MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 8th DECEMBER 2008
IN THE MARKET HALL AT 7:15pm

Present:
Cllr. J. Fisher, Chairman
Cllr. Mrs. M. Andrews
Cllr. Sir P Batho
Cllr. Mrs. R. Damiral-White
Cllr. K. Howe
Cllr. B. Jones, Vice Chairman
Cllr. G. Moye
Cllr. M. Palman
Cllr. Miss B. Peall
Cllr. Mrs D Sculley
Cllr. Ms C. Trotter-Langlois
Cllr. Col R. Warren
Cllr. D. Willett


In attendance:


Mrs M. Gallop, Clerk to the Council
Sgt Daye Goddard
County Cllr Rae Leighton

4 members of the public




PUBLIC FORUM:
* The tarmac surrounding the drain near the Horse Charity Shop is breaking up - Highways to be notified
* The pavements that have been dug up near the new flats outside the Hospice Shop have not been repaired correctly - contact Highways

REPORT FROM THE LOCAL POLICE: Sgt Daye Goddard reported various crimes in November as attached.
* Sgt Goddard invited the District Councillors to attend a meeting this Wednesday at 2pm at Saxmundham Resource Centre to discuss various options regarding the play area at Seaman Avenue. The Police are keen to access funding for this play area as soon as possible and suggested using monies earmarked for the Skate Park fund.
* They are hoping to secure Police Authority funding for a speed gun for the Safer Neighbourhood Team
* 5 fixed penalties have been issued - illegal parking on the zig zags and near the fish and chip shop in South Entrance.
* A poster depicting the dangers of excess drinking particularly during the Christmas period is being circulated

Out of the original 150 pull along trolleys in Somerfield there are only 3 left. A Christmas tree together with the bracket has been taken from outside Fishers in the High Street and the tub outside the Deli has also been stolen.


REPORT FROM THE COUNTY COUNCILLOR: Cllr R Leighton reported that although the bottom has fallen out of the market regarding recycling Councils across Suffolk will continue to re-cycle despite Local Authorities not getting much money for this anymore. Cllr Leighton encouraged everyone to continue composting and recycling as much as possible.
With the onset of winter Cllr Leighton reported on the County Council's policy for treating roads:-

Gripping gritting facts & figures
* Priority 1 network is all principal and primary routes, plus selected other roads including all B roads
* Priority 2 network is a wider network which includes at least 1 route to all main villages, regular bus routes and for access to most LEA schools.
* If ice only is expected then Priority 1 network roads are gritted-1095 miles of road, using approximately 140 tonnes of salt.
* If snow and ice is expected to persist then we grit Priority 1 and Priority 2 network roads, which is 1660 miles out of 3900 miles of road in the county, and uses 330 tonnes of salt.

* We start the season with 15,500 metric tonnes of salt in 10 'strategic' locations across the county. The salt comes from Cleveland Salt in Saltburn by the Sea where it is mined from a seam below the seabed.
* 39 vehicles run from 10 locations across the county. We treat 1095 miles which is 28% of the network. It is all A and B roads, and other roads where there is a presumption of more than 4000 movements a day. This includes access to main hospitals and 24/7 fire stations.
* We have a modern fleet of gritters which use wetted salt, and special additives to help the salt stick better to the road.
* We have arrangements in place to bring over 300 local farmers and contractors out onto the roads to assist with snow clearing if necessary.
* Each treatment costs approximately £10,000 in direct costs.

Cllr Andrews requested assurance from Cllr Leighton regarding Child Protection that a similar incident would not occur as the Baby P case in North London. Apparently the impact of the budget cuts last March on vulnerable people has not been detrimental to the service provided.

The problems with the Schools Re-organisation continue with the 11 Primary Schools, 2 Middle Schools and 1 High School that will be affected. A number of the Heads of the pyramid were opposed to ideas suggested by Saxmundham namely to defer the reorganisation until the new High School is built or to have an additional Secondary School for 11 to 16 year olds on the Saxmundham Middle School site. The Head at Leiston High School would like the whole process of Building Schools for the Future brought forward. Cllr Jones was surprised to hear that a number of Heads were opposed but felt that most people would support Building Schools for the Future being brought forward.


REPORT FROM THE DISTRICT COUNCILLORS: Cllr Andrews reported on the following:
* The Boundary Committee had been given an extra six weeks by the Government to produce its final recommendations.
* A number of complaints had been received about a notice outside the Pawnbrokers. Apparently the owner has agreed to paint over his offending sign and he is going to employ a Security Firm to work for him. SCC have the bus shelter that was situated on his land and it will be re-sited between the Pawnbrokers office and the railway bridge.
Cllr Sir Peter reminded everyone the Local Government Review will remain an item on the January agenda of the Town and Parish Liaison meeting on the 7th January but there will be further meetings regarding this in mid February / Mid March and the main item at January's meeting will be the Suffolk Coastal budget 2009/10.

AGENDA

3361. 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. None declared.

3362. APOLOGIES FOR ABSENCE: Cllr G Cooke

3363. MATTERS TO BE RAISED UNDER AGENDA ITEM 17: Poppy Appeal - Cllr Mrs Damiral-White.

3364. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 10th NOVEMBER 2008 MEETING previously circulated: Unanimously agreed and signed. Motion carried.

3365. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
There are three vacancies at present on the Directorship of Saxmundham & District Community Interest Company.
B53 - no one attended the project in November
C086 - The Continental Market are unable to come to Saxmundham this year. They will send someone out to survey the area before confirming they will hold a Market here.
3345.1 Cllr Batho has contacted Alan Howarth.


3366. TO CONSIDER CORRESPONDENCE RECEIVED:

A - CORRESPONDENCE TO BE NOTED AND CIRCULATED:


262 Suffolk Coastal Resource Network Autumn newsletter
263 SAVO Introduction to running a voluntary organisation
264 The Town Telegraph
265 SCDC Parish Bulletin
266 SCDC - Agenda and minutes of meeting
267 British Energy seeks Environmental Impact Assessment scoping opinion
268 email BOS press release
269 Suffolk Coastal Services Ltd - recycling & refuse collection Christmas arrangements

B - CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

55 email SCDC Town & Parish Liaison meeting Wednesday 7th January Riverside Centre - main topic to be SCDC budget
56 Middleton cum Fordley PC future development at Sizewell Nuclear 7.30pm 28/01/09 - Cllr Fisher to attend
57 SCC Bus services in Saxmundham - Saxon Road - comments welcome as a number of elderly people live down there
58 Hopkins Homes - empty shop 32 High Street, Saxmundham - reply to our letter

C - OTHER CORRESPONDENCE RECEIVED TO DATE:
C094 SCDC  Consultations on Suffolk Coastal LDF Circulation
C095 SCC Traffic Regulation Review next April - Councillors urged to carefully think about placement of yellow lines
C096 SCDC Consultation on Air quality in Suffolk Coastal - Circulation
C097 SCC Waste Core Strategy Issues & Options - Circulation
C098 SCC Traffic Regulation review Saxmundham As C095
C099 SCDC Agenda Town & Parish Liaison meetings 7 Jan 09 Riverside Centre 7.00pm - Circulation


3367. CHAIRMAN'S ANNOUNCEMENTS: None

3368. FINANCE REPORT:
* To approve the monthly finance report to end of November 2008. The bank statements had not arrived until the morning resulting in the report being circulated at the beginning of this meeting. The Clerk will place all accounts on-line to enable her to balance the finance report for earlier circulation to Councillors. There was a five minute break to enable Councillors to study the report. Cllr Mrs Damiral-White proposed them as correct, seconded by Cllr Moye. All in favour. Motion carried.

3369. TO CONFIRM THE 2009/2010 PROPOSED BUDGET: After a lengthy discussion Cllr Mrs Damiral-White proposed this decision was deferred until the January meeting, seconded by Cllr Moye. All in favour. Motion carried.
3369.1 How often should Saxmundham hold a Chairman's reception, yearly or every other year? It was agreed to have one every two years.

3370. TO DISCUSS PARKING ARRANGEMENTS IN WOODBRIDGE/SAXMUNDHAM - BOS:
Saxmundham do not have the same option as Woodbridge because SCDC own a large car park and allow residents to use it free at certain times of the year. Saxmundham do not have an equivalent area that can be used and this seems unfair to us and other Market Towns in Suffolk. Sir Peter has tabled a question on this for the next SCDC meeting.

3371. TO CONSIDER PROVISION OF A LITTER BIN NEAR SAXMUNDHAM PRIMARY SCHOOL: Cllr Warren proposed we turn this down as it is not an essential expenditure. Seconded by Cllr Moye. All in favour. Motion carried.

3372. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported:

Decisions received:
C08 1834 Mr Smith
Hall Farm Church Street, Saxmundham
Permission from SCDC granted 3 December 08

Other correspondence received:

C07 0703 Land between Rendham Road & A 12 Capital Associates - Email and amended plans.
Capital Associates have put in an amended application without a Medical Centre. The Town Council had not been consulted on this and Cllr Andrews thought, as a matter of principle, this was wrong. SCDC will be recommending this application for refusal because of the future Sizewell potential. Cllr Mrs Damiral-White proposed when Cllr Mrs Andrews attends the Development Control Committee to discuss this application on Wednesday she rejects this application on our behalf because the Town Council feel the site should be kept for employment use. Cllr Sir Peter declared an interest as an adjoining landowner. All other Councillors agreed. Motion carried.

3373. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Cllr Jones advised that 100 people attended the Schools Re-Organisation Review Meeting at the Middle School who are keen to keep the school open, and if necessary, out of the County's hands.

3374. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Moye confirmed that he was applying for funding for kitchen equipment and a hearing loop for the Market Hall. Repairs to the Webster Room and guttering will begin next Wednesday.
Cllr Moye proposed that two of our unused Notice Boards will be renovated and placed below the Honours Boards to hold Certificates and Awards that the Town Council have received. Seconded by Cllr Fisher. All in favour. Motion carried.

3375. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: The next edition of Saxmundham News is almost complete and will be distributed on Friday 23rd January. Cllr Andrews had been in touch with Rev Webb to discuss the viability of distributing Saxmundham News with the church magazine Contact. However this option will probably not meet approval with the church volunteers. Distribution of Saxmundham News will remain with Argents at present.

3376. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Col Warren advised that the survey report from SADCIC is available on line.
Cllr Mrs Sculley attended a meeting at SALC to discuss proposed budgets.
Cllr Howe was sick and unable to attend the ESTA meeting.
Cllr Howe advised that Saxmundham in Bloom will be holding a Wine Tasting Evening for fund raising in the Market Hall on Friday 13th February 2009. He said that 250 bulbs had been donated from the Horticultural Society. Saxmundham in Bloom had received their third Award this year. National Express gave this for improvements in Saxmundham Town Station. Planting in the area behind the telephone kiosk in Station Approach will begin next year. Saxmundham Middle School children will be growing plants in their greenhouse for use in the Market Place Car Park.


3377. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item 3:
3377.1 Poppy Appeal - Cllr Mrs Damiral-White advised that the collection amounted to £3847.00. Cllr Warren gave a vote of thanks to her and Mr White for all their efforts and Cllr Mrs Damiral-White said it would not have been possible without the assistance of sixty collectors.

3378. DATE OF NEXT MEETING: Monday 12th January 2009 at 7.15pm



PROPOSED MOTION: that under the Public Bodies (admission to meetings) ACT 1960 the public be
excluded from the meeting on the grounds that publicity would be prejudicial to public interest by reason of the confidential nature of the business to be transacted. (Wingfield House)