EAST BERGHOLT PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
Thursday 12 September 2024 at The Lambe School, Gaston Street, East
Bergholt
Attendees:
Councillor Nigel Roberts (Vice-Chairman of the Council) (In the Chair)
Councillor Lyn Matthews
Councillor Peter Dent
Councillor John Price
Councillor Rob Wombwell
Councillor Sallie Davies
Councillor Michael Hurley
Councillor Ricky Allen
Councillor Michael Hockley
Councillor Robert Elmer

In Attendance
L Smith, Assistant Clerk
Three members of the public

OPEN PUBLIC SESSION –
Terry Dadds asked if the Parish Council’s recommendation to refuse the Circles
Application DC/24/03193 had been based on traffic concerns alone rather than
environmental factors. The Chairman explained that it had been a divided vote, but
the potential for traffic disruption in the area had been an important consideration.
Joyce Baker was concerned that her application for Listing on the Granary at Flatford
had been refused by the Secretary of State, and wished to know if the Parish Council
would support her in challenging the decision. The Chairman advised that the
Council would consider her request under Planning item 9, later in the meeting.
The Chairman thanked both for their contributions.
59.24.25 APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors Miller and Woodcock and
County Councillor Hall.

60.24.25 DECLARATION OF INTERESTS OR DISPENSATIONS
Councillor Elmer lives opposite Pen-y-Fan and so declared a non-pecuniary interest
in the upcoming planning application on Elm Road
Councillor Davies lives on Gandish Road, and her friends live at Grayling and so
declared a non-pecuniary interest in the upcoming planning application.
61.24.25 MINUTES –
The Chairman referred to three required amendments to the Minutes from 8 August
2024.
– 046.24.25 District Councillors Report, The JLP requires 416 dwellings pa, not 418.
– 049.24.25 DC/24//02972 Straight Road misspelt
– 049.24.25 DC/24/02909 The address at Sycamore House White Horse Road needs
inserting.
Subject to these alterations it was proposed by Councillor Hockley, seconded by
Councillor Matthews and RESOLVED (unanimously) that the minutes of the meeting
of 8 August 2024 be approved as a correct record.
62.24.25 MATTERS ARISING/UPDATES
050.22.25/ 50.4 The Chairman referred to the application for Grant Aid from East
Bergholt Football Club Juniors, which had been deferred at the previous meeting
pending receipt of additional information. This item will be considered at an
Extraordinary Meeting of the Strategy Policy and Finance committee on 19th
September. It will therefore not be considered under item 9.3 of tonight’s agenda.
036.24.25 Councillor Price advised he would comment on the insurance of
equipment at Constable Hall in his report later under item 10
034.24.25 Communities Together East Anglia; Councillor Hurley advised that he had
numerous attempts to contact this organisation in respect of their grant request, and
without success. He thought the request resulted from an automated email and no
further action was required.
63.24.25 COUNTY AND DISTRICT COUNCILLOR REPORTS
The written report from Councillor Hall which had been circulated was NOTED.
District Councillor Davies outlined the plans for additional residential waste collection
in Babergh and ideas were forthcoming from Councillors Allen, Price and Elmer as to
possible approaches.
District Councillor Davies also updated the meeting on the renewed momentum
behind the possibility of a Hopper Bus being introduced between Hadleigh and
Manningtree. The Parish Council were fully behind this initiative and Councillor
Davies felt no further action was needed at this juncture.

There was nothing further to report from Babergh on the new estates being
constructed on the B1070 (DWH and Hills)
64.24.25 CASUAL VACANCY
Cllr Roberts advised that two applicants had been invited to an extraordinary Council
meeting on 3
rd
October. ACTON: Clerk to circulate the applications and make
arrangements upon his return.
65.24.25 CORRESPONDENCE

Item 1: Babergh are seeking the Parish Council’s comments on two reports as part
of a statutory consultation.
The Chair had reviewed the Sustainability Appraisal Scoping Report and proposed
(seconded by Councillor Dent) that Babergh be requested to include the report titled
“Historic Landscape Study of East Bergholt and the Cultural Legacy of John
Constable” as important source material in Chapter 10, Landscape SA 13, so as to
inform the landscape constraints when appraising the impact of potential housing
allocations in the Parish. This report was published in November 2020 by the
Heritage Collective and can be found at
https://www.eastbergholt.org/Documents/ClubMeetings/10/%7B12-11-
2020%2019_30_00%7DRemote%20Parish%20Council%20Meeting/Item%2011.4.1
%20East%20Bergholt%20Report-%20V4%20FINAL.pdf
The Chair had also reviewed the Strategic Housing Land Availability Assessment
and proposed (seconded by Councillor Wombwell) that in the Part 2 Detailed
Assessment, section 19, that any Neighbourhood Plans that is subject to review and
well advanced in that process should be included in the Detailed Assessment and so Date Sender Subject
1. 23/08/24 Babergh DC JLP Part 2 Sustainability Appraisal Scoping
Report Consultation and proposed approach to
the Strategic Housing Land Availability
Assessment Consultation.
2. 02/09/24 Tony Brigden Exchanges between Mr Brigden and the Clerk re
members’ interests.
3. 03/09/24 Suffolk Police Public Meetings 2024

4.

05/09/2024 Capel Parish Council Neighbourhood Plan Pre Submission Consultation
September 2024
5. 06/09/2024

Dan Woodcock East Bergholt High School- Accident in Heath
Road
6.

10/09/2024 Jonathan Peachey Freedom of Information Request
7.

10/09/24 Tony Brigden Review of Council Policies

considered (as well as made Plans) when Babergh consider their housing
allocations.
Both proposals were APPROVED (unanimously) and the Clerk will respond
accordingly to Babergh District Council in response to its consultation request.
Item 2: This was noted.
Item 3: Councillor Matthews will attend the public meeting at Martlesham on 9th
October and update the Council accordingly.
Item 4: The Council has no substantive comments on Capel’s Draft Neighbourhood
Plan and will respond accordingly.
Item 5: The Chairman updated the meeting on recent correspondence on this issue,
including with SCC Highways. There was considerable concern over Highways
failures and the need to get action on this matter and the Chair hoped that the recent
accident would be a wake-up call. Councillor Price drew attention to an email from
Joy Scott on the matter and also reminded the Council that he and Dan Woodcock
had written to Highways three years ago to highlight the dangers for students
crossing the B1070. Councillor Matthews suggested contacting the MP.

66.24.25 PLANNING AND DEVELOPMENT
App. No Address
DC/24/03527 Flatford Tea Rooms, Bridge Cottage, Flatford, East Bergholt

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

DC/24/03616 The Retreat, The Street, East Bergholt, CO7 6TD

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

DC/24/03744 3 Foxhall Fields, East Bergholt, CO7 6QY

It was proposed by Councillor Matthews, seconded by
Councillor Dent and RESOLVED (unanimously) that
approval be granted- subject to roof light blinds being fitted
in line with the dark skies policy.

DC/24/03025 Pen-y-Fan, Elm Road, East Bergholt, CO7 6SG

It was proposed by Councillor Dent, seconded by Councillor
Elmer and RESOLVED (unanimously) that approval be

granted- – subject to roof light blinds being fitted in line with
the dark skies policy.

DC/24/02972 Hawthorn Dene, Straight Road, East Bergholt, CO7 6UX

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

DC/24/03928 Grayling, Gandish Road, East Bergholt, Colchester, CO7 6TP

It was proposed by Councillor Dent, seconded by Councillor
Davies and RESOLVED (unanimously) that approval be
granted- – subject to roof light blinds being fitted in line with
the dark skies policy.

DC/24/03331 7 Hop Meadow, East Bergholt, Colchester, Suffolk CO7 6QR

The Council had recommended approval of this
application at its August meeting. The applicant has
now submitted amended plans and it was proposed by
Councillor Dent, seconded by Councillor Matthews and
RESOLVED (six voted for and none against) that
approval be granted subject to the revisions
adequately meeting the neighbours concerns
regarding overlooking.

The Granary, Flatford
Further to Joyce Baker’s request to support her efforts to overturn the ruling by the
Secretary of State who rejected her application for Listing of the Granary Building at
Flatford, the Council considered what help could be provided. There was general
support for protecting the historic building if possible, and Joyce Baker felt that she
held good supporting evidence. However, an appeal would likely be a time
consuming and complex undertaking. It was agreed that Councillor Davies in the first
instance would explore the potential for assembling a strong case against the
decision with the Heritage Officer at Babergh, and with John Lyall Chairman of East
Bergholt Society.
67.24.25 STRATEGY, POLICY AND FINANCE COMMITTEE MATTERS
9.1 Schedule of Payments and Income

Councillor Dent sought clarification on the Scripti payment which Councillor Hurley
explained. Councillor Wombwell asked if the Lucid payment covers ongoing systems
maintenance and support, and the Chairman sought more information on the
Cleansing Grant. Clerk to clarify these two items.
It was proposed by Councillor Elmer, seconded by Councillor Hockley and
RESOLVED (unanimously) that the schedule of payments and income for August
2024 be approved.
9.2 Bank Reconciliation Statement – the bank reconciliation statement was NOTED
9.3 Request for Grant Aid – item withdrawn for consideration on 19th September
2024 at an Extraordinary SPF meeting
9.4 Conclusion of External Audit 2023/24. The Clerk was thanked for his report and
the excellent outcome from the External Audit. The Clerk’s report was NOTED
68.24.25 REPORTS FROM COUNCIL REPRESENTATIVES ON OUTSIDE BODIES
Constable Hall Management Committee: John Price reported on the newly painted
stones at the Hall but the Councillor Davies expressed concern that the entire Hall
required a substantive external upgrade and asked if the Management Committee
had considered Neighbourhood CIL to fund the works. Councillor Price was
requested to take this back to the Management Committee and inform the Council of
any feedback.
Councillor Price also confirmed that the projector was currently not insured by
Constable Hall but would ask if that is possible at the Committee meeting next week.
EBCLT, Councillor Matthews – no report
EB Barbizon Twinning Association, Joan Miller – no report
EB Futures, Councillor Woodcock – no report
EB Society, Councillor Miller – no report
EB Sports Council, Councillor Woodcock – no report. Councillor Price gave an
update on the survey of the playing fields and would be meeting with the contractors
in the coming week.
SALC, Councillor Davies – no report.
COUNCIL NOMINATED TRUSTEES TO OUTSIDE BODIES
EB United Charities, Councillor Hockley- There had been no meeting of the
Trustees. However, there was some concern expressed that the Charity was not well
understood and Councillor Hockley was asked to raise the matter at the next
meeting of the Trustees and extend an invitation to the Charity to meet the Parish
Council to explore any potential for the two entities to work together for the benefit of
the village.
Lettice Dykes Foundation, Councillor Wombwell- Attended the last meeting
where four grants of £250 were awarded to deserving applicants.

Lambe School, Councillor Elmer- Nothing to report.
69.24.25 REPORTS FROM PARISH COUNCIL WORKING GROUPS
Cost of Living –
11.1 Councillor Hurley supported by Councillor Matthews introduced their report on
Community Drop – In Sessions. These will now be run from the Lambe School on
Wednesday mornings, excluding the first Wednesday of each month. There was
overall support for the initiative although it was felt that the sessions may need
clearer and more consistent focus to attract greater numbers. Currently the sessions
have been attracting below five attendees. However, it was recognised the format is
evolving and it was hoped that with an interesting agenda, numbers would swell over
the winter months. Councillor Hurley advised that he has sufficient budgeted funds to
cover the Lambe School costs of less than £500 through to Spring 2025 and
requested permission to run sessions through to April 2025, and then to take stock.
Nicki Reed will be promoting the initiative. The proposal moved by Councillor Hurley,
and seconded by Councillor Hockley was APPROVED unanimously.
Website- Councillor Wombwell reported on the website trial and encouraged all
Councillors to review the new site and feedback their comments. Councillor
Wombwell is aiming for an October launch date for the website.

70.24.25 REVIEW OF COUNCIL POLICIES

• Document Retention
• Equality and Diversity
• Media and Social Media
• Persistent and vexatious correspondence/ complaints
The report from the Clerk was discussed and the four policies presented. Councillor
Price requested that in the Document Retention Policy, Contracts and warranties be
retained for a minimum of 7 years, and for one year beyond the duration of the
contact/ warranty where these exceed 7 years.
Councillor Davies requested that the Social Media Policy is amended so that it is
gender neutral.
Subject to these alterations it was proposed by Councillor Hockley, seconded by
Councillor Allen and RESOLVED (unanimously) that the four policies be APPROVED
and adopted.

71.24.25 URGENT COMMUNICATIONS

Councillor Wombwell asked if a digital identity policy was required and will discuss
this with the Clerk

The Chairman congratulated Zoe Newson on achieving a silver medal at the Paris
paralympics and suggested sending a congratulatory gesture. Action Assistant Clerk
Councillor Price proposed holding a seminar for all councillors, chaired by the Clerk
prior to Christmas, to review the statutory powers available to Parish Councils. The
idea was seconded by councillor Hurley and APPROVED (unanimously)

Meeting closed at 10.40pm.
Date of next Council Meeting – Thursday 10 October 2024.