Cllr John Fisher welcomed everyone to the meeting.

1.   ELECTION OF CHAIRMAN: Cllr Fisher proposed Cllr B Jones, seconded by Cllr Cooke. All in favour. Motion carried

2.   TO RECEIVE THE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT: Signed by Cllr Jones, and witnessed by the Clerk.

                     3. ELECTION OF VICE CHAIRMAN: Cllr Jones proposed Cllr Palman, seconded by Cllr Mrs Damiral-

                       White. All in favour. Motion carried

Cllr Jones gave his personal thanks to Cllr Fisher for all his hard work and dedication in the last two years as Chairman.

4.   APOLOGIES FOR ABSENCE: Cllr Mrs M Andrews, holiday, County Cllr R Leighton, meeting, Inspector Neil Reid

5.   TO APPOINT A REPRESENTATIVE FOR THE PRIMARY SCHOOL GOVERNOR: Cllr Fisher proposed Mr John Jackson, seconded by Cllr Willett. All in favour. Motion carried.

                     6.   ELECTION OF THE FOLLOWING COMMITTEES :

                     6.1 Planning Committee – Cllrs Mrs R Damiral-White, J. Fisher, K. Howe, R. Warren and D. Willett.

6.2 Market Hall Management Committee – Cllrs Sir P Batho, K. Howe, G. Moye, Miss B Peall and Mrs D Sculley.

6.3 Policy & Resources Committee - Cllrs Mrs M Andrews, Sir P Batho, G. Cooke, J. Fisher and Ms C Trotter-Langlois.

6.4 Personnel Committee – Cllrs Sir P Batho, Mrs M Andrews, G. Cooke and K. Howe

6.5 Play Area Youth Party , Cllrs J. Fisher, Miss B. Peall and Ms C Trotter-Langlois

                     7.   NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:

7.1 Footpath Warden - Cllr J Fisher

7.2 Saxmundham Welfare Charities – Cllr G Moye and Mr J Jackson

7.3 Community Education Support - Cllrs Mrs M Andrews and Col R Warren

7.4 Crime Reduction Partnership – Ms Maddie Gallop and Cllr J Fisher

7.5 SALC – Someone outside the Town Council will be asked to fulfil this role

7.6 Sizewell A and B Stakeholder Group – Cllr Mrs M Andrews

7.7 Press Correspondent – Ms M Gallop

7.8 CATS – Cllr M Palman

7.9 CYDS – Cllr Ms B Peall

7.10 Anglia in Bloom – Cllr K Howe

7.11 Businesses of Saxmundham (BOS) - Cllr D Willett and Ms M Gallop

7.12 ESTA – Cllr K Howe

7.13 Citizens Advice Bureau – Cllr M Palman

7.14 Tree Warden – Cllr J Fisher

7. 15 Dog Warden – Cllr G Moye

Above nominations were unanimously approved. Motion carried

8.   TO APPOINT AN INTERNAL AUDITOR: suggested as previously used, Heelis & Lodge. As the Internal Auditor was competitive in price and fulfilled the needs of the Council Cllr Mrs Damiral-White proposed Heelis and Lodge should be appointed for the coming year. Seconded by Cllr D Willett. All in favour. Motion carried

9.   TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER: Cllr Jones proposed Maddie Gallop (Town Clerk) as the RFO, seconded by Cllr Cooke. All in favour. Motion carried .

10 .    TO RE-AFFIRM CHEQUE SIGNATORIES: 5 Signatories – Cllrs Mrs Andrews, Sir P Batho, J. Fisher, B. Jones and the Town Clerk. (2 signatures needed at all times)

TO BE FOLLOWED BY AN ORDINARY MEETING OF SAXMUNDHAM TOWN COUNCIL

                    A presentation of the SABRE Award ( Saxmundham Award for Business and Resident Enterprise).

                    The SABRE Award is awarded to the person or business, who in the opinion of the judging panel, has worked extensively for the benefit of

                               Saxmundham and its residents or “gone the extra mile”. Deferred until next month.

PUBLIC FORUM

• The problem of boy racers in the Market Place continues. Reports of racing around the Market Place from 10pm until 2am and another evening racing occurred at midnight. The Police need evidence such as registration numbers and calls when the events occur.
• The subject of installing bollards was raised yet again but this has been discussed on a number of occasions with Highways – the footpath in the Market Place is too narrow.
• General driving in the Market Place is appalling and the pavement is used as an extension of the road. The state of the yellow lines in the Market Place is dreadful because the lines are really fading. Station Approach yellow lines have also faded. Clerk to contact Highways.
• Youngsters often shouting outside because they have nowhere to go.
• Disabled drivers continue to park inconsiderately. Sgt Goddard will speak to her local staff about these problems and make them a priority for SNT.
• Sgt Goddard will speak to her local staff about these problems and make them a priority for SNT.

REPORT FROM THE LOCAL POLICE : Sgt Goddard repor ted (attached)

• South Entrance is a very difficult site for use of the speed gun. An extension of the 30mph speed limit was discussed because it appears that it would assist the problem

REPORT FROM THE COUNTY COUNCILLOR : County Cllr Rae Leighton had sent his apologies as he was attending another meeting.

REPORT FROM THE DISTRICT COUNCILLORS : Nothing to report at present .

Cllr Sir Batho was asked if he knew the cost of SCDC sending out a letter concerning the Council Tax because the original one had typographical errors. The expense was obviously extremely high but it is a legal requirement for this kind of action to be taken.

                    3443.   DECLARATIONS OF INTEREST:

Members are invi ted to make any declarations of personal or prejudicial interests that they may have in relation to items on the agenda and are reminded to make any declarations at any stage during the meeting if it becomes apparent that this may be required when a particular item or issue is considered. None declared.

3444.   APOLOGIES FOR ABSENCE: Cllr Mrs M Andrews, holiday, Inspector N Reid, County Cllr R Leighton, meeting, Cllr D Willett, work commitments

                    3445.   MATTERS TO BE RAISED UNDER AGENDA ITEM 21:

                    3.1 Memorial Board – Cllr Mrs R Damiral-White

                    3.2 SABRE Award – Cllr Jones

                    3.3 Grant for Playbus – Cllr Jones

                    3446.   MINUTES OF THE 6 th APRIL 2009 MEETING previously circula ted :

Amendment to 3436 planning. C09 0574 Land to the rear of Bay House was discussed on the 27 th April but C09 0238 will be discussed this evening.

                    3447.   MATTERS ARISING THEREFROM:

3417 – Meeting of SADCIC will take place on Monday 18 th May at 7pm in the Market Hall.

3448.   CORRESPONDENCE:

A – CORRESPONDENCE TO BE CIRCULATED: For information only

341   Town Telegraph

342   The Local Councillor

343   SCDC agenda & minutes

344   SALC Annual Training Programme

345   SCDC Free talk on conserving energy in your old house – Riverside Community Centre, Stratford, Thursday 14 th May 7.30pm – 9pm

346   EEAPTC – information

347   Equality & Human Rights Commission - Public Sector duties

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

72     Suffolk Coastal's position on latest Local Government Review Announcement - Clerk to reiterate Saxmundham Town Council's original  

         views on the proposed Boundary changes.

73    Animal Aid's Compassionate Charter - will we adopt it - Circulation

74    C & Horrocks-Hopayian requesting financial assistance - not appropriate for Town Council funding

75    ESTA 150th anniversary - who would like to join the 100 club style lottery - circulation

76    Suffolk Acre - Good Neighbour Scheme - Clerk to do article in the next Sax News

C –   OTHER CORRESPONDENCE RECEIVED TO DATE:

C129	Email Ben Wright	Dog Bins complaint no 200909525, 3 rd email	Ask Cllr Moye to investigate
C130	Sizewell Parishes Liaison Group	Constitution and minutes from the April meeting	Circulation
C131	SALC Admin	E-Bulletin for County Associations & National Council	Circulation

 

3449.   CHAIRMAN'S ANNOUNCEMENTS: Cllr Jones did not have anything to announce.

The Clerk thanked Cllr Fisher for his kindness and assistance during his two year period of Office.

 

3450.   FINANCE REPORT:

To approve the monthly finance report to end of April 2009(as attached). As the Bank Statements had not been received ratification of the accounts was deferred.

 

 

3451.   TO CONSIDER ARTICLES NEEDED FOR NEW EDITION OF SAXMUNDHAM TOWN GUIDE

   Cllr Mrs Andrews had written to a number of contributors for articles and the Councillors were reques ted to let her have any relevant information as soon as possible.

 

3452.   CONSIDERATION OF GRANTS TO VOLUNTARY BODIES FOR 2009/2010 ( £ 935.88 available)

   It was unanimously agreed that we would donate £1000 this year. After some discussion it was decided to give the same grants as last year to those who had applied. As this amoun ted to £1050.00 the Councillors unanimously agreed this amended figure. Motion carried

Leiston, Saxmundham & District Citizens Advice Bureau     £200.00

CATS                                                                        100.00

Saxmundham Adventure Playground                                300.00

Saxmundham 1 st Responders                                        100.00

Saxmundham Museum                                                   150.00

CYDS                                                                         100.00

Suffolk Accident Rescue Service                                       50.00

East Anglian Air Ambulance                                              50.00

 

TOTAL                                                                   £1,050.00

3453.   CONSIDERATION OF NEW DOG BIN FOR THE TOP END OF ALBION STREET : It was agreed to ask Cllr Moye to look into this matter.

 

3454.   NOMINATIONS FOR SOMEONE TO REPRESENT THE TOWN COUNCIL WITH REGARD TO THE RECOMMENDATIONS FOR THE FUTURE USE OF THE MIDDLE SCHOOL: Cllr Jones will keep the Council informed of any developments regarding the Middle School.

 

3455.   TO CONSIDER THE FINDINGS OF THE SPEED CONTROL SUB-COMMITTEE:

   Cllr Cooke had circula ted a report on the findings of the working group and was warmly thanked. Cllr Mrs Damiral White proposed a 100 yard extension of the 30mph speed limit in South Entrance. Seconded by Cllr Cooke. 2 votes against – remainder for. Motion carried on majority.

 

3456.   TO CONSIDER REQUESTING YELLOW LINES IN PARK END near the junction in Mill Road on the east side. The Parking group will look into this matter when they have their next meeting in a couple of weeks.   

 

3457.   TO CONSIDER FUNDING AND CONSIDER ERECTION OF A YOUTH SHELTER ON SEAMAN AVENUE PLAY AREA: Cllr Ms Trotter-Langlois repor ted that SAVVY have the money to install a shelter on the Seaman Avenue Play Area. Cllr Cooke proposed the Town Council give permission for this, seconded by Cllr Miss Peall. All in favour. Motion carried . Cllr Trotter-Langlois advised that the youth of Saxmundham would appreciate swings being put back on Seaman Avenue Play Area. They prefer a hexagon swing for the ages of 7 upwards and Cllr Miss Peall proposed that we utilise the money in the Playspace fund and SAVVY purchase the swing which will cost approximately £11000-£12,000. Seconded by Cllr Cooke. All in favour. Motion carried . Cllr Jones thought the Gas Company should be approached to assist with funding.

 

3458.   TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White repor ted :

 

To consider the following applications:

C09 0238

Mrs Woods

56 Brook Farm Road Saxmundham

Extend garden fence to the end of the boundary

The Council opposed the application as they thought it was inappropriate for the area

 

The Planning Committee met on the 27 th April and considered the following three applications:

 

C09 0574	Mrs Skinner	Land to the rear of Bay House, 22 Market Place , Saxmundham	Erection of two dwellings (existing outbuildings to be demolished)	As in previous applications the committees opinion had not changed and they thought that the site was far too small for two cottages and grave concern was expressed about vehicular access
C09 0502	Mrs Stebbings	Land at 45 Fairfield Road , Saxmundham	Construction of three four-bedroom detached houses with garaging & new vehicular access	The meeting was closed to enable a member of the public to speak. Committee would not support this application due to it being too close to the back boundary and distinct loss of privacy to the neighbours in Henley Close and Fairfield Road . It has very unsuitable traffic access onto Fairfield Road .
C09 0454	Agent Paul Merrett	Cottage Farm, Clay Hills Road , Saxmundham	Erection of one and a half storey & single storey extensions	The Committee suppor ted this application

 

 

Other correspondence received:

Planning permission gran ted from SCDC and two refusals from SCDC

 

  

C09 0297	Waitrose	Somerfield Supermarket Church Street	Condensing units on existing flat roof & service yard	SCDC permission 24 April 09
C09 0311	Waitrose	Somerfield Supermarket Church Street	Erection of window, wall moun ted & free standing signage & advertisements	SCDC permission 24 April 09
C09 0405	Mrs S Pastor	The Store 46 High Street Saxmundham	Erection of wooden board sign & double sided hanging sign	SCDC permission 05 May 09
C09 0083	Samkin	28 Chantry Road , Saxmundham	Retention of 13 lock up container storage units & erection of 5 additional container units	SCDC permission 16 April 09
C09 0432	Mrs Mallion	52 Heron Road , Saxmundham	Erection of front porch	SCDC refusal 05 May 09
C08 0534	Mr & Mrs Brown	51 Rendham Road Saxmundham	Erection of single-storey front porch	SCDC refusal 05 May 09

                    3459.   TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE:

Cllr Jones advised speeding had already been discussed and confirmed that he is in the process of updating the old computer in the Webster Room for Councillors who may wish to use it.

 

3460.   TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Fisher, who had chaired the Market Hall meeting, repor ted :

Urgent action is required regarding the window in the Market Hall overlooking HG Crisps. The wooden sill and mullions are rotten and are letting in water into the wall and into the extension of Crisps. The Clerk has liaised with the Conservation Officer at SCDC and he is planning to visit the site this week. Three quotations had been received for renewal of the Internal swing doors. Cllr Miss Peall declared an interest. Cllr Jones proposed LTC , seconded by Cllr Howe. 2 abstentions, the remained vo ted for. Motion carried on majority .

3461.   TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:

The Town Clerk advised the deadline for the next issue is Monday June 1 st and welcomed any articles.

 

3462.   TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:

   Cllr Sir Batho repor ted on the above C correspondence from Sizewell Parishes Liaison Group and advised that progress was very slow. The expanse of parishes is so wide resulting in a diversity of opinion and action is not moving forward as quickly as he would have liked because this subject does have a certain amount of urgency.

  Cllr Howe advised that the new postcards for Saxmundham in Bloom are on sale in Crisps. Successful negotiations have taken place with Waitrose regarding funding and the Clerk had received a cheque today.

 

3463.   OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item 3:

 

3.1 Memorial Board – Cllr Mrs R Damiral-White – this project was deferred some time ago because of limi ted funds. Quotations will be reques ted as soon as possible.

3.2 SABRE Award – Cllr Jones proposed that Cllrs Cooke, Mrs Damiral-White and Mrs Sculley

form a committee to agree the next years nominations before the end of March and give recommendations to the Town Council of the award at the following meeting in April

3.3 Grant for Playbus – Cllr Fisher declared an interest. A grant had been reques ted towards the funding of a new generator. This had since been purchased by using funding that was reserved for other uses. Cllr Jones proposed the Town Council donate £180.00, seconded by Cllr Miss Peall. 8 vo ted for, 1 against and 1 abstention. Motion carried on majority.

 

 

3464 .    TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2009/10 AND THE DATE OF THE ANNUAL TOWN MEETING 2010:

   8 June; 13 July ; 14 September; 12 October; 9 November; 14 December; 11January 2010; 8 February; 8 March; 12 April; 10 May: Town Meeting – 19 April 2010.

 

The meeting closed at 10.10pm

Cllr Cooke gave his apologies for non attendance of meetings until the 12th October as he will be abroad on holiday.

 

 

 

Signed............................................................................Dated....................................................