3.1 Minutes 08.05.25 Annual Parish Council Meeting.pdf

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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

Thursday 8 May 2025 at The Lambe School, Gaston Street, East Bergholt

Present – Parish Councillors
Councillor J Miller (Chairman of the Council)
Councillor N Roberts (Vice-Chairman of the Council)
Councillor M Burns
Councillor S Davies
Councillor P Dent
Councillor B Elmer
Councillor M Hockley
Councillor M Hurley
Councillor L Matthews
Councillor J Price
Councillor G Woodcock

In Attendance
G White, Parish Clerk
N Reed, Media consultant
One member of the public

001/25.26 Appointment of Chair

It was proposed by Councillor Matthews, seconded by Councillor Woodcock and RESOLVED
(unanimously), that Councillor Miller be appointed Chair of the Council for the municipal year
2025/26.

002/25.26 Appointment of Vice-Chair

It was proposed by Councillor Miller, seconded by Councillor Matthews and RESOLVED
(unanimously) that Councillor Roberts be appointed Vice-Chair of the Council for the municipal
year 2025/26

003/25.26 Apologies for absence

An apology for absence received from Councillor Allen was NOTED.

004/25.26 Declaration of Interests/Dispensations

None.

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005.25.26 Minutes of the Extraordinary Council meeting of 3 April 2025

It was proposed by Councillor Matthews seconded by Councillor Hurley and RESOLVED
(unanimously) that the minutes of the Extraordinary Council meeting on 3 April 2025 be
approved as a correct record.

006.25.26 Minutes of the Council Meeting of 10 April 2025

It was proposed by Councillor Dent, seconded by Councillor Matthews and RESOLVED (ten
voted for, none voted against), that subject to the word ‘Grange’ being replaced by the word
‘Granary’ in the penultimate paragraph of the Open Public Session, the minutes of the Council
meeting of 10 April 2025 be approved as a correct record.

007/25.26 Matters arising/Updates

10/04/25 Open Public Session – Councillor Matthews referred to the East Bergholt to
Manningtree footpath and wondered whether Councillor Price has managed to establish a
connection with Leigh Freeman. Councillor Price said that he had not yet contacted Mr Freeman
but would do shortly.

Councillor Matthews referred to the National Trust Constable 250 celebrations planned for 2026
and enquired if the Parish Council could take part in some respects, for instance involving the
schools. The Chair advised Councillor Matthews to bring any proposal she may have to the
Young People Committee for possible recommendation to Council or for more general
proposals, to submit a proposal to the Parsh Council.

008/25.26 Terms of Reference of Committees

The Council reviewed the current terms of reference set out in the report.

It was noted that the first term of reference for the Roads, Footpaths and Flatford Committee
referred only to public rights of way and not to wider categories of highway and that ‘roads,
verges, footpaths and footways’ should be added to the terms of reference.

It was proposed by Councillor Davies seconded by Councillor Matthews and RESOLVED
(unanimously) that subject to the foregoing amendment the terms of reference for committees
as set out in the report be approved for the municipal year 2025/26.

A full list of terms of reference of committees for 2025/26 is attached to these minutes.

009/25.26 Appointment of Standing Committees

Strategy, Policy and Finance Committee – It was proposed by Councillor Miller, seconded by
Councillor Hockley and RESOLVED (unanimously) that Councillor Elmer be appointed as a
member and as Chair of the Strategy, Policy and Finance Committee for the municipal year
2025/26.

Note – the other members of the committee are the Chairs 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
Hurley and RESOLVED (unanimously) that Councillors Allen, Dent and Hurley be appointed as
members of the Burial Grounds Committee for the municipal year 2025/26.

East Bergholt Neighbourhood Plan Committee – It was proposed by Councillor Miller, seconded
by Councillor Roberts and RESOLVED (unanimously) that Councillors Burns, Davies and
Woodcock be appointed as members of the East Bergholt Neighbourhood Plan Committee for
the municipal year 2025/26.

Playing Fields Committee – It was proposed by Councillor Miller, seconded by Councillor Hurley
and RESOLVED (unanimously) that Councillors Elmer, Hockley, Matthews, Price, and
Woodcock be appointed as members of the Playing Fields Committee for the municipal year
2025/26.

Roads, Footpaths and Flatford Committee – It was proposed by Councillor Miller, seconded by
Councillor Davies and RESOLVED (unanimously) that Councillors Allen, Dent, Hockley, Price,
and Woodcock be appointed as members of the Roads, Footpaths and Flatford Committee for
the municipal year 2025/26.

Young People Committee – It was proposed by Councillor Miller, seconded by Councillor Hurley
and RESOLVED (unanimously) that Councillors Burns, Davies, Hurley and Matthews be
appointed as members of the Young People Committee for the municipal year 2025/26.

The Chair and Vice-Chair of the Council are members of all committees, ex-officio.

A full list of committee memberships is attached to these minutes.

010/25.26 Nomination of Trustees to Outside Bodies

It was proposed by Councillor Miller, seconded by Councillor Davies and RESOLVED
(unanimously) that Councillor Burns be nominated to East Bergholt United Charities in place of
former councillor Lansdell whose term has expired.

The Clerk was requested to write to Mr Lansdell advising him that his term has expired and
expressing the Council’s thanks for his service.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED
(unanimously) that Councillor Elmer be nominated to The Lambe School Charity.

It was noted that former councillor Wombwell had two years remaining as a trustee of Lettice
Dykes. The Council agreed that the Chair would ask Mr Wombwell if he wished to continue or
resign as a trustee and for the Council to nominate a replacement.

011/25.26 Annual Appointment of Representatives to Outside Bodies

BAPTC (Babergh Alliance of Parish and Town Councils) – No appointment.

Barbizon Twinning Association – It was proposed by Councillor Hurley, seconded by Councillor
Roberts and RESOLVED (unanimously) that Councillor Miller be the Council’s representative to
Barbizon Twinning Association for the municipal year 2024/25.

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Constable Hall Management Committee – It was proposed by Councillor Matthews, seconded
by Councillor Woodcock and RESOLVED (unanimously) that Councillor Price be the Council’s
representative to the Constable Hall Management Committee for the municipal year 2025/26.

East Bergholt Community Land Trust – It was proposed by Councillor Hurley, seconded by
Councillor Davies and RESOLVED (unanimously) that Councillor Matthews be the Council’s
representative to East Bergholt Community Land Trust for the municipal year 2025/26.

EB Futures – It was proposed by Councillor Miller, seconded by Councillor Burns and
RESOLVED (unanimously) that Councillor Woodcock be the Council’s representative to EB
Futures for the municipal year 2025/26.

EB Society – It was proposed by Councillor Hockley, seconded by Councillor Burns and
RESOLVED (unanimously) that Councillor Miller be the Council’s representative to the EB
Society for the municipal year 2025/26.

SALC – It was proposed by Councillor Miller, seconded by Councillor Matthews and
RESOLVED (unanimously) that Councillor Davies be the Council’s representative to SALC for
the municipal year 2025/26.

Tree Warden – It was proposed by Councillor Miller, seconded by Councillor Roberts and
RESOLVED (unanimously) that Simon Rothwell be the Council’s Tree Warden for the municipal
year 2025/26.

012/25.26 Correspondence

The correspondence set out in the Correspondence List and circulated with the agenda was
considered and NOTED, comprising:

Date

Sender Subject
1. 13/04/25 Alan Nicholson Thanks for retirement card and gift.
2. 14/04/25 Leigh Freeman Thanks for invitation to speak and associated
items.
3. 17/04/25 Suffolk Police Crime Commissioner’s Update.
4. 14/04/25 County Councillor Hall Response to education questions
5. 28/04/25 Clerk, Brantham PC Response to refusal of CIL application by
SPF Committee.
6. 29/04/25 Claire Ling Community Support arrangements.
7. 02/05/25 Councillor Price Correspondence with County Councillor Paul
West re B1070 speed limit

Item 5 – Councillor Hurley was dissatisfied with the response from the Clerk to Brantham Parish
Council and there was general agreement with his comments. The Chair said she would write to
the Chair of Brantham Parish Council giving a factual response as to why the Council had
refused the CIL application.

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Item 7 – Councillor Price referred to his exchange of correspondence with County Councillor
Paul West concerning the serious accident and the speed limit on the B1070 towards Brantham.
As suggested by County Councillor West, Councillor Price will arrange a site meeting with
Melanie Hall to seek a solution, to which the Council gave unanimous support. The outcome will
be reported to the Roads, Footpaths and Flatford Committee and if necessary , a
recommendation can be made to Council for financial support to achieve a solution.

013/25.26 Planning

013.1 Planning Applications received

The Council considered the planning applications received from the Local Planning Authority
since the last meeting as follows:

DC/25/01741 Imbre, Askins Road, East Bergholt, CO7 6SN – Application under
Section 73A of The Town and Country Planning Act 1990 –
Variation of Condition 2 (Approved Plans and Documents), 4
(Biodiversity Enhancement Strategy), 5 (Tree Planting), 6
(Biodiversity Net Gain and Habitat Management & Monitoring
Plan), 7 (Cycle Storage), 8 (Refuse and Recycling), 9 (Manoeuvring
and Parking), 10 (Removal of Building in Rear Garden) of planning
permission DC/24/01514 (as amended by NMA ref: DC/24/04818)
dated: 25/10/2024 – Demolition of existing bungalow/outbuildings
and construction of 2no one and a half storey 3 bedroom
dwellings, complete with parking and infrastructure.

It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (unanimously) that approval be
recommended.

DC/25/01508 Holly Bank, Rectory Hill, East Bergholt, CO7 6TL – Householder
application – Erection of a single storey rear extension (following
demolition of existing conservatory).

It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (unanimously) that subject to a condition
requiring blinds to the roof lantern to prevent light spillage, approval be
recommended. It was noted that a biodiversity net gain plan was not
available and should be provided before a decision is made.

DC/25/01953 Que Sera, Orvis Lane, East Bergholt, CO7 6TT – Householder
application – Erection of new porch.

The developing revised Neighbourhood Plan will express a preference
for natural sustainable materials instead of UPVC.

It was proposed by Councillor Woodcock, seconded by Councillor
Matthews and RESOLVED (nine voted for, none voted against) that
approval be recommended.

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DC/25/02058 20 Quintons Corner, East Bergholt, CO7 6RD – Application under
Section 73 of The Town and Country Planning Act for DC/24/04429
approved under DC/24/01511 (1no dwelling) for the variation of
Condition 2 (approved plans and documents) confirmation of
facing materials, revised front door and addition of light tunnel.

It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (Nine voted for, none voted against) that
subject to a condition requiring blinds to prevent light spillage, approval
be recommended.

013.2 Planning correspondence

The correspondence received from the Local Planning Authority concerning determined
planning applications was NOTED.

014.25.26 Strategy, Policy and Finance Committee matters

014.1 Schedule of Payments and Income – It was proposed by Councillor Elmer, seconded by
Councillor Matthews and RESOLVED (unanimously)) that the schedules of payments and
income and the bank transfers be noted and the payments due for April 2025 amounting to
£89,822.95 be approved. It was noted that the larger than usual transfers of money between
accounts this month related to payments for the CIL funded tennis facility project and a large
sum transferred to the Parish Council by the Tennis Club for the project.

014.2 Bank Reconciliation Statement – The bank reconciliation statement for April 2025 was
NOTED.

014.3 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 2024/25 as
required by Standing Orders. The report was NOTED.

014.4 Regular Payments – It was proposed by Councillor Miller, seconded by Councillor Elmer
and RESOLVED (unanimously) that subject to the Clerk consulting relevant members on annual
insurance renewals where the Council has some discretion, the Clerk be authorised to make the
regular payments listed in the report without prior approval but subject to subsequent report to
Council.

015.25.26 Casual Vacancy

The Clerk reported a letter from Babergh DC Electoral Services advising that there had been
no requests for an election and that the Council may go ahead and fill the vacancy by
co-option.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED
(unanimously), that the Council proceeds to fill the casual vacancy by co-option.

The Clerk advised that the vacancy will be advertised and applications received will be reported
to the next meeting.

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016.25.26 Summer Fair

Councillor Burns presented her report updating the Council on progress for the Summer Fair.
She considered the arrangements to be in good shape to deliver an event with something for
residents of all ages.

Councillor Burns asked for the Council’s ideas as to what it wanted to see on the Parish Council
stall and sought volunteers to assist with setting-up the event in the morning and clearing up in
the evening. Councillors were asked to email Councillor Burns as to their availability in this
regard. She asked the Council for its views on paying young people to help out and it was
considered that payment should not be offered, indeed the young as well as the old contribute to
the community.

017.25.26 Urgent Communications

None

018.25.26 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 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.

019.25.26 Confidential Minutes of the Extraordinary Council Meeting of 3 April 2025

It was proposed by Councillor Hockley seconded by Councillor Davies and RESOLVED (nine
voted for, none voted against) that the confidential minutes of the meeting of 3 April 2025 be
approved as a correct record.

020.25.26 Matters arising/updates

The Chair informed the Council that its best and final offer for the car park and development
land had been initially rejected by Mr Peachey, but left on the table by the Council Subsequently
Mr Peachey asked a number of questions and requested sight of the Council’s valuation, which
had been provided.

The meeting closed at 10.04 pm.

Date of the next Parish Council Meeting – Thursday 8 June 2023 at 7.30 pm at The Lambe School.

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

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TERMS OF REFERENCE OF COMMITTEES 202 5/26

Strategy, Policy and Finance Committee

1. To ensure compliance with the Council’s Financial Regulations.

2. To formulate and recommend to Council policies for the benefit of the parish.

Burial Grounds Committee

1. To organise, maintain and manage the Burial Grounds for the benefit of the parish.

2. To ensure compliance with the Local Authorities Cemeteries Order 1977.

East Bergholt Neighbourhood Plan Committee

1. To review and update the East Bergholt Neighbourhood Plan as required in a timely and
efficient manner;

2. To make recommendations to the Parish Council to ensure agreement at all key stages in the
review and updating process including budgeting, policy and project focus;

3. To appoint external consultants as necessary;

4. To agree submissions which are part of the statutory process.

Playing Fields Committee

1. To ensure the playing fields and associated equipment are provided for the use of the whole
parish.

2. To maintain and update facilities as necessary.

Roads, Footpaths and Flatford Committee

1. To deal with the management of litter and matters relating to public rights of way, roads, verges,
footpaths and footways, miscellaneous street furniture and Parish Council owned public seats
within the parish.

2. To oversee the management of the village centre car park.

Young People Committee

To develop an approach for provision for young people and their changing requirements, with an
aim to ensure that a good range of relevant facilities are available to support their social needs.

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STANDING COMMITTEES 202 5/26

Committee Members 2025/26 Chair 2025/26
Strategy, Policy & Finance Councillors:
Davies
Elmer
Hockley
Hurley
Price