Full Town Coucnil Minutes (Signed) 01-06-2020
Minutes of the Meeting of the Newmarket Town Council
held on Monday 1st June 2020 at 6.00 pm via Zoom
Attendance:
Councillor M Jefferys (Town Mayor) Councillor A Drummond
Councillor M Anderson Councillor Y Fitzgerald
Councillor A Appleby Councillor R Hood
Councillor J Borda Councillor P Hulbert
Councillor S Caesar Councillor C O’Neill
Councillor J De’Ath Councillor K Yarrow
Also Present: Deborah Sarson Acting TCM, Debbie Baines -Town Clerk, Cathy Whitaker – RFO, Julie Ashton – Minute Assistant, Cllr Starkey – ECDC, Cllr Nobbs – WS, 1 Member of the Press and 2 Members of the Public.
Minute
| 20/06/1 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. 20/06/2 APOLOGIES FOR ABSENCE – LGA 1972, Section 85(1) & (2) Apologies were received from Cllrs Kerby, Hirst and Lay. Cllr Bowen was absent. 20/06/3 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. 20/06/4 TO RECEIVE AND CONFIRM THE MINUTES OF THE TOWN COUNCIL MEETING HELD ON MONDAY 4TH MAY 2020 The Mayor presented the minutes of the ordinary Town Council meeting held on Monday 18th May 2020 and the following amendment was made: Page 2 – 20/05/6.01 Resolved – Matters Arising – “agreed” was changed to read “suggested” Page 4 – 20/05/13.01 Resolved – Newmarket Festival Grant Sub Committee was removed from the list of other bodies for 2020/21. Subject to the amendment being made, the following was agreed: 20/06/4.01 Resolved |
That the minutes of the Town Council meeting held on Monday 18th May 2020 be adopted and signed as a correct record by the Town Mayor.
Matters arising:
Page 3 – 20/05/9 – It was confirmed that clarification had been sought from SALC regarding the Terms of Reference for Working Groups, a response was awaited.
20/06/5 PUBLIC PARTICIPATION AN INVITATION TO MEMBERS OF THE PUBLIC TO PUT QUESTIONS/STATEMENTS OF NOT MORE THAN 3 MINUTES DURATION RELATING TO ITEMS LISTED IN THE PUBLIC PART OF THE AGENDA OR MATTERS RELATING TO THE BUSINESS OF THE COUNCIL
Margo Walsh and Amy Starkey gave an outline of the plans to open racing again and the strict security arrangements that had been set by British Horseracing. There are strict entry requirements for access to the racecourse and only designated people will be permitted to attend. The first meeting will be held on Thursday 4th June and the Rowley Mile from Hamilton Road to the Devils Dyke will be closed to the Public to meet the strict social distancing rules. However, Devils Dyke would remain open and people could still use other parts of the Jockey Club Estates on race days. They were hoping that the community would give their support and stay away from the Rowley Mile course for the meetings.
Members were delighted to hear that racing would return to the Town and the hard work of everyone involved was noted and appreciated.
Amy thanked Members and the Acting TCM for their support during the pandemic and was looking forward to working with NTC more closely in the future.
The Mayor thanked Margo and Amy for the briefing adding that NTC always welcomed being involved in all aspects of the Town.
20/06/6 TO RECEIVE THE MINUTES AND CONSIDER ANY RECOMMENDATIONS FROM THE D&P COMMITTEE MEETINGS HELD ON 26TH MAY 2020
The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 26th May 2020. There were no recommendations.
20/06/7 TO RECEIVE THE MINUTES AND ANY RECOMMENDATIONS FROM THE CORONAVIRUS RESPONSE STEERING GROUP MEETING HELD ON 19TH & 26TH MAY 2020
The Chairman of the Coronavirus Response Steering Group presented the report from the Coronavirus Response Steering Group meetings held on 19th & 26th May 2020.
20/06/7.01 Resolved
That the minutes of the Coronavirus Response Steering Group held on 19th & 26th May 2020 be received and noted.
The Mayor thanked call handlers, volunteer network and all the organisations supporting the Community. Thanks were also given to Douglas Hall for the new call handling system which had made it easier and more efficient.
20/06/8 CORONAVIRUS FINANCIAL UPDATE
The Coronavirus Financial update was noted.
20/06/9 FINANCE
The Asset Register for March 2020 was reviewed and the following was agreed:
20/06/9.01 Resolved
That the Asset Register for March 2020 be received and approved.
The Risk Management Scheme was reviewed and it was noted that the dates and Neighbourhood Plan section needed to be updated. The following was agreed:
20/06/9.02 Resolved
That the Risk Management Scheme be adopted and referred to the F&P Committee for further review.
The level of Earmarked Reserves was reviewed and the following was agreed:
20/06/9.03 Resolved
That the level of Earmarked Reserves be approved and referred to the F&P Committee for further review.
A proposal was made to move item 10 Lawful Procedure, to the confidential part of the meeting and the following was agreed:
20/06/9.04 Resolved
That item 10 Lawful Procedure be moved to the confidential part of the meeting.
20/06/10 TO RECEIVE AN UPDATE ON THE WEATHERBY CROSSING
Acting TCM advised that the Statement of Case was submitted by the deadline of 26th May 2020. Thanks were given to the Barrister, Rachel Wood and the Acting TCM for their tremendous commitment and efforts to get the Statement of Case submitted within the deadline. Although the Planning inspector had not deferred the deadline for the Statement of Case, it was possible that the inquiry date may be rescheduled and a decision was awaited for the date and venue. SCC had agreed to fund the venue for the Inquiry.
The Town Clerk thanked the Acting TCM for the work she had put in to the Statement of Case and she would pick up the work for the Inquiry when fully in post.
20/06/11 NEWMARKET NEIGHBOURHOOD PLAN
It was noted that considering WSC’s view that the relevant policy of the Neighbourhood Plan did not create ‘a material conflict’ for the application in relation to the unattractive industrial area for the planned location of the McDonalds restaurant, it was urgent that the views of NTC in relation to the Neighbourhood Plan were made clear.
Merging the Community and Leisure Services Committees would be considered under the review of the Committee structure; however, a separate Neighbourhood Plan Committee was now required. The following was agreed:
20/09/11.01 Resolved
That the Neighbourhood Plan policies and Community Actions be sent to all Members. That a Neighbourhood Plan Committee be set up to be included in the meeting cycle with the date of the first meeting to be Monday 29th June 2020.
Cllr Anderson lost connection and left the meeting
20/06/12 SPEED INDICATOR DEVICE
RFO advised that she had investigated the New Cheveley Road location and found it was still waiting for a post to be installed by SCC. The same applies for Elizabeth Avenue. The second SID has been ordered and is on a delivery schedule of 6 weeks. There was confusion about whether there were now three SIDs and all the locations for them. RFO would investigate all the locations, review what applications had been submitted and their progress and report back.
20/06/13 MEMORIAL GARDENS
Members considered the revised quotations for the sensory wall canopy options and the following was agreed:
20/06/13.01 Resolved
That the quote of £17,638.10 from Setter Limited for the Memorial Garden Sensory Wall Canopy be accepted.
RFO advised that the existing traders of the Snack Shack had indicated that they wanted to carry on, however the arrears for last year had not been paid and there had been no response to requests for payment.
Environmental Health had been due to carry out an inspection, however this had been cancelled due to lockdown. The following was agreed:
20/06/13.02 Resolved
That Environmental Health be invited to carry out an inspection and
provide advice and guidance for the future running of the Snack Shack. The Mayor reported that he had inspected the repair work for the splash pad and proposed that the retention period for the warranty should be paid. The following was agreed:
20/06/13.03 Resolved
That the balance for the warranty period for the Splash Pad be paid in full.
20/06/14 WSC SERVICE LEVEL AGREEMENT
A concern regarding the state of the grass bank at the Queen’s Statue was raised. Acting TCM advised that NTC would water it and that WSC would arrange for the grass to be cut tomorrow.
The planters in the High Street were due to be planted up next week with the summer bedding scheme. The Acting TCM advised that flowerbeds near to the bus station were ready to be planted with either bedding plants or shrubs. The options for planting were considered and the following was agreed:
20/06/14.01 Resolved
That the flowerbeds at the bus station be planted with bedding plants for this year and that shrubs be considered for the following year.
It was reported that the grass had not been cut in several areas however it was noted that there were different schedules for grass cutting carried out by WS and SCC. Details of areas should be sent to the Acting TCM.
20/06/15 SEVERALS CRICKET PITCH
Members were advised the Cricket Club were keen to play as soon as possible using a soft ball to avoid injury and were looking to start league matches next year.
20/06/16 COMMITTEE MEMBERSHIP
The request from Cllr Yarrow to join the Human Resources Committee was considered and the following was agreed:
20/06/16.01 Resolved
That the request from Cllr Yarrow to join the Human Resources Committee be accepted.
20/06/17 TO CONSIDER CORRESPONDENCE
None noted.
20/06/18 EXCLUSION OF THE PRESS & PUBLIC
With the vote being unanimous, it was:
20/06/18.01 Resolved
To resolve that under the Public Bodies (Admissions to meetings) Act 1960, the public and press be excluded for the remainder of the meeting because of the likely disclosure of private and confidential information or staff matters.
Members of the Press and Public left the meeting
20/06/19 ***WSC PROPOSALS FOR EASING LOCKDOWN RESTRICTIONS***
The Power Point presentation from WS regarding opening up the town centre and maintaining social distancing measures was noted. Any comments to be sent to the Acting TCM by lunchtime on Wednesday 3rd June 2020.
20/06/20 ***LAWFUL PROCEDURE***
Members were advised that the procedure for appointing the Town Clerk had been carried out as set out in the Employee Handbook. After further debate the following was agreed:
20/06/20.01 Resolved
To refer the matter to the HR Committee.
20/06/21 DATE OF NEXT MEETING
Monday 15th June 2020 at 6:00pm.
Meeting closed at 19:46pm
Signed: By the Chairman Date: 13/08/2020