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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 10th MAY 2010
IN THE MARKET HALL AT 7:15pm

Present:
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


In attendance:

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 carried.

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
Sculley.
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 J.Jackson
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.

AGENDA

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 to meet
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.

3660. CORRESPONDENCE:

A – CORRESPONDENCE TO BE CIRCULATED: For information only
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 year
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 Highways.

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.

2010/2011

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:

C10 0931
Mr Morphew
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, Saxmundham
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, Saxmundham


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 COMMITTEES including
  working parties:
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 June.
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 installation.
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 contributory
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 carried.



The remainder of the discussions regarding were held ‘in camera’.

Meeting closed at 10.25pm




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







* Page 6 of 6 Town Council Minutes 10th May 2010

 

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