Community and Leisure Services Minutes Signed 01-11-2021
Minutes of a Meeting of the Community & Leisure Services Committee
Held on Monday 1st November 2021 at 7:00 pm
Attendance:
Councillor P Winter (Chairman) Councillor J Ferries
Councillor M Anderson Councillor D Hall
Councillor L Crissall Councillor J Harvey
Councillor J Borda Councillor P Hulbert
Also Present: T Symonds – Deputy Town Clerk, C Argyroudi – Events Manager, J Ashton – Minute Assistant, Cllr O’Neil, Sgt McConnell – Army Cadets, 2 Members of the public and 1 Member of the Press.
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.
Apologies for Absence
Apologies were received from Cllrs, Appleby, J De’Ath, Drummond, Hood
Jefferys and Yarrow.
Declaration of Member’s Interests and to Remind Councillors of the Need to Keep up uo Date Their Register of Member’s Interests and to Consider Any Requests Received for Members Dispensation
Cllr Harvey declared a non-pecuniary interest in item 12 a and Correspondence – Local History Society. Cllr Anderson declared a non-pecuniary interest in item 9 – Rayes Lane.
To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Monday 4th October 2021 and Any Matters Arising
Members received the minutes of the Community and Leisure Services Committee meeting held on 4th October 2021 and the following was agreed:
CL/21/11/4.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting held on 4th October 2021 be adopted and signed as a true record by the Chairman of the Community and Leisure Services Committee.
There were no matters arising. The Chairman would seek confirmation that letters were sent to SCC and West Suffolk Council regarding weeding.
Public Open Session
Sgt McConnell spoke to item 9 – Rayes Lane and requested that NTC support their application for set permits for loading and unloading on a single yellow line at their premises.
The Chairman proposed that item 9 be brought forward and the following was agreed:
CL/21/11/5.01 Resolved
That item 9 – Rayes Lane be brought forward.
Rayes Lane
The parking restrictions in Rayes Lane were discussed and there were two options to be looked at, supporting the request for set parking permits at a cost of £1500 or lifting restrictions along the single yellow line after 1:00pm to allow all of the business in the Lane to load and unload without penalty.
Cllr Anderson agreed to pursue this issue with West Suffolk Council and the Chairman would consult Jockey Club Estates and report back to the Committee.
Sgt McConnell and 2 members of the public left the meeting
To Receive the Accounts
The accounts for October 2021 were received and noted.
Budget 2022/2023
The draft C&L budget for 2022/2023 was considered and discussed and was referred for further amendments.
Memorial Gardens
An update report was presented and included the following:
Litter picking and safety checks – the volunteer Cllrs reported that they were happy to continue for the next 3 months until the new SLA is agreed.
Play Equipment – The monthly report was received and noted.
Newmarket Venues
The Events Manager gave a verbal report on the bookings for October, noting that £2,509 income was received in October 2021; £20,736 Year-To-Date. There was one party and 20 meetings in October.
Amplification
The requirements to purchase a portable PA system for events was considered and the following was agreed:
CL/21/11/11.01 Recommendation
That purchasing a portable PA system be agreed in principle and that further quotes be obtained.
Update on Newmarket Events
Car Boots – The Events Manager presented a proposal to move the location from the Severals to the George Lambton Playing fields to avoid traffic congestion on Boot days in Bury Road and Fordham Road. The proposal was discussed and the Events Manager was asked to investigate further regarding the football season, parking capacity and to negotiate the fees with West Suffolk Council.
Christmas 2021 – The Events Manager presented a plan for the Christmas Events that NTC will be supporting:
18th December 2021 – Carols at the Bill Tutte Memorial 11:00 – 1200 – costs £200 for the choir and £100 for catering (free mince pies). The following was agreed:
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.
18th December 2021 – Discover Newmarket’s launch of the Wizard of Oz trail along the Yellow Brick Road. NTC to support the event with walkabout acts from Nomads in exchange for free use of the Memorial Hall 4 times for rehearsals, a photo booth, and symbolic free gifts for the children – costs £400 donation, £700 for a generator and £200 for gifts. The following was agreed:
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.
18th December 2021 – Newmarket Community Arts Taste of Christmas event in the Memorial Hall and Gardens 12:00 -7:00pm. To approve the use of the Memorial Hall free of charge for lantern workshops on 4th and 5th December 2021 and entertainment to create a music mural, Christmas Crafts throughout the day, professional interaction storytelling, theatre performance by local theatre and dance group. In the Memorial Gardens to support the Newmarket Samba Band live performance, a DJ playing Christmas music throughout the day, lantern exhibition, free fun fair, a small Christmas Market with gazebos, and walkabout performances on the High Street to direct people to the Gardens – costs £250 for the DJ, £800 for the fun fair, £1450 for a Snow Globe, £705 for walkabout artists, £500 for the lantern workshops and £200 for materials/lights. The following was agreed:
CL/21/11/12.03 Recommendation
That NTC supports the Newmarket Community Arts event in the Memorial Hall and Gardens 4th -5th lantern workshops and 18th December 2021, total cost £4005 for a DJ, Fun Fair, live Samba band, Snow Globe, walkabout artists, 2 Lantern Workshops and materials/lights.
Newmarket Bombing Memorial – Quotes for a Newmarket Bombing Memorial plaque and a suitable location were considered and discussed and the wording on the plaque was changed to “In Remembrance of those who died as a result of the bombing in Newmarket High Street on 18th February 1941”. The events Manager was asked to obtain further quotes for the revised wording, to be considered at Full Town Council
PCC Police and Crime Plan Consultation
A response to the consultation was proposed and the following was agreed:
CL21/11/13.01 Recommendation
That individual responses be sent to the Chairman to collate a full response by 22nd November 2021.
Correspondence
Newmarket Local History Society – The request to hold the November meeting in the Memorial Hall was considered and the following was agreed:
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.
Date of Next Meeting
Monday 6th December 2021 at the Memorial Hall.
- Items for Next Agenda
- Rayes Lane
- Draft Budget 2022/2023
- Studlands Lighting
- Car boot sales
- PA system
Meeting closed at 8:07pm
Signed: By the Chairman Date: 06/12/2021