Full Town Council Minutes Signed 22-11-2021
Councillor M Jefferys (Town Mayor)
Councillor D Hall
Councillor A Appleby
Councillor J Harvey
Councillor J Berry
Councillor R Hood
Councillor J Borda
Councillor P Hulbert
Councillor J Clover
Councillor J Lay
Councillor L Crissall
Councillor C O’Neill
Councillor J Ferries
Councillor P Winter
Councillor A Drummond
Councillor K Yarrow
Also Present: T Symonds – Deputy Town Clerk, C Argyroudi – Events Manager, J Ashton – Minute Assistant, Tracey Harding – manager Discover Newmarket, 1 Member of the Press and 2 Members of the Public.
Minute
21/11/1 Welcome
The Chairman opened the meeting and read out the Fire Safety Notice and confirmed that proceedings were being recorded.
The Mayor proposed that item 9 – Christmas Events be brought forward to be discussed after item 5 – Public Open Session and the following was agreed:
21/11/01.01 Resolved
That item 9 – Christmas Events be brought forward to be discussed after item 5 – Public Open Session.
21/11/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Anderson and De’Ath.
21/11/3 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. There were no member dispensation requests.
21/11/4 To Receive and Confirm the Minutes of the Town Council Meetings held on 25th October 2021 and any Matters Arising. The minutes of the meeting held on 25th October 2021 were presented and the following was agreed:
21/11/4.01 Resolved That the minutes of the meeting held on 25th October 2021 be adopted and signed as a correct record by the Town Mayor.
21/11/5 Public Open Session
A resident spoke to item 12 – Bombing Plaque and agreed that this was an excellent initiative but it was not the only death of a civilian from bombing raids. George Claydon was the first civilian casualty that died as a result of a bombing raid on Newmarket Railway Station on 29th October 1940 and requested that George Claydon be added to the Bombing Memorial Plaque.
A member of the public spoke to item 8 F&P recommendation F/21/11/12.01 regarding the proposed change to the Committee meeting schedule.
The Mayor proposed that item 12 – Bombing Plaque and item 15 – Correspondence be brought forward to be discussed after item 6 – Christmas Events and the following was agreed:
21/11/5.01 Resolved That item 12 – Bombing Plaque and item 15 – Correspondence to be discussed after item 6 – Christmas Events.
21/11/6 Christmas Events
Tracey Harding gave an outline of the planned event for the YBR trail. This will be an interactive trail with 10 stories being told along the route. There will be music and photo opportunities and will lead visitors into the centre of Town. The aim of the event is to highlight the YBR area and the work that has been done to improve it and will be a building block for future events. They are hoping to engage lots of families and asked NTC to help promote the event.
The Events Manager presented a report to support two Christmas events. The report was considered and the following was agreed:
21/11/6.01 Resolved
That NTC hosts a Street Party at the Bill Tutte Memorial on 18th December 2021 with a DJ £250, Snow Globe £1,450, Santa £320, Carols by Newmarket Choir £200 and Newmarket Band £80, free mince pies £200 and Stilt Walkers £425 total cost £2925 +VAT.
21/11/6.02 Resolved
That NTC subsidises the YBR Trail by providing a photo booth £500, walkabout acts by Nomads, complimentary use of the Memorial Hall and gifts £200. Total cost £1,100 +VAT.
Tracey Harding left the meeting.
21/11/7 Bombing Plaque
The request to add George Claydon to the Bombing Memorial plaque was considered and it was agreed that the bombing raid in Oct 1940 resulting in civilian casualties should also be remembered. A number of alternative sites for an additional plaque were discussed and the following was agreed:
21/11/7.01 Resolved
That the request for a Bombing Memorial plaque for civilian casualties as a result of the bombing of the Railway Station be considered at the next Community & Leisure Services Committee meeting.
Members agreed to go ahead with the current plan for the plaque and a further quote for the Bombing Memorial plaque was considered and the following was agreed:
21/11/7.02 Resolved
That the quote from Ivett & Reed to provide a Bombing Memorial Plaque for £1,964 +VAT be accepted.
A member of the public left the meeting.
21/11/8 Councillor Reports
SCC – The October Town and Parish Newsletter was noted and Cllr Hood highlighted items in the report.
West Suffolk Council (WSC) – Cllr Lay reported that he had attended the Police and Crime Conference in Warwick and that PCSOs had been discussed. There are currently 40 PCSOs employed and 35 of these are funded by the Police and 5 funded by local Councils. He will be having further discussions on this issue.
It was noted that Newmarket is covered by 2 PCSOs funded by the Police for West Suffolk and that NTC had agreed to fund an additional resource for specific duties.
Ward – Cllr Yarrow (Freshfields Ward) reported that residents had reported an issue of rats, thought to have come from the development of the old gas works site. He and Cllr Crissall had produced a flyer to gather evidence of the problem and a number of responses had been received.
Cllr Hood reported that Cllr Nobbs had reported this issue to West Suffolk Council and that they had been working on the issue since the beginning of November 2021.
Cllr Yarrow reported that he was meeting with the Head of Housing for Icewell flats to look at what can be done to improve the environment for residents. He also reported that the tree planting was a slow progress.
Cllr Ferries reported that he met with the PCSO and showed him the areas where there were incidents of anti-social behaviour on the Studlands estate. He had also discussed drug issues with the Racing Centre and Open Door regarding pop-up shops.
Cllr O’Neill reported that NTC had discussed making a number of roads one-way and that this should be looked at again following the recent closure of Cheveley Road and the impossible diversion along Stanley Road.
Cllr Hood reported that Suffolk Highways had been quick to inspect the closure of Cheveley Road and found that drivers were using an unofficial diversion route along Stanley Road.
Cllr Hall reported that the market traders were disappointed with the current set up and hoped that a new site would be identified and implemented soon. He also reported that with great sadness, Angela Davies had passed away. She had been an active volunteer during the Covid-19 lock down and her tremendous efforts to support the Community were appreciated.
Outside bodies – There was nothing to report.
21/11/9 Mayors Announcements
The Mayor reported that in addition to normal Committee meetings and Working Groups his activities included the following:
11th November – attended the 2-minute silence at the War Memorial
14th November – attended the Remembrance Sunday ceremony, parade and service at Tattersalls.
19th November – attended the Christmas lights switch on which was a well-attended event with a great atmosphere
21/11/10 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 1st and 15th November 2021
The Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meetings held on 1st and 15th November 2021.
21/11/10.01 Resolved (D/21/11/7.01 Recommendation)
That NTC fully supported and approved the proposal for traffic calming along Woodditton Road.
21/11/11 To Receive the Minutes and Consider any Recommendations from the Community & Leisure Services Committee Meeting held on 1st November 2021
The Chairman of the Community and Leisure Services Committee presented the minutes and recommendations of the Community & Leisure Services Committee meeting held on 1st November 2021.
21/11/11.01 Resolved (CL/21/11/11.01 Recommendation)
That purchasing a portable PA system be agreed in principle and that further quotes be obtained.
21/11/11.02 Resolved (CL/21/11/12.01 Recommendation)
That NTC hosts a Carol service at the Bill Tutte Memorial on 18th December from 11:00 – 12:00 offering free mince pies to those in attendance, total cost £300.
21/11/11.03 Resolved (CL/21/11/12.02 Recommendation)
That NTC supports Discover Newmarket’s launch of the Wizard of Oz trail along the Yellow Brick Road, total cost £1,300 for a donation, photo booth, generator and free gifts for children.
21/11/11.04 Resolved (CL/21/11/14.01 Recommendation)
That the request to hold the Newmarket Local History Society meeting 16th November 2021 in the Memorial Hall for the same fee that is paid for the Stable be approved subject to availability.
21/11/12 To Receive the Minutes and Consider any Recommendations from the F&P Committee Meetings held on 15th November 2021
The Chairman of the Finance & Policy Committee presented the minutes and recommendations from the Finance & Policy Committee meetings held on 15th November 2021.
21/11/12.01 Resolved (F/21/11/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/10/2021 – 31/10/2021 (Cash Book 1 – 4) be received and adopted.
21/11/12.02 Resolved ((F/21/11/09.01 Recommendation)
That Merrow Golden be instructed to prepare a brief statement of case for £1450 +VAT and that Rosalinde Emyrs-Roberts be engaged as the expert witness for £1,000.
Cllr Borda declared and interest and left the meeting
21/11/12.03 Resolved ((F/21/11/10.01 Recommendation)
That a grant application from Newmarket Open Door for £945.45 and a grant application from SOS Bus CIO for £945.45 be approved.
The above recommendation was discussed and an amendment to not approve the grants was voted on which was not carried and the recommendation stood.
Cllr Borda returned to the meeting
21/11/12.04 Resolved (F/21/11/11.01 Recommendation)
That subject to the amendments being made, that the draft F&P Committee budget for 2022/2023 be received and adopted.
21/11/12.05 Not Resolved (F/21/11/12.01 Recommendation)
That the revised Committee process and delegations be received and adopted from February 2022 for a trial period of six months subject to success criteria being presented to full council.
The above recommendation was discussed and two amendments were made. The second one, to defer the recommendation back to the F&P Committee was voted on and a recorded vote was requested. The results were as follows:
Votes For – Cllrs Appleby, Berry, Borda, Crissall, Hall, Harvey, Jefferys, O’Neill and Yarrow.
Votes Against – Cllrs Clover, Drummond, Ferries Hood, Hulbert, Lay and Winter.
With the vote on the amendment being carried, the following was agreed:
21/11/12.06 Resolved
That the recommendation for the revised Committee process and delegations to be received and adopted from February 2022 for a trial period of six months subject to success criteria being presented to full council, be referred to the F&P Committee.
21/11/12.07 Resolved (F/21/11/13.01 Recommendation)
That the revised Financial Regulation be received and adopted.
21/11/12.08 Not Resolved (F/21/11/14.01 Recommendation)
That all of the above revisions to Standing Orders be received and adopted except for making proposals or motions in writing which will be trialled for F&P Committee agendas from next month.
The above recommendation was discussed and an amendment to remove the requirement and trial was voted on and a recorded vote was requested. The results were as follows:
Votes For – Cllrs Berry, Clover, Drummond, Ferries, Hood, Hulbert, Jefferys, Lay, Winter and Appleby.
Votes Against – Cllrs Borda, Hall, Harvey, O’Neill and Yarrow.
With the vote on the amendment being carried, the following was agreed:
21/11/12.09 Resolved
That the recommendation for making proposals or motions in writing which will be trialled for F&P Committee agendas from next month not be implemented and be removed from the amendments to Standing Orders.
21/11/12.10 Resolved (F/21/11/16.01 Recommendation)
That NTC actively supports the newly formed Forest Heath Parish Forum and that the Chairman of the F&P Committee and Deputy Mayor be appointed as representatives to attend forum meetings.
A final recorded vote was requested to accept the full report and recommendations including the amendments. The results were as follows:
Votes For – Cllrs Crissall, Hall, Harvey, O’Neill, Jefferys, Yarrow, Appleby, Berry and Borda.
Votes Against – Cllrs Drummond, Ferries, Hood, Hulbert, Lay, Winter and Clover.
With the vote on the amendment being carried, the following was agreed:
21/11/12.11 Resolved
That the full report and recommendations including amendments for the F&P Committee meeting held on 15th November 2021 be approved.
A member of the public left the meeting.
21/11/13 PA System
A report was presented for purchasing a portable PA system for the Christmas Events and the following was considered.
21/11/13.01 Resolved
That the quote from Bose L1 for £1,699 to purchase a Pro16 Portable Line Array System with travel bag, be accepted.
21/11/14 Climate Change
The West Suffolk Council Environmental Statement 2020 – 2021 was presented and actions that NTC could take to help mitigate the effects of global warming were discussed. Suggestions included:
- Assess own efficiency for lights, heating, water, insulation solar power circa £1,000 for an audit
- The West Suffolk Council Environmental Statement appears to be in contradiction to current practice as there is no recycling centre in Newmarket and carbon footprints are increased travelling to other Towns, brown bins for garden waste are charged for so residents use general waste and there used to be a paid post for a Tree Champion but is now covered by volunteers. It was noted that SCC are responsible for recycling centres.
- NALC is a good resource for information
- Timescales should be added for any agreed actions
- Not use disposable cups for water points
- Consider solar panels for the Memorial Hall
- Use less paper for Council business.
The following was agreed:
21/11/14.01 Resolved
That this item be referred to the F&P Committee to consider.
21/11/14.02 Resolved
That a Working Group be set up with a remit of looking at the actions that NTC can take to help mitigate the effects of global warming.
Invitations to join the Working Group will be sent by email.
21/11/15 Suffolk Constabulary
The monthly PCSO report was received and noted.
21/11/16 Christmas Closure
The closure of the office for 3 working days between Christmas and New Year was considered and the following was agreed:
21/11/16.01 Resolved
That the closure of the office for 3 working days between Christmas and New Year be authorised.
21/11/17 Correspondence
There was no further correspondence.
21/11/18 Date of the next Meeting
Monday 20th December 2021 in the Memorial Hall.
21/11/19 Items for the next Agenda
None noted.
21/11/20 Exclusion of the Press & Public
With the vote being unanimous, it was:
21/11/20.01 Resolved
To resolve that under the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded for the remainder of the meeting because of the likely disclosure of private and confidential information or staff matters.
The Events Manager and a member of the Press left the meeting
21/11/21 Staff Update
Deputy Town Clerk reported that the Admin Assistant had handed in her notice and would be leaving on 3rd December. A temp had been supplied to cover. The Town Clerk was recovering well and will start to resume duties on 1st December.
Meeting closed at 8:04pm
Signed by the Chairman 20th December 2021
Summary of Resolutions
21/11/6.01 Resolved
That NTC hosts a Street Party at the Bill Tutte Memorial on 18th December 2021 with a DJ £250, Snow Globe £1,450, Santa £320, Carols by Newmarket Choir £200 and Newmarket Band £80, free mince pies £200 and Stilt Walkers £425 total cost £2925 +VAT.
21/11/6.02 Resolved
That NTC subsidises the YBR Trail by providing a photo boot £500, walkabout acts by Nomads, complimentary use of the Memorial Hall use of the Memorial Hall and gifts £200. Total cost £1,100 +VAT.21/11/6.02 Resolved
21/11/7.01 Resolved
That the request for a Bombing Memorial plaque for civilian casualties as a result of the bombing of the Railway Station be considered at the next Community & Leisure Services Committee meeting.
21/11/7.02 Resolved
That the quote from Ivett & Reed to provide a Bombing Memorial Plaque for £1,964 +VAT be accepted.
21/11/10.01 Resolved (D/21/11/6.01 Recommendation)
That NTC fully supported and approved the proposal for traffic calming along Woodditton Road.
21/11/11.01 Resolved (CL/21/11/11.01 Recommendation)
That purchasing a portable PA system be agreed in principle and that further quotes be obtained.
21/11/11.02 Resolved (CL/21/11/12.01 Recommendation)
That NTC hosts a Carol service at the Bill Tutte Memorial on 18th December from 11:00 – 12:00 offering free mince pies to those in attendance, total cost £300.
21/11/11.03 Resolved (CL/21/11/12.02 Recommendation).
That NTC supports Discover Newmarket’s launch of the Wizard of Oz trail along the Yellow Brick Road, total cost £1,300 for a donation, photo booth, generator and free gifts for children.
21/11/11.0 Resolved (CL/21/11/14.01 Recommendation).
That the request to hold the Newmarket Local History Society meeting 16th November 2021 in the Memorial Hall for the same fee that is paid for the Stable be approved subject to availability.
21/11/12.01 Resolved (F/21/11/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/10/2021 – 31/10/2021 (Cash Book 1 – 4) be received and adopted.
21/10/12.02 Resolved ((F/21/11/09.01 Recommendation)
That Merrow Golden be instructed to prepare a brief statement of case for £1450 +VAT and that Rosalinde Emyrs-Roberts be engaged as the expert witness for £1,000.
21/10/12.03 Resolved ((F/21/11/10.01 Recommendation)
That a grant application from Newmarket Open Door for £945.45 and a grant application from SOS Bus CIO for £945.45 be approved.
21/10/10.04 Resolved (F/21/11/11.01 Recommendation)
That subject to the amendments being made, that the draft F&P Committee budget for 2022/2023 be received and adopted.
21/11/12.05 Not Resolved (F/21/11/12.01 Recommendation)
That the revised Committee process and delegations be received and adopted from February 2022 for a trial period of six months subject to success criteria being presented to full council.
21/11/12.06 Resolved
That the recommendation for the revised Committee process and delegations to be received and adopted from February 2022 for a trial period of six months subject to success criteria being presented to full council, be referred to the F&P Committee.
21/10/12.07 Resolved (F/21/11/13.01 Recommendation)
That the revised Financial Regulation be received and adopted.
21/11/12.08 Not Resolved (F/21/11/14.01 Recommendation)
That all of the above revisions to Standing Orders be received and adopted except for making proposals or motions in writing which will be trialled for F&P Committee agendas from next month.
21/11/12.09 Resolved
That the recommendation for making proposals or motions in writing which will be trialled for F&P Committee agendas from next month not be implemented and be removed from the amendments to Standing Orders.
21/10/12.10 Resolved (F/21/11/16.01 Recommendation)
That NTC actively supports the newly formed Forest Heath Parish Forum and that the Chairman of the F&P Committee and Deputy Mayor be appointed as representatives to attend forum meetings.
21/11/12.11 Resolved
That the full report and recommendations including amendments for the F&P Committee meeting held on 15th November 2021 be approved.
21/11/13.01 Resolved
That the quote from Bose L1 for £1,699 to purchase a Pro16 Portable Line Array System with travel bag, be accepted.
21/11/14.01 Resolved
That this item be referred to the F&P Committee to consider.
21/11/14.02 Resolved
That a Working Group be set up with a remit of looking at the actions that NTC can take to help mitigate the effects of global warming.
21/11/16.01 Resolved
That the closure of the office for 3 working days between Christmas and New Year be authorised.
21/11/20.01 Resolved
To resolve that under the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded for the remainder of the meeting because of the likely disclosure of private and confidential information or staff matters.