MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 10th MAY 2010
IN THE MARKET HALL AT 7:15pm
Cllr. B. Jones, Chairman
Cllr. Mrs. M. Andrews
Cllr. Sir P Batho
Cllr. G. Cooke
Cllr. Mrs. R. Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. G. Moye
Cllr. M. Palman (elected Chairman)
Cllr. Miss B. Peall
Cllr. Mrs. D Sculley
Cllr. Ms. C. Trotter-Langlois
Cllr. Col. R. Warren
Cllr. D. Willett
Mrs M. Gallop, Clerk to the Council
Sgt Daye Goddard
4 members of the public
Cllr B. Jones in the chair
1. ELECTION OF CHAIRMAN: Cllr Ms C. Trotter-Langlois
proposed Cllr M Palman, seconded by Cllr J. Fisher. Cllr Howe stated that
he would have liked Cllr Jones to continue for a 2nd year and nominated
him. Majority decision for Cllr M Palman to be elected as Chairman. Motion
2. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF
OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT: Signed
by Cllr Palman and witnessed by the Clerk.
3. ELECTION OF VICE CHAIRMAN: Cllr Mrs Sculley proposed
Cllr Mrs Andrews, seconded by Cllr Moye.
Two further nominations were received, Cllr Moye and Cllr Trotter-Langlois.
However both these Councillors declined in favour of Cllr Mrs Andrews.
Unanimously agreed. Motion carried.
4. APOLOGIES FOR ABSENCE: All present
5. ELECTION OF THE FOLLOWING COMMITTEES:
5.1 Planning Committee, Cllrs Mrs R Damiral-White, J. Fisher, K. Howe,
Col. R. Warren and D. Willett.
5.2 Market Hall Management Committee, Cllrs Sir P Batho, K. Howe, G. Moye,
Miss B. Peall and Mrs D
5.3 Policy & Resources Committee, Cllrs Sir P Batho, G Cooke, J. Fisher,
B. Jones and Col Warren.
5.4 Personnel Committee, Cllrs Sir P Batho, G. Cooke, G. Moye, Ms C Trotter-Langlois
and D. Willett.
5.5 Play Area & Youth Working Party , Cllrs J Fisher, Miss B Peall
and Ms C Trotter-Langlois
5.6 SABRE Award Selection Committee Cllrs Mrs Damiral-White, G. Moye and
Mrs D Sculley
6. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
6.1 Footpath Warden, Cllr J Fisher
6.2 Saxmundham Welfare Charities – Cllrs Moye and Willett and Mr
6.3 Community Education Support. Cllrs Mrs Andrews and Col Warren
6.4 Primary School Governorship, Mr J Jackson
6.5 Crime Reduction Partnership, Cllr J Fisher and Ms Maddie Gallop
6.6 SALC, Cllr Mrs D Sculley
6.7 Sizewell A and B Stakeholder Group, Cllr Mrs M Andrews
6.8 Press Correspondent, Ms Maddie Gallop
6.9 CATS, Cllr J Fisher
6.10 CYDS, Cllrs Miss B Peall, C. Trotter-Langlois
6.11 Anglia in Bloom, Cllr K Howe
6.12 Businesses of Saxmundham (BOS), Ms Maddie Gallop
6.13 ESTA, Cllr B. Jones
6.14 Citizens Advice Bureau, Cllr M. Palman
6.15 Tree Warden , Cllr J Fisher
6.16 Dog Warden, Cllr G. Moye
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 Cllr Mrs Damiral-White proposed Heelis
and Lodge should be appointed for the coming year. Seconded by Cllr G
Cooke. Unanimously agreed. Motion carried.
8. APPOINT THE RESPONSIBLE FINANCIAL OFFICER: Unanimously
agreed that Maddie Gallop (Town
Clerk) remain as the RFO as stated in her Contract of Employment.
9. TO RE-AFFIRM CHEQUE SIGNATORIES: Cllrs Mrs Andrews,
Sir P Batho, J. Fisher, M. Palman and
the Town Clerk.
TO BE FOLLOWED BY AN ORDINARY MEETING OF SAXMUNDHAM TOWN COUNCIL
A presentation of the SABRE Award ( Saxmundham Award for Business
and Resident Enterprise).
Cllr G. Moye advised that 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”. This year it has been awarded to Mr Michael Wright our street
cleaner who continually does an excellent job and far exceeds his normal
hours of work keeping Saxmundham clean.
PUBLIC FORUM - nothing raised
REPORT FROM THE LOCAL POLICE: Sgt Daye Goddard reported
* 8 reported crimes this month compared with 26 in April last year and
12 in March 2010.
* The next SNT meeting is this coming Wednesday 12th May 2010 at Saxmundham
Resource Centre at 1400 hours.
* National Families Week is occurring during half term week 31st May to
6th June 2010. Volunteers to assist would be very welcome.
* The new police hub system has not been in place long enough to have
a formal response to its success yet. Officers sent to this area need
time to familiarise themselves with the location as they do not have the
same knowledge as local Officers. Unfortunately this new scheme has coincided
with the loss of one member of staff who has been seconded to Leiston
and a further Officer who is on sick leave.
REPORT FROM THE COUNTY COUNCILLOR: Cllr R Leighton had
sent his apologies
REPORT FROM THE DISTRICT COUNCILLORS: Neither Councillors
had anything to report on.
3655. 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 Howe declared an interest Saxmundham in Bloom. Cllrs
Mrs Andrews and Sculley declared in the Museum.
3656. APOLOGIES FOR ABSENCE: All Councillors present
3657. MATTERS TO BE RAISED UNDER AGENDA ITEM 17 :
3657.1 Wingfield House, Cllr Col Warren
3657.2 Advertising at A12 Rendham Road, Cllr Miss Peall
3658. MINUTES OF THE 12th APRIL 2010 MEETING previously
circulated: Unanimously agreed and signed. Motion carried.
3659. MATTERS ARISING THEREFROM:
Page 1 The dog ends at Coopers Dip have been cleaned up
3646 Cllr Mrs Andrews will arrange a date and time for the Personnel Committee
3639.2 Park Avenue, Cllr Fisher had reported the muddy condition of the
footpath to Suffolk County Council
and will complain again.
3639.4 Clerk had written to Waitrose regarding the erection of the hoarding
around our Drought Garden. To
date we have not received a response.
A – CORRESPONDENCE TO BE CIRCULATED: For information
462 Environment Agency Coastlines Newsletter
463 SCDC agenda & minutes
464 SALC forthcoming courses
465 Policing Suffolk – briefing sheet for Councillors
466 SCC Temporary road closure B1119 Saxmundham Road, Framlingham/Parham
from 19 – 28 May
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
122 Suffolk Acre 2010 AGM Wednesday 14th July 2010 at Henley Community
Centre from 6pm – Cllr Fisher to attend
123 SCDC Service changes – level of funding for recycling collected
from site will be reduced, additional litter collections will be charged,
verge cutting regime reduced from 17 cuts per year down to 14 cuts per
124 email from Rachel Rowe, SCC – Family Fun Day picnic 5th June
– No other events will clash
125 SCDC – Town & Parish Planning Forum – session rescheduled
for Tuesday 8th June 2010 6.45pm at Riverside Centre, Stratford St. Andrew.
Cllrs Howe, Mrs Damiral-White and Col Warren to attend.
126 St. Edmundsbury Borough Council Civic events calendar 2010 –
Cllr Palman to consider.
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C189 Suffolk View Spring publication - Circulation
C190 Town Telegraph Monthly newsletter - Circulation
C191 Email Gwen Gibbs SCDC Suffolk Coastal Services refuse collection
– review - Circulation
C192 Suffolk Acre Into the future with your Parish Plan - Circulation
C193 Suffolk Police Neighbourhood Watch newsletter - Circulation
3661. CHAIRMAN’S/CLERK’S ANNOUNCEMENTS:
Cllr Palman reminded Councillors about the forthcoming meetings to discuss
Saxmundham Middle School at 7.30pm this coming Friday 14th May or Saturday
15th May at 10.00am
The Clerk advised that the Italian Market will be coming to Saxmundham
on Sunday 20th June and will be held in the Market Place.
3662. FINANCE REPORT:
* To approve the monthly finance report to end of April 2010 (as attached)
Unanimously agreed. Motion carried.
* To approve the Statement of Assurance for the year 2009 – 2010
– unanimously approved and signed. Motion carried.
A five minute break ensued.
Cllr Palman requested that the item regarding the watering service for
Saxmundham in Bloom was moved to the end of the meeting and held ‘in
camera’. Unanimously agreed. Motion carried.
3663. TO DISCUSS THE IMPACT OF THE MEETING WITH TESCO AND CONTACT
WITH REEF ESTATES:
Cllr Jones reported a very constructive and informative meeting with Tesco
and the Councillors. Clerk to write to Reef Estates requesting a meeting.
It is hoped that there will be free parking for three hours. Highways
are satisfied with Reef Estates proposals but the Clerk will keep in touch
with the planning department of SCDC to check on the progress of the negotiations
between Reef and Suffolk Coastal. An article will be written by Cllr Mrs
Andrews for the next edition of Saxmundham News. Cllr Willett informed
the Council that BOS are looking to have a meeting with Reef Estates regarding
3664. CONSIDERATION OF GRANTS TO VOLUNTARY BODIES FOR 2010/2011
( £ 900.00 available)
It was agreed that we would donate £900 this year. We have not received
as much money from the recycling credits this year and this has unfortunately
reflected on the amount available for donation.
Leiston, Saxmundham & District CAB £100.00
CATS £ 100.00
Saxmundham Adventure Playground £ 200.00
Saxmundham 1st Responders £ 100.00
Saxmundham Museum £ 100.00
Saxmundham Football Club £ 100.00
Suffolk Accident Rescue Service £ 100.00
East Anglian Air Ambulance £ 100.00
TOTAL £ 900.00
3665. FUTURE OF FROMUS SQUARE: Cllr Willett declared
an interest. Cllr Jones advised the Councillors that the potential cost
for maintenance of Fromus Square could be extremely high. It is a significant
large area to maintain which could potentially need to have £30,000
- £40,000 spent on it every ten years. However Cllr Warren explained
that it has taken years of negotiations to get as far as we have with
regard to ownership and firmly believes we should continue until the Town
Council owns it. Reserves must be built up towards the upkeep of Fromus
Square in the future. Cllr Cooke proposed that we begin to precept money
for future maintenance of Fromus Square to maintain it as it is our intention
to own it. Seconded by Cllr Moye. Majority vote. Motion carried.
3666. TO CONSIDER A DATE FOR THE CHAIRMAN’S RECEPTION:
Cllr Willett proposed that we have a Chairman’s Reception. Cllr
Moye seconded this. 9 votes for 5 against. It could possibly be deferred
until another twelve months. Motion carried on majority.
3667. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
To consider the following applications:
34 Saxon Road, Saxmundham
Erection of rear conservatory
Town Council approved this
Other correspondence received:
SALC Local Associations Information Service/Planning issues
LDF Core Strategy & Development Management Policies
Planning permission granted from SCDC:
C10 0309 Consent for erection of two storey club house Bowling Club Pavilion
Saxmundham Sports & Recreational Ground, Carlton Park, North Entrance,
C10 0567 Listed Building consent for erection of internal staircase between
first & second floors 46 High Street, Saxmundham
C10 0677 Consent for retention of fascia sign above shop10 Market Place,
3668. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Mrs Andrews advised that the next issue of Saxmundham News will be
circulated in early July. An article regarding the SABRE award will be
carried out by Cllr Moye and the Clerk will give an update on the Council.
3669. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
SAVVY Cllr Ms C Trotter-Langlois advised there will be a Table Top sale
from 10am on Saturday 15th
May in the Market Hall and there will be a sponsored abseil on the 26th
ESTA – Cllr Mrs Andrews attended the AGM last Saturday in Woodbridge.
The election of Officers remained the same. Jonathan Denby was the speaker
and his position is Corporate Affairs Manager for National Express East
Anglia. From December 2010 there will be an additional early morning service
to Ipswich and then hourly services all day to Saxmundham resulting in
no through trains to London. The Beccles Loop is in place but the signalling
needs connecting up with new points. The new franchise will come into
place from April 1st 2011. The new lift at Ipswich Station will probably
not be in place for the December timetable change but hopefully by mid
2011. ESTA and the rail partnership are pushing for an earlier date for
St. George’s weekend – Cllr Mrs Damiral-White warmly thanked
Cllr Moye for all his hard work to ensure the weekend was such a success.
Saxmundham in Bloom – Cllr Howe has received notification that Saxmundham
will be judged on Monday 12th July so litter picking will take place on
Friday 9th and Saturday 10th July. Clerk will put this into the next issue
of Saxmundham News.
3670. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION
as notified under Agenda item 3:
3657.1 Wingfield House, Cllr Col Warren advised that this project dates
back to before January 2004 when
Suffolk Coastal District Council earmarked £9282 towards it. District
Cllrs Mrs Andrews and/or Sir Peter will take this matter of renovating
the building up with SCDC.
3657.3 Advertising at A12 Rendham Road, Cllr Miss Peall advised that last
Sunday there was a three car
accident at the junction of the A12 with Rendham Road. She stated that
signage had been attached to the road signs and this could have been a
factor with regard to the accident. Clerk to contact Highways.
3671. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2010/11
AND THE DATE OF THE ANNUAL TOWN MEETING 2011:
14 June; 12 July ; 13 September; 11 October; 8 November; 13 December;
10 January 2011; 14 February;
14 March; 11 April; 9 May: Town Meeting – 18 April 2011
A motion was passed to continue with the remainder of the meeting as the
10pm deadline had gone.
3672. TO CONSIDER THE WATERING OF THE HANGING BASKETS AND FUTURE
MAINTENANCE FOR SAXMUNDHAM IN BLOOM:
Cllr Howe left the room having declared an interest
The Clerk had received three tenders for the watering of the baskets because
Suffolk Coastal are no longer providing free watering of the baskets.
It was unanimously agreed that Suffolk Coastal Services should continue
with the watering as they had given the most economical quotation based
on shared resource with neighbouring councils. Unanimously agreed. Motion
The remainder of the discussions regarding were held ‘in camera’.
Meeting closed at 10.25pm
* Page 6 of 6 Town Council Minutes 10th May 2010