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MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 9 DECEMBER 2013
IN THE MARKET HALL AT 7.15PM





Present: Cllr J Fisher – Chairman

Cllr D Tricker
Cllr K Howe – Vice Chairman Cllr Ms C Trotter-Langois
Cllr Ms L Hailey Cllr D Willett
Cllr R Plant
Cllr Mrs D Sculley


In attendance: Mrs H Heelis

8 members of the public
PCSO Thora Taylor
County Councillor Michael Gower


A PUBLIC FORUM of up to 15 minutes was held prior to the formal meeting at which members of the public
can raise matters.

Christopher Lucas from Action Sax: Hopkins Homes presentation – noted that this will add 180 dwellings. There was concern regarding the cumulative effect on the traffic congestion on the High Street and in particular, the cross roads. Hopkins Homes have indicated that they will not be providing a new exit to the A12. A request for the Section 106 Agreement to incorporate essential infrastructure. It was noted that £200,000 has been effectively lost due to the One-Stop Shop.

There could potentially be a £900,000 Section 106 Agreement. It was essential that full use was made of pre-application discussions with the developer – he didn’t believe this had been maximised. A survey has been carried out and the results should be included in the Section 106 Agreement contract.

He stressed the importance of discussion on this at the January and February Town Council meetings.

He asked how the £20,000 for traffic calming has/will be spent.
What input have the Town Council had in the decisions on traffic calming?
Cllr Willett recommended that this question be directed towards SCC Highways.

Action: The Town Council and Action Sax to look at the priorities for Section 106 Agreement monies.

David Adams – Noted that Cllr Tricker spoke on the Station item at the last Town Council meeting and did not declare an interest.

Cllr Tricker responded by discounting this claim in that he did not have an interest in the item as the organisation he was involved with was not interested in the bidding for the building.

David Adams advised that he would go back to Greater Anglia as this was not the information he was given.

Cllr Tricker explained his concerns at the last meeting revolved around the need for a business case by FoSS.

REPORT FROM THE LOCAL POLICE:
24 crimes had occurred during November – the vast majority were criminal damage related. Other crimes included theft, arson, fraud, obscene publication. It was noted that the criminal damage tended to occur around 10pm onwards on Friday nights.

The police set up an operation to address this and have arrested someone with 2 further arrests pending. The operation has been very valuable and successful and will be continued over Christmas and into the new year.

Apologies were given from the PCSO for the lack of police presence in the High Street due to circumstances beyond their control in other areas that required their resources.

PCSO confirmed that there had been ASB in Carlton Park and this had been made a priority, which had reduced the number of incidents. The age ranges of offenders appear to be 13-16 year olds not only from the local area. She expressed concern that the youths were unknown to the police.

PCSO confirmed that the increase in housing in Saxmundham will not generate additional PCSO support in the town.

PCSO further confirmed that Town and Parish Councils are able to fund PCSOs.

A member of the public reported that he had sustained repeated damage to his front wall. The PCSO recommended that these incidents were reported to the police via 101.

REPORT FROM THE COUNTY COUNCILLOR: (Report attached).
Cllr Tricker asked where the new broadband cabinets were to be sited.

County Cllr confirmed that a contribution of £1m was still being provided by SCC towards the A14 scheme.

REPORT FROM THE DISTRICT COUNCILLORS:
None.
Minutes

Cllr Fisher welcomed the new councillor to the meeting.

4405. TO RECEIVE DECLARATIONS OF INTEREST:

* To Receive Amendments to the Register – None.
* To Receive Declarations of Pecuniary Interest in Respect of Items on the Agenda – None.
* To Receive Declarations of Non Pecuniary Interest in Respect of Items on the Agenda –
Cllr Tricker declared an interest as Director of SAD CIC.
Cllr Willet declared an interest regarding item 8 as Town Council representative on the Charity and advised he would not take part in the voting on this item.
Cllr Plant declared an interest as member of Action Sax.
Cllr Mrs Sculley declared an interest as member of Action Sax.
* To Consider Full/Partial Dispensations for Pecuniary Interests Declared – None.

4406. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE:
Cllr Fisher reported that he had received a letter of resignation from Graham Cooke. He confirmed that he had written and thanked Mr Cooke for all his work on the Council over the past 10 years.
Apologies were received and consented from Cllr Mrs Andrews and Cllr Sir Peter Batho and Maddie Gallop, illness.

4407. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF 11 NOVEMBER 2013 TOWN
COUNCIL MEETING
previously circulated:
Pg 2 – agreed to remove the first ‘he’ from the last line.
The minutes, with the above amendment, were duly agreed and signed as a true record.

4408. TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:
Action list attached and updated.

4409. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
705 Leiston, Saxmundham & District CAB – thank you for donation letter
706 EDF Energy – Sizewell C What’s Happening? Newsletter
707 SALC – E-bulletin November 2013
708 SALC - Report on East Suffolk Partnership Forum on 22 November 2013
709 Suffolk Police - Leiston & Aldeburgh Neighbourhood Watch Newsletter
710 Suffolk Constabulary - change of Policing Commander for the East
711 W S Training – course availability

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

B237
SCDC
Saxmundham Town Council Precept 2014/2015
It was noted that the Precept letter from SCDC had arrived and would be discussed under item 7.

B238
SCC
Suffolk Fire & Rescue Service – Integrated Risk Management Plan 2014-17. Action: Circulate the consultation document and put on January agenda.

B239
SCDC
Provision of Services.
Suffolk Coastal Services were offering tree and play area inspections and a range of other building maintenance services.
Action: Cllr Trotter-Langois and Cllr Willett to meet with SCS.


C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C400 Jamie Newson
Anti-social behaviour Bench/bin near Saxmundham Primary School
Noted.
C401 Glynn Moye
Club Sax - thank you for donation letter
Noted.
C402 Janette Scarborough
SLHC Village Recorder
Cllr Willet proposed the Town Council approach the museum. Cllr Tricker seconded. Agreed.
Action: Write to the museum to identify if there are any interested persons to take on the history recorders position as Helen Revell was standing down.
C403 Marian Andrews
Damage to County Council property – Fairfield Rd
Noted.
C404 Samantha Catling
St Elizabeth Hospice – donation of items
Action: circulate.
C405 The Local Councillor
Newsletter
Action: circulate.

4410. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:
None.

4411. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE & CONSIDER ITS RECOMMENDATIONS:
* To approve monthly Finance Report to the end of November 2013:
Cllr Scully proposed the report be accepted.
Cllr Tricker proposed the Town Council write to the contractor to complete the task of clearing the remaining waste. Cllr Willett seconded. Agreed.
Action: Write to the contractor.
* To discuss Saxmundham Town Council Precept 2014/2015:
Cllr Plant explained that a meeting was being arranged with the Clerk to prepare the budget which will be tabled at the January meeting.



4412. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:
* To consider Market Hall hire fees at Christmas – Cllr Willett explained that the Saxmundham Welfare Charity were asking if the Town Council could make a donation to the Charity of equivalent value to the hire of the hall for their Christmas lunch.
Cllr Mrs Sculley proposed that a donation be made of equivalent value to the hall hire fee. Cllr Plant seconded. Agreed. It was noted that Cllr Willett took no part in the vote.
Action: A donation to be made to the Saxmundham Welfare Charity for the amount equivalent to that of the hall hire.
* Cllr Mrs Sculley reported that there had been no meeting of the Committee. The next meeting would be held in January.
* Cllr Fisher reported that there was a leak in one of the pipes. A quote is being sourced for a new pressurised system or new header tank.

The Council went into recess for 10 minutes and reconvened at 8.38pm.

4413. TO REVIEW AND COMMENT ON THE FOLLOWING PLANNING APPLICATIONS:

DC/13/3263/ARM
Mr M Chapman
Land between Rendham Road & A12, Saxmundham
Application for approval of reserved matters following outline approval of 57 dwellings.

The development was considered uninspiring. It was considered that that with the increasing development on Rendham Road traffic calming was essential with the increase in traffic if the road was to remain safe. It was noted that 1:6 cars were in excess of the speed limit.

Cllr Willett proposed that support with reservations. Cllr Plant seconded. Cllr Fisher abstained.

Action: Respond commenting on the lack of footpath, traffic calming, the need for a safe walking route given the number of pedestrians accessing the school and other amenities.
DC/13/3325/FUL
Mr R Skinner
Hurts Hall, South Entrance, Saxmundham
Erection of outbuilding for storage of grounds maintenance equipment.

Cllr Plant proposed to support. Cllr Howe seconded. One abstention. Agreed.

Action: Support the application.
DC/13/3364/FUL
Suffolk Constabulary
Police Station, Station Approach, Saxmundham
Demolition of existing police station buildings and erection of four houses.

Cllr Plant objected strongly to the application and that an alternative community use should be found for the building eg a youth building.

Cllr Plant proposed that the building be listed as a community asset under the Localism Act. Cllr TL seconded. Agreed with 7 in favour and one abstention.

Action: Object to the application and list the police station as an asset with community value with SCDC under the Localism Act.





To note Planning Decisions received:
Withdrawn. C/13/0662 7A Market Place, Saxmundham
Conversion of one two-storey flat to 2No. single storey flats.
Noted.

4414. TO CONSIDER ANTI-SOCIAL BEHAVIOUR IN HENLEY CLOSE AND COOPERS CLOSE:
Cllr Fisher read an e-mail from PCSO Jamie Newson expressing concern about ASB around the bench and suggested moving the bench and bin. Cllr Fisher reported that he had also received an e-mail from a resident regarding ASB, not only regarding the bench but also at other places within the town.

Cllr Fisher closed the meeting for comments from the PCSO.

PCSO commented that:
In her opinion the bench made little difference to the ASB ongoing in the area.
Recommended attending the Priority Setting Meeting to vote for the priorities set for the next 3 months.

Cllr Fisher re-opened the meeting and proposed that the situation be monitored. Cllr Willett seconded. Agreed.

Cllr Willet proposed that the representative attending puts forward the priority identified today. Cllr Plant seconded. Agreed.

Action: Representative to attend the SNT Priority Setting meeting in Framlingham and put forward the ASB priority for Saxmundham

4415. TO RECEIVE A REPORT ON THE LOCAL BUS SERVICES:
(Report attached).

4416. TO RECEIVE A REPORT FROM FRIENDS OF SAXMUNDHAM STATION (FoSS) REGARDING THE RAILWAY STATION BUILDING:
(Report attached).

Action: Cllr Plant, Cllr Ms Hailey and Cllr Willett offered to attend the second viewing of the Station.

Cllr Plant congratulated the group on the progress they have made.

Cllr Howe raised the matter of the large gate in the play area – Cllr Ms Trotter-Langois reported that it was already in hand. It was noted that items for the agenda needed to be forwarded to the Clerk at least 5 days prior to the meeting.

4417. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN:
Cllr Plant reported that an early meeting was required between the Town Council, FoSS and Action Sax to ensure that Section 106 Agreement monies were secured from Hopkins Homes. Cllr Plant proposed that a meeting be arranged as soon as possible, in December. Agreed.

Action: Arrange a meeting between the Town Council, FoSS and Action Sax to discuss Section 106 Agreement monies.

Cllr Howe (FoSS), Cllr Tricker (SAD) to attend.

4418. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND WEBSITE:

Noted in the Action List.

4419. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:

Saxmundham Welfare Charity – Cllr Willett reported that 20 people were coming to the Welfare Charity Christmas lunch. Waitrose and Tescos have both made donations.



FoSS – Cllr Howe reported that the Father Christmas night was very successful. A report would be provided for Saxmundham News.

4420. DATE AND TIME OF NEXT MEETING: 13 January 2014 at 7.15pm.

4421. 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.

Cllr Fisher proposed. Cllr Mrs Sculley seconded. Agreed.

4422. TO CONSIDER REVIEWING STAFF CONTRACTS:

It was resolved to appoint a part time Administration Assistant.


SIGNED _____________________________


DATED _____________________________








* Page 5 of 5 Town Council Minutes 9 December 2013




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