Minutes of the meeting of the Kesgrave Town Council held on Monday 13th July 2009 at 7.15pm in the Council Chamber.
Present:
Mrs S Evans (Chairman)
Mrs J Klaschka
Mr K Beecroft
Mr P Mills
Mrs S Coupe
Rev R Spittle – arrived 7.19pm
Mr R Haskell
In attendance:
Mrs V R Read (Clerk to the Town Council)
Mrs J Francis (Deputy Clerk to the Town Council)
Mrs L Bennett (Administrative Assistant)
Mrs D McCallum
Mrs M Neale
Mr M Grimwood (District Councillor)
Miss S Hall (Project Officer)
2 Members of the public
1. Apologies
Mr R Bridgeman – Work commitments
Mr A Comber – Holiday
Mrs N Goodchild – Illness
Mrs E Smith – Work commitments
Mrs S Ogden (District Cllr) – Holiday
Mr C Pryke – Family commitments
Later: Mr S Hudson (County Cllr) – Work commitments
Mr R Walkling – Family commitments
2. Declarations of Interest
There were no Declarations of Interest declared. However Mrs Klaschka left the room for Item 4 when it was considered in camera at the end of the meeting.
3. Minutes of the last regular meeting held on 8th June 2009
The minutes of the last meeting having been circulated were taken as read, approved and signed by the Chairman.
Reverend Spittle arrived.
4. Confidential Note on Item 7.a.i. of 8th June meeting
The minutes of this Item having been circulated were taken as read, approved and signed by the Chairman.
However as further information needed to be considered the following resolution was taken.
The Council resolved that the public and the press be excluded for consideration of Item 4. Confidential Note on Item 7.a.i. of 8th June meeting, 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 18 on the agenda.
5. Matters arising
a. Late items for information None.
6. Report from Chairman and Vice Chairman
Nothing to report.
An adjournment was declared:
– to receive reports from the County and District Councillors, Police and Local History Recorder
Mrs McCallum, District Councillor, referred to the article placed in the July issues of the local magazines and read the following statement “It seems the Council has taken the view that District Councillors should take on board its views for debate and consideration at District level. I believe I do this to the best of my ability and I would also like Town Council to consider District views when I put them forward. By making the decision to use the word Councillors in the letter you seem to be referring to all District Councillors and I believe this to be an unfair statement. Could Council explain what they can do to rectify this.”
The Chairman apologised for any misunderstanding; the article specifically referred to one Councillor and he was named. Council agreed a short apologetic statement would be written for both Newsletters to clarify the situation.
Mr Grimwood, as District Councillor, had nothing to report although expressed regret with the current breakdown in communications between the Council and the elected Member.
Mrs Neale, as District Council reported:
– following a recent meeting held to discuss the current position of the Local Development Framework it had been agreed insufficient consultation had been undertaken with regard to definitive housing numbers and site locations. Therefore further consultation will be undertaken;
– a successful bid had been received from the Heritage Lottery Fund which will go towards improvements at Felixstowe Sea Front Gardens;
- a positive result from the Judicial Review had found for the case of 4 local District Councils against the Boundary Committee, in that the consultation process on the Boundary Review had been unfair.
– to allow members of the public to speak
Mr Bradbrook, as Chairman of the Kesgrave Allotment Association, asked the Council several questions regarding the current situation appertaining to the requisition of land for allotments, and these were satisfactorily answered.
7. Notices and Correspondence
a. Items for Discussion
1.D. There was no discussion regarding the Community Magazines.
3.D. A farewell letter had been received from Inspector Farthing, as Suffolk Coastal District Commander, and this was precied to Council.
4.D. A thank you letter had been received from the Kesgrave Music Festival Committee for the KTC donation and Members were advised about the Auction of Promises to be held on 16th July.
6.D. Information had been received from Sgt Mick Richardson promoting the ‘Suffolk Young Person of the Year’ asking for nominations which could be considered for this award.
11.D. In responding to a SALC Service Survey KTC had been entered into a prize draw and had won £25. It was agreed, on receipt, this would be transferred to the RFC Reserve Fund.
13.D. A request had been received from a resident asking KTC for advice on where to promote ‘The Big Lunch’ event, advertised nationally, and which she was hoping to organise locally. The Clerk had informed her because of the short notice advertising was too late however Members would be advised of the event at this meeting.
A copy of the lists of Notices and Correspondence, including those for information only, were issued to each Councillor and are attached at Annex 1 to the permanent copy of these minutes.
b. Councillor Representative Reports
Council Representatives presented the following reports which were copied, issued to each Councillor and are attached at Annex 2 to the permanent copy of these minutes:
– Site visit and tour of Adastral Park, 8/06/2009 – June Klaschka
– SALC Executive Meeting, 17/06/09 – June Klaschka
– Kesgrave Town Plan – June Klaschka
– Kesgrave and District Youth Forum – Keith Beecroft
Mr Beecroft also suggested, and Council agreed, a letter of appreciation, congratulating the students from KHS for the ‘graffiti work’ completed in the underpass at the Farmhouse PH be sent to the Headteacher.
8. 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 & Payments be accepted with no further discussion and settlement of the accounts was approved.
b. Transfer between accounts Council agreed a transfer of £9,450 be made from the Tracker Account to the Ordinary Account.
c. Transfer of Reserve Funds Council agreed that funds be transferred as detailed.
Product/service - Amount - Reserve fund
SNT Security Equipment - 527.00 - From 12PT
d. Late items for information None.
9. Planning and Development Matters
a. Draft Minutes of the last Committee meeting held on 6th July 2009 Mrs Coupe, as Chairman of P&D, presented the draft minutes of the meeting held on the 6th July which had been issued to Members. As part of her report she stated that as she and the Vice Chairman were not available to attend an appeal for the application at Sewell Wontner Close, Mrs Klaschka had offered to attend on behalf of the Council and this offer was accepted. It was noted the draft minutes had not included the discussion on this issue and revised minutes are attached at Annex 4 to the permanent copy of these minutes and will be presented to the Committee at their next meeting for approval.
b. Planning applications received since 5th June 2009 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.
c. Street naming None.
d. Late items for information None.
10. Recreation and Amenities Matters
a. Draft Minutes of the last Committee meeting held on 29th June 2009 had been issued to Councillors and are attached at Annex 6 to the permanent copy of these minutes.
b. This Council resolves that the public and the press be excluded for consideration of Item 10. c. Recreation and Amenities Matters, New Proposals for Rupert Fison Centre Square since publicity would prejudice commercially sensitive information, and that these matters be deferred to follow item 18 on the agenda.
c. New Proposals for Rupert Fison Centre Square (R&A item 11.c.)
d. Roads, footways and footpaths The Clerk advised Council notification had been received from SCC that the Grange Lane Compulsory Purchase Order 2009 had been served.
e. Late items for information None.
Mrs McCallum and Mr Grimwood left.
11. Boundary Review
Mrs Neal had reported this in the adjournment and the Clerk read to Members extracts from the documents downloaded from the Web on Mr Justice Foskett’s decision. The recommendation was due to be sent from the Boundary Committee to the Secretary of State on 15th July and Council had been intending to write then directly to the Secretary of State. Although the Boundary Committee advice is that previous letters should not be repeated Council agreed that if a letter is written they should not be bound by the Boundary Committee advice as the ruling has clearly shown that their own practice is in question and the Council’s views of the proposals have not changed. Later: No recommendation was submitted by the Boundary Committee to the Secretary of State and therefore no letter from KTC was required.
12. Health Care for Heart patients
Members had been issued with copies of responses to the Council’s letter. The Chairman stated this demonstrated that a number of small voices can bring about necessary changes.
13. Kesgrave Allotment Association
The questions posed by the Society regarding land acquisition had been answered in the adjournment. Acquisition of land is still reliant on planning gain from further development and this will not become clear until the Local Development Framework has been determined. Two areas have been set aside in the Adastral Park development but this application has yet to be considered by SCDC and it is not clear if Kesgrave residents will be able to apply for these allotments. It was confirmed consideration could be made to regularly bringing forward this item in future if Members of the Association attend the Full Council meeting and speak in the adjournment, enabling any debate to immediately follow the Associations input.
14. Kesgrave Community Trust
The proposed amendments were agreed at the KWMCC Annual General Meeting and Council therefore have no further formal connections with the organisation.
15. Primary School Provision
Members were issued with a copy of the letter from Doug Stroud, Headteacher, which had been sent to Allan Cadzow of SCC, Education. The letter is held on file.
16. Quality Status
a. Training Needs Analysis Members were asked who would wish to take part in training sessions on Planning which SCDC will provide, and which days they would prefer. The Clerk will contact SCDC and ask if Tuesday or Wednesday evening would be possible and also contact the Clerks of Martlesham and Rushmere St Andrew to ascertain if some of their Members would wish to participate.
17. Report from Clerk and Press Officer
1. The Clerk reminded Members they should notify the office if they intend to be away so that papers are not lost.
2. Articles for inclusion in August Kesgrave News will be submitted on:–
Page 3 The two events run by Council in August, CWG and SCO
Others Fido Bins and the need to install non-retrievable versions
Others Fido Bins and the need to install non-retrievable versions
18. To receive such other communication or matters of sufficient urgency and importance that the Chairman will allow for discussion
The Clerk reminded Members of their usual method of dealing with businesses being run from home, which is to only advise SCDC if a complaint is received from a resident. Two advertisements have recently appeared which have not been subject to planning permission and while not wishing to make it difficult for small businesses during the recession it was suggested the Council need to be mindful of the overall situation which could result if these two advertisements are ignored and others followed suit. Council agreed the Clerk should contact SCDC for clear guidelines on advertisements, and if these are being contravened a letter will be sent to the resident concerned advising them of the need to apply for permission.
The remaining members of the Public, with the exception of Miss Hall, Project Officer, left and the Council were able to consider the following:
10. Recreation and Amenities Matters
c. New Proposals for Rupert Fison Centre Square (R&A item 11.c.) The Deputy Clerk explained additional information on an alternative supplier of planters together with soil and plants had been received. It had been agreed with the Chairman and Vice Chairman of the Committee these proposals should be considered by Full Council at their July meeting because of the cost implications.
A sample of the material used was displayed and a plan showing where 8 planters would be sited was issued and is attached at Annex 7 to these minutes The cost of the alternative was reported as £3,720.00 plus VAT hich would include soil, plants, planting and delivery. It was agreed this offered better value for money for the tax payer than that previously considered and the Council therefore agreed the quotation from Plantscape be accepted. A query will be raised with the supplier as to whether the plants come with a guarantee and a request that the plants to be provided which will be resistant to the occasional footballers.
Miss Hall left and the Council were able to consider the following:-
4. Confidential Note on Item 7.a.i. of 8th June meeting (copy already issued)
It was explained that some further information had been made available to the Council since the June meeting which needed consideration.
In view of the nature of the business to be discussed Mrs Klaschka left the room.
The debate which followed is minuted, as before, as a confidential note and is held on file.
19. Date of next meeting – Monday 10th August 2009 in the Council Chamber
The Chairman closed the meeting at 9.34pm
Chairman
