Agenda and minutes

South West Area Committee - Thursday 9th June 2016 6.30 pm

Venue: Stoke Green Baptist Church, Halifax Road IP1 8RE

Contact: Trisha Sutton  01473 432512

No. Item


Election of Chair




that Councillor J Macartney be elected as Chair of the South West Area Committee for the municipal year 2016/17.


1.1      Councillor Macartney welcomed newly elected Councillors C Smart (Sprites ward) and T Grant (Stoke Park ward) and congratulated Councillors Rudkin (Bridge ward) and Ellesmere (Gipping ward) who were re-elected.


Apologies for absence


Apologies for absence were received from Councillors Clarke, Ellesmere, Fern, Hyde-Chambers and Powell.


To Confirm or Vary the Order of Business




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


Declarations of Interest


Councillor Rudkin declared an interest in Item 14 - SWAC/16/04 – Big Garden Party – Gazebo Hire and Leaflet Printing as, in her capacity as a Suffolk County Councillor she had allocated some Locality Budget to this project.


Minutes of the meeting held on 10 March 2016 pdf icon PDF 109 KB


5.1      An amendment was made to Minute No 79  Suffolk County Councillor Update - ‘It was confirmed that the Police & Crime Commissioner’s charge contribution to Council Tax had been increased by 2%’.


5.2      An amendment was made to Minute 78.1 – Bridge ward – ‘This followed a longstanding problem in Great Whip Street following the recent development at Stoke Quay’.




that the minutes of the meeting held on 10 March 2016 be signed as a true record.


Police Priorities and Statistics Update (Verbal)


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


6.2       In respect of the anti-social behaviour in the area of Alderman Recreation Ground the Community Engagement Officer updated that Operation Touchstone had been launched to target drug users within Chantry Park and Alderman Park, resulting in a number of searches, drug seizures and disruption to their behaviour.  Latest needle finds were lower than recent months.  A S35 Dispersal order had been used during the recent fun fair to prevent anti-social behaviour from escalating and banned people for up to 48 hours.  The crime statistics and anti-social behaviour figures were much lower than last year and the feedback from the fun fair staff had been positive.  There would be a police presence throughout the summer within these two parks.


6.3       The Community Engagement Officer drew attention to the West Ipswich Safer Neighbourhood Team report currently available on the Suffolk Constabulary website (copies were available) although no statistics or priorities were currently being issued.


6.4       The Chair expressed her disappointment that the Police were unable to attend the meeting as Inspector Kevin Horton had assured the Committee in March that there would be a Police presence at the Area Committees.


6.5       The Neighbourhood Watch Co-ordinator for Holyrood Close said that when a neighbour had tried to report an incident of anti-social behaviour by phoning the 101 non-emergency Police number, after several hours of trying they had been unable to be connected past the switchboard.  Councillor Grant, in her capacity as a Control Room operator acknowledged there were problems and more staff were needed.


6.6       A resident said that he had understood that there would be no Police presence at any future Neighbourhood Watch meetings but he had been assured that they would be in attendance to hear any concerns at the Area Committees.  Councillor Gardiner agreed to raise resident’s concerns about this at the next Safer Neighbourhood Team meeting.  It was noted that there were Police & Crime Commissioner cards available and residents were advised to make their concerns know to the Commissioner. 


Update on actions from the previous meeting


7.1      The Community Engagement Officer confirmed that both the requests from Councillor Cenci for pavement repairs at Tinabrook Road and for a 20mph speed sign at Annbrook Road had been referred to the Highways Department for further advice.


Ward Councillors feedback from their communities


8.1       Stoke Park ward


            Councillor Cenci confirmed that planning permission had been granted, for the petrol filling station adjacent to the Asda store at Stoke Park by the Planning & Development Committee in April 2016 and construction would now take place.  She encouraged residents to pass any reports of speeding vehicles or potholes to her as she was collating a list to pass to the Highways Department at Suffolk County Council.  Potholes could also be reported using the following link:-


            Bridge ward


            Councillor P Smart asked for any problems to be directed through him as he would shortly be meeting the Suffolk County Cabinet Member for Highways and Transport, Councillor James Finch.  Some progress had been made in Bourne Park by putting double yellow lines at the turning circle at the Wherstead Road end.


            Gipping ward


            Councillor Gardiner said that, following reports of anti-social behaviour occurring during the recent Fun Fair, a survey of residents would be carried out in the Alderman Park area to make sure that it was still a suitable location.  Fly tipping had occurred at the back of properties in Lupin Road and a lockable barrier was under consideration.  It was acknowledged that problems existed with the lack of activity by the Highways Department at the moment.


            Sprites ward 

            During a recent bomb scare at Gusford School it was reported how well behaved the children were as they were evacuated to Sprites School however, several car drivers in Hawthorn Drive had been abusive at having to stop while the children had been crossing the road. 


Suffolk County Councillor feedback from their divisions


Suffolk County Councillor Rudkin reported that real time bus information was now at some bus stops in the area, fly tipping had occurred alongside the railway at Wherstead Road.  Cardboard boxes left out to be collected in the Old Stoke area were a nuisance and a slightly lighter yellow was being used in Wherstead Road for yellow lining which looked fainter than the previous yellow used.


Suffolk County Councillor Armitage reported that the Experimental Traffic Regulation Order (Suffolk One) in Ipswich and Pinewood would be submitted to the Rights of Way Committee as a public item on 16 June 2016.  Copies of the report were available as were guidance forms on how to speak publicly at the Rights of Way Committee meeting.  She also reported on the ‘Pigs Gone Wild’ trail, where over 40 large pigs decorated by local artists and sponsored by local businesses and several junior pig sculptures would be displayed from 27 June – 2 September 2016. 


Responses to Public Questions Received and Open Discussion on Local Issues


10.1    3 questions had been received by a resident prior to the meeting.


1.    In March a parked car blocked Austin Street so that a bus could not get by and it caused a considerable delay until the Police traced the owner.  What action would be taken to prevent a repeat of the incident occurring?


Here is the response from Ipswich Borough Council, Parking Services:-


‘We are able to issue a Penalty Charge Notice to a vehicle parked more than 50cm from the kerbside.  The Police are able to take action against vehicles that are blocking the highway.  There are laws and restrictions to prevent someone from parking in such a fashion however, there is little that Ipswich Borough Council can do to stop someone parking illegally if they choose to do so.  Should residents discover a vehicle blocking any road then this can be reported by using the non-emergency Police 101 number. 


2.    When Ipswich Town are playing at home there is severe traffic congestion in Princes Street causing severe delays to bus services.  What action will be taken to alleviate the traffic congestion when Ipswich Town are playing at home?


‘As no response had been received from the Highways Department at Suffolk County Council, please could the SCC Councillors look into this matter and report back to the resident direct.’ 


Councillor P Smart added that bus operators had made it clear that significant improvements would be made to help congestion in Princes Street.


3.    What action is being taken about drug dealing in the area of Alderman Canal behind the properties in Handford Road and elsewhere in the South West area & Westgate ward as highlighted at Central Area Committee held on 1 June 2016?


Here is the response by Community Safety IBC


‘The Central Safer Neighbourhood Team have recently launched operation Reservoir in an attempt to tackle the ongoing issues in the Westgate Ward. The Operation will also encompass parts of Gipping Ward including Alderman Road Recreation Ground.


With regards to Alderman Road & location, Sgt. Kevin Lee from West SNT carried out a force wide operation where his team of officers did a complete sweep of specific locations looking at drugs/drug dens and weapons. The Community Caretakers and Parks Patrol assisted and the operation was a success with a number of weapons and discarded needles being found.’


As the resident was unable to attend the meeting, the responses to these questions would be sent to the resident by post.


10.2    A resident asked whether the financial position of developers should be checked before property sales were made, such as, in the case of the empty building and Mill on the waterfront in Alexandra ward.  Councillor Gardiner, in his capacity as the Chair of the Planning & Development Committee confirmed that providing the planning process and the guidelines were met, the ability to determine the finances of developers could not be considered.  The economic downturn had been partly responsible for the building remaining empty.


10.3    Discussion took place about  ...  view the full minutes text for item 10.


SWAC/16/01 Funding request - Provision of Budget for Costs pdf icon PDF 56 KB

Additional documents:


11.1    The Community Engagement Officer presented this report which confirmed that although £200 was allocated to each Area Committee on an annual basis for venue costs it was requested that £500 be allocated from the South West Area Committee budget for room hire and advertising costs.




            that £500 be allocated from the South West Area Committee budget, as detailed in Appendix 1 to report ref No: SWAC/16/01, be agreed. 


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


SWAC/16/02 Funding request - 2016 Holiday Activities pdf icon PDF 119 KB

Additional documents:


12.1    The Assistant Operations Manager for Sport & Leisure presented this report which requested funding for a 2016 holiday sports programme in order to reduce anti-social behaviour and offer the opportunity to engage in sport and physical activity.  Incidents of young people participating in arranged sports such as clubs, had decreased however, the participation of ad hoc activity had increased.


12.2    The ‘This Girl Can’ project run by Sports England had been so successful that other countries were participating in marketing campaigns to engage young females in sports. 


12.3    In answer to questions by the Committee it was confirmed that the project would be run in conjunction with schools, Belstead courts were on the meadow by the Skatepark at Belstead Brook and an extra activities would be held in the South West to encompass all 4 wards.


12.4    Councillor Rudkin expressed concern about cancelled exercise classes for elderly people in light of a resident reporting that a class for over 45’s had been cancelled at Maidenhall Sports Centre due to there being no coach available to take the class.  Councillor Rudkin requested that a report be brought to the Committee in the autumn about activities such as these, taking place in the South West area. 




            that £4,377.00 be allocated from the South West 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 activities, 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.


SWAC/16/03 Funding request - Community Resource, Education & Skills Space (Halifax Bowls Pavilion) Accessible Toilets & Baby Change pdf icon PDF 971 KB


13.1    The Community Engagement Officer presented this report which requested funding to install accessible toilet and baby change facilities at the Community Resource, Education and Skills Space (CRESS) pavilion in Maidenhall.


13.2    The Chair suggested that pupils from Suffolk New College could be offered the opportunity to be involved to work with ActivLives on this project and Susannah Robirosa, Development Manager of ActivGardens confirmed that pupils had previously been involved in a gardening project and she would look into this as a possibility.   


13.3    It was noted that the costs of materials list had not been broken down and only the cost quoted for the total works had been included in the report.  In line with procedure, this project would be subject to the usual monitoring process.




            that £9,589.00 be allocated from the South West Area Committee budget to enable improvements to the accessible toilets and baby change to be made at the Community Resource, Education and Skills Space (CRESS) facility in Maidenhall, be agreed. 


            Reason:  The aim of the works was to improve the accessibility of the building and the variety & duration of activities that could be offered, in particular to parents with young children, people with mobility issues and people with a disability.


SWAC/16/04 Funding request - Big Garden Party - Gazebo Hire & Leaflet Printing pdf icon PDF 60 KB

Additional documents:


14.1    The Community Engagement Officer presented this report which requested £325.00 funding for the hire of gazebos and leaflets for the Big Garden Party.  It would be held on 23 July 2016 from 11.00am – 3.00pm, at the People’s Community Garden on Maidenhall Allotments and entry would be free of charge.




            that £325.00 be allocated from the South West Area Committee budget for the costs associated with the hire of gazebos and leaflets for the Big Garden Party, as detailed in Appendix 1 to report Ref No: SWAC/16/04, be agreed.


            Reason:  To support a well-attended and community focused event within Maidenhall, being an area of comparative deprivation within Ipswich and to promote opportunities for nature based and healthy activities.


SWAC/16/05 Funding request - St Mary at Stoke Church, Shower Installation pdf icon PDF 57 KB

Additional documents:


15.1    The Community Engagement Officer presented this report which requested £2,017.00 of funding from the South West Area Committee budget to enable St Mary’s at Stoke Church Hall to install the provision of a shower into the accessible toilet facilities for use during the operation of the Night Shelter.


15.2    It was suggested that Ipswich Borough Contracts be approached to quote for the materials and building installation work to be undertaken to this worthwhile project at this good community asset.  




            that £2,017 be allocated from the South West Area Committee budget for the installation of a shower in the accessible toilet facilities within St Mary at Stoke Church Hall, as detailed in Appendix 1 to report Ref No: SWAC/16/05, be agreed.


            Reason: The funding would enable provision of basic amenities for local people in acute need, during the operation of the Night Shelter.


SWAC/16/06 Area Action Plan Update pdf icon PDF 51 KB

Additional documents:


16.1    The Community Engagement Officer reported that the PhotoEast exhibition (part funded by the South West Area Committee) was currently being exhibited at UCS on the Waterfront until the end of June.  


16.2    As part of the improvements at Hawthorn Drive, for which funding was agreed in November 2015, the mural was now available to view near the entrance at the rear of the precinct. 


16.3    The benches at Bourne Park, for which funding had been agreed in March 2016, would be installed later in June.


16.4    An initiative around fly-tipping in the Old Stoke area was being developed with engagement from local schools.


16.5    Councillor Gardiner said that some statistics around parking outside schools were soon to be made available and these would be brought to the Committee at a later date. 




            that the Area Action Plan for the south West Area Committee, attached at Appendix 1 to report Ref No: SWAC/16/06, be noted.


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


SWAC/16/07 Area Committee Budget Update pdf icon PDF 61 KB

Additional documents:


17.1    The Lead Head of Service reported on the unallocated funding from previous years, the allocation of £36,000 for 2016/17 and the return of the unspent funding from last year’s MAD funding.  Councillors were requested to agree the MAD funding for 2016/17, (up to 10%) of the £36,000 allocation.




1.    that the financial statement at Appendix 2 to report Ref No: SWAC/16/07, be noted.


2.    that £3,600 be allocated from the 2016/17 budget for Making A Difference (MAD) funding, to be used for specific small scale projects, be agreed.




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

2.    To allow the South West 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 South West Ipswich.





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

·         Thursday 28 July 2016 – Oasis Centre, Barrack Corner/Portman Road IP1 2NB

·         Tuesday 20 September 2016 – St Peters Church, Stoke Park Drive, IP2 9YP

·         Thursday 17 November 2016 – to be confirmed

·         Thursday 19 January 2017 – Gipping Room, Grafton House, Russell Road, IP1 2DE

·         Thursday 23 March 2017 – Chantry Methodist Church, Kingfisher Avenue, IP2 0QN



·         Thursday 28 July 2016 – Oasis Centre, Barrack Corner/Portman Road IP1 2NB

·         Tuesday 20 September 2016 – St Peters Church, Stoke Park Drive, IP2 9YP

·         Thursday 17 November 2016 – To be confirmed

·         Thursday 19 January 2017 – Gipping Room, Grafton House, Russell Road IP1 2DE

·         Thursday 23 March 2017 – Chantry Methodist Church, Kingfisher Avenue, IP2 0QN