Community Services Minutes (Signed) 08-10-2018

Minutes of a Meeting of the Community Services Committee
Held on Monday 8th October 2018 at 6:00 pm at the Memorial Hall Newmarket

Attendance:
Councillor P Winter (Chairman)                                           Councillor M Jefferys
Councillor A Drummond                                                        Councillor J Lay
Councillor W Hirst                                                                  Councillor R Nobbs
Councillor R Hood                                                                  Councillor C O’Neill
Councillor P Hulbert                                                              Councillor D Wright

Also Present: Roberta Bennett – TCM, Julie Ashton – Minute Assistant, Debbie Gray & George McGrath – Racing Centre, 1 Member of the Press and 1 Member of the Public.

C/18/10/1 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 Notice and announced that the meeting may be filmed or recorded.

C/18/10/2 Apologies for absence
Apologies were received from Cllrs Anderson, Clarke, Morrey, Starkey and Wadham. Cllr Appleby was absent.

C/18/10/3 Declaration of members interests and 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.

C/18/10/4 To receive and confirm for accuracy the minutes of the meeting held on Monday 10th September 2018 and any matter arising
Members received the minutes of the Community Services Committee meeting held on 10th September 2018 and the following was agreed:

C/18/10/4.01 Resolved
That the minutes of the Community Services Committee meeting held on 10thSeptember 2018 be adopted and signed as a true record by the Chairman of the Community Services Committee.

There were no matters arising.

C/18/10/5 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 councillors are very happy for matters to be brought to their attention
None noted.

C/18/10/6 To receive the accounts for September 2018
TCM advised that although we were half way through the year only one quarter had been paid for the SLA and that the next quarter was due soon. The accounts for September were noted.

C/18/10/7 To receive a report on the racing centre
The Chairman welcomed Debbie Gray and George McGrath to the meeting and an update on the Racing Centre was given. George advised that the ambition of the centre was to make it a community hub for all and not just for the racing community. It aimed to reach all ages of the community from children through to senior residents. Debbie advised of the events planned before Christmas which included the following:

27th October – Children’s Halloween Party
8th November – Togs and Toy Sale
7th December – Comedy Night
8th December – Christmas Meal
16th December – Children’s Christmas Party

The Racing Centre website was being updated to allow you to book and pay online and an offer was made to include a link to their website on the NTC website which was accepted. Details of the upcoming events would be added to the Town diary.

The Chairman thanked Debbie and George for the update and they left the meeting.

C/18/10/8 To receive an update on the Christmas lights
The Chairman advised that there had been issues with the contract and a revised contract had been received. TCM would seek further clarification before signing it. TCM advised that the costs would be the same as the previous year and would be within the allocated budget.

C/18/10/9 To receive quotes for the cemetery hedge
Three quotes were considered to plant a hedge at the Cemetery and the following was agreed:

C/18/10/.9.01 Recommendation
That the quote from West Suffolk for £2,750.86 be accepted.

C/18/10/10 To receive emails regarding hanging baskets transport
The Chairman advised that the current baskets were over ten years old and needed to be replaced with more efficient ones that could retain water and save on watering costs. It was noted that there was no budget for purchasing new baskets and the following was agreed:

C/18/10/10.01 Recommendation
That new hanging baskets be purchased for £4,334.2 + VAT for a one off capital cost out of the reserves.

C/18/10/11 Speeding issues at bird cage walk
The Chairman advised that complaints had been received regarding speeding vehicles along Bird Cage Walk and the following was agreed:

C/18/10.11.01 Recommendation
That a letter be sent to Suffolk Highways to inform them of the issues and that Bird Cage Walk be added to the SID list.

C/18/10/12 To receive an update on the clock tower application
The Chairman advised that the plans for the planting in the middle of the roundabout needed to be withdrawn and a request would be made to remove this from the design application.

C/18/10.12.01 Recommendation
That the planting in the centre of the roundabout be removed from the scheme.

C/18/10/13 To receive an update on the memorial gardens masterplan
Members were advised that a request had been received for an extension to the tender deadline and an additional 5 days had been offered to all. The new date for tenders to be received was 12th October and a decision would be made by 22nd October.

C/18/10/14 Correspondence
TCM advised that a resident had brought forward an idea for Purple Tuesday a National campaign to promote accessibility to shopping. A Town wide event would be held on 13th November supported by retailers. The following was agreed:

C/18/10.14.01 Recommendation
That NTC endorses Purple Tuesday.

C/18/10/15 Date of next meeting
Monday 12th November 2018 at the Memorial Hall

C/18/10/16 Items for next agenda
• Remembrance Sunday report

Meeting closed at 6:37pm

Signed ______________________________ Date ______________________