Full Town Council Minutes (Signed) 04-05-2020
Minutes of the Meeting of Newmarket Town Council
held on Monday 4th May 2020 at 6:00 pm via Zoom
Attendance:
Councillor R Hood (Town Mayor) Councillor Y Fitzgerald
Councillor M Anderson Councillor W Hirst
Councillor Appleby Councillor Peter Hulbert
Councillor J Borda Councillor M Jefferys
Councillor O Bowen Councillor T Kerby
Councillor S Caesar Councillor J Lay
Councillor J De’Ath Councillor C O’Neill
Councillor A Drummond Councillor K Yarrow
Also Present: Deborah Sarson – Acting TCM, Debbie Baines – Town Clerk, Cathy Whitaker – RFO, Julie Ashton – Minute Assistant, 1 member of the Press and 2 members of the Public.
Minute
In remembrance
The Mayor paid tribute to Councillor Ian Kirk who died suddenly on 26th April 2020 followed by a 2-minute silence.
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.
Apologies for absence – LGA 1972, Section 85(1) & (2)
None noted.
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.
To receive and confirm the minutes of the town council meeting held on 20th april 2020 and any matters arising.
The minutes of the last virtual meeting held on 20th April 2020 were presented and the following was agreed:
20/05/5.01 Resolved
That the minutes of the last virtual meeting held on 20th April 2020 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
Matters arising:
Page 4 – 20/04/15.01 Resolved – The Mayor was challenged by various Councillors on her action to agree a contract with the new Town Clerk with a start date of 4th May 2020, initially for 7 hours per week, with the full time start date to be mutually agreed. This action was contrary to what councillors believed they had voted for when the resolution was made. It was asserted that the Mayor had acted unilaterally and without the approval or authority of full Council or in consultation with Members of the HR Committee.
The Mayor rejected those assertions and explained that she had consulted with the immediately preceding Mayor, Cllr Drummond, and followed the previous procedure to appoint a Town Clerk; she explained that she had followed the Council’s resolution to appoint the new Town Clerk. However, other Councillors disputed her authority to act on behalf of the Council.
After further debate a named vote was requested with the following results:
Votes for: Cllrs, Anderson, Appleby, Borda, Bowen, Caesar, De’Ath, Drummond, Fitzgerald, Hirst, Jefferys, Kerby, Lay, O’Neill and Yarrow.
Votes against: Cllr Hulbert.
Abstentions: Cllrs Hood.
The following was agreed:
20/05/5.02 Resolved
That the Council honours the agreement for the new Town Clerk to be paid 7 hours per week for induction time from 4th May 2020, that the current Acting TCM continues in her role liaising with the new Town Clerk as appropriate, until such time as the Council agree a date for the Town Clerk to start full time.
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)
None noted.
To receive the minutes and consider any recommendations from the d&p committee meetings held on 20th and 27th april 2020
The Chairman of the Development & Planning Committee presented the report and recommendations from the Development & Planning Committee meetings held on 20th and 27th April 2020. There were no recommendations.
To receive the minutes of the coronavirus response steering group meeting held on 21st april 2020
The Chairman of the Coronavirus Response Steering Group presented the report from the Coronavirus Response Steering Group meeting held on 21st April 2020.
Coronavirus financial update
Members were given an update on the coronavirus expenditure to date. It was noted that a lot had been achieved and thanks were given to the volunteers. A request was made for a regular update especially on staff additional hours and the expenses were received and noted.
To receive an update on events and bookings
An agreement in principle had been made to start the indoor craft market in the Memorial Hall 1st October 2020 and after further debate the following was agreed:
20/05/10.01 Resolved
That the date for the return of the indoor craft market in the Memorial Hall be postponed and reviewed with a possibility of starting for Christmas 2020.
Soapbox derby
Members discussed the Soapbox Derby event and the proposal to combine with the Carnival and the consensus was that due to the current circumstances, the Soapbox Derby should be postponed until next year and the following was agreed:
20/05/11.01 Resolved
That due to the current circumstances, the 2020 Soapbox Derby and Carnival events be postponed and that a major event be held next year.
Finance
RFO presented the income & expenditure reports for March 2020 and highlighted over/underspend.
The recommendations for the virement of the underspend was considered and the following was agreed:
20/05/12.01 Resolved
That the virement recommendations be deferred to allow the RFO to investigate the makeup of the underspend.
The Mayor proposed to call a Finance & Policy Working Group to review the budget in light of the projected impact of the coronavirus pandemic on budgeted income. The Acting TCM clarified this would be a working group and not a committee meeting requiring the three clear days’ notice, which would report directly to the next meeting of the Council on 18th May. The following was agreed:
20/05/12.02 Resolved
That a meeting of the Finance & Policy Working Group be held on 11th May 2020 at 7.00pm to review the budget in light of the projected impact of the coronavirus pandemic on budgeted income.
Public spaces protection order
Members considered whether to extend the PSPO in areas of Newmarket and the following was agreed:
20/05/13.01 Resolved
That the Council responds to West Suffolk Council in support of continuing the current PSPO for areas in Newmarket.
To receive an update on the weatherby crossing
Acting TCM advised that on the advice of the Barrister, a further extension to the deadline was sought and agreed until 26th May 2020. This would allow the Barrister time to prepare the statement of case and to allow gathering evidence by other parties including carrying out interviews etc. The Barrister had recommended that the case would benefit from a statement from an expert witness and attendance at the hearing on 28th July 2020. A quote for fees for an expert witness was awaited.
Traffic regulation order
Members considered the draft TRO for the Market and the following was agreed:
20/05/15.01 Resolved
That NTC support and accept the TRO for the Market.
West suffolk service level agreement
Members were advised and noted that all areas of work except for the hanging baskets would continue in accordance with the SLA.
Severals cricket pitch
Members were advised and noted that preparation of the pitch had been approved at no cost to the Council.
Health and safety
The Health and Safety risk assessments were noted.
Policing
An update was given on the operation to manage the anti-social behaviour in Newmarket and the following was agreed:
20/05/19.01 Resolved
That a letter of thanks be sent to the Police for the handling of the anti-social behaviour in Newmarket.
Correspondence
The National postponement of the VE/VJ 75 Commemorations until 2020 was noted.
Date of the next virtual meeting
Monday 18th May 2020 at 6:00pm.
Meeting closed at 19:18pm
Signed: By The Chairman Date: