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Minutes of the meeting of the Kesgrave Town Council held on Monday 11th February 2008 at 7.15pm in the Council Chamber.

Present:

In attendance:

1. Apologies

Mr N Bugg – illness
Mr R Bridgeman – work commitments
Rev R Spittle – work commitments
Mrs E Smith – work commitments
Mr M Grimwood (District Cllr) – Family matters


2. Declarations of Interest

Mr Beecroft declared a personal interest in item 8.a.i.2., Planning and Development Matters application C08/0073 43 – 45 Main Road being a friend and customer, remained in the meeting and took part in consideration and discussion of the matter.

Mr Comber declared a personal interest in item 8.a.i.4., Planning and Development Matters application C08/2363 Rupert Fison Centre being a Director of RFC, and remained in the meeting during consideration and discussion of the matter.

Mr Briggs declared a personal interest in item 8.c., The Local Development Framework, which includes Area 4 as a preferred option for housing growth, being a BT employee. He remained in the meeting and took part in consideration and discussion of the matter.

Mr Comber declared a personal interest in item 8.c., The Local Development Framework, which includes Area 4 as a preferred option for housing growth, being a BT employee. He remained in the meeting and took part in consideration and discussion of the matter.

Mrs Evans declared a personal interest in item 8.c., The Local Development Framework, which includes Area 4 as a preferred option for housing growth, being a BT employee. She remained in the meeting and took part in consideration and discussion of the matter.

Mr Briggs declared a personal interest in item 13, Kesgrave Community Trust, being a member of the KWMCC, Spark and Working Party, remained in the meeting and took part in consideration and discussion of the matter.

Mr Comber declared a personal interest in item 13, Kesgrave Community Trust, being a member of the KWMCC and a member of Spark, remained in the meeting and took part in consideration and discussion of the matter.

Mrs Klaschka declared a personal interest in item 13, Kesgrave Community Trust, being a trustee of the KWMCC, remained in the meeting and took part in consideration and discussion of the matter.

Mr Mills declared a personal interest in item 13, Kesgrave Community Trust, being a trustee of the KWMCC and Chairman of Spark, remained in the meeting and took part in consideration and discussion of the matter.

Mrs Ogden declared a personal interest in item 13, Kesgrave Community Trust, being a trustee of the KWMCC,a member of Spark and the Working Party, remained in the meeting and took part in consideration and discussion of the matter.


3. Minutes of the last regular meeting held on 14th January 2008

After a minor alteration on page 280 the minutes of the last meeting having been circulated were taken as read, approved and signed by the Chairman.


4. Matters arising

None.


5. Chairman’s Report

The Chairman reported having attended several meetings on behalf of the Town Council; they included:

– a 3PT meeting held at Martlesham on the 31st January 2008;

– the Kesgrave Community Trust meeting to discuss the Governance Statement pending the amalgamation of KWMCC and Spark;

– a meeting between KTC, neighbouring parishes and Suffolk County officers to discuss matters relating to the A1214.

He also stated he would be attending the Town Plan meeting to be held the following day at the KWMCC and encouraged members to also attend.

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 that the Boundary Commission had issued a timetable regarding the deliberations over the Ipswich Unitary Bid. It had also been suggested that the time scale would be too short to accomplish all necessary investigations.

Mrs McCullum, District Councillor, had nothing to report.

Mrs Ogden, as District Councillor, reported on:

– the Coastal Potato Forum;

– Teen Voice who had re-vamped their web site;

– the water survey carried out by Anglian Water at Suffolk Coastal Offices at Melton Hill;

– her appointment as Chairman of Green Issues.

Mrs Neale, District Councillor, reported on:

– the results of an independent audit carried out by the Audit Commission at Suffolk Coastal;

– the introduction of Art Workshops;

– Suffolk Coastal Health Walks and the search for volunteers to organise walks in Kesgrave;

– the current situation regarding the proposal to draw together the elderly and young people in various projects.

Mrs Neale also raised her concern over:

– the growing problem of dogs being allowed to play on the MSG pitches and

– overgrowing shrubs between Wilkinson Drive and Century Drive which the Clerk will investigate.

At this point in the meeting the Clerk also informed Council that Mrs Klaschka had received a report from a resident that approximately six horses had been seen riding over the MSG pitches. A horse box had also been present but unfortunately no further information had been noted. The Clerk has tried to contact the resident to gain any additional information but has not been successful so far.

Sergeant Richardson, SNT, was pleased to report that Pc Root is now back on regular duties with the team. He also reported on the figures for recorded crimes which were still showing a percentage decrease from those recorded in the same period last year. However, he stated it was disappointing to report the thefts from motor vehicles, being the majority of crimes, had taken place on vehicles which had been left unlocked.

Mrs Brown, as LHR, had nothing to report.

Mrs Brown, as PTLO, reported a thank you letter had been received in response to the information she had sent to Australia regarding Reverend Swell Wontner.

- to allow members of the public to speak

Mr Walkling, resident of the The Lloyds, raised his concerns with the following issues:-

– contractors parking on grass verges including the current developments at Barchester Homes and at the Monument site in Ropes Drive;

– illegal parking especially across dropped kerbs and opposite T-junctions;

– the growing problem of dog fouling and the suggestion of a local Dog Warden;

As the Police were in attendance the issues relating to traffic problems were noted.

Presentation by Mike Topliss, SCDC, on the Suffolk Joint Emergency Planning Unit, Community Emergency Plan

Mike Topliss gave a presentation on the value of a Community Emergency Plan and the added value in additional facilities to the usual emergency services that would be required. He gave examples of emergencies that Kesgrave could face in the future and how a plan would assist the issues involved in such cases. He stated it wasn't unknown for residents to look towards a Town/Parish Council for guidance and assurance that something was being executed in a time of an emergency.

Members had been issued with a paper published by the Suffolk Joint Emergency Planning Unit, 'A Guide to Community Emergency Planning' which is held on file, and a document prepared by Kessingland was lent to the Clerk and has since been photocopied for further consideration by the R&A Committee.

Finally Mr Topliss explained that if the Town Council decided to put together its own Emergency Plan he would be available to assist with compiling any documentation.

On behalf of the Town Council, the Chairman thanked Mr Topliss for his presentation.

6. Notices and Correspondence

a. The Local Councillor The Chairman drew attention to the article on Speedwatch in the document and the Clerk will request the available statistics on speed from SCC. The Chairman also reported that following the recent A1214 meeting held at KTC with County Officers data on traffic movement numbers are to be supplied.

b. Other Items for Discussion None.

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 1 to the permanent copy of these minutes.


7. Financial Matters

a. Receipts and Payments Copies of the statements of Receipts and Payments were issued to each Councillor and are attached at Annex 2 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 between accounts Council agreed a transfer of £7,700 be made from the Tracker Account to the Ordinary Account.

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

Transfers to/from Reserve funds in February 2008

Product/service - Amount - Reserve fund
Kesgrave District Youth Forum - £473.00 - To 3PT
SCDC - £24,500.00 - To CWG facilities
SCDC - £4,000.00 - To CWG facilities

Borrowed funding returned between Reserve funds in February 2008
From Cedarwood Green facilities - £24,500.00 - To Long Strops
From Cedarwood Green facilities - £4,000.00 - To Long Strops

d. Late items for information

i. The F&R committee are to meet on 18th February.

ii. Zurich have offered a 10% discount (approximately £600 on the annual payment) if KTC make a commitment of 5 years. As there are few Insurance companies who have the expertise to cover Town and Parish Councils and the need to change is therefore very minimal, this has been accepted.

iii. The Audit Commission have advised they propose to appoint a new External Auditor BDO Stoy Hayward LLP. The Clerk will respond explaining one Councillor has some involvement with this company. Later: The Audit Commission Officer confirmed that the Councillors involvement was tenuous and low risk.


8. Planning and Development Matters

a. Planning applications received since 11th January 2008 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 3 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.

b. Street naming The Developers had approached Mr Bugg directly for a name for the development off Bracken Avenue and Giffords End was suggested. Members considered that “End” was not appropriate and SCDC will be informed that Giffords Close would be the KTC preferred name.

c. Local Development Framework

An adjournment was declared to allow Mrs McCullum to advise Council on the Local Development Framework Consultation. Mrs McCullum sits on the SCDC LDF Task Group.

Council had been issued with copies of the Consultation document which are held on file. Some discussion was held on the merits and de-merits of the areas marked on the maps attached at Annex 4 to the permanent copy of these minutes. Mrs McCullum will bring back to the March meeting answers to Members questions but Members were advised it will be necessary to give reasons for their rejection of areas where it is being suggested development might take place. Members were asked to forward any new comments they considered could be included in the Council response to the Clerk over the next month and a draft response will then compiled for consideration alongside the additional information which will be forthcoming from Mrs McCullum.

It is important the Community as a whole comments on this consultation and posters will be put in Notice boards alerting residents to the information on the SCDC website, the LDF will be mentioned in the Council article in Kesgrave News and copies of the consultation document will be taken to the Town Plan meeting on 12th February.

The closing date for responses is 28th March. The Chairman thanked Mrs McCullum for her input to the debate on this important issue.

Mrs McCullum and Mrs Neale left the meeting and Mrs Neale returned during the next item.

d. Late items for information The Committee were advised that since the informal consultation on possible plans for 2 Wainwright Way by a prospective purchaser, the dwelling has been sold to another purchaser.


9. Recreation and Amenities Matters

a. Draft Minutes of the last Committee meeting held on 28th January 2008 were issued to Councillors and are attached at Annex 5 to the permanent copy of these minutes.

i. Burial Ground, Request to hold Burial Plot in Perpetuity (R&A item 6.b.) The recommendation from the Committee was considered but it was explained that as Council have a duty to maintain the Cemetery regardless of the fees collected some reconsideration might be considered appropriate. Council were advised the current thinking in Central Government is that plots should not be re-used for a minimum of 100 years and re-use would only be considered if Community support can be demonstrated. Members did not wish to see re-use of plots and it was therefore agreed not to offer the opportunity to residents to purchase an additional 50 years. Residents who enquire about this would be advised Council's intention in good faith is to hold all plots in perpetuity although it has to be recognised this cannot be legally binding. Even the first plots in the Lawn Cemetery would not exceed their 50 years until the 2020's and it is not therefore possible for the current Council to know what will be the legal requirements at that time. A copy of this minute will be appended to all the burial books to alert Officers in the future of Council's stated intent. The Clerk will write to the resident who made the original request and advise her of the decision.

b. Roads, footways and footpaths The Deputy Clerk advised Council of the following matters:

- A response received from SCC regarding the KTC request for revised speed limits in Foxhall Road and from its junctions with Bell Lane and Dobbs Lane to the current speed restrictions. The request cannot be granted as the roads in question do not meet the necessary criteria.

- SCC have received requests for H markings in the region of Cedarwood School and asked for Council approval. This was given.

- It was noted the footway from All Saints roundabout to the High School had been cleared but the hedge is overhanging. It was explained this hedge is in private ownership which sometimes prevents SCDC from making a clearance.

c. Cedarwood Green The completion of the Teenshelter is still awaited. A third attempt at an additional back rest has been made but it does not fit. On Wednesday a representative from the manufacturer will attend the site with a representative from Wicksteed to make the necessary adjustment to make this backrest fit. The Clerk will accompany them to ensure that it is an acceptable adjustment.

The Clerk also reported receiving a letter from the previous landowner of Cedarwood Green and Walk stating he will retain ownership of the statues erected on Cedarwood Walk. This was welcomed by Council.

d. Allotments Only one response had been received from a resident interested in a garden share scheme. Council were advised the Police have also stated extreme caution would be necessary in implementing a scheme of this sort to protect both gardeners and owners. It has become clear that although a resident stated Martlesham have land for allotments, this is not the case: an allotment club has been set up but no land is available. Council agreed to put this issue on hold until land becomes available although it was considered that a second Lawn Cemetery might take precedence if planning gain resulted in land.

e. Late items for information None.


10. Youth Provision

a. Youth Club Nothing to report.

b. Detached Youth Workers The Clerk read extracts of the letter from Allan Cadzow, Area Director South for SCC Young Peoples Services. This is held on file and answers questions posed in Miss Hall's letter regarding the failure to appoint Detached Youth Workers in the area. Miss Hall and the Clerk met with Alan Cadzow and Mark Barnsuik in January and it is hoped this will lead to more positive outcomes in the future and a more holistic approach to services for the young people of Kesgrave.

c. Other Youth Issues Mrs Evans explained she had not been able to accompany Mr Beecroft to the latest Cedarwood School Council in the Classroom because she had to visit the hospital; she thanked Mrs Beecroft for substituting for her. Mrs Coupe has asked if Heath School would welcome the Council in the Classroom sessions and having not had a response will ask again.


11. Annual Reception

Nothing to report.


12. Ipswich Unitary Status

As had been noted in earlier parts of the meeting the Boundary Committee are to report by the 31st December but the Minister has announced that he will not necessarily accept their recommendation. This may be because any Unitary Status changes must be paid for within 5 years and such radical changes may not be achievable. It was also noted it is said these changes would not to be implemented without community support and therefore it will be necessary to to make robust objections if KTC do not believe the proposed changes are acceptable.


13. Kesgrave Community Trust

It was noted the KTC response to the Governance Document, which had been finalised on 30th January the day of the meeting was available for Members if they wished to have a copy; no members asked for this.


14. Grange Lane

Members had been issued with notes of the meeting held on 6th February which outlined the progress made. As some issues are at present confidential the notes are held on file; further consultation plans will be made available in due course. Members attention was also drawn to the Planning matters list where it is recorded that SCC have granted themselves permission to upgrade Grange Lane. Negotiations are still taking place with residents in the hope that CPO's, and therefore a Public Inquiry, will not be necessary.


15. Town Plan

Members were reminded of the meeting to be held at the KWMCC in the Orwell Room at 7.00pm on Tuesday 12th February.


16. Report from Clerk and Press Officer

The Clerk reminded Members that great care must be taken by individual Councillors when talking to the Media. If Members are approached it may be best to refer the media representative to the Press Officer rather than try and give information on which they are uncertain. It is also important that if they wish to make a statement of some sort they make it clear that they are speaking as an individual Councillor and not for the Council.

Articles for inclusion in March Kesgrave News will be submitted on:–

Page 3 Communication
LDF
Town Plan
Councillor comments
Anonymous complaints

Others
Community Safety articles from SCC covering Preventative Planting and Reducing Cycle crime


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

None.


18. Date of next meeting – Monday 10th March 2008 in the Council Chamber

The Chairman closed the meeting at 9.17pm.

Chairman
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