Agenda and minutes

South West Area Committee - Thursday 28th May 2015 6.30 pm

Venue: Stoke Green Baptist Church, Halifax Road, Ipswich IP2 8RE

Contact: Trisha Sutton  01473 432512

No. Item


Election of Chair




that Councillor J Macartney be elected as Chair for the 2015/16 municipal year.


1.1      The Chair welcomed Councillor Bob Hall (Sprites ward) and Robin Hyde-Chambers (Stoke Park ward) to the Committee following the recent elections.


Apologies for Absence


2.1       Apologies for absence were received from Councillor Chisholm.


To Confirm or Vary the Order of Business




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


Declarations of Interest


There were no declarations of interest.


Unconfirmed Minutes of the Meeting held on 18 March 2015 pdf icon PDF 58 KB


5.1      Minute 76.1 – SWAC/14/30 Funding request - Fencing for Selwyn Close.  This be amended to read as follows: ‘The Community Engagement Officer presented this funding request for £4,681.76 from the South West Area Committee budget …..’ and Reason: To reduce the amount of anti-social behaviour…. for the residents of both Selwyn Close and Philip Road.




that the minutes of the meeting held on 18 March 2015, with the amendments above, be signed as a true record.


SWAC/15/01 Police Priorities and Statistics pdf icon PDF 23 KB

Additional documents:


6.1      Sgt Joe Askham supplied the following updated crime statistics, as at the 1 April 2015, which were all in comparison to the average over the same period during the last three years:

·         Total recorded crime increased to 545 from 398

·         Violence against the person increased to 172 from 84

·         Sexual Offences increased to 25 from 10

·         Acquisitive crime increased to 185 from 172

·         Criminal damage incidents increased to 91from 82

·         Public order incidents increased to 40 from 19

·         Drug offences remained the same at 22


6.2      New legislation had recently been introduced which meant that every crime had to be registered whether it had been successfully dealt with at the time by Officers or not and this had resulted in the increase in all the crime statistics.  However, there had been no change to the way anti–social behaviour incidents were recorded and as a result these had decreased from 298 to 210.


6.3      The Officer reported that the current Police priorities for the South West area, which would be updated on 1 June 2015, were:


1)    Drug activity and anti-social behaviour in Alderman Road/Alderman Park

2)    Address recent increase in burglary other building (garage and shed breaks) in Sprites area.


6.4      Arrests had been made in relation to both of the priorities, some stolen property had been recovered and the Officer urged residents to register their belongings on the UK National Property Register website.


6.5      The volunteers from Community SpeedWatch team had been recognised at an awards ceremony for being the best team in Suffolk.


6.6      The Officer confirmed that, as had been reported at the last meeting by PC Haddock, the number of Police Officers in the South and North West areas of Ipswich had in fact already been reduced by three so the current number of Police Officers would remain as at present.  He also confirmed that, in response to a question by a resident that the CCTV camera system (operated by Ipswich Borough Council) was not under any threat of being turned off and the use of the three mobile CCTV cars available in the South West area would also continue. 


6.7      It was unknown whether sex offences or violence against the person figures were recorded from incidents in the home or on the street but the increase in figures reported were in line with the national increase in relation to historic occurrences and were consistent with other areas of Ipswich.  


6.8      The perception of crime was discussed and Councillor Gardiner explained that as a member of the Suffolk County Council Police & Crime Panel, which holds the work of the Police and Crime Commissioner to account, many incidents and cases were also being solved and extra funding would be provided to the support services.


6.9      The two main areas which were patrolled by the volunteer SpeedWatch Team were West End Road and Birkfield Drive although there were 28 sites in the South West area of Ipswich.  This occurred on average twice a week, mainly during  ...  view the full minutes text for item 6.


Chairman's Update and actions from the previous meeting


7.1      The Chair updated that at the last meeting issues had been raised with regard to litter at Ellenbrook Green shops and Scrivener Drive.  These had been reported via the Cleaner Ipswich hotline and to Babergh District Council respectively, the latter being outside of the Borough boundary.


7.2      The Assistant Community Engagement Officer confirmed that these had been reported and in respect of Scrivener Drive, cleaning would be increased from monthly to a fortnightly clean with inspections being undertaken twice weekly.


Suffolk County Councillor Update


8.1      Councillor Gardiner in his capacity as a Suffolk County Councillor gave a brief background of the raised platform often used as a crossing at Belstead Road from the local school to Asda.  A site visit had taken place to review the road markings and although there was compliance the area would benefit from relining however, due to the positioning of a bus shelter a crossing at this site would be cost prohibitive.  No signage would be appropriate so it was considered that the raised platform (installed as part of the footpath network of the area) should be remarked and ‘slow’ should be written on the road.     


8.2      The preferred location of a crossing to be installed on Hawthorn Drive near to Greenfinch Avenue was being considered as part of a safety scheme audit.  Consultation would then need to be carried out following which, installation would take place paid for by the locality Highways budget.


8.3       Experimental restrictive road markings were to be placed in roads surrounding Suffolk One for 18 months.  This would include the Pinewood area and some of Sprites ward.  Enforcement Officers had decided that parking time would be limited to between 10.00am – 2.00pm which would deter all day, all morning or all afternoon parking.


8.4       Councillor Hall asked about a previous proposal for traffic calming on Hawthorn Drive and Councillor Gardiner agreed to speak to the Highways Department at Suffolk County Council to reaffirm which elements of the proposal had been completed.


8.5       Suffolk County Councillor Armitage reported that work was ongoing at Birkfield Drive and would finish at the end of next week.  There were currently traffic lights at Robin Drive for footway construction and resurfacing work would take place on Belstead Road from 8th – 9th June 2015 with diversions being put in place.  The Ipswich JAFFA running club would be staging their annual run on Friday 29 June 2015 from St Joseph’s College.


8.6       Councillor Rudkin in her capacity as a Suffolk County Councillor had been looking at better signage for Wherstead Road, ‘Real Time’ bus information being available in certain locations in Bridge ward and the upgrading of some bus shelters.


8.7       Councillor Powell asked whether a bus shelter could be installed at ‘Uncle Tom’s Cabin’ at Austin Street/Wherstead Road and if the bus shelter at Gwent House on the junction of Maidenhall Approach and Pembroke Close could be upgraded.  Councillor Smart reported that as bus shelters were the responsibility of Ipswich Borough Council he would follow this up with the Integrated Transport Officer and reported that the advertising contract was currently up for renewal.


8.8       It was confirmed that a smartphone ‘app’ was currently available called Travel Line GB which allowed bus travellers to access the ‘real time’ data for bus times.     




Responses to Public Questions Received and Open Discussion on Local Issues


9.1      The following question had been received prior to the meeting: What if anything is being done to resolve the ongoing issue of the springs at the bottom of Birkfield Drive flooding the pavement and road?


9.2      The Chair read out the following answer: Although this function was not within the Ipswich Borough Council remit, Suffolk County Council Highways have been contacted on behalf of the resident and they have reported that work to alleviate the problem has commenced and should be completed within the next few weeks.  Any further questions about this issue should be directed to Suffolk County Council.


9.3      A resident reported that she had received a letter about the sleeving on gas mains being replaced up to properties in the IP2 area at Sandringham Close, Holyrood Close and Balmoral Close and this was confirmed as being the replacement of metal pipe to plastic pipe using a mole to dig underground rather than work being done on the surface. 


Venue Hire Update from 10 September 2014 (Verbal)


10.1    The Secretary of the Castle Hill Arts Society gave an update on the funding request for venue hire which had been agreed by the South West Area Committee at the meeting held on 10 September 2014.  The Arts and Crafts Group was currently held on Wednesday evenings in the Sports Hall on Birkfield Drive from 7.00 – 9.30pm, consisted of 9 members and had previously exhibited their work in the Town Hall in November 2014 with the next exhibit date being the 9 – 13 June 2015.  New members would be welcomed.       


Foundation Years Trust Update - (Verbal)


11.1    The Assistant Community Engagement, Operations Manager updated the Committee about the deferral of the funding request for the Early Intervention project by the Foundation Years Trust at the meeting on 18 March 2015 when further information had been sought.  Suffolk County Council had confirmed that funding would not be available and the Director of Children and Young People’s Services and the Suffolk Foundation would now be contacted.  A further update or the funding request would now be brought to the next meeting.  


SWAC/15/02 Funding request - Venue Hire pdf icon PDF 24 KB

Additional documents:


12.1    The Assistant Community Engagement Operations Manager presented this funding request for £500 to be set aside from the South West Area Committee budget to pay for costs associated with advertising and venue hire for the year 2015-16.  




            that £500 be allocated from the South West Area Committee budget for costs associated with advertising and venue hire for 2015/16, as detailed in Appendix 1 to report Ref No: SWAC/15/02, be agreed.


            Reason:  To facilitate the good running of the Area Committee, meeting the goal to devolve power closed to the people.


SWAC/15/03 Funding request - Arts and Crafts Group pdf icon PDF 25 KB

Additional documents:


13.1    A representative from the Castle Hill Arts & Crafts Group presented this funding request for £300 to help build up material for the Arts & Craft group currently held at Chantry Gym, Birkfield Drive.  It encouraged residents to be more active and creative and an exhibition of work had been displayed at the Town Hall to showcase the groups work with two further exhibitions taking place in the future and the Arts & Crafts Group was advertised in local newspapers, libraries and shops.  




            that £300 be allocated from the South West Area Committee budget for arts and craft materials, as detailed in Appendix 1 to report Ref No: SWAC/15/03, be agreed.


            Reason:  To meet the Health and Wellbeing priority from the South West Area Committee Action Plan.



SWAC/15/04 Area Committee Budget Update pdf icon PDF 26 KB

Additional documents:


14.1    The Community Engagement Operations Manager presented this report which provided an update on the current budget of the South West Area Committee.  The underspend for the year 2014/15 would be added the allocation for 2015/16 of £9,000 per ward (£36,000 in total).  The Committee were asked to agree the revised Making A Difference (MAD) protocol and decide how much (if any) Making A Difference (MAD) funding would be allocated for small scale community projects during 2015/16.  This could be up to 10% of the £36,000 funding allocated for the year 2015/16, would need to be agreed by the majority of Councillors of the particular wards concerned and with the delegated authority of the Head of Service.   


14.2    It was agreed that all Councillors on the South West Area Committee would meet to revisit the priorities on the Area Action Plan in order for Councillors to put forward future funding requests or Making A Difference (MAD) requests in line with the priorities.  It was confirmed that the Making A Difference (MAD) funding could be pooled across some or all wards should a project so dictate.




1.    that the revised Making a Difference (MAD) protocol, attached at Appendix 2 to report Ref No: SWAC/15/04, be agreed.


2.    that the financial statement, attached at Appendix 3 to report Ref No: SWAC/15/04, be noted.


3.    that £3,600 be allocated from the annual 2015/16 budget to the Making A Difference (MAD) funding to support small scale community initiatives, be agreed. 




(a)  To provide an audit trail of funding that has been spent from the South West Area budget.

(b)  To allow the South West Area Committee to devolve up to 10% of its annual budget to support small scale community initiatives.

(c)  To provide an indicative measure of how services and priorities in the action plan are being delivered in South West Ipswich.


Dates of Future Meeting 2015/16, all to be held at 6.30pm:

·         Thursday 16 July 2015 – Avenue Theatre, Gippeswyk Hall, Gippeswyk Avenue, Ipswich IP2 9AF


(Venues to be arranged)

·         Thursday 10 September 2015

·         Thursday 5 November 2015

·         Thursday 21 January 2016

·         Thursday 10 March 2016


·         Thursday 16 July 2015 – Avenue Theatre, Gippeswyk Hall, Gippeswyk Avenue IP2 9AF


(Venues to be arranged)


·         Thursday 10 September 2015

·         Thursday 5 November 2015

·         Thursday 21 January 2016

·         Thursday 10 March 2016