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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 16th APRIL 2012
IN THE MARKET HALL AT 7:15pm

Present:

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

In attendance:

Mrs M. Gallop, Clerk to the Council
Mr Philip Hayes SALC Deputy Chair
EADT photographer
PC Kevin Stollery
PCSO Jamie Newson
7 members of the public

PUBLIC FORUM:
* Mr David Waldron who will be the manager at Tesco together with Lisa (Personnel Manager) introduced themselves to the Town Council. 80 recruits from the Saxmundham, Leiston and surrounding areas have been appointed so far predominantly on a part time basis with approximately 15% being employed on a full time basis. Staff will be given a minimum of hours to work with the opportunity to increase them if necessary. Tesco will be a small superstore where customers will be able to obtain their weekly shop and there will be a small non-food section selling a variety of items from batteries to newspapers and socks. Delivery lorries will approach Saxmundham from the Ipswich side resulting in them not having to go through the town centre. Tesco do have a community commitment and Mr Waldron advised that there is a significant interest in the local work.
* 4051 A resident advised that funding may be possible for the proposed shared pedestrian/cycle path from Low Road to Brook Farm Road, Saxmundham from a national body called Sustrans. However there will be a number of problems with the very narrow width of the existing path beside Tollgate Cottage and this project will be led by Kelsale Parish Council.

REPORT FROM THE LOCAL POLICE: A report had been circulated and PC Stollery advised the following:
* 11 crimes had been recorded in March with a mixture of criminal damage, assault, theft, possession of cannabis and a breach of Section 27 which is a ban for 48 hours from the area someone has been requested to leave.
* SNT priority remains for anti social behaviour in Saxmundham
* Cllr Mrs Damiral-White gave praise and thanks to PC Stollery and PCSO Newson who responded speedily to a call regarding an incident in the Market Place. PCSO Newson gave CPR and the ambulance arrived swiftly. Despite the dedicated and rapid response from the Police and Ambulance services the injured person died.

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton sent his apologies for non attendance.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Mrs Andrews, who is currently on holiday, had left a short briefing as follows:
* Several problems reported by tenants of Flagship Housing are being pursued
* Recommendation to the planning committee to read the National Planning Policy
* Planning Department at SCDC has been re-organised yet again with two officers being made redundant.
* Mixed reports received regarding the Harmoni out-of-hours medical service now operating out of Saxmundham surgery

Cllr Sir Peter advised that not much was happening within the District Council at present.


AGENDA

4069. 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.

4070. APOLOGIES FOR ABSENCE: Cllr Mrs Andrews, holiday

4071. MATTERS TO BE RAISED UNDER AGENDA ITEM 20:
Dog bins – Cllr Ken Howe

4072. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 12th MARCH 2012 TOWN COUNCIL MEETING previously circulated: Cllr Cooke proposed these as correct, seconded Cllr Mrs Damiral-White. Unanimously agreed and signed. Motion carried.

4073. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA: None

4074. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
681 SCC transfer of services to Eastern Facilities Management Solutions Ltd
682 Town Telegraph
683 Leiston & Aldeburgh Area Neighbourhood Watch Newsletters March & April
684 Linkup Newsletter
685 Suffolk Coast Business Spring Newsletter
686 AONB Newsletter
687 ESTA minutes of March meeting
688 SALC various courses
689 Sizewell A & B Stakeholder group report
690 The Localism Act: New rights and powers for communities
691 SPLIC agenda & minutes
692 Revised bus services operating in the area
693 Portas Pilots
694 email Steve Shaw – success on proposal to empower Town & Parish Councils
695 An introduction to Ancient Crafts for Modern People Saturday 16th June in Tunstall Forest

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY: None to date

177 Apache Approach at Framlingham College Saturday 28th April – free admission
178 Suffolk Coastal Services Ltd Footway Lighting in Saxmundham – agenda item
179 The Bungay Festival Diamond Jubilee Summer Ball Friday 13th July 2012 Help for Heroes - £40.00 per person
180 SALC Tuesday 22nd May 9.30am-1pm – The best days of your life. Cllr Ms Trotter-Langlois may be interested in this course.
181 Suffolk Coastal Parish & Town Council Information & Consultation meeting Tuesday 24th April at SCDC and Monday 30th April in the Market Hall, Saxmundham 6.30pm-8.30pm – attendance recommended.
182 Suffolk Police Authority Police & Crime Commissioners – Is Suffolk ready? 9 May 2012 9.30am-1pm at Police Headquarters, Martlesham Heath. If any Councillor wishes to attend this important meeting please contact the Clerk.
183 CYDS AGM 26th April at 7pm at Leiston. Cllr J. Cassels offered to attend.
184 Grace Fischer – letter of complaint regarding speed limit through Saxmundham. Clerk to respond.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C331
Geraldine Barker
Complaint about proposed special market and closure of High Street
Refer to the Businesses of Saxmundham (BOS)
C332
David Porter
How the Localism Act affects the environment – register before 20th April
Clerk to register and give copy to Cllr Mrs Damiral-White

4075. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Cllr Sir Peter encouraged Councillors to attend the St. Georges’ Parade this coming Sunday 22nd April, forming up in the Market Place at 2.15pm.
The Clerk advised that her community worker had received injuries to his arm and shoulder whilst walking along the pavement in Church Street last Friday. He was sent to the Doctors surgery and was x-rayed at Ipswich Hospital. Fortunately no bones were broken but physiotherapy is necessary A bus hit our voluntary worker with the wing mirror but the driver failed to stop. The Police and Highways have been informed because the narrowing of the pedestrian access in Church Street during building construction is causing grave concern regarding safety. The Clerk will follow up her telephone call to Highways with her written concerns.

4076. FINANCE REPORT:
* To approve the monthly finance report to end of March 2012 – Cllr Cooke proposed this as correct, seconded by Cllr Sculley. Unanimously agreed. Motion carried.

4077. TO RECEIVE AN UPDATE ON THE SAXMUNDHAM TOWN PLAN: Cllr Tricker advised that the steering group continue to meet reviewing various ideas for improvements and development within the town. A public meeting will be held in the Market Hall on Saturday 12 May at 10am to review the progress and hopefully acquire volunteers particularly from the elderly and youth sectors. It is envisaged that a lottery bid will pay for the research costs involved. The final report to the Town Council will be given in January 2013 and notices for agendas and meetings can be found on the website www.saxtownplan.org.uk

4078. TO CONSIDER THE PROPOSAL TO ACCEPT OWNERSHIP OF AND ALL RESPONSIBILITY FOR THE INSTALLATION OF THE FOOTWAY STANDARD LIGHTING UNITS IN SAXMUNDHAM BY FITTING NEW REPLACEMENT LANTERNS (ALL PRODUCTION OF MPFU LAMPS ARE CEASING AS THEY CONTAIN MERCURY AND THEREFORE DO NOT CONFORM TO THE LATEST EC NO 245/2009 AND WILL BE ILLEGAL FROM 2015):
* It was presumed that these lights are those used on footpaths off the roads eg Harpers Lane, path from Mill Road to Seaman Avenue, and the path by the Gull from North Entrance to the back of the Primary School. Cllr Willett proposed that we reject the proposal to take over responsibility of the lights. Seconded by Cllr Cooke – Unanimously agreed. Motion carried.

4079. TO APPROVE THE STATEMENT OF ACCOUNTS FOR THE YEAR 2011 – 2012(Sections 1 & 2) (papers attached) Cllr Willett proposed these as correct, seconded by Cllr Cooke. Unanimously agreed, signed by Cllr Sir Peter and the Town Clerk. Motion carried.

4080. TO RECEIVE AN UPDATE REGARDING THE DIAMOND JUBILEE CELEBRATIONS: Cllr Howe had circulated an update on the celebrations which should be finalised by the May meeting and published in the next issue of Saxmundham News.

4081. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral White reported:

The following applications had been discussed at the meeting on the 2nd April:-

C12 0437
Tesco Store, Land & buildings south of Church Street, Saxmundham
Erection of a Gantry sign and a pole mounted sign
The committee supported this although the orientation of the sign D1 needs to be north south rather than east west. Unanimously agreed. Motion carried.
C12 0438
Tesco Store, Land & buildings, south of Church Street, Saxmundham
Promotional and informative signage mounted to the new Tesco store
The committee supported this. Unanimously agreed. Motion carried.
C12 0461
John Bolingbroke, 11 High Street, Saxmundham
Change of use of premises above the shop into a maisonette flat and outbuildings into two dwellings including external alterations.
The committee have serious concerns about the lack of parking and vehicular access and egress onto the main road in Saxmundham but no objections to the actual development .Unanimously agreed. Motion carried.

The meeting was closed for a presentation.

Mr Philip Hayes SALC Deputy Chair attended the Town Council meeting. He presented an award to Saxmundham Town Council for the reaccreditation of quality status and congratulated the Clerk and Councillors for their achievement. Cllr Sir Peter Batho thanked the Town Clerk for all her hard work towards retaining this qualification. The East Anglian Daily Times photographer then took pictures of the Council.

The meetings was then re-opened for business.

To discuss the following planning applications:

C12 0618
Tesco
Land & Buildings South of Church Street, Saxmundham
Erection of 4 trolley bay enclosures and erection of enclosure to external scissor lift to unit 1
Cllr Willett proposed support, seconded by Cllr Cooke. Unanimously agreed. Motion carried.
C12 0619
Tesco
Land & Buildings south of Church Street, Saxmundham
Erection of 4 solar collectors on the flat roof on the western elevation
Cllr Willett proposed support, seconded by Cllr Cooke. Unanimously agreed. Motion carried
C12 0688
Mr P Cook
84 Fairfield Road, Saxmundham
Erection of two-storey extension to form double garage with living accommodation over
Cllr Willett proposed support, seconded by Cllr Cooke. Unanimously agreed. Motion carried
C12 0710
Martin McColl Ltd
6-8 Market Place, Saxmundham
Removal of second floor window to rear of building and installation of a louvred panel. Installation of an conditioning condenser unit internally to second floor room up against new louvre panel.
Cllr Mrs Damiral-White proposed support, seconded by Cllr Howe. Unanimously agreed. Motion carried

Planning consent given from Suffolk Coastal District Council:-

C11 2864 Variations to planning conditions attached to planning permission Rendham Road, Saxmundham - SCDC planning permission granted notwithstanding the Town Council’s objection:
C12 0215, 3 Fromus Walk, Saxmundham, erection of rear conservatory
C12 0092, Burnt House Farm, Rendham Road, Saxmundham , change of use from agricultural land to residential cartilage and creation of bund

4082. TO DISCUSS ST. GEORGE’S DAY PARADE: Arrangements are being finalised and the Parade will go ahead thanks to the Rotary and other volunteers who will carry out marshalling duties. The Charity Market will be held in the Market Hall this year and there will be a ‘spot the odd object window competition’.

4083. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Sculley reported on various options for a wish list.
* New stage curtains are being sourced at a cost in the region of £8000. To date we have a grant offer of £1000 to be used in the near future
* The purchase of a dishwasher for £1500 was proposed by Cllr Sculley and seconded by Cllr Willett. 9 votes for - Cllr Sir Peter voted against. Motion carried on majority. This purchase is necessary for hygienic reasons together with enhancing the saleability of market hall services.
* Sound system and hearing loop for £2,500 are essential and Cllr Rae Leighton has offered assistance through the Locality Budget
* Cllr Ms Trotter-Langlois offered to source various funding opportunities to assist update the Market Hall to a competitive standard to our competitors.
* Cllr Fisher offered to be the deputy key holder

4084. TO RECEIVE AN UPDATE FOR THE OLYMPIC TORCH: Events are proceeding well and a full report will be published in the next edition of Saxmundham News. A barn dance will take place in the Market Hall on Saturday 7th July

4086. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: The Town Clerk advised that the latest issue of Saxmundham News has just been distributed. Copy for the next issue must be in by May 1st. Cllr Ms Trotter-Langlois offered to create a facebook page on the website.

4087. TO RECEIVE AN UPDATE ON THE OWNERSHIP OF FROMUS SQUARE: The valuer at SCDC had sent an update regarding the proposed ownership of Fromus Square. The Clerk will obtain an estimate of costs from the solicitors before appointing them to deal with the various transactions.

4088. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Cooke gave a report from the Finance Committee meeting:-
.
* The use of the £10,000 from section 106 monies from the Hopkins Homes development was discussed in detail. This money will be used for the benefit of the town centre and a wish list had been created by the committee. The Clerk will obtain quotations for the painting of the exterior of the Market Hall, lighting in Fromus Square, some grit bins and the cost of changing the lamp standards in Station Approach.
* Cllr Fisher proposed the Town Council request that the overhead cables in the Seaman Avenue Park are put underground free of charge, seconded by Cllr Cooke. Unanimously agreed. Motion carried.
* Cllr Cooke declared that the money increased and agreed in the Precept would be fully used regarding salaries.


4089. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
Dog bins – Cllr Ken Howe enquired about a dog bin that had been vandalised near the Primary School
and the provision of a further one near the bridge on Henley Road. The Clerk already had these in
hand.


4090. DATE OF NEXT MEETING: 23rd April 2012 Annual Town Meeting, 14th May AGM and Town Council Meeting






Meeting closed at 9.25pm





Signed………………………………………… Dated…………………………………..……….
* Page 6 of 6 Town Council 16 April 2012

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