Community and Leisure Services Minutes Signed 03-05-2022

CL/22/05/1      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.

CL/22/05/2      Apologies for Absence

Apologies were received from Cllrs Anderson, De’Ath, Drummond, Ferries, Hall, Harvey and Hood.  Cllr Yarrow was absent.

CL/22/05/3      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

Cllr Borda declared a non-pecuniary interest in item 9c.  There were no requests for dispensations.

CL/22/05/4     To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Monday 4^th April 2022 and Any Matters Arising

Members received the minutes of the Community and Leisure Services Committee meeting held on 4^th April 2022 and the following amendment was made:

***CL/22/04/22.01 Recommendation*** – the finishing times of bookings was changed to read 1am and 2am.

Subject to the amendment being made, the following was agreed:

CL/22/05/4.01 Resolved

That the minutes of the Community and Leisure Services Committee meeting held on 4^th April 2022 be adopted and signed as a true record by the Chairman of the Community and Leisure Services Committee.

There were no matters arising.

CL/22/05/5      Public Open Session

No members of the public wished to speak.

CL/22/05/6      To Receive the Accounts

The draft accounts for April 2022 were received and noted.

CL/22/05/7      Memorial Gardens

The WSC Memorial Gardens safety report was received and noted.

Events Manager joined the meeting.

CL/22/05/8      Council Vehicle

Three quotes were considered for leasing an electric van and the following was agreed:

CL/22/05/8.01 Recommendation

That a Citroen e-Berlingo XL electric van be leased from CVC Finance.

A proposal to install a charging point at the Pavilion was considered and the following was agreed:

CL/22/05/8.02 Recommendation

That a charging point be installed at the Pavilion.

CL/22/05/9      Events

Lexington Link – twinning event July 2022.  The requirements to facilitate the event were considered and the following was agreed:

CL22/05/9.01 Recommendation

That NTC supports the July 2022 twinning event by organising a welcome reception at the Severals Pavilion including refreshments.

CL22/05/9.02 Recommendation

That NTC makes a donation of £2,000 to support the visit.

Town Clerk to make further enquiries regarding the requirements.

Platinum Jubilee – updated plans to celebrate the event and costs were noted.

Soapbox Derby – This item was referred to the Leisure Services Committee – to decide charity donation(s).

CL/22/05/10   Newmarket Venues

Bookings – The Events Manager presented a report on the bookings for April, noting that £1,692.35 income was received in April 2022; £1,692.35 Year-To-Date.  Bookings for May include 1x Children birthday party 1 x business meeting 1 x Christening reception until 2am – security is confirmed by the client 1 x Dance party 1 x three-day competition – East Anglia Chess union 1 x Sport club weekly use of Severals 1x outdoor exercise class in the Severals on weekly basis

Hire Charges – the hire charges and Terms of Conditions were considered and the following was agreed:

CL/22/05/10.01 Recommendation

That the existing unchanged hire charges and Terms of Conditions be approved and adopted for 2022/2023.

CL/22/05/11    Roadworks

This item was referred to the next Community Services Committee.

CL/22/05/12    Correspondence

Letter of thanks and appreciation from a resident for the NTC planting of daffodils and cherry trees was welcomed and noted.

A request to put on another student concert in the Memorial Gardens on Saturday 9^th July was considered and the following was agreed:

CL/22/05/12.01 Recommendation

That the request to put on another student concert in the Memorial Gardens on Saturday 9^th July be approved.

CL/22/05/13    Date of Next Meeting

Monday 6^th June 2022 at 7pm at the Memorial Hall.

CL/22/05/14    Items for Next Agenda

·         A142 Roadworks.

CL/22/05/15    ***Exclusion of the press & public***

With the vote being unanimous, it was:

***22/05/15.01 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.

CL/22/05/16    ***Security***

The security for venues and bookings was discussed and the following was agreed:

***CL/22/05/16.01 Recommendation***

That security personnel be employed for late bookings and that the additional security costs be included in the price of the hire charge.

***CL/22/05/16.02 Recommendation***

That the Town Clerk be given delegated powers to find a suitable solution for building security at the Memorial Hall.

Meeting closed at 7:35pm.

Signed by the Chairman        Date 6th June 2022

Summary of Recommendations