Minutes 14.05.26 Annual Parish Council Meeting.pdf

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EAST BERGHOLT PARISH COUNCIL

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING

Thursday 14 May 2026 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 M Burns
Councillor S Davies
Councillor B Elmer
Councillor M Hockley
Councillor M Hurley
Councillor A James
Councillor J Price
Councillor R Smith
Councillor G Woodcock

In Attendance
G White, Parish Clerk
N Reed, Media consultant
One member of the public

001.26/27 Appointment of Chair

It was proposed by Councillor Woodcock, seconded by Councillor Burns and RESOLVED (ten voted
for, none voted against), that Councillor Miller be appointed Chair of the Council for the municipal year
2026/27.

002.26/27 Appointment of Vice-Chair

It was proposed by Councillor Davies, seconded by Councillor Hockley and RESOLVED (unanimously)
that Councillor Roberts be appointed Vice-Chair of the Council for the municipal year 2026/27

003.26/27 Apologies for absence

Apologies for absence received from Councillors Allen and Matthews were NOTED.

004.26/27 Declaration of Interests/Dispensations

Councillor Price declared an Other Registrable Interest as member of Constable Hall Management
Committee having been nominated by the Parish Council. Councillor James declared an Other
Registrable Interest as a member of Constable Hall Management Committee, a body directed to
charitable purposes.

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005.26/27 Minutes of the Council meeting of 9 April 2026

It was proposed by Councillor Burns seconded by Councillor Hurley and RESOLVED (nine voted for,
none voted against) that the minutes of the Council meeting on 9 April 2026 be approved as a correct
record.

006.26/27 Matters arising/Updates

09/04/26 Open Public Session – Councillor Hockley referred to the overgrowing hedge which had been
raised by Debbie Dadds. He had been to see the resident who had agreed informally to cut back the
hedge.

Minute 179.25.26 Legend on the Bench – Councillor Hurley said that since the last meeting £650 had
been raised through social media towards the target of £4,600 for two benches. Together with
Councillor Davies, he had invited clubs and organisations in the village to contribute and interest had
been shown. The proceeds of a High School event in July would be put to this as would the proceeds of
an event at The Dicky.

It was proposed by Councillor Miller, seconded by Councillor Hockley and RESOLVED (unanimously)
that the Council supports the project to provide two benches for East Bergholt, one at East End and
the other to be placed in accordance with village wishes and encourages local clubs and organisations
to make charitable contributions towards the project fund.

The Chair will write to the Parish Magazine to see if a monthly free advertisement can be provided for
the Samaritans.

A debate ensued as to the best way for the Council to contribute and it was proposed by Councillor
Price and seconded by Councillor Hockley that the Council offers up to £4,000 towards the provision of
two benches. The motion was lost (three voted for, seven voted against).

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and RESOLVED (nine voted
for, none voted against) that the Council makes an immediate contribution of £750 (from reserves)
towards the project fund but if more is required to purchase two (or more) benches the Council would
consider a further contribution.

Councillor Hurley said he would continue to promote the project and would report back to Council in
September.

Minute 177.25.26 Website Accessibility Statement – Councillor Roberts referred to the several times he
had raised this outstanding matter at Council meetings but no progress had been made. The matter is
currently with PC Futures for finalisation of the draft statement which the Clerk undertook to obtain and
report to the next meeting.

007.26/27 Terms of Reference of Committees

The Council reviewed the current terms of reference set out in the report.

The Young People Committee had requested that its terms of reference be amended to:
1. To manage the contract with our youth club provider
2. To identify and support other facilities which would help support the social needs of young
people.

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It was proposed by Councillor Miller seconded by Councillor Roberts and RESOLVED (unanimously)
that subject to the foregoing amendment the terms of reference for committees as set out in the report
be approved for the municipal year 2026/27.

A full list of terms of reference of committees for 2026/27 is attached to these minutes.

008.26/27 Appointment of Standing Committees

Strategy, Policy and Finance Committee – It was proposed by Councillor Miller, seconded by
Councillor Hockley and RESOLVED (ten voted for, none voted against) that Councillor Elmer be
appointed as a member and as Chair of the Strategy, Policy and Finance Committee for the municipal
year 2026/27.

Note – the other members of the committee are the Chairs of the other committees together with the
ex officio members.

Burial Grounds Committee – It was proposed by Councillor Miller, seconded by Councillor Hurley and
RESOLVED (unanimously) that Councillors Allen, Smith and Hurley be appointed as members of the
Burial Grounds Committee for the municipal year 2026/27.

East Bergholt Neighbourhood Plan Committee – It was proposed by Councillor Miller, seconded by
Councillor Hurley and RESOLVED (unanimously) that Councillors Burns, James, Smith and Woodcock
be appointed as members of the East Bergholt Neighbourhood Plan Committee for the municipal year
2026/27.

Playing Fields Committee – It was proposed by Councillor Miller, seconded by Councillor Hockley and
RESOLVED (unanimously) that Councillors Elmer, Hockley, Price, and Woodcock be appointed as
members of the Playing Fields Committee for the municipal year 2026/27.

Roads, Footpaths and Flatford Committee – It was proposed by Councillor Miller, seconded by
Councillor Hurley and RESOLVED (unanimously) that Councillors Allen, Hockley, Price, and Woodcock
be appointed as members of the Roads, Footpaths and Flatford Committee for the municipal year
2026/27.

Young People Committee – It was proposed by Councillor Miller, seconded by Councillor Hurley and
RESOLVED (unanimously) that Councillors Burns, James, Hurley and Matthews be appointed as
members of the Young People Committee for the municipal year 2026/27.

The Chair and Vice-Chair of the Council are members of all committees, ex-officio.

A full list of committee memberships is attached to these minutes.

009.26/27 Nomination of Trustees to Outside Bodies

It was proposed by Councillor Roberts, seconded by Councillor Woodcock and RESOLVED
(unanimously) that Councillor Hurley, whose term has expired, be nominated as a trustee to the Lettice
Dykes Charity.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED (unanimously)
that Councillor Hockley be nominated as a trustee to the Lettice Dykes Charity to replace Former
Councillor Rothwell whose term had expired.

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It was proposed by Councillor Miller, seconded by Councillor Hockley and RESOLVED (unanimously)
that Councillor Roberts, whose term had expired, be nominated to The Lambe School Charity.

It was proposed by Councillor Miller, seconded by Councillor Davies and RESOLVED (unanimously)
that Councillor Hurley be nominated to East Bergholt High School as a School Governor, when a
vacancy arises.

010.26/27 Annual Appointment of Representatives to Outside Bodies

BAPTC (Babergh Alliance of Parish and Town Councils) – No appointment.

Barbizon Twinning Association – It was proposed by Councillor Roberts, seconded by Councillor Price
and RESOLVED (unanimously) that Councillor Miller be the Council’s representative to Barbizon
Twinning Association for the municipal year 2026/27.

Constable Hall Management Committee – It was proposed by Councillor Miller, seconded by Councillor
Hockley and RESOLVED (unanimously) that Councillor Price be the Council’s representative to the
Constable Hall Management Committee for the municipal year 2026/27.

East Bergholt Community Land Trust – It was proposed by Councillor Miller, seconded by Councillor
Roberts and RESOLVED (unanimously) that Councillor Davies be the Council’s representative to East
Bergholt Community Land Trust for the municipal year 2026/27.

EB PACE – It was proposed by Councillor Miller, seconded by Councillor Woodcock and RESOLVED
(ten voted for, none voted against) that Councillor Davies be the Council’s representative to EB PACE
for the municipal year 2026/27.

EB Society – It was proposed by Councillor Davies, seconded by Councillor Hockley and RESOLVED
(ten voted for, none voted against) that Councillor Miller be the Council’s representative to the EB
Society for the municipal year 2026/27.

SALC – It was proposed by Councillor Miller, seconded by Councillor Hockley and RESOLVED (ten
voted for, none voted against) that Councillor James be the Council’s representative to SALC for the
municipal year 2026/27.

Tree Warden – It was proposed by Councillor Miller, seconded by Councillor Woodcock and
RESOLVED (unanimously) that Simon Rothwell be the Council’s Tree Warden for the municipal year
2026/27.

011.26/27 Correspondence

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

Date

Sender Subject
1. 13/04/26 Linda Bestow, Lambe School Thanks for grant aid
2. 13/05/26 Darius Laws, new County
Councillor
Introductory meeting

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Item 2 – The Chair said she was unable to attend County Councillor Laws’ meeting on 1 June as she
had a prior engagement. Councillor Davies volunteered to represent the Council. The Clerk was
requested to write to County Councillor Laws and explain.

012.26/27 Planning

012.1 Planning Applications received

The Council considered the planning applications received from the Local Planning Authority since the
last meeting as follows:

DC/26/00512 Bolingbroke, Gaston Street, East Bergholt, CO7 6SS – Householder
application – Erection of a single-storey side extension,
conversion of existing garage into habitable accommodation,
replacement of existing pitched garage roof with flat roof and
relocation of main dwelling entrance to the side elevation.

It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (unanimously) that subject to a condition
requiring that Natural Landscapes guidance for lighting in dark skies
area be followed, approval be recommended.

DC/26/01641 The Hermitage, Quintons Road, East Bergholt, CO7 6RB –
Householder application – Installation of a ground mounted solar
photovoltaic (PV) array in the garden.

It was proposed by Councillor Woodcock, seconded by Councillor
Roberts and RESOLVED (ten voted for, none voted against) that
subject to downlighters and not uplighters being required, approval be
recommended.

DC/26/01911 Stable Cottage, Flatford Lane, East Bergholt, CO7 6UN –
Application for works to trees in a conservation area – G1 Group
of Cypress trees to remove.

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

DC/26/01631 15 Foxhall Close, East Bergholt CO7 6RW – Full planning
application – Conversion of 6-bedroom residential home (C2) into
2no self-contained temporary accommodation units (C3) with
associated office.

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

DC/26/01946 Cavendish, Mission Lane, East Bergholt, CO7 6XH – Householder
application – Erection of single storey extension.

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

DC/26/00673 Moranda, Whites Field, East Bergholt, CO7 6SP – Application under
Section 73 T&CPA for variation of Condition 2 (Approved plans
and documents) to reflect the new drawing 2970-P01B.

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

012.2 Planning correspondence

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

013.25.26 Strategy, Policy and Finance Committee matters

013.1 Schedule of Payments and Income – It was proposed by Councillor Elmer, seconded by
Councillor Miller and RESOLVED (unanimously)) that the schedules of payments and income be noted
and the payments due for April 2026 amounting to £17,660.61 be approved.

013.2 Bank Reconciliation Statement – The bank reconciliation statement for April 2026 was NOTED.

013.3 Financial Report – The Clerk presented a report upon expenditure in respect of grants and
income and expenditure in respect of the Community Infrastructure Levy during 2025/26 as required by
Standing Orders. The report was NOTED. The Chair thanked Councillor Elmer, the Chairs of other
committees and the Clerk for their stewardship of the Council’s finances during the financial year
2025/26.

013.4 Regular Payments – It was proposed by Councillor Miller, seconded by Councillor Roberts and
RESOLVED (unanimously) that subject to the deletion from the list of Arthur J Gallagher, Community
Action Suffolk and Onebroker (insurance providers) the Clerk be authorised to make the regular
payments listed in the report without prior approval but subject to subsequent report to Council.

013.5 Recommendations from the SPF Committee

1. Grant application from East Bergholt Bowls Club – Upon recommendation from the SPF
Committee it was proposed by Councillor Elmer, seconded by Councillor Miller and RESOLVED
(unanimously) that pursuant to Section 1 of the Localism Act 2011, a grant of up to £7,197.00
be awarded to East Bergholt Bowls Club for the purchase of a rotorake and associated costs.

2. CIL application from Constable Hall Management Committee – Upon recommendation from the
SPF Committee it was proposed by Councillor Elmer, seconded by Councillor Hurley and
RESOLVED (nine voted for, none voted against. Having declared interests Councillors James
and Price did not vote) that on the basis of other grants being provided that would fund the full
costs of the project, up to £57,000 from Parish CIL be awarded to Constable Hall Management
Committee.

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The Chair added that the Council would support Constable Hall Management Committee in
obtaining other grants.

3. Police Community Support Officer – Terms and Conditions – The Police terms and conditions
along with areas suggested for negotiation and possible future additions were before the
Council for consideration.

Councillor Roberts enquired about key performance indicators which the Council had already
agreed were to form part of contract discussions (Minute 184.25/26 refers). He was not clear
about what they will be, how they will be monitored and the position if they are not met. At
present he was not satisfied that adequate controls were in place. Het thought the terms and
conditions should not be accepted before this matter had been settled.

The Chair said that this input would be picked up at this council meeting and taken forward to
discussions with Suffolk Constabulary after which a final version of the terms and conditions will
be presented to Council.

The foregoing process was generally agreed, the addition of tasks to include speeding and lost
property and the clarification of KPIs were approved and the report and recommendation from
SPF committee were noted.

014.26/27 Summer Fair

Councillor Burns presented her report updating the Council on progress for the Summer Fair and for the
In Our View celebrations. Both events were at advanced stages of preparation and going well.
Councillor Burns thanked councillors for their help to date and for the support promised for the Summer
Fair.

The next Council meeting on 11 June is on Constable’s 250
th
birthday and a peel of bells will be rung.
Councillor Burns hoped all councillors would attend and in order to provide sufficient time to get to the
Lambe School from the Church, the meeting will commence at 7.45pm.

015.26/27 EBPC 20 mph zone proposal

Councillor Price presented Suffolk County Council’s new 20 mph policy and a report proposing that the
Parish Council should make an application to SCC under the policy. It was considered that this should
be done as soon as possible in case the policy is revoked by the new administration.

It was proposed by Councillor Price, seconded by Councillor Hockley and RESOLVED (unanimously)
that the action proposed in the report be endorsed and the initial steps in the process be undertaken as
quickly as possible,

016.26/27 Parking in Hadleigh Road layby

Councillor Davies presented the correspondence circulated concerning the problems caused to the
primary school in particular, by the limousine parked more or less permanently in the Hadleigh Road
layby. She had carried out further enquires and found that the vehicle did not have a MOT certificate
and that the owner had registered a SORN (Statutory Off-Road Notification) to the DVLA. This is an
official declaration that a vehicle is not being used or kept on public roads and thus not liable for road
tax.

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It is kept and used on public roads and it is the DVLA’s responsibility to enforce though evidently, they
do so in association with the Police who apparently only act if there is a criminal offence involved. As
neither body appeared to be fulfilling their legal duties it was considered the best that could re achieved
was to seek a traffic order limiting waiting times in the layby.

It was proposed by Councillor Miller, seconded by Councillor Davies and RESOLVED (unanimously)
that: This council, having explored without success a wide range of options for managing the problem
of continuous parking in the layby along Hadleigh Road alongside the East Bergholt Primary School,
which prevents normal drop off and pick up for school traffic for which the layby was originally intended,
now agrees that we ask Suffolk County Council Highways to approve and install a waiting time limit of 2
hours, not to return within 6 hours, to this layby.

017.26/27 Committee Updates

Updates from Committee Chairs who did not report last month were noted.

018.26/27 Urgent Communications

Councillor Hurley reminded members that June was Pride Month and he awaited with interest to see
how the new County administration would react.

The Chair reported that she had heard from the Co-op that the legal issues with the lease for the former
store had been overcome and they expected to complete the signing of the lease imminently. They
would advise us of the tenant once the lease was signed off.

019.26/27 Key Points from the meeting

Legend on the bench, 20 mph proposal, Hadleigh Road layby, Co-op store, this year’s Committee
membership and Chairs.

The meeting closed at 10.08 pm.

Date of the next Parish Council Meeting – Thursday 11 June 2026 at 7.30 pm at The Lambe School.

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

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TERMS OF REFERENCE OF COMMITTEES 202 6/27

Strategy, Policy and Finance Committee

1. To ensure compliance with the Council’s Financial Regulations.

2. To formulate and recommend to Council policies for the benefit of the parish.

Burial Grounds Committee

1. To organise, maintain and manage the Burial Grounds for the benefit of the parish.

2. To ensure compliance with the Local Authorities Cemeteries Order 1977.

East Bergholt Neighbourhood Plan Committee

1. To review and update the East Bergholt Neighbourhood Plan as required in a timely and
efficient manner;

2. To make recommendations to the Parish Council to ensure agreement at all key stages in the
review and updating process including budgeting, policy and project focus;

3. To appoint external consultants as necessary;

4. To agree submissions which are part of the statutory process.

Playing Fields Committee

1. To ensure the playing fields and associated equipment are provided for the use of the whole
parish.

2. To maintain and update facilities as necessary.

Roads, Footpaths and Flatford Committee

1. To deal with the management of litter and matters relating to public rights of way, roads, verges,
footpaths and footways, miscellaneous street furniture and Parish Council owned public seats
within the parish.

2. To oversee the management of the village centre car park.

Young People Committee

1. To manage the contract with our youth club provider.

2. To identify and support other facilities which would help support the social needs of young
people.

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STANDING COMMITTEES 202 6/27

Committee Members 2026/27 Chair 2026/27
Strategy, Policy & Finance Councillors:
Burns
Elmer
Hockley
Hurley
Price