EAST BERGHOLT PARISH COUNCIL Neighbourhood Plan Committee Budget Meeting Minutes Tuesday 18 th November 2025, 19.30pm at The Lambe School, Gaston Street, East Bergholt OPEN PUBLIC SESSION The were no members of the public present. The meeting commenced at 7.30pm. 1. WELCOME AND APOLOGIES FOR ABSENCE Present: Cllr N Roberts (Chair) Cllr J Miller Cllr M Burns Apologies Cllr G Woodcock 2. DECLARATION OF INTERESTS- None received. 3. BUDGET Just two items as follows were approved, proposed by Cllr Roberts, seconded by Cllr Miller and approved unanimously (3 for and none against). Consultants - £7500 Community Engagement, hiring space, printing, [...]

COUNCIL MEETING 11 DECEMBER 2025 POLICY REVIEWS Following the regular policy review schedule, the following four policies have been reviewed by Councillor Roberts. • Grant Aid Policy • Health and Safety Policy • Grievance and Disciplinary Policy • Complaints Procedure The Grant Aid and Health and Safety policies have received only minor amendments as shown in tracked changes on the attached documents. The Complaints Policy and the Grievance and Disciplinary policies have been changed significantly making it easier to read and follow. It is RECOMMENDED that the amended policies be approved and adopted. Louise Smith Assistant Clerk 11 December 2025

Proposal for East Bergholt Parish Council to Adopt a .gov.uk Domain Supporting Modern, Secure, and Official Online Communications Introduction This proposal is presented to East Bergholt Parish Council (EBPC) to support the adoption of a .gov.uk domain, along with associated official email addresses and webmail services. This move will bring EBPC in line with current government guidance, strengthen public trust, and modernise the Council’s digital communications. The following document outlines the rationale, benefits, and implementation plan in clear terms for councillors and stakeholders. ________________________________________ What is a .gov.uk Domain? A domain name is the address you type into a web [...]

Contact details : 1 Hembling Terrace, Mill Lane, Suffolk, IP13 0PP Tel: 07732 681125 Email: heather@heelis.eu Heather Heelis Dip HE Local Policy FILCM Lynne Lodge Dip HE Local Policy 1 HEELIS&LODGE Local Council Services • Internal Audit Internal Audit Report for East Bergholt Parish Council – 2025/2026 The following Internal Audit was carried out on the adequacy of systems of control in accordance with the requirements of the Audit and Accounts Regulations 2015 and the guidance and instruction in the Practitioners Guide 2025. The following recommendations/comments have been made: Proper book-keeping Cash Book, regular reconciliation of books and bank statements. [...]

COUNCIL MEETING 11 DECEMBER 2025 INTERIM AUDIT REPORT 2025/26 1. The Council’s Internal Auditor has conducted an interim audit for 2025/26 covering the period 1 April – 30 September 2025. The Auditor’s full report is appended. 2. The Auditor has found the accounts and attendant financial records to be in order and has made a number of recommendations concerning other aspects of the audit. 3. Risk Assessment – Fidelity cover. Fidelity cover is insurance to protect against direct financial losses as a result of dishonesty by employees, usually fraud. Recommended guidelines for such cover are year end balances plus 50% [...]

SCHEDULE OF PAYMENTS - NOVEMBER 2025 Ref Payee Purpose Gross Net VAT Bank Transfer 239 The Gattinetts Office rent - Nov 736.67 613.89 122.78 240 Dependable Dave Grass cutting East End - Oct 60.00 60.00 241 Honk Media Media contract - Oct 475.00 475.00 242 KMC Petrol - Oct 92.10 76.75 15.35 243 HCUK Cons Area appraisal - part 2181.77 1818.14 363.63 244 HM Land Registry Search fee 14.00 14.00 245 Amazon Children's competition prizes 40.00 40.00 246 Containers Direct Contract refund (TC project) -90.00 -75.00 -15.00 247 Smartwheelies 30mph bin stickers 120.00 120.00 248 Octopus Energy Elecricity Toilets -1-31 [...]

EAST BERGHOLT PARISH COUNCIL PLANNING APPLICATIONS: Parish Council Meeting 11 December 2025 Agenda Item 7 Date App. No Address Description 1. 25/11/25 DC/25/051551 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. PLANNING DECISIONS, POTENTIAL APPEALS, ENFORCEMENTS AND OTHER RELEVANT CORRESPONDENCE Date App No. Address. Decision/comment As PC rec. A 14/11/25 DC/25/03468 3 Woodgates Road, East Bergholt, CO7 6RG Approval Yes B 19/11/25 DC/25/04327 Thornfields, Gandish Road, East Bergholt, [...]