Publication

Community & Leisure Agenda 07-09-2020

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You are hereby summoned to attend a meeting of the Community & Leisure Services Committee to be held at on Monday 7th September 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 Hirst
  • 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/87566488108?pwd=ZkRFRkZLeEhid0NzNE12QVQ3VHVMUT09

Or by telephone: +442034815237 / Meeting ID 875 6648 8108 & password 346544

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 Mayor 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 on the 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 3rd August 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 5 (to be tabled).
  7. Service level agreement – To receive a report (verbal).
  8. Cemetery matters a) To consider further flint work on the cemetery wall within this financial year (herewith). b) To consider a request to introduce opening hours at the cemetery (herewith).
  9. Memorial gardens a) Play Equipment Quotes – to consider further options for aerial runway launch pad (herewith). b) To agree autumn closure date for Public WCs
  10. Bill Tutte Memorial – To receive an update and authorise any actions (verbal report).
  11. Additional pedestrian crossings in Newmarket – To receive an update and authorise any actions.
  12. Severals Pavilion – To consider ASB Survey recommendations and authorise any actions (to follow).
  13. Clock tower project – To consider any actions
  14. Christmas lighting and infrastructure – To receive an update and authorise any actions.
  15. NTC Venue Bookings – To receive a report and authorise any actions (herewith).
  16. Winter fair – To receive a report and authorise any actions (herewith).
  17. Correspondence – Request to a hold a Family Band Day May 2021, at the Severals.
  18. Date of next meeting – Monday 5th October 2020
  19. Items for the next agenda

 

 

Minutes of a Meeting of the Community & Leisure Services Committee Held on Monday 3rd August 2020 at 7:00 pm via Zoom

Attendance:

  • Councillor J De’Ath (Chairman)
  • Councillor P Hulbert
  • Councillor A Appleby
  • Councillor M Jefferys
  • Councillor J Borda
  • Councillor C O’Neill
  • Councillor A Drummond
  • Councilor K Yarrow

Also Present: Debbie Baines, Cathy Whitaker – RFO, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant, Philippa Winter, and 2 Members of the Public. Minute

CL/20/08/1 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.

CL/20/08/2 Apologies for absence

Apologies were received from Cllrs Anderson, Bowen, Fitzgerald, Hirst and Hood. Cllr Kerby was absent.

CL/20/08/3 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

Cllr Appleby declared a nonpecuniary interest in item 7c Rabbit Control.

CL/20/08/4 To receive and confirm for accuracy the minutes of the community & leisure services committee meeting held on Monday 6th July 2020 and any matters arising

Members received the minutes of the Community & Leisure Services Committee meeting held on 6th July 2020 and the following was agreed:

CL/20/08/4.01 Resolved

That the minutes of the Community & Leisure Services Committee meeting held on 6th July 2020 be adopted and signed as a true record by the Chairman of the Leisure & Community Services Committee.

There were no matters arising.

CL/20/08/5 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 member of the public praised the quality of the reports related to this meeting.

CL/20/08/6 To receive the accounts for June 2020

The accounts for July 2020 were received and noted.

CL/20/08/7 Cemetery

Anti-social behaviour – the quotes for a replacement padlock and automatic sliding gates were considered. It was noted that a replacement padlock was required now and increasing the cost for keyholders to £10 was discussed. It was also noted that for the long-term automatic gates would have to be considered. The following was agreed:

CL/20/08/7.01 Recommendation

That the quote for a replacement padlock and duplicate keys be accepted. That the cost of duplicate keys to keyholders be increased to £10. That further quotes from local providers for automatic sliding gates be sought.

Path and hardstanding – quotes were awaited and this item was deferred.

Cllr Appleby declared a nonpecuniary interest and did not vote. Rabbit control – 3 quotes for rabbit control were considered and the following was agreed:

CL/20/08/7.02 Recommendation

That the quote from CRC Pest Control for £2000 for 12 months be accepted.

Cemetery bench – the stolen cemetery bench had been reported to the Police and the Cemetery Manager was looking into ordering a replacement. NTC would look at the insurance to cover the cost of a replacement and the following was agreed:

CL/20/08/7.03 Recommendation

That NTC covers the cost of a replacement bench via a claim on the insurance with £100 excess charge.

CL/20/08/8 Memorial gardens

Kiosk – The guidance from West Suffolk on the design and construction of the kiosk was considered and it was noted that some of the work to bring it up to standard could be done in-house. The Kiosk would not be available until next year owing to the amount of work required. The following was agreed:

CL/20/08/8.01 Recommendation

That further quotes be sought to bring the Kiosk up to standard including a quote from inhouse staff.

Play equipment quotes – the quotes for the play equipment were considered and the following was agreed:

CL/20/08/8.02 Recommendation

That the quote from Massey & Harris for the Castle slide and structure be accepted and that further quotes be sought for the aerial runway launchpad.

Separate Water Metering for Gardens – A quote to install a separate water meter was considered and the following was agreed:

CL/20/08/8.03 Recommendation

That the quote to supply and install separate water meter in the Memorial Gardens for £294.77 be accepted.

CL/20/08/9 Website

This item would be referred to the F&P Committee.

CL/20/08/10 Bill Tutte Memorial

Cleaning – the quotes to carry out an initial deep clean of the area and seating area were considered and the following was agreed:

CL/20/08/10.01 Recommendation

That the quote from Rothwell’s to deep clean the Bill Tutte Memorial area for £650 per day for 1-2 days be accepted. That intermittent cleaning be carried out by NTC staff by hiring a pressure washer/water browser annually.

The cleaning of the seating area was discussed. Removal of chewing gum from the stone seating would require a stonemason and quotes would be sought. NTC staff would maintain the wooden seating area.

Bollard damage – the damage to the bollard that was not witnessed 25th November 2019 was reported to the Police. However, Parcelforce had also hit two bollards on 11th June 2020, This had been witnessed, photographic evidence was available and the matter taken up with Parcelforce.

An alternative design for the bollards and the work of the Parking Working Group to restrict vehicle access were discussed and a recommendation was awaited. This item was deferred to the next meeting.

CL/20/08/11 Remembrance Day ceremony and parade 2020

The update on arrangements provided by the Royal British Legion was noted. The Mayor would be meeting with the Royal British Legion tomorrow and all was in hand.

It was noted that in order to hold a parade the event would have to become an annual event of NTC and this would be added to the next agenda.

CL/20/08/12 Parking issues

The issue of parking on the grass at Icewell Hill flats was discussed and further inquiries would be sought from West Suffolk for a solution. This item was deferred to the next meeting.

CL/20/08/13 SID device

A SID had been installed at Elizabeth Avenue but it was not working. This had been reported and would be remedied.

A survey had been sent out regarding the location for a SID on Fordham Road. It was suggested that the area between St Albans and St Felix schools going out of town would be suitable and this would be tried out.

CL/20/08/14 Additional pedestrian crossings in Newmarket

Several suggestions for additional pedestrian crossings were discussed for Old Station Road, Fordham Road, Bury Road and A142 near Tesco.

Members were advised that a crossing on Exning Road was being looked at by Suffolk County Council; costs of installation amounted to over £100k.

It was noted that this was a Community Action for the Neighbourhood Plan Committee to produce a good narrative on safety for Highways to consider. This item would be referred to the Neighbourhood Plan Committee to consider priorities.

CL/20/08/15 Severals Pavilion

The Events Manager advised that further quotes were awaited and that information regarding planning permission would be sought. This item was deferred to the next meeting.

CL/20/08/16 Correspondence

None noted.

CL/20/08/18 ITEMS FOR NEXT AGENDA

  • Cemetery – rabbit control
  • Memorial Hall Kiosk
  • Play equipment
  • Cleaning of the Bill Tutte area
  • Remembrance Day arrangements
  • Shutters for the Pavilion
  • Additional pedestrian crossings

Meeting closed at 8:05pm

 

Additional attachments can be found on the PDF version of these minutes.