Minutes of the meeting of the Kesgrave Town Council held on Monday 14th November 2011 at 7.15pm in the Council Chamber.
Present:
Mr M Azmoodeh
Mr P Miller
Mr N Beecroft
Mr P Mills
Mr A Comber
Mr J Ogden
Mr D Fairbrother
Mrs S Ogden (Chairman)
Mrs J Klaschka
Mr C Rayworth
Mr G Lynch
Rev R Spittle
In attendance:
Mrs V R Read (Clerk to the Town Council)
Mrs J Francis (Deputy Clerk to the Town Council)
Mr S Hudson (County Councillor)
Mrs L Bennett (Administrative Assistant
Mr M Grimwood (District Councillor)
Mrs D McCallum (District Councillor)
Mrs M Neale (District Councillor)
2 Members of the public
Following the recent death of Councillor John Klaschka, the Chairman called for a short silence of respect.
1. Apologies
Mr M Amoss work commitments
Mr R Bridgeman illness
Sgt P Street (Kesgrave SNT) work commitments
2. Declarations of Interest
Mr Comber declared a personal interest in item 7.a. Financial Matters, Receipts and Payments, being the recipient, and remained in the meeting while consideration and discussion of the matter took place.
Mr Comber declared a personal interest in item 12, LED Community Sign, being a Leader within the 1st Kesgrave Scout Group, and remained in the meeting while consideration and discussion of the matter took place.
Mrs Ogden declared a personal interest in item 6.D, SCDC possible divestment of open spaces and play areas to Town and Parish Councils, being a Member of SCDC, and remained in the meeting while consideration and discussion of the matter took place.
Mrs Ogden declared a personal interest in item 6.5 D, Request for comments from SCDC regarding a Sports Space funding application made by The Kesgrave Panthers Cycle Speedway Club, being a Member of SCDC, and remained in the meeting while consideration and discussion of the matter took place.
Mrs Ogden declared a personal interest in item 8.a.iii, The installation of 3 new 6 metre high lamp posts within the main store car park area, Tesco Supermarket, Ropes Drive, Kesgrave, being a working neighbour of the store, and remained in the meeting while consideration and discussion of the matter took place.
Rev R Spittle declared a personal interest in item 10.a., Youth Club Provision, being a Youth Work employer in Kesgrave, and remained in the meeting while consideration and discussion of the matter took place.
3. Minutes of the last regular meeting held on 10th October 2011
The minutes having been issued, one Member raised a concern over wording within the adjournment item. An alteration was made and the minutes were then approved and signed by the Chairman.
4. Matters arising
During the October meeting Reverend Spittle had questioned Mr Klaschka on his article in the In Touch With Kesgrave and Rushmere magazine, where reference to misinformation and its juxtaposition with references to the Town Council of 2005 had been made. This issue was raised once again by Mr Fairbrother who considered Mr Klaschka did not do anything wrong in making the comments, stating he had exercised his rights to Freedom of Speech. However Reverend Spittle explained the juxtaposition had inferred an accusation and as such Kesgrave Town Council, as a body, have the right to respond.
It was agreed in view of the recent death of Councillor Klaschka, a line should be drawn under this matter.
It was also explained that candidates for election when publishing electioneering leaflets will do so as individuals but with due regard to the laws of libel and with guidance of their political party where applicable.
5. Reports from Chairman and Vice Chairman:
The Chairman reported she had attended:
the opening of Kesgrave Market, and was very impressed. Feedback forms had been collected and their comments will be collated;
a Budget Review meeting at SCDC;
the Civic Service of Remembrance on 11th November to lay the Council's wreath.
The Vice Chairman reported he had:
led two Church Services of Remembrance on 11th November, and was pleased to report there had been in excess of 400 people attend, making it a new record in the history of the Church;
attended the opening of Kesgrave Market, and was disappointed it was unable to take place outside as originally envisaged;
attended a SCDC Budget Review meeting at Stratford St Andrew Riverside Centre. As there was a Police representation present he had raised concern surrounding the new Police Investigation Centre (PIC) in Martlesham, which affects the monthly crime figures for the area. Mr Miller confirmed this has already been raised at 12PT meetings and a redefinition of crime numbers has been requested.
Later: This request was reiterated at a meeting with Inspector Gallant, the Chairman and Clerk that week.
An adjournment was declared:
- to receive reports from the County and District Councillors
Mr Hudson, County Councillor:
Paid tribute to Councillor Klaschka, who had recently died, for his tireless work, effort and involvement in the local community, and how much he would be missed by those who had worked with him. There will now be a By-election to fill the vacancy, but in the interim he will try to undertake any projects Mr Klaschka had been involved with. He also advised any commitments for funding already approved from Mr Klaschka's Locality Budget would be upheld;
in response to investigations following a request from the Clerk he had received an email from Stephen Taylor, SCC which he had forwarded that evening to KTC.
Mr Grimwood, District Councillor:
endorsed the comments made with reference to Mr Klaschka;
reiterated the concerns regarding the PIC at Martlesham;
had attended a Forum on the elderly at KWMCC, and in his capacity as Help Centre volunteer alerted Members to the changes in benefits which could have an adverse effect on some old, vulnerable and disabled members of our community.
Mrs McCallum, District Councillor:
also endorsed the comments made with reference to Mr Klaschka;
explained as a Member of the Planning Committee at SCDC, extra training has been requested to keep up to date on the many complex and varied issues when making decisions on individual applications.
reported the Working Party for the 2012 celebrations had been established, and held their first meeting. She was confident this would be a successful and well supported event.
Mrs Ogden, as District Councillor, reported:
12 of the 16 Towns in Suffolk which are to be visited by the Olympic torch are within SCDC;
the views of Kesgrave Town Council had been noted in the consultation document regarding the changes in parking concessions within the district;
she will be attending the SCDC Sports Awards event at BT.
Mrs Neale, District Councillor:
urged Council to consider making a response following the consultation on Licensing. She considers the proposed de-regulating of licences could have a detrimental effect on our local community;
announced her portfolio had now changed and includes Licensing and Health;
has gained a seat on the Primary Care Trust (PCT), and in view of the recent problems with the NHS within Ipswich Hospital, felt it was an important post to keep.
to receive Police Matters reports
There was no representative from the Kesgrave SNT however Members had been issued with the following reports which are held on file:
1 Kesgrave Crime report.
2 12PT monthly report.
to allow members of the public to speak
The Vice Chairman of the PFA at Gorseland Primary School, Mr Davey, wished to address the Council regarding the 2012 Celebrations. He explained the school will be on half term holiday, however would be willing to support and promote the event. He was given a copy of the draft notes of the Working Party meeting.
Reverend Spittle informed Members that Heath Primary School, although not directly involved are also willing to publicise the event
The following item was brought forward for the benefit of a member of the public and Mrs McCallum
9. Recreation and Amenities Matters
b. 2012 Celebrations Members were given a brief outline of the meeting held on the 9th November and a copy of the draft notes are attached to the permanent copy of these minutes at Annex 1 and were in Members meeting files. In future notes will be emailed to all Town Councillors as well as the Working Party members.
6. Notices and Correspondence
a. Items for discussion
The following items were brought to Members' attention:
1.D. Community Magazines, where no issues were raised by Members.
2.D. SCC, carriageway resurfacing of Ropes Drive, which has been completed.
3.D SCDC possible divestment of open spaces and play areas to Town and Parish Councils,where Councils are being asked to register their interest with SCDC before the end of the year. Council agreed this will be discussed at R&A at their November meeting.
5.D. Request for comment from SCDC regarding Sports Space funding application by Cycle Speedway. Council agreed they should support this application for funding of £3,573.38 for improving their facilities from the Sports Space fund of £46,213.48.
8.D. Copies of correspondence with regard to water requirements for development between a Kesgrave resident, Mr Green, and Mrs Neal as District Councillor, had been forwarded to all Town Councillors. Mr Green had asked for this correspondence to be recorded at the Council meeting. Council agreed it is not an area in which they can have any influence but acknowledged this residents concern.
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
1. Mr Lynch had submitted a report on the SALC AGM, this was issued to Members and is held on file.
2. Mrs Ogden gave details of the recent Martlesham BMX meeting she had attended. Progress is now being made in creating the jumps and a request was made for equipment, spades, etc, to help the young people achieve this.
7. Financial Matters
a. Receipts and Payments Copies of the statements of Receipts & 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 £16,700 be made from the Instant Access Account to the Ordinary Account.
c. Transfer of Reserve Funds
Youth Club sessions 20,22,27,29/09/11 - 35.28 - To Youth Club
Youth Club sessions 4,6,11,13,18/10/11 - 77.75 - To Youth Club
Spark Youth Club grant - 400.00 - To Youth Club
Youth Club float - 200.00 - From Youth Club
Safety Equipment sales - 60.00 - To 12PT
Photocopier rental - 3,073.00 - From Photocopier
MSG tree work - 2,080.00 - From Long Strops
d. Budget 1st April 2012 31st March 2013 suggestions for inclusion Council were advised work on the Budget is progressing well and there is some availability for additions to be included. Papers will be issued to F&R Members with their agenda for the meeting to be held on 28th November. Members were reminded all Councillors are very welcome to attend.
e. New Reserve Fund for Youth Forum It was agreed to create a new Reserve Fund to hold the Youth Forum monies. A request for this had been made necessary as no changes have occurred for three years and the bank intended to freeze the account where monies are currently held.
f. PCSO partnership funding renewal Council were advised Martlesham Parish Council have declined to join the partnership scheme but Rushmere St Andrew have agreed to continue if Kesgrave will also. The cost to the two parishes will remain the same as salary increases have been frozen. Therefore in accordance with the agreement in principle at the October meeting Kesgrave Council will continue with the partnership funding and the Clerk will advise the Constabulary of this. Monies have been allocated in the draft budget for 2012/2013.
g. 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.h, Financial Matters, Office Equipment since publicity would prejudice commercially sensitive information, and that these matters be deferred to follow item 15 on the agenda.
The following item was taken after item 15 and is minuted there.
h. Office equipment
i. Late items for information None.
8. Planning and Development Matters
a. Planning applications received since 7th October 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 4 to the permanent copy of these minutes.
b. SCDC Area classification This item will continue to be placed on the agenda to remind Members of the need to consider how the area currently known as the Ipswich Eastern Fringe can be renamed to avoid any association with Ipswich.
c. Late items for information None.
9. Recreation and Amenities Matters
a. Roads, footways and footpaths None.
The following item was taken immediately after the adjournment and is minuted there.
b. 2012 Celebrations
c. Late items for information None.
10. The Big Society
a. Youth Club Provision Reverent Spittle updated Council on the meeting held recently with the High School. It is clear the present Youth Club building will only be available until 2014 when extensions to accommodate an extra 200 pupils will need to be erected. Some discussion had been held on the possibility of sharing the extension in order to provide Youth Club accommodation or of having agreed use of part of the present building. However Council agreed if accommodation for a Youth Club after 2014 is to be secured, alternative sites must be explored.
Reverend Spittle went on to advise Council that the Tuesday and Thursday clubs are well attended with 29 at the last Tuesday evening and between 25 and 50 attending on Thursdays.
b. Library Provision Information had been acquired by Mr Hudson and is mentioned in the adjournment. Later: A report in local press had indicated a 5% contribution from local communities will be required in future if Libraries are to remain open. The Clerk having read the email sent by Mr Hudson had contacted Stephen Taylor at SCC who confirmed the 5% local contribution would be in addition to the £10k already given by the Town Council. This is likely to be in the region of £1,675
c. Late items for information None.
11. Kesgrave Allotment Association
A letter has been received with further information regarding the grant request and this will be submitted to F&R for consideration.
12. LED Community Sign
Mr Comber gave details of the possibility of erecting an LED sign on the front of the Scout HQ which would be available to advertise Community events. The cost would be just over £1,000 and it was hoped this could be shared between various organisations, such as Scouts, Kesgrave News, the Town Council and Spark. Planning permission would be necessary because of the illumination but it had been established if this was submitted by the Town Council there would be a 50% reduction in the application cost; this would reduce the cost of the facility to under £1,000. Some lengthy discussion took place on how the use of this sign could be managed, who would see the sign and who would benefit.
The decision was taken that the Town Council would not participate in this project.
Later: During consideration of this item it was suggested a 50% reduction in planning application costs is also available to Charities and KTC involvement in this aspect was not therefore needed. However SCDC have conformed there is no reduction in this regard.
13. Policy Documents
Council were reminded of the discussion to be held between Mr Fairbrother and the Clerk regarding Committee restructuring. This has been held and a paper written by Mr Fairbrother to which the Clerk is adding further information. The Chairman explained this important far reaching issue would need careful consideration. It is not possible to implement any of the changes until May and therefore the intention is to agenda the paper for an initial consideration at the January meeting and for decisions to be possibly be made at the February meeting. This will avoid having the Christmas break between the two meetings. The document will be issued in the new year and the Chairman urged Council to read it very carefully before the January meeting.
It was noted there were no Policy documents for Council to consider because of the various issues which had occurred since the October meeting. As several may arise out of the Committee Restructuring paper it is not intended to present any for discussion at the December meeting either.
14. Report from Clerk and Press Officer
The Clerk advised Members of the excellent attendance for the Civic Ceremony on the 11th November with over 300 children present together with approximately 100 adults. In 2012 the 11th falls on a Sunday and so the Civic and Church Ceremonies will be combined. However as schools will not be able to attend, the RBL have requested the support from the Town Council for holding a Childrens Ceremony on the 9th November. This was agreed.
Articles for inclusion in the November issue of Kesgrave News have been submitted on:
The death of John Klaschka
Kesgrave Market
Shopping opportunities for Christmas presents
Opening hours over Christmas
A response to the letter in Novembers issue regarding lack of Cemetery space
Evening of Reflection
15. To receive any such other communications or matters of sufficient urgency that the Chairman will allow for discussion.
None.
Mrs Klaschka left the meeting.
The remaining Members of the Public left the meeting and Council were able to consider the following:
7. Financial Matters
h. Office equipment The Clerk reported a letter had, as agreed by Council, been composed between Mr Amoss, Mr Rayworth and the Clerk and had been sent registered post to the Company Secretary of BNP Paribas on 2nd November with a request for a response by 9th November. A copy is held on file. On the 9th a letter had been received with duplicate copies of the documents already received. A phone call was also received that day from the Managing Director's PA with an offer to forward documents but the Clerk established this would be duplication of those received. The PA explained BNP Paribas deal with many photocopier companies and some use their own documentation with regard to Terms of Hire. The PA also stated the situation is being investigated and a response will be made when this is complete.
Council considered their position at length and discussed the suggestion that further payments are withheld with a letter to BNP Paribas of KTC's intention to ring fence the monies due until a satisfactory outcome to both parties had been agreed. Some members considered the penalties for non-payment could be punitive and advice on this stance should be requested from Prettys. It was therefore agreed the Clerk will speak to Sarah Grundy at Prettys and establish the Council position if monies are withheld and a letter be sent to BNP Paribas giving a date when a response on the investigations should be made.
Date of next meeting:
Monday 12th December, Full Council in the Council Chamber at 7.15pm
The Chairman closed the meeting at 9.35pm.
Chairman
