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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 14 October 2021 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 C Cathcart
Councillor P Dent
Councillor R Elmer
Councillor M Hurley
Councillor J Price
Councillor S Rothwell
Councillor R Wombwell

In Attendance
G White, Parish Clerk
County Councillor Georgia Hall
District Councillor John Hinton
No members of the public

1. Apologies for absence

Apologies for absence received from Councillors Eley, Lansdell and Woodcock were NOTED.

2. Declaration of Interests/Dispensations

None.

3. Minutes of the Parish Council meeting of 9 September 2021

It was proposed by Councillor Rothwell, seconded by Councillor Roberts and RESOLVED
(unanimously) that subject to the amendment of Minute 10.1 Pavement Project by the
replacement of ‘bank’ by ‘development plan’ the minutes of the meeting on 9 September 2021
be approved as a correct record.

4. Matters Arising/Updates

Minute 7.3 Planning Resource – Councillor Cathcart reported that the Town and Country
Planning Association were offering Parish Councils one year’s membership for £90. This
provided a range of benefits including discounts on training and publications, access to a media
library, a regular journal and a monthly email bulletin. This was available to the nominated
contact and up to three additional nominated contacts.

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It was proposed by Councillor Cathcart, seconded by Councillor Roberts and RESOLVED
(unanimously) that the Council take out membership on a one year trial basis with the additional
contacts being Councillors Miller, Roberts and Cathcart.

Minute 5 The War Memorial – The Clerk reported that listed building consent had been obtained
and the condition placed on it had been discharged. Advanced discussions were taking place for
a traffic management plan upon which the traffic management company would seek approval of
Network Assurance to enable the works to proceed on 2 and 3 November, in time for
Remembrance Day.

Minute 9 Conservation Area – Councillor Roberts reported that following the Council’s resolution
at the last meeting to send the proposal for an extension of the conservation area to Babergh
DC, together with John Lyall he had discussed the matter with Philip Isbell in a virtual meeting.
Mr Isbell had confirmed that in principle Babergh would support the proposal but as boundary
changes to the conservation area were proposed a statutory process was required. The
proposal will be put forward as being from the Parish Council, supported and advised by
Babergh DC and will be badged jointly. It will be reported to the District Council by Babergh
officers.

It was left to Mr Isbell to arrange a briefing for the relevant Cabinet Member and he expected a
further descriptive briefing of the Cabinet Member by Councillor Roberts and Mr Lyall to follow.
The Cabinet Member will take the proposal to Council/Cabinet as appropriate. The
recommendation will be for Babergh to accept the proposal as a document for consultation
which Babergh will then undertake. The whole process will take approximately six months.

The Chairman thanked Councillor Roberts, John Lyall and Babergh DC (Philip Isbell) for their
work and co-operation on this matter.

Minute 10.1 Babergh DC Parking Consultation – Councillor Roberts reported that he had
completed the consultation questionnaire but as it concerned Babergh DC operated car parks it
was not of primary concern to the Parish Council.

5. County and District Councillor Reports

County Councillor Hall presented her report which had been circulated. She expanded on
various items contained in it.

Councillor Hurley welcomed the Independent Report upon special educational needs and
disabilities which he hoped would enable the County Council to move forward in the right
direction. The Chairman thought it brave of the County Council to commission an external
review of the service. It will require significant investment to address the action points identified
in the review.

Councillor Roberts referred to the County Council’s commitment to the climate emergency and
the quotation from the Chair of Suffolk Public Sector Leaders, Councillor Suzie Morley, who said
‘Every organisation in Suffolk has its own plan to deliver against this important agenda and as a
group we are fully committed towards working collaboratively to address the Climate Emergency
declared in 2019’. He sought clarification from County Councillor Hall as he thought it extremely
unlikely that every organisation in Suffolk would have its own plan, indeed the Parish Council did
not have such a plan. County Councillor Hall will seek clarification. The Chairman added that the
Council would welcome more guidance, direction sharing and ideas from the County Council.

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District Councillor Hinton presented his report which had been circulated. He added that various
Cabinet changes were taking place at Babergh at present, which he described, though they
could have limited longevity as the District Council was likely to revert to a committee system.
The Council was now meeting monthly.

The Chairman thanked County Councillor Hall and District Councillor Hinton for their reports.

6. Village Centre Parking

Councillor Price reported on a recent onsite meeting with Suffolk Highways Officers concerning
parking outside the Co-op. The officers identified three options available:
(i) Erection of no waiting signs to enable enforcement of the traffic order (at the County
Council’s expense);
(ii) A full assessment of the area which would involve losing three parking spaces outside the
Co-op for safety reasons;
(iii) Replace the single yellow lines with double yellow lines (at the Parish Council’s expense).

Councillor Wombwell considered that the first step should be the signage. Additional measures
could be developed thereafter but the most immediate issue of the parking which obstructed
Cemetery Lane needed the most immediate solution and a demonstration of action being taken.

Councillor Roberts considered that a co-ordinated traffic management plan for pedestrians,
cyclists and cars was required and such a plan was being developed by the Neighbourhood
Plan Committee. However a coherent plan for the whole village would take time and while that
was being worked up, Option 1, the signage would be a useful step to take. It was proposed by
Councillor Roberts, seconded by Councillor Rothwell and RESOLVED (unanimously) that
Suffolk Highways be informed that the Parish Council requests the installation of no waiting
signs on the stretches of the highway where their absence prevents parking enforcement.

With reference to budget issues and highway schemes, Councillor Price had enquired how
Assington had achieved a 20mph zone and was informed that it had been implemented
because the Parish Council had paid for it themselves.

County Councillor Hall advised that she had access to a budget of £6000 per annum for
highway schemes in her electoral division. Based on the populations of the nine parishes in her
area, East Bergholt’s share was 28.6% and based on her four year term of office, that would
amount to £6864. On top of that she had a locality budget which was going to be used to assist
with the costs of the Christmas Parade. At the moment £1600 of this budget was not committed
but if it was not allocated before the end of the financial year it would be lost. The Chairman
asked the Roads, Footpaths and Flatford Committee to decide whether to make an application
in that regard.

County Councillor Hall and District Councillor Hinton left the meeting.

7. Correspondence

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

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Date

Sender Subject
1. 22/09/21 SALC The Queen’s Platinum Jubilee Beacons 02/06/22.
2. 27/09/21 SALC The Queen’s Green Canopy.
3. 01/10/21 SALC New SALC member portal.
4. 12/10/21 Babergh DC Active Travel Public Consultation – Update.

Item 1 – Due to the lack of a suitable site for a beacon, the Council did not wish to participate in
the event.

Items 2 – The Chairman said she had passed on this project to the two schools which may wish
to plant trees to commemorate the Jubilee. The Chairman will bring a proposal for Parish
Council involvement to the next meeting.

8. Planning

8.1 Planning Applications received

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

DC/21/04991 Parkfield, Heath Road, East Bergholt, CO7 6RQ – Householder
Application – Part conversion and alterations to cartlodge to
provide ancillary accommodation.

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

DC/21/05092 Little Spencers, Gaston Street, East Bergholt, CO7 6SF –
Notification of works to trees in a conservation area – Reduce top
of T1 Holly by up to two metres and sides by up to one metre.

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

DC/21/04810 23 Chaplin Road, East Bergholt, CO7 6SR – Householder Planning
Application – Erection of 2m high boundary fence.

It was proposed by Councillor Dent, seconded by Councillor Miller and
RESOLVED (seven voted for, none voted against) that refusal be
recommended on the grounds that (i) the application site was not a
suitable location for a 2m fence as it was overlooked by the pavement
and the road and (ii) the development was not compliant with the
character assessment of the area which supports the Neighbourhood
Plan.

DC/21/04259 5 Aldous Close, East Bergholt, CO7 6SQ – Householder
Application – Conversion of garage to additional living

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accommodation.

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

DC/21/05326 Warren House, East End Road, East Bergholt, CO7 6UT –
Householder application – Erection of single storey rear extension
and conversion of existing garage/store outbuilding to form
annexed accommodation. Erection of attached cartlodge/store.

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

DC/21/05411 Fountain House, The Street, East Bergholt, CO7 6TB – Notification
of works to trees in a conservation area – Cut back 2no Plum trees
back to original points (let more light through).

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

DC/21/05415 Old Woodyard south of East End Road, East Bergholt – Full
Planning Application – Change of use of land, erection of 1no
residential dwelling (following demolition of existing agricultural
buildings amended scheme approved for conversion under
DC/21/03766), utilising existing access.

It was proposed by Councillor Roberts, seconded by Councillor
Rothwell and RESOLVED (unanimously) that refusal be recommended
on the ground that demolition of an agricultural building simply to make
way for a single residence on this site outside the built-up area
boundary is contrary to the East Bergholt Neighbourhood Plan Policy
EB2. A previous application in August 2020 to convert the redundant
barn was recommended for approval in line with Neighbourhood Policy
EB19 but the subsequent prior approval does not provide legitimate
planning grounds to replace an agricultural building with a larger new
residential building just because a change of use (to residential) on this
site had been established.

DC/21/05507 Riber House, Rectory Hill, East Bergholt, CO7 6TH – Application for
works to trees in a conservation area: Fell 2no Pines and 7no dead
pines in rear garden, fell 1no Cherry plus shrubs and grind stumps
in rear garden.
7 sprayed dead pines along path remove
Pine number 2 remove
Pine number 3 remove.

It was proposed by Councillor Miller, seconded by Councillor Rothwell
and RESOLVED (unanimously) that consideration be deferred and
Councillor Eley be authorised to submit his considered response to the
local planning authority on behalf of the Parish Council.

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DC/21/05593 Wren Cottage, Gaston Street, East Bergholt, CO7 6SE – Application
for works to trees in conservation area: Felling of 7no Silver Birch
in rear garden and replacement with a mixture of native fruit trees
and felling of 1no additional Silver Birch in rear garden.

It was proposed by Councillor Miller, seconded by Councillor Rothwell
and RESOLVED (unanimously) that consideration be deferred and
Councillor Eley be authorised to submit his considered response to the
local planning authority on behalf of the Parish Council.

Resolution to suspend Standing Orders

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

8.2 Planning correspondence

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

9. Strategy, Policy and Finance Committee

9.1 Schedule of Payments and Income – It was proposed by Councillor Miller, seconded by
Councillor Rothwell and RESOLVED (unanimously) that the schedules of payments and income
be noted and the payments due for September 2021 amounting to £8,298.20 be approved.

9.2 Bank Reconciliation Statement – The bank reconciliation statement for September 2021
was NOTED.

9.3 Budget Monitor Q2 2021/22 – The Clerk presented his report on the monitoring of the
budget up to the end of Quarter 2. Of the budget of £261,916.93 (following the addition of a
supplementary estimate of £85,000) £123,691.83 had been utilised leaving a balance of £138,
225.10 for the remainder of the financial year. Details of expenditure by each Committee was
also itemised in the report. The report and spreadsheets will inform Committees when
developing their budgets for 2022/23. The report was NOTED.

9.4 External Audit 2020/21 – The Clerk presented his report on the external audit which had
been completed. The final report confirmed that the Annual Governance and Accountability
Return was completed in accordance with proper practices and no other matters had come to
the auditors’ attention giving cause for concern that relevant legislation and regulatory
requirements had not been met. The report was NOTED.

9.5 CIL Funding – Councillor Elmer reported that the CIL Working Group had recommended a
CIL Policy to the Council. Councillor Roberts detailed the areas which had been addressed by
the Working Group and explained the Policy in greater detail and suggested one amendment to
the draft submitted.

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It was proposed by Councillor Roberts, seconded by Councillor Rothwell and RESOLVED
(unanimously) that the CIL Policy attached to these minutes be approved and adopted.

10. Other Committee Matters

10.1 Roads, Footpaths and Flatford Committee – Councillor Price updated the Council on
current issues.

Heath Road Zebra Crossing – The joint letter had now been signed by Councillor Price and
Professor Vergo and when returned by the Head Teacher of the High School, it will be sent to
the Head of Operational Highways, Suffolk County Council.

Fen Bridge – The letter to the Chief Executive had been treated as a complaint by the County
Council and a ‘corporate’ reply had been sent which defended the County Council’s actions.
This demonstrated little regard for the duty under the Equality Act and Councillor Price was
minded to challenge the reply and escalate the matter.

Flooding on the highway – There had been no response from Suffolk Highways.

20mph zone – There appeared to be two options with different features, a speed limit or a zone.
The former required 20mph signs, the latter was more extensive with speed bumps and
chicanes etc.

Footways – It was looking as though any works required would have to be at the Parish
Council’s expense.

10.2 Burial Grounds Committee – Councillor Rothwell reported that there had been two recent
burials. Consideration had been given as to what action was appropriate for the equipment shed
roof which contains asbestos and enquiries were being made in respect of removing it and
replacing it with a more appropriate roof.

10.3 Playing Fields Committee – Although Councillor Woodcock was not at the meeting he had
left update notes which the Chairman related to the Council.

Both playing fields were inspected by ROSPA in September and their recommendations are
awaited. Some equipment requiring updating or replacing.

Trespass/Vandalism – CCTV footage was observed in respect of the school children’s behaviour
on September 7th. The main incident involved participants (boys and girls) sitting on the top of
the groundman’s building, and sliding down the 45′ roof, and dropping to the floor. Whilst the
conduct cannot be condoned, this appears to have been no more than high jinx. There have
been no subsequent reports.

Further interrogation of CCTV footage showed the graffitti incident. At 19.50pm on 22
September, two hooded figures entered from Gandish Road and took less that 2 minutes to
spray ‘Bussin’ on the building and outdoor gym floor. They left the same way. Unfortunately it
was too dark to identify anything more. This was reported to the Police and a crime number has
been recorded.

At the request of the Constable Hall Management Committee, a new CCTV camera has been
installed on the Constable Hall roof where the previous break in occurred.

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On 7 October a number of CCTV signs were positioned around the Gandish Road playing field
site.

The tennis courts raised sufficient monies through Crowdfunding, to update the old floodlighting.
Work had been taking place this week.

10.4 Neighbourhood Plan Committee – Councillor Cathcart reported that the Conservation Area
extension proposal had been submitted to Babergh DC (Minute 4 above refers). The Council
had approved the update of the Neighbourhood Plan but not the expansion of it as will occur
with the conservation area extension, if successful. It was proposed by Councillor Cathcart,
seconded by Councillor Miller and RESOLVED (unanimously) that the review of the
Neighbourhood Plan be given wider scope than merely an update and include extensions to the
present plan.

The first trial mini survey is very close to going live.

A meeting with consultants will take place imminently to brief them on matters for the Traffic
Management Strategy.

Communications Group – Further to the authority given to Councillors Roberts and Wombwell at
the last meeting to determine the Council’s position regarding engagement with County
Broadband Limited (Minute 10.4 09/09/21 refers), Councillor Wombwell reported that after due
consideration of the imprecise Openreach offer to the village, it was considered that County
Broadband’s offer was more likely to achieve more immediate improvement to broadband
speeds in the village and he and Councillor Roberts had written a letter to village residents
which said as much, without endorsing the County Broadband package. This will be sent out by
County Broadband imminently.

11. Appreciation and memorial for the Village

In the absence of Councillor Eley the Council AGREED to defer consideration of this matter to
the next meeting when it was hoped that advice on species and location would be available.

12. Review of Council Policies

The Clerk reported that six policies approved in 2020 were due for review. Since approval a year
ago no issues had arisen in respect of any of them and there had been no request for any
amendment. Councillor Roberts suggested that the Document Retention Policy be amended to
include Annual and six monthly CIL reports from the Parish Council and associated CIL
correspondence from Babergh DC and others.

It was proposed by Councillor Miller, seconded by Councillor Rothwell and RESOLVED
(unanimously) that subject to an amendment to the Document Retention Policy to include
Annual and six monthly CIL reports from the Parish Council and associated correspondence
from Babergh DC and others, the following policies be approved and adopted for a further year:
Complaints Policy/Procedure;
Document Retention Policy;
Email Policy;
Grant Aid Policy;
Grievance and Disciplinary Policy; and

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Health and Safety Policy.

13. Schedule of Meetings for 2022

The Clerk reported that meetings had only been scheduled as far as the end of 2021 and
needed to be arranged beyond that in order that venues could be booked. A schedule for 2022
was presented which was based on the equivalent dates for 2021. It was unusual that meetings
were arranged on a calendar year basis; most authorities used a municipal year basis and the
Council was requested to consider the frequency of future schedules of meetings.

It was proposed by Councillor Miller, seconded by Councillor Roberts and RESOLVED
(unanimously) that the schedule of meetings for 2022 be approved and in future, schedules of
meetings be approved on a municipal year basis.

14. Urgent Communications

None

15. 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.

16. Confidential Minutes of the Parish Council meeting of 9 September 2021

It was proposed by Councillor Rothwell, seconded by Councillor Roberts and RESOLVED
(unanimously) that the confidential minutes of the meeting of 9 September 2021 be approved as
a correct record.

17. Matters arising/updates

The Clerk updated the Council on progress upon the Section 146 Notice and associated matters
and a general discussion ensued with decisions upon future courses of action.

The meeting closed at 10.47 pm.

Date of the next Parish Council Meeting – Thursday 11 November 2021 at 7.30 pm at The Lambe
School.

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

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