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Minutes of a meeting of Saxmundham Town Council AGM followed by the Ordinary Meeting
held at the Market Hall on Monday 11 MAY 2015
at 7.15pm

 


Present:
Cllr P.Dunnett

Cllr Mrs A Eves

Cllr P. Ewart

Cllr J. Fisher

Cllr Mrs L Jardine

Cllr Ms P MacKay

Cllr R Plant
Cllr J Sandbach (arrived at 8pm)
Cllr Ms Trotter-Langlois
Cllr M Turner


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


                                                                AGENDA


Cllr Fisher thanked all his colleagues and staff for their support during the last two years of him being Chairman and welcomed the six new Councillors.


1. ELECTION OF CHAIRMAN: Cllr Mrs Eves proposed Cllr Howe, seconded by Cllr P Ewart. Cllr P MacKay proposed Cllr Plant, seconded by Cllr Ms Trotter-Langlois . The Clerk circulated ballot papers for members to vote for the Chairman of their choice and she asked County Cllr Michael Gower to assist her. Cllr Plant was elected by a majority vote as Chairman. Motion carried.


2. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT: Cllr Plant signed the Declaration of Acceptance and chaired the meeting.


3. ELECTION OF VICE CHAIRMAN: Cllr Ms Trotter-Langlois proposed Cllr Mrs Jardine, seconded by Cllr Fisher. There were no other nominations and Cllr Mrs Jardine was elected as Vice Chairman by a unanimous vote. Motion carried.


4. APOLOGIES FOR ABSENCE: Cllr Howe sent his apologies.


5. TO DETERMINE THE MEMBERSHIP OF COUNCIL COMMITTEES and WORK PARTIES: (Normally 3 members plus Chair & Vice Chair ex officio)
5.1 Market Hall Management Committee – Unanimously agreed Cllrs P MacKay, Turner and Ms Trotter- Langlois
5.2 Finance Committee – Unanimously agreed Cllrs Ewart, Fisher, Ms Trotter-Langlois as members and Cllr MacKay expressed an interest to attend for experience.
5.3 Personnel Committee – Unanimously agreed -Cllrs Ewart, Dunnett, and MsTrotter-Langlois
5.4 SABRE Award Selection Task Group – Unanimously agreed, Cllrs Mrs Eves, J Sandbach, Ms Trotter- Langlois, and M.Turner
5.5 St. Georges Working Party - Unanimously agreed, Cllrs Mrs Eves, J.Sandbach, Ms Trotter-Langlois, and M Turner.
Cllr Roger Plant proposed that a Planning Committee should be formed. Unanimously agreed Cllrs P Dunnett, Cllr P Ewart, P. MacKay, C Trotter-Langlois.


The Clerk thanked Cllrs Mrs Jardine and Miss Louise Hailey who had made tremendous efforts to organise St. Georges’ events in April.


6. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
6.1 Footpath Warden – Cllr Fisher
6.2 Saxmundham Welfare Charities – 1 representative –Mr Dave Willett had previously confirmed that he was willing to continue in this role as representative of the Town Council.
6.3 Safer Neighbourhood Team (SNT) Town Clerk
6.4 SALC – Cllrs Mrs Jardine and R Plant.
6.5 Sizewell A and B Stakeholder Group – Cllr J Fisher
6.6 Press Correspondent – Town Clerk
6.7 CATS – Cllr P MacKay
6.8 CYDS – Cllr Ms Trotter-Langlois
6.9 Saxmundham in Bloom - Town Clerk and her Assistant, Imogen Green and Cllr Mrs Eves
6.10 Businesses of Saxmundham (BOS) – Cllr P Ewart
6.11 ESTA – Cllr P Ewart
6.12 Citizens Advice Bureau – Cllr J Sandbach
6.13 Tree Warden – Cllr J Fisher
6.14 Dog Warden – Cllrs Mrs Jardine and Ms Trotter-Langlois
6.15 SADCIC – Cllr P MacKay
6.16 Action Sax – Cllrs P Ewart and R. Plant
6.17 SAVVY – Cllrs Ms Trotter-Langlois, M.Turner and Mrs Eves. Mr Nick Phillips had expressed an interest and would be very welcome.
6.18 St. Georges’ – Working Party to review St. Georges’ Day Celebrations – previously arranged
6.19 Other bodies requiring a representative as follows:
Sizewell C Liaison Group – Cllrs P Ewart and R Plant


7. TO APPOINT AN INTERNAL AUDITOR: suggested as previously used, Heelis & Lodge Cllr Plant proposed we continue to use their services, seconded by Cllr Mrs Jardine. Unanimously agreed. Motion carried.


8. TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER (The Town Clerk): Cllr Plant proposed that the Clerk continue her role as RFO, seconded by Cllr Mrs Jardine. Unanimously agreed. Motion carried.


9. TO DECIDE CHEQUE SIGNATORIES: Cllr Plant proposed that we continue with our present cheque signatories (himself and Cllr Fisher) with one additional Councillor, Mrs Jardine. Cllr P. MacKay seconded. Unanimously agreed. Motion carried.


TO BE FOLLOWED BY AN ORDINARY MEETING OF SAXMUNDHAM TOWN COUNCIL


PUBLIC FORUM:
i Coopers Close, off Felsham Rise, are experiencing problems due to drivers using the road as a turning point. Parked cars are also blocking driveways preventing residents from getting their own cars out. Clerk to liaise with Highways regarding the possibility of ‘no parking areas.’ Action by Clerk
ii Clarity required regarding the future of the Railway Station. Cllr Ewart gave a resume of ongoing issues regarding the station. There have been difficulties liaising with Abellio and Network Rail. A practical solution would be to acquire the station as a Community Asset. However as there is no freehold only leasing options this would prove to be a liability rather than an asset. Cllr Plant recommended that letters be sent to both Network Rail and Abellio. Clerk to action
iii The town is experiencing parking problems and a policy regarding this would be beneficial.
iv Questions arose regarding the status of the White Hart and the Clerk responded by informing the public that she had received a phone call from the Mr Graham Enock who is dealing with this. At present although some parties have expressed an interest a buyer has not be confirmed. The Clerk will liaise with our District Council regarding this. Action
v Complaints received over posters being put up and not taken down after the events.


REPORT FROM THE LOCAL POLICE: The Police had sent their apologies and the Clerk read out their report containing 16 various recorded crimes in April. The next SNT meeting will be on July 8th at Framlingham and Cllr Plant will attend.


REPORT FROM THE COUNTY COUNCILLOR: County Cllr Michael Gower advised that there is a new Conservative Leader of the County Council.
He gave a brief update on the footpath in Rendham Road and assured the Council that he would increase his commitment to this project. Apparently the cost has increased to around £50,000 but the Town Council have already given £25,000 towards this.
Cllr Plant queried the Press Releases by Hopkin Homes as they have allegedly given vast amounts of money for infrastructure in Saxmundham. However the Primary Schools in both Saxmundham and Kelsale will both need to be enlarged due to increased new builds around Saxmundham and the Town Council are very disappointed at the lack of transparency over Section 106 monies and would like to have a meeting with the County Council and the District to clarify this situation.


REPORT FROM THE DISTRICT COUNCILLORS: We now have two new District Councillors, Cllr John Fisher and Cllr Phillip Dunnett. Cllr Fisher had nothing to report on as yet and Cllr Dunnett advised that he had previous experience as a District Councillor. A new Chairman of SCDC will be elected on the 28th May.


                                                                     AGENDA


4673. 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 – None declared
- To Consider Full/Partial Dispensations for Pecuniary Interests declared – n/a


4674. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Howe


4675. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 13 APRIL 2015 TOWN COUNCIL MEETING previously circulated: Unanimously agreed by the original Councillors. Signed and Motion carried.


4676. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:



Public Forum
Ascertain owner of land opposite the fish & chip shop which was sold by Hopkin Homes Action
Town Clerk - status Ongoing
Public Forum
Saxon Road – thoughtless parking creating Health & Safety issues with only one road in and out - Action Town Clerk  In communication with Highways
Hard standing area St. Johns Road, Sax  Action Town Clerk Investigating possibility of use as temporary car park
Public Forum
Loading & unloading of lorries during illegal hours Town Clerk
Investigating in conjunction with SCDC

4677. TO CONSIDER CORRESPONDENCE RECEIVED:


A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
814 SALC – Tailored training
815 Sizewell – Feedback
816 email Suffolk Police – Suffolk Police Newsletter
817 EMAIL m Blakeney SPLG AGM – Tuesday 26th May 2015 at Theberton Village Hall 7.30pm
818 email Dr. J Havard – Orange Catheter Overview – Please read


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY: None


C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C489 Nicola Corbett EDF
Traffic counts for Sizewell C Transport Strategy Modelling
Traffic Counts for Sizewell C Transport Strategy Modelling
Circulation
C490 Sizewell Parishes Liaison Group
General Group Meeting 8pm Tuesday 26th May in Theberton Village Hall following the AGM
Cllr Plant
C491 Saxmundham Welfare Charities Thank you for donation - Circulation
C492 Fattorini Regalia leaflet Circulation


4678. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
The Clerk advised the following:
- A prospective buyer of 28 South Entrance had enquired whether there would be any objections for the removal of an old Lime tree – Cllr Fisher had looked at this. There was no reason why we would object
- The Clerk informed the new Councillors about the red box containing current planning applications and advised them of the new pigeon holes where paperwork would be placed.
- Drainage of the Memorial Field is due to commence by the end of this month
- PPG Patient Participation Group volunteer needed to attend meeting on Thursday 21st May 10am-2pm at Aldeburgh Church Hall, Victoria Road, IP15 5EA. Cllr Plant to attend.


4679. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS
RECOMMENDATIONS:

- To recommend approval of the monthly Finance Report to the end of April 2015 – The original Councillors unanimously agreed this. Motion carried.
- To consider the recommendation for the following requests for donations:-
Saxmundham Town Bowls Club – urgently need funds for replacing the lawn mower. Given that there is another Bowls Club in Saxmundham and the Town Club does not appear to have sufficient numbers to create ongoing membership the Clerk was requested to seek further information from them.
The Firefighters Charity – Whilst an extremely important charity, with our limited budget, Saxmundham Town Council primarily donates to local charities and recommend that we continue supporting in this way and not to National Charities.


- To review the Risk Assessment and Internal Controls. We need to appoint a working party to talk about the Risk Management who will conduct regular reviews. Four Councillors were appointed to meet and discuss this on a six monthly basis at present, namely Cllrs Mrs L Jardine, R. Plant, J. Sandbach and Ms Cheleigh Trotter-Langlois.

- Update on the purchase of the Police Station – Cllr Plant advised that we have the monies from the Loan Board of £190,000 in our bank and when he spoke to the Chief Estate Officer this afternoon he was informed that the new police accommodation within the Fire Station is not yet ready. However we will be able to lease part of the building back to the Police initially. The soil analysis reported that 1% white asbestos was capsulated under the tarmac and disposal of corrugated asbestos is not a problem. The Town Council are in a position to move forward with this purchase and have earmarked £25,000 for necessary maintenance. The Clerk will be seeing our agents, Akermans, next week with regard to our proposed purchase.


4680. TO REVIEW THE COUNCIL’S DECISION ABOUT THE DEVELOPMENT AT NORTH ENTRANCE:
Cllr Plant advised that if we have a change of heart we need to nominate someone to go to the Public Enquiry on May 19th for three days and speak. When the Town Council originally decided not to have any objections in 2013 there were no planning reasons not to object. There has to be proper planning reasons for not approving applications. The land previously had permission for a ‘one-stop shop’ for a wide range of health services and medical facilities and could still be used for this purpose. However, all agreed the historic parkland should be kept, and felt a gap between Saxmundham and Kelsale should be retained. The Town Council rejected 170 houses at Church Hill but this was overturned by the District Council. Cllr Ewart thought that the biggest problem our town faced is the lack of a proper long-term plan that identified land uses, which made it difficult to protect certain sites. Cllr P MacKay proposed we send a written representation objecting to this development, seconded by Cllr Ms Trotter-Langlois. Cllr Plant offered to write the representation and email to all Councillors for their comments. He would then hand it in personally on the 19th May at Stratford St. Andrew. Unanimously agreed. Motion carried.


10 minute break ensued.


4681. TO CONSIDER THE FOLLOWING PLANNING APPLICATIONS:
DC/15/1672/TPO – Church Hill, Felling of an oak in declining health & replacing with beech tree – no objections. 19 April
DC/15/1388/FUL Mr & Mrs Dann, 32 South Entrance, Sax
Construction of detached garage & store. This is in-keeping with the area. The Council gave their support.
29 April 2015 DC/15/1641/FUL Mr Jesus Pastor, 47 South Entrance Saxmundham
Extension to form bedroom at rear of dwelling. The Council supported this application.
30 April DC/15/1530/LBC Crwys White, 27 High Street, Saxmundham
Structural & related sound proofing works supplemental to consent C/12/1641
The Council supported this.
6 May DC/15/1534/FUL Byways 55 Rendham Road, Sax
Erection of single storey extension to west elevation
The Council had no objections.

4682. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2015/16 AND THE DATE OF THE
ANNUAL TOWN MEETING IN 2016:

8 June; 13 July; 14 September; 12 October; 9 November; 14 December; 11 January 2016; 08 February;
14 March; 11 April; 09 May: Annual Town (Parish) Meeting – 18 April 2016


Meeting ended at 9.50pm


SIGNED _________________________________

 


DATED _________________________________

 
 
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