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

Present:
Cllr. Mrs M Andrews
Cllr. S. P Batho
Cllr. Mrs R Damiral-White
Cllr. J. Fisher
Cllr. K. Howe
Cllr. G. Moye
Cllr. Miss B Peall
Cllr. Mrs. D Sculley
Cllr. Ms. C. Trotter-Langlois
Cllr. D. Willett



In attendance:

Mrs M. Gallop, Clerk to the Council
3 members of the public
PCSO Thora Taylor




PUBLIC FORUM:

* Several complaints about the standard of street cleaning in Saxmundham particularly in the Market Place and Fromus Square. Clerk to write to Suffolk Coastal Services about the poor service since our original street cleaner left their employ
* Increasing number of cars are driving up the pavements along the Market Place endangering lives
* Dog waste bins are not being emptied on a regular basis and are often overflowing particularly on the corner of St. Johns Road and at the side of Brook Cottage, Waveney Close. Clerk will report this

REPORT FROM THE LOCAL POLICE: PCSO Thora Taylor reported:
* 20 offences have been reported during the month of February with a 25% success rate of arrests having been made to date.
* Illegal parking in the High Street is causing numerous problems and the SNT are going to carefully monitor this situation.
* Problems arising in the Market Place will also be scrutinised and the SNT will liaise with the Licensing department at Suffolk Coastal District Council.
* Parking in the Market Place could further deteriorate due to Post Offices not being awarded the license to give out pensions. Pay Point has received this contract and our local Pay Point is at the newsagents in the Market Place. This could lead to the total demise of our Post Offices.

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Rae Leighton was unable to attend.

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Sir Peter advised that the Suffolk Coastal District Council have given a zero increase for Council tax for the forthcoming year without cutting services. Savings have been made by SCDC linking up with Waveney District Council by sharing the Chief Executive and the Chief Officers. At present there are no plans to be unified.
A letter that had been publicised in the Town Telegraph had a substantial amount of incorrect information contained in it and Cllr Mrs Andrews will be responding.

AGENDA

3830. 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.

3831. APOLOGIES FOR ABSENCE: Cllr G Cooke, illness, Cllr Jones, working abroad, Cllr Palman work commitments

3832. MATTERS TO BE RAISED UNDER AGENDA ITEM 16: None

3833. TO APPROVE AND SIGN AS A TRUE RECORD THE MINUTES OF THE 14th FEBRUARY MEETING previously circulated: A minor amendment to 3820 – Unanimously agreed and signed. Motion carried.

3834. MATTERS ARISING THEREFROM NOT COVERED ON THE AGENDA:
C243 The Market Hall has had a free environmental review and we are awaiting the report.
3818 Page 4 - Clerk has instructed builders to repair the party wall between the Market Hall and H.G.Crisp.
3820 page 5 Cllrs Cooke and Mrs Damiral-White investigated the entrance to the Memorial Field instead of Col Warren who is ill. They were informed by Essex and Suffolk Water that the left hand side of the Memorial Field had main water services along there preventing any alteration to widening the entrance. The Gateway could be widened to the edge of the drainage ditch and Cllrs Sir Peter and Fisher will look into this.
3825 Public Forest Estate – The Government have changed their minds about selling off the forestry land.

3835. TO CONSIDER CORRESPONDENCE RECEIVED:

A – CORRESPONDENCE TO BE NOTED AND CIRCULATED:

573 Suffolk Coast & Heaths - February monthly update
574 Kompan launch new Playground Funding Support Service
575 email Sizewell Parishes Liaison Group – Minutes from February
576 email Michael McLean TCPA Neighbourhood Planning Conference
577 SCDC Agenda & minutes
578 SCC – Service changes to Household Waste Recycling Centre service
579 Suffolk Acre – Undergrounding cables consultation
580 SALC agenda for meeting 7 March Stratford St Andrew
581 Communities & Local Government – Consultation paper
582 Dr Therese Coffey House of Commons – WWF & RSA concerning water management
583 Town Telegraph
584 Suffolk Coastal Resource Network – Keep in touch
585 email Jacquie Errington – draft agenda for Library meeting at Wickham Market 9th March 3.30pm
586 SCC Notification of temporary road closurea U2526 Albion St at level crossing 9-10 April and
U2526 Albion Street outside no 14 11-13 April
587 The Journal of Local Planning – Localism Bill
588 Royal Horticultural Society – Bloom launch event
589 Consultancy Action Planning
590 SALC copy email regarding DSEG

B – CORRESPONDENCE TO BE DISCUSSED BEFORE REPLY:

154 SCC email – 8 week public participation – Section 106 Developers Guide to Infrastructure in Suffolk – comments by Tuesday 3 May 2011 – pass to the Chairman of planning committee, Cllr Mrs Damiral-White

C – OTHER CORRESPONDENCE RECEIVED TO DATE:

C245 East Suffolk Lines Stakeholder meeting 17 March 6.45 Endeavour House, Ipswich

C246 Suffolk Coastal Trees & Woodlands event 20th March

C247 Suffolk Acre April 6th Waveney House Hotel Beccles broadband provision Suffolk

C248 Daye Goddard SNT Sgt CCTV:

C249 Copy email Daye Goddard Parking on the High Street

C250 Suffolk Coastal Town &Parish Planning Forum Thursday 7th April at SCDC & Wed 13th April at Stratford

C251 Suffolk Acre Democracy event Needham Market Community Centre Friday 8 April 10 – 3.30pm Circulation
C252 NALC Should parish & town councils lose the power to precept if they break the law or statutory regulations? – Thoughts by 3 May Clerk to source more information. Agenda item for April.
C253 Email Liz Gleave Suffolk Radio opportunity for library – do you want to be involved? Anyone interested should let the Town Clerk know.
C254 Email Patrick Lowman PR Consultant – publicity campaign similar to Sudbury TC – Would we like a working relationship? No
C255 Email Daye Goddard Litter Pick - When are we holding this?
8th & 9th April – Cllr Trotter-Langlois to do a poster
C256 ESTA Minutes of meeting Circulation


3836. CHAIRMAN’S/ TOWN CLERK’S ANNOUNCEMENTS:
* Cllr Mrs Andrews asked if anyone would like to participate in the church quiz and make up a Town Council team. Two teams containing Town Council members are already taking part representing different organisations but there will not be an entry from the Town Council.
* A new Vicar, Andrew Wolton, who is married with a family, has been appointed and will be arriving during August/September 2011. He trained with our last Curate Chris Ramsey and was chosen from eight applicants.
* Cllr Andrews received an email from the Senior Disposals Surveyor at Suffolk County Council informing her that SCC’s first marketing campaign of Saxmundham former Primary School was not successful. The top bidder, a residential developer wanted a different planning consent on the original buildings than the one achieved, and ultimately withdrew their offer. The original application sought to provide 6 apartments in the building but SCC will commission the architect to guide a new planning application to completion based on conversion into two dwellings. SCC will soon seek to extend the life of the existing planning application so as to preserve a level of value in the site whilst the other application is processed.

A five minute break ensued. Cllr Miss Peall left the meeting due to family illness.

3837. FINANCE REPORT:
* To approve the monthly finance report to end of February 2011. Cllr Moye proposed these as accurate, seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried.

3838. TO CONSIDER THE CLERK’S THREE PERFORMANCE OBJECTIVES/TARGETS AND ANNUAL SALARY REVIEW: Cllr Cooke is planning to have a meeting with the Town Clerk when he has recovered from illness.

3839. TO CONSIDER THE PAYMENT OF £125.00 FOR THE 2010 CHRISTMAS TREE : Cllr Moye proposed we approve the payment, seconded by Cllr Mrs Damiral-White. Unanimously agreed. Motion carried.

3840. TO RECEIVE A REPORT FROM SAVVY: Cllr Ms Trotter-Langlois reported.
* SAVVY have a new Chairman, Mr M Summers
* They have begun three new portfolios, publicity, advertising and youth provision.
* The Clerk will chase up the delivery of the new play equipment for Seaman Avenue.

3841. TO RECEIVE A REPORT FROM THE POLICY & RESOURCES COMMITTEE: Cllr Moye reported:
* The Committee had proposed that we should not top up the available money from our recycling credits and market commission this year but donate to a fewer number of organisations locally with larger amounts. Unanimously agreed. Motion carried.
* Cllr Mrs Andrews and Cllr Moye had a meeting with members of the Youth Service. Cllr Mrs Andrews had met with Frank Huxley, Keith Jennings and Malcolm Briggs who explained that the Youth Service will fold from the end of April and the onus will be on Leiston and Saxmundham to do what they can to keep youth facilities running in the two towns. The Resource Centre can be used for the moment but a new venue needs to be found. This matter to be an item on the P & R agenda in April.
* Suffolk Fire & Rescue Service Integrate Risk Management Plan - The committee decided not to reply as we consider ourselves not to be qualified to comment on the proposals.
* Taking over the management of Saxmundham’s recycling bins – Cllr Moye advised the Town Clerk that he had sourced various options regarding costs but it would not be a viable proposition to take these facilities over.
* It was unanimously agreed, due to higher expenditure, that the cost of providing hanging baskets for Saxmundham in Bloom should be increased this year to £35.00 each. Motion carried. Neighbouring towns, Aldeburgh and Woodbridge baskets are £50.00 and £45.00 respectively. An article appearing in the Coastline regarding part funding by SCDC for Aldeburgh was incorrect.
* Cllr Mrs Andrews and the Town Clerk were appointed the task of redesigning Saxmundham News and will liaise.
* Although our Council does not have the financial resources Cllr Fisher proposed that the Town Council express an interest in taking over the running of the library. Seconded by Cllr Willett. Unanimously agreed. Motion carried.

3842. TO DISCUSS ENTRY INTO ANGLIA IN BLOOM: Cllr Moye proposed due to the economic climate we do not enter into the Anglia in Bloom competition this year. Seconded by Cllr Mrs Sculley. Unanimously agreed. Motion carried. Cllr Mrs Damiral-White will liaise with her daughter regarding supplying the popular postcards that can be sold locally to raise funds for Saxmundham in Bloom. Cllr Howe offered to distribute sponsorship letters when the Town Clerk has completed them.

3843. TO RECEIVE A REPORT FROM SAXMUNDHAM NEWS AND THE WEBSITE: The next issue will be distributed on Friday 1st April. Cllr Mrs Andrews explained that the format of our quarterly newsletter is changing from the July edition. It will be published every month in an A4 format (the size and shape which we started with so many years ago). This will enable the Town Council to keep everyone informed about what is going on in the town and what is planned for future events. The Town Clerk continues to update the website.

3844. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS COMMITTEES including working parties:
Cllr Mrs Sculley reported that the Market Hall window is due to be replaced this coming week.
Cllr Mrs Sculley advised that tickets for the St. Georges dinner dance will be on sale from H.G.Crisp this week.
BOS - Cllr Willett advised that Sgt Goddard had been around the town with two or three companies who specialise in the installation of CCTV regarding the siting of cameras. A wired system would cost in the region of £6000 to £7000 although it is not an ideal system due to the cables. One company has expressed an interest to provide a wireless system from one end of the town to the other but funding has to be sourced.
Cllr Willett reported that it is the responsibility of each individual business to take down their own Christmas trees.
The Clerk and Cllr Andrews have been inundated with enquiries regarding rumours about the building of Tesco but this project is on schedule. The Factory Shop will open at Easter, but concern was expressed about the entrance doors in Church Street which look as though they will open directly onto the pavement and may need a barrier to provide protection.

3845. OTHER MATTERS TO BE DISCUSSED AT THE CHAIRMAN’S DISCRETION as notified under Agenda item 3: None

3846. DATE OF NEXT MEETING: Town Council 11th APRIL 2011
Annual Parish Meeting Monday 18th April 2011




Meeting closed at 9.15pm





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