DRAFT
DRAFT

EAST BERGHOLT PARISH COUNCIL

RECORD OF DECISIONS OF THE INAUGURAL YOUNG PEOPLE COMMITTEE MEETING

Tuesday 20 February 2024, 7.30 pm at The Lambe School, Gaston Street, East Bergholt

Present:
Councillor M Hurley (MH)
Councillor L Matthews (LM)
Councillor J Miller (JM)
Councillor N Roberts (NR)
Councillor S Rothwell (SR)
Mrs L Smith – Assistant Parish Clerk (Asst Clk) and Secretary

In Attendance:
Nil

Open Public Session
No members of the public were in attendance.

1. WELCOME & APOLOGIES FOR ABSENCE
There being no Chairman at this stage in proceedings the Asst Clk welcomed all to the meeting.
Councillor Davies (SD) had submitted apologies via LM, non-attendance due to an existing
commitment.
ACTION: Nil.

2. APPOINTMENT OF A CHAIRMAN
Following a vote, SR was elected as Chairman.
ACTION: Asst Clk to update the Parish Council (PC) website.

3. DECLARATION OF INTERESTS

DRAFT
DRAFT

There were no declarations of interest.

4. TERMS OF REFERENCE (TORs)
Following discussion and voting it was decided that:

a. the Committee would focus on Young People, to be reflected in the Committee’s title.
ACTION: Nil.

b. Standing Orders were to be consulted to establish the quorum for Committee meetings.
ACTION: SR.

c. TORs were to reflect that Committee membership would change as per annual PC
committee cycles but could also change as necessary. ACTION: SR.

d. TORs were to read: ‘To develop an approach for provision for young people and their
changing requirements, with an aim to ensure that a good range of relevant facilities are available to
support their social needs’. ACTION: SR to present to full PC meeting on 14 Mar 24 for ratification.

e. there could be scope for addition of further aims/responsibilities as the Committee
developed. ACTION: Nil.

5. PROGRAMME OF EVENTS
a. The content of the previously distributed document was noted. It was decided that
proposals could not be supported at this time due to a shortage of supporting evidence and lack of
consultation with Committee members, however the concept of dividing the provision into three
groupings was seen as a reasonable exploratory path to take. ACTION: Nil.

b. A stakeholder meeting to discuss village collaboration had been proposed for 21 Mar 24.
While not supported on this occasion as PC/Committee led – due to uncertainty as to its aims – it
was felt that this had potential as one gauge of village need. NR suggested that with refinement it
could become a regular event. It was decided that LM should bring a revised version, to include a
draft agenda, to the next meeting for the Committee’s consideration. ACTION: LM.

c. Discussion of recruitment of volunteers took place. JM informed the Committee that she
had experience of volunteer recruitment and management. With her consent it was decided that JM

DRAFT
DRAFT

would look at strategies and opportunities to attract volunteers and update the Committee at its
next meeting. ACTION: JM.

(Asst Clk left the meeting at 20.42hrs.)

The agenda was reordered at this point in the meeting to improve relevancy to successive items.

6. FEEDBACK FROM RECENT EVENTS.
The content of the previously distributed update report was noted and additional information was
delivered verbally by LM:

a. The PC Summer Event as included within the written report was not felt to lie within the
Committee’s scope. It was decided that this was to be raised as an item separate to the Committee
for input from the full PC at its meeting on 14 Mar 24 in the form of a brief. ACTION: Asst Clk and SR.

b. LM reported that the dance session scheduled for 21 Feb 24 had unfortunately been
cancelled due to lack of bookings. It was hoped that the two East Bergholt Cinema screenings due to
take place on 23 Feb 24 would have more success.

7. PROPOSAL FOR YOUTH PROVISION.
Inspire (previously The Porch Project) from Hadleigh had provided, on request, a document for
discussion (and to be read as such) as to what services they could offer and what they envisaged a
Youth Club might look like in East Bergholt. The document, previously distributed, was noted and
discussed.

a. It was decided that there was much within the document that was vague or unclear and
that such queries should be fed back to Inspire; SR was to collate this information from all
Committee members and respond. ACTION: SR/All.

b. JM informed the Committee that she was aware of at least two other organisations in the
locality who performed a similar service as Inspire. It was decided that their details be shared with
Committee members prior to the next meeting. ACTION: JM.

c. There were assumptions made within the document of provision to be made by the
PC/Committee in support of the proposal’s aims. Currently the Committee cannot commit to such

DRAFT
DRAFT

provision. It was decided that further discussion of these limitations occur at the next Committee
meeting. ACTION: All/Asst Clk (for agenda inclusion).

8. BUDGET BREAKDOWN
Sums identified, as previously distributed, had not been accurately costed. Omissions within the
Inspire document cast doubt on the real overall cost of service provision. It was decided that this
exercise be revisited once more information became available. ACTION: Nil.

9. URGENT COMMUNICATIONS
Nil.

10. DATE OF NEXT MEETING
16 Apr 24

There being no further business, the meeting concluded at 9.15 pm.

Louise Smith
Sec
Young People Committee
East Bergholt Parish Council