MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 13th JUNE 2011
IN THE MARKET HALL AT 7:15pm

Present:
Cllr. Mrs M Andrews
Cllr. Sir. P. Batho
Cllr J.Cassells
Cllr. Mrs R Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. Mrs. D Sculley
Cllr. D. Tricker
Cllr. Ms. C. Trotter-Langlois
Cllr. D. Willett

In attendance:
Mrs M. Gallop, Clerk to the Council
County Cllr Rae Leighton
9 members of the public

PUBLIC FORUM:

* Mr Russell Duncan, from the Bell Hotel, expressed an interest in using the pavement outside the Hotel and/or the forecourt outside the Market Hall to put out tables and chairs to serve drinks and refreshments. This would encourage trade and enhance the High Street. The Town Council thought that this was a good idea in principle.
* Complaints have been received about the cellar cover outside the Bell Hotel and Mr Duncan has already obtained quotations for the repair.
* Mr Ryan Church the newly elected Chairman of the Youth Council was introduced to the Council by Mr Moye. Mr Church gave thanks for the financial assistance given to Club Sax by the Town Council.
* The Clerk informed those present that the waiting restrictions within the town were going to be discussed at a meeting with herself, Cllr Mrs Andrews, Cllr Fisher, together with Highways and the Police next Wednesday 22nd June.

REPORT FROM THE LOCAL POLICE: Sgt Goddard had sent her apologies and sent a report that had been circulated.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton advised that he had secured funding for a flashing speed indicator for South Entrance and hoped it would be in place later in the year.
* Suffolk County Council is reviewing its property portfolio across the County and has appointed a ‘My Place Officer’ for each community to liaise with them over this. The ‘My Place Officer’ for Saxmundham is Elspeth Gibson. She attended the meeting and was introduced to the Council. SADCIC are negotiating a three year lease for the Resource Centre in Seaman Avenue to manage the building for community users.
* The current application for the former Primary School in Fairfield Road seeks to extend the time of the existing planning permission for a further 3 years due to its imminent expiry and does not seek to vary the plans in any way. Unfortunately the wrong drawing was submitted in error with the application. A number of residents objected to this application as did the majority of the Town Council.

REPORT FROM THE DISTRICT COUNCILLORS: Neither District Councillors had anything to report as the new term has only just begun. Council meetings will be held every other month.

AGENDA

Cllr Sir Peter welcomed Cllr Don Tricker to his first council meeting of this term and congratulated him on his success at the recent election.

3885. 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.

3886. APOLOGIES FOR ABSENCE: Cllr G. Cooke, holiday

3887. MATTERS TO BE RAISED UNDER AGENDA ITEM 18: None raised.

3888. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 16th MAY AGM & TOWN COUNCIL MEETING previously circulated: The minutes of the AGM were amended to include 6.17 - a representative for SADCIC, namely Cllr Ken Howe. Page 1, apologies had been sent by Col Warren. Page 2, 6.2 Glynn Moye was appointed to Saxmundham Welfare Charities and not Cllr Mrs Damiral-White. After these minor amendments the minutes were approved and signed. Unanimously agreed. Motion carried.

3889. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
C264 – Cllr Howe investigated the state of the garden at 38 Saxon Road and advised that the grass was very long. Cllr Howe will endeavour to speak to the resident.
3859 Cllr Ms Trotter-Langlois , the Town Clerk and Jennie Catling met a representative from Wicksteed to discuss the newly erected play equipment on Seaman Avenue. This matter will be resolved shortly.
3871 – Cllr Mrs Andrews advised that the gentleman she had contacted regarding the vacancy of a caretaker had declined the offer of this position at this time. However two applicants will be interviewed for this vacancy on Tuesday 21st June.
Cllr Sir Peter has contacted J.T. Pegg & Sons regarding the pump in the Market Place who confirmed they are able to weld the handle at the top. Unanimously agreed for this to go ahead at an approximate cost of £30.00.

3890. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

616 SCDC agenda & minutes
617 Citizens Advice Bureau – thank you for donation
618 Saxmundham 1st Responders- thank you for donation
619 CATS – thank you for donation
620 NHS Community Conversations (previously circulated)– 2 events
621 Email SCC Notice of provision of a zebra crossing on the B1119 Church Street, Saxmundham
622 Suffolk Coast & Heaths – The future of the Public Forest Estate in the Suffolk Coast & Heaths
623 Suffolk Acre – Suffolk County Council’s tool kit to address public transport issues
624 Email Suffolk Acre – TV Switchover Help scheme – volunteers required
625 Copy email from Cllr Tricker CCTV – dangerous parking: Enforcement Action on Offenders

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

158 Copy letter to Cllr Tricker from Mr Markin regarding the safety off the top end of Harpers Lane.
Problems have arisen with young cyclists speeding around the dog leg bends. Discussions took place with Highways about four years ago regarding this problem and the Clerk will contact them once more.
159 Letter from Richard Lummis requesting donation for newly established football team for the under 10’s. Cllr Sir Peter declared an interest. Cllr Mrs Andrews advised that this years donation allocations had been sent. She thought the only assistance we could give this year was to help with advertising by putting posters up and place an article in Saxmundham News. The Town Council are not in a position to donate any further monies this year but the Clerk advised that she thought it would be prudent for the Council to add budgeting for Sport/Youth activities in the future.


C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C266 Saxmundham & Dist Welfare Assoc New kitchen at Gannon Institute - £7,707 owing – responsibility down to the trustees therefore request for donation. Cllrs Sir Peter and Mrs Andrews to go for lunch and discuss this matter as the Town Council are not in a position to donate any further monies this coming year.
C267 SCC Response to our complaint about pavement condition in Chantry Road & traffic congestion near Waitrose/Factory Shop. Clerk to write again referring to the large pot hole due to elderly lady being hospitalised after a fall
C268 Meadow Brook Playcare Thank you for our donation. File
C269 Town Telegraph, Monthly newsletter. Circulation
C270 Olympic Games Olympic Games 2012. Ask new Youth Council Chairman if he would like to participate
C271 Email Dan Wheals Community Environmental Action Fund Circulation
C272 Email Steve Shaw Sustainable Communities Act – proposal.
The Town Council felt that they had insufficient information at the time and we take no action.
C273 SCC Toolkit to help communities explore solutions to transport issues
Circulation
C274 Sizewell Parishes Liaison Group
Agenda for meeting on 14th June Cllrs Mrs Andrews to attend.
C275 Suffolk Acre AGM . 13th July 9.30am– book now as places are filling up fast
Clerk to book for Cllrs Mrs Andrews and J. Fisher
C276 Sizewell A & B Stakeholder Group report to SALC. Sizewell committee meeting 13th June
Circulation
C277 Saxmundham Museum, Thank you letter for donation. Circulation


3891. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS: None

3892. FINANCE REPORT:
* To approve the monthly finance report to end of May 2011 . Cllr Mrs Sculley proposed these as correct, seconded by Cllr Willett. Unanimously agreed. Motion carried.

3893. TO APPOINT A REPRESENTATIVE FOR SALC: Cllr D Willett proposed Cllr Fisher, seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried. The position of Dog Warden was still unfilled due to Cllr Tricker being unable to fulfil this role. Cllr Joe Cassells kindly offered to undertake the duties of a Dog Warden, dealing with complaints and erecting posters when necessary.

3894. TO DISCUSS SAXMUNDHAM WAITING RESTRICTIONS: Cllr D Willett declared a prejudicial interest. Cllr Sir Peter advised that he, the Clerk, Cllrs Andrews and Fisher were attending a meeting with Highways and the Police next Wednesday 22nd June to discuss various issues.


3895. TO REVIEW THE STANDING ORDERS & FINANCIAL STANDING ORDERS: The Clerk requested the Councillors review the orders for the normal annual check. The Clerk will give a copy of the Code of Conduct to Cllr Tricker.

3896. TO DISCUSS THE FUTURE OF SAXMUNDHAM IN BLOOM: The Clerk had reduced the number of baskets to 110 this year due to cutbacks. They are now hanging around the town in accessible areas for watering. Due to the high congestion of traffic in Church Street and the Market Place it has been impossible to erect baskets in those areas this year. At present there is no Saxmundham in Bloom committee and the Town Council have approached the Businesses of Saxmundham about this and are awaiting a response from them. We would also welcome assistance from the community.

3897. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr Mrs Damiral-White reported:
The Planning committee met last Monday, 6th June and Cllr Mrs Damiral-White was re-elected as Chairman of the Planning committee. The following decisions were made at the meeting:-

C11 1060 Suffolk County Council, Former County Primary School, Fairfield Road, Saxmundham
Application for new planning permission to replace extant planning permission (C07 2196) for the conversion of former school to six residential units & use of land for erection of 17 residential units, provision of access & parking areas off Fairfield Road & St. Johns Road.

2 copy letters of objections regarding the above received – many objections had been sent when the initial application was discussed in 2007

The meeting was closed to allow the public to give their views on the above. After the discussions the meeting was re-opened to enable the Councillors to give their opinion.

Firstly the Planning committee would like to promote the proposal for re-siting the library within the buildings of the former County Primary School and selling the site in Street Farm Road as an alternative solution which would be to the benefit of both the residents of Saxmundham and SCC alike. At the last Town Council meeting, May 16th, this proposal was put to our County Councillor, Rae Leighton, questioning him as to why vast amounts of money were proposed to be spent to put a library in the Saxmundham Middle School which would then not be central to the town and inconvenient to a vast number of library users, particularly the elderly and mothers with young children.

The Councillors totally object to the above application for a number of reasons, as detailed below:-

* The application is to replace extant permission for 17 additional units but the development parameters plan number 108 included with the application refers to an earlier application for 18 new dwellings.
* Grave concerns about parking that is already totally inadequate in the town with increasing traffic parking in the roads
* Concerns about the access and egress
* Total lack of infrastructure
* Level of traffic flow and congestion that is already giving great concern in Fairfield and St. Johns Roads
* Town Clerk will raise the issues of the already congested roads due to insufficient car parking with Highways

Planning permission received from SCDC:

C11 0621 55 Heron Road, Saxmundham – erection of front porch

Reply to our Clerk from Mr S Baker, Chief Executive SCDC, in acknowledgement of our wish to be involved in any discussions regarding the open space associated with the development to the East of the Fromus

Copy letter to Mrs Hoare from Waitrose regarding application C11 0053, 28 Church Street, Saxmundham. Waitrose will be contacting Mrs Hoare again shortly.

TO DISCUSS THE FOLLOWING PLANNING APPLICATIONS:

C11 1212
Richard Bertram
45 High St
Saxmundham
Demolition of the rear main hall
No objections

C11 1211
Richard Bertram
45 High St Saxmundham
Conversion of the front section to a new dwelling & shop unit. Demolition of the rear main hall and erection of 2 no new dwellings with garden space
Cllr Sir Peter proposed that we strongly object to this conversion due to lack of parking spaces. Seconded by Cllr Willett.
Cllr Mrs Andrews declared an interest as a member of the SCDC Development Control Committee and did not take part in any discussions or voting. The remaining Councillors voted for the proposal. Motion carried.


3898. TO DISCUSS THE PROVISION OF A ZEBRA CROSSING IN CHURCH STREET AND OTHER SAFETY MATTERS RELATING TO THIS AREA:
SCC advised the Town Council that they will be providing a zebra crossing in Church Street. Cllr Mrs Andrews thought that a barrier should also be erected outside the doors of The Factory Shop to prevent small children running straight out into the road. Some people park on the pavement outside the Factory Shop obscuring the view to the east. It was suggested that a ‘slow’ sign could be placed at the bottom of the hill and this matter will be brought to the attention of Highways next Wednesday.

3899. TO RECEIVE A REPORT FROM SAVVY: Cllr Ms Trotter-Langlois reported that Sgt Goddard had suggested a drive-in style movie night using the Youth Bus for the screen. There are a number of sponsored events occurring, a sponsored walk following the River Orwell, table top sale for Father’s Day and a stall at Brook Farm Residents Association fun day.

3900. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Mrs Andrews reported that the new version of Saxmundham News will be available after the second Monday of each month starting in July. Regular copy for this will be welcomed and can be sent to the Town Clerk. The website continues to be updated as often as possible.

3901. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Market Hall, Cllr Mrs Sculley - A meeting of the committee took place on the 6th June re-electing Cllr Mrs Sculley as Chairman. She advised that quotations were being sought for the purchase of new stage curtains and for cleaning the present ones. Interviews for the vacant position of caretaker will take place next Tuesday, 21st June.
Cllr Cassells attended the Sizewell Stakeholder Group meeting and Richard Smith, as chairman, had ruled that the members of the group did not wish to discuss Fukushima on that evening as it would be raised in detail at the subsequent public meeting. The meeting was suspended when people in attendance did not abide by that ruling. A public meeting will be held early July.

ESTA – Cllr Mrs Andrews went to the dinner at the Dog & Duck, Campsea Ashe.
Friends’ of Leiston Airfield – Cllr Mrs Damiral-White attended the service.

3902. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3: None

3903. DATE OF NEXT MEETING: 11th JULY 2011

Meeting closed at 9.50pm





Signed………………………………………… Dated…………………………………..……….
* Page 6 of 6 Town Council Minutes 13th June 2011