Community & Leisure Services Minutes (signed) 07-12-2020
Minutes of a Meeting of the Community & Leisure Services Committee
Held on Monday 7th December 2020 at 6:00 pm via Zoom
Attendance:
Councillor J De’Ath (Chairman)
Councillor P Hulbert
Councillor J Borda
Councillor M Jefferys
Councillor A Appleby
Councillor C O’Neill
P Winter
Councillor K Yarrow
Also Present: D Baines – Town Clerk, J Ashton – Minute Assistant, Cllr R Nobbs – WSC and 5 Members of the Public.
Minutes
CL/20/12/1 – Chairman To Read Fire Safety Notice And Announce That Proceedings May Be Filmed Or Recorded
The Chairman opened the meeting and announced that proceedings are being recorded and to advise that all participants will be muted by the host of the meeting who will
unmute the individual the Chairman has invited to speak.
CL/20/12/2 – Apologies For Absence
Apologies were received from Cllrs Drummond and Kerby. Cllrs, Anderson, Bowen and Hood were absent.
CL/20/12/3 – 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.
CL/20/12/4 – To Receive And Confirm For Accuracy The Minutes Of The Community And Leisure Services Committee Meeting Held On Monday 2nd November 2020 And Any Matters Arising
Members received the minutes of the Community and Leisure Services Committee meeting held on 2nd November 2020 and the following was agreed:
CL/20/12/4.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting
held on 2nd November 2020 be adopted and signed as a true record by the
Chairman of the Community and Leisure Services Committee.
CL/20/12/5 – Public Open Session
No members of the public wished to speak.
CL/20/12/6 – To Receive The Accounts For November 2020
The accounts for November 2020 were received and noted.
CL/20/12/7 – Budget Proposal
The Working Group and RFO had gone over the proposed budget in detail and the
following was agreed:
CL/20/12/7.01 Recommendation
That the draft budget for the Community & Leisure Committee be received and
adopted.
CL/20/12/8 Newmarket Venues
The Town Clerk presented a report from the Working Group on a review of the venue
hire fees. It was proposed to reduce hire charges for NTC venues to ensure that they
remain competitive. In response to the pandemic, community groups would be offered
a discounted rate, as a means of supporting their activities.
| Newmarket Venue
Hourly rate All prices exclude VAT |
Old price list | New price list for Corporate bookings | Percentage of reduction | Reduced rate for community bookings |
| Main Hall midweek | £35 | £29 | 17% | £15 |
| Main Hall weekend | £40 | £29 | 28% | £15 |
| Sport Pavilion midweek | £30 | £25 | 17% | £13 |
| Sport Pavilion weekend | £35 | £25 | 29% | £13 |
| Council Chamber | £25 | £20 | 20% | £10 |
| Ernest Cassel | £20 | £15 | 25% | £8 |
The following was agreed:
CL/20/12/8.01 – Recommendation
That the venue hire fees be reduced from 1st April 2021 to ensure that they
remain competitive and to encourage community use, as detailed in the report
and be reviewed in 6 months’ time.
The Working Group also considered taking payments from credit cards and the
following was agreed:
CL/20/12/8.02 – Recommendation
That option 2, izettle be accepted as the credit card processing provider.
A request to book the Memorial Hall for the Newmarket Jigsaw Festival and British
Jigsaw Championships on Sunday 20th June 2021 was considered and the following
was agreed:
CL/20/12/8.03 Recommendation
That the request to book the Memorial Hall for the Newmarket Jigsaw Festival
and British Jigsaw Championships on Sunday 20th June 2021, be approved
subject to compliance with any COVID safety regulations being applied at the
time.
CL/20/12/9 Cemetery
Town Clerk reported that she had met with a West Suffolk Council Officer to discuss the process for removal of unauthorised memorabilia at the Cemetery, as agreed at the previous meeting. There was no update on the automated gates, however the road
repairs were due to be completed by Christmas.
CL/20/12/10 Memorial Gardens
Monthly Play Area Inspection (November) – There were only a few minor repairs required which were low risk.
Quotes for tree work – Two quotes were considered the following was agreed:
CL/20/12/10.01 Recommendation
That the quote from Green Wood Tree Surgery for £2,250+VAT to carry out the tree work in the Memorial Gardens be accepted.
CL/20/12/11 Hanging Baskets
A quote for the hanging baskets and all Town planting was considered and the following was agreed:
CL/20/12/11.01 Recommendation
That the quote for hanging baskets and all Town planting for £5892.79+VAT for 2021 be accepted subject to confirmation of resources being available to water
the baskets reviewed in February 2021.
CL/20/12/12 St Mary’s Square
The signs that had been installed appeared to be working and the area would continue to be monitored. Planting would be considered subject to available funds.
CL/20/12/13 History Trail
The Chairman advised that this initiative would attract different tourist groups and would celebrate all of the history of Newmarket alongside that of horse racing. This
item would be referred to the NNP Committee to work with the Newmarket History Society.
CL/20/12/14 Recycling of High Street planting
Offering plants to residents when the planting themes are changed was discussed and the following was agreed:
CL/20/12.14.01 Recommendation
That a system be set up for old plants to be offered to Newmarket residents free
of charge.
A Member of Public joined the meeting
CL/20/12/15 Correspondence
A request from New Cheveley Road Allotments to repair the fence where the allotments adjoined the neighbouring play area was considered and the following was
agreed:
CL/20/12/15.01 Recommendation
That the fence at the New Cheveley Road Allotments be repaired as a priority using £2500 from the EAR marked reserve with West Suffolk Council matching
the NTC funding.
Date Of Next Meeting
Monday 4th January 2021 via Zoom.
CL/20/12/16 ITEMS FOR NEXT AGENDA
- Cemetery matters
- Memorial Gardens
- Clock Tower
Meeting closed at 6:40pm
Signed: By the Chairman Date 04/01/2021