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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE STRATEGY, POLICY AND FINANCE COMMITTEE MEETING

18 September 2025

Present – Parish Councillors
Councillor R Elmer (Chair)
Councillor S Davies
Councillor M Hockley
Councillor J Miller
Councillor J Price
Councillor N Roberts

In Attendance
G White, Parish Clerk
Linda Bestow, Lambe School

OPEN PUBLIC SESSION
Linda Bestow presented the Lambe School CIL application. The current kitchen was of late 70s/early 80s
vintage and was worn out. It was not hygienic and was hard to keep clean. With new and younger
residents, such as families and teenagers, a better facility was necessary. A commercial kitchen was not
required as it would not be used for extensive catering, but it needed to be clean and hygienic for a caterer
to come in with pre-prepared food.

The Lambe School intended to use local tradesmen to do the work with Rob Steele as the fitter.

Councillor Hockley wondered if the quote from the highly reputable Howdens was a trade quote; he
thought it a little expensive though it may be possible for the Council to have an account at Howdens. Mrs
Bestow said that Rob Steel already had such an account. Councillor Hockley said he fully supported the
application.

Councillor Price asked why a commercial kitchen was not required. Mrs Bestow said that was because the
Trustees do not offer catering, so any provision would be external and brought in.

1. APOLOGIES FOR ABSENCE
Apologies for absence received from Councillor Hurley were noted.

2. DECLARATION OF INTERESTS
Councillors Elmer and Roberts declared non-pecuniary interests as trustees of the Lambe School and
stated that they would not vote on Item 5.

3. MINUTES
Subject to an amendment to Minute 5 paragraph 4 line 1 and the insertion of ‘only limited’ before
‘capacity’, the minutes of the meeting of 24 July 2025 were approved as a correct record.

4. MATTERS ARISING/UPDATES
Minute 7 CIL application – Playing Field Committee – Solar Panels – In response to a question from
Councillor Roberts, the Clerk confirmed that he had submitted the application to Babergh DC.

5. CIL APPLICATION – THE LAMBE SCHOOL
The Committee was generally supportive of the kitchen refurbishment project costing £14,750.
Councillor Miller pointed out that Babergh was holding a large reserve in its CIL fund for East Bergholt
projects and she thought it would be worthwhile submitting the application to Babergh initially in the

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hope of securing a 75% contribution to the scheme to which the Parish Council could add the
remaining 25% from its own CIL fund. Concern was expressed that Babergh may reject the application
because it was not a commercial kitchen in prospect, but we will have to wait and see.

It was proposed by Councillor Miller, seconded by Councillor Hockley and RESOLVED (three voted
for, none voted against. Councillors Elmer and Roberts did not vote) that it be recommended to
Council that
1. the principle of the project is supported.
2. the application to Babergh DC for a CIL award is supported and if Babergh awards 75% of the
cost, the Parish Council will award the remaining 25% from the parish CIL fund.
3. if Babergh DC declines to accept the application, the Parish Council will award the entire cost of
the project, £14,750, from the parish CIL fund.

Councillor Davies joined the meeting

6. MARTYN’S LAW
The Committee considered a Home Office factsheet upon The Terrorism (Protection of Premises) Act
2025 designed to improve protective security and organisational preparedness by requiring that those
responsible for certain premises and events consider how they would respond to a terrorist attack so
that premises and events are better prepared and protected. This legislation comes in consequence of
the Manchester Arena bombing in 2017.

The Committee thought that the Council was likely to be exempt from the statutory requirements as it
did not hold events with sufficient numbers of attendees. The only possibility was the Summer Fair
which on the face of it did not meet the criteria of the Act.

The Committee requested the Clerk to make enquiries of SALC as to its applicability to the Council
and to study guidance when it emerges and to report back in due course.

7. WORKS CONTRACTS
Councillor Price presented his report upon works contracts. He considered that the Council should
have its own templates for works contracts rather than relying on contractors’ contracts. There were
various sets of standard contracts which could be utilised such as JCT and ICE, though SALC may
have a recommended set and if not Babergh DC or Suffolk CC may be willing to lend a template which
we could amend to suit our own situation. He thought a policy on works contracts might be useful also.

In the ensuing discussion it was noted that if the Council does use its own works contract even if
derived from a standard set, there will probably be a need to engage contract professionals to finalise
the document to ensure its completeness.

The Clerk will make further enquiries upon recommended contracts.

The Committee thanked Councillor Price for his report.

8. IN OUR VIEW
At its meeting on 9 September, the Council had supported the In Our View initiative and in principle
had agreed to an allocation of £5,000 spread over two financial years. This committee was tasked with
determining the precise budgetary arrangements.

The Clerk reported that in the 2025/26 there was approximately £2,000 left in the events budget and
£4,500 in the contingencies budget and it was likely that the financial requirement for the current
financial year could be contained within these SPF budgets. By the time the budget for 2026/27 was
compiled there would be a better of idea of what might be required after April 2026 and provision could
be made in the 2026/27 budget.

The Committee agreed that the costs incurred in 2025/26 be taken from the SPF Events and
Contingencies budgets and costs for 2026/27 be considered at the time of the budget compilation in
November 2025.

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9. URGENT COMMUNICATIONS
Consideration was given to an application from East Bergholt and Barbizon Twinning Association for a
grant of £1500 to increase the Association’s resources depleted by the costs incurred by the last
twinning visit and being built up for the next trip.

Councillor Miller advised the committee that on the last trip to Barbizon, which was primarily aimed at
families with children, the adult cost was only £30 and children went for free. The event was
subsidised by the Association.

It was proposed by Councillor Hockley, seconded by Councillor Miller and RESOLVED (unanimously)
that pursuant to Section 1 of the Localism Act 2011, an grant of £1,500 be afforded to East Bergholt
and Barbizon Twinning Association.

The meeting closed at 8.22pm

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