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 12 JANUARY 2015
Present: Cllr J. Fisher – Chairman
Cllr Mrs M. Andrews, arrived
Cllr Ms L Hailey
Cllr K Howe
Cllr Mrs L Jardine
Cllr R Plant
Cllr Mrs D Sculley
Cllr D. Tricker
Cllr D Willett
In attendance: Ms M. Gallop, Town Clerk
Imogen Green, Clerical Assistant
PCSO Thora Taylor
County Councillor Michael Gower (arrived at 8.10pm due to previous
3 member of the Public
Richard Cornwell, EADT
PUBLIC FORUM: No enquiries
REPORT FROM THE LOCAL POLICE: PCSO Thora Taylor
advised the following:-
* 9 recorded crimes – 2 assaults, 3 criminal damage, 1 threatening
email, 1 dangerous dog causing injury to child in public place,
1 car taken without consent, 1 racial/religious aggravated damage
4611. 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.
* To Consider Full/Partial Dispensations for Pecuniary Interests
4612. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE:
Cllr Sir Peter Batho, meeting, Cllr Ms Trotter-Langlois, maternity
4613. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF
8 DECEMBER 2014 TOWN COUNCIL MEETING previously circulated:
Unanimously agreed and signed. Motion carried.
4614. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:
Action By Status
Action: 4570 Flag pole Cllr Fisher
Obtaining a quotation for installation of flagpole now the Christmas
tree has been removed.
Action: 4553 – Memorial Field drainage Cllr Fisher
Contractor to contact Gas Company. Meeting the Contractor on June
13th - work will commence when conditions are favourable.
Action: 4569 – Trimming the hedge to plant trees at the Memorial
Field, Cllr Fisher
Given the condition of the Memorial Field and the weather in recent
months it is an inappropriate time to plant hedges and saplings.
Will notify when conditions improve.
Action: Placement of 5 Grit Bins Clerk
Clerk has emailed Highways to confirm names and contact numbers
for people responsible.
4615. TO CONSIDER CORRESPONDENCE RECEIVED:
A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
798 The Local Councillor - circulation
799 email Peter Rowberry – Future of NHS services in our area
– Meeting 23 January Market Hall 7.00pm
800 SCDC – Holocaust Memorial Day 27 January 2015 –
Keep the memory alive
801 SCDC – Royal Death and National Mourning Protocol –
Marking the Death of a Senior National Figure
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
270 The Keeper’s Daughter – Performances of The Keeper’s
Daughter and A Christmas Carol – Friday 27th November –
Sunday 3 January - £300.00 flat fee for one show. Would we
like them to give a performance? Cllr Willett proposed we go ahead
with one performance during the first week of December after the
Clerk has made relevant enquiries. Seconded by Cllr Mrs Sculley.
Unanimously agreed. Motion carried.
Cllr Mrs Andrews arrived 7.35pm
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
C469 Email Highways
Highways would like us to donate/sell our 2 spare grit bins costing
£214.93 December 2013
Cllr Fisher proposed we sell them for £100.00. However Cllr
Willett proposed £150 plus vat. (£180.00) Seconded by
Cllr Mrs Jardine. Majority vote. 2 against as it was thought that
was too expensive.
C470 Email Julia Ewart
Monthly teenage dance named CHILL
Long discussions took place. Cllr Plant advised protection of children
is paramount and we as a Town Council have to ensure everything
is in place. We need confirmation that Child Protection Policies
and enhanced DBS certificates are held and current by the said parties
wishing to go into the Market Hall. Cllr Tricker proposed we cannot
accept the booking until we have clarification on essential detail.
Seconded Cllr Howe, Unanimously agreed. Motion carried.
C471 Email SALC
Ipswich to Peterborough Rail Service consultation
C472 Suffolk Highways
Albion Street Saxmundham – road resurfacing January 2015
On street parking will not be available while works are being carried
out. Start date 18 January for 2 Sundays 0800 to 1800.
4616. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
The Town Clerk clarified the following points:
* The new clock, kindly supplied by Jackey L Jewellers, is being
erected on Tuesday 13 January 2015. A photograph has been taken
and sent to the Press. The Clerk will send a letter of thanks
* E.ON – Clerk has negotiated improved electricity rates for
the next two years
* The Contractor has been instructed to repair the locks on the
Notice Boards outside the Market Hall
4617. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND
* To approve the monthly Finance Report to the end of December 2014
– Cllr Fisher proposed as correct, seconded Cllr Mrs Sculley.
Unanimously agreed. Motion carried.
* To consider the following requests for a donation:
* Headway – Suffolk local charity that offers rehabilitation,
support and care to people with brain injuries. Cllr Plant proposed
a donation of £100, seconded by Cllr Mrs Andrews. One abstention
– Cllr Fisher. Motion carried on majority vote.
* CATS Coastal Accessible Transport Service Ltd – Cllr Willet
declared an interest. CATS operate a ‘not for profit’
basis to provide community transport across coastal Suffolk from
Bawdsey to Lowestoft. Cllr Plant proposed £200 but Cllr Tricker
advised that this service was frequently used by the frail and elderly
and those who need a vehicle. He thought they should receive more
and proposed £400, seconded by Cllr Mrs Andrews. Cllr Plant
abstained and Cllr Willett unable to vote. Motion carried on majority.
* Saxmundham Museum – a Charity that entirely relies on support
of volunteers. Cllrs Mrs Andrews and Mrs Sculley declared an interest.
Saxmundham Museum needs to ensure they have a certain amount of
money in the bank to qualify for accreditation. They have a target
of £5000 to raise within the next few months. The Museum is
an integral part of Saxmundham particularly for tourism, archives
and needs to stay viable. They would like the Town Council to donate
£1,200.00. Cllr Willett proposed we donate £1200, seconded
by Cllr Plant. Unanimously agreed – 2 Councillors unable to
vote. Motion carried.
* To receive an update on the Police Station purchase progress -
Cllr Plant advised that the Town Council were still negotiating
the purchase. However in the local newspaper on Saturday there was
an article regarding various Police Stations advising that Saxmundham
Police would be moving into Saxmundham Fire Station within the next
two or three years. Apparently this is due to a grant from Central
Government encouraging the Police and the Fire Services to share
premises. Cllr Plant advised that we should hear from Suffolk Constabulary
in late January/early February.
The meeting was closed to enable the reports from the County Council
and the District as neither were present at the allotted time.
4618. REPORT FROM THE COUNTY COUNCILLOR: County
Cllr Michael Gower reported the following:
* The Energy from waste is operating successfully and a visit can
be arranged for anyone who wishes to visit. This processes waste
which would have previously gone to landfill.
* 9 new gritters have been purchased and a further 29 upgraded.
They have been used this winter but obviously will no doubt prove
their worth in the weeks to come with inclement weather forecast.
* The Rights of Way committee are meeting on the 14 January to discuss
the provision of yellow lines in Brook Farm Road. Cllr Plant enquired
as to whether monies for this particular project could be carried
over to the next financial year and Cllr Gower confirmed this as
* Cllr Gower will be providing book tokens for children who complete
the summer reading challenge at our local Library.
4619. TO RECEIVE A REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Sir Batho had sent his apologies.
Cllr Mrs Andrews queried whether the Councillors had received the
email regarding the meeting about the NHS services to be held in
the Market Hall on the 23rd January. She advised that Norman Lamb
will pay a visit to Saxmundham this coming Thursday which is the
first time we have had a Cabinet Minister come to Saxmundham. Cllr
Mrs Andrews attended a meeting for the North Area regarding the
monies from the section 106 agreement. Originally Hopkins were due
to give £200,000 towards the One Stop Shop which unfortunately
did not materialise. However Dr Havard is keen to set up a training
service for young GP’s and a small annex at the back of the
surgery is needed and he has already put in a planning application
for this. Dr Havard can manage on £100,000 and Hopkins Homes
have agreed that they will give him this amount. However the remaining
£100,000 will be returned to Hopkin Homes.. It was thought
that, fundamentally, Section 106 should be used for the benefit
of the town and future planning applications will need to be very
4620. TO RECEIVE A REPORT FROM THE COMMUNICATIONS COMMITTEE
AND CONSIDER ITS RECOMMENDATIONS: Cllr Tricker reported:
* It was unanimously agreed to recommend that the STC website address
should be included in e-mails sent by the Town Clerk and Chairman.
This can be set-up as an automatic signature for all e-mails sent
on behalf of the council. Unanimously agreed . Motion carried.
* A recommendation was given for the Council insert in Saxmundham
News include a prominent box, on the first page, stating ‘for
the very latest news, please visit www.saxmundham.org : The recommendation
is to include this as a header on the first page of the insert.
The wording should be included within a boxed-border. Unanimously
agreed. Motion carried.
* To review and make recommendations to produce an up-to-date Town
Map highlighting amenities. Cllr Fisher has already produced a new
hand-drawn map of the town. It was agreed that this should be used
as the basis for generating. A2 sized map which would fold-down
to A5 size with printing front and reverse. Side 1: Showing the
town map, plus numbered amenities, centrally with advertising in
the border. Side 2: Alphabetical street index, numerical key to
amenities and grid references. Remainder of space to be filled by
advertising. A first print-run of 5,000 is recommended as there
are approximately 2,000 households within Saxmundham. The maps should
be free-issue. The first 2,000 copies to be included as an insert
to the Saxmundham News. Adjoining parish councils would also be
supplied with a number of copies. Further copies to be obtainable
from the local supermarkets, library and museum. Cllr Tricker will
contact Leiston Press to discuss the viability of the advertising
covering production costs. Unanimously agreed to proceed. Motion
* To review and make recommendations to improve Council Noticeboards.
Make repairs to the two boards outside the Market Hall. The Clerk
has this already in hand. The boards outside
Waitrose supermarket to remain as current. Following successful
purchase of the Saxmundham police station by the council, a new
board will be required for this site. It should then be investigated
as to whether an additional board might be placed outside the Tesco
supermarket in proximity to the bus shelter. We would need to talk
to Highways and investigate costs and technicalities.
* The website is regularly being updated and the stats will be looked
at next time. Elections – this has already been put on the
4621. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS
AND TO CONSIDER AUTHORISATION FOR THE CLERK TO MAKE DECISIONS ON
SOME PLANNING APPLICATIONS:
* Cllr Fisher proposed that the Council authorise the Clerk to respond
to planning applications on their behalf as some applications need
a prompt response provided the Clerk has circulated plans to the
Councillors for their comments and nobody has asked for a whole
Council decision. Seconded by Cllr Plant. Unanimously agreed. Motion
Mr & Mrs K Armstrong
Happy Days Retro Vacations, Wardspring Farm, Leiston Road
Use of land as touring caravan site. Conversion of garage to form
shower block. Provision of associated car parking.14 pitches. Email
sent 10 Dec to all Councillors for feedback and decision. No objections
30 High Street,
Change of use from a A1 (retail) to A2 (Estate Agent) Retrospective
plans – no objections.
Mr A Good
Minor internal alterations Listed building . The Town Council support
Mr M Thomas
30 South Entrance
Single-storey rear extension. The Town Council had no objections.
The Clerk will circulate two new plans that have just come in. (Action)
* TO RECEIVE AN UPDATE REGARDING LAND ALLOCATION FOR FUTURE HOUSING:
Cllr Mrs Jardine attending a meeting on this and advised the following:-.
I attended my first working party meeting covering the SCDC Local
Plan on 08/01/15 at the Council Offices. The plan sets the policy
framework for development and growth over the next 10 to 15 years
for the whole district until 2027. It covers all aspects of housing,
commercial and employment development.
There is currently an Issues and Options consultation in progress
until 27 February 2015. Details can be viewed on the SCDC
website and comments are requested. A drop-in public consultation
will be held in the Market Hall on 29/01/15 from 2.00-4.00 pm.
Posters relating to this will be provided by the Planning Dept.
4622. TO RECEIVE AN UPDATE REGARDING THE RE-LAUNCH OF THE
Cllr Gower informed the Council that we will be receiving some monies
for our re-launch from his Locality Budget. Cllr Howe advised that
we have yet to find some new stallholders. Three of our shops have
expressed an interest but as yet have not actually had a stall.
He went on to say that despite all the hard work of himself, our
Town Clerk and her Clerical Assistant to promote the Market, no
other stallholders or musicians have come forward as yet.
4623. TO CONSIDER THE ARRANGEMENTS FOR ST. GEORGES’
WEEKEND 25/26 APRIL 2015 :
Cllr Mrs Jardine explained that our Sunday event clashes with an
important centenary event in Theberton which we need to respect
together with an attendance from a number of people who would normally
have come to our Parade. Cllr Fisher proposed we do not have any
events on the Sunday but continue with other events if the working
party receive sufficient support for them and agree. Seconded by
Cllr Mrs Jardine. Unanimously agreed by majority. Motion carried.
Cllr Mrs Jardine advised that the majority of the letters produced
were hand delivered but the response from the Business Forum has
been very poor. However she and Cllr Miss Hailey are willing to
go round the town and do the Best Dressed Window competition and
also count the number of flag poles around the town. Cllr Mrs Jardine
said a decision will be made at the next working party meeting as
to other events to be held on the Saturday. Cllr Willett offered
to get all flags and shields down from storage to inspect their
condition. Cllr Tricker proposed we purchase around 30-40 new flags
and put aside £600 for the purchase and erection of them.
Cllr Mrs Andrews seconded this. Unanimously agreed. Motion carried.
4624. TO CONSIDER FUNDING OF HIGH STREET CHRISTMAS DECORATIONS:
Cllr Howe advised that he thought we should take over the decorations
of the High Street at Christmas. The Town Council will purchase
the small trees, erect and take them down after receiving permission
from the individual businesses. Cllr Tricker proposed a paper should
be written to be brought back to the Council on everything that
needs to be done. Action. Clerk to contact Julian Barclay to obtain
a price for the erection and taking down of all small trees and
our own large tree. Seconded by Cllr Mrs Sculley. Unanimously agreed.
4625. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
OTHER BODIES INCLUDING WORKING PARTIES:
Cllr Howe advised that the AGM of BOS will take place next Monday
where he will be stepping down as Chairman as will the Vice Chairman,
Peter Ewart. He felt it was disappointing that so few businesses
wished to join together to promote the town but preferred to continue
doing their own thing.
Cllr Plant will be attending a Sizewell meeting later this week.
Cllr Miss Hailey gave a report on the Saxmundham, Kelsale and Benhall
Mobility, Pedestrian and Cycle Project meeting and advised the following:-
Plans for the 1st quarter included funding and resources; local
school involvement; ‘Rights of Way’ and working
with the communities wishes on the approach to South Entrance; plans
to start an 'Impact Audit’ using Bright Space to coordinate
Cllr Fisher expressed his congratulations to Cllr Mrs Andrews who
had received a British Empire Medal (BEM)
4626. DATE AND TIME OF NEXT MEETING: 9 FEBRUARY
2015 at 7.15pm
4627. To exclude the public under the Public Bodies
(admission to meetings) Act 1960 on the grounds that publicity would
be prejudicial to public interest by reasons of the confidential
nature of the following business being transacted:
* TO CONSIDER STAFF PAY AND CONDITIONS: Unanimously agreed. Motion
Meeting closed at 10.05pm
Page 2 of 6 Town Council Minutes 12 January 2015
· Page 1 of 6 Town Council Minutes 12 January 2015