre -empt any future larger
development.

It was proposed by Councillor Woodcock, seconded by Councillor Roberts and
RESOLVED (nine voted for, none voted against) that no comment be
submitted.

DC/20/01775 Land south of Slough Road, Brantham – Outline Planning Application
(some matters reserved, access to be considered). Erection of residential
development of up to 65 new dwel lings (including minimum of 40%
affordable houses), with areas of landscaping and public open space,
including vehicular access and associated infrastructure works (re-
submission of DC/19/01973)

5

At its meeting on 16 May 2019 the Council considered this application and
recommended refusal in the following terms:

Refusal is recommended. Refusal is on the grounds of housing needs already
exceeded in this core village and hinterland, outside of CS2 and although
abutting Brantham, the benefit in meeting housing need is not proved, the
building would tend to merge Brantham and East End – coalescence of
communities is discouraged in the Babergh Core Strategy, there would be a
negative landscape assessment – views from the B1070 and Dedham Vale
AONB, the loss of benefit to grade 2 agricultural land, there are not good
transport links – which are already stretched at the tunnel on the A137 at
Manningtree Station, the link to the A12 is inadequate and Highways England
will not consider any improvements until 2025.

At its meeting on 13 June 2019 further consideration was given to the
application and the Council maintained its recommendation for refusal in the
following terms:

There are no changes to the previous recommendations. The LPA has
confirmed that there are no alterations or fundamental changes to this
application. Therefore the Parish Council’s previous representations and
recommendations stand.

Upon consideration of this re-submitted application, it was proposed by
Councillor Miller, seconded by Councillor Woodcock and RESOLVED
(unanimously) that the Council recommends refusal on the same grounds as
previously with particular reference to the failure of the application to meet
Local Plan and Neighbourhood Plan policies, inappropriate conjoining of
villages, detriment to views from the AONB, the generation of excessive traffic
movements, additional pressures on the school and the surgery in East
Bergholt and support for Brantham Parish Council’s view as to the unsuitability
of the site.

APP/D3505W/19/3
2411261
Land south of Slough Road, Brantham – Outline Planning Application
(some matters reserved). Erection of residential development of up to 65
new dwellings (including minimum of 35% affordable houses), with areas
of landscaping and public open space, including vehicular access and
associated infrastructure works.

The Council noted the appeal and AGREED that the comments set out for
application DC/20/01775 above also be submitted in relation to this matter.

8.2 Planning correspondence

The correspondence received from the Local Planning Authority concerning determined planning
applications was NOTED. The Clerk reported that he had raised with the planning case officer whether
the prospective sale of ‘Executive Lodges’ at Flatford Lane fulfilled the planning condition that the eco-
chalets were for holiday lets only. A reply was awaited.

9. Strategy, Policy and Finance Committee

9.1 Financial Year 2019/20 – The Clerk’s report was considered, appended to which was a statement of
accounts for the financial year 2019/20 showing an underspend of £28,636.09; the Annual Governance

6

and Accountability Return which required Council approval prior to submission for external audit; the
Internal Auditor’s report stating that no items needed to be reported; and details of suggested dates for
making the accounts available for public inspection.

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

(1) the Statement of Accounts for the financial year 2019/20 be noted;
(2) the Annual Governance and Accountability Return 2019/20 be approved;
(3) the report of the internal auditor for 2019/20 be noted,
(4) the dates for public inspection of the accounts from 15 June to 24 July 2020 be approved.

9.2 Schedule of Payments – It was proposed by Councillor Roberts, seconded by Councillor Miller and
RESOLVED (unanimously) that payments due in March amounting to £23,820.01 and in April,
amounting to £8398.28 be approved.

9.3 Bank Reconciliation Statements – The bank reconciliation statements for March and April 2020 were
NOTED.

10. Other Committee Matters

10.1 Roads, Footpaths and Flatford Committee – Councillor Lansdell reported that there had been little
progress on highway issues since the last meeting with David Chenery who had been redeployed during
the coronavirus lockdown but would return shortly to his main duties.

The Street was due to be re-surfaced in the next few days and it was noted that contractors has
deposited Portaloos on private land adjacent to The Red Lion. This was considered unacceptable and
steps were being taken to get them removed.

Quotations had been received from contractors for a monthly litter picking service for Straight Road, East
End Road and Park Road for which there was money in the budget. It was proposed to accept the
quotation from Sudbury Town Council for a twelve month contract.

10.2 Burial Grounds Committee – Councillor Rothwell referred to a fallen branch in the old Churchyard
which was being removed. Councillor Eley had been asked to advise on the safety of the tree.

10.3 Playing Fields Committee – Councillor Woodcock reported that the tennis courts had been swept in
preparation for the relaxation of lockdown restrictions and that the sports ground was looking in very good
condition.

10.4 Neighbourhood Plan Committee – Councillor Roberts reported that a remote meeting of the
Neighbourhood Plan Group met on 22 June 2020 and agreed to apply for a locality grant; to ask AECOM
to move forward with its work with Babergh District Council; and to extend the evidence base on the local
housing need and to pursue progress on the Heritage Survey. The Group will need again in June and
report to the next Council meeting.

10.5 Equality and Diversity Group – Councillor Hurley reported that the Group had met for a catch-up and
brainstorming meeting before the lockdown. The Outreach Group had come into funding and will work
with the Equality and Diversity Group and local artists to provide a bench supporting the Group’s
objectives, to be ‘opened’ in September.

11. WW2 commemorative bench/planter

Councillor Rothwell advised that none of the advertised memorials met the Council’s requirements as
articulated to date which led him to pose four questions:
1. Does the Council wish to commemorate the end of World War 2?

7

2. Should Rodney Moss and/or The High School be invited to design the commemorative piece?
3. Is there a budget for the project?
4. Where should the item be placed?

A majority of the Council was in favour of doing something to commemorate the 75
th
anniversary of the
end of the war and considered the item should be commemorative and not a memorial. Either of the
named parties was considered to be an appropriate designer/manufacturer of the piece. It was
considered that it should be located somewhere appropriate in the village centre, possibly the village
green, but not in the cemetery. The Clerk advised of a budget which was likely to be underspent and from
which funds of up to £2500 could be vired. Councillor Rothwell was requested to develop firm proposals
having regard to the discussion upon his questions and to report back to the Council.

12. Application for Grant Aid

Consideration was given to an application for grant aid from Marie Curie Emergency Appeal. It was
proposed by Councillor Miller, seconded by Councillor Rothwell and RESOLVED (unanimously) that a
grant of £200 be made to Marie Curie Emergency Fund under Section 137 of the Local Government Act
1972.

10. Urgent Communications

There were no urgent communications.

The meeting closed at 9.20pm.

Date of the next remote Parish Council Meeting – Thursday 11 June 2020 at 7.30pm

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