Full Town Council Minutes (Signed) 20-04-2020
Minutes of the Meeting of Newmarket Town Council
held on Monday 20th April 2020 at 7:00 pm via Zoom
Attendance:
Councillor R Hood (Town Mayor) Councillor Peter Hulbert
Councillor J Borda Councillor M Jefferys
Councillor O Bowen Councillor T Kerby
Councillor S Caesar Councillor I Kirk
Councillor J De’Ath Councillor J Lay
Councillor A Drummond Councillor C O’Neill
Councillor Y Fitzgerald Councillor K Yarrow
Also Present: Deborah Sarson – Acting TCM and Cathy Whitaker – RFO and Julie Ashton – Minute Assistant, Steve Walsh – Racing Centre, Mandy Corbett, 1 member of the Press and I member of the Public.
Minute
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. Cllr Anderson was absent. Cllrs Appleby and Hirst had technical issues preventing them from joining the meeting.
To receive and confirm the minutes of the last town council meeting held on 24th february 2020 and any matters arising.
The minutes of the last virtual meeting held on 24th February 2020 were presented and the following was agreed:
20/04/3.01 Resolved
That the minutes of the last virtual meeting held on 24th March 2020 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
There were no matters arising.
To receive and confirm the minutes of the virtual meetings of councillors held on 30th march and 6th april 2020 and any matters arising.
The Mayor presented the minutes of the virtual meetings held on 30th March and 6th April 2020 and the following was agreed:
20/04/4.01 Resolved
That the minutes of the virtual meetings held on 30th March and 6th April 2020 be adopted and signed as a correct record by the Town Mayor.
There were no matters arising.
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 2nd and 16th march 2020
The Chairman of the Development & Planning Committee presented the report and any recommendations from the Development & Planning Committee meetings held on 2nd and 16th March 2020. There were no recommendations.
To receive the minutes and any recommendations from the leisure services committee meeting held on 2nd march 2020
The Chairman of the Leisure Services Committee presented the report and recommendations from the Leisure Services Committee meeting held on 2nd March 2020.
20/04/7.01 Resolved (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.
20/04/7.02 Resolved (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.
To receive the minutes and any recommendations from the community services committee meeting held on 9th march 2020
The Mayor presented the report and recommendations from the Community Services Committee meeting held on 9th March 2020.
20/04/8.01 Resolved (C/20/03/9.01 Recommendation)
That NTC continues to work within Newmarket Vision and requests an increase in representation from one to four Members on the Vision Steering Group.
To receive the minutes and any recommendations from the finance & policy committee meeting held on 16th march 2020
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 16th March 2020.
20/04/9.01 Resolved (F/20/03/6.01 Recommendation)
That NTC allocate £10,000 from the General Reserve to a ‘Coronavirus Support Fund’ in support of the vulnerable in our community; and to recommend to Council adopting the General Power of Competence which would unlock the potential for further options.
20/04/9.02 Resolved (F/20/03/7.01 Recommendation)
That the ratification of the schedules of payments for the period 01/03/2020 – 31/03/2020 (Cash Book 1 and 2) be received and adopted.
General power of competence
It was confirmed that NTC met the qualifications for adopting the General Power of Competence and the following was agreed:
20/04/4.10 Resolved
That Newmarket Town Council adopts the General Power of Competence.
To receive the minutes of the coronavirus response steering group held on 31st march 7th and 14th april 2020
The Chairman of the Coronavirus Response Steering Group presented the report from the Coronavirus Response Steering Group meetings held on 31st March 7th and 14th April 2020 and the following was agreed:
20/04/11.01 Resolved
That the minutes of the Coronavirus Response Steering Group meetings held on 31st March 7th and 14th April 2020 be adopted and signed as a correct record.
Coronavirus financial update
Members were given an update on the coronavirus expenditure to date.
Cllr Kerby joined the meeting
Future funding requirements and grant opportunities were considered and the generosity of the Newmarket Festival and Gredley Charity Trust to support the Newmarket community were noted. It was confirmed that NTC had donated £5,000 to the Newmarket Festival hardship funds. Members discussed how to resolve the issue of handling money when shopping for the vulnerable and discussion was held about the option of an organisation, possibly NTC, acting as a ‘bank’ and the following was agreed:
20/04/12.01 Resolved
That the Acting TCM would undertake further investigation into the issues, options and risks and report back to the next meeting.
Acting TCM presented a breakdown of the Coronavirus Response expenditure and the total cost £7,648.20 to date. Although set up costs for the helpline and website were included there would be ongoing costs to support the NTC response and the following was agreed:
20/04/12.01 Resolved
That an additional £5,000 be allocated to cover future Coronavirus Response expenditure.
The Mayor gave thanks to everyone who had stepped in to support the community of Newmarket and noted that it was a huge achievement to see the various organisations swiftly come together to support residents.
Finance
RFO presented the draft income & expenditure reports for March 2020 and advised that the end of year report was awaited. The reports were noted.
To receive an update on the weatherby crossing
Acting TCM advised that the fees for preparing the Statement of Case for the hearing and for representation at the hearing had been received and the following was agreed:
20/04/14.01 Resolved
That Merrow Golden be appointed as the Barrister to prepare the statement of case and to represent NTC at the hearing. That the quote for fees to provide these services be accepted.
Appointment of the town clerk
Members were advised that the post had been offered and verbally accepted and the following was agreed:
20/04/15.01 Resolved
That the verbal acceptance of the Town Clerk post was noted with a start date to be agreed.
Annual meeting of the town council
Members considered whether to hold the Annual Town Council Meeting in May 2020 as per the new legislation that allowed the annual meeting to be deferred and the following was agreed:
20/0415.01 Resolved
That the Annual Meeting of the Town Council be held on 18th May 2020.
Meeting schedule
Acting TCM presented the meeting schedule during the pandemic until further notice and the following was agreed:
20/04/16.01 Resolved
That the meeting schedule during the pandemic be adopted until further notice.
Committee memberships
The draft Committee Membership was approved. It was noted that Cllr Kirk would be added to all Committees except for Human Resources.
Meeting agenda priorities
Acting TCM presented a list of agenda priorities and the following was agreed:
20/04/19.01 Resolved
That the agenda priorities be approved and a review of priorities be an item on all future agendas until further notice.
Correspondence
The PCSO reports for February and March 2020 were noted
Date of the next virtual meeting
Monday 4th May 2020 at 6:00pm.
Meeting closed at 20:15pm
Signed: By the Chairman Date: ____________________