Minutes of the meeting of the Kesgrave Town Council held on Monday 16th May 2011 at 7.15pm in the Council Chamber.
| Present: | Mr M Amoss | Mrs J Klaschka |
| Mr M Azmoodeh | Mr G Lynch | |
| Mr K Beecroft (Chairman for 2010/11) | Mr P Miller | |
| Mr N Beecroft | Mr J Ogden | |
| Mr R Bridgeman | Mrs S Ogden (Chairman for 2011/2012 and District Councillor) | |
| Mr A Comber | ||
| Mr D Fairbrother | Rev R Spittle | |
| Mrs N Goodchild |
| In attendance: | Mrs V R Read (Clerk to the Town Council) |
| Mrs J Francis (Deputy Clerk to the Town Council) | |
| Mrs L Bennett (Admin Assistant to theTown Council) | |
| Mr S Hudson (County Councillor) | |
| Mr J Klaschka (County and District Councillor) | |
| Mr M Grimwood (District Councillor) | |
| Mrs D McCallum (District Councillor) | |
| Mrs M Neale (District Councillor) | |
| Sgt P Street, Kesgrave Safer Neighbourhood Team | |
| 5 Members of the public |
Mr K Beecroft took the Chair for the following item.
1. Election of Chairman and Declaration of Acceptance of Office
Council agreed that Mrs Ogden be elected Chairman. Mrs Ogden signed the Declaration of Acceptance of Office and took the Chair. Mr K Beecroft joined the members of the public.
2. Apologies
Mr P Mills – family commitments
3. Election of Vice Chairman and Declaration of Acceptance of Office
Council agreed that Reverend Spittle be elected Vice Chairman. Reverend Spittle signed the Declaration of Acceptance of Office.
4. Appointment of Committee and Council Representatives
A list of Committee and Council Representatives had been issued to Councillors. With minor additions Council agreed the list for 2011/2012. The substantive list is attached at Annex 1 to these minutes.
5. Declarations of Interest
Mr Comber declared a personal interest in item 10.b, Financial Matters, Receipts and Payments, being the Town Council website manager, and remained in the meeting during consideration and discussion of the matter.
Mrs Ogden declared a prejudicial interest in item 10.e, Financial matters, Expenses by and on behalf of the Chairman (Chairmans Allowance), being the Council's Chairman, and left the meeting while consideration and discussion of the matter took place.
Mr Comber declared a personal interest in item 12.e, Kesgrave Market, being a Director of Rupert Fison Centre, and remained in the meeting during consideration and discussion of the matter.
Mr Miller declared a personal interest in item 12.c. Roads, footways and footpaths, Cedarwood CP school crossing, being a School Governor and remained in the meeting while consideration and discussion of the matter took place.
Mr Ogden declared a personal interest in item 12.e, Kesgrave Market, being an employee of Tesco, and remained in the meeting during consideration and discussion of the matter.
Reverend Spittle declared a personal interest in item 15, Chairman's Annual Reception, being the Church Incumbent and remained in the meeting while consideration and discussion of the matter took place.
Mrs Klaschka declared a personal interest in item 18.a, Youth Club Provision, being a member of the Youth Forum and remained in the meeting while consideration and discussion of the matter took place.
Mrs Ogden declared a personal interest in item 18.a, Youth Club Provision, being a Trustee of SPARK and remained in the meeting while consideration and discussion of the matter took place.
Reverend Spittle declared a personal interest in item 18.a, Youth Club Provision, being a Youth Worker employee and remained in the meeting while consideration and discussion of the matter took place.
Mrs Klaschka declared a personal interest in item 18.c, The Big Society, the crossing at Dobbs Lane, being a Governor at Gorseland School, and remained in the meeting while consideration and discussion of the matter took place.
6. Minutes of the last regular meeting held on 11th April 2011
The minutes having been issued were taken as read and approved and signed by the Chairman.
7. Matters arising
a. Annual Town Meeting 2012 venue Cedarwood School had been considered for the 2012 meeting but are already booked. It was suggested that investigations be made with Kesgrave High School on the availability of their hall.
b. Late items for information None.
8. Reports from Chairman and Vice Chairman Nothing to report.
An adjournment was declared:
- to receive reports from the County and District Councillors
Mr Hudson, County Councillor, reported:
– he will be attending a Rights of Way Committee meeting where the parking restrictions at Cedarwood School will be considered. As a member of this Committee he will have to declare a personal interest, but will report back to Council on the outcome of the meeting.
Mr Klaschka, as County Councillor:
– handed out packs to members showing documented history regarding the Cedarwood Crossing. He stated the confusion over the consultation had arisen because KTC had undertaken their own concealed consultation. He re-iterated County do not have to consult members of the public when installing a crossing, and the next Rights of Way Committee meeting is purely to discuss the parking restrictions in that area;
- had attended Cedarwood School that morning and considered the new positioning of the crossing was justified as it was well used by parents and children on their way to school;
- stated the draft Expression Of Interest (EOI) for the Library had been submitted to Suffolk County Council but would not be available to the Town and Parish Councils until it had been accepted by the County Council. If it is successful he would like to hold a mini referendum to gauge local support on proposals put forward to ensure it's future. He was asked how the results of such a referendum would be interpreted, as a positive response from a low turn out could be considered to not be a remit for increasing the Precepts. He stated this would be for the Town and Parish Councils to decide.
Mr Grimwood, District Councillor:
– gave his thanks for his re-election;
– reported he had attended the DC Sub Committee meeting where approval was given for the Lawn Cemetery, application C11/0357, Part of Playford Heath, Doctor Watson’s Lane, Playford.
Mr Klaschka, as District Councillor, had nothing to report.
Mrs McCallum, District Councillor:
– gave her thanks for her re-election
and reported on:
– the extremely successful Easter Egg Hunt, the Bike Show and the 5K Fun Run, with plans to extend the events in 2012. She also expressed her concerns with regard to the future funding of the Kesgrave Music Festival.
Council expressed their thanks to Mrs McCallum and her Committee for organising such successful community events.
Mrs Ogden, as District Councillor, gave thanks for her re-election.
Mrs Neale, District Councillor, gave thanks for her re-election.
Sgt Peter Street, Kesgrave SNT, reported on crime figures released for Kesgrave for the month of April.
Members had been issued with the following reports which are held on file:–
| 1. | 12PT monthly report. |
| 2. | Kesgrave Crime report. |
– to allow members of the public to speak
Mr Walkling, of The Lloyds, questioned new Councillors how many meetings they had attended before being elected, highlighting the responsibility and dedication required to fill the position for which they had been elected.
Mr Walkling, of Peasey Gardens, stated he was left even more confused by the information given in the pack handed out by Mr Klaschka with regard to the Cedarwood crossing. He too had been at the crossing as parents and children arrived at school that morning, but noted the majority of people preferred to cross the road at the dropped kerb to the north of the crossing. On questioning workmen at the scene, he had been informed the brackets and lights had to be changed as the wrong ones were put in place due to the work being rushed through and that signs were being erected to the original site plan. Mr Walkling questioned Mr Klaschka, who had originally funded the crossing from his “Quality of Life” budget, where the extra money would be found to have the work put right. Mr Klaschka was unable to give a specific answer but stated it would be charged to which ever organisation or department had made the error.
Mr Walkling also queried the reference in the papers issued by Mr Klaschka to leafleting residents County were not consulting, referred to by Mr Klaschka as a concealed consultation. Council agreed the issue of Cedarwood School crossing would be agendad for the June meeting in order for Members to have adequate time to read the documents issued by Mr Klaschka. Later: It was minuted in the August 2010 KTC minutes Item 9.a. that KTC agreed that leaflets be delivered to all households in Wilkinson Drive and Pontins Walk.
Mr Copping, of The Lloyds, speaking as an individual and not as a member of KALGA, stated he had received a communication from the Statutory Duties Review Team, supporting his understanding of the “duty” Council have regarding the provision of allotments. He also noted that SALC had removed their advice from their website and asked if Council were now willing to accept the wording. It was re-iterated Council act on advice provided by SALC but further information received that morning would be reported at item 17.
Mr K Beecroft and others left the meeting.
It was agreed to take bring the following item forward.
17. Kesgrave Allotment Association
The Clerk confirmed emails have been received from Mr Copping in his personal capacity, but no further information had been made available to Council on the land which KALGA are currently investigating. The Association Chairman had however asked if they could hold a stall on Rupert Fison Square the previous Saturday and this had been agreed.
An updated version of the “Good Councillors Guide” had been received at the office that morning and a new clarification has been made for Allotments. The Guide now states Councils have “Powers to provide Allotments. Duty to provide allotment gardens if demand unsatisfied and if reasonable to do so”.
Council were in agreement that this is a clearer more acceptable definition and their stance has always been to acknowledge the need for allotments but that land is not available.
When asked, Mr Copping was pleased the misunderstanding has now been clarified.
9. Notices and Correspondence
a. Items for discussion
The Deputy Clerk brought the following items to Members' attention:
| 1.D. Community Magazines. No issues were raised by Members. |
| 2.D. A thank you letter had been received from Kesgrave & District Help Centre for their grant. |
| 3.D. Information had been received from SCC stating a decision to delay the closure of six of the seven household waste recycling centres has been made as a result of feedback from the public. The Centres, which do not include Foxhall or Ipswich, will remain open until 31st July 2011 while alternative solutions are investigated. |
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
Mr Miller reported on SCDC Planning Forum held in April, also attended by Mr K Beecroft, when updated information on local policies including the current situation regarding the Local Development Framework (LDF) had been received. A written report will be submitted to be held on file.
The Chairman informed Council on the latest developments with the BMX track at Martlesham. A Public Consultation evening will be held on 6th June where informative displays, prepared by the young people themselves, will be on view.
10. Financial Matters
a. Draft Minutes of the last Committee meeting held on 18th April 2011 were issued to Councillors and are attached at Annex 3 to the permanent copy of these minutes. Mr Comber brought the following items to Members attention:–
i. Effectiveness of Internal Audit/Appointment of Auditor (F&R Item 5.iii) Council agreed the F&R recommendation that procedures are effective and that Mr Hammond be appointed IIA for a further year.
Councillors were also reminded of the rota initiated last year to undertake one visit per month to carry out a paper trail of a single transaction of their choice. It was agreed this will continue as good practice.
ii. End of year accounts (F&R item 8.i.) A copy of the 2010/2011 accounts had been issued to each Councillor and is attached at Annex 2 to the F&R minutes which are attached at Annex 3 to the permanent copy of these minutes. Council approved the Accounts. Later: The accounts will be signed by the Chairman and Clerk, as Responsible Finance Officer, at the next Full Council meeting.
iii. Overview of Accounts for the website Council also approved the Overview of the Statement of Accounts which in previous years would have been presented at the Annual Town meeting. It was agreed the document as attached at Annex 4 to the permanent copy of these minutes will be placed on the website and a note will be added that further information, if required, is available from the Town Council Office.
iv. 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 10.a.v. Financial Matters, Staff since publicity would prejudice staff confidentiality, and that these matters be deferred to follow item 20 on the agenda.
The following item was taken after item 20 and is minuted there.
v. Staff (F&R item 14.i.a.)
b. Receipts and Payments Copies of the statements of Receipts & Payments were issued to each Councillor and are attached at Annex 5 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.
c. Transfer between accounts Council agreed a transfer of £68,900 be made from the Ordinary Account to the Instant Access Account.
d. Transfer of Reserve Funds
Transfers to/from Reserve funds in May
| Product/service |
Amount
| Reserve fund | |
| Recycling Credits | 157.75 | To RFC | |
| NJB Contactors – RFC block paving | 1,299.00 | From RFC | |
| Photocopier Rental | 3,073.00 | From Photocopier | |
| Pearce & Kemp – RFC lighting | 2,120.51 | From Street Lighting |
Mrs Ogden left the room and Rev Spittle took the Chair for the following item.
e. Expenses by and on behalf of Chairman (aka Chairman's Allowance) Council agreed the £250 Chairman's Allowance, which includes some contribution towards the Annual Reception, as budgeted. This allowance has been reduced as the inclusion of other community events have now been budgeted separately.
f. 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 10.f, Financial Matters, Office Equipment since publicity would prejudice commercially sensitive information, and that these matters be deferred to follow item 20 on the agenda.
The following item was taken after item 20 and is minuted there.
g. Office equipment
h. Late items for information Members were informed that cheque signatories will be reviewed following the change in Council membership.
11. Planning and Development Matters
a. Election of Chairman The Members of the Planning & Development Committee agreed Mr Mills be elected Chairman. Members were informed Mr Mills had expressed his willingness to stand if elected.
b. Election of Vice Chairman The Members of the Planning and Development Committee agreed Mr Miller be elected Vice Chairman.
c. Planning applications received since 8th April 2011 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 6 to the permanent copy of these minutes. It was noted that an appeal has been lodged for 55 Orchard Grove and 2A Cambridge Road.
d. Street naming Nothing to report.
e. Late items for information None.
12. Recreation and Amenities Matters
a. Election of Chairman The Recreation and Amenities Committee agreed Mr Comber be elected Chairman.
b. Election of Vice Chairman The Recreation and Amenities Committee agreed Mr Bridgeman be elected Vice Chairman.
c. Roads, footways and footpaths
| 1 | Suffolk County Council had sent notification of local road surface dressing to be carried out in May which has been completed. |
| 2 | Notification had been received from SCC regarding proposals to introduce part night lighting and dimming to street lights in their ownership between midnight and 5.30am. This initiative is also offered to local councils owning street lights which are managed and maintained by SCC. There will be exceptions which will have to be taken into consideration when identifying units for part night operation. The opportunity to join the system, at the same price it is costing SCC will be £30 per control unit plus £15 for installation. The Deputy Clerk informed Members KTC own 89 street lights of which some will be in the exemption criteria. It was agreed for proper consideration to be given to this matter it will be discussed at the next R&A Committee meeting. |
| 3 | In response to a request from SCC asking for clarification on the comments for waiting restrictions at Cedarwood crossing, KTC and Cedarwood Primary School, are in agreement over their stance and have replied individually. A copy of KTC response is held on file, having been sent to both County Councillors and following a request at the meeting will be also copied to District Councillors. |
d. 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 12.e, Kesgrave Market since publicity would prejudice commercially sensitive information, and that these matters be deferred to follow item 20 on the agenda.
The following item was taken after item 20 and is minuted there.
e. Kesgrave Market – The Way Forward
f. Late items for information None.
13. Election of Finance and Resources Chairman
Only four of the six Committee members are eligible for the Chairmanship and one of these was not present. In order for Council not to be without a Chairman of Finance and Resources for too long but so that all the Committee Members have the opportunity to decide on their Chairman, the Committee will decide who to appoint at their earliest convenience and Council will be informed of their decision before the next meeting.
14. Calendar of meetings
The R&A Committee had put forward a suggestion at their January meeting for Council to consider meeting on the first Monday of each month instead of the second Monday. This was in order to hold meetings before copy date for Kesgrave News, which has recently been brought forward to the 10th of the month. The matter had been deferred until after the elections. The Chairman suggested this change to the Council calendar is not necessary and no further discussion was held.
15. Chairman's Annual Reception
It was agreed to hold this networking opportunity on 9th December and for the Church to be used as the venue. The Clerks will progress the arrangements.
16. Councillor Vacancy
It was explained Council can now co-opt a Councillor to fill the vacancy in East Ward and it was agreed an article will be submitted for July Kesgrave News with a request for profiles from those interested. All candidates will be invited to the August meeting and Council will make a decision in a closed session.
17. Kesgrave Allotment Association
This item was taken immediately after the adjournment and is minuted there.
18. The Big Society
a. Youth Club Provision Spark have now offered £1,250 to fund the Youth Club until September when Reverand Spittle will address the Committee again with further detail. The Support Group are to meet on Wednesday evening, Mr Bridgeman and Mr Comber will be attending, and will give a report to Council next month.
b. Library Provision This item had been raised in the adjournment and, when it has been received, Council will consider Mr Klaschka's draft document next month.
c. Dobbs Lane Crossing Nothing to report.
d. Other items None.
19. Report from Clerk and Press Officer
1. Articles for inclusion in the June issue of Kesgrave News have been submitted on:–
Page 3 The need for help with Litter, Youth Club and Library.
Others The Rupert Fison Market.
20. To receive any such other communications or matters of sufficient urgency that the Chairman will allow for discussion.
None.
The remaining members of the public left and Council were able to consider the following:–
10. Financial Matters
a. Minutes of the last meeting held 18th April 2011
v. Staff (F&R item 14.i.a.)
Mrs Francis and Mrs Read left the room for part of the following item.
Mr Comber as the previous Chairman of Finance & Resources explained for the benefit of the new Councillors that as work load varies throughout the year the Staff are contracted for average hours worked. Regular checks are made to see if variances are within the expected tolerance but it is sometimes not possible to keep entirely within the contracted hours. Council considered and agreed the F&R recommendation with regard to an Ex Gratia payment to Mrs Francis for the one hour on average worked per week over her contracted hours. Mrs Read had stated she did wish not to accept a payment for her additional hours, Council agreed on this occasion to accept her decision although concern was expressed this stance could set a precedent.
e. Office equipment The Clerk gave the history of the difficulties Council have encountered over the photocopier for the benefit of the new Councillors. She reported that Mr O'Rorke, NCS Director has so far failed to come back with any substantive response to the meeting held between him, the Chairman and Chairman of Finance & Resources and the Clerk in March despite reminders. Mr Amoss, who has expertise in contracts, asked if he could read the documentation with a view to seeking advice from colleagues. Council readily accepted this offer and a time for him to visit the office to talk with the Clerk and read the documentation was made for the following day. As this information is confidential careful consideration will be made on what documentation can be copied from the file.
12. Recreation and Amenities Matters
e. Kesgrave Market – The Way Forward
Mr Comber as Chairman of Recreation & Amenities explained the background to the changes at Rupert Fison Centre and the intention to hold a monthly market in the square on the third Saturday of the month. The working party have drawn up regulations regarding the type of stalls to be included, hours etc and these are held on file. It was noted that at least 50% of the products for sale by each stall holder must be home or hand made. With the improving works completed it is now necessary to employ a Market manager and to advertise for stall holders. An article has been placed in June Kesgrave News but no specific financial stipulations could be made until Council had agreed these.
Council agreed with the recommendation the market manager be offered £100 for 10 hours a month on a self employed basis; KTC will arrange for Public Liability cover through their insurers. If insufficient interest is expressed from the Kesgrave News articles the post will be advertised further afield.
Date of next meeting:
– Monday 13th June, Full Council in the Council Chamber at 7.15pm
The Chairman closed the meeting at 10.00pm.
Chairman
