Saxmundham Town Council
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 08 SEPTEMBER 2014
Present: Cllr J. Fisher – Chairman
Cllr Mrs M Andrews
Cllr Sir Peter Batho
Cllr K Howe
Cllr Ms L Hailey
Cllr Mrs L Jardine
Cllr R. Plant
Cllr Mrs D Sculley
Cllr Ms C. Trotter-Langlois
In attendance: Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
PCSO Thora Taylor
County Councillor Michael Gower (late arrival due to attending 2
8 members of the Public
Richard Cornwell, EADT
* There is an electric cable sticking out from a paving stone outside
the Factory Shop and Costa Coffee. The Clerk reported it to Highways
a few weeks ago but there is a dispute between them and the landowners
so the cone remains in place.
* John Deans who had submitted a proposal for different road markings
at the Tesco’s entrance will be given contact details of Highways
by Cllr Fisher.
* The footpath from the Free School to Mill Rise is overgrown –
the Clerk has already reported this to Highways.
* The subject of the dog bin near the Memorial Stone on the Memorial
Field has again been brought up. However, as previously notified
this will be assessed once the new Memorial Stone is placed –
either the plaques will be re-sited or the bin will be.
* The Town Clerk was delighted to inform everyone that free parking
on the Market Place car park has been obtained on Market Days only
(Wednesdays) from 10am until noon. However, we are awaiting the
erection of signs from SCDC.
REPORT FROM THE LOCAL POLICE: (report attached)
PCSO Thora Taylor reported 16 crimes had taken place this month.
There will be an opportunity to have a free code placed on catalytic
converters and PCSO Taylor will inform the Clerk of the date.
The never ending problem of parking in the High Street was again
brought to the attention of the Police. Irresponsible parking causes
more traffic problems and hold ups than the traffic lights. Parking
on the zig zags is totally illegal and Thora has been in discussion
with both banks as users of their ATM’s consistently park
REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Sir Peter advised that SCDC will be discussing moving the location
of their offices from Melton Hill at their meeting on Wednesday
4547. TO RECEIVE DECLARATIONS OF INTEREST:
* To Receive Amendments to the Register – None
* 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
– Not applicable
4548. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE:
Cllr D. Tricker, holiday, Cllr D. Willett, work commitments
4549. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF
14 JULY 2014 TOWN
COUNCIL MEETING previously circulated: Unanimously agreed. Motion
4550. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:
Action By Status
Action 4538 Town Clerk
The Town Clerk was pleased to confirm that free parking from 10am
to 12 noon has been approved on Market Days for the foreseeable
4530 Town Clerk The fruit trees will be purchased after the
drainage of the Memorial Field has been sorted.
4531 Cllr Fisher - Cllr Fisher has drawn a new map for this
month’s Saxmundham News
4531 The Clerk and her Assistant - The Clerk and her Assistant
have completed a number of updates on the website and continue to
do this daily
4551. TO CONSIDER CORRESPONDENCE RECEIVED:
A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
756 1st Saxmundham Guides – thank you for donation
757 Suffolk Police Community Safety Unit
758 email John Deans – proposal to amend road markings B1119
& entrance to Tesco car park
759 email Amy Capon – Routine channel maintenance work. River
760 email Rural Services Network
761 email Louise Bradshaw – Community Action Suffolk’s
762 email Colin Dennison – report on Music Festival
763 email Rachael Fordham – Greener Sax
764 St. John Ambulance – first aid courses
765 The Local Government Boundary Commission
766 ESTA Members’ Bulletin
767 Jayne Cole – new service
768 email Simon Hankin consultation East Suffolk Lines
769 SCC – Review of children’s centre services in Suffolk
770 ESTA Journey survey for buses & trains – please complete
771 SCDC Leisure Strategy
772 Pete Rowberry – pressure on Saxmundham Health –
our GP practice
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
266 SCC East Suffolk Networking Event 10 September at The Riverside
Centre 10am-12 noon –
no-one was able to attend
267 Coffee caravan – Addressing Loneliness in Rural Communities
Friday 7 November Hacheston Village Hall – Cllr Mrs Sculley
expressed an interest in attending and will request further details
from the Coffee Caravan when it is in Benhall.
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C444 Suffolk Police, Suffolk Neighbourhood Watch Association
C445 St. John Ambulance, First Aid Regulations for workplaces,
4552. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
Cllr Fisher expressed his sincere thanks to the Editor of Saxmundham
News, Mr Chris Burslem, who is retiring from that position which
he has fulfilled for the last two years. Mr Burslem and his team
have done a tremendous job for which we are all very grateful. In
future Leiston Press will edit, circulate and produce Sax News.
They will print Sax Town Council news as a four-page spread insert
and charge £120.00 per month for this service.
4553. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND
CONSIDER ITS RECOMMENDATIONS:
* To approve monthly Finance Reports to the end of July and August
2014 – unanimously agreed. Motion carried.
* To approve a contractor to implement new fencing at Chantry Road
Play Area - Unanimously agreed to use Suffolk Coastal Services from
the three quotations requested. Cllr Plant proposed, seconded by
Cllr Mrs Sculley. Unanimously agreed. Motion carried.
* To consider the purchase of the Police Station – Cllr Plant
advised that the finance is in place for when this purchase reaches
fruition. It is recognisable by all that the Police Station is of
a great community value. Cllr Plant proposed that we accept a budget
of up to £175,000.00 for the purchase and repairs of the Police
Station - seconded by Cllr Fisher. Unanimously agreed. Motion carried.
* To consider drainage of the Memorial Field. A lengthy discussion
ensued regarding clearing the ditch and draining the Memorial Field.
Draining of the whole field would cost in the region of £28,000.00.
Clearing the ditch would be approximately £1200 and Cllr Mrs
Jardine advised that the gas pipes need locating. Cllr Fisher proposed
that we should request the Gas Board look into the location of the
piping and once this is done to clear the ditch. Cllr Mrs Jardine
seconded this proposal. Unanimously agreed. Motion carried.
* To consider a contribution of the costs of widening the footway
in Rendham Road – The north side of Rendham Road needs widening
and the property owners are willing to donate part of their land
to Highways to enable them to make the area safe by providing a
pathway along that part of Rendham Road to the point opposite the
Memorial Field gate where pedestrians can cross to use the footway
on the south side. The scheme will cost in the region of £35,000.00
and SCC have requested up to £25,000.00 from the Town Council.
This scheme needs to be done as quickly as possible and Cllr Howe
agreed as he said there could be an accident if action was not taken
immediately because a safe passageway from the new estates to the
town was necessary. Cllr Plant proposed that we contribute up to
£25,000, seconded by Cllr Howe. Unanimously agreed. Motion
4554. TO RECEIVE A REPORT FROM THE COMMUNICATIONS COMMITTEE
AND CONSIDER ITS RECOMMENDATIONS:
* To consider the Terms of Reference of the Committee
As the Chairman, Cllr Don Tricker, was not present this has been
deferred until the October Town Council meeting.
Report from the County Councillor – meeting was closed
County Cllr M Gower arrived late due to previous commitments. He
advised that work on the traffic lights near the supermarkets would
begin week commencing 20th October 2014.
Finances – numerous meetings regarding the budget because
SCC have to make large cuts next year whilst attempting to upkeep
all the services.
Education – improving slowly particularly with certain grades
Highways – many issues are still ongoing
A 10 minute break ensued.
4555. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:
Land West of 10 Henley Close, Saxmundham
Construction of a two storey 4 bedroom dwelling complete with garage
with brick external walls & tiled room
The Town Council had no objections
Saxmundham Primary School Brook Farm Road, Saxmundham
Installation of single temporary classroom unit
This was supported but has already been completed.
Church Place Retail Park, Church Street, Saxmundham
Proposed free standing advertisement & directional signage
The Town Council had no objections but noted that west is labelled
north on all the plans
Land between Rendham Road & A12 Rendham Road, Saxmundham
Application to vary condition 1 of planning consent DC/13/3263/ARM
to allow for the use of a different brick from that previously approved
Cllr Sir Peter declared an interest. The Town Council had no objections.
Quercus Cottage, 35 Church Hill, Saxmundham
T1 sycamore 20% crown thin, crown lift to 5m, crown reduction by
T1 Sycamore – fell following recent storm damage to house
from falling limb
Woodlands, Fairfield Drive, Sax
To reduce 3 no Cypress conifers by 30% (3m)
4556. TO APPROVE & ACCEPT THE AUDITED ANNUAL RETURN
FOR YEAR ENDED 31 MARCH 2014:
Cllr Plant proposed the Audit as correct, seconded by Cllr Howe.
Unanimously agreed. Motion carried.
4557. TO CONSIDER FUNDING THE EMPLOYMENT OF A PART-TIME
YOUTH WORKER FOR SAXMUNDHAM : Cllr Mrs Andrews declared
a non-pecuniary interest in the Youth Club.
TO CONSIDER APPROVAL TO SITE A PORTABLE BUILDING ON THE
The two items above were discussed together. Cllr Plant explained
that there were no facilities for our youth. Club Sax has finished
and Cllr Plant has been researching portable buildings. He said
that the Town Council were in a position to provide the facilities
for the youth and hoped we could strive to obtain the venue, facility
and a qualified Youth Worker by the end of the year. Cllr Sir Peter
enquired whether the Scouts had any objections – there were
none as Cllr Plant and Haydn Morris have been in close contact regarding
Cllr Fisher proposed that in principle we allow the siting of a
portakabin to be placed relatively close to the Scout Hut on the
Memorial Field . The portakabin would be similar to the one at the
Primary School approximately 9 x 9.6 in size or 6 x 12 and have
a separate septic tank. Cllr Mrs Andrews seconded this proposal.
Unanimously agreed. Motion carried.
Cllr Fisher made a further proposal to budget £10,000 pa for
rental of the building and £20,000 pa for the funding of two
youth workers. Cllr Sir Peter congratulated Cllr Plant on his hard
work and excellent report on this particular matter. However, he
did not agree with the amount of money needed for the provision
of qualified youth workers. He thought it was a large amount of
money for a small number of people in Saxmundham. Motion carried
on a majority vote.
4558. TO DISCUSS PARTNERING WITH BROOK FARM RESIDENTS ASSOCIATION
FOR THE 2015 MUSIC FEST:
Cllr Plant advised that the Music Fest was a great success and thought
that the Town Council could partner Brook Farm Residents Association
with next years’ event. Workshops are held before the music
festival by providing training for the young people and money needs
to be in place before that occurs. This years sponsorship was sought
and obtained but that is unlikely to occur next year. The cost of
the event was around £12000. If the Town Council went into
partnership with BFRA this would be a cohesive event and could be
called Saxmundham Music Fest as many people living in the town are
not keen on various resident associations. If we provided around
£10,000 this could be obtained from ear marked reserves and
this will be discussed at budget meetings in the near future.
4559. TO RECEIVE A REPORT FROM THE REPRESENTATIVES of DOG
WARDENS: (report enclosed)
At present Cllr Hailey advised that neither of the contractors have
replied to our correspondence and further letters need to be sent.
A location for a dog bin has been identified in Saxon Road and nine
letters have been sent out to neighbouring residents regarding this.
So far three people have responded with some concerns which are
being addressed. The subject of the bin on the Memorial Field close
to the plaque is already being addressed and Cllr Hailey was disappointed
that this subject has arisen again as it is in hand. The Memorial
Field is primarily for recreation as we now have a War Memorial
in Fromus Square. Cllr Mrs Andrews again raised the question of
ownership of Fromus Square. The majority of this is owned by the
District Council. Cllrs Louise Hailey and Lyn Jardine have worked
extremely hard in researching various problems regarding the siting
of dog bins and the increasing problem of dog fouling. The Town
Clerk gave her sincere thanks for all their hard work.
4560. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Howe advised that there will be a Retail Forum regarding the
regeneration of Saxmundham next Monday evening and he hoped that
all Retailers and Councillors will attend. Mr Ewart had previously
been in contact with the Clerk with this request.
4561. TO AMEND THE STANDING ORDERS TO SPECIFY THE STATUS
OF EX OFFICIO MEMBERS OF THE COMMITTEES:
Cllr Fisher advised that this needed clarification and he had been
in touch with SALC. At present we have three nominated members on
each committee and the Chairman and Vice Chairman of the Town Council
are ex officio members. If any nominated members do not attend a
meeting the meeting would not be quorate unless the Chairman &
Vice Chairman of the Town Council have a vote. Cllr Fisher proposed
that the standing orders are amended accordingly. Cllr Sir Peter
seconded this. Unanimously agreed. Motion carried.
4562. DATE AND TIME OF NEXT MEETING: 13 OCTOBER
2014 at 7.15pm
Meeting closed at 09.20pm.