Minutes of Eye Town Council Meeting held in the Town Hall Council Chamber on Wednesday 20th May 2009 at 7.30pm

PRESENT: Cllrs Ford (Town Mayor) Bennett, Cooper, Carr, Cummins, Evitt, Flatman, Hooton, McSheehy, C. Michell, S. Michell, Morris & Sizer

1. INSTALLATION OF MAYOR 2009/10
The current Mayor, Cllr Ford was proposed to continue in office for the year 2009/2010 by Cllr Flatman. This was seconded by Cllr Evitt and carried.

2. NOMINATIONS FOR & INSTALLATION OF DEPUTY MAYOR 2009/10

Cllr Hooton nominated that Cllr Bennett be elected Deputy Mayor for the year 2009/10. This was seconded by McSheehy. In the absence of any further nominations and with the acquiescence Cllr Bennett this was carried. Cllr Bennett was then invited to assume office and welcomed to his seat alongside the Mayor.

3. APOLOGIES FOR ABSENCE - Cllr Ross

4. MEMBERS DECLARATION OF INTERESTS

Cllr McSheehy declared an interest in Agenda Item 14) EYE TOWN HALL as a Trustee of ETHIC Ltd. Cllr Evitt & Carr declared interests in Agenda Item 18) DONATION REQUESTS as members of Eye Town Twinning Association and the Mayor declared an interest in Agenda Item 13) ACCOUNTS PAYABLE (Item 8).

4a) HARTISMERE HOSPITAL UPDATE

Mark Marshall and Julie Morgan attended the meeting and gave Councillors a progress report with regard to the scheme. Mr. Marshall explained that an extraordinary meeting had been held in April to consider how the project is funded. The outline business case has now been returned to the Strategic Health Authority. A dedicated planning team has been put together in conjunction with M.S.D.C. which is being headed by David Benham. A project office has been established at Hartismere Hospital which is to be manned 1 – 2 days per week; contact details for the office are to be forwarded to the Town Council. The tender specification is to be advertised European wide over the next 6 – 8 weeks. Cllr Evitt asked when it was hoped that building work would commence, Mr. Marshall said it could possibly be early next year. Cllr S. Michell thanked Mr. Marshall and Ms Morgan for their attendance and it was agreed that bi-monthly progress reports would be given at meetings to keep the Town Council informed.

5. POLICE REPORT

No Officer was present at the meeting.

6. DISTRICT COUNCILLOR REPORT

Cllr Flatman said that he had nothing to add since he gave his report at the Annual Town Meeting on 6th May. He said that the annual meeting of the District Council is to take place on Thursday 21st May where the new Chairman of Mid Suffolk is elected. He said there was a strong likelihood that the new Chairman would be a current member of Eye Town Council.

7. COUNTY COUNCILLOR REPORT

Cllr McGregor said there was a pause in activity at the County Council due to the forthcoming elections. However, he did say that the possible reduction in services at Ipswich Hospital was a cause of concern to S.C.C. The issue of the Local Government Review is proving to be an unsettling period for County Council staff. The decision regarding Unitary Authority is in the hands of Hazel Blears. Cllr S. Michell asked what might happen if Ms. Blears was removed from her post following a cabinet re-shuffle because she is known to favour Unitary Authority. Cllr McGregor said that any new Minister would have to take up the mantle. Cllr Cooper asked what the situation was with regard to the erection of a barrier at the bottom of the footpath between Century Road and Ash Drive. Cllr McGregor said this was on the schedule of works and would be carried out within the next few months. Cllr Hooton said that white lines of identification were also needed at the site.

THE MEETING WAS CLOSED AT 7.45PM FOR A PUBLIC QUESTION
TIME.

Resident Geoffrey Lane commented that a Listed Building Planning Application had not yet been submitted for Dr. Channon’s property in Church Street, Eye.

8. PLANNING APPLICATIONS

1077/09 Langton House, 33 Victoria Hill, Eye
Residential development (4 dwellings) and construction of vehicular access (submission
of reserved matters (access, design, landscaping, siting and external appearance) Pursuant to 0081/060OUT)

1270/09 Land at 1 Victoria Hill, Eye
Proposed revisions to planning permission 0699/08 Revised – Roof pitch, site area,
additional dormer window and change of conservatory design

Acceptance of both Planning Applications was proposed by Cllr Carr, seconded by Cllr Evitt & carried.

9. PLANNING DECISIONS

0137/09 Tupi Manufacturing, Unit 7, Progress Way, Eye GRANTED
Retention of container for storage of xylene, Industrial methylated spirit, iso propanol and
methanol

0519/09 Land at Cranley Manor, Cranley Road, Eye GRANTED
Erection of free range egg production building (revised siting to that granted by planning
permission 3175/08)

0556/09 4 Lambseth Street, Eye GRANTED
Change of use of ground floor from Class A3 Tearoom to mixed use Class A3 tearoom and
Class A1 shop

0684/09 5 Church Street, Eye NO WISH TO OBJECT
Reduce 1 No Ash Tree by 30% and thin by 30%

0881/09 Land at Roy Humphrey Group, Ipswich Road, Eye GRANTED Erection of 70m high anemometry mast for temporary period of 2 years

Cllr Flatman said that with regard to Application 0881/09, he had spoken to the District Councillor responsible for the area who had reported that he had not received any objections concerning this application therefore the decision had been reached by the relevant Planning Officer at the District Council.

10. MINUTES OF PREVIOUS MEETINGS – (15.04.09)

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

11. MATTERS ARISING
 
Page 1512 – Donation Requests Cllr Evitt said he had spoken to Chris Willoughby of the Town Moors Woodlands Group who said that they only applied for financial support when they needed help for a specific project so had decided to leave the request until there was something they required.

Page 1514 – Any Other Business Cllr S Michell thanked those Councillors who had supported the Annual Plant Sale at Linden House on 9th May 2009. A total of £1700 profit was made at the event.

12. FINANCIAL STATEMENT

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

13. ACCOUNTS PAYABLE

Acceptance of all other accounts was proposed by Cllr McSheehy, seconded by Cllr S. Michell and carried.

14. EYE TOWN HALL

The Mayor said that a copy of the Draft Agreement between the Town Council and ETHIC Ltd regarding the transfer of title had been circulated to Councillors at the beginning of the meeting. She suggested that Councillors could then forward any changes or additions noting that the fullest agreement provided in the first instance would reduce the chance of significant further changes. Following this, ETHIC would then ask their Solicitor to write the agreement along the terms outlined in the draft. Once the agreement has been prepared the Council would then be in a position to take it to a Solicitor for comment and an independent legal opinion prior to signing. The possibility of a lease back option in the agreement was considered, however, Cllr McSheehy thought this would not be possible within the terms of grant funding. Cllr Hooton said it was important that the process continues and it was agreed that at the June Council Meeting the Town Council would consider the transfer of the agreed contribution of £10,000.00 to ETHIC Ltd provided it forwards a letter requesting the sum and outlining works details.

Cllr McSheehy reported that the Afternoon Tea organised by Cllr Cummins on May 10th had raised £516.00 towards the Town Hall restoration fund and a further fund raising event, a Strawberry Fayre is being arranged for July 5th. A grant of £5,000 has also been awarded from Garfield Weston. A response to the preliminary application submitted to Heritage Lottery is expected on 25th May who will indicate whether a ‘proper’ application has a likelihood of success.

15. EYE YOUTH COUNCIL

Cllr Sizer said she had been in contact with the British Youth Council and was liaising with the Head Teacher at Hartismere High School to encourage pupils and members of local youth groups between the ages of 14 – 19 years to join an Eye Youth Council. She suggested that the Council could have 15 members and meet once a month, reporting back to the Town Council every 3 months.

16. POCKET PARK

Cllr Cooper explained that one of the gates at the Oak Crescent Pocket Park was not closing properly and needed repair. He said that the Contractor who maintains the area had obtained a price for this work which had proved to be quite expensive due to the fact that a pneumatic motor is involved. The Town Clerk said she had asked the District Council if they could arrange for the repair however, they were not prepared to do so. It was brought to the attention of the Council that the other gate is also in need of repair and it was therefore agreed that further quotations for the parts are sought. Cllr McSheehy agreed to undertake this.

17. GRASS CUTTING – EYE PLAYING FIELD

Cllr McSheehy said that although the grass had been cut by the District Council she wished for Councillors to see the area for themselves because she felt that it had not been carried out to a satisfactory standard. Cllr Evitt agreed that the area did not look that impressive, particularly in the light that the French visitors would be arriving there in just over a week. It was reported that Bernard Tatum had very kindly cut the grass immediately surrounding the Community Centre and also in the children’s play area. The Mayor said that thanks to Mr. Tatum should be recorded for his efforts.

18. DONATION REQUESTS

The Town Clerk said she was in receipt of a letter requesting financial support from the Town Twinning Association complete with a Balance Sheet for the year to the end of September 2008. Cllr Evitt then explained the history of Town Twinning in Eye and outlined the costs involved particularly when the town hosts visitors from Pouzauges. He pointed out that other Town Twinning Associations receive financial support from their local Councils and said that the visit could cost over £5,000.00. As far as he could remember, the Town Council had only been asked to financially support the Association once in the last ten years. Cllr Flatman then proposed that the requested sum of £1,000.00 be given. This was seconded by Cllr C. Michell who stressed the importance of supporting this Anglo French link - and carried.

19. DRAFT STANDING ORDERS

Cllr Hooton explained that he had circulated copies of general information regarding standing orders (June 2007) in order to place in context the aims and purposes for the two new proposed sub committees, Governance & Policy and Town Events. Cllrs C. Michell and Evitt had also looked at the relevant paperwork prior to the meeting. The Mayor asked for an amendment with regard to the Governance & Policy Sub Committee suggesting that the Mayor & Deputy Mayor are automatically members of the Sub Committee. With this amendment, acceptance was proposed by Cllr Evitt, seconded by Cllr S. Michell and carried. Thanks were extended to Cllr Hooton for preparing the relevant papers in such an exemplary manner.

20. CHURCH STREET ROAD CLOSURE

Cllr McSheehy said that business surveys had been distributed in the town and would be collected in the coming weeks. Cllr McGregor said that it was likely that the road could be closed for up to a year and he assured Councillors that he would do all he could to arrange a meeting between all parties involved in a bid to hasten the process. A temporary notice is being arranged enabling H.G.V.’s to use Wellington Road although not at times when children are travelling to and from the Primary School. Cllr Hooton noted that building work at the old Tomlinson site could be imminent and this would cause further problems. Cllr Cooper said that a Highways Sub Committee meeting had been held on 29th April at which a representative of S.C.C. Highways Department had been in attendance and had answered questions about the specific problems caused by the current road closure.

21. CORRESPONDENCE

Items 1, 4 & 5 Noted.

Item 2 – NICHOLAS JACOB ARCHITECTS Letter regarding an asbestos survey for the Town Hall. It was agreed that the quotations received would be considered at the June Meeting of the Town Council.

Item 3 – ELIZABETH BREEZE & DAVID JACOX Letter regarding the current road closure in Church Street and plans for partial re-opening. It was agreed to ask the writers if they wished this letter to be forwarded to the Police. The Mayor said that the Council would take their concerns on board.

Additional Correspondence

The Mayor said she had received a letter from the 1st Eye Girl Guides regarding a function being held on Saturday 5th September to celebrate their centenary.

22. REPORTS

Cllr Cooper reported that the spate of furniture dumping at the Cemetery continues to be a problem. He asked Councillors to remain vigilant if they are visiting the area. He also suggested that a notice be placed in the Eye Magazine suggesting that offenders if caught will be liable to prosecution.

Cllr Cooper reported on behalf of the Highways Sub-Committee that there are two hedges in Church Street which have overgrown and are causing a problem to pedestrians. He agreed to approach the owners of the relevant properties regarding this.

23. ANY OTHER BUSINESS

Cllr Sizer suggested that a Town Events Diary would be a good idea to avoid a clash of dates when functions are organised. She said she would be prepared to co-ordinate this calendar if the Council wished and this service could be advertised in the Eye Magazine. Cllr McSheehy said the Diary could be held at The Volunteer Centre or Customer Service Direct. The Deputy Mayor kindly agreed to update the Website with regard to town events.
 
The Town Clerk reported that she had received an enquiry from an Eye resident for permission to hold a basket stall at the weekly market. It was agreed to respond favourably to this request.

The Mayor reminded Councillors that a Hog Roast is to be held at Chandos Lodge on Saturday 30th May at 6pm to entertain visitors from Pouzauges who will be staying in the town. Cllr Carr also said that the area adjacent to the Kerrrison Memorial would be closed to traffic during the afternoon of 31st May because folk dancing would be taking place at 6pm.

Cllr Sizer said she would be attending Planning Training at SALC on Tuesday 7th July and would like to share the journey with any other Councillor attending the course.
Cllr Hooton said that matter of Health & Safety and Risk Assessments particularly with regard to the Town Hall would need to be addressed in the near future. It was agreed that a small task group comprising of Cllrs Hooton, Evitt, Bennett & Ross would begin this process.

Cllr McSheehy requested that the Emergency Planning Officer be invited to address the July Council Meeting. This was agreed.

THE TOWN MAYOR CLOSED THE MEETING AT9.40PM