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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 MEE TING
Thursday 9 April 2026 at The Lambe School, Gaston Street, East Bergholt

Present – Parish Councillors
Councillor J Miller (Chair of the Council)
Councillor N Roberts (Vice-Chair of the Council
Councillor M Burns
Councillor S Davies
Councillor M Hockley
Councillor M Hurley
Councillor L Matthews
Councillor J Price
Councillor R Smith
Councillor G Woodcock

In Attendance
G White, Parish Clerk
N. Reed, Media Consultant
Four members of the public

OPEN PUBLIC SESSION

The Chair welcomed the Members of the public to the meeting and invited them to speak.

John Whyman introduced himself as the Liberal Democrat candidate for the Constable
Division at the Suffolk County Council election in May. He said he had lived in Suffolk for 40
years and worked in agriculture and insurance, with 30 years’ experience in risk
management. He was now retired but played an active role in the community and had been
a District Councillor since 2023.

Zunaid Saiyed, the Green Party candidate for the Constable Division was visiting the Parish
Councils for the second time by way of introduction and to gain knowledge of local issues.
He did not wish to address the Council on any particular matter.

There were no questions from councillors for either candidate.

Debbie Dadds asked if there was any news on what was happening at the old Co-op store.
The Chair said that she had been told by the Co-op that signing up and announcing the new
tenant was awaiting the resolution of a legal issue which hopefully would happen soon.

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Debbie Dadds commented that hedgerows were changing. The norm used to be road, verge
and hedge but all too often it was now just road and overgrown hedge making it hazardous
for cars. She thought adjacent landowners should be responsible for cutting back hedges.

Councillor Price said that normally landowners should keep hedges off the highway and if an
overgrown hedge was causing a nuisance it should be reported to SCC who may issue an
enforcement notice following which SCC could act in default and recharge.
Councillor Hockley said he would be happy to talk to appropriate landowners and seek
agreement to cut back on an informal basis.

Adrian James asked about the Parish Council’s view on the ‘Greater Ipswich’ outcome of
local government reorganisation. The Chair said that the Council had supported the option
for three unitary authorities on the basis of three being better for democracy than one.
However, she was aware that there were risks associated with this outcome and groups of
interested parish councils were being formed to assert and protect local interests. The
3Valleys Group of Parish Councils was interested in planning and development in South
Suffolk and the Council had joined that group.

Councillor Roberts said his main concern was that Babergh and Mid Suffolk DCs were due
to commence the Joint Local Plan but both will cease to exist before the plan is anywhere
near completion. He thought new local plans should be for the new unitary areas. The Chair
emphasised that the Parish Council was taking steps to ensure it was heard. Mr James
thought the Babergh call for sites along the A12 corridor was a worry. Councillor Davies said
that as District Councillor she was involved in discussions on these matters and her concern
was that Ipswich might be looking to disperse its undelivered housing targets on villages
within the unitary boundary.

The Chair thanked participants and closed the Open Public Session.

174.25.26 APOLOGIES FOR ABSENCE

Apologies for absence received from Councillors Allen and Elmer and from County
Councillor Hall were NOTED.

175.25.26 DECLARATIONS OF INTEREST S OR DISPENSATIONS

None.

176.25.26 MINUTES OF THE COUNCIL MEETING OF 12 MARCH 2026

It was proposed by Councillor Roberts, seconded by Councillor Price and RESOLVED (Nine
voted for, none voted against) that the minutes of the Council Meeting of 12 March 2026 be
approved as a correct record.

177.25.26 MATTERS ARISING/UPDATES

Minute 163 – Councillor Roberts enquired as to progress with the Website Accessibility
Statement. The Clerk was only able to say that it was still with the consultant, but he will
make further enquiries next week.

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Minute 172 – The Chair reported that whilst prospective candidates for co-option had spoken
to either her or the Clerk, no formal applications had yet been received.

178.25.26 CHAIR’S REPORT

The Chair presented her written report, expanded upon it and invited questions.

Councillor Matthews asked about the current position regarding the property in Foxhall
Close. The Chair said that she and Councillor Davies had visited the premises this week and
had been told that it was due to receive a facelift, not a full refurbishment which would render
it habitable in the very near future. Idaway is designed to be accessible and the premises are
intended only for temporary residence for people with accessibility issues and their families
before more permanent and suitable homes could be found.

Councillor Price referred to the Dedham River Water Meadow issue which is the reason why
the completion of an accessible path for disabled people had been prevented a few years
ago.

At that time the landowner did not want to see increased use of the footpath and the
associated visitor nuisance/litter/parking problems as a result of the path being made
accessible for disabled people. The Chair commented that the landowner seemed to be
using the field as a car park more recently and Dedham Parish Council working group had
involved all the local responsible authorities to ensure that the legal position of such use for
28 days per annum was enforced.

The Chair’s report was noted.

179.25.26 COUNTY AND DISTRICT COUNCILLORS’ REPORTS

The County Councillor’s final report, which had been circulated, was noted. The Chair
understood the difficulty for back bench County Councillors to get things done, but County
Councillor Hall had done her best. The Council offered its grateful thanks to County
Councillor Hall for her efforts over five years on behalf of the Parish Council and wished her
well for the future. The Clerk was requested to convey these thanks and good wishes.

District Councillor Davies presented her report, which had been circulated, and expanded
upon it. She has attended the opening of two suicide prevention benches at Shotley which
she described and considered to be powerful additions to that locality. Councillor Hurley
wondered if this was something the Council could pursue and he and Councillor Matthews
volunteered to explore further. The Chair added that it might be possible to draw in the
Community Council to the discussions.

180.25.26 CORRESPONDENCE

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

Date Sender Subject
1. 28/03/26 SARS Thanks for grant aid
2. 07/04/26 3Valleys PC Alliance
Group
3Valleys Parish Council Alliance Group

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181.25.26 PLANNING

181.1 Planning Consultations received

DC/26/00580 Penlan House, 8 School Lane, East Bergholt, CO7 6SW –
Householder application – Proposed single storey extension and
partial garage conversion with raised new flat roof.

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

DC/26/01054 The Flat. The Pharmacy, Gaston Street, East Bergholt, CO7 6SE –
Application for listed building consent. Internal works.
Reinstatement of lath and plaster ceiling and installation of
suspended grid ceiling with tiles, lights and services.

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

DC/26/01055 The Flat. The Pharmacy, Gaston Street, East Bergholt, CO7 6SE –
Application for listed building consent. Internal works as per
Heritage Impact Statement.

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

DC/26/01196 Willy Lotts Cottage, Flatford Lane, East Bergholt – Application for
listed building consent. Introduction of temporary structural
propping to be installed to support the first floor timber
structure.

It was noted that this application was for temporary works but no
indication was given as to when permanent works would be
undertaken. The Chair said she would make enquiries of the National
Trust, but for now the works applied for were necessary to keep the
building stable.

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

181.2 Planning Correspondence

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The correspondence received from the Local Planning Authority as set out on the planning
list, concerning determined applications was NOTED.

182.25.26 STRATEGY, POLICY AND FINANCE COMMITTEE

182.1 Schedule of Payments and Income – It was proposed by Councillor Hockley seconded
by Councillor Price and RESOLVED (unanimously), that the schedule of payments, income
and bank transfer be noted and the payments due in March 2026 amounting to £30,919.32
be approved.

182.2 Bank Reconciliation Statement – The bank reconciliation statement for March 2026
was NOTED.

182.3 Budget Monitor 2025/26 – The Clerk presented his report on the budget monitor for
2025/26 together with the associated spreadsheets. Overall, the Council has spent
£162,996.09 in the financial year, which exceeded the precept by £2,996.09 though
underspent the budget by £44,387.41. One committee had overspent due to extenuating
circumstances but that overspend was contained within underspends in other committees.
The expenditure of all other committees was within their budgets. The Chair congratulated
committee chairs for achieving balanced budgets.

183.25.26 OTHER COMMITTEE MATTERS

Neighbourhood Plan Committee – The Committee Chair’s written report was noted.

Roads, Footpaths and Flatford Committee – The Committee Chair’s written report was
noted.

Young People Committee – The Committee Chair’s written report was noted. Councillors
Davies and Matthews asked how the Youth Club was going. Councillor Burns said it would
be relaunched during the next week with an additional session for the older age group. Two
sessions were being undertaken as an experiment to see whether this proved more popular
amongst both age groups.

Community Events – Councillor Matthews reported that future events were being trialled at
Fields Farm to see if that venue was more attractive to residents than the Lambe School.

Summer Fair Working Group – The Working Group Chair’s report was noted. The Chair of
the Council was pleased to see enhanced involvement from the Community Council.
Councillor Burns said that all councillors were on the list for volunteering duties on the day of
the Fair, and should contact her if they were unavailable.

In Our View – The Parish Council Co-ordinator’s report was noted. The Chair of the Council
said it was good to see village organisations making an effort to support this initiative.

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Councillor Price said that Constable Hall was now in a position to apply for grant aid for
external works. The Strategy, Policy and Finance Committee will consider any application at
its meeting on 7 May.

184.25.26 VILLAGE PCSO PROPOSAL

The Chair presented her report, which had been circulated, and expanded upon it. She said
that the report contained details of what a PCSO does and things which would attract the
attention of a PCSO. Crime statistics are summarised in the report. The emphasis of the
post is on community liaison. The proposal is to share a PCSO with Brantham with each
paying half the cost on a two year contract.

Councillor Matthews read out letters from the current village police officer who has 24
villages to oversee. The assistance of a PCSO would help in managing her workload by way
of a high visibility presence and dealing with some of the new issues which have arisen as a
result of the influx of new residents to this and other villages. The current Suffolk
Constabulary PCSO’s letter stated that she had 50 villages within her remit so could not give
them all constant attention; her role being a responsive one in her catchment area. This
contrasted with a PCSO paid for by two parishes with a remit limited to those areas.

Councillor Smith thought access to the village by car was quite important to get round the
whole village properly, though he would like to see a PCSO on foot as much as possible.

He commented that an agreement with Brantham PC would be necessary as to how to split
the duties between the two, not least because East Bergholt has the High School and a
presence at start and finish times would be useful. Councillor Price concurred with this as he
thought a presence would stop motorists delivering and collecting pupils from unlawfully
driving on the pavements.

Councillor Davies said that whilst a lot of nice words had been spoken there was no hard
evidence anywhere that PCSOs make an actual difference in rural areas. The Chair pointed
to Thurston as a reference point though Councillor Davies still required more in order to
make a decision.

Councillor Hockley noted the perception of the public and that in general they feel better and
supported the proposal. He would support the proposal on that basis.

The Chair acknowledged that she had been unable to find hard statistical evidence either,
just the general verbal evidence such as that from Thurston Parish council

Councillor Burns considered that the Council would not normally spend £26k on this sort of
thing. Moreover, two and a half days is insufficient. She remained unconvinced.

Councillor Roberts asked whether we need a PCSO and what difference it would make.
Does this report help us to decide? Is there a real issue to solve? Ask yourselves, would this
person make a difference to life in East Bergholt? If so, why not go for a whole PCSO and
not just half?

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Councillor Hurley thought the statement that ‘paying £26k based on feelings’ was dismissive.
The pre-emptive approach of a PCSO is important via the schools etc. It is worth the money
for the aftercare.

Councillor Price considered such a person would be Our PCSO and we would have control
over the duties. Concerning mounting the pavement at the school, one day of a PCSO abe
to address the problem would solve the issue and is worth trying.

Councillor Hockley said the people he had spoken to were enthusiastic and it was worth
trying for two years.

Councillors Roberts and Smith thought key performance indicators were essential and
Councillor Davies said she could only vote for this if there were KPIs on relevant things.

Councillor Matthews said it was all about building relationships and no-one else does that in
the village.

It was proposed by Councillor Miller, seconded by Councillor Hurley and RESOLVED (eight
voted for, two voted against) that this Council approves in principle the arrangement to
procure a PCSO service working 50/50 with Brantham Parish Council, subject to final
contract terms and conditions with the Suffolk Constabulary being satisfactory.

The Chair said that having accepted the principle, there is still the detailed contract to be
discussed and KPIs can form part of those discussions.

185.25.26 REVIEW OF COUNCIL POLICIES

The Clerk presented his report and accompanying draft policies.

It was proposed by Councillor Roberts, seconded by Councillor Miller and RESOLVED
(unanimously) that the Parish Infrastructure Investment Plan attached to the report be
approved and adopted.

Councillor Davies enquired whether the council used equality impact assessments in the
determination of applications for grant aid and in spending on its other projects. The Chair
said the council had not performed such assessments to date and she was unsure the
council had the right skill sets and asked if Babergh could advise us. Councillor Davies said
she would seek further advice on this.

It was proposed by Councillor Davies, seconded by Councillor Burns and RESOLVED
(unanimously) that the Reserves Policy attached to the report be approved and adopted.

Councillor Smith presented his report on IT policies and the policies which he had drafted
having regard to the Council’s circumstances and the legal requirements.

It was proposed by Councillor Smith, seconded by Councillor Miller and RESOLVED
(unanimously) that the Data Protection Policy, Information Technology, Communications and
Acceptable Use Policy and the Privacy Notice, all attached to the report be approved and
adopted. The Chair thanked Councillor Smith for his work in providing these documents on
complicated technical issues in such a readable format.

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The Chair presented the Flow Chart she had devised for Sports Club Funding which derived
from the Council’s approved policies. It was hoped this would enable the Sports Clubs to
follow the appropriate procedure for their funding applications. The flow chart was
unanimously welcomed by the Council.

186.25.26 URGENT COMMUNICATIONS

None

187.25.26 KEY POINTS FROM THE MEETING

The main points from this meeting for further publicity were:

The PCSO, the Budget Monitor and the three unitary authorities for Suffolk.

The meeting closed at 9.34pm

Chair……………………………………………… Date…………………………………

Date of Annual Parishioners Meeting, Thursday 14 May 2026 at 7pm followed by the Annual
Parish Council Meeting.