MINUTES OF THE SAXMUNDHAM
ANNUAL TOWN COUNCIL MEETING HELD 14 MAY 2007
AT THE MARKET HALL, 7.15PM
Present:




Cllr Col. R. E. Warren (Chairman)
Cllr M Andrews
Cllr Sir P Batho
Cllr V Burdett
Cllr R Damiral-White
Cllr J Fisher
Cllr K Howe
Cllr B Jones
Cllr G Moye
Cllr M Palman
Cllr D Sculley
Cllr C Trotter-Langlois
Cllr S Trotter-Langlois

In attendance:

Ms M. Gallop - Town Clerk
County Cllr Rae Leighton
9 Members of the public


1. ELECTION OF CHAIRMAN:
Cllr Col Warren welcomed those present to the meeting. Nominations for the position of Chairman were duly asked for. Cllr Howe nominated Cllr Fisher, seconded by Cllr Jones. Cllr G Moye nominated Cllr Col Warren, seconded by Cllr Damiral-White. No other nominations were given. A ballot took place and the Town Clerk gave the results of 7 votes for Cllr Fisher and 6 votes for Cllr Col Warren. Cllr Fisher was duly elected as Chairman for the coming year. Motion carried



2. TO RECEIVE THE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE:
The Clerk gave the Chairman, Cllr Fisher the Declaration of Acceptance of Office which he duly completed and his agreement to abide by the Code of Conduct. Cllr Fisher thanked Cllr Warren for all his hard work during the past year as Chairman of the Town Council. He also gave thanks to past Councillors no longer serving on the Council, namely Allen Fleury, John Jackson, David Sculley, Roy Simpson, Richard Smith and Don Tricker.



3. ELECTION OF VICE CHAIRMAN:
Cllr Fisher asked for nominations for the position of Vice Chairman. Cllr Sir Batho nominated Cllr Cooke, seconded by Cllr Col Warren. Cllr Palman nominated Cllr Howe, seconded by Cllr Burdett. No other nominations were given. A vote was taken by a show of hands. The result appeared to be 'tie' and Cllr Fisher said he would give his casting vote in favour of Cllr Howe. Cllr Damiral-White requested clarification regarding the result as she explained that the vote did not tally; Cllr Howe had put his hand up to vote for Cllr Cooke as Vice Chairman but then withdrew his hand. Members of the public confirmed this, which resulted in Cllr Cooke being declared Vice Chairman. Motion carried



4. APOLOGIES FOR ABSENCE: Cllr Cooke - holiday



5. TO APPOINT A REPRESENTATIVE FOR THE PRIMARY SCHOOL GOVERNOR - Cllr Fisher confirmed that Mr John Jackson was happy to continue in this role as was the Primary School. He advised that the School had paid for Mr Jackson's training and continuity for both the staff and the children was essential. Cllr Fisher nominated Mr Jackson, seconded by Cllr Damiral-White. Unanimously agreed. Motion carried.


6. TO ADOPT THE MODEL CODE OF CONDUCT ORDER 2007 SL 2007/1159
Cllr Fisher advised that this paper had been previously circulated and proposed its adoption. Cllr Moye seconded this. Unanimously agreed. Motion carried.


7. ELECTION OF MEMBERS TO THE FOLLOWING COMMITTEES

7.1 Planning Committee: Cllrs Damiral-White, Howe, Palman, Warren plus the Chairman and Vice Chairman (ex-officio).

7.2 Market Hall Management Committee - Cllrs Andrews, Batho, Burdett, Howe, Moye, Sculley
plus the Chairman and Vice Chairman (ex-officio).

7.3 Policy & Resources Committee - Cllrs Andrews, Batho, Burdett, Jones, Palman, Warren
plus the Chairman and Vice Chairman (ex-officio).

7.4 Personnel Committee - Cllrs Andrews, Batho, Moye plus the Chairman and Vice Chairman.

7.5 Skateboard Working Party - This previously consisted of Cllrs Fisher, Howe and Tricker with
Ms Burdett, Mr Jones and four potential skate park users. Cllr Fisher proposed that as Don
Tricker was no longer a Councillor he will no longer be a member and Cllrs C Trotter-Langlois
and S Trotter-Langlois be added. Agreed. Motion carried.


8. NOMINATIONS OF REPRESENTATIVES TO THE FOLLOWING ORGANISATIONS:
8.1 Footpath Warden - Cllr J Fisher
8.2 Saxmundham Welfare Charities - Cllrs G Moye & D Sculley
8.3 Community Education Support - Cllrs M Andrews and R Warren
8.4 Crime Reduction Partnership - Cllrs V Burdett & S Trotter-Langlois
8.5 SALC - Cllr D Sculley
8.6 Sizewell A and B Stakeholder Group - Cllr R Warren
8.7 Press Correspondent - Cllr J Fisher
8.8 CATS - Cllr M Palman
8.9 CYDS - Cllr S Trotter-Langlois
8.10 Anglia in Bloom - Cllr K Howe
8.11 Businesses of Saxmundham (BOS) Cllr M Andrews
8.12 Policing Representative - Cllr B Jones
8.13 ESTA - Cllr K Howe
8.14 Citizens Advice Bureau - Cllr M Palman
8.15 Leiston, Aldeburgh and Saxmundham Volunteer Centre - Cllr M Andrews
8.16 Tree Warden - Cllr J Fisher
8.17 Other bodies requiring a representative - Emergency Planning Committee - Cllr G Moye
Greenprint Forum - Cllr J Fisher



9. TO APPOINT INTERNAL AUDITOR:
It was agreed to appoint Heelis and Lodge . Their annual fee is £130.00



10. TO APPOINT THE RESPONSIBLE FINANCE OFFICER:
It was duly agreed that the Town Clerk (according to custom) would be the Responsible Finance Officer.

Reconsideration of cheque signatories - Cllr Andrews, Cllr Batho, Cllr G Cooke, Cllr J Fisher and Cllr Warren


The monthly Saxmundham Town Council meeting followed immediately




A PUBLIC FORUM:

* Concern was expressed about the lack of employment opportunities in Saxmundham and the Town Council were asked if they could assist
* Criticism was given regarding the lack of both police presence and any significant police activity in the Town

REPORT FROM THE LOCAL POLICE: None given

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton

Cllr Leighton welcomed all the new Councillors and gave a short resume of his duties as County Councillor.

School Organisation review:
* The principles for Stage 2 had been established in March
* Consultation on pre-school to provision of 14 - 19 years education has begun
* The main issue to resolve is to get all the County to change to a two tier system resulting in children beginning school at the age of four and a half then moving to secondary education at eleven until either sixteen or nineteen years of age.
* Beccles, Bungay & Lowestoft are all in the three tier system as is the Leiston pyramid which includes Saxmundham.
* In Saxmundham there will still obviously be the same number of children, accommodation and teachers required therefore the Middle School will be incorporated into the new system
* The first phase will be Lowestoft North & South and Haverhill. These areas have been earmarked as under achieving with social depravation.
* The next phase will begin in twelve months for Leiston, Bungay and Beccles.
Cllr Leighton confirmed the following to the public:-
* Keeping the three tier system is not an option. Review and re-organisation is to improve every school and raise standards.
* The Heads of the two local Saxmundham schools have already begun to work together, with excellent co-operation between them resulting in the Leiston pyramid being well ahead

Cllr Leighton was requested by the public to assist with the problem of speeding in Seaman Avenue which is causing great danger to cyclists, children, pedestrians, and residents. Cllr Leighton will liaise with Highways and request they speak to the Headmaster of the Middle School, Malcolm Short.

REPORT FROM THE DISTRICT COUNCILLORS:

Cllr Andrews reported that the PCC of St. John the Baptist Saxmundham have submitted a planning application to SCDC for the provision of an area for disabled parking within the churchyard containing very old graves. The parking area will be grassed and some headstones will be moved to the edges of the parking area.
Cllr Batho had nothing to report.



AGENDA

3064. 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 given.



3065. APOLOGIES FOR ABSENCE: Cllr G Cooke on holiday overseas


3066. MATTERS TO BE RAISED UNDER AGENDA ITEM 15:
3066.1 Honours Board - Cllr Moye
3066.2 Complaint from Residents of Brook Farm regarding excessive speed of coaches - Cllr Howe
3066.3 Chantry Road - Cllr Warren
3066.4 St. George's Weekend - Cllr Andrews
3066.5 Station Car Park - Cllr Andrews



3067. MINUTES OF THE 16TH APRIL 2007 MEETING previously circulated: Unanimously agreed and signed.



3068. MATTERS ARISING THEREFROM:
* Problems securing the bench outside the Salvation Army continue because the coach bolts will not fasten to the concrete
* 3051.4 Cllr Warren reported that he had contacted Highways regarding the kerb edging outside the Mandarin House with a view to it being painted white for safety purposes
* 3053.4 Fromus Square - Cllr Warren advised that the legal department of SCDC had emailed the Town Council informing us they were doing all they could to resolve the matter of ownership
* C 307 Cllr Warren had spoken to Highways who referred him to the headquarters of the County Council. Apparently it is a local Council issue and SCDC does not follow a policy of issuing car park permits to residents. Cllr Warren will speak to the complainant, Mrs A Norris with a view to a possible solution.



3069. TO CONSIDER ALTERNATIVE WAYS OF DEALING WITH INFORMATIVE CORRESPONDENCE RECEIVED:
Cllr Fisher suggested that correspondence A and B could be merged together for information with a similar approach to the correspondence in D file.



3070. A - CORRESPONDENCE TO BE CIRCULATED: For information only

550 SCDC Agenda & minutes for 26 April meeting

B - CORRESPONDENCE TO BE NOTED: For information

525 British Red Cross - First Aid cover for events in 2007
526 HM Government - NHS new smoke free law - Cllr Moye has the task of providing compulsory notices in hand
527 Environment Agency - decision on British Energy Generation Ltd's nuclear power station authorisations
528 SCC School Organisation Review: preparing for stage two


C - CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

312 Communities & Local Government revised Model Code of Conduct Order 2007 with effect from 3rd May 2007 - previously adopted
313 East of England - Regional Gypsy & traveller Public Engagement Event - would anyone like to attend - Suffolk 29th May 2007 at 7.00pm at SCC Ipswich - Cllr Andrews to attend.


D - OTHER CORRESPONDENCE RECEIVED TO DATE:

D427
Barclays
Reply to complaint made by Town Clerk
Awaiting action from bank
D428
Charity Commission
Charity Commission News
Circulation
D429
Leiston & Saxmundham Community Safety Partnership
Notes of Meeting on Crime & Disorder Partnership
To be given to new representative elected on 14th May.
D430
SALC
Information on 2 day training Councillors course 21/22 May 07
Cllr Sculley expressed her interest to attend
D431
Planning Policy Officer SCDC
Request for parish plan
The Parish Plan is out of date but we are endeavouring to locate it
D432
SCDC Sharon Jarrett
Stepping Out in Suffolk
Circulation


3071. CHAIRMAN'S ANNOUNCEMENTS:
None



3072. FINANCE REPORT:
To approve the monthly finance report to end of April 2007 (as attached) Cllr Moye proposed the report as correct, Cllr Howe seconded. All in favour. Motion carried



3073. TO CONSIDER A DONATION OF £500.00 TOWARDS THE CHRISTMAS LIGHTS FOR THE TOWN:
The Town Council felt that it was more appropriate to spend £500.00 on its own lights but agreed to reconsider a donation when more information was to hand.



3074. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
Cllr Damiral-White advised that the committee had given no objection to the application for development at Chestnuts, Church Street, Saxmundham.

To consider the following applications:

Cllr Fisher declared an interest in C07 0709 and asked Cllr Damiral-White to chair the meeting for this application.


C07 0709
Mr & Mrs King
21 Manor Gardens, Saxmundham
Erection of rear conservatory extension
The Council offered no objections to this proposal.
C07 0680
Hamilton Smith Estate Agents
The Smart Office, Market Place, Saxmundham
Change of use of vacant building to estate agents (formerly green grocers)
Although another Estate Agents was not thought necessary the Council offered no objections to this.
C07 0703
Capital Associates
Land between Rendham Road and A12 Rendham Road Saxmundham
Mixed-use development including healthcare (D1) &/or business (B1, B2 & B8) Residential (C3) & local retail (A1) together with associated highways, car parking, landscaping & other associated works
Clerk to ascertain from the Standards Officer at SCDC whether the Town Council needs to request dispensation to discuss this as the Town Council own the land to the side of this proposed development.



3075. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: No meeting this month.



3076. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE:
Cllr Moye reported he had met with Alan Wilkinson of Wilkinson Associates who has completed a mini survey on the Market Hall regarding refurbishment. He is awaiting the report.



3077. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE:
Cllr Andrews advised that the deadline for the next edition of Saxmundham News is Monday 11th June. She is currently re-thinking the format for Saxmundham News. Cllr Fisher proposed Cllr Andrews and other members form a working party, namely Cllrs Andrews, Burdett, Palman, Sculley and C Trotter-Langlois report back to the P & R meeting on Monday 2nd July 2007.
Cllrs Jones and C Trotter-Langlois offered to assist with the website.



3078. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Howe will be contacting Geaters to ascertain when the hanging baskets will be ready, possibly the first week in June.
Cllr Sculley advised that Fromus Square was getting overgrown. The WI have taken responsibility for the three tubs at the front of the Market Hall and the Library. The South Entrance tub is looked after by local residents.



3079. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN'S DISCRETION as notified under Agenda item 3:
3066.1 Honours Board - Cllr Moye requested the Clerk to contact Mr Elvin to update the Honours Board.
3066.2 Complaint from Residents of Brook Farm regarding excessive speed of coaches. Cllr Howe - The Clerk will contact the Police and write to the Coach companies responsible for speeding on the school runs.
3066.3 Chantry Road - Cllr Warren had received a letter from Savilles confirming the rental if the purchase is completed without delay. He confirmed agreement and contacted our solicitors, Argents to request an urgent exchange of contracts. He was warmly thanked for his work.
3066.4 St. George's Weekend - Cllr Andrews reported that the weekend was very successful and the accounts will be presented at next months meeting. Cllr Jones agreed to take down the Shields around the Town. The Businesses of Saxmundham are responsible for the flags.
3066.5 Station Car Park - Cllr Andrews advised that Rail Track had requested an updating of the Station car park and that this is already in hand.



3080. TO CONFIRM THE DATES OF TOWN COUNCIL MEETINGS IN 2007/08 AND THE DATE OF THE ANNUAL TOWN MEETING 2008:
11 June; 9 July - Clerk on holiday - minutes to be taken, 10 September; 8 October; 12 November; 10 December; 14 January 2008; 11 February; 10 March; 14 April. Town Meeting - provisional date 28th April 2008. A provisional date for a meeting in August, if required, 13 August.


The meeting closed at 9.55pm.





Signed....................................... Dated...........................................












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