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EAST BERGHOLT PARISH COUNCIL
MINUTES OF THE ANNUAL PARISH COUNCIL MEETING
Thursday 6 May 2021
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
No members of the public
The Chairman stated that this meeting was the final remote meeting before the expiration of the
enabling regulations. It is the Council’s statutory Annual Meeting with some business specific to that
occasion. The meeting was being recorded and the video file would be posted on the Council’s website.
The Council’s Standing Orders require the Annual Meeting to take place on the second Thursday in
May (13 May 2021). However this was not possible in 2021 as the remote meeting regulations expire at
midnight on 6 May and Covid restrictions do not allow indoor meetings of more than six people until 17
May at the earliest. Accordingly at the Council meeting on 8 April, the Council resolved to bring forward
the Annual Meeting to 6 May 2021.
1. Appointment of Chairman
It was proposed by Councillor Lansdell, seconded by Councillor Roberts and RESOLVED
(unanimously) that Councillor Miller be appointed Chairman of the Council for the municipal year
2021/22.
2. Appointment of Vice-Chairman
It was proposed by Councillor Lansdell, seconded by Councillor Woodcock and RESOLVED
(unanimously) that Councillor Roberts be appointed Vice-Chairman of the Council for the
municipal year 2021/22.
3. Apologies for absence
None
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4. Declaration of Interests/Dispensations
None
5. Minutes of the Parish Council meeting of 8 April 2021
It was proposed by Councillor Lansdell, seconded by Councillor Roberts and RESOLVED
(twelve voted for, none voted against) that the minutes of the meeting on 8 April 2021 be
approved as a correct record.
6. Matters Arising/Updates
Minute 5 – Councillor Roberts referred to the general letter of appreciation and support which
was to be drafted for the Council’s consideration. The Chairman reported that she had spoken
to the Community Officer at Babergh DC who had asked what they might do to show
appreciation for the residents of the village. The Community Officer had suggested a physical
meeting, a virtual meeting or something in the press. The Chairman thought the latter was not
very helpful but the former two suggestions may have merit. The Chairman considered an
appropriate action might be to plant some trees to mark the year of the pandemic, those who
had passed away, those who had helped others in the community and those who had been
isolated throughout. This had been mentioned to the Community Officer and received
favourably. The Chairman asked Councillor Eley to advise on appropriate species and locations
and the Council would consider this further at the June meeting. It was generally considered to
be better for the local authorities to combine rather than pursue separate initiatives.
7. Terms of Reference of Committees
The Council reviewed the terms of reference to committees set out in the report attached.
Councillor Roberts noted that the terms of reference of the East Bergholt Neighbourhood Plan
Committee were out of date and it was proposed by Councillor Roberts, seconded by Councillor
Miller and RESOLVED (unanimously) (i) that the terms of reference of the Strategy, Policy and
Finance Committee, Burial Grounds Committee, Playing Fields Committee and Roads
Footpaths and Flatford Committee be approved and (ii) that the current terms of reference of the
East Bergholt Neighbourhood Plan Committee be deleted and be replaced by the following:
To oversee Neighbourhood Plan monitoring and policy review, to ensure community
engagement and to co-ordinate the delivery and adoption of any Neighbourhood Plan review.
A full list of the terms of reference of committees is attached to these minutes.
8. Appointment of Standing Committees
Strategy, Policy and Finance Committee – It was proposed by Councillor Lansdell, seconded by
Councillor Rothwell and RESOLVED (unanimously) that Councillor Elmer be appointed as a
member and as Chairman of the Strategy, Policy and Finance Committee for the municipal year
2021/22.
Note – the other members of the Committee are the Chairmen of the other committees together
with the ex officio members.
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Burial Grounds Committee – It was proposed by Councillor Miller, seconded by Councillor
Roberts and RESOLVED (unanimously) that Councillors Cathcart, Eley and Rothwell be
appointed as members of the Burial Grounds Committee for the municipal year 2021/22.
Playing Fields Committee – It was proposed by Councillor Miller, seconded by Councillor
Rothwell and RESOLVED (unanimously) that Councillors Cathcart, Elmer, Hurley and
Woodcock be appointed as members of the Playing Fields Committee for the municipal year
2021/22.
Roads, Footpaths and Flatford Committee – It was proposed by Councillor Miller, seconded by
Councillor Cathcart and RESOLVED (unanimously) that Councillors Allen, Dent, Lansdell, Price
and Woodcock be appointed members of the Roads, Footpaths and Flatford Committee for the
municipal year 2021/22.
East Bergholt Neighbourhood Plan Committee – It was proposed by Councillor Hurley, seconded
by Councillor Price and RESOLVED (unanimously) that Councillors Cathcart, Lansdell, Miller,
Roberts and Wombwell be appointed members of the East Bergholt Neighbourhood Plan
Committee for the municipal year 2021/22.
A full list of the membership of committees for the municipal year 2021/22 is attached to
these minutes.
9. Nomination of Trustees to Outside Bodies
Lettice Dykes – It was proposed by Councillor Miller, seconded by Councillor Lansdell and
RESOLVED (unanimously) that Councillor Eley be nominated as a trustee of Lettice Dykes.
United Charities – It was proposed by Councillor Dent, seconded by Councillor Roberts and
RESOLVED (unanimously) that Councillor Lansdell be nominated as a trustee of United
Charities.
The Lambe School – It was proposed by Councillor Lansdell, seconded by Councillor Eley and
RESOLVED (unanimously) that Councillor Elmer be nominated as a trustee of The Lambe
School.
10. Annual Appointment of representatives to outside bodies
BAPTC (Babergh Alliance of Parish and Town Councils) – It was proposed by Councillor Miller,
seconded by Councillor Wombwell and RESOLVED (unanimously) that Councillor Hurley be
appointed as the Council’s representative on BAPTC for the municipal year 2021/22.
Barbizon (Twinning Association) – It was proposed by Councillor Miller, seconded by Councillor
Rothwell and RESOLVED (unanimously) that Councillor Hurley be appointed as the Council’s
representative on Barbizon for the municipal year 2021/22.
Constable Hall Management Committee – It was proposed by Councillor Miller, seconded by
Councillor Woodcock and RESOLVED (unanimously) that Councillor Lansdell be appointed as
the Council’s representative on the Constable Hall Management Committee for the municipal
year 2021/22.
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EBCLT – It was proposed by Councillor Miller, seconded by Councillor Dent and RESOLVED
(unanimously) that Councillor Wombwell be appointed as the Council’s representative on
EBCLT for the municipal year 2021/22.
EB Futures – It was proposed by Councillor Miller, seconded by Councillor Roberts and
RESOLVED (twelve voted for, none voted against) that Councillor Woodcock be appointed as
the Council’s representative on EB Futures for the municipal year 2021/22
EB Society – It was proposed by Councillor Wombwell, seconded by Councillor Eley and
RESOLVED (unanimously) that Councillor Miller be appointed as the Council’s representative
on the EB Society for the municipal year 2021/22.
Tree Warden – It was proposed by Councillor Miller, seconded by Councillor Lansdell and
RESOLVED (unanimously) that Councillor Eley be appointed as the Council’s Tree Warden.
SALC – No nomination
Sports Council – Deferred to the June Council Meeting.
11. Financial Report
The Clerk presented a report upon expenditure in respect of grants and income and expenditure
in respect of the Community Infrastructure Levy during 2020/21 as required by Standing Orders.
The report was NOTED.
12. Planning
12.1 Planning Applications received
The Council considered the planning applications received from the Local Planning Authority
since the last meeting.
DC/21/02032 Denham House, White Horse Road, East Bergholt CO7 6TR .
Householder Application – Erection of part two storey and single
storey rear extensions: Insertion of roof lights and erection of
garage/annex (following demolition of existing garage).
It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (twelve voted for, none voted against) that
subject to Suffolk County Council’s highways concerns being met
regarding parking arrangements and the absence of provision for
turning onsite, approval be recommended.
DC/21/02092 Larretts, Gaston Street, East Bergholt, CO7 6SF. Householder
Application – Erection of a detached oak framed garage, home
office and ancillary annex (following demolition of existing
garage).
A previous similar application was considered at the meeting on 14
January 2021 and refusal was recommended on the grounds that the
proposal was an overdevelopment, being too large for the site and its
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surroundings and 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.
It was proposed by Councillor Miller, seconded by Councillor Roberts
and RESOLVED (unanimously) that refusal be recommended for the
same reasons as those given previously. In addition that the footprint of
the proposal is the same as before so the size of the building has not
been reduced and there is no indication of the height of the building
despite it allegedly being reduced. Further, whilst the facility for
homeworking may be desirable it is not as essential as it was at the
height of the pandemic.
DC/21/02137 Stour View, Orvis Lane, East Bergholt, CO7 6TT. Householder
Application – Erection of single storey rear extension.
It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (unanimously) that approval be
recommended.
DC/21/02103 Tregenna, Whitesfield, East Bergholt, CO7 6SP. Householder
Application – Erection of pitched roof to existing rear extension
and insertion of dormer extension in conjunction with loft
conversion including rooflights to existing roof slope.
It was proposed by Councillor Woodcock, seconded by Councillor
Lansdell and RESOLVED (twelve voted for, none voted against) that
refusal be recommended on the grounds of overdevelopment, poor
design, out of scale with surrounding properties, loss of privacy for
neighbours and inadequate off road parking provision.
DC/21/02233 Nefyn, Hadleigh Road, East Bergholt, CO7 6QT. Householder
Application – Erection of two storey side and rear extension,
single storey rear extension, new pitched roof to existing garage
and external alterations. Resubmission of withdrawn application
DC/20/04726.
Despite the previous withdrawn application having been amended
somewhat for the good, there remain significant issues regarding the
onsite parking provision. It was proposed by Councillor Woodcock,
seconded by Councillor Rothwell and RESOLVED (unanimously) that
subject to Suffolk County Council’s highways concerns being met
regarding onsite parking arrangements, no comment be submitted.
DC/21/02399 22 Notcutts, East Bergholt, CO7 6TS. Householder Planning
Application – Erection of rear conservatory, garage conversion to
form additional living accommodation, construction of pitched
roofs and external alterations.
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It was proposed by Councillor Woodcok, seconded by Councillor
Rothwell and RESOLVED (unanimously) that approval be
recommended.
DC/21/02478 Hawthorn Dene, Straight Road, East Bergholt, CO7 6UX.
Householder Planning Application – Erection of a side extension
and installation of dormer window.
It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (unanimously) that approval be
recommended.
12.2 Planning correspondence
The correspondence received from the Local Planning Authority concerning determined
planning applications was NOTED.
13. 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. 07/04/21 Babergh DC Tree, hedge and wildflower planting.
2. 19/04/21 County Councillor Gordon Jones A12/A14 Copdock Interchange
3. 28/04/21 Babergh DC The Street that Saved
4. undated Babergh DC Spring Clean Suffolk 2021
5. 30/04/21 St Mary’s Church Preservation
Society
East Bergholt Open Gardens Day 6 June
2021
6. 05/05/21 Suffolk Accident Rescue Service Update and request for grant aid
Item 2 – The Chairman noted the final correspondence from County Councillor Gordon Jones
and proposed, seconded by Councillor Lansdell and RESOLVED (unanimously) that a letter of
appreciation and thanks be sent to County Councillor Jones for his collaborative work with the
Parish Council throughout his term of office.
Item 6 – It was proposed by Councillor Lansdell, seconded by Councillor Dent and RESOLVED
(unanimously) that pursuant to Section 137 of the Local Government Act 1972, grant aid of £150
be afforded to Suffolk Accident Rescue Service.
14. Strategy, Policy and Finance Committee
14.1 Schedule of Payments and Income – It was proposed by Councillor Miller, seconded by
Councillor Lansdell and RESOLVED (unanimously) that the schedules of payments and income
be noted and the payments due for April 2021 amounting to £9853.88 be approved.
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14.2 Bank Reconciliation Statement – The bank reconciliation statement for April 2021 was
NOTED.
14.3 Internal Audit Report 2020/21 and Annual Governance and Accountability Return
2020/21 – The Clerk presented a report concerning the comments from the Internal Auditor
(attached) and the draft AGAR return (attached). The Auditor had made two comments, the first
concerning the lack of signatures from authorised signatories on the invoices, which had proved
to be impossible to obtain during the pandemic and the second regarding the level of reserves
held by the Council. The Auditor advised that the Council should produce a list of projects upon
which the Council is planning to spend a proportion of this money. The Internal Auditor’s report
was NOTED.
With regard to the draft AGAR statement, it was noted that the balances carried forward which
agreed with the bank reconciliation statement differed from the sum mentioned by the Internal
Auditor. It was proposed by Councillor Miller, seconded by Councillor Roberts and RESOLVED
(unanimously) that subject to the foregoing discrepancy being settled and approved by the
Chairman of the Strategy, Policy and Finance Committee, the AGAR return be approved.
15. Urgent Communications
As a result of there being no item on the Annual Meeting agenda for reports from committees,
the Chairman allowed the following matters to be discussed as urgent due to the need for
Council approval to be sought before the next meeting in June 2021.
Councillor Cathcart referred to a recommendation to Council from the Neighbourhood Plan
Committee at its recent meeting to include in the reviewed plan a new allocation for housing,
say for 10 houses, as a form of protection to prevent larger housing developments being
imposed. It was proposed by Councillor Miller, seconded by Councillor Cathcart and
RESOLVED (unanimously) that the Neighbourhood Plan Committee be authorised to allocate
sites for housing development as appropriate, including the seeking of extra sites suitable for
modestly sized developments.
Councillor Woodcock referred to the revised quotation for CCTV works to include the tennis
courts and the Bowls Club. The additional provision would cost £1470 more on the quotation
already provided. It was proposed by Councillor Woodcock, seconded by Councillor Rothwell
and RESOLVED (unanimously) that the revised quotation from EFP in the sum of £3946.96 be
accepted.
16. Resolution to exclude the public (including the press)
It was proposed by Councillor Miller, seconded by Councillor Hurley 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. Confidential Minutes of the Parish Council meeting of 8 April 2021
It was proposed by Councillor Miller, seconded by Councillor Lansdell and RESOLVED (twelve
voted for, none voted against) that the confidential minutes of the meeting of 8 April 2021 be
approved as a correct record.
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18. Matters arising/updates
Resolution to suspend Standing Orders
It was proposed by Councillor Miller, seconded by Councillor Eley and RESOLVED
(unanimously) that pursuant to Standing Order 4.1.16, Standing Order 1.25 be suspended to
enable the meeting to continue beyond the two hour limit.
The Clerk advised the Council of the latest position regarding the Section 146 Notice in respect
of the Red Lion Car Park and Toilets and advice from the Council’s solicitor was considered.
Decisions were taken upon the next courses of action. The Chairman advised on the current
position regarding the ACV application.
The meeting closed at 9.54 pm.
Date of the next Parish Council Meeting – Thursday 10 June 2021 at 7.30 pm at a venue to be
determined.
Chairman…………………………………………………………………………………….Date……………………………………..
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Terms of Reference of Committees 2021/22
Strategy, Policy and Finance Committee
To ensure compliance with the Council’s Financial Regulations.
To formulate and recommend to Council policies for the benefit of the parish.
Burial Grounds Committee
To organise, maintain and manage the Burial Grounds for the benefit of the parish.
To ensure compliance with the Local Authorities Cemeteries Order 1977.
Playing Fields Committee
To ensure the playing fields and associated equipment are provided for the use of the whole
parish.
To maintain and update facilities as necessary.
Roads, Footpaths and Flatford Committee
To deal with the management of litter and matters relating to public rights of way,
miscellaneous street furniture and Parish Council owned public seats within the parish.
East Bergholt Neighbourhood Plan Committee
To oversee Neighbourhood Plan monitoring and policy review, to ensure community
engagement and to co-ordinate the delivery and adoption of any Neighbourhood Plan review.
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Standing Committees 2021/22
Committee Members 2021/22 Chairman 2021/22
Strategy, Policy & Finance Councillors:
Cathcart
Elmer
Price
Rothwell
Woodcock
Miller (ex officio)
Roberts (ex officio)
Councillor Elmer
Burial Grounds Councillors:
Cathcart
Eley
Rothwell
Miller (ex officio)
Roberts (ex officio)
Councillor Rothwell
Playing Fields Councillors:
Cathcart
Elmer
Hurley
Woodcock
Miller (ex officio)
Roberts (ex officio)
Councillor Woodcock
Roads, Footpaths & Flatford Councillors:
Allen
Dent
Lansdell
Price
Woodcock
Miller (ex officio)
Roberts (ex officio)
Councillor Price
East Bergholt Neighbourhood
Plan
Councillors:
Cathcart
Lansdell
Miller
Roberts
Councillor Cathcart