MINUTES OF THE SAXMUNDHAM
ANNUAL TOWN COUNCIL MEETING HELD 12 MAY 2008
AT THE MARKET HALL, 7.15PM


Present::    Cllr J. Fisher (Chairman)                      Cllr G Moye                   

                 Cllr Mrs M Andrews                           Cllr M Palman

                 Cllr Sir P Batho                                   Cllr Miss B Peall

                 Cllr Ms V Burdett                                Cllr Mrs D Sculley

                 Cllr Mrs R Damiral-White                    Cllr Ms C Trotter-Langlois

                 Cllr K Howe                                        Cllr Col. R. E. Warren

                 Cllr B Jones

In attendance Ms M. Gallop – Town Clerk

12 Members of the public

AGENDA


1. ELECTION OF CHAIRMAN: Cllr Sculley proposed Cllr Fisher, seconded by Cllr Howe. 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 Fisher

3. ELECTION OF VICE CHAIRMAN: Cllr Warren proposed Cllr Cooke, seconded by Cllr Damiral-
White. Cllr Palman proposed Cllr Jones, seconded by Cllr Burdett. A ballot took place – results 9
votes for Cllr Jones and 4 votes for Cllr Cooke. Majority result – Cllr Jones to be Vice Chairman. Motion carried.

4. APOLOGIES FOR ABSENCE: Cllr Cooke, called to a four day tribunal hearing, County Cllr R Leighton, previous meetings, PCSO Taylor.

5. TO APPOINT A PRIMARY SCHOOL GOVERNOR: Cllr Fisher proposed Mr J. Jackson should continue in this role, seconded by Cllr Andrews. All agreed. Motion carried.

6. ELECTION OF THE FOLLOWING COMMITTEES: Chairman & Vice Chairman ex officio to all committees.
6.1 Planning Committee, Cllrs R Damiral-White, K Howe, M. Palman and Col R Warren.
6.2 Market Hall Management Committee, Cllrs Sir P Batho, K. Howe, G. Moye and Ms B. Peall and
Mrs D Sculley.
6.3 Policy & Resources Committee, Cllrs Mrs M. Andrews, Sir P Batho, Ms V Burdette, G Cooke,
and Col R Warren.
6.4 Personnel Committee, Cllrs Mrs M. Andrews, Sir P Batho, G Cooke, G Moye, and Col Warren
6.5 Skatepark Working Party Cllrs Ms V Burdett, Ms 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 Primary School Governorship – Mr J Jackson
7.5 Crime Reduction Partnership – Safer Neighbourhoods – Cllrs K Howe & B Jones
7.6 SALC – Cllr Mrs D Sculley
7.7 Sizewell A and B Stakeholder Group – Cllr Col R Warren
7.8 Press Correspondent – Town Clerk
7.9 CATS – Cllr M Palman
7.10 CYDS – Cllr Ms B Peall
7.11 Anglia in Bloom – Cllr K Howe
7.12 Businesses of Saxmundham (BOS) Cllr Mrs M Andrews
7.13 Policing Representative (not applicable)
7.14 ESTA – Cllr K Howe
7.15 Citizens Advice Bureau – Cllr M Palman
7.16 Tree Warden – Cllr J Fisher
7.17 Other bodies requiring a representative – the future of the Middle School – Cllr Ms B Peall

8. TO APPOINT AN INTERNAL AUDITOR: suggested as previously used, Heelis & Lodge – Cllr
Fisher proposed Heelis & Lodge, seconded by Cllr Warren. All in favour. Motion carried

9. TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER: Town Clerk – all in favour

10. TO RE-AFFIRM CHEQUE SIGNATORIES: Chairman, Vice Chairman, Cllrs Andrews, Batho, Warren and the Town Clerk.

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”.

Cllr Moye had initiated this award and gave a vote of thanks to Mr Richard Crisp for all his hard work for Saxmundham over the years. Cllr Moye went on to say that Mr Crisp had the vision to secure Saxmundham Museum and gave his private Museum to Saxmundham Museum. Mr Crisp is a leading member of the History Society, Church, Church Drama Group and has assisted all sorts of organisations with box office facilities through his business and often at his own expense. He has led the Town Walks since their inception.

Cllr Fisher then presented the Sabre Award to Mr Crisp who informed the meeting that his family had been in the business for 140 years. His Great Grandfather had bought the shop in 1868 and Richard himself is fourth in line. Mr Crisps’ father was a great Councillor in Saxmundham for a number of years and Richard Crisp considered Saxmundham as ‘My Town’ and feels a Saxmundham person.

A PUBLIC FORUM lasting approximately 15 minutes will be held prior to the formal meeting at which
Members of the public can raise matters.

The St. Georges’ Day Best Dressed Window was won by Hair Design in the Market Place,
Saxmundham, and the Businesses of Saxmundham will present them with their prize.

REPORT FROM THE LOCAL POLICE: PCSOs Newson and Taylor had sent their apologies together with a written report. An enquiry arose regarding a case of cruelty to an animal on whether it was reported directly to the Police or from the RSPCA or some other source.

REPORT FROM THE COUNTY COUNCILLOR: Cllr R Leighton had sent his apologies and informed the Clerk that there was little to report on this month.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Andrews reported that at the last District Council meeting a motion was passed to attempt to free Suffolk Coastal District Council of plastic bags within the next two years. It would be beneficial if the Town Council would support this initiative especially as many businesses in the Town have joined in this campaign and are producing hemp or linen bags with a possible slogan of ‘Sacks for SAX’. The Town Council will write to Somerfield to endeavour to persuade them to stop using plastic bags.

Cllr Sir Batho advised that Cllr Andrews was hiding her light under a bushel as she had personally brought this campaign to the District Council.

The Bistro are selling hemp bags for £5.50 each.

AGENDA

3254. DECLARATIONS OF INTEREST:
Members are invited 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. Cllr Sir Batho declared an interest in planning application C08 0402.

3255. APOLOGIES FOR ABSENCE: Cllr Cooke, called to a four day tribunal hearing.

3256. MATTERS TO BE RAISED UNDER AGENDA ITEM 19:
3256.1 Zig zag lines – Cllr Sculley
3256.2 Ground next to Saxmundham Bowls Club - Cllr Sculley

3257. MINUTES OF THE 14th APRIL 2008 MEETING previously circulated: unanimously agreed and signed.

3258. MATTERS ARISING THEREFROM:
Page 1 Coopers Dip – the proposed hearing on the 2nd May was adjourned until Friday 20th June.
Page 2 3215 – awaiting to hear from Suffolk Coastal Services.
Page 2 3227 – Clerk to raise the problem of ownership of Fromus Square with the Chief Executive of SCDC on Monday 19th May.
Page 2 3230 – Cllr Fisher to go to SCC regarding bus shelters
Page 2 3223.1 Hopkins Homes have responded to our letter and do own the empty shop. They are currently waiting for the result of a survey.
Page 2 3226 Cllr Moye informed that both the Middle and High Schools are happy to go ahead with the Youth Council.


3259. CORRESPONDENCE:

A – CORRESPONDENCE TO BE CIRCULATED: For information only
169 Suffolk View
170 STOW Press release
171 SCDC Cancellation of Greenprint Forum meeting
172 Saffron Building Society – 2007 Annual Report & Accounts
173 email Suffolk Acre Funding opportunity – applicants aged 11-16
174 email Lorraine Lloyd – Professional darts player Kevin Painter at Saxmundham ex Service & Social Club 11th July 2008
175 SCDC Minutes of Town & Parish Liaison meeting held 28th April



B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

34 SCDC Free talk on the Care & repair of period properties, Woodbridge Community Hall, Station. Cllrs Andrews and Damiral-White to attend.
Road, Woodbridge – Thursday 29th May 7.30pm to 9.00pm
35 SCC reply regarding Bus shelter request – they have no budget for bus shelters at present.
36 SCC reply regarding new signs for the East & West approaches to Saxmundham – cost
approximately £2000.00. BOS will be approached for a contribution.
37 SCC – Local Government Review in Suffolk – views


C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C056 SCC Temporary closure of part of Alma Place Circulation
C057 Email Gwen Gibbs Members’ Code of Conduct changes to the Standards regime Circulation
C058 Email John Hickmott Ideas for Saxmundham Town Centre Clerk to acknowledge ideas from Mr Hickmott
C059 Meadow Brook Playcare Invitation to visit 6th June at 4.30pm Circulation
C060 SALC The Suffolk PCSO Pilot Circulation
C061 SCDC Town & Parish Liaison minutes of meeting Circulation
C062 Alzheimer’s Society Cares Information Programme at Aldeburgh from 3rd June until 24th June 4 sessions Circulation
C063 SALC Networking Day for Clerks 10 June Clerk would like to attend
C064 SALC New mileage rates Circulation
C065 SALC Boundary Committee Review for Suffolk Circulation
C066 Suffolk Acre Community Initiative Awards Circulation



3260. CHAIRMAN’S ANNOUNCEMENTS: None

3261. FINANCE REPORT:
To approve the monthly finance report to end of April 2008 (as attached). Cllr Fisher proposed these as correct, seconded by Cllr Moye. All in favour. Motion carried

3262. TO CONSIDER IF THE NUMBER OF CHARITY SHOPS IN SAXMUNDHAM SHOULD BE LIMITED TO TWO: Cllr Andrews expressed concern over the increasing number of Charity Shops in the town. There are mixed feelings amongst the businesses regarding whether it is better to have an empty shop rather than another Charity Shop. Clerk to investigate whether other towns have had similar problems by contacting Action for Market Towns. Cllr Palman has investigated this problem on the net and discovered that Charity Shops provide unfair competition to businesses as they are exempt from many charges putting bona fide businesses at a disadvantage. Charity Shops also inhibit new businesses from coming to the town.

3263. CONSIDERATION OF GRANTS TO VOLUNTARY BODIES FOR 2008/2009 ( £ 1230.00 available) from the recommendations of the P & R Committee. Cllr Batho proposed that we accept the following recommendations of the P & R Committee, seconded by Cllr Damiral-White. All in favour. Motion carried.

2008 Donations given

Market commission and recycling credits are used for issuing annual grants to voluntary organisations
· The Willows £150
· Saxmundham Museum £150
· Adventure Playground £300
· Saxmundham 1st Responders £100
· Meadow Brook Players £100
· Air Ambulance £ 50
· Suffolk Accident Rescue Services £ 50
· CATs £100
· C.A.B. £200
· CYDS £100

TOTAL £1300.00


3264. CONSIDERATION OF NEW DOG BIN FOR THE TOP END OF ALBION STREET:
Cllr Andrews had received complaints about the lack of dog faeces notices and bins. Dog faeces is an increasing problem particularly in Albion Street. Clerk to contact Suffolk Coastal Services regarding the bins not being frequently emptied. Consideration of new dog bin next month.

3265. NOMINATIONS FOR SOMEONE TO REPRESENT THE TOWN COUNCIL WITH REGARD TO THE RECOMMENDATIONS FOR THE FUTURE USE OF THE MIDDLE SCHOOL:
Discussed earlier.

3266. TO CONSIDER THE LACK OF CAR PARKING FACILITIES IN SAXMUNDHAM:
Cllr Andrews has constantly requested more car parking facilities from the District Council but has been unsuccessful. Saxmundham need longer stay facilities in Somerfield and more free car parking in the Town. The fines are extremely high and the Warden does not exercise any discretion whatsoever. A working party to discuss these problems was formed consisting of Cllrs Andrews, Sir P Batho, K Howe, B.Jones, and M, Palman. The Business Association will be asked to send a representative. There is more pressure on small amounts of land in Saxmundham for building and not enough spaces for cars to park which is turning people away from visiting our Town.

3267. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:

To consider the following applications:

C08 0713 Toby Clayton & Dominic Garrett 37 High StreetSaxmundham Change of use from Building Society to fish & chip shop Concern was raised on the grounds of safety, but it was proposed we raised no objections. 10 voted for 2 against 1 abstention. Motion carried on majority
C08 0717 Mr Kennedy & Ms Smith 35 Tennyson Road, Saxmundham Erection of rear conservatory extension The Committee offered no objections

Other correspondence received:
Email from Peter Elvy regarding Martins Newsagents outward appearance

Planning permission granted from SCDC:

C07 1464 Farne Conway Land & buildings South of Church Street Erection of commercial units with first floor storage & with 16 flats at first & second floor levels Permission granted 16 April with numerous conditions
C08 0402 Mr & Mrs G A Williamson Cottage Farm, Clay Hills Road, Saxmundham Erection of one and a half storey extension Permission granted 17 April 08
C08 0322 Mrs R Matthews 4 Rendham Road, Saxmundham Alterations to existing dwelling together with change of use of existing workshops & extension to form 2 new dwellings: new vehicular access Permission granted 11 April
C08 0007 Mr G Robertson 12 Lincoln Ave, Saxmundham Extension & sub division of existing dwelling to provide two Permission granted 23 April
C08 0507 Mr & Mrs Ferguson 7 Lincoln Ave, Saxmundham Erection of PVCU conservatory Permission granted 2 May

Application received 12 May 2008

C08 0715 Mr & Mrs Crockett Crown Cottage, 43 South Entrance, Saxmundham Construction of vehicular access

3268. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Cllr Fisher reported:
· A small team will meet to discuss the future planning of Saxmundham to develop a one, three or five year plan to ascertain what we as a Town Council would like Saxmundham to achieve.
· Cllrs Jones and Palman will assist the Clerk in selecting a new computer
· Most other topics have been covered previously

3269. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Moye reported:
· Grant application funding for the Market Hall is being looked into.
· Slow progress with Suffolk Acre
· Extra glasses have been obtained and the kitchen is well stocked for cutlery, crockery and glasses

3270. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Andrews advised the next issue of Saxmundham News will be available in the first week of July.

3271. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
· BOS – Cllr Andrews advised they had discussed car parking, the use of plastic bags and were planning on holding an event on the 12th December
· Youth Bus Steering Group – Cllr Fisher advised that it was hoped the bus would be available in Saxmundham one evening a week from July
· Saxmundham in Bloom – Cllr Howe confirmed that £60 had been raised from their stall at the St Georges’ weekend event. Suffolk Community Rail Partnership will donate funding towards the station drought garden and Cllr Howe thanked Cllr Peall for all her artwork towards the appeal. Cllr Leighton is providing funding for the drought garden in Fromus Square

3272. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3256.1 Zig zag lines – Cllr Sculley reported she had seen a number of cars parking on the zig zag lines
in the High Street. The Clerk will advise the Police of this.
3256.2 Ground next to Saxmundham Bowls Club – Cllr Sculley advised that the state of the ground is
unacceptable and is causing a number of complaints due to the weeds spreading to
neighbouring houses. Cllr Sir Peter advised that the land is owned by a Development Company.


3273. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2008/09 AND THE DATE OF THE ANNUAL TOWN MEETING 2009:
9 June; 14 July; 8 September; 13 October; 10 November; 8 December; 12 January 2009; 9 February; 9 March; 13 April; 11 May: If an August meeting is necessary it will take place on the 11th August. Town Meeting – 20 April


The meeting closed at 10.00pm




Signed………………………………… Dated…………………………………….