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EAST BERGHOLT PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
Thursday 11 December 2025 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 S Davies
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
3 members of the public

OPEN PUBLIC SESSION

Adrian James referred to the accident earlier in the week at the Gandish
Road/B1070/Straight Road junction and the need for action to be taken to improve safety.
Councillor Matthews said this junction had been mentioned at the Police Forum in the
previous week at which the comments were noted.

The Chair commented that it was not a Police matter but one for SCC Highways. She went
on to say that she will be asking people to write to County Councillor Hall with a copy to the
Chair and the Clerk so that a comprehensive file of evidence can be compiled. Evidently the
Police do not collect accident data only personal injury accident data so for SCC Highways
to say they are relying on Police information is an inaccurate record of the complete picture.
Indeed, none of the responsible bodies are keeping comprehensive records, just limited
records for their own particular purposes.

County Councillor Hall there were various causes for accidents at this junction, not least
speeding, driver error, looking at the phone etc.

The Chair stressed the need to collect data so that we can approach the Highway Authority
with evidence of the need for action which is more accurate than their records.

The Chair referred to the difficulty in having dialogue with SCC traffic/highways engineers. It
appeared that the outward facing part of the highways department was public relations led
and consequently the report from the Council’s consultants had not received engineering
input since being sent in July. When enquiries as to progress had been made various

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excuses were offered for the lack of action such as ‘it requires Parish Council approval
before they can look at it’; ‘the highways need street light before they can do anything’;
Councillor Roberts explained his frustrations over the failure of SCC Highways to engage in
any constructive dialogue over many months and considered this to be unprofessional and
unacceptable.

112.25.26 APOLOGIES FOR ABSENCE

Apologies for absence received from Councillors Burns and Elmer were NOTED.

113.25.26 DECLARATIONS OF INTEREST S OR DISPENSATIONS

None.

114.25.26 MINUTES OF THE COUNCIL MEETING OF 13 NOVEMBER 2025

In accordance with the recently developed protocol for Council meetings, Councillor Roberts
had submitted suggested amendments to the minutes as follows:

Open Public Session Adrian James 2
nd
para 2nd sentence to read ‘Councillor Davies said
the top soil mound had been raised again with officers but any enforcement decision would
follow determination of the current planning decision.’

Correspondence – Para referring to Item 10 is incorrectly labelled. It relates to item 5 as in
the table of correspondence. Also, the words need to make explicit that this paragraph
refers only to the 5 Year Housing Land Supply Consultation Draft 2025. It is not relevant to
the Call for Sites which is a different document all together.

105 Outside Bodies Lettice Dykes. Suggest insert “musical” before instrument.

It was proposed by Councillor Miller, seconded by Councillor Woodcock and RESOLVED
(six voted for, none voted against) that subject to the above amendments the minutes of the
council meeting of 13 November 2025 be approved as a correct record.

115.25.26 MATTERS ARISING/UPDATES

Pursuant to the Council meeting protocol, the Chair drew attention to her first monthly report
which had been circulated and was NOTED. At future meetings this will be given its own
agenda item.

Councillor Woodcock referred to the Chair’s comments concerning Persimmon Homes plans
to develop a field south of Slough Road in Brantham, which he did not welcome. The Chair
said that if this ever becomes a formal application, the Council will have the opportunity to
comment.

Councillor Smith reported that he had attended the Babergh DC virtual meeting concerning
the Nation Grid pylon proposals. Only three people were on the call and he was the only
member of the public. He highlighted that in spite of the Grid’s notices there were no public
exhibitions at Capel or Manningtree libraries to enable public scrutiny of the pylon plans and
the hosts appeared totally unaware of this. Otherwise, there was no new information. These
meetings will now take place monthly. Councillor Smith said he had submitted his concerns

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about the road layout and the Four Sisters junction on the portal available for
representations. The Chair thanked Councillor Smith for attending the meeting and updating
the Council.

Councillor Roberts enquired about the current position regarding the Council vacancy and
the Chair said that it will be advertised again after Christmas.

116.25.26 COUNTY AND DISTRICT COUNCILLORS’ REPORTS

County Councillor Hall presented her written report which had been circulated and expanded
upon it with particular reference to the SCC one unitary campaign. She also mentioned a
survey being undertaken regarding active travel in Ipswich and a grant scheme for
individuals to run art related workshops for young people.

County Councillor Hall had heard from a concerned resident who wanted the Gaston
Street/Hadleigh Road junction to be narrowed to accommodate a wider and safer pavement
for pedestrians. Councillor Roberts said how this had been identified previously and listed
second in the highway priorities after the B1070. Although this is not the top priority the
Council does maintain an interest which County Councillor Hall was asked to register with
Suffolk Highways.

The Chair said that the care home in Foxhall Close had closed and was empty. It was owned
by SCC and the Chair asked if SCC could give it to the village for the provision of affordable
homes. District Councillor Davies said that whilst she could not give any details, Babergh DC
Cabinet was also giving this property consideration. The Chair thought they should come
and talk to the Parish Council about it.

Councillor Matthews said that she did not understand the Wanderlust by Bus map and
County Councillor Hall explained.

Councillor Matthews also sought the latest information upon SEND now that Government
money had been made available. County Councillor Hall did not know the full details though
was aware that overall progress was being made. She will find out more specifically what is
being done and will revert.

The Chair thanked County Councillor Hall for her contribution.

District Councillor Davies presented her report which had been circulated and expanded
upon it. Babergh DC has been grappling with its budget for 2026/27 which has necessitated
lots of cuts. Over the last 10 years Babergh has lost 24% in real terms of its Government
funding and will just about keep its head above water up to the point of its abolition.

District Councillor Davies accompanied by Councillors Miller and Roberts will be meeting
residents from The Grange off-site on 18 December.

Councillor Smith thought pressure should be brought to bear on Babergh DC to ensure
replacement trees for those which have failed at Constable Gardens. District Councillor
Davies agreed that new planting was necessary where trees had been left to die. She
understood the new planting would be ‘groundcover’ which was thought to be bushes not
trees.

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The Chair thanked District Councillor Davies for her contribution.

117.25.26 CORRESPONDENCE

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

Date Sender Subject
1. Undated Babergh East Police and
Parish Forum
Minutes of meeting of 24 September
2025
2. 18/11/25 Lighthouse Women’s Aid Lighthouse changes
3. 19/11/25 Suffolk County Council One Suffolk
4. 01/12/25 EBUFC Letter of thanks for playing field
improvements
5. 28/11/25 Headway Suffolk Thanks for grant aid
6. 03/12/25 St Elizabeth Hospice Request for grant aid
7. 09/12/25 Communities Together East
Anglia
Request for grant aid
8. 09/12/25 Babergh DC Solar panels – Successful CIL bid offer
letter

Item 6 – It was proposed by Councillor Miller, seconded by Councillor Hurley and
RESOLVED (nine voted for, none voted against), that pursuant to Section 1 of the Localism
Act 2011 a grant of £250 be awarded to St Elizabeth Hospice.

Item 7 – The application had scant information about what the organisation actually did nor
what it did for the benefit of East Bergholt residents. The Council considered it was unable to
determine the request for grant aid without more information and the Clerk was requested to
seek the information and report back.

Item 8 – It was proposed by Councillor Miller, seconded by Councillor Hockley and
RESOLVED (unanimously) that an award of £3930.50 (25% of the project cost) be made
from the Parish CIL fund to the Parish Council (Playing Field Solar Panel) project.

The Council thanked Councillor Woodcock for his work over more than a year in bringing
about this project to fruition.

118.25.26 PLANNING

118.1 Planning Consultations received

DC/25/05151 The Granary, Flatford, East Bergholt, CO7 6UL – Full Planning
Application – Change of use to mixed E/F Commercial,
Business and Service use and Learning and Community use to
promote Flatford’s cultural, historic and landscape significance
and enhance the visitor experience.

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

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118.2 Planning Correspondence

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

Councillor Price raised the matter of the topsoil heap at St James Place upon which Babergh
DC appeared to be doing nothing. Councillor Davies said that enforcement action was
awaiting the decision on the current planning application. If it was refused enforcement
action may be taken if the heap was not removed and put back on the land from which it
came. Councillor Price wanted Babergh to do something now though it was explained by the
Chair that this might be fruitless if the permission was granted so the matter would be
determined as a result of the planning application decision. She added that in her District
Councillor capacity Councillor Davies had been extremely energic in seeking a resolution but
that it was sensible to await the decision which may otherwise lead to unnecessary works.

119.25.26 STRATEGY, POLICY AND FINANCE COMMITTEE

119.1 Schedule of Payments and Income – It was proposed by Councillor Miller, seconded
by Councillor Roberts and RESOLVED (unanimously), that the schedule of payments and
income and the payments due in November 2025 amounting to £14,696.59 be approved.

119.2 Bank Reconciliation Statement – The bank reconciliation statement for November 2025
was NOTED.

119.3 Half Year Internal Audit – The Clerk presented his report and that of the Internal
Auditor. The latter was satisfactory in terms of the financial transactions and records but
there were additional recommendations from the Auditor.

Risk Assessment – Fidelity cover. This is calculated by adding end of year balances to half
the precept and as a result of CIL receipts in 2024/25 the Auditor had recommended an
increase from £300,000 to £500,000 which has been implemented. With additional CIL
receipts the calculation for 2026/27 indicated a level of cover of £1m as being appropriate.
The Council requested the Clerk to establish from the insurers what additional premium
would be required for the increase upon renewal of the policy in the new year and once that
was known the Council could consider whether or not to increase the cover.

Transparency – The Auditor noted that the Council did not have an IT Policy or a Data
Protection Policy in place which were necessary to comply with the Transparency Code for
smaller authorities. The Auditor recommended the NALC model IT policy. Councillor Smith
agreed to review prospective policies and to report back.

The Auditor had not found certain documents required to be published by the Transparency
Code for smaller authorities to be on the Council’s website. The Clerk said that all the
information was published but not all in a single place and may be difficult to find. The Clerks
were already working on a Transparency folder for the website to include all the relevant
information in one place, notwithstanding the fact that it would also remain in its existing
locations.

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It was proposed by Councillor Miller, seconded by Councillor Hockley and RESOLVED
(unanimously) that the actions stated in the three preceding paragraphs be approved.

120.25.26 OTHER COMMITTEE MATTERS

120.1 Burial Grounds Committee – Councillor Hurley reported that the committee had
agreed on the specification for the rabbit proof fencing which would be installed in the new
year.

120.2 Neighbourhood Plan Committee – The written report from Councillor Roberts was
noted. He had one update to make which was that the Conservation Area Review will be
delayed until Summer 2026 because of SCC elections. This means that the Neighbourhood
Plan will also be delayed potentially into the 2027/28 financial year.

120.3 Playing Fields Committee – The written report from Councillor Hockley was noted. He
referred to one update, that the Solar Panel project had now received CIL approval from
Babergh DC.

120.4 Roads, Footpaths and Flatford Committee – The written report from Councillor Price
was noted.

120.5 Young People Committee – The written report from Councillor Burns was noted.

120.6 Other Working Groups

In Our View – The Chair of the Council reported that the working group now included the
Council, the Church, the National Trust, East Bergholt Society and Constable Hall. She had
recently met the Chair of Dedham Parish Council and invited him to the next working group
meeting at which co-operation between the two councils could be explored.

121.25.26 MOVE TO A GOV.UK. DOMAIN

Councillor Smith presented his report and expanded upon it. He considered that a move to a
gov.uk domain was a necessary thing to do and gave additional protection to the council. He
favoured the Microsoft option to the Google Option because of his familiarity with the
software and its functionality. He recognised the cost issues and that Google might be
cheaper.

It was considered that the Council needed 16 licences for 13 members, 2 clerks and 1 info
addresses and that Andy Pope of PC Futures be consulted upon the platform options and
the project generally.

It was proposed by Councillor Miller, seconded by Councillor Matthews and RESOLVED
(unanimously) that in principle the Council moves towards a gov.uk domain and that
Councillor Smith gives further consideration to the product to employ and to report back.

122.25.26 COUNCIL PRIORITIES

The Chair presented her paper with the conclusions from the Council Workshop.

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The Council endorsed the meeting shortening measures and agreed to continue to use them
at forthcoming Council meetings.

The paper set out the priority criteria against which projects could be scored. It was
proposed by Councillor Miller, seconded by Councillor Roberts and RESOLVED (seven
voted for, none voted against) that the priority criteria be approved.

With regard to the priorities A-R, the Chair explained how these could each be assessed and
scored against the approved criteria. After the meeting she would send to each member an
evaluation form for marking their scores against each criterion for every priority, with the
completed form to be returned to the Chair by the end of the first week of January 2026.

Two additional points were raised about the paper:

Page 3 – Projects to add to Precept/Reserves expenditure. The financial year for the Bowls
Club Expenditure is 2026/27

Page 4 – Additional Projects Proposed – N delete ‘Paddle’ Insert ‘Padel’

123.25,26 COUNCIL POLICIES

The Clerk presented the Assistant Clerk’s report and the four policies presented for
consideration.

It was proposed by Councillor Roberts, seconded by Councillor Price and RESOLVED
(unanimously) that the Grant Aid Policy attached to this report be approved and adopted and
be reviewed in a year’s time and that a pro forma application form be prepared and made
available to grant applicants.

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and RESOLVED
(unanimously) that the Health and Safety Policy attached to this report be approved and
adopted and be reviewed in a year’s time.

It was proposed by Councillor Roberts, seconded by Councillor Hurley and RESOLVED
(unanimously) that the Complaints Policy attached to this report be approved and adopted
and be reviewed in a year’s time.

It was proposed by Councillor Roberts, seconded by Councillor Matthews and RESOLVED
(unanimously) that the Grievance and Disciplinary Policy attached to this report be approved
and adopted and be reviewed in a year’s time.

124.25.26 URGENT COMMUNICATIONS

None.

The meeting closed at 9.05 pm

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

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Date of next meeting Thursday 8 January 2026