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Minutes of the meeting of the Kesgrave Town Council held on Monday 11th June 2007 at 7.15pm in the Council Chamber.

Present:

In attendance:

1. Apologies


2. Declarations of Interest

Mr Payne declared a personal interest in item 9.a., Financial Matters, Receipts and Payments, being a recipient, remained in the meeting and took part in consideration and discussion of the matter.

Mr Bridgeman declared a personal interest in item 17, Unitary Status, being an employee of Ipswich Borough Council, remained in the meeting and took part in consideration and discussion of the matter.


3. Minutes of the last regular meeting held on 14th May 2007

The minutes of the last regular meeting having been circulated were taken as read, approved and signed by the Chairman.


4. Minutes for the adoption of the New Code of Conduct meeting on 22nd May 2007

The minutes of this meeting having been circulated were taken as read, approved and signed by the Chairman.


5. Matters arising

a. Late items for information Reverend Spittle referred to the process of electing the Chairman at last month’s meeting. He expressed how uncomfortable he felt in the way certain Members had reacted giving what appeared to be a personal attack on another Member. He hoped his interpretation was ill-founded and stated he considered more care should be taken when discussions took place to avoid personal conflicts.


6. Annual Town Meeting matters arising
Members had been issued with draft minutes of the meeting which are attached at Annex 1 to the permanent copy of these minutes. In response to the request for the provision of a bus stop on Ropes Drive to facilitate the residents of Gressland Court it was agreed it is unlikely a further stop can be accommodated. The Clerk will respond with alternative solutions to this request, for example dial-a-ride.


7. Chairman’s Report

The Chairman informed Council since his election:
– he had chaired the Annual Town Meeting;
– attended a constructive meeting with residents, the Police, the Clerk and Project Officer on the progress of Cedarwood Green;

He reminded Members the KWMCC AGM will be held on 18th June 2007 at 7.30pm and although he cannot be present he encouraged all Councillors to attend.

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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

Mr Hudson, County Councillor, reported on:
– the Waste Management Conference;
– SCC debate on Unitary Status.

Mr Grimwood, District Councillor, reported on:
– the SCDC DCSub consideration of the planning applications for 75 dwellings off Hartree Way and the Church Centre in Mead Drive;
– the SCDC meeting on Unitary Status which included presentations by SCC and Ipswich Borough Council;
– Members training sessions on the financial implications of Pathfinder.

Mrs Neale, District Councillor:
– gave additional information on the IBC bid for Unitary Status;
– stated she had been appointed Portfolio Member for Rural Issues and Community Development;
– reported on the progress of Alcohol Designation Orders.

Mrs Ogden, as District Councillor, informed Council:
– she had also attended the Unitary Status meeting;
– of the current situation regarding the distribution of recycling bins;
– contact details for all local District Councillors have been advertised and are now available.

No member of the Police was present and no written report had been received. However Mr Payne informed Council of an incident which occurred in Tesco’s car park that had resulted in an arrest. In view of the seriousness of the incident he was surprised to learn it had not been reported to the Town Council for information. He was also aware some crimes were not being recorded and if this is the case statistics could not be classed as a true reading of events. The meeting was also informed of the incident on MSG which had occurred when Year 11 celebrated the end of year, again there had been no information of the incident given to KTC as leaseholders of the land. Mr Payne asked if a request could be made to Sgt Richardson, of the SNT, to inform KTC of events that happen on land owned by the Council or where residents seeing an incident could have grave concerns. The Clerk will raise this issue with Sgt Richardson.

In the absence of Mrs Brown, as LHR, photographs were circulated.

In the absence of Mrs Brown, as PTLO, Mr Bugg stated the Park and Ride Service 800 and 802 had both been extended to stop at the Railway Station but at the same time the stop at Museum Street had been removed. Notification of the change had been through the media and users of the service are reporting long delays occurring during peak periods. He asked, and it was agreed, that clarification from the Bus Company be sought on the future of this service. The Clerk will endeavour to invite a representative to attend a future Council meeting.

– to allow members of the public to speak

Presentation by John Fenton on the proposal to erect four statues on Cedarwood Walk

Mr Fenton explained he had come to ask the Town Council for their approval of the erection of four statues on Cedarwood Walk. He wishes to donate the statues in recognition of his gratitude to Crispin Rope for the support given to him and his family and to Kesgrave in general. The sculptures have been designed to celebrate a living memorial on how Kesgrave has evolved through the co-operation of three families, the Ropes, Jollys and Fentons. The bronze sculptures, mounted on concrete plinths, are designed to be child friendly and are created to promote inquisitive interest. There will be no plaques to explain the meaning of the statues although something may be published at a later date in local newsletters. One of the statues and photographs of the other three were on display.

Questions were satisfactorily answered for further discussion to take place at item 15.

Mr Scrivener, of Banthorpe Grove, stated the grassed areas on Cedarwood Walk require cutting and in places re-seeding and asked if this could be done. At the request of the Clerk Mr Fenton explained this land had recently been transferred from his ownership to the Town Council and he understood enquiries were being made to employ a contractor to carry out this work; in the interim he offered to grass-cut the area.

Mr Fenton left.

Mr Bugg stated residents had queried the work being carried out on the area of land adjacent to Baden Powell Walk. He reminded Members a monument was to be erected to commemorate the early pioneers of the computer and that this will have blue lighting. The Clerk will write a short piece for Kesgrave News explaining an article had been inserted in the January 2000 issue of Kesgrave News and photocopies of this can be obtained from the Council Office. Later: It was confirmed with the Landowner that lighting had not been part of the application and the exact form of illumination is still being considered.

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8. Notices and Correspondence

a. Other Items for Discussion

3.D. Notification had been received from Suffolk Coastal Services Ltd regarding the changes to Recycling and Refuse Collection services. These had been referred to by Mrs Ogden, as District Councillor, in her report.

4.D. Thank you letters had been received from Headway and Housing 21 for KTC’s donation.

5.D. A thank you letter had been received from John Gibbs for the support he had received during his years as a Councillor.

10.D. Thank you letters had been received from Martin Grimwood, on behalf of the Help Centre, and Ludivinia Waldock for their awards to Service to the Community.

12.D. A thank you letter had been received from Suffolk Accident Rescue Service for KTC donation.

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.


9. Financial Matters

a. Receipts and Payments Copies of the statements of Receipts and Payments were issued to each Councillor and are attached at Annex 3 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

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

Product/service Amount Reserve fund
RFC Inspection 27.90 From RFC
RFC Grass cut 37.20 From RFC
Rental 14/06/07 –13/09/07 739.21 From Photocopier

Transfer between accounts
£14,000 from Ordinary account to Tracker account.

c. Signatories for Barclays Business, Current and Tracker Accounts The Deputy Clerk explained that at the April meeting it had been agreed Mr Briggs should be an additional signatory however Barclays had issued incorrect forms and therefore the current signatories for the Town Council are still Mr Bugg, Mr Comber and Mrs Coupe. Two further names are required to cover any unexpected eventualities. It was agreed that Mr Briggs and Mr Beecroft be added to the mandate.

d. New date for Finance and Resources Meeting Members were informed a new date had been arranged for the 23rd July 2007 at 7.30pm.

e. Late items for information None.


10. Planning and Development Matters

a. Planning applications received since 11th May 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 4 to the permanent copy of these minutes. The Committees attention was drawn the application listed at 4 and the draft additional letter which was the result of a call to the office by the neighbour. The P&D Committee then approved this list and the comments en bloc.

There were no requests from Members for additional explanations regarding the plans displayed.

4 Members of the Public left.

b. Street naming In response to a request from SCDC, KTC had put forward the suggestion of ‘Booty Gardens’ as an alternative to the Developers proposed name of ‘Ashdale Gardens’. However the Post Office have relaxed their criteria for road naming and would not oppose Ashdale Gardens and, as SCDC have stated Booty is considered by some to be a derogatory name for women, in order to avoid an appeal by the developers to the Court it has been agreed to name the road Ashdale Gardens.

c. Late items for information None.


11. Recreation and Amenities Matters

a. Roads, footways and footpaths The Deputy Clerk advised Council of the following matters.
- Photographs received from Mr Mills showing the recent flooding in Bell Lane at the junction of Glanville Place and Bell Lane had been forwarded to SCC for comment. The response stated a solution to the problem was being investigated. Members commented that other areas within Kesgrave have been resolved with the insertion of additional soakaways, and the Clerk will suggest to SCC a similar course of action is needed at this location and several others.

b. Late items for information None.


12. Project Officer report on Cedarwood Green

a. Progress report Miss Hall summarised to Council her report, which is attached at Annex 5 to the permanent copy of these minutes. Members expressed their concern that DYW’s may not be available until the end of the school holidays and also that there had been a suggestion that Cedarwood Green should not be opened until DYW’s are available. They considered, this would be inappropriate for a facility put in place for Youth for their recreation time and, there is a physical impracticality of closing POS to the public.

There was also some discussion over the delay in appointing DYWs. Unfortunately it has taken time to agree matters between KTC and SCC where there have been staffing issues and although advertising of the posts is now imminent performing CRB checks takes a considerable time. Later: At the Youth Forum meeting the following day it was reported that CRB checks can now be achieved normally within a maximum of 4 weeks.

b. Management Plan and Risk Assessment The Risk Assessment and Management Plan are still work in progress and the results of consultation with individuals and organisations are being incorporated. Queries by Members on the lighting arrangements were answered to their satisfaction.

c. Stag Beetle Survey The Clerk reported a Stag beetle expert had visited the site and found evidence of Stag beetles but is of the opinion that they will not be disturbed by the proposed works. If there is any danger of disturbance he will visit the site again and move the beetles personally.

d. Other Issues None.


13. Youth

a. Youth Club report Nothing to report.

b. Other Youth Issues Nothing to report.


14. Annual Reception

Members were reminded of the history of the Annual Reception and provided with details of average numbers, expenses etc. It was agreed that the entire cost of this valuable networking event should be provided from the Chairman’s Allowance. However with the numbers now attending many consider the reception has outgrown the Council Chamber and further information will be sought on alternative venues and catering. A provisional date was set for Friday 14th December which would enable the Evening of Reflection to take place on the 21st.


15. Proposed Sculptures for Cedarwood Walk

Following the presentation during the adjournment Members considered the offer made by Mr Fenton to provide 4 sculptures for Cedarwood Walk. Although Council wish to consider the finer details for the long term responsibility of ownership at the June R&A meeting the Clerk will contact Mr Fenton in the meantime and express Council’s support in principle for the project.


16. Safer Neighbourhood Team Name and Logo

The Deputy Clerk reminded Members of the request for the Safer Neighbourhood Team logo to be incorporated within the Council headed notepaper and that Rushmere and Martlesham Councils had declined to implement this. Some discussion took place on how a different name might be chosen but as this has already been used extensively for other teams it was agreed it would be unlikely that the Police Authority would accept a unique name for the local team.


17. Unitary Status

Members had been issued with various documents in previous weeks with regard to the Ipswich bid for Unitary Status, including hard copy of pages from both the SCC and Ipswich Borough Council websites.

A discussion, with input from District and County Councillors, recognised that a successful bid may bring positive changes for Ipswich however some Councillors held the view the bid was a predatory move. The Clerk will forward a response to the Unitary Structures Consultation team. The response will express the Council’s opposition to Ipswich being granted Unitary status as they are led to believe the impact of such a move on funding of services for surrounding areas will be detrimental and that although there are no expansion of boundaries included within the bid these changes are inevitable in the future.


18. Report from Clerk and Press Officer

1. Sunila Osborne of SAcre will attend the July Full Council meeting to give a presentation on how the Town Plan revision can be achieved.

2. An updated “abbreviation” list was included in Members packs.

3. Declaration of Interest forms have been forwarded to SCDC and Members were supplied with photocopies. Members were reminded it is their responsibility to update the information when necessary and although the Clerk had signed the forms, that is by way of acknowledging receipt of the information provided, she has no responsibility for checking the correct information is provided. Similarly although the Clerk and Deputy Clerk sometimes remind Members of declarations which should be made at meetings this should not be relied upon.

4. Callminder had failed to work for a week and Members who become aware of residents who have not been responded to in the usual time frame were asked to explain the situation. An apology will be put in Kesgrave News.

Articles for inclusion in the July Kesgrave News will also be submitted on:
– recycling credits only being paid on the contents of the bins within the parish, not at Foxhall tip;
– the details available about the monument being erected at Baden Powell Walk;
– information about the Residential accommodation for the elderly being built off St Isidores roundabout;
– the road works which are to be performed locally which will affect the volume of traffic on the A1214.


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

None.


20. Date of next meeting – Monday 9th July 2007 in the Council Chamber

The Chairman closed the meeting at 9.24pm.

Chairman

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