3.2-Minutes-09.05.24-Annual-Parish-Council-Meeting-5.pdf

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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

Thursday 9 May 2024 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 R Allen
Councillor S Davies
Councillor P Dent
Councillor M Hockley
Councillor M Hurley
Councillor L Matthews
Councillor J Price
Councillor S Rothwell
Councillor R Wombwell
Councillor G Woodcock

In Attendance
G White, Parish Clerk
Two members of the public

001/24.25 Appointment of Chairman

It was proposed by Councillor Rothwell, seconded by Councillor Davies and RESOLVED
(eleven voted for, none voted against, that Councillor Miller be appointed Chairman of the
Council for the municipal year 2024/25.

002/24.25 Appointment of Vice-Chairman

It was proposed by Councillor Rothwell, seconded by Councillor Woodcock and RESOLVED
(eleven voted for, none voted against) that Councillor Roberts be appointed Vice-Chairman of
the Council for the municipal year 2024/25

003/24.25 Apologies for absence

An apology received from Councillor Elmer, due to illness, was NOTED.

004/24.25 Declaration of Interests/Dispensations

Councillors Miller and Roberts declared non-pecuniary interests in Item 13.1.2 as Trustees of
East Bergholt Community Land Trust.

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005/24.25 Minutes of the Council meeting of 11 April 2023

Mr Terry Dadds had given prior notice of an omission from the minutes. Under the Open Public
Session between paragraphs 4 and 5 it should state ‘Mr Dadds said traffic calming measures
were needed in the village especially around the High School but a 20mph limit was not the best
option for any part of the village.’

It was proposed by Councillor Rothwell seconded by Councillor Woodcock and RESOLVED (ten
voted for, none voted against) that subject to the foregoing amendment, the minutes of the
meeting on 11 April 2024 be approved as a correct record.

006/24.25 Matters arising/Updates

Minute 3 – The minute had not been checked with Mr Woodcock, the headteacher, and the
Clerk was requested to do so and report back to the next meeting.

Minute 4 – Summer Fair. Councillor Hurley said how impressed he had been with the speed and
enthusiasm of the Working Group. Councillor Rothwell advised that most stalls and activities
had already been secured and that East Bergholt charities and clubs were also taking stalls and
supporting the event.

Councillor Hurley informed the Council that Welcome Wednesdays were re-starting shortly and
a report to Council would be made to a future meeting.

007/24.25 Terms of Reference of Committees

The Council reviewed the current terms of reference set out in the report. It was proposed by
Councillor Rothwell seconded by Councillor Roberts and RESOLVED (eleven voted for, one
voted against) that the terms of reference for committees as set out in the report be approved
for the municipal year 2024/25.

A full list of terms of reference of committees is attached to these minutes.

008/24.25 Appointment of Standing Committees

Strategy, Policy and Finance Committee – It was proposed by Councillor Miller, seconded by
Councillor Hurley 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 2024/25.

Note – the other members of the committee are the Chairmen of the other committees
together with the ex officio members.

Burial Grounds Committee – It was proposed by Councillor Woodcock, seconded by Councillor
Allen and RESOLVED (unanimously) that Councillors Allen, Hurley, Rothwell and Wombwell
be appointed as members of the Burial Grounds Committee for the municipal year 2024/25.

East Bergholt Neighbourhood Plan Committee – It was proposed by Councillor Hurley,
seconded by Councillor Hockley and RESOLVED (unanimously) that Councillors Davies,
Hurley, Matthews and Woodcock be appointed as members of the East Bergholt
Neighbourhood Plan Committee for the municipal year 2024/25.

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Playing Fields Committee – It was proposed by Councillor Rothwell, seconded by Councillor
Hockley and RESOLVED (unanimously) that Councillors Dent, Elmer, Hockley, Matthews,
Price, Rothwell and Woodcock be appointed as members of the Playing Fields Committee for
the municipal year 2024/25.

Roads, Footpaths and Flatford Committee – It was proposed by Councillor Hurley, seconded
by Councillor Rothwell 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 2024/25.

Young People Committee – It was proposed by Councillor Woodcock, seconded by Councillor
Hockley and RESOLVED (unanimously) that Councillors Davies, Hurley, Matthews and
Rothwell be appointed as members of the Young People Committee for the municipal year
2024/25.

The Chairman and Vice-Chairman are members of all committees ex-officio.

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

009/24.25 Nomination of Trustees to Outside Bodies

The Clerk advised the Council that since Constable Hall became a Charitable Incorporated
Organisation in 2020 it had operated under a constitution which did not allow for third party
representatives on its management committee rather that the third parties had power to appoint
Trustees of the CIO with a tenure of one year. This meant that instead of appointing a
representative under item 10 of this agenda the Council should appoint a trustee under this
item.

It was proposed by Councillor Rothwell, seconded by Councillor Matthews and RESOLVED
(eleven voted for, none voted against) that Councillor Price be appointed as a Trustee of The
Constable Memorial Hall East Bergholt Trust.

There were no vacancies to which the Council could nominate this year for Lettice Dykes, East
Bergholt United Charities or The Lambe School Charity.

010/24.25 Annual Appointment of Representatives to Outside Bodies

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

Barbizon Twinning Association – It was proposed by Councillor Hockley, seconded by
Councillor Allen and RESOLVED (eleven voted for, none voted against) that Councillor Miller
be the Council’s representative to Barbizon Twinning Association for the municipal year
2024/25.

East Bergholt Community Land Trust – It was proposed by Councillor Miller, seconded by
Councillor Hurley and RESOLVED (eleven voted for, none voted against) that Councillor
Rothwell be the Council’s representative to East Bergholt Community Land Trust for the
municipal year 2024/25.

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EB Futures – It was proposed by Councillor Hockley, seconded by Councillor Roberts and
RESOLVED (unanimously) that Councillor Woodcock be the Council’s representative to EB
Futures for the municipal year 2024/25.

EB Society – It was proposed by Councillor Hockley, seconded by Councillor Matthews and
RESOLVED (eleven voted for, none voted against) that Councillor Miller be the Council’s
representative to the EB Society for the municipal year 2024/25.

SALC – It was proposed by Councillor Rothwell, seconded by Councillor Hockley and
RESOLVED (eleven voted for, none voted against) that Councillor Davies be the Council’s
representative to SALC for the municipal year 2024/25.

Sports Council – It was proposed by Councillor Miller, seconded by Councillor Hockley and
RESOLVED (unanimously) that Councillor Woodcock be the Council’s representative to the
Sports Council for the municipal year 2024/25.

Tree Warden – It was proposed by Councillor Hurley, seconded by Councillor Hockley and
RESOLVED (unanimously) that Councillor Rothwell be the Council’s Tree Warden for the
municipal year 2024/25.

011/24.25 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 2023/24 as required by
Standing Orders. The report was NOTED.

Councillor Price said that a local resident had told him that she had felt insufficiently consulted
on the Council’s PIIF and this was referred to SPF Committee for consideration along with the
suggestion that CIL income and expenditure be published at six monthly intervals.

012/24.25 Correspondence

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

Date

Sender Subject
1. 16/04/24 Suffolk Poppy Appeal Vacancy for EB Poppy Appeal Organiser
2. 22/04/24 Babergh DC Hackney Carriage and Private Hire Policy
3. 23/04/24 Orvis Road Residents Land adjacent to Orvis Road properties
4. 06/05/24 Manningtree Rotary Club Request for grant aid

Item 2 – Councillor Roberts observed that the policy contained provisions regarding fit and
proper persons to hold licences and premises to which licences were attached, which may
impact upon a longstanding issue.

Item 3 – The Chairman stated that this matter was one for the United Charities to consider and
she was aware that it would be discussed at their forthcoming meeting on 23 May.

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Item 4 – Councillor Hurley noted that from his work experience there were many places in
Manningtree where support and sponsorship could be obtained. It was proposed by Councillor
Hurley, seconded by Councillor Hockley and RESOLVED (ten voted for, none voted against)
that grant aid be not provided to Manningtree Rotary Club for their Christmas Market.

013/24.25 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/24/01818 Land east of the Constable Country Medical Centre, Heath Road,
East Bergholt, CO7 6RT – Application under S73 for the Removal or
Variation of a Condition following grant of B/16/01092/OUT dated
09/02/2018 Town and Country Planning Act 1990 (as amended) –
Outline – (all matters reserved) Mixed-use development including
up to 75 dwellings, a pre-school and a neighbourhood hub,
comprising a swimming pool, office space and a local shop, public
open space, and associated infrastructure and landscaping as
amended by drawings received on 11th November 2016 (omission
of school land). – To remove Condition 6 (BREEAM) – In light of the
requirements set out within policy LP23 of the Babergh and Mid
Suffolk Joint Local Plan Part 1 (page 86) the BREEAM requirement
is now only proposed to be applicable for non-residential
development of 1,000sqm and above. This application therefore
applies to remove the relevant condition from our permission as
the non-residential uses proposed for our development fall below
this area.

It was proposed by Councillor Roberts, seconded by Councillor
Wombwell and RESOLVED (unanimously) that refusal be
recommended on the grounds that:
1. The condition is an intrinsic part of the overall planning
permission and should not be changed as part of Babergh’s
wider policy to achieve net zero by 2030.
2. Changing this condition would set a precedent for other
approved developments and make it more difficult for Babergh
to meet its target.

DC/24/01350 Land east of the Constable Country Medical Centre, Heath Road,
East Bergholt, CO7 6RT – Application for Modification of a Section
106 Planning Obligation relating to Affordable Housing Units on
B/16/01092 dated 8 February 2018 with a first Deed of Variation
dated 8 December 2021 and a second dated 17 January 2023.

It was proposed by Councillor Miller, seconded by Councillor Rothwell
and RESOLVED (ten voted for, none voted against) that before making
a recommendation:
1. The Parish Council is minded to support the principle of gifting
but would like to understand why the proposed arrangement

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does not include a 3 bedroom house which is a key requirement
of many people on the EB CLT register.
2. The Parish Council is minded to support the deed of variation if
it is confirmed that it meets the expectations of EBCLT. (Since
the meeting the Chairmanchecked with EB CLT and their
expectation is that the gifting would involve 4 x 2 bedroom
houses and 1 x 2 bedroom flat).
3. Irrespective of 1 and 2 above, the Parish Council would not be
minded to support the proposal if it resulted in a new estate of
63 houses being built to replace Babergh’s 21 affordable homes
lost by the gifting arrangement.
4. Upon confirmation of the foregoing, at an appropriate time, the
Parish Council will give further consideration to the application
and make a recommendation.

DC/24/01979 Fountain House, The Street, East Bergholt, CO7 6TB – Notification
of works to trees in a conservation area – Proposed 30% reduction
of T1 Alnus Glutinosa as blocking light to neighbouring property.

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

013.2 Planning correspondence

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

014.24.25 Strategy, Policy and Finance Committee matters

014.1 Schedule of Payments and Income – It was proposed by Councillor Rothwell, seconded
by Councillor Roberts and RESOLVED (unanimously)) that the schedules of payments and
income and the bank transfer be noted and the payments due for April 2024 amounting to
£23,969.47 be approved.

014.2 Bank Reconciliation Statement – The bank reconciliation statement for April 2024 was
NOTED.

014.3 Internal Audit Report 2023/24 and Annual Governance and Accountability Return
2023/24 – This item was withdrawn as the reports have not yet been received from the Internal
Auditor.

014.4 Regular Payments – It was proposed by Councillor Roberts, seconded by Councillor
Dent and RESOLVED (unanimously) that the Clerk be authorised to make the regular
payments listed in the report together with any new contractual or statutory obligations of a
regular nature without prior approval but subject to subsequent report to Council.

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015.24.25 Recommendations from Committees

Councillor Woodcock, Chairman of the Playing Fields Committee, reported that the urgent
groundworks approved by the Committee would only last for two seasons whereafter similar
works would be required unless a long-term solution was implemented. At its meeting in April
2024 the Committee agreed in principle that three contractors be asked to submit proposals for
two land condition surveys to enable consultants to design such longer-term solution. It was
anticipated that this work could cost in the region of £12k. If approved, further design work
followed by implementation of works would be required which could cost up to £100k. The
Committee sought the Council’s approval to proceed in this manner and obtain the initial
surveys and base data.

It was proposed by Councillor Woodcock, seconded by Councillor Hockley and RESOLVED
(eleven voted for, none voted against) that the Playing Fields Committee be authorised to
commission a contractor to undertake two surveys to collect the base data which will be
required by a solutions design consultant to provide options for solving the drainage problems
at the playing field.

016.24.25 Urgent Communications

Cemetery Mower – The Clerk reported that since the sit-on mower had been stolen, the
cemetery groundsman had used a mower loaned free of charge from the company which had
serviced the Council’s equipment for many years. However, they now required it back as it had
been sold. The insurance claim was ongoing but it was evident that any settlement would not
cover the complete cost of a new mower though would offset that cost.

Quotations had been received for a new mower though there was no capacity in the Burial
Grounds Committee budget for such expenditure. The Chairman of SPF Committee
recommends to Council that the cost could be charged to Council contingencies and whilst
that would exceed the contingencies budget it would be accommodated by underspends in
other committees by the year end.

It was proposed by Councillor Hurley, seconded by Councillor Woodcock and RESOLVED
(unanimously) that:
1. the Council purchases a new sit-on mower to be charged to Council contingencies, the cost
to be offset by the insurance settlement;
2. the Burial Grounds Committee determines which quotation to accept;
3. the new mower be fitted with a tracker.

Summer Fair – Councillor Rothwell sought a volunteer to staff the Council stall. As the
central item will be the neighbourhood plan, Councillor Davies volunteered.

The Lion – Councillor Hockley reported that The Lion had won a restaurant of the year
award. Councillor Hurley proposed and Councillor Hockley seconded a motion that a letter
be sent to The Lion with congratulations upon the achievement. The motion was lost, five
voted for, six voted against.

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The meeting closed at 10.12 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 4/25

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, miscellaneous
street furniture and Parish Council owned public seats within the parish.

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

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STANDING COMMITTEES 202 4/25

Committee Members 2024/25 Chairman 2024/25
Strategy, Policy & Finance Councillors:
Davies
Elmer
Hockley
Hurley
Rothwell
Woodcock