Community and Leisure Services Minutes (draft) 07-06-2021
Attendance:
Councillor J Borda
Councillor A Appleby
Councillor A Drummond
Councillor D Hall
Councillor J Harvey
Councillor R Hood
Councillor P Hulbert
Councillor M Jefferys
Councillor P Winter
Councillor K Yarrow
Also Present:
C Whitaker – Acting Town Clerk
C Argyroudi – Events Manager
J Ashton – Minute Assistant
Cllr O’Neill
M Walsh – Newmarket Community Network
L Eatock – Newmarket Community Arts
1 Member of the Press
and 1 Member of the Public.
Minutes
CL/21/06/1 To Elect a Chairman
Cllr Jefferys nominated Cllr Winter. There were no other nominations and a vote was taken.
The following was agreed:
CL/21/06/1 Resolved
That Cllr Winter be elected as the Chairman of the C&L Committee for 2021/2022.
Cllr Winter took the Chair.
CL/21/06/2 To Elect a Vice-chairman
Cllr Winter nominated Cllr De’Ath. There were no other nominations and a vote was taken.
The following was agreed:
CL/21/06/2 Resolved
That Cllr De’Ath be elected as the Vice Chairman of the C&L Committee for 2021/2022.
CL/21/06/3 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/21/06/4 Apologies for Absence
Apologies were received from Cllrs Anderson, Crissall and De’Ath.
CL/21/06/5 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
None noted.
CL/21/06/6 To Receive and Confirm for Accuracy the Minutes of the Community and Leisure Services Committee Meeting Held on Tuesday 4th May 2021 and Any Matters Arising
Members received the minutes of the Community and Leisure Services Committee meeting held on 4th May 2021 and the following was agreed:
CL/21/06/6.01 Resolved
That the minutes of the Community and Leisure Services Committee meeting held on 4th May 2021 be adopted and signed as a true record by the Chairman of the Community and Leisure Services Committee.
There were no matters arising
CL/21/06/7 Presentation on the Yellow Brick Road
Margo Walsh gave an update on the work of the Newmarket Community Network on Yellow Brick Road and gave a summary of future actions to improve the area including the following:
A Litter Picking Event – West Suffolk Council to assist
A Bulb Planting Event – NTC to organise
A Christmas Trail Community Event
They were also fund raising for the following:
Adding a pump track
Tree planting for ‘Tree-bilee’
A BMX track
To purchase gym equipment for the St Felix site
There will also be opportunities for education and they were working with the Academy.
The Mayor reported that sponsorship had been found for the Bulb Planting Event and the following was agreed:
CL/21/06/7.01 Recommendation
That NTC secure sponsorship and organise the Community Bulb Planting Event in October 2021.
The Chairman proposed that Item 15 – Summer Entertainment be brought forward and the following was agreed:
CL/21/06/7.02 Resolved
That item 15 – Summer Entertainment be brought forward
Louise Eatock gave an update on the planned Summer entertainment in the Memorial Gardens by Community Arts which included the following:
5th August – Sculpture – Willow/Samba workshop
19th August – Performance – NOMADS/Newmarket School of Dance/Story telling
26th August – Carnival Crafts – Willow – Live Music Event
They planned to commission outside arts companies to run the Woodland Crafts/Eco Mosaics, Samba workshop, recycled arts, story teller and carnival crafts. Louise and at least 5 volunteers will run the Willow workshops.
Cllr O’Neill, Louise and Margo left the meeting.
Public Open Session
Resident, Ian Young, reported that the George Lambton playing fields were not being maintained and the grass was boot high. He asked NTC to pressure West Suffolk Council into keeping the grass cut.
The Chairman advised that this had already been reported to West Suffolk and she had been reassured that it would be cut within two weeks.
Ian left the meeting
CL/21/06/08 To Receive the Accounts
The accounts for May 2021 were received and noted.
CL/21/06/09 Memorial Gardens Annual Play Inspection Report
The Annual Play Inspection Report and recommendations were noted.
A report on the Aerial Runway Launch Pad was considered and the following was agreed:
CL/21/06/09.01 Recommendation
That the metal launch pad be purchased from Massey& Harris at a cost of £878 and a quote be sought from Pro-Scape to install it and to remove the grassy mound. The Acting Town Clerk will have delegated spending powers to action the work.
CL/21/06/10 Cemetery Matters
Acting Town Clerk reported that the new electric gates were still awaiting installation.
CL/21/06/11 Street Lighting
A report on the Studlands Park street lighting was considered and the following was agreed:
CL/21/06/11.01 Recommendation
That the quote from SCC to replace the damaged street lighting for £1,316.29 be approved.
Cllr O’Neill returned to the meeting.
CL/21/06/12 Clock Tower Project
Chairman advised that Pro-Scape would complete the jointing on 16th June and that a meeting would be held on 18th June to sign off phase 1.
CL/21/06/13 Pavilion
Two quotes considered from Pro-scape and Jockey Club Estates to jet wash and varnish the balustrade and uprights at the Pavilion were considered and the following was agreed:
CL/21/06/13.01 Recommendation
That the quote from Jockey Club Estates for £1,440 to jet wash and varnish the balustrade and uprights at the Pavilion be approved.
A further two quotes from Lubron and Allied to replace and install the booster pump for the showers at the Pavilion were considered and the following was agreed:
CL/21/06/13.02 Resolved
That owing to the urgency of this work, the quote from Allied for £1,407.31 be approved and the work be carried out immediately.
CL/21/06/14 Update on Newmarket Events
The Events Manager reported on the following:
Soap Box Derby 2021 – Events Manager – reported that there were 10 teams entered and 541 ticket reservations. A meeting would be held with some of the teams from the 2019 race to get their feedback. The current breakdown of costs was presented.
Summer Entertainment – Events manager asked for views on the Event title either “Earth Arts Day” or “Summer Events for the Future”. The Committee delegated the decision for the title to the Events Manager.
The following additional events with costs were presented:
Free inflatables/obstacle course – 2 members of staff £2,000 +VAT
29th July – Lion Learners – £208.33+VAT
Newmarket Community Arts Centre – £1,200+VAT
12th August – Sharing Parenting – Clay craft Session
The report was considered and the following was agreed:
CL/21/06/14.01 Recommendation
That the quote from AAA Inflatables Ltd to provide inflatables for a cost of £2,000+VAT be approved.
Student Concert – a student concert will be held in the Memorial Gardens 10th July 2021 starting at 6:30pm
Online Twinning Event – Events Manager reported that the event had been well received and there were 60 attendees on the Zoom call. The Mayor gave thanks to the Events Manager for this very well organised and successful event.
Nomination of a Cllr to oversee Twinning – Cllr O’Neill was nominated and the following was agreed:
CL/21/06/14.02 Recommendation
That Cllr O’Neill be appointed to oversee the Twinning activities.
Other planned events – Events Manager reported that the Yoga sessions had been very popular and all sessions had sold out. A report was presented for an additional 4 Yoga sessions and the following was agreed:
CL/21/06/14.03 Recommendation
That the request to add 4 new Yoga sessions in July for a cost of £180 be approved.
CL/21/06/15 Working Groups
The terms of reference for the current working groups were reviewed and confirmed as being correct.
A request to set up a Working Group for safety issues on Exning Road was considered and the following was agreed:
CL/21/06/15.01 Recommendation
That the Exning Road issues be referred to the Neighbourhood Plan Committee Parking Working Group with a remit of reviewing the safety issues on Exning Road.
CL/21/06/16 Newmarket Road
A report was not yet available and this item was deferred to the next meeting.
CL/21/06/17 Correspondence
A request from the RAF & Army Cadets to use the Severals during the summer was considered and the following was agreed:
CL/21/06/17.01 Recommendation
That the request from the RAF & Army Cadets to use the Severals during the summer be approved.
CL/21/06/18 Date of Next Meeting
Monday 5th July 2021 at the Memorial Hall.
CL/21/06/19 Items for Next Agenda
Newmarket Roads report
Meeting closed at 7:57pm
Signed by the Chairman Date 5th July 2021
Summary of Recommendations
| Recommendation | Recommendation Wording |
| CL/21/06/1.01 Resolved | That Cllr Winter be elected as the Chairman of the D&P Committee for 2021/2022. |
| CL/21/06/2.01 Resolved | That Cllr De’Ath be elected as the Vice Chairman of the D&P Committee for 2021/2022. |
| CL/21/06/7.01 Recommendation | That NTC secure sponsorship and organise the Community Bulb Planting Event in October 2021. |
| CL/21/06/9.01 Recommendation | That the metal launch pad be purchased from Massey& Harris at a cost of £878 and a quote be sought from Pro-Scape to install it and to remove the grassy mound. |
| CL/21/06/11.01 Recommendation | That the quote from SCC to replace the damaged street lighting for £1,316.29 be approved. |
| CL/21/06/13.01 Recommendation | That the quote from Jockey Club Estates for £1,440 to jet wash and varnish the balustrade and uprights at the Pavilion be approved. |
| CL/21/06/13.01 Recommendation | That owing to the urgency of this work, the quote from Allied for £1,407.31 be approved and the work be carried out immediately. |
| CL/21/06/14.01 Recommendation | That the quote from AAA Inflatables Ltd to provide inflatables for a cost of £2,000+VAT be approved. |
| CL/21/06/14.02 Recommendation | That Cllr O’Neill be appointed to oversee the Twinning activities. |
| CL/21/06/14.03 Recommendation | That the request to add 4 new Yoga sessions in July for a cost of £180 be approved. |
| CL/21/06/15.01 Recommendation | That the Exning Road issues be referred to the Neighbourhood Plan Committee Parking Working Group with a remit of reviewing the safety issues on Exning Road. |
| CL/21/06/17.01 Recommendation | That the request from the RAF & Army Cadets to use the Severals during the summer be approved. |