Minutes of a meeting of Saxmundham Town Council AGM followed
by the Ordinary Meeting
held at the Market Hall on Monday 11 MAY 2015
Cllr P. Ewart
Cllr J. Fisher
Cllr Ms P
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
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
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
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
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
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
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.
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:
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:
Ascertain owner of land opposite the fish & chip shop which
was sold by Hopkin Homes Action
Town Clerk - status Ongoing
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
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 –
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
C490 Sizewell Parishes Liaison Group
General Group Meeting 8pm Tuesday 26th May in Theberton Village
Hall following the AGM
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
- 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
- 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
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
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
Extension to form bedroom at rear of dwelling. The Council supported
30 April DC/15/1530/LBC Crwys White, 27 High Street, Saxmundham
Structural & related sound proofing works supplemental to consent
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