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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 12th MARCH 2012
IN THE MARKET HALL AT 7:15pm

Present:
Cllr. Mrs M Andrews
Cllr. Sir. P Batho Chairman
Cllr. G. Cooke
Cllr J.Cassels
Cllr Mrs Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. Mrs Sculley
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Cllr. D. Willett

In attendance:


Mrs M. Gallop, Clerk to the Council
Mr T Potter, EADT
PC Kevin Stollery
Jenni Carberry Go with the Flow Bus
4 members of the public


PUBLIC FORUM:
* Darkness in Fromus Square continues to be a problem but the Town Council do not own the land at present. The shortage of local police is problematic as visiting Officers from surrounding areas are not aware of local issues and two policemen were surveying the wrong area of Fromus Square last weekend.
* More information was requested regarding grit bins and the Town Clerk reiterated that this subject was in hand and will be discussed later on in the summer.
* Jenni Carberry who is the Project Manager for the Go With The Flow Community Youth bus introduced herself and briefly told the Town Council their plans for the bus and working with the young people. Suffolk Education Business Partnership have taken over the bus but EBP is a not for profit charity and they do not receive any funding from the Government or County Council. To continue keeping the youth bus running in the evenings and giving young people somewhere to go and something to do, they are reliant on the Town and Parish Councils for funding together with any additional income they can attract from hiring the bus out during the day. The bus had costly repairs when they first took it over and Wickham Market and Benhall have provided positive financial support. The bus will be advertised in our monthly Saxmundham News as it comes to Seaman Avenue every Friday evening. Donations from the Town Council are considered yearly in May.

REPORT FROM THE LOCAL POLICE: The police had sent their report and PC Kevin Stollery discussed the 28 crimes that had occurred in February. There is an ongoing problem with increasing numbers of youths from Leiston causing damage and anti social behaviour at the weekends, particularly Saturday nights. They are also having a detrimental influence on our own local youngsters. There are a number of fraudulent £20 notes in circulation around the town and vigilance is recommended. Sergeant Beresford is now in charge although Sgt Goddard does not retire until the end of the month and she will hopefully attend this meeting later on. PC Stollery expressed his grave concern about the increasing vandalism and drunken youths around the town particularly outside the Kebab shop. Licensing at Suffolk Coastal District Council have been contacted by the Police and local residents on several occasions but to date they allegedly have not received enough evidence to prosecute.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton had sent his apologies as he was attending an Annual Parish meeting elsewhere.

REPORT FROM THE DISTRICT COUNCILLORS: The District Councillors did not have anything to report on this month.

AGENDA

4042. 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 Tricker declared an interest in the Market Hall as a volunteer director of the local social enterprise, The Saxmundham & District Community Interest Company, who are now managing the Fromus Centre, on behalf of Suffolk County Council.

4043. APOLOGIES FOR ABSENCE: Sgt Goddard sent her apologies as she was attending Youth Participation training but confirmed she would attend later in the evening.

4044. MATTERS TO BE RAISED UNDER AGENDA ITEM 26:
The Town Quiz – Cllr Mrs Damiral-White

4045. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 13th FEBRUARY 2012 TOWN COUNCIL MEETING previously circulated: Unanimously agreed and signed. Motion carried.

4046. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
4041. Cllr Cooke gave an update on the ‘en camera’ subject from the February meeting:-
* The hourly rate from the 1st April 2011 to 31st March 2012 was increased due to the achievement of the three objectives by the Clerk. No pay rise has been given since 2008.
* The grade LC2 level 30 will be increased to LC2 31 from April 1st 2012.
* 2011 had been an exceptional year for the Clerk who coped with the cleaning and caretaker work caused by the lengthy sickness absence of the Caretaker and solely managing Saxmundham in Bloom. She will be awarded a one-off special award payment that will be subject to tax.
* A Retirement Gratuity payment for the Clerk was refused.
* The personal targets for the last financial year were agreed and the new targets were set for 1st April 2011 to 31st March 2012.
* A Personnel meeting will be arranged at the end of April.

4047. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
678 Awards for All application was unsuccessful
679 Town Telegraph
680 NALC Neighbourhood Planning – Wednesday 14th March Riverside, Stratford St.Andrew – Cllr Tricker will liaise with SALC for more information and for future training dates.

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

175 Dawn Rosher – request for grit bin or grit heap in Millfield Close. This subject will be discussed in the summer along with other requests and an article will be written and published in Saxmundham News. Areas need to be identified and prioritised regarding the necessity for bins and grit in the winter months.
176 The Friends of Leiston Airfield invite Annual Service of Remembrance & Thanksgiving 2pm Sunday 3rd June at the Mustang Memorial to the 357th Fighter Group U.S.A.A.F. Cllrs Mrs Damiral-White and D. Willett will attend.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C325 SCDC World of Housing event 26 March Leiston 6.30pm or SCDC 4 April 6.30pm
2 representatives needed to attend
C326 Email SALC Views sought on increasing health care services at Ipswich Hospital
Circulation
C327 ESTA Agenda & minutes Circulation
C328 SALC Various courses Circulation
C329 SCC - SCC’s part night lighting project - implementation Circulation

4048. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:

The Clerk advised that due to big changes in the service the Police provide the police do not have the power to put out cones and direct traffic, other than in emergencies. An exception is made in relation to directing traffic on Remembrance Sunday. In order to put cones down and apply for road closures in future we will need to apply direct to Suffolk County Council who will supply barriers and possibly cones. To direct traffic we will need stewards in place who are properly trained, unless we have signs that direct traffic and our stewards stand behind them. If they stand behind the signs they do not need to be trained. Suffolk County Council are training up 8 workers to be stewards who can be hired by the promoters of events and details and costs are currently being worked out. This obviously affects the St. George’s Day Parade as this information has only just been brought to our notice. Our Parade could meet in Waitrose car park and then be crossed over the road to the church this year and have the Leiston Royal British Legion band play in Fromus Square.
The 1st Saxmundham Scout Group are doing a litter pick on the 31st March. The Chairman, Sir Peter, thought the Town Council should also do a litter pick and this was arranged for Saturday 26th May 2012.

4049. FINANCE REPORT:
* To approve the monthly finance report to end of February 2012. Cllr Willett proposed this as correct, seconded by Cllr Cooke. Unanimously agreed and signed. Motion carried.

4050. TO RECEIVE AN UPDATE ON THE TOWN PLAN: Cllr Tricker advised that several meetings had occurred and a working party had been elected. The steering group has 12 members , 4 leaders of the 4 focus groups, economic, environment, leisure and traffic. They wish to involve with the elderly and the youth. The next stage is to put in for a funding bid from Awards for All. The website is managed by Chris Burslem and is kept up to date.

4051. TO DISCUSS THE PROPOSED SHARED PEDESTRIAN/CYCLE PATH FROM LOW ROAD TO BROOK FARM ROAD, SAXMUNDHAM: Cllr Mrs Andrews advised that Mr Chenery Asst East Area Highways Manager from Suffolk County Council confirmed that there is potential to do this although the biggest challenge is the very narrow width of the existing path beside Tollgate Cottage. The route will need signing and be the subject of a full safety audit and will not be a low-cost scheme. This enquiry originated from a resident of Kelsale and whilst Saxmundham Town Council support the aims of this scheme they are unable to consider funding at the present time but would be interested in further details and costings, in association with Kelsale Parish Council.

4052. TO RECEIVE AN UPDATE REGARDING THE DIAMOND JUBILEE CELEBRATIONS: Cllr Howe reported: -
* Confirmation that the majority of the planning was completed but unfortunately the lottery bid was unsuccessful.
* As the Rector r is unable to say grace on the Sunday at midday Cllr Sir Peter agreed to fulfil this task.
* Cllr Howe is still awaiting to hear from Mr Redhead regarding the flying display and from Leiston Majorettes.
* The timber has been delivered to Stannards.

* Waitrose will kindly supply a refrigerated van to keep all the children’s drinks cool at the street party.

* A lengthy article will full details of the celebrations will be published in Saxmundham News.

4053. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
To discuss the following planning applications:

C12 0420 revised scheme to C12 0005
Mr N Thomas
Archways 53 Rendham Road, Saxmundham
Erection of side extension and alterations to dormer
The Town Council unanimously supported this application.


Planning consent received from SCDC:

C12 0110 Bay House, 22 Market Place, Saxmundham – erection of two cottages and link to rear of Bay House (revised scheme) – SCDC approval despite our objections (explanatory letter from SCDC available)
C11 2864 Land between Rendham Road and A12 Saxmundham - copy email from Suffolk Preservation Society to Suffolk Coastal District Council planning advising they were not in favour of the variation of conditions being allowed. The site has been designated an employment are for decades but despite this and the Town Council’s objections planning permission was given by SCDC.

4054. TO RECEIVE A REPORT FROM CLUB SAX: Cllr Mrs Andrews gave her three monthly report on the Youth Club:-
* Very popular with 352 youngsters attending over the last 13 sessions
* They have 3 young volunteers
* They play pool Wi, X Box and other games
* Opinions are being sought regarding what the young people would like to do within the club
* A trained chef demonstrating various potato dishes one week and the youngsters have made pizzas
* One evening they had a lecture on sexual health
* Karaoke evening
* Dance
* At the last recorded meeting 37 youngsters attended (8 girls and 29 boys)

4055. TO AGREE THE RISK ASSESSMENT: Mr Moye had kindly circulated a new Risk Assessment. The two recommendations that had not been completed from last year were the supply of a personal alarm for the Clerk and a one-press emergency telephone number. Cllr Willett proposed we accept the new Risk Assessment, seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.

4056. TO DISCUSS HIRE OF THE FORECOURT ON MARKET DAY: Cllr Sir Peter advised that since the market began under the previous ownership of the District Council their policy was not to have the same kind of traders within a radius of 2 to 3 miles. The forecourt is rented out to various organisations but is used primarily for charities and organisations on a market day. The original charter in the 1300’s was on a Thursday. Although the forecourt is often used on a Saturday it was felt that if the trader wished to have a stall on a Wednesday then he should join the other traders in the Market Place. Cllr Sir Peter proposed that the Market Hall forecourt should not be let out to traders on Market day, seconded by Cllr Cooke. One abstention. Motion carried on majority.

4057. TO DISCUSS CLOSING THE HIGH STREET ON TWO OCCASIONS TO PROMOTE THE TOWN MARKET. Cllr Cassels proposed that the Town Council supports, in principle, a trial scheme of two special market days on Wednesdays around the time of the Tesco launch. The Business Association would make actual arrangements for the street closure and secure funding for it, perhaps by approaching Tesco. The Business Association find volunteers to supervise the street closure and work with the Town Council to encourage maximum participation in the market on these occasions.
All participants review the success or failure of these events, bearing in mind the cost and work involved to put them together and use this information to inform the decision on whether to have any further High street market events. Cllr Cooke advised that everyone should give this serious thought before the April meeting but confirmed that signage would be beneficial for the market.

Sgt Daye Goddard arrived having been to a youth participation group meeting. She advised that there had been increasing levels of anti-social behavioural groups with over 30 youngsters running amok around the town together with having a detrimental influence on our own local youth. These incidents require an immediate police response and there have been suggestions of acquiring a dispersal order. SAVVY’s prime objective this year will be to secure a suitable location for youngsters to relocate to. Sgt Goddard will be retiring at the end of this month and Cllr Sir Peter stated ‘on behalf of the Town Council and all its residents’ we would like to thank Sgt Goddard for all her help and assistance in keeping the peace and us all safe’.

4058. TO DISCUSS PROMOTING A LIFT SHARE SCHEME TO SAVE RESIDENTS AND LOCAL WORKERS MONEY AND TO REDUCE CONGESTION AND PARKING PROBLEMS: 
Cllr Cassels advised he would like to promote the use of a lift share scheme. Cllr Willett declared a personal interest. Cllr Cassels circulated a proposal (attached) regarding this scheme and he agreed to approach Greener Sax about their involvement in this project. This will be promoted in Saxmundham News and on our website.

4059. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Mrs Sculley had left the meeting due to ill health.

Mr Moye covers the following three positions but due to ill health it was thought advisable to adopt a deputy but this subject will be discussed at the next Market Hall committee meeting:-

Emergency Key Holder for the Market Hall
Emergency Planning Officer
Licence Holder for the Market Hall

4060. TO DISCUSS ST. GEORGE’S DAY PARADE: - Cllr Damiral-White will enquire if the Scouts will participate in this event this year. The Town Council need to get a pool of people to act as Stewards/Marshalls for future events.

4061. TO CONSIDER SUPPORT FOR A FEASIBILITY STUDY INTO THE DEVELOPMENT OF THE SAXMUNDHAM STATION BUILDING AS AN INFORMATION POINT FOR THE COMMUNITY: Cllr Fisher would like the Town Council to support a feasibility study into the development of the Saxmundham station building as an information point for the community. This would be a joint venture between the Town Council, the District Council and Suffolk County Council. Part of the library would be multi-media with a coffee bar. Cllr Fisher proposed the Town Council support a feasibility study without any financial commitment at this time, seconded Cllr Trotter-Langlois. Unanimously agreed. Motion carried.

4062. TO CONSIDER THE EXPENDITURE PROVIDED BY THE SECTION 106 AGREEMENT: This subject will be referred to the Finance Committee.

4063. TO RECEIVE AN UPDATE FOR THE OLYMPIC TORCH: Cllr Mrs Andrews reported:-
Framlingham College children will probably be walking to Saxmundham on the day and will return by coach. Our Middle School children will design their own torches and parade with them with a competition to judge the best torch. An ice cream stall and a burger stall have been booked and provision for wheel chairs and Portaloos has yet to be organised. Cllr Cooke offered to send details of a Rotary contact to Cllr Mrs Andrews with regard to possible Marshalls.

4064. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
The next issue of Saxmundham News should be circulated within the week.

4065. TO RECEIVE AN UPDATE ON THE OWNERSHIP OF FROMUS SQUARE: The Clerk advised there had been a slight delay in the legal proceedings on this.

4066. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties: Cllr Cassels advised he would update everyone by email. No other reports.

4067. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
The Town Quiz – Cllr Mrs Damiral-White advised that the quiz held in the Market Hall on Saturday raised £643.50 and there were 37 raffle prizes. Saxmundham Children’s Holiday Club will benefit from this. Our Rector thanked everyone who had supported this quiz. Unfortunately the Town Council did not make up a team on this occasion.

4068. DATE OF NEXT MEETING: 16th April 2012 Town Council meeting, 23rd April 2012 Annual Town Meeting



Meeting closed at 10.15pm





Signed………………………………………… Dated…………………………………..……….
* Page 6 of 6 Town Council 12th March 2012

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