MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 11th JUNE 2012
IN THE MARKET HALL AT 7:15pm
Cllr. Mrs M Andrews
Cllr. Sir. P Batho Chairman
Cllr. J. Fisher
Cllr. K. Howe
Cllr. Mrs Sculley
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Mrs M. Gallop, Clerk to the Council
Mr David Gallagher, Head of Commercial Partnerships & Strategic
PCSO Thora Taylor
7 members of the public
* Extreme disappointment was expressed about the lack of a donation
from the Town Council this year to the Adventure Playground who
constantly fundraise themselves. They have to pay £302 for
All Risks Insurance, £141 Public Liability together with the
costs of monthly inspections for the equipment. Cllr Sir Peter declared
an interest as a Trustee. The playground is used by all ages within
the town and surrounding villages and they felt they had been let
down by the Town Council for the lack of support.
* A resident from Southwood Close complained about the level of
noise from Tesco car park with delivery vehicles, exhausts, and
doors slamming. Tesco do not have a fence around the site to help
reduce the noise level and now wish to increase the times for delivery.
The store is extremely close to housing and within a conservation
site. Cllr Mrs Andrews declared an interest as a member of the Suffolk
Coastal District Council planning committee. The present times have
already been contravened when a lorry arrived earlier than the agreed
time on the 27th May. Refrigerated vehicles bringing fresh produce
to Tesco cause the most problems particularly when the diesel is
left running. The present fixed times which have operated during
the last three weeks since Tesco opened has already caused considerable
disquiet from the residents in Southwood Close and longer hours
for deliveries will cause further upset. The Town Council will debate
this later on but unfortunately do not have any control over what
* Mr David Gallagher, Head of Commercial Partnerships & Strategic
Commissioning had kindly attended the meeting to respond to any
queries regarding the finalisation of the purchase of Fromus Square.
Unfortunately SCDC have been unsuccessful in their lengthy attempts
to purchase two parcels of land within Fromus Square. The Town Clerk
questioned the importance of this aspect and advised she had not
received up to date information or a copy of the outline area in
question. She also expressed her concern as to the siting of the
War Memorial if Waitrose wish to extend the business more into Fromus
Square because we are unsure where the boundary is between Waitrose
land and SCDC land. Mr Gallagher produced a dossier for the Clerk
to photocopy. If the Town Council decide to take over the ownership
of Fromus Square SCDC would pay for the full costs of maintenance
during the first year but request a share of costs during years
2 and 3 with the Town Council totally responsible in year 4. The
Town Council have pressed for ownership of the land for a number
of years but a number of previous Councillors are no longer on the
Council and new members have queried the cost to the Town Council
if we pursue this. Obviously if we do not take over the ownership,
activities which are presently carried out in Fromus Square could
be considerably curtailed. Cllr Fisher had seen plans of land registered
as part of the White Hart property and suggested they will need
to be compared with the documents produced by SCDC solicitors. Mr
Gallagher kindly agreed to source more information on this project
and will meet up with Cllr Fisher and the Clerk when he has all
the material to hand.
REPORT FROM THE LOCAL POLICE: PCSO Thora Taylor
had sent a report previously and advised that 13 crimes had been
recorded during May. A SID has been requested for speeding along
Brook Farm Road although PCSO Thora has been monitoring it. Illegal
parking along the High Street appears to be reduced since the opening
of the supermarket car parks but Police, depending on their availability,
will continue to monitor this problem.
REPORT FROM THE COUNTY COUNCILLOR: Cllr Leighton
was unable to attend due to previous commitments.
REPORT FROM THE DISTRICT COUNCILLORS: Neither Cllrs
Mrs Andrews or Sir Peter had anything to report on.
4110. 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 Tricker declared an interest in the Market Hall as a volunteer
director of the local social enterprise, The Saxmundham & District
Community Interest Company, who are now managing the Fromus Centre,
on behalf of Suffolk County Council. Cllr Mrs Andrews declared a
personal interest in B192, extended hours of deliveries for Tesco.
Cllr Sir Peter declared a pecuniary interest in planning application
C12 1123, land to the west of 56 – 80 Mayflower Avenue, Saxmundham
and requested that the planning applications be discussed at the
end of the meeting to enable him to leave.
4111. APOLOGIES FOR ABSENCE: Cllr G Cooke, holiday,
Cllr Mrs Damiral-White, illness. Cllr Willett did not attend.
4112. MATTERS TO BE RAISED UNDER AGENDA ITEM 21:
Multi Sports Court -Cllr Ms C Trotter-Langlois
4113. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE AGM
and May 14th 2012 TOWN COUNCIL MEETING previously circulated:
Cllr Tricker proposed these correct, seconded by Cllr Ms Trotter-Langlois.
Unanimously agreed and signed. Motion carried.
4114. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
Fromus Square- Previously discussed
Page 2 of the AGM May 2012 6.12 Citizens Advice Bureau – Cllr
Mrs Sculley confirmed that she will represent the Town Council for
4115. TO CONSIDER CORRESPONDENCE RECEIVED:
A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
622 1st Responders – thank you for donation
623 Audit Commission consultation on appointment of external auditor
for 2012/2013 and future years
624 Email Kirsty Mallinson – forthcoming road closure East
Green Level Crossing, Tiggins Lane, Sax 22.30hrs Sunday 16th September
until 6.30hrs Monday 17th September. This does not relate to Saxmundham.
625 SALC Local Councillor
626 SALC Allotment Workshop 26th June 10am £25 plus vat –
Cllr Cassels will inform the Clerk of his availability to attend.
627 email Jenni Carberry Go with the Flow Bus – thank you
628 email Colin Ware Mayflower Avenue – complaint about the
way the grass in the public areas of Saxmundham is maintained –
Clerk replied and advised Mr Ware to contact Suffolk Coastal Services
629 SCC – Make a change multi agency team – Suffolk
Sexual Exploitation and Prostitution Strategy
630 Town Telegraph
631 Citizens Advice Bureau – thank you for donation
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
186 SCC Rights of Way Changes and additions to waiting and loading
restrictions in Saxmundham
187 Email Joss Shove Tollgate Cottage, North Entrance, Saxmundham
– Proposed shared pedestrian/cycle path Low Road to Brook
Farm Road – Cllr Mrs Andrews to drive to the area and assess
188 Home – Start Invite to AGM at Woodbridge to be followed
by afternoon tea 16th July at 1.30pm – Councillors to advise
the Clerk if they wish to attend.
189 SAVVY update plus event at Sax Primary School on Thursday 21st
June 7.30pm – would the Town Council like a table top there?
– sharing information around local youth provision and to
identify what is and what is not available. Councillors encouraged
to attend this and had previously been given information by Daye
Goddard about this event.
190 Suffolk Coast & Heaths – Invitation to take part in
the consultation to decide on actions to be undertaken over the
next 5 years – Councillors can respond individually if they
191 email SALC Suffolk Code of Conduct and the registration and
disclosure of interests – new regime. It is anticipated that
a new regime will apply from 1st July and the Town Council will
be required to adopt a code of conduct which differs from the current
model. There will also be a new register of interests for councillors
which will require the registration of both the interests of the
councillor and the partner/spouse they live with. The interest recorded
will reflect those of a pecuniary and non-pecuniary nature. The
new Code of Conduct will need to be adopted at the July meeting.
192 email Clive Pink, Environmental – New Tesco store –
current time restrictions considerations
193 email Colin Sweeney – Review of housing services within
194 email Chairman Radio Castle Community Radio – invitation
for a private visit to the station
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C336 ESTA Minutes of meeting 30 May 2012 Circulation
C337 Leiston Sax Citizens Advice AGM Wednesday 11 July with guest
speaker Stephen Baker Circulation
C338 Paul Watts Personal letter handed to the Town Clerk regarding
Jubilee which he requested be read out
Clerk read out the contents of the letter. Praise was given to Cllr
Howe and his team for the Jubilee events but he felt it necessary
to express his disappointment that some Councillors did not attend.
C339 Email Daye Goddard Youth Matters Daye Goddard had circulated
an article on youth matters requesting promotion of an event to
invite residents along to an information evening to find out more
about ideas for getting local young people more involved in the
community and sparking their interest for trying something new.
Thursday 21st June at Saxmundham Primary School 7.30pm.
4116. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Cllr Sir Peter had nothing to report on. The Clerk reminded everyone
that her computer had broken down and access to emails was limited
for the next few days.
4117. FINANCE REPORT:
* To approve the monthly finance report to end of May 2012 –
Cllr Mrs Sculley proposed these as correct, seconded by Cllr Fisher.
Unanimously agreed. Motion carried.
4118. TO RECEIVE AN UPDATE ON THE SAXMUNDHAM TOWN PLAN:
After consultation with Suffolk Acre we have submitted a bid for
funding from Awards for All; the success or otherwise of which we
will learn towards the end of July.
Meanwhile we are planning a weekly, morning, drop in surgery in
the town centre manned, on a rota, by two Steering Group members
- to get more input and also to maintain the link with our community,
the date for this to commence will be announced soon.
The work very much goes on, we will shortly start planning/drafting
(based on established community need and preference) what questions
will be considered for inclusion in the survey/questionnaire which
is likely to be published/distributed in October. Currently we are
considering 3 questionnaires: Residents, Young People and Business.
To aid this we need to purchase software from Suffolk Acre which
we have been trailing to test it’s suitability and are satisfied
that it will ideally fit our requirements.
We have two choices, either to virtually stop now and wait for the
outcome of the A4A bid and, if we are successful, the arrival of
the monies or to continue with the job with which we have been charged
by the Town Council showing the confidence that we feel not only
in the need but also the rightness of this project.
There are obviously continuing costs for instance the purchase of
the Suffolk Acre software and we would ask the Town Council to consider
additional funding to cover these interim on-going costs.”
(up to £250.00)
The meeting was closed to enable Cllr Tricker advise the following:-
Cllr Tricker advised there will be drop in surgeries soon in the
White Hart – dates to be advised. The group were up and running
and Cllr Tricker felt that the three Councillors involved should
now withdraw from the meetings although he expressed his wish to
read and comment on the questionnaires before they were circulated.
The meeting re-opened. The Town Council thought it was felt necessary
to retain two members from the Town Council on the Town Plan Committee
and as Cllr Cassel was happy to step down it was unanimously agreed
for Cllrs Howe and Tricker to remain on the committee.
4119. TO DISCUSS RECENT MEETINGS OF SIZEWELL PARISHES LIASION
GROUP: Cllr Mrs Andrews gave a lengthy report on this.
She had met a representative from the West Somerset District Council,
Mr Chris Morgan, at Theberton Village Hall who gave his experience
in dealing with EDF.
* Cllr Tricker questioned the £30million received at Hinkley
and what the money went towards. Cllr Fisher reported that EDF are
advising that we will not get anywhere near that amount and it will
be mainly localised to the immediate area of the power station.
* We should not expect to get a by- pass – even Hinkley are
still waiting for this to be done.
* Large employment opportunities were grossly exaggerated
* A large number of residents at Hinkley Point are elderly resulting
in them living close to a building site for the remainder of their
* Ongoing issue with transport problems
* By pass essential but building has not begun yet
* Paramount to look at road infrastructure before anything else
* If the new build at Sizewell is to go ahead road proposals need
to be put in place immediately
* No assistance from the Government
* Hinkley Point is the flagship for nuclear stations whereas Sizewell
* There are 5000 traffic movements everyday at Hinkley but they
have the M5 and we only have the A12
* There is no motorway in this part of Suffolk and transporting
equipment, tools and people to the area will cause major problems
on our already crowded unsuitable roads
* Transportation could be done by rail. It is unlikely to be done
by sea as Sizewell is very shallow and large ships could not berth.
* The idea of obtaining a by pass for the four villages that has
been ongoing for a number of years is very unlikely
4120. TO DISCUSS THE PURCHASE AND ALLOCATION OF GRIT BINS:
The Clerk had received eleven requests for grit bins but lorries
supplying the grit need to have accessible areas. It was unanimously
agreed that Cllrs Fisher, Howe, and Ms Trotter-Langlois would form
a committee and suggest a set criteria for deciding where the grit
bins should be placed at a cost of around £180 per bin and
report back to the Council next month.
4121. TO DISCUSS POSSIBLE WAYS TO TACKLE LITTER AND DOG
MESS: A litter pick had been carried out recently and it
was discovered that the town was much improved from last year although
there is an ongoing problem around the play areas. The Clerk will
request the bin at Chantry Road play are be moved nearer to Chantry
Road rather than its present position on a slope. Cllr Cassels will
investigate this situation and report back next month.
4122. TO DISCUSS THE PROBLEMS ARISING FROM PUBLIC HEALTH
CONCERNS REGARDING THE REFUSE OUTSIDE THE MARKET HALL FIRE DOOR:
The Town Council have one bin, for market traders only, outside
the fire door in Station Approach. There have been numerous complaints
received about the increasing number of bins belonging to The Bell
Hotel outside next to our bin, beneath our kitchen window along
to the Bell garden railings. This is causing a health hazard with
an increasing amount of flies and an eyesore particularly for visitors
to the town coming from the railway station. Cllr Fisher proposed
we investigate the lease/purchase of the old lavatory block in the
back of Market Place and sub-let it to the Bell Hotel for use. Seconded
by Cllr Tricker. Unanimously agreed. Motion carried. Town Clerk
to make enquiries and report back.
4123. TO DISCUSS AMENDED PROPOSALS REGARDING DELIVERY TIMES
* Current times for deliveries for heavy goods are 8am to 8pm –
proposal to change to 7am – 8pm.
* Proposal for light vehicles to be extended from 8am to 6.30am
* Tesco opens its doors for customers at 8am and they need delivery
of their food earlier to ensure it’s on the shelves for purchase
before the doors are opened. Negotiation will be sought to ascertain
whether the reversing sound on the trucks could be switched off.
The meeting was closed to enable the public to give their opinion.
* Meeting re-opened . The noise from the diesel refrigeration boxes
is deafening for residents nearby particularly as there is no soundproofing
around the area where the vehicles are waiting and lining up to
* Any decision that is made at present will be a pre-application
response before the planning department send us the official documents
Cllr Tricker proposed that we agree in principle to the increase
in delivery hours with the following provisos:
1. Reversing sound is switched off and not used
2. Engines are not left idling
3. Create a barrier wall at the back of Tesco’s extending
it across the back of the car park to reduce the noise of lorries
waiting to enter the delivery bay and moving around.
Seconded by Cllr Fisher. Cllr Mrs Andrews did not vote because she
is a member of the Development Control Committee at Suffolk Coastal
District Council which will eventually make the decision on this
matter. The remaining Councillors unanimously agreed. Motion carried.
4124. TO DISCUSS STORAGE FACILITIES FOR EQUIPMENT: Cllr
Howe thought the Town Council should consider renting a lock- up
as there is insufficient room for the increasing amount of equipment
owned by the Council. Various areas such as behind the stage and
some space above the lavatories should be used for archives only
and not equipment as the Clerk needs availability to them at all
times Cllr Sir Peter advised everyone to give this subject serious
consideration. Agenda item next month.
4125. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: The
applications will be debated at the end of the Council meeting as
4126. TO RECEIVE AN UPDATE FOR THE OLYMPIC TORCH:
Cllr Mrs Andrews advised that there will be a further meeting to
discuss finalisation of plans on Monday week. There will be around
1000 children coming to Saxmundham on the day but it will not be
a school day off – they will have to return after the torch
has passed through the town. Leiston and Framlingham children will
arrive by coach or mini bus, and pupils from Saxmundham and Benhall
schools will walk. There will be no barriers around the pavements
and the roads are too narrow to take barriers. The procession of
the torch will provide a rolling road block. There will be a jazz
band on the forecourt from Framlingham College and there will be
burger/hot dog and ice cream stalls in Fromus Square.
Official marshals will be provided and a lady who has taken part
in previous Olympics will be attending from Framlingham bringing
her medals for anyone who would like to see them. The Middle School
are making their own torches and are having a competition to choose
the best one made.
The next issue of Saxmundham News will provide information with
a map on the Olympic Torch parade.
A motion was passed to continue with the meeting because the 10pm
deadline had expired. Unanimously agreed. Motion carried.
4127. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Saxmundham News is presently being printed and will be distributed
within the next few days.
The website cannot be updated at present due to the breakdown of
the Clerk’s computer.
4128. TO RECEIVE AN UPDATE ON THE OWNERSHIP OF FROMUS SQUARE:
4129. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
COMMITTEES including working parties:
Cllr Ms Trotter-Langlois thanked those who had attended the table
top sale on Saturday for SAVVY - £98.89 was raised.
Cllr Cassels advised that the sharing of skills at Greener Sax had
been well attended.
Cllr Howe advised he had been to a meeting of the Business Association
earlier in the evening and was informed that the Portas Pilot bid
was not successful but they will re-apply. The Manager from Tesco
had been present and advised that the three units next to the store
will be taken up by the Horse Charity Shop, Costa Coffee and a Betting
Cllr Tricker attended the Sizewell Stakeholder Group AGM but there
was not much to report on. He will attend their next meeting but
thought that the group needed streamlining.
Cllr Tricker advised that SADCIC are holding an open/fun day at
the Fromus Centre from 11.30am-3.30pm on Saturday 7th July. There
will be a variety of activities with a bar serving beer, wine and
Pimms, with coffee and cakes available. Various amusements will
be there including a bouncy castle. New groups will be encouraged
to use the facility. Colonel Warren who was the Chairman of SADCIC
will be removed as a Director when the company report is filed.
4130. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION
as notified under agenda item 3 - 4103:
Multi Sports Court -Cllr Ms C Trotter-Langlois had circulated possible
plans for a multi sport court and
requested the Councillors consider the possibility of it being sited
alongside the proposed skate park on the Memorial Field in Rendham
Road. Further information will be provided in the near future. Agenda
item in July. The funding application will need to be applied for
by early next year as the closing date is in June.
There is disquiet over the usage of the Scout Hut on the Memorial
Field. Daye Goddard has written to the new leader of the Scouts
requesting use of the facilities for the positive activities which
take place on the Memorial Field during the summer. The Scouts have
stated that there is no availability for additional use of the hut
as there is no extra capacity beyond Scouts/Brownies and Guides.
The Scouts pay a peppercorn rent for having their Scout Hut on the
Memorial Field. The Town Council Chairman, Cllr Sir Peter, will
compile a letter for the Town Clerk to send to the leader of the
Scouts regarding the apparent unwillingness to allow other groups
access to the facilities.
4131. DATE OF NEXT MEETING: 9th July 2012
Cllr Sir Peter left the meeting as he had declared a pecuniary interest
in the planning application C12 1123.
4132. To discuss the following planning applications: Cllr Fisher
was previously appointed to chair this.
C12 1028 Ipswich Building Society 10 High Street, Saxmundham
Conversion of flat to two one bed roomed flats (renewal of planning
permission C07 1971
The members supported this
C12 1029 Ipswich Building Society 10 High St. Saxmundham
Alterations & additions to include conversion of existing flat
to form two one-bedroom flats along with fire & acoustic separation
works, (renewal of expired listed building consent C07 1972.
The members supported this application
C12 1123 Christchurch Property Co Ltd
Land west of 56 to 80 Mayflower Avenue, Saxmundham Outline planning
permission for up to 20 dwellings on a 1.5 acre site. The members
objected to this on the grounds of lack of infrastructure and concern
over the wildlife.
Planning consent given by Suffolk Coastal District Council:
C12 0618 & C12 0619 Land & Buildings South of Church Street,
Saxmundham erection of 4 trolley bay enclosures & erection of
enclosure to external scissor lift to unit 1 and erection of 4 solar
collectors on the flat roof of the western elevation
C12 0688 84 Fairfield Road, Saxmundham – erection of two-storey
extension to form double garage with living accommodation over
Meeting closed at 10.30pm
* Page 2 of 7 Town Council 11 June 2012