Leisure Services Minutes (Signed) 02-03-2020
Minutes of a Meeting of the Leisure Services Committee held on Monday 2nd March 2020 at 6.00 pm at the Memorial Hall Newmarket.
Attendance:
Councillor J De’Ath (Chairman)
Councillor J Borda
Councillor W Hirst
Councillor R Hood
Councillor P Hulbert
Councillor M Jefferys
Councillor I Kirk
Also present: Deborah Sarson – ATCM, Cathy Whitaker – RFO, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant, Cllrs Appleby and O’Neill, Louise Eatock – Newmarket Community Arts, Sandra Eason – Newmarket History Society and 1 Member of the Press.
L/20/03/1 – Chairman to read the fire safety notice and announce that proceeding may be filmed or recorded and to ask if anyone intends to record the meeting.
The Chairman opened the meeting and read out the Fire Safety briefing
L/20/03/2 – Apologies
Apologies were received from Cllrs Drummond, Fitzgerald and Lay.
L/20/03/3 – 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 request received for member’s dispensation.
None noted.
L/20/03/4 – To confirm the minutes of the meeting held on Monday 3rd February 2020.
Members received the minutes of the Leisure Services Committee meeting held on 3rd February 2020 and the following was agreed:
L/20/03/4.01 Resolved
That the minutes of the Leisure Services Committee meeting held on 3rd February 2020 be adopted and signed as a true record by the Chairman of the Leisure Services Committee.
The Events Manager and Sandra Eason joined the meeting.
L/20/03/5 – Public participation ‘an invitation to member 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 matter relating to the town to be brought to their attention.
Cllr Appleby advised that Frank Stennett would be holding a cricket practice session at the Leisure Centre on Saturday 7th March 2020 from 10:00 – 12:00.
Louise Eatock – Newmarket Community Arts gave an update on a recent workshop which was well received. A questionnaire had been issued and the feedback showed a positive response to the workshops and she asked for NTC to support future events.
Cllr O’Neill asked the Committee to support the Battle of the Bands events and to add an agenda item for the next meeting. The Chairman requested details of the support required prior to the next meeting.
Cllr O’Neill left the meeting.
The Chairman proposed to bring forward item 11 and the following was agreed:
L/20/03/5.01 Resolved
That item 11 be brought forward.
L/20/03/6 – To receive briefing on the bombing exhibition.
The Events Manager advised that the exhibition had been well attended with 65 children and 46 adults on the first day and 94 children and 82 adults on the second day. There had been a constant flow of people throughout the day and thanks were given to the Journal and Newmarket History Society.
Sandra Eaton presented a report on the event and advised that everyone had worked well together. The event had generated a lot of interest with people asking questions and offering additional information. She thanked the Events Manager for setting up the exhibition and the Journal for their support in promoting the event. The Bombing story would be updated with the new information received which could be used as a wider offering for tourism. It highlighted that the Town could accommodate a museum showcasing the town’s long and interesting history and act as a tourism hub for other local places of interest. The event planned for next year, which is the 80th anniversary is being considered for half term so that more people can attend. She would welcome any feedback and further input for next year.
L/20/03/7 – Finance – To review the income and expenditure for February 2020
RFO presented the income and expenditure reports for February 2020 and advised that there were several repairs included in 4036 – R&M Buildings including the dishwasher which had had further repairs and then broken down again. As this was becoming quite costly and the dishwasher was out of action more than it was available the Committee agreed to consider either a replacement or a leasing arrangement and the RFO was tasked with investigate options. The grant from West Suffolk for the Solicitors fees relating to the CCTV costs was confirmed. The income and expenditure reports for February 2020 were noted.
L/20/03/8 – Bookings, events staffing and requirements
The Events Manager advised that a new long-term booking had been secured for a Yoga class at the Pavilion and so far, 120 had booked to attend the Newmarket Festival quiz night.
Louise and Sandra left the meeting.
L/20/03/9 – Memorial gardens
Quotes for the supply and installation of a canopy for the sensory wall were considered and the following was agreed:
C/20/03/9.01 Recommendation
That option 2 be the preferred choice in principle, subject to quotes being validated as up to date and funds availability confirmed and approved by Full Council
RFO advised that the Guineas had agreed to have the CCTV antennae installed on their building and it has been confirmed that the system will comply with the Police requirements as set out in their report.
Acting TCM presented an analysis of the cost of water consumption for plant watering and the water feature last summer. The current water feature system was costly to run and maintain but so were costs to replace it with and run a water recycling system; the acting TCM agreed to speak to the project manager to compare costs. A separate water meter for the water feature could be considered.
Members were asked to consider the opening date for the water feature and the following was agreed:
L/20/03/9.02 Resolved
That the water feature be opened for the season from Friday 3rd April 2020.
L/20/03/10 – To discuss parking at the TO DISCUSS PARKING AT THE PAVILLION
The Events Manager advised that she was liaising with the Jockey Club Estates about the option of using their car park at the Severals. Feedback from users of the Pavilion showed that there was a need for a pedestrian crossing. It was noted that several pedestrian crossings were required in Town and they should all be looked at to prioritise them. The following was agreed:
L/20/03/10.01 Recommendation
That the Leisure Services Committee suggest to NTC that installing a pedestrian crossing to access the Severals be considered as a priority.
L/20/03/11 – To receive an update on the VE day event
The Events Manager gave a presentation on the activities planned for the VE Day event including the following:
• High Street to be closed from 12:00 – 6:00pm free of charge
• The event would start at 1:00 and end at 5:00pm
• DJ playing 40s music all day
• A Winston Churchill lookalike
• Best period dress competition
• Town Crier at the Bill Tutte Memorial
• Swing Singers act at 2:30 – 3:10 and 4:00 – 4:40
• Punch and Judy show at the Clock Tower
The BID had agreed to contribute £2,500 and the Palace House were organising the competition and offering free access to veterans on the day.
Further activities were being investigated and the total cost for the event was projected to be £4952. The Chairman would look into contacting Lakenheath and Mildenhall about the possibility of a fly past.
L/20/03/12 – Carnival 2020 update
The Events Manager advised that the Carnival would start at 12:00 and finish at 5:00pm. The judges would include the Mayor, Town Cryer and a Charity representative. The Committee were looking at booking several fun fair providers and the costs for rides may need to be subsidised due to the timings of the event. There would be stilt walkers, Tree fellas, BMX tricks and a mixture of retail and charity stalls. A marquee would be placed on the Severals with children’s activities hosted inside. A solar powered stage would also be available with a screen which could be used to promote a sponsor which cover the cost of £2460. A draft estimated budget was presented and it was noted that more work on sponsorship was required.
L/20/03/13 – Twinning
The Events Manager advised that the numbers visiting had yet to be confirmed. The planned activities included a welcome reception at the Museum followed by a tour and an evening reception at the Heath Court Hotel with a visit to Audley End House in Cambridge the following day. The Events Manager was asked to look at arranging a trip to the racecourse as an option.
Members were asked to consider several types of plaques to be presented to the Twinning Association organisers and the following was agreed:
L/20/03/13.01 Resolved
That the Twinning Association organisers be presented with an NTC shield to mark their work with the Association.
L/20/03/14 – To consider maintenance responsibilities for the fitness trail
The Chairman advised that the Newmarket Festival would like to install a fitness trail on the George Lambton playing fields and leave it as a legacy for NTC to maintain. It was felt that this offer should go to West Suffolk as they were the owners of the playing fields and it was agreed this would be raised at the meeting with West Suffolk regarding the St Felix School and George Lambton playing fields sites.
A Member of the Press left the meeting.
L/20/03/15 – To determine fees for cricket at the Severals.
This item was deferred to the next meeting.
L/20/03/16 – Correspondence
Newmarket U3A (University of a Third Age) – a request to book the Bill Tutte Memorial for an event 6th June 2020 was considered and the following was agreed:
L/20/03/16.01 Resolved
That the request to book the Bill Tutte Memorial for a charitable event by Newmarket U3A 6th June 2020 be accepted.
Racing Centre Sports Day – the request to hold a sports day on the Severals 28th June 2020 was considered and the following was agreed:
L/20/03/16.02 Resolved
That the request to hold a sports day on the Severals 28th June 2020 by the Racing Centre be accepted subject to approval from the Jockey Club to start the event at 11:00am.
PCSO – Happy to chat bench – proposal to add a plaque to a bench in the Memorial Gardens and one in the High Street to invite people to sit and chat was considered and the following was agreed:
L/20/03/16.03 Resolved
That the request to add a plaque to a bench in the Memorial Gardens and one on the High Street inviting people to sit and chat be accepted and that the initiative be welcomed.
It was agreed to ask what the criteria of the funding was.
L/20/03/17 – To note any items for next meeting
• Twinning
• Carnival 2020
• VE Day
• Fitness Trail
• Memorial Gardens – canopy for the sensory wall
• Parking at the Pavilion
• Cricket fees
• Replacement dishwasher
• Battle of the Bands
• Newmarket Community Arts workshops
L/20/03/18 – Date of next meeting
Monday 6nd April 2020 in the Memorial Hall
Meeting closed at 8:45pm.
Signed ______________________________ Date _________________________