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Minutes of the meeting of the Kesgrave Town Council held on Monday 10th December 2007 at 7.15pm in the Council Chamber.

Present:

In attendance:

1. Apologies

Mr N Bugg– Illness
Mrs S Coupe– Family commitments
Mrs S Evans (Vice-chairman)– Work commitments
Mrs J Klaschka– Family commitments
Mr L Payne– Work commitments
Mrs D McCullum (District Cllr)– Work commitments


2. Declarations of Interest

Mr Beecroft declared a personal interest in item 7.a.ii, Kesgrave News Contribution, being a member of the Kesgrave News Committee, remained in the meeting and took part in consideration and discussion of the matter.

Mr Comber declared a personal interest in item 7.a.ii, Kesgrave News Contribution, being a member of the Kesgrave News Committee, remained in the meeting and took part in consideration and discussion of the matter.

Mr Comber declared a personal interest in item 10.d, Rupert Fison Christmas Tree being a Director of RFC, remained in the meeting and took part in consideration and discussion of the matter.


3. Minutes of the last regular meeting held on 12th November 2007

After Members were informed of two minor spelling corrections, the minutes of the last meeting having been circulated were taken as read, approved and signed by the Chairman.


4. Matters arising

a. Response from Sergeant Richardson regarding 3PT membership In response to a query from Mrs Evans regarding 3PT membership an email had been received from Sergeant Richardson which was copied to Mrs Evans in the knowledge she would be absent from the KTC meeting. It was established further information was required and therefore another request has been sent for clarification in order for the full explanation to be reported in January.


5. Chairman’s Report

The Chairman reported:-

He also reminded Council of the Annual Reception to be held on Friday 14th December.

An adjournment was declared:

– to receive reports from the County and District Councillors, Police, Crime Prevention representatives, Public Transport Liaison Officer and Local History Recorder

The Chairman asked if any further information was available regarding the recent news release about the failure of the Ipswich Unitary Status bid.

Mr Hudson, County Councillor, explained this matter is to be discussed at a Full Council meeting on Thursday and he will forward information as it becomes available. He also explained the process of how the County Budget for 2008/09 has been scrutinised and will be considered.

Mrs Ogden, as District Councillor, informed Council:-

– leaflets have been circulated informing residents of Christmas refuse and recyclate collections;
  • KHS students are giving 3 Christmas performances, one free of charge to senior residents, at All Saints Church.

    • Mr Grimwood, District Councillor, stated the next Development Control meeting will be discussing the planning application for an additional dwelling at 32 – 34 Ashdale Road which has been recommended for approval.

    Mrs Neale, District Councillor, stated:-

    No member of the Police was present but Members had been issued with a report from Sergeant Richardson, which is held on file.

    - Presentation by Andrew Down, SCC Extended Schools Development Officer, on Youth Activities and Funding for 2008.

    A presentation was given by Andrew Down, SCC Extended Schools Development Officer, on his proposals for youth activities and future funding for 2008. He explained how he would apply for funding from various sources and hoped that KTC would consider contributing to this scheme with the support of neighbouring parishes such as Martlesham and Rushmere St Andrew. The paper prepared by Mr Down was issued to Members and other Councillors present is attached at Annex 1 to the permanent copy of these minutes.

    Mr Down and member of the pubic left.

    - to allow members of the public to speak

    There being no members of the public present the meeting was reconvened.

    6. Notices and Correspondence

    a. Items for Discussion

    4.D. KTC had been acknowledged in the National Autistic Society Newsletter Autumn 2007 Issue 16 for giving a donation to Autism Suffolk.

    5.D. A thank you letter had been received from the British Red Cross for the KTC donation.

    6.D. The SCDC Coastal Potato scheme had been described earlier by Mrs Neale and Mrs Ogden stated she would be attending the forum on 18th January as a District Councillor. A report from Mrs Ogden will be much appreciated as no volunteers to attend were forthcoming.

    7.D. A thank you letter had been received from the Royal British Legion for KTC's donation

    The Clerk also stated Mrs McCullum has provided documents for the Council files on the Music Festival and will provide further documents through the year as the project progresses.

    A copy of the lists of Notices and Correspondence, including those for information only, and Reports and Mandates received were issued to each Councillor and are attached at Annex 2 to the permanent copy of these minutes.


    7. Financial Matters

    a. Draft Minutes of the last Committee meeting held on 26th November 2007 were issued to Councillors and are attached at Annex 3 to the permanent copy of these minutes.

    i. 2008/2009 Draft Budget and Precept (F&R item 7) Council agreed the F&R recommendation to approve the draft budget attached at Annex 3 to the F&R minutes and the consequent precept of £155,000.

    ii. Kesgrave News Contribution Noted.

    b. Receipts and Payments Copies of the statements of Receipts and Payments were issued to each Councillor and are attached at Annex 4 to the permanent copy of these minutes. Council agreed the Receipts and Payments be accepted with no further discussion and settlement of the accounts was approved.

    c. Transfer between accounts Council agreed a transfer of £12,000 be made from the Tracker Account to the Ordinary Account. Later in the meeting: This was increased by £775 to cover the agreed increased payment to Mike Garnham.

    d. Transfer of Reserve Funds Council agreed that funds be transferred as detailed.

    Product/service - Amount - Reserve fund
    RFC Christmas tree - £105.37 - From RFC
    RFC Grass cut - £18.60 - From RFC
    SCDC Election charges 03/05/07 - £1,737.44 - From Election Costs
    Mike Garnham, Building Consultant for CWG - £1,500.00 - From Cedarwood Green facilities
    Mike Garnham, Building Consultant for CWG - £775.50 - From Cedarwood Green facilities
    Borrowed between Reserve funds in December 2007

    From Long Strops (payment to Wicksteed) - £32,983.74 - To Cedarwood Green facilities
    From Long Strops (payment to Mike Garnham) - £1,500.00 - To Cedarwood Green facilities
    From Long Strops (payment to Mike Garnham) - £775.50 - To Cedarwood Green facilities

    e. Late items for information The Clerk reported the Audit Report for 2006/2007 had at last been received. There were no comments this year about Earmarked Reserve Funds. Comments on the effectiveness of the internal audit and control systems were made but the F&R Committee have already agreed this should be considered in more depth. Risk assessments are also mentioned but, as was noted in the documents sent to Lubbock Fine, these are also being progressed.

    Council also agreed in principle to fund the youth activities suggested by Mr Down. It was recognised that Martlesham and Rushmere might not be willing to contribute the same as Kesgrave and that a one third split for Kesgrave, one third for the two other parishes and one third other funding might be necessary. With this in mind a sum of £2,000 was agreed in principle with the possibility of considering further funding in the future.


    8. Planning and Development Matters

    a. Planning applications received since 9th November 2007 The list of planning applications where comment was required, those which were not contentious and the decisions received, had been issued to each Councillor and is attached at Annex 5 to the permanent copy of these minutes. Those plans for which comment was required were displayed and further comments were invited, but none were made. The P&D Committee then approved this list and the comments en bloc.

    The Clerk explained some discussions had been held with Persimmon regarding access to the Council car park during development of the site accessed from Ferguson Way. A letter has been received confirming that access will be available and that the Council car park will not be used by the developers.

    b. Street naming None.

    c. Late items for information The Clerk thanked Mr Beecroft and Mrs McCullum for attending the Appeal for 29 Edmonton Road last month.


    9. Recreation and Amenities Matters

    a. Roads, footways and footpaths The Deputy Clerk advised Council of the following matter:-

    - Speedwatch Members had been issued with additional information on the Speedwatch scheme and were advised that Sergeant Richardson, originally not in favour of the scheme, now considered its implementation would be advantageous. Although one Member considered the Town Council should promote this idea it was agreed not to pursue this issue.

    b. Late items for information In the light of the recent death of a driver of a vehicle on Foxhall Road it was suggested by Mr Beecroft that County be pressed to reconsider the speed limits south of Kesgrave. It was agreed to ask for the limit on Foxhall Road to be 40 miles per hour from the A12 roundabout to the present 30 mph speed restriction, and that from the present 30 mph speed restriction to their junctions with Foxhall Road both Bell Lane and Dobbs Lane should have a 40mph limit also.


    10. Project Officer Report

    a. Resolution to exclude the Public and Press under the Public Bodies (Admission to Meetings) Act 1960.

    The Council resolved that the public and the press be excluded for consideration of Item 10. Project Officer Report, Cedarwood Green POS, i. Payment to Engineer since publicity would prejudice the public interest by reason of the confidential nature of the business, and that this matter be deferred to follow item 16 on the agenda.

    b. Cedarwood Green POS

    i. Payment to Engineer This item was discussed after item 16 and is minuted there.

    c. Detached Youth Workers As the report states there are still no detached youth workers working in the Kesgrave Area. Miss Hall had sent a very comprehensive letter to the Area Director South, Suffolk County Council Children and Young People Services, outlining all the difficulties experienced over the last year in trying to employ detached youth workers in Kesgrave. An email acknowledgement has been received in which it is said the letter made for thoroughly depressing reading; a substantive response is awaited.

    d. Rupert Fison Christmas Tree Council agreed the Christmas tree project was a success and should be repeated. The necessary arrangements for next year as outlined in Miss Hall's report will be undertaken by the Staff. There has been a suggestion that primary school choirs should sing round the tree and some Members considered the tree would be better placed in the centre of the square. These details will be considered in the new year.

    Miss Hall's report is attached at Annex 6 to the permanent copy of these minutes. It was also agreed a Birthday celebration at Cedarwood Green in August should be held, and discussions will take place with Andrew Down to co-ordinate his proposals for holiday activities with this event.


    11. Youth Provision

    a. Youth Club A new Senior Worker has been appointed but Mrs Evans and Mr Beecroft are yet to meet her.

    b. Other Youth Issues The next Youth Forum will be held on 7th January 2008 at 5.30pm in the Council Office.


    12. Members request to extend leave of absence

    Council were already aware of Mr Bugg’s illness. Although unable to attend meetings regularly he is taking an active interest in Council affairs and commenting on Planning applications. It was agreed therefore to extend his leave of absence to the June 2008 meeting when further consideration will be given.


    13. Model Code of Conduct

    The Clerk reminded Members she had considered it essential to hold discussions with SALC on the article in Local Councillor and the NALC papers on the Code of Conduct, because of the complexity of the situation. SALC are also of the opinion that the advice given by NALC is not very clear but SALC advise if a Council believed they had adopted the Code including paragraph 12(2) then that is what they have adopted. Members indicated that is what they considered they had adopted.

    Council were therefore advised that as they have had an adjournment for some time and afford Members of the Public the opportunity to speak to Council during that interlude they can allow Councillors with a prejudicial interest in an issue that same opportunity to address Council. However that opportunity must be taken before anyone else gives their opinion and the Councillor must then leave the room while anyone else addresses Council and while any decision is taken.

    They were reminded it is imperative Councillors remain alert to the possibility of an issue being discussed during the meeting where a prejudicial interest has to be declared and if Members of the Public start to address Council on an issue they must indicated as soon as possible that they have an interest, must speak first and then leave the meeting. It was noted also that although adoption of the Code allows Councillors with prejudicial interests to address the Council this is at Councils discretion. It does not mean this opportunity always has to be made available to Councillors.


    14. Town Plan

    The Orwell Room at the Community Centre has been booked for the Town Plan meeting on 12th February 2008, with the meeting to start at 7.00pm. The Clerk has spoken to Sunila Osborne of Suffolk Acre who has confirmed the Purdis Farm meeting attended by Mr Briggs recently was the result of being further into the process of putting a Plan together and that the activities that attendees participated in would not be appropriate for Kesgrave’s February meeting.

    An article has been submitted for January Kesgrave News which gives details of the meeting.


    15. Report from Clerk and Press Officer

    Members were reminded of:-
    – the Annual Reception to be held at 7.30pm on Friday 14th at the Conference Suite, Kesgrave Community Centre;

    – Evening of Reflection on 21st December at 7.00pm on Legion Green;

    – the Office closure to the public from 1.00pm Friday 21st until 9.00am Wednesday 2nd January. The Clerks will occasionally be in attendance to check on urgent issues during the holiday period, and the Funeral Directors will as normal be given out of hours contact details..

    Articles for inclusion in January Kesgrave News have been submitted on:–
    Page 3 The plans for the development in Ferguson Way, adjacent to Cedarwood School, and the Town Plan

    Members held a brief discussion on the inclusion of the development adjacent to Cedarwood School in the article but believed that although the land might not yet have changed ownership the article as agreed should be submitted for publication.

    Others Community Awards and Councillor details


    16. To receive such other communication or matters of sufficient urgency and importance that the Chairman will allow for discussion

    An announcement had been made last week that the Ipswich Unitary bid had not been confirmed but that the Boundary Committee are to consider ways in which Unitary status could be established in Suffolk. Council considered there was insufficient information at present for them to have any meaningful discussion but this would be agendad at a subsequent meeting to consider the situation.

    The remaining Members of the Public left the meeting and Council were able to consider the following.


    10. Project Officer Report

    b. Cedarwood Green POS

    i. Payment to Engineer The Clerk explained that when quoting for the position as Consultant engineer for the project Mike Garnham had not anticipated the work would be so prolonged or that his input would be so intensive. His actual costs amounted to £2,272.50. A reduction of £1,000 had been negotiated with Wicksteed and the liquidated damages of over £4,000 has been retained for further consideration. Council agreed Mr Garnham's services had been essential to bringing the project to a satisfactory conclusion, and that the additional £775.50 should be paid.


    17. Date of next meeting – Monday 14th January 2008 in the Council Chamber

    The Chairman closed the meeting at 9.06pm.

    Chairman
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