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

Present:
Cllr. J. Fisher, Chairman
Cllr. Mrs. M. Andrews
Cllr. Sir P Batho
Cllr. Mrs. R. Damiral-White
Cllr. G. E. Cooke
Cllr. K. Howe
Cllr. B. Jones, Vice Chairman
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
PCSO Thora Taylor


8 members of the public




A PUBLIC FORUM did not take place as there were no subjects raised.

REPORT FROM THE LOCAL POLICE: The Police report had been received (enclosed) PCSO Thora Taylor advised as follows:
* 6 offences this month consisting of 4 criminal, 1 theft and 1 possible Class 'A' drug.
* The Sports Club had advised PCSO Taylor that the site next to the Adventure Playground is still available as an option for the Skate Park
* The window that had been broken in Barclays Bank was not a deliberate act of vandalism but a result of a domestic upset
* 50 car badges have been taken off cars in Saxmundham and Leiston
* Shoplifting of CD's at Somerfield has been prevalent
* Speeding at South Entrance is causing numerous problems and the Police are targeting a number of areas


REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton had sent his apologies due to his attendance at two other meetings. He had sent a copy letter to the Town Council regarding the problem of speeding in South Entrance. Cllr Leighton will be taking this issue up with the Portfolio Holder for Transport, Cllr Guy McGregor. A number of South Entrance residents were present to confirm the severe problem regarding the high levels of speeding and noise pollution.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Sir Peter did not have anything to report on.
Cllr Mrs Andrews advised the following:-
* She had attended the Development Control meeting at Suffolk Coastal for discussion of the proposal from Capital Associates on the Rendham Road site - this application was turned down. At this same meeting an application for 140 houses to be built in Framlingham was proposed, similar to the current one we have near the River Fromus by Hopkins Homes. Apparently the developers seem to have been encouraged to reduce the number of affordable housing and replace them with a large donation to the Town Council to enable them to build a Community Centre. Cllr Andrews vehemently opposed this deplorable action to forego some affordable housing for a cash payment.



AGENDA

3379. 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. Cllr Sir Peter declared an interest in South Entrance and Cllr Fisher declared an interest in the application for a donation from Go with the Flow Bus.

3380. APOLOGIES FOR ABSENCE: All present

3381. MATTERS TO BE RAISED UNDER AGENDA ITEM 16: None

3382. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 8th DECEMBER 2008 MEETING previously circulated: Unanimously approved and signed. Motion carried.

3383. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:

3365 Cllr Warren enquired whether anyone had come forward for the three vacancies on the Directorship of Saxmundham & District Community Interest Company. Someone from BOS had offered and will attend after the next meeting.
The Schools Reorganisation - The Leiston Head is of the opinion that Saxmundham Middle School should be closed as soon as possible with no High School provision in Saxmundham. Cllr Jones confirmed they are looking into the possibility of a Grant funded school to replace the Local Education Authority School. Clare in Suffolk have failed in their attempt to do this although they have different circumstances to us.

3384. TO CONSIDER CORRESPONDENCE RECEIVED:

A - CORRESPONDENCE TO BE NOTED AND CIRCULATED:


270 The Town Telegraph
271 Artek - Christmas decorations brochure
272 M Calver complaint about dog excreta
273 Mrs K Thompson complaint about dog excreta
274 Saxmundham & Framlingham SNT Tasking meeting minutes
275 Newspaper extract regarding raising Precepts
276 email - David Inman - making the most of the Rural Services network
277 Suffolk Coastal - results of the Town & Parish Survey of the Local Government Reorganisation process
278 British Energy - Sizewell Nuclear New Building Newsletter December 08
279 Councillor Briefing London 2012 Olympic & Paralympic Games opportunities Monday 9th February 09 5pm-6.30pm Stowmarket
280 Suffolk Police - Public asked to put forward the name of an 'Outstanding' Officer
281 Suffolk Coastal - News Release Boundary Committee
282 SCC Unitary councils in Suffolk: independent report on affordability
283 Suffolk View
284 SCDC agenda & minutes
285 SCC email Life of a Lorry Driver Event at Endeavour House, 19 February 10.00-14.00
286 Bloomfields Amusements coming to Saxmundham 1st September 2009 on the Memorial Field
287 SCC Outdoor Seating


B - CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

59 Liz Calder - complaint regarding the high levels of speeding & noise pollution in South Entrance. It was asked that Saxmundham Town Council request another speed monitoring exercise similar to the one carried out in 2005. The Town Council were asked to formally write to the Police urging them to carry out enforcements. Clerk to write letter. A working party was formed to make recommendations to the Town Council regarding speeding in Saxmundham - Cllrs Cooke, Peall, Moye, Warren and Willett volunteered.
60 Suffolk Coastal Business Forum - invitation to breakfast meeting at Felixstowe Port on Wednesday February 4th 09 at 7.45am. Cllrs Fisher and Willett to attend.
61 SCC Access Suffolk - Linking Communities to Nature response by 19th January if interested.
62 Mr J Burvill & Mrs S Woodford would like to donate two iron fittings to go onto the War Memorial in Fromus Square - free standing and can be removed for easy cleaning (photograph attached). Clerk to send letter of thanks for this kind gift.
63 Communities & Local Government - Communities in control - A consultation - comments, if desired, needed by Thursday 12 March.
64 SCC Framlingham/Leiston Cluster- Go with the Flow Youth Bus Project visiting Saxmundham weekly - need a donation towards £5500.00 for a generator. Cllr Fisher left the room having declared an interest. Cllr Miss Trotter-Langlois proposed we make a donation, seconded by Cllr Miss Peall. 5 votes for and 6 against, two abstentions. Motion not carried. After much discussion Cllr Jones counter proposed the Clerk write to confirm that whilst we support their project we are not in a position to make a donation until our finances are confirmed at the end of this financial year. Cllr Willett seconded. Agreement by majority. Motion carried.


C - OTHER CORRESPONDENCE RECEIVED TO DATE:

C100 SALC The Local Councillor Circulation
C101 SALC List of courses Circulation
C102 SALC Codes of Conduct Consultation Circulation
C103 Defra Booklet Circulation
C104 ESTA Members' Bulletin Circulation
C105 Rae Leighton Copy letter to residents of South Entrance regarding speeding traffic Previously dealt with
C106 Safer Neighbourhoods Safer Neighbourhoods Agenda & minutes - Circulation
C107 Suffolk Coastal Suffolk Hedgerow Survey Newsletter - Circulation
C108 Base Newsletter - Circulation
C109 SCDC Seminar Down your Lane, up your Street, Halesworth
Unanimously agreed for Cllr Peall to attend and the Town Council pay the £10.00. Cllr Andrews has already paid for herself.


3385. CHAIRMAN'S ANNOUNCEMENTS: None

3386. FINANCE REPORT:
* To approve the monthly finance report to end of December 2008 - deferred until the bank statements are available for reconciliation.
*
The Clerk addressed the Councillors regarding the Precept as follows:

"As your RFO I feel it is my duty to advise you that some are predicting the economic downturn will span a number of years and in light of the potential bankruptcy of one Town Council which failed to precept adequately and retain adequate reserves I put forward the following:

With the uncertainty of the Local Government Review regarding our District & County Councils, Saxmundham, as a quality Town Council, should be building up our reserves to seize every opportunity of anything that might come our way, e.g. land, allotments etc. in the foreseeable future.

* It is worth noting that low and no income households receive council tax benefit.
* Are we sufficiently robust that there is no risk from lack of forward planning, lack of risk management (including an absence of training) and lack of reserves?
* Does our Precept support vulnerable groups and valuable organisations?
* Are our general & earmarked reserves sufficient?
* Our Risk Assessment has not been completed yet and we are already needing to budget far more for the safety of our play areas e.g. £2,500 per annum.
* An example of emergency maintenance is the kitchen water heater is unserviceable and needs replacing.

As a matter of interest our close Town Councils in the area, with a similar number in the Electoral Roll, have the following Precepts for the coming year.

Aldeburgh - £165,000, Leiston £182,305 and Framlingham £99,979. Saxmundham for 2008 - 2009 had £46,850. "

A short break ensued.

3387. TO CONFIRM THE 2009/2010 PROPOSED BUDGET:

Every item of expenditure was individually voted on and the result of £59,750 for the Precept was agreed with
11 votes for and 3 against. (Cllrs Batho, Cooke and Warren) Motion carried on majority.

Due to lack of time the following items were not debated.

TO CONSIDER THE RESULTS OF SADCIC SURVEY REPORT (previously circulated):

TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
* To consider a response to the SCDC Consultation for Local Development Framework

TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE:
* To agree application for Play Space funding

TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:

TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:

TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:

OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item
3:

DATE OF NEXT MEETING: Monday 9th February 2009 at 7.15pm

The meeting closed at 11.00pm













* Page 4 of 4 Town Council Minutes 13th January 2009