Publication

Full Town Council Minutes Signed 27-11-2023

Posted on

Attendance:

Councillor P Winter (Town Mayor)

Councillor J Jarvis

Councillor M Anderson

Councillor E Kavanagh

Councillor J Berry

Councillor J McHugh

Councillor J Borda

Councillor R Nobbs

Councillor J Harvey

Councillor S Perry

Councillor P Hulbert

Councillor K Yarrow

Also Present: C Whitaker – Town Clerk, J Ashton – Minute Assistant, 1 Member of the Press and 3 Members of the Public.

Minute

23/11/1 Welcome
The Chairman opened the meeting and read the fire safety notice and confirmed that proceedings were being recorded and asked if anyone else intended to record the meeting.

23/11/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Drummond, Crissall, Jones, Hood and Starkey. Cllr Clover was absent.

23/11/3 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 requests for Member’s dispensation.

23/11/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 23rd October 2023 and any Matters Arising.
The Chairman presented the minutes of the meeting of the Town Council held on 23rd October 2023 and the following was agreed:

Cllr Berry joined the meeting.
23/11/4.01 Resolved
That the minutes of the meeting held on 23rd October 2023 be adopted and signed as a correct record by the Town Mayor.

There were no matters arising.

23/11/5 Public Open Session
No members of the public wished to speak.

West Suffolk Council (WSC) – Cllr Yarrow reported that he and Cllr Perry had met with Orbit Housing and reported that a resident had complained about on overgrowing hedge. WSC is currently in discussions with Allied regarding the closure of the Laureate path. It is not a Public Right of Way, but a covenant was put on it and WSC are seeking an easement for the specific purpose for people to pass through. Jockeys Lane runs parallel to the Laureate path and is shown on the ordinance map as a bridal path. It is badly in need of repair and SCC is responsible for this. An item will be added to next D&P to consider what action to take.

Ward – Cllr Perry reported on the latest Newmarket Community Network meeting: the brambles have been cleared at the Guarded Orchard, trees have been identified and once tagged, they will need to be mulched. Friends of Newmarket Chalk Stream held a walk on 19/11/23 and increased activity is planned. J Gilbert is trying to increase community involvement regarding the planned pump track and will be holding awareness and information sessions at the Racing Centre and Studlands Community Centre. Work has been done by Anglian water to clear Newmarket Brook at the town end and there will be regular maintenance carried out. The grid has been lifted by Anglian Water to increase the flow and to prevent further flooding. The Rivers of Light event will be held on 24th February 2024.

Cllr Anderson reported that the Brook needs to be cleared at the Studlands part of the river. This is the responsibility of WSC.

Outside bodies – None noted.

23/11/7 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:

28th October 2023 – Attended the launch of the British Legion Poppy Appeal in the Guineas Shopping Centre.

4th November 2023 – Attended the Sausage Festival in the Market Square.

11th November 2023 – Attended a short service at the War Memorial for Armistice Day.

11th November 2023 – Attended the Rose Garden Remembrance Service at St Edmundsbury and laid a wreath on behalf of NTC.

12th November 2023 – Attended the Remembrance Day Two-minute silence at the War Memorial followed by the Service at Tattersalls.

23/11/8 To Receive the Minutes and Consider any Recommendations from the Development & Planning Committee Meetings held on 6th & 20th November 2023
The Cllr Harvey presented the minutes and recommendations from the Development & Planning Committee meeting held on 6th and 20th November 2023.

23/11/8.01 Resolved (D/23/11/7.01 Recommendation)
That Providing 50% can be funded from Councillor Rachel Hood’s SCC Highways Locality Budget; that the installation of bollards for £7,845.00 be approved. That the bollards be added to the NTC Asset Register.

23/11/8.02 Resolved (D/23/11/17.01 Recommendation)
That 20’s Plenty for Suffolk be referred to full council to consider.

23/11/8.03 Resolved (D/23/11/18.01 Recommendation)
That a Task and Finish Working Group be set up consisting of Cllrs Kavanagh, Nobbs, Hood, Hulbert and the Town Clerk with a remit to research and provide recommendations to Full Council regarding unauthorised signage, street advertising and A-boards.

23/11/8.04 Resolved (D/23/11/20.01 Recommendation)
That this item be referred to the Parking and Transport Working Group to consider a response to the consultation.

23/11/9 To Receive the Minutes and Consider any Recommendations from the Community Services Committee Meeting held on 6th November 2023
The Chairman of the Community Services Committee presented the minutes and recommendations from the Community Services Committee meeting held on 6th November 2023.

23/11/9.01 Resolved (C/23/11/7.01 Recommendation)
That the draft 2024/2025 budget for the Community Services be approved at £291,283.

23/11/9.02 Resolved (C/23/11/8.01 Recommendation)
That an additional solar powered unit and appropriate pole installation by Suffolk Highways be deferred and reconsidered in the next financial year.

23/11/9.03 Resolved (C/23/11/9.01 Recommendation)
That the quote from Anglian Gates for £1,180.00 to undertake the appropriate measures to render the gates in working order for fob access be approved.

23/11/10.01 Resolved (F/23/11/6.01 Recommendation)
That the ratification of the schedules of payments for the period 01/09/2023 – 30/09/2023 and 01/10/2023 – 31/10/2023 (Cash Book 1 – 4) be received and adopted.

23/11/10.02 Resolved (F/23/11/9.01 Recommendation)
That the draft F&P Budget for 2024/2025 be approved at £14,036.00.

23/11/10.03 Resolved (F/23/11/11.01 Recommendation)
That a dedicated account for holding booking security deposits be opened with Unity Trust Bank.

23/11/10.04 Resolved (F/23/11/12.01 Recommendation)
That delegated power be given to the Town Clerk and Cllr Harvey to make further amends and present to full council.

23/11/10.05 Resolved (F/23/11/13.01 Recommendation)
That the grant application from the 6th Newmarket Brownies for the Christmas Pantomime for £250.00 be approved.

23/11/10.06 Resolved (F/23/11/14.01 Recommendation)
That the plan for phase 1 – Cloudy-IT for options a, and b, for cloud-based system and agenda pack creation software within current financial year (23/24) be approved.

23/11/10.07 Resolved (F/23/11/14.02 Recommendation)
That the plan for phase 2 – hybrid and broadcasting of council meetings and councillor devices, options c, and d, in the next financial year (24/25) be approved in principle subject to specification, investigation and review.

23/11/11 Weatherby Crossing
A report on the Inquiry with final NTC accounts and information regarding a work order on the crossing from Network Rail were presented and discussed. Thanks were given to all who were involved with the Inquiry and the following was agreed:

A member of the public joined the meeting.
23/11/11.01 Resolved
That delegated power be given to the Town Clerk and Cllr Harvey to draft and send a letter to Network Rail and the Transport Minister, regarding the nature of the Network Rail campaign, the significant impact of the Town Council’s time and costs, and that Network Rail could have better spent their own effort and funds on rail improvement.

23/11/12 20’s Plenty Campaign
A report regarding the national 20’s Plenty for Us campaign in the context of a Newmarket campaign was considered and the following was agreed:

23/11/12.01 Resolved
That a 20’s Plenty Campaign for Newmarket be approved for a trial period at Freshfields using the available resources and be reviewed.

23/11/13 Consultation
A recommendation from the Grass Cutting Working Group regarding the Town Council response to West Suffolk Council’s Ground Maintenance Review consultation was considered and the following was agreed:

23/11/13.01 Resolved
That subject to a further amendment, the response from the Grass Cutting Working Group to the WSC Ground Maintenance Review be approved and submitted.

23/11/14 Meeting Dates
The date for the Annual Meeting of the Town was considered and the following was agreed:

23/11/14.01 Resolved
That the Annual Meeting of the Town be held on Thursday 25th April 2024 at 6:30pm.

23/11/15 Police Report
A report from the Mayor’s meeting with Inspector Lyon held on 15th November 2023 was noted. Mobile phone theft, number plate theft, shoplifting and burglaries were on the increase and Members were asked to be vigilant.

23/11/16 Correspondence
None noted.

23/11/17 Date of the next Meeting
Monday 18th December 2023 in the Memorial Hall.

Meeting closed at 6.55 pm

Signed: By the Chairman                             Date: Monday 27th November 2023

Resolution Resolution Wording
23/11/8.01 Resolved (D/23/11/7.01 Recommendation) That Providing 50% can be funded from Councillor Rachel Hood’s SCC Highways Locality Budget; that the installation of bollards for £7,845.00 be approved.  That the bollards be added to the NTC Asset Register.
23/11/8.02 Resolved (D/23/11/17.01 Recommendation) That 20’s Plenty for Suffolk be referred to full council to consider.
23/11/8.03 Resolved (D/23/11/18.01 Recommendation) That a Task and Finish Working Group be set up consisting of Cllrs Kavanagh, Nobbs, Hood, Hulbert and the Town Clerk with a remit to research and provide recommendations to Full Council regarding unauthorised signage, street advertising and A-boards.
23/11/8.04 Resolved (D/23/11/20.01 Recommendation) That this item be referred to the Parking and Transport Working Group to consider a response to the consultation.
23/11/9.01 Resolved (C/23/11/7.01 Recommendation) That the draft 2024/2025 budget for the Community Services be approved at £291,283.
23/11/9.02 Resolved (C/23/11/8.01 Recommendation) That an additional solar powered unit and appropriate pole installation by Suffolk Highways be deferred and reconsidered in the next financial year.
23/11/9.03 Resolved (C/23/11/9.01 Recommendation) That the quote from Anglian Gates for £1,180.00 to undertake the appropriate measures to render the gates in working order for fob access be approved.
23/11/10.01 Resolved (F/23/11/6.01 Recommendation) That the ratification of the schedules of payments for the period 01/09/2023 – 30/09/2023 and 01/10/2023 – 31/10/2023 (Cash Book 1 – 4) be received and adopted.
23/11/10.02 Resolved (F/23/11/9.01 Recommendation) That the draft F&P Budget for 2024/2025 be approved at £14,036.00.
23/11/10.03 Resolved (F/23/11/11.01 Recommendation) That a dedicated account for holding booking security deposits be opened with Unity Trust Bank.
23/11/10.04 Resolved (F/23/11/12.01 Recommendation) That delegated power be given to the Town Clerk and Cllr Harvey to make further amends and present to full council.
23/11/10.05 Resolved (F/23/11/13.01 Recommendation) That the grant application from the 6th Newmarket Brownies for the Christmas Pantomime for £250.00 be approved.
23/11/10.06 Resolved (F/23/11/14.01 Recommendation) That the plan for phase 1 – Cloudy-IT for options a, and b, for cloud-based system and agenda pack creation software within current financial year (23/24) be approved.
23/11/10.07 Resolved (F/23/11/14.02 Recommendation) That the plan for phase 2 – hybrid and broadcasting of council meetings and councillor devices, options c, and d, in the next financial year (24/25) be approved in principle subject to specification, investigation and review.
23/11/11.01 Resolved That delegated power be given to the Town Clerk and Cllr Harvey to draft and send a letter to Network Rail and the Transport Minister, regarding the nature of the Network Rail campaign, the significant impact of the Town Council’s time and costs, and that Network Rail could have better spent their own effort and funds on rail improvement.
23/11/12.01 Resolved That a 20’s Plenty Campaign for Newmarket be approved for a trial period at Freshfields using the available resources and be reviewed.
23/11/13.01 Resolved That subject to a further amendment, the response from the Grass Cutting Working Group to the WSC Ground Maintenance Review be approved and submitted.
23/11/14.01 Resolved That the Annual Meeting of the Town be held on Thursday 25th April 2024 at 6:30pm.