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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 14 December 2023 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 R Elmer
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
No members of the public

1. Apologies for absence

Apologies received from Councillor Davies (for lateness) and County Councillor Hall were
NOTED.

2. Declaration of Interests/Dispensations

None

3. Minutes

Minutes 9 November 2023 Item 10 Cost of Living – Councillor Price had submitted a number
of proposed amendments to this minute, which had been circulated.

The Council AGREED the following amendments to Minute 10:

Paragraph 3 – Add at end ‘Councillor Price responded stating that the session is open for
warm space activities from 11 am to 2.30 pm and in practice people can stay longer until
everyone is ready to leave and lock up. Councillor Hurley said he had been told by Val
James that the warm space was for one and a half hours then became a lunch club.’

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Paragraph 5 second sentence – Delete ‘various activities’ Insert ‘for insulation above the
stage, separating the heating system into two separately controlled zones, replacing the
windows in the hall and replacing an escape door and all have been completed.’

Paragraph 6 – Delete the whole. Insert ‘Councillor Hockley praised the volunteers whom he
said made the event possible at the Constable Hall.

Paragraph 7 – Line 6 Between ‘needed to be’ and ‘advertised widely’ insert ‘continuously’.
Add at end ‘The Chairman said that the Constable warm space had been advertised.
Councillor Price invited Parish Councillors to volunteer to help at the Constable Hall warm
space events.

It was proposed by Councillor Dent seconded by Councillor Wombwell and RESOLVED
(eleven voted for, none voted against) that the minutes of the Council Meeting on 9
November 2023, as amended, be approved as a correct record.

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and RESOLVED
(nine voted for, none voted against) that the minutes of the Extraordinary Council Meeting on
30 November 2023 be approved as a correct record.

4. Matters Arising/Updates

9 November Minute 4 – Councillor Roberts enquired as to the structural survey for the
Congregational Church. The Clerk advised that it had not yet been received and he would
chase the surveyors.

9 November Minute 5 – The site meeting concerning the footpath extension from the Moores
Lane development to the High School which had been anticipated by Councillor Roberts at
the November meeting had not taken place with no response from the County Council
officer. PJA had also requested such a meeting. County Councillor Hall would be asked for
her further assistance to facilitate the meeting.

9 November Minute 6.1 – The Chairman provided an update on the enforcement activity on
the Circles site. The Enforcement Officer had told Circles they needed to apply for
permission for a change of use. The Chairman noted that the Circles were now using the site
five days a week without planning permission and the enforcement officer was in the process
of contacting them. The Chairman thanked Councillor Davies who as the district councillor
was working closely with the enforcement team.

9 November Minute 9.1 – Councillor Roberts reported that the 20mph zone proposals had
not yet been submitted to Suffolk County Council. Some additional information was required
and submission would be early January 2024 at the earliest.

9 November Minute 14 – Councillor Rothwell reported that the meeting between Babergh
DC, EBCLT, the Parish Council and Hills had taken place regarding affordable house on the
site. No conclusions were reached. Babergh is looking at sustainability measures in
affordable housing. The District Council will seek local views on any changes in provision
applied for and the Parish Council will consult local residents. Babergh is unlikely to accept
cash in lieu of affordable housing in the event that Hills are unable to find a registered
provider.

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30 November Minute 3 – The Chairman reported that the Congregational Church is happy to
facilitate a tour of the building for councillors on 8 January 2024. Additionally, when the
respective solicitors have an agreed option for transfer, John Jeffreys would like to meet the
Parish Council which would be pleased to arrange a meeting.

Councillor Davies joined the meeting.

30 November Minute 4 – Upon application DC/23/00740 the Chairman reported that the
additional representations and evidence had been submitted to Babergh DC. Councillors
Davies and Roberts had attended the Planning Committee on 13 January. All members of
the committee noted that it was a very finely balanced application but nevertheless
permission was granted by 6 votes to 4, with voting on party lines. The Planning Officer has
said that the appeal decision upon the previous application was imminent.

5. County and District Councillors’ Reports

The written report from County Councillor Hall which had been circulated was NOTED.

The Chairman reported that Suffolk County Council was reluctant to make the traffic order
for double yellow lines in The Street as a campaign run on Facebook had prompted twenty-
eight objections. Although the order was simply to make enforceable the parking constraints
of the existing 1998 order which were not enforceable due to inadequate signage, the
campaign had been based on misleading and incorrect information regarding the extent of
the double yellow lines. The Chairman had pointed this out to Suffolk Highways via our
County Councillor but had received no reply to date. County Councillor Hall had been
involved in the discussions prior to the publication of the new order and had been made
aware of the nature of the campaign. The Clerk was requested to seek her further
assistance with regard to the questionable objections and the position taken by the highway
authority. If the order is not confirmed, safety risks in the village will continue and will
increase as more traffic is generated by the new residential developments. If anyone is hurt
as a result, the blame will lie with the promoters and supporters of the misleading campaign.

District Councillor Davies presented her report which had been circulated and expanded
upon it. She noted that due to the overspend at Babergh budget cuts for services were in
prospect. The Circles development was being dealt with by planning enforcement (Minute 4
above refers). An enforcement officer had visited the Field’s Wedding Venue to ensure that
planning conditions relating to noise were being properly observed.

The Chairman thanked District Councillor Davies for her contribution.

6. 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. 10/11/23 Babergh DC Local Listed Building Consent Order
consultation
2. 20/11/23 Babergh East Police and
Parish Forum
Minutes 20/09/23

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3. 21/11/23 Babergh DC New Winter Grant
4. 21/11/23 AONB Renaming to National Landscapes
5. 22/11/23 Babergh DC Adoption of BMS JLP – Part 1 2018-37
6. 24/11/23 Suffolk CC Flooding, Flatford Lane
7. 24/11/23 Babergh DC Government flood support payments
8. 25/11/23 Councillor Miller Dedham Vale Hopper Bus
9. 3011/23 Sudbury & South Suffolk
CAB
Letter of thanks for grant aid
10. 08/12/23 Ben Green Woodland Trust Call for land to support nature recovery
11. 07/12/23 Babergh DC Call for land to support nature recovery.

Item 1 – Councillor Roberts requested that this be referred to EB Futures and the
Neighbourhood Plan Group for information and to respond to the consultation if thought
appropriate.

Item 6 – Referred to RFF Committee so it can keep the matter under review.

Items 10 & 11 – The Chairman said that this collaboration was good news and was worth
promoting both on Facebook and on the website, Councillor Allen cautioned that planting
new trees was good provided there was someone to maintain them thereafter. The
Chairman said that in this case the planting was for woodland and hedgerows which
required less intensive maintenance.

7. Planning

7.1 Planning Applications received

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

DC/23/05278 52 Chaplin Road, East Bergholt, CO7 6RN – Householder
application – Erection of single storey rear extension.

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

DC/23/05313 High Trees House, Quintons Road, East Bergholt, CO7 6RB –
Application for works to trees subject to TPO BT394/A1 – Fell 1no
Oak (T1)

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

DC/23/05348 Oaks Farm, Hadleigh Road, Holton St Mary – Application to
determine if prior approval is required for a proposed change of
use of agricultural buildings to dwellinghouses (C3) and for
building operations reasonably necessary for conversion.
Conversion of 2 agricultural buildings to form 2no dwellings.

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It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (nine voted for, two voted against) that
approval be recommended.

DC/23/05356 Towns Green Farm, Park Road, East Bergholt, CO7 6TU – Planning
application – Erection of 6no B* commercial storage units as
extension to existing.

It was proposed by Councillor Miller, seconded by Councillor Wombwell
and RESOLVED (twelve voted for, none voted against) that refusal be
recommended on the following grounds:

1. The development will lead to increased traffic on an inadequate,
narrow, country lane with insufficient width for two carriageways (no
centre white lines due to narrow width).

2. The proposed units will be built on the current parking area and no
new parking is provided despite the increase in traffic which will be
generated.

3. The proposed development represents a further over intensification
of the existing BB commercial warehouse use, in an inappropriate
rural location. This is contrary to newly adopted local plan policy
LP09 and East Bergholt Neighbourhood Plan policy EB15.

DC/23/05356 2 Woodbine Cottages, White Horse Road, East Bergholt, CO7 6TU –
Householder application – Erection of part single storey/part two
storey side extension (following removal of existing extension and
chimney).

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

The Clerk was requested to write to National Landscapes pointing out
that the skylights were contrary to their Dark Skies Policy.

DC/23/05289 St Felix, Heath Road, East Bergholt, CO7 6RJ – Full planning
application – Change of use of caretaker’s bungalow (Class C3) to
educational use (Class F1) (Retention of).

It was proposed by Councillor Woodcock, seconded by Councillor
Hurley and RESOLVED (eight voted for, four voted against) that
approval be recommended.

DC/23/05482 Stour View, Orvis Road, East Bergholt, CO7 6TT – Householder
application – Erection of single storey rear extension to existing
garage to provide annex accommodation ancillary to main
dwelling.

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

DC/23/05220 Clare House, Heath Road, East Bergholt, CO7 6RL – Householder
application – Erection of part two storey and single storey rear
extensions and alterations to fenestration (following demolition of
conservatory). Replacement roof to existing single storey
extension. Repositioning of outbuilding.

It was proposed by Councillor Woodcock, seconded by Councillor
Hockley and RESOLVED (eleven voted for, none voted against) that
refusal be recommended on the following grounds:

1. The application has been incorrectly validated as it does not include
a block plan.

2. There are no details on the plan regarding the positioning of the
outbuilding.

N.B. The Parish Council would be minded to recommend approval
of the alterations to the house were it not for the foregoing.

DC/23/95578 6 White Horse Road, East Bergholt, CO7 6TU – Householder
application – Erection of two-storey rear extension and single-
storey side extension, including conversion of garage to form
home office and storage (following removal of lean-to extension.

It was proposed by Councillor Woodcock, seconded by Councillor
Hockley and RESOLVED (eleven voted for, none voted against) that
refusal be recommended on the following grounds:

1. There is insufficient on-site parking for a four-bedroom house

2. Current on-street parking is already dangerous and this proposal
would exacerbate the situation.

DC/23/05627 Land at rear of Clare House, Heath Road, East Bergholt –
Application under S73a T&CPA 1990 for the removal or variation of
a condition following grant of DC/21/04782 dated 11/10/2021 –
Erection of 2no single storey dwellings to vary Condition 4 – to
change material for public right of way and timescale for
completion.

It was proposed by Councillor Woodcock, seconded by Councillor Miller
and RESOLVED (twelve voted for, none voted against) that refusal be
recommended on the ground that whilst the Parish Council accepts the
principle, but it requires further assurance that the surface material,
including its proven longevity and appropriateness in use at this location

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is satisfactorily assessed and also that it is suitable for application on
this uneven surface with a mix of underlying sub structures including
concrete, to which it would have to adhere and create a level surface
with rainwater run-off accommodated satisfactorily.

DC/23/05844 The Willows, Gandish Road, East Bergholt, CO7 6TP – Householder
application – Erection of cart lodge/garden store (amended
scheme, resubmission of DC/23/01315)

The design for the proposed cart lodge has been amended and
simplified in terms of its form and structure due to cost
implications. The foundations design for the project has become
more onerous due to the proximity of an adopted surface water
sewer behind the proposed building line of the boundary between
properties.

It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (eleven voted for, one voted against) that
approval be recommended.

DC/23/04451 Land East of the Constable Country Medical Practice, Heath Road,
East Bergholt – Discharge of Conditions Application for
DC/21/06805 – Condition 2 (Materials),
Condition 3 (Mitigation), Condition 4 (External Plant or Machinery),
Condition 6 (Noise Assessment), Condition 9 (Construction
Management), Condition 10 (Illumination), Condition 12
(Sustainability Measures) and Condition 14 (Verge Parking
Protection).

It was proposed by Councillor Roberts, seconded by Councillor Hockley
and RESOLVED (unanimously) that upon Condition 10 the applicant
consults the Parish Council before proceeding further to discharge the
condition as it affects illumination in a dark skies area. There are no
comments upon all other conditions.

7.2 Planning correspondence

The correspondence received from the Local Planning Authority as set out on the planning
list concerning determined planning applications was NOTED.

8. Strategy, Policy and Finance Committee

8.1 Schedule of Payments and Income – It was proposed by Councillor Elmer, seconded
by Councillor Rothwell and RESOLVED (unanimously) that the schedule of payments
and income and the bank transfer be noted and the payments due for November 2023
amounting to £15,231.88 be approved.

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8.2 Bank Reconciliation Statement – The bank reconciliation statement for November
2023 was NOTED. The Clerk was requested to check and advise upon the current rate
of interest payable on the Santander Deposit account.

9. Reports from Council Representatives on Outside Bodies

Constable Hall Management Committee – Councillor Price apologised for losing his
temper at a previous meeting. The Constable Hall accounts had been finally signed off.
Councillor Woodcock had informed Councillor Price of a near miss incident concerning
the Council’s playing fields contractor and a car using the car park exit for ingress.
Re-signing had been agreed with Parish Council representatives and the work had
been carried out by James Page free of charge.

It was proposed by Councillor Hockley, seconded by Councillor Allen and RESOLVED
(unanimously) that James Page be thanked and praised for his excellent re-signing of
the entrance and exit to the site.

East Bergholt Community Land Trust – Councillor Rothwell had reported earlier in the
meeting (Minute 4 refers).

East Bergholt/Barbizon Twinning Association – The Chairman reported that a
successful quiz night had resulted in receipts of £800 which would go towards the next
visit to East Bergholt by Barbizon residents.

East Bergholt Futures – Councillor Woodcock reported that the group was leading with
Babergh DC upon a community energy project. An outcome report on the recent
meeting was awaited.

East Bergholt Society – The Chairman reported that the Parish Magazine had
published a very successful article from the Society which focussed on history rather
than planning and had generated good interest.

East Bergholt Sports Council – Councillor Woodcock reported on the meeting of 30
November. The In/Out issue had now been resolved with new signage. The ground
conditions on the field were causing great concern due to flooding which had
interrupted planned fixtures. The electricity providers had changed to Octopus and bills
were much reduced. The Tennis Club would have to accept higher bills due to flood
lighting during the period of early dark nights.

SALC – Councillor Davies had nothing to report.

Council Nominated Trustees to Outside Bodies

East Bergholt United Charities – Councillor Hockley reported that an alms house had
been re-furbished and re-let. The AGM had taken place with no members of the public
present. He had no knowledge as to whether the meeting had been advertised in the
village. The trustees had not been disposed to make any of the land they held
available to village sports teams.

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Lettice Dykes Foundation – Councillor Rothwell reported that the Foundation continued
to have issues with Barclays Bank. He had written to Suffolk Youth to remind them of
grant availability and it was suggested he might also write to other six forms including
Colchester Sixth Form College and Colchester Institute.

Lambe School – Councillor Elmer had nothing to report.

10. Reports from Parish Council Working Groups

10.1 Children and Families Working Group – Councillor Matthews presented her report
which had been circulated and expanded upon it. Phase 1 events had been very
successful. Liaison has opened with Community Action Suffolk and a productive
meeting had taken place. The Working Group was exploring ways of engaging a
youth worker for future projects and it was considered this would require funding
for up to two years.

The Chairman noted that the request for funding was to obtain someone with
experience to animate activities and put detail around those activities. She
suggested this would be best achieved via a formal committee rather than a
working group and it was proposed by Councillor Miller, seconded by Councillor
Wombwell and RESOLVED (unanimously) that:

(i) a Young People’s Committee be established to take forward the thinking and
proposals set out in Councillor Matthews’ paper and to develop the activities

(ii) Membership of the Committee comprise Councillors Matthews, Davies, Hurley
and Rothwell.

(iii) An initial meeting of the Committee will be arranged to appoint a Chairman
and to agree terms of reference for submission to Council.

(iv) A budget submission of £20,000 be made for 2024/25.

10.2 Cost of Living – Councillor Hurley presented his report which had been circulated
and expanded upon it. He reported upon discussions with representatives of
Constable Hall Management Committee concerning the establishment of a warm
space on Wednesday mornings from 9am to 12 noon in the Benneworth Lounge
until August 2025. Councillor Hurley explained that he had volunteers lined up to
undertake the duties of running the facility but needed financial backing from the
Council.

The Clerk noted that an additional £11,000 had be added to the SPF grant fund in
anticipation of grant applications for cost of living purposes, but none had been
received in the current financial year so far. There did not appear to be a suitable
organisation to which a grant could be made and it would not be proper to give a
grant to Councillor Hurley. However, money could be vired from the SPF grant
budget to the SPF general budget and the expenses of this project could be
discharged by the Council directly.

Councillor Davies challenged Constable Hall for creating and charging for a lunch
club when grants had been provided by the District and Parish Councils for warm

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space provision. Councillor Price responded by detailing the works upon which
grant monies had be utilised and noted that the total cost to Constable Hall was
£7,000 more than the grants received.

Councillor Wombwell suggested that the working group might consider re-naming
the project ‘Welcome Space’ which had a less patronising feel than ‘Warm Space’
and to which Councillor Hurley readily agreed.

Councillor Roberts considered there to be two issues involved, firstly the principle
of establishing a welcome space and secondly to clarify/negotiate the hall fee with
the Management Committee representatives. There was general disquiet
amongst members that £840 of the £2,000 required would be attributed to hall
hire.

It was proposed by Councillor Hurley, seconded by Councillor Hockley and
RESOLVED (unanimously) that the principle of the establishment of a Welcome
Space be approved.

It was proposed by Councillor Hurley, seconded by Councillor Hockley and
RESOLVED (eight voted for, one voted against) that

(i) A virement of £2,000 be made from the SPF grants budget to the SPF
general budget and the expenses of the project be discharged directly by the
Council

(ii) Councillor Hurley be authorised to discuss/negotiate the hall hire fee with
Constable Hall Management Committee representatives.

10.3 Website Working Group
Councillor Wombwell reported that there had been progress in discussions with
the consultant and the Clerk and Assistant Clerk had received training on how to
upload various documents which they thought they would be able to do readily
once they had gained some experience, Two meetings were scheduled for
January to settle the design and content with a view to members being able to
test the site in February prior to going live by the end of March.

11. Urgent Communications

By reason of special circumstances, namely that the information was of immediate relevance
to the Council, the Chairman considered that the following items should be considered at this
meeting as a matter of urgency.

The Chairman referred to correspondence from the Church Warden concerning the Church’s
proposed lottery bid and seeking to establish that the Council remains supportive. It was
proposed by Councillor Miller, seconded by Councillor Hockley and RESOLVED
(unanimously) that the Council restates its support for the Church’s lottery bid and looks
forward to meeting representatives of the Church in the new year to discuss their plans and
ideas.

The Chairman had noted on a Facebook page that the Co-op may be looking to move to the
shop site on the Hills development at a future date. It was proposed by Councillor Miller,

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seconded by Councillor Allen and RESOLVED (unanimously) that the Chairman and Vice-
Chairman be authorised to talk to the Co-op to establish their intentions and how the Council
might work with them.

12. 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.

13. Section 146 Notices

The Clerk reported the legal advice received upon the current position and the Council
determined the next course of action.

The meeting closed at 11.35 pm.

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

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