Minutes of the meeting of the Kesgrave Town Council held on Monday 12th December 2011 at 7.15pm in the Council Chamber.
Present:
Mr N Beecroft
Mr P Miller
Mr A Comber
Mr J Ogden
Mr D Fairbrother
Mrs S Ogden (Chairman)
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)
Mrs L Bennett (Administrative Assistant)
Mr M Grimwood (District Councillor)
Inspector S Gallant
3 Members of the public
1. Apologies
Mr M Amoss work commitments
Mr M Azmoodeh family commitments
Mr R Bridgeman work commitments
Mrs N Goodchild work commitments
Mrs J Klaschka illness
Mr P Mills family commitments
Mr C Rayworth family commitments
Sgt P Street (Kesgrave SNT) work commitments
Mr S Hudson (County Councillor) illness
Mrs D McCallum (District Councillor) work commitments
Mrs M Neale (District Councillor) family Commitments
2. Declarations of Interest
Mr Comber declared a personal interest in item 7.a. ii. Financial Matters, Draft Budget, being the Web manager, Director of the Rupert Fison Centre consortium, and a Leader within the 1st Kesgrave Scout Group, and remained in the meeting while consideration and discussion of the matter took place.
Mr Comber declared a personal interest in item 7.b. Financial Matters, Receipts and Payments, as Scout Leader, and for expenses paid in connection with Kesgrave market and remained in the meeting while consideration and discussion of the matter took place.
Reverend Spittle declared a personal interest in item 7.a. ii. Financial Matters, Draft Budget, being the the Vicar of All Saints Church and a Youth Work employer, and remained in the meeting while consideration and discussion of the matter took place.
Reverend Spittle declared a personal interest in item 7.b. Financial Matters, Receipts and Payments, being the Vicar of All Saints, a Youth Work employer and as Vice Chairman of the Town Council and remained in the meeting while consideration and discussion of the matter took place.
Mrs Ogden declared a personal interest in item 8.a. Recreation and Amenities, SCDC Divestment, being a SCDC Councillor, and remained in the meeting while consideration and discussion of the matter took place.
Mr Comber declared a personal interest in item 9.a. Recreation and Amenities, Kesgrave Market, being a Leader within the 1st Kesgrave Scout Group, and remained in the meeting while consideration and discussion of the matter took place.
3. Minutes of the last regular meeting held on 14th November 2011
The minutes having been issued were approved and signed by the Chairman.
4. Matters arising
None.
5. Reports from Chairman and Vice Chairman:
The Chairman reported she had attended the Chairman's Reception on the 9th December which she considered had been very successful and enjoyable. She thanked all those involved in its organisation in particular the Vicar and Church Wardens for permitting the use of the church as venue and the Clerks for the preparation of refreshments.
The Chairman also informed Council of the cancellation of the BMX meeting at Martlesham as works have been delayed by contractors who are to remove tree stumps.
The Vice Chairman reported he had also attended the Chairman's Reception, reiterated Mrs Ogdens comments and added his thanks to family members who had also helped with the evening.
An adjournment was declared:
- to receive reports from the County and District Councillors
Mr Grimwood, District Councillor:
had attended the recent SCDC Development Control meeting but no Kesgrave applications were heard,
will be attending the LDF meeting at SCDC to be held at the Woodbridge Community Centre, explaining the documents to be considered run to over 200 pages.
wished everyone a Happy Christmas.
Mrs Ogden, as District Councillor, reported:
she too will be attending the LDF meeting and the documents had been issued to the SCDC members in disc form;
SCDC can no longer afford to give the financial commitment for the running of the Spa Pavilion and is inviting entertainment and leisure companies to present their own proposals from June 2012;
there are two weeks left for comments to be made with regard to bridging the gap in the SCDC budget;
she will attend a Domestic Homicide Seminar later this month.
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.
2 12PT monthly report.
Inspector Gallant was present, introduced himself to Council and explained the present structure of local policing. He is based at Felixstowe and has responsibility for the 3 SNT offices, Kesgrave, Felixstowe and Woodbridge. There are no changes being made to the complement at the three SNT's all changes are to higher tiers above Inspector level where savings are to be made to achieve a reduction of £13.6m. He explained the sale of Woodbridge Police Station has been brought forward and the SNT office will be relocated to shared accommodation elsewhere in the Town.
to allow members of the public to speak
Miss Hall had asked for a letter with regard to the Library provision to be distributed to Councillors, this had been done and a copy is attached at Annex 1 to these minutes. Miss Hall drew Members attention to the salient points.
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. The Royal British Legion letter of thanks for KTC's donation stating £22,600 had been collected this year.
3.D. SCC Budget consultation which had been forwarded to Councillors for individual responses.
5.D. SCC, a new heritage organisation for Suffolk, Public Consultation, again forwarded to Councillors for individual responses.
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 None.
7. Financial Matters
a. Draft Minutes of the last Committee meeting held on 28th November 2011 had been issued to Councillors and are attached at Annex 3 to the permanent copy of these minutes. Mr Miller brought the following items to Members attention:
i. Review Internal Control/Risk register (F&R item 5c) The Committee had been presented with the document which is attached to the F&R minutes at Annex 1 and Council endorsed their approval of this document.
ii. Draft Budget and Precept (F&R item 7) Council considered the Draft Budget which is attached at Annex 3 to the F&R minutes to these minutes. Some questions were raised and it was agreed to bring forward Item 10.b.
10. Divestment (previously listed as The Big Society)
a. Library Provision Council considered the letter received from Miss Hall and the recent email to Stakeholders received from SCC which is held on file. It was noted the contribution of 5% will not be endorsed by SCC Full Council until their meeting on the 15th December, but it is anticipated this will only be asked of Councils where a Library building is situated. It was agreed the Clerk will write to Mark Bee, Leader of SCC, with copies to the Scrutiny Committee, local County Councillors and Judy Terry, portfolio holder, drawing attention to the Scrutiny Committees recommendation of June 2011 that any claims on secondary taxation from Parish, Town, District or Borough Councils should be carried out on an equitable basis across Suffolk.
The amount which is likely to be asked of Kesgrave is £1,675 and would be in addition to the £10,343 already contributed for additional hours. However this cannot be demanded from the Parish, and Council will have the opportunity to debate this when and if an official request is received. Council agreed this figure does not therefore need to be included in the 2012/2013 Budget as it can, if necessary, be funded from the Community Reserve Fund.
Council then returned to:
7. Financial Matters
ii. Draft Budget and Precept (F&R item 7) Further questions were then raised with regard to the Market and were answered by Mr Comber. It was agreed regular reports on the costs and income with regard to the Market will be provided to Councillors, the first with the draft minutes of the this meeting. Mrs Ogden asked that Council's thanks to Mr Comber for his work on the Market be recorded. It was then agreed some further information on income generated from this be included in the budget papers and when this is taken into consideration a reduction to the recommended Precept could be achieved. Council then agreed a precept of £185,000 be approved in accordance with the budget attached at Annex 3 to the F&R Minutes
iii. Grant to KALGA (F&R item 11a) After some debate Council agreed the F&R recommendation that KALGA be offered a grant of up to £2,500 for an office/storage container when they confirm details of the purchase. They will also be advised to approach Rushmere St Andrew Parish Council for funding as it is understood some of their members are from that parish.
b. Receipts and Payments Copies of the statements of Receipts & Payments were issued to each Councillor and are attached at Annex 4 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 £26,300 be made from the Instant Access Account to the Ordinary Account.
d. Transfer of Reserve Funds
Product/Service - Amount - Reserve Fund
Youth Club sessions 20/10, 1 & 3/11/11 - 80.24 - To Youth Club
Youth Club session 10/11/11 - 26.00 - To Youth Club
Youth Forum monies - 491.22 - To Kesgrave & District Youth Forum
Mrs E Smith Makro expenses (receipt held) - 125.20 - From Youth Club
EFM Contractors New Cemetery car park - 14,000.00 - From Cemetery Land
Youth Club employment (voucher held) - 439.25 - From Youth Club
Additional Youth Club float held at KTC - 200.00 - From Youth Club
Mrs E Smith expenses (receipt held) - 83.37 - From Youth Club
Mrs P Sanford expenses (receipt held) - 4.99 - From Conservation
TV License - 145.50 - From Youth Club
e. 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.f, 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.
f. Office equipment
g. Late items for information A replacement IIA has been identified and his formal appointment will be taken to the April F&R meeting.
8. Planning and Development Matters
a. Planning applications received since 11th November 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 5 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.
Mr Grimwood left.
9. Recreation and Amenities Matters
a. Draft Minutes of the last Committee meeting held on 21st November 2011 were issued to Councillors and are attached at Annex 6 to the permanent copy of these minutes. Mr Comber brought the following items to Members attention:
i. SCDC Divestment of Open Spaces and Play Areas (R&A item 15) The R&A recommendation that Council resister interest in the possibility of taking on the ownership of specific areas of POS was agreed. In view of the probable increase in Precept this will entail it was also agreed to include an item on the ATM meeting in March to bring this possibility to the attention of local residents
b. Roads, footways and footpaths
1. SCC, prohibition of waiting Order (Wilkinson Drive)
c. 2012 Celebrations Members were reminded the next meeting will take place on 11th January.
d. Late items for information None.
10. Divestment (Previously listed as The Big Society)
a. Youth Club Provision A letter from the Chairman of the Youth Club Support Group has been sent to Graham Newman, Portfolio holder Children, Schools and Young Peoples Services and is held on file. When a response is received a meeting of the Support Group will be called to discuss the way forward with regard to accommodation for the Youth Club in the long and short term.
b. Library Provision This was discussed with Item 7 and is minuted there.
c. Late items for information None.
11. Kesgrave Allotment Association
Nothing to report.
12. Policy Documents
It was noted as agreed at the November meeting there were no Policy documents for Council to consider pending consideration of the Committee Restructuring document at the January and February meetings.
13. Annual Reception
This was placed on the agenda for Council to consider if this networking event is worthwhile. It was agreed following the success of this years event this should continue and some in depth statistics will be compiled in order to facilitate future consideration.
14. Report from Clerk and Press Officer
1. The Clerk explained when preparing papers, which included Budget documentation, for the meeting it became clear a great deal of photocopying is necessary. She asked if Members required all the papers which are emailed with the agenda to be provided in hard copy for meetings. It was agreed in future no Committee Meeting minutes or Annexes will be provided unless the Annex is relevant to the Full Council meeting. At the same time a file will be provided between 3 instead of 2 Councillors.
2. A letter of apology was read to Council from the young resident who had recently graffitied areas of the Town. Council were informed an article has been submitted to Kesgrave News on this issue and the need for Council to pay for the professional clean up of specific areas.
3. Opening hours during the Christmas period:
The office will close at 1.00pm on the 21st December and re-open to the public on 4th January. Staff will be in attendance on the 3rd January to issue the January agenda and will call into the office periodically over the holiday period to pick up message. Funeral Directors will as usual be given necessary contact details.
Articles submitted for inclusion in January Kesgrave News are:
Page 3 35 years of knowledge
Others Children's evening
Kesgrave Market
Graffiti
Cleaner required
Graffiti
Cleaner required
15. 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 the meeting and Council were able to consider the following:
7. Financial Matters
f. Office equipment The Clerk reported on the recent meeting held between a BNP Paribas representative, Mr Amoss, Mr Rayworth and herself. BNP Paribas have ceased dealing with NCS and are dealing with complaints such as KTC's on an individual basis. Although unable to wipe clean the outstanding amount a reduced amount has been proposed and was to be considered at a meeting of BNP Paribas on Friday 9th December, but no decision has yet been received. Some information has been supplied to BNP Paribas to aid them in pursuing NCS.
Council agreed their thanks to Mr Amoss and Mr Rayworth be minuted.
Date of next meeting:
Monday 9th January 2012, Full Council in the Council Chamber at 7.15pm
The Chairman closed the meeting at 9.27pm.
Chairman
