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MINUTES OF A MEETING OF SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 11th APRIL 2011 IN THE MARKET HALL AT 7:15pm

Present:
Cllr. Mrs M Andrews
Cllr. S. P Batho
Cllr. G. Cooke
Cllr. Mrs R Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. G. Moye
Cllr. Mrs. D Sculley
Cllr. Ms. C. Trotter-Langlois
Cllr. D. Willett

In attendance:

Mrs M. Gallop, Clerk to the Council
8 members of the public

PUBLIC FORUM:
* The Scout hut was burnt down in 2009 and then vandalised. £60,000 has been obtained from the insurance and Cllr Mrs Damiral-White has raised £30,000 in fundraising. However various planning applications, building regulations and other high expenses from Suffolk Coastal District Council have been an ongoing burden on finances. SCDC insisted on having a surveyor to check under floor drainage, flooding levels on the field, the hall had to have wind checks in case of a future hurricane and two wind posts had to be erected resulting in excessive ongoing costs. Cllr Mrs Andrews will investigate.
* The Town Clerk was requested to complete a form at Waitrose for the collection of the green tokens for the Saxmundham Welfare Charities.
* Clarification was given by Cllr Mrs Andrews regarding the Green Giros as they will be accepted until sometime in 2012 and PO Card Accounts will still be paid out at the Post Office until further notice.

REPORT FROM THE LOCAL POLICE: The Police had sent their apologies and a report which the Clerk read out.
Cllr Mrs Damiral-White advised that she had met Inspector Gilmore last Friday morning about the ASB and licensing problem at Zorbas in the Market Place. Inspector Gilmore requested that the handle on the town pump be immobilised due to vandals causing noise and disruption causing unrest to the local residents. Cllr Sir Peter kindly offered to weld.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr R Leighton sent his apologies.

REPORT FROM THE DISTRICT COUNCILLORS: Nothing to report

AGENDA

3847. 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.

3848. APOLOGIES FOR ABSENCE: Sgt D.Goddard, County Cllr Rae Leighton, work commitments, Cllr Miss Peall, holiday

3849. MATTERS TO BE RAISED UNDER AGENDA ITEM 16:
3834. 3820 page 5 - Clerk to contact Sally Stocks to advise her to have a discussion with Cllr Cooke
3849.1 Chantry Road – Cllr Sir Peter
3849.2 North Entrance – bird scarers – Cllr Cooke

3850. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 14th MARCH MEETING previously circulated: Unanimously agreed and signed. Motion carried.

3851. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
B154 8 week public participation – Section 106 Developers Guide to Infrastructure in Suffolk -Cllr Mrs Damiral-White to investigate
3820 page 5 Clerk to inform Sally Stocks of Cllr Cooke’s telephone number to discuss the entrance to the Memorial Field.
C255 A very poor response to the litter pick. Sincere thanks to Cllrs Sir Peter, Ms Cheleigh Trotter-Langlois and her mother, PC Kevin Stollery and a member of the public.
3838 Cllr Cooke had a meeting with the Town Clerk to discuss the three performance objectives/targets and annual salary review – deferred to the end of the meeting.
3842 Cllr Mrs Damiral-White had liaised with her daughter who will supply the postcards to go on sale for Saxmundham in Bloom.
3844 The Factory Shop will be opening on the 16th April.

3852. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:


591 ESTA Minutes of meeting
592 SCC temporary closure of part of U2526 Albion St 11-13 April
593 Saxmundham Museum– confirmation of insurance for the Long Family Silver
594 Don’t be a tosser campaign – Litter collections
595 The Town Telegraph
596 Find out how to design a greener life
597 SALC Mobile library service – responses to consultation
598 SCC Notification of temporary road closure – C227 Clay Hills, Kelsale – 3-6 May
599 SCC Suffolk Youth Offending Service
600 Ipswich Building Society – Press Release – BOS join together for Royal Wedding celebrations
601 Lumalite catalogue
602 E-ON – energy prices increasing
603 SCDC – agenda and minutes
604 DCK Beavers Ltd – disclosure requirements
605 SCDC – Glass recycling bank service – some banks will be replaced with metal wheeled-bin recycling banks


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

155 East of England & SCDC – Energy report and action plan – agenda item for the P & R
156 H.T.Argent & Son – Transfer of Rights at Saxmundham Market to Saxmundham TC – Cllr Moye dealing with this
157 AXA Commercial Property – Claim for water ingress for H.G.Crisp – Town Clerk to contact our Insurance Company.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C257
Email Daye Goddard
Youth related issues at Carlton Park
Meeting on Wed 20th April PAFYP
C258
SALC
The Local Councillor
Circulation
C259
SALC
Update on HMRC?PAYE, Council Tax & precepts & SCC New strategic Direction info
Circulation
C260
Email Penny Robertson
Sax News – new format
Circulation


3853. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Cllr Mrs Andrews advised that Eric Baskett had passed away. Mr Baskett had ran the mobile office for Suffolk Coastal District Council a number of years ago. Cllr Mrs Damiral-White and Lady Batho attended his funeral.
Col Warren is in hospital having an operation. He has indicated that he would be pleased to receive visitors.
Cllr Mrs Andrews thanked her fellow Councillors for all their support and work over the last four years. A new Council will be formed after the elections on May 5th.

3854. FINANCE REPORT:
* To approve the monthly finance report to end of March 2011. Cllr Mrs Damiral-White proposed these as correct, seconded by Cllr Willet. Unanimously agreed. Motion carried.

3855. UPDATE ON THE TRANSFER TO THE TOWN COUNCIL OF THE RIGHTS TO THE MANOR OF SAXMUNDHAM MARKET (Cllr Moye) :
Cllr Moye had an appointment with Argent Solicitors to ensure the Town Council do not incur legal fees from SCDC. Both solicitors are communicating and the working party will reconvene after we have received a response.

3856. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:

The following application was discussed at the committee meeting on Monday 4th April:-

C11 0621
Mr & Mrs M Brinded, 55 Heron Road, Saxmundham
Erection of front porch, Unanimously approved. Motion carried.
C09 0118 St. John’s Parish Church Retention of metal sign - SCDC permission 7 February 2011
C10 3162 Land between Rendham Road & A12 display of adverts - SCDC permission 14 February 2011
C11 0155 Beech House, 5 North Entrance, Saxmundham – Erection of double garage SCDC permission 25 March 2011
C11 0053 Waitrose planning application – letter from a resident regarding unsolved points.
Cllr Mrs Damiral-White explained that there were no planning reasons for us to refuse the above application and the committee supported this on the 7th February. On the 14th February the full Town Council endorsed our decision. Our District Councillor agreed that our decision at the time was correct and Mr Milligan at SCDC agreed with that decision. As a committee we were perfectly within our remit to agree our decision. Cllr Mrs Damiral-White explained that concerns were understood but the Town Council will not be invited to make any further comment and Mrs Hoare will need to liaise with Mr Steve Milligan, the case officer, at Suffolk Coastal District Council.

3857. UPDATE ON THE FUTURE OF SAXMUNDHAM YOUTH CLUB: Cllrs Mrs Andrews, Fisher, Moye and Ms Trotter-Langlois had a meeting with the youth workers and the Chairman of SAVVY as the Youth Club is due for closure on the 30th May. There has been support for continuing the Youth Club with three expressions of interest put in by ourselves, Pastel and SADCIC. It will cost £6,500 for the next twelve months to keep the Youth Club open and £3000 match funding can be obtained. Various proposals were discussed as this facility has already been paid for within our council tax and the Town Council are not in a position to set a precedent. SCC only gave us two months notice of closure of the Youth Club which was totally insufficient. The youth workers intend to reduce the age of admission to expand the attendance as there are many concerns about the financial burden that could be placed on anyone who supports the club. Cllr Moye proposed that the Council help fund the Youth Club with a payment of £3000.00. Cllr Cooke made a counter proposal that it should be clearly stated and understood that we could give a one off payment of £3000 that will be match funded elsewhere, not to be repeated and not to be built into future precepts. Seconded by Cllr Willett. Unanimously agreed. Motion carried.

3858. TO CONSIDER THE PROPOSAL THAT THE TOWN COUNCIL AGREE TO LEAD SUPPORT FOR THE LIBRARY WITH CORE FUNDING TO AT LEAST A SUFFICIENT EXTENT TO PAY A MANAGER TO RUN IT FROM APRIL 2012:
Cllr Fisher advised that it costs £27,000 per annum for staff costs to run the library and he advised that he hoped the Town Council would be able to assist with the running of the library. However it was suggested that a strong business case would need to be prepared and a minimum of 15% increase in expenditure for the Town Council. There is strong local support for the continuation of our library and others within the County and the Town Council will vehemently protest about closures. The meeting was closed to enable the public to give their views. It was re-opened and everyone appreciated that cuts are necessary but not closure of this essential facility that provides so much for the community. There is a meeting at 11am on Wednesday 27th April at SCC, Endeavour House, Ipswich and Councillors were urged to attend. Various proposals were discussed but Cllr Mrs Andrews proposed that we do not accept the closure of our library and write a strong letter of protest to SCC and closely liaise with the group who have been leading the protests. Cllr Cooke seconded this. Unanimously agreed. Motion carried.

3859. TO RECEIVE A REPORT FROM SAVVY: Cllr Ms Trotter-Langlois advised that both she and the Town Clerk have constantly been in touch with Wicksteed who are providing the new equipment as delivery is late. It is hoped that we will receive the swings this coming Thursday. Meanwhile SAVVY continue with their efforts to source financial support and run fund raising events.

3860. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Mrs Andrews advised that the new format will be published in July by Leiston Press and will be distributed to various outlets within the area. Penny Robertson, Editor of the Town Telegraph and Cllr Mrs Andrews had discussions about changes to Saxmundham News.

3861. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Willett attended Saxmundham Welfare Charities meeting and requested the Town Clerk and everyone present to apply to Waitrose for inclusion in the green token scheme. Derby and Joan Club had received a donation.

3862. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3834. 3820 page 5 - Clerk to contact Sally Stocks to advise her to have a discussion with Cllr Cooke
3849.1 Chantry Road – Cllr Sir Peter advised that he had received a complaint from a resident about the speed of traffic down the road, particularly the narrow part where drivers attempt to beat the traffic lights. Cllr Sir Peter advised he would liaise with the police and the Clerk was requested to formally notify them.
3849.2 North Entrance – bird scarers – Cllr Cooke advised that he had received a number of complaints
regarding the noise from the bird scareing adjacent to Langley Manor which appears to be on a timer. Apparently the equipment is used to deter pigeons from eating the leaves of the rape crop. Although this will undoubtedly stop now due to the growth of the crop the Town Clerk was requested to contact Environment Health, noise abatement.

3863. DATE OF NEXT MEETING: Annual Parish Meeting Monday 18th April 2011
Town Council AGM 16th May 2011



Meeting closed at 9.35pm

A motion was passed and unanimously agreed to discuss item 3838 ‘in camera’. Residents and the Town Clerk left the room.





Signed………………………………………… Dated…………………………………..……….
* Page 4 of 4 Town Council Minutes 11th April 2011

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