MINUTES OF A MEETING OF SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 14th APRIL 2008 IN THE MARKET HALL AT 7:15pm

Present:

Cllr. J. Fisher, Chairman
Cllr. Mrs. M. Andrews
Cllr. Sir P. Batho
Cllr. Ms. V. Burdett
Cllr. Mrs. R. Damiral-White
Cllr. K. Howe
Cllr. B. Jones
Cllr. Ms B. Peall
Cllr. Mrs D Sculley
Cllr. Ms C. Trotter-Langlois
Cllr. Col. R.E. Warren


In attendance:

Mrs M. Gallop Clerk to the Council

County Councillor Rae Leighton
5 members of the public

A PUBLIC FORUM

* An enquiry regarding whether the Craft Fayre would take place this year. Clerk to confirm details.

Mr Guy Richardson Safety Officer Suffolk Coastal District Council addressed the Council regarding the Alcohol Designation Orders for Saxmundham

Mr Richardson advised the facts about the finalisation of the proposed Alcohol Designation Orders for Saxmundham. The Councillors requested inclusion of the footpaths 12 and part of 13 from Mill Road to Seaman Avenue and also part of footpath 15 from footpath 12 to the back of the Middle School. All agreed. Motion carried

REPORT FROM THE LOCAL POLICE: PCSO Taylor had sent her apologies

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton reported:
Schools Organisation Review is progressing and the question of siting the High School at Leiston or at the Middle School site in Saxmundham is under discussion. Saxmundham is more central for the pyramid but the Middle School site will be used for some form of educational facility, either another Primary School, the re-siting of the High School or even a split High School.
Work on the A12 from Martlesham to Lowestoft is being undertaken with different signage and resurfacing to promote accident reduction. There is very little signage for some of the villages and new green signs will be erected.
Cllr Leighton was thanked for his report. Cllr Howe thanked Cllr Leighton for his proposed donation in May from his Locality Budget towards a project being organised by Saxmundham in Bloom in Fromus Square.

REPORT FROM THE DISTRICT COUNCILLORS: Sir Peter Batho reported that the Boundary Committee are considering creating one or more new unitary authorities in the county. Ipswich was turned down last year by Central Government and SCDC are against Ipswich including Martlesham & Kesgrave in their area. SCDC are against Yartoft as they consider Waveney and Lowestoft go better with themselves. Sir Peter explained that every 15 to 20 years the Government seems to want a shake up of Local Authorities resulting in demoralisation of staff. Apparently the 'status quo' is not an option but this opinion has been heard before!
Cllr Andrews advised that the Coopers Dip are appealing against their licensing decision and she will be attending a hearing at Lowestoft Magistrates Court on the 2nd May appearing for the residents against the pub.

AGENDA

3238. 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.

3239. APOLOGIES FOR ABSENCE: Cllr Cooke, holiday, Cllr M Palman, family illness, Cllr Moye, meeting, and PCSO Thora Taylor

3240. MATTERS TO BE RAISED UNDER AGENDA ITEM:
3241.1 Fence at Chantry Park - Cllr Trotter-Langlois
3241.2 Alleyway behind Mill Rise - Cllr Trotter-Langlois
3241.3 Debris in the Gull Stream - Cllr Howe
3241.4 Stakeholders Group - Cllr Warren

3241. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 10th MARCH 2008 MEETING previously circulated: Page 1 add Coastal to Suffolk at the end of the District Councillors report.
3232 Page 4 add ' to consider' after it was agreed ......the Precept.
Unanimously agreed and signed. Motion carried.

3242. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
3210 No written reply as yet from SCDC regarding who is allowed to speak at Development Control meetings
3215 The mole hills on the Memorial Field were partly dealt with. This task was not completed due to the theft of thirty mole traps immediately after them being set. The Contractor advised he did not wish to continue with this task. Clerk to contact Suffolk Coastal Services again.
3226 B18 - Zebra Crossing Rendham Road, Saxmundham - the road markings have been refreshed and a letter has been sent to the Headmaster of the Middle School requesting him to raise awareness of not adhering to the highway code when motorists are doing the school run.
3226 Youth Council - Cllr Moye has produced a draft leaflet and will distribute it to the schools
3227 Page 3 B26 Fromus Square - Simon Burridge, Senior Solicitor SCDC had emailed the Clerk but no progress has been made. It was proposed that the Clerk to write to Hilary Slater expressing the Council's discontent over this situation. All agreed. Motion carried.
3230 No reply as yet regarding the possibility of erecting a bus shelter on the west side of the High Street.
3223.1 No reply as yet regarding the empty shop

3243. TO CONSIDER CORRESPONDENCE RECEIVED:

A - CORRESPONDENCE TO BE NOTED AND CIRCULATED:

153 SCC Revised & new services operating in our area
154 Suffolk Waste Partnership - Annual Report
155 SALC The Local Councillor
156 SALC Various courses
157 Suffolk Neighbourhood Watch Association newsletter
158 Kelsale cum Carlton Parish Council - proposed alcohol designation orders
159 SCDC Parish Bulletin Spring 2008
160 X-act Security introducing CCTV systems for small towns and parishes
161 SCDC Agenda and minutes of meetings
162 Town and Parish Standards Board notice March 2008
163 email - Mike Topliss regarding his presentation on Emergency Planning
164 e-on Notification of electricity price increases
165 Suffolk Preservation Society regarding the Boundary Committee
166 Boundary Committee information
167 Suffolk NHS Formal consultation on head & neck cancer services for Residents of Suffolk PCT
168 NALC Employment Briefing - Pay Claim for Clerks from 1st April 2008

B - CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

29 SCDC National Air Traffic Srvs Consultation - replies by 15th May 2008. Views to be circulated.
30 SCDC email Town & Parish Liaison meeting 28th April Riverside Centre - District Councillors will be attending. This meeting clashes with the Stakeholders meeting to be held in our Market Hall.
31 SCC A12 Accident Reduction Route Treatment proposals - Cllr Fisher to take comments regarding signage to SCC
32 CYDS AGM & Exhibition Leiston 17th April at 7.30pm - Cllrs Trotter-Langlois and Warren attending
33 SCDC Parish Bulletin - Changing the shape of Suffolk? Views to be made to the Boundary Committee

C - OTHER CORRESPONDENCE RECEIVED TO DATE:
C050 SCDC Town & Parish Liaison meeting Agenda for meeting on Monday 28th April Written copy of B30
C051 ESTA Members Bulletin Circulation
C052 Email SCDC Grants of up to £400,000 available for East of England Circulation
C053 Email SCDC Enterprising Britain 2008 Circulation
C054 Greenacre Tree Care Services Introducing their company Circulation
C055 East of England Vision for the Countryside seminar 8th May 2008 Circulation

3244. CHAIRMAN'S ANNOUNCEMENTS: None

3245. FINANCE REPORT:
* To approve the monthly finance report to end of March 2008 (as attached) Unanimously agreed. Motion carried
* To advise the appointment of new external auditors by the Audit Commission, namely BDO Stoy Hayward LLP
* To approve the Statement of Accounts for the year 2007-2008. The Clerk advised that the Internal Auditor will be auditing the books on Wednesday 30th April and requested Councillors inform her of any queries they may wish to be considered. All agreed.

3246. TO CONSIDER USAGE OF THE MEMORIAL FIELD FOR BLOOMFIELDS AMUSEMENTS FOR FAMILY FUN FAIR TO BE OPEN TO THE PUBLIC IN JULY: This was unanimously agreed but the Clerk will request a fee. Motion carried

3247. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
To discuss the following application:

C08 0656
Ed Palmieri
17-19 High Street, Saxmundham
Minor internal alterations & change of use of shop unit/bedsit to form three self contained flats with shared access and separate shop/office unit accessed from High Street
The Councillors supported this application. Motion carried

* To decide who wishes to attend a Planning Course - £30 per delegate. Clerk to investigate the content of the course and the availability of holding it in the evening at Saxmundham.
* Any further applications: Meeting for these applications will be arranged later.


C08 0717
Mr Kennedy & Ms Smith
35 Tennyson Road, Saxmundham
Erection of rear conservatory extension
C08 0713
Toby Clayton & Dominic Garrett
37 High Street, Saxmundham
Change of use from Building Society to fish & chip shop

3248. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: There had been a short meeting with minimal Councillors being able to attend. Report circulated

3249. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: A meeting of the Committee needs to be arranged after the AGM on the 12th May 2008. The SABRE award will be presented at the AGM and it was decided that Cllrs Andrews, Damiral-White and Moye would call a meeting in the Webster Room to decide to whom the award should be given. The time of this meeting will be notified to all Councillors so that they may attend and input if they wish. It was unanimously agreed that no member of the Town Council should be nominated whilst they held office.

3250. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Andrews reported that the deadline for the July edition will be the 2nd June. It was unanimously agreed to set up an account with Archants for advertising.
Some parts of the website need updating and this will be done when realistically possible.

3251. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Andrews did not attend the last BOS meeting due to her being on holiday. Apparently BOS were not happy with an article that appeared in the East Anglian Daily Times regarding empty shops in Saxmundham. Janice Feller of Cards and Celebrations wrote a counter letter to the East Anglian that was published last Saturday. As a result of this the reporter was due to meet members of BOS today, 14th April and hopefully a further more positive article about the Town would be written.
Cllr Fisher visited the Parham Composting Plant with Greenprint Forum .
Cllr Warren read out a Stakeholders spam email advising Councillors to be on their guard. A file for Stakeholders Group meetings will be made available in the Webster Room for Councillors to peruse.
Cllr Warren advised that the date for the AGM of Saxmundham and District Community Interest Company will be notified
Cllr Warren advised that the Clerk wrote, on behalf of the Community Interest Partnership, to Hilary Hanslip the principal Planning Officer regarding the local Development Framework Consultation
Cllr Howe attending an ESTA meeting on the 26th March. He advised that the waiting room at the station had been set fire to on the 22nd March. Interviews for the vacant position of ticket seller had taken place and sales were intended to start on the 1st April from Monday to Friday 6am to 11am. The bus route from Saxmundham to Snape has been cancelled resulting in a long diversion via Leiston.
Cllr Howe advised Cllr Peall is assisting Saxmundham in Bloom committee. Paul Bush is going to check all the safety chains for the hanging baskets. There will be a stall for fund raising on St. Georges Day, a further stall at BFRA fun day on the 19th July and there will be further wine tasting on the 26th September. County Cllr Rae Leighton will be donating £700 from his Locality Budget towards the new drought garden at Fromus Square. 155 hanging baskets plus 12 more for the station have been ordered for this years display.

3252. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item 3:
3241.1 Fence at Chantry Park - Cllr Trotter-Langlois advised the fence is dangerous to the children because
of its deteriorating condition and the gate was very difficult to open. This will be looked into as soon as possible.
3241.2 Alleyway behind Mill Rise leading to Park Avenue - Cllr Trotter-Langlois advised that this is in poor
condition and needs resurfacing.
3241.3 Debris in the Gull Stream - Cllr Howe reported that this remained blocked.
3241.4 Stakeholders Group spam email - Cllr Warren - Discussed earlier

3253. DATE OF NEXT MEETING: Monday 12th May 2008 AGM followed by Town Council meeting

Signed................................................. Dated..........................................
* Page 4 of 4 Town Council Minutes 14th April 2008