MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 13th JULY 2009
IN THE MARKET HALL AT 7:15pm

Present:


Cllr. B. Jones, Chairman
Cllr. Mrs. M. Andrews
Cllr. Mrs. R. Damiral-White
Cllr. J. Fisher,
Cllr. K. Howe
Cllr. G. Moye
Cllr. M. Palman
Cllr. Miss B. Peall
Cllr. Mrs. D. Sculley
Cllr. Ms C. Trotter-Langlois
Cllr. Col R. Warren
Cllr. D. Willett

In attendance:

Mrs M. Gallop, Clerk to the Council
Sgt Daye Goddard
PCSO Thora Taylor
Mr Lee Smith,Highway Engineer SCC
13 members of the public







A presentation of the SABRE Award ( Saxmundham Award for Business and Resident Enterprise).

The SABRE Award is awarded to the person or business, who in the opinion of the judging panel, has worked extensively for the benefit of Saxmundham and its residents or “gone the extra mile”.

The award was presented to Mrs Helen Revell for her contribution to the Saxmundham Community. Mrs Revell is Saxmundham’s Town Recorder and is a real supporter of events that happen in Saxmundham.

PUBLIC FORUM:

* Rumours have been circulating regarding the vandalised Scout Hut. The renovation of the Scout Hut will be entirely down to the Scouts and does not have anything to do with any other organisation. The Scout Hut belongs to the Scouts and they lease part of the Memorial Field where the Scout Hut stands.
* Praise and thanks were expressed regarding the beautiful floral display around the town.
* Mr Lee Smith, Highway Engineer from Suffolk County Council, advised everyone about the necessity of placing H markings particularly in an area of Heron Road that has been the subject of a neighbour’s dispute causing great upset and hours of wasted police time.

REPORT FROM THE LOCAL POLICE: Sgt Goddard presented the Police report (attached) and advised the following:-
* Unfortunately criminal damage has increased and there have been 14 damage related offences during the last month. Crime is monitored and analysts’ from the Intelligence Unit at Halesworth decide if an analysis is necessary in a particular area.
* Three people have been interviewed regarding the vandalised Scout Hut and one was arrested. Further investigation will continue. There was a presentation at the Middle School given by PC Stollery at the Middle School with representatives from the Fire Station present on Monday 13th July regarding all aspects of criminal damage including arson
* One of the three main priorities of the SNT is to monitor the boy racers speeding around various areas of Saxmundham. The Market Place area has been quieter recently but the High Street racing has increased.
* Mr Lee has assisted the Police with regard to wrongly marked yellow lines in an area of Chapel Road
* Seasonal drinking plus more people on the streets always seems to increase the number of crimes at this time of the year
* An incident occurred at the school regarding assault on a fellow pupil and has been dealt with. Common assault took place in Saxon Road a couple of weeks ago but the Council were advised that if a crime number had not been given to the victim the crime is not recorded and Sgt Goddard will look into this particular incident.
* Vehicular misuse by young people will be looked into very closely – enforcement options can be used and cars can be seized.


REPORT FROM THE COUNTY COUNCILLOR: Cllr Leighton was unable to attend the meeting and a report was not available.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Batho had sent his apologies for non attendance due to an urgent commitment. Cllr Mrs Andrews reported the following:-
* It appears that SCDC will be looking to make several cut backs in the future and Mrs Andrews felt strongly about the need for public consultation for Town and Parish Councils regarding financial priorities.
* The Unitary Review went to the judicial review who decided that the most favoured option had not been discussed sufficiently and further consultation was necessary. Extending Public Consultations is just wasting time and turning out to be a financial farce that looks like possibly being timed out before the next election.
* The application for a wind farm at Parham was approved and discussed three years ago. Apparently not much has been heard of since the approval and in that time a house has been built on a bend in Marlesford making it impossible for vehicles to transport the turbine blades through the village. The applicants will have to make alternative arrangements if they wish to proceed with the wind farm.

AGENDA



3483. 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. Cllrs Mrs Damiral White and Miss Peall declared an interest in agenda item number 11 regarding the Scout Hut.

3484. APOLOGIES FOR ABSENCE: Cllr Sir P Batho, previous commitment, Cllr Cooke, holiday,

3485. MATTERS TO BE RAISED UNDER AGENDA ITEM 18:
3485.1 St. Georges’ Weekend expenditure – Cllr G Moye

3486. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 8th JUNE 2009 MEETING previously circulated: Unanimously agreed and signed. Motion carried.

3487. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
3467.1 Cllr Mrs Damiral-White purchased the halyard but unfortunately the flag was unable to be flown on Armed Forces Day
The Clerk is still awaiting receipt of a third quotation for the Memorial Board
The Clerk had been at a meeting with the Senior Solicitor, Mr Burridge, at Suffolk Coastal. He has written to Waitrose regarding ownership of parcels of land in Fromus Square but Waitrose were unaware of their ownership. Their property manager Kate Frearson is not yet in post but Mr Burridge will liaise with her as soon as possible.
The Clerk is still awaiting quotations for maintenance costs for Saxmundham in Bloom.
The Clerk has consulted the legal team at SCDC regarding letting out the forecourt on a Wednesday for a similar stall as is on the weekly market in the Market Place.
Cllr Sir Peter had clarified the query regarding sponsoring floral displays near Notcutts, Woodbridge – the developers financed them through Section 106.


3488. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

363 Suffolk Link Involvement Networks
364 Suffolk Constabulary – update on incident Litter bin Mill Road
365 HM Revenue & Customs VAT: Off street car parking provided by local authorities
366 Suffolk Coastal Arts & Heritage Network
367 The Ipswich Hospital NHS Trust – Becoming a Foundation Trust
368 The Town Telegraph
369 email Rural Services Network – Impact of the recession on rural housing
370 SCC Passenger Transport newsletter
371 SCC Chairman for the year Cllr Joanna Spicer & Vice Chairman Cllr Eddy Alcock
372 SCDC Agenda & minutes
373 SCDC Statement of Accounts 2008/09
374 Press Release Sizewell Parishes Liaison Group
375 Email Jim Selby SCDC Local Development Framework Task Group meetings – next opportunity
to comment on a revised document September 2009
376 Communities & Local Government copy of a letter sent to Chief Executive of SCDC regarding the Secretary of State’s approach to decisions in relation to proposals for unitary structures in Devon, Norfolk and Suffolk

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

79 Magnox South Socio-Economic Scheme funding opportunities if anyone thought they are appropriate for us.
80 SCDC Consultation on Suffolk Coastal’s Climate change strategy and action plan – comments by 14th August 09 – a working party will liaise and report.(Cllrs Andrews,Howe,Palman & Warren)


C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C139
Email Simon Faro Italia in Piazza Saxmundham
Italian Food Market in Saxmundham Sunday 6th Dec!!
Clerk to sort – will attempt to change date to Saturday.
C140
Email Malcolm Blakeney Steering Group Chairman
General meeting Monday 20th July 7.30pm Middleton Village Hall
Cllr Palman to attend
C141
NPS Group
Saxmundham Market
We are not in a position to offer any money but our original offer still stands.
C142
SCC
Notes of meeting with SALC and EDF
Circulation
C143
SALC
Letter to Ms Taylor Brown PCT regarding removal of services from Ipswich Hospital
Circulation
C144
SALC
Various courses
Circulation
C145
Email Ms S Thompson
Complaint regarding parking difficulties since the opening of Waitrose
Clerk to respond



3489. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
Clerk had a number of queries that need addressing with Suffolk County Council
* Faded yellow lines in the Market Place and up Station Approach
* An anomaly with the traffic regulations regarding the lines in Chapel Road and incorrect yellow lines in the Market Place
* An extension of 100 yards to the 30mph speed limit at South Entrance
* Road markings near the café in the Market Place should match the signage
* 10 metres of yellow lines opposite side 4 Mill Road on the turning up to Park End

3490. FINANCE REPORT:
* To approve the monthly finance report to end of June 2009 – Unanimously agreed and signed. Motion carried.

The subject of H markings was brought forward in the agenda and the meeting was closed to enable discussion with various parties.

3491. TO CONSIDER H MARKINGS IN HERON ROAD: H markings clearly define an area where parking would obstruct manoeuvring vehicles. Cllr Jones advised that this subject was debated several months ago and due to increasing neighbourly disputes the Police and Suffolk County Council requested support from the Town Council. Cllr Moye proposed support for H markings in Heron Road, seconded by Cllr Peall. Unanimously supported. Motion carried.

3492. TO CONSIDER THE LAND REGISTRY APPLICATION FOR SAXMUNDHAM WATER TOWER, SAXMUNDHAM BY NORTHUMBRIAN WATER LTD:

SK316636 application lodged by Northumbrian Water Ltd. The Town Council are concerned that although we do not have the Title Deeds we are not happy with the boundary line where a pond used to be. Our Recreation Ground fence butts onto the Fire Station fence and not as indicated on their map. The Town Council partially object to this application because their claim includes part of our recreation ground. Cllr Fisher will liaise with the Land Registry.

3493. TO CONSIDER OUR RESPONSE TO THE FIRE OF THE SCOUT HUT: Following the arson attack of the Scout Hut the Scouts are meeting at Leiston Scout Headquarters every other Thursday alternating with outdoor activities on the other days. During the P & R committee meeting Cllr Palman had made a proposal regarding making use of our resources to assist organisations when necessary. After minor amendments Cllr Moye proposed that we formulate a policy for now and in the future to provide support to non-profit making established organisations in the Town in times of an emergency. Seconded by Cllr Palman. Unanimously agreed. Motion carried.

3494. TO CONSIDER THE ORGANISATION OF A VINTAGE AND CONTEMPORARY MARKET: Cllr Howe had circulated a press cutting of this market held a few weeks ago in Woodbridge. Clerk to explore the possibilities of Saxmundham holding a similar one.

3495. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported that the following application had been discussed previously.

C09 0578
Mr E McCabe
Fairfield House South, Fairfield Drive, Saxmundham
Insertion of internal doorway to join Fairfield House South to 1 Fairfield Gardens
Committee strongly supported this application.


SCDC refused planning permission on C09 0721 Land adjacent 31 Rendham Road, Saxmundham.
C09 0574 had been approved by SCDC’s North Area Development Control Sub-Committee and the Town Council had written expressing their dismay at this decision particularly with regard to access over emergency vehicles because the entrance is far too narrow. We had also asked if access for the actual erection of two dwellings will be obtained over the newly built wall of the public car park and if so how many car park spaces will be out of use and for how long. SCDC responded on the 13th July without answering many of the queries. Clerk to write again requesting justification of the safety aspect together with re-iteration of our other questions.
A new application C09 1042 80 Fairfield Road, Saxmundham for the erection of a single storey extension had been received and will be determined at the next Planning Committee meeting.

3496. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Cllr Palman reported:

* BOS had requested permission for Andy Simpson Co-Coordinator Heritage Coast Market Towns initiative to use the Webster Room for a few hours each week. This has been granted provided prior arrangements are made with the Clerk.
* Cllr Palman has worked tirelessly sorting out the second computer in the Webster Room and is in the process of obtaining a refund for some of the faulty software.


3497. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Mrs Sculley reported:
* During adverse weather conditions rain poured down the Market Hall window and flooded the inside of Crisps. The Clerk called out emergency builders and has requested various quotations for the replacement of the window in the hall. Guttering needs to be upgraded and Cllr Jones proposed we engage Mr D Nunn to carry out this task. Seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.
* Cllr Jones has been in touch with Hollesley Bay and some of their inmates will decorate the Market Hall. Cllr Jones will inform them of the measurements to enable us to order the correct quantity of paint.

Cllr Mrs Andrews proposed a resolution to continue the meeting after 10pm – seconded by Mrs Damiral-White. All agreed. Motion carried.

* The Market Hall windows will cost about £4000 and the Clerk will source any relevant available funding

3498. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Mrs Andrews advised that the summer edition had been circulated but some areas had not received the publication – Felsham Rise and Henley Close. The Clerk will contact the distributors.

3499. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
SAVVY – Cllr Ms Trotter-Langlois reported that the Shelter had been erected on Seaman Avenue play area and the electricity should be connected within the next two days.
ESTA – Cllr Howe has requested assistance regarding the 118 bus route which has not been picking up the school children and Mr David Gibbs will get back to him. The next ESTA meeting is on the 29th July.
Saxmundham in Bloom – Cllr Howe advised that the litter pick will be undertaken this coming Thursday and any assistance will be greatly appreciated. Judging of our Town will be this Friday 17th July.
CAB – Cllr Fisher attended the meeting expressing appreciation of all their hard work

3500. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3485.1 St. Georges’ Weekend expenditure – Cllr G Moye advised that income received from this event was £2475.80 and expenditure £2905.14 costing the Town Council £329.34. This has proved to be very successful particularly as only three people organise the event.


3501. DATE OF NEXT MEETING: Monday 14th SEPTEMBER 2009 at 7.15pm

Cllr Mrs Sculley has already given her apologies for the September meeting as she will be on holiday.

Meeting closed at 10.25pm.



Signed………………………………….. Dated…………………………..
* Page 5 of 5 Town Council Minutes 13th July 2009