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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE STRATEGY, POLICY AND FINANCE COMMITTEE MEETING

27 January 2022

Present – Parish Councillors
Councillor R Elmer (Chairman)
Councillor C Cathcart
Councillor P Dent
Councillor J Price
Councillor N Roberts
Councillor G Woodcock

In Attendance
Mr G White, Parish Clerk
No members of the public were present.

1. APOLOGIES FOR ABSENCE
The Committee noted the apology for absence received from Councillor Miller.

2. DECLARATION OF INTERESTS
Councillor Price declared a local non-pecuniary interest in an update to the confidential minutes and
stated that he would leave the meeting during its consideration.

3. MINUTES
The minutes of the meeting of 2 December 2021 were approved as a correct record.

4. MATTERS ARISING/UPDATES
Minute 7 Urgent Communications – At the last meeting the committee had approved in principle the
need for preparation of procedures for joint projects. Councillor Price sought clarification on the
development of such procedures. It was AGREED that the matter be considered fully at the next
meeting.

5. COMMUNITY INFRASTRUCTURE LEVY
The Committee noted the CIL Policy and the CIL Statement approved by the Council and considered
the need to develop a methodology for inviting and determining applications for CIL finance for
infrastructure projects. Councillor Roberts referred to the summary minutes of the CIL Working Group
of 30 September 2021. The keystone was a Parish Infrastructure Plan (PIIP) which would be based
on an audit of existing infrastructure, Parish Council priorities, community ideas following a mini-
survey and taking account of Neighbourhood Plan projects. From these the Council would determine
priorities which would be stated in the Plan and would guide distribution of CIL money. Applications
would be assessed against decision criteria to be developed and made public. Engagement with the
local community would include reporting annual on the use of CIL provision, the progress on
supported projects and recipients reporting back on progress. A CIL area may be developed on the
website.

The Chairman noted that there was much work to be done to produce the PIIP and after discussion it
was AGREED:

1. The Chairman would lead on producing a first draft PIIP by the end of February which would be a
work in progress until all elements had been completed and brought together.
2. Councillor Miller would lead on conducting an infrastructure audit by the end of February.
3. Councillor Cathcart would lead on developing a mini-survey with a view to a series of questions
being available by the end of March.
4. Councillor Cathcart would lead in capturing Neighbourhood Plan priorities

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5. A Council workshop be arranged for March to brainstorm decision criteria and to capture Council
priorities.
6. Draft PIIP and priorities to be put to Council in April subject to sufficient progress being made.
7. CIL information be placed on the website by the end of April.

6. OTHER FINANCIAL MATTERS
The Committee considered the pre-renewal questionnaire from the Council’s insurers with particular
reference to whether the sums insured in the various categories were sufficient. It was AGREED that
the sums insured were satisfactory but requested the Clerk to enquire whether the car park should be
added to the various premises insured.

7. URGENT COMMUNICATIONS
The Chairman stated that he had accepted as an urgent communication a written update from
Councillor Miller upon a matter which may come before the Council formally in the near future. As it
presented a current update it was necessary to give it immediate consideration in the confidential part
of the meeting.

8. RESOLUTION TO EXCLUDE THE PUBLIC (INCLUDING THE PRESS)
It was proposed by Councillor Elmer, seconded by Councillor Cathcart 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.

9. CONFIDENTIAL MINUTES OF THE MEETING OF 2 DECEMBER 2021
The confidential minutes of the meeting of 2 December 2021 were approved as a correct record.

Councillor Price declared a local non-pecuniary interest in the following matter and left the meeting.

10. MATTERS ARISING/UPDATES
Councillor Miller, who was absent due to covid isolation, had sent an email to the Committee of the
latest position upon a matter which may come before the Council formally in the near future. The
information was NOTED.

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