Agenda and minutes

North East Area Committee - Thursday 16th June 2016 7.30 pm

Venue: St John's Church Hall, Cauldwell Hall Road IP4 4QE

Contact: Trisha Sutton  01473 432512

Items
No. Item

1.

Election of Chair

Minutes:

Resolved:

 

that Councillor S Darwin be elected as Chair of the North East Area Committee for the municipal year 2016/17.

 

1.1      Councillor Darwin thanked Councillor Ross for his input as Chair of the North East Area Committee since June 2012 and congratulated Councillors Carnall, Ross and MacDonald for being re-elected for the next 4 years at the recent Ipswich Borough Council elections.  She welcomed Councillor P West who had been elected to the Suffolk County Council division for Bixley.

2.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillor Carnall.

3.

Minutes of the meeting held on 17 March 2016 pdf icon PDF 81 KB

Minutes:

Resolved:

 

that the minutes of the meeting held on 17 March 2016, be signed as a true record.

4.

To Confirm or Vary the Order of Business

Minutes:

Resolved:

 

that the Order of Business be as confirmed on the agenda.

5.

Declarations of Interest

Minutes:

There were no declarations of interest.

6.

Update on Action Points from the Previous Meetings (Verbal)

Minutes:

6.1      The Chair updated that Officers had looked at the fly-tipping issue at The Drift and this had been resolved.  In relation to the resurfacing issue at Woodbridge Road, Suffolk County Councillor Martin was looking into this.

 

6.2      With regards to the pilot of the Ipswich Borough Council parking enforcement taking place at schools around the town, the feedback in the North East had seen positive comments from both residents and teachers.  

 

6.3      The vibrant PhotoEast festival project on the Waterfront (part funded by the North East Area Committee) would continue until 25 June 2016.

7.

Responses to Public Questions Received and Open Discussion on Local Issues

Minutes:

7.1      No questions had been received prior to the meeting however, if residents submitted a question by post or e-mail then they would receive a full response from an appropriate Officer of the Council.

 

7.2      There were no questions from residents at the meeting.

8.

Ward Councillors feedback from their communities

Minutes:

8.1       Bixley ward

 

Councillor Pope reported that regular meetings had been agreed with the Estates Agent at Ipswich Hospital with regards to hospital parking. 

 

Councillor Phillips reported that anti-social behaviour was taking place around the former St Clements Hospital site where there had been some damage to a residential property and new tarmac had been laid at Broke Hall Road.  If residents found any problems with paving he encouraged them to report it to him and he stated that the roadworks at the Thrasher roundabout had been in place longer than expected.     

 

Rushmere ward

 

Councillor Ion said he had received thanks from Mr Wilson of the St John’s Tennis Club for the funding agreed at the last meeting, work was soon to commence and there would be a grand opening on 15 October 2016. 

 

Councillor Ross reported that Ransomes Sports Club would be used as a polling station for the EU referendum and would soon be used by both St Margaret’s Cricket Club and the Bowls Club.  Residents at Rushbury Close had requested to take on a small area of land and this had been agreed.

 

St John’s

 

Councillor Darwin said that, with other St John’s Councillors, she would be running a stall as an informal type surgery at the Britannia School Fair on Saturday 18 June 2016.

9.

Suffolk County Councillors feedback from their divisions

Minutes:

9.1      Suffolk County Councillor West said that he had been in post for 6 weeks and the main issue he had come up against so far was hospital parking.  He would be looking at the results of the survey undertaken by the former Councillor Murray to discuss solutions and assist residents to mitigate the problems.

 

Suffolk County Councillor Gage said that she would be working with Highway Officers and residents about parking options at Westbury Road and Rushbury Close.  The programme of dates for the long awaited road repairs and resurfacing work at Renfrew Road and Whitby Road was still to be released.  An extensive survey, including speed proposals at Woodbridge Road and St Mary’s roundabout had been undertaken and there was a proposal to replace barriers and continue monitoring the area.  The footpath outside Sainsbury’s on Woodbridge Road was about to be resurfaced and a zebra crossing was being proposed at Sidegate Lane West.

 

Suffolk County Councillor Martin reported that Freehold Road and Parliament Road had been resurfaced and Coronation Road was being resurfaced next week.  The quality of the work and replacement road material was discussed and the yellow line replacement work had been scheduled in.  He would be consulting with residents in Newbury Road and putting various options forward about the parking on the pavement on the recreation ground road side.  Hedges in Britannia Road had been trimmed back where it had been difficult to walk along the pavement and if any other locations like this were known then he would like to know.  

10.

Policing Priorities and Statistics Update (Verbal)

Minutes:

10.1    No Police were available to update on the priorities or statistics.  

11.

Urban Characterisation Study - North East Ipswich

Minutes:

11.1    Mike Taylor, Conservation/Urban Design Officer at Ipswich Borough Council presented an urban characterisation study for the North East area of Ipswich.  This identified different areas with distinctive characteristics, such as those of historic and an evolving nature which would be used to justify designs when considering planning applications.  He showed historic maps and a transport map which analysed the key radial routes, the network of green spaces and pattern of tree planting.  The countryside edge of the region made the area distinct.

 

11.2    The Officer would be interested to hear from any residents with any information on the history of the area or photographs of any buildings that had disappeared.  He confirmed that Ipswich Society were members of the IBC Conservation Panel and that any work outside of the conservation area would be advisory only.  When completed this study would be adopted and be effective as evidence within the supplementary planning document, which was not intended to discourage development but to show each areas distinctive character.

 

11.3    A resident expressed concern about tarmac replacing flagstones on pavements and the road network.  These were both the responsibility of Highways at Suffolk County Council however, the Officer asked that the exact locations be identified.  These could then be added to details of the urban fabric of the area for inclusion within the document.  Any information should be forwarded to the Conservation Department at Ipswich Borough Council.  

12.

NEAC/16/01 Funding request - Provision of Budget for Area Committee Costs pdf icon PDF 55 KB

Additional documents:

Minutes:

12.1  The Trainee Community Engagement Officer presented this report which sought the allocation of £500 from the North East Area Committee for costs associated with venue hire and printing for the Area Committee.  Any unused allocation would be returned to the budget at the end of the municipal year.

 

12.2  It was confirmed that the parish magazine, in which the North East Area Committee had placed an advertisement had been that of St Augustine’s Church in Bixley ward.  

 

          Resolved:

 

          that £500 be allocated from the North East Area Committee budget, as detailed in Appendix 1 to report Ref No: NEAC/16/01, be agreed.

 

          Reason:  To cover costs associated with advertising and venue hire for the 2016/17 municipal year.

13.

NEAC/16/02 Funding request - Summer Holiday Activities pdf icon PDF 129 KB

Additional documents:

Minutes:

13.1    The Assistant Operations Manager for Sport and Leisure presented this report which requested funding for the 2016 holiday sports programme in order to reduce anti-social behaviour and offer young people the opportunity to engage in sport and physical activity.  Club participation had decreased however those taking part in ad hoc arrangements had increased.

 

13.2    The ‘This Girl Can’ project run by Sports England in 2013/14 had been successful in engaging more females in sport and had gained worldwide attention.

 

13.3    The Officer confirmed that equipment costs related to the essential replacement of damaged or lost equipment as without this included the activities could not take place.  The standard management fee costs were for overhead costs and staff time.  The total budget for the project had been split dependent on the amount of activities offered in each area.

 

13.4                Discussion took place about the collection of detailed statistics to show the attendance numbers of St John’s residents, other venues such as Cherry Lane or Newbury Road Recreation Grounds being used for activity days and the clarification of the third party organisations involved. 

 

            Resolved:

 

            that £4,407.00 be allocated from the North East Area Committee budget for young people’s sporting activities in the 2016 summer and October holidays, be agreed.

 

            Reason: This would encourage young people to engage in sporting activity, particularly in their local areas where it was perceived they had nothing else to do, in order to promote healthy lifestyles and provide diversionary activities during the school holidays.

14.

NEAC/16/03 Area Action Plan pdf icon PDF 50 KB

Additional documents:

Minutes:

14.1    The Trainee Community Engagement Officer presented the North East Area Action Plan and it was explained that a workshop to set the area priorities would be held at the next meeting.

 

            Resolved:

 

            that the North East Area Action Plan, attached at Appendix 1 to report Ref No: NEAC/16/03, be noted.

 

            Reason:  Developing priorities to provide the basis of an action plan would enable the Area Committee to clearly communicate its vision and priorities for the area and would help demonstrate how its budget would be allocated to deliver the priorities set for the area.

15.

NEAC/16/04 Area Committee Budget Update pdf icon PDF 56 KB

Additional documents:

Minutes:

15.1    The Head of Development presented the financial statement and detailed the underspend brought forward, the 2016/17 allocation (£9,000 per ward) and the £200 annual area committee venue hire funding.  With the funding requests agreed at this meeting deducted, a total of £43,902.00 would be available for future funding requests.  Councillors were requested to agree the amount of Making A Difference (MAD) funding for 2016/17, (up to 10%) of the £27,000 allocation.    

 

            Resolved:

 

1.    that the financial statement at Appendix 2 to report Ref No: NEAC/16/04, be noted.

 

2.    that £2,700 be allocated from the 2016/17 budget for Making A Difference (MAD) funding, to be used for specific small scale projects, be agreed.

 

Reasons:

 

1.    To provide an audit trail of funding that has been spent from the North East Area Committee budget.

2.    To allow the North East Area Committee to devolve up to 10% of its annual budget to support small scale community initiatives.

3.    To provide an indicative measure of how services and priorities in the action plan were being delivered in North East Ipswich.

 

16.

Dates of Future Meetings for 2016/17 at 7.30pm - a presentation will be held prior to each meeting at 7.00pm.

All to be held at St John’s Church Hall, Cauldwell Hall Road, IP4 4QE

 

·         Thursday 21 July 2016

·         Thursday 8 September 2016

·         Thursday 3 November 2016

·         Thursday 26 January 2017

·         Thursday 16 March 2017

Minutes:

All to be held at St John’s Church, Cauldwell Hall Road, IP4 4QE

 

·         Thursday 21 July 2016

·         Thursday 8 September 2016

·         Thursday 3 November 2016

·         Thursday 26 January 2017

·         Thursday 16 March 2017