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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 12 NOVEMBER 2012
IN THE MARKET HALL AT 7:15pm

 

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



In attendance:

Mrs M. Gallop, Clerk to the Council
Sgt Nigel Tompsett
6 members of the public



The Chairman, Cllr Sir Peter welcomed everyone to the meeting and advised that he had been very impressed with the turnout at the War Memorial in Fromus Square for the Remembrance Sunday service.

PUBLIC FORUM:
* Seaman Avenue Play Area – concern expressed over the removal of some play equipment and no replacements as yet. Equipment had been removed for safety reasons. The zip line had been taken down but has not worked for the last six years and would cost more to repair than purchase new.
* Suggestions were made with regard to possible Section 106 for the new development on Rendham Road – Cllr Mrs Andrews to investigate.
* Concern was voiced over the new opening for the pedestrian crossing from Waitrose car park as there were a number of steps but the disabled will be able to cross the zebra crossing, turn left and then go up the original path.
* Vote of thanks given to our caretaker, Judy Chesterfield, who arrived at 6am for cleaning the Market Hall after a previous nights’ event in readiness for the refreshments after the Remembrance Service in Fromus Square.


REPORT FROM THE LOCAL POLICE: Sgt Tompsett advised that 11 crimes had been recorded for October -
2 thefts, 3 criminal damage, 5 assaults and 1 motorist failing to stop for the Police. The Crime reduction advice given was for better security needed with outbuildings and sheds as if left insecure make easy targets for prospective thieves.
Apparently there have been further incidents regarding a group of youngsters originating from Leiston. Sgt Tompsett advised that this is a continuing issue and they were doing their best despite having insufficient numbers of Police in this economic climate.

REPORT FROM THE COUNTY COUNCILLOR: Cllr Leighton had given his apologies for absence due to being on holiday.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Tricker thought that supplementary guidance was
needed regarding Solar Farms but Cllr Mrs Andrews, who is a member of the Planning Committee, advised that no discussions had taken place at the District Council yet.

AGENDA

4189. 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. Cllr Cassels declared a pecuniary interest as he is now the Editor of the new monthly newsletter the Town Herald which will be in competition with our Saxmundham News for advertisements the Editor of the new monthly newsletter the Town Herald which will be in competition with our Saxmundham News for advertisements.

4190. APOLOGIES FOR ABSENCE: Cllr D Willett, work commitments

4191. MATTERS TO BE RAISED UNDER AGENDA ITEM 18:
4191.1 Grit Bins – Cllr Mrs D Sculley
4191.2 Olympic Torch Flags – Cllr Mrs D Sculley

4192. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 8 OCTOBER 2012 TOWN COUNCIL MEETING previously circulated:

4193. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
4182 To date SCDC have not obtained the Deeds for Fromus Square from the Land Registry
4183 Clerk to write a letter of thanks to Mr P Cook from the Lord Lieutenant’s Office.

4194. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
654 SALC Forthcoming courses
655 Suffolk Acre update
656 Aldeburgh Business Association – Christmas lights
657 Woodberry of Leamington Spa brochure
658 Suffolk Hedgerow Survey Newsletter
659 Directory of Resources for Voluntary Organisations



B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

201 Email draft EDF Statement of Consultation with the Community Tuesday 13th November 7.30pm at Leiston Community Centre . The Stage 1 consultation will begin on 21 November and will run for 11 weeks closing on 6 February 2013. Various exhibitions will take place and one will be held in the Market Hall on Thursday 29 November from 2pm – 8pm.
202 Suffolk Acre – Volunteers needed to help vulnerable people stay warm. Over 56,000 or 1 in 5 households in Suffolk are estimated to be in fuel poverty with an average of over 400 ‘excess winter deaths’ a year
203 Suffolk Acre – Extraordinary General Meeting 26th November 6pm at Brightspace
204 Police & Crime Commissioner – elections Thursday 15th November for the new position of the Police and Crime Commissioner.
205 email SCDC regarding Sizewell C Joint Local Authorities Group Chairman’s Update. This will be published at regular intervals.
206 email Rebecca Smithers – Poor drainage of Fairfield Drive - this is designated as a private road and is not adopted and is therefore the residents own responsibility for the upkeep. Clerk to liaise with Suffolk County Council and advise the residents to contact them.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:


C356
Email Caroline Rinder SCDC
Autumn budget meetings
Meeting tonight has been cancelled due to low bookings. The meeting on 19 Nov on SCDC Cllrs Mrs Andrews and Fisher will attend
C357
Nicola Corbett
Sizewell C Statement of Community Consultation
Sizewell C newsletter has been sent to all the homes and businesses in a 10 mile radius of Sizewell.
C358
Email Malcolm Blakeney
AGM of SPLIG Wednesday 23 January 2013 at Leiston Community Centre. – meeting on 13 November has been cancelled
Circulation






4195. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Cllr Sir Peter attended a meeting with Chairman of Local Parishes held at Snape by EDF to announce the beginning of the Consultation of Sizewell C Local Forum. If the building of Sizewell C goes ahead it will take a number of years to complete. As Sir Peter will relinquish his position of Chairman in May next year he wondered if anyone else would like to take on the role as representative as all Chairmen are members.
The Town Clerk advised the following:-

* The next meeting of the Finance Committee will be held on Monday 3rd December 2012
* A bench is being given to the Town Council and will be placed along the footpath behind the Primary School
* A reminder was given to those Councillors who had not registered their interests on the website as this is a legal requirement. Since the Localism Act it is a criminal offence to discuss a topic that you may have an interest in but have not recorded it with the District Council. The original deadline was at the end of September.

4196. FINANCE REPORT:
* To approve the monthly finance report to end of October 2012 – Cllr Cooke proposed this as correct, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.

4197. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN: The questionnaire needs to be refined and will be circulated in January 2013.

4198. TO APPROVE A REQUEST OF PLACING ORIGINAL FOOTBALL GOALS ON THE MEMORIAL FIELD AND TO RECEIVE AN UPDATE OF ACTIVITIES OCCURING ON THERE and RESPOND TO SCDC APPLICATION FOR SAXMUNDHAM POSITIVE ACTIVITIES FOOTBALL PROJECT FOR OUTDOOR PLAYING SPACE FUNDING FOR £2136.OO:
The Clerk received a letter from Ms D S Goddard who advised the Town Council that she is now making an application to Suffolk Coastal for Outdoor Playing Space Funds to purchase two vandal proof football goals for use on the Memorial Field for the young people who engaged all summer with the football programme. The Town Councillors unanimously supported this purchase and the placement of the goals on the Memorial Field.. Motion carried. Cllr Ms Trotter-Langlois did not vote as she is a member of the SAVVY committee.

4199. TO CONFIRM SAXMUNDHAM TOWN COUNCILLORS OBLIGATION TO DECLARE THEIR INTERESTS
: Cllr Tricker advised that on checking the public available registry on the Suffolk Coastal District Council website he was amazed to discover that only four Councillors were registered and neither of them were the Chair or the Vice Chair. He expressed an exhortation on fellow councillors to meet their obligations and show that as Town Councillors we are fully compliant with the law. It is a legal obligation on each Councillor under the Localism Act to complete this obligation themselves and keep their interests up to date.

4200. TO CONFIRM THE WORKING HOURS OF THE TOWN CLERK: Cllr Sir Peter thought that this should be deferred until December because the Personnel Committee had not met recently. However Cllr Mrs Sculley disagreed because at the last Personnel meeting it had been agreed to put this to the full Council at theNovember meeting. Cllr Cooke agreed with Cllr Mrs Sculley and it was decided that the subject would be discussed at the end of the meeting, en camera.

4201. TO DISCUSS THE RENT OF THE MARKET TRADERS DURING INCLEMENT WEATHER: A discussion about whether a reduction in rental should be allowed for a certain period of time, reverting back to the full cost. Cllr Tricker proposed that a 25% reduction be given for the months of December, January, February and March due to the combination of the winter months and the present economic climate, reverting back to the full rental from April 2013. Cllr Howe seconded this proposal. 7 Councillors voted for, 3 against. Motion carried on majority. The Clerk will inform all the traders this week in writing.

4202. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:
Cllr Mrs Sculley reported:
Cllrs Mrs Sculley & John Fisher met with Keith Moore, a retired Surveyor, from Yoxford, who had previously offered his services free. Mr Moore went over the hall, stage, toilets and kitchen and his conclusion was that the Market Hall is a small town community centre and the hall itself meets the needs of local people. He said we could spend thousands removing the floor but why replace when there is not a lot wrong with the present one. He felt the hall is tired and could do with painting, the stairs to the stage could possibly be carpeted and the gentlemen’s toilets could possibly be updated. The kitchen is fine. In his opinion he felt any serious money spent on the hall would not be recouped and in this day and age it would not be appropriate for a Town Council to spend hundreds of thousands of pounds on updating a local community hall – just keep the hall clean and bright.


4203. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported:

C12 2200 – Part side garden, The Chestnuts, Church Street, Saxmundham – could this new application be supported rather than not objected to! This application is outside of the Town development and the Planning Committee had no objections when they discussed it on the 5th November. The Council debated this issue and unanimously supported the Planning Committee’s decision of no objection. If the applicants do not receive a positive response from the District Council they will be able to register an appeal.
C1234 6-8 Market Place, Saxmundham – Installation of internally applied vinyl graphic signs depicting
products – comments needed – 4 against 1 no objection.
The committee unanimously agreed that unless the Town Council are specifically involved or asked by other parishes for our opinion regarding Solar Parks consideration does not apply.

Planning permission received from SCDC:.
C12 1123 Land west of 56 to 80 Mayflower Avenue, Saxmundham – SCDC permission for Outline planning for 20 dwellings

4204. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: The Clerk advised that the website server was down. Cllr Fisher clarified this information advising that Skymarket have merged with another company resulting in problems that have not been resolved as yet and the Clerk is not able to update anything on the website at present.
Having previously declared an interest in Saxmundham News Cllr Cassels left the room. Saxmundham News should have been delivered today but unfortunately no-one had received a copy. This is the second edition since the editorial has been taken over by Mr C Burslem. Cllr Mrs Andrews commended him for his sterling work and advised that she could not find anything that would contravene the rules regarding Leiston Press obtaining advertisers and printing the newsletter nor the fact that Saxmundham News is in competition with advertisements with the new monthly newsletter, the Town Herald. Cllr Cassels returned to the meeting.

4205. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Howe attending a BOS meeting and advised that the Christmas trees will be put up on Tuesday 20th November and taken down on the 5th January. The delivery will be next Monday 19th November.
He informed the Council that Saxmundham will be sharing the Mary Portas initiative Award with neighbouring towns. He will give a further update at the December meeting.

4206. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
4191.1 Grit Bins – Cllr Mrs D Sculley advised that the provision of grit bins was discussed in February of this year and the working party need to meet to clarify the most needed sites for grit bins.
4191.2 Olympic Torch Flags – Cllr Mrs D Sculley requested clarification regarding the barriers and flags that had been ordered and paid for which didn’t arrive for the Olympic Torch on 5th July. The Town Council paid £2662.36 and only received 4 banners but the flags which were promised for erection on the eve of 4th July did not arrive. This matter needs to be pursued and the Clerk will investigate.


4207. DATE OF NEXT MEETING: 10 DECEMBER 2012 - Apologies for absence for this meeting were given by Cllrs Mrs Andrews and G Cooke.


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