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Saxmundham Town Council
Market Hall
High Street
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
www.saxmundham.org
townclerk@saxmundham.suffolk.gov.uk


MINUTES OF THE ANNUAL GENERAL MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 12 MAY 2014
IN THE MARKET HALL AT 7:15pm


Present:

Cllr Mrs M Andrews
Cllr Sir P Batho
Cllr J Fisher – Chairman
Cllr Ms L. Hailey

Cllr K Howe
Cllr Mrs L Jardine
Cllr R Plant
Cllr Mrs D Sculley
Cllr D Tricker
Cllr Ms C Trotter-Langlois
Cllr D. Willett


In attendance:


Maddie Gallop, Town Clerk
Imogen Green, Clerical Assistant
Richard Cornwell, EADT
7 members of the public



AGENDA

1. ELECTION OF CHAIRMAN: Cllr Ms Trotter-Langlois proposed John Fisher, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.

2. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT: Cllr Fisher signed the Acceptance of Office and Agreement to abide by the Code of Conduct.

3. ELECTION OF VICE CHAIRMAN: Cllr Fisher proposed Cllr Howe, Cllr Mrs Sculley seconded. Unanimously agreed. Motion carried.

4. APOLOGIES FOR ABSENCE: County Cllr M. Gower, meeting

5. TO DETERMINE THE MEMBERSHIP OF COUNCIL COMMITTEES and WORK PARTIES:
5.1 Market Hall Management Committee - Cllr Mrs Sculley, Cllr R. Plant, Cllr Ms Trotter-Langlois
5.2 Finance Committee-Cllr Plant, Cllr Ms Trotter-Langlois, Cllr D. Willett
5.3 Personnel Committee-Cllr Plant, Cllr Mrs Sculley, Cllr Ms Trotter-Langlois,
5.4 SABRE Award Selection Task Group - Cllr Ms Hailey, Cllr Ms Trotter-Langlois, Cllr D Willett
5.5 Communications Committee-Cllr Sir Peter Batho, Cllr D Tricker, Cllr D Willett



6. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
6.1 Footpath Warden - Cllr K Howe
6.2 Saxmundham Welfare Charities – Mrs R Damiral-White, Cllr D Willett
6.3 Safer Neighbourhood Team (SNT) - Town Clerk
6.4 SALC – Cllrs J Fisher & K Howe
6.5 Sizewell A and B Stakeholder Group – Cllr R Plant
6.6 Press Correspondent – Town Clerk
6.7 CATS - Cllr Mrs L Jardine
6.8 CYDS - Cllr Ms Trotter-Langlois
6.9 Saxmundham in Bloom – Town Clerk
6.10 Businesses of Saxmundham (BOS) Cllr K Howe
6.11 ESTA – Cllr Mrs Andrews
6.12 Citizens Advice Bureau – Cllr Mrs Sculley
6.13 Tree Warden – Cllr Ms Trotter-Langlois
6.14 Dog Warden Cllr Ms Hailey & Cllr Mrs Jardine
6.15 Other bodies requiring a representative
SADCIC - Cllr Tricker
Action Sax – Cllr R Plant
SAVVY – Cllr Ms Trotter-Langlois
Club Sax – Cllr Mrs Andrews

7. TO APPOINT AN INTERNAL AUDITOR: suggested as previously used, Heelis & Lodge – Unanimously agreed. Motion carried.

8. TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER: Cllr Fisher proposed the Town Clerk, seconded by Cllr Ms Trotter-Langlois – unanimously agreed. Motion carried.

9. TO DECIDE CHEQUE SIGNATORIES: Cllr Fisher, Cllr Sir Peter, Cllr R Plant 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).

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”. Cllr Fisher presented the award to Mr Jim Burville who has done such sterling work for our community.

A presentation to the winners of the ‘Spot the Odd Object’ in the shop window competition – unfortunately the winners were unable to attend due to school commitments. First prize was to Graham Gissing and the second prize was to Aidan Smith. The Clerk will organise the delivery of these prizes.

Public Forum:
* The new format of the Annual Town Meeting (this for the electorate of Saxmundham) was successful but it thought further improvement could be made by contacting the younger members of the town.
* The Town Council are currently researching the problem of the Memorial Field not draining effectively. The Clerk is in contact with various contractors to rectify this particular problem. There a number of ongoing issues regarding the Memorial Field which the Town Council are dealing with. The broken sleepers have already been replaced.
* The widening of Rendham Road is deemed to be more dangerous due to the fact that motorists will undoubtedly increase speed in an already busy road. The provision of traffic islands in Rendham Road has exasperated an already dangerous situation particularly for young children, the disabled and parents with pushchairs. The Clerk will contact Highways over this situation because they approved the layout of the area despite our objections. Cllr Plant proposed that we continue to write to the Highways with our concerns.
* The Woodland Trust will provide saplings for organisations who would like to provide commemorations for WW1 but the Clerk had already got this project in hand together with the idea of planting poppy seeds. Cllr Howe advised that Mr Dave Smith had offered to provide a new Memorial Stone on the Memorial Field free of charge. More information on this will be provided at a later date. The Clerk reminded everyone that she had received over 100 saplings the year before last, had them planted only to be vandalised within 3 days. It was thought that it would be beneficial to actively engage the schools in this project.
* Cllr Plant enquired about the circulating rumour regarding the bid for the Railway Station. This has not been decided yet and it is beneficial not to listen to the various rumours.
* Apparently a large dog is being walked on Chantry Road Play Area. Dogs are not allowed on any of the children’s play areas but at present the fencing and gate on Chantry Road are in the process of being replaced.
* Cllr Plant enquired about the lack of parking statistics for the High Street but the Clerk has already received a response from our local Police. However Cllr Plant advised he would write to the Commissioner regarding this.

REPORT FROM THE LOCAL POLICE: The Police had sent their apologies and the Clerk read out their report. There were 13 crimes recorded in April.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr M Gower had sent his apologies.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs Andrews reported that she had received a few more Enabling Fund applications and once processed at District Council she will inform us of the result. She attended a Cabinet Meeting at Felixstowe and thought she would encourage the Cabinet to hold a meeting in Saxmundham. Cllr Mrs Andrews advised that most Town and Parish Councils seem to have a low turnout of electorates at meetings.
Cllr Sir Peter advised that the District Council are considering moving from Melton Hill which is causing unrest.

AGENDA

4498. TO RECEIVE DECLARATIONS OF INTEREST:


* To Receive Amendments to the Register – None declared.
* To Receive Declarations of Pecuniary Interest in respect of Items on the Agenda -
Cllr Plant questioned whether Cllr Tricker as the Director of SADCIC, although a non- profit organisation, had a Pecuniary interest as he has inside knowledge of the Town Council’s financial affairs and the Fromus Centre is in direct competition with our Market Hall. Cllr Tricker did not agree as he, like all SADCIC directors, are volunteers ie unpaid, working for the benefit of the community. He went on to say that when in council, his focus is on the Market Hall (not The Fromus Centre – where he has to declare his interest in the Market Hall). His non-pecuniary declaration is just to maintain transparency.
* To Receive Declarations of Non-Pecuniary Interest in respect of Items on the Agenda - Cllr Tricker declared an interest as a volunteer director of SADCIC as managing the Fromus Centre on behalf of SCC.
* To Consider Full/Partial Dispensations for Pecuniary Interests – None Declared

4499. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: All Councillors present

4500. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 14 APRIL 2014 TOWN
COUNCIL MEETING previously circulated: Unanimously agreed. Motion carried.

4501. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:
April 2014 Action By Status
Action: Public Forum Clerk to contact Contractor for urgent repairs to sleepers on the Seaman Avenue Play Area
Town Clerk Organised and repairs completed


Action: Police report Request for statistics for the number of tickets issued by the Police Town Clerk. Clerk contacted Police - They do not keep a record of how many tickets they issue. They just submit them to the Central Ticket Office for process. The Police cannot give an exact figure as other officers, i.e Roads Policing, Response units etc issue tickets that our local Police never get to hear about.

Action: B 249 Eighth in the East – region wide project regarding the creation of a cycle route which would connect the railway at Saxmundham with Leiston. Town Clerk  The Clerk has liaised with Eighth in the East with regard to them working with Action Sax about this project.
Action 4489 Play Area Inspection reports from RoSPA
Town Clerk to organise repairs


4502. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
738 Adnams Charity
739 Leisure Strategy Councillor Focus Group Session Cluster 2
740 Saxmundham Welfare Charities – thank you letter for donation
741 email Owen David – Electoral Review of SCDC
742 SCDC – Community Infrastructure Levy & the Statement of Community Involvement
743 NHS Keeping in Touch newsletter

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
250 email Malcolm Blakeney Sizewell Parishes Liaison Group – Cllrs Mrs Andrews & Sir Peter to attend
251 Request from the Police to obtain an official Road Closure for the Market Place on Wednesdays
– Clerk to sort
252 Scout Community Week 7 June – cake sale in Fromus Square on Saturday 7 June
253 email Annie Lou – complaint about the hazardous state of Chantry Road Play Area – Clerk already working on this ongoing problem.
254 email Haydn Morris – Memorial Field – various issues – Clerk and Chairman already working on these problems.
255 ESTA East Suffolk Travellers’ Association – public transport in East Suffolk meeting of bus working group Monday 12 May – Cllr Mrs Andrews gave a report and requested that the Clerk sends a letter of support for their project.
256 EN010012 – The Planning Inspectorate, Planning Act 2008 - What should be in the Environmental Statement accompanying the Application by EDF Energy for an Order granting development consent for the Sizewell C proposed Nuclear development? It was suggested that we should make a comment as issues like Coastal erosion, plant leaks, waste being deposited into the sea and other such important questions are not being asked. It was agreed that Councillors would individually respond as the Town Council have not had sufficient time to comment with their short timeframe.

Action: B251, 253, 254 – Clerk to sort
B255 – Clerk to send a letter of support

C – OTHER CORRESPONDENCE RECEIVED TO DATE:
430 Saxmundham F.C. Under 15’s – thank you letter for donation

4503. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS: The Clerk had already suggested that we plant trees to commemorate WW1 and also plant poppy seeds.

4504. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS RECOMMENDATIONS:
* To approve the monthly Finance Report to the end of April 2014 Unanimously agreed. Motion carried.
* To approve the adoption of new Financial Standing Orders – unanimously agreed. Motion carried.
* We have made provisions on our Precept to service a loan to purchase the Police Station over a 12 year period. We are still awaiting the valuation from the District Valuer.

4505. TO RECEIVE A REPORT FROM THE COMMUNICATIONS COMMITTEE: - this was not quorate.


4506. TO DISCUSS THE FOLLOWING APPLICATIONS:


28 April   DC/14/1153/FUL   Mr R Dann 
Park Cottage, 32 South Entrance, Sax


Enlargement of existing drop kerb and provision of gravel parking area
The Council supported this


29 April  DC/14/1213/FUL  Mrs Pam Walker
36 Albion Street, Saxmundham


Erection of a two storey rear extension to existing semi-detached dwelling
The Council supported this


Planning permission received from SCDC:
DC/14/0441/TCA John Bolton Brook Cottage, 26 North Entrance, Saxmundham
To fell 1 no Norway Spruce inappropriate to setting and obstructing views
DC/14/0507/FUL Copeland Homes Ltd, 32 High Street, Saxmundham
Erection of replacement building to provide two ground floor shop units with two first floor apartments above (existing vacant former shop building to be demolished) previous consents refs C10/2793 & C10/2794)
DC/14/0835/AME Mr Robert Stewart, Part side garden, The Chestnuts, Church Street
Non material amendment to planning consent DC/13/2962/FUL (Erection of a new 3 bedroom one and half storey dwelling and garage in the former side garden.

4507. TO SET UP A WORKING PARTY TO DISCUSS FUTURE ST. GEORGE’S CELEBRATION: It was agreed that Cllrs Mrs Andrews, Sir Peter, Ms L Hailey, Mrs Jardine, D. Tricker & D.Willett would set up a working party and report back at the next Town Council meeting.

4508. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Imogen Green, our Clerical Assistant, is doing a good job in updating the website.

4509. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:


A number of suggestions were aired regarding the commemoration of WW1
1. Exhibition in the Market Hall
2. Service in Fromus Square – Cllr Fisher to liaise with the Vicar
3. Parade to the Memorial Field to lay wreaths at the new Memorial Stone. It was thought that it would a good idea to request that the school children join in to assist with the planting of the new saplings.

Cllr Mrs Jardine advised that FOS (Friends of the Railway Station) are still waiting to hear from Greater Anglia who are suggesting a joint tenancy with someone proposing a café with both the café proposer and Greater Anglia putting money into this.
Cllr Ms Hailey advised that there will be a mid-summer event held by the Friends of the Library on the 21st June from 11am to 2pm.
Cllr Plant reported that the proposed Sizewell build will have a three phase consultation which might be completed by 2016 and it would probably take about seven years to build after that.
Cllr Ms Trotter-Langlois encouraged her fellow Councillors to attend the SAVVY AGM on the 21st May in the Gannon Rooms at 6.30pm. It will be very informal with refreshments and consultation on the multi sport project on the 31st May from 1pm-4pm on the Memorial Field.
Cllr Mrs Sculley advised that the Market Hall will be having a Health & Hygiene inspection within the next two weeks, and a lot of work is needed to be done in the kitchen.

4510. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2014/15 AND THE DATE OF THE ANNUAL TOWN MEETING 2015:


9 June; 14 July; 08 September; 13 October; 10 November; 08 December; 12 January 2015; 09 February;
09 March; 13 April; 11 May: Annual Town (Parish) Meeting – 20 April 2015

Meeting closed at 9.55pm.


Signed…………………………………………….. Dated………………………………………………….
Page 5 of 5 Town Council May 2014 Minutes 12 May 2014



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