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Saxmundham Town Council
Market Hall
High Street
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
www.saxmundham.org
townclerk@saxmundham.suffolk.gov.uk


Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 10 November 2014
at 7.15pm

Present: Cllr J. Fisher – Chairman

Cllr Mrs M Andrews
Cllr Sir Peter Batho

Cllr Ms L Hailey

Cllr K Howe

Cllr Mrs L Jardine

Cllr R Plant

Cllr Mrs D Sculley
Cllr Ms C Trotter-Langlois
Cllr D Tricker



In attendance: Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
PCSO Thora Taylor
County Councillor Michael Gower (late arrival due to previous commitments)
5 members of the Public
Richard Cornwell, EADT


PUBLIC FORUM:

* Chris Burslem, Project Co-ordinator gave a short presentation for the three communities Saxmundham,
Kelsale and Benhall for Mobility, Pedestrian and Cycle Project. However pedestrianisation would cause more problems than ever and much planning and professional advice will be sourced for the way forward. This project will be time consuming and expensive and Mr Burslem is hoping for a donation from the Town Council.
* A complaint regarding the lack of space on the Notice Board outside Waitrose was expressed but this matter is already in hand. It would be beneficial if there could be room for activities and events to have separate space.

REPORT FROM THE LOCAL POLICE ( report attached) PCSO Thora Taylor read out the report. There were ten recorded crimes in October. Anyone who is registered for Police Direct on their phones need to re-register onto Police Connect.

REPORT FROM THE DISTRICT COUNCILLORS:
* Cllr Sir Peter had nothing to report.
* Cllr Mrs Andrews is preparing a shortened version about CILS (Community Infrastructure Levy). There are over 100 pages regarding this on the net and it explains how this will effect Saxmundham from April 2015.
* Tenza Technologies, our local packaging company in Saxmundham, is in the hands of administrators with a loss of around 70 jobs. This is devastating news for the families of the workers and will have a catastrophic impact on our local industry. The company is continuing to trade on a limited basis whilst the joint administrators are in talks with interested parties.

AGENDA


4580. 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 - Cllr Tricker declared an interest as a volunteer director of SADCIC who manages the Fromus Centre on behalf of SCC. Cllr Mrs Sculley declared an interest in agenda item number 12 regarding the Market Hall. Cllr Mrs Andrews declared an interest in agenda item 13 as she is the representative on ESTA.
* To Consider Full/Partial Dispensations for Pecuniary Interests - No dispensations required as no Pecuniary interests declared


4581. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Willett, work
commitments

4582. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 13 OCTOBER 2014
TOWN COUNCIL MEETING previously circulated: Unanimously agreed. Motion carried.

The Clerk informed everyone that Mr Welfare who was presented with a cup as winner of the Best Front Garden competition at last months meeting had been able to show photographs of himself collecting the cup to his wife who was in hospital at that time. Unfortunately we have just been informed that Mrs Welfare has now sadly died.

4583. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING: previously circulated

Action By Status


Action Public Forum Town Clerk
Raw sewerage running down Mill Road as the pipes are inadequate. Pipes have been unblocked weekly but the situation re-occurs regularly despite this. Clerk contacted Anglian Water and the Area Engineer came to carry out an inspection. However he thought it was a burst main but we are quite sure this is incorrect but they will contact Essex & Suffolk.


Action 4568 Local Plan circulated to all Councillors Town Clerk
Local Plan – Meeting necessary with SCDC planning regarding Local Plan has been held. The Clerk will attend a further meeting regarding this later this month.


Action: 4570 - Flag Pole Cllr Fisher
Cllr Fisher is researching the provision of a flag pole and he is waiting for a price for this.


Action: 4570 – Market Hall Town Clerk
The Clerk has instructed the contractors to paint the railings and benches outside the Market Hall. The porch appeared not to be up to standard but dirt runs off the lead when it rains.

Action: 4576 – Data Protection Town Clerk - Clerk has registered the TC for data protection

4584. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:


782 email Nikki Berry Sizewell C Community Forum – update
783 email Suffolk Police – Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
784 Suffolk Highways – High Street crossroads, Saxmundham – Traffic signal improvements – work to be carried out 17-23 November 2014
785 email SCC – response to Clerk’s complaint regarding highways pavement defect back of Market Place
786 Minutes of BOS meeting
787 email Bob Clench Highways – Receipt of £1000. Formal Consultation period due to finish Thursday 6 November – consideration of any objections then further update
788 Citizens Advice Bureau – Thank you for donation of £1000
789 Saxmundham & Framlingham SNT minutes of meeting in October
790 Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
791 email Patrycja Ploch Planning, Local Plan


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

None received this month.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C456 Email Suffolk Coastal Local Plan
Sustainability Appraisal Scoping Report
Circulation
C457 Jenny Ward Health Watch
Health watchdog says more attention should be paid to discharging people from care premises in Suffolk
Circulation
C458 Email Barbara Berry
Public meeting Benhall Club Wednesday 12 Nov regarding Winter Storms
Circulation



4585. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
* Update on Remembrance service Tuesday 11 November – Cllr Fisher thanked all those who attended the Remembrance service on Sunday at Kelsale. He explained that there would be a short service in Fromus Square at the War Memorial on Tuesday.
* Cllr Fisher advised that in the past the Clerk had been very involved in the arrangements for Christmas. Last year, during her sick absence, Cllr Howe continued to work extremely hard in the preparations for this event. Our event was always on the first Friday in December. However this year the businesses of Saxmundham decided they would like to organise a different event on a much smaller scale. This will be on Saturday 6th December and starts at St. John’s church at 3.30pm with a lantern parade to Fromus Square.
* The proposed purchase of the Police Station is ongoing but is taking more time than was thought but we are hopeful that it might be ready by next Easter.

4586. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS
RECOMMENDATIONS:
Cllr Plant , Chairman of the Finance Committee reported:
* To approve the request for a donation of £300 from the Co-ordinator of the 3 Communities Mobility, Pedestrian and Cycle Project. Cllr Plant proposed we approve the donation, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.
* To approve the proposal to budget for the recommended 2% rise by the Local Government Pay Scale. Cllr Plant advised that we need to make provision for pensions and as we value our staff we should budget accordingly. Cllr Plant proposed we make provision in our budget for these costs. Seconded by Cllr Mrs Jardine. Unanimously agreed. Motion carried.
* To discuss the budget and precept for 2015/2016 - We are waiting to hear from SCDC regarding Council tax before the budget is presented for final approval.
* To recommend that we have a joint meeting with the Town Council and BFRA on the 17th November regarding the Sax Music Festival. (Cllr Mrs Jardine had previously requested a meeting with BFRA regarding next years’ St. Georges’ celebrations as she was unable to attend their meeting in October which was the same evening as our Town Council meeting). The Finance Committee recommended that there should be a joint meeting with BFRA on the 17th November and required agreement from the full Council. However, Cllr Plant, having realised that Cllr Tricker had been in touch with BFRA regarding the Music Festival thought that communications between them were wholly inappropriate because this had not been approved by full Council. He questioned on what authority Cllr Tricker had to make preliminary enquiries as all correspondence should go through the Clerk as we are a public organisation and should be transparent. Cllr Tricker explained that he was passing on the comments made and agreed in the Finance Committee. He wanted a meeting to get more information in order to justify a potential expenditure of up to £10K! This was merely a request for prior information in order to save time on the night of the meeting, at which we had 2 items to discuss with BFRA and only 30 minutes in which to do it. These would have been exactly the same points he would have raised again on the night. Any information / suggestions gained from the meeting would go to full council for any decisions. Cllr Plant did not accept his reasoning before the Council had made a decision. Cllr Plant proposed that the Council agree to nominate three Councillors, Mrs Jardine, Howe and Tricker, attend a meeting with BFRA on the 17th November. Seconded by Cllr Howe. Two abstentions, Cllr Mrs Andrews and Sir Peter. Motion carried on majority. As Cllr Howe who is Chairman of the Business Association has a meeting that evening it was agreed that Cllr Plant would attend.
* To receive an update on the Youth Project – the planning application for the portable building had been received but planning agreement will take about 10 weeks and it will be a further 8 weeks to build the portakabin. Cllr Tricker requested objectives for continuation of the Youth Club to be received three days before the next Town Council meeting.
* To advise that we will consider a donation to Saxmundham Museum at the January meeting of the Finance Committee. Donation requests are considered quarterly.
.
4587. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:
DC/14/3281/FUL
Maddie Gallop Sax Town Council
Sax War Memorial Playing Field, Rendham Road, Sax
To provide a portable building for use as a youth club for a period of 2 years
Cllr Mrs Andrews declared an interest as a member of the planning committee SCDC. All remaining Councillors unanimously agreed. Motion carried.
DC/14/2754/VOC
James Perks Byways
Part side garden of Kinnersley, 33 Rendham Road, Saxmundham
Variation of condition 3 of planning permission C13/0163
Cllr Tricker declared an interest as volunteer director of the Fromus Centre who run the Smile Café. Cllr Mrs Andrews declared an interest as a member of the planning committee SCDC. Cllr Fisher proposed we fully support increasing hours for the Pear Tree Café, seconded Cllr Ms Trotter-Langlois. Motion carried with two abstentions.

4588. TO CONSIDER THE LOCAL PLAN – SITE ALLOCATIONS AND AREA SPECIFIC POLICIES WORKING GROUP – INVITATION TO EXPRESS AN INTEREST IN BEING INVOLVED:
Cllr Mrs Andrews advised awareness and caution with regard to any planning applications that come in as Saxmundham already have sufficient houses. There is an increasing concern about the lack of jobs in the area and building more houses would result in more residents not being employed and infrastructure is already sorely stretched. There are also a number of pieces of land that have been deemed as unsuitable for building. However under Government Policy borders can be changed under the presumption in favour of sustainable development. There are also some large areas of land that belong to both the District and County Council and we have not been informed of any intentions for their use.

County Cllr Michael Gower arrived at 8.10pm. The meeting was closed to enable him to speak.
* Sizewell – the stage II consultations will not take place until next year.
* Enabling Budget – it is hoped that the Clerk will be able to obtain monies from this for the re-launch of the market.
* It has been Suffolk Adoption week and a Youth Employment Centre had opened in Ipswich.
* Bentwaters will be discussed at a planning meeting on Wednesday.
* Money is tight and the budget for SCC is getting increasingly difficult to meet demands

4589. TO RECEIVE A REPORT FROM THE COMMUNICATIONS COMMITTEE AND CONSIDER ITS RECOMMENDATIONS: Cllr Tricker reported:
* Recent improvements have been made to our website and are continuing on a daily basis. Information from Google Analytics was noted with over 3500 sessions recorded in the past month by just over 2700 users.
* Updates from recommendations were made during the meeting.
* The Notice Boards will be looked at in the New Year. Also an up to date town map which highlights amenities. Consideration may be given for a small information pack for new residents to the town.
* Future meetings will be in January, March, July and October next year.

4590. TO RECEIVE AN UPDATE REGARDING THE RE-LAUNCH OF THE WEEKLY MARKET:
Cllr Howe advised the following:-

* A small committee had been formed to try and increase the footfall to the market.
* There will be a re-launch for the Market this Wednesday and a few stalls will be able to go into the Market Hall as well as the Market Place.
* No success as yet with the provision of music during the market hours
* We have not been able to locate previously used bunting
* The Town Crier gave out 500 flyers during the weekend to try and promote the market
* Cllr Howe thanked those involved for their hard work

4591. TO CONSIDER PROPOSALS FOR FUTURE DEVELOPMENT/MAINTENANCE OF THE MARKET HALL:
The Town Council have contributed £250 towards drawing up plans of the Market Hall as it is which we have received. The Action Sax Group are researching renovation and improvement for the Market Hall. They are going to give a presentation of their ideas next year together with a Business Plan.

4592. TO RECEIVE AN UPDATE ON SAXMUNDHAM RAILWAY STATION:
FOSS are still waiting for a response from Greater Anglia as there have been delays believed to be because the franchise is up for renewal in 2016.

4593. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:
* Cllr Plant had attended various Power Station meetings
* Cllr Mrs Jardine advised that the St. Georges’ Day letters have been circulated and she is having a meeting with BFRA next week.

* Cllr Ms Hailey advised there still had been no reply from the Housing Developers regarding the erection of bins.



4594. DATE AND TIME OF NEXT MEETING: 8 DECEMBER 2014 at 7.15pm








Meeting closed at 8.35pm.







SIGNED………………………………………………… DATED……………………………………….

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