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EAST BERGHOLT PARISH COUNCIL

DRAFT MINUTES – THESE MINUTES HAVE NOT BEEN APPROVED AND ARE
SUBJECT TO AMENDMENT AT THE NEXT COUNCIL MEETING

MINUTES OF THE PARISH COUNCIL MEETING

Thursday 9 February 2023 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 S Davies
Councillor M Hockley
Councillor M Hurley
Councillor J Price
Councillor S Rothwell
Councillor R Wombwell
Councillor G Woodcock

In Attendance
G White, Parish Clerk
County Councillor G Hall
District Councillor J Hinton
Two members of the public

Open Public Session

Maxine Twemlow commented on application DC/22/05433 which was due for consideration by the
Council at this meeting. Despite additional information submitted by the applicant, Mrs Twemlow still
regarded the plans as inaccurate and the positioning of the window incorrect. She said the window
does not require planning permission but does need building regulation approval. She considered
that the parking space had been exaggerated and that the garage was not available for parking,
having been converted to accommodation. She had no issue with the loft conversion or the window
but was opposed to the conversion to a balcony. The plan is to change a velux window to full size
French doors.

The Chairman asked Mrs Twemlow if she had raised the accuracy of the plans and the parking
issues with the planning authority. She confirmed she had in both respects and whilst Highways had
said previously that parking was not an issue, they had now notified her that they were still looking
into the matter.

For the benefit of members, the Chairman confirmed that the parking standards for a five
bedroomed house was four spaces.

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Mrs Twemlow confirmed that the site was within the AONB but not within the conservation area.

1. Apologies for absence

Apologies received from Councillors Elmer and Mills were NOTED.

2. Declaration of Interests/Dispensations

None.

3. Minutes

It was proposed by Councillor Rothwell, seconded by Councillor Roberts and RESOLVED
(nine voted for, none voted against) that the minutes of the meeting of 12 January 2023 be
approved as a correct record.

4. Matters Arising/Updates

None.

5. County and District Councillors’ Reports

County Councillor Hall presented her report which had been circulated and expanded upon
it.

There was now a two month completion date scheduled for the works to FP 37; the double
yellow lines in the vicinity of the co-op had been ordered; Clearance of the highway drains in
The Street had been ordered to alleviate flooding issues; the missing road signs had been
reported.

The Chairman raised the issue of access to the Essex CC tip at Manningtree (the nearest for
East Bergholt residents) following the introduction in March of a booking system by Essex
CC. County Councillor Hall had checked that cross boundary liaison between Essex and
Suffolk CCs remained in place and that residents of CO7 6 would be able to book slots on
the Essex system. If there was any problem once the system commenced County Councillor
Hall would be pleased to assist to resolve it.

District Councillor Hinton wondered if someone from Highways could inspect previous works
on the B1070 which had deteriorated. County Councillor Hall advised him to report the
matter on the Highway reporting tool and if the outcome was not to his satisfaction, she
could chase it up.

The Chairman thanked County Councillor Hall for her contribution and she left the meeting.

District Councillor Hinton presented his report which had been circulated and expanded
upon it.

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Babergh’s budget had not yet been approved though had been considered three times by
both Cabinet and Overview and Scrutiny Committee. The current version would mean an
increase of £5.30 to a Band D taxpayer. Council house rents were being increased by 7%
due to the need to increase the housing revenue account which had suffered as a result of
negative rent increases over the past few years. However, a third of tenants were in receipt
of benefits so will pay none or only some of the increase.
District Councillor Hinton emphasised the requirement for voter photo ID at the election in
May. A full list of the items which were acceptable was available and a voter certificate was
available from the District Council for anyone without any of the acceptable items. There was
no change in the postal vote system.

A12 works had commenced and this may lead to additional traffic in and around the village.

The developer of Moores Lane was digging trenches for archaeological surveys in order to
discharge the planning condition in that regard. The Chairman advised that DW Homes were
anticipating a commencement to building around August/September with a two year build
programme. District Councillor Hinton observed that builders were delaying projects due to
the current climate with house prices going down, the cost of building materials increasing
and demand being limited by mortgage availability.

Councillor Rothwell enquired about the prospect of a polling station at East End. The
Chairman said she had discussed this with the Electoral Manager who was looking into it.

District Councillor Hinton informed the Council that Babergh DC was not doing anything for
the Coronation because there was no central point in the district upon which to focus any
activity. However, grants would be available to support local community activities.

The Chairman thanked District Councillor Hinton for his contribution.

6. Correspondence

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

Date

Sender Subject
1. 25/01/23 Paul Ireland Use of money from domain name
transaction.
2. 01/02/23 Chairman AONB Request for grant aid
3. 02/02/23 Babergh DC Major development and announcements –
Jan
4. 03/02/23 Rev Canon Stephne van der
Toorn
Details of final services.
5. 03/02/23 Tony Brigden (and reply) Matters arising from draft minutes of last
meeting.
6. 07/02/23 Nicholas Hall DC/22/05433 – Representations from
applicant
7. 07/02/23 Babergh DC DC/22/05433 – Additional comments from
architects.

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Item 2 – It was proposed by Councillor Price, seconded by Councillor Wombwell and
RESOLVED (unanimously) that pursuant to Section 137 of the Local Government Act 1972
grant aid of £250 be awarded to Dedham Vale AONB and Stour Valley Project with the
suggestion that it be used to improve access to the AONB and for those with disabilities.
Item 4 – The Chairman noted that all were invited to the Rev Steph’s final services and
councillors should respond direct to the Rev Steph.

Item 5 – The correspondence from Mr Brigden was considered and noted.

7. Planning

7.1 Planning Applications received

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

DC/22/05433 Doria, White Horse Road, East Bergholt, CO7 6TU – Householder
Application – Proposed loft conversion with the addition of three
dormers (following removal of conservation rooflight).

Since the last consideration by the Council new information had been
submitted by the applicant and the neighbour and there have been a
number of changes to the application. Following a discussion of all
salient points, a consensus emerged and it was proposed by Councillor
Miller, seconded by Councillor Rothwell and RESOLVED (unanimously)
that it be recommended that prior to determining this application the
planning officer together with the applicant and the neighbour should
meet on site to enable the officer to determine (i) whether or not the
required parking standards are met by the application; (ii) the accuracy
of the documents submitted and the veracity of the information provided
insofar as it relates to sight of the neighbour’s garden from the
development.

DC/23/00085 The Granary, Flatford, East Bergholt, CO7 6UL – Full Planning
Application – 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 including 2.2m high bin enclosure and
associated works.

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

DC/23/00371 South Bank of River Stour, Flatford Lane, East Bergholt –
Notification of works to trees in a conservation area – Pollard 9no
Willows (T1-T9) back to previous pollard points. Remove one stem
from 1no Willow (T10).

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

DC/23/0469 Holly Bank, Rectory Hill, East Bergholt, CO7 6TL – Householder
Application – Erection of a single storey rear extension (following
demolition of existing conservatory).

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

DC/23/00306 Tarn Hows, 4 School Lane, East Bergholt, CO7 6SW – Householder
application – Erection of part two storey, part single storey side
and rear extensions including conversion of existing garage.

It was proposed by Councillor Roberts, seconded by Councillor Allen
and RESOLVED (seven voted for, one voted against) that refusal be
recommended on the grounds that (i) the scale of the extension
exceeds the proportions of the properties in the immediate vicinity and
is an overdevelopment of the site; (ii) that there will be a reduction of
light to the neighbouring property; (iii) that the available parking space
does not meet the parking standards for a property with effectively five
bedrooms.

DC/23/00476 The Gables, The Street, East Bergholt, CO7 6TB – Planning
Application – Partial demolition and rebuilding of existing
boundary wall and other minor repairs as per Heritage Statement.

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

DC/23/00539 The Old Chapel House, Rectory Hill, East Bergholt, CO7 6TG –
Notification of works to trees in a conservation area – Remove
epicormic growth of 1No Fig (T1), Crown and prune 1No Maple
(T2), Reduce sides of 2No Beech (T3 and T4), Top 1No Beech
Hedge (H1).

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

DC/23/00555 Five Firs, The Street, East Bergholt, CO7 6SD – Householder
Application – Erection of outbuilding for use as garden
storage/workshop in rear garden (re-submission of withdrawn
application DC/22/04040).

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

DC/23/00544 The Maples, Heath Road, East Bergholt, CO7 6RL – Householder
Application – Construction of pitched roof to rear extension
(following removal of flat roof).

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

7.2 Planning correspondence

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

E. Application DC/22/03043 – The Red Lion, The Street, East Bergholt CO7 6TB

Councillor Roberts reported upon the Babergh Planning Committee which met on 25
January and refused the application by 6 votes to 4. The applicant had suggested he might
appeal. Councillor Roberts expressed concern about the report to committee and the officer
report at the committee neither of which were balanced and contained serious omissions
and errors. The Chairman, Vice-Chairman, Councillor Price and Councillor Hockley had met
earlier in the week and identified the main areas of concern. It was proposed by Councillor
Miller, seconded by Councillor Wombwell and RESOLVED (unanimously) that the Chairman
of the Council be authorised to write to the Chief Executive of Babergh DC setting out these
matters and seeking his response.

7.3. DC/22/01688 Condition 5 – The Red Lion, The Street, East Bergholt CO7 6TB

Following the last Council meeting and the subsequent meeting of the Roads, Footpaths and
Flatford Committee to which this was referred, the Chairman of the Council wrote to the case
officer stressing that the non-material amendment should not be determined positively
without the prior agreement of the Parish Council. That application was refused on the basis
that the proposal exceeds that which could reasonably be considered non-material and the
submission of a new planning application is required in order to fully assess all likely impacts
and potential harm.

8. Strategy, Policy and Finance Committee

8.1 Schedule of Payments and Income – It was proposed by Councillor Miller, seconded by
Councillor Rothwell and RESOLVED (unanimously) that the schedule of payments and
income be noted and the payments due for January 2023 amounting to £16,395.71 be
approved.

8.2 Bank Reconciliation Statement – The bank reconciliation statement for January 2023
was NOTED.

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9. Reports from Council Representatives on Outside Bodies

Babergh Alliance of Parish and Town Councils – Councillor Hurley reported that he was still
trying to contact this body.

Constable Hall Management Committee – Councillor Price reported that some window work
had been completed. The Warm Space Project was proceeding though was not being
publicised until works were completed and access to the hall was available. The Council was
surprised to learn that the Community Council was being charged rent for the use of space
for this project. Both the Council and Babergh DC had provided grant aid to the Constable
Hall Trustees towards this project and thought that the Management Committee should
consider very seriously how much they are charging and why.

East Bergholt Community Land Trust – Councillor Rothwell reported that the last meeting
had been cancelled and there was nothing to report.

East Bergholt/Barbizon Twinning Association – The Chairman reported that a visit to
Barbizon had been arranged for 26 May. With an eye to the future sustainability of twinning
the association is seeking to promote the visit to families with young children in particular,
with children going for free.

East Bergholt Futures – Councillor Woodcock reported on the successful hedgehog project
which is ongoing. East Bergholt is one of the leading villages in the area for saving
hedgehogs. More signs will be put up shortly and tunnel demand was pretty good.

East Bergholt Society – Councillor Wombwell reported that there had been no meetings and
none were likely. The Society will be seeking interested parties and may seek to reinvent
itself.

East Bergholt Sports Council – Councillor Woodcock reported on a recent eventful meeting.
The electricity costs were the main item and an electrician had been engaged and three
electric meters had been installed. Usage had been shown to be Tennis Club 49%, Pavilion
28% and lighting 22%. The last bill in December had been for £1790 which is not viable on a
regular basis. However, the new tariff and cost saving measures should reduce that
significantly.

Michael Hall, the Sports Field grounds maintenance contractor, recently had a fall in the
course of his main job on a local farm and suffered a bleed on the brain. He went home and
was recovering quite well when he suffered a stroke. He is back in hospital. Councillors
Woodcock and Hockley are visiting him from time to time. His current contract runs to the
end of March and it is unlikely that he will be fit enough to take up a new contract from 1
April. A temporary groundsman for up to six months will be sought for about six hours work
per week during which time we will be able to see whether Michael will be able to return at
some future date.

Council Nominated Trustees to Outside Bodies

East Bergholt United Charities – Councillor Price reported that Rodney Moss had resigned
as Chairman and the Vice-Chairman had also resigned. Both were staying on as trustees.

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Lettice Dykes Foundation – Councillor Rothwell reported that in view of her imminent
retirement the Rev Steph was stepping back from her leading role in the Foundation.
Advertisements were being placed inviting applications for grants which were in the region of
£200-£300.

Lambe School – Councillor Roberts reported that a meeting of Trustees had taken place on
17 January. Various works of maintenance had been identified as necessary. The Charity
was converting to a Charitable Incorporated Organisation as such status provided certain
advantages.

10. Cost of Living

Councillor Hurley reported that a meeting of the Community Support Group was scheduled
for 21 February. Since the last Council meeting the Community Support Group had launched
on social media. In addition, the WI had met and agreed to send representatives to the
Group.

Councillor Hurley circulated draft leaflets which the Group wished to distribute to every
house in the village. The first advertised the Warm Space at The Lion on 23 February at
which the CAB Sudbury and District would be in attendance to offer advice to any attendees.
The second contained broader advice about help available. A discussion ensued about the
production and cost of the leaflets, how they might be produced and distributed and how
they might be financed.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED
(unanimously) that (i) the Council supports in principle sponsoring the communications to the
village about the event on 22 February and about wider community action. (ii) Councillors
Hurley, Davies and Rothwell be authorised to approve the content of the leaflets, to be
circulated to the Parish Council for approval and to source appropriate printers and
distributors, with councillor volunteers distributing the first leaflet and a third party the
second. (iii) Costs to a maximum of £800 in total to be approved by the authorised members
and invoices to the Parish Council sent to the Clerk for payment.

11. Congregational Church

The Chairman reported that the Council was awaiting to hear from the Congregational
Church Solicitors regarding the preferred manner of transfer.

It was proposed by Councillor Miller, seconded by Councillor Davies and RESOLVED
(unanimously) that the Chairman be authorised to proceed with negotiations with the
Congregational Church Deacon and Federation Trustees to the point of a firm proposal to be
reported to the Council for consideration.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED
(unanimously) that preparations be made to establish a charity if necessary and to obtain
advice in order to understand the implications thereof.

12. Parish Council Election 2023

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The Chairman referred to the need for the Council to publicise the voter photo ID
requirement.

Open Forums for members of the public to engage with councillors had been arranged for 17
February and 11 March at The Lambe School. As many Councillors as possible were asked
to attend. As well as answering questions, members should encourage residents to put
themselves forward as candidates for election to the Council.

13. Council Website and Social Media

The Chairman presented the Assistant Clerk’s report directed towards improving the
Council’s communications and accessibility. Use of Facebook and Instagram were vehicles
to raise the local awareness of the Council and its services for the village and to engage with
residents.

It was proposed by Councillor Miller, seconded by Councillor Woodcock and RESOLVED
(unanimously) that the Parish Council sets up a Facebook page which is monitored closely,
primarily by the Assistant Clerk.

With regard to the Website update, the domain names for the current site had now been
transferred to the Council and discussions were continuing with regard to transferring the
website content. Detailed specifications for website requirements had been sent to two
companies and their responses were awaited imminently.

14. Coronation Celebrations

Councillor Rothwell presented the Assistant Clerk’s report upon her initiative to host a
Coronation Fayre on the Sports Field at Gandish Road on the Coronation Bank Holiday
Monday. Informal enquiries had attracted interest from a number of local businesses and
food vendors along with the Cricket and Tennis Clubs. The primary school and the Young
Explorers had also expressed interest. A scarecrow trail themed around the Coronation was
envisaged, with scarecrows located around the village for ‘spotters’ to locate. A prize could
be offered for the first to spot all the scarecrows. There may be the possibility of grant aid
from Babergh DC, but even so it was estimated that the organisational costs might only
amount to expenditure of up to £700 with hire charges for bouncy castles and the like taking
up some of that.

It was proposed by Councillor Rothwell, seconded by Councillor Miller and RESOLVED
(eight voted for, none voted against) that the Council coordinates a celebratory function for
the Coronation on Monday 8 May 2023 and that up to £700 be made available for the
purpose.

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

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED
(unanimously) that pursuant to the Public Bodies (Admission to Meetings) Act 1960 and the
Local Government Act 1972 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.

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16. Confidential Minutes

It was proposed by Councillor Miller, seconded by Councillor Rothwell and RESOLVED
(seven voted for, none voted against) that the confidential minutes of the meeting of 12
January 2023 be approved as a correct record.

17. Matters arising/Updates

None.

The meeting closed at 10.35 pm.

Date of the next Parish Council Meeting – Thursday 9 March 2023 at 7.30 pm at The Lambe
School.

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