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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 9 July 2020 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 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 G Jones

Meeting Etiquette

The Chairman (Councillor Miller) welcomed everyone to the remote meeting of the Council which is being
conducted by digital conference call pursuant to The Local Authorities and Police and Crime Panels (Coronavirus)
(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.
Members of the public will be given the opportunity to speak in the open public session and councillors will be
invited to speak on every item. Decisions at this meeting will be taken by the Clerk asking each councillor in turn
whether they are for or against the proposal or abstaining and after the voting the Clerk will announce the
decision made which will be minuted though the actual votes of councillors will not.

Open Public Session

No members of the public were present.

1. Apologies for Absence

Apologies for absence were received from Councillor Eley who was continuing to work to preserve his
business and Councillor Elmer who remained stranded in Australia. It was proposed by Councillor Miller,
seconded by Councillor Roberts and RESOLVED (unanimously) that the apologies from Councillors Eley
and Elmer be noted and accepted for the purposes of Section 85 of the Local Government Act 1972.

2. Declaration of Interests

There were no declarations of interest.

3. Minutes of the Parish Council meeting of 11 June 2020

It was proposed by Councillor Rothwell, seconded by Councillor Roberts and RESOLVED (unanimously)
that the minutes of the meeting of 11 June 2020 be approved as a correct record.

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4. Matters Arising/Updates

Item 4 – With reference to the eco-lodges, Flatford Lane, the Clerk reported that District Councillor Hinton
had taken up the matter with the Babergh planning officers and an enforcement officer had advised that
he had visited the site and made contact with the developer. The evidence gathered onsite was that the
holiday lets are still being built but there was no sign that they would be used for any purpose other than
that approved in the planning permission. He reminded the developer of the description in the permission
and requested that when the holiday lets are completed he ensure that they are only used for the
approved purposes. The report was NOTED.

Item 10.1.2 – With reference to the missing access protection marking on The Street at the entrance to
the private accessway,The Drift, the Clerk reported that Suffolk Highways has acknowledged that the line
had been omitted from the site survey in error and instructions had been given to the relevant team to
request the lining contractor to reinstate the marking. The report was NOTED.

5. Judicial Review

The Chairman brought forward an urgent communication from Item 12. The Supreme Court had
determined the Council’s application for permission to appeal the Order made by the Court of Appeal on
20 December 2019. The Supreme Court ordered that permission to appeal be refused because the
application does not raise an arguable point of law of general public importance. Further that the Parish
Council pay the District Council’s costs of the application. Consideration of the Council’s next course of
action will be given in the confidential part of the meeting.

6. Coronavirus

Councillor Hurley reported that the Covid-19 Group had not had any new requests for assistance since
the last meeting. Those volunteers working with service users continued to do so as necessary. The
experience of the volunteer group had inspired the leadership to consider maintaining the group after the
coronavirus crisis as a village hub group and was looking into the establishment of a Good Neighbour
scheme similar to that already established in Brantham. Litter picking was an area in which volunteer
assistance might be employed (outside the routes covered by the Council’s Litter Pickers) and the
Chairman referred to the area along the river bank from Flatford to Dedham which was a recent problem.

There had been no increase in burials and no additional Parish Council contingency plans were required.
The Chairman hoped that we were now beyond the peak of the restrictive measures but that vigilance
was required in case any spike in cases led to the re-introduction of lockdown.

7. County and District Councillor Reports

County Councillor Jones presented his report and referred to a coronavirus hotspots report which he had
forwarded for information.

He mentioned issues which had occurred recently at Dedham following the lifting of lockdown restrictions.
These were mainly occurrences by the river including litter, anti-social behaviour, barbeques, drug taking,
cattle worrying and inappropriate parking. There were no simple solutions to these issues though Suffolk
County Council was working collaboratively with the Parish Councils, the AONB and the Police to mitigate
these occurrences.

With reference to Fen Bridge, the County Council was at the early stages of designing a replacement
structure and details of the works and delivery of the structure were being sorted out. Approval of the final
proposals would be required from the Environment Agency, AONB and local communities. Subject to
such approvals the earliest the bridge could be replaced was late autumn/winter though it may not be
possible to schedule the works until early spring 2021.

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The Chairman referred to a problem caused by parking on the bend of the loop at Flatford which was
causing difficulty obtaining access to properties at the foot of the loop. County Councillor Jones said he
would forward the name of a Police contact from Ipswich who may be able to assist.

The County Council Cabinet was meeting next Tuesday when the main business would be a paper on
repositioning Children’s Centres to Family Hubs. This was not a cost cutting exercise but a measure
designed to improve the level of service to the most needy. The proposals do affect the provision in East
Bergholt, particularly with reference to the nursery.

Councillor Hurley asked if this would lead to a better system than at present, which he regarded as
abysmal. Councillor Jones said he needed more details of the apparent failings and was happy to come
to the school to discuss the issue in detail.

The reports from County Councillor Jones and District Councillor Hinton were NOTED.

County Councillor Jones left the meeting at 8.03 pm.

8. Planning

8.1 Planning Applications received

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

DC/20/02302

DC/20/02364

DC/20/2365

Acorns, Gandish Road, East Bergholt, CO7 6TP – Application for works
to tree/s subject to a tree preservation order BT315 – T1 Reduce 1no Oak
by 30-40%.

Bramble Cottage, Rectory Hill, East Bergholt, CO& 6TJ – Application for
works to tree/s in a conservation area – Reduce 1no Holly tree by up to
50% and re-shape.

Hill House, Rectory Hill, East Bergholt CO7 6TH

– Application for works to
tree/s in a conservation area – Cut down 1no Willow tree to original
pollard point.

It was proposed by Councillor Miller, seconded by Councillor Woodcock and
RESOLVED (unanimously) that Councillor Eley be authorised to submit
recommendations on these three applications concerning trees to the local
planning authority.

DC/20/02244 The King’s Head, Rectory Hill, East Bergholt, CO7 6TJ – Planning
application. Alterations, repositioning, extension and division of parking
areas. Creation of an extra 4no. parking spaces.

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

DC/20/2026 Chetwynd, East End Lane, East Bergholt, CO7 6QX – Householder
planning application – erection of single storey rear extension.

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

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DC/20/02459 Land south of Ipswich Road, Brantham – 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 Chairman stated that it was not for this Council to comment on the design
or appropriateness within Brantham of this development but it was appropriate
to comment upon the effects this development would have upon East Bergholt.
Councillor Lansdell considered that traffic generated would have an adverse
effect upon the road system in East Bergholt in particular Slough Road, Park
Road and East End Road and would bring increasing pressure upon village
facilities particularly the High School and the Surgery.

It was proposed by Councillor Lansdell, seconded by Councillor Miller 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.

8.2 Planning correspondence

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

1. 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. 10/06/20 Marie Curie Letter of thanks for grant aid.
2. 17/06/20 Suffolk Accident Rescue Service Report and request for grant aid
3. 26/06/20 Dedham Vale and Stour Valley
AONB
Monthly update – June 2020
4. 01/07/20 British Horse Society Appeal for Historical Research Volunteers
5. 02/07/20 Dedham Vale and Stour Valley
AONB
Appeal for Constable Country Volunteer
Rangers
6. 06/07/20 SALC NALC Chief Executive’s Bulletin
7. 07/07/20 Suffolk Coasts and Heaths AONB Extension of AONB (includes East Bergholt)
8. 08/07/20 Environment Agency Bradwell B

Item 5 – The appeal for Constable Country Volunteer Rangers was referred to the Roads, Footpaths and
Flatford Committee for further consideration.

2. Strategy, Policy and Finance Committee

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9.1 Budget Monitor 2020/21: Quarter 1 – The Clerk presented income and expenditure details for each
committee budget for the first quarter of the financial year. This was a new initiative to aid budgetary
control and would continue to be reported quarterly if the Council so wished. The Chairman congratulated
the Clerk on this report which she found helpful and the Council welcomed the report and looked forward
to further monitoring reports as the financial year progressed. The report was NOTED.

9.2 Schedule of Payments – It was proposed by Councillor Roberts, seconded by Councillor Miller and
RESOLVED (unanimously) that payments due in June amounting to £23,669.39 be approved.

9.3 Bank Reconciliation Statement – The bank reconciliation statement for June 2020 was NOTED.

Other Committee Matters

10.1 Roads, Footpaths and Flatford Committee

10.1.1 Councillor Lansdell reported that the contract details and the job description of the Council’s Litter
Picker had been identified and acknowledged by both parties. The duties will continue to be performed on
this basis and if any changes are required in the future, reconsideration can be given at that juncture.

10.1.2 Sudbury Town Council were now contracted to provide monthly litter picking in Straight Road and
Park Road. The first service under the twelve month contract will occur in mid-July.

10.1.3 Following the meeting with Suffolk Highways in February, David Chenery had sent a table of traffic
issues in the village with suggestions for how they might be addressed. The matter had been held in
abeyance during the lockdown. Councillor Lansdell would hold an informal remote meeting of the
Committee to shape a reply to Mr Chenery in order to move the matter on.

10.2 Burial Grounds Committee – Councillor Rothwell reported that the Churchyard railings and certain
trees required maintenance work for which there was provision in the budget. Estimates for the work had
been sought.

10.3 Playing Fields Committee

10.3.1 Councillor Woodcock reported that both play areas were now open and that notices with
coronavirus details and rules had been posted. The play areas are being used and all seems to be going
well.

10.3.2 Councillor Woodcock and the Clerk had undertaken a risk assessment of the play areas before the
re-opening and several improvements were in hand. New notices had been posted with certain rules
about use which it was the responsibility of the Parents/Guardians of the children to observe.

10.3.3 Councillor Miller reported on four meetings which had taken place in the last two weeks concerning
future maintenance and use of the tennis courts. Significant maintenance is required to restore the courts
to an appropriate standard. A local resident has volunteered to undertake certain clear up works. Further
meetings with all principal players are anticipated when suggestions for other improvements are expected
to emerge.

The main outcome to date was that the surface needs immediate maintenance works. Initially about
£4,000 will be required for mending the fence and clearing moss from the courts with another £11,000 to
re-lay the courts thereby making the multi-sports surface viable again. A maintenance contract is required
to keep the courts in good condition which will cost in the region of £2,000 per annum. Some hedge
trimming is also required, though not the removal of the hedges which were grown to provide a
windbreak. Councillor Miller considered that unless the works to the surfaces was undertaken promptly
the Council could face costs of over £50,000 if further deterioration occurred. The works proposed would
ensure the life of the courts for the foreseeable future and would facilitate the tennis club being re-formed
and becoming active.

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The Clerk advised that there was £1000 in the Playing Fields Committee budget for Tennis Court
surfaces and £1000 for contingencies both of which could be utilised for the work. The balance could be
an overspend on contingencies with a view to rectification by virement later in the financial year.

It was proposed by Councillor Woodcock, seconded by Councillor Miller and RESOLVED (unanimously)
that up to £15,000 be made available from the Playing Fields Committee budget for contracts for
immediate works of maintenance to the tennis courts and for relaying the court surfaces.

10.4 Neighbourhood Plan Committee – nothing to report.

10.5 Equalities and Diversity Group – Councillor Hurley reported that the Group had been renamed as the
Constable Country Equality and Diversity Group as it now takes in a wider area.

11. Memorial Bench

Councillor Rothwell reported that he had approached the High School which would be delighted to be
involved in designing and building a memorial bench at cost. However final approval must await the
arrival of the new Deputy Head of Department in September. The timescale envisaged was for a project
to be completed in the summer term of 2021. A location for the bench was still to be determined.

12. Urgent Communications

The Judicial Review communication had been considered under Minute 5 above.

13. Resolution to exclude the Public (including the press)

It was proposed by Councillor Miller, seconded by Councillor Rothwell 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.

14. Motion to suspend Standing Orders

It was proposed by Councillor Miller, seconded by Councillor Roberts 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.

15. Judicial Review

It was proposed by Councillor Roberts, seconded by Councillor Lansdell and RESOLVED (unanimously)
that the Supreme Court Order be noted and the legal advice that there was no further action which could
be taken with a realistic prospect of success, be accepted.

It was proposed by Councillor Lansdell , seconded by Councillor Roberts and RESOLVED (unanimously)
that formal letters of thanks be sent to Rodney Moss and Valerie Ayrton for their substantial work on
behalf of the Council over the entirety of the case, and to the Council’s Legal Team of David Bowman,
Sasha Blackmore and Hannah Gibbs.

The Chairman will issue a public statement via the website and the notice boards.

16. Land Transactions

The Chairman reported that the owner of land in the Parish which had been offered for sale to the Council,
had withdrawn the offer.

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17. Assets of Community Value

It was proposed by Councillor Lansdell, seconded by Councillor Roberts and RESOLVED (nine voted for,
none voted against) that a community nomination be submitted (or revived if more appropriate) to list [a
public house in the Parish and the car park] as an asset of community value and that all other public
houses in the Parish be investigated with a view to similar community nominations being made where
appropriate.

The meeting closed at 9.48 pm.

Date of the next remote Parish Council Meeting – Thursday 13 August 2020 at 7.30pm

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