MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 9 SEPTEMBER 2013
IN THE MARKET HALL AT 7:15pm
Cllr J Fisher - Chairman
Cllr K Howe – Vice Chairman
Cllr Mrs M Andrews
Cllr Sir Peter Batho
Cllr G Cooke
Cllr R Plant
Cllr Mrs D Sculley
Cllr Ms C Trotter-Langlois
Cllr D Willett
Miss A Chapman, Acting Town Clerk
PC Jamie Newson
County Councillor Michael Gower
4 members of the public
A member of the public asked for an update on the Requests for Donations.
Cllr Fisher advised that they will
be considered by the Finance Committee on the 1st Monday in October
for a recommendation to the next full
Council meeting. Now that an annual budget is in place, we will
look at each application using the new criteria.
However, only limited funds are available. It was suggested that
an article to that effect could be included in
Saxmundham News in order to inform the general public of the new
REPORT FROM THE LOCAL POLICE:
There have been 10 recorded crimes for Saxmundham as follows:-
Offender being racially abusive to victim; aggressive male on public
street; theft of large sum of items from local shop; assault on
Police; handbag stolen from car in town car park; victim assaulted
on premises in town; offender punched victim in face in public place;
vulnerable person mistreated by offender; victim verbally abused
in street; push bike stolen overnight from bike shed.
REPORT FROM THE COUNTY COUNCILLOR:
Cllr Gower reported the County Council had been quiet of late but
was becoming busier and is now looking at Strategy going forward.
Education remains a top priority and they were very happy that Suffolk
young people have performed better in exams.
Cllr Willett asked what is the County Council’s policy regarding
verbal abuse to contractors. Cllr Gower replied there is zero tolerance
and action would be taken against them.
Cllr Fisher mentioned that there was some confusion over last month’s
Minutes when referring to improvements on the A14. Cllr Gower clarified
that there is a £1 million contribution from the County Council
to the project.
REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Mrs Andrews reported that the new Local Plan has now been adopted;
an organisation called NANT has put in an application for judicial
review and if successful, there is the possibility the Local Plan
will have to be altered slightly but Cllr Mrs Andrews will keep
the Town Council informed of progress.
An article has appeared in Coastal Scene regarding Zorba’s
alcohol licence being revoked. Cllr Plant thought that this would
be a sad loss of resource for Saxmundham.
Cllr Sir Peter mentioned the consultation on the new Ward Boundaries.
It has been proposed that the number of members will be reduced
from 55 to 43. However, Saxmundham is far too large to have just
one Member and therefore will remain as a two Member Ward. It is
also proposed that Therberton be dropped from our Ward and that
Benhall and Sternfield be added along with Kesale-cum-Carlton.
Cllr Fisher announced that Cllr Cassels has resigned from the Town
Council. We would like to express our appreciation and convey our
best wishes to him for the future.
4344. 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 Sir Peter declared a pecuniary interest in the planning application
for Land between Rendham Road & A12 and also The Adventure Playground.
Cllr Mrs Andrews and Cllr Mrs Sculley declared a pecuniary interest
in Saxmundham Museum.
Cllr Fisher declared a pecuniary interest in the planning application
for Saxmundham Free School as he is a School Governor.
4345. APOLOGIES FOR ABSENCE: Maddie Gallop - illness,
4346. MATTERS TO BE RAISED UNDER AGENDA ITEM: 4341
Cllr Cooke raised the issue of illegal parking in Saxmundham and
the Church Road junction in the High Street.
Cllr Mrs Andrews raised the issue of Councillors not being notified
of events taking place in the Market Hall.
4347. THE MINUTES OF THE 8 JULY 2013 TOWN COUNCIL MEETING
WERE APPROVED AND SIGNED AS A TRUE RECORD with the following
Page 1 – 46 labourers amended to 6 labourers appointed to
carry out painting of High Street.
Page 3 – Vote on Town Clerk’s pay increase of 1.5%.
Amended to 9 in favour, 1 abstention. Motion carried on majority.
4348. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
4330. Cllr Cooke requested an update on the re-phasing of Traffic
Light system at South Entrance. Cllr Cooke was advised that an email
had been sent to all Councillors stating that Suffolk County Council
would be addressing the issue at the end of September. Cllr Willett
asked the Acting Town Clerk to contact them again.
4336. Cllr Willett asked about the replacement tubs at front and
side of the Market Hall. He was advised that a copy of the Market
Hall Minutes had been circulated to all Councillors via email advising
that this has now been carried out.
Cllr Willett also asked about the progress on obtaining quotations
for the external decoration and isolation of heating to the Market
Hall. He was advised that quotations had been sought and obtained,
copies of which were sent to all Councillors via email.
4334. Cllr Plant asked for an update on electronic banking. Cllr
Fisher advised that there had been a delay but the matter was still
4341. Cllr Howe asked the Acting Town Clerk whether a ‘roaming’
microphone had been ordered. The Acting Town Clerk advised that
this has not been done as both she and Cllr Howe were advised by
an experienced technician that the existing microphone was perfectly
adequate for the Council’s needs. Cllr Howe to pursue the
issue with the Market Hall Committee.
4341. Cllr Mrs Andrews advised that she and Cllr Mrs Sculley met
with the donor of the bench and this will be placed where Bittern
Road meets Rendham Road.
4341. Cllr Mrs Andrews asked whether the pavement has been repaired
outside Heartbeat Home for Horses. She was advised that this has
been carried out.
4341. Cllr Mrs Andrews asked for back copies of Saxmundham News
to be located.
4341. Cllr Mrs Andrews asked whether the potholes had been filled
in on Albion Street. Cllr Plant stated that this has been carried
4349. TO CONSIDER CORRESPONDENCE RECEIVED:
A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:
693 Leiston Flagship Housing – Community Initiative Fund
694 Avenues Group – update on Services
695 ESTA Members Bulletin – Summer 2013
696 NHS ‘Keeping in Touch’ Newsletter
697 SSAFA supporting Forces & their families
698 The Local Councillor Newsletter Issue 2
699 SCDC New Local Plan
700 Revised Charge for Refuse Collection Service
B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
Local Government Boundary Commission
Consultation on new Ward Boundaries
Cllr Fisher proposed writing to the Boundary Commission supporting
the suggestion in Cllr Sir Peter’s report. Cllr Sir Peter
seconded. All in favour.
C – OTHER CORRESPONDENCE RECEIVED TO DATE:
Letter of complaint regarding volume of traffic in Fairfield Road.
Cllr Willett recommended responding by explaining that the road
is limited to a weight restriction of 7½ tonnes and is a
Letter regarding devastation to hedgerow to side of new development
at Rendham Road.
Cllr Fisher proposed a response explaining that replanting of hedgerows
will be carried out in due course. All agreed.
4350. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
4351. FINANCE REPORT:
* To approve the monthly finance report to end of August 2013.
Cllr Fisher explained that no Finance Report was available as the
Town Clerk was unable to do this from home.
4352. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE:
Cllr Plant reported that Requests for Donations will be looked at
4353. TO CONSIDER OUTSTANDING REQUESTS FOR DONATIONS:
4354. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:
a) DECORATION OF MARKET HALL FRONTAGE: Cllr Mrs Sculley reported
that quotations had been received from four companies.
Cllr Mrs Sculley recommended to the Town Council that the quotation
from Reade of Aldeburgh be accepted. Cllr Fisher Seconded. 9 in
favour, 1 against. Motion carried on majority.
b) REPLACEMENT OF SERVING HATCH SHUTTERS: The shutters have been
replaced but need a top coat of gloss paint. Cllr Howe to ask a
local painter to complete.
c) ISOLATION OF WEBSTER ROOM HEATING FROM THE MARKET HALL: Five
firms were asked to quote but we received quotations from two only.
Saunders Plumbing & Heating from Melton and Plumbing Angels
Cllr Mrs Sculley recommended to the Town Council that Saunders estimate
be accepted as their quotation is more effective at controlling
the heating system as the savings will be significant.
d) New tubs have been purchased for the outside of the Market Hall;
four on the forecourt and three at the side, replacing the Bell
Hotel refuse bins. The have now been kindly planted with help from
e) Cllrs Fisher and Howe are in contact with Jackie from the Jewellers
regarding the Market Hall clock. An anonymous donation of £100.00
has been given to the Town Council to be spent on the clock. The
donation is very much appreciated and thanks go to the donor.
TO DISCUSS THE REMOVAL OF THE STAGE CURTAINS: It was felt that the
curtains should remain in situ as they are perfectly adequate for
the time being.
a) Storage: There is very little storage space in the Market Hall
and underneath the stage; more space would be available if we removed
the heater which is no longer in use. It has been suggested that
this can be removed by the plumber carrying out the work of separation
of heating. This would enable more space to be provided for storage.
Cllr Mrs Sculley and Cllr Howe are going to look into this.
b) Ladders: A complaint has been made on behalf of users of the
Market Hall. When the Hall was in use, a Councillor walked through
the Hall with a ladder in order to obtain equipment from the top
of the toilets. The ladder was then left in the lobby. In future,
the ladder will be housed in the boiler room and we would ask all
Councillors not take equipment through the Hall but to use the side
entrance and replace the ladder after use.
THE MARKET HALL LICENSING: It is felt that the holder of the Market
Hall License should be a Town Councillor. Cllrs Plant and Fisher
will look into the requirements of being a license holder.
Cllr Sir Peter queried why the floodlights are on at the Market
Hall throughout the night and suggested that they be checked on
whether they are low energy or halogen bulbs. Cllr Fisher to investigate.
4355. TO DISCUSS THE PURCHASE OF ADDITIONAL GRIT BINS:
Cllr Howe reported that they have been asking the public where the
grit bins should be placed so we can now purchase 5 more bins. All
4356. TO DISCUSS THE FOLLOWING PLANNING APPLICATIONS:
Sean Marten Land between Rendham Road & A12
Temporary building to accommodate sales and marketing suite and
No objection. Cllr Sir Peter left the room and did not vote.
Mr P Francis
2 Alde Close, Saxmundham
Installation of a lamp post in front garden
Mr G J Jackson 7A Market Place Saxmundham
Conversion of one two-storey flat to 2No. single storey flats.
Supported, provided the fire escape is adequate because of a fatal
fire in the building some years ago.
Mrs V Seymour
9A Chapel Road, Saxmundham
Single storey extension to existing outbuilding to create additional
Mr J Ashworth
Saxmundham Free School
To place a 1.43m high by 5m wide school sign above main entrance.
Supported. Cllr Fisher left the room and did not vote.
To note Planning decisions received:
C13/0667 Use of existing grassed area for staff car parking –
Land north east of Brook House, Street Farm Road. Permission granted.
C13/0850 Erection of a trailer sign for proposed development - Land
between Rendham Road & A12. Permission Refused – inappropriate
as on an A Road.
C13/00118/TCA To fell 1no. Lawson Cypress to allow light into property.
To crown reduce Beech by 1.5m
away from property to protect property – 24 North Entrance.
C13/0979 Entrance piers to new housing development - Land between
Rendham Road & A12. Permission granted.
C13/0909 Front extension to erect cantilevered bay window - 14 Brook
Farm Road. Permission granted.
C13/0943 Application of vinyl decals (signage) applied directly
onto shopfront glass from inside of building – 6-8 Market
Place. Permission granted.
C13/1200 Alterations/upgrade of external doors and windows, upgrading
of existing roof material and also
landscape works such as a new external canopy and new surfacing
local to the building.
Saxmundham Free School, Seaman Avenue. Permission granted.
C13/1068 Erection on non-illuminated 1 no. fascia sign and 1 no.
projecting sign. Consent granted.
C13/1048 Demolish existing dwelling. Sub-divide plot to create two
residential curtilages including erection of two new dwellings together
with associated accesses, carport, detached garage and shed –
48 St John’s Road, Saxmundham. Permission granted.
C13/1138 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 – 45 High Street, Saxmundham. Permission
4357. TO RECEIVE A REPORT ON THE PROGRESS OF THE TOWN PLAN:
Cllr Plant reported that there was a good attendance at the meeting;
7 Councillors were present. Three focus groups have now been formed
with the next Action Sax meeting to be held on Saturday 9 November
2013 at the Riverside Centre, Stratford St Andrew. Cllr Plant proposed
to the Town Council to set a formal agreement between them and Action
Sax with the Town Councillors fully participating in all developments
and plans in Saxmundham. Cllr Plant proposed, Cllr Ms Trotter-Langlois
seconded. All in favour.
4358. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE.
Cllr Plant proposed to the Town Council that Saxmundham News should
remain as it is with Saxmundham Town Council retaining ownership
with Cllr Mrs Andrews as liaison Officer. The current Editor is
content to continue. Cllr Willett suggested that ‘Saxmundham
Town Council’ should be printed in smaller print somewhere
on the front cover of the magazine. Cllr Willett proposed, 8 in
favour, 1 against.
Cllr Fisher reported that the Town Council website is seriously
out of date and is increasingly difficult to keep updated. The ‘Contribute
Programme’ is not very good now as it was designed before
the introduction of Broadband. What is required is a newer version
of the same programme. It was therefore suggested that we purchase
the new software and the Acting Town Clerk receives appropriate
tuition on managing the website both at a maximum cost of £250
to the Town Council. Cllr Fisher proposed, Cllr Willett seconded.
4359. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS
COMMITTEES including working parties:
Cllr Howe reported that Phase 1 of the painting of the High Street
is progressing nicely but now the finance for Phase 2 will require
sorting out. Action Sax is organising the new ‘Town Signage’
with design, costs, etc yet to be agreed. Action Sax has received
positive feedback from Landlords who are taking a keen interest
in what is happening in the town.
The Chairman asked the Council if they would agree to continue the
meeting beyond 10.00pm. All agreed.
4360. OTHER MATTERS TO BE NOTED AT THE CHAIRMAN’S
DISCRETION as notified under Agenda item 3:
Cllr Cooke mentioned the ongoing problem with illegal parking and
suggested that the local police target this.
Cllr Cooke also mentioned the problem with the traffic light system
in Church Street; it takes a total of 12 minutes to get out of Waitrose
car park. It was explained to Cllr Cooke that a letter had been
sent to Suffolk County Council Highways and a response was received
via email on 16 July 2013 (which was forwarded to all Town Councillors
via email) explaining that they anticipate presenting their findings
to the Town Council by end of September.
Cllr Mrs Andrews complained that she knew nothing about the proposed
Real Ale & Cider Festival being held at the Market Hall so was
unable to advise members of the public. However, details about this
event were explained in the latest edition of Saxmundham News.
4361. DATE OF NEXT MEETING: 14 OCTOBER 2013
4362. TO DISCUSS STAFF ARRANGEMENTS: En camera.
Members of the public excluded.
Meeting closed at 10.55pm.