Agenda and draft minutes

South West Area Committee - Thursday 23rd July 2020 6.30 pm

Venue: Virtual Meeting

Contact: Jess Dool  01473 432513

No. Item


Apologies for Absence


Apologies for Absence were received from Councillor Armitage and Councillor Cenci.


Minutes of the Previous Meeting held on 11 June 2020 pdf icon PDF 211 KB




that the Minutes of the Previous Meeting held on 11 June 2020 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.


Residents Question and Answer Session

Residents are encouraged to ask questions for Area Committee meetings. Questions will be read out by the Chair of the Committee and answered by an appropriate officer or Councillor and residents will be able to watch on the live stream available via the Council’s website.


To ask a question residents simply need to email including their name and address, a contact telephone number, their question, and which Area Committee they wish the question to be asked at. All questions must be received by 10am two working days before the day of the meeting, for this meeting the deadline is 10am on Tuesday 21 July. 


All questions must either be:

-          relevant to the area committee they are to be asked at, or;

-          relevant to Ipswich as a whole and be asked by a resident of the area covered by the committee it is to be asked at.


Please note that questions or representations must not contain:

-          references to identifiable individuals (whether by name or other information) unless the consent of that individual has been obtained and included with the notification;

-          potentially defamatory or provocative or abusive comments;

-          discriminatory remarks.


If for any reason a question is not able to be asked at a meeting of the committee the Council will within 14 days of the meeting date reply to the resident asking the question explaining why and if possible providing a written answer.


No questions had been received prior to the meeting from residents however, an update and thank you had been circulated to all members of the committee with regards to a funding request approved in 2018 for the purchase and installation of a compost toilet system at the Council’s allotment field on London Road. This had enabled tenants to stay longer when visiting and enabled help to be offered during lock down such as hedge trimming, bramble removal and path and trackway improvements.


Updates from Ipswich Borough Council and Other Public Sector Organisations


13.1.    Suffolk Constabulary Update


Inspector Graefe confirmed that policing methods continued to change following the ever-changing situation with regards to Covid-19 and how issues were approached in accordance with this. Due to the decrease in demand over the lockdown period, officers had been able to be more proactive with their response to policing and prioritise workloads/outstanding suspects. Since the easing of lockdown, the demand had increased again and an average of 475 calls were made per day in the County with approximately 150 crimes recorded. The total number of fixed penalty notices served by Suffolk Constabulary with regards to Covid-19 was 288.


Inspector Graefe confirmed the priorities which had been set for the South of Ipswich: the targeting of cuckooed addresses and safeguarding individuals, continuing to proactively target antisocial behaviour and crime in the area around Old Stoke, and patrols around various locations within Ipswich which had been identified as areas where ASB increased during the summer period which would be driven by all three locality sectors.


In response to a question regarding the rules around face coverings in shops and how businesses would be supported, Inspector Graefe confirmed that work had been undertaken through the local resilience forum to address the concerns raised by shops following the new legislation. From a policing perspective, it was expected that retailers would manage this in compliance with the law and would be responsible for prohibiting entry should an individual not be wearing a face mask. Retailers could call the police should they have concerns with individuals who continued to resist, and officers would attend premises if an offence had been committed. Full communication would be issued by Suffolk Constabulary shortly to the public regarding the legislation and to address any concerns.


13.2.    Ipswich Borough Council Update


Shirley Jarlett, Head of Governance, confirmed that on 14 July 2020 the Executive considered proposals to update the Medium Term Financial Plan which addressed the £10m+ financial challenge caused by Covid-19 and a second report would be considered by full Council on 29 July.


The Council had been provided £1.24m to spend on discretionary grants for small businesses who were not eligible for the Governments Small Business Grant Fund or the Retail, Hospitality and Leisure Grant Fund. The grants had been dealt with in two phases with the maximum award being £10,000. The first phase had just completed of which 119 applications were received.


The water play facilities at Bourne and Holywells Park had opened on Saturday 18 July and was available between 10am and 5pm, seven days a week. New procedures had been put in place to keep visitors safe which included limiting the number of children at any one time, allowing only one adult per child and if necessary, limiting the usage to timed sessions during peak hours. It was confirmed that the summer Jumpers for Goalposts programme would be taking place at a number of parks and the free sessions for children aged 10 and over would comply with all the relevant guidance  ...  view the full minutes text for item 13.


SWAC/20/02 Funding for COVID-19 Related Projects pdf icon PDF 441 KB

Additional documents:


14.1.    Shirley Jarlett, Head of Governance, presented the report which recommended that the Committee approve the application form and process for dealing with funding requests which related to the impact of the COVID-19 pandemic at the meeting on 17 September 2020, subject to an additional clause to prevent applications across more than two areas.




That the application form annexed as Appendix 1 to the report and the proposed process for the Committee to deal with funding requests related to the impact of the COVID-19 pandemic at the meeting on 17 September 2020 be approved.


Reason: to utilise the Committee’s budget to award grants to support projects targeted at dealing with the impacts arising from the pandemic in the community.



SWAC/20/03 Financial Update pdf icon PDF 229 KB

Additional documents:


15.1.    Shirley Jarlett, Head of Governance, confirmed that following the end of year budgetary movements and the setting up of a Making a Difference budget and Venue Hire/Publicity budget for this year, the Committee had an unallocated budget of £33,059.37.


15.2.    £2,411.63 funding had been agreed in November 2017 for improvements to the public area at the underpass from Newham Court under Stoke Park Drive. As parks had been unable to complete the work within the commitment time period, the next financial report would recommend that this funding be returned to the unallocated budget.




The financial statement in Appendix 1 be noted.


Reason: to provide clear and transparent details of the amount of funds available to the Area Committee.