Publication

Full Town Council Minutes Signed 18-12-2023

Posted on

Attendance:

Councillor P Winter (Town Mayor)

Councillor J Jarvis

Councillor J Berry

Councillor R Jones

Councillor J Borda

Councillor E Kavanagh

Councillor J Clover

Councillor J McHugh

Councillor J Harvey

Councillor R Nobbs

Councillor R Hood

Councillor S Perry

Councillor P Hulbert

Councillor K Yarrow

Also Present: C Whitaker – Town Clerk, J Ashton – Minute Assistant, 1 Member of the Press, K Ahluwalia – BSE Woman’s Aid, 2 Representatives from Newmarket Academy, 1 Member of the Press and 1 Member of the Public.

Minute

23/12/1 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.

23/12/2 Apologies for Absence – LGA 1972, Section 85(1) & (2)
Apologies were received from Cllrs Anderson, Drummond, Crissall, and Starkey.

23/12/3 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.

23/12/4 To Receive and Confirm the Minutes of the Town Council Meeting held on 27th November 2023 and any Matters Arising.
The Chairman presented the minutes of the meeting of the Town Council held on 27th November 2023 and the following was agreed:

23/12/4.01 Resolved
That the minutes of the meeting held on 27th November 2023 be adopted and signed as a correct record by the Town Mayor.

There were no matters arising.

23/12/5 Presentations
The Principal Operations Manager of BSE Women’s Aid gave a presentation on the services they will be providing in Newmarket for Survivors of Domestic Abuse at a new hub at Foley House. There will be an initial coffee morning followed by a voice programme and a youth worker to work in the schools and colleges.

The Mayor gave thanks for the presentation and hoped the new services will be welcomed. K Ahluwalia gave her thanks and left the meeting.

A Jarvis and N Sturgess from Newmarket Academy gave a presentation on the proposed visit to Maisons LaFitte and how the students will benefit from the trip. The students attend a French club and have been exchanging letters and cards with students in France. They are very enthusiastic and really looking forward to the trip.

The Mayor gave her thanks and hoped that the trip goes well. The representatives left the meeting.

23/12/6 Public Open Session
No members of the public wished to speak.

23/12/7 Councillor Reports
Suffolk County Council (SCC) – Cllr Hood reported that the monthly newsletter had been sent out. It was noted that SCC were conducting a consultation on Library Services.

West Suffolk Council (WSC) – Cllr Perry reported that the WSC Cabinet will be visiting Newmarket on 30th January 2024. Members were asked to nominate areas that need attention.

Cllr Yarrow reported that Cllr Starkey had worked with the Jockey Club to get Jockey’s Walk cleared and it is now in use, but it is the still the responsibility of SCC PROW to maintain it and they have been contacted. Flagship Housing have been contacted regarding making more parking available at the garages at Icewell Hill and a meeting is imminent.

Ward – Cllr Borda reported that he had attended the Newmarket Interfaith Forum and the Newmarket Locality meeting.

Outside bodies – None noted.

23/12/8 Mayors Announcements
The Mayor reported that, in addition to attending committee meetings, working groups and other meetings, her activities included the following:

4th December 2023 – Attended the Civic Carol Service at St Edmundsbury Cathedral.

9th December 2023 – Handed out mince pies alongside the Town Clerk and Event Manager at the Bill Tutte Snow Globe event. Thanks were given to Waitrose and Tesco for donating the mince pies.

23/12/9 To Receive the Minutes and Consider any Recommendations from the Development & Planning Committee Meetings held on 4th December 2023
The Chairman of the Development & Planning Committee presented the minutes and recommendations from the Development & Planning Committee meeting held on 4th December 2023.

23/12/9.01 Resolved (D/23/12/6.01 Recommendation)
That a response of appeal is sent to SCC as follows: This is a SCC owned verge, maintained currently by WSC. We have been liaising with WSC grounds maintenance team regarding grass cutting in this area and have reduced our plan to only install bollards down the slip-road side of the verge to enable easier access to the mowers. WSC has acknowledged that there will be some strimming to do around the bollards. In addition, going forward this may be an area of grass that NTC decides to take on the maintenance of in 2024/25. This is a grass verge where there should be no parking. There is adequate parking at the end of the road behind the Icewell Hill flats: residents and visitors currently are choosing not to park there so that they can be closer to their homes. SCC has suggested we consider installing double yellow lines instead of bollards: this would not stop people parking there physically, there is only limited patrol in the area by CP officers during office hours (much of the problem arises overnight/early morning), double yellows would also just move the problem on’ There are Health & Safety concerns regarding wet, slippery and icy grass surface. The Town Council is trying to protect a SCC asset in this area. Letters will be sent to the any identified properties requesting that guests do not park on the grass verges. To add to standard parking planning response statement that “this is a clear indication that there is a lack of parking and this should be evidence for future planning applications”.

23/12/10 To Receive the Minutes and Consider any Recommendations from the Leisure Services Committee Meeting held on 4th December 2023
The Chairman of the Leisure Services Committee presented the minutes and recommendations from the Leisure Services Committee meeting held on 4th December 2023.

23/12/10.01 Resolved (L/23/12/7.01 Recommendation)
That the draft Leisure Services Committee Budget for 2024/2025 be approved at £196,144.00.

23/12/10.02 Resolved (L/23/12/9.01 Recommendation)
That all of the recommendations in the report be approved and that delegated power be given to the Town Clerk and Committee Chairman to authorise any further necessary costs within the current year budget and activity or date changes as necessary.

23/12/10.03 Resolved (L/23/12/9.02 Recommendation)
That a grant of £2,000 be awarded to Newmarket Academy to facilitate this trip. That this be funded from the current year MLF twinning budget. That a review be carried out following the visit to assess if this could be an annual trip.

23/12/10.04 Resolved (L/23/12/9.03 Recommendation)
That all of the recommendations in the report be approved and that delegated power be given to the Town Clerk and Committee Chairman to authorise any further necessary costs within the current year budget and the Events Ear-Marked Reserves.

23/12/11 NTC Budget 2024/2025
Budget 2024/2025 – The full draft budget for 2024/2025 was presented and considered. The following was agreed:

23/12/11.01 Resolved
That the full draft budget for the municipal year 2024/2025 be received
and approved.

Precept 2024/2025 – The precept for 2024/2025 was presented and considered. The following was agreed:

23/12/11.02 Resolved
That the precept for the municipal year 2024/2025 for £923,030.00 be approved and submitted.

23/12/12 Interim Internal Audit
The interim Internal Audit dated 27th November was received and noted. Thanks were given to the Town Clerk for the excellent report and for the quality of the documentation provided for the audit.

23/12/13 Insurance Renewal
Quotes to renew the Town Council insurance was considered and the following was agreed:

23/12/12.01 Resolved
That the quote from Zurich Municipal be approved and the insurance be renewed on the LTA for 3 years from 14th January 2024.

23/12/14 CCTV Policy
The CCTV Policy was presented the following was agreed:

23/11/14.01 Resolved
That the CCTV Policy be approved and adopted.

23/12/15 Correspondence
The Suffolk Constabulary – Redesigning the Local Policing Operating Model Information Booklet was noted. The Mayor and Town Clerk will be meeting with Sgt Williams who has indicated that he would like to attend Full Council meetings in the future and will send written reports when he is not able to attend.

23/12/16 Date of the next Meeting
Monday 29th January 2024 in the Memorial Hall.

The Mayor thanked everyone for their efforts over the year and wished everyone and their families a Merry Christmas.

Meeting closed at 7:40 pm

Signed: By the Chairman                     Date: Monday 18th December 2023

Summary of Resolutions 

Resolution Resolution Wording
23/12/9.01 Resolved (D/23/12/6.01 Recommendation) That a response of appeal is sent to SCC as follows: This is a SCC owned verge, maintained currently by WSC.  We have been liaising with WSC grounds maintenance team regarding grass cutting in this area and have reduced our plan to only install bollards down the slip-road side of the verge to enable easier access to the mowers.  WSC has acknowledged that there will be some strimming to do around the bollards.  In addition, going forward this may be an area of grass that NTC decides to take on the maintenance of in 2024/25.  This is a grass verge where there should be no parking.  There is adequate parking at the end of the road behind the Icewell Hill flats: residents and visitors currently are choosing not to park there so that they can be closer to their homes.  SCC has suggested we consider installing double yellow lines instead of bollards: this would not stop people parking there physically, there is only limited patrol in the area by CP officers during office hours (much of the problem arises overnight/early morning), double yellows would also just move the problem on’ There are Health & Safety concerns regarding wet, slippery and icy grass surface.  The Town Council is trying to protect a SCC asset in this area.  Letters will be sent to the any identified properties requesting that guests do not park on the grass verges.  To add to standard parking planning response statement that “this is a clear indication that there is a lack of parking and this should be evidence for future planning applications”.
23/12/10.01 Resolved (L/23/12/7.01 Recommendation) That the draft Leisure Services Committee Budget for 2024/2025 be approved at £196,144.00.
23/12/10.02 Resolved (L/23/12/9.01 Recommendation)

 

 That all of the recommendations in the report be approved and that delegated power be given to the Town Clerk and Committee Chairman to authorise any further necessary costs within the current year budget and activity or date changes as necessary.
23/12/10.03 Resolved (L/23/12/9.02 Recommendation)

 

 That a grant of £2,000 be awarded to Newmarket Academy to facilitate this trip. That this be funded from the current year MLF twinning budget. That a review be carried out following the visit to assess if this could be an annual trip.
23/12/10.04 Resolved (L/23/12/9.03 Recommendation)

 

 That all of the recommendations in the report be approved and that delegated power be given to the Town Clerk and Committee Chairman to authorise any further necessary costs within the current year budget and the Events Ear-Marked Reserves.
23/12/11.01 Resolved

 

 That the full draft budget for the municipal year 2024/2025 be received and approved.
23/12/11.02 Resolved

 

 That the precept for the municipal year 2024/2025 for £923,030.00 be approved and submitted.

 
23/11/14.01 Resolved

 

 That the quote from Zurich Municipal be approved and the insurance be renewed on the LTA for 3 years from 14th January 2024.