Minutes of the meeting of the Kesgrave Town Council held on Monday 12th September 2011 at 7.15pm in the Council Chamber.
| Present: | Mr N Beecroft | Mr P Miller |
| Mr R Bridgeman | Mr P Mills | |
| Mr A Comber | Mr J Ogden | |
| Mr D Fairbrother | Mrs S Ogden (Chairman) | |
| Mrs N Goodchild | Mr C Rayworth | |
| Mr G Lynch | Rev R Spittle |
| In attendance: | Mrs V R Read (Clerk to the Town Council) |
| Mrs L Bennett (Administrative Assistant) | |
| Mr S Hudson (County Councillor) | |
| Mr M Grimwood (District Councillor) | |
| 2 Members of the public |
1. Apologies
Mr M Azmoodeh – illness
Mrs J Klaschka – holiday
Mrs J Francis (Deputy Clerk to the Town Council) – annual leave
Mrs D McCallum (District Councillor) – family commitments
Mrs M Neale (District Councillor)
Sgt P Street (Kesgrave SNT)– work commitments
2. Declarations of Interest
Mr Comber declared a personal interest in item 9.b. 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.
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 8th August 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 Summer Fair at Alice Grange Care Home and visited the Alzheimer's unit. The Manager is keen to be part of the Community. One project they wish to undertake is building raised flower beds and Council agreed with the Chairman's suggestion that she would approach KALGA .
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:
- the Mobile Library consultation;
- his Locality Budget which may have some funds remaining.
Mr Grimwood, District Councillor, reported on:
- the recent Greenways tour of areas in Kesgrave;
- the dismissal of the appeal against refusal for 2A Cambridge Road.
Mrs Ogden, as District Councillor reported:
- SCDC Cabinet have considered car parking charges which could save £468k;
- a Policy on broadband provision.
Mrs Neale, District Councillor, being absent, Mrs Ogden reported an approach had been made by Mrs Neale to the SCDC Chief Executive regarding a District stance on flyposting.
- 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. | 12PT monthly report. | |
| 2. | Kesgrave Crime report. |
- to allow members of the public to speak
No Member of the Public wished to address the Council.
The meeting reconvened
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. |
| 3.D. Letters of thanks for Senior Citizens Outing had been received from some participants. |
| 4.D. A letter from SCC advised on the restructure of the Highways and Transport Services. |
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 Council were issued with a copy of a report from Mr Lynch on the SALC meeting, and this is attached at Annex 2 to the permanent copy of these minutes.
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 £3,500 be made from the Instant Access Account to the Ordinary Account.
c. Transfer of Reserve Funds
| Emorsgate | 136.00 | From KCG | |
| MPC – BMX project grant | 2,500.00 | From 12PT |
d. Budget 1st April 2012 – 31st March 2013 suggestions Council were asked to consider any suggestions they might wish to be included in the 2012/2013 budget and reminded that these and a decision on inflation rates to be applied will be considered at the October meeting.
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 16 on the agenda.
The following item was taken after item 16 and is minuted there.
f. Office equipment
g. Late items for information The Clerk reported the new banking mandate is now imminent after a number of setbacks.
8. Planning and Development Matters
a. Planning applications received since 5th August 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. Late items for information An additional paragraph to the letter circulated to the Committee in response to the application of 191 Main Road was agreed.
9. Recreation and Amenities Matters
a. Roads, footways and footpaths None.
b. Kesgrave Market Mr Comber updated Council on the situation with regard to the Kesgrave Market. The market manager had established that although many stall holders would be happy to come to Kesgrave for the third Saturday of each month if the market was under cover, an open air market was not so appealing. Subsequent research undertaken had revealed that Snape had started off outside but has since been moved into a marque which is hired each month. Rather than delay any longer, arrangements have been made to hold the market initially in the Scout Headquarters and the first Market will be held on the 15th October. At least 5 stallholders had been secured the previous week and publicity is being arranged.
c. Late items for information None.
10. The Big Society
a. Youth Club Provision A meeting is being arranged between Suffolk County Council, Kesgrave High School and the various organisations supporting Youth Club Provision for Kesgrave.
Reverend Spittle reported as the building is still available he has secured youth workers for both Tuesday evening and Thursday evening and the Clubs will open next week until at least the October half term.
b. Library Provision
i. Kesgrave Library Council were informed the Ipswich Managers Scheme has been accepted as a Pilot. At a meeting some months ago attended by Mr Fairbrother, Mrs Bennett and representatives from Martlesham and Rushmere St Andrew Parish Councils, the business case was still to be compiled. The Kesgrave Library Manager had suggested Kesgrave Town Council support would be helpful but with the lack of information, Council were reluctant to give it wholehearted support.
Council discussed the future Library provision at length and, while recognising savings and subsequently changes in the provision will be made, considered the status quo would be their preferred option. As KTC already provide substantial funding for the Kesgrave Library it was agreed any provision should only incur minimal cost changes to the Kesgrave electorate. They believe however the Ipswich Managers Scheme may provide the version closest to the status quo and therefore wished their support be minuted in that respect.
ii. SCC Mobile Library Service Consultation Members had been issued with copies of the consultation document and were encouraged to return the completed questionnaires for collation.
c. Other items None.
11. Kesgrave Allotment Association
A letter had been received asking for consideration of a grant. KALGA have been informed this will be considered at the November F&R Committee meeting and have been asked to provide additional information.
12. Policy Documents
Council were reminded some Policy documents had been agreed in the past. The Clerk has since asked the neighbouring parishes for a list of their documents and has compiled a chart to establish which Kesgrave could usefully consider. Several documents have now been compiled on the basis of confirming practice which is already in place and has been established for some time.
A policy will be considered each month over the coming months but two had been put forward for consideration at the present time.
a. Anonymous complaints
b. Apologies and Non Attendance
Council agreed the two documents as attached at Annex 5 to the permanent copy of these minutes be adopted
13. Retrospective Working Party
The notes from the Retrospective Working Party held on 5th September are attached to the permanent copy of these minutes at Annex 6. The following issues were identified for immediate consideration.
i. Adjournment protocol Council agreed the 3 minute rule should be applied in future and a second timer has been purchased. An article will be placed in Kesgrave News in November advising the public of this decision and the memo attached to the agendas for the public available at meetings will be altered to include notice of the 3 minute rule. It was confirmed that Councillors from other tiers of local Government are considered to be Members of the Public; only at the Chairman’s discretion can they be invited to provide additional information when this is helpful. An article in “The Clerk” magazine which supports the need for this protocol will be issued to all Town Councillors.
ii. Councillor in the Classroom training and delivery Mr Miller explained the Council in the Classroom activity and Council agreed the Clerk will write to Cedarwood, Heath and Gorseland Schools enquiring if they wish to take advantage of the Council in the Classroom activity. A training session will be arranged when dates with the schools have been established. Mr Fairbrother, Mr Lynch, Mr Miller, Mrs Ogden, Mr Rayworth and Rev Spittle all expressed an interest in attending this training.
iii. Kesgrave profile
A. SCDC's location reference for Kesgrave Some discussion took place on what should be suggested to SCDC as a replacement name for the Suffolk Coastal Ipswich Fringe. No agreement could be reached on an alternative name although Suffolk Coastal Western Fringe was acceptable to some. The Clerk will write to the neighbouring parishes of Martlesham and Rushmere St Andrew to identify if they would support Kesgrave's lobbying and what would be acceptable to them for a change in name.
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.
15. Report from Clerk and Press Officer
Articles for inclusion in the October issue of Kesgrave News have been submitted on:
- Kesgrave Market
- Remembrance Day
- Amount of litter collected
- and the success of the Senior Citizens Outing.
16. 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 A paper outlining the present position was issued to Councillors and is held on file. It had been anticipated Mr Amoss would attend the Council meeting to discus the various ways forward and Council agreed the Clerk should discuss the developments with Mr Amoss before asking for a letter be written from Prettys to NCS.
However it was agreed the Clerk should inform Mr O'Rorke of NCS of the contact made by the representative of a different firm, who had been working for NCS.
Mr Rayworth will visit the Council office to look at the file as he also has experience of contract documents.
Date of next meeting:
– Monday 10th October, Full Council in the Council Chamber at 7.15pm
The Chairman closed the meeting at 8.50pm.
Chairman
