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EAST BERGHOLT PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEE TING
Thursday 8 January 2026 at The Lambe School, Gaston Street, East Bergholt

Present – Parish Councillors
Councillor J Miller (Chair of the Council)
Councillor N Roberts (Vice-Chair of the Council)
Councillor R Allen
Councillor M Burns
Councillor S Davies
Councillor R Elmer
Councillor M Hockley
Councillor M Hurley
Councillor L Matthews
Councillor J Price
Councillor R Smith
Councillor G Woodcock

In Attendance
G White, Parish Clerk
N. Reed, Media Consultant
Three guests from East Bergholt High School
Three members of the public

OPEN PUBLIC SESSION

The Chair welcomed to the meeting members of the public and Dan Woodcock
(Headteacher), Chris Burns (Chair of Governors) and Stephen McMeeken (Developer) from
East Bergholt High School.

No members of the public wished to speak.

Mr Woodcock circulated details of the proposals to re-build the High School and gave a
presentation. There will be a full public presentation and consultation on 26 January. It is
hoped to submit a planning application in February and if approved to commence work in the
summer in a phased redevelopment over a three-year period.

The school had been built in 1957 for 300 pupils since which time there had been
incremental advances to the facilities as the population had risen to its current 902 pupils.
After nearly 70 years the buildings have reached the end of their useful life and with the
RAAC concrete alert in 2023, a teaching block was lost and the remainder is not physically
fit for purpose. Temporary classrooms have been installed to address the shortfall.

With antiquated utilities a large maintenance budget is required just to keep the school
operational and this does not provide value for money.

The physical re-build will provide an L-shaped teaching block of two floors and a new sports
centre. The current buildings will be demolished. The new buildings will be the same

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floorspace but set further back than the existing buildings with improved safeguarding
arrangements and CCTV. The new sports block will be moved further forward and east of the
site making it easier to separate sports customers and students. The teaching block will be
provided on a net zero basis with a ground source heat pump and solar panels. There will be
increased open space on the site with improved and safer entry and exit and a new
managed drop off/pick up point.

Mr Woodcock acknowledged that there was no absolute parking solution but a better than
current arrangement could be managed. There was no planned increase in pupil numbers
and consequently staff would remain much the same at around one hundred.

Following an enquiry from Councillor Davies, Mr Woodcock confirmed that any future
expansion beyond the current plans would probably have to be funded by CIL money.

Councillor Price noted that there would be no swimming pool. Mr Woodcock said that whilst
he would welcome a facility somewhere in the area, management of a pool onsite would be
both time-consuming and difficult.

Mr McMeeken explained how the new building would be physically erected with a steel
frame and an infill panel system for the classrooms.

Mr Woodcock hoped he could count on the Parish Council’s support when the planning
application is submitted.

Councillor Burns considered that Mr Woodcock and his staff merited thanks and
congratulations for carrying on so well in the present circumstances.

The Chair thanked Mr Woodcock and his colleagues for explaining the proposals to the
Parish Council, which had been very helpful.

125.25.26 APOLOGIES FOR ABSENCE

Apologies for absence received from County Councillor Hall were NOTED.

126.25.26 DECLARATIONS OF INTEREST S OR DISPENSATIONS

None.

127.25.26 MINUTES OF THE COUNCIL MEETING OF 11 DECEMBER 2025

The Clerk drew attention to a number of typographical errors which had been identified as
follows:
Open Public Session – Para 2 line 1 full stop after ‘Highways’
115.25.26 – Para 1 line 1 add ’s’ on ‘meeting’
119.25.26 – Para2 line 3 delete £300,00 and £500,00 and insert ‘£300,000 and £500,000
121.25.26 – Para 1 line 3 delete ‘soft ware’ insert ‘software’.
123.25.26 – Para 5 line 1 embolden ‘RESOLVED’

It was proposed by Councillor Roberts, seconded by Councillor Smith and RESOLVED (nine
voted for, none voted against) that subject to the above amendments the minutes of the
Council Meeting of 11 December 2025 be approved as a correct record.

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128.25.26 MATTERS ARISING/UPDATES

Minute 122.25.26 – Council Priorities – Councillor Matthews said she had not received the
evaluation form referred to in the minute and other members concurred. The Chair and the
Clerk apologised to the Council for both believing that the other was writing to members.
This will be rectified in the course of next week.

Councillor Hurley referred to the request that the Clerk enquire of the High School the
possibility of nominating governors and to submit the enquiry promptly.

Minute 116.25.26 District Councillor’s report – Councillor Davies referred to her previous
report upon a property in Foxhall Close. She had now established that the property belongs
to Babergh DC and that it had reverted to them when the lease had come to an end.
Babergh DC were now deciding how to use it.

Minute 119.3 Half Year Internal Audit – In reply to Councillor Roberts, the Clerk said he had
now received the pre-renewal questionnaire through which he would seek the additional
insurance premium required if the Fidelity cover was increased.

Minute 123.25.26 Council Policies – In reply to Councillor Roberts the Clerk said that a pro-
forma grant application form had been drafted and was under consideration by the Chair.

129.25.26 CHAIR’S REPORT

The Chair’s written report was NOTED.

Councillor Matthews enquired about the current situation at The Grange. The Chair said her
report set out the position broadly though it was necessary to ensure that personal and
confidential information was not disclosed. The Owners had been slow to respond to
requests for information which had upset some of the residents who felt excluded. Councillor
Davies explained the relationships between the various parties and the residents and how
she was seeking to move the matter along to resolution.

Councillor Price referred to the Chair’s discussion with the Chair of Brantham PC regarding
the possibility of a shared PCSO. The Chair said that until it was considered later in the
meeting there was no resolution to include funding in the budget. Brantham PC were
meeting imminently and she thought them likely to go ahead with the proposal even though
they have more limited financial resources than East Bergholt.

Councillor Roberts said that this matter at not been discussed at a Parish Council meeting
though money had been put into the budget by the SPF Committee. Councillor Roberts
questioned the purpose of a PCSO which evidence suggests will not reduce the amount of
crime but does make residents feel safer. We are located in the third lowest crime area in the
country so do we need to spend money on this? The Chair said “that the matter had been
discussed at a previous council meeting where councillors had indicated that they wanted to
know more about the proposal and that these were questions which should be considered
before the Council decided to spend money”. The terms of reference and the specific cost
were matters which we needed to know before a final decision could be made to proceed,

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but if we are, there needs to be financial provision available. Councillor Roberts requested
the Clerk to confirm by reference to previous minutes that no in principle decision to appoint
a PCSO had been approved by the Council, but accepted the idea to budget for this item
later in the meeting so funds would be available if needed following a decision to proceed at
a later date.

Councillor Woodcock referred to the Chair’s mention of a letter from Persimmon Homes
regarding land in Brantham bordering East Bergholt. He had not seen such a letter. The
Chair said that the developer had written to Brantham PC with a copy to East Bergholt PC
saying that the developer wanted to build 200 homes on a field south of Slough Road in
Brantham and bordering East Bergholt. She added that we will have to wait and see if the
land is submitted by Persimmon in response to Babergh’s call for sites.

Councillor Smith referred to the Conservation Area extension and asked if there was a buffer
zone in the proposal. The Chair said there was which will be shown in a diagram which
should be available within the next two weeks.

130.25.26 COUNTY AND DISTRICT COUNCILLORS’ REPORTS

The report from County Councillor Hall had been circulated. If councillors had any questions
upon it, they should contact County Councillor Hall by email. Councillor Hurley said that he
understood that at a meeting next Monday SCC may resolve to defer elections.

District Councillor Davies presented her report which had been circulated and expanded
upon it. The Babergh DC Cabinet had decided to increase car park charges but to remove
charging on Sundays. She explained that the majority of cost to the district council
comprises the business rates which are very high. Councillor Hockley said he thought it
would help the people of Hadleigh if they were told that as the general view is that Babergh
are simply making money at their expense.

Councillor Roberts asked if there was any update on when the Phase 2 Heath Road
application will be determined. District Councillor Davies had no information but will ask the
planning officer.

Councillor Roberts referred to the National Planning Policy Framework consultation which
had not been before the Parish Council and he wondered if Babergh had considered it.
District Councillor Davies believed it would be considered in February. The Clerk commented
that it was a major document but at two volumes both of over 150 pages, it was too large to
expect parish councillors to read it and an executive summary would be helpful. Councillor
Davies undertook to ask if a Babergh briefing was available.

The Chair thanked District Councillor Davies for her contribution.

131.25.26 CORRESPONDENCE

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

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Date Sender Subject
1. 12/12/25 Babergh DC Call for sites consultation deadline
2. 05/01/26 Suffolk Preservation
Society
Office changes and forthcoming
programme
3. 06/01/26 Babergh and Mid Suffolk
DCs
Local Government Reorganisation

132.25.26 PLANNING

132.1 Planning Consultations received

DC/25/05098 The Old Rectory, Rectory Hill, East Bergholt, CO7 6TH –
Application for Listed Building Consent – Installation of
an Electric Vehicle Charger at the rear of the property.

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

DC/25/05616 The Smallholding, Wenham Lane, East Bergholt CO7 6PJ
– Householder Planning Application – Construction of
single storey front, rear and side extensions including
external alterations and landscaping.

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

132.2 Planning Correspondence

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

133.25.26 STRATEGY, POLICY AND FINANCE COMMITTEE

133.1 Schedule of Payments and Income – It was proposed by Councillor Hockley, seconded
by Councillor Roberts and RESOLVED (unanimously), that the schedule of payments and
income be noted and the payments due in December 2025 amounting to £20,446.44 be
approved.

With regard to Burial Grounds equipment servicing, on the next occasion when servicing is
due, the Clerk to explore other options to Sproughton Garden Machinery and to agree
matters with the Chair of the Burial Grounds Committee.

133.2 Bank Reconciliation Statement – The bank reconciliation statement for December
2025 was NOTED.

133.3 Budget Monitor Q3 – The Clerk presented his report and the accompanying
spreadsheets for the Budget Monitor up to the end of the third quarter of 2025/26 financial
year. The report was NOTED.

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133.4 Budget and Precept 2026/27 – The Clerk presented his report and the accompanying
spreadsheets for the budget and precept for 2026/27. Each committee budget had been
formulated by the relevant committee and submitted to the Strategy, Policy and Finance
Committee which recommended to Council a total budget of £275,128.50, an increase of
£52,745 on the budget for 2025/26. This is funded by the precept, income and reserves.

The precept for 2026/27 has risen from £160,000 to £180,000, an increase in the council tax
requirement of 4.47% and for Band D council tax payers the sum required is £130.80, an
increase of £5.59.

Councillor Roberts confirmed that he had no problems in approving the budget though such
approval does not imply agreement in principle of any of the project items within the budget.
If there is agreement in principle to fund a PCSO at a later date then there will be financial
resources available.

It was proposed by Councillor Roberts, seconded by Councillor Matthews and RESOLVED
(unanimously) that:

(i) The Budget for 2026/27 in the sum of £275,128.50 be approved;

(ii) The Precept for 2026/27 in the sum of £180,000.00 be approved;

(iii) Reserves in the sum of up to £95,128.50 be earmarked to support the budget
once the precept has been exhausted;

(iv) For 2026/27 the Council’s employees be awarded the national pay award and
any incremental advance which may be appropriate to their grading.

134.25.26 REPORTS FROM COUNCIL REPRESENTATIVES ON OUTSIDE BODIES

The written reports from Council representatives on outside bodies, which had been
circulated, were NOTED.

135.25.26 COMMUNICATIONS REVIEW

Councillor Burns presented the paragraphs of her report which were not considered at the
meeting in November 2025 and which cover recommendations 12-16.

Following discussion, it was proposed by Councillor Burns, seconded by Councillor Smith
and RESOLVED (unanimously) that:

12. The Assistant Clerk to speak to the Web manager to get Google Business working again
13. Councillors who post on social media as councillors should make it clear that they are
councillors when they are representing the Parish Council. We cannot assume everyone will
know.

It was proposed by Councillor Burns, seconded by Councillor Woodcock and RESOLVED
(eleven vote for, none vote against) that:

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14. Keep our social media content under review so it is as engaging as possible – for
example, think more about use of reels (video content).

It was proposed by Councillor Burns, seconded by Councillor Woodcock and RESOLVED
(unanimously) that:

15. Councillors/staff to speak to their existing network/groups about preferred
communication channels and feedback information gained.

16. The Assistant Clerk to ask Andy Pope about providing monthly basic website visits data.

136.25.26 MOVE TO A GOV.UK DOMAIN

Councillor Smith said he had submitted a late paper on this subject but no-one had yet seen
it. The Clerk will circulate it next week.

On the issue of which platform to use, the cost of Google was £5.90 per user per month with
some additional functionality including Google Meet. Microsoft cost £3.10 per user per month
but without access to Microsoft Teams. Otherwise, both platforms were effectively
interchangeable with training available.

It was proposed by Councillor Smith, seconded by Councillor Hockley and RESOLVED (ten
voted for, none voted against) that the Council move to a gov.uk domain with 16 email
addresses supported by Microsoft at a cost of £558 per annum for licensing and with one-off
set-up and support costs of £1600 + VAT.

137.25.26 REVIEW OF COUNCIL POLICIES

The Clerk presented his report covering the review of the Members’ Code of Conduct and
Financial Regulations. The Media and Social Media Policy was withdrawn.

It was proposed by Councillor Roberts, seconded by Councillor Matthews and RESOLVED
(unanimously) that the Council approves and adopts the current model code of conduct for
use over the next year or until such time as it is superseded and requires a material update
occasioned by legislation.

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and RESOLVED
(unanimously) that the amended Financial Regulations, attached to the report be approved
and adopted.

138.25.26 DEVELOPMENT IN SOUTH WEST BABERGH

The Chair reported that the Council had been invited to attend a meeting of local parish
councils situated along the A145/A12 and within the Ipswich area with a view to developing a
joint statement in respect of housing allocations. Babergh DC were looking at housing
allocations and there was concern that the outcome might just be a doubling up of what had
been done previously. In addition, with local government reorganisation looming there was
also concern as to how Ipswich’s unmet housing need might be addressed by a new unitary
authority. A group of like-minded parish councils might prove more effective than if acting
individually.

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It was proposed by Councillor Miller, seconded by Councillor Roberts and RESOLVED
(unanimously) that the Council join the group of parish councils and attend the meeting, with
representatives taken from the Neighbourhood Plan team.

139.25.26 URGENT COMMUNICATIONS

1. Gritting of village roads – The Chair reported that it had been reported that SCC
might grit non-priority roads if they are paid to do so. The Clerk said he had been
alerted to this and SCC had been approached. The Council was told to put the
request in writing which was in hand.

Any reply received will be submitted to the Roads, Footpath and Flatford Committee
meeting later in the month.

2. Community support – Councillor Hockley reported that he had been told that a man
had died in a flat on the Elm Estate and no-one noticed for a week. The facts of the
case were not known but nevertheless the Council was concerned that a village
resident went unobserved for so long without enquiry. It seems this was over the
Christmas break when many people are away which may explain the reason.
Following discussion, Councillors Hurley, Matthews and Hockley were asked to
assess and report back.

3. East End Liaison Group – Councillor Davies reported that a planning condition
required the establishment of a liaison group with Circles which had not so far been
established. The Clerk was asked to approach Circles with a view to a meeting being
arranged at which Councillors Woodcock and Davies and appropriate residents could
meet Circles to discuss matters of mutual interest.

140.25.26 KEY POINTS FROM THE MEETING

It was agreed at November Council that at the end of the monthly meeting, the Council
should identify the key points which had arisen at the meeting for publicity purposes.

The main points from this meeting were identified as the Budget and Precept, Circles, Local
Government Reorganisation and the Communications Review.

The meeting closed at 10.12pm

Chair……………………………………………… Date…………………………………

Date of next meeting Thursday 12 February 2025