MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 14th NOVEMBER 2011
IN THE MARKET HALL AT 7:15pm

Present:
Cllr. Mrs M Andrews
Cllr. Sir. P Batho
Cllr J.Cassells
Cllr G. Cooke
Cllr. J. Fisher
Cllr. K. Howe
Cllr. Mrs. D Sculley
Cllr. D. Tricker
Cllr D. Willett

In attendance:

Mrs M. Gallop, Clerk to the Council
Sgt. Daye Goddard
6 members of the public


PUBLIC FORUM:
* A resident enquired as to who received any monies from the clothing bank in the Market Place car park
* Mr Moye advised that he had attended a meeting today at SCDC regarding the Olympic Route which will be coming through Saxmundham. The route will not be made public knowledge until two weeks before the event because of security reasons. The Olympic Look Book has a number of decorations that can be purchased for the event and the National Committee are keen that everyone should have the ‘corporate look’. This is a once in a lifetime opportunity and as the Town Council are the leaders of our community we should put money away for decorations and other costs – possibly in the region of £2000-£3000.
* The Town Council now own the weekly market and Mr Moye has kindly offered to oversee it and collect the monies weekly. He advised that he thought the Town Council should dip into reserves for the Olympic Event and the market revenue could be used to replace that expenditure. The torch itself will be carried in 2 modes, a bearer running and a convoy with the torch on a vehicle. The bearer will carry the torch for about 300 metres and the convoy will have a rolling road block with 16 vehicles and the Metropolitan Police will be running to give protection to both the flame and the torch bearers.
* The Chairman of the Youth Council complained about the lack of maintenance surrounding the swings in Seaman Avenue Play Area. The Clerk assured him that due to the fact the swings had not been altered yet the displaced safety mats and long grass assisted in deterring anyone from using the swings at the moment. He also went on to say that further waste bins are required. Cllr Fisher explained he had been in touch with the suppliers of the swings, Wicksteed, who have given him a provision date of November 23rd to replace the bars on the swings.
* Congratulations were given to the organisers of this year’s Remembrance Celebrations which were the largest and most well attended in the last nine years. However Mr Moye went on to say how extremely disappointed he was at the poor attendance, yet again, from Councillors particularly as this was a Civic Parade.


REPORT FROM THE LOCAL POLICE: Sgt Daye Goddard had previously circulated a report where 17 offences had taken place during the last month. The Safer Neighbourhood Team (SNT) had reviewed and revised the priorities and changed them accordingly. The initial findings of speed checks in Rendham Road have not warranted this area to be a priority at the moment. The new non emergency telephone number has been launched – dial 101 for all non emergency calls. Sgt Goddard was warmly thanked for her assistance.

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton advised the following:-

1. Comments and negotiations locally are now underway regarding traffic management and compromises will be needed in most areas.
2. The budget for Suffolk County Council is preoccupying all minds at present. The draft will go through the Scrutiny Committee and the Cabinet. It will then go out for public consultation and back to the full Council in February. Cllr Tricker enquired whether the SCC would be responsible for costs if one of the growing number of Academies and Free Schools that function as a business should be unsuccessful and have to close. Cllr Leighton explained that SCC will always give advice but not support them financially. Free Schools are designed to improve educational service and Cllr Leighton advised that we have a number of excellent state schools in this area of Suffolk and standards are not low enough to warrant Free Schools. Free Schools are funded directly by Central Government and it would be up to them to decide what to do if one closed.

REPORT FROM THE DISTRICT COUNCILLORS:

Cllr Mrs Andrews advised there had been a very misleading article in Suffolk Coastline regarding the supply of money for projects by the Economic Development Support Fund. The Businesses of Saxmundham received some funding three years ago as did the community of Wickham Market.
Cllr Mrs Andrews advised that frequent consultations are often not needed but consultation regarding the Waste Collection date change should have been imperative. She will raise this at the next full Council meeting as a collection day of Wednesday in Saxmundham is totally impractical as it is Market Day.
The District Councillors have been asked to respond to the Business Plan Survey as priorities are needed. Cllr Tricker requested the result of whether the impending Tesco car park will make charges. Although it looked as though this may not be the case only time will tell and everyone will have to wait until a final decision has been made.
Cllr Fisher queried the planning application from the Tesco developers for a variation of one of the conditions. The Planning Department had previously been approached regarding the incomplete entrance and had given permission to go ahead and apply for retrospective planning permission afterwards.
Cllr Sir Peter did not have anything to report on at this time.

AGENDA

Cllr Sir Peter thanked the three representatives from the Youth Council who were in attendance at the meeting.

3963. 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 director of the Fromus Centre .

3964. APOLOGIES FOR ABSENCE: Cllr Mrs Damiral-White, illness, Cllr Ms Trotter-Langlois, work commitments

3965. MATTERS TO BE RAISED UNDER AGENDA ITEM 18: None

3966. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 10th OCTOBER 2011 TOWN COUNCIL MEETING previously circulated: Unanimously agreed and signed. Motion carried

3967. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:

Cllr Sir Peter thanked Cllr Cassels for his swift action on purchasing and installing WiFi in the Market Hall
The Clerk had responded to the Kelsale resident who had sent a letter of complaint regarding the High Street.

3968. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

664 Suffolk Police Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
665 The Town Telegraph
666 Greener Sax – Saxmundham Community Garden
667 SALC – Libraries and a new heritage organisation for Suffolk
668 SCC – Notification of temporary road closure – U2526 New Cut Saxmundham 6-9 December
669 email Sharon Wait, House Manager at Fairfields – complaint to Police regarding noise on Friday evenings down Harpers Lane
670 email Suffolk Acre – Correcting Sat Nav databases
671 Came & Co - Parish Matters newsletter
672 SALC – various
673 High Sheriff’s Award 2012 – news from the Grants Team


B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

169 AXA Commercial Property – Claim from H.G.Crisp for damage to their property due to water ingress £895.00. The Clerk will write once again to our previous insurers.
170 SCDC – possible divestment of open spaces and play areas – are we interested in considering in providing any of these services in the future? This subject was discussed in some detail including divestment of public lavatories. Cllr Willett proposed we decline, seconded by Cllr Cooke. 3 abstentions. Motion carried on majority.

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C298
SALC
Agenda and minutes for Suffolk Coastal area meeting
Circulation
C299
Suffolk Coast & Heaths
Monthly update
Circulation
C300
Sax Primary School
Science & Community Building – request for financial assistance in 2012
Cllr Sir Peter will liaise with Mr Robin Potter requesting further details.



3969. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:

Cllr Sir Peter has received a charming personal letter from the High Sheriff who attended the Literary Lunch thanking him and Lady Batho for the invitation and for showing him and his wife around Saxmundham.
Cllr Sir Peter advised that Colonel Warren, who had recently retired from the Town Council due to ill health, had been hospitalised for kidney failure in the Royal Berkshire Hospital in Reading. It is hoped that he will be able to return home within the next few days.
Cllr Sir Peter explained that when one is elected to the Council – any Council, one becomes part of the Civic side of a town. Yesterday, at the Remembrance Sunday Civic Parade, Sir Peter was extremely disappointed by the very low turn out of members of this Council. Understandably, occasionally some will have pressing engagements, but as we normally only have two Civic functions a year the attendance was very disappointing.

3970. FINANCE REPORT:
* To approve the monthly finance report to end of October 2011 - Cllr Cooke proposed these as correct, seconded by Cllr Willett. Unanimously agreed. Motion carried.

3971. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE: The committee did not meet this month. The next meeting will be held on Monday 5th December.

3972. TO CONSIDER THE REQUEST FROM SUFFOLK YOUNG PEOPLE’S HEALTH PROJECT FOR A GRANT: - This will be considered with other requests in May 2012.

3973. TO CONSIDER THE COUNCIL’S RESPONSE TO THE OLYMPIC TORCH ROUTE PASSING THROUGH SAXMUNDHAM:
Money will need to be allocated for the event as we will definitely need bunting to decorate the town using the Olympic colours. Saxmundham in Bloom flowers will also need to be colour co-ordinated. The Finance Committee will need to discuss this on the 5th December because there is a short time limit as the Olympic Group will need a response by 15th December. The cost could be between two and three thousand pounds. Cllr Cooke though we should celebrate this memorable occasion as did Mr Moye. Cllr Sir Peter requested Cllr Mrs Andrews to liaise with Mr Moye.

3974. TO RECEIVE A REPORT FROM THE CLUB SAX AND THE YOUTH COUNCIL:
Cllr Mrs Andrews advised that the paid Youth Worker had provided her with the following information:
Attendance has been increasing over the last nine months with over 181 youngsters averaging 20 per session. There is an overwhelming male attendance. The Youth Club committee decide how to plan what the members would like to do and one very popular project is eight week break dancing.
At present there is £3859.49 in the account and the Youth Club is going well.
Cllr Mrs Andrews met the Chairman of the Youth Council, Ryan Church, by chance and advised that our vicar will be visiting the Youth Club shortly. The Clerk has put forward Ryan to carry the torch but we will not know the results of that proposal until later in the year.

3975. TO RECEIVE AN UPDATE REGARDING THE DIAMOND JUBILEE CELEBRATIONS:

Cllr Howe advised that Waitrose will be sending us £420.00 from the green token scheme to start our Jubilee fund. The plans for Sunday have been completed costing around £1000 but Monday has yet to be confirmed. There will a wine tasting evening in the Market Hall on Saturday 3rd December to raise funds for the above and the tickets are on sale in H.G.Crisp. Cllr Howe encouraged Councillors to attend. The Finance Committee will reconsider the request for funding at the next meeting.

3976. TO DISCUSS THE LOCAL TOWN PLAN: Cllr Tricker has had a meeting with Suffolk Acre, Halesworth and Leiston Town Councils. Halesworth took eighteen months to complete their plan. A public meeting has been pencilled in for January 28th 2012 in the Market Hall. Cllr Tricker advised that they are looking to recruit independent members from the Council with three Councillors lending support.

3977. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE:
As Cllr Mrs Damiral-White was unable to attend the meeting Cllr Fisher presented the two plans for consideration. Cllr Willett declared an interest in C11 2441 and left the meeting.

C11 2364
Mr & Mrs Buttery
The limes, 51 Fairfield Road, Saxmundham
Erection of single storey extension to existing dwelling to provide art studio, together with single storey extension to existing garage to provide garden store
The Council did not object to this application.
C11 2441
Mr Ian Lennard
115 Saxon Road, Saxmundham
Enlargement of front dormer window
The Council did not object to this application.


Tree work:
37 South Entrance, Saxmundham
Tree work T1-T4 Silver Birch – remove, T5 & T6 Sycamore – remove, T7 cherry - remove

SCDC planning approval:-

C11 1734 Yew Trees, Fairfield Road, Saxmundham Conversion of existing garage to study/Bedroom
C11 2019 Fairfield House South, Fairfield Drive, Saxmundham – Internal alterations


3978. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Mrs Andrews advised that despite a few teething problems most have been resolved with Leiston Press. The next edition is due out imminently.


3979. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Fisher attended the LSP last Friday which has been ongoing for the last six years. However cutbacks on funding are imminent and it is unclear if they will be able to continue.

Cllr Mrs Andrews attended the ESTA meeting –the new franchisee will be Abellio.
Cllr Howe advised that a couple of BOS members are interested in attending the Town Plan meetings. The Beccles Loop will be up and running by December 2012.
Cllr Howe advised that help is need with the Santa evening on Friday 2nd December.


3980. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3: None

3981. DATE OF NEXT MEETING: 12th DECEMBER 2011





Meeting closed at 09.05 pm





Signed………………………………………… Dated…………………………………..……….
* Page 5 of 5 Town Council Minutes 14 November 2011