MINUTES OF A MEETING OF THE AGM AND TC MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 14th MAY 2012
IN THE MARKET HALL AT 7:15pm
Cllr Mrs Andrews
Cllr. Sir. P Batho Chairman
Cllr Mrs Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. D. Tricker
Cllr. Ms C Trotter-Langlois
Cllr. D. Willett
Mrs M. Gallop, Clerk to the Council
County Councillor Rae Leighton
9 members of the public
1. ELECTION OF CHAIRMAN: Cllr Mrs Damiral-White
proposed Cllr Sir Peter, seconded by Cllr Fisher. Cllr Tricker proposed
Cllr Howe, seconded by Cllr Cassels. A secret ballot was held to
agree on the election of chairman. The Clerk counted the votes and
announced the results of 6 votes to 3. Cllr Sir Peter was elected
as Chairman for the coming year on a majority vote. Motion carried.
Mr Moye had received two Olympic lapel badges and presented one
to the Ipswich Building Society for the time capsule and the other
to the Chairman of the Council, Cllr Sir Peter Batho.
2. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE
OF OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT:
Cllr Sir Peter signed the Acceptance of Office and Agreement to
abide by the Code of Conduct.
3. ELECTION OF VICE CHAIRMAN: Cllr Fisher proposed
Cllr Mrs Andrews, Cllr Mrs Damiral-White
Seconded, unanimously agreed. Motion carried.
4. APOLOGIES FOR ABSENCE: Cllr Cooke, abroad, Cllr
Mrs Sculley, holiday
5. ELECTION OF THE FOLLOWING COMMITTEES: The Chairman
and the Vice Chairman, Cllrs Sir Peter and Mrs Andrews are ex-officio
on all committees.
5.1 Planning Committee, Cllr Mrs Rose Damiral-White, Cllr G. Cooke,
Cllr J. Fisher, Cllr K. Howe, Cllr Ms
C Trotter- Langlois and Cllr Willett
5.2 Market Hall Management Committee Cllr J Cassels, Cllr K Howe,
Cllr Mrs Sculley and Cllr Ms Trotter-
5.3 Finance Committee, Cllr G Cooke, Cllr J. Fisher, Cllr Ms Trotter-Langlois
and Cllr Willett
5.4 Personnel Committee, Cllr G Cooke, Cllr Mrs D Sculley, Cllr
Ms Trotter-Langlois and Cllr D Willett
5.5 SABRE Award Selection Committee, Cllr Mrs Damiral-White, Cllr
Mrs Sculley and Cllr Ms Trotter-
6. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
6.1 Footpath Warden, Cllr J. Fisher
6.2 Saxmundham Welfare Charities – Mr Moye, Mr White
6.3 Safer Neighbourhood Team (SNT) (Town Clerk)
6.4 SALC, Cllr Fisher
6.5 Sizewell A and B Stakeholder Group, Cllr Tricker
6.6 Press Correspondent, Cllr Mrs Damiral-White
6.7 CATS, Cllr Cassels
6.8 CYDS, Cllr Tricker
6.9 Saxmundham in Bloom (Town Clerk)
6.10 Businesses of Saxmundham (BOS), Cllrs Howe and Willett
6.11 ESTA, Cllr Mrs Andrews
6.12 Citizens Advice Bureau, Cllr Mrs Sculley – to be confirmed
6.13 Tree Warden , Cllr Fisher
6.14 Dog Warden, Cllr Cassels
6.15 Other bodies requiring a representative:-
Greener Sax, Cllr Cassels
SADCIC, Cllr Tricker
St. Georges’ Committee, Cllrs Mrs Andrews, J. Cassels, K.
Howe, Ms Trotter-Langlois,
and D. Willett
7. TO APPOINT AN INTERNAL AUDITOR: suggested as
previously used, Heelis & Lodge Cllr Willett proposed we appoint
the above, seconded by Cllr Fisher. Unanimously agreed. Motion carried.
8. TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER:
Cllr Willett proposed the Town Clerk, seconded by Cllr Ms Trotter-Langlois.
Unanimously agreed. Motion carried.
9. TO RE-AFFIRM CHEQUE SIGNATORIES: Cllrs Sir Peter,
Mrs Andrews and John Fisher together with the Town Clerk. Unanimously
agreed. Motion carried.
TO BE FOLLOWED BY AN ORDINARY MEETING OF SAXMUNDHAM TOWN
A presentation of the SABRE Award ( Saxmundham Award for
Business and Resident Enterprise).
The SABRE Award is awarded to the person or business, who in the
opinion of the judging panel, has worked extensively for the benefit
of Saxmundham and its residents or “gone the extra mile”.
Cllr Mrs Damiral-White presented the award this year to Mr Glynn
Moye who has worked ceaselessly for the benefit of the town and
has supported the Town Council wholeheartedly on a number of occasions.
Unfortunately Mr Moye had not been re-elected to the Council last
May which enabled him to qualify for the presentation of this award
as no Councillor is able to achieve this whilst they are in office.
Cllr Sir Peter advised that Mr Moye thoroughly deserved this award
for his endless assistance to the town and council. Mr Moye advised
that he felt honoured and totally surprised to have achieved this
and thanked the council.
PUBLIC FORUM :
* The Town Plan working party of ten members had an open clinic
last Saturday inviting residents from the community to put forward
their wishes for the town. Over 100 people attended this with around
24 ideas being put forward and these will form the basis for a residents’
survey in September. However Cllr Mrs Damiral-White thought some
caution should be given to the responses as one lady was seen to
be placing stickers on everything instead of a limited number that
would give a realistic view of what ideas would be appropriate.
* One of the Olympic torchbearers is a 19 year old apprentice from
Sizewell B who has been a Sea Cadet volunteer for a number of years
and EDF nominated him. Another gentleman is a 41 year old married
father with three children who has been nominated for his charity
work for children with cancer. Another torchbearer has yet to submit
his biography. They will have the opportunity to purchase a torch
and if this offer is not taken up by the carriers the torches will
be put up for auction. Saxmundham Middle School are making their
own torches and there will be a competition to find the best one.
REPORT FROM THE LOCAL POLICE: The Police had sent
their apologies together with a report. The Clerk read out the report
of 10 reported crimes during the month of April. It was felt that
it would be beneficial if the new Sergeant, Mark Beresford, could
attend a meeting and introduce himself to the Councillors and public.
The meeting was then closed to members of the public to enable agenda
item 9 to be brought forward and discussed as input was required
from Mr Moye who was unwell and needed to leave. Cllr Mrs Andrews
requested consideration of continuing support for Club Sax. SCDC
have awarded £1000 on condition that the Town Council match
fund. Cllr Tricker declared an interested as a volunteer director
of the local social enterprise, The Saxmundham & District Community
Interest Company, who are now managing the Fromus Centre, where
Club Sax hold their weekly meetings. The Youth Club numbers have
doubled and between 20 and 25 young people regularly meeting every
Tuesday evening. Payment has to be found for the hire of the premises
and wages for three part time youth workers together with required
monies for their activities. The Town Council have a limited amount
of money in their accounts due to savings on the production of Saxmundham
News and it was felt prudent that £1000 should be match funded
to assist the continuation of this much needed facility. Agreed
and motion carried.
REPORT FROM THE COUNTY COUNCILLOR: County Cllr
Rae Leighton reported the following:-
* Discussions regarding the traffic management of Brook Farm Road
is continuing with a larger consensus than before and is hoped to
be taken forward soon
* Consultation is undergoing regarding free school transport in
the Saxmundham area together with the High Schools in the area and
contributions would be welcome
* There will be a meeting at 9am in Snape Maltings on the 28th May
to look at the strategic effects of having a Sizewell new build.
There are a number of various aspects to be considered from the
environment, infrastructure to the opportunities of new training
and jobs for the local area.
* The implementation of a speed indicator in South Entrance has
been discussed and agreed and will be completed in the future
REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs
Andrews requested the Clerk contact the District Council to obtain
copies of a truncated version of the new planning laws to distribute
to members of the planning committee. As previously notified SCDC
agreed to support Club Sax with match funding from the Town Council.
Cllr Mrs Andrews attended the ESTA AGM. The Beccles Loop is going
ahead and it is hoped the hourly service for the trains will be
implemented by December. Cllr Mrs Andrews went to a well attended
meeting in Snape Maltings where a presentation was held to assist
Town and Parish Councils. Saxmundham Town Council submitted a shortened
version of a Neighbourhood Plan to SCDC planning a number of years
ago but as the LDF has not been approved yet and the site specific
allocations have not been considered, we don’t know if the
Neighbourhood Plan will precede this.
Cllr Sir Peter advised that the refuse collection will be operating
a trial service for the collection of clothes and textiles but it
is not known if Saxmundham will be included at this time.
4091. 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. Under item 13 of the agenda the following Councillors
declared an interest – Cllr Fisher in Go with the flow bus,
Cllr Mrs Andrews as trustee of Saxmundham Museum, Cllr Ms Trotter-Langlois
as Managing Director of CYDS, and Cllr Sir Peter as trustee of Saxmundham
4092. APOLOGIES FOR ABSENCE: Cllr G. Cooke, abroad, Cllr
Mrs Sculley, holiday
4093. MATTERS TO BE RAISED UNDER AGENDA ITEM 17:
Saxmundham Town Plan – Cllr Tricker
4094. MINUTES OF THE 16th APRIL 2012 MEETING previously
circulated: Cllr Willett proposed these as correct, seconded by
Cllr Fisher. Unanimously agreed. Motion carried.
4095. MATTERS ARISING THEREFROM:
4083 Sound system and loop – This will be purchased under
the Queens’ Diamond Jubilee arrangements
4083 Cllr MsTrotter-Langlois advised that she is progressing with
the application for funding to update the Market Hall and a survey
needs to be completed.
Problems with the ladies lavatories in the Market Hall particularly
when there are a large number of users, - The Town Clerk has researched
this problem and has organised the plumber to update the system
for about £400.
4086 Cllr Ms Trotter-Langlois advised that a facebook page for the
Town Council is up and running and she and the Town Clerk will regularly
4088 Overhead cables in the Seaman Avenue Park – Cllr Ms Trotter-Langlois
advised that an application form is on its way for this work to
be carried out
4089 – The provision of a dog bin is already in hand
A – CORRESPONDENCE TO BE CIRCULATED: For
616 Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
617 Suffolk View
618 Suffolk Coastal Resource Network
619 Town Telegraph
620 Complaint from the Factory Shop regarding traffic congestion
in Church Street & loss of earnings
621 SCDC Chairman’s Office congratulations on re-accreditation
for quality status
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
185 The Friends of Leiston Airfield – Annual Service of Remembrance
& Thanksgiving to the 357th Fighter Group Sunday June 3rd 2012
– cancelled this year
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C333 Email Neil Thomas Highlighting essential maintenance
needed at the Memorial Field
Town Clerk to sort
C334 ESTA Agenda Circulation
C335 Email M. Russell Dog bins & public waste bins
Clerk to forward enquiry to Suffolk Coastal Services
4097. CHAIRMAN’S/CLERK’S ANNOUNCEMENTS: No
announcements from the Chairman, Cllr Sir Peter
The Clerk advised that she was absolutely delighted to inform everyone
that the application to Awards for All for a grant towards the Queens’
Diamond Jubilee celebrations had been successful. She gave sincere
thanks to Mr Terry Barrow and Cllr Ken Howe for all their assistance
towards this achievement.
4098. FINANCE REPORT:
* To approve the monthly finance report to end of April 2012 (as
attached) Cllr Willett proposed these as correct, seconded by Cllr
Cassels. Unanimously agreed. Motion carried.
4099. TO CONSIDER CONTINUING SUPPORT FOR CLUB SAX:
As previously discussed earlier. Cllr Willett proposed we support
Club Sax to match fund SCDC, seconded by Cllr Ms Trotter-Langlois.
Cllr Mrs Andrews declared an interest. Remaining Councillors unanimously
agreed. Motion carried.
4100. TO CONSIDER THE CLERKS’ WORKING HOURS AS PREVIOUSLY
REQUESTED: To be discussed at the end of the meeting ‘en
4101. TO CONSIDER THE ANNUAL MEMBERSHIP PAYMENT TO SIZEWELL
PARISHES LIAISON GROUP (£150.00) Cllr Fisher thought
we should not pay this as the main beneficiary is EDF because they
only have to deal with one group instead of approximately 20 different
parties – Cllr Tricker agreed with this. Cllr Sir Peter proposed
this should be paid to keep us in touch with what the group is doing
and to ensure we will be beneficiaries if the new Sizewell build
occurs. Cllr Mrs Andrews seconded this proposal. Votes 5 for and
4 against. Motion carried on majority.
4102. TO GIVE AN UPDATE ON THE OLYMPIC TORCH Cllr
Mrs Andrews advised that the planning of this process was not yet
complete but Saxmundham would be receiving a great number of children
on the 5th July. There will be no barriers erected and it will be
very crowded but the teachers of the schools would be responsible
for the safety of the children. The Council County together with
the Metropolitan Police will provide marshals and the finalised
arrangements are not available as yet. There will be a jazz band
playing on the forecourt from Framlingham College and a South African
lady who won a gold medal years ago from the hockey team at the
Olympics will also be present. The Middle School are designing their
own Olympic torch and all details of this event will be published
in the next issue of Saxmundham News.
4103. CONSIDERATION OF GRANTS TO VOLUNTARY BODIES FOR 2012/2013
( £ 1000.00 available)
( List previously circulated)
Saxmundham 1st Responders
Leiston, Saxmundham & District Citizens Advice Bureau
Saxmundham Adventure Playground
Go with the Flow Bus
Suffolk Sports Scorpions U10’s
Suffolk Age UK
Disability Advice Service
Cllr Tricker proposed that we restrict the list due to the limited
amount of grant money to Saxmundham based charities and thought
the most important voluntary bodies for consideration should be
the Citizens Advice Bureau and Saxmundham 1st Responders. Obviously
a number of Councillors have interests to declare on the above and
the following proposal by Cllr Willett, and seconded by Cllr Tricker
was agreed. Motion carried.
Saxmundham 1st Responders £325.00
Citizens Advice Bureau £325.00
Suffolk Sports Scorpions 50.00
Saxmundham Museum 100.00
Go with the Flow Bus 100.00
4104. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
To discuss the following planning application:
C12 0798 Mr N Parry
4 Ambulance Houses, Seaman Avenue, Saxmundham
Replace an existing 3m x 4m wooden conservatory with a glass 4m
x 4m upvc double glazed conservatory
The Town Council supported this application
C12 0917 Tesco Stores Ltd
Land & Buildings south of Church Street, Saxmundham
Addition of two non-illuminated window vinyl graphic images, one
non-illuminated ‘hello’ graphic mounted to wall and
one non-illuminated vinyl graphic mounted to wall
The Town Council had no objections to this
Other correspondence received:
C12 0420 Archways 53 Rendham Road, Saxmundham erection of side extension
and alterations to dormer SCDC approval 18 April 2012
C12 0437 Land & Buildings South of Church Street, Saxmundham
– erection of directional and informative signage for the
C12 0438 Land & Buildings south of Church Street, Saxmundham,
promotional and informative signage mounted to the new Tesco store.
4105. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Mrs Andrews advised that the latest issue Saxmundham
News has just been distributed. She encouraged everyone to submit
more editorials and photographs but copy must be submitted to Cllr
Mrs Andrews by the first of the month.
4106. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
COMMITTEES including working parties:
Cllr Cassels advised that tomorrow evening at 7.15pm Greener Sax
have Karen Canard coming to talk to them at the centre about her
Rubbish Diet and how to move towards zero waste sent to landfill
from your home.
Cllr Ms Trotter-Langlois would like the Councillors to submit a
small article and a photograph of themselves in preparation for
the ‘ Meet your Councillor’ project and enquired about
volunteers for the first shifts.
Cllr Ms Trotter-Langlois gave her apologies for non attendance at
the Annual Town Meeting due to illness. She reported on various
* Party in the Park 25th August at Seaman Avenue Play Area - £600
has been promised by the County Councillor, Rae Leighton, Tescos
are lending manpower and giving a hamper, Brook Farm Residents Association
are assisting and thanks were given to Cllr Howe for his advice
* Skate Park project will have a rally/kart day
* Positive Activities are providing football on the Memorial Field
for the next six weeks and a raffle will be held to increase funds.
* There has been a mix up over the siting of an All Weather Sports
Court and permission needs to be sought from the Town Council. Agenda
item in June.
Suffolk Coastal Parish & Town Council Information & Consultation
had a meeting in the Market Hall on the 30th April. An election
will be held in November for the Police Commissioner.
Cllr Mrs Damiral-White went to a service in Southwold for Anzac
Day which was well attended.
Cllr Howe advised that he had been to a BOS meeting earlier in the
evening and advised that the next open night will be on the 11th
Cllr Tricker advised that he and Cllr Fisher had attended the Parish
& Town Council Liaison meeting on 30th April in the Market Hall
and thought the attendance was disappointing as it was an extremely
Cllr Tricker advised that the three representatives from the Town
Council on the steering committee of Saxmundham Town Plan will gradually
fall into the background and leave the running of this to the independent
group. Chris Lucas has been appointed Chairman, Chris Burslem Secretary
and Roger Plant Treasurer of the Saxmundham Town Plan.
A map of the area pointing out essential places of interest is necessary
and the Town Guide will be updated this year.
Fromus Square – Cllr Sir Peter explained that the ownership
of this land and the transfer to the Town Council began a number
of years ago. This procedure is now coming to fruition and has incurred
various expenditure to get to this stage. If the Town Council do
not agree to take over the transfer of land with our War Memorial
on it the maintenance of Fromus Square is likely to fall into disrepair
and Cllr Sir Peter thought that we should take over the ownership
and honour our agreement from years ago. Cllr Sir Peter proposed
that we go ahead with the transfer, subject to our solicitors advice
over various aspects, seconded by Cllr Mrs Damiral-White. Unanimously
agreed. Motion carried.
4107. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S
DISCRETION as notified under Agenda item 3:
4093. Saxmundham Town Plan – Cllr Tricker asked why the agreed
standing item to discuss the Town Plan was not on the agenda but
the Clerk advised that she knew this subject was going to be discussed
within the Public Forum because there had recently been a Public
Meeting on this but it will be an agenda item from now on so that
everyone can be regularly updated with the progress.
4108. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2012/13
AND THE DATE OF THE ANNUAL TOWN MEETING 2013:
11 June; 09 July ; 10 September; 08 October; 12 November; 10 December;
14 January 2013; 11 February;
11 March; 08 April; 13 May: Town Meeting – 22 April 2013
Meeting closed at 9.55pm
The following topic was ‘en camera’ , under the public
bodies (admission to meetings) act 1960 ,the public were excluded
from the meeting on the grounds that publicity would be prejudicial
to public interest by reasons of the confidential nature of the
business being transacted.
4109. TO CONSIDER THE CLERKS’ WORKING HOURS AS PREVIOUSLY