Agenda and minutes

South West Area Committee - Thursday 10th March 2016 6.30 pm

Venue: Chantry Methodist Church, Kingfisher Avenue, IP2 0QN

Contact: Trisha Sutton  01473 432512

No. Item


Apologies for absence


72.1    Apologies were received from Councillors Rudkin and Chisholm and also from Suffolk County Councillor H Armitage.



To Confirm or Vary the Order of Business




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


Declarations of Interest


74.1    Councillors Fern and Macartney declared an interest in Item 11 - Funding request – Chantry Methodist Church Toilets, in their capacities as Treasurer and Secretary respectively of Chantry Methodist Church.


Unconfirmed Minutes of the Meeting held on 21 January 2016 pdf icon PDF 100 KB


75.1    Minute 61.10 – Fire Service Presentation. – An amendment be made to read ‘The resident suggested that the Council should ask large ‘insurance’ businesses to contribute.’




            that the minutes of the meeting held on 21 January 2016, with the amendment detailed above, be signed as a true record.


SWAC/15/18 Police Priorities and Update pdf icon PDF 53 KB

Additional documents:


76.1    Inspector Kevin Horton of Suffolk Constabulary gave an update on the Suffolk Local Policing Review which would commence on 4 April 2016.  Since the last review in 2012, the emphasis of how policing had been delivered in Suffolk had changed and the focus was now more on organised crime, missing persons and due to changes in technology, on-line cyber-crime.


76.2    The savings requirement had significantly reduced from £20m by 2020 to just under £7.5m as a result of a better than expected funding settlement from the Home Office.  Plans were already in place to save £6.2m leaving a balance of £1.3m to be achieved by 2020.


76.3    More partnership work would be undertaken to solve complex issues on a day to day basis.  The number of PCSO’s would be reduced from 166 to 107, 30 additional posts will be allocated for safeguarding issues and the freeze on police officer recruitment had been lifted for the first time in 2 years. 


76.4    Due to the way people were choosing to contact the Police there would be a reduction in police station front counters however, Museum Street Police Station would remain.  The initial point of contact would remain through the Control Room and the County policing area would focus on 9 localities, each led by an Inspector. 


76.5    There would be a reduction in Safer Neighbourhood Teams from 29 to 18 and within the Ipswich area these would now be split into Eastern, Western and Central Teams.  Apart from the existing area, East would now also cover areas of Kesgrave, Woodbridge and Felixstowe and  West would also cover some areas of Babergh and parts of Mid Suffolk.  The West Safer Neighbourhood Response Team would be based at Landmark House and the East at Martlesham Heath.


76.6    The Teams would focus on the following 4 key areas; Crime Reduction, Demand Management, eg. working with troubled families, Community Engagement, e.g. working with Neighbourhood Watch Groups and by working with vulnerable people and those subject to the ‘Hidden Harm’ agenda such as domestic abuse or hate crime.  In response to questions about cyber-crime and parking enforcement it was confirmed that there was a specialist department which dealt with cyber-crime.


76.7    Increased focus would also be given to the prevention of terrorism and firearms and an Investigative Unit would look at cyber-crime, such as on-line fraud.  Although parking enforcement in Ipswich was currently the responsibility of Ipswich Borough Council, eventually it was proposed in the future that the Police would surrender their current enforcement responsibility to all local authorities.  Parking obstructions or damage to vehicles would remain the responsibility of the Police while enforcement would remain with Ipswich Borough Council. 



76.8    The number of Response Officers would not change and the Control Room would continue to provide a 24/7 service, led by a Detective Sergeant.  Each phone call would be individually considered and staff would decide who would be most appropriate to attend.


76.9                Councillor Ellesmere asked what the staffing of the West Team would  ...  view the full minutes text for item 76.


Chair's Updates and Actions from the Previous Meeting


77.1    There were no updates or actions from the previous meeting.


Ward Councillor's Feedback from their Communities


78.1    Bridge ward


Councillor Smart reported that residents at the Bourne Park Residential Park had asked that a short section of roadway be created to delineate between car and pedestrian access and to create a turning circle and a funding request could be submitted to a future Area Committee meeting.


Currently under reflection was a resident’s parking scheme at the Old Stoke area of Bridge ward near housing at the Stoke Quay development and the Councillor was making people aware of this possibility.  This followed a longstanding problem in Great Whip Street following the recent development and a funding request could be submitted to a future Area Committee meeting.


Councillor Powell reported that Bell Close would be resurfaced but Maidenhall Approach continued to be considered for resurfacing.


Sprites ward


Councillor Fern reported on the progress with levelling the uneven pavement and the painting of the benches at the shops on Hawthorn Drive.  There was also a possibility of the planters outside the Kingfisher Public House in Hawthorn Drive being replaced by something more substantial.  Councillor Clarke asked whether yellow lines could be put in place at this location as parked cars were causing an obstructing to traffic and in particular lorries.


The First Eastern, No 53 bus route has been deregistered and the service would finish at the end of March 2016.  Jeremy Cooper, the Managing Director of Ipswich Buses was considering increasing the frequency of the No 13 service. 


The Friends of Chantry Park who work closely with ActivLives were seeking volunteers to help with tasks in the coming growing season, please contact 01473 345350 or register on the website:


Councillor Hall said that he continued to receive reports about speeding vehicles and potholes which needed repair work, in particular the condition of Bridgewater Road.


Stoke Park ward


Councillor Cenci had received reports about trees, potholes and speeding vehicles and that the pavement at Tinabrook Road had become dangerous.  The Community Engagement Officer agreed to look into this matter.


In respect of the proposed Stoke Park petrol station, Councillor Gardiner said that discussions were still taking place with regards to conditions which had been attached to the original planning application for the Superstore.


Councillor Hyde-Chambers said that all reports of trees and hedges had now been resolved by the Parks Department.


Gipping ward


Councillor Macartney confirmed that the Annual General Meeting for the Chantry Library would take place on Tuesday 15 March at 5.00pm at the Library.


Councillor Ellesmere had met with residents from London Road about low level anti-social behaviour being linked to private housing in the area.  Work continued to give residents a reporting link and to work with some occupants of houses of multiple occupancy.


In relation to potholes mentioned by Councillor Hall, Councillor Gardiner confirmed that there was an online reporting process available on the Suffolk County Council website.  When reported, the site of the pothole would be visited and a grading system would be used and a reference number would be  ...  view the full minutes text for item 78.


Suffolk County Councillor Update


            Councillor Gardiner confirmed that the Fire & Rescue Service consultation, discussed at the last meeting, had ended on 24 February 2016.  The Service Review Team had been inundated with responses which were in the process of being analysed and a report would be taken to Cabinet at Suffolk County Council in May 2016.    


Suffolk County Council had set their budget and the Council Tax bills for the next year had now been sent to all residents by IBC.  A fixed levy amount of £20, across all Council Tax bands, had been included and this would be ring fenced for adult social care needs.  Councillor Gardiner said that the ring fenced money would increase care worker’s salaries to meet that of the national minimum wage for carers.  It was confirmed that the Police & Crime Commissioner contribution to Council Tax had been increased by 2%.


Responses to Public Questions Received and Open Discussion on Local Issues


80.1    A resident made reference to the traffic problems occurring on exiting Suffolk Retail Park and suggested that a petition could suggest that traffic be allowed left into London Road.  Councillor Ellesmere said that the Council was aware of the problems but he would not support any proposal that traffic be routed left through a residential area.


SWAC/15/19 Funding request - Additional Public Seating at Bourne Park pdf icon PDF 429 KB

Additional documents:


81.1    The Community Engagement Officer presented this report which suggested that funding of £7,180 be agreed for the installation of three picnic tables and an oak bench in Bourne Park.  The breakdown of costs was included in the report and in respect of a question from Councillor Hall, the Officer explained where the existing paths were in relation to the additional matting which could provide wheelchair access.


81.2    Councillor Smart confirmed that the Council had been successful in finding a tenant for Bourne Park Lodge which allowed for a degree of natural surveillance and discouraged anti-social behaviour.




            that £7,180 be allocated from the South West Area Committee budget for the installation of three picnic tables and an oak bench in Bourne Park, as detailed in report Ref no: SWAC/15/19, be agreed.




1.    To promote active lifestyles and sports engagement to families in South West Ipswich by providing better facilities, in particular to parents and carers supporting children to access the play equipment and sports pitch.


2.    To promote the use of the park’s open spaces in general by providing better facilities, in particular for park users to eat outside. Use of open spaces would contribute towards the aim of promoting wellbeing.


3.    To improve the provision of accessible facilities at Bourne Park thereby supporting community inclusion.


4.    To provide the maximum amount of seating and improve the accessibility at site one and the risk of the seating being underused is judged to be low on the basis of visitor numbers to the site.



SWAC/15/20 Funding request - Chantry Methodist Church Toilets pdf icon PDF 59 KB

Additional documents:


82.1    In the absence of the Chair, Councillor Gardiner was elected as temporary Chair for the duration of this agenda item.


82.2    The Community Engagement Officer presented this report which requested £2,435.00 from the South West Area Committee budget to enable Chantry Methodist Church to renovate the toilet facilities.


82.3    Councillor Ellesmere pointed out that the list of groups currently using Chantry Methodist Church provided ample evidence of a wider community use of the facility than that of a place of worship.




            that £2,435.00 be allocated from the South West Area budget for the renovation of the male and female toilet facilities at Chantry Methodist Church, as detailed in report Ref No: SWAC/15/20, be agreed.


            Reason:  The approval of the funding would enable Chantry Methodist Church to modernise facilities thereby making the venue more suitable for existing users and more appealing to other groups.  This would contribute towards sustaining these groups by providing a better environment and would benefit approximately 200-350 individual visits not including the Church services.  The sustainment of these groups contributed to the wellbeing of local residents from a variety of backgrounds.


82.4    At this point in the meeting the protocol for residents to ask the Committee questions about the funding requests was discussed.  It was confirmed that funding requests were for the Committee to debate and vote on and Councillor Smart said that rather than this be a decision for the Chair to make it should be part of a formal standing arrangement across all of the Area Committees.  He suggested that the Committee Clerk could be informed prior to the meeting that a resident wanted to ask a question.  The Chair pointed out that residents were invited to ask questions at Item 9 of the agenda and Councillor Gardiner said that funding request reports were for the Committee only to determine.


SWAC/15/21 Area Action Plan Update pdf icon PDF 51 KB

Additional documents:


83.1    The Community Engagement Officer presented the Area Action Plan and reported that as part of the Young People’s Health Initiative the sports activities during Easter would be provided by the Sports Department however, it was expected that a funding request for activities during the summer and half term holidays would be submitted to the next meeting.


83.2    Chantry Library had received £900, through the Making A Difference (MAD) funding, to purchase equipment for the Youth Group.


83.3    Dialogue continued with ActivLives about more accessible toilets at the community pavilion.


83.4    Several sites in Maidenhall were being reviewed with the aim of improving residents parking.


83.5    A ‘Keep it Tidy’ door knocking campaign had taken place in the Old Stoke area and work continued with the Credit Union, Citizens Advice Bureau and Housing providers.  The Citizens Advice Bureau were training a set of volunteers who could advise about the priority banded Choice Based Letting system.


83.6    It was confirmed that the two schools being considered for parking measures, to aid problematic parking were Hillside and Sprites Schools.  If residents were concerned about drives being blocked by inconsiderate parking then Parking Control could be contacted on either 01473 434840 or 01473 432843 or by visiting the website  A resident reported that the zig zag markings outside Sprites School had faded and Councillor Gardiner said that this would be fed back as part of the review or could be reported to Suffolk County Council be following this link:- 


83.7    Councillor Gardiner also confirmed that Ipswich Borough Council had funded two further Parking Enforcement Officers specifically to undertake patrols at schools at drop off and pick up time.  In response to a resident he explained that the yellow lines enforcing no parking between 10.00am and 2.00pm stopped vehicle owners from parking all day and enabled enforcement to take place. 




            that the South West Area Action Plan, attached at Appendix 1 to report Ref No: SWAC/15/21, be noted.


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


SWAC/15/22 Area Committee Budget Update pdf icon PDF 59 KB

Additional documents:


84.1    The Head of Resource Management reported that although a number of historic items were reviewed at the last meeting and it had been agreed to return them to the unallocated South West Area committee budget, there were further committed funds which had not been claimed and were no longer required.   These were listed in Appendix 1 of report Ref No: SWAC/15/22 and it was agreed that these commitments would be returned to the South West Area Committee unallocated budget.




1.    that the financial statement of the South West Area Committee, attached at Appendix 2 to report Ref No: SWAC/15/22, be noted.


Reason:  To provide an audit trail and ensure that the South West Area Committee budget has sufficient funds to deliver the priorities in its action plan.


2.    that the following surplus funds be returned to the unallocated South West Area Committee budget:


·         Issues arising from Councillor Walkabouts - £500.00

·         Work and Local Communities – Walkabouts – 2,500.00

·         Publicity and Communications - £450.00

·         South West Stroll & Teddy Bears Picnic (SWAC/13/04) - £89.00

·         Clean Up & Asbestos Removal (SWAC/13/07) - £343.00

·         Community Payback Team Project Funding (SWAC/13/27) - £80.14

·         Chantry Walled Garden ‘Skills Space’ (SWAC/13/32) - £337.00

·         Community Debt Event – Hire of Gazebo and Tables - £540.00

·         Unused Making a Difference Budget - £3,600.00

·         Venue Hire & Activities (SWAC/14/08)  £786.19

·         Retrospective – Ellenbrook Green (SWAC/14/22) - £328.78


Reason:  To release any South West Area Committee budget funding where there was no further expenditure anticipated.


84.2    The Chair encouraged residents to apply for funding and it was acknowledged that there may be future funding requests for parking issues at Maidenhall Approach, a Lark in the Park event and an advisory 20 mph speed zone sign at Annbrook Road (with Suffolk County Council involvement).


84.3    Councillor Smart commended the Community Engagement Officer (Simon Lanning) for the amount of detail in the funding request reports submitted to the Committee and all echoed this sentiment.


Date of Future Meetings 2016/17, all to be held at 6.30pm:

·         Thursday 9 June 2016 – Stoke Green Baptist Church, Halifax Road IP1 8RE


(Venues to be arranged)

·         Thursday 28 July 2016

·         Thursday 20 September 2016

·         Thursday 17 November 2016

·         Thursday 19 January 2017

·         Thursday 23 March 2017


·         Thursday 9 June 2016 – Stoke Green Baptist Church, Halifax Road IP1 8RE

(Venues to be arranged)

·         Thursday 28 July 2016

·         Tuesday 20 September 2016

·         Thursday 17 November 2016

·         Thursday 19 January 2017

·         Thursday 23 March 2017