Saxmundham Town Council
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 13 October 2014
Present: Cllr J. Fisher – Chairman
Cllr Mrs M. Andrews (left at the break)
Cllr Sir Peter Batho
Cllr K. Howe
Cllr Mrs L Jardine
Cllr R Plant
Cllr Mrs D Sculley
Cllr D Tricker
Cllr Ms C Trotter-Langlois
In attendance: Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
County Councillor Michael Gower (late arrival due to attending 2
7 members of the Public
Richard Cornwell, EADT
The presentation of awards for Saxmundham in Bloom 2014 was carried
out by our Chairman,
Cllr John Fisher who congratulated the winners of the various categories.
Best Front garden – Mr & Mrs Welfare
Best Small garden - Mr & Mrs Ashford
Best Hanging baskets - Mr & Mrs Winter
Drought garden - Yvonne Davey
* Raw sewerage has been running down Mill Road as the pipes are
inadequate. Anglian Water, having been informed by the residents,
have been unblocking the pipes weekly but the situation re-occurs
regularly despite this. The Clerk will contact Anglian Water. Action
* There will be a Public Consultation on work being done in St.
Johns Church this coming Saturday from 10am – 4pm. Some of
the pews that have been removed have been utilised for cupboard
doors in the new kitchenette. Please visit to see what has been
done and comment on future plans.
REPORT FROM THE LOCAL POLICE: (report attached)
PCSO Jason Cowles from Leiston reported 11 crimes had taken place
this month with no recorded Criminal Damage crimes to either dwellings
or vehicles and no recorded thefts or burglaries. The total number
of incidents have decreased from 16 to 11 from August. There have
been a number of arson attacks in rural areas and the public should
stay vigilant. Due to the fact there has been illness with some
of the Saxmundham force, police presence has been made available
from Framlingham and Leiston and they have been issuing a number
of parking tickets locally.
REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs Andrews reported that the Community Interest Levy will
replace Section 106 agreements in April and she thought that this
will be an improvement. S106 payments have been difficult to administer
and Saxmundham have not often received monies that have been needed
for the town. Once the system is under way Cllr Mrs Andrews will
report back. There are 100 pages about the new Levy on the website
with the various costs.
Cllr Sir Peter confirmed that the District Council offices at Melton
will be vacated by them and will hopefully be sold off for housing.
The District Council will purchase a new venue for their offices.
4563.TO RECEIVE DECLARATIONS OF INTEREST:
* To Receive Amendments to the Register – none declared
* To Receive Declarations of Pecuniary Interest in respect of Items
on the Agenda –none declared
* To Receive Declarations of Non Pecuniary Interest in Respect of
Items on the Agenda -
Cllr Tricker declared an interest as a volunteer director of SADCIC
who manages the Fromus Centre on behalf of SCC..
* To Consider Full/Partial Dispensations for Pecuniary Interests
- No dispensations required as no Pecuniary interest declared
4564. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE:
Cllr Ms L.Hailey, work commitments, Cllr D Willett, work commitments
4565. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF
08 SEPTEMBER 2014 TOWN COUNCIL MEETING previously circulated:
Unanimously agreed and signed. Motion carried.
4566. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:
Action By Status
Action Public Forum Footpath between Saxmundham & Benhall B1121
The location was skirted & cleared of veg on 25 July but will
be inspected again by SCC technician
Action Public Forum
Footpath from Mill Rise to Free School
Footpath was cut in August by the Public Rights of Way Contractor
- East Area Technician response – although some vegetation
exists the location is passable.
Action: Public Forum Play Area & Ditch near Thurlow Close
SCDC maintain this area and have been informed.
4554 Report from the County
Councillor Work on the traffic lights 20th October
Change of date –work due to begin on 17 Nov 2014 – Highways
will wait & see the outcome/effectiveness of these works before
considering the yellow box despite the fact that our District Councillors
requested the box in 2011. The timings on the Chantry Road traffic
lights seem to have been changed as the traffic is now tailing back
instead of clearing.
4567. TO CONSIDER CORRESPONDENCE RECEIVED:
A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
773 email SALC TOPCOY (older people) Website of the year 2014
774 Suffolk Neighbourhood Watch Association Newsletter
775 email SALC – e bulletin Sustainable Communities &
CIL – 1% only going to Town & Parishes
776 SCDC – Coastline
777 The Long Shop Museum – Engineering a great day out 26
778 email SALC SPCC’s Letter to Councillors (speed enforcement)
779 ESTA Members’ Bulletin
780 SALC – Power up Suffolk: Community Energy Workshop 1pm-4.30pm
13 November John Peel Centre, Stowmarket
781 email – March Commonwealth Day 2015 Town Councils &
Fly a Flag for the Commonwealth 9th March
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
268 email Community Action Suffolk – Suffolk Transformation
Conference, Friday 24 October 2014 – no-one available to attend
269 email Planning – email Pre-application advice advanced
letter regarding charges - circulation
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C446 Email SALC
Filming at Meetings – Seminar Wednesday 5 November at Elmswell
No-one available to attend.
C447 Email SALC LAIS important update Transparency Code
C448 Email Caroline Rinder east suffolk
Town & Parish Liaison Budget Review Meeting 25 November 6.30pm
Council Chamber Suffolk Coastal DC
District Councillors to attend
C449 Rights of Way
Emergency closure of Public Right of Way for six months from Seaman
Avenue to the A12
C450 Email Sarah Shinnie Nominations for the 2015 Suffolk Coastal
Business and Community Awards are NOW
C451 SCDC Public Consultation Community Infrastructure Levy –
Draft Charging Schedule completed forms due back before 1700 on
Monday 17 November 2014 Circulation
C452 Suffolk Police Neighbourhood Watch newsletter Circulation
C453 FOSS Report on Sax Railway Station
C454 David Simpkin
Saturday 6 Dec Christmas Tree Festival & Carols in the Square
C455 Elizabeth Hospice
Volunteer drivers needed
Article to be placed in Sax News
4568. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
The Clerk advised that the Core Strategy was adopted in July 2013
but this document only replaces part of the old Local Plan. The
next stage is to up-date the remaining ‘saved’ policies
and the Information pack containing policy information has been
circulated for thoughts and ideas to put forward to Planning at
Suffolk Coast District Council ( Feedback from Councillors essential.)
After the Community Meeting this coming Saturday 18th a meeting
needs to be arranged with Planning. Action – meeting to be
arranged with SCDC planning.
4569. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND
RECOMMENDATIONS: Cllr R Plant, Chairman of the Finance
Committee, advised the following:-
* To approve monthly Finance Reports to the end of September 2014
– Cllr Fisher proposed as correct, seconded by Cllr Mrs Sculley,
Unanimously agreed. Motion carried.
* To approve the Committees proposal regarding the planting of the
trees being supplied by the Woodland Trust in November – saplings
will be planted in the South west corner of the Memorial Field with
a few along the hedgerow near the boundary with the new building
site. Cllr Fisher proposed we pay a contractor to trim out the hedge
to prepare to plant up the gaps, seconded by Cllr Plant. Unanimously
agreed. Motion carried. Action – Cllr Fisher - source Contractor
. Cllr Howe advised that a chemical spray could be used for the
brambles but it was felt that it was not necessary to kill all the
various plants growing in the hedge.
* To consider the following requests for a donation – Vitalise
& Citizens Advice Bureau – Unanimously agreed not to donate
to Vitalise as they are not specific to Saxmundham. The Finance
Committee recommended a donation of £500 to Citizens Advice
but Cllr Tricker proposed we donate £1000 seconded by Cllr
Fisher. Unanimously agreed. Motion carried.
* To re-consider a contribution to the cost of a traffic regulation
order (TRO) in Brook Farm Road: Cllr Fisher felt that our decision
not to contribute earlier in the year was correct. However due to
the seriousness of the potential of an accident outside the Primary
School and the amount of work that the Police had undertaken in
regard to investigating various options, it was felt, on this occasion,
the Town Council would contribute. Cllr Plant proposed £1000,
seconded by Cllr Mrs Jardine. Unanimously agreed. Motion carried.
* To clarify expenditure for the Youth facilities – Cllr Plant
had circulated an update regarding this and had placed the expenditure
in the provisional budget. He explained that after he received service
level agreement he would request full approval from the full Council
for the expenditure to be placed in the budget.
* To discuss funding for the Market Hall – After a lengthy
discussion Cllr Plant proposed that the Council put aside £5000
from our reserves towards a Feasibility Study to engage Professionals
to produce various plans regarding the future makeover of the Market
Hall, seconded by Ms Cheleigh Trotter-Langlois. Cllr Sir Peter confirmed
his feelings of not spending large amounts of money on the Hall
as no matter how much we spend it will never have the facility of
its own car park. However there are a number of thoughts and ideas
regarding various options of use for the hall. Motion carried on
* To consider the provisional Budget and Precept for 2015/2016 –
the provisional budget had been previously circulated to all Councillors
for their thoughts. It is hoped that we will receive the final figures
regarding Council Tax from SCDC before our Council make their decision
regarding the 2015/2016 request for Precept.
4570. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:
Cllr Mrs Sculley advised that Jackey L had kindly donated a clock
for the outside of the Market Hall but unfortunately it is necessary
to have it radio controlled. Jackey has taken the clock back to
be altered and the anonymous donation of £100 previously received
will pay for this. Hopefully the clock will be erected within the
Cllr Mrs Sculley advised that it had been unanimously agreed not
to replace the flag pole at the present time. However Cllr Mrs Andrews
strongly disagreed with this decision as she explained that our
Market Hall is equivalent to a Civic Building and we should be able
to raise and lower flags when necessary. It is impractical to have
a flag pole installed high on the building but Cllr Fisher agreed
for us to research this matter further. Action – Cllr Fisher
The Clerk will investigate the painting of the railings and benches
outside the Market Hall and investigate the painting of the porch
which is not up to standard. Action - Clerk
4571. REPORT FROM THE COUNTY COUNCILLOR M. GOWER: Due
to previous meetings Cllr Gower who had just arrived gave his apologies.
He advised the following:-
* Sizewell are still awaiting the State II consultation. EDF will
probably begin this either towards the end of this year or in the
spring of next.
* There have been improvements for attainment in education in the
Primary Schools – reading up from 78% to 81%. Writing 68%
to 71% and maths up 3 levels.
* Aldeburgh are considering an alternative traffic management system
– Ben Bailey-Hamilton gave an interesting talk and can be
found on the website.
* Roles and responsibilities of the Local Authority need to be examined
– it is complicated and there are no easy solutions.
10 minute break ensued – Cllr Mrs Andrews left because of
family illness and County Cllr M. Gower left due to other commitments.
4572. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:
Mr David Higgins
25 Tennyson Road, Sax
To extend existing fence line along south boundary of property adjacent
to footpath on highway to enclose a parcel of land for storage of
Full support given
Mr A Good
Alterations inc barn conversion, rear extension & new conservatory
Full support given
Part land at
Erection of dwelling
The Town Council
felt too many buildings are being squeezed into the plot –over
development of the area, spoil the view of a listed house and extra
access onto the already busy highways. Strongly
Erection of rear single storey extension
Full support given
Mrs J. Phillips
23 High Street,
Alterations to separate building into self contained house and shop.
Full support given
Miss Donna Aspinall
Application to vary Condition 1 of DC/13/3263/ARM to allow substituted
4573. TO RECEIVE A REPORT FROM THE COMMUNICATIONS COMMITTEE
AND CONSIDER ITS RECOMMENDATIONS:
To consider the Terms of Reference of the Committee - Cllr Tricker
advised that the Terms had been agreed and unless otherwise needed
meetings would be quarterly. The committee could expand to four
members. Cllr Ms Trotter-Langlois stated she was not comfortable
with this committee as she thought it was duplication of work already
being accomplished by the Town Clerk and her Assistant. However
Cllr Tricker responded that they were looking at improvements in
communicating with the residents and had no intention of doing the
actual work. Cllr Tricker recommended adoption of the Terms of Reference,
with a small amendment, seconded Cllr Sir Peter. Unanimously agreed.
Motion carried. The Communications Committee could concentrate on
specific duties such as the Notice Board outside the Police Station.
The website is constantly being updated by the Clerk and her Assistant.
It was unanimously agreed that Cllr Mrs Jardine will join the committee
and the next meeting will be on Monday 3 November at 6.30pm.
4574. TO AMEND THE STANDING ORDERS TO INCLUDE RECORDING
OF MEETINGS: Cllr Fisher advised that more information
is needed and this will be deferred at present.
4575. TO CONSIDER FORBIDDING RELEASE OF BALLOONS AND SKY
LANTERNS FROM COUNCIL CONTROLLED LAND: After a debate Cllr
Plant proposed that we should not allow Sky Lanterns or balloons
on Council controlled land but Cllr Sir Peter thought we should
not ban balloons. Cllr Plant advised that helium balloons gave problems
to birds, particularly seabirds feeding their young. However Cllr
Sir Peter proposed we ban Sky Lanterns only, seconded by Cllr Tricker.
Unanimously agreed. Motion carried.
4576. TO REVIEW THE SECURITY OF THE COUNCIL OFFICE:
After a discussion regarding the security of the Town Clerk’s
office with particular reference to the computer systems and filing
it was agreed that Cllr Plant will review the policies in place
to ensure that our employees are totally protected. Action –
Cllr Plant. Cllr Tricker suggested that we may need to register
under the Data Protection Act. Clerk to investigate. Action Clerk.
4577. TO CONSIDER FUNDING CHRISTMAS STREET LIGHTING:
Cllr Howe reported on notification from the sub- committee of the
Businesses of Saxmundham regarding the arrangements for Christmas.
The event arranged by them will take place during the afternoon
of Saturday 6th December. There will be no road closures and the
businesses have expressed the desire to make their own arrangements
regarding Christmas decorations. The Clerk has ordered a large tree
and two small ones for the forecourt of the Market Hall. It was
unanimously agreed that the Town Council would not provide Christmas
lighting down the High Street.
4578. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Howe advised that there will be a meeting with a few people
this coming Wednesday regarding promotion of our weekly street market.
Various ideas are being muted to promote the market eg. advertising
in the Market Trader, music, bunting, lights around the stalls etc.
This is an ongoing project and will be reported on again.
Cllr Plant visited the Sizewell Operations Room which is thoroughly
prepared for emergencies
Cllr Ms Trotter-Langlois advised that SAVVY will be holding a Table
Top Sale in the Market Hall this coming Saturday (18th) from 10am-3pm
and would be pleased to have some support.
Cllr Mrs Sculley gave her early apologies for non- attendance at
the Remembrance Parade at Kelsale on November 9th.
Cllr Mrs Jardine advised that reminder letters regarding provision
of dog bins on the new building sites had been sent to the Contractors
but no reply has been received. At present the contractors provide
their own waste collection but when all houses have been sold it
is anticipated that this task will revert back to the Local Authority.
Two complaints from nine letters sent have been received regarding
the provision of a dog bin in Saxon Road. Information regarding
the exact position of the bin is being sought and once this has
been sourced the Clerk will order the bin.
Cllr Mrs Jardine advised that at present two entertainers have responded
to letters regarding entertainment for St. Georges weekend next
April, Leiston Band and Punch and Judy. Sax Library will provide
story telling or an Author. Brook Farm Residents Association will
be asked to participate also. Various local organisations and businesses
will be contacted regarding the food fayre and the working party
will meet in early November.
4579. DATE AND TIME OF NEXT MEETING: 10 NOVEMBER
2014 at 7.15pm
Meeting closed at 9.40pm.