Minutes of the meeting of the Kesgrave Town Council held on Monday 14th September 2009 at 7.15pm in the Council Chamber.
Present:
Mrs S Evans (Chairman)
Mrs J Klaschka
Mrs S Ogden ((Vice-chairman & District Cllr)
Mr G Lynch
Mr K Beecroft
Mr P Mills
Mr R Bridgeman
Mr C Pryke
Mr A Comber
Mrs E Smith
Mrs S Coupe
Rev R Spittle
Mrs N Goodchild left after item 9
Mr R Walkling
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 to the Town Council)
Mrs M Neale (District Councillor)
Mr M Grimwood (District Councillor)
Mrs P Brown (LHR for west Kesgrave)
Mrs M Broom (LHR for east Kesgrave)
4 Members of the public
1. Apologies
Mr R Haskell Holiday
Mrs D McCullum (District Cllr) Work commitments
Later: Mr S Hudson (County Cllr) travel difficulties
2. Election of Chairman and Declaration of Acceptance of Office
Members had been issued with a letter from Mrs Evans giving notice of her resignation from her position as Chairman, and as this had been received mid-term the Clerk explained the procedure Council must follow before nominations were requested. Two nominations were put forward, both were seconded and Mr Beecroft and Mrs Ogden both confirmed their acceptance to stand. A paper vote was requested and agreed by Council. Reverend Spittle asked if the candidates could give a short statement, this was done and some questions were also asked of both before voting was undertaken. The majority vote was for Keith Beecroft.
Mr Beecroft signed the acceptance of Office form and took the Chair. He went on to thank Mrs Evans for all she had achieved in her term as Chairman.
3. Declarations of Interest
Mrs Klaschka declared a prejudicial interest in item 7, Confidential Note regarding Item 7.a.i. of 8th June meeting and subsequent papers, and left the room while the matter was under consideration.
Mr Beecroft declared a personal interest in item 11.b. Planning & Development Matters, KTC response for Area FF, being a Governor of Cedarwood School remained in the meeting and took part in consideration and discussion of the matter.
Reverend Spittle declared a personal interest in item 11.b. Planning & Development Matters, KTC response for Area FF, being a Governor of Cedarwood School remained in the meeting and took part in consideration and discussion of the matter.
Mr Bridgeman declared a personal interest in item 13, Boundary Review, being an employee of Ipswich Borough Council, and remained in the meeting and took part in consideration and discussion of the matter.
Mrs Ogden declared a personal interest in item 13, Boundary Review, being a member of another authority, and remained in the meeting and took part in consideration and discussion of the matter.
Mr Comber declared a prejudicial interest in item 19, Town Council Web site updates, being the web master, but remained in the meeting and took part in consideration and discussion of the matter as it was information on Councillor details only.
4. Minutes of the last regular meeting held on 10th August 2009
Members had been issued with a replacement front page for the papers delivered with their agenda and their attention was drawn to the alteration. An addition was requested by Mrs Ogden at page 160 regarding parking in Century Drive, this was agreed and then the minutes of the last meeting having been circulated were taken as read, approved and signed by the Chairman.
5. Matters arising
a. Late items for information In response to a resident's concern over the parking of vehicles the Clerk had gathered several pieces of information which she will compile into a report to present at next months meeting. A copy of the report will also be sent to the resident.
6. Resolution to exclude the Public under the Public Bodies (Admission to Meetings) Act 1960.
The Council resolved that the public and the press be excluded for consideration of Item 7 Confidential Note regarding Item 7.a.i. of 8th June meeting and subsequent papers, 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 21 on the agenda.
The following item was taken after item 21 and is minuted there.
7. Confidential Note regarding Item 7.a.i. of 8th June meeting and subsequent papers.
8. Report from Chairman and Vice Chairman
Mrs Evans outgoing Chairman, when asked, had nothing to report.
The Vice Chairman expressed her appreciation to Mrs Evans on chairing a very productive public meeting to discuss Area FF and congratulated Mr Beecroft on his election to Chairman. She also reported she had attended the Cedarwood Green Event and the Senior Citizen Outing which she encouraged other Councillors to attend in future years.
An adjournment was declared:
to receive reports from the County and District Councillors, Police and Local History Recorder
Mr Grimwood, District Councillor, reported the application for 19 Bracken Avenue is to be considered at the DC Sub Committee meeting on 17 September and expressed his disappointment in the Inspectors decision to grant the appeal for 139 Main Road.
Mrs Ogden, as District Councillor, informed Council:
as a result of the consultation for Prioritising Services, liaison meetings, which will include workshops, will be organised inviting Town/Parish Council representatives to attend. Mrs Ogden was asked if the representation will be a fair proportion to the size of various parishes and being unsure of the exact format agreed to investigate;
as a District Councillor it was her intention to support the Town Council and residents regarding Area FF.
Mrs Neale, District Councillor, reported:
there has been no progress regarding the Boundary Review, where an appeal date is still to be decided;
on her involvement with a group in Felixstowe to produce a proactive plan to build schools for the future;
a grant has been secured to enable local businesses in and around Kesgrave to set up a 'breakfast club' to facilitate networking.
Mrs Brown, LHR for West Kesgrave, stated a competition had been launched to bring back red telephone kiosks to communities and asked if Councillors knew of one in Kesgrave. They did not.
Mrs Broom, LHR for East Kesgrave introduced herself to Council.
to allow members of the public to speak
Mr Walkling expressed his concern that the local SNT web site invites residents to meet the team by attending some of their events; one such event being a Town Council meeting. Unfortunately their own attendance is non existent and gives a bad impression. The Clerk stated she would pass on his concerns.
Mr Pryke left.
Mr Bradbrook, KALGA Chairman, expressed his appreciation of the courtesy shown to him, by Mrs Evans during her position as Chairman.
A member of the public left.
Members of the Association being present Council agreed to bring the following item forward.
15. Kesgrave Allotment Association
a. Notification of meeting and invitation to attend An invitation had been received from KALGA inviting Councillors to attend an Open meeting on 30th October 2009 at Kesgrave Scout Hall. A request was also made for a representative from the Council to attend and answer relevant questions which are raised. Council agreed it would be preferred if questions raised at the meeting were put in writing to KTC. This would enable research to be undertaken and would avoid any misinterpretation of an explanation given from memory at a meeting. However, the Chairman and a few Members volunteered to attend the meeting in support of the Group. A reply will be sent to KALGA explaining KTC's stance.
9. Notices and Correspondence
a. Items for Discussion
1.D. In response to an article published in the Rushmere and Kesgrave District magazine regarding representation from KTC at planning application appeals Mr Beecroft had prepared a statement rebutting the allegation. This was read to Council and is attached at Annex 1 to the permanent copy of these minutes.
2.D. Notification had been received from SCC that the Secretary of State has granted a Public Open Space certificate for the area affected by the Grange Lane Compulsory Order to facilitate a turning head.
4.D. Thank you letters had been received regarding the Senior Citizens Outing.
A copy of the lists of Notices and Correspondence, including those for information only were issued to each Councillor and are attached at Annex 2 to the permanent copy of these minutes.
b. Councillor Representative Reports
A copy of the 12PT Task Group Report, from Mr Beecroft, was issued to each Councillor and is attached at Annex 3 to the permanent copy of these minutes.
10. Financial Matters
a. 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, settlement of the accounts was approved.
b. Transfer between accounts Council agreed a transfer of £18,800 be made from the Instant Access Saver to the Current Account.
c. Transfer of Reserve Funds None.
d. Audit Report The Clerk reported an unqualified Audit had been received from BDO Stoy Hayward and presented the Annual Return to Council as required. No questions were raised by Members, and Council approved and accepted the Annual Return. The official notices will now be posted.
e. Budget 1st April 2010 31st March 2011 suggestions Members were reminded work is soon to commence on the Budget for 2010 2011 and early suggestions for items to be included would be helpful.
f. Late items for information The term for the Treasury Bond with Barclays for £50,000 will expire at the end of the month. The Clerk apologised for not bringing this to the July meeting and Members agreed in principle to reinvest this money in the Bond on offer to start in October. This item will be agendad for a substantive decision in October.
11. Planning and Development Matters
a. Draft Minutes of the last Committee meeting held on 24th August and 7th September 2009 were issued to Councillors and are attached at Annex 5 to the permanent copy of these minutes.
The draft response for C09/1269 had been issued to P&D members and comments were made and agreed for insertion. The substantive letter, which was later approved by the Chairman of the Council, is attached at Annex 6 to these minutes.
Mrs Coupe, as Chairman of the Committee, then took Members through the applications received.
b. Planning applications received since 7th August 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 7 to the permanent copy of these minutes.
c. Street naming None.
d. Late items for information In response to an invitation to join KTC at a planning seminar, to be conducted by SCDC, several Rushmere St Andrew Councillors have accepted. SCDC will be contacted with the suggested date of Tuesday 6th October.
12. Recreation and Amenities Matters
The R&A Chairman reported the planters have now been erected on Rupert Fison Square and it was noted two sponsors have been identified.
a. Roads, footways and footpaths
i. Yellow lines, junction lining and centre lines have now been reinstated in Bell Lane following the recent surface treatment.
b. Late items for information The Deputy Clerk has written to Cedarwood School to thank the Headteacher and Governors for the use of their premises for the Cedarwood Green event, and also to Neil Masser for attending for First Aid and Theronda Hoffman for her Art workshop.
13. Boundary Review
Mrs Neale had updated Members in the adjournment and the information is minuted there.
14. Chairman's Reception
With the change of Chairman this item had been agendad to confirm the new Chairman was content to hold the reception in All Saints Church, the venue agreed. The Chairman so confirmed.
15. Kesgrave Allotment Association
This item had been dealt with immediately after the adjournment and is minuted there.
16. Quality Status
a. Training Needs Analysis The Clerk reported although she has now heard from Martlesham Clerk that Councillors for that parish do not wish to join Kesgrave in any bespoke training, she is aware Rushmere Council are still to decide which courses of those identified by Kesgrave they would like to attend. The Rushmere Clerk has suggested firm commitments are made by Councillors to avoid a seminar being badly attended and Council agreed this needs to be clearly understood, with the possibility of individuals being asked to pay for places they asked for but decide not to use. Further consideration of exact dates and topics will be made and brought back for substantive dates and commitments at a subsequent Council meeting as soon as possible.
17. Retrospective Consideration
Members had been issued with notes of the meeting which had taken place place on 17th August and these are attached to the permanent copy of these minutes at Annex 8 It was agreed to undertake the process outlined. The Deputy Clerk explained the skatepark issue is being dealt with by R&A and Members agreed this and the speedwatch item should be deleted from the list.
Mr Mills volunteered to deal with Why speeding in Bell Lane is still uncontrolled for the October meeting. His short report will be made available for distribution with the agenda.
18. The Royal British Legion Remembrance Day
Members were reminded this ceremony will take place on Legion Green on the 11th November, which this year falls on a Wednesday. Schools will as usual be invited to take part and the Chairman was able to inform Council that Cedarwood are already planning to send over 100 pupils.
19. Town Council Web Site
Members were asked what personal contact details they would like put on the website. At present names, addresses, and telephone numbers are displayed but it was agreed email addresses could be useful. Mr Comber will investigate how this could be achieved through the Council Office from the website rather than personal email addresses being used.
20. Report from Clerk and Press Officer
The Clerk reported a resident had attended the office the previous week to view a planning application. She had thanked the Clerk for talking the plans over with her and stated she had always found contact with the Council Office had been helpful and her queries dealt with in a pleasant manner.
Articles for inclusion in September Kesgrave News will be submitted on:
The change of Chairman
The Planning application for area FF
A Remembrance Day reminder.
21. To receive such other communication or matters of sufficient urgency and importance that the Chairman will allow for discussion
None.
The members of the public left.
6. Confidential Note regarding Item 7.a.i. of 8th June meeting and subsequent papers
Some further information had been made available to the Council since the August meeting which needed consideration.
In view of the nature of the business to be discussed Mrs Klaschka declared a prejudicial interest and left the room.
The debate which followed is minuted, as before, as a confidential note and is held on file.
17. Date of next meeting Monday 12th October 2009 in the Council Chamber
The Chairman closed the meeting at 9.50pm.
Chairman
