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MINUTES OF THE AGM OF
SAXMUNDHAM TOWN COUNCIL
FOLLOWED BY THE TOWN COUNCIL MEETING
HELD ON
MONDAY 16th MAY 2011
IN THE MARKET HALL AT 7:15pm

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

In attendance:

Mrs M. Gallop, Clerk to the Council
County Cllr Rae Leighton
Mr Tom Potter, EADT
9 members of the public


1. ELECTION OF CHAIRMAN: Cllr Mrs Andrews proposed Cllr Sir Peter Batho as Chairman, seconded by Cllr Willett. Unanimously agreed. Motion carried.
Cllr Sir Peter thanked everyone for electing him as Chair and congratulated all those who had been re-elected and gave a warm welcome to Joe Cassels. Cllr Sir Peter explained how sorry everyone felt that Mr Moye did not succeed in getting re-elected.

2. TO RECEIVE THE CHAIRMAN’S AND COUNCILLORS DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT: The Declarations of Acceptance of Office were signed and witnessed by the Clerk. The Code of Conduct will be returned to the Clerk within the next few days.

3. ELECTION OF VICE CHAIRMAN: Cllr Sir Peter proposed Cllr Mrs Andrews as Vice Chairman, seconded
by Cllr Willett. Unanimously agreed. Motion carried.

4. APOLOGIES FOR ABSENCE: Cllr Cooke, abroad, Cllr Tricker, previous engagement and Col R Warren.

5. ELECTION OF THE FOLLOWING COMMITTEES: Cllr Sir Peter explained that the P & R committee (Policy & Resources) was intended to discuss and decide how the Council thought regarding subjects that needed careful and long consideration in order to minimise the length of full Council meetings. The P & R has become virtually redundant and at times has not been quorate. Long discussions have continued to ensue at the Council meetings and Cllr Sir Peter suggested that the P & R be renamed. Various ideas continued about this subject and it was proposed by Cllr Willett and seconded by Cllr Mrs Andrews that the P & R committee would be renamed Finance committee which would meet up as and when is necessary to discuss the budget and other monetary subjects. Unanimously agreed. Motion carried

The following Councillors were appointed to the various committees. Cllrs Mrs Andrews and Sir Peter are ex-officio on all committees.

5.1 Planning Committee – Cllr Mrs Rose Damiral-White, Cllr G. Cooke, Cllr J. Fisher, Cllr K. Howe, Cllr Ms
C Trotter-Langlois and Cllr Willett
5.2 Market Hall Management Committee – Cllr J.Cassels, Cllr K. Howe, Cllr Mrs Sculley and Cllr D. Tricker
5.3 Finance Committee Cllr G Cooke, Cllr J. Fisher, Cllr C. Trotter-Langlois and Cllr D. Willett
5.4 Personnel Committee – Cllr G. Cooke, Cllr Mrs D Sculley, Cllr Ms C Trotter-Langlois and Cllr D. Willett
5.5 SABRE Award Selection Committee – Cllr J. Cassels, Cllr Mrs R Damiral-White, Cllr Mrs D. Sculley


6. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
6.1 Footpath Warden, Cllr J. Fisher
6.2 Saxmundham Welfare Charities – Mr G Moye and Cllr D. Willett
6.3 Safer Neighbourhood Team (SNT) (Town Clerk)
6.4 SALC, Cllr D. Tricker
6.5 Sizewell A and B Stakeholder Group, Cllr J. Cassels
6.6 Press Correspondent, Cllr Mrs R. Damiral-White
6.7 CATS, Cllr D. Tricker
6.8 CYDS, Cllr D. Tricker
6.9 Saxmundham in Bloom – Cllr D. Willett to liaise with BOS. Town Clerk is at present undertaking this
6.10 Businesses of Saxmundham (BOS) Cllr K. Howe, Cllr. D. Willett and the Town Clerk
6.11 ESTA, Cllr Mrs Andrews and Cllr D. Willett
6.12 Citizens Advice Bureau, Cllr Mrs D. Sculley
6.13 Tree Warden , Cllr J. Fisher
6.14 Dog Warden, Cllr D. Tricker
6.15 S.A.V.V.Y. , Cllr J. Fisher and Cllr Ms C. Trotter-Langlois
6.16 St. George’s Committee, Cllrs Mrs M. Andrews, Cllr J. Cassels, Cllr K. Howe, D. Sculley, Cllr Ms
Trotter Langlois and Cllr. D. Willett
6.17 SADCIC – Cllr K. Howe

7. TO APPOINT AN INTERNAL AUDITOR: suggested as previously used, Heelis & Lodge. As the Internal Auditor is competitive in price and fulfilled the Councils needs it was unanimously agreed that Heelis and Lodge should be appointed for the coming year. Motion carried.

8. TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER: - Unanimously agreed the Town Clerk would continue in this role. Motion carried.

9. TO RE-AFFIRM CHEQUE SIGNATORIES: Cllr Mrs M. Andrews, Cllr Sir P. Batho, Cllr J. Fisher and the Town Clerk. (two signatures required at all times)


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”. Col Ron Warren had been chosen to be presented with the SABRE award this year due to his years of unstinting hard work for the community.

Cllr Mrs Andrews congratulated Col Ron Warren and thanked him for his valuable contribution to the town over a number of years. He has worked tirelessly on numerous projects and will be sorely missed when he eventually moves away from Saxmundham. Cllr Mrs Andrews presented Col Warren with the shield and he gave thanks to everyone for their support.


REPORT FROM THE LOCAL POLICE: Sgt D. Goddard had given her apologies and sent a report which the Town Clerk read out.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton congratulated everyone who was elected to the Council. Former SCC leader, Jeremy Pembroke, has retired and a new leader has been elected, Mark Bee. The controlling group have not been happy with the way the new strategic direction has been going. The Government have cut SCC grant by £42.5million and the SCC needs to find savings of £8 million this year. Although the Government has cut the Rates Support Grant SCC decided not to increase the council tax to residents. The Chief Executive has been under considerable pressure of late and is on extended leave whilst an independent enquiry is going on.
There have been numerous rumours regarding library closures but the library will not close and will remain in the present location for as long as other County Councils services remain there and library usage is viable.


REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs Andrews advised there had been no meetings since the election and neither she nor Cllr Sir Peter had anything to report on. She thanked everyone for their support during the election and expressed her sincere appreciation to Mr Moye who has worked tirelessly behind the scenes for a number of years but did not get re-elected this time. Cllr Mrs Damiral-White advised that an application for new planning permission to replace extant planning permission for the former county Primary School at Fairfield Road, Saxmundham had been received. Consideration for the conversion of the former school to six residential units and use of land for erection of 17 residential units will take place at our next planning meeting. It was thought that it would have been logical to have used this site for library use rather than new build because it is better to have libraries nearer to the High Street.

AGENDA

3864. 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 Mrs Andrews declared an interest as a Trustee of the Museum. Cllr Sir Peter declared an interest in the Adventure Playground, Cllr Mrs Sculley declared an interest in the Museum and Cllr Willett declared an interest in CATS.

3865. APOLOGIES FOR ABSENCE: Cllr Cooke, abroad and Cllr Tricker, prior engagement

3866. MATTERS TO BE RAISED UNDER AGENDA ITEM 20 :
3866.1 Enhancement of St. George’s celebrations – Cllr Howe
3866.2 Youth Council – Cllr Mrs Andrews

3867. MINUTES OF THE 11th APRIL 2011 MEETING previously circulated: Unanimously agreed and
signed as a true record. Motion carried.

3868. MATTERS ARISING THEREFROM:
* Police Report – Town pump – after consideration of various ideas how to immobilise the handle of the town pump it was agreed that Cllr Sir Peter would contact Peggs for their advice and then report back. Once a decision is made we will inform the Environment Officer at SCDC.
* Public Forum April meeting – Cllr Mrs Andrews advised that the excessive costs from SCDC regarding rebuilding of the Scout Hut had been investigated as they were due to various building regulations and she advised Cllr Mrs Damiral-White to contact Peter Hazlewood (Building Control Manager). Cllr Mrs Damiral-White explained that work was progressing as the walls of the Scout Hall were up and the roof trusses were going up today with a planned opening in September. The Architect had made various adjustments to meet the requirements.
* 3855 No response as yet from the solicitors regarding the transfer to the Town Council of the rights to the Manor of Saxmundham Market.
* 3857 – Cllr Mrs Andrews advised that Mr Moye was in the middle of setting up a Youth Council and the next meeting will be held tomorrow. Cllr Mrs Andrews suggested that the Youth Council be allowed to meet in the Market Hall once a month before the Town Council meeting. Mr Moye was the prime mover in saving the Youth Club before the election but regretfully Mr Moye was not re-elected. Cllr Mrs Andrews proposed that we appoint Mr Moye to deal with any matters of the Youth Club and use the hall for the Youth Council before the Town Council meetings. Seconded by Cllr Willett. Unanimously agreed. Motion carried.
* 3859 – Cllr Ms Trotter-Langlois reported that she and the Town Clerk met at Seaman Avenue with Jenny Catlin from Suffolk Coastal District Council and Andrew Love from Wicksteed to discuss the problem with the newly erected play equipment. The bars on the swings need to be replaced.
* 3862 (3849.1) Cllr Sir Peter will liaise with the Police regarding speeding traffic on the Chantry Road.

3869. It was unanimously agreed to bring forward item number 13 on the agenda:
To confirm the appointment of DPS (Designated Premises Supervisor)
Cllr Mrs Andrews advised that Mr Moye is the DPS at the moment and has been fully trained. Mr Moye
is happy to carry on and Cllr Sir Peter proposed that Mr Moye continue in the appointment
of DPS and retain his set of keys for the Market Hall, seconded by Cllr Mrs Damiral-White.
Unanimously agreed. Motion carried. Cllr Mrs Andrews advised Mr Moye had been working hard
behind the scenes for many years and it was very unfortunate that he had not been re-elected. The
Town Council has not budgeted for further training for the position of DPS – agenda item for Market
Hall committee.

3870. CORRESPONDENCE:

A – CORRESPONDENCE TO BE CIRCULATED: For information only

606 SCC changes to street lights
607 GRS fuel-oil alarm – theft of oil prevalent
608 Copy letter to SCC regarding Saxmundham Library
609 The Town Telegraph
610 John Troughton, - Saxmundham Market incident now closed
611 SCC – Road surface dressing programme 2011 Saxmundham
612 SCDC Agenda & minutes
613 SCC – Delay the closure of six of the seven household waste recycling centres
614 ESTA Members’ bulletin
615 The Local Councillor

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

None at present

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C261
Saxmundham & Dist Welfare Assoc - Invite to opening of new kitchen Wed May 18th 11am for 12 noon buffet lunch Cllr Mrs Andrews to attend
C262 ESTA Agenda & minutes Circulation
C263 Email Alison Woodley Request for permission to use Memorial Field 18 weeks on Thursday evenings – football. Permission unanimously given. Clerk to reply
C264 Telephone Complaint. State of garden belonging to 38 Saxon Road , Sax – attracting rats & other vermin
Cllr Howe to investigate
C265 SALC  New Councillor briefings 2011 7.00pm-9pm various venues & dates £25.00 plus vat
Cllr Cassels to inform the Clerk if he is able to attend.

3871. CHAIRMAN’S/CLERK’S ANNOUNCEMENTS:
The Clerk requested assistance with setting out the Market Hall for various bookings because the position of caretaker is still vacant. Cllr Mrs Andrews will approach someone who may be interested in the position.

3872. FINANCE REPORT:
* To approve the monthly finance report to end of April 2011 (as attached). Cllr Willett proposed these as correct, seconded by Cllr Fisher. Unanimously agreed. Motion carried.

3873. TO REVIEW THE RISK ASSESSMENT: The Clerk went through the Risk Assessment with the Councillors and confirmed the actions that had been taken according to the recommendations. Mr Moye has kindly offered to review thisyears Risk Assessment. Unanimously agreed. Motion carried.

3874. TO APPROVE THE STATEMENT OF ACCOUNTS FOR THE YEAR 2010-2011.
Cllr Willett proposed this as correct, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.

3875. TO APPROVE THE STATEMENT OF ASSURANCE FOR THE YEAR 2010 – 2011: Cllr Willett proposed this as correct, seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.

A five minute break ensued.

3876. TO CONSIDER THE ANNUAL MEMBERSHIP PAYMENT TO SIZEWELL PARISHES LIAISON GROUP (£150.00) Cllr Mrs Damiral-White proposed we continue with membership , seconded by Cllr Mrs Andrews. Cllr Fisher opposed this and thought they should seek monies from the electricity suppliers EDF. 8 voted for and 1 against. Motion carried on majority.

Item 13 on the agenda had been discussed earlier in the meeting.

3877. CONSIDERATION OF GRANTS TO VOLUNTARY BODIES FOR 2011/2012 ( £ 700.00 available)
( List previously circulated)
Grants are given from the money received from the market commission and recycling. Unfortunately we have received reduced amounts the last couple of years due to the decline in people using our weekly market and insufficient use of the recycling facilities in the Market Place car park.

It had been agreed earlier in the year that grants would only be given locally due to the fact that monies available are very limited. It may be prudent for the Town Council to allocate money for grants within the next budget. Cllr Sir Peter proposed that the Town Council support the following seven voluntary bodies with £100.00 each. Seconded by Cllr Fisher. Unanimously agreed. Motion carried.

Saxmundham Museum
Saxmundham 1st Responders
Leiston, Saxmundham & District Citizens Advice Bureau
Saxmundham Adventure Playground
Meadow Brook Playcare
CATS
B.A.B.I.E.S.

3878. TO DISCUSS THE INCREASING AMOUNT OF LITTER IN SAXMUNDHAM: Litter has been an increasing problem recently but the town cleaner from SCDC is working on reduced hours due to cutbacks. It is hoped that our community will help to keep the town as clean as possible.

3879. TO REQUEST FROM SCDC THAT THE TOWN COUNCIL BE INVOLVED IN DISCUSSIONS REGARDING THE LANDSCAPING OF EAST OF THE FROMUS: Cllr Mrs Damiral-White thought that this should not be one person’s decision and the Planning Committee should have the remit to consider the landscaping at their next meeting. Cllr Willett proposed that we write to Suffolk Coastal to confirm our involvement. Seconded Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.

3880. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White advised that we had received a copy from Waitrose to Mrs Hoare and they will contact her again regarding her complaint during June. The Town Council has received a new planning application regarding the former county Primary School site in Fairfield Road and this will be discussed at the next planning meeting.

3881. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Mrs Andrews advised that there will be a different format in the next issue. She asked Cllr Sir Peter if he would kindly do the Chairman’s Foreword and Cllr Cassel a personal profile.

3882. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
ESTA AGM Cllr Mrs Andrews attended this
Friends of Leiston Airfield – Cllr Mrs Damiral-White will represent the Town Council at the event on the 29th May.

3883. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3866.1 Enhancement of St. George’s celebrations – Cllr Howe wondered whether consideration should be given to resurrecting the Saxon Fair in line with St. George ‘s celebrations. Cllr Mrs Andrews thought St. George’s should be celebrated as normal but consideration should be given to incorporating some of the events that had taken place previously within the Saxon Fair.
3866.2 Youth Council – Cllr Mrs Andrews – discussed earlier.

3884. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2011/12 AND THE DATE OF THE ANNUAL TOWN MEETING 2012:
13 June; 11 July ; 12 September; 10 October; 14 November; 12 December; 9 January 2012; 13 February;
12 March; 16 April; 14 May: Town Meeting – 23 April 2012


The meeting closed at 9.50pm.




Signed………………………………………… Dated…………………………………..……….
* Page 6 of 6 Town Council Minutes 16th May 2011

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