Full Town Council Minutes (Signed) 23-04-2019
Minutes of the Meeting of the Newmarket Town Council held on Tuesday 23rd April 2019 at 6.00 pm
at the Memorial Hall, High Street, Newmarket, Suffolk, CB8 8JP
Attendance:
Councillor R Hood (Town Mayor) Councillor J Lay
Councillor J Clarke Councillor J Morrey
Councillor A Drummond Councillor R Nobbs
Councillor P Hulbert Councillor A Starkey
Councillor M Jefferys Councillor P Winter
Also Present: Roberta Bennett – TCM, Julie Ashton – Minute Assistant, 1 Member of the Press, 2 Town Pastors, Ben – Vivo Outdoor Fitness and 2 Members of the Public.
19/04/1 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.
19/04/2 Apologies for absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Berry, Hudson, O’Neill and Wadham. Cllrs Anderson, Appleby, Hirst and Wright were absent.
19/04/3 Declaration of members 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.
19/04/4 To receive and confirm the minutes of the public part of the Town Council meeting held on Monday 25th March 2019 and any matter arising
The Town Mayor presented the minutes of the Town Council meeting held on Monday 25th March 2019 and the following amendment was made:
Page 4 – 19/03/13.02 Resolved – Typo was corrected to read Kone Subject to the amendment being made, the following was agreed:
19/04/4.01 Resolved
That the minutes of the Town Council meeting held on Monday 25th March 2019 be adopted and signed as a correct record by the Town Mayor.
Matters arising:
Page 2 – The Mayor advised that Cllr O’Neill had not complied with the requirements of the Monitoring officer and Independent Person to apologise to Cllr Drummond, the Mayor and NTC. This matter was still outstanding.
19/04/5 To receive report form the Mayor
The Mayor advised that this was her last meeting as the Mayor and gave a summary of the achievements of the Council including:
• Agreement to fund the running costs of the cameras on the Yellow Brick Road
• Appointed a PCSO
• Submitted the Neighbourhood Plan
• Facilitated a successful Market event
• TCM made NTC representations to the East Cambs Local Plan
• Funded the “There but not There” event and statuettes for Remembrance Sunday with an event at the Heritage Centre
• Hosted Lexington Exchange event.
• Hosted the French Twinning Association
• Successfully delivered the Memorial Gardens Masterplan
Thanks were given to Cllrs Winter and Starkey for delivering the Masterplan on time and within budget, to Cllrs Nobbs and Lay who had watered the garden over the weekend and emptied the bins. Thanks were given to all who had contributed to the achievements of the Council and to the TCM and her staff for their outstanding work over the past year. Thanks were also given to Alison Hayes of the Newmarket Journal for reporting on our activities and for providing the historical information on the Memorial Gardens and the Town plaques at the Memorial Gardens.;
The Mayor proposed that item 22 be brought forward to follow item 6 and the following was agreed:
19/04/5.01 Resolved
That item 22 Children’s Boot Camp be brought forward to follow item 6.
19/04/6 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.
The Mayor introduced Anna and Paul from the Town Pastors who gave a brief outline of the service that they provide to the Newmarket night time economy. The Town Pastors are volunteers from local churches. They provide a calming influence to the streets on a Saturday night between 10:00pm and 02:00am.
They remove any dangerous items such as glass and bottles which could be used as weapons. They provide help and support to vulnerable people and work alongside the police, door staff and CCTV control room.
Operating costs are around £8,500 per year to cover staff training, uniforms, rent and radios. They also do their own fund raising and would be immensely grateful for any contribution from NTC to support the service.
The Mayor thanked the Town Pastors for their uplifting service and asked the TCM to add this item to the next full Town Council meeting to look at what support NTC could give.
Anna and Paul gave thanks for the opportunity of speaking and left the meeting.
19/04/7 To consider a children’ boot camp at the Severals
Ben from Vivo Outdoor Fitness advised that the adult boot camps were well attended and that he would like to start a children’s boot camp on the Severals on a Tuesday from 4:15 – 5:15pm. Most of the children were from existing members and their membership would cover the children. There would be a charge of £5 for non-members.
Members considered the request and the following was agreed:
19/04/7.01 Resolved
That Vivo Outdoor Fitness be allowed to run a Children’s boot camp on the Severals every Tuesday from 4:15 – 5:15pm for a trial period of 6 months starting on 7th May 2019.
19/04/8 Report from County Councillors
The Mayor advised that her report had been circulated to Members.
19/04/9 Report from District Councillors
None noted.
19/04/10 Ward reports from Town Councillors
None noted.
19/04/11 To receive reports from Town Councillors elected as representatives on other bodies
None noted
19/04/12 To receive the Town Mayor’s and Deputy Mayor’s announcements
The Mayor reported the following:
5th April 2019 – Attended the launch of Lifecraft. Attended the opening of the Memorial Gardens. Attended the National Heritage Centre, regarding tourism promotion.
7th April 2019 – Attended the 10th Anniversary Celebration of Newmarket Town Pastors.
24th April 2019 – Attended the launch of the new MAGPAS helicopter at Newmarket Academy.
28th April 2019 – Marched at the Scouts Newmarket District St Georges Day parade, Tattersalls service and award presentation.
Throughout the month, the Mayor attended various meetings at the National Heritage Centre.
The Deputy Mayor reported the following:
5th April 2019 – Attended the opening of the Memorial Gardens. 9th April 2019 – Attended a meeting at the Jockey Club.
10th April 2019 – Attended Defibrillator Training.
24th April 2019 – Attended the launch of the new MAGPAS helicopter at Newmarket Academy.
28th April 2019 – Marched at the Scouts Newmarket District St Georges Day parade.
19/04/13 To receive the minutes and consider any recommendations form the D&P committee meeting held on 1st and 15th April 2019.
The Chairman of the Development and Planning Committee presented the report and recommendations from the Development & Planning Committee meeting held on 1st and 15th April 2019. There were no recommendations.
19/04/14 To receive the minutes and any recommendations form the Leisure Services committee meeting held on 8th April 2019.
The Chairman of the Leisure Services Committee presented the report and recommendations from the Leisure Services Committee meeting held on 8th April 2019.
19/04/14.01 Resolved (L/19/04/7.01 Recommendation)
That a letter be sent to say that the Committee welcomed the enthusiasm to organise the 2019 Carnival, however clarity on the accounts and bank statement were required for 2018 in order to proceed.
19/04/14.02 Resolved L/19/04/9.01 Recommendation)
That delegated powers be given to the TCM to look at the numbers required to make the trip viable and for alternative transport options.
19/04/14.03 Resolved (L/19/04/11.01 Recommendation)
That the request to book the Bill Tutte site for two hours every Saturday between 10:00 and 12:00 from 20th July to 7th September 2019 be accepted. That the request to use the site 14th September be subject to a check being made to see if the Food Festival and BID had any plans to use the site.
19/04/14.04 Resolved (L/19/04/11.02 Recommendation)
That the request to use the flag pole on the High Street be rejected.
This item would go back to the Leisure Services Committee to discuss the use of the flag pole.
19/04/15 To receive the minutes and any recommendations from the Community Services committee meeting held on 8th April 2019.
The Mayor presented the report and recommendations from the Community Services Committee meeting held on 8th April 2019.
19/04/15.01 Resolved (C/19/03/7.01 Recommendation)
That the revised SLA from West Suffolk at a cost of £82,785.82 per annum, representative of a 2.6% increase like for like, (5.3% increase) to include CCTV and the additional graveyard area for a period of 3 years from 1st April 2019 be accepted.
19/04/15.02 Resolved (C/19/04/6.01 Recommendation)
That the surplus from the 2018/19 budget be carried forward to the Town Centre Regeneration earmarked reserve to cover the costs of the Clock Tower Planting Project (currently standing at a draft figure of £28,314).
19/04/15.03 Resolved (C/19/04/9.01 Recommendation)
That thanks be given to the all of those on the Working Committee, to NTC and all of the other sponsors who helped with the Masterplan.
19/04/15.04 Resolved (C/19/04/11.01 Recommendation)
That the quote from A Mead Construction for £3,990 + VAT to repair the path in front of the Church in consultation with the Vicar be accepted.
19/04/16 To receive the public part of the minutes and any recommendations form the Human Resources committee meeting held on 8th April 2019.
The Chairman of the Human Resources Committee presented the Public report and recommendations from the Human Resources Committee meeting held on 8th April 2019. There were no recommendations.
19/04/17 To receive the minutes and any recommendations from the Finance & Policy committee meeting held on 15th April 2019.
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meeting held on 15th April 2019.
19/04/17.01 Resolved (F/19/04/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/03/2019
– 31/03/2019 (Cash Book 1, 2 and 4) be received and adopted.
The Chairman of the F&P Committee thanked to the RFO for her accurate accounting throughout the past year.
19/04/18 To confirm the arrangements for the annual meeting of the town
TCM advised that the audit had been pushed back to 20th May 2019 and in order for the accounts to be available for the Annual meeting of the Town, this would now be held on 22nd May 2019.
19/04/19 East Cambs local plan – Kennet Garden Village
TCM advised that the Planning Inspector had recommended that the Kennet Garden Village development be withdrawn from the East Cambs Local Plan. East Cambs had withdrawn the Local Plan but would be discussing the Kennett Garden Village development at the next planning meeting. The following was agreed :
19/04/19.01 Resolved
TCM to attend the East Cambs planning meeting to represent NTC and put forward their views on the Kennett Village Garden development.
19/04/20 To receive a verbal update on the Soap Box Race.
Members were advised that a meeting would be held on Friday with Love Newmarket and Newmarket BID to take this event forward as a team led by NTC. Applications for road closures had been submitted and information was awaited from bus companies operating services on these roads. NTC were setting up a Charitable Fund for money raised from the event.
19/04/21 Newmarket Memorial Gardens
a. To review the Opening Event – The Mayor advised that it was a huge success which was full of happy children and adults and it was a joyful occasion. Thanks were given to all involved in delivering the project and a debrief meeting would be held on 29th April 2019.
b. To discuss the Opening/Closing times – TCM advised that the current opening/closing times were from 07:00am – 7:00pm and the following was agreed:
19/04/21.01 Resolved
That the current opening/closing times of the Memorial Gardens from 07:00am – 7:00pm be adhered to.
c. To consider a Litter Picking Working Group – the Gardens had proved to be very popular and the following was agreed:
19/04/21.02 Resolved
That West Suffolk be asked to provide additional resources to help maintain the Memorial Gardens.
A standpipe would be looked at to help with the watering and the SLA would be amended to cover additional bin emptying. TCM would look at revising the job description of the Caretaker vacancy to include the Gardens.
A proposal was made to launch a Friends of the Memorial Gardens to involve the community and the following was agreed:
19/04/21.03 Resolved
That a Friends of the Memorial Gardens group be launched via social media to involve the community in keeping the Gardens tidy.
19/04/21.04 Resolved
That the Memorial Gardens Earmarked Reserve be built up to cover future maintenance costs.
d. To consider repairs to the toilets – 3 quotes were considered and the following was agreed:
19/04/21.05 Resolved
That the quote from Dorans of £644 +VAT be accepted to repair the Memorial Gardens Toilets.
19/04/22 To receive an update on the Neighbourhood Plan for submission
The Mayor advised that the Neighbourhood Plan had been submitted to West Suffolk.
19/04/23 To receive an update on the Weatherby Railway Crossing
Members were advised that SCC continued to class the crossing as a public right of way and Network Rail continued to class it as a private crossing. The matter had been referred to the Planning Inspectorate and a decision was awaited.
19/04/24 Councillor email address
The Mayor advised that the TCM was looking at providing all Cllrs with a NTC email address.
19/04/25 To consider correspondence
a. Marpa Minutes – the minutes were awaited. The group had put forward a number of issues and improvements to Network Rail and these were being considered.
b. Queensbury Lodge update – Members had received a briefing in the pack advising that the building had been identified as dangerous and had been separated off.
19/04/26 Date of the next meeting of the Town Council
Tuesday 7th May 2019 Meeting closed at 7:27pm
Signed : Date :