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Saxmundham Town Council
Market Hall
High Street
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
www.saxmundham.org
townclerk@saxmundham.suffolk.gov.uk


Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 10 February 2014
at 7.15pm


Present:

Cllr J. Fisher – Chairman                     Cllr R. Plant

Cllr Mrs M Andrews                             Cllr Mrs D Sculley

Cllr Sir Peter Batho                             Cllr D. Tricker

Cllr Ms L Hailey                                   Cllr Ms C. Trottr-Langlois

Cllr Mrs L. Jardine                               Cllr D. Willett


In attendance: Ms M. Gallop, Town Clerk
PCSO Thora Taylor
7 members of the Public
Mr Bob Clench SCC
County Councillor Michael Gower

PUBLIC FORUM


* Mr Clench from the County Council kindly attended the meeting to assist with a number of problems.
* A safety survey has been carried with regard to placing double yellow lines outside the school in Brook Farm Road. There will be an informal consultation to request views from residents in that area followed by formal traffic regulations and the responses received will be formally considered. If there are a number of unsolvable objections to the yellow lines the Rights of Way committee has to decide. After a meeting with a number of organisations it was agreed that double yellow lines on the housing side would create too many objections. Other attempts have been tried in the past but due to numerous objections resulted in the proposed plans being abandoned. It gets very dangerous with all the residents parking in the street particularly when the School Bus arrives. The Police pointed out that there are ongoing problems where the very wide road narrows considerably as cars park on both sides of the road. This leads to a dangerous situation when the buses do not have enough room to get through. The yellow lines would be placed just outside the school and into the radius of Ashford Close.
* Traffic lights at the Crossroads – scheme with filter lanes, beginning of work is imminent – by the end of the financial year. (approximately 6 weeks)
* Rendham Road – much work has been completed recently particularly with regard to the flooding.. Speeding in Rendham Road- survey undertaken in March resulting with 85% of the cars not causing concern.

REPORT FROM THE LOCAL POLICE: (report attached)
PCSO Thora Taylor reported:
* 6 crimes only were reported.


* 3 thefts from the supermarket, 1 arson – roof of a car set light to and 2 criminal damage with 4 arrests so far.
* PCSO Thora advised that she had only written 2 parking tickets within the last 2 weeks but advised that Disabled badge owners need to park more carefully. Obviously a Police presence makes a great difference.
* Zorbas at Framlingham have had their window smashed a couple of times and the Saxmundham shop in the Market Place had something alight pushed through the letter box. It fell down but fortunately was put out with no damage done on this occasion. Previously there had not been any issues in Saxmundham for some time.

Cllr Fisher advised that he was supposed to have announced at the beginning of the meeting that we are recording the meeting because Maddie has to get up frequently due to her back problems and could possibly miss some information without the aid of the Dictaphone.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Michael Gower thought that a programme of works for the traffic lights would be helpful as previously mentioned by Cllr Sir Peter.

Budget.  Cllr Gower anticipates that the Suffolk County Council Budget will be agreed at the Full Council meeting this Thursday.    Suffolk County Council needs to save £156m over the next 4 years.  Savings of £38.6 m have been agreed for year one.

These savings are very significant.  The number of people working for SCC (excluding Schools) will reduce from 10,456 in 2010 to 5156 by April 2014.

They will be working hard to ensure that they keep finding ways of delivering services with much reduced funding.

Suffolk Broadband. Saxmundham is the subject of major works under the programme.  By March 2014 there will be six new cabinets in the Saxmundham exchange area and the location of these cabinets has been reported to the Town Council.   These will give excellent coverage to the Town and neighbouring villages. Highest speeds will be experienced within 2 km of the cabinets.   Survey work is complete and work will start very soon on erection of cabinets and installation of fibre tubing.   

Suffolk CC.  Suffolk has made huge strides to improve its performance after some of the problems they faced  in 2010.  They have not yet won – but they have been shortlisted by the Local Government Chronicle for an award as the most improved council in England.  If they win it will good to be recognised in this way.

REPORT FROM THE DISTRICT COUNCILLORS:

Cllr Mrs Andrews was very angry about the article in the East Anglian Daily Times regarding the lack of a footpath and told the reporter who was present. She vowed not to give up the fight for the path in Rendham Road, Saxmundham – despite developers not being asked to include the walkway in the housing project. Cllr Mrs Andrews said there were grave concerns at the speed of vehicles leaving the A12 and heading into the town along Rendham Road particularly with people trying to cross, especially mums with young children in buggies and students going to and from school. SCDC informed the Town Council that safety concerns should have been raised earlier in the process – the outline stage. Cllr Andrews asked whether we had to wait until someone is killed before action is taken and is quite appalled about the whole situation. She was informed that a senior planning officer had agreed to write to Highways to put the case for a path.
Enabling Awards – The District Councillors have been given a few thousand pounds to give to local to our community organisations or even individuals in some cases to assist them run their groups or start up a new project. Sir Peter and Cllr Andrews have received 2 applications so far.. Cllr Colin Walker from Framlingham – supporting apprentices – a meeting this coming week to discuss the details. An article will be placed in Saxmundham News regarding this fund.
Cllr Sir Peter advised that SCDC would be holding a meeting about the budget later this month.


4445. 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 Plant and Cllr Mrs Sculley declared an interest as members of Action Sax who are requesting a donation...Cllr Tricker declared an interest in the Music Festival as he has been involved in setting it up and will not vote. He also declared an interest as a volunteer director of SADCIC. Cllr Fisher declared an interest as secretary of Friends of Saxmundham Station
* To Consider Full/Partial Dispensations for Pecuniary Interests - None Declared

4446. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr K. Howe, illness

4447. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 13 JANUARY 2014 TOWN
COUNCIL MEETING previously circulated: Cllr Willett advised that he had given his apologies to the Vice Chairman last month. Unfortunately they were not given.
Page 7 4438 – finger signs costs to be obtained from the Council - obtaining costs is in progress. Installation costs will cost around £200 per post if Suffolk County Council install them. Once these figures are to hand the Council will decide whether we can go ahead with the purchase and installation.
The minutes were duly approved and signed as a true record.

4448. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING: Actions from last months’ meeting :



Action

By

Status

Action : Request the location of the 6 fibre optic broadband cabinets from the County Councillor.

 

The County Councillor agreed to chase up on the matter of the fibre optic cabinets.

 

 

 

 

 

County Councillor

Received by email 24 th January 2014.

Cllr M Andrews suggested a Saxmundham TC
Planning Committee and that training be sourced
from SCDC planning department.
 

Action : To be placed on the next Town Council agenda.

 

 

 

Clerk

On agenda

Action : Clerk to contact the owners of the White
Hart for an update on the future of the pub.
 

 

Clerk

Letter written and response received

Action : Clerk to contact the Environment Agency
to remove the debris from the Gull tributory.
 

 

Clerk

Email sent and response received

Action : Cllr Plant to provide a report to the next
Town Council meeting on the progress of the Town
Plan.

 

Cllr Plant

 

 

Cllr Plant will report











4449. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
715 Bakers of Danbury Ltd – catalogue in connection with WW1 Memorial & Centenary
716 Minutes of BOS AGM


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

240 Vacancy for Saxmundham Local History Recorder – Is anyone interested in this vacancy- this been placed in Sax News.
241 email Malcolm Blakeney SPLG – next meeting Tuesday 11th March 2014 in Theberton Village Hall at 7.30pm. Cllrs Mrs Andrews and Sir Peter are members and one of them usually attends.
242 email SCDC – Tidal surge & flooding – any comments to be sent by 11 February
243 SALC - Public Transport Seminar, 24th February 2014 at Elmswell £25 plus VAT – Cllrs Mrs Andrews and D. Willett to attend.
244 Letter from Canon Stiff – various serious concerns

Action: 243 Clerk to book Transport Seminar
244 Clerk to respond

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C409
Email UK Power Networks
Procedures during storms
Circulation
C410
Email Suffolk Police
Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
Circulation
C411
Email SALC
Announcement provided from NALC regarding the Government’s statement regarding Precept referendums
Circulation
C412
Email Elizabeth Hospice
Skydive in aid of St. Elizabeth Hospice Saturday 26th & Sunday 27th April
Circulation
C413
Letter Erik & Marcia Duckworth
Tributary to the River Deben
Clerk to respond


Action: C413 Clerk to respond

4450. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS: The Chairman welcomed the Clerk back to work after her lengthy illness. He confirmed that it will take some time for the workload to get back on track.

4451. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS RECOMMENDATIONS:
* To approve monthly Finance Report to the end of January 2014: Market rent is extremely low at present. It is hoped that more people will support it. No other comments. Approved.
* To review the Standing Orders – Cllr Plant and the Clerk are reviewing these.
* To review the Financial Standing Orders – Cllr Plant and the Clerk will be reviewing these
* To review the Risk Assessment – Cllr Plant and the Clerk will be reviewing these
* To consider the following requests for donations as per the recommendation of the Finance Committee:-
a) CATS – financial contribution requested – donate £200.00. Unanimously agreed.
b) ACTION SAX – application for £500.00 – match fund the £500 given by the County Councillor. Worthwhile action to help us as a partnership particularly with Section 106 development with regard to what the residents would like. 2 abstentions. Cllrs Plant & Sculley did not vote. Motion agreed on majority.
c) Music Fest – application £500.00 for event on the Memorial Field. Gibson have donated some musical instruments for use by the youngsters of the town. The Scouts are going to give up their Scout Hut to enable them to use the hut for practise .Cllr Mrs Sculley
declared an interest. Cllr Tricker declared an interest. The Beach Boy Tribute Band will be performing. The Council agreed to donate £500.00. 8 votes for. Approved.

A query was raised by Cllr Willett regarding our budget and the amount of donations that the Town Council had already given. We have donated about £3000 this financial year so and will be donating more in the next financial year. In the past the Town Council only gave donations from the amount received from recycling in the town. This amount from recycling has been steadily declining over the last few years and this was fully explained when the budget was prepared and agreed. The Town Council should donate more from our Precept to our local organisations. Cllr Plant gave assurances that he had been informed by the previous Chairman of the Finance Committee that we had the resources to donate more than in previous years. Cllr Fisher clarified this query by advising that it had been agreed at a meeting which Cllr Willett did not attend that the Council would look at donations quarterly. Cllr Plant thought that at the next Finance Meeting we should consider changing the titles of some of our categories to make it more transparent in our budget. Cllr Ms Trotter-Langlois confirmed that we as a Town Council we had not actually given donations in the past from our own money but just relied on the monies received back from recycling in the town. It was explained to Cllr Willett that we have too much money in reserves and therefore we should be donating more into the Community. Cllr Fisher advised that the Local Government Act (LGA) gives us the power to give money to specific organisations. In our budget we have two categories to enable us to donate money.

Action: Clerk & Cllr Plant to review Standing & Financial Orders & Risk Assessment

4452. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE AND CONSIDER ITS RECOMMENDATIONS:
Cllr Sculley advised that there were two options regarding the future of hiring out the Market Hall, either increasing the hiring fee or hirers setting up their own tables & chairs. The Committee recommend to the Council that hirers set up their equipment from 1st September 2014.
Cllr Sculley proposed the hirers setting up their own equipment, Cllr Willett seconded. Unanimously agreed.
We received a letter from our Caretaker, Judy Chesterfield, reminding us that the electrical equipment needs testing and a request for a new Contract. The Clerk has already instructed the electrician to carry out PATS testing as soon as possible and Cllr Plant will do a new Contract for our caretaker. Jonathan Nicholson, from the Bell Hotel, has volunteered to be our new DPS Licence (holder for the Market Hall)

The meeting was closed for a 10 minute break

4453. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATION:

DC/13/3792/VLA
Winckworth Sherwood LLP
Land between Rendham Road & A12 Rendham Road, Saxmundham
Variation to a Legal Agreement (S106)
The Town Council totally refute this variation to the application. As we were not allowed to make an amendment to the Section 106 agreement with regard to the footpath because it was too late then we would not expect the Developer to also change the rules and agreement, especially as there had been no change in circumstances and the Developer could have requested these clauses in the first place. The Town Clerk was given authority to negotiate withdrawal of the objection if a satisfactory pedestrian route to the town was agreed.
DC/14/0273/FUL
Brian Hurr
The Gables, 13 Fairfield Road, Saxmundham
Widening of existing vehicular access across public pavement to drive
The Town Council
support this.

DC/14/0225/FUL
Mr P Pemberton c/o J.Hancock & Associates
43 High Street, Saxmundham
Change of use of Office (A2) to Fish & Chip Shop (A5)
The Town Council supported the application but were disappointed that it would be another fish and chip shop.
To note Planning Decisions received:
DC/13/2671/ARM, Land between Rendham Road and A12 Rendham – redesign of layout of area to south of development from plots 38 through to 67 (relating to 30 dwellings) – permission granted 6th Jan 2014
DC/13/2520/ARM, Land west of 56 to 80 Mayflower Avenue, Saxmundham – permission granted 6th Jan 2014

4454. PLANNING MATTERS:

a) TO CONSIDER OBTAINING TRAINING ON PLANNING MATTERS FROM SCDC FOR THE TOWN CLERK AND TOWN COUNCILLORS. Cllr Plant would like other organisations to join us which would keep the cost down.
b) TO CONSIDER REINSTATING A PLANNING COMMITTEE FOLLOWING TRAINING: Cllr Fisher proposed we defer this until after training.

4455. TO FORMALLY RESOLVE TO PURCHASE THE POLICE STATION BUILDING SUBJECT TO SURVEY AND NEGOTIATION OF PURCHASE PRICE: Cllr Plant advised that we objected to the Police Station being pulled down and 4 houses being built. We have completed forms and we are awaiting a Surveyor’s report as we would like to purchase the building. We have send an application together with relevant documents to ask the Secretary of State to agree to our proposal. Once we send these papers to the Secretary of State it will be approximately six to eight weeks before we receive a response. We need to obtain a loan from the Governments Loan Board providing we obtain permission. We propose to request a loan of around £250,000 over a period of 12 to 25 years. Cllr Fisher proposed that we resolve to purchase the Police station Building subject to survey and negotiation of the purchase price, seconded by Ms Trotter-Langlois. Unanimously agreed.

Action: Clerk to complete application and send to the Secretary of State.

4456. TO FORMALLY RESOLVE TO BORROW UP TO £250,000 FROM THE PUBLIC WORKS LOAN BOARD TO PURCHASE AND RENOVATE THE POLICE STATION BUILDING:

Cllr Fisher proposed we borrow up to £250,000 from the Public Works Loan Board to purchase and renovate the Police Station Building. Seconded by Cllr Plant. Unanimously agreed. Cllr Tricker commented on the location of the Police and stated that SADCIC have been in contact with the Police Authority to object to the Police staying in the Police Station should the Town Council purchase the building.

4457. TO APPROVE THE COSTING OF WORKS TO THE HEATING OF THE WEBSTER ROOM:
The quotation received for the works is £1560.00 to install valves to enable the Webster Room and the Market Hall heating to be separate. . Cllr Willett proposed that we approve these works with a pressurised system, seconded by Cllr Plant. Cllr Sir Peter gave an amended proposal for a non- pressurised system as he thought that a circulation pumped system would be preferable due to the age of the building and pipe works. Although we wanted a gravity system initially the header tank is not working and would need replacing. This would necessitate obtaining three more quotations. However this proposal was not supported. Cllr Willett proposed that we accept the quotation for a pressurised system. Motion carried with 1 against and 1 abstention. Agreed

Action: Clerk to liaise with the Contractors

4458. TO SET UP A COMMUNICATIONS COMMITTEE:

a) TO AGREE ITS TERMS OF REFERENCE: Cllr Tricker proposed to set up a Communications Committee with the original Terms of Reference written by Heather Heelis. Seconded by Cllr Willett. Cllr Fisher abstained. Motion carried with majority. Agreed.

b) TO ELECT COMMITTEE MEMBERS: It was unanimously agreed that the 3 volunteers, Cllrs Sir Peter, Cllr Tricker and Cllr Willett would be members together with the ex officio, Chairman and Vice Chairman. Unanimously agreed.

4459. TO RECEIVE AN OUTLINE BUSINESS CASE FOR COMMUNITY USE OF THE SAXMUNDHAM RAILWAY STATION BUILDING: This plan as an outline proposal has been set up by Suffolk Acre and we will debate the full proposal next month.

4460. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN: Cllr Plant advised that there is now a Partnership meeting jointly who have decided on 15 priorities for Saxmundham . As soon as the Developers planning application is put forward we need to study it. Cllr Tricker thought it should be
a working party and not a Partnership. We will receive recommendations and will report to the Town Council.

4461. TO RECEIVE A REPORT ON THE LOCAL BUS SERVICES: Cllr Mrs Andrews reported that there will be another meeting on 27th February and she will report back. Cllr Ms Trotter-Langlois has been requested by residents to contact the Travel Line to remove the bus service Saxmundham/Framlingham) from their publication . This is not a public bus but a school service. Cllr Ms Trotter-Langlois advised that the Link service will only allow you to book twice and residents felt that this was not the description of an on demand service and the length of times between bookings was not specified.

4462. TO DISCUSS THE BUS ROUTE ON BROOK FARM ROAD: Cllr Mrs Andrews advised that several buses cannot get down Brook Farm Road due to thoughtless parking.

4463. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:
* Cllr Sir Peter had received a complaint about the cemetery. Some people are walking their dogs off lead and using the cemetery as a playground. He was requested to ask the Council whether they would consider putting in a By-Law to stop dogs going onto the Cemetery. It is of great benefit to many if dogs are allowed to accompany their bereaved owners but essential that the dogs are kept on a lead.
* Cllr Mrs Andrews advised that she strongly objected to the article published today in the East Anglian Daily Times regarding ‘new path lost’. Cllr Mrs Andrews advised that she had made it quite clear at the initial stage of the planning that a footpath was necessary whereas the EADT reported that we had not requested this. The article does not reflect what the Town Council requested initially. Several people had complained about the lack of provision for a footpath stating that the road will become a death trap.

Cllr Mrs Andrews proposed that we continue the meeting after 10pm. Agreed
* Cllr Tricker advised that SADCIC had undergone months of negotiation with Suffolk County Council to ensure that the legacy of the Fromus Centre would continue with a new build on the site of the old Seaman House. SCC already have outline permission granted for building houses .

4464. DATE AND TIME OF NEXT MEETING: 10 MARCH 2014

Meeting closed at 10.09.pm


SIGNED _________________________________


DATED _________________________________
Page 6 of 7 Town Council Minutes 10 February 2014

* Page 7 of 7 Town Council Minutes 10 February 2014




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