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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 12th SEPTEMBER 2011
IN THE MARKET HALL AT 7:15pm

Present:

Cllr. Mrs M Andrews
Cllr. Sir. P Batho
Cllr J.Cassells
Cllr. Mrs R Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. Mrs. D Sculley
Cllr. Ms. C. Trotter-Langlois
Cllr. D. Tricker

In attendance:
Mrs M. Gallop, Clerk to the Council
5 members of the public
Sgt Daye Goddard


PUBLIC FORUM: No enquiries

REPORT FROM THE LOCAL POLICE: Sgt. Daye Goddard had previously circulated a report and advised there had been 27 offences in August. Criminal damage particularly to vehicles has increased lately, mainly down to a young woman with mental health issues, and there is an ongoing problem with illegal parking particularly in the Market Place. The Police are very short staffed and are doing their utmost to deal with local problems including recent wanton vandalism.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton was unable to attend the meeting and had sent his apologies.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs Andrews attended a meeting at Suffolk Coastal District Council regarding budgets and a new accounting system.
Sir Peter reported the following:-

* A survey has been carried out on the polling stations but no change is envisaged for Saxmundham and the Market Hall will continue to be used
* Suffolk Coastal Services are changing the collection day for some areas from the 26th September
* SCDC are organising a Poppy run in Rendlesham Forest for the poppy appeal on the 30th October
* Suffolk Foundation have advised there is funding available for local groups
* SCDC are consulting on car parking charges. If anyone has any objections they should write to the District Council and strongly endorse the need to support no increased charges in Saxmundham. The current price of 70 pence for two hours is still a high amount to pay in a small market town. Blue badge holders will probably incur charges and allocated places may be introduced but the siting of the ticket machines will need to be discussed. No decision has been made yet about car parking charges at the proposed Tesco site but Cllr Mrs Andrews should receive notification tomorrow.


Cllr Mrs Andrews advised there will not be any funding from Section 106 for the Tesco site as it is a town centre development.
A member of the public had sent the Town Council an email (C283) regarding his concerns about the future of our High Street. Cllr Mrs Andrews offered to assist with this and asked the resident if he was expecting a full response to this email immediately but that was not the case. Whilst years ago the High Street was extremely busy, the recession in the 80’s together with several other factors meant that in the 90’s there were many empty shops. Now we have three empty shops, two of which are spoken for and, hopefully, residents and people from surrounding areas will increase their usage of our local shops whilst continuing to use supermarkets. The creation of a Town Plan will be discussed under item 14 on the agenda and it is hoped that this will enhance various aspects of our town. Travel these days is much easier and encourages residents to go to other larger towns and cities rather than shop locally. Lack of car parking and increasing charges do not help keep our town as busy as it could be.

AGENDA

3921. 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. Most Councillors declared an interest in agenda item 13 with regard to waiting restrictions where they live.

3922. APOLOGIES FOR ABSENCE: Cllr G. Cooke, holiday, Cllr D. Willet, work commitments and County Cllr Rae Leighton

3923. MATTERS TO BE RAISED UNDER AGENDA ITEM 26:
Donation for British Legion Remembrance Wreaths – Cllr Mrs Damiral-White

3924. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 11th JULY TOWN COUNCIL MEETING previously circulated: Unanimously agreed and signed. Motion carried.

3925. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
Page 1 – future of the Library. A positive response to our letter has been received.
Page 2 – The newly erected swings at Seaman Avenue have been declared safe by the manufacturers. A meeting is to be arranged with their Manager and Jennie Catling of Suffolk Coastal District Council.
C264 – 38 Saxon Road – Cllr Howe advised that clearance of the garden was evident but is now growing back.
Page 4 – Signs for the Webster Room and Seaman Avenue Play Area – Cllrs Fisher and Ms Trotter-Langlois are working on this.

3926. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

639 Town Telegraph, July & August
640 SCC – restructure of Highways and Transport Services
641 Pastel Newsletter
642 Suffolk Link Annual Report
643 SCDC Premises Licence No: PREM0596
644 Suffolk View
645 Suffolk’s Fragile Coast
646 Copy letter from S.Dennington & L. Meadows to neighbour regarding trimming the sycamore branches
647 Thorpe News summer edition
648 SCC Divestment of Youth Clubs
649 SCC Illuminated Christmas Decorations & other temporary electrical equipment on or above the Public Highway
650 Email from the Police – Suffolk Police’s response to London violence
651 BT broadband – update about BT wi-fi service update
652 Sport and Play Park leisure – outdoor gym
653 ESTA Minutes of the committee meeting
654 Suffolk Coast & Heaths July 2011 monthly update
655 Suffolk Age UK – campaign to improve local neighbourhoods for older people
656 Sustainable Government – latest public service news
657 email from Parliament regarding Dr. Coffey holding meetings
658 email Suffolk Acre – Workshop 14th September at Stratford St. Andrew
659 Sizewell parishes Liaison Group minutes of steering group 9th August 2011

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

162 SCC – Mobile Libraries Consultation – Cllr Fisher advised that some published figures with regard to the survey of use were misleading regarding the cost involved. The number of stops vary from one area to another and there is concern that a number of stops will not continue. Cllrs Cassels and Fisher will complete the survey individually.
163 Police Federation – Budget costs resulting in fewer Officers on the street. Will we raise the matter with our District and County Councillors and MP? The matter has been raised and the Clerk will display the poster on the notice board.
164 SCDC Review of Polling Districts, Places & Stations – any comments for the review? None given.
165 SCDC – Consultation on updated Sustainability Appraisal appropriate assessment documents – any comments by 14th October 2011 – agenda item 17.
166 copy letter sent to Cllr Ray Herring regarding Martins Newsagents. Improvements to this shop have been made.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C281 SCDC Invitation to briefing draft national planning policy framework 28th Sept Riverside Centre 18.30-21.00
Cllr Mrs Andrews to attend
C282 SCC Response to Clerk’s letter regarding Library
Cllr Fisher is leading a group to keep Saxmundham Library open and will keep the Council informed on developments.
C283 Email Chris Burslem Concerns regarding Saxmundham High Street.
Clarified earlier under the report from the District Councillors
C284 NHS Suffolk What’s happening to Community Services? Circulation
C285 Suffolk Preservation Society Fire & Thatch: a burning issue – one day conference Saturday 15th October 2011. It was thought there were only three thatched properties in the area.
C286 Email SCDC Advance notice of Evensong St. Edmundsbury Cathedral Sunday 27 May 2012
This Evensong is to celebrate the Jubilee.

3927. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Cllr Sir Peter advised that Cllr Mrs Damiral-White responded to the letter that appeared in the East Anglian Daily Times from a resident in Snape regarding ‘last chance to improve town’. The Town Council have made numerous attempts to get a relief road in Saxmundham but have not been successful due to numerous reasons particularly the high cost involved.
Cllr Sir Peter received a letter from a previous Councillor praising the Saxmundham News and also the excellent minutes that the Town Clerk produces.

3928. FINANCE REPORT:
* To approve the monthly finance report to end of July & August 2011. Cllr Mrs Sculley proposed these reports as correct, seconded by Cllr Howe. Unanimously agreed. Motion carried.

3929. UPDATE ON OWNERSHIP OF THE MARKET: We have been advised that the ownership of the Market is imminent but unfortunately the ownership of Fromus Square continues to cause further delays due to lack of response from the legal representatives of the John Lewis Group.

A five minute break ensued.

3930. TO APPROVE & ACCEPT THE AUDITIED ANNUAL RETURN FOR YEAR ENDED 31 MARCH 2011:
The Annual Return had an intermediate audit this year but was totally approved by the external auditors. Cllr Mrs Damiral-White proposed approval and acceptance of the audited Annual Return, seconded by Cllr Cassels. Unanimously agreed. Motion carried.

3931. TO DISCUSS WI-FI FACILITIES IN THE MARKET HALL: Cllr Mrs Andrews advised she thought this facility would attract some users of the Market Hall. Cllr Cassels will investigate the cost and report back at the next meeting.

3932. TO CONSIDER A DONATION TOWARDS THE SCIENCE & COMMUNITY BUILDING PROJECT AT THE PRIMARY SCHOOL: Cllr Tricker declared an interest. Cllr Sir Peter proposed that as this request for £1000 had not been budgeted for the Town Council are unable to donate any money but would investigate the possibility when the Finance Committee meet to discuss the 2012 budget in October. If this proves viable monies would be available next April. Seconded by Cllr Mrs Andrews. The remaining Councillors agreed apart from Cllr Tricker who abstained. Motion carried on majority.

3933. TO REVIEW THE WAITING RESTRICTIONS IN SAXMUNDHAM AND TO DISCUSS PARKING IN ROADS OFF THE HIGH STREET e.g. ST.JOHNS ROAD & FAIRFIELD ROAD:

The Engineer at Suffolk County Council contacted the Town Council some time ago and a number of meetings have taken place with him, the Police, Cllrs Sir Peter, Fisher and the Clerk. SCC are correcting the rules where legislation does not agree with the ground. This review has taken much thought and time and Cllr Tricker proposed we accept the whole Traffic Regulation Orders, seconded by Cllr Howe. Agreed by all apart from Cllr Fisher who was against. Motion carried on majority.

3934. TO DISCUSS SAXMUNDHAM TOWN PLAN: Cllr Tricker had previously circulated his ideas for Saxmundham Town Plan and proposed the following:-

1. Saxmundham Town Council agrees to encourage and support a Town Plan project, to be started before the end of 2011, with fieldwork to be conducted in 2012 and a Town Plan by end 2012.

2. That the project will be led and managed by a group of community volunteers, with initial support from Saxmundham Town Council and Suffolk ACRE (to be refined and agreed by the group as work progresses)

3. Will adopt the resulting Town Plan and commit to pro-actively helping to deliver the agreed priorities for action – ensure that it doesn’t gather dust, once completed – by putting the resulting action plan on to its standing agenda for all full council meetings – to publicly review and progress.

4. Agree to help ensure that the resulting Town Plan and action plans are kept “live” to changing circumstances, with continuing community involvement.

Cllrs Cassels, Howe and Tricker would form part of the group.

Unanimously agreed. Motion carried.

A resolution was agreed to go beyond the 10.00pm deadline for closure of the meeting as per our standing orders. Unanimously agreed. Motion carried.

3935. TO RECEIVE AN UPDATE ON THE QUEENS JUBILEE CELEBRATIONS: Cllr Howe reported that only one meeting had taken place so far. It is envisaged that a two day event will occur, Sunday 3rd
June 2012 from noon until 7pm primarily for youngsters with a street party and disco followed by various events on Monday 4th June including a band in Fromus Square. The Museum will hold a two day event in the Market Hall and a fly past has been suggested. A Civic Parade should also be organised for the Sunday morning. Cllr Tricker proposed circulation of an advance report for the Jubilee arrangements before the October meeting. Seconded by Sir Peter. Unanimously agreed. Motion carried.

3936. TO APPOINT REPRESENTATIVES TO MEET WITH SCDC REPRESENTATIVES REGARDING THE OLYMPIC 2012 TORCH ROUTE. (A non disclosure agreement will need to be signed)

Cllr Sir Peter proposed Mr Glynn Moye to be the representative, seconded by Cllr Mrs Andrews. Unanimously agreed. Motion carried.

3937. TO CONSIDER AND COMMENT ON THE CONSULTATION ON UPDATED SUSTAINABILITY APPRAISAL & APPROPRIATE ASSESSMENT DOCUMENTS (AUGUST 2011) – Councillors were urged to read this lengthy document as comments by the October meeting will just meet the deadline.

3938. TO COMPLETE THE QUESTIONNAIRE AND RAISE AWARENESS REGARDING SCC MOBILE LIBRARIES CONSULTATION: This subject had been discussed previously.

3939. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported:
There had been a lengthy planning meeting on the 1st August to discuss the following applications:

C11 1539 SCC
Former County Primary School, Saxmundham
Outline application for conversion of former school to two houses and associated outbuildings and erection of 19 residential units, provision of access and parking areas off Fairfield Road & St. Johns Road


The Councillors strongly objected to the above application for a number of reasons, as detailed below:-

* The application is to replace extant permission for 17 additional units but the development parameters plan number 108 included with the application refers to an earlier application for 18 new dwellings.
* Grave concerns about parking that is already totally inadequate in the town with increasing traffic parking in the roads
* Concerns about the access and egress
* Total lack of infrastructure
* Level of traffic flow and congestion that is already giving great concern in Fairfield and St. Johns Roads
* Town Clerk will raise the issues of the already congested roads due to insufficient car parking with Highways

C11 1586
Christchurch Property Co Ltd
Land between Rendham Road & A12 Rendham Road, Saxmundham
Mixed use development including business (B1-B8); residential (C3) and local retail A1; together with associated highways, car parking, landscaping and other associated works. (without compliance with Condition 20 of planning permission C10 0294( – phasing of development.

The Councillors strongly opposed the above application

C11 0053
Waitrose
28 Church Street, Saxmundham
Erection of extensions measuring 222 sq m to existing foodstore; refurbishment and change of use of building formerly used as auction house to either Class A1 retail/Class A2 financial and professional institution/Class B1 business use, including partial demolition of existing building; and associated works
The Councillors supported the above application.

TO DISCUSS THE FOLLOWING APPLICATION:

C11 1734
Mrs D Bouabdallah
Yew Trees Fairfield Drive, Saxmundham
Conversion of existing garage to study/bedroom
The Council supported this application


SCDC approval for Brook Cottage, 26 North entrance Saxmundham – Holm Oak – pollard and reduce holly by 20%

C11 2019 Fairfield House South, Fairfield Drive, Saxmundham Internal alterations – re-instatement of doors removed in 1970’s – to be discussed on Monday 3rd October.


3940. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Mrs Sculley advised the that the committee had not met this month.

3941. TO RECEIVE A REPORT FROM SAVVY: Cllr Miss Trotter-Langlois advised:

* Teen Kicks had been well attended and made a profit.
* The consultation in the Market Hall proved to be very successful
* Art Classes began at CYDS last Thursday
* Team BBQ to be arranged

3942. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
3942.1 To consider publication of draft minutes in the newsletters: Cllr Sir Peter proposed publication of the draft minutes in the newsletter, seconded by Cllr Tricker. Cllr Mrs Andrews abstained. The remaining Councillors unanimously agreed. Motion carried.
Cllr Mrs Andrews advised that this months issue was printed today and the publication is going well although producing a monthly newsletter is very hard work. She urged Councillors to give her articles for future publication.

3943. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Fisher attended the area SALC meeting on the 5th September and it is hoped that the dates for meetings will be changed as they normally clash with our own Council meetings.
Cllr Mrs Andrews is unable to attend the next Sizewell Parishes Liaison Group meeting but Cllr Sir Peter will attend.
Cllr Howe reported on the BOS meeting held last Monday. 13 shops have taken up the offer of CCTV but it was hoped more would do so. BOS are still investigating the idea of taking over Saxmundham in Bloom.
Cllr Cassels advised that he attended Sizewell Stakeholders Group meeting and they are intending to hold a public meeting during October.
Cllr Tricker advised that he was appointed representative to both CYDS and CATS but both organisations do not appear to need anyone from Saxmundham. The Clerk will write to the organisations.

3944. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
Donation of British Legion Remembrance Wreaths – Cllr Mrs Damiral-White advised that there will be two services of Remembrance, 11th November 11am at Fromus Square and the 13th November in St. Johns Church for the Sunday Civic Parade meeting at 2.15pm in the Market Place. Andy Wolton has been appointed the Chaplain of the British Legion. Cllr Sir Peter proposed the donation of £50.00 towards the cost of two wreaths, seconded by Cllr Ms Trotter-Langlois. Unanimously agreed. Motion carried.


3945. DATE OF NEXT MEETING: 10th October 2011

Meeting closed at 10.30 pm





Signed………………………………………… Dated…………………………………..……….
* Page 6 of 6 Town Council Minutes 12 September 2011

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