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Town Council

Saxmundham Town Council
Market Hall
High Street
Saxmundham Suffolk IP17 1AF
Tel/Fax: 01728 604595
www.saxmundham.org
townclerk@saxmundham.suffolk.gov.uk


Minutes of a meeting of Saxmundham Town Council
held at the Market Hall on Monday 12 JANUARY 2015
at 7.15pm


Present: Cllr J. Fisher – Chairman

Cllr Mrs M. Andrews, arrived 7.35pm

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 meeting)
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



AGENDA

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 declared N/A

4612. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Sir Peter Batho, meeting, Cllr Ms Trotter-Langlois, maternity leave

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: previously circulated

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:

C468 ESTA
Members’ Bulletin
Circulation
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
Circulation
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 CONSIDER ITS
RECOMMENDATIONS:

* 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 correct.
* 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 carefully scrutinised.

Meeting re-opened.

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 carried.
* 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 front page.


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 carried.

DC/14/3776/FUL
Mr & Mrs K Armstrong
Happy Days Retro Vacations, Wardspring Farm, Leiston Road
Saxmundham
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


DC/14/3902/FUL
Musker McIntyre
30 High Street,
Saxmundham
Change of use from a A1 (retail) to A2 (Estate Agent) Retrospective plans – no objections.

DC/14/3957/LBC
Mr A Good
Church House,
Saxmundham
Minor internal alterations Listed building . The Town Council support this application.


DC/14/3972/LBC
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 WEEKLY MARKET:
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. Motion carried.

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 and advise.


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 carried.

Meeting closed at 10.05pm




Signed……………………………………… Dated ………………………………….
Page 2 of 6 Town Council Minutes 12 January 2015

· Page 1 of 6 Town Council Minutes 12 January 2015

 
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