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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 14 April 2022 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 C Cathcart
Councillor P Dent
Councillor R Elmer
Councillor M Hockley
Councillor M Hurley
Councillor J Price
Councillor R Wombwell
Councillor G Woodcock

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

1. Apologies for absence

Apologies for absence from Councillors Allen and Rothwell and from County Councillor Hall,
were NOTED.

2. Declaration of Interests/Dispensations

None

3. Minutes of the Parish Council meeting of 10 March 2022

It was proposed by Councillor Dent, seconded by Councillor Elmer and RESOLVED
(unanimously) that the minutes of the meeting on 10 March 2022 be approved as a correct
record.

4. Matters Arising/Updates

None

5. County and District Councillor Reports

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

District Councillor Hinton presented his report which had been circulated and expanded on
various matters. Babergh DC had decided to retain the Cabinet system. As a result of unrelated

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matters which District Councillor Hinton explained, there had been five resignations from the
Cabinet leaving a Cabinet of only five members.

Notice to tenants of an increase in council house rents had been contracted out but had not
been carried out properly resulting in some tenants not being given notice. The notices had to
be re-served to all tenants at a cost of some £60,000 plus loss of income as the rents cannot
now be raised until June. Babergh may seek compensation from the contractors.

Babergh had received grant aid of £200,000 for superior disabled toilets one of which will be
provided at Flatford in conjunction with the National Trust.

District Councillor Hinton advised that he was working with the Parish Council Chairman and
other local leaders in order to get the Brick Kiln properly signed and fenced. He may contribute
to the cost via his locality budget.

The Chairman thanked District Councillor Hinton for his report

6. Correspondence

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

Date

Sender Subject
1. 15/03/22 Anglian Water Partnership with vulnerable pensioners
2. 22/03/22 East Bergholt Cinema Request for grant aid
3. 30/03/22 Babergh DC Community Governance Review
4. [undated] Hospital Hero Hike Hospital Hero Hike
5. 04/04/22 Babergh DC NSIP and large-scale energy developments
update.

Item 2 – Consideration was given to the request for grant aid from East Bergholt Cinema to fund
a new projector. The current equipment was beginning to fail. It was owned by East Bergholt
Cinema but made available to other community groups. The request for £7,500 included VAT
which the group would not be able to reclaim, unlike the Parish Council. Following discussion it
was proposed by Councillor Dent, seconded by Councillor Woodcock and RESOLVED (nine
voted for, none voted against) that the Council purchase the projector for up to £6,250 (net) and
loan it to East Bergholt Cinema and to other community groups as required.

Item 3 – District Councillor Hinton advised that the Community Governance Review was based
on shifting population numbers and the number of constituents per councillor which could lead
to boundary changes of electoral divisions, wards and parishes. Councillor Roberts agreed to
give further consideration to the matter and to advise the Council if representations were
necessary.

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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/22/00722 Churchgate House, Rectory Hill, East Bergholt, CO7 6TG –
Application for listed building consent – Re-roofing and alterations
to single storey rear element as per Design and Access Statement.

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

DC/22/00545 Meadow Farm, Straight Road, East Bergholt, CO7 6UU –
Application for listed building consent – Repairs to existing roof as
detailed within the Design Access and Heritage Statement and
Schedule of Works.

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

DC/22/01794 Delvyns, Gaston Street, East Bergholt, CO7 6SD – Notification of
works to trees in a conservation area – Pollard 1no Ash (T1).

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

DC/22/01984 Ashfield, Gaston Street, East Bergholt, CO7 6SD – Application for
works to trees subject to TPO BT18/G1 – Reduce 3no Robinia (T1,
T2 and T3) by 30%.

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

7.2 Planning correspondence

The correspondence received from the Local Planning Authority 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 Dent and RESOLVED (unanimously)) that the schedules of payments and
income and the bank transfers be noted and the payments due for March 2022
amounting to £39,860.20 be approved.

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8.2 Bank Reconciliation Statement – The bank reconciliation statement for March 2022 was
NOTED.

8.3 Budget Monitor 2021/22 – Year End Report – Withdrawn.

9. Reports from Council Representatives on Outside Bodies

Babergh Alliance of Parish and Town Councils – Councillor Hurley reported that he had not
been informed of any meetings. The Clerk was requested to alert Paul Ireland and Helen Davies
to Councillor Hurley’s appointment as the Council’s representative.

Constable Hall Management Committee – Councillor Price reported that he had attended one
meeting since his recent appointment and use of the hall was quite good. The vacancy in the
position of Treasurer had been resolved with Valerie Ayton taking up the post.

East Bergholt Community Land Trust – No report

East Bergholt/Barbizon Twinning Association – Councillor Hurley had not been able to attend
many meetings but was aiming to attend the meeting on 19 April. A quiz night had taken place
and a visit was scheduled for the end of May.

East Bergholt Futures – Councillor Woodcock reported that one meeting had taken place but
had clashed with a Parish Council meeting. He was pleased that the group was supporting
highway measures to protect hedgehogs.

East Bergholt Society – Councillor Miller reported that whilst there had been no formal meetings
much activity, albeit fairly low key, had taken place via the app which Councillor Wombwell had
supported. He considered the society was seeking a new identity and could well develop into a
local history society.

East Bergholt Sports Council – Councillor Woodcock reported that he would be attending the
next meeting on 25 April which had a lot of business on the agenda.

East Bergholt United Charities – Councillor Price reported that he was a trustee in addition to
former Councillor Lansdell. He referred to the vacancy at the Almshouses which was currently
advertised.

Lettice Dykes Foundation – Councillor Roberts reported that the Foundation had not met for
about eighteen months. Its purpose was to give educational grants to the needy. Councillor
Woodcock was also a trustee and reported that two laptops had been provided this year.

The Lambe School – Councillor Elmer reported that the charity now had seven trustees, a bank
balance of around £42,000, hirings worth £16,000 and the potential for grant aid; a healthy
situation. The trustees were also keeping on top of maintenance and had made a number of
improvements.

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10. Appreciation and memorial for the Village

The Chairman had taken advice from Rupert Eley upon the species for commemorative trees
both as a memorial for the covid pandemic and to celebrate the Queen’s Platinum Jubilee. He
had suggested crab apple trees which flower profusely in spring, had colourful fruit in autumn,
had a relatively small but secure root ball, is long lived and does not grow too tall. The best time
for planting would be October. It was proposed by Councillor Miller, seconded by Councillor
Woodcock and RESOLVED (eight voted for, one voted against) that the Queen’s tree be
planted in the Churchyard and the covid remembrance tree towards the car park entrance to the
cemetery and that the Burial Grounds Committee be authorised to determine the exact
placements and to make the planting arrangements.

District Councillor Hinton left the meeting.

11. Grounds Maintenance Contracts

Consideration was given to the report from the Clerk concerning the Council’s two grounds
maintenance contracts which expired at the end of March 2022. Financial Regulations enabled
the Council to extend the contracts for a further year or to seek tenders for the work. If the
contracts were extended the Council should consider whether there should be any uplift to the
contract price for 2021/22 to reflect inflation. The Chairmen of the Burial Grounds Committee
and the Playing Field Committee had made representations that the contracts be extended and
a 5% uplift be added to the current contact price. Such an uplift would exceed the budgets of
both committees by about £30 which could be accommodated through the committees’
contingency budgets.

It was proposed by Councillor Dent, seconded by Councillor Woodcock and RESOLVED (nine
voted for, none voted against) that the grounds maintenance contacts be extended to 31 March
2023 and that from 1 April 2022 an uplift of 5% on the contact price for 2021/22 be applied to
both contracts.

12. Council Vacancy

Arrangements made for the Council to meet the three candidates for the vacancy prior to this
meeting and to co-opt to the position at this meeting had been cancelled as one candidate was
not available. The Chairman suggested that an interview panel be appointed to meet the
candidates and to report to the next Council meeting where a decision could be made upon co-
option. Councillor Rothwell who had been unable to attend this meeting had written to all
councillors suggesting that such a process might not comply with standing orders, though that
was not clear cut. Following discussion it was proposed by Councillor Dent, seconded by
Councillor Roberts and RESOLVED (unanimously) that the whole Council meet the candidates
at the next meeting following which a decision be made upon co-option.

13. Urgent Communications

The Chairman allowed consideration of the following items on the grounds of urgency as decisions
were required immediately.

Orvis Lane Jubilee Event – Caryl Smith on behalf of Orvis Lane residents had submitted a request

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for grant aid to support a street event in Orvis Lane on Sunday 5 June. A programme of events was
planned from 10am until 9pm. The grant would be used to cover the cost of a band for the evening
entertainment from 7pm to 9pm.It was proposed by Councillor Miller and seconded by Councillor
Cathcart that pursuant to Section 137 of the Local Government Act 1972, grant aid of £150 be
awarded to Orvis Lane Residents to support their Jubilee event. The motion was LOST (three voted
for, six voted against) on the ground that the event was not sufficiently inclusive for the village as a
whole.

Proposal for a Community Well-being Committee – Councillor Hurley addressed the Council on
a proposal to form a working group to develop a Community Well-being Committee for East
Bergholt, led by the Parish Council but including other community bodies, schools and local
businesses. The Clerk was asked to advice on whether the Council had the legal capacity to
take on this proposal. He advised that the Council can only do what it is empowered to do by
statute and any other action would be ultra vires. The well-being power is not within the
Council’s powers and duties, rather it can only be pursued by a ‘competent’ council and at
present the Parish Council does not fulfil the competency criteria. Thus to promote community
well-being would be ultra vires and any money expended in the furtherance of this would be
unlawful expenditure. Until the Council is able to exercise the well-being power the best it can
do is to pursue projects covered by existing legislation which just happen to impact positively on
the well-being of the community.

The Chairman encouraged Councillor Hurley to set up his own Working Group to develop well-
being themes and to bring back to the Council any proposals which fit within the Council’s
competencies.

Following discussion it was considered that the Council could play a part in the wider
consideration of community well-being if it was asked by the village schools to put forward
candidates for school governorships. It was proposed by Councillor Miller, seconded by
Councillor Hockley and RESOLVED (unanimously) that the East Bergholt Primary and High
Schools be requested to ask the Parish Council to nominate candidates for school
governorships.

14. Resolution to exclude the public (including the press)

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

15. Confidential Minutes of the Parish Council meeting of 10 March 2022

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED
(unanimously) that the confidential minutes of the meeting of 10 March 2022 be approved as a
correct record.

16. Matters arising/updates

The Chairman updated the Council on a matter which may come before the Council formally in
the foreseeable future.

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The Clerk updated the Council on progress upon the Section 146 Notice and associated matters
and the Council RESOLVED a further course of action.

The meeting closed at 10.02 pm.

Date of the next Parish Council Meeting – Thursday 12 May 2022 at 7.30 pm at The Lambe
School.

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