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Saxmundham Town Council
Market Hall
High Street
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
www.saxmundham.org
townclerk@saxmundham.suffolk.gov.uk


Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 9 June 2014
at 7.15pm


Present: Cllr J. Fisher – Chairman

Cllr Mrs M Andrews

Cllr Sir Peter Batho

Cllr Ms L Hailey

Cllr K Howe

Cllr R Plant

Cllr Mrs D Sculley

Cllr D Tricker

Cllr D Willett




In attendance: Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
6 members of the Public
Richard Cornwell, EADT


Cllr Fisher advised that Mrs Ivy Brown, a previous Chair to the Town Council 1979-1980 and 1982-1983, died recently. Her funeral was held today (9th) at Carlton Church and Cllr Sir Peter attended on behalf of the Town Council.

PUBLIC FORUM:

* Apparently a Notice has been put up at the White Hart with regard to a planning application. The Clerk only received the application today and has requested an extension on the time limit for our response to the District Council as the Town Council will not be able to discuss this until the next meeting.
* The question of ownership of the Fromus Square was also brought up but the situation remains the same. The War Memorial is situated in Fromus Square and concerns were raised over the ownership of the site that it sits on.
* The Scout Leader advised there has been a further spate of vandalism at the Scout Hut and in Seaman Avenue Play Area. He went on to say that the 1st Saxmundham Scout Group team were intending to clean up the Memorial Field in Scout Community Week but were unable to because he said there was broken glass and needles strewn around the field. The Clerk will contact the Police regarding this and will also request this serious vandalism will be put as a Priority at the next SNT meeting. The ditches need clearing out and this will be looked at after Cllr Fisher has had a meeting with a Drainage Contractor on the Memorial Field next week.
* Illegal drug abuse is a Police problem and anyone finding evidence should inform the Police immediately – it is a Health & Safety issue.

REPORT FROM THE LOCAL POLICE: The Police sent their apologies and sent a report. There were 11 crimes recorded in May.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr M Gower sent his apologies as he had to attend another meeting.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs Andrews advised that she had received a steady number of enquiries regarding the Enabling Budget. The District Councillors have been given £4000 each for the year to give to organisations with any new projects in the area.

Cllr Sir Peter attended the presentation for the Farming School of the Year competition by the Suffolk Agricultural Association which Saxmundham Primary School won and Prince Harry presented their prize at the Suffolk Show. They had to make a combine harvester and they built a purple one out of recycled food packaging.

AGENDA


4511. TO RECEIVE DECLARATIONS OF INTEREST:
* To Receive Amendments to the Register – Cllr Fisher advised he has amended the register as he is now a member of the Suffolk Libraries Board.
* To Receive Declarations of Pecuniary Interest in Respect of Items on the Agenda – none declared.
* 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. Cllr Plant thought that Cllr Tricker should declare a Pecuniary Interest as the Fromus Centre is in direct competition with our Market Hall. However Cllr Tricker did not agree and advised that when he is attending a meeting for either Market Hall or the Fromus Centre then he represents that organisation only but Cllr Mrs Sculley did not agree as she thought Cllr Tricker was not impartial. Advice will be sought from the Monitoring Officer at SCDC.
* To Consider Full/Partial Dispensations for Pecuniary Interests - none declared


4512. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Mrs L Jardine, family bereavement, Cllr Ms Trotter-Langlois, ill

4513. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 12 MAY 2014 TOWN
COUNCIL AGM and TOWN COUNCIL MEETING
previously circulated: Unanimously agreed. Motion carried.

4514. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING: previously circulated
May 2014

Action By Status
Action B 251 Request from Police to obtain official road closure in the Market Place on Wednesdays
Town Clerk
Clerk enquired with SCC – cost will be in the region of £5000.00
Action 253 Email Annie Lou regarding hazardous state of Chantry Road Play area
Town Clerk
Clerk written plus dealing with the Play Areas
Action 254 Email Haydn Morris regarding Memorial Field issues
Town Clerk
Clerk & Chairman dealing with the ongoing problems
Action 255 Letter of support to ESTA regarding their project
Town Clerk
Letter has been written




4515. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

744 Market Times magazine
745 copy email PCSO Thora Taylor to Highways regarding Saxmundham Primary School parking



B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
257 email Wil Gibson –Enabling Communities Strategy meetings,– 17 June 2pm in the Market Hall – Cllrs Mrs Andrews, K. Howe
258 SCDC – Invitation to World of Planning evenings – Clerk to make enquiries and inform Cllr Willett. June and November 2014
259 SCDC – Public Consultation on Community Infrastructure Levy – 6 weeks from Wednesday 21 May until 2 July 2014 – documents can be found online
260 CATS – thank you for donation and invitation to AGM 18 June 7.30pm Community Centre, Aldeburgh – Clerk to let Cllr Mrs Jardine know. Cllr Willett declared an interest.
261 SPLG and Sizewell C – any queries regarding the project Mr McGarry of EDF-energy would be happy to discuss with the Council .

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C431
Email Malcolm Blakeney SPLG
Subscription due £150.00
Cllr Willett proposed that we continue with this subscription. 8 votes for 1 against. Clerk to raise cheque
C432
Email Malcolm Blakeney
Minutes of AGM & General mtg held 27 May 2014 SPLG
circulation
C433
Jamie Turner
Botnet Attack warning
circulation
C434
RTPI East of England
Community & Neighbourhood planning Wednesday 11 June 9.30am-4.30pm at Colchester
No – one available to attend
C435
Suffolk Police
Leiston & Aldeburgh Neighbourhood Watch newsletter
Circulation
C436
East Anglian Air Ambulance
Draw tickets for sale – available from the Town Clerk

C437
Emails Paul Gedge Valuer regarding Sax Police Station
Extra time needed to complete valuation therefore fee increase to £625.00
Cllr Plant proposed we agree, seconded by Cllr Mrs Andrews. Unanimously agreed
C438
SCC
Notice of temporary traffic order – road closure Station Approach & Chantry Road – at level crossings over night 23-24 June
Notice Board
C439
Babergh & Mid Suffolk Public Rights of Way Services
SCDC part of footpath no 13 public path diversion
Circulation
C440
Email eastsuffolk.gov
Badminton England
Circulation




4516. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:

Cllr Fisher gave his sincere thanks to Cllrs Ms Hailey and Mrs Jardine for their enthusiastic efforts regarding their new role as Dog Wardens. They have researched the state of all the bins and have given the Clerk a concise list of every location and state of all the bins. The Clerk will organise repairs to any waste bins that need them.


4517. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE AND CONSIDER ITS RECOMMENDATIONS: Cllr Mrs Sculley had been re-elected as Chair person and advised that we are still awaiting the hygiene inspection of the kitchen.

4518. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS RECOMMENDATIONS: Cllr R. Plant advised he had been re-elected as Chairman.
* To approve monthly Finance Report to the end of May 2014: Unanimously agreed. Motion carried.
* To approve the provision of Staff Pensions – Cllr Plant advised he had made an extensive research of staff pensions and the minimum acceptable scheme would cost 3% from the Council and 5% from the employee. It would cost the Council approximately £1200.00 per annum with £40,000 for future payrolls. Cllr Willett stated that these costs would need to be put into the budget for next year’s Precept. Cllr Plant advised that the Council should value its staff and offer our employees a Company Pension Scheme. Research into Pension Schemes for employees indicates increased productivity as a direct result from feeling valued. He said that if this scheme is budgeted for in this coming December it would enable the Town Council to offer their employees a pension in April next year. There are several approved schemes and it will be the employees decision to take up the option of a pension if offered.
* To approve the Audit Plan – unanimously agreed.
* Fidelity Cover increased from £100,000 to £250,000 as per the advice of our Internal Auditor – at present we have an excess of money in the bank until various projects have been completed and paid for and our cover was insufficient.
* WW1 Commemorations – it was felt that we should make our Armistice Celebration an extra special occasion by incorporating the commemorations of WW1. The proposed original date of 5 October seems to be non-entity and as the war actually began on the 4 August it was proposed by the Finance committee that it would be preferable to combine the events in November. Cllr Howe advised that he had chosen 5 October as the British Legion Band were available as was the vicar but stated that these arrangements were not set in stone and could be amended. The Stone Mason has kindly offered to create plaques for the 40 who lost their lives in the war and the Town Council will purchase trees to plant on the Memorial Field in the honour of the fallen. Cllr Plant proposed that we have an event on Armistice Day, seconded by Cllr Willett. Unanimously agreed. Motion carried. The Clerk is attempting to obtain trees from the Woodland Trust but these would not be available to plant until November as they are bare roots. It would be the intention of the Town Council to involve numerous groups in the town for this event.

4519. TO DISCUSS THE PURCHASE OF FINGERPOSTS: The Clerk has received two quotations for this purchase and Cllr Howe will liaise with her within the next week. It was proposed that the Town Council go ahead with this purchase – 8 in favour 1 abstention. Motion carried on majority.

4520. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:

DC/13/3814/FUL
Mr James Perks
Byways House 55 Rendham Road, Saxmundham
Proposed single storey extension to replace existing conservatory
Cllr Tricker declared a personal interest. The Council supported this – 8 votes for 1 abstention
DC/14/1483/FUL
Robert Smissen
The Georgian Guest House 6 North entrance Sax
Change of use from a C1 to a C3 private house
Cllr Willett declared an interest and abstained from voting. 8 for and 1 abstention for no objections to this application.




To note Planning Approval from SCDC:
DC/14/0648/TCA Park Farm, South Entrance, Saxmundham – to re-pollard Holm Oak Tree next to access
drive to farmyard – Cllr Sir Peter declared an interest.
C/13/0464 Mr & Mrs C Morris, Burnt House Farm, Rendham Road, Saxmundham – erection of barns to create
holiday let accommodation (existing sub-standard barns to be demolished) (approval with conditions)

4521. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Fisher advised that Chris Burslem is planning to retire as Editor of Sax News. This means that Leiston Press will be taking over the responsibility of collecting the material at their own expense and will need to charge us for inserting the minutes. Agenda item for July. The website is in the process of being updated and our Clerical Assistant, Imogen Green, is doing sterling work on this.


4522. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Tricker advised that the 1st Saxmundham Scouts Team had done an impressive job of cleaning up the grounds of Fromus Centre and expressed his thanks.
Cllr Mrs Andrews had attended a number of meetings within the last month.
Cllr Plant advised that at the next Personnel Meeting in July there will be a recommendation for a pay increase for our Clerical Assistant, Imogen Green, who will, by then, have completed her three month probationary period.
Cllr Ms Hailey reported on the findings of the St. Georges’ working party (copy attached) They recommended a Project Manager should be appointed and Cllr Mrs Jardine has kindly offered to take on this role providing she has support from all the Councillors. As Cllr Mrs Jardine was unable to attend this meeting this will be an agenda item in July.

4523. DATE AND TIME OF NEXT MEETING: 14 JULY 2014 at 7.15pm




SIGNED _________________________________




DATED _________________________________



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