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Kesgrave Town Council Minutes of the meeting of the Kesgrave Town Council held on Monday 10th March 2008 at 7.15pm in the Council Chamber.

Present:

In attendance:

1. Apologies

None.


2. Declarations of Interest

Mrs Coupe declared a prejudicial interest in Item 8.a.ii Planning & Development Matters Application C08/0389 being a neighbour, and left the room while the matter was under consideration;

Mr Bugg declared a personal interest in Item 8.a.iii.a Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mr Bridgeman declared a personal interest in Item 8.a.iii.a Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mr Briggs declared a personal interest in Item 8.a.iii.a Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mr Comber declared a personal interest in Item 8.a.iii.a Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mrs Klaschka declared a prejudicial interest in Item 8.a.iii.a. Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mr Mills declared a prejudicial interest in Item 8.a.iii.a. Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mrs Ogden declared a personal interest in Item 8.a.iii.a Planning & Development Matters Application C08/0135 being a member of the KWMCC and left the room while the matter was under consideration;

Mrs Coupe declared a prejudicial interest in Item 8.a.iii.b. Planning & Development Matters Application C08/0246 being a Governor of Heath School left the room while the matter was under consideration;

Mrs Read declared a prejudicial interest in Item 8.a.iii.c. Planning & Development Matters Application C08/0351 being a near neighbour and left the room while the matter was under consideration;

Mrs Evans declared a prejudicial interest in Item 8.a.iii.d. Planning & Development Matters Application C08/0341 being a near neighbour and left the room while the matter was under consideration;

Mr Beecroft declared a prejudicial interest in Item 8.a.iii.e, f & g. Planning & Development Matters Applications C08/00304, C08/0307, and C08/0308 being a near neighbour and left the room while the matter was under consideration;

Mr Briggs declared a personal interest in Item 8.c Local Development Framework as a BT employee and remained in the meeting while the matter was under consideration;

Mr Comber declared a personal interest in Item 8.c Local Development Framework as a BT employee and remained in the meeting while the matter was under consideration;

Mrs Evans declared a personal interest in Item 8.c Local Development Framework as a BT employee and remained in the meeting while the matter was under consideration;

Mr Briggs declared a personal interest in Item 16 Kesgrave Community Trust being a Member of the KWMCC and Spark and remained in the meeting while the matter was under consideration;

Mr Comber declared a personal interest in Item 16 Kesgrave Community Trust being a Member of the KWMCC and Spark and remained in the meeting while the matter was under consideration;

Mr Mills declared a prejudicial interest in Item 16 Kesgrave Community Trust being a Member of the KWMCC and Spark and remained in the meeting while the matter was under consideration;

Mrs Ogden declared a personal interest in Item 16 Kesgrave Community Trust being a Member of the KWMCC and Spark and remained in the meeting while the matter was under consideration;

Rev Spittle declared a personal interest in Item 7.c. Financial Matters, payment to Kesgrave and District Help Centre as Chairman of the Committee, and remained in the meeting while the matter was under consideration.


3. Minutes of the last regular meeting held on 11th February 2008

These minutes having been circulated were taken as read, approved and signed by the Chairman.


4. Matters arising

a. Late items for information The Clerk reported that under item 9.a.i (page 313) she had written to the resident concerned who is content with the decision.

5. Chairman’s Report The Chairman had attended the recent Library Birthday celebrations.

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 a meeting had been held at County with regard to the Local Government reorganisation. Three choices are to be put forward; 1) a Suffolk Unitary, 2) two unitary Authorities of East and West Suffolk, 3) two unitary authorities of Ipswich and the rest of Suffolk. The SCC majority view is for the first option and Mr Hudson will forward a copy of the documentation to the Clerk.

He also advised Council he would be accepting requests for the 2008/9 Locality Budget funding, and the Clerk thanked him for the £700 cheque received that day, which had been contributed for the landscaping work at Cedarwood Green.

Mr Klaschka, as County Councillor, reported on:

– the latest plans for Grange Lane/Dobbs Lane junction;

– money has been allocated to repair work for Foxhall Road which will be performed in October in the same way as the repairs to Beech Road;

– BT have done a survey on bus service use and First buses are to consider the loading. A high level meeting will again be held to seek a way forward;

Reverend Spittle arrived.

Mrs McCullum, District Councillor:

– had spoken to the Highway Authority about the junction of Bell Lane and A1214 following resident queries about flooding;

– gave details of the events she has planned for Youth at The Bell over the Easter holidays;

– gave details of the Easter Egg hunt planned by the Kesgrave Music Festival Committee as a fund-raiser. Mrs Ogden offered to receive egg donations at the 2nd Stop Shop.

Mrs Ogden, as District Councillor, reported on:

– a meeting at SCDC on Energy usage which gave advice to businesses;

– the holiday activities planned for the Easter break by SCDC which can be viewed on-line, and paid tribute to Andrew Down for his contribution to putting these in place;

– a visit she will make to the Parham recycling centre in April.

Mr Grimwood, District Councillor, reported that:

– 58 Dobbs Lane had been granted approval despite his best efforts;

– he would note with interest Councils comments on the application for 4 St Olaves Road.

Mr Klaschka, as District Councillor reported:

– the Shared Services Task Group at SCDC, of which he is Chairman, is encouraging parishes to work together to lower costs.

Mrs Neale, District Councillor, reported:

– SCDC have ratified the budget increase of 3.9%;

– a Hospital Link service is to be introduced to help out-patients and visitors to attend the hospital;

– a fourth possibility under the Local Government reorganisation is three unitary authorities of Ipswich, East and West Suffolk.

WPc Root and WPc Hammond gave a joint report for the Police on crime figures and the reporting of crimes, which is held on file.

– to allow members of the public to speak

Mr Copping, Mr Waterfall and Mrs Bird spoke on the issue of racism, their concern over entries on websites and in the local press. It was explained that the item on the agenda covering racism also involved staffing issues and could not be discussed in an open meeting, and also that advice received had been the issue of racism should be left alone for other agencies to deal with. Mr Copping referred to correspondence he had had with the Council office and Mr Payne asked if his name had been mentioned. It was confirmed it had not.

Mr Copping asked if there are plans for a play area for older people and was informed both the church and the sports hall offer such opportunities.

Mr Waterfall showed photographs of litter on Cedarwood Green and in the school playing field, and queried the lack of Detached Youth Workers. It was confirmed that Sgt Richardson had received no complaints and the school have no complaints either, and that KTC have the money to pay for Detached Youth Workers but SCC who are responsible for employing them have so far been unable to recruit any.

Mrs Bird referred to Cedarwood Walk; the pan handle to Cedarwood Green. Her concerns were over:

– the litter which is being left; it was stated the Council handyman will be asked to effect a clearance when he attends Cedarwood Green;

– the general appearance of the grassed areas and asked if any improvements could be made to enhance this; the Clerk will ensure the R&A Committee consider this.

Mr Walker commented on:

– whether there was a need for the water cooler;

– the opening hours of the Council office which he considered to be archaic;

He also stated that following the recent Residents Association meeting it was agreed he should ask some questions about the Councils Finance arrangements. These were as follows:

l What figure is currently held in Reserve? – this will be emailed to him;

l What rate of interest is received? – again this will be emailed;

l How long do F&R Members remain on the committee? and is Financial expertise taken into account on choice of memebership? – F&R Membership is the Chairman and Vice Chairman of the two Committees (P&D and R&A) and the Council, so membership changes whenever that Membership changes. This ensures that experience of Council business is taken into account.

Mr Walkling spoke about parking, showing photos of a Police vehicle half on the pavement. He also asked if the developers of the site next to Cedarwood School could be asked to park considerately before they start work. This will be raised at the Planning applications consultation stage.

The meeting reconvened.

6. Notices and Correspondence

a. Items for Discussion

3.D. Members attention was drawn to the Press announcement regarding the decision by Suffolk Coastal DC and Waveney DC to share their Chief Executive.

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. Draft Minutes of the last Committee meeting held on 18th February 2008 Mr Payne had attended the meeting and on receiving his draft copy with the Full Council agenda had written to the Clerk advising her that the adjournment had not been recorded. A revised copy of the minutes which included comments made by Mr Payne in the adjournment was issued to Councillors in their meeting papers and these are attached at Annex 2 to the permanent copy of these minutes.

i. Review of effectiveness of Internal Audit (F&R item 5.iii.) Noted.

b. The Council resolved that in accordance with its powers under Sections 137 and 139 of the Local Government Act 1972, it should incur expenditure with respect to the payment at Item 7.c. donation to Kesgrave & District Help Centre and Greenways of £750 and £700 respectively which, in the opinion of the Council is in the interest of the area or its inhabitants and is cost effective.

c. 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. Reverend Spittle abstained from this vote as Chairman of the K&D Help Centre Committee.

d. Transfer between accounts Council agreed a transfer of £14,000 be made from the Tracker Account to the Ordinary Account.

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

Product/service - Amount - Reserve fund
SCDC - £1,000.00 - To Cedarwood Green facilities
NCS Photocopier marketing support - £7,136.27 - To Photocopier

Transfers to Reserve funds in accordance with the 2008 Budget

Product/service - Amount - Reserve fund
Election costs - £1,164.00 - To Election Costs
Cedarwood Green - £10,000.00 To Long Strops (repayment of a virement)
Street Lighting - £20,000.00 - To Street Lighting
Additional Basketball facility - £3,000.00 - To Youth
Part Grant to KWMCC for Sports Hall - £10,000.00 - To Cemetery Land (repayment of a virement)

Borrowed funding (virement) returned between Reserve funds in March 2008

From Cedarwood Green facilities - £1,000.00 - To Long Strops

f. Late items for information

Members were advised that a number of invoices and payments for the current year are outstanding. Staff will continue to progress these and if payments can be made before 31st March the Clerk will discuss these with the Chairman of F&R and after his authorisation will and ask two other signatories to sign the cheques.

A member of the public left.


8. Planning and Development Matters

a. Planning applications received since 8th February 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 4 to the permanent copy of these minutes.

Mrs Coupe left the room for the following item

Item ii C08/0389 The Clerk reported on the advice she had received from the SCDC planning officer. The business has been in operation unchallenged for over 10 years and is likely therefore to gain approval Members concern over this application with regard to the nature of the business and the presence of oxyacetylene cannot be considered under the planning consultation. Members suggested a meeting of P&D might be held to consider the surrounding issues but it was agreed it would expedite the issue more quickly if Full Council instructed the Clerk to write to the agencies who can address Members concerns. The Clerk will therefore write to the Health and Safety Executive, Environmental Health and the Highways Authority raising the various issues. A composite letter will be written and sent to all the agencies so the totality of the matter is made available to all. A draft letter will be sent to all Members before posting and the agreed letter will be copied to the Planning Authority also.

Mr Briggs, Mr Bridgeman, Mr Bugg, Mrs Klaschka, Mrs Ogden and Mr Comber left the room for the following item and Mrs Evans took the chair.

Item iii. a C08/0135 Members approved the No comment response.

Mr Beecroft, Mrs Coupe, Mrs Evans and Mrs Read left the room for the following items.

Item iii. b,c,d,e,f,&g C08/0246, C08/0351, C08/341, C08/0304, C08/0307 and C08/0308 Members approved the No comment responses.

Two members of the public left.

The P&D Committee then approved the remainder of the list and comments en bloc.

b. Street naming None.

c. Local Development Framework Mrs McCullum was invited to give the answers she had obtained to questions posed the previous month and the Council then considered the information and documents which had been supplied to them in their meeting papers. The letter of response encompassing the comments made by Councillors is attached at Annex 5 to the permanent copy of these minutes.

d. Late items for information The Clerk drew Members attention to two items.

Persimmon Homes, who are developing the land to the west of the Council office, have asked for an informal comment on their intention to apply for permission to have a sales office temporarily on the Tesco land between Ferguson Way and the temporary road put in place for Tesco deliveries. It had been suggested that an arrangement could be made to use the Office car park for callers to the Sales Office but the Clerk had declined this and suggested that the redundant part of Ferguson Way should be used instead. Council agreed with this suggestion and the Clerk will advise Persimmon Homes accordingly.

Territorial claims of land between houses facing Pontins Walk and the cycle/footway had been raised several times with SCDC planning. This is now being actively investigated and the Clerk thanked Mrs McCullum for her intervention.

Two members of the public left.


9. Recreation and Amenities Matters

Mr Grimwood left.

a. Roads, footways and footpaths The Clerk advised Council of the following matters.

Speedwatch update 9, or possibly 13, volunteers have now come forward which is sufficient to cover the three parishes. Rushmere St Andrew have agreed to contribute £600 to the scheme and the Council considered what their contribution should be. In recognition of the larger population in Kesgrave it was agreed that up to £1,000 be made available and the Clerk will advise Sgt Richardson of this. At present the total cost of putting the scheme together and the contribution which might be made available from Martlesham is not clear; it will therefore be necessary to consider the item again when further information is available.

Updated Traffic Figures A1214 and surrounding areas A map was issued to Members documenting traffic figures for the A1214 and surrounding roads. This had been made available following the meetings with representatives from parishes to the north and officers from County Highways which has been considering the challenges of rat running through those parishes.

The St Michaels roundabout traffic lights will be switched off for the trial period in mid-April.

In the interim data will be gathered, such as:–i) 2 more surveys of the queue lengths at this junction between 8 and 9am; ii) the loops in the road and signal controller will record the number of vehicles approaching in each lane; iii) journeys times for the Park & Ride, 165, 66, 66B, 63, 64 & 65 bus services; iv) a traffic counter upon the A1214, Foxhall Road, Playford Road and Boot Street; & v) an elevated video survey of the junction.

During the trial the data will be gathered again for comparison.

b. Cedarwood Green POS The Clerk explained that as a condition of the Capital grant from SCDC an inspection had been conducted of the facility. The letter confirming the grant congratulated the Council on an excellent and well thought out facility.

As Council had already heard in the adjournment:

– a nearby resident had photographed litter on site and complained about this and the lack of Youth workers;

– Sgt Richardson had received no complaints and the school have no complaints either;

– the Council handyman visits the site regularly and will be asked to look also at Cedarwood Walk;

– a resident of Curtis Way has contacted the Council Office about litter in the area, he has stated he will continue to pick up litter and the Clerk has thanked him on Councils behalf and offered a litter picker and bags if required;

– the “missing” back rest is now being painted before installation but some touching up of the teenshelter will be necessary following the removal and refitting of one of the other backrests.

c. Late items for information Wheelie bins are to be rolled out to roads off Ropes Drive West, on the inside of the Ropes Drive loop from Lummis Vale to Battles Lane and Curtis Way. It was understood residents of Curtis Way have already received their bins.


10. Youth Provision

a. Youth Club Mr Beecroft has received a message from Mr Ormston to contact him to arrange for an opportunity for Mr Beecroft and Mrs Evans to attend the Youth Club.

b. Other Youth Issues Mr Beecroft reported that the landscaping work at Cedarwood Green had been carried out by Greenways with help by pupils from Cedarwood School and Kesgrave High School. Council were delighted with this involvement of the young people and asked the Clerk to ensure a letter of thanks is sent to the Head Teachers.


11. Annual Reception

The Clerks have made no progress on obtaining further information regarding the Annual Reception and Council agreed this should now wait until after May when it is possible a different Chairman may be elected.


12. Resolution to exclude the Public under the Public Bodies (Admission to Meetings) Act 1960.

It was proposed the Council resolve that the public and the press be excluded for consideration of Item 13, Complaint against Staff and Councillor in respect of conduct, the media and racism, since publicity would prejudice the public interest by reason of the confidential nature of the business, and that these matters be deferred to follow item 19 on the agenda.

An amendment was proposed as follows:

The Council resolve that the public and the press be excluded for consideration of Item 13, Complaint against Staff and Councillor in respect of conduct, since publicity would prejudice the public interest by reason of the confidential nature of the business, and that these matters be deferred to follow item 19 on the agenda.

There was some discussion about the implications of this amendment as it was considered by some that the complaints against Staff and Councillor were too interwoven with the media and racism aspects of the agenda item to be discussed separately and staff employment issues must be taken in closed session. During the discussion it was agreed Mr Briggs should vacate the Chair and Mrs Evans conduct the meeting for this item. The Clerk explained that if the words “the media and racism” were omitted from the resolution those issues could not be discussed during the meeting at any time.

A recorded vote was called for by Mr Payne and the amendment was voted on with the following result. For: Mr Dowsett, Mrs Klaschka, Mr Bridgeman, Mr Payne. Against: Mrs Coupe, Mrs Smith, Mr Comber, Rev Spittle, Mr Mills, Mrs Ogden, Mr Beecroft and Mr Briggs. Abstentions: Mrs Goodchild, Mr Bugg and Mrs Evans.

The amendment having been defeated the original resolution was taken, again with a recorded vote requested by Mr Payne. For: Mrs Coupe, Mrs Goodchild, Mrs Smith, Mr Comber, Rev Spittle, Mr Mills, Mrs Ogden, Mr Beecroft, Mr Briggs. Against: Mr Dowsett, Mrs Klaschka, Mr Bridgeman, Mr Payne. Abstentions: Mr Bugg and Mrs Evans.


13. Complaint against Staff and Councillor in respect of conduct, the media and racism

This item was taken after Item 19 and is minuted there.

Mr Bugg left during the following item


14. Grange Lane

Members had been issued with the latest revised plans for the Grange Lane/Dobbs Lane junction incorporating the views expressed at the last working party meeting. Mr Beecroft stated that he was aware that improved street lighting would be put in place but suggested that directional floodlighting be installed at the pedestrian crossing to ensure that users are clearly visible. Council agreed and the Clerk will respond to SCC accordingly.


15. Ipswich Unitary Status/Boundary Review

It was agreed in the view of the lateness of the hour and the forthcoming information from Mr Hudson that this item would be deferred until the April meeting.


16. Kesgrave Community Trust

It was reported that progress is on going.


17. Town Plan

The Clerk reminded Members that the Plan is to be Community led and therefore numbers of Town Councillors on the Steering Group will be limited. It is unclear at present how many Councillors will be part of the Group formed and Members were asked to indicate if they were willing to put their names forward. Mr Dowsett, Mrs Klaschka and Mr Payne volunteered. Voting slips were issued in order that an order of priority could be recorded in the event only two members were to be invited to become Group members. Votes cast showed Mr Dowsett as first choice, Mrs Klaschka as second and Mr Payne as third.


18. Report from Clerk and Press Officer

The Clerk reminded Members that with school holidays imminent, staffing levels will be reduced.

She also advised Members that on receipt of the letter from Mrs Francis regarding the litter pick to be held on the 18th April, Kesgrave High School have agreed 500-600 pupils will take part if they can do this on the Thursday. This very welcome offer has been accepted.

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

Page 3
Litter Pick – it was agreed that it should include a suggestion that residents are encouraged to pick up litter outside their own property.
Others Kesgrave Annual Town Meeting
The 2008 Town Guide
Police Direct
Planting at CWG


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

None.

The remaining Members of the Public left the meeting at 9.34pm

After a short break Council were able, at 9.40pm, to consider the following item.


13. Complaint against Staff and Councillor in respect of conduct, the media and racism

Mrs Evans, as Vice Chairman, took the Chair and explained the way in which the item would be considered. She reported to Councillors the background to the complaint, including the sequence of events, letters, telephone calls and meetings, and reminded everyone that as the item is a confidential one, it must not be discussed outside the meeting with anyone or there would be a breach of the Code of Conduct. To safeguard Councillors, notes made during the item should also not leave the meeting and the shredder was provided for Councillors use.

Mrs Evans then invited:

Councillor Payne to comment on:

a) complaints about the Clerk;

b) the complaint against Councillor Briggs;

c) Councillors interest in Kesgrave News;

d) Racism in Kesgrave.

Councillor Briggs to comment on: a) why he contacted Councillor Payne;

b) why he contacted Kesgrave News.

Mrs Read to comment on: those issues surrounding the complaint against herself.

Councillor Payne asked for it to be minuted that it is his perception that Kesgrave News is unduly influenced by Kesgrave Town Council.

When Councillor Briggs, Councillor Payne and Mrs Read had spoken, Councillors were invited to ask questions of them and when questions had been answered, all three were asked to leave the room.

During the discussion which followed it was agreed by all that complaints against employees should be made through the proper channels and not through the media in accordance with the Members Code of Conduct paragraph 3(2)(b) and 3(2)(c) which Mrs Evans read to the meeting. It was also agreed that meetings between the Clerk and Councillors to discuss Council business of such a serious nature should in future be conducted at the Council Office and notes taken.

Councillor Briggs, Councillor Payne and Mrs Read where then invited back into the room and asked what outcome they would each like achieved.

Councillor Payne stated he would deal with the threats against himself on the internet and would be proceeding to complain to the Standards Board about Councillor Briggs and Mrs Read. He suggested the Council should investigate how entries on Wikipedia could be amended and locked and Councillor Ogden volunteered to investigate this and will report back to the April meeting.

Mrs Read suggested that Council should consider a statement for submitting to the local media, as without this residents could have no confidence in how they would be dealt with by Council Staff.

Councillor Briggs, Councillor Payne and Mrs Read were then asked to leave the room again for further discussion.

Mr Bridgeman left the meeting during this discussion at 11.21pm.

Two resolutions were passed:

There was a proposal of a vote of confidence for the Clerk. There was unanimous support for the Clerk.

There was a second vote of confidence for the Chairman. This was carried by 10 votes for and 1 abstention, on the basis that the phrase “would like the comment to be withdrawn” was not bullying and the phrase “be done under the Code of Conduct”, while unfortunate did not constitute, in itself, bullying.

Mr Dowsett abstained from the second vote.

The comments referred to in the second proposal were made by Mr Briggs to Mr Payne in a telephone conversation on the 21st March. It was recognised that the perception of bullying is a subjective one.

Councillor Briggs, Councillor Payne and Mrs Read were invited back into the room and were informed it had been considered that in the light of a possible formal complaint against each party it would be inadvisable to publish any statement in the local media, and that the media and racism will be put on the next Full Council agenda. Mrs Read reiterated that without some statement between this meeting and that of April any enquiry about the meeting would have to be responded to with “No comments” and this could be misinterpreted.

It was agreed therefore the formal resolutions passed could be quoted and these were handwritten and signed by Mrs Evans. As the original copy had been executed in pencil, a photocopy was taken immediately and this is attached at Annex 6 to the permanent copy of these minutes.

Mrs Evans reminded Members again that the discussion had been held in closed session and that no discussion on the proceedings must take place and any handwritten notes should be shredded before leaving the Chamber.

Mr Briggs resumed the Chair.


20. Date of next meeting – Monday 14th April 2008 in the Council Chamber

The Chairman closed the meeting at 11.55pm.

Chairman
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