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MINUTES OF THE ANNUAL GENERAL MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 13 MAY 2013
IN THE MARKET HALL AT 7:15pm

Present:
Cllr Mrs M Andrews
Cllr Sir P Batho - Chairman
Cllr J Cassels
Cllr J Fisher
Cllr R Plant
Cllr K Howe
Cllr D Tricker
Cllr Ms C Trotter-Langlois
Cllr Mrs D Sculley





In attendance:


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




The Chairman Sir Batho requested a change in the order of the Agenda to bring forward the presentation and report from the local police. All agreed.

A presentation of the SABRE Award
(Saxmundham Award for Business and Resident Enterprise)

The SABRE Award is awarded to the person or business, who in the opinion of the judging panel, has worked extensively for the benefit of Saxmundham and its residents or “gone the extra mile”.

Cllr Mrs Andrews stated that the committee for the Sabre Award had happily selected Pauline White for her hard work with the Adventure Playground for the young people of Saxmundham and also her work with the Arts Festival. The Arts Festival Committee has been wound up the remaining funds will be shared between Club Sax Youth Club and The Adventure Playground.

Cllr Sir Batho presented the SABRE Award (Saxmundham Award for Business and Resident Enterprise) to Pauline White who thanked the Town Council stating that it was a whole community effort but would accept it on their behalf.

REPORT FROM THE LOCAL POLICE: Thora Taylor read out the report of 16 reported crimes during the month of April. Theft from motor vehicles, 1 burglary, 1 common assault and 1 criminal damage in Albion Street where parked vehicles were scratched with a sharp instrument. Vehicle speeds were surveyed from 5 to 12 March on Rendham Road which highlighted a significant portion exceeding 35mph.

It was suggested that an additional pedestrian crossing and pavement would be required in Rendham Road for children’s safety in particular, prior to the new development taking place; this should be treated as a priority. It was suggested that the Town Council contact SCC Highways to highlight the dangers along this road. It was also suggested installing a flashing speed warning light the same as in South Entrance as this has seen great results. Thora stated that she would help with statistics and information to help build a case to Highways.

REPORT FROM THE COUNTY COUNCILLOR: None, as he was newly in post.

REPORT FROM THE DISTRICT COUNCILLORS:
Cllr Andrews stated on 20 May the District Council will be meeting to discuss the modifications to the Local Development Plan, to approve the amendments and it will then go back with the District Council. The new Plan will hopefully be in by the end of June.
Cllr Sir Batho reminded everyone that any comments to the Boundary Commission in response to the consultation on the number of District Councillors will have to be in as soon as possible.




1. ELECTION OF CHAIRMAN: Cllr Howe proposed Cllr Fisher, seconded by Cllr Sir Batho. Cllr Fisher elected as Chairman for the coming year. Unanimously agreed. Motion carried.

2. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE AND AGREEMENT TO ABIDE BY THE CODE OF CONDUCT: Cllr Fisher signed the Acceptance of Office and Agreement to abide by the Code of Conduct.
The Chairman then thanked outgoing Chairman Cllr Sir Peter Batho for all the work he had put into the past year, especially with the recent absence of the clerk.

3. ELECTION OF VICE CHAIRMAN: Cllr Fisher proposed Cllr Howe, Cllr Mrs Sculley seconded. Unanimously agreed. Motion carried.

4. APOLOGIES FOR ABSENCE: Cllr Cooke, Cllr Willett, Maddie Gallop and County Cllr Michael Gower.

5. ELECTION OF THE FOLLOWING COMMITTEES: Cllr Fisher proposed to shrink the committee size to 3 members plus the Chairman and Vice Chairman, Cllrs Fisher and Howe, who are ex-officio on all committees.
5.1 Planning Committee - Cllr Fisher proposed that we discontinue the Planning Committee & look at plans
in the full Council meetings. Seconded by Cllr Plant. All agreed.
5.2 Market Hall Management Committee - Cllr Cassels, Cllr Mrs Sculley and Cllr Ms Trotter-Langlois.
5.3 Finance Committee – Cllr Plant, Cllr Tricker and Cllr Ms Trotter-Langlois.
5.4 Personnel Committee - Cllr Plant, Cllr Mrs Sculley and Cllr Ms Trotter-Langlois.
5.5 SABRE Award Selection Panel - Cllr Mrs Andrews, Cllr Tricker and Cllr Ms Trotter-Langlois.

6. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
6.1 Footpath Warden - Cllr Howe
6.2 Saxmundham Welfare Charities - Cllr Willett
6.3 Safer Neighbourhood Team (SNT) - Town Clerk
6.4 SALC - Cllr Fisher and Cllr Howe
6.5 Sizewell A and B Stakeholder Group - Cllr Tricker (Cllr Plant is available as a substitute)
6.6 Press Correspondent - Town Clerk
6.7 CATS - Cllr Cassels
6.8 CYDS - Cllr Ms Trotter-Langlois
6.9 Saxmundham in Bloom - Town Clerk
6.10 Businesses of Saxmundham (BOS) - Cllr Cassels
6.11 ESTA - Cllr Mrs Andrews
6.12 Citizens Advice Bureau - Cllr Mrs Sculley
6.13 Tree Warden - Cllr Ms Trotter-Langlois
6.14 Dog Warden - Cllr Cassels
6.15 Other bodies requiring a representative:-
Greener Sax - Cllr Cassels
SADCIC - Cllr Tricker
St. Georges’ Committee - Cllr Howe and Cllr Plant
SAVVY – Cllr Ms Trotter-Langlois
Club Sax – Cllr Mrs Andrews


7. TO APPOINT AN INTERNAL AUDITOR: Heelis & Lodge Cllr Fisher proposed, Cllr D Sculley seconded.. Unanimously agreed. Motion carried.

8. TO APPOINT THE RESPONSIBLE FINANCIAL OFFICER: Cllr Fisher proposed the Town Clerk, seconded by Cllr Ms Trotter-Langlois. Unanimously agreed. Motion carried.

9. TO DECIDE CHEQUE SIGNATORIES: Cllr Sir Batho, Cllr Fisher and Cllr Plant together with the Town Clerk. Unanimously agreed. Motion carried.


TO BE FOLLOWED BY AN ORDINARY MEETING OF SAXMUNDHAM TOWN COUNCIL


PUBLIC FORUM: No one wished to say anything.


AGENDA

4091. 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 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.
Cllr Cassels declared a pecuniary interest as he is now the Editor of the monthly newsletter the Town Herald which is in competition with our Saxmundham News for advertisements
Cllr Sir Batho declared a pecuniary interest in planning application C13/0715 – land between A12 and Rendham Road – and will leave the room.

4092. APOLOGIES FOR ABSENCE: Cllr Cooke, Cllr Willett, Maddie Gallop. sick, and County Cllr Michael Gower.

4093. MATTERS TO BE RAISED UNDER AGENDA ITEM 17: Cllr Howe – bench donation.

4094. MINUTES OF THE 8 APRIL 2013 MEETING previously circulated: Cllr Fisher proposed these as correct. Unanimously agreed. Motion carried.

4095. MATTERS ARISING THEREFROM:
Item 4288 Hanging baskets being put up on Saturday 18 May 2013. Brackets and chains to be checked for safety – Cllr Plant to arrange.
Item 4295 Cllr Plant enquired as to Zorbas licensing update. Cllr Andrews replied none as yet.
Item 4295 Cllr Cassels enquired on update on replacing Town Hall clock. Measurement has to be taken before quotes can be obtained - Cllr Fisher and Cllr Plant to arrange.
Cllr Cassels asked have the letters to our MP and the Government Precept Bill been sent. Cllr Andrews stated that it had been thrown out of Parliament so Cllr Tricker proposed to drop as an Item as it is no longer relevant. All agreed.
Item 4301 Cllr Fisher informed the council that the temporary Clerk Diane was very helpful but, unfortunately for the Council, has left due to finding full time employment. Cllr Fisher thanked Cllr Sir Batho and Diane for their assistance to the Council.

St George’s Celebrations. Cllr Mrs Andrews made a few comments about the St George’s celebration meal and event. Cllr Howe replied saying that the committee worked very hard and will take these issues on board for next year. The St Georges Committee felt that for most who attended the activities had enjoyed themselves very much. Cllr Howe replied that he had not heard of any complaints. Cllr Fisher thanked Cllr Howe and all the Committee team for their hard work.
Cllr Mrs Andrews reported that the Fromus Square Church Service was very much enjoyed by everyone.
The issue of the painting of steps (for safety reasons) outside the Market Hall was raised and Cllr Fisher advised that due to the Clerks illness some Highways issues have still to be dealt with.
The Town Plan Committee will be presenting their Action Plan & Report to Councillors on Thursday 13 June in the Gannon Rooms at 2.00pm and the presentation of prizes will be held in the Market Hall on Saturday 22 June between 11.00am and 1.00pm.




4096. CORRESPONDENCE:

A – CORRESPONDENCE TO BE CIRCULATED: For information only
684 The Local Councillor
685 Dept for Communities & Local Government
686 SALC email feedback on APPG meeting
687 SALC Grants & Funding course 14th May
688 The Local Boundary Commission – Review Officer
689 email Daye Goddard – football coaching on the Memorial Field

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:
223 Invitation for any Service Veteran or ex forces to an event on Friday 7th June 1.30pm-3.30pm Garden Party in Elmhurst Park by invitation only
224 The Store High St – Ideas for promoting the High Street in Saxmundham – to be placed in circulation and discussed at next meeting.
225 Sizewell Parishes Liaison Group AGM 21 May at Theberton at 8pm – Cllr Mrs Andrews to attend.
226 email from Andy Osman giving results of the public consultation on Sizewell emergency arrangements - put into circulation
227 Suffolk Flood Risk – to be circulated and sent to Sax News
228 SCDC Electoral review of Suffolk Coastal – closing date for submissions 3 June 2013 – Cllr Sir Batho spoke earlier about this and needs to be circulated.


C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C378 CATS Invite to AGM & Social Evening Wed 9 June 2013 7.30 - 9.00pm
Cllr Cassels to attend.
C379 SALC Cllr Refresher Briefing & other courses. Circulated
C380 NHS The Future of Community Services Circulated
C381 STPWP  Town Plan Report Circulated
C382 First Group First Bus News Circulated by email


4097. CHAIRMAN’S/CLERK’S ANNOUNCEMENTS: None

4098. FINANCE REPORT:
To approve the monthly finance report to end of April 2013 Cllr Sculley proposed these as correct, seconded by Cllr Ms Trotter-Langlois. Unanimously agreed. Motion carried. Thanks were expressed to Maddie for continuing to do this.

4099. TO DECIDE POLICY FOR THE AWARD OF GRANTS TO VOLUNTARY BODIES:
Cllr Fisher proposed the way that we divide out the funds was not ideal and recommends that we deal with each request individually. Cllr Tricker suggested that we establish some criteria for how we give funds and requests that we do this before deciding any grants for this year. Cllr Fisher proposed that it should go to the Finance Committee to be dealt with. Cllr Cassels seconded. All agreed. Motion carried.

4104. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:

To discuss the following planning application:

Cllr Mrs Andrews left the room while the Planning Committee’s report was being discussed. Cllr Fisher pointed out that a new Application that had come in recently and could all have a look at them before the next meeting.




DATE
NUMBER
APPLICANT
ADDRESS
PROPOSAL
DECISION
4 April
C13 0383
Sean Price
Rosecroft 25 Rendham Road, Sax
External alterations to existing front/rear elevations of building together with associated internal alterations to the existing double garage/workshop to form ground floor one-bedroom elderly disabled persons flat (conversion to allow parent to live with family
Supported. Proposed by Cllr Fisher & Seconded by Ms Totter-Langlois
11 April
C13 0662 & 0663
Mr Jackson Jackson Bakery
7a Market Place, Saxmundham
Conversion of one two-storey flat to 2 no single storey flats, inc creating new window openings within the east elevation to facilitate proposals as shown on the submitted plans – listed building application!!!
Supported. Proposed by Cllr Sir Batho & Seconded by Cllr Fisher
18 April
C13 0667
Christies Care Ltd
Land North East of, Brook House, Street Farm Road, Sax
Use of existing grassed area for staff car parking
Strongly supported. Proposed by Cllr Sir Batho & Seconded by Cllr Plant
24 April
C13 0715
David Wilson Homes
Land between Rendham Road and A12 Rendham Road Saxmundham
Variation of Condition 2 of reserved matters approval for the development of 90 dwellings (inc 30 affordable units C13/0056
No objections but the previous objection still stands.
Proposed by Cllr Cassels & Seconded by Cllr Fisher.
Cllr Sir Batho left the room.


Planning permission received from SCDC:

C12/ 2289 Christchurch Property Co Outline for up to 57 dwellings Land between Rendham Rd and A12
C13/0333 Mrs Hoare Holly Lodge, 12 High Street, Saxmundham- Installation of brick piers & general repairs
C13 0298 Ms M Morris, 43 High Street, Saxmundham – Change of use of part of shop/office to create a new flat accommodation at first floor level
C13/0163 Byways – Land to rear of 33 & 35 Rendham Road, Saxmundham – Retention of a log cabin in the rear

4105. TO CONSIDER ENHANCEMENT TO THE REAR OF THE MARKET HALL:
Cllr Fisher stated that there are problems with bins stored at the rear of the Market Hall and since has discovered that the area is owned by Highways and that they do not feel that they are an obstruction to the road. He also said that we can now ask Highways to put flower tubs in place of the bins. Cllr Fisher has been investigating a place to put the bins and asking the local businesses for permission for a small fee. Cllr Fisher asked the Town Council if they supported this endeavour. Seconded by Cllr Plant. All agreed.



4106. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:.
Cllr Tricker suggested that the Chair or Vice Chair should do a summary and provide regular features in Saxmundham News each month. SCDC and SCC should also keep the public up to date; it would also show that the ‘hold-ups’ are not always the Town Council’s fault. It was suggested that ‘Meet your

Councillor’ gets underway again and we have the support of Mrs Hawes in supplying a room at the Primary School. Cllr Mrs Andrews suggested profiles of all Councillors would be of some benefit.
Cllr Tricker stated the Town Council website was brilliant if kept updated. This is currently being worked on.

4107. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Businesses of Saxmundham to provide an insert in Saxmundham News – membership is growing. A meeting will be held next Monday regarding the painting of the High Street and asking for donations from all the businesses.

4108. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION
Cllr Mrs Andrews asked what is being done about the derelict carpet shop in the High Street. There is a proposal to convert into two units but nothing has happened to date. As it looks so neglected and does nothing to enhance the High Street, she suggested that the windows are painted or blocked off in some way.
Cllr Mrs Andrews also reported that she attended the ESTA AGM. All Councillors agreed that the hourly service is a great success. Reliability has leapt up to 93% due to improved signalling and new line repairs. Ticket machine has not yet been activated – Woodbridge is in situ and up and running.
The new bench behind the Primary School is in situ and is well used and has been unveiled by Cllr Sir Batho and Cllr Mrs Andrews. There may be another bench put into place soon.

4109. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2012/13 AND THE DATE OF THE ANNUAL TOWN MEETING 2013:

10 June; 8 July; 9 September; 14 October; 11 November; 09 December; 13 January 2014; 10 February;
10 March; 14 April; 12 May: Annual Town Meeting – 21 April 2014

Meeting closed at 10.10pm










Signed………………………………………… Dated…………………………………..……….
* Page 6 of 6 Town Council 13 May 2013



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