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Town Council

Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 14 JULY 2014
at 7.15pm


Present:

Cllr J. Fisher – Chairman

Cllr Mrs M. Andrews

Cllr Sir Peter Batho

Cllr Ms L. Hailey

Cllr K. Howe

Cllr Mrs L Jardine

Cllr R Plant

Cllr D. Tricker





In attendance:

Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
PC Kevin Stollery
County Councillor Michael Gower
13 members of the Public
Richard Cornwell, EADT


PUBLIC FORUM

There were a number of thoughts on the latest Hopkin Homes application for 170 more houses.
Section 106 of the Town & Country Planning exists to create, improve or provide facilities and infrastructure within the town.

* If Plan A is approved there would be nothing to improve the town under Section 106 apart from the usual education provisions to cover increased classroom capacities in our schools and improvements to library facilities.
* Action Sax supports a full quota of affordable Housing as does the Town Council. However the idea that Plan A should include no provision for town improvements should be rejected and challenged. Section 106 exists to limit the impact of development on a community and it can be measured in all sorts of ways not just on the capacities of our schools to cope with more children.
* There is a history running through housing developments in Saxmundham in recent years of infrastructure being badly neglected even though provision is allowed for by statute.
* It was felt that a discussion through the Forum of the Saxmundham Partnership, which represents the opinions of everyone equally, ie. Saxmundham Town Council, Action Sax and the Businesses of Saxmundham (BOS) would be most beneficial. The discussion should enable all three organisations to submit their views individually to the Planning department.
* There is a time limit to meet with regard to the response of the application and Cllr Plant offered to arrange a meeting with the three organisations within the next few days.
* Comparisons between Plan A and Plan B need to be looked at. £300k spent on improving the general facilities for the people in our town should be weighed up against the loss of 8 affordable houses which are essential to our town. The infrastructure of our town has been seriously neglected over the last number of years.
* Club Sax – this Youth Club, after four years, is closing down after the summer holidays. There are major problems with regard to obtaining funding and the loss of staff members has left the club in a situation where they cannot legally continue. The Town Council were thanked for their support to Club Sax.
* Cllr Plant advised that the lack of youth provision in the town was outrageous and monies from our reserves should be used to provide this. He has researched the costs of providing a portakabin that is 6 metres by 12 metres at approximately £40k which could be placed next to the Scout Hut on the Memorial Field. Cllr Plant will do further research on this and will report back to the September Town Council meeting.
* There was some concern regarding proposed cuts to certain medical services at the doctors surgery but we haven’t received any notification of these.

REPORT FROM THE LOCAL POLICE: PC Kevin Stollery advised there had been 7 recorded crimes during June. The Police are doing regular checks of the Memorial Field since the reported discovery of a syringe but it turned out that this was historical information and none have been found for over a year. ( The Clerk produced a plastic tube used to contain filter tips that had been located on the Memorial Field by the Police.) PC Stollery repeated his statement that there was no evidence of any needles or syringes on the Field. However Seaman Avenue Play Area is in a very dilapidated state and needs urgent attention.
It was reported that a wooden carved figure had been stolen from the Church.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr M. Gower had previously apologised to the Clerk regarding his late arrival due to other commitments.

REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs Andrews had previously circulated a report regarding the Enabling Budget. (copy attached) The District Councillors receive £6000 each to donate to various projects during this financial year.
Cllr Sir Peter advised that there will be changes to bin collections but residents will be notified of this in due course.
Cllr Sir Peter advised of various children’s activities in Saxmundham during the summer holidays. There will be events on the Memorial Field on Tuesday 5th August.
Cllr Mrs Andrews gave her congratulations to the Free School for their Ofsted report.

AGENDA


4524.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 - Cllr Sir Peter declared an interest in the David Wilson planning application.
* 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 as managing the Fromus Centre on behalf of SCC. Cllr Tricker had received confirmation from the Monitoring Office at Suffolk Coastal District Council that he does not have a pecuniary interest – he has a non -pecuniary interest with regard to the Market Hall. Therefore he can continue to declare a non-pecuniary interest and can still speak and vote regarding the Market Hall.
* To Consider Full/Partial Dispensations for Pecuniary Interests – none declared

4525. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Mrs Sculley, holiday, Cllr Ms Trotter-Langlois, illness, Cllr Willett, work commitments

4526. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 9 JUNE 2014 TOWN
COUNCIL MEETING previously circulated: Unanimously agreed. Motion carried.

4527. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING: previously circulated

Action By Status


Action B258 World of Planning meetings – enquiries needed about dates for Cllr Willett
Town Clerk
3 Nov, Beccles Public Hall, 6 Nov Stratford St. Andrew, 20 Nov - Wangford Village Hall & 24 Nov SCDC Melton
Action: Public Forum – 3rd Bullet point
Memorial Field – vandalism of the Scout Hut and broken together with alleged needles strewn around
Town Clerk
Clerk contacted the Police who are patrolling the area and have found no evidence of syringes or needles whatsoever. Tubes found on the Memorial Field are from electronic cigarettes.
Action 4516 All bins have been researched
Town Clerk  Clerk has organised repairs where necessary


4528. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

746 Suffolk Police – Suffolk Neighbourhood Watch Association Newsletter
747 SCDC – Proposed ban of releases of Sky Lanterns & Balloons from land hired for events & activities by SCDC
748 SCDC Coastline Line – Have your say
749 WW1 Lights Out – 10-11pm 4 August 2014
750 NALC Communications Briefing
751 copy email from EDF energy – Response to letter
752 Galloway Coach Travel – World War 1 Centenary
753 SALC Sizewell Stakeholder report June 2014
754 SCDC Licensing Act 2003 –Mandatory conditions
755 email Community Action Suffolk – Suffolk Wheels 2 Work

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
262 Citizens Advice Bureau – AGM Wednesday 16 July 2014 6.30pm Community & Sports centre,
Aldeburgh, - Cllr Fisher to attend
263 Saxmundham Station Outline Business Plan – ongoing discussions.
264 SCC – Consultation on the Suffolk Advisory Parking Standards – The Councillors were encouraged to look at this and respond.
265 Suffolk Coastal Srvs Ltd – essential changes to the waste & recycling collection service – the refuse collectors are going to work longer hours but 4 days per week instead of five. This will enable great savings to the company but will retain the same service to residents. Collections will begin at 6am.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C441
Email Tracy Bolden
Saxmundham Farmers Market
Informing the Council of a request for assistance with this.
C442
Email Chris Burslem
South Entrance notice
The top end of The Layers, the large field on the right hand side of South Entrance as you go to Benhall, was previously used for recreational purposes with the owners consent. The current owners have given notice under a recent act that the public have 12 months to claim any right they may think they have to do this.
C443
SCDC
Recycling experience tours
Visits to Great Blakenham in groups of 8 on 11 & 12 September

4529. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:

The Town Clerk reported the following:-

* Unfortunately the problem with the traffic lights at South Entrance will remain for some time as there are increasing problems regarding the cost due to a Contractors staff fatality.
* Sax Music Fest report – the event is on Saturday 19th July on the Memorial Field and the Clerk encouraged the Councillors to attend and support.
* The Clerk had pleasure in advising that the Market Hall had been awarded the highest food hygiene rating for our kitchen.

Cllr John Fisher advised that the Headmistress of Saxmundham Primary School was retiring this month and expressed the Town Council’s appreciation for all she has done over the past number of years.

4530. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS RECOMMENDATIONS: Cllr Plant advised the following:
* To approve monthly Finance Report to the end of June 2014 – unanimously agreed. Motion carried.
* To consider the purchase of the Police Station – to be discussed ‘en camera’ at the end of the meeting
* To consider the purchase of 40 fruit trees for an avenue in memory to those who died in WW1. Cllr Plant advised monies not used during the first half of the year for the Station project could be used to fund this. He proposed we purchase 40 fruit trees, seconded by Cllr Fisher. Unanimously agreed. Motion carried.
* To consider the following requests for a donation:
Disability Advice Service - £200.00. There were 2 abstentions. Motion carried on majority vote.
Suffolk Accident Rescue Service - £600.00. 1 abstention. Motion carried on majority vote.
1st Saxmundham Guides – Cllr Plant advised that we had received colour photographs of the deteriorating condition of the Girl Guides storage facilities which will result in their equipment being destroyed. He thought we should match fund the cost of purchasing a container for their future use. £600.00. 1 abstention. Motion carried on majority vote.

Cllr Fisher advised that as Ms Trotter-Langlois is poorly it would be beneficial to appoint Cllr Lyn Jardine onto the Finance committee in her place. Unanimously agreed. Motion carried.

County Cllr M. Gower arrived and reaffirmed the Clerk’s report regarding the traffic light situation at the crossroads. He advised that this was a poor state of affairs and confirmed that he was in contact with the Contractors.

4531. TO RECEIVE A REPORT FROM THE COMMUNICATIONS COMMITTEE AND CONSIDER ITS RECOMMENDATIONS: Cllr D. Tricker reported:

* Cllr Tricker was appointed the Chairman of the Committee
* To consider the Terms of Reference of the Committee. Cllr Tricker advised that the committee had focused their attention on the Council’s website which needed updating. This situation was entirely down to the Clerk’s long sick absence and the increasing workload of the Chairman, John Fisher. Cllr Plant stated that he does not think it is right or proper that anyone other than the Town Council members of staff, the Town Clerk and her Clerical Assistant, should be able to update the website. Cllr Tricker had previously listed a number of recommendations urgently required on the website but Imogen, our Clerical Assistant has already completed many of these and will continue to complete them before the September Town Council meeting. Cllr Fisher thanked Cllr Tricker for the report. Cllr Mrs Andrews advised that the map which is in the centre of the Town Guide needs to be updated to include the new developments and will approach Christine Buttery to ask whether she would be willing to do this.

10 minute break ensued – Councillors urged to look at the planning applications

4532. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:
DC/14/1424/FUL/1425 KBC
Spoil Pension Fund
White Hart Hotel, 18 High Street, Saxmundham
Partial demolition of later rear extensions, internal alterations, extensions to the rear and general refurbishments to create a 104 cover restaurant and kiosk shop (in building) - & Listed Building Consent
The Council supported
this application although
they thought consideration should
be given with regards to
re-orientating the toilets to keep
the entrance away from the diners..
Unanimously agreed.
Motion carried.


DC/14/1497/FUL
Hopkin Homes
East of the current development Church Hill
Demolition of redundant farm buildings and construction of 170 new dwellings (inc 56 affordable units) with associated car parking, open space, landscaping, new vehicular access and pedestrian links.
The Council strongly
objected to this application
Insufficient affordable homes
Lack of money for
Infrastructure for Sax
Should have a through road.
Another exit from the site other
than Church Hill.
Will increase the already
dangerously congested area at
the traffic lights. Unanimously
agreed. Motion carried.


DC/14/1763/VLA
David Wilson Homes
Land west of 56 to 80 Mayflower Avenue, Sax
Cllr Sir Peter had declared an interest and left the room. Application to vary the Section 106 Agreement attached to planning permission C12/1123
Seeking to amend the wording
Relating to Open Space – an
extra 20 houses added to the
application resulting in the need
for them to keep the portakabin
on the land for a longer period.
The Council had no objection. Unanimously agreed. Motion
carried.


DC/14/1731/PN3
Mr J. Graham
Suffolk House, 13 High Street, Sax
Change of use of the first floor office accommodation into private living dwelling. The accommodation is independent to the shop premises beneath and requires no alteration to convert into a residential dwelling.
The Council supported this.
Unanimously agreed.

Motion carried


DC/14/1633/FUL
Mr M Bowles
Doric, 73 Fairfield Road, Sax
Extension to and re-modelling of existing bungalow to create two-storey building
The committee supported this.
Unanimously agreed. Motion
carried.


4533. TO APPROVE THE ADOPTION OF THE REVISED SUFFOLK CODE OF CONDUCT AND TO NOTE THE INFORMATION RELATING TO DISPENSATIONS AND TO CONSIDER ARRANGEMENTS FOR APPLYING FOR, AND CONSIDERING DISPENSATIONS: Unanimously agreed. Motion carried.


4534. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
* To consider future funding of Saxmundham News
Cllr Fisher advised that Chris Burslem had been editing Saxmundham News for the last two years with Leiston Press printing and distributing it. As Chris wishes to retire Leiston Press will do the editing in house with a charge of £120 per month for including Sax Town Council news as an insert. Cllr Fisher proposed we go ahead with this arrangement, seconded by Cllr Mrs Jardine. Unanimously agreed. Motion carried.

4535. TO CONSIDER DRAINAGE OF THE MEMORIAL FIELD AND SEAMAN AVENUE PLAY AREA:
Cllr Fisher has been investigating this problem and it appears that the Memorial Field was drained in 1923. A survey of the Saxmundham Memorial Field and adjacent recreation ground has been carried out, by a drainage contractor, and we are awaiting the report for recommendations.

4536. TO CONSIDER THE ARRANGEMENTS FOR ST. GEORGE’S WEEKEND 2015:

Cllr Mrs Jardine advised that since the circulation of the results of the working party she has agreed to run it but would need to refer to every Councillor on various aspects e.g. Promotional Activities – Communication Committee, Invitations to Charities, all Councillors etc. She advised that we should allow six months to set everything up - If things are not in position by that time a review of the whole situation would need to be done. So far she has found 31 tasks that need to be completed.
The Clerk has already booked Leiston Band for the Sunday afternoon, 26 April 2015. Periodic reviews with the working party need to be arranged every two to three months. Cllr Fisher thanked Cllr Mrs Jardine for all her assistance.

4537. TO CONSIDER THE PROMOTION OF OUR WEEKLY MARKET: Cllr Howe had recently read an article in the Coastal Scene regarding the revival of a weekly market. He had a meeting with Dr Wil Gibson and the following are some of the suggestions that were brought up:-

1) Designated Councillor or retired person who would have time to revive the market
2) Bunting over the street to inform visitors and residents alike about the Market
3) Flyers in the Supermarkets
4) History of the Market
5) An advertisement in the Trader
Cllr Tricker advised that he had heard a saxophonist at Wickham Market and thought the idea of a musician livening up the proceedings would be a good idea. Cllr Fisher has arranged a meeting with a member of Action Sax this coming Friday to discuss various ideas for the revival.

4538. TO CONSIDER REQUESTING 2 HOUR FREE PARKING FROM SCDC: Cllr Plant thought we should consider requesting this from Suffolk Coastal for the Market Place car park as most people who parked at the Church Street end of the town usually did not support either the businesses or the market at this end. He also thought that if this request is refused that maybe the Town Council might consider purchasing a one hour free slot in the car park on a Wednesday. Clerk to pursue.

4539. TO RECEIVE A REPORT FROM THE REPRESENTATIVES of DOG WARDENS: Cllrs Ms Hailey and Mrs Jardine have been working very hard on this project. They have ascertained where all the bins are situated, who owns them, the state of repair and ideas for improvements. Four additional bins are needed, three on the sites of the new developments. The developers will be approached to ascertain whether they would like to provide the three bins and the Town Council was asked to provide a bin for Saxon Road. Signage is needed on black bins to inform/remind residents that dog faeces can be bagged and put into these bins. Red bins which have a wooden support cost £155 each plus vat but need 2 yearly maintenance. The non-return bins similar to the one placed on the Memorial Field are £295.00 plus vat but have metal supports. The Town Councillors unanimously agreed the purchase of one of these and the Clerk will order one for Saxon Road. Motion carried.

4540. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Plant advised he will organise a Partnership Group meeting as soon as possible to enable them to make a separate submission regarding the planning application of Hopkin Homes.
He also requested that Youth of Sax be placed as an agenda item for future Town Council meetings.

4541. DATE AND TIME OF NEXT MEETING: 8 SEPTEMBER 2014 at 7.15pm

4542. A resolution was passed to continue the meeting past 10pm.

4543. To exclude the public under the Public Bodies (admission to meetings) Act 1960 on the grounds that publicity would be prejudicial to public interest by reasons of the confidential nature of the following business being transacted :

4544. TO RECEIVE A REPORT FROM THE PERSONNEL COMMITTEE AND CONSIDER ITS RECOMMENDATIONS:

4545. TO APPOINT A NEGOTIATOR TO PURSUE THE PURCHASE OF THE POLICE STATION:

4546. TO CONSIDER TITLE OF COUNCIL HELD PROPERTY:



Meeting closed at 10.15pm.




SIGNED _________________________________




DATED _________________________________

Page 6 of 6 Town Council Minutes 14 JULY 2014

· Page 1 of 7 Town Council Minutes 14 July 2014

 
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