Leisure Services Minutes (Signed) 13-05-2019
Minutes of a Meeting of the Leisure Services Committee
Held on Monday 13th May 2019 at 7.15 pm at the Memorial Hall Newmarket
Attendance:
Councillor J De’Ath (Chairman) Councillor Hulbert
Councillor A Drummond Councillor J Lay
Councillor R Hood Councillor K Lindsay
Also Present: Bobby Bennett – TCM, Christy Argyroudi – Events Manager, Julie Ashton – Minute Assistant, Cllrs Appleby, Jefferys, Kerby, O’Neill and 4 Members of the Public
L/19/05/1 Chairman to read fire safety notice and announce that proceedings may be filmed or recorded.
The Chairman opened the meeting and read out the Fire Safety briefing and the announcement that proceedings may be filmed or recorded.
L/19/05/2 Apologies
Apologies were received from Cllr Cooke.
L/19/05/3 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.
None noted.
L/19/05/4 To confirm the minutes of the meeting held on Monday 1st April 2019
Members received the minutes of the Leisure Services Committee meeting held on 1st April 2019 and the following was agreed:
L/19/05/4.01 Resolved
That the minutes of the Leisure Services Committee meeting held on 1st April 2019 be adopted and signed as a true record by the Chairman of the Leisure Services Committee.
There were no matters arising.
L/19/05/5 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 counillors are very happy for matter relating to the town to be brought to their attention.
A resident praised the work achieved by the last Committee and asked what ideas and plans the new Committee had. The Chairman advised that there were plans for new events which would be considered by full Council.
Cllr Jefferys advised that over the years this Committee had achieved many successes that had made a difference for the Town but he failed to understand why the Committee had fewer numbers and that the skills and ideas of a larger group were being excluded.
L/19/05/6 Introduction to the Leisure Service Committee
TCM gave an overview of the remit and responsibilities of the Leisure Services Committee.
Cllr Appleby left the meeting.
L/19/05/7 To review income & expenditure for April 2019
TCM gave an overview of the budget and the need to keep within it. The income and expenditure reports for April 2019 were noted.
Cllr O’Neill left the meeting.
L/19/05/8 To review the booking for March 2019 and staffing requirements
The Events Manager advised that there were 8 bookings so far for June 2019 and there were no staffing requirements. The Tea Dances were going well and the Heath Court Hotel would continue to support the raffle.
Use of the Bill Tutte Memorial over the summer would include the following:
Saturday 15th June 2019 – National Armed Forces Day organised by Newmarket BID. Events Manager would check this with the Bill Tutte Committee.
Saturday 13th July 2019 – Music and Art Festival 10:00am to 4:00pm 6 groups would be performing.
20th July – 14th September 2019 – Animal Health Trust Art Trail – performances would take place between 10:00am – 12:00 each day and it was confirmed that this would not clash with the Food and Drink Festival.
L/19/05/9 To receive an update on the Memorial Gardens
TCM advised that there were a few minor snagging issues to resolve and the bin collections had been increased to twice weekly. All of the equipment had been obtained for the watering of the Gardens. There had been a number of fantastic comments from users on the improvements which would collated.
L/19/05/10 Summer entertainment
Ally Atkins gave an update on the plans for the 6 week creative programme over the summer which would look to attract all residents and not just families. She was looking for support for a further £1,000 for a story teller. The Chairman thanked Ally for the update and the Committee were confident that they would be able to provide further funding.
TCM was asked to ask the Kiosk to carry out a survey of the Gardens on the number of visitors over the next 14 days. This would be carried out again during the school holidays to compare usage.
L/19/05/11 To receive an update on Twinning
TCM advised that she had been given delegated powers to look into the viability of a trip to France. Only 9 people had confirmed places and regrettably it would not be viable and would be postponed until the following year.
Ally Atkins left the meeting
The Events Manager advised that she had done all she could to generate more interest but did not manage to get more people signed up.
Members discussed the need to keep the twining going and it was noted that Newmarket Choir had performed in France 3 years ago and that the Rugby Club used to play in France and the French had also played here over a number of years.
Cllr Kerby left the meeting.
It was noted that more effort was needed to gather contact details of Community groups and to provide information of the scheme to promote interest for next year.
L/19/05/12 To consider plans for the Carnival 2019
Members were advised that the Mayor and Cllr Nobbs had met with the Carnival organisers and identified that a few receipts from last year were missing. The organisers were more aware of keeping a record of how public money was spent and were keen to organise the 2019 Carnival. The License Agreement had been revised and the organisers would invited to sign it.
Cllrs Jefferies and a member of the public left the meeting.
The Chairman advised that the Committee should look for ways to make the Carnival a bigger event year on year and this would be looked at.
L/19/05/13 To consider plans for the Winter Wonderland 2019
TCM advised that the Lantern parade used to go from the Pavilion to the Memorial Gardens but with the Gardens being shut last year, it was included in the Christmas lights switch on which did not go so well.
The Events Manager advised that there was a budget of £4,000 and that Newmarket BID events had been scaled back for this year. The Christmas lights switch on would be 15th November 2019 followed by a Christmas Market 16/17th November 2019. Father Christmas would be at the Museum and a pantomime would be held in the Memorial Hall.
It was suggested that a Festival of Light could be held in the Memorial Gardens instead of the Lantern Workshop and parade. The working group of the Mayor, TCM and Events Manager would look into new ideas for using the Winter Wonderland budget for 2019.
L/19/05/14 To consider quotes for stage lighting
TCM advised that it was a legal requirement to get the stage lighting inspected and tested. Members considered 3 quotes and the following was agreed:
L/19/05/14.01 Recommendation
That the quote from Future Electrical for £480 + £175 be accepted to inspect and test the stage lighting in the Memorial Hall.
L/19/05/15 Severals – to consider a requests form Newmarket Academy
It was noted that cricket used to be played on the George Lambton field and that West Suffolk should be asked to provide a long term solution. The request to use the Severals was considered and the following was agreed:
L/19/05/15.01 Resolved
That the request from Newmarket Academy to use the Severals for cricket be accepted in the short term and that West Suffolk and SCC be approached to provide a long term solution.
L/19/05/16 Correspondence
• Racing Centre – request to use the Severals for 2 Sundays in June for practise sessions for a Staff Sports Day to promote the event. Events Manager was asked to find out where the Sports Day would be held.
L/19/05/17 To note any items for next meeting
• 2019 Carnival
• 2019 Winter Wonderland
• Community Groups in Newmarket
L/19/05/18 Date of next meeting
Monday 3rd June 2019 in the Memorial Hall
Meeting closed at 8:30pm.
Signed ______________________________ Date _________________________