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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 8 JULY 2013
IN THE MARKET HALL AT 7:15pm






Present:

Cllr J Fisher - Chairman
Cllr K Howe – Vice Chairman
Cllr Mrs M Andrews
Cllr Sir Peter Batho
Cllr J Cassels
Cllr R Plant
Cllr Mrs D Sculley
Cllr D Tricker
Cllr Ms C Trotter-Langlois
Cllr D Willett



In attendance:


Miss A Chapman, Acting Town Clerk
16 members of the public



PUBLIC FORUM:
The Chairman presented the awards for ‘Best Dressed Window’ in the town centre as follows:-
1st – Jefferies Opticians
2nd – St Elizabeth Hospice
3rd – Elizabeth’s
Highly Commended – Barclays Bank
Commended – The Gannon Rooms
Commended – Lou Lous
Commended - The Store
Businesses of Saxmundham (BoS) are arranging the painting of the shop fronts in order to improve the overall
look of the High Street. Positive support received from 22 individual shops. Artwork has been provided from
local schools to brighten up vacant shop fronts. A colour palette of 4 colours will be provided which the local
business The Little Greene Paint Company has heavily subsidised. It is estimated that 1600 man
hours will be required to carry out the decoration which is expected to commence in August/September. Total
cost is approximately £2000 plus £200 for materials together with 46 labourers with local professionals to
oversee the work at an estimated cost of approximately £15000. BOS have requested a contribution from the
Town Council of between £4000 to £6000. Cllr Sir Peter congratulated BoS on managing to source monies
from somewhere other than the Town Council. Any contribution by the Town Council could come from Section
106 money received for town centre improvements. County Cllr Michael Gower added that the ‘Town Design
Statement’ be able to help enforce the palette and that the key is to see this momentum going and that things
are going to happen; the enforcement mechanism is going to be incredibly powerful.
The retailers were very well supported by having a Farmers Market in the Market Hall which has proven to be
a great success and positive feedback has been received.
They will also be arranging a Saxmundham Litter Pick involving lots of businesses and volunteers.

REPORT FROM THE LOCAL POLICE:
In the absence of PC K Stollery, the Chairman read out the report.
There have been 12 crimes reported during June 2013 as follows:-
Criminal damage to vehicle x 2, Criminal damage – other, Theft from shop, Common Assault (no injury) x 3, Indecent/threat messages/email/letter etc. x 4, Racial/Religious Aggravated Harassment/Alarm to staff at local business.
It was mentioned that a vehicle and trailer are parked on the zig-zag lines virtually all day every Saturday outside the Market Hall which is both illegal and dangerous and the police should be made aware.

REPORT FROM THE COUNTY COUNCILLOR:
A14 improvements have been agreed but the concern is that it is going to be a Toll Road. This will start north of Cambridge and end at Huntingdon and will have £1 million budget.


Suffolk Fibre Optic Broadband is on target and 8,391 premises will be linked up by Christmas with it reaching completion in 2015.
Education remains a top priority with a discussion on 9 July.

REPORT FROM THE DISTRICT COUNCILLORS:
Finalisation of Local Development Framework last Friday 5 July 2013 agreed to accept the report and adopt the modified core strategy. Suffolk Coastal Local Planning Policy emphasis on sustainability adopted.

AGENDA

4326. 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 Howe proposed that he would not be voting. Cllr Sir Peter declared a pecuniary interest in Item 12 Land between Rendham Road and A12. Cllr Cassels declared a pecuniary interest as editor of Town Herald. Cllr Plant declared an interest in Town Plan and Saxmundham News.
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.

4327. APOLOGIES FOR ABSENCE: Maddie Gallop - illness, Cllr Cooke – holiday, PC Kevin Stollery.

4328. MATTERS TO BE RAISED UNDER AGENDA ITEM: 4341
Cllr Willett: bins stored by The Bell Hotel.
Cllr Mrs Andrews: condition of Albion Street.
Cllr Howe: condition of the pavements.

4329. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 10 JUNE 2013 TOWN
COUNCIL MEETINGS previously circulated:
Cllr Fisher proposed these as correct. Cllr Ms Trotter-Langlois seconded. Unanimously agreed.

4330. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
Item 4314 - Cllr Mrs Andrews mentioned the re-phasing of traffic lights at South Entrance and queried whether the Town Council had heard anything from the Highways Department and what the current situation is. Both Cllr Sir Peter and Cllr Mrs Andrews stated that a letter had been sent last year but there appears to be no response to this. After a long debate, the Clerk was asked to write to Highways again and copy it to County Councillor Michael Gower to keep him informed of the situation.
Cllr Howe reported that he has ordered the replacement tubs and is just waiting for the larger one to become available and will contact the WI when delivered as they kindly offered to plant them. Further tubs have not been ordered for the rear of the Market Place as the bins from the Bell Hotel have yet to be removed.
Item 4320 - Cllr Mrs Andrews reported that the Local Bus Service Improvements are still pending and an article has gone into Saxmundham News she also mentioned that copies of bus timetables are available from the Library and Town Council office and will write a report in the next Saxmundham News to keep residents updated.

4331. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
692 Temporary Traffic Order – temporary speed restrictions

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
230 Invite to opening of Primary School Science & Community Room on 15 July at 4.30pm
231 Sizewell C Stage 1 Public Consultation – Parish Update.
Cllr Willett proposed the consultation should start at 6.00pm prior to the Town Council’s meeting in
September.




C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C389
BDO Audit for the year ended
31 March 2013 The Auditors reported that they are satisfied with the Annual Return. Cllr Fisher proposed we accept their report. Cllr Howe seconded. All agreed.

Charlotte Ford Painting of High Street – donation.
Cllr Willett proposed providing them with £5000. Cllr Tricker Seconded. All agreed. Cllr Howe declared an interest and abstained from voting. Cllr Howe thanked the Town Council for their backing in this project.


4332. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
The Chairman reported that FoSS (Friends of Saxmundham Station) has been busy decorating the station waiting room. This will be re-opened by the County Councillor on Friday 12 July at 10.00am. Cllrs Willett and Mrs Sculley sent their apologies.
The Chairman announced to the Council that 100 years ago on 15 July the Suffragist Pilgrimage passed through Saxmundham and gave a speech in the Market Place. To celebrate this occasion, a tea party is to be held in the Market Hall on Monday 15 July. Cllr Cassels sent his apologies.
The Chairman reported that Saxmundham’s first Farmers Market held on 5 July was very successful and has been very well received.

4333. FINANCE REPORT:
* To approve the monthly finance report to end of June 2013. All agreed it is a true record.

4334. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE:
Cllr Plant reported that the committee had not been able to check the monthly finance report because the bank statements were not received in time. He also said council employees should be paid by BACS if possible. It was agreed that Cllr Fisher would investigate electronic banking.
It was proposed that the Clerk was entitled to her 1.5% performance bonus, back dated to April. All agreed.
It was also proposed that the Caretakers pay be increased to 1.5%. All agreed.
Cllr Fisher had offered to meet informally with Finance Committee members in August to explain how the budget was currently working.

4335. TO CONSIDER OUTSTANDING REQUESTS FOR DONATIONS:
Cllr Fisher proposed to give the CAB a donation now as we would otherwise receive another request before the first was considered. Cllr Howe proposed to give £500. Cllr Willett seconded. 9 votes for, 2 abstentions.
It was felt that we should make an effort to find all outstanding request letters.

4336. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:
Cllr Mrs Scully reported that Cllr Howe has kindly ordered new tubs for the outside of the Market Hall and when in place, the WI will replant.
The Committee have asked the Acting Town Clerk to obtain three quotations for decoration of the frontage of the Market Hall.
The Committee would like to suggest that the flag pole is removed and replaced by a flag pole each side of the porch allowing easy access. Cllr Fisher seconded. All in favour.
The Committee have asked the Acting Town Clerk to obtain an estimate from Stephen Eves for replacing the serving hatch shutters which have to be fireproof.
The Committee have also asked the Acting Town Clerk to source a plumber to see if the heating in the Town Clerk’s office can be isolated from the Market Hall which will allow the radiator to be on in the Webster Room but not heating the hall when it is not in use – thus saving money.




4337. TO DISCUSS THE FOLLOWING PLANNING APPLICATIONS:

NUMBER
NAME
ADDRESS
PROPOSAL
DECISION
C13/1059
Rev A Wolton St John the Baptist Church, Church St, Saxmundham
Cllr Mrs Andrews did not take part in any discussion.
Installation of 6 fan convectors located in aisles. Removal of side aisle pews to improve accessibility. Other minor works described on drawings.
Supported.

C13/1048 Mr R Thompson 48 St John’s Rd, Saxmundham
Demolish existing dwelling to create two residential curtilages including erection of two new dwellings with associated accesses, carport, detached garage & shed.
Supported.
C13/1068 Barclays Bank
24 High Street, Saxmundham
Erection of non-illuminated 1 no. fascia sign & 1 no. projecting sign.
Supported.
C13/1138 Mr J Crane
45 High Street, Saxmundham
Variation to Planning Permission C11/1211. To change use of ground floor unit of former Salvation Army premises from shop/café to self-contained flat.
No objection.
C13/0979 Mr S Marten
Land between Rendham Rd & A12
Saxmundham
Entrance piers to new housing development.
No objection to application but noted that pedestrian access to the town centre is inadequate.
C13 -SCC
Mrs S Cook Meadowbrook
Pre-school, Seaman Ave, Saxmundham
Alterations/upgrade of external doors & windows, upgrade of existing roof material & landscape works such as new external canopy & new surfacing local to the building.
No objection.


To note Planning Permissions received:
C13/0298 43 High Street – change of use of part of shop/office to create a new flat accommodation at first floor level.
C13/0163 Land to rear of 33 & 35 Rendham Road – retention of log cabin in the rear of 33/35 Rendham Road currently a storage/workshop to a building used for activities and running a supported food premises (café) for adults with disabilities to work at to serve the general public.
C13/2289 Land between Rendham Road and A12, Rendham Road – outline planning permission for up to 57 dwellings to include affordable and/or supported housing.
C13/0333 Holly Lodge, 12 High Street – installation of brick piers and general repairs to boundary wall.
C13/0478 Waitrose Supermarket, Church Street – installation of 4 banners with Waitrose Café signage on, around the new proposed external seating area.
C13/0289 Unit 3, Church Place Retail Park, Church Street – erection of 2 no. non-illuminated fascia signs.

4338. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN:
Cllr Plant returned a cheque for £300 from the Town Plan. Reconstituted as Action Sax.
Cllr Tricker enquired as to when the rest of the survey results, funded for public benefit, would be published – currently shown on the Action Sax website as “not yet available”. Cllr Plant, for Action Sax, replied that no further results would be released that were not already planned.

4339. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE.
Cllr Fisher explained that, following a verbal agreement 2 years ago, Leiston Press have been publishing Saxmundham News and he wanted to clarify where responsibilities lay. A lengthy debate ensued and no conclusion was reached.


4340. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
None due to lack of time.

4341. OTHER MATTERS TO BE NOTED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
Cllr Mrs Andrews mentioned that an offer of a bench has been made. Cllr Mrs Sculley said that the Town Council should gratefully accept. The location of the bench has yet to be decided but it is proposed that it should be placed in Rendham Road.
Cllr Howe mentioned that the pavement at the front of Heartbeat Home for Horses is uneven and should be reported to the County Council Highways Department.
Cllr Howe suggested that a secure cupboard should be put in under the stage in the Market Hall in order to store equipment, etc. Acting Town Clerk requested to obtain a quotation.
Cllr Howe proposed the Town Council could purchase another microphone as the previous one was stolen. Cllr Willett seconded. All agreed.
Cllr Cassels reported that he attended the CATS AGM and was impressed with the scale of the organisation. He also attended the Community Garden barbeque held by PASTEL and Greener Sax. This was highly successful and he encouraged councillors to visit the garden which is at the Fromus Centre.
Cllr Mrs Andrews requested all back copies of Saxmundham News from the Archives.
Cllr Willett requested we ask Suffolk Coastal District Council to remove the Bell Hotel’s bins from the rear of the Market Hall.

4342. DATE OF NEXT MEETING: 9 SEPTEMBER 2013

4343. TO DISCUSS STAFF ARRANGEMENTS: En camera. Members of the public excluded.

Meeting closed at 10.55pm.





* Page 5 of 5 Town Council Minutes 8 July 2013


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