Publication

Full Town Council Agenda 26-10-2020

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Notice is hereby given of a meeting of the newmarket town council

Monday 26th October 2020 at 6pm on Zoom

The link to join the meeting is:

https://us02web.zoom.us/j/84572137709?pwd=OVNzRWcrblJnSkFVaVY5MlRHOUVMZz09

Meeting ID: 845 7213 7709 & password: 749447 Or by telephone: +442030512874

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 have to be held in the confidential part of the meeting.

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

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:

a. film, photograph or make an audio recording of the meeting;
b. use any other means for enabling persons not present to see or hear proceedings at a meeting as it takes place or later;
c. 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.

Councillors are hereby summoned to attend for the purpose of transacting the business that follows

Agenda

  1. Welcome – The Mayor to announce that this meeting is being recorded and to ask whether anyone else intends to record the meeting.
  2. Apologies for absence.
  3. Interests – 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 the Minutes of the Town Council Meetings held on Monday 28th September 2020 and any matters arising (herewith).
  5. Public participation – The meeting is adjourned to enable members of the public to make representations, ask questions and give evidence in respect of business being transacted at the meeting and about any other matter for which the Council has a responsibility or which affects the Town. No person may speak on more than two items and in total for no longer than 3 minutes. Resolutions can only be made on items on the agenda, but Councillors are very happy for matters relating to the Town to be brought to their attention. Maximum time permitted 15 minutes. This is the only opportunity during the meeting, for members of the public to address Councillors.
  6. To hear a presentation from the Newmarket Business Improvement District (BID)
  7. To receive notice of postponed election (Scaltback Ward)
  8. Councillor Reports – to receive and note reports (if any) from County Councillors, District Councillors, Ward Reports and outside bodies reports from Town Councillors
  9. Announcements – To receive the Town Mayor’s and Deputy Mayor’s Announcements (if any)
  10. Committee Meetings a) To receive the minutes and consider any recommendations from the Development & Planning meetings held on 5th October and 19th October 2020. b) To receive the minutes and consider any recommendations from the Community & Leisure Services meeting held on 5th October 2020. c) To receive the minutes and consider any recommendations from the Neighbourhood Plan meeting held on 12th October 2020. d) To receive the minutes and consider any recommendations from the Human Resources meeting held on 12th October 2020. e) To receive the minutes and consider any recommendations from the Finance and Policy meeting held on 19th October 2020.
  11. TERMS OF REFERENCE- To consider and approve amended terms of reference for the Human Resources Committee.
  12. SUFFOLK ASSOCATION OF LOCAL COUNCILS AREA FORUM (SALC) – To consider and approve the nomination of a representative to the SALC Area Forum.
  13. WEATHERBY CROSSING PUBLIC INQUIRY – To receive an update and authorise any actions.
  14. PARKING WORKING GROUP- To receive a report (verbal) and authorise any actions.
  15. PUBLIC REALM – To authorise planting of trees and bulbs at various locations in the Town, and agree a budget for this purpose.
  16. CLOCK TOWER – To consider a Memorandum of Agreement and quotation for the Tendering and Contract Management of landscape works.
  17. SIX-MONTH BUDGET PROJECTION 2020/2021 – To receive the budget projection from the RFO.
  18. Correspondence
  19. Date of the next Meeting – 23rd November 2020

Signed: D.Baines
Debbie Baines, Town Clerk

20th October 2020

The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 came into force on 4th April 2020, permitting local authority meetings to be held remotely, including by video and telephone conferencing. This arrangement is currently in effect until May 2021.

Minutes of the Meeting of Newmarket Town Council held on Monday 28th September 2020 at 6:00 pm via Zoom

Attendance:

  • Councillor M Jefferys (Town Mayor)
  • Councillor Y Fitzgerald
  • Councillor A Appleby
  • Councillor R Hood
  • Councillor J Borda
  • Councillor Peter Hulbert
  • Councillor O Bowen
  • Councillor T Kerby
  • Councillor J De’Ath
  • Councillor J Lay
  • Councillor A Drummond
  • Councillor C O’Neill
  • Councillor K Yarrow

Also Present: Debbie Baines – Town Clerk, Cathy Whitaker – RFO, Christy Argyoudi – Events Manager, Julie Ashton – Minute Assistant, Cllrs Soons and Nobbs – West Suffolk Council, 1 member of the Press and 6 members of the Public.

20/09/1 – Welcome

The Mayor opened the meeting and announced that the meeting was being recorded and asked if anyone else intended to record the meeting. There were no requests.

20/09/2 – Apologies for absence – LGA 1972, Section 85(1) & (2)

Apologies were received from Cllr Anderson. Cllr De’Ath would join the meeting later.

20/09/3 – Declaration of members interests & to remind councillors of the need to keep up to date their register of member’s interests and to consider any requests received for member’s dispensation.

None noted.

20/09/4 – To receive and confirm the minutes of the town council meeting held on Monday 24th august, Tuesday 15th September and Thursday 24th September 2020 and any matters arising.

The minutes of the last virtual meeting held on 24thAugust and 15th September 2020 were presented and the following was agreed:

20/09/4.01 Resolved

That the minutes of the last virtual meetings held on 24th August and 15th September 2020 be adopted and would be signed as a correct record by the Town Mayor.

Matters arising 24th August 2020: Page 4 – 20/08/11 – A concern was raised regarding an increase to salary and pension costs. The Mayor advised that the changes to staff Terms of Employment had been resolved in August and there was no reason to revisit the item.

Matters arising 15th September 2020: Page 2 – 20/09/6 – The D&P Working Group had met to complete a response to part 2 of the Reform or the Planning System and a further meeting would be held 29th September, to complete part 3. The responses would need to be ratified by full Council or delegated powers could be given to the D&P Committee. The following was agreed:

20/09/4.02 Resolved

That delegated powers be given to the D&P Committee to consider and resolve the responses to parts 2&3 of the Reform of the Planning System. Matters arising 24th September 2020: The meeting had been postponed due to a change in COVID-19 government guidance and would be rescheduled as a virtual meeting.

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 relating to the town to be brought to their attention (maximum 15 minutes).

Chris Hibble – Narcotics Anonymous reported that he had tested the seating arrangements at the Pavilion to accommodate 15 attendees 2m apart and confirmed that this is achievable. The current Government advice allows groups of 15 to meet for self-help groups and he asked for the NTC guidance to be changed from 11 to 15 attendees.

A proposal was made to bring forward a part of item 14 and the following was agreed:

20/09/5.01 Resolved

That a part of item 14 be brought forward to consider bookings at the Pavilion.

20/09/6 Town council events and bookings

The request to change the numbers of people attending meetings at the Pavilion for self help groups was considered and the following was agreed:

20/09/6.01 Resolved

That the guidance for the numbers attending meetings for self help groups at the Pavilion be increased from 11 to 15.

20/09/7 – Councillor reports

SCC – Cllr Hood confirmed that the SCC Newsletter had been submitted to the Town Clerk for circulation. Cllr Drummond – gave a verbal update on the merger of the Taxi Policies and both Policies would be maintained and be reviewed in 2 years. The Hackney livery would be removed for Bury St Edmunds and the Policy had been changed for new joiners regarding electric vehicles and safeguarding. He had been given delegated powers to make further minor changes.

WS – Karen Soons reported that she had met with residents in Studlands to discuss community allotments at the old disused cycle park at Emerald Orchard. The Mayor would contact the Friends of the Yellow Brick Road to seek views on a community project and report back.

Ward – Cllr O’Neill thanked Cllr Drummond for addressing the issue of repairing a large hole in the wire fence in Cheveley Road.

Cllr Lay reported that he did not believe that West Suffolk were doing enough to promote the market and he would follow this up and report back. He had received a letter regarding the provision of disabled parking in Park Lane and he would forward the letter to West Suffolk to resolve.

Cllr Yarrow welcomed the planting of cherry trees in his Ward.

20/09/8 – Announcements

The Mayor’s itinerary for September 2020 in addition to the normal schedule of meetings and Working Groups, included the following:

30th August – played in a cricket match with the Inter-Faith team on the Severals
14th September – attended the award of cheques to the Bill Tutte Scholarship students
20th September – attended the Battle of Britain Service at St Mary’s Church, BSE
22nd September – met with West Suffolk officers to discuss the Yellow Brick Road

20/09/9 – To receive the minutes and consider any recommendations from the D&P committee meetings held on 7th and 21st September 2020

The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 7th and 21st September 2020. There were no recommendations.

20/09/10 – To receive the minutes and consider any recommendations from the community & leisure services committee meeting held on 7th September 2020.

The Vice Chairman of the Community & Leisure Services Committee presented the report and recommendations from the Community & Leisure Services Committee meeting held on 7th September 2020.

20/09/10.01 Resolved (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.

20/09/10.02 Resolved (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.

20/09/10.03 Resolved (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.

20/09/10.04 Resolved (CL/20/09/11.01 Recommendation)

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

20/09/10.05 Resolved (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.

20/09/10.06 Resolved (CL/20/09/15.01 Recommendation)

That lights with timers be put on the planters.

20/09/10.07 Resolved (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.

20/09/10.08 Resolved (CL/20/09/17.01 Recommendation)

That the request to hold a Family Band Day

20/09/11 – To receive the minutes and consider any recommendations from the neighbourhood plan committee meeting held on 14th September 2020.

The Chairman of the Neighbourhood Plan Committee presented the report and recommendations from the Neighbourhood Plan Committee meeting held on 14th September 2020.

20/09/11.01 Resolved (N/20/09/8.01 Recommendation)

That the details of public transport for buses and rail along with cycling routes be promoted on the NTC website and social media.

Cllr De’Ath joined the meeting

20/09/12 – To receive the minutes and consider any recommendations from the human resources committee meeting held on 14th September 2020.

The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 14th September 2020.

20/09/12.01 Resolved (H/20/09/7.01 Recommendation)

That the amended Newmarket Town Council Member/Officer Protocol be received and adopted.

20/09/12.02 Resolved (H/20/09/8.01 Recommendation)

That a Working Group be set up comprising of Cllrs O’Neill, Jefferys and Hulbert to report back to the next HR committee meeting with the terms of reference to review the Staff Appraisal Scheme and to consider applying for the Investors in People award.

20/09/12.03 Resolved (H/20/09/9.01 Recommendation)

That the NALC NJC pay scales for 2020/2021 be adopted.

20/09/12.04 Resolved (H/20/09/13.01 Recommendation)

That the quote from Abbey Security for £375.50 per property per year plus £40 per visit (plus VAT) to cover out of hours be accepted.

20/09/12.05 Resolved (H/20/09/14.01 Recommendation)

That the requests for staff training be approved.

20/09/13 – To receive the minutes and consider any recommendations from the F&P committee meetings held on 21st September 2020.

The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meetings held on 21st September 2020.

20/09/13.01 Resolved (F/20/09/7.01 Recommendation)

That the ratification of the schedules of payments for the period 01/08/2020 – 31/08/2020 (Cash Book 1 – 4) be received and adopted.

20/09/13.02 Resolved (F/20/09/10.01 Recommendation)

That the amended Financial Regulations be adopted.

20/09/13.03 Resolved (F/20/09/10.02 Recommendation)

That the reviewed Health & Safety Policy be adopted.

20/09/13.04 Resolved (F/20/09/11.01 Recommendation)

That the removed equipment be retained and the costs for cleaning be added to the outstanding rent invoice bringing the total to £1275.60 and if payment is not received that the matter be referred to the Small Claims Court.

20/09/13.05 Resolved (F/20/09/12.01 Recommendation)

That neighbouring Authorities be requested to donate funds to total costs as follows: SCC 20%, West Suffolk 10%, East Cambs 10% Cheveley and Wooditton Parish Councils 5% each. That the proposed virements be made to cover 50% of the total costs by NTC.

20/09/13.06 Resolved (F/20/09/14.01 Recommendation)

That quotes for structural testing be sought and to consider an upgrade to LED lighting.

20/09/14 – To note the resignation of councillor Ceasar and posting of vacancy notice

The resignation of Cllr Caesar was regrettably noted and her valued contributions would be sadly missed.

20/09/15 – Town Council Constitution

The revised Committee Terms of Reference were reviewed and the following was agreed:

20/09/15.01 Resolved

That the revised Committee Terms of Reference for Council, D&P and F&P be adopted and that the HR Committee Terms of Reference be deferred to take account of any changes to the staff appraisal system.

20/09/16 – Local community awards

A proposal from the Rotary Club to collaborate on the introduction and holding of an ‘acts of kindness’ awards scheme, for town residents in the CB8 post code was presented and considered. The following was agreed:

20/9/16.01 Resolved

That NTC supports the proposal to introduce a Community Awards scheme and that the Mayor attends any meetings and to report back.

20/09/17 – Meeting with Forest Heath District local policing commander

The meeting had been rescheduled to take place on 1st October 2020.

20/09/18 – Planning application – DC/20/817/ADV – land adjacent to Tesco petrol station Willie Snaith Road Newmarket

Members considered and discussed the options for signage at the site and the following was agreed:

20/09/18.01 Resolved

That there be no sign at all, however, if there is to be a sign, then it be similar to the sign in Ely and be no more of 3m high with reduced lighting.

20/09/19 – Town council events and bookings

The proposed Christmas event was discussed and the following was agreed:

20/09/19.01 Resolved

That due to the current circumstances, that the Christmas Event be regrettably cancelled Booking requests for the Memorial Hall and Gardens and the Pavilion and Severals were considered and following was agreed:

20/09/19.02 Resolved

To allow bookings for “exceptions” only – support groups and organised sport or licensed outdoor physical activity for under-18s, subject to NTC COVID 19 booking guidelines and compliance with Government guidelines and policies on social distancing.

Members were advised that the Cricket club had requested to start preparing the pitch in October and to book every Sat/Sun Apr to Sep next year. All dates would be agreed with the Events Manager.

The proposals in the report were considered and the following was agreed:

20/09/19.03 Resolved

That proposals 3&4 in the report be accepted and reviewed periodically and in response to any changes in Government guidance.

Town Clerk advised that Oktober Festival organisers had been selling tickets for an event 17th October at the Severals and that 350 tickets had been sold. Relevant paperwork for plans and risk assessments had been submitted to West Suffolk Council and they were planning for the event to go ahead. The plans for the event were considered and in light of the current COVID-19 situation, the following was agreed

20/09/19.04 Resolved

That the Oktober Festival 2020 event be cancelled

20/09/20 – Weatherby Crossing public inquiry

The Notice of Public Local Inquiry regarding the Weatherby Crossing, to be held on Wednesday 14th – 16th October 2020 at 10:00am at the Memorial Hall was noted.

Town Clerk advised that all of the paperwork had been submitted within the deadline and she would test the technical equipment next week.

20/09/21 – Correspondence

The PCSO monthly report was noted.

20/09/22 – Date of the next virtual meeting

Monday 26th October 2020 at 6:00pm.

 

Meeting closed at 7:25pm

 

 

Attachments of this agenda pack can be found in the PDF version