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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 14 January 2021 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 P Dent
Councillor R Eley
Councillor R Elmer
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 Gordon Jones
Mr C McEwen and Mr R Althen, East Bergholt Community Land Trust
Five members of the public

Open Public Session

Mrs Joyce Baker asked if there were sufficient councillors who would support an application to list the Red Lion
car park as an Asset of Community Value (ACV). She hoped there would be.

Mr Charlie Stannett also supported the listing and asked the Council to consider seeking tree preservation orders
on trees in the car park, which was situated in the conservation area.

Mr Jonathan Peachey and Mr James Knight both said they were present to listen to the Council discussions.

Mrs Alicia Herbert referred to highways and road issues, in particular the flooding in front of her property, drainage
generally and road speeds.

Councillor Lansdell said that discussions with Suffolk County Council on flooding and speeds were ongoing and
County Councillor Jones may wish to say something on the subject.

Mrs Herbert mentioned the trees in the car park and hoped the Council would give consideration to seeking tree
preservation orders. With reference to an ACV application, she wondered if the Council was not seeking to have
the pub listed due to the previous decision to withdraw the application having been less than six months ago.

The Chairman said that the special motion to be considered later in the agenda concerned only the car park and
the toilets and no proposal had been submitted by members in relation to the pub.

With regard to the planning application the Chairman stated that it had not been properly validated and had been
withdrawn by the Local Planning Authority. It would have to be re-submitted once requirements of notice had
been satisfied and details in the application corrected. Consequently there was no opportunity to discuss it at this

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evening’s meeting. There will be a full debate once a validated application is made and out for consultation and
the Council will let the public know when that will take place.

1. Apologies for Absence

There were no apologies for absence from members.

2. Declaration of Interests

There were no declarations of interest or dispensations.

3. Minutes of the Parish Council meeting of 10 December 2020

It was proposed by Councillor Miller, seconded by Councillor Rothwell and RESOLVED (unanimously)
that the minutes of the meeting of 10 December 2020 be approved as a correct record.

4. Matters Arising/Updates

There were no matters arising/updates.

5. Coronavirus

Councillor Hurley reported that the Covid-19 Group was still functioning and had put out reminders of the
ongoing services available. The occasional new person was coming forward for assistance and the
established visits to residents were continuing.

Councillor Rothwell said that while there had been three recent burials in the cemetery there was not any
significant increase on the usual number of burials.

A member of the public had asked Councillor Rothwell to whom should examples of flouting the lockdown
rules be reported. County Councillor Jones confirmed that such cases should be referred to the Police.

The Chairman mentioned a complaint received of social gatherings in the Sports Pavilion. Once alerted to
this the Chairman of the Sports Council had stopped all such gatherings. The Chairman added that if
there was any repeat of this behaviour the Council would close the Pavilion.

She noted that the number of positive cases in the area was high and whilst it fluctuated from day to day
the trend was not decreasing and she urged everyone to adhere to the rules and not to relax vigilance.

6. District and County Councillor reports

The Chairman noted that there was no report from District Councillor Hinton this month but all councillors
understood the circumstances.

County Councillor Jones referred to his written report which had been circulated and invited questions.

With regard to last week’s report on the virus, East Bergholt and environs was the eighth worst area in
Suffolk. Stratford St Mary was the fourth worst. The numbers had levelled off somewhat this week. The
ICUs in both Ipswich and Colchester Hospitals were full and experiencing their highest ever levels of
patients. He endorsed the need to abide by the rules. The roll out of the vaccine was ongoing albeit with
some teething troubles.

The draft County budget had been to the Scrutiny Committee and was scheduled to be presented to
Cabinet this month and to Council on 11 February. Its compilation had been challenging and resulted in a
proposed council tax increase of 1.99% and an adult care precept of 2%. Central Services and Children’s

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Services are the real pressure points. Nevertheless a balanced budget was being presented albeit with a
call on reserves.

With regard to Speeding, County Councillor Jones thanked the Council for their priority order as
determined at the last meeting. Those preferences have been relayed and a response is awaited.

Regarding the ANPR trial, County Councillor Jones encouraged the Council to confirm its willingness to
participate in the trial. There will be ten cameras which will be rotated around the County’s selected sites.
The Police are now supporting the initiative and will take action where necessary.

Flooding is a major issue throughout the County and the County Council is planning to invest more money
in flood measures in the next financial year. For now, any instances should be reported on the Highways
reporting tool and direct to County Councillor Jones who will be willing to come out and see for himself
and then report back.

Councillor Rothwell asked about cameras at waste/recycling facilities. Was it the intention to stop those
living outside the area from using the facilities? County Councillor Jones said that was not the intention.
There were various reasons for the cameras, such as that it obviated the need to have someone on the
gate and it ensured that trade waste was collected more effectively. The cameras paid for themselves in a
matter of a few months. The booking system had been well received in Suffolk and was operating
efficiently.

Councillor Dent asked if the Police could prosecute based on what was caught on camera. County
Councillor Jones confirmed that they could via due legal process.

Councillor Lansdell referred to flooding in The Street and wondered if there had been any movement from
the County’s specialist drainage unit. County Councillor Jones will investigate and report as soon as
possible.

County Councillor Jones was asked about the timescale for the ANPR trial. He considered it would be
sooner rather than later and he anticipated a strong response from local councils. The project has not
been formally announced yet but by giving the Council early warning there is a greater chance of being
accepted in the trial.

Councillor Eley asked how much had been spent on fly-tipping this year and whether the volume had
increased. County Councillor Jones did not think it had increased. The cost of addressing it was a District
Council matter so the funding would come from their budget.

Councillor Roberts asked about progress with the vaccination programme. The aim was to have covered
all four priority tiers in Phase 1 by mid-February but reports indicated that it was lagging behind
somewhat. Will the target be met? County Councillor Jones advised that the vaccination scheme was
being run by NHS England so he was unaware of the very latest detail though he was aware of
discussions taking place with the County Council and others at a higher level.

The Chairman noted that the Surgery had commenced vaccinations that day and that over a hundred
local volunteers had come forward to assist.

She thanked County Councillor Jones for his attendance and contribution and he left the meeting.

7. Planning

7.1 Planning Applications received

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

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DC/20/05559 Willow Croft, 6 School Lane, East Bergholt, CO7 6SW – Householder
Planning Application – Erection of single storey rear and single storey
front extension to existing porch; Conversion of garage to additional
living accommodation and raising of pitched roof.

Concern was expressed that the proposed development included the reduction
of a double garage to a single one thereby resulting in an extra car in the road.
The Highway Authority had requested further details and it was considered that
highway requirements must be adhered to.

It was proposed by Councillor Woodcock, seconded by Councillor Rothwell
and RESOLVED (unanimously) that approval be recommended subject to
approval by the Highway Authority.

DC/20/05742 Larretts, Gaston Street, East Bergholt, CO7 6SF – Householder
Application – Erection of detached oak framed garage, home office and
ancillary annexe (following demolition of existing garage).

Concern was expressed over the size of the development which was
considered to be too large for the site and out of scale with the surrounding
buildings.

It was proposed by Councillor Woodcock, seconded by Councillor Roberts and
RESOLVED (twelve voted for, none voted against) that refusal be
recommended on the grounds that the proposal was an overdevelopment
being too large for the site and its surroundings and that the impact on the
neighbouring property would be significant with a loss of amenity to both the
house and garden. In addition there would be a loss of garden, trees and
shrubs on the application site which was detrimental.

Re-consultation
DC/20/02459
Land south of Ipswich Road, Brantham – Full Planning Application –
Construction of 127 dwellings (Comprising 83no market and 44no
affordable homes) Garages, Parking, Vehicular access onto Ipswich
Road, Estate Roads, Church/Nursery Car Park (Comprising 30no parking
bays), Public Open Space, Play Areas, Landscaping, Drainage and other
associated infrastructure.

The Clerk read out the unanimous resolution of 9 July 2020 upon the original
consultation which the Council thought remained appropriate.

It was proposed by Councillor Lansdell, seconded by Councillor Roberts and
RESOLVED (unanimously) that refusal be recommended on the grounds that
the development would afford an unreasonable increase in traffic generation
on the road system in East Bergholt and the transport links to the A12 and
would place unreasonable pressures on the facilities in East Bergholt, in
particular the High School and the Doctors’ Surgery.

7.2 Planning correspondence

The correspondence received from the Local Planning Authority concerning determined planning
applications and a statutory consultation concerning the proposed Sunnica Energy Farm, Cambridgeshire
were NOTED.

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8. 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. 16/11/20 Census 2021 Engagement
Manager for East Suffolk
Census 2021
2. 15/12/20 Chairman AONB Letter of thanks for grant aid
3. 16/12/20 Canon Rev Stephne van der Toorn Re Paul Ireland’s representations to the PC
4. 18/12/20 Dr Paul Ireland Re representations to the PC and resignation
as Bell Captain
5. 22/12/20 SALC Suffolk CC News Release – Help shape
guidance for new housing developments in
Suffolk
6. 23/12/20 AONB Monthly update – December
7. 31/12/20 County Councillor Gordon Jones ANPR speed indicator cameras – trial
8. 03/01/21 Tony Brigden ACV
9. 05/01/21 Liz Digby, Churchwarden Letter of thanks for support to Christmas
Parade
10. 05/01/21 Suffolk Police Suffolk Police and Crime Commissioner’s
proposals
11. 05/01/21 AONB Potential Hedgehog Project in East Bergholt
12. 31/12/20 Tony Brigden Communication Policy
13. 08/01/21 County Councillor Gordon Jones Fake NHS text messages
14. 08/01/21 Suffolk Resilience Forum Lockdown Rules
15. 08/01/21 County Councillor Gordon Jones Vaccine Programme
16 12/01/21 Trevor Broyd Outdoor Gym Proposal
17. 13/01/21 Stephen Mills Outdoor Gym Proposal
18. 13/01/21 Stephen Mills Outdoor Gym Proposal

Item 5 Help shape guidance for new housing developments in Suffolk – The Chairman said she had
passed the document to John Lyall who had given a preliminary assessment and would like to add
additional detail following greater study. Councillor Roberts thought the document was relevant to
ongoing traffic works and that it should be considered by the Roads, Footpaths and Flatford Committee. It
was AGREED that the Roads, Footpaths and Flatford Committee should consider the document and
provide an overview and incorporate John Lyall’s comments as appropriate. The draft response to the
consultation should be circulated to all members by email to enable an approved version to be submitted
by the close of the consultation on 10 February 2021.

Item 7 ANPR trial – In his email County Councillor Gordon Jones had asked three questions of the
Council.

1. Does the Council want the village to be included in the two year trial? It was AGREED that the
Council does want East Bergholt to be included.

2. What are the most suitable locations for cameras to be sited (maximum of 3)?
Nine sites were proposed and members each voted for their preferred three sites as follows:

Heath Road 9
Mill Lane 7
Foxhall Fields 6
Rectory Hill 5
Gaston Street 4
Hadleigh Road 3

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White Horse Road 3
Park Road 2
Gandish Road 0

It was AGREED that Heath Road, Mill Lane and Foxhall Fields be submitted as the preferred
locations.

3. Are poles in place at the locations or are additional poles /posts needed?
The Council NOTED that poles/posts are not in place and will be required.

Item 8 ACV – There was no motion to list the pub, just the car park and toilets.

Item 11 Hedgehog Project – The Council was not unsympathetic but would like to see a proper proposal
before committing to it.

Item 12 Communications Policy – It was proposed by Councillor Miller, seconded by Councillor Lansdell
and RESOLVED (eleven voted for, none voted against) that Councillors Roberts, Dent and Wombwell
together with the Clerk develop a Communications Policy and Strategy and report back to the Council.

9. Strategy, Policy and Finance Committee

9.1 Budget Monitor Q3 – The Clerk reported that at the end of Q3 the Council had spent 60% of the
budget and that it was unlikely that the whole of the remaining 40% would be spent in Q4. The largest
underspend was the EBNP review and projects which had been delayed due to the pandemic. In other
Committee areas, with the exception of Playing Fields which had undertaken the major tennis courts
project, expenditure had been modest with quite a few minor projects being delayed for the same reason.
The Budget Monitor was NOTED.

9.2 Schedule of Payments – It was proposed by Councillor Miller, seconded by Councillor Lansdell and
RESOLVED (unanimously) that payments due for December amounting to £5648.24 be approved.

9.3 Bank Reconciliation Statement – The bank reconciliation statement for December 2020 was NOTED.
The Clerk advised that the budget monitor showed the remaining budget as £97,522.71 and therefore the
Council’s reserves currently stand at £176,575.26.

9.4 Urgent Communications – Precept 2021/22 – The Chairman advanced up the agenda the report she
had allowed under Urgent Communications due to the urgency and importance of communicating the
precept to Babergh District Council by 31 January 2021. The Clerk presented his report which noted that
at the last meeting the Council had approved a precept of £163,000 believing it to be a 0% increase on
council tax. Since then Babergh had recalculated down the Tax Base (the number of equivalent Band D
properties in an area) so that the precept now amounted to a council tax increase of 3.18%. To maintain
the principle of a nil increase the precept would have to be reduced to £157,979 and the difference of
£5021 would have to be taken from reserves to fund the approved budget. There was sufficient in the
reserves to achieve this. The Council would receive a grant payment of £1,115 from the Local Council
Support Grant Allocation which would go some way to offset the cost of reducing the precept.

It was proposed by Councillor Roberts, seconded by Councillor Lansdell and RESOLVED (unanimously)
that the Precept for 2021/22 in the sum of £157,979, be approved.

10. Other Committee Matters

10.1 Roads, Footpaths and Flatford Committee – Councillor Lansdell reported that the offer of a
contribution to signage for the Bentley Quiet Lanes project had been received with thanks by Bentley
Parish Council, though they were not yet at the stage with the project of requiring the contribution. They
would notify us when it was required.

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The Committee was monitoring progress on the replacement of Fen Bridge. Whilst some progress was
being made the timetable seemed to be dropping back to the end of the year.

10.2 Burial Grounds Committee – Councillor Rothwell reported that quotations were being sought for
tree maintenance and for the clearance of deadwood.

10.3 Playing Fields Committee – Councillor Woodcock reported that there would be an informal Zoom
meeting of the Committee on 21 January. The Tennis Club now had 200+ members (in 6 months) of
which 100+ were junior members.

10.4 Neighbourhood Plan Committee – Councillor Cathcart reported that a meeting had taken place on 5
January at which two residents had joined the Neighbourhood Plan Committee. Various sections of the
plan were shared out amongst members who would stimulate and facilitate discussion. The next meeting
will be on 2 February.

11. Neighbourhood Plan – Heritage Landscape Study

At the last meeting consideration of the extent of public circulation of hard copies of the study was
deferred to give members time for further consideration.

Councillor Dent reported that he had received revised costs for printing the document, as follows:

Number of copies Total price Price per copy
50 £599 £12.00
100 £1039 £10.40
500 £2559 £5.12
1500 £4989 £3.32

Delivery would be an additional cost of £300-350 and Councillor Dent could store the documents in his
garage pending distribution.

It was proposed by Councillor Dent and seconded by Councillor Miller that 1500 printed copies be ordered
and distributed to every household in the village.

Councillor Hurley proposed an amendment which was seconded by Councillor Allen, that printed copies
be not provided to every household but be available to all those who wanted them. The amendment was
carried (ten voted for, two voted against) and became the substantive motion upon which a vote was
taken and it was RESOLVED (ten voted for, two voted against) that printed copies be not provided to
every household but be available to all those who wanted them.

The matter was referred to the Communications Group for further consideration.

12. Motion to suspend Standing Orders

It was proposed by Councillor Miller, seconded by Councillor Rothwell and RESOLVED (unanimously)
that pursuant to Standing Order 5(xx), Standing Order 1(x) be suspended to enable the meeting to
continue beyond the two hour limit.

13. Assets of Community Value

The Clerk presented his report which detailed the history of applications to list as an ACV the Red Lion
pub, car park and toilets by the Council in 2017 and 2020, both of which applications were withdrawn
following representations from the owner of the Red Lion. In the light of the planning application submitted
just before Christmas, the Planning Working Group had met informally on 4 January 2021 and considered
that in order to protect its interests in the car park and the toilets the Council should seek to have the area
leased to the Council listed as an ACV. In order to ensure compliance with Standing Orders, as the

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previous resolution to withdraw the application was made less than six months ago, seven councillors had
submitted a special motion bearing their names and that motion was before the Council for consideration.

Councillor Roberts did not consider it to be the right time to seek the listing. The Lease is as secure as it
can be, and to make application now may have an adverse effect upon the relationship with the owner.
Councillors Hurley and Rothwell supported that view.

It was proposed by Councillor Lansdell, seconded by Councillor Elmer, supported by Councillors
Cathcart, Dent, Price, Wombwell and Woodcock and RESOLVED (nine voted for, three voted against)
that the Council submit to Babergh District Council a Community Nomination to list Red Lion car park and
Toilets as an Asset of Community Value.

14. Review of Council Policies

The Clerk presented his report upon the review of three policies and the development of a fourth which
had been undertaken by the Vice-Chairman of the Council and the Clerk and which were submitted to the
Council for approval.

It was proposed by Councillor Roberts, seconded by Councillor Dent and RESOLVED (twelve voted for,
one voted against) that the following policies be approved and adopted:
Publication Scheme (ICO and Schedule),
Publication Scheme (Freedom of Information Act 2000),
Privacy Notice,
Equality and Diversity Policy.

Councillor Rothwell noted that the Equality and Diversity Policy required the Council to have regard to the
requirements of this policy when reviewing its policies with particular regard to the equality implications of
such policies. He considered that a member of the Council should, after appropriate training, oversee the
Equalities and Diversity Policy to ensure that the Council’s policies and action are compliant with it.
Councillor Hurley volunteered to undertake the role.

It was proposed by Councillor Rothwell, seconded by Councillor Hurley and RESOLVED (twelve voted
for, none voted against) that Councillor Hurley undertake appropriate training and oversee the Equalities
and Diversity Policy to ensure that the Council’s policies and actions are compliant with it.

15. Outdoor Gym Proposal

Councillor Woodcock withdrew the proposal to enable the Playing Fields Committee to consider it further
and to report back to the Council meeting in February.

16. Resolution to exclude the public (including the press)

It was proposed by Councillor Miller, seconded by Councillor Allen and RESOLVED (unanimously) that
pursuant to the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972
Sections 100 and 102, 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.

17. East Bergholt Community Land Trust – Future Business Plans

Representatives of EBCLT attended and discussed with the Council their future business plans.

18. The Council’s Property Interests

The Council received legal advice concerning a particular landholding and discussed future action.

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The meeting closed at 10.37 pm.

Date of the next remote Parish Council Meeting – Thursday 11 February 2021 at 7.30pm

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