Agenda and minutes

South West Area Committee - Thursday 17th November 2016 6.30 pm

Venue: Burlington Baptist Church, London Road, IP1 2EZ

Contact: Trisha Sutton  01473 432512

No. Item


Apologies for absence


Apologies for absence were received from Councillors Clarke, Fern and Hyde-Chambers.  Suffolk County Councillor H Armitage also sent her apologies for not attending the meeting. 


To Confirm or Vary the Order of Business




to vary the Order of Business.  To consider Item 8. Police Priorities after Item 4. to enable the Police to attend, otherwise the order be as printed on the Agenda.


Declarations of Interest


Councillor Macartney declared an interest in Item 13. Funding request – Chantry Library Youth Activities, as a Friend of Chantry Library.


Unconfirmed Minutes of the Meeting held on 20 September 2016 pdf icon PDF 110 KB




that the minutes of the meeting held on 20 September 2016 be signed as a true record.


Police Priorities


57.1    Inspector Kevin Horton, the Locality Inspector for West Ipswich and Sgt Ali Newman presented the Police Priorities for the South West of Ipswich.  3 new PCSO’s had been recruited to the team and since April 2016 the focus had been on demand management, crime reduction, safeguarding the vulnerable and community engagement.  The PCSO’s role had been refocused with dedicated officers being assigned to support each of the following:- missing young people, sexual exploitation, vulnerable adults, anti-social behaviour, domestic abuse and licensing issues.


57.2    Since 1 April – 7 November 2016 there had been 2,425 emergency responses to incidents which, compared to the three year average, was a 35% increase.


57.3    Operation Volcanic, had involved partnership working with the Central and North West area Police to tackle the Class A drug dealing (under the influence of London based gangs) taking place at Alderman Park.  Operation Strobe had investigated missing female juveniles, Operation Fireside had investigated ram raids and Operation Comfort had investigated the increase in the incidents of domestic violence.


57.4    In the public interest, a period of engagement had taken place with Her Majesty’s Inspectorate of Constabulary (HMIC) to independently assess policing, from neighbourhood team activity to serious crime and the Police & Crime Commissioner had held Forums across Ipswich.


57.5    Long delays had been experienced by callers to the 101 phone service however, investment had been made and this should show an improvement by the end of the year.  If any resident had any comments about this service then the Police & Crime Commissioner should be contacted.


57.6    Sgt Newman said that there had been reports of anti-social behaviour in Jasmine Close and a Police pod surgery which IBC had attended had been held.  Letters had been issued to the two known offenders which had resulted in fewer calls to this location.


57.7    There had been a decrease in needle finds at Alderman Park and the cutting back of foliage along the river path was being discussed with Greenways and Environmental Health at IBC.


57.8    In Bridge ward between 1 October and 31 October 2016 a total of 122 investigations had been recorded, which had increased from 115.  There had been 4 burglary dwellings and 1 suspect had been released on bail and 2 thefts each from motor vehicles and of motor vehicles.  There had been 3 robberies for which a suspect had been arrested, charged and held in custody.  The media report about bike thefts at Barnard Square had resulted in no further incidents being reported.


57.9    In Gipping ward between 1 October and 31 October 2016 a total of 144 investigations had been recorded.  There had been a slight decrease in burglary dwellings and an increase to 4 in thefts from a motor vehicle and 1 theft of a motor vehicle.  There had also been an increase of 8 reports of damage to vehicles.          


57.10  In Stoke Park ward between 1 October and 31 October 2016, 58 investigations had been recorded which had decreased from 85, with  ...  view the full minutes text for item 57.


Chair's Update and actions from the previous meeting


58.1    The Chair reported that a new Draft IBC Housing Strategy would be released for consultation on 18 January 2017 until 7 February 2017.  More details were available on the sign-in table and more information would be brought to the next meeting.


58.2    Ipswich Borough Council were seeking views on changes proposed to the 2 documents which constituted the draft Ipswich Local Plan.  The consultation would run until 1 December 2016 and this could be accessed via the website or on comments forms which were available at the meeting.


Ward Councillors feedback from their Communities


59.1    Stoke Park ward

Councillor Cenci reported that a resident had contacted her about overgrown vegetation at Chesterton Close.


Councillor Grant said that she had worked on several personal cases and she had attended the recent Stoke Park Residents Group meeting.


Bridge ward

Councillor Rudkin said that the residents parking survey at Station Street and the Old Stoke area was yet to be undertaken and some residents were concerned as the current situation was causing tension.


Councillor Powell reported that the fence at Hillside School had new been repaired and the repairs to the bus shelter had also been completed.


Councillor P Smart reported problems with the standard of the roads and open spaces around Bruff Road and Croft Street.  It could be many years until the developer brought these up to an acceptable standard and also undertook frequent grass cutting.


Gipping ward 

Councillor Ellesmere said that the issue of street prostitution had been raised at both the Neighbourhood Partnership Group meeting and the Police & Crime Commissioner’s Forum.  The Chief Constable was aware that the issue had been raised too.  If any incidents had been witnessed then residents were encouraged to phone and report the issue.


Ipswich Buses had reduced the frequency of the No 14 bus service, with just 3 journeys on Saturdays and complaints and a petition had been received from residents.  Ipswich Borough Council had agreed to subsidise the Saturday service which would start on 8 January 2017.


Suffolk County Councillors feedback from their Divisions


60.1    Suffolk County Councillor Gardiner reported that the Traffic order for yellow lines had been processed for Ellenbrook Road, Belmont Road and Radcliffe Drive so installation would proceed.


Responses to Public Questions Received and Open Discussion on Local Issues


61.1    8 questions had been received from a resident prior to the meeting and copies were available for all Councillors.


1.    Asda shopping trollies were being abandoned along Stoke Park Drive between Winchester Way and Downside Close.  What was being done about this?


A.   Councillor Cenci said that this issue had been ongoing for several years and she had spoken to a representative at the Asda store who had agreed that if a trolley was reported it would be collected within two weeks. 


2.    Had this issue been raised at the Stoke Park residents group?


A.   Both Councillor Gardiner and Councillor Grant confirmed that this had been raised at the Stoke Park Residents Group who were to arrange a meeting with a representative of the Asda store.


3.    Will the road works on the Ipswich Rail Station forecourt be completed before Christmas?


A.   Councillor Gardiner confirmed that the works would continue over Christmas however, they would not be on the highway.


4.    Would the traffic lights outside the Rail Station be altered to accommodate the new junction arrangement?


A.   Councillor Gardiner confirmed that the traffic lights outside the Rail Station would be changed when the road layout was complete.


5.    Would the roadworks in Ranelagh Road at the junction with Ancaster Road and Princes Street outside Ipswich Central Fire Station (Gipping ward) be complete before Christmas 2016?


A.   Councillor Gardiner said that the work was now complete and the following website could be accessed to search when any roadworks were to be finished.


When would the following roads be resurfaced?


6.    Burrell Road, outside the Station Hotel due to grooves in the road?


A.   Councillor Gardiner said that the remedial work had been programmed for the New Year as part of a roadway scheme.


7.    Maidenhall Approach from Halifax Road to Belstead Avenue?


A.   Councillor Gardiner said that the works for this location had not been programmed yet but were on the future programme to be completed.


8.    Would the Asda Filling Station be open and the associated roadworks be complete before Christmas 2016?


A.   Councillor Gardiner said that UK Power Networks would be off site by 21 November 2016 and the traffic signals would be removed on 23 November 2016.


61.2    A resident asked whether the computerised traffic system had been turned on yet and Councillor Gardiner reported that the system was operational and statistical evidence was being gathered for a year.  Due to fine tuning most of the traffic corridors had seen a reduction in traffic however, more fine tuning would still take place.  The number of cars had also increased but the scheme had taken into account the predicted volume of future vehicle use.  Any increase in traffic due to homes built near the Holiday Inn on London Road would be part of the infrastructure study before being submitted to the Planning & Development Committee.


61.3    A resident asked about the proposal to alter the junction around Handford Road and Yarmouth Road to allow easier access to  ...  view the full minutes text for item 61.


Suffolk County Council - Budget Presentation


62.1    Suffolk County Councillor Richard Smith (the Cabinet member for Finance) explained that the SCC budget would be published on the 21 November 2016 after which it would be the subject of the SCC’s Scrutiny Committee on 30 November 2016, Cabinet on 24 January 2017 before being submitted to SCC’s Council on 9 February 2017.  He introduced the Head of Finance Geoff Dobson and said that apart from the 5 Area Committees, consultation would also take place with District and Parish Councils, Suffolk Association of Local Councils (SALC) and a public engagement survey was available on the SCC website until 30 December 2016 to help inform of the budget setting process.


62.2    The priorities were to support the most vulnerable, raise educational attainment and skills levels, support the Local Enterprise Partnership (LEP), increase economic growth, develop the roads and infrastructure and support (with partners) the empowerment of local communities.


62.3    Savings had been a challenge over the last 6 years and SCC had saved £200m since 2011/12.  So far front line services had been protected with 0% Council Tax increases and the administration had accepted a further 4 year grant settlement from the Government until 2020 with further 0% increases.  The Government’s Autumn Statement would be released in the coming week, the amount of the Local Government Grant would be know by the end of the year and the savings levels were expected to be similar and continue through to 2020.  The Revenue Support Grant, currently at £68.2m was expected to reduce to £16.3m in 2017/18 and the forecast budget gap over 3 years would be a significant challenge at £78m.


62.4    The following savings were proposed to several areas which were:

·         Supporting Lives Connecting Communities (£6m)

·         Making Every Intervention Count – MEIC (£1.4m)

·         Travel (£1.3m)

·         Highways Maintenance Contract (£2.1m)

·         Public Protection Organisation Design (£1.2m)

·         Waste (£1m)

·         Support Services (£3.4m)

·         Other Savings (£14.9m)


62.5    A resident asked why the Highways contract had been extended and if so, whether a tighter contract was required?  The Officer said that the contract had been extended with changes to how the service would be delivered.  It would be a transformational project with annual performance targets with reduced payment if these were not reached.


62.6    Councillor Ellesmere asked whether the funding support to help women under threat would be reduced, in light of the 10 year anniversary of the street prostitution issue and SCC Councillor Smith said that he was not aware that support would be reduced and work would continue in collaboration with the Police and IBC.  Councillor Ellesmere asked whether a smaller building or smaller units of accommodation were being considered in relation to the service offered by the Foyer (currently owned by Circle Housing Wherry and run by Centra)?  SCC Councillor Smith said that SCC could only support financially viable commercial opportunities and the necessary expenditure would be allocated for that.  The infrastructure of all services supported had to be achievable and the Foyer would be funded until January 2017. 


62.7  ...  view the full minutes text for item 62.


Suffolk County Council - Trading Standards presentation


63.1    Suffolk County Council Trading Standards Officer Richard Carr presented this item and explained that under the directorate of Public Health & Protection Trading Standards, he worked with vulnerable people who had been the victims of scams.  Scams could be by mailshots, telephone calls, by post, online internet crime or by door knockers, indeed by anything that put people in their own home in fear.  Call blocking devices could be installed and work was ongoing with partnership events with external agencies such as banks and the Citizens Advice Bureau.  


63.2    The key contacts and links were:-

·         Trading Standards on 01473 264859

·         Citizens Advice Bureau Helpline: 03454 040506 e.htm

·         Action Fraud: 03001 232040

·         Royal Mail: 03456 113413 Freepost, Scam mail, PO Box 797, Exeter EX19UN

·         Suffolk Constabulary: 101 – Emergencies: 999


63.3    Councillor Cenci asked whether when gangs were in the area selling from vans, was there a way for the Councillors in that ward to be kept informed and the Officer said that this could be considered. 


63.4    Councillor C Smart asked what was being done on a larger scale in relation to internet hacking of financial or bank information and the Officer said that from a national point of view, it was known which areas of the world these websites originated and Action Fraud and the Police were able to get these websites taken down.  The Chair thanked Mr Carr for his presentation. 


SWAC/16/19 Funding request - Groundwork Stoke Together Project pdf icon PDF 472 KB

Additional documents:


64.1    Anna Martin from the Groundwork Stoke Together Project presented this item and explained that the project had been developed in partnership with IBC Waste Services, Groundwork Suffolk, Sanctuary Housing and the Keep Britain Tidy campaign.  Focus groups had taken place, alleyways had been cleared, bins had been labelled and a group of local residents had formed, based at Felaw Maltings.  It was intended to work with pupils from Hillside School and Stoke High School in interactive educational sessions.  A trial of additional lighting in alleyways in the area had been suggested to deter fly-tipping and anti-social behaviour taking place.


64.2    Councillors suggested that Section 106 (S106) agreement monies from developers, linked to planning permission could be used for improvements to the surrounding area e.g. for additional lighting if the location was within the prescribed area and fitted the S106 criteria.  It was suggested that liaison with the Planning Department, about whether the use of S 106 monies would be appropriate for this project, took place.   




            that £7,000 be allocated from the South West Area Committee budget to enable Groundwork Suffolk to support the Stoke Together project through engagement with schools, landlords and local residents, as detailed in section 4.1 of report Ref No: SWAC/16/19, be agreed.


            Reason: To support the resident group of the Old Stoke area to engage with the wider community, schools and landlords to promote a tidier neighbourhood and proactive approach to waste.


SWAC/16/20 Funding request - Chantry Library Youth Activities pdf icon PDF 194 KB


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


65.2    The Community Engagement Officer presented this item and confirmed that Chantry Library was located on Hawthorn Drive and children of all ages attended the current sessions which were run by volunteers.  The funding had been requested to extend the programme of activities and improve the offer to young people and foster the development of confidence, life skills and engagement with learning.


65.3    The list of additional activities was detailed which included engagement with other organisations such as: 4YP, Anglia Care Trust, Tesco, Suffolk County Council and the Police.


65.4    Councillor C Smart said that there were a broad range of activities for all ages and the costs were very reasonable.




            that £8,365.00 be allocated from the South West Area Committee budget to support youth activities at Chantry Community Library, as detailed in section 4.1 of the report, be agreed.


            Reason: To evaluate the Chantry Community Library proposal to develop a programme of structured activity for young people and the merit of the Committee providing funding for materials, equipment, staff support and outside activity leaders.


SWAC/16/21 Funding request - Ipswich Museum Schools Workshop Development pdf icon PDF 129 KB

Additional documents:


66.1    The Community Engagement Officer presented this item which had been written in consultation with the Portfolio Holder for Development which incorporated Museums.  Pupils from three schools in the South West area had been identified as not having visited the museum within the last academic year and for whom links with the planned teaching programme for the 2016/17 academic year would be beneficial.  Each child that visited would receive an invitation to return to the Museum for a family event to encourage families to return.


66.2    Councillor Gardiner was encouraged that feedback would be included when the artefacts were shown and Councillor Ellesmere said that the follow up family event would promote the Museums Service.


66.3    Councillor Cenci expressed concern about the cost of the freelance event leader and the session materials and the Community Engagement Officer explained that the cost of the event leader was split across all three events and the session materials would allow pupils to interact with the exhibits.


66.4    Councillor Gardiner said that as the South West of Ipswich had been identified as the most deprived area of Ipswich, family support was important.  Discussion took place about the importance of encouraging families to visit the Museum in the future, income for the Museum service and schools building on wider activities to embed pride in Ipswich. It was acknowledged that there might be a cost pressure for families in the South West area but with the activities being an organised part of the curriculum repeat visits to the Museum would be encouraged.


66.5    The Community Engagement Officer confirmed that all funding requests were subject to monitoring and evaluation in accordance with the Area Committee guidelines.




            that £3,500 be allocated from the South West Area Committee budget to enable sessions and provide support for schools to access sessions and provide feedback, as detailed in section 4.1 of report SWAC/16/21, be agreed.


            Reason:  To support schools in South West Ipswich to visit the Ipswich Museum and provide feedback on learning sessions thereby helping the service develop.


SWAC/16/22 Area Action Plan Update pdf icon PDF 52 KB

Additional documents:


67.1    The Community Engagement Officer reported that at the last Area Committee £1,305 had been allocated to the Oasis Language Centre and £2,375 to the Phoenix Project.  During October 2016 a week of action had taken place when ‘Money Safety Week’ had successful engaged with the public.  The initiative had been a run in partnership with Ipswich Borough Council, the Citizens Advice Bureau, Eastern Savings & Loans and the Rural Coffee Caravan.




            that the Area Action Plan, attached at Appendix 1 to report Ref No: SWAC/16/22, be noted.




            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 would help demonstrate how its budget would be allocated to deliver the priorities set for the area.


SWAC/16/23 Area Committee Budget Update pdf icon PDF 57 KB

Additional documents:


68.1    The Lead Head of Service presented this item which detailed the financial position of the South West Area Committee.  The remaining budget (after the allocation of £7,000.00 to Groundworks, £8,365.00 to Chantry Library Youth Activities and £3,500.00 to the Museums project) would be £32,836.


68.2    The Chair encouraged Councillors and residents to submit further funding requests to the Community Engagement Officer.




            that the financial statement at Appendix 2 to report Ref No: SWAC/16/23, be noted.


            Reason: To provide an audit trail of funding that had been spent from the South West Area Committee budget.


Dates of Future Meetings 2017/18, all to be held at 6.30pm:

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

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


(Venues to be arranged)

·      Thursday 15 June 2017

·      Thursday 27 July 2017

·      Thursday 21 September 2017

·      Thursday 16 November 2017

·      Thursday 18 January 2018

·      Thursday 8 March 2018


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

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


(Venues to be arranged)

·         Thursday 15 June 2017

·         Thursday 27 July 2017

·         Thursday 21 September 2017

·         Thursday 16 November 2017

·         Thursday 18 January 2018

·         Thursday 8 March 2018