MINUTES OF A MEETING OF
SAXMUNDHAM TOWN COUNCIL HELD ON
MONDAY 13th SEPTEMBER 2010
IN THE MARKET HALL AT 7:15pm

Present:


Cllr M. Palman, Chairman
Cllr. Mrs M Andrews
Cllr. J. Fisher
Cllr. K. Howe
Cllr. G. Moye
Cllr. Mrs. D Sculley
Cllr. Ms C. Trotter-Langlois
Cllr. D. Willett

In attendance:
Mrs M. Gallop, Clerk to the Council
PCSO Thora Taylor
4 members of the public

PUBLIC FORUM:
Grave concern was expressed regarding the amount of traffic in the Market Place, particularly large vehicles
There has been a noticeable increase in anti social behaviour and extra litter in and around the public car park since Zorbas was granted a license.
The circus had placed a numerous amount of posters around the town and left them all ‘in situ’ on their departure.
An email had been received expressing concerns about the length of time the police took to respond to an incident in the Market Place. A member of the public asked if this could be related to the new hub policing scheme because residents were increasingly concerned about this ongoing problem.
A member of the public expressed concern that a female PCSO was required to patrol isolated areas on her own

REPORT FROM THE LOCAL POLICE: PCSO Thora Taylor read out the crimes for July and August.
* There has been an increase in youth related crimes and ASB and this remains a priority for our SNT team linking in with Leiston. A joint public meeting of the Leiston & Saxmundham Safer Neighbourhood Teams is being held at 10am on the 7th October in Leiston Community Centre specifically to discuss the crimes and anti social behaviour of an identified gang of youths.
* Cllr Moye expressed his dismay that the Police report would no longer contain details of crimes detected, undetected and still pending and he would be writing to Suffolk Constabulary to formally express his concern.
* Smartwater is coming to Saxmundham. SmartWater is a colourless odourless liquid that forensically links burglars to crime scenes and stolen property. It can be used to invisibly mark property, such as TVs, jewellery, games consoles, computer and audio equipment and now households in Leiston will be offered the opportunity to have items marked. The pilot in Lowestoft, the first of its kind in Suffolk, was a success. SmartWater can only be seen under ultraviolet light and it doesn’t harm property but the liquid bears a chemical code that is unique, permanent and can be traced back to the home it came from. Sgt Goddard is keen for residents in Saxmundham to benefit.

REPORT FROM THE COUNTY COUNCILLOR: Cllr Rae Leighton had sent his apologies due to attendance at another meeting. He reiterated the need to pay attention to the guidance sent out regarding community preparations for winter weather.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Sir Peter had sent his apologies due to attendance at another meeting.
Cllr Mrs Andrews explained that Sir Peter was attending a simultaneous Cabinet meeting that is a precursor to two District Councils merging, Suffolk Coastal and Waveney. The Chief Executive and the Head of Planning are already shared by both District Councils. Waveney has got specific problems of its own and that may cause concern if Suffolk Coastal join with them.
Six parish and town Councils are meeting with Officers and Councillors this coming Friday to discuss the scrutiny of the planning process.

AGENDA



3715. 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.

3716. APOLOGIES FOR ABSENCE: Cllrs Sir Peter Batho, meeting, G Cooke, holiday, Mrs Rose Damiral-White, illness, Miss Peall, family illness, Col Warren, illness, County Cllr Rae Leighton, meeting. Cllr Jones was absent.

3717. MATTERS TO BE RAISED UNDER AGENDA ITEM:
3717.1 Letter to Police, Cllr Willett
3717.2 Foliage in Brook Farm Road, Cllr Palman

3718. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 12th JULY 2010 MEETING previously circulated: After a minor amendment these were unanimously agreed and signed. Motion carried.

3719. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
3697 Waitrose – The Clerk had received a letter of acknowledgment from Head Office and been advised that our letter had been passed to Paul Reeley, the Branch Manager and their Property Department who are better placed to directly deal with our concerns.

3720. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

494 Town Telegraph
495 SCC Temporary closure of part of the U2526 Albion Street, Saxmundham 11pm 21st Sept to 6am 22nd September
496 Suffolk Age Concern – thank you for support from Councils
497 SALC – various courses
498 Suffolk Acre -The Rural Coalition – Report on a future for Rural England
499 Mrs H Williams – Letter from Norwich regarding Tescos
500 Waitrose Berkshire – acknowledgement of Town Clerk’s letter
501 Email Trevor Tate with agenda for Sizewell Parishes Liaison Group
502 Town Telegraph (August)
503 East of England Local Government Association Services for Employers brochure 2010/11
504 Email - NALC Community Right to Build
505 Email Kerry Bridges Suffolk Coastal – Suffolk Hedgerow Survey Newsletter Summer 2010
506 Suffolk View
507 SALC – Various
508 SCC – Revised bus services
509 Email John Fisher – Intention to apply to open an 11 – 16 Community High School
510 email Suffolk Acre – Health & Wellbeing training booklet for the public
511 SCC Suffolk Trusted Trader
512 No Need for Nuclear – leaflet
513 Pastel – Newsletter
514 SCC Temporary closure of B1119 Leiston Road 31st August – 8 September then 30mph speed limit to 17 September
515 BT Line rental increases in October
516 ESTA Members’ Bulletin Summer 2010
517 ESTA Minutes of meeting – Cllr Mrs Andrews attended
518 Complaint from residents daughter regarding a window cleaner
519 SALC The Local Councillor plus various notes
520 SCDC Agenda & minutes
521 Suffolk Police Leiston & Aldeburgh Area Neighbourhood Watch Newsletter
522 SCDC Review of SCDC Planning Services
523 SCDC Arts & Heritage Listing



B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

128 SCDC The Licensing Act 2003 – reviews its Statement of Licensing Policy every 3 years –
period expires 7 January 2011 – Comments can be made to Cllr Palman before 1 November 2010
129 SCC Head of Registration Service – planned modernisation to amalgamate the current six
registration districts in Suffolk – any views to the Clerk by 28 September
130 SCDC Review of properties on the register of Historic Buildings at Risk – No concerns were expressed.



C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C207 ESTA Agenda for meeting 29th Sept Cllr Willett to attend
C208 Suffolk Police Smartwater is coming to Saxmundham Discussed as above
C209 Copy email from Christopher Jones, Angel Yard Intolerable disturbance from customers of a licensed premise in Saxmundham Discussed in detail as response time from the police is causing grave concern.
C210 Email Council Tax Consultations Thank you for our response
C211 East Anglian Daily Times report on request for junction improvements of the B1119 with the A12
Continuing concern expressed regarding the junction.
C212 East Anglian Daily Times
Letter regarding the article from EADT reporter Paul Geater regarding Saxmundham Circulation
C213 SCC Illuminated Christmas Decorations & other temporary electrical equipment on or above the Public Highway. Copy to be given to BOS


3721. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS: None

3722. FINANCE REPORT:
* To approve the monthly finance report to end of July/August 2010 – unanimously agreed. Motion carried.

3723. TO APPROVE & ACCEPT THE AUDITIED ANNUAL RETURN FOR YEAR ENDED 31 MARCH 2010: The Clerk had circulated the Auditors report and explained their comments due to the fact that the Market Hall accounts did not have to be included in the Town Council Annual Return. The Market Hall accounts are sent annually to the Charity Commission. The 2009/2010 Annual Return was unanimously approved. Motion carried.

3724. TO DISCUSS THE FUTURE OF THE MARKET: Cllr Palman advised that he and the Clerk had met with Mr Gary Lowe, Senior Estates Officer, Suffolk Coastal District Council to discuss the ownership of the Market. The Town Council have to decide whether they wish to take the market over and, more importantly, ideas of how to revitalise it. The figures given by SCDC show a marked decline since 2005. A working party consisting of Cllrs Howe, Moye, Ms Trotter-Langlois and Willett was set up for them to discuss the best course of action regarding the future of the market and hopefully report back by the October meeting.

3725. TO DISCUSS A CONTRACT FOR MAINTENANCE OF THE PLAY AREAS: Cllrs Fisher, Ms Trotter-Langlois and the Town Clerk attended a site meeting with Mr Ian Arnold, Senior Assistant Manager and Mr Chris Green who supplies the Inspection reports from Suffolk Coastal Services, at Seaman Avenue play area last week to discuss the state of the equipment and future inspections of our play areas. It was determined that some pieces of the equipment were not safe and need to be removed urgently. The Clerk had authorised pressure washing of the safety surface under one piece of equipment as it was dangerously slippery. The trees need coppicing and Ann Westover the tree Officer at SCDC will need to be contacted before work can begin. Cllr Ms Trotter-Langlois had received a couple of quotations for the removal of equipment and was waiting for Suffolk Coastal Services to provide the third quote. Due to the seriousness of the situation Cllr Moye proposed we should go ahead with the removal of three pieces of equipment for £500 and ask the contractors to use their judgement and best professional advice as to whether the concrete should be covered or not. Seconded by Cllr Palman. Unanimously agreed. Motion carried. The Clerk will investigate other companies to obtain quotations for future inspections of Seaman Avenue and Chantry Road Play areas.

3726. TO RECEIVE A REPORT FROM SAVVY: Cllr Ms Trotter-Langlois advised that the AGM took place on the 1st September and the main aim of the committee for the coming year was to obtain as many grants as possible.

3727. TO RECEIVE A REPORT FROM THE PLANNING COMMITTEE: Cllr John Fisher reported because Cllr Mrs Damiral-White was not present due to illness.

To discuss the following applications:

C10 2194 Didactese – Mr Gander The Red House, 11 South Entrance, Saxmundham
Change of use of 2 shop units from A1 retail to domestic use associated with the existing residential dwelling
The committee unanimously supported this. Motion carried.
C10 2196 SCC Seaman House, Seaman Avenue, Saxmundham
Use of land for the erection of 33 dwellings to include related infrastructure & access to Sax Middle School, new car park for Sax Day Centre & demolition of Seaman House (renewal of outline planning permission C07 2195)
Cllrs Fisher & Palman declared an interest. Cllr Moye proposed we strongly object on the grounds of previous objections in 2008. Seconded by Cllr Howe. Unanimously agreed. Motion carried.


3728. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE:

* Cllr Mrs Andrews urged everyone to attend the public meeting of Fromus Valley Education Trust who are working to create a new 11-16 community High School in Saxmundham.
* Council Tax Referendums - Cllr Mrs Andrews explained that the Government are planning to scrap capping and introduce referendums instead as this is all part of the ‘big society’ , in other words giving people more chance to have a say in affairs in their community. Cllr Palman has sent a response. Hopefully it will not affect smaller Town Council and Parish Councils.

3729. TO RECEIVE A REPORT FROM THE MARKET HALL COMMITTEE: Cllr Mrs Sculley advised the following:
* The lavatories have been cleared by Dyno Rod and paper towels are no longer used as they cause numerous blockage problems.
* Further estimates are being sought for the renewal of the Market Hall window and the planning application has been submitted.
* Two quotes have been received for the renewal of the kitchen floor and we are waiting to receive the third quotation.
* The caretaker has received an annual pay rise
* Cllr Moye is investigating the supply and installation of spotlights on the hall walls.

3730. TO RECEIVE A REPORT FROM SAXMUNDHAM IN BLOOM: Cllr Howe is hoping to attend the award ceremony this coming Wednesday when results of the In Bloom competition will be announced.

3731. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: Cllr Mrs Andrews reported that the next issue will go to the printers this coming Thursday and will be delivered on Friday 1st October.

As 10pm was fast approaching Cllr Palman proposed that we continue the meeting, seconded by Cllr Moye. Unanimously agreed. Motion carried.

3732. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Mrs Andrews attended the ESTA meeting and advised that the railway franchise has not yet been decided. Through trains to London should not have stopped until December but have already done so. Concern has been expressed about the station building in Saxmundham. There had been a break in at the weekend and Network Rail have boarded it up. Not only does the appearance look shabby this has a detrimental effect on Travel Cannon who are trying to run their business there. Cllr Mrs Andrews contacted SCDC but received no assurances about them doing anything about it at the present time. Our railway station is very low down on the list of refurbishments but Melton and Wickham Market are being refurbished. Cllr Mrs Andrews will be writing as District Councillor to Mr Geoff Butterwick, Chairman of Strategic Rail Partnership and to Network Rail expressing her grave concerns and she urged the Town Council to do the same. The car park spaces have been reduced at the station and this needs to be looked into. SCDC have expressed an interest in taking this over.
Cllr Mrs Andrews attended the Sizewell Stakeholders meeting which proved to be very interesting because it was alleged that members of the Stakeholder Group should have declared a pecuniary interest in Sizewell which would have resulted in them not being able to vote on the request for a report on leukaemia around Sizewell after the model of a similar report in Germany. This request was voted against 10 – 7 but it was subsequently pointed out that five of those against had a vested interest as ex -workers of the power station drawing pensions. The threshold for radio activity in low level waste nationally to landfill sites is being increased.
Cllr Palman attended the SALC Area meeting last Monday and the main subject of discussion was the proposed Council Tax referendums. Highways gave an informative talk on how they coped last winter with the inclement weather. Richard Smith advised that the problems at Sizewell B have continued costing them over £80million in repair costs so far but they hoped to be generating again by the end of September.

3733. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3:
3717.1 Letter to Police, Cllr Willett proposed the Clerk write a letter to the Chief Constable Simon Ash regarding lengthy response times, seconded by Cllr Palman. Unanimously agreed. Motion carried.
3717.2 Foliage in Brook Farm Road, Cllr Palman advised that there is a major problem with overhanging shrubs at the junction of North Entrance and Brook Farm Road. Cllr Fisher to investigate as this is proving to be a hazard to pedestrians.

3734. DATE OF NEXT MEETING: 11 OCTOBER 2010
Meeting closed 10.20pm



Signed………………………………………………… Dated…………………………………..……….
* Page 5 of 5 Town Council Minutes 13th September 2010