Publication

Community and Leisure Services Minutes Signed 05-12-2022

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Attendance:

Councillor P Winter (Chairman)

Councillor J Harvey

Councillor J Ferries

Councillor P Hulbert

Councillor M Jefferys

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

Minute

C/22/12/1 Chairman to Read the Fire Safety Notice and Announce that Proceedings May be Filmed or Recorded
The Chairman opened the meeting, advised that the fire safety briefing was not required and announced that the meeting may be filmed or recorded.

C/22/12/2 Apologies for Absence
Apologies were received from Cllrs Borda, De’Ath, Drummond, Hood, Lay and Yarrow. Cllr Hall was absent.

C/22/12/3 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
None noted. There were no requests for dispensations.

C/22/12/4 To Receive and Confirm for Accuracy the Minutes of the Community Services Committee Meeting Held on Monday 3rd October 2022 and Any Matters Arising
Members received the minutes of the Community Services Committee meeting held on 3rd October 2022 and the following was agreed:

C/22/12/4.01 Resolved
That the minutes of the Community Services Committee meeting held on 3rd October 2022 be adopted and signed as a true record by the Chairman of the Community Services Committee.

The replacement of St Mary’s Churchyard fencing was raised: this will be planned for the new financial year in April, with further quotes being brought to council.

C/22/12/5 Public Open Session
No members of the public wished to speak.

C/22/12/6 To Receive the Accounts
The accounts for November 2022 were received and noted.

C/22/12/7 Budget 2023/2024
A draft budget for 2023/2024 (version 2) was presented and considered. The following was agreed:

C/22/12/7.01 Recommendation
That the draft budget for 2023/2024 (version 2) for the Community Services
Committee be received and adopted.

C/22/12/8 Speed Indicator Devices
An update on the progress with investigations into the deployment of further SIDs/Locations was given and included the following:

a. A SID is on order (solar powered) – this unit was included in the budget for the
current year. A decision as to its location will be made once it is received.
b. A request has been made to Cllrs Drummond and Hood for funding for a further
unit; this unit potentially to be deployed on Fordham Road once approval is
received.
c. Self-assessment surveys are under way for the additional areas and requests will be
made to the SCC Road Safety Management Team for approval of the locations.

A report on the latest data from the SIDs was noted.

C/22/12/9 Birdcage Walk Area
Town Clerk had sought advice from SCC Highways and was advised that not one but
two drop kerbs would be required with a path linking them along with disabled parking
bays. This proposal is not affordable and a metal ramp has been purchased to provide
disabled access to the area as required.

C/22/12/10 Cemetery
Cemetery building repair work – an update on the work was given and Collaboration
23 were commended for the excellent work.

Soil and Spoil area and storage area – it was noted that these are now in place and
working well.

CCTV Cameras – a proposal to install CCTV cameras at Birdcage Walk to monitor
the Cemetery gates was considered and the following was agreed:

C/22/12/10.01 Recommendation
That the quote from TrueTech to install CCTV cameras at Birdcage Walk for
£1,200+VAT be approved. That the WSC monitoring/maintenance fee of £1,000
per annum be added to the SLA.

C/22/12/11 Bulb/Tree Planting
A request, via SCC, from Newmarket Community Nature Reserve to plant bulbs and a
tree was considered and the following was agreed:

C/22/12/11.01 Recommendation
NTC encourages planting around the Town and the request from the Newmarket
Community Nature Reserve to plant crocus bulbs in the verges on Manderston
Road and Valley Way; and the planting of two cherry trees on the corner of
Valley Road and Rowley Drive be approved.

C/22/12/12 Studlands Streetlighting
A WSC Decision report on the ownership of the Studlands streetlighting was noted and
the Town Clerk was asked to write to WSC to request that they take ownership of all
streetlighting in Newmarket.

C/22/12/13 Outside Services and Cemetery SLA
A report regarding the SLA and managing the Cemetery from April 2023 was
considered and the following was agreed:

C/22/12/13.01 Recommendation
• Cemetery and Burial Management – That a quote be requested from WSC
Cemeteries Management.
• CCTV Monitoring & Maintenance – That a quote be requested from WSC
CCTV Monitoring.
• Grounds Maintenance for the Cemetery, closed Churchyards and bin
emptying – That a quote be requested from WSC Grounds Maintenance.
• Grounds Maintenance other areas – that tenders are requested from three
providers.
• That the quote/tendering process commence in early January 2023 and that
delegated powers be given to the Chairman and Town Clerk to take the
process forward.

C/22/12/14 Memorial Hall Offices
Three quotes to install air-conditioning units in the Clerk’s office and the main office
were considered and the following was agreed:

C/22/12/14.01 Recommendation
That the quote from Pitkin & Ruddock for £7,836 be approved and be funded by
the provision in the 2023/2024 budget.

C/22/12/15 Correspondence
None noted.

C/22/12/16 Date of Next Meeting

Monday 6th February 2023 at the Memorial Hall.

Meeting closed at 7:45pm.

Signed: By the Chairman                        Date: Monday 5th December 2022

Summary of Recommendations

Recommendation Recommendation Wording
C/22/12/7.01 Recommendation That the draft budget for 2023/2024 (version 2) for the Community Services Committee be received and adopted.
C/22/12/10.01 Recommendation That the quote from TrueTech to install CCTV cameras at Birdcage Walk for £1,200+VAT be approved.  That the WSC monitoring/maintenance fee of £1,000 per annum be added to the SLA.
C/22/12/11.01 Recommendation NTC encourages planting around the Town and the request from the Newmarket Community Nature Reserve to plant crocus bulbs in the verges on Manderston Road and Valley Way; and the planting of two cherry trees on the corner of Valley Road and Rowley Drive be approved.
C/22/12/13.01 Recommendation ·      Cemetery and Burial Management – That a quote be requested from WSC Cemeteries Management.

·      CCTV Monitoring & Maintenance – That a quote be requested from WSC CCTV Monitoring.

·      Grounds Maintenance for the Cemetery, closed Churchyards and bin emptying – That a quote be requested from WSC Grounds Maintenance.

·      Grounds Maintenance other areas – that tenders are requested from three providers.

·      That the quote/tendering process commence in early January 2023 and that delegated powers be given to the Chairman and Town Clerk to take the process forward.
C/22/12/14.01 Recommendation That the quote from Pitkin & Ruddock for £7,836 be approved and be funded by the provision in the 2023/2024 budget.