Agenda and minutes

South West Area Committee - Thursday 31st May 2018 6.30 pm

Venue: Chantry Academy, Mallard Way, Ipswich IP2 9LR

Contact: Jess Dool  01473 432513

Items
No. Item

1.

Election of Chair

Minutes:

Resolved:

 

that Councillor Grant be elected as Chair of the South West Area Committee for the municipal year 2018/19.

2.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Armitage.

3.

Unconfirmed Minutes of the Meeting held on 8 March 2018 pdf icon PDF 122 KB

Minutes:

Minute No 75.2 – Bridge Ward: the following amendment be made – “Councillor P Smart advised that discussions had taken place with Suffolk County Council where it had been confirmed that no money would be put into supporting the resident parking process”.

 

Resolved:

 

that the minutes of the meeting held on 8 March 2018, with the amendment above, be signed as a true record.

4.

To Confirm or Vary the Order of Business

Minutes:

Resolved:

 

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

5.

Declarations of Interest

Minutes:

There were no declarations of interest.

6.

Police Priorities

Minutes:

6.1.       Simon Lanning, Community Engagement Officer, reported that apologies had been received by the Police however, a statement had been prepared by Inspector Horton in his absence and provided to Councillors regarding the South West Ipswich priorities.

 

6.2.       Antisocial Behaviour in Open Spaces and Parks continued to be considered as part of Operation Parkland and diversionary activities had been planned in Hawthorn Drive over the summer period with SNT and the Co-Op. Patrols would also be undertaken within the Burlington Road area.

 

6.3.       The Police continued to visit premises of vulnerable people who had been affected by cuckoo-ing (where homes had been taken over for drug related purposes) and residents were encouraged to report any community intelligence via crime stoppers. With regards to response times to 999 calls this continued to be within the target time of 92%.

 

6.4.       In response to a question, it was confirmed that Chantry Library remained closed on a Sunday whilst further work continued to be undertaken there.

 

6.5.       Councillor Hughes requested that more statistical information be provided by the Police for the next South West Area Committee meeting.

 

6.6.       It was confirmed that any concerns with regards to Ipswich Borough Council property could be reported to IBC Housing Officers.

7.

Chair's Update and Actions from the Previous Meeting

Minutes:

7.1.       The Chair welcomed Councillors Allen, Armitage and Hughes who had been recently elected as Ipswich Borough Council Councillors.

8.

Ward Councillor's Feedback from their Communities

Minutes:

Stoke Park Ward

 

8.1.       Councillor Cenci reported that there had been a number of concerns reported by residents which included the reduction to the number 16 bus service, fly tipping, litter and speeding. A presentation on Ipswich Borough Council’s Tree Policy had been requested and this would be provided at the next South West Area Committee.

 

8.2.       The Chair reported that there had been some complaints with regards to litter outside the McColl’s shop near Stoke Park Asda. The owner had been contacted and it was hoped that this would continue to improve.

 

Bridge Ward

 

8.3.       Councillor P Smart confirmed that the play equipment at Bourne Park had been renewed and this included new inclusive play equipment for children with mobility issues and improvements to the paddling pool. With regards to the number 16 Bus Service, there were a number of legal difficulties which meant that there would not be the opportunity for IBC to increase the frequency of the service.

 

8.4.       Councillor Rudkin confirmed that a recycling project had been undertaken in Old Stoke to improve recycling and new bottle banks had been installed in Tyler Street which had improved collection rates. The Bourne Park play area was a positive improvement to the area and would be a fantastic resource for people to use in the Summer.

 

8.5.       Councillor Allen reported that The Smock Pub on Maidenhall Approach ran a “Meet up Mondays” scheme for people to attend which aimed to tackle loneliness and isolation in communities. There had also been some complaints received regarding parking near the train station in residential roads.

 

Sprites Ward

 

8.6.       Councillor Fern reported that several bus shelters had been replaced and confirmed that although graffiti had been reported in some places, this had been cleared quickly. Potholes continued to be reported especially within the Belstead Road area. It was suggested that following the funding request received at the previous South West Area Committee meeting for a Kit Car at St Matthews School, that the Committee could consider purchasing a number of kit cars in the future to be allocated to all South West Ipswich Schools.

 

8.7.       Councillor C Smart confirmed that he would contact the police with regards to what diversionary activities would be undertaken at Chantry Library. There had also been a number of complaints made regarding large good vehicles using Radcliff Drive.

 

Gipping Ward

 

8.8.       Councillor Gardiner reported that there had been a number of concerns raised with regards to Campion Road and reports of speeding/issues with cars parked there. This continued to be considered by both the police and traffic enforcement officers. With regards to the issues of potholes on Belstead Road, it was anticipated that the section of Belstead Road to Stoke Park Drive would have surface dressing undertaken in July which would also address the potholes there.

 

8.9.       Councillor Ellesmere advised that there had been a number of reports regarding littering and fly tipping between the London Road and Handford Road area. Some wheelie bins had been removed  ...  view the full minutes text for item 8.

9.

Suffolk County Councillors Update

Minutes:

9.1.       County Councillor Abbott reported that Vernon Street would be resurfaced over two evenings in June to ensure disruption would be kept minimal. A commitment had also been secured for the surface at Maidenhall Approach which would also involve the replacement of speed bumps.

 

9.2.       There were concerns around SEN provisions for families in Ipswich and the lack of existing provision in and outside of schools and this continued to be an area which required further consideration from the County Council. The Ofsted Report issued regarding The Bridge School which had sited a number of problematic safeguarding concerns required urgent action and work would be undertaken to ensure these problems could be alleviated as soon as possible.

10.

Responses to Public Questions Received and Open Discussion on Local Issues

Minutes:

10.1.    A resident reported that a project aimed to tackle loneliness was provided at Shepherd Drive Baptist Church every other Wednesday for all to attend.

 

10.2.    Councillor P Smart referred to the previous minutes and advised that the three bus shelters discussed would be replaced in June 2018.  At present, there were no dates fixed for the bus shelters which would be replaced by the advertiser contractors.

 

10.3.    A resident raised concern with regards to the new Virtual Resident Permits which had recently been implemented and advised that this had caused residents a number of issues. It was agreed that this would be raised with the appropriate officers following the meeting.   

11.

SWAC/18/01 Area Committee Budget Update pdf icon PDF 63 KB

Additional documents:

Minutes:

11.1.    Deborah Carr,  Operations Manager Corporate Support,  reported that the South West Area Committee had a total budget of £41,281.07 available to spend on the priorities of the Area Action Plan.

 

11.2.    The Area Committee had an option to devolve up to 10% of its annual budget to establish a ‘Making a Difference’ (MAD) budget for small scale community initiatives and a 10% allocation would equate to £600 per ward for 2018/19.

 

11.3.    The Making a Difference Budget had an underspend of £1921.50 in 2017/18 and therefore the Committee was requested to note the financial statement, determine the allocation of funding to establish a Making a Difference (MAD) Budget for 2018/19 and approve the return of the unspent MAD funding to the main unallocated South West Area Committee budget.

 

Resolved:

 

(a)  That the financial statement in Appendix 1 be noted;

(b)  That the South West Area Committee devolve 10% of its annual budget to support small scale community initiatives;

(c)  That the South West Area Committee budget funding where there is no further expenditure anticipated, be released

 

Reasons:

a)    To provide clear and transparent details of the amount of funds available to the Area Committee to deliver the priorities in it’s action plan.

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 release any South West Area Committee budget funding where there is no further expenditure anticipated.

12.

SWAC/18/02 Venue Hire / Publicity Allocation 2018/19 pdf icon PDF 57 KB

Additional documents:

Minutes:

12.1.    Simon Lanning, Community Engagement Officer, advised that the Committee  had been requested to consider the allocation of £500 from the South West Area Committee budget for costs associated with advertising and venue hire.

 

Resolved:

 

that £500 from the South West Area Committee budget be allocated for costs associated with advertising and venue hire for the South West Area Committee for 2018/19, as detailed in Appendix 1

13.

SWAC/18/03 Area Committee Funding Guidelines pdf icon PDF 55 KB

Additional documents:

Minutes:

13.1.    Simon Lanning, Community Engagement Officer, advised that the Area Committee Funding Guidelines had been created to provide applicants with an understanding of the process, the rules and how to apply. The basic requirements which had to be met included a Committee with at least three members, a bank account in the organisation/group’s name and a year of accounts to be submitted for any requests over £1,000. The MAD guidelines had also been updated so that any unspent funding would automatically be returned to the unallocated budget in future years.

 

13.2.     It was confirmed that the guidelines would be sent with the application form to applicants.

 

Resolved:-

 

that the Area Committee Funding Guidelines attached at Appendix 1 and the Making a Difference Budget Funding Guidelines attached at Appendix 2 be adopted.

14.

SWAC/18/04 Area Action Plan Priorities pdf icon PDF 53 KB

Additional documents:

Minutes:

14.1.    Simon Lanning, Community Engagement Officer, reported that the Area Action Plan Priorities for South West Ipswich had been produced to identify the areas within the South West which the Committee would focus on alongside the vision of the Corporate Plan. Following an online poll for Councillors, the priorities suggested included a healthy community, quality homes for all and safe communities.

 

14.2.    Discussion took place around the Area Action Plan Priorities and it was agreed that a meeting for all members of the South West Area Committee would be held for further consideration, with the view of approving the plan at the next meeting.

 

Resolved:

 

that the Action Plan be deferred to the next South West Area Committee meeting

15.

SWAC/18/05 Funding Request: Bangladeshi Support Centre pdf icon PDF 160 KB

Minutes:

15.1.    Simon Lanning, Community Engagement Officer, reported that a contribution of £1,016.16 funding was sought by the Bangladeshi Support Centre toward the overall cost of their existing projects. This included face to face support, a funding officer and a “befriending scheme” for the over 50’s. It was anticipated that with continuation funding from the five area committees, the Group would be able to seek significant funding elsewhere to secure their annual programme.

 

Resolved:

 

that £1,019.16 be allocated from the South West Area Committee budget in contribution to the overall cost of existing projects run by the Bangladeshi Support Centre.

16.

SWAC/18/06 Funding Request: Ipswich Women's Festival pdf icon PDF 120 KB

Minutes:

16.1.    Pat Dobson and Pauline Henry presented their funding request which sought £1,171.88 from the South West Area Committee towards the cost of the Ipswich Women’s Festival Group project to celebrate 100 years of the women’s vote. The funding from the Area Committees would contribute to activities such as EqualiTeas, pop up exhibitions and craft events. The events had been planned to celebrate but also to educate and encourage young women (and men) to vote.

 

16.2.    Discussion took place around some of the activities which had been planned and it was suggested that other untraditional avenues be explored (such as activities based around technology/computers).

 

Resolved:

 

that £1,171.88 funding be approved by the South West Area Committee towards the cost of the Ipswich Women’s Festival Group project to celebrate 100 years of the women’s vote.

17.

SWAC/18/07 Funding Request: ActivLives Big Garden Party pdf icon PDF 2 MB

Minutes:

17.1.    Susannah Robirosa, ActivGardens Development Manager, provided a presentation to the South West Area Committee and confirmed that funding of £960 was sought by the Area Committee toward the cost of the 2018 Big Garden Party event.  The event would be free for all and funding would help support the costs of first aid, gazebo hire, attractions and publicity. ActivLives encouraged healthy and active lifestyles, provided support within the community for a range of different people and engaged with schools and academies.

 

17.2.    The Big Garden Party Event would be held on Saturday 21st July 11am to 3pm at the People’s Community Garden, Maidenhall Allotments.  

 

Resolved:

 

that £960 be allocated from the South West Area Committee budget toward the cost of the 2017 Big Garden Party event.

18.

SWAC/18/08 Road Closures Information pdf icon PDF 56 KB

Additional documents:

Minutes:

18.1.    The road closures for the Great East Run which would be held on 10 September 2018 were noted including the importance that early consultation be held with the public and residents most affected to ensure disruption would be kept at a minimum.

 

Resolved:

 

that the report be noted.

19.

Dates of Future Meetings 2018/19, all to be held at 6.30pm

Thursday 12 July 2018 – Stoke Green Baptist Church, Halifax Road

Thursday 6 September 2018 – St Peter’s Church Hall, Stoke Park Drive

Thursday 1 November 2018  - Venue to be arranged

Thursday 10 January 2019 – Gipping Room, Grafton House Russell Road IP1 2DE

Thursday 7 March 2019  - Venue to be arranged

Minutes:

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

 

·         Thursday 12 July 2018 – Stoke Green Baptist Church, Ipswich IP2 8RE

·         Thursday 6 September 2018 – St Peter’s Church Hall, Stoke Park Drive

·         Thursday 1st November 2018 – Chantry Methodist Church, Kingfisher Avenue

·         Thursday 10th January 2019 – Gipping Room, Grafton House, Russell Road IP1 2DE

·         Thursday 7th March 2019 – Venue to be arranged