MINUTES OF A MEETING OF

SAXMUNDHAM TOWN COUNCIL HELD ON

MONDAY 6th APRIL 2009

IN THE MARKET HALL AT 7:15pm

PUBLIC FORUM

•  Concern was expressed regarding increasing dog fouling. However this problem is being dealt with by the Safer Neighbourhood Team (SNT) and our appointed Officer, Cllr G Moye.

REPORT FROM THE LOCAL POLICE: Sgt Daye Goddard reported on the crimes committed in March (seventeen) ( copy attached). SNT had an Action Day regarding dog fouling on the 17 th March and the worst affected area was the footpath behind Saxmundham Primary School . A further Action Day is planned.

Cllr Andrews advised Sgt Goddard that Saxmundham have a severe parking problem particularly on the weekend of St. George's activities (24 th – 26 th April inclusive). Due to the changeover period from Somerfield to Waitrose there will be no parking available at the store and works are being carried out at the Market Place car park limiting the number of available car spaces. Cllr Andrews requested leniency over the issuing of car park tickets during the weekends events.

REPORT FROM THE COUNTY COUNCILLOR : County Cllr R Leighton had sent his apologies as he is on holiday.

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

AGENDA

3426.   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. None declared

3427.   APOLOGIES FOR ABSENCE:  

 Cllr B Jones, personal, Cllr K Howe, family illness, Cllr Mrs D Sculley, holiday

3428.   MATTERS TO BE RAISED UNDER AGENDA ITEM 16:

3428.1 St George's weekend celebrations – Cllr Mrs M Andrews

3428.2 Town Guide – Cllr G Moye

3428.3 Road markings – Cllr M Palman

3429.  TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 9th MARCH 2009 MEETING

previously circulated: After a minor amendment ( 3424 -3411.1) minutes were unanimously agreed and signed. Motion carried

 

3430.    MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:

• •  The signs at the Railway Inn appeared too large and the Enforcement Officer has been looking into this as they may contravene rules regarding this. Apparently some signs have already been taken down.

  •  Cllr Mrs Andrews has been in contact with SCDC regarding the limited two hour parking at the Somerfield car park hoping it could be increased to three hours. However Waitrose are actually thinking of decreasing it but the limit will remain at two hours until the ‘end date' of the contract. Cllr Andrews will enquire when the ‘end date' actually is.

  •  Clerk will write to Waitrose regarding the poor lighting in Fromus Square .

  •  3413 – Cllr Cooke will arrange a further meeting regarding speed control and parking in North and South Entrance.

  •  3417 – Cllr Col Warren will liaise with SADCIC to get alternative dates for a meeting as a few Councillors could not make the 18 th May.

  •  3420 – Cllr Willett requested attendance of Councillors at the next BOS meeting on the 11 th May at 17.45 hours regarding assistance with the Christmas arrangements. Cllr Fisher will attend.

   

3431.   TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

•  Suffolk Acre – Vitalising Rural Communities for the 21 st Century Conference

•  SCDC – Parish Bulletin

•  SAVO – Suffolk Coastal Resource Network

•  Glasdon – brochures

•  SALC – Mrs Etheridge Chairman Middleton attending Buckingham Palace Garden Party

•  SALC – Newsletter of the year competition 2008 results

•  Suffolk Acre – Migrant worker & Gypsy Traveller in Rural Areas Workshops

•  Email Trevor Tate – Joint Parish Liaison Group minutes March   

•  Suffolk Age Concern – Food ‘n' Friends Officer

•  SCC – Changes to Policy regarding Plasterboard Suffolk Household Waste Recycling Centre

•  SCC – Suffolk Fostering Service needs your help!   

•  SCDC – Agenda and minutes   

•  SADCIC – letters about their Community Plan   

•  Lumalite – brochure

•  The Town Telegraph – monthly paper

•  SCC – Restructuring – street lighting

•  NHS Suffolk – Formal Consultation on improving out of hours care

•  SALC – Training courses for Councillors

•  St Elizabeth Hospice – Walk in the moonlight for Hospice 23 May 09

•  Email Sizewell New Build – Site nomination for new nuclear build

•  Safer Neighbourhoods Press Release regarding dog fouling campaign

•  Suffolk Police Community Safety Unit – bogus callers & rogue trader alert

•  SALC – S.76 Local Government Public Involvement in Health Act 2007

•  Email Hudson Signs

•  Spinal Injuries Association – Hold a Fish & Chip supper – Friday 15 th May 09

•  Email Daye Goddard – Dog fouling 1 action day – worst footpath found path running along behind Primary School

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

69   Rae Leighton & a number of other organisations – Local Government Review – a further response needed. Town Clerk will repeat our original views once more

70   CYDS AGM invite 30 th April at 7.30pm – Cllr Fisher will attend

71   Email and letter of complaint from Treasurer & Trustee of Friends of St Peter's, Sibton & Chairman & Trustee Yoxford Village Hall regarding the problem of Charity posters disappearing from the Somerfield Notice Board. Town Clerk will speak to our Town Recorder regarding this problem. Notices should have events taking place within one calendar month and staples should not be used. We will monitor the situation but we must support our surrounding villages.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

3432.   CHAIRMAN'S/ TOWN CLERK'S ANNOUNCEMENTS:

A reminder that our Annual Town Meeting is on the 20 th April at 7.15pm and at our next Town Council meeting on the 11 th May election of Officers takes place.

3433.   FINANCE REPORT:

•  To approve the monthly finance report to end of March 2009. Councillors expressed concern over the escalating energy bills and Cllr Moye will do a comparison exercise to decide whether to change companies.

•  To approve the Statement of Accounts for the year 2008-2009. Cllr Fisher proposed these as correct, seconded by Cllr Moye. Unanimously agreed. Motion carried . The Clerk advised that the Internal Auditor will be auditing the accounts on Tuesday 21 st April and requested Councillors inform her of any queries they may wish to be considered.

•  The Town Clerk has received new Risk Assessments and a Fire Risk Assessment comple ted by Dr Buttery and Cllr G Moye. Unanimously agreed. Motion carried.

3434.   TO CONSIDER THE PURCHASE OF A DOG BIN (footpath behind the School) AND LITTER BIN NEAR SAXMUNDHAM PRIMARY SCHOOL :

                      As requested by the Police and the School - deferred until the May meeting

3435.   TO CONSIDER WHETHER SAXMUNDHAM TOWN COUNCIL WISH TO BECOME ELIGIBLE TO USE THE POWER OF WELL BEING:

   The Clerk attended a course on the above and explained that she had to complete further tests to comply with the amended CILCA qualification. If the Town Council wish to use this Power 80% of them will have to attend a course. The Clerk will circulate details on this subject.

3436.TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:

The Committee looked at the following applications on the 30 th March 09 :

Planning decisions from SCDC:

  Planning applications to be discussed at the next planning meeting on Monday 27 th April.

The resubmission for demolition and rebuild of 36 High Street , Saxmundham was rejected by SCDC on the 1 st April as it is on a flood plain.

3437.   TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: As Cllr Jones was not present Cllr Fisher reported. (Minutes previously circulated)

•  To consider the clerk's three performance objectives/targets and annual salary review: The Clerk had circulated a portfolio of her objectives and the committee agreed she had achieved the targets set for the 2008-09 period and should be awarded the relative pay. Cllr Fisher proposed the Clerk be awarded the relevant salary increase, seconded by Cllr Cooke. Unanimously agreed. Motion carried .

•  To reconvene the working party for car parking: Cllr Andrews expressed concern about the lack of car parking in Saxmundham. Waitrose will be taking over the same contract as Somerfield with a two hour limit for the car park. Cllr Leighton kindly gave assistance for St George's weekend celebrations by contacting SCC in Street Farm Road allowing us car parking from 6pm on the 24 th April to midnight on the 26 th April at their site.

•  To consider the purchase of new office furniture to re-design the Webster Room office layout to maximise its effectiveness. Clerk to draw up a list of furniture needed together with costings for the next meeting together with prices of second hand furniture. This category is already covered under equipment expenditure in the budget.

3438.   TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Moye advised he has been sourcing various Insurance quotations and has found a company that offers a much cheaper insurance, particularly if we take out a three year contract. Cllr Mrs Damiral-White proposed we accept the cheaper quotation, seconded by Cllr Willett. 10 voted for, one against. Motion carried on majority.

3439.   TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Mrs Andrews advised that the latest Saxmundham News has been circulated and seems to have been well received.

3440.   TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:

•  Cllr Willett advised that only two people turned up for the ‘Spring Clean' last Friday. and they cleaned along the River Fromus. Apparently a large cushion has been put into the river and the Environment Agency will have to be contacted . Twelve people including children turned out to assist on Saturday.

•  Cllr Moye has designed a number of posters for dog fouling and has circulated these. He has spoken to the Headmistress of the Primary School and the children will be making more posters next term.

•  Cllr Trotter-Langlois had attended a SAVVY meeting last Wednesday. The prospect of having two disabled car parking spaces at Seaman Avenue play area or at the entrance to the Memorial Field was discussed and Cllr Trotter-Langlois will do a presentation at the Annual Town Meeting this month. The possibility of having a multi sport court near the proposed skate park at the top corner of the Memorial Field was also discussed. There will be consultation with the public and various lottery funding will be sourced.

•  Cllr Mrs Andrews had attended the Joint Parish Liaison Group at Middleton and they will be electing a committee at the next meeting on the 27 th April. The villages of Benhall, Snape, Sternfield and Stratford St Andrew have also joined the group. County Cllr Leighton has offered some funding from his Locality budget. Cllr Mrs Andrews also attended the Parishes Liaison Meeting.

•  Cllr Cooke advised that the committee regarding speeding in North and South Entrance will meet on the 21 st April at 4pm.

•  Cllr Miss Peall attended the Arts Day at Halesworth and found it very interesting and worthwhile.

3441.   OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item 3:

3428.1 St George's weekend celebrations – Cllr Mrs M Andrews had circulated a proposed income and

expenditure sheet and advised that she hoped the cost to the Town Council would be in the region

of £143.00. Fifty tickets have been sold for the Dinner Dance and she encouraged Town Councillors to

attend as many events as possible to support the celebrations.

3428.2 Town Guide – Cllr G Moye advised that our Town Guide is three years old and needs updating but Cllr

Mrs Andrews already has this matter in hand.

3428.3 Road markings – Cllr M Palman advised that the road markings at North Entrance are in a particularly

poor state especially the give way lines at the bottom of Brook Farm Road and Fairfield Road that have

practically disappeared altogether.

3442.   DATE OF NEXT MEETING (AGM): Monday 11th May 2009 at 7.15pm