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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 9th JANUARY 2012
IN THE MARKET HALL AT 7:15pm


Present:
Cllr. Mrs M Andrews
Cllr. Sir. P Batho Chairman
Cllr J.Cassels
Cllr G Cooke
Cllr Mrs Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
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 Cllr Rae Leighton, SCC
3 members of the public




PUBLIC FORUM:
* The clothing bin on the Market Place car park is placed and emptied by BCR, Black County Rags in Birmingham, at their own expense and they keep any monies received
* Clarification was given for the number of bins outside the back of the Bell Hotel and the Market Hall fire door. One of the large bins is for our weekly market traders to use and it is hoped that it can be re-sited before long.

REPORT FROM THE LOCAL POLICE: Sgt Goddard sent a report and her apologies for non attendance. There have been 21 crimes recorded during last month and the Town Clerk read out the report.

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton has spoken to the Assistant Chief Constable regarding the level of policing and was informed that there is no decrease in front line policing in Suffolk Coastal. There are significant cuts in some ranks as the proportion of Sergeants with other Police Officers is imbalanced. The Police are hoping to recruit younger people before long.
There is little Suffolk County Council news at present due to the seasonal holidays. Their budget will be discussed at the next full Council meeting in February.
A query was raised about the changeover of our response centre from Woodbridge to Halesworth for our area within the next few weeks. The press have publicised that a number of serving Officers have convictions. Cllr Leighton responded to this by confirming that offences that had been committed were often minor and happened before the Officers in question had applied to join the Police Force.

There will be no increase in the Suffolk County Council part of the Council Tax.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs Andrews will be attending the Policy Development Task Force meeting tomorrow where the Localism Bill will be discussed. On Thursday there will be a Scrutiny meeting regarding whether the Spa Pavilion in Felixstowe should close or not. Last Wednesday Cllr Andrews attended a planning meeting where an application for a large wind turbine at Peasenhall was turned down although an appeal is likely on this decision.
Cllr Sir Peter Batho advised that the Suffolk Coastal District Council budget is still being worked on and is very problematic this year although a nil increase is hoped for.


AGENDA

4002. 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 Sir Peter declared a pecuniary interest in the planning application to be discussed later, C11 2864 Land between Rendham Road and the A12. Cllr Tricker declared an interest in the Market Hall as a director of the Fromus Centre.

4003. APOLOGIES FOR ABSENCE: Sgt Daye Goddard, off duty and Tom Potter, East Anglian Daily Times.

4004. MATTERS TO BE RAISED UNDER AGENDA ITEM 20:
4004.1 Benches at Seaman Avenue Play Area, Cllr Mrs Damiral-White
4004.2 Speeding from Bigsby Corner to the 30mph area of South Entrance, Cllr Cooke
4004.3 Gate leading to the Memorial Field, Rendham Road, Cllr Mrs Andrews.

4005. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 12TH DECEMBER 2011 TOWN COUNCIL MEETING previously circulated: After an amendment to the date of the public meeting of the Town Plan, 28th January , Cllr Mrs Damiral-White proposed the minutes as correct, seconded by Cllr Tricker and unanimously agreed and signed. Motion carried.

4006. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
Cllr Cassels attended the Youth Council meeting earlier in the evening and was informed that the Talent Show organised for January 27th will need to be postponed to a later date.
The Youth Council also expressed their concern regarding the lack of bins at Seaman Avenue Play Area. The Clerk will follow this up.
3998 Cllr Ms Trotter-Langlois will investigate the need for Councillor surgeries.

4007. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
682 Ramblers – Getting inactive people walking
683 Suffolk Coastal Resource Network newsletter
684 Suffolk View – campaigning of the Suffolk Preservation Society

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

174 SCC A new heritage organisation for Suffolk Public Consultation 21 Nov – 31 January 2012 – comments requested. Cllr Leighton advised that the Heritage Department is going into partnership with the museum of East Anglian Life to aid improvements and make them more accessible. Views are required and the letter would be placed in the circulation folder with a request to Councillors to write down their comments. Cllr Mrs Andrews declared an interest as a Trustee of Saxmundham Museum.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:
Cllr Sir Peter advised that he had received two letters. The first was a thank you from Robin Potter, Governor at Saxmundham Primary School thanking the Town Council for their cheque for £250 and our promise for a further £750 in the new financial year towards the cost of the Log Cabin.
A letter of thanks to the Town Council for their past support was received from Mary & Peter Cannon who are retiring this month and will be closing Cannon Travel on the 27th January 2012.

C304 Suffolk Police Leiston & Aldeburgh Area Neighbourhood Watch Newsletter, Circulation
C305 ESTA Agenda & Minutes Circulation
C306 Town Telegraph Monthly newsletter Circulation
C307 Suffolk Acre Community Buying Ltd - Oil Circulation
C308 SCC Saxmundham Waiting Restrictions High Street Amendments to restrictions.
C309 East Anglian -Tom Potter
Would we like to pay a tribute to David Noy, cyclist, killed, or Mr Gladstone who recently died
Mr Noy will be greatly missed. He constantly helped out his neighbours. Will leave comments to the Press from the families. Mr Gladstone was a cousin of Sir William Gladstone
C310 ESTA Member’s Bulletin Circulation
C311 Suffolk Neighbourhood Watch Assoc Newsletter - Vigilance and information needed for bridges on the A12 and A14 Circulation
C312 Environment Agency Assessing new nuclear power plant designs
Circulation
C313 Email Sarah Pipe Complaint about people parking in the High Street. Town Clerk has informed the Police.
Circulation
C314 SALC Smarter Working for Local Councils – course for £48.00 per day
If anyone would like to attend please see the Clerk


4008. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
The Clerk advised that she had been working numerous hours to get the portfolio prepared for re-accreditation for Quality Status.
Cllr Sir Peter thanked the Clerk for all her extra work and advised that she will be away from the office from Thursday 12th January lunchtime until Monday 30th January. Cllr Fisher will kindly read the emails and make any essential telephone calls.

4009. FINANCE REPORT:
* To approve the monthly finance report to end of December 2011 – Cllr Cooke proposed this as correct, seconded by Cllr Willett. Unanimously Agreed. Motion carried.

4010. TO REVIEW THE STANDING ORDERS: The Councillors reviewed the Standing Orders and Cllr Mrs Damiral-White proposed that we retain them, seconded by Cllr Mrs Andrews. Unanimously agreed. Motion carried.

4011. TO REVIEW THE FINANCIAL STANDING ORDERS: The Councillors reviewed the Financial Standing Orders and Cllr Cooke proposed we retain them, seconded by Cllr Willett. Unanimously agreed. Motion carried.

4012. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE:
* To set the Precept for 2012 - 2013

Cllr Mrs Andrews reported that the Finance Committee met again on the 5th January. After a lengthy meeting it was felt that an increase in the Precept this year was necessary. The Localism Bill from Government is expecting local councils to take on a number of the services that are being provided at present by Suffolk Coastal District Council. We have not been advised what we may have to take on but grass cutting or managing the public lavatories could be up for discussion. The Town Council have already taken on the weekly market. Cllr Mrs Andrews advised we would need extra monies this year to provide celebrations for the Diamond Jubilee, the Olympic Torch run through Saxmundham and a donation towards funding for a multi sports surface to be placed on the Memorial Field. The multi sports surface would cost in the region of £28,000 but funding is available for a considerable portion of that. The Finance Committee had suggested that the St. Georges’ events could be postponed this year, apart from the Civic Parade on the Sunday. Hopefully that would save £500 towards other costs. Cllr Cooke proposed a Precept of £88,000 seconded by Cllr Willett. Our reserves should be 1.5 times our Precept but at present are well below that figure. Reserves could be called upon to provide essential services.
However Cllr Sir Peter totally disagreed that this amount of money was needed for the reserves. He explained that it was understandable for small villages who had as little as £1000 Precept to require at least £1500 in their reserves. Cllr Sir Peter explained that austerity measures in the County are needed and he did not support the increase for our Precept. Cllr Cooke advised that we had many lengthy debates on reserves and the Auditors who had looked at Saxmundham’s accounts a few years ago thought that our reserves were totally inadequate. Our Precept has increased over a period of time but it remains far lower than neighbouring towns who have a similar number of residents. The size and development of Saxmundham has steadily increased over the last few years with more houses still to be built. Cllr Sir Peter worked on the percentage increase but the remaining Councillors refuted this and thought it wiser to advise everyone of the actual cost per person in various bands in the town. Cllr Mrs Andrews explained that a Precept of £88,000 would cost a Band D resident £1.27 per week. Band D residents only represent about 17% of the population in Saxmundham.
A proposal of £88,000 had previously been made and all Councilllors, apart from Cllr Sir Peter who was against, were in favour. Motion carried on majority of 10 votes for, 1 against.

4013. TO REVIEW THE RISK ASSESSMENT: The Councillors had looked at the Risk Assessment and Cllr Mrs Damiral-White proposed we ask Mr Moye to kindly review for them for consideration by the Council, seconded by Cllr Willett. Unanimously agreed. Cllr Howe offered to assist Mr Moye. Motion carried.

4014. TO RECEIVE AN UPDATE REGARDING THE DIAMOND JUBILEE CELEBRATIONS: Cllr Howe advised that the events for the Sunday had been organised but further planning was necessary for the Monday. He will report back at the February meeting.

4015. TO DISCUSS THE DECREASING LEVEL OF POLICING IN SAXMUNDHAM: Cllr Tricker wondered how much of the Budget was allocated to the Police costs. Assurances have been made regarding no change in the level of front line policing. However it was felt that the Town Council should request the level of expenditure for Saxmundham to ensure the public are aware of this. Police presence is diminishing and once the breakdown of the County Council budget is announced we should request a meeting with a Senior Officer of the Police force to give us an explanation. The footfall in our town is at a very low level and our Sergeant has to retire next month and will not be replaced. Our Town Council had been assured that there is a seven minute response time for call outs but this has not proved to be the case. Fortunately Saxmundham is one of the safer areas in the County but it was felt that there is a distinct drop in the presence of any Police locally. Cllr Sir Peter suggested we organise a meeting with the Police between the period of the end of February to April and advised that he would expect all Councillors to attend.

4016. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Nothing to report as it had not been necessary to have a meeting this month.

4017 TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:

To discuss the following planning applications:

C11 2864 Colwyn Dev Ltd
Land between Rendham Road & A12 Rendham Rd Saxmundham
Variation of conditions 20,2,3,4,5,6,7,8,9,26 and 26 of planning permission C10 0294 to allow the residential element of the development to be implemented


C11 2864

Cllr Mrs Damiral White proposed the Town Council totally object to the whole idea of changing all the various conditions as listed for the following reasons:-
* The access onto the A12 is dangerous
* A pavement down the Rendham Road side is necessary
* Lack of infrastructure
* We were under the impression that space on that site was to be left for provision of a new Fire Station
* We strongly object to any changes in the outline planning already agreed
* We think the site should be retained as light industrial together with some housing

Seconded by Cllr Cooke. Unanimously agreed. (Cllr Sir Peter did not vote as he declared an interest and Cllr Mrs Andrews did not vote because she is a member of the Development Control (North) at SCDC) Motion carried.

Planning consent received from SCDC:
C11 2549 Part side garden, 71 Fairfield Road, Saxmundham - 29 December 2011
C11 2652 Land and buildings rear of Saxmundham Signal Box, Saxmundham Railway Station, Station Approach, Saxmundham – 5 January 2012

Further applications received from SCDC:

C12 0005 Archways 53 Rendham Road, Saxmundham, Erection of side extension to house (raise roof height)

4018. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Mrs Andrews was hoping to see a draft copy of Saxmundham News to enable distribution at the end of the week.

4019. TO RECEIVE AN UPDATE ON THE TOWN PLAN: Cllr Tricker advised that the last preparatory meetings with himself, Cllrs Cassels and Howe, before the Public meeting on Saturday 28th January at 10am will take place tomorrow night, 10th January. Various people are getting interested and volunteers will be sought to form an independent committee.

4020. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Cassels attended the Youth Council meeting earlier this evening and advised that they needed every encouragement possible.

4021. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
4021.1 Benches at Seaman Avenue Play Area, Cllr Mrs Damiral-White reported there had been more
vandalism at the Scout Hut on the Memorial Field. The new Scout Headquarters is currently being
used by Beavers, Cubs, Scouts, Brownies, Rainbows and Guides. There are also waiting lists for
these groups. The Scout Hut may well be used by other groups at a later date once the current users
have got established. One major problem at present is the moving of the benches from the Seaman
Avenue Play Area to underneath the lights of the Scout Hut. Vandals are then climbing on to the roof of
the Scout Hut and have removed a length of metal. The Insurers have insisted the benches are
removed and then secured in concrete on the Seaman Avenue Play Area. Cllr Mrs Damiral-White will
organise the removal.
4021.2 Speeding from Bigsby Corner to the 30mph area of South Entrance, Cllr Cooke expressed his concern
about speeding vehicles along the B119 South Entrance from Bigsby Corner to the Layers. He thought
the present 60mph should be reduced to 40mph as only last week a cyclist had been killed. Cllr Cooke
proposed the Clerk should write a letter to Highways regarding this, seconded by Cllr Mrs Damiral-
White . Unanimously agreed. Motion carried.

4021.3 Gate leading to the Memorial Field, Rendham Road, Cllr Mrs Andrews has been receiving reports that
the gate to the Memorial Field is being left open when vehicles drive through. Cllr Mrs Damiral-White
offered to speak to three of the construction workers on site.

4022. TO RECEIVE A REPORT FROM THE PERSONNEL COMMITTEE:

4023. DATE OF NEXT MEETING: 13TH FEBRUARY 2012

A motion was passed and unanimously agreed to discuss item 4022 ‘in camera’. Residents and the Town Clerk left the room.

Meeting closed at 10.30pm





Signed………………………………………… Dated…………………………………..……….
* Page 2 of 5 Town Council Minutes 9th January 2012

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