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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 09 JULY 2012
IN THE MARKET HALL AT 7:15pm


Present:
Cllr. Mrs M Andrews
Cllr. Sir. P Batho Chairman
Cllr J.Cassels
Cllr Mrs R Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. Mrs Sculley
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Cllr. D. Willett





In attendance:

Mrs M. Gallop, Clerk to the Council
PCSO Jamie Newson
10 members of the public






PUBLIC FORUM:

* A nominated resident from Saxon Road advised that last Tuesday the paramedics were called to an ill man but the ambulance could not get through due to both double and thoughtless parking. The ambulance had to reverse a considerable way and get through to the patient on another route. Apparently weekends the situation is worse due to some people bringing home their work vans and parking them, alongside their own vehicles, in the road. There are no parking restrictions in Saxon Road and the Clerk will contact Highways to investigate whether this would be a feasible option. She will also write to all the residents of Saxon Road explaining the seriousness of double parking and Cllr Howe kindly offered to hand deliver the letters.
* Speeding in South Entrance continues to be a problem particularly on a southerly direction. The majority of people keep within the speed limit but speeding by the few early evening is becoming a problem. The Police have been informed and the erection of a sign will be discussed later in the meeting.
* The dispute regarding lorry deliveries at Tesco continues and the Town Council were thanked for their time in discussing this last month in depth. However a further update was given by a resident regarding more out of hours deliveries. On 12 June at 9.15pm a refrigerated lorry turned up, 19th June a refrigerated lorry parked up for 45 minutes with the fridge box going, 28th June a similar incident with the fridge box running. The noise is unbearable for the residents and the shop manager Joe Faulkner and Assistant Manager of Tesco were confronted. After a long discussion it would appear that they had been informed by their Manager that they could accept deliveries up until 10pm. This is totally in breach of the current times of 8am to 8pm. There is a proposal to change the hours for heavy goods from 7am until 8pm but this is as yet undecided. After a brief respite deliveries have resumed to arriving long after the watershed of 8pm. A robust sound barrier is essential as the quality of life for the residents is unbearable with shouting, noisy trolleys and boy racers going round the car park late at night. The Clerk will write to the Enforcement Officer at SCDC and to Mr Walden, Manager, Tesco and request a meeting.
* Daye Goddard reported on the meeting held in June on Youth Matters and advised that it was a very useful exercise with a number of questionnaires completed and handed in.
* Mr Rob Cawley the newly appointed Headmaster of Saxmundham Free School introduced himself and advised that they had received over 100 applicants wishing to join the school and are very confident that numbers will continue to increase. He encouraged everyone to attend the pre-planning consultation evening on Thursday 19th July at the Middle School from 3.30pm to 7pm.
* The Town Plan steering committee had a conditional offer of £6200 from Awards for All. It is hoped that the questionnaires will be distributed by the end of September/beginning of October and they will be taking up an offer from the White Hart to hold a weekly clinic for a four week period at a set time one day a week. They have concerns as to how to get the young people of Saxmundham to get involved. Daye Goddard advised that appropriate groups need to approach the youth and contact key people who will assist such as the Youth Council who will have a key part to play in this.

REPORT FROM THE LOCAL POLICE: PCSO Jamie Newson reported that there had been 14 crimes recorded in June (circulated). He advised that speed monitoring continues particularly in the Brook Farm Road area and an SDR (Speed Data Recorder) has been requested to be installed to record traffic between the junction of Hubbards Close and Long Avenue. The SNT priorities have been reviewed and revised with youth-related ASB in Saxmundham on Friday/Saturday nights remaining priority 1.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton was unable to attend and no report was available.

REPORT FROM THE DISTRICT COUNCILLORS: Cllrs Mrs Andrews and Sir Peter did not have anything to report on.

AGENDA

4133. 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 Tricker declared an interest in the Market Hall as a volunteer director of the local social enterprise, The Saxmundham & District Community Interest Company, who are now managing the Fromus Centre, on behalf of Suffolk County Council.

4134. APOLOGIES FOR ABSENCE: Cllr G Cooke, holiday

4135. MATTERS TO BE RAISED UNDER AGENDA ITEM 19:


4135.1 Missing dog bin from Henley Close, Cllr Howe
4135.2 Olympic Torch, Cllr Mrs Andrews

4136. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE JUNE 11th 2012 TOWN COUNCIL MEETING previously circulated: Cllr Mrs Sculley proposed these as correct, seconded by Cllr Cassels. Unanimously agreed and signed. Motion carried.

4137. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
B187 – Cllr Mrs Andrews drove to Tollgate Cottage, North Entrance regarding the proposed shared pedestrian/cycle path from Low Road to Brook Farm Road and advised that there is a slight impediment to the view which will need much care when looking to the right.
4121 Cllr Cassels has been investigating the possible usage of various litter and dog bins and will circulate information on these for consideration. ( Agenda item September.)
4122 Cllr Fisher was investigating the possibility of leasing/purchasing the old lavatory block at the back of the Market Place as the number of refuse bins outside the Market Hall kitchen is a health hazard. The Town Council own one bin for the use of the market traders on a Wednesday and the remaining bins belong to the Bell Hotel and should not be placed outside the Market Hall kitchen window. The Clerk reported that our community worker had moved all the bins today and pressure- washed the whole area together with cementing areas around the drains. The Clerk will write to SCDC (agenda item September)
4130 Cllr Tricker expressed concern over the various organisations wishing to place different sports facilities on the Memorial Field. He proposed that the council were presented with a paper, not just a map of the layout of the various youth facilities suggested for the Memorial Field, but a full and coherent proposition clarifying the owners and management of the various elements, who they were aimed at, any needs analysis i.e. research findings, how the elements would work together eg toilet facilities, timescales/milestones, funding requirements and status, and expected council role and responsibilities relating to each element (including set up/maintenance funding). It was agreed that Cllr Ms Trotter-Langlois would prepare a paper regarding the above which will be circulated at least two weeks before the September meeting. Seconded by Cllr Willett. Unanimously agreed. Motion carried. Cllr Sir Peter apologised for not yet having written to the Scouts Group Chairman, Haydn Morris regarding usage of the Scout Hut.



4138. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
632 Suffolk Local Flood Risk Management Strategy – public summary
633 Suffolk Coast Business – Summer newsletter
634 Environmental Services – Animal Aid
635 Saxmundham Sports Scorpions 2011 FC – thank you for donation
636 SCC – Driving for work

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

195 Suffolk Acre AGM and Conference 18th July 2012 Kesgrave Community Centre 9.15am – Who would like to attend? Unfortunately due to the time the Councillors are unable to attend.
196 SCC South Entrance, Saxmundham Installation of a Vehicular Activated Sign (VAS) – confirmation needed for the type, location and legend of the sign. The Clerk had consulted residents about the installation and it was unanimously agreed to install the larger sign 30mph slow down. Motion carried.


C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C340 Suffolk Coastal Srvs
Further effects of Central Government Comprehensive spending review
Circulation
C341 EDF
Dry Fuel Store to be built for Sizewell B power station
Circulation
C342 Seckford Foundation Free Schools Trust
Saxmundham Free School, Seaman Avenue pre-planning consultation evening Thursday 19th July at Middle School 3.30pm & 7pm
Attendance encouraged
C343 David Adams
A rail prospectus for East Anglia
Circulation
C344 SALC
Council Tax support – effects on parishes
Circulation
C345 SAVO
Networking lunch at Sizewell Sports and Social Club Wednesday 11th July 12pmto 2pm
Councillors to advise the Clerk if they are able to attend.
C346 Sizewell Parishes Liaison Group
Minutes of AGM held 29 May 2012
Circulation
C347 Saxmundham Primary School
Update on their progress of funding
Circulation




4139. TO ADOPT THE SUFFOLK CODE OF CONDUCT APPLIED FROM 1 JULY 2012: Cllr Willett proposed adoption of this, seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried..

4140. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
The Clerk advised that the new computer had been installed.
Cllr Sir Peter announced that the July issue of the Town Telegraph was going to be the last one produced due to financial circumstances as the advertising revenue was insufficient.

4141. FINANCE REPORT:
* To approve the monthly finance report to end of June 2012. Cllr Willett proposed this as correct, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.

A ten minute break ensued to enable Cllr Tricker to discuss the Town Plan with the steering committee.

4142 TO RECEIVE AN UPDATE ON THE SAXMUNDHAM TOWN PLAN AND CONSIDER THE REQUEST FOR FINANCIAL ASSISTANCE OF £300 TO COVER THE COSTS OF DATA, MODEL QUESTIONNAIRE AND TRAINING FROM SUFFOLK ACRE: As monies from the Awards for All would be available after the circulation of the questionnaires Cllr Tricker proposed that the Town Council lend £300.00 to the Town Plan to be repaid before the end of our financial year. Cllr Willett seconded. Unanimously agreed. Motion carried.

4143. TO CONSIDER THE PURCHASE OF A PROFESSIONAL WORKING MONITOR BECAUSE THE PRESENT EQUIPMENT IS INADEQUATE:
The current 19” monitor is insufficient for professional needs and Cllr Willett proposed we purchase a larger one but retain the old one for future usage. Seconded by Cllr Sculley. Unanimously agreed. Motion carried.

4144. TO CONSIDER THE REQUEST FROM SAVVY ON BEHALF OF THE POSITIVE ACTIVITIES FOOTBALL CLUB TO MAINTAIN A MORE REGULAR GRASS CUTTING SERVICE FOR A DESIGNATED SPORTS PITCH AREA WITHIN THE MEMORIAL FIELD AND TO PROVIDE REPLACEMENT FOOTBALL GOALS THAT WERE PREVIOUSLY REMOVED:

The meeting was closed to enable Daye Goddard to discuss this with the Councillors.
Meeting re-convened.
Cllr Willett proposed that £150 be made available to cut the grass until further discussion took place at the September meeting. Seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.

4145. TO CONSIDER THE REQUEST BY SAVVY TO PLACE A CONTAINER ADJACENT TO THE SCOUT HUT IN THE GAP TO THE REAR OF THE BUILDING FOR USE BY SAVVY.
The meeting was closed once more to enable Daye Goddard to inform the Councillors about this project.
Meeting re-opened.

At present temporary storage for equipment used by SAVVY is available at the Police Station. However Suffolk Coastal Sports Development Team have a container that could be used by SAVVY and give extra storage for the scouts. The relocation costs would be met by SAVVY but more information is needed on this. Cllr Willett proposed we support this in principle and support any planning application that might be applicable. This subject can be incorporated in the paper to be submitted by Cllr Ms Trotter-Langlois regarding the proposed sports use on the Memorial Field.

4146. TO RECEIVE AN UPDATE REGARDING COMMUNITY USE OF SCOUT HUT AND ADDITIONAL STORAGE FACILITIES FOR CLUB SAX: - deferred until a response is received from the Scouts

4147. TO CONFIRM THAT ALL COUNCILLORS HAVE COMPLETED THE REGISTER OF INTERESTS AND RETURN TO THE CLERK WITHIN 28 DAYS FROM JULY 1 2012: A further email has been received regarding the completion of the register advising Councillors to complete online. The Clerk will provide the individual appointed reference numbers for the Councillors to log on to the SCDC site.

4148. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported on the following applications that were discussed on the 2nd July 2012:-

C12 1234
Martin McColl Ltd
6-8 Market Place, Saxmundham
Installation of internally applied vinyl graphic signs depicting products
The Committee strongly objected as the signs are out of character with the conservation area.

C12 1240
M.R.King & Son
Garage, St. Johns Road, Saxmundham
Replacement of old signage with new corporate image signage 3 no . fascia signs internally illuminated halo illumination, 2 no sets of corner lights
The committee supported this application

C12 1301
Julian Lovett
18 Rendham Road, Saxmundham
Erection of single-storey front extension, together with conversion of existing and proposed roof spaces, rendering external walls of resultant dwelling & installation of car turning area
The committee supported this application

C12 1310
Tesco
Church Place, Retail Park, Church Street, Saxmundham
Erection of 1. No Trolley Bay enclosure adjacent to main entrance of retail unit 1
The committee supported this application.





SCDC planning approval received:
C12 0710 Martin McColl Ltd 6-8 Market Place, Saxmundham – removal of 2nd floor window to rear of building and installation of a louvred panel. Installation of an air conditioning condenser unit internally to 2nd floor room up against new louvre panel – approved 3 July 2012
C12 0917 Tesco Stores Ltd Addition of two non-illuminated window vinyl graphic images, one non-illuminated “Hello” graphic mounted to wall and one non-illuminated vinyl graphic mounted on wall
C12 1028 and 1029 Ipswich Building Society 10 High Street, Saxmundham Conversion of flat to two one-bed roomed flats and alterations and additions along with fire & acoustic separation works (renewal of C07 1972)
Two further applications had been received today:
C12 1289 15 Albion Street, Saxmundham - Demolition of existing single-storey dining room and erection of two-storey extension. – These will discussed at a later date.
Email Mark Thompson Director of East of England Planning Consultants offering to attend a Council meeting to give a short presentation on how recent changes to planning legislation can impact on our community.

4149. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Mrs Andrews advised that the July edition should be distributed next week.

4150 TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
The Clerk apologised for inadvertently missing out the report on the Market Hall on the agenda.
Cllr Mrs Sculley advised the following:-
* dishwasher had been installed
* Penny Mackay had kindly repaired the stage curtains
* Possible refurbishment of the Market Hall. Cllr Cassels will prepare a questionnaire to enquire about future usage of the Market Hall. A Feasibility Report is essential particularly as if a total refurbishment is planned the hall would have to be closed for a number of months.
* Sound system and hearing loop have been purchased and are installed
Cllr Cassels has provided a profile for the planned ‘Meet Your Councillor’ clinics being organised by Cllr Trotter-Langlois who encouraged fellow councillors to send her a brief profile and photograph of themselves.
Cllr Ms Trotter-Langlois advised dates for the following activities of SAVVY:-
* 14th July – Table Top sale in the Market Hall, 10am – 3pm
* 21st July – SAVVY will have a stall at the BFRA fete
* 28th July – Open Air Family Film Night Memorial Field from 6pm
* 4th August – Leiston Skate Jam 1pm – 3pm
* 11th August – Table Top sale in the Market Hall, 10am- 3pm
* 25th August – Party in the Park – Memorial Field from 1pm
*
Cllr Ms Trotter-Langlois thanked Stuart and Norman Watson for cutting the grass around the swings at
the Seaman Avenue Park.

Cllr Tricker reported that the Fromus Centre fete last Saturday was very successful with around 300 attending
Cllr Mrs Andrews advised that the Barn Dance held last Saturday was successful and the band excellent

4151. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
4135.1 Missing dog bin from Henley Close, Cllr Howe advised that the bin had not yet been replaced. Clerk
has been investigating this and will continue to.
4135.2 Olympic Torch, Cllr Mrs Andrews advised that the Olympic Banners which did not arrive had been
paid for: a refund is awaited. Cllr Mrs Andrews enquired whether some money could be
used for the purchase of an Olympic Torch to be displayed in the Market Hall. She advised that the
children had a thoroughly enjoyable time on 5th July and those who created their own torches for
the competition held in the Market Hall had provided excellent replicas of the torch by using cardboard
and crepe paper. A previous Olympic contestant, from Framlingham College, who had participated in
the South African Hockey Team at two Olympics, judged the torches and presented the prizes to the
children. The Meadowbrook Centre provided two banners and smaller flags – these were also judged
and two prizes were presented to the winners. The large banners will be displayed in the Market Hall
during the Arts Festival. The feather banners that were displayed on the forecourt and at North and
South Entrance on the Olympic Torch Day will be used for other events. The company who failed to
supply the lampost banners have offered to supply, free of charge, further feather banners for the
Saxmundham Arts Festival. Cllr Tricker proposed that £300 be allocated for the purchase of an Olympic
Torch, seconded by Cllr Willett. Unanimously agreed. Motion carried.

4152 DATE OF NEXT MEETING: 10th September 2012



Meeting closed at 10.25pm






Signed………………………………………… Dated…………………………………..……….
* Page 4 of 6 Town Council 09 July 2012

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