Meeting Minutes > 2011 > 10 Oct 2011

Minutes of the meeting of the Kesgrave Town Council held on Monday 10th October 2011 at 7.15pm in the Council Chamber.

Present:

In attendance:

1. Apologies

Mrs L Bennett (Administrative Assistant) – illness
Mrs N Goodchild – family commitments
Mrs J Klaschka – 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 Chairman of Kesgrave News, and remained in the meeting while consideration and discussion of the matter took place.

Mr Comber declared a personal interest in item 9.c., Kesgrave Market, Director of the Rupert Fison Centre and a 1st Kesgrave Scout Group Leader, and remained in the meeting during consideration and discussion of the matter.

Mrs Ogden declared a personal interest in item 7.a., Financial Matters, Receipts and Payments, her husband being a recipient, and remained in the meeting during consideration and discussion of the matter.

Mr Ogden declared a personal interest in item 7.a., Financial Matters, Receipts and Payments, his father being a recipient, and remained in the meeting during consideration and discussion of the matter.

Rev Spittle declared a personal interest in item 10.a. Big Society, Youth Club, being a Youth Work employer, and remained in the meeting during consideration and discussion of the matter.


3. Minutes of the last regular meeting held on 12th September 2011

The minutes having been issued were taken as read, approved and signed by the Chairman.


4. Matters arising

None.


5. Reports from Chairman and Vice Chairman:

The Chairman reported:

- she had attended the Library 'Reading Game' presentations, with Councillor Hudson also in attendance;
- the BMX Working Party had now received the Certificate of Lawfulness from SCDC, work is due to commence on the track in 2 weeks and investigations are being made regarding insurance;
- she is attending a conference at the KWMCC regarding services for older people and has given the organiser contact details of other Groups who may wish to be consulted.

The Vice Chairman had nothing to report.

An adjournment was declared:

- to receive reports from the County and District Councillors

Mr Hudson, County Councillor, reported on:

- Kesgrave Library 'Reading Game' presentations;
- SCC decision to turn down a request asking for a change in the time when bus passes can be used;
- SCC quiz in aid of the Chairman's named charity.

Mr Klaschka, County Councillor, reported:
- the proposed extension at KHS should be completed for the intake of the additional 200 school places recently introduced at Heath School;
- there has been no further development on the Quarry extension of working hours;
- he is Chair on a Scrutiny Task Group to discuss a service provider whose contract expires in 2014;
- SCC are seeking a new chief Executive at a salary of £160k.

Mr Klaschka went on to explain the current position with regard to Libraries provision.

The proposals are now to be subject to a Best Value Review where the three models will be evaluated and considered by Cabinet at their meeting on the 8th November and then decisions made at the subsequent Full Council meeting in December.

The three models are:
- wholly owned by SCC;
- transferred to a new company or a social enterprise
- retained by a Community Benefit Society where there will be an opportunity for local communities to run their library but this will not be compulsory.

In any event all 44 Libraries will be retained, although there will be a reduction in the mobile service from 6 vehicles to 3 and some enhancements to the out-reach service. Reductions in staffing levels producing a slimmer management structure has enabled these changes to be viable.

Mr Klaschka referred to his article in the “In touch with Kesgrave and Rushmere” magazine and Reverend Spittle questioned him on his reference to “misinformation” and its juxtaposition with references to the Town Council of 2005. Mr Klaschka explained this was in relation to Miss Hall's presence at Endeavour House and her comments made to the Town Council in August. It was explained Miss Hall is contracted on a self-employed basis as Project Officer, any involvement she has had in the Library provision debate has been on a personal basis as a concerned resident. It was also established any resident is at liberty to speak with any Councillor whatever their political persuasion when attending Endeavour House, although Mr Klaschka believes they should avail themselves of the service of their elected Councillor. It was pointed out not an employee of KTC.

Mr Grimwood, District Councillor, reported on:

– the upholding of the appeal for 55 Orchard Grove and his disappointment in this result.

Mrs McCallum, District Councillor, supported Mr Grimwood's comments and went on to explain there are imminent changes to the Planning system but she will update Council on this in due course.

Mrs Neale, District Councillor, reported on the:

– SCDC budgeting procedure;
– sharing between Waveney and Suffolk Coastal which continues to increase;
– talks being held with Town and Parish Councils on partnership working on services and assets;
– pilot project for older people with regard to a fitness programme and computer awareness where young people are being involved;
– Boundary Commission proposals for Constituency boundaries. These do not at present directly affect Kesgrave but she urged Council to respond stating their preference to stay independent from Ipswich.
Mrs Ogden, as District Councillor, reported:
– on the possible changes to licensing regulations;
– the number of complaints she is receiving from residents about anti-social parking.

- 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:–


– to allow members of the public to speak

No Member of the Public wished to address the Council.

Presentation by Mrs McCallum on 2012 Celebrations

Mrs McCallum, District Councillor, spoke on the 2012 Celebrations expressing her opinion that the Olympics and Diamond Jubilee events should not go by unmarked. She stated organising an event to cover both celebrations could be possible with a small committee of volunteers working on a cost-effective and diverse event which would involve as many residents as possible. She was willing to offer her expertise but required others to assist in the preparations.

Her suggestion was the use of the Community Centre for a large street party with a 1950's theme. Families could purchase space for a table to hold an afternoon picnic while schoolchildren take part in old-fashioned races and perhaps fancy dress competitions. Entertainment could also be introduced in the form of a Punch and Judy show and similar ventures. To keep the organisation simple she did not envisage applications being submitted for music or alcohol licences. She hoped financial assistance would be available from Locality Budgets, and Councillors Hudson and Klaschka agreed to this in principle.

She envisaged a committee of 3-4 Councillors and representatives from all the schools and one or two independent residents. She stressed although only a small working party was needed volunteers would still be required on the day. Reverend Spittle stated he could organise a sporting event and Mr Miller volunteered his time on a working party. Later: Mr Lynch stated he was willing to sit on a working party.

The meeting reconvened

It was agreed to bring the following item forward

9. Recreation and Amenities Matters

iii. 2012 Celebrations (R&A item 16.a.) Council discussed Mrs Mc Callum's suggestions which they agreed were good in principle but were hesitant over the number of volunteers who may come forward. However it was agreed Mrs Read would work with Mrs McCallum to arrange an inaugural working party meeting, having first contacted the Community Centre to check venue availability and writing to schools inviting them to nominate a representative. Mr Lynch, Mr Rayworth and Reverend Spittle were nominated to be school contacts at Heath, Gorseland and Cedarwood respectively.

6. Notices and Correspondence
a. Items for discussion

The following items were brought to Members' attention: –

1.D. Community Magazines. Although not every residence receives a copy of the Kesgrave Flyer it was agreed the Clerk will write to the Editor explaining the Mayor of Ipswich has no jurisdiction in the Kesgrave area and that it would be helpful if contacts for the Kesgrave and Rushmere St Andrew County Councillors are included at the end of the Judy Terry article.
4.D. SCDC, Budget Review Meetings – Planning for next year and beyond. Mrs Ogden and Mr Amoss will attend the meeting at Melton Hill on the 17th October.
5.D. SCC Consultation: The Budget Challenge. An email had been forwarded to all Town Councillors urging them to complete the survey on-line on an individual basis and the Clerks will complete it for Council with the knowledge of what issues are raised by residents.
6.D. 2013 Review of Parliamentary constituencies in England. Although no changes are being envisaged in the immediate area Council agreed the Clerk will write expressing their desire to resist any boundary changes which might alter the relationship between Kesgrave and Ipswich.
7.D. Suffolk Coastal Local Strategic Partnership, Invitation to Annual Forum. This unfortunately is being held on the 11th November. Mrs Neale and Mr Klaschka will be attending but no Town Councillor volunteered to do so.

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 None.


7. Financial Matters
a. Receipts and Payments Copies of the statements of Receipts & Payments were issued to each Councillor and are attached at Annex 2 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 £70,000 be made from the Ordinary Account to the Instant Access Account.

c. Transfer of Reserve Funds

PPL Music Licence 44.01 From Youth Club
Youth Club float 100.00 From Youth Club

d. Budget 1st April 2012 – 31st March 2013 suggestions for inclusion and for percentage increases Council considered what inflation rates need to be used in the 2012/2013 budget. Some investigations will be undertaken to determine if more cost effective deals can be made with other utility providers but if these are not possible then 20% will be applied with 5% as before for outsider contractors.

e. Audit Opinion for 2010/2011 BDO Stoy Hayward have completed the Audit and this was agreed and approved. The official notices will now be displayed.

f. PCSO partnership funding renewal The Match funded PCSO agreement with Suffolk Police ceases in December but can be renewed. Council considered the situation and in principal wish to continued the arrangement. However the Clerk will make further investigations into the cost as this will be effected by the charges made by Suffolk Police and also whether Rushmere St Andrew wish to continue with their share and whether Martlesham wish now to join the scheme.

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 16 on the agenda.

The following item was taken after item 16 and is minuted there.

h. Office equipment

i. Late items for information None.


8. Planning and Development Matters
a. Planning applications received since 9th September 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 3 to the permanent copy of these minutes.

b. SCDC Area classification Some discussion was held on the suggestions put forward but although references to “the A1214” and “South Western” in conjunction with “boundary” and “corridor” were considered no conclusion was reached. Members were asked to continue to consider alternatives to the current definition.

c. Late items for information None.


9. Recreation and Amenities Matters
a. Draft Minutes of the last Committee meeting held on 26th September 2011 were issued to Councillors and are attached at Annex 4 to the permanent copy of these minutes. Mr Comber brought the following items to Members attention:–

i. 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 9.ii, Recreation and Amenities matters, Play equipment quotations, since publicity would prejudice commercially sensitive information, and that these matters be deferred to follow item 16 on the agenda.

The following item was taken after Item 16 and is minuted there.

ii. Play Equipment quotations (R&A item 15.a.)

The following item was taken immediately after the adjournment and is minuted there.

iii. 2012 Celebrations (R&A item 16.a.)

iv. MSG, Landscaping maintenance programme (R&A item 8.d.i) Council were informed since the opening of the MSG maintenance on any landscaping has been minimal and current investigations have shown the situation needs to be addressed. KTC has an obligation to maintain the small woodland area to the rear of the Pavilion and if the proposed work is carried out this will be fulfilled. A contractor has assessed the work required and the R&A Committee has agreed the quotation to carry out the work.

v. Kesgrave Kestrel FC request (R&A item 8.d.ii) A letter had been received from Mr Hall, Secretary to Kesgrave Kestrels Football Club expressing the Club's concerns with the condition of the pitches, facilities for pitch marking and storage of goal posts. The Committee agreed investigations will be made seeking an analysis of what work would be required to improve the pitches to an acceptable standard for consideration at the next meeting. However, it was agreed any implementation will not take place until the 2012/2013 season. Regarding pitch marking and storage of goals a reminder will be sent to the Football Club stating the hire agreement stipulates it is the responsibility of the hirer to paint the lines, erect and dismantle the goals which the Committee agreed still stands.

vi. SCC Part Night Lighting (R&A item 9.c.) The Committee agreed street lights owned by KTC would not be included in this scheme due to the cost implications. The Committee also noted SCC proposals included steet lights in Ropes Drive and Fentons Way to be partly dimmed within the scheme and were concerned Bell Lane and Penzance Road as a bus route, with the exception of Penzance Road shopping area, were shown as being switched off. A request had been sent to SCC asking for latter locations to be considered in the same category as that in eastern Kesgrave. Later: SCC thanked KTC for raising this point and the lights on roads in question will be adjusted accordingly.

vii. Directional signs (R&A item 9.d.) The Committee discussed at length where signs might be usefully placed where venues had not already been signposted and felt in their opinion all building of note had already been marked. It was agreed therefore no further signs are required.

b. Roads, footways and footpaths None.

c. Kesgrave Market Mrs Ogden reported on her recent meeting with Mrs Camilleri regarding the arrangements for the Market. Mrs Camilleri had achieved tremendous success and it is hoped to have all stalls taken for the first Market to be held on 15th October with a wide variety of stalls. Councillors were encouraged to support the market on Saturday morning and were given leaflets to distribute in their immediate area and posters to put up to advertise the event. Members were reminded the posters should be removed on Saturday afternoon.

d. Late items for information None.


10. The Big Society
a. Youth Club Provision Reverent Spittle explained that the identified best place on KHS school (now an Academy) site for a Youth Club coincides with that which the Academy will wish to use for expansion to accommodate the additional places. It has been indicated the Academy might allow use of rooms for the Youth Club however a meeting has been arranged between representatives of the Youth Club Support Group, the Family Christian Church and the Academy at which Mr Klaschka will also be in attendance. It is hoped there will be a willingness by all parties to work together to provide a new home for the Youth Club. The Christian Family Church business case will be key to providing the vision for this project.

b. Library Provision
Mr Klaschka's update to Council was received in the adjournment and is minuted there.

c. Late items for information None.


11. Kesgrave Allotment Association
Although not the usual practice a reminder will be sent to KALGA regarding the request for further information in order for F&R to consider their request for funding.


12. Annual Reception
Council were reminded the Annual Reception will be held on the 9th December in Church.


13. Policy Documents
a. Neighbour disputes
An addition was considered necessary to clarify that complaints must be in writing and Council agreed the document as attached at Annex 5 to the permanent copy of these minutes be adopted.


14. The Royal British Legion Remembrance Day
a. Two Minute Silence Civic Ceremony Council were reminded of the Ceremony and that volunteers will be needed to help with refreshments for the schools. Mr Comber, Mr Miller, Mr Mills, Mrs Ogden, Mr Ogden, Mr Rayworth and Rev Spittle all agreed they will be present and will help with the practical arrangements.


15. Report from Clerk and Press Officer
Articles for inclusion in the October issue of Kesgrave News have been submitted on:
Adjournment protocol
Kesgrave Market
Remembrance Day
Overhanging branches
The Christmas tree light switch on
A reminder of the 2012 competition


16. To receive any such other communications or matters of sufficient urgency that the Chairman will allow for discussion. None.

Mr Bridgeman 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 Mr Rayworth had visited the office and identified the absence of a Terms of Hire agreement between BNP Paribas and KTC. It had also been noted the photocopier supplier had been declared bankrupt at the time of the agreement between them and KTC. Council agreed with the suggestion by Mr Amoss and Mr Rayworth that a letter be sent to BNP Paribas outlining the situation and asking for some amelioration of the monies due in recognition of the known sharp practice prevalent within photocopying leasing. The Clerk will liaise with Mr Amoss and Mr Rayworth over the wording of the letter. On receiving a response from BNP Paribas Council will be in a position to decide what further action needs to be taken to publicise the matter.

9. Recreation and Amenities Matters
a. Minutes of the last meeting held 26th September 2011
ii. Play Equipment quotations Mr Comber updated Members on the situation explaining the R&A Committee had considered various pieces of play equipment for Oak Meadow POS. Council agreed the R&A Committee recommendation to accept the quote from Kompan at a total cost of £36,980 exclusive of VAT.

Council was also informed the next phase of this proposal was to approach SCDC with an application to request funding from the Outdoor Play Space contributions and, if successful, then apply for planning permission to erect the equipment.

Mr Amoss raised concerns regarding the validity of any warranty linked with any equipment supplied asking if it is still guaranteed from the Contractor if bought in from another supplier. The Deputy Clerk will investigate.

Date of next meeting:
– Monday 14th November, Full Council in the Council Chamber at 7.15pm

The Chairman closed the meeting at 9.35pm.

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