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Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 13 APRIL 2015
at 7.15pm


Present: Cllr J. Fisher – Chairman

Cllr R. Plant
Cllr Mrs M. Andrews

Cllr Mrs D. Sculley
Cllr Sir Peter Batho

Cllr D. Tricker
Cllr Ms L. Hailey

Cllr Ms Trotter-Langlois (left at 8.54pm)
Cllr K. Howe

Cllr D Willett
Cllr Mrs L. Jardine


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


PUBLIC FORUM:
A query arose regarding the latest Hopkins Homes application but we have not had the written response from Suffolk Coastal District Council despite the Town Council opposing this application.
The recovery of S106 £100,000 will be going to the Surgery.
The ongoing problem of parking in Saxmundham continues and the Clerk had written to SCDC in December about this. However residents do not have the legal right to park outside their own property over anyone else and although this is obviously frustrating there is nothing that can legally be done unless enough people in Saxmundham would be willing to pay for a permit. The Clerk will correspond with one of the residents who has made a complaint. There are also ongoing problems regarding parking in Albion Street.
A complaint arose regarding the footpath from Hopkin Homes that comes out opposite the fish and chip shop as children have been playing around the derelict houses and outbuildings which could result in an accident. The Town Council will try to find out who actually owns that land now as Hopkin Homes sold it.
Saxon Road continues to have parking problems and this could cause a serious problem if it inhibits the Emergency vehicles getting down the road. Having only one road in and out is not good enough when there are so many vehicles and this is becoming a Health and Safety issue. The Clerk will contact Highways regarding this ongoing problem.
There is a hard standing area in St. Johns Road and it would be beneficial if this could be used as a temporary car park. The Clerk will look into this.
Access for the Hopkin Homes development in Church Street is proving difficult as parking on the road is becoming dangerous particularly if Emergency vehicles were needed. A second exit through Street Farm Road has been turned down by the Authorities as they deemed it not necessary. Also despite investigation no-one seems to know who actually owns some of the land anyway. Vision to the right at the end of Street Farm Road is difficult and the installation of traffic lights has been discussed.
A resident in Church Street has made a number of complaints regarding her home as the constant traffic has caused her house to vibrate.. She reported that lorries are continually loading and unloading goods outside the allocated hours which is in breach of the planning conditions. The Clerk will investigate.

Parking in Saxmundham is causing a number of problems but unfortunately Market Towns built years ago did not envisage such an increase in vehicle usage.


REPORT FROM THE LOCAL POLICE: PC Kevin Stollery advised that 21 crimes were recorded in March, criminal damage to a vehicle whilst parked on a private driveway, burglary, theft from 3 shops and 2 properties, 6 common assaults, GBH, 4 assaults, a minor wound, violence to secure entry and a hoax call to the emergency services.


REPORT FROM THE COUNTY COUNCILLOR: Cllr Michael Gower had given his apologies and had informed the Council that he was chasing Highways regarding the yellow lines outside the Primary School


REPORT FROM THE DISTRICT COUNCILLORS: Neither of the District Councillors gave a report.


AGENDA


4657. TO RECEIVE DECLARATIONS OF INTEREST:
To Receive Amendments to the Register – None declared
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 who manages the Fromus Centre.
To Consider Full/Partial Dispensations for Pecuniary Interests declared n/a


4658. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: County Cllr Michael Gower had sent his apologies.


4659. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 9 MARCH 2015 TOWN
COUNCIL MEETING previously circulated: One amendment to page 5 regarding voting on planning application DC/15/0327/VOC – unanimously agreed as correct. Motion carried.


4660. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING: previously circulated
Action By Status
Action: Public Forum: Town Clerk - Spring clean has taken place and quotation approved for repair of the Teen shelter
4646 Town Clerk Clerk has requested drainage of Memorial Field to be carried out.


4661 TO CONSIDER CORRESPONDENCE RECEIVED:


A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
808 email Bob Clench – clarification of parking
809 Suffolk Coast & Heaths AONB Volunteer programme
810 East Suffolk – Guide to energy efficiency
811 email Chris Burslem – Request for Market Hall Trust Deed – FIA – The Clerk and her Assistant have spent a number of hours attempting to locate relevant documents and will continue to do so and will respond within the 20 days.
812 Adnams Charity Report & Accounts
813 Email Suffolk Police Community Safety unit
· Page 3 of 6 Town Council Minutes 13 April 2015


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
274 Invitation from The Friends of Leiston Airfield & The 357th Fighter Group to Annual Service of Remembrance & Thanksgiving 24th May at 2.14pm at Mustang Memorial Theberton – Cllr Howe to attend.


C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C483 Email Daniel Wareing ncsgrp
Organic waste compositional analysis Spring 2015 Circulation
C484 Email SALC East Suffolk Coast & Heaths AONB report, Circulation
C485 Email Patsy DobsonDC15/0354/VOC  Rendham Road development
This is a retrospective plan. The footway towards the Memorial Field has stopped short of the field (where shown on the original plan)at the hedge as the developer wanted to encourage people to use the crossing provided. However Cllr Fisher proposed that we request that the white picket fence be set back to leave a grass verge via which people could continue to use the safer pedestrian route across the Field by ducking under the post and rail fence until proper facilities are provided, seconded by Cllr Willett. Unanimously agreed. Motion carried.
C486 Sizewell C Project Update Sizewell Circulation
C487 Email Christopher Lucas - Request for cheque for Architects fees for Market Hall
Cllr Fisher proposed that we write a formal letter advising that any work has to be agreed prior to the job being ordered and the original invoice needs to be presented for us to consider before payment. Cllr Tricker advised that although the Town Council have seen the outline plans we have not given our approval for the project to go ahead. He seconded Cllr Fisher’s proposal. Unanimously agreed. Motion carried.
C488 SALC Suffolk Police & Crime Commissioner invites your views on policing in the County
Suffolk Coastal Kings George’s community Centre Leiston Tuesday May 19th. Clerk requested Councillors to inform her if they are able to attend.
C489 Email Bernie Clements
Complaint about problems in Church Street
The Clerk will write to Mrs Clements on Tuesday 14th to request the timings of delivery lorries to be put in writing to Suffolk Coastal District Council, Planning department and to copy her in to enable her, the Clerk, to chase this up if necessary.


4662. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
The Clerk advised that the Teen Shelter will be repaired next Thursday, 23rd April.
The Clerk thanked all the Councillors who were standing down for their previous support.
The Chairman thanked all the Councillors for their support over the past year.


4663. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS
RECOMMENDATIONS:

To consider approval of the monthly Finance report to the end of March 2015 – Cllr Fisher proposed we approve, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.
To discuss the renewal of the offer of the loan and Secretary of State’s permission – To be discussed ‘en camera’ at the end of the meeting.
To consider the following requests for a donation;
Saxmundham Primary School – plants for 20 baskets and 20 pots – Cllr Plant proposed we donate £300.00 , seconded by Cllr Fisher. Unanimously agreed. Motion carried.
Saxmundham Welfare Charity – Cllr Sir Peter declared a personal interest, Cllr Willett declared a non-pecuniary interest. Cllr Plant proposed we donate £250.00, seconded Cllr Ms Trotter-Langlois. Motion carried on majority as Cllrs Batho and Willett did not vote.
Despite the three Charities listed below being all worthy causes the Town Council normally donates to local charities and it was unanimously agreed not to donate on this occasion. Motion carried.:-
Disability Advice Service
The Sunrise Appeal , The Ipswich Hospital Charity
Cruse Bereavement Care Suffolk Area


4664. TO CONSIDER PURCHASING A FIDO BIN IN NORTH ENTRANCE NEAR BANK COTTAGES:
Cllr Plant advised that the Finance Committee recommended provision of a red bin, seconded by Cllr Mrs Jardine. Unanimously agreed. Motion carried.


4665. TO APPROVE THE MAINTENANCE OF CHANTRY ROAD AND SEAMAN AVENUE PLAY AREAS AND THE MEMORIAL FIELD: Cllr Plant proposed that the Clerk proceeds with this Contract for £624.00 per annum from April to September and October to March for Seaman Avenue and request that Chantry Road also have similar maintenance. Seconded by Cllr Willet. Unanimously agreed. Motion carried.


4666. TO APPROVE THE STATEMENT OF ACCOUNTS FOR THE YEAR 2014 – 2015 TOGETHER WITH THE ANNUAL GOVERNANCE STATEMENT 2014-2015 (papers attached)
Cllr Fisher proposed these as correct, seconded by Cllr Plant. Unanimously agreed. Motion carried.


A short break ensued – Cllr Ms Trotter-Langlois left the meeting at 8.54pm due to family commitments.


4667. TO DISCUSS THE IMPLEMENTATION OF REGULAR LITTER PICKS: Cllr Howe proposed we had quarterly community Picks, seconded by Cllr Willett. Unanimously agreed. Motion carried

4668. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:


DC/15/0951/ Mr R Hollington c/o Brooks
Land & Buildings to rear of 28 and 30 High Street, Saxmundham
Conversion and extension of garage to a one bed studio flat.
The Town Council objected to this for two reasons. Firstly there are only six parking spaces and secondly the vehicular access is unsuitable and increasing in numbers. This site is also on a flood plain.

DC/15/0773/ Mr & Mrs Skinner
Hurts Hall, South Entrance, Saxmundham
Demolition of existing garage & replacement with new and screen wall. Tennis court pavilion and fence, no lighting. Creation of formal garden & associated works. Infill covered area ground floor north elevation.
The Town Council fully supported this application.

DC/15/0828/ Mrs Sarah Mrs SarahrHunter
20 Albion Street, Saxmundham
First storey extension over existing kitchen and bathroom to mirror next door creating a larger bedroom. Also lean-to extension to ground floor creating a larger kitchen/diner.
The Town Council supported this.

DC/15/0267/ Mr C White
27 High Street, Saxmundham
New details with regard to change of use
The Town Council had no objections


4669. TO RECEIVE AN UPDATE ON THE ARRANGEMENTS FOR ST. GEORGE’S DAY:
Cllr Mrs Jardine advised the following:-
Cllrs Mrs Jardine and Miss Hailey will be going round the town on Tuesday with posters plus the Odd Object Competition.
The banners will be ordered by the Clerk tomorrow. Waitrose have kindly agreed to have a banner around their railings.
10 shops will be participating in the Best Dressed Window Competition. The working party will decide which window will win this.
Cllr Howe and Mr Burville will be putting out the flags and Cllr Willett will be sorting out the flag poles.
Town Crier will be reminded that he will be needed on the morning of April 25th.
Cllr Mrs Jardine thought that there should be a review of the event afterwards as there is no point in repeating the same every year if it is not viable.


4670. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Tricker advised that SADCIC will be holding two events in the Fromus Centre, 28th April 10am-3pm Saxmundham Health Wellbeing Fayre and on the 4th May from 2.30pm to 3.30pm there will be a pantomime, Dick Whittington and his Cat.

Cllr Willett attended the Saxmundham Welfare Charities meeting where they reviewed the Christmas lunch which will take place again this year. He confirmed that he is happy to continue to be a representative on this Charity if necessary although he is standing down as a Councillor.
Cllr Miss Hailey gave a report on the Three Communities Cycling Project meeting who have received £1400 from SCDC Enabling budget. There has been no income received from the Impact Audit training as yet nor from the EU Leader Project so far.
Cllr Mrs Andrews has attended a couple of meetings of ESTA who are concentrating on a wish list for the new franchise 2016. She too is stepping down as both Town and District Councillor and it will be the responsibility of the District Council to appoint the next representative on ESTA.
Cllr Howe advised that BOS received a grant of £2200.00 from the District Council towards Phase 2 of painting the town and any monies remaining will go towards the promotion of our weekly market. Cllr Plant attended a Sizewell meeting but there has been no progress so far.


4671. DATE AND TIME OF NEXT MEETING: 11 May 2015 at 7.15pm


4672.
To exclude the public under the Public Bodies (admission to meetings) Act 1960 on the grounds that publicity would be prejudicial to public interest by reasons of the confidential nature of the following business being transacted:
To consider the response to our offer for the Police Station:


Meeting ended at 9.45pm

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