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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 11th FEBRUARY 2013
IN THE MARKET HALL AT 7:15pm

Present:

Cllr. Sir. P Batho Chairman
Cllr. Mrs M Andrews
Cllr. J. Cassels
Cllr. G. Cooke
Cllr. J. Fisher
Cllr. Mrs D. Sculley
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Cllr. D. Willett


In attendance:


Mrs M. Gallop, Clerk to the Council
County Councillor Rae Leighton
3 members of the public


PUBLIC FORUM:
* Three questions were asked from a member of the public - who is accountable for Section 106 regarding the One Stop Shop? – District Council
* Where do the Section 106 allocations start and who is involved in this process? – District Council, County Council and the Developers.
* What was the amount allocated for the One Stop Shop? – It was thought to be £200,000.
* Cllr Mrs Andrews advised that she had received an email informing her that the One Stop Shop is not going ahead. She was also told that the surgery is not up to full capacity. If a patient wishes to see their own Doctor they do have to wait a number of days but it is always possible to see another Doctor straight away if necessary. However the car park is totally overflowing and the Practise needs to monitor the situation as many people park their cars all day and go off to work resulting in chaos for those patients who need to park their cars.
* Cllr Mrs Andrews informed everyone that it would be highly unlikely that Hopkins would use the money set aside for this project for a different purpose. The surgery may resurrect the plan to build upwards but this would probably have a detrimental effect on neighbouring houses. The Developer will decide the future use of the land originally allocated for the One Stop Shop.
* Cllr Sir Peter re-iterated the fact that the Town Council only make recommendations to the District Council who do not have to comply with our wishes. The District Council look at each application for planning separately and there is no long term planning for the public services. The current Local Development Framework has been revoked and we are waiting for the new LDF to come into effect but many more modifications to the Core Strategy have to be gone through before it will be ready for use. It was thought to be beneficial if an article informing the public what the responsibilities are for the Town Council, District Council and the County Council. The Town Council have no jurisdiction whatsoever over the allocation of monies from Section 106.
* The Scout Leader enquired about the various activities/equipment on the Memorial Field and his concern about what was happening with the Rendham Road Development. The Clerk confirmed that new replacement equipment had been selected for Seaman Avenue Play Area and she was awaiting a response from the District Council regarding allocation of Play Space funding. The goal posts had been ordered for the Memorial Field and it is hoped they will be erected shortly. Cllr Trotter-Langlois advised she had placed an article in Saxmundham News regarding SAVVY projects. She advised that the funding application for equipment would be going in next month.

REPORT FROM THE LOCAL POLICE: The Clerk read out the report from the Police. 24 recorded crimes in Saxmundham during January, due to a number of thefts and damage to insecure parked cars. There is a serious lack of policing in this area and the Clerk was requested to write to the Inspector regarding a number of queries and concerns. A Police Public Forum is due to be held on the 19th February in Leiston.

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton informed us of the progress of the Sizewell C Stage 1 Consultation and the issues so far. Lack of information particularly on transport and the siting of the buildings around the development were particularly prominent.
Cllr Leighton advised that the budget has been set for the coming year and will remain for the next twelve months.

REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs Andrews advised that the Inspector for the LDF had drawn up a number of modifications for the revised paper which will then go out for consultation, be returned, and the process will have to be gone through again. Cllr Mrs Andrews had been to look at Solar Panel Farms today – these appear to be more popular now than the wind turbines. Solar Panels are ideal to be placed on land which is unsuitable for crops or animal grazing.
Cllr Sir Peter advised the Boundary Commission are going to do a review of this area regarding the number of District Councillors for each area. There are 55 at present but they wish to decrease the number to around 39 for the Suffolk Coastal area. The Consultation is being held now and Cllr Sir Peter advised that if anyone had strong views about this they should be sent to the Boundary Commission. Different Wards within the District will be looked at to level out the electorate e.g. dense population way above the average for the District is at Kesgrave/Martlesham. The next election will be just over two years away with the new Warding’s in place.

AGENDA
.
4260. 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. Cllr Cassels declared a pecuniary interest as he is now the Editor of the monthly newsletter the Town Herald which is in competition with our Saxmundham News for advertisers.

4261. APOLOGIES FOR ABSENCE: Cllr K Howe, holiday, Cllr R Plant, holiday booked before being
co-opted as a Councillor

4262. MATTERS TO BE RAISED UNDER AGENDA ITEM 14:
4262.1 Use of the railway building – Cllr Mrs Andrews wondered whether Cllr Fisher could advise on this.

4263. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 14th January 2013, 21st
January 2013 and 4th February 2013 TOWN COUNCIL MEETINGS previously circulated: Unanimously agreed. Motion carried.

4264. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
Page 1 hedge has been cut back in Rendham Road
Page 2 Traffic lights at South Entrance – The Town Council have been informed by the experts that sequencing the lights would slow down the traffic even more but monitoring of the situation is still on-going. Roads have been measured with a view to the viability of having two lanes coming from the south - decision not made yet.
4242 Anti -Social Behaviour outside Zorbas – Cllr Mrs Andrews advised that there will be a meeting in March between the Licensing Section & a Senior Solicitor from SCDC and the complainants to which both she and Cllr Sir Peter have been invited. Zorbas have a food and a liquor licence. It was felt that monitoring of this situation should be carried out by the Compliance Team.


4265. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
666 email Lacey Crowe SCDC – Boundary Commission – Electoral Review
667 email Suffolk Acre – Winter/Spring update
668 copy email Sgt Nigel Tompsett – Licensing regarding Zorbas
669 Town Herald
670 Sizewell Parishes Liaison Group – Response to the EDFE Stage 1 Consultation on Sizewell C





B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

212 email Cllr G Butterwick , Melton Parish Council, Press Release re SCDC’s New Planning Policy
213 SALC Lais Planning Applications – Planning Committee will discuss this.
214 Copy email D. Adams – Dangerous parking in Fairfield Road, Saxmundham – this is a Police matter

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C364
Email Dr John Havard Saxmundham Health
Partners have decided to abandon the project regarding One Stop Shop
C365
Email SCDC Warm Houses Roadshow in Framlingham
Monday 18th February Framlingham College Theatre between 10am-2pm - Circulation
C366 Suffolk Acre
Cheaper Energy together
Circulation
C367 Emails from Roy Dowding SPLG and Jon Swallow
Various amendments & comments regarding route for proposed Sizewell build
SPLG representatives
C368 Email SCDC
Boundary Commission Presentation
Circulation
C369 SCDC Scrutiny Committee (Housing) to be held on Mondays 4 & 11 March 2013
Circulation
C370 Email Christopher Lucas Analysis of Town Plan questionnaires to be reported next month
Circulation
C371 SCDC Hilary Hanslip
Early warning regarding examination in the Core Strategy – 6 week consultation
Circulation

4266. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Update on St. George’s weekend celebrations – The Clerk advised that there will be a quiz on Friday 19th April, various entertainment on Saturday morning around Fromus Square with a three course meal Dinner Dance in the evening dancing to ‘Topless Barmaids.’ On the Sunday the High Street will be closed from 9am to 5pm outside The Store up to the traffic lights at South Entrance for a Street Fayre. In the afternoon it is hoped that there will be a Civic Parade along one side of the High Street up to St. John’s Church in Church Street for a 3pm service and return to the Market Hall for tea and cakes around 4.15pm. However there is some difficulty at present regarding the Parade as Accredited Marshals are needed and it would be most welcome if anyone who has this qualification would kindly offer to assist with the marshalling. Tickets for the Quiz and Dinner Dance can be obtained from H.G.Crisp in the High Street. Cllr Howe is organising the weekend as unfortunately the Clerk will be away.

4267. FINANCE REPORT:
* To approve the monthly finance report to end of January 2013. Cllr Willett proposed this as correct, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.

4268. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN: Mr Christopher Lucas who was unable to attend the meeting had confirmed that the response to the completion of the questionnaires was good and the boxes will be collected this coming weekend. The analysis will then take place and Mr Lucas will report back to the Town Council next month.

4269. TO DISCUSS WHETHER WE SHOULD PUT A BID IN FOR THE LAVATORY BLOCK IN BACK OF MARKET PLACE:
This location would be ideal to place the waste bins, away from the traffic and pedestrians or for community use. However there will obviously be hidden costs such either the demolition or restoration and maintenance of the building. Cllr Cooke proposed we put a bid on the site, seconded by Cllr Mrs Andrews. Unanimously agreed. Motion carried. Professional advice is necessary for this project. The Clerk was requested to contact Flick & Son for a quotation for a valuation of the property. A small working party consisting of Cllrs Fisher, Cooke and Willett would liaise on this.

4270. TO DISCUSS THE FOLLOWING PLANNING APPLICATIONS:
C12 2557 Mr N Denny
5 Market Place, Saxmundham
Change of use of, and erection of rear extension to redundant storage space above shot unit to create a single flat accommodation, inc the removal of the existing flat roof structure at ground floor level (to the rear)
Both applications were supported. Cllr Mrs Andrews is unable to vote on planning as she is a member of the District Coastal planning committee. The remaining Councillors voted for.
C12 2558
Mr N Denny
5 Market Place, Saxmundham
Demolition of rear flat roof structure
Motion carried

4271. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE.
Cllr Mrs Andrews advised that a monthly report regarding District and County Council responsibilities would appear in next month’s issue of Saxmundham News. Mr Burslem was thanked for writing up the Protocols for the magazine. The Town Clerk will check with SALC regarding the legalities of the production of Saxmundham News in conjunction with retaining Quality Status.

4272. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Mrs Andrews had attended an ESTA meeting – the new hourly service is progressing well. Complaints have been received about train tickets not being available at the station, but it is hoped that a ticket machine will be installed soon.
Cllr Cassels will be attending a Greener Sax meeting next week.

4273. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:


4262.1 Use of the railway building – Cllr Mrs Andrews wondered whether Cllr Fisher could advise on this.
Cllr Fisher confirmed that he was part of the group Friends of Saxmundham Station. Their website (www.saxstationfriends.org.uk) is up and running. The group’s chairman, Mr D Adams, had previously circulated some pamphlets to ESTA members and the Councillors would welcome some themselves. The informal group of friends are in discussion with Greater Anglia regarding the waiting room at the station being locked and it is hoped that volunteers will come forward to man the station.

4274. DATE OF NEXT MEETING: 11TH MARCH 2013



Meeting closed at 9.55pm.




Signed………………………………………… Dated…………………………………..……….

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