Full Town Council Minute (Signed) 22-03-2021
Minutes of the Meeting of Newmarket Town Council held on Monday 22 March 2021 at 6:00 pm via Zoom
Attendance:
Councillor M Jefferys (Town Mayor) Councillor R Hood
Councillor M Anderson Councillor P Hulbert
Councillor Appleby Councillor Y Fitzgerald
Councillor J Borda Councillor J Lay
Councillor J De’Ath Councillor C O’Neill
Councillor A Drummond Councillor K Yarrow
Also Present: D Baines – Town Clerk, C Whitaker – RFO, C Argyroudi- Events Manager, G Colby – Minute Assistant, P Winter, Cllrs K Soons and R Nobbs – West Suffolk Council, 1 Member of the Press and 7 Members of the Public
21/03/1 Welcome
The Mayor opened the meeting and announced that the meeting was being recorded and asked if anyone else intended to record the meeting. There were no requests.
The Mayor noted the resignation of Cllr Kerby and thanked him for his time spent at Newmarket Town Council as a Councillor and Deputy Mayor.
21/03/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
None noted.
21/03/3 Declaration of Members Interests & to Remind Councillors of the Need to Keep up to Date Their Register of Member’s Interests and to Consider any Requests Received for Member’s Dispensation
None noted.
21/03/4 To Receive and Confirm the Minutes of the Town Council Meetings held on 22nd February 2021, 01 March 2021 and 04 March 2021 and any Matters Arising.
The minutes of the virtual meeting held on 22nd February 2021 were presented and the following was agreed
21/03/4.01 Resolved
That the minutes of the virtual meeting held on 22 February 2021 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
There were no matters arising.
The minutes of the virtual meeting held on 1st March 2021 were resented and the following was agreed
21/03/4.02 Resolved
That the minutes of the virtual Extra Ordinary meeting held on 01 March 2021 be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
There were no matters arising.
The minutes of the virtual meeting held on 4th March 2021 were presented and the following amendment was made:
Page 1 – 21/03/11 – The vote had not been unanimous as Cllr O’Neill had voted against the decision.
Subject to the amendment being made, the following was agreed:
21/03/4.03 Resolved
The minutes the last virtual Extra Ordinary meeting held on 4th March 2021, be adopted and would be signed as a correct record by the Town Mayor on receipt in the post.
There were no matters arising.
21/03/5 Public Open Session
Resident Douglas Hall spoke to item 21/03/12 regarding councillors voting against a resolution they had proposed and regarding the Soap Box Derby accounts, thanking council for looking into queries raised in January.
21/03/6 Suffolk Constabulary
None noted. The Town Clerk noted that the PCSO report would be presented to the next F&P meeting.
The Mayor raised a previous suggestion that it would be helpful for Newmarket’s PCSO to attend Full Town Council meetings – even once every other month.
21/03/7 Councillor Reports –
Cllr Hood reported that the monthly SCC report had been sent out to all councillors and invited them to raise any questions.
Cllr O’Neill raised a question regarding responsibility for meeting the cost of a Traffic Regulation Order at New Cheveley Road. Cllr Hood would look into this and report back at the next meeting.
West Suffolk Council (WSC)
Cllr Lay reported on the market in the High Street and reported that he would be discussing this with WSC, on behalf of NTC. Cllr De’Ath invited Cllr Lay to join the next Market Working Group meeting.
Cllr Drummond reported that he prepared a Newmarket centric district councillors update. This had been circulated to councillors.
Cllr Soons thanked residents for their efforts in litter picking on Studlands.
Ward – Cllr Anderson also spoke regarding recent litter picking activities and thanked all involved.
Cllr Yarrow reported that he had been in contact with Flagship Housing regarding future planning.
Outside Bodies – none noted
21/03/8 Announcements
The Mayor reported that in addition to regular committee meetings and Working Groups, his activities included the following:
Community Orchard visit with Cllr Anderson
Site visit to consider Christmas lights placings in the High Street.
Visited a possible site for a town museum
21/03/9 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 1st and 15th March 2021
The Chairman of the Development & Planning Committee presented the minutes of the meeting from the Development & Planning Committee meetings held on 1st and 15th March 2021.
D21/03/9.01 Resolved (D/21/03/28.1 Recommendation)
That the National Planning Policy Framework consultation response drafted by the Planning Policy Working Group, be accepted and submitted.
21/03/10 To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 1st March 2021
The Chairman of the Community and Leisure Services committee presented the minutes of the meeting held on 1st March 2021.
21/03/10.01 Resolved (CL/21/03/7.01 Recommendation)
That the quote from Ben Burges for £5,995 to purchase a water bowser be accepted and a tow bar be purchased for a cost of up to £200.
21/03/10.02 Resolved (CL/21/03/7.02 Recommendation)
That any staff/resource implications for operating the water bowser be referred to the HR Committee to consider.
21/03/10.02 Resolved (CL/21/03/11.01 Recommendation)
That the quote from Gala Lights for £11,910 to install, maintain, takedown and store the Christmas lights and for £10,560 per year for a 2- 5-year contract be approved.
21/03/11 To Receive the Minutes and Consider any Recommendations from the Neighbourhood Plan Committee Meeting held on 8th March 2021
The Chairman of the Neighbourhood Plan Committee presented the report and recommendations from the Neighbourhood Plan Committee meeting held on 8th March 2021.
21/03/11.01 Resolved (N/21/03/7.01 Recommendation)
Councillors voted unanimously that a Working Group be formed, terms of reference to consider all matters pertaining to Newmarket Conservation Areas including lobbying of WSC to complete the Appraisal document and to report back to the next meeting, consisting of Cllrs Jefferys, O’Neill, Appleby and Hood.
21/03/12 To Receive the Minutes and Consider any Recommendations from the Human Resources Committee Meeting held on 8th March 2021
The Chairman of the Human Resources Committee presented the report and recommendations from the Human Resources Committee meeting held on 8th March 2021.
21/03/12.01 Resolved (H/21/03/11.01 Recommendation)
That annual leave requests to approved.
21/03/12.02 Resolved (H/21/03/12.01 Recommendation)
That the requests for Staff training be approved.
21/03/13 To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 15th March 2021
The Chairman of the Finance & Policy Committee presented the report and recommendations from the Finance & Policy Committee meetings held on 15th March 2021.
21/03/13.01 Resolved (F/21/03/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/02/2021 – 28/02/2021 (Cash Book 1 – 4) be received and adopted.
21/03/13.01 Resolved (F/21/03/9.01 Recommendation)
To transfer the existing balance of £369.56 from the NTC Charitable Fund bank account back to the NTC Current account.
21/03/13.01 Resolved (F/21/03/10.01 Recommendation)
That a grant of £1,000 be awarded to the SOS Bus, to be drawn from 4076/101 Grants account for 2021/22, subject to an activity report being made to NTC at the end of the year.
21/03/13.01 Resolved (F/21/03/10.02 Recommendation)
That a grant of £3,000 be awarded to the Citizens Advice, West Suffolk for 2021/22, to be drawn from 4076/101 Grants account.
21/03/13.01 Resolved (F/21/03/11.01 Recommendation)
That the virement of £2,000 from 4180/101 Civic Functions to 4076/101 Grants be made.
21/03/13.01 Resolved (F/21/03/13.01 Recommendation)
That the revised Standing Orders be adopted.
21/03/14 Newmarket Community Network
The Mayor reported that the minutes from the two meetings of the Newmarket Community Network had been restrictively circulated.
21/03/15 Clear Channel
A report was presented and amendments to the Clear Channel contract were considered. The following was agreed:
21/03/15.01 Resolved
That amendments to the Clear Channel UK bus shelter contract to allow Clear Channel not to come out and change the boards, to have blank hoardings due to Covid-19 and a loss of advertising sales. That obsolete bus shelters, if they cannot be replaced like for like, are replace with new ones be approved.
21/03/16 Parking Working Groups
The Chairman of the Parking Working Group reported that there was nothing to update and that the Working Group would in the future be a regular agenda item at Neighbourhood Plan Committees rather than at Town Council meetings.
21/03/17 Annual Meeting of the Town
The Town Clerk raised options for holding the Annual Meeting of the Town, and the possibilities of a return to in-person council meetings from 7th May, should the legislation which permits virtual meetings not be extended beyond this date. The following was agreed:
21/03/17.01 Resolved
That the Annual Meeting of the Town on Tuesday be held on 25th May 2021 at 6:00pm.
A proposal to set up a working group to help with the preparation of the Annual Town meeting was discussed and the following was agreed:
21/03/17.02 Resolved
That a working group be set up consisting of Cllrs O’Neill, Jefferys and Borda, with terms of reference to plan the Annual Town Meeting and report progress back to future Town Council meetings.
21/03/18 Newmarket Cricket Club Agreement
The Town Clerk noted a meeting held on 3rd March attended by a representative from the Cricket Club, Events Manager, Town Clerk, Cllrs Jefferys, Hood and Appleby. During which, a draft hire agreement had been discussed, and agreement reached on both sides.
A proposal to waive fees for the 2021 season, in acknowledgment of the work being undertaken by the Newmarket Cricket Club to prepare the pitch for use, was considered and the following was agreed:
21/03/18.01 Resolved
That the booking fee for the Cricket Club to use the Severals and Pavilion for the 2021 Cricket season be waived.
21/03/19 Correspondence
Newmarket Probus Toronto had invited the Mayor to attend their virtual meeting in May. The Mayor would attend and report back to Council.
The Planning Inspector had written regarding the Weatherby Crossing Inquiry, to confirm the period for submission of objections to the modification order (15th April-13th May).
The Town Clerk noted that further to the recent Notice of Vacancy published in respect of the resignation of Cllr Kerby, a valid request by ten local government electors to fill the casual vacancy via a by-election had been received by the Returning Officer. The seat at All Saints Ward would be contested on 6th May 2021.
Meeting closed at 7:00 pm
Signed:By the Chairman Date: 26/04/2021
Summary of Resolutions
| Resolution | Resolution Wording |
| D21/03/9.01 Resolved (D/21/03/28.1 Recommendation) | That the National Planning Policy Framework consultation response drafted by the Planning Policy Working Group, be accepted and submitted. |
| 21/03/10.01 Resolved (CL/21/03/7.01 Recommendation) | That the quote from Ben Burges for £5,995 to purchase a water bowser be accepted and a tow bar be purchased for a cost of up to £200. |
| 21/03/10.01 Resolved (CL/21/03/7.02 Recommendation) | That the quote from Gala Lights for £11,910 to install, maintain, takedown and store the Christmas lights and for £10,560 per year for a 2- 5-year contract be approved. |
| 21/03/11.01 Resolved (N/21/03/7.01 Recommendation) | Councillors voted unanimously that a Working Group be formed, terms of reference to consider all matters pertaining to Newmarket Conservation Areas including lobbying of WSC to complete the Appraisal document and to report back to the next meeting, consisting of Cllrs Jefferys, O’Neill, Appleby and Hood |
| 21/03/12.01 Resolved (H/21/03/11.01 Recommendation) | That annual leave requests to approved. |
| 21/03/12.02 Resolved (H/21/03/12.01 Recommendation) | That the requests for Staff training be approved. |
| 21/03/13.01 Resolved (F/21/03/6.01 Recommendation) | That the ratification of the schedules of payments for the period 01/02/2021 – 28/02/2021 (Cash Book 1 – 4) be received and adopted. |
| 21/03/13.01 Resolved (F/21/03/9.01 Recommendation) | To transfer the existing balance of £369.56 from the NTC Charitable Fund bank account back to the NTC Current account. |
| 21/03/13.01 Resolved (F/21/03/10.01 Recommendation) | That a grant of £1,000 be awarded to the SOS Bus, to be drawn from 4076/101 Grants account for 2021/22, subject to an activity report being made to NTC at the end of the year. |
| 21/03/13.01 Resolved (F/21/03/10.02 Recommendation) | That a grant of £3,000 be awarded to the Citizens Advice, West Suffolk for 2021/22, to be drawn from 4076/101 Grants account. |
| 21/03/13.01 Resolved (F/21/03/11.01 Recommendation) | That the virement of £2,000 from 4180/101 Civic Functions to 4076/101 Grants be made. |
| 21/03/13.01 Resolved (F/21/03/13.01 Recommendation) | That the revised Standing Orders be adopted. |
| 21/03/15.01 Resolved | That amendments to the Clear Channel UK bus shelter contract to allow Clear Channel not to come out and change the boards, to have blank hoardings due to Covid-19 and a loss of advertising sales. That obsolete bus shelters, if they cannot be replaced like for like, are replace with new ones be approved. |
| 21/03/17.01 Resolved | That the Annual Meeting of the Town on Tuesday be held on 25th May 2021 at 6:00pm. |
| 21/03/17.02 Resolved | That a working group be set up consisting of Cllrs O’Neill, Jefferys and Borda, with terms of reference to plan the Annual Town Meeting and report progress back to future Town Council meetings. |
| 21/03/18.01 Resolved | That the booking fee for the Cricket Club to use the Severals and Pavilion for the 2021 Cricket season be waived. |