Leisure Services Minutes Signed 07-11-2022
Minutes of a Meeting of the Leisure Services Committee
Held on Monday 7th November 2022 at 7:10 pm
Attendance:
Councillor J Ferries (Chairman)
Councillor P Hulbert
Councillor J Borda
Councillor S Perry
Councillor J Harvey
Councillor P Winter
Councillor R Hood
Councillor K Yarrow
Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, C Argyroudi – Events Manager, J Ashton – Minute Assistant and 1 Member of the Press and 1 Member of the Public.
Minute
L/22/11/1 Chairman to Read the Fire Safety Notice and Announce that Proceedings May be Filmed or Recorded
The Chairman opened the meeting read out the fire safety briefing and announced that no fire alarm was planned and that the meeting may be filmed or recorded.
L/22/11/2 Apologies for Absence
Apologies were received from Cllrs Anderson, Crissall, De’Ath, Drummond, Jefferys and Lay. Cllr Hall was absent.
L/22/11/3 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. There were no requests for dispensations.
L/22/11/4 To Receive and Confirm for Accuracy the Minutes of the Leisure Services Committee Meeting Held on Monday 5th September 2022 and Any Matters Arising
Members received the minutes of the Leisure Services Committee meeting held on 5th September 2022 and the following was agreed:
L/22/11/4.01 Resolved
That the minutes of the Leisure Services Committee meeting held on 5th September 2022 be adopted and signed as a true record by the Chairman of the Leisure Services Committee.
Matters arising:
Page 1 – L/22/09/4.01 – Matters arising – L/22/07/10 – A request was made to follow up the moving of the SID on Bury Road to the opposite side. Town Clerk reported that this recommendation had been referred to the Community Services Committee to consider.
L/22/11/5 Public Open Session
No members of the public were present.
L/22/11/6 To Receive the Accounts
The accounts for October 2022 were received and noted.
A member of the public joined the meeting.
L/22/11/7 Budget 2023/2024
The draft LS budget for the municipal year 2023/2024 was considered and the following was agreed:
L/22/11/7.01 Recommendation
That the draft Leisure Services budget for the municipal year 2023/2024 be received and approved.
L/22/11/8 Memorial Gardens
The WSC Memorial Gardens safety report was received and noted.
L/22/11/9 Soapbox Derby
Debrief Report – a debrief report was considered and the following was agreed:
L/22/11/9.01 Recommendation
That the bales be replaced with new safety barriers for future events and to consider the cost of hiring a wide screen for spectators to watch across Warren Hill and to advertise sponsors.
Soapbox Derby Accounts – the accounts were presented and the following was agreed:
L/22/11/9.02 Recommendation
That the net sponsorship/grants (a total of £1,41.67) be divided between the two nominated charities and that future Soapbox budgets reflect that sponsorship money received (minus publicity costs) be passed to the charity(s) and that sponsorship request information reflects this matter clearly.
Frequency of Soapbox Derby Events –the frequency of the event was discussed and projected costs were requested for next year to consider this item fully at the next meeting.
L/22/11/10 Events
Christmas 2022 – an update was given on the arrangements for the Christmas 2022 event and the following was agreed:
L/22/11/10.01 Recommendation
That a donation of £150.00 be made to the charities of Newmarket Lions, as a result of collaboration at the Santa’s Free Workshop.
Coronation Event 6th May 2023 – putting on an event was discussed and the following was agreed:
L/22/11/10.02 Recommendation
That a Community event be held to celebrate the King’s Coronation in May 2023. A Task and Finish Working Group to be set up, with Terms of Reference “to consider the date and details of a Coronation Community Event and report to full council.”
L/22/11/11 Newmarket Venues
The Events Manager presented a report on the bookings for September and October, noting that £2,147.37 income was received in September and £3,559.73 in October 2022; £22,474.67 Year-To-Date.
Bookings for October – The comedy night was cancelled following reduced ticket sales due to the cost-of-living crisis. A blood donation booking was cancelled due to staff shortage
Bookings for November include: 3x Diabetes sessions £148.75, 3x Blood donations £1050, Weekly dance sessions £304, Birthday party £250, Monthly dance event £120, Public consultation £174, Community club annual event £90, Sports Pavilion daily booking £1.833.26, Sports Pavilion weekly meeting £54, Severals outdoor weekly exercise classes £74.97.
Bookings for December include: Weekly dance sessions £228, 3-day Public Consultation £1000, Event £120, 3-day Photography workshop £360, 1x diabetes session £51.88, Theatre workshop £83.33, New Year Eve party £623.50, Sports Pavilion daily booking £1,416.61, Sports Pavilion outdoor weekly exercise classes £49.98, Sports Pavilion birthday party £100.
L/22/11/12 Correspondence
None noted
L/22/11/13 Date of Next Meeting
Monday 9th January 2023 at the Memorial Hall.
L/22/11/14 Exclusion of the Press and Public
With the vote being unanimous, it was:
L22/11/14.01 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.
L/22/11/15 ***To discuss a Pop-up Leisure Event***
A proposal for a pop-up event to be held on the Severals free of charge was considered and the following was agreed:
***L/22/11/15.01 Recommendation***
That Newmarket Town Council collaborates with a local stakeholder by providing t Severals ground at no cost for the location of a potential pop-up event in February 2 That a 3-phase electrical connection be installed to provide the required electrical connection (this facility would be useful to the Council for on-going outdoor event requirements.) That NTC assists with publicity for the event.
Further detailed information will be available publicly once confirmation that the event
will go ahead.
Meeting closed at 8:00pm.
Signed: By the Chairman Date: Monday 7th November
Summary of Recommendations
| Recommendation | Recommendation Wording |
| L/22/11/7.01 Recommendation | That the draft Leisure Services budget for the municipal year 2023/2024 be received and approved. |
| L/22/11/9.01 Recommendation | That the bales be replaced with new safety barriers for future events and to consider the cost of hiring a wide screen for spectators to watch across Warren Hill and to advertise sponsors. |
| L/22/11/9.02 Recommendation | That the net sponsorship/grants a total of £1,41.67 be divided between the two nominated charities and that future Soapbox budgets reflect that sponsorship money received (minus publicity costs) be passed to the charity(s) and that sponsorship request information reflects this matter clearly. |
| L/22/11/10.01 Recommendation | That a donation of £150.00 be made to the charities of Newmarket Lions, as a result of collaboration at the Santa’s free workshop. |
| L/22/11/10.02 Recommendation | That a Community event be held to celebrate the King’s Coronation in May 2023. A Task and Finish Working Group to be set up, with Terms of Reference “to consider the date and details of a Coronation Community Event and report to full council.” |
| ***L/22/11/15.01 Recommendation*** | That Newmarket Town Council collaborates with a local stakeholder by providing the Severals ground at no cost for the location of a potential pop-up event in February 2023. That a 3-phase electrical connection be installed to provide the required electrical connection (this facility would be useful to the Council for on-going outdoor event requirements.) That NTC assists with publicity for the event. |