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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 12 March 2020 at 7.30pm 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 C Cathcart
Councillor R Eley
Councillor M Hurley
Councillor R Lansdell
Councillor J Price
Councillor S Rothwell
Councillor G Woodcock

In Attendance
Mr G White, Parish Clerk
County Councillor G Jones
District Councillor J Hinton
5 members of the public

Open Public Session

Mr Graham Manuel, Chair U3A, addressed the Council on the issue of Coronavirus. His organisation stretched
across the Stour Valley covering various local villages. It comprised 400 members, the largest older people’s
charity in the area, of which 120 met monthly. Due to Coronavirus, the meetings were being curtailed with effect
from Monday 16 March, but the organisation would offer support to its members who self-isolate, many of whom
were already self-isolated due to their circumstances. He would like to instigate an open helpline for practical
difficulties faced by the members such as shopping and collection of prescriptions.

Mr Manuel considered that the Parish Council had a unique opportunity to take this up to make provision beyond
the confines of the organisation’s membership and to create an umbrella for other interest groups, the churches,
WI etc. He would like the Parish Council to be the co-ordinator across the Stour Valley with a single phone
number for the helpline. He thought there was about two weeks to get this up and running.

Councillor Miller said this would be discussed by the Council later in the agenda under Urgent Communications.

County Councillor Jones suggested that there may be financial assistance available from the County Council.

Mr and Mrs Broom of Park House, Hadleigh Road, East Bergholt attended to make further representations about
their proposed residential annexe upon which a fresh application was before the Council. Mr Broom circulated a
sketch of the proposed development and referred to a few tweaks to the original application. The agricultural
report was now online. He said that whilst a separate annexe was unusual it was within acceptability as it was not
a commercial development. He referred to the unilateral undertaking which Mr and Mrs Broom had given in which
they and their successors in title covenanted not to sell, transfer or otherwise dispose of any part of the site
except by way of disposal of the whole of the site; not to cause or permit the development to be occupied by
anyone other than elderly dependents or children or non-paying guests of a person occupying Park House and
that it shall be ancillary to and form part of Park House; not define nor seek to set out any separate garden
curtilage for the development.

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District Councillor Hinton referred to his printed report on the agenda at item 5 and additionally that there had
been a Babergh DC press release today announcing the distribution of £220,000 of CIL money which included a
contribution to the Constable Hall project. He mentioned that from 7.30 pm – midnight tonight the Four Sisters
junction with the A12 would be closed to allow the filling of potholes. From 14-19 April there would be restrictions
on the B1071 causing difficulties in getting to Ipswich by that route. He had written to the Secretary of State for
Transport, Grant Shapps, regarding the A12/A14.

District Councillor Hinton left the meeting at 7.55 pm.

1. Apologies for Absence

Apologies for absence were received from Councillors Elmer who was still in Australia and Wombwell
who was unwell. It was proposed by Councillor Lansdell, seconded by Councillor Miller and RESOLVED
(unanimously) that the apologies be noted and accepted for the purposes of Section 85 of the Local
Government Act 1972.

2. Declaration of Interests

Item 10 – Councillors Miller and Roberts declared non-pecuniary interests as Trustees of EBCLT and
stated they would not vote on the matter.

Item 11 – Councillors Miller, Lansdell and Price declared non-pecuniary interests as members of U3A.

3. Minutes of the Parish Council meeting of 13 February 2020

It was proposed by Councillor Lansdell, seconded by Councillor Woodcock and RESOLVED
(unanimously) that the minutes be approved as a correct record.

4. Matters Arising/Updates

There were no matters arising/updates.

5. County and District Councillor Reports

County Councillor Jones presented his report and added that the County Council spending review should
be completed by July and achieve a three year settlement. The County Council was awaiting extra pot-
hole money from Government. Work was continuing on the Quiet Lanes initiative. County Councillor
Jones’ Village Speeding Group was to meet on 17 March. Evidently the Police were not as supportive of
ANPR as the Group might wish and other means of achievement were under consideration.

It was proposed by Councillor Roberts, seconded by Councillor Lansdell and RESOLVED (10 voted for,
none voted against) that the reports from County Councillor Jones and District Councillor Hinton be
noted.

County Councillor Jones left the meeting at 8.08 pm.

6. Planning

6.1 Planning Applications received

The Council considered the planning applications received from the Local Planning Authority since the
last meeting.

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DC/20/00720 23 Chaplin Road, East Bergholt, CO7 6SR – Householder Planning
Application – Erection of single side storey extension.

It was proposed by Councillor Lansdell, seconded by Councillor Eley and
RESOLVED (unanimously) that no comment be submitted.

DC/20/00671

The Granary, Flatford, East Bergholt, CO7 6UL – Full Planning
Application – change of use of part residential/part museum and shop to
office and welfare accommodation for National Trust staff/volunteers
including provision of boat hire operation. Temporary use (3 years) for
exhibitions and interpretation events/activities connected to Flatford’s
cultural, historic and landscape significance including associated
overspill tearoom and retail space.

It was proposed by Councillor Woodcock, seconded by Councillor Roberts and
RESOLVED (nine voted for, none voted against) that approval be
recommended

DC/20/000764 The Red Lion, The Street, East Bergholt, CO7 6TB – Application for Listed
Building Consent – Installation of new external door and window and
internal alterations (as per schedule of works).

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

DC/19/05798 Clare House, Heath Road, East Bergholt, CO7 6
TH
– Further information
available on website. Further comments invited. (Recommendation
13/02/20 – refusal).

It was proposed by Councillor Lansdell, seconded by Councillor Rothwell and
RESOLVED (unanimously) that the recommendation for refusal be re-affirmed
as the additional information does not address the reason for refusal given
previously (inadequate access for the development).

DC/20/00950 The Old Rectory, Rectory Hill, East Bergholt, CO7 6TT – Application for
works to trees in Conservation Area – Fell 1 no Oak (T1).

Councillor Eley reported that he had not had the opportunity to view the tree
and was unable to advise the Council. It was proposed by Councillor Lansdell,
seconded by Councillor Roberts and RESOLVED (unanimously) that following
inspection of the tree Councillor Eley be authorised to submit the Council’s
recommendation via the Clerk.

It was proposed by Councillor Miller, seconded by Councillor Lansdell and
RESOLVED (unanimously) that the landowner and the adjacent landowner be
written to and requested to keep their hedges trimmed back from the footway.

[N.B. After the meeting and following inspection Councillor Eley
recommended that the tree be no t felled but be subject to crown
reduction of up to 30%]

DC/20/00973 Orvis Croft, White Horse Road, East Bergholt, CO7 6TT – Householder
Planning Application – Alterations to external wall finishes and
application of cladding.

It was proposed by Councillor Woodcock, seconded by Councillor Roberts and

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RESOLVED (unanimously) that approval be recommended.

DC/20/00985 Park House, Hadleigh Road, East Bergholt, CO7 6QT – Planning
Application – Erection of detached single storey annexe.

At consideration of the previous application the Council identified the need for
a unilateral undertaking to ensure that the separate annexe remained tied to
Park House in various ways. Such an undertaking had now been given. It was
proposed by Councillor Woodcock, seconded by Councillor Eley and
RESOLVED (nine voted for, none voted against) that approval be
recommended subject to the restraints of the unilateral undertaking being
included as planning conditions.

DC/20/01062 Yeoman House, 12 Hop Meadow, East Bergholt, CO7 6QR – Householder
Planning Application – Erection of single storey extension.

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

6.2 Planning correspondence

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

7. Correspondence received.

This correspondence set out on the Final Correspondence List circulated at the meeting was considered
and NOTED, comprising:

1. 12/02/20 Keep Britain Tidy Great British Spring Clean 2020.
2. 19/02/20 County Councillor Gordon Jones Orthopaedic Surgery arrangements.
3. 20/02/20 Babergh DC Town and Parish Liaison Meeting outcomes.
4. 20/02/20 Lighthouse Women’s Aid Support and funding.
5. 21/02/20 Capel St Mary Parish Council Consultation – Capel St Mary Neighbourhood
Plan.
6. 24/02/20 SALC Community Action Suffolk – Village Halls Survey
2020.
7. 24/02/20 SALC E-Bulletin 20 February 2020.
8. 26/02/20 SALC Invitation and agenda for Babergh Area Forum
16 March 2020.
9. 26/02/20 Fabrications North East Ltd VE Day Remembrance Bench and Memorial
Planter.
10. 25/02/20 Dedham Vale AONB and Stour
Valley Project
AONB Update February 2020.
11. 02/03/20 Athene Publications Hopkins Homes’ Charity Vote.
12. 04/03/20 Dedham Vale AONB and Stour
Valley Project
Actions from multi agency meeting re behaviours
at Flatford and Dedham.
13. 04/03/20 Suffolk CC Highways Suffolk grass cutting programme 2020.
14. 04/03/20 SALC Coronavirus.
15. 05/03/20 Calor Rural Community Fund Calor Rural community fund competition.

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&10/03/20
16. 06/03/20 SALC E-Bulletin 6 March.
17. 10/03/20 County Councillor Gordon Jones SCC latest information on Coronavirus.
18. 10/02/20 County Councillor Gordon Jones Ipswich Northern Route – Task Force.

7.1 With reference to item 4, it was proposed by Councillor Roberts, seconded by Councillor
Woodcock and RESOLVED (unanimously) that a Section 137 grant of £100 be made to
Lighthouse Women’s Aid.

7.2 With reference to item 5, it was proposed by Councillor Lansdell, seconded by Councillor Cathcart
and RESOLVED (unanimously) that the Neighbourhood Plan Committee Members consider the
Capel St Mary Neighbourhood Plan and report to the next Council meeting.

7.3 With reference to item 9, it was proposed by Councillor Lansdell, seconded by Councillor Rothwell
and RESOLVED (unanimously) that Councillor Rothwell research the military history of the village
to determine whether it was more appropriate for East Bergholt to commemorate VJ Day than VE
Day and if we did have a commemorative bench/planter, where it would be located, and to report
to the next meeting.

7.4 With reference to item 12, Councillor Lansdell reported on the multi-agency meeting concerning
behaviours in the AONB. The main issues raised concerned litter and litter picking, navigation,
organisations being available on bank holidays, byelaws, fishing rights and weed cutting in the
river. It was proposed by Councillor Miller, seconded by Councillor Roberts and RESOLVED
(unanimously) that Councillor Lansdell continue to attend the meetings on behaviours in the
AONB.

8. Strategy, Policy and Finance Matters

8.1 Schedule of Accounts – It was proposed by Councillor Rothwell, seconded by Councillor Lansdell and
RESOLVED (unanimously) that payments since the last meeting in the sum of £9250.39 be approved.

8.2 Bank Reconciliation statement – It was proposed by Councillor Rothwell, seconded by Councillor
Woodcock and RESOLVED (unanimously) that the bank reconciliation statement for February 2020 be
noted.

8.3 Constable Hall project – Now that Babergh DC had determined the CIL grant, the Committee will
consider the Parish Council contribution at its next meeting.

Other Committee Matters

8.4 Roads, Footpaths and Flatford Committee – No report.

8.5 Burial Ground Committee – Councillor Rothwell referred to an enquiry about a tree in the
Cemetery upon which Councillor Eley had been requested to inspect and advise.

8.6 Playing Field Committee – No report

8.7 Neighbourhood Plan Committee – Councillor Roberts reported:
• that AECOM had arranged a meeting with Babergh DC on 24 March. Councillor Roberts
and Valerie Ayton were asked to attend.
• Councillor Roberts will represent the Neighbourhood Plan Committee at the Babergh
Forum initiative.

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• Peter Dent is the Neighbourhood Plan Committee representative on the Village Centre
Group.
• John Lyall will act as the project steer for the consultants on the Heritage Study for the
Neighbourhood Plan Committee.

With reference to tree felling at The Gables, the Clerk was asked to write to the owners
reminding them that tree felling in the Conservation area required approval.

8.8 Equality and Diversity Group – Councillor Hurley reported:

• that the Annual Report 2019 was now available.
• the minutes of the meeting with the East Bergholt High School Pride Group would be
emailed round and it
was hoped to link projects with the Parish Council.
• the next meeting was scheduled for 25 March.

8.9 Road Safety Group – It was reported that following completion of the survey, David Chenery was
carrying out costings which should be reported back to the Council at the next meeting.
Councillor Price referred to his proposal to improve pedestrian access and sought a project file
for the public to access. It was proposed by Councillor Miller, seconded by Councillor Price
and RESOLVED (unanimously) that when a project has been approved, a file will be created
to which the public will have access.

8.10 Village Centre Group – Councillor Miller reported that at the first meeting of the Group various
actions were distributed amongst the members of the Group and it was probable that there
would be a report back to Council at its next meeting.

8.11 Church Restoration Project – Councillor Hurley reported on the meeting he had attended in
February at which the objectives of the Project were stated to be the realisation of £750,000.
Councillor Miller stated that the Parish Council could not provide grant aid directly as it was
unlawful to finance a religious purpose but could co-ordinate local actions.

Councillor Eley left the meeting at 9.03 pm.

9 Application for grant funding

The Chairman (Councillor Miller) and the Vice-Chairman (Councillor Roberts), having declared non-
pecuniary interests, ceded the Chair to Councillor Woodcock for this item.

Consideration was given to the request from East Bergholt Community Land Trust for grant aid for the
2020/21 financial year to assist with funding administrative support for the Chairman and Trustees. It was
proposed by Councillor Woodcock, seconded by Councillor Rothwell and RESOLVED (Four voted for,
none voted against) that the Council award a grant of £4000 to East Bergholt Community Land Trust, as
provided for in the Council’s budget for 2020/2, on the proviso that this does not create a precedent for
future years and that any future application be treated on its merits at that time.

10. Urgent Communications – Coronavirus

The Chairman (Councillor Miller) allowed consideration of the Coronavirus crisis as she considered it to
be of sufficient urgency and importance.

Having regard to the representations made by Mr Graham Manuel in the Open Session at the beginning
of this meeting the Council considered the implications of taking on a co-ordinating role in the area. It was
noted that for volunteers there would be insurance requirements, a duty of care and possibly the need for
DBS checks. Costs would be incurred in supplying equipment to volunteers and possibly engaging a

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contractor to remove any clinical waste. The Council was mindful of the difference between helping a
neighbour as a private individual and doing so as an organisation with attendant associated requirements
and costs. The Council concluded that its efforts would be best focused on assisting the County and
District Emergency teams and acting as a channel of communication to voluntary groups. Councillor
Hurley favoured issuing a statement to the village to encourage pulling together and aiding the most
vulnerable. Councillor Miller considered that the Council could organise people to do things which the
Council could not, disseminate information, act as a channel to the County Council for funding and
services and possibly issue a mailshot (leaflet delivery) to the village. The Council has a moral obligation
to do whatever it can to assist the public generally and vulnerable members of the public in particular.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED (unanimously) that
the Council should:
• Speak to the surgery
• Speak to County Councillor Jones
• Speak to Graham Manuel on the basis that there be no formal arrangement between the Council
and U3A but in co-operation the Council could be a channel for asking questions of other
bodies, disseminating information, seeking access to sources of funding and producing a
newsletter.

In support of that resolution it was AGREED that:
• Councillor Rothwell will speak to the surgery
• Councillor Miller will speak to County Councillor Jones and Graham Manuel
• Councillor Hurley will arrange any door to door deliveries of information.

11. Motion to suspend Standing Orders

It was proposed by Councillor Miller, seconded by Councillor Lansdell and RESOLVED (unanimously)
that pursuant to Standing Order 5(xx), Standing Order 1(x) be suspended to enable the meeting to
continue beyond the two hour limit.

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

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

13. Confidential Minutes of the Parish Council meeting of 13 February 2020

It was proposed by Councillor Miller, seconded by Councillor Roberts and RESOLVED (unanimously) that
the confidential minutes of the meeting of 13 February 2020be approved as a correct record.

Date of the next Parish Council Meeting – Thursday 9 April 2020 at 7.30pm at The Lambe School, Gaston
Street, East Bergholt.

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