Publication

Community & Leisure Agenda 05-10-2020

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You are hereby summoned to attend a meeting of the Community & Leisure Services Committee to be held at on Monday 5th October 2020 at 7pm

Membership from June 2020

  • Councillor Anderson
  • Councillor Appleby
  • Councillor Borda (Vice Chairman)
  • Councillor Bowen
  • Councillor De’Ath (Chairman)
  • Councillor Drummond
  • Councillor Fitzgerald
  • Councillor Hood
  • Councillor Hulbert
  • Councillor Jefferys
  • Councillor Kerby
  • Councillor O’Neill Mrs Philippa Winter (non-council)
  • Councillor Yarrow

The meeting is open to the public who are encouraged to join the meeting and participate at the appropriate time.

The meeting is held on the online Zoom platform, no special software is required. The link to join the meeting is as follows: https://us02web.zoom.us/j/89111044684?pwd=VmM3Y2lyWHZuZ1lsMlhmcm0xd2I4dz09
Or by telephone: +442030512874 / Meeting ID: 891 1104 4684 & password: 925760

The meeting will be conducted in the usual way with one person speaking at a time, those wishing to speak putting their hands up and the Chair determining whose turn it is to speak. Voting will be orally, by roll call.

Occasionally matters relating to contractual or staffing issues do have to be held in the confidential part of the meeting. Members of the public and press may not report or comment about a meeting as it takes place if present at a meeting of the Council, but otherwise may:

  1. film, photograph or make an audio recording of the meeting;
  2. use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later;
  3. report or comment onthe proceedings in writing, during or after a meeting or orally after the meeting.

The meeting will be recorded. Any member of the public in attendance who does not wish to be included in the recording can disable their video although this would prohibit their ability to participate in the meeting at the appropriate time.

  1. Chair to announce that proceedings are being recorded and to advise that all participants will be muted by the host of the meeting who will unmute the individual the Chairman has invited to speak
  2. Apologies for absence.
  3. Declaration of members’ interests & to remind Councillors of the need to keep up to date their Register of Members’ Interests and to consider any requests received for Members’ Dispensation.
  4. Minutes – To receive and confirm for accuracy the Minutes of the Community and Leisure Services Meeting held on 7th September 2020 and any matters arising.
  5. Public participation – An invitation to members of the public to put questions/statements of not more than 3 minutes duration. Resolutions can only be made on items on the agenda, but Councillors are very happy for matters to be brought to their attention.
  6. Accounts – To receive the accounts for Community and Leisure for Month 6 (to be tabled)
  7. Service level agreement – To receive a report (verbal)
  8. Sakura cherry tree project – To discuss the position of gifted trees and ongoing maintenance
  9. Draft budget proposal – To receive a draft proposal for the Community & Leisure Committee for the 2021/2022 budget (herewith)
  10. Cemetery matters
    a) To consider further flint work on the cemetery wall within this financial year (herewith)
    b) To receive a report regarding other cemetery matters and authorise any actions
    To: Chairman and Members of Community & Leisure Services Committee, Other Council Members, The Press
  11. Memorial Gardens
    a) Play Area Report – To receive the monthly inspection report for September 2020 (herewith)
    b) To receive an update regarding play area improvements
  12. Remembrance Sunday – To receive an update and authorise any actions (verbal report)
  13. Bill Tutte Memorial – To receive an update and authorise any actions (herewith).
  14. Council server room – To receive quotations for air-conditioning in the Memorial Hall server room (to follow)
  15. Additional pedestrian crossings in Newmarket – To receive an update and authorise any actions
  16. Severals Pavilion – To consider a report from the Severals Working Group (herewith)
  17. Clock tower project – To consider any actions
  18. Christmas lighting and infrastructure – To receive an update and authorise any actions
  19. History trail – To consider any matters relating to a Newmarket History Trail and authorise any actions
  20. Parking at St Mary’s Square – To receive a proposal to install fencing at the area and authorise any actions (herewith)
  21. Virtual Town Crying Competition: to consider a request to host (virtually) the annual British Town Crying Championships (herewith)
  22. Correspondence
  23. Date of next meeting – Monday 2 nd November 2020
  24. Items for next agenda

Draft of Minutes of a Meeting of the Community & Leisure Services Committee Held on Monday 7th September 2020 at 7:00 pm via Zoom

Attendance:

  • Councillor J De’Ath (Chairman)
  • Councillor R Hood
  • Councillor A Appleby
  • Councillor P Hulbert
  • Councillor M Anderson
  • Councillor M Jefferys
  • Councillor J Borda
  • Councillor C O’Neill
  • Councillor A Drummond
  • Councillor Kevin Yarrow Philippa Winter

Also Present: Debbie Baines – Town Clerk, Cathy Whitaker – RFO, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant, ,1 Member of the Press and 4 Members of the Public.

C/20/09/1

Chairman to read fire safety notice and announce that proceedings may be filmed or recorded

The Chairman opened the meeting and announced that proceedings are being recorded and to advise that all participants will be muted by the host of the meeting who will unmute the individual the Chairman has invited to speak.

C/20/09/2

Apologies for absence

Apologies were received from Cllrs Fitzgerald and Kerby. Cllr Bowen was absent.

C/20/09/3

Declaration of member’s interests and to remind councillors of the need to keep up to date their register of member’s interests and to consider any requests received for members dispensation

None noted.

C/20/09/4

To receive and confirm for accuracy the minutes of the community and leisure services committee meeting held on Monday 3rd August 2020 and any matters arising

Members received the minutes of the Community and Leisure Services Committee meeting held on 3rd August 2020 and the following was agreed:

C/20/09/4.01 Resolved

That the minutes of the Community and Leisure Services Committee meeting held on 3rd August 2020 be adopted and signed as a true record by the Chairman of the Community and Leisure Services Committee.

There were no matters arising.

C/20/09/5

Public participation an invitation to members of the public to put questions/statements of not more than 3 minutes duration. No resolutions can be made but councillors are very happy for matters to be brought to their attention

A resident spoke to item 11 regarding lobbying for funds for pedestrian crossings.

A resident spoke to item 15 – regarding the reopening of the Pavilion at the Severals for Narcotics Anonymous meetings.

The Chairman proposed that item 15 be brought forward and the following was agreed

CL/20/09/5.01

Resolved That item 15 be brought forward.

C/20/09/6

NTC venue bookings

The Events Manager presented a report on the revised guidance for the use of community buildings during the COVID-19 pandemic. The recommendations were discussed and the following was agreed:

CL/20/09/6.01 Recommendation

That the Recommendations in the report to resume taking bookings for events taking place 1st October onwards at NTC venues be approved, subject to following the revised guidelines.

C/20/09/7

To receive the accounts for August 2020

The accounts for August 2020 were received and noted.

C/20/09/8

West Suffolk SLA

Philippa Winter advised that a credit to the SLA accounts would be requested in respect of watering of hanging baskets and maintaining St Marys churchyard which had not been done during lockdown. Officers from West Suffolk had agreed to visit and view areas of concern in the town.

C/20/09/9

Cemetery

Flint work on the Cemetery wall 2020/2021 – the recommendations in the report to use earmarked reserves for additional work for repairs to the wall this year were considered; the RFO would seek a quote for extra days for any necessary additional work.

A member of the Public left the meeting

Introduction of opening times – the recommendation in the report was discussed and was supported in principle. Town Clerk would seek quotes and get costs for all options.

C/20/09/10

Memorial Gardens

Play equipment quotes for launch pad of aerial slide – the quotes to replace the aerial slide launch pad were considered and the following was agreed:

CL/20/09/10.01 Recommendation

That the quote from Massey & Harris for £3,634 + VAT with an integral mound of raised earth be accepted.

Closure date for the public toilets – The closure date was considered and the following was agreed:

CL/20/09/10.02 Recommendation

That the public toilets be closed after the half-term break and opened for the start of the Easter holiday 2021.

C/20/09/11

Bill Tutte Memorial

RFO advised that the damaged bollard was beyond repair and the cost of a new one will be £846+VAT. The company responsible for the damage would be requested to pay for the replacements. The following was agreed:

CL/20/9/11.01 Recommendation

That the damaged bollard be replaced at a cost of £836+VAT.

C/20/09/12

Additional pedestrian crossing

Town Clerk advised that a response from SCC regarding costs was awaited. This item was deferred to the next meeting.

C/20/09/13

Severals Pavilion

The recommendations in the ASB report were discussed and the following was agreed:

CL/20/09/13.01 Recommendation

That a working group be set up comprising of Cllrs De’Ath, O’Neill, Jefferys, Appleby and Yarrow with terms of reference to consider the recommendations in the ASB report and report back to the next meeting.

C/20/09/14

Clock Tower Project

It was noted that the project had stalled and Philippa Winter agreed to pick it up again and take it forward. Tenders for the planting scheme would be sought and the maintenance costs would be looked at.

C/20/09/15

Christmas lighting and infrastructure

Town Clerk advised that the Christmas lights would be delivered and installed on 4th/5th November 2020 with the switch on taking place on 20th November 2020.

Changing the colour of the lights at the Clock Tower were discussed and having the ability to change them without cost would be looked into.

A proposal to put lights with timers on the planters was considered and the following was agreed:

CL/20/09/15.01 Recommendation

That lights with timers be put on the planters.

C/20/09/16

Winter Fair

The Events Manager presented the report on the options for the NTC Christmas event and the following was agreed:

CL/20/09/16.01 Recommendation

That the recommendation to deliver the Christmas event with an ice-rink and huts be approved, subject to being able to carry forward the deposits if the event is cancelled due to COVID-19.

C/20/09/17

Correspondence

Request to hold a Family Band Day May 2021 at the Severals was considered and the following was agreed:

CL/20/09/17.01 Recommendation

That the request to hold a Family Band Day in May 2021 be accepted. Dates to be agreed with the Jockey Club Estates.

Request from the Cricket Club to use the Pavilion and Severals would be considered when the dates are known.

C/20/09/18

Date of next meeting

Monday 5th October 2020 via Zoom.

C/20/09/19

Items for next agenda

  • Cemetery opening times
  • Pavilion ASB recommendation
  • Pedestrian Crossings
  • Clock Tower Project
  • Request from the Cricket Club to use the Pavilion
  • A History Trail
  • Fire alarms at the Memorial Hall

A proposal was made to revisit item 15 to consider adding lights to the planters and the following was agreed:

CL/20/09/19.01 Resolved

That item 15 be revisited.

Meeting closed at 8.25pm

 

Further attachments can be found on the PDF copy of the pack.