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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 10 SEPTEMBER 2012
IN THE MARKET HALL AT 7:15pm


Present:

Cllr. Mrs M Andrews
Cllr. Sir. P Batho Chairman
Cllr J.Cassels
Cllr Mrs R Damiral-White
Cllr. J. Fisher
Cllr. Mrs Sculley
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Cllr. D. Willett



In attendance:

Mrs M. Gallop, Clerk to the Council
County Cllr Rae Leighton
Sgt Nigel Tompsett
11 members of the public

Cllr. Mrs Sculley
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Cllr. D. Willett

The Chairman, Cllr Sir Peter welcomed everyone to the meeting.

PUBLIC FORUM:

* Residents of Southwood Close were very upset that the information in the local East Anglian Daily Times suggesting that Tesco’s hadn’t breached the planning conditions was incorrect. Regulations have been ignored and this has been brought to the attention of Tesco both locally and Head Office. Although 70% of the lorries have stopped using their reversing bleepers when in the yard, the noise and disruption caused by revving engines, roll cage movements, slamming doors, screeching tyres, drunken behaviour, shouting and swearing continues. The loading bay fence is not sufficiently tall or soundproof to prevent the noise from affecting the residents and a totally enclosed loading bay or a robust soundproof fence was sought. It would also be prudent to consider installing drop down bollards which could be raised outside of normal shop hours, restricting vehicular access to all but approved staff. Another problem is the light breakout from the large windows fronting Church Street, Saxmundham, causing glare to residential properties in Church Street and light breakout from the rear window facing Southwood Close, causing glare to those residents. Drop down blinds could be a solution to both these light breakouts. The top window over the delivery bay has caused complete lack of privacy to the residents who live below it. This could be remedied by a blind or the window pane changed to frosted glass and the residents were advised to contact Tesco about this problem. The residents were not consulted when the original planning was initiated but Tesco do not own the site and the residents of Southwood Close have written to the District Council about this.
* A request for items 13 and 15 to be discussed earlier was agreed.
* The Youth Council had met earlier in the evening and eight new young people were in attendance.
* The final phase of the Town Plan is nearing fruition and the questionnaires are being worked through. Representatives of the steering group are planning to give a presentation to the Town Council representatives on the 9th October 11am in the Gannon Room. There will be posters, car stickers and a banner across the High Street to encourage everyone to participate in the completion of the questionnaires which will be distributed with Saxmundham News on the 10th November 2012.

REPORT FROM THE LOCAL POLICE: Sgt Nigel Tompsett introduced himself advising that he is working in the Saxmundham/Framlingham district having previously been in Southwold/Halesworth areas. He advised the following:-

* 21 crimes in July and 17 crimes in August had been recorded. Fortunately a large amount of drugs had been seized and the criminal caught. Due to the varying crimes Sgt Tompsett advised security at home was essential particularly ensuring windows, sheds and doors were locked when leaving home.
* At the August SNT meeting the priorities were revised and renewed and the first priority was addressing antisocial behaviour and licensing infringements surrounding Zorba’s in conjunction with SCDC Licensing Authority. Cllr Mrs Damiral-White informed Sgt Tompsett that there is also a problem with cars being damaged in the Market Place car park.
* Sgt Tompsett thought that item 14 on the agenda regarding the problem at the crossroads traffic lights in South Entrance could be remedied by changing the sequence of the lights. Yellow lines have been repainted throughout the town and SCC have published the revised waiting and loading restrictions. Cllr Fisher will liaise with Bob Clench of SCC regarding a few discrepancies.
* The Police were thanked for all their assistance in investigate alleged speeding in Brook Farm Road where statistics have proved a low proportion of drivers actually speed.


REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton advised that the VAS has been installed in South Entrance which will hopefully reduce speeding in the area.
Cllr Leighton promised to look into a few yellow lines that have been incorrectly painted.
The School Organisation Review for Lowestoft and Haverhill from the 3 to 2 tier system has shown a 19% improvement during the first year. Saxmundham have now begun their first year in the 2 tier system.
The 44 public libraries across the County and those in Schools, prisons and mobile units are all going to remain in place but run independently by the Suffolk Libraries Industrial & Provident Society.


REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs Andrews did not have anything to report on but did attend a training session with Cllr Sir Peter on changes to the Social Security payments.
Cllr Sir Peter advised that the system of paying weekly amounts had ceased and has been changed to a monthly payment into bank accounts but concern was voiced regarding those who would spend their whole months benefit within the first week of payment.

AGENDA

4153. 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 Cassels declared a pecuniary interest as he is now the Editor of the new monthly newsletter the Town Herald which will be in competition with our Saxmundham News for advertisements.

4154. APOLOGIES FOR ABSENCE: Cllr G Cooke, holiday, Cllr K. Howe, illness

4155. MATTERS TO BE RAISED UNDER AGENDA ITEM 20: None

4156. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 9th JULY 2012 TOWN COUNCIL MEETING previously circulated: After a minor amendment on page 2 Cllr Mrs Andrews proposed them as correct, seconded by Cllr Willett. Unanimously agreed and signed. Motion carried.

4157. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
Page 1 Saxon Road – the Clerk confirmed letters had been circulated to all residents but unfortunately there had been a further incident where access was restricted to emergency vehicles during August.
4137 B187 Cllr Mrs Andrews advised that Kelsale Parish Council would like the proposed/shared pedestrian/cycle path from Low Road to Brook Farm Road to be taken forward. This is a Kelsale initiative although Saxmundham support this decision. The Clerk will liaise with Highways to obtain a realistic cost for this project.
4150 Cllr Ms Trotter-Langlois advised that to date she had still not received any more profiles from the Councillors for the planned ‘Meet your Councillor’ clinic.



4158.
13 & YOUTH ACTIVITIES ON THE MEMORIAL FIELD (brought forward on the agenda)
15 Cllr Ms Trotter-Langlois had emailed papers regarding the proposed sports use on the Memorial Field but unfortunately two Councillors had not received them. She advised the following:-
* The proposed container for storage use to be placed on the Memorial Field is no longer a viable proposition due to escalating costs.
* Overall dimensions for proposed sports facilities: Skate Park 32 metres x 28 metres, Multi Sports Court 18 metres x 30 metres. Grass cut area for football pitch 100 yards x 60 yards. Due to illness and family commitments Cllrs Fisher and Ms Trotter-Langlois had been unable to complete the diagram to scale for the proposed sports use but will endeavour to circulate this within the next two weeks.
* Cllr Sir Peter advised that the Memorial Field belongs to the people of the town with the Town Council acting as the Trustee. A Public Meeting on 13 January 1921 was held to discuss the form of Memorial for those who lost their lives in the Great War. Various options were considered and a committee was set up to look into the matter. A ballot paper was issued with the options of Recreation Ground and Memorial gate, or a Monument in front of the Market Hall. The final decision a few years later was to raise money for a Recreation Ground for all the people in the town and the Memorial Field was purchased around 1925.
* The proposed multi sports court and skate park would be located to the west of the Scout Hut and not come further forward than the north door of the hut, with a marked football pitch in the middle of the field leaving plenty of room for walking and other recreational activities. (The meeting was closed to enable input from the public) Meeting re-opened.
* The Town Plan have meetings on the 14th September, 1st and 8th October and would need papers showing the planned layout for the Memorial Field before 1st October in order to incorporate this information within their plan.


4159. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
637 SALC – Suffolk Coastal Area Meeting Monday 17 September 2012
638 Town Herald
639 Stepping Out Health Walks until December 2012
640 Sizewell Parishes Liaison Group General meeting Tuesday 25th September 7.30 Theberton Village Hall
641 Suffolk View
642 EON prices 2012
643 Email Jenni Price re Reforming the Housing Benefit System
644 Local Foods Suffolk update 3rd quarterly newsletter
645 SCC The Tour of Britain Sunday 9th September 2012
646 email from D. Tricker to Mr Saunders
647 SCC Suffolk Legal Draft Order for waiting restrictions
648 ESTA Members’ Bulletin


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

197 Mr & Mrs Thomas concerns about plans to develop the Skate Park – the Town Clerk will respond to this as the Skate Park was approved over five years ago.
198 Email Chris Lucas Lessons from Leiston regarding Town Appraisal - noted
199 Tim Trotman – Saxmundham Traffic Lights – refer in agenda item 14.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C348  Suffolk Acre
Suffolk Rural Services
Circulation. Cllr Mrs Andrews had requested a copy of this document (86 pages) as it contains interesting statistics regarding Saxmundham being one of the most deprived areas.
C349  Email SALC QPS  Circulation
C350 SAVO  Suffolk Coastal Resource Network summer newsletter 
Circulation
C351 NHS Keeping in Touch
Circulation
C352 Sizewell A& B Stakeholder Group
Report Circulation


4160. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS: None

4161. FINANCE REPORT:
* To approve the monthly finance reports to end of July & August 2012. Cllr Willett proposed these as correct, seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.

4162. TO APPROVE & ACCEPT THE AUDITIED ANNUAL RETURN FOR YEAR ENDED 31 MARCH 2012:
The Clerk reported that the Auditors had advised Fidelity cover should be increased and this will be discussed at the budget meeting in November. Cllr Willett proposed approval and acceptance of the Audited Annual Return, seconded Cllr Mrs Sculley. Unanimously agreed. Motion carried.

4163. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN: Cllrs Cassels and Tricker no longer need to be members of the steering group. There will be a focus group of 5 people consisting of Cllrs Sir Peter, Cassels, Fisher, Howe and Ms Trotter-Langlois.

4164. TO CONSIDER THE USAGE OF VARIOUS LITTER AND DOG BINS: Cllr Cassels advised bins can now be obtained with recyclable options and the Clerk will purchase one for the Memorial Field. Cllr Cassels also researched a different kind of dog bin where worms break down the dog waste within a biodegradable bag. The cost for one of the Wormeries would be £177 plus extra for the bags. Cllr Cassels will investigate the cost of the bags and proposed we purchase a bin, seconded by Cllr Ms Trotter-Langlois. Unanimously agreed. Motion carried. Cllr Mrs Andrews agreed to place an article about these bins and the problem of people not clearing up after their dogs in the next issue of Saxmundham News. The footpath behind the new Free School is littered with dog mess that owners have not picked up.

4165. UPDATE ON THE LEASING/PURCHASE OF THE OLD LAVATORY BLOCK: Cllr Fisher had today spoken to Mr Gary Lowe who had previously suggested this subject be dealt with together with the ownership of Fromus Square. A meeting has been arranged for the Clerk and Cllr Fisher to speak to David Gallagher from SCC on the 25th September regarding Fromus Square and this subject will be an agenda item in October.

4166. TO CONSIDER THE PROBLEM AT THE CROSSROADS TRAFFIC LIGHTS:
After various discussions deliberating the best option to curtail tail backs at the traffic lights it was decided the Clerk would contact Suffolk County Council Highways to request 4 phase traffic lights at South Entrance/Church Street junction and markings in Church Street to prevent the obstruction of the Tesco and Waitrose entrances/exits.

4167. TO DISCUSS LOCAL PLANNED SOLAR PARKS: Cllr Tricker reported on a recent article in the local paper regarding the suggestion of many acres of land being turned into a solar farm. Despite numerous objections this subject has not been discussed by the Planning Department at the District Council yet. This subject will be discussed by our own planning committee next month.

4168. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White advised the outcome of the planning meeting held on the 3rd September.

C12 1596
Mr C Bacon
2 Revells Terrace, St. Johns Road, Saxmundhm
Erection of wooden shed in rear garden
The committee supported this application. Motion carried.
C12 1604
Waitrose
Land & Buildings rear of 16 High Street, Saxmundham
Change of use of building formerly used as auction house to either Class A1 retail/Class A2 financial and professional institution/Class B1 business use, inc partial demolition of existing building & external alterations
Meeting closed for a discussion. Meeting re-opened. Cllr Mrs Damiral White proposed we support the application. Cllr Cooke seconded. Cllr Fisher disagreed. Motion carried on majority.
C12 1640
Mr C White
27 High Street, Saxmundham
Alterations & additions involving Change of Use from retail/office to residential use to create 2 no, two bed, self- contained flats with private access at the rear of the building
The committee unanimously supported this. Motion carried.
C12 1641
Mr C White
27 High Street, Saxmundham
Alterations in connection with Change of Use from retail/office to residential use of a Grade II listed property. The works are largely confined to the upper floors of the existing building (the retail shop space at ground floor level is to be retained. The proposals would create 2 no, two bed, self-contained flats with private access at the rear of the building)
The committee unanimously supported this. Motion carried.
C12 1664
Waitrose
Church Street, Saxmundham
Creation of new pedestrian access from Church Street into supermarket car park
This access would be directly opposite the pedestrian crossing. Cllr Mrs Damiral White proposed we support this. Cllr Sir Peter seconded. Unanimously agreed. Motion carried.
C12 1709
Mr C Collins
16 Tennyson Road, Saxmundham
Loft Conversion and addition of two dormer windows
The committee unanimously support this application. Motion carried.
C12 1723
Mr S Salter
41a High Street, Saxmundham
Erection of three replacement windows of first floor flat on front (north) elevation
The committee support this application but would like to point out that there is a potential hazard of falling objects from the opening window above the entrance door therefore we would suggest the applicant might consider installing a flat porch roof above the main entrance doorway. Unanimously agreed. Motion carried.


Planning permission received from SCDC:

C12 0798 4 Ambulance Houses, Seaman Avenue, Saxmundham - Replace an existing 3mx4m wooden conservatory with a glass 4mx4m upvc double glazed conservatory
C12 1240 Garage, St. Johns Road, Saxmundham – Replacement of old signage with new corporate image signage 3 no fascia signs internally illuminated halo illumination, 2 no sets of corner lights
C12 1310 Tesco Church Place Retail Park – Erection of 1. No Trolley Bay enclosure adjacent to main entrance of retail unit 1
C12 1301 18 Rendham Road, Saxmundham – Erection of single-storey front extension, together with conversion of existing and proposed roof spaces: rendering external walls of resultant dwelling and installation of car turning area
C12 1492 Tesco Application to vary condition 15 of planning permission C10 0552 to temporarily extend the Sunday Trading hours - withdrawn

Further approval received from SCDC this week:


C12 1289 &1290
Mr & Mrs Smith
15 Albion Street, Saxmundham
Listed building & demolition of existing single-storey dining room to replace with a two storey extension
28 August 2012
C12 1413
Dr J Mclean
38 High Street, Saxmundham
Lime render of side elevation to protect eroding brick work, lime wash finish
30 August 2012
C12 1483 & 1484
Coral Racing Ltd
Unit 2 Church Place Retail Park, Church Street, Saxmundham
Installation of 2 no satellite dishes, 2 no air condition condensers & ancillary ventilation and installation of 2 externally illuminated fascia signs
30 Aug 2012


The Town Council had been informed from SCDC that the demolition of Seaman House did not require an environmental statement and the work could be carried out.

4169. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Cassels left the room as he had declared a pecuniary interest earlier. Cllr Mrs Andrews advised the September issue of Saxmundham News would be distributed tomorrow. She explained she wished to give up the editorship of the newsletter having done this job for a number of years but fortunately she had received an offer of assistance from Mr Chris Burslem. As Cllr Mrs Andrews will be abroad during the January edition Mr Burslem offered to produce the January edition with the Clerk overseeing the newsletter before it goes out for print.

4170. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Tricker advised that PASTEL and the Rotary Club of Saxmundham & District have agreed to jointly construct and implement a project plan to launch the SMILE cafe on 4th October - a cafe aimed at supporting adults with additional needs and Carers within rural East Suffolk. The SMILE Cafe will be a pop-up cafe operating at the Fromus Centre in Saxmundham, every Thursday 10am - 2pm and will be staffed by community volunteers and managed by PASTEL. The Rotary Club of Saxmundham & District will provide seed-corn funding, equipment, tableware and back-up expertise.
Cllr Tricker attended the Sizewell Stakeholders Group meeting:-
* Hopefully the Visitors Centre would be opening shortly
* They are attempting to include Sizewell C on the agenda
.
4171 OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3: None

4172. DATE OF NEXT MEETING: 8TH OCTOBER 2012




Meeting closed at 10.20pm






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


* Page 2 of 7 Town Council 10 September 2012









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