Full Town Council Minutes Signed 27-02-2023
Attendance:
Councillor P Winter (Town Mayor)
Councillor J Harvey
Councillor J Berry
Councillor R Hood
Councillor J Borda
Councillor P Hulbert
Councillor A Drummond
Councillor M Jefferys
Councillor J Ferries
Councillor S Perry
Also Present: C Whitaker – Town Clerk, T Symonds – Deputy Town Clerk, J Ashton – Minute Assistant, and 1 Member of the Press
Minute
23/02/1 Welcome
The Chairman opened the meeting and read the fire safety notice and confirmed that proceedings were being recorded.
23/02/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Anderson, Clover, Crissall, Lay, O’Neill and Yarrow. Cllrs De’Ath, and Hall were absent.
23/02/3 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.
23/02/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 30th January 2023 and any Matters Arising.
The minutes of the meeting held on 30th January 2023 were presented and the following amendment was made:
Page 4 – 23/01/13.01 Resolved – Youth Action Group – was changed to add “and be chaired by Cllr Jefferys until May 2023”
Subject to the amendment being made, the following was agreed:
23/02/4.01 Resolved
That the minutes of the meeting held on 30th January 2023 be adopted and signed as a correct record by the Town Mayor.
Matters arising:
Page 5 – 23/01/20.01 Resolved – Wetherby Crossing – the press have put in an FOI request to Network Rail / NTC will put this enquiry in as soon as practically possible.
23/02/5 Public Open Session
No members of the public were present.
23/02/6 Councillor Reports
Suffolk County Council (SCC) – Cllr Drummond reported that action on the PROW for Laureate School Road was ongoing with current engagement with all parties involved.
Cllr Hood reported that the monthly newsletter had been sent out and that Foley House had been completely refurbished and was now open and providing a full range of services.
West Suffolk Council (WSC) – None noted.
Ward – Cllr Ferries – Presented photos of the issues at the A142 entrance to the town that were taken today and, although the roundabout had been relined and resurfaced, there was still rubbish that had not been cleared and the issues with the signs had not been resolved. Town Clerk reported that these issues had been reported to WSC Planning Enforcement.
He had met with the Studlands Residents Association and debris from the Newmarket Brook had still not been cleared and the same rubbish that was reported a month ago is still there; a response is awaited. There was also a public drinking issue on the Yellow Brick Road with beer cans and bottles being discarded in the woods and by the bench. This is an anti-social behaviour issue and WSC should engage with minority groups on Studlands to address the issues and install more signage and bins. Town Clerk to write a letter to WSC.
The jumps on the BMX track had now been flattened and the Residents Association would like to be consulted on the options for the area.
Cllr Perry – reported that she had attended the official opening of the inclusive play area in the Memorial Gardens, which was a great event and was well attended. Thanks were given to the Mayor and Deputy Town Clerk for a successful event.
She had also attended the Rivers of Light Festival which was a great success and the Town Clerk was asked to send a letter of thanks to Newmarket Community Arts for this initiative and to note the work they had done to clear debris from the Brook prior to the event.
A draft letter regarding the lack of a recycling facility in the town had been created and will be sent after being checked.
Outside bodies – None noted.
23/02/7 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:
15th February 2023 – opened the inclusive play area in the Memorial Gardens.
23/02/8 To Receive the Minutes and Consider any Recommendations from the D&P Committee Meetings held on 6th & 20th February 2023
The Vice-Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meeting held on 6th & 20th February 2023. There were no recommendations.
23/02/9 To Receive the Minutes and Consider any Recommendations from the Community Services Committee Meeting held on 6th February 2023
The Chairman presented the minutes and recommendations of the Community Services Committee meeting held on 6th February 2023.
23/02/9.01 Resolved (C/23/02/8.01 Recommendation)
That each proposed road/location to be adopted by a councillor to carry out the necessary investigations, provide the photographic evidence and obtain written support from the nearest residents. A template letter is available. Cllrs were allotted to cover the nominated roads.
23/02/9.02 Resolved (C/23/02/9.01 Recommendation)
That NTC take out the Community Self-Help Scheme agreement with Suffolk Highways to allow NTC to do necessary weed control on the High Street and close side streets. To purchase necessary application equipment and PPE. To carry out a full Risk Assessment for this activity and run for a trial period of one year.
23/02/10 To Receive the Minutes and Consider any Recommendations from the Performance & Audit Committee Meeting held on 20th February 2023
The Chairman of the Performance & Audit Committee presented the minutes and recommendations of the Performance & Audit Committee meeting held on 20th February 2023. There were no recommendations.
23/02/11 Suffolk Constabulary PCSO
The monthly PCSO report was received and noted.
23/02/12 Streetlighting
A report on NTC streetlighting assets to upgrade them to LED lights was presented and it was noted that the Town Clerk had conducted a site survey with the Suffolk Highways Asset manager. She will also work with WSC regarding plotting the lights onto a definitive map and receive assistance with the financial forecasting plan.
23/02/13 Elections 4th May 2023
A report on the information and timetable for Parish and District elections on 4th May 2023 was received and noted. It was stated that the change to have photo ID in order to vote would have a detrimental effect on the number of voters and WSC will need to do an effective campaign to raise awareness of this change.
Cllr Hood declared an interest in the following item and left the meeting.
23/02/14 Service Level Agreement
The quotes for the SLA were considered and the following was agreed:
23/02/14.01 Resolved
That the SLA award be split between WSC and Jockey Club Estates for 2023/2026 and that both providers are regularly monitored on a monthly basis.
The Mayor thanked Cllr Jefferys and the Town Clerk for their efforts in working on this project.
Cllr Hood returned to the meeting.
23/02/15 Dates for 2023
Dates of the Annual meetings and Mayor’s reception were presented and the following was agreed:
23/02/15.01 Resolved
That the Annual Meeting of the Council be held on Thursday 11th May 2023 at 6:15pm in the Council Chamber. That the Annual Meeting of the Town be held on Thursday 18th May 2023 at 6:15pm in the Memorial Hall. That the Mayor’s Civic event be held on Friday 21st April 2023 at 6:30pm in the Memorial Hall.
23/02/16 Legends of the Turf (LOTT)
Cllr Berry reported that the LOTT walk of fame Committee would be brought back into being to carry on the work on this community project to recognise significant contributions of people and horses to the Town’s horseracing heritage. He will contact the members to confirm their membership, investigate onward funding options and report back to council.
23/02/17 Transport
Bus Contracts – Town Clerk gave a verbal update and reported that it had been confirmed by Stephenson’s of Essex that its contract would continue for a further year from 1st April 2023. It is expected that further information will be available from the Combined Authority in October 2023 regarding a longer-term solution.
The Town Clerk will contact the bus company to request that some adaptation be made to the Town Service route.
23/02/18 Citizen’s Advice Bureau
The level of grant to the CAB for 2023/2024 was considered and the following was agreed:
23/02/18.01 Resolved
That the CAB West Suffolk request for a grant be approved for 2023/2024 at £5,000 and continued at that level going forward.
Town Clerk was asked to seek clarity on the in-person opening times of the office in Newmarket and to make enquiries on their budget reserve level.
23/02/19 Budget 2022/2023
The projected outcome was presented and the projected underspend was noted.
23/02/20 Reports
Yellow Brick Road Working Group – a verbal report was given by Councillor Perry and action points were noted. The Working Group will dissolve and the members will now attend the Newmarket Community Network meetings, where YBR matters are considered and actioned.
Town Museum Working Group – a verbal report was given by Councillor Harvey and action points were noted.
23/02/21 Disasters Emergency Committee
Following the recent earthquake in Turkiye and Syria, a donation from NTC of £1,000 was made to the emergency aid fund and the following was agreed:
23/02/21.01 Resolved
That the donation of £1,000 that was made to the DEC emergency aid fund for Turkiye and Syria be approved.
Thanks were given to the Mayor for this initiative.
It was reported that a fund-raising initiative had been administered in Newmarket by Tattersalls and regarding the sale of Stallion Nominations. A substantial amount had been raised.
23/02/22 Qualification
A request for study leave was considered and the following was agreed:
23/02/22.01 Resolved
That the request for study leave be granted; with the Clerk liaising with the Mayor to arrange dates and times.
23/02/23 Correspondence
None noted.
23/02/24 Date of the next Meeting
Monday 27th March 2023 in the Memorial Hall
Meeting closed at 7:40pm
Signed: By the Chairman Date: Monday 27th February 2023
Summary of Resolutions
| Resolution | Resolution Wording |
| 23/02/9.01 Resolved (C/23/02/8.01 Recommendation) | That each proposed road/location to be adopted by a councillor to carry out the necessary investigations, provide the photographic evidence and obtain written support from the nearest residents. A template letter is available. Cllrs were allotted to cover the nominated roads. |
| 23/02/9.02 Resolved (C/23/02/9.01 Recommendation) | That NTC take out the Community Self-Help Scheme agreement with Suffolk Highways to allow NTC to do necessary weed control on the High Street and close side streets. To purchase necessary application equipment and PPE. To carry out a full Risk Assessment for this activity and run for a trial period of one year. |
| 23/02/14.01 Resolved | That the SLA award be split between WSC and Jockey Club Estates for 2023/2026 and that both providers are regularly monitored on a monthly basis. |
| 23/02/15.01 Resolved | That the Annual Meeting of the Council be held on Thursday 11th May 2023 at 6:15pm in the Council Chamber. That the Annual Meeting of the Town be held on Thursday 18th May 2023 at 6:15pm in the Memorial Hall. That the Mayor’s Civic event be held on Friday 21st April 2023 at 6:30pm in the Memorial Hall. |
| 23/02/18.01 Resolved | That the CAB West Suffolk request for a grant be approved for 2023/2024 at £5,000 and continued at that level going forward. |
| 23/02/21.01 Resolved | That the donation of £1,000 that was made to the DEC emergency aid fund for Turkiye and Syria be approved. |
| 23/02/22.01 Resolved | That the request for study leave be granted; with the Clerk liaising with the Mayor to arrange dates and times. |