Minutes of Eye Town Council Meeting held in the Town Hall Council Chamber on Wednesday 17th June 2009 at 7.30pm

PRESENT: Cllrs Ford (Town Mayor) Bennett (Deputy Town Mayor) Cooper, Carr, Evitt, Hooton, McSheehy, Morris & Sizer

1. TOWN TWINNING ASSOCIATION

John Bourne, Chairman of Eye Town Twinning Association attended the meeting. He reported details of the events that had taken place during the last weekend of May when Eye had hosted visitors from Pouzauges to mark the 20th twinning anniversary. Mr. Bourne then presented the Town Council with the oak pot given by Pouzauges to be displayed in the glass fronted case in the Council Chamber. On behalf of the Association he thanked the Town Council for their donation of £1,000.00 toward the cost of hosting the weekend celebrations.

2. COUNCIL VACANCY

The Mayor explained that the vacancy which had arisen due to the resignation of Cllr Ribchester would be filled by the co-option process as no election had been called. The voting procedure was reiterated before the three candidates; Tracy Amies, Bernard Harrison and Felix Williams introduced themselves to Councillors. A paper vote was taken which resulted in Tracy Amies being eliminated in the first round of voting. In the second round, Felix Williams received the most votes. Mr. Williams then signed the Declaration of Acceptance of Office and took his seat at the table. Ms. Amies and Mr. Harrison were thanked for their interest and urged to apply when next the opportunity arises.

3. APOLOGIES FOR ABSENCE - Cllrs Flatman, Cummins, Ross, C. Michell & S. Michell

4. MEMBERS DECLARATION OF INTERESTS

Cllr Carr declared an interest in Agenda Item 12 ACCOUNTS PAYABLE (Item14 – travelling expenses). Cllr McSheehy declared an interest in Agenda Item 12 ACCOUNTS PAYABLE (Item 8 – stainless steel trolley – Town Hall).

4a. EYE TOWN HALL IMPROVEMENTS COMPANY LTD

Richard Dinnin gave an update on the Town Hall restoration project. He said that it had been hoped to commence work on the roof during the autumn however, this had now been delayed until early next year. The £400,000 application to the English Heritage Lottery Fund (for renovation of the interior of the Town Hall) had passed a preliminary test but there are two more rounds of bidding to take part in. A final decision may not be known for up to two years. Mr. Dinnin said with regard to this application, 10% of the money would have to be raised locally and would require a considerable amount of effort to achieve. He explained that the aim of the Heritage Lottery Fund is to conserve buildings for future generations. To that end it was hoped that students at the High School may well help with the project.

5. POLICE REPORT

Sergeant Jon Eaves and PCSO Gemma Hamilton attended the meeting to give the monthly police report. Sgnt Eaves was congratulated on his recent promotion and welcomed back to Eye. He spoke about the Safer Neighbourhood Team based in Eye and community tasking, details of which can be found on the SNT Website. Crimes figures in Eye totalled nine in May of which four had been detected. These included burglary dwelling, public order offence, driving under the influence of drugs, arson, theft from shop and criminal damage. So far in June, six crimes had been committed of which three had been detected. These include affray and criminal damage. These figures are reduced for the same period last year.
Cllr Cooper thanked the Police for the efficient manner in which they had marshalled Mayor’s Sunday on 24th May. PCSO Hamilton reported that PCSO Morgan would be returning to office in September and they would be working together. She said she would be investigated reports of youths playing football at Oak Crescent in the early hours of the morning which were causing a disturbance to local residents. Current parking issues in Magdalen Street were discussed. PCSO Hamilton said that tickets would be issued to offenders if necessary however, it was hoped that warnings would be enough to discourage these practices.

6. DISTRICT COUNCILLOR REPORT

Apologies were received from Cllr Flatman who was unable to attend the meeting.

7. COUNTY COUNCILLOR REPORT

Cllr McGregor said he was delighted to have been re-elected to serve as County Councillor for another term. He was unsure what his responsibilities would be until after the County Council A.G.M. on 25th June. He said he was pleased to be able to support the Town Twinning weekend by the provision of a bus for the visit to Stowmarket on Saturday 30th May, courtesy of his Locality Budget. Cllr McGregor said he still did not know which way the Local Government Review would go and so stressed the importance of the County Council making savings wherever it could over the next 3-4 years to ensure the best possible service is given to residents in Suffolk.
Cllr McSheehy asked Cllr McGregor if better road closure signage could be provided in Church Street to prevent motorists’ driving up to the damaged property and then having to reverse back down the street.

THE MEETING WAS CLOSED AT 8.20PM FOR A PUBLIC QUESTION
TIME.

Resident Sandi Kneale spoke about proposed new street signage for Orchard Close to include the name Appletrees. She said residents were concerned that the cul-de-sac sign would be not clearly visible if an additional street name was added. Councillors also heard that residents were concerned about the number of cars parked in Orchard Close belonging to people living in Lowgate Street. It was agreed to arrange a Highways Sub-Committee Meeting to discuss these issues in greater detail.
Resident Bob Wright spoke about the overgrown area of Eye Playing Field bordering the Town House properties in Orchard Close, he said these urgently need to be cut back. Cllr McSheehy explained that volunteers were needed to carry out this work. Cllr Cooper suggested that members of EPFA meet with Orchard Close residents to sort out this problem.
Resident Shirley Little complained that the hearing loop system in the Council Chamber was still not working properly. Cllr McSheehy agreed to seek urgent repair.

8. PLANNING APPLICATIONS

1480/09 Roy Humphrey Group, Ipswich Road, Eye
Scoping Opinion request part 4 EIA regulations 1999 (Proposed for wind turbines).

1470/09 Mulberry Bush Day Nursery, Langton Grove,
Langton Green, Eye Variation of condition 4 of planning permission 1153/97 (to allow the increase in the number of children attending the nursery from 35 to 58).

1299/09 31 Millfield, Eye
Erection of single storey rear extension

Following a question from Cllr Hooton regarding aviation and wind turbines, (Application 1480/09) it was agreed to include comments in the response about the possible affect of monitoring equipment on or by light aircraft.

Acceptance of all three Planning Applications was proposed by Cllr Carr, seconded by Cllr Cooper & carried.

9. PLANNING DECISIONS

There were no Planning Decisions to note.

10. MINUTES OF PREVIOUS MEETINGS – (20.05.09)

Acceptance of the Minutes was proposed by Cllr Cooper, seconded by Cllr McSheehy and carried.

11. MATTERS ARISING

Page 1515 – Hartismere Hospital Update Cllr McSheehy reported that at a recent Locality Meeting, members of the Suffolk PCT had indicated their gratitude to Eye Town Council for allowing them to attend bi-monthly Council Meetings to give progress reports. Cllr McSheehy also reported that the new Chairman of M.S.D.C. is Cllr S. Michell.
Page 1519 – Reports Cllr Cooper reported that overgrown hedges in Castle Street had been trimmed however, one of the hedges still overhangs onto the footpath. He said that the owner was fearful it might die if was cut back drastically. It was agreed to approach Michael Smith (Tree Warden) to look at the hedge and report back his findings.
Page 1520 – Item 23 Cllr Hooton said he would shortly be preparing a paper to ‘kick start’ Health & Safety and Risk Assessments.

12. FINANCIAL STATEMENT

Acceptance was proposed by Cllr Cooper, seconded by Cllr Bennett and carried.

13. ACCOUNTS PAYABLE

One additional account was presented for payment – Eye Town Twinning Association - £1,000 (donation agreed 20/05/09).
Acceptance of this and all other accounts was proposed by Cllr Cooper, seconded by Cllr Sizer and carried.

14. ADOPTION OF ACCOUNTS

Cllr Hooton said that copies of the prepared accounts for the year ending 31st March 2009 had been circulated to members of the Finance Sub-Committee prior to the meeting for their consideration. He then proposed approval of these Accounts; this was seconded by Cllr McSheehy and carried. Adoption of the Annual Governance Statement was proposed by Cllr Hooton, seconded by Cllr Evitt and carried.

15. EYE TOWN HALL

The formal request for the £10,000.00 contribution towards the renovation project of the Town Hall was discussed. Cllr Evitt observed that as it had already been agreed, it was not possible to continue to withhold it. However, the money is to be forwarded on the understanding that it is used for regeneration and restoration only and that the Town Council receives copies of the Annual Accounts of ETHIC. Ltd within three months of production. These conditions are to be laid out in a letter to ETHIC. Cllr Hooton noted that the money will take twenty eight days to obtain, therefore withdrawing it now will mean that it will be available when required. He then proposed that the process to withdraw the money commences. This was seconded by Cllr Evitt and carried. It was also confirmed that ETHIC. are to pay the legal fees for drawing up the transfer document and Eye Town Council are to pay their Solicitor to check it.
Two quotations for cost of an Asbestos Survey for the Town Hall were considered
• E & P Insulations £445.00 + £25/sample
• Ipswich Insulations £440.00 + £ 9/sample
It was proposed by Cllr Cooper that the quotation from Ipswich Insulations be accepted. This was seconded by Cllr Bennett and carried.

16. SUB-COMMITTEE MEMBERSHIP

The Mayor explained that Sub-Committee Membership and Town Representatives had not been updated for two years. During this time, three new Councillors had been co-opted and two additional Sub-Committees had been formed. She said the Chairman of ETHIC. had suggested that Councillors should make up the majority of representatives on the Management Committee and this would be taken into consideration when allocating members to the different working groups. Councillors were then allocated to various sub-committees and organisations as representatives bodies, taking into consideration their preferences and experience where applicable. It was noted that as five Councillors were not present at the meeting, it would not be possible to finalise the allocations. Therefore it was agreed that confirmation would take place at the July Council Meeting following which a new list would be produced.

17. POCKET PARK

Cllr McSheehy said she had visited the Pocket Park at Oak Crescent to check the two gates and confirmed that one does not shut at all whilst the other one has a limited working ability. Both gates use a magnetic closure system. She said she had been in contact with a company called HILLTRIDENT who can supply magnetic locks; however, photographs of the gates need to be forwarded to them first. Cllr Hooton agreed to take these photographs on behalf of the Council. This item is to be further considered at the July Council Meeting.

18. PARKING ISSUES – TOWN CENTRE

The Mayor said she had corresponded with PCSO Hamilton concerning two parking issues within the town. PCSO Hamilton had indicated that some residents in the vicinity of The Cross have been leaving their cars in the parking bays all day when the period of waiting is one hour. Cllr Cooper said that that if the law if one hour then it should be enforced particularly as short stay parking space is imperative for trade in the town, however, until wall plaques are in place, the police can only warn drivers. He proposed writing to the police stating that the Town Council would prefer to keep the parking at one hour only and encourage enforcement as soon as practicable. This was seconded by Cllr Evitt and carried. With regard to vehicles double parking in Magdalen Street, Cllr Evitt suggested double yellow lines on one side of the road might deter motorists. Cllr Hooton asked if PCSO Hamilton might look at what constitutes ‘appropriate parking’ in a situation such as this and report back to the July Meeting.

19. CORRESPONDENCE

Item 3 Noted.
Item 1 – QUEENSGATE & LANGTON GREEN RESIDENTS’ ASSOCIATION
Letter asking the Town Council to forward a request for a Grit Bin to Suffolk County Council. It was agreed to refer this letter to the Highways Sub-Committee for consideration.
Item 2 – MID SUFFOLK DISTRICT COUNCIL Letter requesting comments to the proposal for an additional street sign at Orchard Close. It was agreed to refer this letter to the Highways Sub-Committee for consideration.
Item 4 – TIMOTHY ROBINSON Letter requesting the Town Council consider the provision of an additional street lamp at Castle Hill. It was agreed to refer this letter to the Highways Sub-Committee for consideration.
Additional Correspondence
Letter from Jake Kidde-Hansen regarding the Eye Guide information Website he has built and the possibility of including a calendar of events of the site. It was agreed to note this correspondence and thank Mr. Kidde-Hansen for his efforts.

20. REPORTS

Cllr McSheehy reported on a recent Volunteer Centre Trustee Meeting she had attended. She said that the room at the Centre converted with help from the Section 106 money, was in good use. More volunteer drivers would be welcomed and the Centre would like to undertake more visiting if they were aware of persons requiring this service. Cllr McSheehy said she would shortly be attending a workshop on volunteering and the law.
The Mayor reported that she would be attending a bingo session at Tacon close on Thursday June 18th to meet the residents.
Cllr Cooper reported that a Highways Sub-Committee Meeting would be held on Wednesday July 1st – 7.30pm at the entrance to Orchard Close to walk around the town and to consider those items referred to the Sub-Committee in correspondence.
Cllr Cooper kindly agreed to take on the role of Market Manager for the Town Council and to liaise with current/new stall holders.
Cllr Cooper reported that since newspaper coverage had highlighted the problem of rubbish dumping at Eye Cemetery, the situation had greatly improved.

21. ANY OTHER BUSINESS

No other items of business were raised.

THE TOWN MAYOR CLOSED THE MEETING AT 10.10PM