MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 9th MARCH 2009
IN THE MARKET HALL AT 7:15pm

Present:


Cllr. J. Fisher, Chairman
Cllr. Mrs. M. Andrews
Cllr. Sir P Batho
Cllr. G. Cooke
Cllr. Mrs. R. Damiral-White
Cllr. K. Howe
Cllr. B. Jones, Vice Chairman
Cllr. G. Moye
Cllr. M. Palman
Cllr. Miss B. Peall
Cllr. Mrs D Sculley
Cllr. Ms C. Trotter-Langlois
Cllr. Col R. Warren
Cllr. D. Willett



In attendance:

Mrs M. Gallop, Clerk to the Council
PCSO Thora Taylor
3 members of the public





PUBLIC FORUM
* Concern was expressed regarding the period that the Somerfield supermarket will be closed whilst it is being revamped for the new owners Waitrose. Coastal Accessible Transport Service (CATS) will be operating a pre booked bus service from Saxmundham Church Street car park to Leiston to enable you to buy provisions that you are unable to purchase in Saxmundham during this change over period. To book this service ring CATS on 01728 830516. Paypoint is now accessible at The Local (Threshers) and they are also selling basic provisions. Saxmundham also has an excellent butchers, bakers, greengrocers and a weekly market every Wednesday.
* There is a distinct lack of lighting in Fromus Square and some residents feel intimidated whilst walking to the supermarket when youths congregate around the store. One suggestion was to approach Waitrose to look at any possibilities of providing lighting.
* The footpath in Station Approach alongside the wall of the new row of terrace houses is very uneven but work is still ongoing with the Contractors.
* Uneven pavement outside the Hospice shop
* Cllr Moye received a telephone call from Leiston Police who informed him, that despite having CCTV evidence, the culprits who damaged our Christmas lights could not be identified.

REPORT FROM THE LOCAL POLICE: PCSO Thora Taylor had circulated the attached report. Crime in Saxmundham has increased and the Police are doing everything possible to target the problems.

REPORT FROM THE COUNTY COUNCILLOR: Cllr R Leighton had sent his apologies as he was attending another meeting.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Andrews reported the following:
* The Railway Inn is up for sale and it has very obtrusive notices attached to the walls, which could make manoeuvring difficult for bus drivers. The Enforcement Officer at SCDC has been informed.
* The Planning Officer is investigating the removal of the post and bar near the Kebab House.
* Confidential information regarding Wingfield House will be discussed at the end of the meeting
* Cllr Andrews visited the Waitrose store in Sudbury at the weekend. She was most impressed with their efficiency, cleanliness and a number of own brand lines with a good variety. They operate a green token scheme enabling customers to place tokens in a tub of their choice of three different charities. At the end of the month £1000 is distributed between the three charities depending on the number of tokens placed in the individual tubs.
* Cllr Andrews has requested SCDC to extend the parking facilities in Saxmundham supermarket car park from two to three hours but apparently Waitrose were thinking of decreasing it. SCDC will let us know the outcome in due course.
* Waitrose are going to have a stall during the St. George’s Weekend giving out samples and leaflets. As a promotion scheme they are donating £200 towards the expenditure of St. George’s weekend celebrations.
Cllr Sir Peter did not have anything further to report on.



AGENDA

3409. 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.
None declared.

3410. APOLOGIES FOR ABSENCE: - All Councillors present. County Cllr Rae Leighton sent his apologies

3411. MATTERS TO BE RAISED UNDER AGENDA ITEM 16:
3411.1 Brambles in Seaman Avenue Play area – Cllr Trotter-Langlois

3412. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 9th FEBRUARY 2009 MEETING previously circulated: Unanimously approved and signed. Motion carried

3413. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
* Cllr Cooke circulated a report on the speeding and parking in North and South Entrance – their next meeting is in April.
* As the Middleton joint Parish Liaison meeting clashes with Theberton Parish Council meeting only one District Councillor will attend.

3414. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

302 Suffolk Constabulary – Vandalism in Saxmundham – response to Clerks letter
303 SCC – Temporary 10mph speed limit on parts of B1121
304 East of England – Training & HR Consultancy Services Brochure 2009/2010
305 J J Jackson – Complaint about the changeover period from Somerfield to Waitrose
306 email Suffolk Coastal Local Government re-organisation Town & Parish Liaison meeting
307 SCC Revised Services public transport
308 Suffolk Coastal Resource Network monthly edition
309 SCDC Agenda & minutes of meeting
310 SALC The Local Councillor
311 Wymondham Town Council – workshop Health & Safety for Senior Executives 12 March
312 SCDC Outdoor Playing Space Parish Schedule
313 Joint East Suffolk Coastal Town & Parish Councils meeting 11 March agenda
314 SAVO Setting up a voluntary & community group brochure

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

66 SCC Planning for vibrant rural communities 25th March – no Councillors available to attend
67 Suffolk Coastal Services Ltd – Litter Action – Spring Clean 2009 - Cllr Howe to arrange for 3rd and 4th April
68 SALC & SCC Boundary Committee – response needed for further proposals – more information due out shortly

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C120  Town Telegraph Monthly paper - Circulation
C121 SCDC Parish Bulletin - Circulation
C122 Liz Calder Copy letter to SCC regarding speeding in South Entrance -
Circulated to the working party
C123 SCDC email One day training 21 March No Councillors available



3415. CHAIRMAN’S ANNOUNCEMENTS:
A reminder that the Annual Town Meeting is at 7.15pm on the 20th April 2009

3416. FINANCE REPORT:
* To approve the monthly finance report to end of February 2009 – Unanimously agreed and signed. Motion carried
* To consider purchase of a Bond (1.5% at present) Unanimously agreed for Clerk to sort out. Motion carried

3417. TO CONSIDER THE RESULTS OF SADCIC SURVEY REPORT (previously circulated): Cllr Warren suggested it would be more appropriate to devote a separate meeting for the consideration of SADCIC proposals. The date of the meeting to be determined.

3418. TO ADOPT THE FREEDOM OF INFORMATION ACT 2000: Cllr Moye proposed this was adopted, seconded by Cllr Willett. Unanimously agreed to adopt – Motion carried

3419. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Damiral-White reported:

C09 0083
Mr Neil Grout
28 Chantry Road, Saxmundham
Retention of 13 lock-up container storage units (previous garages/storage units have been demolished) & erection of 5 additional container units in place of remaining storage units
Cllr Howe declared an interest. The remaining members of the Council approved the application


Suffolk Coastal District Council have received one objection regarding the application by Reef Estates and delegated Officers will decide.
Suffolk Preservation Society had sent their views on the Local Development Framework and wanted the towns and villages to retain their individuality rather than become merged.

Two new planning applications have been received from SCDC regarding Waitrose and these will be discussed at the next Planning Committee meeting.

3420. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Report circulated -Cllr Jones advised the following:-

* The Personnel Committee had an interim meeting with the Clerk some time ago and some of the committee met on Thursday 5th March to discuss the Clerk’s three performance objectives/targets and annual salary review.
* Dog fouling continues to be a significant problem and the SNT tasking group are going to target irresponsible owners who could face an £80.00 fixed penalty fine for not cleaning up after their dogs. The Clerk will place notices regarding this in the next issue of Saxmundham News and on the Notice Boards. Cllr G Moye was nominated the representative for dog warden.
* The Businesses of Saxmundham have requested assistance from the Council with the proposed Christmas event in December. A number of Councillors have offered to help.

3421. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Report attached

3422. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Andrews advised that the next issue of Saxmundham News is due to go to the printers this week and it would again be delivered by Archants. The website has been subject to a virus and the Clerk is sorting this out.

3423. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Howe advised that the Wine Tasting evening for Saxmundham in Bloom was a great success raising over £300. Waitrose has offered assistance with this years Saxmundham in Bloom.
Cllr Andrews reported that there had been a setback in the arrangements for the St. George’s Parade this year due to the fact that the Scouts will not be marching with us but have to attend their own District Parade. The Scout Leader has been written to expressing our disappointment and Cllr Andrews will telephone him and hopefully negotiate a compromise.

3424. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3411.1 Brambles in Seaman Avenue Play area – Cllr Trotter-Langlois requested permission for the youngsters to clear the brambles in the wooded section. Unanimously agreed. She advised that the next S.A.V.V.Y fund raising event will be on Friday 20th March from 9am to 2pm outside the Market Hall.


3425. DATE OF NEXT MEETING: Monday 6th April 2009 at 7.15pm
Annual Town Meeting – Monday 20th April 2009 at 7.15pm



Meeting ended at 9.50pm



Signed...................................................................... Dated.....................................................






PROPOSED MOTION: that under the Public Bodies (admission to meetings) ACT 1960 the public be excluded from the meeting on the grounds that publicity would be prejudicial to public interest by reason of the confidential nature of the business to be transacted. (Wingfield House)