MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 12th OCTOBER 2009
IN THE MARKET HALL AT 7:15pm

Present:

Cllr. B. Jones, Chairman
Cllr. Mrs. M. Andrews
Cllr. Sir P Batho
Cllr. G. Cooke
Cllr. Mrs. R. Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. G. Moye
Cllr. M. Palman
Cllr. Miss B. Peall
Cllr. Mrs. D. Sculley
Cllr. Ms C. Trotter-Langlois
Cllr. Col. R. Warren
Cllr. D. Willett


In attendance:



Mrs M. Gallop, Clerk to the Council
Sgt Daye Goddard
3 members of the public






Presentation of Certificate of Merit to Saxmundham Museum from Suffolk ACRE’s Community Awards

Cllr Willett had put forward Saxmundham Museum for a Community Award. Although not successful this time they were awarded a Certificate of Merit which was presented to Helen Revell, representative for Saxmundham Museum, by Cllr Jones, Chairman.


PUBLIC FORUM No matters to discuss.


REPORT FROM THE LOCAL POLICE: Report previously circulated. Sgt Daye Goddard reported:
* 20 recorded offences last month (one crime, stealing of copper piping from Seaman House – figures show in two different months because the incident spanned over a period of time)
* The next three priorities for SNT are speeding in rural villages, road safety and incidents at Toby’s Walks at Blythburgh
* SNT liaised with Thomas Mills High School and pupils from Lower VI watched a live programme from the Fire Service regarding drugs/alcohol and circulated a questionnaire. The ensuing positive feedback was followed by a series of workshops. Leiston High School will soon participate in this programme also.
* Friday and Saturday nights continue to give problems to the towns and villages particularly with insufficient people to Police the areas. Clerk to write to the Police Authority to complain about inadequate resources

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton had sent his apologies due to a prior commitment.

REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs Andrews reported on various planning applications (see below under planning)
Cllr Sir Peter had nothing to report.

AGENDA


3521. 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.

3522. APOLOGIES FOR ABSENCE: County Cllr R Leighton, previous meeting ,Cllr Col Warren had sent his apologies for lateness due to a hospital appointment.

3523. MATTERS TO BE RAISED UNDER AGENDA ITEM 16:
3523.1 Poppy appeal – Cllr Mrs Damiral-White
3523.2 Rubbish in the Market Place – Cllr G Moye
3523.3 Sizewell Parishes Liaison Group – Cllr Mrs Andrews
3523.4 Town Guide – Cllr Mrs Andrews
3523.5 Memorial Board signage – Cllr B Jones
3523.6 SADCIC meeting – Cllr B Jones

3524. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 14th SEPTEMBER 2009 MEETING previously circulated: After a couple of minor amendments unanimously agreed and signed. Motion carried.

3525. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA: Minor amendments to the minutes.

3526. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

392 SCDC Agenda for meeting
393 ESTA Members’ Bulletin
394 The Town Telegraph
395 SAVO training and SAVO Vollies
396 HM Revenue & Customs – VAT – off street car parking by local authorities
397 CCF Building Schools for the future
398 SALC – Various courses
399 Land Registry – Saxmundham Water Tower

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

85 SCDC Consultation on Suffolk Coastal Local Development Framework – comments by 18th November – P & R agenda item
86 SCDC Greenprint Forum 26th October 2009 – Cllr Fisher to attend
87 Suffolk Coastal Local Strategic Partnership 7th Annual Forum Wednesday 18th November 9.30am-2pm - Clerk to attend.
88 East of England Plan – 2031 Scenarios for housing and economic growth – closing date for comments 24th November 2009 – P & R agenda
89 Suffolk Sport Initiative – Fit Villages – would we like to play a vital role? No – facilities available at the Middle School
90 SALC AGM 9 November 2009 at Haughley Park Barn – Cllr Howe to attend
91 SCC Frequently Asked Questions regarding views on Energy Saving issues particularly street lighting
92 Email Ben Turner – Graphic designer would like to assist with our website - Cllr Fisher to telephone him


C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C151 SCDC Carolyn Barnes, CAB 56-09 Changes to Management of Public car parks
Circulation
C152 Highways Engineer Dropped kerbs in Saxmundham
Dropped kerbs are a hazard for people blind people with guide dogs because the dogs do not know where to stop.
C153 British Energy Meeting on 11th Nov- Cllr Mrs Andrews
C 154 Email SALC - Councillor Course at SALC 24th October & 31 October 9.30am-3.30pm - Cllr Ken Howe
C155 BOS email SCDC Public Car parks - Circulation
C156 Email Steven Airey - Regarding disposal of play equipment -
Circulation
C157 SCDC Help them be more efficient – 2 representatives required to attend meeting at 7pm on 5th Nov in the Market Hall
Cllr M Palman & Cllr B Jones



3527. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS: None

3528. FINANCE REPORT:
* To approve the monthly finance report to end of September 2009 (circulated) Unanimously agreed and signed. Motion carried.

3529. TO CONSIDER THE P & R COMMITTEE BEING EXEMPT FROM THE MAXIMUM NUMBERS OF COUNCILLORS: The P & R committee meeting did not take place because of insufficient members. In future nominated members of the P & R committee should be given the right to get another member to stand in, in their absence, if they know in advance that they cannot make the meeting.

3530. TO CONSIDER THE SERVICE INFORMATION FOR SUFFOLK COASTAL DISTRICT COUNCIL (previously circulated) After considerable discussion the questionnaire was completed. Cllrs Jones and Palman to attend the meeting regarding the above, in the Market Hall on Thursday 5th November at 7pm.

3531. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported:
A meeting had not been held due to not receiving any new applications.
C09 0110 36 High Street, Saxmundham, erection of one dwelling – an appeal has been made
C09 1089 28 Chantry Road Saxmundham – replacement of storage shed with new unit for storage purposes – SCDC planning permission granted 7 October 09
C09 1136 48 High Street, Saxmundham – Change of use from Class A1 retail use to Class B1 office use – SCDC planning permission granted 7 October 09

3532. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Cllr Mark Palman reported that due to insufficient attendance the meeting was not quorate and did not take place. The Auditors advised that the Market Hall Trustees were incorrectly recorded on the Charity Commission register as the 14 individual Councillors, and that it should be changed to Saxmundham Town Council, as the sole corporate Trustee. Cllr Palman has amended the details on the Charity Commission site accordingly.

3533. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Mrs Diana Sculley reported that the decorating of the Market Hall was in progress.

3534. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Andrews advised that the circulation of Saxmundham News had not reached every household in Saxmundham. She is looking at alternative arrangements for delivery.

Cllr Jones proposed a resolution to continue the meeting after 10pm, seconded by Cllr Palman. All agreed. Motion carried.

3535. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
* SAVVY – Cllr Ms Trotter-Langlois will be attending a meeting tomorrow. They have held two car boot sales with a further three more to follow. At present this project has raised £67.00 for SAVVY funds. She has been informed that charity discount is available for flood lighting for the future skate park.
* Suffolk Acre AGM attended by Cllr Fisher where SCC Andrea Hill gave an informative talk
* Home Start AGM attended by Cllrs Fisher and Trotter-Langlois. This is a worthwhile charity who help families in need with children under the age of 5. Volunteers visit them in their homes to help them with various tasks.
* Affordable Housing meeting attended by Cllrs Fisher and Trotter-Langlois on the 9th October
* ESTA meeting – Cllr Howe was unable to attend the last meeting and will also be unable to go to the AGM on the 24th. Cllr Fisher will attend.
* Sax in Bloom – Cllr Howe advised that the wine tasting evening made £261.00 for funds. All the baskets have now been taken down in the town and winners of the various garden categories will be presented with their cups at the next Town Council meeting. Cllr Howe is in the process of renovating the cabinets to enable Certificates and Awards received for Saxmundham in Bloom to be displayed in the Market Hall. Winter planting will take place next month with the theme of blue and yellow to celebrate the Guides 100th year.
* SADCIC update will take place in the Gannon Rooms on the 14th October at 7.30pm. Councillors were urged to attend.

3536. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3523.1 Poppy appeal – Cllr Mrs Damiral-White reported that the two wreaths for the Town Council had been
received and the Clerk would raise a cheque for £50.00. The Head Office at Aylesford was so
impressed last year that they are sending a Judge to present the best dressed window to the shops in
the Town. Cllr Mrs Damiral White gave her thanks to four colleagues for assisting with the collection.
£4603 was raised by Saxmundham last year and collections will occur from 24th October to 7th
November inclusive this year.
3523.2 Rubbish in the Market Place – Cllr G Moye advised that the old toilets seem to be used as a
rubbish dump. Clerk to investigate.
3523.3 Sizewell Parishes Liaison Group – Cllr Mrs Andrews advised that at the next meeting on the 14th
October she would like to present a ‘wish list’ for Saxmundham if a new build at Sizewell occurs. The
following were agreed – Community Centre, refurbishment of the Market Hall, land for allotments,
land for car parking, refurbishment of the play areas, skate board park, ongoing maintenance fund,
health provision and multi sport court.
3523.4 Town Guide – Cllr Mrs Andrews advised that this was almost complete and will go to press on the
22nd October. There is a shortage of up to date photographs and it would be beneficial if the Town
Council had their own camera as we rely heavily on other people. It could be utilised for Saxmundham
News, Saxmundham in Bloom and other events. Cllr Andrews suggested we purchase a digital
Camera, seconded by Cllr Moye. Agreed on majority. To be ratified at the next meeting.
3523.5 Memorial Board signage – Cllr B Jones advised that Hollesley Bay have inmates participating in
various subjects for NVQ’s who have volunteered to do the signage of the new board.
3523.6 SADCIC meeting – Cllr B Jones urged Councillors to attend this meeting.

3537. DATE OF NEXT MEETING: Monday 9th November 2009 at 7.15pm


Meeting closed at 10.20pm.



Signed………………………………….. Dated…………………………..
* Page 4 of 4 Town Council Minutes 12th October 2009