MINUTES OF A MEETING OF

SAXMUNDHAM TOWN COUNCIL

HELD ON

MONDAY 8th OCTOBER 2007

IN THE MARKET HALL AT 7:15pm

Present:

 

 

 

In attendance:

Cllr. J. Fisher, Chairman   

Cllr. Mrs. M. Andrews

Cllr. Sir P. Batho

Cllr. Ms V. Burdett

Cllr. K. Howe       

Cllr. B. Jones

Mrs M. Gallop Clerk to the Council

PC Matt Gould

PCSO Thora Taylor

Mr Mark Lord EADT

1 member of the public

Cllr. G. Moye

Cllr. Mrs D Sculley   

Cllr. Ms C. Trotter-Langlois

Cllr. S Trotter-Langlois

Cllr. Col. R.E. Warren

The Chairman Cllr J Fisher welcomed everyone to the meeting and congratulated the Anglia in Bloom team - Saxmundham had been given the Silver Award. He then proceeded to present the following awards:

* Best Front garden - Mr E Emerson
* Best Small garden - Mr E Burrows
* Best Hanging baskets - Mr & Mrs J Copeman
* Drought garden - Mrs B Ryde
* Anglia in Bloom have special certificates for anyone who has performed over and above their normal duties and two were awarded. The first was presented to Mr Rex Hartfield who had gone beyond the call of duty in watering and caring for all the hanging baskets in the town from first thing in the morning until late at night and the second Certificate will be given to Mr Graham Rudd, who was not present, for his assistance with repairing and renewing baskets and fixing brackets.

The Judges Mrs Shirley Davis and Mrs Daphne Taylor were also thanked.


Mr Guy Richardson, Community Safety Officer of Suffolk Coastal District Council gave an address to the Council regarding the designation of Alcohol Free Zones in Saxmundham.
* In 2001 the Criminal Justice & Police Act gave powers for Officers to seize alcohol from those drinking and causing disorder in a particular zone. A number of Towns and Parishes already have these Zones in place. The procedure for obtaining designated areas normally takes between six and eight months.
* Mr Richardson will liaise with the Town Council about what areas in Saxmundham would benefit from being alcohol free zones and will prepare a report.
* Public consultation will follow and this will be publicised in the East Anglian Daily Times. SCDC will then receive letters from the public and Mr Richardson will write to various Landowners/Licensees in the proposed designated areas. When this has been completed Mr Richardson will go back to the Cabinet at SCDC and recommend that the proposals go forward. Once all the legalities have been established the legal documents will be sent to the Town Council, appropriate signage will be placed around the town together with press releases and the information being put onto the website.
* The Public are the strongest weapon against any breaches and should inform the Police immediately.


The Public had their queries answered during the address by Mr Richardson and the Police Report.



REPORT FROM THE LOCAL POLICE: Chief Inspector Lucas gave a report over crimes during the last month ( see attached) and answered public queries regarding boy racers in the Market Place, High Street and in Somerfield car park from midnight to 2am.


REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton had sent his apologies due to a prior compulsory meeting together with a written report which the Clerk read out. (attached)

REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Andrews reported that she and Cllr Batho had attended an Emergency Planning meeting at Suffolk Coastal District Council and advised that the Officer in our area, Mr Mike Topliss, would be happy to meet up with the Town Council to discuss emergency planning.

AGENDA

3134. 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.

3135. APOLOGIES FOR ABSENCE: Cllr Ms V Burdett, sick, Cllr G Cooke, holiday abroad, Cllr S Trotter-Langlois, sick

3136. MATTERS TO BE RAISED UNDER AGENDA ITEM 20:
3136.1 Emergency Planning - Cllr Andrews
3136.2 Painting of kerbs - Cllr Howe
3136.3 Future financing of Saxmundham in Bloom - Cllr Warren
3136.4 Bench in Harpers Lane - Cllr Palman

3137. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 10th SEPTEMBER 2007 MEETING previously circulated: After a minor amendment the minutes were duly agreed and signed. Motion carried

3138. MATTERS ARISING THEREFROM:
* A long debate ensued regarding whether a letter should have been written to Suffolk Coastal District Council Planning department regarding their lack of response to our correspondence. It was finally agreed that the Clerk should write a letter of complaint.

* Cllr Jones advised that The Community Development had discovered a copy of a survey carried out in 2006 and the Clerk will put this into circulation.

* 3118.4 The Sizewell Stakeholders meeting had been postponed

3139. TO CONSIDER CORRESPONDENCE RECEIVED:

A - CORRESPONDENCE TO BE NOTED AND CIRCULATED:

64 SCDC Parish Bulletin Autumn 2007
65 ESTA Members' Bulletin
66 SCC Road closure for part of B1119 Rendham Road junctions with the A12 and Albion Street and 30mph spped restriction on the A12 - 14 October - 16 October 2007
67 Suffolk Coast & Heaths new leaflet -'Enjoying Heathland'
68 SCC Closure of part of C238 Chantry Rd and U2526 Albion Street 6-7th October 07
69 SCDC Suffolk Coastal Arts Network
70 Leiston Abbey Christmas meals
71 SCDC Agenda for meeting of the Council 27th September
72 Suffolk Coastal Local Strategic Partnership Fifth Annual Forum 2nd November 2007
73 Friends of Home Start request for support plus Autumn Raffle tickets
74 SALC Conference 2nd October 2007
75 email SCDC An update on Bluetongue in Suffolk
76 email SCC Community Safety articles series
77 Defra Booklet on Ways to tackle climate change
78 Standards Board, Town & Parish Standard first edition of revised Town & Parish Standards
79 ESTA Members' Bulletin
80 SALC The Local Councillor

B - CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

5 email Annette Gray Suffolk Acre Local Strategic Partnership Forum 07 Friday 2nd November 2007 9.30am-1.00pm at Trinity Park Conference Centre - Cllrs Andrews will attend


C - OTHER CORRESPONDENCE RECEIVED TO DATE:

C010
Email Simon Burridge SCDC
Update on Fromus Square
Reported under P & R and put into circulation
C011
SALC
Various correspondence - Circulation
C012
P W Cobbett - Complaint about car congestion in Fairfield Road Clerk has responded
C013
Kate Mann - Request for sponsorship of School team .The Clerk will enquire about any Playspace money from SCDC but the Councillors asked whether the children themselves had done any fund raising
C014
SCC via SALC Bluetongue measures in Suffolk Circulation

C015
Email Viv Hotten SCDC Bluetongue Disease Questions & Answers Guidance for Suffolk- Circulation



3140. TO CONSIDER DESIGNATION OF ALCOHOL FREE ZONE: Cllr Fisher proposed a Working party be organised to look at the areas to designate alcohol free zones. Seconded by Cllr Andrews. The working party will consist of Cllrs Andrews, Batho, Fisher, Jones and Palman. Cllr Fisher will set up a meeting with Mr Guy Richardson, hopefully on Monday 15th October at 7.30pm. The matter will then be referred to the next full Town Council meeting.

There was a break of 10 minutes to allow the residents to look at the various plans for consideration.
Cllr Trotter-Langlois gave her apologies and left the meeting as she was unwell as did Cllr Moye..

The meeting reopened.

Cllr Fisher proposed that two of the planning applications be discussed at this point in the meeting, namely Hopkins Homes and Reef Estates.

Cllr Damiral White reported the following:-


C07 1464
Reef Estates
Land & Buildings South of Church Street, Saxmundham
Erection of two retail units with first floor storage & 14 units (no affordable housing proposed)
There have been 10-12 developers who have attempted to build in the last few years to no avail and the site is an eyesore for the town. Cllr Damiral-White proposed that as much as our Planning Committee preferred the original proposals they endorse this plan and hoped in the long term the rest of the site would be developed. Seconded by Cllr Warren. 7 votes for 2 against. One abstention. Motion carried (Cllr Batho again gave his reservations about building on a Flood Plain.)
C07 0362
Hopkins Homes
Land on the North side of Church Hill, Saxmundham
Construction of 145 dwellings inc 49 affordable units with associated access & the provisions of public open space, footpaths, cycleways & pedestrian links to the Town Centre.
Cllr Fisher declared an interest and left the meeting. Meeting was closed to enable the public to speak. Concerns were as follows:
Too much traffic going out into Church Hill
Plans could be misleading - clarification needed for road layout.
Size of land looks as though it has been increased. Has more land been purchased?
Infrastructure causing grave concerns together with the lack of car parking, school and Doctor facilities.
There could be a configuration of exit e.g. a large splay on entrance and exits. Cllr Damiral White proposed we write to SCDC to confirm that the Town Council have always supported this application in principle but raise the above concerns. Cllr Warren seconded. 7 votes for and 1 abstention. Motion carried


3141. RESOLUTION TO ADOPT PARAGRAPH 12(2) IN THE CODE OF CONDUCT:
Cllr Fisher proposed the adoption of the above paragraph, seconded by Cllr Batho. All in favour. Motion carried

3142. TO REVIEW THE STANDING ORDERS: Cllr Fisher advised that he would circulate the suggested revision and it would be reviewed at the next Policy & Resources meeting.

3143. CONSIDER THE PURCHASE OF INFORMATION BOARDS FOR THE TOWN:
Cllr Fisher informed the Councillors that the Clerk was looking into various options of providing Information Boards for the Town to enable visitors to the town to have instant knowledge of what the Town has to offer. The Clerk would circulate various ideas to the Councillors before the next P & R meeting.

3144. TO CONSIDER PURCHASE OF DOG BIN FOR CHURCH HILL AND LITTER BIN FOR SEAMAN AVENUE PLAY AREA
After deliberation it was decided not to purchase a dog bin at this present time but Cllr Fisher proposed we purchase a litter bin for Seaman Avenue play area - seconded by Cllr Andrews. All agreed. Motion carried.

3145. CHAIRMAN'S ANNOUNCEMENTS: Cllr Fisher reported he had received a telephone call from Mr Franks regarding Armistice Day. A wreath will be laid at the War Memorial at 11am on the 11th November and there will be a parade that will assemble at 2.15pm for a 2.30 departure to the service at Kelsale Church at 3pm followed by tea at the Market Hall Saxmundham. It was agreed a request would be made to Somerfields to close their side door at the entrance to Fromus Square during those times to discourage shoppers from walking through.

3146. FINANCE REPORT:
* To approve the monthly finance report to end of September 2007 (as attached) The Clerk had circulated an un -reconciled report as the bank statements had not arrived due to the postal strike. Cllr Fisher proposed this as correct, seconded by Cllr Warren. Motion carried.
* To reaffirm signatories for the bank accounts - Cllr Fisher proposed that as the Clerk needed to be added to the signatories to enable transfer of money between accounts. A new form would need to be completed and Cllr Cooke could be added on his return from holiday. Seconded by Cllr Damiral White - All agreed. It was also agreed to pursue the use of internet banking. Motion carried.

3147. TO AGREE A CHANGE IN FORMAT FOR SAXMUNDHAM NEWS:
Cllr Andrews confirmed that the format for Saxmundham News will change from January to A5 with 2000 copies for £361.00 for 16 pages plus £200 for colour front and back covers and will be circulated by distributors of the Advertiser for a charge of £150.00.

3148. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:

C07 0309
Mrs W Skinner
Outbuildings to the rear of 18-22 Market Place, Saxmundham
Refurbishment of existing outbuilding together with erection of extension to create a pair of dwellings (revised scheme)
Cllr Howe declared an interest. Cllr Damiral White advised there was some ambiguity of the plan as it was only showing one dwelling and the committee could only support what is in front of them. All agreed. Motion carried


Decisions received from Suffolk Coastal District Council:

C07 1360
Martin McColl Ltd
6-8 Market Place, Saxmundham
Removal of shop front step & installation of ramp for wheelchair disabled access
Listed Building Consent 17 Sept 2007
C07 1389
Mr & Mrs Armstrong
Plot 21 Heron Road, Saxmundham
Erection of rear conservatory
SCDC consent 10 Sept 2007
C07 1044
Mr B Maller
Part Side garden 19 Manor Gardens, Saxmundham
Erection of single-storey dwelling & new vehicular access
SCDC refusal 12 Sept 2007


3149. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Cllr Warren Acting Chairman reported:

* To consider the contraction of Saxmundham market: The Clerk had written to Mr Munson who is in charge of the market with a copy to Mr Lowe of SCDC informing him of our disappointment regarding the rapidly diminishing Wednesday weekly market
* To consider the possibility of a Youth Council - The Clerk had contacted Doreen Savage regarding the implementation of a Youth Group. Cllr Moye will attend their next meeting in Felixstowe.
* Risk Assessment - The Clerk had been in contact with Christine Buttery who informed her that Dr Buttery will kindly do another Risk Assessment for the Town Council in the New Year.
* Fromus Square - Mr Burridge, Senior Solicitor, SCDC had reported to the Clerk that he had not heard from the Land Registry regarding the registration of the major part that belonged to Punch Taverns but has written to them. He has also written to an office of Somerfield to try again to re-start the transfer of the small parcels of land that it owns.
* Quality Parish Status Report - The Clerk has left her Portfolio with SALC awaiting the Interview Panel to examine and assess the content. However she had advised the P & R committee that it was probably unlikely that Saxmundham would attain Quality Status on this round due to a few problems.


3150. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Moye had previously advised that he still had not heard from Suffolk Acre regarding the possibility of funding. As yet the next meeting of the Market Hall committee has not been arranged.

3151. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Andrews advised that the latest edition was in the Webster Room awaiting distribution by the Councillors. She advised that one or two rounds had been changed plus a further round would need to be covered as Cllr Cooke was on holiday.

3152. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
* Cllr Jones reported that the Brook Farm Residents Association had a forum on their website which the Town Council could link up to.
* Cllr Sculley and Cllr Fisher attended the SALC AGM and dinner where Terry Waite was the guest speaker. Cllr Fisher also attended the meeting before the AGM
* Cllr Fisher attended the Suffolk Acre AGM and had discussions with various different organisations regarding funding
* Cllr Fisher attended the Big Bus Event at the Riverside Centre. These buses are for the use of older teenagers and will be equipped with internet access and a large screen DVD by next Spring. It is hoped that one will call at Saxmundham one day per week and this was unanimously supported.
* Cllr Warren reported that the Saxmundham & District Community Development Partnership will hold public meetings on the 29th October - one meeting in the afternoon and the other in the evening.
* Cllr Jones had provided the Clerk with the Community Questionnaire which has been sent to various parishes for completion. This form will be put into the circulation folder
* Cllr Palman attended the Citizens Advice Bureau AGM and there is a possibility of its opening more than one day a week in Saxmundham
* Cllr Howe is compiling a report on the Anglia in Bloom for the next P & R meeting. He informed the Councillors that the long bed at Fromus Square is costly to maintain and it will be put over to a drought garden that will give us a further category for entrance in the Anglia in Bloom competition. There will also be a drought garden at the Railway Station. Maintenance at the station is a costly problem.
* Cllr Jones advised he had attended Saxmundham Safer Neighbourhoods Partnership meeting together with the local police and the schools. The following problems were discussed:
1. Persistent problems with youths congregating in Fromus square at night - it would be beneficial if Fromus Square could be a designated alcohol free zone.
2. Speeding into the town
3. Mis-use of the Market Place and Somerfield car parks by speeding youths. One suggestion had been planting trees in the Market Place car park

3153. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item 3:
3136.1 Emergency Planning - Cllr Andrews recommended the Town Council meet with Mr Topliss the Emergency Planning Officer as essential because the Market Hall in times of an emergency is the designated mortuary.
3136.2 Painting of kerbs - Cllr Howe reiterated his concern over the kerb near the Chinese Restaurant had
still not been painted white despite some accidents having occurred
3136.3 Future financing of Saxmundham in Bloom - Cllr Warren expressed his concern over the future
funding of Saxmundham in Bloom but was assured by Cllr Howe that there would be fund raising
events held together with an appeal for volunteers
3136.4 Bench in Harpers Lane - Cllr Palman reported his concern over the way that the new bench is
anchored in Harpers Lane as it is vulnerable to vandalism. Cllr Fisher will look into this.


3154. DATE OF NEXT MEETING: Monday 12th November 2007

The meeting closed at 11pm


Signed............................................................................. Dated...............................................
* Page 7 of 7 Town Council Minutes 8th October 2007