Pre-meeting Reports
04 July 2023
40. Richard Knight, Senior Community Relations Manager and Zoe Botten, Community Relations Manager from Sizewell C were in attendance and gave an update on the SZC Project.
Mrs Botten confirmed that all complaints and information requests are recorded and reviewed weekly. Mr Knight added the SZC Office on the high street is open to the public Monday, Friday 9am-5pm. They can also be contacted via phone and email.
Cllr Cooper questioned the removal of the relief road after construction. Mrs Botten confirmed only the Lovers Lane section of the relief road will be removed.
Cllr Cooper questioned traffic management to site and asked how traffic from inside the rivers/main roads will be controlled to stop them travelling to site through Leiston. The Community Relations team confirmed there will be two park and ride sites on the outskirts, North and South. Shuttle buses will run from the site accommodation. Workers will be encouraged to walk/cycle and use shuttle buses and park and ride. All vehicles will be registered so that they can be monitored. There will be a traffic management system in place to monitor traffic flow.
Cllr Morsley commented he was concerned work on the temporary road has started, and he hadn’t been made aware. He asked if the team could supply a list to the Town Council of upcoming works monthly. The team confirmed their aim is to keep residents informed about upcoming works, letters will be sent. They will ensure the Clerk is sent these and circulated to councillors before they are released to residents. Zoe Botten also referred to the Sizewell C Tracker https://www.szcworkstracker.co.uk
Cllr Morsley questioned when recruitment of the 1500 apprentices will start. The team confirmed they are already working with local education establishments to upskill students, SZC apprenticeship recruitment will start once funding is confirmed. As soon as the financial investment decision is agreed (by end of this parliament) the DCO will go live and we will be in construction phase. The employment prospectus was launched at the Suffolk Show and a memorandum of understanding with all schools higher education in area has been signed.
Cllr Last asked if the council can be supplied with a list of the 300 properties affected by the noise mitigation agreement. The team will confirm the areas and send the council a copy of the noise mitigation booklet being sent to those residents detailing timelines and how to apply.
Cllr Last asked for clarification on the entrance at Sizewell Holt crossing. The team confirmed the entrance is along Sizewell Road close to the entrance of Crown Lodge and close to the road. Surveys are ongoing and the permanent entrance is not yet decided.
Cllr Last asked for an update on the safety survey at the Aldhurst Farm Habitat which was being carried out with a view to adjusting risk assessments. Has the Risk Assessment been updated and if so, can we have a copy. The team will chase but can confirm a fire break is being put in this week.
Cllr Corbett voiced her disappointment that the entrance to the field by Crown Lodge is on Sizewell Road and wondered why it was so close to the entrance of Crown Lodge. The team confirmed the archaeological and ecological surveys will not generate a lot of heavy of traffic and the entrance will be extended to ensure there is a gradual left turn. They confirmed they have been liaising with owners of Crown Lodge. Lovers Lane is an alternative possibility and is being looked at.
Cllr Corbett commented the town council are concerned about noise mitigation for those roads in Leiston Westward Ho, Carr Ave, Buller Road, that are close to the existing rail line. The team confirmed these properties are on their radar.
Cllr Boast questioned who is responsible for Aldhurst Farm footpaths and dog bins. The team confirmed SZC office.
A resident questioned where the habitat development is at Benhall. The team confirmed it is Manor Farm, opposite Friday Street. This work is detailed on the SZC tracker, and they will be meeting with Benhall Parish Council on 26 July.
A member of the public questioned how adherence to the Code of Conduct will be monitored and will there be specific do’s and don’ts concerning Leiston. The team confirmed there will be regular drug and alcohol testing and they will be working in partnership with blue light services and there will be specific a do’s and don’ts in respect of Leiston.
A member of the public asked about Traffic Management in Leiston. The team confirmed they will be arranging a Transport Strategy Meeting to discuss this further.
A resident asked if the onsite accommodation will be self-catering and will they have transport to site. The team confirmed the accommodation will be self-catering but there will be cafeterias on site and shuttle buses will transport workers to site.
During the above item, the time reached 7.30pm. It was proposed by Cllr Corbett, seconded by Cllr Cooper, and agreed, Standing Orders be suspended to allow the public part of the meeting to be completed.
A resident confirmed they had been to Kenton Hills and bridleway 19 was closed. Workers refused to tell them why. The team apologised and said they will work with contractors on better communication. Contractors should issue cards to residents informing them to contact the SZC office.
Cllr Cooper questioned policing. The team confirmed there will be a dedicated Police team in Leiston. Sgt Rebecca O’Neill is in post and currently putting a team in place..
41. County Councillor
County Cllr Haworth-Culf was in attendance. A report had been previously circulated.
She informed Councillors of a recent spate of break-ins in Aldeburgh, to stay vigilant, and report anything suspicious to the Police and inform her as she is working closely with the police. The current contract with Suffolk Libraries will end July 31 2024, the Council need to consider how this could affect library services. There will be a public consultation, and recommendations will be discussed at cabinet next week. She has been reassured there will be no library closures. Norfolk and Suffolk Councils have been given the authority to help natures recovery. She reminded Councillors to report any scam emails to: report@phishing.gov. She apologised on behalf of Suffolk Highways (Kier), and confirmed she has been following up emails on our behalf but has had no response, she will continue to follow the matter up. Cllr Hill commented we would like a meeting with the County Councillor responsible for Highways, County Cllr Haworth-Culf will follow this up.
Cllr Morsley confirmed we have a Suffolk Highways meeting scheduled for 18 July however we would like a face-to-face meeting with Suffolk Highways Department and somebody from the County as soon as possible. County Cllr Haworth-Culf will follow this up.
42. District Councillor
Apologies were received from District Councillors Whitelock, Graham and Daly. A report had been previously circulated. It was agreed that the Town Clerk would write to the Councillors to express our disappointment that no representative was able to attend.
43. Public Forum
No questions raised.
At a meeting of the LEISTON-cum-SIZEWELL TOWN COUNCIL
held in the COMMUNITY CENTRE, King Georges Avenue, Leiston, on
TUESDAY 04 July 2023 at 7.46pm
Councillor Lesley Hill (in the Chair)
Councillor David Boast
Councillor Tony Cooper
Councillor Nicky Corbett
Councillor David Dix
Councillor Susan Geater
Councillor John Last
Councillor David Morsley
44. Apologies
Apologies were received from Cllr Levermore.
45. Leiston-Cum-Sizewell Councillor Vacancies
Cllr Last declared an interest in one of the applicants for co-option to the Town Council.
Members were pleased to see applications from four residents for the Councillor vacancies. The Chair confirmed that all four applicants Mr Hawkins, Mr Motion, Mr Swift, and Mr Wythe met the eligibility criteria, and had signed their declaration of office. They were duly invited to join the meeting as Councillors. The Chair advised this now left the Town Council with 2 vacancies. It was proposed by Cllr Cooper, seconded by Cllr Corbett, and agreed to continue to advertise the vacancies and consider any further applications at our September meeting.
46. Declarations of Interest
Cllr Last for item 16, Cllr Boast for CLT, Cllr Wythe for item 8b, Cllr Dix for LEG and Cllr Geater for Personnel, Finance, and planning DC/23/2198/FUL.
47. Matters Arising from 6 June 2023
The Chair confirmed that the minutes from the meeting 06 June 2023 were approved at the EGM on 20 June 2023. There were no matters arising.
48. Minutes of the EGM 20 June 2023
It was proposed by Cllr Last, seconded by Cllr Morsley and agreed the minutes for the EGM held 20 June 2023 be signed as a true record.
49. Chair’s Communications
The Chair commented thus:
I was invited by the Trustees of the Long Shop Museum to join them for a plaque unveiling ceremony on the 17th June. The Museum had been awarded a prestigious Red Wheel Plaque by the National Transport Trust. This was in recognition of the importance of the Long Shop in the context of Britain’s unique transport heritage. The ceremony was performed by the Deputy Lord Lieutenant of Suffolk, Major General John Sutherell and is displayed in the museum entrance.
The floral hanging baskets are a welcome sight in the town, and I thank the and the office for organising them. The flags have been up in the town since the King’s Coronation, but the coronation flags were replaced with Suffolk flags for the 21st June.
The 21st June was also the occasion of the 100th birthday of Mrs Winnie Fairweather, until recently a resident of Leiston. I was delighted to visit Mrs Fairweather at Aldringham Court and present her with a card and flowers on behalf of the Town Council and to spend some time meeting her family and friends.
50. Assets Steering Groups
a) Community Centre and other Assets Steering Group 8 June 2023
Councillors noted the previously circulated minutes.
Cllr Cooper tabled a report detailing the quotes he had received for the various works required at the Waterloo and Community Centre’s. The request was to go with the following works:
Request for purchasing; Council meeting 4th July 2023
Waterloo Centre,
Door Lock and closer. £683.89 (Allglass)
Community Centre.
Enduratex flooring £4,108.33 (Leiston Carpets)
Replacement doors £10,928.04 (Allglass)
Replacement Lights. £1,993.15 (G Knights)
Total Request, £17,713.41
It was proposed by Cllr Morsley, seconded by Cllr Corbett, and agreed (Cllr Motion abstained) that these works totalling £17,713.41 be commissioned and paid for from our CIL funds.
b) Film Theatre Working Party
Councillors noted the date of the next meeting 13 July 2023, 6pm.
c) Live Well Centre Update
The Clerk confirmed the Live Well Centre Co-Ordinator post will be readvertised this week. This will not delay the opening of the Centre and bookings are now being taken. The Town Clerk was pleased to report The Waterloo Centre is getting very busy with bookings.
51. Parks and Recreation Working Groups
a) Parks and recreation Grounds Steering Group
Councillors noted the date of the next meeting 11 July 2023, 3pm.
b) East Suffolk Services Contract Meeting
Councillors noted the date of the next meeting 12 July 2023, 2pm.
c) Hayling’s Road Allotments Walkaround 21 June 2023
Cllr Last reported thus:
Following a letter of complaint, regarding Hayling’s Road Allotments, Mrs Kemp and Cllr Last, carried out a walk around on 21st June. In the main tenants’ allotments were well kept up and tidy, some plots being very impressive. A couple, however, will require some attention to be followed up by Mrs Kemp. There will be further matters on the agenda for discussion at the Parks and Recreation Meeting on 11th July. Some of the general communal areas require grass cutting to allow easier access to plots. There is need for some clarification on what the Town Council has responsibility for as there appears to be large quantities of waste material building up that is not allotment generated. To clear this and tidy up the area will require a lot of effort, which will come at cost to the Council. In the first instance ownership of this waste needs to be identified. A resident had raised concerns relating to a tree that is on Town Council land, but close to the boundary of their property and requested that management of this tree is progressed. Mrs Kemp will obtain quotes.
52. Infrastructure Working Groups
a) Highways Working Group
Councillors noted the date of the next meeting 18 July 2023, 3pm at the Waterloo Centre.
b) Energy Projects Working Group SZA Visit 26 June 2023
Cllr Last reported thus:
On 26th June 6 Councillors visited Sizewell A for an update on the decommissioning program and in particular the Turbine Hall Demolition Project. Councillors were taken on a tour of the site and the turbine hall, accompanied by the site director to see the size and scale of the work [delete project] involved in the demolition of the turbine hall which is in progress and due for completion in early 2025. Councillors were able to ask [delete many] questions and to speak to the major contractor, Erith about the many tasks involved. The remainder of the site including the reactor and ancillary buildings were viewed to look at the current progress of decommissioning. The tour was followed by a discussion in the lecture room for further Q and A. This gave members an informed view, should any enquiries or planning applications come to the Town Council.
c) Neighbourhood Plan Review Steering Group 26 June 2023
Councillors noted the previously circulated minutes.
d) Traffic and Transport Working Group
These meetings are yet to be reconvened. The Clerk confirmed she has followed this up with SZC.
53. Outside Bodies
a) Net Zero Leiston
The Clerk confirmed that EV charging points for the Community Centre, Waterloo Centre and Co-op are still being explored and East Suffolk Council have been asked to explore EV charging points in their carparks.
b) Leiston CLT
Cllr Boast reported thus:
The CLT understands that the Masterplan is now complete. The CLT are now awaiting the new ESC position regarding the Masterplan. It is due to be presented to the new Full Cabinet on 20th July. Due to changes in the Council the CLT has postponed their AGM until a date in early August, allowing the new ESC Councillors the opportunity to get knowledge of the Masterplan. We will invite a Councillor to join us with present update on Councils position on the Masterplan at the AGM. The previous Cabinet and Leader having approved and accepted the Masterplan Framework on 7th March. Richard Best is no longer the Regeneration Manager, as he has completed his role now the Masterplan is complete. The Community Land Trust are keen to progress the Masterplan and begin addressing some of the identified early win sites. On the downside continued vandalism causes concern, unfortunately the Co-op CCTV was not operational at the time when the new AONB maps were destroyed. Further plans for the use of the community site and bandstand are being pursued, Yoga Groups and Community Choirs showing interest.
c) ALS Community Partnership
Councillors noted the date of the next meeting 27 July 2023, 2.30pm, Waterloo Centre.
d) Library Steering Group
Councillors noted the date of the next meeting 20 July 2023, 5.30pm.
e) Fairtrade Steering Group
Councillors discussed in detail the request from Leiston-cum-Sizewell Fairtrade Steering Group asking the Town Council to renew its commitment to Leiston-cum-Sizewell Fairtrade by adopting a new resolution. It was proposed by Cllr Cooper, seconded by Cllr Motion, and agreed (Cllr Swift abstained) to adopt the following resolution ‘The Council resolves to promote awareness of Fairtrade issues, use Fairtrade products where it is practicable in its offices, at its meetings and at the Leiston Film Theatre and support initiatives to maintain Leiston-cum-Sizewell’s Fairtrade Town Status’.
It was proposed by Cllr Corbett, seconded by Cllr Geater, and agreed that Cllr Dix will be the representative for the Town Council on the Fairtrade Town Steering Committee.
f) Sizewell A&B Stakeholder Group Meeting, 28 June 2023
No Town representative was able to attend this meeting, we await the minutes.
54. Civic Matters
a) Regalia of Office for Vice Chair
Councillors noted the quote of £966.58 from Fattorini for a Vice Chair Pendant on a ribbon. It was proposed that by Cllr Last, seconded by Cllr Morsley and agreed to explore alternative pendant options and investigate any funding/sponsorship that may be available.
b) Consider Annual Litter Pick
Following the successful litter pick held in memory of our fellow Councillor Phil Harle it was proposed by Cllr Last, seconded by Cllr Dix and agreed to make this an annual event organised by Cllr Last and Councillors.
c) Mens Tour of Britain 2023 (3-10 September 2023)
The Clerk confirmed that the Men’s Tour of Britain will be passing through Leiston on 7th September. East Suffolk Council is promoting the tour with a bicycle trail throughout the town. If Councillors know of any town centre businesses willing to display a sticker and become involved, please get them to contact the office. It was proposed by Cllr Last, seconded by Cllr Cooper and agreed that the Clerk explore the opportunity of a large screen in the town. It was proposed by Cllr Corbett, seconded by Cllr Cooper, and agreed that Cllr Corbett and Cllr Geater explore the idea of spray painted bikes at town entrances to promote the event.
d) D-Day 80 – 6 June 2024
It was proposed by Cllr Last, seconded by Cllr Corbett and agreed (Cllr Motion abstained) that we investigate a beacon for the town. Cllr Last questioned if any celebration organised would be run as a town event or in collaboration with Leiston Events Group. Cllr Dix will take this forward to Leiston Events Group. It was agreed this item would be put on the September agenda for further discussion.
e) Leiston Events Group Christmas Event
Cllr Dix confirmed the LEG Christmas Event will be held on Saturday 9th December, 4pm-8pm. They are short of volunteers, and he asked if anyone is available to help to contact him.
55. Finance and Personnel
a) Finance Committee, 08th June 2023
Councillors noted the previously circulated minutes.
b) Finance Committee
Councillors noted the date of the next meeting 06 July 2023, 3pm.
c) Accounts Paid June 2023
Councillors approved the monthly income and expenditure sheet from Rialtus.
d) Internal Audit and Control Report
Councillors noted the report previously circulated. It was proposed by Cllr Cooper, seconded by Cllr Corbett, and agreed that the report be approved and Heelis and Lodge be appointed as Internal Auditors to the Council for 2023/2024. Cllr Cooper further proposed, seconded by Cllr Corbett, and agreed that the Clerk investigate the cost of a full audit.
e) Financial Risk Assessment
Councillors approved the report previously circulated.
f) Financial Review
Councillors approved the report from the RFO with a full breakdown of the budget to date and a thorough review of the earmarked reserves currently held.
56. Policies and Procedures
No Updates.
a) DC/23/2198/FUL - Remove conservatory and erect double garage and garden room - 28 Westward Ho Leiston Suffolk IP16 4HU
RECOMMEND APPROVAL
b) DC/23/2370/FUL - The installation of 8no boreholes across site these will be approx 8-10m in depth. Each Borehole will take up a small area of approx 0.5m however the overall area equates to around 4.47ha, Sizewell A Sizewell Power Station Sizewell Power Station Road Sizewell Leiston Suffolk IP16 4EU
APPLY FOR EXTENSION
58. County Matters
Nothing raised.
59. District Matters
Cllr Last commented that he was disappointed that there was no District Councillor in attendance.
Cllr Boast reported a broken handrail leading from the steps leading down to the beach from the top carpark at Sizewell. The office will report this matter.
60. Correspondence
Alde Valley Family History Group
Councillors noted the request from Alde Valley Family History Group asking for a grant of £1500 to replace outdated IT hardware. It was proposed by Cllr Cooper, seconded by Cllr Morsley to grant £1500 to AVFHSG to replace their IT hardware, with 2 votes for, 5 against and 3 abstentions (one being Cllr Last) this motion was not carried. On a second proposal from Cllr Corbett, seconded by Cllr Geater it was agreed (Cllr Last abstained) to grant £500 to AVFHSG towards the cost of updating their IT hardware.
61. Questions to the Chair
Cllr Dix questioned the possibility of a site visit to Hinkley Point C as soon as possible. The Chair and Clerk confirmed that a visit request has been submitted through SZC and was actively being followed up. Councillors asked if we could arrange a visit independently. This item will be added to the August agenda for further discussion.
Cllr Last questioned an update regarding the dog poo bag dispenser at Sizewell. The Clerk confirmed this will be discussed at the next Parks and Recreation Meeting on 11th July.
Cllr Morsley voiced his concern that we are yet to have a face to face meeting with Suffolk Highways. The Chair confirmed this matter is being followed up by both our County Cllr TJ Haworth-Culf and the Clerk.
It was proposed by Cllr Corbett, seconded by Cllr Cooper and agreed that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded from the Meeting on the grounds that publicity would be prejudicial to public interest by reason of the confidential nature of the business to be transacted.
63. Personnel
All items were agreed to implement and reviewed in 4 weeks.
The meeting finished at 9.57pm
Chair ---------------------------------------------
Dated ---------------------------------------------