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EAST BERGHOLT PARISH COUNCIL

DRAFT MINUTES – THESE MINUTES HAVE NOT BEEN APPROVED AND ARE
SUBJECT TO AMENDMENT AT THE NEXT COUNCIL MEETING

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 12 January 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 M Hockley
Councillor M Hurley
Councillor S Mills
Councillor J Price
Councillor S Rothwell
Councillor G Woodcock

In Attendance
G White, Parish Clerk
County Councillor G Hall
District Councillor J Hinton
Four members of the public

Open Public Session

Professor Peter Vergo referred to the correspondence from Tony Brigden comprising Item 7 in the
correspondence list. Mr Brigden had written requiring adherence to the requirements of the Local
Government Finance Act 1992 which required the Council to have regard to reserves in making its
budget and that reserves held should not exceed the precept save for those for specified purposes.
Professor Vergo asked the Chairman if she was willing to confirm that legal requirements will be
taken into account and that reasons for retention of reserves will be fully minuted. The Chairman
gave that confirmation.

District Councillor Hinton referred to reports of nefarious gangs in and around the car park and
noted that the Police were unlikely to attend. Babergh DC has a CCTV budget including a mobile
camera and he wondered if the Parish Council could use it in the car park. The Chairman thought
the use of the mobile camera was a good idea but noted that the Council had twice sought consent
from the landlord to the installation of CCTV and on both occasions the permission had been
denied. Nevertheless the Parish Council will explore the possibility further.

1. Apologies for absence

Apologies received from Councillors Cathcart, Elmer and Davies were NOTED.

2. Declaration of Interests/Dispensations

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None.

3. Minutes

Councillor Rothwell observed that in Minute 9, Reports from Council representatives on
outside bodies, a report upon East Bergholt Community Land Trust was attributed to him
when he had already left the meeting.

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and RESOLVED
(eight voted for, none voted against) that subject to the deletion of the words ‘Councillor
Rothwell reported that’ in Minute 9, East Bergholt Community Land Trust, the minutes of the
meeting of 8 December 2022 be approved as a correct record.

4. Matters Arising/Updates

Minute 5 County and District Councillors’ Reports – Councillor Roberts enquired as to
progress with enforcement in respect of the felled oak trees at the Heath Road site. District
Councillor Hinton said he would refer to this later in the meeting under Item 5.

Minute 6 Correspondence Items 3,4 and 5 – Councillor Rothwell noted that the payment of
grant aid to Ipswich CAB was not in the schedule of payments and enquired as to its status.
The Clerk confirmed that payment had not yet been made as he had been unable to contact
the appropriate person at Ipswich CAB but this was ongoing and would be resolved shortly.

Minute 11 Urgent Communications, Complaint of breach of code of conduct – Councillor
Roberts asked whether the Chairman had been advised of the outcome of the Monitoring
Officer’s investigation. The Chairman said she had heard nothing further from Babergh.

5. County and District Councillors’ Reports

County Councillor Hall presented her report which had been circulated and expanded upon
it.

Suffolk County Council was one of nine county councils invited to enter into a devolution
agreement with the Government whereby new powers would be transferred to the Council
together with an investment fund of £480m over thirty years. However Suffolk do not want a
directly elected Leader/Mayor. The proposals will go out to public consultation later this year.

Suffolk County Council will be increasing Council Tax by 3.99% which for Band B taxpayers
will be an increase of £44 and for Band D taxpayers, £57. The Council will provide an
additional £47m in its budget for adult social care.

Councillor Price asked for County Councillor Hall’s comments on various matters; the
barriers on the footpath in the playing field – funding was being obtained whereupon the gap
will be made wider; FP1 – David Chinnery was finalising the works proposals; Flooding in
The Street – The Clerk had informed County Councillor Hall of this and she was keeping a
watching brief to see if it became a recurring problem.

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Councillor Hurley asked County Councillor Hall if the County Council had given any
consideration to the effects of raising council tax. County Councillor Hall said it had been a
difficult decision. The Council did not want to cut vital services and the eventual outcome of
an increase of 3.9% was a balance short of the maximum permitted increase of 5%.
Nevertheless, she understood that the increase would cause difficulties for some.

Councillor Roberts asked whether devolution was really going to happen and County
Councillor Hall was unable to answer until the public consultation had been carried out. That
will be an eight to ten week period though the dates have not yet been settled. She hoped
the benefits of wider powers and more money would make a local impact. The Chairman
asked if the benefits could be stated in the consultation document.

District Councillor Hinton sought County Councillor Hall’s assistance in obtaining
replacement road signs in three locations in East Bergholt where they were missing or
damaged.

The Chairman mentioned the proposed road closure for 25 days from 16 January to 10
February on Slough Road, the Brantham to East Bergholt road, adjacent to the new
residential development at Brantham. An alternative route was not altogether clear and in
particular it was a school bus route and it was unclear what would happen during this period
of closure. The Chairman was concerned that as this was a reserved matters application
Suffolk Highways would not give it thorough consideration even though the road was not a
rural backwater but a busy important link road. County Councillor Hall noted the position and
will make enquiries.

The Chairman thanked County Councillor Hall for her contribution.

District Councillor Hinton presented his report which had been circulated and expanded
upon it.

With regard to planning enforcement at the Heath Road site, District Councillor Hinton had
been informed that the matter remains under investigation and subject to ongoing
monitoring. Further that there had been no planning breach in respect of the felled trees at
the roadside. He was dissatisfied with this response and was taking it further. He also
thought that the latest reserved matters application was misleading as it showed two
accesses whereas the planning permission contained only one. The Chairman wondered if
the Parish Council could help with this by seeking a meeting with Babergh officers and with
District Councillor Hinton.

The Babergh DC budget was to be considered on 23 January, by the Overview and Scrutiny
Committee in the morning and by the Council in the evening. The draft budget does contain
a saving of £50,000 on accommodation charges as a result of handing back a floor of the
office building. Even so, the budget was likely to be increased by 3.99%. District Councillor
Hinton noted that the Police and Crime Commissioner was increasing his precept by
significantly more than that.

The Chairman thanked District Councillor Hinton for his contribution.

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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. 23/12/22 CAB Sudbury and District Thanks for grant aid
2. 30/12/22 St Elizabeth Hospice Thanks for grant aid
3. 02/01/22 Babergh DC Major developments and announcements
4. 07/01/23 Trevor Broyd Dog walking on playing field
5. 10/01/23 Dennis Platt Dog walking on playing field
6. 10/01/23 Judy Lindsay Dog walking on playing field
7. 10/01/23 Tony Brigden Budget and Precept 2023/24
8. 11/01/23 Lighthouse Women’s Aid Request for grant aid

Items 4-6 – Councillor Woodcock said his ‘red card’ was a deterrent rather than something
we would implement and his article had raised awareness of the issue as these items of
correspondence demonstrate. He had received a good reaction so far and there had already
been an improvement on the playing field. Feedback from the sports clubs would be given at
the next Sports Council meeting.

Item 7 – The correspondence from Mr Brigden was noted and will be borne in mind during
the budget consideration.

Items 8 – It was proposed by Councillor Hockley, seconded by Councillor Rothwell and
RESOLVED (unanimously) that pursuant to Section 137 of the Local Government Act 1972
an award of £500 be made to Lighthouse Women’s Aid.

County Councillor Hall left the meeting.

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/22/06326 Land east of the Constable Medical Centre, Heath Road, East
Bergholt – Application under S73 for the removal or variation of
conditions following approval of B/16/1092 dated 09/02/2018
T&CPA 1990 (as amended) Outline – (all matters reserved) mixed-
use development including up to75 dwellings, a pre-school and a
neighbourhood hub, comprising a swimming pool, office space
and a local shop, public open space and associated infrastructure
and landscaping as amended by drawings received on 11
November 2016 (omission of school land) – To vary Condition 7 –

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to link the completion of the S278 works to pre-occupation rather
than pre-commencement thus enabling commencement of works
on site.

Councillor Woodcock stated that the condition required the access to be
built out before anything else was built which was a fairly standard
condition. There will be a considerable amount of traffic during the
construction period requiring of an appropriate access yet no reason
had been provided by the applicant to vary the condition.

It was proposed by Councillor Woodcock, seconded by Councillor Allen
and RESOLVED (unanimously) that refusal be recommended on the
ground that the condition is appropriate and the applicant has given no
justification for its variation.

DC/22/06388 Holly Bank, Rectory Hill, East Bergholt, CO7 6TL – Notification of
works to trees in a conservation area – Reduce 2no Cedar by 30%

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

DC/22/05077 Land north west of Moores Lane, East Bergholt – Application under
S73 for removal or variation of a condition following grant of
planning permission B/15/00673 (as amended by DC/22/03853)
dated 23/11/2017. T&CPA 1990 – To vary Condition 2 (Approved
plans and documents), 17 (Submission of renewables details), 19
(Landscaping scheme), 21 (Landscape management plan), 22
(Ecological enhancement measures, 23 (Provision of open space),
– to allow for revised house type designs and minor amendments
to the site layout.

Re-consultation due to further documents received 16 & 23
December 2022.

It was proposed by Councillor Woodcock, seconded by Councillor
Hockley and RESOLVED (eight voted for, none voted against), that
approval be recommended though the applicant be asked to consider
putting hedgerows on the northern and eastern boundaries of the site to
soften the appearance of the houses and to mask sound from the A12.

Application DC/22/03043 – The Red Lion, The Street, East Bergholt CO7 6TB

The Chairman advised the Council that this application was scheduled to be considered by
Babergh DC’s Planning Committee on 25 January. It was proposed by Councillor Miller,
seconded by Councillor Rothwell and RESOLVED (unanimously) that Councillor Roberts
represent the Council at the planning committee meeting which considers this item.

District Councillor Hinton advised that in all probability the application will not be considered
at the meeting on 25 January but be deferred to a later date.

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7.2 Planning correspondence

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

7.3 DC/22/01688 Condition 5 – The Red Lion, The Street, East Bergholt CO7 6TB

Consideration was given to Mr Peachey’s letter of 4 January 2023 seeking to establish
whether the Council as lessee of the car park was agreeable to the parking management
scheme set out in the letter. It was noted that an application for a non-material amendment
had been made on 5 January 2023, prior to the Council’s response to the letter of 4 January.

It was proposed by Councillor Miller, seconded by Councillor Allen and RESOLVED (seven
voted for, none voted against) that (i) the matter be referred to the Roads, Footpaths and
Flatford Committee, enhanced by the Planning Working Group members meeting on 19
January 2023 to consider the impact of the proposal and if necessary, following a meeting
with Mr Peachey, to bring a recommendation to the Council meeting on 9 February 2023. (ii)
Members of the Planning Working Group be invited to the meeting of the Roads, Footpaths
and Flatford Committee to contribute to the discussion.

8. Cost of Living

8.1 Parish Council Update – The Chairman referred to various documents which had been
placed on the Council’s website with links to sources of assistance. Liaison had taken place
to advise any voluntary group seeking grant aid of the legal requirements for a body to which
grant aid may be afforded.

8.2 Proposal on Section 137 budget – Councillor Rothwell presented his paper which had
been circulated in which he proposed an increase in the current year’s grants budget to the
maximum permissible under Section 137 of the Local Government Act 1972, the cost of
which (£12,673.99) be met from underspent budget heads in the 2022/23 budget or from
reserves. It was proposed by Councillor Rothwell, seconded by Councillor Hockley and
RESOLVED (unanimously) that (a) the amount available within the Parish Council’s fund for
Section 137 expenditure be increased to the maximum allowed for the financial year
2022/23; (b) balances are transferred from existing funds to enable this process with
virements from reserves, project funds or both.

8.3 East Bergholt Community Support update – Councillor Hurley presented his report which
had been circulated and expanded upon it. From 25 January, The Lion will be open on
Wednesdays from 3pm-4.30pm providing a warm space and soup. Along with Peter Dent,
Councillor Hurley had secured the attendance of CAB every two weeks. Volunteers will
support The Lion staff. A leaflet drop advertising the facility from the Community Support
Group will be arranged shortly. An informal lift share/taxi service will be arranged for those
unable to get to the venue themselves.

Resource banks were being created at The Lion, the Primary School and East End Butchers
where donations for the Pantry in the Porch or for delivery to individuals will be collected on
a regular basis. Councillor Mills suggested that Constable Hall would be a useful addition for
that area of the village and that it might be worthwhile to reach out to the National Trust,
RSPB and the East Bergholt Community Council.

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The WI would discuss the support initiatives at its next meeting and potentially elect a
representative to get involved. Weekend warm spaces were under consideration and various
meetings were scheduled with the church.

The next meeting of the support group is scheduled for 7 February. Councillor Hurley said
that there is a lot in the pipeline and a lot of enthusiasm for the project. An article will be in
the next edition of the Parish Magazine. There are currently about sixteen volunteers in the
support group and a budget is being developed for the forthcoming period. A formal body will
be created in due course.

Councillor Hurley was thanked for and congratulated upon his work to date.

9. Strategy, Policy and Finance Committee

9.1 Schedule of Payments and Income – It was proposed by Councillor Rothwell, seconded
by Councillor Hockley and RESOLVED (eight voted for, none voted against) that the
schedule of payments and income and the bank transfer be noted and the payments
due for December 2022 amounting to £15,319.28 be approved.

9.2 Bank Reconciliation Statement – The bank reconciliation statement for December
2022 was NOTED.

9.3 Budget Monitor 2022/23 Q3 – The Clerk presented his report for the third quarter of the
financial year, which was NOTED.

9.4 Budget and Precept 2023/24

The Chairman presented the report and made reference to the budgets and precepts
over the past five years. She also referred to the accumulation of reserves over several
years which had been earmarked for the acquisition and development for community
purposes of the Congregational Church. Until the recent inappropriate freedom of
information disclosure by Babergh DC this has been confidential pending the
acquisition, but was now in the public domain.

The Council considered the reserves. At the end of the previous financial year
reserves stood at £254,000 and it was likely that this would increase to around
£300,000 by the end of the current financial year. It was generally considered that a
sum equivalent to the precept should be retained as a fund for unforeseen or
emergency requirements leaving a balance of about £150,000 which would help to
fund some of the Congregational Church project. It was also noted that the Parish
Council’s priorities for investment in projects were set out in the Parish Infrastructure
Investment Plan (PIIP) approved by the Parish Council last year and published on the
website.

The Budget

The Council considered the recommendations from the Strategy, Policy and Finance
Committee and took each committee budget in turn.

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Roads, Footpaths and Flatford (General) – It was proposed by Councillor Hockley,
seconded by Councillor Woodcock and RESOLVED (unanimously) that the budget of
£14,950.00 be approved for the financial year 2023/24.

Roads, Footpaths and Flatford (Car Park and Toilets) – It was proposed by Councillor
Hockley, seconded by Councillor Allen and RESOLVED (seven voted for, none voted
against) that the budget of £17,900.00 be approved for the financial year 2023/24.

Playing Fields – It was proposed by Councillor Woodcock, seconded by Councillor
Allen and RESOLVED (unanimously) that the budget of £24,950.00 for the Committee
and £513.50 for Constable Hall be approved for the financial year 2023/24.

Burial Grounds – It was proposed by Councillor Miller, seconded by Councillor Hockley
and RESOLVED (unanimously) that the budget of £10,345.00 be approved for the
financial year 2023/24.

East Bergholt Neighbourhood Plan Review – Councillor Roberts reported that the
Neighbourhood Plan Committee had met on 29 November (after the Strategy, Policy
and Finance Committee budgeting meeting). It recommended a budget of £30,000,
comprising additional village surveys and one pre-submission event, one further report
to support the evidence base and the appointment of a planning consultant to draft the
revised plan for consultation and submission.

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and
RESOLVED (eight voted for, none voted against) that the budget be increased by
£10,000.00 from that recommended and that the budget of £30,000 .00 be approved
for the financial year 2023/24.

Parish Council Projects – It was proposed by Councillor Miller, seconded by Councillor
Hockley and RESOLVED (eight voted for, one voted against) that no budget provision
be made for Parish Council Projects in 2023/24.

Strategy, Policy and Finance (Grants) – Following the discussion on the cost of living
(Minute 8 above refers), the Council wished to ensure that ongoing provision by way of
grant aid under Section 137 would be available in 2023/24. It was proposed by
Councillor Rothwell, seconded by Councillor Hurley and RESOLVED (unanimously)
that the budget be increased by £11,000.00 from that recommended and that the
budget of £19,000 be approved for the financial year 2023/24.

Strategy, Policy and Finance (General) – The Chairman noted that the SPF Committee
recommendation was made before the Council decided to take on larger office
accommodation and provision should be made for the increased costs. It was
proposed by Councillor Miller, seconded by Councillor Allen and RESOLVED
(unanimously) that the budget be increased from that recommended by £4,500.00 to
cover the cost of the larger office.

Councillor Mills reported on progress with replacing the Council’s website. He
considered that financial provision was necessary to complete the project. It was
proposed by Councillor Mills, seconded by Councillor Allen and RESOLVED (eight

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voted for, one voted against) that the budget be increased from that recommended by
£2,145.00.

It was proposed by Councillor Miller, seconded by Councillor Allen and RESOLVED
(eight vote for, one voted against) that the budget be increased by £6,645.00 from that
recommended and that the budget of £58,260.00 be approved for the financial year
2023/24.

All Committees – It was proposed by Councillor Miller, seconded by Councillor Roberts
and RESOLVED (unanimously) that the Council’s budget for the financial year
2023/24 be £175,918.50.

The Precept

The Chairman informed the Council that Babergh DC as billing authority had proposed
to reduce to nil council tax payable by those on universal credit or residual benefit
which would be of substantial assistance to those in greatest need.

In the interest of reducing the tax burden on residents,the Strategy, Policy and Finance
Committee had recommended a precept of £148,000, a reduction of 8.04% on the
precept for 2022/23. That had been based on a budget of a similar amount which as a
result of the preceding discussion had risen to £175,918.50. The Council could
calculate a precept to cover its expenditure for the financial year or make use of
reserves to fund some or all of the budget.

It was proposed by Councillor Hockley, seconded by Councillor Allen and RESOLVED
(seven voted for, two voted against) that the Council’s precept for the financial
year 2023/24 be £148,000.00. This is a reduction of 8.04% on the precept of 2022/23
and for a Band D taxpayer a reduction in council tax payable of £11.31 from £140.63 to
£129.32. This resolution acknowledged that the additional proportion of the budget
approved will be taken from reserves.

Employees’ remuneration – It was proposed by Councillor Miller, seconded by
Councillor Hurley and RESOLVED (unanimously) that for the financial year 2023/24
the Council’s employees be awarded the national pay award and any incremental
advance which may be appropriate to their grading.

10. Other Committee matters

10.1 Roads, Footpaths and Flatford Committee – Councillor Hockley reported that a date
for the car park risk assessment review had been arranged; there had been requests for a
number of dog bins; the Ombudsman’s decision on the complaint regarding Fen Bridge
was awaited; regrettably, the glass in the bus shelter on the B1070 which had been
vandalised would not be replaced; the East End notice board was ordered and will be
delivered in the next couple of months. Councillor Price provided updates on pavement
matters.

10.2 Burial Grounds Committee – Nothing to report.

10.3 Playing Fields Committee – Councillor Woodcock reported that a meeting was
scheduled for 19 January; a replacement for the twister in the playground was imminent;

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electrical work had started in the Pavilion along with various measures to reduce energy
costs; fencing works at East End and at Gandish Road were scheduled for early February.

10.4 Neighbourhood Plan Committee – Nothing to report.

10.5 Website Working Group – Councillor Mills reported that he had sought out developers
who had done similar projects and four proposals had been submitted. However, the need
for the Council’s specification to be produced had been identified against which any
proposal should be compared. The Chairman added that the Assistant Clerk would support
the members and carry out the necessary administrative work so that the project could be
completed urgently. The Assistant Clerk will call a meeting of the working group to take the
matter forward.

11. Congregational Church

The Chairman reported that the Congregational Church was working on proposals to put to
the Parish Council, which were expected shortly.

12. Urgent Communications

Pursuant to Section 100B(4)(b) of the Local Government Act 1972, the Chairman allowed
information regarding an open forum for residents as a matter of urgency on the ground that
time was of the essence and the matter could not await the next meeting.

Councillor Price raised the possibility of holding one or more open forums for residents
shortly after Parish Council meetings to establish whether regular communication of this
nature would be appreciated. The Chairman pointed out that any events would have to take
place before 16 March 2023 when the pre-election restrictions come into force.
Nevertheless, open forums in February and early March were possible. It was proposed by
Councillor Price, seconded by Councillor Hurley and RESOLVED (eight voted for, none
voted against) that the Council arranges open forums for residents in February and March
which it publicises appropriately.

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

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

14. Confidential Minutes
It was proposed by Councillor Allen, seconded by Councillor Price and RESOLVED (eight
voted for, none voted against) that the confidential minutes of the meeting of 8 December
2022 be approved as a correct record.

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15. Matters arising/updates

With regard to the Section 146 Notice, the Clerk reported that a response from the solicitors
was awaited.

The Council discussed an issue concerning a planning matter and it was AGREED that the
Chairman would write to Babergh District Council.

The meeting closed at 11.02 pm.

Date of the next Parish Council Meeting – Thursday 9 February 2023 at 7.30 pm at The Lambe
School.

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