Full Town Council Minutes (Signed) 28-05-2019
Minutes of the Meeting of the Newmarket Town Council held on Tuesday 28th May 2019 at 7:15 pm
at the Memorial Hall, High Street, Newmarket, Suffolk, CB8 8JP
Attendance:
Councillor R Hood (Town Mayor) Councillor W Hirst
Councillor A Appleby Councillor P Hulbert
Councillor J Borda Councillor M Jefferys
Councillor O Bowen Councillor T Kerby
Councillor S Caesar Councillor J Lay
Councillor J De’Ath Councillor K Lindsay
Councillor A Drummond Councillor C O’Neill
Councillor R Yarrow
Also Present: Roberta Bennett – TCM, Julie Ashton – Minute Assistant, 1 Member of the Press and 5 Members of the Public.
19/05/1 Fire safety briefing and announcement that proceedings may be filmed or recorded
The Mayor opened the meeting and read out the Fire Safety Briefing and the announcement that proceedings may be filmed or recorded.
The Mayor advised that there had been a fire at Newmarket Academy last night and thankfully there were no injuries. The fire was attended to promptly by the fire services and the outcome of the fire investigation was awaited.
19/05/2 Apologies for absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Ali, Anderson and Cooke.
19/05/3 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.
A member of the press joined the meeting.
19/05/4 To receive and confirm the minutes of the public part of the Town Council meeting held on Tuesday 7th May 2019 and any matter arising
The Town Mayor presented the minutes of the Town Council meeting held on Monday 7th May 2019 and the following amendment was made:
Page 2 – 19/05/04.02 – Typo was corrected to read signed.
Subject to the amendment being made, the following was agreed:
19/05/4.01 Resolved
That the minutes of the Town Council meeting held on Monday 7th May 2019 be adopted and signed as a correct record by the Town Mayor.
Matters arising:
Page 4 – 19/05/10.04 Resolved – Finance & Policy Committee – a request was made to add this item to the next agenda.
Page 5 / 19/05/11 – Representatives on other bodies – a request was made to add this item to the next agenda.
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 councillors are very happy for matters relating to the town to be brought to their attention
A Resident advised that a planning application for the White Lion pub at the Queensbury Lodge site had lapsed and the building had been boarded up and was causing issues with rubbish attracting rats and antisocial behaviour. The Mayor advised that the 4 Newmarket District Councillors would push West Suffolk to find a resolution.
A resident spoke about the Annual Town Meeting and advised that there was no open debate allowed. He had wanted to ask why a wedge had been driven to divide the Town and what was being done to move this issue forward. The Mayor advised that the F&P Committee had already begun to review Standing Orders and that the issue was being addressed.
A resident advised that the Town was outraged about 9 elected Councillors being excluded from the Committees and that every Councillor should be allowed to be a member of any Committee. A request was made for Councillors to wear name badges at the next Annual Town meeting and that name cards are displayed at full Council meetings. TCM agreed to arrange this
Cllr Drummond advised that he had sent an email to all Members with a request to meet to discuss Committee membership. A number of Councillors advised that they had not received it and that there had been problems with the new email accounts. TCM asked for any problems to be reported to her. It was suggested that the Standing Orders should be reviewed by full Council and not just the F&P Committee.
19/05/6 Report from County Councillors
The Mayor advised that her report would be circulated to Members. A concern was raised regarding SCC latest policy to exclude tetra packs and metal pans from recycling bins. The Mayor was asked to take this up with SCC and that they should be encouraged to increase recycling, not reduce it.
19/05/7 Report from District Councillors
None noted.
19/05/8 Ward reports from Town Councillors
Cllr Borda reported having received complaints from residents regarding the grass not being cut in his Ward and that the playground was not being maintained. TCM asked for photos to be sent to her.
Cllr Jefferys reported that following work to install gas pipes in Norfolk Avenue and Elizabeth Avenue the area had not been restored to its original state. There had also been 2 traffic incidents caused by drivers taking the corner too fast and requested that the SID be installed to monitor speeds at the junction and to look at what traffic calming measures could be installed. The Mayor requested that the details be emailed to her for her to take the issue up. He advised that there were plans to make the pub that had closed down into to a community and arts centre and that it should be added to the community asset register. An item would be added to the Community Services agenda.
Cllr Yarrow reported that there was a dangerous tree in the Fresh Fields area that required attention. TCM requested photos to be sent to her.
Cllr Hood reported that the pipe work in Bury Road appeared to have resolved the bad odour at Newmarket Brook and this would continue to be monitored.
19/05/9 To receive reports form Town Councillors elected as representatives on other bodies
None noted
19/05/10 To receive the Town Mayor’s and Deputy Mayor’s announcements
The Deputy Mayor reported the following:
12th May – Attended a Soapbox meeting
14th May – Attended the Great Dunmow Soapbox meeting
16th May – Attended a meeting at Tattersalls
20th May – Attended a Penny Hall Davely meeting
23rd May – Attended a BID meeting with Graham Philpot
26th May – Attended the Great Dunmow Soapbox
19/05/11 To receive the minutes and consider any recommendations from the D&P committee meeting held on 13th May 2019
The Chairman of the Development and Planning Committee presented the report and recommendations from the Development & Planning Committee meeting held on 13th May 2019.
D/19/05/11.01 Resolved (D/19/05/12.01 Recommendation)
That NTC adopt the checklist for developments of more than 10 dwellings.
A request was made for the checklist to be circulated again.
19/05/12 To receive the minutes and any recommendations from the Leisure Services committee meetings held on 13th May 2019
The Chairman of the Leisure Services Committee presented the report and recommendations from the Leisure Services Committee meeting held on 13th May 2019.
19/05/12.01 Resolved (L/19/05/14.01 Recommendation)
That the quote from Future Electric for £480 + £175 be accepted to inspect and test the stage lighting in the Memorial Hall.
19/05/13 To receive the minutes and any recommendations from the Community Services committee meeting held on 20th May 2019
The Mayor presented the report and recommendations from the Community Services Committee meeting held on 20th May 2019.
19/05/13.01 Resolved (C/19/05/5.01 Recommendation)
That a Section 137 donation of £75 be made to the 6th Newmarket Brownies from the Mayor’s Allowance.
19/05/13.02 Resolved (C/19/05/8.01 Recommendation)
That subject to the confirmation of a firearm licence, the quote from 999 Pest Control for £1,000 be accepted.
19/05/14 To receive the minutes and any recommendations from the Finance & Policy committee meeting held on 20th May 2019
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 20th May 2019.
19/05/14.01 Resolved (F/19/05/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/04/2019 – 30/03/2019 (Cash Book 1, 2 and 4) be received and adopted.
19/05/14.02 Resolved (F/19/05/10.01 Recommendation)
That the Financial Standing Orders be adopted.
19/05/15.03 Resolved (F/19/05/11.01 Recommendation)
That the Standing Orders for Contracts be adopted.
19/05/14.04 Resolved (F/19/05/12.01 Recommendation)
That the Member’s Code of Conduct, Social Media. Officer’s Code of Conduct and Protocol on Member Officer’s Relations be adopted.
The following 2 recommendations were amended
(F/19/05/14.01 Recommendation)
That NTC re-join SALC for a subscription fee of £1,600.44 per year.
19/05/14.04 Resolved (F/19/05/14.01 Recommendation)
That NTC re-join SALC for a subscription fee of £1,600.44 per year and that the contract with LCPAS for £90 per year (cost confirmed by Cllr O’Neil) be renewed.
A recorded vote was requested and the result was as follows:
| COUNCILLOR | FOR | AGAINST | ABSTAIN |
| Ali | Not in attendance | ||
| Anderson | Not in attendance | ||
| Appleby | X | ||
| Borda | X | ||
| Bowen | X | ||
| Caesar | X | ||
| Cooke | Not in attendance | ||
| De’Ath | X | ||
| Drummond | X | ||
| Hirst | X | ||
| Hood | X | ||
| Hulbert | X | ||
| Jefferys | X | ||
| Kerby | X | ||
| Lay | X | ||
| Lindsay | X | ||
| O’Neill | X | ||
| Yarrow | X | ||
| 9 | 4 | 2 |
The following recommendation was withdrawn:
19/05/14.05 Resolved (F/19/05/14.02 Recommendation)
That the contract with LCPAS not be renewed be withdrawn.
19/05/15 To receive the final accounts
TCM presented the final Accounts and the following was agreed:
19/05/15.01 Resolved
That the Annual Accounts for the Town for 2018/2019 be received.
19/05/16 To receive the internal auditor’s report for 31/03/2019 by auditing solutions
TCM presented the Auditor’s report for 31/03/2019 and thanks were given to staff for the fantastic audit.
19/05/17 Annual governance statement
TCM explained the 3 pages relating to the Annual Governance Statement and the following was agreed :
19/05/17.01 Resolved
That Section 1 of the Annual Governance Statement be signed and submitted.
19/05/18 Accounting statement
TCM presented Section 2 the accounting statement for 2018/19 and the following was agreed:
19/05/18/.01 Resolved
That Section 2, Accounting Statement 2018/19 of the Annual Governance & Accountability Return be approved.
19/05/19 To receive an update on the Soap Box Race and approve next steps
A presentation was given on the safety plans and risk assessment for the event including an update on road closures. The income and expenditure costs were also presented and the following was agreed:
19/05/19.01 Resolved
That the next steps for the Soap Box Race be approved.
Full details of the event could be found on the website.
19/05/20 To consider correspondence
None noted.
19/05/21 Date of the next meeting of the Town Council
Monday 24th June 2019
Meeting closed at 8:39pm
Signed : __________________ Date : ____________________