Agenda and minutes

South West Area Committee - Thursday 23rd March 2017 6.30 pm

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

Contact: Trisha Sutton  01473 432512

No. Item


Apologies for absence


Apologies were received from Councillors Clarke, Ellesmere, Fern, Gardiner and Rudkin.


Unconfirmed Minutes of the Meeting held on 19 January 2017 pdf icon PDF 120 KB




that the minutes of the meeting held on 19 January 2017 be signed as a true record.


To Confirm or Vary the Order of Business




to vary the Order of Business.  To consider Item 8. Police Priorities after Item 5. to enable the Police to attend, otherwise the Order of Business be as printed on the Agenda.  


Declarations of Interest


There were no declarations of interest.


Chairs Update and Actions from the previous meeting


92.1    The following response had been received to a question from Councillor Powell about bus shelters at Vernon Street and Gwent House from Michael Newsham, the Integrated Transport Officer. 


            ‘Following the completion last year of the tender for new bus shelter advertising agreement, Adshel (the successful bidder) had obtained advertising consent to install a replacement advertising style bus shelter at the inbound bus stop on Vernon Street outside the former Uncle Tom’s Cabin public house.  It was expected to be installed during week commencing Monday 10 April 2017 subject to agreement with Suffolk County Council (as the Highway Authority) regarding the exact positioning of the shelter.


            The three Council owned bus shelters at the inbound bus stops on Prince of Wales Drive opposite Aberdare Close, on Maidenhall Approach near the junction with Pembroke Close (outside Gwent House) and on Maidenhall Approach near the junction with Belstead Avenue were all due to be replaced this year.  A tender exercise for the supply and installation of the new bus shelters and a separate tender exercise for the associated civil works had been completed and the successful bidders had been notified.  We are in the process of completing the necessary paperwork and placing an order for these works.  An exact date for the installation of these new bus shelters had therefore yet to be determined but it was expected that the works would take place this summer.’    


92.2    At the meeting held on 17 November 2017, funding of £8,365.00 had been allocated for Youth Activities at Chantry Library.  A number of dance group sessions would now not be able to take place due to the unavailability of a tutor.  So a similar alternative sports provision was being proposed (as the report had said that the provision could be flexible).


92.3    Discussion took place about the type of alternative sports provision that was being proposed and a member of Chantry Library said that football or other suitable sports sessions would be considered and it was requested that a member of the library report back to the Committee in September as part of the monitoring process.  In response to a question about how the events would be promoted it was confirmed that the activities would be promoted through Chantry Academy.


92.4    The Chair had received a comment from a resident that, at the North East Area Committee meeting, a County Councillor had reported that a flyover had been suggested at the Copdock Interchange which would affect South West wards, Babergh Parishes and the valuable assets of Belstead Meadows and a nature reserve.  The resident had also reported waste items had been left around the communal bins in Alderlee, by phoning the Cleaner Ipswich Hotline and the waste had now been removed.  


Police Priorities - South West Ipswich


93.1    Inspector Kevin Horton presented this item and introduced PC Matt Milton and the following contact information was given:- 


            E-mail -

            Telephone - 101

            Website -

            Twitter - @IpsWestPolice

            Facebook -


93.2    The Inspector said that there had been a significant increase in incidents of violence since September 2016 with 16 incidents of violence and disorder being recorded. There had also been a heightened media interest about the two murders (linked to West Meadows) and robberies and serious assaults, which had been linked to two groups in drug related incidents.  There had been a cycle of retaliation, involving a London based drug group, but he assured residents that the general public were not at risk.


93.3    In total 41 arrests had been made relating to the 16 incidents by the Major Incident Team including the Criminal Investigation Department (CID) and an Armed Response Vehicle.  Evening patrols by the (SNT) Safer Neighbourhood Team had been increased and the dedicated teams of PCSO’s and PC’s had been proactive. 


93.4    Operation Woven which focussed on diversionary tactics to discourage teenagers who had adopted the wrong lifestyle had been embarked on, with support from ISCRE and other advisory groups and this holistic approach was the priority at the moment.  Residents were asked to continue to report any incidents through the reporting system.


93.5    PC Milton reported that the priority areas remained as Gippeswyk Park, Chantry Library and the issue of homelessness.  At Gippeswyk Park extra patrols were taking place, street surveys had been undertaken and in response to residents the street lights now remained on.  At Chantry Library there were continued reports of anti-social behaviour, the free wi-fi had now been turned off and a weekly drop in surgery had been set up every Saturday between 2pm-3pm.  Dispersal orders would be used and the Police would be speaking to parents.


93.6    A resident who lived nearby spoke about anti-social behaviour happening behind his house in the car park on the library site and that motorbikes were entering the hall and the basketball court.  The Police spoke about work being undertaken in relation to anti-social behaviour taking place and said that it was a condition of the lease that the access via the gate remained open.  However, Section 59 warnings could be issued and a meeting was to be held to find a long term solution, identify the youths and if necessary, take action against them.  It was confirmed that there was no gate to stop the area behind the library being accessed.  The Police agreed to contact the resident, about the issues occurring behind the shops, after the meeting.


93.7    A question had been asked of the Police prior to the meeting by a resident and it was the following and a response was given:-


            Could it be confirmed that the person responsible for the six Pinewood burglaries earlier this year had been jailed for 12 years?  The person suspected had been arrested and was currently on bail pending a  ...  view the full minutes text for item 93.


Ward Councillor's Feedback from their Communities


94.1    Stoke Park


            Councillor Cenci reported that in respect of Asda shopping trolleys being left in the streets around the ward, no satisfactory resolution had been met.  The minutes of the Stoke Park Residents Association had suggested that Councillor Grant meet with the Manager of the supermarket.  Reports of overhanging tree branches and fly-tipping had been received and incidents could be reported using the Cleaner Ipswich Hotline on 01473 433000 or   All Councillors were invited to the Neighbourhood Watch meeting at Belstead Brook Hotel on 6 June 2017 at 7.30pm.


Councillor Grant said that she had reported littering in alleyways.


Sprites ward


Councillor C Smart reported a general rise in anti-social behaviour and of pothole complaints.


Gipping ward


Councillor Macartney reported that the pond was overgrown in Stone Lodge Park and the ground was boggy.  The Parks Department had been made aware and the situation would be sorted when the weather improved.


Bridge ward


Councillor P Smart said that when the development at Griffin Wharf had been built any expected facilities had not materialised however, at a recent exhibition by the developers alternative proposals had been included which included more family housing.


Councillor Powell reported that drug related incidents were still taking place at Bell Close and that the steps at this location would benefit from painted edging to denote the step edges.


Suffolk County Councillor Update


95.1    Suffolk County Councillor Armitage reported that a recent garage fire at Tern Road/Plover Road had spread to nearby properties.  Fly-tipping and the need for an alleyway light had also been reported.


Responses to Public Questions Received and Open Discussion on Local Issues


96.1    Five questions had been received from a resident prior to the meeting:-


1.    Can the flooding issue under the Railway Bridge at the junction of Ancaster Road and Ranelagh Road be alleviated during the current closure of Ranelagh Road?


‘The flooding under the Ancaster Road Bridge was historic and was linked to the fact that when it rained heavily silt was washed down from the unmade part of the road and blocked the gullies.  Despite regular clearing it was still a problem and the flooding was not linked to the current road closure.’


2.    When would the water leak at the Burrell Road entrance to the Rail Station be fixed?


‘County Councillors do not control the work schedule of Anglian Water and therefore could not say when the water leak in Burrell Road would be repaired.’


Councillor P Smart added that he was unable to say when the water leak would be repaired but he mentioned a leaflet about the road closure of Ranelagh Road which had stated that this would happen in summer 2017.  Anglian Water were yet to confirm the dates but any road closures would be overnight only.  


3.    Question 3 had been answered by Inspector Horton as part of the Police Priority update at Item 6.


4.     Why had the street sign for Belstead Avenue, previously reported, not been replaced?


The Community Engagement Officer said that he had spoken to the Officer in charge of the co-ordination of street signage who had confirmed that the replacement sign at the top of Maidenhall Approach was due to be actioned.’


5.    Please could you confirm that the South East Area Committee and the North East Area Committee on 31 May 2017 and 1 June 2017 respectively would take place on these dates?


‘As agreed at Council on 22 September 2016, the meetings would take place as advertised on the website and on each agenda.’


96.2    A resident brought up the fact that the state of the roads had been reported in the previous minutes and he mentioned Maidenhall Approach, at the top of Belstead Avenue and Prince of Wales Drive in particular.  Suffolk County Councillor Armitage said that she had looked these locations up on the reporting hotline map and they had not been noted so she would submit them.    


96.3    Discussion took place about traffic issues concerning the Wet Dock Crossings and a Northern Ipswich by Pass.  Councillor Cenci said that the routes were still in the planning stages and more work would be undertaken to mitigate these issues.  Councillor P Smart said that the funding for the Wet Dock Crossing had already been put aside and responses to the previous consultation with regards to routes would be considered.


96.4    Other suggestions were offered to keep the traffic flowing around the dock area, for the Orwell Bridge road surface to be changed and for road markings to be changed near the petrol station at Wherstead Road to improve safety.  Councillor P Smart asked that the  ...  view the full minutes text for item 96.


SWAC/16/31 Funding request - St Margaret's Cricket Club pdf icon PDF 1 MB


97.1    Mr Carl Fitch, a member of St Margaret’s Cricket Club spoke on behalf of Norman Atkins MBE and presented this report which requested that £1,171.29 be funded from the South West Area Committee budget to carry out improvement works to the cricket facilities at Ransomes Sports Centre.  He gave some background of the cricket club which had been in existence since 1948 and had moved to Ransomes Sports Ground in 1988.  The Ransomes Sports Centre had recently been rebuilt by Ipswich Borough Council and the cricket club had made a contribution.


97.2    Coaching was offered to school students, run by volunteers 4-5 days a week during the summer months and 25% of the membership came from the South West area.  The facilities were currently considered to be dangerous as there were holes in the netting and it was hoped that better facilities would attract more members and in particular more female members as part of the ‘This Girl Can’ project.


97.3    Councillor P Smart asked whether the facilities were available for those with disabilities and whether funding had been requested from other organisations such as The Lords Taverners.  Mr Fitch said that it was not possible for the cricket club to ask for funding from other organisations and leaflets would be given to all schools in the area to increase membership.




            that £1,171.29 be allocated from the South West Area Committee budget to carry out improvement works to ensure the continued and safe use of the cricket facilities at Ransomes Sports Centre, be agreed.


            Reason:  To support St Margaret’s Cricket Club in providing safe and enjoyable cricket facilities and coaching that encouraged health, fitness, participation and community spirit.  


SWAC/16/32 Area Action Plan Update pdf icon PDF 51 KB

Additional documents:


98.1    The Community Engagement Officer presented this report which detailed the funding allocated by the South West Area Committee for the 2016/17 municipal year.  There had also been consultations on the Cornhill Project, Trading Standards, the Orwell Crossing and the Equipped Play Strategy.  Suffolk County Council had given a budget update and there had also been bi-monthly Police updates on the Police priorities.  Any future funding requests could be submitted to the Officer.


98.2                Councillor Powell asked about the future of the garages behind Maidenhall Green and Councillor P Smart said that there had been a consultation with the residents of Maidenhall Green and Conway Close and as there was a shortage of parking in the area, the residents had asked that the garages remain.




            that the South West Area Committee Area Action Plan, attached at Appendix 1 to report Ref No: SWAC/16/32, 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 would help demonstrate how its budget was being allocated to deliver the priorities set for the Area.


SWAC/16/33 Area Committee Funding & Mad Protocols pdf icon PDF 54 KB

Additional documents:


99.1    The Community Engagement Officer presented the revised Area Committee Funding Protocol and the Making A Difference Protocol.  Changes had been made to ensure that groups had an appropriate governance infrastructure arrangement in place and that the Council’s Business Plan was sustained.    




            that the Area Committee Funding Protocol attached at Appendix 1 to the report and the Making A Difference Funding Protocol attached at Appendix 2 to the report, be adopted.


            Reason:  To clearly set out the approach to provide support via Area Committee funding and to provide guidance for the allocation of funding.


SWAC/16/34 Area Committee Budget Update pdf icon PDF 57 KB

Additional documents:


100.1  The Lead Head of Service presented the Area Committee budget update and reported that at the start of the meeting £6,550.40 remained unallocated.  The funding agreed tonight would be taken off of this total leaving £5,379.11 in the budget which would be rolled over into next year’s budget.




            that the financial statement of the South West Area Committee, attached at Appendix 2 to report Ref No: SWAC/16/34, be noted.


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



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

·         Thursday 15 June 2017 – Stoke Green Methodist Church, Halifax Road IP1 8RE

·         Thursday 27 July 2017 – Chantry Academy, Mallard Way IP2 9LR

(Venues to be arranged)

·         Thursday 21 September 2017

·         Thursday 16 November 2017

·         Thursday 18 January 2018 – Gipping Room, Grafton House, Russell Road IP1 2DE

(Venue to be arranged)

·         Thursday 8 March 2018


·         Thursday 15 June 2017 – Stoke Green Methodist Church, Halifax Road IP1 8RE

·         Thursday 27 July 2017 – Chantry Academy, Mallard Way IP2 9LR

(Venues to be arranged)

·         Thursday 21 September 2017

·         Thursday 16 November 2017

·         Thursday 18 January 2018 – Gipping Room, Grafton House, Russell Road IP1 2DE

(Venue to be arranged)

·         Thursday 8 March 2018