Saxmundham TC MtgDRAFT minutes 12th February 2018

Minutes of ameeting of Saxmundham Town Council at the Market Hall on

Monday 12th FEBRUARY 2018 at 7.15pm.

Present: Cllr P. Dunnett, ChairmanCllr R. Plant

Cllr P. Ewart Cllr J. Sandbach arrived 8.05pm Cllr J. Fisher Cllr M. Turner

Cllr L. JardineCllr J. Smith

Cllr P. MacKay

In attendance:Maddie Gallop, Town Clerk/RFO

Imogen Green, Assistant Town Clerk

3 members of the public

The Chairman, Cllr Dunnett welcomed everyone to the meeting.

PUBLIC FORUM:No enquiries were given

REPORT FROM THE COUNTY COUNCILLOR: County Cllr Smith had sent his apologies due to attending another meeting

REPORT FROM THE DISTRICT COUNCILLORS: Cllr Fisher reported that he been dealing with routine planning and licensing matters. The formation of a new Council will take some considerable time.

Cllr Dunnett said that the Secretary of State only agreed the merger three days ago.

AGENDA

  1. TO RECEIVE DECLARATIONS OF INTEREST:
  • To receive amendments to the register: None declared
  • To receive declarations of pecuniary interest in respect of items on the agenda: None declared
  • To receive declarations of non-pecuniary interest in respect of items on the agenda:None declared
  • To consider full/partial dispensations for pecuniary interests declared:None received
  1. TO RECEIVE APOLOGIES FOR AND CONSENT TO ABSENCE: Cllr Mrs Eves, holiday – half term, Cllr M.

Golding, illness

  1. TO APPROVE AND SIGN AS A TRUE RECORD THE TOWN COUNCIL MINUTES OF 15TH January 2018.

Cllr Plant proposed the minutes as correct, seconded by Cllr MacKay. Abstentions from Cllrs Smith and

Turner. Motion carried on majority.

5206.TO NOTE THE STATUS OF ACTIONS ARISING FROM THAT MEETING:

Action / By / Status
Art Station request / Cllr Dunnett / Cllr Dunnett has liaised with Clare Palmier, Art Station and will have a meeting with heron the 19th February. Obviously not as planned due to the devastating fire at the Railway Station earlier today.

5207. CHAIRMAN’S/TOWN CLERK’S ANNOUNCEMENTS:The Clerkhad receiveda call from a distressed resident in Fromus Walk regarding an incident with a dog off lead. The dog went into her front garden which is open plan and attacked her cat. This is not the first time that this has happened due toowners who do not keep their dogs under control. Investigations will continue whether dogs should be kept on a lead around that area and the Clerk will continue liaising with the dog warden. Our byelaws need to be reinforced regarding dogs and prosecutions.

5208.TO RECEIVE AN UPDATE ON THE NEIGHBOURHOOD PLAN:Cllr Smith reported the following:-

  • The steering group had metearlier today with some members preoccupied with the devastating fire that was happening at that moment at the Train Station
  • A meeting had been held the previous week with our Consultant at Navigus Planning. A household survey is necessary and a vision of what sort of town we are hoping for is essential i.e. small town or significantly increased town in population
  • Last week Cllrs Smith, Plant and Mrs Jardine attended a meeting with Suffolk Coastal District Council Planners which was very beneficialeg. How many houses we would be willing to take, where would the housing go, jobs, opportunities. There is a provisional view, subject to the Neighbourhood Plan, of the scope for Saxmundham to have major growth within the next ten to twenty years. Obviously 800 to 1000 new dwellings would probably result in improved infrastructure, health facilities, new primary school , better planning framework needed
  • A website for the Neighbourhood Plan is under development – hoping to involve neighbouring areas due to the parish boundaries we need to relate to Kelsale and Benhall to get their views
  • Amended Terms of Reference has been circulated for all to see
  • The timeline might relapse as we need to get it right. Define more issues before the survey is done
  • Cllr Ewart stated that Cllr Smith is doing an excellent job.
  • Formal agreement of the Terms of Reference for the Neighbourhood Planwill be at the March meeting.
  • A facebook page will be created to involve the public

5209. TO RECEIVE AN UPDATE ON THE ENQUIRY REGARDING VAT AND AGREE EXPENDITURE IF NECESSARY ON

PURSUING PROFESSIONAL ADVICE – deferred until Cllr Sandbach arrives

5210. TO RECEIVE A REPORT FROM THE FINANCE COMMITTEE AND CONSIDER ITS RECOMMENDATIONS ON

THEFOLLOWING:

  • To approve the expenditure to the end of January 2018 – Cllr Mrs Jardine reported thatthe Clerk had reconciled the accounts earlier today but Cllr Mrs Jardine had not signed them off. Cllr Mrs Jardine said that they should be approved at the March meeting. Cllr Fisher queried the reason for not proposing them as correct as the Clerk had reconciled the accounts. The approval will take place at the March meeting along with the expenditure to the end of February.
  • To agree the tabled expenditure as circulated: Cllr Mrs Jardine proposed payment of the STC tabled expenditure, seconded by Cllr Plant. Motion carried on majority. Cllr Fisher abstained. Cllr Smith proposed approval of the tabled expenditure for the Market Hall, namely wages for the caretaker, seconded Cllr Ewart. Unanimously agreed. Motion carried.
  • To agree the implications of the recent information regarding the appointment of a Data Protection Officer in regard to the new GDPR (General Data Protection Regulations) Cllr Mrs Jardine reported that the Town Clerk went on her first training course for Data Protection last year and it had been approved that the Town Clerk would be our DPO. However, in January we received an email stating that Town Clerks are not allowed to be the DPO. The Local Council Public Advisory Service (LCPAS) advised that they would give support to us, with minimum service, and be the first point of contact for a fee of £500 per annum. Subsequently SALC sent further information with a similar service based on the value of the Precept and this was for £4500. It was decided to recommend LCPAS – Cllr Mrs Jardine proposed we agree LCPAS come in and provide us with this service, seconded Cllr Smith. Unanimously agreed. Motion carried.
  • To request all Councillors study both the Standing Orders and Financial Regulations for amendment/agreement on 12th March 2018 – Cllr Mrs Jardine requested Councillors inform the Town Clerk of any amendments.

5211. TO AGREE THE AMENDED FIRE RISK ASSESSMENT AND EVACUATION POLICY FOR MARKET HALL AND THE

POLICE STATION (INCORPORATING THE NEW LONE WORKER POLICY): The Assistant Town Clerk reported the

following:

  • Undertaken a fire risk assessment for the Police Station and the Market Hall
  • Presented the above previously circulated
  • A query arose of the Muster (Assembly) point for the evacuation of the Police Station and aftermuch discussion Cllr Dunnett proposed Chantry Road Play Area, seconded by Cllr Smith. Unanimously agreed. Motion carried.
  • The Lone worker policy device is connected to a control centre and when the wearer of the device presses a button it can tell if she/he has collapsed. The policy has been created by Cllr Mrs Jardine and a laminated instruction sheet will be provided. A user guide has been given to our caretaker and Cllr Mrs Jardine will come into the office and provide training.

Cllr Sandbach arrived at 8pm.

5212. TO RECEIVE REPORTS FROM REPRESENTATIVES OF VARIOUS OTHER BODIES INCLUDING WORKING PARTIES:

  • Cllr Fisher reported that the next public meeting for ESTA is on 17th February in Oulton Broad
  • Cllr Turner reported that he will be closing the bank account for Men in Sheds tomorrow, 13th February. There is an Information Event regarding Saxmundham Men’s Sheds in the Market Hall on the 26th February 2018 at 2pm. Everyone is welcome.
  • Cllr Miss MacKay said there had been two meetings of the Market Hall working group since the last STC meeting. They are working on a grant application for ratification in May. A three hour meeting will take place in the Market Hall next week, 19th February 2018 involving more communities. A mini survey with projected plans will be available at both Waitrose and Tesco’s on Friday 23rd and Saturday 24th February to get community involvement. VAT information is essential.
  • Cllr Mrs Jardine reported that the Finance working party met regarding the Annual Management Review aspects of risk for the Town Council. This will need to be put together for the next committee meeting at the beginning of March.
  • Cllr Ewart said that there had been a fire on the Memorial Field on Sunday – a bin was set alight. This and the devastating fire at the Railway Station today is very worrying because arson is on the rise. There will be a full investigation regarding this fire tomorrow morning at 10am.
  • Cllr Sandbach reported that the Manager of Citizens Advice Bureau is retiring this year. Cllr Dunnett said that we would return to item number 7 on the agenda –
  • TO RECEIVE AN UPDATE ON THE ENQUIRY REGARDING VAT AND AGREE EXPENDITURE IF NECESSARY ON PURSUING PROFESSIONAL ADVICE – Cllr Sandbach said he had been blocked on all channels and reported hehadn’t been able to persuade colleagues that the request would qualify under theirprogramme for placing pro bono legal advice cases with specialist lawyers.
  • Cllr Mrs Jardine had been made aware that Ensorsthe Accountants in Saxmundham, now have a VAT Consultancycontract and they have been contacted. We have asked for an indication of costs and timeline as clarity is essential for VAT as soon as possible. Cllr Ewart also met with a Barrister last week and legal advice is still there for a cost if required.

5213. DATE AND TIME OF NEXT MEETING: 12th March 2018 at 7.15pm

5214. To pass a resolution to exclude the Press and Public due to the confidential nature of the items to be

Discussed(Public (Admission to Meetings) Act 1960)Cllr Mrs Jardine proposed the resolution, seconded by Cllr

Smith. . Motion carried on majority. Cllr Fisher abstained.

5215. To discuss personal issues relating to the Personnel Committee:Meeting closed at 8.15am

Signed……………………………………………………………….. Dated……………………………………………………….

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