Saxmundham Town Council
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
MINUTES OF THE ANNUAL GENERAL MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 12 MAY 2014
IN THE MARKET HALL AT 7:15pm
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
Maddie Gallop, Town Clerk
Imogen Green, Clerical Assistant
Richard Cornwell, EADT
7 members of the public
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
4. APOLOGIES FOR ABSENCE: County Cllr M. Gower,
5. TO DETERMINE THE MEMBERSHIP OF COUNCIL COMMITTEES and
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
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
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.
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.
* 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
* 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
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.
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
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
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
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
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
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
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
DC/14/0835/AME Mr Robert Stewart, Part side garden, The Chestnuts,
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
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
1. Exhibition in the Market Hall
2. Service in Fromus Square – Cllr Fisher to liaise with the
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
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
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.
Page 5 of 5 Town Council May 2014 Minutes 12 May 2014