Agenda and minutes

South West Area Committee - Thursday 30th May 2019 6.30 pm

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

Contact: Jess Dool  01473 432513

No. Item


Election of Chair




that Councillor Grant be elected as Chair of the South West Area Committee for the municipal year 2019/20.


Apologies for absence


Apologies for absence were received from Councillor Armitage, Councillor Hall and County Councillor Abbott.  


Unconfirmed Minutes of the Meeting held on 7 March 2019 pdf icon PDF 108 KB


3.1.       Councillor P Smart requested that the minutes be amended to read that:


The brown bin collections would no longer include any kitchen waste and in future they would only be used for garden waste. Tetra Pak and kitchen utensils would also no longer be eligible for blue bin waste. Tetra Pak should be disposed of in the black bin and kitchen utensils in the ‘metals’ bin at the Household Waste Sites (e.g. Portman Walk or Foxhall). All communication regarding the changes would be circulated to residents in the near future.”


3.2.       Councillor P Smart confirmed that as per the minutes on page 7, and the recommendations which the Committee had agreed regarding the bus stop relocation from 13 Heatherhayes, no changes would be made to what had been resolved. However, following an advertisement for a bus stop clear way order in Broomhayes, a late objection had been received and this matter would be considered further by Officers to try and find the best solution.  




that the minutes of the previous meeting held on 7 March 2019, with the amendment above, be signed as a true record.


To Confirm or Vary the Order of Business




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


Declarations of Interest


There were no declarations of interest.


Police Priorities


6.1.       Inspector Horton provided an update on the priorities for the South West of Ipswich and confirmed that the main focus continued to be around drug dealing. Suffolk Constabulary had been involved with the County Lines Intervention week where 6 warrants had been executed and Officers had visited vulnerable individuals at risk of ‘cuckooing’. Patrols had also been undertaken within public spaces and parks.


6.2.       Proactive patrols had been held to tackle Antisocial Behaviour in the Austin Street area of town and discussions had take place with residents to discuss their concerns. Patrols, including both searches and weapon sweeps, had also continued in Alderman Park.


6.3.       The issue of “behind doors” prostitution continued to be considered and Officers had attended eight known addresses in Ipswich to check the safety and welfare of the women involved and to provide them with options to help encourage further engagement with the Police.


6.4.       With regards to the wider issues within Ipswich, there had been a 92% response rate time to 999 calls and focus had been placed on theft, especially with regards to the increase of robberies within the town centre late at night. Opportunities had also been provided to schools and young people with regards to engaging with diversion groups and various activities had been planned for the future.


6.5.       Inspector Horton confirmed that some information had been published in the local media regarding the Council Tax precept. Two more officers had been recruited to work within the engagement and vulnerability area of policing, and a proactive team in Ipswich had been formed to consider the main roads around Ipswich, to undertake drug checks, etc.


6.6.       A resident raised a query regarding what would happen in circumstances where people ignored parking restrictions and discarded any parking tickets received. It was confirmed that Ipswich Borough Council was responsible for enforcing traffic regulation orders. When fines had not been paid, the Council would attempt to find the registered owner to the vehicle and would pursue all possible avenues. It was an offence to have an unregistered vehicle and therefore, if a vehicle had not been correctly registered, further enforcement action could be considered.


Chair's Update and Actions from the Previous Meeting


7.1.       The Chair confirmed that following an action at the meeting held on the 7th March 2019, an invitation had been sent to the Police & Crime Commissioner asking him to attend a future meeting to discuss issues which had been raised by residents. It was confirmed that the PCC would attend the South West Area Committee meeting on Thursday 14th November 2019.


7.2.       The Chair welcomed Councillor Smith as Ipswich Borough Council’s newly elected Ward Councillor for Sprites and welcomed re-elected Councillors Gardiner and Hall. Former Councillor Roger Fern was thanked for his service as an Ipswich Borough Council Councillor and a valued member of the South West Area Committee.


Ward Councillor's Feedback from their Communities


8.1.       Stoke Park Ward


Councillor Cenci reported that her main focus had been on the noise issues caused by Anglian Water which had been affecting many residents in the South West Ipswich. Anglian Water had accepted that the noise was coming from them and had provided a number for people to ring to receive direct updates. Other issues reported had involved drugs and young people and details of this had been provided to Inspector Horton.


Councillor Grant provided an update on the litter situation at McColls and advised that there had been huge improvements and the owners had confirmed that monthly litter picks would be undertaken to ensure that    the situation would not return to its previous condition.


Bridge Ward


Councillor P Smart reported that with regards to the Anglian Water noise issue, a survey report following an examination of this had been issued by consultants and provided to the Environmental Health team at Ipswich Borough Council. This detailed what remedial action could be undertaken between the Council and Anglian Water to address the situation however, in the meantime the direct line residents could ring for updates was 0345 791 9155.


Fly Tipping in the Austin Street area continued to be of concern andCouncillor P Smart advised that the Council only had authority to deal      with fly tipping when it was on the public highway. However, there had been some recent situations where although this had been off the          highway, it had been visible to the public. Therefore the Council           continued to consider how situations such as this could be resolved.


Councillor Allen echoed Councillor P Smarts comments regarding fly tipping in the area and confirmed that a meeting would be held soon to consider what action could be taken to try and resolve this. Other areas of concern included parking issues outside Hill Side Primary School and Halifax Primary School however, Parking Enforcement had been very proactive in dealing with this.


Councillor Rudkin reported that new housing would be built in the Griffin Wharf area and as part of the engagement made with the residents of Bridge Ward, consideration into possible names for the new road continued. It was possible that some publicity and education could be undertaken around this.


Sprites Ward


Councillor C Smart advised that engagement would be undertaken with residents of Robin Drive and Bridgewater Road to discuss issues of speeding, poor visibility and parking with a view of presenting concerns to Suffolk County Council. With regards to the Ed Sheeran concerts which would be taking place in August 2019, residents would be invited to attend surgeries to discuss any concerns they may have.


Councillor Smith confirmed that an issue regarding an area of highway on Hawthorn Drive had been brought to her attention which had been referred to Suffolk Highways, who following an inspection, had reported that no further action was needed. Therefore, herself and Councillor            Gardiner would be looking to escalate the issue further due to the impact        it had on the residents  ...  view the full minutes text for item 8.


Suffolk County Councillors Update


9.1.       Councillor Gardiner, in his capacity as a Suffolk County Councillor, reported that following Councillor Smith’s update on the issue at Hawthorn Drive, Suffolk Highways would be contacted to further discuss this and to advise them that residents should be visited to provide an explanation.


9.2.       Investigation work had been undertaken regarding a lamppost which had been removed in Holyrood Close by Suffolk Highways, which had a new neighbourhood watch sign on it and had been funded from his locality budget. The Street Lighting department had been contacted and would be looking to retrieve the sign.


9.3.       Councillor Gardiner confirmed that a campaign had been taking place around parents concerns for children with special educational needs and the insufficient funding available for this. Suffolk County Council had made some commitments to try and provide better provision within Ipswich itself, and this continued to be a high priority. 


Responses to Public Questions Received and Open Discussion on Local Issues


10.1.    The following questions had been received prior to the meeting.


As Ipswich Borough Council has responsibility for fining vehicles idling their engines, does the Ipswich Borough Council South West Area Committee support the idea that these fines should be shared as a reward, as in the attached form from the press.


A written response to the question would be provided.


10.2.    What are the current plans for dealing with vehicle and pedestrian traffic and other travel arrangements for the four day, back-to-back Ed Sheeran concerts?


Will these plans be released in advance publicly or are the Council “winging it” expecting many residents’ long bank holiday weekend to be ruined without the ability to oppose such plans in advance of the concert dates?


Can any Councillor confirm or deny speculation rumours that greenspace including Chantry Green and parks such as Christchurch Park and Gippeswyk Park will be utilised for car parking? This is wholly unacceptable as many residents want to enjoy their bank holiday in the summer within our beautiful parks.


Councillor P Smart confirmed that Gippeswyk Park, Christchurch Park and Chantry Park would not be used for parking. A presentation on the plans which had been put in place for the concerts would be provided at the next South West Area Committee meeting on Thursday 11 July 2019. Other forms of community engagement included emails to ticket holders to advise the best routes into Ipswich and parking/transport arrangements and details of all road closures and diversions published in the media.


10.3.    A resident reported speeding on Stoke Park Drive and Belstead Road and asked for further information regarding the twenty minute bus service provided in Stoke Park which appeared to be a longer service than other routes.


Councillor Gardiner advised that the issue of speeding had been brought to the attention of the Police on a number of occasions. The cost of providing a speed indicator device had been investigated which was expected to be in the region of £5,000. However, it was uncertain where this could be placed to be most effective. A speed watch team had been in place within the South West Ipswich a number of years ago which had been very successful and it was possible that if a team of volunteers could be recruited, then this could be resurrected. A resident advised that as a former member of the original speed watch team, unfortunately due to lack of funding and other issues, it had not been viable for volunteers to continue at that time.

Councillor P Smart confirmed that the frequency of bus services was the responsibility of the bus operators and their commercial judgement, and was not a matter which the Council could advise on. Generally densest populations would have a higher frequency service.


10.4.    A resident reported an incident between a young female and two men which had occurred on the footbath from Daniel Close to Belstead Road. She had reported this to the Council via email and requested information as to  ...  view the full minutes text for item 10.


SWAC/19/01 Area Committee Budget Update pdf icon PDF 61 KB

Additional documents:


11.1.    Shirley Jarlett, Head of Governance, confirmed that a further £24,200 had been allocated to the South West Area Committee for 2019/20. This brought the total unallocated budget available to spend on the priorities of its Area Action Plan to £30,699.00.


11.2.    The Committee also had the option to devolve up to 10% of its annual budget to establish a ‘Making a Difference’ (MAD) budget for small scale community initiatives. This equated to £600 per ward.


11.3.    Councillor Ellesmere noted that due to the much lower underspend from 2018/19 the total budget available for 2019/20 had been reduced quite significantly from previous years. It was suggested that the Committee would need to be aware of this when considering funding requests.


11.4.    Discussion took place around the MAD budget allocation and it was agreed that the 10% would be maintained for 2019/20 however, would be reviewed the following year.


It was RESOLVED that:-


(a)  The financial statement in Appendix 1 be noted;

(b)  That the £2,400 funding be established for the Making a Difference (MAD) budget for 2019/20

(c)  That the unspent MAD funding for 2018/19 (£1,892.50) returned to the main unallocated South West Area Committee budget be noted.



(a)  To provide clear and transparent details of the amount of funds available to the Area Committee to deliver the priorities in its 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.


SWAC/19/02 Venue Hire / Publicity Allocation 2018/19 pdf icon PDF 56 KB

Additional documents:


It was RESOLVED that:


£500 from the South West Area Committee budget for costs associated with advertising and venue hire for the South West Area Committee 2019/20, as detailed in Appendix 1, be allocated.



To facilitate the good running of the Area Committee, meeting the goal to devolve power closer to the people.


SWAC/19/03 Area Action Plan pdf icon PDF 56 KB

Additional documents:


13.1.    Sloane Potter, Community Engagement Officer, provided a presentation and overview of the South West Ipswich population and confirmed the various statistics within each ward, such as employment and education,  and how this compared to the County average.


13.2.    The Officer reported on which areas of the South West had been hot spots for drug paraphernalia and pointed out other areas which could be considered when agreeing the Area Action Plan such as drug paraphernalia hotspots and fly tipping, of which Bridge had the second highest number of reports compared to all wards within Ipswich.


13.3.    The Officer asked the Committee to use both the data provided plus their own knowledge to agree an action plan for the year 2019/20. The Area Action Plan would be used to help focus on the needs and issues specific to the South West.


It was RESOLVED that:


The priorities for the 2019/20 municipal year be determined and then agreed at the next South West Area Committee meeting.


SWAC/19/04 Funding Request: South West Ipswich Team Ministry Defibrillators pdf icon PDF 798 KB


14.1.    Reverend Robert Hinsley, South West Ipswich Team Ministry, presented his funding request to the Committee which sought £3,900 funding towards the installation of Artificial External Defibrillator devices at each of the three churches which comprised the ministry: St Francis Church, St Peter’s Church and St Mary at Stoke Church.


14.2.    Councillor Gardiner agreed to provide £500 funding towards the request from his Suffolk County Council Locality Budget.


14.3.    Discussion took place around other premises within the South West which might have defibrillators installed (such as Ipswich Rail Station) and what other areas of funding could be explored.


14.4.    In response to a residents question, Councillor Grant confirmed that if someone dialled 999 and requested an ambulance, the Operator would inform them where the nearest defibrillator could be located and would provide them with an access code.


14.5.    It was agreed that up to £3,400 funding would be allocated from the South West Area Committee budget in contribution to the installation of AED’s however, with the request that other options for funding be considered.



It was RESOLVED that:


Up to £3,400 be allocated from the South West Area Committee budget to the South West Ipswich Team Ministry for the installation of Artificial External Defibrillator devices at each of the three churches which comprise the ministry: St Francis Church on Hawthorn Drive, St Peters Church on Stoke Park Drive and St Mary at Stoke Church on Stoke Street, with the additional request that other funding options be considered.



To sustain the health and wellbeing of residents in the South West area.


SWAC/19/05 Funding Request: Buttons & Bows Nursery CCTV and Exterior Lighting pdf icon PDF 851 KB


15.1.    Clair Hallums, Nursery Manager of Buttons & Bows Nursery, presented her request to the South West Area Committee which sought £1606.00 funding to cover the cost of installing exterior lights at the Buttons & Bows Nursery on Aster Road.


15.2.    Ms Hallums explained that during the winter months, the alleyway which led to the nursery had poor visibility and both members of staff and parents had advised that they felt vulnerable when using this. The lighting would help alleviate their concerns and ensure families could feel safe and secure when picking up their children and staff when locking the premises.


15.3.    Ms Hallums confirmed that the nursery would be responsible for the ongoing maintenance costs and permission had been granted from both the adjoining The Oaks Primary School and Suffolk County Council to undertake the work.


15.4.    Councillor Gardiner confirmed that he had agreed to contribute £500 from his Suffolk County Council Locality Budget towards the installation of exterior lights.


It was RESOLVED that:


£1606.00 funding be allocated from The South West Area Committee budget towards the Bows and Arrows nursery group for the cost of installing exterior lights at the Buttons and Bows Nursery.



To help all staff and families be safe when entering and exiting the nursery, as well as the families who access the adjacent The Oaks Primary School.



SWAC/19/06 Funding Request: Chantry Library 'Little Kickers' Sessions pdf icon PDF 425 KB


16.1.    Chris West and Vicki Evans, Little Kickers, presented their funding request to the Committee which sought £2,000 to the Friends of Chantry Library, to enable the franchise ‘Little Kicker’s’ to provide an exercise project for pre-school children under 5 years of age. Following a review, it had been agreed to consider ways of providing sessions which could be free for parents during the school year term time, which would allow up to 24 different children every week to take part. The sessions centred around football however would include other educational elements such as colours, shapes and learning to share.


16.2.    Councillor Gardiner agreed to provide £500 funding from his Suffolk County Council Locality Budget towards the request.


16.3.    Councillor C Smart confirmed that he had been to their reopening session which had been well attended and advised that parents had been very enthusiastic. He asked if sessions in general were fully booked and Mr West confirmed that they were and both boys and girls took part in the sessions.


16.4.    Councillor Cenci asked how this would be publicised to ensure children from other wards in the area could benefit. It was confirmed that advertisements would be done through social media (such as Facebook) and through Suffolk Libraries.


It was RESOLVED that:


The South West Area Committee allocate £1,500 funding to Friends of Chantry Library to enable Little Kickers to provide an exercise project for pre-school children (Under 5yrs).




·         To support healthy activities for young children in the South West area

·         To support parents and families to participate in their local community

·         To promote wellbeing in South West Ipswich



SWAC/19/07 Funding Request: Kinetic Science Fair Event pdf icon PDF 1 MB


17.1.    Deborah Ball, Kinetic Science Foundation CEO, presented her funding request which sought £2,800 from the South West Area Committee towards the cost of providing a Science Fair event free to the public. This would be a one-day event held at Suffolk One on Saturday 15th June between 10.00am and 2.30pm which would include a variety of hands-on workshops, demonstrations and presentations across a broad range of topics including robotics and kitchen chemistry. A Science Show would be provided at the end of the fair of which tickets would be priced at £4 per person.


17.2.    Discussion took place around the location of the event and how this would attract many visitors from both the whole of Ipswich and areas outside. It was suggested that both Suffolk County Council and Babergh District Council could be approached for support funding the event.


It was RESOLVED that:


The South West Area Committee allocate £1,000 to Kinetic Science toward the cost of providing a Science Fair event free to the public.




·         To promote learning and engagement with sciences

·         To promote healthy living, nutrition and first aid

·         To promote aspiration in careers in science and technology

·         To provide a free accessible family activity for residents





Dates of Future Meetings 2019/20, all to be held at 6.30pm

Thursday 11th July 2019 – St Peter’s Church, Stoke Park Drive, Ipswich

 IP2 9TH


Thursday 12th September 2019 – Shepherd Drive Baptist Church, Laburnum Close, Pinewood, Ipswich IP8 3SL


Thursday 14th November 2019 – Stoke Green Baptist Church, Halifax Road, Ipswich IP2 8RE


Thursday 16th January 2020 – Gipping Room, Grafton House, Ipswich Borough Council, Russell Road IP1 2DE


Thursday 12th March 2020 (Venue to be Confirmed)


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


Thursday 11th July 2019 – St Peter’s Church, Stoke Park Drive, Ipswich IP2 9TH


Thursday 12th September 2019 – Shepherd Drive Baptist Church, Laburnum Close, Pinewood, Ipswich IP8 3SL


Thursday 14th November 2019 – Stoke Green Baptist Church, Halifax Road, Ipswich IP2 8RE


Thursday 16th January 2020 – Gipping Room, Grafton House, Ipswich Borough Council, Russell Road IP1 2DE


Thursday 12th March 2020 – Venue to be Confirmed