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Town Council

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 14 April 2014
at 7.15pm


Present: Cllr J. Fisher – Chairman

Cllr Mrs M Andrews

Cllr Sir Peter Batho

Cllr Ms L Hailey

Cllr Mrs L Jardine

Cllr K Howe  attended from 7.36pm – 8.55pm

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


In attendance: Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
Cllr Mr M. Gower Suffolk County Councillor
8 members of the Public
Richard Cornwell, EADT

PUBLIC FORUM:

* The meeting will be recorded on dictaphone.
* A member of the public enquired about a poster/letter that had been circulated regarding the St. George’s event. Cllr Mrs .Andrews advised that volunteers should go through the Town Clerk or Chairman of the Council before putting out publications regarding a Town Council event.
* The Clerk will request that once the Circus has left the Memorial Field this Easter that they remove their fliers that have been placed around the town.
* A sleeper on the footbridge between the Scout Hut and Seaman Avenue Play Area has broken and needs urgent attention.

Action: Clerk to contact Contractor for urgent attention to sleeper


REPORT FROM THE LOCAL POLICE: The police sent their apologies for non-attendance and sent a report which the Clerk read out. 16 crimes reported.
Cllr Plant raised concerns in regards to the lack of prosecution of members of the public that regularly appear to park illegally in Saxmundham High Street. The Clerk will request the statistics for the number of tickets given out.

Action: Clerk to request statistics for tickets issued from the Police

REPORT FROM THE COUNTY COUNCILLOR:

County Cllr M. Gower reported on the Waste Project in Great Blakenham which should process approximately 272,000 tonnes of waste and should be fully operational later on this year. The Waste Project has a 25 year lease and will create 43 jobs. Furthermore, County Cllr M. Gower stated that the waste project should save the council approximately £350million during its 25 year lease. The Waste Project is currently on budget and on time. The heat available from the burning project should be enough to heat tomato greenhouses.

Budget
County Cllr M.Gower raised concerns over the confusion of the highway budget. The budget for small works is now allocated via each County Councillor. His share consisted of £8,000 and he highlighted that the budget had demands of approximately £25,000 from the varying parishes he represents. County Cllr M.Gower offered £4,000 from the budget for the Brook Farm Road yellow lines. He also asked that Saxmundham Town Council consider in six months time or possibly earlier if they could also make a contribution towards the TRO in Brook Farm Road. Cllr.M.Gower apologised for not making this information clearer last time he attended the meeting.

Cllr Sir Peter asked Cllr M.Gower for further updates on the proposed work to be carried out at the traffic lights. He replied that work on the traffic lights has been commissioned and they are awaiting a start date from the contractors.

Cllr Sir Peter and Cllr Mrs .Andrews both raised concerns about the road works that are taking place in Rendham Road and the impact it was having on Saxmundham. A member of the public also raised concerns in regards to the traffic work at Rendham Road and asked County Cllr. M.Gower if he could ensure that the road works do not run over their proposed finish date because of the potential disruption to Saxmundham and its residents, in particular during a busy holiday period such as Easter. The Clerk stated that she had been inundated with complaints concerning traffic.

Cllr Howe arrived at 7.36pm due to a previous meeting.

REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs.Andrews had nothing to report.
Cllr Sir Peter stated that he would like to apologise to the Town Council for denying that Sternfield and Benhall would be included in the new ward. Any Concerns surrounding this would need to be raised by 28th April 2014.
AGENDA

4482. 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 Sir Peter declared an interest in the Saxmundham Welfare Charity as his wife is Chairman of the charity. He also declared an interest in DC133213, DC140189, DC140773 as he is the landowner adjoining these particular plans and the under 15’s Football Club, as President of the Sports Club. Cllr Tricker declared an interest as a volunteer director of SADCIC as managing the Fromus Centre on behalf of SCC. Cllr Trotter-Langlois declared an interest as Chairman of CYDS.
* To Consider Full/Partial Dispensations for Pecuniary Interests – None declared

4483. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Willett gave his apologies for not being able to attend due to family illness.

4484. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 10 MARCH 2014 TOWN COUNCIL MEETING previously circulated: Unanimously agreed and signed as a true record. Motion carried.

4485. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING: To be circulated

Action: 4472 Letter to Highways advising that the Town Council will not be contributing £1000 towards the cost of a Traffic Regulation Order (TRO) in Brook Farm Road - Town Clerk
Email has been sent to Highways


4486. TO CONSIDER CORRESPONDENCE RECEIVED:

A - CORRESPONDENCE TO BE NOTED AND CIRCULATED
730 email Suffolk Police Community Safety Link
731 email Cllr Mrs Andrews – East Suffolk Travellers’ Association
732 Letter Terry Barrow regarding Saxmundham Music Festival – Saturday 19th July 12pm – 10pm
733 email Rural Services Network inviting all to join a Rural Sounding Board
734 email Suffolk Police – Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
735 ESTA Members’ Bulletin
736 email Andrew Dunne – examine latest policy for enhancing innovation in local Government services
737 EMAIL Peter Cogar – East Suffolk Travellers’ Association – Public Transport in East Suffolk

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

247 email Denise Lavender SCDC View & Comment on Suffolk Coastal’s new Air Quality Report – to be circulated.
248 email Suffolk Coastal & Waveney – Cluster Groups to develop a strategy which will shape how they deliver their services to help improve the health, wellbeing & fitness of our communities. Meeting at the end of April. This will be circulated to enable comments.
249 email The Eighth in the East – region wide project regarding the creation of a cycle route which would connect the railway at Saxmundham with Leiston. – Require provisional support for their ideas. The Clerk will liaise with Eighth in the East.

Action: Clerk to contact Eighth in the East

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C423 SCDC
Outdoor Play Space – application for the Adventure Playground for Sax for £1600 (only £1649.05 left)
We support this application

C424 Mr G Cooke - Letter of complaint regarding Church Road/High Street Junction, Saxmundham Response will be sent by Cllr Fisher
C425 SCDC
Localism Act 2011 – Right to Bid – Police Station
Cllr Plant advised that there is six months to ensure we have processed our application to purchase
C426 Email Keri Ryder East Suffolk
Cluster’s Leisure Strategy Focus Group Session
Wednesday 23 April Leiston Community Centre 7-9pm
C427 Email Penny Martin
Rural Coffee Caravan Info Project
AGM 2.15pm Wednesday 21st May at Stowmarket Community Centre
C428 SALC
Various courses & Local Councillor
Clerk urged Councillors to read the Local Councillor magazine, in circulation and attend Councillor courses
C429 Email Suffolk Highways
Brook Farm Rd – Sax Primary School TRO
Letter and plan has been sent to neighbouring residents and the plan has gone for Consultation


4487. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
Cllr Fisher welcomed our new assistant, Imogen Green.
The Clerk informed the Council that the Internal Audit will take place after Easter Monday. Cllr Plant advised that this procedure is transparent and the Town Council will provide more earmarked reserves for projects. The Clerk stated that much money will need to be spent on rejuvenating the Play Areas as our Inspection Report from RoSPA advised of some expensive, essential repairs.

4488. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE AND CONSIDER ITS RECOMMENDATIONS:
To consider surveying the Market Hall – Cllr Mrs Sculley stated that Saxmundham residents requested that the Market Hall renovations need to be done as we are taking on board what the residents requested from the Town Survey. Cllr Tricker was concerned that the Market Hall sits empty and therefore any building/renovation work carried out would not be a good idea financially. Both Cllr Mrs Sculley and Cllr Ms Trotter-Langlois commented that it does not sit empty and had an increasing number of hirers. Cllr Tricker replied that the Market Hall bookings are low and that the Town Council subsidizes the Market Hall by approximately £10,000 annually. He added that drawings are needed but any further expenditure would require a very good commercial reason to donate more money as the building needs to be looked at quite seriously because it is a bit of a white elephant. He continued that the bookings are very low, it does not have a car park and it needs to be modernized. Cllr Plant thought that not to have a survey would be quite foolish and proposed that a survey be carried out. Unanimously agreed. Motion carried


4489. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS RECOMMENDATIONS: Cllr Plant reported.
* To approve monthly Finance Report to the end of March 2014: Unanimously Agreed. Motion Carried

* To consider the following requests for donations:

CYDS – CYDS Project in Leiston which includes a number of young people from Saxmundham being supported by Volunteers from Saxmundham.
Cllr Plant stated that CYDS is a vitally important project and proposes that Saxmundham Town Council donates £1000 to CYDS. Cllr Andrews stated that she was also involved in a Youth Club based in Saxmundham and would also be asking for a similar amount in the near future. Unanimously agreed. Motion carried. (Cllr Ms Trotter-Langlois could not vote).

1st Saxmundham Scout Group

Cllr Plant reported that the Finance Committee thought that as we generously support the Scouts with a peppercorn rent that the Committee felt we would not give a grant at this time but encouraged them to come forward with a specific project for us to fund. .
Cllr Sir Peter enquired as to how many young people attend CYDS and how many people attend the Scouts. Cllr MsTrotter-Langlois answered that approximately 19 young people attend CYDS. A member of the public stated that approximately 65 young people attend the Scouts Group. Cllr MsTrotter-Langlois stated that both of these charities cannot be compared as they deal with different needs for young people – CYDS helps with social needs and welfare. Cllr Plant thought that the charities should not be compared and at this present moment of time as CYDS runs a vital service to those most in need. Cllr Plant proposed that we do not give a grant at this time. Cllr Sculley seconded the proposal. Motion carried on majority.
Cllr Andrews and Cllr Batho abstained.



Under 15 Saxmundham Football Team
Cllr Plant proposed donating £300 towards the kit. He also stated that the football team had offered to help the Town Council with various tasks. Cllr MsTrotter-Langlois seconded it.
Cllr Batho not taking part in vote. Motion carried on majority.

Market Hall towards the cost of a survey £250.00
Cllr Plant stated that Action Sax are donating £250 towards the cost of the survey and we should match fund. Unanimously agreed. Cllr Mrs Sculley did not vote. Motion carried.

Saxmundham Welfare Charities £250.00
Cllr Fisher stated that the Christmas meal was a very successful event and last year the Town Council donated the cost of the hall to the event. Cllr Plant proposed to donate the money requested, seconded by Cllr Fisher. Cllr Batho did not vote..Motion carried on majority.

To consider reviewing the Financial Standing Orders
Chairman reported that he will have to take a closer look at the financial standing orders. Deferred to the next Finance Meeting.

To agree a three year contract for our Insurance
Cllr Plant proposed going ahead with the three year contract for insurance.
Unanimously agreed. Motion carried

To consider the Play Area Inspection Reports from RoSPA
Cllr Plant proposed that the Town Council accept the RoSPA report and get the repairs done. Cllr Tricker queried about sourcing other quotes from different companies. Cllr Ms Trotter-Langlois reported that it was difficult to get the varying quotes completed. The Clerk stated the Town Council has to act on the RoSPA report. Cllr Plant stated that nil returns count as tenders. Unanimously agreed. Motion carried.

Action: Clerk to organise repairs

4490. TO APPROVE THE STATEMENT OF ACCOUNTS FOR THE YEAR 2013 – 2014 TOGETHER WITH THE ANNUAL GOVERNANCE STATEMENT 2013-2014 (papers attached)
Cllr Plant recommended that we accept the above accounts.
Unanimously agreed. Motion Carried.

Cllr Sir Peter commented that he had noticed a change in the way the council precept was organised and that part of the council tax had been put down as grants. The Clerk stated that this was the legally correct way to do it. Cllr Sir Peter replied that in previous years the government had done it differently.
The Chairman reported that SALC had sent the Town Council a reminder on how to process the council tax correctly. Cllr Sir Peter is concerned that individuals may not understand the full position in regards to the calculation of council tax. Cllr Sir Peter further mentioned that the new way the council tax is calculated is forced upon the Town Council and is misleading and does not show the true figures. The Chairman took note of his concerns.

County Cllr M Gower left at 8.22pm.

4491. TO RECEIVE A REPORT FROM THE PERSONNEL COMMITTEE AND CONSIDER
ITS RECOMMENDATIONS:

* To adopt an email Protocol Policy

Cllr Plant proposed to the Town Council to adopt the email protocol. Cllr Plant was concerned that emails could potentially be scrutinised in the future by an individual with a freedom of information request. Cllr Plant requested that all emails to go through the Clerk and/or the Chairman. Unanimously agreed. Motion carried.


* To agree the revised contract for the Caretaker/Cleaner
Cllr Plant proposed that the Town Council increases the contract by two hours. He also stated that is important to satisfy the employee where possible, Unanimously agreed. Motion carried.

4492. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATION:

C13 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)
Supported
DC/14/0970/FUL Mr & Mrs Jones and Anderson
63 Heron Road, Saxmundham
Small porch to front of property
Fully supported
DC/14/0833/COU Mr Khalide Al Bayati
Bus Depot, High Street, Saxmundham
Change of use from bus depot to hand car wash & valeting centre
Cllr Miss Hailey raised concerns over access issues and where water used at the car wash would be deposited. Cllr Jardine raised a concern for buses that stop near the access point for the car wash. Cllr Trotter-Langlois advised that the Town Council should contact the Highways Agency to point out the concerns.

Cllr Andrews abstained. Supported with above notices of concern.


To note Planning Decisions received
DC/14/0169/DRC 48 St. Johns Road, Saxmundham – demolish existing dwelling. Sub-divide plot to create two residential curtilages including erection of two new dwellings together with associated accesses, carport, detached garage and shed. SCDC approval of details reserved by condition
DC/13/3263/ARM Land between Rendham Road and A12 Rendham Road, Saxmundham – SCDC approval of reserved matters.
DC/14/0273 FUL The Gables, 13 Fairfield Road, Saxmundham – widening of existing vehicular access across public pavement to drive. SCDC planning permission
DC/14/0189/DRC Land adjacent 31 Rendham Road, Saxmundham – details as required by conditions 4,5,7,8 & 9 of planning permission C12/2418 – SCDC approval of details reserved by condition
DC/13/2341/ 40 LBC 7a Market Place, Saxmundham – internal and external works to facilitate conversion of one flat to 2 flats, including creating new window opening within the east elevation. SCDC granted Listed Building Consent & Planning permission granted
DC/14/0225/FUL 43 High Street, Saxmundham, Suffolk – Change of use of Office (A2) to Fish & Chip Shop (A5) – SCDC planning permission
DC/14/0773/VOC – Land between Rendham Road & A12 Rendham Road, Saxmundham – application to vary Condition 13 of planning consent C 11/2864 to read The Highway works as shown on drawing no 17856/001/F will be completed before the occupation of the 10th unit.

4493. TO CONSIDER THE TIMING OF COMMITTEE MEETINGS:
Cllr Sir Peter stated concern for the committee meetings being held during the afternoon instead
of the evening. He highlighted that some potential councillors in the future will not be able to attend
meetings in the afternoon due to employment restrictions and voiced the same concern for members of
the general public that wished to attend said committee meetings. Cllr Tricker assumed that the
committee meetings will revert back to being held the evening. Cllr Ms Trotter-Langlois stated that she
finds meetings easier in the afternoon due to being able to arrange work commitments and childcare
around these meetings. The Clerk stated that she had not received any complaints from the
Councillors regarding the timings of meetings. Cllr Tricker stated that meetings should not be done
back to back and should last longer than thirty minutes at which point Cllr Ms Trotter-Langlois
disagreed. The Clerk advised that timing of the meetings are related to what needs to be discussed.
Cllr Sir Peter proposed to have meetings after 6.30pm. Two in favour. Three against. The remainder of
the Councillors abstained. The Committees will continue to meet in the afternoon.
Cllr Sir Peter stated he will not attend any meetings held in the afternoon. Cllr Tricker suggested to the
Town Council that the next communication meeting is in the evening.

4494. TO CONSIDER THE RECOMMENDATIONS OF THE LOCAL GOVERNMENT BOUNDARY COMMISSION FOR ENGLAND REGARDING THE WARDING OF SUFFOLK COASTAL: Cllr Fisher proposed that we supporting the above statement. Two abstained. Remainder in favour. Motion carried.

4495. TO CONSIDER ESTA’S PROPOSAL FOR A SAXMUNDHAM INTERCHANGE HUB:
Cllr Fisher proposed that we support ESTA’s proposal to make a transport hub at Saxmundham and improve bus / train connections and bus services from Saxmundham to Framlingham
All agreed. Motion carried.


4496. TO CONSIDER ANY FURTHER COMMEMORATIONS FOR WW1:
Cllr Fisher stated that this is further to what Saxmundham Museum are already doing. Cllr Mrs Andrews stated that this could be put on the back burner for consideration nearer to 2018.
All agreed.

4497. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Plant reported that he had attended a meeting concerning Sizewell C and EDF. He added that there is not much to report back to the Town Council until the EU have done their report.

Cllr Mrs Andrews stated that the bus group will be meeting again in the next week or two and will hope to have more news to report back to the Town Council.

Cllr Mrs Jardine reported that they still have not received a reply from Greater Anglia regarding Saxmundham Train Station.

Cllr Tricker stated that the space allocated for the Police has gone from the Fromus Centre. He also stated that the Brook Farm Residents Association is going ahead with the music festival on Saturday 19th July. Although the Carnival has been cancelled SADCIC will be sponsoring an early afternoon of entertainment, inside and outside, at the Fromus Centre, as part of the Sax Music Festival. The Brook Farm Residents Association have now received their funding to go ahead with their music event, on the Memorial Field, later on the same day.

Annual Town Meeting 28th April - Cllr Trotter stated that SAVVY are going to provide a circulated report when she holds her stall. She also recommended that other people having a stall should also provide a report to be given out on the evening.

Meeting ended at 9.40pm.




SIGNED _________________________________




DATED _________________________________



 
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